CR 96-39 Hopkins Neighborhood Advisory BoardFebruary 27, 1996 Council Report #96 -39
Proposed Action
Overview
HOPHINS NEIGHBORHOOD ADVISORY BOARD
Staff recommends approval of the following motion : Approve the pro osed plan regarding the
operation of the Neighborhood Contact Committee (formerly known as the Hopkins
Neighborhood Advisory Board).
With this motion, staff will develop guidelines for a neighborhood grant program, identify
neighborhoods to be organized in 1996 and implement the plan for organization, and schedule
Coffee With the Council neighborhood meetings.
The Hopkins City Council and the Neighborhood Advisory Board met on January 9, 1996, in
order to discuss the future role and activities of the Board. After much discussion, the City
Council established the following objectives:
o Organize neighborhoods that currently have no form of organization
o Meet with neighborhood representatives on a regular basis
It was also suggested that the Council consider the option of establishing a formal advisory role
for the neighborhood representatives after neighborhood organizations are created and
strengthened.
Staff has discussed the objectives and how they may be obtained, and is recommending several
activities. The recommendations allow for the continued involvement of neighborhood
representatives in a variety of ways, but also attempt to reach out to form a larger base of
neighborhood volunteers.
Primary Issues to Consider
o How will the Council's objectives be met?
o What would the recommendations mean to the City Council, City staff and the
neighborhood representatives?
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Analysis of the Issues
oHow will the Council's objectives be met?
The following is a plan to address the immediate objectives of the City Council, those objectives
being to promote neighborhood organization and to meet with neighborhood representatives on a
regular basis.
Neighborhood Organization
It is being proposed that the City take an active role in undertaking the initial process of'
neighborhood organization. While more time consuming than original recommendations, staff is
confident that it will result in stronger neighborhood organizations, with a larger base of
volunteers.
Staff is recommending a goal of establishing two neighborhood organizations in 1996 in areas not
yet organized. Once the neighborhoods have been selected, a neighborhood mailing list would be
compiled and a survey sent to each resident. The survey would ask the residents to identify
neighborhood strengths, weaknesses, opportunities, and threats. The survey results would be
compiled and forwarded to the City Council.
The survey would also ask if the residents were interested in helping start a neighborhood
organization. Those who indicated an interest in helping start a neighborhood organization would
be invited to a meeting, preferably held in the neighborhood. At the meeting, the results of the
survey would be discussed and representatives from the City would be available to answer any
questions residents may have regarding City issues, projects, etc.
The focus of the meeting, however, would be to form the core group of the neighborhood
organization. Representatives from neighborhoods with associations would be present at the
meeting to explain how their associations operate, the kinds of activities they sponsor, and share
any ideas they have regarding neighborhood organization techniques.
City representatives would also explain what resources would be available to assist the
neighborhoods with the costs of starting an association. Staff anticipates that guidelines for such
assistance would be prepared for Council approval prior to the first neighborhood meeting.
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Communication with Existing Neighborhood Organizations
Coffee With the Council
In order to give neighborhood representatives an opportunity to discuss and provide input on
neighborhood or City-wide issues, staff is recommending that two times per year, Coffee With the
Council be dedicated to meeting with the neighborhood representatives. Invitations would be sent
to those on the Nibbles mailing list, but would be open to all those involved with the
neighborhood organization.
During the Coffee, City Council members would provide a brief update on current City projects
and policies. Representatives would be given the opportunity to ask questions, voice concerns,
and share ideas. Staff is reconnnending that the 1996 neighborhood Coffee With the Council
meetings be scheduled for June 1, 1996, and November 2, 1996.
Annual Meetings
Neighborhood representatives would be strongly encouraged to schedule an annual neighborhood
meeting in their area, which would focus on issues relative to their neighborhood. The
representatives would be responsible for scheduling the meeting with City staff, notifying
neighbors, and hosting the meeting.
Nibbles
Staff is recommending that the mailing list for Nibbles be expanded to include up to five residents
from each neighborhood. Nibbles has been a popular communication too,1 and expanding the
distribution will help to educate more community leaders about City issues. This recommendation
also supports the belief that successful neighborhood organizations need a core group of informed
and dedicated people, rather than placing the responsibility on one person. It will be the
responsibility of the neighborhood to supply and update the names and addresses for the mailing
list
o What would the recommendations mean to the City Council, City staff and
neighborhood representatives?
The activities recommended in this plan will impact the City Council, City staff and the
neighborhood representatives in a variety of ways. City Council members would be asked to
attend the annual neighborhood meetings. Council members would also be responsible for
facilitating the Coffee With the Council meetings, which would involve giving an update on City
issues and answering questions.
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It is believed that implementing the recommendations outlined in this report will require more
staff time than previously spent on the NAB. This may need to be evaluated after completing the
first neighborhood organization project to ensure that staffs time is being spent effectively.
The time commitment of the neighborhood representatives will vary depending on whether they
represent a neighborhood with an association or one yet to establish a neighborhood organization.
Representatives from neighborhoods with associations will be asked to share their expertise with
residents of neighborhoods with no form of organization. They would be expected to be in touch
with their neighborhood, attend the Coffee With the Council meetings, and to organize an annual
neighborhood meeting.
Neighborhood representatives from unorganized neighborhoods would be expected to work
independently or with City staff to organize their neighborhood. As long as they were actively
involved in organizing their neighborhood, they would receive Razzel and would be invited to
share their ideas and concerns with the City Council at the special Coffee With the Council
meetings.
Alternatives
The Council has the following alternatives regarding this issue:
o Approve the plan as outlined by staff
o Modify the plan
o Continue item for more information