HomeMy WebLinkAbout34. 14-406
AUGUST 26, 2014 14-406 RESOLUTION
(CARRIED_______LOST_______LAID OVER___X____WITHDRAWN_______)
UNTIL 9/23/2014
PURPOSE: APPROVE NEIGHBORHOOD ASSOCIATION RECOGNITION
POLICY
INITIATED BY: COMMUNITY DEVELOPMENT
WHEREAS, neighborhood revitalization is a key improvement strategy in the
City's Comprehensive Plan; and
WHEREAS, the Common Council has identified strong neighborhoods as a
priority Strategic Plan goal; and
WHEREAS, as the City continues its efforts to promote neighborhood
development it is important to establish a policy for the creation and recognition of
neighborhood associations; and
WHEREAS, said policy will ensure each association is held to the same
standards.
NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of
Oshkosh that the attached "Neighborhood Association Recognition Policy" is consistent
with the City’s Comprehensive and Strategic Plans and is hereby approved.
BE IT FURTHER RESOLVED that the proper City officials are authorized and
directed to take those steps necessary to carry out the City's responsibilities under the
Policy.
OYHKOIH
ON THE WATER
TO: Honorable Mayor and Members of the Common Council
FROM: Elizabeth Williams, Assistant Planner
DATE: August 21, 2014
RE: Approve Great Neighborhoods Association Recognition Policy
BACKGROUND
For the past few years the City of Oshkosh has been actively engaged in neighborhood
development and revitalization in an overall effort to create /maintain Healthy Neighborhoods
of choice within the community. Neighborhood revitalization is a key improvement strategy in
both the City's Comprehensive Plan and the Council's Strategic Plan. As the City continues
its efforts to promote neighborhood development it is important to establish a policy for the
creation and recognition of neighborhood associations. A policy will ensure each group is
held to the same standard and clearly understands, the expectations and benefits of
becoming a City recognized neighborhood association.
ANALYSIS
The City of Oshkosh encourages the voluntary formation of neighborhood associations for
the purpose of facilitating communication between residents and City officials, fostering
interaction between individuals on issues of common geographic concern and building a
better community through cooperative action. The Neighborhood Association Recognition
Policy (see attached draft) establishes standard requirements that must be agreed upon at a
general meeting noticed to all residents and property owners within the proposed boundary.
The following items must be submitted to the Planning Services Division for all neighborhood
associations wishing to be formally recognized by the City of Oshkosh:
1. Name of the neighborhood.
2. Neighborhood boundaries.
3. Names, telephone numbers, and addresses of two (2) main contact persons and any
alternate contact persons.
4. A statement identifying the purpose /mission of the neighborhood association.
5. Hold at least one (1) general meeting per calendar year and notify City staff liaison of
the date(s) of meeting(s).
6. Organize one (1) neighborhood wide activity /event per calendar year and notify City
staff liaison of the date(s) of activity(s) /event(s)
7. By -laws that include the following:
a. A statement explaining the neighborhood association is voluntary;
b. Description of Neighborhood boundaries;
c. Membership criteria allowing any Neighbor over the age of 18 the right to
belong and to vote;
d. A statement that the Neighborhood Association will be open to all residing or
owning property within the neighborhood boundary;
e. Procedures for the election and removal of leadership ; and
f. Method of determining how votes are taken and recorded at annual meeting(s).
Upon successful submission of the above information the group will be formally recognized
as a neighborhood association. Planning Services Division will assign each recognized
neighborhood association a staff liaison to assist the association on questions relevant to city
services. Planning Services Division will also coordinate basic communication support for
neighborhood associations to ensure that residents are aware of their existence within the
community.
The City has the authority to remove recognition from a neighborhood association if the
Association fails to comply with any requirement of the policy. Prior to the removal of
recognition, the Neighborhood Association will be given written notice of noncompliance and
a period of 60 days to achieve compliance. If the City removes recognition, the Neighborhood
Association and City Council will be informed in writing. Neighborhood Associations may
reapply for recognition without prejudice.
FISCAL IMPACT
None anticipated.
RECOMMENDATION
Staff recommends approval of the Neighborhood Association Recognition Policy.
Approved,
,e
City Manager
City of Oshkosh
Neighborhood Association Recognition Poficy
4.fHKO1H
ON THE WATM
Purpose
The City of Oshkosh encourages the voluntary formation of Neighborhood Associations for the
purpose of facilitating communication between residents and City officials, fostering interaction
between individuals on issues of common geographic concern and building a better community
through cooperative action.
Definitions
Neighborhood - A neighborhood can be defined by, but not limited to, the following. Geographic
or man -made boundaries. Its residents share a common link such as a school, public street
pattern, parks, architectural styles or time periods, or infrastructure. A neighborhood is typically
not a single residential development. Neighborhoods may include businesses, churches, and
other community entities.
Neighbors — People or legal entities owning or occupying property within a neighborhood.
Neighborhood Association - A voluntary organization, recognized by the City, made up of a
group of people who identify with a common area, who share common goals and concerns, and
who work together to improve and maintain the quality of life in their neighborhood. Recognized
Neighborhood Associations work collaboratively with the City of Oshkosh to facilitate the need
for a rapid response from local agencies and residents to resolve neighborhood concerns.
Recognition Requirements
A group of Neighbors intending to form a recognized Neighborhood Association or seeking
recognition of an existing Neighborhood organization must notify the City staff liaison. The
recognition steps are as follows:
- Upon request, an educational meeting may be conducted by the City staff liaison
regarding steps to organize.
- The organizing committee notifies, in writing, all Neighbors of the opportunity to vote on
becoming a recognized Neighborhood Association. Upon request, the City will pay for
the initial mailing.
- Upon an affirmative vote, the Neighborhood Association submits a copy of the
Neighborhood Association bylaws and supporting materials.
- The City staff liaison will review the materials and notify the Neighborhood Association
and City Council of his or her decision with regard to recognition in writing.
A Neighborhood Association must provide the following information to receive official
recognition from the City of Oshkosh:
1. Name of the neighborhood.
2. Neighborhood boundaries.
3. Names, telephone numbers, and addresses of two (2) main contact persons and any
alternate contact persons.
4. A statement identifying the purpose /mission of the neighborhood association.
5. Hold at least one (1) general meeting per calendar year and notify City staff liaison of the
date(s) of meeting(s).
& Organize one (1) neighborhood wide activity /event per calendar year and notify City staff
liaison of the date(s) of activity(s)/event(s)
7. By -laws that include the following:
a. A statement explaining the neighborhood association is voluntary;
b. Description of Neighborhood boundaries;
c. Membership criteria allowing any Neighbor over the age of 18 the right to belong
and to vote;
d. A statement that the Neighborhood Association will be open to all residing or
owning property within the neighborhood boundary;
e. Procedures for the election and removal of leadership ; and
f. Method of determining how votes are taken and recorded at annual meeting(s).
Changes or amendments to any of the before mentioned items shall be provided to the City staff
liaison.
Expectations
The following expectations exist with respect to recognized Neighborhood Associations:
• Neighborhood Associations will be included in the public input process but will not be
assumed by City officials to speak on behalf of all Neighbors and will not limit the ability
of any person or entity, including non - recognized Neighborhood groups, to participate on
their own behalf. Communication with the Neighborhood Association will not replace the
City's traditional methods of direct outreach to residents.
• Neighborhood Associations are strictly voluntary and no Neighbor will be required to
participate. Each Neighborhood Association will determine its own priorities and desired
level of activity.
• Neighborhood Associations will not assume the role of an administrative or legislative
body. Neighborhood Associations have no legal authority to enact or enforce property
design or maintenance requirements.
City Staff Liaison
The City will assign a staff liaison to recognized Neighborhood Associations. The role of the
staff liaison will be to:
o Provide information about the role and organization of Neighborhood Associations, both
generally and in direct consultation with residents;
o Ensure that the recognition requirements are met and notify the Neighborhood
Association and City Manager of any shortcomings;
o Maintain City records related to Neighborhood Associations;
a Work with City Departments to facilitate the communication activities outlined in this
policy;
o Develop and maintain a City speaker list and contact speakers upon request from a
Neighborhood Association;
o Educate City staff on the role of Neighborhood Associations and how to fully engage
Neighborhood Associations as a valued resource;
o Promote and administer Healthy Neighborhood Initiative programming within recognized
Neighborhood Associations.
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• Refer issues brought forward by Neighborhood Associations to appropriate staff; and
• Advice the City Council on issues related to Neighborhoods or Neighborhood
Associations and draft or revise related policies.
It is not the role of the City staff liaison to organize a Neighborhood on behalf of a proposed
Neighborhood Association or to advocate positions on behalf of Neighborhood Associations.
Communication Support
The City shall not serve as the primary communication vehicle for Neighborhood Associations.
The City's Planning Services Division will provide basic communication support to
Neighborhood Associations to ensure that residents are aware of their existence within the
community.
Basic communication support from the City includes:
• Oshkosh Neighborhood Webpage: The neighborhood group's page will include the
Neighborhood boundaries and notable features, Neighborhood Association bylaws,
regular meeting place and time of Neighborhood Association meetings, Neighborhood
Association contact information, and links to the Neighborhood Association website or
other online resource.
• Initial Mailer: Upon request, the City will coordinate a neighborhood -wide mailing,
notifying residents of a meeting to vote on the potential formation of a recognized
Neighborhood Association. Content must be delivered to the Planning Services Division
at least 21 days in advance of the organization meeting date to ensure timely delivery.
Mailings will be addressed to "Current Resident."
• Copying: Upon request, the City will provide printing services for each association in an
amount established by the Community Building & Engagement Program. Associations
should anticipate a 2 -3 day turnaround for each copying project.
• The City will make available "neighborhood meeting" yard'signs on a first -come, first -
served basis. The Neighborhood Association can notify the City staff liaison with the
pick -up and drop -off dates.
Communication with the Neighborhood Association will not replace the City's traditional
methods of direct outreach to residents. The City will not facilitate any communication that is
inconsistent with its policies, general operating principles, or the City Municipal Code. Examples
of communication that would be inconsistent with City policies include items that are
discriminatory or politically partisan in nature.
Removal of Recognition
The City has the authority to remove recognition from a Neighborhood Association if the
Association fails to comply with any requirement of this Policy. Prior to the removal of
recognition, the Neighborhood Association will be given written notice of non - compliance and a
period of 60 days to achieve compliance. If the City removes recognition, the Neighborhood
Association and City Council will be informed in writing. Neighborhood Associations may
reapply for recognition without prejudice.
Funding
Membership fees, when established by the bylaws of a Neighborhood Association, shall be
voluntary and shall not preclude any neighbor from participating in the Neighborhood
Association. Neighborhood Associations may charge fees for events or activities that do not
include voting on Association business. The City shall not serve as the fiduciary agent for a
Neighborhood Association. Any Association which raises money outside of a city - sponsored
grant or program is responsible for complying with applicable state and federal laws. If funds are
disbursed by the City for use by an Association, the Association may be required to provide
documentation of appropriate use. Failure to do so will result in removal of recognition.
Additional Benefits
Guest Speakers — The City will develop and maintain a list of City staff that can be scheduled as
guest speakers by Neighborhood Associations. City staff may be available to speak on special
topics by request. The guest speaker program is designed for education and information sharing
purposes.
Annual Award — Each year the City will give a Neighborhood Association Award to recognize
community building efforts by the City's Neighborhood Associations. Nominations for the award
will be solicited from all Neighborhood Associations.
Neighborhood Meeting Signs — The City will provide access to yard signs to help advertise
neighborhood meetings /events. The signs are available on a first -come, first - served basis and
can be requested by contacting the City staff liaison with the pickup and drop off dates.
Development of a Neighborhood Plan — Recognized Neighborhood Associations are eligible to
develop a plan embodying citizen's desires on a broad range of concerns in a designated
neighborhood. The purpose of a neighborhood plan is to provide detailed goals and objectives
for the designated neighborhood in a manner consistent with the City of Oshkosh
Comprehensive Plan and current ordinances. Neighborhoods with an approved plan are eligible
for additional programs which are developed to assist with plan implementation.
Funding -- Recognized Neighborhood Associations are eligible to submit funding requests for
public improvement projects & community building & engagement activities within their
neighborhood. Funding is based on yearly allocation and there is no guarantee that every
request submitted will be approved for funding.
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