HomeMy WebLinkAbout31. 14-444
SEPTEMBER 23, 2014 14-406 14-444 PENDING
AUGUST 26, 2014 RESOLUTION
(CARRIED__7-0_____LOST_______LAID OVER_______WITHDRAWN_______)
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.
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ON TIE WA7EH
TO: Honorable Mayor and Members of the Common Council
FROM: Elizabeth Williams, Assistant Planner
DATE: September 18, 2014
RE: Approve Neighborhood 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 minimum 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.
The proposed policy is meant to establish a minimum threshold for"recognizing"
neighborhood associations and is not meant as an active management tool by the City for
each neighborhood association. Staff felt it important to develop a policy given the amount of
resources that could potentially be invested into each neighborhood through recognition.
Having neighborhood associations adhere to the basic policy standards is a good first step
that shows the neighborhood's commitment to the process and its overall health. The
proposed policy is modeled after similar policies found in other communities that have active
neighborhood programming.
As you will recall Council faid this item over after Mr. Gary Gray raised some concerns or
requested clarification regarding certain areas of the policy. Mr. Gray provided written
cqmments and staff has incorporated many of his recommendations into the re-draft as
possible with the notable exception of the requiring an association to provide its private
financial information. Staff does not want this information in part because of the open records
issues it potentially creates where the association may not want that private financial
information disclosed to the general public. Public expenditures made through city
programming into a neighborhood association will continue to be tracked and reported
through those programs and will be included in an annual report.
As was previously done, the re-draft was shared with representatives of each of the
neighborhood associations and no changes have been suggested to date.
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 Neighborhood Association Recognition Policy was reviewed by resident leaders serving
on NeighborWorks Badgerland's Healthy Neighborhood Alliance. Internal staff directly
involved with neighborhood associations has also reviewed the policy and is now submitting it
to Council for final consideration.
The process to be officially recognized by the City of Oshkosh is as follows:
1. A group of neighbors intending to form a recognized neighborhood association must
notify the City staff liaison and form an organizing committee. An existing
neighborhood organization seeking a designation must notify the City staff liaison of
their intention.
2. An educational/informative meeting, upon request, may be conducted by the City staff
liaison regarding steps to organize and the process to receive a recognition
designation from the City.
3. The organizing committee notifies, in writing, all neighbors of the opportunity to vote on
becoming a recognized neighborhood association.
4. Upon request, the City will assist with a neighborhood-wide initial mailing, notifying
residents of a meeting to vote on the formation of a recognized neighborhood
association. Content must be prepared by the organizing committee and delivered to
Planning Services Division at least 21 days in advance of the meeting date to ensure
timely delivery. Mailing will be addressed to "Current Resident".
5. A set of bylaws that include the following information:
a. Name of the neighborhood association;
b. A statement identifying the purpose/mission of the neighborhood association;
c. Description of the neighborhood boundaries;
d. A statement explaining the neighborhood association is voluntary and that
neighbors will not be required to participate or join;
e. A statement that the neighborhood association will be open to all people living in
or owning or representing property within the neighborhood boundary;
f. Description of leadership style including size, function and tenure description;
g. Procedures for election and removal of leadership;
h. Method of determining how votes are taken and recorded at annual meeting(s);
and
i. Method of changing or amending the bylaws.
6. Upon an affirmative vote, the neighborhood association must submit a copy of the
neighborhood association bylaws and supporting materials.
7. 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 within three weeks in
writing.
Upon successful submission of the above information the group will be formally recognized
as a neighborhood association. Planning Services Division will assign each 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 non-compliance and
a period of 30 days to achieve compliance. Should a recognized neighborhood association
not achieve compliance within 30 days; the City staff liaison will submit a written report to the
recognized neighborhood association and Common Council stating noncompliance, when the
neighborhood association was notified of non-compliance and any other pertinent
information. The Common Council will decide whether to revoke recognition. If the City
removes recognition, the neighborhood association and City Council will be informed in
writing.
FISCAL IMPACT
None anticipated.
RECOMMENDATION
Staff recommends approval of the Neighborhood Association Recognition Policy.
Approved,
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City Manager
City of Oshkosh O
Neighborhood Association Recognition Policy lH �H
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Purpose
Neighborhoods are an important part of our quality of life within the city of Oshkosh. As a
community, it is vital to have neighborhoods which are strong. The City recognizes the
important role neighborhood associations can play in developing a vision(s) within
neighborhoods and the community as a whole. Therefore, 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.
Neighborhood associations provide many opportunities for people to work together at the
neighborhood level on issues that directly benefit their own neighborhood and strengthen the
entire community. A neighborhood association meeting and sustaining the requirements within
this policy will be recognized by the City of Oshkosh.
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, homes
and other community entities.
Neighbors — People or legal entities owning or occupying property within a neighborhood. A
neighbor could also include a representative of a person or legal entity 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.
Benefits of a Recognized Neighborhood association
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.
Public Participation — Recognized 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
Revised 9/2014 1
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.
Guest Speakers—The City will develop and maintain a list of City staff that can be scheduled as
guest speakers by neighborhood associations. Speakers will be scheduled based on availability.
Speakers may be requested to make a presentation on a special topic. 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 of recognized neighborhood associations. Nominations for the award
will be solicited from all neighborhood associations.
City Staff Liaison Assistance — When requested, a City staff liaison can provide technical
assistance including but not limited to advice on how to effectively run meetings, how to
advertise meetings and other association events.
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.
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.
Expectations of a Recognized Neighborhood association
The following expectations exist with respect to recognized neighborhood associations:
o Organize and hold at least one (1) general meeting and one (1) neighborhood wide
activity/event per calendar year and notify City staff liaison of date(s) of
activity(s)/event(s)
o Provide the City staff liaison with names, telephone numbers, and addresses of two (2)
main contact persons and any alternate contact persons.
o Neighborhood associations are strictly voluntary and no neighbor will be required to
participate.
o Each neighborhood association will determine its own priorities and desired level of
activity.
o Neighborhood associations will not assume the role of an administrative or legislative
body.
o Neighborhood associations have no legal authority to enact or enforce property design
or maintenance requirements.
o Membership fees, when established by bylaws, shall be voluntary and not preclude any
neighbor from participating in the neighborhood association.
o Neighborhood associations may charge fees for events or activities that do not include
voting on neighborhood association business (voluntary donations are appropriate).
o The City shall not serve as the fiduciary agent for a neighborhood association.
o Any neighborhood association which raises money outside of a city-sponsored grant or
program is responsible for complying with applicable state and federal laws.
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o If funds are disbursed by the City, a neighborhood association may be required to
provide documentation of appropriate use. Failure to do so may result in removal of
recognition.
Recognition Requirements
To earn an official recognition designation from the City of Oshkosh the following requirements
must be met:
1. A group of neighbors intending to form a recognized neighborhood association must
notify the City staff liaison and form an organizing committee. An existing neighborhood
organization seeking a designation must notify the City staff liaison of their intention.
2. An educational/informative meeting, upon request, may be conducted by the City staff
liaison regarding steps to organize and the process to receive a recognition designation
from the City.
3. The organizing committee notifies, in writing, all Neighbors of the opportunity to vote on
becoming a recognized Neighborhood association.
4. Upon request, the City will assist with a neighborhood-wide initial mailing, notifying
residents of a meeting to vote on the formation of a recognized neighborhood
association. Content must be prepared by the organizing committee and delivered to
Planning Services Division at least 21 days in advance of the meeting date to ensure
timely delivery. Mailing will be addressed to "Current Resident".
5. A set of bylaws that include the following information:
a. Name of the neighborhood association;
b. A statement identifying the purpose/mission of the neighborhood association;
c. Description of the neighborhood boundaries;
d. A statement explaining the neighborhood association is voluntary and that
neighbors will not be required to participate or join;
e. A statement that the Neighborhood association will be open to all people living in or
owning or representing property within the neighborhood boundary;
f. Description of leadership style including size, function and tenure description;
g. Procedures for election and removal of leadership;
h. Method of determining how votes are taken and recorded at annual meeting(s); and
i. Method of changing or amending the bylaws.
6. Upon an affirmative vote, the neighborhood association must submit a copy of the
Neighborhood association bylaws and supporting materials.
7. 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 within three weeks in
writing.
Reporting Requirements
A recognized neighborhood association must provide the following information to sustain their
recognition with the City of Oshkosh:
1. Changes in leadership (officers, governing committee, contact person(s)).
2. Amendments to bylaws.
3. Names, telephone numbers, and addresses of two (2) main contact persons and any
alternate contact persons.
Revised 9/2014 3
4. Organize and hold at least one (1) general meeting and one (1) neighborhood wide
activity/event per calendar year and notify City staff liaison of date(s) of
activity(s)/event(s)
These reporting requirements must be submitted in writing to the City staff liaison as soon as
possible but no later than 30 days after a request is made or event/meeting has occurred. Non-
compliance may be cause to suspend or revoke the City's recognition.
Removal of Recognition
The City has the authority to suspend or remove recognition from a Neighborhood association if
the Association fails to comply with any requirement of this Policy. In the case of conflict over
which group represents a certain neighborhood, the City staff liaison will work with the City
Manager to determine which group is officially recognized by the City of Oshkosh.
A suspension from recognition may be authorized by the City staff liaison. The neighborhood
association will be given written notice of non-compliance and a period of 30 days to achieve
compliance. The City staff liaison must inform the City Manager of such suspension within one
(1) business day.
Should a recognized neighborhood association not achieve compliance within 30 days; the City
staff liaison will submit a written report to the recognized neighborhood association and
Common Council stating noncompliance, when the neighborhood association was notified of
non-compliance and any other pertinent information. The common Council will decide whether
to revoke recognition.
If the City removes recognition, the neighborhood association and City Council will be informed
in writing.
Neighborhood associations may reapply for recognition at any time.
City Staff Liaison
A City staff liaison will be assigned by Planning Services to all forming neighborhood
associations. The responsibilities of the staff liaison will be to:
o Provide technical assistance and support to forming and recognized neighborhood
associations;
o Ensure that the recognition requirements are met and notify the neighborhood
association, City Manager and Common Council of any shortcomings;
o Maintain City records related to neighborhood associations;
o Facilitate communications and contact between recognized neighborhood associations
and City staff, if requested;
o Develop and maintain a speaker list and contact speakers upon request from a
recognized 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 neighborhood programming within recognized neighborhood
associations.
o Advise Common Council members on issues related to neighborhoods or neighborhood
associations.
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o Draft or review, as requested by Common Council or City Manager, recommendations
for new policies and/or policy changes relating to neighborhood issues or concerns;
o Submit an annual written report or summary of neighborhood association activities,
concerns, etc.; and
o Refer issues brought forward by Neighborhood associations to appropriate staff.
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.
Basic communication support from the City includes:
o Oshkosh Neighborhood Webpage: The neighborhood group's page will include the
neighborhood boundaries and notable features, neighborhood association bylaws,
neighborhood association contact information, and links to the neighborhood association
website or other online resource, if applicable.
o 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 minimum of 2-3 days turnaround for each copying project.
o The City will make available "neighborhood meeting" yard signs on a first-come, first-
served basis. The neighborhood association must 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.
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