BOARD MEMBER ORIENTATION NEIGHBORS WEST-NORTHWEST AGENDA - - PowerPoint PPT Presentation
BOARD MEMBER ORIENTATION NEIGHBORS WEST-NORTHWEST AGENDA Introductions Background and Organizational Structure - Office of Community & Civic Life Neighbors West-Northwest Were Here to Help You! Funding Reporting
NEIGHBORS WEST-NORTHWEST
“We’re Here to Help You!”
How do you inform the public about your meetings? (check all that apply)
On Facebook Nextdoor Neighborhood website Printed in the NW Examiner Online calendar
Notice must be given how many days prior for the following types of meetings?
GHFL 7 days 48 hours 30 days OTCA 7 days 24 hours 30 days Pearl 7 days 24 hours 7 days
How many board members can serve at a time? How many board members must be present to hold a vote? (What constitutes a quorum?)
GHFL 11 6 OTCA 14 8 Pearl 20 11
Who is authorized to write an official letter from the neighborhood association? (check all that apply)
The Board President The Executive Committee Any committee Anyone on the board The Board as a whole Other: ________________________
Under what circumstances can you call an emergency meeting? Because you didn’t have a quorum at the regular meeting You’re frustrated and need to vent To discuss one specific topic with a time constraint All of the above
By running in the annual election By petition By appointment from the current board By attending 3 meetings in a row
Over email as long as there is a quorum On the board listserv By another member when you’re unable to attend By phone By ballot None of the above
Due care Loyalty Obedience
All Board members’ emails relating to association business can be requested and inspected by the public?
True or False
My personal liability as a board member is limited as long as I:
Wasn’t at the meeting where the board decision being questioned was made Voted for the position that best aligns with the interests of my constituency Don’t receive pay for my service on the board Act in good faith and with due care
Diversity and Civic Leadership Partners
Neighborhood Coalition Partners
These 7 neighborhood coalitions serve 94 neighborhood associations
Office of Community & Civic Life
Promoting a culture of civic engagement by connecting and supporting all Portlanders working together and with government to build inclusive, safe and livable neighborhoods and communities.
Community Neighborhood Involvement Center
Crime Prevention Information & Referral Center Neighborhood Livability Services Center
Office of Community & Civic Life
members)
District Coalition Office
Committees
Neighborhood or Community Association
WHAT DO THEY DO?
RESOURCES THEY PROVIDE
Office of Community & Civic Life
District Coalition Office Neighborhood or Community Association
"THE RULES": WHAT YOU NEED TO KNOW
SUPPORTING DOCUMENT: THE ONI STANDARDS
Office of Community & Civic Life
District Coalition Office Neighborhood or Community Association
Public Meetings
to use the information.
Public Records
committee, etc. and kept on file in the NWNW office.
you and will serve after you.
Office of Community & Civic Life
District Coalition Office Neighborhood / Community Association
Neighbors West-Northwest is the neighborhood coalition representing 7 Northwest and 4 Southwest Neighborhood Associations encompassing one of the most varied sections of Portland, where heavy industry, commerce and a variety of residential communities co-exist with large, pristine natural areas and riparian habitats. NWNW Board provides a forum for these 11 neighborhoods to interact, share resources and complement each other's efforts. It also offers a key channel for the city and elected officials to quickly disseminate information to a wide range of
harmony in our thriving urban center.
WHAT WE DO
management
RESOURCES WE PROVIDE
(in the NW Examiner)
Office of Community & Civic Life
District Coalition Office Neighborhood / Community Association
FUNDING OPTIONS MANAGED BY NWNW
Office of Community & Civic Life
District Coalition Office Neighborhood or Community Association
Clean Up Funds
Communication Funds
Community & Civic Engagement Small Grants
Equipment/Tool Lending
Quarterly Reports to the Office of Community & Civic Life
Volunteering for your neighborhood is a valuable activity and we strive to quantify the impact of your actions! Each quarter NWNW collects information about the volunteer activities to share with the Office of Community & Civic
neighborhood volunteers bring to Portland. This information helps advocate for support and funding from the City.
We track your activities in five categories:
Communication & Outreach
Various groups of people have been historically under-engaged in the neighborhood system including people of color, immigrants, refugees, low-income individuals and families, youth, elders, people that are houseless, renters, people with disabilities, lesbian, gay, bi, and transgendered people. We encourage a concerted effort to reach out to these groups.
Partnerships/Building Relationships
Diverse learning
volunteers or the public
Trainings
Numbers don’t demonstrate all of your hard work! The narrative component demonstrates 1) the value of your efforts, 2) the value of the neighborhood system and 3) how additional resources could benefit volunteer work. They often address organizations’ strengths, accomplishments and challenges. We report on 4 activity categories from our grant contract:
Narratives
time
Participation
Help us keep this information as accurate as possible by submitting all agendas, minutes and sign-in sheets in a timely manner! Records@NWNW.org
WHAT DO YOU DO?
Office of Community & Civic Life
District Coalition Office Neighborhood / Community Association
THE GROUND RULES
From your organization
From external sources
Show Up Make Room Set the Tone Be Engaged Have Fun
FIDUCIARY DUTIES:
Duty of Due Care
Duty of Loyalty & Conflict of Interest
Duty of Obedience
Neighborhood / Community Association
Serve the Public Good
NA’s function as Oregon Non-
your mission and commitment to the greater good.
Be a Good Steward
You are responsible for managing resources entrusted to you. This includes avoiding conflicts
conflicts between the
and personal, professional and business interests.
Respect Individual Worth & Dignity
Ensure all actions are respectful of individuals and promote inclusiveness, social justice, and
consider perspectives outside their own.
Honor the Spirit of Rules & Law
Understanding the intentions behind the rules often benefits your organization. For example, transparency is required by the ONI Standards, but
Be Accountable
You are responsible to your membership to examine all issues critically, from multiple perspectives.
Neighborhood / Community Association
General Liability Insurance (GL)
covered
from participants
insurance, licensing, and volunteer training
Indemnification and Insurance for Directors & Officers (D&O):
and managed by the NWNW board
Volunteer Protection Act Neighborhood / Community Association
You are personally liable, insurance notwithstanding, when you:
Member Neighborhood Association Responsibilities
board of directors.
report any incident or activity which might result in an insurance claim. Failure to do so may result in the insurance company denying such a claim.
PROTECTIONS AND RESPONSIBILITIES
COMMUNICATIONS BETWEEN BOARD MEMBERS These are public records!
In order to facilitate streamlined communications and accurate records retention, each NA has 2 associated email addresses. (see the Neighborhood Snapshot for exact address)
NWNW liaison
Here are examples of how you would use them: TO: board@“myNAdomain”.org
Full board communications Group announcements and logistics
Email is not an appropriate venue for discussion of business or decision making! TO: Personal email CC: “myneighborhood”.archive@gmail.com
Individual communications regarding neighborhood business “James, can we add the bikeway proposal to the agenda?”
FWD: “myneighborhood”.archive@gmail.com
You receive an email at your personal address that is relevant to neighborhood business, but doesn’t need to be seen by the whole board.
BOARD D COMMU MMUNICATION
Board Member Board Member Board Member Board Member Board Member Board Member Board Member Board Member Board Member
Many NAs also use individual
“president@myneighborhood.org”
REQUIRED CITY NOTICES TO NEIGHBORHOOD ASSOCIATIONS
The City of Portland is required to notify NAs of certain actions. Civic Life asks each NA to identify these 3 contact categories for email and postal mail. These will be listed in the online directory and available to all bureaus for consistency.
City Required Notice Contact
Handout available with full list of required notices.
General Correspondence Contact
This could range from information about programs, projects, events, or requests for information/assistance.
Certified Mail Address
somebody will be present during the day
“neighborhood contact” requirement.
1 3 2
Neighborhood or Community Association
NWNW Forwarding Services
NWNW forwards emails that we receive on behalf of,
notices or other information of interest to our
relevance and then sent to a committee or the entire Board as appropriate. To receive City and Bureau project updates please subscribe directly to their listservs. Links to each of these subscription options are listed here nwnw.org/resources/local-government-links/
Volunteers then decide what information they should communicate to their wider community.
E-newsletters Facebook Website Nextdoor Print materials
Community
Meetings Announcements Any items to the left that seem appropriate for wider distribution
Neighborhood Association Board
Land Use notices Events, filming & street closures Liquor licenses Noise control ASTRs City Council agendas Events Grants
Neighbors West- Northwest
Required Notices Information Outreach Opportunities for involvement
City of Portland
NWNW Print Newsletter
Online Calendar
(Board & committee)
events
Meetings must be open to the public with notice given at least 7 days prior.
Please help us to achieve this by providing meeting details and updates regularly!
District Coalition
Neighborhood / Community Association
WHAT IS A PUBLIC RECORD?
Defined in the ONI Standards: “Records” include any writing , or part thereof, containing information relating to the business of a Neighborhood Association or District Coalition that is prepared, owned, used, or retained by the Neighborhood Association or District Coalition. “Writing” can be either electronic or non-electronic. Records are retained for a period of time determined by their type (Schedule available upon request)
WHY ARCHIVE?
District Coalition
Neighborhood / Community Association
Neighborhood Association
between Board
may be public record; as determined by each NA board
Cloud Drive / Website
volunteers
by staff
coalition staff
Coalition Office
reference for staff and volunteers
secure storage
City of Portland Archives and Records Center
for reference
local storage space and provides secure, stable, permanent storage
Records Creation Records Retention Long Term Storage
STORAGE & ACCESS
GENERAL AL P PRINCIPLES F FOR W WORKING E G EFFE FECTIVE VELY WITH L LOCAL AL G GOVE VERNMENT
Know your issues / do your homework
Work personally Keep public
informed Keep neighbors informed
Work on all levels Get solid answers Follow up
Be realistic!
Form Coalitions
Know and support your allies
Become acquainted with procedure Make it clear if you represent a group
Know the structures and purposes
Always provide completely accurate info
Never threaten
A spirit of collaboration will go much farther than anger
Be open to suggestions
Progress happens when everyone pushes in the same direction
GENERAL AL P PRINCIPLES F FOR W WORKING E G EFFE FECTIVE VELY WITH L LOCAL AL G GOVE VERNMENT
Mark@nwnw.org
Administration
Mark
Anastasia@nwnw.org
Anastasia
Doretta@nwnw.org
Doretta
Kayla@nwnw.org
Kayla
Contact us to learn more!