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 “We’re Here to Help You!” • Funding • Reporting • Neighborhood / Community Association • What Does It Mean to Be a Board Member? • Communications • Records • Being an Effective Advocate for Your Neighborhood • Wrap-up, Final Q&A

NEIGHB HBORHO HOOD Q QUIZ 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 Which of these is required?

NEIGHB HBORHO HOOD Q QUIZ Notice must be given how many days prior for the following GHFL Pearl OTCA types of meetings? • Board meeting 7 days 7 days 7 days • Emergency meeting 48 hours 24 hours 24 hours • Elections 30 days 7 days 30 days

NEIGHB HBORHO HOOD Q QUIZ How many board members can serve at a time? GHFL Pearl OTCA 11 20 14 How many board members must be present to hold a vote? (What constitutes a quorum?) 6 11 8

NEIGHB HBORHO HOOD Q QUIZ 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: ________________________

NEIGHB HBORHO HOOD Q QUIZ 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

NEIGHB HBORHO HOOD Q QUIZ How does one join the board? (check all that apply)  By running in the annual election  By petition  By appointment from the current board  By attending 3 meetings in a row

NEIGHB HBORHO HOOD Q QUIZ Voting can take place:  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

NEIGHB HBORHO HOOD Q QUIZ What are the 3 legal duties of the board? Due care • Duty of ________________ Loyalty • Duty of ________________ Obedience • Duty of ________________

NEIGHB HBORHO HOOD Q QUIZ The treasurer is responsible for approving the annual budget. True or False

NEIGHB HBORHO HOOD Q QUIZ All Board members’ emails relating to association business can be requested and inspected by the public? True or False

NEIGHB HBORHO HOOD Q QUIZ 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

OFFICE OF COMMUNITY & CIVIC LIFE BACKGR GROUN OUND & & ORGAN GANIZATION ONAL S STRUCTUR URE

PORTL TLAND’ D’S P S PUBLIC INVOLVEME MENT P PRO ROGRAMS MS Office of Community & Civic Life Neighborhood Coalition Partners • Central Northeast Neighbors Promoting a culture of civic engagement by connecting and • East Portland Neighborhood Office supporting all Portlanders working together and with government • to build inclusive, safe and livable neighborhoods and communities. Neighbors West-Northwest • Northeast Coalition of Neighborhoods Community Neighborhood Involvement Center • North Portland Neighborhood Services • Neighborhood Program • SE Uplift • Diversity Program • Southwest Neighborhoods, Inc. • Disability Program • These 7 neighborhood coalitions serve 94 Alternative Shelter • neighborhood associations New Portlanders Program • Public Involvement Best Practices • Youth Commission • Portland United Against Hate • Elders in Action Crime Prevention Diversity and Civic Leadership Partners Information & Referral Center • The Center for Intercultural Organizing (CIO) • Neighborhood Livability Services Center Latino Network • The Urban League of Portland • Neighborhood Mediation: Resolutions NW • NAYA Portland Youth and Elders Council • Noise Control • • Immigrant and Refugee Community Organization (IRCO) Liquor License Notification • Momentum Alliance • Graffiti Abatement • Cannabis Program

NEIGHB HBORHO HOOD SY SYST STEM STRUCTUR URE • Civic Life Staff • Commissioner (Chloe Eudaly) Office of • City Council Community & Civic Life • Coalition Staff • Coalition Board (11 District members) Coalition Office • Association Board • Association Committees Neighborhood or • Members • Other Volunteers Community Association

OFFICE O E OF COMMUNITY TY & & CIVIC L LIFE Office of Community WHAT DO THEY DO? & Civic Life • Coordinate the citywide community involvement system District Coalition • Administers grant funding for the coalitions Office • Cultivates community-building & partnerships • Provides trainings Neighborhood or Community Association • Liaison with other city bureaus • Support and technical assistance RESOURCES THEY PROVIDE • Database & directory of associations and volunteers (send updates to NWNW) • Bylaw templates and other governing support • Other programs that support livability • Funds for accessibility needs

OF OFFIC FICE OF OF C COM OMMUNITY & C & CIVI VIC L LIFE FE Office of Community & Civic Life SUPPORTING DOCUMENT: THE ONI STANDARDS • Create a framework for participation District Coalition Office • Clarify roles and responsibilities • Ensure accountability, transparency & accessibility Neighborhood or Community Association "THE RULES": WHAT YOU NEED TO KNOW • Meetings are open to the public: public notice / location / decisions / voting • Public access to records • Grievance process: what it can and can’t do • Dues? • Land Use appeals • City notification & recognition

NOTE TES O ON O OPEN EN M MEETI ETINGS & S & PUBLIC R RECORDS DS Public Meetings • You may go into Executive Session only for one of 6 specific reasons. (ONI Standards page 40) • Members of the press may remain in the room and they may take notes but they are obliged not to use the information. • Don't forget to come out of executive session prior to voting on the subject. • There are no secret ballots Public Records • Minutes must be taken at every meeting where a decision is made: general membership, board, committee, etc. and kept on file in the NWNW office. • Minutes are helpful even if you’re not making decisions. Remember, people have served before you and will serve after you. • Be sure to record attendees present and votes by individual.

NWNW DI DISTRICT C COALITION OFFICE Office of Community & Civic Life Neighbors West-Northwest is the neighborhood coalition representing 7 Northwest and 4 Southwest District Coalition Neighborhood Associations encompassing one of the Office most varied sections of Portland, where heavy industry, commerce and a variety of residential Neighborhood / communities co-exist with large, pristine natural Community Association 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 neighbors. This all leads to greater livability and harmony in our thriving urban center.

NWNW D DISTRICT ICT C COALIT ITIO ION O OFFICE Office of Community WHAT WE DO & Civic Life • Information, resources & referrals • District Coalition Technical assistance & training Office • Consultation for organization management Neighborhood / • Ensure compliance Community Association • Community project support RESOURCES WE PROVIDE • Networking and collaboration • Insurance • Direct support to NA Boards • Funding • Records archiving • Online calendar (event notice) • Web support • Print newsletter with calendar • Taxes & corporate reporting (in the NW Examiner) • Membership database • Bookkeeping • Printing • Fiscal Sponsorship

FUN UNDING & & RESOURCES Office of FUNDING OPTIONS MANAGED BY NWNW Community & Civic Life Clean Up Funds •For Litter, Bulky Waste or Recycling/Reuse events •About $600 available per NA District Coalition •Partner with SOLVE or others for increased capacity Office Communication Funds Neighborhood or •Only available to NWNW NAs Community Association •~$7,000/ year •NAs apply for funds in the amount needed. Requests > $750 need approval by NWNW Board Community & Civic Engagement Small Grants •Available to any non-profit in coalition area •Can be used for events, programs or communications (non-capital expenses) Equipment/Tool Lending •Available for community member use •Trash grabbers, large screen, tables, etc. •See nwnw.org/resources/volunteer-resources/ for the full list of resources.