WELC LCOME ME! started with our activity. Sort the items into - - PowerPoint PPT Presentation

WELC LCOME ME!

Thank you for coming!

• Grab some water or coffee and get

started with our activity.

• Sort the items into groups for

those that do and don’t belong under each category.

• Not sure? Discuss with

your neighbors or staff!

NEIGHBORHOOD 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 Make a Difference!”

• Support
• Funding
• Neighborhood / Community Association
• What Does It Mean to Be a Board Member?
• Communications
• Records
• Being an Effective Advocate for Your Neighborhood
• Neighborhood Quiz
• Wrap-up, Final Q&A

INTROD ODUC UCTION ONS

What role do you play? What unique contributions do you make to your neighborhood association board?

BACKGR GROUN OUND & & ORGAN GANIZATION ONAL S STRUCTUR URE

OFFICE OF COMMUNITY & CIVIC LIFE

PORTL TLAND’ D’S P S PUBLIC INVOLVEME MENT P PRO ROGRAMS MS

Diversity and Civic Leadership Partners

• The Center for Intercultural Organizing (CIO)
• Latino Network
• The Urban League of Portland
• NAYA Portland Youth and Elders Council
• Immigrant and Refugee Community Organization (IRCO)
• Momentum Alliance

Neighborhood Coalition Partners

• Central Northeast Neighbors
• East Portland Neighborhood Office
• Neighbors West-Northwest
• Northeast Coalition of Neighborhoods
• North Portland Neighborhood Services
• SE Uplift
• Southwest Neighborhoods, Inc.

These 7 neighborhood coalitions serve 94 neighborhood associations city-wide

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

• Neighborhood Program
• Diversity Program
• Disability Program
• Alternative Shelter
• New Portlanders Program
• Public Involvement Best Practices
• Youth Commission
• Portland United Against Hate
• Elders in Action

Crime Prevention Information & Referral Center Neighborhood Livability Services Center

• Neighborhood Mediation: Resolutions NW
• Noise Control
• Liquor License Notification
• Graffiti Abatement
• Cannabis Program

NEIGHB HBORHO HOOD SY SYST STEM STRUCTUR URE

• Civic Life Staff
• Commissioner (Chloe Eudaly)
• City Council

Office of Community & Civic Life

• Coalition Staff
• Coalition Board (11

members, 1 from each neighborhood association)

District Coalition Office

• Association Board
• Association

Committees

• Members
• Additional Volunteers

Neighborhood or Community Association

OFFICE O E OF COMMUNITY TY & & CIVIC L LIFE

WHAT DO THEY DO?

• Coordinate the citywide community involvement system
• Administers grant funding for the coalitions
• Cultivates community-building & partnerships
• Provides trainings
• Liaison with other city bureaus

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

Office of Community & Civic Life

District Coalition Office Neighborhood or Community Association

OF OFFIC FICE OF OF C COM OMMUNITY & C & CIVI VIC L LIFE FE

"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
• Land Use appeals
• City notification & recognition

SUPPORTING DOCUMENT: THE ONI STANDARDS

• Create a framework for participation
• Clarify roles and responsibilities
• Ensure accountability, transparency & accessibility

Office of Community & Civic Life

District Coalition Office Neighborhood or Community Association

Public Meetings: Exception

• You may go into Executive Session (closed to the

public) only for specific, limited purposes. (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. (Move to go into Executive, Discuss, Move to exit, Motion for action.)

• There are no secret ballots.

NO NOTES ON N OPEN M MEETINGS & & PUBL BLIC R RECORDS

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.

NEIGHBORS WEST-NORTHWEST

PROGRAMS AND SERVICES

Office of Community & Civic Life

District Coalition Office Neighborhood / Community Association

NWNW DI DISTRICT C COALITION OFFICE

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

• neighbors. This all leads to greater livability and

harmony in our thriving urban center.

NWNW D DISTRICT ICT C COALIT ITIO ION O OFFICE

WHAT WE DO

• Information, resources & referrals
• Technical assistance & training
• Consultation for organizational

management

• Networking, collaboration and

partnership building

• Direct support to NA Boards
• Records archiving
• Bookkeeping, taxes & corporate

reporting

• Fiscal Sponsorship
• Historical memory
• Support for:
• Communications and outreach
• Community projects and events
• Websites and IT
• Research & information gathering on city

issues

RESOURCES WE PROVIDE

• Insurance
• Funding
• Online calendar (event notice)
• Print newsletter with calendar

(in the NW Examiner)

• Membership database
• Printing allocation

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

FUN UNDING & & RESOURCES

Clean Up Funds

• For Litter, Bulky Waste or Recycling/Reuse events
• About $600 available per NA
• Partner with SOLVE or others for increased capacity

Communication Funds

• Only available to NWNW NAs
• $12,000/ year
• NAs apply for funds in the amount needed

Community & Civic Engagement Small Grants

• Available to any non-profit operating a program in coalition area
• Can be used for events, programs or communications (non-capital expenses)

Equipment/Tool Lending

• Available for community member use
• Trash grabbers, screen, tables, etc.
• See nwnw.org/resources/volunteer-resources/ for the full list of resources

NEIGHBOR ORHOO OOD D & COMMUNI NITY ASSOCI CIATIONS

NEIGHBORHOOD & & CO COMMU MMUNI NITY A ASSOCIATIONS NS

WHAT DO YOU DO?

• Advocacy
• Livability projects
• Land use review
• Information sharing &

communications

• Educational and

community events

• Clean-ups
• Collaborate
• And More!

Office of Community & Civic Life

District Coalition Office Neighborhood / Community Association

WH WHAT DOES I IT M MEAN T N TO B BE A A BOARD M MEMBER?

THE GROUND RULES

From your organization

• Articles of Incorporation
• Bylaws

From external sources

• ONI Standards
• Oregon Revised Statutes 65
• State and Federal Non-Profit Regulations

Show Up Make Room Set the Tone Be Engaged Have Fun

FIDUCIARY DUTIES:

Duty of Due Care

• Make Reasonable Decisions
• Provide Financial Management
• Observe Laws on Tax-Exempt Status
• Create and Follow Policies
• Manage Protections and Responsibilities

Duty of Loyalty & Conflict of Interest

• Follow adopted policies & board actions
• Sign Conflict of Interest statements

Duty of Obedience

• Respect the mission statement
• Follow the corporate purpose

Office of Community & Civic Life

District Coalition Office

Neighborhood / Community Association

WH WHAT DOES I IT M MEAN T N TO B BE A A BOARD M MEMBER?

Serve the Public Good

NA’s function as Oregon Non-

• profits. Your bylaws outline

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

• f interest and perceived

conflicts between the

• rganization’s interests

and personal, professional and business interests.

Respect Individual Worth & Dignity

Ensure all actions are respectful of individuals and promote inclusiveness, social justice, and

• diversity. The board has a responsibility to

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

• pen meetings also encourage participation.

Be Accountable

You are responsible to your membership to examine all issues critically, from multiple perspectives.

Office of Community & Civic Life

District Coalition Office

Neighborhood / Community Association

WH WHAT DOES I IT M MEAN T N TO B BE A A BOARD M MEMBER?

General Liability Insurance (GL)

• Paid by NWNW
• Owned and managed by the NWNW board
• NA’s provide list of events to be covered
• Physical activities should obtain liability waivers

from participants

• Events serving alcohol require additional

insurance, licensing, and volunteer training (may require an additional fee)

Indemnification and Insurance for Directors & Officers (D&O):

• Owned and managed by the NWNW board
• Indemnification protects assets
• The organizations are supported by the Federal

Volunteer Protection Act

You are personally liable, insurance notwithstanding, when you:

• Fail to act with due care in governing
• r acting for the corporation
• Engage in a conflict of interest
• Agree to be personally liable

Member Neighborhood Association Responsibilities

• The articles & bylaws must stipulate that the organization is governed by a

board of directors.

• In order to receive coverage, member organizations must immediately

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

Office of Community & Civic Life

District Coalition Office

Neighborhood / Community Association

CO COMMU MMUNICATIONS

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)

• board@“myNAdomain”.org -> forwards to all board members + archive + NWNW
• “myneighborhood”.archive@gmail.com -> mailbox to store all board emails

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

• fficer forwarders

“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.

CO COMMU MMUNICATIONS

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

• For mail requiring a signature, address where

somebody will be present during the day

• Certified letters are often sent by developers
• r others who are complying with a formal

“neighborhood contact” requirement.

1 3 2

Office of Community & Civic Life

District Coalition Office

Neighborhood / Community Association

NWNW Forwarding Services

NWNW forwards emails that we receive on behalf of,

• r relevant to, a neighborhood. These may be formal

notices or other information of interest to our

• volunteers. They are sorted by neighborhood

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

CO COMMU MMUNICATIONS

NWNW Print Newsletter in NW Examiner

• Editorials
• Events
• Outreach & recruitment
• Tips & resources
• And More!

Online Calendar

• Official public notice for all NA

meetings (Board & committee)

• Social events
• Board work sessions
• Clean-ups
• City open houses or other

community 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!

COMMUNICA CATI TIONS: S: P PUBLIC N NOTI TICE & & OUTREACH CH

Submit news items and calendar updates 2 Mondays prior to the first Saturday of the month.

Office of Community & Civic Life

District Coalition Office

Neighborhood / Community Association

NWNW Website

• Informational pieces
• Tips & resources
• Grants
• City projects

Social Media & E-newsletter

• Special Events
• Promotion for neighborhood
• Information sharing
• Disseminating City information

MANAGING N NEIGHB HBORHO HOOD R RECORDS

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 and neighborhood (Schedule available upon request)

WHY ARCHIVE?

• Access for public, members, and board
• Board reference (now and in the future)
• Compliance
• Neighborhood History

Office of Community & Civic Life

District Coalition Office

Neighborhood / Community Association

Neighborhood Association

• Minutes
• Agendas
• Sign-in sheets
• Bylaws
• Events materials
• Communications

between Board

• Correspondence
• Policies
• Other documents

may be public record; as determined by each NA board

Cloud Drive / Website

• Updated by

volunteers

• Maintained

by staff

• Filed and
• rganized

by coalition staff

Coalition Office

• Ready

reference for staff and volunteers

• Consistent,

secure storage

City of Portland Archives and Records Center

• Catalogued

for reference

• Frees up local

storage space and provides secure, stable, permanent storage

Records Creation Records Retention Long Term Storage

STORAGE & ACCESS

MANAGING N NEIGHB HBORHO HOOD R RECORDS

BEI EING AN AN EFF EFFECTIVE ADVOCATE TE F FOR OR YOUR N NEIGHB GHBOR ORHO HOOD OD

GENERAL AL P PRINCIPLES F FOR W WORKING E G EFFE FECTIVE VELY WITH L LOCAL AL G GOVE VERNMENT

Set your goals

Know your issues / do your homework

Work personally Keep public

• fficials

informed Keep neighbors informed

Work on all levels Get solid answers Follow up

Be realistic!

Become acquainted with procedure Form Coalitions

Know and support your allies

Make it clear if you represent a group

Know the structures and purposes

• f city government

Always provide completely accurate info

Never threaten

• r attack

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

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 types

• f meetings?
• Board meeting
• Emergency meeting
• Elections

GHFL Pearl OTCA Downtown

7 days 7 days 7 days 7 days 48 hours 24 hours 24 hours 7 days (special) 30 days 7 days 30 days 30 days

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 many board members can serve at a time? How many board members must be present to hold a vote? (What constitutes a quorum?)

GHFL Pearl OTCA Downtown 11 20 14 11 6 11 8 6

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

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

What are the 3 legal duties of the board?

• Duty of ________________
• Duty of ________________
• Duty of ________________

NEIGHB HBORHO HOOD Q QUIZ

Due care Loyalty Obedience

The treasurer is responsible for approving the annual budget. True or False

NEIGHB HBORHO HOOD Q QUIZ

Now that you’ve joined this board, how long are you in for?

 1 year  2 years  3 years  none of the above

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

NEIGHB HBORHO HOOD Q QUIZ

I want to throw a neighborhood event. I should: (check all that apply)

Call NWNW and tell them to get on it Talk with my board and get support Send a tweet/post on facebook/post on nextdoor Contact NWNW for resources

NEIGHB HBORHO HOOD Q QUIZ

WR WRAP-UP, P, FINAL Q& L Q&A – WHAT DI DID YO YOU LEA EARN?

Thank you for your participation!

Mark@nwnw.org

• Finances
• Policy
• Non-Profit

Administration

Mark

Anastasia@nwnw.org

• Communications
• Websites
• Grants

Anastasia

Kayla@nwnw.org

• Research
• Outreach
• Records
• Cleanups
• NWNW Board

Kayla

Contact us to learn more!