Tuesday, May 8, 2001

SUMMARY NOTES: Guidelines Review, Empowerment & Assessment Team, GREAT

City of Portland, Office of Neighborhood Involvement

Members Present:
Nancy Chapin Alliance of Portland Neighborhood Business Associations
Cathy Crawford University Park Neighborhood Association
Raymond Hites Lents Neighborhood Association
Moshe Lenske Woodstock Neighborhood Association
Stanley Lewis Downtown Community Association
Jerry Powell Goose Hollow Foothills League
Mark Sieber Neighbors West/Northwest
Ruth Spetter City of Portland, Attorney's Office
William Warren Central Northeast Neighbors
Patricia Gardner Pearl District Neighborhood Association
Brian Hoop Office of Neighborhood Involvement
Frank Dixon City of Portland, Commissioner Saltzman

Lee Perlman Hollywood Star/Eliot Neighborhood Association

Members Absent:
Rey Espana Multnomah County Aging and Disabilities Services
Wes McMullen Southwest Neighborhoods, Inc.
Joleen Classen ONI
David Lane ONI
Lanita Duke NECN

Decisions by this group are subject to change at future meetings.
Opportunities for public input at the end of meeting and future workshops.

I. Co-chair Discussion
Brian handed out a brief description of co-chair responsibilities for the committee and asked for volunteers. This position will be filled at the next meeting in June. Concern raised if chairs can participate in discussion or only moderate group discussion. Moshe offered to nominate himself but reconsidered due to previous concern.

II. Workplan Ideas/Issues
Brian asked the group to list possible workplan topics that should be addressed in the review of the Guidelines. Ideas/workplan topics generated by committee members include:

Role of the Guidelines: separating philosophy and rules
A clear purpose and function of the Guidelines. A distinction needs to be made between the philosophy behind the guidelines and what are rules that will be enforced as City Code. The relationship of codes, rules and contracts needs to be compartmentalized from goals and policies stated in the guidelines.
Formatting needs to be cleaned up; needs introduction, table of contents, goals/purpose, etc…
Guidelines should be kept simple and shouldn't include a lot of additional legal requirements that may prevent citizens from becoming involved in their neighborhood and recognizing that NA activists are volunteers. The approach to revising the guidelines should be to look at what's not working and apply additional rules/regulations if necessary.
Some members felt that the Guidelines are too long, too legalistic.
Issue raised about how the guidelines are distributed, who gets it.
Issue raised that it needs a table of contents, introduction, and goal statement. Its not very easy to use.

Role of ONI, District Coalitions, Neighborhood Associations
Recognition and role of Business Associations and how they work with coalitions.
Clarify definitions of ONI, District Coalitions, NA's. Role of tax status and political activity of district coalitions.
Clarify ONI's role of ongoing monitoring, enforcement and accountability of the contracts and bylaws.
Clarify accountability of District Coalitions and NA's to do what they are supposed to do by code, guidelines, or bylaws.
Definition of the relationships between players; role of the NA, district coalition board/staff and ONI. Coalitions have taken on the role of political spokesperson for the NA and lead policy issues.
Procedures for how new district coalitions are formed.
Use of (or not use) Robert Rules/parliamentary procedures.
Role of mandated compliance with State Public Record/Meeting law.
Ability of small Neighborhood Associations to comply with regulations.
City's need to be responsive to Neighborhood Association input and to make that input possible. i.e. clarify responsibility of city on public notices to NA's and limited authority for NA's to move bureau topics onto the council agenda.

Conflict resolution at all levels
A clearer grievance and dispute resolution procedure is needed, possibly a citywide citizen panel that is self-governing.
Procedure for how Neighborhood Associations move from one district coalition to another.

Role of Neighborhood Associations: How representative are they?
Clarify what is required in order to "represent" a Neighborhood Association.
Tendency of District Coalitions and Neighborhood Associations to turn inwards, to isolate themselves.
There should be periodic tests conducted to ensure that neighborhoods are inclusive; i.e. rules of engagement between City and NAs.
City's obligations for nurturing and respecting limitations of volunteers who feel stretched to the limit.
Expectations for outreach efforts by neighborhood associations.
Needs to clarify what happens after a Neighborhood Association is certified: NA should agree to principles, need for monitoring, etc.

III. Concluding Remarks
Several members of the group requested that meeting times be extended to discuss with some of these issues in more detail.

Tuesday, June 12th
8:30 AM - 10:00 AM
City Hall, Lovejoy Room, 1221 SW 4th Ave.