NPA - All Wards

Regular Meeting

Burlington, VT · April 29, 2024

Minutes

All Wards Neighborhood Planning Assembly (NPA): Draft Minutes Monday, April 29th, 2024 7-8:45pm Location: CVOEO, 255 South Champlain St. Facilitator: Chris Haessly Note Taker: Jessica Hyman Steering Committee Members in Attendance: 13 total Ward 1: n/a Ward 2: Lauren Ebersol, Erika Faulkner, Jessica Hyman, Mollie Klepack Flanigan Ward 3: Jessy Robbins, Chris Haessly, Amy Prenowitz Ward 4: Hank Prensky Ward 5: n/a Ward 6: Dale Azaria, Nancy Harkins Ward 7: Vicki Garrison Ward 8: Ryan Nick, Tom Carroll Members of the Public in Attendance: Charlie Giannoni, Lea Terhune, Brian Pine (CEDO), Chanel Bastion (CEDO), Fosca Bechthold (CEDO), Sarah Hernandez-Timm (BPD) Link to Watch Meeting Recording: Upcoming 7:15pm Welcome: Introductions, Announcements & Public Forum | 10 min • Adopt the agenda • Introductions • Announcements & Public Forum 7:25pm Overview of NPA Funds & Purchase Process | 20 min • Presentation by Chanel Bastion, Grant & Finance Coordinator, CEDO & Questions o Note: No pre-paying, all funds must be used in current fiscal year (July 1-June 30) o Direct payment preferred (vs. reimbursement) – need invoice from vendor 3 weeks in advance o For reimbursement - checks can be picked up at City Hall o NPAs can request reports at any time – will show only expenses that are fully processed o Requests of more than $1,000 in good or $2,500 in services must come with at least 3 quotes and a reasoning for selection o General deadline: All expenses by May 31 – and submit in a timely manner throughout the year o New form format: Fillable PDF and may be submitted electronically o W-9s needed for vendors or businesses that the City hasn’t used before, and anyone using the funds for income o Unspent funds revert to general fund o Q: Can funds be donated to a non-profit? A: No o Q: Would hiring a research consultant be an allowable expense? A: Yes o Q: What is the process for approving reimbursements? A: Expenses are approved at the NPA level, then checked by Fosca for eligibility and approved o Q: What about sales tax? A: City doesn’t want to pay it, use sales exempt form o Q: Will the NPAs receive the same amount in next fiscal year A: Ideally yes, but will not know until FY25 budget is approved 7:50pm Overview of Open Meeting Law: Agendas, Minutes, and Attendance | 10 min • Presentation by Fosca Bechthold, NPA Public Engagement Specialist, CEDO & Questions o Send meeting minutes to Fosca by Friday morning after any meeting o Minutes must be posted within 5 calendar days o Include attendance (send photo or scan attendance sheets) – Fosca can pull Zoom attendance o Q: Do facilitator and note taker need to be included on the agenda? A: Not required, but helpful o Q: We have sign-in sheets and ask for Ward, name, address, etc. Sometimes sheets are not legible, does it matter? A: It’s OK to send photos of sheets, even if it wasn’t legible • 2019 VT Secretary of State Guide to Open Meetings 8:00pm Discussion: NPA Communication & Record-Keeping Methods | 10 min • Share ideas and feedback about communication methods used & how important documents are shared (i.e. google groups, shared google drive, etc.) • Sharing what methods each NPA uses to keep records & what systems would be helpful to have in place o Ward 1: n/a o Ward 2/3: Shared Google Drive, Google Groups, include agendas, running notes, templates, ordered by year, digital records of sign- in lists/emails, Facebook/Instagram, website, yard signs o Ward 4/7: Paper records, plus Google Drive, sign-in sheets, Facebook Page, meals, timekeeper; 1st Weds set agenda, NPA 4th Weds, plus special meetings for bylaws, etc.; website, yard signs o Ward 5: n/a o Ward 6: Very few records, agenda and meeting summary by monthly email newsletter and on FPF, just started taking attendance; include what is NPA on agenda/meeting summary posts o Ward 8: Very little o Ideas: ▪ Heat map to see where activity/participation is coming from ▪ Need more outreach about meeting summary with link to video recording as a way to increase awareness/engagement 8:15pm Discussion: Outreach & Engagement Methods | 20 min • Meeting with Trusted Community Voices (TCVs) Report-Out, Jessica Hyman (Ward 2 SC) o Main comment from TCVs: What problems do you solve? Need to see direct solutions? o How are SC members being recruited? Is there a stipend? o Outreach to community via local grocery stores o Welcome packets to new arrivals; civic education for new arivals o Focus on what can be done now - what needs to be done before inviting people into the room; actively include equity component to SC meetings to show an ongoing commitment and foster a space to be inclusive; caution against diversity for the sake of diversity o “NPA has an opportunity to create something greater than ourselves…. We’re not giving anything up, we’re creating a better community.” (See Ward 4/7 bylaws) o Bubbling up: What is the purpose of the NPAs? Need to answer that before we figure out how we do outreach and what data we need to collect; BIG Q re role of NPAs: What do we do that City Council doesn’t? • Proposal from Fosca: City-wide NPA outreach event in June or July o This would be an opportunity to connect with communities who aren’t already part of the NPAs in a space that’s comfortable to them 8:35pm Time for Any Additional or Remaining Topics | 10 min • Connect with new Burlington residents by including an NPA outreach insert with voter registration o Would require content approval (and maybe funds for printing) o Remember that not everyone can/will register to vote o Lauren, Erika, Chris, Amy to form committee • All Wards Meeting Frequency: Chris & Erika proposed every 3rd Wednesday of the month as a standing All Wards meeting and initially meeting once a month • Where will NPA docs live? o Shared google drive (& sending them out via email to SC members) 8:45pm Adjourn • Next Meeting: Wednesday, May 15th 2024

Agenda

All Wards Neighborhood Planning Assembly (NPA): Draft Agenda Monday, April 29th, 2024 7:00-8:45pm Join in-person: CVOEO Meeting Space, 255 South Champlain St Join virtually: https://zoom.us/j/97684208734 Facilitator: TBD Note Taker: TBD 7:00pm Welcome: Introductions, Announcements & Public Forum | 10 min • Adopt the agenda • Introductions • Announcements & Public Forum 7:10pm Overview of NPA Funds & Purchase Process | 20 min • Presentation by Chanel Bastion, Grant & Finance Coordinator, CEDO • Questions 7:30pm Overview of Open Meeting Law: Agendas, Minutes, and Attendance | 10 min • Presentation by Fosca Bechthold, NPA Public Engagement Specialist, CEDO • 2019 VT Secretary of State Guide to Open Meetings • Questions 7:40pm Discussion: NPA Communication & Record-Keeping Methods | 15 min • Share ideas and feedback about communication methods used & how important documents are shared (i.e. google groups, shared google drive, etc.) • Sharing what methods each NPA uses to keep records & what systems would be helpful to have in place 7:55pm Discussion: Outreach & Engagement Methods | 30 min • Meeting with Trusted Community Voices (TCVs) Report-Out | 5 min o Jessica Hyman (Ward 2 SC) • Proposal for city-wide NPA outreach event in June or July • Discussion on effective outreach & engagement methods NPAs are currently using & ideas for other methods to explore 8:25pm Time for Any Additional or Remaining Topics | 20 min 8:45pm Adjourn

Packet

Neighborhood Planning Assembly Budgeting and Purchasing Process Rules for Use of City Funds Purchases must be in relation to one of the following NPA goals: 1 To be open and accessible to all voters of the city residing in the ward 2 To provide ward residents with information concerning city programs and activities 3 To help obtain residents' views of city needs To help provide residents with an opportunity to make recommendations relating to 4 government decisions To provide advice to City Commissions or the City Council relating to community development, housing 5 programs, the City's Comprehensive Development Plan, waterfront planning activities, and the City budget. Examples of Eligible Expenses Childcare for meeting Cash to a person or family attendees in need Advertising or outreach Charity donations for promoting meetings Supplies or services Meeting supplies such as intended to be used next food or paper products fiscal year Purchasing Process Overview Decide as a Ward Request for Direct Request for Request Ward how the budget Payment Form Reimbursement Budget Updates should be spent To avoid personal payment, Please submit an NPA Request an updated Ward See NPA Budgeting Tool submit an NPA Direct Reimbursement Form budget from the NPA sheet for assistance Payment Form to the NPA with itemized receipts to Coordinator at any time during What goals or projects will Coordinator at least 3 weeks the NPA Coordinator for the year you accomplish this year? in advance, including reimbursement. Checks What vendors/businesses purchase details and vendor will be mailed unless could you use? estimates. pickup at City Hall is requested. Budgeting Tool Example NPA Request for Direct Payment Form Available as printable or fillable pdf Must be received by NPA Coordinator at least 3 weeks in advance Contracts are required for services over $2,500.00 and must be signed by City CAO NPA Request for Reimbursement Form Remember to include receipts for full payment Checks can be sent by mail or picked up at City Hall Receipts can be scanned and sent using smartphone apps. End of Fiscal Year Please submit all reimbursement paperwork by May 31st in order for CEDO to allow for last minute budget usage June expenses need discussion with NPA Coordinator due to tight deadline.