Neighborhood Commission Agendas & Minutes

MINUTES Hampton Neighborhood Commission Meeting Community Development Department October 13, 2014 Time 5:00 – 6:30PM Present Alice Callahan, District 6 Pamela Croom, District 2 Ron Davis, City Rep. David Duxbury, District 1 Steven Edwards, Chair-Elect Barbara Franklin, Public Relations Rep. Chris Henderson, District 3 Kathy Johnson, Chair Sandra Medina, District 4 Patricia Parker, District 5 Anthony Reyes, City Rep. Peggy Todd, At-Large Rep. Rhonda Woods, District 9 Jonathan McBride, Executive Director Dorinda Weeks, Recording Secretary Absent James Gray, City Rep. Judy Hart, District 10 Grace Kelley, Youth Rep. Nehemiah Lipford John Lowe, District 7 Henry Mills, Institutional Rep. Jason Samuels, District 8 Guest Opening Call to Order The meeting was called to order at 5:00pm. Roll Call and Verification of Quorum Quorum verified. 2  Pledge of Allegiance Approval of Minutes of the September 8, 2014 Neighborhood Commission Meeting The Chair asked for consideration of the minutes for the September 8, 2014 Neighborhood Commission meeting. Pamela Croom made a motion to ap- prove the minutes. Peggy Todd seconded the motion. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Minutes approved. Chair Announcements None Director’s Report The Director reported: Jonathan reported there were 16 homes, 210 volunteers that participated in the Hampton Home Repair Blitz on October 11, 2014. The next Hampton Home Repair Blitz will be around May 2, 2015. Items to be Presented by Public None Items by Commissioners – Community Event Permit Kathy Johnson is concerned that the procedures and rules that the city gov- ernment has put into place are hindering the Neighborhood Civic Associ- ation from having community building events to foster bonding between the neighborhoods. She suggested this issue be reviewed by the Execu- tive Committee. The Staff will work with the Executive Committee to determine a work- able solution and one this is established a proposal will be present- ed to the Neighborhood Commission. Alice Callahan recommended that each District Commissioner touch base their Neighborhood leaders to gather a list of concerns to give to the Staff to research internally then back to the Executive Committee. The Chair asked for a motion to approve the recommendation made by Alice Calla- han. Rhonda Woods made a motion to approve the 3  recommendation. Kathy Johnson seconded the motion. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Motion carried. Rhonda Woods presented the final draft of the CPOP information pamphlet to be used as a reference for a relationship builder between neighborhoods. David Duxbury Inquired who is responsible for the upkeep of the girder area at E. Mercury Blvd. (Northwest corner near the retention pond)? Tony Reyes noted it is an ongoing project and will check into it. Consent Agenda The Chair received a request from Rhonda Woods to remove (Item D.) Con- sideration of Changes to the Neighborhood Development Fund Policy from the Consent Agenda, however, if Item D. is remove then Item E. Consideration of Changes to Special Committees and Item F. Considera- tion of Changes to the Operations Manual will need to be pulled since they are administrative changes. The Chair asked for a motion to approve the Consent Agenda, Item A. Consideration of Nominating Process for Nominated Commissioners, Item B. Consideration of Nominating Process for Re-Appointed Commissioners, and Item C. Consideration of the Neighborhood of the Year Award Pro- gram. Pam Croom made a motion to approve the recommendation. Patricia Parker seconded the motion. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Motion carried. Peggy Todd addressed “Consideration of Changes to the Neighborhood Development Fund Policy” and the possible name change by clarifying the Grant Review Process is not a new committee. She went on to say the responsibilities of the Grant Review Committee are being taken over by the CAPI Committee. Rhonda Woods suggested hyphenating the name CAPI and Grant Review Committee so it will be clear to the public 4  The Chair asked for a motion to approve the changes as amended by Rhonda Woods. David Duxbury made a motion to approve the amend- ment Alice Callahan seconded the motion. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Motion carried. The Chair asked for a motion for the Staff to make the requisite changes to the Special Committees and Operations Manual to be reflective of the newly approved name of the committee. Pam Croom made a motion to approve the changes. Patricia Parker seconded the motion. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Motion carried. Briefing A. FY16-FY20 Capital Improvement Plan Update Sunshine Torrey, Senior Budget Analysis, gave an overview of the FY16-FY20 Capital Improvement Plan. Capital Improvement Plan is a roadmap that provides direction and planning for the City. The Capital plan seeks to identify the capital needs of the community over a five year period. The CIP includes investments in parks, libraries, transportation, community centers, facilities, technology, water, and other areas that support the community. It is organized within the Expenditure Categories such as: Education – HCS and TNCC maintenance Hampton’s Waterways – Improve/maintenance to waterways Maintenance – Park & Facilities improve/maintenance Master Plans – Implement Community Plan Neighborhood Support – Improve quality of neighborhoods New Facilities – Construct public buildings Other CIP Projects – Indirect aid and support Other Economic Development Support Projects – Indirect support to improve economic base Public Safety – Projects specific to public safety services Streets/Infrastructure – Street resurfacing/maintenance 5  Sunshine Torrey would like feedback on establishing the vision for FY2020 and beyond as well as feedback on the top priorities. The future goal is to align the feedback with the City Council Strategic Initiatives such as: Schools, Economic Growth, Safety, Housing and Fort Monroe. She posed a question to the Committee: Question: What are the top capital projects that your organization would like to see the city further explore? Answer: The priority issue is the amount of funding that the CIP has for blighted property, acquisition and demolition needs to be Housing and Neighborhood Improvement Funding. Additional feedback can be emailed by November 30, 2014 to Sunshine Torrey at storrey@hampton.gov and copy Jonathan McBride on the email at jmcbride@hampton.gov. B. Registered Neighborhood Serving Organization Campaign Update Barbara Franklin reported there are 25 Registered Neighborhoods, two are not included in this count and 5 of the newest neighborhoods will be rec- ognized at the Meet and Greet on November 10, 2014. There is a challenge for each Commissioner to get at least 2 Regis- tered Neighborhoods for a good presentation at the next event in March 2015. The Chair asked the Committee for approval of the changes to the Neighborhood Serving Organization Registration Program policy. Since this motion is from the Committee there was no seconded necessary. Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Motion carried. VII. Action Items A. Consideration of the Chair of the Neighborhood Commission The Chair reported the Nomination for the next Chair is Steve Edwards for the Neighborhood Commission. Since there were no other nominations from the floor and this motion is from the Nominating Committee, no seconded was nec- essary. The Chair called for a vote. 6  Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Motion carried. B. Consideration of the Chair-Elect of the Neighborhood Commission The new Chair, Steve Edwards reported he Nomination for the next Chair-Elect is Peggy Todd for the Neighborhood Commission. Since there were no other nom- inations from the floor and this motion is from the Nominating Committee, no seconded was necessary. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Motion carried. VIII. Dialogue (Ongoing/Old Business) A. Strategic Issues Update Hampton Neighborhood College a. Hampton 101 (Nov / Feb) Darren Robinson reported on the Hampton 101 that will com- mence on November 13, 2014 at the CineBistro from 8am-1pm with a bus tour following. b. Hampton 201 (March – April) The session will take place late Spring with a focus on capacity building and Neighborhood Associations. Neighborhood Commission Meet & Greets a. November / May Barbara Franklin reported the Meet and Greet will be November 10, 2014 and there are 5 Registered Neighborhoods that will be honored as well as the selected organizations Ivy Memorial Baptist Church, Wesleyan Church and Northampton Little League. Commission Retreat Retreat will take place Jan. 31, 2015. You Make a Difference Event (HNI 20th year Anniversary in March) Peggy Todd reported that Community Appearance, Pride & Image Committee will meet on October 22, 2014. Committee Status Reports on Work Plan Progress 7  Nominating Committee – Alice Callahan reported all positions have been filled except District 10. In attendance tonight we have: Brandy Marteney – District 8 Sally Lazorchak – District 7 Community Appearance, Pride & Image Committee- Meets Wed. Oct. 22, 2014 with Civic Communications. Youth Committee – Shanel Lewis reported the Youth Committee had a meeting and are putting together recommendations for the Downtown Master Plan and Coliseum. Grant Review Committee – Now part of CAPI. Civic Communications Committee – Barbara stated they are working on badges for the Commissioners and getting brochures. Neighborhood-School Partnerships Committee – No Report Adjournment The meeting adjourned at 6:26pm. Next Meeting Date: November 10, 2014 @ 5:00PM. Location: Northampton Com- munity Center 8  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Executive Committee October 20, 2014 Time 5:00-6:30pm Present Ann Bane - Chair, Neighborhood - School Partnership Committee Alice Callahan - Chair, Nominating Committee Steven Edwards - Chair Barbara Franklin - Chair, Civic Communications Committee Absent Peggy Todd - Chair- Elect Staff Jonathan McBride - Executive Director Dorinda Weeks - Recording Secretary Shanel Lewis - Housing & Neighborhood Services Staff Marcie Spragan - Housing & Neighborhood Services Staff Guests None Item #1 Review Committee Appointments o Steve Bond will replace James Gray as City Representative in the Standing Committee. o Barbara Franklin will replace Henry Mills on the Nominating Commit- tee and Henry Mills will move to the CAPI/Grant Review Committee as the Chair and Peggy Todd will become Co-Chair of the Commis- sion. o Rhonda Woods is moving from the Civic Communications Committee and will join the CAPI/Grant Review Committee. o Incoming Commissioner, Sally Lazorchak, will be part of the Neighbor- hood Commission-HCS Partnership Committee. 9  o Sandra Medina will be added to the Neighborhood Commission-HCS Partnership Committee. o Incoming Commissioner, Johanna “Brandy” Marteney, will join the Civic Communications Committee. o Barbara Franklin will be added to the Nominating Committee. Item #2 Youth Initiative & the Neighborhood Commission o Jonathan suggested two Youth Commissioners and two Neighbor- hood Commissioners pair up to help connect the youth and the adults within the Commission. o Barbara Franklin has agreed to attend a Monday meeting with the Youth Commissioners. o The Chair suggested some of the youth come to the Executive Com- mittee meetings to brainstorm. Jonathan noted that we could do an- other joint Executive Committee meeting with the Youth Commission- ers. Item #3 Special Event Permit – Identify Concerns Any event that is on public property and the public is invited have to fill out the detailed Spe- cial Event Permit Application regardless of the size and type of event. Jonathan noted there will be a discussion with Risk Management about insurance requirements. He asked the Execu- tive Committee to review the application and send to him and Marcie suggestions or issues that they may have such as insurance, porta johns, size and type of event, etc. Marcie, Shellae and Jonathan will be looking into how the Safe and Clean area events are done and to make all events a simple process. Jonathan will bring the recommendation back to the Executive Committee in December 2014. Item #4 Sheri Bailey Support Request A proposal was received from Sheri Bailey asking the City to help support her focus of the 400 th anniversary of the first landing of slaves in Hampton for the 2019 celebration. She wants to have activities around this storytelling capturing Hampton’s history and would like to develop a Mo- bile Occupy Street Theatre to set-up in a neighborhood or community for 7-12 days providing social services programming such as community gardening instruction, job training, cooking healthy classes, production/ filming industry, etc. 10 The Executive Committee believes that putting resources into a onetime event is not sufficient and it would be better to find an established community organizations or neighborhood organ- izations that can expand their resources within the neighborhoods. If she chooses to come and advocate for her idea and bring it before the Neighborhood Com- mission during the “matters by the public” portion of the meeting Item # 5 Strategic Projects Updates: A. Hampton Neighborhood College o Hampton 101 – The event is being held on November 13, 2014 at CineBistro. All Commissioners are encouraged to attend. o Hampton 201 – Darren and Shellae are working on this and further up- dates will be given at a later time. B. Neighborhood Commission Meet & Greet – The celebration will take place on November 10, 2014 at 5:00pm-6:30pm at the Northampton Community Center. Barbara Franklin discussed the agenda and spreading the word of the Meet & Greet. a. Jonathan suggested that the 3 organizations being recognized have a proclamation as to why they are being recognized, things done or role in community. There will be no role call or quorum; however, there will be a sign-in sheet for attend- ance. C. Commissioner Retreat will be January 31, 2015. Jonathan will update the Com- missioners once the location has been determined. D. You Make a Difference Event (HNI 20th Anniversary/March) & CAPI/Civic Comm. – Joint meeting October 22, 2014. E. Safe & Clean Funding Update - $60,000 for the projects. Item #6 Committee Status Reports A. Civic Communications Committee - Barbara Franklin reported the brochure is be- ing revised and the Commissioners will be getting badges for the Meet & Greet. B. Community Appearance, Pride and Image Committee - Joint meeting October 22, 2014 with Civic Communications. 11 C. Neighborhood-School Partnerships Committee - Hampton 101 November 13, 2014 D. Nominating Committee - Alice Callahan reported all positions are filled except Dis- trict 10. E. Youth Committee - Meeting today, Oct. 20, 2014. Item #7 Review and approve draft agenda for November 10, 2014 Neighborhood Commission Meeting – Already Done Item #8 Other Business  Jonathan welcomed any media calls for information on the Neighborhood Commission/Neighborhood Office from reporters or send them to the City Attor- ney’s office. Item #6 Solicit Remarks for Chair Announcements None Next Meeting Date: November 17, 2014. Location TBD. 12  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Executive Committee December 15, 2014 Time 5:00-6:58pm Present Steven Edwards, Chair Ann Bane, Chair, Neighborhood – School Rep. Steve Bond, City Representative Alice Callahan, Chair, Nominating Committee Barbara Franklin, Chair, Civic Communications Committee Henry Mills, Institutional Rep. Cherrelle Cotton, Youth Representative Sonya Medina, Youth Representative Aaron Washington, Youth Representative Jonathan McBride, Executive Director Daniel Best, Housing and Neighborhood Services Staff Shellae Blackwell, Safe and Clean Initiative Rep. Jasmine Bryson, Neighborhood Commission Coordinator Shanel Lewis, Housing and Neighborhood Services Staff Darren Robinson, Housing and Neighborhood Services Staff Marcie Spragan, Housing and Neighborhood Services Staff Dorinda Weeks, Recording Secretary Absent Peggy Todd, Chair- Elect Guests None Item #1 Executive Meeting Date Change (Starting Jan.) The Executive Committee will now meet the 4th Monday of every month with the first meeting January 26, 2015. Item #2 13 Special Event Permit Marcie Spragan and Shallae Blackwell presented to the Executive Committee suggestions for the special events permitting process for small neighborhood based events. Some of the re- search ideas are to:  Establish guidelines for the permitting process  Obtain a small and large event application  Determine what qualifies as a small event  Determine where the small events are permitted to be held  Cost and fees of the event  How to submit the application  Who qualifies for the permit  Determine when or if a certificate of insurance is required  Determine application submittal deadline  Would a special events permit be required if the event is held on Hampton Parks and Recreation property? Jonathan recommended forwarding this information to the CAPI Committee. Item #3 Youth Commission Representation/Partnership Discussion We have three Youth Commissioners in attendance today: Selena King-Medina, Sharell, and Aaron Washington. The youth plans to attend the Executive Committee meeting on a regular basis and will report the information back to the Youth Commission on how they can assist. We are in need of two volunteers to mentor our Youth Commission. Item #4 Strategic Project Updates: A. Hampton Neighborhood College - NSP 1. Hampton 101 (Nov / March 7) Ann Bane reported over 50 participants for the Hampton 101 held at the CineBistro. The next Hampton 101 will be in March 7, 2015 with a focus on neighborhoods. Location to be determined. 2. Hampton 201 (March / April) 14  Shellae Blackwell reported the course will be 4 or 5 weeks starting in April with a focus in developing new and experienced leaders, learning skills, gaining confidence, using the tools they have learned to actively partici- pate in their neighborhoods. Upon completion of Hampton 201 course, the participate will be able to return to their neighborhood with a proven understanding and leadership in the content of their existing work, great- er capacity to recognize and use the tools for change, an increase sense of civic responsibility, ongoing support thru a network of new rela- tionships they have built within the college. Date and location will be de- termined. B. Neighborhood Commission Meet & Greets (Nov/May) –Civic Com. Barbara Franklin reported there were approximately 80 participants for the Meet and Greet held at the Northampton Community Center on November 10, 2014. C. Safe & Clean Funding Update Jonathan reported because some of the funds are attached to the special events process and small improvements in the safe and clean areas the funds have not been moved yet. After the cleanup of this process, the funds will be moved. The Phoebus Community Garden Pilot Program is currently in process. D. You Make a Difference Event (HNI 20th Anniversary) / March – CAPI/Civic Com Barbara Franklin reported the event will be held at the Virginia Air & Space Museum on March 21, 2015 from 5pm-8pm. CAPI/Civic Committee will meet in January to work on the logistics. E. Youth Committee- The youth are working with HRT on transportation issues. F. Commission Retreat (Jan 31). Location to be determined. The retreat agenda will include: Topic Areas o Clarification of roles, purpose of a commissioner (commission meetings) o Skill building including listening skills o Conflict resolution o Outreach o Trust between civic and community o Understanding ourselves and each other in how we approach our work Roles Education on the difference between the commissioners’ role as a civic guide and being a problem solver 15  o How to link civic and community together in a positive way (Asset focus) o Self-assessment Item # 5 Committee Status Reports A. Civic Communications Committee- Already reported above B. Community Appearance, Pride and Image Committee- Neighborhood Pool Program Proposal update – Steve had a meeting with some of the managers from the pools and one concern is the Neighborhood Pools is asking for assistance in obtaining the lifeguard stands that the City of Hampton is not able to utilize. C. Neighborhood-School Partnerships Committee Ann Bane reported a letter was sent to the Commissioners on how they can support their schools. D. Nominating Committee- No report E. Youth Committee- Youth Committee has been established. Item #6 Review and approve draft agenda for January 12, 2015 Neighborhood Commission Meeting Item #7 Other Business 1. Daily Press’ Citizen of the Year nomination will be considered next year because of short timeframe. 2. Deadline for Neighborhood of the Year award has been extended to January 23, 2015. Item #8 16 Remarks for Chair Announcements None Next Meeting Date: January 26, 2015, Location TBD. 17  MEETING DATE: January 12, 2015 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J.McBride Reviewer: J.McBride Presenter: P.Todd/J.McBride_ SUBJECT: Consideration of the proposed Neighborhood Swimming Pool Grant Program Policy AGENDA ITEM: V. A. ACTION REQUESTED: Approval of the proposed Neighborhood Swimming Pool Grant Program Policy Suggested Language for the Motion – “I move that we approve the proposed 2015 Neighborhood Swimming Pool Grant Program Policy.” BACKGROUND STATEMENT: The Community Appearance, Pride & Image Committee is requesting that the Neighborhood Commission approve the Neighborhood Swimming Pool Grant Program. If approved, this will be the tenth year that the Commission has supported the program. The seven Hampton neighborhood swimming pools (Mallory, Riverdale, Briar- Queen, George Wythe, Northampton, Willow Oaks, and Elizabeth Lake) continue to be valuable assets to our neighborhoods, providing unique social and recreational benefits to Hampton citizens. The 2014 pool grant program resulted in over 6,100 visitors over the 9 days at the 6 participating pools. The proposed policy for 2015 includes the following: 1. Each participating pool is eligible for $4,000 in grant funds to provide 9 Community Pool Preview Days. These preview days are free/open to the public and must be held on May 23-25, Memorial Day Weekend and June 16-21, the first week of summer break. 2. Fundraising Incentive - For each dollar in resources (other than memberships and events supporting the swim team) raised by the pool organization that goes toward the operation of the pool, the Commission will match dollar for dollar up to $1,000 in additional grant funds. This proposed program will continue to focus on only funding the operational and maintenance costs of the neighborhood swimming pools such as equipment, repairs, supplies, staff costs, etc. Participants at the free pool days will be required to abide by all rules and guidelines set forth by the pool to include but not limited to: Hampton residency, 18 adult supervision, safety standards, and outside refreshments. Each pool will be required to log the guest participants on the free swim days, keep record of citi- zens who utilized the free swim days that generated a membership and submit it with their close-out report at the end of the season. The corresponding set-aside of $35,000 from the Neighborhood Improvement Fund Program will enable the Commission to provide up to $5,000 to each neigh- borhood swimming pool that participated in previous years of the grant program. This policy again sets the expectation that the pools demonstrate their efforts to increase memberships and take steps to become self-sufficient in order to receive future funding. The Committee did revise the eligibility requirements to be more inclusive of other potential neighborhood pools. The language is reflected in the draft policy. NEXT STEPS: If approved, the application will be developed and made available to the neighborhood swimming pools. ADDITIONAL REFERENCE MATERIALS ENCLOSED: 2015 Neighborhood Swimming Pool Grant Policy (Draft) 2014 Neighborhood Pool Grant Program Summary COMMITTEE RECOMMENDATIONS: The Community Appearance, Pride & Image (CAPI) Committee recommends approval. 19 Neighborhood Swimming Pool Grant Program Grant Policies (January 2015) I. Purpose of the Funds The Neighborhood Swimming Pool Grant Program is intended to: - Increase the number of Hampton citizens that have safe access and exposure to water, - Provide needed support to the neighborhood-based pools as community assets, - Prevent the closure and vacancies of these community assets within the community, and - Encourage partnerships with organizations that work to provide a sense of community and unique place to their surrounding neighborhoods. The primary strategy to accomplish these outcomes is through a partnership with the com- munity pools to offer open pool days to community members. These days provide expo- sure and help to demonstrate the value of the pools to the larger community. The Neighborhood Pools are strongly encouraged each year to make every effort to - develop creative, innovation and collaborative approaches to addressing the pool’s long term viability and sustainability, - increase the number of pool memberships, - lower operating costs where possible, and - build partnerships with other organizations and businesses. If future funding is available, grant eligibility will be impacted by the neighborhood pool or- ganization’s demonstrated outreach and organization efforts and their ability to become self-sufficient community assets. II. Eligible Applicants Neighborhood Pool Grants are available to pools that serve local neighborhoods (Single family subdivisions) and the surrounding community. Neighborhood pools should be not-for -profit organizations that serve as volunteer organizations within the community. Participation in the Pool Grant Program will require pool organizations to: - Provide open membership for any resident of the City of Hampton. - Pools must agree to be free and open to the public for the weekend (Saturday, Sunday, Monday) of Memorial Day and the week of June 16 through June 21 (Tuesday through Sunday). o The nine (9) open pool days are a part of a Community Pool Days pool program as agreed upon by participating pools to maximize the opportunities for citizen outreach and marketing of these community assets. o The open pool time must be offered at no charge to Hampton citizens on the days indicated above. All minors under 18 must be accompanied by a parent or guardian. o Pools must keep a log of community guest participants on these days for evalu- ation purposes of the program and submit a copy of this log at the grant close- out. o In the case of inclement weather, no make-up days will be required but the pool operator must contact the grant administrator to inform them of the closing. 20  o Funding will be provided after June 21. If a pool chooses to withdraw from the program at anytime during the Community Pool Days program, they will forfeit all grant funding. - Meet or exceed all Health Department regulations as demonstrated by a submitted copy of their 2015 approved health permit - Submit an insurance certificate listing the City of Hampton as additional insured with, at least, minimal coverage. III. Eligible Funding Neighborhood pools that participate in the Community Pool Days program and meet all eli- gibility requirements and additional grant funds requirements are eligible to receive up to $5,000 in grant funds. a. Use of funds: Neighborhood Swimming Pool Grant funds must be expended on pool operational costs or improvements such as staffing, equipment, supplies, repairs, train- ing, etc. with written proof provided at grant close out. b. Funding Availability: Neighborhood pools may receive only one (1) Neighborhood Swimming Pool Grant per calendar year. Funding in one year does not guarantee funding in future years. c. Primary Grant Funds: Primary grant funds of $4,000 will be provided to the pools that participated in the Community Pool Days program after approval of their application and receipt of sign written agreements. d. Additional Grant Funds: Each pool will be eligible for up to $1,000 in additional fund- ing as a dollar for dollar match based on demonstrated fundraising efforts. For example, if a pool organization raises $800 through three fundraising events and a local business donates $100 of pool chemical supplies, the pool would receive $900 in matching funds from the Neighborhood Commission. All additional grant funds will be provided after adequate fundraising documentation is submitted before or on Novem- ber 2, 2015. Funds derived from pool memberships or events to support the swim team do not con- stitute demonstrated fundraising for the purposes of the additional grant funding. Demonstrated fundraising may include, but is not limited to, a financial statement of cash donations, assessment of donated materials, or equipment in support of the pool infrastructure. e. Grant Due Dates: Completed applications will be accepted no later than 4:30 PM April 1, 2015. Completed closeout reports will be due no later than 4:30 PM on No- vember 2, 2015. 21  IV. Reporting Requirements Close out reports must be submitted no later than November 2, 2015 and must demon- strate what the grant funds were expended on and that other resources (memberships, fundraising, material donations, discounts) generated by the pools were generated to fund the operation of the pool (Funds to support the swim teams do not qualify). Each pool must provide: - a copy of the Community Pool Days sign in sheets and a record of any memberships generated from the Community Pool Days, - a narrative summarizing the results of outreach and self-sustainability efforts must be provided with the closeout report, - documentation of operating expenses (i.e. receipts, invoices, bills) and fundraising re- sults (i.e. itemized summary, closeout budget) totaling at least the amount of grant funds. Failure to provide this information will impact the organization’s eligibility for future Neigh- borhood Swimming Pool Grant funding. 22  Community Pool 2014 Outreach & Partnership Summary Mallory Pool Partnership and fundraising strategies included: “This year we are doing several things to help raise money. Our plan is to set up a new committee for fund raising. This committee will look at many options and we will participate in as many as we can. There will be different ones, but car wash, pancake breakfast, raffle and selling various items have all been mentioned this year. We do plan to make this a priority for 2014. We also plan to contact more day cares and church groups. We had 2 groups last year on a regular schedule. Recruiting new mem- bers and bring back old members will be a part of our drive during April and May. We plan to use our Facebook page more also.” Partnerships Created:  Kids Swim  Drive Center Lessons,  Various church group Free Community Pool Days Attendees Total: 204 Membership Totals: 53 Willow Oaks Recreation Association Partnership and fundraising strategies included: “The WORA has a website – which includes information on the neighborhood and community activities as well as the pool...WORA also has a Facebook page – which includes pool information… Each year WORA has a membership drive – forms are hand delivered to all the residents – and pool membership forms are mailed to all non -residents that previously joined the pool. In addition, more than 2,200 flyers will be delivered to our neighborhood elementary schools encouraging them to consider join- ing the pool… Pool banners have already been put up at the entrances to Willow Oaks…at the Pool Open House and Memorial Day Commemoration Ceremony... al- so…an ad in “Happenings” magazine to promote the pool and swim team and are promoting donations through HNDP program for beautification efforts...” 23 Partnerships Created:  George Wythe Pool Association  Northampton Pool Association  Tina Crismon, Realtor  Local Businesses o ACE Hardware, Becky’s Hallmark, Becky’s Buckroe Florist, Capri Pizza, County Grill, etc.  Van Reynolds, Website Operations Free Community Pool Days Attendees Total: 2025 Membership Totals: 208 Riverdale Recreation Association Partnership and fundraising strategies included: “Over 1,000 invitations are being mailed to local homes…Pelican Shores, Windor Ter- race, Greenfield, Riverdale, Tidemill, Michael Woods, and Nelson Farms. 1,000 flyers have been distributed to the Sprint Call Center on Butler Farm Rd, Burbank, Hampton Christian and the Child Development Academy. Over 700 emails have been sent out to small, home based businesses, Riverdale Regional Civic Association (RRCA) Members and Tide Mill members. 100 sponsorship letters will be mail...RRA is sponsoring a Riverdale Rays Swim Team Referral contest offering $100 off membership fees for the family that refers the most families by May 24th, 2014. RRA is sponsoring…fundraisers and community events to include a Chili Cook-off, Vendor Fair, April Easter Eggrava- ganza, May Spaghetti Dinner, Swim Team Vendor Fair, Riverdale Pool Car Raffle Giveaway, and Pig Picking. ” Partnerships Created:  Islander Soccer Association (ISA)  CATCH, a program for handicapped youth, Hampton Christian School Summer Program  Healthy Families 24   Agape Summer Camp  Salvation Army  Freedom Life Church  CornerStone Church  Rivermont School Free Community Pool Days Attendees Total: 1080 Membership Totals: 50 Northampton Pool Partnership and fundraising strategies included: “We tried something new this season and allowed non-member sponsored guest to visit up to 5 times. Fundraising…through main events, Hampton Cup Regatta parking, swim lessons, Daycare Summer Camp, Labor Day Cookout, and pool rental to SEVA… Additionally, we did patio birthday parties and school band party ” Partnerships Created:  Hampton Cup Regatta,  SEVA  Summer Camp Free Community Pool Days Attendees Total: 495 Membership Totals: N/A Elizabeth Lake Estates Civic Association Partnership and fundraising strategies included: “YMCA will continue to conduct swim lessons during the evenings to encourage new members to join…A community yard sale will be held…We will continue to operate the concession stand…We encourage non-swimming residents to donate to HNDP to 25 support our pool...We have groups reserve our pool for parties, Movie Night at the pool, and a Craft Show. ” Partnerships Created:  Hampton YMCA  Kecoughtan Swim Team  Gloria Dei Lutheran Church  District 4 Meeting Participation  William E. Woods Realty  Over 40 local merchants Free Community Pool Days Attendees Total: 1827 Membership Totals: 161 Briar-Queen Recreation Association Partnership and fundraising strategies included: “House Number Curb Painting…We painted all 292 houses and received donations… Membership and community outreach through free swim days Memorial Day Week- end and outreach through free swim days Memorial Day Weekend. Also we have Mid -week community swim open to non-members for a fee, Mailing and placement of fly- ers in surrounding neighborhoods, 3rd Annual Swim-a-Thon fundraiser by Tarpon Swim Team, Movie Night open to all for a fee, Pool rentals, and host Powhatan Park Neighborhood Watch meetings and National Nite Out. ” Partnerships Created:  Inspiring Minds  Boy Scouts  Church Groups 26   Virginia Crusaders  W.T. Patrick Hardware  All Good Supply  Riverdale and Mallory Pool Associations Free Community Pool Days Attendees Total: 495 Membership Totals: 51 27 Civic Communications Committee Meeting Results October 8, 2014 – Michael Canty Conference Room - 5pm Present:  Barbara Franklin, Chair – At-Large Commissioner  Pam Croom – District 2, Neighborhood Commissioner  Sandra Medina – District 4, Neighborhood Commissioner  Rhonda Woods- District 9, Neighborhood Commissioner Absent:  Major Ron Davis – Hampton Police Department  Alice Callahan- District 6, Neighborhood Commissioner Staff:  Shanel Lewis- Neighborhood Development Associate  Brianna Venner –Marketing Inc. I. Old Business a. Review the Hampton Neighborhood Initiative Brochure Further discussion on content  Rack Card to be sent via email for review and remarks   Brianna Venner will continue to assist the Civic Communication Committee with creating a Hampton Neighborhood Office Brochure. b. Meet and Greet November 10th 2014  Community Organizations to be recognized are Wesley United Methodist Church , and Ivy Memorial Baptist and Northampton Little League  Barbara and Pam to make contact with organizations for attend- ance.  Reviewed and approved agenda for Meet & Greet II. New Business a. Review of Registered Neighborhood Organizations (RNO)  Recommendation to submit Partnership for a New Phoebus and Willow Oaks Recreational Association to full Commission for RNO recognition b. CAPI Meeting 28   Keep meeting date as set October 22, 2014 Meeting Adjourned: 6:02pm Meeting Schedule – 2nd Wednesday of every month Next meeting date – November 12, 2014, 5pm 29 Civic Communications Committee Meeting Results November 12, 2014 – Michael Canty Conference Room~ 5pm Present:  Barbara Franklin, Chair- At-Large Commissioner  Pam Croom- District 2, Neighborhood Commissioner  Sandra Medina- District 4, Neighborhood Commissioner  Alice Callahan- District 6, Neighborhood Commissioner  Brandy Marteney- District 8, Neighborhood Commissioner Absent:  Major Ron Davis – Hampton Police Department  Brianna Venner- Marketing Inc. Staff:  Shanel Lewis- Neighborhood Development Associate I. Old Business a. Meet & Greet Debrief  Very successful, 76 people attended, Youth Commission an d school Administration, along with Neighborhood Leaders, local Church  Was some confusion with the start time, 5pm or 5:30pm  Reach out for next Meet & Greet to neighborhoods to honor some- one from local neighborhood or district for location.  Next Meet & Greet Spring 2015 b. Review of Hampton Neighborhood Brochure  Commissioners have till November 21st to send content material to Brianna Venner  Brianna Venner will continue to assist the Civic Communication  Committee with creating a Hampton Neighborhood Brochure II. New Business a. You Make a Difference Update  Theme: Evolution of Neighborhoods, Proposed Date: March 20, 2015  Top Choice of Venue: Hampton University ($300/4 hours)  Invite Only/ RSVP Only, Cocktail Style Event b. E-blast with “tid-bits” –Written by Barbara Franklin and Sandra Medina will manage (E-blasts)  ”Did you know?” -About Churches and Commissioners for community Meeting Adjourned: 5:58pm Meeting Schedule-2nd Wednesday of every month Next Meeting Date- December 10, 2014, 5pm 30 Civic Communications Committee Meeting Results December 10, 2014 – Michael Canty Conference Room~ 5pm Present:  Barbara Franklin, Chair- At-Large Commissioner  Sandra Medina- District 4, Neighborhood Commissioner  Major Ron Davis – Hampton Police Department  Brandy Marteney- District 8, Neighborhood Commissioner Absent:  Pam Croom- District 2, Neighborhood Commissioner  Alice Callahan- District 6, Neighborhood Commissioner Staff:  Shanel Lewis- Neighborhood Development Associate  Brianna Venner- Marketing Inc. I. Old Business a. Brochure  Committee approved content for the brochure and agreed to make a tri-fold brochure that will be printed in house  Brianna will take content back to graphic designer to work on the design  Brochure will be completed before meet and greet date in March II. New Business a. You Make a Difference  You make a Difference Date: March 21st 2014 5-8pm Virginia Air and Space Museum  Shanel will reserve the space and get the list of vendors  Guest speakers will be Will Moffet and Joan Kennedy  Recognize the grassroots leaders of neighborhoods Meeting Adjourned: 5:58pm Meeting Schedule: 2nd Wednesday of every month Next Meeting Date: January 14, 2014, 5pm 31 CAPI Committee Meeting Results Dec. 17, 2014 – Michael Canty Conference Room - 5pm Present:  Steve Edwards, Chair – Faith Based Institutional Representative  Peggy Todd, Chair-Elect – At-Large Representative Commissioner  Rhonda Woods – District 9, Neighborhood Commissioner  Tony Reyes – City Representative Commissioner Absent:  Patricia Parker – District 5, Neighborhood Commissioner  David Duxbury – District 1, Neighborhood Commissioner  Henry Mills – Institutional Representative, Neighborhood Commissioner Staff:  Marcie Spragan- Neighborhood Development Associate  Jasmine Bryson- Neighborhood Development Associate  Jonathan McBride – Executive Director/HNS Manager Old Business a. Update on You Make a Difference Event  Event is March 21st at the Air and Space Center  Award Applications will be extended to January 23rd b. Upcoming Events  Blitz, January’s CAPI meeting will have discussions of where May’s event will take place. o Ideas are Central and Western end of Hampton.  Special Events Permits will also be discussed in the January CAPI meeting.. New Business c. Review of Pool Polices Amendment  The language regarding Single family subdivision neighborhoods was introduced, voted and passed to be revised in the 2015 Neighborhood Swimming Pool Grant Program. d. Other Business  Is there a way to have a swim learning week, could Red Cross facilitate?  West Hampton suffers with no community facilities.  Is there a way to work with Newport News to get a combined library, community center, etc. to share expenses but have the far West End of Hampton feel like part of the city.  Discussion was had but no definite answers have been made. Meeting Adjourned: 6:15pm 32