Neighborhood Commission Agendas & Minutes

HAMPTON NEIGHBORHOOD COMMISSION Neighborhood Commission Monday, March 12, 2018— 5:00-6:30PM Community Development Conference Room BE A GREAT NEIGHBOR - ENGAGE OUR NEIGHBORHOODS - ENCOURAGE NEIGHBORHOODS TO BE GREAT PLACES - BE A CONDUIT BETWEEN OUR NEIGHBORHOODS AND OUR CITY - KEEP NEIGHBORHOOD LEADERS INFORMED - HELP GUIDE NEIGHBORHOOD LEADERS IN REACHING THEIR GOALS - ENCOURAGE NEIGHBOR ENGAGEMENT WITHIN THEIR NEIGHBORHOODS AND CITY District Representatives: District Representatives: ——————————————————————————————————————————- District One Representatives: District One Christy Elliott District David District Two One Duxbury I. Opening Karen District ChuckDuncan Two McEachin A. Roll Call and Verification of Quorum District Charles Pam District Two Croom ‘Chuck’ McEachin Three Pam Croom District Three B. Pledge of Allegiance Jon Welters District Chris Vacant Three Henderson C. Review and Approve minutes of the January 20, 2018 District Four Chris Henderson District VACANT Four D. Chair Announcements District Sandra Sandra District Four Medina, Five King-Medina Chair-Elect Sandra District King-Medina FredFive Everett, Chair-Elect II. Director’s Report District SixFive Patricia District Parker Patricia District VACANT Parker Six III. Items to be Presented by Public District Alice District Six Callahan Seven Alice DistrictCallahan VACANT Seven IV. Briefings & Discussions District Sally District Seven Lazorchak Eight John Lowe District Eight A. Briefing on Adventure Hampton Mobile Application Kevin Steele District Brandy Evelyn District NineEight Stephenson Marteney B. Briefing on Military Affairs Committee Jason District DeenaSamuels Nine Franklin C. Briefing on FY18 Capital Improvement Plan District Deena Rhonda District Ten Nine Franklin Woods D. Discussion on Neighborhood Commission Work Plan Thomas District Southall Ten Chekesha White District Vacant Chekesha Ten White V. Action Items (Voting items) Judy Hart School Representative: A. Revision to the Operation Regarding Special Committee School Representative: . Ann SchoolBaneRepresentative: Ann Bane VI. Dialogue (Ongoing/Old Business) Ann Bane City Representatives: A. Strategic Issues Update 1. Hampton Neighborhood College City Representatives: Lynn Allsbrook Hampton 101 (March 29th) City SteveRepresentatives: Bond Anthony Lynn Alsbrook Reyes Hampton Leadership Academy (Fall) Lt. Jason Anthony Maj. Steve Price Reyes Ronald Bond Davis Fair Housing (April) MajorRonald Steve Maj. RonaldDavis Bond Davis 2. Home Repair Blitz (May 5th) James GrayRepresentatives: Institutional 3. ABCD Update Institutional Steven Edwards,Representatives: Chair 4. Housing Venture Update InstitutionalAfonja Stephanie Representatives: VII. Items by Commissioners Henry StevenMills Edwards Henry VACANT Mills Stephanie Kathy Johnson Afonja Kathy Johnson, Chair Henry StevenMills Edwards, Chair Steven Edwards, Chair-Elect At-Large Representatives: The next Hampton Neighborhood Commission Meeting will be held on At-Large Peggy Representatives: Todd At-Large Representatives: April 9, 2018, at 5 pm and a location to be announced. VACANT Peggy Todd, Chair-Elect Barbara Franklin Youth Representatives: Youth Representatives: Nazareth Cortez VacantWilliams Xavier Grace Sonya Kelly Medina Nehemiah Lipford Vacant Executive Executive Director: Director: Executive Jonathan Director: Jonathan E. E. McBride McBride Executive Director: —————————————- Jonathan E. —————————————- McBride Terry O’Neill c/o Housing & Neighborhood c/o Housing & —————————————- ServicesNeighborhood Division Protocol for Public Input at Neighborhood Commission Meetings: c/o Services Housing 22 & Division Lincoln Neighborhood Street Hampton Neighborhood Commission meetings are open to the public. The public is invited to attend meetings 22 Lincoln Hampton, Services Street VADivision 23669-3591 Hampton, VA 23669-3591 and to observe the work and deliberations of the Neighborhood Commission. The public may also address the 22 Lincoln Street Neighborhood Commission during the agenda item “Items to be Presented by the Public” by signing up to Hampton,(757) Phone VA 727-6140 23669-3591 Phone (757) 727-6140 Fax (757) 728-2449 speak. The sign-up sheet will be available to the public until the agenda item “Items to be Presented by the Fax (757) Phone (757)728-2449 727-6140 Public” is reached in the course of the meeting. Speakers will be recognized in the order in which they sign up www.hampton.gov/ Fax (757) 728-2449 and are asked to limit their comments to 5 minutes. www.hampton.gov/ neighborhoods neighborhoods www.hampton.gov/ neighborhoods  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Monday, February 12, 2018 5:00 PM – 6:30 PM Present Stephanie Afonja – Non-Profit Institutional Rep. Ann Bane – School Rep. Steve Bond – City Rep. Alice Callahan – District 6 Steven Edwards – Chair / Institutional/ Faith Based Rep. Christy Elliott – District 1 Fred Everett – District 5 Chuck McEachin – District 2 Lt. Jason Price – City Rep. Jon Welters – District 3 Chekesha White – District 10 Xavier Williams – Youth Rep. Absent Lynn Allsbrook – City Rep Nazareth Cortez – Youth Rep. Deena Franklin – District 9 Peggy Todd – At-Large/ Realtor Kevin Steele – District 8 Staff Jasmine Bryson - Neighborhood Development Associate/Coordinator Jonathan McBride - Executive Director Daniel McCormick – Housing Reinvestment Specialist Darren Robinson – Neighborhood Development Associate Marcie Spragan – Neighborhood Development Associate Keisha Whitley - Chief Neighborhood Development Specialist Guests None I. Opening Call to Order The meeting was called to order at 5:00 p.m. A. Roll Call and Verification of Quorum Quorum verified B. Pledge of Allegiance C. Review and Approve minutes of the January 12, 2018 Meeting The Chair asked for consideration of the minutes from the last Neighborhood Commission Meeting. Xaiver Williams made a motion to approve the minutes. The motion was seconded by Chekesha White. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response, “aye.” Chair voiced, “Opposed?” Response – none. Minutes approved. D. Chair Announcements None II. Action Items (Voting Items) A. Consideration of the 2018 Neighborhood Pool Grant Program Over the past ten years, the Neighborhood Commission has supported the Neighborhood Swimming Pool Grant Program. The Community Appearance, Pride & Image Committee is requesting that the Commission continue the tradition and approve the program. The seven Hampton neighborhood swimming pools, which include Mallory, Riverdale, Briar-Queen, George Wythe, Northampton, Willow Oaks, and Elizabeth Lakes) would be eligible for a $4,000 grant to provide 9 Community Pool Preview Days. These days would be free to the public giving the community a chance to experience the recreational benefits and would be held May 26th-28th, Memorial Day Weekend and June 19-24, the first week of summer break. As an additional incentive, for each dollar raised by the pool organization towards continuing the operation of the pool, the Commission will match this up to $1,000 in additional grant funds. The Chair asked for the Commission’s for approval of the recommendation from the CAPI Committee to submit North Hampton Neighborhood. The Chair called for a vote.  Chair voiced, “All in favor please say aye.” Response,“aye.” Chair voiced, “Opposed?” Response – none. Minutes approved. B. Consideration of the Recommendation of the Neighborhood for the Spring 2018 Hampton Home Repair Blitz The Chair asked for the Commission’s for approval of the recommendation from the CAPI Committee to submit North Hampton Neighborhood. The Chair called for a vote. Chair voiced, “All in favor please say aye.” Response,“aye.” Chair voiced, “Opposed?” Response – none. Minutes approved. III. Briefings A. Work Plan Discussion & Next Steps  See Attachment VI. Dialogue (Ongoing/Old Business) A. Strategic Issues Update 1. Hampton Neighborhood College (Darren) o Hampton 101 will happen on March 29th and the focus will be on residents of Hampton and neighborhood groups. 2. Home Repair Blitz Debrief (Jonathan/Fred Everett o All 28 houses were completed successfully and there were no follow up calls with any concerns. 3. ABCD Update (Joe) o The target areas, Phoebus and Shell Rd., are working together on next steps and moving the ABCD effort forward. B. Committee Status Reports on Work Plan Progress 1. Nominating Committee – Steve Edwards o We still need more applications from District 6, 7, Marketing Representative and a Business Representative 2. Community Appearance, Pride & Image Committee – Reported Above 3. Youth Committee – No Report 4. Civic Communications – No Report  5. Neighborhood-School Partnerships Committee - On hiatus until work plan is complete. VII. Items by Commissioners 1. Lt. Jason Price noted the Urgency of Now will be at the Convention Center starting March 20th. 2. Jon Welters and Alice Callahan noted the next candidate forum is coming up. o Jonathan noted Commissioners can participate and just keep it less political Adjournment The meeting adjourned at 6:30 p.m. Next Meeting Date: March 12, 2018 at 5:00pm.  MEETING DATE: March 12, 2018 HAMPTON NEIGHBORHOOD COMMISSION’S COMMITTEE MINUTES  MINUTES Hampton Neighborhood Commission Meeting Community Development Conference Room Executive Committee Monday, March 5, 2018 Time 5:00 p.m. – 6:00 p.m. Present Steven Edwards - Chair Nominating Committee Fred Everett - Co-Chair of CAPI Committee/Grant Review Peggy Todd - Co-Chair of CAPI Committee Committee/Grant Review Absent Ann Bane - Chair of Neighborhood - School Partnership Committee Steve Bond - City Rep. Vacant - Chair of Civic Communications Committee Staff Joe Andrews – Neighborhood Development Associate Jonathan McBride – Neighborhood Commission Executive Director Darren Robinson –Neighborhood Development Associate Arkeisha Whitley – Chief Neighborhood Development Specialist Guest None Item #1 Discussion Items & Updates o Committee Structure Discussion: 1. After the last work plan discussion, staff put together a recommendation for the committee structure (See attachment). 2. The Executive Committee agreed to move forward with the new structure. o You Make A Difference Event Update: 1. The CAPI Committee has only received one award nomination application, so staff has recommended the following:  Option 1: Have the one nomination featured in a spotlight with a small ceremony.  Option 2: Invite the one nomination and create a social networking event around it. 1  The Committee decided to go with option 2 and make this a social event. Item #2 Strategic Project Updates: o Hampton Neighborhood College – NSP (Darren)  Hampton 101 – The next session will be on March 29th at Sandy Bottom Nature Park.  Hampton 201 – The next session will take place next spring. 1. Locations will be announced as the date for the event is closer.  ABCD Workshops – There will be several Asset Based Community Development Workshops taking place over the next 6 months. 1. Staff will be working with Jim to move forward. o Home Repair Blitz  The next Home Repair Blitz will be on May 5th tentatively in the North Hampton Area and potential have Kraft Elementary School as the headquarters. o ABCD Update (Jonathan/Joe)  See report above Item #3 Committee Status Reports A. Civic Communications Committee (Sandra)  No report. B. Community Appearance, Pride and Image Committee (Fred/Peggy)  No report C. Neighborhood-School Partnerships Committee (Darren)  The committee will not be meeting until after the work plan and the retreat are done. D. Nominating Committee (Jasmine)  Jasmine explained to the Executive Committee there are vacancies in District 6, 7 and the Marketing & Business Representative. E. Youth Committee (Jonathan)  No report. Item #4 Reviewed and approved draft agenda for March 12, 2018 Neighborhood Commission Meeting 2 Item #5 Other Business None Item #6 Solicit Remarks for Chair Announcements The Chair suggested providing a reminder of strategic direction. Next Meeting Date: March 26, 2018 and Location TBD 3  MEETING DATE: March 12, 2018 HAMPTON NEIGHBORHOOD COMMISSION’S BRIEFINGS  MEETING DATE: March 9, 2018 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J. Bryson Reviewer: J. McBride Presenter: M. Allmond SUBJECT: Briefing on Adventure Hampton Mobile Application AGENDA ITEM: IV. A ACTION REQUESTED: N/A BACKGROUND STATEMENT: The Hampton Youth Commission established the Adventure Hampton Committee to develop the Adventure Hampton Mobile Application. The goal of our committee is to create an app that promotes youth involvement within the community, this app would partner with local business and restaurants to act as GPS coordinate for new locations. NEXT STEPS (If Applicable): Request Neighborhood Commission to work with Adventure Hampton Committee to develop the Adventure Hampton Mobile Application. ADDITIONAL REFERENCE MATERIALS ENCLOSED: N/A COMMITTEE RECOMMENDATIONS: N/A Dear Neighborhood Commission, My name is Mark Almond, and I am the Chair of the Adventure Hampton committee. The goal of our committee is to create an app that promotes youth involvement within the community, this app would partner with local business and restaurants to act as GPS coordinate for new locations. We have a lot of great ideas but we’d love to have more insight from people with experience in creating major projects. I hope to be in touch with one of your representatives soon. Have a great day! Timeline/To Do List:  Phase 1- Logistics  Phase 2- Programming  Stakeholders=both the property owners of the targeted sites and the providers of the lottery prizes  Sponsorship=researching new sponsorships and hosting sponsorship meetings with funding partner  September 2017 (Begin Phase 1) o Absolute finalization of ideal game premise and max map o Brainstorm methods of app creation and QR codes o Research said methods  October 2017 o Continue creation and QR code research o Brainstorm project sustainability o Research sustainability options  November 2017 o Contact targeted programmers o Contact targeted sustainability routes o Outline budget  December 2017 o Research & apply for grants/ sponsorships o Outline order for operations for sponsorships meetings  January 2018 o Continue grant application & sponsorship activity o Draft proposal to send to stakeholders o Renew contact with programmers  February 2018 o Continue grant application & sponsorship activity o Send proposals to stakeholders o Continue contact with programmers  March 2018 o Continue grant application and sponsorship activity o Update stakeholders on progress o Continue contact with programmers  April 2018 (End of Phase 1) o Continue grant application & sponsorship activity o Update stakeholders on progress o Continue contact with programmers  May 2018 o Send thank you letters to stakeholders o Sen thank you letters to sponsors o Send thank you letters to programmers  June 2018 o Relax & Regroup (added teambuilding)  July 2018 o Relax & Regroup (added teambuilding)  August 2018 o Relax & Regroup (added teambuilding) o Renew contact with stakeholders  September 2018 (Begin Phase 2) o Renew contact with programmers o Develop & Catalog QR Codes o Update stakeholders about impending QR codes  November 2018 o Update stakeholders about incoming QR Codes o Plant QR Codes o Contact programmers  December 2018 o Continued QR Code Planting o Contact programmers  January 2019 o Create sound effects & graphics o Contact programmers o Update stakeholders & sponsors on progress  February 2019 o Finish graphics and sound effects o Contact with programmers o Research marketing opportunities  March 2019 o Contact marketing partners o Begin app testing o Begin small scale marketing (from HYC/word of mouth)  April 2019 (End of Phase 2) o Finalize app o Excite stakeholders and sponsors about impending release o Begin planning kick-off event (using any remaining budget)  May 2019 o Begin wide scale marketing (from marketing partners)  o Send thank you letters to programmers o Send thank you letters to stakeholders and sponsors  June 2019 (Project Complete) o Host kick-off event o Publish app o Mini-reunion for all HYC members and staff who worked on the project Specific Areas Where Help is Needed:  Finding programmers  Smoothing out the apps process  Line-Item Budget  ADVENTURE HAMPTON Purpose: To primarily engage local Hampton youth in community affairs, inform them of safe places for recreation, and inspire them to explore everything the city has to offer. This app will help bring attention to underutilized public facilities as well as encourage people middle school aged and above to use them. It will also assist in increasing the appeal of the places and activities Hampton has to offer, thus motivating young people to return after college and invest in the city. Format: Mobile app; large, zoom-able map solely of Hampton with street names, natural borders, restaurants and noticeable landmarks, a compass, and an indicator of where the phone is in relation to everything. In the top right is a counter of how many areas are still locked. Mechanics: Safe and fun places for recreation will serve as points of interest for the player. The app starts off with only a few grossly popular landmarks unlocked, and it is up to the player to unlock the rest. To unlock an area on the app, the player must simply use both their map and physical surroundings to help them pinpoint a special QR Code. Once they find and log the QR Code, the area is unlocked on the map. Goal: The goal of the game is to unlock every area in Hampton. A player-determined side goal may be to earn as many points as possible, gain all of the available achievements, become “Numero Uno”, or win prizes in the Raffle. Out-of-Game Features: - Profile Settings: To interact within the app, users are going to need an account. This could be preferably dealt with by logging in with Facebook, Google, or some other quick and easy third-party organization that can provide their email. After that, the player can add in their username and an optional photo. 1  - Messaging: A message option should also be included to help users communicate with the locations that they are going to. This would be a good way to inform upkeep staff of any problems. It could also serve as a way to deliver any comments and questions to them as well. - About & Help: An “about & help” button should also be included to inform users about the interworking of the app as well as the organization(s) that play a part in creating it. It could also serve as a message system with app maintenance staff in case there is a bug or individualized problem, or if an individual wishes to nominate other area for placement on the map. Adventure Hampton Display: The map is a satellite image of the city, similar to that of Google Maps. The player will be represented by a blue circle, such as in Apple Maps. Target areas will be identified in the ways listed below, but other places like restaurants, shops, and schools will just be represented by their basic icons (a fork, a shopping bag, a graduation cap, etc.) Icon Title Distance Quick Info Dropdown Away Menu Unlocked Green Formal Title In miles, then How many History, Areas check mark (ie. “Salt feet people have Discussion, & Ponds (ie. “1.3 mi”) “liked” the Waypoints Beach”) (ie. “286 ft”) area Locked Areas Gray “???” In miles, then How many History & question feet people have Waypoints mark (ie. “1.3 mi”) “liked” the (Discussion (ie. “286 ft”) area grayed-out) Events Red Formal Title In miles, then Beginning Discussion & exclamation (ie. “Bay Days feet and end Waypoints mark 2017”) (ie. “1.3 mi”) times (History (ie. “286 ft”) grayed-out) Under Gray “Coming In miles, then Projected Discussion Construction asterisk Soon” feet finish date (Others (ie. “1.3 mi”) grayed-out) (ie. “286 ft”) - History: a little bit of background about the place such as when it was made, any cool things there, the times it’s generally open for, and any other interesting facts - Discussion: a place where people can talk about their experiences there – it is by no means a review service, just a place to talk about light-hearted fun 2  - Waypoints: nearby restaurants that users can use to help them identify how to find their target area In-Game Features: - Points: Incentives for visiting distant areas or unlocking new ones could be points. These points can do as little as unlock virtual stickers, to as much as earning the player local coupons and freebies. They can also be used as a social catalyst for increased involvement in the game. - The player receives 10 points upon initially discovering an area, and each time they re- log the area, they earn one less point (second time they get 9 points, third time they get 8 points, etc.) until they reach one point, and from there on they can only get one point for re-logging the area. Thimble Shoals Light is the exception, as every log will earn the player 20 points. - Events give players 10 points as well, but can only be logged once. - QR Codes: As a way to enhance the game, QR Codes are hidden in the game’s target areas for players to use during the game. Instead of walking into the area and getting the notification with an area log, players have to find a QR Code posted somewhere within the area and scan it to log it, adding a more recognizable and challenging edge to the game. QR Codes are relatively easy to deal with in coding, thus eliminating the need to program coordinate ranges and having them corresponding with the phone’s location once they enter. The coordinates of the QR codes are still necessary in order to have a distance function. - Raffle: As a way to further incentivize the game, reoccurring raffles will be established. Players can invest the points they have earned thus far into the raffle, and the more points they give up, the higher their chances of winning are. The prizes of these raffles would be physical rewards such as the local coupons or freebies as mentioned earlier. Drawbacks could be in the logistics of maintaining the contest as well as securing the prizes. 3 References (Geocaching App): This is an example of the game display Top: keep search bar, display toggle (between map and list) info icon (as “About & Help”) Bottom: heart is “Quick Info” and tear is “Distance Away” Bottom: symbols remain as “Messaging”, “Adventure Hampton Display”, and “Profile” respectively This is an example of what could happen after starting a quest towards any particular area Green circle would be replaced with its respective mark and the title would be changed as described Could possibly change color scheme to light blue or other Top: toggle between waypoints & compass view “About” would be replaced with “History” “Activity” would be replaced with “Discussion” Pictures and details in the middle (except for the messaging option) would be removed Logging would be done manually with QR Codes 4 Achievements: Main Game Points-Based (Total points, including those spent on the Raffle) New Adventurer – Unlock one location Eye Patch – Gain 100 points Casual Adventurer – Unlock half of the map Sand Dollar – Gain 200 points Hampton Adventurer – Unlock all standard areas on the map Peg Leg – Gain 400 points World Adventurer – Unlock all standard and Hook Hand – Gain 600 points Langley areas on the map Rainbow Parrot – Gain 800 points True Adventurer – Unlock every location on Gold Lingot – Gain 1000 points the map, including Thimble Shoal Pirate Sword – Gain 1250 points Treasure Chest – Gain 1500 points Event-Based Captain’s Hat – Gain 1750 points Baby Crab – Go to 1 event Royal Crown – Gain 3000 points Snow Crab – Go to a Christmas event Hermit Crab – Go to 5 events Absolute Completion Halloween Crab – Go to 5 Halloween events Hampton Shining Star – Unlock True Ghost Crab – Go to 15 events Adventurer, King Crab, and Royal Crown Coconut Crab – Go to 20 beach events Numero Uno – Unlock True Adventurer, Blue Crab – Go to 25 events King Crab, Royal Crown, and have the most points saved up out of everyone else Striped Crab – Go to 50 events Spider Crab – Go to 75 events (Achievements can be viewed under Profile) Hampton Crab – Go to 100 events Giant Crab – Go to 200 events King Crab – Go to 500 events 5  MEETING DATE: March 9, 2018 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J. Bryson Reviewer: J. McBride Presenter: M. Allmond SUBJECT: Briefing on Military Affairs Committee (MAC) AGENDA ITEM: IV. B ACTION REQUESTED: N/A BACKGROUND STATEMENT: The Hampton Military Affairs Committee's goal is to maintain a strong, healthy, and cooperative relationship between the city and its local military facilities, members of the Armed Forces, military families, and our veterans. This includes those active duty, prior service, and retired military personnel residing in Hampton and/or serving at Langley AFB, the VA Medical Center, and military installations in greater Hampton Roads. This collaborative relationship is accomplished through information sharing, special events, identification of important resources and opportunities and other forms of civic partnership. NEXT STEPS (If Applicable): Neighborhood Commission and the MAC will build a partnership and attend each other’s meetings from now on. ADDITIONAL REFERENCE MATERIALS ENCLOSED: N/A COMMITTEE RECOMMENDATIONS: N/A  MEETING DATE: March 9, 2018 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J. Bryson Reviewer: J. McBride Presenter: T. Askew SUBJECT: Briefing on FY18 Capital Improvement Plan AGENDA ITEM: IV. C ACTION REQUESTED: N/A BACKGROUND STATEMENT: The Capital Improvement Plan (CIP) is a 5 year plan that directs the spending priorities in the City for physical projects and public facility maintenance needs. Each year the City updates the plan to reflect the current revenues and opportunities within the community. Similar to last year, community feedback will be solicited through conversations with key boards and commissions. The Budget Director will present a brief overview of the purpose of the CIP, and its role in implementing strategic initiatives and infrastructure maintenance/ improvements. Commissioners will be given the opportunity to ask questions and provide input on key project priorities that are important for the future of neighborhoods. NEXT STEPS (If Applicable): N/A ADDITIONAL REFERENCE MATERIALS ENCLOSED: N/A COMMITTEE RECOMMENDATIONS: N/A  MEETING DATE: March 12, 2018 HAMPTON NEIGHBORHOOD COMMISSION’S ACTION ITEMS  MEETING DATE: March 9, 2018 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J.Bryson Reviewer: J.McBride Presenter: J. McBride SUBJECT: Revision to the Operations Manual Regarding Special Committees AGENDA ITEM: V. A ACTION REQUESTED: Approve the recommendation the Executive Committee of the Hampton Neighborhood Commission to approve the amendments to the operations manual in regards to the special committees. Suggested Language for the Motion – “I move that we approve the recommendation revision to the operations manual regarding special committees .” BACKGROUND STATEMENT: Neighborhood Commission Retreat Work plan discussion will continue with next steps: Commissioners worked on vision, mission and goals to create a clear plan by which to lead the work of the commission by identifying the following priority areas and goals: 1. Quality Housing 2. Safety 3. Good Schools 4. Good Neighbors 5. Vibrant Places 6. Empowered Youth NEXT STEPS (If Applicable): Assign Commissioners to new special committee structure ADDITIONAL REFERENCE MATERIALS ENCLOSED: N/A COMMITTEE RECOMMENDATIONS: N/A  Hampton Neighborhood Commission 2018 Committee Structure Proposal Standing Committees: • Executive o Roles  Set monthly agenda  Develop strategic direction  Establish and foster a healthy commission culture  Review committee work & appointments • Nominating o Roles  Identify potential Commissioners & Committee Members  Review and recommend Commissioners for appointment  Provide recommendations on Commission composition / appointments Special Committees: • Neighborhood Resource Review o Roles:  Provide guidance and oversight of Commission resources  Improve policies to ensure programs are accessible, effective, and used  Revise and develop programs that meet changing needs of neighborhoods  Make recommendations regarding large grants and program changes o Areas of work:  Neighborhood Improvement Grants  Community Action Project Grants  Registered Neighborhood Organization  Neighborhood Awards  Home Repair Blitz (Area Selection) o Commission Priorities:  Grants for Neighborhoods  Home Repair Blitz  Connect resident leaders to assets/resources  Support places of “play” • Neighborhood Development & Training o Roles:  Provide guidance and oversight of the Commission’s education initiatives Page 1 of 3  Hampton Neighborhood Commission 2018 Committee Structure Proposal  Improve policies to ensure programs are accessible, effective, and used  Revise and develop programs that meet changing needs of neighborhoods  Ensure Commissioners are equipped with the skills they need to be successful o Areas of work:  Commissioner Tools & Skills • Commissioner Orientation • Oversee schedule of Briefings • Identify & capture Best Practices • Update Commissioner materials  Hampton Neighborhood College • Hampton 101 • Hampton Leadership Academy (Hampton 201) • Workshop Series o Commission Priorities  Promote/Host Hampton 101  Develop and promote workshops and Hampton Leadership Academy  Mobile Hampton 101 Presentation  Develop and promote workshop  Host district “team” gatherings  Develop messaging and training for commissioners  Develop Neighborhood based community safety workshop  Be present at community events and have presence in neighborhoods  Connect resident leaders to assets/resources  Connect neighborhood organizations to community activities and opportunities Teams & Ad Hoc Committees (Examples): • Home Repair Blitz Implementation Team o Commission Priority: Home Repair Blitz • Hampton Housing Venture Neighborhood Teams o Commission Priorities:  Housing Venture  Housing policy and program input • Marketing & Outreach Page 2 of 3  Hampton Neighborhood Commission 2018 Committee Structure Proposal • School Priorities Partnership • Youth Leadership & Engagement • Adventure Hampton • Community Plan Support • Neighborhood Pool Support • Statewide Neighborhood Conference • SEEDS Support Page 3 of 3 CHAPTER 6: COMMITTEES An effective Neighborhood Commission works collaboratively among Commissioners, with neighborhoods and other partners using team-based committees and work groups. The Commission has the responsibility of establishing a committee framework that is driven by the mission and guiding principles, sufficiently structured to maintain accountability, and flexible enough to respond to the changing needs and priorities. The framework should also provide mechanisms for members of the community and other stakeholders to be involved in the work of the Commission. 1. STANDING COMMITTEES Standing Committees will include the Executive Committee, the Nominating Committee and others deemed necessary by the Commission for the fulfillment of its duties. Standing Committees will be composed solely of Commissioners who are appointed by the Chair of the Commission. All members of Standing Committees, whether elected or appointed, serve one-year terms. All standing committees are responsible for recording the results of meetings and submitting a written report to the Commission on a monthly basis. A. Executive Committee The Executive Committee will be comprised of the Chair, Chair-Elect, all Special and Ad-Hoc Committee Chairs, and one (1) City representative. The work of the Executive Committee will include: o Monitoring the annual work plan of the Commission to ensure the progress and consistency of committee work. o Ensuring a focus on long-term, strategic planning for the Commission. o Directing preparation of meeting agendas by the Executive Director. B. Nominating Committee The Nominating Committee will be comprised of five (5) members who are appointed by the Chair of the Commission. The composition of the committee will consist of the following stakeholder groups: one (1) neighborhood representative, one (1) institutional representative, and three (3) members selected at-large to include the immediate past chair of the Commission if available. The Nominating Committee will: o Forward nominations for officers and members of the Executive Committee to the full Commission. o Develop proposals for a process to fill Commission vacancies within thirty (30) days of notification that such a vacancy exists. Proposals will be forwarded to the full Commission for consideration and approval. o Develop proposals for a process to address new appointments to the Commission. Proposals will be forwarded to the full Commission for consideration and approval no less than five months prior to the expiration of the next terms on the Commission. o Develop a list of potential Special Committee members to be forwarded to the Chair of the Commission. -1-  o Review the policies and procedures of the Neighborhood Commission to ensure advancement of the Hampton Neighborhood Initiative (HNI). o Identify opportunities in neighborhood plans for the Commission to assist with the implementation of projects that are consistent with the priority areas established by the Commission. 2. SPECIAL COMMITTEES Special Committees are an integral component of the Commission, vital to its ability to achieve its goals and fulfill its mission. These committees will perform much of the work of the Commission, oversee implementation of projects and programs, study special issues, etc. A. The Chair of all Special Committees will be a Commissioner, appointed by the Chair of the Commission for a one-year term. The Chair of the Commission may re-appoint Special Committee chairs for additional terms. B. In the absence of the Chair, either: i) the Chair may delegate their responsibilities as Chair to another Commissioner on the Committee, or ii) the Committee may select a Vice-Chair to serve in the absence of the Chair. C. The agendas for all meetings of Special Committee should be established by the Chair and/or vice-chair prior to the meeting. D. Meeting results for all meetings of Special Committees will be recorded by a committee member and distributed to the members prior to submission for the following meeting of the full Commission. E. The Housing & Neighborhood Services Division will provide staff support to all Commission meetings. Special Committees are discouraged from meeting in the absence of staff in order to foster a strong and effective partnership between the City staff and the Commission. F. The membership of Special Committees may include non-Commissioners. These committees provide a mechanism for members of the community and other stakeholders to be involved in the work of the Commission. Members will be appointed by the Chair of the Commission, based on the recommendations of the Special Committee Chairs. G. New business that commits resources beyond the established role of the committee and/or financial resources of the Commission, must be presented to the Executive Committee for approval. H. Committee proposals will be submitted to the full Commission for consideration and approval. Recommendations submitted to the full Commission require no movement or second to be considered. I. A quorum for all Special Committee meetings shall consist of at least two thirds of the appointed committee membership. All special committees are responsible for recording the results of meetings, and submitting a written report to the Executive Committee on a monthly basis. A. Neighborhood Resource Review I. Roles: -2-  A. Provide guidance and oversight of Commission resources B. Improve policies to ensure programs are accessible, effective, and used C. Revise and develop programs that meet changing needs of neighborhoods D. Make recommendations regarding large grants and program changes II. Areas of work: A. Neighborhood Improvement Grants B. Community Action Project Grants C. Registered Neighborhood Organization D. Neighborhood Awards E. Home Repair Blitz (Area Selection) III. Commission Priorities: A. Grants for Neighborhoods B. Home Repair Blitz C. Connect resident leaders to assets/resources D. Support places of “play” B. Neighborhood Development & Training I. Roles: A. Provide guidance and oversight of the Commission’s education initiatives B. Improve policies to ensure programs are accessible, effective, and used C. Revise and develop programs that meet changing needs of neighborhoods D. Ensure Commissioners are equipped with the skills they need to be successful II. Areas of work: A. Commissioner Tools & Skills 1. Commissioner Orientation 2. Oversee schedule of Briefings 3. Identify & capture Best Practices 4. Update Commissioner materials B. Hampton Neighborhood College 1. Hampton 101 2. Hampton Leadership Academy (Hampton 201) 3. Workshop Series III. Commission Priorities A. Promote/Host Hampton 101 -3-  B. Develop and promote workshops and Hampton Leadership Academy C. Mobile Hampton 101 Presentation D. Develop and promote workshop E. Host district “team” gatherings F. Develop messaging and training for commissioners G. Develop Neighborhood based community safety workshop H. Be present at community events and have presence in neighborhoods I. Connect resident leaders to assets/resources J. Connect neighborhood organizations to community activities and opportunities 3. ESTABLISHING SPECIAL & AD-HOC COMMITTEES The full Commission will create and dissolve Special and Ad-Hoc Committees as they deem necessary to further the work of the Commission. The functions and composition of such committees and the conditions under which they operate will be stipulated at the time of their creation by the Commission. 4. PREVIOUS SPECIAL COMMITTEE STRUCTURE The Special Committee structure was revised in November 2012 to align with the Commission’s work plan. The newly created Special Committees are outlined above. Prior to the committee restructuring, the following Special Committees were in place to support the Commission: A. Capacity Committee The Committee’s role was to provide guidance and structure for the development of neighborhoods and organizations. Major activities included: Neighborhood College oversight and development, Neighborhood Registration processes and development, neighborhood seminars and workshops, skills training for Commission members, and special recognition processes. B. Resources Committee The Committee’s role was to broker resources for and between neighborhoods and neighborhood-serving organizations. The role of the Committee was largely reactive, responding to requests for assistance. Resources included, but are not limited to, the Neighborhood Improvement Fund and Matching Grants Programs. C. Plans and Policy Review Committee The Committee’s role was to review the policies and procedures of the Neighborhood Commission to ensure advancement of the Hampton Neighborhood Initiative (HNI). The Committee was established to ensure consistency among Commission policies and actions by reviewing all guiding documents and policies prior to Commission adoption. The Committee was also charged with reviewing all the neighborhood plans that were -4- approved by the Neighborhood Commission. The Committee’s role in the plan review process was to identify opportunities for the Commission to assist with the implementation of projects that were consistent with the priority areas established by the Commission. D. Marketing & Outreach The Committee’s role was to increase awareness of the Neighborhood Commission and its program/resources in the community. E. Youth The Committee’s role is work with the Neighborhood Youth Advisory Board (NYAB) to improve Hampton’s neighborhoods by inspiring and involving youth in leadership, and creating a sense of unity between youth and adults. The Committee also 1) acts as a representative voice for neighborhood youth; 2) works to build the capacity of youth and adults to work together effectively as neighborhood leaders; and, 3) identifies and implements specific youth led projects, programs, partnerships, and/or policies that impact goals championed by the Commission. F. Joint Grant Review The Joint Grant Review Committee was comprised of representatives from both the Capacity Committee and the Resources Committee. The role of this Committee was to review all grant applications submitted to the Neighborhood Commission for consideration. G. Neighborhood-School Partnerships Ad-Hoc The Committee’s role was to strengthen the relationship between schools and neighborhood organizations. The committee worked closely with schools to identify school needs and available resources within the surrounding community to address such needs. 5. OTHER SPECIAL COMMITTEES The commission has established other Committees to address community needs and move the work of the Commission forward such. Some of the other past committees include: A. Grant Review Committee B. Heart & Soul Committee C. Housing Reinvestment Committee D. Community Appearance, Pride, and Image/Grant Review Committee E. Neighborhood-School Partnership Committee F. Civic Communications Committee G. Youth Committee Amended: 2014/09/08 – Special Committee Procedures (Section 2, Items a. thru i.) -5- 2014/10/13 – Grant Review & Community Appearance Pride & Image -6-