Neighborhood Commission Agendas & Minutes

HAMPTON NEIGHBORHOOD COMMISSION Neighborhood Commission Monday, January 9, 2023 — 5:00-6:30PM District Representatives: Veterans Conference Room, Ruppert Sargent Building District 1 - Northampton Whittley Richards “PROVIDE LEADERSHIP, GUIDANCE, AND SUPPORT TO THE HAMPTON NEIGHBORHOOD INITIATIVE, District 2 - Magruder Area THEREBY CREATING HEALTHY NEIGHBORHOODS WHERE EVERYONE CAN REALIZE Open THEIR FULL POTENTIAL FOR A BETTER QUALITY OF LIFE.” District 3 - Mercury Central Linwood Williams ——————————————————————————————————————————- District 4 - North King Street Leslie Borwick I. Opening District 5 - Foxhill A. Roll Call and Verification of Quorum Don Butcher District 6 - Buckroe B. Pledge of Allegiance Kathy Rogers C. Review and Approve Minutes of the November 14, 2022 meeting District 7 - Phoebus D. Chair Announcements Joseph Griffith, Chair-Elect District 8 - Downtown Kevin Steele II. Director’s Report District 9 - Greater Wythe Gabriella Hayes III. Items to be Presented by Public District 10 - Aberdeen Michael Harper IV. Action Items (Voting Items) School Representative: A. Consideration of 2023 Annual Pool Days Grant Policy Ann Bane V. Dialogue (Ongoing/Old Business) City Representatives: Steve Bond, CMO A. Operations Manual Moment Lt. John Harrison - Public Safety B. Committee Status Reports David McCauley - PRLS 1. Neighborhood Resource Review Institutional Representatives: 2. Neighborhood Development & Training Stephanie Afonja - Nonprofit 3. Nominating Committee Samantha Thomas - Business Vernita Baldwin - Faith-Based, 4. Youth Commission Chair VI. Briefings & Discussions At-Large Representatives: A. Registered Neighborhood Organizations Recap – Cashayla Rodgers Peggy Todd Whalan McDew VII. Items by Commissioners Youth Representatives: Sean Roberts Gabrielle Hill Executive Director: The next Hampton Neighborhood Commission Meeting is planned to be held Jonathan E. McBride February 13, 2023, at 5:00 pm and a location to be announced. —————————————- c/o Housing & Neighborhood Services Division 22 Lincoln Street Hampton, VA 23669-3591 Phone: (757) 727-6140 Fax: (757) 728-2449 www.hampton.gov/neighborhoods Protocol for Public Input at Neighborhood Commission Meetings: Hampton Neighborhood Commission meetings are open to the public. The public is invited to attend meetings and to observe the work and deliberations of the Neighborhood Commission. The public may also address the Neighborhood Commission during the agenda item “Items to be Presented by the Public” by signing up to speak. The sign-up sheet will be available to the public until the agenda item “Items to be Presented by the Public” is reached in the course of the meeting. Speakers will be recognized in the order in which they sign up and are asked to limit their comments to 5 minutes.  Hampton Neighborhood Commission Meeting Notes 11/14/2022 Attendance Record Commissioners Present Virtual Absent Stephanie Afonja Vernita Baldwin, chair-elect Ann Bane Steve Bond Leslie Borwick Fred Everett Joseph Griffith Lt. John Harrison Michael Harper Gabriella Hayes David McCauley Whalan McDew Kyra Reed Kathy Rogers Kevin Steele, chair Peggy Todd Staff Anna Hammond, coordinator X Jonathan McBride, executive director X Monica Meharg X Cashayla Rodgers X Ben Naidorf, CAO X Meeting Notes I. Opening A. Quorum Verified B. Pledge of Allegiance C. Oct 10, 2022 meeting minutes approved D. Chair Announcements – a. Year End Holiday Social in lieu of regular scheduled commission meeting, 12/12/2022 II. Director’s Report A. NC received briefing from Alison Eubank – PRLS Parks Master Plan B. Community Plan Steering Group sessions underway. C. 2 HNS staff positions have been filled. New hires to start in early Jan. III. Items to be Presented by Public A. JenCare Senior Medical Center  Hampton Neighborhood Commission Meeting Notes 11/14/2022 IV. Action Items (Voting Items) A. Consideration for District Commissioners 1, 3, 5 approved pending contingencies V. Dialogue A. Operations Manual Moments 1. Roles & Responsibilities activity B. Committee Status Reports 1. Neighborhood Resource Review – a. Marketing grant program, Spring promo for grant program 2. Neighborhood Development & Training – a. Briefings scheduled through April 2023 b. Examining mentor – mentee pairings and support 3. Nominating Committee – a. Actively recruiting for D2 position 4. Youth Commission – HYC hosted candidates forum on Oct. 24th VI. Briefings and Discussions A. Registered Neighborhood Organization Program – Cashayla Rodgers VII. Items by Commissioners A. V Baldwin – 3rd Annual trunk or treat B. K Rogers – BIL to host Halloween party for children and Buckroe beach replenishment C. M Harper – Wetlands Watch partnering with community stakeholders to create an Aberdeen Gardens Resilience Profile Meeting adjourned at 7p.  MEETING DATE: January 09, 2023 HAMPTON NEIGHBORHOOD COMMISSION’S COMMITTEE MINUTES  Hampton Neighborhood Commission Executive Committee Minutes 11/21/2022 Commissioners Present Virtual Absent Stephanie Afonja X Vernita Baldwin X Steve Bond X Kevin Steele X Joe Griffith X Staff Anna Hammond, coordinator X Jonathan McBride, executive director X Cashayla Rodgers X Ben Naidorf, CAO X Monica Meharg X Quorum verified I. Discussion Items & Updates A. New Commissioner Orientation – i. 6 NC nominees to go before city council at their Dec. 14th meeting – business rep, districts 1, 3, 5, youth representatives ii. Jan 4th orientation iii. Appointments and mentee pairings by Jan NC meeting – potential pairings for December social. B. Commission Calendar i. Committee discussed 2023 commission calendar. ii. Jan – Apr briefings and operations manual moment planned. C. Agenda Feedback i. Committee discussed agenda/meeting flow of November meeting ii. Agreed to revisit RNO briefing from previous meeting II. Strategic Projects Update A. Community Plan – i. Discussed steering group meetings for 7 strategic areas and community checkpoint scheduled for February. III. Committee Status Reports A. Neighborhood Resource Review i. Resource committee to discuss marketing/action plan for neighborhood grant campaign at their next meeting. B. Neighborhood Development and Training Committee i. See I. A. C. Nominating Committee i. Vacancies remain in District 2  ii. See I. A. D. Hampton Youth Commission i. No updates. IV. Review and Approve draft agenda for Jan 09, 2023 V. Solicit Remarks for Chair Announcements VI. Items by the public – None Meeting was adjourned at 6:00pm.  Resources Committee Minutes 12/07/2022 Commissioners Present Virtual Absent Kevin Steele- Chair X Peggy Todd X Joe Griffith X Michael Harper X Steve Bond X Kathy Rogers X Dave McCauley X Whalan McDew X Staff Ben Naidorf X Cashayla Rodgers, Staff X Jonathan McBride X I. Roll Call a. Quorum verified b. Meeting began at 5:15PM. II. Consideration of RNO Application – VSSCDBC Advocate Group a. G Hayes (D9) & P Todd tapped to follow up w/ org to understand mission, structure, and boundaries b. Application deferred indefinitely. c. Committee suggested framework/criteria for application review to eliminate and minimize subjectivity. III. NC Grant Campaign a. Potential Feb. “Love Your Neigh.” Campaign to promo grant program. b. Intentional technical assistance c. Committee to discuss details by Jan 5th meeting IV. Annual Pool Grant Draft a. Committee recommended to approve changes to neigh. pool grant program drafted by HNS staff. Meeting adjourned at 6:15p.  MEETING DATE: January 9, 2023 HAMPTON NEIGHBORHOOD COMMISSION’S ACTION ITEMS  MEETING DATE: Jan 9, 2023 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: J. McBride _ Reviewer: _C. Rodgers_____ Presenter: K. Steele________ SUBJECT: Consideration of the Neighborhood Pool Grants Update for 2023 AGENDA ITEM: ACTION REQUESTED: Approval of the Pool Grants for 2023 and the proposed Neighborhood Swimming Pool Grant Program Policy Amendment BACKGROUND STATEMENT: The Resource Committee is requesting that the Neighborhood Commission approve the Neighborhood Pool Grant Program. If approved, this will be the 14th year that the Commission has supported the program. The five eligible neighborhood swimming pools (Olde Wythe, Mallory, Riverdale, Willow Oaks, and Elizabeth Lakes) have served as assets to our neighborhoods, providing unique social and recreational benefits to Hampton citizens. The proposed policy for 2023 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 the weekend (Saturday, Sunday, Monday) of Memorial Day (May 27-29) and the week of June 20-25 (Tuesday through Sunday), 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, adult supervision, safety standards, and outside refreshments. Each pool will be required to log in the guest participants on the free swim days, keep record of citizens 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 $25,000 from the Neighborhood Development Fund will enable the Commission to provide up to $5,000 to each neighborhood swimming pool that participated in previous years of the grant program. NEXT STEPS: If approved, the application will be developed and made available to the neighborhood swimming pools. ADDITIONAL REFERENCE MATERIALS ENCLOSED: Proposed 2023 Neighborhood Pool Policy Amendments  Neighborhood Swimming Pool Grant Program Grant Policies 2023 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 community pools to offer open pool days to community members. These days provide exposure 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 organization’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 shall 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 (May 27-29) and the week of June 20 through June 25 (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 evaluation purposes of the program and submit a copy of this log at the grant closeout. 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. o Should a pool be unable to open for any of the days due to mechanical or programmatic issues, make-up dates may be granted or grant funds may be prorated at the discretion of the grant administrator. o Funding will be provided after June 26. If a pool chooses to withdraw from the program at any time 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 2023 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 eligibility 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, training, 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 funding 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 October 31, 2023. Funds derived from pool memberships or events to support the swim team do not constitute 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 30, 2023. Completed closeout reports will be due no later than 4:30 PM on November 1, 2023. IV. Reporting Requirements Close out reports must be submitted no later than November 1, 2023 and must demonstrate 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 results (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 Neighborhood Swimming Pool Grant funding.  MEETING DATE: January 9, 2023 HAMPTON NEIGHBORHOOD COMMISSION’S BRIEFINGS  MEETING DATE: January 9, 2023 HAMPTON NEIGHBORHOOD COMMISSION AGENDA REVIEW Preparer: C Rodgers_ Reviewer: _ A Hammond Presenter: C Rodgers SUBJECT: Briefing on Registered Neigh. Organization Program AGENDA ITEM: VI. A. ACTION REQUESTED: None BACKGROUND STATEMENT: Housing and Neighborhood Services’ Neighborhood Development Associate, Cashayla Rodgers, will recap the briefing and overview of the City’s Registered Neighborhood Organization Program. This will continue the discussion on avenues for building the capacity of the RNO program and its respective organizations. Commissioners will walk away as subject matter experts for the program and liaisons for the community advancing recruitment strategies and resources. NEXT STEPS: None ADDITIONAL REFERENCE MATERIALS ENCLOSED: Presentation, RNO List, RNO Summaries, District Map.