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| Home > NRP > 2004 Dec Role of NRP Steering Committee |
| 2004 Dec Role of NRP Steering Committee | | Date Created: Dec 03, 2004, 02:40 PM |
From: rthomas13@lycos.com Date: December 2, 2004 2:29:17 PM CST Subject: NRP steering committee
Dear Board members: At the last TNA Board meeting, there was a discussion about the roles the Steering Committee and the Board each play in the development of the NRP Phase II Action Plan and generally the purpose of the Board's involvement. I realized as I spoke to answer the questions that I was quoting the Phase II Planning Participation Agreement that was published to the neighborhood and you endorsed at your August meeting (a draft was distributed to you at your July meeting.) This agreement was approved by the NRP Director, Bob Miller, and ratified by the NRP Policy Board in September.
To help to clarify, I am enclosing portions of that document that speak to the structure, obligations and responsibilities of each body. (I think the most important thing to know is that the steering committee acts as independent committee with board involvement when mandated by this Participation Agreement, Policy Board, or the NRP. These actions would include plan and budget modifications, approval of scopes of service and resulting contracts etc.)
I'll include those in this message and attach the full document. I hope this helps. Rus
from the Planning Participation Agreement:
ORGANIZATION AND PLAN DEVELOPMENT
Throughout the implementation of Phase I, TNA had an Implementation Oversight Committee (IOC) in place. The members of the IOC were solicited by continual outreach efforts of the IOC and of the TNA Board. The number of members on this committee grew and diminished as needs and interest dictated. All members were approved by the TNA Board.
A Steering Committee established to oversee the development of the Phase II Action Plan will be a continuance of this now standing IOC. Its current members are invited to be uncontested members of the Committee and will meet independently from the TNA Board. However, it will be responsible to report regularly to the Board.
Those eligible to serve on the Steering Committee shall include all residents (homeowners and renters), neighborhood business and business property owners (or their representatives i.e. business association spokesperson), neighborhood park, church and school representatives.
To best reflect the working methods/actual activity and what was learned in the process of implementing Phase I, this Steering Committee will have an open enrollment, but shall not exceed eleven members...
As in Phase I, TNA Board members will be invited to sit as non-voting members. Formal endorsement by the TNA Board of an initial roster of members will be required.
The Steering Committee activities will be guided by the Participation Agreement and shall exist as an independent committee (subject to Board approval, where applicable as detailed in the Participation Agreement). It will be responsible for outreach efforts for every step of the Phase II Neighborhood Action Plan development process. It shall schedule and facilitate neighborhood-wide meetings to review drafts of the Neighborhood Action Plan and prepare the Draft Action Plan for final neighborhood review.
The Steering Committee shall have the authority to budget and expend funds, to recruit and hire staff (the hiring of staff will need formal TNA Board approval), replace its own members and delegate activities to subcommittees, workgroups or taskforces. The Steering Committee will assume the responsibility of apprising the TNA Board of its progress, and any strategy, budgetary and timeline adjustments as they may occur.
The TNA Board will accept all contractual responsibility with the NRP reviewing and approving any modifications to the Participation Agreement and will direct its chair to sign any agreement documentation pertaining to such approved actions.
Acceptance of this Participation Agreement makes null and void any conflicting procedural or organizational specifics stated in or implied by this neighborhood?s First Step Action Plan Participation Agreement. ?
PROCESS FOR APPROVAL [of the Action Plan]
An all-neighborhood meeting will be scheduled and publicized with 30-day notice. At that time, a formal vote will be taken of all eligible members present. The TNA Board may endorse the adoption of the Draft Action Plan by the Neighborhood and may also confirm that it and the Steering Committee and its workgroups acted in accordance with the guidelines set out in this Participation Agreement. The Plan will then be transmitted to the NRP with any supporting materials the Board and/or the Steering Committee deems appropriate or necessary.
PLAN DEVELOPMENT PROCESS
The IOC has already created and distributed a Phase I Review. The review was developed from Plan Highlights prepared for the NRP website. This document detailed the procedure of developing contracts to meet the goals of Phase I. These included discussions of alternative approaches considered, rationale for actions taken, and reviews of the outcomes for each contract. A summary of this document was presented to the neighborhood twice. First, as a Tangletown News article and again as an independent all-neighborhood mailing wherein residents were given the opportunity to respond. Copies of the complete report were made available upon request. The Phase I review is included as an attachment to this document.
This summary became the core of the Executive Summary prepared for Board approval. The TNA Board was provided with the complete version of the Phase I Review. The TNA Board endorsed the executive Summary in April 2004.
The development of a Draft Action Plan will begin with the distribution of a stratified random survey or an all neighborhood survey, from which concerns, issues of importance, perceptions of change and needs for change/improvement will be determined. From these findings, a Neighborhood Vision Statement will be developed. This statement will serve as a blueprint for subsequent activity. Focus groups, workgroups and taskforces will be developed to address key points found in the Vision Statement. The Steering Committee will report regularly to the TNA Board and publish updates to the entire community.
The Steering Committee will be responsible for generating all advertising and communications materials related to the process of drafting the Action Plan, it deems necessary. A coordinator will be hired to organize and coordinate the activities of the focus groups and subsequent workgroup/taskforces. To this end, the coordinator will meet regularly with the Steering Committee, aiding in interpreting data and the findings of the workgroups incorporating this into the draft of the Action Plan. The Steering Committee will report regularly to the Board and the Neighborhood on a regular basis.
The Steering Committee will consult with City and other government partners for expertise in relation to developing implementable strategies that best meet the goals and objectives developed by the Steering Committee and its subgroups. These partners include the Minneapolis Park and Recreation Board, the Minneapolis School District, Community Planning and Economic Development, Minneapolis Public Works, etc. The involvement of these partners will begin as soon as workgroup/taskforces are established. Concurrently, the Steering Committee will work closely with NRP Staff for technical and procedural advice and assistance.
The Draft Action Plan will be presented at a TNA board meeting prior to publication. This will allow for comment and needed changes will be incorporated into the Plan. A summary of the Draft Action Plan will be published to the Neighborhood. This document will include an announcement of an all-neighborhood meeting where a formal vote will be taken of all eligible neighborhood members present, at which time the TNA Board can endorse the adoption of the Draft Action Plan by the Neighborhood and confirm that it and the Steering Committee and its workgroups acted in accordance with the guidelines set out in the Participation Agreement. The Plan will then be transmitted to the NRP with any supporting materials the Board and/or the Steering Committee deems appropriate or necessary for Policy Board and City approval..
Once the Phase II Action Plan is approved by the City, the Steering Committee will take on the role of Implementation Oversight Committee and will inform the TNA Board of its actions and recommend contractual actions to be taken. The TNA Board will accept all contractual responsibility with the City, will review and approve such matters, and will direct its chair to sign any agreement documentation pertaining to such approved actions.
During the implementation phase, the roles and responsibilities of the Implementation Oversight Committee and the TNA Board will remain the same as those of the Steering Committee and the TNA Board during the planning phase and as stated in this Participation Agreement. |
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