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HomeMy WebLinkAboutAgenda Packet 11.19.18CITY OF FALCON HEIGHTS Regular Meeting of the Falcon Heights - Community Engagement Commission City Hall 2077 West Larpenteur Avenue AGENDA November 19, 2018 at 7:00 P.M. A. CALL TO ORDER: B. ROLL CALL: Reider ___ May___ Kohn___ Johnson___ Larrabee___ Ali___ Stegman ____ COUNCIL LIAISON Gustafson___ STAFF PRESENT: Lor___ C. Approval of Minutes: August 20th, 2018 D. DISCUSSION 1.CEC Updates: Appointment of Vice Chair 2.Human Rights Day Event – December 10th, 2018 3.Neighborhood Liaison Packets 4. Updates on Youth Outreach Opportunities E. INFORMATION/ANNOUNCEMENTS F. ADJOURNMENT: 1 | Page CITY OF FALCON HEIGHTS Regular Meeting of the Falcon Heights - Community Engagement Commission City Hall 2077 West Larpenteur Avenue AGENDA October 15, 2018 at 7:00 P.M. A. CALL TO ORDER: B. ROLL CALL: Reider _X__ May_X__ Kohn_X__ Johnson_X__ Larrabee_X__ Ali___ Stegman _X___ COUNCIL LIAISON Gustafson___ STAFF PRESENT: Lor_X__ C. Approval of Minutes: August 20th, 2018 D. DISCUSSION 1. Human Right Day Event – December 10th, 2018 A. Speaker Suggestions •Alice Hausman agreed to be a guest speaker and will be the last speaker. The second speaker will be Lael Robertson from the Housing Justice Center. Lael Robertson is a staff attorney at Housing Justice Center. She previously was the Supervising Attorney of the Housing Discrimination Law Project at Mid- Minnesota Legal Aid. •Georgianna will find a backup speaker who can cover the Red Line and Covenant housing. Georgianna will connect with Staff Liaison. •Rick King from Falcon Heights United Church suggested having the event at the church. This will bring in more community engagements and partnership. There is a $50 donation. Staff Liaison will connect with Rick. •Commissioners will create questions for the pre and exit survey. Everyone will send questions to Staff Liaison who will present it at the November meeting. Commissioners can also bring questions to the November meeting. •Julie wants to create a question system where audience can submit questions through their phone during the event. She will connect with Staff Liaison. •Commissioners suggested that the event should have small group discussions with questions. This will create more interactions with the speaker and guests. •Staff Liaison will create event flyer and will email it to CEC for approval. •Staff Liaison will reach out to Newspaper Company, schools and surrounding cities to advertise the event. Staff Liaison will put it on social media and create a Facebook event. 2 | Page 2.CEC Display Table •City has all the displays and holders but will need to purchase table cloth and table runner •Staff Liaison stated that the City can purchase the items 3.Neighborhood Liaison Packets •Move resource page should be on page 4. •Take out extra page info on Table of Contents (#14). •Page 9 and 10 need to be review. •Amanda will contact Kris Grangaard to get the list of Neighborhood Liaison and contact them. Also, promote it on media, website, and newsletters. •Dena, Kim, and Katie will work on the edits and get it done before Oct 31 so CEC can use the St. Paul Foundation Grant to print it. They will also meet with Kris Grangaard to get more inputs. •Packet should be review every year instead every 5-10 years. 4.Updates on Youth Outreach Opportunities •Will discuss Youth Outreach Opportunities in the next meeting. 5.Survey on the Spot (S.O.S) •City Administrator, Council Member Gustafson, and Council Member Leehy create Survey on the Spot (S.O.S). The S.O.S will also provide resources such as St. Paul Workforce Center, U Lead/Youth Adult Employment Program and more. •Council Members, City Staff, and volunteers will pass it out on October 15 & 16 between Snelling Ave and Larpenteur Ave. The purpose of the S.O.S is to get city guests (who are driving through the intersection) and residents feedbacks. October 17 & 18 there will be food trucks at the City Hall and can get a free item is the survey is completed. You can take the survey by texting “Falcon” to 888- 111 to take the survey and receive Coupon or take it at the City Hall. E. INFORMATION/ANNOUNCEMENTS F. ADJOURNMENT: 9:00 PM ________________________________ Shirley Reider, Commission Chair Dated this 15th day of October, 2018 ___________________________________ Amanda Lor, Staff Liaison REQUEST FOR COUNCIL ACTION Families, Fields and Fair __________________________ The City That Soars! Item Community Engagement Commission: Appointment of Vice Chair Description Shirley Reider, Chair of Community Engagement Commission (CEC) would like to appoint Kim Johnson as the Vice Chair. Kim Johnson was appointed in January 2018 and has shown excellent skills in teamwork and leadership. As a Vice Chair, Kim will help lead CEC meetings, serve as Chair in the absence of Shirley Reider, and responsible for ensuring the effective functioning of the commission. Budget Impact No Impact Attachment(s) NA Action(s) Requested Staff would recommend approval to appoint Kim Johnson as the Vice Chair for CEC. Meeting Date October 15, 2018 Agenda Item Consent C1 Attachment Appointment of Vice Chair Submitted By Amanda Lor - Staff ITEM FOR DISCUSSION Families, Fields and Fair __________________________ The City That Soars! Item Human Rights Day Event Description Falcon Heights’s Human Rights Day event is on Monday, December 10th at 7 pm. This year’s theme will be Discrimination in Housing. CEC and Staff will continue to discuss the event agenda and layout. Budget Impact TBD Attachment(s) NA Action(s) Requested Discussion and make recommendation for staff to pursue conversations with identified individuals or organizations to advance Human Rights Day planning. Meeting Date October 15, 2018 Agenda Item Discussion C2 Attachment Human Rights Day Event Submitted By Amanda Lor - Staff ITEM FOR DISCUSSION Families, Fields and Fair __________________________ The City That Soars! Item Neighborhood Liaison Packets Description CEC Dena Larrabee, Kim Johnson, and Katie Kohn continue to work on the Neighborhood Liaison Packets. The primary goals is to have it be available online and print hard copies. CEC recommends using the St. Paul Foundation grant to help with the printing cost. City Staff helped with edits and reviewed the packet. Staff will listen to recommendations to go back and update desired materials. Budget Impact TBD Attachment(s) NA Action(s) Requested Staff requests CEC provide their updated recommendations. Meeting Date October 15, 2018 Agenda Item Discussion C3 Attachment Neighborhood Liaison Packets Submitted By Amanda Lor - Staff NEIGHBORHOOD LIAISON HANDBOOK CITY OF FALCON HEIGHTS NL Handbook 2 Rev 08/18 Table of Contents NEIGHBORHOOD LIAISON HANDBOOK .......................................................................................................... 1 Liaison Resource Page .....................................................................................................................................11 History: Where did the idea of Neighborhood Liaison come from? .............................................................. 4 What is a Neighborhood Liaison.................................................................................................................... 3 Community Engagement Commission (CEC) Role in the Neighborhood Liaison Program............................3 How we Define Neighborhood ....................................................................................................................... 3 Neighborhood Liaison Roles. .......................................................................................................................... 5 Information Liaison .................................................................................................................................... 5 Social Organizer Liaison ............................................................................................................................. 5 Communication Liaison .............................................................................................................................. 5 Information Liaison .........................................................................................................................................6 General Description ....................................................................................................................................6 Basic Information ........................................................................................................................................6 Optional Information ...................................................................................................................................6 Neighborhood-Specific Information ............................................................................................................6 How to Collect Information ........................................................................................................................7 Social Organizer Liaison ..................................................................................................................................7 General Description ....................................................................................................................................7 Block Party Planning ...................................................................................................................................7 Easy .........................................................................................................................................................7 Average ...................................................................................................................................................8 Advanced ................................................................................................................................................8 Steps in Organizing Successful Events .............................................................................................................9 Communication Liaison ................................................................................................................................. 10 General Description .................................................................................................................................. 10 Falcon Heights City Map ..................................................................................................................................12 Falcon Heights Neighborhood Map.................................................................................................................13 Neighborhood Liaison Sub Divided Groups..................................................................................................... 5 How To Build Community...............................................................................................................................14 NL Handbook 3 Rev 08/18 Community Engagement Commission Role in the Neighborhood Liaison Program: The Community Engagement Commission (CEC) promotes opportunities for residents to be involved by endorsing and facilitating community outreach events. They will act as a human-bridge, defining ideas and activities that help to connect Falcon Heights City Council to the people they serve. The Commission shall serve as the city’s liaison with the neighborhoods, and may make recommendations to the City Council regarding changes to the Neighborhood Liaison Program. Emphasis shall be placed on the following activities: Recruit and retain neighborhood liaisons Update and distribute a neighborhood liaison handbook Responsible for implementing appropriate Neighborhood Liaison training Provide suggestions on how to best communicate with the residents to keep ourneighborhoods connected Act as a resource for neighborhood activities Provide regular reports to the City Council on the Neighborhood Liaison Program Attend Neighborhood Liaison training sessions. What is a Neighborhood Liaison? A Neighborhood Liaison is an extension to the Community Engagement Commission that formalizes a more localized outreach community engagement effort. They will provide a more familiar point of access to the assigned neighborhood community, while building and strengthening relationships. They will spend their time in the community talking with people, collecting suggested ideas, and forming relationships to keep the community connected. Roles among the different sub divided groups are easily overlapped and can be carried out by one person or a number of different people. How we Define Neighborhood The word neighborhood, in this handbook, will simply refer to a group of people living near one another; a community. The Neighborhood Liaison will coordinate with the City to define the neighborhood they represent. Some neighborhoods may include specific blocks on a street, one or more buildings, or one floor in a larger building complex. However, you define your neighborhood, the role of liaison will be similar. NL Handbook 3 Rev 08/18 History: Introduction Where did the idea of Neighborhood Liaison come from? The idea of Neighborhood Liaison was defined in 2002, but was the culmination of many years of community-minded efforts by Falcon Heights residents. 1.Early 1990’s -- The Neighborhood Watch program was initiated by a dedicated resident volunteer. Falcon Heights was the first city in Minnesota where every block in the city had a Neighborhood Watch volunteer! 2.1995 -- The city council began a group called Keeping Connected to brainstorm and implement ways to keep resident and neighbors connected, in addition to fighting crime. 3.1997 -- Keeping Connected sponsored an intergenerational dialogue to develop recommendations for improving the quality of life for all ages of Falcon Heights' residents. Fifty- one residents ranging in age from 11 to 81, suggested (among hundreds of other ideas): •Have kids organize welcome parties for other kids. • Encourage informal block “lemonade on the front lawn”, BBQ, or potlucks. •Encourage individual initiatives such as sharing meals, block caretakers, and phone contact to check on the welfare of the young and elderly. •Expand opportunities to match volunteer mentors with children and teens. 4.1999 -- In response to concerns over potential computer problem (Y2K), the city sponsored an Emergency Preparedness meeting, developed recommendations for neighborhoods to keep them sustained in any type of emergency. Their long list of suggestions for each generation included: • Develop neighborhood “maps” which include names of residents, equipment owned andspecial needs. •Encourage people to exchange names and numbers of family members at the annualneighborhood meetings. • Organize “Citizen Emergency Response Teams” in each neighborhood. 5. 2001-- The city council sponsored an Intergenerational Dialogue, which brainstormed ideas for citizens to feel as prepared as possible for any situations in their own neighborhoods. Among the many: •Make a neighborhood phone tree with home, work and emergency phone numbers. •City Council to create a Neighborhood Security Task Force to develop materials for use by block leaders and formalizing this group into a permanent Neighborhood Commission, to oversee the training and recruitment of Neighborhood Liaisons. 6. 2015 – The Neighborhood Commission merged with the Human Rights Commission to form the Community Engagement Commission (CEC) NL Handbook 5 Rev 08/18 Neighborhood Liaison Roles: Information Liaison Engage with assigned neighborhood by gathering block directory information about your neighbors of which they provide voluntarily. Update regularly the current block map, with names, addresses and phone numbers of people on the block and distribute routinely to neighbors. Welcome new neighbors and distribute the collected information so they may get familiar with their near community. Social Organizer Liaison Responsible for coordinating activities for the assigned neighborhood, such as block parties, potlucks, and Night to Unite (National Night Out), book clubs, or a kid’s holiday parade, just to name a few potential ideas. Create group activities designed to promote community togetherness. Communication Liaison Communicate activities defined by the Social Organizer Liaison and other activities that may be sponsored by the Community Engagement Commission (CEC). This may include phone calls, emails, door knocking, letter writing or social media communication. A Neighborhood Liaison has several roles and responsibilities: Welcome new residents Actively participate in training opportunities sponsored by Community Engagement Commission (CEC). Promote neighborhood meetings and/or block parties. Use this Neighborhood Liaison Handbook as a guide. Submit handbook suggestions and improvements to the Community Engagement Commission (CEC). Keep neighborhood data current. Distribute collected data only with neighbors. Neighborhood Liaison Code of Ethics: Respect your neighbors. Maintain a positive attitude and image. Maintain local privacy of collected data. Be a community builder. Neighborhood Liaison Sub Divided Groups Information Liaison General Description 1.Keep the block directory or block map current. 2.Distribute the directory to neighbors each year. 3.Distribute information about each household to every resident. 4.Welcome new neighbors and give them the collected information about the neighborhood. The liaison updates information (name, address, contact information) on your block. Then the information is distributed to each resident. Please do not ask for more information than people are willing to share. As new neighbors arrive, provide them with collected information about the neighborhood residents in their area. As a community builder it is important to know your neighbors. BASIC INFORMATION 1.Name 2.Address 3.Preferred contact information OPTIONAL INFORMATION Other information may be collected if it is useful and residents want to share it. Examples may include other means of contact, number of people living in household, pet names and characteristics, emergency equipment available for use (chainsaw, extension ladder, generator), or if someone in the home would need more help in an emergency due to medical problems. NEIGHBORHOOD-SPECIFIC INFORMATION 1.Neighborhood Newsletter editor 2.Alley-plowing contact(s) 3.Is anyone willing to snow shovel or baby-sit? 4.Does anyone provide services, free or for a fee (e.g., gardening advice, taxes, etc?) NL Handbook 6 Rev 08/18 NL Handbook 7 Rev 08/18 How to Collect Information A primary consideration for the collector of a neighborhood’s information is privacy. Many neighborhoods in Falcon Heights have block maps and several have completed neighborhood surveys, with no issues arising and with no one objecting to giving this information to their neighbors. People in the neighborhood should know that the information asked of them is voluntary and will only be seen by others in the neighborhood. Consider asking the resident in person, for they may be more receptive to providing information. One way to manage this is to ask that no one solicit anyone else in the neighborhood for sales or business, but allow everyone to provide their job and business affiliations so if someone is looking for Avon, or insurance sales for example, they could see if someone in their neighborhood provides it. •The liaison may drop a questionnaire at each home and ask people to return them by a certain date. •The liaison may put a questionnaire out at a party and ask people to fill in the information. •Ask for information in person. Social Organizer Liaison General Description Coordinate activities for your block, such as block parties, potlucks, bridge night and Night to Unite (National Night Out) get-togethers. Block Party Planning Block parties do not need to be elaborate affairs. Depending on the amount of time you have and the amount of help you want to plan the party, you can take one of several approaches: Easy 1.Plan the date, time, and location. •To request the following, fill out form through Ramsey County website: ▪Law enforcement and squad car •To request the following go to falconheights.org ▪Street barricades NL Handbook 8 Rev 08/18 ▪Fire fighters and fire truck ▪City Council or Commissioners 2.Distribute flyers announcing the date, time, and place of the party. 3.Invite neighbors to bring a dish to share and their own table service. Average 1.Plan the date, time, and location. •To request the following, fill out form through Ramsey County website: ▪Law enforcement and squad car •To request the following go to falconheights.org ▪Street barricades ▪Fire fighters and fire truck ▪City Council or Commissioners 2.Distribute flyers announcing the date, time, and place of the party. 3.Have neighbors contact you regarding what they’ll bring, or circulate a sign-up sheet. 4.Arrange for table service, tables and chairs, and games for kids. Advanced 1.Distribute flyers inviting neighbors to attend a planning session for a block party. 2.At the meeting: •Select a date, time, and place. •Decide who will bring what. (Make a list.) •Select a spokesperson to contact the city. •Plan additional related activities, such as games, entertainment, decorations, or inviting the Crime Prevention Liaison to make a presentation. Neighborhoods in Falcon Heights have done parties at all of these levels. Some have simple ice cream socials where they send out a note with a date and everyone volunteers for paper supplies, ice cream and toppings. The leader makes sure there are tables and garbage cans. Another neighborhood has combined several blocks, raised money, solicited donations from local businesses for door prizes, and hired ponies for rides for the kids. Following that fun is a potluck meal. It depends on how much energy, volunteer help, contacts, and imagination you have. The page that follows takes you through the steps for planning any type of event. Remember, there is no right or wrong way to plan or conduct a block party. The most important things to keep in mind are the needs and personality of your block and its residents! NL Handbook 9 Rev 08/18 Steps in Organizing Successful Events I.WHY: Define the Purpose of the Event (Why hold the event? What need should it fill?) Will your event inform, improve community relations, welcome new people to the neighborhood, etc…? Be sure to recognize if one of the purposes is to have fun. It’s much easier to involve volunteers in a cause or need if you can make it fun. II.WHAT: Choose the Right Event (pot-luck, picnic, ice cream social …) A.Remember your goals B.Who are your participants? (young, old, interests, schedules, …) C.What is your neighborhood interested in or what have they done in the past? D. E. F. Ask around to see what people would be interested in doing. Do you want to extend your event beyond your own neighborhood? Involving other neighborhoods can contribute more resources and broaden the audience. How much will your event cost? Very little, if it’s a potluck. Talk to others who have tried a similar event in the past. Were there any hidden costs? What are your resources? Who are your volunteers? Are there any businesses that would help sponsor your event? Is there someone in your neighborhood who could make a contact? III.WHEN/WHERE: Set the Date and Location A.Check the calendar to avoid conflicting community events B.Choose the location and get confirmed reservations Most neighborhoods in Falcon Heights have used barricades to block off their street and just use the street itself. Some smaller groups have used city hall or alleys. If you decide to rent a space, be sure to plan ahead, get enough room, and have something that fits your budget. Considerations include requirements for deposits, insurance, and cleanup as well as facility features like floor plan, seating, lighting, electricity, and restrooms. And be sure to get any agreements in writing. IV.HOW: Planning and Organization A.Leader Informs others of process, delegates responsibilities to persons/committees, coordinates activities of different committees, sets time limits, settles disputes, praises progress B.“Committees” defined and staffed, as needed (many will have only one member!) NL Handbook 10 Rev 08/18 Decorations, Entertainment, Refreshments/Concessions, *Publicity, Budget/RSVP List, Donations, Clean-Up If the Committee is larger than one, the members should hold scheduled meetings at set places. Specific agendas help provide logical steps for attacking tasks. Written descriptions of individual responsibilities help to avoid duplicating effort, chronologically order tasks, and clarify time requirements and deadlines. Always give praise to individuals meeting deadlines. * Publicity types can include: group e-mail, phone calling tree, posters, balloons, sidewalk chalk, door hangers, mailings, plywood corner signs, t- shirts, city newsletter, website, … V.POST EVENT A.Follow-up Return any borrowed items. Write thank you notes to recognize volunteers and donors. B.Evaluation What went right? What went wrong? Record each step for future reference. Determine the true cost (consider donations) and true benefit. Should it become an annual event? File it away in a folder for future reference. C.Begin preparing for next year Communication Liaison General Description Communicates activities defined by the Social Organizing Liaison or the Community Engagement Commission (CEC). Includes: Organizes communication within and between blocks Liaison to the Community Engagement Commission (CEC) and assigned neighborhood Community news from city website Types of communication: Email Phone Door Knocking Social media NL Handbook 11 Rev 08/18 Liaison Resource Page City Information Falcon Heights Elected Representatives 651-917-2977 Mayor Peter Lindstrom Council Member Randy Gustafson Council Member Melanie Leehy Council Member Mark Miazga Council Member Pamela Harris 651-642-9694 651-646-8113 651-252-5833 651-348-7370 Community Engagement Commission (CEC) Chair Shirley Reider Council Liaison Randy Gustafson Georgiana May Katie Kohn Kim Johnson Dena Larrabee Hibo Ali Julie Stegman Staff Liaison Amanda Lor Fire Dept Liaison Anton Fehrenbach Neighborhood Liaisons Names of Neighborhood Liaisons can be located: City Hall 651-792-7600 City Website www.falconheights.org City Hall City Administrator Sack Thongvanh 651-792-7611 City Hall 651-792-7600 City Website www.falconheights.org Police Department (Ramsey County Sheriff) Fire or Medical Emergency 911 Non-Emergency Dispatch General Questions Ramsey County Sheriff 651-767-0640 651-266-7300 https://www.ramseycountysheriff.us Falcon Heights City Calendar City Hall 651-792-7600 City Website www.falconheights.org Additional website information: Night to Unite Registration (Ramsey County): https://bit.ly/24bTm80 Night to Unite Party Planning Guide: https://bit.ly/2PGD3A6 ***Always reference Falcon Heights website for current information*** NL Handbook 12 Rev 08/18 NL Handbook 13 Rev 08/18 NL Handbook 14 Rev 08/18 Karen Kerney/SCW Community SCW © 1998 ITEM FOR DISCUSSION Families, Fields and Fair __________________________ The City That Soars! Item Updates on Youth Outreach Opportunities Description Staff has continued to pursue, with the added direction of CEC Commissioners, opportunities for youth engagement and outreach opportunities. Staff will provide updates for CEC consideration. Budget Impact TBD Attachment(s) NA Action(s) Requested Staff requests the CEC provide their updated recommendations. Meeting Date October 15, 2018 Agenda Item Discussion C4 Attachment Youth Outreach Opportunities Submitted By Amanda Lor - Staff