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HomeMy WebLinkAboutAC-consistency outline.08.08AC CONSISTENCY OUTLINE AC Recruitment Outreach/Advertising • Programmatically, periodically (annually or bi-annually?) identify ethnic "constituencies" from which members should be recruited (ethnic meaning relating to a population subgroup (within a larger or dominant cultural group) with a common cultural tradition. Not just "shotgun" media promos that is mainly productive of continental immigrants. • Consider appropriate verbal, physical engagement techniques to connect with collectivist ethnicities. (These connections will not come from emails and advertisements.) • Current memo from Michael that can be used for recruitment Application (including fillable online form: Grace will work with Kevin) Revised Draft -done and fillable form is available online (CDP Website) Application can come in through Mayors or Planning Planning to provide copy to Mayors Office when received. Mayor's office role Forward received apps to Planning Evaluate Planning's recommendations & process as appropriate (or not) Selection (Draft of process in review) Criteria Done- See Criteria Document dated 8/8/2017 Process Designated Liaison: Who is the Liaison w/ the Mayor's office for ALL ACs, and thus is the person responsible to advise the CDP manager of applications received, etc.? Questions Interview — choose standard locations for "outlying" CDP planning areas e.g., Waimea for N and S Kohala, Na'alehu for Ka'u, Kea'au for Puna, etc. Participants Evaluation of Applicants How to send recommendations to Mayor's Office? (memo, email????) Develop an email standard template for such communiques; everything is transmitted by email anyway Orientation Develop quick reference sheet for CDPs (Puna example) Include synopsis of the particular CDP's main ongoing issues and subcommittee status and/or history, as appropriate, so that the new member know what he/she is stepping into organizationally. Terms Staggering terms — Chap 16 Calendar or Fis.3 al��' aNeither — all membership terms commence upon the inception date of the individual AC, and end upon the staggered year anniversaries of that same inception date. We need a clear policy/Rule to establish the end term/new term dates to be on a convenient near -date, such as end of the prior or same month as the anniversary date. E.G., the Kona AC was established upon the swearing in of a quorum of appointed members (enough to do business) on 6/09/2009. The AC was born that date, and the respective staggered terms ended 2, 3 and 4 years thereafter. Administratively we have decided to treat the terms as ending on May 31 of the respective term years, with next terms commencing the next day, on June 1 of those respective term years. Each AC will have its own "birthday" and term anniversaries. A Dept. Rule establishing the "rounding" convention to end terms on either that date, or perhaps the last day of the prior month if the birthday is prior to the 15' day of that month, etc., would be the best way to make all this very clear and understandable.) ----------------------------- commented [SH1]: I think we need to discuss this one. I AC holdover, how to determine seats lean more toward standardizing when we get new AC The Mayor, with pro -active counsel from the PD, should decide which holdovers members for all AC's which could help us with scheduling. May need to talk to Mayor's Office and Council personnel to are replaced first and last. It should not be by strict formula, as some holdovers find out how much easier/difficult it is to confirm appointee are extremely valuable for leading a current project, and others may be at same or different times. problematic and desired for quick replacement. Expiring Term Certificates process (including how we present to outgoing AC) Need to see what other committees do. Operating Committee Guidelines/Rules Look at all existing and bring into alignment Develop 1 Doc for all ACs Check chap 16 for any required operating procedures Review internally & w/ AC Chairs Review & approval by ACs Fact Sheets Schedule annual updates & as needed Work on consistency (content) Annual Reports Develop easy form/process that is standardized Work into annual schedule To minimize calendar year "crunch," especially because of concurrency of CIP issues, I suggest doing "annual reports" upon the anniversary dates of the individual ACs. This would spread out the workload to less demanding time periods, especially for collaborative report production among staff members -1 --------------------------------------- commented [sH2]: I agree. It should coincide with the adoption date of the CDP Communications (incoming to AC, & outgoing from AC) Consider assigning Communication Numbers??? Formatting of name on communication to easily identify what it is Start with year -comm #, descriptor (e.g. AC to PD, DEM to AC, etc.), title of letter (e.g. PONC recommendation), define FINAL or DRAFT if appropriate Use comm #'s on Agenda AC capacity building Meetings Schedules Yearly Schedules Calendars of Decision points Venue reservations Annual reporting & schedules (yearly & monthly) CIP/budget Fact sheet updates Annual reports PONC Meeting schedule including subcommittees Elections of chair & Vice Puna Current: 2" d Tuesday of the month. 3:00pm to 6:00pm. Alternating between Keaau and Pahoa. Proposed: North Kohala Current: Proposed: Hamakua Proposed: Kona Current: Proposed: South Kohala Current: Proposed: Kau Proposed: Venues Puna Current: Proposed: North Kohala Current: Proposed: Hamakua Proposed: Kona Current: Proposed: South Kohala Current: Proposed: Kau Proposed: Alternate locations to provide opportunity to community members List of venues and contacts Contacts Instructions for opening, closing (keys, procedures, AC units, lights, chairs, tables, room configuaration) Prep Schedule of Notices Meeting Announcement — 3 weeks prior to AC meeting Meeting Reminder & Agenda — 10 days prior to meeting NOTE: We also want to be cognizant that if there is considerable content for the AC to consider, we might want to send that separately from the agenda more than 10 days in advance if at all possible - but that will be up to the CDP Planner to decide. We want to be mindful that the committee needs adequate time to review material. Agendas 2 weeks for AC chair review, 1.5 weeks for AC members Posting 6 calendar days per Sunshine law (change to 10 days for ample notification of AC members???) Must be filed at County Clerks (East and West) Once posted, scan "stamped" copy and save on p drive and LF Must have date, time, place (including address of venue) Meetings AC/Planner check-in meetings prior to AC meeting 3 person team??? Lead planner Meeting manager Assist chair Modified/simplified Roberts rules resource Assistant planner Notes (minutes, motions, follow-ups) Assist lead planner Supplies/equipment Room captain (logistical support) Sign -in (greet, explain handouts, testimony forms) Room management Assist planners Email of agenda County staff AC & Council Listserve Supplies Equipment Audio system Speaker Mics & cords Tazcam Extra Batteries Video system Projector Clicker VGA Video cord Screen Handouts Agenda Draft minutes Communications Schedules?? Misc Extension Cords Power Strip Name Plates Pens During Meeting Staff Roles CDP Planner Support Planner Room Captain Follow-up Minutes DRAFT must be posted in 30 days (Sunshine law req.) will change July 1, 2018 Send to AC when done with DRAFT to allow time to revise. Building staff capacity to effectively take notes Audio files process? Defined format already (see LeAna's instructions) IT P: Drive Re ofg foldef stnaetufe (file stndetufe will infofm how LF foldefs and website will be strut Consider moving from WPwin60 to root of Rdrive or into long range division folder???? What to do with old files? Who is responsible to do what to clean up the files? Reasonable deadline for making it happen???? Consider how do we save important emails to folders instead of it being "housed" in personal email folders? Consider- AC stFuetar-e (e.g. subeofmniffees) File naming conventions Date, CDP, Descriptor, 2017-06-30.PCDP. State.NewLibraryKeaau.pdf Folder structure CDP (maybe in handbook folder) GENERAL INFO (folder) Templates -overall (folder) Department Directives and Opinions (folder) Action committee (Folder) Management (folder) Orientation materials (folder) Guidelines CIP Create process & schedule PCDP (folder) Action Committee (folder) Budget (folder) FY2018-2019 (folder) Calendar -Schedules -Priorities (folder) Communication (Folder) 2017 (folder) e.g.: NK2017-10.PDtoDWS.water.spigots.DRAFT e.g.: K2017-20. e.g.: Kau2017-30. e.g.: SK2017-40. e.g.: H2O17-12. e.g.: P2017-15. e.g.: Hilo2017-28. Meetings (Folder) 2017 (folder) 2017-06-30-PCDP (Folder) Agenda Final Minutes, Draft minutes Meeting materials Presentations Reports Communications (links) Written Public testimony Old versions (folder) (clean up docs by saving old versions here) Sign -in sheets, scanned version Voice recordings e.g: 2017-06-30.PCDP.tazcam Member information (folder) Application -S election Recruitment (folder) Applications (folder) Selection process (folder) Criteria Interview Background check Not selected applicant info (folder) Nomination/Oath of Office (folder) Certificates of appreciation (folder) Contact lists Member Name (folder) Misc Member info/profile Membership terms (AC "genealogy") Member ber afY:liatio .a....,,ment e.g: 2017 06 30 ,ti.emb o,- affiliation do Member affiliate matrix Mise AC (fol.lerr97 Outreach (Folder) Meeting notices/reminders Media notices Newspaper articles Organizations or media lists Subcommittees (Folder) Subcommittee name (folder) 2017 (folder)???? Templates (make all docs read-only) (Folder) Agenda Minutes Public comment forms Sign -in Directional Signs Feedback forms Standard (letterhead) Topics (Folder) Regional Particular issue?? Venue information (folder) Venue name (folder) Instead of a folder, we could do a "fact sheet"??? Misc information, instructions etc. Annual Progress Reports (folder) 2017 (folder) Community (folder) not sure how to organize this folder. Contacts (folder) Resources (folder) Fact Sheets (folder) 2017-06-30.PCDP. FactSheet. doc Final -Adopted Plan (Folder) Miscellaneous CDP (folder) Articles (folder) (e.g. newspaper article) GIS files (folder) Maps (folder) Photos (folder) Resource Material (folder) This could be any information that pertains to the district. PRE -ADOPTION (folder) (Everything pre -adoption is here. No need to reorganize) Village -Town Plans (folder) (e.g) HPP Master Plan -2015 (folder) Emails CDP emails (e.g. Puna hawaiicounty.gov) Who gets them? Team? E.g. LeAna, Keiko, & Grace will get Hamakua, NKohala, & puna emails) Lead CDP Planner will be responsible for follow-up or directing team members to follow-up. Team Planner will be manager of email with permissions to grant access? puna(ftawaiicounty.Qov Manager: LeAna Gloor, Staff. Keiko Mercado, Grace Armstrong Hans Santiago hamakua(t)hawaiicounty.gov Manager: LeAna Gloor, Staff. Keiko Mercado, Grace Armstrong northkohala(&,hawaiicounty.gov Manager: LeAna Gloor, Staff: Keiko Mercado, Grace Armstrong kau(t�,hawaiicounty.gov Manager: Hans Santiago, Staff. Keels Childs, Heather Bartlett southkohala(t hawaiicounty.gov Manager: Hans Santiago, Staff. Keels Childs, Heather Bartlett kom@bawaiicounty.gov Manager: Hans Santiago, Staff. Keels Childs, Heather Bartlett hilo(&,hawaiicounty.gov Manager: Hans Santiago, Staff. April Surprenant, Keiko Mercado downtownhilo(&,hawaiicounty.gov Manager: Hans Santiago, Staff. April Surprenant, Keiko Mercado Laseffiche How we use them? Mailchimp? Posting in Public Folder (need instructions) Re-org folder structure Posting fink/copies in Planning folder Organize folder structure OCR'ing for ADA accessibility Public LF CDP Name (folder) Action Committee (folder) Meetings (Folder) Meeting date (folder) CDP Website Puna (CDP Name) (Page with Synopsis of CDP with Planner contact info (paragraph)) Stay informed (this includes links to sign-up for email notification, facebook page link, ) Meeting date schedule sheet Final Plan (contains final plan doe, pdf or link to LF location) Action committee (page with paragraph synopsis of action committee and apply here link) Fact sheet (link) Member info (page) Member Bios Meetings (page) Date of meeting (page) All docs associated with meeting (agenda, comms, minutes, meeting announcement) All docs linked to LF location to meet ADA requirements. e.g: Agenda (link), minutes (link), etc. Subcommittees (page) include bios of subcommittee including members and contact info Budget (page) Apply herel (page) Pre -Adoption Feedback Form page (contingent on if John Schinnerer has to do it???) Committee ListServe Management Public ListServe Management Hyperlinks must be full links and not "shortened" for ADA compliance. Social Media Facebook What to post? Do we create just one for all CDPs? Newspaper - public announcement PD Staff Title: CDP Planner Planner Regular CDP team meetings Capacity building (help from R&D???) Facilitation training Others!