SunnyvaleRTC

December 16, 2003

SUBJECT: Proposed Special Agreement with Sunnyvale Neighborhood Associations; Neighborhood Association Registry

City Council approved the Connected Communities/Seamless Services Project (formerly the Integrated Neighborhood Services Initiative) in FY2001-2002. The vision of the Project was to build a stronger sense of community throughout Sunnyvale, and to explore using an integrated approach to service delivery.

As a result of this Project, the Neighborhood and Community Services Division (NCS) of the Office of the City Manager became the direct link between City Hall and Sunnyvale’s neighborhood associations. As part of its mission to strengthen community engagement, NCS informs neighborhood associations of current City activities and events, addresses neighborhood association concerns, supports associations’ community building efforts, and liaisons with local organizations that support neighborhood association activities. There is, however, no formal City policy which defines the City’s role in this area.

On October 21, 2003, City Council approved the “Relationships with Outside Groups” policy. Under this new policy, the City can enter into “Special Agreements” with outside organizations who seek a level of support not specifically provided or addressed by the “Relationships with Outside Groups” policy.

This Report to Council proposes the implementation of a Special Agreement between the City and its Neighborhood Associations. The proposed Special Agreement would create a Neighborhood Association Registry, formalizing the relationship between the City and its neighborhood associations, and providing greater clarity and consistency in how the City supports neighborhood associations’ community building efforts.

BACKGROUND

As a result of this Project, the Neighborhood and Community Services Division (NCS) of the Office of the City Manager became the direct link between City Hall and Sunnyvale’s neighborhood associations. NCS staff provides neighborhood associations with a variety of services including the distribution of relevant City information, responding to association questions or issues, and assistance in securing City speakers for association meetings. Although NCS has developed strong relationships with existing neighborhood associations, there is no formal City policy which specifically defines the City’s role in this area.

Historically, as a matter of administrative practice (not formal policy), neighborhood associations have been treated similarly to “co-sponsored” groups – groups which have a specific and registered relationship with the City. For example, neighborhood associations would often receive free use of City facilities.

However, on October 21, 2003, City Council eliminated the City’s Co-Sponsorhip Policy (effective July 1^st 2004), and approved a new umbrella policy, “Relationships with Outside Groups.” This new policy describes the types of relationships between the City and outside organizations, referencing the following City guidelines: the outside group funding process, publicity for outside groups, the use of City facilities by outside groups, and the use of City banner space.

Under this new umbrella policy, the City can enter into “Special Agreements” with outside organizations who seek a level of support not specifically provided or addressed by the “Relationships with Outside Groups” policy. This Report proposes a Special Agreement between the City of Sunnyvale and its neighborhood associations.

EXISTING POLICY

Policy 7.2A.1 Community Networks: Use community and business networks as a resource for community education and outreach.

Action Statement 7.2A.1a: Encourage the development and support of community organizations and networks for public information.

Action Statement 7.2A.1b: Provide community organizations and networks with and encourage distribution of information regarding City events, programs and services.

Policy 7.2B.3 Community Organizations: Support local and neighborhood organizations and strengthen contacts between the City and community groups.

Action Statement 7.2B.3a: Identify and strengthen contacts between the City and community organizations.

Action Statement 7.2B.3b: Coordinate City neighborhood programs and outreach to improve support, communications, and effectiveness.

Action Statement 7.2B.3c: Create or support the development of a directory of community organizations.

Policy 7.2B.4 Community Self-Reliance: Encourage and support the development of greater community self-reliance for problem solving through effective community and neighborhood organizations.

Action Statement 7.2B.4a: Identify and support mechanisms to strengthen the capability of community organizations to achieve community-wide goals.

DISCUSSION

The Role of Neighborhood Associations

Neighborhood associations play an important role in building community in Sunnyvale. Sunnyvale’s neighborhood associations serve as the "eyes" and "ears" of the community, connecting community members to government, encouraging community engagement and increasing informed civic participation. They are a cost-effective means of linking City Hall to its neighborhoods. Neighborhood associations also foster community pride, neighborhood attractiveness and enhance the quality of local decision making.

There are currently eleven neighborhood associations to which the City provides support. (See Attachment A, City of Sunnyvale Neighborhood Associations). A new neighborhood association, “Braly Corners Neighborhood Association” was created in November 2003, and another new association plans to form this month. Each association is structured and operates differently. Some associations have monthly meetings, officers, by-laws, and newsletters. Other associations meet less frequently or on an “as needed” basis. Still other associations use an email list of neighbors to connect with each other, to share neighborhood concerns, and to plan neighborhood events or civic engagement.

The Role of the Neighborhood and Community Services Division

The Neighborhood and Community Services Division (NCS) is the central link between neighborhood associations and the City. As part of its mission to strengthen community engagement, NCS informs neighborhood associations of current City activities and events, addresses neighborhood association concerns, supports associations’ community building efforts, and liaisons with regional organizations that support neighborhood association activities.

The Community Outreach Coordinator of the NCS Division provides direct support to neighborhood associations. The Community Outreach Coordinator coordinates Council Outreach to Associations meetings, interdepartmental collaboration on association concerns or issues, City or community speakers for association meetings, Neighborhood Association Quarterly Meetings, and the distribution of information to neighborhood association officers. This past year, the Community Outreach Coordinator supported neighborhood associations’ efforts in planning a City-wide emergency preparedness workshop, and developed a Neighborhood Association Information Packet which includes information on how to start a neighborhood association in Sunnyvale.

The Proposed Special Agreement and Neighborhood Association Registry

City staff recommends that City Council approve in concept a Special Agreement to facilitate support and foster more effective communication between Sunnyvale neighborhood associations and City Hall. (See Attachment B, Special Agreement Between the City of Sunnyvale and Neighborhood Association). The purpose of the proposed Special Agreement is to create a Neighborhood Association Registry which will formalize the important partnership between the City of Sunnyvale and its neighborhood associations.

The Neighborhood Association Registry is essentially a list of neighborhood associations that have signed a Special Agreement and, in doing so, have “registered” with the City. Through the proposed Special Agreement, the City will provide the members of the Neighborhood Association Registry the support necessary to grow and to become more self-reliant.

Currently, there is no formal City policy which defines the City’s role in supporting neighborhood associations. The proposed Special Agreement would provide greater clarity and consistency in how the City supports its neighborhood associations. It will also help the City to keep neighborhood associations abreast of current City issues and activities.

With the Special Agreement, it is not the intent of the City to govern the affairs of neighborhood associations. Rather, the City seeks to develop a clear and simple policy which would enable neighborhood associations to communicate effectively with City Hall and to receive the needed support to carry out neighborhood association activities.

The proposed Special Agreement provides minimum requirements for maintaining a neighborhood association in Sunnyvale. Neighborhood associations are free and encouraged to develop more specific rules and procedures through association by-laws.

Eligibility

The Neighborhood Association Registry would provide a means of recognizing, tracking, and communicating with neighborhood associations. (See Attachment C, Neighborhood Association Registration Form and Information Sheet). Members of the Neighborhood Association Registry must have clearly stated boundaries, an open membership for anyone who lives in and/or owns property within the boundaries, “active status” as defined in the Special Agreement, a policy of nondiscrimination, and compliance with all State, Federal and local laws.

There is no obligation for Sunnyvale’s neighborhood associations to enter into a Special Agreement and participate in the Neighborhood Association Registry. However, if the proposed Special Agreement is approved in concept by City Council, only registered neighborhood associations would receive the benefits of registration (as described below under “City Services”).

City Services

As a member of the Neighborhood Association Registry, neighborhood associations are eligible to receive a number of City services including: the distribution of relevant City information, placement on the City’s website and neighborhood association map, and assistance in coordinating meetings with City staff or elected officials on issues of interest. (See Attachment B, Special Agreement Between the City of Sunnyvale and Neighborhood Association, for the entire list of City Services to registered neighborhood associations).

New neighborhood associations, under the proposed Agreement, would also be eligible to receive a one-time grant of $100 to assist with any start-up costs. $20 of the grant must be used to register for and attend the United Neighborhoods of Santa Clara County’s Annual Conference. The grant funding can also be used towards neighborhood events, starting a newsletter, or other neighborhood association initiation activities.

As City resources allow, registered neighborhood associations will also continue to receive free use of City park facilities for meetings and special events. Five neighborhood associations currently use City park buildings for their meetings and many use the City’s picnic areas for association events. While all neighborhood associations are encouraged to develop alternative funding sources, free use of City facilities is an important component to most associations’ fiscal stability. In exchange for the free use of City park facilities, neighborhood associations assist with the distribution of appropriate City information to neighborhood association members. This includes information about upcoming community meetings, City issues and events, and other informational items.

Note: Beginning in FY03-04, neighborhood associations will be assessed certain additional charges for their events (such as the Lakewood Parade) that are held on public property. These fees and charges may include a permit fee, a fee to barricade a public right of way, and charges accruing for any required staff time.

FISCAL IMPACT

The creation of a Special Agreement and Neighborhood Association Registry would not require additional funding. The cost of providing neighborhood associations free use of City facilities is approximately $2,000 per year. The Department of Parks and Recreation budget had previously absorbed this expense. Beginning in FY04-05, this cost will be identified in the Neighborhood and Community Services Management Program budget. The NCS Management Program budget also includes the cost for the one-time $100 grants for emerging neighborhood associations.

PUBLIC CONTACT

Drafts of the proposed Special Agreement and Neighborhood Association Registry were presented to neighborhood leaders and discussed at the October 1,2003 Neighborhood Association Quarterly Meeting. A second meeting was held on October 29, 2003 for neighborhood association representatives and interested residents to provide feedback to the City on the proposed Special Agreement. All neighborhood representatives attending these meetings have been supportive of the concept of a Neighborhood Association Registry.

Public contact was made through the posting of the Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Library and the City Clerk’s Office.

ALTERNATIVES

1. Council approves a Special Agreement and Neighborhood Association Registry in concept as depicted by Attachment B.

2. Council approves a Special Agreement and Neighborhood Association Registry as depicted by Attachment B with modifications.

3. Council directs staff to take no action at this time.

4. Other actions as determined by Council

RECOMMENDATION

Staff recommends Alternative 1.

Prepared by:

Peter Bassett
Community Outreach Coordinator

Reviewed by:

Coryn Campbell
Manager, Neighborhood and Community Services

Reviewed by: