BOARD OF NEIGHBORHOOD COMMISSIONERS DANIEL GATICA PRESIDENT CARLENE DAVIS VICE PRESIDENT LINDA LUCKS KAREN MACK PAUL PARK JANET LINDO Executive Administrative Assistant TELEPHONE: (213) 485-1360 CITY OF LOS ANGELES CALIFORNIA ANTONIO R. VILLARAIGOSA MAYOR DEPARTMENT OF NEIGHBORHOOD EMPOWERMENT 334-B EAST SECOND STREET LOS ANGELES, CA 90012 TELEPHONE: (213) 485-1360 TOLL-FREE: 3-1-1 FAX: (213) 485-4608 E-MAIL: done@lacity.org BONGHWAN (BH) KIM, MPA GENERAL MANAGER www.empowerla.org BOARD OF NEIGHBORHOOD COMMISSIONERS SPECIAL MEETING BOARD PLANNING RETREAT MONDAY, OCTOBER 17, 2011 9:30 A.M. 2:30 P.M. CITY HALL, 10 TH FLOOR CONFERENCE CENTER ROOM 1035, 200 NORTH SPRING STREET LOS ANGELES, CA 90012 The public is requested to fill out a Speaker Card to address the Board on any agenda item before the Board takes an action on an item. Comments from the public on agenda items will be heard only when the respective item is being considered. Comments from the public on other matters not appearing on the agenda that are within the Board s jurisdiction will be heard during the Public Forum period. Public comment is limited to two minutes per speaker, unless presiding officer of the Board decides differently. The agenda is posted for public review in the Main Street Lobby of City Hall East at 200 North Main Street and at 334-B East Second Street, Los Angeles. As a covered entity under Title II of the Americans with Disabilities Act, the City of Los Angeles does not discriminate on the basis of disability and upon request will provide reasonable accommodation to ensure equal access to its programs, services, and activities. Sign language interpreters, assisted listening devices, or other auxiliary aids and/or services may be provided upon request. To ensure availability of services, please make your request at least three business days (72-hours) prior to the meeting by contacting the Executive Administrative Assistant at (213) 485-1360 OR toll-free at 3-1-1. SI REQUIERE SERVICIOS DE TRADUCCION, FAVOR DE NOTIFICAR A LA OFICINA 3 días de trabajo (72 horas) ANTES DEL EVENTO. SI NECESITA ASISTENCIA CON ESTA NOTIFICACION, POR FAVOR LLAME A NUESTRA OFICINA AL (213) 485-1360. 1. Call to Order and Commission roll call. (1 minute) 2. Introduction of facilitator and identification of goals for the meeting. (15 minutes) Welcome new members. Review the work of the Commission over the last year to acknowledge successes and challenges and lay a foundation for planning. Clarify the role of the Commission. Review the actions proposed by Councilmember Krekorian and the impact on the system. Develop a position on this for inclusion in a letter to Councilmember Krekorian and the City Council. AN EQUAL EMPLOYMENT OPPORTUNITY AFFIRMATIVE ACTION EMPLOYER
BOARD OF NEIGHBORHOOD COMMISSIONERS SPECIAL MEETING AGENDA BOARD RETREAT MONDAY, OCTOBER 17, 2011 PAGE 2 OF 2 Set priorities for the coming year. Develop action steps. 3. Introduction of Board members. (15 minutes) 4. Presentation by and discussion with Deputy Mayor, Larry Frank. (20 minutes) Where is the Neighborhood Council system? How can the Commission support long-term sustainability? What is an effective Commission? 5. Overview of the Department of Neighborhood Empowerment s priorities. (20 minutes) 6. Discuss and develop a consensus/definition for the Commission role(s) as an advisory policy setting" board. (20 minutes) What has the Commission done? How do we assess ourselves? LUNCH (30 min) 7. Discuss and prioritize the policies to be addressed and role(s) to be played by the Commission during the upcoming year. (30 minutes) What should we do in the next year based on our vision for the system? How does this integrate with the Krekorian Plan? 8. Develop implementation plan based on priorities and strategies for evaluating our effectiveness. (30 minutes) What specific action steps and responsibilities effectively move our agenda forward? 9. RECAP (15 minutes) 10. Verbal update from the Office of the City Clerk on the citywide Neighborhood Council elections. (10 minutes) 11. Adjournment
Agenda Item No. 5 REGIONALS Department of Neighborhood Empowerment General Manager BongHwan Kim Executive/Commission Assistant Janet Lindo Programs & Field Policy & Communications Programs & Department Operations Operations Administration Leyla Campos Grayce Liu Rita Moreno (on loan) Jeff Brill 5 FTE 1 FTE 6 FTE Training Bylaws Funding Budget Peer Mentoring CM Krekorian s Motions Help Line Personnel Exhaustive Efforts Staff the Commission NC Leases Payroll Certification Staff the Alliances Contracts Contracts Decertification Elections Policies Clerical Services Selection Processes Re-write The Plan Audits Elections Website Risk Assessment/Litigation Complaints E-blast PRA s Map Analysis Newsletter IT Support Bylaw Amendments Reporting on Best Practices by General Accounting Regional Alliances Boundary Adjustments General Office Functions/Management PRA s 4 Vacancies
2010-11 Department Priorities Mid-Year Review Neighborhood Empowerment Performance Dashboard (FY 2010-2012) Agenda Item No. 5 IMPROVE NC FUNDING PROGRAM METRIC OBJECTIVE DELIVERABLE Actual Goal To create an effective and seamless system of payments, data collection, audits, and training, while instituting safeguards. Decrease Turnaround time for Demand Warrant Processing Average processing time: 12 days 10 Days Decrease # of Incomplete Demand Warrant submissions No. DWs returned: 35% Decrease by 25% Increase # of Individuals Trained No. Trained: 650 Increase by 10% by end of fiscal Increase # of NCs in compliance with Quarterly Reconciliation submissions No. NCs reporting on time: 60% 90% Increase # of financial reports available online (i.e budgets, reconciliations, etc) Interactive Reports Available online Total Electronic Funding Platform EDUCATION AND TRAINING METRIC OBJECTIVE DELIVERABLE Actual Goal To provide NC board members and stakeholders with opportunities for personal Develop an additional three online training videos No. videos developed: 1 3 and professional development in empowerment related topics Hold regional Ethics training sessions No. sessions held: 3 3 % of NC Compliance 100% Hold regional Board officer training sessions & other related trainings No. sessions held: 9 trainings per quarter % of NC Compliance 75% 2010-12 Department Priorities Metrics Final 040111.xls Page 1
2010-11 Department Priorities Mid-Year Review POLICIES AND SYSTEMS METRIC OBJECTIVE DELIVERABLE Actual Goal To streamline existing systems such as the by-law amendment process and create new Establish a Bylaw Resource Team No. NC reps participating: 13 10 processes to assist NCs with such issues as grievances Areas of the City represented: All except East/South All Develop policy to standardize bylaws Policies adopted by BONC: 1 Uniform Table of Contents Streamline bylaw amendment application process Establish a grievance process development committee NCs bylaws conforming by 4/5/11: Process revised and adopted: completed No. NC reps participating: 93 Easy application 14 Develop policy for establishment of grievance process Areas of the City represented: Policies adopted by BONC: All Systemwide Grievance Policy 2010-12 Department Priorities Metrics Final 040111.xls Page 2
2010-11 Department Priorities Mid-Year Review DIRECT ASSISTANCE TO NC BOARDS METRIC OBJECTIVE DELIVERABLE Actual Goal To focus resources on providing quality time Establishment of Help Line to assist NCs, Turn Around Time: to NC boards and members experiencing including email support at Same Day difficulties in conducting productive meetings NCSupport@lacity.org Inquiries answered All Facilitating Board retreats with struggling NC's Number of NC's serviced: 8 Develop online FAQ for NC's Online FAQ: FAQ established Develop online Meetings Operations Resource Manual for NC's Online Resource Manual: Resource Manual VOLUNTEER PROGRAM METRIC OBJECTIVE DELIVERABLE Actual Goal To recruit and train quality volunteers to serve as advisors, mentors and/or interns for NCs Training topics developed: 5 Establish a volunteer management and peer mentor program task force and guide the task force towards the completion of a Peer Mentoring Program and an NC Volunteer Program. Create an advisory committee made up of NC leaders and Department staff to carry out the administration and management of the Peer Mentoring Program and Volunteer Program. Areas of the City represented: Volunteers trained: All 50 Training topics developed: 5 2010-12 Department Priorities Metrics Final 040111.xls Page 3
2010-11 Department Priorities Mid-Year Review ADMINISTRATIVE SUPPORT METRIC OBJECTIVE DELIVERABLE Actual Goal To support the work of NCs by providing Renew NC office leases (including office Number of leases administrative support in obtaining office space and City Inter-Departmental Space renewed: 39 39 leases, drafting and administrating contracts, Sharing Acknoledgement) responding to public records requests, etc. Implement new NC office leases Number of leases implemented: 2 2 Renew temporary staffing services contracts No. contracts renewed: 4 4 Renew translation services contracts No. contracts renewed: 3 3 Renew education and training contracts No. contracts renewed: 3 3 Execute NPG contracts No. NPG contracts executed: Varies Varies Average no. days to execute: 18 3 months 2010-12 Department Priorities Metrics Final 040111.xls Page 4