NEIGHBORHOOD BOARD MEMBER GUIDEBOOK

Printable version: http://www.honolulu.gov/nco/Guidebook.PDF

 

 

Oahu’s Neighborhood Board System   Neighborhood Board Member GUIDEBOOK

 

 

 

                                  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                      

NEIGHBORHOOD COMMISSION City and County of Honolulu  Mufi Hannemann, Mayor  Joan A. Manke, Executive Secretary                                          June 2007

                                         

 

           

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MESSAGE FROM THE EXECUTIVE SECRETARY

 

Aloha! We are pleased to present you with thisGuidebook which will serve as a valuable tool and resource in your service toyour community.

 

This information will help giveyou a better understanding of the Neighborhood Board System and your duties andscope of responsibilities as a Neighborhood Board Member.

 

Thank you for accepting thechallenge to make ourHonolulua better place to live, work and raiseour families.

 

 

Table of Contents

 

 

 

HISTORY OF OAHU’S NEIGHBORHOOD BOARD SYSTEM

 

              Neighborhood Board System……………………………………….           2

 

              Development of the Neighborhood Boards……………………….            4

 

              Neighborhood Commission Organizational Chart………………..           5

 

              Neighborhood Boards Established………………………………...          6

             

              Neighborhood Board Meeting Days……………………………….           7

             

 

LAWS AND RULES GOVERNING THE NEIGHBORHOOD BOARD SYSTEM

 

                                    Excerpts from the Revised Charter

 of the City and County of Honolulu. ……………………………….          9

  

                                    Excerpts from the Neighborhood Plan  ……………………………         10

                                   

Basic Legal Aspects …………………………………………………       11

 

                                    Chapter 92 Hawaii Revised Statutes (Sunshine Law)  ……….…          14

 

                                    Excerpts from the Revised Ordinances of the

City and County of Honolulu (Sunshine Law) …………………….           22 

 

Filling a Board Vacancy………………………………………….…..        24

 

                                    Committees……………………………………………………………       25

 

 

BASIC INFORMATION FOR A SUCCESSFUL BOARD

 

Duties of the Chairperson…………………………………………..          27

 

Qualities of a Good Chairperson…………………………………..          28

 

Some Do’s and Don’ts for the Chairperson………………………          29

 

Some Do’s and Don’ts for all Board Members…………………..           31

 

 

 

 

BASIC INFORMATION FOR A SUCCESSFUL BOARD  (continued)

 

 

Completion of Minutes………………………………………………         32

 

Duties of Neighborhood Assistants………………………………..          33

 

Tips on Working with Your Neighborhood Assistant…………….            34

 

Networking……………………………………………………………         35

 

Use of Board Letterhead / Correspondence …………………….           36

 

                                    Neighborhood Board Member Contact Information………………          37

 

Mass Mailing Guidelines…………………………………………….         38

 

                                   

                        NEIGHBORHOOD BOARD BUDGETS

 

                                    Annual Budgets………………………………………………………         41

 

                                    Expenditures …………………………………………………………        43

 

                       

PARLIAMENTARY PROCEDURES

 

                                 Robert’s Rules of Order……………………………………………..            45

                       

                                 What is A Motion?………………………………………………….. 46

 

                                    Motions for Special Purpose..……………………………………..           47

 

                                    Plan vs. Robert’s Rules .……………………………………………          48

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

HISTORY OF OAHU’S

 

NEIGHBORHOOD BOARD  SYSTEM

 

 

WHAT IS THE NEIGHBORHOOD BOARD SYSTEM?

 

Oahu’s Neighborhood Board System has one of the most sophisticated and effective Neighborhood Plans in the United States, created to assure and increase community participation in the decision-making process of government.  The system applies the concept of participatory democracy, involving communities in the decisions affecting them.  It establishes an island wide network of elected Neighborhood Boards as communication channels, expanding and facilitating opportunities of community and government interaction.

 

HOW WAS THE SYSTEM CREATED?

 

  The process for development of the Neighborhood Board System began after the Revised City Charter of Honolulu (1973) was overwhelmingly approved by the electorate.  The Neighborhood Commission became responsible for the development of a uniform system of citizen participation.  It called for the establishment of a nine-member Neighborhood Commission serving five-year terms.  The Commission was responsible for developing a Neighborhood Plan outlining a uniform system of Neighborhood Boards on Oahu.  The first Commission was officially sworn in on June 29, 1973, electing YMCA executive Phillip S. Chun as its first chairman.

 

After an extensive program of informational meetings and public hearings, the Commission formulated a concept of "participatory democracy."   A Plan was drafted and filed with the City Clerk on December 31, 1974.  Neighborhood Boards were then formed in accordance with the Plan.  The boundaries of each Neighborhood were depicted on an official Neighborhood Boundary Map.

 

A system of channeling grass-roots participation in government was born:  the Neighborhood Boards.  On April 23, 1975, Mililani/Waipio/Melemanu became the first neighborhood board area. Today there are 32 Neighborhood Boards actively addressing the issues and concerns for the betterment of their communities and serving as advisory groups to the Mayor and City Council.  Although the Neighborhood Boards are advisory in nature, their statutory existence has facilitated many of their impressive accomplishments.

 

WHAT ARE THE MAJOR POINTS OF THE NEIGHBORHOOD PLAN?

 

The Neighborhood Plan designates Neighborhood boundaries throughout Oahu and provides procedures for forming Neighborhood areas and Neighborhood Boards.  Some of the Plan's major points are:

 

■          Thirty-five Neighborhood areas (only 32 areas have been initiated by communities).

■          Initiative petition of 100 registered voters or five percent of voters within the area (whichever is less) for the formation of a neighborhood.

■          Two-year terms for board members.

■          Advisory role of all Neighborhood Boards.

■          Anyone can be candidates and vote as long as they are 18 years and older and live in the district.

 

Copies of the Neighborhood Plan are available from the Neighborhood Commission office.

WHAT ARE THE FUNCTIONS OF A NEIGHBORHOOD BOARD?

 

Neighborhood Boards are required to hold at least ten monthly meetings per year.

Neighborhood Boards serve as a key mechanism through which each neighborhood may communicate its needs and desires, both in the delivery of basic government services and in economic development and land use questions.  While the Neighborhood Plan emphasizes the advisory nature of the boards, suggested activities include study and review of capital improvement projects and zoning concerns.  In addition, boards may conduct educational programs on governmental decision making processes and may establish community goals, objectives, and priorities.

 

 

WHO CAN RUN FOR A NEIGHBORHOOD BOARD?

 

Candidacy for a Neighborhood Board is open to all residents of Oahu, including military personnel and aliens, who reside in the Neighborhood Board area and Sub-district to which they are being elected.  A candidacy declaration form must be filed but no filing fees or nominating papers are required.  Neighborhood Board elections are conducted biennially through a mail ballot system.

 

 

HOW CAN A CITIZEN PARTICIPATE IN THE SYSTEM?

 

Community participation is encouraged and welcomed by the boards.  There are many ways in which the community can participate, some of which are:

 

■          Voicing your concerns to your board representatives through personal contact or letters.

■          Attending the regular monthly meetings, public forums and other community events sponsored by your board.

■          Volunteering to participate on a board committee. 

■          Responding to surveys conducted by the board.

■          Be a candidate in your board's election.

■          Vote in your board's election.

■          Offering any resourceful skills or knowledge.

 

 

YOU ARE THE DIFFERENCE

 

The theme, "The Responsible City," was chosen by the City Charter Commission when it presented the revised City Charter to the voters in 1972.  A major component of this concept is full citizen participation in government so that the powers of the City shall properly serve and advance the aspirations of its citizens.

 

However, the initiative for action must come from the people themselves.  While Neighborhoods and Neighborhood Boards were established under the Charter as a means to increase and assure effective citizen participation, their creation and implementation are optional.

 

The Neighborhood Plan, which designates boundaries and provides for neighborhood formation, leaves many decisions open to the community so that an individually designed approach, suited to each neighborhood, can be implemented.

 

DEVELOPMENT OF THE NEIGHBORHOOD BOARDS

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NEIGHBORHOOD PLAN (First Adopted December 1974)   l                   Designates boundaries of neighborhood l                   Provides procedures for forming neighborhoods and neighborhood boards l                   Election of board members l                   Terms of office l                   Powers, duties and functions

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NEIGHBORHOOD COMMISSION ORGANIZATIONAL CHART

 

 

 

MANAGING DIRECTOR

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NEIGHBORHOOD COMMISSION OFFICE   o       EXECUTIVE SECRETARY o       STAFF

32 NEIGHBORHOOD BOARDS (444 Elected Volunteers)       3 - UNFORMED BOARD AREAS

NEIGHBORHOOD COMMISSION   9 – MEMBERS (APPOINTED VOLUNTEERS)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NEIGHBORHOOD BOARDS ESTABLISHED

 

 

FUNCTION (Section 1-7.l, Revised Neighborhood Plan 1986, 1998 Edition)

§         Serve in an advisory capacity to government.

§         Actively participate in functions and processes of government by articulating, defining and addressing neighborhood problems.

§         Make recommendations that reflect the needs and wants of the neighborhood.

§         Take the initiative in selecting activities and establishing priorities among them.

§         Expand and facilitate opportunities for community and government interaction.