Neighborhood Association
Engagement Model
Neighborhood Services and Education Committee
April 11, 2024
Jon Cicirelli, Director, PRNS
Olympia Williams, Division Manager, PRNS
Erik Chiarella Jensen, Assistant to the City Manager, CMO Nicola Clifford, Associate Director, Guidehouse
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Project Overview
Project Purpose: Develop a Neighborhood Association Engagement Model that facilitates City outreach to Neighborhoods and provides neighborhoods the opportunity to engage with the City.
Project Goal: Develop a Neighborhood Association Engagement Model that increases access, communication, and understanding of City services and ties into the City’s Customer Service Vision and Standards. › Recommendations to be presented to City Council
› City Council approved the temporary suspension of
the Neighborhoods Commission while staff develop
a neighborhood association engagement model
April 2023
› Recommendations to be presented to the
Neighborhood Services and Education
Committee
April 2024
› Guidehouse began work on the new
neighborhood association service order
March 2023 August 2023
› City Council approved the Customer
Service Vision, Standards, and
Recommendations
Project Timeline:
October 2023
› Annual Neighborhoods
Conference
Council and Staff Interviews Community Meetings Community Survey Neighborhoods Conference • Spoke with 13 City staff
members through dedicated
interviews, regular status
meetings, and a Visioning
Workshop.
• Spoke with Mayor and 6 City
Council Offices.
• Spoke with 48 community
members through three inperson community meetings.
• Participants came from 20
neighborhood associations and 9
Council Districts.
• Received responses from 122
community members.
• Surveys were administered
virtually and in-person and in 4
different languages.
• Responses came from 47**
neighborhood associations and
all 10 Council Districts.
• City facilitated two engagement
model activities at the
Neighborhoods Conference.
• 40-50 people participated in two
activities (participants were given
two dots for each activity, each
activity had around 80 dots).
3 Project Approach and Inputs
We engaged 238* stakeholders over 4 engagement methods over the course of the project. 48 Participants 122 Survey Respondents 40-50 Conference Activity Participants* 28 City Touchpoints
Project Approach: Facilitate and collect City staff and community feedback through four engagement methods. Leverage input to synthesize findings into recommendations in collaboration and iteration with City staff.
Project Inputs
** Approximate estimate based on survey analysis.
*Approximate estimate based on activity results.
4 Engagement Findings – Model Themes
The project inputs revealed 5 themes for the new Neighborhood Association (NA) Model.
Engagement Finding Model Themes
Stakeholders expressed that the mandate of the former
Commission was confusing but felt that there should still be a forum or channel through which community perspectives can be elevated on key issues.
Advising
Facilitating processes for neighborhood associations to make recommendations to City leadership on decisions (e.g., services, processes).
Stakeholders expressed that neighborhood associations lack formalized venues for information-sharing and feedback.
Additionally, individuals expressed concern that they rarely hear back or receive follow-up when they do engage with the City.
Two-Way Communication
Providing information to and soliciting information from neighborhood associations so they are well-informed, and the City understands needs.
Capacity Building
Providing support to enable all neighborhoods to create self-sufficient Associations (e.g., grants support, administrative support, leadership training).
Stakeholders expressed that neighborhood associations need more City resources so that they have the training, tools, and knowledge they need to lead their associations effectively.
Stakeholders indicated that community members often struggle to navigate various City services and get their issues resolved in a timely manner.
Issue Support
Providing information and resources to enable neighborhood associations to navigate City services (e.g., ad hoc training on how to report graffiti).
Stakeholders cited that neighborhood associations lack
avenues to connect with other associations. When opportunities to connect are created, neighborhood association leaders benefit greatly from shared knowledge and resources.
Connectivity
Connecting neighborhood associations to one another to build community, learn from one another, and strengthen self-sufficiency (e.g., mentorship). 5 Model Vision
A comprehensive solution
for Neighborhood
Association Engagement
shaped through the
community engagement
process
Who: Hosted by PRNS Staff with participation from
neighborhood leaders and residents. • What: Quarterly meetings hosted by PRNS to provide resources, information, and communication between
Neighborhood Associations.
When: Fall 2024
How: Supported by a new PRNS staffing resource.
Neighborhood
Association
Forum
Neighborhood
Services Advisory
Group
Neighborhood
Association
Who: Dedicated PRNS staff called Engagement Model
Neighborhood Navigators.
What:
• Forum to discuss annually voted
upon topic.
• Year long commitment.
• Present recommendations to
relevant stakeholders.
Who: Volunteer community members
in partnership with PRNS staff.
When: Subject to the availability of future
budget resources
What: Navigators will hold regular
meetings with their assigned
portfolio of Neighborhood
Associations, providing a venue to
connect and learn about City
resources.
When: Subject to the availability
of future budget resources
Neighborhood
Support Team
How: Supported by 11 new full-time employees in PRNS.
foundational
expanded
6 Model Vision
Who: Hosted by PRNS Staff with participation from
neighborhood leaders and residents. • What: Quarterly meetings hosted by PRNS to provide resources, information, and communication between
Neighborhood Associations.
When: Fall 2024
How: Supported by a new PRNS staffing resource.
Neighborhood
Association
Forum
Neighborhood
Services Advisory
Group
Who: Dedicated PRNS staff called
Neighborhood Navigators.
What:
• Forum to discuss annually voted
upon topic.
• Year long commitment.
• Present recommendations to
relevant stakeholders.
Who: Volunteer community members
in partnership with PRNS staff.
When: Subject to the availability of future
budget resources
What: Navigators will hold regular
meetings with their assigned
portfolio of Neighborhood
Associations, providing a venue to
connect and learn about City
resources.
When: Subject to the availability
of future budget resources
Neighborhood
Support Team
How: Supported by 11 new full-time employees in PRNS.
Neighborhood
Association
Engagement Model
foundational
expanded Given the need to strategically
prioritize resources, the
foundational Model is
recommended for San José at this
time, with opportunities to grow
and sustain in the future.
A comprehensive solution
for Neighborhood
Association Engagement
shaped through the
community engagement
process
Next Steps for Implementation
• Move forward a budget proposal for FY 2024-2025
• Launch the Neighborhood Association Forum at the fall 2024 Neighborhoods Conference
• Assess expansion of the model to a neighborhood services strategy to reach neighborhoods more broadly, including those that do not have robust associations
• Evaluate the outcomes of the model for needed changes or scaling in the future
7 Recommendation
a) Accept the status report on the Neighborhood Association Engagement Model; b) Approve the direction to pursue a budget proposal for resources needed to implement the foundational Neighborhood Association Engagement Model. c) Direct the City Manager or her designee to sunset the Neighborhoods Commission; and d) Cross-reference this action to the April 30, 2024, City Council meeting.
Expected Outcomes
• Capacity Building: Leading to an improved ability for community leaders to champion their associations effectively and sustainably.
• Issue Support: Leading to more effective customer service for accessing and navigating City services and solving real-time issues.
• Connectivity: Leading to deeper sense of community purpose and belonging between neighbors and neighborhoods. 8
Neighborhood Association
Engagement Model
Neighborhood Services and Education Committee
April 11, 2024
Jon Cicirelli, Director, PRNS
Olympia Williams, Division Manager, PRNS
Erik Chiarella Jensen, Assistant to the City Manager, CMO Nicola Clifford, Associate Director, Guidehouse
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