2011-01-11 Meeting - Final

8/7/2019 2011-01-11 Meeting - Final

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Hampton Comprehensive Waterway Management PlanSteering Committee MINUTES JANUARY 11, 2011 6:30 – 8:30 P.M. HAMPTON CONVENTION CENTER

SUBJECT Session Three

FACILITATOR Kathy Johnson (Alternatives, Inc.)

PREPARED BY Kimberly Holland (KHA)

AGENDA See Attachment A

ATTENDEES See Attachment B

The following summary of Session 3 of the Hampton Comprehensive Waterway Management Plan Steering Committee isbased on the agenda contained as Attachment A. The Committee members, staff and consultants in attendance iscontained in Attachment B.

ITEM I WELCOMETERRY O’NEILL, PLANNINGDIRECTOR

• City staff and consultants want to resolve some concerns expressed by Steering Committee members regardingprevious meetings and ensure the Steering Committee understands its mission.

ITEM II RESPONSE TO COMMITTEE FEEDBACK MARY BUNTING, CITY MANAGER

• We are developing a way forward with the Steering Committee• Just as we have master plans for developments, we need master plans for waterways. Waterways are key assets

to Hampton as a waterfront community.• This waterways committee is important to the City Council. Accordingly, Council has designated several of its

members as stewards to the Steering Committee.• City Council has other, similar groups such as this Steering Committee, which are meeting as part of the

Community Plan update. The work of this Steering Committee will be integrated into the Community Plan.• City Manager Bunting indicated that the City staff understood there are concerns on the part of the Steering

Committee regarding the work done to date. These are:1. There is more of a need for clarity in the way these meetings operate. The “how we’re going to get there”

part was confusing to the group.2. Concerns about objectivity of facilitator - Ms. Bunting indicated that the City had retained a professional

facilitator, Kathy Johnson, of Alternatives, Inc. Ms. Bunting introduced Ms. Johnson and indicated she is anot a technical expert, but has excellent facilitation skills.

ITEM III ROLE OF FACILITATOR KATHY JOHNSON,

ALTERNATIVES, INC.

• Ms. Johnson introduced herself and provided a brief background She indicated training is a group process to getto a common end.

• Alternatives, Inc. is a resource for young adults to have a voice in their community and should work as a balancebetween citizens and government. Values the civic engagement process.

• She indicated that the facilitation teamo …will point out if conversation is getting strayed off-topico …will course-correct processo …will eliminate side distractions and conversations

• Kevin Van Sloten: Pointed out that we need to fix gaps in our agenda and figure out Steering Committee vs.subcommittee taskso Sabrina Carr and Rashida Costley-Clark will assist with facilitation and capture of comments generated

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ITEM IV IDENTIFICATION OF MEETING GOALS KATHY JOHNSON

• This meeting’s purpose is to provide clarity to the Steering Committee in order to refine the Steering Committee’swork plan. The Committee should decide on certain things such as, how they will make choices, how they willaccomplish their vision, how they will interact at the meetings, etc.

ITEM V CLARIFICATION OF MISSION AND PURPOSE OF WATERWAY MANAGEMENT STEERING COMMITTEERefer to Mary’s PowerPoint slideshow handouts

MARY BUNTING

• Ms. Bunting emphasized that these meetings will be open to the public and that public participation and input iscentral to the process. Discussion was held on coordinating subcommittee meeting times to facilitate interactionbetween subcommittee representatives.

ITEM VIREVIEW OF OPERATING AGREEMENT OF THE STEERINGCOMMITTEE

KATHY JOHNSON

• Kathy Johnson: Asked the Steering Committee members if they have had an opportunity amongst themselves todiscuss the Committee’s charge. The members responded that they had not. Ms. Johnson asked if they would

like to discuss the manner in a large or small group setting. The members proceeded to have a discussion ontheir mission and operating plan.• Ben Williams: Started the conversation by asking if the group has already discussed the City’s stormwater

management plan. He posed several questions regarding stormwater management and fees:o What are the legal mandates and framework of stormwater management? We need to know the legal

framework before making decisions in our subcommittees. There are many unfunded mandates in the Citynow.

o Where are our tax dollars for stormwater management going now and are citizens willing to pay more fees?o Community education – citizens should be aware and educated about these matters

• Andy Bigelow: Stated that he does not disagree with Mr. Williams but the City’s priority is wrapped up indrainage, shoreline protection and tidal flooding/flood plain. Wanted to be educated on these issues. Mr.

Williams added that we need global warming education to better understand why our sea level is rising inHampton.• Carole Garrison: Stated that, as the original meeting outline proposed, the Steering Committee needs to hear the

educational topics first. The Committee needs to look at all options and then decide what it’s going to do. Forexample, EPA regulations are mandatory laws and not options. The Committee should hear all of the educationaltopics (and not just the ones pertaining to individuals’ subcommittee) so that the group can have the sameeducational background. Robin Carpenter concurred. Steve Mallon added that understanding the policyframework of the EPA and other agencies will be useful education.

• Woody Woodcock: Said that it would be nice to have a list/status of what the City departments are alreadyworking on so that we don’t double our efforts on the Committee.o Others concurred in wanting to know what Public Works is doing now for flooding. The Committee

requested a list of on-going projects funded by the Stormwater Fee.• Polly Siemann: Stated her disappointment that the group wasn’t doing the Listening Session from the start. She

has learned a lot so far in these meetings about what the City has already done. She expressed concern that theCommittee was going back over things it did in the first two meetings.o Kathy Johnson: Added on to Siemann’s point and said that all members of the Steering Committee need to

be on the “same train,” but that some members still had questions and concerns, so another organizationalmeeting was scheduled. Acknowledged that the Steering Committee was going back over some material but,with everyone on the same page they would then move forward.

• Vince Behm: Added to Johnson’s statement and said that these waterway issues are broad topics and he “wasn’ton the train last time.” Changed the subject to citizen input and brought up two concerns:1. Listening Session – still unclear with how that meeting is to be handled.2. Asked why we would want 1,000 citizens join a subcommittee. Expressed concern that it would slow the

process to a point where the Committee will not be able to function.o Citizen input needs to be orderly, defined, provide value and not slow down the group

• The citizen input during the first meeting was not helpful. Selvin Walker said that the Steering Committee’scharge is very broad. He doesn’t think that citizen input will be fruitful to the process. Asked for Cityaccountability in terms of where our stormwater and dredging tax dollars are going and for City staff to followthrough with their stormwater plans. Mr. Walker has already participated in numerous wetlands and waterissues boards and committees in Hampton over the years, all which yielded poor results, so he’s trying it againwith this Committee. Believes that emergency preparedness should be a City priority.

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contact for technical/policy questions2. We need an information management plan3. We need some sort of strategic vision from City staff. Asked if City leadership will care about our

recommendations.• Selvin Walker: Asked what the City’s priority is right now. Everyone in Hampton cares about different water

issues. Doesn’t want to spend five months on stormwater when the City is making floodplain its #1 priority.• Ben Williams: Added that stormwater affects the most citizens in Hampton. Indicated City has to do what’s best

for the whole City. Robin Carpenter agreed with Mr. Williams and said that the community needs to rise above itsown issues. He hopes that the Committee can take emotion out of these issues and look towards the wholepicture and not individuals’ neighborhood problems.

• Kathy Johnson: Summarized three decision points from this discussion which will need consensus:1. What subcommittees are we going to have?2. How will we handle learning from the experts?

a. Break off into subcommittees learning vs. general learning3. How is citizenry going to be engaged?

b. What kind of comment forms or citizen surveys will we provide?c. Should we employ videography? – Members agreed upon this method

d. Should we post the recorded videos online as webisodes? – Members also agreed these should beposted.

• Kevin Van Sloten: Proposed an idea to create a subcommittee just for communication to and from the citizenry.This would be another good reason to have meetings and technical presentations videotaped and posted. Therecould be a forum for citizens to post questions. Committee members agreed that this idea has good merits butat this point in the process, would be too complicated to develop into a workable plan.

• Vince Behm: Stated that he doesn’t think that citizens should be on subcommittees. Carole Garrison disagreedwith Behm and said she believes that citizens can offer valuable points. City Council won’t agree with theSteering Committee blocking out citizen input. Pointed out that in the Steering Committee’s first meeting,citizens were already told and encouraged to join subcommittees. It would not be in the Committee’s interest togo back on that. Kevin Van Sloten countered that if we do allow citizens on subcommittees, we would need

dedicated ones. Pointed out that, “More value is not added value.” Selvin Walker stated that the Committeeshould invite the public to be on subcommittees and be leaders. To disengage them would be a disservice tothis process. Vince Behm questioned where this discussion was going by asking if we are vetting the citizenry tobe on the subcommittees.

• The Committee started to question who, when and if the public was indeed actually invited to participate onsubcommittees. Members searched in the handbooks and found disparate answers – one place in the handbook outlined that subcommittee work is just for Steering Committee members and one place said that that the publiccan join subcommittees. Steve Mallon pointed out that in the first meeting when the public was invited to joinsubcommittees, that it was not the Steering Committee who said so. The Committee remembered from thatmeeting that citizens were only told they could participate (not be a member of) subcommittees. Andy Bigelowsaid that he spoke with citizens who were under the impression that they’re invited to be subcommittee

members, so this discussion is an issue of semantics.• Kathy Johnson asked for a decision on the matter of whether or not citizens can be subcommittee members . The

Committee concurred that due to previous invitations to the public, that citizens should be invited to be a part of subcommittees, they must sign up during a particular time frame and they must attend meetings.o Meetings will be open to the public, where citizenry can be viewers but not decision-makerso HRCCE will handle the arrangements for putting educational presentations online

• Selvin Walker asked what the Committee’s advertising budget is. It was agreed upon that HRCCE and the Cityneed to take care of this.

• Steve Mallon: Asked if there is there a natural linkage to some of these subcommittees.o Ken Dierks: Responded to the question that floodplain and tidal flooding could be combined as one topic.

Stormwater and shoreline protection are individually stand-alone topics due to policy issues.• Kathy Johnson asked for Committee decision and members agreed to combine floodplain and tidal flooding asone subcommittee topic.

ITEM VIICONSENSUS AGREEMENT ON MISSION, PURPOSE, OPERATINGCOMMITTEE

KATHY JOHNSON

• Kathy Johnson initiated subcommittee formations:o Tidal F looding : Andy Bigelow, Edith Newkirk, Robin Carpentero Stormwater: Woody Woodcock, Hugh Bassette, Ben Williams, Polly Siemann

Dredging: Vince Behm Edith Newkirk Woody Woodcock Kevin Van Sloten Tom Pantelides Joe Stellute

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ITEM X IDENTIFICATION OF NEXT STEPS KATHY JOHNSON

• There was Committee agreement to incorporate the Listening Session into subcommittee meetings

ITEM XI ADJOURN KATHY JOHNSON

• Next meeting will focus on educational topics• Ben Williams: Asked if the Steering Committee is allowed to meet in private. The City will find out the answer.

ACTION ITEMRESPONSIBLEPARTY

DEADLINE

Give list of on-going City (stormwater-related) projects toCommittee members

City January 25th

Hire videographer and tape technical presentations City, HRCCE January 25th

Research the potential use of Channel 46 for educational topics City, HRCCE January 25th

Find out Committee meetings’ advertising budgets City, HRCCEJanuary 25th

Develop information on legal mandates affecting programtopics

KHA January 25th

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Hampton Comprehensive Waterway Management PlanSteering Committee

Meeting Agenda

January 11, 20116:30pm

Hampton Roads Convention Center

I. Welcome (2 min) Terry O’Neill/ Pete Peterson

II. Response to Committee feedback (5 min) Mary Bunting

III. Role of Facilitator (10 min) Facilitator

IV. Identification of Meeting Goals (2 min) Facilitator

V. Clarification of Mission and Purpose of WaterwayManagement Steering Committee (10 min) Mary Bunting

VI. Review of Operating Agreement of

the Steering Committee (5 min) Facilitator

VII. Consensus agreement on Mission, Purpose,Operating Agreement (5 min) Committee

VIII. Identification of Tasks of Steering Committee (5 min) Committee

IX. Development of Task Workplanand Report Out (60 min) Committee

X. Identification of Next Steps (10 min) Committee

Attachment A

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Hampton Comprehensive Waterway Management Plan Steering Committee – Organizational Meeting

JANUARY 11, 2011, 6:30 – 8:30 P.M. HAMPTON CONVENTION CENTER

ATTACHMENT B ATTENDEE LIST

NAME AFFILIATION

Ken Dierks Consultant (KHA)

Kimberly Holland Consultant (KHA)

Fred Whitley Consultant (URS)

Betsy McBride Consultant (HRCCE)

Todd Soloman Consultant (HRCCE)

Kathy Johnson Consultant (Alternatives, Inc.)

Sabrina Carr City of Hampton

Rashida Costley-Clark City of Hampton

Terry O’Neill City of Hampton

Mary Bunting City of Hampton

Lynn Allsbrook City of Hampton

Hugh Bassette Steering Committee

Vince Behm Steering Committee

Andy Bigelow Steering Committee

Robin Carpenter Steering Committee

Carole Garrison Steering Committee

Ernest Hale Steering Committee

Steve Mallon Steering CommitteeEdith Newkirk Steering Committee

Polly Siemann Steering Committee

Kevin Van Sloten Steering Committee

Selvin Walker Steering Committee

Ben Williams Steering Committee

Woody Woodcock Steering Committee

Documents

2011-01-11 Meeting - Final