What does success look like for City Resolution 2460? "Homework Assignment"
Draft Results December 14, 2011
On October 3, 2011 Advisory Group members were provided a list of questions that were discussed during the September 14, 2011 Fort Ward Park & Museum Advisory Group Meeting. At the meeting it was suggested that we all take some time individually to respond to the following questions. The hope is that the Advisory Group will have a better chance of successfully implementing the provisions of City Resolution No. 2460 if we take some time to see if we agree on the general direction we should take to successfully implement the resolution.
The following questions and replies to date are provided in a “raw form”. Members who provided replies include: Chuck Ziegler, Linda Reis, Bob Moir, Ellen Stanton, Glenn Eugster, Frances Terrell, Janice Magnuson, and Lena Rainey.
If there is interest, and additional comments, these results will be edited, consolidated and returned to the group for review and possible action.
1. What are the conditions that must exist for the Advisory Group and the Trust and City agencies to be successful implementing Resolution No. 2460?
* That the meetings be open and discussion be transparent and forthright.
* That the members of the stakeholder advisory group report back to their respective representative groups to seek continued input and to provide information regarding the process and progress of the advisory group.
* That another public meeting similar to those held a couple of years ago be held to update the citizens at large regarding the work of the stakeholder advisory group.
* The most important condition is that there be trust between the Advisory Group and the various City agencies with whom it deals, with no "hidden agendas" or lack of candor.
* We need a feeling of trust and respect between the advisory members and with the city staff. An open mind by city staff will also be needed to move forward.
* THE CITY NEEDS TO UNDERSTAND THAT IF LARGE GROUPS ARE ALLOWED TO USE THE PARK THEY SHOULD BE REQUIRED TO INCREASE THE RENTAL CHARGE TO MAINTAIN THE HISTORIC AREAS AND THE FLOWERS. I REMEMBER HOW BEAUTIFUL THE AZALEAS USED TO LOOK, NOW THEY NEED MAJOR WORK AND ADDITIONAL PLANTS.
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* agree to an open communication--understanding that reasonable people can disagree--disagree without getting disagreeable or personal
* what about a team building social hour with City people with soft drinks, chips, etc before-after meeting--every little bit helps--??
* A major condition would be for all entities involved to work together collectively with a common goal in mind rather than each group striving to meet its individual goals.
* The decision-making process needs to be open and consensus-based. Information about graves and the removal of grave stones needs to be made public and integrated into the decision-making process. Everyone is a participant in decision-making!
* Clearly defined jurisdiction and areas of responsibility.
* Properly document and communicate these areas of responsibility.
* Set up proper communication channels between areas responsible for working on the project.
* Although a lot has to be done prioritization will be the key. The committee will need to force rank priority items based on available resources, understanding that all things will eventually get done.
* Focus on low hanging fruit items that can be done quickly and be seen and quick "wins", this will earn trust/goodwill from the community that things are really going to get done.
* Establish a effective way to communicate to the community. This can be done via a project website, newsletters and through the Citizens Advisory Committee.
* Establish feedback channels both internally for those working on the project and for the community.
* Set correct expectations up front. For projects like this its always better to be conservative with your expectations as oppose to having to explain why something hasn't been done when expected.
* Have fun and respect everyone's areas of involvement. At the end of the day cooperation will be needed and everyone should be working towards the same end goal.
2. What is the goal and objectives of this effort?
* Goals - as stated in resolution 2460 under the functions of the group, a, b and c .
* Objectives - as needed to implement the goals.
* The main goals of this effort are 1) to ensure that the recommendations contained in the recommendations of January 2011 of the Ad Hoc Fort Ward Park and Museum Area Stakeholders Advisory Group are implemented, and 2)help to ensure that the management of the park by the relevant City of Alexandria departments is conducted in both the letter and spirit of the August 2011 Memorandum of Understanding.
* Helping the city with advice on how the Fort Ward management plan might look like.
* No reply
* to oversee the implementation of the recommendations of the previous Ad Hoc Committee.
* see 3 below
* Devise the best possible management of the Park incorporating its exceptional history, recreational use, and horticulture, historic and current.
* The City Resolution and comments of the City Council should be followed.
* To revitalize the Ft Ward park areas
- To establish long term management solutions that benefit the city, those attending park, the neighboring community and those with loved ones memorialized at the respective cemeteries.
- Do both of the above with fiscal responsibility in mind. You don't want this to be a financial overburden.
3. What does success look like for the Advisory Group two (2) years from now?
* Prioritize recommendations made by the Ad Hoc Fort Ward Park and museum Area Stakeholder Advisory Group and implement those deemed most important. Determine which recommendations can be deferred with a plan to implement those recommendations in the future. Provide rationale for deferring or retracting some of the recommendations.
* Develop education and outreach opportunities.
* Per question # 1 above, reflect the desires of the community in developing the management plan.
* Continue to liaison with the community as the management plan evolves.
* In addition to the attainment of the two goals noted above, success includes the establishment of a permanent Citizen Advisory Committee for Ft. Ward Park.
* We will see an effective management plan in place and being implemented.
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* the implementation of those recommendations of the previous Ad Hoc Committee and to oversee on-going management at the Park.
* Development submit a plan to city Council that describes clearly the reasonable uses of the park. Portions of the Park should be designated as recreational areas, respected and personal areas, educational and learning areas, and Alexandria tourist destination aspects. Both in terms of activities such as reenactments and also tours of the historical and cultural areas of the park, volunteer docents, photos of Museum walls...
- Having a management plan in place which sets aside policy for the
operation and usage of the park so that each governmental agency which has oversight responsibility will know exactly what his area is and what the boundaries are.
* Storm water runoff eliminated or drastically reduced throughout the park preventing further erosion of Oakland’s cemetery and its negative impact on Marlboro estates.
* The graves immediately outside of the Church cemetery incorporated back into to cemetery even if it entails realigning the property, and other identified graves marked and honored as well as the Jackson cemetery.
* Signage marking historic African American sites
* The Advisory Group, City Departments, City Council, City Advisory Committees and the public are in support of what is to be proposed. Issues are resolved; a master/ management plan is approved; and the January 2011 Advisory Report is implemented.
* 2 years from now FT Ward should be a park that is fully functional and esthetically in line with the standards of the city and the community that it serves. Additionally long term management of the park should be in place. Graves sites adjacent to park should be properly identified and kept and well. Residents of the community impacted to feel confident that communication channels are in place to be kept informed of significant changes to the park as well as how to provide feedback, report problems, etc..
4. What are the key terms that we need to define at the start of this effort?
* No reply
* "Balanced Use," with regard to historic preservation and recreational activities.
* Everyone should – including city staff – understand their appropriate roles. That is if we ask for one thing – that we don’t get something different from the city staff. (for example if we ask for a short presentation – that it doesn’t become so long to hinder other meeting topics). I think we might more clearly define time for a presentation to prevent this problem. Also – it is important that everyone shows a respect in particular to the descendents who have such an attachment for Fort Ward.
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* Master plan; management plan; Historic Park; public outreach.
* Who's responsible for what work.
* How are these areas of responsibility being communicated and managed
* Determine what resources are available when and how much i.e. money, manpower.
* Force rank priorities; determine what's low hanging fruit items.
* Establish timelines and benchmarks
* Determine what methods and how often to communicate statuses and updates to the communicate.
* How will feedback be managed
5. What information is necessary for this effort? What information is available to assist this effort? Where is the information? How can it be accessed most expediently? Who can help collect and organize this information?
* Information obtained through the Fort Ward Work Group, Office of Historic Alexandria, and RPCA.
* A great deal of information is available due to the work that has been completed over the past 2 years. More information will be needed as we progress regarding the resources available to implement recommendations.
* City agencies have much of the information needed for our efforts. As well, residents adjacent to the Park will have the best information on the success, or lack thereof, of the storm water runoff mitigation efforts. The Ft. Ward History Working Group also has a gathered a great deal of information on the history of Ft. Ward, and is in the process of gathering even more.
* I think we have already collected much background information last year. Now it might be helpful to search for similar locations and see how they developed their management plans. Some items are pertinent to Fort Ward – others might be similar to other parks. Why reinvent the wheel?
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* None
* Identify all grave sites ( archaeology information) and those interred( historical records, family info)
* property owners and land transactions on on park property
* location and cause of storm runoff, effects, methods of repair, timing, and cost
* identify specific areas in the park that will be used for specific purposes such as respected and personal areas etc. Develop educational opportunities other than signs that will attract Alexandria and other student field trips, and obtain information from hospitality industry on potential out-of-towners tourist attractions ( to provide income)
* described activities at "the fort” from 1865 to 2011.
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* The Advisory Group needs to complete a Statement for Management; Outline of Planning Requirements; and the sequence for combining the information proposed for the Management Plan in the January 2011 Advisory Group Report.
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6. Who else should be involved in this effort? How should they be involved? When should they be involved?
* See response to question 1.
* The various local citizens' groups (e.g., Seminary Hills Association) and interest groups (e.g., Friends of Ft. Ward) should be informed of and kept apprised of our activities, which they could follow on the City's web site. They could be most directly involved when we ask for their support for our recommendations to City departments and the City Council.
* I told Tom I thought it would be a great opportunity to talk with current park users by setting up a table in the park and visiting with folks. Could be during the week or on the weekend when folks are out walking their dogs, going a run, etc. I think we have not reached out directly to many users.
* GROUPS THAT RENT THE PARK SHOULD BE MADE AWARE OF THE HISTORY. THAT IS A WAY TO REACH A LARGE GROUP THAT USES THE PARK. I'M ASSUMING THEY HAVE TO SIGN SOME SORT OF CONTRACT WITH THE CITY WHEN THEY RENT, SO INCLUDE THE INFORMATION IN THEIR CONTRACT.
* We should be involved in the effort along with City staff who are to provide needed information and feedback.
* The usual suspects---Advisory (thus many stakeholder groups)and City agents, informal public meetings, MEDIA(not for antagonistic reasons)
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* The City Resolution calls for public outreach. The Group should develop a Public Outreach Plan that would identify who should be involved; how they should be involved; when they should be involved.
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7. How do we best communicate, to the public, other park partners and community interests, what we are doing? What is the “message”?
* Hold public meeting in 6-9 months to inform and solicit responses to the progress of the group.
* Attend/speak at civic group meetings. Attend/speak at commission meetings.
* In addition to information on the activities of the group posted on the appropriate City web sites, we should disseminate news of our activities to local newspapers, "The Washington Post," and the various neighborhood citizens' groups.
* The "message" is that we are working for balanced use of Ft. Ward Park by preserving its historical resources and character, with due regard for recreational uses.
* See above idea. I think we could also set up a park blog – or set up a Facebook page. Just having information on website may not reach everyone.
* INCLUDE THE MANY PARK WALKERS. THEY HAVE AN INTEREST IN MAINTAINING THE SITE, PICKING UP TRASH. CLEAR SIGNS ARE HELPFUL TO MAKE VISITORS AWARE OF THE HISTORY, BOTH CIVIL WAR AND AS A COMMUNITY FOLLOWING THE WAR.
* The message is we are doing our job of implementing the plan. We do that through City Council.
* The tough part is agreeing on the "message"--then standard communication--web, citizen association newsletters, Media coverage if it can be a cooperative piece --Kojo, morning local news, Post...
* Best way to communicate is by having and announcing open meetings via City website and local press, radio and/or tv.
- Periodic reporting, as described in #6.; Park bulletin board information postings; Museum information postings; circulate information through various public and private social networking sites.
* Establish a project website where stakeholders and visit to obtain all relevant information.
* Establish a project newsletter that can be sent out periodically to those who have requested to be updated. This correspondence should come from as high up in the management hierarchy as possible. Should includes what's taken place since the most recent update and what's on the immediate horizon. Should also include information on how to provide feedback.
* Use whatever local or community newspaper available to communicate updates.
* Hold periodic meetings with the Citizens Advisory Committee.
- Other questions (insert)?
* Statement - keep it simple. This is a complex task and we do not want to add to its complexity. Work on determining: 1) what has been done 2) what are the priorities among those recommendations not implemented 3) what are our resources, monetary and otherwise 4) how do we best utilize these resources to reach the goals as outlined by resolution 2460.
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- What is the schedule for City agencies to complete the work needed
to implement the January 2011 Management Plan recommendation? How do current and future budget decisions track with that schedule.
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Prepared by J. Glenn Eugster 12-14-2011
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