Roles & Responsibilities Local Rural Addressing Committee Navajo Nation Rural Addressing Roll-out

Transcription

1 Intrductin The Navaj Natin has initiated a rural addressing initiative in supprt f mving t an enhanced system Navaj Natin-wide. The initial phase f the rural addressing initiative is expected t take several years t cmplete. In rder fr the rural addressing initiative t be a success, numerus stakehlders, knwledge resurces and spnsrs were identified, asked t cperate, share infrmatin and cntribute t being an integral part f that success. First, the State f New Mexic spnsred a demnstratin rural addressing prject with the Navaj Natin. The Thajiilee Pilt Prject was established t develp, dcument and validate the necessary rural addressing prcesses. Secnd, the Navaj Natin Enhanced Task Frce identified the need t have lcal participatin, cmmitment and supprt fr the rural addressing initiative t maximize the pprtunity fr success. Therefre, the cncept f the (LRAC r Cmmittee) was agreed upn. In rder t establish clse crdinatin, it was agreed each Cmmittee needed t represent a "cmmunity f interest," which was defined as several (3-8) Chapters wrking cllabratively tgether t assist with addressing their cmmunities. The Thajiilee Pilt Prject included nly ne chapter, which was the perfect size when develping and validating rural addressing prcesses. Hwever, a mre practical apprach fr the rll-ut f rural addressing was t include several chapters at a time. The identified steps t establish Cmmittees and help make them effective were identified as: assembling a representative grup f members frm each lcal cmmunity, prviding them rientatin and training and having them assist with sme f the tasks t get the rural addressing initiative started. The riginal Rles & Respnsibilities dcument was develped by the Navaj Natin Enhanced Task Frce, led by the LGSC members, and defined the lcal supprt required and prcesses necessary t cntribute t the success f the rural addressing initiative. In priritizing the rll-ut f rural addressing, cnsideratin was given t the receptiveness and readiness f each "cmmunity f interest" t mve frward with rural addressing. There were several primary reasns the Cmmittees were established, mst ntably: 1) it wuld establish lcal participatin and respnsibilities, 2) it wuld nt be practical t address individual chapters ne at a time, 3) it wuld increase the chapter awareness and help educate the Diné abut rural addressing and enhanced 9-1-1, 4) it wuld demnstrate the readiness f their cmmunity t prceed with rural addressing. and 5) the reasn fr establishing the Cmmittees early in the prcess was because their input was expected t be n the critical- r sub-critical path fr the rural addressing initiative. Rles Respnsibilities-FINAL Page 1 f 6 FINAL 2/12/09

2 Because f the clse wrking relatin with the Chapter the Divisin f Cmmunity Develpment Lcal Gvernance Service Centers (LGSC) Administrative Service Center (ASC) members were identified as being respnsible fr prviding the leadership and managing the rientatin and training f the LRAC members, prviding guidance and encuragement t each LRAC within their agency, judging their readiness and maintaining the status f each LRAC, and crdinating planning with the NNAA. Navaj Natin Addressing Authrity Based n the research results frm previus attempts at rural addressing and the criteria fr success agreed t with the State f New Mexic, it was determined that the Navaj Natin must establish a permanent rganizatin and institutinalize the necessary prcesses t maintain the integrity and accuracy f the GIS database, the MSAG, and the E9-1-1 databases. Hence, the Navaj Natin Addressing Authrity (NNAA) was established. A Plan f Operatin was develped t establish the rles and respnsibilities f the rganizatin, psitin descriptins were develped, persnnel budgets apprved, and staffing f thse psitins cmmenced in July The NNAA rganizatin is administratively verseen by a Prgram & Prjects Specialist. A Rural Addressing GIS Crdinatr will lead the rural addressing staff. When fully staffed, the rganizatin will als include five (5) Rural Addressing GIS Technicians, ne fr each agency and a MSAG Crdinatr. The Navaj Natin Addressing Authrity (NNAA) was established t prvide the verall prgram management and t develp cnsistency and cntinuity f prcesses fr the rural addressing initiative Navaj Natin-wide. (LRAC) The fllwing is a scenari that briefly describes the initiatin f the Lcal Rural Addressing Cmmittee and sme f the respnsibilities they are expected t be an integral part f t ensure the success f the rural addressing rll-ut initiative. 1. Prerequisite - COMPLETE: Chapter Reslutins have been adpted supprting Enhanced and Rural Addressing by each f the 110 Navaj Natin Chapters and each f the five (5) Agencies. 2. The Divisin f Cmmunity Develpment LGSC ASC members crdinate with Chapters in their Agency t have them identify "cmmunities f interest fr the purpse f recmmending rad names and assisting with the rural addressing prcesses. The Cmmittee members will be respnsible fr wrking effectively tgether t assist with the planning, crdinatin, implementatin, and maintenance f rural addressing. As a general rule, each LRAC shuld include Chapters that are mstly cntained within the same cunty bundary jurisdictin, i.e., McKinley, San Juan, etc. Rles Respnsibilities-FINAL Page 2 f 6

3 Identify the Cmmittee members, pssibly by starting with an existing cmmittee and identifying vlunteers, plus identifying ther cmmunity members that will represent their chapter and wrk tgether n a cmmunity f interest basis t plan, crdinate, implement, and help maintain rural addressing. When the Chapter selects LRAC members, it is recmmended there be representatin frm sme f the fllwing rganizatins: Cmmunity Land Use Planning Cmmittee (CLUPC) Grazing Cmmittee Chapter fficials Chapter staff members Authrized Lcal Emergency Respnse Team (ALERT) Lcal public safety persnnel Parent Advisry Cuncil (PAC) Senir Citizens Cuncil (SCC) Agency Rads Cmmittee Cunty fficials r staff Chapter-Level Cmmunity Actin Team 3. The Divisin f Cmmunity Develpment LGSC ASC members have the primary respnsibility fr prviding LRAC rientatin and training, guidance, status reprting, and crdinatin. The LGSC ASC members will crdinate directly with the chapters and assigned LRAC members t arrange rientatin and training sessins fr Cmmittee members s they understand their rles and respnsibilities. One example f training is t prvide them cpies f sme the dcuments listed belw and review the pertinent highlights that they may need t knw frm each. Members are expected t becme acquainted with the basic acrnyms and methdlgies listed in the references and, mst imprtantly, with their respnsibilities cntributing t the success f the individual prcesses and verall rural addressing initiative. Backgrund & Perspective Reference Dcuments Rural Addressing Gal Rural Addressing Rll-ut Philsphy & Priritizatin Addressing Prcess Ntes - Bill Harris Chapter Addressing Cmmittee Ntes - Rles & Respnsibilities Rural Addressing Standards E9 l1 GIS Standards GPS Field Scenari MSAG Develpment McKinley Cunty Navaj Prpsal_ The Database & GIS Prcess fr E9-1-1 in New Mexic (spiral bund Rles Respnsibilities-FINAL Page 3 f 6

4 brchure) 4. The Cmmittee members are expected t represent the benefits and psitive aspects f rural addressing t the Dine and persnally maintain a supprtive attitude and expectancy fr the desired results. 5. Using maps furnished by the NNAA and their cmbined lcal knwledge, the Cmmittee members meet t review and develp recmmendatins fr rad names. Frequently, rad names r numbers already exist r there is cmmn lcal agreement n what the rad is nrmally called. This requires crdinating with utside entities: the cunty, surrunding chapters, and pssibly thers t ensure n duplicate names are being recmmended and the cntinuity f rad names are maintained as they crss multiple cmmunity bundaries. The LGSC ASC member and the NNAA will need t be invlved when crdinating with utside entities. Rad Naming In this task, the Navaj Natin must assure that every rad has a name r number designatin. These rad names cannt duplicate ther rad names previusly used within the Cunty, r within the addressing grid, and shuld nt duplicate rad names fund in neighbring cunties. The NNAA will prvide each Cmmittee with printed rad name maps and a listing. Rad names previusly assigned by the Cunty will be shwn n this map, as well as BIA rad numbers. The Cmmittee must prvide recmmended names fr all unnamed rads and must verify the rad names assigned by the Cunty. If rad names assigned by the Cunty are incrrect r inapprpriate, the NNAA will wrk with bth entities (the Cmmittee and the Cunty) t assess the impact f a rad name change and t determine where each entity's respnsibility fr a given radway starts and stps. Rad names n rads crssing checkerbard areas will nt change as they have already been assigned by the Cunty and are widely used fr addressing and lcatin, bth n and ff f the Navaj Natin. Majr rads primarily fund n the Navaj Reservatin will be subject t the verificatin prcess described abve. Private rad names, when required, are prvided by lcal residents. Private rad designatins will be avided wherever pssible and cluster/cmplex addressing used fr multiple structures sharing driveways. Landmarks & Attributes Preliminarily the Cmmittee members can identify the apprximate lcatin f fire hydrants, abandned hmes and majr bridge 6. The Cmmittee then signs ff n the recmmended rad names and turns the marked- up maps and recmmendatins ver t the NNAA t crdinate with the GIS cnsultant t perfrm their "in-huse" wrk r the NNAA perfrms the wrk directly. Rles Respnsibilities-FINAL Page 4 f 6

5 7. During the Field Verificatin phase f the rural addressing initiative, at least ne Cmmittee member must accmpany NNAA field data cllectin persnnel at all times and functin as a guide, interpreter, and assistant Field Verificatin Nrmally, field verificatin will fcus n and nly be cnducted in ne cmmunity f interest at a time. The field verificatin task is accmplished in cnjunctin with the NNAA GIS analysis/imprvement phase. NNAA field data cllectin persnnel, accmpanied by Cmmittee members acting as a guide, interpreter and assistant, use GPS equipment t drive every rad and visit every structure t cllect resident infrmatin, current mailing address, current physical address (if any), structure type and descriptin and landline telephne number(s). A variety f landmarks are mapped as well, including rad signs, fire hydrants, abandned hmes and majr bridges. All addressed structures in the area are depicted in the GIS in their actual crdinate lcatins with database attributin. The physical address is assigned accrding t the addressing guidelines and rad naming decisins made in the addressing plan/rad naming stage and incrprated int the GIS rad centerline dataset. The NNAA will visit and verify the lcatin and attribute infrmatin f all structures lcated in area. The NNAA estimates that essentially 100 / f the residences will require a new r an amended cmpliant address. Fr the mst part, the Cunty addressing methdlgy will be maintained, an address assignment letter delivered, and the requirement that structure numbers be psted n each residence and at the driveway entrance. The resident r business is respnsible fr having numbers psted n buildings. 8. The Cmmittee and individual members will facilitate the Address Ntificatin prcess by helping deliver, explain, fill ut (cmplete) and pick up the address ntificatins frms. Address Ntificatin This task is initiated by delivering letters t rural and/r municipal residents which ntify residents f their new cmpliant address. The letter lists the "ld" address if the address has already been assigned but is changing and gives the "new' cmpliant address, ntifies residents f hw t use the address and when and explains the reasn fr the address change. Lcal authrities and leaders will be asked t participate in the design f the ntificatin letter, the decisin n ther ntificatin materials and pssibly the delivery f the letters. Rles Respnsibilities-FINAL Page 5 f 6

6 The Address Ntificatin task is cmpleted when 100% f the Leave Behind (LB) cards are cmpleted and returned t the NNAA. The NNAA recmmends delivering and psting huse tags (reflective numbers) alng with the ntificatin materials in keeping with the Cunty's addressing methdlgies. Due t the cultural cmpnents f this prject, the ntificatin materials will be delivered in the field in a dr-t-dr prcess during field data cllectin/verificatin. 9. The Cmmittee members need t remain alert fr new rads and new addressable structures being added in their cmmunity, and ensure the prper ntificatin and fllw-up prcesses are initiated t keep the NNAA infrmed f any planned r actual changes. 10. Prcesses thrughut the Navaj Natin will need t be reviewed and pssibly revised at the directin f the NNAA t ensure adherence t maintain the integrity f requiring a physical address befre utility services are prvided. Initially, this may cause sme incnvenience until the affected prcesses are identified, apprpriately mdified and streamlined t better serve the Diné in the future. 11. Chapter residents requiring verificatin f their address shuld first crdinate with the Chapter fficials t validate their resident status and then bring in the NNAA fr the fficial verificatin. Rles Respnsibilities-FINAL Page 6 f 6