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HomeMy WebLinkAboutMINUTES Family Advisory Board 2017-06-01RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, June 1, 2017 Minutes of a regular meeting of the Family Advisory Board of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Room 203 of Town Hall, in said Town of Estes Park on the 15t day of June, 2017. Present: Karen Randinitis Nancy Almond Courtney Hill John Bryant Bin Greer Floyd Collins Jodi Roman Marion Stallworth Shannon Faith Also Present: Celine LeBeau, Chair, Parks Advisory Board Megan Van Hoozer, Administrative Assistant Ron Norris, Town Board Liaison Travis Machalek, Assistant Town Administrator Suzanne Simpson, Administration Executive Assistant Absent: Laurie Dale -Marshall Rachel Balduzzi Assistant Town Administrator Machalek started the meeting at 3:34 p.m. Election of officers It was moved and seconded (Bryant/Stallworth) to nominate Member Greer to serve as Chair, and the motion passed unanimously. It was moved and seconded (Hill/Collins) to nominate member Stallworth to serve as Vice -Chair, and the motion passed unanimously. Insights from other Advisory Boards Parks Advisory Board Chair LeBeau offered suggestions to the group on facilitating efficient and open meetings, expectations of time commitment, delegation of duties/formation of committees and board representation. She also recommended researching what other municipalities have done successfully when beginning a project. Administrative Assistant Van Hoozer discussed the importance of communication on all aspects of her support position to the board, especially as it relates to minutes. She suggested that corrections/changes to the minutes be submitted prior to the meeting. Executive Assistant Simpson confirmed, given the size of the group, this is the process that will be adopted so that meeting time can be devoted to the business of the board. Consideration of Mission, Vision, and Three Focus Areas Assistant Administrator Machalek discussed the minor changes made to the bylaws by the Town Board. Those included first removing from section V.c.7 the following verbiage: "...provided, however, that if the Chairperson desires to speak for or against a proposal which has been formally moved and seconded at a public meeting, the Chairperson shall relinquish the chair to the Vice -Chairperson while he or she is speaking." Second was clarification on conflicts of interest to specify a financial interest. Discussion followed on how the conflict of interest would be addressed by this board — privately or in the meeting. It was determined that, if a board member thought that they had a conflict, that board member should privately discuss the potential conflict of interest with the Chair, Assistant Town Administrator Machalek, Trustee Norris or Executive Assistant Simpson. The same would apply if a board member suspected another board member of having a potential RECORD OF PROCEEDINGS Family Advisory Board — June 1, 2017 — Page 2 conflict of interest. Those board members who do have a conflict of interest are expected to recuse themselves from any discussions that would further the conflict. Assistant Town Administrator Machalek recommended two primary Outcome Areas in the Town's strategic plan (Robust Economy and Outstanding Community Services) for the board to consider as they seek to connect to the strategic plan. The other advisory boards to the Town define their mission by the role stated in the bylaws; none have a vision. The mission is used to craft policies, procedures and recommendations. Vice -Chair Stallworth recommended that the board follow this process to get started and then revisit in three to four months. Chair Greer suggested that each member disclose their top three issues of priority for the board. Vice -Chair Stallworth recorded the items and kept a tally of the most often - repeated topics. Housing, child care, mental health, diversity/inclusivity and economic vitality were the primary topics that came up in the discussion. Discussion continued around how to narrow the focus of these topics and incorporate them into actionable focus areas for the board. Chair Greer advised that the focus should be broad enough to remain flexible. After continued discussion it was determined that the gap in available services for families is a topic that covers many of the board members' concerns, therefore one focus area of the board should be to determine what those gaps are and how to address them, with the more specific key areas outlined as a sub -categories that each board member can address based on their skills and connections within the community. It was moved and seconded (Stallworth/Faith) to define the first area of focus for the board as follows: "To identify gaps in support services available to families in the Estes Valley." The motion passed unanimously. Assistant Town Administrator Machalek will prepare a draft document for the board to work on as a group to aid in developing and pursuing the first focus area. Other Business Discussion took place on filling the vacancy left by Jessica McGee as well as the remaining open positions on the board. It was moved and seconded (Stallworth/Collins) to recommend the Town Board open up to two positions on the board and it passed unanimously. Next Meeting The next meeting of the Family Advisory Board will take place Thursday, July 6, at 3:30 p.m. in Room 203 at Town Hall. Seeing no further business, Chair Greer adjourned the meeting at 5:33 p.m.