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Home My WebLink AboutMinutes - Futures Committee - 01/27/2014 - City Manager’s Office 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6505 970.224.6107 - fax fcgov.com Minutes City of Fort Collins Futures Committee Meeting Regular Meeting 300 LaPorte Ave City Hall January 27, 2014 4:00–5:00pm Committee Members Present: Committee Members Absent: Wade Troxell, Chair Gerry Horak Bruce Hendee Darin Atteberry Gino Campana City Staff: Heather Greenacre, minutes Invited Guests: Wanda Nelson, Ginny Sawyer, Diane Jones, Rita Davis, Christine Macrina, Kelly DiMartino, David Young, Terri Runyan, Mayor Weitkunat, Jenny Lopez-Filkens Community Members: Dale Adamy, citizen, Kevin Duggan Wade Troxell called meeting to order: 4:03pm Approval of October Minutes: Gerry moved to approve October minutes. Gino seconded. Motion passed unanimously 5-0-0. Chairman Comments: Wade welcomed the City Clerk and CMO staff. There is a lot of expertise within our community and when situations arise, we like to engage within our community (ad hoc). Setting the stage: by Darin – this is about the future of civic engagement and what happens the next 30 years. We already know what happened the past 30; now let’s look forward to the next 30. The model that has been used (modeled) does not necessarily work for the next 30 years. We do not want to minimize public engagement. We need to communicate effectively so that we do not “set back.” This is about the “future of public engagement.” We have a number of different mechanisms, but let’s focus on aspects that are nearer term – our citizen input needs to correspond with our BFO outcome areas. Are we utilizing our staff to the best of their ability? Think Tank Item 10: Citizen Engagement—Expertise and Input Structures: Wanda Nelson Presentation Summary: Project Team is all in attendance – project overview of steps and milestones of how to restructure boards and commissions. Background: effort underway for several years, aligning boards and commissions, standardizing bylaws, emerging issues Project overview: milestones – meeting with staff liaisons, what is broken, what are we trying to fix, fear of some being overlooked Would like direction of how to proceed – letter is ready to go inviting boards and commissions to Lincoln center , link to survey to voice their opinions – this way everyone hears messages at the same time, key message is out there to everyone at same time. Diane Jones – • How to go about implementing this process • Have good communication along the way • Looking to Boards and Commissions to help craft implementation • Key message will help portray benefits The goal is in wanting to reduce number of boards but not the effectiveness. Aligning them with the outcome areas – better effectiveness – calibration – this process has been used in the past (BFO etc.) Trying to be sensitive to the Boards and Commissions response and what is right for organization. How to restructure boards so that there are not so many boards working on the same items. For each outcome area there is overlap – when there is conversation about reshaping or reducing, it gets translated into the communities as if the work and input they provide is not valuable, there will be some negative interpretation, but how it’s accomplished is the question. What message can we convey? They have gone through interviews – is their time meaningful? How can we concentrate efforts to enable Council to make informed decisions? Consolidate and then look at strategic committees for particular issues (ad hoc) Goal: help get those who are dedicated to the City involved in a meaningful way. What are possibilities going forward? The right message given to a large group of people will go over well Expectation of the Boards is to help City Council and community. We need to align to our outcome areas. If it doesn’t align, then it says the input is not where it’s meaningful. How is it meaningful for our community? This is about how Council believes the input they receive is the best for our community Meaningful is a key word – is it meaningful to the Council? The boards were originally formed for expertise – community perspective – it’s about trying to feed back into the system This is about Council’s direction, what they expect – delegating to management – Council liaisons need then to take more ownership in the board where they serve. 2 While working on 2015-2016 budget and strategic plan, this is a good time to ask boards and commissions where they see the link (gather their input). Look to performance indicators and see where this fits. Look to include testimonials from board members, look for those “gems.” How we build it into presentations, how boards and commissions fit into the strategic plans. Working with engaged citizens to help us (CityWorks graduates). Volunteer engagement can help take the load off of staff members. Look out to 5 years and how these will align and that the topic will be broader rather than just one subject. The current boards are not aligned to where Council is currently headed. What are the groups? Ideas: Moderated forum, blogs, have a chance for comments, create mechanism that are more focused, connection to the dashboard , 360 view of citizen engagement. Create a framework Method, Boards vs Council – why do we exist, now you want to get rid of us – need to get rid of that perception – it’s always been, what is the best method – message – input from 27 boards is not what works, how we correct this positively. There are those creating work that has nothing to do with the Council agenda, but they are working to exist and in the meantime creating work for everyone else. Public Engagement, method of getting community engagement in a new way, it’s a chance for a lot of public engagement. Working on the process of their input and engagement. What is their purpose: they think they have a definitely purpose – there are several out there working on the same issues, but not working together. They reach the same audience working on the same purpose but yet, they are several different boards. Council cannot go to each one trying to find out the issues when could be consolidated. Trying to be more intentional, focused, working together, and aligning systems around the 7 outcome areas. The changes that started years ago are now starting to be put into motion. Boards and commissions can be part of a solution, figuring out how they align with the 7 outcome areas. Being involved in crafting the solution – change process comes in with honoring the past, but transition is here so how can you help us move forward. Letting community be involved at will, open it up to community and then letting know when meetings will be, more ad hoc when situation arises. Let’s not put strict boundaries on structure, let them help to find a solution – Set parameters, guard rails, but does not have to have same structure as past Guard rails: Council expects change; this system needs to be aligned with 7 outcome areas. Meaningful input, restructuring to align with how we do business Creating new opportunities for more people to be involved Trying to do away with non-issues – trying to give more focus TBL – there are currently no boards for our area (SSA) 3 Boards and Commissions need to know what the 7 outcome areas are Comments/Q & A: • Clerk’s office to view process from above • Process and procedures – what do we expect • What happens to data, what is the process, who should look at it • Did it meet outcome areas – flesh it out – should come from one department • How we can engage in a meaningful process • Structure within Clerk’s office DO 10: Next Steps • 2/24 meeting go ahead • Before and after 2/24 – all Council liaisons try to attend a meeting and explain why change, have breakout sessions, as many Council members can, need to attend • Get message out – crafted as we are trying to align with the future of where we are headed • Make a list of when all meetings are being held, which liaison, getting info to Councilmembers in order to attend • Questions and feedback, listening- purpose statement – • Gather list to give to Councilmembers of questions that will be asked at February meeting Additional Discussion: None. Meeting adjourned by Wade Troxell at 5:14 pm. 4