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HomeMy WebLinkAboutMemo - Mail Packet - 12/10/2019 - Memorandum From Victoria Shaw Re: Triple Bottom Line Joint Board & Commission Pilot MeetingSustainability Services 222 LaPorte Ave. PO Box 580 Fort Collins, CO 80522 970.221.6505 970.224.6107 - fax fcgov.com MEMORANDUM DATE: December 3, 2019 TO: Mayor Wade Troxell & City Councilmembers THRU: Darin Atteberry, City Manager Jeff Mihelich, Deputy City Manager Jacqueline Kozak-Thiel, Chief Sustainability Officer FROM: Victoria Shaw, Senior Finance Analyst, SSA RE: Triple Bottom Line Joint Board & Commission Pilot Meeting ________________________________________________________________________ Bottom-line: Per a resolution adopted by Council in July 2018, a 2 nd pilot meeting with representation from select Boards and Commissions was held October 14 th . The meeting focused on triple bottom line aspects of Our Climate Future. This event built on learnings from the 1 st joint meeting on April 11 th . Feedback has been largely positive, and results will help inform the Reimagining Boards and Commissions efforts. Background: In May 2018, the Council Futures Committee discussed the future of community advisory engagement. Two members of the Economic Advisory Commission recommended an experiment involving representation from mixed Boards around the triple bottom line. In July 2018, a Resolution was unanimously adopted by Council to allow for two pilot meetings. The Resolution outlined that all six Boards and Commissions supported by Sustainability Services would be included and allowed the flexibility to expand to invite additional Boards and Commissions as needed. The two pilot meetings were intended to develop and test the process and effectiveness of this engagement model. The first pilot meeting was held on April 11 th . 17 Board and Commission members attended for the topics of Triple Bottom Line Scan and Accessory Dwelling Units. Participant recommendations from the 1 st Pilot meeting were to:  Retain the highly participatory nature of the event  Continue to provide childcare to reduce barriers to participation  Convene around a topic early in its timeline; so that feedback could be actionable  Expand invited Boards & Commissions to include any with a strong link to the topic  Establish clearer outcomes for the meeting in advance DocuSign Envelope ID: 93E4EA45-8538-4F46-A9E5-A1A84CCE9C7E 2  Provide opportunities to maximize impact from the time spent in a meeting, such as by sending pre-work or coming to a collective action statement during the meeting Process: Staff reconvened a planning team including representatives from each Board and Commission supported by a Sustainability Services staff liaison. The team identified Our Climate Future as the topic with the best potential to test the hypothesis due to its cross- functional nature appealing to many Boards. Based on the topic, the invite was extended to include the following Boards and Commissions:  Affordable Housing Board  Air Quality Advisory Board  Community Development Block Grant Commission  Economic Advisory Commission  Energy Board (added for 2nd pilot meeting)  Human Relations Commission (added for 2nd pilot meeting)  Natural Resources Advisory Board  Transportation Board (added for 2nd pilot meeting)  Water Board (added for 2nd pilot meeting)  Women’s Commission Participants were assigned to mixed small tables to ensure diversity of Board representation at each. Each table had a facilitator and a notetaker to help complete an activity with five focused questions. Outcome: Approximately 40 Boards and Committee members attended the meeting, including at least one member from each invited Board or Commission. Feedback during the event emphasized that participants enjoyed and valued the various perspectives present but wanted a stronger tie to outcomes. Due to the timeline of the topic chosen, there was no joint statement or recommendation that could be issued. Instead, the Our Climate Future staff is using the feedback and notes from the event to inform their Phase 2 deliverables. This illustrates a disconnect between one of the original goals for the pilot and what could be realized. A follow up survey was also sent to all invited participants. Highlights from survey results for attendees include  85% of respondents were satisfied or very satisfied with the event  85% of respondents would recommend a meeting with this format to their peers  85% of respondents opted-in to continue to receive updates on outcomes from the event Among members that were invited, but did not attend the pilot meeting:  87% of respondents were unable to attend due to schedule or conflicts  20% of respondents indicated they would be more inclined to attend if there were changes to format DocuSign Envelope ID: 93E4EA45-8538-4F46-A9E5-A1A84CCE9C7E 3 Additional themes from survey write-in feedback included  Appreciation for the diversity of viewpoints  Desire to impact more immediate outcomes, such as a joint statement  Mixed opinions on if additional pre-work for participants would add value Next Steps: Staff will provide on-going updates to the participants that opted-in for additional communication. Communication will include how results from the meeting will contribute to Reimagining Boards and Commissions and Our Climate Future efforts. The next work session on the Reimagining Boards and Commissions priority is on December 10 th , 2019. DocuSign Envelope ID: 93E4EA45-8538-4F46-A9E5-A1A84CCE9C7E