10/25/15 Board Retreat – Minutes

Thanks everybody who attended today. The raw meeting notes are below. I copied the most important takeaway, a draft calendar of topics for our monthly meetings between now and June 2016, at the top. Also, note that we decided to cancel this week’s board meeting, as today’s retreat covered everything we would have otherwise covered on Tuesday.
 
-Robert 

Tentative calendar of monthly meetings (with lead board members listed for each month)
 
November 2015: Interurban trail issues / Sidewalks/Pedestrian Master Plan – Chris/Ben/Rob
December 2015: Social event – Joel
January 2016: Social event: D5/D6 Councilmembers/DON director to hear neighborhood wish list – Robert
February 2016: Housing affordability – Rob/Joel/Chris
March 2016: Health and safety event (committee to provide some input) – Kelly
April 2016: Education – Robert and Ben
May 2016: Themed social event: neighborhood asset map – Chris
June 2016: Land Use 101 – Joel
 
GCC retreat Sun 10/25/15 (note: no board meeting this week)
 
In attendance:
 
Rob
Rick
Robert
Chris
Joel
Ben
 
A) Identify note taker (12:00-12:05) – Robert
B) Agenda Overview (12:05-12:10) – done
 
===
 
C) Open Discussion, wish list for the next 6-9 months (12:10-12:20)
What are GCC’s priorities for meeting content and other initiatives for 2015-16?
Brainstorm ideas; questions; clarifications
 
Rick: Demonstrably functioning committees – emphasizing when and what they have to report. Timely, historic, navigable website.
Ben: Get outreach up and running, reaching new people and increasing attendance as well as board membership and diversity. Improve coordination with peer neighborhood groups.
Chris: Events rather than open houses (that can draw in families). Example from Vancouver BC: Karaoke night to discuss future of neighborhood development. Develop network of neighborhood champions. Provide a new online discussion space that is safer and more useful than NextDoor. Inventory of online/offline forums where people are discussing neighborhood issues.
Rob: Something less focused on endless process and committee meetings. People hate business meetings, especially younger people – want something more engaging. Deemphasize the backend operations so people can discuss the meat of something they care about. Study groups for land use?
Joel: Functional committees. Be a proactive force in the neighborhood. Have a physical presence in the neighborhood – event-based things (Naked City event as example). Land Use 101 seminar/series. 
Robert: Neighborhood wish list. Something more substantial about public safety.
 
===
 
D) Format/purpose for GCC Membership Meetings (12:20 – 12:30)
 
Rick: Review his earlier meeting flow proposal, including a social time between 6:30 and 7, handouts, committee discussion, then go into a major topic, scheduled to end at 8 but with pad time in case people want to go longer.
Ben: Rotating responsibility for meetings – one person owns agenda creation, etc. Monthly meeting may not be necessary, reduce overall volume of meetings.
Robert: Alternate the business meeting and events – or do a quarterly business meeting.
Rob: Without monthly meetings, there is a loss of momentum. Take the summer off though?
Joel: Alternating between a business meeting and an event could address this need.
 
Venue: Is Greenwood library too far south, since the neighborhood goes to 105th?
Possible other locations: Upper Crust, Greenwood Senior Center. Lantern. Naked City Screening Room (for events). Engage local businesses generally speaking.
 
===
 
E) Membership meeting subject/content nominations (12:30-12:40)
 
Land Use 101
Health and Safety: talk about alarm system technologies
Sidewalks – Murray’s ideas for cheapening them (Ped plan)
Affordability
Wish list event at Naked City screening room – invite D5 and D6 CMs, Kathy Nyland
Revisiting neighborhood design guidelines – what has been produced so far? Bring in someone on the design review committee
HALA, Comp Plan. Though attendance at those topics may drop soon.
Education – starting to become a major issue, especially state funding.
Climate change/environment
Define community assets, learning from each other – build the network
Interurban right of way between 92nd and 97th public safety issues
Library park (Bleachers)
Aurora-Licton Springs group
 
===
 
Take Two
 
B) Agenda Overview (12:40-12:45)
What’s missing?
 
Board participation – recruit replacements
 
C) Open Discussion, wish list for the next 6-9 months, narrowing and prioritization (12:45-12:55)
What things stand out?
Themes and overlap?
Who is interested in what?
What is our realistic bandwidth
Zoom out: what’s missing? Are these things reflective of our community?
 
Discussion of how to define the role and intent of GCC – are we simply reflecting the neighborhood or are we trying to proactively push out ideas and solutions?
 
===
 
D) Format/purpose for GCC Membership Meetings (12:55 – 1:05)
check for agreement
 
Standardize the membership meeting approach? Ben, Kelly, Rick like this, think it helps get people engaged and coming back. Rob does not share this view – would rather do that quarterly and fill in the other months with program/events.
 
Consensus around the idea of some meetings being “business meetings” with the standardized approach and some meetings being “event/program”
 
Have committees help determine business meeting agendas.
 
Develop a six month look ahead on the calendar.
 
===
 
E) Membership meeting subject/content nominations (1:05-1:15)
What’s missing?
Check for agreement
Moving on
 
GCC to take July/August off from planned meetings/events
 
Do an annual meeting on a different date and time – like a weekend?
 
Library park – ours to organize? Or plug in to whomever is actually organizing it and help them do outreach?
 
===
 
F) Who will take on what – Accomplishment Will List (1:15-1:30)
G) Calendar Layout (1:30 – 1:45)
 
November 2015: Interurban trail OR Sidewalks/Pedestrian Master Plan – Chris/Ben/Rob
December 2015: Social event – Joel
January 2016: Social event: D5/D6/DON wish list – Robert
February 2016: Housing affordability – Rob/Joel/Chris
March 2016: Health and safety event (committee to provide some input) – Kelly
April 2016: Education – Robert and Ben
May 2016: Themed social event: neighborhood asset map – Chris
June 2016: Land Use 101 – Joel
 
Chris to follow up with Brian at Naked City about which of the above he would like to host.
 
H) Review and close
What’s missing?
Check for agreement
Agree on next steps (1:45-2:00)

Leave a Reply

Your email address will not be published. Required fields are marked *