Board of Trustees - Packets

1 AGENDA FOR THE BOARD OF TRUSTEES OF THE TOWN OF BUENA VISTA, COLORADO March 13, 2023 Special Meeting at 5:00 PM The Board of Trustee meetings are held at the Community Center and are open to the public. Staff and the Public are encouraged to attend the meeting virtually. 715 E. Main Street, Buena Vista, Colorado To attend the meeting virtually or to participate in Public Comment and/or Public Hearings, you must connect to the video conference. Conferencing Access Information: https://us02web.zoom.us/j/83695774712 Password: 351540 Listen via phone at 1-301-715-8592 Meeting ID: 836 9577 4712 Password: 351540 THE BOARD OF TRUSTEES MAY TAKE ACTION ON ANY OF THE FOLLOWING AGENDA ITEMS AS PRESENTED OR MODIFIED PRIOR TO OR DURING THE MEETING AND ITEMS NECESSARY TO EFFECTUATE THE AGENDA ITEMS I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. AGENDA ADOPTION The Board approves the agenda at the start of the meeting, including modifications. V. Board of Trustees Training This training will provide in-depth knowledge of statutory provisions and how those govern the Mayor and Trustees' roles, processes, and responsibilities. There will also be an opportunity for the Board to ask questions they may have about these processes. (Estimated time – 1 hour) VI. Establishing Meeting Ground Rules This will be a discussion about Board expectations and preferences regarding meeting processes, details, and coordination following several lessons learned. (Estimated time – 1 hour) VII. ADJOURNMENT  2 Area to Discuss Staff Discussion/Feedback Trustee Discussion/Feedback Ground Rule / Action 1. Agenda – placement of items as This will be covered in training, but work sessions vs. business items worksessions are intended to be & public hearings more informational, allowing staff interaction in advance on topics Board members may need to understand or to get a feel for what next steps are from the board. Business items should be fully vetted and ready for decision- making or not enough time to discuss in advance and need decision ASAP. 2. Worksession/exec/regular all in Many would like for worksessions to one night. Does this work? be on an alternate date and time. Adds to more meetings but makes meetings shorter. Better division of intent between regular meeting and work session 3. Agenda – pop up items past When draft agenda is sent out by Thursday prior being included clerk, a timely change to agenda within a few days instead of recommending changes to agenda prior to day before mtg to occur is highly preferred. When and what would be an acceptable deviation to this, if at all (i.e., letters of support)? 4. Agenda – Timely Staff Reports Deadline for packet materials to be or materials from speakers for reviewed--to TA no later than COB review previous Tuesday 5. IT – technical difficulties Upgrades by IT in community center are occurring and also forthcoming. IT is looking into recent issues. See TA staff report for ideas on setup.  3 TA looking to other staff to fulfill Setup/Zoom oversight/teardown and follow-on upload work. IT will come to “high caliber” critical meetings. 6. Sensitivities to participants Need to know # people coming to (staff and applicants) and giving speak for all business items and them a time to speak if they public hearings. This will help us attend. Teeing this up ahead of determine if an item can move or if time if need be. not able then Dept head must inform them to come later and coordinate so they know the expectations. Department Heads – let us know what guests will be attending and who is coming physically or will be online. Dept head to arrange and pass to clerk and admin. 7. Public comment/3-minute rule Mayor emphasis and noting at time for each and no duplicate limit going into comment or before comment public comment section of mtg. Someone other than Mayor to time this? A timer on wall or call out card for all to see? Sticking to Staff- applicant-public pattern. Trustees can assist in keeping on track. 8. Allowing audience to talk when Mayor discretion? not in public comment (opened as part of public hearing or at start of MTG) 9. Sticking to designated time Timing it—timer or a card? Who? estimates on the agenda for Should there be a designated time each item to end mtgs no matter where we are it. Could time change to start  4 earlier??? Additional meetings to cover all the items??? Items not covered to a special meeting? 10. Typical rhythm is Staff Should we change this process? speaks/Applicant is given Would a Clerk provided script be opportunity to speak/1st & 2nd helpful? motions are exchanged & then discussion. Sometimes this doesn’t happen or is clunky. 11. Staff Reports. Must we Staff is somewhat divided on these continue to take time to questions. There are some that feel verbalize a written report that is verbalizing is not a productive use of already provided? We have time when its provided a written spaced out reports to make this report; others enjoy opportunity for a lighter load…how many like direct face time to board; as this new way? If we continue to attention is less towards end, it was verbalize reports should these felt important to get through public be at the start or the end of the hearings and business items first in meeting? meetings while guests are there to participate. 12. In MTG changes to data by Staff Highly recommend against this as a practice…too much pressure on staff and could increase potential for error. Best practice to continue meeting to another night. 13. Executive Session – staying clear Standing up ok to stretch, jackets on and poised and ready to go sends message have all checked out. If we cannot make it through it then perhaps we need to move to motion to place it on a special meeting instead? 14. Training BoT and Dept heads Should there be a trustee and/or training every time a new trustee comes on board; an orientation?  5 What would this look like and who would conduct this training? Annual or yearly refresher? 15. Sidebar Discussions 16. Trustees on every advisory Reports from trustee on these committee? Should this be committees as part of trustee precursor or in lieu of staff interaction and staff response. report. 17. Potential for permanent MTG Chamber? Or are we content to continue using Community Center? 18. 19. 20. 21. 22.