Environmental Sustainability Board

CITY OF HENDERSONVILLE ENVIRONMENTAL SUSTAINABILITY BOARD Operations Center - Assembly Room | 305 Williams St. | Hendersonville NC 28792 Thursday, May 18, 2023 – 12:00 PM AMENDED AGENDA 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. AGENDA Retreat 4. ADJOURNMENT The City of Hendersonville is committed to providing accessible facilities, programs and services for all people in compliance with the Americans with Disabilities Act (ADA). Should you need assistance or an accommodation for this meeting please contact the City Clerk no later than 24 hours prior to the meeting at 697-3005. ENVIRONMENTAL SUSTAINABILITY BOARD – May 18, 2023 Page | 1  City of Hendersonville Environmental Sustainability Board Board Kickoff Meeting Plan May 18th, 2023 | 12:00PM – 5:00 PM Location: Operations Center Objectives: • Understand and clarify our role and responsibilities as a Board • Align on near- and long-term Board priorities • Align around a Board operating structure to support these Pre-meeting preparations: • Pre-work Materials List • Templates • Flip Charts • Facilitation Suitcase • Vision Cards • Participant Baskets (pens, markers, stickies, candy) Time/Topic Details Facilitation notes Ahead of Session Fountainworks will compile pre-work activities to help Pre-work doc Pre-Work the Board… • Start thinking about what kinds of activities inspire them • Begin visioning what kind of impact the Hendersonville ESB will have Pre-work “assignment” (sent from Caitlyn) that asks participants to – Drive around Hendersonville and take a photo of a great example of Hendersonville being an environmentally sustainable community. What inspires you about this photo. – What is one inspiring example of what another community is doing to be environmentally  sustainable? This can be in North Carolina, the U.S., or even outside the U.S. – What are one or two things that you’d like to see this community take on around environmental sustainability? 8:30 AM Fountainworks will arrive early to set up Action Item Tracker (used throughout Setup & recapped at the end) 12:00 PM Board members will arrive early to have lunch Slide show – prepped by Hville Board Lunch together 60 minutes 1:00 PM [10 min] Kelly welcomes participants and Warren Meeting Kickoff or Flipchart agenda Welcome & Agenda Review goes over the goals of the day, roles of those in the room, and reviews the agenda 10 minutes Objectives: • Understand and clarify our role and responsibilities as a Board • Align on near- and long-term Board priorities • Align around a Board operating structure to support these Roles: – The Board: active, engaged participants – Warren: facilitator – [Emily]: recording, facilitation support – Hville staff: support and point of reference 1:10 PM Warren introduces recap exercise. Flip Chart Pre-Work Recap [10 min] In pairs, share your pre-work responses with 15 minutes another Board member.  [5 min] Debrief as a full group around the question “What inspired you from your own pre-work and from your paired conversation?” 1:25 PM Warren introduces exercise. Handout or template of partnership ESB Partners graphic [15 minutes] Building off of a graphic put together 15 minutes with the help of Caitlyn and the pre-work review, Medium sized “blank” template to Warren facilitates a conversation around what role capture conversation on ESB’s role the ESB plays as compared to others in the space – What are others’ priorities? – Who do they represent? – How do they make an impact? 1:40 PM [10 min] Warren reviews the ESB charter, Handout w/ copy of charter Charter Review highlighting major responsibilities of the Board. Medium-sized “blank” template to 30 minutes [20 minutes] After the review, Warren opens the capture conversation floor for questions. – After looking at where others are, how do we fit in? What are our formal and informal roles and responsibilities? – What support can the City provide? – What are examples of things we cannot do? 2:10 PM BREAK BREAK 10 minutes 2:20 PM [10 minutes] Warren asks Board members to select a Vision Cards Visioning photo that represents their vision for the ESB. Each Board member shares their card and why they Mandala template to capture 45 minutes selected it. conversation on ESB’s vision [35 minutes] Warren facilitates a conversation on what the Board’s vision is – What impact do we want to have?  – What do we want the Hendersonville community to look like when it comes to ES? What do we want the impact of this Board to be? [10 minutes] Debrief visioning by trying to pull out ESB’s overall goals 3:05 PM Warren facilitates a conversation around what the Template of current focus areas w/ What to Take On Board wants to take on in both the near- and long- room to capture term, starting with commitments already made by the 55 minutes ESB and then moving to if there are new things to take Template of places where ESB has on. already made a commitment Recording Note: As Board members disucss topics, we Template split into a grid; columns for indicate lighter and heavier lifts for potential activities each focus area (+ an extra for ‘other’) and rows for near- and long-term [20 minutes] Warren reviews the commitments activities already made by the Board, asking them: are these activities still priorities? Are there any we can let go? Where can we increase momentum? Outreach and Events – Hendo Earth Fest – Sustainability Hero Award – Other events for community advocacy Energy Efficiency – Provides input to Sustainability Manager on City renewable energy and energy efficiency projects and suggestions Land Management – Bee City USA ESB representative Waste Management – ESB composting and waste reduction initiatives – Plastic Free Hendo (if ESB votes to continue on with this initiative. There was a resolution passed with City Council directing ESB to take on this effort so it may be worth continuing.)  – Composting project monthly maintenance (new subpod project awaiting approval) [15 minutes] Warren facilitates a conversation about what other near- and long-term priorities the Board might want to take on, in light of what is already happening [5 minutes] Ask Board members to vote with 1 “red” dot to show the activity that is their top priority and 2 “blue” dots for their next two priorities 4:00 PM BREAK BREAK 10 minutes 4:10 PM [30 min] Warren facilitates a conversation on what Large “blank” template to capture What Structure Supports structures the Board needs for support. conversation the ESB? Topics include: 30 minutes – How do we want to organize? – How often do we want to meet? – Is there anything we need from the City? 4:40 PM [20 min] Warren reviews action items from the day, Filled in Action Item Tracker Wrap-Up & Adjourn giving Board members an opportunity to answer unasked questions or share helpful insights and 20 minutes comments