Green Cities Coalition

The purpose of the Green Cities Coalition is to promote ecologically, economically and socially healthy cities in El Paso County, for the benefit of present and future residents of the Pikes Peak region. We envision healthy, equitable and sustainable communities, both human and natural.

Look Over the Proposed Steering Committee Charter

On the first anniversary of Green City Summit 1, Jan. 31, members of the Green Cities Coalition will have a chance to approve a proposed Steering Committee charter and elect Steering Committeee members. The annual meeting will be held at from 12-2 pm. Jan. 31 at the Center for Creative Leadership, 850 Leader Way. Here is the proposed charter - please read it and bring any approvals or concerns Saturday.

Green Cities Coalition Steering Committee Charter

1.0 Charter Purpose The Green Cities Steering Committee charter defines the scope, goals, objectives, and overall approach used by the group for guiding the Green Cities Coalition (GCC) of the Pikes Peak Region forward towards its goal of promoting a healthy, equitable, and sustainable community. This charter will be the single point of reference for the organization, scope, goals, and objectives for the Green Cities Coalition Steering Committee and is applicable from the time of its signature. This charter will be evaluated and updated each year on the anniversary of its signing.

2.0 Steering Committee Scope The members of the Green Cities Coalition Steering Committee will serve as the governing body for the GCC and its Working Groups. The GCC Steering Committee (SC) will provide a consistent message to the public and clear guidance to the Working Groups.

2.1 Goals and Objectives The GCC Steering Committee has two sets of goals and objectives. The first set guides interactions within GCC. The second set guides interactions with the public. Internal goals and objectives for the GCC SC are: » Develop and maintain a set of policies that define the processes and practices that assist GCC members and Working Groups support the mission and objectives of the GCC » Define the roles and functions of GCC Working Groups » Act as a resource for and provide support to the Working Groups » Foster cooperation within and between the GCC Working Groups » Clarify Working Group expectations regarding tasks and goals » Coordinate and facilitate Working Group interactions with the public » Provide fiscal management The public interface goals and objectives for the GCC Steering Committee are: » Develop a powerful voice for sustainability within the Pikes Peak region » Foster cooperation with Colorado Springs and the greater Pikes Peak community's sustainable entities » Enhance the reputation of GCC to enlist a broad base of support within the community » Be the public face of the GCC » Membership development

2.2 Steering Committee Elections The Steering Committee seats will be elected during the annual Green Cities Coalition Meeting. Only Green Cities Coalition registered members for a minimum of four months prior to the election may vote during Steering Committee elections. The first election will fill all seats. Subsequent elections will fill three seats. The first Steering Committee meeting after the first election will determine which seats will expire over the next several years. Two months prior to the annual meeting the current Secretary will send an e-mail to the entire Green Cities Coalition membership requesting nominations for Steering Committee seats. All submitted nominations will be placed on the ballot, subject to approval by the nominee. For the first election, the top nine vote-getters will fill all seats for upcoming term. Subsequent elections will have either two or three top vote-getters filling open seats. Terms will begin with the first meeting after the annual GCC meeting. The first meeting will welcome the new members and bid farewell to the exiting members. This meeting of both incoming and outgoing members allows for some knowledge transfer. In addition, election of officers will also take place during this first meeting after the elections.

2.2.1 Officer Elections During the first meeting after the election, the new Steering Committee membership will nominate and elect officers. The officer positions are Chair, Treasurer, and Secretary. See the Roles and Responsibilities section below for descriptions of each officer position.

2.3 Tenure The first elected Steering Committee will have different tenures. Three of the seats will have a one-year term. Three seats will have a two-year term, and three seats will have a three-year term. Subsequent elections will have three-year terms. There will be a maximum of two consecutive terms.

2.3.1 Officer Tenure All officer positions will be for one year. Each year at the first meeting after elections, new officer elections will be held. There are no maximum numbers of terms for officers beyond that for membership on the Steering Committee.

2.3.2 Vacancies All vacancies will be filled via appointment by the GCC SC for the remainder of any unfinished term. At the completion of the term, the seat will be filled using the standard election process.

2.4 Meetings GCC SC meetings will be held a minimum of bi-monthly while policies, processes, and practices are being developed. Once the GCC SC has fully defined the way forward for GCC and the Working Groups, meetings will be held a minimum of monthly. Meeting notices with time and location shall be communicated by e-mail and posting to the GCC web site calendar a minimum of one week prior to the meeting date. All meetings will be conducted when a quorum is represented. The total number of members in the GCC SC is nine. A quorum is then defined as five.

2.4.1 Attendance More than three consecutive unexcused absences by a GCC SC member for regularly scheduled meetings by any member will be deemed a resignation.

2.5 Roles and Responsibilities The GCC SC is comprised of officers and elected GCC membership representatives. The roles and responsibilities of each of these members are described in the paragraphs below.

2.5.1 Officers The GCC SC has three officer positions Chair , Treasurer, and Secretary. Officers are nominated and elected by the GCC SC. All officers additionally work toward fulfillment of the goals and objectives of the GCC SC defined above and the roles and responsibilities described for the SC below.

2.5.1.1 Chair The GCC SC Chair provides the agenda for each SC meeting and facilitates the meeting on the approved agenda. The facilitator is also authorized to field media inquiries, represent the GCC at meetings and provide internal communications to GCC members.

2.5.1.2 Treasurer The GCC SC Treasurer will maintain the books for GCC. A report detailing receivables, expenditures, and ending balance will be provided for each GCC SC meeting. Initially these reports need not be formal reports. As incoming donations and outlays increase, monthly, year-to-date, and trending should be provided. At the point expenditures and receivables increase past two thousand dollars, audits by a third party should be considered.

2.5.1.3 Secretary The GCC SC Secretary will work with the Facilitator to develop the agenda for each SC meeting and post the agenda to the GCC website at least two days prior to the meeting date. The GCC SC Secretary will also take minutes for each SC meeting and post those minutes to the GCC website within one week after the meeting date.

2.5.2 GCC Steering Committee The GCC SC is elected by the greater GCC membership. The GCC SC works toward fulfillment of the goals and objectives of the GCC SC defined above. The GCC SC reviews, provides feedback, and approves all GCC processes and procedures before implementation. Each member of the SC will become a mentor/guide to each of the Working Groups by attending some meetings and providing guidance as necessary. The assigned SC member will become the spokesperson for the Working Group. In addition, the GCC SC will convene a joint Working Group meeting quarterly or bi-annually where all Working Groups can get together and share progress and information on other Green groups in the community.

2.5.2.1 Public Communications As the GCC SC is the public face of the GCC, all communications will come through the SC. In general, the Chair will be the actual conduit to the media and the public, however, the SC determines the applicability and approves the content. If there is disagreement on content that is taking too long to resolve for providing timely communications, the Chair may step in and provide the final determination on content.

2.5.2.1.1 Communications Committee The GCC SC will convene a sub-group of the SC to develop guidelines for content and language allowable for both written and verbal communications. The Communications Committee will also work with the GCC Working Groups to develop key speaking points for each topic for commonality of communications. This will allow the GCC SC to provide timely responses or feedback on issues of concern to the GCC or to requests for comment by the media.

2.5.2.2 Working Group Formation The GCC SC has the sole responsibility for approving the formation of a new working group that wants to operate under the GCC umbrella. A working group should consist of a minimum of five members and be relevant to the mission of the GCC. GCC members wishing to form a new working group should complete the Working Group Formation Application and submit it to the Secretary. The GCC SC will review and discuss the application and vote to approve or disapprove the application. GCC members that submitted the application may attend the meeting when the application is being reviewed to answer questions.

2.5.2.3 Process & Procedure Development Committee The GCC SC will convene a sub-group of the SC to develop processes and procedures identified by the GCC SC or the GCC. The GCC SC reviews and approves all new or updated processes and procedures.

3.0 Steering Committee Authority The GCC SC is established by the authority of the members gathered at the first annual meeting, Jan. 31, 2009.

Join a Working Group

In the near term, we will seek to expand recycling services, increase incentives for use of renewable energy by both residents and businesses, and expand mass transit. We also have Working Groups for our Web site, Education, Governmental Relations and Coalition-Building. We are building a comprehensive Web site on sustainability, including a green calendar.

The Green Cities Coalition held a successful Green City Summit 2 on June 5 at the new Colorado College Cornerstone Arts Center. Nearly 150 individuals and groups have now joined the coalition and have formed Working Groups around achievable local goals. Most of these Working Groups are taking the next step to develop tactical plans to achieve their goals. Click on the Calendar link to see the current schedule of Working Group meetings and coalition-member events.

For more information, contact Steve Saint at sustain@ppjpc.org or (719) 632-6189.