August 7, 2025 board meeting agenda:

 

Discussion: Currently available means of dissemination of information

• Are current methods sufficient and appropriate? If not, how they can be improved or replaced?

• Email & USPS – including how communityscro@gmail.com should be used​

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August 7, 2025 board meeting minutes:

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Discussion: Currently available means of dissemination of information

Board Member Navratil accepted an action item to compile, for the September board meeting, a proposed communication plan for agendas/minutes, announcements, helpful community information/videos, bylaws, means for sharing & storing confidential files, means for hosting board chats and/or community chats about different topics (i.e., matters that have already been voted on and are not likely to be voted on in the foreseeable future), SMS, USPS, use of the SCRO gmail account, newsletter, social media such as FaceBook, etc., keeping in mind the need for consistent branding, and taking into account our desire to voluntarily comply with the Colorado open meetings laws and for all communication to be reasonably trackable and discoverable.

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September 4, 2025 board meeting agenda:

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Background: SCRO does not currently have an effective way of communicating information and engaging in transparent and civil discussions. Communication via private emails limits transparency and discoverability. Thus, the board needs to explore and implement effective communication mechanisms to solve these problems. During the regular board meeting on 8/7, Board Member Navratil accepted an action item to present a proposed communication plan at the September board meeting.

Presentation by Board Member Navratil: Preliminary release of a report on potential options for improvement to SCRO communications, both internal administrative, and to the general public (see attachment “Communications & Branding”).

Discussion led by Board Member Navratil: Provide feedback on the options presented and determine next steps.

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September 4, 2025 board meeting minutes:

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Discussion: Board Member Frase proposed that the remaining four major agenda items [including this one] be discussed in the 9/18 work session rather than this board meeting due to the time limitation.

Vote: Board Member Squire moved to forward the remaining four major agenda items to the 9/18 work session; Board Member Powell seconded the motion. A voice vote resulted as follows: The yeas prevailed; motion passed.

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September 18, 2025 work session agenda:

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Background: SCRO does not currently have an effective way of communicating information and engaging in transparent and civil discussions. Communication via private emails limits transparency and discoverability. Thus, the board needs to explore and implement effective communication mechanisms to solve these problems. During the regular board meeting on 8/7, Board Member Navratil accepted an action item to present a proposed communication plan at the September board meeting.

Presentation by Board Member Navratil: Preliminary release of a report on potential options for improvement to SCRO communications, both internal administrative, and to the general public.

Discussion led by Board Member Navratil: Provide feedback on the options presented and determine next steps.

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September 18, 2025 work session post-meeting notes:

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Presentation: Board Member Navratil gave a presentation on SCRO’s communication strategy. His main points were:

• Our board members are inundated with intra-board emails and we need to find a way to manage that communication so it can be preserved to meet state records retention requirements while also not violating Colorado’s Open Meetings Laws. We need to be able to easily search these communications.

• Each board member needs their own email address (firstL@scrocommunity.org).

  • This makes it clear who is sending the email or responding from SCRO.

  • When someone is no longer a board member, they would lose access to that email address.

  • Keeps SCRO business separate from each board member’s personal or business emails (not good to overwhelm someone’s business email box with SCRO business), which causes SCRO-related emails to get lost.

• Each board member needs a set of business cards with their name and contact information on it.

  • These are important when engaging with the public and other agencies.

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