The April Gold Hill Town Meeting covered several key points. Christine Maedke presented the Treasurer’s Report, detailing the organization’s financial status: $17,520.25 in assets. Discussions on liability insurance highlighted the need for broader coverage, including directors and officers (D&O) insurance, to protect against legal costs and fiduciary risks. The board proposed updating bylaws to clarify voting procedures, committee roles, and financial responsibilities. The Fire Mitigation Festival was scheduled for June 14-22, with various volunteer activities and a sunset trail race. The Senior Alliance subcommittees were also discussed, focusing on social activities, home evaluations, emergency preparedness, healthcare, transportation, and communications. The April Gold Hill Town Meeting discussed various community updates and initiatives. Val Crist proposed a social director role to connect youth and seniors. Gretchen1 confirmed that meeting minutes were sent via email. Maggie Simms proposed a barbed wire removal project on May 24. Christine Maedke reported Gold Hill School will have 12 students next year, with a need for more enrollment. The town is considering a new website, with Squarespace as a potential free option. The group also discussed the need for updated community information and the potential for a prototype website. The meeting concluded with a motion to ask Dru Houchin to create a prototype. The meeting was attended by Town Council Members: Dan Maedke, Kelly Veit, John Hatlelid, Gretchen Diefenderfer, Christine Maedke The meeting was attended by members: Boyd Brown, Bear Carlson, Poppy Copeland, Virginia Schultz, Steffi Wilson, Kris Gibson, Maggie Simms, David Brigham, Val Crist, Kaitlyn Barthell

Action Items

[ ] @Christine Maedke – Reach out to Dru to see if she is willing to provide a prototype Squarespace website design for the town to review.
[ ] Obtain quotes for additional liability insurance for potential implementation prior to Fire Festival.
[ ] Explore effectiveness of liability releases for volunteers.
[ ] Schedule a special meeting on May 12th, 7:00pm at the Gold Hill School to further discuss the proposed bylaw changes.
[ ] Investigate website traffic and usage data for the current Gold Hill Town Meeting website.

Outline

Opening Discussions

Kelly Veit, Boyd Brown and Dan Maedke discuss the use of AI for note-taking and liability concerns related to bus restoration and open exhibits at the museum.
Christine Maedke explains the functionality of Otter AI for note-taking and transcription during meetings.
Dan Maedke opens the meeting, reviewing and approving previous minutes, and then moves to the Treasurer’s Report.
Christine Maedke presents the Treasurer’s Report, detailing the financial status of the Gold Hill Town Meeting, including various accounts and balances.

Treasurer’s Report and Financial Clarifications

Christine Maedke explains the financial reports, particularly regarding the Mountain Stewards’ account.
Val Crist questions the origin of the Mountain Stewards funding, and Christine clarifies that the funds were from matching grant money generated by the Sunset Running Festival, as well as the committee’s self-funding.
Christine Maedke emphasizes the importance of accurate financial reporting and the need for transparency.
Dan Maedke opens the floor for questions on the Treasurer’s Report, and Christine answers specific queries about the Mountain Stewards’ funding.

Liability Presentation and Insurance Needs

Dan Maedke introduces the liability presentation, highlighting the need for insurance to protect the organization and its members.
Christine Maedke outlines the current insurance coverage, its limitations, and the need for additional coverage.
Christine explains the implications of not having adequate insurance, including personal liability for board members and the potential for significant legal costs.
Various options for liability insurance are discussed, including directors and officers (D&O) insurance, cyber liability, and umbrella insurance.

Discussion on Insurance Options and Costs

Christine Maedke provides real-life scenarios where D&O insurance would be beneficial, as well as defamation claims and employment practices liability.
Val Crist questions the specific motivations for seeking more insurance coverage, and Dan Maedke explains the potential risks associated with larger projects and grants.
Boyd Brown suggests considering the cost of insurance on a project-specific basis rather than a permanent policy.
Christine Maedke proposes gathering quotes from various insurance providers to compare costs and coverage options. [] A motion was called by Dan Maedke to allow the board to continue gathering information about liability insurance, so we can see what our options are and make an informed decision. Boyd Brown seconded, with the addition that a timeframe be added, preferably before the added risk of June’s Fire Festival. Dan amended the motion to add the timeframe, which was seconded by Val Crist. The vote passed with no opposition.

Proposed Bylaws and Voting Procedures

Christine Maedke presents proposed additions to the bylaws, including voting procedures and the use of Robert’s Rules of Order.
Val Crist suggests including a timeline for election notifications, and Christine explains where timelines can by found in the bylaws, as well as the ability too put details in the policy.
Discussion on the need for in-person voting versus other methods, with Bear Carlson emphasizing the importance of in-person voting by show of hands.
Maggie Simms and Val Crist suggest that voting procedures should be included in the policy manual rather than the bylaws for easier changes.

Committee Charter and Financial Oversight

Christine Maedke proposes a Committee Charter that outlines the purpose, duties, and authority of each committee.
The proposed charter includes the creation of standing committees with a level of autonomy and the ability to make strategic decisions.
Financial oversight and budget adjustments are discussed, emphasizing the need for clear policies and accountability.
The importance of having at least two signatories for financial transactions to ensure checks and balances is highlighted. [] A motion was made by Dan Maedke to have a special meeting to review proposed bylaw changes on Monday, May 12th at 7:00 at the Gold Hill School. Boyd Brown seconded. The resolution passed.

Fire Mitigation Festival Planning

Dan Maedke provides an update on the Fire Mitigation Festival, including the involvement of Teens Inc. and local volunteers.
The festival will include various projects such as tree trimming, grassland mitigation, and home hardening.
Dan Maedke mentions the need for volunteers and community members to participate in the festival.
Gretchen1 confirms the date for the town cleanup, which will be on Sat. May 31st, two weeks before the festival.

Senior Alliance Committee Updates

Val Crist shares updates on the Senior Alliance, including the formation of subcommittees for social activities, home evaluations, emergency preparedness, healthcare, transportation, and communications.
Specific contacts for each subcommittee are provided, and Val Crist emphasizes the goal of helping seniors age in place.
The importance of community resources and county support for seniors is highlighted.
Val Crist mentions ongoing efforts to improve transportation options for seniors, including potential grants and partnerships with other organizations.

Social Director and Meeting Minutes

Val Crist discusses the role of a social director, with intentions to connect younger and older community members.
Gretchen1 confirms that all information from the last meeting was sent out via email.
Val Crist mentions that her specifics on transportation were not included in the email but will be added to the town meeting minutes.
Gretchen1 clarifies that she is not responsible for the town meeting minutes and suggests sending out another email with additional information.

Cemetery Committee and Barbed Wire Removal

Maggie Simms announces a meeting on May 24 to remove barbed wire along Gold Run, involving dog owners to prevent injuries.
Maggie Simms mentions that volunteers will sign a general liability release order before starting the work.
Dan Maedke supports the idea and suggests pushing out another email for volunteers.
Maggie Simms plans to put up a poster at the store and send information to Gretchen for an announcement in the Gold Hill newsletter.

Fundraising and Merchandise Updates

Dan Maedke moves on to fundraising and merchandise updates, with no major updates from John Hatlelid.
Dan Maedke mentions the upcoming Peak to Peak Community Safety Fair and plans to take some merchandise.

Gold Hill School Enrollment and Staffing

Christine Maedke reports that Gold Hill School will have 12 students next year and will be managed by her as the K5 teacher.
The school will have a full-time para educator/office manager, Christine, who is also a highly qualified teacher. They will have an additional 15 hours of para, which they will be hiring for soon.
Christine Maedke expresses disappointment about losing JoJo and mentions the need for more students to get another teacher.
The school will have a play on May 7, and Christine invites the community to attend.

Historical Zoning and Local Business Partnership

Bear Carlson has no report on historical zoning.
Kelly Veit announces that he will be chairing the local business partnership group and invites interested individuals to join.

Native Gardens and Ecology Committee

Kaitlyn Barthell provides updates on a grant application for a pollinator garden at the Gold Hill School and plans for a plant identification speaker series.
Kaitlyn Barthell mentions growing native plants from seed and plans to give them away at the speaker series.

Neighbor Link and Evacuation Plan

Boyd Brown discusses the reactivation of the Neighbor Link and Safe Link systems for emergency communication.
The system will help with centralized communication during emergencies and evacuations.

Technology Presentation and Website Update

Christine Maedke presents the need for a new website due to the current site’s outdated design and poor functionality.
Options include updating content for free, rebuilding with Angela Bowman or Karelle Scharff, or using Squarespace with Dru Houchin.
Christine Maedke emphasizes the importance of having a modern, functional website for community communication and resource sharing.

Discussion on Website Update and Social Media

Gretchen1 expresses her willingness to continue updating the current website and suggests not adding more social media.
Val Crist supports updating the website but prefers not to add a social media presence.
The group discusses the importance of having a functional website and the potential benefits of using Squarespace.
A motion is made to ask Dru Houchin to build a prototype website for the town meeting. It wasn’t seconded, as a vote was deemed unnecessary.

Final Thoughts and Adjournment

The group agrees to ask Dru Houchin to build a prototype website and to investigate the current website’s traffic.
The meeting is adjourned with a motion from Gretchen1 and a second from John Hatlelid.

Christine Maedke
Gold Hill Town Meeting Treasurer
1011 Main St.
Boulder (Gold Hill), CO 80302
Personal Cell: 303-668-6809
Pronouns: She, her, hers

Gold Hill, Colorado

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GHTM Report on the April 14, 2025 town meeting

April Gold Hill Town Meeting

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