STAGING YOUR FIRST NEIGHBORHOOD MEETING .
The original planning meeting was only a stepping stone to this meeting . Now is the time for your dreams and hard work to become reality . The first meeting will be one of the most important meetings for your new group .
� Publicize the meeting . Use flyers , newspaper announcements , or feature articles to draw attention to the problem and the reason for the meeting . If possible , organize a group of volunteers to walk door-to-door to meet residents and invite them to the meeting .
� Contact elected officials . Invite your elected officials , neighborhood engagement program staff and Community Watch organizers to the meeting to explain what services are available to organized neighborhoods and to share suggestions for working together successfully .
� Arrange for outside speakers if necessary . Local speakers are readily available to come to your neighborhood association upon request . They could be active members from other neighborhood groups or staff members from the City of Arlington or other community agencies .
� Establish minutes for all meetings . Decide who among your group will take the minutes .
� A copy of the minutes of all meetings should be kept . Generally , the organization ’ s secretary should handle this task . ( See next chapter for position descriptions .)
� A summary of the first meeting could be later used as a handout or as the basis of a neighborhood newsletter . Take every effort to show that each attendee ’ s input was heard and recorded .
� Set up the next meeting : Don ’ t let people leave one meeting without knowing about the next meeting . Decide :
• When will it be held ?
• Where ?
• How will it be advertised ?
What to Avoid :
� Avoid spending too much time during general meetings attempting to solve organizational problems . Instead , consider setting up committees to discuss and offer solutions to the larger group .
� Discourage participants from becoming cliquish and excluding others from participating , making decisions , and getting things done . Instead , include newcomers from the beginning , tap into other people ’ s skills , and delegate authority .
� Avoid non-democratic leadership and decision making . Remember that people only participate when they feel supported , valued , and part of a worthwhile cause .
Neighborhood Organizational Handbook – Arlington , Texas 7