Meeting preparations

This page was written when we met regularly. We're keeping it around in case we get back in to that.

Before the previous month's meeting

• Set the date and, if possible, the location.
• Announce them at the previous month's meeting.
• Add them to the home page.

Two weeks before the meeting

• Choose a time and place for the coordinating committee meeting.
• Add the CoCo meeting to the home page.
• Mail group to invite them to the CoCo meeting.

One week before the meeting

• Coordinating committee meets
• Assign every task below this point on this list to someone.

Before the meeting

• Write an agenda.
  • Share it to the CoCo for editing.
  • Link to it from the home page.
  • Print a copy for anyone who will lead or speak at part of the meeting.
  • If appropriate, print copies for other attendees.
• Write a flyer.
  • Share it to the CoCo for editing.
  • Print copies.
  • Post in neighborhood businesses and, if appropriate, distribute to residences.
• Post an event on NextDoor.

Approximately the Thursday before the meeting

• Mail important people who are not members of our email list to let them know we're meeting. Currently Dave does this and has a list of addresses.

Approximately the Monday before the meeting

• Mail the entire group to remind them of the meeting. Include a link to the agenda if appropriate.

During the meeting

• Take minutes. Where possible, put a name next to every action item.

After the meeting

• Update the home page to reflect that the meeting has taken place.
• Circulate minutes to CoCo for editing.
• Link to minutes from home page.
• Mail the entire group with a link to the minutes.
• Carry out action items.