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17 <br /> <br />Considerations for a Community Meeting <br />Community meetings are an effective way to educate and engage residents. They should be <br />structured in a way that is efficient but that also creates ample space for all voices to be heard. Here <br />are a few considerations for planning and hosting a community meeting. The Human Rights and <br />Neighborhood Involvement Office also has a helpful Outreach Tools and Materials guide available <br />on their website at www.eugene-or.gov/documentcenter/view/3608. <br /> <br />1. Allow enough preparation time. <br /> Give yourself at least a month to prepare for and advertise the meeting. <br /> Preparation includes finding a venue, creating an agenda, publicizing the meeting, <br />getting copies of informational materials, contacting potential speakers, etc. <br />o Potential speakers may include representatives from nonprofits currently <br />operating rest stops and car camping sites, Regan Watjus from the City <br />Manager’s office or other City representatives, neighbors or others experienced <br />with rest stops or car camps, involved community members, and other entities <br />that serve the unhoused population. <br />2. Identify the purpose of the meeting. <br /> Think about where your task team is in the process of finding a rest stop location. <br />o If you are early on in the process, use a community meeting to build support and <br />awareness by framing it broadly as a discussion on homelessness reduction <br />efforts supported by the City. <br />o If a site you have found has been deemed viable by City staff, frame the meeting <br />to be more informative and conversational about the rest stop program and the <br />potential for having a site in the nearby neighborhood. Having a skilled <br />facilitator to help lead the meeting may be beneficial in order to make sure that <br />space is given for all people to be heard and that a respectful and productive <br />meeting environment is maintained. <br />3. Create an agenda for the meeting. <br /> Be realistic about how much time each agenda item will take. <br /> If you have speakers, make sure they are aware of how much time they have. <br /> Leave enough time for questions. <br /> Keep the meeting on track and respect participants’ time. <br />4. Give an opportunity for introductions depending on the size of attendance and purpose of <br />the meeting. <br /> Discussion based meetings should always start with introductions. <br />5. Do not use jargon specific to homelessness issues or programs. <br /> Begin meetings by explaining the homelessness issue in Eugene and the program or <br />programs you are interested in discussing or pursuing. <br />6. Do not dictate the outcome of the meeting. <br /> Homelessness intervention can be a contentious issue. Make sure community members <br />feel heard when they voice a concern. Even if you do not agree with what someone says, <br />thank them for their time and willingness to participate. <br /> As these conversations can be very difficult, it may also be helpful for meeting <br />organizers to participate in a training with City staff on how to have difficult <br />conversations, to have City staff present at the meeting to help answer questions, or to <br />have a skilled facilitator facilitate the meeting. If interested in one of these options, you <br />can contact City staff for assistance. <br />7. Provide comment cards that allow for attendees to participate if they are uncomfortable <br />speaking in the group. <br />8. Bring flyers, maps, and news blast sign-ups with you. <br />January 23, 2019, Work Session - Item 2