Chapter 05 – Your First Neighborhood Association Meeting

The first general meeting is an opportunity to announce the formation of your Association, solicit members, and discuss specific issues on which the group would like to focus.

Tip
Don’t feel overwhelmed when thinking of the first meeting. This is just an initial step in raising awareness and organizing your neighborhood. RNeighbors staff and Board members will facilitate the first two or three meetings, guiding the group in getting up and running.

Steps Toward a Successful First Meeting

1. Decide on a convenient time, date, and location by meeting with your core group. Generally 7 pm on a weekday evening works the best for Association meetings. Saturdays are good for some residents but not for government people, who will want to participate or present.
2. Locate a place that is centrally located and familiar to neighbors. It must be accessible to all. The location can set the mood and friendliness of the meeting. Try to estimate attendance. The room should be comfortable but not so large as to make the people feel lost or overwhelmed. Locations that other Neighborhood Associations use include schools, churches, and even parks.
3. Prepare a flyer that states the time, place, date, and purpose of the meeting. Include a map that clearly shows the building where the meeting is to be held. Distribute the fliers door-to-door in the neighborhood at least a few days in advance, but no more than a week, as people may forget about the meeting.
4. Check with the principal of the elementary school in your area about including an announcement in their newsletter.
5. Consider providing a babysitting service or other activities to keep children entertained.
6. Contact local churches and request that the meeting be announced or listed in their bulletin.
7. Set up the room for the meeting in advance. Tables and chairs should be in place, arranged so people can see other’s faces. Test any special equipment in advance (PowerPoint projectors, speaker systems, etc).
8. An attendance sheet should be provided to collect contact information for each of your neighbors. This information should only be used for neighborhood related announcements, not business related mailings.
9. Serve refreshments, as it enhances the friendliness of the environment. These can be baked by a neighbor, or donated by businesses within your boundaries.

First Meeting Format

1. Introductions of core organizers (those who decided a Neighborhood Association was needed in their neighborhood and put in the time to organize it).
2. Explain why everyone was invited to discuss organizing. Was it after some neighbors heard about another neighborhood successful in organizing? Perhaps a particular project or issue that needs addressing? Was it in reaction to development? Or maybe neighbors just wanted to meet each other?
3. Introduction of RNeighbors’ facilitators. Explanation of RNeighbors’ mission, programs, and resources.
4. Facilitator leads neighbors through a discussion of the following questions, listing answers on an easel or flip chart paper:
   a. What do you like most about your neighborhood?
   b. What would you like to see changed/improved?
   c. What changes could you make by yourself?
   d. What changes would be easier made as a group?
5. Things that other Rochester Neighborhood Associations have accomplished.
6. Announcement of next meeting.
7. Thank everyone for attending.

The goal of your first (and sometimes second) meeting is to explore interest and generate interest. This is your opportunity to share with your neighbors all the reasons you think your neighborhood would benefit from organizing. Keep it simple and upbeat so people continue attending.

Previous: Chapter 04 – Getting Started

Next: Chapter 06 – Future Meetings Guidelines for Core Group