Conducting Town Meeting Checklist

-   Arrange facility. The facility where the meeting is held should be
    large enough to accommodate all attendees comfortably, yet small
    enough to maintain a sense of unity. It also should be a place that
    is neutral, conveniently located, and non-intimidating. Avoid
    government buildings. Instead, choose a school, place of worship, or
    community center. If your community has suffered widespread damage
    that affects a number of different neighborhoods, consider holding
    several small-group meetings; one in each neighborhood.

> Once you have determined the location of the meeting, determine how
> best to set up the room. For large groups, you might have no choice
> but to use an auditorium-style arrangement. For small groups, consider
> a circular or U-shaped arrangement. Work with the manager of the
> facility to determine what arrangements are feasible and who is
> responsible for setting up the room. Also, ask if any equipment you
> might need (e.g., overhead projector, easels and pads, etc.) is
> available to you.

-   Publicize meeting. Use radio and television, newspapers, and posted
    notices to announce the date, time, location, and purpose of the
    meeting. Post notices in houses of worship, schools, community and
    shopping centers, and other places where people tend to gather. If
    possible, use direct mailings. For communities where foreign
    languages might be spoken, be sure to use both English and the
    community's language in announcements and notices. If necessary,
    provide a translator at the meeting itself.

```{=html}
<!-- -->
```
-   Identify facilitator. The facilitator conducts the meeting. He or
    she might also be a speaker. In any case, the facilitator:

```{=html}
<!-- -->
```
-   Ensures the meeting room is properly set up, and all equipment and
    materials are available

-   Ensures the meeting begins on time and adheres to the agenda

-   Introduces speakers

-   Maintains order

-   Facilitates question-and-answer sessions and open discussions

```{=html}
<!-- -->
```
-   Identify speakers. Choose speakers who are credible messengers of a
    given topic. For example, for the first town meeting, ask your SHMO
    to explain hazard mitigation, property acquisition, and other
    fundamentals. When identifying both facilitators and speakers,
    include individuals who appeal to the audience, such as
    neighborhood, property association, and religious leaders.

```{=html}
<!-- -->
```
-   Establish protocol. Protocol simply means the rules of conduct that
    govern the meeting. Establish expectations for people's behavior and
    discuss those expectations near the beginning of the meeting.
    Examples include---

```{=html}
<!-- -->
```
-   Everyone should demonstrate tolerance for differing opinions.

-   Everyone should allow speakers to speak without interruption.

-   Everyone who wants to will be given an opportunity to speak.

```{=html}
<!-- -->
```
-   Develop agenda and presentation notes. Develop a meeting agenda and
    make enough photocopies for all speakers and potential attendees. As
    you develop your agenda, estimate how much time should be allowed
    for each agenda item so you can estimate the length of the entire
    meeting. For meetings over 90 minutes, schedule a short break (10 to
    15 minutes) between two agenda items about halfway through the
    meeting. Using the agenda, develop presentation notes with "talking
    points" that the facilitator and speakers can use to ensure they
    cover all necessary topics. Make enough photocopies for the
    facilitator and all speakers.

```{=html}
<!-- -->
```
-   Prepare briefing materials. Develop handouts, transparencies, and
    other presentation aids. The Toolkit contains such materials, as
    appropriate, for each town meeting mentioned in this handbook that
    you may use as is, or customize. Whenever you distribute
    questionnaires or other handouts that you want the attendees to
    return to you, be sure to distribute self-addressed, stamped
    envelopes as well. You will have a better chance of receiving them
    back in a timely manner.

```{=html}
<!-- -->
```
-   Gather equipment and supplies. The facility might have equipment and
    supplies, such as an overhead projector, easels and pads, etc. that
    you might need. If not, you will need to take equipment and supplies
    to the facility, and set them up before the meeting begins.

```{=html}
<!-- -->
```
-   Prepare to record minutes. Designate a team member to record
    proceedings, identify concerns and issues, document action items,
    and then compile minutes of the meeting. For large meetings or
    meetings with breakout sessions, you might need two or more
    recorders. Use easels and pads to capture property owners' concerns
    during open discussions so they are visible to all. Maintain a copy
    of the minutes in the project files. The minutes help prove that you
    are meeting the public notice requirements.

```{=html}
<!-- -->
```
-   Invite your local congressional representative. Write and mail or
    fax a letter on official community letterhead to your congressman or
    congresswoman formally inviting him or her to attend your meeting.
    Your representative is interested in what happens in his or her
    district and might prove to be a valuable ally. A sample letter of
    invitation follows on the next page.

```{=html}
<!-- -->
```
-   Invite state officials. Consult with your SHMO, and follow his or
    her directions for inviting state officials. Also, ask about
    inviting FEMA representatives.

\[Insert date\]

The Honorable \[Insert name\]

Representative in Congress

\[Insert first line of local address\]

\[Insert second line of local address\]

Dear Representative \[Insert last name\]:

As you know, on \[Insert date\], the President declared \[Insert State's
name\] a federal disaster area due to damage caused by \[Insert disaster
event; e.g., the recent flooding of the Ohio River\]. Our community is
now eligible to apply for federal funds under FEMA's Hazard Mitigation
Grant Program (HMGP).

On \[Insert date\] at \[Insert time\], we are holding a town meeting at
\[Insert specific location to include name of building, street address,
room number, etc.\]. The purpose of this town meeting is to explain some
of the basic concepts of the HMGP and property acquisition, one of the
mitigation alternatives funded by the program. We also hope to determine
if the property owners within our community are interested in
participating in a property acquisition project. If they are and we
receive a grant under the HMGP, we will use FEMA funds to purchase
properties that have been substantially damaged or suffered repetitive
loss.

We request the honor of your presence at this meeting. We are confident
that your presence will be a source of comfort to our citizens during
this stressful and disrupting time. We also invite you to say a few
words at the beginning of the meeting. Please inform my office whether
or not you will attend our meeting and any special requirements that you
might have.

If you require any additional information or if I can be of any
assistance, please call me at \[Insert telephone number\]. Thank you.

Respectfully,

\[Insert Official's Name\]

\[Insert Official's Title

This page intentionally left blank.