Introductions can be informal or take a more formal approach, such as written position papers that define an individual's expectations and goals for the processes and products. Meeting frequency is derived from the size of the task and its deadlines. In order to accomplish an assignment, a board may need to meet frequently. Many citizen committees meet monthly, but specific projects or responsibilities may dictate different schedules. Board members should play a major role in determining meeting frequency.
Communication is maintained between meetings.
Minutes of each meeting are kept for the record and distributed to remind participants of past events and decisions. Issue papers are distributed prior to meetings to help people prepare and to aid discussions. Many agencies keep local representatives informed with periodic status reports. Decision-making bodies need time to adjust to the dynamics of public involvement. In some cases, important informal communication occurs during breaks or outside formal meeting hours.