This is the start of the discussion thread.
This is an email report from James Vann:
moc.loa|nnaVEsemaJ#moc.loa|nnaVEsemaJ to districtcoordi.,….
For information, the District 3 Town Hall Planning Core met yesterday afternoon in the Mayor's Conference Room for its second meeting. Updates since the first meeting of the Planning Core since its first meeting last week are noted in bold below.
The second planning meeting for the District 3 Town Hall (W Oakland, Adams Point, Lakeshore, Downtown) was held yesterday, Wednesday, Jan 19. The meeting (4pm to 5pm), attended by 6 community members (down 1, plus 4 staff), was held in the Mayor's Conference Room. The meeting was led by Richard Cowan with Maisha Everhart of Mayor Quan's office & Carletta Starks of CM Nadel's office.
TOWN HALL PRESCRIPTION (per Mayor Quan):
GENERAL OUTLINE: Probably applicable in similar form to each subsequent Town Hall in the various Districts, and may be of assistance to others involved in planning their District's Town Hall.
PLANNING CORE: Each District should assemble a committed Core of 7 to 10 community members who will remain involved throughout the planning period. Schedule a minimum of 2 (or 3) planning meetings; one week apart. Final "wrap up" meeting should be no less than 2 (or 1) weeks before the Town Hall in order to allow adequate time for promotion and outreach.
OBJECTIVE: Taking City Hall 'on the road;' openness & accessibility; message that new Mayor will serve & be concerned with needs of entire City; increase Mayor's knowledge of each District; encourage NHs to work together; provide awareness of available city services, contacts & responsible officials, numbers to call. [NO invitations to local organizations to setup information tables, as objective of the TH is for Mayor to hear from residents of their concerns.]
TIME OF TOWN HALL: 11:00am to 1:30pm (Date has been changed to Saturday morning).
DATE OF TOWN HALL: Saturday, Feb 5 (Date selected by Mayor Quan).
TOWN HALL LOCATION: Lowell Middle School (14th & Market) in either Gymnasium or Cafeteria (to be determined by School Principal). (Richard and Maisha toured several possible venues proposed by community members.)
GENERAL AGENDA: 11a - 12n: Mayor opens, intros invited city officials & roles; Mayor and CM Nadel speak. 12n - 12:45pm: Breakout groups. 12:45 - 1pm: Reports-back (turn in summary notes). 1:00p - 1:30p: Open mic (informal, 1/2 hour, for voices who feel were left out). 1:30p: Mayor sums up & adjourns T-H.
BREAKOUT TOPICS: Determined by District priorities (CM Nadel's Aide had prepared a list of issue subjects collected over time from constituent complaints and known District conditions. These will be aggregated into related topics and will become the titles of "breakout groups." The Mayor's 3 priority issues may also be subjects of breakouts).
REFRESHMENTS: Since the Town Hall will now extend over the Noon hour, the desired refreshments list is now expanded beyond Cookies & Water & Soft Drinks (poured from large bottles to reduce waste) to now also include Fruit, Pastries, Bagel (donations will be sought). [Residents (& CM Nadel's Aide) took assignments to obtain donation commitments].
IMPLEMENTS: [Residents suggested that Mayor's office provide cups & napkins (no forks or spoons needed)].
ACCOMMODATIONS: Assume appx 300 attendees. Venue must have chairs & tavbles (if needed).
OUTREACH LEAFLET: A "draft" of a leaflet developed by a community member was circulated and commented on for desired revisions. Comments were given by the Planning Core. The designer will meet tomorrow with Sue Piper to finalize the text and graphics. Then a "PDF" will be sent by email to each person of the Planning Core to make copies and for each to do their own distribution. Sue Piper to be asked to schedule "press releases" prior to the date of the Town Hall. [Completed template of leaflet layout may be usable for other Town Halls ?]
PRINTING & DISTRIBUTION (flyers, leaflets for distribution, etc): Mayor's office & CM Nadel's office will email to a broad list of District contacts from city files. Printing and direct distribution of leaflets within the District will be the responsibility of Planning Core members & BBBON.
NEXT PLANNING MEETING: There will be one final meeting of the Planning Core in one week (same time & place, Wed, Jan 26, 4pm, Mayor's Conf Rm, City Hall) for last check-in on commitments and open issues; determination of "Breakout" topics; review strategy for 'promotion' of Town Hall (PR, media, other); and for outreach & leaflet distribution (a community member will check policy at each school in District re dissemination of leaflets to students to carry home). Determine Town Hall assignments.