Most of what Neighbourhood Forums achieve depends on meetings. As well as organising public meetings, Forum committees meet regularly throughout the year. A lot of time and effort goes into organising and attending meetings: it makes sense to make the most of them.
Here are some points to think about when organising a public meeting:
Arranging a meeting – you need to set a date and time of day at a venue that suits members and anyone else you want to invite to take part. Your constitution will tell you the notice period you need to give members of a meeting. You can give members notice of a meeting by email, phoning, posting a notice on the website, putting up posters or by circulating flyers or a newsletter. In your notice, you should highlight the subjects that will be discussed – this will form the meeting agenda.
Participants – who do you want to be there? Forum public meetings are open to everyone: members, associates and anyone with an interest in the area. You should invite your local councillors and anyone you want to speak on a particular subject on the agenda or who you think would be particularly interested or useful to have in attendance given the subjects on the agenda. (Note: you can invite other people to attend committee meetings as well – as long as the committee agrees. Forum committee meetings are usually open to members to attend).
Chairing – councillors, senior police and council officers and the local MP might come to forum meetings. They aren’t in charge of it. The chair is. The chair for public meetings is usually – but does not have to be – the person the committee elects to chair their meetings. The chair should not be the same person who is taking meeting notes. They should preferably not be one of the main speakers.
Meetings don’t have to be one person talking at a time from a table at the front of the hall. You can set the room up however you think will work best: in a semi circle, in rows or at seats around small tables. Splitting into small groups can give more people the chance to speak and is best if you want to get discussion going. Sitting in a semi circle – if you have space – places everyone on a more even footing and makes it more likely that people will actively take part in the discussion.
Minutes and Matters Arising – keeping records and acting between meetings
Organising Meetings – ideas for organising better meetings