Information Meeting Guide

• Ask for someone to take a few notes on interesting findings and outcomes of the meeting, especially any Vision sharings and logistical decisions.
• You can then include these in your followup email communications.

• Introduce yourself and why you volunteered to initiate this program on your block or in your building.

  The “why” is important as it allows others to know what motivated you to dedicate your time to this endeavor. As you prepare, take time to think about all the reasons - both personal and pragmatic - you are doing this. Along with the inspiration it provides, it also models for others how to reach for a similar level of depth in what motivates them.

• Thank everyone for coming and confirm that they have provided their address and contact information.
   
• Explain that the purpose of this meeting is: 
  • To learn about the Cool Block program.
  • For those interested, to start a Cool Block team.

    This provides an immediate signal that the meeting has relevant outcomes and begins assuaging any concerns they may have about whether this will be a worthwhile investment of their time. 

• If you have the technical capability, show the video Cool Block - A Deeper Dive.

  If you wish to display the video on your flat screen TV, test to see if it streams well to your device; if it does not, you may wish to download the video for better performance.  Alternatively, simply display it on your laptop or tablet.  This video is also on the bottom of the homepage of the Coolblock.org website so people may have watched it on their own before or after the meeting.

• Invite neighbors to answer these four questions.
  1. What is your name?
  2. Where do you live?
  3. How long have you lived on the (or in the building)?
  4. What motivated you to attend the meeting?

  This seemingly innocuous part of the meeting is very important. This is the formal beginning of the relationship-building aspect of the program. Ultimately, it is the social connection that neighbors have with one another that motivates them to take the leap and participate in a neighborhood-based program.

The program structure has already been introduced in a video at the start of the meeting.  This section reviews the important elements of that program structure.

• Meeting format: Once the team is formed, it meets eight times, every two weeks or so, over 4-6 months, and takes individual and collective actions. Some actions will be done in this time frame; others will require more time and extend into the future. There is an option to continue the program and expand it to other blocks.
   
• Program Themes: These eight meetings are divided into five themes: becoming resilient, creating a low carbon life, practicing water stewardship, increasing the livability of the block, and creating a cool city. Some of these themes are household centric and some block centric.
   
• Household-Centric Meetings: In the household-centric topic meetings, team members will choose the actions we each wish to take based on the options in that section of the program. We will then fill out our action plan and take action over the interval between meetings, or beyond if needed.
   
• Block-Centric Meetings: In the block-centric topic meetings, the team will choose the actions we wish to take together based on the options in that section of the program. We will then form an action teams, divide up responsibilities, make a schedule and take action.
   
• Topic Meeting Format: Each topic area has an action-planning tool for making a plan, taking action and reporting results. Each topic also has a topic-meeting guide for the Topic Leader.

  This careful review of the program specifics increases confidence and furthers the onboarding of each team member into the process and program at-large.

• Ask for a show of hands of neighbors who would like to participate in the program. Acknowledge those who raise their hands and draw out any concerns from those who didn’t.

  A simple technique is to raise your own hand to indicate the desired action as this provides a visual cue for others to follow.

  Most people will raise their hands. But some may not for various reasons. The issue holding them back from committing is often easily resolved. Often the group itself comes up with solutions to the issue and this conversation turns into a teambuilding exercise. The purpose here is not to cajole people to participate if they are not inclined to, but rather not to let them fall through the cracks for lack of reaching out. 

• Tell those ready to form a team that you will meet right after the meeting to organize the logistics for the next meeting.
   
• For those not wishing to participate at this time, let them know that they are welcome to participate in block-scale actions. If they need to check in with their spouses or roommates, let them know you will be reaching out in a few days to find out if they will participate. Invite both groups to stay and partake of refreshments.
   

• Set a date for the Team-Building Meeting.
  This can sometimes require a bit of give-and-take, which itself is an important skill to develop in building a place-based community.
• Tell new team members that you will send them registration information before your Team-Building Meeting.
• If anyone knows other neighbors they think might wish to join, ask them to share the followup email that you will send to everyone.