Proposal Development Meeting 1 - Prioritize

In this meeting budget delegates will prioritize their top 6-7 ideas for their issue committee and decide what research is needed to draft the proposals. 

Objectives 

By the end of the session, issue committees will have:

• prioritized their top 6 ideas

• a research plan for developing these ideas

Time

• 2 hours 

Materials 

Digital

• Proposal Development Facilitation Guide

• Create spreadsheets for idea rating (example)

• Budget Delegate signup & Survey template (requires translation) - if you haven’t sent out yet, create as the proposal development meeting dates are set

  • Budget Delegate Sign up Form

  • Budget Delegate Demographic Survey - this can be sent in the email or during meeting 1

• Pre-work email (Resource 1) - send at least a week in advance, send a reminder the day before.

• Slides: pdf / keynote (update Feb 21, 2023)

• Proposal template - review in case delegates have questions about what they will (eventually) need to write

Printing

• Create a RSVP sign in sheet with columns: Name / Email / Issue committee / Signed in / Turned in demographic survey; Make sure there are blank rows for walk-ins

  • Budget Delegate list has the list of people that expressed interest in orientation

  • Budget Delegate RSVP list - has the list of people that have completed the RSVP form

• Budget delegate responsibilities & norms (spanish) — print 1 for every 1-2 participants so that issue committee members can review at their table

• Paper idea ranking sheets - print enough copies for anyone who didn’t enter their rankings online

  • 1. Housing

  • 2. Transportation

  • 3. Environment

  • 4. Health & Families

  • 5. Education, Arts & Culture

  • 6. Economic Development

  • 7. Justice, Safety, Justice & Government

• Survey English / Spanish - print 1 for each participant and a few extras.

• Signage - print out flyers or posters to direct people to the room

Materials

• Name tags - enough for every budget delegate + extras

• Markers - several for sign in

• Pens - enough for every budget delegate + extras

• Tape - for hanging up flyers

Services

• Sharepoint - create accounts for the budget delegates

• Slack - create account for the budget delegates

Preparation 

Several weeks before

• reserve room, microphone, speakers, projector

• order any necessary swag

1 week before

• send pre-work to prioritize proposals

Several days before

• order food 

• order interpretation

• create Lyft vouchers

• order childcare

• buy supplies

• create RSVP sign in list

• print materials

• send reminder to finish the pre-work

• add budget delegates to the sharepoint and slack

• assign issue committees

1 hour before

• setup room

• test AV

• setup signup table:

  • name tags & sharpie

  • RSVP list

  • sign-in sheet

  • pens

• distribute printed materials and pens

• receive food

Procedure

Sign in

• Check participants off sign up sheet as they walk in, add new people to sign-in list

• Ask participants to fill out name tag

• Ask participant to fill out demographic survey and check off who has completed the survey

I. Welcome (5 min)

• Thank everyone for coming and interest in becoming a facilitator

• Share outcomes of the session

• Review agenda 

• Review norms 

II. Launching your team 

• Goals 

• Norms / Decision rules 

• Roles 

III. Prioritize top 6-7 ideas 

• Review community data and discuss needs 

• Discuss project idea list and eligibility criteria 

• Select priority projects  

• Assign delegates to work on priority projects 

IV. Plan research 

• Identify important research questions and site visits needed 

IV. Next steps (15 min)

• Drafting proposals, use template & policy dev guide 

• ??? Reaching out to the community ??? 

• Meeting survey (if not already done

Homework 

• Research & site visits 

• Draft 6-7 proposals 

After the meeting

• Submit receipts

• Restock supplies

• Restock swag

• Share successful meeting on social media & newsletter

• Send thank you messages