Citizen Participation Committee Meeting Notes

December 10, 2003

Present:

Kevin Biglin, Christine Forde, Jane Marvin, Polly McMurtry, Diane Meyerhoff (facilitator), Tiffany Ward

After introductions, housekeeping items were discussed:

• A glossary of terms was distributed, and Christine suggested that we have a list of often-used terms on the conference room wall. Diane and Christine will work on this.
• Name cards will be made for all CPC members
• CPC binders will be made up for those who want them to organize their materials.
• Meeting scheduling: Jane would prefer afternoon meetings.

Committee Purpose, Procedures, and Governance

Decision-making

After discussion of decision-making methods, the committee agreed to the following: we will use informal polling to put issues and positions on the table. We will strive for consensus whenever possible. If consensus cannot be reached, voting will take place with majority rules.

 

Procedures

• The committee will elect a Chair to prepare agendas and run meetings. We will do this when the majority of the committee is present. The Chair will serve through our current committee's life, September 2004.
• The committee will report to the CCMPO Board through Jim Manley, our board representative with the help of Christine Forde. Diane will provide bullet points for him. If we want a response from the board, we should clearly ask for one.
• We will create a short written meeting evaluation form for the Chair to review.
• We will start and end on time, with agendas providing suggested times for each item.

 

Membership "Rules"

• We will not have attendance requirements, but will follow-up with members who don't attend meetings. We will explore further how to be sure that everyone can attend. (What are the barriers? Transportation? Time? Location? Diane will explore this)
• If a member cannot attend, alternates will be allowed, although they must be people who are knowledgeable about the topic. If the member prefers, s/he can provide input to the Chair when they expect to be absent.
• Phone attendance is allowed.
• We need to develop a process to nominate new members when someone resigns.

 

Ground Rules

• People are listened to and respected.
• We prefer meetings to be informal, since they are relatively small. The Chair will be responsible for insuring that everyone has a chance to participate.

 

The January meeting is scheduled for January 21 st , 9-11AM . If Diane finds that this time is inconvenient for the members who did not attend today's meeting, she will contact everyone about a time change. Our agenda will be to revisit the procedures, talk about the CCMPO Public Involvement Plan, and discuss upcoming CCMPO projects.

 

The meeting was adjourned at 11AM .

Prepared by Diane Meyerhoff, December 15, 2003