meeting in a box - wordpress.com · 2015. 7. 15. · 1. copies of meeting agenda, questions for...
TRANSCRIPT
MEETING in a boxCOMMUNITY FORUM: Issues & Aspirations
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We are seeking YOUR ideas about the future of Bee Cave. The Comprehensive Plan is a vision and action plan that will help guide our government’s policies going forward and bring together the many different elements that make up Bee Cave – our economy, housing, community services, transportation, natural features, public utilities, and education system.
The Bee Cave Comprehensive Plan will provide a vision for the future of our community for a range of topics, including transportation, utilities, land use, recreation, and housing decisions and will be used to set policy for a timeframe of fifteen to thirty years.
Thank you for offering to host this meeting!The Bee Cave Comprehensive Plan is about creating a shared vision for our future. Community members like you are critical to this process, and we welcome your willingness to contribute.
Your meeting will supplement the Community Forumheld on June 24th 2015, giving residents who could not attend the opportunity to discuss issues in a group setting and provide input that will help shape the vision and policies of the Bee Cave Comprehensive Plan.
• HOST INSTRUCTIONS
• SIGN IN SHEET (separate document)
• MEETING AGENDA/QUESTIONS FOR DISCUSSION
• GROUP PRIORITIES SHEET
• INDIVIDUAL FEEDBACK SHEET (Comments & demographic questionnaire)
• RETURN INSTRUCTIONS AND HOST FEEDBACK FORM
MEETING IN A BOX CONTENTS
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Please read this packet in full. Give yourself time to think about how you want your meeting to flow before it begins.
MEETING PURPOSE: 1. To identify shared ideas for the future of the community–specific ideas for a vision of the City of
Bee Cave 20 years from now.2. To encourage community dialogue, particularly among individuals or groups that may not often
interact, or have an opportunity to participate in the civic discourse.
TIME NEEDED: 1.5 - 2 hours
MATERIALS NEEDED: 1. Copies of meeting agenda, questions for discussion 2. Copies of group response sheet and group priorities sheet3. Copies of individual feedback sheet (demographic questionnaire/comments)4. Copies of Bee Cave website information5. Pens/pencils6. Poster board(s) or large flat surface7. Several pieces of blank 8.5” x 11” paper8. Return envelope
Note: you can return materials by mail, drop off, or emailing the packet to:
HOST INSTRUCTIONS
HOST PROCESS
INVITE
REMIND
SET UP
MANAGE
FACILITATE
RETURN
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1. INVITE.Identify 10-15 participants to invite to your meeting. (This is the best size for a small group discussion, but if you are comfortable with a larger group, you can invite more people.) Send your meeting invitation via e-mail or mail or call invitees.
2 REMIND.Call and/or e-mail the people you invited 1-2 days before the scheduled meeting.
3 SET UP.Select a location where all participants can comfortably sit in a circle. Sort copies of meeting materials into sets for participants. Have enough pens/pencils, paper, and other materials available. Determine who will photograph meeting (optional) and bring a camera. Prepare light refreshments, if desired.
4 MANAGE.These meetings are designed to encourage group conversation. If you are hosting a large meeting (more than 15 people), we suggest that you break into smaller groups of about 8-10 persons and ask for a note-taker/recorder and facilitator for each group. Breaking into small groups is not required, but it means people can join more fully in the conversation. Keep in mind, however, that very small groups may not result in a broad discussion or provide as much of a diversity of ideas. If you do break into groups, please name/number the groups and note this on the response sheets.
• Group Discussion RulesEach facilitator should explain to the group the following “ground rules” for the discussion. 1. Everyone should have an equal opportunity to talk and be present in the conversation.2. Keep the group discussion focused.3. Listen, be honest without criticizing, and respect the time limits.4. Keep an open mind and try to understand other viewpoints.5. Be concise - express your ideas without making speeches.6. Try not to interrupt the facilitator or other group members.7. Avoid making things personal during the discussion.8. Turn off the ringer on your cell phone!
5 FACILITATE.Lead the discussion, making sure the meeting stays on topic and all questions included for discussion are answered. You are also a participant and can share your opinions as an equal member of the discussion, but make sure everyone has a chance to express his/her opinion. Try to make the meeting relaxed and enjoyable for all participants. Make sure to take (or have someone take) some candid photos. The meeting consists of the following sections:
• Welcome & introductions (10 minutes)Take a few minutes at the beginning of the meeting for introductions, especially if people don’t already know one another. Ask participants to tell something about themselves other than their name (e.g., their neighborhood, any affiliations, why they want to get involved in the Bee Cave Comprehensive Plan) so that everyone gets a better sense of who is participating and why. Do not, however, spend too much time on this activity. Review the discussion “ground rules” and answer any questions about procedure before beginning the main activities.
• Small group discussion: (80 minutes)The bulk of the meeting will be spent answering four key questions (see next page) and ranking the group’s priorities the same way as in the Community Forum held on June 24th. This will be followed by some more
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specific questions on key issues that were identified in the initial forum. The Additional Questions for this Meeting-in-a-Box should be discussed after the initial Strengths, Weaknesses, Opportunities, and Threats/Challenges questions have been answered, and the group’s priorities recorded. The meeting should then conclude with a wrap-up to answer any participant’s questions and remind everyone of how to stay involved in the planning process.
The meeting should start with the facilitator reading each of the four ACTIVITY QUESTIONS aloud to give participants a sense of the activity. Give participants a couple of minutes to think about each question and make any notes. Each question should then be handled separately in a 15-minute “brainstorming” session, with 5 minutes given at the end for PRIORITIZATION. Go from participant to particpant around the circle, and record one idea at a time. You can also conduct a more free-flowing discussion, if the group prefers it. Just make sure everyone has a chance to speak.
Following the prioritization, spend the remaining 15 minutes to read through each of the ADDITIONAL QUESTIONS and use the space provided to record your group’s initial thoughts on each topic. This portion of the meeting is intended to raise awareness of the issues that the comprehensive plan may aim to address, and initiate a more specific topic-focused discussion among residents.
ACTIVITY QUESTIONS:“How do we perceive our community today?”1 . Strengths: What present attributes of Bee Cave do we value? What are our most important assets? What
community qualities and values do we share and cherish? (After 15 minutes wrap up discussion and ask participants to prioritize the top three issues of greatest importance).
2. Weaknesses: What present conditions of our community do we characterize as problems requiring resolution? What negative aspects of our life here would we change? (After 15 minutes wrap up discussion and ask participants to prioritize the top three issues of greatest importance).
“How do we imagine our community in the future?”3. Opportunities: What circumstances, conditions, or trends should we capitalize on to make our community
better in the future? How do we leverage such opportunities? (After 15 minutes wrap up discussion and ask participants to prioritize the top three issues of greatest importance).
4. Threats/Challenges: What potential challenges do we face in realizing the future we want? How will they impact us? How do we prepare for them–or prevent them? (After 15 minutes wrap up discussion and ask participants to prioritize the top three issues of greatest importance).
PRIORITIZATION:As described above, at the end of the each question session, give participants a moment to scan the list and identify the three issues of greatest importance to them as individuals. Go down the list, reading the issues aloud to the group, asking for a show of hands and recording the resulting “votes” for each issue. Once you go through the entire list, identify the top “vote-getters” with a different color marker or by circling the top three.
DISCUSSING ADDITIONAL QUESTIONSFollow up with a discussion by reviewing the additional questions related to Bee Cave’s key qualities, city services, tax rates, mobility and housing choices, and our local economy.
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• Meeting wrap-up (10 minutes)If you have divided participants into small groups, reconvene the larger group. Remind everyone how they can get involved (project website, Facebook, and #OurBeeCave2037 on Instagram and Twitter). If there are no questions/comments, ask participants to fill out the individual demographic questionnaires. Then collect all materials and demographic questionnaires. Finally, be sure to thank everyone for participating!
6 RETURN.After the meeting, begin preparing the Meeting in a Box for return. Collect all printed materials (if applicable), including the group response sheets and individual demographic questionnaire from each participant. Please recycle any unused materials.
Make sure each completed sheet has your name and title of the activity (e.g., strengths). See details under “Host Guide.” Once everything is sorted, you are ready to pack up the meeting materials for return. Please include your host feedback form and a guest list with the package. Materials should be returned within 5 days of your meeting date no later than Friday, July 31st 2015.
If you have any post-meeting questions, please contact [email protected]
Thank you for hosting this Meeting-in-a-Box!
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ACTIVITY QUESTIONS:
“How do we perceive our community today?”Take a few moments to think through your typical day, and what aspects of your community enhance or detract from it. This could include economic, transportation-related, cultural, or any other aspect of community life.
1. Strengths: What present attributes of Bee Cave do we value? What are our most important assets? What community qualities and values do we share and cherish?
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2. Weaknesses: What present conditions of our community do we characterize as problems requiring resolution? What negative aspects of our life here would we change?
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GROUP WORKSHEET
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“How do we imagine our community in the future?”Now, picture your community exactly as you would like it to be 20 years from now. What is the same? What has changed? Be as specific as possible—this is your chance to define the future you would like.
3. Opportunities: What circumstances, conditions, or trends should we capitalize on to make our community better in the future? How do we leverage such opportunities?
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4. Threats/Challenges: What potential challenges do we face in realizing the future we weant? How will they impact us? How do we prepare for them–or prevent them?
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PRIORITIZEAt the end of the each question session, give participants a moment to scan the list and identify the three issues of greatest importance to them as individuals. Go down the list, reading the issues aloud to the group, asking for a show of hands and recording the resulting “votes” for each issue. Once you go through the entire list, identify the top “vote-getters” with a different color marker or by circling the top three.
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MEETING DATE: ___________________________________________________________________
HOST: ___________________________________________________________________________
GROUP # OR NAME (if meeting has multiple small groups): _________________________
FACILITATOR: _____________________________________________________________________
CONTACT E-MAIL/PHONE (in case clarifications are needed):
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Exercise A: Strengths & Opportunities
List the three most important STRENGTHS identified by your group.
1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
List the three most important OPPORTUNITIES identified by your group.
1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
If the group cannot reach consensus, record any additional items or comments that should be noted.
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GROUP PRIORITIES WORKSHEET
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Exercise B: Weaknesses & Threats
List the three most important WEAKNESSES identified by your group.
1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
List the three most important THREATS/CHALLENGES identified by your group.
1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
If the group cannot reach consensus, record any additional items or comments that should be noted.
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Key Qualities of Bee Cave• What attracted you to live in Bee Cave? • Do you feel that which attracted you may be threatened, now or in the future? • Is there anything you miss about where you lived previously?• Many people talk about the need to protect “Hill Country character.” What exactly does that mean to you?
(natural landscape, unobstructed views, semi-rural setting, historic building types, friendly people, other?)
• How important is it to protect these characteristics versus further developing Bee Cave as a regional destination for retail and/or employment which might continue to change Bee Cave’s character? Can we do both? What balance should we strike?
City ServicesThe City of Bee Cave currently provides the following services: police, library, operation and management of three parks, development regulations (land use / zoning, architectural, environmental, signage and limited code enforcement).
• Are you satisfied with this array of facilities and services, or should the City provide more?... such as:• More parks• Recreational / sports programs• Community Center• More local roads, sidewalks / trails and/or transit service• Animal control• Other
for discussionADDITIONAL QUESTIONS
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Tax RatesAt present residential property taxes are relatively low because much of the City’s funding comes from sales taxes collected by the City’s substantial commercial development.
• Would you willing to pay more in property taxes to pay for an expansion of public services and facilities as listed above? or
• Should we continue to keep residential property taxes low? • …by continuing to expand commercial development, or by• limiting expansion of City services and facilities?
Traffic Congestion / Mobility ChoicesTraffic congestion continues to be a major complaint in Bee Cave and in the surrounding region.
• Given that most major roads are the responsibility of the Texas Department of Transportation (TxDOT) what can Bee Cave do to lessen this problem?• Work to provide choices to commuters to Austin (ridesharing, transit on Capital Metro, other?)• Expand bicycle and/or pedestrian choices for short local trips (to parks, schools, etc.?)• Expand the road network with more local roads and alternative routes?• Improve the efficiency of the existing road network? (through better traffic signal timing, improved intersections, or
reduced traffic conflicts from highway commercial development)• Change development regulations to provide greater
connectivity among subdivisions? (more roads connecting developments, fewer gated communities and/or cul-de-sacs which concentrate traffic flows)
• Other?
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Local EconomyHow should we continue to strengthen the local Bee Cave economy?
• Emphasizing local, home-grown small businesses and entrepreneurs?• Attracting corporate employers?• Attracting niche markets? (arts, crafts and local culture, the entertainment
and film industry, eco-tourism?)• Other?
Housing ChoiceBee Cave is well known for its higher end housing and subdivisions and its older semi-rural residential areas (the Homestead).
• How important is it to provide an array of housing choices for all population groups?…such as…• The millennial generation now entering the job and housing
markets• Young families needing “starter homes”• Local moderate and middle income workers in Bee Cave
(teachers, police officers, retail employees)• Empty-nesters and retirees who are downsizing• Elderly and dependent populations
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FeedbackThe Bee Cave Comprehensive Plan will only be successful if a wide range of stakeholders become involved in the process. Please help us understand who is participating by providing us with some information about yourself.
1. Please rate the effectiveness of this meeting:
Very Poor Poor Fair Good Very Good
2. How strongly do you agree with the lists of priority items that your group developed?
Not at All A little Neutral Strongly Very Strongly
Comments:
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3. Please rate the effectiveness of the Meeting in a Box technique:
Very Poor Poor Fair Good Very Good
4. How can we make Meeting in a Box meetings better?
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We will use your feedback to improve future meetings. If you have additional comments about today’s meeting, please send them to: [email protected]
MEETING FEEDBACK: Tell us what you thought about today’s meeting.
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5. What is your zip code? ________________________________
6. How long have you lived in Bee Cave? ________________________________________
8. What is your gender? Male Female
9. What is your age group?
Under 19 19-24 25-34 35-44 45-54 55-64 65-74 75 or older
10. How do you identify your race/ethnicity?
African-American American Indian Asian-American Hispanic/Latino
Mixed Race White/Caucasian Other: __________________________
12. What is your household type?
Live Alone Live with spouse/partner only Live with roommate/housemate
Live with spouse/partner & children Live with children or parent only
13. What is your household income?
Less than $24,999 $25,000 - $49,999 $50,000 - $99,999 $100,000 - $149,999 $150,000 - $199,000 $200,000 or greater
13. What is your educational attainment? Some high school High-school graduate Some college Associates degree Bachelors degree Some graduate school Graduate/professional degree Other
Thank you FOR PARTICIPATING!
OPTIONAL QUESTIONS: Please answer as many questions as you’d like.
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MAIL RETURN INSTRUCTIONS1 COLLECT MATERIALS. Gather all group worksheet(s), feedback forms, and notes.
2 INCLUDE YOUR NAME AND CONTACT INFORMATION Provide your name and the name of your group on the GROUP PRIORITIES WORKSHEET.
3 PACKAGE & RETURN. Package all materials together and return to the address below OR you can enter your answers directly into the PDF and email the documents to [email protected]. Please include a list of meeting attendees.
RETURN ADDRESS
Please return all Bee Cave Comprehensive Plan Meeting in a Box items no later than Friday, July 31st 2015 to:
4000 Bee Cave ParkwayBee Cave City Hall, Attn: Bee Cave Comprehensive Plan
Bee Cave, TX 78738
Responses must be received by Friday, July 31st 2015 to ensure that the feedback can be incorporated into the Vision Statement. There will be additional opportunities to participate throughout the planning process. If you have
any questions about return procedures or would like to sign up to receive email updates, please contact: [email protected]
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HOST FEEDBACK FORM
TURN SHEET OVER TO PROVIDE ADDITIONAL COMMENTS
1 How useful is the Meeting in a Box concept for broadening the range of public input? Please rate its effectiveness on a scale of 1 – 10.
1 2 3 4 5 6 7 8 9 10
Very Poor Poor Neutral Good Excellent
2 Were the Meeting in a Box materials easy to understand and use?
Yes No
3 How should we improve Meeting in a Box?
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4 Please rate the following aspects of your meeting:
Poor Excellent Overall 1 2 3 4 5
Participant engagement 1 2 3 4 5
Quality of group discussion(s) 1 2 3 4 5
Group satisfaction with outcomes 1 2 3 4 5
5 Would you host a Meeting in a Box event again? Yes No
If “No,” why not? _______________________________________________________________
6 Would you recommend Meeting in a Box to others? Yes No
7 Do you plan to attend future Bee Cave Comprehensive Plan events? Yes No
What did you think about Meeting in a Box?
We need your feedback to help us improve this outreach method.
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Please include this feedback sheet in the return package. If you would prefer to e-mail comments, please send them to:[email protected]
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