AGENDA

MEETING:      Metro Committee for Citizen Involvement Retreat

DAY/DATE/TIME:    Saturday, September 28, 2002, 9:00 a.m.

PLACE:      Metro Regional Center, Room 270

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8:30  Coffee and Refreshments

9:00  Welcome and introduce facilitator  Dennis Ganoe

Introductions  Pam Peck/Group

9:12  Ground rules  Pam Peck

9:14  Meeting objectives/agenda review  Dennis Ganoe

•  Provide opportunity for committee members to get to know each other better

•  Shared understanding of Metro’s budget process

•  Shared understanding of subcommittees role and responsibilities

•  Reach shared agreement on goals and priorities for the current year

•  Celebrate past successes/accomplishments

Meeting expectations  Pam Peck/Group

Committee members will briefly state their expectations for today’s retreat.

Facilitator will address list, will expectations be met with current agenda?

Are there issues that need to be placed on future agendas?

9:30  Budget process review/update  John Donovan

John will provide a brief overview of the current budget process and opportunities for citizen input. Dennis will propose approach for following current budget process and increasing involvement in the future. The committee will ask questions and discuss the proposed approach.

Outcomes

•  Shared understanding of current budget process

•  Agreement on next steps and who is responsible for them

10:15  Address subcommittee issues  Dennis Ganoe

Dennis will review the role and responsibilities of subcommittees, including their relationship with the committee as a whole and with Metro departments/PIPs.

Outcome

•  Shared understanding of subcommittees role and responsibilities

10:35  Morning break and M&M’s mixer  Group

 M&M’s mixer – Purpose: help participants get to know each other better, move around and have some fun before subcommittee meetings

11:00  Subcommittees meet to review last year’s goals and to determine goals and priorities for current year

John, Cary and Pam will each work with one subcommittee. Each subcommittee will review last year’s goals and note accomplishments and nominate areas/issues that should be carried forward and worked on this year. The groups will then discuss and determine their goals and top three priorities for the current year. Questions to consider: Can these goals be achieved in one year? If a goal will take more than one year to achieve, what are the milestones for year one? What level of resources (staff time, money, committee volunteer time) will be needed to achieve this goal?

Outcomes

•  Subcommittees identify accomplishments in reaching last year’s goals

•  Subcommittees reach agreement on goals and priorities for the current year

•  Each group is prepared to present their accomplishments from last year and their recommendations for the current year to the committee as a whole

12:00  Lunch

1:00  Create work plan for the current year  Group

Review last year’s goals – Each subcommittee will present their accomplishments of the previous year’s work and note goals that they recommend be carried over to this year’s work plan.

Develop goals and priorities for the current year – Each subcommittee will present the goals and priorities they selected for the current year. The whole group will then brainstorm additional ideas for goals and activities. Group will discuss results of brainstorm, ask questions about new ideas, consider grouping like items, etc. Group members will then select their top three priorities.

The group will then discuss the results and implications of the priorities selected, questions to consider: Can these goals be achieved in one year? If a goal will take more than one year to achieve, what are the milestones for year one? What level of resources (staff time, money, committee volunteer time) will be needed to achieve this goal? Are these resources available?

If needed, the group will further narrow the list with additional polling and then they will briefly discuss the results.

Outcomes

•  Committee recognizes last year’s accomplishments

•  Shared agreement on goals and priorities for the current year

ALL MEMBERS AND INTERESTED PARTIES ARE ENCOURAGED AND WELCOME TO ATTEND AND PARTICIPATE. QUESTIONS CALL 503-797-1539, WEBSITE: www.metro-region.org

M&M’s mixer discussion guide

Directions: Select your three favorite colors. Find a person who has the same color candy as you do and then discuss your answers to the corresponding questions on the list below. After the discussion period you may eat the candy. Allow three minutes for discussion and then move on to another person and another color. Your goal is to talk with three people (including one person you don’t know very well), answer three questions and eat three pieces of candy.