Building up confidence at public meetings in Croydon

How can the views of Croydon residents be collected and value added to what they say at public meetings.  I have been giving some thought to this question in advance of the 14 January meeting of the Croydon Communities Consortium.

Most public meetings can be deeply frustrating events. People come as individuals and let off steam about their concerns whether it be street litter or  a planning development. They then go home. They have no idea whether their views were taken account of and will often regard public meetings as a waste of time. While they may chat with people they know, they will not necessarily meet and talk to new people. Many may be relatively new residents and shy about taking to people they do not know.

So what can be done to improve the way public meetings are run that will build up people’s confidence and link them with in with others? The approach used by South Croydon Community Association for its meetings on the Fairfield Halls issue last year is an example of how public meetings can be improved, some elements of which are included below.

Welcoming people. They should be welcomed, asked to sign in and leave their contact details and wear a sticky label with their name and if relevant their organisation, and a key issue that concerns them.  This can help break the ice in terms of people introducing themselves to others.

Seating. Rather than normal chairs in rows seating should be at tables. This makes it easy for people to write notes but more importantly it means they are sitting with others. People should be encouraged not to sit with people they already know. While they wait for the start of the meeting  they should be asked to introduce themselves.

Initial discussion of  the issues. After the official opening and welcome by the Chair of the meeting time should be devoted either to participants:

1. ·         sticking up post in notes on issue sheets blue tacked around the room and then someone reading out what they are say
2. ·         discussing at their table what the issues are and then one of them telling the rest of the meeting

This means that everyone gets to have their concerns recorded in the proceedings even if they do not speak in the discussion that follows.

The sheets might be headed:

1. ·         What are your concerns?
2. ·         What does your organisation/campaign need to be more effective?
3. ·         What are the main issues facing Croydon?
4. ·         What changes does the Council need to make?
5. ·         Other comments

Open Discussion of the issues. The Chair should then invite people to speak in more detail on their concerns and the actions they would like to see happen on them. Speakers should be encouraged not to repeat what others have said, other than to agree with them.

Re-seating. After as many people have spoken as possible the Chair should ask people to re-organise where they are sitting,  so that all those sharing a major concern sit together at a table and introduce each other, swops contact details so that they can keep in touch to work on the issue.

Feedback forms. Most meeting feedback forms are a complete waste of time. The emphasis should be on their use in building up contacts and helping to network people, and to ask people to indicate what issue(s) they want to get involved with.

Notes of Meeting. These should be drafted and circulated no later than two weeks after the meeting while details are still fresh in people’s memories. Quick distribution of the notes and people’s contact details adds to confidence that the meeting organisers are serious.

Questionnaire. It may also be useful to ask people to complete a questionnaire. One could be aimed at individuals, whether residents or business people; the other at activists in organisations and campaign groups.

Information Sheet. Each person attending the meeting should be given an information sheet containing such information as the web addresses of the organisers, Inside Croydon, Croydon Citizen, Croydon Radio, Talk2Croydon and the local newspapers, contact details of current campaign groups, the web link for the Council meetings timetable, and some basic notes about how to influence the Council.

Possible questionnaire for individuals who are residents and  business people

What are the main issues in your neighbourhood that concern you?

What do you think are the main issues facing Croydon as a whole?

What do you see as the main issues facing your business?  

How helpful are the local Councillors in the ward in which you live, own property or run a business?

What changes do you wish to see in the way the Council operates after May?

What suggestions have you got for how the Council can improve its engagement with residents, property owners and businesses?

Do you have any questions and concerns about the proposed Westfield/Hammerson development?

Are you a member of a community or residents, or business association in your area?

Have you supported any campaigns, made representations to Councillors or Council officials, signed any petitions or posted comments on local websites, on Croydon issues, and if so which ones?

How do you keep yourself informed on Croydon issues e.g. local newspapers, Croydon Citizen, Inside Croydon, Croydon Radio, organisations newsletters and email alerts?

Do you have any questions and concerns about the proposed Westfield/Hammerson development?

Are there any other matters you want to make comment on not covered above?

Possible Questionnaire for Organisations and Campaigns

What is your organisation/campaign trying to achieve?

What do you think limits the effectiveness of your organisation or campaign?

What tactics have you used which you have found to be effective in the activities of your organisation or campaign?

Does your organisation/campaign need help with improving its method of communication through websites, email and on social networks?

Would you organisation/campaign be helped if there were improved methods of news reporting on sites like Inside Croydon, Croydon Citizen, and on Croydon Radio, and the creation of a non-stop website of activities and events?

What activities would your organisation/campaign want to run with which you need help and advice?

Did your organisation/campaign take part on any of the Festivals last year?

If the answer to Question 7 is NO, what were the reasons you did not take part?

What do you think is the value of seeking to work with other community and voluntary organisations?

How can mechanisms for working together be improved?

What do you see as the main issues affecting your geographic area of Croydon as a whole?

What do you see as the main issues facing the social group(s) you work with?

What do you see as the main issues facing Croydon as a whole?

What do you see as the main issues for the May Council election in the ward you live or are active in?

What do you see as the main issues for the May Council election in the ward you live or are active in regardless of which Party may win?

What changes do you wish to see in the way the Council operates after May?

What suggestions have you got for how the Council can improve its engagement with communities and community and voluntary organisations?

Do you have any questions and concerns about the proposed Westfield/Hammerson development?

Are there any other matters you want to make comment on not covered above?