Community Meeting Templates

Template 1: Introductory Community Meeting (First Gathering)

Purpose: Introduce neighbors to an issue, share concerns, and identify priorities.

Meeting Agenda (Approx. 60–90 minutes)

1. Welcome & Introductions (10 min)

  • Facilitator welcomes attendees.
  • Quick “name + where you live + what brought you here” round.

Facilitator Script:
“Thank you for coming. This is a space for our community to share concerns, learn together, and identify how we can support each other. Your voice matters.”

2. Meeting Purpose & Background (10 min)

  • Explain why the group is meeting.
  • Provide a simple overview of the issue (mining, water, air, reclamation, etc.).
  • Explain why community involvement is needed.

3. Community Concerns Discussion (20–30 min)

Guiding Questions:

  • What impacts have you noticed?
  • What questions do you have about this issue?
  • What worries you most right now?
  • What information do you feel the community is missing?

Facilitator Tips:

  • Use a large notepad or projector to list concerns.
  • Group similar concerns together.
  • Affirm all experiences (even if emotional).

4. Identifying Priorities (15 min)

  • Ask participants to vote on their top 2–3 concerns.
  • Discuss what the group feels is most urgent or actionable.

5. Next Steps & Volunteer Roles (10–15 min)

Examples:

  • Forming a small working group
  • Starting a mailing list
  • Choosing someone to monitor permits
  • Planning a future meeting
  • Gathering more documentation

6. Closing & Follow-Up (5 min)

  • Summarize what was discussed and decided.
  • Share when notes will be distributed.
  • Provide contact info and invite continued involvement.

Template 2: Issue-Focused Meeting (Water, Air, Mining Permit, etc.)

Purpose: Provide clear information and prepare the community for action.

Meeting Agenda (Approx. 60–75 minutes)

1. Welcome & Meeting Goals (5 min)

2. Issue Overview (10 min)

  • Provide data, maps, handouts, and visuals.
  • Explain the problem in simple terms.

3. Expert or Community Speaker (10–15 min)

Can be:

  • A local resident with experience
  • A scientist/engineer
  • A representative from an org like CCC
  • Someone who has gone through this in another town

4. Guided Q&A (10 min)

Tip: Have participants write questions on cards to keep discussion organized.

5. “What This Means for Us” Discussion (15–20 min)

Topics to cover:

  • Local health impacts
  • Drinking water concerns
  • Property damage
  • Timeline of mining/permitting
  • Upcoming hearings or deadlines

6. Action Items (10 min)

Examples:

  • Writing public comments
  • Gathering signatures
  • Filing information requests
  • Documenting impacts (photos, water tests)
  • Preparing testimony for a hearing

Closing

Provide a clear timeline and next meeting date.

Template 3: Strategy & Planning Meeting

Purpose: Turn concerns into an organized plan.

Meeting Agenda (75–90 minutes)

1. Review of Issue & Latest Updates (10 min)

2. Setting Goals (15 min)

Examples:

  • Stop or modify a mining permit
  • Push regulators to enforce laws
  • Increase community awareness
  • Start a monitoring program
  • Push for a public meeting or hearing

Define short-term (1–3 months) and long-term (6–12 months).

3. Identify Strategies (20–25 min)

Examples:

  • Public comments or hearings
  • Media outreach
  • Community canvassing
  • Direct communication with regulators
  • Documentation efforts
  • Partnering with other groups

4. Assign Roles (20 min)

Roles may include:

  • Coordinator (keeps communication flowing)
  • Documentation Lead (photos, logs, reports)
  • Permit Monitor
  • Outreach Lead (flyers, Facebook posts)
  • Meeting Facilitator
  • Spokesperson(s) for public hearings
  • Note-taker

5. Build a Timeline (10 min)

Include:

  • Permit deadlines
  • Comment periods
  • Community deadlines
  • Follow-up meetings

Closing

Review decisions and next steps.

Template 4: “Pre-Hearing Prep” Meeting

Purpose: Prepare community members for public hearings or comment periods.

Agenda (60 minutes)

1. Overview of the Hearing Process (10 min)

  • What to expect
  • Who will be there (regulators, company representatives)
  • How testimony is recorded

2. Review of Key Issues (10 min)

  • Water impacts
  • Subsidence
  • Methane emissions
  • Blasting
  • Reclamation failures
  • Health concerns

3. Writing Testimony (15 min)

Provide a worksheet:

  • The issue
  • How it affects you
  • What the regulator should do
  • Any evidence you’ve collected

4. Practice Testimony (15 min)

Small breakout groups or volunteers who want to rehearse aloud.

5. Logistics & Support (10 min)

  • Where to meet
  • Transportation/carpooling
  • Who will speak on which points
  • Who will take notes or record the hearing