Planning Community Stakeholder Meetings _review

Topic Progress:
Seven community members wearing face masks are seated around a table in a small meeting style room.
It may not look like it, but the people at this meeting are socially distanced. There is an American Sign Language (ASL) interpreting for anyone who needs it
PJ, in their 30s, wears a facemask and glasses

PJ: Terrye, you remember our Prepared4ALL Action Team, right? You met them on an earlier visit. We plan Community Stakeholder Meetings together with the Prepared4ALL Action Team. The goal of a Community Stakeholder Meeting is for community stakeholders to review the local emergency plan(s) with emergency and public health preparedness planners to find and close any gaps.

Folks, we’d better get moving…the Community Stakeholder Meeting is about 6 weeks away. We have the agenda from our last meeting. We kept notes of what went well and what didn’t.

Here’s what we need to do:

Carrie, a Black woman in her 30s wears a facemask, has a white cane and a miniature horse that serves as her service animal

Carrie: Send out the agenda, emergency plan, and Workbook in advance for people to review if they can. Here’s a sample agenda.

Community Stakeholder Meeting Sample Agenda

1. Introductions (including Community Stakeholder Meeting roles: facilitator, timekeeper, recorder, plan expert, other experts)

2. Review meeting goals

3. Briefly review the Workbook and meeting process

4. Summarize the local emergency plan and emergency response practices (sometimes common practices aren’t recorded in the plan)

5. Complete the Workbook

6. Determine next steps and responsibilities. How will meeting notes be shared?

7. Share handouts and resources
Self-preparedness handouts for disability community member participants and other community and organizational representatives
Disability awareness-raising handouts for emergency planners, managers, responders and community officials

Carrie, a Black woman in her 30s wears a facemask, has a white cane and a miniature horse that serves as her service animal

Carrie: Think about this agenda for a minute.

During the meeting, you can use the Prepared4ALL wheel to find strengths and make a plan to close gaps.

Prepared4ALL wheel image

💭Carrie: Think about how you would use one part of the Prepared4ALL wheel to find strengths and make a plan to close gaps during a Community Stakeholder Meeting.

Rachel, a white woman in her 40s, wears a facemask and glucose monitor on her upper arm

Rachel: Pinpoint: Find the local disability inclusion issue. The first issue is finding gaps and areas of strength in the local emergency plan. The emergency management and public health agencies are already pinpointed. Now the planners need to pinpoint the other local government agencies to involve.

Relate: Find local organizations with related goals for collaboration.

Engage: The Prepared4ALL Action Team members and other community representatives can think about which other groups to involve and then engage with them. This is also an opportunity for the local planners to engage with them.

Positive: While reviewing the workbook, be positive and think about the strengths in the local plan, positive emergency response practices, and the local community’s strengths. Think about what you can do.

Advance opportunities: When prioritizing which gaps to close, choose some gaps which can be closed easily. “Fast and easy wins” will move the group forward. Think about collaborator strengths and leverage them to decide on gap closing strategies.

Reflect: At the beginning of the meeting, reflect about what brought the group together. During the meeting, think about how solutions to other challenges might be used to close emergency plan gaps. Before setting priorities, reflect about what needs to be dealt with immediately. Reflect on the number and kinds of gaps and strengths identified. Look for patterns related to strengths, gaps, and solutions. At the end of the Community Stakeholder Meeting, reflect on what the participants accomplished.

Envision: During the discussion, envision more than one way to close a gap. Then envision the best way to close that gap. Who would be the best person or people to implement the gap closing solution? What resources do they already have and what else do they need to be successful?

Deploy: Make an Action Plan to put the gap closing solutions into action. Be ready to review and revise action steps moving forward.

Rachel, a white woman in her 40s, wears a facemask and glucose monitor on her upper arm

Rachel: Remember “4All.” At the meeting ask whether the solutions meet the STATE test. Do the solutions give “Same Time Access To Everyone?” Do all local partners own and share the issue?

EM, a white bald man in his 50s wears a facemask

EM: Let’s move from talking about planning to a closer look at the Active Planning Workbook. The Workbook is a guide to lead you through the Community Stakeholder Meeting.