Hamlets and Villages Handbook

Welcome
Hamlets and Villages
Section 1. Introduction
Section 2. Purpose of Hamlets and Villages
Section 3. Relationship with Clackamas County
Section 4. Relationship with Community Planning Organizations
Section 5. Formation
Section 6. Bylaws
Section 7. Public Meetings
Section 8. Responsibilities of individual board members
Section 9. Annual Report
Section 10. Finances
Section 11. Legal action by a hamlet or village
Section 12. Hamlet or village voting protocols
Appendix A. Boundary maps
Appendix B. Effective media relations
Appendix C. Public Meetings
Appendix D. Dealing with conflict
Appendix E. How to conduct a town hall meeting

Welcome

This is the Clackamas County Hamlet and Village Handbook. As a member of a hamlet, you play a vital role in our community. Your feedback, communication, and dedication are crucial in promoting collaboration, ensuring transparency, and advancing our community's goals. Whether you're leading meetings, gathering community input, or ensuring regulatory compliance, you are a key part of the team shaping the future of our county.

This handbook is meant to be a helpful resource as you perform this important work. We aim to provide you with the necessary tools, knowledge, and support to succeed in your role and feel confident in your responsibilities. Your dedication to managing communications, upholding meeting integrity, and participating in discussions helps foster a positive, efficient environment for everyone. Thank you for your hard work and commitment. Together, we are creating a lasting impact.

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Hamlets and Villages

History

In 1973, Oregon passed a law requiring the state to establish a statewide comprehensive plan for land-use planning. The program comprises 19 goals that outline the state's policies on land use and related topics, including citizen involvement, housing, and natural resources. The law also required local jurisdictions—counties, cities, and special districts—to develop comprehensive local plans consistent with the statewide planning goals.

State Goal 1 establishes community participation as a hallmark of Oregon’s comprehensive planning, ensuring the public can participate in each phase.

Each of Clackamas County's 16 cities has a comprehensive land use plan. For unincorporated areas, Clackamas County established a formal, organized structure for public engagement and participation in its land-use planning process through the Committee for Community Involvement, community planning organizations (CPOs), hamlets, and villages. This handbook outlines these programs.

Committee for Community Involvement

The Committee for Community Involvement (CCI) is a public advisory board appointed by the Board of County Commissioners (BCC). It was established to help the county meet State Goal 1 and is responsible for assisting the Board of Commissioners and other appropriate governing bodies with developing a program that promotes and enhances community involvement in land use planning, implementing the program, and evaluating the process for community involvement. The county’s Public and Government Affairs (PGA) is the CCI liaison.

Section 1. Introduction

Clackamas County created the hamlet and village program through an ordinance passed by the Board of County Commissioners (BCC). County Code, Title 2, Chapter 2.10, establishes the legal framework for the program, including the process for forming a hamlet or village, drafting bylaws, and choosing board members. There is no state law or registration process governing hamlets or villages. Currently, the county has three hamlets and no villages. Refer to Appendix A for instructions on viewing or downloading hamlet boundaries.

Section 2. Purpose of Hamlets and Villages

Hamlets and villages provide the community with a formal structure for discussing important issues and recommending resolutions to the county. Unlike cities and counties, hamlets and villages are not local governments; they serve as advisory bodies to the BCC. All members 18 years or older who live, own property, or have a business within the defined geographic area are eligible to vote on hamlet or village affairs. In consultation with the BCC, hamlets or villages may undertake the following activities:

community building
representation to other jurisdictions
economic development
park and trail planning
downtown beautification
maintenance
community development
strategic planning

A hamlet or village may undertake land use review only if it also functions as a community planning organization (CPO).

There are currently no villages in Clackamas County.

Section 3. Relationship with Clackamas County

Each hamlet or village is represented by an elected board of directors that advises the BCC on issues important to the hamlet or village.

PGA is the designated liaison for hamlets or villages, facilitating communication among community members, county staff, and the BCC. PGA provides support throughout the formation process and offers general advice and assistance to community members to achieve the hamlet or village program's goals and objectives.

County Code, Title 2, Section 2.10.110, defines hamlet and village board members as agents of the county for claims against them for purposes of the Oregon Tort Claims Act when acting in the course and scope of the hamlet or village business.

Section 4. Relationship with Community Planning Organizations

Hamlets and villages are agents of the county; their directors and officers are considered public officials subject to Oregon public records, public meetings, ethics, and election laws.

Community planning organizations (CPOs) are independent advisory groups that advise the BCC and the county’s Planning Commission on land use matters. They are not county agents.

A hamlet or village may assume the functions of an existing CPO within its geographical boundary if both entities approve. Both parties must develop a memorandum of understanding (MOU) that outlines the transfer of responsibilities, the scope of those responsibilities, the status of the CPO thereafter, and the procedures for the CPO to resume operations if the hamlet or village dissolves. The MOU must be approved by the BCC.

Section 5. Formation

Becoming a hamlet or a village begins with action by one or more community members (or chief petitioners) who must meet with the PGA liaison to discuss possible formation and follow the steps outlined in County Code, Title 2, Section 2.10.050, which include:

Hold a public meeting to discuss the formation of the hamlet or village. Provide notice in the local newspaper or use other means to reach the community.
Meet with county staff to discuss the proposal and receive initial staff approval to move forward.
Communicate with cities and special districts within three miles of the hamlet or village boundary.
Within 150 days of staff approval, complete a hamlet or village application form.
Gather the required number of signatures on a petition. For a hamlet, the number is either 100 community members or 10 percent of the community members within the proposed boundary, whichever is lower. For a village, it is either 150 community members or 15 percent of the community members within the proposed boundary, whichever is lower.
Participate in a public hearing held by the BCC.
Within 60 days of BCC approval, hold the first organizational meeting to discuss and ratify the proposed bylaws, board members, and other affairs.
Set up a structure to continue the community business.

Recruiting and maintaining volunteers

A hamlet’s or village’s success depends upon a community committed to its goals and willing, skilled, and committed to help achieve them. After people volunteer for the board, specific committees, or projects, it is important to maintain their enthusiasm and commitment.

Agree on clear goals, expectations, and responsibilities.
Be flexible. Provide opportunities that align with their time constraints and abilities.
Always be open to newcomers and additional volunteers.
Say “thank you.” Make people glad they participated.

PGA encourages hamlets to collect contact information from meeting attendees. This allows you to maintain an email distribution list to send notices, update members on community issues, request assistance with various duties, and keep interested residents engaged in the CPO's efforts.

Hamlets and villages should also consider establishing a working relationship with the local media to help create visibility and promote their efforts. Refer to Appendix B for additional information on working with the media.

Section 6. Bylaws

The bylaws for hamlets and villages establish and explain their proposed operating procedures and activities. Using the county-approved bylaws template, each hamlet or village creates its bylaws for final review and approval by the BCC. The bylaws require at least these elements:

Roles and responsibilities of board members
How decisions are made
Funding options and expenses
How bylaws can be amended
Procedures for removing board members and filling vacant positions

Section 7. Public Meetings

The Oregon Public Meetings Law (ORS 192.610) requires advisory bodies to hold public meetings so the public can be informed about the deliberations, decisions, and the information on which those decisions were made. Hamlets and villages are public bodies with the authority to make decisions and recommendations. For this reason, they are subject to public meeting laws. Refer to Appendix C for more information on holding public meetings

Hamlets and villages must hold board and town hall meetings. The frequency of board meetings must be included in the hamlet’s or village’s bylaws. Each hamlet or village must hold quarterly town hall meetings, open to members and non-members, to identify, discuss, and prioritize community issues. The meetings should be held within the hamlet’s geographical boundaries or at the nearest practical location. They may be held in person or virtually. Meetings should be accessible to people with disabilities.

A public vote must follow all official actions taken by the hamlet or village. Each member’s vote must be recorded unless the village has more than 25 members. Even then, any member may require that each member's vote be recorded. Written ballots are not prohibited; however, each ballot must clearly identify the voting member, and the vote must be announced.

Hamlets or villages are prohibited from calling or holding executive sessions (where the public is excluded). Any subcommittee that meets with a quorum of board members present qualifies as an executive session and is therefore prohibited. Under the law, executive sessions are allowed only when discussing labor negotiations, confidential medical records, property transactions, or public investments. None of these issues fall within the expected topics for hamlet or village meetings.

The Oregon Government Ethics Commission provides a useful checklist of public meetings law that outlines the key requirements for meetings.

Board meetings

All board meetings should provide participants with an opportunity to share information and express their opinions in a respectful and orderly environment. Although an informal consensus can decide many matters, votes should be taken when the hamlet or village is committed to a course of action. All such matters must be referred to the community members for a vote at the next town hall meeting.

Official action can be taken only by a vote of the hamlet or village board. An effective board meeting occurs when members agree on goals and objectives and a course of action, and when it provides opportunities for interested community members to participate in the process. One measure of success is the level of consensus within the community on key issues.

Members should respect one another and have non-confrontational ways to resolve conflicts and difficulties. Refer to Appendix D for additional information on conflict management.

Town hall meetings

Hamlets and villages must hold regular town hall meetings to share information with their members, solicit feedback, and vote on essential matters. Only members of the hamlet or village who attend the meeting are eligible to vote. No proxies or absentee votes are allowed.

All meetings should have one or more clearly defined objectives, stated publicly in notices and disseminated as widely as possible. Refer to Appendix E for more information on holding a successful town hall meeting.

Public meeting notice

Noticing meetings are a legal requirement. Reasonable notice must be provided to the public, and hamlets and villages should use multiple notification methods to attract a diverse audience to their meetings.

The county recommends at least seven days’ notice before a meeting.
Actual notice must be provided to those requesting it by phone, email, or mail.
The law encourages, but does not require, notification of parties with a special interest in the meeting.
Public notification must include the meeting’s date and time, place, and the subjects of discussion. An agenda is highly recommended but not required.

How to notice a public meeting

Community newspapers generally run meeting announcements. Most newspapers have specific submission deadlines and typically require at least 10 days' notice before the meeting.

Posting a notice on a website or social media is another way to notice meetings or other activities.

Clackamas County’s website offers a page where hamlets and villages post notices. Notices can be submitted through PGA’s document submittal portal.

Meeting minutes

Hamlets and villages must take minutes of their public meetings (board and town hall meetings). The minutes need not be verbatim, and the meeting need not be recorded unless required by law. However, they must accurately reflect the matter discussed at the meeting and the participants' views.

Minutes must be submitted to PGA through the document submittal portal within a reasonable time after the meeting, preferably within 30 days.
If the minutes are not approved, they may be marked as drafts. Once they are prepared, however, they must be made public, even if they have not been approved until the next meeting.
The county will keep a copy of the minutes for public review and retain them following the rules of the State Archives. Hamlets and villages should also keep a file of the minutes.

Publicly available minutes and records must be accessible to everyone, including by conversion to large print, Braille, or other formats upon request. If an individual requests the minutes in a special format, contact PGA or call 503.655.8552.

Hamlets and villages are encouraged to use the county-approved minutes template.

Public record requirements

Hamlets and villages must comply with the Oregon Public Records Law. Under ORS 192.420 and County Code, Title 2, Section 2.10.090(B), all records of the hamlet or village are county records and considered public unless specifically exempt from disclosure. Public records include any written information about the conduct of business, pictures, maps, sounds, symbols, videotapes, e-mail, and records not originally prepared by the hamlet or village. All requests for records must be referred to county staff for processing.

Ethics

Hamlets and villages are indemnified agents of the county and therefore must comply with county policies and requirements. All hamlet or village board members are public officials subject to the Oregon Government Ethics Law.

A public official found in violation of these rules may be personally penalized up to $5,000 per violation. A public official found to have financially benefited from an ethics violation may be subject to a civil penalty of up to twice the amount of the benefit. The county is prohibited from reimbursing board members for these costs.

Ethical rules include, but are not limited to, conflicts of interest and the acceptance of gifts.

Section 8. Responsibilities of individual board members

All board members are required to complete the county-mandated board management training. This includes training on board rules, procedures, and governance; public meetings and public records; elections; and government ethics. A board member may not participate in board deliberations or vote until they have completed the required training. In addition to the training, individual board members shall:

Attend all board and committee meetings and functions.
Be informed about the hamlet's purpose, policies, and programs.
Review the agenda and supporting materials before board and committee meetings.
Serve on committees or task forces and offer to take on special assignments.
Inform others about the organization.
Suggest possible nominees to the board who can make significant contributions to the work of the board and the organization.
Follow conflict of interest and confidentiality policies.

Board members may speak on behalf of the board only when authorized by the board. Otherwise, all statements by board members should clearly indicate that they speak as individuals and not as representatives of the board.

The county shall review all decisions made by hamlets or villages. Still, the hamlet or village elected officials are responsible for the day-to-day operation of the public body. Community members respect your judgment and expect you to be fair and judicious in carrying out your responsibilities. Even in the best of all worlds, conflicts and disagreements often arise. Refer to Appendix C for recommendations and best practices on addressing and resolving disputes.

Section 9. Annual Report

Each hamlet and village must provide the BCC with an annual report to be coordinated with PGA. The county-approved annual report template is available on the county’s website. The reports are due to PGA no later than December of each year.

Section 10. Finances

Hamlets

Each hamlet and village submits a budget proposal to PGA. PGA reviews the budget requests and approves the final budgets as part of the annual budget process.

Oregon’s Local Budget Law establishes standard procedures for preparing, presenting, and administering a budget, requiring public involvement in its preparation and public disclosure before its formal adoption.

Approved budgets will be distributed to the hamlet treasurer via check and deposited into the hamlet checking account. The checking account should include only funding provided by the county and is managed by the Clackamas County Treasurer’s office.

Funds in the checking account may be used only for operating expenses. These expenses typically include printing, mailing, meeting room materials, rentals, equipment purchases or rentals, event advertising, and other related costs.

Hamlet's operating expenses typically exclude donations, legal fees, insurance premiums, appraisals, and alcohol purchases. For questions on appropriate hamlet checking account expenses, contact PGA and request written approval (e.g., email) to include with the monthly accounting (discussed below).

The hamlet treasurer will provide reconciled bank statements monthly to the Clackamas County Treasurer’s office and PGA. The reconciled statements of financial activity should include original or copied itemized receipts for each transaction. Failure to provide this monthly information may result in the seizure of the hamlet's operating funds.

Each hamlet can also be financed through contributions, grants, and volunteer fundraising activities. Proposed fundraising activities must first be discussed with and approved by PGA. Such funds will be deposited with and administered by the county on behalf of the hamlet in a trust account. A trust account held by the Clackamas County Treasurer’s office allows hamlets to raise, spend, and control money they receive in addition to the county funding.

The Clackamas County Treasurer’s Office is the custodian of the trust account, but does not determine how the funds are spent. The only requirement is that it be used for a legitimate and recognized public purpose. All fundraising funds, donations, and other cash may be deposited into the county trust account. Contact the Clackamas County Treasurer’s office for information on trust account deposits and disbursements.

Trust account recordkeeping

The hamlet is responsible for all record keeping, administrative duties, and reconciliation for the trust account. It is also responsible for any restrictions on the use of funds and any reporting requirements.

Hamlets must submit a list of attendees to PGA before using funds for food or beverages at any public meeting.

Trust account change in authorized representatives

If the authorized hamlet representatives change, the hamlets must send the Treasurer's office an updated memo. To request disbursements from the trust account, include the names, titles, and signatures of the authorized individuals, along with the effective date.

Villages

In addition to participating in the budgeting process outlined for hamlets, a village may generate revenue through contributions, grants, and volunteer fundraising. The county will deposit and administer such funds in a trust account on behalf of the village.

A village may enter into agreements to share revenue with the county. If approved by a vote of the members at a town hall meeting, the board may also request the BCC to take any of the following actions:

Fund proposed activities within the village boundaries by establishing a tax, fee, or charge permitted by law. The revenue generated is intended to support the delivery of an enhanced service level that county funds would not otherwise provide.
Initiate the formation of a county service district with a permanent rate limit for operating expenses. If approved by the BCC, the formation will be initiated by ORS Chapter 451, which includes public hearings and a vote by registered voters within the proposed district's boundaries.
Authorize the village to circulate a petition for forming a local improvement district under County Code, Title 4, Section 4.02, about constructing public roads, sidewalks, traffic-calming, street lighting, and related facilities.

Oregon's Local Budget Law establishes standard procedures for preparing, presenting, and administering a budget. It requires community involvement in its preparation and public disclosure of the budget before its formal adoption.

Examples of operational expenses include:

Post office box rental
Equipment (e.g., laptop, projector, etc.)
Supplies (e.g., paper, ink, etc.)
Printing/copying (e.g., cost to print or copy a flyer, postcard, brochure, etc.)
Postage/mailing (e.g., cost for postage)
Marketing (e.g., cost of ad placement, cost for photographer, etc.)

Expenses not allowed include:

Paying legal fees, land use appeals fees, or insurance premiums. Before making other expenditures, they must be submitted to PGA and pre-approved in writing.
Purchase of alcohol.

Contact PGA about any questions regarding expenditures before purchasing.

Hamlets and villages may employ various financing options. For more details, refer to County Code, Title 2, Section 2.10.070.

Like hamlets, villages may generate funds through various means, including contributions, grants, and volunteer fundraising. Proposed fundraising activities must first be discussed with and approved by PGA.

A village may also agree with the county to share funds. Additionally, after approval by a vote of the community members at a town hall meeting, the village board may request that the BCC take any of the following actions:

Fund proposed activities within the village boundaries by initiating or establishing a tax, fee, or other charge. The BCC may implement such a recommendation if the tax, fee, or charge is permitted by law, approved by registered voters where requested, and the revenue generated is intended to support the delivery of an enhanced level of service that the county would not otherwise provide.
Initiate the formation of a county service district with a permanent tax rate limit. If initiated by the BCC, the formation will be conducted by ORS Chapter 451. This includes public hearings and a vote by registered voters within the proposed district.
Authorize the village to circulate a petition for forming a local improvement district under County Code, Title 4, Section 4.02, which pertains to the construction of public roads, sidewalks, traffic-calming, street lighting, and related facilities.
All taxes, fees, other charges, formation of county service districts or local improvement districts may require a vote of registered voters within a village boundary.

Section 11. Legal action by a hamlet or village

All board members may lobby, advocate, and file legal appeals as individuals acting on their own behalf. A single board member cannot act as a representative of a hamlet or village board without an affirmative vote from the board at a noticed meeting.

A hamlet or village board can lobby or advocate for an issue before a governmental body takes legal, quasi-judicial, or judicial action.

When a matter is put to a formal vote or a governmental body votes to adopt a position, the action of a hamlet or village is limited. To proceed, the hamlet or village board must have its proposed action reviewed by the county counsel. If additional action is necessary, the issue may be brought before the BCC in a policy session. The hamlet or village board may also send a representative to participate at the BCC’s discretion.

A hamlet or village may not file a legal appeal without express approval from the BCC or county counsel. A hamlet or village is an agent of the county and derives its authority from the county. A hamlet or village board may not file legal appeals without BCC approval.

Section 12. Hamlet or village voting protocols

Hamlet or village community members are eligible to vote at town hall meetings. A business within the hamlet or village boundaries may designate one representative as a voting member on its behalf.

The county conducts the voting process, including the vote count. Community members must be present at the town hall meeting to vote. The hamlet or village must make a written agenda available in advance of the town hall meeting that identifies the purpose of the vote.

If a community member or business representative cannot provide proof of residence in the hamlet or village, they will be issued a provisional ballot. To receive the provisional ballot, individuals must supply their name, address, phone number, email address, and the reason for their claim of community member status. The county will review and count provisional ballots only if the number of provisional votes could influence the election outcome. In such cases, the county will publish a public notice on its website indicating its intent to verify provisional ballots.

The outcome of the town hall voting is not binding on the BCC. The BCC shall consider the voting results in making the final decision.

Appendix A. Boundary maps

Downloading a hamlet map

For a map of an active hamlet, follow the instructions above, except in #3 above, deselect all the layers except County Boundary and Stafford Hamlet/the Hamlet of Beavercreek/Hamlet of Mulino.

Maps for each hamlet are also available on the Hamlet and Villages webpage, under each respective hamlet.

Clackamas County Geographic Information Services (GIS)

GIS produces maps for the county and other organizations at the county’s directive. GIS is not a map production company like Metro or a profit-making business. Its purpose is to maintain a database required for the county (and non-county) departments to do their work. This database includes millions of data points, plots, attributes, photos, lots, and other additional data. This information changes frequently and must be accurate and up to date for county purposes.

GIS serves four categories of clients:

In-house Clackamas County agency requests, especially from DTD (Department of Transportation and Development) divisions, are a significant source of requests. GIS typically does not charge for these projects, and such requests receive high priority in work assignments.
Non-county agencies include police, city, school, and fire. GIS charges for work and supplies. The following priority levels apply; time spent depends on the project.
Other agencies, such as PGE and others. GIS charges these agencies per hour and the full cost of supplies.
CPOs, hamlets, villages, and walk-in community members. GIS charges these public bodies for the time spent addressing questions or requests and for the map(s) created, based on the request and the number and size of the maps.

Appendix B. Effective media relations

CPOs, hamlets, and villages can use media to establish credibility, engage with community members, and enhance public understanding and support.

Be proactive in communicating with the media through releases, letters to the editor, guest editorials, and meetings with reporters, editors, and publishers.
Invite media representatives to all your meetings.
Not all media are the same. Know the difference and how to optimize your relationship.
Honor deadlines. Provide the media with sufficient prior notice to schedule an interview and ensure ample coverage.
Never be afraid to say, “I don’t know.” But add “I’ll find out for you.”
Look for publicity niches to reach segments of the public who may read local newspapers or tune into local television or radio.
Face the inevitable—bad news does indeed drive out good news—but take that as a challenge to convince the media otherwise.
Be friendly with the media, but professional when speaking or providing information.

Appendix C. Public Meetings

The Oregon Public Meetings Law (ORS 192.610) requires that meetings of advisory bodies be open to the public so the public can be informed about the deliberations, decisions, and the information on which those decisions were made. CPOs, hamlets, and villages are public bodies with the authority to make decisions and recommendations. For this reason, they are subject to public meeting laws.

Robert’s rules of order

Clackamas County uses Robert's Rules of Order to provide a structured framework for meetings and to ensure fair and orderly decision-making. It emphasizes equal rights, majority rule, and a clear process for handling motions and amendments.

How to conduct a meeting

The following is a general format and order of business. Any items not applicable can be deleted.

Welcome and opening ceremonies (optional)
Reading and approval of meeting minutes
Financial statement
Bills
Correspondence
Reports of Officers, the Board, and Standing Committees
Reports of Special Committees
Special Orders
Unfinished Business and General Orders
New Business
Program
Announcements

Process for handling a motion

A motion is a formal proposal by a board member requesting that the board take a specific action.

A member makes a motion: “I move that…”
Another member seconds the motion: “I second the motion…”
The chair states the motion “is moved and seconded.”
The chair opens debate: “Is there discussion?”
The members debate the question.
The chair puts the question: “The question is on adopting the motion that…”
The chair initiates a voting process.
If it is a small board (25 or fewer members), each member’s vote is recorded. The chair or secretary calls each member’s name and gives each member a unique opportunity to respond with "Aye" or "Nay."
If it is a large board (more than 25 members), a roll call is not required. The chair can call for “all in favor/all opposed and tally the number of votes.
The chair announces the vote.

Minutes for public meetings

Written minutes are to be taken at all meetings and include the following:

Date, time, and location of the meeting.
List of members who are present.
Any motions, proposals, resolutions, orders, ordinances, and measures proposed, and the action taken by the public body regarding them.
The results of all votes and a record of each member's vote by name if the public body has 25 members or fewer (Note: if the public body has more than 25 members, then the ballots do not need to be listed by name unless a member requests a "roll call" vote of that body).
A summary of any discussion on any matter.
Reference to any document discussed at the meeting.

Appendix D. Dealing with conflict

As leaders of public bodies in Clackamas County, members of your communities respect your judgment and expect you to be fair and judicious in carrying out your responsibilities. The following approaches address them while preserving your organization's integrity and enabling you to move on to other challenges. In most cases, you should be able to work through difficult situations without an outside mediator.

Contact PGA for support.
Meet to discuss the issues at a convenient time and place.
Choose a neutral facilitator.
Involve all parties in the conflict, being careful not to overload the group with too many representatives on one side.
Agree with the items to be discussed and the goals you want to achieve. Stay with the agenda.
Respect all participants and receive respect in return.
Focus on outcomes and what is best for the community, not on what is best for one individual or small group.
Take turns speaking. Do not interrupt or talk over one another.
Avoid blaming. Remember, everyone makes mistakes.
Avoid using words or actions to intimidate others.
Avoid taking irrevocable or non-negotiable positions.
Look and listen carefully. Watch for cues in body language or speech that indicate mood or attitude, and respond appropriately.
Take as much time as required to reach a solution. You may need more than one meeting to achieve your goals.
Work toward an agreement that is fair and constructive for everyone.
Strive for small victories that give everyone a win.
Be willing to defer unresolved issues to a later time.
Publicize the terms of your agreement to other members in writing.
Follow through. Agree on deadlines or an action schedule and monitor progress.
Avoid holding a grudge. You may have to agree or disagree on some issues.
Move on to work together to benefit your organization.

Appendix E. How to conduct a town hall meeting

Meetings should have one or more clearly defined objectives, stated publicly and widely disseminated.

Before the Meeting

Define the purposes and objectives.
Choose a date, time, and location convenient to most members.
Notify PGA.
Provide reasonable notice to members and the media.
Create an agenda that can be reasonably covered in the time allowed.
Prepare verbal and written materials (PowerPoint presentations, handouts, ballots, newsletters, etc.).
Provide directional signs.

During the Meeting

Begin and end on time.
Follow the agenda.
Provide ample time for discussion and voting, if needed.
Respect the process and all participants.
Summarize results.
Appoint subcommittees, if necessary, to follow up on recommendations.