Proposal Development Orientation

The proposal development orientation gives potential budget delegates the information the need to decide whether to commit to becoming budget delegates. This includes information about the benefits, responsibilities and process about proposal development as well as the chance to meet and discuss with other budget delegates. The session should also provide staff with the information needed to schedule next steps.

Objectives 

By the end of the session, volunteers will

  • know:

    • benefits and responsibilities of budget delegates  

    • proposal development process 

    • next steps 

  • sign up for issue committees 

  • sign up to be facilitators 

  • choose a proposal development meeting time

  • choose a facilitator training meeting time

Time

  • 2 hours 

Materials 

Digital

  • Email template: Save the date (Resource 1) - send several weeks in advance

  • Orientation RSVP form (FIX)

  • Email template: Orientation RSVP - add Orientation RSVP for link and send a week in advance

  • RSVP list template — create a list of people who have RSVP’d for event who are already in NationBuilder. Download names from RSVP and add to template, marking who has volunteered to help

  • Orientation slides: pdf / keynote (Updated Feb 11, 2023)

  • When2Meet - create a when 2 meet for volunteers to complete during the session to choose the budget delegate meeting dates. This should be completed before the Budget Delegate Agreement form is sent out.

  • Budget Delegate signup & Survey template (requires translation) - send out as soon as the When2Meet for meeting day and facilitator training date/time set in the orientation session.

  • Facilitation training RSVP template (FIX translation) - use to create online form, send after when2meet for meeting day, and facilitator date/time set in orientation meeting

Printing

  • Sign in sheet - print enough to sign in participants who didn’t RSVP and (optionally) for canvassing passersby

  • Table # Tents - 2 - need 1 for each table, and might have 2 tables for each issue committee

  • Idea list - 4 copies — need 1-2 copies for each issue committee table

  • Prioritization warm up worksheet - print 1 for each participant

Supplies

  • Pens - 1 for each participants

  • Nametags

  • Markers

Services

  • (optional) swag: t-shirts, yard signs, posters

Preparation 

Several weeks before

  • SC decide on issue committees  

  • categorize ideas for each issue committee

  • send email to save the date

  • reserve room, microphone, speakers, projector

  • order any necessary swag

1 week before

  • create When2Meet for best meeting day — add QR code to slides

  • send Orientation RSVP email & form for food, interpretation, childcare, transportation, preferred meeting dates

Several days before

  • order food 

  • order interpretation

  • create Lyft vouchers

  • order childcare

  • buy supplies

  • print materials

1 hour before

  • setup tables and chairs

  • test AV

  • setup signup table:

    • name tags & sharpie

    • RSVP list

    • sign-in sheet

    • pens

  • distribute printed materials and pens

  • receive food

Procedure 

I. Welcome (5 min) 

  • Introduce the team

  • Thank everyone for coming and interest in becoming a budget delegate

  • Share outcomes of the session to sign people up to be budget delegates, facilitators & select issue committees

  • Review agenda 

  • Review norms 

II. Review participatory budgeting (5 min) 

  • Review the PB process

  • Share results so far

III. Overview of budget delegate process (10 min) 

  • Share purpose of proposal development to develop ballot

  • Describe the proposal development process

  • Proposal development meeting times

  • Budget delegate responsibilities

  • Eligibility 

  • Issue committees 

  • Online guides 

IV. Q&A (10 min) 

IV. Choose Issue committees (15 min) 

  • Issue committees, how decided 

  • Pick committees 

  • Meet people 

V. Practice prioritizing (30 min) 

  • (optional) Brainstorm new ideas 

  • Review 1 page of ideas for that issue committee

  • Prioritize individually

  • Discuss prioritization

VI. Next Steps / Checkout (15 min) 

  • Sign up for facilitation training 

  • Propose demographic committees 

  • Get background info relevant for each committee 

After the meeting

  • Look at results of when2meet and set dates for Budget Delegate meetings

  • Decide on facilitator training date/time based on discussion from orientation

  • Update the dates on the proposal development website

  • Update the dates on budget delegate agreement form

  • Update the dates on facilitator training RSVP form

  • Send out budget delegate signup email / form

  • Send out the facilitator training RSVP

  • Submit receipts

  • Restock supplies

  • Restock swag

  • Share successful meeting on social media & newsletter

  • Send thank you messages