There are several activities which should be undertaken after the first meeting; some of these activities apply to every meeting.
It is strongly recommended that notes/updates are taken during each meeting and an update sent to each of the key Colony leaders and the person representing the colony; hence, the reason for having a sign-in log at every meeting.
The update letter following the first meeting should include a list of the individuals who volunteered for the Co-Ordinating functions along with the colony they are from and their phone number.
Since this is the first meeting, it is also suggested that a phone call be placed to each of the colonies which did not attend the meeting to find out why no one attended and provide feedback on what was covered at the meeting.
It is also appropriate to include in the update letter a list of the items/topics to be covered at the next meeting and to remind the Colonies that their participation and input is a very important part of the planning process.
(A SAMPLE Update letter is attached)