Meeting decision record — Welcome pilot

Decision

Pilot a consistent welcome ritual at the Harbor and Linden community rooms for four Saturdays, then decide whether to extend it.

Decision date: 4 August 2026
Decision owner: Amina Shah
Review date: 7 September 2026
Status: Approved to test

Why this now

First-time visitors regularly paused at the entrance and asked the same orientation questions. A small, repeatable ritual is a low-risk way to test whether the experience becomes clearer and warmer.

Evidence considered

Six hosted sessions, fourteen short visitor conversations, and staff observations from the spring neighborhood series.

Options considered

Run a four-week, two-site ritual with a visible “Start here” cue.
Invest first in a full room redesign.
Leave welcome practices to each host’s discretion.

Dissent and guardrails

Leila noted that a fixed ritual may feel scripted. The pilot will include a plain-language review and let hosts adapt examples while keeping the first step consistent.

Follow-ups

Draft the welcome card and host script.Owner · Amina · due 11 August
Check the cue with an accessibility reviewer.Owner · Leila · due 13 August
Bring a short learning readout to the review.Owner · Jonah · due 7 September

0 of 3 follow-ups marked complete

How we will communicate it

Share this record with hosts and partners, emphasizing that the ritual is a four-week learning test rather than a permanent policy.