contents · 5220 7190, 0437 243 181 [email protected] recreation planning recreation...
TRANSCRIPT
1
2
Contents
1. The Golden Plains Shire Community Planning Program..................................................................... 3
2. Community Coordinator roles and supports ...................................................................................... 5
3. Community planning process overview ............................................................................................ 11
Step 1: Getting ready for community planning ..................................................................................... 13
Activities ................................................................................................................................................. 13
Tips ......................................................................................................................................................... 13
Tools ....................................................................................................................................................... 14
Step 2: Consulting the community ........................................................................................................ 18
Activities ................................................................................................................................................. 18
Tips ......................................................................................................................................................... 18
Tools ....................................................................................................................................................... 19
Step 3: Community Forum - Identifying priority projects and project champions .............................. 25
Activities ................................................................................................................................................. 25
Tips ......................................................................................................................................................... 25
Tools ....................................................................................................................................................... 25
Step 4 Community Meeting - Allocating SEED funding ........................................................................ 29
Activities ................................................................................................................................................. 29
Tips ......................................................................................................................................................... 29
Tools ....................................................................................................................................................... 29
Step 5 Writing up the community plan ................................................................................................ 34
Activities ................................................................................................................................................. 34
Tips ......................................................................................................................................................... 34
Tools ....................................................................................................................................................... 34
Step 6 Presenting the community plan to Council ........................................................................... 38
Activities ................................................................................................................................................. 38
Step 7 Applying for SEED funding for priority projects ........................................................................ 39
Activities ................................................................................................................................................. 39
4. Additional Resources………………………………………………………………………………………..……………………………….50
3
1. The Golden Plains Shire Council Community Planning Program
Introduction and aims
Within the Golden Plains Shire, the Community Planning Program supports a process where communities develop and implement 3-year Community Plans in order to improve their own communities.
Council initiated the Community Planning Program in 2000 and there are currently over 130 volunteer Community Coordinators working in 29 locations through 22 Community Plans.
The Program’s aim is to strengthen local communities through volunteering, help them become more environmentally and socially sustainable, foster a sense of community spirit and pride and increase residents’ involvement in community life.
Principles
There are three core principles that underpin the Community Planning Program:
Community members have both the right and responsibility to be involved in the development of their towns
Community members are well placed to identify and action projects to improve their own communities
More can be achieved for Golden Plains Shire communities if Council, community members and other key stakeholders all contribute and work together in partnership.
Community Coordinator support
Council values all volunteers in Golden Plains Shire and volunteer Community Coordinators play a critical role in bringing the diverse views of community members together in one local plan.
Some actions are completely implemented by local communities, some draw in local or external support through in kind contributions or grants and sometimes Community Plan priorities align with Council’s priority and Council becomes a partner.
To support Community Coordinators in this work, Council funds independent Facilitators to support Community Plan development and implementation, provide training and mentoring and build resources.
This Community Coordinator Resources Kit will be made available to all current and future Community Coordinators and its contents will be progressively expanded over the coming three years.
The current Facilitators, Fiona Reidy (0409 142 931) and Nicole Langtip (0432 558 119), would be interested in any feedback regarding this Kit or topics that would be useful including in the future.
4
The diagram below summaries the Community Planning Program Model including the program goal and outcomes the program aims to achieve, and key interventions that help achieve it.
5
2. Community Coordinator roles and supports
Community Coordinator roles
Community Coordinators are usually nominated during the Community Planning process for the new 3-year plan. New Coordinators can also be nominated during the Community Plan implementation period by forwarding their contact details to the Facilitators who will then inform Council. Similarly, the same notification process can apply if Community Coordinators need to relinquish their role before the new community planning process begins.
Community Coordinators meet in local groups with each other and their roles are to:
Understand the Community Planning Program including the principles and roles
Promote the Community Planning Program in their community
Work with a Facilitator to design and conduct consultation with the broader community to develop a Community Plan. This may include developing surveys, hosting public consultation events or conducting interviews
Present the Community Plan to Councillors and Council Staff at a Council meeting
Once the Plan is written, coordinate its implementation. This will include:
o Coordinating meetings between community members, Facilitators and other stakeholders to assist with scoping, planning and implementing key projects within the Plan
o Often being the project champion for one or more projects in the Plan and assisting in developing an action plan and coordinating its implementation
o Attending meetings to assist community members implementing Community Plan projects by providing information and advice
o Applying for community planning SEED funding from Council, making that funding available to community members implementing the Plan and completing all necessary paper work requested by Council
Monitor the implementation and progress of priority projects and report progress to Council on an annual basis
Be a resident knowledge hub about the Community Plan for other community members - this may involve referring them to a project champion where required but also ensuring that they know about community planning as a program and the current Community Plan
Be the conduit between community and Council for matters relating to the Community Plan or advising other community members how to best contact Council
Ensure the wider community remain informed about the Community Plan through regular communication and updates
Attend combined Community Coordinators meetings
Celebrate and promote community planning successes, both within their community and across the Shire
Become involved in the on-going evaluation of the program.
6
Community Coordinator supports
Council supports Coordinators in the following ways:
Provision of a key contact list of Council Officers and roles to enable direct communication on relevant issues (see p.7)
For simple single maintenance or single topic information requests Coordinators call customer service on 5220 7111 and log a customer service request
Multiple information/advice requests for a community project - If there are multiple questions regarding the implementation of a community project Coordinators should fill in the Community Planning Project Enquiry form (see p.9) and submit the completed form the Community Development Team Leader/Customer Service/Central CD Inbox. The Community Development Team Leader will then seek information from key parties and once the information has been collated the Community Development Team Representative will provide a letter with clear instructions and the completed Council response form back
Funds independent Facilitators to support Community Coordinators.
Independently appointed Facilitators support Coordinators in the following ways:
Help Community Coordinators to understand and perform their roles and responsibilities as a group
Support the Community Coordinators to develop a community plan including designing and conducting the consultation, facilitating community meetings, producing the actual plan document and presenting to Council
Provide information, advice, support and training to the Community Coordinators and community members to assist them implement key projects within the Community Plan
Monitor the progress of community planning in each community, and take action to ensure communities are on track
Organise and deliver combined Coordinator events or training on topics, themes and skills to benefit the progress of the Program, Coordinators and community members
Develop resources that assist the efficient and sustainable implementation of the program
Support the networking of Coordinators and inter town connections
Support Coordinators and community members to contact Council in the agreed manner when implementing community plan projects
Attend quarterly Community Planning Steering Committee meetings to inform Council of key trends or information that maybe necessary for Council to perform their role.
7
Golden Plains Shire Council Contact Details
Customer Service (Reception)
2 Pope Street P.O. Box 111, Bannockburn 3331 5220 7111 [email protected]
General enquiries, call transfers Log a customer service request for our Works Department
Community Services
Dean Veenstra Team Leader Recreation
5220 7190, 0437 243 181
Recreation Planning Recreation Strategy Recreation Projects
Land Management & Ownership
Brodie Marston Community Recreation Officer
5220 7182, 0429 387 594
Recreation Committees General Recreation
Enquiries
Paul Owen Community Recreation Officer
5220 7220, 0429 189 741
Recreation Committees
Community Grants General Recreation
Enquiries
Rebecca Hickey Team Leader Health & Wellbeing
5220 7189, 0447 884 012
Health & Wellbeing Programs Gem of an Idea Grants
Disability; Access & Inclusion
Heidi Preston Team Leader Child & Family
Services
5220 7175, 0428 311 926 [email protected]
Maternal & Child
Health Kindergartens
Child Care
April Archbold Team Leader Aged and Disability
Services
5220 7160, 0427 516 497 [email protected]
Aged and Disability
Services Home and Community
Care
Breanna Doody Team Leader Community
Development
5220 7159, 0427 935 190 [email protected]
Community Planning
Inquiries SEED Funding
Community Directory
Christine Lamb Community Engagement Officer
52207188, 0408 019 939
Community Engagement
Council Survey’s
Mark De Campo Youth Development Coordinator
5220 7106, 0429 350 379
Youth Programs and Services
Sarah Dalton Youth Activities Officer
5220 7177, 0407 847 138
Youth Activities and Events
Deb Sansom Arts & Cultural Officer
5220 7212, 0418 469 088
Arts Projects Arts Promotion
Caroline Jordan Volunteer Coordinator
5220 7216, 0400 020 864
Volunteer Training Program
Volunteering Opportunities
8
Elaine Kellett Community Events Officer
5220 7245, 0408 719 215 [email protected]
Community Event Planning
Community Events Applications and
Permits
Works Department: Please call customer service to log a service request for our works department.
Peter Cameron Works Manager
5220 7122, 0408 520 648
Major Projects
David Miocic Team Leader Community Projects
5220 7168, 0458 844 236
Council Infrastructure Projects e.g. Hall
Upgrades, community centres
Sharon MacDonald Technical Support Officer
5220 7249
Signs Vic Roads
Paul Ryan Community Projects Officer
5220 7138, 0407 502 267 [email protected]
Oval
Maintenance/Mowing Tennis Courts
Steven Quick Works Engineer
5220 7184, 0427 366 949
Footpath and Road Management
Road Restrictions/ Closure Town Maintenance
Tree Removal
James Kingsbury Engineer Community Projects
5220 7157, 0458 842 405
Asset/ Building Maintenance
General Maintenance
Communications Economic Development Planning Department
Ann Card Senior Communications & Marketing
Officer
5220 7147, 0439 290 147 [email protected]
Media Support
Promotional Support Gazette Articles
Community Newsletters Social Media Posts
Helena Charles Economic
Development Officer
5220 7102
Economic Development Projects Business Information Shire Wide Statistics
Leigh Page Team Leader Planning
5220 7149, 0408 452 687
Planning Permits Land Use Planning Regional Planning
Issues
Building Department Natural Resources Environmental Health
Colleen O’Loghlen Business Admin Officer
5220 7141
Building Permits Building Advice
Bram Muller Natural Resources Officer
5220 7126, 0477 170 001
Weeds & Pest Animals Land Use Impacts
Roadside Vegetation Management
Stuart McLay Senior Environmental Health Officer
5220 7234, 0400 942 110
Environmental Health & Waste
Food Safety
Golden Plains Shire Council officers spend considerable time away from their desks and sometimes they are not available to speak to you when you call. Please leave a message on their message bank or email them your queries. Officers will get back to you as soon as possible. This list is for Community Coordinator purposes and should not be shared more broadly at this point in time. Last updated: August 2016
9
COMMUNITY PLANNING PROJECT
ENQUIRY FORM
Please complete the form below and e-mail it to [email protected]
For more information or to ask a question please call Customer Service on 5220 7111
CONTACT INFORMATION
1 Date of enquiry
2 Your contact details
Name, Phone number, e-mail
3 Supporting Community Coordinator Contact Details
Name, phone number, e-mail, address
PROJECT INFORMATION
4 Project description
Please provide a brief description of the project.
5 History of the project
Please outline any relevant history of the project you
think Council should be aware of.
6 Address the project will be located.
Please be as specific as possible; feel free to attach a
map.
7 How is the project being funded?
8 Is this project in a Community Plan?
10
If yes, which one?
9 Who will undertake the work in this project?
10 If community members are involved in undertaking
the work, is an incorporated group taking legal
responsibility (auspicing) the project?
11 Do the community members or incorporated group
hold public liability insurance for this project?
12 How will structures, gardens or areas developed
through this project be maintained in the future?
13 Please list any specific questions you would like
Council to answer.
14 Please attach maps or drawings for the project.
(Mandatory) Hand drawn sketches are fine
THANKYOU FOR YOUR INFORMATION
ADMINISTRATION
Form submitted to: [email protected]
Date:
Responding Council Officer:
11
3. Community planning process overview A Community Plan is a document that outlines the community’s priority projects for a 3-year period. When that period is nearing an end, the Community Coordinators and Facilitators develop a new Community Plan for the next 3 years.
Whilst every community will undertake a slightly different process to develop a Community Plan, in summary it usually involves:
The Community Coordinators gathering other community members’ ideas to improve their town by survey, conducting interviews and gathering ideas from the community
The information is analysed and presented at a community meeting where everyone is invited. At the meeting the priority projects identified are voted on
Then SEED funding is allocated and the actual plan is written up, adopted and presented to Councillors and Council staff.
The Community Plan development phase usually takes between 4-6 months and involves 7
steps. The diagram on the following page outlines this process and the subsequent sections of
the document will describe these steps in terms of activities, tips and templates.
12
13
Step 1: Getting ready for Community Planning
Activities
The first step is to devise a plan for how the Community Plan will be developed. This is done in a meeting between the Facilitators and the Community Coordinators who have assisted to implement the previous Community Plan.
The Facilitators can guide the meeting. The following topics should be covered:
Introduction to consultation/engagement – why it’s important, how to reflect community diversity and the right depth of engagement
Review of the past Plan – how it was developed, how it was implemented, what worked well, what didn’t?
Identify and recommend carry overs (activities in train with resources attached to complete)
Set dates for the community meetings
Review demographic data for changes, key population groups and hard to reach groups
Identify how the consultation will occur and what methods will be used to engage all groups in the community profile
Develop a plan of who will do what and when
Develop a plan for how promotion of the Community Plan will happen: Who will develop and distribute a survey? Are there current opportunities to engage with communities (for example: farmer’s
markets or other community events)? How will interviews with groups and key stakeholders be conducted? What would a communication plan look like?
Determine how Community Coordinators can raise awareness and participation in the community planning program throughout the process.
Tips
Council requires that:
At least 1-2% of the population should be consulted when developing a Community Plan.
There will need to be evidence that a diverse range of the population was consulted
Details of how survey results were analysed should be provided
The Community Plan needs to be well-balanced to ensure momentum during the life of the plan by having a mix of: o Smaller/feasible activities o Advocacy oriented/Big capital activities.
Council will assist by:
Providing demographic data
Mailing out surveys
Advertising the contents of developed plans and upcoming consultation opportunities in Gazette and uploading final Community Plans on the Council website
14
Giving $200 for reimbursement of costs for consultation activities and events including survey mail outs
Printing copies of the developed posters on request
Providing support in the analysis of consultation information, if required.
Considerations for evidence based planning – have you thought about who needs to be consulted:
Children and families
Young people
Older adults
People with disabilities
Culturally diverse community members
Aboriginal community members
Isolated community members
Farming community members
Weekenders.
Channels for consulting and engaging all sections of the community – even the hard to reach:
Maternal and Child Health, playgroups and kindergartens
Schools
Scouts and guides groups
Youth groups
Mobile library
Sporting clubs
Arts or cultural groups
Historical societies
Landcare groups
Community centres or neighbourhood houses
Health and community service organisations
Seniors groups
Trader Associations
Progress Associations
CFA
SES
CWA
Men’s Sheds
Churches
Hall Committees and Rec Committees
Others
Rotary clubs Lions clubs
Planned activity groups (PAGs)
Probus clubs
U3A
Tools The tools on the following pages can be adapted for local use. They are samples from previous
Community Plan processes and include:
1. An annotated agenda for the meeting to devise a plan for how the Community Plan will be
developed; and
2. A sample poster promoting a community planning meeting.
15
Plan the Plan Meeting AGENDA
Date, Location, Time
Community:
Facilitator:
Attendees:
Apologies:
Item Description
1. Welcome and Introduction
2. Review of the Past Plan
How it was developed – identify key tasks
What worked well? – strategies that gathered relevant information and reached a broad cross section of the community
What didn’t work well? – actions / strategies that had limited impact on the development of the plan
Suggestions for improvements – learnings from past experience.
3. Developing the New Plan:
a) Survey
Development of Survey utilising the “Survey Template”
Develop relevant questions specific to the community
How / where the survey is to be returned to.
b) Dissemination of survey:
Council mail out
Conduct interview with relevant community groups / businesses
Identify any current / upcoming events to survey community members
Consider specialist needs of demographics of the community e.g. Identify vulnerable / isolated community members / groups who may need targeted /approach.
c) Consider other opportunities to gather information
Ideas boxes
16
Face to face meetings / focussed discussions
Public meetings
Social media feedback
Demographic data
4. Promotion of planning process, survey & forum
Posters where there is high foot traffic
Promotion on “What’s on signboards”
A story in the local paper or news sheet
Use of social media: o Websites o Facebook o Twitter o Email lists
Via established community groups and business
Via Council – survey letter drops, through the Gazette, website, Facebook and Twitter.
5. Analysing results:
Decide on methods to analyse results
6. Timeframes:
When is survey to be disseminated?
Establish date for surveys to be completed by
Establish dates for Consultation Forum and Seed Funding Forum
Set date for next Coordinator meeting to analyse results.
7. Next meeting? Meeting close.
17
WEDNESDAY 11 NOVEMBER 2016
7pm
Blue Room, Rec Reserve, 9 Brooke Street, Linton
Come and have your say
about Linton’s key
community projects for
the next 3 years!
An opportunity for you to
help make Linton a great
place to live, work and visit.
18
Step 2: Consulting the community
Activities
The next step is for the Community Coordinators to do the consultation and promotion part of the community plan:
Identify any opportunities that are present to engage community within the planning window
Develop the survey, distribute the survey, collect surveys, analyse results and develop report of findings and a poster outlining findings
Coordinators conduct interviews with other groups and key stakeholders
Communications plan is executed - advertisements for the survey and details of the community meetings are placed in community newsletters and posters developed and put up around town
Arrange the community meetings – book venue and catering.
Tips
Considerations for promoting the community planning process – have you thought about which
methods would best connect with different members of the community:
Posters where there is high foot traffic.
Promotion on “What’s on signboards”.
A story in the local paper or news sheet.
Use of social media:
Websites
Email lists
Via groups listed on p. 14.
Via Council – survey letter drops, through the Gazette, website, Facebook and Twitter.
Effective engagement might include a mix of the following:
Surveys
Ideas boxes
Face to face meetings / focussed discussions
Public meetings
Social media feedback.
To run an effective forum, consider:
A comfortable setting with good ambient temperature, a sign in sheet and nametags
A clear agenda, timeframe and information regarding the community plan process, coordinator roles and other relevant information
Flexible facilitation and table based discussion
19
Having space for new ideas to be raised
Transparent processes and clear next steps
Refreshments.
Tools The tools on the following pages can be adapted for local use. They are samples from previous
community plan processes and Council’s communication tools and include:
1. A sample survey; 2. A blank communication plan; and 3. A media release template.
20
SAMPLE SURVEY
HELP MAKE LINTON AN EVEN BETTER PLACE TO
LIVE WORK AND VISIT.
The Linton Community Plan is developed and actioned by community members. The success of the plan relies on community members working together to bring about positive changes to our area. Community Coordinators are volunteers who keep the Community Plan process on track.
If you live, work, visit Linton, the Linton Community Planning Coordinators would love to hear your ideas about what you'd like to see happen to make Linton an even better place to live, work and visit, and how you might like to be involved in making ideas happen.
You can provide your ideas by completing a survey online at www.goldenplainsdigital.com.au/consultations or completing the survey below and returning it to the Golden Plains Shire Council, Linton Customer Service Centre, 68 Sussex Street, Linton, before Friday the 6th of November.
You are also invited to come along to the Community Planning Evening on Wednesday 11 November 2015, 7pm-9pm at the Linton Recreation Reserve, where you can help to prioritise community ideas and join a working group to help make them happen.
1. Which of the following categories apply to you?
☐ I live in Linton ☐ I study in Linton ☐ I work in Linton ☐ I am a visitor to Linton
2. What do you think could be done to make Linton a better place to live, work, study or visit? (We welcome all of your ideas, which could include, but are not limited to ideas around Linton's natural asset maintenance and promotion (eg: walking and riding tracks, maps and signage, slashing to reduce fire risk), assets and infrastructure (eg: outdoor stage for concerts, new footpath, skate park jumps), business and tourism (eg: Café as a one stop shop, local produce at local market, update GPS app), community connectedness, heritage and culture (eg: improve the community garden, Art Gallery, new social and friendship groups) and/or health, recreation and safety (eg: regular visiting Dr./ upgrade tennis nets, light at BBQ area).
21
3. Have you provided ideas for a Linton Community Plan previously?
☐ Yes ☐ no
4. Have you been involved in a community planning project previously?
☐ yes ☐ no
5. What is your age? (Answering this question helps us to ensure that we have collected ideas from a range of age groups within the community).
☐ 12-17 years ☐ 18-24 years ☐ 25-34 years ☐ 35-44 years ☐ 45-54 years ☐ 55-
64 years ☐ 65 years + ☐ decline to answer
6. How would you like to be involved in making community ideas happen?
☐ provide ideas only ☐ volunteer to help with specific projects ☐ become a Community Coordinator
and attend monthly planning meetings ☐ Other
7. Would you like to attend the Community Action Meeting on 11 November at the Linton Recreation Reserve, 7pm-9pm
☐ Yes ☐ no
8. Would you be happy for a Community Coordinator to contact you to discuss how you would like to be involved?
☐ Yes ☐ no
9. What is the best way for a Community Coordinator to contact you?
☐ email ☐ phone ☐ SMS ☐ Other
22
10. Do you have any other comments you would like to provide to the Linton Community Coordinator Group?
Contact Details:
Name………………………………………………………………………….....................................
Phone…………………………………………………………………………………………………...
Email……………………………………………………………………………………………….........
Thank you for taking the time to complete this survey. See you on the 11th of November.
23
BASIC COMMUNICATIONS PLAN
Overview – Community Coordinators to fill out
XX Community Plan
Objective of communication list any specific action you want the reader to take, or affect you would like to have on the reader
Key Message(s)
Communication skeleton
Headline (10 words or less)
Sub headings and body copy
Call to action
How you’d like to get the message out there
Note: This list is for you to indicate what you would like to do.
Communication channels – please select those you think may apply
Community publications
Outdoor advertising
☐ School newsletters ☐ Signs and Banners
☐ Community newsletters ☐ Public noticeboard content
☐ Advertising – Community newsletters
☐ Golden Plains Gazette article (can be
requested but cannot be guaranteed)
Media
Social
☐ Media release ☐ Facebook
☐ Media alert (generally an invite) ☐ Twitter
☐ Sound grab – Lead Coordinator ☐ YouTube
☐ Video clip – Lead Coordinator General
Website/s ☐ Brochure
☐ Local community website ☐ Booklet
☐ Other organisations’ websites ☐ Fact Sheet
☐ Community events calendars ☐ Flyer
☐ Council Digital - events calendar ☐ Infographic
☐ Poster
24
MEDIA RELEASE TEMPLATE
YOUR COMMUNITY PLAN TITLE
MEDIA RELEASE
Date: 5 August 2016 For immediate release Headline
FIRST PARAGRAPH
Your first paragraph needs to grab the reader’s attention. It should explain your headline ‘in a nutshell’ and briefly cover the important points. Ensure it is clear, succinct and conveys your key message.
SECOND PARAGRAPH
The second paragraph introduces the talent (title first, then name) with an indirect quote that highlights the key issue or topic.
THIRD AND FOURTH PARAGRAPHS
The following paragraphs should contain a mix of quotations and statements of fact and should explain in further detail the key messages - who, what, where, when and why. IMPORTANT – a good media release should fit into one A4 page -ENDS-
MEDIA ENQUIRIES
If you would like an interview with <insert name>, please contact: Contact name, address, phone and fax number, email address and website.
25
Step 3: Identifying priority projects and project champions
Activities
Now that the survey and interview results from the community have been gathered it is time to host the first community meeting.
The facilitators facilitate the community meeting. The core things that happen at a community meeting are:
Basic introduction to the community planning program – what it is all about
Identify and thank the former Community Coordinators and foreshadow that new nominations will be called for during the forum
Run through the past Plan’s achievements
Highlight the survey results
Highlight carry over projects recommended by Coordinators
Give an opportunity for new items and for people to present their ideas
Ask participants to put their three dots on their 3 priorities
5-10 dots mean that it’s in the Plan
Write up around 8 actions
Invite participants to place their name next to a project that they would work on
Write up items for the Plan but only if one or more names are beside it
Call for the coordinators for the new Plan
Promote the seed funding forum details.
Tips
It is important to reiterate to those present that only projects that have the names of community members beside them will go in the Plan
Reinforce the role of the Community Coordinators vs community members working on a project
Discuss the ideal of a Community Coordinator being a champion for each project.
If there are several community members signed up for a Project but no Community
Coordinators aligned to the Project, possibly encourage one of the Project members to consider
becoming a Community Coordinator.
Tools The tools on the following pages can be adapted for local use. They are samples from previous
community plan processes and include:
1. A sample community consultation forum agenda; and 2. A sample community consultation forum attendance sheet.
26
Community Consultation Forum
AGENDA
Date, Location, Time
Community:
Facilitator:
Attendees:
Apologies:
Item Description
1. Welcome and Introduction
2. Community Planning Program Community Plan:
Community owned – your plan for you to implement.
Not Council Plan – not a wish list for Council.
Good to have aspirational goals in the Plan (longer term) because as grants / priorities change you can apply for funds if it’s in the Plan.
Coordinators:
Coordinators role is to coordinate the implementation of the Plan.
Community members need to be involved in the implementation.
Coordinators work behind the scenes, gathering information, organising consultation like tonight, being the community reps to get info, however, they are not responsible for implementation – that is a shared community task.
Seed funding:
$7,500 for the whole 3-year plan.
Kick start funding.
Expected to get funds from other places also to see projects through – other grants, local business, in kind support, partnering with other committees, local fund raising events.
Be realistic about what to put in Plan.
May be about ‘advocating’ rather than doing.
3. Achievements from past Plan
Delivered by Community Coordinators.
27
4. Tonight’s Process
This is a step in the process.
First step:
Information gathered from the community.
Survey was developed and then mailed out, on line and in the newsletter.
Community Coordinators spoke with different groups in the community and gathered information from the local school, CFA, historical society; recreation committee and progress association.
Information was collated and put into some categories.
Tonight:
1. Community members all have copies of that information.
The Facilitator reads through so that everyone can have a say.
2. Couple of minutes for any burning new ideas to be added.
3. 3 stickers each to go and vote for your top 1-3 priorities (don’t put 3 stickers next to one idea).
4. Cuppa – the Facilitator then collates info.
5. Place around the room top ideas 5- 10 depending on numbers.
6. Put names on who will be involved.
7. Whatever has the most support will be in the Plan.
5. After tonight / Next Step:
A draft Community Plan will be drawn up by the community coordinators.
Next meeting Seed funding will be allocated to projects.
If you would like to be involved in that you can either talk to Coordinators and/or come along to that meeting.
6. Implementing Plan Those who would like to be involved in projects will be contacted.
7. Any questions?
8. Getting Started Reiterate
3-year Community Plan.
7,500 funding.
Implemented by the community.
1 longer term / aspirational goal.
4-5 short term realistic goals will be chosen based on levels of enthusiasm, interest and ability to be implemented.
28
Community Consultation Forum – Attendance Sheet Community: Date: Location: NAME EMAIL CONTACT NUMBER HOW DID YOU
HEAR ABOUT TONIGHT?
29
Step 4 Allocating SEED funding
Activities
Now that priority projects for the next 3 years have been identified the next step is to allocate SEED funding to the projects accordingly. To do this another community meeting is called – it is open and public for those interested in being part of community planning to come along, listen and participate. Again the facilitators facilitate the session. The following actions occur in this meeting:
Flesh out what priorities mean, but no new items can be added
Establish goals for each key project
Categorise by criteria (ones that don’t need dollars, where funds are likely to be available, and facilitators consider encouraging a balance between advocacy (1), big idea projects that could take a lot of time, money or could be difficult (2) and activities (3-5)
Facilitators then facilitate a conversation regarding allocation of seed money over three years. This is publically documented in include in the Community Plan document as seen below.
Tips
A completed “Summary Sheet” collating the information and decisions made at the first
Consultation becomes the basis for this meeting
This meeting is an opportunity to clearly identify the aims and actions for the Priority
Projects identified
This is important to undertake prior to the allocation of the SEED funding conversation
so community members can be as clear as possible on the needs of the projects when
allocating funds
This also provides gives a more substantial direction and collective understanding of the
areas nominated and becomes the basis of the final community planning document.
Tools The tools on the following pages can be adapted for local use. They are samples from previous
Community Plan processes and include:
1. A sample Seed funding allocation forum agenda; and 2. A sample Community Plan summary sheet.
30
SEED Funding Allocation Forum AGENDA
Date, Location, Time
Community:
Facilitator:
Attendees:
Apologies:
Item Description
1. Welcome and Introduction
2. Recap
Process so far in developing the 3-year Plan Step 1: - Gathering community suggestions / input:
information gathered from the community.
Survey was developed and then mailed out, on line and in newsletter.
Community coordinators spoke with different groups in the community and gathered info from the local school, CFA, historical society, recreation committee and progress association. Information was collated and put into some categories by Golden Plains Shire Council if requested.
Step 2: Community Forum
A community forum was held.
Information gathered was voted on.
Key areas were identified.
These are to form the basis of the Community Plan.
Step 3: Strengthen the identified areas and allocate seed funding
31
3. Tonight:
1. Go through each area and expand on title to give a bit more info / direction.
2. Go through each area to identify potential need / good use of seed funding.
Those who are interested in / clear about the potential use of seed funding within the key areas asked to talk / discuss / share info at this point.
3. Seed funding allocated.
If consensus cannot be reached voting will occur. If still can’t decide taken to the first Coordinators meeting for them to decide.
4. Community Coordinators
Confirmation of Community Coordinators – old and new
5. Set date for Community Coordinators meeting for new Plan
32
Linton Community Plan Summary Sheet
Key Focus Areas for 2016 – 2019
Key Area
Votes Number of
people to
support
What’s the story? Seed funding
needed??
New social groups / clubs 5 2
Repurpose heritage building 5 10
Event for the town 6 10
Community Garden 6 2
Men’s Shed 11 4
Safe walkway from Hewitts
Rd
8 5
Advocate for better fire risk
reduction
8 8
Mortchup Reserve Majority
of people
attending
meeting
5
Pop up town monthly market
using vacant
8 5
33
Linton Community Plan
Key Focus Areas for 2016 – 2019
Key Area
Votes at
initial
forum
Number
of people
to
support
Seed funding
allocated
Actions:
New social groups
/ clubs
5 2 $500 Identify and support the potential development for new social groups / clubs,
with the aim of increasing social connectedness and decreasing sense of
isolation in the Linton Community.
Specifically identify sub groups in the community who may benefit such as:
Young parents (playgroup);
activities for young people (review the use of the FREEZA bus and activities);
elders in the community;
and other sub groups who may benefit Review the use of the Shire’s community bus and create ‘easy’ pathways to do
this
Repurpose
heritage building
5 10 $500 Work with the Historical Society to look at the potential to repurpose and
utilise the heritage buildings in Linton for other purposes
Specifically support the Historical Society with regards to the Linton Library
and the Undertakers building, with
retaining these buildings;
accessing funding and support to restore the buildings
potentially use these as community spaces for such things as museum, exhibitions, etc. once restored.
34
Step 5 Writing up the Community Plan
Activities
Now all of the information has been gathered, including priorities and SEED funding allocations, the next step is to write it all up into the Community Plan itself.
There is a template for the Community Plan document
Either the Community Coordinator or Facilitator populates the template
Coordinators then endorse the document in a regular meeting.
Tips
Ideally, the information in the summary sheet gathered at the SEED funding meeting
should be able to be copied straight into the Community Plan template.
Photos of past projects are great to use in the new Plan.
Important to double check which past projects were completed and can be included
under “Past Projects”.
Need to seek permission from Community Coordinators as to which contact details they
are happy to have on the Plan (eg some may prefer just email or phone contact).
There may be several “Draft “versions – make sure you are not rushed and have time
before presenting to Council.
Tools The tools on the following pages can be adapted for local use. They are samples from previous
Community Plan processes and include:
1. A Community Plan template; and 2. A Community Plan key projects template.
35
Linton Community Plan
What is Community Planning?
Community planning is a process where community members come together and take action to improve their community. Community members develop a Community Plan that outlines projects they will undertake to make their town a better place to live. Golden Plains Shire Council supports community planning by providing a professional facilitator who assists communities, as well as grants to help implement the projects in the Community Plan. Currently 22 communities across the Shire are helping make their towns a great place to live through community planning. To learn more about community planning visit the goldenplains.vic.gov.au.
Community Coordinators
Local residents known as Community Coordinators, volunteer their time to coordinate the development and implementation of a community plan for their community. The following community members are Community Coordinators for this Linton Community Plan.
Marlene Barrow: 0409 520 669
Kirsty Clark: 0419 116 78 [email protected]
Julie Eaton: 0403 318 825 [email protected]
Ian Forrester: 0429 694 011 [email protected]
Karen Ronan: 0409 026 310 [email protected]
Halina Sztynda: 0439 343 475 [email protected]
Kylie Turville: 0448 428 190 [email protected]
Joy McDonald: 0490176401 [email protected]
Robyn Jordan: 0490124766 [email protected]
Warren Bowen: [email protected]
Pam Farey: [email protected] .au
Nina Swanson: [email protected]
Andrea Smith: [email protected]
Please contact your Coordinators for more information about this Plan or for the date of upcoming
meetings that you are welcome to attend.
Date plan was adopted 24 February 2016
Plan start date 28 February 2016
Plan finish date 24 February 2019
Summary of previous achievements
Many Linton residents and local partners have worked together to implement Linton Community Plans. Together they achieved a lot including:
The Station Precinct
The BMX Track
The Skate Park
Installation of township ‘what’s on sign’
Overtaking lanes (Cherry Tree Hill)
Community Events (eg Christmas in July; Spring Carnival)
Community Playground at Linton Primary School
“We couldn’t be prouder of Golden Plains Shire Community Coordinators, and everyone involved in community planning – they go above and beyond for their communities and they’re a big reason why Golden Plains is such a great place to live and visit.” Cr Des Phelan, Mayor
How was this Plan developed?
Preparation to develop this Community Plan started in September 2015. The Linton community were asked for ideas and projects via a survey, interviews and public meetings. Two public meetings were held in November of 2015 to vote on ideas gathered in the surveys and interviews. Over 75 Linton residents contributed to the development of this community plan. Women, men, children and many community groups were involved.
36
2016-2019 Community Plan Key Projects
1. New Social Groups and Clubs
Support the development of new social groups and clubs to increase social connectedness and decrease social isolation in the Linton community. This project will specifically aim to develop clubs that benefit the following Linton residents:
young parents (playgroup)
young people
elders in the community
SEED funding allocated to this project: $500
2. Restore & Repurpose Heritage Buildings
Work with the Historical Society to access funding to support the restoration and repair of Linton’s heritage buildings such as the Linton Library and Undertakers buildings. The project will also work to repurpose heritage buildings for local events such as exhibitions and museums so the buildings get maximum use.
SEED funding allocated to this project: $500
3. Event for the Town
Support and facilitate events for the people of Linton and surrounding areas. Specifically this project will;
Work in partnership with the school to celebrate the 150th Anniversary on 1st August 2017.
Develop and implement a community joint fundraising event, whereby profits can be allocated to support various community groups / initiatives (as opposed to one single group / initiative) – promoting cross community collaboration.
Review past events, with the view to facilitating a specific social event to bring the community together (eg music event; rock n roll dance) – run by the community, for the community.
SEED funding allocated to this project: $2000
The Linton Community Plan is proudly supported by
4. Community Garden
Develop a Community Garden Model to meet the specific needs of the Linton community. This community garden project may include expanding the school food garden, developing a food network, revitalising horse troughs and addressing the street scape.
SEED funding allocated to this project: $1000
5. Men’s Shed
Support the establishment of the Linton & District Men’s Shed. The project will advocate for a permanent building / site and work in partnership and collaboration with the Men’s Shed to support ongoing activities.
SEED funding allocated to this project: $2000
6. Safe Walkway from Hewitt’s Road
Advocate for a safe walkway or proper footpath from Hewitt’s Rd. Work with Vic Roads and Council on this project.
7. Advocate for better fire risk reduction
Raise awareness at Community, Council and State Government levels regarding the risk hazard of dead wood within the Linton Forest and Council Land. Gain support from Community, Council and State Government to develop a risk reduction model that:
allows community members to collect dead wood prior to a planned burn
ensures community members are notified by Vic Roads when tree chopping is to occur so they can have the opportunity to collect wood
Work with Council to develop this model and have it endorsed by DWELP and Vic Roads.
8. Mortchup Reservoir
Continue to support the ongoing implementation of the Mortchup Reservoir Plan. This includes:
Community support for working bees to maintain the land (getting rid of weeds; planting etc.)
Work towards construction of a Boardwalk and a Bridge on the Spillway (whether in supporting grant applications or joint projects with Men’s shed).
9. Pop Up Town Using Vacant Spaces
Create and develop a “Pop Up Town” model to utilise vacant shops and spaces in the town. The model will consider:
Frequency (monthly / quarterly / seasonally)
Themes (markets; theatre; music) The project will work with the whole community to identify how this may intersect with
other community interests.
SEED funding allocated to this project: $1500
Disclaimer; If major changes to community plan projects need to be made within the life of
the plan, Coordinators will conduct public process before making these changes
37
2016-2019 Community Plan Key Projects
10. New Social Groups and Clubs
EXAMPLE: Support the development of new social groups and clubs to increase social connectedness and decrease social isolation in the Linton community. This project will specifically aim to develop clubs that benefit the following Linton residents:
young parents (playgroup)
young people
elders in the community
SEED funding allocated to this project: $500
11. Name of Project
Project Outline:
SEED funding allocated to this project:
12.
Project Outline:
SEED funding allocated to this project:
The Community Plan Program is proudly supported by
Insert Photo
13.
Project Outline:
SEED funding allocated to this project:
14.
Project Outline:
SEED funding allocated to this project:
15.
Project Outline:
SEED funding allocated to this project:
16.
Project Outline:
SEED funding allocated to this project:
17.
Project Outline:
SEED funding allocated to this project:
18.
.
Project Outline:
SEED funding allocated to this project:
Disclaimer; If major changes to community plan projects need to
be made within the life of the plan, Coordinators will conduct
public process before making these changes
38
Step 6 Presenting the community plan to Council
Activities
It is also mandatory for the Community Coordinators to present the Community Plan to Councillors and Council staff at a Council meeting. This aims to build a common understanding of Community Plan priorities and build relationships between the key stakeholders. Bringing people face to face and talking about actual projects will help build partnerships.
The Community Coordinators or Facilitator can drop material from the Community Plan into a PowerPoint template for the Council presentation and for distribution on websites and via social media.
Tips
Keep the presentation short and sweet (around 10 minutes).
Include photos in the presentation.
Allow 5 minutes for questions at the end of the presentation.
Focus on the new and emerging projects rather than the process of identifying these.
Remember this is an opportunity to inform Councillors of your community’s vision and how you plan to get there.
39
Step 7 Applying for SEED funding for priority projects
Activities
What is SEED Funding
SEED Funding is a grant provided by Golden Plains Shire of up to $7,500 per Community Plan to support the implementation of local priority projects. The term SEED is used to demonstrate a very early investment to help kick-start projects that can generate ongoing financial, social, cultural and/or natural benefits to the community. The community is encouraged to continue to invest their own time, resources and networks in continuing the projects into the future after the initial SEED Funding has been used.
The Community Coordinators nominated during the Community Plan review will consult with the wider community during which projects, priorities and SEED Funding opportunities will be explored and agreed upon.
SEED Funding can be used for one project that meets the eligibility criteria or shared across multiple projects in the one Community Plan. A one-off lump sum is paid into an approved auspice body bank account where the Community Coordinators can access multiple instalments to meet the community plan’s priorities over 36 months. If you apply for $2,000 now, you can not apply for a further $5,500 at a later stage during the same plan.
What projects are eligible for SEED Funding?
SEED Funding can be made available to projects that meet the following criteria:
1. The project(s) is included in your current Community Plan
2. A broad consultation process across the community can be demonstrated.
- Community Coordinators must clearly show that wider community consultation has occurred to obtain broad agreement on projects, SEED Funding priorities and to explain how the funding will been spent.
- Broad community consultation is considered to be at least 20% of the community across diverse groups and demographics.
3. The project(s), or the stage being funded of a multi-stage project, must be able to be completed within 36 months of the Community Plan review occurring.
4. The project must have community contributors and partnerships with relevant stakeholders.
- Projects must have community contributors other than only the Community Coordinators. This shares the load of multiple project delivery and demonstrates wider community commitment in the project planning, delivery and completion
- Partnerships with relevant stakeholders, community groups and organisations may improve the capacity for the project to be delivered successfully, to provide additional resources in addition to those obtained through the SEED Funding, and increase the likelihood of ongoing success into the future.
5. Projects need to represent a demonstrable benefit to the community.
- The project must improve the community socially, culturally, financially, environmentally or physically.
40
What is NOT eligible for SEED Funding?
A project that is not in the Community Plan
Any new community plan where SEED Funding has not been properly acquitted from the previous plan
Projects applying for recurrent funding
- SEED Funding will only be provided to a project once
- Projects that are multi-staged and received SEED Funding for one stage, cannot apply for more funding for a different stage.
Operational activities cannot be funded.
SEED Funding Agreement
On receipt of the successful application, Community Coordinators/ incorporated auspicing group will be required to sign and return a Funding Agreement stating that they will adhere to the specific conditions whilst undertaking the funded project that include the following:
SEED Funding is allocated specifically for the specific project identified in the Community Plan and cannot be used for any other purpose without prior formal written agreement from Council
Relevant government legislative requirements are understood and followed (e.g. Occupational Health & Safety Issues, Equal Opportunity, Workcover, land use permission, building / planning / food safety permits obtained as needed)
- A SEED Funding Regulatory Checklist will be provided to assist Community Coordinators to determine what permissions or permits may be required, and a completed copy of this is to be returned with the Funding Agreement
Community Coordinators are required to ensure volunteers and project implementation groups are adequately covered by public liability insurance
A Project Acquittal Report, receipts and photographic evidence (minimum) must be submitted to Council one month after completion of the last project.
Community Coordinators will also receive a Tax Invoice to return with the Funding Agreement that includes the banking information and details of the group that will be auspicing the grant on behalf of the Community Plan.
Implementation of Priority Projects
Community Coordinators, together with the community groups and stakeholders responsible for delivering each project, will coordinate and implement the projects according to the Community Plan and Funding Agreement.
If a change is required during the implementation of a project (for example, additional time is required, the project focus or intended outcomes have significantly altered, the project is no longer possible etc.), then a SEED Funding Variation Form will be required to be submitted to Council by Community Coordinators.
In some cases, additional permits may be required, or a new community consultation process will have to be conducted to obtain community approval for the new project direction.
41
Acquittal of all SEED Funded Projects
An Acquittal Report for each SEED Funded project is required to be completed and submitted to Council by Community Coordinators. It is recommended that an Acquittal Report is submitted on completion of each individual SEED Funded project as it occurs, however if this is not possible, then all Funded project reports must be submitted no later than one (1) month after the completion of the final Funded project.
If the Acquittal process is not completed for all SEED Funded projects in the Community Plan, the community is not eligible for further SEED funding in future Community Plans.
42
Community Planning
SEED Funding Application Form
Name of Community Plan:______________________________________________________________
Community plan Start Date: ____________________ End Date:________________________________
Project Summary
Project 1: ________________________________________ Cost: ____________________
Project 2:_________________________________________ Cost: ____________________
Project 3: _________________________________________ Cost: ____________________
Total $: ____________________
NOTE: The maximum SEED Funding amount is $7,500 in total per 3 year Community Plan, paid in one
lump sum. You can only apply once per Community Plan. E.g. if you apply for $2,000 now, you can not
apply for a further $5,500 at a later stage during the same plan. Variation to this application can be
applied for if changes need to be made.
CONTACT PERSON FOR THIS APPLICATION
Name: _______________________________________________________________
Position Held: _______________________________________________________________
Postal Address: _______________________________________________________________
_______________________________________________________________
Daytime Phone Number: ______________________ Email: ______________________________
1. PROJECT DETAILS
Complete the following section for each project that will be undertaken with the SEED funding.
SEED Funding
Step 2
43
Project 1 Name of the project: ____________________________________________________________
Brief description of the project:
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Which area of the community does this project aim to improve?
Health & Well-being (Including Social and participation)
Economic
Environment
Arts & Culture
Infrastructure
Other – Please specify_____________________________________
Who in the community will benefit from this project? How they will benefit?
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Where will the project take place? (Project location and address)
o ________________________________________________________________________________
o ________________________________________________________________________________
Please list key groups or individuals that will be involved in implementing this project? Please note the person who applies for this SEED funding will be Council’s contact person for ALL projects.
o ________________________________________________________________________________
o ________________________________________________________________________________
o ________________________________________________________________________________
o ________________________________________________________________________________
o ________________________________________________________________________________
44
Project 2 Name of the project: ____________________________________________________________
Brief description of the project:
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Which area of the community does this project aim to improve?
Health & Well-being (Including Social and participation)
Economic
Environment
Arts & Culture
Infrastructure
Other – Please specify_____________________________________
Who in the community will benefit from this project? How they will benefit?
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Where will the project take place? (Project location and address)
o ________________________________________________________________________________
o ________________________________________________________________________________
Please list key groups or individuals that will be involved in implementing this project? Please note the person who applies for this SEED funding will be Council’s contact person for ALL projects.
o ________________________________________________________________________________
o ________________________________________________________________________________
o ________________________________________________________________________________
o ________________________________________________________________________________
45
Project 3 Name of the project: ____________________________________________________________
Brief description of the project:
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Which area of the community does this project aim to improve?
Health & Well-being (Including Social and participation)
Economic
Environment
Arts & Culture
Infrastructure
Other – Please specify_____________________________________
Who in the community will benefit from this project? How they will benefit?
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Where will the project take place? (Project location and address)
o ________________________________________________________________________________
o ________________________________________________________________________________
Please list key groups or individuals that will be involved in implementing this project? Please note the person who applies for this SEED funding will be Council’s contact person for ALL projects.
o ________________________________________________________________________________
o ________________________________________________________________________________
o ________________________________________________________________________________
o ________________________________________________________________________________
If you have more than 3 projects please complete the same information for additional projects.
46
PROJECT TIMELINE
Please provide approximate timing for the project implementation
Project Name Commencement Date Completion Date
Project 1
Project 2
Project 3
ELIGABILITY CHECKLIST
Are all projects listed above included in your current Community Plan? YES / NO
If no please explain, ____________________________________________________________________
Community Consultation
How many people were consulted for the current community plan? ______________________________
What methods were used for consultation? E.g. survey, public meeting
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
How many community members were involved in prioritizing these projects for SEED funding?_________
Have the Community Coordinators advertised the SEED funding application and priority projects to the
broader community? YES / NO
If yes, what methods were used?___________________________________________________________
Please note that on approval the applicant will be required to sign a Funding Agreement which has the full
list of regulations required.
47
BUDGET
Please summarise the expenditure for each of the projects.
Project
Number
Expense Items (Paid for from SEED Funding) Cost
1 $
$
$
Total Project Cost
2 $
$
$
Total Project Cost
3 $
$
$
Total Project Cost
GRAND TOTAL $
Please list any in-kind contributions that individuals, groups or organizations will provide to deliver these
projects.
In–kind Contribution
Project
# Description of Services or Products Value of Services ($) TOTAL
$
$
$
$
Total In-kind $
48
AUSPICE ORGANISATION DETAILS (If your group is not incorporated the
money must be held by an auspice organization. If you are incorporated
an auspice organization is not required)
Name of the Auspice Organisation: _________________________________________________________
Is this organisation (Please circle YES or NO)
o Non-profit, community managed? YES / NO
o Incorporated or managed as a Council or Crown Committee? YES / NO
Will this organisation be managing the project? YES / NO If “NO” please provide details of the organisation who will manage the project.
______________________________________________________________________________________
______________________________________________________________________________________
Is the management organisation for this Project registered for GST? YES / NO
Australian Business Number of the organisation (ABN): __________________________________________
DECLARATION BY APPLICANT I declare that the above details are correct and I am signing on behalf of my local community to apply for the Golden Plains Shire Council SEED Funding. Signature: ____________________________________________________________________
Name: ____________________________________________________________________
Position: ____________________________________________________________________
Phone Number: ____________________________________________________________________
Email: ____________________________________________________________________
Date: ____________________________________________________________________
49
DECLARATION BY AUSPICE ORGANISATION (if applicable) I declare that the above details are correct and I am authorised to sign on behalf of the auspice organisation applying to the Golden Plains Shire Council SEED Funding. Organisation: ____________________________________________________________________
Address: ____________________________________________________________________
Signature: ____________________________________________________________________
Name: ____________________________________________________________________
Position: ____________________________________________________________________
Phone Number: ____________________________________________________________________
Email: ____________________________________________________________________
Date: ____________________________________________________________________
Please return this application to:
Community Development SEED Funding
Golden Plains Shire
PO BOX 111
BANNOCKBURN 3331
Email: [email protected] (Attention to the Community Development Team Leader)
Please keep a copy of this application for your records.
Golden Plains Shire Privacy Statement
The Golden Plains Shire considers that the responsible handling of personal information is a key aspect of
democratic governance, and is strongly committed to protecting an individual’s right to privacy. Council
will comply with the Information Privacy Principles as set out in the Privacy and Data Protection Act 2014.
Council has in place a standard operating procedure that sets out the requirements for the management
and handling of personal information.
If you have any queries regarding this Privacy Statement, please contact the Privacy Officer on 03 5220
7111.
50
Tools The following tools can be adapted for local use and include:
1. Sample project management tool
2. Sample project action template
51
Sample project management tool
Project Name:
(Suggest an initial name for the project, remember the importance of acronyms, giving the project a positive image and that is understandable by a wide range of stakeholders.)
Background/Context:
(What led to this being a priority project - specific information relating to the background/context/rationale of this particular project)
Scope:
(What is within the scope of this project? What is excluded? What are the boundaries of this project?)
Objectives:
(An explanation of what the project is meant to achieve; objectives should be specific, measurable, achievable, realistic and time limited. Objectives should be expressed with ‘action oriented words e.g. review, undertake, conduct, improve)
Deliverables:
(What piece/s of work do you intend to provide? E.g. research paper; eight focus groups; a new database)
Methodology:
(How will you achieve the deliverables? How will you implement this project? What methods will you use e.g. focus group consultation; research; contract out part of the process)
Key Tasks:
(Outline the key tasks to be undertaken in the implementation of the project – consult, research, develop, report, feedback, implement, review)
52
Stakeholders:
(Internal and external stakeholders - those individuals, groups, or sectors who are engaged in the project directly and who may be impacted by the outcome of the project)
Consultation Plan:
(What information do you need from stakeholders; how will you access this information; how will this information be useful to your project)
Project Governance:
(Who reports to whom on what? Who or what body makes decisions or has the authority to endorse or approve over the life of the project?)
Issue Management:
(How do you intend to manage and report issues?)
Communication Strategy:
(How will people be kept informed of the project progress and outcomes? Who needs to know what, when, for what purpose? How will you report on the project?)
Time:
(When will the project commence and what is the target date for completion?)
Cost/Budget:
(What seed and other funding is set against the project?)
Risks Analysis:
(What are the risks associated with this project? How will these risks be managed?)
53
Sample Project Action Template:
Project Name:
Background / Context & Scope of
Project: (Story of Project)
Objectives and Deliverables: (Aim and
end results)
Key tasks: ( What)
Methodology: (How)
Stakeholders /
consultation: (Who)
Timeframe:
(When)
Cost:
Potential Issues: