Community Planning in Yarra RangesIntroduction

What is community planning?

Community planning enables people to create a shared vision and objectives for their local community. It helps to establish what community members like about their township or district, what they want to change, and what they would like to introduce. Importantly, the planning and resulting actions are conducted by the community for the community, with Yarra Ranges Council supporting the process.

Community planning:

is positive and empowering connects communities together strengthens existing relationships, and establishes new partnerships.

The process is driven by community members, who decide when to start, how to proceed, who should be involved, what objectives will be attempted, and what the priorities for action will be. In this way the outcomes are owned by the community.

Community members will learn much about their community through the process. Informed communities are best at identifying and resolving local issues.

Yarra Ranges Council can provide mentoring, support, advice, encouragement, information, training and seed funding along the way.

How does it work?

Community planning can involve a whole range of activities, get-togethers, events, and training opportunities, that bring together current and emerging community leaders, and community members who want to contribute. It will empower small groups of volunteers to do things which make a positive difference to their community.

All communities have a huge range of skills and assets, and one of the first tasks of the community planning process is to identify the human, physical, economic, social and environmental assets and strengths of their community. Participants will learn more about the human assets, including things like experience, knowledge, and contacts. They will also learn more about the social issues that exist in their community, and how community resources can be used to tackle these issues, in partnership with local organisations, businesses and Council.

The output of this process is a document called a ‘Community Plan’, which includes a shared vision that summarises the themes and priorities that have emerged, and outlines the actions and activities that community members want to implement.

The more members of the community who have a say in the process, the more likely it is that the Community Plan will represent the community’s aspirations, needs and wants. A comprehensive

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Community Plan will be respected by the general community, businesses, organisations and governments alike.

The key to a successful community planning process is to engage as many people as possible in both the planning process and the projects that come out of the Plan. There are many ways to get people involved. They will learn from other communities who have been through the same process, and who are willing to share their ideas. They will also be able to report benefits to the individuals involved, such as increased self-confidence, new skills, and new friendships.

What happens?

Yarra Ranges Council’s Community Development Officers conduct regular regional workshops to introduce community planning. These workshops are open to all.

Typically, a group of community members will start and then lead the process, with the support of a Community Development Officer. This group will comprise energetic, passionate, and enthusiastic people who are willing to talk to their neighbours, colleagues and friends, and start to map out their township’s assets and strengths. This group will learn more about their community, and will find others who are able to help out and even lead community projects. They will learn how to work well as a team, and they will achieve great outcomes for their community.

There are many ways to do this. Below is an example of a community planning process:

1. Formation Form a small steering group (which may be based on an existing group) Request assistance from Council’s community development team Inform other key people about community planning Encourage people to form a planning group

2. Information Planning group meets regularly Consider group governance options Gather information about the community Learn more about the community from others (such as government officials)

3. Involvement Talk with the community in different ways Develop themes from the data and information gathered

4. Presentation Consider forming a governance structure for the group Create a vision statement Design projects based on themes Decide which projects are short, medium and long term Write a draft plan and distribute widely for comment Finalise the plan Present plan to Council and to the community

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Implement the plan (e.g. seek funding, develop projects, advocate) Review the plan regularly

What are the outcomes?

In summary, community planning is done by the community, for the community. It aims to develop meaningful, valued and sustainable initiatives by:

creating a shared vision building on the community’s strengths and assets clarifying aspirations nurturing community leadership enhancing community inclusion and connectedness, and strengthening relationships between neighbours, community groups, businesses, organisations and

governments.

What is the value to the community as a whole?

This is what community members have said about their experiences with community planning:

“The discussion around the community plan has unearthed many of the next generation (who) realise that for the town to change we must look forward not backward.” (Richard, Monbulk)

“The community plan has provided us with a working document, and given us direction as a community, to work on projects that we know are widely needed and wanted … it has been the perfect tool to ensure we have a good snapshot of the community’s voice.” (Aimee, Monbulk)

“There are quite a lot of people out there in the community that would like to see things happening in their community, but don’t know how to voice themselves or can’t commit to anything, for various reasons. Community planning might get these people out of their homes and have them participate.” (Kate, Millgrove)

“I look at community planning as ‘community assertiveness’. (Morris, Coldstream)

What do people say about their personal experiences?

“I have found a renewed pride and hope for our little town. I found an exchange of great ideas that I had not even considered, as well as connecting to key people that I already knew, but hadn’t spoken to in a very long time and certainly not about plans or issues in our community.” (Richard, Monbulk)

“Working with others stimulates and empowers individuals to be inspired to push for something they see as important to/for their community, that on their own they would not have attempted.” (Sue, Mt Evelyn)

“You get a feel of what the community would like to see happening in the township. It might be something that you as an individual hadn’t thought of. It gives you a sense of ownership of the plan.” (Kate, Millgrove)

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What is the role of the planning group?

lead the planning process motivate community groups and members to get involved meet on a regular basis seek expert advice when required consult with a broad cross-section of the community work together respectfully and constructively be open-minded to new ideas understand and drive the community’s vision, and influence decision-makers.

What is the role of Yarra Ranges Council?

Council’s Community Development Team can mentor and support the planning group to work through the community planning process. Council has experience assisting nine communities to develop plans since 2012, and they will assist the community planning group to the extent they need.

Council has developed resources to assist community planning groups, such as information sheets and templates. Council can provide groups with seed funding to help groups put on events and other activities during the community planning process, and they can provide expert training as required.

Council will allocate a Community Development Officer to work with the community. The officer will:

connect the group to people experienced in community planning support and enhance the group’s initiatives and partnerships support the group to access training, funding and resources, and be a connector to the right people at Council and elsewhere.

Enquiries:

Community Development Team, Yarra Ranges Council, Ph 1300 368 333.

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A Guide to Community Planning

The process described in this document is a guide only. It is not meant to be used as a step-by-step instruction manual. Every community is unique, and the process taken by each community will be different. There is likely to be overlap between steps, and/or steps might be taken in a different order.

The process is fluid and there will be more or less activity than is described below. It is up to you to decide how much support you want from Council.

The journey may seem overwhelming at the start, but by breaking it into manageable pieces, it is achievable and rewarding. Many townships have now completed their plans, which are currently being implemented.

Regional workshops on community planning

Yarra Ranges Council will hold regular workshops about community planning, and will invite and encourage your existing community leaders to attend. These workshops will be held in regional centres such as Lilydale, Belgrave, Yarra Junction and Healesville. These sessions will be facilitated by Council’s Community Development team.

These sessions will provide an overview of the community planning process, the benefits to the individuals, businesses and groups involved, and the value to communities as a whole. Experienced community planners from communities in Yarra Ranges will be invited to speak. Ward councillors and Council staff from a range of departments will also be invited to attend.

How does the community planning process start?

A community planning process might be initiated by: a community member who has attended a regional workshop about community planning community members who have heard about community planning done elsewhere a community leadership group that hears about community planning and wants to start the

process a group that has recently completed a project and wants to do more for their community, or a community that is piggy-backing on the momentum created by another planning process.

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1. Formation

Objective: Community Planning Group established with a basic governance structure developed and

agreed upon by members

Outcomes: Form a steering group (which may be based on an existing group) Request assistance from Council Inform other key people about community planning Encourage people to form a planning group

Your role:

Attend one of Council’s regional workshops on community planning and encourage other community members to come along

Talk to one of Council’s Community Development officers about community planning Form a steering group of 3-5 people, whose sole purpose is to form a community planning

group Distribute information about community planning amongst community leaders Ask to attend meetings of community groups and clubs, to talk about community planning Discuss community planning with community leaders and other members of your community Organise and promote a public information session about community planning Invite an experienced person from another community to speak at the information session (the

CD Officer can make recommendations) Find out the passions, skills and experiences of the people who come to the information session,

which will be the start of mapping your community’s assets If there is enough interest in commencing a community planning process, call together the

people who are willing to lead the process to form a community planning group Adopt a basic governance structure including the decision-making process to be used Identify skills and knowledge amongst the group in relation to community planning, and areas

for future training Discuss how you can ensure meetings and “get-togethers” are enjoyable, inclusive, respectful

and productive Formally request Council assistance to undertake a community planning process.

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Council’s Community Development (CD) Officer’s role:

Meeting with you individually and your community groups to discuss the value, benefits and challenges of community planning

Supporting the steering group to:o organise an information session, which brings together leaders of specific active groups,

businesses and organisations in the community, to discuss community planning o identify and encourage potential and emerging community leaders to get involvedo engage with the Ward Councilloro form a community planning group

Mentoring and coaching the community planning group as required by:o providing advice, information, and informal trainingo facilitating group discussions if requestedo linking you to experienced community planners from other communitieso identifying opportunities for you to participate in community planning processes being

held elsewhereo connecting you to other community leaders in the target communityo finding trainers to deliver formal training on topics as requested by the group

Providing contact lists of local community groups Establishing an internal reference group at Council which can provide information and feedback

to your community planning group as required.

Tips: The steering group is likely to be a small number of people who are keen to get things

happening. However, a few people will not have the energy, time and connections to successfully complete the community planning process. For this reason, the sooner a larger community planning group forms, the better.

The energy levels of individuals and the steering and community planning groups will determine the pace and depth of the process you take. Don’t rush it.

Document the process along the way, so that you don’t forget what or when things happened. Take lots of photos, and get written permission if you want to publish a photo.

Notes : “Community leaders” in this document is a term used to describe existing leaders of community

groups, trader groups, clubs, schools, churches, service provider agencies, government representatives and other organisations with an interest in your community.

“Community members” in this document is a term used to describe those community leaders and members who become involved in your community planning process, in any capacity.

Community planning requires varying levels of participation from a diverse cross-section of the community. Some community members will play a significant role in leading the process from start to finish, and others will participate by sharing ideas at a public meeting, providing feedback on a draft plan, or getting involved in a community project.

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Resources:

The resources listed below are available at www.yarraranges.vic.gov.au/community/community-planning, or by contacting the Community Development team at Yarra Ranges Council, Ph 1300 368 333.

Informationo Community Planning Guide (this document)o Plans completed by other communities in Yarra Rangeso Outcomes from community planning in Yarra Ranges o Knowledge and skills required for community planning o Suggestions and lessons learned o Examples of community planning in Australia and New Zealand o Reflections by community leaders on the value of community planning o Reflections by Council staff on the value of community planning o Health and wellbeing priorities highlighted in community plans in Yarra Ranges o Useful websites o Yarra Ranges Council - Community Development Regions

Suggested Training Topicso Collaborative leadershipo Understanding small group dynamicso Community engagement e.g. how to use Facebook and other social media, creating

surveys, how to be inclusive

Templateso Powerpoint presentation for information sessiono Community Planning flyero Example – community planning flyero Community planning brochureo Who is in our community?o Stakeholder information collection formo Terms of reference for the community planning groupo “Action and Agreement Record “ for meetingso What are our own skills and strengths? (interview in pairs)

Tip sheetso How to form a community planning groupo How to motivate and encourage others to get involved o How to organise a successful community meetingo Forming, storming, norming and performingo Giving and receiving feedback (Dept of Education, Qld)o The role of the chairperson and secretaryo Notes for facilitators (Wendy Sarkissian)

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Formso Request for assistance from Council to undertake a community planning process o Permission to use photo for promotional purposes

Mentorso There are experienced community planners (community members from communities

that have developed a community plan) who are willing to provide advice. Ask your CD Officer to suggest an appropriate mentor.

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2. Information

Objective: Learn as much as you can about your community

Outcomes: Planning group meets regularly Consider group governance options Gather information Learn more about your community from others

Community planning group’s role:

Develop a community engagement plan, which identifies the groups and individuals to be included in the planning process, and the methods to promote community planning to the broader community

Gather history, demographics, community profiles and other relevant local information Invite local and state government officers, experts, Councillors or MPs to your meetings, to learn

more about how government works, or to ask about any capital works, projects or programs that are planned for your community, or to provide briefings on specific topics or issues that are relevant to your community

Gather census and other data about the community, highlighting the good things and also the not so good things that are happening in your community

Gather strategies and plans from state/federal government agencies Gather data and histories from community groups and local businesses Collect stories from local people using a variety of media

CD Officer’s role:

Providing seed funding to help you to gather information Supporting the group to develop a community engagement plan Supporting the group to engage with “hard to reach” members of your community; “hard to

reach” members might include people who are unemployed, homeless, socially isolated, are impaired or are culturally or linguistically marginalised.

Assisting the group to gather information, tapping into Council’s expertise Identifying priorities, strategies and master plans of key Council departments that are relevant

to your community and provide this information to you us Providing information about local projects that might be on the capital expenditure programs of

local, state and federal governments Finding out what else is planned by state and federal governments in your community Congratulating the group on what you have achieved so far!

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Resources:The resources listed below are available at www.yarraranges.vic.gov.au/community/community-planning, or by contacting the Community Development team at Yarra Ranges Council, Ph 1300 368 333.

Informationo Asset Based Community Development (ABCD)o A sample community asset map (ABCD Institute)o Department of Health community profiles 2014o Summary of data for all suburbs 2016o Council summary of regional data

Suggested Training Topicso Data analysiso Creating videoso Digital storytelling

Templateso Community engagement plan o Community profiling toolo Place-based asset mapping tool

Tip Sheetso Sourcing local demographics

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3. Involvement

Objective:

Community vision and priorities are identified by a broad cross-section of the community

Outcomes: Talk with our community in different ways Develop themes from the data and information gathered

Community planning group’s role: Organise an event, such as a facilitated workshop or a community dinner, to do the following:

o brainstorm the strengths, assets and opportunities in the community, using questions such as:

“what do you like best about your community?” “what do you love about your community?” “why do you live here?”

o gather suggestions and ideas, using questions1 such as: What is it that you would like the community to CHANGE or modify? What is it we can’t LOSE from the community? (including attitudes, values) What is it that you would like the community to REGAIN? What isn’t here? What would you like to CREATE?

o ask your community members how they would like to be involved, and what their assets are – their skills, hobbies, and passions – what can they contribute to the planning process?

Identify sections of your community who are not participating, and design an activity that will appeal to them. Activities might include “listening posts” outside the local shops, focus groups, a display at a market, or discussions on social media

Categorise the ideas and suggestions into themes, taking into account any issues that arose when you gathered information about your community in Step 2

Use online surveys, voting etc to prioritise the themes Use social media, local newspapers, and posters to promote your events, activities and surveys.

CD Officer’s role: If required, assisting you to organise workshop and/or other community engagement activities If required, facilitating the community discussion of priorities, and to create a collective vision

statement Promoting events via Yarra Ranges Local, Council’s website, and referring enquiries back to the

community planning group Informing relevant Council team leaders about emerging themes and priorities by calling an

internal meeting at Council, and providing feedback back to you Congratulating you on what we have achieved so far!

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Resources:

The resources listed below are available at www.yarraranges.vic.gov.au/community/community-planning, or by contacting the Community Development team at Yarra Ranges Council, Ph 1300 368 333.

Informationo Examples of community planning surveyso Ideas for inclusive community engagement (Capire)o List of professional workshop facilitatorso Example of a community planning workshop flyer

Suggested Training Topicso Using social mediao Community engagemento Marketing and promoting your events

Templateso Survey about how people can get involved in community planningo Workshop plan

Tip sheetso How to group all of the ideas, suggestions and issues into themeso How to run a successful community workshop or meetingo Strengths-based questions

Notes: In order for a community plan to be accepted by government and other authorities as an

authentic representation of community needs and wants, a broad cross-section of the community needs to participate in the planning process

Make an effort to engage and include all members of your community including elderly people, people who have disabilities, carers, young people, children, Indigenous people, and culturally diverse people

Aim to engage with 10% of the population of your community, e.g. if your community has 5,000 residents, try to reach 500 people

Don’t forget to engage with people who are part of your community but not residents, e.g. people who visit, work, play, study in your community

Consider how to make the activities fun, social, inclusive and accessible Don’t forget to take photos, but remember to get people’s signed permission to use photos for

promotional purposes Build and maintain positive relationships with local media.

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4. Presentation

Objective:

A Community Plan is developed, supported by a broad cross-section of the community and presented to Council

Outcomes:

Revisit group governance options Create a vision statement Design projects based on themes Decide which projects are short, medium and long term Write draft plan and distribute widely for comment Finalise plan Present plan to Council and to your community

Community planning group’s role: Organise a facilitated community workshop to do the following:

o share the themes and priorities with community members and key stakeholderso create a collective vision statemento decide on the length of your plan (how many years)o prioritise themes, decide which ones are short term (one year), medium term (2-3 years)

and long term (4-5 years)o identify stakeholders to help your group to implement the plan, including funding

opportunitieso establish project action groups and nominate a person to lead each group

Hint – only establish project action groups based on where there is energy and interest.

o develop action plans (what, how, when, who) for each project One or two group members draft the plan (see template). Test the draft plan with the community and stakeholders using a variety of methods. Consider using a local graphic designer to design a brochure about the draft plan for distribution

to community members. Include great images from your community engagement activities, and images that represent the proposed projects and actions. Don’t forget to tell the reader how they can provide feedback about the plan. Distribute the brochure via letterbox drop, shop windows, Facebook, a webpage, etc

Create big posters with great images, to promote the draft plan – A1 size is ideal. Host community engagement activities in key public spaces and at local events, as many as

possible in a four week period, to obtain community feedback about the draft plan Promote and host regular and open group meetings to present feedback and finalise the plan Request a time to present the Plan to Yarra Ranges’ Councillors, via the CD Officer Decide on the style of presentation and nominate 2-3 representatives to attend Launch the plan to the community at an event, on a date and in a format of your choice, and

invite VIPs and leaders to attend Promote the launch via letterbox drop, social media, letters, etc Host and MC the launch.

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CD Officer’s role:

Facilitating workshops if requested Mentoring and assisting the plan writers as required. Facilitating a discussion about governance options if required Requesting a time and date for your group to present your Plan to Councillors at a Council

Forum Creating a Council Forum agenda item Supporting the presenters on the night of the Council Forum presentation Using Yarra Ranges Local, Council’s website and other means of promoting the draft plan Sending the draft plan to relevant departments at Council, to the Ward Councillor, and to pass

on any feedback to you Promoting the launch of the final Plan via Council media Congratulating you on what we have achieved so far!

Role of Ward Councillor Acknowledges the work done and contributions made by the community planning group so far If invited, attends and speaks at the public launch

Resources:The resources listed below are available at www.yarraranges.vic.gov.au/community/community-planning, or by contacting the Community Development team at Yarra Ranges Council, Ph 1300 368 333.

Informationo Council grants (link to webpage)o Examples of community strengthening projectso Newspaper article about the launch of the Badger Creek Community Plano Fundraising ideas from Good Sports

Suggested Training Topicso Advocacyo Project design and developmento Submission writing

Templateso Project scopeo Community plano Checklist - organising a community planning workshop

Tip sheetso How to create a vision statemento How to gather community feedback on your draft community plano Example – getting feedback on a community plan

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Notes: Consider whether the now is the right time to form “sub-committees” or project action groups. Is

there enthusiasm and energy around specific project/s? Your community plan should identify short, medium and long term actions. Short term actions are

likely to be those that the community can implement without relying on resources from outside. “Quick wins” are a great way to bring people together and to build momentum. Medium and long term actions may include priorities that require support from Council, other levels of government, or a funding body

Yarra Ranges Council will “acknowledge” the plan, and the efforts being made by community members to improve their community. Council does not officially “endorse” community plans.

Develop partnerships with other community groups to increase community involvement in the plan actions and projects.

Consider who will be reading your plan and check that your language is appropriate. Avoid using jargon and acronyms.

Photos will make your community plan more engaging, but don’t forget to obtain permission from people whose images are reproduced.

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5. Implementation

Objective:

The Community Plan is actioned as per timelines

Outcomes:

Implement the plan Review the plan regularly

Community planning group’s role: Meet regularly to guide implementation of the Plan Support the project action groups as needed Continue to seek and apply for funding, or support project groups to do sp Maintain relationships with key stakeholders Consider formalising the group’s structure, e.g. through incorporation Review and evaluate your progress regularly Host annual gatherings to celebrate achievements and review progress, perhaps in conjunction

with your group’s AGM (if your group is incorporated) Regularly tell the community about your progress and successes, and continually seek their

involvement. Develop a community engagement plan for a review of the plan every 3-4 years Conduct engagement activities to review the plan, invite people to get involved Update the community plan taking into account engagement outcomes Provide information to the community about the review and the updated Plan

Project Action Groups’ role:

Meet regularly Undertake projects actions as detailed in the Plan A representative provides progress updates to the Community Planning Group

CD Officer’s role: Advises and supports project management Advises your group on how to maintain energy and commitment Is pro-active in supporting your group’s advocacy work Empowers your group by connecting you to decision-makers Tells the story within Council about the outcomes and impacts of your community plan Supports the community planning group to undertake the a review of the plan and identifies

funding opportunities if required.

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Resources:The resources listed below are available at www.yarraranges.vic.gov.au/community/community-planning, or by contacting the Community Development team at Yarra Ranges Council, Ph 1300 368 333.

Informationo Setting up a community managed not-for-profit organisation o Review and evaluation

Suggested Training Topicso Project management

Templateso Membership formo Project concepto Communication plano Community engagement plan

Tip Sheetso Setting up a great community projecto How to review a community plan

Notes: Be careful not to take on too much! Engagement activities for the plan review might include a public gathering/event, surveys,

listening posts, focus groups Use your engagement activity to identify:

o Successeso Learningso Supporterso New and emerging community assets and strengthso New and emerging issueso Priorities for the futureo Actions

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