Envision Your Park
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ORGANIZING EXPERTISE
Creating an Advising Committee
You have a park masterplan in place. You’ve found a location that is ideal for your park project. You’ve done the background research into scope, cost, impact, and value of the project to the community. Now it’s time to reach out to decision makers to get approval for your project plan.
Whether it’s a board, a municipal council, or a combination, you can set your project up for success if you are aware of what information decision makers will be most interested in receiving.
It’s important to be organized, and also to be aware of decision-making timelines.
Understand the Process
Every community has a process for taking development proposals to council for a budget decision.
Be aware of all the steps in this process as you plan your approach. Proposals may have to filter through relevant committees or boards before they can progress further.
Be aware of deadlines for proposal submissions and budget decisions, as well as timing for when committees and boards meet to evaluate proposals.
Be prepared with the right information for the right people. The type of information you need to present to a committee or board might be more extensive than what is required for a budget review.
Contact staff from relevant departments in your community to assist if possible. The right information presented to the right people at the right time can make all the difference to whether a project gets a green light.
This process will take time, so be aware of how this will affect your project overall. Start early and be conscious that delays can happen that are outside of your control.
Be Prepared
Depending on which level of approvals you are approaching, be purposeful and focused on providing information that is required. Concise, well thought out budgets are just one part of a proposed project.
Do some background research into how your project aligns with a community’s needs and goals.
Have a clear vision for the project and its benefits to the community. If possible, bring in community partners and have these partners submit their letters of support for your proposal.
Define the scope of the project as clearly as possible, and provide options to show that you have considered alternatives that can still meet the needs of the proposed project.
Show that you have consulted with stakeholders and have consulted with the public about the proposed project, and its benefits. If possible, show how your proposal can address any concerns raised during public consultation.
Provide Context for Budget Changes
If your proposal requires a budget adjustment, be prepared to show the benefits to the adjustment.
Does the project have other support at this time that makes it worthwhile to consider a new contribution from your community?
Is there a grant available that has a fixed deadline? Is there a financial benefit or savings available if an investment in this project moves forward?
Council has a responsibility to show a clear value to the community for a project cost. Make it easy for them to see the benefits of project development by being transparent and prepared to respond to questions about the cost-benefit analysis you have done.
Network Beforehand
Going into a presentation with support, either from administrative staff, from project partners, or with support from someone on council can ease the process for you.
If you can show that your project has passed muster with community administration staff, and with the residents most likely to be affected by, or benefit from, your proposed project, your presentation to the final arbiters will be stronger.
In your presentation, be concise, but show that you have done your due diligence in gathering support, financial and otherwise, for the project.
Council members will respond well to projects that have many contributing partners and widespread support. The risk is lower and the benefits are that much higher as they make their decision.
Treat Council as a Partner
Council members are members of your community, too, not just the decision makers. While they have a responsibility to show budgetary restraint, they will also benefit from a well planned project.
As you would with any other resident in the community, treat the council members as stakeholders in the process and show the clear benefits to them as community members as well as council members..
CHECKLIST ITEMS
Bring together stakeholders when you prepare your project presentation. Gather letters of support from the community at large and from project supporters.
Prepare a budget that shows clearly the cost and benefit of your proposed project. Include alternatives and budget options if available.
Park near Wascana Centre, Regina
Get ready to present! Your presentation should be concise and targeted to persuade based on what information the group is looking for.