Facilitator Handbook - outulsagrad.ou.edu/studio/tacsi/academy/npahandbook.pdfUrban Design Studio 6.00PM Welcome and Sign-in ... Encourage them to read through the handbook as soon

Facilitator Handbook

Anna Grider

Acknowledgments

The Urban Design Studio would like to thank thefollowing organizations:Department of Housing & Urban Development - Office ofUniversity PartnershipsTulsa Area Community Schools Intiative (TACSI)Tulsa Public SchoolsUnion Public SchoolsGeorge Kaiser Family Foundation

Project Team:Anna Grider - Project LeaderShannon Green - Project AssistantShawn Schaefer - Director of Urban Design StudioJan Creveling - Community Schools ConsultantGenie Shannon - Community Schools Liaison

Special Thanks also to:Professor Dayle Aldridge - Facilitation TrainingProfessor Curt Adams - EvaluationHeloisa Ceccato-Mendes - Logo Design

Disclaimer: “The work that provided the basis for this publication was sup-ported by funding under Community Partnership Centers Program with theU.S. Department of Housing and Urban Development, Office of UniversityPartnerships. The author and publisher are solely responsible for the accuracyof the statements and interpretations contained in this publication. Suchinterpretations do not necessarily reflect the views of the Government.”

Copyright: Anna Grider, University of Oklahoma, Urban Design Studio, 2008. Allrights reserved.

Facilitation TrainingSession One 1-8Session Two 9-19

Meeting OneFacilitation Training 20-28Meeting Description 29-41

Meeting TwoFacilitation Training 42-49Meeting Description 50-58

Meeting ThreeFacilitation Training 59-67Meeting Description 69-77

Meeting FourFacilitation Training 78-84Meeting Four 85-93

Final Meeting 94-97

Appendices

Facilitation TrainingSession One

01

Facilitation TrainingSession One

AgendaFriday May 9th, 20086-9pmUrban Design Studio

6.00PM Welcome and Sign-in

6.05PM Introductions/ice breaker

6.20PM General Information/Housekeeping Items

6.30PM Description of how the Academy was Developed

6.45PM Explanation of the Goals of the Academy

7.00PM Brief Presentation on Each Meeting

7.45PM Expected Outcomes of the Academy

8.00PM BREAK

8.15PM Description of Expectations of the Facilitators,Support Staff & Participants

8.35PM Q & A/Review

9.00PM Adjourn

02

Session OneWelcome & Sign-in (5 mins)

Today’s session is designed to provide the facilitators with thebackground knowledge they need on the Neighborhood PlanningAcademy. The session should last approximately three hours. Atthe end of this session the facilitators will have a thoroughknowledge of the development, aims, expected outcomes of theAcademy and their role in this process. In addition, they will havespent time getting to know both the training and support staff andtheir fellow facilitators.

Introductions/Ice breaker (15 mins)

Begin by welcoming the facilitators and introducing yourself.During your introduction provide some general details on yourselfname, degree, occupation etc. Then provide some information onthe University, the Studio and the partnership with TASCI toexplain where we are and why we are here. Pass out a sign-insheet at this time.

Now ask each of the facilitators to introduce themselves – name,which school they teach/work at, if they live in the neighborhoodsurrounding the school, their impressions of that neighborhood,and why they want to be a part of this pilot project.

Allow some discussion and interaction during this time betweenparticipants. This is an important opportunity for the facilitators toget to know each other as they will be spending a significantamount of time together during this process.

03

Session OneGeneral Information/House-keeping Items (10 mins)

Make sure the participants know where the restrooms are andthat there will be a 15 minute break in about ninety minutes.Refreshments are available (water and cookies) whenever theywould like. Ask that they keep their cell phones on vibrate.

Review the agenda for this meeting (each facilitator has a copy ofthe agenda in their Handbook). You will be going through apreviously prepared PowerPoint Presentation on the developmentof the Academy, the goals, a brief review of each meeting and theexpectations and outcomes. Then we will break for 15 minutes.Following the break we will discuss expectations in more detail;our expectations of them, what they can expect of us as supportstaff and what they can expect of the participants. Today’s sessionwill close with a time for Q & A and review.

Remind the facilitators that they are free to ask questions at anypoint. We want to ensure that they obtain the knowledge theyneed to feel comfortable describing this process and their role in itto someone who is not familiar with the Neighborhood PlanningAcademy.

04

Session OneAcademy Presentation (30 mins)

Description of how the Academy was developedExplanation of the goals of the AcademyBrief presentation on each meetingExpected outcomes of the Academy

Start the presentation (a copy is available in Appendix A for them tofollow along with and make notes).

Allow questions at any time during the presentation. Once you havegiven the presentation ask for comments and questions? What areasneed clarification? How do they feel about this process? Where dothey feel they will need help?

BREAK (15 mins)

05

Session OneDescription of Expectations ofthe Facilitators (7 mins)

The participants should now have a clear idea of how theAcademy evolved, what it entails and the potential outcomes ofthe process. Now we will discuss expectations; for them asfacilitators, for us and for the participants.

First our expectations of the facilitators:

• You are expected to arrive on time for every meeting.

• You are expected to be thoroughly prepared for eachmeeting.

• You are expected to run each of your meetings withenthusiasm and to the best of your ability.

• You must bring the materials you have been given toeach meeting and bring the materials created at eachmeeting back the Studio.

• You will be expected to record all pertinent data at eachmeeting and return it to us. Briefly describe how to dothis; we will go into more detail on this in tomorrow’ssession.

• You do not have to tolerate any rude or uncooperativeparticipants. That is not in the spirit of the Academy andwe will assist you should this type of situation arise. Youwill also receive, in the second training session,instruction on how to deal with emotions and interveneand solve conflict.

• You will be expected to evaluate each meeting ashonestly as possible.

• The schools are engaged and supportive of theAcademy and have assured us the facilities will be openfor you to run the meetings. For those schools that arenot Continuous Learning Schools arrangements are beingmade to host the final two meetings of the Academy in apublic building in the neighborhood. This, for example,may be a library or community center.

06

Session OneDescription of Expectations ofthe Support Staff (7 mins)

The facilitator’s expectations of us:

• You will be paid $1,058 for 40-50 hours over two months.There is also a small reimbursement for mileage. Youshould have signed contracts with TACSI and received aform to record your mileage. Any questions on this pleasecontact TACSI.

• We will provide you with the materials you need toundertake every task during the Academy.

• We are here to support you and you should feel free tocontact us with any questions or concerns throughout theAcademy. You have already been provided with ourcontact information.

• We will not be able to attend every meeting in every schoolbut if there is an issue or concern at a particular school, oryou are sick we will do our best to assist, whether inperson or through extra training time.

• At the end of the process we will undertake a thoroughevaluation which will include, in large part, your input.Feedback will be given directly to you once the evaluationis complete.

07

Session OneDescription of Expectations ofthe Academy Participants (6 mins)

Expectations of the participants:

• They are expected to attend each meeting on time.

• They are expected to follow the ground rules you willestablish with them at the first meeting.

• They are expected to be enthusiastic and buy-in to thisprocess. This can only be helped by your successfulfacilitation!

Discuss these expectations where necessary as you go throughthem. Describe in more detail those that need further clarification.Ask the facilitators if these expectations seem reasonable, do theyhave others they would like to add (are they reasonable?). Dothey feel comfortable with them?

Handout the Facilitation Handbook. Explain that this has beendesigned to guide them through the entire Academy process.Encourage them to read through the handbook as soon aspossible and use it extensively. The handbook may address anumber of the questions or concerns they currently or may haveand thoroughly outlines each step of the Academy process.

08

Session OneQ & A/Review (25 mins)

Twenty-five minutes should be left for a Q & A and reviewsession. Now is a good opportunity for any concerns to beraised and addressed.

Remind the facilitators of tomorrow’s session. We will beconcentrating on facilitation skills and will have a guest presenterfrom the Human Resources Department here at OU.

End by thanking them for their attendance and participation.

Adjourn

Facilitation TrainingSession Two

09

Facilitation TrainingSession Two

AgendaSaturday May 10th, 20089-12pmUrban Design Studio

9.00AM Welcome and Sign-in

9.05AM Housekeeping Items/Outline of Today’s Session

9.15AM Role(s) of the Facilitator and Why They Are Needed

9.30AM How to Run a Successful Meeting

10.00AM How to Deal With Emotions

10.20AM How to Intervene and Solve Conflict

10.50AM BREAK

11.05AM How to Effectively Prepare for the Academy

11.20AM Data Management, Collection and Evaluation

11.40AM Q & A/Review

12.00PM Adjourn

10

Session TwoWelcome & Sign-in (5 mins)

Today’s session is designed to introduce and train the facilitatorsin the basic skills of facilitation necessary for the success of theNeighborhood Planning Academy. The session should lastapproximately three hours. At the end of this session thefacilitators will have a thorough knowledge of the role(s) and needfor facilitators, preparing and running successful communitymeetings, dealing with emotions, intervening and solving conflictand how to manage, collect and evaluate the data producedduring the Academy. Again, this is also an important opportunityfor the facilitators to spend time and work with the training andsupport staff and develop relationships with the other facilitators.

Begin by welcoming back the facilitators to today’s session. Ifthere are those in attendance that missed yesterdays sessionensure they have all the handouts given yesterday, reintroduceyourself and ask them to introduce themselves to the rest of thegroup. You will spend time with them at the end of the session toreview what they have missed.

Pass out the sign-in sheet. Ask if there are any questions as aresult of yesterdays training session?

11

Session TwoHousekeeping Items/Outline ofToday’s Session (10 mins)

Briefly review any pertinent housekeeping items including thelocation of the restrooms, the availability of refreshments andplacing cell phones on vibrate.

Outline the agenda for this meeting (each facilitator should havereceived a copy of the agenda when they arrived). The sessionwill begin with approximately an hour presentation by a Professorfrom the Department of Psychology at OU. This instruction willcover the role(s) and need for facilitators, running successfulcommunity meetings, dealing with emotions and intervening andsolving conflict. Then we will break for 15 minutes. Following thebreak instruction will be given on effectively preparing for theAcademy and data management, collection and evaluation.Today’s session will close with a time for Q & A and review.

Remind the facilitators that they are free to ask questions at anypoint. We want to ensure that they obtain the knowledge andtraining they need to feel comfortable facilitating the fourcommunity meetings of the Neighborhood Planning Academy.Introduce the Professor.

12

Session TwoRole(s) of the Facilitator & WhyThey Are Needed (15 mins)

This session will begin with an introduction of the concept of facilitation witha comprehensive list of those responsibilities that are not a part offacilitation. Now, participants can relax and experience those roles thatclearly are part of successful facilitation. Participants will see examples ofeach role and will have abbreviated opportunities to practice a few of them,particularly listening, drawing people out, encouraging creativity andintervening to stay on task.

Facilitators serve several very important roles including:

a. to provide a neutral party who can support each participant in sharingideas and in discussions.

b. to be outcome oriented and help to guide participants who may get a littletoo involved in the process, loosing sight of the outcome.

c. to help meetings go faster and better by planning, preparation andexecution of all phases and materials in the meeting.

d. to serve as the “go to” person and the information repository foreverything,produced at the meeting.

13

Session TwoHow to Run a SuccessfulMeeting (30 mins)

Sometimes just the word “meetings” can cause dread and badmoods primarily due to our experiences with meetings. Thissegment of the training takes the mystery out of running greatmeetings. We will cover how to:

1. get participants comfortable with each other2. avoid wasting time3. keep great records of the progress that was made4. involve smaller groups to work between meetings5. get the great ideas on the table that leads to tremendous

progress6. keep interest and participation high7. get everyone excited about the next meeting.

There will be practice opportunities, brief but poignant, todemonstrate successful meeting practices.

14

Session TwoHow to Deal With Emotions(20 mins)

Why do we think emotions in meetings are a bad thing? If wedon’t “feel” anything about the subject, why be involved?Emotions are the key motivators to action, involvement andcommitment. Emotions behind reactions can be a powerful toolfor a facilitator who doesn’t have to fear them. We primarilywould rather not see emotions only because most of us couldbenefit from a bit more skill in dealing with them.

This session presents the benefits of emotion and how thefacilitator can channel the excitement into involvement. There willbe more time devoted to examples of when emotions go awryand techniques to recognize them, give them credence, diffusethem, and perhaps redirect the emotions to positive ends.

15

Session TwoHow to Intervene & SolveConflict (30 mins)

First, conflict is not a four-letter word. As with emotions, whichcan often lead to conflict, the conflict can be a tool to resolveunspoken but internally held disagreements. There are manyapproaches to conflict resolution; the one discussed in this sessionis intervention. Usually intervention is employed when anindividual or a group is stuck. The facilitator can then intervene tohelp them find alternative pathways, ways of thinking, or a newapproach. Intervention allows a group to move ahead and acteffectively. Depending on the situation, several styles may beappropriate, and with some conflicts, you may need to use mostof them.

Facilitators will see examples of several of the appropriate styles.They will then have the opportunity to make assessments as towhich would pose the least risk to them as facilitators, or thosethat may be most effective in certain situations or with certaingroups. The Facilitator as Intervener will rehearse several stylesthat can help them “navigate” a group from conflict to team work.At the very least, you can move the group from high center.

This concludes the presentation provided by a Professor from thePsychology Department at OU. Before the break allow time forany comments and questions. Are there any areas that needclarification or further practice? Do the facilitators feelcomfortable with their roles and what they are expected toaccomplish? Where do they feel they will need further assistance?

BREAK (15 mins)

16

Session TwoHow to Effectively Prepare forthe Academy (15 mins)

The participants should now have a clear idea of their role(s) asfacilitators, running community meetings, coping with emotions andsolving conflict. Now we will discuss how they should effectivelyprepare for the Academy. Cover each of the following points foreffective preparation in as much detail as you see necessary.

Effective Preparation:

1. Study the Facilitation Handbook closely, it has been designedto walk you through the entire Academy process

2. Ask questions! All questions are important and welcomed.The training and support staff are here and more than willingto answer your questions.

3. Practice the examples and role-playing exercises you haveseen so far as many times as you need to in order to feelcomfortable.

4. Attend and thoroughly engage in all the training sessions weare providing.

5. Ask for help when you need it. Don’t suffer in silence.

6. Get familiar with the meeting venue. Learn where therestrooms, exits, power sockets and any other items youneed to know about are located.

7. Encourage those you know in the neighborhood to attend theAcademy. Participation will be one of the keys to the successof this process and you can help ensure a good turnout.

Ask the facilitators if they feel they are able to follow thesepreparation guidelines. Do they have other tips or techniques they usefor preparation that they would be willing to share with the group?Are any of the preparation guidelines unreasonable or difficult toachieve?

17

Session TwoData Management, Collection &Evaluation (15 mins)

A great deal of data will be generated at each meeting of theAcademy. The facilitator is expected to legibly record this data andbring it to the Studio at each review meeting. At first it may seemdaunting to try and figure out what is and is not relevant data.However, the facilitation handbook has been written to emphasizethe data we regard as relevant. A general rule to follow is “if indoubt, make a record of it”. It is the role of the Studio staff toreview and collate the relevant data both for your use at futuremeetings and for the successful evaluation of the Academy.

You will be provided with flip charts, pens, pencils and note paper.Use these items to record the data produced. At some of themeetings there may be support staff in attendance that can assistyou with recording the discussions, suggestions and results of thevarious exercises you will be leading.

It will be somewhat of a balancing act to both run the meeting andtake a thorough and useful record of the meeting. Flip charts areparticularly useful for recording comments as the group discusses.They also allow the group to see what you have written and agreeor reword your interpretation. Try to record those items you viewas pertinent, with regard to the instruction you have received on theAcademy, when they are fresh in your mind. This may involvestaying at the end of the meeting to finish your notes and make anyadditions or corrections. It will be another week until you areproviding the Studio with your data and may be asked forclarification or additions to it at that time.

A Professor in the Department of Education at OU has worked todevelop a simple and thorough method to effectively evaluate anumber of significant aspects of the Academy.

18

Session TwoData Management, Collection &Evaluation Cont. (15 mins)

Specifically we are interested in:

1. How many people attended each meeting? Did this go upor down as the meetings progressed?

2. What was the nature of the participation? Were somemore vocal than others? Were you able to involve thosewho were not as vocal?

3. How does the group interact and work together as theAcademy progresses? How can this interaction beenhanced?

4. What are the specific responses and results of theindividual exercises you will be undertaking with thegroup?

5. Are they areas where more training or assistance wouldhave enhanced the success of a meeting?

6. What areas appear to be of most and least concern toeach neighborhood?

7. What topics do the Action Plans address?8. How likely is it that the group will continue to meet and

work on the Action Plan following the end of theAcademy?

The data the Studio receives depends on your recording of it. Besuccinct and efficient. Do not try to record every word, key wordsand sentences will be much more effective in this instance. Do notworry too much about spelling or neatness but ensure your writingis legible.

Ask the facilitators how comfortable they are with both runningand recording a meeting. Do they understand the results of themeetings and the other topics we are interested in evaluating? Dothey see the value and importance of the meeting results and othertopics? Are there specific items the Studio can help them with orareas for further clarification? Again the Handbook highlights themeeting exercises and the nature of the results that may beproduced.

19

Session TwoQ & A/Review (20 mins)

20 minutes should be left for a Q & A and review session. Now is agood opportunity for any concerns to be raised and addressed.

Remind the facilitators that we will have a 30 minute break for lunchand then begin the training for the very first meeting of the Academywhich will take place this Tuesday.

Adjourn the last facilitation training session.

Facilitation TrainingMeeting One

20

Facilitation TrainingMeeting One

AgendaSaturday May 10th, 200812-2pmUrban Design Studio

12.00PM Background


12.20PM Introductions

12.30PM Ground Rules

12.45PM Academy Overview

1.00PM Neighborhood Definition

1.20PM Neighborhood Organization

1.40PM Meeting Review

1.50PM Evaluation

2.00PM Adjourn

21

Meeting OneTrainingBackgroundAt the two-day training session the participants will havereceived basic meeting and facilitation training and a copy of theAcademy Handbook. The meeting training included thefollowing topics:

1. Description of how the Academy was developed2. Explanation of the goals of the Academy3. Brief presentation on each meeting4. Expected outcomes of the Academy5. Description of expectations of the facilitators, support

staff and the participants

The facilitation training included the following topics:

1. The role(s) of the facilitator and why they are needed2. How to run a successful meeting3. How to deal with emotions4. How to intervene and solve conflict5. Have to effectively prepare for the Academy6. Data management, collection & evaluation

Today’s meeting, to be held before Meeting One – What isyour Neighborhood? Definitions and Organization - is designedto provide the facilitators with a refresher of the knowledge theyobtained at the two-day training session and brief themspecifically on Meeting One. The meeting should lastapproximately 2 hours. At the end of this session the facilitatorswill be able to lead the first meeting of the Academy.

22

Open the first meeting at the Studio by welcoming thefacilitators and reintroducing yourself if necessary. Ensure thefacilitators are all present with the Academy Handbook and anyother materials they have been provided with. The facilitatorsshould have read Meeting One in the Academy Handbook priorto attending this meeting. Begin by providing a thoroughoverview of each step in Meeting One; facilitators should havethe Academy Handbook open at the agenda page.

Explain that Meeting One has been designed to establish aphysical, social, demographic and economic, definition of theneighborhood shared by the group. In addition, we hope toestablish an understanding of the level of organization of theneighborhood. Both these objectives are important in providinga basic overview of the existing conditions of the neighborhoodand encouraging the group to work together to establish shareddefinitions and group opinions.

1. Welcome and Sign-in

Similar to the welcome and sign-in that we have just completed.The facilitators will be expected to go through this same processat Meeting One with the participants. This should be finished by6.05pm.

2. Introductions

Have each facilitator introduce themselves as they would to theparticipants at the first meeting – name, what you teach, howlong you have taught at the school, whether you live in theneighborhood. Once this task is completed make sure thefacilitators know how to have the participants introducethemselves. What information should they request - name, howlong they have lived in the neighborhood, any neighborhoodinvolvement currently or in the past. How long each participantshould get to speak. At Meeting One the introductions shouldbe finished by 6.15pm.

Meeting One

Define your neighborhoodusing physical, social, demo-graphic, and economicinformation.

23

3. Ground Rules

Handout copies of the ground rules and review them with thefacilitators. Do they think these are appropriate? Should any beadded or should the list be shortened? Make sure they have thehandout with the ground rules so they can post these on the wallat each meeting.

Explain why it is so important, given the nature and operatingprinciples of the Academy (teamwork, equal participation etc.),that the ground rules are understood and adhered to by eachparticipant including the facilitator.

Ask the facilitators to work with the group, following theexample of the session leader, once the ground rules have beenread. Make sure they ask the participants if they needclarification, or if they agree or disagree with the rules. Explainabout majority rule - for changes, additions or acceptance of theexisting rules a majority of the group must agree to them.

Make sure the facilitators are comfortable and willing to enforcethe ground rules equally from the beginning of the process. Theywill be very familiar with these rules by the end of the Academyas they will have to go over the rules at the beginning of eachmeeting. At Meeting One this should be finished by 6.25pm.

Meeting One

24

Meeting One

4. Academy Overview

The facilitators were given a full overview of the Academy at the two-day training session. Here we will discuss how to present theAcademy overview to the participants. The facilitators will be given ahandout with “quick-facts” about the Academy to be covered in theirpresentation. They will also receive a list of potential questions theymay be asked with brief answers. Give an example of an Academyoverview presentation.

This is the first time the participants will learn what they will be doingin each meeting and the end result(s) of the Academy for theirneighborhood (the Neighborhood Action Plan, a NeighborhoodRepresentative etc.). The presentation should be simple, concise andshould be given with enthusiasm about the process and how this canhelp the neighborhood and the school. The facilitators will be given abrief opportunity to present, to the rest of the group, how they wouldgive this Academy overview. This should inspire discussion betweenfacilitators and get them familiar with presenting the material. AtMeeting One this should be finished by 6.40pm.

25

5. Neighborhood Definition

This is the first group activity the facilitators will be leading.Ensure the facilitators are familiar with the material they werepresented at the two-day training session on facilitation skills.Ask if there are any questions or concerns about leading groupactivities. Do the facilitators need a brief refresher in any area?

Explain the purpose of the exercise, to establish a group-helddefinition of the neighborhood including its physical, social,demographic and economic make-up. Explain the significanceof not only gaining a good foundation of what the neighborhoodis, but also getting the group to work together as team to cometo some agreement.

Physical boundaryGo through the exercise as if you are the facilitator and they arethe participants. This begins with the mapping exercise to definethe physical boundaries of the neighborhood. The facilitatorswill practice the acetate map exercise and see what the endresult will look like.

The facilitators will also be given the materials needed to run thisexercise in their school (the acetate sheets, the base maps, andthe pens). They MUST bring those materials to the firstmeeting. Remind the facilitators that they need to have anoverhead projector at this first meeting.

Lead a discussion on the results of the practice mappingexercise. Ensure the facilitators know what the pertinent itemsto look for are when reviewing the map results:

• areas of similarity• areas of divergence• nature of the boundaries – natural, manmade

Meeting One

The goals of this exercise: Define your neighborhood Establish group opinions Work as a group

The goals of this exercise: Define the physical boundaries of the neighborhood Look for similarities and differences in individual perceptions

26

Demographics

Give the facilitators copies of the large map of theirneighborhood and go through the 11 discussion questions aboutthe neighborhood (ask the facilitators to turn to the page inMeeting One that contains these questions). These questionsare designed to gauge the social, demographic and economicmake-up of the neighborhood. Make sure the facilitators knowthey do not need to cover each question. Rather they shouldallow the discussion to flow, as long as the direction of thediscussion stays on topic and covers the nature of the materialwe are trying to discover.

Give the facilitators the census information the Studio hasprepared to be presented to the participants once the discussionquestions are finished or time is up. Ensure the facilitatorsunderstand the census information and how it may comparewith the perceptions presented by the group. These are theareas the facilitators need to highlight to the group. Forexample, census data on the age of the population; the ethnicmakeup or the income of the neighborhood.

The facilitators should finish this exercise by asking the group tothink about how the results of this exercise may influence theiraction plan choices.

Do the facilitators have any questions or concerns about thisexercise? They need to bring all the materials produced by thegroup to the next meeting at the Studio so the staff can analyzethe results and return it to them. At Meeting One this should befinished by 7.10pm.

Meeting One

27

6. Neighborhood Organization

Explain the purpose of this exercise - to discover the level oforganization in the neighborhood and areas of organizationalneed. Go through the exercise with the facilitators by asking the8 questions on neighborhood organization (have them turn tothe page in Meeting One with these questions). Help thefacilitators get familiar with these questions. Explain why theywere designed and what kinds of responses the participantsmay give. Do the facilitators understand all the questions and thenature of the information we are trying to obtain?

Explain that the facilitators will have to use their judgement as tothe level of organization in the neighborhood from the answersthe group has given to the 8 questions. They will then go one oftwo ways. Review what they should present if there appears tobe a lack of organization, and the handouts they have for that.Then review what they should present if the neighborhood isorganized but appears to have certain areas of need, and thehandouts they have for this. Also hand out the information onthe WIN office and briefly explain the function of the office inhelping neighborhoods get organized. This handout will also begiven to the participants at the meeting.

Give the facilitators the information staff has gathered onorganizations listed in the neighborhood and its vicinity to helpspur discussion. (Copies may be given to the participants if theyare requested at the meeting).

Present the facilitators with the challenge of asking theparticipants to invite another person in the neighborhood toattend the next meeting.

Do the facilitators have any questions or concerns about thisexercise? They need to bring all the materials produced by thegroup to the next meeting at the Studio so the Studio cananalyze the results and return it to them. At Meeting One thisshould be finished by 7.40pm.

Meeting One

28

7. Meeting Review

Describe how to summarize the results of the meeting to theparticipants. The summary should include a review of the initialresults of the mapping exercise, a summary of the participantsperceptions and the census data on the makeup of theneighborhood and an outline of the current level of organizationof the neighborhood and areas for improvement. At MeetingOne this should be finished by 7.55pm.

8. Evaluation

Give the facilitators copies of the meeting evaluation to be givento each participant and filled out before the participants leave.Also give them copies of the reminders for the upcomingmeetings to be given to the participants. Meeting One shouldadjourn at 8pm.

Once the participants have left and before the facilitator leavesthey need to gather all the information produced and type upany notes they have written to be given to the Studio at the nextmeeting.

This concludes the outline of the first meeting. Gauge how readythe facilitators feel to lead the meeting. Which areas need to bereviewed? What overall questions and concerns do thefacilitators have? Emphasise the importance of staying on timeand on track.

Meeting One

At the end of the meeting,gather all the information, andtype up the notes to be givento the Studio at the nextmeeting.

Meeting One

29

Meeting OneWhat is your Neighborhood?Definitions and Organization

AgendaTuesday May 13th, 20086-8pmCommunity School


6.05PM Introductions

6.25PM Ground Rules

6.30PM Academy Overview

6.40PM Teaching/Discussion/Activity – NeighborhoodDefinition

7.10PM Teaching/Discussion/Activity – NeighborhoodOrganization


7.55PM Evaluation

30

This is the first meeting of the Academy, as such you have theopportunity to set the tone for the whole process. Try to greetpeople as they arrive and introduce yourself. Be confident andenthusiastic, the Academy is designed to be a positive processfor both yourself and the neighborhood.

Allow people to socialize for a couple of minutes while youwait for people to arrive. Once everyone is seated pass out thesign-in sheet and ask everyone to sign-in, providing their name,address, phone number and email address. Along with the sign-in sheet, pass out name tags and pens so you and the rest of theparticipants can start learning people’s names.

Welcome

Supply nametags tohelp yourself and theparticipants learnnames.

31

Begin by introducing yourself to the entire group. State yourname and a brief background of yourself. For example, whatyour position is at the school, how long you have worked at theschool, and whether you live in the neighborhood. Go around theroom and let people introduce themselves – name, how long theyhave lived in the neighborhood, involvement in any neighborhoodorganizations. Try to keep the introductions going and limit anydiscussion. Questions and answers may be necessary forclarification, but ensure everyone knows it is important to keepmoving so that everyone has a chance to introduce themselves.

Introductions

Introduce yourself: What do you teach? How long have you taught at your school? Do you live in the neighborhood?

Ask the group to introducethemselves.

32

Once the introductions are complete it is important to set theground rules for the Academy. Ensure the participantsunderstand that much of the success of the Academy dependson full participation from everyone, with the group working as ateam and creating an environment for honest and respectfuldiscussions. The environment must be safe and open fordialogue as the group may have to face some difficult orcontroversial issues. List the following ground rules:

1. Be timely to the meetings2. Participate to your fullest3. Speak one at a time, do not interrupt others or have

side conversations4. Allow everyone to speak5. Listen to others6. No question is silly, no idea is bad7. Try to stay on topic, the facilitator may redirect the

discussion where necessary8. Respect differences and encourage the other

participants9. Participants are welcome to join the academy at

anytime, it is their responsibility to get updated on whatthey may have missed

10. Phones and pagers should be kept on silent or vibratemode

Ground Rules

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Ask the participants if there is anything they need clarified andif they all agree on the ground rules. Ask if there are additionalground rules the group would like to suggest or changes to therules you listed. Allow time for these suggestions anddiscussions but try not to let the conversation run for too long.If the majority of the participants agree to a new ground ruleor a change to an existing rule then make those additions andamendments in writing. Explain that these rules apply toeveryone and will be enforced early and consistently.

Once you and the group have an agreed upon set of groundrules and post them somewhere visible at each meeting.Enforce the ground rules where necessary from the beginningof the process to emphasize their validity. Don’t be afraid toremind the participants of the ground rules at any point duringthe Academy, if you feel they need to be reinforced. Makesure you are following the ground rules also!

Finish by indicating where the bathrooms are located, that themeeting will last for approximately 2 hours and that lightrefreshments have been provided.

Ground Rules Cont.

Type up the agreed uponground rules and post themwhere they are visibleduring every meeting.

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Move into the following review of the Academy:

The Neighborhood Planning Academy is a collaborationbetween the University of Oklahoma Urban Design Studioand the Tulsa Area Community Schools Initiative. Work hasbeen undertaken to develop this Academy since the Fall of2006 and has been created with regular input fromneighborhood leaders across Tulsa. All the facilitators havebeen trained by the University of Oklahoma Urban DesignStudio to facilitate the Academy process.

The Academy has been designed with the following 3 goals inmind:

1. To create a more meaningful role for neighborhoods inplanning and decision-making processes that affectthem.

2. To educate neighborhoods on their roles andresponsibilities and empower them to organize andaccomplish their goals, as a result building pride incommunities.

3. To encourage understanding and collaboration acrossneighborhoods and with schools, experts and cityofficials.

There will be four meetings including this one and the followingtopics will be covered:

1. Neighborhood definitions and organization.

2. Survey of the important issues in the neighborhood.

3. Development of neighborhood priorities and the nomination of a neighborhood representative.

4. The creation of a neighborhood action plan.

Academy Overview

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Academy Overview Cont.The length of each meeting is approximately 2 hours on everyother Tuesday evening from 6-8pm.

It is hoped that the Academy will have the following results:

1. 11 Action Plans (1 for each neighborhood) addressingthe top concern of each neighborhood

2. The establishment of a structure for neighborhoodplanning and the creation of active neighborhoods

3. A community nominated neighborhood representativeto champion the action plan and maintainneighborhood participation

4. An overview of the major concern in each CommunitySchool neighborhood

5. A potential pilot project for the City of Tulsa’scomprehensive planning effort

6. 14 local school professionals trained to facilitateneighborhood planning sessions

Ask if there are any questions, comments or areas that needclarification or further explanation.

Today’s meeting is concerned with defining the neighborhoodand understanding the current organization and futureorganizational needs of the neighborhood.

Each meeting will take placeeach Tuesday evening from 6to 8 p.m.

At tonight’s meeting: Define the neighborhood Understand current organization Understand future organizational needs

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Neighborhood DefinitionsThe first exercise will cover the following topics:

1. The physical boundaries of the neighborhood.

2. The social, demographic and economic make-up of the neighborhood.

To answer the question – What is your neighborhood?

Hand out acetate maps (prepared by the Urban DesignStudio) of the area surrounding the community school to eachparticipant. Point out the location of the: school, north arrowand main streets. Give the participants time to get familiar withthe map and assist them where necessary. Each participantshould have acetate pens to draw on the maps.

Ask each participant to mark on the map the location of theirhome. Then ask them to draw the boundaries of theneighborhood as they see them. Once everyone hascompleted the task gather the maps together and begin toplace them one at a time on the projector so the group can seehow similar or different each participants idea of theneighborhood are.

Lead a discussion on the results. Look for any significant areasof similarities or divergence. Is there a shared central area andfuzzy boundaries? Are the boundaries of the neighborhoodnatural or manmade? Focus on any areas of consensus tohelp the group agree on a neighborhood boundary.

Each participant will: Mark the location of his or her home on the map

Draw the neighborhood boundaries

Compare the differentperspectives.

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Explain that the maps will be analyzed by the Urban DesignStudio and one map of the neighborhood, as defined by thisgroup by the largest area of agreement, will be established.

Put up a large, clean map of the area surrounding thecommunity school and begin to discuss with the group thefollowing questions. Mark the answers on the map wherepossible and list the rest of the responses on the board or flipchart.

1. What are the neighborhood landmarks and where arethey located? Mark them on the map.

2. Which are the main streets and intersections? Markthem on the map.

3. Are there any areas viewed as favorable andunfavorable? Mark them on the map.

4. What makes these areas favorable or unfavorable?

5. How many people live in the neighborhood?

Neighborhood Definitions Cont.

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Neighborhood Definitions Cont.

6. What ethnic groups live in the neighborhood?

7. Is the neighborhood predominantly residential, commercial,and industrial or a mixture?

8. What age groups live in the neighborhood? Which groupmakes up the majority?

9. What kind of buildings does the neighborhood have?Wood, brick, siding etc.

10. What is there to do in the neighborhood? Is there a park, alibrary, restaurants, stores or places of worship? Mark themon the map.

11. What services are there in the neighborhood? Are therehealth care, educational, or social services? Mark them onthe map.

Show to the group and summarize the census data staff providedyou with regarding basic neighborhood demographics. Review thegroups responses against the census data, highlighting areas ofdisagreement, contradiction or agreement.

Ask the group to consider the results of this exercise with regards topotential action plan topics for their neighborhood.

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Move the group into a discussion of the organization of theneighborhood for the final activity. Ask the following questions;list the responses on the board.

1. Is there a neighborhood association(s) currentlyoperating in the neighborhood? List the name(s).

2. Are there any other organization(s) in theneighborhood?

3. What do the neighborhood association and otherorganizations in the neighborhood do?

4. Survey the participants on whether they are membersof a neighborhood organization.

5. How do the participants view the organizations in theneighborhood? Positively, negatively or neutrally?

6. How could the current organizations be improved?

7. If there is no existing neighborhood association, are theparticipants interested in forming or reforming one?

8. If there is an existing neighborhood association, howorganized is the group? Does the group know what thelevel of participation is?

Present the information the Urban Design Studio has given youon organizations in the neighborhood and its vicinity. Thesequestions, and the information you have been provided with,are designed to gauge how organized the neighborhood is. Thisis a good opportunity to discuss theWorking in Neighborhoodsoffice of the City of Tulsa using the information you have beenprovided.

Neighborhood Organization

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Neighborhood Organization Cont.If there appears to be a lack of organization in theneighborhood discuss with the group the reasons for gettingorganized:

1. Build a sense of community among neighbors.

2. Address a particular issue of the neighborhood.

3. Provide the neighborhood with an effective communication link with government officials and other influential groups.

4. Empower residents to work together in improving their neighborhood.

Describe how to spread the word about the organizationincluding establishing block captains, writing and producingnewsletters and flyers and how the create a telephone tree.Handouts are available for further information on the varioustopics covered, which the participants are welcome to take.

If the neighborhood appears to be organized discuss with thegroup any areas that they feel they need further information ortraining in. For example help with; methods of spreading theload of the work; how to run successful community meetingsand creating agendas; finding the right location to meet; makinggroup decisions and sticking to a schedule; establishing bylaws;and becoming a corporation.

As part of beginning to establish some organization in theneighborhood, challenge the participants to invite anotherperson in the neighborhood who is not here tonight to attendthe next meeting of the Academy.

Spread the word! Establish block captains Create newsletters Develop a phone tree

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Meeting ReviewFinish the meeting by reviewing the initial results of themapping exercise, summarizing the makeup of theneighborhood based on the participants perceptions and thecensus data and outlining the current level of organization inthe neighborhood and the various topics covered regardingorganization.

Hand out the meeting evaluations and the remainders of thenext meeting.

Type up the notes from the board and bring them and themaps to the review meeting at the Urban Design Studio nextweek.

Facilitation TrainingMeeting Two

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Facilitation TrainingMeeting Two

AgendaTuesday May 20th, 20086-8pmUrban Design Studio

6.00PM Background

6.05PM Meeting One Review

6.30PM Meeting Two Introduction


6.40PM Recap of Previous Meeting

6.50PM SWOT Analysis


7.50PM Evaluation

8.00PM Adjourn

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Meeting TwoTrainingBackground

Today’s meeting, to be held a week before Meeting Two –Viewing Your Neighborhood with a Critical Eye - is designed toinitiate discussion on the results and experiences at MeetingOne and to prepare the facilitators for Meeting Two. Themeeting should last approximately 2 hours. At the end of thissession the facilitators will have thoroughly reviewed MeetingOne and be able to lead the second meeting of the Academy.

Meeting One Review

This is the opportunity for the facilitators to give the Studio thematerials created at Meeting One and to share with us and theother facilitators how the meetings went.

To begin with we will discuss levels of attendance. Thefacilitators should hand-in the sign-in sheets. Each facilitator willbe asked how many participants were at their meeting and whatthey thought about the number – too many, too few, the rightamount. This will lead in to a discussion on the nature of theparticipation. Was it easy to get people involved? Were somemore dominant than others? As well as describing the groupdynamics, the facilitators and the session leader will have theopportunity to share any tips for dealing with certain situations.For example, methods of getting all the participants involved, ofresolving conflict, dealing with emotions or reducing thedominance of certain participants.

If there are certain areas in particular that a number of thefacilitators are requesting assistance with, we will go over thesein detail.

We will also discuss the ground rules. How were they received?Were any changes made to them? Are the facilitatorscomfortable with them and with enforcing them?

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Meeting TwoWhile you are hosting this discussion other members of theStudio will have received the maps and other results fromMeeting One and be analyzing them. From the maps theparticipants have drawn on, one map for each neighborhoodwill be created showing the group defined boundary of theneighborhood. The facilitator will present this to the group at thenext meeting. The map will also highlight neighborhoodlandmarks and main streets and intersections.

The results of the Neighborhood Organization exercise will beanalyzed to uncover areas where the neighborhood needsassistance. Additional handouts with information and suggestedplaces that may be able to provide further information andtraining will be given to the facilitators to give to the participantsto address the specific needs of each neighborhood.

Overall, this review session is designed to establish not just theresults of the exercises but also the results of the meeting ingeneral and to provide direction and training for future meetings.

Meeting Two

The facilitators should have read Meeting Two in the AcademyHandbook prior to attending this meeting and should have theirAcademy Handbooks with them. This section of the meeting isdesigned to provide them with a thorough overview of eachstep in Meeting Two.

Explain that Meeting Two has been designed to encourage theparticipants to survey the current conditions in the neighborhoodand establish ideas and opportunities for the future. This isimportant because the results will provide the basis for thedevelopment of a Neighborhood Action Plan. Again this is alsoanother opportunity for the group to work together.

Present the map to theparticipants, which willhighlight landmarks and mainstreets in the neighborhood.

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Similar to the welcome and sign-in that was completed atMeeting One. However, if there are new participants thefacilitators should be sure to spot them and introducethemselves to them. If the new participants were brought by anattendee of Meeting One this should be positivelyacknowledged to the entire group. If there are a number of newparticipants that do not appear to be familiar with the rest of thegroup it would be worthwhile to have each person brieflyintroduce themselves again. The participants should again makename tags, although the facilitators should be learning andremembering names by now. This should be finished by6.05pm.

2. Recap of Previous Meeting

This should begin with a review of the ground rules and theirposting on the wall. If there are a number of new participants abrief overview of the Academy and the first meeting should begiven. Next the map of the neighborhood created by the Studiowith the boundary defined and agreed upon by the participantsshould also be posted on the wall. A brief time to explain themap and discuss the groups responses to it should be allowed.Any additional hand outs and information on NeighborhoodOrganization should be given to the participants. At MeetingTwo this should be finished by 6.25pm.

Meeting Two

Be sure to seek out any newparticipants and makeintroductions.

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Meeting Two3. SWOT Analysis

Explain the purpose of the exercise, to establish acomprehensive picture of the strengths, weaknesses,opportunities and threats of the neighborhood from a diversegroup of participants. Make sure the facilitators understand thatat Meeting Three the responses to the SWOT will be prioritizedand a top priority chosen to be addressed in the NeighborhoodAction Plan.

Ask if any of the facilitators have ever done a SWOT analysisbefore. This is also a question the facilitators can ask theparticipants at the meeting in order to discover how muchneighborhood planning they have undertaken in the past.

Explain what a SWOT analysis is – a basic group neighborhoodplanning tool that uses self-assessment to uncover the issues andexperiences of residents in a neighborhood. Explain whatstrengths, weaknesses, opportunities and threats are. Strengths- the assets of the neighborhood (e.g. location), weaknesses -what may be lacking in the neighborhood (e.g. lack ofcommunity development), opportunities - what could beimproved in the neighborhood (e.g. historic restoration ofhomes), and threats - aspects that affect the neighborhoodnegatively (e.g. absentee landlords).

Explain that, taking each category in turn, the facilitator will beasking the participants to state their opinions on each.

You should lead a brief SWOT analysis with the facilitators on acertain topic and show how to encourage, record, categorizeand review responses. The facilitators will then undertake anexercise to categorize a number of examples of strengths,weaknesses, opportunities and threats.

The success of the SWOT depends a great deal on the effectiveuse of the facilitation skills that have been taught. This includesremaining neutral, not leading or directing responses, allowingeveryone to speak, allowing no one to dominate. Presentexamples of dominant and quiet participants and how to dealwith each and encourage all to speak equally.

Strengths Weaknesses Opportunities Threats

Try to remain neutral asparticipants express theirviews of the neighborhood’sstrengths, weaknesses,opportunities, and threats.

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The facilitators will be asked to undertake different aspects ofthe SWOT analysis. This will include introducing a SWOTanalysis, explaining how it works and what each categorymeans and practicing leading a SWOT analysis.Examples of allof these aspects have just been given by the presenter. Inaddition, examples of strengths, weaknesses, opportunities andthreats and potential questions to ask on each topic have beenprovided in the Academy Handbook. The facilitators shouldmake use of these when necessary.

Since this is the only group exercise in Meeting Two there is noneed for the facilitator to feel rushed or to rush those who arespeaking. However, each participant should be given a fair andequal opportunity to express their thoughts and ideas on eachaspect of the SWOT. Success is, however, dependent onlimiting the amount of discussion to only what is relevant.Getting off track in this exercise is unproductive and this is alsonot the time for venting or pointing fingers. A SWOT analysis isa survey undertaken to uncover the major issues and considersolutions not complaining.

An equal amount of time should be given to each aspect of theSWOT analysis where possible. The meeting allows for 1 hourand 15 minutes for the SWOT, leaving just less than 20 minutesfor each category. This statement on time should be made clearto the participants at the meeting but it will be up to thefacilitators to keep things moving and on time.

The facilitators should remember to use the neighborhood mapas a tool and refer to it when necessary to keep the participantson track and thinking of the same geographic area. They shouldemphasize that the SWOT analysis is concerned only with theneighborhood and not a wider area. They are to encourage andrecord any and all responses whether the rest of the groupagrees with them or not. This is the opportunity to get allresponses written down before narrowing them at the nextmeeting. As such the facilitators should encourage theparticipants to think about all aspects of the neighborhood;hopes, fears, perceptions etc.

Meeting Two

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Meeting TwoTo record responses the facilitator should repeat it aloud andwrite it clearly on the flip chart under the correct heading. Theyshould give the participants an opportunity to clarify theirresponse and agree with what has been written. Facilitatorsshould be aware of duplication and be succinct in theirrecording.

To conclude the SWOT analysis each response should bereviewed, similar items combined, and those appearing morethan once highlighted.

The facilitators will be given the materials they need to run thisexercise in their school (map of the neighborhood, flip charts,and pens). These are the materials they MUST bring to thesecond meeting.

Do the facilitators have any questions or concerns about thisexercise? Do they understand how to lead a SWOT analysisand the nature of the information we are trying to obtain? Theyneed to bring all the materials produced by the group to the nextmeeting at the Studio so the Studio can analyze the results andreturn it to them. At Meeting Two this should be finished by7.40pm.

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4. Meeting Review

Describe how to summarize the results of the meeting. Whatareas should the summary include? How long should the reviewlast? The facilitators should finish this exercise by asking thegroup to think about how the results of this exercise mayinfluence their action plan choices. They should also prepare theparticipants to be ready at Meeting Three to prioritize theresponses and vote on the top priority topic in theneighborhood. Remind the participants that at the next meetingthey will also be voting for a Neighborhood Representative andalternate. At Meeting Two this should be finished by 7.55pm.

5. Evaluation

Give the facilitators copies of the meeting evaluation to be givento each participant and filled out before the participants leave.Also give them the meeting reminders for meeting three to begiven to the participants. Meeting Two should adjourn at 8pm.


This concludes the outline of the second meeting. Gauge howready the facilitators feel to lead the meeting. Which areas needto be reviewed? What overall questions and concerns do thefacilitators have? Emphasise the importance of staying on timeand on topic

Meeting Two

Meeting Two

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Meeting TwoViewing Your Neighborhood witha Critical Eye

AgendaTuesday May 27th, 20086-8pmCommunity School



6.25PM Teaching/Discussion/Activity – SWOT Analysis


7.55PM Evaluation

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Greet people as they arrive and introduce yourself to thoseyou have not met before. Once it seems that most peoplehave arrived and are seated begin the meeting. If there arenew participants introduce yourself as you did at the firstmeeting and have each person briefly introduce themselvesagain. Pass out the sign-in sheet and name tags.

Welcome

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Provide a brief recap of the last meeting. Point out the groundrules that were established and keep them posted at a visiblelocation on the wall. You may need to read through the rulesagain if there are a number of new participants. Emphasizethat the rules have been created to ensure that theenvironment of these meetings is open and allows onlyrespectful discussion.

Show the map of the neighborhood with the boundarydefined and agreed upon by the participants. Allow a shorttime for comments and discussion.

Summarize the level of organization in the neighborhood thatwas discussed two weeks ago. Positively acknowledge ifanyone was able to bring another person with them thisweek.

State that the meeting will last for approximately 2 hours, thatlight refreshments have been provided and point out thelocation of the restrooms.

Recap of Previous Meeting

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SWOT Analysis

SWOT analysis is a basic neighborhood planning tool. It willbe used to encourage the participants to survey the currentconditions in the neighborhood and establish ideas andopportunities for the future. The results of this analysis willprovide the basis for the development of a neighborhoodaction plan.

This is a self-assessment survey and you should allow eachparticipant to express their thoughts and ideas on each aspectof the SWOT. You should not lead or direct responses butrather ensure the participants have a firm understanding ofwhat strengths, weaknesses, opportunities and threats are. Asthe facilitator you must remain neutral. If it seems that certainmembers of the group are dominating the meeting encouragethose who are less vocal to participate. This may mean goingaround the group one person at a time asking for theirresponses. However, if you have laid the ground rules at thebeginning of the meeting for fair and equal participation it ishoped that this problem will not arise.

There should be plenty of time for this exercise and foreveryone to express their opinion. Some discussion willinevitably arise, try to limit the amount of discussion andexplain that at the next meeting their will be time to discuss theresults further. At that time the group will be asked to prioritizethe responses to the SWOT and agree on the top priority forthe neighborhood, which will then be addressed in theneighborhood action plan. The action plan will include specificgoals and objectives to address the top priority.

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SWOT Analysis Cont. SWOT is an acronym for Strengths, Weaknesses,Opportunities and Threats. Explain that this exercise isdesigned to establish a comprehensive picture of the strengths,weaknesses, opportunities and threats of the neighborhoodfrom this diverse group of participants. Therefore, all responsesare welcomed at this time and the participants should thinkabout all aspects of their neighborhood; their hopes, their fears,the appearance and perceptions of the neighborhood. Theremay be areas where not everyone will agree (and you may notagree) but this tool is being used to allow the expression of allthoughts and ideas about the neighborhood at this time.

Participants must be made aware that the SWOT analysis isconcerned only with the neighborhood and not the whole cityor a larger area. The definition of the neighborhood will havebeen established at the last meeting and a map should beposted on the board so the participants are aware of the exactarea to be discussed. You can outline the area verbally, forexample, “we are focusing on the Kendall Whittierneighborhood. That would be east to Harvard, west to Utica,south to 11th Street and north to the Burlington NorthernRailroad”.

Ensure the participants understand that strengths andweaknesses are the current, internal issues that affect theneighborhood. Opportunities and threats are potential, futureexternal issues affecting the neighborhood. Issues and ideasmay arise that will become strengths or opportunities that theneighborhood can build upon. Or issues and ideas may arisethat are viewed as obstacles the neighborhood needs toovercome. Either of these responses can become valid ideasfor a Neighborhood Action Plan. It is both the internal andexternal influences on the neighborhood that affect life in thatneighborhood, therefore it is important to review both of theseinfluences. Explain that it is hoped that one major outcome ofthis process will be a shared vision and willingness to work asa team for the betterment of the neighborhood.

The SWOT analysis will onlycover the neighborhood, notthe city or the region.

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Try to allow an equal amount of time on each aspect of theSWOT analysis. Do not allow the time to be taken over bythose who wish to vent. Rather allow people to get anynegative thoughts off their chest and move onto the morepositive aspects of the neighborhood and its future. You haveapproximately 1 hour and 15 minutes for the SWOT analysis.This gives you just under 20 minutes for each category. Ensurethe participants know how long they have to brainstorm oneach topic.

Repeat aloud and write each response clearly on the board/flip chart under the correct heading. Allow the participants toclarify that they agree with what you have written. Try not toduplicate comments and be succinct, but avoid usingacronyms and abbreviations that the group may notunderstand.

To assist you in leading the SWOT analysis the following listcontains some questions and examples of each aspect of theSWOT analysis.

Strengths - to discover the assets of the neighborhood.

To begin the discussion on strengths you could ask: 1. What attracted you to this neighborhood?

2. What assets or resources are available that you would miss if you had to leave the neighborhood?

Examples of neighborhood strengths may include:

• Location e.g. close to good schools, churches, or a library. • Quality housing. • The character of the community. • Public transit facilities.

SWOT Analysis Cont.

Strengths and Weaknessesare internal, current issueseffecting the neighborhood.

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SWOT Analysis Cont.Weaknesses - to discover what is lacking in theneighborhood.

To begin the discussion on weaknesses you could ask: 1. What is not available or in poor condition in the neighborhood?

2. What are the needs of the neighborhood?

Examples of neighborhood weaknesses may include:

• Lack of commercial development. • Aging infrastructure. • Lack of green space. • Poor maintenance of homes.

Opportunities - to discover what could be improved in theneighborhood.

To begin the discussion on opportunities you could ask: 1. What would you like to see in the neighborhood -

changes, improvements or additions?

2. How can the assets of the neighborhood be built on?

Examples of neighborhood opportunities may include:

• Historic restoration. • Establishment of green space. • Establishment of strong neighborhood identity. • Low cost of land and buildings.

Opportunities and Threatsare potential, external, futureissues effecting the neighbor-hood.

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Threats -to discover those aspects that affect theneighborhood negatively.

To begin the discussion on threats you could ask: 1. What do you not like about your neighborhood?

2. What do you avoid in your neighborhood?

3. What in the neighborhood attracts crime?

Examples of neighborhood threats may include:

• Absentee property owners. • Abandoned buildings. • Speeding/Traffic. • Criminal/Drug activity.

SWOT Analysis Cont.

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Once the time is up or the participants appear to have given alltheir responses begin the review of the SWOT analysis. Try tobriefly cover each response that has been given and allow timefor clarification or explanation if the need arises. Combinesimilar items if possible and point out items appearing on morethan one list.

Explain that each participant will receive a copy of tonight’sresults to review and discuss at future neighborhood meetings.Ask the participants to begin to think about which of the issuesraised tonight should be addressed in the NeighborhoodAction Plan.

Thank the participants for their attendance and pass out themeeting evaluation and a reminder of the next meeting.

Meeting Review

Facilitation TrainingMeeting Three

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Facilitation TrainingMeeting Three

AgendaTuesday June 3rd, 20086-8pmUrban Design Studio

6.00PM Background

6.05PM Meeting Two Review

6.30PM Meeting Three Introduction



6.50PM Developing Priorities

7.15PM Nominating a Neighborhood Representative


7.50PM Evaluation

8.00PM Adjourn

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Meeting ThreeTrainingBackground

Today’s meeting, to be held a week before Meeting Three –Developing Priorities and Representatives - is designed toinitiate discussion on the results and experiences at MeetingTwo and to prepare the facilitators for Meeting Three. Themeeting should last approximately 2 hours. At the end of thissession the facilitators will have thoroughly reviewed MeetingTwo and be able to lead the third meeting of the Academy.

Meeting Two Review

This is the opportunity for the facilitators to give the Studio thematerials created at Meeting Two (the flip charts with theSWOT analysis and the meeting evaluations) and to share withus and the other facilitators how the meetings went.

To begin with we will again review the levels of attendance. Thefacilitators should hand-in the sign-in sheets. Each facilitator willbe asked how many participants were at their meeting and whatthey thought about the number – too many, too few, the rightamount. Were there more or less than at previous meeting(s)?Why do they think the numbers have changed? What things canwe do to increase the attendance? How do you deal with alarger group?

This will lead into a discussion on the nature of the participation.Was it easy to get people involved? Were some more dominantthan others? As well as describing the group dynamics, thefacilitators and support staff will have the opportunity to shareany tips for dealing with certain situations that have not arisenpreviously or have not been reviewed in depth before. If thereare certain areas in particular that a number of the facilitatorsare requesting assistance with, go over these in detail.

Discuss the ground rules. How were they received? Were anychanges made to them? Are the facilitators comfortable withthem and with enforcing them?

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While this discussion is occurring other members of the supportstaff will have received, from each facilitator, the SWOTanalysis from Meeting Two. If there are any areas that need tobe cleaned up, condensed, summarized or moved categoriesthe staff will do this. Each facilitator will be given a cleaned upcopy of their SWOT analysis, before they leave, to post andpresent at Meeting Three. This will be the copy that theparticipants will use to vote on their top three priorities.

Discuss how the SWOT analysis went in terms of groupdynamics and involvement. Then move into the responses andthemes given by the participants to the SWOT analysis, thatarose at each meeting and consider whether these are shared atother sites or unique to that neighborhood. This is alsosomething the staff will be analyzing from the SWOT results.

Overall, this review session is designed to establish not just theresults of the SWOT analysis, but also the results of the meetingin general and to provide direction and training for futuremeetings.

Meeting Three

The facilitators should have read Meeting Three in the AcademyHandbook prior to attending this meeting and should have theirAcademy Handbooks with them. This section of the meeting isdesigned to provide them with a thorough overview of eachstep in Meeting Three.

Explain that Meeting Three has been designed to establish thetop priority in the neighborhood to be addressed in the firstNeighborhood Action Plan and to vote for a NeighborhoodRepresentative and alternate. This is important because bothprocesses of voting will be entirely democratic and will formtwo of the major outcomes of the entire Academy process.

Meeting Two Review

Post and present the resultsof the SWOT analysis.

At meeting three, establishthe top priority in the neigh-borhood, which will beaddressed in the firstNeighborhood Action Plan.

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Meeting Three1. Welcome and Sign-in

Similar to the welcome and sign-in that was completed atMeeting One and Two. Again, if there are new participants thefacilitators should be sure to spot them and introducethemselves to them. If the new participants were brought by anattendee of previous meetings this should be positivelyacknowledged to the entire group. If there are a number of newparticipants that do not appear to be familiar with the rest of thegroup it would be worthwhile to have each person brieflyintroduce themselves again. The participants should again makename tags, although the facilitators should have learnt many ofthe names by now. This should be finished by 6.05pm.


This should begin with a review of the ground rules and postingthem on the wall. If there are a number of new participants avery brief overview of the Academy and the first two meetingsshould be given. The map of the neighborhood created by theStudio with the boundary defined and agreed upon by the groupat the first meeting should again be highlighted and posted onthe wall. In addition, the results of the SWOT analysis shouldbe posted on the wall and a brief review of the SWOT analysisshould be outlined. If the group wishes to have a short time ofcomment and discussion on this that should be allowed.However, the facilitators will be thoroughly reviewing the resultsshortly. At Meeting Two this should be finished by 6.25pm.

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3. Developing Priorities

Explain the purpose of the exercise - to get the group to voteon the top priority in the neighborhood to be tackled in the firstNeighborhood Action Plan. Make sure the facilitatorsunderstand that at Meeting Four they will be teaching theparticipants basic planning tools to produce the NeighborhoodAction Plan on this topic.

To begin with the facilitators will allow the participants a shorttime to stand up and move around the room reviewing theSWOT analysis posted on the wall. Only allow approximately5 minutes because next the facilitators will be going over theresults with the entire group.

Once everyone has returned to their seats (you may have toencourage them to do this) the facilitator will go over eachresponse with the group so that everyone hears andunderstands each comment. This should last no more than 20minutes and will be the final time for clarification of the results ofthe SWOT analysis.

Make sure the facilitators understand and are able to articulateto the participants why the SWOT analysis was completed andwhy we are now going to vote on the results. Ensure that theyexplain that the top priority does not have to be a problem tobe tackled but can also be a strength or opportunity to beaddressed by the Action Plan by, for example, outlining ways topromote the strength or opportunity. Make this briefexplanation and encourage some of the facilitators to practicedoing this also.

Meeting Three

Go over the SWOT analysisresults in order that partici-pants fully understand eachdocument.

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Meeting Three

Walk through the voting process with the facilitators and thenpractice it on a SWOT analysis that staff has created. Handout3 colored dots to each facilitator. Explain thoroughly how thevoting process will work. Emphasize the importance of ensuringthat the participants understand and accept how the votingprocess will work and that there is to be no discussion whilevoting as this is an individual choice. This is important forensuring that each participant buys into the process whetherwhat they view as the top priority is ultimately voted for or not.Review the results of the practice SWOT analysis and considerthe various possible voting outcomes at the meetings – if it isobvious which topics have the majority of votes, what to do ifthere is a tie etc. Also discuss how to deal with those who maybe unhappy with the final result.

Remind the facilitators to tell the group that the results of theprioritizing exercise will be given to the interested participants atthe next meeting so future high priorities can be addressed atsubsequent meetings and planning sessions in the neighborhood.

Wrap up the teaching of this exercise by illustrating how to holda brainstorming session on possible solutions and action stepsto address the top priority. Certain facilitators will be asked topractice this with the group. Ensure that each solution or actionstep has a body to which the responsibility for seeing it tofruition is assigned. The facilitators should be reminded to keepthis brainstorming session on the topic of solutions and actionsonly. They are to encourage and record any and all responseswhether the rest of the group agrees with them or not. This isthe opportunity to get all responses written down beforenarrowing them at the final plan development meeting. As suchthe facilitators should encourage the participants to think aboutall possible solutions and actions no matter how costly orambitious.

Explain the voting process.There will be no discussionduring voting.

Brainstorming: A conferencetechnique of solving prob-lems, amassinginformation, stimulatingcreative new ideas, etc. byunrestrained andspontaneous participation indiscussion.

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To record responses the facilitator should repeat them aloudand write each one clearly on the flip chart with the assignedbody. They should give the participants an opportunity to clarifytheir response and agree with what has been written.Facilitators should be aware of duplication and be succinct intheir recording.

To conclude this brainstorming session each response should bereviewed, similar items combined, and those appearing morethan once highlighted.

The facilitators will be given the materials they need to run thisexercise in their school (map of the neighborhood, SWOTanalysis, flip charts, pens and colored dots). These are thematerials they MUST bring to the third meeting.

Do the facilitators have any questions or concerns about thisexercise? Do they understand how to thoroughly review theSWOT analysis, conduct a democratic vote and lead abrainstorming session? They need to bring all the materialsproduced by the group to the next meeting at the Studio so theStudio can analyze the results and return them. At MeetingThree this should be finished by 7.10pm.

Meeting Three

Review the responses fromthe brainstorming session andcombine similar responses.Highlight those responsesappearing multiple times.

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Meeting Three4. Nominating a Neighborhood Representative

Explain the purpose of this exercise - to democraticallynominate a Neighborhood Representative and alternate to takethe work of the Academy and the Action Plan forward.

A job description describing the duties and responsibilities ofthe Neighborhood Representative will have been handed out atthe first meeting. Additional copies should be handed out nowand the facilitator will be expected to explain each of the dutiesand answer any questions on them. Review each of the duties inas much detail as possible. Also remind the facilitators to outlinethe requirements of a Neighborhood Representative (must livein the neighborhood, be willing etc). A number of facilitators willbe chosen to practice this introductory exercise.

Go through the nomination and voting process with thefacilitators. Following this the facilitators will be given theopportunity to practice this part of the exercise. Explain howcandidates can be nominated, where you should write theirnames, how long the participants have to discuss thenominations and that the names of those who are nominated anddo not wish to be nominees should be removed. Then describehow to undertake a democratic ballot if there is more than onenomination for either position. In addition, discuss what to do ifthere is a tie vote.

Again, emphasize the necessity that the participants understandand accept how the voting process will work and that there is tobe no discussion while voting as this is an individual choice.

Do the facilitators have any questions or concerns about thisexercise? Do they understand how to establish nominees forNeighborhood Representative and alternate and how toconduct a democratic vote? At Meeting Three this should befinished by 7.40pm.

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5. Meeting Review

Describe how to summarize the results of the meeting. Whatareas should the summary include? How long should the reviewlast? The facilitators should finish this exercise by asking thegroup to continue to think about solutions and action steps forthe top priority. They should also prepare the participants to beready at Meeting Four to create the Action Plan. Ensure theNeighborhood Representative and alternate receives thehandout(s) for their position. At Meeting Three this should befinished by 7.55pm.

6. Evaluation

Give the facilitators copies of the meeting evaluation to be givento each participant and filled out before the participants leave.Also give them the meeting reminders for Meeting Four to begiven to the participants. Meeting Three should adjourn at 8pm.


This concludes the outline of the third meeting. Gauge howready the facilitators feel to lead the meeting. Which areas needto be reviewed? What overall questions and concerns do thefacilitators have? Emphasise the importance of staying on timeand on topic.

Meeting Three

Meeting Three

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Meeting ThreeDeveloping Priorities andRepresentatives

AgendaTuesday June 10th, 20086-8pmCommunity School



6.25PM Teaching/Discussion/Activity – Prioritize

7.10PM Teaching/Discussion/Activity – Nominate


7.55PM Evaluation

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Greet people as they arrive and introduce yourself to thoseyou have not met before. Once it seems that most peoplehave arrived and are seated begin the meeting. If there arenew participants introduce yourself as you did at the firstmeeting and have each person briefly introduce themselvesagain. Pass out the sign-in sheet and name tags.

Welcome

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Recap of Previous MeetingProvide a brief recap of the last meeting. Point out the groundrules that have been established and keep them posted at avisible location on the wall. You may need to read through therules again if there are a number of new participants. Emphasizethat the rules have been created to ensure that the environmentof these meeting is open and allows only respectful discussion.

If there are new participants explain that at the previousmeeting the group undertook a SWOT analysis on theneighborhood. If necessary briefly summarize what a SWOTanalysis is. Point out the summarized results of the SWOTanalysis that you have posted on the wall. Allow a short timefor comments and discussion, you will begin the review of theresults shortly.


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For the first activity of this meeting you will be asking theparticipants to prioritize the results of the SWOT analysiscompleted at the previous meeting. The group will vote on thetop priority to be tackled in the first Neighborhood ActionPlan. This Action Plan will then be created in the last meetingof this Academy.

Prior to the meeting you should have the sheets with theresponses to the SWOT analysis hung up around the room.Staff has condensed and summarized the responses to helpyou with this review. Allow the participant’s a short time towalk around and review the sheets before beginning thissection. Then start this activity by reviewing the results of theSWOT analysis with the group to ensure everyone is aware ofthe responses and allow an opportunity for clarification. Trynot to allow the entire review session to run for more than 15minutes.

Explain that in order to develop an Action Plan the group mustagree on the top priority for the neighborhood from the resultsof the SWOT analysis to be addressed by the Plan. Remindthe participants that the top priority can be a strength oropportunity that the neighborhood can build upon throughspecific steps in the Action Plan, or it could be an obstacle thatthe neighborhood needs to overcome through solutions to belaid out in the Action Plan. Any of these responses canbecome valid ideas for a Neighborhood Action Plan.

Developing Priorities

Find the priorities within theresults of the SWOT analysis

A top priority must be agreedupon; this priority can be astrength or a weakness

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Hand out to each participant three colored dots and allow theparticipants 5 minutes to place their dots by the three topicsthat are most important to them (the participants may place allthree votes under one category, for example, all three votesunder the strength category or in various categories).Encourage the participants to vote on those topics that aremost significant to them. Try to limit any discussion betweenparticipants on the votes, at this point it is up to the individualto decide for themselves. Once everyone has placed theirdots and returned to their seats you should have a good visualrepresentation from the colored dots as to which are the toppriorities of the group. Should there be one topic that receivesthe most dots that will become the topic of the Action Plan. Ifthere is a tie between two or more topics hand out one dot toeach of the participants and ask them to place it on the topicthey view as the most important of the tied topics. This shouldlead to a clear winner.

Make sure that everyone understands and accepts theprocess for establishing the top priority. This will avoid anypotential issues once the results have been determined.Explain that although only one priority can be tackled in thisAcademy the results of the prioritizing exercise will be givento each participant at the next meeting. Therefore, if theneighborhood desires, other important issues highlighted attonight’s meeting can be tackled in the future.

Developing Priorities Cont.

Avoid conflict by makingsure everyone understandsand accepts the process forestablishing the top priority.

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Developing Priorities Cont.Once the top priority has been identified and agreed uponask the participants to think about possible solutions andaction steps to be taken on the subject. This will be similar tothe format of the SWOT analysis with the participants statingtheir ideas and you writing them up on the board/flip chart.The solutions or action steps can be those taken byindividuals, by the neighborhood, by the city or by otherorganizations. At this point all ideas are valid and should bewritten up. The discussion should be limited to solutions andaction steps to be completed rather than for placing blame orcomplaining about actions that should have been taken in thepast.

Try to have this exercise completed by 7.10pm to allowenough time to introduce the topic of a NeighborhoodRepresentative and alternate and to vote on the nominee(s) ifnecessary.

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Explain to the participants that in order to take the work of theAcademy and the Action Plan forward it is useful to have aNeighborhood Representative voted for by the group. Thegroup will also nominate and vote for an alternaterepresentative who will be available to assist the NeighborhoodRepresentative and stand in if they are unavailable.

Please ensure that you explain clearly the following duties andresponsibilities of the Neighborhood Representative:

• Responsible for effectively promoting the Action Planand its results to the rest of the neighborhood and otherrelevant entities, e.g. the City of Tulsa, local businessesand organizations.

• Commit to participating in all events involved in thepromotion and realization of the plan.

• Responsible for presenting the plan where necessaryand maintaining the support for and interest in the planonce the Academy is completed.

• Responsible for gathering any relevant information toassist in the success of the Action Plan.

• Responsible for establishing and maintainingcommunication between the participants and otherrelevant entities. This may involve conducting meetings,sending emails and making phone calls.

• Responsible for remaining impartial and fairlyrepresenting the views of the entire group and not ofthemselves or a sector of the group.

• Able to make presentations, answer questions onbehalf of the neighborhood and be the main point ofcontact for the Action Plan.

Nominating a NeighborhoodRepresentative

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As long as the Neighborhood Representative lives in theneighborhood and is able and willing to take on theresponsibilities previously listed it does not matter if they are ahomeowner or renter, a business owner, have lived in theneighborhood for many years or just a few, are young or old,working or retired.

Candidates for Neighborhood Representative and alternatemay nominate themselves or be nominated by the participants.Allow the group 10 minutes to discuss who will be nominatedfor Neighborhood Respresentative, then ask for the names.Write the names on the board. If anyone is nominated whodoes not wish to be a nominee you should remove their name.

If there is more than one nominee for NeighborhoodRepresentative write each name on the ballots and hand themout to each participant. Give the participants 5 minutes to placetheir vote, do not allow any discussion. Each participant getsone vote. Receive the ballots from the participants and reviewthe results. If there is an outright winner you should announcetheir name. If there is a tie the group will be asked to vote forone as the Neighborhood Representative and the other thealternate.

If necessary hold a similar ballot to nominate the alternative.

Again make sure the group understands and accepts theprocess of establishing a Neighborhood Representative andalternate.

Nominating a NeighborhoodRepresentative Cont.

In the case of multiple nomi-nees, distribute voting ballots

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Meeting ReviewClose the meeting by reviewing the top priority voted for bythe group for the Action Plan and some of the methodshighlighted to tackle it. Announce again the names of theNeighborhood Representative and alternate. Hand each thespecific handouts for each position which provides them witha welcome to the position, a brief outline of theirresponsibilities and any relevant contact information.

Thank the participants for their attendance and pass out themeeting evaluation and a reminder of the next and lastmeeting.

Facilitation TrainingMeeting Four

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Facilitation TrainingMeeting Four

AgendaTuesday June 17th, 20086-8pmUrban Design Studio

6.00PM Background

6.05PM Meeting Three Review

6.30PM Meeting Four Introduction



6.50PM Producing an Action Plan


7.50PM Evaluation

8.00PM Adjourn

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Meeting FourTrainingBackground

Today’s meeting, to be held a week before Meeting Four –Producing an Action Plan - is designed to initiate discussion onthe results and experiences at Meeting Three and to prepare thefacilitators for Meeting Four. The meeting should lastapproximately 2 hours. At the end of this session the facilitatorswill have thoroughly reviewed Meeting Three and be able tolead the fourth and final meeting of the Academy.

Meeting Three Review

This is the opportunity for the facilitators to give the staff thematerials created at Meeting Three (the votes on the SWOTanalysis, the list of possible solutions and action steps to betaken, and the names of the Neighborhood Representative andalternate) and to share with us and the other facilitators how themeetings went.

To begin with review the levels of attendance. The facilitatorsshould hand-in the sign-in sheets. Each facilitator will be askedhow many participants were at their meeting and what theythought about the number – too many, too few, the rightamount. Were there more or less than at previous meeting(s)?Why do they think the numbers have changed? What things canwe do to increase the attendance? How do you deal with alarger group?

This will lead again into a discussion on the nature of theparticipation. Was it easy to get people involved? Were somemore dominant than others? Were people willing to nominatethemselves and/or others? As well as describing the groupdynamics, the facilitators and I will have the opportunity toshare any tips for dealing with certain situations that have notarisen previously or have not been reviewed in depth before. Ifthere are certain areas in particular that a number of thefacilitators are requesting assistance with, go over these indetail.

Discuss the ground rules. How were they received? Were anychanges made to them? Are the facilitators comfortable withthem and with enforcing them?

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Whilst this discussion is occurring other members of staff willhave received, from each facilitator, the votes on the SWOTanalysis from Meeting Three. Staff will create enough copies ofthe results for the facilitators to hand out to the participants atMeeting Four to highlight the other priorities for theneighborhood. Staff will also study the results from the variousneighborhoods to look at similarities or differences across thecity. In addition, the list of possible solutions and action steps tobe taken will be cleaned up, condensed, summarized andcategorized where necessary. This copy will then be given to thefacilitators to use at Meeting Four to assist in the creation of theAction Plan.

Discuss how the voting on the SWOT and for theNeighborhood Representative and alternate went in terms ofgroup dynamics and involvement. Then move into the themes orconcerns that arose at each meeting and consider whether theseare shared at other sites or unique to that neighborhood.

Overall, this review session is designed to establish not just thepriorities from the SWOT analysis, potential action steps andthe nominated representatives, but also the results of themeeting in general and to provide direction and training for thefinal meeting.

Meeting Four

The facilitators should have read Meeting Four in the AcademyHandbook prior to attending this meeting and should have theirAcademy Handbooks with them. This section of the meeting isdesigned to provide them with a thorough overview of eachstep in Meeting Four.

Explain that Meeting Four has been designed to teach theparticipants a simple step-by-step process to creating the firstNeighborhood Action Plan. This is important because theAction Plan will be the main document to come out of theAcademy process and will be the guide for future Action Plansthe neighborhood may create. The plan is also designed to keepthe group working together once the Academy process iscompleted.

Meeting Four

This meeting will teachparticipants to create the firstNaighborhood Action Plan.

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Similar to the welcome and sign-in that was completed atprevious meetings. Again, if there are new participants thefacilitators should be sure to spot them and introducethemselves to them. If the new participants were brought by anattendee of previous meetings this should be positivelyacknowledged to the entire group. If there are a number of newparticipants that do not appear to be familiar with the rest of thegroup it would be worthwhile to have each person brieflyintroduce themselves again. The participants should again sign-in and make name tags, although the facilitators should havelearnt many of the names by now. This should be finished by6.05pm.


This should begin with a review of the ground rules and theirposting on the wall. If there are a number of new participants abrief overview of the Academy and the first three meetingsshould be given. The map of the neighborhood created by theStudio with the boundary defined and agreed upon by the groupat the first meeting should again be highlighted and posted onthe wall. In addition, the results of the votes on the SWOTanalysis should be posted on the wall and copies handed out toeach participant, a brief review of the SWOT analysis andvoting process should be outlined. The NeighborhoodRepresentative and alternate should be highlighted and theirroles and responsibilities briefly reviewed. At Meeting Four thisshould be finished by 6.25pm.

Meeting Four

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Meeting Four3. Producing an Action Plan

Explain the purpose of the exercise; to get the group to worktogether to create the first Neighborhood Action Plan which isbeing developed to tackle the top priority in the neighborhood.The facilitators will be teaching the participants basic planningtools to produce the Action Plan.

To begin with the facilitators will hand out to each participant asheet containing the headings of each component of the ActionPlan. The headings are: Goal(s) and Measurements, Actions,Implementation and Evaluation. While the handout is beingreviewed by the participants the facilitator will write theheadings on the board and explain what each category means.Ensure that the facilitators understand and convey to theparticipants that the Action Plan should be simple, manageableand no more than two pages in length.

In this training session the leader will go through each of the foursteps of the action plan and explain each step providing anexample for how the facilitators will be expected to present tothe participants at Meeting Four. Then the facilitators will begiven the opportunity to explain the steps and ask questions.The session leader will use an example that has been nominatedas the top priority in one or more of the neighborhoods so thatthe facilitators will be practicing with a potential Action Plantopic. The leader should illustrate how to ask for suggestionsunder each category and how to stick with only thosesuggestions that are valid for that category and for the ActionPlan.

Before moving onto the next category the facilitators will beexpected to review the suggestions (summarizing them wherenecessary), make clarifications and corrections and establishfrom the group that this is the content they wish to have in thatcategory. Again, the session leader will give an example of howto do this and the facilitators will be given an opportunity topractise this.

The session leader should emphasize how each step of the planshould be interrelated and supportive of the other steps. Inaddition, the leader should illustrate to the facilitators how toencourage the participants to consider what they have learntabout their neighborhood in the Academy and how that affectstheir suggestions and can be incorporated into the Action Plan.

Go through each of the foursteps of the Action Plan.

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When it comes to the action steps category the facilitators willbe expected to ensure that the participants assign the action tobe taken to an entity. In particular, a number of actions shouldbe ones the neighborhood residents can take for themselves. Tobegin this discussion the facilitator will have the list ofsuggestions made a Meeting Three to review with the group.

The plan development should be a positive and empoweringprocess for the group providing steps they can take to reallymake a difference in their neighborhood. The facilitator shouldbe enthusiastic and encouraging towards the participants.

Before finishing taking suggestions under the final category(Evaluation) and beginning the overall review of the Action Planthe facilitators should briefly discuss with the group possiblefunding sources for help in implementing the Action Plan. Thegroup may also wish to undertake cost estimates and that is atask they will have to complete once the Academy is finished.

To conclude the creation of the Action Plan a final reviewshould be undertaken. The plan and the contents of eachcategory should be reviewed, clarified and a time for briefcomments allowed. The plan will then be typed up by staff andpaper and electronic copies given to the NeighborhoodRepresentative and alternate for distribution. The facilitatorshould highlight that this is where the work of the Academy willfinish and implementation of the plan is now the responsibility ofthe neighborhood. Here the facilitator should suggest thescheduling of future meetings to ensure the group continues tomeet and work together.

The facilitators will be given the materials they need to run thisexercise in their school (map of the neighborhood, SWOTanalysis with the votes, handouts, flip charts, and pens). Theseare the materials they MUST bring to the fourth meeting.

Do the facilitators have any questions or concerns about thisexercise? Do they understand how to lead the creation andthorough review of an Action Plan? They need to bring all thematerials produced by the group to the next meeting at theStudio so the staff can analyze the results and return it to them.At Meeting Four this should be finished by 7.40pm.

Meeting Four

Discuss possible fundingsources for help in theimplentation of the ActionPlan.

Materials needed: Map ofthe neighborhood, SWOTanalysis, Handouts, FlipCharts, Pens.

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4. Meeting Review

Describe how to summarize the results of the meeting. Whatareas should the summary include? How long should the reviewlast? The facilitators should finish this exercise by reminding theNeighborhood Representative, alternate and the rest of theparticipants of their responsibilities going forward and that theywill be receiving copies of the Action Plan shortly. At MeetingFour this should be finished by 7.55pm.

6. Evaluation

Give the facilitators copies of the evaluations for Meeting Fourand the overall Academy evaluation to be given to eachparticipant and filled out before the participants leave. Thankthe group for its participation and commitment to the Academy.Conclude by holding the drawing and letting the participantsknow about a graduation day and a possible “Mayor’s NightIn”. Meeting Four should adjourn at 8pm.


This concludes the outline of the fourth meeting. Gauge howready the facilitators feel to lead the meeting. Which areas needto be reviewed? What overall questions and concerns do thefacilitators have? Emphasise the importance of staying on timeand on track.

Meeting Four

Meeting Four

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Meeting FourProducing an Action Plan

AgendaTuesday June 24th, 20086-8pmCommunity School



6.25PM Teaching/Discussion/Activity – Producing anAction Plan


7.55PM Final evaluation

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WelcomeGreet people as they arrive and introduce yourself to those youhave not met before. Once it seems that most people havearrived and are seated begin the meeting. If there are newparticipants introduce yourself as you have done at the previousmeetings and have each person briefly introduce themselvesagain. Pass out the sign-in sheet and name tags.

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Recap of Previous Meeting

Provide a brief recap of the last meeting. Point out the groundrules that were established and keep them posted at a visiblelocation on the wall. You may need to read through the rulesagain if there are a number of new participants. Emphasize thatthe rules have been created to ensure that the environment ofthese meetings is open and allows only respectful discussion.

Show the results of the SWOT analysis and highlight the toppriority voted for by the participants at the previous meeting.Explain that the top priority will be addressed in aNeighborhood Action Plan to be created at this meeting.Introduce the elected Neighborhood Representative andalternate, briefly review their roles and responsibilities. Allow ashort time for comments and discussion.


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Producing an Action PlanAt the previous meeting the group will have chosen the toppriority issue or concern to be tackled in the firstNeighborhood Action Plan. The Action Plan will be created inthis, the final meeting of the Academy. A simple step-by-stepprocess to producing an action plan will be taught and theparticipants will be encouraged to create future Action Plansfor their neighborhood.

To begin the process of creating the Action Plan give eachparticipant a handout with the headings of each component ofan Action Plan. Explain that the Action Plan should be simpleand manageable being no more than two pages in length ifpossible.

Write the following headings on the board and explain whateach category means.

1. Goal(s) and Measurements - broad statementsabout what the participants want to achieve in theirneighborhood to address the top priority.

Generally these are long-term ideals and the groupmay choose to have one or a number of goals. Thesegoals should also include measurements to keep trackof whether the goals are being reached. For example,if stray dogs in the neighborhood is the top priority,the goal may be to reduce the number of stray dogsby a certain amount or, if the lack of children able towalk to school in the neighborhood is the top priority,the goal may be to improve the safety and monitoringof the dominant paths to school by increasing thenumber of crosswalk assistants or parents walkingwith their children.

The groups first step in the Action Plan will often be togo out and measure the current situation in theneighborhood and set a realistic goal and timeline forimproving the situation.

At this meeting, the ActionPlan will be created to tacklethe top priority issue orconcern.

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Producing an Action Plan Cont.2. Actions - specific actions to take to reach the goals.

Solutions to the top priority should be brainstormed bythe group in order to establish a list of action steps.These actions are often quantifiable and should includea target date for completion and the level ofimprovement desired. For example: to reduce thenumber of stay dogs in the neighborhood by 25% byfall 2008, to increase the number of crosswalkassistants and parents walking with their children by50% by spring 2009. These can be categorized intoshort, medium and long term steps.

Precisely written actions stand a better chance of beingacted on because they state things succinctly; specifywho needs to do what, and by when.

3. Implementation – steps to get the plan implemented.

This should include a list of those people and/oragencies that can assist with implementation, includingmethods for winning support for and approval of thePlan. Relevant stakeholders may include; residents,local churches and schools, local businesses andinstitutions, certain departments of the City of Tulsa(e.g. WIN, Public Works) and elected representativese.g. City Councilors.

It should also include a list of which actions should beundertaken first, what resources are needed and wherethey will be found. Prioritizing needs helps the relevantdecision makers decide what to address first. Task thatcan be undertaken by the neighborhood should beassigned either voluntarily or by the NeighborhoodRepresentative if necessary.

List people and agencies thatwould be able to assist withimplementation.

List the actions that shouldbe taken first, along with thenecessary resources andwhere those resources willbe found.

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Producing an Action Plan Cont.

4. Evaluation - methods for reviewing the success ofimplementation, deciding if the plan is still feasible,and updating it if it is not.

The deadlines that have been established in the earliersteps need to be evaluated to see if they are beingmet or should be adjusted. A series of meetingsshould be held following the Academy to evaluate thesuccess of implementing the Plan and providefeedback on its various aspects to the rest of theparticipants.

Emphasize that the success of the plan will depend in part onall the Plan elements being tightly interrelated and supportingone another. Encourage the participants to review what theyhave learned about their neighborhood in this Academy whenconsidering the contents of their Action Plan. For example, theAcademy will have assisted the neighborhood in defining itsboundaries, in reviewing the facilities in the neighborhood, andin understanding the demographics of the neighborhood. Thisinformation is significant to the life of the neighborhood andtherefore to the shaping of an effective Action Plan.

Now you have finished explaining each category of the ActionPlan take each of the four categories in turn and ask theparticipants to make suggestions of what should be included ineach. By this point the participants will have undertaken anumber of exercises together to encourage them to function asa group. When ideas are suggested try to ensure that they areplaced in the right category. At this point all suggestions arevalid and should be written up. The discussion should belimited to those items that can be included in the Action Plan;the time for placing blame and complaining has long passed.Before moving onto the next category review the suggestions,summarize or condense where necessary, make clarificationsand corrections and have the group confirm that this is thecontent they wish to have in that category.

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Producing an Action Plan Cont.When you reach the Actions category remember to reviewwith the participants the potential solutions and action stepsthat were suggested at the previous meeting. Are they stillrelevant? Do they fit with the rest of the Action Plan? Ensurethat the group defines not just the action but also the entityresponsible for undertaking the action. For example, is itsomething the neighborhood can do for itself or is it somethinga department of the City of Tulsa needs help with? Try toensure there is at least an even division of responsibilities.

There are many steps the residents of a neighborhood can takeon their own to improve the neighborhood and often thesesteps are achieved quicker and with greater empowerment andbenefit to the neighborhood than steps assigned to the City orto a local institution. The only accomplishments of the ActionPlan that can be guaranteed are those undertaken by theneighborhood residents if they are committed to the success ofthe Action Plan and willing to see it through. The group cannotrealistically expect the other entities to fulfill all their requests.

Explain to the participants that undertaking periodic, visibleprojects will show City officials and others that theneighborhood is committed and therefore deserving of support.The group should also be encouraged to take the initiative andsearch out developers or others who might like to do a projectthat meets the needs of the developer while implementing somepiece of the plan. Encourage the group to be realistic in theirexpectations but allow the opportunity to think big. Creatingthis plan should be an empowering and positive experience forthe neighborhood.

Before you finish taking suggestions spend some time askingthe group to suggest possible funding sources. Unfortunately,there is not enough time in the Academy to undertake costestimations for the action steps. However, if the group wishesto do so following the Academy they could attach costestimates to the strategies and action steps to assist in thedecision making of themselves and others.

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Once all the categories have been covered and confirmed bythe group undertake a final review, thoroughly describing theplan and the contents of each category. Allow time forclarification and comments if there appears to be confusion ordisagreement. Explain that the Action Plan will be typed up intoa two-page (if possible) document and both paper andelectronic copies will be given to the NeighborhoodRepresentative and alternate. It will be their responsibility todistribute the plan to the neighborhood and other relevantpeople and agencies.

The plan will include a cover page, table of contents andintroduction. If there are any discrepancies or disagreementwith the contents, layout or appearance of the plan once it isproduced it will be up to the group to bring that to the attentionof their Representative who will have the ability to makechanges. The cover page will include a map, photograph orsketch of the neighborhood. The introduction will includeinformation on the Academy and how the Action Plan wascreated. The names of the participants who helped create thisplan will also be listed.

Producing an Action Plan Cont.

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Finish by reminding the Neighborhood Representative andalternate and the rest of the participants of their responsibilitiesgoing forward.

In particular, the participants are responsible for providingsupport and assistance to the Representative in fulfilling theirrole and for doing all they can to ensure the plan is promotedand implemented in their neighborhood.

Ask the participants if they would like to schedule the nextmeeting of the group. The Academy process has beencompleted and it is now the responsibility of the group toorganize future meetings and plan for the future.

Thank the group for its participation and commitment to theAcademy. Hand out the Meeting Four and final evaluationsheets and allow the participant’s time to complete them.Afterwards explain that they will be contacted regarding agraduation day for the academy and a possible “Mayor’s NightIn” with Mayor Kathy Taylor. Hold the drawing.

Meeting Review

Final Meeting

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Final Meeting

AgendaTuesday July 1st, 20086-8pmUrban Design Studio

6.00PM Background

6.05PM Meeting Four Review

6.35PM Academy Evaluation

8.00PM Adjourn

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Meeting FiveReview & EvaluationBackground

Today’s meeting, to be held a week after Meeting Four is thefinal meeting of the Academy. The meeting is designed to reviewMeeting Four; put the Action Plans together for dissemination tothe Neighborhood Representatives and alternates; thank thefacilitators for their participation and hard work and receivefrom them a thorough evaluation of the Academy process. Themeeting should last approximately 2 hours. At the end of thissession the facilitators will have thoroughly reviewed MeetingFour and the entire Academy process.

Meeting Four Review

This is the opportunity for the facilitators to give the staff thematerials created at Meeting Four (the Action Plans and anyother notes they may have taken) and to share with staff and theother facilitators how the meetings went.

To begin with review the levels of attendance. The facilitatorsshould hand-in the sign-in sheets. Each facilitator will be askedhow many participants were at their meeting and what theythought about the number – too many, too few, the rightamount. Were there more or less than at previous meeting(s)?Why do they think the numbers have changed? What things canbe done to increase the attendance? How do you deal with alarger group?

This will lead again into a discussion on the nature of theparticipation. Was it easy to get people involved? Were somemore dominant than others? As well as describing the groupdynamics, the facilitators and staff will have the opportunity toshare any tips for dealing with certain situations that have notarisen previously or we have not reviewed in depth before.

Discuss the ground rules. How were they received? Were anychanges made to them? Have the facilitators been comfortablewith them and with enforcing them during the Academy?

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Meeting FiveWhilst this discussion is occurring other members of staff willhave received from each facilitator the Action Plans. The staffwill add a cover page, table of contents and introduction. TheAction Plan will be cleaned up, condensed and summarizedwhere necessary. Each Action Plan will then be put together andenough copies printed for the Neighborhood Representativeand alternate to disseminate to the rest of the participants. Anelectronic copy will also be provided. These items will beavailable for pick up at the school next week. Staff will studythe Action Plans to look at similarities or differences across thecity in the nature of the plans.

The session leader should spend some time discussing with thefacilitators how the development of the Action Plan with theparticipants went. Were there areas of disagreement or strongagreement? What areas caused the most discussion? Was itoverall a smooth process or was it a difficult process? Why doyou think the process was smooth or difficult? Did it appear thatthe majority of the group accepts the plan and theirresponsibilities in it? How likely do you think it is that the groupwill continue to meet and implement the Action Plan?

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Evaluation

This review of Meeting Four should lead into an overall reviewof the entire Academy process. The following questions may beasked although the discussion should be allowed to flownaturally and cover those topics which seem significant to thefacilitators.

1. Overall, did you enjoy the Academy process?

2. Were you taught all the skills necessary to lead theAcademy? If not, what was missing?

3. Would you do this or something similar again if given theopportunity?

4. What were the most challenging aspects?

5. What were the most rewarding aspects?

6. What areas of the Academy need improvement oradjustment?

7. What valuable new skills have you learnt that may helpyou in the future?

Staff may then have some results and evaluation comments of itsown that they wish to present.

Finish this final meeting by thanking the facilitators for theirparticipation and commitment to the process. They will alsoreceive a copy of the Action Plan created by their group.

Inform the facilitators that they will be contacted regarding agraduation day and other events related to the Academy. Theywill also receive the results of staff’s evaluation of the Academyprocess.

Meeting Five

Appendix APowerPoint Presentation

Anna Grider

Anna Grider

Background

• Began in fall 2006 to research neighborhood planning in the US. Chose to explore a neighborhood planning academy.

• Developed a curriculum of 7 lessons to teach neighborhood leaders how to plan and get organized.

• Collaborated with the Coalition for Community Schools to hold a series of focus groups with neighborhood leaders surrounding Community Schools in Tulsa.

Figure 1: Location of Community Schools

Anna Grider

Background• The focus groups were used to introduce neighborhood planning and the work of the studio, and to obtain feedback on the curriculum. • The result of the focus groups and further research and collaboration is the Neighborhood Planning Academy we are presenting today.

Picture 1: Presenting to the first focus group Picture 2: Discussion at the third focus group

Anna Grider

Focus Group Findings1. “One-size fits all” academy is of little use, every neighborhood has

different needs, desires, concerns, levels of experience and understanding. The academy must be flexible enough to meet the needs of the neighborhoods it is serving.

2. Shared need and desire from neighborhood groups to learn how to plan, organize themselves effectively, develop leadership, and increase their participation. But, 7 lessons with assignments is too many and too much to commit to.

3. Significant interest in the Comprehensive Plan update and neighborhood involvement. Idea to organize the city using the enrollment boundaries of the elementary schools was outlined in a White Paper and presented to the Comprehensive Plan Steering Committee.

Anna Grider

Goals

1. To create a more meaningful role for neighborhoods in planning and decision-making processes that affect them.

2. To educate neighborhoods on their roles and responsibilities and empower them to organize and accomplish their goals, as a result building pride in communities.

3. To encourage understanding and collaboration across neighborhoods and with schools, experts and city officials.

Anna Grider

Location: Community Schools

Taught by: Teachers trained by the OU Urban Design Studio

Attendees: Neighborhood leaders from Community School neighborhoods

Number of Meetings: 4

Length of Meetings: 2 hours (6-8pm)

When: May 13th & 27th, June 10th & 24th, 2008 (tentative)

Day: Tuesday evenings

Outline

Anna Grider

Meeting One: What is Your Neighborhood? Definitions & Organization

Objective: focusing on the neighborhood as a spatial and social unit. Participants will be asked to think about their neighborhood as a bounded area; how they view and use their neighborhood; and how the neighborhood is organized.

Goal: to get the participants to establish the boundaries and makeup of their neighborhood. To consider neighborhood organization as it exists and areas for improvement.

Teaching: cover the differing definitions of neighborhood to get the participants thinking about how they would define their neighborhood. Outline methods for organizing neighborhoods.

Activities: Mapping Exercise Group Survey

Content

Anna Grider

ContentMeeting Two: Viewing Your Neighborhood With a Critical Eye

Objective: focusing on the important issues or areas of concern in the neighborhood. SWOT analysis will be taught to be used as a group planning tool for neighborhood analysis and evaluation.

Goal: to encourage the participants to survey their neighborhood critically using SWOT analysis.

Teaching: cover the method and use of SWOT analysis to encourage the participants to see those areas in their neighborhood that could be improved through planning.

Activity: SWOT Analysis

Anna Grider

Meeting Three: Developing Priorities

Objective: focusing on the top priority to be addressed in the neighborhood action plan. The group will prioritize the results of the SWOT analysis and discuss possible solutions to the top issue. A neighborhood representative will be nominated, via a democratic ballot, to take the action plan forward.

Goal: to encourage the participants to get organized and work together as a group to agree on the representative, the top concern and possible solutions or alternatives.

Teaching: cover methods for prioritizing neighborhood concerns and electing a representative.

Activity: Prioritizing and developing solutionsBallot to nominate neighborhood representative

Content

Anna Grider

Meeting Four: Producing an Action Plan

Objective: focusing on the contents, packaging and final production of an action plan. An action plan for the top priority in the neighborhood will be produced.

Goal: to ensure the participants know the steps in producing an action plan and are able to follow them in creating future action plans.

Teaching: a simple step-by-step process to producing an action plan will be outlined.

Activity: Producing the neighborhood action plan.

Content

Anna Grider

Schedule

Winter focus group Dec 2007

Lessons completed Dec 2007

Sign-up teachers Apr 2008

Obtain materials Apr 2008

Training event for facilitators May 2008

Neighborhood Planning Academy May/Jun 08

Graduation Day Aug 2008

Anna Grider

Results11 Action Plans addressing top neighborhood concern

A structure for neighborhood planning and active neighborhoods

1 community nominated representative

Overview of the major concerns in each Community School neighborhood

Potential pilot project for the City of Tulsa’s Comprehensive Planning effort

14 local teachers trained to facilitate neighborhood planning sessions

Appendix BLogic Model

Neighborhood Planning Academy Logic Model Anna Grider, University of Oklahoma Shawn Schaefer, University of Oklahoma Curt Adams, University of Oklahoma

Inputs Components Outputs Linking Constructs Outcomes

Funding

Personnel

In‐kind Resources

Teacher facilitated

Network Building

Neighborhood Awareness

SWOT Analysis

# of trained teachers

# of participants attending the session

# of participants attending the session; # of neighborhood boundaries

# of SWOT analyses; # of participants

*Structure for neighborhood planning and active neighborhoods

*A community nominated representative *Promulgation of major neighborhood concerns

*Action Plans addressing neighborhood concerns

Short Term Goal‐ Increased neighborhood commitment

Intermediate Goal‐ social network development within the neighborhood ‐ Foster social capital within the neighborhood

Long Term Goal‐Transformative network environment ‐changes in quality of life indicators

Issue Identification

# of issues identified by neighborhood; total # of issues identified; selection of neighborhood representative

Neighborhood Environment

Action Plan Formulation

# of action plans; 3 of action plans presented to city council

Documents

Facilitator Handbook - outulsagrad.ou.edu/studio/tacsi/academy/npahandbook.pdfUrban Design Studio 6.00PM Welcome and Sign-in ... Encourage them to read through the handbook as soon