County Donegal Public Participation Network Work Plan

Transcription

1 County Donegal Public Participation Network Work Plan Introduction The purpose of this document is to present a (DRAFT) Work Plan for County Donegal Public Participation Network which will enable member groups to develop a shared understanding of the key priorities and actions for the coming year, focus the work of the PPN s retariat, and fulfil the requirements of Donegal County Council and directives from the Department of Housing, Planning & Local Government As County Donegal Public Participation Network was newly established in November 2014 and is still a very young body it important to outline the main priorities for Co Donegal PPN which are: (a) to widely and extensively promote and advertise Co Donegal PPN around the county; (b) to encourage and establish a large and diverse membership base from all electoral districts in the county; and (c) to develop an understanding of the roles and responsibilities of the various sectors involved in local government decision making, and in particular how Co Donegal PPN can participate fully and effectively to fulfil its role. Overall Aims & Objectives: To further develop County Donegal Public Participation Network, so as to ensure the PPN s sustainability and its representativeness of the colleges or Pillars i.e Social Inclusion, Environment and the Community and Voluntary tor in County Donegal. To ensure that PPN member groups and the community and voluntary sector in County Donegal understand the structures and workings of local government following current reforms under the Local Government Reform Act 2014 To input into the policy development process in County Donegal, regionally and nationally To enhance communication and networking among PPN members, the wider community, and Local Government Structures Work in 2016 can be categorised into 5 areas of activity (although it is expected that some actions will be cross cutting). The areas are as follows: 1. County PPN Development and Local PPN Development 2. Capacity Building 3. Communications 4. Policy Development 5. Support and Administration

2 1. PPN Development The overall aim of this element is to work towards an effective, efficient and representative County Donegal Public Participation Network. Aims & Objectives: 1.To develop beneficial, effective, efficient and representative networks in Co Donegal 2. To implement and abide by good governance structures and procedures 1. Develop structures in accordance with members needs and government guidelines i.e. Municipal District Networks, Linkage Groups, Thematic Networks i.e. Peace and Activity Networks, Prepare, discuss & agree proposals for objectives, content, agenda, time & venue for meetings Resource worker will seek agenda items at least 14 days prior to retariat meetings Prepare, discuss & agree proposals for workshops to develop linkage groups Contact member groups to begin to identify need for activity networks Establish an annual calendar/timetable for meetings of the secretariat, municipal districts, linkage groups Develop a constitution for the PPN retariat Identify and pilot a municipal district meeting 2. Develop a Co Donegal PPN Constitution Prepare drafts & distribute to committee members Study draft and submit suggestions for changes Discuss draft and suggested changes agree on final Circulate to member organisations Include on EGM agenda for ratification Organise venue date and time of EGM Circulate notice, agenda, proposal and Constitution to members Hold & record EGM Review Constitution on an agreed basis 3. Develop Co Donegal PPN policies & procedures Identify required policies & procedures Prepare drafts and distribute to committee members Study draft and submit suggestions for changes Discuss draft and suggested changes agree on final Resource Worker () retariat () Subgroup Subgroup Support Worker (SW) SW SW SW 2016 Meetings held in all Municipal Areas Establishment of register of networking needs Establishment of calendar Q Drafts circulated Amendments gathered Co Donegal PPN Constitution in place EGM held Policies in place & PPN Governance Code compliant

3 Aims & Objectives: 1.To develop beneficial, effective, efficient and representative networks in Co Donegal 2. To implement and abide by good governance structures and procedures 4. Actively engage with community & voluntary groups, social inclusion groups, and environmental groups throughout Co. Donegal to establish a large, diverse and representative member base 5. Identify and take advantage of opportunities that will promote easy recognition and increase the profile of the PPN throughout the county 6. Develop, implement, monitor and review an Annual Work Plan policies Review policies on an agreed basis Working group consulted to review agenda item proposals where necessary Implement promotional, advertising, & information provisions procedures Attend community events Organise outreach visits to circulate information and engage with communities Collate dates for submissions to DCC and disseminate well in advance Identify and strengthen any gaps in participation Develop advertising materials and processes Attend community days & events where appropriate Prepare drafts and distribute to committee Consider draft and submit suggestions for changes Agree on final Workplan Review Workplan on a quarterly basis & amend where appropriate 7. Organise and hold Co Donegal PPN AGM Decide Agenda Agree procedures for running AGM Organise venue date and time of AGM Circulate notice, agenda and other relevant documents including programme outline Hold & record AGM 8. Network and investigate models of best practice in other community PPNs including Resource Worker Network and adopt as needed Network with other PPNs through telephone calls, s etc Attend PPN Regional Meetings (by agreement of PPN secretariat) Attend PPN National Meetings Subgroup Subgrp Steadily increasing diverse membership Broad representation (access across the ten grounds) Increased recognition of PPN and its role PPN Workplan in place & being implemented Q AGM held Regional/National Networking

4 Aims & Objectives: 1.To develop beneficial, effective, efficient and representative networks in Co Donegal 2. To implement and abide by good governance structures and procedures 9. Comply with most up to date Code of Governance for PPNs Agree Co Donegal PPN Type Work through the Governance Code Checklist Identify policies needed Draft & agree policies Adopt policies Identify PPN as Governance Code Compliant SW SW SW Q PPN Governance Code Compliant 2. Capacity Building /Training The following action will develop the capacity of PPN members to engage fully with the PPN and enable them to influence decision making on local social partnership and local government structures Aims & Objectives: 1.To strengthen the capacity of communities to contribute positively to the community in which they reside/participate 2. To promote & support understanding of the PPN structures and processes 3. To promote & support understanding of local government structures and local decision making 4. To develop skills and build the capacity of PPN members 5. To support members to engage with the PPN and through it promote citizen engagement with local decision making 10. Identify & support training needs of retariat, Representatives and Member Groups Identify training needs (see No. 4 Policy Development) Identify suitable trainer/ facilitator /programme Organise date, time, venue & other supports for training Record training outputs and outcomes Training needs analysis through Survey Monkey/Online Forms Q training programmes run in 2 areas Establishment of register of training needs 11. Organise & run induction training for PPN members and representatives on internal & external committees Identify training needs Identify suitable trainer / facilitator / programme Organise date, time, venue & other supports for training Record training outputs and outcomes Roles and Responsibilities Facilitator 2016 and ongoing Induction training held

5 12. Hold one to one meetings /telephone calls / s where necessary to support PPN representatives to fulfil their roles 13. Support the Resource Worker in their work to develop & support the PPN Organise training on policies and procedures Respond to telephone calls and requests for information & support Arrange one to one meetings where necessary to support PPN reps to fulfil their roles Identify training needs of Resource Worker Working group to review and address training needs Source relevant training Support Resource Worker to attend training SEC working group working group Reps are informed and supported in fulfilling their role 2016 and ongoing Increased skills of Resource Worker

6 3. Communications and Information The following aims and actions will support engagement with the wider community to ensure that there is networking, information exchange and good communications among the retariat and, PPN Representatives, and the wider PPN network. Aims & Objectives: 1.To enhance communication & networking among PPN members and the wider community 2.To provide information relevant to the environmental, social inclusion and community & voluntary groups of the PPN and act as a hub around which information is distributed and received 3. To raise awareness & provide information on issues of interest, benefit and concern 14. Develop a PPN Website- a link on DCC s website and maintained by DCC 15. Keep current a PPN Facebook Page linked to DCC maintained by PPN Admin 16. Develop clear communication materials which will facilitate understanding of the PPN and its role 17. Develop an e-bulletin to promote the work of the PPN and its membership Identify & engage a website designer Develop a PPN Website Launch PPN Website Keep current PPN Website Continually promote PPN website at every opportunity WD WD Q Current Website in place Increased awareness of PPN website Ensure regular entries on PPN Facebook Page 2017 PPN Facebook Live and relevant Identify & engage designers & material providers Develop PPN design brand Develop PPN stationery Develop PPN information leaflet Develop PPN banner Pop up stand Identify funding opportunities, training opportunities, events & fundraisers of benefit & interest to PPN members Develop an e-bulletin and circulate ( printer friendly) Hard copies available in PSC, FRC s etc.. Designer Designer Designer Designer Q Q Promotional materials in place incl. information pack & leaflet, banner & stationery

7 Aims & Objectives: 1.To enhance communication & networking among PPN members and the wider community 2.To provide information relevant to the environmental, social inclusion and community & voluntary groups of the PPN and act as a hub around which information is distributed and received 3. To raise awareness & provide information on issues of interest, benefit and concern 18. Ensure PPN Representatives provide feedback from the various bodies on which they represent the PPN. Set up templates for reporting requirements Set up recording and filing system for reports Prepare required reports Circulate reports Evaluate effectiveness of current inputs to Committees and policy outcomes, Reps Q Representative reports circulated to all members from all committees where the PPN is represented 19. Promote the PPN at every opportunity Organise PPN information events Participate in community information events Outreach with promotional materials Reps Reps Information events ed Promotional materials circulated 20. Promote the PPN through traditional media, local press, & local radio where appropriate Provide information & promote the PPN through telephone calls and s where appropriate Promote & advertise the PPN through local radio where appropriate Write advertisements, releases and reports for local press where appropriate Agree Media Policy,, Reps,, Reps PPN profile raised

8 4. Policy Development The overall aim of this area of work is to ensure that PPN members understand the structures and workings of local government and that opportunities are created for members to input into policy development and decision making. This is of particular importance due to the reforms under the Local Government Reform Act 2014 which supports the active engagement of citizens and aims to encourage interest and participation in local government decision making. Aims & Objectives: 1.To input into the policy development and decision making process in Co Donegal 2. Facilitate the participation and representation of communities in a fair, equitable and transparent manner on decision making bodies 21. Organise nominations and elections for representatives to committees and boards 22. Support training of representatives 23. Ensure representation is effective 24. Develop linkage groups to support focused two way information provision & consultation on topics linked to the DCC SPCs Log requests for representation Develop nomination and election procedures Activate nomination and election procedures when necessary Log nomination and election outcomes Support elected representatives to take up positions Identify training need Source training Organise training courses How to feed in and feedback at meetings Develop reporting procedures Develop Representatives Charter Log Reports Circulate reports Note recommendations made by representatives Monitor and Evaluation effectiveness Prepare, discuss & agree proposals for workshops to develop linkage groups Develop clear mandates from the various linkage groups Note what s not happening/issues that are not been addressed at SPC s, LCDC etc SW Reps Reps Reps Reps Reps set by set by PPN representatives on decision making bodies Representatives trained Representatives Charter in Place Linkage Groups in place

9 Aims & Objectives: 1.To input into the policy development and decision making process in Co Donegal 2. Facilitate the participation and representation of communities in a fair, equitable and transparent manner on decision making bodies 25. Engage in collaborative structures with other organisations at local, regional and national level, whilst maintaining the PPN s own principles Log requests for representation Develop nomination and election procedures Activate nomination and election procedures when necessary Log nomination and election outcomes Support elected representatives to take up positions Identify gaps e.g. PPN for Border Region SW Reps PPN representatives on decision making bodies 26. Facilitate & participate in consultations Identify plans which require community consultations Circulate proposed plans and procedures to members Organise & facilitate PPN consultations where appropriate, through public meetings, , survey etc Participate in consultations where appropriate and invited consultations Consultations attended 27. Monitor and Evaluation of the LECP 28. Monitor and Evaluation of the Local Development Strategy for the LEADER Programme 29. Facilitate the development of a County Well being Statement Actions from Gender and Equality proofing progressed Request an annual submission on progress to date and key recommendations from all the key players who fed into the plan Compile and present summary to LCDC Keep a watching brief and collate relevant feedback on progress Presentation of updates and discussion at retariat and Linkage group levels From consultations & PPN submissions draft well-being statement Circulate draft well-being statement to members for input/feedback Make suggested/necessary amendments to statement Social inclusion and Equality of access Agree final Well being Statement Review Well-being Statement on an agreed basis Key players SI 2017 A number of actions from Gender and Equality of LECP implemented Reps 2017 Key observations and recommendations fed into LDS Updates tabled Q Wellbeing Statement in place

10 5. Support and Administration The following administrative aims and actions will ensure that the PPN s affairs are managed in an effective, efficient and transparent manner. Aims & Objectives: To ensure the efficient working of the PPN through effective and appropriate administration and support 30. Employ Full Time Resource Worker Agree MOU between DCC and PPN Identify clear lines of communication Contact details of key personnel in DCC and PPN Employ full time Resource Worker DCC and PPN Employment subgroup 2016 Full time Resource Worker & work supports in place 31. Manage all correspondence on behalf of the PPN 32. Prepare work-plans, annual and other reports. Set up recording and filing system Respond to all correspondence in a timely manner Set up templates for reporting requirements Set up recording and filing system for reports Prepare required reports Monitor & evaluate workplan DCC set by Correspondence recording & filing system in place Workplan in place & all other reporting requirements fulfilled 33. Develop and maintain best practise financial procedures and reporting systems Develop financial policy in line with DCC and Governance Code policies and procedures Agree policies including policy & procedures for travel expenses Review policies set by Financial Policy in place 34. Prepare and disseminate agendas, financial statements, minutes and other reports in a timely and efficient manner 35. Establish a system for draw downs and financial reporting with funding Prepare and agree agendas for, Stakeholder meetings, AGMs, EGMs and any other meetings as required Convene & arrange venues for all meetings Prepare minutes of all meetings Prepare required financial statements for meetings Prepare other reports for meetings as required Develop a system for drawdowns Agree financial reporting & drawdown system with funding body Drawdown funding efficiently to enable smooth running of PPN, set by set by All reporting requirements fulfilled PPN efficiently & sufficiently funded

11 Aims & Objectives: To ensure the efficient working of the PPN through effective and appropriate administration and support Bodies Provide necessary reports to funding bodies 36. Manage & maintain an active register of groups 37. Maintain all records and reports safely, paying due diligence to backing up data & data protection 38. Continue to develop & implement policies, procedures & appropriate templates for internal & external reporting 39. Contract a Short-time Support Worker for development support in particular to work towards Governance Code Compliance Develop registration procedures PPN Link on DCC website Log & respond to membership enquiries & follow up where necessary Develop & maintain a register of member groups Develop & implement data protection protocols for member group information Ensure data base is kept current & accurate by actively engaging PPN members Develop filling systems Purchase back up equipment Develop 2 back-up systems and processes for regular back-ups Develop data protection protocols Maintain records and reports to facilitate smooth handover process Review & amend all recording & reporting forms, templates and systems on an annual basis, and/or when necessary Develop reporting templates Develop reporting policies & procedures Register with the Standards in Public Office Commission and set up an account for the Register of Lobbying Agree process and procedures & explore with County Council Advertise for Support Worker Preparation for interviews, identify interview panel Interview for worker Develop, agree and sign Contract for Services,, SW,, SW,, Subgrps SW, Sub-grp,, SW set by set by Register of member groups in place Filing system in place and data backed up Polices & procedures in place PPN Registered with POC Support Worker contracted for service

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