1. Volunteerism Bottom-up 11-19-08 Volunteerism and Governments: Action from the Bottom-up and Top-down Sara Davis Dan Staley November 19, 2008

2. Volunteerism Bottom-up 11-19-08 Community participation Increased partnerships More flexibility New ways of doing things Finding the Balance Sustainability and environmental- ecological goals require:

3. Volunteerism Bottom-up 11-19-08 Finding the Balance Governmental bodies across the county are rolling out mandates to plant mass numbers of trees non-profits have been doing the work for years How can the top-down mandates and the bottom-up social initiatives meet in the middle to accomplish more?

4. Volunteerism Bottom-up 11-19-08 Three Categories of Focus: 1.Expectations 2.Communication 3.Aligned goals  Leads to viable strategy for projects and/or relationships Introduction Tools and perspectives to build new relationships and partnerships between governments and nonprofits

5. Volunteerism Bottom-up 11-19-08 Background What are the stereotypical barriers to working with governments? Moves slowly Bureaucratic Cheap Controls all the power What are the stereotypical barriers to working with non-profits? Disorganized and unfocused Instigate barriers to implementation Overly emotionally invested Unaligned with others goals

6. Volunteerism Bottom-up 11-19-08 Background What are the benefits to working with governments? Staff and equipment recourses Power and decision making Fat Rolodexes Access to land Controls funding for projects and programs Accountable to citizens What are the benefits to working with non-profits? Community buy in and involvement Volunteer energy Flexibility Freer financial system Accountable to a board and community

7. Volunteerism Bottom-up 11-19-08 1.Expectations 2.Communication 3.Aligned Goals Key Themes

8. Volunteerism Bottom-up 11-19-08 1.Expectations a.Different b.Not compatible c.Expressed and measured differently d.Accountability Key Themes

9. Volunteerism Bottom-up 11-19-08 Key Themes 2.Communication a.Different ‘languages’ Jargon and framing b.Hearing different things Government: What, why Non-profit: Why, who, how

10. Volunteerism Bottom-up 11-19-08 Key Themes 3.Aligned goals a.Some goals are similar Trees, canopy, UHI reduction, AQ goals What about volunteer hours, community building, social justice vs politicians? b.Are your goals clear to the other partner?

11. Volunteerism Bottom-up 11-19-08 Scenario Public Works CAP & SAP goals Execute by Q4 PROW No overtime for staff is budgeted Non-profit Social justice Engage core volunteers on weekend projects Fulfill special community request Multi- generational buy in

12. Volunteerism Bottom-up 11-19-08 Scenario Outcome What do you think is the outcome of this scenario? 1.Expectations not aligned a.Public Works b.Non-profit 2.Poor communication 3.Goals not aligned?

13. Volunteerism Bottom-up 11-19-08 Scenario - Expectations 1.Expectations not aligned a.Public Works’ expectations a.The “plan” will be completed by going through the City process of doing things b.Rules will be followed c.Non-profit can execute plan within budget constraints d.Non-profits can work during office hours of Public Works b.Non-Profits expectations a.City property will be available b.Engage volunteers on City projects c.Own project protocols will be applicable while working on City projects

14. Volunteerism Bottom-up 11-19-08 Communicate expectations upfront Flexibility Willingness to seek common solution Ability to compromise Permissions to make compromises obtained before hand or clear process to obtain permission is communicated up front Expectations

15. Volunteerism Bottom-up 11-19-08 Scenario - Communication 2.Poor communication A.Public Works 1.Jargon used heavily with no check of understanding 2.Unwelcoming presentation of information 3.Intent of meeting not clearly communicated 4.Attendees not “who needed to be at the table” B.Non-profit 1.Jargon used heavily with no check of understanding 2.Unwelcoming presentation of information 3.Intent of meeting not clearly communicated 4.Attendees not “who needed to be at the table”

16. Volunteerism Bottom-up 11-19-08 Communication Eliminate jargon and specialty language until common terms are established as the relationship progresses Open initial conversations with an elevator speech to provide a frame of reference Bring an interpreter/bridge to meetings to help ensure understanding Appropriate players at the table for the point of the conversation

17. Volunteerism Bottom-up 11-19-08 Scenario - Align Goals 3.Goals not aligned? A.Public Works 1.Didn’t say they want to plant trees! 2.Meet CAP & SAP goals 1.Increase canopy in the PROW for multiple reasons aligning with plans 3.Implement plan without added budget impacts B.Non-profit 1.Didn’t say they want to plant trees! 2.Meet goals of engaging volunteers and building community 3.Increase canopy for multiple reasons aligning with strategic plan

18. Volunteerism Bottom-up 11-19-08 Align Goals Each group will have their own set of goals that may or may not overlap Identify goals in common Identify and acknowledge individual goals that can be achieved in addition to the common goals

19. Volunteerism Bottom-up 11-19-08

20. Strategy is to work together to plant trees Expectations are to: Communicate expectations up front Flexibility Find commonality Recap

21. Volunteerism Bottom-up 11-19-08 Strategy is to work together to plant trees Communication is: Clear and jargonless Initiated with an elevator speech to provide a frame of reference Facilitated by interpreter/bridge Delivered to appropriate players Recap

22. Volunteerism Bottom-up 11-19-08 Strategy is to work together to plant trees Goals are: Aligned for clarity of other party Expected to differ in some respects but always to plant trees –Individual goals can be achieved in addition to the common goals – that’s OK Recap

23. Volunteerism Bottom-up 11-19-08 Initial Scenario Public Works CAP & SAP goals Execute by Q4 PROW No overtime for staff is budgeted Non-profit Social justice Engage core volunteers on weekend projects Fulfill special community request Multi- generational buy in

24. Volunteerism Bottom-up 11-19-08 Scenario Public Works Tree planting goals to meet various plans Deadline Budget –staffing constraints that we need help to overcome Non-profit Motivated volunteers that want to plant trees Strategic plan goals to fulfill – increase partnerships Varied volunteers with multiple considerations

25. Volunteerism Bottom-up 11-19-08 Expectation –Government – processes will be followed –Non-profit – missions will be upheld Communication - people don’t try to be poor communicators on purpose Aligned goals – break goals down to the least common denominators and the rest will follow Conclusion

26. Volunteerism Bottom-up 11-19-08 Q & A