Guidance Chart for the Parish Action Plan process

The Parish Action Plan process is a means by which your whole community can voice their opinions on what actions they wish to see taken in their local area in the future. When the plan is completed it may highlight actions that can be taken by community members, be used to influence councils and service providers, and act as justification of need when applying for funding.

Some things to consider before you start:

Timescale?
Roughly 14 months although this can vary.
Timescale may be affected by:
• Seasonal and school holidays
• How much time people have to commit to the process
• The variety of consultation techniques you use
• Deciding whether or not to 'buy in' some help to reduce the work load of the steering committee

Financing the process?
• See our grants available for the action planning process
• The overall cost of the process will vary depending upon the size of the community, the proposed consultation techniques and the design and completion of the final report.

Some potential costs?
• Telephone charges and postage
• Production of maps
• Planning, designing and implementing consultation techniques
• Hiring of community facilities for consultation events and meeting
• Refreshments
• Publicity
• Planning, designing, production and distribution of the action plan

People power!
• There are a wide variety of skills and attributes that can assist with the action plan process and help distribute the tasks involved. Any people offering the following skills (or others) will ultimately assist the process.

Conversation skills, Co-ordination abilities, Analytical abilities or experience, Listening skills, information gathering, community historical knowledge, Information gathering, proof reading, Catering experience, fund raising, Illustration skills, Writing skills.

Some useful contacts!
• It is advisable to keep in constant contact with the following organisations (and others) to assist the process.

Action in Rural Sussex, your Parish Council, your local district council, your county council, the Countryside Agency, community organisations, local businesses, the police, local schools, the highways department, voluntary organisations and the volunteer bureau, local press, radio and Television broadcasters

9 steps in the Parish Action Plan Process

1
Initial work: Setting the foundations

• Raise awareness about Action Plans: discover whether people within the community are interested. This may be in the form of an open public meeting, which should be well advertised, in a suitable location and at a suitable time. This stage may highlight those members of the community who wish to be part of your steering group.
• The initial meeting may highlight the issues and topics that your community wishes to be consulted on as part of the Action Plan.

• If there is general consensus that an Action Plan is required then send off your registration of intent form to the Countryside Agency - this allows them to set aside funds for your action plan.
• Contact local clubs and societies, local businesses, schools and others - get a wide variety of people involved.
• Whilst the Parish Council has to act as the lead organisation in the process the emphasis should remain on wider community involvement at all stages.

2
Creating the steering group: Starting the process and keeping it rolling.
• The steering group should ideally be a cross section of the community, possibly involving representatives from local clubs, societies and people of all ages.
• Try to create a group of roughly 8 - 15.
• Members of the Parish Council should not overly dominate your steering committee.
• From the steering group, working groups may be formed to investigate specific topics that are of interest to the community. You may consider establishing a youth forum.
• Consider what issues are relevant to your community.
• The steering group should aim to plan, oversee and ensure the smooth running of the action plan process.

3
Consider and plan consultation: Involve everyone, not just the 'usual suspects'
• Investigate what information is already available to avoid repetition.
• Decide upon the range of community consultation techniques that you will use. If you decide to use a questionnaire it will require careful design and piloting.
• Many communities are now realising that recent developments in participatory consultation techniques can be adapted to suit their community.
• There may be some members of your community who cannot attend an 'open day' or fill in a questionnaire - think about ways of getting them involved.
• It is advisable to involve as many affected outside agencies as you can to increase the sharing of information and ultimately the creation of more applicable expectations, targets and actions. Consult others such as planning and housing departments, social services, transport services and providers, the local health authority and schools.

4
Consider the costs involved and obtain funding:
• Consider the costs highlighted in this guide and others.
• Various funding sources exist, such as the Countryside agency, District Council, County Council, sponsors and local businesses.
• Action in rural Sussex can provide you with examples of completed grant application forms.

5
Community voices: Gathering consultation responses and analysing data.
• If it is evident that various sections of your community have not been consulted then consider ways of gathering their views.
• Discover what actions are a priority, how long they will take, what funding they will need and what assistance may be required from outside agencies.
• This is often a time consuming process and may lead to a great deal of work for your steering committee. You may want to 'buy in' some help.

6
Bringing things together: Create your draft Action Plan.
• You may decide to include a description of your geographic location and details on the consultation process.
• You may wish to feedback the results from the consultation.
• Pilot your draft Action Plan amongst the community for comments and suggestions - it is always possible that something else may be added.

7
Pulling the plan together: Developing the final action plan.
• This should be objective and written in a clear and concise manner that makes it approachable for people of all ages.
• Carefully consider the design, layout, printing and distribution of your Action Plan.
• Launch the plan and celebrate your success.
• Send copies of your final plan to all relevant authorities.

8
New directions and concrete actions: Obtaining project funding, training and working in partnership.
• Put plan into action: Carry out the actions within the proposed time period.
• Obtaining funding for actions: Your final action plan may used as justification of need when applying for future funding.
• Training and information: Members of your community may want training in relation to specific actions and a newsletter updating residents on the progress of the actions will keep everyone informed
• Working in partnership: Feed your Action Plan into your district community plan and liase with relevant authorities and organisations that can help you achieve your actions.

9
Build on your successes: Monitor, evaluate and review - look forward
• Feed back successes and also factors that have inhibited success.
• Publicise your achievements.
• Review the process after a year to see how things have progresses.
• Keep the community informed.

For further information on Action Plans, Contact the Action Plan Team Below

Mark McTaggart , Senior Development Officer – Action Plans 01273 405448, mark.mctaggart@ruralsussex.org.uk

Faustina Bayo , Action Plans Officer ( West Sussex, Lewes and Wealden Districts)
01273 405458, faustina.bayo@ruralsussex.org.uk

Patricia Marston , Action Plans Officer (Rother District) Patricia.marston@ruralsussex.org.uk

Ian Coleman (Rother Voluntary Action), Action Plans Officer (Rother District)
iancoleman@onetel.net

Tracy Goddard , Action Plans Administrator
01273 473422, tracy.goddard@ruralsussex.org.uk