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Finding a Facilitator for the Fuss (or opportunity)2015 Community Involvement Training ConferenceAtlanta, GAAugust 5, 2015

Honesty and Service

R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 47IntroductionPresentersMary ApostolicoSteve GaronLee-Ann Tracy

2Audience Who Are You?EPA Community MemberCI Practitioner or FacilitatorAcademicsOther 2

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Style/ Presentation Format: Presentation, show of hands

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Comments: Good to know if HQ, Region (lead and other), community member (lead and participant), facilitator, other

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AgendaWhat is Challenging about Community InvolvementFacilitation and Community InvolvementMatching a Facilitator to the Fuss/OpportunityObtaining Facilitation AssistanceWrap up 33

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What is Difficult about Community Involvement?

What are some of the challenges of community involvement? Shout em out! Lets make a list:4

R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 47Challenges of Community Involvement a Partial List5Conflicting interests among participantsProcedural ChallengesGetting the right parties to participateNumerous participants with different agendasUnproductive meetingsUnproductive group decision processInterpersonal ChallengesStrong emotionsPoor communication or miscommunication

Lack of shared understanding of decision to be made, question to be addressed, or issue to be discussedDisagreements over complex technical or factual issues or dataLack of trust or support of affected parties or publicPersonality problems or historic animosity among participantsInflexible negotiating postures of participants

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Style/ Presentation Format: Call on audience; presenter provide prompts or refer to handout

Material: Flip chart Activity; Handout

Comments: May want to ask about times facilitator not used but should have been.

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Activity: Experience Using FacilitationEach person is provided 5 dotsPlace a single dot beside the activities with which you have been involved where a facilitator successfully contributed to the activity or project. Put no more than one dot per activity.Use blank flipchart to add any activities not already listed and place a dot next to that activity

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R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 47Some Reasons to Use a Facilitator for Community Involvement: Help people work together efficiently, effectively and cooperativelyEnhance credibility of organization sponsoring the collaborative effortHelp overcome low trustHelp design appropriate public involvement processManage complex logistical or communication processesAllow EPA /sponsor agency to focus on substantive issuesIncrease likelihood that a broad range of alternatives is explored and the outcome is acceptable/implementable7

R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 477INSTRUCTOR INFORMATIONLesson: Public Involvement in Rule DevelopmentTopic: How Do We Involve the Public? Using Neutral Third PartiesMethod: Lecture

DELIVERYExplain the 4th stage in the process for involving the public: knowing when to use a third party.Hold up the neutrals handout and explain what a neutral third party is:Facilitator, process expertiseRoles in public involvement process can include: conducting the situation assessment; and facilitating the actually public involvement/collaboration process selected.Stress these key points:Foster environment of open and productive communicationPromote environment of trustHelp fashion appropriate public involvement process, e.g. via a situation assessment.Manage complex processesAllow EPA to focus on substanceThis is a good time to mention positions as opposed to interests and how the third party can help get underneath parties positions by focusing on interests, and therefore help parties break impasses caused when people get stuck in their irreconcilable positions.

Ask if there are any questions on the any of the four stages in the process of Involving the Public.

Community Involvement is a PROCESS8

R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 478INSTRUCTOR INFORMATIONLesson: Public Involvement in Rule DevelopmentTopic: How Do We Involve the Public? PlanMethod: Lecture

DELIVERYProvide key points about planning:Public involvement is a PROCESS, not an event!Plan to involve the public as early and often as makes senseStart planning for public involvement EARLY. This will ensure that:Workgroups have adequate time to contact potential stakeholdersWorkgroups have adequate time to provide needed information to stakeholdersStakeholders can get rule development on their OWN schedules.(stakeholders have lives AND fiscal year plans.)Stakeholders have the information AND the resources to participate in whatever public involvement process is selected.

NOT an event!

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Stakeholder Interactions throughout the Superfund Process

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R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 47Meeting/Event Facilitation ActivitiesAgenda development Agenda management Record keeping Ensuring clarity on next steps, action items, who has responsibility for each item Maintaining a constructive and productive environmentEstablishing and enforcing ground rules and normsEncouraging participants to focus on interests & not positionsDealing with strong emotionsModeling collaborative behaviors and coaching problem-solving behaviors Assisting with logistical issues and technology support

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R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 47Process Facilitation ActivitiesSituation AssessmentProcess DesignProcess Implementation Stakeholder communicationsOverall process managementNeutral facilitation of individual eventsCollaboration Capacity Building and TrainingRelationship and Trust Building

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R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 47Situation Assessment?What is it?An information gathering tool that:Identifies all affected internal and external stakeholdersIdentifies stakeholder issuesAssesses the opportunities for community/public involvementWhy do it?Helps determine the most appropriate degree of and method for community involvement

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R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 4713INSTRUCTOR INFORMATIONLesson: Public Involvement in Rule DevelopmentTopic: How Do We Involve the Public? Situation AssessmentMethod: Lecture

DELIVERYIntroduce the next stage in the public involvement process: conducting a situation assessment:Point out that the blue trifold brochures provide information to help you plan public participation.In addition, one of the newer tools you have is called a SITUATION ASSESSMENT Define/describe what a situation assessment is.Also called: Stakeholder assessment

Determining the Level of Community Involvement:EPA Stakeholder Involvement Spectrum14OUTCOMEGOALPURPOSEPROMISE: We willEXAMPLESOutreachInformProvide InformationKeep you informedWebsite Fact Sheet Phone Hot line Press ReleaseInformation ExchangeConsultProvide & exchange data, opinions and optionsListen, acknowledge concerns & aspirations, & provide feedback on how your input influenced our decisionMeetings with individuals Public MeetingWorkshop Availability Session TAGsRecommendationsInvolveObtain useful & influential advice or commentsTake your advice or comments into account when making a decisionCAGs RABs TAGs Task ForceAgreementsCollaborateReach workable agreement or settlementWork in good faith to reach an understanding that we all can support & implement as agreedAccess Agreements Institutional Controls Settlement Agreement (consent decree/order)Stakeholder ActionEmpowerEmpower Stakeholders to take actionSupport your decision & assist in your implementationVoluntary Program Good Samaritan Program Redevelopment Plans

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YESYESYESYESINFORMCONSULTINVOLVENONONOCOLLABORATEEMPOWERProcess Design Decision Tree15NOThere is specific public input we seek and intend to take into account as we make our decisions (we are not simply seeking public buy-in)?We are seeking to engage stakeholders early and throughout the process rather than just get public comment at one or two points?We intend to bring together a diverse group of stakeholders to work on the problem and potentially seek consensus?We intend to give decision-making authority to the public on all or part of the decision?

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Other CI Process Facilitation ExamplesDevelop Community Involvement Plan or Addendum Get things back on trackConvene and facilitate CAGsReuse assessmentsBuild trust and capacity16

R: 0G: 32B: 91R: 0G: 125B: 186R: 77G: 77B: 77R: 237G: 139B: 0R: 186G: 12B: 47Community Involvement Facilitation: The TakeawayCommunity involvement facilitation can involve much more than just facilitating individual meetings and events. This might be important to think about when considering facilitation needs and requirements.

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