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FACILITATION PLAN STEERING COMMITTEE MEETING 2011 Materials and Instructions to be sent to Steering Committee Prior to Meeting Materials to Send 1. Public Workshop Ideas Summary. Example template provided. RDC Planners need to fill in names of projects, votes received, description of projects including communities and populations served, and coordination strategy (from menu) that project fulfills. NOTE: Each project must be assigned a number for reference in a later activity. 2. Assessment of 2006 project outcomes. This should be more or less what was included in the steering committee write-up. Make sure it’s in a format that’s easy for steering committee members to understand as a stand-alone document. 3. Successful Coordination Practices. This is a workbook provided by Mn/DOT. 4. Coordination Strategies Menu. This is the same doc. used at the public workshop. 5. Project Idea Worksheet. This is the same doc. used at the public workshop. Pre-Meeting Instructions The goal of this steering committee meeting is to finalize our list of projects and strategies to be included in the final local human services transit coordination plan. The materials you are receiving include a summary of ideas generated at the public workshop, a review of the projects/strategies included in the 2006 plan, the coordination strategies menu, and a workbook of successful coordination practices from around the state. Please review these prior to our steering committee meeting. As you look at the public workshop ideas summary, review the list for completeness. Do you have additional ideas you’d like to add? Are there ideas from the 2006 plan that are not currently on the public workshop ideas summary that should be included on the 2011 list? Are there strategies in the Coordination Strategies Menu or ideas from the Successful Coordination Practices Workbook you’d like to adapt to specific projects for your region? Weaknesses discussed at the public workshop that could be translated into project ideas? If so, write down your additional ideas on the project idea worksheet (one idea per worksheet). At the meeting, we will review ideas from the public workshop and discuss any new ideas that should be added to complete our list. Preparation Prior to the Workshop Room Set-up: The room should be set up as a large U facing a wall or a white board if available. Facilitator will stand at open end of U with flip chart and easel available. Materials: The following items should be on hand: flip chart paper with sticky on the back (3M) along with markers; pens for each participant; pre-made Decision Grid and Key (see Effort vs. Impact Exercise below for instructions) Participant Packet Materials: Final Agenda, Workshop Summary PowerPoint Presentation Handout, Public Workshop Ideas Summary, Have on hand, but not for each person: Coordination Strategies Menu, 2006 plan, Successful Practices Workbook Summary of Regional Coordination Workshop (45 minutes) This session will review the results of the regional coordination workshop, include the public workshop ideas summary. Members will also have an opportunity to add any ideas they think are missing. RDC planner gives summary presentation on public workshop outcomes (powerpoint slide template provided. Use slides 1-10). (20 minutes). Workshop participants should follow along with the Public Workshop Ideas Summary. To open discussion, the facilitator will ask: (5 minutes) First Question: What surprised you or was unexpected about the results from the workshop? Facilitator will take comments from members, giving everyone who wants to share a comment the chance to do so. Facilitator then moves into a brainstorming exercise to allow members to add additional project ideas that might not have been generated at the workshop. (20 minutes) Second Question: Are there potential projects that you would like added to the list? (These should come from the worksheets members have filled out prior to the meeting.) Facilitator should capture new project ideas on the flip chart paper. Note they will be included in the decision grid exercise. Once all new ideas have been captured, group should take a break while facilitator sets up for next exercise. Efforts vs. Impact Decision Grid Exercise (1 hour 15 minutes) During this time, the group will block the project ideas on the decision grid to assist with initial prioritization of the project ideas. a. The grid below should be drawn on a flip chart. Easy/Major (A) Difficult/Major (C) Major Improvement IMPACT Easy/Minor (B) Difficult/Minor (D) Minor Improvement Easy to Do Difficult to Do EFFORT b. On a separate flip chart, write the following definitions to help the group with their decisions and discussion. Effort – Easy to Do vs. Difficult to Do Cost Political Support Ability to maintain project long-term Can be implemented right away vs. requires interim steps first Impact – Yield a Major Improvement vs. Yield a Minor Improvement Number of people affected Dollars saved Severity of need served c. On a separate flip chart in front of people, or on sheets of paper at each table, provide the following worksheet key for reference: Worksheet Key A: Easy to Do/Major Improvement (Example: Hold regular meetings among providers, advocates, and client representatives to explore coordination options and discuss solutions) B: Easy to Do/Minor Improvement (Example: Create comprehensive inventory of regional transportation resources) C: Difficult to Do/Major Improvement (Example: Create and maintain database with detailed route information and purchase scheduling software to arrange rides) D: Difficult to Do/Minor Improvement (Example: Have transit website accept payments via Pay Pal) Give the members 10 minutes to read through the project ideas on the Public Workshop Ideas Summary handout. In the margins next to each project, they should assign a letter from the Worksheet Key based on their assessment on ease of doing and potential impact it will have when done. This is done individually. Start with the first idea and using a show of hands for the letter the members assigned to this project idea – A, B, C, or D. If there is a clear majority, write the number for that project idea in the appropriate square on the grid on the flip chart paper. If there is not a clear consensus for the idea, open it up for a brief discussion to see if you can get the group to agree to a letter. If not able to do so, write it on the line between the competing grid letters. Continue through the project list (from the handout), including the new project ideas generated that day (written up earlier on the flip chart). Discussion Regarding Priority Projects (20 minutes) Once the exercise is complete, share a flip chart with the following suggested prioritization for the project ideas: Easy to do and yielding a big improvement: immediate implementation Easy to do but less impact: immediate implementation Difficult to do and yielding a big improvement: could be taken on as a major project Difficult to do and minimal impact: lower priority, consider discarding In the time remaining, facilitator will open up the discussion and start fleshing out the top ideas with the steering committee. Items to discuss include: Constraints to implementing higher priority projects Potential champions who could take on projects Any interim steps that could help a difficult project get off the ground (e.g. an interim step for “Buses connecting all counties in region” could be “Buses connecting County A and County B” as a smaller step that may be a more realistic focus in the next 5 years. Any thoughts about the order of implementation or timeline for implementation This additional information will help in providing detail for the project ideas included in the plan. Ultimately, this will help the region think about its priorities for transit coordination moving forward. Next Steps (10 minutes) Use the last two slides on the powerpoint presentation (slides 11-12). Explain the timeline for completion of the plan. Let steering committee members know when they will have an opportunity to review the final plan draft and/or attend a public meeting where it will be adopted by your RDC.
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