Community Conversations: the details

Community Conversations are  work sessions that identify, prioritize, and address issues as identified by stakeholders. The goal is to find practical, acceptable solutions.  In an evening of productive dialogue, diverse work groups produce meaningful reports that serve communities and constituencies as road maps for progress. 

The most frequent partners are drawn from Chester County's 57 townships, 15 boroughs and single city.  Single theme Conversations concentrate upon high priority issues around topics such as Clean, Fresh Water: The Costs and Challenges; Under One Roof (housing) and Getting There (transportation), all with many partners with common interests.  Since 2005, a monthly Conversation has been held in the Western Chester County Region (WCCR)where WCCR officials, professionals, and committed citizens share information and tackle challenges and opportunities.

As team members CC2020 staff does not try to tell anyone what to do.  2020's role is to convene, to foster respectful and productive conversation, and to provide useable reports to the participants. 2020 also provides the follow-up to preserve the momentum that's generated  These Conversations and reports are vital contributions, designed to initiate well considered, positive outcomes. 

Overview: Partnering with CC2020 for a Community Conversation

Community Conversations are designed to share the responsibilities between CC2020 and the hosting organization.  Each of us possesses information and skills that are useful to getting the word out to your constituency.  Our mutual goal is to attract as many participants as possible, provide them with a rewarding community-building event, and send them off with a sense of having made an important contribution to future planning and progress.  From the moment that the decision is made to go forward with a Conversation, CC2020 staff becomes your partner with all that implies in the way of support

The  Basic Process

Every Community Conversation begins with identification of the trends and issues participants consider important to the municipality's future- first projected on a large screen for all to see as they are developed, then transferred to large sheets of paper taped to the wall for easy viewing.  Personal priorities are indicated by asking the participants to place colored dots next to the five issues they consider most important.  "Most important" does not mean that other issues don't count, they just earn a lower place on the list of "pay attention to this--now."

Divided into pre-assigned groups, teams work to create solutions for the top-ranked issues.  In focusing on the future, they address a number of tasks:

1. Create the preferred future for the region and the potential areas of cooperation.  What should be provided? What should be preserved?

2. What are the priority values?

3. List the anticipated accomplishments/ benefits of your plan.

4. List the anticipated barriers that must be overcome and the opportunities that are available to help do this.

5. Suggested action items: what do we want in common?

6. Identify a path to get there.

7. Identify the key players that must be involved.

8. Each group prepares and presents a report that reflects discussion and recommendations.

9. A comprehensive final report, printed and distributed by Chester County 2020, is drawn from the group reports. 

Host Responsibilities

1. The facility where the Conversation will be held needs to be confirmed before invitations can be developed.  Schools are usually cooperative in lending space without cost.  General purpose rooms or cafeterias are equally appropriate.

2. Sound system with four hand-held microphones.  Three for use in audience and one by the facilitator (Be sure to check that they are in good working order before the meeting).  CC2020 staff will work with you on this, including loan of a back up sound system if necessary.

3. Volunteers- Recruit three people in charge of moving microphones around so that all comments/ questions can be heard by the audience (CC2020 Staff can fill in here if necessary).

4. The host develops or uses an existing data base for invitations, has them printed and mailed far enough ahead of time to effectively use non-profit, bulk mailing.  Chester County 2020 will provide a pdf of the invitation so that it can be inexpensively printed. 

5. Registrations are returned to and recorded by the host organization.

6. In the meeting room, the tables should be arranged within 10-15 feet of the presentation area.  Ideally, round tables for 8 people; 10 is possible but the larger table is not quite as easy for conversing.  Supply extra chairs to allow for walk-ins.

7. The tables should be numbered.  Name tags need to be prepared in advance with table assignment numbers to guarantee a diverse mix at each table.  CC2020 is willing to work with you a few days before the Conversation to help with the group designations. 

8. Sign-in sheets that encourage full contact information will help with delivery of the reports as well as provide the host with improved contact information for on-going communication (Name, address, telephone, email).

9. Be sure to allow for late registrations and walk-ins with extra blank name tags that include a table assignment.  Perhaps two additional tags for each table.  There inevitably will be no-shows that will allow you to fill in empty spaces with new arrivals.

10. Arrange for bag suppers (bags distribute quickly) including sandwiches, chips, fruit, cookies and whatever you wish to provide in the way of soft drinks, juices, coffee, tea, and water. 

11. Each participant should receive a program, a preliminary list of issues (if they have been developed), and an individual worksheet.  CC2020 provides the master copy for these.

12. Additional issues will be recorded by computer and projected onto a screen as they are developed.  CC2020's portable large sheet printer will print out fresh lists for the "dot exercise" that establishes priorities for the group discussions.

13. Placed on the individual tables:
- A summary report form (supplied by CC2020)
- For each participant, a strip of five colored dots to use in indicating priorities
- Extra pens

Enjoy this special Conversation that will support your elected and appointed officials and contribute to the future of your community!