Introduction
A core Project Team and defined Working Group are essential for the successful development and implementation of Community Resilience Hubs. The Project Team should identify and engage a broad range of stakeholders to form a Working Group to fill key roles and identify a process for decisions to be made collaboratively. Inclusive decision-making should engage — and when appropriate, defer decisions about operations and programs to — the individuals and communities who will rely on the facility and its services before, during, and after emergencies. These structures will enhance the effectiveness and utilization of Community Resilience Hubs.
Project teams often include a government representative, such as a city, county, or emergency management official. Their involvement can provide critical access to funding, technical assistance, and policy support, which can help sustain and scale the Community Resilience Hub. However, it’s important to recognize that government agencies can hold significant influence in collaborative efforts. Project teams should be aware of power dynamics and intentionally define roles, responsibilities, and decision-making authority to ensure that community voices remain central in shaping and governing the Hub.
Module Purpose
This module will support you in developing a Project Team (a core group that is responsible for initiating the project) and Working Group (a larger set of stakeholders that will support the development of the Community Resilience Hub). After completing this module, you will understand the roles and responsibilities that a Project Team should fill, the type of collaboration or partnership agreement needed to coordinate effectively, and decision-making processes to support inclusive engagement.
Key Steps Involved
1. Identify a Project Team Lead. Identify an individual or organization interested in facilitating the Resilience Hub development process to serve as the Project Team Lead. The Project Team Lead can ideally bring strong leadership and organizational skills, the ability to bridge technical and community-focused objectives, and experience in project management, community engagement, and climate resilience planning or emergency response. Key responsibilities of the Project Team Lead include: 1) serving as the primary point of contact for the Project Team and Working Group; 2) managing timelines, budgets, and deliverables associated with Resilience Hub development; and 3) facilitating communication between the facility owner, stakeholders, funders, and community members.
Alongside the Project Team Lead, identify 2-3 additional individuals to serve on the Project Team. These individuals should have the interest, capacity, and relevant experience to support the early phases of Resilience Hub planning and development. These may include representatives from the same or a different organization as the Lead. This core team should meet regularly to coordinate tasks, review progress, and prepare for broader engagement.
It is recommended to include individuals who represent the facility being considered for Resilience Hub development, a community-based organization working directly with residents who may utilize the Hub, and a local government agency.
2. Identify Key Stakeholders. As a Project Team, determine which stakeholders need to be involved in the Community Resilience Hub’s development, design, and operations. These key stakeholders will play a critical role in helping to design and implement a Hub that is responsive to community needs, operationally feasible, and aligned with local and regional resilience goals. It is recommended to include individuals who represent the facility being considered for Resilience Hub development, community-based organizations working directly with residents who may utilize the Hub, and local government agencies, such as emergency response, sustainability, community development, or public health departments. Additional stakeholders include emergency service providers, Indigenous leaders and organizations, program administrators, technical experts, and others with the authority, skills, and expertise needed to support Hub development. A variety of outreach methods, such as public meetings, online surveys, interviews, listening sessions, and informal conversations, can be deployed to identify stakeholders and understand their priorities and offerings.
3. Define Roles and Responsibilities. The Project Team should define specific lead roles and responsibilities needed to guide key focus areas of Community Resilience Hub planning and development. These may include a Facility/Technical Lead to coordinate facility assessments and oversee technical planning, a Community Engagement Lead to design inclusive outreach and engagement strategies, a Fundraising Lead to identify funding opportunities and coordinate proposal development, and a Programs Lead to help define the suite of programs the Hub will offer. Additionally, expectations and responsibilities for general Working Group members should be outlined.
4. Establish a Working Group. To support shared decision-making and steady progress in Community Resilience Hub planning and development, establish a Working Group or a similar governance structure to meet and coordinate on a regular basis. The Working Group should serve as the primary collaborative body to guide planning efforts, meeting regularly to provide strategic input, troubleshoot challenges, identify opportunities, and support action items. Based on the key stakeholders identified in Step 2 and the needed roles defined in Step 3, invite individuals and organizations to join the Working Group. Aim to bring together a diverse range of perspectives while also ensuring the Working Group reflects the technical expertise, operational knowledge, community relationships, and capacity needed to support Hub planning and development. As planning efforts get underway, it may be helpful to establish subgroups for specific focus areas, such as facility upgrades, community engagement, funding, emergency preparedness and training, or others depending on the project’s needs. Establish a regular meeting schedule and determine collaboration tools for documentation and communication.
5. Establish Decision-Making Process and Agreements. Once your Working Group has been established, it is important to come to an agreement on what types of decisions the Working Group is responsible for making together and how those decisions will be made with respect to the type of facility and services provided through the Community Resilience Hub. Define the decision-making framework for the Working Group, which may include consensus-based, majority rule, or leadership-directed models. Consider how decisions on project scope, resource allocation, and timing will be made and establish processes that promote transparency and inclusivity.
Adopt agreements, such as partnership agreements or Memoranda of Understanding (MOUs), to formalize the collaboration and clearly outline each stakeholder’s roles, expectations, and contributions. Consider including additional elements, such as shared goals and values, general expectations for all Working Group members, communication protocols, procedures for adding or removing members, and a compensation structure for under-resourced members, if applicable. Document all agreements and decisions in writing, and ensure they are accessible to all team members to support transparency and shared accountability.
6. Develop an Accountability and Feedback Mechanism. Implement a system that allows both project team/working group members and community stakeholders to provide feedback on the planning, development, and ongoing operations of the Community Resilience Hub. This could include tools, such as regular surveys, anonymous feedback forms, or periodic public meetings. Make sure feedback opportunities are accessible, culturally appropriate, and inclusive of underrepresented voices. Use the input gathered to inform decisions, improve structures and processes, and ensure the Hub development process meets the needs of the communities served.
Resources
Step 2: Identify Key Stakeholders
- Stakeholder Identification and Decision-Making Worksheet
EPA guide for stakeholder identification, mapping, outreach (Page 25-26; Appendix A Page 1.4; Appendix B Page 1.6)
Step 3: Define Roles and Responsibilities
Step 5: Establish Decision-Making Process and Agreements