PLACEMAKING TOOLKIT

A resource for Placemaking Sites of the First Annual Port Townsend Village Building Convergence

http://placecraft.org/ptvbc

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

2

Who  is  Port  Townsend  Village  Building  Convergence?  We  stemmed  from  Placecraft,  collaborative  community  building  projects  with  soul.    We  are  an  action  group  of  Local  2020,  promoting  self-‐reliance,  sustainability  and  resiliency.      Website:     www.placecraft.org/ptvbc  E-‐mail:   ptvbc@placecraft.org  Phone:     530-‐238-‐5237  

What is the Village Building Convergence? The  Village  Building  Convergence  (VBC)  in  Port  Townsend  is  beginning  as  a  5-‐day  event,  July  25-‐July  29,  2015.  During  the  daytime,  neighborhoods  build  shared  public  places  and  ecologically  focused  projects  that  they  have  envisioned,  designed,  funded,  and  will  maintain  for  themselves.  During  the  evening,  we  will  gather  for  music,  story-‐sharing,  and  celebration.  VBC  is  like  a  festival  in  that  people  will  come  from  all  over  to  volunteer  their  love  and  labour  to  help  the  Placemaking  projects  come  to  Life.  You  will  be  amazed  how  many  people  want  to  come  help!!  Yet  the  most  work  will  come  from  the  people  who  will  use  and  care  for  it  the  most  –  you  and  your  neighbors.      Through  the  energy  of  this  event,  our  work  ripples  out  beyond  our  town  and  into  the  wider  bioregion  as  we  become  woven  into  a  network  of  interconnected  village  centers  and  place-‐makers.      

The  Organizing  Team  for  PTVBC  We  want  to  help  you  change  the  spaces  where  you  live,  work,  or  play,  into  more  meaningful,  beautiful,  and  ecological  places.  Places  that  you  have  a  hand  in  designing  and  creating.  We  call  this  process  “Placemaking,”  a  term  made  popular  by  a  Portland  non-‐profit  called  “The  City  Repair  Project,”  who  have  been  helping  people  do  this  sort  of  thing  since  1996.      All  placemaking  projects  (That’s  You!!!)  are  built  through  community  collaboration  and  commitment  of  a  neighborhood  to  strengthen  itself.  This  means  working  together  with  the  neighbors  on  your  block  –  perhaps  for  the  first  time  –  to  create  something  that  benefits  everyone.  It  can  be  daunting  at  first  to  imagine  working  with  your  neighbors,  or  working  with  the  city.  We  guide  organizers  step-‐by-‐step  through  these  processes,  which  happen  over  the  course  of  many  months.    All  projects  are  “secretly”  about  developing  strong  relationships…  with  people,  the  landscape,  and  everything  within  each  of  these.  We  do  this  by  enhancing  local  connections,  encouraging  more  and  more  and  more  public  art,  and  creating  space  for  nature.            

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

3

Immediate  Next  Steps  &  Considersations    

First  Step  -‐  Each  Site  should  assess  their  personnel  needs  by  answering  the  questions  below:  •  Who  will  be  considered  the  Site  Host?  Who  will  be  the  Primary  Contact?    •  Do  you  have  a  designer/architect/artist  or  need  one  from  VBC?  Please  let  us  know.  •  Do  you  already  have  or  need  a  building  leader,  or  Natural  Builder?  Please  let  us  know.  •  All  sites  need  to  substantially  support  their  own  projects  financially.  Do  you  have  a  budget  limitation?    Next  Steps  -‐  Convene  with  your  support  people  as  soon  as  possible  to:  •  Meet  and  discuss  the  project,  have  a  clear  understanding  of  which  people  are  responsible  for  certain  tasks.  •  Review  &  tailor  the  weekly  timeline  (next  page)  and  report  information  back  at  our  Monday  night  meetings.      Public  Site  Communities:  For  example,  a  street  painting  or  a  kiosk  in  the  public  right  of  way  –  the  gress  strip  between  the  sidewalk  and  the  road.  Inquire  through  VBC  about  what  steps  need  to  be  taken  to  get  approval  to  build  in  public  areas  such  as  street  right  of  ways  or  parks.  Set  this  information  into  your  timeline.    Private  Site  Communities:  For  example,  a  building  project  on  private  property.  Inquire  at  VBC  about  what  steps  need  to  be  taken  to  be  able  to  build  on  your  own  land,  in  the  setback  or  backyard.  Set  these  considerations  into  your  timeline.  Your  site  will  have  a  more  relaxed  timeline  since  you  may  not  need  to  get  a  permit.  One  challenge  may  be  engaging  your  immediate  neighbors.    School  Communities  or  Institutions:  For  example:  installing  a  bench  permanently  at  a  school.  Inquire  at  your  school,  or  relevant  administration,  about  what  steps  need  to  be  taken  to  get  approval  to  build  on  your  project  site,  set  this  into  your  timeline.    As  we  move  along,  Certain  meetings  will  have  more  printed  resource  material  with  relevent  information  for  the  topic.  In  the  mean  time,  relax!  There  is  no  completely  “right”  way  to  do  a  Placemaking  Project,  only  a  process,  which  has  plenty  of  room  for  flexibility,  creativity,  and  scalability.  Your  project  starting  to  seem  to  big?  Make  it  smaller!  People  dynamics  overwhelming?  Slow  down.  Remember,  this  is  about  getting  to  know  who  you’re  working  with  and  how  you  work  together.  We’ll  all  leanring.    

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

4

Timeline  by  Months  

April Gather core team and begin discussions, look over timeline template. Strategize an outreach and involvement plan that brings as many people from your community into the process as is workable. Determine approximate budget target and design fundraising strategy. Take your next steps immediately, especially in fundraising. Try to document your process.

May Continue fundraising. It will help to approach local businesses and organizations. Begin Community-Involvement Design Workshops, usually between 2 and 4 in total. Review early ideas with VBC and the city bureau involved (public sites). Our first meeting with the City of Port Townsend regarding location of public sites. Review designs and refine cost estimate with help from VBC. Try to document your process.

June City Bureaus need to review first draft plans (public sites). Plan for Block parties, street closures, or any other bureau-related processes. Review, refine, and conclude community-design workshops. Produce visual and text documents for permitting and for VBC’s event guide publication. Present final designs to your community. Fundraising! In late June, start logistics coordination, gather material donations, and start building foundations and roofs (building projects). Try to document your process.

July City Bureaus issue permits (public sites). Make sure that community is ready to come out on July 25-29th to build together. Complete fundraising, coordinate lunchtime food for the on-site work parties, each day. Finish any remaining details on project during the dry season. Complete documentation and reports so that the VBC can document your project and review your feedback. VBC begins! Coordinate logistical efforts with VBC & Have fun! Oh, you can sure try to document all the fun!

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

5

Placemaking - Weekly Meeting Calendar Every other week we will join together for check-ins, guided meditations, and informational

support meetings as we move through the Placemaking Process.

Mondays 6:30-8:30 PM @ Jefferson County Land Trust Office, 1033 Lawrence St.

March 30 - Welcome! Vision Share Gathering Overview & into to the Placemaking Toolkit. April 13 Reaching out for connections in the long term Check in site needs/wants, have/offers. Basic meeting facilitation, approaching local businesses, outreach & organizational/ capacity development. Q&A and dialogue. April 20 – PTVBC Monthly Public Event – Earth Day Additional info tba. April 27 Playing in the Mud: Alternative Building Technologies & Design Inspiration Presentations and discussion on Natural Building & Permaculture. Examples of previous Placemaking projects and basic design considersations for long-term success. Q&A. May 11 Dollars and Sense: Fundraising, Budgets, Materials Discussions about strategies & techniques for fundraising and donations, sharing ideas and resources. Q&A. May 18 – PTVBC Monthly Public Event Additional info tba. May 25 – POTLUCK – First Draft Due Show off your community’s preliminary ideas! Share the vision of your project with others. Check in, how’s it going? Challenging group dynamics? Inspiring connections? Small and Large groups.

Out of town event: May 29-June 7 – Portland’s 15th Annual Village Building Convergence http://vbc.cityrepair.org/

For Notes: First meeting with the city around this time. You need: Location of project.

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

6

June 8 Facilitating a Design Charrette Guarenteed fun! An example meeting of the step in a design process to go from “we know we’re building a [bench]” to “this is what the [bench] will look like”. June 15 – PTVBC Monthly Public Event Additional info tba. June 22 – Progress Report Check In (page 10-11) Ideas become reality Turning your design into a materials list, discussion of details, and maintenance considerations. Work together on progress Report check in. Similar projects breakout groups. Q&A. July 6 – Event Guide Information Due (page 14) How to coordinate a Work Party Contracts & Legal Stuff Presentation on step-by-step considersations for your site. Review of contract considersations. Check in on final design process and information due for the event guide. July 13 – Event Guide Information REALLY Super Duper Due No meeting (probably). July 20 – POTLUCK Discussion for what you want/need to talk about, & project type breakout groups. July 25 - Early Evening Presentation, featuring You! More information TBA.

For Notes: Second meeting with the city around this time. You need: Draft of project. Final meeting with the city around this time. You need: Finalized draft of project details.

………………………………………………………………………………………………………………

Saturday, July 25 – Wednesday, July 29 ~ PTVBC ………………………………………………………………………………………………………………

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

7

Thinking  about  Meetings  • Who  wants  the  meeting?  What  is  the  scheduling  information?      • Does  the  location  match  with  the  desired  outcome?  (neutral,  familial,  space  capacity)    • What  are  the  perceived  issues?  What  is  the  desired  outcome?  What  are  the  perceived  barriers  to  

the  desired  outcome?      • Has  the  group  met  previously?  What  was  the  outcome?  What  worked?    What  didn’t?      • What  are  the  meeting  planner’s  expectations  of  the  facilitator?      • Has  information  about  the  meeting  (as  well  as  organizer  background)  been  made  available  to  

previous  community  meeting  participants?  How  will  it  be  available  to  new  participants?  How  will  meeting  participants  be  able  to  provide  feedback  to  meeting  organizers?      

• If  information  gathering/exchanging  is  to  occur,  how  will  the  information  be  used?  By  whom?  When  and  where  can  the  information  be  accessed?      

• Is  the  information/dialogue  respectful  of  different  learning  styles?  (auditory,  visual,  kinesthetic)      • What  efforts  have  been/will  be  made  to  accommodate  ASL  (American  Sign  Language)  &  ESL  

(English  as  a  second  language)  needs?  What  about  childcare  needs?  

SAMPLE  COMMUNITY  MEETING  AGENDA      Creating  an  agenda  before  starting  the  meeting  goes  a  long  way  towards  upholding  agreements  &  respecting  boundaries.  If  you  find  you  cannot  get  it  all  done  in  the  allotted  time,  allocate  times  to  each  topic  &  assign  a  timekeeper.  Remember  that  although  this  is  the  place  to  make  decisions  affecting  the  overall  group  &  the  project  itself,  informal  discussions  outside  the  meeting  setting  are  strongly  encouraged  &  often  refreshingly  inevitable  anyway.      Check  ‘ins’  and  ‘outs’  are  a  ritualistic  way  of  honoring  our  humanity.  We  are  not  just  people  doing  tasks  all  day,  but  have  a  wide  array  of  experiences  and  moods  to  share  about  our  well-‐being  and  those  close  to  us.  You  may  have  a  funny  story  to  share,  or  just  want  to  say  your  name  &  let  the  next  person  go.  This  creates  a  sense  of  safety  for  many,  and  providing  space  to  listen  to  each  other’s  reflections  is  simply  nourishing.      

Check  Ins    Assign  Facilitator/Scribe    Announcements    Timeline  Review    Goals  &  Objectives  Review    General  Reports         Finance/Budget       Outreach       Volunteer         Lunches        Small  Group  Discussions    Large  Group  Q&A    Check  Outs  

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

8

 

   

*  PTVBC  note:  Consensus  is  not  right  for  all  groups,  this  is  just  one  example  of  a  decision  making  process  that  can  work  for  community  projects.    

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

9

Volunteer  Roles  Site  communities  are  responsible  for  their  own  volunteer  needs.    PTVBC  will  do  everything  within  its  power  to  create  a  welcoming  environment  for  fruitful  volunteer  energy.      Placemaking  Site  Hosts  (core  group)*:    These  are  the  individuals  (likely  you)  who  have  sparked  the  community  action,  and  usually  act  as  the  primary  coordinators  (highly  recommended  minimum  -‐  3  to  4  people).  These  are  the  primary  leaders,  yet  as  the  community  continues  to  meet,  more  people  will  make  up  this  group.  The  project  scope  may  contract  and  expand  as  participation  and  feedback  is  welcomed  into  the  design  process  and  logistical  needs  are  carried  out.  This  group  is  responsible  for  the  finances,  timeline,  contracts,  overall  design  process,  implementation,  and  long-‐term  vision  and  maintenance  of  project.      Site  Liaison:    The  primary  objective  of  this  volunteer  position  is  to  be  the  line  of  communication  between  your  neighborhood  and  PTVBC  Team.  This  can  be  someone  from  your  core  group,  or  not,  as  long  as  they  are  a  reliable  flow  of  information  between  us.      Support  Crew:    These  are  your  team  members  who  have  taken  on  a  responsibility  delegated  from  one  of  the  site  hosts,  and  usually  attends  your  neighborhood  meetings  on  a  regular  basis.  You  need  people  to  count  on  to  take  over  tasks  on  the  list,  and  this  is  where  relationship  building  really  flourishes!      People  Power:    Volunteers  who  want  to  help  with  logistical  carrying  out  of  details:  workparty  participants,  drop-‐by  volunteers,  shift-‐coverers,  and  usually  those  who  have  put  their  name  on  a  sign-‐in  sheet.  This  is  the  energy  that  makes  the  project  surge  ahead,  especially  during  the  5-‐days  of  VBC  –  treat  them  well!      Volunteer  Coordinator:    As  a  primarily  all-‐volunteer  led  project,  this  role  is  especially  important  for  effectively  communicating  what  opportunities  are  available,  and  the  time  commitments  associated.  People-‐person  helpful!      Be  on  the  lookout  in  your  community  for  the  following  skills:    Organizers,  Facilitators,  Mediators,  Designers,  Engineers,  Artists,  Carpenters,  Builders,  Babysitters      Some  general  areas  of  tasks  needed  to  be  fulfilled:    Resource/Materials  Mapping,  Donations,  Budget/Finance,  Timeline,  Goals  and  Objectives,  Helpers  Minutes/  Notes,  Publicity,  Contacts,  Cooking,  Outreach,  Networking,  Partnership  Development,  Grants      Remember  –  this  is  all  about  open  dialog,  relationship  building,  and  learning.      

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

10

Community Project Progress Report/Checklist (Due June 22)

Project: ____________________________________________ Date: ___________________ 1) Project Type/Location: 2) Project Team (indicate Name/Phone, still need one, not needed, etc.) – Liaison ___________________________________________________________________________ – Lead Builder ___________________________________________________________________________ – Carpenter ___________________________________________________________________________ – Artists ___________________________________________________________________________ – Designer ___________________________________________________________________________ – Volunteer/People Power ___________________________________________________________________________ 3) Material Needs: 4) Outreach – How are things coming with inviting and including members of the immediate community or neighborhood? Do they understand the project? Have they been involved yet? Will they be there during the VBC to help build or create? Do you need us to come out to offer any assistance/ guidance/ facilitation? 5) Social Ecology/Leadership – Are connections being made, indicating that a greater network is developing? Any success with potlucks? Is your core leadership group strengthening or do you need more assistance? Will you create an asset map?

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

11

6) Design – How are things coming with the design process, have you received feedback from the community? Any drawings, plans or sketches available for review yet? 7) Building Timeline – Will you do all building during - or do you plan to build on any days earlier than - the VBC? 8) Fundraising & Budget – Do you have a sense yet of the costs associated with your site, the building leader, assistants, materials, designs, permits? How are you doing in raising funds to support your project? 9) Promotions – Each site should have a project sign with description, outreach materials, and contact info set up well in advance of VBC so that local people can read about what’s going on, get interested, ask questions, and get involved. When will you be able to set something up by? 10) Lunches – Each site needs to provide lunch at their site for all participants who help build. Have you asked local restaurants or businesses to help out? How will you make this happen? 11) Volunteers – How strong is your support network? Do you need any additional people power right now, or do you anticipate needing any soon? Now is a good time to critically notice if the scale of your imagined project is right for the real number of people involved. 13) Summer Project Needs – Do you anticipate long-term needs throughout the summer? If so, what? How can we help?

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

12

Port Townsend Village Building Convergence 2015 Community Project, Site Leader & Assistant, & Designer Sample Contract

Project_________________________________________ Address________________________________________ The Undersigned Commit to the following Understandings: That they will work as a team, listen to each other and seek to bring out the best in each situation that may arise. They will be proactive, looking to support each other in the accomplishment of each individual’s area of responsibility. The team will take opportunities to thank each other and affirm contributions as they feel so moved. If any frictions arise they will seek support within the team and if necessary from the VBC Organizing team. • The Project Host Team ______________________________________, will provide access to the site, toilets, electricity, water, daily lunches for all volunteers, tool loans, prearranged funding, outreach to and involvement of the local community, other support as previously coordinated, and a good amount of personal energy and sweat. Can the host also provide housing for out of town VBC attendees? Notes:____________________________________________________________________________ • The Building Leader ___________________________________________, will provide on-site instruction and building leadership as previously arranged. Unless the BL is from out of town and must depart, the BL will work with the Project Assistant to ensure that the project is completed in a timely manner. The Building Leader will receive ________for their services. If from in town, the BL will receive 1/2 pay at the end of VBC, and 1/2 when the project is completed. Notes:____________________________________________________________________________ • The Building Assistant ______________________________________________, will provide energetic on-site teaching and construction support. Unless from out of town and having to depart, the BA will work with the BL to ensure that the project is completed in a timely manner. The Building Assistant will receive__________for their services. Unless otherwise arranged, the BA will receive 1/2 pay near the end of VBC, and 1/2 at project completion. Notes:____________________________________________________________________________

Name Phone Signature Date

Project Host______________________________________________________________________

Building Leader___________________________________________________________________

Building Assistant_________________________________________________________________

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

13

GOODWILL AGREEMENT / CONTRACT TO BUILD AT THE PORT TOWNSEND VILLAGE BUILDING CONVERGENCE (VBC): JULY 25-29, 2015

This agreement is made in the interest of clear communication and to facilitate a successful working relationship between _____________________________(referred to here as the “Builder”) and _______________________________________________(the “Assistant Builder,”) and _____________________________________________________(the residents or representatives of the site) at_______________________________________________________(site location). The above parties wish to complete the following project at this year’s VBC: Work to be completed before VBC: The Builder will be responsible for completing the following aspects of the project: The Assistant Builder will be responsible for the following aspects of project: The Site Residents will be responsible for the following: The Completion date for the Project will be:______________________________________________

The Builders will receive the following stipend upon completion:___________________ ___________

Stipend to be paid by:_______________________ ________________________________________

Anticipated tasks after VBC:

Placemaking Toolkit 2015 Port  Townsend  Village  Building  Convergence  

ptvbc@placecraft.org      |    (530)-‐238-‐5237  

14

Event Guide Site Information (Due July 13) Please  fill  this  out  and/or  provide  the  following  information  to  ptvbc@placecraft.org.  

 E-‐mail  as  either  a  Word  document  (.doc)  or  cut  and  pasted  into  the  email  body.  If  you’d  like,  you  can  check  the  PTVBC  website  for  examples  of  sites  from  the  past  in  Portland.  The  sooner  this  information  is  received,  the  more  it  helps  the  entire  VBC.  By  all  means,  please  ask  us  for  help  collecting,  deciding,  or  creating  this  information  as  needed.  Remember  –  these  pieces  can  be  completed  by  multiple  people  in  your  community!    Site  name  (i.e:  “Cobzeebo”,  “Memorial  Life  House”,  “ReBuilding  Center”,  etc.)    Site  address  applicable  location  description/  intersection/  landmarks,  (i.e:  2000  Fake  St,  at  the  corner  of  Fake  and  SE  20th,  Community  Center  at  Placebo  College,  etc.)    Site  contact  information  to  be  published  (AT  LEAST  ONE  phone  #,  email,  website)    Schedule  of  activities  for  your  site,  be  as  specific  as  possible.  Format:  Day,  Time  period,  Activity  (eg:  Cobbing,  planting,  street  painting,  community  gathering,  educational  activity,  bike  parade).      Attach  at  least  one  rendering  of  the  site,  such  as  a  3-‐D  sketch,  a  design,  an  architectural  rendering,  or  drawing.  This  is  essential  to  help  people  understand  what  your  site  is.  Photos  of  the  site  as  it  currently  looks,  or  any  photos  representing  site  members  or  activities  relevant  to  the  site  will  also  help  create  an  exciting  page  for  you.  Labels  and  short  descriptions  of  your  project.    Write  approximately  100-‐300  words  describing  your  site.  You  already  have  your  project  drawing  –  this  section  is  where  you  get  to  tell  a  story  about  why  your  community  is  so  awesome.  Include  why  you  are  doing  a  site,  what  is  unique  to  the  construction  of  your  site,  why  volunteers  would  want  to  help,  or  anything  else  worth  noting.  You  can  also  state  if  you  still  have  materials  requested,  or  if  people  should  bring  their  own  tools  to  the  site.