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NEIGHBOURHOOD NGARGEE An easy guide to organising neighbourhood gatherings
2019 - 2020
This kit was adapted from the original Street Party Kit (2004) Cover Illustration: Joel Meadows.
City of Port Phillip 2 Neighbourhood Ngargee Kit 2019 - 2020
Contents What is Neighbourhood Ngargee? .............................................................................................. 3
Benefits of Neighbourhood Gatherings ...................................................................................... 3
Application Process ...................................................................................................................... 4
3.1 Application Form 4
3.2 Expression of Interest (EOI) process 4
3.3 Holiday Period Closure 5
3.4 Public Liability Insurance 5
3.4.1 Becoming an approved organiser 5
3.4.2 Co-contribution fee 5
Road Closures ............................................................................................................................... 6
4.1 First time host 6
4.2 Existing host 6
Other Considerations ................................................................................................................... 7
5.1 Invitations 7
5.2 Getting people on board 7
5.3 Deciding on a venue 7
5.4 Involving people’s skills 7
5.5 Food 7
5.6 Enjoying the gathering 8
Where are you having the gathering? ......................................................................................... 8
6.1 Private property 8
6.2 On-road neighbourhood gatherings 8
6.3 Block parties 8
6.4 Community Centres 9
6.5 Council land (including parks and gardens) 9
6.5.1 Between 150 and 200 people 9
6.5.2 More than 200 people 10
What else should you consider? ............................................................................................... 10
7.1 Victoria Police PartySafe Program 10
7.2 Excessive noise 10
7.3 Waste 10
7.4 Disputes and violence 11
7.5 Injuries and medical emergencies 11
7.6 Alcohol 11
7.7 Food 11
Appendix A: Sample invitation .................................................................................................. 12
Appendix B: Notification of road closure ................................................................................. 13
Appendix C: First time host road closure approval ................................................................ 14
Option 1- Letterbox drop 14
Option 2 - Door knock 15
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What is Neighbourhood Ngargee?
Council aims to promote social inclusion and connectedness in the community by facilitating opportunities for neighbours to interact with each other and we see Neighbourhood Ngargee (gatherings) as one way for local residents to interact and engage with each other.
Our objective is to:
• support local residents to hold neighbourhood gatherings and events to increase neighbourly awareness and interaction;
• create an atmosphere of trust, safety, belonging and social cohesion in the local community;
• improve community health and wellbeing.
The Council Plan 2017 – 2027 provides the priorities and settings for our health and wellbeing commitments. Direction one of the Council Plan 2017 – 2027 is ‘We embrace difference and people belong’. A key outcome of this direction is a safe and active community with strong social connections. We will work towards this outcome by:
• Supporting programs that create social connections and strengthen community networks.
• Building community capacity by harnessing the knowledge, expertise and spirit within our community.
This kit provides ideas to inspire you to create simple events to ‘meet your street’ and ‘know your neighbours’ as well as practical guidelines to ensure these events are a success.
The City of Port Phillip partners with the Port Phillip Community Group (PPCG) to manage the process of closing streets for the purpose of neighbourhood gatherings.
This partnership has been in operation since 2004 and aims to eliminate barriers to holding neighbourhood gatherings by providing residents with:
• road closures • traffic management plans • event day traffic warden duties • public liability insurance
• advice to residents from an experienced community development worker
Benefits of Neighbourhood Gatherings Neighbourhood gatherings provide the opportunity to create an inclusive and connected community. They allow residents to form connections with their neighbours, enhancing their social connections in their immediate community.
A neighbourhood gathering provides an event with a friendly atmosphere that encourages all residents to participate. Communities with high levels of friendship and connectedness are enjoyable places to live and have positive effects on everyone’s health and wellbeing.
Previous participants report that as a result from being involved in the program, they have formed connections with their neighbours and feel that it has increased the friendliness of the neighbourhood.
“It makes a big difference when you walk outside your house and you recognise the faces. Small things like that make a big difference and when you know someone
socially then you’re much more likely to stop and chat in the street and then it begins to snowball…”
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These gatherings provide a starting point for higher levels of social inclusion with residents forming things like community groups, children’s playgroups, walk to school and pet walking groups to further enhance the social connections within their lives and the wider community.
The program allows residents to get to know their neighbours by name, have a chat and have contacts to call in cases of emergency. It enables a community to work together to create an inclusive, friendly and healthy neighbourhood.
“We now have a fortnightly kid’s play session with some of the kids’ parents.”
Application Process 3.1 Application Form
Participants wanting to host a Neighbourhood Ngargee, must complete an application form that is available on the Council website http://www.portphillip.vic.gov.au/neighbourhood-ngargee.htm
The application form requires the following information:
• Street name
• Proposed date and time of the gathering
• Contact details of organiser
• Details of planned gathering (e.g. BBQ, how many people expected)
• New or existing host
• Agreement to program terms and conditions
• Site plan of road closure indicating where organiser would like the road closed.
3.2 Expression of Interest (EOI) process The City of Port Phillip commits a set budget each year to cover the costs of supporting residents to hold on-street neighbourhood gatherings, generally providing for up to 30 gatherings per year (final number may be above or below this figure each year as the costs associated with road closure equipment hire differ dependent on size of closure). This represents a saving of between $300 - $800 per household.
In an effort to ensure we are being as fair and equitable as possible, we conduct an annual Expression of Interest process. This provides a set point in time that Council can assess applications and permit gatherings up to our budgeted amount.
In the case of the budget not being full expended, we will receive applications on an ongoing basis and review on a ‘first come first serve’ basis.
All applications will be approved in the following order:
1. New applicants (i.e. new streets, not just new organisers) 2. Returning gatherings from 2 years or more prior 3. Recurring annual gatherings
2019 - 2020 Neighbourhood Ngargee Season - Expression of Interest Dates
• EOI period opens – Tuesday 17 September 2019
• EOI period closes – Friday 4 October 2019
• Notifications to applicants – Monday 28 October 2019
Application forms should be submitted to: Port Phillip Community Group - Alma Road Community House Phone: 03 9525 8746 Email: [email protected]
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3.3 Holiday Period Closure Applications between Monday 23 December 2019 and Monday 20 January 2020 will not be accepted. This is due to staff and contractor constraints over the holiday and new year period.
3.4 Public Liability Insurance Neighbourhood gathering organisers do a great service for their community but may leave themselves vulnerable without insurance.
The organiser is responsible for the smooth running of the event. If anyone attending the gathering incurs an injury or loss as a result of the way it has been organised or run, they could take legal action against the organiser.
This means that residents attending the gathering are assured that there is an accountable and responsible organiser and you as the organiser will be covered should they sustain an injury related to the organisation of the event. However, should people injure themselves at the gathering in an incident unrelated to the organisation of the event; they would have to take responsibility for this.
If the Neighbourhood Ngargee is approved and the organiser is eligible, public liability insurance is provided by the Port Phillip Community Group as part of the co-contribution fee.
3.4.1 Becoming an approved organiser
In order to become an approved on-road neighbourhood gathering organiser, you will need to become a volunteer of the PPCG. To do this you must undergo a police check. This is simply a matter of filling in the ‘Consent to check and release national police record’ form and providing 100 points of ID. Any information provided is strictly confidential and will only be held with Victoria Police and PPCG.
3.4.2 Co-contribution fee
A co-contribution fee of $50 is payable to the Port Phillip Community Group.
This fee covers the provision of a traffic warden trained staff member to install road closure equipment on the day of your event and access Public Liability Insurance through PPCG. This is not a revenue generating cost for the City of Port Phillip or PPCG. Organisers may choose to cover this cost themselves or ask each attendee for a small contribution.
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Road Closures For any on-road event, you will need to obtain Council consent for a road closure.
4.1 First time host You will need to gather in writing, support from at least 75% of property occupiers directly affected by the road closure, especially where there are existing parking restrictions in local residential or commercial streets. (see Appendix C for example).
4.2 Existing host You may automatically use the approval from the immediate previous year if there are no major changes to your gathering, just check with your neighbours for any objections. We do require you to circulate a notification of road closure to affected properties (see Appendix B for an example).
1. Organiser to determine the area to be closed off in discussion with PPCG. 2. Supply PPCG with the required completed documentation. You will be required
to submit:
• If first time, written evidence of support of closure from at least 75% of affected properties i.e. residential/ commercial local roads (see Appendix C for example).
• A clear map/site plan indicating your proposed road closure 3. You will receive a letter issued by Council consenting to the road closure
including an approved traffic management plan. 4. The road closure equipment will be organised by Council (provided by a third
party) and supplied to the organisers address on the Thursday prior to event date.
5. A PPCG staff member will attend the location on the day of the event to setup/ install the equipment.
6. Organisers will be responsible for packing down of equipment ready for collecting the following business day which will generally be the same as the drop off point unless otherwise pre-arranged with PPCG and Council. A charge from $40 per piece of equipment is applicable if vandalised/ damaged or stolen to replace.
If you are successful in obtaining a road closure permit, the organiser must circulate a road closure notification reminding residents of the road closure and timing. This is to ensure all neighbours are aware of the traffic restrictions on the day of the gathering.
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Other Considerations 5.1 Invitations
• It is a good idea to distribute invitations with confirmed gathering details at least four weeks ahead.
• Be clear about the details of the gathering including start and finish time, clear BYO requirements, contact details and any other information about the event.
• Be clear about any financial contribution required from attendees on the invitation including what it is for.
• Be inclusive – invite everyone. They may not all show up, but they will feel pleased to have been invited.
• See Appendix A for a sample invite.
5.2 Getting people on board
• Share the concept with some neighbours you think will like the idea.
• Invite two or three people to join you as ‘contact people’ to help you get things started.
• Share the task of inviting people – door knocking and hand delivering invitations works well and it starts the connecting process.
• If you wish to close the road, you’ll need to gather the written support of 75% of affected residents in order to get a council permit. This is a great opportunity to make contact with your street and identify others who may wish to help organise the event.
5.3 Deciding on a venue
• This is a key step in the process and determines the authorisation procedure you need to undertake to obtain Council approval (if required).
• It’s often fun to ‘take over’ the street for a few hours and reclaim spaces usually reserved for traffic. However, there are a few things that need to be done to ensure this is done safely.
• You may also consider using someone’s front garden, the shared body corporate area of a unit development, a local park or community centre, or even organising a get together in a local restaurant.
• Depending on your preferred venue, there may be costs involved with having a neighbourhood gathering.
• Check Section 6 for more information on what to do depending on your preferred venue.
5.4 Involving people’s skills
• Are there any local budding musicians, artists, performers, storytellers, historians or chefs who may like to assist with the event?
• Ask people to design invitations, play music at the event, make lanterns or decorations and share local stories or their favourite recipe.
5.5 Food
• A BBQ is a great focal point.
• BYO everything works well and allows people to contribute.
• Be very clear on the invitations about what you would like people to bring.
• Make sure you ask people to bring their own crockery and cutlery unless you arrange paper plates and cups.
• Culturally diverse dishes are also a great opportunity to connect over family recipes.
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5.6 Enjoying the gathering A gathering can be all shapes and sizes, why not try:
• A games night
• Coffee together at a local café
• A BBQ
• Afternoon tea
• Traditional party
• Friday night pizza
• Hang out, enjoy food and conversation.
• Introduce yourselves, children and dogs. Wear name-tags (these can include people’s street numbers and number of years lived in the street).
• Play cricket or volley ball on the road (if you have a road closure).
• Listen to acoustic music, have a sing-a-long or ask people to bring their favourite CDs.
• Involve the kids with children’s performances, a paddling pool or hire toys from the local toy library.
• Keep the event short, 1.5 hours to 2 hours. People can arrange to meet separately later if they wish to.
• Keep note of who attends and common interests, to build on for any future events.
Don’t forget, each resident has the right to participate only as much as feels comfortable.
Where are you having the gathering? 6.1 Private property
Private space such as a driveway, backyard, front lawn or shared space around flats/apartments may suit your needs. An added benefit of using private property is not requiring a permit from Council.
6.2 On-road neighbourhood gatherings This process is managed by Council’s Diversity and Inclusion Planning Department.
On-road neighbourhood gatherings are defined as an organised social gathering of up to 150 people which is held on a Council managed local road which is for the sole purpose of bringing together people in a particular area or community and which have low infrastructure requirements.
All terms and conditions, including infrastructure specifics, can be found in the Neighbourhood Ngargee Road Closure Terms, Conditions and Application Form available on Council’s website.
For any events in excess of 150 people or that are in excess of the prescribed infrastructure allowances, refer to Section 6.5.
6.3 Block parties Apartments make up almost 60% of all dwellings in the City of Port Phillip. We would like to invite those who live in apartments, units or flats to have a block party and get to know their neighbours. Finding a venue is easy, you can try the car park or a common space in the apartment block—perhaps a green patch or at the side of the block?
You will need to notify your strata body or body corporate of your intended gathering. It might be good to bring up the idea at the next meeting. You never know, you may start recruiting helpers there!
Remember, respecting others in your block is the best way we can create friendly and healthy neighbourhoods.
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6.4 Community Centres This process is managed by Council’s Future Communities Department.
Community Centres provide places in the City of Port Phillip where our local community can meet, socialise, learn, recreate and access information about council services and other local services.
Whether you're interested in making new friends, learning new skills, improving your English or simply helping others, you can always be sure of a warm welcome at your local Community Centre. There are seventeen community centres located throughout the municipality, so there should be one located close to you, possibly even just around the corner.
Some community centres are available for hire, and some have regular activities you can participate in.
Council requires hirers to be covered for public liability insurance, as recommended by Council’s insurance broker, for a minimum of $10 million.
In the event that an unincorporated organisation or individual is not insured, insurance cover may be available from Council for a fee of $28.50.
Further information can be obtained online: http://www.portphillip.vic.gov.au/local_community_centres.htm
6.5 Council land (including parks and gardens) Port Phillip is a popular location for a variety of outdoor events, including local community events, promotional events, large sporting events and fundraising activities.
A permit is required for any organised sporting, recreational, cultural, commercial or social gathering of people which is held on land managed by the Council.
6.5.1 Between 150 and 200 people
This process is managed by Council’s Meetings & Events Department.
Minor event permits are required for events that have in attendance, less than 200 people.
Permits are granted for a two-hour minimum and a six hour maximum and incur a fee for use.
Organisers are required to provide a public liability certificate of currency or it can be purchased from the City of Port Phillip for $28.50.
There are a number of terms and conditions that must be adhered to including consumption of alcohol, noise management and infrastructure allowances.
Further information can be obtained online: http://www.portphillip.vic.gov.au/events-weddings-functions-in-parks.htm
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6.5.2 More than 200 people
This process is managed by Council’s Foreshore & Major Events Department.
An event permit is required for events that have in attendance, more than 200 people or include significant infrastructure.
Permits will incur a fee, however dependent on eligibility a fee waiver may be granted.
Applications generally take 10 to 30 days to assess.
Organisers are required to provide a public liability certificate of currency.
There are a number of terms and conditions that must be adhered to including consumption of alcohol, noise management and infrastructure allowances.
Further information can be obtained online: http://www.portphillip.vic.gov.au/event-permit-applications.htm
What else should you consider? 7.1 Victoria Police PartySafe Program
The Victoria Police Partysafe Program provides advice to help you set the standard of acceptable behaviour and ensure that safety is maintained at your gathering.
The vast majority of events are planned and conducted responsibly. However, despite the care you take there is always a risk that there will be trouble or dangerous situations.
We strongly encourage you register your gathering with Victoria Police so they can assist should a serious problem arise.
You can register online at www.police.vic.gov.au/partysafe
7.2 Excessive noise Unreasonable noise is the most common reason for police attendance at an event. Please consider your neighbours when planning and enjoying your gathering.
The Environment Protection Authority (EPA) residential noise guidelines identify prohibited times for residential noise. However, noise may still be deemed unreasonable outside of prohibited times due to its duration or intensity.
For example: A musical instrument and any electrical amplified sound reproducing equipment including a stereo, radio, television and public address system is prohibited at the following times:
• Monday to Thursday: before 7 am and after 10 pm.
• Friday: before 7 am and after 11 pm.
• Saturday and Public Holidays: before 9am and after 11 pm.
• Sunday: before 9 am and after 10 pm.
To view the full list, please visit the EPA website at: https://www.epa.vic.gov.au/
7.3 Waste All litter generated as a result of the event must be removed at the event conclusion.
You as the event organiser must not deposit any waste associated with your event, such as empty plastic glasses or decorations into Council waste containers.
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7.4 Disputes and violence Unfortunately, arguments between guests, neighbours and others may occur and have the potential to lead to physical violence and injuries. Excessive consumption of alcohol can increase the risk of arguments and their unpredictable escalation.
It is vital that you:
1. Ensure appropriate supervision and coordination of the event 2. Call police on Triple Zero (000) if you cannot handle an emergency situation
7.5 Injuries and medical emergencies Injuries and medical emergencies may arise unexpectedly. Planning should aim to prevent any risk of injuries and should involve a plan for responding appropriately to any emergencies which may arise.
It is vital that you:
1. Identify and control any possible hazards 2. Prepare for medical emergencies (first aid kit, emergency numbers etc.) 3. Call for an ambulance on Triple Zero (000) in an emergency
7.6 Alcohol Under Council’s local laws, there are alcohol bans are in place across the City of Port Phillip. Before your Neighbourhood Ngargee, please read the detailed information about consumption and possession of alcohol in public places that is included in Council’s Local Law No. 1.
For more information about alcohol bans or Council’s local laws, please contact us via ASSIST on 03 9209 6777 or [email protected].
7.7 Food Please note that the sale of food and drink requires additional permits. BYO food and drink is suggested to reduce costs for the organisers and ensure the food is appropriate.
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Appendix A: Sample invitation Below is an idea of what and how you may promote the idea of a Neighbourhood Ngargee in your local community.
Hello Neighbour!
I would like to invite you to our Neighbourhood Gathering. This is an opportunity for neighbours to get together, meet each other, have fun and maybe work together on a common activity.
Date: ________________ Time: _______________________
Location:
_________________________________________________________
_________________________________________________________
We are asking attendees to bring:
• Chairs to sit on
• Meat or vegetarian food to barbeque
• One salad and one dessert to share (enough for five people)
• Beverages (coffee and tea will be provided)
• Non-breakable plates, cups and cutlery
(Please fill in information below)
In addition, do you have the following that could be used?
Barbecue Tables Small marquee Esky/cooler Game/activity
Details:
______________________________________________________
_________________________________________________________
Do you have a talent that you would like to share with us? (E.g. juggling, storytelling, singing etc.)
_________________________________________________________
_________________________________________________________
Do you have any suggestions for activities you could organise?
_________________________________________________________
_________________________________________________________
Are you able to help with some of the organisation on the day? (E.g. greeting, cooking BBQ, coordinating entertainment, setup, clean up)
_________________________________________________________
_________________________________________________________
Please return the bottom section of this flyer to:
______________________ at ____________________
OR
___________________ at _______________________
Your name: __________________________ Phone: _________________________
Address: ________________________________________________________________
Email: __________________________________________________________________
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Appendix B: Notification of road closure
Dear Neighbour,
My name is ____________________________ from
_________________________________________________________________________
I am again organising a neighbourhood gathering on ________________________
between______________________ and __________________________________.
This will be a great opportunity to meet your neighbours and get to know who lives in your
street.
Similar to last year, I am hoping to close the road between numbers ______ and number
______ for the above mentioned date and time.
In order to get approval from Council for last year’s road closure, written support was
required from 75% of the affected areas households and businesses - which we successfully
obtained.
As this is a returning event Council doesn’t require us to do this again however, we do have
to notify you of our intent to close the road again.
If you have any objections to a neighbourhood gathering and associated road closure going
ahead on the proposed date and time, please contact Port Phillip Community Group who
manage this process on behalf of the City of Port Phillip on the details below.
If more than 25% of affected residences object then the road closure won’t be granted.
Port Phillip Community Group Alma Road Community House 200 Alma Road, East St Kilda VIC 3183 03 9525 8746 / [email protected]
Best regards,
________________________________.
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Appendix C: First time host road closure approval
Option 1- Letterbox drop
(Return copies of all return slips with your application and keep copies for yourself)
Dear Neighbour,
My name is _______________________ from ____________________________________
I am organising a neighbourhood gathering on __________________________ between
__________________________ and _____________________. This will be a great
opportunity to meet your neighbours and get to know who lives in your street.
I am hoping to close the road between number ________ and number ________ for the
above mentioned date and time.
In order to proceed with the road closure, written support is required from 75% of the
affected areas households and businesses. If you have no objection to a neighbourhood
gathering and associated road closure going ahead on the proposed date and time, please
sign and detach the form below and drop it into my mailbox by ______________________.
Once the neighbourhood gathering and road closure has been approved, I will distribute
invitations with further information.
Best regards,
________________________________.
Please tick the relevant boxes, fill in your details and return this completed form:
I have been informed of the date and times of the neighbourhood gathering, and:
I am / I am not in favour of the proposed neighbourhood gathering, and
I am / I am not in favour of the proposed road closure Name:____________________________________________________________________
Address:
_________________________________________________________________________
_________________________________________________________________________
Phone number: ____________________________________________________________
Signed:___________________________________________________________________
Date: ___________________________
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Option 2 - Door knock
(Return a copy in submission with the application and keep a copy for yourself)
I am a resident of _______________________________ and am in favour of the proposed
neighbourhood gathering and road closure on ____________________________ between
_______________________ and ________________________.
Date Name Address Signature
