Community Led Review Report #2

Community-led Programs Review Report #2

January 2015

Table of Contents About The 519

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The Community-led Review

4

The Phase Two Survey

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Phase Two Survey Results

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Theme 1: Community-Led Programs—Definitions, Strengths and Challenges

8-10

Theme 2: Fostering Awareness, Communications and Relationships

11-13

Theme 3: The 519’s Role in Supporting Community-led Groups

14-17

Theme 4: Open-ended Feedback

18

Recommendations

19

Next Steps

20

Contact Information

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About The 519 Established in 1975, The 519 is one of Toronto’s longest-standing community centres. For over 35 years we have been the hub of community life, serving the Church and Wellesley Village and beyond.

What We Do The 519 is a meeting place and focal attraction for the diverse downtown Toronto communities it serves. Within a supportive environment, we respond to the needs of the local neighbourhood and broader Lesbian, Gay, Bisexual, Transsexual, Transgender, and Queer (LGBTTQ) communities. We achieve this by providing resources and opportunities for people and groups to practice selfdetermination, civic engagement, and community participation.

Currently, The 519 houses over 75 community-led, volunteer-run programs (including community services, education, recreation, and self-help). We also welcome over 150 organizations and community-led groups (in areas such as community fundraising, off-site recreation, professional associations and unions, social activists, social service organizations, and tenants’ organizations) that hold meetings and events at The Centre. Last year over 50,000 individuals made over 250,000 visits to The Centre.

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The Community-led Review The 519 welcomed over 250,000 visitors to The Centre last year. While many of those visitors attend staff-led programs such as our Family Resource Centre or Meal Drop-in Programs, the majority of our visitors come to The Centre to participate in a diverse array of community-led programs offered by groups and organizations.

The Centre is working with our partners at the United Way and the Hunter Foundation to establish processes and systems that will allow staff-led programs and community-led initiatives to function collaboratively and better complement one another. Understanding that our staff resources are best when utilized to enable community leadership, we aim to better support both community-led and staff-led initiatives and to develop a spectrum of programming that is responsive, expandable and flexible.

This project aims to adapt our organizational model to ensure consistent support and resources are provided for all the programs at The 519. As such, through this project we aim to understand how to better serve our community through a diverse offering of supports and opportunities.

Specifically, our areas of focus in achieving these aims are our community-led programs, our Space Use Policy and our community engagement strategies.

On behalf of the Board, staff and members of The 519, thank you for your contributions to making our community stronger, healthier and more welcoming. Our Centre is invaluably shaped by your contributions, input, commitment, and efforts.

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Community-led Review Outcomes The Community-led Programs Review aims to achieve the following outcomes: 

Document the strengths, needs and challenges of community-led programs.



Identify skills workshops to address the stated needs and challenges.

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Increase engagement between community-led programs and staff-led programs.

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Increase awareness of the internal resources needed and most used by community-led programs.

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Develop a common definition of community-led programming.

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Develop a framework for effective staff support for community-led initiatives.

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Develop space on The 519 website dedicated to community-led programs, for event listings and group descriptions.

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Develop, implement and evaluate training for community-led program leaders.

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Increase collaboration and engagement programs for community-led program leaders.

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Increase representation and support of community-led programs in communications, representation and resourcing at The 519.

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Develop a communication tool to assist in building relationships between community-led programs, and allow The 519 to communicate important information when needed.

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Community-led Review Advisory Committee The Community-led Review advisory committee has been meeting since August 2014, bringing together diverse voices from the community to lead the process of evaluation and change. The advisory committee will ensure that The 519 is supporting our vibrant and varied communities the best we can. Every 6 weeks the advisory committee meets to share perspectives, address space concerns, and discuss opportunities for growth. The advisory committee has begun reviewing community engagement and support strategies and communication strategies. Coming Out Being Out, Hassle Free Clinic, Artists Without Barriers, and Writer’s Collective are just some of the community-led programs participating on the committee. By participating on the committee, community-led groups will benefit our communities and agencies, and facilitate relationship building.

As with the first survey, in the Phase Two Survey we invited community-led groups to join the advisory committee. Over 75% of respondents were interested in joining the advisory committee or wanted more information.

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The Phase Two Survey The Phase Two Survey expands on responses from the Phase One Survey by going into greater depth and gathering more qualitative data. Between October 20th and November 28th, 2014, The 519 collected responses to the Phase Two Survey using Survey Monkey, an online survey tool. The Survey is 17 questions long and is intended to provide us with a deeper understanding of the greatest strengths and challenges of the community-led programs, and how they can be best supported by The 519. The Survey asked respondents for information such as: 

The most concerning challenges currently faced

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Programs’ top assets

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Level of familiarity with 519 staff-led programs and policies

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Level and interest in communication with other community-led programs

Phase Two Survey Responses The Survey link was sent via email to 289 community-led groups who booked space at The 519 in 2013-2014. In total, 21 community-led groups completed the survey. This response rate was lower than that of the Phase One Survey, which may reflect survey fatigue, or the fact that the Phase Two Survey required more time to answer the in-depth, qualitative questions. Community-led groups that responded to the survey fell into the following broad categories: 

HIV and Health Groups—5



Recreational Groups—4

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Workplace Groups—2

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Support and Recovery Groups—2

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Rights and Advocacy Groups—2

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Foundations—1

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Other (support for specific populations)—5

Organization of this Report We present the Phase Two Survey results under four themes, followed by Recommendations, and Next Steps.

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Phase Two Survey Results Theme 1: Community-Led Programs—Definitions, Strengths and Challenges Summary We asked community-led groups to define, in their own words, what “community-led programs” meant to them. Community-led groups’ responses revealed a number of common themes: “by and

for” community, volunteer led, grassroots and empowering, meeting needs identified by community, diversity, and responding to the needs of marginalized or underrepresented groups. Overall, survey responses revealed a high level of consistency on questions regarding strengths, weaknesses, and areas of training/expertise. The majority of community-led programs report as strengths their committed volunteer support, respected community presence, and good leadership. Community-led groups also reported a high level of training and expertise across a wide range of topic areas, including program development and implementation, project management, and administration.

Roughly 60% of groups reported that fundraising, and promotions and public relations, are significant challenges, while 32% reported web design and management as a significant challenge.

In your own words, please define what a “Community-led program” is to you 

A program initiated and championed by community members.



Created by the community and caters primarily to the needs of the community for which it was created.

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An activity that is led, defined and organized more at the community level, reflecting interest and commitment of that community, rather than something provided by others who may or may not be sufficiently connected to the community to understand the needs of that community.

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Community-led program is a program that responds to people needs in communities.

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Run by and for community. Grassroots initiative. Responsive and ready to flow with the emergent.

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It is a program where programming directly involves volunteers from the community and community input.

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A program that regularly meets with and involves its community in planning and carry out activities.

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It is a type of program supported and operated by community leaders and supporters (volunteers and members).

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A program that is wanted by the community and that often helps empower an often under-represented and marginalized group of people. These programs should be run by the community and for the community through grassroots.

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A group or collective run by volunteer community members reaching out to the diverse needs of a diverse community.

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In our case, it's a group without elected or appointed leaders, where people who feel passionate about the importance of the group commit time and energy to keep it moving forward.

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Community led programs are those that have great community relations and input. They also meet a need in a community.

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Phase Two Survey Results Theme 1: Community-Led Programs—Definitions, Strengths and Challenges

What are your program’s top three strengths or assets that make your program great, keep it running smoothly or have secured its longevity?

Committed Volunteer Support

71.43%

Good Leadership

61.90%

Respected Community Presence

47.62%

Strong Community Partnerships

38.10%

Consistent Funding

33.33%

Good Financial Planning

23.81%

Social Media Platform Usage

19.05%

Web Design and Management

4.76%

What are the three most concerning or pressing challenges your program currently faces?

Fundraising and Resource Mobilization

63.16%

Promotions and Public Relations

57.89%

Web Design and Management

31.58%

Program Planning

26.32%

Conflict Management

21.05%

Program Implementation

21.05%

Social Media Platform Usage Program Evaluation

15.79% 0.00%

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Phase Two Survey Results Theme 1: Community-Led Programs—Definitions, Strengths and Challenges

How would you rank your level of training/expertise in the following areas?

0

1

2

3

4

Program/Organizational Development and Planning (Mission, vision, core values)

3.5

Project Management

3.36

Effective Administration (scheduling, membership/participation records, financial records, etc.)

3.24

Event Planning & Manage ment

3.23

The LGBTQ Community

3.1

Program Evaluation

3.05

Governance and Leadership (inclusive decision-ma king, conflict resolution, etc.)

3.05

Effective Outreach and Partnership Building

2.8

Marketing, Public Relations & Branding

2.77

Social Media Platforms (Facebook, Tumblr, Instagram, Twitter, etc.)

2.73

Trans101 (understanding the trans community, pronoun usage, creating safe spaces)

2.73

Equity, Self-Determination and Anti-Oppressive Frameworks

2.73

Fundraising/ Case for Support Proposal/Grant Writing Web Design and Management Non-Profit or Charitable Organization Status with the Canadian Revenue Agency

1 - None 2 - Neutral 4 - I have training/expertise

5

2.7 2.55 2.36 2.23

3 - Some training/expertise 5 - I am a trainer/expert in this area

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Phase Two Survey Results Theme 2: Fostering Awareness, Communications and Relationships Summary In terms of the relationship between The 519 and community-led groups, 76% of community-led programs indicated that they felt not at all, neutral, or somewhat represented by The 519’s communications and resources. In addition, community-led groups indicated a fairly low level of familiarity with The 519’s staff-led programs and our policies. Other than the highly visible FABARNAK, most staff-led programs were not very well known by community-led groups. Given the centrality of The 519’s Anti-Discrimination policy and other policies and protocols to our mission, these low levels of awareness among respondents indicates an area for future work. Forty percent of community groups indicated that they do not communicate with other community groups that use The Centre or groups within the community. Overall, these results indicate an opportunity to foster greater awareness, communi-

cation and relationships between community-led groups and The 519, and among community-led groups.

Specifically, what is your level of familiarity with the following 519 staff-led programs?

0

1

2

3

4

Fabarnak Newcomer and Settlement Services Counselling Services PrideHouse TO Family Resource Centre Sunday Drop in Program Older LGBT Resource Centre Women’s Group Hear It! Stop It! Campaign MealTrans Legal Clinic

1 -Not at all

2 - Somewhat familiar

3 - I am familiar

4 - I am very familiar

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Phase Two Survey Results Theme 2: Fostering Awareness, Communications and Relationships

What is your familiarity with the following 519 policies and procedures: 0

1

2

3

4

Space Use Policy Anti-Discrimination Policy Safety Protocols and Building procedures (ex: fire exit procedures) Complaints & Appeals Policy

1 - Not at all

2 - Somewhat familiar

3 - I am familiar

4 - I am very familiar

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Phase Two Survey Results Theme 2: Fostering Awareness, Communications and Relationships

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Phase Two Survey Results Theme 3: The 519’s Role in Supporting Community-led Groups Summary When asked about the types of non-financial resources that would be helpful to them, communityled groups identified storage space, training and education, and mailboxes as the top three resources. In terms of communication, 95% of community-led groups indicated a desire for support to increase their awareness of other community groups who use The 519, in order to facilitate partnerships, collaboration and referrals. It is, therefore, not surprising that community-led groups overwhelmingly called for a document or database that lets them find out about each other, in terms of populations represented, activities hosted, event or meeting times, and contact information.

Providing workshops and other training and capacity-building opportunities for community-led groups would also foster communication, networking and potential collaboration. Finally, in their narrative comments, a number of groups indicated a desire for greater access to meeting and event space at the 519, and flexibility in terms of booking and using space.

How could you be further/better supported by The 519 to run your program at its best? 

For possible partnerships in programming / event planning and flexibility in space usage (hours of availability).



Resource to our members.

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It would be very helpful if information about our existence were posted somewhere. So, if there were some way to advertise our group to people at the 519. For example, it wouldn't take much to list us. In the future, we might even look into having a monthly or weekly "office hour" where people could come talk to someone.

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We need to be supported for LGBT French people in terms of capacity building.

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Better management of room resources. Ability to plan and book for the longer term.

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It would be very helpful to: (1) Always have table in room #204 . (2) Have link to our website at 519's website. (3) Have our meeting listed at The 519's website.

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My recommendation for further support would probably be promote our program through its broad networks and inform us of any program development opportunities when available.

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The ability to use the space to run community dance events.

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Help with volunteer coordination and recruitment. Have access to more meeting space or shared workspaces.

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We have occasional public meetings in The 519. Sometimes your facilities are not available, so if you had access to more facilities that would be nice.

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More advertising.

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Phase Two Survey Results Theme 3: The 519’s Role in Supporting Community-led Groups How could you be further/better supported by The 519 to run your program at its best? (cont’d) 

Work with other groups, be familiar with all The 519 groups, dialogue/partner with The 519 groups, have us all promote each other. We need The 519 to facilitate this process. PLUS a mailbox, storage - tokens for our "members,” cosponsor grant applications.



Clean up the basement storage space.

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Ideas for outreach and support during conflict management issues.

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Phase Two Survey Results Theme 3: The 519’s Role in Supporting Community-led Groups

1 - Not at all

2 - Neutral

3 - Somewhat helpful

4 - Helpful

5 - Extremely helpful

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Phase Two Survey Results Theme 3: The 519’s Role in Supporting Community-led Groups

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Phase Two Survey Results Theme 4: Open-ended Feedback Summary

Numerous community-led organizations used the Phase Two Survey as an opportunity to thank The 519 for supporting them. Others told us about their group’s activities, services they offer, and their desire to form more partnerships to better meet the needs of those they represent and serve.

General Comments/Feedback 

Thank you for doing this work!!

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The 519 has supported us very well when we've needed it.

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Interested in participating but meetings conflict with programming time at 519.

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At the moment RGC is going through somewhat a transitional phase to include strategy to engage new participants. In the meantime we appreciate your continued support of our group and look forward to growing to with you. Thanks again for your kind support.

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I'm a huge fan of the 519 and would be happy to help in any way I can.

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Thanks for being there.

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Thank you.

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Most of our discussion meet-ups and outreach/education team planning sessions happen at the 519, but we also do regular social meet-ups (different activities and locations). We *do* offer asexuality educational workshops upon request to various groups/organisations.

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TWC is committed in partnering with 519 either directly or with its broad range of stakeholders to expand our reach to all who visit and count on 519 for growth and support.

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Many of these issues ie fundraising do not apply to AA.

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Thanks to “The 519 Community Centre " for your long time support to our seniors' association!

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Recommendations The following recommendations are proposed based on a review and analysis of the Phase Two Survey results.

1.

Review space availability and booking policies for community-led groups, with a view to balancing the needs of community-led programs with the needs of The 519.

2.

Update and make available at the front desk the alternative space lists in order to re-direct community groups and members when The 519 space is not available.

3.

Organize and maintain storage space for use by community-led groups.

4.

Purchase software and create a database (internal or on the internet) that contains information about community-led groups who use The 519 space, including a description of their organization, mandate, meeting time, and contact information.

5.

Develop an online calendar of events so community-led groups and The 519 members can find meeting times on The 519 website, and can promote events to the larger community.

6.

Foster greater communication about resources available to assist community-led groups, particularly program development opportunities.

7.

Host workshops for community-led groups at The 519 in order to address some of the needs identified in the survey (e.g., Fundraising and Resource Mobilization, Promotions and Public Relations, and Web Design and Management).

8.

Increase French-language resources for immigration and settlement programs, particularly around capacity building.

9.

Review and update the welcome package provided to leaders of new community-led programs, and the best way to disseminate the package (i.e., hard copy, electronic). Consider including policies and procedures, an events calendar, the Fabarnak catering menu, and other information relevant to community-led groups.

10.

Assess the possibility of providing mailboxes to community-led programs, including the need for any policy or procedures.

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Next Steps Next Steps were arrived at by reviewing Community-led Programs Review, Report #1 and the results from the Phase Two Survey, and through discussions among members of the advisory committee and The 519 staff.

1.

Plan training and capacity building workshops for 2015, including identifying facilitators and subject matter experts.

2.

Identify opportunities and develop tools for enhancing communications between and among community-led groups and staff responsible for The 519's staff-led programs.

3.

Select database software and compile and publish information about community-led and staffled programs at The 519, including relevant 519 policies and procedures.

4.

Update The 519’s Space Use Policy and develop a new policy and procedure for using The 519’s storage space.

5.

Continue the work of the advisory committee, including a focus on identifying opportunities for ongoing input by community-led groups.

6.

Develop a framework to monitor and evaluate the above initiatives.

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Contact Information The community-led programs review is being led by a team of staff and volunteers including the Strategic and Program Planning Committee of The 519 Board of Management; Amber Moyle, The 519's Consultant, Event and Contract Management; Becky McFarlane, The 519's Director of Programs and Community Services and Matthew Cutler, The 519's Director of Strategic Partnership Initiatives.

If you have questions or feedback about the community-led program review or you would like to get involved in future planning and review efforts, please contact any of the team members listed below.

Becky McFarlane Director of Programs and Community Services BMcFarlane@The519.org 416.392.6874 ext. 6775

Matthew Cutler Director of Strategic Partnership Initiatives MCulter@The519.org 416.392.6874 ext. 6775

Our mailing address is: The 519 Church Street Community Centre 519 Church Street Toronto, ON M4Y 2C9

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