The relationship between volunteer groups and the council is such an important one. Most volunteer groups will need council green spaces teams to agree to any changes volunteer groups want to make to a space – they or their contractors have responsibility for the land, and also a volunteer group’s plans need to fit in with whatever the council has planned for the site. Furthermore, changes, however small, can have a knock-on effect to the way the council or their contractor manages the space – for example installing a small garden can impact the way the grass is mowed or even what machinery is required.
When approached in a constructive way on both sides, this relationship can really flourish and yield great things for green and blue spaces! Here are some tips from friends groups and council teams about how to get the most out of the relationship, and what works best. If you have any tips you can add to our list, please let us know!
Tips from volunteer groups
Try to set up catch ups with a council officer a couple of times a year. A walkabout is also good, if possible, to help visually understand ideas or issues.
If the council has to say no, there is likely to be a very good reason. It may be possible to discuss what the specific issues are to work together to find a compromise. In the end, some things are not possible, but perhaps this can lead to a useful conversation about what is possible.
Keep the local community involved and up-to-date through social media – particularly the local street WhatsApp groups – and even letter drops. Council teams often like to know that the community supports a group’s projects. Establish links with a variety of local organisations and companies including Supermarket Community Champions – for grants and donations of up to £200; using local businesses with tree and other environmental projects and involving local residents with special skills in areas such as carpentry and bee keeping.
Work with local schools with their ongoing garden projects and help with maintenance – involving the school community with your work and also educating the next generations about civic engagement and how we can support our communities and our green spaces.
Use your own YouTube channel for short videos on the project works as well as establishing a graphic web site with plenty of information for use by the media which are also available for local council officers and elected ward councillors to view.
Formalise the status of your group when you are able – this is even a requirement of some council teams in order for them to engage with groups. For tips about legal structure or a constitution sample, click here.
Set up a bank account so you can fundraise on your own to pay for projects yourselves (sometimes volunteer groups can access pots of money that council departments can’t!) – tips on bank accounts here.
Check if there are other ways to formalise your group’s status with the council – for example by being a recognised supplier.
Have your own public liability insurance, safeguarding policies (we’re doing a webinar on this over the summer) and get familiar with first aid best practice. Some councils provide insurance for groups – so contact your green spaces team to find out. If they don’t, then consider joining TCV where you can get access to insurance at discounted rates and apply for funding to cover some early set-up costs.
Tips from council officers
Engage your community early on, find out their aspirations and what they want. Listen, listen and listen.
Find your key local champions and value them, but be aware that different people will be able to give different amounts of time, and different skills.
Think about long term maintenance implications when designing spaces.
Find reasons to celebrate as you go on your journey together, mark each milestone.
Think outside the box when it comes to engaging volunteers, there may be chances for additional benefits for the community, i.e engage schools or SEND residents.
Always be clear about the responsibilities you’re taking on - who is responsible for repairs, who pays insurance etc. Some boroughs require this to be negotiated in a heads of terms document and written into a formal agreement. You need independent legal advice before signing a formal agreement.
It’s important that any community organisation buying or renting a building is incorporated, to ensure limited liability for those involved.
Be aware of health and safety, and make sure activity leaders have appropriate training. Insurance or a licence may be needed, i.e. for sports activities.
Think about the skills, capacity, and safeguarding practices you will need within your organisation if dealing with people with different levels of need.
Patience – teams are generally under resourced and spinning many plates.
We may need to seek authority for some works or actions (from Members, planning, regulatory services. Some actions require input from multiple service points which can also take time.
Be aware of limited financial resources to do everything – especially patrolling and enforcement in parks.
Fly tipping isn’t just a local issue.
We usually want the same outcomes but there may be resource issues with regard to deliverability. Expect to have your expectations managed.
It is hard to say no – but sometimes it is necessary.
Work together.
Plan ahead. (A good way to approach this is to think about short, medium and long term goals/strategy. The Better Friends survey can help you analyse your group’s strengths and areas for improvement.) Prioritise.
Communication is the most important thing. So just letting the team know when projects, events and planting are happening, as you might be able to get some extra support through reaching out and it helps with ongoing management if the team is aware of any changes on site.
Invite grounds teams/parks departments to friends meetings, as officers learn more about the green spaces from the perspectives of local people, and it's a great opportunity for the group to speak with someone directly about things happening in their site.
Engage with any training/upskilling activities, like ID courses or countryside management skills training that the officers/contractors offer.
Many thanks to the groups and officers who contributed!
