Leadership Guide. Homeowner Association Community Forestry Stewardship Project. Natural Resource Stewardship Workshop
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1 Homeowner Association Community Forestry Stewardship Project Advancing Advocacy and Best Management Practices Through Training and Education Leadership Guide Natural Resource Stewardship Workshop This workshop and all materials were made possible through a grant from the USDA Forest Service as recommended by the National Urban and Community Forestry Advisory Council
2 Table of Contents Introduction... 1 Leadership Guide Overview... 2 Planning the Workshop... 3 Timetable... 3 Planning... 4 Conducting the Workshop... 5 Set-up... 5 Conducting the Workshop... 5 Introductions... 5 Explain the purpose/goal and agenda of the workshop... 5 Begin the PowerPoint Presentation... 5 Question and Answer/Wrap up... 6 Workshop Resources Appendix... 7 After the Workshop... 7 Conclusion... 8 i
3 Introduction Thank you for your interest and leadership in protecting and enhancing trees and other natural resources in your community! One of the best ways to improve the management of our communities green assets and effect change is to educate decision-makers, property owners, and grounds managers about the importance of natural resources and give them the best information on their proper care. A large and growing group of property owners in the United States is Homeowner Associations (HOAs). HOAs oversee the management of, perform maintenance on, and can directly affect a significant quantity of land, landscape trees, forest cover, and natural resources, yet often lack the knowledge and resources to properly manage these assets for the benefit and safety of the residents, visitors, and the community at-large. The HOA volunteer board members and/or their property management companies are often unprepared to maintain and enhance their community forest resources and may not understand or appreciate all the benefits trees and other natural features bring to their community. With the assistance of many partners and the U.S. Forest Service s National Urban and Community Forestry Advisory Council, a project has been completed that created a set of educational resources for HOAs that specifically address tree and natural resource management for this unique property owner group. The project goal is to effectively transfer current best management practices (BMP) and information to this significant target residential audience. This has been accomplished partially by creating an Owner s Manual specifically written for the unique HOA audience and residential land use. Rather than simply supply HOA with the best technical natural resource BMP information, this project also developed a presentation and support materials for workshops that are led by local leaders like you. So, whether you are a public-sector urban forester, private consulting arborist, natural resource cooperative extension agent, non-profit educator, contracted property management staff, or even an HOA member, this Leadership Guide contains everything you need to conduct an introductory natural resource stewardship workshop for an HOA. Through the connection with a local leader and expert like yourself, the HOA will be more successful implementing the BMPs and become better stewards of their natural resources. 1
4 Leadership Guide Overview This Guide is designed to help organize and deliver a workshop on issues and best management practices for land managed by an HOA. The workshop was designed to be given to laypeople who may have limited exposure to tree care and natural resource management. In following sections, you will find: Instructions and suggestions for planning the workshop. Recommendations for conducting the workshop. Resources for the workshop presentation. Suggestions for follow-up after the workshop. It is important to note that the recommendations and materials provided represent a very basic introduction to the topic of natural resource stewardship on HOA property. You are encouraged to expand and add to the information presented based on your own area of expertise, the level of knowledge the HOA already has, and local issues and conditions. The educational and workshop materials provided can be used as they are presented, but they are all provided as templates and you are highly encouraged to customize them for your own use and to be as appropriate and specific for your HOA audience as possible. Thank you again for your help to spread the good word about the value of our trees and natural resources, and your willingness to motivate local HOAs to become more engaged in the proper management of these valuable community assets. 2
5 Planning the Workshop Timetable The following is a suggested schedule for planning and preparing for your workshop and presentation. 3 or More Months Ahead Identify target HOA(s) and get the leadership contact information Contact leader or property management staff to explain and request the presentation; set time and place Visit HOA neighborhood to see the types and condition of trees and natural resources Determine if additional subject matter experts or partners as co-presenters are needed; contact and secure them as appropriate Decide if a neighborhood tour/inspection or hands-on demonstration will be part of the workshop 2 Months Ahead Familiarize yourself with local government ordinances, policies, and programs that may affect the HOA Familiarize yourself with local resources for technical assistance, grants, and other support for the HOA Provide HOA with workshop information and announcement flyer 1 Month Ahead As desired, customize the PowerPoint presentation and handout materials with HOA name, your agency logo/information, HOA or local photographs, and additional topical information if appropriate Prepare the Local Resources PowerPoint slide, and, if desired, create a handout with the same or more information Familiarize yourself with the use of and contents of the Owner s Manual-Natural Resources Stewardship for HOAs 2 Weeks Ahead Contact HOA to confirm location and time of the presentation and the number of attendees Confirm or arrange for A/V equipment; this workshop requires a computer with a CD-ROM drive, an LCD projector, and screen or projection surface Create one or more CD-ROMs of Owner s Manual, print sufficient number of handouts, and evaluation forms Reconfirm with co-presenters (if applicable) 3
6 Planning Thorough preparation is the key to a successful presentation and workshop. These topics and aspects of this effort should be given extra attention: Who is Your Audience? The content, tone, and length of your presentation may be different depending on your audience. Are you presenting to one HOA with its own unique needs? Is it a new or established HOA? Or, are you presenting to multiple HOA boards who may share some of the same concerns but not all? Are you presenting to a property management company? If you know who your audience is and what their priorities are, you will be able to create a presentation that speaks to them specifically and your messages will have a greater and longer-lasting impact. Where Will the Presentation Be Made? The location is important. If it is made at the HOA s office or clubhouse, this will be the most convenient for the audience, but will you have to provide A/V equipment? Are you offering it at your site? If so, is it large enough for the audience and is there sufficient parking? Are you holding the presentation at a public facility, such as a library, city building, or extension office? If so, you ll need to get permission and coordinate with the manager of that facility. Customizing the PowerPoint and Handouts. This task cannot be emphasized enough. The educational materials provided are meant to be customized and you are encouraged to add logos, add additional slides, change photos and text, modify the speaker notes, and do anything needed to address the specific needs of your audience, your agency, regional environmental and regulatory issues, and local conditions. It is recommended that you also provide brochures from local allied groups and government agencies that can help HOAs better understand and manage their natural resources. Also, consider providing program flyers for other upcoming educational programs in the area and topical, relevant factsheets from local universities and cooperative extension offices. Integrating Additional Activities. The presentation provided is intended to be no more than one hour in length including questions and answers. However, you are encouraged to invite another speaker to participate who is an expert in a particular subject that would be of most interest and/or use to the HOA. It would be beneficial and enjoyable to end the workshop with a neighborhood walk to view first-hand the condition of the HOA s trees and natural resources. Or, you could even plan hands-on demonstrations, such as proper tree planting, young tree care, proper mulching, and planting wildflowers. 4
7 Conducting the Workshop The following are general suggestions for conducting the workshop: Set-up Arrive at least one hour early to set up and/or test the A/V equipment and distribute or organize handouts. If you are doing a hands-on demonstration or have a display, confirm everything needed is in place. Depending on your resources, a nice gesture would be to provide light refreshments, such as coffee, tea, cider, water, and snack foods, dessert, or fruit for the audience. Conducting the Workshop Introductions Presenter(s) As the presenter, thank the HOA for hosting the workshop and introduce yourself (and co-presenter if applicable) and the agency/company you represent. Attendees As an option, and depending on the size of the group, you may ask the attendees to introduce themselves. Are they HOA board members, committee chairs, residents, property management staff, etc.? This feedback will allow you to further define needs of the audience and possibly allow you to quickly reconsider/emphasize some of the information delivered. Explain the purpose/goal and agenda of the workshop Briefly explain why the HOA is a vital and important natural resource manager in the community. For the basic workshop, let the audience know that there will be a brief presentation followed by time for questions and answers. For an expanded workshop, let them know when additional activities (such as tours or demonstrations) will take place, by whom, and where they will occur. Begin the PowerPoint Presentation There are a total of twenty-two slides, and each slide has suggested speaker notes. The presentation is designed with six sections: 1. Why trees and natural resources are valuable and important to the HOA and the community. 2. The benefits and HOA-specific responsibilities for five natural resource types. 3. HOA concerns and issues when managing natural resources. 4. Introduction of the Owner s Manual-Natural Resource Stewardship for Homeowner Associations (Slide #17). 5
8 IMPORTANT: Slide #17 introduces the Owner s Manual that you will give to the HOA at the end of the workshop. It contains information on: Basic and critical maintenance and management tasks required to sustain the landscape trees, woodlands, and natural resources on HOA properties. How To instructions and BMPs for tasks the HOA board and residents can and want to do on their own (mulching, watering, small tree pruning, planting, monitoring). How To instructions and BMPs for tasks HOA board and residents should not or do not want to do on their own (large tree maintenance; planting; safety risk inspections, etc.). This section also explains the importance of writing good contract specifications and knowing how to monitor and inspect contractual services. While on Slide #17, it is recommended that you briefly demonstrate the use, navigation, and contents of the Manual. This will require that you temporarily leave the PowerPoint program and access the CD. Begin at the user interface or Home screen, select a chapter, and then show the chapter layout, explain the hyperlinks, and resource materials associated with them. 5. Implementing natural resource management projects. 6. Sources of more information and local support. Question and Answer/Wrap up The PowerPoint presentation ends with a Q&A slide. During this last part of the workshop, you should: 1. Take and answer questions If you only get a few questions from the audience and time is still available, you might ask the attendees questions like these to stimulate conversation: What do the residents request most tree maintenance or planting? Who provides the maintenance for the trees/stormwater basins on HOA property? What is your HOA s greatest challenge to improving the management of your natural resources? Does the HOA have any conservation easements or vegetation buffers required by the local government? Would you like more information or a demonstration on a particular subject we covered? What natural resource stewardship project would you like help with? 6
9 2. Present the HOA leadership representative or property management company staff with the Owner s Manual CD-ROM. 3. Pass out educational handouts and brochures to attendees. 4. As needed or desired, distribute the evaluation form, or present one of your own. 5. Thank everyone for their time and attention. Workshop Resources Appendix The following resources and materials are included with this Leadership Guide. You may use any or all of these to help you promote the workshop, support your presentation, and followup after the workshop. All of these resources (except the Owner s Manual) are customizable, and you are highly encouraged to modify them to reflect you and your agency/company, the HOA you are presenting to, and local and regional natural resource issues and conditions. Promotional Resource i. Announcement Flyer template Presentation Resources ii. PowerPoint presentation with speaker notes iii. Handouts: 1. Agenda template 2. Presentation Handout pdf (for uncustomized presentations) 3. Local Resource Contact Information template iv. Owner s Manual (CD or website link) Follow-up Resource After the Workshop v. Workshop Evaluation Form One of the main objectives for conducting the workshop is to create a relationship between a local natural resource advocate/educator and the HOA. To maintain and build on this relationship, communication is key. The following are suggested actions to take after the workshop: 1. Send a thank you letter within one week of the workshop 2. Review any evaluation forms you receive and follow up on any requests for information 3. Make notes of how you can improve a next workshop from your experience and the feedback of others 7
10 4. Regularly inform the HOA of other natural resource related educational programs happening in the community or the region 5. Introduce the HOA leadership and/or property management company staff to other appropriate government staff or local natural resource managers that could support their efforts to improve their green assets Conclusion Trees and other natural resources in developed, residential areas are typically under stress and often neglected. Having high-functioning, healthy, well-managed natural resources where people live provides the most benefits to the residents and is vitally important to the sustainability of our communities. As we all know, a well-run, positive meeting can mean the difference between achieving terrific results or completely destroying an initiative. Your approach to and presentation of this project s workshop and its important messages is critical to the success of all our efforts to protect and enhance our natural resources. To do it right, keep these three criteria of an effective workshop in mind: 1. It achieves your objectives increasing awareness, transferring information, connecting with you as a professional, and stimulating action. 2. It takes up a minimum amount of time. Good time management will be valued by the attendees and reflect positively on you. 3. It leaves participants feeling that a sensible, organized process was followed and that the messaging was valuable. Thank you again for your willingness to conduct a workshop to encourage HOAs to be more proactive in the stewardship of trees and natural resources within their communities. 8
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