Step 1: Establish a community recovery approach

How do we choose a community recovery approach that works for us?

Choosing an approach to recovery that suits your community will depend on the impact of the emergency and the existing networks and organisations in the community. It will be useful to get together and ask questions, such as the ones below.

How would we prefer to approach recovery, for example:
- informally – responding to issues as they emerge, or more
- formally – making plans for our short, medium and long term recovery?
If a formal approach is preferred, is there an organisation in our community that can lead recovery, for example, the local hall or recreation reserve committee?
If not, is there a group or network that can drive a wider conversation on how we approach recovery and establish a formal group, for example, a local service delivery network?
Is your community interested and able to come together to meet regularly to shape and drive the recovery process? Would it need support from local council or Emergency Recovery Victoria?
Are there other nearby communities that share similar recovery priorities to your community that you could work together with?

Tip: These questions will take time to answer. Members of the community will need time to deal with their own circumstances and potential grief before considering broader issues. Investing in opportunities that will assist the healing process will be critical to getting organised about recovery.

Community recovery is a choice

All communities are different, so there is no one-size-fits-all approach to community recovery. Depending on the nature, scale and impact of an emergency and the community’s unique characteristics, community recovery might involve informal or formal approaches.

Informal approaches can be a fast and effective way to identify individual and, or community recovery needs and priorities. Sometimes, a light touch approach may be appropriate where the scale and impact of the emergency is small or contained. Examples of informal recovery activities include talking through recovery priorities ‘over a cup of tea’ with other community members, the local council or Emergency Recovery Victoria, or participating in small community hall meetings.
If your community decides on an informal approach, Emergency Recovery Victoria will work in partnership with local council to ensure that your community’s recovery needs and priorities are captured and considered through its planning processes.
Formal recovery approaches can build on existing community structures or networks to aid recovery. They can support existing groups within the community and empower them to support recovery efforts. Examples of this kind of approach include an existing community group taking on the role of recovery or holding facilitated workshops to bring different views together.
Alternatively, formal approaches can involve setting up a new organisation. This might be especially appropriate for communities with significant and, or complex recovery priorities. Structure, membership and involvement can be tailored to the needs of the community. Examples of this kind of approach include establishing an incorporated association or seeking to establish a special committee of council.

Community approaches, participation and influence

**Category – Informal**
Description	Participation through consultation platforms or events.
Authority	Valued perspectives.
Influence	Participation is open to all but relies on local council (and potentially Emergency Recovery Victoria) to create opportunities for community input into recovery decision making.

**Category – Advisory group**
Description	Representative networks and advisory mechanisms (for example, council advisory group).
Authority	Valued expertise. Accountable to council.
Influence	Clear advisory role with a mix of expertise. Meets regularly to ensure community input into recovery decision making.

**Category – Committee or sub-committee**
Description	Formal governance structure with open and transparent nomination process and clear terms of reference (for example, as special committee of council).
Authority	Valued expertise. Accountable to council and community.
Influence	Clear decision-making role with balanced skills mix. Meets regularly to shape community engagement processes, consider community needs and priorities and assist in recovery decision making.

How can Emergency Recovery Victoria and local council assist?

Emergency Recovery Victoria (ERV) and local councils understand that all communities are different, as are the impacts of disasters. Consequently, ERV and your local council will work in partnership to support communities in shaping their own recovery processes and community recovery group (CRG) models. For example, convening an initial interest meeting to scope out community interest for a CRG

Emergency Recovery Victoria and council can support community consideration of whether a purpose-built community recovery group (CRG) is appropriate and:
- if so, support establishment of a new organisation when the community is ready, with a committee selected through an open and transparent process. This may include support for convening an initial interest meeting, providing guidance on governance model options, supporting an open and transparent EOI process, suggesting an independent chair or providing assistance with drafting Terms of Reference.
- if not, support exploration of other CRGs the community could contribute to, or identifying alternate less formal processes for identifying community recovery priorities.
Emergency Recovery Victoria and council can support community consideration of whether a purpose-built community recovery group (CRG) is appropriate and:
- if so, support establishment of a new organisation when the community is ready, with a committee selected through an open and transparent process. This may include support for convening an initial interest meeting, providing guidance on governance model options, supporting an open and transparent EOI process, suggesting an independent chair or providing assistance with drafting Terms of Reference.
- if not, support exploration of other CRGs the community could contribute to, or identifying alternate less formal processes for identifying community recovery priorities.

How to activate an existing organisation or group as a CRG

Where a community recovery group (CRG) is created from an existing organisation or groups it will be useful to ask questions such as:

Does the recovery role fit with the organisation’s existing governance and structures? Does the organisation’s purpose need updating?
If the recovery group is a collaboration between existing organisations, are partners clear on their roles? Is there a need for a Memorandum of Understanding or similar?
Does the organisation or collaboration reflect the broad range of values, cultures and perspectives within your community, including diversity of place (for example, townships) interests (for example, small business) age, gender, culture, and population groups and Aboriginal and Torres Strait Islanders, in particular Traditional Owners? If not, how will this be addressed (for example, recruiting new members or through targeted community consultation)?
Does the organisation or collaboration have the skills and time necessary to lead and coordinate community recovery activities? If not, how will this be addressed, for example, co-opting expertise into the organisation or contracting experts?

How do we form a purpose-built CRG?

A purpose-built CRG is likely to be an advisory or decision-making committee of council or an independent incorporated organisation. While the details to establish these different models will vary, each will need to answer the questions:

How will we select community leaders to represent us?
What is our purpose and how will our CRG operate?

Tip: You do not need to name your group the ‘Your community Recovery Committee’ to be considered a CRG. Existing groups will already have names and many communities prefer terms like renewal or restoration when creating new groups.

For groups that form an incorporated association, the members of Committee of Management are the office bearers of the association. It is the association that is the CRG.

There are a number of independent facilitators, community psychologists and community mentors with experience from previous disaster events available to support communities through this process.

Emergency Recovery Victoria and local council can assist communities to identify suitable people and engage their services.

How will we call for Expressions of Interest?

Expressions of Interest (EOI) can be called for when establishing a new CRG. The EOI should be accompanied by information that sets out the purpose of the CRG, what knowledge, experience or skills would be useful to the CRG and the selection process.
The EOI process should be communicated broadly and promoted so that all members of the community are aware of the process and have the opportunity to nominate.
The EOI process should allow sufficient time for community members to consider their interest in nominating and completing their Expression of Interest (as a general rule, 4 weeks should be sufficient).
The selection process should be transparent and conducted by people with credibility for the community. Alternatively, the community can be invited to vote directly for committee members from among the nominees.
The committee will need to elect a chair following induction. The chair will ideally have an active role or leadership within the community, and is able to commit the time and effort required.

Tip: Encourage people with the credibility, skills and commitment to join their CRG. Pay attention to including representatives of particular interest groups or population groups (for example, youth, culturally diverse groups, small businesses).

Match the skills and interests of people with CRG roles. For example, some people thrive on ‘big picture’ topics, while others will be more task oriented.

Expressions of Interest template

Below is a template that can be used to call for expressions of interest (EOI) for membership of a community recovery group (CRG). This example includes a call for expressions of interest in the role of chair. An alternative approach is that appointed members are invited to nominate for the position of chair following their induction into the work of the CRG. ERV and local council can assist with the EOI and selection processes or voting processes to elect a chair and members.

We are calling for Expressions of Interest (EOI) for community members wishing to be involved in the [Name] Community Recovery Committee to help shape our community’s recovery planning.
If you are interested in becoming a chair or committee member, or would like to nominate someone for Committee Chair or Committee Member, please complete the form below. Return the completed form by email or post. [Insert details].
The EOI process will close on [XX/XX/202X].
Name:
Address:
Occupation:
Email:
Mobile:
I’m interested in the following positions on the committee: [chair or member]
My relevant skills and experience includes:
This expression of interest is seconded by:
Name:
Date:

What is our purpose and how will our CRG operate?

Once established the CRG will face a number of tasks. These can include:

coming to a shared understanding of the recovery context and their role
getting to know each other as a group
clarifying the role of Emergency Recovery Victoria, local council and other stakeholders
determining how they will operate as a CRG – what are the rules regarding how decisions are made? How are conflicts of interest dealt with? How do we manage privacy and confidentiality?
determining how and when they will identify priorities and plan for the future
determining how they will engage and communicate with the broader community.

There can be a lot of pressure at this time to ‘just get on with it’ but establishing sound structures and relationships at the beginning will help in making the CRG more effective over time.

Tip: Consider adopting a ‘first 100 days strategy’ that sets out the tasks your CRG regard as critical.

Structure and frequency of meetings

Members should agree on an agenda that provides a clear structure for meetings. The following meeting template can be used.

1. Welcome and introductions
  Led by [as agreed].
2. Community profile and impact
  Opportunity for discussion of the bushfire-affected community and the impact assessment.
  Led by [council].
3. Overview of recovery arrangements
  Opportunity for Emergency Recovery Victoria and council to provide an overview of recovery arrangements at the municipal, regional and state levels and outline their partnership approach.
  Led by [Emergency Recovery Victoria and council].
4. Recovery activities
  What, if any, recovery activities are underway in the community?
  Led by [all].
5. First 100 days strategy
  Consider the content of a draft first 100 days strategy and prioritise and reshape to suit members.
  Table Terms of Reference for endorsement at the next meeting.
  Led by [facilitator].
6. Next steps
  Confirm date and time of next meeting and discuss schedule of meetings.
  Led by [facilitator].

Tip: Discuss with your council or ERV about supports that may be useful to help the committee work smoothly. This can include providing a facilitator, supporting secretariat functions such as minutes taking at meetings, and providing administrative support such as coordinating invitations and meeting rooms.

Terms of Reference

Once established, the community recovery group (CRG) should consider developing a Terms of Reference to set the purpose, roles, responsibilities and governance arrangements for the CRG. The following template can be used.

[Name] Community Recovery Group Terms of Reference
1. Purpose
  The Community Recovery Group will coordinate the community-led recovery process to support the recovery efforts of those impacted by the disaster affecting our community.
2. Functions
  The Community Recovery Group will:
  - identify community needs, including the needs of specific groups, and make recommendations to our relevant council and recovery agencies on actions, activities and plans to support recovery
  - develop a community recovery plan
  - monitor, communicate and review local recovery activities
  - liaise, consult, co-ordinate and negotiate, where appropriate, on behalf of the community with recovery agencies, government departments, recovery providers and the council in order to implement recovery programs and initiatives
  - advocate, where appropriate, in conjunction with the community, including vulnerable groups and communities of interest (for example, youth, small business, tourism)
  - conduct an evaluation of recovery operations at a point in time agreed by the committee as an informal or formal debrief, as required.
3. Membership
  Group members will determine the chair and subsequent membership of the group.
  Secretariat support will be provided by [Name, council, Emergency Recovery Victoria, or by other].
4. Frequency of meetings
  The Community Recovery Group will meet [frequency] either face-to-face or via teleconference.

Incorporated associations

The purpose, objectives and operations of incorporated associations are set out in the association’s rules. Every incorporated association must have rules. The rules:

are a written document (often called a constitution)
guide how your association operates
are a contract between the association and its members
set out your association’s purposes
list the rights and responsibilities of members and office holders.

In developing its constitution, your association can use the model rules, or create its own rules. In the absence of its own rules, the relevant provisions of the model rules will be deemed to apply. For more on establishing an incorporated association and the model rules, visit Consumer Affairs Victoria. Among the things the constitution will set out are:

association membership
election of office bearers
general meeting processes, including voting.

Tip: Incorporated associations are generally established by an inaugural committee of people who are committed to the purpose. In the case of CRGs, this committee is commonly those who have been identified through the EOI process and elected to the role. Pursue incorporation as the association once the inaugural committee has come together and completed induction.

Methods of voting

How you choose to conduct your vote will depend on the size of your community and community recovery group, and the nature and impact of the motion you wish to pass. Below are the 2 most common methods for voting.

Method
Conduct
Chair requests those voting in favour of the motion to raise a hand. The procedure is repeated for those voting against the motion.
Counting
Usually, the chair counts the hands and states whether or not the motion has passed. The result is recorded in the minutes.
Comments
Voting by show of hands might be difficult when there are a large number of people voting. It might also exclude those who could not attend the meeting but want to participate.
Method
Conduct
Council can help community recovery groups prepare a ballot paper to distribute at a meeting, in the mail or online. It will have instructions to members (for example, time frames to vote, placing a number 1 against their first preference).
Counting
Council can help check that the ballot papers have been collected and help to count votes. Council can inform the chair of the result. The chair will then announce the result at a meeting or electronically.
Comments
Voting by ballot might be preferred where there are large numbers within the community, and for communities that are geographically dispersed. Ballot papers can also be completed anonymously, which means voters are less likely to feel pressured to vote a certain way.

CRG chair voting ballot template

If you wish to vote by ballot, below is a template that can be used to vote for the chair of a CRG.

This template uses the First Past The Post system of voting. Under this system, the voter casts a single vote for the candidate of their choice. The candidate who receives the most votes is elected as chair of the community recovery group.
First Past The Post is an easy voting method for communities, as voters only need to choose their first preference.

The image above shows an example of a voting slip with the instructions 'Mark X in the box next to the candidate of your choice. Only mark one box.' There are 3 boxes underneath with the word 'NAME' at the side as an example of how to lay out the slip.

Tip: For incorporated associations, issues such as voting and appointment of office bearers will be included in their constitution. Other forms of community recovery groups can add these rules about how they operate to their terms of reference.