In the notional first year of setting up a similar group to MCMC, the potential participants were consulted and brought together to set up a group with shared objectives and a common vision. In the second year, tasks include appointing a coordinator, developing a strategy, seeking funcing and designing a program of work.
Organisational strategy
It is up to the organisation itself (given that it has been esablished as an independent body) to determine its own role within its Statement of Purposes. Even its Statement of Purposes can be amended if required. The exact role the organisation is to take in the catchment in the next 3 years and longer needs to be drawn out from the Statement of Purposes.
What will the focus of the organisation be for the next 3 years? Stream bank management or wider catchment management? Works on the ground, or educational/behavioural change of people in the catchment. Facilitation of volunteer involvement or use of employment creation schemes, or carrying out works through permanent staff? Hopefully this is fairly clear already, but it should be documented.
Develop a model for your organisation's internal structure. How will a paid Coordinator or Manager or CEO (and eventually other staff) fit into the structure (this website assumes that like MCMC the organisation will employ staff)? What will their role be in terms of decision-making? What powers will be delegated to the Coordinator for example for expenditure limits, approving contracts, appointing, disciplining and terminating staff? Policy gets set by the organisation's committee, but does the Coordinator approve procedures? How will the Coordinator get more immediate supervision if it's required than can be provided by a full committee meeting?
Arrange a budget for this year of the organisation's operations, and an estimate for the following 2 years. The Coordinator can refine the budget, but make sure that there is enough for the Coordinator's salary and oncosts, and an operational budget for them. Make sure you have firm commitments for receiving funds for at least the first year before proceeding with appointing the coordinator.
Decide what conditions of employment will apply to staff of the organisation. If you have arranged an organisation to host your first employees, this may be decided for you. MCMC was initially hosted by the City of Preston, which worked under the Victorian Local Authorities Interim Award, and a range of other conditions. Subsequently MCMC developed its own Enterprise Bargaining Agreement.
How will you manage paying your staff? Again if you are hosted this may be looked after for you. There are payroll agencies who can handle it, or you could set up your own system, with the Treasurer to sign paycheques. The City of Preston handled MCMC's payroll for several years before it became easier for this to be handled as part of MCMC's own accounting system. Superannuation should be handled as part of your payroll system. Workcover should be arranged for your new employees. Again if you are hosted this may be handled by your host, or you may need to set up your own coverage with a workcover insurer. There are lots of other obligations of being an employer. Some help can be found at the Business Channel Website.
Consider what other risks the organisation may have to manage as a result of your organisations activities. You will probably need to consider at least:
- Injuries to a staff or committee member
- Injuries to a member of the public
- the results of providing bad advice
- damage to or theft of equipment or materials
- damage to or theft of vehicles, or costs of accidents in which your vehicles are involved.
MCMC manages these risks partly by minimising the risk and partly by insuring against the risk.
The organisational strategy should be specific enough to form the coordinator's work plan.
Employing a coordinator
Apart from the sorts of industrial matters referred to above, it is important to have arranged a workspace with desk, telephone and computer for your coordinator before they start, and access to a vehicle so they can explore the catchment and visit stakeholders. Access to a vehicle does not necessarily mean purchase. Leasing may be an option if avoiding high start-up costs is important. MCMC has purchased its vehicles and charges depreciation to projects.
Develop a position description, classify the position in whichever pay structure you adopt, advertise the position, and select and appoint your coordinator.
Work with the coordinator to clarify expectations for the Coordinator's first year. They are likely to include developing or refining strategy, gathering funding for it, organising meetings and other events, and employing other staff.
Developing catchment Strategy
It is likely there are already a number of strategic documents relating specifically or generally to your waterway and catchment. These might include stormwater management plans, open space strategies, works plans by agencies like Melbourne Water, broader catchment strategies, and government policies. Between them they may not provide much clear guidance as to specific priorities for the nature or location of works in the catchment. Land and Water Australia has published a CD "A process for rehabilitating Australian Streams" which does provide for specific prioritisation of reaches and the type of work required for stream rehabilitation.
Beware however that funding agencies may not use the same set of priorities as Land and Water Australia, and may prefer to fund for example highly used areas . Try to incorporate these factors into the prioritization also.
MCMC was heavily involved in the development of the Merri Creek and Environs Strategy which gives good guidance on a broad range of issues. However it doesn't give clear directions as to prioritizing which reaches of the various waterways in the catchment receive revegetation treatment for example.
Gathering funding
Your first port of call should be the member agencies. Are they prepared to fund or part fund works via your group? Obvously you request will need to match their geographic area and commitments. Try to use their base level of funding to encourage other bodies to expand the extent of the project.
Find out about what funding sources are available in your area. Perhaps someone like the Port Phillip Catchment Management Authority has a grants calendar.
Developing a program of works
MCMC uses project management package Superproject (similar to Microsoft Project, but no longer for sale) to maintain information about its various projects underway, the tasks involved, the timing etc. But for starting out, a simple spreadsheet might be adequate. You'll need a system to record how many hours were spent on each project and what other costs were encountered in completing the project, so that you can aquit the project with the grantor.
See MCMC's Running a revegetation team web page
Go back to suggestions for Year 1 Preparation and incorporation.
Suggestions for Year 3 Commencing works.
Merri Creek Management Committee. 2 Lee St, East Brunswick, Victoria, Australia 3057 