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A resource for your volunteer group Produced by the SPACE Coalition (Save Public Access to Community Space Everywhere) Spring 2003 For a PDF version of the Handbook, click HERE. Children's Aid Society of Toronto 4211 Yonge Street, Suite 400 Toronto, Ontario M2P 2A9 Attn: Ann Fitzpatrick amfitzpatrick@torontocas.ca Tel. (416) 924-4640 ext. 3482 Fax (416) 324-2554 ------------------ Community Social Planning Council 2 Carlton Street, Suite 1001 Toronto, Ontario M5B 1J3 Attn: Jennifer Bonnell jbonnell@cspc.toronto.on.ca Tel. (416) 351-0095 ext. 216 Fax (416) 351-0107 See the full version of the SPACE Coalition lobby kit at: www.socialplanningtoronto.org Contents Topic Introduction How You Can Get Involved Twelve Good Reasons to Support Affordable Community Access to School Space Potential Questions to Ask Publicly about Space Access during the Provincial Election Meeting Elected Officials Contacting Elected Officials Writing Letters to the Editor Our Contributors When community groups, parents and others visit the school to participate in community activities and use the school's facilities, they develop a sense of interest and ownership in local education. More public interest in and ownership of educational issues can only strengthen our education system. Dr. Mordechai Rozanski, Chair, Education Equality Task Force, December, 2002 This handbook was developed by the SPACE coalition (Save Public Access to Community Space Everywhere) as a handbook to assist parents, volunteers, youth, and other citizens to share their concerns about rising rental fees and the ever-shrinking space available for community programs in schools and other public buildings in Ontario. You can use this handbook for planning presentations or meetings or for dealing with the media. It includes guidelines and tips aimed at making your meetings run smoothly, and delivering presentations that leave a lasting impression. At the back of this handbook is a checklist to help you evaluate the success of your meetings and presentations. Naturally, our goal is to preserve and expand community access to schools and other public facilities so that many valuable volunteer and community-based activities and services can continue to be enjoyed by Ontarians. While we know the important contributions these activities and the volunteers who deliver them make to our communities, others may not. Our task is to tell that story passionately, and to clearly deliver our message to as many people as possible. Please keep in touch with the SPACE coalition. We are a growing organization with contact in many communities. Please let us know about your activities and how we can help each other to reach our common goal. Much success! The success of this grass-roots effort depends on the efforts of many people. Here's what you can do: Contact your MPP as soon as possible to make him or her aware of the space issue, the impact it is having on your community, and what he or she can do to help. If possible, meet the MPP to discuss the issue. Make others aware of the problem by making presentations and by using the media (writing letters to the editor, issuing media releases, talking to reporters) to get the message out. Link up with other concerned people such as your neighbours, other parents, or the people who coach your children in various activities. You will raise awareness and create some allies and helpers in the process. Get others involved. Once you・ve identified people affected by the space issue or who might be interested in this issue, the next step is to get them actively involved in dealing with the issue. Keep in touch and learn from what others are doing about the space issue. We can share information about strategies and common challenges as well as celebrate our successes together! 1. Improves student performance Studies have shown that participation in school-based after-hours programming like Guides, Scouts, sports and recreation has a positive impact on learning and improves education outcomes for children and youth. Children's programs in the early years support their early learning, brain development, and readiness to learn when entering school. 2. Encourages physical activity and healthy lifestyle development Access to social and recreational programs for children, youth, and adults results in a healthier population with lower rates of obesity. When people are healthier, we reduce pressure on health care and social service budgets. For example, the Sports Alliance of Ontario reports that for every 1% increase of physical activity among our population, government saves $30 million dollars in health care costs. Any reduction of programs using school facilities has a direct impact on the rates of childhood obesity and the onset of other potential health problems such as childhood diabetes. 3. Provides a cost-effective use of school space Providing after-hours access to schools maximizes use of school space. Taxpayers get better value for their investment in schools. Accessible recreational and social opportunities for children are more affordable in the long-term than the costs associated with reducing access to such programs. Such costs include the health costs of the growing problem of childhood obesity, the social costs of crime and delinquency, and the costs incurred by problems in our classrooms. Research by Dr. Gina Brown in the Hamilton region has clearly demonstrated spin-off savings from after school recreation programs for children and young adults (e.g., social assistance, counselling, and health services). 4. Prevents crime Organizations such as the National Crime Prevention Centre recognize that recreation, leadership opportunities, and other development programs for children and youth prevent crime. Shrinking access to school space for social and recreational activities will lead to higher costs for dealing with delinquency and crime in the long term. Ontario Chief Justice Roy McMurtry, for example, cited the importance of recreation to reducing crime at the opening of the Courts in 2001 (Toronto Star, Jan 8, 2001). 5. Increases opportunities for newcomer settlement and integration School-based English as a Second Language (ESL) and settlement programs provide essential supports to newcomers and help them adapt to their new life in Canada. 6. Promotes volunteerism and community participation Volunteers are the hallmark of a healthy community, performing many valuable services for their communities at minimal costs. To provide viable contributions to community potential, the voluntary sector relies upon supports such as access to community space. 7. Sustains community programs Escalating permit fees for community use of school space mean that higher fees trickle down to program participants. Some participants drop out, and programs are forced to pass on still higher fees to remaining participants. Resulting losses of participants have caused many volunteer-based, not-for-profit groups across the province to cancel programs or close down. This has diminished the voluntary sector and reduced opportunities for community participation. 8. Encourages artistic and cultural expression Opportunities for communities to 'come together' in community spaces increase social cohesion and nurture the development of cultural and community events. Extracurricular community programs involving the arts, dance, or music support children's readiness to learn. 9. Promotes life-long learning A wide range of pre-school, school-age, youth, and adult education programs depend upon access to affordable space in locations such as schools. A community culture of lifelong learning creates a more educated, skilled, and competitive labour force. 10. Fosters accessibility and inclusion The Canadian Council for Social Development reports that children from economically disadvantaged homes tend to have reduced rates of participation in recreation. Raising participant fees will disproportionately affect low-income families and children by further limiting their access to program. Lower income children and youth are the first to drop out of programs when fees rise. 11. Promotes community well-being Schools, built and maintained with tax-dollars, are a vital resource for the entire community. Historically, schools have welcomed local groups and enabled them to provide a wide range of after-hours programs and activities for children, youth, adults, and seniors. Prior to the new provincial funding formula in 1997, school boards had the financial resources to offer space freely or for nominal fees. This not only upheld the principle of public access to publicly-funded facilities, but also resulted in schools becoming important hubs of community activity. They serve as voting centres during elections, meeting places for the community, and offer refuge during natural disasters. Their contribution to community well-being is enormous. 12. Fits with government policy directions Access to public space and school facilities also helps advance many objectives of the Ontario government. These include: - health promotion (e.g., obesity and diabetes prevention); - crime prevention; - the new Ontario Sport Action Plan; "Ontario's Promise" (Five promises): (1) a healthy start; (2) an adult who cares; (3) safe places to learn and grow; (4) the tools to succeed; (5) a chance to make a difference). Directions : The following questions will help you to question candidates about the issue of community access to space. The most effective way to phrase your questions is to link them directly to your own experience. Whenever possible, support your questions with examples from your community that show the effects of escalating rental rates and reduced access to community space. - What is your opinion of the value of volunteer-run, school-based programs such as Scouts and Guides? How do you believe their contributions should be supported? - In the last few years, rental rates for school facilities have increased by up to 1000% in some areas. This led directly to the collapse of many volunteer-based, not-for-profit-organizations that depended on affordable space to run their programs. [Give an example from your own experience (e.g., a school-based program that has suffered or been discontinued as a result of increased permit fees.) - How do you plan to help voluntary organizations cope with escalating school rental rates? - Will you work to open schools to all volunteer-based, not-for-profit-organizations, such as special education groups, community groups, sport and recreation groups, and others, at affordable fees? [Give an example of how the Province's Education funding formula has limited access to schools and how this has affected you or your community.] - Do you support amending the Province・s Education Funding Formula so rents for school space or facilities can be eliminated or reduced to affordable levels? - Volunteer-based, not-for-profit-organizations form a valuable part of healthy communities. [Give an example from your community showing the importance of a community service or program and the impact it would have on you or your community if it didn't exist]. - How will you ensure such programs receive the support they need to continue to provide vital community services? Canadians live in a society governed by people we elect to serve our interests, as well as those of the broader community. We expect our elected officials to be publicly accessible and accountable as they go about the business of government - enacting laws, creating public policy, and spending our tax dollars. Successful politicians make a point of staying in close contact with the people who elect them and the issues voters think are important. One way of doing so is by regularly meeting with community representatives to discuss topics of interest. Politicians also keep careful track of the issues people call or write them about. Who Should I Meet? The politician we most need to influence is your Member of Provincial Parliament (MPP), since the provincial education funding formula is at the root of the space problem for most community groups. Your local mayor and other municipal politicians are likely allies. We'd also like to keep them informed and enlist their support for our efforts, where possible. If you don't know who your MPP is, you can call 416-326-1234 or visit www.ontla.on.ca then click on 'members' to search by address or map. You can also consult the blue pages of your phone directory. Setting Up a Meeting To set up a meeting with a politician, phone their office and ask to speak to the person who schedules meetings. They will likely ask what you・d like to discuss, and who will be attending. Most provincial MPPs set aside each Friday to be home in their ridings to meet with members of the public. Other times can also be arranged. But, politicians tend to be busy people, so finding a mutually agreeable time can be a challenge, particularly if you are attempting to meet with a cabinet minister. The Ontario Legislature recessed after Christmas, 2002 until April 30, 2003. After April 30 it may get busier and more difficult to get a date to meet. If a provincial election is called in the spring it may also be more difficult to get a meeting. Once you have an appointment, it is a good idea to follow up with a brief letter or e-mail thanking the politician for taking the time to meet and confirming the date. This also provides an opportunity to include any materials relevant to the issue you're going to meet about recent newspaper clippings, correspondence, etc. Preparing for the Meeting Once you know how long the meeting will last, you can start planning your presentation. If more than one person is attending, ensure that each participant has a role. Assign someone the responsibility of keeping track of time and ensuring that everyone sticks to the planned agenda. Do a little research about the person you are going to meet - what party do they belong to, what did they do before entering politics, what is their role (most MPPs or MPs will specialize in particular issues or have certain responsibilities). The government's web site includes short biographies. Visit: HERE for details. Bring along a document outlining your issue or other print materials that support your case that can be left for the politician at the end of the meeting. If you have not previously met with a politician or are nervous, try rehearsing your presentation, or role-playing by having someone act the part of the politician while you run through your presentation. The Meeting Arrive a little early, so you aren't rushed. But be prepared for possible delays in the meeting start time - political schedules are ever changing. After a round of introductions be prepared to make your presentation. Some politicians will sit and listen others will want to interrupt and ask questions. Be prepared to 'roll with the punches' and accommodate various styles of interaction. But always be alert to opportunities to bring the discussion back to your main issue or the next point on your agenda. Keep your goal(s) in mind throughout the meeting - develop awareness about the issue and build a working relationship with the politician. You're striving to win over a new ally or supporter. Recognize that achieving results you want may take time and may require a number of contacts. As the meeting starts wrapping up, make sure someone takes advantage of the remaining time to quickly and concisely summarize or reiterate your most important point(s). End on a positive note, if possible, and thank the politician again for meeting. Post-Meeting Post-meeting follow up is another opportunity to reinforce your key message(s). Write a brief thank you note, part of which summarizes your issue. Such a letter can also serve as a way to provide the latest news about the issue, cover any points missed during the meeting, or to answer any question that required further research on your part. If the politician had agreed to do something for you, your correspondence can also serve as a gentle reminder. Follow up by phone two to three weeks later and ask about the action taken as a result of the meeting. If two or more of you went in to meet with the politician, hold a ．debriefing・ session among yourselves immediately afterwards to share observations and to sharpen your case for the next encounter. Tips and Pitfalls - Be clear who you are and who you represent (politicians give more credence to constituents than to 'agencies' or funded groups even if they work in the area). If you represent an agency/volunteer group, spell out who you serve and represent from the community. - Be clear what you want from the MPP and what you are recommending. Feel free to use SPACE key messages/recommendations if these work for you. - Dress appropriately - it is a formal meeting. - Start by introducing yourself and any other participant. - If you requested the meeting, be prepared to drive the meeting. - Be polite, focused, and business-like. - If they like you, they're more likely to support your cause. - Stick to the issue and avoid being partisan - don't mention who you voted for or your political affiliation. - Try not to get upset or use threats like, "I'll never vote for you" - If you're asked a question and don't know the answer, say so, but never guess at answers. - The most important people in a politician's office are often the staff. Take every opportunity to build a positive working relationship with them. - Politicians love an audience, particularly of voters. Invite them to your group's public events. - Always follow up after the meeting, ongoing contact helps build your relationship and credibility. - Politicians belong to political parties, and rarely step out of line or publicly oppose their own party. Recognize such limits. Phone, Mail, or Email While meeting face-to-face with elected officials is best, there are also other ways you can have an impact. Write a letter, keeping in mind that your own individually-crafted letter is much better than a form letter produced by someone else. Phone calls are good too. People in public office keep track. Attempt to talk with your own MPP by phone if you can. After that, you may also want to phone a minister or a leading member of one of the opposition parties. In practice, you may end up dealing with an executive assistant to the person you're calling. That's all right. Just remember to ask that they get back to you in writing with a clear statement of their position or the action they plan to take about your concerns. Emails or faxes are good too. Nowadays they can sometimes work even better than phone calls or letters. You can get the phone number, fax number mailing address and email address for your member of provincial parliament (MPP) by calling (416) 326-1234 or by visiting HERE and clicking on 'Members'. The Minister of Education is Elizabeth Witmer. Her phone number is: (416) 325-2929. Her fax number is: (416) 325-2608. And her email address is: elizabeth_witmer@ontla.ola.org. The education critics for the opposing parties in the legislature are Gerard Kennedy (Liberal) and Rosario Marchese (NDP). The websites for the Liberal, NDP and Green parties are: www.ontarioliberal.com www.abrighteridea.ca www.greenparty.on.ca Letters to the editor are one of the easiest, most effective ways to increase public awareness about an issue. Most publications reserve space for letters from readers or members of the public. Published letters reach an important audience - decision-makers, community leaders, and people who influence public policy decisions. Some Tips 1. Start with a little research: - Each publication has its own way of dealing with letters. Most provide some basic instructional information about the length of letters and how they like them submitted. - Look on the letters page or contact the publication to get some basic information about how to submit letters. - Look at the letter being published for examples of format. 2. Letters are more likely to be published if they: - Relate to previous coverage or a topical issue. - Are short and to the point. - Are passionate and/or well reasoned. - Speak to issues the paper thinks are of interest to others. - Are witty, amusing or provocative. - Stick to the issue and avoid personal attacks on others. 3. Writing: - Get your ideas down on paper, and then refine or edit. - Focus on you most important point. - Have someone you trust read your draft letter for feedback. - Keep sentences short and punchy. - If you are having trouble writing, try telling someone what you want to say. Get them write it down, then refine or edit. - As a general rule, limit your letter to 3 paragraphs, with not more that 3 sentences in each. - Personal stories are powerful. You don't have to be an expert. Write from the heart. 4. Getting it in: - The only letters published are the one submitted. - Don't be discouraged if your letter isn't published. Try again. Your chances improve the more times you write. - The first letters to arrive are the most likely to be printed. If possible, use fax or e-mail to get the jump on others. - Lots of letters on the same topic improve the chances of publication and additional coverage. - There are a lot of different publications. Submit your letter, or a variation, to as many as you like. Our Contributors Jennifer Bonnell, Community Social Planning Council of Toronto jbonnell@cspc.toronto.on.ca Ann Fitzpatrick, Community Worker, Children's Aid Society of Toronto amfitzpartick@torontocas.ca Susan Fletcher, Executive Director, Applegrove Community Complex applecom@on.aibn.com Bill Morris, Manager, Government Relations, United Ways of Ontario bmorris@uwgt.org Robyn Peterson, President, Edutran Training Services robyn.peterson@sympatico.ca Patrick Suessmuth, Executive Director, Erin Hoops erinhoops@freespace.net Home || Sports || Events || Volunteering || Donations || Links || Contact Us |
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