CR-066 · A 90-day try-out

A club plan for Community Co-Design Session

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: CR-066 · Community Co-Design Session
Theme: Theme 6: Club Renewal · Subtheme 6: Service Portfolio Renewal
Source material: New Club Renewal index draft plus an internally authored detailed-guide draft

Initiative-specific development wave

How this draft was developed

These sources support general principles for whole-club renewal, accessibility, privacy, safety, systems or responsible governance; they are not an endorsement of Community Co-Design Session, a finding that it suits any club or approval of its local design.

Primary references consulted

Rotary guidance for enhancing project impact (Rotary International - My Rotary)
Used for: Rotary provides project-planning resources to help clubs design and manage effective projects, find partners, share practice and improve impact.
Grants (Rotary International)
Used for: Rotary Foundation grants support humanitarian activities with different purposes, scales, timeframes and eligibility requirements, including sustainable and measurable outcomes for global grants.
Volunteers - WHS duties (Safe Work Australia)
Used for: Volunteer activities can create work-health-and-safety duties depending on the organisation and work, so local responsibilities and risks must be checked rather than assumed.
Governance for good: A guide for Responsible People (Australian Charities and Not-for-profits Commission)
Used for: Good governance requires understood roles, authorised decision processes, checks and balances, appropriate delegations, written decisions and oversight of finances and operations.

Candidate District material

No candidate local guide was used for this version. The current initiative identity and the attributed primary references remain separate.

Theme 6 source-assurance wave

What has been checked

4 current primary pages used by this guide were reopened on 9 August 2026.
4 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.

See each source's scope and limit

Rotary service-project impact resources
Supports: The availability of Rotary project-planning, collaboration and impact-support resources for service-led renewal.
Does not establish: That a project is feasible, authorised, funded, locally suitable, sustainable or demonstrably effective.
Grants
Supports: A high-level distinction between Rotary Foundation grant types, purposes, scales and outcome expectations for renewal-related service opportunities.
Does not establish: Eligibility, funding availability, approval, compliance, project quality or the suitability of a particular grant proposal.
Volunteers - WHS duties
Supports: The need to identify the organisation's actual WHS position and manage volunteer physical and psychological safety proportionately during renewal activity.
Does not establish: Whether WHS law applies to a particular club, who holds a duty, which jurisdictional rule applies or whether a proposed control is sufficient.
Governance for good: A guide for Responsible People
Supports: Good-governance principles for renewal decisions, roles, delegation, records, accountability, financial oversight and organisational purpose.
Does not establish: That a Rotary club is an ACNC-registered charity, that ACNC duties apply or that a renewal decision complies with the club's governing documents.

What still needs a person to confirm

Confirm the club's governing documents, bylaws, membership rules, decision authority, financial position and reserved decisions before changing its operating model.
Confirm which incorporated-association, charity, work health and safety, privacy, safeguarding and other duties apply to the club and this renewal design.
Test the need, accessibility, belonging, workload and alternative participation routes with current, former and prospective members rather than inferring support from the guide.
Confirm every local fact, starting point, measure, cost, owner, community need, capability claim and stopping condition before the club decides to proceed.
Resolve any candidate District-source provenance and approval decision without treating the candidate as controlled authority.

The source-verification release gate remains closed.

Checks still on hold

The controlled current Theme 6 catalogue establishes the code, title and renewal framing; the delivery content remains an internally authored draft pending full-corpus human review.
The connected Drive refresh returned an internal error on 9 August 2026. No unseen file was inferred or promoted; the 7 August intake, duplicate decisions, quarantines, rights boundaries and public-write permission hold remain in force and no sharing was changed.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: enthusiasm cannot override community evidence, partner authority, volunteer capacity, safeguarding, budget or exit planning.
Formal human review has not started. Community Co-Design Session remains an internal initiative-specific draft until all 1,000 initiatives reach the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.

1. Is this worth trying here?

What we hope will change: Help the club shape a project with the people closest to the issue before the club decides what to deliver.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Community Co-Design Session
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Write the decision brief for Community Co-Design Session: define which project should stop, strengthen, combine or move into a bounded trial, the starting evidence, people affected, local authority, resource limit, success signals and stop conditions.	Club board sponsor and renewal lead	Week one	An approved decision and boundary brief
2	Invite members with varied experiences and affected community partners where appropriate, show what is open or fixed, make access practical and record trade-offs and minority views. Apply this specifically to Community Co-Design Session and record which relevant experiences or users are still missing.	Club board sponsor and renewal lead with the access and privacy contacts	Weeks one and two	A participant, access and information-handling plan
3	Build and test a facilitated conversation with a published influence boundary and balanced participation for Community Co-Design Session; complete the Community Co-Design Session Facilitation and Influence Run Sheet, rehearse the boundary wording and confirm who may decide, refer, pause, recover or close the work.	Facilitator and workstream owner	Before the trial	A tested facilitation and influence run sheet and delivery pack
4	Use a time-bounded change with named authority, capacity and stop conditions; compare evidence with the starting point and make unfinished work, unintended effects and resource pressure visible. Capture only the evidence needed to judge whether Community Co-Design Session advances a focused sustainable service portfolio.	Facilitator and workstream owner	Weeks three to eight	A controlled activity and evidence record
5	Compare the evidence with the starting point, validate meaning with affected participants or users, record gaps and unintended effects and prepare a de-identified themes record and response register showing how participant input affected the decision without overstating what the trial proves.	Facilitator and workstream owner with an independent reviewer	Within seven days of the trial	A de-identified themes record and response register showing how participant input affected the decision
6	Make and record the authorised continue, adapt, refer, scale or stop decision for Community Co-Design Session; explain the reason, complete every action, close unnecessary records and schedule the 90-day follow-up.	Club board and evidence reviewer	By day 90	A published participant response, closed action register and next-step decision

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Involve community partners and people affected before stopping, transferring or substantially changing a service commitment.
Check safeguarding, permits, insurance, finances, partner agreements and Rotary approval before a pilot moves into delivery.
The club proceeds with Community Co-Design Session without respecting this boundary: enthusiasm cannot override community evidence, partner authority, volunteer capacity, safeguarding, budget or exit planning. — Put the boundary in the brief and participant information, give the delivery lead stop authority and move any excluded matter to its responsible process.
Renewal becomes a long list of projects without a shared diagnosis or trade-offs. — Link each change to the agreed health picture, select one priority and record what will pause, stop or wait.
Consultation raises expectations beyond the authority or resources available. — Publish the decision boundary, resource ceiling and timetable and explain every accepted, deferred or declined proposal.
The same small group carries the renewal work and becomes less sustainable. — Use workload gates, role pairing, staged delivery and a stop decision when capacity is not real.
The controlled current Theme 6 catalogue establishes the code, title and renewal framing; the delivery content remains an internally authored draft pending full-corpus human review.
The connected Drive refresh returned an internal error on 9 August 2026. No unseen file was inferred or promoted; the 7 August intake, duplicate decisions, quarantines, rights boundaries and public-write permission hold remain in force and no sharing was changed.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: enthusiasm cannot override community evidence, partner authority, volunteer capacity, safeguarding, budget or exit planning.
Formal human review has not started. Community Co-Design Session remains an internal initiative-specific draft until all 1,000 initiatives reach the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
Review Community Co-Design Session after 90 days. Look for whether fewer weak projects drift, stronger projects show community value and volunteer effort fits real capacity, and write down one decision the evidence supports.
Community Co-Design Session produces a de-identified themes record and response register showing how participant input affected the decision by the promised decision date, with evidence limitations, participation gaps and unintended effects stated.
People affected can explain the purpose, their choices, the boundary and how to raise an access, privacy, safety or governance concern.
The trial shows whether a focused sustainable service portfolio improved from the recorded starting point without shifting hidden workload, risk or exclusion elsewhere.
Every accepted action has an owner, due date and completion evidence, and the club records a reasoned continue, adapt, refer, scale or stop decision.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Made for this initiative

Tailored supporting documents

These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.

Community Co-Design Session Renewal Decision Brief

Connect the initiative to the agreed diagnosis, decision and capacity.

Open supporting document

Community Co-Design Session Member and Stakeholder Participation Plan

Reach the experiences needed for a credible renewal decision.

Open supporting document

Community Co-Design Session Current-State and Starting-Point Record

Create an honest baseline before the change begins.

Open supporting document

Community Co-Design Session 90-Day Renewal Run Sheet

Sequence one bounded change without overloading the club.

Open supporting document

Community Co-Design Session Trade-Off and Stop-Doing Register

Make the capacity released for renewal explicit.

Open supporting document

Community Co-Design Session Risk, Dependency and Escalation Register

Keep governance, people, money and partner risks visible.

Open supporting document

Community Co-Design Session Renewal Evidence and Decision Record

Close the cycle with evidence, learning and an authorised next step.

Open supporting document

Community Co-Design Session Service Portfolio Renewal Delivery Check

Test whether Community Co-Design Session genuinely advances a focused sustainable service portfolio within the subtheme boundary.

Open supporting document

Community Co-Design Session Facilitation and Influence Run Sheet

Make the question, participation method, influence and response visible.

Open supporting document

Community Co-Design Session Evidence, Decision and Close-Out Record

Bring the evidence, limitations, participant response and final decision for Community Co-Design Session into one accountable record.

Open supporting document

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Project brief

Use this worksheet to turn the idea into a short list of actions, dates, costs and responsibilities.

Open worksheet

Outcome log

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet