Engagement Framework...ENGAGEMENT FRAMEWORK 3 At the City of Victoria, the decisions we make impact the daily lives of people in our community. Public participation creates opportunities

ENGAGEMENT FRAMEWORK 1

Engagement Framework


TABLE OF CONTENTS 1. Introduction

2. Why We Engage

3. How Decisions Are Made

4. DefiningtheLevelof PublicParticipation

4. When We Engage

5. GuidingPrinciples

6. How We Engage

7. Roles

TOOLS 1. How We Engage

2. PublicParticipation PlanningWorksheet

3. TermsofEngagement

4. SocialCapitalRubric


AttheCityofVictoria,thedecisionswemakeimpactthedailylivesofpeopleinour community.

Publicparticipationcreatesopportunitiesforindividualswithdiverseperspectivesto come together and share their ideas withstaffandelectedofficials.It’salsoanopportunitytolistenandlearnfromothersandtoassistdecision-makersastheyexplorewaystoimproveplans,programsandservices.Donewell,publicparticipation,increasestrustbetween

Everyfouryears,thepublicelectsMayorandCounciltomakedecisionsonprograms,policiesandservices.

Atthebeginningoftheterm,Councilworkswiththepublictocreateafour-yearStrategicPlan.Withthepublic,Councilshapespublicideasandaspirationsintoclearobjectives,actionsandoutcomes.ThisStrategicPlanguidesCouncilforthedurationoftheterm.EachactionintheplanrequiresaCouncildecisionandin

citizensandCityHall.

Inits2016-2018StrategicPlan,Councilidentifiesbeingengagedinmeaningfultwo-wayconversationswiththepublicasakeycommitment.“Makeopengovernmentactionsmoreroutine,engageintwo-wayconversationswiththecommunityandCreateaPublicEngagementRoadMaptoaccompany2015–2018actionitems” are someofthewaysCouncilhasidentifiedtoreachtheirobjectiveto‘EngageandEmpowerthecommunity’.

manycases,inputfromthepublic.

CouncilhaspreliminarydiscussionsofactionsandprojectsatCommitteeoftheWholemeetings.ThisiswhereCouncilconsidersconsidermanyfactors,includingcommunityfeedback,technicalrecommendationsfromstaff,bestpractices,budgets,existingplansandpolicies.CouncilmakesfinaldecisionsataCouncilmeetingafteritemshavebeenthoroughlydiscussedatCommittee.Public

InFebruary2017,theCityhostedaPublicEngagementRoadMapworkshopanddrop-insession.ThegoalwastoworkwiththecommunitytodevelopclearexpectationsonopportunitiesforthepublictoparticipateinCitydecision-making.ThisEngagementFrameworkisaresponsetowhatweheard.Itoutlinesaconsistent,transparentapproachtopublicparticipationandisintendedforusebybothstaffandthecommunity.

inputisakeypartofhowdecisionsaremadeatbothCommitteeandCouncilmeetings.InmanycasesstaffaredirectedtoengagethepublicandbringpublicinputtoCouncilbeforeprojectsarefullyformed.InputfromthepubliconStrategicPlanactionsiskeytoCouncilmakinginformeddecisionsandtobeingengagedinacontinuoustwo-wayconversationwiththepublic.

INTRODUCTION

HOW DECISIONS ARE MADE

Nooneknowstheircommunitybetterthanthepeoplewholive,workandplayinVictoria’sdiverseneighbourhoods.

Creatingopportunitiesforparticipationisintegraltogoodgovernance.ItenablesCounciltounderstanddiverseperspectivesandmakewell-informeddecisionsthatreflectcommunityneedsandaspirations.

Equallyimportanttothis,weengageandconveneresidentsbecausedoingsohelpstobuildcommunityandincreaseindividualandcollectivewell-being.Whenpeopleparticipateinengagementactivitiestheygettoknowothers,theymeetpeopletheymightnothaveotherwise,andfeeltheyhaveapoliticalvoiceandanactiveroleinshapingthecity.Socialcapitalalsoincreases(seeSocialCapitalRubricin

EngagementTools),andoverallresilienceofthecommunityimproves.

Effectiveengagementmeansthatwetakeeverythingwehearunderconsiderationas decisions are made. Our commitment tothecommunityisthatwewilllistenandreviewthefeedbackwereceivewithequalconsiderationaspartoftheCity’sdecision-makingprocess.

WHY WE ENGAGE


How Are Local Government Decisions Made?

Council members who seek election to make changes

The needs of the community

Feedback received from citizens

Strategic Plan priorities

Financial Plan – the ability to pay for changes to service levels

Determine how this proposed change aligns with legislation, bylaws and other plans and policies such as the Official Community Plan

Best practices

Apply to join a committee

Attend a public hearing

Request to address Mayor and Council at a Council meeting

Join your local neighbourhood association

Attend Mayor’s Community Drop-In

Fill out an online survey on upcoming projects

Attend an open house, workshop or City event in your neighbourhood

Share your thoughts with the City through social media

Subscribe to our e-newsletter

Sign up to receive bi-weekly Council Highlights, a summary of decisions made at Council meetings

Read through our latest Annual Report

Download the ConnectVictoria app

Stay up to date on all the latest news at www.victoria.ca

Attend a Council meeting or watch the webcast online

Get to know your Council liaison for your neighbourhood

Changes in legistation

INFORM THE COMMUNITY4

Requests from members of the community who use the services

Research on what other cities are doing

Identifying a need or gap in services for the community

City staff evaluation of programs and services

Share your feedback on any topic via [email protected]

Follow current initiatives at a municipal and regional level through local media

COUNCIL CONSIDERS CHANGES TO PROGRAMS

AND SERVICES

1COUNCIL LISTENS

TO COMMUNITY INPUT

2COUNCIL

VOTES

3

WHY? WHAT?ARE THE CONSIDERATIONS

HOW?CAN YOU PROVIDE INPUT

WHO?THAT’S YOU!

Every 4 years you vote for Mayor and Council

IF APPROVED, CHANGES ARE IMPLEMENTED BY STAFF

Connect with us on social media


Notatallinitiativesrequirethesamelevelofparticipation.Engagementincludessharinginformation,whichisthefoundationforanengagedcommunity,tocollaboratingondecisions.

Thetablebelow,providesinformationonthevariouslevelsofengagement,which

arebasedontheInternationalAssociationofPublicParticipation.Foreachengagementprocessweundertake,weadoptanappropriatelevelofparticipationbasedonwhatinputwearelookingforfromthecommunity.Thecategoriesarenotconsideredinisolationasprojectscanincludemanyphases.

Alllevelsofparticipationareimportant.Thespectrumisnotacontinuumbutoutlinesdifferentcategoriesofparticipationandisusedtohelpdefinetheopportunitiesforinvolvement.

DEFINING THE LEVEL OF PUBLIC PARTICIPATION


LEVEL OF PUBLIC

PARTICIPATION

INFORM

CONSULT

INVOLVE

COLLABORATE

EMPOWER

PUBLIC PARTICIPATION GOAL

PROMISE TO THE PUBLIC

EXAMPLE TOOLS AND TECHNIQUES

• Toprovidethepublicwithbalancedandobjectiveinformationto assist them in understanding the problem,alternatives,opportunitiesand/orsolutions.

• Wewillkeepyouinformed • Webpage• Newspaperads• Signs

• Toobtainpublicfeedbackonanalysis,alternativesand/ordecisions.

• Wewillkeepyouinformed, listentoandacknowledgeconcernsandaspirations, andprovidefeedbackonhowpublicinputinfluencedthedecision.Wewillseekyourfeedbackondraftsandproposals.

• Surveys• Focusgroups

• Toworkdirectlywiththepublicthroughouttheprocesstoensurethatpublicconcernsandaspirationsareconsistently understood and considered.

• Wewillworkwithyouto ensure that your concerns andaspirationsaredirectlyreflectedinthealternativesdevelopedandprovide feedbackonhowpublicinputinfluencedthedecision.

• Workshops• Deliberatepolling

• Topartnerwiththepublicineachaspect ofthedecision, includingthedevelopmentofalternativesandtheidentificationofthepreferredsolution.

• Wewilllooktoyoufor directadviceandinnovationinformulatingsolutionsandincorporateyouradviceandrecommendations into the decisions to the maximum extentpossible.

• AdvisoryCommittees

• Toplacefinal decision-makingin thehandsofthe public.

• Wewillimplementwhat you decide.

• Delegated decisions such aselectionsandreferendums

Spectrum of Public Participation


Whennewprojectsarebeingdevelopedor changes are being considered to plans,policies,programsandservices,wewanttohearfromthosewhoareimpacted.Wealsowanttohearfromthosewhohavepassionandexperienceintheareaswe’reworkingon.

SomedecisionstheCitymakesmaynotrequireconsultationwiththecommunitysuchassomeofthedaytodayoperationaldecisionsthatarerequiredtokeepthecityrunningsmoothly.Forthesesortsofprojects,wewillkeeppeople

ManyoftheprojectstheCitydoesfallintothesecategories.Webenefitfromhearingvariousexperiencesandperspectives.

informedoftheworkunderway,whenitwillbecompletedandwhatdisruptionscanbeexpected.

ProvinciallegislationliketheCommunityCharterandLocalGovernmentActsetoutminimumrequirementsforwhenlocalgovernmentsarerequiredtosolicitinput,fromthepublic.IntheCityofVictoriaweaimtocreatemanymoreopportunitiesthanthoselegislativelyrequiredforpeopletoparticipateandcontributetodecisionsthatshapeVictoria.

TheCityengageswiththecommunity

onmanyaspectsofdecision-makingincludingtheannualCitybudget,planningforneighbourhoods,parkimprovements,changestopublicspaces,transportationand more.

Weengageonwhattodo(keyaspectsanddesign),suchaswhichfeaturestoincludeatanewparkorwheretrafficupgradesarerequired.Whenwecan,weworkonthehow,(timing,etc.)withthemostaffectedstakeholders,aswetryourbesttoaccommodateidealtimestocarryoutnecessarywork.

PROJECT TYPES EXAMPLES

KEY STAKEHOLDER GROUPS & ROLES

IAP2 MIN LEVEL

EXAMPLES OF ENGAGEMENT ACTIVITIES

• City-widepoliciesandplans

• ParksandOpenSpaceMasterPlan• TransportationMasterPlan• BicycleMasterPlan• ParticipatoryBudgeting

• Residents• Business owners

• Consult • Sounding boards • Workshops• Openhouses• Pop-upkiosks• Design charrettes• Stakeholdermeeting• NeighbourhoodWorkingGroup• Surveys• Emailtostaff• Mayor’sCommunityDropIn• EmailtoMayorandCouncil• Feedbackviasocialmedia

• Neighbourhood policiesandplans

• Neighbourhoodplans• Localparkimprovementplans• Playgroundupgrades

• Residents • Involve

• Election/Plebiscite/Referendum

• CrystalPoolandFitnessCentrereferendum

• Residents • Empower • Vote

• Councilinitiatives • StrategicPlan• EconomicActionPlan

• Council• Community

members• Business owners

• Inform • TaskForcesandAdvisoryCommittees• Mayor’sCommunityDropIn• EmailtoMayorandCouncil

• ProjectImplementation/Construction

• Implementationofbikelanes • Neighbouring residents and businesses

• Inform • Stakeholdermeetings• Signs

• DevelopmentApprovals

• DevelopmentoforamendmentstotheOfficialCommunityPlan,includingchangestoregulationssuchasre-zoningsandbylaws

• Residents • Business owners

• Consult • CALUCmeetings• PublicHearings

• InfrastructureandAssetPlanning

• Johnson Street Bridge• Bikelanes

• Residents • Business owners

• Involve • Vote• Workshops• OpenHouses• Stakeholdermeeting• Surveys• Emailtostaff• Mayor’sCommunityDropIn• EmailtoMayorandCouncil• Feedbackviasocialmedia

Opportunities to Participate

WHEN WE ENGAGE


TheInternationalAssociationforPublicParticipation(IAP2)hasdevelopedbestpracticestocontinuouslyimprovepublicparticipationwithindividuals,governments,institutions,andotherentities.In2009,CounciladoptedIAP2principlesforeffectivepublicparticipation,which,alongwithbestpracticeswehavecreatedovertheyears,guideourengagementpractice.

GUIDING PRINCIPLE STRATEGY AND COMMITMENT TO THE COMMUNITY

Transparency• TheCitywillbeopenandtransparentinhowweshareinformation

• Besteffortsaremadetosetandmanagecommunityandstaffexpectationsbyidentifyingthedecisionsthathavealreadybeenmadeandcurrentopportunitiesforparticipation

• Dependentonmeetingsizeandcomplexity,whatweheardfromeachengagementinitiativeissharedwiththecommunitybetweentwoweeksandonemonthofthemeetingdatetoensureallfeedbackwasaccuratelycaptured

• OnceCouncilmakestheirfinaldecisionitissharedwithallthosewhoparticipatedintheengagementprocess

Inclusiveness• TheCitymakesbesteffortstoreach,informandengageallpeoplewhoareimpactedbythedecisionsbeing considered

• Wherepossible,thecommunitywillbeinvolvedinthedesignoftheengagementprocessthroughneighbourhoodworkinggroupsandstakeholdermeetings

• Opportunitiesarecreatedtoinvolvepeoplewhoareimpactedbychangesbeingconsidered• Arangeoftoolsandtechniquesareusedtoengageavarietyofstakeholdersandensureaccuraterepresentationofthecommunityisreflected

Welcoming • TheCitycreatessafe,welcoming,respectfulengagementspacesandprocessesinwhicheveryonefeelscomfortablesharingfeedback

• Facilitatorswillensureeveryoneparticipatinghasanopportunitytospeakandfeelscomfortableprovidinginput

• TermsofEngagementwillbedevelopedwithparticipants,sharedandappliedtoensuretheconversationremainsontrackandrespectful

Clear information • TheCityprovidespeoplewiththeinformationtheyneedtoparticipateinameaningfulway

• Relevant,balancedinformationisshared• Twolevelsofinformationareprovided–aquicksummaryaswellasmoretechnicalinformationforpeoplewhowishtolearnmoredetails

Timely information • TheCitywillprovidethecommunitywithamplenoticeofopportunitiestoparticipateand

• Thecommunitywillbeinvolvedasearlyaspossibleintheengagementprocesstoensurestakeholdershavetimetolearnabouttheissueandactivelyparticipate(Minimumtwoweeknoticeofengagementopportunities)

• TheCitywillprovidematerialsforcommunityreviewinadvancewherepossibleandapplicable

Commitment • TheCitydemonstratesits

commitment to engaging the communityinameaningful,way,continuouslyimprovingpracticestoremainrelevantandeffective

• TheCity’sProjectManagersandEngagementTeamareresponsibletoadheretotheEngagementFramework

• TheEngagementDepartmentisresponsibleforreviewingtheframeworkannuallyandupdatingasrequired

• Allfeedbackreceivedwillbesharedwithdecision-makersandwillcontributetodecisionmaking

• Opportunitieswillbecreatedforthecommunitytoprovidefeedbackontheprocess• Aninterdepartmentalstaffdebriefsessionwillbeheldfollowingtheconclusionoftheengagementperiod

• Communityrepresentativeswillbeinvitedtodebriefswherepossible• Lessonslearnedwillbeincorporatedintoengagementprocessesonanongoingbasis

Accessibility • TheCityworkstoremovebarrierstoparticipation,withthegoalofprovidingallcommunitymemberswithanopportunityformeaningfulengagement.

• TheCitywillstrivetohostallengagementeventsatvenuesthatareaccessible(accessibleaccess,accessibleparkingandaccessiblewashrooms).

• Besteffortsaremadetoaccommodatediverseneedsandreducebarrierstoparticipation,proactively,andastheyarebroughtforwardbythecommunity(hearing,sight,speech,language,mobility,allergiesorchildcare).Staffwillworktoassistwitheachrequest.Ifaresidentisnotabletoattendanevent,analternatewayofparticipatingwillbeavailable.

• Ifafullmealisprovided,participantswillbeaskedfordietaryrestrictionsthroughtheRSVPprocess.Staffwilldotheirbesttoaccommodatethem.

GUIDING PRINCIPLES


Thefirstactionweundertakeindeterminingopportunitiesforcitizenstoparticipateandcontributetodecisions,is to assess what changes are being considered,whatdecisionshavebeenmadeandthetypeofproject.

Oncetheopportunityforinputhasbeendetermined,atailoredengagementstrategyisdevelopedthroughsixkeysteps.

STEP ONE

Create the StrategyTheCity’sEngagementTeamworkscloselywiththeleaddepartment,andwhereappropriatemembersofthepublic,todevelopanEngagementStrategythatdefinesthefollowing:

1. Purpose a.Whatinformationdoweneed

fromthecommunitytoinformthedecisions being made?

2. Commitment to the public a.Whatisthelevelorlevelsofpublic

participationtobeusedindecision-making?

HOW WE ENGAGE

3. Timeline and budget

a.Whatistheprojecttimeline?

b.Whatresourcesareavailabletousetoimplementtheengagementstrategy?

4. Target audiences

a.Whowillbeimpactedbythedecisions being made?

b. How can we best reach them?

5. Design

a.Basedonourtimeline,audience,budgetandthelevelofcomplexityoftheinformationweareseeking,howcanwebestsolicitthefeedbackweareseekingfromthecommunity?

STEP TWO

Tell the story Inorderforpeopletoprovidemeaningfulinput,theyneedtounderstandwhattheCityistryingtoachieve,whyandhowtheycanparticipate.Informationwhichhelpsto‘tellthestory’foreachproject,willbemadeclearandaccessible.

How We Got Here

• What is the decision that has been made?

• When the decision was made?

• Who made the decision?

• Whatinformationinformedthedecision?

• Whatwasthelevelofcommunityinvolvementininformingthedecision?

Today

• What is the decision being made?

• Whatinputareweseekingnow?

• Whatisthelevelofpublicparticipation?

• Whenwillweseekpublicfeedback?

• Howwillpublicinputbesought?

• Howwillpublicinputbeused?

The answerstothesequestionswillshapethequestionsweask,theformatstheCityusestoaskthem,howwepromoteourinitiativesandwhenwesharethefeedbackwithCouncil.Theanswerswillalsobesharedtobringpeoplewhoare


newtotheprocessuptospeedandtohelpensureeveryoneisawareonhowtheycanhelpparticipatetoinformdecision-making.

STEP THREE

Raise AwarenessCommunicationandpromotionofinputopportunitiesarecriticaltoreceivingfeedback.Withintheengagementplan,allcommunicationstoolswillbelistedtoensure a broad audience is reached.

STEP FOUR

ConnectThisiswhenpublicparticipationhappens.Thequestionsbeingaskedareclear,informationiseasytounderstandandnextstepsarewelldefined.

STEP FIVE

Close the loop ToensureeveryonewhoparticipatedintheengagementprocessisawareofhowtheirinputwasusedandofCouncil’sfinaldecision,reportingoutisimportant.Whatweheardateacheventwillbesharedwithparticipantstoensureallfeedbackwascaptured.

STEP SIX

Evaluate Wevaluethecommunity’stimeandfeedbacktohelpCouncilmakewell-informeddecisionsthatreflectcommunityneeds,valuesandvisionfortheir neighbourhoods and city.

Debriefingandevaluatingisanimportantstepthatcontributestothesuccessoffutureengagementinitiatives.Theinterdepartmentalstaffteamdebriefsafterthepublicparticipationclosestoreviewhowwellobjectivesweremet,reviewfeedbackfromthecommunity,shareexperiencesandrecommendationsforfutureprocesses.Whenpossible,thecommunitywillbeinvitedtoparticipateinthedebrieforprovidefeedbackontheprocess.

Successfulpublicparticipationisaboutsharinginformationandlettingallthevoicesintheroombeheardwiththepromiseallfeedbackwillbeconsideredbeforeadecisionismade.Afterparticipatinginanengagementprocess,wewantcommunitymemberstofeeltheirfeedbackhasbeenheard,

theircontributionisvalued,theyknowhowinputwasusedtoinformrecommendations and that they are awareofCouncil’sfinaldecision.

In order to ensure our engagement practicesaremosteffective,wewillcontinuouslyfindwaystoimproveourapproach.Toassistwithevaluation,thefollowingfactorswillbeusedasKeyPerformanceIndicators:

• The Engagement Frameworkwillbereviewedannuallytoensureitremainsrelevantandeffective

• Feedbackfromparticipantsonthe

processiscollectedandreviewedaftereachinitiativeandincorporatedwherepossible

• Meetingswillbeheldwiththeinterdepartmentalstaffteamonceengagementwindowcloses

• Council’sfinaldecisionandkeyconsiderationswillbeshared,closingtheloopwithparticipants

• EngagementhighlightsincludingnumberofpeoplewhoparticipatedinengagementeventswillcontinuetobesharedwithCouncilandthecommunitythroughtheCity’squarterlyreportingprocess

PARTICIPATE VICTORIA ENGAGEMENT FRAMEWORK

HOW WE ENGAGE

Continuous Improvement

1Create the strategy

Define purpose, how and when the community can participate

6Evaluate

Determine how well objectives

were met and discuss lessons

learned

4Connect

Listen and collect feedback from the community

3Raise awareness

Promote opportunities for input

2Tell the story

Explain past decisions, how feedback will be collected and how it will be used

5Close

the loop

Share Council’s final decision


EffectivecommunityengagementrequirestheactiveinvolvementofCitystaff,Councilandthecommunity.

Role of City Council Asthekeydecisionsmakers,Councilhasidentified13objectivesandassociatedactionsandoutcomestoguidetheCity’sworkasoutlinedintheirStrategicPlan.

Council’smainroleinengagementisto:

• Identifytopprioritiesforpublicengagement

• Promoteparticipationinengagementinitiatives

• Considerallfeedbackreceivedfromthecommunitythroughtheirdecision-makingprocess

Role of First Nations TheCityiscommittedtorespectfullyandappropriatelyengagingtheSongheesandEsquimaltNationsinCityofVictoriainitiativesandsharedinterests.Outreachisdonegovernmenttogovernment,andisflexibleandadaptablerecognizingthehistory,culture,valuesandtraditionoftheLekwungenPeople.

Atthebeginningofthisyear,MayorandCouncilproclaimed2017theYearofReconciliation.AspartoftheprocessofReconciliation,theCityandtheFirstNationscreatedaWitnessReconciliationProgram.Movingforward,engagementwillincorporateapproachesthatreflectthisprogram,usinglocalIndigenoustraditionandpracticesasthefoundationforoutreachandinvolvement.Meetingswillbeexchangedforconversations,timelinesswillbelessrigid,asemphasiswillbeplacedonrelationshipsandtheprocessasmuchastheoutcome.

TheCityrecognizesthattoensurevalueinengagement,itwillrequireworkingdifferently,outsideconventionalmunicipalpractices.TheapproachwillbeagileandeverevolvingastheCitydeepensitsunderstandingthrough discussions and strengthened relationships,continuouslyincorporatingnewknowledgeintoconversationswithitsIndigenouspartners.

City Staff AttheCity,departmentsworkcloselywiththeEngagementDepartmenttodesign,deliverandreportonengagementinitiatives.Internally,engagementdoesnotworkinisolationbutaspartoftheoverallsuccessfuldeliveryofaproject.

Bringingtogethercross-departmentaleffortsandconsideringtheneedsofthecommunityateverystagehelpsensurecitizensareinformedandabletoparticipateindecisionsthataffectthem.Theroleofstaffisto:

• Pursue community engagement withthebeliefthatitleadstobetterdecisionmaking

• Ensurethatthedesignofeachengagementinitiativefollowstheengagementframework

• Continuouslyincorporatelessonslearnedfromoneengagementinitiativeto the next

• Informthecommunityofthedecision-makingprocessandthedecisionsbeingmade.

Designengagementprocesses:

-Incorporatestrategiestoreachallmembersofthecommunitywhoareimpactedbythedecisionsbeingconsidered

- Providebalanced,clearinformationthecommunitycanusetoinformthefeedbacktheyprovide

- Incorporateatwoweekminimumnoticetothecommunityofanyupcomingengagementinitiative

- StatetheCity’spromisetothepublicandthecommunity’slevelofparticipationindecision-making

- ProvideanopportunityforallvoicesaffectedbyadecisiontobeheardandallperspectivestobesharedwithCouncil

• EnsurethefeedbacksharedwithCouncilaccuratelycapturesallfeedbackreceived

• Presentallinformationreceivedequally

• InformthecommunityastohowtheirfeedbackwasusedandofCouncil’sfinaldecision

• EnsureconsultantsworkingwiththeCityonengagementinitiativesusetheengagementframework

The Community Toinformtheirdecision-making,Councilseekstounderstandtheneedsofthewholecommunity,whichincludesresidents,businessandpropertyownersandorganizationsrepresentingspecificgroupsofthepopulation.Sharingopinions,ideasandexperienceswiththeCityandeachotherinarespectfulandconstructivewayhelpsfosterasuccessfulengagementprocess.Theroleofparticipantsisto:

• IdentifyanybarrierstoparticipationsotheCitycanseektoaccommodateanyrequestsandalleviatebarrierstoparticipation

• Participateopenly,constructivelyofferingsuggestionsandalternativesolutions

• Providefeedbackonthequestionsbeingposedtobestinformthedecision being made

• Encourageotherstohelpshapetheircommunity

• Respectopposingperspectives,alloweveryoneachancetospeakandcomewithanopenmind,creatingasafespaceinwhichallcanparticipate

Neighbourhood and Community Associations TheCityworkscloselywithneighbourhoodand community associations as they helpustoconnectwithresidentsineachneighbourhood.Movingforward,inputfromtheNeighbourhoodAssociationstohelpshapetheengagementprocesswillbesoughtearlyon.Theroleoftheassociationsbuildsontheroleofthecommunityandalsoincludes:

• SharinginformationtoensureresidentsareawareofinitiativesanddecisionsmadebyCouncilthatdirectlyimpacttheirlives

ROLES


Community Groups and Partner OrganizationsThere are numerous organizations thatprovideservicetoavarietyofstakeholdersandthepublicinVictoria.Thesegroupsincludebusinessandtourismassociations,artsandculturegroups,socialserviceproviders,theschooldistrict,youthservingorganizationsandmore.Theyofferanimportantservicetothecommunityandserveasaconduittobusinessownersandresidents.Weworkcloselywiththeseorganizationsto:

• AlignCityinitiativeswithactivitiesofcommunitygroupstooptimizeresources in the community

• Involveimpactedstakeholdersininitiativesanddecisionsearlyon

• PromotingopportunitiesforinvolvementinCitydecision-makingencouragingresidentstoparticipate

• Providinganopportunityforcommunity members to discuss community matters and bring forwardanysuggestions,concernsandquestionsrelatedtomunicipalgovernmenttotheCitytoconsider and address

• Helpingconnectneighbourswitheachotherandwiththeirlocalgovernment.

Neighbourhood Association Community and Land Use Committees (CALUCS)NeighbourhoodAssociationCALUCsprovideaneighbourhoodlevel

perspectiveonnewlanddevelopmentsinthecommunity.TheroleoftheCALUCincludes:

• Facilitatingdialoguebetweenapplicantsandthecommunitytoidentifyissues(bothpositiveandnegative)regardingOCPamendment,rezoning,varianceandliquorlicenseapplications.

• BeingknowledgeableabouttheNeighbourhoodandPrecinctPlan(s)andinformandempowerneighbourstobeinvolvedindevelopmentapplicationdiscussionsthrougheducation.

• CommentingontheinterpretationoftherelevancyofpoliciesandwhetherdevelopmentapplicationsfitwiththespiritandintentoftheNeighbourhoodPlan

• Communicatingtoeveryoneinvolvedregardingidentifiedissuesandadequacyofcommunityconsultation

TOOL DESCRIPTION WHO SHOULD USE THIS TOOL

• How We Engage • Outlinesthesevenstepstotheengagementprocess

• Staff

• PublicParticipationPlanningWorksheet • Theanswerstothesequestionswillhelpdetermineopportunitiestoparticipateanddefinethefoundationsfortheengagementstrategy

• ProjectManagerandEngagementsupport

• TermsofEngagement • Identifiesexpectationsofparticipantstoensureasafe,respectfulenvironment

• Communitymembers• Staff

• SocialCapitalRubric • Measuressenseofconnection,belongingandinfluenceatthebeginningofongoingengagementactivitiesandagainattheend.

• Communitymembers• Staff*Thistoolshouldbeusedatthebeginningandagainattheendofallongoingengagementactivitiessuchasneighbourhoodplanningprocesses

Wehavedevelopedandareincorporatingafewtoolstohelpstaffplanandimplementsuccessfulengagementinitiativesaswellastomeasurecommunitybuildingthroughengagement.

Yourfeedbackonthisframeworkandhowyoucanparticipateinyourlocalgovernmentisencouraged.Emailyourthoughtsanytimetoengage@victoria.ca

TOOLS


PARTICIPATE VICTORIA ENGAGEMENT FRAMEWORK

HOW WE ENGAGE

Continuous Improvement

1Create the strategy

Define purpose, how and when the community can participate

6Evaluate

Determine how well objectives

were met and discuss lessons

learned

4Connect

Listen and collect feedback from the community

3Raise awareness

Promote opportunities for input

2Tell the story

Explain past decisions, how feedback will be collected and how it will be used

5Close

the loop

Share Council’s final decision


Tohelpinformthedevelopmentofthestrategy,thefollowingquestionswillbecompletedbytheProjectManagerandtheEngagementCoordinator/Advisorduringtheirfirstteammeeting.

PUBLIC PARTICIPATION PLANNING WORKSHEET

CONTEXT

Whatisthenameoftheproject?

What is the intended outcome?

What is the decision being made?

Howwillthedecisionimpactthecommunity (identifyimpactstoallstakeholdergroupsaffected).

Whowillmakethefinaldecision?•Council•Staff•Other

Aretherelegislativerequirementsforengagement?

Whatdecisionswillbeopentoinputfromstakeholdersandthecommunity(identifyspecificstakeholdergroupsthatneedbeincludedinengagement)?

Whatspecificinformationareyouseekingfromthepublic?

Howwillthisinformationaddvaluetothedecisionmakingprocess?

Howdoyoudefinesuccessfulengagementforthisproject?

TELL THE STORY

How we got here

Whatdecisionhavealreadybeenmade?

When the decision was made?

Who made the decision?

Whatinformationinformedthedecision?

Whatwasthelevelofpublicparticipation?

Today

Whatdecisionhavealreadybeenmade?

Whatinputareweseekingnow?:

Whatisthelevelofpublicparticipation?

Whenwillweseekyourfeedback?:

Howyourinputwillbesought:

Howyourinputwillbeused:

TIMING

Whatarethemilestonesfortheproject?•Councilmeetingdates•Anticipatedcompletionofplans

Whatistheoverall(past,presentandfuture)timeline?

BUDGET

Whatisthebudgetforengagement?


1. Beopentonewideasandopinions

2. Respecteachother-whenothersarespeakingandwithyourownbodylanguage

3. Alloweveryoneachancetosharetheirperspectives

4. Listenactively

5. Shareyourstory,experienceandview

6. Respectfullyaskquestionsofoneanother’sviewstogainabetterunderstanding

7. Stayontopic

8. Respecteachother’stime.Ifyouwouldliketodiscussthetopicmore,taketheopportunitytostayafterthemeetingandshareyourideaswiththestaffteam

9. Thegoalisnottoagree–itistogainadeeperunderstandingoftheissuesandopportunities.

Haveagoodtimeandenjoysharingand hearing ideas!

TERMS OF ENGAGEMENT


GOODWILL - SENSE OF BELONGING - SOCIAL TRUST - INCLUSIVENESS - RECIPROCITY

SOCIAL CAPITAL RUBRIC

Socialcapitalisawayoflookingatthetrustingrelationshipswehaveinourpersonallivesandinourcommunitylife.

Socialcapitalisintricatelyconnectedtohowweengageincommunitylife.

Thehigherthenumberofourengagementlevelusuallyreflectsahigherlevelofsocialcapital.

Asorganizerswewanttoengagepeoplesotheyseethemselvesaspartoftheglue.Theyunderstandandcanactontheirrightsandresponsibilitiesasacitizen.Buildingsocialcapitalrequiresintentionalrelationshipbuildingandreflectingonexperience.

1 2 3 4 5 6

AVOIDANCE AWARENESS WAKE UP ENGAGEMENT ACCESS ORGANIZER

“I’mdisconnected” “Iseebeyondmyself” “Iinfluence” “Ieffectchange” “I’mneeded” “I’mpartoftheglue”

Documents

Engagement Framework...ENGAGEMENT FRAMEWORK 3 At the City of Victoria, the decisions we make impact the daily lives of people in our community. Public participation creates opportunities