Policy - Community Engagement - 201911011
Topic:
Community Engagement
Policy Affects: All Staff
Section: COMM-07 Replaces: N/A
Original
Policy Date:
November 1, 2019 Revision
Date:
N/A
Effective
Date:
November 1, 2019 Proposed
Revision Date:
November 1, 2021
Prepared By: Corporate Communications Approval
Authority:
Council
1.0 Policy Statement
This policy supports the Town of Aurora’s mission, vision and values by providing a
framework and guidelines for communications that puts our community first.
2.0 Purpose
The Town of Aurora is committed to providing an inclusive community engagement
process to better inform and engage residents in decisions-making processes and
projects that reflect their interests and concerns.
We are dedicated to utilizing the most effective and efficient communication tools,
techniques and best practices to improve relationships with our community and make
appropriate engagement opportunities available to them. Engagement opportunities
may occur before projects begin as a way of raising awareness of projects and assist
in developing staff recommendations to Council. Engagement may also be used after
Council has provided direction as a form of education and information sharing.
Engagement is not required for all decision-making processes as some may be
legislative in nature, or handled most effectively within existing democratic
frameworks. The intent of this policy is to ensure engagement is at the forefront of
project planning and seeks to balance the efficiency and effectiveness of government
with transparency and accountability.
This policy will act as a guide internally, with framework informing the level of
community engagement to be employed in projects, providing opportunities for
meaningful, two-way communication and cultivating a culture where public
participation in local government is valued and encouraged.
Administrative Policies & Procedures
Policy No. COMM-07 – Community Engagement Policy
Policy No. COMM-07
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3.0 Scope
This policy applies to all projects and events across the organization that require
community engagement, either online or in-person, and will inform the appropriate
public engagement approach
4.0 Definitions
Community Engagement A process that facilitates communication, interaction,
involvement and exchange between the government and the community. The
community engagement process will be transparent, responsive, inclusive and
empowering and is based on realistic expectations, mutual respect and trust.
5.0 Responsibilities
Employees:
Contact Corporate Communications at the beginning of a project to discuss
the appropriate level of community engagement and the best tools to
accomplish project’s goals.
Management:
Ensure all employees are aware of and adhere to the policy.
6.0 Procedure
On each report to Council is a Communications Considerations section. When
appropriate and relevant, the appropriate level of community engagement
recommended will be included in that section as determined by the Director in
consultation with the Corporate Communications Manager. The levels of engagement
will be consistent with the International Association of Public Participation (IAP2)
Spectrum. IAP2 is an international association of global members seeking to improve
the practice of public participation in relation to individuals, governments, institutions
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Policy No. COMM-07
and nations. IAP2's Spectrum of Public Participation was designed to assist with the
selection of the level of participation that defines the public's role in any public
participation process. The Spectrum is used internationally, and it is found in many
public participation plans.
IAP2’s Spectrum is designed to assist with the selection of the level of participation that
defines the public’s role in any community engagement program. The Spectrum shows
that differing levels of participation are legitimate depending on the goals, time frames,
resources and levels of concern in the decision to be made. However, and most
importantly, the Spectrum sets out the promise being made to the public at each
participation level. The Spectrum is widely used and is quoted in most community
engagement manuals.notic
Community Engagement Framework
Inform Consult Involve Collaborate Empower
GOAL To provide
information and
generate
awareness to the
public.
To obtain
feedback on
analysis, issues,
alternatives and
decisions that will
inform the final
outcome.
To work directly
with the public
throughout the
process to ensure
that public
concerns
consistently
understood and
considered.
Partner with
stakeholders in all
steps of the
process, including
the development of
strategies and
recommendations
and the
identification of
preferred solutions.
Additional decision-
making is placed in
the hands of the
public.
PROMISE We will keep you
informed by
providing you with
timely, accurate
and accessible
information.
We will listen and
acknowledge your
concerns and
seek to listen to
diverse
perspectives.
We will work with
you to ensure that
your concerns are
directly reflected in
the alternatives
developed and
provide feedback
on how public input
influenced the
decision.
We will look to you
for advice and
innovation and
incorporate this in
decisions as much
as possible.
Town staff are
expected to
implement what the
public has decided
CONDITIONS
FOR
ENGAGEMENT
Decision has
already been
made. The Town
has the control to
make the decision
and implement it
and is not looking
for feedback.
The Town has
control to make
the decision and
implement it, but
wants some
feedback before
making a final
decision.
The Town has the
control to make the
decision and
implement it but
will include public
feedback as a
factor in the
decision-making
process.
The Town cannot
make and
implement a
decision by itself.
Shared decision
making with other
partner.
The public will
generally participate
in decision-making
through a ballot
process and within
the context of the
Municipal Act.
EXAMPLE
TECHNIQUES •
Fact sheets
Webpage
Open house
Notice Board
Public meeting
Survey
Focus group
Online
Workshop
Deliberative
polling
Crowdsourcing
Advisory
Committee
Participatory
decision-making
Ballot
Policy No.COMM-07
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E-newsletter
Media release
Social media
Photo galleries
Registration
forms
Meeting minutes
Phone
Site visit/tours
Live streaming
Council
meeting/public
meeting
consultation
Advisory
Committee
Interviews
Social media
listening
Social media
Town Hall
Workshop
Door-to-door
outreach
Comment
boxes
Community
mapping (via
online
consultation)
Digital storytelling
Design charrette
Mind mapping
Citizen panels
Hackathon
Large group
meetings
Document co-
creation
Working group
7.0 Regulatory/References/Codes/Standards
N/A