In order to conduct high-quality engagements, procedures have been developed to guide City officers through the process. To support this, an amendment to the City’s Community and Stakeholder Engagement Policy is now being advertised to formally recognise these procedures and ensure this becomes a Council endorsed approach.
Description and background
In July 2019, Council adopted the Community and Stakeholder Engagement Policy. Its purpose is to establish a high-level framework for meaningful engagement with the community based on best practice principles where legislation and other Council policies and procedures don’t apply.
The policy required that more detailed procedures be developed to provide further clarity to Council, the community and staff about how best to decide, plan, develop and implement an engagement approach on any given project or initiative.
An intuitive end-to-end engagement framework is now operational has been developed to achieve the following objectives:
- To have a suite of engagement activities which are fit for purpose and provide the community several opportunities to receive information and have their say at the right time
- To identify the impact each project will have on relevant stakeholders and to adjust the engagement approach accordingly
- Use metrics to validate the project’s impact assessment and to justify the project officers’ project insight.
The framework identifies five stages of engagement to include:
- Decide and analyse
- Plan and design
- Develop and prepare
- Implement and engage
- Close off and evaluate.
To support its implementation, a suite of resources has also been developed to support each stage and embeds a culture of engagement into all project teams across the organisation.
One of the key features of this approach is a new e-Tool for use by officers when planning their engagement approach. The e-Tool allows project managers to interrogate each project and uses metrics and an intuitive line of questioning to help officers assess the level of impact their project has on:
- The community
- Elected Members
Once the impact level has been established, the e-Tool creates a tailored engagement plan that recommends specific actions for all three groups to respond to the likely level of interest and impact.
A summary of the procedures are provided in Useful documents below.