A Voice For All Community Engagement Policy 2021 - City of Whittlesea
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A Voice For All Community Engagement Policy 2021 1 City of Whittlesea Community Engagement Policy
CONTENTS
Acknowledgement of Traditional Owners........................................................3
INTRODUCTION........................................................................................4
Our promise to our community........................................................................4
Purpose of this Policy.......................................................................................4
About our Council.............................................................................................5
WHAT IS COMMUNITY ENGAGEMENT......................................................6
Our commitment .............................................................................................6
Principles...........................................................................................................6
OUR APPROACH TO COMMUNITY ENGAGEMENT.....................................7
How we engage.................................................................................................7
Types of community engagement ...................................................................7
Levels of community engagement ..................................................................9
WHY WE ENGAGE...................................................................................10
WHO WE ENGAGE .................................................................................11
Our diverse community .................................................................................11
WHEN WE ENGAGE................................................................................13
IMPLEMENTATION, MONITORING AND REPORTING................................14
Keeping in touch with our community...........................................................14
SUPPORTING INFORMATION..................................................................15
Definitions.......................................................................................................15
ROLES AND RESPONSIBILITIES ................................................................17
RELATED POLICIES, STRATEGIES AND GUIDELINES...................................18
Acknowledgement of Traditional Owners
The City of Whittlesea recognises the rich Aboriginal heritage of this country and acknowledges the Wurundjeri
Willum Clan as the traditional owners of this place.
3 City of Whittlesea Community Engagement Policy
INTRODUCTION
“In 2040 the City of Whittlesea is a place that opens its arms to every
resident, where all walks of life are celebrated and supported. Our
community is compassionate and welcoming. We are healthy and can
easily access the support services we need. People of all backgrounds,
ages and abilities feel that they are an essential part of the community.
We work together, making our community a better place for all.”
Whittlesea 2040 Community Vision, Page 13
Good community engagement is There has never been a more vital time Purpose of this Policy
central to realising our Whittlesea 2040 for Council to engage well with local
This Community Engagement Policy
community vision to work together to communities. A number of significant
outlines our commitment to actively
make our community a better place global and local factors have informed
involve the community in decision-
for all. Whittlesea’s approach and are
making so we can deliver better quality
Community is the heart of our City and summarised in the diagram below.
outcomes and reach our Whittlesea
everything Council strives to achieve is 2040 Vision for:
done to improve the lives of those who Our promise to our community
• A connected community
live, work, study and visit here. In adopting the Policy, Council commits
• A sustainable environment
This includes providing meaningful to engage its community in a deliberative,
opportunity for our community to proactive and flexible way. This will ensure • A strong local economy
provide input into Council’s decision- the decision-making of Council is fully • Liveable neighbourhoods
making processes and hear their views, informed of our community’s views • A high performing organisation.
ideas and feedback about activities and ideas and suggestions, and all options
issues that are important to them. have been carefully considered.
City of Whittlesea Community Engagement Policy 4
The policy is built on a set of core adhere to legislative requirements recover best from emergencies do so
principles and commitments that will under the Local Government Act 2020 when efforts are community led.
help guide the planning, development, (it’s the law!) We want to foster new governance
implementation, evaluation and The City of Whittlesea has a strong models and support citizen leadership
continuous improvement of our network of community and volunteer and participation for now and in the
community engagement processes, organisations and we want to build future. This is particularly important
tools and activities. on what’s working to improve our while our Council is made up of a
It describes our approach to engagement practice. Panel of Administrators who are
community engagement (why, who, Over the next few years our community committed to fostering and elevating
what, when, how) to help us meet will be recovering from the impacts the voice of citizens as part of the City
our responsibilities to include the of the COVID pandemic. Evidence of Whittlesea’s decision-making and
community in decision-making and identifies that communities who engagement.
Recover from
the effects of
the Covid-19 It’s the law!
pandemic,
together
Encourages
citizen Builds on our
leadership and strengths
participation
About our Council
The City of Whittlesea is governed by a the Local Government Act and therefore The Panel of Administrators remains in
Panel of Administrators, appointed by the undertakes the role of the Council. place at the City of Whittlesea until the
Victorian Government on 19 June 2020. Our Administrators are community- October 2024 local government elections.
Led by the Chair of Administrators, Ms focused and committed to their role Our Administrators are committed to
Lydia Wilson, and Administrators Ms Peita as community representatives. playing a strong representational role and
Duncan and The Hon Bruce Billson, the They actively participate in community establishing governance arrangements
Panel carries out the role, responsibilities engagement activities and respond to that foster local community leadership,
and functions of councillors as set out in feedback. representation and trust.
5 City of Whittlesea Community Engagement Policy
WHAT IS COMMUNITY ENGAGEMENT
We believe community engagement Through a range of approaches and • be conducted with persons/
is at the core of good governance opportunities, we will seek to empower groups that are representative of
and leadership and empowers our our community to play a role in the persons/groups affected by
community to play an active part in influencing the future planning of our the matter with which Council is
decision-making for their City. City, and the delivery of our services. engaging the community
It is defined as a planned process that To do this, we will engage in a • inform participants of how
provides a range of opportunities meaningful way when it is convenient community engagement will
for public involvement in Council’s for you, in a safe and accessible influence Council decision-making
decision-making, relationship building environment, where you feel heard. on the matter that is the subject of
and community strengthening. the engagement
Community engagement is essentially Principles • specify how the community will
based on two-way conversations. be informed of the outcome and
The City of Whittlesea embraces
The City of Whittlesea will seek the how their input has influenced a
the Charter for Human Rights and
needs, views and ideas from its decision
Responsibilities and goes beyond the
community into activities and issues five principles set out in the Local • be evaluated to improve future
that affect them. Government Act. Our community engagements
engagement will: • always be open and welcoming
Our commitment • where appropriate, be planned and
of input through structured
opportunities, programs and
We believe good community delivered in a coordinated way
processes or less structured via
engagement leads to better decision- • have a clearly defined objective and views and aspirations expressed
making, helping foster the long-term scope when engaging with Council
relationship between community
• give participants access to • close the loop with participants.
and Council and ultimately quality
objective, relevant and timely
outcomes for our City.
information to inform their
This Community Engagement Policy is contributions
our commitment to actively involve the
• provide the community with
people who matter the most – those
reasonable support and
living, working, studying and doing
adjustments so that they can
business with the City of Whittlesea.
meaningfully participate
City of Whittlesea Community Engagement Policy 6
OUR APPROACH TO COMMUNITY ENGAGEMENT
How we engage
Council uses the Engagement Triangle (below) as a way of defining the intent and purpose of our community engagement at
the beginning of every process. Based on the overarching objectives of informing decisions, building capacity and strengthening
relationships, it allows us to identify key stakeholders and determine the best methods for engagement.
Inform decision making
To provide opportunities for the community to
contribute to decision making processes.
Build relationships
To build new relationships and/or improve
relationships with the community, by learning
about local communities that will increase
Council’s understanding about important issues.
Strengthen community
To inform the community on a specific theme or issue
to increase knowledge or change behaviours, identify
community led solutions and foster local leadership.
How we engage is important to ensure Sometimes different engagement opportunity to participate at different
as many people as possible can have methods will be applied at different levels throughout the process.
their say. project stages. We might consult Under the Victorian Charter for Human
We will use a range of community to gather ideas at an early stage of Rights and Responsibilities, Council is
engagement methods to suit different a design project, and then involve committed to ensuring that all forms
situations, issues, settings and or collaborate with community to of engagement are accessible, safe and
communities based on: finalise priorities. inclusive.
Examples of the types of engagement
• the engagement purpose – for
methods we apply for different levels Consultative engagement
example to inform, improve a
of engagement are outlined below. Consultative engagement occurs when
strategy, or generate support
• the scale of the engagement such views, opinions or ideas are invited on
as individual, small group, large Types of community a specific project, draft policy, plan or
group or community-wide engagement document.
• equity, access and inclusion – who is Council undertakes a range of Participation at this level usually
most affected or if there are harder to community engagement activities includes a broad range of community
reach community members that need which can be broadly defined members and stakeholders.
different channels to be implemented as consultative or deliberative Examples of consultative engagement
• context – for example, investigate engagement practice. include:
if there is already low trust, high Engagement can occur at multiple • surveys
complexity, high emotion or low stages throughout a process and can
• polls
interest in the issue or project include both types of engagement
providing the community with an • ideas boards
• any legislative requirements.
7 City of Whittlesea Community Engagement PolicyPartnership engagement Unstructured engagement term community vision, financial plan
and asset plan, as well as a four-year
Partnership engagement includes The City of Whittlesea welcomes
Council Plan.
how Council engages with community feedback anytime, anywhere. Our
in an on-going way through the range of communications channels In addition, Council has a statutory
hundreds of local community exist to hear your views whether they requirement to develop a four-year
advisory committees, groups and come via social media, our website, Municipal Health Plan as prescribed in
networks we engage in. Examples phone calls or provided verbally to an the Public Health and Wellbeing Act
include Council’s Youth Advisory Administrator/Councillor or officer. 2008.
Committee, Whittlesea Reconciliation More broadly, Victorian local
Working Group, Whittlesea Disability Submission processes government is also governed by the
Network and Whittlesea Community The submission process generally applies Victorian Charter of Human Rights and
Futures forum. to legislative requirements such as the Responsibilities that sets out the basic
Victorian Government land-use planning rights, freedoms and responsibilities
Deliberative engagement applications or Council processes such of all people in Victoria. It is about
Deliberative engagement is an as service requests or complaints. the relationship between government
approach that encourages community This policy does not apply to and the people it serves; and ensures
members to critically test, weigh up community engagement processes that we take relevant human rights
and consider a range of information, prescribed for these functions. into account when making decisions
perspectives, inputs and evidence and ensuring that our processes are
to reach a consensus or make However, wherever possible, Council inclusive and accessible.
recommendations. will go beyond legislative requirements
for consultation on those matters. Council invites the community to
Deliberation can be scaled to participate in the development of
suit a project based on its scope, We will consider the Victorian Charter strategic plans under the guiding
complexity or impact and may require of Human Rights and Responsibilities principles set out on page 7 of the
independent facilitation to ensure a and make reasonable adjustments Community Engagement Policy.
fair and equitable process. to our engagement processes and
methods to ensure that people of Beyond planned engagement
Under the Local Government Act 2020 all abilities and backgrounds can
a Community Engagement Policy is Council will always respect, gather
participate.
required to give effect to deliberative and be receptive to unstructured
engagement practices that can be Statutory requirements community input and insights that
applied when Council develops a come via multiple channels including,
draft Community Vision, Council Plan, Under the Local Government Act 2020 but not limited to, the website,
Financial Plan, Asset Plan, and any Council has a statutory obligation to social media and inbound customer
new law. develop four key strategic plans: a long- service calls.
City of Whittlesea Community Engagement Policy 8Levels of community engagement
Council’s approach to community engagement is guided by the International Association of Public Participation (IAP2) Spectrum
of Engagement, which is recognised world-wide as the best practice tool for community engagement.
The IAP2 Spectrum identifies five levels of engagement with corresponding goals and actions. It makes clear the role of the
community in decision-making at each level.
1. INFORM 2. CONSULT 3. INVOLVE 4. COLLABORATE 5. EMPOWER
PUBLIC PARTICIPATION GOAL
To provide the To obtain public To work directly with To partner with To place final
public with balanced feedback and analysis, the public throughout the public in each decision making
information to assist alternatives and/or the process to ensure aspect of the in the hands of the
them understanding decisions. that public concerns decision including public.
the problem, and aspirations are the development
alternatives, consistently understood of alternatives and
opportunities and/or and considered. identification of
solutions. preferred solution.
PROMISE TO THE PUBLIC
We will keep you We will keep you We will work with We will work We will implement
informed. informed, listen to and you to ensure that together with you to what you decide.
acknowledge concerns your concerns and formulate solutions
and aspirations and aspirations are directly and incorporate
provide feedback on how reflected in the your advice and
public input influenced alternatives developed recommendations
the decision. We will seek and provide feedback into the decisions to
your feedback on drafts on how public input the maximum extent
and proposals. influenced the decision. possible.
EXAMPLES
• FAQs • Surveys • Workshops • Community • Delegated
• Information sheets • Focus groups • Information sheets Reference Groups decision making
• Consensus building (e.g. community
• Updates on • Community Panel • Deliberative opinion
makes the
Council websites polling • Participation in
decision)
decision making
• Community
• Co-designing
ballot
WHAT THIS MEANS FOR THE CITY OF WHITTLESEA
INFORM CONSULT INVOLVE COLLABORATE EMPOWER
• Information • Surveys (Vox Pop, • Stakeholder meetings • Partnership groups • Independently
signage intercept survey, • Surveys • Steering groups governed refer-
• Publications polling, online, phone, ence groups
• Focus groups • Workshops
hard copy) • Citizens
• Social media • Workshops • Focus groups
• Ideas boards assemblies/
• Website • Online forums • Participatory
• Online interactive juries
• Mail • Drop-in community budgeting
mapping tools
• Information discussions • Citizens’ assemblies
• Drop-in sessions (E.g.
sessions with • Advisory committees • Co-design
Listening post, festival
residents workshops
stall) • Detailed interactive
• Walking tour or field trip mapping, ranking • Deliberative polling
and prioritising tools
9 • Working groups City of Whittlesea Community Engagement PolicyWHY WE ENGAGE
Understanding our community’s a place for all. The benefits of good Local decision making, volunteering
needs, priorities, concerns and ideas community engagement are grouped and leadership
leads to better outcomes. under Whittlesea 2040 ‘Participating
• greater transparency in Council’s
Research and practice indicate increasing Community’ key directions below.
decision-making
social connections, civic participation and
Well informed • genuine and meaningful
social cohesion in communities directly
conversations between Council and
contributes to a broad range of positive • more informed communities and the community
health, social and economic outcomes. more good ideas and potential
solutions shared • building community resilience
Council's decisions and actions impact and capacity that leads to
on the lives of all people who live, work • better understanding of the empowerment
and study in the City of Whittlesea. needs and priorities of our diverse
Citizen participation in decision-making community
Vibrant community groups
can influence not only the planning and • community awareness about
delivery of Council services, but it can Council’s scope of work and • stronger relationships with our
also inform many of the determinants decision-making powers and community and stakeholders
of health and wellbeing. processes • creating better public value and
This is essential to achieving the • informing and assisting advocacy social capital
Whittlesea 2040 community vision of priorities • enhancing social cohesion
City of Whittlesea Community Engagement Policy 10WHO WE ENGAGE
People who live, work and play in Our diverse community The three distinct areas are:
the City of Whittlesea are entitled
to provide input into decisions that • A growing population Rural areas (north of the municipality)
affect them. • 230,238 in 2019, growing 3.6% Whittlesea township, Donnybrook and
annually since 2016 rural balance
To deliver great projects for the
community we need to understand • A large Aboriginal and Torres Strait • Older age profile
community needs and aspirations and Islander community • High home ownership
what is important to them to lead • 1,635 Aboriginal and/ • Less multicultural diversity
a happy and healthy life in the City or Torres Strait Islander • More trades workers
of Whittlesea. residents, the second largest • Higher levels of civic engagement &
The City of Whittlesea is one of Indigenous community in volunteering
Melbourne’s largest and most Greater Melbourne2
diverse municipalities. Our • Higher sense of community
neighbourhoods span metropolitan • A culturally diverse place • Higher levels of physical activity
suburbs, growth areas and rural • 35.5% of residents were born
communities. Our population is overseas (33.8% across Greater Growth areas
fast-growing, and is expected to Melbourne) Wollert, Epping North, Doreen, Mernda
almost double by 2040, with an • 44% speak a language other and South Morang
extra 55,823 homes built across than English at home (32.3% • Young couples & families
the municipality. across Greater Melbourne) • Higher incomes but also large
Our community is proud of its • The most common languages mortgages
diversity. We have the second largest are Macedonian (5.1%), Arabic • More professionals
Aboriginal and Torres Strait Islander (5%), Italian (5%), Greek (3.7%)
population in Metro Melbourne • Challenge of balancing work/family life
and Punjabi (3.2%)
and almost half of our residents • Longer commute times
speak a language other than English • A family area • High impact of traffic on stress &
at home. • 54.6% are family households lifestyle
More and more families are calling (43.5% across Greater • Higher levels of food insecurity &
the City of Whittlesea home. Over Melbourne), and one-quarter budgeting
half of our households are families of residents are children and
• More likely to volunteer
with children and there are about young people (aged 0-17 years)
• Higher perceptions of safety
71 babies born every week. While the • Diverse support needs
population is ageing, our community • 5.7% of people are living with Established (south of the municipality)
will continue to mainly have younger a severe or profound disability Thomastown, Lalor, Bundoora, Mill Park
families. (4.9% across Greater Melbourne) and Epping
We will see more homes built and
• A thriving economy • Older age profile
a mix of new housing types will be
needed for our community’s growing • 18,720 registered businesses • High home ownership
and diverse needs. in 2020, an increase of 41% • More low-income households
from 2016
With almost half of local workers also • More multicultural communities
• 49.4% of local workers also live
living in the LGA and more local jobs • Find it easier to get to destinations
in the City of Whittlesea.
being created, the City of Whittlesea is by car and public transport
a great place to live and work, now and Our unique geography is also important • Lower levels of civic engagement
into the future. in understanding the differences • Lower sense of community
in community profiles, which can
influence how we engage, where • Lower perceptions of safety
we engage and what we engage on. • Lower levels of physical activity
11 City of Whittlesea Community Engagement PolicyDemographic information is important to consider when planning our community engagement activities. For example, we are
likely to translate information into our top 10 languages, provide translators, consider locations and methods.
On some occasions we may identify and target individuals and groups that have an interest in a specific decision by
background, location and demographic. However, our community engagement will be broad and inclusive of everyone who
would like to have their say.
Below are examples of some of the groups we engage with regularly.
Aboriginal and Torres Strait Islander Advisory Committees Business owners and operators
Community, and Traditional Owners
Children and young people Community advocacy groups Council service users
Culturally and Linguistically Diverse LGBTIQ+ community Neighbourhood Houses and
communities (CALD) community centres
Non-resident property owners Not-for-profit groups Older people
Owner occupiers People experiencing homelessness People with a disability
Renters Schools, kindergartens and childcare Special interest groups
groups
Students
Sports and recreational club members Young people Visitors
Accessible and inclusive engagement
In line with our responsibilities under include Aboriginality, age, disability, • using a range of communication
the Victorian Human Rights and ethnicity, gender identity, race, religion, channels and accessible formats
Responsibilities Charter, Council will sexual orientation and other attributes. • making information about
ensure that all participants in our To inform our community throughout our projects available on our
community engagement processes feel the engagement process, we will Engage Whittlesea digital
valued, respected and welcome. provide access to objective, relevant engagement platform or provided
Every effort will be made to ensure that and timely information by: in other formats as required.
our diverse communities can access,
• providing information, data and/ Consideration will always be given to
understand, and contribute their views
or evidence relating to the matter time, location and format of face-to-
in a way that is appropriate, productive,
online face or online engagement activities to
and respectful.
• supplying information in plain ensure accessibility and participation.
In planning every engagement, we will language along with translated and
make every effort to address potential accessible formats and summary
barriers to participation that may documents where appropriate
City of Whittlesea Community Engagement Policy 12WHEN WE ENGAGE
Broadly speaking, we invite our A mix of face-to-face and online When community engagement
community to engage with us at any engagement tools and activities will may be limited
time and in any way that is appropriate, be developed to ensure everyone can
There are times when Council’s level
respectful and constructive. participate.
of engagement with the community
There are many occasions where we When we actively seek feedback and key stakeholders will be limited. In
will initiate community engagement through structured community some circumstances, Council may only
based on a project, idea or activity that engagement, Council will: be able to inform the community and
may impact the community and seek stakeholders of Council’s decisions and
• provide notice with time to read
feedback. This includes: actions. This may occur when:
information prior
• where a proposed change to Council • show sensitivity to social issues and • Council is not the lead agency
activities or strategic direction may trends • an immediate resolution is required
significantly affect the community
• schedule engagement on multiple • specialist or technical expertise is
in terms of the economy, lifestyle,
issues where possible to avoid required
environment, wellbeing or amenity
community fatigue and duplication • an initiative involves confidential or
of the municipality
of effort commercial information
• when developing new or reviewing
• conduct engagement activities in • there are clear and defined
existing policies, strategies or plans
locations and at times that enable legislative responsibilities that must
• introducing a new service, the community to easily participate. be met
discontinuing an existing service or
substantially changing or reviewing Council will promote opportunities for • developing or reviewing internal
a service that may significantly the community to actively participate policies and procedures
affect how services are provided in the following processes: • there is a risk to public safety.
• proposals for changing the way in
Mandatory engagement
which public space looks, is used or Block out periods
enjoyed Council is required to undertake
Council will avoid carrying out formal
• when the community raises an community engagement under a
consultation around key dates such as
issue with Council for a decision range of prescribed regulations and
Christmas/New Year, long weekends
(or outcome) and there could be legislation, including the engagement
and school holidays, unless it allows
competing community interests requirements set out under the
specific groups more opportunity to
Local Government Act 2020 as well
• planning and development of participate.
as a broad range of other relevant
major projects and capital works, In the lead up to Council elections
Acts. (Refer to page 11, Statutory
including public buildings, centres (‘caretaker’ period), community
Requirements).
or other infrastructure engagement will not be conducted
Engagement will be undertaken
• urban development/redevelopment on matters that are potentially
to ensure we meet our statutory
proposals, such as structure plans, controversial.
obligations. In many instances, Council
that may significantly alter the Community engagement regarding
will go above and beyond the minimum
existing amenity or characteristics planning permit applications and on
requirements to gain a strong
of a geographic area operational issues, like canvassing
understanding of our community’s
• any circumstance where Council wants and needs to ensure we are residents’ views on small-scale traffic
needs more information or achieving the best possible outcomes treatments, can be conducted during
evidence to make an informed for our community. a caretaker period as it is unlikely to
decision. impact the election.
13 City of Whittlesea Community Engagement PolicyIMPLEMENTATION, MONITORING AND REPORTING
A Community Engagement Strategy and • Making it clear at the start of the • The City of Whittlesea commits
Implementation Plan 2021-25 will be community engagement process to completing a review of the
developed by July 2021 to coincide with when and how they can expect to Community Engagement Policy
the Council Plan 2021-25. The Strategy be updated on progress. in collaboration with community
will identify Key Performance Indicators • Reaching out to participants at the no later than 15 months after this
(KPIs), activities and timeframes required end of the process to advise them policy is adopted. This timetable
for the implementation of this policy. of the outcome, including how their will enable both Council and
A progress report including the details participation influenced decision- community to benefit from one
of the evaluation of this policy and the making. year of the policy in operation to
Implementation Plan will be provided inform the review process.
• Where appropriate, asking
to Council each year. participants to help evaluate our • Following this initial review, the
process so that we can continue to City of Whittlesea will continue
improve. to evaluate, review and report to
Keeping in touch with our
Council on the overall effectiveness
community • The Community Engagement
of this Policy and Implementation
Strategy and Implementation Plan
We will keep in touch with the Plan on an annual basis.
2021-2025 will ensure the effective
community during our engagement
delivery of this policy.
processes and report back by:
City of Whittlesea Community Engagement Policy 14SUPPORTING INFORMATION
Definitions
Accessibility means identifying and Community development is Deliberative engagement means that
eliminating obstacles and barriers defined by the United Nations we provide our community with enough
to ensure anyone can access or use as "a process where community time and information to enable their
places, services and information, members come together to take critical reasoning, and consideration of
regardless of their ability, location, collective action and generate options as part of a decision-making
culture, time, resources or any other solutions to common problems". process to demonstrate:
differentiating factor. Community engagement • Influence – promise of influence
Communication channel refers (also known as stakeholder over policy and decision-making
to the way in which Council engagement, public participation • Inclusion – participation that is
may communicate engagement or community consultation) involves representative of the community
opportunities with you such as our community in decisions that and inclusive of diverse viewpoints
social media, website, Local Scoop, impact and interest them. It can and values
local newspapers, advertising and take many forms including:
• Deliberation – open dialogue and
promotional material.
• sharing information and providing discussion, access to information
Community can refer to a geographic updates and movement towards consensus.
location (community of place), • seeking feedback and gathering
similar interest (community of practice) Diverse communities refer to the
input
or an affiliation or identity (such as an different communities that exist within
• dialogue and deliberation. the City of Whittlesea including those with
industry or sporting club). The City of
Whittlesea community is defined as Community member is a participant a common interest such as business or
individuals or groups who live, work, in a community engagement sporting associations or people who share
play, visit, study or invest in our City. process. Outside of community something in common, such as all abilities,
For example: engagement, these same people gender or a culturally and linguistically
are customers as they interact diverse (CALD) background.
• community defined by place:
e.g. the Thomastown or Mernda with Council. International Association for Public
community Community strengthening refers Participation (IAP2) is an international
to a sustained effort of building organisation dedicated to advancing
• community based on common
cohesive and inclusive communities. the practice of public participation.
interests and activities: e.g.
skateboarding or gardening This process aims to increase the Representative engagement describes
community connectedness, active engagement actively seeking out and involving
and partnership among members individuals or groups impacted
• community based on a shared
of the community, community by Council’s activities, projects or
culture, perspective or other
groups and organisations in order decision-making to ensure diversity of
identity: e.g. Aboriginal community,
to enhance social, economic and viewpoints and values are considered.
Hindi speaking community, youth
environmental wellbeing. Stakeholders is a term used to define
or elderly community, religious
community. Council refers to the City of Whittlesea individuals, groups of individuals,
as an organisation as well as the organisations or political entities that are
Administrators/Mayor/Councillors, interested in or impacted by a Council
Senior officers and Council officers. outcome or decision, relationship building
Deliberation means long and careful or community strengthening processes.
consideration or discussion. Each person within our community has
the potential to be a stakeholder in
Council’s engagement activities.
15 City of Whittlesea Community Engagement PolicyIAP2 Core Values
The International Association for Public 4. Public participation seeks out and Other relevant legislation includes:
Participation (IAP2) is an international facilitates the involvement of those
• Equal Opportunity Act 2010
organisation advancing the practice potentially affected by or interested
of public participation. The IAP2 in a decision. • Disability Act 2006
framework is underpinned by seven 5. Public participation seeks input • Privacy and Data Protection Act
core values that are aimed at ensuring from participants in designing how 2014
organisations make better decisions they participate. • Planning and Environment Act 1987
which reflect the interests and • Road Management Act 2004
6. Public participation provides
concerns of potentially affected people
participants with the information • Multicultural Victoria Act 2011
and entities. These values are:
they need to participate in a • Subordinate Legislation Act 1994
1. Public participation is based on the meaningful way.
belief that those who are affected • Public Health and Wellbeing Act
7. Public participation communicates 2008
by a decision have a right to be to participants how their input
involved in the decision-making • Matters subject to s.223 of the
affected the decision.
process. Local Government Act 1989
2. Public participation includes Related legislation • Gender Equality Act 2020
the promise that the public’s • Charter of Human Rights and
Council is required to meet a variety
contribution will influence the Responsibilities Act 2006
of legislative obligations such as the
decision. • Public Administration Act 2004
Local Government Act 2020 which
3. Public participation promotes identifies principles for when and how • Child Safe Standards, Victorian
sustainable decisions by recognising we engage with our community and Commission for Children and Young
and communicating the needs key stakeholders based on their level People
and interests of all participants, of impact or interest in a decision
including decision-makers. being made.
City of Whittlesea Community Engagement Policy 16ROLES AND RESPONSIBILITIES
Roles Responsibility
General The design, delivery, reporting and evaluation of community engagement is the responsibility of
employees as appropriate to their role and function.
Administrators/ • Adopt the Community Engagement Policy.
Councillors • Support community engagement work of Council, including participation in engagement processes
and membership of committees and groups.
• Play an important conduit role between community members and Council organisation.
• Consider evidence in decision-making.
• Treat all participants in Council consultation processes in an equal, fair and respectful manner.
• It is a requirement of the Local Government Act 2020 that the role of the Chair Administrator/Mayor
leads engagement with the community on the development of the Council Plan (s 18c).
Executive • Endorse any associated community engagement operational guidelines and toolkits.
Leadership Team • Communicate with Administrators/Councillors, staff and the public.
• Sponsor and support Council’s community engagement projects and processes.
Managers • Identify community consultation and engagement requirements in a timely manner as part of annual
service planning.
• Annual resource allocation (staff time and operating budget) for community engagement and
consultation projects within their department.
• Work with Corporate Affairs to develop and implement community engagement strategies and plans.
• Support staff to build capacity and skills to undertake community consultation in line with their roles
and position description.
Public Affairs • Lead and coordinate the implementation, maintenance and review of the Community Engagement
Department Policy, strategies, policies, guidelines and toolkits.
• Advise and coordinate departments with community engagement planning, activity delivery and
program evaluation.
• Develop supporting community engagement and communications materials and lead the
dissemination of these through available and relevant channels. This includes the development of
surveys in partnership with the Research team.
• Build capacity within the organisation in community engagement planning and delivery.
• Maintain a Council-wide annual consultation calendar/schedule.
• Manage the community consultation knowledge repository – which collates community feedback
from across Council’s consultations each year.
• Undertake engagement and consultation on projects and programs as required.
All business units • All staff contribute to community engagement processes in line with this Policy and ensure this is
undertaking also upheld by contractors as required.
community • Development of capabilities and knowledge of community engagement and consultation in line with
engagement their roles and position description.
17 City of Whittlesea Community Engagement PolicyRELATED POLICIES, STRATEGIES AND GUIDELINES
This policy is informed by the City of Whittlesea:
• Civic Participation Survey, February 2019
• Household Survey, August 2019
• Community Building Strategy 2019
• Social Inclusion Audit, May 2019
• Community Attitudes and Liveability Survey, August 2018
• What our community told us: Whittlesea 2040 Community Engagement Report, July 2018
And by:
• The Community Satisfaction Survey 2017,2018, 2019, and 2020, Local Government of Victoria
• The Local Government Performance Reporting Framework
• Public Participation and Community Engagement: Local Government Sector, Victorian Auditor-General’s Report, May 2017
This policy is integrated with existing organisational priorities as documented in these City of Whittlesea policies, strategies,
plans and Charters:
Whittlesea 2040: A Place Anti-Racism Strategy Positive Ageing Strategy Reconciliation Action Plan
for All 2016-25 2017-20
Community Building Reconciliation Policy 2015 Community Building Strategy Community Building Strategy
Policy 2019 2019 Action Plan 2019-21
Early Years Policy 2017 Thriving Children, Young Multicultural Action Plan Equal and Safe Strategy 2019
People and Families 2020-2024
Strategy 2020
YouthPlan 2030+ Thriving Children, Young Aboriginal Inclusion Charter Public Transparency Policy
People and Families Action 2020
Plan 2020-2022
Disability Action Plan Health and Wellbeing
2017‑2021 Partnership Plan 2021-2025
All City of Whittlesea policies comply with the Victorian Charter of Human Rights and Responsibilities and the Victorian Child
Friendly Cities and Communities Charter.
Privacy Complaints
We would like to collect personal information to stay in touch with community Community members can contact
members during or after an engagement. We may use it to communicate with Council to complain about a specific
you on other projects and some information we collect may be used for our own community engagement process, or
planning and research to improve our services to the community. We will not a lack of community engagement in
disclose your personal information to third parties unless disclosure is required decision-making, by calling 03 9217
or authorised by law. We will also protect the quality and integrity of your 2170 or emailing info@whittlesea.vic.
personal information and will securely store the information collected to prevent gov.au . Complaints about Community
unauthorised access and improper use in accordance with the Privacy and Data Engagement are considered in line with
Protection Act 2014. Council’s Complaint Handling Policy.
City of Whittlesea Community Engagement Policy 18Street address Council Offices 25 Ferres Boulevard South Morang VIC 3752 Call us Phone: 9217 2170 National Relay Service: 133 677 (ask for 9217 2170) Free telephone interpreter service: If you speak a language other than English, please call 131 450 Email us info@whittlesea.vic.gov.au Visit our website whittlesea.vic.gov.au Postal address City of Whittlesea Locked Bag 1 Bundoora MDC VIC 3083 City of Whittlesea Community Engagement Policy July 2021 20
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