Town of Bakersville Large Mixed-use, Mid-rise Development PUBLIC ENGAGEMENT & COMMUNICATIONS PLAN August 2023 Contents 01 Introduction & Purpose 02 Stakeholder Analysis & Concerns 04 Engagement Values 05 Public Engagement Goals 06 Engagement Techniques 09 Communication Tools & Considerations 12 Roles & Responsibilities Prepared by Oyin Egbeyemi & Adowa Achireko INTRODUCTION & PURPOSE INTRODUCTION The Town of Bakersville Ontario strives to provide engaged, transparent, and effective government. As a part of this commitment to an engaged, transparent, and effective government the following Community Engagement Plan (CEP) will aim to facilitate meaningful community discussions about the proposed large mixed-use, mid-rise development proposed within the Town of Bakersville. The CEP is based on the key principles and standards that have been set forth by the International Association for Public Participation, including the following core values: All stakeholders have a right to participate in public engagement processes The guarantee that the public's contribution will impact planning decisions Public engagement promotes sustainable decisions Engagement practitioners and decision-makers should facilitate in a meaningful way. PURPOSE The CEP defines the public participation and communicates the proposed development through the following methods: 1. Stakeholders and Issues 2. Process objectives 3. Evaluation plan 4. Engagement techniques 5. Communication tools 6. Timeline 7. Roles and responsibilities Town of Bakersville Public Engagement and Communications Plan | 01 STAKEHOLDER ANALYSIS AND CONCERNS Effective engagement can only happen by acknowledging the diverse needs of the various stakeholders involved in this community engagement process. By understanding their distinct values and preferences, we can create appropriate communication and engagement tactics for each group. This essential audience analysis ensures that the project caters to a wide range of interests and gathers valuable feedback. Throughout the stages of active engagement in this Town of Bakersville's large mixed-use, mid-rise development project, we will engage these different stakeholders at various points. Identifying and knowing these stakeholders is crucial as it allows us, as planners, to include them in every step of the engagement and development process. By doing so, we can foster meaningful participation, ensuring that their voices are heard, and their perspectives are incorporated into the project's development. Embracing this inclusive approach not only strengthens community bonds but also enhances the project's overall effectiveness and sustainability. Town of Bakersville Public Engagement and Communications Plan | 02 STAKEHOLDER ANALYSIS AND CONCERNS ENVIRONMENTAL NONPROFIT ORGANIZATIONS Concerned about the loss of green space as Bakersville grows to accommodate all the people moving away from the GTA. Also worried about the lack of attention being given to natural waterbodies in the Town, especially with its history of overland flooding. URBAN COUPLES/YOUNG FAMILIES CONCERNS Attracted to the changes being made in Bakersville such as the, improved highway connections, relatively affordable housing, and high quality of life. They are welcoming of the businesses and dining opportunities that this mixeduse development might provide. THE PLANNER & ELECTED OFFICIALS SENIORS/RETIRESS A group of residents who want Bakersville to maintain its original character, currently consisting of a large stock of century homes, and a classic Ontario main street. They are the key decision-makers responsible for approving and guiding the development project. They want to gather the opinions and the potential support of the Bakersville mixed-use, mid-rise development project. They want to create a community engagement strategy to guide the public participation processes and share information with interested community members. Some external stakeholders might include: business owners, developers/investors, GTA residents ENGAGEMENT VALUES Deciding your values before starting the public engagement process is essential because it provides a clear guiding framework that ensures the process is conducted with appropriate steps throughout. Having established values helps maintain transparency, fosters trust among participants (the facilitators and residents) and ensures that the engagement aligns with the community's interests and needs. It sets a strong foundation for respectful and meaningful interactions, empowering the community to actively contribute to the decision-making process and foster a positive and impactful outcome; this will eventually lead to useful appropriate outcomes. INCLUSIVITY To ensure that all stakeholders are invited and encouraged to participate in the engagement process. Removing all barriers to participation. RESPECT TRANSPARENCY RESPONSIVENESS Showing consideration for differing opinions, and valuing the input and time of participants. To be open, honest, and clear about the objectives of the engagement process. Also to be clear with the process outcomes. Actively listening to contributions. Providing timely reports on the final outcome of the project and addressing further concerns. Town of Bakersville Public Engagement and Communications Plan | 04 PUBLIC ENGAGEMENT GOALS The goal of a public engagement process is for the people involved in the outcome of that process (stakeholders) to be able to influence that outcome. This is done by informing the stakeholders on what the process/project is about and allowing them to influence the outcome by contributing their opinions and ideas. it guarantees that the perspectives and contributions of the public will be considered during the decision-making process. The goals for this community engagement process are; 1 To understand the public's opinions and feelings toward the proposed large mixed-use, mid-rise development 2 To gather feedback on the proposed infrastructure improvements, recommendations and any alternatives the public would prefer 3 To report the outcomes of the engagement process and showcase how stakeholder contributions influenced final decisions 4 To establish a feedback loop that encourages ongoing communication between planners, elected officials, and the community. Town of Bakersville Public Engagement and Communications Plan | 05 ENGAGEMENT TECHNIQUES Multiple engagement techniques will be incorporated in order to foster engagement between participants in order to gather their opinions about each planning objective: A E I A W A R E N E S S E D U C A T E I N V O V L E Town Website Paper Mailing Community Events Engage Bakersville Information Session Open Houses Stakeholder Workshop Open Houses Community Events U U P D A T E Paper Updates Open Houses The chart above depicts the acronym ‘AEIU’, which represents the goal of each process objective. Town Website The Town of Bakersville owns and operates a website for the purpose of sharing town-and community related information to all members of the Town. The Town of Bakersville has had this website for the past ten years and has gained a significant following throughout the past decade. Given this, the website is a cost-efficient method to share important information that will reach different communities within Bakersville and beyond Bakersville. This method of information sharing requires users (ie., citizens of Bakersville) to have access to internet service. The effectiveness of this communication method requires users to frequently check the website. Town of Bakersville Public Engagement and Communications Plan | 06 Paper Mailing Brochures (8.5’’ by 4.1’’) will be distributed to areas within Bakersville that are directly affected by the proposed development projects. The mailing of brochures are cost effective as the small size will conserve paper and monetary resources used for paper. The brochure will help inform those who may not have access to the internet or are technologically illiterate. The goal is to reach populations within Bakersville that don't have access to technology or internet services. Engage Bakersville Bakersville is a civic engagement platform that uses participants' address and postal code in order to authenticate users and make the public participation process legit. Citizens who choose to participate in ‘Engage Bakersville’ are connected (through address and postal code) to public engagement activities and participation boards based on their location within Bakersville. In addition, Engage Bakersville has a dedicated webpage that acts as an information database, bulletin board, and discussion forum. This engagement technique allows for multiple forms of participant interaction, but does require the user to have an internet connection and to be a member of Engage Bakersville. Information Session An organized large group session that invites interested members of the community to listen to a presentation about development and planning proposals. The information session will allow the public to ask questions and express any concerns pertaining to the proposed planning project. This technique allows the same presentation of information to be consistently shared amongst members of the town and it also promotes understanding of different perspectives. It is important for intense care to be taken in order to allow for different perspectives to be heard and also to minimize inappropriate behaviours and hostile disruptions from dominant individuals. Paper Updates Paper updates will help inform the public on any important updates pertaining to the planning projects within Bakersville and help inform those who don't have access to technological devices. Town of Bakersville Public Engagement and Communications Plan | 07 Community Events Community events, such as multicultural fest, are great places to raise project awareness, discover new stakeholders, and let community members share similarities and form connections through a relaxed setting. This public engagement technique requires little to no promotion to the public by relying on the event to draw members of the public. However, there are usually only quick interactions with the public due to many different attractions at these community events. Open Houses A relaxed setting with the project team present and multiple project display boards that highlight specific topics. The public is able to explore the various areas and interact with the different project boards. This is a great technique for seeking input on specific options or alternatives. However, this technique can be quite challenging as capturing public input through this format may be challenging. Stakeholder Workshop Members of the community are brought together in simultaneous rounds of conversation in order to discuss the planning proposals. Specifically, people are brought together in simultaneous rounds of conversation in response to key questions. Each questioning round will be focused on one question to two questions, which is discussed in small groups in a small cafe-type setting. Each group will then move to a different table that will discuss two questions pertaining to the planning proposal. This public engagement method will help connect diverse perspectives and create collaborative solutions. This facilitation technique helps connect diverse perspectives and creative and inclusive solutions. The design and facilitation of this event involves resources such as the cafe and multiple engagement practitioners to facilitate the multiple groups. In addition, notetakers and notetaking utensils such as notepads, chart paper or technological devices will be required. Town of Bakersville Public Engagement and Communications Plan | 08 COMMUNICATION TOOLS AND CONSIDERATIONS The communication methods aim to provide background information, create awareness of different planning proposals, promote upcoming engagement events, give project updates and facilitate feedback pertaining to planning proposals. Communication Tool GOAL DESCRIPTION Project Proposal Board Share preliminary information about the proposed project to the public The board will be posted in front of the Bakersville community centre where seniors and other community members frequent. Town Website Bring awareness to the technologically savvy demographic of Bakersville. The website will aid in sharing important information with the public, particularly those who are technologically advanced. Key Contact Personnel Bring background information to the public and gather feedback on proposals. An electronic and physical contact for handling questions and concerns from the public. Having a single point of contact will allow for streamlined and accurate information. Informational Brochure To provide general background information. Brochures will be distributed across areas that are directly affected by the development proposal This brochure will be shared through mail and inperson events. This will allow for those who are technologically disadvantaged (i.e., seniors) to become and stay informed. Used to bring awareness, promote events, and collect feedback Bakersville has an online presence through various social media platforms (e.g. Facebook). These channels will allow for pushing out notifications, as well as receiving feedback (excluding Twitter). Social Media Engage Bakersville Provide background information, promote events, provide updates, collect feedback Town Map Locational Awareness Engage Bakersville will host the project website and all project-related digital files. The platform is integrated with mailing lists, online surveys and public participation boards as well as online surveys and social media to allow for easy opinion gathering. An official town map detailing neighbourhood names, street names and boundaries in order to help strengthen a sense of place and owners of local decision processes. This map will help community members better identify the location of the project proposal. Town of Bakersville Public Engagement and Communications Plan | 09 COMMUNICATION CONSIDERATIONS There are many stakeholders involved in development proposals. Multiple stakeholders require specific engagement techniques. Therefore, the variety of selected engagement techniques and communication tools aim to address and meet the needs of community members. Digital Literacy T here is a possibility that households do not have access to, or the means to access, the Internet. In addition, populations such as seniors may lack technological literacy. Given this, it is important to ensure our engagement plan is not dependent upon online tools and that information and critical tools can be exchanged through alternate media forms. Engagement techniques that will prevent this include community events, surveys (paper versions), key contact (phone and physical address), general information brochures (paper versions), and updates through the means of the local newspaper. Accessibility Some individuals face challenges participating in events because they lack access to public engagement venues, no time, childcare provision, or transportation. When choosing public engagement venues, dates, and times, it is crucial to take these factors into account. Additionally, providing both paper and digital resources is essential to ensure that everyone can access the necessary information and materials without barriers. Learning Style There are many different ways in which people learn. The three different methods are as follows: (1) visual, (2) auditory, and (3) tactile. In order to accommodate all three types of learners, it is important for the engagement plan to cover all three learning types. Engagement methods can incorporate these types by providing visual models of projects (e.g., a 3D model of a building), having audio (e.g., a recording of essential stakeholders) of critical components of the engagement event and providing examples of building materials (e.g., wood, concrete, etc.). Town of Bakersville Public Engagement and Communications Plan | 10 Language Barrier The majority of Bakersville's residents are native English speakers or have an excellent working knowledge of English. The influx of new residents into the town will introduce new languages within the Town of Bakersville. Providing the option to present different engagement materials in some of the more common languages of the audience. Youth and Young Adults Youth and Young adults are generally much more reliant upon digital communications and are less likely to follow conventional forms of media such as news or newspaper. Youth prefer short and succinct forms of media (e.g., Twitter). Engagement techniques that will be marketed towards youth include EngageBakersville, Community Events, Social media, websites, or digital forms of an informational brochure. Town of Bakersville Public Engagement and Communications Plan | 11 ROLES AND RESPONSIBILITIES The CEP will involve 4 primary roles: Engagement Practitioner or Planner Facilitates engagement activities amongst interested and affected members of Bakersville. Ensures all voices are heard Ensures the communities inputs, questions, and concerns are taken into account and reflected in the development proposal Main Point of Contact Answers questions and concerns from the public about the development proposal, public engagement events, and engagement information material (i.e., brochures, online information, etc.) Consulting Team Makes facilitation plan for the Town of Bakersville Outlines the necessary steps and processes involved within the engagement plan Key Stakeholders The people who will be affected and are interested in the outcome of the project They share concerns, opinions and ideas about the project Provide meaningful feedback throughout the process Town of Bakersville Public Engagement and Communications Plan | 12