Category 1 - International Association for Public Participation

IAP2 Australasia’s
2010 Core Values Awards Breakfast
Wednesday 15 September, 2010
Sponsored by:
Category 1
Award for
Public Participation
Enhanced Decision Making
Special Mention
Dept of Premier and Cabinet
Growth Management Summit
Anne Moffatt
Highly Commended
Telecom NZ
Titahi Bay Mobile Site
Paul Leslie
Category 1 – Public Participation Enhanced Decision Making
2010 Winner
Randwick City Council
Buildings for our Community
Martin Ryman
We explained our problem
• We gave detailed information
on the problems and costs for
each of the 65 buildings in the
Buildings for our Community
program and the impact of the
options to fund the program.
• We sent an information pack in
plain English to every business
and household and we
advertised extensively.
• We put the information on our
website, distributed it to all
stakeholder groups and told
people where they could go to
find out more.
We asked how to engage people
We held two focus groups and a
deliberative engagement workshop to
find out how our community wanted to
be consulted.
We sought advice from our precinct
meetings and our stakeholder groups.
In response to feedback that every
household should be asked, we
distributed a survey to every
household and business in Randwick
People asked for different ways to get
information and participate, so we
created opportunities for face to face
and on-line interaction, with
information both in hard copy and
digital form.
We collaborated with our community
• set the consultation at the collaborative level
• stated clearly that the program and any rates levy could only go
ahead with demonstrated community support
• held focus groups and a deliberative engagement workshop
• held workshops with precincts, sports groups, seniors and child care
groups, and our indigenous community (to name a few)
• sent every household and business an information pack and survey
• went to our major shopping centre with a street stall
• hosted an online discussion
• promoted the consultations with posters and advertisements;
through media stories, email lists and community networks, and a
six web pages and two websites.
We gave the information asked for
People to wanted to know:
• What the problems were
– so we showed the full
program and costs with
pictures on our website
• What impact any levy
would have on their rates
bill – so we showed the
costs for a range of
typical property values
• When people asked for
more information, we
uploaded it onto our
We listened and acted on what was
• changed the Buildings for
our Community program
by taking off buildings
and adding others
• reduced the amount of
the levy
• thanked the community
by letting every resident
and householder know
the outcome through a
community newsletter
and extensive
Category 2
Award for
Robust Public Participation
Highly Commended
Randwick City Council
Buildings for our Community
Martin Ryman
Highly Commended
Institute for Sustainable Futures
World Wide Views
on Global Warming
Jade Herriman
Category 2 – Robust Public Participation Process
2010 Winner
Warringah Council
Talk of the Town
2010 Community Summit –
Housing Future
Kate Lewis
Talk of the Town 2010
• State Metropolitan Strategy -10,300 dwellings by 2031
• Need to develop Housing Strategy called “Warringah’s
Housing Future –Lets Solve the Puzzle”
• Development of comprehensive Engagement Plan
Stage 1 – Initial awareness
Stage 2 - Talk of the Town 2010 Community Summit
Stage 3 –Feedback on initial housing paper
Stage 4 – Public exhibition
• Extensive and robust planning and preparation
• Summit held Dee Why RSL on Sunday 23 May 2010
from 11.30 – 3.30
Promotion and Outreach program
• Promotion and outreach commenced 26 January 2010
• Activities include:
Community events, meet the Mayor, Music in March, sporting events
Direct email to Council Community groups and other contacts
Letters to non resident property owners.
Flyers and letter box drop of all households
Promotion via Council services and venues
School Poster Competition – promoted via 45 Primary & Secondary Schools
Adverts in local papers, banners
Online forum -
• Recruitment and Selection:
Received over 715 registrations
Robust random selection process – Suburb, age and gender
550 participants selected and invited
Participants confirmed attendance
On the day 440 participants attended
Random table allocation
Logistics and Selection
• Logistics
2 Rooms @ Dee Why RSL ~ 550 capacity, screens in both rooms linked by
10 Participants seated at round tables with a facilitator at each table
Assistance provided by Straight Talk including Lead facilitator
50 volunteer facilitators were recruited and trained (12 external, 38 internal)
40 other volunteers – registration, runners, issue experts, floor managers,
room coordinators, ushers, prizes etc
Special Guests and observers: Councillors, MPs, Media, Panel Members,
Other Council staff, Dept of Planning
• Creative Processes and techniques
Electronic voting – individual keepads
Sticker sessions on maps
Expert Discussion panel
Opinion walls
Puzzle team activity
Facilitator notes
Individual feedback forms
Support material – participant’s pack, background documents
Program for the Day
11.30 am
11.40 am
“Who is here today?”
11.50 am
“Your values” – discussion and voting
12.15 pm
“Where should the dwellings go?” –
Sticker session 1
12.30 pm
“Change is coming” – Expert Panel
12.50 pm
“Where will all these extra people
live?” – Discussion and electronic
1.55 pm
“What will Warringah look like in the
2.45 pm
“The Puzzle” – team activity
3.00 pm
“Place your stickers” Consensus
3.20 pm
Summary and Close
Feedback and Next Steps
Feedback included:
Community valued being involved
Good facilitators and table discussion (4.5 out of 5)
Good mix of people
Well run and enjoyable
Liked instant feedback via electronic voting
Inclusion of related issues eg transport
One room, less than 10 on a table
Overall 95% of participants rated the event as good, very good or
How w ould you rate the day overall?
Next Steps
% Participants
Participant handout on day
Initial results reported to Council in June 2010
Development of Draft Housing Strategy
Final stage of engagement plan
Very Good
Category 3
Award for
Best Public Participation
Policy Framework
Category 3 – Best Public Participation Policy Framework
2010 Winner
South East Water Ltd
South East Water Community
Engagement Framework in Action
Vivian Garde
At South East Water, our
vision is to make community
engagement part of our DNA
– part of the way we do
We are working towards
using the P.E.P model for
making decisions
We have adopted and
follow the IAP2 Core
Values and Spectrum
D = Decide
P = Profile
A = Announce
E = Educate
D = Defend
P = Participate
• In 2008, Board endorsed IAP2 Core Values and Public Participation spectrum
• New strategic direction included six strategic priorities – Customer and
Community was front and centre
• Corporate Engagement Strategy (very first strategy) was developed – clearly
articulates imperative of undergoing community engagement in everything we do
• In 2009, organisation restructure in line with new strategic direction – Corporate
Affairs team are moved from Corporate Services to Customer and Community
• New Community and Stakeholder Engagement function created within the
Corporate Affairs team
• Manager for Community and Stakeholder Engagement appointed
• Additional resources appointed as needed to deliver on commitments to
* Policy
* Governance
* Enabled Leadership
* KPIs
* Awareness
* Build Capability
* Tools and Templates
* Support
Chapel Street
Integrated Water Management
Mt Martha Sludge and Odour Upgrade
Intelligent Networks
Tariff Structure Review
Community Ideas Dissemination Project
Environment and Energy Strategy
Rye-Portsea Backlog Sewage Project
Industrial Ecology
Product Specifications
Mount Martha Tertiary Upgrade
Lang Lang and Koo Wee Rup Treatment Plant Upgrade
Flinders Backlog
Merricks Beach Backlog
Upper Beaconsfield Backlog
Belgrave South and Belgrave Heights Backlog
Narre Warren North Backlog
Pakenham-Narre Warren Sewage Transfer Strategy
Level of Engagement
Coming Soon
Community and
Customer Experience
Community and Stakeholder Engagement
How we inform and involve our community and
stakeholders in our decision making processes
Key Performance
A series of 6 overarching KPIs (objectives)
A series of 17 tactical / diagnostic indicators for
each KPI
Category 4
Award for
Public Participation
Highly Commended
Dept for Transport, Energy and
South Road Upgrade –
Glenelg Tram Overpass
Paul Gelston
Highly Commended
SCAPE Strategy
Laman Street & Civic Precinct
Community Design Workshop
Krista McMaster
Category 4 – Public Participation Innovation
2010 Winner
Straight Talk
OutLOUD consultations in
association with the Airds
Bradbury Renewal Project
Abigail Jeffs
Airds Bradbury Community Renewal Project
OutLOUD consultations
Principles of engagement:
Focus on strengths, assets and
resources, not just issues
Build on existing people, organisations
and environment
Provide diverse opportunities to
Undertake respectful, empowering and
purposeful activities
Enable informed participation through
training and support
Build capacity
Design inclusive and accessible
Action learning to plan, do and reflect
Build on what works
Strategic use of resources to generate
momentum and sustain engagement
Typical project –
Pattern of resource
Most effort &
resources for very
involved - minority
AB Renewal Project –
Pattern of resource
& very
Interested &
effort and
for rarely
involved majority
Not interested &
rarely or never
Typical project – levels
of community
Less effort &
resources for
very involved
Most effort &
resources for
More effort &
resources for
Airds Bradbury OutLOUD
OutLOUD - Large scale community
celebration of people and place, modelled
on the ‘SpeakOut’ approach, involving
nearly 1,500 residents with free food,
entertainment and 17 consultative activities
to gather resident ideas and aspirations
about the future of the area and introduce
the master planning process
Above: OutLOUD Flyer designed by local resident
Opposite and above: Emphasis on fun and
celebration combined with consultation through
hands-on participatory activities
Opposite: Dynamic promotion using badges given
out at after school BBQs and to community
Other engagement activities
Regular community newsletters
Community renewal shopfront
Community reference group representative group of 15 residents, meet
monthly to provide advice on all aspects of
the project and input to decisions
Precinct barbeques - Small community
BBQs involving over 500 residents to
promote and invite participation in the
master planning and renewal process
OutLOUD bus trips - Series of bus trips to
‘good’ parks and town centres involving
over 300 residents to provide opportunities
for experiential learning and capacity
building to meaningfully input to the master
planning process
Below: Bus trips prompted experiential place-based learning
and were coupled with creative recording
Opposite and above: Exposure to well
designed urban spaces expanded resident
visions for what was possible and built
resident capacity to articulate what change
was needed in Airds
Walk OutLOUD - Large scale
consultation involving 150 residents
focussed on ‘walking and talking’ with
pedestrian circuits and designated
stopping points for residents to explore,
share stories, talk and reflect about ways
to improve the area
Resident visioning workshop Creative, participatory workshop involving
60 residents who formally presented their
ideas and vision for the future of the area
to inform the master planning process
Design OutLOUD - A participatory design
workshop, modelled on an ‘enquiry by
design’ approach involving 300 residents
over three days to identify and test
development scenarios for the master
Above: Graphic recorder used at most workshops to provide
colourful and accessible reporting to appeal to residents with
low levels of literacy
Above: Residents and
agencies working together at
Design OutLOUD
Above: Using food as a
festive component of
Participation passports and prizes –
Above: Stamps given as proof of participation. Minimum
number of stamps required to be eligible for prize draw.
Provided a cost effective way to encourage resident
Training skills,not just logistics:
> Inviting participation and spruiking
> Listening actively with the head and
the heart
> Leading with curiosity and wonder
and enriching conversations with
questions that matter
> Recording discussion to ensure every
conversation counted
Category 5
Award for
Decision Makers
Special Mention
Telecom NZ
Community Donation Projects
Paul Leslie
Inaugural Learning Scholarship
South East Water Limited
Sponsored by:
IAP2 Australasia
Congratulates all Entrants in the
2010 Core Values Awards
Sponsored by: