Loading...
HomeMy WebLinkAbout2018-PLG-019 Public Participation & Communications COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2018-PLG-019 TITLE: PUBLIC PARTICIPATION & COMMUNICATIONS ADOPTED: July 19, 2018 (C-223/18) SUPERCEDES NO: n/a TO BE REVIEWED: PAGE NO: 1 of 6 POLICY PURPOSE: This policy is the County’s guiding document on matters pertaining to Public Participation as outlined in the Municipal Government Act (MGA) and common approaches that the County will apply to keep residents informed on County matters. POLICY STATEMENT: Council acknowledges that efforts to build upon and strengthen a sense of community are enhanced when residents are informed and given an opportunity to provide meaningful input on matters that may impact them. The Public shall be provided mechanisms and regular opportunities to communicate and participate in the decision-making process of the County of Newell. Effective community engagement before decisions are made will increase the likelihood that future outcomes will align with public expectations. An effective public participation process combined with many communications channels will help ensure the public has their say in things that matter to them. This policy aligns with the emphasis Council places on sustainable growth and enhancing the quality of life throughout the County. It is also one of the pillars that enables Council to effectively fill its leadership role in the provision of services and providing structure and stability for County residents. (See County Vision and Mission Statement) DEFINITIONS: “CAO” means the Chief Administrative Officer of the County or their delegate. “Council” means the collective elected members of the County of Newell Council. “County” means the County of Newell. “County Website” means www.countyofnewell.ab.ca “Department Head” means a Manager or Director with the County of Newell. “e-Services” means online services through the County Website for reviewing tax and utility accounts. “IAP2” means International Association for Public Participation. COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2018-PLG-019 TITLE: PUBLIC PARTICIPATION & COMMUNICATIONS ADOPTED: July 19, 2018 (C-223/18) SUPERCEDES NO: n/a TO BE REVIEWED: PAGE NO: 2 of 6 “Newell Notify” is a notification system managed by the County of Newell which is available to the ratepayers of the County of Newell who can sign-up for the service and select what type of notifications they would like to receive. “Policy” means this County of Newell Public Participation and Communication Policy. “Public Participation Tool” means the tools that may be used alone or in combination, to create Public Participation opportunities, including but not limited to those referenced within this Policy. “SMS” means short message service and includes text messages. “Social Media Platforms” means any single or combination of various on line digital applications utilized by the public to share information via digital communication. “The County of Newell App” – NewellConnect from the app store for reporting issues and concerns. POLICY BACKGROUD: The County of Newell actively solicits two-way feedback and will strive to build on that process going forward. This policy will assist in ways to obtain feedback and enhance the potential for more participation in future governance and related matters going forward. Elected officials and staff for the County of Newell appreciate constructive feedback that may assist in reviewing current policies and programs, as well as implementing new policies and programs going forward. The County of Newell website will continue to be the central point for all communications, bulletins and notifications to the public. All County information is on the website from budgets, audited financial statements, rates and fees, applications, forms, policies, bylaws, statutory plans, departmental information, public documents, meeting agendas and minutes as well as a portal link to access e-Services. The County of Newell App will allow for direct mobile communications and follow up on reporting issues of concern by the public. “Newell Notify” is a system to send SMS (text messages), Voice, and Email notifications. Social Media platforms will also push out information to the public. Email will continue to be the preferred method of direct communication so that comments and feedback on relevant matters can be retained in the County’s formal records. Email is both efficient and timely as delivery only takes seconds versus days or weeks with the standard mail process. COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2018-PLG-019 TITLE: PUBLIC PARTICIPATION & COMMUNICATIONS ADOPTED: July 19, 2018 (C-223/18) SUPERCEDES NO: n/a TO BE REVIEWED: PAGE NO: 3 of 6 For the public who do not utilize email, alternative approaches for contact may include, regular mail through Canada Post, personal contact, or direct delivery. Public events, meetings and open houses will continue to be utilized as needed. Hamlet Advisory Committees will be the conduit for hamlet residents who have issues that need to be addressed. When dealing with issues, problems or other urgent matters that must be addressed within a short time frame, the radio and or local newspapers will be utilized to quickly reach a larger audience. Public Hearings will be utilized as required in accordance with legislation. The public can also utilize face to face meetings or initiate telephone contact with staff members and County Administration at any time. POLICY GUIDELINES: Information provided to the public regarding municipal policies, bylaws, programs, service delivery and new initiatives will be distributed to the public through methods identified in the background to this policy. A section will be created on the County Website called “Public Participation” which shall be utilized to provide and receive information when consideration is being given to; a) Significant changes in an important bylaw or policy, or the introduction of a new bylaw or policy that is likely to have a notable impact on residents within the County; b) Significant changes in municipal tax policies, fees charged for or funding provided to cover a significant portion or all costs incurred for programs and services accessed by most or all residents within the County; c) Changes in policy or services that targets a specific identifiable segment throughout the County or a defined geographic area within the County where public participation efforts with those directly affected are likely to provide Council with a representative response regarding the potential impact the proposed change is likely to have. Public Participation Approaches and Communication Strategies The public participation tool(s) set out herein will be utilized for matters relevant to County operations. The tool selected should reflect the level of participation called for in accordance with the International Association of Public Participation (IAP2) spectrum referenced in Schedule “A” attached. Information on municipal policies, programs, services and initiatives will be available through either the website, social media platforms, paid advertising, direct mail, and news releases. Efforts will be made to refer individuals to the County’s website as the primary source of information on a broad range of matters available for public distribution. COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2018-PLG-019 TITLE: PUBLIC PARTICIPATION & COMMUNICATIONS ADOPTED: July 19, 2018 (C-223/18) SUPERCEDES NO: n/a TO BE REVIEWED: PAGE NO: 4 of 6 Responsibilities Council Responsibilities – Council shall: a) Approve the policy and conduct periodic reviews in accordance with established policy review requirements. b) Ensure appropriate resources are available to implement public participation tools and related processes in accordance with this policy. c) In accordance with this policy or as otherwise determined by Council, review and approve project specific public participation plans on an as required basis. d) Consider input obtained through public participation processes. e) Provide direction regarding Public Communication efforts and strategies that should be undertaken on matters being dealt with. f) Assist in making the public aware of various sources of information and encourage the public to access additional information through the County web site and other methods used by the County to disseminate information. Administration Responsibilities – Department Heads shall ensure that: a) effective and up to date public communication efforts are being carried out within their respective areas of responsibilities. b) the CAO and County Council receives all feedback that is obtained on matters that interest the public with regards to County Administration and Operations. Public Communication & Participation 2 The County of Newell will adhere to IAP principles that provide for progressive levels of engagement with the public based on the nature of the matter under consideration. By making information readily available and utilizing feedback mechanisms, the public will be empowered to provide input and collaborate on matters of interest. The County of Newell will strive to keep the public informed, listen to their suggestions or concerns and provide alternate recommendations as a result of the public participation process. COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2018-PLG-019 TITLE: PUBLIC PARTICIPATION & COMMUNICATIONS ADOPTED: July 19, 2018 (C-223/18) SUPERCEDES NO: n/a TO BE REVIEWED: PAGE NO: 5 of 6 Decisions of County Council will be made through resolutions in meetings open to the public. Agendas will be posted on the County Website which will include relevant backup materials for the matter(s) at hand. An information session along with questions and answers will be placed on each agenda at the start of each meeting which will allow the public to attend and provide or obtain information in a very efficient and timely manner. Delegations to Council will need to meet the required timelines to be considered on any respective agenda. Feedback obtained through areas setout in the background of this policy will be included with the agendas for council consideration. Minutes will remain the formal record of all decisions made by County Council and they will be available on the website as well. st Prior to July 1 in each calendar year the County of Newell will open up opportunities to the public to set out recommendations or present ideas on future budgets, programs and services that may benefit County Ratepayers. Feedback on existing programs and service levels will be accepted when submitted and included in future council agenda packages for consideration. Legislative and Policy Implications a) All Public Participation initiatives will be undertaken in accordance with the Municipal Government Act, the Freedom of Information and Protection of Privacy Act and other applicable legislation. b) This Policy shall be available for public inspection and may be posted on the County’s website. c) This policy shall be subject to a formal Council review within six months after each municipal election. COUNTY OF NEWELL - POLICY HANDBOOK POLICY NO: 2018-PLG-019 TITLE: PUBLIC PARTICIPATION & COMMUNICATIONS ADOPTED: July 19, 2018 (C-223/18) SUPERCEDES NO: n/a TO BE REVIEWED: PAGE NO: 6 of 6 SCHEDULE A