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