Implementing Public Engagement

Introduction

Implementing Public Engagement is intended to guide staff on how they can conduct public outreach or engagement informed by the unique nature of their project.

While planning and implementing public outreach or engagement may seem daunting at first, by following the outlined steps, staff can easily more understand and implement an effective and inclusive participation process. The Steps for Conducting Effective Public Participation consist of eight parts:

• 1

  Step 1: Plan Resources

• 2

  Step 2: Collect Baseline Data

• 3

  Step 3: Identify Stakeholders

• 4

  Step 4: Determine Level of Participation

• 5

  Step 5: Develop Project Communication Materials

• 6

  Step 6: Create and Implement a Public Engagement Plan

• 7

  Step 7: Report Back

• 8

  Step 8: Evaluate the Engagement Process

These eight steps outline how to conduct public outreach and engagement from planning through evaluation. Note that steps one through five, as well as seven, should be conducted for projects at any level of public participation (including inform), while steps six and eight are only used when conducting public engagement (seeking public input on a decision). Staff should allocate time for management to review and approve each step. While these steps serve as a general guide, the City may not follow them in every instance—particularly for routine operations or urgent matters concerning public health and safety, where swift action is critical.

The Steps for Conducting Effective Public Participation provide useful considerations for public participation planning and advances the City’s commitment to inclusion, transparency, clear communication and the engagement process.

Public engagement should be tailored to intended audiences or stakeholders. This section also provides recommendations and considerations for engaging diverse groups of people such as youth, immigrant communities, people with disabilities and older adults. By implementing tailored public engagement, staff can meet community members where they are to better include them in the decision-making process.

This section highlights other organizations or groups that staff can partner with to enhance the public outreach and engagement process. By working with City Council Offices and boards and commissions, staff can adopt an informed approach to public engagement and leverage existing networks. In addition, external organizations such as neighborhood associations, planning groups, community-based organizations and businesses can also be helpful partners as they are often well-connected with community members and can support increased awareness of City projects.