Brimbank Council Meeting No. 633 21 May 2024

1 of 30

12.6

Draft Community Engagement Policy

12.6

Draft Community Engagement Policy

Directorate

People, Partnerships and Performance

Director

Georgie Hill

Manager

Alana Joske

Attachment(s)

1. Draft Community Engagement Policy 2024

[

12.6.1

- 19 pages]

2. Your Say Consultation Feedback - CE Policy -

2024 [

12.6.2

- 5 pages]

Purpose

For Council to consider the final draft Community Engagement Policy, at

Attachment 1

.

Officer Recommendation

That Council:

a. Having considered submissions received on the draft Community

Engagement Policy, adopts the final draft Community Engagement, at

Attachment 1 to this report.

b. Writes to submitters thanking them for their submissions on the draft

Community Engagement Policy and advising of Council’s decision.

Background

Under the

all Councils must adopt and maintain a

community engagement policy that has been developed in consultation with community,

and that gives effect to the community engagement principles listed in

.

Brimbank’s current Community Engagement Policy was adopted in 2021 and was due for

review in 2023.

In July 2022, Council approved the Revised Community Engagement Policy 2021. This

included an update to the Policy which allows for the remuneration of a Community

Panel. The Community Panel is a group of community members who are available for

Council to consult on important projects, plans, issues, and strategies in a targeted and

effective manner. The Brimbank Community Voice (BCV) was established in June 2023.

In December 2022, Council endorsed a further resolution to be enacted following the

establishment of the Community Panel. This resolution stated that Council undertakes a

process of deliberative engagement in 2023 to inform a full review and update of the

Community Engagement Policy.

Following the deliberative engagement process, a Draft Community Engagement Policy

2023 was presented to Council at the December Ordinary Council Meeting 2023 and

endorsed for broad community consultation.

Matters for Consideration

Broad community consultation between 5 February – 3 March 2024 showed significant

support of the Draft Policy with 65% of respondents in support of the Draft Policy.

Brimbank Council Meeting No. 633 21 May 2024

2 of 30

Respondents also agreed, or strongly agreed with:

•

Support of the Statement of Policy Principles 82%

•

Support of ‘how’ Council engages

79%

No further updates were made to the Draft Policy as a result of broad community

consultation.

The final Draft Community Engagement Policy (Draft Policy) is informed by:

•

The

•

The International Association of Public Participation

•

Victorian Auditor General’s Office Better Practice Guide: Public Participation in

Government Decision Making

•

Benchmarking with other local Victorian Councils

•

Workshops with Councillors and staff

•

Deliberative engagement process with Brimbank Community Voice

•

Broad community consultation.

Based on the above, the following updates have been made when compared to the

previous policy, and are reflected in the final Draft Policy

(Attachment 1):

Area

Details of change

Reason

Principles:

Fairness

Inclusion of 'remuneration' as part of

the support and practical assistance

Council offers community members to

access and participate in community

engagement opportunities.

Previously, the policy

stated participants in

community engagement

activities would be

unremunerated. This does

not align with best

practice standards in

accessibility and the

establishment of the BCV

Panel.

Policy Scope Expansion of policy scope definition to

be clear that this policy applies to

'community engagement activities as

directed by Council, recommended by

Council officers, or legislated by the

Victorian Local Government Act 2020',

and no other processes such as

community and service requests or

complaints.

Addresses BCV feedback

about how and when

Council applies this policy

Definitions

Expansion of definitions in the policy to

include terms not previously covered,

and extension of community

engagement resources/processes.

Additional or amended definitions

include: BCV; community;

consultants/contractors; Councillors;

deliberation; International Association

of Public Participation (IAP2);

participatory engagement; public

participation; stakeholders.

Staff and BCV panel

members highlighted the

need for additional

definitions to capture the

extension of community

engagement resources at

Brimbank, the inclusion of

BCV.

Brimbank Council Meeting No. 633 21 May 2024

3 of 30

New section:

What is

Community

Engagement?

Not included in previous policy.

To provide a clear

description of Community

Engagement and its link to

IAP2, and articulate that

this policy adopts the IAP2

standards and principles.

Supports community, staff

and Councillors

understanding of the

public participation

spectrum. Feedback from

staff, Councillors and BCV

requested clarity on what

informs community

engagement activities.

New section:

Policy Influence

Expands the policy link to IAP2.

To clearly articulate and

expand on

community engagement

at Brimbank is linked to

IAP2 standards and

principles.

Feedback from staff,

Councillors and BCV

requested clarity on what

informs community

engagement activities.

Update: When

we engage

Expansion of several types of

engagement.

A more detailed

explanation of when

Council engages and

external influences on

engagement. Feedback

from staff, Councillors and

BCV requested clarity on

what informs community

engagement activities.

Update: Who we

engage

Expansion of different stakeholders,

including examples of community

stakeholder and the BCV.

The BCV was not formed

when the previous policy

was written. Provides

community with examples

of all the different

stakeholders Council

engages with.

Update: Roles

and

Responsibilities

Inclusion of the role of Mayor as

prescribed in s18c of the Victorian

Local Government Act 2020.

As prescribed in s18c of

the Act, the Mayor is to

lead engagement with the

community on the

development of the

Council Plan.

Document

format

Reformatting of policy document.

To reflect standard policy

document format.

The final Draft Policy articulates Council’s commitment to undertaking best practice

community engagement to effectively inform decision making processes. It provides

Brimbank Council Meeting No. 633 21 May 2024

4 of 30

guiding principles and approaches that are key to designing engagement opportunities

for authentic community participation.

To support the implementation of the Draft Policy a comprehensive Community

Engagement Toolkit (Toolkit) is being developed. The Toolkit will operationalise the

principles of the Draft Policy. It will guide staff through the necessary tools and

strategies required to encourage active participation in civic decision-making processes.

In addition to the methodologies prescribed by the International Association of Public

Participation spectrum, the Toolkit will also include guidance and strategies on:

•

Supports required by community members to participate in civic decision-making

processes (e.g.: accessibility supports, Auslan, translators, transport assistance,

childcare, hybrid activities, etc).

•

Engaging with First Nations people.

•

Engaging lesser heard demographic groups (e.g.: children and young people,

seniors, CALD (culturally and linguistically diverse) communities, disability

groups).

•

Remuneration options for community members participating in engagement

activities.

The Toolkit is scheduled for completion in June 2024.

Community Engagement

Following Council’s endorsement at the Council Meeting December 2023, the Draft Policy

was released for community consultation for a period of four weeks from 5 February to

3 March 2024.

Consultation included:

•

Broad municipal wide engagement through Council’s online interactive ‘Your Say’

web page.

•

Issuing a media release about consultation on the draft policy.

•

Promotion on Council’s social media channels and customer facing centres.

•

Promotion through targeted emails and newsletters to various stakeholders such

as community groups and service providers.

A total of 24 residents provided feedback through Council’s Your Say interactive

engagement web page.

The consultation sought response to understand:

1. Community support of the engagement principles.

2. Aspects of the community engagement process important to the community.

3. How community would like to take part in community consultations.

In addition to broad community consultation on the ‘Your Say’ web page, the draft Policy

has also been informed by workshops with Councillors and staff, and a deliberative

engagement process with BCV.

The workshops provided an opportunity to:

•

Learn about and review the current community engagement policy.

•

Identify areas for improvement and offer suggestions.

•

Consider how key stakeholders will work with the policy.

Brimbank Council Meeting No. 633 21 May 2024

5 of 30

The feedback from the broad community consultation, and workshops with Councillors,

staff and BCV confirmed widespread support for the draft Policy.

A summary of the broad community consultation outcomes is included at

Attachment 2

to this report. The priority themes across all consultation can be summarised as follows:

Priority themes

Community-centred Governance

Council works together with community, and community feels involved and valued.

Community Empowerment and Trust-building

Engagement is transparent and accessible and builds community trust in decision

making. Council ensures diverse communities are engaged.

Effective Civic Participation and Community Impact

Engagement leads to better decisions and makes a difference. Council engages on

difficult issues.

Feedback from the broad community consultation is being used to inform the

development of the staff Community Engagement Toolkit, due for completion in June

2024.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2023/2024.

Community:

potential impact on community, including public trust and customer

service impact

• Yes – Council reviewing and updating its approach to community engagement in

consultation with community members is a crucial factor in building trust with the

community in Council decision making.

Regulatory:

legal, legislative, or regulatory implications including the rights/obligations

of stakeholders

• Yes - The

requires Council to adopt and maintain a

Community Engagement Policy that is developed in consultation with the community.

The current Community Engagement Policy 2021 is due for review in 2023.

There are no Environmental, Financial or Safety risks identified.

Legislation/Council Plan/Policy Context

This report supports the Council Plan 2021-2025 strategic direction and objective of:

4. Leadership and Governance - A high performing organisation that enacts the

vision and decisions of Council through the delivery of quality and innovative

services - A fairer place for all

• Engaged and Responsive - Community insights are valued to enhance connection and

engagement with Council

• High Performing and Accountable - Our workforce strive to enhance services and

liveability for the Brimbank community.

Brimbank Council Meeting No. 633 21 May 2024

6 of 30

This report complies with Brimbank Community Engagement Policy 2021 and

requirements under the

and the requirements of the

following:

•

•

•

•

•

•

Victorian Commission for Children and Young People

•

•

•

Council officers contributing to the preparation and approval of this report, have no

conflicts of interests to declare.

DRAFT Community Engagement Policy 20241

DRAFT

Community

Engagement

Policy 2024

Brimbank Council Meeting No. 633 21 May 2024

7 of 30

Attachment 12.6.1

TRIM Ref: 23/492552

Brimbank Council Meeting No. 633 21 May 2024

8 of 30

Attachment 12.6.1

DRAFT Community Engagement Policy 20243

Contents

1

POLICY PURPOSE ...............................................................................4

2

POLICY SCOPE....................................................................................4

3

DEFINITIONS .....................................................................................5

4

STATEMENT OF POLICY PRINCIPLES ..................................................6

5

SPECIFIC REQUIREMENTS ..................................................................7

6

ROLES AND RESPONSIBILITIES........................................................15

7

POLICY OWNERSHIP ........................................................................17

8

APPROVAL........................................................................................17

9

RELATED POLICIES & LEGISLATION .................................................17

Brimbank Council Meeting No. 633 21 May 2024

9 of 30

Attachment 12.6.1

4

TRIM Ref: 23/492552

1

POLICY PURPOSE

Our community and stakeholders play a vital role in shaping Brimbank. Community engagement is

considered to be an essential component of good governance and leadership.

The purpose of this policy is to guide best practice community engagement in order to effectively

inform Council decision-making processes.

The Brimbank Community Engagement Policy (the Policy) provides guiding principles and

approaches that are key to designing engagement opportunities for authentic community

participation. These are in accordance with the Victorian Local Government Act 2020, the Victorian

Auditor General’s Office (VAGO)

1

Public Participation Principles and the International Association of

Public Participation (IAP2)

2

.

2

POLICY SCOPE

2.1 This policy covers

All community engagement activities as directed by Council, recommended by Council officers, or

legislated by the Victorian

.

2.2 This policy applies to

Councillors, all Council service areas, teams and employees, as well as contractors and consultants

undertaking work on behalf of Council.

Applying the policy should start at the planning stage of any project or initiative, when a change in

service, activities or infrastructure is considered; when an issue is raised and requires community or

stakeholder input for a decision; or when more information or evidence is required.

Engagement may be required at multiple stages within a project, program or development.

2.3 This policy does not cover

Community engagement processes that are subject to prescribed processes such as land-use

planning applications

and amendments to the planning scheme

or other Council processes such as

community and service requests or complaints.

Council may not engage when it has an adopted policy, strategy or decision that determines a clear

direction for implementation which has already been the subject of appropriate community

engagement.

3

DEFINITIONS

For the purposes of this policy, Council adopts the following definitions:

1

An independent officer of the Victorian Parliament that audits public sector agencies.

2

A global member association which seeks to promote and improve the practice of public participation or community and

stakeholder engagement

Brimbank Council Meeting No. 633 21 May 2024

10 of 30

Attachment 12.6.1

5

DRAFT Community Engagement Policy 2024

Term

Definition

Community

Includes individuals or groups who live, work, play, study, visit,

invest in or pass through Brimbank City Council.

Community

Engagement

A planned process with the specific purpose of working with individuals,

groups and organisations to encourage active involvement and

influence in decisions that affect them or are of interest to them.

Consultants/

Contractors

External organisations/individuals who at times assist or lead Council

engagement processes.

Council

Brimbank City Council being a body corporate constituted as a

municipal Council under the Local Government Act 1989. A local

government authority responsible for providing various municipal

services and functions to the residents and businesses within its

jurisdiction.

Councillors

Individuals holding the office of a member of Brimbank City Council.

Deliberation

Long and careful consideration or discussion.

Deliberative

engagement

The process of obtaining public feedback through long and careful

consideration or discussion. Deliberative engagements take place at

the highest three levels of influence on the International Association

for Public Participation (IAP2) spectrum, ‘Involve’, ‘Collaborate’ or

‘Empower’.

IAP2

IAP2 is an international organisation advancing the practice of public

participation.

Participatory

engagement

A process of obtaining public feedback on analysis, alternatives or

decisions.

Participatory engagement typically occurs when feedback is

invited on ideas, alternatives or draft documents.

Representative

engagement

A process to ensure feedback is received from the people who will be

impacted by an upcoming project or policy.

Public participation

An alternative definition to ‘community engagement’.

Stakeholders

An individual, group or organisation with a strong interest in the

decisions of Council and are directly impacted by their outcomes.

Brimbank Community

Voice Panel (BCV)

A group of community members who have registered to take part in

Council surveys, workshops, focus groups, discussions and other

forms of deliberative engagement as required.

4

STATEMENT OF POLICY PRINCIPLES

Council’s commitment to community engagement is underpinned by six (6) core principles that guide

the way it plans and delivers engagement opportunities and activities. The principles have been

Brimbank Council Meeting No. 633 21 May 2024

11 of 30

Attachment 12.6.1

6

TRIM Ref: 23/492552

informed by the community engagement principles

3

set out under Section 56 of the

.

4.1 Responsiveness

Council values the insights of our community and respects the time and effort the community gives

towards informing our decision making. Therefore, Council will allow sufficient time for review of

information and respond to the engagement and input from the community in a timely and constructive

manner.

4.2 Fairness

Council values the insights of our community and ensures that it makes decisions and provides advice

based on merit and without bias, favouritism or self-interest. Council ensures that community

engagement participants are entitled to reasonable support to enable meaningful and informed

engagement. Support may include practical assistance with access and information through such things

as transport, child care, remuneration for time, information translation, and interpretation.

4.3 Accountability

Council is committed to being clear about the scope and objectives of the engagement. This will

demonstrate that results and outcomes are consistent with the commitment made at the outset of the

process.

4.4 Transparency and integrity

Council will ensure those affected by a Council decision understand the scope of the pending decision,

the decision-making process, and any constraints on this process.

Transparency is key to the engagement process, and Council commits to be clear about the

contribution participants are asked to make, and the responsibilities associated with this.

Council is committed to sharing the engagement findings and clearly communicating decisions back to

the public in a way they understand.

4.5 Respect

Council shows respect and makes every reasonable effort to include all of our community in community

engagement processes, taking into account the needs of diverse communities to be able to participate

meaningfully.

4.6 Human Rights

Council promotes human rights and takes into account strategies and legislations that shape the

approach to public participation e.g. Brimbank Social Justice Charter, Victorian Charter of Human Rights

and Responsibilities Act 2006.

5

SPECIFIC REQUIREMENTS

5.1 What is Community Engagement?

Community engagement is based on the democratic idea that everyone who is affected by an issue

3

https://www.localgovernment.vic.gov.au/council-governance/local-government-act-2020/principles-of-the-local-government

act-2020

Brimbank Council Meeting No. 633 21 May 2024

12 of 30

Attachment 12.6.1

7

DRAFT Community Engagement Policy 2024

that impacts them and/or their community should have a say in the decision-making around it.

For the purposes of this policy we have adopted the recognised definition of the International

Association of Public Participation (IAP2):

Community engagement is sometimes also referred to as public participation.

5.2 Why we engage the community

Community engagement is much more than just getting feedback on a policy or project. Effective and

authentic community engagement:

•

Leads to better decisions because it provides evidence-based information and gives wider

perspectives on issues.

•

Builds community ownership, or at the very least, appreciation of the rationale for a particular

decision.

•

Builds trust with the community through being transparent and responsive to community input.

Strengthens relationships and partnerships with community which can be used at later stages of

the project or for other projects.

•

Increases the community’s knowledge and understanding of the issues around the project or

policy.

5.3 Policy influence

Brimbank City Council is guided by the IAP2 Spectrum of Public Participation to deliver its

consultation projects. IAP2 is recognised as the international leader and peak body for the

community and stakeholder engagement sector.

The IAP2 spectrum demonstrates the possible types of engagement with stakeholders and

communities across five levels.

In planning a community engagement process, Council staff will determine at which levels we will

engage based on the significance, complexity and anticipated level of impact on what is being

proposed, and what corresponding commitment we will make to stakeholders and/or the

community. This decision will guide the nature and methods of engagement.

The Community Engagement Framework that supports this policy aims to maximise community

participation, and contains a range of engagement techniques that can be used to achieve the most

effective outcomes.

The Community Engagement Framework includes a set of guidelines for different methodologies and

tools for a variety of outcomes across the IAP2 spectrum.

IAP2 Engagement Spectrum

Inform

Consult INVOLVE COLLABORATE EMPOWER

Public

participation

goal

Brimbank Council Meeting No. 633 21 May 2024

13 of 30

Attachment 12.6.1

8

TRIM Ref: 23/492552

Role of

community

and/or

stakeholders

Listen

Contribute Participate Partner

Lead

Our

commitment

to

community

We will keep

the community

informed.

We will

keep the

community

informed,

listen to

issues and

provide

feedback

as to how

input will

affect the

decision.

We will

ensure

aspirations

are directly

reflected in

the

alternatives

and provide

feedback as

to how input

will affect the

decision.

We will look to

the community

for advice and

incorporate this

advice into the

alternatives.

We will

implement

what you

decide.

Examples of

tools and

techniques

Communication

tools: -

Promotional

posters

- media

releases

- information

on website

- social media

- Fact sheets

- Newsletter

- Door

knocking

- Your Say

Brimbank

website

- Public

meetings

- Surveys

- Public

comment

- Listening

post

- Open

house

- Your Say

Brimbank

website

- Workshops

- Focus

groups

- Forums

- Planning

groups

-Your Say

Brimbank

website

- Advisory

committees

- Deliberative

polling

- Consensus

building

- Community

panels

-Your Say

Brimbank

website

- Citizens’

jury

- Ballots

Brimbank’s

Approach

Participatory engagement Deliberative engagement

Examples of

when this

engagement

level may be

appropriate

•

In the event of an

emergency

•

Undertaking a

playground

redevelopment

•

Seeking input from Advisory

Committees on key initiatives,

strategies and plans

•

Facilitated discussions on developing

community vision key directions

•

Development of the Community

Vision, Council Plan, Financial Plan

and Asset Plan

A project may involve one or more of the above levels of consultation depending on the complexity

of the project and the decision which needs to be made. Legislative requirements can also restrict

the level at which Council engages.

5.4 Types of community engagement

Council undertakes a range of community engagement activities which can broadly be defined as

participatory or deliberative engagement practice. Most of Council’s community engagement

projects are likely to include both practices at various levels.

Brimbank Council Meeting No. 633 21 May 2024

14 of 30

Attachment 12.6.1

9

DRAFT Community Engagement Policy 2024

5.4.1 Participatory Engagement

Participatory practices take place at the first two levels of influence on the spectrum, ‘Inform’ and

‘Consult’ and involve one-way information exchange either from Council to community, or

community to Council. Participatory engagement typically occurs when feedback is invited on

ideas, alternatives or draft documents. Examples of participatory engagement practices may

include surveys, listening posts, polls, ideas gathering, making a local law, acquiring or selling

land and submissions.

5.4.2 Deliberative Engagement

Deliberative practices take place at the highest three levels of influence on the IAP2 spectrum;

‘Involve’, ‘Collaborate’ or ‘Empower’. Deliberative engagement allows for discussions and the

possibility of consensus if needed.

The key features of a deliberative process are to come to a decision by providing information,

prioritising and weighing solutions. Deliberation can be scaled to fit the size and impact of the

project. Some projects may require a skilled facilitator to ensure a fair and equitable process.

This method is best suited for projects with an outcome that will have a far reaching or long term

effect, and issues where there is considerable community concern or division about the options.

Examples of deliberative practices in Brimbank may include:

•

Working with committees, advisory groups or reference groups over time.

•

Participants are asked to consider and prioritise ideas.

•

A representative group participates in a series of information sharing and discussions so as

to reach a consensus.

5.4.3 Statutory requirements

As a local government, Brimbank City Council is required to meet a wide variety of legislative

obligations. Many of these obligations relate to when and how engagement must occur, such as the

. Brimbank City Council will meet all of its legislative engagement

requirements and this policy is designed to complement and support these existing requirements.

Council will ensure the community is invited to participate in the development of its strategic plans

and that engagement opportunities give effect to the principles listed in this

5.4.4 Community Engagement Approach

5.5 When we engage the community

5.5.1. Legislated community engagement

Some elements of community engagement are directed by statutory requirements. The

requires that a Council must adopt and maintain a

Community Engagement Policy.

Item

Community Engagement Approach

Community Vision

Deliberative engagement

Council Plan

Deliberative engagement

Financial Plan

Deliberative engagement

Asset Plan

Deliberative engagement

Budget

Participatory engagement

Making of a Local Law

Participatory engagement

Acquiring or selling land

Participatory engagement

Other statutory and non-statutory plans,

strategies, policies, service planning and

capital works projects

To be selected depending on the

complexity of the matter

Brimbank Council Meeting No. 633 21 May 2024

15 of 30

Attachment 12.6.1

1 0

TRIM Ref: 23/492552

further sets out minimum requirements for Council to apply their Community

Engagement Policy in the development of the following long term plans: Planning and

Financial management, Community Vision, Financial Plan, Revenue and rating planning,

Asset Plan and a four-year Council Plan.

In addition, the Community Engagement Policy will guide the development of other

statutory obligations such as the Municipal Public Health and Wellbeing Plan and the

Council’s Local Laws

5.5.2 Non-legislated community engagement

Council is committed to the notion that good governance is based on the belief that those

impacted by a decision may have important contributions to make in a decision-making

process. Council will engage with the community on decisions beyond mandated legislation

to ensure we are achieving the best possible community outcomes.

Council will promote opportunities for the community to actively participate in the

following processes:

•

Where a proposed change to Council activities or strategic direction may significantly

affect the community in terms of the economy, lifestyle, environment, wellbeing or

amenity of the municipality.

•

When developing new or reviewing existing policies, strategies or plans.

•

Introducing a new service; discontinuing an existing service; or substantially changing

or reviewing a service that may significantly affect how services are provided.

•

Proposals for changing the way in which public space looks, is used or enjoyed.

•

Planning and development of major projects and capital works, including public

buildings, centres or other infrastructure.

•

Urban development/redevelopment proposals, such as structure plans, that may

significantly alter the existing amenity or characteristics of a geographic area.

•

Any circumstance where Council needs more information or evidence to make an

informed decision.

5.5.2 Circumstances where Council’s engagement with the community will be limited

There are times when Council’s level of engagement with the community and key

stakeholders will be limited. In certain circumstances, Council may only be able to inform

the community and stakeholders of Council’s decisions and actions. Examples include

when:

•

Council is not the lead agency

•

An immediate resolution is required

•

There is a risk to public safety

•

Specialist or technical expertise is required

•

An initiative involves confidential or commercial information

•

There are clear and defined legislative responsibilities that must be met

•

Developing or reviewing internal policies and procedures.

5.6 Who we engage

Seeking a diverse range of views on the plans, strategies and policies of Council is imperative to

ensure that community engagement and feedback is representative of the whole community.

We understand that some of our stakeholders face barriers to participate in the Council decision

Brimbank Council Meeting No. 633 21 May 2024

16 of 30

Attachment 12.6.1

1 1

DRAFT Community Engagement Policy 2024

making process. We commit to designing and delivering engagement methods that will reach and

encourage participation by groups that are diverse for example in age, gender, culture, abilities

and socio-economic background. This includes encouraging participation through community

groups, sporting groups, faith groups, and cultural groups.

Council notes that in accordance with section 56 of

,

.

Where possible and relevant, Council seeks to recruit members of the Brimbank Community Voice

Panel and/or community members with ‘lived experience’ of the issue, plan or policy under

consultation. As part of community engagement, Council may also seek input directly from a

range of the existing community-based organisations, clubs and groups in Brimbank.

Examples of our community stakeholder groups include:

• Business owners and workers

• Aboriginal and Torres Strait Islander residents

•

Neighbourhood houses and community centres

• Resident associations

• Carers

• Residents including ratepayers and renters

• Children and young people

• Non-resident ratepayers

• Rough sleepers

• Community advocacy groups (e.g. ‘Friends of…’)

• Not-for-profit services

• Schools and education providers

• Kindergartens and childcare centres

• Council service users

• Older people

• Service groups

• Culturally and linguistically diverse people

• Shoppers and diners

• Other government agencies and tiers of government

• Sports and recreation clubs

• Parents and guardians

• Students

• Diverse groups such as the LGBTQIA+ community

• Emergency services

• Park users

• Visitors

• Families

• People with disability

• Heritage groups

• Motorists

• History interest groups

• Arts and culture community

• Business and industry

• Police

• Environmental groups

• Seniors

• Local, State and Federal MPs

• Council employees

• Students

• Public transport users

• Active transport users

• Local media

• Social media pages

5.6.1. Brimbank Community Voice Panel

Brimbank Council Meeting No. 633 21 May 2024

17 of 30

Attachment 12.6.1

1 2

TRIM Ref: 23/492552

Brimbank Community Voice is a program that supports Brimbank Council to further embed

community engagement within the organisation and meet the priority of deliberative

engagement under the

.

Brimbank Community Voice is intended to empower the community to participate in civic

decision making, and remove barriers to Council Officers undertaking engagement by

providing a representative cohort of the community to draw on for engagement

opportunities.

5.6.2. External stakeholder organisations

Along with the community stakeholders, Council is committed to working with other

service providers, funding bodies and agencies that are external to Council that provide a

deep understanding of broad issues, technical input, support, facilitation and parameters

that surround a decision. Some examples of external stakeholder organisations include:

Department of Environment, Land, Water and Planning, Department of Health and Human

Services, VicRoads, Victorian Planning Authority, neighbouring Councils etc.

5.6.3. Committees, advisory groups or reference groups

These may be linked to certain Council assets or Council portfolios and have their own

terms of reference. These committees are reviewed at the start of each Council term.

Examples of committees may include:

•

LeadWest Committee

•

Audit and Risk Committee

•

Brimbank Aboriginal and Torres Strait Islander Reconciliation Action Plan

Consultative Committee

•

Brimbank Arts Advisory Committee

•

Brimbank Economic Employment Advisory Group

•

Brimbank Youth Council

•

Chief Executive Officer Employment Matters Committee

•

Disability Advisory Committee

•

Heritage Advisory Committee

•

Safety Wellbeing Partnership

•

Social Justice Coalition – Strategic Implementation Group

•

St Albans Town Centre Partnership Group

•

Sunshine Town Centre Partnership Group

•

Sydenham Park Consultative Committee

•

Brimbank Community Fund

•

Brooklyn Community Representative Group

•

Calder Highway Improvement Committee

•

Cleanaway Community Benefit Fund – Review Panel

•

Local Government Working Group on Gambling

•

Melbourne Regional Landfill Community Reference Group

•

Metropolitan Local Government Waste Forum

•

Western Melbourne Tourism.

5.7 How we engage

Council will call for different levels of engagement based on significance, complexity and

anticipated level of impact on what is being proposed and the stakeholders to be targeted.

Care will be taken to adhere to the engagement principles, set clear engagement objectives and

consider statutory processes, community interest, opportunities for co-designing engagement

projects, political sensitivity, time, resources and budget constraints.

The communication channels and engagement methods we use will be those suitable to the

purpose and those our community prefer, and we will ensure their accessibility. We are

committed to engagement that is representative of the individuals and groups that are affected

by a proposed Council outcome or decision.

Brimbank Council Meeting No. 633 21 May 2024

18 of 30

Attachment 12.6.1

1 3

DRAFT Community Engagement Policy 2024

We will use Council channels to keep our participants and the broader community informed of the

engagement outcomes and let them know how their feedback has been used to inform Council

outcomes or decision making.

We value and recognise the contribution of participants who have given up their time to provide

feedback or attend engagement activities.

5.7.1 Community engagement process

Council’s approach to the design and delivery of engagement practices consists of seven

key phases:

Step 1: Defining the project

The project must have a clearly defined scope, purpose and objectives so the

community understand the level of influence they have on the decision-making

process and are provided with transparent information.

Step 2: Identifying stakeholders

This stage seeks to determine who needs to be involved, and how they will be

involved and their level of interest. There must be a process of both external and

internal stakeholder mapping to ensure that those directly impacted by the project,

or have interest or influence, will have the opportunity to participate in the decision

making process.

Step 3: Designing the engagement process

With a clear understanding of project parameters and key stakeholders, Council

determines the level of engagement based on the IAP2 level of engagement. The

IAP2 spectrum identifies and defines each of the five levels of engagement. It

details promise to the community and example methodologies for each level of

engagement ensuring that both Council and the community have shared

expectations and understanding of the commitment to engage.

Participatory engagement and deliberative engagement methods and formats will

be scaled to suit project complexity and the level of influence. Therefore where

deliberation is deemed essential, Council will be further guided by the following five

(5) deliberative engagement principles:

4

1.

Randomly selected participants

are selected through a process using, as far

as possible, a random selection that provides as unbiased and representative

cross-section of the community as practical. This selection process is applicable

to Brimbank Community Voice Panel.

4

KJA Engaging Solutions and New Democracy Foundation, Deliberation at a scale, Principles and practical ideas for small rural councils, 2017

Evaluate

project

Share

feedback

Evaluate

feedback and

data

Deliver the

engagement

Design

engagement

process

Identify

Stakeholders

Define

Project

Brimbank Council Meeting No. 633 21 May 2024

19 of 30

Attachment 12.6.1

1 4

TRIM Ref: 23/492552

2.

Ample time is allowed

for participants to understand the issue, weigh up the

options put forward and make thoughtful and informed recommendations.

3.

There is a clear remit

. Council should provide a clearly defined scope of

interest that openly shares the problem to be addressed.

4.

Upfront authority

. Participants must be assured that Council will give careful

consideration to their recommendations.

5.

Provision of a broad range of information

representing a diversity of

viewpoints must be available for deliberations to lead to an informed and

considered outcome.

Step 4: Delivering the engagement

A project and engagement plan must be developed prior to engaging the

community. During this process much consideration is taken to understand best

practices to encourage community members to participate and mitigate any

barriers to participation. Consideration and emphasis is placed on ensuring Council

practice our Policy Principles. Council connect with existing networks, go to where

the community is and impact lies, consider provision of accessible opportunities for

all to engage equally, provide varying methods and ways to engage in the project,

and offer information that is inclusive, transparent and fair.

Step 5: Evaluation and data analysis

As part of Brimbank’s objective for continuous improvement and innovation, this

step requires that the community engagement feedback and data is analysed. If

different data collection processes have been used, treat each data set separately.

Analyse common data sets or information to identify community preferences,

priorities and themes.

Step 6: Sharing the feedback

This stage is where Council communicate the community’s feedback to decision

makers for their consideration. Once a decision is made, Council communicate

details about the engagement process, its findings and any decisions made to

participants and relevant stakeholders through for example sending letters, emails

or posting outcomes on the Council’s website (Your Say Brimbank). It is particularly

important to provide detail about how any decisions were made. These outcomes

should also be shared with Council colleagues and additional key stakeholders. The

final outcomes of the engagement process should be made available via a range of

communication methods to the wider public.

Step 7: Evaluate project

The final stage involves evaluating the process undertaken to identify any key

learnings and understand the effectiveness of the process. Evaluation criteria will

ideally be identified at the start of the project. Evaluation should consider not only

the effectiveness of the process, but also analysis of who was involved and how

effective the methods used were in capturing a representative sample of the

identified community. Evaluations should summarise the key learnings and be

shared with the project team and Council colleagues. These learnings should be

considered before planning new engagement processes and used to further

improve our engagement practice.

Brimbank Council Meeting No. 633 21 May 2024

20 of 30

Attachment 12.6.1

1 5

DRAFT Community Engagement Policy 2024

5.7.2 Understanding the decision-making process at Brimbank City Council:

6

ROLES AND RESPONSIBILITIES

6.1 Mayor and Councillors

Mayor and Councillors are responsible for:

•

Endorsing and adopting the Policy.

•

Supporting the implementation of the Policy.

•

Upholding the Principles of this Policy.

•

Promoting participation in engagement activities.

•

Championing commitment to community engagement in their interactions with the Brimbank

community.

Brimbank Council Meeting No. 633 21 May 2024

21 of 30

Attachment 12.6.1

1 6

TRIM Ref: 23/492552

•

Considering community engagement results in informing opinions and making decisions.

•

As prescribed in s 18c of the Act, the Mayor is to lead engagement with the community on

the development of the Council Plan.

6.2 Council staff

(Executive Management, Managers and Staff involved in community

engagement)

Council staff are responsible for:

•

Developing, implementing and continually monitoring and evaluating the Policy.

•

Execute community engagement as transparently and effectively as possible.

•

Councils Community Engagement Unit maintain a Community Engagement Framework and

toolkit and coach staff in its use and application of evaluation frameworks.

•

Ensuring cross organisational collaboration to design a genuine and meaningful engagement

process.

•

Providing relevant information to ensure the community participates meaningfully.

•

Documenting and reporting engagement findings to Council and the community.

6.3 Community members

Community members are responsible for:

•

Becoming informed about how Council makes decisions.

•

Reviewing engagement materials.

•

Being respectful of others ideas and opinions.

•

Adhering to the process and time frames.

•

Understanding that a number of inputs contribute to inform Council’s decision making.

6.3 Brimbank Community Voice Panel

Brimbank Community Voice Panel is responsible for:

•

Increasing the diversity of community members participating in Council engagement activities

•

Increase opportunities for the community to influence Council planning

•

Reduce barriers to Council Officers engaging with the community

•

Becoming informed about how Council makes decisions.

•

Reviewing engagement materials.

•

Being respectful of others ideas and opinions.

•

Adhering to the process and time frames.

Understanding that a number of inputs contribute to inform Council’s decision making.

Brimbank Council Meeting No. 633 21 May 2024

22 of 30

Attachment 12.6.1

1 7

DRAFT Community Engagement Policy 2024

7

POLICY OWNERSHIP

Responsible Director:

Director People, Partnerships and Performance

Responsible Officer:

Manager Communications and Community Engagement

Directorate:

People, Partnerships and Performance

Unit:

Communications, Community Engagement and Change

8

APPROVAL

Approved by:

Council

Date:

9

RELATED POLICIES & LEGISLATION

•

•

•

•

•

•

Victorian Commission for Children and Young People

•

•

•

•

•

Brimbank Council Meeting No. 633 21 May 2024

23 of 30

Attachment 12.6.1

1 8

TRIM Ref: 23/492552

Version Version notes

Adopted

Review

1

Adopted by Council

21/08/2018

21/08/2020

2

New

16/02/2021

16/02/2023

3

Brimbank Council Meeting No. 633 21 May 2024

24 of 30

Attachment 12.6.1

Brimbank Council Meeting No. 633 21 May 2024

25 of 30

Attachment 12.6.1

Support of the Statement of Policy Principles

Support of 'how' Council engages

Support of the Draft Community Engagement Policy

1. Surveys

2. Focus groups

3. Online Platforms

4. Email

5. Community workshops



Improve

of the Policy document



opportunities to participate in Council community engagement activities



of Council to adhere to policy



of remuneration for participating in Council community engagement activities

Brimbank Council Meeting No. 633 21 May 2024

26 of 30

Attachment 12.6.2



82% respondents agree or strongly agree



9% respondents neither agree/disagree



9% respondents disagree



79% respondents agree or strongly agree



9% respondents neither agree/disagree



12% respondents disagree

Brimbank Council Meeting No. 633 21 May 2024

27 of 30

Attachment 12.6.2



65% support



26% neutral/unsure



9% do not support

1 Surveys and questionnaires

13.22

2 Focus groups (small targeted discussions to delve deeper into

specific issues and gather qualitative insights)

10.83

3 Online platforms (social media, community forums or dedicated

online platforms like Your Say for discussions, polls and feedback)

9.5

4 Email

9.22

5 Community workshops (interactive workshops where residents can

participate in planning or decision-making processes)

8.28

6 Text message surveys

8.06

7 Mobile app (receive updates, provide feedback, and engage in real

time discussions)

7.11

8 Neighbourhood meetings (meetings at the neighbourhood level to

address hyper-local concerns and involve residents who may not

attend larger events)

6.89

9 Phone call

6.39

10 Community events / Pop-ups (engage residents at local events,

festivals, or markets to reach a broader audience and gather

informal feedback)

6.22

11 Public forums (traditional town hall meeting where residents can

voice their opinions and ask questions)

6.17

12 Town Hall webinars (virtual public forums or webinars to allow

participation from the comfort of residents’ homes)

6.11

13 Community liaisons (liaisons to represent different demographics

(age, gender, culture, etc.) and ensure a range of voices are heard. 5.67

Brimbank Council Meeting No. 633 21 May 2024

28 of 30

Attachment 12.6.2

14 Education campaigns (information to educate residents on

upcoming decisions, their impact, and ways to get involved)

5.28

15 Collaboration with schools and early learning centres (involve

students and their families in community consultations)

4.33

16 Interactive mapping (pinpoint specific areas of concern or interest) 4.28

17 Podcast and web series (communicate updates and encourage

participation)

2.67

When asked to rank their preferred method of participating in community consultation respondents

highlighted the top 5 methods below:

1. Surveys

2. Focus groups

3. Online Platforms

4. Email

5. Community workshops

of Policy document Follow up opportunity to develop Easy English version of

Community Engagement Policy (and policies in general)

opportunities to

participate in community

engagement activities

Provide different methods for community to participate in

engagement opportunities reflecting respondents preferred

methods of engagement. Incorporate support options into the

Community Engagement Toolkit to ensure all members have

an equitable opportunity to participate in engagement

activities. Supports can include: accessibility devices,

transport assistance, interpretation, or support with their

caring responsibilities.

of Council to

adhere to policy

Community engagement is a Council priority and legislative

requirement. Council commits to transparent reporting,

regular evaluations, and active encouragement of feedback

from the diverse members of its community. The Community

Engagement Framework and Toolkit will support the

accountability of Council to adhere to the policy.

of remuneration for

participating in community

engagement activities

Suggested remuneration rates will be incorporated into the

Community Engagement Toolkit, due for completion in June

2024. When determining the rate and method of payment,

consider the: - nature of the work and intensity of the

workload - time commitment - degree of accountability,

complexity, and responsibility - the person’s skills and lived

experience

Brimbank Council Meeting No. 633 21 May 2024

29 of 30

Attachment 12.6.2

Feedback from the broad community consultation showed strong support of the:



Draft Community Engagement Policy



Statement of Policy Principles



‘how’ Council engages

No further updates were made to the Draft Community Engagement Policy from the broad

community consultation feedback.

Feedback from the broad community consultation is being used to inform the development of the

Community Engagement Toolkit, due for completion in June 2024.

The Toolkit will operationalise the principles of the Draft Policy. It will guide staff and

community stakeholders through the necessary tools and strategies required to

encourage active participation in civic decision-making processes.

Feedback from the broad community consultation is providing guidance and strategies

on:



supports required by community members to participate in civic decision-making

processes (e.g.: accessibility supports, Auslan, translators, transport assistance,

childcare, hybrid activities, etc)



engaging with First Nations people



engaging lesser heard demographic groups (e.g.: children and young people,

seniors, CALD (culturally and linguistically diverse) communities, disability

groups)



remuneration options for community members participating in engagement

activities

Brimbank Council Meeting No. 633 21 May 2024

30 of 30

Attachment 12.6.2