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1. Purpose
Public input is one of the factors Council considers when making decisions. This
Public Engagement Policy recognizes the value of public engagement and
provides a framework for opportunities for members of the public to be informed
of, or involved in, meaningful public engagement regarding decisions that directly
affect the community.
This Public Engagement Policy is in addition to and does not modify or replace
the public information meeting/public hearing requirements set out in the Nova
Scotia Municipal Government Act or as specified in other Town by-laws and
policies.
2. Application
Public engagement supports decision-making processes related to Town policies,
projects, and services that have an impact on the public. Public engagement tools
may be used by the Town in the following circumstances:
a) To fulfill legislation or regulation requirements;
b) To respond to requests initiated by the community, staff, or Council;
c) To support new policy, project, or service implementation;
d) To support existing policy, project, or service evaluation and change;
e) To address potential impacts on the community, such as quality of life or the
environment; and,
f) To address issues associated with strong community views, concerns, or
emotions.
3. Definitions
a) "Public Engagement" includes a variety of non-statutory opportunities where
stakeholders receive information and/or provide input to the Town.
b) "Public Engagement Plan" means a plan which identifies which public
engagement tools are to be used to obtain public input in a particular
circumstance.
c) "Public Engagement Tools" means the tools that may be used, alone or in
combination, to create Public Engagement opportunities including, but not
limited to:
i) statutory public hearing requirements in the Municipal Government Act
ii) in-person engagement which may include meetings, round-table
discussions, town halls, open houses, and workshops;
Public Engagement Policy
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iii) digital engagement which may include online workbooks, chat groups,
webinars, message boards / discussion forums, and online polls or surveys;
iv) written engagement which may include written submissions, email
feedback, and mail-in surveys, polls and workbooks;
v) engagement by representation including the appointment of members of
the public to Town committees; and
vi) providing information through the media, websites, social media, and
other channels.
d) "Staff" means the staff of the Town of Mahone Bay.
e) "Stakeholders" means the residents of the Town, as well as other individuals,
organizations or persons that may have an interest in, or are affected by, a
decision made by the Town.
f) "Town" means the Town of Mahone Bay.
4. Objectives
It is the Town's intent to provide opportunities for the community to be informed
of, and where appropriate be involved in, decision-making including:
a) Providing timely information to the public concerning decision-making
processes related to Town policies, projects, and services that have an impact on
the public;
b) Creating opportunities for stakeholders who are affected by a decision to
provide input into the decision;
c) Promoting sustainable, balanced decisions by recognizing various stakeholder
interests;
d) Providing stakeholders with the appropriate information and tools to engage in
meaningful engagement; and
e) Enriching the decision-making process leading to better, more informed
decisions.
5. Responsibilities
a) Council shall:
i. request and review information from staff concerning the scope, timing,
appropriate methods and resources required for public engagement prior to
directing the development of a public engagement plan;
ii. review and approve public engagement plans developed by staff as directed
by Council;
iii. consider input obtained through public engagement when making
decisions;
iv. review this Policy a minimum of once per term to ensure the Policy is in the
spirit and intent of public engagement;
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v. ensure appropriate resources are available to support public engagement in
accordance with this Policy; and,
vi. promote and support public engagement opportunities.
b) Staff shall:
i. ensure the Policy complies with all relevant legislation and municipal policies;
ii. develop the necessary procedures to implement this Policy;
iii. assess this Policy and make recommendations to Council about the public
engagement and resourcing;
iv. as directed by Council, develop public engagement plans for Council
approval;
v. consider timing, resources and engagement when developing and
modifying public engagement plans;
vi. implement approved public engagement plans;
vii. report the findings of public engagement to Council; and,
viii. evaluate and communicate to Council and the public, when appropriate,
the effectiveness of a public engagement plan and the public engagement
tools used.
6. Public Engagement Principles
The Town supports the International Association of Public Participation (IAP2)
Core Values and staff will apply these values and the principles expressed in this
policy to all public engagement processes.
IAP2 Core Values:
a) Public participation is based on the belief that those who are affected by a
decision have a right to be involved in the decision-making process.
b) Public participation includes the promise that the public's contribution will
influence the decision.
c) Public participation promotes sustainable decisions by recognizing and
communicating the needs and interests of all participants, including decision
makers.
d) Public participation seeks out and facilitates the involvement of those
potentially affected by or interested in a decision.
e) Public participation seeks input from participants in designing how they
participate.
f) Public participation provides participants with the information they need to
participate in a meaningful way.
g) Public participation communicates to participants how their input affected the
decision.
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The Town's Public Engagement Principles:
a) Engagement is meaningful (the questions used are genuine and the input
gathered impacts the policy, plan, program, design, or service in question).
b) Engagement is scoped and scaled appropriately to the issue's importance (or
potential impacts), degree of potential conflict, and diversity of opinion it may
engender.
c) Engagement is informed (framing of issues and sharing of research or facts, and
options supports thoughtful contributions of all concerned).
d) Engagement starts early and continues throughout the process (input
opportunities are integrated into all stages).
e) Active outreach is undertaken to reach those most likely to be interested in or
impacted by the initiative (communications and go to them approaches are key).
f) Engagement is to be conducted in an inclusive manner having regard to
different levels of accessibility.
g) Diverse voices are heard, and conflict is reduced (a range of tools helps to
access a broad range of ideas and opinions).
*source: https://www.iap2canada.ca/foundations
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h) The process is transparent and communications-rich (sharing
information/options, documenting input received, communicating results,
decisions/actions).
7. Public Engagement Plans
a) When so directed by Council, staff shall develop a public engagement plan for
approval by Council which shall consider the following:
i. the nature of the matter for which public engagement is being sought;
ii. the impact of the matter on stakeholders;
iii. the demographics of potential stakeholders in respect of which public
engagement tools to utilize, level of engagement and time for input;
iv. the timing of the decision and time required to gather input;
v. what information is required, if any, to participate;
vi. available resources and reasonable costs;
vii. particular circumstances including states of emergency and public health
directives, which may limit the applicability of many public engagement tools.
b) Public engagement plans will, at minimum, include the following:
i. a communication plan to inform the public about the public engagement
plan and opportunities to provide input;
ii. identification of which public engagement tools will be utilized;
iii. timelines for engagement activities;
iv. information about how input will be used;
v. the location of information required, if any, to inform the specific public
engagement.
Clerk's Annotation for Official Policy Book
Date of notice to Council Members of Intent to Consider
[minimum 7 days notice]
July 14, 2020
Date of Passage of Policy
July 30, 2020
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Town Clerk
Date