Agenda of Governance Committee Meeting

Agenda (Open Portion)

Governance Committee Meeting

Page 4

29/11/2016

Governance Committee Meeting (Open Portion) held Tuesday, 29 November 2016 at 5:00 pm in the Lady Osborne Room, Town Hall.

COMMITTEE MEMBERS

Ruzicka (Chairman)

Deputy Lord Mayor Christie

Cocker

Thomas

Reynolds

Harvey

ALDERMEN

Lord Mayor Hickey

Zucco

Briscoe

Sexton

Burnet

Denison

Apologies: Nil

Leave of Absence:

Alderman Cocker

Alderman Reynolds

1. Co-Option of a Committee Member in the event of a vacancy

2. Confirmation of Minutes

The minutes of the Open Portion of the Governance Committee meeting held on Tuesday, 1 November 2016 and the Special Governance Committee meeting held on Monday, 7 November 2016, are submitted for confirming as an accurate record.

3. Consideration of Supplementary Items

Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.

Recommendation

That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager.

4. Indications of Pecuniary and Conflicts of Interest

Ref: Part 2, Regulation 8(7) of the Local Government (Meeting Procedures) Regulations 2015.

Aldermen are requested to indicate where they may have any pecuniary or conflict of interest in respect to any matter appearing on the agenda, or any supplementary item to the agenda, which the committee has resolved to deal with.

5. Transfer of Agenda Items

Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015.

A committee may close a part of a meeting to the public where a matter to be discussed falls within 15(2) of the above regulations.

In the event that the committee transfer an item to the closed portion, the reasons for doing so should be stated.

Are there any items which should be transferred from this agenda to the closed portion of the agenda, or from the closed to the open portion of the agenda?

Item No. 6.1

Agenda (Open Portion)

Governance Committee Meeting

Page 7

29/11/2016

REPORT TITLE: Community Engagement Framework Review Methodology 2016

REPORT PROVIDED BY: Manager Community and Cultural Programs

Director Community Development

1. Report Purpose and Community Benefit

1.1. Over the past 12 months, the Council has made significant advances in the way we engage with the community, with the implementation of a number of new initiatives including the following:

1.1.1. Set up and implementation of the Your Say Hobart online engagement platform. The platform has changed the way that the Council engages with our online community. It has been used as a tool to consult with the community on 23 of the City’s major projects including Queens Domain Joggers Loop, Public Toilet Strategy and the draft Civic Square Master Plan.

1.1.2. Development and presentation of four community forums attended by over 200 community members.

1.1.3. Delivery of a complex community engagement plan to aid in the delivery of the Liverpool Street upgrades.

1.2. Noting the importance of community engagement within the City’s practices, in August 2016 a full time resource was appointed to the role of Community Engagement Advisor within the Community Development Division.

1.3. Since its inception, this role has been embedded within retail precinct project teams, with considerable work already taking place to engage with stakeholders of the Sandy Bay and Lenah Valley retail precinct upgrades.

1.4. The purpose of this report is to inform the Council of the proposed methodology to be used to undertake a review of the City of Hobart's Community Engagement Framework.

1.5. The objective of the review is to look at our existing community engagement practices, research best practice and seek to identify opportunities for new and alternative mechanisms of engagement.

1.6. The framework review will afford the Council the opportunity to reaffirm or recast shared principles of engagement; provide clear definitions and enable a high-level view of what our approach to community is, in terms of who, why, when and how we engage.

1.7. The outcome of the review would be:

1.7.1. An updated framework that would serve as the Council’s blueprint to deliver a consistent and best practice approach to community engagement for the Council in line with the IAP2 guidelines for engagement.

1.7.2. An updated Community Engagement Manual and Toolkit available for Council staff to use when implementing community engagement plans.

2. Report Summary

2.1. It is proposed that the City of Hobart’s Community Engagement Framework be reviewed to ensure that it aligns with best practice outlined within the International Association for Public Participation Australasia (IAP2) Guidelines.

2.2. The Review will be undertaken by the Council’s recently appointed Community Engagement Advisor and will:

· Research best practice within community engagement;

· Review the Council’s current engagement practices;

· Engage with the local community on how they would like to be engaged; and

· Engage with internal stakeholders and officers about the usability of the current framework.

2.3. Following this review, a revised Community Engagement Framework and Community Engagement Manual and Toolkit will be presented to the Council for its consideration in the first half of 2017.

3. Recommendation

That the Council endorse the detailed methodology outlined in this report being used as the basis for the review of the Council’s Community Engagement Framework.

4. Background

4.1. The City of Hobart Community Engagement Framework was originally endorsed by the Council in 2008. The framework sets out the Council’s shared principles, clear definitions and a high-level approach to community engagement that facilitates understanding and decision making between the Council and the Hobart community.

4.2. The framework ensures:

4.2.1. There is a coordinated and consistent approach to community engagement.

4.2.2. Community engagement activities are carried out to a high-standard.

4.2.3. Engagement activities are inclusive and accessible to members of the community and that feedback from the community will be listened to, respected and taken into account.

4.2.4. That elected members and Council officers have a clear understanding of and a commitment to, engaging with the community about decisions that will have an effect on their lives.

4.3. The framework is supported by:

4.3.1. A Community Engagement Policy – that provides policy directions for community engagement within the City of Hobart.

4.3.2. A Community Engagement manual and toolkit – that provides guidance on when to engage and the appropriate level of engagement. The manual also provides practical step-by-step instructions and templates on how to engage and guidance on the planning engagement activities as well as how to evaluate them.

4.3.3. Community Engagement support structures – Officers throughout the organisation that support their colleagues with a range of strategic advice, support and resources to assist them when designing and delivering high-quality engagement processes and activities.

4.4. While the Policy, the officer manual and support structures still have relevance, community engagement practice has progressed since its development in 2008 so a review is timely.

4.4.1. It is noted that IAP2 is the basis of the engagement methodology utilised in the framework. IAP2 has recently released a new Quality Assurance Standard that will be incorporated into the revised framework.

4.5. At its meeting held on 13 July 2015 the Council resolved the following:

“That: 1. The Council endorse a review of its Community Engagement Framework, commencing in the second quarter of 2015/2016.

(i) A comprehensive range of research and community engagement activities be undertaken as part of the review involving the Council and the community.

(ii) Following the review, the Council be provided with a further report on the outcomes and a draft updated Community Engagement Framework.

2. The role of the Council’s Traffic Committees be considered following the conclusion of the engagement process for the draft Local Retail Precinct Plan.

3. The Council endorse a twelve month trial of the online community engagement platform Engagement HQ and Budget Allocator, at a cost of $20,000, to be funded from existing allocations in the Corporate Services Division budget.

(i) ‘Yoursay.hobartcity.com.au’ be secured as the preferred domain name for the online engagement platform.

(ii) Following an evaluation of the trial of the online community engagement platform of Engagement HQ and Budget Allocator, the Council be provided with a report on outcomes.

4. The Council endorse the holding of a series of four Community Engagement Forums as follows:-

(i) Three to be held in alternating neighbourhood areas; and

(ii) One to be held at the Hobart Town Hall as part of the Council’s Annual General Meeting.

(iii) The cost of $6,000 to host the Community Engagement Forums be funded from existing allocations in the Corporate Services Division budget.”

4.6. Further to this report, at its meeting held 6 June 2016 the Council resolved:

“That: 1. The Community Forum scheduled for July 2016 not be held.

2. A further report in relation to appropriate community engagement models be provided to the Governance Committee for consideration.”

5. Proposal and Implementation

5.1. The proposed review of the City’s Community Engagement Framework will encompass a range of research and community engagement activities that are aimed at collecting feedback on the current processes, and to identify suggestions and priorities for improvement. The proposed methodology for this review is detailed as follows:

Research and Best Practice

5.1.1. A range of research has already been undertaken to review community engagement best practice and methodologies in line with the International Association for Public Participation Australasia (IAP2) Guidelines.

5.1.2. In addition to this officers will work with research students from the University of Tasmania to understand the different modes of community engagement, and audit the existing Council framework against best practice nationally and internationally.

Review of Current Practices

5.1.3. As part of the review of the City’s Community Engagement Framework, officers will undertake a review of the number of the City’s current practices, and assess their suitability and purpose with the revised engagement framework. A review will be undertaken of the following practices:

Traffic Committees

5.1.4. Following the conclusion of the engagement process for the draft Local Retail Precinct Plan, the Council will consider the role of the Traffic Committees in relation to the Community Engagement Framework.

Online Engagement Platform

5.1.5. Following the 12 month trial of Engagement HQ and Budget Allocator, the City has renewed its subscription for the 2016/2017 financial year. Following the recent community engagement conference, it was evident that this tool is considered as the best available online engagement tool and is being used broadly across a number of organisations and local governments.

5.1.5.1. The review will explore expanding the City’s use of this online engagement tool.

Community Forums

5.1.6. At its meeting held on 6 June 2016, the Council resolved that the July 2016 community forum would not be held, and a further report be provided to the Governance Committee regarding the community engagement models.

5.1.7. Following the success of the community forum held in conjunction with the Council’s Annual General Meeting in 2015, the Council again hosted a very successful community forum alongside the 2016 Annual General Meeting with over 70 community members in attendance. Following this meeting, the role and format of the Community Forums will be reviewed and another forum will not be hosted until the community engagement review is complete in May 2017.

Place-making

5.1.8. Strengthening the connection between people and places, place-making refers to a collaborative process by which the public realm is shaped in order to maximise shared value. More than just promoting better urban design, place-making facilitates creative patterns of use, paying particular attention to the physical, cultural, and social identities that define a place and support its ongoing evolution.

5.1.9. At the heart of place-making is community engagement and the City has made considerable progress in this space utilising a place-making approach in projects such as Mather’s Place and Collins Court and is currently being used in the upgrade of the Lenah Valley Retail Precinct.

5.1.10. This review will evaluate how the City’s community engagement framework can support a place-making approach in the City’s capital works projects, with particular focus on the Retail Precincts Plan.

Engagement with the community

Telephone Survey

5.1.11. A random telephone survey of 400 Hobart residents will be conducted by an independent surveying firm. Survey questions and methodology to be developed in consultation with surveying company but should cover the following areas:

· Involvement in decision making - To what degree should the general public be able to contribute to Council decisions?

· Personal involvement – to what degree do you personally want to be involved in Council’s decision making?

· Key areas of interest – what areas would you be most interested in?

· Methods of communication – what are the best ways to communicate with residents?

Online Engagement

5.1.12. Officers will implement an online community engagement campaign through the City’s online engagement platform Your Say Hobart and Facebook page to engage with the community.

Focus Groups

5.1.13. The Council will host a range of discussions and focus groups with individuals and community organisations to discuss how the community can be involved in Council decision making.

Internal Engagement

Aldermanic workshop

5.1.14. An Aldermanic workshop will be held to discuss community engagement methodologies including best practice techniques and tools that may be suitable for the City to implement.

Officer Engagement

5.1.15. The Community Engagement Advisor will host a range of meetings, workshops and interviews with officers to discuss the Community Engagement Framework.

Timing

5.1.16. The proposed review of the Council’s Community Engagement Framework is expected to be undertaken between January and April 2017 with the results to be presented to Council in May 2017.

6. Strategic Planning and Policy Considerations

6.1. The review of the Community Engagement Framework is strongly aligned with the Capital City Strategic Plan 2015-2025, in particular:

“Goal 5 – Governance

Strategic Objective 5.4 - An engaged civic culture where people feel part of decision-making.

5.4.1 - Implement best practice community engagement (IAP2) across the organisation

5.4.3 - Further enhance engagement activities with the community.”

7. Financial Implications

7.1. Funding Source and Impact on Current Year Operating Result

7.1.1. There is an existing community engagement budget allocation of $6,000. The cost of engaging a consultant to undertake telephone surveys will be met from this allocation. There are no other cost implications relating to this report.

7.2. Impact on Future Years’ Financial Result

7.2.1. There is no impact on future years’ financial result.

7.3. Asset Related Implications

7.3.1. There are no asset related implications.

8. Legal, Risk and Legislative Considerations

8.1. The continual improvement of the community engagement framework will contribute to the mitigation of the Council’s strategic risk of failing to meet and respond to community and stakeholder needs and aspirations.

9. Marketing and Media

9.1. The review of the Council’s Community Engagement Framework will be promoted publicly through a variety of marketing and media channels to inform the community and encourage their participation.

10. Community and Stakeholder Engagement

10.1. Officer consulted in the preparation of this report include the Community Engagement Advisor, Project and Executive Officer Lord Mayor’s Unit, Manager Traffic Engineering and Community Consultation Officer.

10.2. As demonstrated in this report, officers will undertake a broad community engagement approach to review the current Community Engagement Framework including engagement with both internal officers and the general community.

11. Delegation

11.1. This is a matter delegated to the Council.

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

Kimbra Parker

Manager Community and Cultural Programs

Philip Holliday

Director Community Development

Date: 23 November 2016

File Reference: F16/128686

Item No. 6.2

Agenda (Open Portion)

Governance Committee Meeting

Page 16

29/11/2016

Memorandum: Governance Committee

2017 Schedule of Aldermanic Workshops

At its meeting of 7 November 2016, the Council adopted its 2017 Council and committee meeting schedule.

The Council also sought to identify two specific days each month for the conduct of Aldermanic Workshops, with Wednesday and Thursday being noted as preferred, between 5.00 pm and 6.00 pm. The schedule below is submitted in response to that request.

The workshops have generally been scheduled in the first and third week of the monthly meeting cycle. Variances to this approach have been required to accommodate Easter and Christmas scheduling.

There is a high demand for Aldermanic Workshops as a useful tool in assisting the Council to address significant strategic issues and complex business matters. Given the level of demand it is proposed to set aside two hours, between 5 and 7 pm on the scheduled dates to enable multiple topics to be dealt with, as may be necessary. These timeslots could also be utilised for briefings to the Council, where this may be appropriate.

Having dedicated days for workshops is beneficial for both Aldermen and the administration in terms of forward planning. Where the timeslots are not required they will be cancelled.

The proposed 2017 schedule of Aldermanic Workshops is as follows:

January	Thursday 19 January
February	Wednesday 1 February Thursday 16 February
March	Wednesday 1 March Thursday 16 March Wednesday 29 March
April	Thursday 13 April
May	Wednesday 3 May Thursday 18 May Wednesday 31 May
June	Thursday 15 June Wednesday 28 June
July	Thursday 20 July
August	Wednesday 2 August Thursday 17 August Wednesday 30 August
September	Thursday 7 September Wednesday 27 September
October	Thursday 12 October
November	Wednesday 1 November Thursday 16 November
December	Thursday 14 December

REcommendation

That:

1. That the Council adopt the 2017 schedule of Aldermanic Workshops outlined in this memorandum.

2. The Aldermanic Workshops be scheduled for two hours in duration, between 5.00 pm and 7.00 pm to enable multiple topics to be discussed in order to facilitate the high demand for this useful forum.

3. Subject to availability, and at the discretion of the General Manager, the timeslots also be utilised for Aldermanic briefings.

Heather Salisbury

Acting General Manager

Date: 24 November 2016

File Reference: F16/132495

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