Welcome
This Community Engagement Resource page is designed to equip you, as Business Support Officers, with the essential knowledge and tools to effectively support your teams with their community engagement projects.
Here, you'll find practical background information about community engagement, along with links to navigate the City's "Have Your Say" page, how to promote projects plus more. The tips and resources on this page offer just a glimpse of what's available, and the Community Engagement team is always here to assist you further.
The purpose of the engagement process is to seek feedback and insights about issues that might affect, impact or interest the community, such as planning, decisions or general council activities.
Community engagement is based on the concept that anyone who might be affected by an issue that has an impact on their community should have a say in the decision making around it.
Engaging with the community ensures that Council listens and makes decisions based on community lived experience and in line with community views and values.
Being heard and engaged in decision making empowers members of our community to contribute to the future direction of the places where they live and work.
Authentic community engagement promotes greater trust and confidence in local democracy, builds stronger relationships and leads to better outcomes for all of us.
That’s why it is critical that the decisions which shape the region’s liveability and prosperity are informed and influenced by the people who live, work, visit or do business in the region.
Community engagement brings people from different backgrounds, experiences and perspectives together to share their views and shape the future.
While the views of the community may not always align, best practice community engagement helps demonstrate to everyone in the community that any decisions made by Council are made knowing the views of the people living within the region.
The City will identify and implement the most appropriate engagement methods when:
Making plans – for example, developing strategies.
Making a decision (project, initiative, or service), which is likely to have an impact on people and the places they live, work and play.
The community has raised or expressed an interest.
An issue is raised or requires a decision.
There are times when the City will not engage, when situations are not suited to engagement.
Decisions must be made immediately – for example, during a live emergency, or for occupational health and safety reasons
Decisions relate to the City’s day-to-day organisation operations
Legal or commercial restrictions prevent it
Council does not have the decision-making power.
1. A community engagement process must have a clearly defined objective and scope.
2. Participants taking part in community engagement must have access to objective, relevant and timely information to inform their participation.
3. Participants taking part in community engagement must be representative of the persons and groups affected by the matter that is the subject of community engagement.
4. Participants taking part in community engagement are entitled to reasonable support to enable meaningful and informed engagement.
5. Participants taking part in community engagement are informed of the ways in which the community engagement process will influence Council decision making.
The IAP2 Spectrum
Is a framework that outlines different levels of public participation, ranging from informing to empowering, to help guide us when engaging with our community.
Engagement Guide
Once it's determined that the project requires community engagement, the Welcome Guide will be distributed to your team.
This guide outlines all the steps involved in community engagement for your project, providing a clear roadmap for your team to follow.
Other resources
ENGAGE Hub - is our one stop spot for everything engagement
HYS Learning Hub - The City has its own HYS Learning Hub, and a monthly update that goes out to all users highlighting training opportunities and new features. If you wish to sign up for the monthly update, please let me know (Jenny).
Possible tasks for BSO's
Tasks where you, as Business Support Officers, can assist (keeping in mind that each team is different):
- register the HYS page
- book meeting with Wadawurrung if applicable (Brett Farmer initial contact)
- reach out to the City's Advisory Groups where applicable
- imagery (stock photos and/or chat to marketing)
- attend initial engagement and inception meetings
- edit/review content - view this page for How to - https://yoursay.geelongaustralia.com.au/welcome-hy...
- organise mail out if required and assist with promotional material
- face to face activities (registration/set up/attendance at event),organise engagement kit from CE Team
- assist with tagging of data.
Tips when reviewing HYS pages.
Comms & Marketing
An inception meeting will be held before the engagement goes live, providing an excellent opportunity for you to support the project lead.
This meeting will include the designated communications officer, marketing officer, and social media officer to discuss all promotional opportunities.
Potential examples and responsibilities: -
- Have Your Say platform (Community Engagement Team)
- Social media (incl. use of video and imagery) (Mitchell Dye)
- Mail out (hard copy letter or email) / Flyers / HYS postcards / Posters / QR Codes / Footpath decals /Signage on site / Displays at customer service centres (big screens) plus more (Sarah Breen) (Postcards in multiple languages x 10)
- City News (Comms officer allocated to project)
- Advisory Committees (Various)
- Databases (Project Lead)
- Pop ups/drop in sessions . Other opportunities such as phone calls/face to face interviews (Project Lead)
- Internal Comms (Daniella Parker or Katie Barker)
- List on events website if holding face to face activitites (Jade Moore)
- Other - review our Comms and Marketing opportunities documents - https://cityweb.geelongcity.vic.gov.au/documents/i...
