Cmmunity Engagement Strategy Draft City f Abbtsfrd Official Cmmunity Plan June 2014
Purpse f this Cmmunity Engagement Strategy The purpse f this strategy is t chart the curse fr cmmunity engagement activities ver the life f the City f Abbtsfrd s Official Cmmunity Plan prcess. It cvers engagement bjectives, general types f messages, cmmunicatins and engagement activities including their sequencing and timing and general stakehlder grups. It deals exclusively with brad cmmunity engagement which includes a Citizen Advisry Cmmissin and des nt speak t engagement f City- specific stakehlders such as City Cuncil, internal management and staff, and City Cmmittees. This strategy ffers a pint f reference fr the entire prject team, ensuring shared understanding in the executin f the wrk. Details surrunding lgistics and specific messages, fr example, will be determined as the engagement is rlled ut. Cntents This strategy includes the fllwing: 1. Cmmunity Engagement Objectives: Why are we engaging? 2. Key Messages: What are we saying and asking? 3. Methdlgy and Wrk Plan: Hw and when are we engaging? 4. Key Audiences: With whm are we engaging? Page 2 f 13
1. COMMUNITY ENGAGEMENT OBJECTIVES: Why are we engaging? 1.1 Backgrund The City f Abbtsfrd is undertaking a review f its Official Cmmunity Plan (OCP), which prvides the pprtunity t articulate the cmmunity s visin and shape the next phase f the city s grwth and evlutin. The update prcess will be guided by a number f principles, which have been develped by staff: 1. Undertake a rbust cmmunity engagement prcess; 2. Understand the current land use inventry and future trends; 3. Align the OCP with City plans and strategies; 4. Clarify and add detail t the City s land use designatins; 5. Integrate the OCP with servicing capacity and strategies; 6. Establish infill and redevelpment guidelines; and 7. Create a framewrk fr neighburhd planning. In additin t frming the basis as the first principle, the City f Abbtsfrd recgnizes the value f planning with instead f planning fr cmmunity. The City has als indicated that the OCP engagement will be brad, inclusive, and innvative, and incrprate varius methds t reach ut t identified grups and the cmmunity (City f Abbtsfrd, OCP Updated RFP). Further, cmmunity engagement during an OCP review r amendment is a legislative requirement, whereby [d]uring the develpment f an fficial cmmunity plan the prpsing lcal gvernment must prvide ne r mre pprtunities it cnsiders apprpriate fr cnsultatin with persns, rganizatins, and authrities it cnsiders will be affected. (Lcal Gvernment Act, Part 26, 879 (1)). 1.2 Engagement Objectives The verarching purpse f this engagement prcess is t pen up a cnversatin with citizens abut the future f the City f Abbtsfrd within the parameters f an OCP s scpe and a lcal gvernment s jurisdictin t develp a visin and set f directins within the OCP. General engagement bjectives are t: Raise awareness abut the prcess and pprtunities fr invlvement; Obtain input n cmmunity hpes and aspiratins fr the future f Abbtsfrd, reaching a brad and diverse citizenry; Build capacity amng citizens t participate in a highly infrmed dialgue abut issues, trends and best practices; and Generate excitement and wnership ver the develpment and implementatin f the OCP. Page 3 f 13
1.3 Desired Outcmes We will knw that we have been successful when: The branded prcess is recgnizable by the average citizen f Abbtsfrd; There is a strengthened understanding amng the public surrunding existing issues and best practices in city- building; It can be demnstrated that this prcess has engaged bth bradly and deeply, prviding pprtunity fr a range f input frm diverse citizens, and resulting in representative input; Citizens are enthusiastic abut the prcess and feel that there input has been meaningfully cnsidered and integrated; Diverse stakehlders ranging frm citizen grups t the develpment cmmunity feel wnership ver the OCP and in realizing its visin; Staff frm all departments acrss City Hall als feel wnership ver the OCP and that it is a shared success, and are cmmitted t implementing it; New interest is sparked mre generally in city- building in Abbtsfrd, and the prcess serves t instill pride and strengthen citizen engagement in lcal issues and pprtunities, psitining future planning initiatives fr greater success. 1.4 Using Cmmunity Input Transparency and clarity are imprtant in any cmmunity engagement prcess, and participants rightly want t knw hw and the extent t which their input is used. As such, defining these parameters and setting expectatins early in the prcess are vital t a genuine and successful dialgue. The City has indicated that it utilizes fur levels f engagement, each f which shuld be applied thrughut the prcess differently depending n the target grup and planning stage. The levels f engagement include: Infrm prvide balanced and bjective infrmatin fr better understanding f the prject; Cnsult btain feedback; Invlve wrk t ensure cncerns and aspiratins are understd and cnsidered; and Cllabrate partner in the develpment f alternatives and slutins. While the level f cmmunity engagement varies thrughut the prcess ranging frm infrm in prviding infrmatin n issues and best practices, t cllabrate in creating a refreshed visin fr the OCP it is expected that mst engagement will reach the invlve level, with the cmmitment t the cmmunity being as fllws: We will wrk with yu t ensure that yur pririties and aspiratins are understd and cnsidered in the Official Cmmunity Plan, and we will reprt back t yu t demnstrate hw public input influenced the develpment f the plan. Page 4 f 13
2. KEY MESSAGES: What are we saying and asking in each stage? The engagement prcess is a tw- way cnversatin invlving bth infrmatin ut (i.e. educating, infrming, raising awareness) and infrmatin in (i.e. btaining input). While the language will be made highly accessible and will vary in tne and detail depending n the engagement activity/channel/stakehlder grup, there are sme basic messages and questin areas that will frm the basis f each stage. They are rughly as fllws: 2.1 Stage 1: Backgrund Research Infrmatin Out: Infrmatin In: Messages will fcus n infrmatin abut the prcess and pprtunities fr invlvement. Fr example: The City f Abbtsfrd is undertaking an exciting prcess t shape the future f ur city. Yur input is imprtant. Jin the cnversatin! Questins will fcus n general, high- level hpes and aspiratins fr the future f Abbtsfrd. The input received will be used t refresh the existing OCP gals and visin, and will feed int a deeper engagement that delves int specific themes early in Stage 2. 2.2 Stage 2: Explre New Cncepts Infrmatin Out: Infrmatin In: Messages will fcus n issues and trends that emerged during Stage 1 (thrugh bth research and preliminary engagement), culminating in themes. Fr example: We heard frm citizens that access t neighburhd shps and amenities is imprtant. Currently many f ur neighburhds d nt have the critical mass f residents t supprt these desired destinatins. Opprtunities t make neighburhd shps and amenities viable in Abbtsfrd invlve. Infrmatin will als be prvided n hw cmmunity input is being cnsidered and integrated int early idea develpment. Infrmatin will cntinue t be prvided n the prcess and pprtunities fr invlvement. Questins will seek input n the emergent themes, and will cntinue asking abut general pririties and aspiratins. Questins will als seek t btain input that will be used t infrm develpment f cncepts. 2.3 Stage 3: Create the Plan Infrmatin Out: Messages will revlve arund presenting the cncepts, land use scenaris, and eventual draft OCP cntent. Fr example: Abbtsfrd can achieve its cmmunity visin by strategically fcusing its grwth in a number f ways. The fllwing are three ptential scenaris Infrmatin will als be prvided n hw cmmunity input is being cnsidered and integrated int cncepts, land use scenaris, and OCP cntent. Infrmatin will cntinue t be prvided n the prcess and pprtunities fr invlvement. Page 5 f 13
Infrmatin In: Questins will fcus n btaining feedback n and input int the cncepts, land use scenaris, and draft OCP cntent. 2.4 Stage 4: Cmplete the Plan Infrmatin Out: Infrmatin In: Messages in this stage fcus n infrming abut the final draft OCP, and demnstrating hw public input has been used in creating the final plan. As required by legislatin, there will be pprtunities fr final public input at the Public Hearing. Page 6 f 13
3. METHODOLOGY AND WORK PLAN: Hw and when are we engaging? The fllwing are the engagement activities prpsed fr each stage f the prcess. Details will be determined as the engagement is rlled ut. 3.1 Stage 1: BACKGROUND RESEARCH (May September 2014) Engagement in Stage 1 will launch the prcess, sparking interest in the prject and inviting early invlvement. Key engagement activities fr this stage are: 1. Public Cmmunicatins and Media Launch (July 2014) What: This is the fficial launch f the public prcess, with a visual identity (i.e. brand) that is intrduced thrugh: a prject webpage, scial media, and the first radshw event n July 1 st. DIALOG Rle: Develp interactive panel(s) fr radshw and wrk with the City t staff the July 1 st event. Assist in develping cntent fr prject webpage and scial media as needed. City Rle: Adapt visual identity and key messages t webpage and scial media channels. Issue media release (encuraging earned media) and utilize ther media channels as available. Wrk with DIALOG t staff the July 1 st event. 2. OCP Rad Shw - #1 (July September 2014) What: This is a mbile bth statined at events and in highly visibility lcatins t reach a brader audience, including citizens wh wuld nt therwise be likely t participate in a civic prcess. During the summer mnths, the purpse f the bth will be t raise awareness abut the prcess and btain preliminary input n a handful f big- picture / general questins. DIALOG Rle: Develp rad shw materials. City Rle: Staff rad shw events (with sme assistance frm DIALOG). 3. Citizen Advisry Cmmissin Wrkshp - #1 (September 2014) What: This is a wrkshp with the Citizen Advisry Cmmissin (refer t Sectin 4.0 f this Strategy), which will present the wrk plan and verall prcess, and seek t btain very preliminary input n a handful f big- picture / general questins. DIALOG Rle: Lead and facilitate wrkshp, in cllabratin with City. City Rle: Participate in wrkshp. 3.2 Stage 2: EXPLORE NEW CONCEPTS (Octber 2014 May 2015) Engagement in Stage 2 will fcus n btaining input n pririties and aspiratins fcusing n the themes that emerged earlier in the prcess t be used t cnfirm a visin and OCP gals, and t develp the new cncepts. 4. Onging Cmmunicatins (Octber 2014 May 2015) What: This is nging cmmunicatins thrugh digital and print media, cntinuing t raise awareness and inviting participatin in the planning prcess. Page 7 f 13
DIALOG Rle: Prvide material and supprt t City as needed. City Rle: Cntinue managing digital and print media updates. 5. OCP Rad Shw - #2 (Late Nvember 2014 January 2015) What: The rad shw will cntinue thrugh much f Stage 2, inviting participatin int the prcess, particularly as the deeper engagement cmmences in early 2015. In January, the rad shw shuld ideally include tablets allwing participants t cmplete a digital survey (see #6 belw), and prvide interactive pprtunities fr prviding input n the themes that emerged during Stage 1. DIALOG Rle: Develp rad shw materials. City Rle: Staff rad shw events (with sme assistance frm DIALOG). 6. Stakehlder Cnversatins - #1 (January February 2015) What: These are apprximately 10-15 interactive/cnversatinal sessins ranging in frmat depending n the stakehlder grup, designed t btain input based n the themes that emerged during Stage 1. Input received during the stakehlder cnversatin will be used t infrm develpment f the cncepts. DIALOG Rle: Develp all materials fr and lead and facilitate sme sessins, in cllabratin with the City. City Rle: Identify specific stakehlder grups, and lead and facilitate sme sessins. 7. Public Survey - #1 (January February 2015) What: This is an nline survey that uses the MetrQuest platfrm that bth educates n issues and trade- ffs, and allws participants t priritize issues and pprtunities. The survey will be psted nline and als ideally be available n tablets at the radshw. DIALOG Rle: Develp survey. City Rle: Pst survey link n digital media (webpage, Facebk, via email blasts, etc). 8. Citizen Circles - #1 (January February 2015) What: These are self- frmed and self- managed/facilitated grups f residents wh cntribute ideas t the prcess in their respective areas f interest. They prvide a frum fr passinate and energetic individuals t discuss issues and ideas. DIALOG Rle: Develp Citizen Circle Handbks, which include backgrund infrmatin, resurces, and guidelines fr participatin. City Rle: Distribute and cllect Handbks. 9. Citizen Advisry Cmmissin Wrkshp - #2 (February 2015) What: This is a wrkshp will seek feedback n the themes that emerged during Stage 1, as well as sme f the early cmmunity input received early in Stage 2. DIALOG Rle: Lead and facilitate wrkshp, in cllabratin with City. City Rle: Participate in wrkshp. Page 8 f 13
3.3 Stage 3: CREATE THE PLAN (May Octber 2015) Engagement in Stage 3 will fcus n btaining input n develpment f the land use scenaris, which will be revised and integrated int a draft OCP t reflect cmmunity feedback. Stage 3 will als seek t btain input n the draft OCP, including the neighburhd framewrk and infill redevelpment guidelines. 10. Onging Cmmunicatins (May Octber 2015) What: This is nging cmmunicatins thrugh digital and print media, cntinuing t raise awareness and inviting participatin in the prcess (including specific events such as the pen huses), and t prvide prject updates including draft land use scenaris and ther draft OCP cntent. DIALOG Rle: Prvide material and supprt t City as needed. City Rle: Cntinue managing digital and print media updates. 11. OCP Rad Shw - #3 (May June 2015) What: The first set f rad shw events in Stage 3 will fcus n btaining input n the cncepts, with an eye tward develpment f land use scenaris. As it did in the past, the rad shw will als serve t raise awareness abut the prcess and invite invlvement, emphasizing the first majr public pen huse. DIALOG Rle: Develp rad shw materials. City Rle: Staff rad shw events (with sme assistance frm DIALOG). 12. Citizen Advisry Cmmissin Wrkshp - #2 (May 2015) What: This is a wrkshp will seek feedback n the new cncepts that were develped in Stage 2. DIALOG Rle: Lead and facilitate wrkshp, in cllabratin with City. City Rle: Participate in wrkshp. 13. Public Open Huse - #1 (May 2015) What: This will be the first majr public pen huse, and it will seek t btain input n the presented cncepts, as well as ideas that will infrm develpment f the land use scenaris. The event will include an educatinal cmpnent and will ffer many pprtunities fr interactin, including thrugh panels and interactive/tactile statins. It culd be either a cme- and- g (i.e. drp- in) event, r it culd have a structured frmat with dynamic presenters and/r panelists. DIALOG Rle: Develp all materials fr and facilitate event. City Rle: Attend and/r help facilitate event. 14. Stakehlder Cnversatins - #2 (May June 2015) What: Building n the previus rund f stakehlder cnversatins, these will be designed t btain input n presented cncepts and ideas surrunding land use and related issues and pprtunities. The same set f stakehlder grups engaged in Stage 2 will likely be engaged in this stage, which invlves apprximately 10-15 sessins. Input received during the stakehlder cnversatin will be used t infrm develpment f land use scenaris. Page 9 f 13
DIALOG Rle: Develp all materials fr and lead and facilitate sme sessins, in cllabratin with the City. City Rle: Lead and facilitate sme sessins. 15. Citizen Circles - #2 (May June 2015) What: As befre, these are self- frmed and self- managed/facilitated grups f residents wh cntribute ideas t the prcess in their respective areas f interest. They prvide a frum fr passinate and energetic individuals t discuss issues and ideas. In Stage 3, they will be invited t ffer feedback n the cncepts and input that will infrm develpment f the land use scenaris. DIALOG Rle: Develp Citizen Circle Handbks, which include backgrund infrmatin and cntent (e.g. cncepts), resurces, and guidelines fr participatin. City Rle: Distribute and cllect Handbks. 16. OCP Rad Shw - #4 (September - Octber 2015) What: The secnd set f rad shw events in Stage 3 will fcus n btaining input n the land use scenaris and early elements f the draft OCP. As it did in the past, the rad shw will als serve t raise awareness abut the prcess and invite invlvement, emphasizing the secnd majr public pen huse and survey, which will ideally be made available at the rad shw / bth n tablets. DIALOG Rle: Develp rad shw materials. City Rle: Staff rad shw events (with sme assistance frm DIALOG). 17. Public Survey - #2 (September 2015) What: This will be the secnd rund f the MetrQuest nline survey. It will present and btain input n the draft land use scenaris, including visualizatins, allwing participants t explre and weigh trade- ffs assciated with each. The survey wuld be psted nline and als ideally available n tablets at the radshw. DIALOG Rle: Develp survey. City Rle: Pst survey link n digital media (webpage, Facebk, via email blasts, etc). 18. Public Open Huse #2 (Octber 2015) What: This will be the secnd and final public pen huse, and it will seek t btain input n the draft OCP, including the neighbrhd framewrk and infill redevelpment guidelines. It will als include an verview f the prcess, detailing hw cmmunity input has been integrated int the new OCP. The event will include an educatinal cmpnent and will ffer many pprtunities fr interactin, including thrugh panels and interactive/tactile statins. It will likely be a cme- and- g (i.e. drp- in) event. DIALOG Rle: Develp all materials fr and facilitate event. City Rle: Attend and/r help facilitate event. Page 10 f 13
3.4 Stage 4: COMPLETE THE PLAN (Nvember December 2015) Engagement in Stage 4 will fcus n ffering final updates n the prject befre the OCP is submitted t Cuncil fr Public Hearing. It includes nging cmmunicatins thrugh digital and print media, in which DIALOG will prvide supprt t the City as needed. DIALOG will attend all bylaw readings, and the City will managed required referrals. Page 11 f 13
4. KEY AUDIENCES: With whm are we engaging? Stakehlders are individuals and grups with a stake r interest in the future f this prcess. As the OCP affects everyne in Abbtsfrd, every citizen is a stakehlder and will have the pprtunity t participate in this prcess. Sme stakehlder grups have specific needs and interests related t the OCP r they may require unique engagement/utreach appraches and they will be given the pprtunity t ffer fcused input. Generalize external stakehlder grups include: grups wh are ften under- represented in lcal planning prcesses; existing supprters, partners, and decisin- makers; and ther special interest grups. Fr the stakehlder cnversatin cmpnent f the engagement, utreach and engagement is planned fr many f the fllwing grups, as well as thers: Citizen Advisry Cmmissin The Citizen Advisry Cmmissin will enhance the engagement pprtunities during the OCP update and prvide a frmal vice fr citizens f Abbtsfrd. The mandate f the Cmmissin is t prvide input and feedback t Cuncil n the City s update t the OCP. Specifically, the rle f the Cmmissin is t: a. advise Cuncil n plicy and matters relating t the OCP update, as directed; b. assist the Cre OCP Team by prviding feedback and cmments n a wide variety f tpics and material related t the OCP update t ensure the infrmatin is cmplete and accessible; c. review reprts frm each stage f the OCP update prcess, including, but nt limited t, backgrund research, new cncepts, the draft OCP, and the final OCP bylaw; d. assist with cmmunity engagement and share infrmatin abut the OCP update t encurage invlvement; and e. bring questins and issues frm the cmmunity t the Cre OCP Team. Special Interest Organizatins Special Interest Organizatins that may have an interest in the OCP prcess shuld be cnsulted. This includes, but is nt limited t: Abbtsfrd Chamber f Cmmerce Abbtsfrd Dwntwn Business Assciatin Fraser Health Authrity University f the Fraser Valley Urban Develpment Institute (Fraser Valley Chapter) Gvernment Agencies Gvernment agencies that the Cre OCP Team will cnsider t cnsult, per the Lcal Gvernment Act, alng with thse that may have an interest. This will include, but is nt limited t: Agricultural Land Reserve Cmmissin Fraser Valley Reginal District & neighburing municipalities Ministry f Agriculture and Land Ministry f Envirnment Ministry f Transprtatin and Infrastructure Page 12 f 13
St:l First Natins Schl District 34 Page 13 f 13