The information provided below is what we intend to make available for all community engagements in the future. This 'Engagement Plan Overview" will describe and help to explain how we will deliver on the Principles and our commitment statements contained within the draft Policy.

Project name

Review of the Community and Stakeholder Engagement Policy 2017 / Development of Community and Stakeholder Engagement Policy 2021.

Project objective

We must adopt a community engagement policy that meets requirements set out in the Local Government Act 2020. This includes how we will:

  • Align with the five engagement principles
  • Apply deliberative characteristics to key strategies
  • Communicate the findings of community engagement
  • Detail a number of projects / matters where the Policy must be applied.

The Policy must be adopted by 1 March 2021.

Project impacts

Our new Community and Stakeholder Engagement Policy will set the rules for how we must undertake every engagement in the future. The policy is only reviewed every four years, although its application is reviewed and monitored regularly.

The most significant change to the Policy relates to the Principles and the definition of deliberation.

What information do we need from the community

We want to understand the community support for the Policy and how it defines when, why and how we’ll engage with our community to inform Council decisions.

What can the community influence?

  • Commitment statements that clarify how Local Government Act 2020 engagement principles will be interpreted and delivered.
  • Principle 6 on equality. This has been created by Council.
  • Identification of barriers to participation and how to address these.
  • Priorities for improvement in engagement practice and capability.
  • Scope and tools of deliberative engagement (Phase 2).

What can't the community influence?

  • The legislative requirement to have a Community and Stakeholder Engagement Policy that contains principles and deliberative engagement characteristics.
  • Previous community engagement consultations, processes, plans and outcomes. These can be referenced as examples, but consultation will not be reopened.
  • The International Association of Public Participation (IAP2) spectrum.
  • The engagement and influence levels that are assigned to past, current or future projects and engagement plans.
  • Bayside City Council's standard Policy template.

Stakeholders and community

This stakeholder assessment is a generalised understanding of sections of the community that have a connection to the project or matter. This information is used to understand the types of tools and techniques that will achieve the strongest and most effective outcomes for engagement and communication.

Impact: What level of change will the stakeholder / community segment experience as a result of the project / matter

Interest: What level of interest has been expressed or is anticipated

Influence: Reference to the IAP2 Spectrum.

We note in the second phase of engagement the level of influence for most stakeholders has decreased to 'Consult', however for the Indigenous community / traditional land owners they will remain at the 'Involve' level as the key engagement with representatives of this community is to be undertaken in December 2020.





Organisations who have an existing relationship with Council
(eg: 'Friends of' groups; sporting clubs; service clubs; traders associations)
Individuals who regularly participate in engagement and governanceHHConsult
General community LLConsult
Indigenous community / Traditional land ownersMMInvolve
Young people LLConsult
Seniors (considering 55 - 70, and 70+ separately)LLConsult
Lower socio-economic communities LLConsult
People with a lived experience of disabilityMMConsult

Selected tools and techniques

The tools and techniques selected for this project are informed by the project content, stakeholders and type of feedback sought.

The impact of COVID-19 restricts our ability for face-to-face communication, as well as slower distribution of mail.

Key tools for communicating the project

  • Social media, especially 'sponsored' posts to increase audience
  • Digital advertising targeting key demographics
  • Council's e-newsletter This Week in Bayside
  • Direct emails to key stakeholder groups.

Key methods for gathering feedback

  • Online engagement through Have Your Say, including opportunity to ask questions, as well as provide feedback
  • Attendance at meetings with community representatives: Bayside Healthy Ageing Reference Group; Reconciliation Action Plan Advisory Group

Project timelines

  • Timeline item 1 - complete

    Community consultation on engagement principles

    Open : 26 October 2020

    Close : 22 November 2020

  • Timeline item 2 - complete

    Development of draft Policy incorporating feedback

    Officers will review feedback and other sources of information and prepare a draft Policy.

    The draft will be discussed with the new Council in early December.

  • Timeline item 3 - complete

    Community consultation on draft policy

    10 December 2020 to 10 January 2021

    We recognise that this time of year is not ideal to undertake community engagement. The deadline within the Local Government Act 2020 restricts our timelines as the Policy must be adopted by 1 March 2021.

  • Timeline item 4 - complete

    Draft Community Engagement Policy 2021 presented to Council for adoption

    Policy adopted 16 February 2021

  • Timeline item 5 - incomplete

    Review of the Community and Stakeholder Engagement Policy 2021

    Will begin in 2024.

Decision making process

The Policy is being informed by:

  • Requirements from within the Local Government Act 2020 and guidelines from Local Government Victoria.
  • Community feedback across two phases of engagement.
  • Best practice and industry expertise, including the International Association of Public Participation (IAP2)

Council considered the final draft Policy at its Ordinary Meeting at 6.30pm on 16 February 2021. The agenda and final Policy document were released on 11 February 2020 via Council's website. This Meeting of Council was also live-streamed via Council’s website. There were no written statements (Request to be Heard) from the community in relation to this item.

At the Ordinary Meeting on 16 February, Council resolved to adopt the Community and Stakeholder Engagement Policy. You can read the minutes of that meeting here or watch a recording of the meeting here.

More information

If you would like more information please contact Penny Jordan on 9599 4762 or