Community engagement is a planned process with the specific purpose of working with individuals and groups to encourage active involvement in decisions that affect them.

The Local Government Act 2020 states that an engagement policy must describe deliberative engagement practices that can be used in the development of the Community Vision, Council Plan, Financial Plan and Asset Plan.

The greatest difference between deliberative engagement and other forms of engagement is the emphasis on activities being designed to enable the consideration of information and collaboration between participants. It is expected that someone participating in a deliberative style process will be provided with information, and given time to consider it, before making an informed decision. Some deliberative processes may include bringing together a group of representative individuals to form a mutually agreed decision.

Within the draft Policy we have prepared the following as a definition of deliberation:

A fair and transparent process by which we provide the relevant representative people/group with the practical information, forums and resources they need to reach a considered conclusion and provide recommendations on a defined issue.

Deliberation may occur in combination with other formats of research or engagement.

In the previous Local Government Act (1989), Section 223 listed a specific consultation methodology to be undertaken on many Council decisions.

This process required members of the public to submit a written response to a proposal that would be considered at a public meeting of Council. People who had made a submission could also request to speak at the meeting for up to 15 minutes.

The current Local Government Act (2020) removed the application of Section 223 in many circumstances. Consultation with the community on these matters is now to be undertaken in line with Council's Community Engagement Policy.

The documents or processes no longer requiring Section 223 processes include:

• Council Plan
• Financial Plan
• Development or review of the Asset Management Plan
• Budget or revised budget
• Purchase or compulsory acquisition of land; sale or exchange of land; or the lease of land.

Section 223 will still apply in the following circumstances:

• Council decision to change system of valuation
• Special rates
• Rebates and concessions
• Regional Library agreements
• Concentration or diversion of drainage
• Drainage of land
• A range of traffic and road related matters.

This change is defined in the Local Government Act 2020 and is not a Bayside City Council decision or open for feedback from the community.

‘Community’ is used to describe people of a municipality generally, including individuals or groups who live, work, play, study, visit, invest in or pass through the municipality.

Under the Local Government Act 2020, the ‘municipal community’ includes:

• people who live in the municipal district of the Council; and
• people and bodies who are ratepayers of the Council; and
• traditional owners of land in the municipal district of the Council; and
• people and bodies who conduct activities in the municipal district of the Council.

Stakeholders are groups with known links to a project/decision and a 'stake' in the outcome.

We recognise the value and collective experience that stakeholder groups which represent or have a connection to a specific demographic, interest, location or project bring to the engagement process. Stakeholder groups include community, reference, interest and advisory groups/committees. Some examples are government departments, traders/business operators, and community organisations such as sports clubs, environmental groups, and service clubs etc.

Stakeholder groups play an important role in providing early and/or ongoing advice to inform the delivery of significant projects, strategies, and policies. We will engage with relevant groups on plans, projects, and strategies that affect the stakeholders they represent.

We will include stakeholder groups in community engagement programs when the topic is relevant to draw from their specific experience and knowledge. Contributions that we receive from these groups will be used, alongside other feedback and information, to help influence decisions and outcomes and will be included in the engagement summary report.

We will keep all stakeholder groups directly informed about how their feedback has influenced outcomes and decisions, including, but not limited to, as part of an engagement summary report.

An Equity Impact Assessment (EIA) is a planning tool used to assess the impact of an initiative on different groups and ensure policies, strategies, plans, programs, and services we provide will meet the diverse needs of our community.

EIAs help ensure all people have equitable access to opportunities and resources so as to create better and fairer outcomes for the Bayside community.

EIAs also support Council to meet its legislative requirements under the Gender Equality Act 2020.

There are groups or sections of our community who may find it more difficult to participate in community engagement activities. These groups can be considered ‘harder to reach’ because of the barriers to engagement that they experience.

Council will use engagement methods and tools that are accessible, inclusive, and culturally safe for key groups including (but are not limited to):

• Aboriginal and Torres Strait Islander people
• Children, young and older people
• Culturally and Linguistically Diverse (CALD)
• Lesbian, gay, bi, trans, intersex and queer (LGBTIQA+) people
• New and established migrant communities
• New residents to the municipality
• People experiencing homelessness
• People with health issues
• People with limited literacy
• People with limited access to and/or skill in digital technologies
• People with lived experience of disability
• People with lower discretionary income
• People with non-standard work patterns/schedules
• Residents in public housing

We will adapt engagement tools and processes to ensure fair, inclusive and accessible representation for these sections of the community and support their participation. We also recognise the requirement to consider gender identity and its impact on participation and engagement method selection.

The International Association of Public Participation’s (IAP2) is a recognised leader in community engagement and has developed tools that are widely used by governments, institutions and other entities that affect the public interest.

The IAP2 spectrum identifies five levels of engagement. At each level the public can expect to have a different amount of influence over the end outcome or decision.

Appendix 1 and 2 of the draft Policy explains how Bayside City Council uses and applies the IAP2 Spectrum.

The methods or tools we use in community engagement are determined by the level of influence on the decisions to be made.

We inform the community using letters, newsletter, websites, flyers, posters and social media.

We consult the community using surveys, submissions, polls and drop in/ pop up events.

We involve the community using interviews, workshops, focus groups and forums.

We collaborate via advisory and working groups and deliberative panels.

You can find out more about the levels of influence and what they mean in Appendix 1 and 2 in the draft Policy.

The current Bayside Community Engagement Policy 2021 expires this year.

We review the Policy every four years (typically at the start of each Council term) to ensure to continues to meet the needs of Council and the Bayside community.