IAP2 Core Values Awards Submission 2019 Project: Plan your Award category: Planning Applicants: and Articulous

Judging Criteria 1. Objectives

Decision to be made Brisbane is changing. New industries, new jobs, new technologies and new export relationships are creating a new world of opportunity for Brisbane. Meanwhile changes in demographics, climate, and transport will change the way we live day-to-day. Brisbane is also growing. The South East Regional Plan 2017 predicts the population will increase by 386,000 people by 2041 and that there will be a need to accommodate an additional 188,000 dwellings in this time.

Plan your Brisbane was an important citywide conversation with the community, initiated by Brisbane City Council (Council), about a broad range of issues, priorities and opportunities for this growing city. The engagement process was focused on how to develop a community-based Charter of Principles (the Charter) and ideas that would guide and shape the city's future.

To develop the Charter, residents were asked important questions about trade-offs and priorities, such as: • How do we create greenspace and leisure areas with more people and limited land? • How do we make it easier to get around our city? • How do we keep Brisbane liveable and friendly as we grow?

The role of the public The public was engaged by Council at the involve level of the IAP2 spectrum, with the needs and aspirations of the public used to develop the final Charter, Brisbane’s Future Blueprint. The blueprint outlines eight key principles and 40 actions to help ensure our city thrives as a friendly and liveable place for future generations. Importantly, Council has enshrined the role of ongoing public participation in the blueprint with one of the eight principles being "Empower and engage residents: Brisbane belongs to all of us, so every resident can play a role in planning for its future. Making engagement easier will mean busy residents can have their say". The five supporting actions include: 1. Give residents better access to development information and history with a new easy-to-use website. 2. Create an alert system that makes it easier for residents to stay up-to-date with development. 3. Convene an annual Intergenerational Planning Forum to hear from the community directly. 4. Continue to explore new technology to better engage with residents. 5. Create a specific Character Design Forum for residents to guide the preservation of our city’s Queenslanders and other traditional designs.

How the public helped define the engagement process Prior to the launch of formal engagement, residents were engaged through focus groups to understand key issues affecting them and their city, as well as their perceptions of, and preferences for, community engagement methods and approaches. This was critical in our objective of reaching a broad community base, including the hard-to-reach 18-34 age demographic. Interviews and workshops were also held with internal and external stakeholders to identify potential methods, language and issues to address. Research was undertaken to understand the nature of calls received by Council's Contact Centre, which guided the understanding of residents’ concerns and ideas and helped define the engagement process.

Objectives for the Public Participation Process The objectives of the engagement process were to: • Reach more than 100,000 people (Results: More than 277,000 interactions, with more than 100,000 residents. One in five Brisbane households were engaged. This represents the largest engagement program ever conducted in .) • Generate a rich collection of stories and innovative ideas (Result: More than 15,000 ideas generated. Plan your Brisbane created a legacy of community-driven ideas about how to plan for Brisbane’s future.) • Gain a strong understanding of what is important to the community to use as a base for developing the Charter (Result: Inputs from the planned engagement phases’ activities set a clear understanding of community values, followed by priorities and preferences.) • Ask residents to consider a set of key engagement questions designed to provide priorities that would be used as a source of information for the Charter, to prioritise themes, and to understand shifts in perception of what the community loves today and what they want for the future (Result: Dilemma questions used throughout the program helped to prioritise themes.)

IAP2 Core Values Awards Submission 2019 Project: Plan your Brisbane Award category: Planning Applicants: Brisbane City Council and Articulous

• Seek out the views of the broader community including the hard-to-reach 18-34 age demographic (Results: Residents from every suburb contributed, including thousands of young people, who in 2041 will be impacted by the decisions made today.) • Reach a diversity of audiences (Result: Beyond the unprecedented scale and reach of participation, Council’s suite of targeted engagement activities reached diverse audiences including Non-Government Organisations (NGOs), young people, business associations, tertiary providers, advisory boards, creative industry, and community groups representing Brisbane's vulnerable and culturally and linguistically diverse communities).

In addition to the overarching objectives, each method was designed to meet both rational and experiential objectives (in line with IAP2 Certificate of Engagement approach). For instance, the Intergenerational Forum included the experiential objective to understand the impacts of growth on different generations, and to foster an appreciation of the benefits of creating social connections across all age groups.

Public Participation Process The Plan your Brisbane public participation process was designed to reach a very broad community especially those who do not normally participate in community engagement activities. Broad-based engagement results were used to inform deep-dive discussions held at Council's and Queensland's first Intergenerational Forum and Citywide Forum that tackled dilemma questions, as well as industry forums, and the development of the Plan Your Brisbane game.

Plan your Brisbane involved three phases, built on pre-program engagement with resident focus groups plus stakeholder and organisational interviews to ensure it addressed important issues, used language that would be relevant and appealing to community, and used methods to meet reach a broad and inclusive audience.

1. Phase 1 focused on understanding what Brisbane residents most loved about the city and what residents believed Council should improve to help plan for Brisbane’s future and to accommodate 386,000 more people by 2041. Phase 1 heavily emphasised reaching a wide range of demographics using a strong mix of face-to-face with online, digital and creative arts engagement. Phase 1 explored what was important to people, and areas of interest for further discussion.

2. Phase 2 further explored four themes that emerged from Phase 1 - lifestyle, greenspace, transport and affordability. Through one of Australia’s largest digital community engagement activities, participants explored these themes through the Plan your Brisbane Game, developed by Council. The game explored the trade-offs involved to house 1000 residents in a simulated activity. In other Phase 2 activities, people were asked to develop ideas and priorities for each of the four themes.

3. Phase 3 involved informing the community about Brisbane’s Future Blueprint and the results of the Plan your Brisbane citywide engagement.

Participants were given the opportunity to choose from up to 20 different engagement types, thereby tailoring their involvement based on their interests, availability, location, engagement preferences and level of interest and involvement. Significantly, youth could have participated in all 20 engagement activities. Ultimately more than 100,000 people took part in Plan your Brisbane.

4. Challenges The following challenges were encountered during the pre-engagement planning and engagement phases. Challenge Response Engage beyond the most Historically, most people do not get involved in engagement processes unless vocal and reach the broader they are directly impacted. This can provide an unbalanced understanding of community to ensure all what community wants when planning cities. To achieve a broad reach, Council residents can have their say. made a deliberate choice to innovate and to reach out to broader audiences, hence the inclusion of: • a film competition to reach younger people • a game, built on Phase 1 results, to reach people in a novel but meaningful way • tactile surveys using hand-made sculptures that digitally recorded community members’ answers

IAP2 Core Values Awards Submission 2019 Project: Plan your Brisbane Award category: Planning Applicants: Brisbane City Council and Articulous

• an intergenerational forum that enabled both young and old to understand and appreciate the perspectives of different generations to build a more inclusive future. Liveability and values Through Council’s engagement activities, the goal was to make liveability and language can often be value concepts simple for everyone to be able to understand and make the perceived as complex and connections between liveability and values. This goal continues through difficult for the community to Brisbane’s Future Blueprint. understand, which can limit reach and can impact on participation Develop a game that was When participants “played” the Plan your Brisbane game in Phase 2, they had to grounded in community house 1000 people within a suburb. Their results were displayed on four dials engagement and not based (lifestyle, greenspace, travel times, affordability), based on themes identified just on gaming during Phase 1. This ensured the game was an extension of the engagement process. To gather and collate We used a foundation of key engagement questions in Phase 1 that were information and comments integrated across all activities and enabled easy and large-scale comparison of relevant to the development information. The foundation questions were: of a Charter of Principles. • What makes Brisbane a great place to live today? • What are Brisbane’s greatest strengths today? (multiple choice based on outcomes of Council’s market research) • What would you want Brisbane’s greatest strengths to be tomorrow? (multi-choice based on outcomes of Council’s market research) • Knowing that Brisbane is always growing and changing, what would make our city an even better place in the future? • Thinking of the challenges facing our city, which do you think are the most important to address? These questions covered (a) the public’s needs and aspirations as per the IAP2 spectrum (b) mapping current and future strengths to understand shifts in expectations (c) prioritisation of issues that were community-led. These questions were answered through a range of engagement activities that directly targeted different audience types. To manage the scale of Plan your Brisbane generated 277,000 interactions and more than 100,000 community interest and contributions. To manage the scale of engagement activities and contributions, participation, including the the team: volume of information and • used an integrated question design approach that would span across data received multiple activities to enable easier comparative analysis for reporting • implemented a rolling program of analysis and internal reporting throughout the engagement process • used Nvivo research software to analyse open text responses and used algorithms to test relationships between words and phrases, and identify themes to build a sophisticated understanding of community sentiment • engaged a specialist third party company to audit our analysis and confirm its rigor and validity.

5. Methodology The following table describes the pre-engagement and engagement phase methodology.

Pre-engagement Phase 1: Values, Phase 2: Preferences and Phase 3: Strengths, Challenges Priority Actions Community- based Charter of Principles Released

IAP2 Core Values Awards Submission 2019 Project: Plan your Brisbane Award category: Planning Applicants: Brisbane City Council and Articulous

Use existing data Understand community Understand community Release of the plus undertake values by mapping strengths preferences and priority actions Charter – pre-program and challenges and by for managing growth of 386,000 Brisbane’s

Focus engagement to tackling key concerns and more residents by 2041. Future Blueprint develop the aspirations for managing – using Phase 1 engagement plan growth. and 2 to inform the Charter

 Undertake pre-  Map community  To build on Phase 1, by  Summary engagement perceptions of the city’s exploring preferences and report to analysis with greatest strengths and priority actions for the top inform the

Purpose residents and challenges today and for four issues identified for community internal tomorrow. growth. The four issues about the stakeholders to  Seek community were informed by Phase 1 outcomes of build the solutions for the impacts findings and provided a the engagement of growth, to explore what framework for engagement. engagement. plan. principles residents used  Affordability - How can we  Release and  Understand the to solve them. make sure housing is implement context for Plan  Engage with the broader affordable for everyone community- your Brisbane, Brisbane community. when demand is high and based map preferred  Gather stories, statistics space is limited? Charter of engagement and sentiment to help  Lifestyle - As our city grows, Principles approaches and inform the Phase 2 how do we keep it liveable (Brisbane’s methods. engagement activities. and friendly while creating Future  Ensure the  Foster an appreciation of new lifestyle and leisure Blueprint) engagement the impact of growth on opportunities? was grounded in different ages and  Transport - How do we current explore ways to foster make getting around language. better outcomes across Brisbane easier not harder, generations. with more people choosing to live here?  Greenspace - How can we create greenspace and leisure areas with more people and limited land?

 Focus groups to  Queensland’s first  Plan Your Brisbane game  Emails to understand Intergenerational Forum that challenged participants participants residents’ needs (deep-dive exploration of to accommodate 1000 and for community challenges from the people in a typical suburb database.

Methods engagement, perspective of different while maximising  Thank-you preferred generations). greenspace, transport, letters to approaches, and  Believed to be Australia’s liveability and affordability participants. language. first engagement survey outcomes (Residents could  Media.  Analysis of calls using tactile digitised see the consequences of  Social to Council’s sculptures to record their choices in outcome media. Contact Centre community responses at dials based on priority  Advertising. to understand a pop-up event. themes from Phase 1  Release of issues.  Mobile phone film engagement). reports, competition.  Plan Your Brisbane game videos.  Touring schools’ library survey of game participants workshops. to understand why they had  Schools postcard chosen their game plays. competition.  Citywide forum with residents and industry.

IAP2 Core Values Awards Submission 2019 Project: Plan your Brisbane Award category: Planning Applicants: Brisbane City Council and Articulous

 Internal  Lord Mayor’s Youth  Online surveys to workshops to Advisory Council. understand clarify  Online surveys community/residents engagement (qualitative / quantitative). priorities, including purpose, level of  Pop-up information emerging topics, such as, engagement sessions at community how changes to public and outcomes. events and locations transport might impact on including Mosaic behaviour change. Multicultural Festival and  Pop-up engagement stalls. Brisbane Open House.  Industry roundtables.  Online engagement  Telephone surveys. platform and website.  Letters, social media,  Brisbane Greeters emails. Forum.

How your process included the public’s contribution and how it influenced the decision The Plan Your Brisbane engagement program clearly articulated that Council would use the information to help inform the development of a community-based Charter of Principles. The public was engaged at the involve level of the IAP2 spectrum where the needs and aspirations of the public were used as the basis for a Charter of Principles. This promise was embedded in the project scoping statement, on all materials and in communication with both community and industry. As a result of the project, Council released Brisbane’s Future Blueprint, which outlines eight principles and 40 actions to help ensure our city thrives as a friendly and liveable place for future generations. Importantly, Council has enshrined the role of public participation in Brisbane’s Future Blueprint, with one of the eight principles being to “Empower and engage residents", with five supporting actions.

How you promoted sustainable decisions by recognising and communicating the needs and interests of all participants, including decision makers. The needs and interests of all participants, including decision makers, were voiced through the following engagement and communication methods.  The Plan your Brisbane engagement program communicated the need to accommodate 386,000 more residents by 2041, and provided both technical information and layman’s language on growth requirements and pressures. This was achieved through the game, diagrams, links, videos and infographics.  At the holistic level, this was achieved by communicating inputs from other activities. For example, ideas from the Lord Mayor’s Youth Advisory Council were presented at the Intergenerational Forum so that participants understood the needs of young people.  The community were enabled to share their needs and interests with others “in their own voice” through (a) a film competition of community films (b) vox pops with participants, which were shared at other activities (c) use of social media where community created their own content (d) public displays of comments and ideas produced by both adults and young people.  To ensure community comments were deeply understood by Council's project team, raw and unedited comments were posted on their office so staff could see and read community needs and interests.  At forums (industry, intergenerational and citywide) participants had to explore and provide solutions to a range of dilemma questions, but also communicate how their solution would meet the needs of the community or decision makers, as well as which parts of the community.  The deliberate and targeted youth engagement focus was designed to capture the needs and interests of “future users” who do not yet have the right to vote, but who will inherit the outcomes of Brisbane’s Future Blueprint, a charter of principles to guide Brisbane's future.

How you sought out and facilitated the involvement of those potentially affected by or interested in a decision Council undertook a range of awareness-raising activities to reach as many people as possible, and to encourage residents to be involved, especially those who do not normally participate in engagement activities. Traditional and new media channels included: • TV commercials • competitions • advertisements and live reads on all major commercial radio stations

IAP2 Core Values Awards Submission 2019 Project: Plan your Brisbane Award category: Planning Applicants: Brisbane City Council and Articulous

• Spotify • cinema and outdoor advertising • articles in citywide direct mail newsletters • social media posts • two citywide Plan your Brisbane postcards • advertising and editorials with local online news publishers.

In addition to details in the methodology table described above, the 20 engagement activities were designed to reach a broad demographic base, achieved by: • an outreach program across all of Council’s local wards through a roadshow of pop-up engagements at community libraries and events such as the Multicultural Festival • targeted youth engagement (schools library touring engagement process, Lord Mayor's Youth Advisory Council) • young people in their early 20s (social media, pedestrian TV survey, 1+1+1 mobile phone films) • reaching out to seniors through a dedicated seniors’ survey and through community groups • the first intergenerational forum for planning ever held in Queensland and an additional citywide forum • a digital gamification tool that, at the time of engagement, received greater reach than any previous tool of its kind • more than 100 pop-up events across the city, generating more than 6000 resident interactions • a postcard competition for students that received almost 2000 entries from 93 schools • a mobile film competition • industry roundtable sessions • a series of online and hard-copy surveys • 32 school workshops with more than 900 students.

How you sought input from participants in designing how they participate Prior to the launch of formal engagement, residents were engaged through focus groups to understand key issues, as well as their perceptions of, and preferences for, community engagement methods and approaches. This was critical to Council's objective of reaching a broad and diverse community base. Interviews and workshops were also held with internal and external stakeholders to identify potential methods, language and issues to address this. In addition, research of Council’s Contact Centre data was undertaken to understand resident concerns.

How participants were provided information about the project / program to enable them to participate in a meaningful way Information was provided in multiple ways. Some examples from the Plan your Brisbane engagement program are provided in the table below. Activity How information was provided to enable participants to participate in a meaningful way Schools Primary school engagement involved kinaesthetic and visual information to enable school program children to easily contribute. Giant 3mx3m maps were toured into schools, where children could choose picture tiles to geographically map what they loved and wanted in the future. Tiles were coded to enable analysis, and to ensure information was presented in a meaningful way and youth needs were clearly understood. Online Participants were presented with the challenge of how to accommodate growth. By making game choices, participants generated five outcomes based on their choices (1) how many people were housed (2) lifestyle (3) travel times (4) greenspace (5) affordability. Participants could then replay the game to see how different choices resulted in different outcomes and trade- offs. Outcomes of choices were clearly and immediately communicated, so they could understand the consequences of planning choices. Forums Information kits included background information for attendees to pre-plan and prepare for the forums. Participants tackled dilemma questions (eight questions in the Intergenerational Forum, and four in the Citywide Forum and four in the industry forums). These deep-dive questions asked residents to prepare solutions to the questions, and then identify the principles they applied. By asking participants to explain the principles underpinning their ideas and choices, residents had to make meaningful contributions. Auslan interpreters were also used to ensure inclusive participation for residents with hearing impairments. All Translation of predominantly technical information into simple language. Vox pop videos of residents were used to explain challenges in residents’ language.

IAP2 Core Values Awards Submission 2019 Project: Plan your Brisbane Award category: Planning Applicants: Brisbane City Council and Articulous

Process diagrams developed to assist residents in understanding how their contribution would be considered. NGOs, business associations, tertiary providers, advisory boards, creative industry and community groups representing Brisbane's vulnerable and culturally and linguistically diverse communities were involved and invited to share information with their networks to maximise reach and vice versa.

1. How participants were informed of how their input affected the decision. Brisbane’s Future Blueprint was the charter developed from the Plan your Brisbane engagement program. Brisbane’s Future Blueprint provides eight principles and 40 actions that will help guide future decisions. All feedback was analysed by external consultants and all ideas considered and summarised, informing Brisbane’s Future Blueprint.

The ideas were captured in the Plan your Brisbane Citywide engagement summary report that is publicly available on Council’s website. Participants were notified of the outcomes through direct email using the database of participants, Council's Living in Brisbane newsletter (delivered to all Brisbane households) and through citywide advertising. The commitment to reporting has continued with the progress on the actions available on Brisbane’s Future Blueprint page on Council’s website.

6. Satisfaction Plan your Brisbane measured user satisfaction and success through the quality and quantity of engagement and the scale on which participation occurred. • 100,000+ residents made a contribution (covering one in five Brisbane households) • 277,000 interactions were generated from Plan your Brisbane in one form or another, such as through Council’s website or attendance at events • 5,500+ people completed online survey • 399 people attended two forums • 1,935 postcards were received from primary school students sharing what they love about Brisbane • 920+ students participated in My Brisbane, My Place school library workshops • 82,000+ people played the Plan your Brisbane game.

As part of Plan your Brisbane community engagement activities, 121 people shared their views and opinions at Council’s first Intergenerational Forum in November 2017, with 279 people attending the Citywide Forum in March 2018. It is expected that approximately 350 people will attend this year’s Intergenerational Forum in mid-2019. The Intergenerational Forum is Council’s ongoing commitment to engage with the community about decisions impacting Brisbane, which is an action captured in Brisbane’s Future Blueprint’s principle, “Empower and engage residents”.

The community shared their views and opinions during and following Plan your Brisbane through correspondence to the Lord Mayor and local councillors, using social media and in print and broadcast media. Below is a sample of comments where appreciation at the invitation and opportunity to participate have been shared. • “To learn about what council were planning and to not only put forward my ideas from my unique perspective but also to hear others perspective too which I found very interesting and insightful.” • "Hearing what others had to say and having our community represented.” • “I feel we may have been heard!” • “Just wanted to say thank you for the great job you’re doing with this project – the gamified web feedback system is really well done.” • “Found the forum very interesting and useful.”

In addition to the numerous comments from community members, Council received letters of support (included as part of the award submission).

7. Innovation Plan your Brisbane included multiple innovations that were designed to reach a broad audience and have a more meaningful discussion with community members. Innovations were achieved through the use of technology (film competition, game, digitised sculptures to record responses), through face-to-face engagement (Intergenerational Forum) and process innovations (using Phase 1 engagement to build the basis for the Phase 2 game, mapping current versus future/ desired strengths, mapping solutions for dilemma

IAP2 Core Values Awards Submission 2019 Project: Plan your Brisbane Award category: Planning Applicants: Brisbane City Council and Articulous questions against the needs of different generations or users). Four key examples of innovation are described below.

Game Design The web-based, mobile-responsive Plan your Brisbane game was designed by Council using its expertise in city planning, digital strategy, design and innovation, gamification, marketing and communication, market research, and digital project management. The game was developed as a platform for civic engagement with Brisbane residents to seek feedback.

The objective of the game was to house 1000 people by using different combinations of housing to reach the target. Different housing choices had different trade-offs that affected the four outcomes (lifestyle, greenspace, travel time, and affordability). The game is unique because it was designed from community engagement outputs from Phase 1.

The game was particularly successful in engaging residents in the hard-to-reach 18-34 age demographic. Google Analytics reporting confirms: • 96,591 total Brisbane users reached the game site • average play duration of 6.41 minutes • 15,881 of the 20,136 people who completed the game reached the target of housing 1000 people • 5,627 players completed the online survey linked to the game.

Engaging Young People Young people are rarely engaged in planning processes. Plan your Brisbane created methods designed to reach young people from primary school aged through to their 20s. This included: • Schools’ library workshops: 32 workshops with more than 900 students using giant maps where students could physically map the city’s current and future/desired strengths using picture tiles. • Schools’ program postcard competition: more than 2000 postcards were received from 93 primary schools from October to November 2017. A total of 33% of responses related to the clean, green city theme, 24% related to well-designed, subtropical city and 18% to new world city. • 1+1+1 Film Competition: using a smartphone or other device, residents were invited to upload a one- minute clip showcasing their Brisbane. From green spaces to historical places, 43 residents submitted films that were visited online 5,979 times and received 1,468 votes. Many films showed residents using Brisbane’s footpaths, bikeways, public transport and green spaces.

These engagement activities could be implemented on a range of other types of projects to advance the field of public participation and increase engagement rates with young people, which are typically lower than other age groups. Engaging with young people is important to future proofing as today's young people will inherit the outcomes of Brisbane’s Future Blueprint.

A Brisbane First: Intergenerational Forum 121 community members came together in November 2017 at City Hall for a one-day intergenerational forum - the first of its kind in Queensland - to explore principles and priorities that would help guide future decision making in Brisbane. Participants considered dilemma questions around transport, greenspace, community, housing, affordability, lifestyle, density, sustainability, and services. Each question asked participants to (a) nominate which generations the questions were most important (b) rank how difficult it was to solve (c) how important it was to address (d) develop solutions or actions to address trade-offs and challenges (e) identify principles used to solve changes. As part of its commitment to Brisbane’s Future Blueprint, Council will be hosting a second intergenerational forum in mid-2019.

Leveraging major city events: Brisbane Festival We used an interactive SCULPTURAL pop up survey using interactive technology. Plasticine sculptures became voting buttons transforming a simple survey into a fun family Riverfire experience. There were two survey stands, one in Queensland Performing Arts Centre’s forecourt and a second at the Russell Street entrance of underneath the . A total of 190 people participated in this activity. 68% of participants were under 40 years of age and 35% were under 20.