Integrated Transportation Master Plan Public Engagement Plan INTRODUCTION Bowen Island Municipality strives to provide engaged, accountable and effective government. As part of this commitment, the following Public Engagement Plan (PEP) aims to facilitate meaningful community involvement in the development of the Integrated Transportation Master Plan (ITMP).
This PEP is based on the principles and standards set forth by the International Association for Public Participation, including the following core beliefs:
Stakeholders have a right to be involved Public’s contribution should influence decisions Engagement promotes sustainable decisions Decision-makers should facilitate meaningful participation
PURPOSE This PEP defines the public engagement and communications of the ITMP, including:
1. Stakeholders and issues 2. Process objectives 3. Evaluation plan 4. Engagement techniques 5. Communication tools 6. Timeline 7. Roles and responsibilities
Integrated Transportation Master Plan: Public Engagement Plan
STAKEHOLDERS & ISSUES
Families Safe routes Manage Visitors Youth to school Snug Cove Seniors parking Residents Com- CITIZENS muters Better Workers Buses transit service Improve Public Ferry regional Water connections SERVICE Taxi Private PROVIDERS Cars Ride Share Car Share Proposed Scooters Facilitate Developers Taxi alternative modes Truck Traffic Golf ECONOMIC Course
DEVELOPMENT Businesses Snug Integrate Cove travel EDC BIMTAC modes Tourism Business Associations FAC
Municipal Council Islands Promote GOVERN- Trust walkability MENT VCH
Other Metro Vancouver
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Stakeholders of the ITMP are grouped into four main groups: 1) Citizens, 2) Service Providers, 3) Economic Development, and 4) Government. A preliminary list of stakeholders for each group is attached in Appendix A. This list will likely expand throughout the engagement process as new stakeholders are discovered.
The preliminary list of issues comes from the ITMP Terms of Reference (TOR) and forms the scope of the overall project. The above diagram shows a general breakdown of stakeholder groups and how they may be connected to some of these issues. The connections between stakeholders and issues will be clarified and strengthened as the engagement process moves forward.
PROCESS OBJECTIVES The overall goal of the engagement process is to facilitate meaningful community involvement. This corresponds to the objectives of:
1. Aware - Creating awareness amongst stakeholders 2. Educate - Providing thorough and useful information 3. Involve - Enabling effective opportunities for participation 4. Update - Communicating how feedback influences decisions
These objectives apply to the overall project, as shown in the following diagram, and also to each individual engagement initiative within the process, such as surveys, workshops, focus groups and information sessions.
AWARE EDUCATE INVOLVE UPDATE OBJECTIVES
PHASE 1 PHASE 4 PHASE 5 PUBLIC ENGAGEMENTPUBLIC Review Inventory Create Alternatives Finalize Plan
PHASE PHASE 2 3 ITMP Gather Information Engage Stakeholders
Integrated Transportation Master Plan: Public Engagement Plan
EVALUATION PLAN The PEP will be evaluated against the process objectives and the results will be presented in public reports after each initiative and for the project as a whole. The evaluation form for individual initiatives is attached as Appendix B. The overall PEP evaluation is a deliverable of the project TOR and will be in report format. Where possible, a participation satisfaction poll will be included as part of an initiative.
Consistent and ongoing evaluation will support continuous improvement of the project, as well as future projects, and help ensure that resources are being used appropriately and efficiently. Public access to evaluation reports maintains transparency, builds trust and helps the public better understand the influence of public participation.
ENGAGEMENT TECHNIQUES Several engagement techniques have been selected to help realize each process objective:
AWARE EDUCATE INVOLVE UPDATE
Municipal Survey PlaceSpeak PlaceSpeak Website Stakeholder Workshop PlaceSpeak Info Kiosk Open House Classroom Workshop Community Information Neighbourhood Public Hearing Events Session Meetups
These techniques range in level of interaction with the public, from inform to collaborate.
Municipal Website Bowen Island Municipality owns and maintains a website for the purpose of sharing Municipal- and community-related information. The Municipality has had a website for about a decade and has accrued a number of users from across the island. This is a cost-effective way to post notifications that may reach a diverse population on the island and beyond. Effectiveness of this technique requires the user to have internet connection and to actively access the site.
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PlaceSpeak PlaceSpeak is a web-based civic engagement platform that uses the address of a participant to authenticate and legitimize participation. People that choose to join PlaceSpeak are connected with projects that involve their address and areas of interest. Each project on PlaceSpeak has a dedicated webpage that acts as an information repository, bulletin board, discussion forum, and polling station. This technique has the advantage of multiple forms of participant interaction, but does require the user to have internet connection and to be a member of PlaceSpeak. Info Kiosk A station that houses project information offers additional visibility and access to materials, especially for those that may not come across the project on the internet. Info kiosks should be placed in well- travelled areas, such as the Bowen Island Public Library, Caring Circle Resource Centre, or on BC Ferries. A kiosk does not need to be manned, but will require regular updates and may be susceptible to theft and vandalism. Community Events Community events, such as Bowfest or Jane’s Walks, are great places to raise project awareness, discover new stakeholders, and let ideas connect in a more relaxed setting. This technique requires minimal promotion by capitalizing on the draw of the event. However, there is usually only brief information exchange due to many competing attractions. Information Session An organized large-group meeting with a presentation and opportunities for the public to ask questions and provide comments. There are usually additional visuals and take-home materials. This technique allows the same presentation of information to be consistently shared with a diverse group, and also helps to promote understanding of different perspectives. Care needs to be taken when using this technique to anticipate and minimize potential hostilities or disruptions from overpowering individuals.
Survey A set of questions administered to a representative sample of people to learn about a larger population. Well-crafted questions can elicit a wealth of valuable insight with statistical validity. This technique is effective for understanding public opinion and preferences to help identify key issues. Surveys need to be designed and distributed properly to ensure valid results. A draw prize often increases response rate. Open House An informal setting with the project team present and multiple display areas that highlight specific topics. The public is free to peruse the various areas and interact with the project team. This is a good technique for seeking input on specific options or alternatives, but it is fairly resource-intensive and capturing all public comment in this format may be challenging.
Integrated Transportation Master Plan: Public Engagement Plan
Public Hearing A formal meeting with a presentation and dedicated time for public comment. This is often a legislated requirement for municipal decisions, where public notice of the hearing must be given and all stated opinions are recorded. Stakeholder Workshop People are brought together in simultaneous rounds of conversation in response to key questions. Each round focuses on one question, which is discussed in small groups in a café-type setting. Each person in a group moves to a new different group for the next round. This technique helps connect diverse perspectives and create collaborative solutions. The design and facilitation of this technique is fairly resource-intensive.
Classroom Workshop Partnering with local schools to provide an interactive presentation with students. This technique informs youth and helps stimulate idea generation. Youth are an important stakeholder of the ITMP that may bring a unique perspective to the process. Connecting with youth will help foster public ownership of the project and decision outcomes.
Neighbourhood Meetups Small meetings within a neighbourhood, usually at a person’s home. Neighbourhood meetups create a relaxed setting that is conducive to dialogue and often produce unique local insight. This technique can be effective for connecting individuals that may have difficulty attending more conventional engagement initiatives at Municipal Hall or online. However, only a small number of people can participate so it is quite resource-intensive to cover a larger population.
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COMMUNICATION TOOLS PEP communications have five main purposes: 1) providing background information, 2) creating project awareness, 3) promoting upcoming events, 4) giving project updates, and 5) facilitating feedback. Bowen Island Municipality has access to a good range of communication tools for the above purposes:
COMMUNICATION TOOL PURPOSE DESCRIPTION Standards Awareness A consistent visual identity and messaging will help the public familiarize with the project and build trust. Key Contact Background An electronic and physical contact for handling questions and information concerns. Having a single contact can ensure consistent sharing Feedback of information and help keep feedback organized. General Background An easy-to-understand and graphically-engaging document that information highlights key elements of the project, including purpose, Information process, timeline, opportunities for participation, and website Brochure and contact information. This is a valuable tool for sharing throughout the process and priming public participation. Press Release Awareness A statement or story prepared for media distribution to increase Event awareness and enthusiasm for the project, as well as maintain promotion process transparency. Updates Advertising Event Paid advertising space from local media, likely the Bowen Island Promotion Undercurrent, is used to promote upcoming project events. Social Media Awareness Bowen Island Municipality has an online presence via a website, Event Facebook and Twitter. There also exists other accounts related promotion to Bowen Island transportation issues. These channels allow for pushing out notifications, as well as receiving feedback Feedback (excluding Twitter). Mailing List Event A list of electronic or physical addresses of people that have promotion expressed an interest in receiving notifications. This allows targeted communications that saves time and money, without bothering those not interested. Mail-Drop Awareness Paper mailings that can blanket certain geographical areas are Event effective for reaching those that may not otherwise be aware of promotion the project or events. PlaceSpeak Background PlaceSpeak will host the project website and all project-related information digital files. The platform is integrated with mailing lists, common Event online surveys and social media to allow for easy electronic promotion notifications and feedback. Updates Feedback Neighbourhoods Awareness An official map of neighbourhood names and boundaries helps to strengthen sense of place and ownership of local decision Map processes, and supports organization of participation data. QR Codes Awareness A 2D bar code that can provide smartphones quick access to information. QR codes should be integrated into the above tools where possible to encourage participation.
Integrated Transportation Master Plan: Public Engagement Plan
Communication Considerations
Among the stakeholders there are distinct groups with specific communications needs. The variety of selected engagement techniques and communication tools aim to meet these needs.
AUDIENCE DESCRIPTION TARGETED ENGAGEMENT Digital Divide The segment of the population that do not Community events have access to, or the means to access, the Info kiosk internet. Ensure engagement plan is not Survey (paper version) dependent upon online tools and that Key contact (phone and information and feedback can be exchanged physical address) through alternate media forms. General information brochure (paper version) Press release (newspaper) Advertisement (newspaper) Mail-out Accessibility Some people have difficulty participating in PlaceSpeak events due to accessibility issues with the Info kiosk venue, hours, childcare, or transportation. Survey These issues should be considered in the Neighbourhood meetups selection of engagement venues, dates and Key contact times. Both digital and paper information General information brochure should be made available outside the hours Neighbourhoods map of the event as well.
Learning Style There are three main ways that people PlaceSpeak receive and learn information: 1) visual, 2) Info kiosk auditory, and 3) tactile. Majority are visual Information session learners, but some need to hear or touch to Stakeholder workshop best understand something. Ensure Classroom workshop engagement plan covers all three learning Neighbourhood meetups styles. Open House General information brochure Language Barrier About 90% of Bowen Island residents are PlaceSpeak native English speakers. The balance are Survey mostly German and French speakers. In the General information brochure greater Vancouver area, a significant number ! of people are native Chinese speakers. If possible, have the option to present engagement materials in some of the more common languages of the audience.
Youth Usually considered between elementary age PlaceSpeak and adulthood, youth are generally much Community events more reliant upon digital communications, Survey (digital version) and less likely to follow traditional forms of Key contact (email and website media. Youth also tend to favour truncated address) forms of information presentation. General information brochure (digital version) Classroom workshop Social media
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Communications Standards
All public communications will adhere to Policy #07-02 Communicating with the Public. The following information will establish the communication style and contact information to be used in all project communications with the public. Headings (Calibri Light, 28pt, black) SUB HEADINGS (Calibri Light, 16pt, black, ALL CAPS)
Accent Text (Calibri, 11 pt, RGB:0|98|145)
Body Text (Calibri, 11 pt, black)
Hyperlinks (Calibri, 11 pt, RGB:0|174|239)
Primary colour (RGB:21|102|39)
Secondary colour (RGB:0|98|145)
Accent colour (RGB:0|174|239)
Headers/Footers (Calibri Light, 9pt, RGB:150|150|150)
Logo:
(black on white background, placement: bottom/top centre)
Key Contact Information:
ITMP Project Team [email protected] 604-947-4255 981 Artisan Lane Bowen Island, BC V0N 1G2 Project website address TBD (via PlaceSpeak)
Project Website QR Code: TBD
Integrated Transportation Master Plan: Public Engagement Plan
TIMELINE 2015 PHASE 1: Review Inventory NOVEMBER DECEMBER 1.1 Prepare PEP
2016 PHASE 2: Gather Information JANUARY FEBRUARY MARCH 2.1 Review and approve PEP 2.2 Public project launch 2.3 PlaceSpeak webpage launch 2.4 Citizen questionnaire 2.5 Prepare evaluation report
2016 PHASE 3: Engage Stakeholders APRIL MAY JUNE JULY AUGUST SEPTEMBER 3.1 Council workshop 3.2 Public information session 3.3 Stakeholder workshop 3.4 Classroom workshop 3.5 Neighbourhood meetups 3.6 Community event booth 3.7 Prepare evaluation reports
2016 2017 PHASE 4: Create Alternatives OCTOBER NOVEMBER DECEMBER JANUARY 4.1 Council workshop 4.2 Public open house 4.3 Prepare evaluation report
2017 PHASE 5: Finalize Plan MARCH APRIL MAY JUNE 5.1 Council workshop 5.2 Public hearing 5.3 Prepare Public Engagement Report
Public Engagement Milestone (TOR)
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COMMUNICATION TOOLS 2016 FEB MAR APR MAY JUN JUL AUG SEP OCT NOV 3.3, 3.4, 2.2 3.2 3.5 3.5 3.6 General information brochure 3.5 2.2, 2.3, 3.3, 3.4, 3.2 3.7 Press release 2.4 3.5 Advertisement 2.4 3.2 3.3 3.3, 3.4, News 2.4 2.5 3.2 3.5 3.5 3.6 3.7 Social media 3.5 Flash Mailing list 3.2 3.3, 3.5 3.5 2.2, 2.3,
Mail-out 2.4 3.3, 3.4, 2.2, 2.4 2.5 3.2 3.5 3.5 3.6 3.7 Updates PlaceSpeak 3.5
COMMUNICATION TOOLS 2017 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT General information brochure 4.2
Press release 4.2 5.2 Updates
Advertisement 4.2 5.2 News News 4.2 5.2 5.3 Social media Flash Flash Mailing list 4.2 5.2
Mail-out 4.2
PlaceSpeak 4.2 4.3 Updates 5.2 5.2 5.3 Updates
Integrated Transportation Master Plan: Public Engagement Plan
ROLES & RESPONSIBILITIES This PEP will involve five main roles:
1. Project Sponsor (BIMTAC) champions the project throughout the process and: Approves PEP Stays up-to-date on engagement initiatives Provides direction for process objectives and key messages 2. Process Designer (BIM Staff) designs the engagement process and: Prepares engagement materials Completes evaluation reports Coordinates public communications 3. Content Manager (ITMPWG) serves as the key public contact and: Provides direction for engagement materials Interacts with stakeholders Reviews feedback 4. Supporting Resources supply additional help to complete tasks if needed, as determined by the project manager 5. Key Stakeholders provide meaningful feedback throughout process
PROJECT
SPONSOR
PROCESS Process direction
DESIGNER
Engagement CONTENT
materials MANGAGER
SUPPORTING Engagement KEY
RESOURCES initiative STAKEHOLDERS
Feedback
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Appendix A List of Stakeholders CITIZENS SERVICE PROVIDERS Full-time residents Translink Part-time residents BC Ferries Visitors Peter King Express Commuters Bowen Island Community Transit Commuters (reverse) Cormorant Marine Bowen Children's Centre English Bay Launch Bowen Island Family Place First Student Bowen Island Montessori School Jack Bell Van Share Island Pacific School Bowen freight services Island Discovery Learning Community Bowen LIFT Elementary students [Proposed] Bowen Island taxi High school students [Proposed] Zoom Zoom Bowen Sporting families [Proposed] Seymour Bay Launch Caring Circle car2go Seniors Keeping Young (SKY) MODO Bowen Court Evo Car Share Belterra Zipcar Community associations Mercury Transport
ECONOMIC DEVELOPMENT GOVERNMENT Bowen Island Golf Course Bowen Island Municipality Bowen Island Properties BIM Economic Development Committee Local developers BIM Ferry Advisory Committee Local realtors West Vancouver Schools (District No. 45) Tourism Bowen Island Horseshoe Bay Terminal Advisory Rotary Club of Bowen Island Committee Snug Cove businesses Vancouver Coastal Health Artisan Square Association RCMP Union Steamship Co. Marina BC Ambulance Service The Orchard Recovery Center MP Pam Goldsmith Jones West Vancouver Chamber of Commerce MLA Jordan Sturdy Local farmers Islands Trust Southern Gulf Island Economic Metro Vancouver Development Commission District of West Vancouver Shaw/Telus/Rogers/BC Hydro Lions Bay/Gibsons/Sechelt/Squamish/ Sysco Whistler Stongs Sunshine Coast Regional District Neighbouring islands and FACs BC Government Government of Canada
Integrated Transportation Master Plan: Public Engagement Plan
Appendix B Public Engagement Evaluation
Name of Engagement Initiative: Date & Time of Initiative: Venue of Initiative: Purpose of initiative:
AWARE How was initiative promoted? ☐ PlaceSpeak ☐ Press release (Check all that apply) ☐ Municipal website ☐ Advertisement Attach promotional materials to ☐ Municipal social media ☐ Mail-out this report. ☐ Project mailing list ☐ Other: How many weeks in advance was it promoted? EDUCATE How many project team members were available? What forms of engagement material were available? Attach engagement materials. ☐ Visual ☐ Auditory ☐ Tactile INVOLVE How many participants were expected? How many participants attended? What was the level of participation (according to the IAP2 Spectrum of Participation)? ☐ Inform ☐ Consult ☐ Involve ☐ Collaborate What forms of feedback documentation were available? Attach feedback documentation. ☐ Comment sheet ☐ Email ☐ Workshop materials ☐ Observational ☐ Letter ☐ Other: OUTCOMES (Check the most appropriate number on scale) 1 = not at all, 4 = very much How satisfied were the participants? Attach any satisfaction polls. ☐ 1 ☐ 2 ☐ 3 ☐ 4 Was the initiative cost-effective? ☐ 1 ☐ 2 ☐ 3 ☐ 4 Was the initiative time-effective? ☐ 1 ☐ 2 ☐ 3 ☐ 4 How effective was the initiative in achieving its purpose? ☐ 1 ☐ 2 ☐ 3 ☐ 4 Summarize any lessons learned, or additional comments: