VOLUNTEER — and help in “Growing a Culture of P2” in Canada’s Best Bloomin’ City!

#iap2nac2018

With barely time to breathe after the successful IAP2 North American Conference in Denver, work is already underway for the 2018 North American Conference, Sept 5 – 7 in Victoria. Time now to think about the theme — “Growing a Culture of P2” — and start making plans to come to the coast. Registration will open in December and the Call for Submissions will be issued in January, so watch your inbox and the Conference website for more information.

NOW is also the time to get involved and make this the best bloomin’ conference yet! Volunteer on one of the Conference Sub-Committees: Sponsorship, Program and Local Fun!

SPONSORSHIP COMMITTEE:  secures sponsorship revenue and in-kind support. Your role starts with the development of a sponsorship package and carries through to contacting and encouraging sponsors. Job Description and application.

PROGRAM COMMITTEE: ensuring a great program. Your role starts with the call for submissions and carries through to the selection of session presenters. IAP2 Canada staff is responsible for the implementation. Job Description and application.

LOCAL FUN COMMITTEE: plans the social portions of the conference. Your role includes the planning of an opening reception, identifying a venue for the Awards Gala, and promoting other local activities such as dine-arounds or site visits. Job Description and application.

Interested? Check out the job description and submit your Expression of Interest (see link at the end of each job description)  by November 18, 2017.

IAP2 Great Lakes launches Book Club!

The IAP2 Great Lakes Chapter is trying something new to bring our community of practice together for dialogue.

We are launching a Book Club through our “IAP2 Great Lakes Chapter” IAP2 members from across Canada are invited to cozy up with us and a thought provoking book!

Each week, we’ll read a chapter whenever we can.  Then, at the start of the next week, we can exchange ideas, and post and respond to questions in our LinkedIn group.  If this has piqued your interest, why not join the IAP2 Great Lakes Chapter on LinkedIn for further updates.

We have shortlisted 4 books and would like your feedback on which book you think is best to get started.

The shortlisted books are:

  1.    From Voice To Influence: Understanding Citizenship In A Digital Age

Edited by Danielle Allen and Jennifer S. Light (nonfiction)

  1.    The Psychology of Citizenship and Civic Engagement

By S. Mark Pancer, Ph.D. (nonfiction)

  1.    The Break

By Katherena Vermette (fiction)

  1.    The Truth About Stories: A Native Narrative

By Thomas King (nonfiction)

If you are interested please email greatlakeschapter@iap2canada.ca and let us know which book you would like included. Once we hear back, we’ll announce the book and start reading!

IAP2 Canada Research Update

The latest State of the Practice Survey by the IAP2 Canada Research Committee has some good news on a number of different fronts. Sherif Kinawy and Sherry Campbell of the Committee discussed the findings of the 2017 State of Practice Survey and Environmental Scan of P2 Research in a special webinar on September 12. (IAP2 Canada members can watch the full webinar here.)

SherifKinawy (1)
Sherif Kinawy

The survey and environmental scan follow up on the 2013 survey, which looked at P2 trends, activities and best practices, following the statement in the IAP2 Canada Strategic Plan, that IAP2 Canada is a source and developer of knowledge and resources. (Read more) The environmental scan looked at the challenges and opportunities in the profession, with a view to expanding the knowledge base of P2 research activities and enrich collaboration with other organizations.

SHERRY CAMPBELL
Sherry Campbell

 

The good news?

  1. More practitioners – members and non-members alike – responded to the survey in 2016
  1. More organizations – with similar and/or complementary goals — appear willing or have the capacity to partner with IAP2 Canada in future research projects
  2. The environmental scan rated organizations as “low”, “medium” or “high” for their P2 activities and potential for collaboration with IAP2 Canada; the number of organizations rated “high” in 2017 increased over 2013.
  1. The attitude of respondents – which had been positive to begin with in the 2013 survey – is even more positive now toward IAP2 Canada activities and research.

In 2017, as in 2013, the survey set out to bridge research and practice, determine priority areas, identify practitioners’ needs, advise the board on those needs and also inform trainers of those needs.

The Research Committee found that in the four years in-between the surveys, areas of concern shifted. Managing conflict – which had been the top concern in 2013 – was still high on the list, but inclusion has become a higher priority. That is, practitioners are increasingly looking for tools and techniques to bridge gaps in language, culture and ability. There was also an increase in the number of P2 practitioners and facilitators who identified that as their primary role.

The 2017 Survey presented statements about P2 for respondents to rate. For example, “P2 is often used as a tool to delegate decision-making to the public”: about 65% either disagreed or strongly disagreed with that; “P2 is often used to extract local knowledge and understand issues and concerns”: 50% agreed; “Public feedback rarely affects the outcome”: just over 60% either disagreed or strongly disagreed.

The survey also identifies important trends in P2 practice in Canada, and you can read the full report here.

Would you like to be part of this important effort to support the P2 practice in Canada? The Research Committee is made up of volunteers and is currently looking for individuals who would like to join the committee. Please contact info@iap2canada.ca for more information.

WEBINAR REWIND – October 2017: 2017 Organizations of the Year

Two public entities that had to overcome skepticism on the inside and hostility on the outside took top honors at the 2017 IAP2 Core Values Awards. Donna Kell, Communications Manager with the City of Burlington, Ontario, Michelle Dwyer, Burlington’s Public Involvement Lead, and Deanna DeSedas, Public Outreach and Engagement Manager with the San Francisco Municipal Transportation Agency joined us for the October Learning Webinar. In both cases, it was a message from the public, loud and clear, that decisions were being taken that affected them and they wanted “in”. And the proof of the pudding is summed up by one official: “My phone stopped ringing.”

Burlington had a wake-up call in 2010, when a report by “Shape Burlington” – a city-conceived committee of citizens – brought in a scathing review of the city’s community engagement. Not only did it identify gaps in communications and recommend the city make a commitment through an Engagement Charter, it described the current culture at city hall as “toxic”, and said that needed to change if there was to be proper engagement.

The review came out on the eve of municipal elections, so it got a lot of attention in the campaign that followed. Two members of the Shape Burlington Committee were elected to Council. As well, Burlington – with a population of about 180,000 – has been rated the “Best Mid-Sized City in Canada”, so there was a sense that that reputation was on the line.

Effective engagement requires four key elements:

  •         A champion – inside and outside
  •         Interested citizens
  •         A supportive organization
  •         People passionate about P2

One of the breakthrough moments for Council members came in a course on “P2 for Decision-Makers”. Michelle says one could see “the light go on” over the heads of Council members as they realized that P2 is not about giving up authority but about sharing power. She knew then, the organizational support was there.

In 2013, Council approved the Community Engagement Charter, and it was implemented the following year. The Charter Action Plan was drawn up, with the Charter Action Team – aptly called “ChAT” – to ensure the Charter stayed front-of-mind.

burlington - talk bubbles
“Talk Bubbles” were one way for residents to get their point across

Staff in each department received IAP2 Foundations training, as well as training in facilitation and survey writing and analytics. P2 tools are also made available to staff, with the P2 Spectrum front and centre. Tools include workshops, world cafes, focus groups, workbooks, telephone town-halls and a relatively new one, Feedback Frames. The City also launched an online portal where people can give their input as and when they need to and an online portal to give people the opportunity.

BURLINGTON - VIEWMASTERS
Some of the tools were decidedly retro: using good old ViewMasters to show what Burlington’s future could look like

A very important use of the Community Engagement Charter has been in the development of Burlington’s 2015-2040 Strategic Plan. That plan includes Community Engagement as one of its four pillars. Burlington’s commitment to engagement also reaches out to the next generation(s), realizing that they’re building a city not just for now, but for the future.

P2 practitioners often go to great lengths to evaluate the success of a process. For the San Francisco Municipal Transportation Agency, it was summed up by one top manager this way: “My phone stopped ringing.”

SFMTA - STATE OF P2-2014
What P2 looked like in 2014

It’s a bit more complicated than that, but fewer phone calls meant fewer angry citizens. Public hostility towards the SFMTA – one of the largest multi-modal transportation systems in the USA – had reached a point where staff was resistant to planning or attending town halls and open houses. The Agency had become seen as a major government entity that simply dropped its projects on the public without considering the citizenry. The leadership readily admitted there was a problem, but had to tackle the big problem of how to solve it.

sfmta - golden gateThe solution was POETS – the Public Outreach and Engagement Team Strategy, a three-year project to make the public part of SFMTA’s plans and allow the agency to deliver its hundreds of projects successfully.

Deanna DeSedas, Public Outreach and Engagement Manager, says POETS has four key purposes:

  •         a strategy to strengthen relationships and build trust with the community
  •         a process to improve consistency across projects
  •         a model for other departments in the City of San Francisco
  •         a program to support and recognize staff efforts

Deanna and her team researched practices in no fewer than 25 other transportation agencies, and found almost all were in the same boat. She came up with a five-step approach that involved (1) identifying the “pain points”, (2) researching best practices, (3) making recommendations to officials, (4) implementing those recommendations and (5) evaluating and improving the processes. (Right now, SFMTA is at Step 5.)

Deanna’s team found that stakeholder frustration was costing money both through delays in projects and potential lawsuits, and that it was all traceable to the lack of engagement with the community. People were in the dark about the hundreds of projects around the city and there was no consistency in keeping citizens in the loop.

From there, the team developed POETS, and that strategy has included training over 70 staff across all departments in IAP2 Foundations (over 200 staff members are involved in POETS) and new hires are given an overview course in POETS – POETS 101 — as part of their onboarding.

sfmta - resourcesPOETS includes Public Outreach Notification Standards, guidelines all staff must adhere to for outreach and engagement in their projects. Developing a communications plan is mandatory, including a project needs assessment, stakeholder briefings, multi-channel communications and identifying P2 techniques in line with the IAP2 public participation spectrum.  Staff members are supported with an extensive online library, which includes communications plans from other projects, materials from “POETS 101” and P2 peer group support.

From an agency dealing with a disorganized and often frustrating approach for outreach and engagement, has emerged a strategy, POETS, that has provided standards and structure where there was none. By providing staff with the necessary P2 tools and training, they have become empowered and are now connecting with communities and building a greater sense that staff and community engaged makes for better decisions, trust and relationships.

IAP2 members may watch the webinar here.

En direct du conseil d’administration – octobre 2017

Hugo-Mimee
Hugo Mimee – vice-président de l’AIP2 Canada

(English version below)

L’automne est déjà bien en place et avec cette saison arrive aussi le moment de l’année où nous finalisons notre planification, le budget et nos plans d’action pour l’année à venir.

Votre conseil d’administration est en action et s’est réuni pour une rencontre en personnes sur 2 jours en septembre. Cette rencontre a permis d’accueillir nos nouveaux administrateurs et députés et de faire le point sur l’ensemble des dossiers en cours.

Voici un bref aperçu des principaux dossiers en cours :

  • Un nouveau plan stratégique 2018-2020 verra le jour sous peu;
  • L’AIP2 Canada a maintenant comme objectif de devenir une organisation bilingue d’ici 2020, un plan d’action qui mènera à davantage de bilinguisme au sein de l’organisation est d’ailleurs en préparation;
  • Le Comité formation s’est réuni à plusieurs reprises et a notamment proposé l’organisation s’un symposium des compétences qui se tiendra à Gatineau/Ottawa du 19 au 23 mars 2018, nous vous y attendons en grand nombre;
  • Le comité Communications et marketing est également à peaufiner un plan visant à dynamiser nos communications et à revoir notre image notamment sur le site web et dans les médias sociaux;
  • La communauté de pratique en consultation autochtones travaille quant à elle à la préparation d’une formation pour 2018.

Connaissez-vous la communauté de pratique en participation publique pour les entreprises canadiennes et américaines du domaine de l’énergie? J’ai le privilège de mener les travaux de celle-ci qui regroupe désormais des représentants de 13 entreprises. La plus récente rencontre a eu lieu le 2 octobre dernier. Il s’agissait de la 9e rencontre de ce groupe. Elle aura permis de revenir sur les meilleures pratiques issues de la conférence nord-américaine de Denver, du point de vue du domaine de l’énergie. Nous avons également profité de l’occasion pour discuter des aspects de sécurité dans nos consultations publiques. La prochaine rencontre aura lieu le 4 décembre et nous nous questionnerons sur les approches et outils permettant de consigner les commentaires et opinions reçues et de s’en servir dans la prise de décision. Si vous connaissez des gens, œuvrant dans le domaine de l’énergie, qui souhaiteraient rejoindre cette communauté de pratique, n’hésitez surtout pas à communiquer avec l’AIP2 Canada.

J’aimerais en terminant remercier toutes les personnes qui ont contribué de près ou de loin à l’organisation de la conférence nord-américaine de 2017 qui a eu lieu cette année à Denver au Colorado. Bravo. Mission accomplie ! Nous vous donnons maintenant rendez-vous à Victoria en Colombie-Britannique en septembre 2018 !

FROM THE BOARD: Hugo Mimee

Fall is here, and that means it’s time to finalize our plans, budget and strategy for the coming year.

Your Board met face-to-face over two days in September. We welcomed our new Board members and deputies and put various projects in motion.

Here’s a brief look at the main projects:

  • The 2018-2020 Strategic Plan;
  • An action plan to increase the level bilingualism is underway, in keeping with IAP2 Canada’s plan to become a fully bilingual organization by 2020;
  • The Training Committee met several times and one of its main accomplishments has been to organize the first Skills Symposium, which will be held in Ottawa/Gatineau, March 19 through 23; we are looking forward to a lot of you attending;
  • The Communications and Marketing Committee is putting the finishing touches on plans to make our communications more dynamic and review the branding – particularly on the website and in our social media activity;
  • The Indigenous Engagement Community of Practice is developing a specific training program for 2018.

Are you familiar with the Energy Industry Community of Practice? This particular CoP is open to IAP2 Canada and IAP2 USA members, and I’ve had the privilege of leading this group, which currently represents thirteen businesses. Our most recent meeting was on October 2, where we reviewed best practices that were discussed at the North American Conference in Denver in September. We also discussed security issues surrounding our public consultations.

The next meeting of this Community of Practice will take place December 4, where we’ll discuss tools and techniques for receiving feedback from the public in the decision-making process. If you know anyone working in the energy field, who would like to join this Community of Practice, please put them in touch with us at IAP2 Canada (info@iap2canada.ca).

I would like to close by thanking all those from near and far who contributed to the success of the 2017 IAP2 North American Conference in Denver. Mission accomplished! We are looking forward to seeing you all again in September 2018 in Victoria!

IAP2 Canada Chapter News – October, 2017

BC

IAP2 BC is partnering with the Planning Institute of British Columbia for the next P2 Drinks event, November 30 in Nanaimo. This P2 Drinks is being held in conjunction with the PIBC-Vancouver Island Annual General Meeting and is an opportunity for members of both organizations to get together and learn about the common and complementary factors in the two professions. More information here.

Wild Rose

Chapter Past-President Amanda Kaiser discusses the process for becoming accredited in the latest Chapter Newsletter (scroll to the third item), and coffee klatches resume in October in Calgary and Edmonton.

Prairies

A lunch-and-learn postponed from early this summer will go ahead November 2. Engagement, Traditional Knowledge, and Environmental Assessment. Notes from the Field will be a brown-bag event, live at the Stantec offices in Saskatoon and by webcast in Regina. Find more details here. (Details of the webcast location in Regina are still to be confirmed.)

Great Lakes

Join our new Book Club!

The IAP2 Great Lakes Chapter is trying something new to bring our community of practice together for dialogue.

We are launching a Book Club through our “IAP2 Great Lakes Chapter” LinkedIn page and IAP2 members from all across Canada are invited to cozy up with us and a thought provoking book!

Each week, we’ll read a chapter whenever we can.  Then, at the start of the next week, we can exchange ideas, and post and respond to questions in our LinkedIn group.  If this has piqued your interest, why not join the IAP2 Great Lakes Chapter on LinkedIn for further updates.

We have shortlisted 4 books and would like your feedback on which book you think is best to get started.

The shortlisted books are:

  1.    From Voice To Influence: Understanding Citizenship In A Digital Age

Edited by Danielle Allen and Jennifer S. Light (nonfiction)

  1.    The Psychology of Citizenship and Civic Engagement

By S. Mark Pancer, Ph.D. (nonfiction)

  1.    The Break

By Katherena Vermette (fiction)

  1.    The Truth About Stories: A Native Narrative

By Thomas King (nonfiction)

If you are interested please email greatlakeschapter@iap2canada.ca and let us know which book you would like included. Once we hear back, we’ll announce the book and start reading!

Save the date!

Join your fellow practitioners for drinks and discussions on the evening of November 20, 2017 in Downtown Toronto. IAP2 Great Lakes Chapter will be hosting “P2 Drinks” – a casual and fun night focusing on the topic “P2 and Fake News”. More details to come but please save the date!

IAP2 MEMBER PROFILE — Terry Koch (Class of ’93)

TERRY KOCHPOSITION Principal, Terrydele Consulting Services (Facilitation, Stakeholder and Public Engagement consulting company)

Terry Koch has been an IAP2 member for 24 years and is a founding member, past President and regular volunteer with the Wild Rose (Alberta) Chapter. He was also honoured to serve on the International IAP2 Board as the Treasurer from 2008 – 2010.

What has been your involvement with P2 over the years?

I started with the City of Edmonton in the mid-1980s, working in Community Relations for the Parks and Recreation Department, then moved to Calgary’s Parks and Rec. Then a job came open at Calgary Transit, where they had fewer community relations people (two versus 26), so with that came more opportunity and responsibility.

The GoPlan was being developed at the time, and that opened my interest in doing public engagement. This was the largest transportation master plan and growth plan the City had done to date. Lonny Gabinet (profiled in the June newsletter) was the Corporate Communications person and needed help from a city employee, and luckily, I was it. (Read more)

We were given a million-dollar budget for public engagement – in 1991! That was ten times what anyone had seen before: it was a lot of money for going out there and talking to the public. The former Dames and Moore firm was the successful engagement services provider and fortunately Barbara Lewis and Marty Rozelle were assigned to lead the design of the public and stakeholder engagement program.

The City saw the value in P2. Yes, it generated controversy for some: why were we bringing in consultants from Denver and Phoenix? What was wrong with our planners or city staff? People even asked what the problem was in the first place; why did we need a plan? At the time, there was nowhere near the transportation challenges we now have in Calgary, so we had to be the “doom-and-gloom” people and tell them, “It’s coming, folks!” No, we didn’t have a transportation problem at the time – but then, we didn’t have 1.25-million people at the time, either.

Barb and Marty brought in great ideas for getting the message across – innovative workshops, an active Citizens’ Coordinating Committee, guest speakers and with Lonny’s creative ideas, like staging a TV program, we were successful at getting people excited about the future.

I didn’t go to the Portland conference (in 1992), but I got involved in IAP2 in ’93: that’s when I joined and learned about techniques like the Samoan Circle – which has nothing to do with Samoa, by the way – and how it could work for engaging people in Calgary’s transportation plan.

In the Samoan Circle, you look at comparisons of different viewpoints. We designed a workshop for the 1993 Kananaskis IAP2 Conference using the GoPlan as the case study. What role does the politician play? What role does the senior city staff person, or the consultant or the ordinary citizen play? People would sit on chairs in the middle of the room and play those particular roles, verbalizing their position on the project.

It all proved to be a great example of politicians and staff willing to try new techniques – and that was 25 years ago, and through that I became the GoPlan’s day-to-day P2 guy.

That experience got me excited about marrying long-range transportation and growth planning. The two really go together as it’s all about growth and change with those two areas coming together with good dialogue. The trick is, start early and engage often. Calgary was a big ship going in one direction and it was a matter of taking the ship on a new course – not a total 180, but a course correction so that it’s a smarter-growing city.

I then went to work for then-Mayor Al Duerr as one of his executive assistants. I was taken on there because of my experience with the Go-Plan. My first job there was as Administrative Liaison. There would be letters and calls to the Mayor’s office – because that’s often the place people go to first when they have a complaint – and I had to make sure they went to the right departments. I was supposed to be there on a year’s secondment, but they kept me for four years.

I then went to ENMAX, the City-owned utility company, where I worked as a government and communications relations manager for five years. Following that, I went off on my own and set up Terrydele Consulting. I figured this gave me more flexibility. My first real task was to work for ENMAX as a private consultant. They needed someone to do day-to-day engagement on a project to replace power lines in Mount Royal – one of the older and wealthier areas of the city.

There were these big, beautiful old and new mansions with power lines running past them and that distribution system needed to be replaced.

I mainly wanted to be a private consultant was because I wanted to get into the private sector to assist where needed. I enjoyed the variety: I wasn’t the Calgary Transit or utility guy anymore, and could branch out into health care, energy, utilities, planning – all different fields.

A lot of my clients have been sourced through engineering companies with a strong Alberta presence where I was the engagement lead and worked with the project team.  Lately, I’ve been working with the provincial government on regional plans. Eventually, there’ll be seven master plans based on the watersheds in Alberta. That started in 2008 and it’s still going on today as those regional plans are approved and being implemented.

One of my favourite projects in the past couple of years is the Green Line – the now-approved new LRT line in Calgary. It’s costing $6.5-billion to do 60 percent of the project – getting it tunneled through the downtown into the Bow River and then going north so it will run from the north end to the southeast – eventually 46 kilometres of new LRT line, nearly doubling the current service.

The dialogue for that started 30 years ago and there’s lots of passion about the project. In 2012, we started working on the final stage – the part where we get serious about building it. The Federal government has committed to contributing $1.5 billion; the City of Calgary $1.5 billion and the Province hopefully will be kicking in its share; but it’s going to need a lot of transit-oriented development to get the commercial and retail base to support it.

Have you had a “Golden Learning Moment”?

Mainly, getting to what is the role of the public in a project and determining the appropriate amount of engagement. It could be just at the “inform” level, so people can digest it well before decision-making and you don’t pressure them to come to the table with input until it is the right time.

A lot of the time we haven’t been clear, and people have gotten fired-up about engagement – and then they get disappointed. Part of the “Foundations” training is to decide how to involve people without wasting their time. Even if people don’t like the outcome, if you’re honest with them about their involvement, they are more likely to be good with it.

Recently we were at the final design stage in a highly controversial project and brought forward four or five options for input. But we had to make it clear: we’re not going back to to the budget … or station locations … or bus schedules. We’ve been realistic and honest with people, because if we go off that course, we find we’ve wasted people’s time and raised expectations we couldn’t meet.

I owe a lot of that learning to the Foundations course, which I took in the late 90s after 10 years of jumping in with both feet.

You brought the “Question Quilt” to the Denver Conference. Tell us about that.

QUESTION QUILT-2Yes! In the mid-90s, the Wild Rose Chapter was looking for something to give to IAP3. We simply gathered questions and that generated a lot of dialogue about IAP2’s guiding principles, and it was the evolution towards the Core Values: answer the questions and you get into a good dialogue about what good P2 should look like. Wild Rose had those questions sewn onto a quilt that’s about 8’ by 8’, and you can see it when I bring it to Denver.

 

 

QUESTION QUILT-1
Participants in the “Good P2 Questions” session at the 2017 Conference

If you had anything to say to someone just getting into the P2 business …

Definitely, come out to a coffee klatch, a lunch-and-learn or any local IAP2 social and networking event. Meet the people who have been in the profession and give them a good listening to. Learn about what resources there are. Save your pennies and take the Foundations Course and the EOP2. Get a good understanding of the basics and real-life case studies, and do some reading: there’s more literature out there than there ever was and lots more online.

And I always have time for the mentorship program – in fact, I have a phone call later today with my protégé.