community consultation techniques · community perceives themselves – i.e. lay back or...
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Community Consultation Techniques
LASC 393 PRACTICUM: APPLIED LANDSCAPE PRACTICE
Guest Lecturer: Fraser Miller from Rough and Milne Landscape Architects
06 March 2016
Image above sourced from http://www.capitalmetro.act.gov.au/consultation
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1. What is Community Consultation
2. Benefits of Community Engagement
3. Methods to Encourage Participation
4. What Works Best and When
5. How to Collect and Collate Data
6. Facilitating a Public Meeting
7. Providing Feedback on Data Received
8. Questions…
Content
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• Public consultation, is a process by which the public's input on matters affecting them is sought. It usually involves notification (to publicise the matter to be consulted on), consultation (a two-way flow of information and opinion exchange) as well as participation (involving interest groups in the drafting of policy or legislation).
• Government agencies (Councils, NZTA, MOE, etc) must involve communities in policy-making and service delivery – i.e. reserve management plans or a designation for a future motorway or school.
• Public consultation can also be voluntary to ensure a complex project runs smoothly – i.e. a town centre upgrade.
1. What is Community Consultation
The above text was adapted from the Wikipedia definition for Public Consultation… https://en.wikipedia.org/wiki/Public_consultation
The above image was sourced from… https://en.wikipedia.org/wiki/Public_consultation
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• Identifies the key issues affecting a community – locals know their patch best – i.e. road speed, safe crossing locations for pedestrians, parking issues even how a community perceives themselves – i.e. lay back or sophisticated!
• Assists with problem solving – local knowledge is powerful i.e. how people use a place, such as pedestrian desire lines, fluctuations in population during major events and popular gathering spaces – i.e. lookouts to check the surf!
2. Benefits of Community Engagement
Top image above sourced from https://www.google.co.nz/search?q=havelock+north+flower+pods&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwisx8WemoDLAhWKlJQKHVWlDDMQ_AUIBygC#tbm=isch&q=whangamata+town+centre&imgrc=iNykxHFoMGpsGM%3A Bottom image sourced from http://www.stuff.co.nz/motoring/8464459/Whangamata-in-hot-rod-heaven
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• Builds trust and understanding – creates a sense of shared ownership shared decision making – avoids an ‘us and them’ feel.
• Builds strong working relationships – gets everybody on board working towards a shared vision.
• Ensures Maori participation – local iwi matters are identified and protected.
• Avoids miss-interpretation – i.e. Havelock Norths’ roundabout flower pods.
Benefits of community engagement (continued)
Image above sourced from https://www.google.co.nz/search?q=havelock+north+flower+pods&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwisx8WemoDLAhWKlJQKHVWlDDMQ_AUIBygC#tbm=isch&q=havelock+north+roundabout+flower+pods&imgrc=uSDMm0aGubmLhM%3A
Image above sourced from http://comicvine.gamespot.com/forums/superman-165/what-is-your-idea-of-superman-s-spaceship-1494437/
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• Identifies what is special about a place and its people – essential for place enhancement.
• Improves evaluation and monitoring – local experiences and feedback provide valuable insight into how something is used and could be improved – i.e. the Sumner coarse way notice board.
• Ensures a successful outcome for all involved.
Benefits of community engagement (continued)
Image above sourced from https://www.google.co.nz/search?q=new+plymouth+foreshore+walkway&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjFjLKAjILLAhUBKJQKHc-FDskQ_AUIBygC&dpr=1#imgrc=a24iilQAjqCSRM%3A
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3. Methods to Encourage Participation
• Community engagement is required at various levels - strategic planning, design and construction.
• A broad range of methods are used…
Image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=community+consultation+model&imgrc=GqWOu3qCDDXjqM%3A
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Methods of Community Engagement (continued)
• Public meetings, design workshops (charettes) and discussion groups.
• Public displays, models (digital fly-throughs), photo-simulations and photo-montages.
Top image sourced from http://www.strategy.co.nz/our-work/share-an-idea.aspx Bottom image sourced from http://www.opus.co.nz/
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Methods to Encourage Participation (continued)
• Advertisements, newsletters and mail drops.
• Comment forms and pin up boards.
• Social media – group Facebook page – i.e. for skateparks, playgrounds, etc.
• A designated liaison person – to update retailers on work affecting them in a streetscape upgrade.
Top image sourced from http://www.strategy.co.nz/our-work/share-an-idea.aspx
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4. What Works Best and When
• Consultation should take place before any design work – meet the locals first before launching into it.
• Ideally a range of techniques should be used to get a response from both outspoken and introvert people.
• Public meetings can be used to canvas large groups. Tend to be structured with limited audience interaction – i.e. hold questions to the end.
• Smaller meetings can be less formal and encourage active discussion and paticipation.
Above image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=share+an+idea+christchurch&imgrc=fZp4GGfCURgyWM%3A
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• Large groups can be divided into smaller groups with a spokesperson (consultant) that reports back to the wider group at the end.
• Design workshop (charette) and group brain storming provide group participation.
• Comment forms and pin up boards suit individual participation.
• Public displays, advertisements and pin up boards (share an idea) cater for people unable to attend public meetings.
What Works Best and When (continued)
Top image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=design+charrette+nz&imgrc=JGD1a-wuoWGdRM%3A Bottom image sourced from http://www.tcdc.govt.nz/Your-Council/News-and-Media/News-and-Public-Notices/News-Archived-Articles/January-2015/Tsunami-Open-Day-Whangamata/
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5. How to Collect and Collate Data
• Data can be collected from comment forms, pin up boards, meeting minutes and general discussion.
• A large scale plan (or model) glued onto foam board with flags (on skewers) that people can write on and place in the location of the comment/ issue provides an innovative tool for identifying key areas of opportunity/ concern.
• Provide (lego) blocks for people to explore density, height, layout, spaces, etc.
• Data should be collated and summarised into key topics – arrival experience, way finding, retention of trees, etc.
• The key topics can be presented in a matrix identifying the common issues raised – data trends.
Top image sourced from http://www.strategy.co.nz/our-work/share-an-idea.aspx Bottom image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=share+an+idea+christchurch&imgrc=hhJ27ot5Lj9UuM%3A
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6. Facilitating a Public Meeting
• Invite the key stakeholders – i.e. landowners, retailers, local iwi, neighbours, interest groups, the police, caretaker, etc.
• Circulate an attendance form as people arrive so they can be contacted afterwards and forwarded a copy of the minutes.
• Outline the agenda and timeframe for the meeting – provide some structure.
• Invite the client to open the meeting and introduce the designer as the chair person.
• First meeting should set the scene – describe the context and site description.
• Outline initial observations - a list of opportunities and constraints.
• Encourage participation and shared ideas.
Above image sourced from http://www.stuff.co.nz/business/farming/aquaculture/76794244/concerns-raised-about-proposed-fishing-park-in-marlborough-sounds
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• Present a preliminary design solution for a first meeting – i.e. a sketch design… nothing too refined otherwise they’ll focus on the details rather than the big picture.
• Provide an opportunity for questions at the end. Give as many people as possible a chance to speak. Keep to time!
• Retain calm (poker face) persona during praise and criticism – watch your body language and tone of voice!
• Close the meeting and circulate comment forms and outline the next step in the process – transparency is key.
• Always provide sometime after the meeting for informal discussion - i.e. a supper with scones and high tea!!
Facilitating a Public Meeting (continued)
Above image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=high+tea&imgrc=pWxwB7UTw2KiGM%3A
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7. Providing Feedback on Data Collected
• A second public meeting is useful for showing design progression taking on board feedback received.
• Comments can be made public to encourage others to make comments – ‘share an idea’ campaign.
• Summarise the minutes from the previous meeting and the outcome from any actions recorded.
• Outline the key trends from the feedback received and how this has influenced the developed design.
• Remain open to criticism and on-going design refinement. Remain professional and impartial at all times – don’t take a side!
Above image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=angry+public+meeting&imgrc=8Oy7mAQ8CkpEAM%3A
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8. Questions
Above image sourced from https://www.google.co.nz/search?q=questions&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwiAurv0koLLAhXB36YKHQV1CSMQ_AUIBigB#imgrc=53pUafvL9pa_TM%3A