UDI Webinar: The Modernization of Urban Planning and Community Engagement July 23, 2020

Virtual Open Houses & Engagement

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Context

• All in-person engagement activities cancelled in mid-March, in keeping with provincial health orders.

• New normal as described in Restart BC Plan:

– “Only get together in small groups of around 2-6 people”

– No large gatherings (50+ people) until Ph. 4, date TBD

– Special consideration for seniors and other at-risk people

“Be calm. Be kind. Engage safely…?”

Talk Vancouver survey

55%

29%

6%

4%

4%

2%

Strongly agree

Somewhat agree

Neutral

Somewhat disagree

Strongly disagree

Not sure

Base: All respondents (n=3285) The City is exploring how to continue engagement activities for a limited number of priority initiatives, keeping the physical distancing rules in mind. Do you agree or disagree with the City engaging virtually on projects/initiatives not related to COVID-19 during this time?

AGREE 84%

DISAGREE 8%

The majority (84%) agree with the City engaging virtually on non-COVID items:

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Talk Vancouver survey

Preferred methods of engagement:

Base: All respondents (n=3,285) How do you prefer to engage with the City (as part of public consultation) during COVID-19? Select all that apply.

85%

45%

33%

31%

27%

27%

21%

Online survey

City website

Livestreaming and/orparticipating in Public

Hearings

Emailing City staff

Telephone or videoconference (e.g. WebEx

or Zoom)

Online discussion forum(e.g. similar to Engage

Calgary)

Telephone townhall orwebinar (i.e. participants

can ask questions)

15%

15%

2%

3%

2%

2%

Contacting City staff by phone

Facebook live presentationand Q&A

Using translation andinterpretation services (e.g.

multi-lingual staff, 311)

Other

Not sure

Not interested in engaging

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Talk Vancouver survey

• Ideas for making virtual engagement more effective: – Short and concise background information on the issue (71%) – Access to reports and other information materials (56%) – Opportunities to ask questions, hear from staff (53%) – Ability to participate by phone and writing (27%) … not just online

• Ideas for making virtual engagement more inclusive:

– Work through community organizations to reach under-represented groups – Provide access to technology (e.g. computers) – Make content more accessible (e.g. translation, transcription, ASL) – N/a - virtual engagement already helps to significantly reduce barriers

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Shape Your City

shapeyourcity.ca

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Accessibility & Equity in Online Engagement

Barrier Potential strategies

Digital accessibility • Offer online avenues for outreach and participation (e.g. mail-outs, telephone surveys, radio phone-in shows)

• Use platforms that are familiar to key audiences • Provide “how to” instructions beforehand

Language & communication

• Use plain language, with limited jargon • Provide real-time translation in relevant languages, ASL interpretation,

and/or live captioning • Ensure digital materials are accessible by screen readers

Date & time • Offer asynchronous channels for participation

Safety & security • Clearly communicate guidelines for respectful participation • Develop moderation criteria for online discussion • Consider hosting separate engagement for at-risk groups

Privacy • Inform participants about plans to record audio, video or chat data • Do not attribute participants’ names in notes; anonymize data

Financial accessibility • If offering financial support, discuss with community members and partners what would be most appropriate/meaningful (e.g. honorariums, gift cards, reimbursement for child/elder care)

Adapted from: SFU Morris J. Wosk Centre for Dialogue’s 2020 guide Beyond Inclusion: Equity in Public Engagement and Tipsheet for Accessibility & Equity in Online Engagement During COVID-19.

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Virtual open houses for rezonings

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Open Houses Pre-COVID

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Virtual Open House Approach

• Site sign and postcard notification

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Virtual Open House Approach

• Site sign and postcard notification • New project web page on SYC

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Virtual Open House Approach

• Site sign and postcard notification • New project web page on SYC • Online comment form

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Virtual Open House Approach

• Site sign and postcard notification • New project web page on SYC • Online comment form • Q&A period – 3 weeks

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Virtual Open House Approach

• Site sign and postcard notification • New project web page on SYC • Online comment form • Q&A period – 3 weeks • Phone access

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Virtual open houses

• June 8: Launched on shapeyourcity.ca (4 rezoning apps)

• July 23: UDI webinar » 24 rezoning project pages » 9 rezoning VOH completed » 6 rezoning VOH underway

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Types of visitors

Aware ~3,300 visited the site

Informed & Engaged ~2,000 viewed info or commented

~5,600 Visits

300 submitted

a comment

? 65 asked a question

24 PROJECTS

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Advantages and Disadvantages

Advantages Disadvantages

Accessible and friendly to those who are comfortable with technology

Removes an engagement opportunity for those without access to technology

Longer, more flexible engagement period vs. a fixed open house event

Less personable given lack of face-to-face interactions

Allows for thoughtful, coordinated and consistent responses by staff and applicants to feedback/questions

Regular monitoring of project web pages required to ensure responsiveness to questions posed online

Environmentally sustainable (no open house boards, no physical model)

Responses will need to be quickly vetted to ensure accuracy and appropriateness

Reduced need to update site signs once fully implemented (streamlined work flow)

Applicant may appear removed from the process

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Room for improvement

Where is the… • QR code? • Question? • Virtual open house?

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Looking Ahead

Ongoing monitoring

Landing page improvements on shapeyourcity.ca

Standardization of VOH materials

Development Process Redesign vancouver.ca/devprocessredesign

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Virtual Open Houses – Summary

Pre-COVID During COVID Event In-person Virtual/online

Duration 1 day (3 hours) 3-week Q&A period

Involvement Staff and applicant Staff and applicant

Response to questions

Immediately, in-person to individuals

Within 2 business days, posted online, public

Materials Open house boards, physical model

Digital slide presentations, flyover model video

Input methods Face-to-face, comment form, phone

Comment form, Q&A, phone Thank you.