Legislative History: Enacted September 19, 2017 (By-law No. CPOL.-125-377); Amended June 26, 2018 (By-law No. CPOL.-279-270)
Last Review Date: August 10, 2021
Service Area Lead: Director, Strategic Communications and Government Relations
1. Policy Statement
1.1 The City of London is committed to meaningful engagement that is open, accessible, inclusive and responsive, and within the City’s ability to finance and resource.
All Londoners have the right to participate in clear and transparent public engagement processes in a timely, meaningful and appropriate way.
The City of London recognizes that decisions are improved by engaging citizens and believes that community engagement is a mutual responsibility of both the City of London and community members.
1.2 Vision:
All Londoners working together for a better future.
1.3 Mission:
Effectively inform, educate and engage citizens in a transparent and collaborative manner that promotes greater participation in municipal government.
2. Definitions
2.1 City of London - means City Council and Civic Administration.
2.2 Community Engagement - Community engagement is the process of meaningful two-way dialogue and participation in forming decisions that affect the community. The community engagement process is transparent, responsive, inclusive and empowering and is based on realistic expectations, mutual respect and trust.
3. Applicability
This policy applies to Council, City staff and general public.
4. The Policy
This policy outlines the City’s commitment to inclusive community engagement processes to ensure quality communication, citizen involvement and community participation for a variety of purposes – inform, consult, involve, collaborate and empower.
4.1 Key Success Factors
Council and Civic Administration have a responsibility to foster and support an environment where the following conditions for success are made possible and incorporated into all engagement efforts.
a) Mutual Respect and Inclusion
All participants will listen and respect different opinions, be flexible in how they interact and be open to considering alternatives.
b) Accessibility
Information and communications are easy to find, access and understand.
c) Shared Responsibility
Both the City and the community have responsibilities to fulfill in honouring the implementation of the Community Engagement Policy and both will endeavour to meet these responsibilities.
d) Transparency
All processes will be open, understandable, transparent and inclusive. All participants will make the best effort to reach, involve and hear from all those who are directly and indirectly affected.
e) Realistic Expectations
At each level of engagement, all participants will understand their roles, responsibilities and authority and will understand that the interest of the community may be greater than the interest of individuals.
f) Responsiveness
All participants will listen and respond to concerns in a timely manner, ensuring that outcomes and next steps are communicated.
4.2 Community Engagement Framework:
There are a number of purposes for which Administration may want to engage with the community to help inform a project or initiative. This policy identifies and defines a framework that includes a spectrum of five purposes for communicating and engaging with the community.
a) Inform
Purpose of this Type of Engagement
Provide detailed information and awareness to the public.
City’s Responsibility: “Our Commitment to the Public”
Keep the public informed by providing timely, accurate and accessible information.
Community’s Responsibility: “Our Commitment to the City”
Be attentive to information that is available and will be informed by actively seeking out timely, accurate information.
Guideposts for Use of This Level of Engagement
- Decision has already been made
- Not looking for feedback
- City has control to make the decision and implement it
b) Consult
Purpose of this Type of Engagement
Obtain public feedback on alternatives and/or decisions in order to inform decision making.
City’s Responsibility: “Our Commitment to the Public”
Listen, acknowledge concerns and seek to listen to diverse perspectives.
Community’s Responsibility: “Our Commitment to the City”
Participate and share knowledge and views. Recognize that not all input may be reflected in the final decision.
Guideposts for Use of This Level of Engagement
City has control to make the decision and implement but wants some feedback before making a final decision.
c) Involve
Purpose of this Type of Engagement
Work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.
City’s Responsibility: “Our Commitment to the Public”
Work with the public to ensure concerns, needs and aspirations are reflected in the alternatives developed and considered in the decision making process. Provide feedback on how public input influenced the decision.
Community’s Responsibility: “Our Commitment to the City”
Participate in the process and share knowledge and views. Provide input and receive direct feedback regarding how input influenced the decision.
Guideposts for Use of This Level of Engagement
- The public is invited into the process, usually from the beginning, and is provided multiple if not ongoing opportunities for input as decision making progresses
- Work directly with the public and consider their input throughout the decision making process
- The City is still the decision maker and there is no expectation of building consensus or providing the public with high level influence over the decision
d) Collaborate
Purpose of this Type of Engagement
Partner with stakeholders in all steps of the process, including the development of strategies and recommendations and the identification of preferred solutions.
City’s Responsibility: “Our Commitment to the Public”
Facilitate a two way conversation which is collaborative and work with the public to address concerns and incorporate advice.
Community’s Responsibility: “Our Commitment to the City”
Provide advice and share knowledge. Cooperate to formulate solutions and recommendations.
Guideposts for Use of This Level of Engagement
- The City cannot make a decision and implement by itself
- Shared decision making with other partners
e) Empower
Purpose of this Type of Engagement
Citizens initiate and develop projects and/or make final decisions and/or implement the decisions.
City’s Responsibility: “Our Commitment to the Public”
Encourage and support citizens in identifying issues, developing priorities and implementing decisions. Support and accept citizen decisions.
Community’s Responsibility: “Our Commitment to the City”
Actively participate and encourage others to do so, taking ownership and responsibility regardless of outcome.
Guideposts for Use of This Level of Engagement
- Citizens make the decision and may implement
- The City may facilitate or support implementation
4.3 Evaluation of Outcomes:
The City of London is committed to ensuring that the Community Engagement Policy stays relevant and achieves its intended outcomes. The City of London will know if it has been successful in the area of community engagement if the following outcomes are achieved:
- Increased citizen participation in various municipal processes
- Increased civic pride
- Decreased barriers to participation
- Increased understanding about how City Hall works
- Neighbourhood level influence reflects city-wide benefits/interests
- Better, more informed decisions
- Increased role in some decision-making processes for citizens
- Earlier identification of citizens’ issues and concerns