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## BY-LAW NO 2023-14
## BEING A BY-LAW TO ADOPT A PUBLIC ENGAGEMENT POLICY
WHEREAS the Municipal Act S.O. 2001, c 25, Section 5(1), as amended, provides that the powers of a municipal corporation are to be exercised by its Council;
AND WHEREAS the Municipal Act S.O. 2001, c 25, Section 5(3), as amended, provides that a municipal power, including a municipality's capacity rights, powers and privileges under Section 9; shall be exercised by By-law;
AND WHEREAS the Township of Billings deems it expedient to establish policies;
## NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF BILLINGS ENACTS AS FOLLOWS:
- 1.0 THAT the Corporation of the Township of Billings hereby adopts a Public Engagement Policy as attached as Schedule 'A' and forming part of this By-Law.
- 2.0 THIS By-Law shall come into full force and effect upon final passage.
- 5.0 THIS By-Law may be cited as "Adopt Public Engagement Policy By-Law"
READ a FIRST and SECOND TIME this 21st day of February, 2023
READ a THIRD TIME and FINALLY PASSED this 21st day of February, 2023
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Glene
Bryan Barker, Mayor
Emily Dance, CAO/Clerk
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## Policy - Public Engagement
By-Law No: 2023-14
Revision
Date: February 7, 2023
## Policy Statement:
The Township of Billings is committed to Public Engagement and understands that effective Public Engagement takes time and effort. The level of engagement will be adjusted based on the level of impact.
The purpose of the public engagement policy is to involve members of our community: residents, visitors, business owners, in the process of local decision making.
## Coverage:
Successful public engagement requires meaningful interaction and dialogue between all participants, including residents, staff and members of Council.
## Legislative Authority
Social Media Policy, Accountability and Transparency Policy, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Council Code of Conduct
## Contents:
## Key Principles
1. Inclusivity: Ensure an accurate representation of the community is reflected by using a range of techniques to engage residents.
2. Early involvement and timely communication: Accurate information will be communicated as early as possible in the public engagement process to help residents plan, prepare and participate.
4. Transparent and accountable: The engagement will demonstrate a commitment to efficient and effective use of taxpayer dollars and ensure both the process and its outcome are transparent.
3. Respect: All participants must be respectful of diverse views, values and interests. The engagement must also respect decision-making protocols and jurisdictions at the municipal and provincial levels.
5. Clear and coordinated approach: Throughout the engagement process, plain language and a variety of communication channels will be used, because people learn and engage in different
6. Continuous improvement: Public engagement activities will be regularly evaluated and improved.
## Public Role:
- Bringing forward ideas and thoughts that may help the community find creative solutions to challenges through various means,
- Work collaboratively with members of the public, council and staff
- Be respectful of diverse views values and interest
- Respect the decision-making protocols and jurisdiction at the municipal and provincial levels
- Maintain decorum throughout the process
## Council Role:
- Review information gathered prior to making decisions;
- Make sure that staff recommendations, individual concerns and overall public benefit, are all considered;
- Ensure all legislative and legal implications are met;
- Work collaboratively with residents and staff to find solutions;
- Debate and approve various motions,
- Provide staff with clear direction,
- Be involved in public engagement activities
## Staff Role:
- Work collaboratively with residents and council to find innovative solutions;
- Ensure the public engagement process is inclusive, that all information is available as early as possible and is clear, simple and informative;
- Ensure Council and the public are aware of all legislative and legal implications;
- Ensure reporting identifies resident feedback and explains how this feedback will be considered in the final recommendations and/or decisions;
- Ensure that consultants and facilitators undertaking public engagement activities on behalf of the Township comply with the public engagement framework;
- Follow the IAP2 spectrum to determine the appropriate level of engagement.
## Review
This policy will be reviewed on an annual basis.
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Appendix 'A" - International Association for Public Participation (IPA2 Spectrum ) www.iap2.org
| INCREASING IMPACT ON THE DECISION | INCREASING IMPACT ON THE DECISION | INCREASING IMPACT ON THE DECISION | | | |
|---------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------|
| INFORM | INFORM | CONSULT | INVOLVE | COLLABORATE | EMPOWER |
| | To provide the public with balanced and objective information to assist them in understanding the problem, altematives, opportunities and/or solutions. | To obtain public feedback on analysis, altematives and/or decisions. | To work directly with the public throughout the process to ensure nat public concern nd aspirations ar consistently understood and considered. | To partner with the public in each aspect of the decision including the development of alteratives and the identification of the preferred solution. | |
| PROMISE TO THE PUBLIC | We will keep you informed. | We will keep you informed, listen to and acknowledge concerns and aspirations, and provide feedback on how public input influenced the decision. | We will work with you to ensure that your concerns and aspirations are directly reflected in the alteratives developed and provide feedback on how public input influenced the decision. | We will look to you for advice and innovation in formulating solutions and incorporate your advice and recommendations into the decisions to the maximum extent possible. | We will implement what you decide. |
| 032 mamptonal faderason 2018, Alogats mesered, 20121112 | 032 mamptonal faderason 2018, Alogats mesered, 20121112 | 032 mamptonal faderason 2018, Alogats mesered, 20121112 | 032 mamptonal faderason 2018, Alogats mesered, 20121112 | 032 mamptonal faderason 2018, Alogats mesered, 20121112 | 032 mamptonal faderason 2018, Alogats mesered, 20121112 |
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