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Corporate Policy Index
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Corporate Communications
Policy No. COMM.2-02
CORPORATE POLICY
Topic: Community Engagement Policy
Policy No.: COMM.2-02
Section: Corporate Communications
Applies to: All Employees and Stakeholders
Council Adoption Date: October 2, 2017
Effective Date: October 2, 2017
Revision No:
Date:
Policy Statement & Strategic Plan Linkages
This policy supports Newmarket's Strategic Plan directions of being 'Well-
Equipped & Managed', 'Well-Planned & Connected' and 'Well-Respected', as
well as Council's Strategic Priorities of Community Engagement - to align the
Town with communication best practices by engaging our changing resident
demographics.
Purpose
The Town of Newmarket is committed to providing an inclusive community
engagement process to better inform stakeholders about decisions that reflect
their interests and concerns through a collaborative approach that focuses on
two-way communications.
This policy will act as a guide internally to inform, consult, involve, collaborate
and empower stakeholders. The policy Aligns with Newmarket's corporate
mission of making Newmarket even better, with Council's Strategic Priorities and
with the principles of the International Association for Public Participation.
The Town is also committed to notifying Newmarket stakeholders on community
engagement opportunities. Comprehensive communication plan/strategies will be
developed with the leading department and include, goals, objectives, desired
outcomes and list of tactics for community engagement. These tools and tactics
include, but are not limited to:
-
Newmarket WebsiteTown of Newmarket Corporate Logo - Black and White.
Corporate Policy Index
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Corporate Communications
Policy No. COMM.2-02
- Media Releases/Advisories
- Newmarket Town Page in the local newspaper
- Social Media (Twitter, Facebook, Instagram)
- Email Newsletters
- Household Mail-outs
- Council Meetings
- Special Community Events (Farmers' Market etc.)
- Citizen juries, roundtables, focus groups, workshops, open houses
- Surveys and more.
Please note that communication tactics for community engagement will be determined
by the organizing department to ensure best practices are aligned with stakeholders.
Definitions
Stakeholders means residents, businesses, municipal neighbours, elected
officials, staff, upper tier levels of government, boards and committees, municipal
authorities, agencies, associations, and anyone with an interest in the Town's
municipal affairs.
Community Engagement means various methods of engaging the public in
discussion about civic matters that impact Newmarket stakeholders. The
community engagement process is transparent, responsive, inclusive and
empowering. It is based on realistic expectations, mutual respect and trust.
Procedures
Organizing departments/commissions will work with their Communications
Department liaison to develop a strategic community engagement plan and/or a
plan to inform stakeholders about public engagement opportunities through
various communication tools and tactics. The communication tools and tactics
used may be subject to other statutory, regulatory or municipal standard
requirements and will be identified on a case-by-case basis. The Town of
Newmarket will:
- Identify the purpose of informing stakeholders
- Determine the best targeted communication tactics for involving
stakeholders
- Inform stakeholders of the opportunities for involvement in a timely
manner
- Obtain feedback from participating stakeholders
- Report and provide feedback to the appropriate stakeholders
- Provide Council with the results of stakeholder input and feedback for
decision making purposes, if requested and as appropriate
Corporate Policy Index
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Corporate Communications
Policy No. COMM.2-02
- Ensure processes are open, clear, transparent, accountable and operate
in a positive atmosphere of good faith and collaboration
- Provide information in an accessible format, using simple, plain language
and graphics
- Ensure translation or interpretation services are provided when required
- Ensure facility locations of community engagement events are accessible
to all
- Adhere to public notice guidelines set out by legislation, such as the
Planning Act.
Following the International Association for Public Participation's values, the Town
will also:
- Inform: Provide the public with balanced and objective information to
assist them in understanding the problem, alternatives, opportunities
and/or solutions.
- Consult: Obtain public feedback on analysis, alternatives and/or
decisions
- Involve: Work directly with the public throughout the process to ensure
that public concerns and aspirations are consistently understood and
considered.
- Collaborate: Partner with the public in each aspect of the decision
including the development of alternatives and the identification of the
preferred solution.
- Empower: Provide the public the opportunity to have an impact in the
decision making process.
Cross References
Accessibility for Ontarians with Disabilities Act
Integrated Accessibility Standards Regulation
Planning Act
Municipal Act
Town of Newmarket Integrated Accessibility Standards Regulation Policy (CAO.2.02)
Town of Newmarket Notice Policy (Corp. 1-02)
Procedure By-Law 2007-46
International Association for Public Participation
Newmarket's Public Information Centre Checklist
Notice Policy (to be completed the end of 2017)