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1CommunityEngagementStrategy2021Waverley Council Community Engagement Strategy 2021
ContentsAcknowledgement of CountryIntroductionPurposeDefinitionsOur Statement of Commitment to Community EngagementOur Community Engagement PrinciplesOur CommunityBarriers to participationCouncil’s Engagement FrameworkOur Engagement Framework in PracticeStrategic Engagement Action PlanResourcing the StrategyEvaluating Council’s community engagement activitiesReviewAppendix 1: Public–Private Partnerships processAppendix 2: Councillor engagement process for Capital Works Projects34445578910151919192021
3Acknowledgementof CountryWaverley Council acknowledges the Bidjigaland Gadigal people, who traditionally occupiedthe Sydney Coast and we also acknowledgeAboriginal Elders both past and present.Waverley Council Community Engagement Strategy 2021
4IntroductionWaverley Council acknowledge the importance oflocal government in building strong and trustingrelationships with the community by operating in atransparent and accountable way.Section 402(4) of the Local Government Act 1993states:The council must establish and implement a strategy(its “community engagement strategy”), based onsocial justice principles, for engagement with thelocal community when developing the communitystrategic plan.The strategy sits within Council’s suite ofengagement documents, as follows:Community Strategic PlanCommunity Engagement PolicyCommunity Engagement Strategy& Community Participation PlanEngagement document hierarchy explainedThe Community Engagement Policy sits underneaththe Waverley Community Strategic Plan and sets theguiding framework for engagement, provides clarityon what Council defines as engagement, outlineshow we will conduct engagement, and what ourroles and responsibilities are.The Community Engagement Strategy andCommunity Participation Plan then sit underneaththe Policy. The Community Engagement Strategyprovides more in-depth information about whenand how the community will be informed andcan be involved in projects. The CommunityParticipation Plan has a similar purpose, specific tolocal planning matters.DefinitionsUnder these sits the Community EngagementGuidelines, an internal–facing document. It acts as aworksheet to assist staff in developing appropriatecommunications and engagement plans forprojects.Engagement:PurposeThis strategy outlines how Council will involve thecommunity in Council decision-making and ensurethe community can have their say.The strategy also outlines strategic actions forCouncil to investigate to further improve processesand instil a culture of best practice engagement.Community Engagement:A planned process for working with the communityto shape the decisions or actions of Council inrelation to a problem, opportunity or outcome.All activities undertaken to get community feedbackon Council projects, initiatives, and services fordecision-making purposes.Community:All stakeholders, audiences, community groups,businesses.Stakeholder:Anyone with an interest in or who is impacted by aproject.Community Engagement GuidelinesWaverley Council Community Engagement Strategy 2021
5Our Statementof Commitmentto CommunityEngagementCouncil will engage with thecommunity in an inclusive,transparent, and accountableway, to make fair and equitabledecisions that reflect theneeds of the community.Our Community Engagement PrinciplesPrincipleCommitment1.Build relationshipsWe will engage in an honest, open and respectful way to build strongrelationships and trust within our community.2.Right to beinvolvedWe believe that our community members have a right to be involved indecisions that affect them. We are committed to ensuring those who areimpacted by or have an interest in a decision or initiative of Council, will havefair and equitable access to participating in the decision-making process.3.Build capacityWe will work to build the capacity and opportunity for each stakeholder togenuinely participate in decisions that affect them.4.Clarity of purposeWe will engage with our community with clarity around what the project/initiative/decision is and what the purpose of the engagement process is.Waverley Council Community Engagement Strategy 2021
6PrincipleCommitment5.Accessible andinclusiveInformation and engagement activities will be offered in a range of accessibleformats to enable fair and equal access to participation.6.TimelyWe will engage early enough for participation to be meaningful. We willprovide enough time for the community to provide input. Engagementtimelines will be considered from inception of the project and built into theproject timeline and project plan.7.TailoredWe will use a range of engagement and communication methods that suitthe purpose of the project and reach stakeholders. The level of influence ofstakeholder and community will be appropriate for the nature, complexity andlevel of impact of the decision being made.8.StrategicWe will collaborate across Council to ensure our engagement activities areapproached in a strategic way to avoid duplication and inefficiencies. Wewill be conscious of the time of year and other consultation projects whenplanning our engagement.9.Transparent andaccountableWe will provide all relevant information to ensure the community canparticipate in engagement activities in a meaningful way. We will report backto participants on how their input affected the final decision or outcome.10.RepresentativeWe will make every effort to notify stakeholders and community of Councilengagement to ensure a representative sample of the community are able toparticipate.Waverley Council Community Engagement Strategy 2021
7Our CommunityWaverley is home to over 74,114 residents and attracts millions of visitors every year. The Gadigal and Bidjigal peoples of the EoraNation are the traditional custodians of the land. The Waverley community is made up of everyone who lives, works, studies andvisits the area. The following statistics are sourced from the Australian Bureau of Statistics, 2016 114PERSONS PER HECTAREPEOPLEMEDIAN AGE35 yearsAGE STRUCTURE %6.623.62.37.36.24.86.924.610.17.6MEDIAN WEEKLYHOUSEHOLD INCOME 2,298MEDIAN WEEKLYMORTGAGEREPAYMENT 711MEDIAN WEEKLY RENT 633DISABILITY3%need help inday to day lifedue to disabilitySeniors (70 to 84)Young workforce (25 to 34)Elderly aged (85 and over)Primary schoolers (5 to 11)Babies and pre-schoolers (0 to 4)Secondary schoolers (12 to 17)Tertiary education and independence (18 to 24)Parents and homebuilders (35 to 49)Older workers and pre-retirees (50 to 59)Empty nesters and retirees (60 to 69)68%PARTICIPATION RATEIN THE LABOUR FORCE3.9%UNEMPLOYMENT RATEUNPAID WORK18.88.6%%VOLUNTEERPROVIDE DE QUALIFICATIONINDUSTRY SECTOR %17.49.88.97.87.26.96.3Professional, Scientific and Tech ServicesHealth Care and Social AssistanceFinancial and Insurance ServicesEducation and TrainingAccommodation and Food ServicesRetail TradeConstructionHOUSEHOLD TYPE %23.823.56.111024.7ABORIGINAL AND TORRES STRAITISLANDER PEOPLEHOUSEHOLD SIZE %0.4%27.73616.313.64.81.6LANGUAGE SPOKENAT HOME OTHERTHAN ENGLISH21%2.22.11.91.81.7Russian Spanish Portuguese French Italian 1 person 2 persons 3 persons 4 persons 5 persons 6 or more persons TENURE TYPE %BIRTHPLACE50.28.14.22.61.7Australia United Kingdom South Africa New Zealand BrazilBIRTHPLACE OVERSEAS BORN38%Couples with children Couples without children One parent families Other families Group household Lone person %22.5 Fully owned 21.4 Mortgage 43 Renting DWELLING TYPE83.2%OF THE DWELLINGSARE MEDIUM ORHIGH DENSITYWaverley Council Community Engagement Strategy 2021
8Our community is diverse, with people fromculturally and linguistically diverse backgrounds,people with disability, younger people, olderpeople, and Aboriginal and Torres StraitIslander people, as well as people experiencinghomelessness. Council is committed to ensuring allgroups within the community have fair and equalaccess to participate and have a say.Broadly, our community can be categorised as: ratepayers residents business owners visitors government agencies community/non-profit agencies.Within these groups, we have a diverse range ofinterests including arts, culture, environment, sport,recreation, community services and schools.For all Council consultations, we aim to target thosein the community relevant to the project as wellas the broader community where relevant. One ofthe important ways that Council engages with thecommunity is through the Precincts and CombinedPrecincts Committee.Everyone has a right to have a say in civic decisionmaking processes, and we recognise that somemay face barriers to participating. It is Council’sresponsibility to identify any barriers and take stepsto address them to make engagement processes asaccessible and inclusive as possible. attitudinal understanding of different cultures lack of confidence lack of money or financial means lack of knowledge of rights lack of literacy or numeracy skills mental or physical health issues physical or intellectual disability language age lack of social support lack of transport time constraints homelessness or without a stable physical location caring responsibilities and/or work commitmentsWe need to ensure that the less powerful voicesand groups are engaged and not marginalised.Some examples of barriers that can impact people’sability to have a say include:This strategy provides actions Council will undertaketo address and reduce some of the barriersmentioned above to make Council’s engagementpractices more accessible and inclusive.We will ensure engagement activities are plannedwith consideration given to our communitydemographics as well as age, accessibility,people from culturally and linguistically diversebackgrounds, and Aboriginal and Torres StraitIslanders.Barriers toparticipationWaverley Council Community Engagement Strategy 2021
9Council’s Engagement FrameworkWaverley Council follows the IAP2 model for community engagement. The different levels of engagementunder the IAP2 model as we apply it at Waverley Council are summarised below:InformConsultInvolveCollaborateEmpowerGoal of engagementRelevant communitymembers are wellinformed.Relevant communitymembers are wellinformed and givefeedback that Councilconsiders.Relevant communitymembers are wellinformed and have scopeto make substantial input.Relevant communitymembers are wellinformed and have totalsay and control overdecision making.Decision-makinglevel of communitymembersRelevant communitymembers are informed ofthe final decision.Relevant communitymembers’ feedback will beconsidered in making thefinal recommendations toCouncil.Relevant communitymembers will providesubstantial input intothe project which will beable to affect the finalrecommendations toCouncil.Relevant communitymembers are well-informedand have substantial andsignificant involvement inthe development of theproject.Relevant communitymembers are significantlyinvolved in the finalrecommendations toCouncil.The final decision is madeby Council.Example tools andmethodsPosters, flyers,noticeboards, walkingaround talking withpeople, use interpreters,newsletters, local radio,presentations, socialmedia, site signage.The final decision is madeby Council.Surveys, interviews, smallgroup discussions, focusgroups, workshops, onlineengagement via Council’sengagement website.The final decision is madeby Council.Stakeholder groups,committees, on-sitemeetings/tours, projectreference groups.Relevant communitymembers have totalsay and control overdecision making.The final decision is madeby Council.Charette, deliberativeprocesses, communityreference groups.Elections, referendums.Table appropriated with permission from the Department of Housing and Community Development’s Remote Engagement and Coordination Strategy 2016 based on theInternational Association for Public Participation IAP2 SpectrumWaverley Council Community Engagement Strategy 2021
10Our Engagement Framework in PracticeThe following is a guide for staff to follow for LGAwide consultations. This list is non-exhaustive ofthe types of engagement projects Council runsand will be updated as needed. For engagementprojects that are not LGA-wide, staff will identifystakeholders and determine the minimum suitableengagement.Project TypeIdentified assetinfrastructureand capital workseg. traffic andstreetscapes.Note: For SAMPprojects with like forlike replacements,communityengagement will beproject notificationonly.EngagementLevelConsult andInformNote 1: For public exhibition, notification andadvertising requirements as they apply to Council’splanning instruments such as DAs and PlanningProposals, please refer to the Waverley CommunityParticipation Plan, available on Council’s website.What we will do(minimum commitments)Let affected residentsknow of proposed worksand provide them withthe opportunity to havetheir say.Note 2: The below is Council’s intentions forengagement. If a planned communications avenueisn’t available (eg. restrictions due to COVID-19)staff will endeavour to find alternative ways toreach out to stakeholders.How we will do it (minimum commitments) Mail or email a notification letter to affected residents. Provide information on Have Your Say Waverley and enable onlinesubmissions. Promote engagement opportunities in Council communication channelsincluding social media, enews, website, Council page in local media. Offer to hold meeting/workshop with stakeholders. Email/alert stakeholders on final decision and results of the consultation.EngagementPeriodA minimumtwo to fourweeks for eachengagementperiod, andthen 14 daysnotificationbefore workcommences.Waverley Council Community Engagement Strategy 2021
11Project TypeNew capital works andplacemaking projects eg: Bondi Pavilion Restorationand Conservation Project Bondi Junction: After Darkin the JunctionPlans of Management eg: Bondi Park, Beachand Pavilion Plan ofManagementNew plans and strategies eg: Arts and Culture Plan Community EngagementStrategyEngagementLevelInvolve and/or Consultand InformWhat we will doHow we will do it (minimum commitments)(minimum commitments) Create a dedicated Have Your Say Waverley project page and enableProvide an opportunityonline submissions.for the community tohave their say at each Send email/mail/flyer to stakeholders.stage of the project. Hold meeting/workshop/Have Your Say Day with stakeholders.Keep the community Ensure hard copy information is available on request.informed and updated Ensure a method of receiving hard copy submissions is madebefore commencing theavailable.next stage of the project, Translate information as relevant.including when work Provide a summary of information in fact sheets or similar for ancommences and as itaccessible approach to the documents.progresses. Promote engagement opportunities in Council communicationchannels including social media, enews, website, Council page inlocal media. Email/alert stakeholders on final decision and results of theconsultation.EngagementPeriodA minimumfour weeksof eachengagementperiod and/oras legislationrequires14 daysnotificationbefore workcommences.New iterations of theCommunity Strategic PlanWaverley Council Community Engagement Strategy 2021
12Project TypeCouncil’s key long-termplans:EngagementLevelConsult andInformWhat we will do(minimum commitments)Provide contextinformation and givethe community anopportunity to have theirsay.Consult andInformCreate a survey on Survey Send email/mail/flyer to stakeholders.Monkey or Have Your Say Email/alert respondents with confirmation of receiving theirWaverley to ascertainfeedback, and a summary of how their feedback was used tofeedback.inform changes. Delivery Program Resourcing Strategies(including Long TermFinancial Plan, StrategicAsset Management Plan,Environmental Action Plan) Operational Plan (includesBudget and Fees andCharges) Revisions to CommunityStrategic Plan and Plans ofManagement Changes to/new fees andchargesFeedback on Councilprograms eg. School Holiday Programfeedback Venue hirers feedbackHow we will do it (minimum commitments) Ensure hard copy information is available on request. Ensure a method of receiving hard copy submissions is madeavailable. Provide a summary of information in fact sheets or similar for anaccessible approach to the documents. Create a dedicated Have Your Say Waverley project page andenable online submissions. Send email/mail/flyer to stakeholders. Promote engagement opportunities in Council communicationchannels including social media, enews, website, Council page inlocal media. Email/alert stakeholders on final decision and results of theconsultation.EngagementPeriodA minimum 28days exhibitionperiod.As appropriatedependingon theprogram, twoweeks usualminimum. Community satisfactionreviewWaverley Council Community Engagement Strategy 2021
13Project TypeCouncil policies eg: Public Art Policy Community EngagementPolicyEngagementLevelConsult andInformWhat we will do(minimum commitments)Make available allrelevant information andprovide the opportunityfor the community tosubmit comments.How we will do it (minimum commitments) Create a dedicated Have Your Say Waverley project page andenable online submissions. Send email/mail/flyer to stakeholders. Hold meeting/workshop/Have Your Say Day with stakeholders. Ensure hard copy information is available on request. Ensure a method of receiving hard copy submissions is madeavailable. Translate information as relevant. Provide a summary of information in fact sheets or similar for anaccessible approach to the documents. Promote engagement opportunities in Council communicationchannels including social media, enews, website. Email/alert stakeholders on final decision and results of theconsultation.EngagementPeriodA minimumfour weeksconsultationperiod.Waverley Council Community Engagement Strategy 2021
14Project TypePublic-Private PartnershipProjects (PPPs) eg: Bronte Surf ClubPlease see Appendix 1 formore information on PPPsEngagementLevelConsult andInformWhat we will doHow we will do it (minimum commitments)(minimum commitments) Create a dedicated Have Your Say Waverley project page andProvide an opportunityfor the community toenable online submissions.have their say at each Send email/mail/flyer to stakeholders.stage of the project. Hold meeting/workshop/Have Your Say Day with stakeholders.Keep the community Ensure hard copy information is available on request.informed and updated Ensure a method of receiving hard copy submissions is madebefore commencing theavailable.next stage of the project, Translate information as relevant.including when work Provide a summary of information in fact sheets or similar for ancommences.accessible approach to the documents. Promote engagement opportunities in Council communicationchannels including social media, enews, website, Council page inlocal media. Email/alert stakeholders on final decision and results of theconsultation.EngagementPeriodA minimumfour weeksof eachengagementperiod, andthen 14 daysnotificationbefore workcommences.Waverley Council Community Engagement Strategy 2021
15Strategic Engagement Action PlanThe below outlines an action plan for Council’s commitment to continuous improvement in community engagement.Strategy 1Continual development of an organisational culture focused on best practice community engagementAction1.1 Improve organisational understanding of engagement techniques fromtop-down, via the development of a training and development program forkey staff across the organisationTimeframe(short, medium, long term )Short–term to ongoingResponsibleLead: Communications andEngagementPartner: Human Resources1.2 Build on and promote the internal Community Engagement Guidelinesand suite of tools and resources availableShort–termCommunications and Engagement1.3 Investigate the establishment of an internal engagement committee toshare experiences, key learnings, and better involve staff in projects thatthey have useful knowledge on or are affected byShort–term to ongoingCommunications and Engagement1.4 Develop checklist for staff to better plan engagement events andstandardised tasksShort–termCommunications and EngagementWaverley Council Community Engagement Strategy 2021
16Strategy 2Enhance systems and processes to enable best practice community engagementActionTimeframeResponsible2.1 Review and improve our community engagement website – Have YourSay Waverley – to ensure it continues to meet the needs of Council and thecommunity eg. improve functionality, stability, and overall user experienceShort to medium–termCommunications and EngagementPartner: Bang the Table serviceprovider2.2 Create templates for consistent evaluation and consultation findings to Short–termbe shared amongst departmentsCommunications and Engagement2.3 Investigate feasibility of integration of useful engagement findings and Medium–termdatabase with existing/future CRMLead/Partner: InformationManagement and Technology2.4 Establish major projects and engagement register to identify clashesand opportunities2.5 Regularly review engagement methods with the community onengagement methods to measure satisfactionShort–termLead/Partner: Customer Service,Communications and Engagement andother departments with engagementdatabasesCommunications and EngagementMedium–term to ongoingCommunications and EngagementLong–term2.6 Develop and implement an organisation-wide system to plan andmonitor key project milestones, such as internal stakeholder involvement,closing the loop , prescriptive necessary engagement actions for each typeof project, and examples of risk assessments and engagement plans, toensure consistent delivery on our promises to the public.Partner: Integrated Planning andReportingCommunications and EngagementWaverley Council Community Engagement Strategy 2021
17Strategy 3Ensure those who are impacted by, or have an interest in, a decision or initiate of Council are provided with theopportunity to do soActionTimeframeShort–term to ongoing3.1 Develop a schedule of regular engagement sessions in each ward, inaccessible and visible locations, including online and precinct meetings, toenable broad feedback on LGA-wide relevant projects and initiativesResponsibleLead: Communications andEngagement3.2 Explore different ways of engaging people online, including workshops Short–termand focus groupsPartner: Project managersLead: Communications andEngagement3.3 Develop a minimum radius notification commitments for relevantprojectsPartner: Information Management andTechnologyLead: Communications andEngagement3.4 Investigate options to have a ‘close the loop’ community consultationprocess, where the community is asked their thoughts on the finishedproduct/issues/the engagement process itselfShort—termMedium—termPartner: Relevant project managersLead: Communications andEngagementWaverley Council Community Engagement Strategy 2021
18Strategy 4Ensure our engagement practices are accessible and inclusiveActionTimeframeResponsibleMedium to long–term and ongoing4.1 Build on existing relationships and strategies to engage our diversecommunity in all Council engagement, including older people, childrenand young people, people from culturally and linguistically diversebackgrounds and Aboriginal and Torres Strait Islander people ie.Reconciliation Action Plan, Disability Inclusion Action Plan, Child SafePolicy4.2 Build capacity and a better understanding in the organisation of ways Short to medium–termto be more accessible and inclusive in engagement practices. Ensure thesebest practices are implemented across engagement projectsLead: Community Programs4.3 Support and enhance a targeted children and young peopleengagement plan to ensure policy decisions, programs and services areappropriate, relevant, supported, and responsive to the needs of youngpeopleLead: Community ProgramsMedium to long–term and ongoingPartner: Communications andEngagementLead: Communications andEngagementPartner: Community ProgramsPartner: Communications andEngagement1 Short term 6 monthsMedium term 18 monthsLong term 3–4 yearsWaverley Council Community Engagement Strategy 2021
Resourcing theStrategyThis strategy is intended to be predominantlyresourced from existing staff and budget. Duringscoping feasibility of each action, additionalresourcing may be highlighted as necessary,of which a business case will be drafted andsubmitted to the Executive Leadership Team forconsideration.Evaluating Council’scommunityengagementactivitiesThe primary outcome of the CommunityEngagement Strategy is as outlined in the DeliveryProgram 2018–2021: increased community satisfaction withengagement with CouncilCouncil will use a variety of methods to evaluateCouncil’s engagement activities. These include: participation levels in engagement activities(number of participants), considering the natureof the project quality of responses, in terms of relevance toprogram or project assessment of relevancy of engagement methodsappropriate to stakeholders verbal and written feedback from the communityon the effectiveness of engagement activities achievement of the identified engagementobjectives within the Community EngagementStrategy inclusive community representation.These evaluation results will be used to improvefuture engagement strategies and methods.ReviewThis strategy will be reviewed and updated everyfour years, as part of the review of the WaverleyCommunity Strategic Plan, or as required in theevent of legislative changes or requirements.A review will be reported to Council at the endof each financial year, including the progress ofeach action outlined in the Strategic Action Plan,and an overview of engagement outcomes for thepreceding 12 months.Waverley Council Community Engagement Strategy 202119
20Appendix 1: Public–PrivatePartnerships process(also known as PPPs or Council and Surf Club Partnerships)Waverley Council Community Engagement Strategy 2021
Appendix 2:Councillorengagementprocess for CapitalWorks ProjectsStep 1A Councillor workshop to be held on thedraft Capital Works Program prior to formalendorsement. All significant projects deemedto have a high level of community interest to bediscussed in terms of a Project Brief, includingproject objectives, scope (included and excluded),project assumptions, consultation overview,estimated timeframe and cost. A completedraft Capital Works list is to be distributed, withsignificant projects to identified.Step 2Formally approving all projects via signing off theCAPEX program each year.Step 3Notifying councillors of the upcoming Stage 1consultation. (‘Have your Say’ days) and distributingan invitation to attend. NOTE: For SAMP projectswith only like for like replacements, communityliaison will be limited to project notification only.For any upgrade, renewal, or new project whenthe design is of a technical nature (eg. North BondiCivil Infrastructure), the consultation process willcommence at Step 4.Step 4Participating in a Councillor workshop on theinitial concept design after any Stage 1 communityconsultation has informed draft concept designchanges, and identifying community suggestionsthat have been excluded.Step 5For significant projects, Council will formallyapprove the concept design to go to Stage 2consultation.Step 6Councillors are notified of the Stage 2 communityconsultation outcomes via a consultation outcomesreport sent via email. The report is to identify themain issues and what amendments will be madeto the concept design. It will also indicate whetherchanges are considered a significant variation to theconcept design endorsed by Council.Step 7When a significant design variation is proposed tothe concepts endorsed by Council, an additionalCouncillor workshop will be undertaken witha follow up formal report submitted to Councilfor endorsement of the amended design andconsideration of further community consultation.to detailed design. The email will include therevised concept design with the non-significantamendments shown and annotated or annotatedon the concept design as numbered commentswith the numbers referenced in the design and/orwith arrowed lines pointing to the changes made.If a Councillor believes that there is a problem withthe revised concept design, and that the detaileddesign and tender process should not yet proceed,they must contact the Director(within 5 businessdays) to determine next steps, if any. These nextsteps may be a further revised design, communityconsultation, and/or councillor workshop, andwould be determined by the Director followingconsultation or notification, as appropriate, withcouncillors.Step 9Exhibition during DA / Review of EnvironmentalFactors stage if requiredStep 10Council awards tender if estimated project valueis above the tender threshold, or the project isimplemented administratively (RFQ or internal).Step 11Councillors are provided copies of constructionnotification letters by email when distributed toresidents / businesses.Step 8Where no significant changes are proposed to bemade to the concept design, councillors will benotified via email that the project is to proceedWaverley Council Community Engagement Strategy 202121
QUALIFICATION 9% TRADE QUALIFICATIO N HOUSEHOLD TYPE % 23.8 Coupleswithchildren 23.5 Couples without children 6.1 One parent families 1 Other families 10 Group household 24.7 Lone person HOUSEHOLD SIZE % 27.7 1 person 36 2 persons 16.3 3 persons 13.6 4 persons 4.8 5 persons 1.6 6 or more persons TENURE TYPE % 22.5 Fully owned 21.4 Mortgage
