Public engagement identifies ways that residents, councillors and City employees can be involved and participate collaboratively in problem-solving and decision-making processes. It should be based on the following criteria:

• Clarity of purpose: Participants must be clear on the role they play in the process.
• Reflective of diverse populations and opinions: Efforts will be made to engage the community’s demographic diversity to the greatest extent possible.
• Purpose: Raise awareness with residents and ensure that all participants’ perspectives are heard, taken into consideration and help to inform decision-making.
• Based on accurate information: Ensure information about the major elements of any issue or initiative is accurate so that participants can refine their perspectives, voice their points of view and better understand those of others.
• Organized and well-facilitated: Processes should be facilitated by someone who will encourage participation that is respectful and equitable so that discussions stay focused and sufficient time is given to the most important issues.
• Communication of results: Results will be shared with residents. This includes reporting back after individual sessions and offering explanations of how input from participants informed final recommendations and/or decisions.

Our key principles of public engagement are

1. Inclusivity: Organizers will try to 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 assist residents in their planning, preparation and participation.
3. Respect: All participants must be respectful of diverse views, values and interests. The process must also respect decision-making protocols and jurisdictions at the municipal and provincial levels.
4. Transparent and accountable: The process will demonstrate a commitment to efficient and effective use of taxpayer dollars and ensure both the process and its outcome are transparent.
5. Clear and coordinated approach: Throughout the engagement process, plain language and a variety of communication channels will be used to optimize residents’ input, because people learn and engage in different ways. Public engagement activities will be coordinated and/or combined where possible to help find efficiencies.
6. Continuous improvement: Public engagement activities will be regularly evaluated and improved.
   
   

All participants need to be aware of, and agree to, the following guidelines at the beginning of any public engagement process. Guidelines for participation will be visible where appropriate at public engagement sessions, and feedback reported back to community and Council will be reviewed to ensure input aligns with these guidelines.

During in-person, online and digital engagement opportunities, all participants agree to:

• Be respectful of all participants;
• Be open to all ideas;
• Adhere to the established process and time frame;
• Change process during a session only by group decision, if necessary;
• Allow everyone the opportunity to speak;
• Allow people to speak without interruption;
• Try to include everyone; and
• Turn cell phones off/mute.

The City is committed to providing a respectful environment for all participants that will enable them to express their perspectives on topics freely without fear of intimidation or reprisal. To maintain a respectful environment, a participant may be asked to remove himself/herself from a public engagement activity if he/she has:

• Refused to follow the guidelines for participation. This may involve ignoring time restrictions for speaking.
• Displayed disrespectful behaviour or made disrespectful comments when others expressed a point of view.
• Made disrespectful personal comments or attacked other participants.

The City of City uses the International Association of Public Participation (IAP2) Spectrum of Public Participation to help communicate the levels of engagement on a project or initiative. The Spectrum is used internationally, and it is found in many public participation plans across Canadian municipalities. This content has been adapted from the IAP2 and is the City's commitment to sharing when and how input will be considered on projects and initiatives.

We share on each project which level of the spectrum that engagement is occurring on, and if that level will change throughout the project.

Resident roles:

• Actively implement the principles of the public engagement charter;
• Initiate change by bringing forward ideas and thoughts that may help the City and the community find creative solutions to challenges through various means, including an online public engagement platform;
• Participate by offering ideas, suggestions and alternative solutions;
• Work collaboratively with fellow participants, the facilitator, council and City employees to find solutions; and • Identify concerns and issues early and throughout the process, and request alternative ways of participating if required.

Council roles:

• Endorse the public engagement charter and ensure it is embedded in the culture;
• Review any information gathered prior to making decisions;
• Make sure that the City employee proposals, individual concerns and overall public benefit are all considered;
• Work collaboratively with residents and City employees to find solutions;
• Debate and approve various motions, with direction, to initiate change; and
• Attend or be involved in public engagement activities when feasible.

City employee roles:

• Actively implement the principles of the public engagement charter;
• Provide access to tools, such as an online public engagement platform, to ensure that residents can initiate change;
• 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 the final reporting identifies resident feedback and explains how this feedback will be considered in the final recommendations and/or decisions; and
• Ensure that consultants and facilitators undertaking public engagement activities on behalf of the City comply with the public engagement framework.

The framework does not replace any existing laws, but supports City employees in meeting and, where appropriate, exceeding legal requirements. Expectations include:

• identifying timelines for the whole project;
• making all background information available as early as possible in the process; and
• identifying how input will be received and used to make a recommendation and/or decision.

Please note:

The City will inform the public when it performs maintenance activities at various public locations for health and safety reasons.

Planning and heritage applications have their own prescribed and separate legislative processes with specific time frames outlined in the Planning Act and the Ontario Heritage Act; therefore, they are not subject to this framework. However, all planning and heritage projects that are not legislated are subject to this framework.

While the City will endeavour to ensure that all residents’ feedback is taken into consideration through public engagement, it is not possible to satisfy the opinion of every participant in final recommendations and/or decisions

The City is committed to engaging residents on matters that affect their qualityof-life and their city. Public engagement encourages participation, action, personal responsibility and democracy. The goal is to facilitate more informed and inclusive municipal decision-making.

The City of Kingston’s core values are Teamwork, Respect, Integrity and Pride. The City is committed to being open, transparent and accountable, and to engage and empower residents to participate in meaningful discussions and innovative solutions. Kingston residents have the right to access information and proceedings to allow for effective public engagement and oversight of City affairs.

The City’s open government framework is an essential requirement of a smart city. The four key components of open government are: open data, open governance, open programs and services, and open engagement.

The City recognizes that there are three ways for change to be brought forward through public engagement:

• Resident-driven
• Council/councillor-driven
• City employee-driven

Although this public engagement framework focuses on the City employee-driven approach, it also captures a number of approaches for resident-driven and council-driven change.

The City's Public Engagement Charter was created with input by the community, staff and Council, and adopted by Council in 2017.

This charter represents the City’s commitment to that priority and reinforces the priority of the fundamental concepts outlined in the public engagement framework, including the roles and responsibilities for residents, council and City employees, key principles and techniques. The City of Kingston is committed to following The International Association for Public Participation (IAP2) as a recognized standard for public engagement. The levels of engagement are outlined in the public engagement framework.

The involvement of Kingston residents in the City’s decision-making process is vital to democracy.

Public engagement encourages participation, actions and personal responsibility. The goal of public engagement is more informed and, therefore, better City decisionmaking. Trust and confidence in the City of Kingston increases when residents are engaged in decision-making that impacts them. Opportunities need to be created for discussions, problem-solving and planning for the City of Kingston’s growth.

Successful public engagement requires meaningful interaction and dialogue between all participants. Securing the mutual respect of all participants, including residents, City employees and members of council will ensure the success of public engagement. The City will utilize technology to play a crucial role in the techniques used to engage. There is no single form of engagement that will meet the needs of all. As technology changes, adjustments will be made to ensure the City is providing residents with enhanced tools to make them aware of engagement opportunities, have a voice and to bring new ideas forward.

Respect is exemplified by:

• Listening with an open mind;
• Showing consideration for another point of view;
• Valuing the role each person plays in the public engagement process.

Together, the City of Kingston’s residents, council and City employees will improve public engagement and enhance the City.