Community Consultation Techniques

LASC 393 PRACTICUM: APPLIED LANDSCAPE PRACTICE

Guest Lecturer: Fraser Miller from Rough and Milne Landscape Architects

06 March 2016

Image above sourced from http://www.capitalmetro.act.gov.au/consultation

1. What is Community Consultation

2. Benefits of Community Engagement

3. Methods to Encourage Participation

4. What Works Best and When

5. How to Collect and Collate Data

6. Facilitating a Public Meeting

7. Providing Feedback on Data Received

8. Questions…

Content

• Public consultation, is a process by which the public's input on matters affecting them is sought. It usually involves notification (to publicise the matter to be consulted on), consultation (a two-way flow of information and opinion exchange) as well as participation (involving interest groups in the drafting of policy or legislation).

• Government agencies (Councils, NZTA, MOE, etc) must involve communities in policy-making and service delivery – i.e. reserve management plans or a designation for a future motorway or school.

• Public consultation can also be voluntary to ensure a complex project runs smoothly – i.e. a town centre upgrade.

1. What is Community Consultation

The above text was adapted from the Wikipedia definition for Public Consultation… https://en.wikipedia.org/wiki/Public_consultation

The above image was sourced from… https://en.wikipedia.org/wiki/Public_consultation

• Identifies the key issues affecting a community – locals know their patch best – i.e. road speed, safe crossing locations for pedestrians, parking issues even how a community perceives themselves – i.e. lay back or sophisticated!

• Assists with problem solving – local knowledge is powerful i.e. how people use a place, such as pedestrian desire lines, fluctuations in population during major events and popular gathering spaces – i.e. lookouts to check the surf!

2. Benefits of Community Engagement

Top image above sourced from https://www.google.co.nz/search?q=havelock+north+flower+pods&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwisx8WemoDLAhWKlJQKHVWlDDMQ_AUIBygC#tbm=isch&q=whangamata+town+centre&imgrc=iNykxHFoMGpsGM%3A Bottom image sourced from http://www.stuff.co.nz/motoring/8464459/Whangamata-in-hot-rod-heaven

• Builds trust and understanding – creates a sense of shared ownership shared decision making – avoids an ‘us and them’ feel.

• Builds strong working relationships – gets everybody on board working towards a shared vision.

• Ensures Maori participation – local iwi matters are identified and protected.

• Avoids miss-interpretation – i.e. Havelock Norths’ roundabout flower pods.

Benefits of community engagement (continued)

Image above sourced from https://www.google.co.nz/search?q=havelock+north+flower+pods&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwisx8WemoDLAhWKlJQKHVWlDDMQ_AUIBygC#tbm=isch&q=havelock+north+roundabout+flower+pods&imgrc=uSDMm0aGubmLhM%3A

Image above sourced from http://comicvine.gamespot.com/forums/superman-165/what-is-your-idea-of-superman-s-spaceship-1494437/

• Identifies what is special about a place and its people – essential for place enhancement.

• Improves evaluation and monitoring – local experiences and feedback provide valuable insight into how something is used and could be improved – i.e. the Sumner coarse way notice board.

• Ensures a successful outcome for all involved.

Benefits of community engagement (continued)

Image above sourced from https://www.google.co.nz/search?q=new+plymouth+foreshore+walkway&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjFjLKAjILLAhUBKJQKHc-FDskQ_AUIBygC&dpr=1#imgrc=a24iilQAjqCSRM%3A

3. Methods to Encourage Participation

• Community engagement is required at various levels - strategic planning, design and construction.

• A broad range of methods are used…

Image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=community+consultation+model&imgrc=GqWOu3qCDDXjqM%3A

Methods of Community Engagement (continued)

• Public meetings, design workshops (charettes) and discussion groups.

• Public displays, models (digital fly-throughs), photo-simulations and photo-montages.

Top image sourced from http://www.strategy.co.nz/our-work/share-an-idea.aspx Bottom image sourced from http://www.opus.co.nz/

Methods to Encourage Participation (continued)

• Advertisements, newsletters and mail drops.

• Comment forms and pin up boards.

• Social media – group Facebook page – i.e. for skateparks, playgrounds, etc.

• A designated liaison person – to update retailers on work affecting them in a streetscape upgrade.

Top image sourced from http://www.strategy.co.nz/our-work/share-an-idea.aspx

4. What Works Best and When

• Consultation should take place before any design work – meet the locals first before launching into it.

• Ideally a range of techniques should be used to get a response from both outspoken and introvert people.

• Public meetings can be used to canvas large groups. Tend to be structured with limited audience interaction – i.e. hold questions to the end.

• Smaller meetings can be less formal and encourage active discussion and paticipation.

Above image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=share+an+idea+christchurch&imgrc=fZp4GGfCURgyWM%3A

• Large groups can be divided into smaller groups with a spokesperson (consultant) that reports back to the wider group at the end.

• Design workshop (charette) and group brain storming provide group participation.

• Comment forms and pin up boards suit individual participation.

• Public displays, advertisements and pin up boards (share an idea) cater for people unable to attend public meetings.

What Works Best and When (continued)

Top image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=design+charrette+nz&imgrc=JGD1a-wuoWGdRM%3A Bottom image sourced from http://www.tcdc.govt.nz/Your-Council/News-and-Media/News-and-Public-Notices/News-Archived-Articles/January-2015/Tsunami-Open-Day-Whangamata/

5. How to Collect and Collate Data

• Data can be collected from comment forms, pin up boards, meeting minutes and general discussion.

• A large scale plan (or model) glued onto foam board with flags (on skewers) that people can write on and place in the location of the comment/ issue provides an innovative tool for identifying key areas of opportunity/ concern.

• Provide (lego) blocks for people to explore density, height, layout, spaces, etc.

• Data should be collated and summarised into key topics – arrival experience, way finding, retention of trees, etc.

• The key topics can be presented in a matrix identifying the common issues raised – data trends.

Top image sourced from http://www.strategy.co.nz/our-work/share-an-idea.aspx Bottom image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=share+an+idea+christchurch&imgrc=hhJ27ot5Lj9UuM%3A

6. Facilitating a Public Meeting

• Invite the key stakeholders – i.e. landowners, retailers, local iwi, neighbours, interest groups, the police, caretaker, etc.

• Circulate an attendance form as people arrive so they can be contacted afterwards and forwarded a copy of the minutes.

• Outline the agenda and timeframe for the meeting – provide some structure.

• Invite the client to open the meeting and introduce the designer as the chair person.

• First meeting should set the scene – describe the context and site description.

• Outline initial observations - a list of opportunities and constraints.

• Encourage participation and shared ideas.

Above image sourced from http://www.stuff.co.nz/business/farming/aquaculture/76794244/concerns-raised-about-proposed-fishing-park-in-marlborough-sounds

• Present a preliminary design solution for a first meeting – i.e. a sketch design… nothing too refined otherwise they’ll focus on the details rather than the big picture.

• Provide an opportunity for questions at the end. Give as many people as possible a chance to speak. Keep to time!

• Retain calm (poker face) persona during praise and criticism – watch your body language and tone of voice!

• Close the meeting and circulate comment forms and outline the next step in the process – transparency is key.

• Always provide sometime after the meeting for informal discussion - i.e. a supper with scones and high tea!!

Facilitating a Public Meeting (continued)

Above image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=high+tea&imgrc=pWxwB7UTw2KiGM%3A

7. Providing Feedback on Data Collected

• A second public meeting is useful for showing design progression taking on board feedback received.

• Comments can be made public to encourage others to make comments – ‘share an idea’ campaign.

• Summarise the minutes from the previous meeting and the outcome from any actions recorded.

• Outline the key trends from the feedback received and how this has influenced the developed design.

• Remain open to criticism and on-going design refinement. Remain professional and impartial at all times – don’t take a side!

Above image sourced from https://www.google.co.nz/search?q=design+charrette&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwjh2oeLn4DLAhVDnqYKHRjxCSYQ_AUIBigB#tbm=isch&q=angry+public+meeting&imgrc=8Oy7mAQ8CkpEAM%3A

8. Questions

Above image sourced from https://www.google.co.nz/search?q=questions&biw=1920&bih=986&source=lnms&tbm=isch&sa=X&ved=0ahUKEwiAurv0koLLAhXB36YKHQV1CSMQ_AUIBigB#imgrc=53pUafvL9pa_TM%3A