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HomeMy WebLinkAboutMemo - Mail Packet - 3/7/2023 - 07 - Memorandum From Rupa Venkatesh Re: Council Training – Authentic Public Participating For Decision Makers (Iap2) Agenda – March 6, 2023 1 of 1 | P a g e City Manager’s Office PO Box 580 300 LaPorte Ave. Fort Collins, CO 80522 970.221.6505 970.224.6107 - fax fcgov.com MEMORANDUM Date: March 2, 2023 To: Mayor Arndt and City Councilmembers Thru: Kelly DiMartino, City Manager From: Rupa Venkatesh, Assistant City Manager Re: Council Training – Authentic Public Participating for Decision Makers In response to Council’s interest in learning more about public participation, a two-hour training will be provided on March 6, 2023 at 4pm by Wendy Green Lowe, who is a licensed International Association for Public Participation (IAP2) trainer. IAP2 is recognized globally as a definitive authority on effective public involvement and has developed training for public participation specialists and for decision-makers to provide a broad-based learning experience covering the foundations of effective public participation. The City of Fort Collins uses the IAP2 model as well. The learning objectives for the training is as follows:  How public participation ties into decision-making  When and why to have the public participate in decisions (and when not to)  The decision-maker’s unique role and commitment  Key concepts that must be considered when involving others The agenda and presentation materials are attached to this memorandum. Councilmembers do not need to prepare in advance. Attachment: 1. Agenda and presentation DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Authentic Public Participation for Decision Makers Wendy Green Lowe will facilitate a session for Fort Collins City Council focused on the International Association for Public Participation’s Guidelines for Effective Public Participation for Decision Makers Agenda: Opening 4:00 pm – 4:05 pm Discussion: What does effective public participation mean to you? And how do we know when it’s been successful? 4:05 pm – 4:15 pm What is Public Participation? 4:15 pm – 4:20 pm Why do Public Participation? 4:20 pm – 4:35 pm Key Considerations: • Clarify the Decision Being Made • Who to Involve • Select the Level of Participation • Comply with Professional Standards 4:35 pm – 5:10 pm Discussion: When and how have you seen the public participation process help Council make a better decision? 5:10 pm – 5:25 pm Discussion: What is the City of Fort Collins already doing well and where would you like to see improvement (with regard to public participation)? 5:25 pm – 5:40 pm Discussion: What role should Council play in seeking input from the public? What role should staff play? 5:40 pm – 5:55 pm Closing 5:55 pm – 6:00 pm DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. Effective Public Participation What, Why and How to Involve Others in Your Decisions DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 What would effective public participation look like to you? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 What is Public Participation? IAP2 defines public participation as any process that 1) invites input from the public and 2) uses that input in decision-making DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 What is Public Participation? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. What is Public Participation? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Why Involve the Public? 1.It’s required by law 2.You anticipate controversy 3.You believe the public’s input could help you work through issues 4.You believe participation would promote buy-in and support during implementation DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. Why Involve the Public? The City of Fort Collins is already committed to considering the triple bottom line by looking at environmental, economic, and social impacts of decisions during decision-making processes. Public participation can provide valuable insights into the social implications of the decisions you make. Durable decisions result when the public had the opportunity to participate, believes their input has been considered, and understand the rationale for decisions that are made. DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. What are the risks of not involving the public? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. What are the risks of not involving the public? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 When Not to Involve the Public When you won’t/can’t consider their input: •because there are so many constraints on the decision that there are really no choices to be made •you have already made up your mind. Don’t ask for input you have no intention of using DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. Risks and Benefits of Not Doing Public Participation Risks •Fails to meet expectations about public’s role in government •Increases potential for challenges (controversy, outrage) if the outcome is not supported •Informs a perspective that government is not responsive (or self serving) Benefits •Faster •More efficient DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. Risks and Benefits of Doing Public Participation Risks •Raises expectations about the level of influence the public might have on outcomes Benefits •Provides the opportunity to learn from the public •Provides transparency •Allows the decision-making process to take public values into consideration DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Four key considerations for effective public participation •Clearly define the decision to be made and how it will be made •Determine who to invite to participate •Determine the most appropriate level of engagement •Embrace professional standards for how public participation should be conducted DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Clarify the Decision to be Made Make certain it is clear to the public what decision is being made and what input is being sought from the public DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. To begin, we need agreement with the public on what problem or opportunity is being addressed and why •If you don’t have agreement with the public on the problem or an opportunity, you will never agree on a solution •A clear, shared, decision statement is essential to good decision-making. DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Consider how the decision statement might affect how people will choose to engage •In a rural Colorado, sheep ranchers wanted EPA to legalize a new chemical called 1080. •It was a promising way to kill coyotes preying on their lambs. The ranchers defined the decision as “how to legalize 1080” DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 •The state wildlife agency sympathized with the ranchers. •They worried that 1080 could harm endangered birds. The wildlife agency defined the decision as: “how to kill coyotes” DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 •Environmental groups were outraged after seeing the effects of 1080 on the food chain. •They did not see the need for all-out war on coyotes. The environmental groups defined the decision as: “how to save the lambs” DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 A shared decision statement might be reframed as: “how to support the ranching economy without harming the environment” DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Understand the decision-making process DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 2. Determine who needs to be involved DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Who are the “unsurprised apathetics” Why don’t people get involved? •Too busy •Don’t know enough about the issues •Don’t think anyone will listen anyway •Didn’t even know the opportunity existed •Don’t care •Trust government to make the best decision DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 We need everyone to get the full picture DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 We need everyone to get the full picture •Diversity –We must invite the full range of perspectives to participate •Equity –We must provide equitable access to the process of engagement •Inclusion –We must remove any barriers to participation Diversity, equity, and inclusion are essential for effective public participation DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 3. Determine the Level of Public Participation •Level of controversy •Level of trust/distrust •Level of perceived impact of the decision •Complexity and difficulty •Can the public influence the decision? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved.IAP2’s Spectrum ofInvolvementDocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. Key takeaways from the IAP2 Spectrum •There is no “right” or best level •Moving to the right is not necessarily better •You may need to work at different levels at different times and with different audiences •To be effective, you will need to inform the public regardless of the level chosen •Fit your P2 to your needs, constraints and community 30 DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 4. Understand that there are professional standards for this kind of work •IAP2 Core Values •IAP2 Code of Ethics •IAP2 USA’s Commitment to Equity Many city staff have completed IAP’s 40-hour foundational training and know how to do this work authentically. DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Challenges we are dealing with •Increasing incivility in public discourse •Diverse preferences for communication •Eroding confidence in science and government •Questions about veracity of data/information •Increasing expectation that public should be involved in decision-making, but challenged by the fact that everyone is very busy and feeling stressed •Participation fatigue DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 When and how have you seen the public participation process help Council make a better decision? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 What is the City of Fort Collins already doing well and where would you like to see improvement (with regard to public participation)? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 What role should Council play in seeking input from the public? What role should staff play? DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Tell me, I forget… Show me, I remember… Involve me, I understand -Chinese proverb DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 “Never underestimate the will or resourcefulness of people who are snowed in half the year.” -Steve Lopez On the efforts of Wisconsin residents to block Perrier’s proposed bottling plant DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 Decision-Maker and Leaders’ Role •Be clear about the decision, the decision-making process, the constraints (non-negotiables), and the role the public will play in the process •Make sure planning is done properly and adequately •Consider the input you get •Explain how your decision reflects the input that was provided •Only promise what you can deliver •Deliver on your promises DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34 © IAP2 International Federation 2015. All rights reserved. Summary Public Participation •Improves decisions •Brings new perspectives •Makes projects more effective and sustainable The Public Needs •Your commitment •Clarity on the decision, public’s role, your objectives •Commitment to diversity, equity, and inclusiveness in well- designed processes DocuSign Envelope ID: 6563E2E7-2D35-4878-8F2A-0126C26DFA34