5. WHAT IS POLICY?
⢠statement of intentions to guide decision-making
⢠translates vision to action
⢠a functional framework for staff actions
⢠regulates how citizens live in a community
6. POLICY TERMS
⢠Policy challenge â issue or problem
⢠Policy result â desired outcome
⢠Policy options â strategic alternatives
⢠Policy actions â implementation steps
8. GOOD POLICY
⢠Beneficial to public respecting individual rights
⢠Consistent with legislative authority
⢠Reflects community vision
⢠Well informed
⢠Within the organizationâs resource capacity
⢠Easy to interpret
⢠Adaptive
9. WHY POLICY?
⢠legislated requirement for elected officials
⢠framework for goal setting
⢠guides program design & service delivery
⢠rules and regulations for decisions
⢠principles that guide day-today actions
10. POLICY CATEGORIES
⢠governing policies
⢠operational policies
⢠administrative policies
What are some examples from your
organization within these categories?
11. BYLAW, POLICY or PROCEDURE?
Can you think of some examples from your
organization to add to these categories?
Bylaw Policy Procedure
Fees & Charges Bylaw Facility Use Policy Fee Collection Steps
Green Space Bylaw Park Reserve Park Maintenance
Standard
Zoning Bylaw Application Process Application Checklist
Annual Budget Reporting Schedule Report format
Joint Use Agreement Scheduling process Cleaning Schedule
13. GOOD POLICY ACTIVITY
Purpose â to recognize the elements of good policy making
1. Select facilitator, recorder, timekeeper and presenter
2. Review policy checklist â make additions
3. Agree on 3 items critical to policy success
4. Share policies that fell short
5. Share policies that excel
6. Present one example to plenary
16. INFORMED DECISION MAKING
⢠fact based
⢠informs rather than directs policy decisions
⢠inquiring minds want to know
⢠decisions based on evidence not emotion
⢠objective not subjective
⢠supports transparency
17. TYPES OF ISSUES
Routine Policy Challenge
⢠not new
⢠solutions known
⢠policy options clear
Complex Policy Challenge
⢠new, solutions are not clear
⢠unexplored policy options
⢠uncertain policy actions
18. DISCOVER STAGE
⢠defining the problem
⢠validity of facts
⢠more than one problem?
⢠what questions need asking?
⢠existing information
⢠research
⢠best practices
Results in a key question
19. POLICY BRIEFING
Issue Related problems
Background Data, feedback
Policy Challenge Key question that guides policy inquiry
Stakeholders Affected parties or those to involve
Expectations Measureable outcomes, impact
Policy Result Key outcome
Alternatives Ways to achieve policy result
Policy Option Best alternative to address issue
Policy Actions Implementation steps, milestones
Resources Fiscal, human & support required
Why is it helpful to have a standard format?
20. POLICY DEFINITION ACTIVITY
Purpose â to develop a real life policy recommendation
beginning by identifying the policy issue or problem
1. Select facilitator, recorder, timekeeper and presenter
2. Discuss policy issues you are facing
3. Agree on one to use as a group
4. Identify info available to you (policy briefing worksheet)
5. Identify possible questions
6. Choose one key question
21. POLICY RESULTS
Subjective expectations â observable
Objective expectations â measureable
Input from citizens â property owners & residents
Input from agencies â non profit, private, govât
Indirect input â questionnaire, comment card
Direct input â advisory committee, public hearing
22. POLICY RESULTS ACTIVITY
Purpose â key result if the policy issue is addressed
1. Select facilitator, recorder, timekeeper and presenter
2. Determine stakeholders
3. List observable and measureable expectations
4. Determine key result
5. Debrief questions in workbook
23. IS A POLICY NEEDED?
⢠to comply with legislation
⢠to establish consistent treatment
⢠to guide repeat situations
⢠to establish standards & regulations
⢠to protect the municipality legally
⢠if employee actions indicate confusion
Can you think of an example when policy was not
needed for an issue facing Council?
25. PRACTICALITY CHECKLIST
Can you think of other practical considerations to
evaluate policy alternatives?
Options Analysis Criteria Likely Medium Unlikely
1. Legislative Ease Yes Maybe No
2. Existing Policy Consistency Yes Maybe No
3. Existing Contract Ease Yes Maybe No
4. Political Will to Proceed High Neutral Uncertai
n
5. Human Capacity to Implement High Medium Low
26. POLICY RESULTS ACTIVITY
Purpose â to generate possibilities & alternatives for
resolving the policy issue
1. Select facilitator, recorder, timekeeper and presenter
2. Determine stakeholders
3. List observable and measureable expectations
4. Determine key result
5. Debrief questions in workbook
27. DELIVER STAGE
⢠plan to implement best option
⢠sequenced actions
⢠responsibilities
⢠timeline
⢠resources
⢠expenses
⢠revenue
⢠start-up costs
Results in a policy action plan
28. POLICY ACTIONS ACTIVITY
Purpose â to identify actions, timelines and resources to
implement the policy recommendation
1. Select facilitator, recorder, timekeeper and presenter
2. Identify required actions to implement the preferred option
3. Sequence the actions using a timeline
4. Assign positions to tasks
5. Identify resources
6. Debrief questions in workbook
29. POLICY RECOMMENDATIONS
Policy Briefing
⢠facts & comparative information
⢠prepared for Council discussion & debate
Policy Format
⢠policy recommendation
⢠prepared for Council debate & approval
Can you recall a time when staff prepared information
that was not what Council was looking for?
30. POLICY FORMAT
Municipal Logo Type of Policy Policy #
Approved by:
Effective date:
Department:
Policy Title
Purpose of Policy â˘Describes the issue the policy is meant to address
â˘Describes the desired policy result and outcomes
Definitions â˘Defines terms included in the policy
â˘Provides clarity & consistent understanding
Policy Statement â˘Reflects relevance to organizationâs broad vision
â˘Cites relevant laws, regulations or codes
Policy Content â˘Conditions, principles and applications
â˘Who will administer the policy
Related Documents â˘Linked or superseding policies
â˘Reference to implementation procedures
Appendices â˘Related information leading to the policy
â˘Related information for implementing the policy
Approval Date: Date of resolution by Council
31. POLICY RECOMMENDATION ACTIVITY
Purpose â to review a policy recommendation to ensure
support from Council
1. Select facilitator, recorder, timekeeper and presenter
2. Review Policy Briefing info & determine final recommendation
3. What factors affect the recommendation?
4. How will you address these factors?
5. What information needs to be presented to Council?
6. Debrief
34. INFORMED DECISION MAKING
⢠adequate information
⢠good debate
⢠factual information and data
⢠forecasts and trends
⢠perceptions from various interests
⢠justification and further analysis
35. TYPES OF DECISIONS
Routine Problem and solution are well know
Minimal criteria and options necessary
Yes/No Choice to be made among alternatives
Focused on debate
Best Choice Assessment of various complex alternatives
Information & debate required
Possibilities? Problem & solution are not known
Information & debate required
What are some examples for each decision type
in your community?
36. POLICY CONSEQUENCES
Predictable Enough information to predict outcome
Dependent Different viewpoints that need comparison
Risky Possible or unknown negative
consequences
What are some examples of different policy
consequences you have experienced?
37. GODD DEBATE
⢠differs from discussion
⢠good debate intended to result in a decision
⢠formal process that occurs in public
⢠yes â agree with recommendations
⢠no â turn down recommendation
⢠refer or defer â more information required
38. DEBATE ACTIVITY
Purpose â to discuss reasons policy debate might derail
1. Select facilitator, recorder, timekeeper and presenter
2. Brainstorm factors that derail policy debate. Choose two
3. As Mayor, how would you deal with these?
4. As Councillor, how could you prevent these from occurring?
5. Report back to plenary
6. Debrief
39. PRINCIPLES OF GOOD DEBATE
⢠know what youâre talking about
⢠use logic to present your side
⢠be accurate, rely on facts
⢠be professional in your conduct
⢠use supportive language
⢠avoid exaggeration
⢠follow protocols, points of order
⢠keep your perspective
41. IMPLEMENTATION FACTORS
Capacity to implement the decision
⢠staff time
⢠fiscal resources
⢠expertise
Unforeseen conditions
⢠community acceptance
⢠political will
⢠legal capacity
42. UNINTENDED CONSEQUENCES
Tradeoffs
⢠negative impact exceeds benefits
Social Impact
⢠causes people to react in a negative way
Resource Leveraging
⢠diminishes service or capacity
Can you think when a policy resulted in
unforeseen resource issues, negative
conditions or unintended consequences?
43. UNINTENDED CONSEQUENCES ACTIVITY
Purpose â to recognize, prevent or correct the impact of
unintended policy consequences
1. Select facilitator, recorder, timekeeper and presenter
2. Identify inadequate resources, unfavorable conditions
and/or unintended consequences that may arise from your
recommendation. Agree on 5 to examine further.
3. How could you have prevented this in the policy definition,
development and decision stages?
4. Is there an opportunity to correct in the debrief or evaluation
stage?
45. COMMUNICATION MEDIUMS
Public Media
⢠radio, newspapers, television
Target Mediums
⢠website blogs, give-aways, outreach programs
Informal Methods
⢠coffee shop conversation, trade show booth
How would you communicate your policy
decision?
46. DEBRIEF STAGE
⢠progress
⢠contingency options
⢠check-in points
⢠data & statistics
⢠observations
⢠comparisons
⢠scheduled review
⢠legislated requirements
How would you suggest your policy decision be
monitored?
47. SUMMARY
What are some key ideas you gained from this
session?
How will you apply one of these ideas in your
community?
What is one pitfall you would like your local
government to avoid in the policy making process?