Charmaine Cooper is the Community Engagement Coordinator for Wingecarribee Shire Council. Her role is to develop strong communication networks between the community and council and support public participation in council decision making. She facilitates engagement activities like surveys, meetings, and online forums to gather community input on projects and plans. The document outlines council's community engagement strategy, toolkit, and past engagement projects on issues like environmental plans and infrastructure projects. It provides guidance for councillors, staff and committees on their roles in engagement activities.

1. Charmaine Cooper
Community Engagement Coordinator
engagement
Community

2. Who what when
• 2010 development of Community Strategic Plan 2031+
• Community Engagement Coordinator 12mth trial - permanent July 2011.
• Responsible for the development of effective, strong links and
communication networks between the Community and Council.
• Supports project managers to develop and publicise opportunities for the
community to participate in decision making or comment on proposals.
• Community engagement is about offering opportunities for the
community to participate in the decisions made by Council.
• Consultation = Community Engagement = Public Participation

3. Role of councillors and staff
• A Councillor’s role is to listen to the community and consider various
views when making decisions at Council. Community engagement
provides valuable opportunities for Councillors to hear and understand
the voice of the community and ensure that this voice is properly
represented when Council meets and makes resolutions which impact the
future of our community.
• A Council staff member’s role in community engagement is to organise
and facilitate the discussion, record, provide feedback, evaluate the
engagement and consider the community’s views when making unbiased
recommendations to Council or committees.
• Both Councillors and Council staff are encouraged not to dominate or
direct community discussions, nor to dismiss the community’s input.
Instead, Councillors and staff should allow discussions to move forward in
an open, respectful and inclusive way.

4. Role of committee members
• Committee members may suggest that consultation be conducted for
various projects and proposals.
• They may be invited to provide advice on specific target groups and the
extent of a consultation.
• Committee members will be able to review the extent of community
engagement activities and results of consultation when reports are tabled.
• When attending consultative activities, committee members (like
Councillors and staff) are encouraged not to dominate or direct
community discussions, nor to dismiss the community’s input. They
should allow discussions to move forward in an open, respectful and
inclusive way.
• Committees and working groups themselves are often included in a
toolbox of consultative methods.
• Depending on their Terms of Reference these groups may work
at varying levels of the IAP2 Public Participation Spectrum

5. IAP2 public participation spectrum
INFORM CONSULT INVOLVE COLLABORATE EMPOWER
To provide the
public with
balanced and
objective
information to
assist them in
understanding
the problems,
alternatives
and/or
solutions.
To obtain
public
feedback on
analysis,
alternatives
and/or
decisions.
To work
directly with
the public
throughout the
process to
ensure public
issues and
concerns are
consistently
understood
and
considered.
To partner
with the public
in each aspect
of the decision
including the
development
of alternatives
and
identification
of the
preferred
solution.
To place final
decision
making in the
hands of the
public.
International Association for Public Participation

6. Past projects
• Environment levy continuation
• East Bowral Section 94 budget allocator
• Greenwaste service 2012 and 2013
• Sewerage treatment plants
• Moss Vale War Memorial Aquatic Centre
• Illegal dumping
• Smoke free outdoor dining
• Plans of management
• Bowral traffic
• Kmart development public meeting
• Town Centre Master Plans

7. Response rates
• Environment levy – 5000 surveys posted to randomly selected ratepayers
with 1010 returns (20%) + 77 online completions
• East Bowral – 60+ people attended info session followed by 76 online and
83 postal responses
• Greenwaste service 2012 – 4000 surveys posted to randomly selected
ratepayers with 935 returns (23%) + 276 online completions
• Kmart development public meeting – 165 people attended
• Greenwaste service 2013 - 6000 surveys posted to randomly selected
ratepayers with 1751 returns (29%) + 424 online completions

8. strategy and policy
Following consultation with the community in early 2014, Wingecarribee
Shire Council adopted a strategy and policy for community engagement on
26 November 2014.
The documents can be viewed online at
www.wsc.nsw.gov.au/community-engagement-strategy-and-policy
Refer to the Communications Strategy for further information.

9. Engagement Toolkit
ENGAGEMENT TOOLS & TECHNIQUES
• Your Say Wingecarribee online forum
(incl budget allocator) 900+ registered
www.yoursaywingecarribee.com.au
• Surveys – written, phone and online
• Council committees and working groups
• Public meetings and forums
• Workshops
• Emailed newsletters (500+)
• Appreciative Enquiry approach
• Dotmocracy
• World Café

10. Communication Toolkit
COMMONLY USED TOOLS
• WSC website, pages, events, advertisements www.wsc.nsw.gov.au
• Letters – direct mail to residents and property owners (22,680)
• Wingecarribee Today newsletter – 27,000 households (qtly)
• Radio interviews – 2ST and Highland FM
• Stakeholder notifications – email, letter, phone calls
• Council Information Kiosks (monthly in villages)
• Community Newsletters including schools
• e-list newsletters for subscribers
• Social media including Facebook, YouTube, Twitter
• Advertising (newspaper and radio)
• Village Association meetings, info sharing etc
• Photos – slideshows and displays
• Corporate Calendar listing
• Community noticeboards
• Poster & invitation distribution
• Customer Service team briefing
• Brochures, fact sheets
• Media releases media.wsc.nsw.gov.au
• Presentations
• Weekly Circular items
OTHER TOOLS
• Market stalls
• Competitions
• Displays at events
• Cinema advertising
• Local interest groups
• Digital video for YouTube
• Shopping Centre Displays
• GM/Mayor speaking engagements

11. Questions?

12. The process
• Council resolution or project officer request for assistance
• Initial meeting with CE Coordinator
• Templates completed to identify scope of consultation,
stakeholders, level of input, techniques, tools & evaluation
• Information prepared to ensure community makes informed
decisions or comments. Plain English checks.
• Advice and guidance provided during consultation.
• CE Coordinator time charged out to major projects.
• No specific budget allocation – projects to cover

13. Systems view
Targets
• Improved community
satisfaction rating
Outputs
• Consultation events
• Information kiosks
• Policies & procedures
• Plans
• Surveys, forums
• Publications and media
releases
• Information and adviceProcess Measures
• Level of compliance
• Completion within
timeframes
• Customer satisfaction
• Event participation and
attendance
• Level of public
consultation
• Number of responses
received
Results Measures
• Resident perception
• Project Manager perception
• No. of compliments
• No. of complaints
Other Stakeholders
• Other Councils
• Emergency Service
Organisations
• Our families
Inputs
• Legislation
• Local Government Act
• Integrated Planning and
Reporting Framework
(IPRF)
• Policy and Procedure
• Standards
• Expertise and Advice
• Capital Expenditure
Guidelines
• Postal services
• Research and facilitation
• Advice & support services
Suppliers
• Consultants and Contractors
• Australian Bureau of Statistics
• Information Services
• Financial Services
• Council Committees
• Australia Post
• IAP2
• NSW Planning & Infrastructure
• Division of Local Government
• Bang The Table
• Survey Monkey
• Mail Chimp
• Media
Our People
• Community Engagement
Coordinator (leader)
• Communications Coordinator
Conversations / Relationships
• Between the Team and Customers
• Between the Team and Suppliers
• Between the Team and Other Stakeholders
• Other Councils
• Executive
Processes
• Community engagement
• Consultation
• Risk & reputation management
• Writing & reviewing publications
• Media releases
• Websites
• Social media
• Surveys
• Letterbox drops
• Event coordination
Value Adding Chain
Assets
• Technology
• Equipment
• Intellectual
Property
• Human Capital
Feedback
Values :
Integrity, Trust & Respect ▪ Responsibility & Accountability
▪ Communication & Team Work ▪ Service Quality.
Mission :
Wingecarribee Shire Council's mission is to create and nurture a
vibrant & diverse community, growing & working in harmony with our
urban, agricultural & natural environments.
Vision : Leadership ▪ People ▪ Places ▪ Environment ▪ Economy
Outcomes
• Organised input from
community members
and groups into Council
decision-making
process providing the
potential for a better,
more informed decision
for everyone.
• Enhancing community
ownership of decisions
and the resultant
outcomes.
• Significant policies and
programs submitted to
Council have
community input.
Customers
• WSC Project Managers
• Senior Management team
• Rate Payers
• Residents
• Businesses
• Community Organisation
• Visitors/Tourism
• Councillors
• Government Agencies