This section provides an outline for a model public participation program that can be tailored based on the public participation approach desired and the answers to the key questions presented in chapter 3. This example assumes preparation of a climate action plan (CAP) but can be tailored for other climate action programs. Similar to the climate action planning process, a public participation program can be seen as including three phases with several actions in each phase:
The preliminary phase includes the tasks that should be completed before engaging the public in the planning process.
The goals of the public participation program for the climate action plan include the following:
While the whole community is ultimately the outreach target, subpopulations of the whole are concerned about different issues and will require different techniques of engagement. The following are some of the key populations:
Key messages are the main points to convey to all audiences, from residents to policy makers. These messages are crafted to move the community to action—in this case, to attend public meetings and provide input on GHG emissions reduction and adaptation policies. How these issues relate to the community’s response to the potential impacts of climate change is of paramount importance. Key messages should remain simple and straightforward. To achieve this, they can also be divided into primary and secondary messages if necessary.
Important to the completion of the CAP will be communicating these messages to the local and regional community. One highly effective way to do this is by creating an identity or “look and feel” through design choices, slogans, and iconic images, and a corresponding outreach program that promotes the CAP. There is an important distinction to be made between the development of an identity and key messages. An identity typically includes a graphic representation that conveys something permanent about the CAP. Unlike key messages, which are nimble and vary depending on the issue and the target audience, an identity would be set in place to convey one message to every target audience for a lifetime of at least five years.
The CAP process should be publicized in a diverse manner to reach the maximum number of community members. This process should begin with the identification of local social and cultural hubs, local events, and familiar communication networks. Press releases, announcements, and supporting materials should be developed to include non-English-speaking populations and to ensure equitable access by all stakeholders in the community. Announcements should be made using the radio, the internet, posters at community gathering points, and displays at local events.
A website or webpage should be developed after identification of the CAP’s identity and messaging. The decision to create a stand-alone project site or a webpage integrated into the agency’s existing website is based on the agency’s existing online tools and resources. If the agency has a known presence online, such as the provision of green or sustainability resource webpages, then the CAP should be integrated into existing resources. If the agency is using the CAP to launch a larger sustainability effort, then a stand-alone website would be beneficial.
In the planning phase, the public is engaged through several measures to educate them on climate change and solicit their input on the CAP.
The CAP should be launched at a high-profile and interactive event. Depending on the community, the launch or kickoff event could include a town hall–style meeting or workshop, a mobile workshop or booth at an established event (i.e., a weekly farmer’s market or other regular community event), or an open house. The event should be heavily promoted; media outreach as well as public outreach will be necessary to reach a broad spectrum of stakeholders.
The goal of the kickoff event is to inform community stakeholders of the CAP and the planning process. Objectives should be to provide a meeting approach that balances education, engagement, and input. Tools may include a mix of traditional large-group presentations and nontraditional polling and small-group exercises. The kickoff event should occur early in the project, often in the first two months. The event should provide an overview of the CAP—the planning process and project objectives—as well as any relevant local background information, such as the results of the community-wide greenhouse gas (GHG) inventory or potential impacts/risks of climate change. The event should include opportunities to present information (i.e., to educate or inform) and to receive input. Information should be presented with visual aids, including PowerPoint presentations, boards with graphics, or videos. Opportunities for participants to provide input or engage include real-time polling, question-and-answer sessions, small-group facilitated tables, or information stations. A computer-based polling system may be used to gather anonymous and immediate feedback on existing conditions and future policy direction.
Organize a speakers’ bureau following the kickoff event and in advance of the additional workshops that will enable plan managers to connect with key stakeholder groups on important issues. The speakers’ bureau should include development of a PowerPoint presentation on the CAP sectors and process. Speakers should be selected carefully, as they will be the ambassadors of the project. The plan proponent should provide training to all speakers and opportunities for feedback and support.
Develop a stakeholder database and send a minimum of two blast emails (e-blasts) in advance of the kickoff event and all workshops to promote community attendance. Developing the list to include a cross section of stakeholders in the community will be important. The stakeholder list will also require regular updating as people sign up via the website, Facebook, or public meetings. Also send e-blasts to announce website updates, releases of drafts, and public hearings. Stakeholder and media outreach should begin four to six weeks in advance of the kickoff event (and all workshops).
Develop an online or telephone survey to accompany the initial planning process. The survey will alert participants and stakeholders to the CAP planning process and provide an opportunity for stakeholders to offer their level of education about the CAP, climate change, and the contribution of their individual behaviors to GHGs. The survey can also assess willingness to change and priorities for GHG reduction strategies. The online survey should use a standardized online survey software program. Online surveys are not usually statistically valid; however, they do offer useful information to the planning process. Telephone surveys provide statistically valid results and could be more applicable to high-profile or sensitive topics. The survey should activate concurrent with the public outreach for the kickoff event. The survey should end prior to the development of draft GHG reductions strategies, at least one month prior to the second event.
The second event should focus on measures and strategies and be a more traditional public workshop in which participants engage in a variety of activities where they can provide input and feedback on the GHG reduction measures and/or adaptation strategies. Opportunities for facilitated small-group discussions should be provided for discussion of specific issues. For this workshop, consider providing up to six large-format posters for use during small-group discussions and handouts that summarize the reduction measures by sector.
If resources allow, host separate workshops for GHG reduction measures and adaptation strategies, as each topic can be complex and worthy of dedicated time for information sharing and discussions.
In addition to the main workshops, stakeholder roundtables or miniworkshops provide an opportunity for key stakeholders to provide input on specific sectors in a facilitated setting. The meetings are suitable for up to 20 participants and are most productive when stakeholders are separated by the sectors of the GHG inventory and CAP—energy, land use, transportation, agriculture, business, and climate hazards. For each meeting, participants should receive an information packet including background information and preliminary strategies (or best practices), questions for discussion, and ground rules for participation. The meeting format should include a presentation and facilitated brainstorming and discussion. The objectives and next steps should be clear to all participants.
Consider also holding informal opportunities for engagement, including “coffee and climate” chats in local coffee shops, community centers, or even living rooms. Gatherings in community coffee shops or community facilities can be open to the public, while gatherings in private homes can be by invitation. The goal of these discussions is to have an open and comfortable discussion about the CAP in a nontraditional, drop-in setting. These types of gatherings can attract stakeholders who might not normally attend large events or who prefer a more intimate or one-on-one engagement.
If a task force, steering committee, or commission is convened to support plan preparation, it should meet regularly during the planning phase. All meetings should be noticed publicly. Members of the task force, committee, or commission can also serve as project ambassadors and support speakers’ bureaus, workshops, and “coffee and climate” chats. These meetings should provide dedicated time for public comment and provide a detailed agenda and meeting materials in advance of the meeting.
Dispute resolution is needed in cases of disagreement or conflict over an issue. Bring in professional mediators to help the parties resolve their dispute.
For facilitated brainstorming and consensus-building, bring in professional facilitators to help the citizens brainstorm ideas and develop agreements about the best ideas.
A subsequent workshop should review the draft CAP and follow a format similar to those described above. The objective of this workshop is to provide an opportunity for the public to provide input and feedback on the draft CAP before the public hearing process. Opportunities for facilitated small-group discussions should be provided for discussion of specific issues. Again, consider providing up to six large-format posters for use during small-group discussions or setting up information stations and handouts that summarize the reduction measures, GHG reductions, adaptation strategies, and co-benefits by sector.
The adoption and implementation phase includes the tasks to be completed once a draft of the plan is ready for review and adoption by decision-makers.
Schedule at least two open, noticed public meetings or hearings before the adopting government board or entity. In some cases, a joint study session of the planning commission and city council provides an opportunity for questions and discussions prior to an adoption hearing. Prepare presentations and handouts summarizing the CAP. Provide electronic copies of the CAP online. Ensure that the draft CAP is available at least one month prior to the meetings.
After adoption, create a community event to celebrate the CAP, inform the public about actions they can take, and kick off key implementation strategies. The event should be scheduled for a Saturday in a public area and include activities for all ages.
Continue to involve the public in decisions about implementation. Develop an annual reporting or review process that informs the public about progress and obtains feedback. Maintaining the participation of key community stakeholders throughout implementation will require a mix of online and traditional information sharing, education, and interactive tools. Online tools allow the agency to report on implementation progress and allow for individual tracking of contributions to the overall target.
Develop or support community-based or peer-to-peer education and networking forums to facilitate implementation of reduction measures that rely on changes in business-as-usual practices.