HALTON S CORPORATE PROCEDURES ATTACHMENT #1 TO Report No. PW LPS-71-09

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1 Halton Region is committed to communicating with residents to ensure we meet the needs of the community. The purpose of this document is to provide a set of principles for public meetings or consultations. This includes advising the public of their opportunity to be involved in Regional government. The principles can also be used by citizens and stakeholder groups as a reference tool when attending a public meeting. The following principles reflect Halton Region s commitment and approach to engaging citizens on Regional projects, policy development and programs: Value and encourage public involvement Halton Region values the views of the community and encourages public involvement on issues that affect them. The development of a public consultation plan in the early stages of a project or program will be encouraged. Share Information and Educate Halton Region shall regularly share information and educate the public to promote awareness and discussion on issues of individual and community interest. Early Involvement To ensure opportunities for public input as early as possible, public consultation shall be incorporated into the design, development and implementation of Regional projects, policies, programs and services. Timeliness Halton Region will provide information to the public in a timely and regular manner. Note that timely notice may be influenced by: legislated timeframes, urgency (e.g. public safety) and degree of potential impact on affected parties. Halton Region is committed to meeting, and where possible exceeding, notice requirements established in legislation or Regional policy. If there are no specific requirements, Halton Region will seek to notify the public not less than two weeks in advance of a planned consultation event or deadline. The extent of public consultation processes (including timing and notification), will reflect the magnitude and complexity of the specific initiative. Openess/Two-way Communication Halton Region values information sharing. Opportunities for open, constructive and balanced discussion will be created to solicit input from the public.

2 Accessibility/Diversity/Inclusiveness Halton Region s consultation processes shall include those members of the public who may be affected by a particular issue. In keeping with Halton Region s Inclusion Strategy, 2009 and the Accessibility for Ontarians with Disabilities Act, 2005, consultation processes shall be inclusive through the use of consistent and plain language, accessible locations and scheduling. A variety of communication tools will be used to promote consultation opportunities. Mutual Respect/Objectivity Halton Region will consult in a fair and respectful manner, considering all views to build trust with the public. Views will be considered in a non-confrontational and constructive manner. Participants are asked to keep informed, identify issues as early as possible, work cooperatively within the process, keep expectations realistic and focus on the problem/issue/opportunity at hand. Halton Region will endeavour to understand the interests of all impacted parties and balance those concerns with the interests of the broader community. Efficiency/Effectiveness Halton Region will adapt consultation methods, resources and timing to reflect the magnitude and complexity of the initiative, the degree of public interest and the needs of those likely to be affected. Public consultation events will be organized to maximize the public s involvement and effective use of their time. Consideration will be given to avoid scheduling conflicts with other consultations/events in the same community, public holidays, religious or cultural events. The timing of public consultations shall consider the travel requirements for rural residents/commuters by hosting events at alternative times and locations. Privacy Halton Region will adhere to the requirements for privacy as directed by Provincial legislation and Regional policy. Halton Region will respect requests for additional individual privacy within the limits of the legislation. Clarity Halton Region will communicate information in a clear and effective manner, addressing all affected interests.

3 Responsiveness/Feedback Halton Region will provide response to concerns, needs and input expressed by the public in a timely and constructive manner. Partnership/Responsibility Halton Region and the public are partners in consultation with a shared responsibility for success and agree to participate in good faith per the guiding principles. Skills/Resources Staff facilitating consultations will receive support through training and resources to assist them in applying the guiding principles. Evaluation/Closure Halton Region will evaluate its public consultation processes and make changes as required. The outcome of each public consultation will be made public and if requested, individuals will receive updates. The method and extent of the public consultation and the public input that results from it will be considered as part of the review and decision-making process leading to a final decision. Transparency At the beginning of a public consultation, Halton Region will communicate the issue to be addressed, the objectives and scope of the consultation and the roles and responsibilities of participants. Accountability Halton Region is accountable to the public for consultation processes, final decisions and outcomes. Definitions The following definitions form the foundation for the guiding principles: Public includes residents, clients, taxpayers, ratepayers, customers, community associations, non-government organizations, institutions, professional associations, business, industry, interest groups and the general public. Citizen Participation is the process of engaging the public in a range of activities and relationships, including two-way communication, education, consultation, advisory bodies, partnerships, volunteerism, feedback, forums, program involvement, outreach and ongoing dialogue, for the purposes of adding value to Regional projects, policy development, programs and services.

4 Public Consultation an activity that occurs as part of citizen participation, it is the process of seeking public input and exchanging information so that the public can influence decisions regarding Regional projects and policy development and the programs and services that affect them. Applying the Principles In applying Halton Region s Principles for Public Consultation & Notification, Halton Region will develop consultation processes that reflect the intent to not only inform citizens, but also engage them in the projects, policy development, programs and services that affect them. The Principles for Public Consultation & Notification document should be read in its entirety within the context of the Halton Region Strategic Plan. The relevant guiding principles are to be applied to each situation. The Principles for Public Consultation & Notification provides minimum standards which may be exceeded. Each public consultation process (i.e. methods, resources and timing) will reflect the magnitude and complexity of the specific initiative, the level of public interest and the needs of people who may be affected. Notification to the public shall be provided in a timely fashion. As a minimum, the public shall be notified two weeks in advance of a planned public event. When circumstances do not allow for this timeframe, as much notice as possible is to be given. The manner by which the public is notified may include: newspaper advertising, regular mail, hand delivered notice, posting on Halton Region s website or a combination of methods. Where pre-existing policies, procedures or legislation stipulate the manner and/or timeframe for notice, that document prevails over these Principles for Public Consultation & Notification. Factors influencing a consultation process include: the potential impact on people, the level of public input/awareness, legislative restrictions, urgency (e.g. public safety), effect of prior, irreversible decisions and impact of directives/decisions from other levels of government. Halton Region remains open to considering alternative views on any specific public consultation process. Regional Councillors shall be kept informed about consultation activities that may be of interest to their constituents.

5 Contact Information For clarification or questions regarding this procedure, contact the Director of Strategic Planning and Policy. Approval Changes to this procedure require the approval of the Director of Strategic Planning and Policy. Procedure Tracking Action: Date: By: Approved by: Issued for Endorsement July 2009 R. Cockfield Council