and EngagEmEnt - Gannawarra Shire Youth Council · engagement with Council’s overall direction and goals is a priority for Council. this document will be reviewed on a regular basis

Communications and EngagEmEnt Strategy 2016-2020

gannawarra Shire CouncilCommuniCationS and engagement Strategy 2016 - 20191

g Council must communicate and engage with a range of stakeholders in order to effectively serve its community.

Contents

g PURPOSE ....................................................... 3

g EXECUtIVE SUmmaRY ................................... 3

g BaCKgROUnd ............................................. 4

g HOW WE COmmUnICatE

and EngagE .............................................. 5

g WHO IS tHIS StRatEgY FOR? ....................... 9

g WHat IS gOOd COmmUnICatIOn

and EngagEmEnt? ................................... 10

g COmmUnICatIOn and

EngagEmEnt gOaLS ................................. 11

2gannawarra Shire CouncilCommuniCationS and engagement Strategy 2016 - 2019

PURPose

g the purpose of the Gannawarra shire Council Communications and engagement strategy is to improve Council’s communication and engagement practices with the local community, visitors, Council and other stakeholders. This strategy lists five goals, each of which sets out tasks to improve communication and engagement. These tasks each have specific actions and measures, which helps Council ensure it has achieved these tasks and therefore, the goals outlined in the strategy.

eXeCUtIVe SUMMARYCouncil must communicate and engage with a range of stakeholders in order to effectively serve its community. It must communicate its vision, plan and processes to the community, decision makers, partners and its own staff.

Council must also listen to and respond to the needs of the community and other stakeholders. Council’s role is to represent and serve its community, and it cannot achieve this if it does not facilitate effective communication and engagement.

Effective engagement allows Council to collect useful information and consider that information in future decision-making. It also means the community is involved in Council decisions and processes, and gives residents ownership of projects and services.

this strategy seeks to ensure effective, consistent and targeted communication – meaning that people have access to information that is relevant to them and is clear and transparent.

It incorporates goals to build upon and further improve communication and engagement with all Council stakeholders, including the local community, Councillors and Council staff.

It also makes note of the extensive communication and engagement methods already in place and being utilised by gannawarra Shire Council on a regular basis.

Finally, this document aims to assist Council to tell its story to the community. Creating greater community and stakeholder engagement with Council’s overall direction and goals is a priority for Council.

this document will be reviewed on a regular basis to ensure the actions outlined in the strategy are being addressed and therefore, the goals set out in this document are being achieved.


BACKGRoUnD

gannawarra Shire Council aims to communicate and engage with stakeholders to improve our service to the community, to be transparent in our actions and to fulfil our responsibilities to our community and partners.

Section 3D (2)(f) of the Local Government Act 1989 identifies one of the roles of Council as “fostering community cohesion and encouraging active participation in civic life”. Fostering participation in the democratic process at a local level requires residents to be informed about the issues that affect them. therefore, it is Council’s role to communicate accurate, clear, relevant and timely information to the community to allow them to take part in civic life.

Facilitating local, regional and global connectivity is the sixth strategy platform of gannawarra Shire Council’s gannawarra 2025.

gannawarra Shire Council’s 2013-2017 Plan articulates support for community engagement:

Outcome 4.2 Our community has access to information, is kept informed and has the opportunity to participate in the decision making process.

this can be done by:

g Providing a range of opportunities for community members to engage with Council.

g Identifying and maintaining systems and processes that will allow up to date information about Council to be easily accessed by the community.

g transforming Council into a customer-focused, solutions-based organisation.

CoUnCIl’s VAlUeSCOLLaBORatIVEg We will work together as a team to use our collective skills

and knowledge for the benefit of the community.

g We will work in partnership with a range of stakeholders to deliver better outcomes for our community.

g We will work closely with the community.

RESOURCEFULg In keeping with the character of our community, we will

remain resourceful and resilient, employing creative problem solving to all our operational challenges.

g We will be agile and quick to respond to opportunities for our Council when they present.

InnOVatIVEg We will find new and smarter ways of delivering higher

levels of service to our community at lower cost.

g We will leverage the collective ingenuity of our community.

FLEXIBLEg We will be proactive in dealing with our community’s needs

and expectations and respond appropriately.

g We will use our judgment in matters of common sense to deliver the best possible customer service for residents.

IntEgRItYg In conducting our business we will take responsibility for

the decisions we make and actions we take in an open and honest way, free from conflicts of interest, to earn and sustain the trust of our community.


HoW We COMMUNICATe AnD enGAGe

Currently gannawarra Shire Council communicates relatively effectively. Council has open and respectful relationships with local media outlets, community groups, organisations and politicians.

Current communication and engagement methods (excluding phone calls, emails, meetings and face-to-face communication that occurs on a day-to-day basis) consist of:

mEdIa RELEaSES – a number of releases are distributed to local media outlets (print, radio and television) as well as local community newsletters and neighbourhood houses.

audience: Local media consumers, including gannawarra times subscriber and casual customers, residents who read community newsletters, watch local news and listen to local radio.

gannaWaRRa nEWS – Fortnightly full page advertorial in the gannawarra times covers works updates, events and new plans, projects, mayors message, Youth Council mayor message and opportunities for consultation.

audience: gannawarra times subscriber and casual customers.

3SH/mIXX Fm COntRaCt – two radio interviews with the mayor each month and pool advertising to be used for a range of Council services and events

audience: commercial radio audience in the broadcast area (including the gannawarra Shire Local government area).

COUnCILLOR In tHE LOOP – Weekly newsletter of works and internal news. distributed to Councillors and senior staff.

FaCEBOOK – Regular posts about events, projects and services, approximately 1096 followers.

audience: residents, partner agencies, politicians, media, stakeholders, other councils and not for profit organisations.

tWIttER – Regular posts about events, services and projects, approximately 481 followers.

audience: residents, partner agencies, politicians, media, stakeholders, other councils and not for profit organisations.

aBC RadIO IntERVIEWS – Regular monday morning interviews on aBC Swan Hill mildura at approximately 6.30pm. Unpaid.

audience: aBC local radio listeners in the mildura Swan Hill broadcast area, this includes the gannawarra Shire Council Local government area.

StaFF nEWSLEttER – monthly all staff newsletter, which covers human resources and payroll messages, as well as events, project updates, Council news and social/personal achievements.

audience: all gannawarra Shire Council staff.

WEBSItE – Publishes news and events for residents, visitors and media outlets.

audience: residents, visitors, partner agencies, politicians, media, stakeholders, other councils and not for profit organisations.


SEnIORS adVISORY gROUP – group of local senior residents who meet four times a year to discuss issues affecting older people in the community.

YOUtH COUnCIL – group of approximately 20 students aged between 14 and 18 years from district secondary schools who meet regularly to discuss youth issues and plan events for young people in the Shire.

EaRLY YEaRS BOaRd – Quarterly meeting of parent representatives, kindergarten teachers, early years educators and Council staff.

COmmUnItY PLannIng/PROgRESS gROUPS In EaCH tOWn – Senior Council staff regularly attend to provide information on current projects and services and to collect feedback from members of the group.

IntRanEt – to communicate with staff about operational issues.

audience: all gannawarra Shire Council staff with a computer.

PaRtnERSHIP mEEtIngS – Such as gannawarra Local agency meeting, murray River group of Councils and resource and emergency management forums.

POStERS, BROCHURES and FLYERS – distributed in hard copy and electronic form to various community organisations and businesses.

VOLUntEER nEWSLEttERS – distributed to Council’s networks of volunteers.

ELdERS mEEtIng – Council meets with Kerang Elders monthly. the focus is on the development of a Reconciliation action Plan (RaP) and the recently signed Partnership Agreement. Both these documents reflect Council’s relationship with the local aboriginal community, and sets out principles and actions under the three platforms of relationships, respect and opportunities


g Council has open and respectful relationships with local media outlets, community groups, organisations and politicians.


stRenGtHs

the annual Local government Community Satisfaction results demonstrate that residents are happy with Council’s performance and how it communicates. In the 2015 Survey, Council achieved an index score of 65 for Community Consultation compared to an average of 56 for small rural shires and the state wide average. For overall Council direction, advocacy and Community decisions, Council achieved scores significantly higher than the state average and the average of other small rural shires.

Council conducted a survey of local residents about its communication and engagement methods (see appendix 1). a total of 188 people completed the survey, either online or in hard copy. the survey shows that residents were generally happy with the amount of information they received from Council and felt that Council did consider community feedback and advocated on the community’s behalf.

However, there is still room for improvement around engaging with the community and ensuring community feedback is sought, considered and communicated back to residents, regarding Council decision-making. this is demonstrated by the fact most respondents neither agreed nor disagreed with the statement “I feel I can influence Council decisions”.

although residents are generally happy with their involvement with Council and how much information they receive, there is scope to improve the engagement process overall. this would ensure residents know how their feedback influenced decisions and that it was considered in Council’s decision-making.

g Overall Council direction, Advocacy and Community Decisions, Council achieved scores significantly higher than the state average and the average of other small rural shires.

there are areas where improvements could be made to create a better understanding of Council’s goals and functions, and to move from informing to engagement. there are also some gaps among the groups Council is currently communicating with.

Beyond these gaps, there is significant scope to broaden and deepen engagement with the community on service delivery, project development and advocacy activities. When input is sought, the community is often not told how their input was considered. Engagement often happens too late or not at all.

REaCHIng a BROadER SECtIOn OF tHE COmmUnItYalthough Council utilises some of its communication and engagement channels effectively, there is concern that the same groups of residents are being consulted regularly, while others are not. this plan aims to increase Council’s ability to communicate with a wider variety of people.

Some of the key items that will address this concern include:

g Investigate a community jury style forum.

g develop email newsletters for interested residents.

g Investigate the viability of holding regular ‘street talk’ sessions with Councillors or staff.

g make greater use of surveys to collect feedback.

ImPROVIng COmmUnICatIOn FLOWWhile some stakeholders are kept up-to-date, there is no established process to ensure information flows smoothly internally and externally. there are multiple ways that information comes in and out of Council, which sometimes means people are not kept informed of important information.

Some of the key items to address this concern include:

g Build the use of existing specific networks into communication channels to communicate regarding specific issues.

g Undertake a review of all Council written and electronic communication materials.

g Improve centralisation of information and messages for distribution from all sections of Council.

AReAs foR IMpROVeMeNT


COmmUnICatIng COUnCIL’S FUnCtIOnS and StRatEgIC PRIORItIESThe communications survey identified that there is scope to build on community understanding of what Council does, how community feedback and interest is taken into account and how Council advocates on behalf of the community.

Some of the key items to address this concern include:

g develop an annual ‘how your rates are spent’ brochure to be sent out with the rates notice.

g develop media releases and social media content that demonstrates Council’s advocacy activities and priorities.

g develop communication with local members of political representatives and government agencies to ensure Council’s priorities, projects and concerns are clearly conveyed in a timely manner – i.e. regular meetings, email updates, written briefings.

ImPROVIng tHE WaY WE EngagEWhile Council does conduct community engagement sessions, there are ways to improve how this is done to ensure maximum community collaboration. Engagement around specific projects could be better planned, implemented and communicated back to those involved. this will ensure community ownership of projects.

Some of the key items that will address this concern include:

g develop a standard process to incorporate community consultation into project development. this will include a specific communications and engagement plan for each major project and review of consultation at the end of a project.

g Consult regularly with the Youth Council/Seniors advisory Council/ Early Years Board on key issues around project delivery and strategic priorities.

g Include a Current Projects tab on the new website.

WHo Is tHIs STRATeGY foR?Council’s key stakeholders can be broadly categorised into the following four groups:

COmmUnItY: Council is elected by and responsible to its community, this includes:

g Residents

g Community groups

g Service users

g Businesses

g tourists

InFLUEnCERS: Influence the ability of Council to gain funding and benefit from policy decisions:

g State and Federal government representatives

g media

g Local business and community leaders

g Leadership organisations such as the murray tourism Board or Council cluster organisations

g maV

PaRtnERS: ensure Council is able to offer its range of services to the community:

g Organisations and businesses which partner with Council to deliver services

g State and Federal government agencies

g neighbouring councils

g maV

ORganISatIOn: Responsible for the day to day operation of the Council and the ability of Council to serve its community.

g Councillors

g Council staff

g Volunteers

g Contractors


WHAt Is GooD COMMUNICATION AnD enGAGeMent?Communication and engagement is about sharing information, expressing thoughts and concerns and listening to others. done correctly, this builds positive relationships between parties and will allow a sense of trust to develop. good communication and engagement between government and the community supports participation and active involvement in the decisions that affect that community. It also helps develop a sense of community and by extension, a sense of shared purpose and ownership of goals, decisions and actions.

The Victorian Local Governance Association identifies nine principles of good consultation, which are relevant to this plan.

1. SInCERE IntEntIOn - Engagement is undertaken with integrity and with clear

and realistic boundaries

2. FOCUS - Stakeholders are clear about why engagement is

occurring

3. InCLUSIVItY, aCCESSIBILItY and dIVERSItY

- Effort is made to reach and include a wide variety of stakeholders in the engagement process

4. PROVISIOn OF InFORmatIOn and FEEdBaCK

- When information and ideas are collected, advice is provided about how that will be used, and when it has been considered. Communication is made back to participants to explain how input was used and considered.

5. tImIng - Engagement is undertaken within a timeframe that

allows the feedback collected can influence the project.

6. RESPOnSIVEnESS and tRanSPaREnCY

- Consultation should respond to all issues raised and be clear about how input will be utilised.

7. EVaLUatIOn - after engagement has occurred in relation to a

specific project or plan, evaluation of its effectiveness is undertaken to ensure continual improvement

8. RESOURCIng - Engagement is adequately resources to ensure its

effectiveness.

these principals are useful in analysing the purpose of the action items in this plan. In some cases, the aim is simply to inform the public, rather than engage directly. In other cases, Council will aim to consult, involve, collaborate and empower the community. This plan identifies which specific action items meet which goal.

g Communication and engagement helps develop a sense of community and by extension, a sense of shared purpose and ownership of goals, decisions and actions.



CoMMUnICAtIon AnD eNGAGeMeNT GoAls1. maIntaIn an OPEn and

HOnESt dIaLOgUE WItH tHE COmmUnItY.

2. COmmIt tO COmmUnItY InVOLVEmEnt In PROjECtS.

3. dEVELOP COmmUnItY EngagEmEnt CaPaCItY.

4. EnSURE tHE COmmUnItY UndERStandS tHE dECISIOn-maKIng PROCESS and HOW tHEIR FEEdBaCK InFLUEnCES COUnCIL dECISIOnS.

5. BUILd UndERStandIng OF and EngagEmEnt WItH COUnCIL’S gOaLS and PRIORItIES.


1. maIntaIn an OPEn and HOnESt dIaLOgUE WItH tHE COmmUnItY

taSK aCtIOn tImEFRamE mEaSURE RESPOnSIBILItY

g Uphold standards set out in the Customer Service Charter

Ensure staff are informed about the Customer Service Charter and standards are displayed when liaising with customers across Council departments.

Incorporate the Customer Service Charter into the staff induction process.

Ongoing Community members are responded to promptly and thoroughly

Customer service team, relevant managers and directors, Community Engagement Officer

g Promote Council activities through media releases

Send regular media releases to local media, and (where relevant) a wider media audience.

aim to send 12 media releases per month.

Ongoing Information about Council’s services and projects is published via local media outlets

Community Engagement Officer

g Publish the gannawarra news in the gannawarra times on a fortnightly basis

Coordinate content and liaise with gannawarra times to ensure gannawarra news is published every fortnight in accordance with deadlines.

Ongoing Information about Council’s current events and projects is published in the gannawarra times


g Promote Council news and events through local radio stations

Liaise and coordinate with local radio and the mayor for regular interview spots.

media releases and other information is sent to local radio, including community service announcements.

Where possible (and in accordance with Council’s media Policy), ensure Council has appropriate spokespersons available to speak on local radio when required.

Continue to organise advertisements for broadcast on commercial radio to inform the community of council activities.

Ongoing

Ongoing

Information about Council’s events and projects is aired on local radio stations


appropriate staff conduct in-depth interviews or provide grabs for local news.




mayor and Councillors, CEO, relevant directors and managers.

Relevant directors and managers, Community Engagement Officer



g Increase engagement on social media

Regularly post updates on social media channels, including media releases, relevant advertisements, community notices, opportunities for community members to have their say and other information as required.

Regularly post on social media during the ‘popular times’ to reach a wider audience

Possibility to ‘live tweet’ Council meetings to develop more interaction with community members and Council

develop a Social media Policy to ensure clear guidelines for the use of gannawarra Shire Council social media accounts.

Ongoing

September 2016

Page likes and followers continue to grow, positive interactions with people are occurring online, residents are sharing information via social media

Utilising the ‘Publishing tool’ on social media which calculates increase and decrease in page likes, post reaches and post reactions

Social media Policy developed and then adopted by Council





g Publish a clear and engaging annual Report and find new ways to promote its content to stakeholders

Ensure language in the annual Report is easy to read with reduced jargon.

Provide online links to the annual Report through Council’s website and social media channels.

annually annual Report is clear, simple and accessible to most readers. Copies are distributed in hard copy and online


g develop branding/style guidelines to ensure all Council communication is presented clearly and consistently.

develop a branding and style guide document that incorporates Council templates for staff use.

Include a writing style guide to provide consistent direction to staff regarding Council’s preferred style.

december 2016

all of Council’s documents are presented consistently clearly and in an engaging way




g Investigate the need to webcast Council meetings

Undertake an investigation into the viability of webcasting Council meetings and provide a report to ELt and Councillors for consideration and recommendation.

October 2016 Cost/need analysis completed and appropriate action taken


g Investigate the viability of holding regular ‘street talk’ sessions with Councillors or staff and town meetings in smaller communities

Undertake an investigation and trial of ‘street talk’ sessions. Provide a report to ELt and Councillors for consideration/ recommendation.

dec 2016 Consultation completed, trial period commenced or recommendation to not proceed provided.




g develop a standard process to incorporate community consultation into project development

develop a guide for staff that outlines the standard process regarding community consultation. this guide will include templates to aid staff in preparing a community engagement and communications plan for major projects.

december 2016

a template is prepared to assist staff to prepare and implement a communications and engagement plan for each major project.

Community Engagement Officer (template), Project managers

g Consult regularly with the Youth Council/Seniors advisory group/ Early Years Board on key issues around project delivery and strategic priorities

Where appropriate, include consultation with Youth Council/Seniors advisory group/ Early Years Board as part of the community consultation process for major projects and other Council activities.

Ensure all Council departments are aware of advisory group meetings.

Ongoing dates of all advisory group meetings are shared to all departments and topics for consultation are prepared before each meeting

Youth development Officer, Community Care manager and manager Children and Youth Services, relevant directors and managers.

g Hold community consultation sessions regarding specific large-scale infrastructure projects.

Prepare a community communications and engagement plan (using the community consultation guide) for major infrastructure projects.

Ongoing Public consultation sessions are conducted as required, with adequate notice provided to the community

Executive Leadership team, relevant directors and managers.

2. COmmIt tO COmmUnItY InVOLVEmEnt In PROjECtS



g Publish information about community projects through a range of channels including social media, online and hard copy

Issue regular media releases to local media, and (where appropriate), a wider media audience.

Post regular updates and images to Council’s social media channels and its website.

Use regular broadcast media interviews to provide updates around community projects.

Where appropriate, use print and broadcast media advertising to provide updates around community projects.

Provide a direct letter drop/local newsletter to affected residents providing updates around community projects.

Ongoing Project updates are shared via media releases, social media, on the website, through paid advertising and shared directly with community members

Community Engagement Officer/Executive Leadership team

g Include a ‘Current Projects’ tab on the website

Introduce a ‘Current Projects’ tab on the website that is regularly updated to ensure the most up-to-date information is available.

july 2016 Current project information is available on the website and is updated regularly

Community Engagement Officer, Project managers



g Promote the ways people can get involved with Council

Regularly promote ways residents can become involved with Council via its website, social media channels and advertising, including gannawarra news.

Use regular broadcast media interviews to promote involvement with Council (where appropriate).

Ongoing Information of becoming involved in Council’s advisory groups is available on Council’s website and is regularly advertised and promoted in various ways


g Create a ‘Have your say’ section of the website

develop a Have Your Say section on the website. this should include details of what community members are being asked to comment on, have contact details of relevant staff for further information, any upcoming consultation sessions and an online feedback form.

july 2016 Residents can easily share suggestions and concerns via the Council website


g make greater use of online surveys and feedback forms so Council can collect useful information on specific issues.

Incorporate online feedback forms onto Council’s website via the ‘Have your Say’ page.

Where appropriate, provide and promote links to online surveys (using platforms such as Survey monkey) to collect feedback on issues and Council activities.

Ongoing Residents can have their say about a specific project or service


g Investigate developing online engagement capacity through subscription service such as OurSay to assist with in depth community consultation around future budget development.

Investigate the viability and added value of an online engagement subscription service and provide a report to ELt and Councillors for consideration and recommendation.

december 2016

Residents can submit ideas for savings and investments for future Budget development.

greater ownership for residents.


3. dEVELOP COmmUnItY EngagEmEnt CaPaCItY



g Investigate a regular ‘mayor’s message’ or ‘Projects Update’ Youtube message

Investigate the viability and value-add in developing a regular Youtube message and provide a report to ELt and Councillors for consideration and recommendation.

december 2016

more interesting content to be shared across social media and via Council’s website


g Investigate the development of regular Council e- newsletter using existing email lists (such as planning groups and schools and businesses)

Investigate the development of an e-newsletter

September 2016

Fortnightly e-newsletter that would cover news and events, opportunities for feedback, grants and other issues.


g Investigate the development of a ‘community jury’ style focus group which changes membership on a regular basis.

Investigate, develop, promote and introduce a trial focus group.

Following the investigation and trials, provide a report to Emt and Councillors for their consideration and recommendation.

december 2016

Plan, promote and test focus group.

Success will mean a capacity to engage at a high level with a range of community members

Executive Leadership team, Community Engagement Officer

g Investigate the need for new methods of internal communication to develop staff engagement with Council activities

Investigate a range of new communication methods and the implementation of a new platform to engage staff with Council activities.

Provide a report to ELt for consideration and recommendation.

december 2016

Investigation into a range of new methods undertaken and a new platform chosen to be implemented

Human Resources manager, Community Engagement Officer

g develop media and Social media guidelines and incorporate into staff induction process.

develop a Social media Policy. this policy will be incorporated into the staff induction process.

media Policy is regularly updated and incorporated into the staff induction process.

September 2016

Social media Policy is developed and adopted by Council.

all staff are clear about the functions and requirements of engaging with the media or via social media.

Human Resources manager and Community Engagement Officer



g Ensure all communication methods and materials are accessible for residents of all abilities

Provide training for frontline staff in accessing language and accessibility aides.

Review existing documents and, where required, have alternative documents available that meet the needs of people with vision impairment or limited English proficiency.

Regularly review and update Council’s website to ensure it meets w3C web accessibility standards.

december 2016

Ensure frontline staff are trained in accessing language and accessibility aides, that documents are available to meet the needs of people with vision impairment or limited English proficiency

Rural access Coordinator, Community Engagement Officer

g Produce a weekly newsletter for Councillors and management and executive staff

develop and distribute a weekly newsletter to Councillors, management and executive staff.

Ongoing all councillors and senior staff are aware of achievements of all areas of the organisation and are up to date on all current events and projects




g Communicate with participants in workshops and planning groups regarding the response to concerns.

Provide email, written or verbal communication to participants in workshops and planning groups.

december 2016

Email, written or verbal communication is made to all participants in consultation sessions

Community Engagement Officer Executive Leadership team

g develop media releases and social media content after consultation periods which demonstrate what feedback was received and how Council responded.

distribute media releases to local media and post to Council’s social media channels regarding feedback and outcomes.

through regular broadcast media interviews, provide an update regarding the consultation period and Council’s response.

december 2016

news items are published/aired that demonstrate any changes Council made and why


g Provide a section in the annual Report about engagement and feedback received and what consequent changes were made

a section in the annual Report regarding engagement, feedback received and Council’s response.

September 2016

the community can clearly see what impact their input has had on Council decisions in the annual Report


g Provide information to Councillors about what feedback was received and whether any changes were made that they can communicate back to their communities.

Provide information to Councillors via email, verbally during Council briefing sessions and via the weekly Councillor newsletter.

december 2016

Councillors know that community input has been considered and can communicate this with the community


g Officers regularly attend community planning/Progress association meetings

Appropriate officers to attend community planning/Progress association meetings to inform and update community members, receive feedback and provide information on Council outcomes.

Ongoing Community groups can share concerns and be involved in projects, events and initiatives. Council can gather information from groups to inform its decisions

Executive Leadership team

4. EnSURE tHE COmmUnItY UndERStandS tHE dECISIOn-maKIng PROCESS and HOW tHEIR FEEdBaCK InFLUEnCES COUnCIL dECISIOnS



g Undertake a review of all Council written and electronic communication materials and develop ways to better utilise these methods to ensure a variety of messages are reaching all the relevant residents

Review and register all of Councils regular written communication, such as rates notices, newsletters, etc.

Via these communication channels, share information regarding Council activities, including obtaining feedback (where appropriate).

december 2016

Complete register of all regular written communication materials and methods (i.e. rates notices, volunteer newsletter, enrolments etc). Periodically and strategically use these networks to share information and collect feedback


g Improve centralisation of information and messages for distribution from all sections of Council

Ensure all communication is being distributed via the Community Engagement Officer.

Ensure staff liaise with the Community Engagement Officer regarding communication needs, including media releases, social media posts, advertising and any media enquiries received.

december 2016

Ensure all communication is coming through the Community Engagement Officer, so it can reach all channels


g Investigate ways to make better use of key staff and Councillors through sharing approved content through personal networks

Encourage staff and Councillors to share approved content via their personal social media networks.

december 2017

Start using social media or the intranet to distribute content for sharing by staff members and Councillors on social media


g Ensure all Council messages are clear and consistent

Review and update Council communication documents and material to ensure language is simple and easy-to-read.

Ongoing Clear, simple language used throughout Council communication material, with references to strategic priorities


g develop an annual ‘how your rates are spent’ document to be sent out with the rates notice

develop a brochure for inclusion in rates notices sent to residents.

july 2016 all residents receive a hard copy document which highlights some of the key projects for the financial year


5. BUILd UndERStandIng OF and EngagEmEnt WItH COUnCIL’S gOaLS and PRIORItIES



g Ensure all relevant staff receive media training

Provide Councillors and relevant staff (i.e. those who regularly engage with the media) with media training.

december 2016

all authorised staff and Councillors are confident, strategic communicators

Community Engagement Officer Human Resources manager

g maintain an up-to-date database of briefings on key strategic priorities

develop an accessible database for executive staff and Councillors that provides up-to-date information regarding Council’s key strategic priorities.

Ongoing all executive staff and Councillors have access to clear, engaging and up to date information about Council’s key strategic priorities for meetings, briefings and events


g develop media releases and social media content that demonstrates Council’s advocacy activities and priorities

Regularly issue media releases and post on Council’s social media channels informing the community of Council’s advocacy activities.

Use regular broadcast and print media opportunities (i.e. radio interviews and gannawarra news) to promote Council’s advocacy activities and priorities.

Ongoing Community members and stakeholders can access information about meetings, submissions, etc. that advance Council’s strategic priorities


g develop regular communication with local members of political representatives and government agencies to ensure Council’s priorities, projects and concerns are clearly conveyed in a timely manner

develop an advocacy Strategy regarding Council’s priorities, projects and concerns, and relevant methods of engagement.

Prepare specific topics and information to be raised and distributed during meetings.

through wider regional council membership groups (i.e. murray River group of Councils), continue to advocate political representatives and agencies regarding regional priorities, projects and concerns.

december 2016

Ongoing

Ongoing

advocacy Strategy is developed and adopted by Council.

Ensure meetings/ communication is open and regular, and that specific issues are raised and addressed in a timely manner

Wider concerns of the region are recognised and addressed, resulting in community benefits.



mayor, CEO and Councillors

gannawarra SHire CounCiL Patchell Plaza, 47 Victoria Street, Kerang VIC 3579 PO Box 287, Kerang VIC 3579 Phone: 03 5450 9333 Fax: 03 5450 3023 [email protected]

Documents

and EngagEmEnt - Gannawarra Shire Youth Council · engagement with Council’s overall direction and goals is a priority for Council. this document will be reviewed on a regular basis