Creating a Stakeholder Engagement Strategy

Creating a Stakeholder Engagement Strategy

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Developed by a group made up of Elected Members, City staff and randomly selected members of the public. Find out how it was created.

Last Updated: 3 December 2018

Community Involvement

We developed a Stakeholder Engagement Strategy with the help of a Combined Stakeholder Reference Group (CSRG) which would see Elected Members, City of Melville Staff and residents working together to identify actions that would contribute to each goal of the stategy. The final Stakeholder Engagement Strategy was endorsed for implementation at Council on 20 November 2019 and it wouldn't have happened without community support.

Engagement Results

CSRG Workshops

The CSRG participated in two workshops and assisted in identifiying actions for each goal of the proposed Stakeholder Engagement Strategy. 

Read the meeting notes for:

Draft Strategy

The draft Stakeholder Engagement Strategy was presented at an Elected Members Information Session and the CSRG members were sent a survey to determine their level of support for the actions linked to the goals before being invited to view and comment on the final draft strategy. The wider community were also asked for their feedback. 

Read the Stakeholder Engagement Strategy

Feedback from the survey

Good to see the three levels at the sessions and the positive way in which the sessions were conducted. Hopefully everyone with nurture the seed planted at the sessions, and work together to develop not only the strategy but almost the steps for implementation.

Community Member

Rather than "real opportunities" in the first action, perhaps "genuine opportunities" may convey the intent better? 

Staff Member

General information about the processes of LG in various forms is a good idea - as long as we get into the mainstream - access schools/colleges, use the MCCC to make the information in various forms available to their networks, offer presentations to service clubs, sports associations (with offers of a door prize ?? ) and promote it through the shopping centres - posters, leaflets etc. There will always be the "why wasn't I told" brigade but the offer is there for as many as possible 

Elected Member

 I like the final strategy and actions, but it all rests on councillors' willingness to engage with the community. This needs to be strongly emphasised if the strategy is to succeed - councillors' attitudes to engagement will be the real test of success.

Community Member

About the Engagement

The City has a Stakeholder Engagement Policy which identifies a clear commitment to engaging with residents and other stakeholders in ways that are fair, meaningful and that lead to better democracy.

The purpose of the Stakeholder Engagement Strategy is about the practical implementation of the Stakeholder Engagement Policy. After extensive review of literature on current practice relating to governance/public administration and community engagement, the strategy has three main goals:

  • To increase levels of public participation in local governance in ways that complement the decision-making role of the Council;
  • To increase community understanding of the processes of local governance including the roles and responsibilities of citizens, the Executive and Council; and
  • To increase elected member involvement in and promotion of stakeholder engagement processes for the purpose of good governance.

The purpose of this engagement was to identify actions to achieve these overarching goals in ways that are fair, transparent and can be linked to the final outcome of the engagement.

Timeline

  • Monday, 12 February 2018
  • Email invite to random selection of residents
  • Friday, 23 February 2018
  • Closing date for Elected Member registration
  • Friday, 2 March 2018
  • Closing date for resident's EOI return
  • Monday, 6 March 2018
  • Selection and notification of residents for CSRG
  • Monday, 19 March 2018
  • CSRG Workshop 1
  • Monday, 26 March 2018
  • CSRG Workshop 2
  • Friday, 6 April 2018
  • Draft Stakeholder Engagement Strategy available for review by CSRG
  • Tuesday, 28 August 2018
  • Presentation at EMIS and circulation of Draft Strategy to the CSRG
  • Friday, 7 September 2018
  • Feedback from CSRG closes
  • Monday, 10 September 2018
  • Publish for community feedback
  • Friday, 12 October 2018
  • Feedback from community closes
  • Tuesday, 20 November 2018
  • Endorsement by Council

How We Engaged with You

Who did we engage with?

The Combined Stakeholder Reference Group was made up of approximately 50 people representing both internal and external stakeholders, including

  • Elected Members, including the Mayor
  • Staff Members; and
  • 24 Residents from each of the 6 wards of Council

With a view to representativeness, residents who completed an Expression of Interest form were selected based on a number of criteria.

  • Residence in one of the six wards (determined by suburb)
  • Age ranges:
    • 20 – 29
    • 30 – 39
    • 40 – 49
    • 50 – 59
    • 60 – 69
    • 70 – 79
    • 80+
  • Preparedness to commit to attending all meetings of the group; and
  • Preparedness to register on MelvilleTalks and participate in community discussions for the duration of the stakeholder engagement process.
  • Agreement to the CSRG Terms of Reference

The term of the CSRG was approximately 1 month and involved attendance at 2 two-hour meetings.

How were residents recruited for the CSRG selected?

Residents were recruited by random sample using the ratepayer information database with an invitation to submit an Expression of Interest in participating.

    What were the CSRG Members required to do?

    Members of the CSRG are required to attend 2 two-hour workshops and:

    • Work collaboratively with the other stakeholders to complete identified tasks at two workshops;
    • Dress casually/informally for the occasion;
    • Fill in a questionnaire which was emailed to selected CSRG Members prior to the first workshop.

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