Chief's initials: _________________

Shubenacadie Band

Community Engagement Policy

Administrative Policy and Procedure Manual

Approved by Chief and Council Date: February ! "# $

Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________

S%&BE'ACAD(E BA'D
Approved by Chief and Council !Date:____________________________________________" #his Co$$unity Consultation %olicy replaces !previous versions"

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Date Approved by Council:

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Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________

1.0 Community Consultation Policy ........................................................................................... 4 2.0 Purpose.................................................................................................................................... 4 3.0 Definitions............................................................................................................................... 4 4.0 Guiding Principles...................................................................................................................5 5.0 Requirements for Community Consultation.......................................................................... .0 !"ceptions .............................................................................................................................. # #.0 $tandards and Process ........................................................................................................... # %.0 Policy &mplementation Roles and Responsi'ilities(.............................................................. % ).0 *et+ods of Community Consultation .................................................................................. % 10.0 ,imeframes............................................................................................................................ ) 11.0 12.0 13.0 14.0 Requests for Consultation ................................................................................................. 10 -ut+ori.ed Representati/es ............................................................................................... 11 Re/ie0 and Dispute Resolution......................................................................................... 11 1/ersig+t of Community Consultation Policy ................................................................. 11

14.1 Role of Council........................................................................................................................... 11 14.2 2iolation of Policies.................................................................................................................... 11 14.3 $e/era'le .................................................................................................................................... 12

Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________

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Community Engagement Policy

#he Co$$unity (n a e$ent %olicy refers to and is applicable to any co$$unication bet)een the &hubenacadie *and Chief and Council and the &hubenacadie *and 'e$bers or beneficiaries on an issue prior to council $a+in a decision on that issue, #he ter$s -policy. and. la). have been used interchan eably throu hout the docu$ent and are intended to $ean the sa$e,

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Purpose
#he purpose of this policy, includin the approved procedures, is to $aintain a har$onious and $utually beneficial relationship bet)een &hubenacadie *and Council and *and 'e$bers, #he &hubenacadie *and Council is co$$itted to )or+in openly )ith its $e$bers, and $aintainin positive co$$unications and relationships, #his policy )ill address the $anner in )hich &hubenacadie *and )ill consult )ith band $e$bers and define the roles, responsibilities of all parties, #his policy describes the re/uire$ents, conditions and processes for infor$in , consultin )ith, involvin , collaboratin and e$po)erin $e$bers,

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Definitions
-Accommodate. $eans reconcilin or settlin opposin vie)s, -Collaborating. is to partner )ith the $e$bership in each aspect of the decision, includin develop$ent of alternatives and the identification of the preferred solution, -Communication. includes the act of ivin and e0chan in infor$ation, -Community. for the purposes of this policy, the ter$ Co$$unity refers to *and 'e$bers and others )ho can be directly i$pact by decisions of Council, -Engagement. $eans a t)o1)ay co$$unications bet)een Council and *and 'e$bers to provide opportunities for $e$bers to contribute to Council decisions )hich )ill affect the$, or &hubenacadie *and, -Consulting. is to obtain feedbac+ on analysis, alternatives and2or decisions, -Empowering. is to place the final decision1$a+in )ith the $e$bership, -Informing. is to provide $e$bers )ith balanced and ob3ective infor$ation to assist the$ in understandin the issue or proble$, alternatives, opportunities and2or solutions, -Involving. is to )or+ directly )ith $e$bers throu hout any decision1$a+in process to ensure concerns and aspirations are consistently understood and

Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________ considered, -Media. refers to any ne)s $edia outlets, ne)s atherin and ne)s publishin or ani4ations, -Social media5 refers to all social net)or+in )ebsites !for e0a$ple: Faceboo+, #)itter, etc6" -Website5 refers to the &hubenacadie *and official )ebsite,

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+uiding Principles
7hen en a in the $e$bership in a consultation process, and to the best of our ability, Council )ill be uided by the follo)in %rinciples:

conduct all en a e$ent process in ood faith, en a e )ith band $e$bers before decisions are $ade, approach all co$$unity en a e$ents in a public $anner, set out the scope for the process in a co$$unity en a e$ent plan, state the purpose and $eans of the co$$unity en a e$ent,

allo) ade/uate ti$e and resources for the process to ta+e place, pro$ote access to the process for all 8ation $e$bers, use $ethods that are appropriate to the intended participants, provide co$$on bac+ round infor$ation to all participants, use plain lan ua e, choose locations that are accessible and appropriate, use alternative $edia and for$ats, provide so$e financial support, thorou hly consider all contributions before $a+in a decision, report to the co$$unity on findin s and reco$$endations of the process, provide reasons for decisions, have re ard to the content and respect for the intent of this process, and

consider the costs and resources in relation to the intended purposes and outco$es of any co$$unity en a e$ent sessions,

Council ultimately understands that it is our responsibility to ma,e a decision! and -ill be guided by these Principles as -e consider and decide)

Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________

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/e0uirements for Community Engagement

Co$$unity consultation )ill be used to: provide infor$ation see+ infor$ation e0chan e infor$ation encoura e co$$unity participation Council policy and strate y service delivery and best value the needs of the $e$bership and local co$$unity particular interest roups

#he areas )here consultations )ith $e$bers are li+ely to be conducted are:

#he $ore people that )ill be affected by the decision the )ider the co$$unity en a e$ent needs to be, 9n deter$inin )hether or not to consult about an issue, the follo)in )ill be considered: 9s it a ne) issue: 9s it a co$ple0 issue: 7hat is the scale and i$pact of the issue: 7here in the decision1$a+in process should consultation occur: 7hat resources are available:

A for$al co$$unity en a e$ent process is re/uired if the issue or proposed chan e: directly and si nificantly affects a lar e nu$ber of people, )ill si nificantly affect the ri hts and entitle$ents of 8ation 'e$bers is one about )hich there is li+ely to be stron co$$unity concern, interest or vie)s is li+ely to have a si nificant i$pact on the culture, health, econo$y, lifestyle or environ$ent !and other factors i$portant to the &hubenacadie *and" Co$$unity (n a e$ent $ay also be initiated )hen: infor$ation is needed by Councillors or staff about $e$ber and co$$unity needs, priorities or values, A professional and ethical approach )ill be ta+en to ensure that consultation is not 3ust for sho), #hat the infor$ation received throu h the process is considered ob3ectively, prior to a final decision bein reco$$ended or ta+en by the Council,

Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________

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E2ceptions
#here are so$e precautions to be considered prior to $a+in a decision to consult, as there are a nu$ber of situations )hen consultation can be counterproductive to achievin and $aintainin the foundation principles of the Council.s &trate ic %lan: 7hen chan e is needed /uic+ly 9n $any cases, chan e is re/uired due to ine/uity in the distribution of resources, the need to act /uic+ly to capture an opportunity, or to address an identified proble$, #o consult prior to $a+in a decision in this situation can obstruct and distort corrective actions, %articipants in the consultation )ho have benefited fro$ ine/uity and2or are resistant to chan e $ay i$pede the process of ensurin corrective actions can be i$ple$ented and a decision $ade in the interests of the )hole of the co$$unity, #his does not i$ply that consultation is not desirable; it is 3ust that under so$e circu$stances it $ay not be possible, 7hen a decision has already been $ade #here are ti$es )hen a decision has been $ade in the best interests of the co$$unity to underta+e a particular course of action, Consultin )hen a decision has already been $ade su ests that the decision is open to ne otiation, 9t is better and $ore appropriate in this instance to call for participation in the i$ple$entation of the decision rather than raise e0pectations in the co$$unity and cause ill feelin , Co$$unity (n a e$ent involves atherin infor$ation, alternatives, different values, different vie)s and alternative solutions, in order that the decision $ade by the Council is infor$ed and )ell considered, &ound analysis and 3ud $ent )ill deter$ine )hen a consultation is appropriate, 7hen only a s$all nu$ber are affected 9f only a s$all nu$ber of people are li+ely to be affected then ne otiations )ith individuals or s$all roups $ay be preferable to a for$al consultative process, 7hen there is no ability to consult 9n so$e cases the &hubenacadie *and $ay not have the ability to consult to the e0tent provided )ith this policy, )hich $ay occur )hen there are insufficient finances, not enou h ti$e, or other circu$stances,

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Standards and Process

#he &hubenacadie *and shall conduct each co$$unity en a e$ent session in accordance )ith the Consultation <uidelines, as set out in this policy

Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________ 9n +eepin )ith our <uidin %rinciples, for each Co$$unity (n a e$ent initiative, the &hubenacadie *and )ill develop a plan )hich shall include, a$on other ite$s, the follo)in ele$ents:

9dentify the ob3ectives of the specific Co$$unity (n a e$ent &ession; Develop an action plan settin out roles and responsibilities, includin financial resources, both internally and )ith the participants; (nsure that the values, interests, +no)led e and contribution of participants are considered in a $eanin ful )ay; 9dentify in advance )hat infor$ation )ill be needed to support the Co$$unity (n a e$ent process and ho) this )ill be shared )ith First 8ations, and other persons )ho $ay be affected; Deter$ine ho) the process )ill be $ana ed before, durin and after the Consultation process; Deter$ine ho) co$$unications )ill be $ana ed before, durin and after the Co$$unity (n a e$ent process; Deter$ine ho) all the anticipated2re/uired Co$$unity (n a e$ent processes throu hout the year )ill be approached, publici4ed and $ana ed; and 9dentify evaluation and feed1bac+ $echanis$s,

4)#

Policy (mplementation /oles and /esponsibilities:

#he *and Ad$inistration )ith direction fro$ the Director of =perations )ill support the activities set out in this policy, #he *and Ad$inistration, )ith direction fro$ the Direction of =perations and support fro$ others as appropriate, )ill draft reco$$endations and an outline of the proposed process for underta+in any consultation process, #he proposed process )ill be presented to Council for consideration, All for$al Co$$unity (n a e$ent processes to be underta+en by &hubenacadie *and shall be initiated by $otion of Council durin a duly convened $eetin ,

5)#

Methods of Community Engagement

>uality Co$$unity (n a e$ent is based on trust, transparency, understandin and reco nition that not all co$$unication $ethods suit all people, #here $ay be a nu$ber of steps in the Co$$unity (n a e$ent process that involve the $e$bership and the co$$unity in different )ays at the various sta es or involve different sections of the $e$bership and co$$unity in different )ays, Co$$unity (n a e$ent $echanis$s that encoura e a broad level of input )ill be used, #hese $ay include: 'eetin s )ith interested parties:

Date Approved by Chief and Council: Feb 11, 2014

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Chief's initials: _________________ public $eetin s, foru$s or briefin s attendance at specific interest roup $eetin s pro3ect co$$ittees, discussion and focus roups )or+shops2se$inars pro3ect site visits

%ersonal notification: letters to $e$bers invitin co$$ents2sub$issions leaflets2flyers distributed to all households )ithin a certain area invitin participation rando$ or tar eted surveys, 'edia covera e: advertise$ents for sub$issions2co$$ent press releases and intervie)s co$$unity and local radio and ne)spapers local television encoura in co$$ent via the 9nternet2e1$ail,

Displays and e0hibitions: displays at the Council offices and other venues such as shops, pro3ect or site offices, #he $ethods to be used )ill be deter$ined accordin to the needs of tar eted people to be included in the consultative process, ti$efra$es, resources and the intent of any Co$$unity (n a e$ent,

#)# 6imeframes
#he Co$$unity (n a e$ent process $ust allo) *and 'e$bers and interested parties sufficient ti$e to understand and discuss the issues before respondin , 9t $ust also occur in ti$e for the results of the process to be ta+en into account )hen a decision $ust be $ade, #i$in of the co$$unity en a e$ent, feedbac+ to participants and decision $a+in )ill be clearly stated to all participants, #i$efra$es )ill be co$$unicated in all correspondence and presentations provided to sta+eholders, #i$efra$es should ta+e into consideration: the i$pact of the issue and decision $a+in to be considered the re/uire$ent for the e0chan e of co$ple0 infor$ation the needs of *and 'e$bers and other sta+eholders Date Approved by Chief and Council: Feb 11, 2014 pa e 9

Chief's initials: _________________ the e0pected difficulty of en a in *and 'e$bers and other sta+eholders the availability of resources the ur ency for a decision to be $ade, 8otification to *and 'e$bers and other sta+eholders of the intention to start a period of consultation )ill be iven no later than one )ee+ prior to the openin of the Co$$unity (n a e$ent period,

)# /e0uests for Community Engagement

#he &hubenacadie *and shall ensure that upon receipt of a re/uest to conduct co$$unity en a e$ent on behalf of a third party, includin Cro)n a encies, private a encies, businesses and or ani4ations, people and co$$unities, that the &hubenacadie *and shall abide by the follo)in principles: Council !)ith uidance and support of staff" )ill Durin the ne0t appropriate Council $eetin they )ill consider if there is sufficient infor$ation to deter$ine if there is a $andate to consider the re/uest, Additional infor$ation $ay be re/uested, 9f there is no $andate, Council )ill re3ect the re/uest, 9f it is deter$ined that Council does have a $andate to consult they )ill deter$ine the follo)in :

7hat the scope of the i$pact of the issue!s" and )hat decision1 $a+in re/uire$ents need to be considered, #he level of co$ple0ity in the issue and )hat infor$ation )ill need to be presented2e0a$ined durin the co$$unity en a e$ent, 7hat additional research the 8ation )ill need to do to prepare for the Co$$unity (n a e$ent process,

#he level of difficulty and co$ple0ity that can be anticipated in the consultation process, #he availability of resources !financial and hu$an" that can be $ade available to $ana e the process, #he ur ency and ti$in need to $a+e a decision on the issue2re/uest, #he results of this revie) process )ill be docu$ented in the $inutes of the Council $eetin and reflected in the decision to proceed and or to li$it Co$$unity (n a e$ent,

")# Authori7ed /epresentatives

#he &hubenacadie *and Council )ill appoint an individual !either the Chief, a Date Approved by Chief and Council: Feb 11, 2014 pa e 10

Chief's initials: _________________ $e$ber of Council or another person duly $andated by resolution" to act as the Authori4ed ?epresentative in discussin $atters )ith third parties or to respond to en/uiries2correspondence fro$ third parties on various $atters durin Co$$unity (n a e$ent, #he Authori4ed ?epresentative shall have authority to $eet )ith third parties, ho)ever, he2she shall have no authority to enter into a ree$ents or infor$al arran e$ents, )hether verbal =? )ritten, )ith third parties unless authori4ed and $andated to do so by Council,

*)# /evie- and Dispute /esolution

9n the event a *and 'e$ber dee$s $eanin ful Co$$unity (n a e$ent has not occurred )ithin &hubenacadie and2or by a third party, the *and 'e$ber shall brin their concerns to Council )hich shall revie) and deter$ine if further infor$ation or revie) is re/uired, 9f further revie) or infor$ation is re/uired, Council shall appoint an 9ndependent *ody to revie) the facts of the Co$$unity (n a e$ent process and brin bac+ to Council for final deter$ination, and if re/uired, to identify possible re$edies, #he 9ndependent *ody $ay consist of e0ternal advisors, includin le al counsel and2or financial e0perts, as )ell as other $e$bers at lar e )ho can provide assistance in the revie) and resolution process, 9n the event a concern is brou ht for)ard, such Co$$unity (n a e$ent and2or any results ste$$in fro$ such Co$$unity (n a e$ent shall be suspended until the revie) is co$pleted, unless other)ise directed by the Council,

$)# 8versight of Community Engagement Policy

14.1 Role of Council #he Council has responsibility to revie) and a$end the policy and procedures associated )ith the Co$$unity (n a e$ent %olicy, 9t is responsibility for interpretin the %olicy in the event of dispute or disa ree$ent arisin fro$ the interpretation of any ter$, condition, )ord or procedure in this %olicy 14.2 Violation of Policies

All e$ployees bound by this %olicy and are e0pected to abide by the$ at all ti$es, Failure to do so )ill lead to appropriate disciplinary action as presented and defined in this Co$$unity (n a e$ent %olicy, #his description is not to be considered e0haustive or all1inclusive, 14.3 Severable

Council $ay a$end this Co$$unity Consultation %olicy at any ti$e, 9f a$ended, all $e$bers and e$ployees )ill be infor$ed of the approved ne)2a$ended %olicy, Date Approved by Chief and Council: Feb 11, 2014 pa e 11

Chief's initials: _________________ 9f any provision of this Co$$unity (n a e$ent %olicy is found invalid, such provision is severable and shall not affect the validity of the re$ainder of the %olicy as a )hole,

Date Approved by Chief and Council: Feb 11, 2014

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