Horticulture and Forestry Advisory Board Agenda and Packet 2012 01 05

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Public Involvement Policy Public participation is an essential element of the City's representative form of government. To promote effective public participation City officials, advisory board members, staff and par- ticipants should all observe the following guiding principles, roles and responsibilities: Guiding Principles for Public Involvement Inclusive not Exclusive - Everyone's participation is welcome. Anyone with a known interest in the is- sue will be identified, invited and encouraged to be involved early in the process. Voluntary Participation - The process will seek the support of those participants willing to invest the time necessary to make it work. Purpose Driven - The process will be clearly linked to when and how decisions are made. These links will be communicated to participants. Time, Financial and Legal Constraints - The process will operate within an appropriate time frame and budget and observe existing legal and regulatory requirements. Communication - The process and its progress will be communicated to participants and the community at -large using appropriate methods and technologies. Adaptability - The process will be adaptable so that the level of public involvement is reflective of the magnitude of the issue and the needs of the partici- pants. Access to Information -The process will provide participants with timely access to all relevant infor- mation in an understandable and user- friendly way. Education and training requirements will be consid- ered. Access to Decision Making - The process will give participants the opportunity to influence decision making. Respect for Diverse Interests - The process will foster respect for the diverse values, interests and knowledge of those involved. Accountability - The process will reflect that partici- pants are accountable to both their constituents and to the success of the process. Evaluation - The success and results of the process - will be measured and evaluated. Roles and Responsibilities - City Council City Council is ultimately responsible to all the citizens of Louisville and must weigh each of its deci- sions accordingly. Councilors are responsible to their local constituents under the ward system; however they must carefully consider the concerns expressed by all parties. Council must ultimately meet the needs of the entire community — including current and fu- ture generations —and act in the best interests of the City as a whole. During its review and decision- making process, Council has an obligation to recognize the efforts and activities that have preceded its deliberations. Coun- cil should have regard for the public involvement processes that have been completed in support or opposition of projects. Roles and Responsibilities -City Staff and Advisory Boards The City should be designed and run to meet the needs and priorities of its citizens. Staff and advisory boards must ensure that the Guiding Principles direct their work. In addition to the responsibilities estab- lished by the Guiding Principles, staff and advisory boards are responsible for: • ensuring that decisions and recommendations reflect the needs and desires of the community as a whole; • pursuing public involvement with a positive spirit because it helps clarify those needs and desires and also adds value to projects; • fostering long -term relationships based on re- spect and trust in all public involvement activi- ties ; • encouraging positive working partnerships; • ensuring that no participant or group is margin- alized or ignored; • drawing out the silent majority, the voiceless and the disempowered; and • being familiar with a variety of public involve- ment techniques and the strengths and weak- nesses of various approaches. -9-