MORNINGTON PENINSULA SHIRE
STANDING CITIZENS’ PANEL
MARCH – NOVEMBER 2022
SNAPSHOT
Process: Standing Citizens’ Panel
MosaicLab’s role: Design and facilitation
Client: Mornington Peninsula Shire
Timeframe: March – November 2022
Participants: 45 selected, 30 attended.
PANEL PURPOSE
The purpose of Mornington Peninsula Shire’s (MPS) 2022 Citizens’ Panel (the Panel) was to discuss and consider a range of issues that impact the community as determined by the council.
Feedback from the panel was compiled and provided to council staff and councillors to help with their decision making. (A standing panel is one that meets on an ongoing basis for a designated period of time.)
OVERVIEW
The decisions council makes affect everyone. Hearing directly from people with lived experience supports the council to make better and more informed decisions and ultimately provides a more robust approach to governance.
The 2022 MPS Citizens’ Panel was tasked with discussing and considering a range of issues such as planning and infrastructure, innovative ideas to future proof the Shire, climate change, peri-regional status, community health and wellbeing and how to plan services and programs such as roads and assets maintenance.
The panel met over eight sessions using a combination of face-to-face and online formats. Each three-hour session focused on a new topic and allowed time for the Panel to deepen their understanding of the topic, including conversations with council staff, and discussion and deliberation on key questions.
A Panel report was produced after each session and shared with the Panel, as well as a final process report at the completion of the year.
TECHNOLOGY CHALLENGES
Panel members participated online (Zoom) via their personal devices. This ranged from PCs and laptops to iPads.
Facilitators gained awareness of which panel members needed additional technology support and ensured these people were partnered with other more ‘tech savvy’ participants to ensure maximum engagement.
The Panel was always supportive and collaborative with each other to ensure everyone could participate fully.
the participants’ experiences
panel members’ experiences
At the panel’s final session together, they shared reflections from their experience. Below is a selection of comments from the evening.
WHAT THEY LIKED:
Discussing with others who may have different points of view. Learning and enriching our understanding of our council. Better understanding of council staff, their roles and their views / ideas
The respectful way they worked together
Meeting new people
Becoming informed
Working across generations
Being asked to be involved
That there were polite, heathy, and diverse discussions.
WHAT THEY WISHED HAD HAPPENED IN THE PROCESS:
More young people/ youth representation [on the panel]
That what we have worked on contributes to and benefits the community
That they could have met more in person or alternated between in-person and online
That they could have chosen a topic that they thought was important to discuss together (i.e. not all driven by the council).
WHAT THEY WERE LEFT WONDERING ABOUT THE PROCESS:
How the community will respond to our recommendations
What is next – how to contribute in the future? How will this process go into the future?
Did we influence anything? Did the council hear what they expected / wanted?
WORDS OF WISDOM FOR 2023 PANEL:
Do your bit and have your voice heard! Take the time to do the readings sent and most important enjoy the journey! It may feel long but it is worth it!
Relish this opportunity to listen, to be heard, to learn and ultimately contribute to the future of our beautiful peninsula. Have fun and enjoy!
Be inquisitive and daring – get involved in the discussions, pre reading materials and ultimate findings.
This is a great opportunity to understand how a community works and be improved. Listen to a wide range of opinions and be prepared to change your mind.
THE FACILITATION TEAM’S REFLECTIONS: KEYS TO SUCCESS
Dedicated community engagement team – Having key council staff supporting the Panel throughout the year ensured communication was timely and the participants were well supported throughout. Regular project check-in meetings also ensured session topics were well planned and prepared.
Committed and enthusiastic panel members – Both the client and MosaicLab were delighted and grateful to the dedicated 30 panel members who attended all eight sessions. They developed a new appreciation and understanding of the depth and breadth of council’s work as well as made new connections and friendships.
Report back – At the beginning of each session, the council staff lead from the previous session’s topic would give a short report back on how the Panel’s insights had informed or progressed their work. This reassured the Panel that their insights and recommendations were being used to inform decisions within council and helped participants feel that the process was genuine.
Online or face-to-face – Of the eight sessions, two were held face-to-face (Meet & Greet and the Celebration event) and six were held online. The decision to host most sessions online was primarily based on safety, given the winter months would require panel members travelling in the dark across the peninsula.
While some members regularly voiced their desire for more face-to-face sessions, there were equally a number who preferred being online for the convenience of being at home supporting family and reduced travel.
THE CLIENT’S EXPERIENCE
“A key outcome for council was that the input from the 2022 Citizen’s Panel resulted in the development – and later adoption – of the MPS Asset Plan 2022-2032. This plan establishes a framework for how community assets will be managed now and into the future. The Panel recommendations also helped shape ongoing projects including Peri-Regional advocacy and Future Maintenance Services. ”
FAST FACTS
Total number of Panellists = 30
Total number of Sessions = 8 (2 x F2F + 6 x online)
Total number of session hours = 23
Total number of hours panel were in conversation = 543
Number of reports produced by Panel = 6
Total number of MPS staff involved as expert speakers, engagement support or observers = 44
Read more of our case studies
ENJOYED THIS POST?
Stay in the know! Get new posts, actionable ideas and fabulous free resources delivered to your inbox - subscribe to our monthly e-newsletter 'the Discussion'.