Council and Wellbeing Plan

Workshops 3 and 4 were used to provide insight into the intention behind the aspiration statements, why it is important and what they would expect to see, hear or notice changing as Council worked towards delivering this aspiration over the next four years.

Community Vision Themes

During Stage 2a of the project, the Frankston Community Panel, participants were asked to consider four Vision Themes, review community feedback and discuss key information about Frankston City, and review the aspiration statement for each theme and agree upon any changes. These four themes are:

• Theme 1: Healthy and inclusive communities
• Theme 2: Natural environment
• Theme 3: Connected places and economy
• Theme 4: Council performance and leadership

Items in Workshop 3 Tuesday 12 November 2024, 6.00 pm to 9:00 pm:

• Welcome back: panel members after the caretaker period break providing an overview of the sessions, housekeeping, psychological safety and a clear understanding of the remit, including scope and level of influence.
• Context setting: providing an update on the Community Vision work that has been completed and an overview of the next steps; council planning. The role of the panel in supporting incoming Councillors by helping them understand what the community cares about and why the aspirations are important.
• Theme 1: Healthy and Inclusive communities: a presentation from a subject matter expert to provide an overview of health and wellbeing and how this intersects with inclusion and ensuring all people are supported, outlining Council’s role, focus and partnerships and current data.
• Deliberation: panel members focused on ‘Frankston is a place for everyone to feel proud, safe, healthy and supported in wellness. All people are recognised, supported, respected and celebrated.’ and consider why it is important for Council to focus on this for the next four years and what they would expect to see, hear or notice as Council works towards this aspiration in the next four years.
• Sharing results: Subject matter experts shared the results from panel members and asked for further information from the panel as required.
• Upvoting: Panel members were broken into small groups to upvote on comments that reflected the needs of the group. Results of the upvoting when then shared as a whole group. ● Poll: Panel members responded to a quick poll about what they would be most supportive of Council investing in the next four years, with three options provided.
• Theme 4: Council performance and leadership: a presentation from a subject matter expert to provide an overview of services delivered by Council, what community engagement means to Council, engagement principles and the way Council engages with the community. Community feedback from stage 1 regarding engagement was also presented.
• Deliberation: panel members focused on ‘Frankston City Council communicates honestly and transparently with our communities and advocates for people of all abilities and backgrounds. Council is trusted and well governed and uses its resources in an accountable and sustainable manner. Councillors and Council work as a team to prioritise the community's interest through programs of ongoing engagement.’ and consider why it is important for Council to focus on this for the next four years and what they would expect to see, hear or notice as Council works towards this aspiration in the next four years. Panel members responded to a quick poll about what more focus on community engagement meant to panel members. Panel members were broken into small groups to undertake this task with a facilitator.
• Sharing results: Subject matter experts that shared the results from panel members and asked for further information from the panel as required.
• Upvoting: Panel members were then asked to upvote five comments that reflected their needs. Results of the upvoting when then shared as a whole group.
• Feedback: Panel members had the opportunity to provide feedback on the session, what they liked about the session and what could improve the next session.

Workshop 4a Council and Wellbeing Plan: 19 November 2024

Gaining an understanding of the drivers of the aspiration statements for the themes Natural Environment and Connected places and economy. Panel members undertook a weight-decision making criteria for annual budget submission for discretionary spending. Panel members used the Engage Frankston platform to participate in the activities.

Items in Workshop 4 Tuesday 19 November 2024, 6.00 pm to 9:00 pm:

• Context setting: an overview of the session was provided as well as a reminder on the remit for the aspirations for the themes under Natural Environment and Connected places and economy. This was important for panel members who did not attend workshop 3.
• Theme 2: Natural Environment: a subject matter expert provided an overview of the strategies and action plans that Council deliver, their Garden for Wildlife program and coastal and marine management.
• Deliberation: panel members focused on ‘The community is educated on how to care for the environment, and the protection of biodiversity and the health of natural spaces is promoted. Climate change is being actively addressed, and our integrated water systems are future proofed against the challenges of our coastal region. Waste management is transparent and innovative.’ and consider why it is important for Council to focus on this for the next four years and what they would expect to see, hear or notice as Council works towards this aspiration in the next four years. Panel members responded to a quick poll about environmental education and what idea about climate change would be most supported, with options selected. Panel members were broken into small groups to undertake this task with a facilitator.
• Sharing results: Subject matter experts that shared the results from panel members and asked for further information from the panel as required.
• Upvoting: Panel members were broken into small groups to upvote five comments that reflected the needs of the group. Results of the upvoting when then shared as a whole group.
• Theme 3: Connected places and economy: a subject matter expert provided an overview of public space, including playgrounds, sports fields, parks, gardens and reserves, paths, beaches, shopping strips, malls and laneways and streets and roads and why these spaces are important. An explanation of the strategic context within Council was provided and panel members were presented with a case study of Sandfield Reserve, showing how Council has tried to provide an ‘extensive range of cultural, artistic and recreational pursuits’ within the project.
• Deliberation: panel members focused on “Frankston City nurtures and attracts innovation and investment and is known for its diverse educational and business opportunities. It's well‐connected, with a network of easy to access, progressive and resilient infrastructure.’ and consider why it is important for Council to focus on this for the next four years and what they would expect to see, hear or notice as Council works towards this aspiration in the next four years. Panel members responded to a quick poll about open space, designing safe public space and economic development, with options selected. Panel members were broken into small groups to undertake this task with a facilitator.
• Sharing results: Subject matter experts that shared the results from panel members and asked for further information from the panel as required.
• Upvoting: Panel members were broken into small groups to upvote five comments that reflected the needs of the group. Results of the upvoting when then shared as a whole group

Theme 1: What is the intention behind this aspiration?

Choose part of this statement and tell us why it's important that Council focus on this in the next four years? (i.e recognise, respect, proud, celebrated)

'Upvote' the intentions you think best represent the community.

Theme 1: What would you expect to see, hear or notice changing as Council works towards this aspiration in the next four years?

'Upvote' the changes that would have the biggest impact in the next four years.

Theme 2: What is your intention behind this aspiration?

Why is it important for Council to focus on balancing the enjoyment of the environment with robust and sustainable land management in the next four years?

'Upvote' the intentions you think best represent why this aspiration is important.

Theme 2: What would you expect to see, hear or notice changing as Council works towards future proofing our integrated water systems over the next four years?

'Upvote' the changes that would have the biggest impact in the next four years.

Theme 3: What is your intention behind this aspiration?

Choose any part of the aspiration and explain why it is important for Council to focus on in the next 4 years.

'Upvote' the intentions you think best represent why this aspiration is important.

Theme 3: What would you expect to see, hear or notice changing as Council develops public spaces which provide an extensive range of cultural, artistic and recreational pursuits?

'Upvote' the changes that would have the biggest impact in the next four years.

Theme 4: What is the intention behind this aspiration?

Choose part of this statement and tell us why it's important that Council focus on this in the next four years? (i.e community interest, work as a team)

'Upvote' the intentions you think best represent the community.

Theme 4: What would you expect to see, hear or notice that would demonstrate Council prioritising the community’s interest in engagement programs?

'Upvote' the changes that would have the biggest impact in the next four years.

Workshop feedback

Panel members had the opportunity to provide feedback after each workshop. They were asked what they liked about this workshop and what could make the next workshop better, and in the final workshop, what they liked about being in the panel and if someone asked them why they should join the next community panel what they would say. The project team was able to make changes to respond to panel members suggestions during workshops and between workshops. Ten panel members provided feedback after workshop 3 and 4, and 23 participants provided feedback after workshop 5. This feedback allowed for subsequent sessions to be codesigned to incorporate participant suggestions.

Workshop 3

Participants appreciated several aspects of the workshop's structure and facilitation. Having team members drop into breakout rooms to summarise discussions and take precise notes was highlighted as particularly helpful. The breakout rooms themselves were well-received, allowing quieter participants to contribute - fostering focused, efficient conversations. Many noted that the smaller groups avoided the over-chatter and tangents that can arise in larger discussions, making the process feel quicker and more productive.

The workshop's flexibility in engagement was also commended. Participants liked the ability to input their own thoughts while still engaging in group discussions. The diversity of opinions shared was seen as a strength, with participants appreciating the collaborative environment. Clear and concise responses from subject matter experts were also noted as a positive aspect. The overview and slides were considered informative, providing a helpful refresh on key topics.

“Flowed well, the overview and slides were informative and a good refresh. I liked the opportunity to put in your own comments and then chat about them with others too.”

“Liked the option for entering your own thoughts but still able to chat.”

For the next workshop, improvements could be made in some areas. Group facilitation was found to be more helpful, and participants suggested using a small group approach with a designated speaker to quickly share insights with the larger group. This could help save time and keep the meeting on track.

The overall format was seen as an improvement over previous online sessions, but some technical issues still need addressing, such as a presenter's microphone clarity and the use of Engage Frankston voting tool being difficult to navigate.

“More of the same - this was definitely better than the previous online session.”

“More of a small group effort that can then be shared with the larger group quickly by using a group speaker.”

During workshop 3, the project team changed the format of the workshop between the two themes to make participation easier by starting with group work. The project team and participants felt that this worked better and continued this approach into Workshop 4.

Workshop 4

Panel members liked several aspects of the workshop. They noted that the workshop was well prepared, with a variety of speakers providing insightful and enthusiastic input on the topics. The preparation and the speakers’ competence were praised as valuable, with many participants feeling the discussions were productive and respectful. This engagement was seen as an opportunity to rebuild trust and faith in the council through open and collaborative dialogue.

The smaller group format was particularly well received, as it fostered better interaction, quicker discussions, and encouraged brainstorming around aspirations. The varied pace and structure of the workshop were also commended for maintaining interest and flow.

“I really liked being able to be in a room with a few others to encourage discussions around the aspirations and be able to "brainstorm" ideas.”

“Very competent and insightful input from the various speakers to each aspiration.”

“Liked the format with group support. Great overall information and support on topics.”

Ahead of the last workshop the following feedback was received. The tools used during the session, such as the point allocation slider, were challenging to navigate on mobile devices, especially when multiple choices required scrolling. One panel member reported feeling rushed to decide. Providing more user-friendly tools and keeping QR codes displayed for easier logins would improve accessibility.

Sharing presentations or workshop materials in advance would give participants time to absorb content beforehand, leading to more informed and meaningful discussions.

“Tool is a bit sensitive on the phone - slider.”

“Releasing the presentations before the evening so that people get a chance to absorb the content before the night.”

The QR code to access the activity was added to the chat during workshop 4 to assist panel members to access the activity. Panel members were also supported through one-on-one support in break out rooms to complete the activity.

Ahead of workshop 5, panel members were provided with an overview of the session and access to the Engage Frankston project page to review the activity and infrastructure projects that would be considered during the session.