Community Work Sessions

I support the introduction of Community Work Sessions as a practical way to strengthen public participation and improve municipal decision-making.

Community Work Sessions would bring together residents, businesses, agriculture, industry, community organizations, administration, and Council to discuss important community issues before major decisions are made.

The purpose is not to create more meetings. The purpose is to create better meetings that lead to better decisions.

When Should Community Work Sessions Be Used?

Community Work Sessions are intended for significant municipal issues where meaningful public collaboration has the potential to improve the quality of Council's decision.

Community Work Sessions are not intended for routine administrative matters or every item before Council. They are intended for important issues where taking additional time to listen, learn, and work together may lead to better decisions. The objective is to improve the quality of important decisions before they are made—not after they become difficult or costly to change.

• The issue is expected to have a significant long-term impact on the community.
• Residents are likely to hold a broad range of viewpoints or interests.
• Additional public understanding and dialogue could assist in identifying practical solutions.
• The issue involves substantial public investment or long-term financial commitments.
• The decision is difficult or costly to reverse once implemented.
• The greater the long-term impact of a decision, the greater the value of meaningful public collaboration before that decision is made.
• The issue affects multiple communities, neighbourhoods, or stakeholder groups.
• Community knowledge, experience, and ideas could contribute to a better outcome.

Executive Briefing Packages

Each Community Work Session should be supported by an Executive Briefing Package made available well in advance through the RM of Springfield website.

The purpose of the briefing package is to provide residents with the background information needed to understand the issue before participating in the discussion.

• An Executive Summary written in plain language.
• The purpose and objectives of the Community Work Session.
• Background reports and supporting information.
• Maps, drawings, photographs, or illustrations where appropriate.
• Financial information and cost estimates where available.
• Alternative options under consideration.
• Known constraints, opportunities, and key questions to be explored.

To minimize costs, briefing packages should normally be made available electronically as downloadable PDF documents through the RM website, with printed copies available through the RM Administration Office for residents who require them.

Information should be organized to help residents understand the issue—not simply to satisfy publication requirements.

Rotating Breakout Sessions

Where appropriate, Community Work Sessions may utilize Rotating Breakout Sessions to encourage broader participation, fresh thinking, and collaborative problem-solving.

Participants begin in small discussion groups, each focusing on a specific topic, question, or challenge. Following each discussion period, participants may rotate to another table, bringing with them new ideas, perspectives, and insights from their previous discussion.

Between each rotation, Session Facilitators summarize common themes, emerging ideas, areas of agreement, and unresolved questions before the next round of discussions begins. This allows every breakout group to benefit from the collective thinking of the entire room.

Each breakout session builds upon the work of the previous session, allowing ideas to evolve, differences to be better understood, and practical solutions to emerge collaboratively.

Good decisions are rarely the product of one conversation. They are often the result of many conversations, building upon one another.

The objective is not simply to collect opinions. The objective is to allow the community to think together.

Session Facilitators

Depending on the size and complexity of the Community Work Session, one or more Session Facilitators, including a Lead Facilitator where appropriate, may be utilized.

The role of the Facilitator is not to influence the outcome. The role of the Facilitator is to encourage respectful participation, guide constructive discussion, identify common themes, and help participants work toward practical solutions.

• Guide respectful and constructive discussion.
• Encourage balanced participation from all participants.
• Keep discussions focused on the objectives of the session.
• Summarize common themes, ideas, and unresolved questions.
• Assist participants in working toward practical solutions and informed recommendations.

The Facilitator safeguards the process—not the outcome. Community Work Sessions are intended to encourage collaboration, mutual understanding, and informed decision-making.

Community Work Sessions are intended to bring people together, encourage respectful dialogue, strengthen public understanding, and assist Council in making informed decisions that reflect the long-term interests of Springfield.

Meaningful Public Notice

Community Work Sessions should be scheduled with reasonable advance notice, allowing residents sufficient time to review available information, discuss issues with family, friends, and neighbours, and participate in a thoughtful and informed manner.

Where practical, scheduling should consider school calendars, summer vacation periods, agricultural activities, major community events, and the convenience of working families.

Whenever practical, Community Work Sessions should be held during the early evening or at other times that maximize public participation and accessibility.

The objective is to encourage meaningful participation—not simply to satisfy notice requirements.