Scope of this Working Group

As The City works to improve multicultural communications we want to make sure that this is being done effectively and appropriately.

To do this we are creating this volunteer working group to validate existing multicultural research with members in the Punjabi community in Calgary.

This working group is for communications and marketing with the Punjabi community in Calgary. The working group working group will not be asked about if a service is, or should be offered by The City.

Scroll to the bottom of this page for an overview of the terms of reference for this working group.

Apply by February 28 to Join

TERMS OF REFERENCE

Purpose of the working group

As The City works to improve multicultural communications we want to make sure that this is being done effectively and appropriately.

To do this we want to get input from community members on some of our communication and marketing practices.

This working group is being set up to validate existing research from members in the Punjabi community in Calgary.

The working group will meet approximately eight (8) times in 2021.

Scope of the working group

This working group is for communications and marketing with the Punjabi community in Calgary. The working group working group will not be asked about if a service is, or should be offered by The City.

Overview of roles and responsibilities

Shared responsibilities

  • All members and staff are expected to abide by The City’s Respectful Workplace Policy. In the unlikely event that a members continued behaviour is found to have violated the Respectful Workplace Policy, they could be asked leave the group.
  • All information about members of this Working Group is under the protection of Freedom of Information and Protection of Privacy FOIP legislation.
  • All meetings of the working group will be run under the Chatham House Rule which is as follows: when a meeting, or part thereof, is held under Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed. Note: Any information that is deemed proprietary or confidential will be stated at the beginning of each meeting and will not be able to be shared outside the Working Group.

Role of members

  • The working group will be asked to provide advice and feedback on the effectiveness of the communication approach in reaching the Punjabi community in Calgary.
  • Where possible, Working Group members will also be a community link. Sharing information with community members or contacts.
  • Group membership is voluntary. You are not required to attend all meetings.
  • Group members will have access to a member-only online forum. Group members are not to share their login information for the online forum.

Role of City Staff

  • Present this group different communications and marketing initiatives. We will do our best to bring a wide variety of projects for discussion. They will range from specific issues like waste and recycling to more broad policy topics.
  • Facilitate the meeting and provide the Group with timely, balanced and objective information.
  • Provide an online forum that is accessible only by the working group and monitor the online forum and share key themes at the meetings.
  • Overall staff will collect feedback, answer questions, and make sure everyone has a chance to speak. Staff will share a summary of each meeting (what we heard) and when possible what was done with the feedback.
  • Makes the engagement promise to consult with Working Group members wherever possible on communications and marketing tactics. In The City of Calgary’s engagement policy “consult” (pg. 5) means The City promises to “consult with stakeholders to obtain feedback and ensure [your] input is considered and incorporated to the maximum extent possible. We will advise [you] how [your] consultation impacted the decisions and outcomes.”

Meeting details

The City and members of the working group will meet regularly to look at different communications and marketing projects.

  • At this time all the meetings will be virtual, either on this website in the form of questions and answers and/or in the evening on Microsoft Teams.
  • A link to join the meeting will be sent to you with a minimum of 1 week notice.
  • There is no obligation to attend all meetings.
  • Each meeting will be about a different topic. If something needs more than one meeting we will let you know ahead of time.
  • There will be about 8 meetings in 2021 and they will be approximately 1.5 hours but may need to be 2 hours in length. This will be communicated ahead of each meeting.
  • There will not be compensation for members, this is an ask for volunteers.

If anything changes, or needed to be added to these terms like additional meetings are need this will be discussed with the group ahead of time.