Community consultation and consent collection

Goal: Ensure broad community support by engaging property owners, addressing concerns, and securing the necessary consent to proceed with the UIP application.

Week 1-2: Host the first public meeting (mandatory) to Present the Draft Business Plan and Discuss Benefits with Property Owners

The first public meeting is a crucial step in securing community buy-in for the Urban Improvement Precinct (UIP). The Steering Committee will organize and host this meeting at a central, accessible venue to ensure maximum attendance. The purpose of this meeting is to:

• Present the draft UIP Business Plan – Providing an overview of the proposed improvements in security, cleaning, and public space management.
• Explain the benefits of the UIP – Demonstrating how similar initiatives in other municipalities have led to reduced crime rates, improved property values, and enhanced urban environments.
• Outline the funding model – Clearly explaining how the additional levy will be calculated, ensuring transparency in how the collected funds will be used and managed.
• Answer property owners’ questions – Addressing concerns about financial implications, governance structures, and municipal oversight.
• Gather initial feedback and gauge support levels – Encouraging property owners to voice their priorities and recommendations to refine the plan before final submission.

To maximize attendance and awareness, the Steering Committee will:

• Distribute flyers and invitations via WhatsApp groups, social media, and local noticeboards.
• Send email and SMS reminders to property owners.
• Encourage business forums, resident associations, and community leaders to mobilize stakeholders.
• Provide an online option (Zoom/YouTube Live) for those unable to attend in person.

The meeting will be recorded, and minutes will be documented to ensure transparency and serve as proof of community consultation.

Download the Frequently Asked Question flyer template

Week 2-4: Start collecting written consent from property owners

Following the first public meeting, the Steering Committee will initiate the consent collection process, aiming to obtain written approval from a percentage of property owners as required by the municipality’s SRA policy, within the proposed UIP boundary.

The consent collection process will involve:

• Door-to-door engagements – Volunteers will visit property owners to explain the benefits of the UIP, answer questions, and collect signed consent forms.
• Digital consent collection – An online Google Form or electronic signature platform will be used to facilitate remote sign-ups.
• Public consent stations – Setting up booths at shopping centers, community halls, and places of worship where property owners can review the plan and sign consent forms.
• Follow-up reminders – Sending periodic WhatsApp messages, emails, and SMS reminders to property owners who have not yet signed.

Download the Consent Form Template Here 

Target: At least 51% of property owners (or as required by the municipal SRA Policy. 
To ensure compliance, the Steering Committee will maintain detailed records of all consents obtained, including:

• A database of signed consent forms (both physical and digital copies).
• Tracking progress with a consent dashboard, highlighting areas with low participation.
• Regular status updates provided to the community to maintain transparency and encourage participation.

This phase is critical, as failing to secure sufficient consent will delay or prevent the formal establishment of the UIP. If resistance is encountered, the Steering Committee will host additional information sessions to clarify concerns and ensure a higher level of community engagement.

By the end of May, the goal is to have majority property owner support, enabling the Steering Committee to proceed with preparing the final submission to municipality