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Corporate Services Report toPriorities and Finance Committee2013 May 14

PLAIN LANGUAGE POLICY (NM2011-19)

Approval(s): Stevens, Brad and George, Jacob concur with this report. Author: Fergusson, Robb

ISC: UNRESTRICTEDPFC2013-0234

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EXECUTIVE SUMMARYThis report provides the Priorities and Finance Committee with a proposed Plain LanguagePolicy which will help The City communicate more effectively with citizens and stakeholders.

ADMINISTRATION RECOMMENDATION(S):That the Priorities and Finance Committee recommend that Council adopt the proposed PlainLanguage Policy (Attachment 1).

PREVIOUS COUNCIL DIRECTION / POLICYAt the 2011 July 4 Combined Meeting of Council, Notice of Motion (NOM2011-19) by AldermanFarrell directed Administration to undertake a plain language review and create a plain language

policy.

On 2012 October 2, Council approved the deferral of the Notice of Motion response to 2012November 6. On 2012 October 15, Council amended the deferral date to 2013 May.

BACKGROUNDThe Corporate Brand Identity and Identifier Administration Policy was written in 2002. Under it,Customer Service & Communications (CSC) developed Communication Standards whichinclude a section on Writing in Plain Language. However, there is currently no Council policywhich mandates that The City communicate in plain language.

INVESTIGATION: ALTERNATIVES AND ANALYSIS

Plain language reviews were conducted on documents related to City programs, reports,facilities and projects (Attachment 2: Plain Language Audit Executive Summary). These reviewsidentified that current documents often use long sentences and a lot of jargon and acronyms.

Plain language policy and practices in other governments were reviewed. Plain languageprofessionals were also interviewed.

Stakeholder Engagement, Research and CommunicationThe following stakeholders were consulted:

Aldermanic Office Coordinating Committee (AOCC)

AOCC sub-committee of five volunteer Aldermen

CSC Client Council

City senior communications professionals

Strategic AlignmentThe proposed Plain Language Council Policy is aligned with The Citys goals and long-termvision. The Communications Targets in imagineCALGARY include:

By 2036, 75 per cent of Calgarians report that they are informed.

By 2036, all Calgarians have easy access to current forms of communicationstechnology.

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Corporate Services Report toPriorities and Finance Committee2013 May 14

PLAIN LANGUAGE POLICY (NM2011-19)

Approval(s): Stevens, Brad and George, Jacob concur with this report. Author: Fergusson, Robb

ISC: UNRESTRICTEDPFC2013-0234

Page 2 of 2

Alignment with Sustainability Direction 2020A Council Plain Language Policy supports all targets identified in the Sustainability Direction2020, specifically

By 2016, 80 per cent of Calgarians report that they feel government is open, honest,inclusive and responsive.

Social, Environmental, Economic (External)No impacts have been identified with this report

Financial CapacityCurrent and Future Operating Budget:

Current and future operating budget to implement the policy will be taken from existing

communications budgets.

Current and Future Capital Budget:None.

Risk AssessmentThere are no significant risks associated with this project. Operational and project risks whichhave been identified are being managed.

REASON(S) FOR RECOMMENDATION(S):Review of other governments showed three approaches to plain language:

Legislatively mandated

Plain language as part of a broader communications policy Standards and best practices

This report combines the latter two approaches. The policy mandates that the best effort bemade to use plain language in communications. It also directs that standards be created andadhered to, with review of compliance every two years.

ATTACHMENT(S)1. Plain Language Council Policy2. Plain Language Audit Executive Summary3. Plain Language Standards (Draft)