Public consultation meetings: recording details of public consultation meetings during preparation stage

[odscjen]

Background

This issue relates to the following CoST IDS elements proposed in the CoST IDS/OC4IDS review:

Public consultation meetings

Public consultation meetings

Module: Social
Indicator: Public participation

Disclosure format

Disclose the occurrence of public meetings with communities and impacted groups including meeting invite, the number of the participants, dates and location of these meetings.

OC4IDS mapping

​Project Level: For each meeting:

1. Publish the meeting invite. Add a document, set its .documentType to ‘consultationMeetingInvitation’ and its .url to the URL at which the meeting invite is available.
2. Publish the meeting details. Add a Meeting object to the .social.consultationMeetings array and set:

• .id incrementally - .date to the date of the meeting
• .address to the address of the meeting
• .numberOfParticipants to the number of people that participated in the meeting.

3. Publish the meeting minutes. Add a document, set its .documentType to ‘consultationMeetingMinutes’ and its .url to the URL at which the meeting minutes are available.

Proposal

Create a Meeting object to be used in the social.consultationMeetings array to hold details of public meetings. This object will contain an id, a description a location object and a numberOfParticipants. Also add 2 new codes to documentType codelist to allow reference to consultationMeetingInvitation and consultationMeetingMinutes. See #403 for the overarching Social object.

Add the following fields and objects:

Path	Title	Description	Type (format)	Codelist
social.consultationMeetings	Public consultation meetings	Information about public consultation meetings held during the project preparation stage.	array of Meeting objects	-
Meeting	Meeting	The details of a meeting.	object	-
Meeting.id	ID	A locally unique identifier for the meeting.	string	-
Meeting.date	Date	The date of the meeting	string (date-time)	-
Meeting.location	Location	The location of the meeting	Location object	-
Meeting.numberOfParticipants	Participant count	The number of people in attendance at the meeting	number	-

Add the following codes:

Codelist	Code	Title	Description
documentType	consultationMeetingInvitation	Consultation meeting invitation	A document detailing the occurrence of a public consultation meeting relating to the project.
documentType	minutes.consultationMeeting	Consultation meeting minutes	A record of the issues discussed, agreements reached and decisions taken at a public consultation meeting.

Example

{ 
 "social": { 
   "consultationMeetings": [ 
 	{ 
   	"id": "1", 
   	"date": "2024-01-01T00:00:00Z", 
   	"address": { 
     	"streetAddress": "1600 Amphitheatre Pkwy", 
     	"locality": "Mountain View", 
     	"region": "CA", 
     	"postalCode": "94043", 
     	"countryName": "United States" 
   	}, 
   	"numberOfParticipants": 12 
 	} 
   ] 
 }, 
 "documents": [ 
   { 
 	"id": "1", 
 	"documentType": "consultationMeetingInvitation", 
 	"url": "http://example.com/consultationMeetingInvitation.pdf" 
   }, 
   { 
 	"id": "2", 
 	"documentType": "consultationMeetingMinutes", 
 	"url": "http://example.com/consultationMeetingMinutes.pdf" 
   } 
 ] 
} 

Discussion

Qu - Are there any use cases that depend on comparing this level of detail across projects? Or would it be enough to just require that the publishers provide documents with these details?
Ans - Seeing patterns of meetings is useful. "How many projects did a consultation process” “Is there a difference in consultation based on funding” Publish the invite first, then what took place (agenda, minutes, location). Use case is being able to see if particular types of projects or particular publishers are having or not having these meetings and which communities are actually engaging in them. Possibly don’t need full details as data but good to have more than just documents for each meeting. Also important to have the options.

• There’s already a ‘minutes’ code in documentType with the description “Minutes of pre-bid meetings, or other relevant meetings.” Can we reuse this rather than creating ‘consultationMeetingMinutes’? @EvelynDinora The use of the document.description can make it clear what the type of meeting being minuted was.

cc @EvelynDinora

[jpmckinney]

OC(4I)DS typically uses the construction numberOfParticipants, not participantCount.

consultationMeetingInvite -> consultationMeetingInvitation

[duncandewhurst]

I suggest the following updates to field descriptions so that the Meeting definition can be reused to model lobbying meetings (see #412):

• Meeting: The details of a public consultation meeting.
• Meeting.numberOfParticipants: The number of members of the public people in attendance at the meeting.

We should also align the description of 'consultationMeetingMinutes' with the description of 'lobbyingMeetingMinutes' (can just replace 'lobbying' with 'public consultation'):

A record of the issues discussed, agreements reached and decisions taken at a lobbying meeting.

[odscjen]

Thanks both, I've updated the table and example as per your suggestions

[odscjen]

@EvelynDinora @mgraca-prado do either of you have an objection to using the existing "minutes" documentType code instead of creating a specific "consultationMeetingMinutes" code for this issue?

[duncandewhurst]

I've updated the proposal in the issue description to reflect the suggestion in #412 (comment) (changed 'consultationMeetingMinutes' to 'minutes.consultationMeeting').

[mgraca-prado]

@duncandewhurst , Agreed with the proposed change to minutes.consultationMeeting

[jpmckinney]

Noting typo (constulationMeetings).

[duncandewhurst]

Typo corrected!

[odscjen]

sounds like this is now agreed so I'm moving it into the Agreed column

[odscjen]

Meeting object added in PR #428