Corporate Services Report to Priorities and Finance Committee 2013 May 14 PLAIN LANGUAGE POLICY (NM2011-19)

ISC: UNRESTRICTED PFC2013-0234 Page 1 of 2

EXECUTIVE SUMMARY This report provides the Priorities and Finance Committee with a proposed Plain Language Policy 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 Plain Language Policy (Attachment 1).

PREVIOUS COUNCIL DIRECTION / POLICY At the 2011 July 4 Combined Meeting of Council, Notice of Motion (NOM2011-19) by Alderman Farrell 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 2012 November 6. On 2012 October 15, Council amended the deferral date to 2013 May. BACKGROUND The Corporate Brand Identity and Identifier Administration Policy was written in 2002. Under it, Customer Service & Communications (CSC) developed Communication Standards which include a section on Writing in Plain Language. However, there is currently no Council policy which 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 reviews identified 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 language professionals were also interviewed. Stakeholder Engagement, Research and Communication The following stakeholders were consulted: Aldermanic Office Coordinating Committee (AOCC) AOCC sub-committee of five volunteer Aldermen CSC Client Council City senior communications professionals Strategic Alignment The proposed Plain Language Council Policy is aligned with The Citys goals and long-term vision. 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 communications technology.

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

Corporate Services Report to Priorities and Finance Committee 2013 May 14 PLAIN LANGUAGE POLICY (NM2011-19)

ISC: UNRESTRICTED PFC2013-0234 Page 2 of 2

Alignment with Sustainability Direction 2020 A Council Plain Language Policy supports all targets identified in the Sustainability Direction 2020, 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 Capacity Current 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 Assessment There are no significant risks associated with this project. Operational and project risks which have 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 be made to use plain language in communications. It also directs that standards be created and adhered to, with review of compliance every two years.

ATTACHMENT(S) 1. Plain Language Council Policy 2. Plain Language Audit Executive Summary 3. Plain Language Standards (Draft)

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