IPR Praha: Step 09 - Addressing Comments

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Collaborate with the design expert to review individual comments received during the design concept proposal consultation, assess their relevance, and incorporate them as appropriate. Reject comments and suggestions that fall outside the defined participation limits, providing sufficient justification. If there is ambiguity or a need for larger-scale changes, involve stakeholders at this stage.

9.2 Responsible person(s)

Planning Coordinator of the City District
Design expert

9.3 Who to consult

City District Mayor's Office
IPR (relevant office/section) - for review of individual proposals (consultation)
IPR Participation Office - for project implementation support (consultation)
City of Prague Departments (relevant offices and persons according to the nature of the project for consultation)
City of Prague Organisations (relevant offices and persons according to the nature of the project for consultation)
- Important: Obtain credentials from the head of the City of Prague department or organization to participate in the roundtable
Administrators (city district, City of Prague)
Owners
Key local institutions
Others as appropriate (developers, government organizations, etc.)

9.4 Activities for success

A. Sort, categorize, and record individual comments

B. Meeting/workshop with stakeholders and the design expert (optional)

This step is optional, particularly in cases where comments from individual stakeholders are mutually exclusive.

Conduct a meeting (lasting approximately half a day) with stakeholders and the design expert to identify individual comments (or thematic groups), propose possible solutions, and assess their relevance.

C. Incorporate and address comments

Collaborate with the design expert to incorporate the comments/changes agreed upon during the previous meeting.

D. Prepare final output

Summarize and analyze the consultation with the stakeholders and the public, with a particular focus on the process, the basic categorization of received comments, and the summarized responses from participants.

9.5 Outputs

Examples of outputs for inspiration; not all are mandatory:

Output 9A: Final draft of the design concept after incorporating comments

9.6 Timeframe

4 weeks (duration also depends on the number of comments).

9.7 Keep in mind

Processing and incorporating comments is time-consuming; ensure that the design expert is responsible for incorporating comments as per the contract.
Inform the public in advance about the expected duration of the entire comment process and subsequent stages.

9.8 Communication

Communication objective:

Informing about addressing comments.

Communicate:

→ Share the outcomes of activities undertaken in the 2nd phase of participatory planning with the public.

→ If possible (depending on the participatory method used), publish the processing of individual comments from the consultation process and inform those who participated.

→ Provide ongoing updates of the progress of final project design preparation.

Communication tools:

Utilize all communication channels of the city district: website, social media, city district newsletter, Prague media, flyers, posters, etc.

9.9 Parallel steps

During the addressing of comments, you may already be preparing (or the design expert may be preparing) the Final Design Presentation (Activity 10). Booking the venue and ordering presentation media may require long lead times. Simultaneously, meetings and negotiations may already be taking place under Activity 11.