1. PARTICIPATORY BUDGETING
Real Money, Real Power
Technology Tools to Enhance
Human-Centered Engagement
[[Josh introduce yourself: i.e., I’m Josh Lerner, and I’ve spent my career thinking about how to get people excited and engaged in public service.]]
I’m going to talk today about the democratic innovation that engages people better than anything else – not according to me, but as a “certified best practice” endorsed by the White House, by Harvard’s Kennedy School of Government, and by thousands of city leaders around the world:
It’s called “Participatory Budgeting,” and it is especially well-suited for the political climate today.
Because this is a hard time to work in city government.
Shari Davis | @shari_davis1
Hadassah Damien | @hadassahdamien

2. Who We Are HISTORY MISSION WHERE WE WORK
Founded in 2009, we have led, supported, or inspired almost every PB process in North America.
MISSION
To empower people to decide together how to spend public money.
WHERE WE WORK
Across the US and Canada, with staff in New York City, Oakland, Chicago, and Greensboro.

3. What We Do TECHNICAL ASSISTANCE PARTICIPATION LAB NETWORK- BUILDING
We help governments, institutions, and organizations to implement PB processes and campaigns.
TECHNICAL ASSISTANCE
We research and develop new tools and practices to make participatory budgeting and democracy work better.
PARTICIPATION LAB
NETWORK-
BUILDING
We bring together practitioners and organizers to help participatory budgeting grow.

4. A LADDER OF BUDGET PARTICIPATION
Full Participation
Participatory Budgeting
Limited Participation
Citizen Boards Or Councils
Consultation
Focus Groups & Town Halls
Informing
Online Games
To give you a better sense of the context for participatory budgeting, I’ll go over the main ways that governments tend to engage people in budgets. This is a ladder of budget participation adapted from a ladder of citizen engagement that was first developed by the planner Sherry Arnstein several decades ago.
[click] The most common form of budget participation is hearings and deputations, where people are invited to come to the front of the room, speak into a mic for 3 minutes, and sit back down. At best this is a form of listening. More often, it’s token participation – giving people the impression that they’re participating, but without giving them any real influence.
[click] Increasingly, governments are using online games to engage people. These games can be great for learning about complex budget systems – what happens when you increase funding for a certain program, or decrease services or fees. Unfortunately these games are usually disconnected from actual decision-making and don’t have much impact on budgets themselves.
[click] Other cities use focus groups or town halls as a form of consultation. They bring people together, sit them around tables, and ask them for input.
[click] Some cities also empower citizen boards or councils to decide how to spend a portion of the budget – such as community grants or neighborhood funds. If you’re on those boards or councils this can be a great experience. But if you’re not a member, you don’t have a say.
[click] The main difference between all these and participatory budgeting is that in PB, everyone can participate directly – the process is open to full participation.
Hearings & Deputations
Listening

5. REDESIGNING DEMOCRACY

6. REDESIGNING DEMOCRACY FOR EMPOWERED PARTICIPATIONvs
Expert-centered
Community-centered
At PBP, we work to redesign democracy so that people can participate in more meaningful and empowered ways. We recenter participation on participants. Most public processes are focused on the expert – what do staff want and need to know. You can see on the left the expert at the front of the room, with everyone else passively listening and watching. Compare that with the picture on the right, which is a PB expo. There the participants is talking with a neighbor learning directly about a local issue, through a combination of words and images. She has food and drink, and is moving around. Who would you rather be – the woman on the left listening for hours, or the woman on the right, actively engaging with neighbors? People on the left often leave frustrated. People on the right feel empowered, and they contribute in more meaningful ways.

7. Participatory budgeting
is a democratic process in which community members directly decide how to spend part of a public budget.

8. HOW PB WORKS

9. PB INTRO VIDEO
@PBProject |

10. implement winning projects
HOW DOES PARTICIPATORY BUDGETING WORK?
MELISSA -
Q: what phase are we in now?
Q: What’s happened at in your districts and around the city to kick off Proposal development? (Delegate orientations; Facilitator trainings; agency briefings)
implement winning projects
brainstorm ideas
develop proposals
vote
@PBProject |

11. Where is PB in North America ?

12. 3000+ PB processes around the world
WHERE HAS PARTICIPATORY BUDGETING WORKED?
3000+ PB processes around the world
Cities
States
Counties
Public Housing
Schools
Community Organizations
PB has worked in over 3,000 cities around the world – in districts, cities, counties, states, public housing, schools, universities – pretty much every kind of public institution has tried PB somewhere.
@PBProject |

13. IMPACTS

14. BROAD & ACTIVE
CIVIC PARTICIPATION

15. were ineligible to vote
VALLEJO:
20% of PB voters
were ineligible to vote
in regular elections
NYC:
Higher percentage of low-income residents voted in PB (40%) compared to full population (34%) & local elections (29%)
Participants report increased skills in public speaking, negotiating, building agreements, and contacting officials.

16. HEALTHY
COMMUNITIES

17. Participants report increased skills in public speaking, negotiating, building agreements, and contacting officials.

18. Harvard University did a study on the Youth Lead the Change process in Boston and the results were clear. Those that engaged deeply with the process (budget delegates/change agents) reported the biggest gains, but gains were reported in all participant categories. Not only do participants feel more confident in their own skills and have a better understanding of community needs, participants reported being more likely to VOTE In local and national elections, more likely to volunteer for community projects and are more likely to engage in politics in general.

19. EFFECTIVE & FAIR
GOVERNMENT

20. Supporting Broader Democracy Efforts

21. City, county, state budgets Discretionary funds of elected officials
What Kind of Budgets?
City, county, state budgets
Discretionary funds of elected officials
Housing authority or other public agency budgets
School, school district, university budgets
Federal funds (e.g. Community Development Block Grants)
Community Benefit Agreements
Tax Increment Financing (TIF)
Non-governmental sources like foundation or non-profit budgets
--- base building work ---
demonstrate political power
negotiating position later
PB in these budgets could be an accountability marker

22. Technology Tools to Enhance Human-Centered Engagement:
Tools used in participatory budgeting
I’m HD, I

23. PBP’s technology systems design is guided by: Civic Technology
Human Centered Design
PBP uses these guides to improve:
Engagement & Inclusion
Communication
Data Management & Collection
Let’s learn more about these!
I’m HD, I

24. Civic Technology
“Civic technologies” are tools we use to create, support, or serve public good.
Civic Hall Labs, NYC
Civic tech work is always in service of the public, and so needs to reflect best practices in transparency and accessibility.
Key Questions:
Tools ABOUT who?
Made BY who?

25. Human-Centered Design
“Human-centered design is a process that starts with the people you're designing for and ends with new solutions that are tailor made to suit their needs.” - IDEO, Design Kit
In order to do our work well, we have to design with people, not for people.
Key Questions:
Who is going to use this tool?
Design it WITH and BY, not FOR
Who is not in the room yet?

26. Small group work Ballot design challenge
We’ll have you break into three groups and think of design and engagement problems based on these real-life scenarios:
Ballot design challenge
You work in a city where 30 districts have problems with a crucial element: the ballot. Now what?
Reaching people using communications
You want to reach 10,000 young people and are on a limited budget. What would you do?
Community proposal research
There are 40 projects in your neighborhood that might work. How do you decide what 5 to vote on?

27. At the end, designate one person who will report back for your group.
*break into groups for 10 minutes*
At the end, designate one person who will report back for your group.

28. Small group report back
What deeper problems and innovative solutions did your groups come up with?
What do you still want to figure out?
Groups:
Ballot design challenge
Reaching people using comms
Community proposal research

29. How we solved challenges: Case Study on User-centered Ballot Design
Thiese scenarios are REAL - weve worked on them

30. How we solved challenges: Case Study on User-centered Ballot Design
The situation:
In NYC we wanted to start using a digital ballot in order to scale PB voting.
We knew that there were issues with the paper ballot, but it was generally accessible and fast to use.
PBP hired the Center for Civic Design to analyse the ballot for accessibility and to get user feedback.
As a result of the subtle and important ballot changes they suggested, we had a successful launch of a digital ballot: PBNYC saw a 50% increase in votes in 2017, while only adding four districts.
Key takeaways: Get user input to solve small problems
Solve real problems, but remember: you can’t solve all the problems at once
Input is not optional
Listening for the problems needing solutions is key; users let you know.
PBNYC Ballot Redesign
In NYC we wanted to start using a digital ballot in order to scale PB voting.
We knew from experience that even though there were issues with the paper ballot, it was generally accessible and fast to use. In a city of 3 million, can we introduce a new tech tool at a grassroots scale?
PBP hired the Center for Civic Design to analyse both paper and a pilot digital ballot for accessibility and to get user feedback. They did in-person user interviews to see how the ballots were received and provided a report to the city and to the ballot designers.
As a result of the subtle and important ballot changes and the launch of a digital ballot, PBNYC saw a 50% increase in votes in 2017, while only adding four districts.
Best Practice: Define the pain & solve small problems
Solve real problems, but keep focused since you can’t solve all the problems at once,
Input is not optional, and listening for the problems needing solutions is key

31. Outreach and communications using SMS
How we solved challenges: Case Study on
Outreach and communications
using SMS

32. Outreach and communications using SMS
How we solved challenges: Case Study on
Outreach and communications
using SMS
The situation:
With limited budget, Shari wanted to reach 10,000 young people in Boston
Most crucially, young people themselves created the content of a SMS campaign & social media content.
Secondarily, a group called MGov helped us plan and report on using SMS
As a result of this work, a team of 10 youth reached thousands!
Key takeaways: Real people, real life, real time commitment
Recognize that the cost of tools and time matters; we need to be thoughtful stewards of both
SMS works best when it sounds natural
Planning and executing an SMS campaign takes a lot of time

33. Community Research using Data for Delegates
How we solved challenges: Case Study on
Community Research using
Data for Delegates

34. Community Research using Data for Delegates
How we solved challenges: Case Study on
Community Research using
Data for Delegates
The situation:
Cities are providing, and looking to data more than ever to understand need
But “data” can be complex -- we want to simplify and make it digestible
PBP developed a research resource, then reviewed it with a Civic User Testing Group and realized we had to create a template and guide as well
Now, community researchers have a clear way to create comparable data to decide about projects. For example in NYC a budget delegate changed their priority on a project that mattered a lot to them, after using data to understand impact needs.
Key Take-aways: Understand the local context
Being a good steward of public resources balanced with accessing quality tech to support and ease engagement
Test with the people who actually have to use the tool
in order for community members to make decisions - they have to understand the data

35. To summarize: Engagement & Technology Lessons Learned
Design framework:
Civic Technology
Human Centered Design
Engagement areas:
Communication
Data Management & Collection
Engagement & Inclusion
Process framework:
Asset-based approach
Deep participation
Best Practices:
Understand the local context
Test in real life - before real life happens
Get buy in and define the pain point
Other take-aways:
Can and will the people you want to use the tool, use it? Can it run on their network, on their machines, etc.
Failing and recognizing it is way better than failing and pushing on anyway.

36. Talk to PBP about helping your participatory budgeting process
FREE Online resources
Scoping Toolkit
White Paper
Data for Delegates research guide
Software reviews & tip sheets
PLUS Check out the
North American PB Network
Making PB Happen
FREE resources online - (scoping toolkit) expert tools to support base building and getting a process off the ground. You don’t have to figure it out from zero. We have tools and a track record of connecting people to this process and developing materials that resonate with different constituencies.
Proven framework
white paper - designed to make the case to elected officials
FREE north american PB Network
Connect with the PB team

37. Q&A
Shari Davis, Director of Strategic Initiatives E:
Hadassah Damien, Technology Manager E:
Thank you! Please go to our website and sign up for our list to learn more and get updates. I’d love to discuss your questions now.
[Note the secret slide that follows for when you get a question about equity or inclusion]
marinate on it - mock pb?
--scenario - community -geographic region
--stream of funding - - ?? - funding constraints --
Questions for audience: ---
What are some ways that you could see this process being effective in your work? Ability to build community engagement, ability to make demands, ability to power systemic change
F: /ParticipatoryBudgetingProject