Table of contents
Note: Note: this is an educational workshop (not legal advice). Rules for participating in a civic budget/public consultations differ by city—check your local regulations. We work with anonymous/fictional examples.
1. Overall objective and workshop logic
Objective: participants understand how to influence local matters in practice: who is responsible for what (municipality/county/region), what a civic budget and public consultations are, how to write a petition/public information request, how to contact a councillor/official, and how to start volunteering in the community.
Logika: institution map → influence pathways → we write 3 short letters → mini consultation simulation → 30‑day plan and partner map.
Outputs: 1) ZD1 — Local government map (who does what), 2) ZD2 — Influence pathways (overview), 3) ZD3 — Letter templates: petition/public information request/public message to a councillor (PL A2–B2), 4) ZD4 — Civic Budget project card (1 page), 5) ZD5 — Consultation simulation (position + arguments), 6) ZD6 — Partner map (NGOs/institutions/neighbourhood), 7) ZD7 — 30‑day plan (3 actions), 8) ZD‑R — Skills assessment rubric.
2. Learning outcomes (knowledge • skills • attitudes)
Knowledge: knows the basic responsibilities of the municipality/county/region, understands the difference between a petition, a public information (FOI) request, and a complaint, and knows the concepts of public consultations, civic budget, and volunteering.
Skills:
- can choose the right channel (letter/meeting/consultation) for an issue
- prepares a short petition (max 1 page) and a public information request
- formulates a position in consultations (3 arguments + proposed change)
creates a 30‑day plan and a partner map.
Attitudes: agency, responsibility, respect, fact-based work.
3. Parametry organizacyjne
Room: U-shape + 4 tables; 2 flipcharts; projector; timer.
Printable materials (A4/A3, 1 per person): ZD1–ZD7, ZD‑R; a set of fictional consultation announcements and Civic Budget rules (excerpts).
Evaluation: Mentimeter PRE/POST (3 questions — section 4).
4. Mentimeter — pytania (PRE i POST)
“I know who to write to about a road/education/housing issue.”
“I can prepare a short petition and a public information request.”
“I know two ways to participate in local decision-making (Civic Budget/consultations).”
5. Detailed agenda (180’)
0–12’ Opening and ground rules (12’)
Objective: safety and workshop framing.
Instructions: the workshop goal and outputs; ground rules (voluntary participation, confidentiality, the right to pause, respectful language). Hand out ZD1–ZD7.
12–20’ Icebreaker “My small change” (8’)
Objective: make local issues concrete and relatable.
Instructions: in pairs, share one small thing in your area you would like to improve (crossing, bench, signage, youth activities). Write it down on ZD7.
20–28’ Mentimeter PRE (8’)
28–58’ MODULE 1 — Local government map: who does what? (30’)
Objective: know where to take an issue.
Materials: ZD1 (schemat kompetencji).
Instructions:
Municipality/city: municipal roads, local transport, primary schools, greenery, municipal housing, culture, sports.
County: county hospitals, county roads, upper-secondary schools, labour offices.
Region (voivodeship): rail/regional transport, development strategy, regional cultural institutions.
Exercise (10’): tables draw 6 issues and assign them to the appropriate level (fill in ZD1).
Success criteria: at least 5/6 correctly assigned.
58–90’ MODULE 2 — Influence pathways: letter, consultations, Civic Budget, meeting (32’)
Objective: match the right tool to the issue.
Materials: ZD2 (pathways overview) + excerpts of rules (fictional).
Instructions:
Petition vs public information (FOI) request vs complaint — when to use which.
Public consultations — where to find announcements and how to submit feedback.
Civic Budget (BO) — how to go from an idea to a project card and voting (according to local rules).
Contact a councillor/official — how to write and what to ask for.
Exercise (12’): for 3 issues from Module 1, choose a pathway and write why (ZD2).
90–100’ BREAK (10’)
100–132’ MODULE 3 — Writing 3 short letters (32’)
Objective: create realistic drafts (A2–B2).
Materials: ZD3 (szablony).
Instructions: work in groups of three; each person chooses 1 format and writes up to 10 sentences:
Petition (problem description + specific request),
Public information (FOI) request (what? for which period? in what response format?),
Message to a councillor/office (briefly: the issue, impact on residents, request for a date/response).
Language tips (PL A2–B2): simple sentences; numbers; attach a photo/map (optional).
Success criteria: 3 drafts ready to review with the trainer.
132–162’ MODULE 4 — Public consultation simulation (30’)
Objective: learn to formulate feedback and arguments.
Materials: fictional consultation announcement + ZD5 (position statement).
Instructions: two groups receive different proposals (e.g., traffic changes/new pocket park). Each group:
defines a position (support/support with reservations),
adds 3 arguments (no emotions; fact-based language),
proposes 1 amendment (specific).
Debrief (8’): read out positions; the trainer points out constructive language and completeness.
162–176’ MODULE 5 — Partner map and 30‑day plan (14’)
Objective: turn it into action.
Materials: ZD6 (mapa), ZD7 (plan 30 dni).
Instructions:
ZD6: write down 2 local NGOs/institutions/people + one event/meeting you will attend.
ZD7: 3 steps for 30 days: (1) send a letter/request, (2) check consultations/Civic Budget, (3) join volunteering/a neighbourhood meeting.
176–180’ Mentimeter POST (4’)
Objective: wrap-up and a sense of agency.
Instructions: POST (3 questions); volunteers commit to 1 step within 7 days.
6. Dobre praktyki prowadzenia
Neutrality and respect: we work with facts; we avoid labelling people/groups.
Simple language: short sentences; explain concepts (PL A2–B2).
Personal data: do not publish private data in letters; include a contact for replies.
Links to other scenarios: fact-checking (scen. 04), assertive communication (scen. 03), working in Poland (scen. 09), cybersecurity (scen. 15).
7. Adaptacje, plan B, warianty
Language barrier: A2–B2 template versions with key terms translated PL↔UA; mixed-language pairs.
Small group (≤10): more 1:1 work on letters; a longer consultation simulation.
Less time (120’): M1 20’, M2 20’, M3 25’, M4 25’; ZD6–ZD7 as homework.
More time (+30’): add a module “meeting with a councillor/NGO” — 20’ Q&A.
8. Evaluation and reporting indicators
Mentimeter PRE/POST — 3 questions (section 4).
Outputs: ZD3 (3 letters), ZD5 (position statements), ZD6–ZD7 (map/plan).
ZD‑R rubric (0–2 points per criterion, max 10):
Choosing the pathway for an issue (ZD2),
Quality of letters (ZD3),
Arguments in consultations (ZD5),
Realism of ZD7 (30‑day plan),
Interpretation: 0–3 getting started; 4–7 solid; 8–10 ready to act.
Team collaboration.
Printable materials
Each sheet has a Print button — you will print only the selected item.
| Level | Responsible for (examples) | Your issue / group example |
|---|---|---|
| Municipality/city | municipal roads, primary schools, greenery, culture/sport, housing | ______________________________________________ ______________________________________________ |
| County | county hospitals, county roads, upper-secondary schools, County Labour Office | ______________________________________________ ______________________________________________ |
| Region (voivodeship) | regional transport/rail, strategy, regional culture. | ______________________________________________ ______________________________________________ |
Tip: if you’re not sure, check the road category (municipal/county/regional) and the municipality’s website.
| Issue | Best pathway | Why? | What will I do as step 1? |
|---|---|---|---|
| ________________________________ | ____________________ | ________________________________ | ________________________________ |
| ________________________________ | ____________________ | ________________________________ | ________________________________ |
| ________________________________ | ____________________ | ________________________________ | ________________________________ |
Task from module 2: choose a pathway for 3 issues and write your justification.
Addressee: _____________________________________________
Subject: _____________________________________________
1. Issue description (facts + location):
_______________________________________________________________
_______________________________________________________________
2. Request (specific): „Prosimy o … do dnia …”
_______________________________________________________________
3. Rationale (benefits for residents):
_______________________________________________________________
_______________________________________________________________
Attachments (optional): photos / map / signatures (no sensitive data)
Contact details for a reply: e‑mail / adres korespondencyjny
I request access to the following public information: (jakiej? za jaki okres?)
_______________________________________________________________
_______________________________________________________________
Response format: email / access for inspection / copy
Contact details: ____________________________________
Paragraph 1 — the issue:
_______________________________________________________________
Paragraph 2 — impact on residents:
_______________________________________________________________
Paragraph 3 — request for a date / reply / meeting:
_______________________________________________________________
| Field | Fill in |
|---|---|
| Project name | ______________________________________________ |
| Location (adres / mapa) | ______________________________________________ |
| Description (max 8 sentences) | ______________________________________________ ______________________________________________ ______________________________________________ |
| Estimated cost (kategorie) | □ materials □ labour □ services □ other: ____________ |
| Benefits (3 punkty) | 1) ____________________ 2) ____________________ 3) ____________________ |
| Accessibility (dla kogo?) | ______________________________________________ |
| Maintenance (kto i jak?) | ______________________________________________ |
Note: always check local Civic Budget rules (costs, criteria, deadlines).
Issue: ______________________________________________
My position: □ I support □ I support with reservations □ I do not support
3 fact-based arguments:
1) ____________________________________________
2) ____________________________________________
3) ____________________________________________
Proposed amendment (specific):
_______________________________________________
_______________________________________________
Source of information: link / attachment / observation (no sensitive data)
ME → __________________________________________
Neighbours / group → __________________________________________
NGO / institutions (MOPS, biblioteka, dom kultury) → __________________________________________
Councillors / office → __________________________________________
Local media / events → __________________________________________
| Period | What will I do? |
|---|---|
| D1–D10 | ____________________________________________________________ |
| D11–D20 | ____________________________________________________________ |
| D21–D30 | ____________________________________________________________ |
3 actions:
- Action 1: _____________________________________________
- Action 2: _____________________________________________
- Action 3: _____________________________________________
| Criterion | 0 | 1 | 2 | Score |
|---|---|---|---|---|
| Choosing the pathway for an issue (ZD2) | □ | □ | □ | _____ |
| Quality of letters (ZD3) | □ | □ | □ | _____ |
| Arguments in consultations (ZD5) | □ | □ | □ | _____ |
| Realism of the 30‑day plan (ZD7) | □ | □ | □ | _____ |
| Team collaboration | □ | □ | □ | _____ |
| TOTAL (max 10) | _____ | |||
Interpretation: 0–3 getting started; 4–7 solid; 8–10 ready to act.
Topic: “New traffic organisation and greenery on Sloneczna Street”
Consultation period: 10–24 marca 2026
How to submit comments:
- online form (link in the municipality announcement)
- e‑mail: konsultacje@miasto.example
- on paper: Residents Service Office, room 12
What you can submit: support / reservations / opposition + 3 arguments + a proposed amendment.
Materials: mapa (1 str.), opis zmian, wariant A/B.
Option A: 30 fewer parking spaces, more greenery and wider sidewalks.
Option B: keep most parking spaces, less greenery; a bike lane only on half the street.
- Who can submit a project: residents aged 16+ (including temporary registration); 20 supporting signatures required.
- Maximum project amount: 80 000 PLN (projekty osiedlowe) / 200 000 PLN (miejskie).
- What cannot be funded: private projects, commercial activity, ongoing expenses without a maintenance plan.
- Timeline: submission Apr 1–30, verification by May 31, voting Jun 10–24, results Jun 30.
- Voting: online + paper, 1 person = 1 vote in each pool.