The climate is changing. In the future the oceans around us will rise, and rainfall patterns will change. Low, coastal areas are highly vulnerable to changes in the water level and may become inhabitable. The ground water is also threatened, by contamination with saltwater and increased percolation of agricultural nutrients and crop sprays.

In this magazine you will find more information on the project BaltCICA-Climate Change: Impacts, Costs and Adaptation in the Baltic Sea Region. The project has consisted of a number of activities that have all been

aimed at stimulating climate adaptation measures in the Baltic region. In Kalundborg, Denmark The Danish Board of Technology, in collaboration with the local municipality, has conducted scenario workshops and a citizens’ summit, two of the participatory methods developed by the Danish Board of Technology for the purpose of involving stakeholders and citizens in political decision-making. You can read more about these methods and how the process established a good framework for a democratically inclusive debate on and clarification of how best to handle future climate

changes in the area around Kalundborg. Scenario workshops were also conducted in Hamburg, Germany and Klaipeda, Lithuania, and the project managers from these cities explain the outcomes of their efforts in this magazine. Finally, you will find further information on a course offered by the Danish Board of Technology on how to involve citizens and stakeholders in development planning and decision-making.

Hopefully, the BaltCICA project will inspire others to launch similar projects focussed on a wide and inclusive debate on climate adaptation.

Climate Change Adaptation – involving stakeholders and citizens in decision-making

Part-financed by the European Union (European Regional Development Fund)

2012. Editors: Nanna Engberg og Jørgen Madsen.

2 The premise of the BaltCICA project4 A dialogue between informed citizens 6 A training course: Dialogue Methodology7 Kalundborg listens to the citizens – also in the future10 Bordering on the Baltic Sea

Active climate adaptation in the Baltic Sea region

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A total of 23 partners from eight countries in the Baltic Sea area participate in BaltCICA. The project is supported by the Eu through the Baltic Sea Region programme and will take place from 2009 to 2012.

The main purposes of BaltCICA is to

Assess the impact of climate changes ●

on the living environment and local development possibilities.

Test and implement concrete ●

solutions in close collaboration with regional and local authorities.

Evaluate the costs of the climate ●

changes and the increased risk of flooding on a regional level.

Develop a concept for the ●

administration of the process of reduction of and adaptation to climate changes.

BaltCICA in Kalundborg, DenmarkIn Denmark, the The Danish Board of Technology, in collaboration with the Municipality of Kalundborg has endeavoured to involve stakeholders and citizens actively in climate adaptation and the future changes in land use. The municipality saw BaltCICA as one of several ways to gain the knowledge needed for a climate adaptation strategy.

The area of Kalundborg (14,000 hectares) includes a peninsula, a large lake, a large near-shore and low-lying summer cottage area in addition to permanent habitation, large agricultural areas, nature resorts, ground and surface water resources and tourist and cultural assets. This makes the area vulnerable to climate change. It also serves to illustrate that many different interests are at stake and will potentially collide when it comes to climate change adaptation.Henceforth, the project model employed in Kalundborg can be used as a source of inspiration for other endangered

coastal areas in the Baltic Sea Region. It consists of two main elements – scenario workshop and citizens’ summit.

Scenario workshopIn the autumn of 2009 two scenario workshops were held in Kalundborg where local parties and stakeholders spent a day discussing various future

scenarios for climate adaptation. It is important that the scenario workshop is held at a point in time when it is still possible to influence the decisions to be made so all ideas can be discussed and possibly included in the subsequent plan of action.

The scenario workshop is a method that aims to establish a basis for local

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The premise of the BaltCICA project

The depth in the Kalundborg fjord allow big ships access and has been decisive for the location of both power plant and oil refinery. Climate change adaption is therefore crucial for the industry of the city.

Climate changes do not respect national borders. It is quite essential, therefore, that they are also elucidated, debated and handled across geographical delimitations. There is clearly an increased need for political solutions in this area, and that is the background for the formation of the project BaltCICA-Climate Change: Impacts, Costs and Adaptation in the Baltic Sea Region in 2009 based on the countries around the Baltic Sea.

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action within a specific area, e.g. future land use, through the participation of the relevant stakeholders. This method is used to collect knowledge on the experiences, barriers and visions among the participants in relation the given subject and on their attitudes to the presented scenarios. It gives a solid basis for well-founded political decisions on delicate issues.

Three future scenarios were presented and discussed in Kalundborg. The scenarios illustrated the consequences of three different ways of reacting to the likely climate changes in the Kalundborg area. The scenarios were fictional stories of the future, written by a fictional journalist at the local, fictional online newspaper.

During the scenario workshops the participating stakeholders created four visions that described various ways of dealing with climate changes. The visions ranged from turning existing

farmland and developed areas into wetlands to the establishment of large dikes in order to protect those same areas. After the scenario workshops the economic, social and environmental consequences of the various visions proposed were further analysed.

The Danish Board of Technology, the developer of the scenario workshop method, trained the other BaltCICA partners in conducting scenario workshops and helped adapt the method to the circumstances of the individual partners. The method was applied in both Klaipeda City, Lithuania, and Hamburg, Germany, and other BaltCICA partners used elements of the scenario workshop methodology in their countries. A survey among the partners shows that the two most appealing elements seem to have been the use of fictitious scenarios as a starting point for discussions and the efforts to involve a wide variety of stakeholders in such discussions.

The citizens’ summitSaturday, March 5th 2011 350 Kalund-borg citizens met to discuss climate adaptation and prioritize their recommendations and pass them on to the municipal council. The citizens’ summit is a method enabling citizens to debate important issues and pass on their views to the politicians who make the key decisions on their behalf.

The summit consisted of five rounds of debate on different themes. First the issue at hand is presented in a short movie after which an expert gives an account of the dilemmas to be debated. For instance, the participants were introduced to the consequences of climate changes in the municipality of Kalundborg and a number of possible action plans. The discussions took place in small groups of about eight citizens conducted by a local politician or municipal official. presiding over these debates gave politicians and officials a chance to follow citizens’ dialogues in action. At the end of each round of debate the participants used a personal electronic ballot device to vote on a number of questions formulated in advance. The results could be read directly on big screens.

The issues included:

Should we protect ourselves with ●

dikes, pumps and drains?

Should we give in to the forces ●

of nature and, in the long term, perhaps give up exposed houses and farm land?

How are we to prioritize farmland, ●

city, businesses, recreational housing and nature?

Who are responsible? ●

Subsequently, the results from the citizens’ summit were debated in the municipal council and included as an important input to the decision-making process in relation to the Municipality of Kalundborg’s climate adaptation plan to be ratified in the beginning of 2012.

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The scenario workshop uses descriptions of possible future scenarios as a starting point for a constructive debate among the participants.

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Climate adaptation is too important to be left to politicians and experts, because it concerns us all, our lifestyle and our surroundings. It is also a highly complicated issue that we need to make far-reaching decisions on. That is why we need working methods that inspire a wide and nuanced debate.

BY JouRNALIST LISBETH LYNGSE

When political decisions have far-reaching consequences, it is necessary to include citizens and other stakeholders in order to ensure durable decisions. It is the purpose of the BaltCICA project to enable the participating citizens to draw up local plans for climate adaptation by way of inclusion and involvement – plans leading to political action.

In Kalundborg – one of the eight cities participating in the BaltCICA project – scenario workshops as well as citizens’ summits have been employed following the methods developed by The Danish Board of Technology. The project managers Søren Gram and Bjørn Bedsted from the board assisted the other BaltCICA partners in conducting scenario workshops and in adapting the method to the individual countries. The

experiences from Kalundborg and from the collaboration with the other partner countries will be collected and written up as a manual on citizen involvement to be used throughout the Baltic Sea region.

”It is important to involve the citizens in complex issues such as climate adaptation, because these things are too difficult for politicians to grasp on their own”, says project manager Bjørn Bedsted from the Danish Board of Technology. ”politicians are advised by many different experts, but they are sometimes uncertain what ordinary people think and how far they can go in the political planning. They can get a hint of this by asking the citizens directly.”

”The point is to find durable solutions, because these are very big decisions,” adds project manager Søren Gram. ”It is a quite drastic measure, for instance, to tell people they can’t have their summer houses here anymore. You won’t get a durable solution unless the citizens support it saying: This is the way to go, even if it isn’t what I hoped for. Climate adaptation requires action from the individual. Farmers need to work the fields in a different way – e.g. by having

them flooded. Homeowners must roof their houses with grass, for instance, and establish percolation systems etc. Climate adaptation involves citizens, industry and agriculture actively. one simply cannot make the right decisions without the consent of the people at large.”

The ideal democratic processprior to the citizens’ summit participants will receive textual material with the basic information on the topic concerned, and at the day of the summit itself they will receive input in the form of a movie or an oral presentation, before they begin debating.

A dialogue between informed citizens

Tissø is an area both used for water abstraction for the industry in Kalundborg and as a resting place for especially waterfowls. The location close to the sound Storebælt and the risk of inletting saltwater from here makes climate change necessary for both infrastructure and nature in the area.

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”The discussion gives the participants a chance to test their opinions in a group of people who may not share their views,” says Bjørn Bedsted ”and this ensures that they will give well-considered answers. It is a good way to have people test their opinions on each other.”

”That’s what makes it so exciting,” says Søren Gram. “At one point I sat at a table where people discussed re-creating a lake, and all the nature-lovers wanted the lake to be as big as possible and didn’t care about the fields at all. Also present, however, was

a farmer who lived on a family farm with fields in the area to be flooded. His great-grandfather had participated in the original efforts to drain the area, and that made an impression on people. It made them discuss possibly giving the lake a different form. So it does make a difference when you meet someone who is affected by the decisions and hear their side of the story.”

”At the summit people make decisions dictated not by narrow self-interest, but by the common good, and this is where the proceedings touch upon democracy,” says Bjørn Bedsted.

”The ideal is the classic, civil democracy where citizens come together to make informed decisions. The results are different when people participate as representatives of a society and not just in their own interest.”

”politicians do not lead the way when a society needs to make difficult decisions,” says Søren Gram. ”They need to think about being re-elected. I Kalundborg the politicians said that they were frankly surprised that the citizens had given the municipal authorities the mandate they got. They had expected the citizens to demand to have things their way and then leave it to the municipality to pay the bill.”

Associate professor Erling Jelsøe from Roskilde university, who has done extensive research in citizen involvement, confirms that in his experience citizens are quite good at taking a comprehensive view of major societal issues provided they are given the right circumstances. In the future, according to Jelsøe, citizen involvement

will therefore become more common than today where citizens are often included after the decisions have already been made:

”Citizens are often included so late in the process that it is really impossible to change anything at all,” he says. ”This has been the case in some of the traditional public hearings, e.g. concerning the construction of the subway in Copenhagen. once people were given a chance to complain about the placement of the stations, it was actually too late to make any changes. Citizens should be involved earlier in the process, then, and that goes for the private as well as the public sector. Citizens’ summits are an important step in this direction, but we need to take it even further than that and have companies and public institutions do their own hearings in recognition of the fact that their existing systems are not always as good as they should be”, says Erling Jelsøe in conclusion.

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To find durable solutions in the area of climate adaptation it is important that different stakeholders are asked to contribute.

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The course will include:1. Practical introduction to scenario workshops involving stakeholders in

decision-making ●

local planning ●

finding common solutions ●

dialogue about political priorities ●

2. A broad overview of issues related to participatory processes such asreasons to involve citizens and stakeholders (advantages and pitfalls) ●

navigating between citizens, stakeholders, experts and decision-makers ●

timing the inclusion of various parties in the political process ●

strengths and weaknesses of different dialogue methods ●

combining different dialogue methods within a coherent planning process ●

The course will address the whole decision-making process from the creation of ideas in the beginning to the final political decisions. The course will be framed as a scenario workshop to ensure that the participants will get a thorough insight into the different phases that make up scenario workshops.

The course will be conducted as a “learning by doing” exercise combining basic practical experience with broader discussions of deliberative processes including introduction to other dialogue methods such as the citizens’ summit.

The seminar is designed for planners, officials, practitioners and staff from municipalities, NGos, education institutions etc.

Duration: two days. Number of participants: 15-25. Place: Copenhagen.Price: € 600 including catering, hotel and text material.Contact: Project manager Søren Gram, sg@tekno.dk; +45 3345 5362. For further information, please consult www.tekno.dk

A training course in Dialogue Methodology:

Involment of Citizens and StakeholdersBased on experience gained through the BaltCICA project The Danish Board of Technology offers a training course on how to involve citizens and stakeholders in development, planning and decision-making.

The Danish Board of Technology (DBT) has developed a wide range of dialogue methodologies and is well known for its leading role in involving citizens, spreading knowledge and building bridges between citizens, politicians and experts in the process of decision-making on major societal issues.

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No breaks. A sandwich in one hand while voting with the other. The pace was high when 350 citizens from Kalundborg, Denmark held a citizens’ summit on climate adaptation in March 2011. The results achieved can be read in the climate adaptation plans that the municipality is currently producing.

BY JouRNALIST LISBETH LYNGSE

Kalundborg is an industrial municipality. About 9 per cent of Denmark’s Co2 emission derives from industries in Kalundborg, so it is only natural for the city to focus on climate changes. The municipality has established the so-called Kalundborg Symbiosis where a number of businesses use each other’s residual or by-products which amounts to an annual reduction in Co2 emission of approx. 240,000 tonnes.

It is not enough, however, to do something about reducing Co2 emissions. You also need to have a climate plan. The citizens’ summit in Kalundborg was part of the preparations for this plan. At the meeting the manager of the municipal technology, development and culture department Claus Madsen outlined

the problems within the area: one of the islands in the municipality, Sejrø, is already threatened by too much salt in the drinking water. Many areas along the coast are at risk of flooding and some of them will disappear. Major recreational housing areas, some farm land and an industrial district at the harbour is at risk of being more or less permanently flooded in 2090, unless we do something to prevent it.

The debate at the tablesSo there was no shortage of things to discuss among the participating citizens: How drastic steps are the municipality to take? Should one build huge advanced dikes along the entire coastline? or, must we accept that there are certain areas we cannot protect against rising water levels?

Around eight citizens sat at each table, and the debate was lively. ”I guess, you need to have a rowboat in the backyard, if you want to be able to get down to the supermarket to do some shopping,” said one of the participants sardonically. Before long it was clear to everyone that it would be financially impossible to save everything.

At the end of each round of debate the participants used a personal electronic ballot device to vote on a number of questions formulated in advance. The results could be read directly on big screens. Already after the first voting round it was clear that the citizens of Kalundborg are fully aware of the problems of rising water levels. 33.9 per

cent of those present had at one point or another been personally affected by flooding.

The debates at the tables were chaired by a municipal politician or city official who was not allowed to participate in the actual debate, but had a chance to hear what the citizens had to say. one of the table chairmen, member of the city

Kalundborg listens to the citizens – also in the future

The citizen summit is suitable for involving citizens in policy work. In contrast to traditional public meeting it is the citizens themselves who debate and give recommendations. Quick feedback is given through electronic voting and the participants are very dedicated to the process.

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council Jimmy Sørensen, was thrilled to be able to listen to the opinions of the citizens in this way:

”It is a great tool to work with. Not only do we get valuable data, we also get a chance to meet the citizens at an altogether different level. Kalundborg is a big municipality so sometimes there is a rather big distance between the individual citizen and the city council. Here, my colleagues and I find ourselves right in the middle of things. This is a fabulous initiative. I hope it will be possible arrange citizens’ summits on other topics as well. Schools or the elderly, for example. You really get to the bottom of things and change your perspective.”

The citizens were also happy that their voices were heard. one of the participants, Bettina Lund, explained it this way: ”I think it is interesting. And I think that the sea and the rain claim too much of our land and we don’t do enough about it. It affects our everyday life more and more. I think it’s great that politicians now hear what regular people have to say and get a grasp of what they deal with on a daily basis.”

Another participant, Sanne Christen-sen, considers it a civic duty to participate. According to her, politicians will listen to the citizens’ views and take them into account in the planning phase. ”I really expect them to do so. And I also think that it has changed those of us who have participated. We have been made aware

of the future of our country 50 or 60 years from now. There are certain things we cannot close our eyes to. Things we need to face.”

Citizen opinions countAt the end of the day there was wide agreement among the participants that it had been an exciting day and that politicians had to listen to the opinions put forward. And citizen opinions will count when Kalundborg plans its climate adaptation strategy, says Bertel Stenbæk, chairman of the technical and environmental committee in the municipality of Kalundborg, nine months after the citizens’ summit: ”The citizens’ summit has given us a better grasp of what people think. It has also made it possible for us to inform the citizens about what will happen. What impressed me the most was that – this one day – the citizens were teleported 50-90 years into the future where they had to consider new possibilities and limitations in our future society. Some of the actual statements from that day have been used directly in our planning,” continues Bertel Stenbæk. ”We have listened to what people would like us to do. And what we heard that day has already had an impact on forthcoming district planning.”

Mayor Martin Damm is also pleased with the citizens’ summit today nine months later: ”We have tried many different kinds of citizens’ meetings

where we present new district plans etc. It is usually rather dull affairs, and it is hard to make a representative selection of the population attend such meetings. So it felt really good to have a successful debate on a topic of real current interest – especially in our municipality where people have first-hand experience with flooding.”

The citizens liked the meeting too, says Martin Damm: ”We have received overwhelmingly positive feedback. The only critique raised has been complaints from people who couldn’t attend because all the available seats were taken, and that’s a sign of success for any citizens’ meeting.” Martin Damm also considers it a success that everybody stayed the whole day. ”That is really impressive on a sunny Saturday like that,” he says. ”And the members of the city council were also happy to have spent time in

the citizens’ groups. That was met with great approval. This whole process has taught us that it must be a representative selection of the population that attends. All those meetings where we have simply opened the doors to the public always end up being controlled by a few sectional interests.”

Bertel Stenbæk agrees: ”I think the citizens were very willing to work the problems through and try to understand the situation. And they were very realistic and aware that the situation will change. This is a readiness that is sometimes lacking, perhaps, in everyday life. That particular day I feel we reached some citizens who were very open to the things we presented as opposed to the interest and pressure groups we normally deal with. That was highly invigorating and very inspiring.”

Bertel Stenbæk would also like to make use of citizens’ summits on other occasions: ”That is definitely something we would like to do again next time we have a really complex and extensive problem to discuss,” he says. ”Not just something like next year’s budget, but something really big that is hard to handle with many different solutions to assess. It would be especially beneficial to introduce things with a futuristic aspect and hear what people have to say about them. To have something to work with. And to give the citizens something to work with.”

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– This whole process has taught us that it must be a representative selection of the population that attends. All those meetings where we have simply opened the doors to the public always end up being controlled by a few sectional interests. MARTIn DAMM, MAyoR.

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The Danish Board of Technology has many years of experience with dialogue and citizen involvement, and that is why the board has had an important role in the BaltCICA project helping other partners in the project begin to use dialogue methods. The Danish Board of Technology has spoken to a German and a Lithuanian representative from BaltCICA about their experiences with the inclusion of citizens and stakeholders.

AF JouRNALIST LISBETH LYNGSE

one of the board’s tasks in relation to BaltCICA was to train colleagues from around the Baltic Sea in the scenario workshop method and support them in conducting such scenario workshops. one of the partners was HafenCity university (HCu) in Hamburg. HCu’s representative in the BaltCICA project, professor Jörg Knieling, previously participated in the ASTRA project ”Developing policies & Adaptation Strategies to Climate Change in the Baltic Sea Region” and he has done research in climate adaptation. Therefore, he was keen to continue the process by participating in the BaltCICA collaboration.

Theory meets practice“BaltCICA has been a good cooperative project,” says Jörg Knieling. “It included

researchers as well as people working with these things in practice and this led to a very productive dialogue. The researchers gained an interesting insight into the challenges and frameworks necessary to implement plans for and solutions to climate adaptation. I was

particularly pleased that it was possible to form a group working with questions of administration and methodology. The participants and the discussions in the group were very inspiring. Sharing experiences in a network across national borders made me see how different the

challenges are in the various areas around the Baltic Sea as far as climate adaptation is concerned. Furthermore different ways of planning and different framing conditions influence the way climate changes are handled.”

It is not easy to involve citizens in something as distant from everyday life as climate adaptation, says Jörg Knieling. The problems will arise far into future and there is a great deal of uncertainty in the predictions you can present to people. That makes it hard to say exactly what will happen in the future. And many stakeholders from many different administrations and industries are involved.

Knieling has several pieces of advice on how to control so complex a process: “Seek to involve stakeholders in an open process of collaboration,” he says. “Don’t consider it an expert problem to be solved scientifically, but see it as a societal problem to be solved by all the parties concerned. A strategy such as ‘living with the water’ requires citizen accept, and therefore citizens need to be part of the process and the endeavour to find solutions. Climate adaptation is a highly political matter: It is very expensive, for instance, to build higher dikes. The money spent on such works will have to be taken from other areas of society. These

Bordering on the Baltic Sea

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The countries involved in BaltCICA all have great values in industry, housing, land, and infrastructure. This motivates working with climate change adaption. Here a picture from the internationally active port of Hamburg.

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far-reaching decisions must be discussed openly and publicly, not just in the local or regional council.”

Many angles, many opinionsIn Klaipeda, Lithuania the BaltCICA project was also a logical continuation of the ASTRA project. project manager Elena Talockaite from Environmental Centre for Administration and Technology explains that the Klaipeda region had already had some experience with combining climate adaptation, planning and problems with ground water quality. So Klaipeda faced a very complicated process. There was very little time to make local stakeholders aware of the problems and make use of their experiences in concrete climate adaptation plans. But they succeeded in doing so.

“With professional assistance from a team of researchers from the university in Vilnius, Lithuania’s geological survey organization and a generous grant from the municipal and regional authorities in Klaipeda we managed to achieve some good results,” says Elena Talockaite. “Experience shows that research in climate adaptation and planning and implementation of climate adaptation programmes require major investments. It can be quite difficult to fund within a municipal budget. That is why it was so helpful for Klaipeda to participate in the BaltCICA project which could help fund solutions to local problems. It was

also beneficial to speak to partners from other countries with similar problems and discuss possible solutions with them.”

Same problems in different countries“At all the meetings between the partners in the project it was very interesting to hear about the problems caused by climate changes in other countries and to learn that some cities face the same problems as in Lithuania and look at their methods and attempts to solve the problems,” continues Elena Talockaite. “During this process we received much support and advice from The Danish Board of Technology. The biggest challenge was pinpointing the local stakeholders who are already affected by climate change or will be so in the future

and whose participation is crucial for the planning and implementation of the climate adaptation solutions.”

“The problem was solved with help from our partners from the regional and municipal authorities in Klaipeda. The municipalities know their local institutions and citizens, their needs and possibilities. Finding a reasonable compromise between the interests of the various stakeholders was also a major challenge. only by way of plain scientific information and a well-conducted discussion did we manage to find the necessary compromises and choose the climate adaptation solutions that served all local stakeholders best.”

Let local citizens and researchers team upNobody knows the local problems better than the people who actually live and

work in the area. Nobody knows the latest scientific data on climatic change better than the researchers. And nobody is better suited to solve the problems than the local decision-makers. But each of them is powerless without the help of the others, says Elena Talockaite. only through dialogue and action can they make a difference together.

”Involving various stakeholders representing different institutions and public administration makes it possible to look at several sides of the climate question at the same time: the financial, the societal and the environmental aspect,” she says. “Local stakeholders make good advisors when choosing the climate adaptation solutions best suited to the local area. By involving local stakeholders early in the planning phase one can avoid a lot of questions and misunderstandings in relation to the use of the sizeable municipal costs of funding necessary climate adaptation programmes.”

“It is important to understand that climate changes are real, that they affect many areas of society and that, sooner or later, it will be necessary to make climate adaptation plans. The sooner you act, the less it will cost the municipalities. We know from experience that local stakeholders are more willing to take part in the planning and implementation of climate adaptation, if it concerns concrete problems in a concrete local community.”

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– Seek to involve stakeholders in an open process of collaboration. Don’t consider it an expert problem to be solved scientifically, but see it as a societal problem to be solved by all the parties concerned. JöRg KnIElIng

– It is important to understand that climate changes are real, that they affect many areas of society and that, sooner or later, it will be necessary to make climate adaptation plans. ElEnA TAloCKAITE