The Ephesos Model is a participation process developed by the consultancy >> Kienast & Kienast GmbH on behalf of the Eisenbahn-Hochleistungsstrecken AG for complex projects concerned with transport infrastructure – originally in connexion with the planning project for a high-speed railway line between Vienna and St. Pölten. The model is designed to inform groups of stakeholders affected by an environmental impact audit about the project in question clearly and intelligibly before the audit is launched. The model involves a multi-phase participation process with various different fora, and goes well beyond classical communication and information activities. Direct contacts and open forms of discussion between the promoter of the project and the people affected are meant to make it easier to realize the intention of the Environmental Impact Audit Act as regards citizen involvement.

Appropriate method

• for making open, intensive communication processes possible,  
• for keeping the factual level and the emotional level separate in controversies, so that openings toward a resolution of the specific conflict can develop,  
• for improving the quality of formal comments (as foreseen by the Environmental Impact Audit Act) by deepening people’s grasp of the subject-matter.

Sequence of events

The Ephesos Model centres on discussion fora (here community and regional fora are put together differently). These fora operate in parallel; while their memberships differ, the various fora are linked together by means of representatives from the other fora. In subsequent phases the fora are increasingly compartmentalized. Regional fora include representatives of the communities affected, representatives of the district administration, members of the provincial and the national assembly, and representatives of the statutory professional associations and of regionally active grassroots initiatives. Community fora consist of the mayor or mayoress and the members of the local council; representatives of the residents and landowners affected, and local grassroots initiatives and associations, are also invited to take part. Here the council officials settle the composition of the community forum in collaboration with the process facilitator(s).

The community and regional fora can be supplemented with a steering committee to coordinate the activities of the operative planning units and clear them with central government; this body may include representatives of transport planning departments at province and ministry level, of the operating company, of national pro-environment organizations and of the project management.

Overview on the planning and participation process (in German only): (vergl. Kohl, B.; Smetanig, H.; et al. (2003) Bürgermitarbeit. in: Netzwerk Bau, Vol. 02, 2003)

Please note

The principle of giving the fora a clear structure

The fora are put together in the light of the particular project in question and of an analysis of the various types of stakeholder; accordingly they vary from one project to the next. It is important that the goals of each forum are clear as regards results and communication, and that representatives of all common-interest groups affected can take part in one or more fora.

For the fora to function satisfactorily, the following conditions must be fulfilled:

• Timeframes are clearly defined – both for the individual meetings and for the overall duration of the process.
• Forum sessions take place at sensible intervals – since most of the participants are investing their spare time.
• Procedure in the forum is clearly laid down; it should be agreed in writing in the first session. The agreement should specify the method of working, the duration of the process, how decisions are reached (and who is responsible for what in connexion with decisions) and the role of the facilitator(s).
• Sessions are prepared professionally – in particular, care must be taken with visual aids (plans, models, documents).

The principle of chairing and facilitation

To ensure that communication is fair to everyone, effective and professional, both in the fora and in concomitant meetings and public presentations, a facilitator independent of the various social systems involved (i.e. not a community official, representative of the promoter or planners, or member of a grassroots initiative) chairs the process. How successful the Ephesus Model is largely depends on how professionally the facilitator works.

The principle of documentation in writing

To place the actual process, enquiries and wishes, results and pledges on record, but also to bring out the import of the work involved, the facilitator documents the entire proceedings in writing; the resulting documents are accessible to the general public.

Timeframe

The Ephesos Model begins with the start of the alignment selection procedure, but no later than the date when the audit is announced, and is over when the project promoter submits the environmental impact statement. This duration is laid down in the Environmental Impact Audit Act. At this stage the official assessment procedure has not yet begun.

This timeframe has been chosen to maximize the model’s influence on the project and thus on the environmental impact statement; it is usually of limited duration, and takes place in advance of the official assessment procedure. The fact that it is carried out at this early stage is meant as a signal to the stakeholders that the project promoter is seriously interested in their comments and suggestions, in working through these and if possible incorporating them in the documentation to be submitted.

Number of participants

The method works with any number of participants. It can be carried out equally well in small and in large groups (utilizing special procedures aimed at large groups).