Consultation Plan

Appendix D

WEST OF ENGLAND

WASTE MANAGEMENT

AND PLANNING PARTNERSHIP

SECOND STAGE

CONSULTATION AND

COMMUNICATIONS PLAN

Version 6

2 November 2006

Index:

Aims and Objectives Page 3

1 Background Page 3

2 Statutory Requirements and Government Guidance Page 4

3 First Stage Consultation Page 4

4 Second Stage Consultation Page 5

5 How the Consultation Action Plan was developed Page 8

6 Action Plan Consultation Methods and Activity Page 10

7 Communications & Marketing Action Plan Page 13

8 Financial Implications Page 15

9 Consultation Period Page 15

Aims and objectives

1. To widely communicate key messages relating to the Issues and Options Document including the draft municipal waste strategy

2. To give stakeholders and interested parties the opportunity to fully engage in the consultation

3. To seek and obtain responses to the Issues and Options Document including the draft municipal waste strategy

1. Background

Bath & North East Somerset Council, Bristol City Council, North Somerset Council and South Gloucestershire Council are working in partnership to develop long-term joint strategies for waste arising in the West of England area. These strategies will include a joint Municipal Waste Management Strategy and a Joint Waste Development Plan Document. A Member Project Board comprising Executive Members from each authority with waste management and planning portfolios is overseeing the development of these strategies.

The overall aim is to deliver waste treatment capacity, which meets the requirements of the Regional Waste Strategy and minimises the financial impact of the Landfill Allowances Trading Scheme (LATS) Regulations and Landfill Tax on the four Authorities. The Authorities believe that there are considerable economic, social and environmental benefits in joint management of residual waste through the provision of strategic facilities within the sub-region, and these options are currently under consideration and review.

The Authorities identified a need to undertake consultation throughout the process when developing both planning and waste management strategies. A combined approach has been adopted to the consultation, communicating the same key messages and seeking views on issues which impact on both documents.

The consultation process is guided by a Strategic Consultation Forum, comprised of Council Members from the four authorities and representatives of community and stakeholder groups across the West of England area. This is an advisory group with no decision-making power.

Hyder Consulting were commissioned to help design and manage the first phase consultation process which took place during the months of June, July and August 2006. Their contract will be extended to assist and advise on the second stage consultation.

2. Statutory Requirements and Government Guidance

The Town and Country Planning (Local Development) (England) Regulations 2004 set out the legal steps to be taken in preparing a development plan document. The pre-submission consultation process set out in regulation 25 requires local planning authorities to consult with the community and stakeholders during the preparation of preferred options.

Regulation 25 Consultation

Before a local planning authority can comply with regulation 26 they must consult:

a) Each of the specific consultation bodies to the extent that the local planning authority thinks that the proposed subject matter of the DPD affect

b) Such of the general consultation bodies as the local planning authority consider appropriate.

Regulations 26 Participation - Preferred Options

Regulation 28 Representation Submission Development Plan Document

Government guidance set out in Planning Policy Statement 12: Local Development Frameworks is that local planning authorities must ensure that all participants involved in the preparation process are able to make their views known and have the opportunity to identify potential development sites early in the process. This is in accordance with a feature of the new development plan system known as “front loading”.

The preparation of and consultation on an Issues and Options document is an early informal step in the production of the Joint Waste Development Plan Document and the Joint Residual Municipal Waste Management Strategy. Consultation on the document is intended to identify the issues and options to be addressed by a Joint Waste Development Plan Document and will lead to public participation on preferred options (regulation 26) during the Autumn of 2007.

3. First stage consultation

The first phase of consultation was intended to raise public awareness of the need to find alternatives to landfill for residual municipal waste. The consultation process focused on residual waste treatment and disposal options, but also emphasised existing and planned re-use, recycling and composting activities as set out in each Authority’s current municipal waste strategy. Waste minimisation and home composting were also covered as a backdrop to the overall need for residual waste treatment capacity, and more general awareness raising of waste arisings and disposal needs were presented at every opportunity.

A colourful leaflet, with simple, wide ranging survey questions was produced and distributed widely across the region.

Hard to reach groups were identified and a mailing list was drawn up which included ethnic community groups, faith organisations, youth clubs, business groups, retired people groups,

Public meetings and shopping centre roadshows provided a focus for publicity and distribution of the leaflet. A web site (www.rubbishorresource.co.uk) provided more in-depth background information and enabled on-line responses to be gathered.

A specific consultation event was held for relevant stakeholders working in the waste management industry, which has provided input to the draft Joint RMWMS.

Over the course of the consultation 2,111 questionnaires were completed from a total of 14,500 distributed giving a return rate of 14.6%. Overall the first stage of consultation was regarded as successful in terms of positioning the debate. It succeeded in raising awareness of the need to find alternatives to landfill.

Through the media and the surveys the public have been provided with many opportunities to see and to contribute to the debate, and awareness of the issues is undoubtedly higher now than at the outset in April 2006.

4. Second stage consultation

The next phase of consultation is not only the first step in the production of the Joint Waste Development Plan Document, but is also the first time that the public will have an opportunity to hear details of the treatment options which are being considered for the West of England.

The focus of the Consultation will be the ‘Issues and Options’ document which aims to generate discussion about :

· How waste is managed and

· Where the required new facilities should be located

In addition it will enable the authorities to engage with stakeholders and communities at the beginning of the process to enable them to learn about, and influence, the emerging strategy before it is finalised.

‘Hard to reach’ groups

Consideration is given to ensuring the consultation reaches those who are less easily attracted to public consultations. The following list briefly outlines some of the groups regarded as hard-to-reach groups and the ways in which they were reached during the first stage consultation.

Group	What we did during first stage	Results	2^nd stage implications
People who do not have English as their first language	For these groups, the leaflet and web site would offer the option of translated material being made available to on request.	Requests received by Somali group for translation	Will do this again
Young people.	Leaflets would be sent to schools and youth groups.	Summer holidays disallowed this approach	Timing will be better for schools this time
Students.	Posters and leaflets sent to student unions and colleges	Unable to measure response	Will ask for more information on feedback forms in order to monitor sector response
Black and Ethnic Minorities	Press information was sent to Kiss FM and leaflets and flyers were sent to community organisations like CEED and BRAVE and BACEN.	Unable to measure response	Will ask for more information on feedback forms in order to monitor sector response
Disabled groups	Leaflets were sent to disability organisers who sent on to carers groups	Unable to measure response	Will ask for more information on feedback forms in order to monitor sector response
Senior Citizens	Leaflets sent to Elderly People homes	Unable to measure response	Will ask for more information on feedback forms in order to monitor sector response
Homeless people and travellers	Press information sent to the Big Issue and Travellers Times	No press coverage noted	Lead in times were too short
Young professionals	Press releases sent to The Metro and Broadsheet National Newspapers	No press coverage noted
Representatives of the areas’ Local Strategic Partnerships	Contacted by council officers who encouraged attendance at meetings

The range of ‘hard to reach’ groups was identified and targeted with information, but the feedback form did not ask for personal information, or details of where they had received their leaflet and this will be addressed in the second stage consultation.

Issues and Options

At the heart of the next consultation is the Issues and Options document and this contains the following information:

· Introduction

Explains the background and gives details of how stakeholders can engage with the consultation process. It also outlines the overall time frame

· Glossary

An explanation of the technical terms and abbreviations used.

· Policy Context

Explains the legislative background, the relevant policies and the regional implications for the changing requirements. It includes information on Regional Waste Strategy, and the individual waste strategies for each of the Unitary Authorities

· The Amount of Waste

Provides data on waste arising, recycling on municipal, commercial and industrial, and hazardous waste. It covers both existing data and projections of future data and identifies the Capacity Gap . At the end of this section there will be an opportunity to respond.

· The Technology Options for the Joint Waste Management Strategy.

Identifies the list of seven technology options with descriptions of each process. Explains the methodology for the appraisal of technologies. A feedback section is provided at the end of this section.

· The Spatial and Planning Implications for the Joint Waste Development Plan Document.

Explains the Entec study and the stages involved in site selection. Lists the indicators for site selection methodology, and the objectives and indicators for site assessment criteria. A feedback response is also included in this section.

· Shaping the Joint Waste Management and Planning Strategy .

Identifies what the West of England Authorities regard as the key elements for the Joint Residual Municipal Waste Management Strategy and includes the vision, objectives and timescales. It also describes the vision, objectives and timescales for the Joint Waste Development Plan Document. A response page is included at the end of this section.

· A response mechanism. At the end of each section there will be a number of questions or statements with space for people to add their comments.

Supplementary information is supplied as the following Appendices or separate support and consultation documents:

· Draft Joint Residual Municipal Waste Management Strategy

· Environment Agency Capacity Report

· Entec Sub-Regional Study of Waste

A short, illustrated version of this document will be produced for mass circulation.

5. How the consultation and communications action plan was developed

The second stage consultation and communications plan has been guided by the Strategic Consultation Forum who met on 5^th October 2006. At this meeting they brought a wide range of ideas on how they felt the needs and purposes of this consultation could best be met. Their views have been used to inform the creation of this document. The following points summarise the notes taken at the meeting:

General suggestions

The Forum felt that resources should be directed at meeting people and consulting with community groups and individuals.
The local transport commission reported that they set up a focus group for the WoE. It is a representative group of 12 people and it is still running. It has been very useful for enabling a representative group to become well informed on a subject.
Councillors could be invited to suggest community groups who might be interested in supplying representatives or hosting meetings.
The definition of the term ‘stakeholder’ was discussed and some thought it could be used to describe every resident or council tax payer in the West of England.
There was a request that the language used in all documents should be clear, simple and jargon free.

Community action

Since roadshows had been held in the first stage consultation, it was suggested that this time we should organize focus groups and community group meetings
Any group consultations should try to be demographically representative of the population of the West of England.
Information directed to schools was suggested as a way of feeding the message back to parents.
There was discussion about the need to give ‘environmental’ groups a special consultation event due to their greater interest in and knowledge of the subject.
It was felt by some that there should be as many public meetings as possible. The possibility of involving WI and senior citizens groups was considered with council staff attending these group’s existing meetings to give a short talk.
Hosting public meetings in each area was discussed. If so, they should start at 7pm and not be at the Council Offices. Preferably locations should provide adequate parking on be near a bus route.
Citizens panels should be used wherever possible.
A major event could be held in May, after the elections, to publicise progress

Publicity suggestions

The website should be the main medium by which people, especially those who cannot get to meetings, could be reached.
Editorial articles should submitted to the press as a way of encouraging people to visit the web site or attend a meeting.

· A simple mailshot or flyer which encourages people to visit the web-site could be sent out to every household. Distribution could possibly be via the kerbside collections.

· Local Authorities own websites and magazines should carry publicity about the consultation.

Existing community groups could be sent both editorial publicity and flyers for insertion in their community magazines or newsletters.
The website must be kept up to date. If possible it could contain video clips taken at the public meetings.
It was suggested that ‘letters to the editor’ could be sent to newspapers as a way of setting the record straight on the issues. Members of the SCF
All agreed that events should be well publicized using all the above suggestions.

· The press should be invited to events.

Other suggestions were discussed.

Some felt that shopping centre events were valid for reaching people who did not have special interests, but that, if they are held this time, they should be held on Saturdays to reach those who work during the week.

· Doorstepping was suggested as a way of taking the subject to the people but this was ruled out due to the excessive need for staffing and a potential clash with people canvassing for elections.

· There were mixed opinions about how best to create editorial publicity - some felt that controversy is most likely to generate press coverage – for example, identifying locations for facilities. Others, felt that scaremongering is damaging and that only positive messages should be issued.

The greater amount of the budget should be directed in favour of meetings and community work rather than spent on advertising.

After the meeting, these suggestions were discussed and factors such as cost, feasibility, time constraints, staffing levels were taken into account. The following outline action plan was developed to be carried out alongside the Communications & Marketing activity in Section 7.

6. Action Plan – Consultation Methods and Activity

Method

Details

Requirements

Resources

Literature

Technical documents:

Issues & Options document;

Joint RMWMS document.

Summary version of Issues & Options providing simple language overview

Posters and flyers for widespread distribution to sign-post to consultation activities, sources of information.

* Design and Production of technical documents.

Distribution to statutory and high level stakeholders

* Design and production of short A4 public summary leaflet

* Design and production of simple flyer and posters

Comms Officer and UA Officer time

Design consultants time and cost

Quantities to be confirmed

Database development and distributions

Building on the contacts made during the first consultation, those people who expressed an interest in being involved will be entered onto a database and contacted again as part of the second phase consultation. In addition, community groups and stakeholder groups, parish councils etc. targeted in the first phase will be added to the database.

* Ward Councillors

* Planning statutory consultees

* Contacts made during 1^st stage

* Environmental groups and interested forums

* Parish and town councils

* Hard-to-reach groups

* Council staff via Intranet systems

* Schools

Hyder Consulting

with

UA Officer time

Website upgrade -

E-consultation

The rubbish or resource? web site will be one of the key methods by which people can engage with the consultation. A significant upgrade is proposed to ensure that as much material as necessary is available to view. The issues and options document and its associated response mechanism will be available on line. The website will enable responses to be collated and analysed.

Make more user-attractive and ensure all documents available on-line.

Issues & Options response and comment mechanism to be available on-line.

Specialist communications company.

UA officer time

Indoor shopping or library roadshows- Saturdays.

One event for each Unitary Authority

The Member project board favoured shopping centre events as being an effective way of meeting people who might otherwise not take an interest in the subject.

These should be held indoors in space sufficient for a range of display material to show the extent of the subject matter.

As 1^st stage, specialist staff

Hyder Consulting time

UA officer time

Print cost for

display material

Environmental groups meeting

A special focus group of people with specific environmental interests will be formed – in effect this will become a panel of experts.

In-depth, expert panel to facilitate open debate

UA officer time

Hyder Consulting time

Established stakeholder/umbrella group meetings

Plus local community groups

The huge number of local community groups which exist in the West of England make it an impractical task to contact all of them and offer them a speaker. A limited number - two from each authority - would be contacted to find out whether they would agree to receive an external speaker and presentation on the subject in the relevant time frame.

Presentations at established meetings

Eg LSPs, LA21 groups, Chambers of Commerce, Women’s Institute etc, and other community groups as identified.

Appropriate UA officers (for example Waste Campaign and Recycling Officers) will be briefed and available to attend other groups on request with the presentation on DVD or similar media.

UA Officer time

Hyder Consulting time Production of a DVD or video

UA public meetings

(evening, daytime)

Each local authority will hold one public meeting at which the general public will be invited to participate.

It is proposed that these will be in venues which are not strongly associated with the local authority.

As 1^st stage, eg up to 50 people, specialist facilitator.

Timing and location to be discussed with a proposal to hold towards the end of the Consultation period to attract maximum attendance

UA Officer time

Hyder consulting time

2007/08 option- Budget allowance to be made as required

Major public event

Feedback on 2^nd stage consultation post-elections

A conference could be held in late Spring/early Summer with guest speakers so that the results of the second stage consultation can be widely debated. This should generate more publicity.

Full day, specialist speakers, high profile venue, up to 200 people

Speaker costs, Hyder consulting time, UA officer time.

7. Communications and Marketing Action Plan

The communications plan will seek to obtain timely, positive press coverage of the next phase of consultation in order to increase the number of people who wish to engage with the process. It will also try to ensure that, in the interest of good communications, all material made available to press and public is accurate and concise.

Press information has now been released highlighting the results of the first phase. This will be followed by a press release which will invite members of the public to join the key focus group.

An abbreviated version of the Issues and Options document will be produced which will act as the key generator of responses among the general public. It is expected that only the most well informed and interested will wish to read the full length document.

The communications plan will aim to create awareness of the next phase of the consultation and will gradually assist in educating the public about the new technologies via the articles in the local newspapers. New and more detailed press briefing documents for both waste technology treatments and potential planning issues will be prepared.

Editors will be offered the opportunity to run regular features highlighting each of the technical options.

If funding permits, key journalists will be invited to site visits to see the alternative technology options.

A comprehensive technical glossary of technical terms and abbreviations will be prepared.

The dates and times of public meetings will be promoted through press releases.

Posters and new display material will be produced to support the public meetings

Proposed Communications activities

Activity

Brief description

Resources

Waste / Planning Information display panels – to be used at the various meetings and other appropriate locations

Descriptions and photographs of technology options;

Descriptions and maps showing site areas of search.

UA Officer time

Print costs for new display banners & panels for existing stands

Media Relations

Press releases and other coverage;

Journalist site visits;

TV documentaries;

Comms Officer time

Plus travel and accommodation

Rubbish or Resource?

Branding/identity

Guidance for consistent use on all print and display materials

Comms Officer time

Design consultancy time

Electronic communication

Proactive use of Rubbish or Resource website and email alerts;

Cascade of topical information to each UA’s website

Comms Officer time plus external web authoring

UA officer time

Promotion and awareness raising

* Articles in Council newsletters, Parish/Town Council and other local newsletters

* Email notice(s) to established databases, Citizens Panels, LSPs, etc

* Posters at Council offices, libraries, local outlets, stores

Comms and UA Officer time

8. Financial Implications

The following are the current budget allowances estimated as required to carry out the Consultation and Communications activities described above. These amounts are provided for in the overall Indicative Budget Summaries referred to in the Project Initiation Documents and overarching Cabinet / Executive Report for individual UA approvals in December. These amounts are allocated between the Joint RMWMS and Joint WDPD projects.

Activity area	£
Consultation activities	60,000
Communications activities	16,000
Total	76,000

The following budget allowances are also provided for in the same Indicative Budget Summaries, as referred to above.

Workstream	£
Literature production	25,000
Response analysis	4,500
Total	29,500

This amounts to a total budget figure of £26,375 per Unitary Authority.

9. Consultation period

Although this is not a formal consultation stage, it is proposed that the period conforms to a statutory six-week period, from Thursday 25^th January to Wednesday 7^th March 2007.

Preparations for the activities will need to be carried out prior to this start date and where possible literature distribution, awareness-raising and media activity will also commence in the run-up period.