Your chance to influence the future of our area. COMMUNICATION STRATEGY

Transcription

1 Your chance to influence the future of our area. COMMUNICATION STRATEGY March 2014

2 CONTENTS Introduction... 2 Structure of the BPNP committees and sub groups... 2 Key principles... 3 Key messages:... 3 Conventions:... 4 Acknowledgement of funding:... 4 Appendix 1: Table of Stakeholders... 5 Appendix 2: Communication Action Plan... 6 INTRODUCTION This strategy has been prepared to help guide the communication and engagement processes needed to develop the Brighstone Parish Neighbourhood Plan (BPNP). It is primarily a procedural document for the members of the various groups and Steering Committee involved in the development of the BPNP but also forms a public record of how we will be approaching this aspect of our work. We will be required to produce a formal report on the consultation process as part of our submission of the plan to the Inspector and this document will help to strengthen this by demonstrating our clear and planned approach. The Communication Strategy is purposely brief and aims to concisely set out the key principles that we will apply in all aspects of our communication and engagement work. It lists key messages that will be used and explains the relationships between the groups within the BPNP and details conventions used in published materials. Detailed information on the stakeholders (individuals and organisations with an interest in the policies and objectives of the BPNP) and an Action Plan (providing the details of how, when and with whom we will be communicating) are set out in the Appendices. These working documents will evolve during the process but the overarching principles, messages and conventions of the Communication Strategy will stay the same. STRUCTURE OF THE BPNP COMMITTEES AND SUB GROUPS At the time of writing, the BPNP consists of one Steering Committee and the following sub groups (Publicity; Communications Strategy; Parish Profile; Events; Consultation). The Steering Committee was established as a stand-alone group for the BPNP process by Brighstone Parish Council. Its role is to oversee and discuss the work to develop the BPNP and to establish its own sub groups to help with the process. The Communications Strategy Sub Group has been established to develop this document. The Publicity Sub Group has been established to oversee and deliver the promotion and publicity for the BPNP and will play a major role in the delivery of many aspects of the Communication Strategy and its Action Plan. The Consultation and Events Sub Groups will also work to the Communication Strategy and its Action Plan. The Parish Profile Sub Group will be developing the evidence base to help to underpin the policies and objectives of the BPNP which will also be used in consultation events. 2

3 KEY PRINCIPLES Our work to develop a BPNP will be directly influenced by the community. We will aim to use Plain English and where technical language is necessary we will try to explain what it means or provide a glossary of terms. We will encourage people to become involved in a variety of ways including: o Membership of the Steering Committee and/or of its sub groups. o Membership of one or a number of focus/topic based sub groups. o Volunteering with consultation events and surveys. o Giving their views in surveys and consultation events. o Promoting the BPNP to encourage more people to get involved. o Formally commenting on the draft of the BPNP o Voting in the formal adoption referendum organised by the Isle of Wight Council (at least 50% of the community need to vote in favour to allow the document to be adopted as IWC Policy as part of the Island Plan). We will seek views from all individuals and organisations within the community whether or not their opinions present potentially conflicting, challenging or critical views of the BPNP or the process. We will create a consultation process which will allow all opinions to be expressed and recorded with every effort made to understand and empathise with these. Where an individual response is required to a comment or correspondence, we will aim to provide this in a timely manner. We will regularly report back on progress, summarising views received and if necessary providing detailed reasons why certain views cannot legitimately be taken into account. We will provide information about the work towards a BPNP on the dedicated page on the Explore Brighstone website ( We will present a clear, reasoned, realistic, evidence based case in support of the objectives and policies set out in the BPNP. KEY MESSAGES: Strapline Your chance to influence the future of our area. The Brighstone Parish Neighbourhood Plan: o Will become a policy document for the Island Plan and, when adopted, have a direct impact on decisions made on planning applications in the area. o Provides an opportunity for the local community to play a greater role in shaping the future of the area, giving local definition to the policies of the Island Plan. This is important for the village of Brighstone which is designated as a Rural Service Centre with a defined settlement boundary but equally applies to the wider rural area of the civil parish. o Is an opportunity to bring together people and organisations to build a consensus view on what needs to be achieved in the area. 3

4 o Will provide local planning priorities and also capture other community aspirations which can then inform the work of other organisations with an interest in the area CONVENTIONS: It is important that we are consistent in our communications. Using the above key messages will help with this, but we also need to ensure the following: In our promotional or consultation materials we will: o Always include the BPNP logo and strap line in both printed and electronic materials centred at the top of the page. o Where applicable include one or all of the key messages. o Reflects the colours of the logo in any border/frame or highlighted text. o Ensure that such material is ratified by the Publicity Group as the gate keeper for all published material associated with the BPNP. In our reports and documents for committees and sub groups we will: o Always include the BPNP logo and strap line in printed and electronic documents. o Use a minimum 12 font size to allow for ease of reading. o Always include a version number, author and date in either an embedded footer or in the file name to allow tracking of versions and to ensure all are considering the latest document. o When circulated by documents will be provided in both pdf and Word formats to ensure all members are able to open them. ACKNOWLEDGEMENT OF FUNDING: Press releases and formal published reports should include a specific acknowledgement of the funding received from Locality in support of the development of the Neighbourhood Plan. One of the following recommended quotes should be used: Support provided by the Supporting Communities in Neighbourhood Planning Programme led by Locality in association with RTPI/Planning Aid England and partners, available through the My Community Rights website. Grant awarded by the Supporting Communities in Neighbourhood Planning Programme led by Locality in association with RTPI/Planning Aid England, CDF and partners, available through the My Community Rights website. Support and a grant provided by the Supporting Communities in Neighbourhood Planning Programme led by Locality in association with RTPI/Planning Aid England, CDF and partners, available through the My Community Rights website. 4

5 APPENDIX 1: TABLE OF STAKEHOLDERS Group Stakeholder(s) Group Stakeholder(s) Governance Brighstone Parish Council; Isle of Wight Council; Neighbouring Parish Councils (Shalfleet; Shorwell; Freshwater; Calbourne); MP Local Businesses (Tourism related, accommodation /attractions) All local businesses based within the parish Residents All residents Health and Welfare Doctors Surgery, Osteopath, Brighstone First Responders, Care providers Local Businesses (non Tourism) All local businesses based within the parish Community Services Brighstone Community Library; Mobile Library; Community Newsletter; Post Office (Brighstone and Brook); Southern Vectis; Police; Education Brighstone Church of England Primary School Churches CofE Brighstone; Mottistone; Brook. Methodist Brighstone Landowners/Farmers All landowners/farmers within the parish including charities such as the National Trust Clubs and Societies Various see list compiled for Neighbourhood Plan Utility Providers Water; Electricity; Telephone/Broadband; (other non grid fuel providers, propane, oil, woodfuels) Statutory agencies and other bodies English Heritage; Environment Agency; Natural England; Isle of Wight Council; AONB Third sector (charities etc) All charities operating in the area.

6 APPENDIX 2: COMMUNICATION ACTION PLAN The following is a summary of the activities likely to be required during the Neighbourhood Plan process. For each an indication is given of which Neighbourhood Plan groups are likely to be involved and when the activity is likely to take place. What When Who Working process of the committees and groups of the Neighbourhood Plan. Steering Group; Parish Profile; Publicity Group; Events Group; Consultation Group; Focus/Topic Groups Throughout the process and in a timely manner. Agendas should be circulated at least two days before a meeting and notes written and circulated within one week. Nominated group members or Project Manager or Project Administrator. Publicity and Promotion of specific events and milestones. Milestone events within the process which require input from the community. Likely to be Drop In events, Surveys, Consultation events, and comment on the draft Neighbourhood Plan. Publicity Group Information sharing. Providing information on progress with the Neighbourhood Plan and in particular the findings from surveys and consultations. Likely to be as a result of particular stages in the process such as results of the Housing Survey; results of Parish Profile; results of Residents Survey; results of consultation events; formal comment from statutory bodies; formal comment from the independent Inspector. Steering Group; Publicity Group; Events Group; Consultation Group 6

7 Events Providing information and seeking comment at specific events. Likely to include the Drop In sessions, Consultation events and also by presence at other local events. Events Group; Publicity Group; Consultation Group Surveys Surveys undertaken through the process Housing Survey, Residents Survey, Business Survey. Housing Survey undertaken in February Consultation Group; Publicity Group. Residents Survey June/July 2014 Business Survey Summer 2014 Formal consultation Formal consultation on the draft plan In line with the Project Plan Informal with IWC March/April With community May/June 2015 Steering Group; Consultation Group; Publicity Group. 7