We consult using a variety of methods to ensure that all groups can participate fully. We further encourage participation by paying attention to timings and locations of events, the provision of information in different formats, access requirements etc.
We seek informed public opinion rather than instant reaction. Whenever possible, the council’s communication mechanisms are used alongside consultation to inform and stimulate public interest, and provide clear background information on the issue being discussed. This information will be presented in plain language and in formats that meet the needs of the consultees.
We will seek to consult through existing networks whenever possible, by making full and effective use of, for example:
| Corporately recognised Consultation Method: | How information is used: | How often: | Actions arising: |
|---|---|---|---|
SIMALTO - ‘forced choice’ budget consultation. Face-to face surveys. |
This is the Council’s main method of consulting on budgets for service delivery. Collated by Performance and Risk and Leadership Support Team and circulated to CMT, Cabinet and Council to inform budget decisions and in turn service plans. |
Conducted every 3 years. |
2006 exercise has been formally fed into the 2007/08 budget setting process. |
Citizens Panel – a cross-section of residents willing to be consulted regularly. Face-to-face / telephone, postal/ questionnaires / intranet. |
Information to be collated by the Performance and Risk Team via internal SNAP software and circulated to CMT and relevant services |
To be used as and when necessary |
To be revisited by Performance and Risk and Leadership Support. |
Neighbourhood Forums – public meetings led by a partnership of KCC / DDC / Town and Parish Councils. Face-to-face / questionnaires / intranet / press releases |
Information to be collated by Leadership Support Team and circulated to CMT and Cabinet. |
Each Forum meets publicly 4 times a year |
Pilot to be reviewed Dec 07 by Council |
Annual Town and Parish AGM – face-to-face. |
Information to be collated via Democratic Support to all services. |
Meeting held annually |
|
Best Value Performance Plan / Annual Report – intranet / letters |
Information to be collated by Performance and Risk and Leadership Support, circulated to Management Team |
Produced annually |
Format to be reviewed by the Performance and Risk Team |
Best Value Satisfaction Surveys - questionnaires |
Information collated by the Performance and Risk Team and circulated to CMT and Cabinet. |
Conducted every 3 years |
|
Local Development Framework – workshops / questionnaires / intranet / press releases |
Information collated by the Forward Planning Team and circulated to CMT, Cabinet and Council |
Current consultation |
|
Diversity and Equality Groups – a number of groups established, following work with MORI to ensure all sections of the community are consulted. Face-to-face / questionnaires / workshops / intranet |
Information collated by the Performance and Risk team to be circulated to CMT and all services. |
To be used as and when necessary |
To be reviewed and updated by the Performance and Risk Team |
@ Your Service Newsletter – newsletter for all residents. |
Information collated by PR Manager and fed back to all services |
Produced quarterly |
To be reviewed regularly by the Communication Group. |
@ Your Service Area Offices/contact centre – face-to-face |
Any feedback collated by contact centre/area office and fed direct to services |
Ongoing |
|
Complaints and comments – face-to-face / telephone / intranet / postal |
Any complaints/comments are fed directly back into services. Lessons learnt are shared on the Intranet. |
Ongoing |
Processes reviewed regularly by the Professional Standards Unit. |
Service specific consultation and newsletters – face-to-face / questionnaires / intranet / telephone |
Any feedback collated by services and Communication Group informed. Any feedback affecting policy circulated to CMT |
Ongoing, overseen by Communication Group |
Methods to be reviewed regularly by Communication Group |
Tenant Participation Groups – face-to-face/questionnaires |
Any feedback collated by Housing officers. Any feedback affecting policy circulated to CMT |
Meetings take place quarterly |
|
‘Together’ Groups etc – community / residents groups |
Any feedback to be collated by Community team and fed back to services and CMT. |
Meetings take place throughout the year |
|
Councillors – Community Engagement role. Face-to-face / telephone / surgeries |
Any feedback to be fed to services and SMT |
Ongoing |
Training for councillors provided. |
Officers – as service providers and members of the community |
Officers have the responsibility when out and about and as members of the community to report feedback on services to the relevant service. |
Ongoing |
|
Website – questionnaire / feedback forms |
All Officers are to seek approval from their head of Service to use the website. That Officer is then responsible for collating responses and feeding back to consultees, Head of Service and CMT, where appropriate. |
Ongoing |
Website regularly reviewed and updated. |
Staff Consultation – Snapshot (in-house magazine) / noticeboards / de-briefs / focus groups / workshops / Chief Exec briefings (all staff and in small groups) |
All feedback on service to be collated by HR and fed back to services. Corporate issues fed back to CMT. |
Ongoing – Snapshot produced bi-monthly |
Regularly reviewed by the Communication Group. |
Email: consultation@dover.gov.uk
