ITEM: 4 PAGE: 4 APPENDIX 1 Stakeholder … 4 - Appendix 1.pdfAPPENDIX 1 Stakeholder Engagement Strategy 4 v2 April 2013 ... Experience has shown that engaging stakeholders is an important

ITEM: 4 PAGE: 4 APPENDIX 1

Stakeholder Engagement Strategy 4 v2 April 2013

Stakeholder Engagement Strategy

for the

Elgin and Forres (River Findhorn & Pilmuir) Flood Alleviation Schemes Contents Section No. Section Title Page No.

Foreword 2

1. Introduction 2

2. Strategic Aims 2

3. Objectives 3

4. Proposed Forms of Communication 3

5. Summary 7

6. Implementation 7

7. Resources 8

8. Communications and Stakeholder Engagement (Rolling) Plan

9

9. Performance Review 9

10. Conclusion 9

Appendix 1 Matrix – Form of Communications and Engagement for Stakeholder Groups

10

Appendix 2 Key Project Milestones, Affected Stakeholders and Proposed Methods of Engagement

11


Matrix – Forms of Engagement for Stakeholder Groups


Foreword This document guides stakeholder engagement for the £86 million Elgin Flood Alleviation Scheme and the £45.1 million Forres (River Findhorn and Pilmuir) Flood Alleviation Scheme, the largest projects ever undertaken directly by the Moray Council. These schemes will impact on a wide range of stakeholders and ultimately it will change areas of Elgin and around Forres significantly. Communication and community engagement, a Council priority, is therefore vital to wide acceptance and ownership of the finished project. Stakeholder engagement is promoted actively by the Council, as evidenced by recent consultations on the annual budget and the Moray Economic Strategy. The Scottish Government’s National Standards for Community Engagement has been a key reference document in the development of this strategy. 1. Introduction Delivering flood alleviation schemes is one of the Council’s key priorities. These schemes are the fourth and fifth in a series developed and constructed in recent years by the Council. The previous schemes, in chronological order, are:

Lhanbryde FAS Forres (Burn of Mosset) FAS Rothes FAS

Experience has shown that engaging stakeholders is an important factor in managing project risks and enhancing the reputation of the Council. Jointly, these schemes provide economic benefits of over £200 million to Moray, supporting community safety, economic development, the environment, the ecology of the river corridors and will promote the overall wellbeing of the people of Moray. They are designed to be an excellent example of sustainable flood risk management of which the Council can be proud. Delivering these schemes successfully, on time and on budget, provides a substantial challenge to the project team. Engaged stakeholders benefitting from good communications will be a key element of the projects’ success. The term “senior management” applies to the group referred to in Section 8 and is intended to be enabling as much as providing a degree of control. 2. Strategic Aims




The aims of this strategy are: -

to involve people and organisations who have an interest in Moray’s flood alleviation schemes;

to propose methods for engaging people and organisations that are effective;

to set out processes that will enable participants to work together efficiently and effectively; and

to monitor, evaluate and report performance in the context of stakeholder engagement.

3. Objectives The following are identified as the key corporate objectives of the project via the stakeholder engagement process:

Enhance the reputation of the Council, build community confidence and ownership;

Minimise disruption and inconvenience to businesses;

Ensure regular, frequent and up-to-date communications with stakeholders on the progress of the schemes using appropriate communication methods;

Promote the scheme as beneficial to residents, businesses and the wider environment;

Promote openness and encourage feedback from stakeholders; and

Exploit opportunities for scheme promotion and community benefit. 4. Proposed Forms of Engagement The following examines the meaning of each proposed form of communication, its applicability and implementation. One to One Applicability: This is the process of engaging with people, businesses, agencies and representative bodies using telephone, email, meetings and the like. The effort focuses on those parties, utilities and agencies that are directly affected by the Scheme. Implementation: Undertaken by the project team, reporting back to the Project Manager in most cases but also to relevant support services, senior management and the Flood Alleviation Sub-Committee as appropriate. Website Applicability: The Council’s website is the most viable and cost-effective communication resource available and needs to be kept up to date.




Implementation: Content to be generated by each project team with assistance from ICT and corporate communications, with the agreement of senior management as appropriate. Press Applicability: Many media outlets cover Moray in detail and will be interested in progress and newsworthy events. Forward planning will identify opportunities for press articles, press conferences, site visits, etc. Events, such as a flood or accident will generate press enquiry. Appendices 2 and 3 to this document set out events that are known at the time of drafting. This list will be reviewed and updated. Implementation: Members of the project teams may be called upon, through their Project Manager or the Consultancy Manager, to comment on project-related events. Contact with the media will, however, be handled by the Council’s communications team. Press releases, interviews and arrangements for press conferences will be approved by senior management. Any comment to the media that is attributed to the Moray Council must be given via the Council’s communications team in accordance with policy. Partners contracted to the Council will from time to time wish to release information to the press regarding the project in relation to their business. Such press releases require to be approved the Council and such approval will not unreasonably be withheld. Newsletters Applicability: Newsletters will be produced every three to six months covering what has been achieved, what happens next and other information that might be helpful to the wider audience. They will be distributed electronically and in printed form through a range of outlets such as newspaper inserts, library, shops, community facilities, etc, as appropriate. In addition, opportunity exists to have a paid-for page in the monthly local Spotlight magazine, which is delivered to all Elgin and Forres addresses via Royal Mail. Implementation: Material for newsletters will be created by the project teams in consultation with the Council’s communications team and material will be approved by senior management. Letter or Leaflet Drops Applicability: These are used mostly to let people and businesses being immediately affected know about disruption or nuisance in advance. Typically this might be traffic restrictions, noise, vibration, dust, etc. This is a routine part of site management.




Implementation: Letters and leaflets will be agreed by the project team in consultation with the Council’s communications team. Council Intranet and Connect Magazine Applicability: Connect magazine is published every two months and distributed to all Council staff electronically in most instances. Updates can be included regularly to inform staff of developments. The Council’s intranet can be used to advise staff of events or potential disruption from the scheme. Implementation: The Council’s communications team will co-ordinate this. Connect is issued via the Intranet and distributed in printed form to non-PC users. Senior management will approve the final version. Site and Other Information Boards Applicability: Cabinet-style display boards with perspex doors in prominent locations on site will provide news and interpretation. These will need to be moved as the project progresses. Implementation: The information boards will be kept up to date and relevant, but can duplicate material used in other media such as the website and newsletters. The project teams will carry out this operation in consultation with the Council’s communication team. Open or “Drop-in” Events Applicability: Displays with the project teams on hand to answer questions will be held to suit planned events in the programme, approximately annually or to coincide with significant events that might impact upon stakeholders. Implementation: Such events require significant advance planning, depending on the visual resources required. The public expect modern tele-visual techniques in such situations and the lead-in time for the creation of these can be significant. Presentations to Local and Professional Groups Applicability: It is normal practice to deliver presentations to Community Councils, professional institutions, conferences, seminars and the like as well as to local community and interest groups. Such presentations promote a positive image of the Council to a wider audience. Implementation: These will be delivered by members of the project teams subject to approval of senior management. Video and Photographic Capture




Applicability: Filmed records of progress are easily understood by all and are an efficient method of communicating messages. Implementation: There are regular progress photographs taken by the project teams in the normal course of duties, and these can be uploaded to the website pages as appropriate. These include aerial photos. Milestone Events and Site Visits Applicability: Events that merit site visits, press interest, official visits by Members, national politicians and dignitaries should be identified well in advance. There may also be site visits by professional institutions, schools and colleges and local groups. Implementation: Official visits by national politicians, ministers, dignitaries and the like will be arranged via the Chief Executive’s office in consultation with senior management. Visits by community groups, learned societies, schools and the like will be arranged by the Project Manager in consultation with senior management and the communications team. Other visits can be arranged in consultation with the Project Manager, but the Council’s press office should be informed in case there is a requirement to coordinate media. Social Media Implementation: Highly accessible two-way information platform. For corporate purposes can be pivotal in preventing negative or ill-informed views developing into media stories that damage reputations. Requires close monitoring by experienced or trained staff that can respond promptly on behalf of organisation. 30,000 registered users over the age of 18 on Facebook in Moray alone. Twitter followers more industry-driven. Both platforms can provide links to more Would require to be delivered by MC comms as reputational risks are greater to council than contractors. Applicability: Essential part of modern communications plan for business and public sector, customers can receive information via mobile devices and respond in real time. The high profile of the Forres scheme is in large part due to its position across the A96, and information about the scheme could be delivered via social media to those driving past. Content would require updating very regularly with quality pictures. Once committed to, cannot be undertaken effectively on a piecemeal basis. 5. Summary Each method of engaging stakeholders is designed to ensure that the communication is well understood, clear, accurate and in a form that encourages stakeholders to engage with the project. The messages




delivered should be those that create a positive, long-term outcome for all involved. 6. Implementation of the Strategy The matrices in Appendices 1 and 2 indicate the key activities in the programme, which can be allied with identified activities and opportunities. This forms the basis of a rolling plan that, on a case-by-case basis, will set out how activities will be implemented. There are detailed, resourced construction programmes, and risks and uncertainties bring about changes.

1. This document includes the current programme milestones (see Appendices 2 and 3) for each scheme in a matrix (see Appendix 1) that assesses activities likely to be relevant and foreseeable at this time and of interest to stakeholders. Risks, uncertainties will impact on this long-term planning horizon.

2. Every month, the period up to three months ahead will be planned in

detail by the group described in Section 8 of this document. Stakeholder engagement is reported as part of progress to the Flood Alleviation Sub-Committee. 7. Resources These schemes are funded from capital with substantial additional capital grant from the flooding component as agreed between COSLA and Scottish Government. The Forres scheme is funded at 80% of eligible costs up to a ceiling of £45.125 million (gross) and the Elgin Scheme has grant capped at £51.198 million plus a commitment from Scottish Government to fund 50% of capital cost in excess of £64 million up to a maximum of £7 million. Eligible cost is that which the Council’s auditors, and therefore Council finance officials, consider would consider is legitimate capital expenditure. Legitimate capital expenditure includes site and head office staff costs where these are directed specifically towards providing the capital asset, and aside from site supervision costs, there are allowances for the cost of producing signage, leaflets, hiring venues, and the like, to support stakeholder engagement and manage project risk. Eligible costs do not, however, extend to other Council services’ staff costs for such as legal, finance, estates, regulatory services, committee services and the like.




Available resources within existing budgets come from four sources:

1. The construction contract 2. Site supervision budget heading 3. Miscellaneous Council costs budget heading 4. Existing council revenue budgets

Grant-eligible staff costs are included in the project budgets in 1 and 2 above. Miscellaneous Council costs includes for a range of issues such as CAR licences, Roads DLO works, statutory notices, planning fees and the like. It is also intended to cover printing, distribution, materials and services to assist with stakeholder engagement. 8. Stakeholder Engagement Rolling Plan Updating the plan will be a function of the monthly meetings of the stakeholder engagement group. This is chaired by the Head of Direct Services and attended by the Chair of the Flood Alleviation Sub-Committee, Consultancy Manager, scheme Project Managers and PPR and Communications Officer. This group constitutes “senior management” referred to throughout this document. The group will update the plan on a rolling basis each month and agree actions and how they will be implemented. The group will review previous actions to learn lessons and complete the feedback loop as required in the National Standards. The initial schedules of known issues for each are in Appendices 2 and 3 to this document. 9. Performance Review To support the aforementioned review process, the Council will develop methods of measuring performance against the objectives set out in this document and report progress against these to the Flood Alleviation Sub-Committee. 10. Conclusion This approach to stakeholder engagement represents a sound and flexible way forward that assists in managing project risks, meeting community expectations, exploiting opportunities for enhancing the Council’s reputation and improving community benefits. The proposals were prepared with reference to the National Standards.




The following provides a list of the identified stakeholder groups: 1. Those whose land or activities are materially affected by the works. 2. Those who may be disturbed or disrupted by construction activities 3. The media 4. General public and local representative bodies 5. Elected members and staff 6. National politicians 7. Special interest bodies locally and nationally 8. Regulators, utilities and similar agencies 9. Educational interests and professional bodies

Form of Engagement Stakeholder Group

1 2 3 4 5 6 7 8 9

One to one

Website

Press/media

Newsletters /Spotlight magazine

Letter or leaflet drops

Council Intranet and Connect Magazine

Social media

Site and/or other information boards

Open or “Drop-in Events”

Presentations to local and professional groups

Video and photographic capture

Milestone events and site visits

ITEM: 4 PAGE:13 APPENDIX 1

Key Project Milestones, Affected Stakeholders and Proposed Methods of Engagement : Elgin Flood Alleviation Scheme


Key Project Milestone – Item No.

Key Project Milestone

Anticipated Date

Affected stakeholders (see Appendix 1)

Proposed Method of Engagement

1. Start on Site Apr 2011 1, 2, 3, 4, 5, 8

One-to-one

Website

Press/media

Newsletter

Letter drop

Intranet

2. Grampian Road closure (permanent)

May 2011 3, 4, 5 Leaflet drops to local residents

Press release

3. Pansport road closure (temporary)

Sept 2011 2, 3, 4,5 Leaflet drops to local residents

Press release

4. Earthwork trial Oct 2011 1, 3, 8 One to one (if required)

Leaflet drops to local residents

5. Kingsmills playpark out of commission (temporary)

Nov 2011 – Oct 2014

1, 3, 5, 8 Leaflet drops to local residents

Press release

Details on Facebook/website

6. Deanshaugh – public exhibition regarding proposals

Nov 2011 1, 2, 3, 4, 5, 8

Public exhibition – date/location

Public exhibition to be advertised by TMC

Details to be included on Facebook/website

7. Directional drill – Kingsmills

Nov 2011 1, 2, 4, 5, 7, 8, 9

Press release – potential to link with Item No. 4. above

8. Piling at Johnstons /Pansport bridge (for temporary bridge and retaining wall for flood relief channel)

Dec 2011 1, 2, 4, 8, 9 Leaflet drops to local residents

One to one with Johnstons (plus others)

Press release






Anticipated Date



9. Piling at Mansion House

Dec 2011 1, 2, 4, 8, 9 One to one with Mansion House (plus others)


Press release

10. Directional Drill – Lesmurdie / old Railway Bridge area

Dec 2011 1, 2, 4, 5, 7, 8, 9

One to one


Press release

11. Directional Drill – Johnstons / Moycroft

Mar 2012 1, 2, 4, 5, 7, 8, 9

One to one (TBC)


Press release

12. Temporary Bridge operational at Pansport

May 2012 3, 5, 8 Scheme notice boards

Public exhibition to explain associated restrictions (to be advertised by TMC press office)


13. Deanshaugh – public access restricted, works undertaken

May 2012 – Sept 2014

1, 2, 3, 4, 5, 8, 9

Press release

Scheme noticeboards


14. Earthworks at Barmuckity

Summer 2012

1, 5, 7, 8, 9 Leaflet drops to local residents

Press release

15. Piling at Pansport (new bridge foundations)

Oct 2012 1, 2, 5, 8 One to one with Johnstons


Scheme notice boards (update required)


Press release






Anticipated Date



16. Mansion House/ BibbyPlace/ Leisure centre protected from flooding

May 2013 1, 5, 6, 8 press release

Details on Facebook/website and in project newsletter by TMC press office

17. Boroughbriggs – public access restricted, playing fields out of commission, showground out of commission)

Mar – Sep 2013

1, 3, 5, 8 Public exhibition – date/location TBC

Scheme noticeboards

Details on Facebook/website and in project newsletter

18. Road closure at North St (A941) (Sewer diversion)

May – Jul 2013

2, 3, 4, 5, 8 Local radio – travel restrictions


Press release


19. Brewery Bridge closed to public access (temporary)

May 2013 – Nov 2014

1, 3, 5, 8 Leaflet drops to local residents

Press release


20. Cooper Park – pitch and putt course out of action (permanent)

May 2013 (works start, pitch and putt out of action from winter 2012)

1, 3, 5, 8 Information stand at Elgin Library

Scheme noticeboards

Press release







Anticipated Date



21. Marywell footbridge closed (temporary)

Summer 2013

1, 3, 5, 8 Leaflet drop to local residents

Press release


22. Old Bishopmill Bridge closed (temporary)

Summer 2013 – Autumn 2014

1, 3, 5, 8 Leaflet drop to local residents

Press release


23. Works at Haugh Road bridge (bridge temporarily closed to vehicular traffic)

Aug 2013 1, 3, 5, 8 Leaflet drop to local residents

Press release


24. Oldmills and Jock Inksons Brae protected from flooding

Sep 2013 1, 5, 6, 8 press release


25. Steelwork erection (Pansport Bridge)

Oct 2013 2, 3, 5, 7, 8, 9

Public exhibition – date/location TBC

Update Scheme noticeboards

Press release







Anticipated Date



26. Pansport Bridge complete

May 2014 3, 4, 5, 7, 8, 9

Update Scheme notice boards

Good news story – press release


27. Flood relief channel construction

Jun – Dec 2014

1, 2, 4, 5, 7, 8, 9

Update Scheme notice boards

Press release


28. Cooper Park pond – public access restricted, pond out of use)

Jul – Sep 2014

1, 3, 5, 8 Information stand at Elgin Library

Update Scheme noticeboards


29. Lossie Wynd bridge – new bridge open

Autumn 2014

3, 4, 5, 7, 8, 9

press release


30. Glen Moray protected from flooding

Oct 2014 1, 5, 6, 8 press release


31. New Elgin protected from flooding

Oct 2014 1, 5, 6, 8 press release







Anticipated Date



32. Lesmurdie/Kingsmills protected from flooding

Dec 2014 1, 5, 6, 8 press release


33. Scheme operational

Dec 2014 1, 2, 3, 4, 5, 6, 7, 8, 9

Opening Ceremony (date TBC)

press release Details on Facebook/website and in project newsletter


Key Project Milestones, Affected Stakeholders and Proposed Methods of Engagement : Forres (River Findhorn & Pilmuir) Flood Alleviation Scheme




Anticipated Date

Affected stakeholders (see Appendix A)

Method of Engagement

1. Start on site Sep 2012 1, 2, 3, 4, 5, 8

One-to-one

Website

Press/media

Newsletter

Letter drop

Intranet 2. Property surveys

(Pilmuir and Broom of Moy)

Sep – Dec 2012

1, 2 Letter drop

3. Temporary speed restrictions on A96

Oct 2012 2, 4 Press/media

Website

Newsletter

4. Northern Haul Route access starts

Nov 2012 1, 8 One-to-one

5. Pump station cofferdam starts

Dec 2012 2 Letter drop

6. Southern Haul Route access starts

Jan 2013 1, 8 One-to-one

7. Greshop Road resurfacing

Feb 2013 1, 2 One-to-one

Letter drop

Website 8. Work starts

around Broom of Moy footbridge (eastern end)

Mar 2013 2, 4 One-to-one

Website

Press/media

Newsletter 9. Temporary A96

diversion open to traffic

Apr 2013 2, 3, 5 Website

Press/media

10. Back Run works complete

Apr 2013 2, 4, 7 Website

Letter drop 11. Bend 3 complete May 2013 4, 5 Website

Newsletter






Anticipated Date



12. Broom of Moy footbridge closed for 10 weeks

Jun – Aug 2013

1, 4, 7 Website

Press/media

Newsletter

Information boards

Drop-in Event 13. Pilmuir Road

West culvert May – Jul 2013

2, 4, 8 One-to-one

Website

Letter drop 14. Grout curtain

installation starts Sep 2013 1, 2, 3, 5, 7,

8 One-to-one

Website

Newsletter

Information boards

Drop-in Event

Photographs

Presentations 15. Broom of May

footbridge extension complete

Oct 2013 2, 4, 5 Milestone Event

16. Bend 2 complete Nov 2013 4, 5 Website

Newsletter 17. Bend 1 complete Feb 2014 4, 5 Website

Newsletter 18. North Haul route

reinstated Mar 2014 1, 2 One-to-one

Newsletter 19. New A96 open to

traffic Apr 2014 2, 3, 5 Website

Press/media 20. Property surveys

(Monklands and Waterford Rd)

Apr 2014 1, 2 Letter drop

21. A96 complete Jun 2014 2, 3, 5 Website

Press/media 22. Pump station

testing and commissioning

Jun 2014 3, 4, 5, 8 Milestone Event






Anticipated Date



23. Waterford Road temporary diversion open to traffic

Jun 2014 2, 3, 5 Website

Letter drop

Press/media

24. West Forres embankment North complete

Jun 2014 4, 5 Website

Newsletter

25. Waterford Road complete

Aug 2014 4, 5 Website

Newsletter 26. North Forres

embankment complete

Sep 2014 4, 5 Website

Newsletter

27. West Forres embankment complete

Nov 2014 4, 5 Website

Newsletter

28. Pilmuir complete Dec 2014 4, 5 Website

Newsletter 29. Landscaping Nov – Dec

2014 1, 2 One-to-one

Letter drop

Newsletter 30. Completion Feb 2015 1, 2, 3, 4, 5,

6, 7, 8, 9 Milestone Event

Documents

ITEM: 4 PAGE: 4 APPENDIX 1 Stakeholder … 4 - Appendix 1.pdfAPPENDIX 1 Stakeholder Engagement Strategy 4 v2 April 2013 ... Experience has shown that engaging stakeholders is an important