HUNGERFORD 2010+ Plan

STATEMENT OF COMMUNITY INVOLVEMENT

 

1.         Introduction

1.1       This note is aims to clarify the process followed to involve the community in developing the Hungerford 2010+ Plan.  It’s quite difficult to do without becoming involved in the whole process itself, which in a way is a good thing as it suggests that community comment and involvement is integral to the whole process.  The latest draft programme is attached (To do so)

 

1.2       Most of the proposals are derived from either the Parish Plan Toolkit, recently released by West Berkshire (October 2004) or the Countryside Agency (CA) Market Towns Healthcheck Handbook (Jan 2002).  The Healthcheck CA document tends to be full of arrows and links between groups, but we need to understand in detail the process that is followed.  In particular it is considered essential that we trace comments and contributions by individuals and groups to help create a foundation for any proposals put forward.  Where there are competing suggestions then it should also assist justifying the preferred way forward.

 

2.         General Approach

2.1       The 2010 Steering Group is developing a partnership approach.  It is in the process of engaging all groups and agencies that wish to input to the process.  Not only should they need to feel that that they consult on proposals, but also that they are part of the Plan and influence the outcomes.  Figure 1 shows the structure of the partnership with all the main groups and organisations involved.

 

2.2       The key aims are:

  • To make the partnership inclusive and representative;
  • To involve all Hungerford so it is the people of Hungerford’s Plan.

 

2.3       To do this the Steering Group will include efforts to:

  • Involve groups from all ages and sections of the community to join the partnership;
  • Involve the ‘hard to reach’ groups, such as the elderly, young and those with disabilities;
  • Seek to involve children and young adults through schools, youth club, scouts and other events;
  • Use surveys and questionnaires to canvass opinion from across the community, including those who don’t tend to be involved;
  • Consult widely, using the local press, the partnership, web site and forums.

 

2.4       The development of the plan is currently at an interesting point with much useful work having been done to complete the Snapshots of information.  These are being pulled together, draft visions are evolving and the Healthcheck work is progressing.  So far, while the working groups in themselves represent a reasonable cross section of the community, the activities have been fairly insular.  There is now a need to go out into the whole community, engage their views and ensure others are part of the partnership for the rest of the process. 

 

3.         The Methods

3.1       There are 8 main methods being proposed as follows:

  1. The Steering & Working groups
  2. Community Forums
  3. Schools
  4. Suggestion boxes
  5. Talking with Community Groups
  6. Questionnaires
  7. Web Site
  8. New Paper

 

3.2       Table 1 (on spreadsheet file) shows how the methods will be used for the different groups identified.  It also shows where, old, young or special groups are targeted.  Figure 2 shows diagrammatically, the proposed 8 methods of involving the community.  Some a directed by the type of group, as the schools, but most involve a range of groups.

 

3.3       Careful consideration is required on the balance of use of the seven different methods.  For example it may be possible to have a survey of every household, instead of more indirect approaches through community groups or schools.  The particular advantage of community groups is:

·         that as an organisation can become a member of the partnership for more continual involvement;

·         they will have a specific view from the outlook of the group;

·         they are members from Hungerford’s Hinterland.

 

3.4              It is recommended that there is a balance approach, which has most emphasis on the groups, but that a simple open ended questionnaire should also go to each home.

 

4.         The Steering Group & Working Groups (Method 1)

4.1       A Steering Group and working groups were set up following 2 public forums in the Town Hall.  The Steering Group is made up of the following people who meet every 3 to 4 weeks. 

 

4.2       About 40 people attended the meeting held in the Hungerford Corn Exchange to inaugurate the 2010+ Market Town planning initiative.

4.3       Those attending were those who had expressed an interest in becoming involved and helping with the planning process.  After introductions on the progress all attending were split into working groups and discussions went on and further meetings set up.

 

4.4       The primary role of the Steering Group is to provide overall project guidance and support and specifically:-

·         Define the project timescales.

·         Determine the working group membership.

·         Arrange working group feedback schedules and methods.

·         Introduce the Healthcheck processes to the working groups.

·         Define the working group and overall Plan objectives.

·         Identify external communication and support contacts.

·         Make relevant information available between groups.

·         Control sundry expenditure in conjunction with the Town Council.

·         Investigate external sources of funding with the Town Council.

·         Consolidate working group results into a 1st draft.

·         Present the final Town Plan.

·         Promote the implementation of the Action Plans arising.

·         Monitor Plan performance

 

4.5              Working Groups have been set up for environment, economy social & community, transport and tourism.  Each has between 6 and 3 members and the chair of each group sits on the Steering Group.

 

4.6       A part time project worker is about to be appointed to assist with the above tasks.

 

5.         Community Forums (Method 2)

5.1       There is not a single format for these and they have been categorised into three main types:

  • Town Hall presentations;
  • Working Forums;
  • Linking with other forums.

 

5.2       Town Hall Presentations.  So far there have been two of these set up in the Town Hall on 13th May, the launch event and 29th June.  They were well advertised, had around 40-50 attendees and were the starting point of the process.  The main outcome was that they led to the Steering Group and Working Groups being set up.  While useful this is not considered the best approach to get people fully engaged as it’s a large hall, and not relaxed enough for many.

 

5.3       Working Forums.  These are going to be held in the British Legion and will vary by stage of the project.  But essentially they will include the following format:

·         separate tables by working group;

·         a brief presentation of progress to date;

·         a summary session at the end;

·         documentation of ideas by group;

·         distribution of a standard format comments sheet (Survey Form1, attached);

 

5.4       Linking with other forums.  The town has other forums taking place and notably there is an annual forum on 11th November 2004 at the Day care centre.  This involves a session with a number of groups and members of the Steering Group will have a significant input to the evening.  The standard format comments sheets will be distributed and the organisations present invited to be part of the partnership in the process.  See survey Form 2 attached.

 

5.5       This is seen as have particular potential at linking with older person groups and housing organisations.

 

6.         Schools (Method 3)

6.1       There are three main schools in Hungerford, all of which will be contacted and invited into the partnership.  They are:

  • John O Gaunt Secondary School;
  • Hungerford Primary School;
  • Croft Nursery.

 

6.2       Preliminary discussions have already taken place with the school.  (To expand on this).

 

6.3       This will provide essential connections with school age children in Hungerford.

 

7.         Suggestion Boxes (Method 4)

7.1       At a number of locations suggestion boxes will be left around the town.  The standard comments form will be left next to the box.  The locations are indicated on Table 1 and include pubs, hotels, hair dressers, citizen’s advice bureaux, doctors & dentist surgeries.

 

7.2       For pubs, consideration will be given to printing special beer mats.  This may help with obtaining a younger audience response and at least ensure we obtain some more colourful comments!

 

8.3              It is proposed that this takes place in 2 stages:

·         An initial comments sheet to identify Hungerford’s strengths and weaknesses;

·         When the draft plan with visions and policies are completed and asking people to comment on these.

 

 

8.         Talking with Community Groups (Method 5)

8.1       Each of Hungerford’s main community groups will be approached as on the list on Table 1.  These include the scouts, St Johns Ambulance, Youth Club, the Town & Manor.  They will be given an informal presentation and asked to comment and be involved in the partnership process.  There will be handouts to all attending to invite comments.  Depending on the group there will be continuous involvement or just the 2 stage approach as outlined in paragraph 7.3 above.

 

9.         Questionnaires (Method 6)

9.1       Questionnaires will be carefully considered.  At this stage it is proposed to do the following:

  • A business questionnaire to all the businesses.  This is already underway and was felt necessary as they are so important to the economic well being of the town.  It has been a fairly in depth questionnaire with some very useful results;
  • The two stage standard questionnaire sheet as outlined in section 6 above, which will also go to every household in Hungerford via the Chain Mail network.

 

10.       Web Site (Method 7)

10.1     The Town Council has a web site (www.hungerfordtowncouncil.gov.uk) which has a section on the 2010+ Planning Project.  This explains what is being done and what progress has been made.  It also includes a forum section so comments on visions or thoughts about the plan can be put forward.  So far the amount of discussion has been disappointing, but hopefully it will improve as the project progresses.

 

11.       Newspaper (Method 8)

11.1     The local newspapers have expressed an interest in placing coverage of the plan and the Newbury Weekly News has already helped with information about the project worker.  A half page with could be a very effective method of generating interest and comment, with for example the two stage comments questionnaires being included.

 

12.       Comments Tracking Database

12.1     A database will be set up to track all comments made.  The main fields will include:

  • Date;
  • Person’s name if applicable;
  • Age;
  • Street (of full address as option);
  • Community Group (if applicable);
  • Consultation type (1-7 above);
  • Comment;
  • Category of comment (social & community, transport, environment, tourism, economy).

 

 

 

Ref: SCIDraft2