Worcestershire Southern Link Road (Phase 3)

Worcester Southern Link Road (Phase 3)

Stakeholder Management and Engagement Plan September 2014

Find out more online: www.worcestershire.gov.uk/parkway

SOUTHERN LINK ROAD PHASE THREE STAKEHOLDER MANAGEMENT & ENGAGEMENT PLAN DOCUMENT CONTROL

File Name Location Status Author Date last amended Approved by Name

Southern Link Road Phase Three Stakeholder Management and Engagement Plan U:\U252 Cross Working\SU0039 Int Transpt Projects\02 Current Projects\CA40013 SLR Dualling\05 Consultation Live Michele C Jones 11 September 2014 Signature

Date

DOCUMENT REVISION INFORMATION

Draft number

Details

Date

2.0

AM/MCR Revised draft

Sept14

i

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Contents: 1.

Introduction ................................................................................................................................................... 3 1.1

Project Overview ........................................................................................................................................................ 3

1.2

Scheme Objectives .................................................................................................................................................... 3

1.3

Project Team................................................................................................................................................................. 5

1.4

Stakeholder Analysis ................................................................................................................................................. 5

2. The Communications Challenge ...............................................................................................................6 2.1

Key Elements ................................................................................................................................................................ 6

3. Communications Strategy .......................................................................................................................... 7 3.1

Strategy ........................................................................................................................................................................... 7

3.2

Audiences....................................................................................................................................................................... 7

3.3

Objectives ......................................................................................................................................................................8

3.4

Key Messages................................................................................................................................................................8

4. Implementation ........................................................................................................................................... 11 4.1

Regular Progress Meetings .....................................................................................................................................11

4.2

Responding to Issues Raised ..................................................................................................................................11

4.3

Project Formal Engagement ...................................................................................................................................11

4.4

Residents and User Group Meetings .................................................................................................................11

4.5

Public Enquiries ............................................................................................................................................................11

5. Media ............................................................................................................................................................. 12 6. Timeline / Action Plan............................................................................................................................... 12 6.1

Activities in the Project Plan ................................................................................................................................12

6.2

The Engagement Plan...............................................................................................................................................12

6.3

Documentation Review ..........................................................................................................................................12

7. Budget............................................................................................................................................................ 12 7.1

Overview .......................................................................................................................................................................12

8. Key Project Contacts ................................................................................................................................. 12 9. Project Communications Toolkit .............................................................................................................13 10. Communications Log and Commitments ..............................................................................................13 Appendix A – Key Stakeholder Analysis ....................................................................................................... 14 Appendix B - Key Project Contacts ................................................................................................................ 16 Appendix C - Key Communications Log and Commitments ................................................................... 17 Appendix D – Engagement Plan ...................................................................................................................... 18

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1.

Introduction

1.1

Project Overview

1.1.1

The Worcester Southern Link Road (SLR) forms a key part of Worcestershire's Primary Road Network (PRN) and links the Strategic Road Network (M5, J7) and the eastern side of Worcester City with the A38, A449, A4103 and A44 as well as existing and planned residential and commercial developments on the southern and western side of the city. The SLR is one of only two road crossings of the River Severn in Worcester and is an important bypass around the south of the city of Worcester providing a key link to West Worcestershire.

1.1.2

Growth in travel numbers along this route has resulted in current demand exceeding available capacity, over key sections of the route and journey times and speeds are forecast to deteriorate further in future years in the absence of significant infrastructure improvement works. Therefore, in view of the importance of the SLR to the Worcestershire economy a major programme of improvements has been developed by Worcestershire County Council (WCC) under the working title of the ‘Worcester Transport Strategy’. The objectives of these improvements are:  To address current congestion issues at the Ketch, Norton and Whittington

Roundabouts

 To deliver significant primary route network capacity enhancements at key pinch

points along this route, through dualling of the existing carriageway whilst meeting relevant highway design standards where economically achievable.

1.1.3

The cost of these improvements is significant; therefore, they are to be implemented in phases as suitable funding becomes available. The phases are:  Phase 1: Whittington Junction Improvements (completed)  Phase 2: Ketch Junction improvements and provision of 600 metres of dualling along

Broomhall Way towards Norton Roundabout: to be completed by Summer 2015 (under construction)

 Phase 3: Dualling Crookbarrow Way between Whittington and Norton junctions,

upgrading the Norton Roundabout and completing the dualling of the A4440 Broomhall Way: to be implemented by 2018 (end of first phase of the South Worcestershire Development Plan [SWDP])

 Phase 4: Further capacity enhancements between Powick Junction and the M5

including dualling between Powick and Ketch junctions (Temeside Way). Post 2018.

1.2

Scheme Objectives

1.2.1

The delivery of the scheme is a priority for Worcestershire County Council, the Worcestershire Local Enterprise Partnership (LEP), Chamber of Commerce, Members of Parliament and the Worcestershire District Authorities. The scheme is aligned with agreed priorities, in particular in terms of supporting economic growth in Worcestershire. The A4440 SLR Dualling is included within Worcestershire's adopted Local Transport Plan (LTP3), the Worcester Transport Strategy (WTS) and the South Worcestershire Development Plan (SWDP) and associated Infrastructure Delivery Plan (SWIDP). It is one of only three major transport schemes that have been prioritised by the Worcestershire Local Transport Body (WLTB), the other two being Worcestershire Parkway Regional Interchange and the Hoobrook Link Road (Kidderminster).

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1.2.2

Failure to deliver this scheme will critically undermine the ability of the Worcestershire transport network to accommodate the planned growth set out in the LPA's SWDP. As such the scheme, once delivered will:  Support the delivery of the SWDP and its planned 28,000 new homes and 315

hectares of employment land by 2030 and the wider delivery of Worcestershire LPA's proposed 35,500 new homes and 4,345 hectares of commercial development by 2030

 Support the growth of the Worcestershire economy by reducing travel times and

costs imposed on businesses, transport operators and other network users by the current and forecast traffic congestion on the SLR

 Improve the performance and attractiveness to users of the SLR as a bypass for

Worcester City Centre, thereby helping to better manage traffic conditions in the constrained central area

 Improve access to the Strategic Road Network from areas to the west and north west

of Worcester, including Malvern Hills District, Herefordshire and parts of the Welsh Marches

 Provide ‘High Value for Money’ (using Department for Transport (DfT) definition of

Value for Money (VfM))

 Contribute to environmental objectives, particularly by enabling strategic traffic to

route via the Worcester Southern Link Road rather than the constrained Worcester City Centre network

1.2.3

Worcestershire County Council prepared a business case and economic component of its bid to the Worcestershire Local Transport Body in May 2013. Prior to, and to support this a scheme alignment appraisal including a workshop was undertaken and determined that, overall, online dualling of the Worcester Southern Link Road provided the most appropriate solution to meet the scheme requirements and constraints, and had the strongest key stakeholder support. This option was subsequently selected to be developed. The elements that were considered during the appraisal were: strategic fit, technical soundness, key stakeholder acceptability, deliverability and value for money.

1.2.4

This scheme has been prioritised as one of the top three major schemes for delivery between 2015 and 2019. For further details of the outline business case please refer to link below:  http://www.worcestershire.gov.uk/cms/transport-and-highways/worcestershire-

local-transport.aspx

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1.2.5

A map of the location is shown below in Figure 1.1

1.2.6

The earliest date for completion of Phase 3 is to be confirmed, based on the current project plan.

1.3

Project Team

1.3.1

The Project Team responsible for delivering the project comprises of;  Worcestershire County Council, responsible for: 

Overall day to day project management



Funding and procurement



Communications, consultation and engagement

 CH2M HILL (Design Engineers). Responsible for: 

Technical work (including the Business Case development)



Programme Management

1.4

Stakeholder Analysis

1.4.1

Appendix A details the key stakeholders, their roles and interest in the project.

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2.

The Communications Challenge

2.1

Key Elements

2.1.1

The key elements of the ongoing challenge are:  Creating an environment where project parties (particularly the County Council) are

able provide an open and consistent approach to stakeholder management and communications through a clear and up to date stakeholder strategy plan;

 Promoting advocacy for the proposals from key external stakeholders by engaging on

an ongoing basis as the project progresses, communicating and promoting the benefits and dealing with any concerns in a timely way;

 Publicising the project within the context of wider improvements;  Ensuring users and residents are aware of any planned disruption as a result of the

works, in good time to be able to plan alternative travel if necessary;

 Carrying out sufficient early consultation to ensure a smooth passage of delivery,

having first considered any reasonable requests for mitigation measures pertaining to the scheme; and

 Presenting a united front between WCC and stakeholders on the scope, delivery and

ultimate operation of the facility.

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3.

Communications Strategy

3.1

Strategy

3.1.1

This Communication Plan has been put together to pinpoint the communication channels that should be utilised to ensure all relevant parties are kept informed as the project develops.

3.1.2

Communications will be tailored to meet the needs of each stakeholder and will take into consideration the objectives for the scheme, which are to:  Provide improved links around Worcester;

3.2

Audiences

3.2.1

The key audiences for the communications strategy will be: 

Worcestershire County Council (Councillors/Staff)

 Worcestershire Local Enterprise Partnership  Chamber of Commerce/Federation of Small Businesses/Institute of Directors  Department for Transport  Secretary of State for Transport  Worcester City Council  Wychavon District Council  Malvern Hills District Council  Local Councillors  Parish and Town Councils  Environment Agency  Developers  Local Members of Parliament  Neighbours and local residents  Commuters  Local businesses  Local media and Trade Press organisations  Sustrans and cycle groups  Ramblers Association  Open Space Society  Natural England  Highways Agency  Bus/taxi Operators

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3.3

Objectives

3.3.1

The priority for each key audience will be to clearly explain what the project will and will not achieve, increase understanding, create a positive perception of the project, and to minimise any negative publicity for the project.

3.3.2

This will be delivered by WCC in partnership with the wider project team.

3.4

Key Messages

3.4.1

The key messages for the project are set out in Table 3.1 below. TABLE 3.1 – KEY MESSAGES FOR THE SLR PHASE 3 KEY MESSAGE

AUDIENCE

COMMUNICATION CHANNEL

RESPONSIBILITY

Confirmation of scope and delivery timescales and support from key stakeholders

Worcestershire County Council:

Regular meetings/Cabinet

WCC

Project Team

Lead Member briefings

Portfolio Holder

Regular Updates

Local Members

Staff briefings and updates on staff intranet (SID)

Project objectives / benefits, scope of project, better access, timescales Will encourage investment in the County Reduce congestion

Utilisation of promotional space within County Council buildings such as poster frames, plasma displays and site entrance displays

Fit with strategic plans

County Council internal staff newsletters Benefits to the community of scheme, better access, scope of project, timescales, wider economic business case Will encourage investment in the County Reduce congestion Fit with strategic plans

Local Enterprise Partnership & Chamber of Commerce

Meetings & correspondence between WCC and LEP/CoC

WCC

Wider benefits, fit with strategic plans, value for money.

Department for Transport

Direct communication as required via email / telephone / meetings.

WCC/CH2M HILL

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KEY MESSAGE

AUDIENCE

COMMUNICATION CHANNEL

RESPONSIBILITY

Compatible with Local Plan, benefits to the community, scope of project, timescales. Reduces congestion and encourages investment Fit with strategic plans Compatible with Local Plan, benefits to the community, scope of project, timescales. Reduces congestion and encourages investment Fit with strategic plans Benefits to the community, scope of project, timescales. Reduces congestion and encourages investment Fit with strategic plans Compatible with Local Plan, benefits to the community, scope of project, timescales. Reduces congestion and encourages investment Benefits to the community, better access, scope of project, timescales, wider economic business case Will encourage investment in the County Reduce congestion Wider and local economic benefits

Worcester City Council

Meetings & correspondence between WCC and Worcester City Council

WCC/CH2M HILL

Wychavon District Council

Meetings & correspondence between WCC and Wychavon District Council

WCC/CH2M HILL

Malvern Hills District Council

Meetings & correspondence between WCC and Malvern Hills District Council Meetings and correspondence between WCC and Parish , e-newsletters,

WCC/CH2M HILL

Developers

Meetings & correspondence between WCC and Developers

WCC

Local Members of Parliament:

Meetings & correspondence between WCC and MP’s

WCC

Meetings & correspondence between Lord Faulkner Posters, letters, visits, Media announcements/articl es, e-newsletter, updates on dedicated section on WCC website, ‘Good Neighbour’ board/Parish announcements/Leafl ets/events

WCC

Parish Councils

Robin Walker MP Worcester

WCC/CH2M HILL

Sir Peter Luff MP - Mid Worcestershire

Wider and local economic benefits Project objectives / benefits, scope of project, timescales, consultation.

Harriet Baldwin - MP West Worcestershire House of Lords

Line side Neighbours and local residents

WCC

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KEY MESSAGE

AUDIENCE

COMMUNICATION CHANNEL

RESPONSIBILITY

Wider project benefits, scope of project, timescales

Local Businesses Commuters

WCC

Wider project benefits, scope of project, timescales

Local media organisations  Worcester News  Berrows Worcester Journal  Worcester Observer  Malvern Gazette  Evesham Journal  Evesham Observer  BBC Radio Hereford & Worcester  Free Radio  Touch FM  Central News  BBC Midlands Today Ramblers Association

Posters, Newsletters, events, Media announcements/articl es, e-newsletter, updates on WCC and Business Central website, via LEP/CoC, WCC/Business Central Social Media (Twitter/Facebook/Li nkedin) Interviews on site and in studio, exec summary updates, Media briefings, press releases, Updates via WCC social media channels (Twitter/Facebook) and dedicated web section hosted on www.worcestershire.g ov.uk (County Council website)

Minimal impact on local footpaths and improved facilities and safety Minimise impact on ecology and correct process followed

Natural England

Minimal impact on M5 J7

Highways Agency

Project objectives / benefits, scope of project, timescales, consultation.

User groups inc Sustrans and cycle groups

Project objectives / benefits, scope of project, timescales, consultation/access/egress from site

Bus Operators

Meetings & correspondence between WCC and RA via footpaths officer Meetings & correspondence between WCC and NE. Meetings & correspondence between WCC and HA Meetings & correspondence between WCC and HA WCC Meetings & correspondence between WCC and HA WCC

WCC

WCC/CH2M HILL

WCC/CH2M HILL WCC

WCC/CH2M HILL WCC

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4.

Implementation

4.1

Regular Progress Meetings

4.1.1

Communications Plan progress and implementation will be monitored via a standing agenda item on the monthly Project Management Group and Project Board meetings.

4.1.2

There will be face to face meetings and/or workshops held as required during project development.

4.1.3

Invitations to face to face meetings will be extended to;  Cabinet  Members of Parliament and Local Members  District and Parish Councils  Residents  User Groups

4.2

Responding to Issues Raised

4.2.1

WCC in conjunction, partnership and agreement with CH2M HILL will respond to any issues raised by the general public stakeholders.

4.3

Project Formal Engagement

4.3.1

WCC will be required to undertake a public engagement exercise in the Autumn 2014 centered on mitigation measures. WCC will lead this exercise and will keep all relevant stakeholders informed and involved as appropriate with technical support from CH2M HILL.

4.4

Residents and User Group Meetings

4.4.1

WCC shall be responsible for managing any requirement for local resident/User Group meetings.

4.5

Public Enquiries

4.5.1

All general enquiries will be channeled through the web address in the first instance. However, information will be provided to the HUB, to assist them in answering calls, prior to any work, which may cause disruption. Alternatively, stakeholders may write to: Transport Programme and Commissioning Team Worcestershire County Council Pavilion H1 Spetchley Road Worcester WR5 2NP Or email: [email protected]

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5.

Media

5.1.1

WCC will ensure local media are aware of the project. A press release including supportive statements from stakeholders will be used to announce and provide updates on the project. If necessary, site visits and personal briefings will be used to inform key media about the project, highlighting positive achievements and the benefits to local residents and businesses which the improved train service will bring.

5.1.2

It should be noted that WCC will have a dedicated press/communications officer in place, supported by the wider Research and Marketing team, for the duration of the project to handle press enquiries.

6.

Timeline / Action Plan

6.1

Activities in the Project Plan

6.1.1

WCC shall establish the following stakeholder project activities in the baseline programme:  Progress meetings and updates as required  Consultation/engagement with public, stakeholders, partners and others  Press releases: These will be timed to coincide with the attainment of key milestones.

6.2

The Engagement Plan

6.2.1

The Engagement Plan is included in Appendix D. This will include and pre-planning engagement.

6.3

Documentation Review

6.3.1

WCC shall establish a review of the Stakeholder Management & Engagement Plan every three months.

7.

Budget

7.1

Overview

7.1.1

There is no specific budget for stakeholder management or communications and any project costs are expected to be covered in the day-to-day management of the project. However, an outline budget of £10k has been identified to deliver the Public Engagement Plan, this will include any pre-planning consultation.

8.

Key Project Contacts

8.1

Refer to contact list in Appendix B.

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9.

Project Communications Toolkit

9.1

The requirement for promotional materials is not required for this project, though this will be reviewed as the project progresses.

9.2

Information about the project will be put on the WCC website, Facebook and Twitter.

9.3

Should signage and notice boards be required, they will be produced by the Client and agreed with the wider project team as appropriate, prior to display.

10.

Communications Log and Commitments  Refer to Appendix C.

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Appendix A – Key Stakeholder Analysis STAKEHOLDER

ROLE

ATTITUDE

Department for Transport

UK Government department

Positive

Utility Companies

Providers of water, electricity Local County Council

Neutral

Worcestershire County Council WCC Portfolio Holder Worcestershire Local Enterprise Partnership Worcestershire Local Transport Body Local MP’s/Members of the House of Lords Local Media Worcester City Council Wychavon District Council Town and Parish Councils Environment Agency Highways Agency English Heritage Natural England

Very positive Very positive

Funder

Very Positive

Funder

Very Positive

Promotion of Project

Very Positive

Promotion of project City Council

Positive Very Positive

Planning Authority

Very Positive

Impact on Local area

Positive

Statutory Consultee on Environment Comply with SUDS Statutory Consultee Statutory Consultee Statutory

Neutral Neutral Neutral Neutral

VESTED INTEREST

INFLUENCE/ STAKEHOLDER ANALYSIS Very High

INTERFACE AND CONTACT FOR THE PROJECT WCC

High

CH2M HILL

Very High

WCC

Very High

WCC

Very High

WCC

Proposals meet the economic development requirements in respect of impact on jobs and growth. Impact on local economic performance

Very High

WCC

High

WCC

Reduction in road congestion, environmental benefits Accessibility, reduced congestion, increased air quality, tourism, the local economy, regeneration. Proposal meets the requirements of the Local Plan and local economic benefits for Wychavon DC Proposal has minimal impact on local residents and improves local economy and access to wider region Safeguarding Ecology, Environment and Flood Management Ensure sustainability of urban drainage systems

High Medium Medium

WCC WCC/CH2M HILL WCC

Medium

WCC

Medium

WCC/CH2M HILL

Impact on Junction 7 of M5 Preservation of archaeology. Preservation of ecology and landscape. Protection of flora and fauna, (badgers, bats, newts, reptiles)

Medium Medium Medium

WCC WCC WCC/CH2M HILL

Key project funder. Reduction in road congestion, environmental benefits to Worcestershire, boost to local tourism / economy Ensure proposals are complaint with supply requirements and standards Scheme Promoter. Reduction in road congestion, economic and environmental benefits. Meets needs of proposed local housing and economic growth Scheme Promoter. Reduction in road congestion, economic and environmental benefits. Meets needs of proposed local housing and economic growth Proposals meet the economic development requirements in respect of impact on jobs and growth.

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Appendix A – Key Stakeholder Analysis STAKEHOLDER Local businesses Local residents Line-side neighbours Sustrans South Worcestershire Cycling Forum Ramblers Association

ROLE May be affected by construction (but benefits on completion) Potential to be affected by construction (but benefits on completion) Potential to be affected by construction Consultee Consultee Protection of footpaths

ATTITUDE

VESTED INTEREST

INFLUENCE/ STAKEHOLDER ANALYSIS Medium

INTERFACE AND CONTACT FOR THE PROJECT WCC

Positive

Potential for minor disruption during construction but access to employment and travel benefits from opening

Negative

Environmental impact of construction works and new infrastructure, (noise and visual impact)

Medium

WCC

Negative

Low

WCC

Slight Positive Slight Positive

Environmental impact of construction works and new infrastructure Preservation and improvement of cycling routes to/through new facility Preservation and improvement of cycling routes to/through new facility

Low

WCC

Low

WCC

Neutral

Maintain existing PROW’s through the site

Medium

WCC/CH2M HILL

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Appendix B - Key Project Contacts NAME Rachel Hill Mark Broomby Andy Maginnis Rachael Hill Simon Geraghty Cllr Rob Adams Cllr Marc Bayliss Cllr Roger Sutton Michele C Jones Nicky Fletcher

Rachel Hufton Paul Whittaker

PROJECT TITLE Project Owner Project Manger Programme Manager Project Sponsor Portfolio Holder WCC Local Member WCC Local Member WCC Local Member Transport policy & Strategy Consultation Officer

COMPANY WCC WCC WCC WCC WCC WCC WCC WCC WCC

WORK ADDRESS

TELEPHONE NUMBER

E-MAIL ADDRESS

WCC

nfletcher@ worcestershire.gov.uk

Ecologist BEC Marketing Account Manager

WCC WCC

[email protected] [email protected]

amaginnis@ worcestershire.gov.uk rhill@ worcestershire.gov.uk sgeraghty@ worcestershire.gov.uk [email protected] [email protected] mcjones@ worcestershire.gov.uk

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Appendix C - Key Communications Log and Commitments REF

DATE

RESPONSIBLE

STAKEHOLDER

DETAILS

OUTCOME

STATUS – OPEN/CLOSED

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Appendix D – Engagement Plan STAGE 1 – WHY ARE YOU CONSULTING? What specifically is the policy / decision / issue that you are seeking views on?

To undertake a public engagement exercise on the planned construction of the SLR.

Please set out your budget estimates for this consultation exercise

£5,000

Date entered on the Consultation Portal

October 2014

Is this a strategic / contentious consultation exercise?

Yes – Being submitted to WCC Cabinet September, 2014

Have you entered this into the Cabinet Forward Plan?

Yes

When does this exercise need to be completed?

December 2014

STAGE 2 – WHAT ARE YOU ENGAGING ABOUT Background

The SLR improvements form a fundamental part of the Worcester Transport Strategy (WTS) . The WTS is a multi-modal package of measures that Worcestershire County Council is seeking to implement with funding support from the Department for Transport (DfT). The WTS incorporates appraisal based on DfT Transport Analysis Guidance (WebTAG). The City of Worcester is Worcestershire's principal economic hub and retail centre. It is also a growing university city that is seeking to achieve sustainable economic growth and improve the quality of life for residents, workers, businesses and visitors alike. It is important that the city fulfils its role as a catalyst for economic recovery and growth across Worcester, Worcestershire and the West Midlands. Local stakeholders, including the business community agree that key to achieving this goal is the provision of a transport network capable of supporting and accommodating sustainable economic recovery and growth. Without investment in transport infrastructure and services (across all modes of transport), Worcester’s ability to grow and remain a key centre for economic growth will be significantly constrained. The WTS focuses on maximising the efficiency of the current multi-modal transport network, increasing transport choice and making better use of existing assets. The WTS will deliver an integrated and balanced network of transport infrastructure and services that supports the economy (by reducing congestion and travel costs), reduces the impact of transport on sensitive environments (particularly in the City Centre) and improves quality of life. The WTS represents a comprehensive, strategic approach towards the development of Worcester and its hinterland's transport network across all modes of transport.

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Appendix D – Engagement Plan The SLR (A4440) proposals include a major upgrade to existing facilities at Norton junction. The A4440 provides a critical link between Worcestershire and the M5 (Junction 7), bypassing Worcester City Centre. This road suffers from significant congestion problems, resulting in delays to businesses and users and encouraging routing via Worcester City Centre of traffic that would otherwise by-pass the city, with consequent adverse impacts on transport costs, the city economy and the environment. The proposed measures have been designed to reduce congestion, increase reliability and support improvements to walk, cycle and public transport in the city centre. Do we need to consult?

Yes Note: The public have already been engaged via public engagement exercises on: LTP3 Worcester Transport Strategy The ketch (SLR phase 2)

What specifically are we consulting upon?

An information exercise will be carried out in relation to the road layout design of SLR Phase 3. However, issues raised by the public to date focus largely on the impacts on residential properties, so there will be elements open for consultation specifically relating to mitigation measures. These specifically relate to mitigation involving: Landscaping. Tree planting: options Noise Lighting We also need to inform on the strategic context of the project (e.g. WTS, works to date that have improved the A440 and future works). To inform widely prior to delivery in terms of: Scheme design and road layout Details of any bund, ped and cycle ways Delivery Programme and impact/mitigation on highway during construction. High level programme

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Appendix D – Engagement Plan Plant location Traffic diversions (where and for how long) What specific outcomes are we ultimately trying to achieve?

To achieve an agreed outcome on mitigation measures driven by the results of the consultation and to keep users and residents fully informed about the scheme.

What are the constraints? What is open to change and what is not? This needs to be clearly set out in your consultation material

Amendments to the road layout proposed are limited due to constraints such as land ownership and the location of existing statutory services. All views are welcome and information will be used to reflect sound judgement in decision making.

Have you explained your objectives to all staff involved?

Yes. As part of LTP3/WTS and general scheme development

Do staff have the necessary skills to carry out this consultation?

Yes

Consider how you will set out your objectives to consultees

The following MUST be included in any material: Clear statement of objectives Information on the issue that is being consulted about, any constraints and a clear explanation of context, choices /opportunities for influence How views will be taken account by whom and by when A contact point Data Protection Act statement The consultation timescales, Date responses needed by How feedback will be provided, Where to find further information, Opportunities for people to evaluate your consultation, comment / complaint on process.

STAGE 3 – DECIDING WHO TO CONSULT Who are the stakeholders?

PH Local Members

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Appendix D – Engagement Plan Internal Consultees Local stakeholders: Parish Councils Key Stakeholders (LEP etc) Worcestershire Residents, specifically St Peters Parish Council, Norton-juxta-Kempsey Parish Council and residents in the vicinity of the planned works Road users/commuters How will you inform the local councillor(s) of this consultation?

Local Councillors will be invited to a briefing session in Autumn 2014

Can you use existing groups and forums for your consultation?

Worcester/Wychavon/Malvern Hills Highway & Transportation Forums.

STAGE 4 – WHEN TO CONSULT Was this consultation identified in your Directorate Performance Plan?

Yes

Consultation Programme Overview

Consultation Planning: October 2014 Consultation Delivery: October -December 2014 Reporting: January 2014 Outcomes available to influence designs – February 2015

Resources Financial - refer back to your budget, are the financial resources in place to successfully implement the chosen method?

Yes

Human. Are the people available to deliver this consultation? Technical Resource Do you need to build in time to “pilot” your consultation? How long before your exercise starts do you plan to publicise your consultation?

Yes Yes The exercise for the Ketch SLR scheme has helped to 'test' this engagement process 1 week

How long will you give consultees to respond to your consultation? –

10 weeks

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Appendix D – Engagement Plan Does the consultation period coincide with any events that are likely to influence the outcome?

No

Outline Programme

Cabinet Decision – September 2014 Pre-consultation with Councillors - September 2014 Publicise consultation - Press releases/posters etc. Consultation period – 16th October – 24th December Analyse results and prepare the necessary reports (full, summary etc) January 2015 Allow your results to be considered by others – January/February 2015 Submit back to Cabinet Member – February 2015 Provide feedback – and prepare any material necessary – March 2015 onwards Post consultation evaluation (lessons learned) – post construction

STAGE FIVE – HOW TO CARRY OUT YOUR CONSULTATION Are you using external consultants to carry out this consultation? Methods Briefing Session/meetings

No

The aim of the Members presentation is to convey information on the proposed consultation, its context and methodology in advance of the consultation process going live.

County, District and Parish Elected Members

September at County Hall

Residents in local vicinity

WHERE/WHEN: TBC

The Hub

Hub briefing will be required so that customer enquiries can be effectively handled. Hub staff should refer customers to the consultation documents and information on the website (www.worcestershire.gov.uk/SLR). Customers can fill the electronic survey out on-line or print out a version and send it in Freepost. For those unable to access the website a small amount of printed leaflets will be available at local venues.

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Appendix D – Engagement Plan Press Releases

Press Release to coincide with Cabinet: September 2014. Liaison with Central Comms required. Press releases should be distributed in advance of the start of the consultation and then at appropriate intervals as the process continues. The public and media will have access to the Cabinet Papers once they are released therefore the purpose of the press release would be to pre-empt this to generate a positive news story on the consultation exercise.

Exhibitions

Digital displays

Website and On-line Survey

Consultation Portal

Tesco St Peters St Peters Garden Centre St Peters Parish Hall Date to be confirmed (Late October, 2014) To gather views from commuters (Malvern/South Worcestershire) consider digital displays on the SLR signposting web survey. Place October, 2014. All information (content see section2) and the opportunity to respond will be available on the County's website Survey to be developed in conjunction with Project Manager, Research and Intelligence, Central Comms Ensure that the consultation is listed on the Corporate Consultation Portal and that front page flags are reserved When: To go 'live' at the start of consultation period

Stakeholder letter and Pro-former Survey

Letters will be posted directly to key stakeholders or emailed. It will be particularly important to solicit letters from the strategic stakeholders.

Poster

The postal pro-forma will consist of a paper based survey to respondents who then complete and return it by a specified date.

Leaflet (content see Section 2)

When: Distribute at the start of consultation period

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Appendix D – Engagement Plan A publicity poster will be required directing members of the public to the website. This will be enclosed with the stakeholder letters where appropriate and circulated to libraries and hubs etc. via this usual distribution mechanism (see Directorate Comms). Data Entry & Analysing results

To be distributed at the start of the Consultation period and available at the exhibitions. This will be one of the main methods to enable members of the public to respond. It will be promoted by members of staff, the Stakeholder letters, posters, press releases etc. As well as containing information on the consultation (including the methodology and proposals) it will also include the survey. Data Protection – We will need to make it clear to customers how information will be used and obtain their consent It is proposed to use existing resource for data entry. Coding and consistency checks to be agreed within the first week of responses being received. Analysing results and reporting will be undertaken by the BEC Consultation Team.

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