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Stakeholder Engagement Strategy

Key Stakeholders and the wider public will have opportunities to comment and make representations regarding the Draft SMP over a consultation period of 3 months duration. Stakeholders will be invited to public exhibitions, facilitated workshops and meetings. Effective and efficient administration throughout the SMP process will be essential, particularly with regard to responsibilities relating to Stakeholder Engagement. Comments and representations will be collated by the Client Steering Group (CSG). Responses will be catalogued and stored in a database to aid administration and analysis activities, and demonstrate transparency of approach.

The CSG will need to fully consider the comments and representations received and will respond to the consultee in an appropriate manner. Differences of opinion or view will aim to be resolved through conferences, round-the-table meetings or facilitated workshops. Such an approach will provide opportunities to present facts and details and allow differences of view to be raised and discussed in an open manner, with dialogue, comments and outcomes being recorded. Negotiated outcomes will enable a consensus on issues, values and policies to be sought.

A Stakeholder Engagement Report will be produced that will summarise the issues raised, and the proposed outcomes and justifications following discussions between the relevant parties. This report will be publicly available via the North Solent SMP website in a form to enable effective feedback to all parties.

The final SMP will be disseminated in a number of formats. The documents, maps and supporting appendices will be available to view and download directly from the internet; hard copies will be retained by each of the operating authorities, and member organisations that comprise the Client Steering Group; summary leaflets will be available via the internet, and in a number of public centres, such as public libraries.

The CSG will need to make decisions regarding amending or retaining policies in the Draft SMP, and be able to demonstrate and explain why any issues and policies are not going to change. They will need to be able to generate technically sound outcomes that are politically acceptable and accountable, be mindful of resource implications, and be able to present key issues, information and policies to an appropriate level of detail, depending on the stakeholders involved.

A summary of the Draft Stakeholder Engagement Strategy is detailed below:

Activity

Approx.

Dates

Purpose of Stakeholder Engagement Involvement

Stakeholders Involved

Method of Involvement

Initial Elected Member Contact

Dec06 to

May 07

Inform interested parties that an SMP is being prepared on behalf of Defra and relevant operating authorities

Define memberships of the Elected Members

CSG

Elected Members

Covering Letter

Follow up telephone calls

Identify Key Stakeholder

Mar to May07

Define memberships of the Key Stakeholders Group from known sources (SMP1, CDSs, etc)

CSG

Email / telephone calls

Covering letter

Review issues

Feb to July07

Provide more detail of SMP process

Explain roles, responsibilities and requirements of EMG

Agree SMP objectives

Agree Terms of Reference for EMG

CSG

Elected Members

Presentation

Round the table discussion

Briefing notes

Initial Key Stakeholder Contact

Jun to Jul07

Inform interested parties that an SMP is being prepared on behalf of Defra and relevant operating authorities Request information and/or data from interested parties

Gather views on issues relating to the SMP coastline

Review issues and features identified

CSG

Key Stakeholders

Covering letter

Questionnaire (hard copy and website)

Stakeholder Engagement Strategy

Jul07

Produce Stakeholder Engagement Strategy

CSG

Elected Members

Stakeholder Engagement Strategy Document (hard copy and website)

Assessments to Support Policy Development

Aug07 to Dec08

Review draft appendices -

Appendix C - Baseline Process Understanding
Appendix D - Thematic Review
Appendix E - Issues and Objectives Evaluation

that cover coastal processes, assessment of defences, tidal flood and coastal erosion risk mapping, predicted behaviour of the shoreline

Check that issues, features, benefits, beneficiaries have been identified, and objectives are representative and fully consider the available information

Review of No Active Intervention scenario

Identify actual and potential areas of agreement / conflict

Establish potential scope for compromise and acceptance of future change

Determine approved method for undertaking an SMP scale Appropriate Assessment

CSG

EMG

Draft Appendices (website and/or hard copy)

Round the table discussions

Presentations

Website

Jan08, Mar08Establishment of advisory group to inform environmental appraisals and Appropriate Assessment

Environment Group

CSG members

Briefing notes

Presentations

Round the table discussions

Jan09

Agree methodology to assess and prioritise importance of existing heritage data in relation to appraising and determining SMP policies

CSG members

Heritage Officers

Briefing note

Presentations 

Facilitated Heritage and Archaeologists workshop

Website

Jan09

Implementation of policies not based solely upon engineering solutions but through control of development via planning process

CSG members

Planning Officers

Briefing note

Facilitated Planning and Development Control Officers workshop

Website

 Feb09Seeking clarification on interpretation of environmental legislation and advice. Appropriate Assessment

Environment Group

CSG members

Briefing notes

Presentations

Round the table discussions

Website

 Mar09Raise awareness of flood and erosion risk, and the SMP process. Identify issues and concerns, and objectives are representative and fully consider the available information. Reassure landowners that right to maintain defences will not be affected by SMP policy. Raise issues and habitat creation requirements arising from environmental legislation

Key Stakeholders

CSG members

EMG

Series of workshops

Presentations

Draft Appendices (website and/or hard copy)

Summary note

Website

 Mar09Solent-wide strategic assessment and identification of High Tide wader, wildfowl and Brent Geese roost and feeding sites. Function of network of sites (including non-designated sites) critical in assessments relating to realignment for inter-tidal habitat creation that affect coastal grazing marsh sites

Independent ecological expert

Reserve and site managers, bird survey and ornithological experts

CSG members

Facilitated workshop

Briefing notes

Website

Policy Development

Dec08 to Oct09

Identify and confirm drivers for directing future policy, considering requirements of environmental legislation, private landholdings and maintenance of defences

CSG

Elected Members

Key Stakeholders

Environment Group

Briefing notes

Presentation

Round the table discussion

Website

 May to Jun09Initial draft policies identified prior to economic appraisal

CSG

EMG

Presentation

Round the table discussion

Website

 Jul09Clarification of implications of potential proposed policies, considering requirements of environmental legislation, private landholdings and maintenance

Key Stakeholders

CSG Members

Round the table discussion

Examine Preferred Policy Options

Feb to Oct09

Discuss proposed policy options

Identify areas of agreement and conflict

Establish potential scope for compromise and acceptance of future change, clarification of consultation process

Raise awareness of draft plan

Provide opportunities for support and objection

Determine approved method for preparation of SEA

CSG

Elected Members

Key Stakeholders

Briefing notes

Website

Presentations

Round the table discussions

 Oct09Establishment of Communications Group to cooridnate and advise on the consultation process and delivery

CSG members

Communications Group

Website

Round the table discussions

Presentation

Preparation of Draft SMP, Draft SEA, Draft AA, Draft WFD

Oct09 to Jan10

Raise awareness of draft plan and assessments

Provide opportunities for support and objection

Revision of Draft subject to comments

Elected Members

Draft SMP document (hard copy and website)

Round the table discussions

Website

Public Examination of Draft SMP

Jan to Mar10

Raise awareness of draft plan

Provide stakeholders with opportunities for support and objection

Resolve differences

CSG

Elected Members

Wider public

Advertisement poster

Summary pamphlet

Draft SMP document (hard copy and website)

Public exhibitions & formal presentations

Press and Media

Revision of Draft SMP

Jan to May10

Collation of responses

Revision of Draft SMP

CSG

EMG

Key Stakeholders

Revised Draft SMP (hard copy and website)

Finalise SMP

Jun to Jul10

Review output from public examination and agree amendments

Members presented with final plan

Adoption of final Plan by each operating authority

CSG

Elected Members

Presentations

Round the table discussions

Website

Dissemination

Jul to Aug10

Make stakeholders aware of final plan

Submit final adopted plan to Defra for approval

Elected Members

wider public

Media / Info bulletin / website / exhibitions

Presentations

Website