Interview with:

Flo Churchill, Interim Head of Core Strategy.

The Chairman welcomed Flo Churchill, Interim Head of Core Strategy to the meeting and invited her to present the information on the methods for consultation for the Core Strategy.

Mrs Churchill stated that the leaflet had evolved since the publication of the agenda, and handed a new leaflet to the Scrutiny Panel, attached at Appendix A. The Scrutiny Panel noted the new layout of the leaflet, and subject to the following changes, agreed the leaflet was fit for distribution:

• additional sentence under the Homes section to read ‘We have already built more than 3,300 of these homes, the remainder of which are:’
• and the key diagram to be put on the back page in place of the photos.

The Scrutiny Panel requested that David Edwards, Director for Change, Planning and the Environment consult with the Chair and Vice-Chair to approve further amendments to the leaflet.

The Chairman informed the Scrutiny Panel that the leaflet could be distributed to each household either by unaddressed mail via Royal Mail or by second class post. The cost implications and timescales were explained, and it was noted that the cost for sending the leaflet by second class mail would exceed the budget at a cost of £17,874. The Scrutiny Panel agreed that the Council owed it to the Borough’s residents to see that every household received the leaflet and therefore agreed the distribution using the unaddressed mail method at an estimated cost of £7000.

The Scrutiny Panel enquired into other methods of consultation, including the involvement of parish councils.  Mrs Churchill stated that a number of events had been confirmed for the consultation including the marketing material, detailed in Appendix B, and that staff were aware that they would need to go wherever they were required in order to reach the public. Mrs Churchill confirmed that Regulation 25 of the Core Strategy sets a legal requirement of 6 weeks minimum for consultation and this period was the only opportunity for the public to make comments. It was noted that anonymous comments could not be accepted legally, and under Regulation 27 amendments could only be made if the documents were deemed unsound.

Mrs Churchill informed the Scrutiny Panel that a press release was held on 10 August 2011 attended by the Kent Messenger and Downs Mail newspapers. The Scrutiny Panel requested that the relevant Borough Update within each Downs Mail be solely focussed on the publication of the consultation.

The Scrutiny Panel thanked Mrs Churchill and asked if other communication channels had been explored, such as Meridian News and bus stops for advertisements. Mrs Churchill confirmed that the Communications Team had provided thorough research into the affordability of various channels, however they were not cost effective. To date, Meridian News had not shown an interest, however Councillor Val Springett volunteered to contact them as she had contact details from previous events.

In answer to a question, Mrs Churchill informed the Scrutiny Panel that the consultation period could be extended past 6 weeks if needed. The Scrutiny Panel confirmed that due to the Downs Mail deadlines for publication, the consultation deadlines should be extended until the end of October 2011 to allow sufficient time as required.

Resolved:  That Mrs Churchill be thanked for the information and that:

a)  the amended leaflet be fit for distribution subject to the following changes:

  i. additional sentence under the Homes section to read ‘We have already built more than 3,300 of these homes, the remainder of which are:’ ; and

  ii. the key diagram to be put on the back page in place of the photos.

b)  David Edwards, Director for Change, Planning and the Environment consult with the Chair and Vice-Chair to approve further amendments to the leaflet;

c)  the distribution of the leaflet via unaddressed mail method be approved;

d)  the consultation period be extended until the end of October 2011; and

e)  the relevant Borough Update within each Downs Mail be solely focussed on the publication of the consultation.