Charnwood Borough Council - Leading in Leicestershire

Our Principles...

When planning and carrying out a consultation, we will ensure that we apply the following principles:

Planning a Consultation

• We are committed to undertaking consultation that is purposeful, constructive and necessary.
• Background research will be undertaken to identify any previous local, regional or national consultation that could replace or inform the planned consultation.
• The Council will attempt to ensure that consultation takes place at the earliest appropriate stage in the life of a project / initiative.
• The terms of reference for any consultation - detailing aims, objectives and expectations will be made clear from the outset and are accessible to all.
• The processes of the consultation from its inception to conclusion will be planned in detail and made easily accessible to all. Planning will be done in co-operation with the Consultation Officer.
• Consultation exercises will be undertaken as far as possible within realistic time-scales.
• We will comply with legislative requirements, including the Data Protection Act, Freedom of Information Act, Human Rights Act, and our Corporate Equalities Plan 2003 – 2006

Choosing Consultees

• We will identify those people most appropriate to participate in a consultation and will ensure that in planning, designing and carrying out a consultation we are aware of the needs of a diverse community.
• The Council will consider possible barriers to involvement, such as time, methods used, geography and mobility and consider measures to overcome these in its consultations.
• We will strive to effectively involve those individuals and groups considered to be “hard to reach” by removing these barriers.
• The views, beliefs and values of individuals will be respected and valued at all times.

Choosing a Methodology

• The method of consultation will be appropriate to the aims and objectives of the consultation.
• The methodology will ensure the best possible response rate.
• The method of consultation will be chosen with due regard to its appropriateness for the needs of those being consulted to ensure a consultation is fully inclusive by being accessible to all
• The Council will use existing consultation networks (e.g. The Citizen’s Panel) where appropriate.
• We will continue to explore new and innovative methods of consultation to ensure that we stimulate public participation and raise the level of response we receive.
• We will embrace the principles of the E-Government Strategy and Route map in using technology to engage and include all residents, stakeholders, partners and staff.

Marketing a Consultation

• Before a consultation commences, it will be communicated as early and as widely as possible to ensure that anyone who wishes to participate has the opportunity to do so.
• The information provided will state the purpose of the consultation, who is affected by the issue(s), who will be involved in the consultation, what will be done, what the timescales are and how the information gathered will be used.

Carrying out a Consultation

• Consultation will be carried out in an open and honest manner.
• In any communication we will use language that is suitable for its audience and avoid jargon.
• Where required, we will provide material that supports the diverse needs of our community. This will mean providing written, spoken and image communications in a variety of formats. This should include providing documents translated into other languages, written in large text or Braille. Provision may also be made for audio presentations, sign language, interpreters, type talk and minicom.
• The timescale for carrying out the consultation should be clearly defined and adhered to as closely as possible. However, where possible, flexibility should be allowed to meet the needs of the consultees.
• Consultees will be provided with contact information to allow then to enquire about any issue / concern they have in relation to a consultation.
• We are committed to recording and analysing the information we receive accurately and with sensitivity

Using the Results

• We will demonstrate the purpose and achievements of consultation through effective feedback.
• The results of a consultation will be presented in a clear and concise manner. It should include the response rate, a summary of the responses and a list of the groups of people who have been consulted.
• The results of the consultation should be fed back to the Communications Team Consultation Officer and recorded on the Consultation Database.
• The results of consultation will be used to inform the Council's decisions and planning.
• Feedback will be given to all those involved in the consultation process, showing how the results have been used and what has been achieved.
• All effort will be made to protect the identity of any individual respondents unless we have their permission.
• The Council will provide an explanation where it takes decisions that are contrary to the views expressed by those consulted.
• The council recognises that consultation and involvement is an ongoing process, not a one-off event.
• Where the data from paper questionnaires has been inputted onto an electronic database the hard copies should be retained for twelve months. After this time they can be destroyed.

Evaluating a Consultation

• The Council will monitor and evaluate the success of consultations to ensure we have followed the principles set out in this document and that we have lived up to our commitments.
• A thorough evaluation of the consultation should be undertaken by the project / initiative team in consultation with the Consultation Officer.
• Identified strengths and weaknesses of the consultation will be recorded onto the Consultations database. This can then be used to inform and improve future consultation by taking on board the lessons learnt.

Managing our Consultation Work

• We will maintain an accurate database which provides information on all past and current consultations.
• Each service will identify a member of staff (a Communications & Consultation Champion) to act as a co-ordinator for consultation activity who will liaise with the Council’s Consultation Officer.
• We will provide staff with the necessary support & training to carry out effective consultations.
• Consultation will only be undertaken if it has a clear purpose and the potential to lead to change. It will not be done for the sake of it.
• All consultation activity will be planned in conjunction with the Communications, Consultation & Partnerships Team.

Multi-Agency Working

• Working jointly with our key stakeholders and partners to achieve shared goals.
• The Council will work with partners, key stakeholders and other agencies and interest groups to ensure that good practice is shared; to undertake economical and efficient consultations and to avoid any duplication of consultation efforts.
• We will share the results and experiences of our consultations with our partners to encourage communication and information sharing.