Agenda item

The Committee will receive a verbal update. Members will have the opportunity to ask questions and comment.

The Committee welcomed Ms K Walker, Senior Communications and Engagement Lead, Programme Office, who provided an update on the Unitary Communications and Engagement Strategy.  Ms Walker noted that this had previously been considered by the members at their meeting in July and were provided with an update on progress and future work.  The following points were highlighted:

·         Work so far had included improving the understanding of the unitary programme, providing reassurance to key stakeholders, bringing five authorities together in one unified voice, and supporting and promoting the Buckinghamshire Council programme aims and objectives.

·         Most of the work to date had been linked to key milestones, e.g. announcements such as the appointment of the Chief Executive and progress of the programme. It was noted that the main focus over last few months had been aimed at key stakeholders such as staff and members.

·         Member communications and engagement included a dedicated shared intranet space for members, newsletters, events, and videos from events.  Also using existing communications channels such as weekly bulletins. A Members Survey was being developed to help understand what members needed to know over next few months and how they would like to receive information in the future.

·         Staff had received a number of communications and officers had been working with different departments such as HR and ICT.  Staff communication had included regular newsletters, staff roadshows, videos from Rachael Shimmin, special news on hot topics and a shared online space. 

·         Existing channels of communication across the five councils were also being used such as posters, social media for work, and surveys on how staff were feeling.  The feedback provided by staff was that the level of communications had been good and staff felt well informed.  An internal survey was being launched on the 25 November to ask staff what communication channels they used and what they would like to see in future, also to help develop the communications strategy for Buckinghamshire Council.

·         Partner communications with town and parish councils and key strategic partners included parish and town council newsletters, partner newsletters, webpages, regular meetings, workshops and regular meetings with local council associations and Local Area Forums.  This work would continue over the next few months with engagement regarding proposals for planning, a Parish and Town Council Charter and a specific strategic partners’ event in January 2020.

·         A number of consultations had been undertaken which included the Council Tax Reduction Scheme, Community Boards, and Budget and Priorities which Ms Walker confirmed had received 2600 responses.  It was noted this was 800 more than the BCC budget consultation last year.  There had also been public drop in sessions held across the county.  Further budget engagement would be held in January. 

·         External communications focused on using existing and new channels including user testing groups for the new website, social media, shadow authority website, newsletters, posters, press releases and officers had attended external events.

·         Work would continue to engage with staff and members using information sessions, increased communications, staff roadshows in January and drop in sessions for staff.

·         Future focus would be on the launch of the council and the day one campaign, focussing more on a public awareness campaign for the new Buckinghamshire Council and where the public can go to access services.

Mrs Walker requested that members provide feedback on what they would like to know and how they would like to be kept updated

In response to members’ questions the following points were noted:

·         A member asked about the rebranding.  Mrs Walker confirmed that experienced in house designers had been involved in producing the new logo so this had been low cost to the council.  Work had also been undertaken on the wider branding and research had involved residents, members and staff.  Development for the rest of the branding not just the logo was continuing, including branding guidelines, linking to the Corporate Plan and work on a rebranding strategy which would be undertaken based on minimising cost and only re-branding where necessary.

·         Social media following on the new developing council account was small and organic reach was developed using current councils’ social media channels. A detailed social media strategy would be undertaken from January to April 2020.

·         From the 1 April 2020 existing councils’ telephone numbers could still be used and over time these would be reduced in a managed way.  A significant staff training programme would be developed in the New Year.

·         Members advised that their communication and briefings had been very good and the regular newsletters to councils have been found informative.  However a committee member was concerned that rebranding might raise expectations about the amount of change that could not be matched.  Mrs Walker confirmed that there would be a slow build-up of communication work which was being considered by colleagues at the councils to prevent any misunderstanding.

·         Regarding rebranding some of this was legally required for the new organisation and a sensible approach was being taken to what was required. 

·         A member raised concern that information regarding the new salaries and terms of conditions for staff being transferred into the new organisation had not been available for consideration.  In response it was reported that the Shadow Executive had agreed these and that trade unions and employee representatives had been involved in developing the terms and conditions. Workshops were being carried out with staff to help inform them of the changes.

·         Also it was suggested that more detail on communication with parish and town councils regarding devolution of services was required. In response it was confirmed that a pilot devolution offer was being rolled out on 1 April 2020 with parish and town councils who would like to participate by working in partnership with the councils.

·         Regarding the Council Tax Reduction Scheme this had received 137 responses.  It was noted that this was comparable with the type of respondents that were relevant to the consultation.   

·         Communication for parish councils through their clerks had worked well.  It was suggested that information could be uploaded to parish/community websites. 

·         The Chairman noted that members had considered three choices regarding the logo and the end result was as discussed.

·         A member was concerned that residents were not fully aware of changes regarding the new unitary Council.  Also that there would be three ward councillors representing a larger area that may need further explanation. It was also suggested that a list of phone numbers be provided to the public for key services and websites and that the Leader of Shadow Executive make appearances on local news to provide information to residents on the new council.  It was noted that this would have to be outside any purdah period.

·         It was noted that staff turnover had been monitored by the Chief Executives Group and was a good way of checking how staff felt.  It was noted that a Wellbeing survey was taking place with staff and ongoing engagement with staff and how they were feeling was being undertaken.

·         It was noted that the High Wycombe Town Committee were being consulted on issues alongside parish and town councils.

Mrs Walker confirmed that the feedback received from the members would be taken into consideration and the Chairman provided thanks on behalf of the Committee.