URL: https://stroud.moderngov.co.uk/ieDecisionDetails.aspx?ID=320

Decision Maker: Strategy and Resources Committee

Outcome:

Is Key Decision?: No

Is Callable In?: No

Purpose: To approve the updated Consultation & Engagement Strategy.

Content: The Senior Policy and Performance Officer introduced the report and outlined the framework for how the Council would ensure effective, inclusive and transparent consultation and engagement to contribute to making evidence-based decisions. She identified the following key points: The framework and toolkit had been developed following a public consultation, which included workshops with Members and Officers. The consultation results and summary analysis were included in appendices C and D of the report. 12.2% of  people who responded to the consultation were 13-16 year olds which represented a significantly higher response rate for this age group than usual. This was due to specific outreach undertaken with schools across the district. Section 2 detailed the main conclusions from the public consultation. This included a preference for online engagement methods, whilst also recognising the continued need for face-to-face approaches. The framework emphasised that a range of channels were needed to reach different audiences when undertaking consultation and engagement, and the supporting toolkit which had been designed to support Officers with choosing the appropriate channels. Two key principles in the framework included the importance of clearly communicating how the results of any consultation and engagement would be used and that the Council will close the feedback loop. Respondents also wanted to see how their feedback had been used in decision making. The framework and toolkit detailed methods to ensure all consultation and engagement materials use plain English and are jargon-free to facilitate participation. Performance indicators to measure the success of the implementation of the framework had been detailed in section 7 of the report. The report also sought approval for the procurement of an online engagement tool to help streamline engagement, boosting participation and deliver savings in officer time.   The following responses were provided to Members questions: The annual cost of £16.5k was for the purchase of software which can integrate with other Council systems and included an automated analysis tool, thereby reducing the need for manual interpretation. A variety of online engagement tools were explored. The cost was more effective to procure as an individual authority however it would not preclude a joint contract in the future with neighbouring authorities. The Youth Council event had been rearranged a number of times however no suitable date and time could be found due to school examinations. The deadline for the consultation had been extended to ensure the Youth Council could respond. The results of the consultation, particularly the cross-tier themes would be shared across the county and with neighbouring authorities as part of the Local Government Reorganisation (LGR) preparations. Some of the higher response rates were due to the targeted drop in sessions where there were higher reported level of digital, however as part of the framework roll out, Officers would receive support in understanding the demographics of the district and tailoring communication channels accordingly. Ward infographics, as seen in the example on page 64, would be provided to Members once the mid-year census data had been released.   Proposed by Councillor Hughes and seconded by the Chair, Councillor Turner.   The following comments were made during debate: Councillor Robert Brown stated that consultation was important, however raised concerns regarding the annual £16.5k cost in light of budget deficits and would not be supporting the proposal. Whilst Councillor Luff understood Councillor Robert Brown’s concerns regarding cost, he believed the value the framework would bring to the Council would outweigh the expenditure. The Council had an aspiration for meaningful consultation and to address issues of unclear information and communication methods during consultation and engagement Councillor Caton Hughes stated. Councillor Robinson asked for Forest Green to be included as an area with significant digital exclusion. Councillor Braun commented on the value of the framework, toolkit and templates in promoting good practice. The framework was a commitment within the Council Plan to value community engagement and ensure residents could engage with the Council. Councillor Hofmann stated her surprise that the 0.2% response rate was one of the most successful consultation rate and anything which Officers could do to increase this through a variety of methods would be welcomed. Councillor Pearcy stated that the feedback loop was important to learn from consultations and to increase engagement rates in the future. The framework would also be useful in providing quantitative and qualitive evidence from residents going into LGR.   Councillor Hughes stated that one of the purposes of LGR was to devolve powers to local people and to better understand their needs. The framework was a good opportunity for this.   The Chair, Councillor Turner, advised that understanding how best to engage with residents was important and the ‘ you said, we did’ feedback exercise would develop trust and encourage future participation. She acknowledged the significant work which had been undertaken including benchmarking with other local authorities.   On being put to the vote, the Motion was carried 9 votes in favour and 1 vote against.    RESOLVED To: a)    approve the Consultation & Engagement Framework, with authority delegated to the Head of Policy, Governance and Engagement to make minor changes to the framework if required; b)    approve the procurement of an online engagement tool to facilitate and streamline the council's consultation and engagement activity up to a value of £16,500 p.a. c)    note the supporting Consultation & Engagement Toolkit.  

Date of Decision: October 2, 2025