Agenda item

Invitees:

-       Janice Dent (Policy and Partnership Manager)

-       Wayne Tucker (Senior Policy & Partnership Officer)

The Policy and Partnership Manager gave an overview of the report.

Members asked the following:

·         In what forms is the consultation taking place? The Policy and Partnership Manager highlighted the use of consultation via bus Wi-Fi the NCC website, as well as other methods.

·         The Committee felt it will be difficult to get public feedback on flood defence. The Policy and Partnership Manager informed the Committee that the public are able to choose what parts of the consultation they give feedback on as well as the consultation information using terminology the public could understand.

·         The Committee enquired about the involvement of Natural Resources Wales in the flood defence section of the consultation. The Policy and Partnership Manager advised that the partnership the includes various board members, including Natural Resources Wales, Newport Live, the police, and others, who have been and will continue to assist with the consultation process. It was also advised that workshops will be conducted with partners to determine the most effective ways to leverage their expertise and involvement.

·         The committee noted the importance of getting as many citizens responses as possible during the consultation and asked would officers do work within wards to get a larger response? The Policy and Partnership Manager highlighted that they would make use of ward meetings as well as making use of events within wards that are already occurring and scheduled.

·         The Committee highlighted that Newport is a mix of rural and urban environments with the impact being different in each. The Policy and Partnership Manager noted demographics that may change answers will be looked at the end of the consultation. The Senior Policy and Partnership Officer explained to the Committee that the focus is to get as many respondents as possible in order to better analysis the demographic data within the range of ward types within Newport.

·         The Policy and Partnership Manager confirmed that social media will be utilised as a method during the consultation period. This will be done through Newport Live and in collaboration with other partners.

·         The Committee enquired about the strategy for maximising the number of responses during the consultation process. The Policy and Partnership Manager emphasised that the team is continuously learning and exploring best practices by examining other consultations conducted by the NCC. Additionally, the efforts made by councillors to increase the number of responses were highlighted.

·         The Policy and Partnership Manager suggested using QR codes for accessing the consultation. Members raised concerns about accessibility for individuals with visual impairments and asked about the use of technology to address this issue. The manager mentioned ongoing work to make the consultation more accessible, including the use of larger fonts.

·         The Committee enquired whether there would be support for non-English speaking citizens or those whose primary language is not English in promoting the consultation. The Policy and Partnership Manager stated that they are currently testing translation services and actively engaging with communities to establish connections.

·         The Committee noted the use of young interpreter’s projects from within primary schools and explained that program has been expanded in order to include other year groups. The Policy and Partnership Manager highlighted that they would take this on board.

The Chair thanked the officers for attending.

Conclusions

·       Members expressed their satisfaction after discovering that even though they were not mentioned in the initial draft questionnaire presented to the committee, demographic questions would be featured in the final version.

·       The Members were informed that the team was experimenting with Amazon translation services and verifying translation accuracy through links with various communities. In response, Members recommended scheduling events in schools such as Maindee Primary, which possess student interpreters. Holding these events in September was also suggested.

• Members mentioned the need to ensure that the consultation was accessible by using ALT text on Social Media, text-to-speech, large print hard copies etc to ensure that our visually impaired residents are supported in taking part in the consultation. 
• Members wished to include the issue of flood risk and the need for Natural Resources Wales to be represented in the public consultation events. Comment was also made for NRW to come to give a presentation to the committee in the not too distant future on the risks and mitigations for Newport.