Communication and Engagement Strategy

Table of Contents

1.	Project Summary	3

2.	Background	3

3.	Engagement objectives	3

4.	Key messages	4

5.	Community Engagement	4

6.	Project Communication - Actions	7

7.	APPENDICES	19

Project Summary

The purpose of this communications and engagement strategy is to outline the principles of communication that will be applied throughout the project and provide transparency of communication and engagement activities.

Outline the purpose of this particular project as succinctly as you can. This statement could be used in marketing material or grant applications and once the project summary is decided it should not need to be changed for the life of the project.

Background

Outline the background of why your group is looking to complete this project. This background is also important when marketing the project and also engaging with the community.

Engagement objectives

Through our engagement strategy we wish to achieve the following	We will know we have succeeded when
Local iwi endorsement	We receive positive feedback from local iwi as to visibility of and involvement in engagement activities
Landowner endorsement	90% of private landowners agree to the Trail 100% of Marae agree to the Trail
Stakeholder endorsement	90% of the stakeholders agree to the Trail

Key messages

Funding has been received from (Group)

This project has been enabled with funding from (Group) and will be delivered in partnership by (key stakeholders)

The (name of) Trail will be a (35) km walking and cycling track that will follow sections from (where) to (where)

The Trail will provide an opportunity for new tourism activities, bringing people and visitor spending to (district) and surrounds and new business opportunities' relating to the trail

The Trail will provide economic development opportunities in the short term throughout construction

Locally owned businesses and operators will be prioritised for contract and subcontract work on the Trail

We are working with landowners along the Trail to determine where the Trail may go and will work through options with them and

The Trail will eventually form part of the (bigger picture).

Community Engagement

This describes how we will work with the communities that are affected by and interested in the trail. We will plan our engagement using the international IAP2 engagement framework.

Interested and Affected Communities	Their interest in the project	Level of input into the project	Desired outcome	Engagement 1 (l) - 5 (h) Refer to IAP2 framework
Iwi	High	Part of both steering and project group, full integration	Sharing of resources and skills.	Collaborate (4)
Affected Landowners and adjacent landowners	High	Need to feel consulted, heard, understood and a part of the entire process	That the landowners become supporters of the Trail	Involve (3)
DOC	High	Part of both steering and project group, full integration	Sharing of resources and skills.	Collaborate (4)
Marae	High, as key community meeting places to gather information and share with Whanau. A hub for information to be shared effectively with good two way communication	A view to the Trail being a community asset, means that Marae be aware and across project development and understand the impacts of the Trail	The project is successful in that it provides Marae the opportunity to share resources and skills and benefit from the Trail	Involve (3)
Other Iwi	High	Need to feel consulted, heard, understood and a part of the process - on Steering Group	That all Iwi in the district are supporters of the Trail	Involve (3)
Community’s and Businesses on Trail	Medium	Need to be aware of key changes, and project status	Opportunities for communities to feel proud about the Trail and utilise for financial gain	Involve (3)
Schools	Medium	Need to be aware of key changes, and project status	Strong users of and supporters of the Trail	Involve (3)
Wider Community	Minor affected party	Inform as end users of the Trail	Cycle and Trail Advocates	Inform (1)
NZ Cyclists – NZ Walkers Groups	Minor Affected party during build	Inform as end users of the Trail	Cycle and Walking Advocates	Inform (1)
NZ Trail Trusts	Minor affected party	Keep informed as end users of the Trail	Cycle and Walking Advocates	Inform (1)
Bike Northland	Minor affected party	Keep informed as end users of the Trail	Cycle and Walking Advocates	Inform (1)

IAP2 engagement framework

INCREASING IMPACT ON THE DECISION The IAP2 engagement framework sets out the goals of engagement and the promise we make when we work to those goals. We have added the channels we expect to use to engage our communities.

INFORM (1)	CONSULT (2)	INVOLVE (3)	COLLABORATE (4)	EMPOWER (5)
Public participation goal	To provide the public with balanced and objective information to assist them in understanding the problem, alternatives and opportunities.	To obtain public feedback on analysis, alternatives and/or decisions.	To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.	To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution.	To place final decision-making in the hands of the public
Promise to the public	We will keep you informed.	We will keep you informed, listen to and acknowledge concerns and aspirations, and provide feedback on how public input influenced the decision.	We will work with you to ensure that your concerns and aspirations are directly reflected in the alternatives developed and provide feedback on how public input influenced the decision.	We will look to you for advice and innovation in formulating solutions and incorporate your advice and recommendations into the decisions to the maximum extent possible.	We will implement what you decide.
Communication channels	Fact sheets Dedicated webpage Dedicated email address for District Libraries Newspaper updates, Council back page, Mayoral update, press release, Eupdates Monthly updates to email group Facebook posts, photos Newspaper updates in Northland and NZ Herald Radio opportunities in Northland and NZTV opportunities	Public meetings Focus groups Affected landowners Schools Local businesses	Individual meetings Workshops Community Volunteers Businesses along the trail Visits to other cycle trails providing landowners with a wider understanding of impacts Expo’s	Participatory decisionmaking Hui’s Expo’s Community volunteers Supporting business that support the Trail

Project Communication - Actions

Due to the nature of this project, communications are fluid and may not always be linear. To provide structure and clarity where possible on the communication strategy, communications have been aligned to the project phases.

Project Initiation

Planning and Investigation (scoping design)

Community Engagement

Design (detailed design and property)

Construction

Close Out (stewardship and vesting

This plan is a living document and can be updated at each phase. This is a template taken from a council-led project so amend as appropriate.

Manage your expectations – Do not underestimate the time this trail will take to initiate, plan, deign and construct. This project could take years. Be aware and be Committed! Kia Ora

PHASE 1: Project Initiation	What	Purpose	Who	STATUS (complete, in progress, not yet started)
(date)	Letter to existing contact list of stakeholders	Anticipate funding announcement and reassure landowners we would be working with them. Copy on file.	Project Team
Landowner register – telephone call introductions to affected landowners	To provide a contact person from the project team to landowners.	Project Team
Letter to landowners	Update landowners on progress and let them know what was happening. Copy on file.	Project Team
Preliminary site visits	To share the possible trail route and understand how that affects specific landowners. To help landowners understand the opportunities and benefits.	Programme Manager Community and Engagement Advisor (C&E Advisor)
Identifying highly impacted landowners and 1:1 visits to introduce the project/team and measure level of interest	For landowners to understand why the (reason). (Do not underestimate the time it will take to talk 1:1 with landowners. Could be 3-4 visits before solutions are found).	Visits ongoing by Project Team
Identification of any civil works impacting the start of the trail for example boundaries and bridges surveyed	To keep landowners updated and informed as advised. Spreadsheet of all landowners affected on file. (Consider benefits to landowners to offset easements e.g. fencing and planting - could negotiate a 50:50 share in plants and get a bulk plant price from a local nursery).	Project Manager
Create a landowner register	Record conversations with landowners to refer to as you progress the engagement. This can be used as a record of next steps to keep on track and risk register for engagement.	C&E Advisor
Keep wider community informed through media	To help the wider community understand the opportunities and benefits and for landowners and wider community to come on board to assist Council in the implementation of aspects of the trail either in advocacy or perhaps volunteer action.	C&E Advisor and Project Team
Submission of community and engagement/media activity reports to the funders	To meet milestones set by funders – ongoing.	C&E Advisor and Project Team
Submission of report to Mana Whenua Quarterly Hui	To keep Iwi informed of what progress is being made and ask for their support. Report on file.	C&E Advisor and Project Team

PHASE 2: Planning and Investigation (scoping design)	What	Purpose	Who	STATUS (complete, in progress, not yet started)
Newsletter set up specifically for landowners to keep updated with works progress	To keep landowners informed.	C&E Advisor and Project Team
Continued meetings with highly affected landowners	To keep landowners updated and informed as advised.	Project Team
Secondary site visits Engineer route and design negotiations	To keep landowners updated and informed as advised. Notes on landowner register on file. (Start early with community consultation during scoping phase- you might have a number of possible route options- show all of these- it helps to take the community with you on how you narrow down the options, what the factors were that influenced the preferred or final route selection).	Project Team
Collaboration with DOC	Open communication with Department of Conservation (DOC) to understand current status of leased land and DOC land and how we can work together to successfully build the trail. Part of Advisory Group.	C&E Advisor and Project Team
Pre-application engagement/meeting for earthworks consent	Determine consent and information requirements and provide Council with information about the project and Confirm the consenting approach and processing timeframes with Council. Documents on file.	C&E Advisor, Project Team, District and Regional Councils
Lands and Survey completed on required sites	To understand boundaries of the rail corridor and the land around the bridges. Update and inform landowners.	Lands and Survey, C&E Advisor and Project Team
Soil Samples required on the land around the Bridges on the proposed corridor	To understand the structure of the soil and if the bridges required to build the trail can be built in those areas. Update and inform landowners.	Geo Tech Engineers and C&E Team
Discussions held with landowners where easements are an option	To attempt to keep the trail off state highways the purchase of a strip of land may be an option. Update and inform landowners.	C&E Team and The Property Group
Media Milestone – Blessing and turning of the first soil	To keep the wider community updated.	Community Engagement Team (websites and FB, Enewsletter) and Local Media
Specific landowner consent required for Resource Consent	To provide consents with assurance that the specific landowner has provided consent to deviate around their land.	Project Team
Talk to local community boards Talk to regional organisations	Share information.	Community Engagement Team

PHASE 3: Community Engagement	What	Purpose	Who	STATUS (complete, in progress, not yet started)
Archaeological Assessment	To determine any sites of significance of historical nature along the rail corridor. Update and inform landowners.	Archaeology and C&E Team
Cultural Impact Assessment received or Letter of Support in Principle from Mana Whenua	To provide assurance that the trail has considered the cultural impact from an historical and cultural perspective.	Project Team
Letter of Support received from DOC and Concession Document completed and sent to DOC	To provide assurance that the key stakeholders and part owners of the trail support the trail and support the works required on the trail.	Project Team
Media Milestone - coverage around Spotlighting Partners in Project	Ongoing information to be shared with wider community.	C&E Team and Local Media

PHASE 4: Design (detailed design & property)	What	Purpose	Who	STATUS (complete, in progress, not yet started)
Earthworks Consent approved	Authorisation to begin the construction on the trail.	Project Team
Understand Marae requirements and Maori land identified	Open two way communication with Marae, ensuring information is available and relevant to both Marae and Project Team have any potential impacts highlighted.	Project Team
Media Milestone – Research completed on the trail Archaeological Assessment (AA)	To keep the wider community updated (For comms channels - flyers to rural postal boxes to landowners along the possible routes can be very cost effective and more direct. Create a regular newsletter in conjunction with newspaper, telephone calls and face to face).	C&E Team (websites and FB, Enewsletter) and Local Media
Community information evenings;	To keep the wider community updated. To seek support from communities by way of Ambassadors. (Avoid doing public meetings- these can be easily hijacked by polarised views. Instead do community open or info sessions and use sticky notes/posters etc for participants to offer their input. Key messages could include outcomes such as building a community asset, a safe off-road trail for students to get to school, delivering a recreational option as part of a wider network, look at the growing national use of walking and cycling infrastructure and the regional economic value for money. See NZCT website and attached information for evaluation of existing great rides).	C&E Team
Ask for volunteers to become part of the Trail Team	To provide an opportunity for community to become involved.	C&E Team
Media Milestone - local subcontractors being utilised	To keep the wider community updated.	C&E Team (websites and FB, Enewsletter) and Local Media
Consultation Day involving other trails	To provide the opportunity for Marae, Council and invited landowners to hear from other trails to understand impact and future opportunities.	C&E Team
Detailed designs 1:1 visit with landowners to discuss further infrastructure options. Confirmed easements – site specific	The affected landowners feel that they have been heard and their views considered and options discussed	Project Team (Engineer and PM) with Property Group
If required - the Memorandum of Understanding provided to landowners Appendix of site specific work required	The affected landowners feel that they have been heard and their views considered and options discussed. Agreement made.	Project Team (Engineer and PM) with Property Group
Pre-lodgement pre-lodgement engagement/meeting	Determine consent and information requirements and provide Council with information about the project and confirm the consenting approach and processing timeframes with Council. Documents on file.	Project Team and District Council and Regional Council
Earthworks Consent Submitted	To gain consent to begin earthworks on the trail. Documents on file.	Submitted to KDC and NRC
Hui to support all Marae involvement	To understand the opportunities and benefits	C&E Team & Iwi
Opportunity for landowners to visit other trails	To understand more about the trail culture and opportunities from landowners who have also been affected	C&E Team
Ongoing visits and revisits to landowners affected and adjoining with preferred emerging map and fact sheets as required Ongoing visits with landowners low affected	To keep landowners updated and informed as advised.	Project Team (Engineer and PM)
Iwi provide info on areas of cultural significance Fact sheet out to wider community	To understand significant Taonga along the Trail	C&E Team, Iwi and Marae along trail
Communications out to wider community.	To keep the wider community updated	C&E Team
Site visits that require DOC involvement: DOC land Leased DOC land	Open communication with DOC to understand how we can work together.	Project Team (Engineer and PM)

PHASE 5: Construction	What	Purpose	Who	STATUS (complete, in progress, not yet started)
Media Milestone – construction to start.	Ongoing information to be shared with wider community – all will see progress of the trail.	C&E Team
Resource consent provided as milestone for funders to continue with funding.	To provide confidence to MBIE.	Project Team
Visit Schools TBC Contact schools – email info	Ongoing information to be shared with wider community. Find out how they can be involved.	C&E Team
Meet with Libraries TBC	Ongoing information to be shared with wider community. (Libraries/local museum/ marae are good venues for open days and maintaining updates on trail construction).	C&E Team
Media Milestone – section progress and setting up of Maps	Ongoing information to be shared with wider community – all will see progress of the trail.	C&E Team
Media Milestone - coverage around Spotlighting Partners in Project	Ongoing information to be shared with wider community.	C&E Team and Local Media
Media Milestone - local subcontractors being utilised	To keep the wider community updated.	C&E Team (websites and FB, Enewsletter) and Local Media
Media Milestone - Sections being completed and able to be ridden	Ongoing information to be shared with wider community.	C&E Team and Local Media
Marketing to NZ Cycle Trails	Provide information to trails around New Zealand so they know progress.	C&E Team
Ongoing marketing of trail	Ongoing information being provided to cycle trails around New Zealand to ensure end users know the trail.	C&E Team
Expo (TBC) organised so wider community can be kept informed of progress and opportunities	Another opportunity for landowners and wider community to come on board to assist Council in the implementation of aspects of the trail either in advocacy or perhaps volunteer action. To understand the opportunities and benefits presents to Mana Whenua. (Libraries/local museum/ marae are good venues for open days and maintaining updates on trail construction).	C&E Team

PHASE 6: Close Out (stewardship & vesting)	What	Purpose	Who	STATUS (complete, in progress, not yet started)
Ongoing management of trail	Ensure ongoing management of the trail will be secured.	Project Team
Media Milestone - Sections being completed	Ongoing information to be shared with wider community.	C&E Team and Local Media
Media Milestones – Contracts secured for ongoing maintenance	Ongoing information to be shared with wider community.	C&E Team
Media Milestones – Marae involvement with trail	Ongoing information to be shared with wider community.	C&E Team
Media Milestones – Business being set up to maximise opportunities along the trail	Ongoing information to be shared with wider community.	C&E Team and Local Media
Opening Event Media Milestone – trail can be ridden	The wider community can celebrate the success of the opening of the trail.	C&E Team and Local Media Seek wider media coverage i.e. TV and Herald

APPENDICES