Consultation Six Steps 1. Plan to consult and choose the consultation methodologies and times.

Prior to commencing consultation, the decision needs to be made as to the extent of the consultation, quantitative and / or qualitative methodologies and the process of the consultation. Key questions include:

Is this an appropriate consultation issue or is the decision more properly governed by Council Policy and/or current delegations? Is the consultation commensurate with the community impact or strategic importance? At what point(s) in the process should consultation occur? When will information from the consultation be most valuable to enhance the decision making process? What consultation methods are most suitable to assist in the decision making? Is the decision concerning overall community support or should the consultation be targeted at specific stakeholder group? What is the best communication strategy to involve stakeholder groups?

2. Those affected are informed with • sufficient information, • sufficient time • and sufficient opportunity to make an input. The process should seek to reach not only those with strong views who may take the initiative but all affected stakeholders who may only participate through ‘customer friendly’ mechanisms such as a questionnaire which is easy to complete and return. The consultation techniques employed should be chosen according to the subject and the stakeholders to be reached. The time frame for consultation needs to be chosen carefully. School holidays, religious festivals etc may not allow stakeholders the information or opportunity to participate. Sometimes, however, the consultation phase is triggered by another party eg town planning applications which must be advertised and decided regardless of the time of year. 3. Encouragement of Stakeholders Provided that they are given information, opportunity and time, Council will encourage stakeholders to take part in the consultation process.

All view points should be considered. 5. Those who participated in the consultative process should. In the case of submissions received. For example. be informed of the outcome. The feedback should include the decision. In cases where Council does not have a record of names and addresses. including costs to be shared by all ratepayers. That includes disclosing the viewpoints which have been expressed (subject to the requirements of the Information Privacy Act) and articulating factors to be considered in Council Submissions which form the basis for decisions. The decision-making process should be transparent. Council should have a name and address to which to respond. Council should endeavour to inform those who participated of the outcome of the process. 6. strong views expressed at a public meeting should be considered alongside other views from people who did not attend the meeting and the interests of the community as a whole. wherever possible. the process followed and the reasons for the decision.4. . Decisions will usually be made at Statutory Council Meetings open to the public and where the decisions are recorded in the Minutes. a general statement through the media may be the most appropriate method.