Participation Strategy 2022-27
Our Action Plan 2022 - 2027
Objective 1. Increase awareness, among local people, of the Council’s functions
Action 1
Promote the Council’s vision and key strategic objectives across all communications.
- By whom: Communications Team (Antony Topazio).
- By when: Ongoing 2027.
Action 2
Encourage employees to produce simple communications, in accessible formats, in line with corporate guidance
- By whom: Communications Team (Antony Topazio)
- By when: Ongoing 2027.
Action 3
Maintain an accessible bilingual website, which contains accurate and up-to-date information about the Council’s key functions.
- By whom: Digital Team (Gareth Johnson).
- By when: Ongoing 2027.
Action 4
Maintain commitment to the provision of downloadable / printable information for those without access to the internet (via the Contact Centre)
- By whom: Digital Team/Contact Centre (Jeremy James).
- By when: Ongoing 2027.
Action 5
Maintain current web-casting service, improving opportunities for elected members to participate in hybrid meetings and to use the Welsh language (should they wish to do so) when technologically feasible
- By whom: Democratic Services (Susan Sanders).
- By when: Ongoing 2027.
Objective 2. Increase awareness, among local people, of how to become a member of the Council and what membership entails
Action 1
Maintain and promote the revamped ‘Interested in Becoming a Councillor’ section on the website
- By whom: Digital Team / Communications Team (Gareth Johnson / Katy Jenkins)
- By when: Ongoing 2027.
Action 2
Support town and community councils to operate on more a sustainable footing – providing opportunities for people to have more positive experiences of local democracy and improved understanding of what a move to becoming a County Councillor entails
- By whom: Corporate (David Astins).
- By when: Ongoing 2027.
Action 3
Build feedback from members (newly elected in May 2022) into campaign to increase diversity in democracy in the run up to Council elections in 2027.
- By whom: Democratic Services / Communications Team Corporate (Susan Sanders).
- By when: 2026
Action 4
Build feedback from members (newly elected in May 2022) into member induction programme for those elected in 2027
- By whom: Democratic Services / Learning & Organisational Development (Susan Sanders / Caroline Howe)
- By when: 2026
Objective 3. Improve access for local people to get information about decisions made, or to be made, by the Council
Information and Resources
Action 1
Promote the revamped ‘The Council and Democracy’ on website
- By whom: Digital Team / Communications Team (Gareth Johnson / Katy Jenkins)
- By when: Ongoing 2027
Action 2
Develop an article for the website which brings together information, in one place, on how people can contribute towards decision-making processes and incorporate information into the revamped ‘The Council and Democracy’ section on the website
- By whom: Policy
- By when: March 2023
Action 3
Maintain publication of forward work programmes within the revamped ‘The Council and Democracy’ on the website
- By whom: Democratic Services
- By when: Ongoing 2027
Action 4
Promote the Planning section on the website, taking opportunities to develop wherever possible
- By whom: Digital Team / Planning (Gareth Johnson / Nicola Gandy)
- By when: Ongoing 2027
Action 5
Promote the Have Your Say section on the website, including:
- Retender for contract renewal June 2023
- To include: explore opportunities for integration with My Account and increase partner agency involvement / access
- By whom: Digital Team / Policy (Gareth Johnson)
- By when: June 2023
Action 6
Continue to collect demographic profiling data via ‘Have Your Say’ to monitor diversity of participation in engagement and consultation activities
- By whom: Policy
- By when: Ongoing 2027
Action 7
Make complex information more accessible by producing in accessible, bite-sizes formats, and by providing opportunities for people to discuss subjects of interest / proposals etc.
- By whom: Communications Team / Policy (Antony Topazio)
- By when: Ongoing 2027
Action 8
Make appropriate adaptation to methods to meet the needs of different individuals and groups, consider re: accessibility and support for participants (especially vulnerable people and young people).
- By whom: Communications Team / Policy
- By when: Ongoing 2027
Elected Members
Action 1
Elected members appreciated opportunities for cross-party exchange of information, knowledge, ideas etc between older and newer Councillors and would welcome additional sessions on social media, e-newsletters (including data protection), public speaking / facilitation etc
- By whom: Democratic Services / Learning & Development (Susan Sanders)
- By when: December 2023
Action 2
Ensure that County Councillors receive the information needed to enable them to act as effective conduits for the flow of information and ideas to / from their communities and town and community councils
- By whom: Communications Team /Democratic Services (Antony Topazio / Susan Sanders)
- By when: Ongoing 2027
Action 3
Encourage County Councillors to meet face-to-face and actively listen to those they represent by providing opportunities via regular surgeries / group discussion sessions within their communities
- By whom: Democratic Services Committee (Susan Sanders)
- By when: Ongoing 2027
Action 4
Promote greater understanding / appreciation of the assets and diversity within our communities, so there is better representation by County Councillors
- By whom: Policy (Dan Shaw)
- By when: Ongoing 2027
Action 5
Encourage elected members to ensure that the views of partners, stakeholders and participants are treated equitably (i.e. feedback is not ignored)
- By whom: Democratic Services Committee (Susan Sanders)
- By when: Ongoing 2027
Engaging Young People in Democracy
Action 1
Ongoing sharing and promotion of Electoral Commission resources via appropriate channels (including tie-in with national promotions such as UK Parliament Week (November) and Welcome to Your Vote Week (January / 3 February)
- By whom: Electoral Services / Children & Young People’s Rights Team / Communications Team (Sian Waters)
- By when: Ongoing 2027
Action 2
Training for educators and elected members, using Electoral Commission resources
- By whom: Electoral Services /Children & Young People’s Rights Team (Sian Waters)
- By when: Ongoing 2027
Action 3
Support ongoing opportunities for democracy education in line with the new curriculum (e.g. mock elections etc.)
- By whom: Electoral Services /Children & Young People’s Rights Team (Nadine Farmer)
- By when: Ongoing 2027
Action 4
Democracy Champion (training of young people to promote via peer groups) scheme and annual event
- By whom: Electoral Services / Children & Young People’s Rights Team (Nadine Farmer)
- By when: April / May 2023 and annually thereafter
Action 5
Question Time event each year for young people and Council members
- By whom: Electoral Services / Children & Young People’s Rights Team / Committee Services (Nadine Farmer)
- By when: October 2023 (before half-term) and annually thereafter
Connectivity
Action 1
Improve digital connectivity across the county
- By whom: IT Department (Lee McSparron)
- By when: Ongoing 2027
Action 2
Support schemes helping people to get online, and to increase digital usage and confidence
- By whom: Learning Pembrokeshire / Library Service (Steve Davis / Anita Thomas)
- By when: Ongoing 2027
Action 3
Improve post-decision feedback to those who have had input into the decision (and more widely if appropriate)
- By whom: Democratic Services (Susan Sanders) / All Service Areas
- By when: Ongoing 2027
Objective 4. Increase awareness of processes by which local people may make representations to the Council about a decision before, and after, it is made
Action 1
Raise awareness of the ‘Questions to Council’ protocol
- By whom: Communications Team (Katy Jenkins)
- By when: Ongoing 2027
Action 2
Raise awareness of the ‘Petition Scheme’
- By whom: Communications Team (Katy Jenkins)
- By when: Ongoing 2027
Action 3
Develop guidance for those addressing the Planning Committee and include within the Planning section on the website
- By whom: Planning (Nicola Gandy)
- By when: March 2023
Action 4
Ensure those involved with Planning Committee and Licensing Sub-Committee are adequately supported to make and accept appropriate representations
- By whom: Planning and Licensing (Nicola Gandy / Sarah Johns)
- By when: Ongoing 2027
Objective 5. Increase awareness of processes by which views of the public can be brought to the attention of overview & scrutiny committees
Action 1
Raise awareness of the ‘Representations to Overview & Scrutiny Committees’ protocol
- By whom: Communications Team (Katy Jenkins)
- By when: Ongoing 2027
Objective 6. Increase awareness, among elected members, of the benefits of using social media to communicate with local people
Action 1
As above (Support opportunities for cross-party exchange of information, knowledge, ideas etc. between older and newer Councillors with additional sessions on social media, e-newsletters (including data protection), public speaking / facilitation)
- By whom: Democratic Services / Learning & Organisational Development (Susan Sanders)
- By when: December 2023