Stakeholder Communication Plan
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3.6 For each stakeholder consultation a 'Record of Consultation' form (refer to Appendix A.3 to view
an example) will be completed by an Atkins/GVA Grimley representative, whomever has
undertaken the actual consultation.
3.7 As the proposed NCG development is split into two distinct sites, for the purposes of recording
stakeholder consultation, two separate 'Record of Consultation' forms will be used. Due care will
be taken when a single consultee provides comment on both sites. In some cases, both forms
may have to be completed for the same meeting/consultation.
3.8 The stakeholder consultation forms from each form of consultation (i.e. letter, meeting,
presentation) will assist in standardising the comments received. The person responsible for
convening a consultation meeting is required to extract the relevant issues and record on the
stakeholder consultation forms. Any consultation will be passed to the Stakeholder Consultation
Manager (Atkins) on a weekly basis to ensure the Stakeholder Communication Plan remains up to
date.
Database Management
3.9 The Stakeholder Consultation Manager (Atkins) will file all consultations into a database to
formally record feedback from discussions with all stakeholders. All information detailed on the
'Record of Consultation' forms will be summarised on to a 'Consultation Tracker Sheet' (see
Appendix A.4 for template).
3.10 As outlined in Section 3.7, for the purposes of recording stakeholder consultation, two separate
'Consultation Tracker Sheets' will be used. Due care will be taken when a single consultee
provides comment on both sites. In this case, each comment will be recorded in the appropriate
Tracker Sheet, based on which site the comment relates to.
3.11 The consultations will be categorised into the following:
• Statutory Consultees
• Non-Statutory Consultees
3.12 Statutory Consultees are defined as those which, under The Planning etc (Scotland) Act 2006 (as
amended), Glasgow City Council Planning Department and prospective applicants are obliged to
consult with, when considering a planning application. The relevance of the statutory consultee
varies depending on the nature of the proposed development.
3.13 Non-Statutory Consultees are defined as those Bodies/Organisations/Charities which are not
given any legal powers, however could positively contribute to the final design of the scheme. The
Project Team are not legally obliged to consult with these parties, however as a matter of good
practice and project transparency will do so.
Project Team Communication
3.14 In order to successfully implement the stakeholder communication plan, transparent and constant
internal communication within the project team (Atkins and GVA Grimley) will be paramount.
3.15 In the initial instance, the Stakeholder Communication Manager will brief the project team on the
SCP and how the process will be managed and co-ordinated. The brief will also include the
attachment of templates for the 'Record of Consultation' forms. The project team will be asked to
nominate an individual at each meeting/presentation to take minutes and complete the relevant
form for every meeting/presentation undertaken with a stakeholder.
3.16 It will be the responsibility of the Stakeholder Consultation Manager to email the project team on a
weekly basis in order to request the following information:
• Completed 'Record of Consultation' forms from meetings/presentations (Atkins and GVA
Grimley)
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Appendix 11.3: NCG Stakeholder Communication Plan