Draft engagement strategy

5.1 The Councils are committed to engagement that meet the principles set out in Chapter 2. A range of consultation methods will be used throughout the preparation of the Nottinghamshire Minerals Local Plan 2045 to maximise opportunities for participation and ensure that stakeholders can engage in a manner most appropriate to their needs.

5.2 The methods used at each stage will vary depending on the nature of the consultation, the complexity of the issues being considered and the audiences being targeted. Appendix A2 contains a Consultation Methods Matrix, which outlines the engagement techniques that may be used at the different stages of consultation, with each technique discussed in further detail below. This provides a framework for delivering proportionate and inclusive consultation throughout the plan-making process.

Online consultation portal and website

Online portal

5.3 The primary method of consultation will be through the Councils' dedicated consultation portal on the Nottinghamshire County Council website (and linked on the Nottingham City Council website). This will provide access to:

• Consultation documents and supporting evidence;
• Interactive maps and site information where appropriate;
• Online response forms;
• Consultation reports and feedback summaries.

5.4 The online portal will allow stakeholders to review documents and submit comments electronically throughout designated consultation periods.

Dedicated website

5.5 Information relating to the progress of the Minerals Local Plan 2045 will be published on the Nottinghamshire County Council website (linked from the City Council website).

5.6 The website will provide:

• Information on the Plan and its timetable;
• Notices consultations;
• Details of consultation events;
• Latest news on the Plans progress.

Direct notification

5.7 Individuals registered on the online consultation portal database will be notified of consultation opportunities and key milestones. Notifications may be provided through:

• Email;
• Formal consultation letters where an email is not held;

5.8 Individuals and organisations will have the opportunity to register their interest and receive updates throughout the preparation of the Plan.

Public drop-in events

5.9 Where appropriate, public exhibitions and drop-in events will be organised to provide opportunities for communities and stakeholders to discuss proposals directly with planning officers. These events may:

• Present draft policies and site proposals;
• Explain technical evidence in an accessible format;
• Provide opportunities for questions and discussion;
• Assist individuals in making representations.

5.10 We will seek to hold events in locations that are accessible to local communities and areas potentially affected by mineral development proposals.

Stakeholder workshops and meetings

5.11 The Councils may arrange workshops, roundtable discussions and focused stakeholder meetings on specific topic areas to enable more detailed discussion. Topics may include:

• Mineral provision and forecasting;
• Introducing the Plan - scoping
• Plan content and evidence
• Cross-boundary strategic planning matters.

Parish and Town Council meetings

5.12 Parish and town councils play a very important role in representing local views and identifying community concerns. The Councils will seek to engage with parish and town councils through:

• Formal consultation notifications;
• Attendance at parish meetings where appropriate;
• Dedicated stakeholder events.

Industry meetings

5.13 Targeted engagement may be undertaken with:

• Mineral operators;
• Mineral industry representatives.

5.14 This will allow the Councils to better understand the views of commercial operators who have a direct interest in minerals planning issues.

Social media

5.15 Social media may be used to raise awareness of consultation opportunities and encourage participation. This is to complement, rather than replace, formal notification of consultations. These channels may be used to:

• Advertise consultation periods;
• Promote consultation events;
• Provide updates on the Plans progress;
• Signpost interested parties to further information.

Alternative formats and accessibility

5.16 The Councils are committed to ensuring consultation materials are accessible to all members of the community. Were reasonably practicable, information may be made available in alternative formats, where a small fee may apply, including:

• Large print;
• Accessible digital documents;
• Alternative file formats;
• Other formats on request.

5.17 The Councils will seek to comply with relevant accessibility legislation and good practice guidance when designing engagement activities and publishing consultation materials.