Appendix 3 NZTA’s policy consultation and communication process

Background

It is essential that the NZTA develops and reviews policies in this manual in response to new legislation, ministerial requirements, requests from stakeholders, and changes in technology, the economy and transport policies. To achieve this, the NZTA needs to involve those organisations that are affected – particularly approved organisations.

Scope

The NZTA will follow the process outlined in this appendix for the development of all substantive new or reviewed policy for this manual. This does not include changes specifically required by legislation or Ministerial direction, clarification of existing policy, or the issue of information by the NZTA.

Process

The process would normally comprise the following steps:

1. Development of the consultation plan – this covers what types of consultative mechanisms will be used, who the affected parties are, what the consultation objectives are, relevant timeframes and the process for analysing feedback and reporting to decision makers.
2. Communication and publicity – this discusses how all interested parties will be advised of progress and the outcomes of the consultation.
3. Implementation of the policy – this outlines the tools the NZTA will use to promote awareness and understanding of the policy.
4. Link with National Land Transport Programme (NLTP) agreements – this shows how any policy variations can be incorporated into the agreements between the NZTA and approved organisations.
5. Review of the process – this sets out the review phase of the policy consultation and communication process.

Development of the consultation plan

The NZTA will seek feedback from approved organisations and any other affected stakeholders on the timing and process for the proposed consultation at least a month before the consultation phase is scheduled to be initiated.

The consultative process will comprise one or more of the following mechanisms:

• Forum – used to advise/educate/raise awareness/scope during the early stages of a major new policy (eg the consultation workshops held on Land Transport NZ’s allocation process in November 2003).
• Established advisory groups – used to debate issues, update on progress, seek views on significant issues (eg Passenger Transport Advisory Group chaired by Land Transport NZ, RCA Forums chaired by the NZTA and Local Government NZ, and council or regional transport committee meetings).
• Working group/industry group – used where the technical input of approved organisations and/or NZTA divisional groups is necessary to develop policy, and/or a detailed policy is being developed where significant consultation/discussion is needed (eg project evaluation review).
• Distribution of a draft policy or policy issue(s) to a selected number of approved organisations – used where technical input/scrutiny/peer review is needed to ensure that the policy is correct/workable and to identify unforeseen implications or impediments to implementation. This mechanism suits policy that does not have significant compliance cost/practical difficulties, policies that have been requested by a majority of approved organisations or policies where significant support has been previously identified (eg some Programme and funding manual amendments).
• Distribution of a draft policy or policy issue(s) to all approved organisations for comment – used where a significant number of approved organisations have expressed an interest/commitment to providing comment within a certain timeframe (eg NLTP agreements with approved organisations). All approved organisations will be kept informed and given the opportunity to comment. If council consideration is required, average meeting cycles will be considered in the development of the timeframe.
• A combination of any of the above – can be used if a policy falls within several of these categories. Other stakeholders, including Maori, may also be involved in the consultation process, such as through representation on working groups or direct meetings and correspondence.

Communication and publicity

The NZTA will include reference to the particular policy review, consultation process and timing in the next publication of the NZTA’s newsletters. This information will also be available on the NZTA website.

If a working/discussion group situation is used, members are responsible for ensuring that their own organisation and all other approved organisations (including mayors, chief executives, councils, as applicable) are kept informed (where Local Government NZ has nominated representatives, it will facilitate this communication). Members are to keep the NZTA informed as to what mechanisms are being used to keep other approved organisations informed and obtain any feedback on issues.

The NZTA will keep all approved organisations informed as to progress with the policy development via communications, such as letters and emails, to nominated NLTP agreement representatives or general newsletters, and will provide additional updates on request.

All approved organisations will receive direct feedback from the NZTA on any comments they make on a proposed policy. This will include a response as to how the comments will be addressed in the policy or an explanation as to why they cannot be incorporated.

The NZTA will distribute working group minutes to all approved organisations. Any questions/comments on the minutes should be sent to the approved organisation working group representatives.

Implementation of the policy

All approved organisations will be advised of the NZTA Board’s decision on the policy. If a working group was involved in the policy development, its members will be advised as to the variations, if any, from its recommendations and the reasons for the variations.

Once approved by the NZTA Board, all policies will be placed in NZTA manuals.

Copies of the manuals or manual amendments will be available to all approved organisations sufficiently in advance of their implementation to enable adequate familiarisation.

The NZTA will provide training on the final policy as needed.

Link with NLTP agreements

Policy variations will, where appropriate, be finalised prior to the distribution of any new NLTP agreement.

If policy variations are to occur partway through an NLTP agreement term, the consultative process developed above will, after discussions with Local Government NZ, specify how any necessary variations to agreements are to be negotiated. In the case of local authorities, this is preferably through a nationally represented working party.

The NZTA will advise all approved organisations by letter if the agreements need to be varied.

Review of the process

This policy consultation and communication process will be kept under review to ensure it is functioning to the satisfaction of all parties.