CONSULTATION UPDATE

PROJECT CLIENT Filmhouse, Centre for the Moving Image (CMI)

JOB NUMBER DATE PD12710 May 2020

SUBJECT Consultation Strategy Update

INTRODUCTION CMI’s intention to consult as w idely as possible w ith stakeholders and interested parties on the proposed development has been reflected in the consultation strategy proposed to date. A consultation team has been set up w ith representatives f rom CMI (CEO, COO, Heads of Development and Marketing) and Montagu Evans to plan and regularly review the progress of the consultation process.

The submission of the Proposal of Application Notice (on 11 March 2020) follow ed pre-application discussions w ith the City of Edinburgh Council. The design proposals w ere also presented to the Edinburgh Urban Design Panel on 29 January 2020.

The consultation, as originally planned, w ent beyond that w hich is required by the planning regulations in that a copy of the Proposal of Application Notice (PAN) w as submitted to all Edinburgh Ward Councillors and all Community Councils. The PAN w as also circulated to the Edinburgh City Centre Neighbourhood Partnership. A variety of stakeholders w ere made aw are of the PAN submission – detailed in Table 1 in the Appendix.

It w as the intention that formal public consultation events, in the form of public exhibitions, w ould be held w ithin the Filmhouse on Sunday 29 March 2020, Wednesday 1 April 2020 and Tuesday 28 April 2020. As per the regulations the PAN submission and public consultation events w ere advertised in the Edinburgh Evening New s on 18 March 2020. The project team also offered to meet and present to the Tollcross Community Council on the proposals, given that the site is w ithin their boundary.

COVID-19 UPDATE The COVID-19 emergency means it is not currently possible to hold public meetings w ithout unacceptably posing a significant risk to public health. The Scottish Government has now provided guidance on both the effect of the Tow n and Country Planning (Miscellaneous Temporary Modifications) (Coronavirus) (Scotland) Regulations 2020, w hich sets out legislation to temporarily suspend the requirement for a public event in relation to Pre-application Consultation (PAC), and on alternative online consultation.

Those w ho served a PAN including w ith details of the statutorily required public event, or other voluntary consultation steps that w ould now no longer be viable in light of the COVID 19 public health policy, do not need to serve a new PAN specifying alternative approaches. Those prospective applicants should instead conduct alternative means of online engagement.

The Filmhouse project w ould fall to be one such project.

We note that there is no statutorily specified alternative to a public event during the period of the COVID 19 outbreak but Scottish Ministers expect prospective applicants to propose ‘reasonable alternatives’ based on the information in this guidance.

The stated intention is to find alternative w ays to enable the exchange of view s that w ould otherw ise be achieved by face to face interaction. The follow ing is w hat the Scottish Government w ould expect to see as a minimum temporary substitute for a face to face public event:-

• Information hosted at a central, free, publicly accessible w eb location (the choice of additional platforms as routes into this location is for the applicant). This information must set out the pre-application consultation steps being undertaken, the location of information, how to engage and time limits, identify the location of the development site, present the proposal for the site, and be as user friendly as possible (“one-w ay” submission of view s).

• Live and interactive w eb-based consultation – for example, this could be at least one event of 2 – 3 hours duration w ith live question and answ er session and link to other online opportunities for the public to make comment, ask questions and receive responses (in case they prefer not to comment during live events). It is expected that any such time-limited online sessions w ould need to be scheduled to facilitate public participation (“tw o-way” process)

The follow ing suggestions are w ays in w hich prospective applicants could build on this minimum, depending on resources and capabilities of the parties involved:

• Have an online video presentation or hosted slideshow to help explain the proposals and support basic online content

• Provide FAQ’s and answ ers in addition to any individual responses

• Have additional telephone access opportunities for Q&A, particularly w ith those w ho do not have internet access in mind. Any such contact numbers and timing should be indicated in the new spaper notice and other aw areness raising measures. Calls should ideally be free but not more than local rate calls

• Where these parties are able and w illing to assist in raising aw areness of the consultation, send links to the online material to planning authorities and community councils and other community groups.

In respect of the Filmhouse pre-application consultation process, the w ork undertaken to date is very much in the spirit of the guidance, and the proposals in going forw ard seek to reflect the latest SG advice.

CONSULTATION TO DATE The follow ing approach demonstrates consultation measures already undertaken by CMI and their design team:-

PROJECT INFORMATION Online – Information about the proposed development including architectural draw ings, visualisations, a 7 minute fly-through video and a regularly updated list of Frequently Asked Questions is available online at w ww.filmhousecinema.com/future. Indications suggest that the w ebsite is being frequently accessed and comments generated by respondents.

LETTING PEOPLE KNOW ABOUT THE CONSULTA TION AND HOW TO GET INVOLVED Print – Flyers and posters informing people about the consultation and how they can get involved w ere on display ahead of the Covid-19 situation in the Filmhouse and also circulated to neighbouring shops and businesses, local schools and community centres by means of a general mailshot. Again the nature of the feedback received to date suggests that comments have been generated using print media.

Mailing Lists & Social Media – Filmhouse announced the consultation through its general emailing list (10,000 members), social media channels (115,000 members), and also in its monthly brochure (10,000 members). The approach has already given rise to a significant amount of comments.

Communicating with CMI Stakeholders – CMI engages w ith a broad range of stakeholders across its activities from those linked to their daily cinema and cafe bar operations in Edinburgh and Aberdeen, the annual Edinburgh International Film Festival, and their year round programme of events, hosted festivals and creative learning; through to their broader role promoting a vibrant Scottish film sector and their impact on the social, economic and cultural environments in w hich they operate. A plan w as developed to try to ensure all existing and potential stakeholders w ere reached in the most appropriate w ay. Primarily this involved sharing information through contact lists, social media and press releases. In some cases this w as follow ed up w ith 1:1 or group meetings.

Local Community Councils / Councillors – As w ell as requesting a meeting w ith our local Community Council in Tollcross, w e sent information on PAN submission and w here to find the presentational material direct to all Community Councils / Councillors in Edinburgh. Tollcross Community Council have set out their desire to

encourage commentators to use the Filmhouse online resource to submit comments. A virtual meeting has been suggested to the Community Council.

Press – A press release w as issued to coincide w ith the submission of the PAN notice. A subsequent press release w as issued directing people online for information w hen the processes had to change because of Covid- 19. In addition multiple comment pieces are being gathered to place across media in the final month of the consultation phase. The PAN notice and consultation phased have been w idely reported on in mainstream and industry media.

ONLINE CONSULTATION SURVEY From the consultation going live (i.e. 11 March 2020) there have been over 400 responses collected so far, w ith new comments coming in each w eek. The consultation team are review ing this information regularly providing further information, answ ering queries and updating the FAQs online as required. Again the platform has proven to be a popular w ay of responding to the development proposals.

Filmhouse has also experienced considerable interaction w ith the plans through its social media platforms, reaching an estimated 50, 000 follow ers across its Facebook, Tw itter and Instagram audiences.

To build on the success of the online engagement undertaken to date, and to help address the postponement of public events and meetings, Filmhouse has already begun to develop a series of new video presentation and digital content that w ill be put on its w ebsite to support and encourage greater understanding and engagement w ith the plans. The information w ill be presented on social media platforms to ensure additional profile.

EVENTS & MEETINGS Staff Events – CMI’s staff w ere kept informed of development plans, w ith a series of special presentation / training events taking place prior to launching the public consultation.

Filmhouse Members Events – Filmhouse has over 5.5K members. Whilst tw o scheduled events (Presentation & Q&A format) had to be postponed due to the social distancing measures, Filmhouse has made sure to keep its Members informed through a dedicated mailing list and w eekly updates (as per their mailing preferences).

Programme Partners Events – Filmhouse has over 27 programming partners, w hich includes other film festivals and cultural events partners. The scheduled meeting on March 25th w as unable to proceed due to social distancing how ever once further presentation materials are ready, Filmhouse w ill contact each partner individually to offer a personal opportunity for further discussion or a virtual meeting.

Meetings & Focus Groups – Filmhouse actively engages w ith a range of audiences, customers, partners, and interest groups including education partners, local and national cultural organisations, funders, film industry contacts, Young Programmer and Senior Selections volunteers, and organisations and netw orks representing special interests.

In addition to reaching out through our mailing lists and social media activity, Filmhouse has identified 294 stakeholders (not including public officials) that it w ishes to ensure are personally invited to take part in the consultation and are provided w ith opportunities for 1:1 engagement w ith the Consultation team or to take part in group meetings as appropriate. Many of these contacts represent w ider netw orks, memberships and audiences helping further maximising the reach of the consultation. A number of these contacts w ere updated around the launch of the consultation or via virtual meetings once the lock dow n began (for example the first of tw o planned virtual meetings w ith the Cockburn Association has taken place) and Filmhouse w ill continue to ensure all have been contacted over the course of the consultation.

PLANNED CONSULTATION As w ell as continuing to use the successful approach detailed above, the follow ing approach narrates the consultation measures w hich are planned by CMI and their design team in light of the new guidance.

LIVE CONSULTA TION EVENT In order to provide a ‘reasonable alternative’ to the public consultation event w e are holding a number of virtual Zoom meetings follow ing a ‘Question Time’ format w here interested parties are asked to submit questions or comments prior to a ‘w eb event’ w hich w ould be discussed individually or grouped in to issues for discussion at the event. Questions could how ever be submitted to the host during the course of the event.

We note that this w ould be acceptable in the context of the guidance (20 (6) so long as parties are afforded at least 7 days in advance to make any questions). This format w ill be supported by the Video Presentations that w ould be online at the time the events are announced, allow ing individuals to have a more informed understanding of the plans and context w hen preparing their questions.

Virtual public events w ill take place on Wednesday 24 June 2020 at 1pm and 7pm, and Thursday 25 June 2020 at 10am and 4pm.

The virtual events w ill take place using Zoom. We have kindly asked interested parties to register their interest to attend alongside any questions at the [email protected]. Equally access can be gained via the w ebsite or Filmhouse social channels at the above times should they w ish to join on the day.

The consultation period, and the final date in w hich to submit comments is by no later than 12 July 2020.

NEW PAN ADVERT Given the placing of the PAN advert prior to lockdow n, a new PAN advert w ill be placed in the Edinburgh Evening New s. This w ill include the requirements of the new guidance, but notably:-

 Details of how parties can access the information or make comments, and that access online w ill be provided.  Updating all those w ho received a copy of the PAN originally.

SUMMARY In respect of the Filmhouse pre-application consultation process, the w ork undertaken to date is very much in the spirit of the guidance, and the proposals in going forw ard seek to reflect the latest SG advice. The consultation, as evidenced through the survey responses and online social media activity, is already w orking w ell and meets much of w hat is expected w ithin the guidance.

In terms of the new requirements for a ‘live, interactive’ session as a ‘reasonable alternative’ to a public event, CMI are now hosting several online Zoom events.

APPENDIX 1

Table 1: Planning Parties Notified of the PAN Submission

MP / MSPs Edinburgh North and Leith MP (SNP) Edinburgh West MP Christine Jardine (LIBDEM) Edinburgh East MP (SNP) Edinburgh South West MP Joanna Cherry (SNP) Edinburgh South MP Ian Murray (LAB)

Edinburgh Central MSP (CON) Edinburgh Eastern MSP Ash Denham (SNP) Edinburgh Northern and Leith MSP Ben Macpherson (SNP) Edinburgh Pentlands MSP Gordon MacDonald (SNP) Edinburgh Southern MSP Daniel Johnson (LAB) Edinburgh Western MSP Alex Cole-Hamilton (LIBDEM) Edinburgh Ward Councillors Almond Councillor Graham Hutchison Councillor Kevin Lang Councillor Norman Work Councillor Louise Young City Centre Councillor Karen Doran Councillor Claire Miller Councillor Joanna Mow at Councillor Alasdair Rankin Colinton / Fairmilehead Councillor Scott Arthur Councillor Phil Doggart Councillor Jason Rust Corstorphine / Murrayfield Councillor Scott Douglas Councillor Gillian Gloyer Councillor Frank Ross (Lord Provost) Craigentinny / Duddingston Councillor Ian Campbell Councillor Joan Griffiths Councillor John McLellan Councillor Alex Staniforth Drum Brae / Gyle Councillor Robert Aldridge Councillor Claire Bridgman Councillor Mark Brow n Forth Councillor Eleanor Bird Councillor Jim Campbell Councillor Cammy Day Councillor George Gordon Fountainbridge / Craiglockhart Councillor Gavin Corbett Councillor Andrew Johnston Councillor David Key Inverleith Councillor Gavin Barrie Councillor Max Mitchell Councillor Hal Osler Councillor Iain Whyte Leith Councillor Chas Booth Councillor Adam McVey Councillor Gordon Munro Leith Walk Councillor Amy McNeese-Mechan Councillor Rob Munn Councillor Susan Rae Councillor Lew is Ritchie Liberton / Gilmerton Councillor Lezley Marion Cameron Councillor Derek How ie Councillor Lesley Macinnes

Councillor Stephanie Smith Morningside Councillor Nick Cook Councillor Melanie Main Councillor Neil Ross Councillor Mandy Watt Pentland Hills Councillor Graeme Bruce Councillor Neil Gardiner Councillor Ricky Henderson Councillor Susan Webber Portobello / Craigmillar Councillor Kate Campbell Councillor Mary Campbell Councillor Maureen Child Councillor Callum Laidlaw Sighthill / Councillor Denis Dixon Councillor Catherine Fullerton Councillor Ashley Graczyk Councillor Donald Wilson Southside / New ington Councillor Steve Burgess Councillor Alison Dickie Councillor Ian Perry Councillor Cameron Rose Edinburgh Community Balerno Community Council [email protected] Councils Colinton Community Council [email protected] Corstorphine [email protected] Craigentinny / Meadow bank craigentinnymeadow [email protected] Craigleith / Blackhall [email protected] Craiglockhart [email protected] Craigmillar [email protected] Cramond & Barnton [email protected] Currie [email protected] Drum Brae [email protected]; drumbraecommunitycouncil@y mail.com Drylaw / Telford [email protected] Fairmilehead [email protected] Firrhill [email protected] Gilmerton/Inch Community [email protected] Council Gorgie / Dalry gorgiedalrycommunitycounc [email protected] Grange / Prestonfield [email protected] Granton and District [email protected] Hutchison / Chesser [email protected]; [email protected] Juniper Green [email protected] Kirkliston [email protected] Leith / Harbour and New haven [email protected] Leith Central [email protected] Leith Links [email protected] Liberton and District [email protected] Longstone [email protected] Marchmont and Sciennes [email protected] Merchiston [email protected] Morningside [email protected] Muirhouse Salvesen [email protected] Murrayfield [email protected]

New Tow n / Broughton [email protected] Northfield & Willow brae secretary@northfieldandw illow brae.org.uk Old Tow n [email protected] Portobello [email protected] Queensferry and district [email protected] Ratho & District [email protected] Sighthill / Broomhouse and [email protected] Parkhead Southside Community Council [email protected] Stenhouse, Saughton Mains [email protected] and Whitson Stockbridge / Inverleith [email protected] Tollcross andrew [email protected] Trinity [email protected] West End planning@edinburghw estendcc.org.uk West Pilton / West Granton w pw [email protected] Edinburgh Neighbourhood City Centre Neighbourhood Andrew [email protected] Partnership Partnership