Overarching Community Communications Strategy
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Overarching Community Communications Strategy PROJECT City & Southwest DATE 21 January 2019 GROUP Project Communications STATUS DRAFT AUTHOR Rebecca Raap REVISION 6 COMPANY Sydney Metro FILE NUMBER SM-17-00083972 FILE NAME Overarching Community Communications Strategy Rev Rev Date Status Brief reason for update Name/ Author/ Signature Position/ Reviewer/ Company Approver 0.1 7/11/12 Draft Review Danielle Reviewer Smalley 0.2 9/11/12 Draft Incorporating Danielle Smalley comments Rebecca Author Raap 0.3 19/11/12 Draft Incorporating Peer Review comments Rebecca Author Raap 1.0 21/11/12 Final Approved for distribution to DoPI and contractors Danielle Approver Smalley 1.1 27/11/12 Final Changes to Table 6, 23 and 32 to align with TSC SWTC and SCL-05 name change. Rebecca Author Raap 1.2 28/11/12 Final Updates to Table 23 to align with TSC, removed SCL-02 from title Rebecca Author Raap 1.3 19/12/12 Final Updates to Table 3 and section 8 – postal address details added and requirement to Rebecca Author forward copies of materials to the Environmental Representative (ER). Raap ER also invited to Communication Management Groups meetings. Update project objectives 1.4 8/3/13 Final Update to report name – SCL-02 replaces SCL-02 Rebecca Author Removed Appendix B - ‘Stakeholder and Community Liaison Strategy’. The original Raap intention was to include the Sydney Metro Project Communications team’s overall strategy however the document is not relevant to contractors and is not required to address the Minister’s Conditions of Approval. 1.4 8/3/13 Final Approved for distribution to DoPI and contractors Danielle Approver Smalley 2.0 19/7/13 Draft References to SCR changed to SCL ‘Stakeholder and Community Liaison Rebecca Author 1.2 – Timeline updated Raap 1.4 – Colum added to Table 1 2.2 – New section 4.2 – Updates to Sydney Metro position titles 6 - Updates to wording to make consistent TSC, SVC and OTS contractual requirements Table 3 – ‘Stakeholder email updates’ changed to ‘Project Milestone/Newsletter Email’ and explanation updated. 7 – Updates to Sydney Metro position titles 8.13 – Split into two to separate responsibilities for phone calls and emails. 9 – Task completed dates added 10 .1 – Deleted Appendix B - Deleted 2.0 19/7/13 Final Approved for distribution to DoPI and contractors Danielle Approver Smalley 3.0 30/1/14 No changes required Rebecca Author Raap 4.0 02/03/15 Draft 1.4 – Condition E26 added to CoA requirements Rebecca Author 4.2 and 7.1.2 Roles updated for S&CL team embers Smith 6.0 table 4 Update to CIC hours 8.3 table 7 Updates to responsibility for Stakeholder Plans 8.13 table 17 Updates to responsibility for written correspondence 8.15 table 19 Updates to responsibility for community complaints 8.29 table 33 Updates to responsibility for community and business forums 4.0 24/04/15 Final Approved for distribution to DoPI and contractors Danielle Approver Smalley 4.1 5/9/16 Draft Updated to reflect new Sydney Metro organisational structure; new program name; Rebecca Author new project communications teams; department/team and role names. Raap 5.0 5/9/16 Final Approved for distribution to contractors and Department of Planning and Environment Danielle Approver Smalley 5.1 20/2/17 Draft Updated team structure and position titles (and associated acronyms) Rebecca Author Updated terminology for the Secretary (DPE) and Community Complaints Raap Commissioner 5.1 22/2/17 Final Approved for distribution to contractors and Department of Planning and Environment Anne Purcell Approver 5.2 15/3/17 Draft Updated to reflect ER comments and compliance with Planning Approval for C&SW Rebecca Author Fig 1 deleted reference to the internal ‘Project Comms Plan’ to avoid confusion Raap 2.1 – Addition of ER to review Table 16 – update to include role of ER, AA and CCC Table 34 – update to timing for submission of OCCS to DPE 10 – Deleted – Repetitive text App A – Addition of endorsement letter c 15/3/17 Final Approved for distribution to contractors and Department of Planning and Environment Anne Purcell Approver 5.3 12/4/17 Draft Changes made to respond to DPE comments Rebecca Author Raap 5.3 12/4/17 Final Approved for distribution to contractors and Department of Planning and Environment Anne Purcell Approver 5.4 21/9/17 Draft 3.4, 4.2, 8.18 - Removal of reference to ‘Federal Government’ stakeholders Rebecca Author Update position title for the Director, Communications (C&SW) formerly Principal Raap Manager, Project Communications (C&SW) 5.4 21/9/17 Final Approved for distribution to contractors and Department of Planning and Environment Anne Purcell Approver 6.0 6/12/18 Draft Updated logo and document name Rebecca Author General changes to make the plan specific to Sydney Metro (now it is an entity) and Raap C&SW and to include references to the S2B Planning Approval requirements Addition of section 2.2.1 to cover the Small Business Owners Support Program Addition of section 3.4 to provide more detail on working with CALD & vulnerable communities Addition of 4.3 to provide more information on the S2B demographic Update to section 5.2 key issues and mitigation measures Updates to section 6 to include further CALD considerations Additions to section 8.1 and 8.3 to cover homeless stakeholders Addition of section 10 to cover low impact activities 6.0 21/1/19 Final Approved for distribution to contractors and Department of Planning and Environment Anita Brown Approver Review Requirements This document should be reviewed and reissued annually, or as required. Review due 30 July 2013 Actual Review Date: 19 July 2013 Review due 30 January 2014 Actual Review Date: 30 January 2014 Review due 30 January 2015 Actual Review Date: 24 April 2015 Review due 30 July 2016 Actual Review Date: 5 September 2016 Additional review: 22 February 2017 Additional review: 15 March 2017 Review due 30 July 2017 Actual Review Date: 21 September 2017 Review due 30 July 2018 Actual Review Date: 6 December 2018 Review due 30 July 2019 Actual Review Date: Review due 30 July 2020 Actual Review Date: Review due 30 July 2021 Actual Review Date: Review due 30 July 2022 Actual Review Date: Review due 30 July 2023 Actual Review Date: Review due 30 July 2024* Actual Review Date: *As per the planning approval, this plan will be implemented for a minimum of 12 months following the completion of construction. Contents 1 About this plan 7 1.2 Outline 7 1.3 Conditions of Approval 8 2 Accountabilities 11 2.1 Reviewing this plan 11 2.2 Relationship to other plans 11 3 Our approach 12 3.1 Sydney Metro approach 12 3.2 Program objectives 12 3.3 Our relationships 13 3.4 Working with Culturally and Linguistically Diverse and Vulnerable Communities 13 4 Stakeholder identification 14 4.1 Definition 14 4.2 Sydney Metro C&SW stakeholders 14 4.3 Sydenham to Bankstown overview 15 5 Known issues 17 5.1 Understanding the issues 17 5.2 Key issues and mitigation measures 17 5.3 Managing the impacts and issues 20 6 Communication tools 21 7 Structure 28 7.1 Organisational chart 28 7.2 Sydney Metro team key accountabilities and deliverables 28 7.3 Contractor delivery communication teams 29 8 Responsibilities 31 8.1 Stakeholder liaison 31 8.2 Stakeholder database 32 8.3 Community Communication Strategies 33 8.4 Communications Management Control Group 34 8.5 Meetings with stakeholders and the community 35 8.6 Notifications 36 8.7 Advertisements 38 8.8 Newsletters 39 8.9 Milestone/Newsletter Email 40 8.10 Marketing and promotional opportunities 40 8.11 Stakeholder presentations and forums 41 5 8.12 Community email/written correspondence 42 8.13 Community phone enquiries 43 8.14 Community complaints 44 8.15 Community information sessions 46 8.16 Branding and logos 47 8.17 Issues and Media management 47 8.18 Government relations 49 8.19 Strategic Partnerships 50 8.20 Crisis or incident communications 51 8.21 Construction site access 52 8.22 Photography and video recordings 53 8.23 Animations 54 8.24 Website 54 8.25 Social media 55 8.26 School engagement program 56 8.27 Site inductions and training 56 8.28 Community information centre and mobile displays 57 8.29 Community and business-based forums 58 8.30 Site signage and hoarding banners 59 8.31 Fact sheets 60 9 Sydney Metro overarching implementation plan 61 10 Low impact activities implementation plan 65 10.1 Purpose 65 10.2 Relationship to other plans 65 10.3 Low impact activities 65 10.4 Stakeholder identification 66 10.5 Monitoring and reporting 66 10.6 Communication implementation plan 67 Appendix A Example Pre-Construction Minor Works Approval Form 69 Appendix B Chatswood to Sydenham Sensitive Receivers 72 Appendix C Sydenham to Bankstown Sensitive Receivers 79 Appendix D Environmental Representative endorsement letter 88 Appendix E Secretary Approval letter 89 6 1 About this plan This Overarching Community Communication Strategy (OCCS) has been prepared to guide the Sydney Metro City & Southwest (C&SW) approach to stakeholder and community liaison during all works and to address the requirements of each projects planning approval, namely SSI 15_7400 Chatswood to Sydenham and SSI 17_8256 Sydenham to Bankstown. The OCCS will be implemented throughout all work activities of Sydney Metro C&SW and 12 months following the completion of construction. Sydney Metro is responsible for coordinating the construction of Sydney Metro C&SW. The Project Communication team is responsible for implementing this strategy across each contractor team to ensure a coordinated approach to stakeholder and community liaison across the entire program of work.