Programme and funding manual - Appendices

Background

It is essential that Land Transport NZ develops new policies and/or reviews or enhances existing policies in response to new legislative/ministerial requirements, requests from customers, and changes in technology, the economy and transport policies. To achieve this Land Transport NZ needs to involve those organisations that are directly affected – namely approved organisations.

Scope

Land Transport NZ will follow the process outlined in this appendix for the development of all substantive new or reviewed policy. This does not include clarification of an existing policy, or the issue of information by Land Transport NZ.

Process

The process would normally comprise the following steps:

1. Development of the consultative framework – this covers what types of consultative mechanisms will be used.
2. Communication and publicity – this discusses how all interested parties will be advised of progress with the consultation.
3. Implementation of the policy – this outlines the decision-making and training phase.
4. Link with land transport programme agreements – this shows how any policy variations can be incorporated into the agreements between Land Transport NZ and Approved organisations.
5. Review of the process – this sets out the review phase of the policy consultation and communication process.

Section 1: Development of the consultative framework

Land Transport NZ 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 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 Transit NZ and LGNZ, and council or regional land transport committee meetings).
• Working group/industry group – used where the technical input of approved organisations 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). Transit NZ will be sent a copy of any draft policy that could impact on state highways.
• 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 time frame (eg, LTP 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 need to 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 industry members may also be involved in the construction process such as through representation on working groups or direct meetings and correspondence.

Section 2: Communication and publicity

Land Transport NZ will include reference to the particular policy review, consultation process and timing in the next publication of Land Transport News.

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, and the Transit NZ Board, as applicable) are kept informed (where LGNZ has nominated representatives it will facilitate this communication). Members are to keep Land Transport NZ informed as to what mechanisms are being used to keep other Approved organisations informed and obtain any feedback on issues.

Land Transport NZ will keep all approved organisations informed as to progress with the policy development via letters to nominated LTP agreement representatives or newsletters and provide additional updates upon request.

All approved organisations will receive direct feedback from Land Transport NZ 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.

Land Transport NZ 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.

Section 3: Implementation of the policy

All approved organisations will be advised of the Land Transport NZ 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 Land Transport NZ Board, all policies will be placed in Land Transport NZ 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.

Land Transport NZ will provide training on the final policy on a needs basis.

Section 4: Link with LTP agreements

Policy variations will, where appropriate, be finalised prior to the distribution of any new LTP agreement (this is likely to be in May/June each year).

If policy variations are to occur part way through an agreement term, the consultative process developed above will, after discussions with Transit New Zealand and LGNZ, 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.

Land Transport NZ will advise all approved organisations by letter if the agreements need to be varied.

Section 5: 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.