Agenda item

To receive an update on the Communications Strategy for the Interim Bus Station Arrangements from the Communications Team.  

Rob Sims presented the detail of the Communication Strategy for the Interim Bus Station arrangements. (A copy of which is attached to the minutes) 

He circulated a copy of the Communications Strategy and set out the

·         aims and objectives

·         strategy

·         communication channels and

·         timetable  

The Strategy would help to ensure that people were aware of the timescale and arrangements for the temporary bus arrangements ahead of, and during the closure of Exeter Bus Station, which would take place at the end of March 2017, and that Exeter was seen as being open for business during this period.

Work in respect of communicating the detail of interim arrangements was progressing well and to the agreed timetable. The City Council’s Communications team continued to work with Stagecoach, the Bus Users Group, a range of passenger groups and stakeholders to ensure that the information reached those who used the Bus Station and highlight the changes to an audience on a Devon wide scale.

The team would use a number of ways to inform people including:-

·         social media, and a series of short videos will be produced which had the potential to be shared with many people and boosted on Facebook and Twitter to spread the message to a wide range of people.

·         media releases would continue to be made at regular opportunities and direct contact made with the Express & Echo, radio and also trade press. 

·         the Exeter Citizen was due to be published on 20 November and would contain all the detail of the interim arrangement.

·         weekly email bulletins were already sent to over 8,130 subscribers of the Council’s GovDelivery service.

·         a letter drop will be made to all businesses and residents in the affected area of Sidwell Street and to businesses in Southernhay.

·         a leaflet will also be produced for passengers in conjunction with Stagecoach, and include a map and full details, including a colour coded key to the temporary bus stands.  The leaflets will also be distributed at prominent locations in the city including the Bus Station, the Civic Centre, train stations, the RD&E Hospital and available in the public areas of larger retailers such as John Lewis and Marks and Spencer.

·         larger employers and business groups such as the Exeter Chamber of Commerce will also be targeted to spread the information, and 

·         businesses and stakeholders will receive a face to face visit from the communications team, as well as have a dedicated contact.

A series of engagement days at the Bus Station have been planned in January and also between February and March, as part of an intensive eight week media campaign of awareness.  It was important to ensure that the message about the arrangements were clear, particularly when there was a time lapse between the placement of the bus shelters and the temporary stops actually becoming operational. 

A Member congratulated the Communications team on an excellent piece of work so far and was pleased that every effort had been made to ensure the right information would be available for the public and local businesses.  Rob Sims responded to the Member’s question and confirmed that he had met with representatives of Stagecoach and they had been fully engaged in all of the arrangements. He had also briefed senior Princesshay staff and the city centre’s Business Improvement District representatives.

The Chair referred to the opportunity for the public to ask questions or attend the meeting and he was delighted to advise that he had received a number of questions by email from Keith Lewis of the Exeter Civic Society.  He had been unable to attend a recent Accessibility Group meeting, but had sent in some questions, and it was felt appropriate to answer these at the Programme Board.  

 Questions received from Keith Lewis: - (Responses in italics below)

1)     You will know that my main concern are adequate protected width within the bus station concourse for non-bus-users to pass through the bus station, and to enable this, that queue management processes are put in place to discourage bus – users blocking the route. R - James Halse confirmed that a further meeting with the project’s engineers, ARUP, had been arranged to discuss the final layout for the concourse and the provision of a segregated area to help passenger queue management.

2)    There is a pedestrian priority across all of the neighbouring streets to allow people to move from transport modes and to access the bus station.  Can it be established who will be responsible for this – Exeter City Council, Devon County Council Crown Estates  R - James Halse confirmed that the off-site works would be overseen by Crown Estates.

3)     It also became apparent that at the end of the last Programme Board meeting, that with Crown Estates’ development likely to complete well after the new Bus Station, that the main access to the Bus Station for most passengers will be via Sidwell Street.  What will Exeter City Council, Devon County Council and Crown Estates do to improve the upper part of Cheeke Street pavements and to install appropriate signage when the Bus Station opens for business? R - James Halse confirmed that the necessary signage would be in place.

It was also noted that the minutes of the Leisure Complex and Bus Station Programme Board were available on the City Council’s web site. 

The Chair also referred to an email received from Bob Crawley from the Bus Users Group over access to the Bus Station.  It was noted that Howard Smith (Planning Officer) had replied directly to him and included detail on the cycle routes to deter any such route through the Bus Station.

Members approved the Communications Strategy.