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10StPetersClose DCheapiur,tyPuInbnliacGAaccrdoiunnetrsCommittee Cassington,Witney
ScrutinyOffice,StatesGreffe OxonOX294DS MorierHouse,
St.Helier,
JERSEY Telephone JE11DD +44(0)1865880466
16th November2021
Dear Deputy Gardiner , Re:PACReviewofCitizensPanels,AssembliesandJuries
Thank you for your letter to Nigel Appleton of 4th November setting out a series of questionsonbehalfofthePublicAccountsCommittee.
InmyroleandManagingDirectorofContactConsulting(Oxford)Ltd,Ihaveoverseenthe work relating to the facilitation of the Jersey Care Inquiry Citizen s Panel and am the contractholder.
WorkingwithourassociatePeterBryant,wehavedevelopedtheattachedresponsetothe questions you posed. Additional documents have also been appended to the email containingthisresponsedocument.Thesearecontrac tualdocuments,orcopiesofour initialproposalsforthiswork.Assuchtheycontaincommerciallyconfidentialinformation relatingtoourprofessionalfees.WewouldbegratefulifthePACwereagreeabletonot makethespecificdetailrelatingtodayratesandchargespublicasthismayprovidea commercialadvantagetoothersimilarorganisationswhenrespondingtoexpressionsof interestforsimilarwork.
Wehopethatourresponses willbehelpfultothePACintheirwork. Ifyouoryourofficershaveanyqueries,dopleasecontactme. Yourssincerely ,
SteveAppleton ManagingDirector ContactConsulting (Oxford)Ltd
- HowdidyouworkwiththeIndependentFacilitatorPeterBryanttodelivertheCare InquiryCitizen'sPanel?Whatinvolvementdid theGovernmentofJerseyhavein shapingthiscollaboration?
PeterBryantisanassociateconsultantwithContactConsulting.Thecontractfordelivery ofthecitizenspanelwasheldbyContactConsultingOxford)Ltd.TheManagingDirectorof ContactConsultingwasthecontractholderandwasresponsibleforoversightofthe projectdeliveryandqualityassurance.
TheGovernmentofJerseyputtogethertheoriginaltenderforthecontract.Thisclearly specifiedtherequirementsoftheprocessandhowitshouldbestructured.Throughout thecontract,GovernmentofJerseystaffmetregularlywithPeterBryantasthelead facilitatorandSteveAppletontoshapetheprocess.Thepresenceofgovernmentofficials enabledtheprocesstobeshapedinaccordancewiththeparticularneedsofgovernment policy-makingrequirementswithinthisuniquecontextinJerseyandthepresenceofPeter asanexpertinprocessesofdeliberativedemocracyenabledustodrawoninternational goodpracticeindeliberativecommunity engagementtodesignasuitableprocess.
Theprocessdesignandimplementationwasfurthershapedandmonitored,inkeeping withbestpractice,byanoversightgroupmadeupof key stakeholders:fromgovernment department thesewere :StrategicPolicy,P lanningandPerformance:Tom Walker ,Andrew Heaven,MichelleMoffatandTraceyIngle.The solicitoractingonbehalfofsurvivorsin Jersey:AlanCollins.From ContactConsultingSteveAppleton,PeterBryantandClaire Mason.Thispanelmetonaverageeverytwomonths.
a. Whatprocessesdidyouhavetoundertaketobeawardedthecontractto facilitatetheCitizens'Panel?
ContactConsultingrespondedtoarequestforExpressionsofInterest viaanopentender processontheJerseyPortal bytheStrategicP olicy,PlanningandPerformance DepartmentoftheGovernmentofJersey.
Thebriefdescribedthenatureandscopeofthework,theexperiencerequiredandthe likelytimescale.Italsosetouthowtheworkwasexpectedtobeundertakenintermsof good practicerelatingtotheuseofCitizens'Panels.
ContactConsultingprovidedawrittenExpressionofInterest inJanuary2018.This documentincludeddetailsofourexperienceandknowledgeinthisfield,howwe proposedtoconductthework,costingsand professionalbiographies.
ItisourunderstandingtheExpressionsofInterestwereassessedbySPPP.Contact Consultingwasappointedfollowingthatassessment.
- DidyousignaServiceLevelAgreementwiththeGovernmentofJerseypriorto undertaking yourworkontheCitizens'Panel?Ifso,maythePACbeprovidedin confidencewithacopyoftheAgreement?
ContactConsultingsignedaConsultancyAgreementcontractwiththeGovernmentof Jerseyforthiswork. Thecontracthasbeenamendedandextendedsincefirstissue.The mostrecentversion,coveringathirdphaseoftheworkhasbeensuppliedbyemailtothe PAC.
- HowdidyouworkwiththeGovernmentofJerseytounderstandhowtheCitizens' Panelwouldwork?
- WhatresponsibilitydidyouhaveinadministeringtheCitizens'Panel?How wasthisworkdividedbetweenyourselvesandtheGovernmentofJersey?
ThefollowingresponsibilitieswereledbyContactConsulting:
• recruitmentofandliaisonwithcitizenspanelmembers,
• identificationofextern alexperts'topresentinformationtothepanel,
• designandfacilitationofcitizenspanelsessions(inconjunctionwithgovernment ofJerseypersonnel)andproductionofrelevantresources,
• liaisonwithGovernmentofJerseypersonnelandotherstakeholderssupportof oversightgroupandattendanceatoversightgroupmeetingsandregularreport writingandbriefings
ThefollowingresponsibilitieswereledbythegovernmentofJersey:
• closeliaisonwithgovernmentofJerseydepartments,personnelandm inisters,and whereappropriateotherlocalstakeholders,
• locallogistics,
• budgetmanagement,
• co-designofpanelsessions(inconjunctionwithContactConsulting),
• organisationofandattendance atoversightgroupmeetings
• monitoringprojectprogress.
- HowwouldyoudescribeyourpartnershipwiththeGovernmentofJersey? Howdiditworkandwhatworkedwell?ThePACwouldbegratefulifyoucould providespecificexamples.
ThiswasasuccessfulpartnershipwiththeGovernmentofJersey.Itworkedwell dueto theconscientiousworkofgovernmentofficers, inparticularMichelleMoffatandAndrew Heaven.
Theyregularlydemonstratedanabilitytoworkinasensitive,traumainformedfashion thatrespondedtotheuniqueneedsofthesurvivorswhomadeupthemembershipofthe panel.Theyrecognisedthesensitivityofthisworkaswellasthechallengesandvalueof workinginconjunctionwithsurvivorstoachievetheaimoftheprocessinenablinga deliberativeprocesstohelpanswerthequestionHow canthepeopleofJerseybest rememberthepastabuseofchildrenwhileintheIsland'scaresystem?'
- Whatinfluencedidyouhaveonselectingtheparticipants,expertsand stakeholderswhopresentedatmeetingsoftheCitizens'Panel?
Allthesedecisionsweremadejointlybetween PeterBryantasleadfacilitator, governmentpersonnel(primarilyAndrewHeavenandMichelleMoffat)andtheoversight group previouslydescribedinquestionthree.
- Couldyouprovideabreakdownofthemembershipprocessincludingthe criteriabywhichmemberswereselected(i.e.age,gender,professionalstatus)
TheCitizensPanelwasauniquedeliberativeprojectdesigneddrawingontheprinciples underpinningprocessessuchasCitizensJuriesandAssembliesbutappliedtotheunique contextofanextremelysensitiveissueandahighlychargedpoliticalsituationatthesame timeasgrapplingwithcomplexissuesofanonymityanddistrust.Thebringingtogetherof adiversegroupofpeople,whoareoftencalledamini-public'todeliberateoveralong periodoftime,sharingopinions,ideasandexperiencesandchallengingeachotherbefore anattemptismadetoreachconsensusandtowriteasetofrecommendations.Adiverse groupofpeopleisimportanthowever,inthiscaseitwasessentialtoensurethatpeople whohadthemselvesexperiencedharmandabuseaschildreninJersey'scaresystem (survivors),formedthemajorityofthoseinvitedtotakepartintheprocess. Thefollowingeffortsweremadetorecruitthemembershipofthepanel:
- MembersoftheJerseyCareLeaversAssociationandotherchannelswereusedto reachsurvivorsincludingAlanCollinsthesolicitorwhorepresentedtheJersey CareLeaversAssociationattheIndependentJerseyCareInquiry.
- arecruitmentdriveconsistingof500lettersinvitingmembersofthepublicto applytojointheCitizensPanelrandomlydeliveredtoaddresses(weightedbythe numberofhomesineachParish)acrosstheIslandbyJerseyPost.
- Inthesecondphaseofrecruitmentanewsreleasewasissued,and advertisementsplacedintheJerseyEveningPostinvitingsurvivorstoapplyto
jointhe CitizensPanel.TheDirectorofChildren'sPolicyandtheleadfacilitator wereinterviewedabouttheCitizensPanelprojectbylocalTV andradiochannels. Anewpagewascreatedonthegov.jewebsitetoprovidepotentialapplicants withmoreinformation.
Applicantswhowereunabletoattendallsessionsandthosefromoverrepresentedage groupsweretakenfromthelonglisttogivea shortlistof19peoplewhowereinvitedto thefirstsession.Themaingroupof 14peopleincludedsevenmalesandseven females andhadrepresentationfromallthefollowing agegroups: 16to19year -olds,20to35 year-olds,36to45year -olds,46to6 0year -olds,peopleolderthan60.
- HowfrequentlydidyoumeetwithofficersfromtheGovernmentofJerseytoupdate themontheprogressofthisprojectandunderstandhowgoalsarebeingmet?What targets,goalsorothermetricswereusedbytheGovernmentofJerseytoevaluate yourperformance?
Meetingswithgovernmentofficerswereregularbutdependentuponcertainkey milestoneswithintheprocess.Onaveragewemetfortnightly, withtheoversightgroup meetingonaverageeverytwomonths.Uponrequestregularreportsweresubmitted afterpanelsessions.
- WhatinfluencedidyouhaveinshapinganddevelopingthebudgetsfortheCitizens' Panel?
- Whatwastheproposedoriginalbudget/contract?
Thebudgetforthefirstphaseoftheworkwas£28,125.00withaproposed £4,000.00allowancefortravelandexpenses.
- Whatwasthefinalbudget? Thefinalbudgetforthefirstphasewasassetoutabove
- DidyouhavetorequestadditionalfundsfromtheGovernmentofJerseyto successfullyfacilitatetheC itizens'Panel?Ifso,why?Howwasthistrackedand recorded?
TheSPPPdeterminedthattheworkshouldbeextendedbeyondthetermsof theinitialcontractbothinrespectoffurtherdeliveryandtimescales.Thisled tothecontractbeingextendedinto asecond andthenthirdandfinalphase. SomeofthiswasrelatedtotheimpactofCovid-19,particularlyduring2020. Thetablebelowsetsoutthebudgetpositioninrelationtothecontract addendumforthefinalphaseoftheproject.
Phase3Addendum | Professional fees (upperlimit) | Expenses (upperlimit) | Total |
Valueofundelivered2020work undercontractCS20/09/123. | £8,475.00 | £7,315.04 | £15,790.04 |
2021addendum | £28,725.00 | £1,275.00 | £30,000.00 |
Total | £37,200.00 | £8,590.04 | £45,790.04 |
- Pleaseprovide (inconfidenceifpreferred)anoverviewofhowInvolve.org spentthefundsprovidedbytheGovernmentofJerseytodelivertheCitizens' Panel?
ContactConsultingwasnotengagedinanyworkwithInvolveandisnotaware ofthedetailsofanycontractawardedtoInvolveorhowanyfundsallocatedto themwerespent.
- Howdidyouprovidefeedbackandidentifylessonslearnedtoimprovethe GovernmentofJersey'sengagementandunderstandingofthisareaofwork?
Throughregularmeetingswithgovernmentpersonnelaswellaswithministers(eg scrutinypanel)andthroughregularmeetingsoftheoversightpanel.
- Didyouundertakeanyexitinterviewsorsimilarfeedbackopportunitieswith theGovernmentofJerseyfollowingthecompletionoftheCitizens' Panelto identifyareasofimprovementfortheGovernment?
No suchmeetingshavetakenplace asthepanelhasnotyetfinisheditswork
- Howdidyoufacilitate,receiveandprocessfeedbackfromparticipants?(Please providesummary)
Itisoftenthecasewithprocessessuchasthisthatrelationshipsbetweenfacilitator/sand panel/jury/assemblymembersareattheheartoftheproject.Thisrelationshipmustbe basedaroundtheneedsofthecitizensthemselves.Notallpanelmembersare comfortablewith thewrittenwordandforsometherearelowlevelsofliteracy.Asa resultaformaltextbasedevaluationprocessisinappropriate.
Afterinvestingheavilyinbuildingrelationshipsoftrust(extremelydifficultwhen consideringtheissueunderconsid eration)regularfeedbackwasobtainedthrough conversations(sometimesface -to-face,sometimesonthephone/zoom).Thisfeedback thenfeddirectlyintoprocessdesignandwhereappropriate(duetoanonymity)tothe oversightpanel.
- WhatlessonsdidContactConsultinglearnfromfacilitatingtheCitizens'Panel?
ThreekeylessonsemergedforContactConsultingintheconductingofthiswork:
- Theimportanceoftraumainformedpracticewhenworkingwithsurvivors.
- Thechallengesofworkingwithpoliticianswhomaynotunderstandthevalue andstructureofadeliberativeprocessandhowsuchprocessescanfitwithand supportrepresentativedemocracy.
- Thechallengesofdesigningasafespaceforsurvivorsthatensuresanonymity (whererequested),supportsthementalhealthneedsofthosetakingpartand doesnotimpactnegativelyonpeople'swell-being.
- HowdidyouworkwithOfficerstoimprovetheirunderstandingofhowCitizens'Panels operate?Didyouprovidetrainingopportunitiestoassistthem?
Wedidnotprovidetrainingopportunitiesaswehavefoundinotherexperiencesthat oftenthesearenotwellattendedbyseniormanagementandpoliticians,insteadwe offeredlearningthro ughbriefings(e.g.CouncilofM inisters),publicity,reportsandthe workingoftheoversightgroup.
a. Howhaveyouhelpedtodevelopanunderstandingofgoodpracticeforthe GovernmentofJersey'sorganisationandoperationofCitizens'Panels?
b.
Asdescribedaboveinanswertoquestionseven.However,wewouldbeextremelyh appy to inputintoany proposed developmentofgoodpracticeforgovernmentprocessesin future.
c. Haveyou,orwillyouinthefutureworkwiththeGovernmentofJerseyon otherCitizens'Panels?
Possibly,dependinguponthecontext fortheproject.