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Devon County Council County Hall Topsham Road Exeter Devon EX2 4QD

Marsh Barton Rail Station

Stakeholder Management Plan

May 2014

PREPARED BY Name: Matt Barnes Position: Consultant Transport Planner Date: 13/05/2014 CHECKED BY Name: Matt Barnes Position: Transport Planning Officer Date: 13/05/2014 AGREED BY Name: N/A Position: N/A Date: N/A ACCEPTED BY Name: N/A Position: N/A Date: N/A

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Report Stage (draft, etc)

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Checked by Agreed By Issued to / Accepted

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Contents

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1.1 Introduction 4

1.2 Stakeholder Engagement Plan 6

1.3 Communications Plan 10

2 Roles and Responsibilities 14

2.1 Sponsor 14

2.2 Project Manager 14

2.3 Government & Corporate Affairs 14

3 Appendix A Stakeholder Analysis 15

4 Appendix B Key Project Contacts 17

5 Appendix C Communications Log and Commitments 19

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Governance of Railway Investment Projects

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1.1 Introduction

There have been proposals for a new station for a number of years to serve the Marsh Barton Industrial Estate, which has become a key proposal in both the Local Transport Plan and Local Development Framework. Following detailed development work the station secured a provisional funding allocation within the Local Transport Board programme in July 2013, and a Programme Entry Business Case is currently being submitted to confirm this. Planning approval, subject to Network Rail approval of amendments to the nearby footpath crossing, followed in March 2014. DCC is working with Network Rail to deliver the station through an Asset Protection arrangement, with Jacobs providing technical support to DCC, during 2016.

1.1.1 Project Description

Delivery of a new two platform railway station at Marsh Barton, located between Exeter St Thomas and Starcross on the main line from Exeter St Davids to Newton Abbot. The station will include two 124 metre platforms each with: waiting shelter, lighting, TVM, CCTV, CIS, disabled parking, secure cycle parking and level pedestrian access. The platforms will be connected by a footbridge with steps and ramps. Limited parking and drop off facilities will be provided. All local trains will eventually stop at the station. The approved, subject to Network Rail approval of amendments to the nearby footpath crossing, planning application layout plan is available at: http://www.devon.gov.uk/plandoc_4_4247.pdf

Programme: Milestone Baseline Actual

AIP approval Dec ‘13 Dec ’13

Planning approval Mar ‘14 Mar ‘14

OJEU notice Apr ‘14 May ‘14

Programme entry approval July ‘14

Invitation to tender Nov ‘14

APA signed Dec ‘14

Full Business Case approval Mar ‘15

D&C contract award Aug ‘15

Detailed Design approval Dec ’15

Site Mobilisation Dec ’15

Completion on site July ‘16

Station opens Sep ’16

Snagging complete Oct ’16

Submit H&S file to ORR Nov ’16

ORR safety signoff complete Dec ‘16

Dependencies: Contract award dependent on LTB funding approval APA cannot be signed until footpath amendments agreed. Regulated consents cannot be secured until timetable and footpath amendments agreed. GRIP5 dependent on completion of D+B procurement Construction duration will depend on the development of a suitable haul road.

http://www.devon.gov.uk/plandoc_4_4247.pdf


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Station opening dependent on successful timetable bid by TOC and ORR sign off Funding: £2,000,000 LTB £2,238,000 DCC Borrowing – to be recouped through Section 106 / CIL £95,000 DCC LTP –DCC expenditure on scheme design and procurement £4,333,000 Anticipated Final Cost (39% contingency)

Key Dates: Planning Approval – 5th March 2014 Funding Approval – 31st March 2015 Stage Gate 5 Review – Dec 2015 Project Completion – December 2016

Regulated consents cannot be secured until timetable is agreed. GRIP5 dependent on completion of D+B procurement Construction cannot commence until land transfer has occurred.


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1.2 Stakeholder Engagement Plan

Objectives: Support delivery of the station through using stakeholders skills

Minimise impact on residents and rail users

Raise awareness and promote success of the station

Audience / key stakeholders: Department for Transport

Network Rail

Train Operating Companies

Office of Rail Regulation

Devon and Cornwall Rail Partnership

Avocet Line Rail User Group

Torbay Line Rail User Group

Exeter City Council

Marsh Barton Business Forum

Members of Parliament

Councillors

Jacobs

1.2.1 Relationship with Stakeholders

Stakeholder Role Skills

Department for Transport funders unblockers

Network Rail funders, project partners and programme governance

design construction and maintenance of infrastructure, industry processes, project management, governance

TOC’s train operator, station facility owner and future beneficiary of new revenue

train planning, station management, industry processes

FOC’s Freight operators

Office of Rail Regulation regulators

Exeter City Council local planning authority


Community rail partnership Promotion and community engagement

Avocet Line Rail User Group users of the Exmouth branch

Torbay Line Rail User Group Users of the Paignton branch


future station users and affected businesses

local knowledge and influence

Members of Parliament democratic representative / scrutiny

influence

Councillors local democratic representative / scrutiny

local knowledge and influence


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Jacobs client’s designer and principle contractor supervisor

technical support

1.2.2 Current Stakeholder Analysis

The majority of stakeholders support the scheme including the largest and most influential stakeholders (DfT, NR and TOC’s) and some small but significant stakeholders (DCRP and ALRUG). While both First Great Western and Cross Country support the scheme they have concerns over the impact of the station on performance. This is not expected to affect FGW’s attitude but could affect that of XC trains. Similar concerns could be held by TLRUG and ALRUG and the groups attitude is potentially sensitive to the impact on existing passengers. The Marsh Barton Business Forum has a positive attitude, aware of the potential benefits for businesses and employees. The only stakeholder with a negative attitude towards the station is TLRUG. However, this relates to TLRUG concerns that rail investment for South Devon should concentrate on long distance services to Torbay and not local trains to Exeter or new stations. FOC’s would be expected to be neutral but could oppose a Network Change if they not fully sighted on proposed timetable plans.


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1.2.3 Stakeholder Engagement Toolkit

Stakeholder Method Governance Product

Department for Transport

Reports to Local Transport Board

DCC Project Sponsor reports to Programme Steering Group and Local Transport Board

Reporting template

Exception reports

Network Rail Project Steering Group

Project Steering Group reports, through NR Project Sponsor

Programme, risk register, action notes

TOC’s FGW: Project Steering Group

All: Workshops/meetings as appropriate by particular subject matter (eg. Timetabling)

FGW rep on Project Steering Group reports internally

Other TOC’s report as appropriate

Programme, risk register, action notes

Action notes

FOC’s Workshops/meetings as appropriate

Action notes


Formal approval processes

Industry governance arrangements (Network code) and statutory process

Network/Station Change, CSM and RIR validation

Exeter City Council Informal contact and meetings as appropriate

DCC Project Sponsor report to Project Steering Group

Email, telephone and meetings


Regular engagement meetings (alongside involvement in other projects)



Meetings with ALRUG committee as appropriate



Meetings with ALRUG committee as appropriate



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Attendance at Business Forum meetings as appropriate


Members of Parliament Contact as necessary DCC Project Sponsor report to Project Steering Group

Letters or meetings as appropriate

Councillor’s Internal briefings DCC Internal governance

Internal meetings

Jacobs Weekly conference call

Informal contact as necessary

Attendance at Project Steering Group


Conference calls, meetings, email, and telephone as necessary


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1.3 Communications Plan

1.3.1 The Communication Challenge

The project involves the construction and commissioning of a new station with two 124 metre platforms each with: waiting shelter, lighting, TVM, CCTV, CIS, disabled parking, secure cycle parking and level pedestrian access. This presents a number of technical challenges to construct due to the confined site and limited access. The absence of nearby housing limits the potential impact of night time possessions, which are likely to be extensively used during construction. However, there is a possibility of abnormal possessions and any requirement for these will have to be demonstrated and communicated to both train operators and rail passengers. To this end early engagement with First Great Western is key. Although there are few neighours to be affected, the limited highway access necessitates construction of a haul road from Water Lane. This has the potential to cause disruption to residents by routing HGV’s past residential houses along this road. The case for this needs to be demonstrated to the local member and residents along this route as there are few alterntaives. Once open the commuters to Marsh Barton will benefit from excellent connections by rail into Exeter City Centre and South Devon. This needs to be communicated to maximise awareness and use of the station on opening. Working with businesses to promote and create a sense of ownership of the station will be important. Although, the additional station calls will lengthen journey times for existing passengers past the site by approx. 2.5 minutes the role of the station as part of the wider Devon Metro scheme needs communicating to rail users. This is important as Devon Metro will bring benefits to all users through extending the reach of the network, increasing capacity and improving quality. DCC, NR and FGW are essential in promoting this message as,although DCC promoted, Devon Metro is a scheme supported and being delivered with the assistance of all parties.

1.3.2 Interface Identification

The New Stations Fund has a number of complex interfaces and it is essential that a joint approach is taken to marketing. The key interfaces are between:

- Devon County Council - Network Rail - Department for Transport - First Great Western

However, there are further interfaces which DCC itself must manage:

- Exeter City Council - Devon and Cornwall Rail Partnership - Avocet Line Rail User Group / Torbay Line Rail User Group - Principle contractor

1.3.3 The Audience

Project team > within DCC, Jacobs, NR, FGW


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Network Rail employees > local operations and maintenance

TOCs/FOCs > operations and management

Members of the public > wider public

Lineside neighbours > nearby residents and future users of the station

Rail passengers > notably those on the Exmouth – Paignton services

Media > both local, national and trade press

National and local government / councils and other public bodies

Contractors and their employees

Local and national business groups / Trade bodies

1.3.4 Objectives

1. Manage expectations and improve business and rail users understanding of disruption during construction

2. Maximise use of the station once open 3. Encourage a sense of local ownership of the station once open 4. Improve understanding of the station within the wider Devon Metro context 5. Demonstrate the success of government, local authorities and industry working

together to provide new infrastructure

1.3.5 Key Messages

For residents:

Disruption to residents inevitable but limited as far as possible

Once open will provide great connections so use it

Local ownership of the station through station adoption encouraged For rail users:

Works planned to fit round passengers with minimal disruption

Small journey time penalty outweighed by wider benefits

First step to delivering Devon Metro For businesses:

Infrastructure investment in Devon supporting economic growth and enabling development

New commuting options to Marsh Barton opening up access to the workforce and improving lives of employees

Another step in delivering Devon Metro – more to come For the media:

Infrastructure investment in Devon supporting economic growth and enabling development

Central government, rail industry and local authorities working together to deliver

Another step in delivering Devon Metro – more to come

Being delivered in short time frame on time and on budget (hopefully)

Model of local authority delivering project on behalf of industry


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1.3.6 Implementation

A detailed activity plan will be developed to cover the following specialisations:

Group Method Products

Community Relations

- Local residents

- Marsh Barton Business Forum

- Pre construction residents information meeting

- Quartlerly NCA / station adoption liaison meetings

- Residents/business information packs

- Newsletter

- Devon Metro website

- Email contact address

- Telephone help line

Public Affairs

- MP’s

- Cllr’s

- Avocet Line Rail User Group

- Avocet Line Community Rail Forum

- Informal briefings as appropriate

- Station adoption meetings

- Forum meetings

- Briefing pack



Internal Communications

- NSF Programme SG

- Project team

- Other NR/FGW staff

- Attend NSF Programme SG as required

- Newcourt Project SG

- NSF period project reports

- Summary risk register

- Newsletter

Media

- Trade press

- Local media

- National media

- Press release

- Interviews

- Press release

- Newsletter



A log of the issues raised and our responses must be kept, using the template in Appendix B.

1.3.7 Communications Toolkit

Communications manual for contractors / third parties


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Purpose: Guidance to contractors Contents: Stakeholder Management Plan Summary Responsibility: DCC

Residents/Business Information Pack Purpose: Provide information on station delivery and promote use of the station Contents: Construction arrangements, station publicity and access information Responsibility: DCC

Newsletter for internal/external Purpose: Progress updates and publicity Contents: Progress against programme, recent progress and next steps Responsibility: DCC

Devon Metro briefing pack Purpose: Publicise role of Newcourt in wider Devon Metro scheme Contents: Devon Metro leaflet, Newcourt newsletter Responsibility: DCC

Devon Metro website Purpose: Publicise role of Newcourt in wider Devon Metro scheme Contents: Links to information on Devon Metro schemes and wider strategy Responsibility: DCC

Billboard at station site Purpose: Publicise location of station and planned opening date Contents: Visual publicity indicating station location and opening date Responsibility: DCC

Station Route Maps Purpose: Inform existing travellers on station opening Contents: Map with new station included and opening date Responsibility: FGW


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2 Roles and Responsibilities

The project structure is shown in the figure below

2.1 Sponsor

NR Sponsor: Phil Brown (GRIP5-8) DCC Project Sponsor: Matt Barnes

2.2 Project Manager

DCC Project Manager: Paul Ewings Jacobs Project Manager: Afshin Parsian

2.3 Government & Corporate Affairs

N/A


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3 Appendix A Stakeholder Analysis

Stakeholder Role Attitude Vested Interest Influence/ Stakeholder Analysis

Network Rail Interface and Contact for the project

Devon County Council Lead Delivery Partner / Highway Authority / County Planning Authority

Positive Project Partner High Matt Barnes

Network Rail Scheme Delivery Partner / Infrastructure Owner

Positive Future Asset Owner High Phil Brown


Franchise Authority and Funding Partner

Positive Franchise Authority High Peter West

First Great Western TOC serving station and SFO

Positive To be SFO for the station, most affected by timetable changes and likely to be beneficiary of the most revenue from the station.

High Dan Okey

South West Trains TOC indirectly affected by necessary timetable changes

Positive Minimise impact of timetable changes on its trains Low Phil Dominey

Cross Country Trains TOC directly affected by necessary timetable changes

Positive Minimise impact of timetable changes on its trains Medium Richard Gibson

Freight Operating Companies

FOC’s indirectly affected by necessary timetable changes

Positive Minimise impact of timetable changes on their trains Low Ian Winfield (NR Freight rep)


Industry Regulator Positive None Low

Heart of the South West LEP

Funding Partner Positive Project partner Medium Ian Harrison


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Exeter City Council Local Planning Authority (excluding DCC matters)

Positive None Low Ross Hussey

Jacobs Principle Consultant Positive Maximise involvement Medium Richard Lindop

Main Contractor Not yet appointed N/A N/A N/A N/A


Community Rail Partnership encompassing Avocet Community Line (designated in 2012)

Positive None Low Richard Burningham

Ben Bradshaw MP Exeter Constituency Member of Parliament (neighbouring MP)

Seek to secure political advantage of scheme in Exeter despite the scheme being in adjacent constituency

Low

Cllr Roy Hill Devon County Council Alphington and Cowick Ward Councillor

Positive Seek to minimise impact on local community (from delivery) and maximise benefit once open

Medium Cllr Roy Hill

Cllr’s Margaret Clark and Rob Crew

Exeter City Council Alphington Ward Councillors

Seek to minimise impact on local community (from delivery) and maximise benefit once open

Low


User Group resenting existing rail passengers

Positive Seek to minimise impact on existing passengers Low Tony Day


User Group resenting existing rail passengers

Positive Seek to minimise impact on existing passengers Low Roger Dixon


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Local Business Group Positive Seek to minimise impact on businesses from delivery Medium

4 Appendix B Key Project Contacts

Name Job Title Company Work Address Telephone Number

E-mail Address

Matt Barnes Transport Planning Officer

Devon County Council

Lucombe House, County Hall, Topsham Road, Exeter, EX2 4QW.

01392 381652 [email protected]

Paul Ewings Project Manager Devon County Council

c/o Transport Planning, Lucombe House, County Hall, Topsham Road, Exeter, EX2 4QW.


Adrian Lane Media and PR Officer

Devon County Council

County Hall, Topsham Road, Exeter, EX2 4QW.


Phil Brown Senior Commercial Scheme Sponsor

Network Rail Route Enhancements (Western), Network Rail, Western House, 1 Holbrook Way, Swindon, SN1 1BD.


Peter West Franchise Commercial Sponsor


Dan Okey Regional Development Manager

First Great Western

Admin Offices, St Davids Station, Bonhay Road, Exeter, EX4 4NT.


mailto:[email protected]






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E-mail Address

Phil Dominey Stakeholder and Accessibility Manager

South West Trains


Richard Gibson Head of Communications

Cross Country Trains

5th Floor, Cannon House, 18 The

Priory Queensway, Birmingham, B4 6BS.


Ian Winfield Western & Wessex Route Freight Manager

Network Rail 6th Floor, Western House, Holbrook

Way, Swindon, SN1 1BD. 07771 613556 [email protected]


Ross Hussey Projects and Business Manager

Exeter City Council

Civic Centre, Paris Street, Exeter, EX1 1NN.


Afshin Parsian Project Manager Jacobs Jacobs UK Limited, Tower Bridge Court, 226 Tower Bridge Road, London, SE1 2UP.


Richard Lindop Head of Engineering Assurance (Rail)

Jacobs Jacobs UK Limited, Cardinal Square, Ground Floor North Point, 10 Nottingham Road, Derby, DE1 3QT.

01332 234483 / 07730 546116

[email protected]

Richard Burningham

Partnership Manager


School of Geography, Earth and Environmental Sciences, Plymouth University, Plymouth, PL4 8AA.


Tony Day Chairman Avocet Line Rail User Group

N/A 01395 268653 / 07951 444838

[email protected]











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E-mail Address

Roger Dixon Torbay Line Rail User Group


5 Appendix C Communications Log and Commitments

Ref Date Responsible Stakeholder Details Commitment? Status – Open/Closed

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