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ANNEX C Roundtabling - A New Method of Working

C.1 This Annex reflects a series of discussions by the Round Table on its working methods, most recently at its meeting on 26 September 1996. On that occasion, the Round Table agreed what follows as its emerging constitution, whilst making it clear that its contents were not cast in stone and might well be subject to amendment in the future.

Introduction

C.2 Roundtabling is a relatively untried approach, particularly in the UK. That has inevitably meant that the UK Round Table on Sustainable Development has been learning as it goes about how best to conduct its affairs. Bearing in mind the relatively few hours that has been spent in plenary session, and the Round Table's large and diverse membership, good progress has been made.

Mode of work

C.3 The main issues here are

a. how the Round Table allocates its time between

i. pursuing specific topics; and
ii. monitoring progress on sustainable development;

b. to the extent that it pursues specific topics, the balance between

i. those with a long-term perspective; and
ii. those that are immediately relevant and will generally cover a more limited area;

c. the respective roles of plenary meetings and of subgroups in carrying out the work;

d. how topics are prepared for discussion;

e. how to follow up the recommendations the Round Table makes.

Allocating time

C.4 It would be easy to spend the whole of the time available to the Round Table monitoring what is happening that may be relevant to sustainable development. Instead, the Round Table has devoted most of its time to considering specific topics of its own choosing. At each meeting, it receives from the Department of the Environment a paper setting out key issues on the Government's sustainable development agenda. Such a paper should continue to be circulated in advance of plenary meetings, as an aid to identifying priorities.

C.5 The Round Table must obviously allow some time for discussion on matters of general interest but will continue to give priority to identifying, and seeking consensus on, specific topics. In fulfilling its role of assessing progress towards sustainable development, the emphasis should be on ensuring that the means to measure progress are available, rather than on detailed monitoring.

Choosing the topics

C.6 The Round Table's aim should be to plan a balanced programme of work and try to stick to it. Occasionally, some topics will arise with an urgency that means that the work programme has to be changed to accommodate them This should be exceptional. In selecting topics, the criteria the Round Table has identified are as follows.

a. Influence: where the Round Table can have some success in influencing developments; this implies timeliness.

b. Problems: where solutions are required to genuine problems.

c. Information: where the existing information base is adequate.

d. Overlap: where there are no major areas of overlap with the work of other bodies - although there may be circumstances where the Round Table can usefully pursue a topic on which another body has already done some work, or collaborate in taking forward a topic.

C.7 Topics are likely to fall into the following categories.

a. Short term: where, in one meeting, the Round Table can reach consensus on a topical immediate subject.

b. Medium to long term: where a scoping paper should be prepared by a member or small group of members, setting out the remit, the resources required and the scope of any consultants' study where this might be appropriate.

c. Specific commissions by Government.

C.8 The Round Table also needs to be able to address international perspectives and priorities.

Subgroups and plenary meetings

C.9 Any of the topics chosen according to the criteria set out in paragraphs C.6 and C.7 could lead to the establishment of specialist subgroups, which should be replica Round Tables containing, as full members, individuals who are not members of the UK Round Table itself. Subgroups may also require assistance from other experts who would not form part of the subgroup but would submit oral or written evidence.

C.10 The degree of supervision to be exercised by the full Round Table over the work of subgroups is a difficult issue. In its first year's work, the Round Table regarded plenary meetings as sovereign, with subgroups identifying the issues for discussion and preparing the ground for debate. The main difficulties with this approach have been, first, the amount of time needed for discussion at plenary meetings; and, second, the fact that the Round Table's own collective expertise may be limited in some areas. The Round Table now proposes to adopt an approach under which plenary meetings have a more limited role, monitoring the subgroups' work as it proceeds in order to ensure that real consensus is being sought on difficult issues - and with the Round Table as a whole being asked to sign up only to the broad framework of each report and the specific recommendations. In addition, there may also be a role for an outside reader to comment on a subgroup's emerging findings.

Preparing subjects for discussion

C.11 After a potential new subject has been identified, background papers are prepared, usually by the Secretariat, but sometimes by members, the relevant Government Department or consultants. In each case, decisions on the recommendations to be made will be a matter for the subgroup or the Round Table itself.

C.12 So far, the Round Table has mainly addressed topics by means of a straightforward study. It is increasingly adopting alternative approaches. For example, one subgroup has been looking at transport problems on the ground in a particular area, the water subgroup has held a "roundtabling" seminar as part of its deliberations, and the housing and urban capacity subgroup has been testing a proposition.

Publication and follow-up of reports

C.13 The Round Table will seek publicity for its reports. Once consensus has been reached, it will be important to generate momentum for change: individual members have a role to play in this. Thought will need to be given to the target audience for each report. This should always include the Government, other major political parties, and relevant interest groups. To the extent that the public are being addressed directly, a lay version may be needed. In finalising each report, the Round Table should aim to identify indicators that will allow it to judge the success of its recommendations. The Round Table will describe its follow-up work, and consider responses to its reports, in subsequent years' annual reports.

Some ground rules

C.14 As the Round Table's work has proceeded, it has begun to develop ground rules - especially for the conduct of meetings. These have now been formalised, although they may need to be modified or added to in the light of further experience.

a. The Round Table is committed to openness and the free exchange of ideas.

b. Members serve as individuals, though invited as representative of various organisations and viewpoints. Members accept that roundtabling necessarily involves more than simply negotiating on behalf of a particular organisation or sector.

c. All members should be fully involved and fully equal in the Round Table and thus feel ownership of its work. The success of the Round Table depends in part on developing a cooperative and trusting spirit between members. That in turn requires regular attendance. If members find themselves regularly unable to attend plenary meetings, they should resign without opprobrium.

d. Any member may be called upon to chair a subgroup or, with warning, to conduct the meeting for a particular item. Or an external facilitator may be invited to conduct part of a meeting.

e. Substitutes are not permitted at plenary meetings, although members may send an observer (who will not sit at the main table). Meetings with Ministers will also be for members only. Deputies will be permitted at subgroups as expert advisers.

f. Although specific incidents or problems may serve as useful examples for the study of general issues, the Round Table will not debate their particular merits and demerits.

g. Plenary meetings will sign off all recommendations. Only detailed drafting points in other parts of the text will be left to the discretion of the Co-chairman and the Secretariat. In addition to the publication in the Round Table's name of summary reports based on the work of particular subgroups, the full reports of subgroups may also be published in parallel. Members unable to attend a plenary meeting are nevertheless committed to the conclusions unless they have indicated any disagreement in advance to the Co-chairman. Any such points will be drawn to the attention of other members.

h. The Round Table will strive for consensus. In rare cases where it becomes clear that consensus is impossible on a particular conclusion or recommendation, reports will indicate one (or more) minority views as well as the view of the majority. Disagreements on recommendations and related matters will not be resolved by voting.

i. The Round Table will review its conclusions and recommendations in the light of the comments it receives, including the Government's formal response. However, a consensus decision will not normally be reopened unless new evidence comes to light.

The Co-chairmen

C.15 The Government is both part of the of the Round Table and the recipient of its advice. As Co-chairman, John Gummer takes a full part in Round Table discussions, but his attendance does not imply Government endorsement of Round Table recommendations. Professor Southwood will take the lead in publicising Round Table reports.

The Secretariat

C.16 The Round Table Secretariat is independent of the Department of the Environment for all purposes other than financial management. Although located in a DOE building, it is physically separate from DOE policy divisions. The Secretariat supports the Round Table as a whole - for example, in explaining and seeking publicity for the Round Table's work. In determining the agenda for meetings and preparing draft papers and reports it works direct to Professor Southwood.

C.17 Round Table members are welcome to nominate individuals from their organisations for secondment to the Secretariat, either full- or part-time. A possible approach would be for an organisation interested in a particular topic to provide someone to be part of the Secretariat for the specific subgroup considering that topic.