NATIONAL TRAVELLER
ACCOMMODATION CONSULTATIVE
COMMITTEE
AN COISTE COMHAIRLEACH NÁISIÚNTA UM CHÓIRÍOCHT DON
LUCHT SIÚIL
Consultation Guidelines for Traveller-specific
accommodation projects
National Traveller Accommodation
Consultative Committee
An Coiste Comhairleach Náisiúnta
um Chóiríocht don Lucht Siúil
Background and Contents
Background
This Draft “Model of Consultation Procedures” is for use by local authorities in
developing proposals for meeting the accommodation needs of Travellers
through the construction of Traveller specific accommodation schemes. It arises
out of the Report by the National Traveller Accommodation Consultative
Committee on its Review of the Operation of the Housing (Traveller
Accommodation) Act 1998. The Committee, in the report, made a number of
recommendations designed to improve the effectiveness of consultation in
relation to the provision of Traveller accommodation.
In Chapter Four of the review report it is recommended that the Committee
develop a model of consultation, and pilot that model in two local authorities
before distributing to all other authorities. This recommendation covers
consultation at the macro scale relating to the preparation, amendment and
review of accommodation programmes.
In Chapter Five of that report it was recommended that local authorities, in
consultation with the LTACCs, adopt a model in relation to consultation at the
micro scale. This would cover issues such as timescales for such consultation
and “signing off” mechanisms.
In writing to the Chairperson the Minister asked that the Committee take steps
to implement the relevant recommendations in the report. In this context he
referred, inter alia, to the importance of consultation.
In view of the importance attached to effective consultation on individual
projects in the report, and by the Minister, it was agreed that the Committee
consider progressing the micro consultation aspect first. Realistic expectations,
constructive attitudes, and the early identification of objections should lead to a
significant time reduction in the successful provision of accommodation. The
work undertaken in developing a project consultation model will lay the
foundations for the development of a programme consultation model.
Consultation:
The main purpose of this consultation is to lead to a more inclusive, informed
and accountable decision-making process by ensuring that the views and
experience of the Traveller families directly affected by the project are fully
considered and taken into account.
It is imperative that a consultation process has clear objectives, is planned,
structured and is managed. This consultation model can be applied to halting
sites and Traveller Group Housing schemes in:
- the development of new Traveller specific accommodation and
- refurbishment of Traveller specific accommodation
Effective consultation ought also to ensure that in so far as possible everyone
concerned has had their say and that their interests have been taken into account.
Objectives in developing consultation model
The objective in developing this model is to ensure that:

as far as is practicable the best fit accommodation option possible,
appropriate to Traveller culture and accommodation needs, can be
provided as speedily and effectively as possible;

the parties involved have available to them this model, including
recommended operational procedures, which facilitate the achievement
of the first objective;

the parties to the process understand the possibilities and constraints
which determine the accommodation to be provided,

the parties are aware of the responsibilities and requirements on each of
the parties to the consultation mechanism;
Content of model
The model sets out the steps in the consultation process and the tasks and
outputs in each of the steps identified. These tasks may be undertaken by the
local authority or by the Travellers.
At the outset, the local authority will have available to it the applications for
accommodation already submitted, will have had contact with the families
concerned, and will have an outline picture of the Traveller families
requirements.
The Traveller families will have this information available as they will have
submitted the applications.
These steps are as follows:
Step 1 - Preparation for Consultation,
Step 2 - Consultation with family grouping and Traveller Support
Groups concerning location and site,
Step 3 - Consultation with family grouping and Traveller Support
Groups concerning design specification,
Step 4 - Review of consultation process by LTACC.
The following section of this report provides more details of these steps.
Step 1: Preparation for Consultation
In this step the local authority should:
 Outline the process which is to be undertaken
While there will be a similar approach to all consultations these steps should
be outlined for each consultation exercise. There may be cases where some
steps may be unnecessary (e.g. in a refurbishment scheme) while other
consultations may require different steps (e.g. a wider regeneration project
such as Ballymun)
 Proposed timescale
The setting of a timescale for each element of the consultation process is
essential for the purpose of reaching a decision, and subsequent
implementation of the decision. It also avoids the possibility of protracted
deliberations thus delaying the implementation of specific programmes.
The timescale set has to be realistic taking all factors into consideration and it
may vary depending on the circumstances e.g. Traveller accommodation
requirements and existing accommodation can impact on the urgency of each
individual project, or if land for a development has to be acquired. A
structured, properly managed consultation process should have a stated
beginning and end to the process.
 Proposed steps to be followed
Will all steps be followed in all consultations? What modifications are
necessary and why?
 Identify the expected inputs and outputs from each step
These will be important, including inputs. There may be lower level outputs
as well as signing off stages.
 Proposals for a “signing-off” process
It will be important to have defined signing off points so that agreement can
be recorded where this is possible and where a local authority decision is
made where the reasons for this decision are explained.
 Identify local authority staff and consultants who will be
involved in the consultation process.
These could include the Housing Director of Services,
Social Workers\Housing Welfare Officers, Technical Staff
such as Engineers and Architects, Housing Officers, etc
and other “outside” staff such as the National Building
Agency and \or Consultants. All staff involved in the
consultation process should be made aware of the policy
and objectives of their relevant Traveller Accommodation
Programmes and any relevant design guidelines.
 Clarify responsibilities of staff involved and decision
makers
It will be important that there are clearly defined responsibilities among the
local authority staff at the various stages of the consultation process. Not all
might be involved at all stages and the decision maker at each stage should
be identified.
Step 2: Consultation with family grouping and Traveller
Support Groups - Location and site
In this step the preparations in Step 1 will be examined and agreed by all parties.

The local authority will have available to it the applications for
accommodation already submitted, will have had contact with the families
concerned and will have an outline picture of the Traveller families
requirements

The local authority should give advance notice of the initial meeting
between Traveller families and Traveller Support Groups and local authority
staff concerning location and site for proposed project. This should be done
in written format direct from the Housing Department and via the Social
Worker assigned to liaise with Traveller families or other appropriate officer
of the local authority. Where there is no Traveller Support Group operating
in a local authority area, contact would be made with the Accommodation
Officer of the Irish Traveller Movement.

Director of Housing or his/her nominee should chair meetings.

The local authority should outline to Traveller families and support groups
the proposed procedures to be undertaken. All parties should agree a
timescale for the consultation process and should agree to commit to the
procedures of the consultation process. All parties should sign up to
committing to this process.

The local authority should advise Travellers that while individual meetings
with local authority staff are possible to discuss individual family matters,
issues that affect other individuals/Traveller families would be raised at the
next meeting. Traveller families should ensure that they are fully
represented at each meeting. The impact on the project if a family choose to
stop attending the meetings should be clarified.

Travellers should have the opportunity to state their needs in relation to
access to amenities and services e.g. transport, schools, shops, churches,
open spaces etc. Also, Travellers should have the opportunity to state their
preferences for design (e.g. in group housing whether one or two storey,
size, layout etc.)

Local authorities should give clear indications of what can be realistically
delivered within the context of planning and housing legislation, funding
resources and feasibility. An indication should be given of how many units
it is possible to locate within the site while adhering to all relevant design
guidelines. If it is a phased development, local authorities should give an
indication of the preferred phasing and projected timescale and potential
uses of adjoining sites.

Meetings should record and sign off on what has been agreed. A reasonable
specified time for the next scheduled meeting should be agreed. This will
allow the design team to examine the feasibility of issues raised.
Step 3 - Consultation with family grouping and Traveller
Support Groups – design specification

Director of Housing or his/her nominee should chair meetings and local
authority design team and/or consultants involved should be available to
discuss proposal.

At the end of Step 2, local authorities should be aware of the numbers and
size of families to be accommodated on the project. This should be
confirmed.

Any special needs of people should be considered e.g. elderly or disabled
people.

To assist in realistic expectations, guidelines, planning and housing
legislation and safety issues that limit the scope of providing initial
preferences should be outlined and discussed.

Proposals which need to be discussed include:- the overall scheme design
should be outlined and discussed – site layout location, layout of each
halting bay or house, communal open spaces and amenities, caretakers
office/storage, turning areas, boundary treatment.

Also, the type of halting bay facilities and services, type of house (e.g. twostorey, bungalow or short terrace), possible transient site location for
Travellers visiting residents. Issues relating to services such as ESB
metering etc should be agreed.

To overcome literacy issues, use of information sheets with photograph and
diagrams, and models should be considered and any other additional aides
considered suitable.

Proposals for management and maintenance of scheme and responsibilities
of Traveller residents and local authority should be clarified

Step 3 is likely to involve a number of meetings. Each meeting should
record and sign off what agreement has been reached and set a clear agenda
of what needs to be addressed at the next meeting.

If agreement is not reached a final meeting should be convened and a report
on the proposal, consultative process, issues arising, and final outcome
should be presented at the meeting. All parties should commit to this as part
of the consultative process. This report should then be submitted to the
LTACC for consideration.
Step 4 - Review of consultation process by LTACC

In addition to informal advice to the LTACC of progress on projects on
an on-going basis, a more formal record of consultation with LTACC is
considered necessary.

A written record of the consultative process should be presented to the
LTACC for consideration. Where consensus on the process could not be
reached, a written record stating the reasons for same should be
presented to the LTACC for consideration.

A written record of the agreed outcome should be presented to the
LTACC for consideration. Where consensus on the outcome could not
be reached within the consultation timeframe a written record, stating
the reasons for same should be presented to the LTACC for
consideration.

Where the Traveller families directly involved in the project are not
already represented at the LTACC, good practice would advise that a
representative of the family would be present at the presentation of the
report to the LTACC.

Issues likely to delay the scheme should be considered e.g. site
acquisition, local community objections, potential feuds and options for
overcoming such delays should be considered.

Director of Services should submit a summary of the consultation
process report and views of LTACC to the Housing Policy Committee.

When the consultation process has been completed and signed off on the
Traveller families involved should continue to be kept informed and
updated on the progress in the development of their scheme throughout
the actual build phase.