STATEMENT OF COMMUNITY INVOLVEMENT …ha2.boroughofpoole.com/akspoole/images/att12531.doc · Web...

BOROUGH OF POOLE

LOCAL ECONOMY OVERVIEW GROUP 23rd June 2005

STATEMENT OF COMMUNITY INVOLVEMENTPROPOSED RESPONSE TO REPRESENTATIONS

AND PROPOSED SUBMISSION DOCUMENT

1. Purpose and Policy Context

1.1 This report explains the draft Statement of Community Involvement which has been prepared to set out how the Council intends to involve the community in the preparation of planning policy.

2. Recommendation

2.1 That the documents be endorsed as the Council’s response to representations and that respective changes form part of the Council’s Statement of Community Involvement (Submission Document). These documents will form part of a submission package to the Secretary of State in July 2005 following ratification from Cabinet (21st July) and Full Council (26th July).

3. Information

3.1 The Planning & Compulsory Purchase Act 2004 requires local planning authorities to produce a Statement of Community Involvement. This document will set out how the authority will consult and involve the local community and other stakeholders in the preparation of the Local Development Framework for the Borough as well as consult those likely to be affected by planning applications.

3.2 This Statement of Community Involvement is itself subject to consultation. This process is intended both to gather ideas for involving the public in the planning process and ensure early buy in.

3.3 The process of consultation on the SCI is in three stages:

i) Pre-Submission Consultation (Dec’04 – Jan ’05)Make early contact with Regional Assembly, Highways Agency, neighbouring Local Planning Authorities and other bodies to check the SCI is broadly in line with their expectations and change accordingly. Prior to:

ii) Pre-Submission Public Participation (March ’05 – April ‘05)A consultation stage of 6 weeks on production of a draft document to a much wider audience of stakeholders; after representations are received and changes are made to the SCI a further ‘Submission Document’ is prepared:

iii) Statutory Submission Document (August ’05)1

A further 6-week consultation stage following submission of the SCI to the Government Office for the South West (GOSW).

3.4 We are currently at stage (ii), having undertaken a six week period of consultation between 10th March and 21st April. Awareness was raised through:

Letters to approximately 1,400 contacts on our Planning Poole database;

The Planning Poole Leaflet; Information on the Council’s web-site and on the Poole Partnership

web-site; Display in Central library, Planning Reception Civic Centre and Poole

Partnership annual conference; Posters in Poole libraries, day centres and supermarkets. Statutory press notice’s in the Echo and Advertiser;

3.5 69 representations were received at this stage from 46 respondents. 30% of representations expressed support, 32% conditional support subject to an amendment and 30.5% objected to the Statement or parts of it. The objections related to a wide range of issues, including: the legibility of the Statement, the definitions and acronyms used in the document, the process of preparing documents and links with the other strategies and organisations (e.g. Poole Partnership and the Regional Assembly), engagement in the Sustainability Appraisal process and the list of organisations to be involved. All responses have been acknowledged and a number of changes are now proposed. We are seeking approval of the proposed responses to representations.

3.6 We are rapidly approaching stage (iii) and we are, therefore, also seeking approval of the Statement of Community Involvement (Submission Document), which incorporates the proposed changes described in paragraph 3.5.

3.6 In August 2005 the Statement of Community Involvement (Submission Document) will then be issued for a second 6 week period of consultation known as the ‘Statutory Submission Stage’. After this, the document accompanied by any further representations will be subject to a public examination, where any outstanding objections will be heard. It is anticipated that the SCI will be formally adopted in February 2006.

DAVID RALPHHead of Strategic Planning Services

PETER WATSONHead of Planning Design and Control Services

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Background Papers:

Proposed responses to representations June 2005 (Appendix A to this report)

Statement of Community Involvement (Submission Document), July 2005 (Appendix B to this report)

If you have any queries on this report, please contactBill Richardson on 63(3298) or Brett Spiller on 63(3375)

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APPENDIX A – Proposed responses to representations

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APPENDIX B – Statement of Community Involvement (Submission Document)

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Response to representationsIn accordance with regulation 27-28 of the Town and Country Planning (Local

Development)(England) Regulations 2004.

Assigned Reference: 45Representation Ref: 1Business / Organisation Poole Crime Prevention Panel / Branksome Park

Name Mr McLees

Paragraph Group Object Support Representation Summary

Y The panel remains interested from the perspective of 'built in security' (Secured by

Design) which it has already taken to the Council.

Council response: None (Support)

Proposed Change: None

Assigned Reference: 75Representation Ref: 1Business / Organisation Dorset Islamic Cultural Association

Name Mr Mustafa


Y No comment.



Assigned Reference 156Representation Ref 1Business / Organisation Dorset Advocacy

Name Mr Pochin


Y Y Clear and comprehensive. Some of the diagrams have very small fonts - need to be bigger.

Council response: Agreed. The diagrams have been amended to ensure that small text is at least font size ‘11’. This should mean better readability.

Proposed Change: Re-design all diagrams to ensure at least font size 11.

Assigned Reference 323Representation Ref 1Business / Organisation Swaythling Housing Society Ltd

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Name Mr Todd


Y No comment.



Assigned Reference 353Representation Ref 1Business / Organisation Wessex Water Plc

Name Mr Purvey

Paragraph Group Object Support Representation SummaryNo comment.

Council response: None


Assigned Reference 363Representation Ref 1Business / Organisation Borough of Poole

Name Rev' Martin


Y Y Need to state the challenge in terms of the planning process now being undertaken.

Then invite people to make informed comments as a result of understanding the

challenge.Information on the Faithworks Poole Website www.faithworkspoole.info.A purpose designed magazine article about one side of A5.If possible a video or cd production (some churches use multimedia.Where possible the offer of Officer time to visit the faith sector at core faith

times (evenings and weekends).

Council response: The Statement briefly reflects on the experience gained under the old planning system. It is considered that a summary of the commitments that the Borough of Poole will deliver in order to meet the challenges of community engagement is required in the opening to the section of the Statement. This should reflect the opportunities for engagement in the preparation of Planning Documents, in much the same way as the one at the start of the section on Planning Applications.

We would welcome the opportunity to establish a link from the Faithworks Poole Website to information on Planning Poole, in much the same way as the Poole Partnership Website. However, it is important that the host site remains www.BoroughofPoole.com in order to avoid duplication and issues of version control. It would not be appropriate to commit the Borough to using the Faithworks Poole website as this is not within our control.

The Statement refers to the use of ‘Poole News’ in order to publicise key

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opportunities for community engagement in the preparation of Planning Documents. The use of articles in other publications will have to be assessed against resources and publication dates, it is not considered appropriate to provide a firm commitment to this in the Statement.

The proposed use of multi-media formats, such as video and CD is welcomed. Officers readily acknowledge the benefits that this could bring in raising awareness and in deploying resources. Clearly the content of any presentation will be critical in determining its appropriateness for video and CD. The Statement will be amended to acknowledge the potential use of such media, but at this stage this should not be treated as a definitive commitment.

The need to be flexible in the timing of engagement, allowing for workshops and events in the evening and weekends, is duly recognised. We will shortly be writing to those persons that requested a ‘one to one workshop with your organisation at your premises’ using the Planning Poole leaflet to ascertain when and where this should take place. See proposed change below.

Proposed Change: Add new table to the beginning of Section 4 to read as follows:

The Council will exceed the minimum legal consultation requirements for Development Plan Documents by:

Offering people and organisations choice in the ways they wish to be involved

Providing more individual feedback on the Council’s response to their representations / involvement

Providing more opportunities for interaction through workshops, meetings, events etc…

Being flexible in the timings of workshops, meetings and venues in order to reach as wide an audience as possible.

Acknowledge potential of multi-media formats such as Video or CD under bullet point (vii) of ‘Preferred methods of engagement’.

Assigned Reference 368Representation Ref 1Business / Organisation Dorset Strategic Partnership

Name Dr Macleod OBE


Y Y Page 7 - "Setting up good links with the Poole Partnership" seems to fail to recognise

the role of the LSP, which is to produce a Community Strategy for Poole, effectively a

framework within which other plans exist. The LDF should stem from, flow from and to

link directly with a Community Strategy.Page 14 - " The Poole Partnership will act as a useful sounding board to

check emerging planning policies" The local partnership should be driving the

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process from the Community StrategyCommunity Strategy needs to be the driver of all this, otherwise why have

one?

Council response: At this stage it is important to note that there is no definitive Community Strategy for Poole. Nine objectives have been established by the Poole Partnership and work under progressing under each objective at varying rates. Given this situation it is considered imperative that the Statement is flexible enough to allow the LDF to stem from and link with the work of the Poole Partnership.

It is agreed that the work of the Poole Partnership should be driving the process, however, this is not the only factor that needs to be considered in preparing planning documents, for instance the Local Development Framework must be in conformity with the Regional Spatial Strategy and National Planning Policy Statements. The Planning Poole database has embraced all of those organisations and individuals within the Poole Partnership. Additionally the sounding board, comprising both Borough of Poole Members and representatives from the Poole Partnership, has been set up in order to provide advice on the direction of the Local Development Framework. It is therefore considered that the Statement accurately describes how the preparation of planning documents will integrate with the work undertaken by Poole Partnership.


Assigned Reference 389Representation Ref 1Business / Organisation Longfleet Baptist Church


Y No comment.



Assigned Reference 561Representation Ref 1Business / Organisation Legal Services Commission

Name Mr Fletcher


Y Statement is clear and broken into bite size chunks.Service is keen to have input - would like to use multi-inter agency experience to ensure the needs are not overlooked.Very interested in attending a workshop or to have a representative

present at a Community Legal Services Partnership (CLSP) to inform on future plans.


Proposed Change: None. [NB – Preference for being involved in workshops noted]

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Assigned Reference 633Representation Ref 1Business / Organisation Broadstone Residents' Association

Name Mr Hull


Whole Y My main concern is the lack of emphasis on 'Sustainable' planning. According to the

sequence of stages (Figs 4,5) the theme of sustainability runs throughout the life of a

plan, but this fact does not get a mention until the 'What else' paragraph at the end of

the first section. It should have a much higher priority, especially as we are talking of

plans for years ahead, by which time, for example rising sea levels could be devastating much of Poole. The Local Development Scheme diagram (Section 2) re-inforces this philosophy, by putting in Examination at the end of each process. One idea would be to have some kind of sustainability checklist written into the Core Strategy, so that developers would be aware of the long term requirements for their plans. This should be backed up by one or more SPD's that looked at particular environmental features like eco-friendly buildings, water and traffic management.

Council response: It is considered that reference to ‘sustainable planning’ is appropriately made within the Statement. Whilst the importance of sustainable planning is not to be understated, the primary aim of the Statement is to explain how and when the community will be engaged in the process of preparing planning documents. It is not considered appropriate to commit to including a sustainability checklist as part of the Core Strategy within the Statement. Mr Hull has agreed with officers, to allow this suggestion to be considered at a later stage (as part of the Regulation 25 engagement for the Core Strategy). It should be noted that the current Local Development Scheme does not propose the production of any additional Supplementary Planning Guidance, although this may be subject to review at a later stage.

Proposed Change: None.

Representation Ref 2Business / Organisation Broadstone Residents' Association

Name Mr Hull


Whole Y I also have a worry that the first endorsement of any documents will be the province of

the LEOG. Economics and sustainability very frequently do not sit well together, and my fear is that the economy will win out more often than it should. This would be an area where a strong statement about sustainability would be invaluable, particularly if there is an opportunity for independent input at this stage.

Council response: All recommendations to LEOG will be made having full regard to sustainable development issues. Before options are presented to LEOG, draft policies will have been tested through a combined ‘Sustainability Appraisal’ (SA) and ‘Strategic Environmental Assessment’ (SEA) process. This will process will test that emerging planning policies contribute to the wider goals of sustainable development including environmental (biodiversity, minimising climate change

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etc..), Social (e.g. the impacts of development patterns on health, access to services) and Economic (flourishing economy etc..).

All formal stages in the planning process will be reported to LEOG and then to Cabinet and Full Council where further opportunities for further debate as well as decision making powers lies. The new planning system introduces much earlier opportunities and checks to ensure emerging policies are sustainable.

If options are chosen that would lead to less sustainable development patterns, this will be picked up by subsequent SA and SEA.

It is not appropriate for the Statement to define or highlight sustainable development. This will come forward through the Core Strategy, Site Specific Allocations and all other Local Development Documents.


Representation Ref 3Business / Organisation Broadstone Residents' Association

Name Mr Hull


Whole Y In general, I find the draft both acceptable and even readable. Possibly when it comes to be used in two years time, by people trying to find out how they can get into the action, the introduction to the LDF could be simplified.One other item I personally would welcome is an easy access list of all the

sets of initials used in the document.

Council response: Agree. Numerous abbreviations are used throughout the document and these could be cut down as well as a Glossary added. There is also scope to shorten and simplify the text in the introduction.

Proposed Change: Shorten and simplify introduction. Limit use of acronyms and provide a Glossary of Terms.

Assigned Reference 641Representation Ref 1Business / Organisation Poole Old Town Conservation Group

Name Mrs Evans


Y No comment.



Assigned Reference 699Representation Ref 1

Business / Organisation Poole and East Dorset Art Society

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Name Mr de F. Tofield


Y Y Likes the "brave" Statement of Interest, putting this into practice may be very intense,

and to maintain such a high standard may prove arduous.Page 36 - Member of the 'Poole And East Dorset Art Society' and note that 'Art Work' is not mentioned on this page despite some 200 artists in the Poole area who draw several "thousand" spectators/buyers each year.

Council response: Urban design and bringing public art into new development will no doubt remain an important issues. Issues relating the to negotiation of public art in new development will be come forward through the Core Strategy and other planning policy documents. The purpose of the Statement is more to set out how the community can expect to be involved in shaping and influencing future planning policy.

The Government Office for the South West have requested a ‘long list’ of the types of groups we intend to use (1835/2). This will be included in the next draft of the Statement of Community Involvement. A sub-category for arts groups will be added to include, Poole & E Dorset Art Society, Canford Heath Arts Society, the Lighthouse, Poole Arts Council, local Arts Colleges and the Royal Fine Arts Institute.

Proposed Change: Expand existing appendix to list of all local and national arts groups who, as General Consultation Bodies, will be kept involved in the preparation of planning documents – see new appendix [2].

Assigned Reference 742Representation Ref 1Business / Organisation Holes Bay Residents & Preservation Association

Name Mrs Smeaton


Y Y It is welcomed. Far too wordy. It appears very 'waffley'. Is this Statement merely a way of paying lip service to the community? The association covers Lower Hamworthy, therefore feel they should be closely involved.Simplify the document to show how effectively local planning involvement

might be achieved - successfully - and not just a token gesture.

Council response: There are a number of comments that the Statement is too long. Unfortunately there is a difficult balance between setting out what future planning policy documents are likely to be produced, when and how the public can get involved.

The purpose of this document is to ensure as many groups and individuals have an opportunity to get involved. This is obviously a two way process and the quality of involvement will not just depend on the resources the local planning authority are able to put towards involving people and groups, but also the energy and enthusiasm of different groups. Unlike other many public services, planning has historically offered the chance for community involvement. This Statement is another step towards getting wider involvement and a better service. Through the Statement we are now committed to writing back to all those who have taken the

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time comment / recommend changes to planning documents providing our response to their views. This, for example, was not done in the past and often relied on people knowing when officer responses were going to a committee. Furthermore we will ensure [resource permitting] that the ways in which people / organisations have chosen to be involved are acted on (e.g. – walkabout tours, workshops, annual meetings etc..).

Proposed Change: Edit whole document to cut down on unnecessary and ambiguous wording.

Assigned Reference 760Representation Ref 1Business / Organisation CPRE - Dorset Branch

Name Mr Stewart


Y Y Page 7 - It is essential that stakeholders are fully informed both of the Regional policy

and demands, and also of the Borough's response.

Council response: This Statement sets out how stakeholders can expect to be involved in locally formulated planning policy through the ‘Local Development Framework’. The South West Regional Assembly is required to prepare it’s own Statement of Public Participation setting out how stakeholders can expect to be involved in regional planning policy formulation, under Section 6 of the Planning and Compulsory Purchase Act 2004. This has been prepared by the Assembly and is available for inspection on their website (http://www.southwest-ra.gov.uk/).


Representation Ref 2Business / Organisation CPRE - Dorset Branch

Name Mr Stewart


Y Y Page 10 - suggest stakeholders have the opportunity to comment on the basis of the

AMR - perhaps set a deadline in which stakeholders can submit suggestions for

inclusion in the AMR

Council response: The main purpose of the Annual Monitoring Report (AMR) is to measure how successful a Local Planning Authority has been at meeting the targets it set itself in its Local Development Scheme. The LDS in the context of the AMR is essentially a project timeline for planning policy documents. The AMR will test that the Local Planning Authority met its milestones. E.g. – Did it reach submission stage for its Core Strategy when it said it would? Did it adopt its Statement of Community Involvement when it said it would? Etc…

The other main purpose of the AMR is to monitor how successful ‘local’ planning policies are at achieving sustainable development, implementing national and regional targets (e.g. for the proportion of new housing development on brownfield

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land) etc…

The AMR will highlight where the Planning Authority is failing to meet its targets / milestones and help resolve.

There is no requirement to involve the public in setting out what a Local Planning Authority will measure as this is, to a large extent, set out in National Planning Guidance or what would be sensible to measure in order to assess whether local planning policies are working well.



Name Mr Stewart


Y Y - list should surely include key Environmental bodies

Council response: The said reference on page 14, reflects government guidance on ‘Specific and General consultation bodies’, as set out in the Town & Country Planning (Local Development) (England) Regulations 2004. This is supplemented by an expanded list of particular groups and organisations in appendix 1. Appendix 1 will be expanded to list all of the organisations that have responded to the Council’s Planning Poole leaflet (not an exhaustive list of everyone on the Council’s Planning Poole database). Environmental organisations will be explicitly referred to under ‘General Consultation Bodies – Voluntary organisations’ in the expanded appendix.

Proposed Change: Expand existing appendix to list of all organisations (General Consultation Bodies or wider stakeholders) who wish to be involved in, or kept informed of, the preparation of planning documents - see new appendices [2] and [3]. For the avoidance of doubt, the Council can confirm that this includes ‘environmental organisations’.


Name Mr Stewart


Y Y Page 16 - Believe County Structure Plan Committee and Focus Groups were not an

efficient way of obtaining stakeholders' detailed input or at arriving at clear consensus

Council response: The use of focus groups and workshops need to be tailored to an audience or the issue being considered. Unfortunately, whilst the groups referred to may have been improved, no alternative approach is suggested by the CPRE. This makes it difficult to provide a specific response on this comment.


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Name Mr Stewart


Y Y Page 25 - Would like on larger planning applications that notification is wider than just

neighbours sharing common boundaries

Council response: Whilst wider notification on planning applications is considered commendable, this is not pragmatic in terms of resources. The sensible deployment of resources is critical in maintaining an efficient, effective planning service. Inevitably a line will have to be drawn somewhere and the use of common boundaries serve to provide a clear means of definition. In any event, for all “major” applications a site and press notice will continue to be produced. Furthermore, all current planning applications and related correspondence can be viewed at the Council’s offices and on the Council’s website. The Statement also encourages applicants to undertake consultation with local residents at an extent that is commensurate to the size and impacts of any proposal.



Name Mr Stewart


Y Y Page 27 - Amendments to plans not being adequately advertised. Negotiations between Planners and developers where affected parties have not been given chance to comment on changes. Amendments must be notified.

Council response: It is agreed that interested parties must be re-notified where significant amendments are made to a planning application. It is acknowledged that the term ‘significant’ will inherently involve a degree of subjective judgement on the part of the case officer, based on matters of fact and degree. The sensible deployment of resources is, however, critical in maintaining an efficient, effective planning service. The availability of planning applications and related correspondence on the Council’s website serves to assist in ensuring that information on amendments is readily accessible. The Council’s current practice acknowledges government advice in Circular 15/92.



Name Mr Stewart


Y Y Would advise that major advice to developers by Planning Officers be charged for

Council response: The Council do not propose to charge for Planning Officer

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advice at the moment, although this issues is constantly under review. Early input and advice by Planning Officers can help to shape the nature of any proposal for development thereby providing longer term benefits, in terms of certainty, the quality of an application and the proposal itself, as well as the time needed to determine an application. It should also be emphasised that early pre-application meetings present officers with an opportunity to encourage applicants to involve the community when working up any proposal, prior to the submission of a formal planning application. Imposing a charge may discourage applicants from entering into such dialogue and ultimately the opportunity for securing the benefits set out above may be lost.



Name Mr Stewart


Y Y Some major projects bypass planning law - such as windfarm applications made

directly to the DTI. Stakeholders and neighbours should have the right to comment

before the Borough makes its representation.

Council response: The Borough of Poole prepare planning documents and determine planning applications etc in accordance with the statutory legislation established by national government. The objection would appear to relate to national legislation rather than the processes undertaken at a local level. In the interests of providing a clear, concise Statement, this is not considered to be an issue which is directly relevant to the Statement.


Assigned Reference 809Representation Ref 1Business / Organisation Dorset Police

Name Mr Pearce


Y Y Page 6 - wording hard to read due to colour used on diagram 1A little long but this is necessary

Council response: Support noted. Agree – Diagram 1 was difficult to read and wording too small.

Proposed Change: Re-design and enlarge Diagram 1.


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Business / Organisation Network Rail PLC

Name Mr Price


Y No comment



Assigned Reference 927Representation Ref 1Business / Organisation Lake Resident's Association & Parkstone Bay Association

Name Mrs Chick


Y By the time the 3 year plan is complete most of the large sites in Poole will have been

developed. Statement contains too many acronyms - not user friendly.If the AMR is not made available to the public until it is submitted to the SoS, then it will be almost a year out of date before the public will get to see it.Diagram 4 and Page 19 and 20, and Diagram 5 and Page 21 and 22 - It

would have been easier to read if the explanations had been on the opposite page to

that of the diagrams.Seems resident's groups are offered proportionately very little input to the

process.

Council response: Mrs Chick is right to point out that by the time the Local Development Framework fully replaces the existing Local Plan, many of the major sites in the central area of Poole that are allocated for housing or mixed use development will be built, under construction or committed. This is because the mix of uses identified for these sites is already set out in the Local Plan. This is a statutory document (adopted March ’04) and the policies within it will be ‘saved’ for 3 years. The role of the LDF will not be to ‘re-visit’ the principle of development on these sites as the decision making framework for these is already set out in the Local Plan (time horizon up to 2011). The Local Development Framework will be looking to ‘roll forward’ the Local Plan to beyond 2011. It will look to answer questions such as how Poole can meet its housing requirements beyond 2011, how employment land can be safeguarded, what improvements can be made to the town centre? It will also deal with issues such as the review of the greenbelt etc…Unfortunately planning reform has meant the Local Plan will be replaced by a whole range of documents with different names and inevitably acronyms. It is accepted that this can be confusing and the submission Statement will have fewer acronyms as well as a Glossary.Local Planning Authorities are required to submit their AMRs (Annual Monitoring Reports) to the Government Office every December (measuring the previous financial year – 1st April to 31st March). Whilst this seems like a long time lag (8 months), this is necessary for many authorities as a large amount of data needs to be collated. For example housing and employment land completions are often

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assessed on a site-by-site basis. With up to 500 dwellings a year being built in Poole this can be very demanding on officer time. Whilst Poole is likely to have this data ready by September most years, the government has set the December deadline to allow for unexpected / other pressures on Local Planning Authority resources. It should also be noted that the AMR is a factual reporting tool that is not subject to consultation [see also response to Council for the Protection of Rural England – 760/2].

All residents’ groups, individuals and other organisations will have the opportunity to be as actively or passively involved as they wish. The ‘Planning Poole’ leaflet offers a chance to sign up for workshops, one-to-one meetings, ‘walkabout tours’ and other events that previously were not available. As with all participation, it is a two way process and individuals and groups are increasingly letting the Council know how they want to be involved.

Proposed Change: Delete the text at pages 21 and 22, simplify and re-incorporate into Diagrams 4 & 5 as suggested. Reduce overall use of acronyms and include a glossary.

Assigned Reference 1045Representation Ref 1Name Mr Cockbaine


Y Page 6 - Diagram difficult to readPage 17 - Diagram impossible to readPage 14 - "ambassadors" suggest "representatives"Page 35 - South West RA? UnelectedGeneral Comment - Too many acronyms. Suggest pull out page with

glossary. Readers place in the chain is not very clear.

Council response: It is agreed that Diagram 1 at page 6 is too small. Diagram 3 at page 17 is small, but is not intended to be read verbatim. Its purpose is to illustrate the ‘Planning Poole’ leaflet. A full explanation of the leaflet and purpose of it is included in the text for this section. It is accepted that the replacement of the word ‘ambassadors’ with ‘representatives’ will improve readability. The constitutional / decision making basis of the SW Regional Assembly is not a matter that can be influenced through this document which is about involving the community in Poole on local planning policy. The use of acronyms is an unfortunate consequence of the new planning system which now requires Local Planning Authorities to produce a series of planning policy documents. It is agreed, however, these could be reduced and a glossary added, again, to improve readability.

Proposed Changes: Reduce overall number of acronyms, replace Diagram 1 with a larger version, delete “ambassadors” and replace with “representatives” at page 14 (Section 3 – Community Engagement – ‘Who will be involved?’.

Assigned Reference 1056

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Representation Ref 1Name Mr Clapp MIFE


Y Y Idea is very admirable, feel it has come too late and taking too long to come to fruition.

Large sites in Poole TC are already under construction and a great deal of the Power

Station site already decided

Council response: Mr Clapp’s support for the Statement is noted. Mr Clapp is also right to point out that by the time the Local Development Framework fully replaces the existing Local Plan, many of the major sites in the central area of Poole that are allocated for housing or mixed use development will be built, under construction or committed. This is because the mix of uses identified for these sites is already set out in the Local Plan. This is a statutory document (adopted March ’04) and the policies within it will be ‘saved’ for 3 years. The role of the LDF will not be to ‘re-visit’ the principle of development on these sites as the decision making framework for these is already set out in the Local Plan (time horizon up to 2011). The Local Development Framework will be looking to ‘roll forward’ the Local Plan to beyond 2011. It will look to answer questions such as how Poole can meet its housing requirements beyond 2011, how employment land can be safeguarded, what improvements can be made to the town centre? It will also deal with issues such as the review of the greenbelt etc…

The purpose of this Statement is therefore to gather community consensus on how to plan for the period beyond 2011 rather than re-visit the principle of development on a number of committed urban sites.

Proposed change: None.


Name Mr Ballard


Y Y An impressive and detailed statement. Comments not to be seen as criticism, but to

clarify for layman.6, 17 and 19 - Diagrams could be clearer, possibly also enlarged in some

cases?5 and 14 - Define "Stakeholders"7 - List current composition of Poole Partnership13 - LDF etc - A glossary of abbreviations needed27 and 28 - give typical examples of "major, minor and other" applications

Council response: It is accepted that the diagrams need to be improved throughout the document. In the context of ‘Planning Poole’ and this Statement [setting out who and how we will involve people in ‘Planning Poole’], ‘stakeholders’ are considered to be: “Any individual or organisation who has an interest in the way Poole develops and, hence, emerging planning policies for the town. This may include residents, house builders, community groups, employers (e.g. who may wish to secure more affordable housing for workers), etc…”. This definition has been included in a glossary that will form part of the Statement.

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A list of the current composition of the Poole Partnership Steering Group is considered helpful.

There are various classifications for planning applications. A major housing application might be considered to be an application for over 5 dwellings, for example. A minor application could be an extension to an existing house. A major office application is considered to be in excess of 2,000m². In the interests of keeping this document as brief as possible, it is not considered appropriate to include such definitions in the Statement.

Proposed changes: Add a new glossary to the document including a definition of ‘Stakeholders’ as set out above. A list of the current composition of the Poole Partnership Steering Group has been added – see new appendix 4. Replace diagrams with clearer / larger versions.


Name Mr Brown


Whole Y Y Generally like the statement or parts of it. Fundamentally I find it a little detailed - not

easily absorbed overall, but much appreciatedGenerally the terms ‘community spirit’ and ‘joined up thinking’ I find

indispensable. These terms would, I believe be essential both in work on paper and in

administration, and the co-ordination of both.As for personal involvement - despite my lack of administrative experience - perhaps this could be adequately understood in involvement to be of some value when combined with any of the more actual planning on paper thoughts I might be able to contribute ideas (see enclosed). Paragraphs 5 and 6 regarding a new planning policy along with the bottom half of page 7 are quite new to me and I should like to know more. Pages 13 and 14 - I would like to know more but in the midst of long

retirement - perhaps my actual ability to fully appreciate all in detail could perhaps be

limited - my experience being mainly in the direction of paper planning.

Council response: Mr Brown’s support for the Statement is noted.

Proposed change: None

Assigned Reference 1141Representation Ref 1Business / Organisation South West RDA

Name Mr Voss

Paragraph Group Object Support Representation SummaryWill endeavour to make a comment.

Council response: N/A – no further comments received.



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Representation Ref 1Business / Organisation Strategic Rail Authority

Agent Company Littman Partnership

Name Ms Dawson


No direct comment on SCI, other than that the SRA wish to be involved in the production of this and any other Local Development Document.

Council response: Wish to be involved noted.


Assigned Reference 1421Representation Ref 1Business / Organisation Woodland Trust

Name Mr Milward


Y Look forward to playing a role in the LDF process.

Council response: Wish to be involved noted.


Assigned Reference 1476Representation Ref 1Business / Organisation Environment Agency

Name Mr Burt


Y No comment

Council response: Support from the Environment Agency noted.


Assigned Reference 1517 Representation Ref 1Business / Organisation Poole Amateur Rowing Club

Name Mr Watkins


Y Statement does not give direct support for a rowing club, however the inspector's Report does identify the location of the new rowing club, with P.A.R.C.

Council response: It should be noted that the Statement does note serve to undermine the weight attributed to the adopted Policies of the Poole Local Plan

21

First Alteration. Policy CA7 allocates land at Sydenhams / Pilkington Tiles for mixed-use redevelopment, incorporating accommodation for Poole Rowing Club. It is not appropriate to make reference to this in the Statement, which instead aims to set out how and when community engagement will be assured in the preparation of planning documents and determination of planning applications. Officers have written to Mr Watkins to request that the representation be rolled forward for considered during the preparation of the Regeneration Area: Area Action Plan (awaiting reply).



Name Mr Smith


Y Y Should be involvement by key individuals or groups in particular areas where

appropriate e.g. Friends of Poole Park in that area - and for individuals who feature

strongly in community involvement but do not actually represent any group, or operate

through any of the consultation bodies.

Council response: Agree. The Statement is set up to allow people and/or interest groups with geographically specific or subject specific interests to get involved in ways that are deemed appropriate (see Section 4 of the SCI). The ‘Planning Poole’ leaflet asks people what interests them (Core Strategy and/or Site Specific Allocations) and offers a number of choices in the ways people can get involved. E.g. ‘Walkabout tours’, through their area committees, at workshops etc…Future consultations undertaken by the Council will bare this in mind and, resource permitting, ensure one-to-one workshops etc…are held with those groups who clearly a geographic or subject specific interest. For, example, we would expect Registered Social Landlords and Hose builders to be involved in reviewing affordable housing policy. We would expect English Heritage and local amenity groups such as Friends of Poole Park to be involved if a review of policies relating to Poole Park were being reviewed.



Name Mr Waller


Y P. 3/4 contents very clear and unambiguous, allows speedy access. P. 7 pleased to see "joined up thinking" point, decision making and issues

seem holistic.P. 6/10/19/20 illustrations, graphs etc very clear

Council response: Support noted.


22


Name Mrs Biggs


Y No comment.




Name Mr Robertson


Y No comment.




Name Mr Gough


Y No comment



Assigned Reference 1826Representation Ref 1Business / Organisation Dorset Wildlife Trust

Name Ms Brunt

Paragraph Group Object Support Representation SummaryNo comment at this stage.

Council response: None.



23

Representation Ref 1Business / Organisation Government Office for the South West

Name Mr McCombe


Whole Y I welcome the progress you have made developing the Statement of Community Involvement. The draft SCI clearly describes its purpose and sets out a good overview of

the Council's approach to involving the community. It includes a summary of the Local Development Documents that the Council will produce. The draft SCI also has a clear set of specific objectives for exceeding the minimum legal requirements for handling planning applications. It might be an idea to have a similar statement relating to local development documents.

Council response: Agree. A new table highlighting the ‘over and above’ consultation requirements for DPDs would usefully complement the table to cover consultation on Planning Applications. This will provide an immediate reference to what the Council is doing to maximize ‘upfront’ involvement in the development of Planning Policies.

Proposed Change: Add new table to the beginning of Section 4 to read as follows:

The Council will exceed the minimum legal consultation requirements for Development Plan Documents by:




Being flexible in the timings of workshops, meetings and venues in order to reach as wide an audience as possible.


Name Mr McCombe


Whole Y The statement makes appropriate links to community initiatives such as the Poole

Partnership, but might go on to elaborate how these various processes are to be

integrated, for instance by combining consultation exercises. The statement touches on its contacts database. The guidance suggests that you include a 'long list' of the types of groups you propose to involve.

Council response: Agreed. The process of preparing planning documents will be integrated with the development of a Community Strategy and action plans for objectives. Joint mailing and exhibitions / consultation events have already taken place and this will continue to be so.

24

The existing appendix will be expanded to list all of the organisations that have responded to the Council’s Planning Poole leaflet (this is a ‘long list’ of the types of groups that the Council propose to involve, but not an exhaustive list of everyone on the Council’s Planning Poole database). Proposed Change: Make an additional reference in Section 1 ‘Links with the Poole Partnership’ to highlight the integration between the work of Poole Partnership and the preparation of the Local Development Framework, to state; ‘Issues raised through previous Poole Partnership consultation events will feed into the early stages of preparing planning documents. Joint mailing and exhibitions / consultation events have already taken place and this will continue’.

Extend existing appendix to list all of the organisations that have responded to the Council’s Planning Poole leaflet and wish to be involved or kept informed – see new appendices [1] - [3].


Agent Company

Name Mr McCombe


Whole Y I 25ecognize that parts of the SCI need to be updated to take account of changes made to the Local Development Scheme and in some respects the document is work in progress. But in some sections the text is quite discursive, reflecting on

the approaches and issues involved rather than saying simply what your

approach is. The next version of the SCI needs to set out the Council’s policy for involving the community in a way that is more easily understood. You have begun to do this in diagram 4, but if the SCI listed types of group (dividing up the wider stakeholders into more types of groups) it could link each one to particular methods of consultation at the various stages of each different LDD. Everyone could then have a clear idea of how, when and why you are expecting them to be involved. This is particularly relevant to groups who have a specialist input or for those who will be most especially affected by a particular LDD. The community can comment on your approach and suggest improvements. You would also be better placed to judge whether your approach has sufficient focus and your resources are efficiently managed and used to best effect.

Council response: Agree. There is scope to reduce ‘discussion’ about who is the community as well as other sections of text. The Council favours concentrating on who, when and how people will be involved. In response to this GOSW representation and a number of similar objections, the Statement be re-worded to avoid acronyms and unnecessary text. Furthermore it is proposed that Diagram 4 is amended to answer more of the ‘when?’ questions about involvement. It includes 3 new columns to set out when (to the nearest month) the main stages of the Core Strategy, Area Action Plan and Site Specific Allocations documents will happen. It also sets out the types engagement techniques likely to be used at each stage and the types of groups that will mainly be involved. These groups may include those with technical expertise, ‘Specific’ and ‘General’ Consultation Bodies (a fuller list will be provided in a revised Appendix 1 – see Council’s response to GOSW representation 1835/2.

The Local Development Scheme programs work for a three year period. It is

25

considered entirely inappropriate to enter into ‘calendar date and time level’ detail for the ‘who, when and how?’ questions on community involvement in the Statement. It extremely difficult to set up workshops and other events 2-3 years in advance. It is also impossible to prejudge exactly who will get involved. Interest groups change over time. The timings and nature of events will in part be influenced by the issues and options that emerge, enthusiasm from stakeholders, availability of resources etc…

Proposed change: Reduce overall text.

Reduce use of acronyms.

Revise Diagram 4 to include an indication of when different engagement techniques will be applied at different stages of the Core Strategy, AAP and Site Specific Allocations Document.


Name Mr McCombe


Whole Y Overall, the document brings out the various issues connected to the different types of

involvement, their benefits and the resources available. As a whole the SCI would benefit from being a little more precise about the way forward and, if at all possible, a little shorter.

Council response: Agree. It is considered that the ‘way forward’ is dealt with by setting out what documents the Council will produce (section 2), who will be involved (section 3) and how and when they can expect to be involved (section 4). It is agreed that certain sections are too wordy and would benefit from being edited.

Proposed change: See changes proposed under the Council’s response to GOSW representation 1835/3 (above).


Name Mr McCombe


Section 2 Y It might also refer to the input and feedback the Council should seek on Sustainability

Appraisal.

Council response: Agreed. The Council has developed a fuller understanding of how the Sustainability Appraisal (SA) and Strategic Environmental Assessment (SEA) will relate to the timeframe for the preparation of planning documents. This will allow for engagement to be run in parallel and ensure that the SA and SEA will help to shape the emerging planning documents. As such, greater clarification on the timing and methods of engagement can now be given, as follows.

Proposed Change: Additional text will be inserted at the end of Section 4 under

26

the subheading ‘Sustainability Appraisal and Strategic Environmental Assessment’ and some existing text deleted to avoid duplication. The additional text to be integrated is as follows:

‘The Council has helped to establish the Dorset SEA group, comprising the four main Environmental Bodies (English Nature, Environment Agency, English Heritage and the Countryside Agency) as well as local planning authorities. The purpose of this Group is to oversee the Strategic Environmental Assessment (SEA) and Sustainability Appraisal (SA) of plans and programmes in each of the local authorities in Bournemouth, Dorset and Poole, which should assist in ensuring the SEA/SA work is consistent, avoids duplication and ties in with sub-regional and regional appraisals. It should also ensure that stakeholders are engaged at appropriate stages.(It should be noted that the intention will be to conduct a combined SA/SEA of all plans which require both.) Dorset SEA Group will be involved with scoping the issues to be considered for each Local Development Document, looking at the availability of baseline data and method of appraisal. The Group will also have an involvement, either directly or in a scrutiny capacity, in the assessment of options. Other organisations with technical expertise in economic and social issues (for instance Poole Primary Care Trust) will be invited at the discretion of the group.

The Dorset SEA Group will be the focus for pre-submission consultation on issues and options. Full public consultation on the SA/SEA will take place with the publication of an Environmental Report/Sustainability Report alongside the publication of a 'preferred options' document. This will contain all the baseline, scoping and assessment work for the SA/SEA which has informed the selection of a preferred option. Once the final submission of the development plan document is made, the final Environmental/Sustainability Report will be submitted, having taken account of any changes as a result of consultation on preferred options as well as on the appraisal document itself.’


Name Mr McCombe


Section 3 Y The bullet principles should avoid jargon. They might pick principles in 'Community

Involvement in Planning: Government Objectives' (e.g. paragraph 2.2). 'Who is the

community?' - This is an instance of one of the more discursive sections of text. 'Who

will be involved?' - I found this section a little confusing and over technical.

Council response: Agreed. The bullet principles in section 3 will be deleted and will be replaced with the addition of a table at the start of section 4. This new table provides a simple description of what people can expect from the process and translates the bullet points in paragraph 2.2 of ‘Community Involvement in Planning: Government Objectives’ to Poole.

The section entitled ‘Who is the community?’ is largely a reflection of the document’s evolution and it is accepted that this is academic and may be of limited benefit to the reader. As such, much of Section 3 will be deleted and this will assist in meeting other representations submitted by the GOSW (i.e.

27

representation 1825/3). The section entitled ‘Who will be involved?’ is considered to reflect the Regulations and whilst it is recognised that this is a little technical, it is nonetheless important to maintain the definition of different consultation bodies to avoid later confusion.

The part entitled ‘Who will be involved?’ will be supplemented with further cross reference to expanded appendices giving examples of different bodies and wider stakeholders.

Proposed Change: The bullet principles in section 3 will be deleted.

A table will be added at the beginning of section 4 to read as follows:

‘The Council will exceed the minimum legal consultation requirements for Development Plan Documents by:




Being flexible in the timings of workshops, meetings and venues in order to reach as wide an audience as possible.’

The paragraphs on ‘Who is the Community?’ will be deleted.

The part entitled ‘Who will be involved?’ will be supplemented with further cross reference to new appendices [1]-[3], giving examples of different bodies and wider stakeholders.


Name Mr McCombe


Section 4 Y This section reads as a discussion of the Council's choices. It should explain how it would engage the community rather than how it could. The preferred methods (tools) for

engagement could be more precisely explained. The Council's database is one of the main baselines for future engagement. It is not clear whether this has been assessed to identify main areas where involvement will be needed, (see step 2 in the Creating LDF:

Companion Guide to PPS12). Diagram 4 - for the purposes of the SCI - does not seem very user friendly.

Council response: Section 4 sets out the types of tools of engagement that will be used. It is agreed that some further description of each technique would help. However, there is a balance to be struck between the amount of text that is included in this statement and its readability. Many tools of engagement of self explanatory, like one to one meetings. There is little point in explaining the agenda / format of these meetings as this will depend largely on who is interested in attending and the issue. What is a ‘walkabout tour’? Has been queried. As such

28

a new paragraph is included to explain what this might involve.

The question of how the Council might involve the community is explained through Diagram 4 which sets out the types of consultees that will be involved at the various stages of the Core Strategy, Area Action Plan and Site Specific Allocations. The Diagram also lists the tools of engagement that may be used at each stage.

GOSW representation 1835/3 led to a revision of Diagram 4 to set out the how, who and when answers for consultation for three Local Development Documents. It is hard to see how it can be made more user relative to the amount of information required.

The Council’s database has been prepared to record consultee preferences for involvement. It will help the Council ensure that consultees are involved in the ways set out in diagram 4 for each stage of each Local Development Document, where resources allow.

Proposed Change: Revise the “How will the process of engagement be managed?” section in chapter 5 to explain that consultee preferences for involvement will be recorded on the Council’s database and used to ensure that the various involvement techniques set out in Diagram 4 are offered to consultees, where requested.

Add new paragraph in Section 4 to explain what a ‘walkabout tour’ might help to achieve.


Name Mr McCombe


Y Tiers and thresholds. Again, rather than discuss the choices the next version should

specify whether and what 'tiers and thresholds' the Council will propose to use and the

methods of consultation for each.

Council response: Agree. The definition of thresholds needs to be more specific.

Proposed Change: Amend section on thresholds to define ‘major development’ as defined in the Town and Country Planning General Development Procedure Order 1995. This section will also be amended to assume all ‘small development’ is development that falls outside the definition of major.


Name Mr McCombe


Y Pre-application discussions, public involvement in major applications - These sections

are welcome. They highlight, for instance, the various benefits involved. The next

29

version might be more specific in what the council expectations will be and

the actions it will take to meet the objectives listed at the beginning of this section.

Council response: The section on encouraging pre-application discussions accurately explains how the Council intend to meet these objectives. To date the Council has achieved a fair degree of success in persuading applicants of the benefits of engaging community organisations prior to submitting formal applications. However, it is important to recognise that the Council cannot refuse to register or determine planning applications on the basis of pre-application discussions.



Name Mr McCombe


Appendix A Y This was omitted, but referred to in the SCI.

Council response: Officer’s are not aware of any reference to Appendix ‘A’. Appendix 1 is, however, referred to in the Statement. The appendices has been expanded to list all of the organisations that have responded to the Council’s Planning Poole leaflet – see new appendices [1] – [3].


Assigned Reference 1885Representation Ref 1Business / Organisation South West RSL Planning Consortium

Agent Company Tetlow King Planning Ltd

Name Mr Tetlow


Y Y Opportunities for the provision of social/affordable housing need to be optimised.

Support the clear structure of the document and how it addresses the components of

community engagement. In particular bodies supporting racial, ethnic, religious and

disabled groups and business commerce. Would welcome a positive statement to

support efforts to achieve consultation with varied age groups in the community.

Appendix 1 provides a list of specific consultation bodies. Disappointed neither the

South West RSL Planning Consortium nor any of its constituent members are included. We would wish to be consulted at all stages of the production of the LDF. We would like to establish a meaningful dialogue with the council as the LDF progresses.

Council response: Agreed. The General Consultation Bodies referred to in the Statement reflect those stated in the Town and Country Planning (Local

30

Development)(England) Regulations 2004. It is agreed that the Statement should support efforts to achieve consultation with varied age groups in the community. However, the Statement seeks equity in terms of opportunity, rather than specifically targeting particular age groups as it is considered that many other variables such as mobility, lifestyle etc may have a far greater impact. Equity is achieved through offering a range of different consultation methods, presenting flexibility in terms of engagement. Some information on needs has been collected through the Planning Poole leaflet.

Appendix 1 will be expanded to list all of the organisations that have responded to the Council’s Planning Poole leaflet (not an exhaustive list of everyone on the Council’s Planning Poole database). Organisations, such as the South West RSL Planning Consortium will be explicitly referred to under ‘General Consultation Bodies – Voluntary organisations’ in the expanded appendix.

Proposed Change: Extend existing appendix to list all of the organisations that have responded to the Council’s Planning Poole leaflet – see new appendices [1]-[3].

Assigned Reference 1887Representation Ref 1Business / Organisation South West RDA

Name Ms Ordidge


Y Keen to continue to be consulted in the preparation of the LDDs

Council response: Support for the Statement is noted.


Assigned Reference 1898Representation Ref 1Business / Organisation Friends of Poole Park

Name Mr Chick


Y Y Generally Support. Too many Abbreviations. Will there be potential to have much impact on Planning in Poole, since most large sites have been developed/permission gained.

Council’s Response: Mr Chick is right to point out that by the time the Local Development Framework fully replaces the existing Local Plan, many of the major sites in the central area of Poole that are allocated for housing or mixed use development will be built, under construction or committed. This is because the mix of uses identified for these sites is already set out in the Local Plan. This is a statutory document and was adopted March ’04. It cover the period 2001 to 2011 and the policies within it will be ‘saved’ for 3 years (up to 2007). The role of the LDF will not be to ‘re-visit’ the principle of development on these sites as the decision making framework for these is already set out in the Local Plan (time

31

horizon up to 2011). The Local Development Framework will be looking to ‘roll forward’ the Local Plan to beyond 2011. It will look to answer questions such as how Poole can meet its housing requirements beyond 2011, how employment land can be safeguarded, what improvements can be made to the town centre? It will also deal with issues such as the review of the greenbelt etc…

Unfortunately planning reform has meant the Local Plan will be replaced by a whole range of documents with different names and inevitably acronyms. It is accepted that this can be confusing and the submission draft Statement of Community Involvement will have fewer acronyms as well as a Glossary.

Proposed Change: Reduce overall use of acronyms and include a glossary.

Assigned Reference 1900Representation Ref 1Business / Organisation House Builders Federation

Name Ms Muston


Y Appendix 1 - The House Builders Federation should be a General Consultation Body

representing the interests of the house building industry in Poole

Council response: Agreed. The existing appendices will be expanded to list all of the organisations that have responded to the Council’s Planning Poole leaflet (not an exhaustive list of everyone on the Council’s Planning Poole database). Organisations, such as the South West RSL Planning Consortium will be explicitly referred to under ‘General Consultation Bodies – Voluntary organisations’ in the expanded appendix.

Proposed Change: The existing appendix will be expanded to list all of the organisations that have responded to the Council’s Planning Poole leaflet – see new appendices [1] – [3].

Assigned Reference 1909Representation Ref 1Business / Organisation Brookfield Trust

Name Mr Snow


Y Y Generally the statement is clear and understandable to those with some knowledge of

Planning. Could be made easier for the layperson

Council response: The Council agrees with comments made by the Brookfield Trust and has re-drafted the Statement to limit the number of acronyms and make the Statement easier to read.

Proposed Change: Limit number of acronyms, include a glossary of terms, reduce overall text an put more emphasis on the use of diagrams.

32

Representation Ref 2Business / Organisation Brookfield Trust

Name Mr Snow


Y Please confirm all bodies on the database will be contacted to confirm their status when the final statement is published. A list should be available to the public. Please confirm consultation will be by whatever method the consultee prefers.

Council response: It is not clear what is meant by ‘confirm their status’. However, the new draft Statement separates different consultation bodies into different groups and provides a list of the types of groups the Council will consult with and when. Briefly this includes a list of ‘Specific Consultation Bodies’ who will include government agencies such as the Environment Agency, English Nature and the Highways Agency. ‘General Consultation Bodies’ include local and national interest groups like local nature conservation groups, crime prevention bodies etc…. ‘Wider Consultation Bodies’ include developers, individuals and other public bodies. The lists of these consultation bodies is not exhaustive and will change from time to time. Revised Diagram 4 will set out who will get involved from these bodies and when.

The ‘Planning Poole’ leaflet asks consultees how they wish to be involved and the Statement promises to use preferred methods of involvement wherever possible. This is covered in section 4 of the Statement.

Proposed Change: Extend existing appendix to list the various consultee groups – see new appendices [1]-[3]. Amend Diagram 4 to show when different consultees can expect to be involved in the developing planning policy.

Assigned Reference 1910Representation Ref 1Business / Organisation Highways Agency

Name Mr Parsons


Y No substantive comments. Other than pleased to be included under Appendix 1 as a

statutory consultee



Assigned Reference 1919Representation Ref 1Business / Organisation Colehill Parish Council

Name Mrs Stokes

33


Y I like the statement or parts of it (support)



Assigned Reference 1920Representation Ref 1Business / Organisation Corfe Mullen Parish Council

Name Mrs Blee


Y No comment



Assigned Reference 1952Representation Ref 1Business / Organisation Taylor Woodrow Developments Ltd

Name Mr Elliot

Paragraph Group Object Support Representation SummaryY The presentation, format and use of color is good.




Name Mr Elliot

Paragraph Group Object Support Representation SummaryY Y Guidance on the potential for a developer / applicant to carry out pre-

applicationdiscussions is welcomed, including clarity that officers can keep a

'watching brief' onthis. Is a similar position appropriate for landowners / developers

promoting sites for inclusion in a sites allocation DPD?

Council response: The support is noted. With regard to the promotion of sites for inclusion in a site allocations DPD, the principle of engaging the local community and relevant organisations. However, the position is somewhat different from that of a planning application in that it is the soundness of the plan that will tested rather than the detailed merits of a particular development proposal. There is also a clear differentiation between the pre-application stage and the formal submission

34

of an application and careful consideration must be given to when a site is promoted as this is distinction is not so clear cut in the preparation of Development Plan Documents. It is important to recognise that a site will be assessed within the overall context of needs and provision within the Borough and this balance may prove less tangible.



Name Mr Elliot


Y Y Is specific mention of landowners / developers / agents appropriate in defining who will

be consulted on Page 14? We welcome involvement in the LDF process and wish to

be kept informed of further consultations on the SCI, DPDs etc

Council response: The said reference on page 14, reflects government guidance on ‘Specific and General consultation bodies’, as set out in the Town & Country Planning (Local Development) (England) Regulations 2004. This is supplemented by an expanded list of particular groups and organisations in appendix 1. Appendix 1 will be expanded to list all of the organisations that have responded to the Council’s Planning Poole leaflet (not an exhaustive list of everyone on the Council’s Planning Poole database). Developers, landowners and agents will be explicitly referred to under ‘wider stakeholders and individuals’ in the expanded appendices.

Proposed Change: Extend existing appendix to list all of the organisations that have responded to the Council’s Planning Poole leaflet, including developers, landowners and agents – see appendices [1]-[3].

Assigned Reference 1988Representation Ref 1Business / Organisation 5th West Hants and East Dorset Branch

Name Mrs Walden


No comment, as not familiar with Poole area.

Council response: N/A.


Assigned Reference 1997Representation Ref 1Business / Organisation Lytchett Minster & Upton Parish Council

35

Name Cllr Moore


Y Verbose, complicated and bureaucratic. Gives the impression of community involvement, but experience is it is totally undemocratic.

Allow locally elected councilors more power on behalf of the locals who elected them.

The SWRA are unelected.

Council response: There are a number of comments that the Statement is too long or complicated. Unfortunately there is a difficult balance between setting out what future planning policy documents are likely to be produced, when and how the public can get involved. However, the Council will seek to simplify the Statement, cutting down on unnecessary or ambiguous wording.

This Statement sets out how stakeholders can expect to be involved in locally formulated planning policy through the ‘Local Development Framework’. The South West Regional Assembly is required to prepare it’s own Statement of Public Participation setting out how stakeholders can expect to be involved in regional planning policy formulation, under Section 6 of the Planning and Compulsory Purchase Act 2004. This has been prepared by the Assembly and is available for inspection on their website (http://www.southwest-ra.gov.uk/). The objection would appear to relate to national legislation rather than the processes undertaken at a local level. In the interests of providing a clear, concise Statement, this is not considered to be an issue which is directly relevant to the Statement.

Proposed Change: Edit whole document to cut down on unnecessary and ambiguous wording.

Assigned Reference 2000Representation Ref 1Business / Organisation Friends of Hamworthy Park

Name Mrs Smeaton


Y Y In principle the statement is welcomed. Needs to be simplified. Very 'wordy' nature of

the document was difficult to assimilate.Who actually represents Hamworthy (Cllr's already have an opportunity to

voice their opinions.How inclusive will the consultation be?How much notice will be taken of local opinion?Consultaion is a waste of time if deals are done outside.Simplify, Involve locals, listen and take note.

Council response: The new planning system asks that Local Planning authorities set out how they will involve their communities in bringing forward future planning policies. That is what this Statement is trying to do. The Council has not done this as an ‘up front’ action before and it is hoped this will improve local planning policies. Involving people locally and early on is recognised as improving the quality and relevance of future planning policies. The Council has distributed copies of its ‘Planning Poole’ leaflet which, for the first time, asks people how they would prefer to be involved. The statement also promises to provide feedback on consultation which is something that did not always happen under the previous Local Plan process.

36

http://www.southwest-ra.gov.uk/

It must also be remembered that this is not a one-way process and the quality of future planning will depend on residents, developers, and other agencies getting involved. The Council will provide as many opportunities as possible, but requires input and enthusiasm from the community. There is often a perception that deals are done from the outset, but the Statement is transparent and will offer equal opportunities for involvement. Groups / individuals who get involved early will ensure that their representations carry more weight / influence later on.

A delicate balance has to be struck between clearly setting out how and when people can get involved and meeting statutory requirements on content and format. Unfortunately the recently reformed planning system has meant the Local Plan will be replaced by a whole range of documents with different names and inevitably acronyms. It is accepted that this can be confusing and the submission Statement will have fewer acronyms, rely more on diagrams, as well as a Glossary of terms.

Proposed Change: Edit whole document to limit unnecessary text and use of acronyms.

Assigned Reference 2004Representation Ref 1Business / Organisation The Showmens Guild of Great Britain

Name Ms Clay


Cc sites for travelling Showpeople. Take the accommodation needs of Showpeople Into account through the introduction of an appropriate crieria-based policy following advice in Circular 22/91.

Council response: The accompanying information and explanation of the accommodation needs of Showpeople is a useful explanation of the work of this organisation. The representation from the Guild suggests a criteria-based policy to meet the housing needs of show people. Unfortunately this consultation is based on how people and organisations can get involved in future planning policies, rather than the details of those policies. The Guild will be recorded as a consultee and kept informed about future opportunities to be involved.


Assigned Reference 2007Representation Ref 1Business / Organisation Rapleys LLP

Name Thomas


Y No comment



37

Assigned Reference 2010Representation Ref 1Business / Organisation Transportation Services, Borough of Poole

Name Mr Francombe


Y No comment



Assigned Reference 2013Representation Ref 1Business / Organisation South West Regional Assembly

Name Mr Todd


No further comments.

Council response: N/A


Assigned Reference 2016Representation Ref 1Business / Organisation Canford Estates

Agent Company Savills Planning

Name Mr Lofthouse


Whole Y The SCI provides the opportunity for the community to understand how it will be Involved in the preparation of new planning documents and in the decision- making process for applications. It is fundamental that this document should be

clear, transparent and accessible. Whilst it seeks to explain technical information, it would benefit from being simplified. The presubmission draft could be simplified to respond to the key objectives set out in PPS12 (para.3.10), In particular, the use of tables and flow diagrams would best identify how consulytees would be engaged in the planning process. Diagram 4 is particularly useful but could be improved to show a more detailed process, linked to desired outcomes. Simplify by reducing text and increasing use of tables, matrices, schedules etc. Set out key objectives from PPS 12.

Council response: These comments from Canford Estates are welcomed. A careful balance has to be struck between clearly setting out how and when people / organizations can get involved and meeting statutory requirements on content and format. Unfortunately the recently reformed planning system has meant the Local Plan will be replaced by a whole range of documents with different

38

names and, inevitably, acronyms. It is accepted that this can be confusing and the submission Statement will have fewer acronyms, rely more on diagrams, as well as a Glossary of terms.

Proposed Change: Edit whole document to cut down on unnecessary and ambiguous wording. Increase size and significance of diagrams and improve Diagram 4 to more clearly set out which groups of consultees can expect to get involved, how and when for a typical Local Development Document.

Representation Ref 2Business / Organisation Canford Estates


Name Mr Lofthouse


Y Considering the consultation process and procedures in more detail for each type of

Local Development Document (LDD) would be useful to demonstrate the different

approach to consultation and participation expected in the process.Provide more details of the engagement methods proposed on page 16.

Improve diagram 4 to show a more detailed process for each DPD (Core Strategy,

Site Specific, Area Action Plans etc).

Council response. A balance needs to be drawn between providing too much detail and the Statement losing its purpose. It is difficult to add any further information in Diagram 4 as it already outlines the who, when and how questions about involvement for the Council’s Core Strategy, Area Action Plan and Site Specific Allocations Document. We are at the first stage of a three year consultation on the various Local Development Framework documents. The different involvement techniques applied to each Local Development Document will, to a large extent, depend on the issues that emerge. This statement is more able setting out principals of involvement rather than detailing exactly what techniques will be used, exactly when and for exactly what Local Development Document.

In the interest of avoiding a excessive text, it would not be appropriate to detail every involvement technique as many are self-explanatory. It is felt an example may prove useful, and further explanation of ‘walkabout tours’ is provided.

Proposed Change: Add new paragraph to Section 4 to explain what a ‘walkabout tour’ might achieve involving the public in shaping future planning policy.

Representation Ref 3Business / Organisation Canford Estates


Name Mr Lofthouse


Y Reference should be made in Chapter 4 to the LDS, with reference to the 'LDS

39

Milestones' outlined in that document which identifies (in a table), the likely periods for participation. This approach would effectively demonstrate how further explanation of the

composition of workshops and focus groups for particular DPD's could be explained in the SCI. Cross reference to chapter 4 of the LDS - the key milestones could be integrated into diagram 4 to show a co-ordinated approach. More detail of the composition of the working / focus groups.

Council response: Agreed. Reference to the Local Development Scheme (LDS) is currently made in section 2 and the Council agree that the Statement might benefit from additional cross referencing in section 4. As Mr Lofthouse states, this could highlight the additional detail on the key milestones for each document contained within the LDS. However, it is considered that cross referencing within the text would introduce a further level of complexity in the Statement which would not be to the benefit of the wider readership. In line with representations from Mr Lofthouse and the Government Office, key milestones have been integrated into diagram 4.

The reference to working groups and focus groups is deliberately flexible. It is not until we begin preparing documents that some of the detailed issues will emerge. The Council would not wish to pre-empt the interest of different organisations and individuals in this process, thus there is little benefit in being overly prescriptive at this stage. All of those who have registered an interest in workshops / discussion groups through the Planning Poole leaflet will however be contacted and invited to such an event at the appropriate stage (as indicated in the Statement).

Proposed Change: Revise Diagram 4 to include an indication of when different engagement techniques will be applied at different stages (essentially identifying key milestones) of the Core Strategy, AAP and Site Specific Allocations Document.

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This information is available on audio tape and in large print.

The information is also on the Council website www.boroughofpoole.com where it can be translated into many

European and Asian languages(Free internet access in all Poole libraries).

If you need this information in your own language call 01202 633633

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CONTENTS

Section Title Page

1 Introduction 5What is this Statement for?Links with Poole PartnershipLinks with the Council’s corporate prioritiesJoined up thinkingWhat’s different about how Local Planning Authorities

are required to consultWhat else is important about this document?

2 The Local Development Framework for Poole 10Poole’s Local Development SchemeThe Core StrategyPoole Bridge Regeneration Area Action PlanSite Specific AllocationsAnnual Monitoring ReportOther documents – not currently included in Poole’s Local

Development Scheme

3 Community engagement 12Who will be involved?

4 Ways to get involved in Planning Poole – Future Planning Policy 14Preferred methods of involvementWhen can you expect to be involved?Development Plan DocumentsSupplementary Planning DocumentsSustainability Appraisal & Strategic Environmental Assessment

5 Ways to get involved in Planning Poole – 25 Planning Applications

Legal requirementsHow we involve communities when a planning application is

receivedPublic notices of applicationsHow we involve communities during processing of applications How we involve communities when applications are determinedHow we involve communities after applications are determinedHow we involve communities if an appeal is received on an

applicationPerformance targetsExceeding minimum requirementsTiers and ThresholdsPre-application discussionsPublic involvement in major planning applications

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6 Resources 31What resources does the Council have?How will the process of engagement be managed?How will Councillors be involved?

What external resources can be used to promote community engagement?How will the process of involvement be managed?How will Councillors be involved?How will progress on the Statement be measured?

Appendix [1] Specific Consultation BodiesAppendix [2] General Consultation BodiesAppendix [3] Wider stakeholders and individualsAppendix [4] Poole Partnership Steering Group

References

Glossary

Diagrams

1 Stages in producing the Statement of Community Involvement

2 The Local Development Framework Timetable 3 Planning Poole – How do you want to be involved leaflet 4 Involvement in the production of a Development Plan Document

5 Involvement in the production of Supplementary Planning Documents

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1. INTRODUCTION

What is this Statement for?

Planning can be a positive activity, which acts in the public interest to shape the places where people live and work. Planning can offer local communities a real opportunity to influence how they want their areas to develop. This is best achieved with the early involvement of all interested residents, organisations and other individuals at an early stage before proposals are too far advanced. Community involvement will highlight local aspirations and concerns, bring detailed local knowledge and allow joint ownership of the plans and proposals. Effective community involvement is a key element of the Government’s planning reforms. This Statement of Community Involvement (SCI) sets out how the Borough of Poole will involve people and other interested parties in the new planning process in terms of developing future planning policies for the town as well as how they may expect to get involved in planning applications. The main stages in adopting this document are set out in Diagram 1.

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Diagram 1. – Stages in Producing this Statement

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Links with Poole Partnership

Wider links with the community are invaluable in terms helping to shape the right planning policies for the town. Consultation can also be time consuming and costly in terms of resources. Through this Statement of Community Involvement (SCI) the Borough will therefore be seeking to target its resources carefully and appropriately. One way to do this is through setting up good links with the Poole Partnership. The Partnership is made up of a group of organisations aiming to achieve long-term improvements to the quality of life for Poole people and in many cases this may involve the development of the town.

The Partnership meets annually. A Steering Group, of approximately twenty five representatives of the Partnership, oversees the development of the work. It brings together organisations from all sectors who are working for the benefit of Poole. The Steering Group includes members from the public, voluntary, community and business sector – see Appendix [4].

This Statement of Community Involvement has been prepared in collaboration with the Communications Sub-group of the Poole Partnership and it is hoped that the Poole Partnership will feel able to give their endorsement to the approach described in this SCI. The stages at which the Poole Partnership are involved are shown in Diagram 1.

The Council intends that issues raised through Poole Partnership consultation events will feed into the early stages of preparing planning documents. Joint mailing, exhibitions and consultation events have already taken place and this will continue.

Links with the Council’s Corporate Priorities

In 2004, the Borough of Poole identified five corporate priorities and the Statement of Community Involvement links to them all, albeit the strongest link will be in promoting ‘Community spirit – togetherness and well-being’. Through this priority and related ‘step change’ projects the Council is seeking to help communities to develop and strengthen the role everyone plays in shaping the future of the town. Clearly planning policy has a significant role to play in this.

‘Joined up thinking’

In the past genuine community concerns about matters that cannot be directly influenced by planning policy (eg litter, car parking charges etc…) were raised through consultation on planning policies. These concerns could not be overcome through changes to planning policy and sometimes led to frustrating and delayed answers which typically identified such issues as a ‘non-planning matter’. This perceived bureaucracy has no doubt done little to encourage further involvement in planning.

Through this Statement of Community Involvement and the Council’s proposed links with Poole Partnership, it is hoped that such issues will be filtered out early on and the matter be referred through the wider role of the Poole Partnership or the

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Council. The Council also has a role in ensuring that ‘parameters’ are clearly stated before seeking community engagement. Some things in the planning process are ‘givens’. For example, housing requirements for the town may be set at the South West Regional level. In these circumstances debate should be sensitively concentrated on the best locations for new housing or the type of new housing in the town rather than issues of housing numbers. Through this SCI, the Council therefore promises to better communicate ‘givens’ as well as appropriately deal with issues that do not directly relate to planning in a timely way. [see ‘Principles of SCI’].

What’s different about how Local Planning Authorities are now required to consult?

Legislation requires the Borough of Poole to meet certain minimum legal requirements. However, the Government is also asking Local Planning Authorities to go further and set out what will be done over and above these requirements to engage with a wider audience, particularly in the early stages of policy formulation (known as ‘frontloading’). Both the statutory requirements and ‘frontloading’ elements are shown in Diagrams 1 & 2.

In Poole, the Council considers this will best be achieved by targeting consultation / engagement opportunities more to those who explicitly state they wish to be involved, whilst not excluding the involvement of others. The Council’s proposed approach to targeted engagement is set out in section 3 ‘Engagement Techniques’.

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What else is important about this document?

Apart from offering a public statement of the Council’s standards for engaging people and organisations in planning, the Statement of Community Involvement will be important in other ways. All future planning policy documents for the Borough will be independently examined. These ‘examinations’ will be done to ensure the town’s planning policies are sustainable and broadly conform with regional and national planning policy. In testing the ‘soundness’ of future planning policies the Council will have to set out how the community was actively involved. The Council will therefore need to follow the standards set in this Statement.

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2. THE LOCAL DEVELOPMENT FRAMEWORK FOR POOLE

The Poole Local Plan First Alteration currently sets planning policies for Poole to cover the period 2001-2011. These policies will be reviewed and replaced by what is collectively known as the ‘Local Development Framework’ which is likely to cover the period up to 2016. Interest in the Local Development Framework will vary according to the topic, content and / or geographic area which it covers. The current timetable for the Local Development Framework is set out below.

Diagram 2.

[The timetable for the preparation of Development Plan Documents is updated periodically. The latest position will be set out in the Borough of Poole’s Local

Development Scheme. This can be inspected on the Council’s website www.boroughofpoole.com or planning reception at the Civic Centre. Please

contact officers on 01202633375 for further information.]

The Core Strategy

This will set out what broad types of development will be planned for in Poole up to 2016, from housing to leisure and employment to retail. You can be involved in setting a vision for the Borough in terms of the mix of land uses being planned and their general location. We may also be considering whether to extend the urban area or to concentrate growth within the town centre or other neighbourhoods in the Borough. You can also be involved in determining the criteria against which future planning applications will be judged.

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http://www.boroughofpoole.com/

Poole Bridge Regeneration Area Action Plan

This Development Plan Document will coordinate the delivery of a mix of land uses to meet the needs of the town including necessary social and community infrastructure within the Regeneration Plan Area.

Site Specific Allocations

This policy document will set out the location and amount of land to be specifically set aside for housing, employment, leisure and retail in the whole borough. Developing from the core strategy, it will show ‘site-specific’ detail.

Annual Monitoring Report (AMR)

Each year the Council will produce a report to assess the implementation of the Council’s Local Development Scheme and the extent to which polices in local development documents are being achieved. It will be based on the period between 1st April to 31st March. The Council will submit this document to the Secretary of State by the following December and soon after make it available on www.boroughofpoole.com.

The AMR must identify which milestones in the Local Development Scheme have been met and explain why certain miles stones have not been met where appropriate. Based on this it should recommend any necessary updating of timescales in the LDS.

There is no public engagement on the production of the AMR.

Other Documents – Not Currently Included In Poole’s Local Development Scheme

Area Action Plan for the Town Centre – Opportunities exist in the vicinity of the the High Street. The current Local Plan identifies this areas for retail provision as well as leisure-led redevelopment. Following a re-assessment of leisure and retail capacity in the Borough (through work associated with the Core Strategy) there may be the need to review the Local Development Scheme early and include an Area Action Plan as early as Summer ’05. This will be dependent on the Council’s ability to resource this Development Plan Document along side the Core Strategy, the Poole Bridge Area Action Plan and Site Specific Allocations Document already programmed.

Supplementary Planning Documents - SPDs differ from the above mentioned documents in that they would not form part of the Development Plan and not have the same legal status as a Development Plan Document (DPD). They will typically be used to expand upon policies in Development Plan Documents and provide further guidance on how these policies should be implemented. They may be theme based or area based such as a site development brief. They cannot be used to allocate land for certain uses – this can only be done through certain Development Plan Documents.

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3. COMMUNITY ENGAGEMENT

Who will be involved?

Planning Regulations issued in 2004 identify ‘specific consultation bodies’ which a Local Planning Authority must consult. These are set out in Appendix 1.

The Council also has a duty to consult with a broader range of ‘general consultation bodies’, which should be drawn from:

o Voluntary bodies some or all of whose activities benefit any part of Poole;o Bodies which represent the interests of different racial, ethnic or national

groups in Poole;o Bodies which represent the interests of different religious groups in Poole;o Bodies which represent the interests of disabled persons in Poole;o Bodies which represent the interests of persons carrying on business in

Poole.

A list of General Consultation Bodies is contained in appendix [2]. Wider stakeholders and individuals will also be engaged in the preparation of planning documents. Examples of the type of wider stakeholders who have already expressed an interest in contributing to the preparation of planning documents is set out in Appendix [3].

Contact information for specific consultation bodies, general consultation bodies and wider stakeholders / individuals was gathered in June 2004, combining information from the:

o Poole Partnership databaseo Corporate consultee databaseo Local Plan consultee databaseo Local Plan representations (objection) database

For the purpose of the Local Development Framework, contact information has been merged into a single database. It is not practical to list all contacts in this document as the database holds 1353 separate contacts [as at 10/05/05], a number of which will change over time. Examples of the types of general consultation bodies are, however, given in Appendix 1. Whilst the Borough of Poole possesses fairly comprehensive information on potential consultees, the Council will continue to embrace communities which have not previously been involved.

The Poole Partnership will act as a useful sounding board to check emerging planning policies in the context of the Partnership’s vision and aspirations for the town. Having a wide membership it is well placed assist in LDF work. The Council intends to meet regularly with the Partnership as the Local Development Framework progresses. It is currently intended that a working group made up of 4

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Partnership members and 3 Councillors will meet up to 4 times a year. This proposals was put to the Partnership on 17th November 2004.

In preparing planning policies there will be formal stages which require the endorsement of the Council. At these stages, documents will normally be put before the Local Economy Overview Group Committee for consideration by elected Members (Councillors), followed by Cabinet and finally Full Council.

External checking will be sought in order to make sure the Council is speaking to all the right people and highlight where other interested parties may have been overlooked.

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4. WAYS TO GET INVOLVED IN PLANNING POOLE – FUTURE PLANNING POLICIES

The new Planning Act provides an opportunity to extend the way Council’s involve the public in setting new planning policies. Whilst not all of these techniques are new, the Council believes they should be used in a more targeted way. This section of the Statement of Community Involvement sets out the types of techniques that will be used in Poole and when in the process of developing planning policy they are likely to be used (summarised in Diagrams 4 & 5). Minimum statutory requirements are focused around issuing public notices and placing copies of draft documents in libraries for public scrutiny. The Council will exceed these requirements as set out below.

Whilst allowing for anyone to make representation and participate, more intensive engagement will have to be tailored to those who are likely to have the greatest interest in a particular topic and / or geographic area. This will have to be considered separately in relation to each planning policy document the Council produces, although certain documents will be prepared over the same time period and this will present an opportunity for grouping consultation. Techniques to engage hard to reach groups and minority groups must be used in order that young people, minority ethnic groups and disabled people have an opportunity to become involved. Equally, it might be argued that working families might be considered as ‘hard to reach’ as demands on their time can be acute. The tools identified above must be applied flexibly in order to tailor exercises to particular needs, for instance:

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The Council will exceed the minimum legal consultation requirements for Development

Plan Documents by:


Providing more individual feedback on the Council’s response to their

representations / involvement

Providing more opportunities for interaction through workshops, meetings,

events etc…

Being flexible in the timings of workshops, meetings and venues in order to reach as

wide an audience as possible

o Ensuring that information is available throughout the day (including evenings and weekends); or

o Preparing a ‘friendly’ summary version of documents (e.g. potentially appealing to young persons); or

o One-to-one workshops with organisations in an environment familiar to them.1

Engagement should not take the form of a one-stop-consultation, but allow for feedback and further chances to change / comment on emerging planning policies. As policies come forward the Council will test them to ensure the most sustainable options come forward.

Care must also be taken to avoid consultation fatigue. The Council has a Marketing Officer who is responsible for co-ordinating all consultation undertaken by the Council. For example, there are planned consultation exercises associated with the Council’s schools re-organisation programme over a similar period to the Local Development Scheme. Early involvement will help to ensure that the land use aspects of this significant corporate project are managed. Where-ever possible consultation will piggy back onto established meetings and events, rather than create the need for a separate dedicated meeting.

Preferred Methods of Involvement

All of the organisations and individuals recorded in the Council’s database have been sent a leaflet explaining the different Development Plan Documents to be prepared in Poole. The leaflet was prepared in consultation with the Poole Partnership Communications Subgroup and incorporates a reply slip whereby individuals and organisations can indicate the extent to which they wish to be involved, their interest in different documents (e.g. Core Strategy and / or site specific allocations) as well as their preferred methods of engagement. This will enable the Council to target stakeholders when dealing with the issues that really matter to them and will allow officers to priorities resources more efficiently.

Diagram 3.

1 Previously requested in sessions with the Youth Forum

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The reply slips received to-date, indicate that:

Over 72% of organisations and individuals wish to be actively involved in the preparation of the planning documents or kept informed of progress.

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With regard to the main periods of public participation those who want to be kept informed will be covered by the catch-all methods and will be contacted by e-mail / post to notify them of events, website updates, opportunities to comment and statutory requirements. Those who want to be actively involved will benefit from all of the catch-all opportunities but will, where resources allow, be invited to a Council-led workshop where more intensive debate can take place. This will help officers to ensure that resources (the most restrictive of which is likely to be time) are applied effectively and that the community are involved in a way that suits them.

Tools for engagement that can be employed include:

i) Invitation to Council led workshop (Focus groups / Action planning2);ii) Meetings with an organisation at their own meeting venue or

engagement through an established support network (Action Planning);iii) Area Committee Meeting (Neighbourhood forum);iv) Website (Virtual consultation);v) Display (Action Planning);vi) Attendance at Public event (Action planning);vii) Newspaper (including minimum statutory notice requirements) / publicity

article / Community Radio and other multi-media formats such as video and CD (General survey);

viii) ‘Walkabout tours’ of local geographic areas; ix) Written / e-mail correspondence (General survey); andx) Poole Opinion Panel where available and timely (Panel Survey).

These can be grouped into three types:

o (i) Council led workshops; o (ii) One-to-one meetings / established support networks; and

2 Wates, 2000

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o (iii-x) Catch all whereby anyone can attend / open information.

A walkabout tour may, for example, offer a chance for different groups to meet and see, first hand, potential areas for development. The Council would be about to provide advice on the type of development envisaged, as well as the types of community benefit anticipated to come forward. For example, the level of affordable housing, principles of design and layout or types of community benefit such as the provision of open space, education facilities or transport infrastructure. Doing this early on and before proposed development reaches planning application stage will help groups / individuals form an opinion on whether emerging proposals will bring real local benefits or whether policies need to change.

Whilst having regard to customer preferences, one to one meetings will be convened at the discretion of officers, giving consideration to the following:

o The remit of an organisation relative to the issues being discussed; ando The balance of interests put forward by an organisation (personal or

community wide); ando Extent of genuine representation by an organisation;oro The extent of specialist technical expertise brought by an organisation;oro Particular issues of accessibility.

It is important to note that customer preferences will be accommodated where possible and that flexibility will be maintained throughout the process. Where issues prove particularly controversial, care will be taken that contrary views are given equal treatment in terms of methods of engagement on offer..

Care has been taken in order to ensure our community involvement programmes and events do not lead to people with a disability receiving a lower standard of service. For this reason, technique (ii) embraces not only one-to-one meetings but also close liaison with established support networks (for instance discussions have already commenced with managers of local day care facilities).

When Can You Expect to be Involved?

The process for engagement will be similar for most Development Plan Documents. Supplementary Planning Documents will be subject to a more streamlined engagement process. Diagram 4 shows the main stages of involvement in the process of developing the Council’s Core Strategy, Area Action Plan and Site Specific Allocations Document. Diagram 5 summarises the process for Supplementary Planning Document, although the Council currently has no SPDs planned.

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Diagram 5.

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Sustainability Appraisal & Strategic Environmental Assessment

As part of the preparation of the Local Development Framework, the Council is required to undertake Sustainability Appraisal (SA) and Strategic Environmental Assessment (SEA). Sustainability Appraisal examines the implications of the Local Development Framework for the community, the environment and natural resources. Regulations3 require that SEAs are undertaken to measure the effects of the plan/ policy/ programme on the environment generally. The process aims to integrate environmental, social and economic considerations into the preparation of plans in order to promote sustainable development.

All Development Plan Documents and Supplementary Planning Documents must be subject to Sustainability Appraisal. The Core Strategy, site allocations and any Area Action Plans should also be subject to Strategic Environmental Assessment.

The process involves minimum requirements to consult certain organisations, and the wider community as set out in regulations and emerging advice4. The Council has helped to establish the Dorset SEA group, comprising the four main Environmental Bodies (English Nature, Environment Agency, English Heritage and the Countryside Agency) as well as local planning authorities. The purpose of this Group is to oversee the Strategic Environmental Assessment (SEA) and Sustainability Appraisal (SA) of plans and programmes in each of the local authorities in Bournemouth, Dorset and Poole, which should assist in ensuring the SEA/SA work is consistent, avoids duplication and ties in with sub-regional and regional appraisals. It should also ensure that stakeholders are engaged at appropriate stages (it should be noted that the intention will be to conduct a combined SA/SEA of all plans which require both). Dorset SEA Group will be involved with scoping the issues to be considered for each Local Development Document, looking at the availability of baseline data and method of appraisal. The Group will also have an involvement, either directly or in a scrutiny capacity, in the assessment of options. Other organisations with technical expertise in economic and social issues (for instance Poole Primary Care Trust) will be invited at the discretion of the group.

Both processes are intended to be used throughout the plan-making process, informing the choice of plan objectives, issues and options, and the preferred option. The way this is done must be explained in a Sustainability Report (including an Environmental Report of the SEA). This will accompany the consultations on the preferred option and the submitted document. The Dorset SEA Group will be the focus for pre-submission consultation on issues and options. Full public consultation on the SA/SEA will take place with the publication of an Environmental Report/Sustainability Report alongside the publication of a 'preferred options' document. This will contain all the baseline, scoping and assessment work for the SA/SEA which has informed the selection of a preferred option. There will be consultation on:

The objectives used to undertake the appraisal/assessment The way alternative options have been appraised/assessed

3 EU Directive 2001/42 EC4 The Draft Environmental Assessment of Plans and Programmes Regulations 2004

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The outcome of the appraisal/assessment.

Once the final submission of the development plan document is made, the final Environmental/Sustainability Report will be submitted, having taken account of any changes as a result of consultation on preferred options as well as on the appraisal document itself.

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5. WAYS TO GET INVOLVED IN PLANNING POOLE - PLANNING APPLICATIONS

Legal requirements

Minimum standards of consultation and publicity and information are set out in the new legislation, plus the statutory requirements under Article 8 of the Town and Country Planning (General Development Procedure) Order (as amended) and similar arrangements for listed building or conservation area consent. The paragraphs below set out how we already implement these requirements at the local level and in some cases exceed them.

Legislation already requires and allows for a wide range of consultations on planning applications. Development concerns have raised the public profile of planning with more interest in the environment and quality of life resulting in greater public involvement and resultant demands on Council planning resources.

How we involve communities when a planning application is received

The Council is already committed to consulting on planning applications, in line with legal requirements5. When a planning application is received, neighbours (those residents who have a common boundary with the application site) will be notified individually by letter. In addition, for certain types of development or where neighbours cannot be easily identified, a site notice will be displayed (other forms of development, such as telecommunications masts, put the onus for a site notice on the applicants – the Council SCI cannot cover those cases where the responsibility for publicity rests with a third party). The public normally have 21 days to make comment on any application proposal. All representations should be

5 Town and Country Planning (General Development Procedure Order) 1995, and Circular 15/92

The Council will exceed the minimum legal consultation requirements for handling of

planning applications by:

Increasing the focus on pre-application discussions for significant applications

Making greater use of the Council’s website to make information available to applicants

and to consultees

Encouraging applicants to undertake pre-submission consultations with local

communities

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made in writing or electronically to the Head of Planning Design and Control Services. Copies of application forms and plans are also available for the public to view at the Council’s offices and on their website www.Boroughofpoole.com

The Council is under a statutory duty to publicise applications. At present weekly lists of all applications made and received by the Council are circulated to local newspapers. Copies of the weekly lists are also sent to the libraries within the Borough, Councillors and other groups who request them.

Public Notices of applications

In addition to the weekly lists, the Council has a statutory obligation to advertise specific types of applications within a local newspaper – in our case the Daily Echo. The Council publishes public notices to advertise the following types of applications:

How we involve communities during processing of applications

The Council:

Allow access to all planning files including working papers (except where confidentiality exclusions apply) and will develop its document management systems so that, progressively, all files are available electronically through its web site.

Negotiate with applicants for minor changes to improve the application. Significant amendments will be subject to renewed notification. However, major changes will require that a new application is submitted and publicised.

If an application leads to widespread interest the Council may need to consult further.

The Council’s planning officers respond to letters, telephone calls and other means of communication seeking information and advice on applications.

At all times a duty planning officer will be available to answer questions on applications and planning matters generally.

How we involve communities when applications are determined

The Head of Planning Design and Control Services under his delegated powers can determine applications. This accounts for more than 90% of all applications received by the Planning Unit. The remainder are referred to the Planning Committee for a decision. Members of the public have the right to speak either in favour or against planning applications at this Committee. The Council has

Applications affecting the setting of Listed Buildings Applications for Major Development Application for Listed Building Consent Applications for Conservation Area Consent Notice of proposal being a departure from the Development Plan Application for Conservation Area Consent Applications affecting a public right of way Applications accompanied by an Environmental Statement

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published separate guidance outlining the full procedure of the public participation scheme. All those who have either supported or objected to a planning application in writing will be advised of the time and date of the relevant Committee if it is to be determined by Committee.

How we involve communities after applications are determined

All those who have either supported or objected to a planning application in writing will be informed of the outcome by letter. The Council (in accordance with the Town and Country Planning General Development Order 1995) is required to give reasons for all decisions made on planning applications. This provides improved transparency and accountability.

How we involve communities if an appeal is received on an application

Only applicants have the right of appeal. There are no third party rights of appeal. If an appeal is received, the Council will advise all those who made representations and advise them how to make their views known. The Council forwards copies of letters already submitted to the Planning Inspectorate. Site notices are erected to publicise the Inquiry if one is held

Performance Targets

As part of the reforms to improve the speed of the planning system, the Government has introduced new performance targets for handling planning applications tied to Best Value and Planning Delivery Grant. There are new Performance Indicators now being set for 2005/6. The current targets are set out below:

60% of major applications within 13 weeks 65% of minor applications within 8 weeks 80% of all other applications within 8 weeks

Exceeding minimum requirements

The Council already exceeds the minimum legal requirements for publicity. However, we are seeking to improve on this in order to engage communities from the earliest stages.

A key consideration for the Council is how and when to exceed the minimum legal requirements in order to deliver the best balance between the use of resources and the outcomes in terms of improving the quality of engagement and community involvement that leads to improved planning services regarding plan-making and the determination of applications.

The focus is on achieving effective, efficient, timely and cost-effective community involvement to help shape the decisions on applications. However, all consultation must recognise the external pressures imposed on Local Planning Authorities as set out above.

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We will take account of the needs and aspirations of local community groups and the nature and scale of planning applications. Our approach to community involvement in terms of the methods and scale of activity will be based on a “fit for purpose” approach, that is appropriate, relevant, necessary and achievable bearing in mind the stage and nature of the application.

Tiers and Thresholds

The new advice recommends a “menu” or three tiered approach, suggesting a range of community involvement methods appropriate to the tiers, and indicative examples of the types of applications that could fall into each tier. This is indicative and is not prescriptive. Within this approach, those applications requiring the highest level of community involvement are in tier 1 compared to the lowest level in tier 3. The Council will need to decide if such thresholds or tiers are necessary.

Major applications are defined in the Town and Country Planning General Development Procedure Order 1995 6. For the purpose of this Statement small applications will be assumed as all applications falling outside the definition of major.

For small applications it is likely to be sufficient to meet the statutory requirements that apply via the General Development Procedures Order once they are submitted to this authority. Circumstances when authorities will use neighbour notification letters, explaining how such letters will be circulated, how the community can find out more information regarding applications, how comments should be subsequently made and the timetable for doing so.

Major Applications, such as those that may give rise to local controversy, those that are on sensitive sites, or those that are significant in scale, may require wider community consultation. In these cases, consultation should be encouraged at the pre-application stage. This will require the participation of the developer or applicant. The Council therefore encourages developers to undertake pre-application discussions and early community consultation although we cannot prescribe that this is done. If used, we may wish to adopt a ‘watching brief ’ to ensure that their impartiality is maintained and that concerns are planning based. Applicants would need to provide the Council with reasonable access to information relating to the community involvement undertaken to ensure that the procedures followed comply with the Statement of Community Involvement.

Pre-application discussions

The Council will continue its current practice on discussions with potential applicants before applications are formally submitted. This is one way of speeding up the process through pre-application consultation that improves applicants’ understanding of the local planning authority’s policy and information requirements

6 Major applications are those involving minerals and waste, applications for 10 or more dwellings or dwellings on sites of over 0.5 hectares, non-residential development on sites of over 1 hectare or development leading to 1,000m² or more gross internal floorspace.

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before applications are submitted. At present, such discussions are free and are undertaken by planning officers.

These early discussions between the Council and the applicant prior to submission of the application can be very beneficial. They offer the opportunity to understand the reasons driving the development, the likely impact and offer the opportunity to improve the proposal. They confirm whether the principle of development is acceptable and can clarify the format, type and level of detail required to enable the authority to determine an application. The new advice from Government on the use of pre-application discussions promotes using a partnership approach. In this, authorities, applicants and interested groups work together. It is necessary to avoid such discussion becoming part of a lobbying process. They need to be held within clear guidelines. But the Council will focus effort where there are likely to be significant benefits from early discussions including:

• better quality applications which are straightforward and can be quickly processed - resolving problems, thereby avoiding possible public objections at a later stage;

• overcoming perceived ‘closed door’ approach to determining applications, ensuring an inclusive and transparent approach;

• better design of buildings more in keeping with their surroundings as well as meeting the needs and aspirations of local communities;

• savings in developer time and resources by avoiding the need to revise proposals at an advanced stage, which in turn leads to resource savings for authorities;

• early availability of good quality information, enabling issues and problems to be addressed up-front; and

• more responsive delivery by authorities.

Public Involvement in ‘Major’ Planning Applications

The Council will continue with its Development Team Approach for handling ‘major’ applications which are of particular significance. This consists of a multi-disciplinary team of experts within the Council led by a planning officer in a project manager role and will include external agencies as required to deal with major applications and ensure that they are managed efficiently and comprehensively.

On major applications developers are encouraged to undertake pre-application discussions and early community consultation. By ‘front loading’ the process, the community is able to participate in identifying issues and debating options from the start, thus having the potential to make a real difference and to experience a sense of ownership of local decisions. Methods for early community consultation could include undertaking planning for real exercises, public exhibitions and questionnaires being sent to local residents.

Encouraging early discussions before a formal application is submitted should avoid unnecessary objections being made at a later stage, and is the best way to allow for community involvement whilst also meeting the Government’s best value targets.

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Pre-application discussions are particularly important for major applications. Some applications will be of such importance that the Secretary of State will designate them as a major infrastructure project, which will be subject to an inquiry process and which will remain firmly grounded in the principles of openness, fairness and impartiality. New draft rules have been issued for consultation7.

Additional consultation is required by legislation with regional and national bodies where appropriate for applications for major infrastructure projects.

7 Consultation paper on the Town and Country Planning (Major Infrastructure Project Inquiries Procedure) (England) Rules 2004 (ODPM, October 2003).

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6. RESOURCES

What resources does the Council have?

The Planning Policy and Implementation team of the Council’s Strategic Planning Services will manage the production of Development Plan Documents. The team has six full time professional planning officers as well as one half of a post dedicated to provide a R & I (Research) role for Annual Monitoring purposes. Planning officer time is split between:

Implementation (work in relation to the Holes Bay Regeneration Area including delivery of the second harbour crossing and other infrastructure)

Regional and Sub-Regional Planning Work Local Development Framework Advice on development control decisions Input into other Council corporate projects Unit and team management

It is estimated that 2.5 full time equivalent planning officers will be available to resource the Local Development Framework. It is anticipated that more officer time will be drawn in on community planning work where available, particularly during the community involvement stage of a Development Plan Document which will present heavy demands on resources. An input from other officers within the Council is also anticipated. For example, from the Communications and Tourism Service Unit and the Poole Partnership Secretariat who are based within the Council.

£30,000 of Planning Delivery Grant Funding has been ring-fenced to assist with the additional resources needed to implement this SCI over the period up to 2007. This funding is likely to be used in the following ways:

Printing costs associated with leaflets / information on events etc… Hiring special venues / equipment / catering needed for certain events Specific web-developments associated with community engagement that

cannot be undertaken by the Council Hiring specialist facilitators to assist in the running of workshops and

recording of proceedings

What external resources can be used to promote community engagement?

The Council will continue to work closely with Poole Partnership and seek to combine participation events wherever possible.

The Council’s Draft Local Development Scheme, December 2004 (para 3.8) acknowledges that a second Area Action Plan (AAP) for Poole may be initiated in 2005. This is dependent on results of retail and leisure capacity surveys that will be completed by the end of July 2005. In order to bring forward this AAP the

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Council will seek external resources from key stakeholders to assist on specific technical work including work associated with community involvement.

How will the process of involvement be managed?

A database has been established to manage each organisation’s or individual’s preferences as to how they want to be involved in bringing forward planning policies. This database will be used to ensure, as far as possible, that consultees preferred involvement techniques are matched with those that are listed in Diagram 4 for the various stages of preparation of planning policy documents.

Electronic information (email / website information) will provide a valuable means for exchanging correspondence and potentially significant time savings, it will therefore be used wherever possible. However, arrangements will need to be made in order to ensure easy referencing and secure filing (i.e. to avoid deletion of representations). Postcards / e-cards will be prepared in order to ensure that all postal or electronic responses are properly acknowledged.

How will Councillors be involved?

The Council’s Local Economy Overview Group (LEOG) will provide the main steer on documents associated with the Local Development Framework. LEOG will endorse all emerging Development Plan Documents prior to each stage of public involvement. LEOG will therefore be involved at ‘Pre-Submission Public Participation Documents’ stage and ‘Statutory Submission’ stage. All formal consultation stages will be subsequently ratified by the Council’s Cabinet and Full Council.

Other matters associated with consultation on various documents may be communicated through LEOG’s Portfolio holder.

The above arrangements represent the Council’s formal reporting arrangements in order to meet the requirements of the planning regulations. A less formal ‘sounding board’ consisting of 4 Borough of Poole Councillors and 4 Poole Partnership members is identified in section 3.

How will progress on the SCI be measured?

Subject to agreement by Poole Partnership, it is intended that an annual presentation on the implementation of the SCI will be made to the Communications sub-group. This fits with the endorsement given by the Poole Partnership to the contents of the SCI and provides an opportunity for external scrutiny and reflection on successes and areas which could be improved.

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Quantitative targets based purely on a comparative assessment of the number of organisations and individuals contacted or representations received, provides only a limited measure of the success of the SCI. The whole point of the SCI is to optimise qualitative outcomes. In time, it is hoped that these outcomes will be reported through the Annual Monitoring Report.

Common targets and indicators for community involvement should be worked up with the Community Strategy. This is currently under development and it is envisaged that this alignment might be achieved through the annual presentation to the Communications subgroup.

Further information is available from Planning Policy and Implementation Team, Strategic Planning, Civic Centre. If you have any queries please do not hesitate to contact us; either call into planning reception in the Civic Centre or call us on 01202 633375.

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APPENDIX 1 – Specific Consultation Bodies

Specific Consultation Bodies are the bodies listed in the Town and Country Planning (Development) (England) Regulations 2004 which the Council consider the DPD or SPD will be affected or have an interest in. These are:

The South West Regional Assembly (as Regional Planning Body). The Countryside Agency. The Environment Agency. The Historic Buildings and Monuments Commission for England. English Nature. The Strategic Rail Authority. Highways Agency. Adjoining Local Planning Authorities: Dorset County Council; Bournemouth Borough

Council; East Dorset District Council; Purbeck District Council. Plus adjoining Parish Councils Arne; Corfe Castle; Lytchett Matravers; Lytchette Minster and Upton; Studland; Wareham St. Martins; Colehill; Corfe Mullen; Ferndown; Pamphill and Shapwick; Wimborne.

The South West Regional Development Agency. Electronic communications companies / owners or operators of telecommunications

apparatus: British Telecommunications plc; ‘3’ Mobile; Hutchinson 3G UK Ltd; Vodafone Ltd; O2 (UK) Ltd; Orange Personal Communications Ltd; Crown Castle Ltd; Dorset Police; ntl Group Ltd; SST (UK) Ltd; SSE Telecommunications Ltd; MML Telecom Ltd; Telewest Ltd.8

Strategic Health Authority: Poole Primary Care Trust. License granted under section 6(1)(b) or (c) of the Electricity Act 1989: Scottish and

Southern Electricity.9

Licence granted under section 7(2) of the Gas Act 1986: Transco, British Gas.10

Sewerage Undertaker: Wessex Water Water Undertaker: Wessex Water and Bournemouth and West Hampshire Water

NB: For the purposes of preparing the Statement of Community of Involvement only the first three are required to be consulted [Reg25(2)]

8 There are over 165 registered persons with powers under the electronic communications code (a full list can be obtained from Strategic Planning Services Borough of Poole). Those listed above are known to be active in Poole (featuring on the Development Control Telecommunications Register) and to this extent, it is considered that the proposed subject matter of the Development Plan Documents might affect these particular bodies. This list is not, however, definitive and may be subject to change over time. 9 There are a large number of licensed Electricity Companies in the UK and the extent to which they are involved in Poole is not always clear. Those listed are examples of those known to have particular interests in the Borough of Poole. This list is not however definitive and may be subject to change over time.10 There are a large number of licensed Gas Companies in the UK and the extent to which they are involved in Poole is not always clear. Those listed are examples of those known to have particular interests in the Borough of Poole. This list is not however definitive and may be subject to change over time.

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APPENDIX 2 – General Consultation Bodies

General Consultation Bodies include the following organisations. This is by no means an exhaustive list, the examples given principally being those who expressed an interest through the Planning Poole leaflet (as of June 2005).

Voluntary bodies some or all of whose activities benefit any part of PooleArts groups Canford Heath Arts Society Lighthouse Arts Centre Poole Arts Council Poole and East Dorset Arts SocietyCitizens groups Citizens Advice Bureau Poole Council for Voluntary Services Environmental groups Dorset Wildlife Trust East Dorset Friends of the Earth National Trust Poole Agenda 21 RSPB Woodland TrustHealth and safety Advocare - caring for carers Branksome Park, Canford Cliffs & Sandbanks Neighbourhood Watch Poole Crime Prevention Panel Victim Support DorsetHistoric environment Poole Old Town Conservation Group Leisure and recreation Amateur Rowing Association British Horse Society Poole Amateur Rowing Club Poole & District Sea Angling AssociationResidents groups Alderney Area Residents Group Bearwood Community in Action Bourne Bottom Action Group Branksome Residents Association Broadstone Residents' Association East Alderney & Rossmore Residents Association Elms Estate Association Hamside Residents Association Lake Resident's Association Nanasen Avenue Neighbours Parkstone Bay Association Sandbanks Association Talbot & Branksome Woods Residents' AssociationOther Brookfield Trust DEED - Development Education in Dorset Dorset Access Dorset Gardens Trust Dorset Strategic Partnership

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Dorset Wessex Link Association Friends of Poole Park Green Island Holiday Trust Help the Aged Poole Maritime Trust Poole Older People's Strategy Group Society of Poole Men

We are in direct contact with a further 170 voluntary organisations working in Poole.Bodies which represent the interests of different racial, ethnic or national groups in Poole

Race Equality Commission

We are in direct contact with a further 12 organisations representing the interests of different racial, ethnic or national groups in Poole.

Bodies which represent the interests of different religious groups in Poole Faithworks Parkstone URC Poole & Swanage Methodist Circuit St John's Parish Church St Lukes Church St Michaels Church Hamworthy

We are in direct contact with a further 77 organisations representing the interests of different religious groups or congregations in Poole.

Bodies which represent the interests of disabled persons in Poole Pro-disability Poole Forum

We are in direct contact with a further 27 organisations representing the interests of disabled persons in Poole.

Bodies which represent the interests of persons carrying on business in Poole Broadstone Chamber of Trade Dorset Business Dorset Residential Landlords Association Federation of Small Businesses House Builders Federation Marine South West Town Centre Management BoardWe are in direct contact with a further 35 organisations representing the interests of businesses in Poole.

APPENDIX 3 – Wider stakeholders and individuals

Developers, agents and landowners Over 56 developers, agents and major landowners have expressed an interest in

contributing to the preparation of documents. Organisations such as the House Builders Federation are also noted as representing businesses in Poole.

Businesses Over 19 individual businesses have expressed an interest in contributing to the

preparation of documents and we are in direct contact with a further 120.Individuals

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Over 90 individual residents have expressed an interest in contributing to the preparation of documents and we are in direct contact with a further 214 who previously expressed interest in either the old Local Plan system or the work of the Poole Partnership.

Public Services / infra-structure / strategic partnerships Bournemouth and Poole College of Art & Design Bournemouth University Bourne Stream Partnership Defence Estates Dorset Coast Forum Dorset Fire and Rescue Dorset Health Protection Unit Dorset Police Forestry Commission Wilts and Dorset Bus Company Ltd Go Ahead Healthpoint Housing Associations Network Rail Plc Poole Partnership (see below) Royal Fine Arts Commission Schools Sport England Sout West Trains The Arts Institute at BournemouthWe are also in direct contact with a multitude of other Public service, infrastructure and strategic partnerships.

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APPENDIX 4 – Poole Partnership

The Poole Partnership Steering Group includes representatives from:

Poole Council for Voluntary Services Federation of Small Businesses (Pool, Wessex Region) UK Youth Parliament Government Office for the South West Poole Town Centre Management Board Daily Echo and Advertiser Series Bournemouth Dorset and Poole Economic Partnership Dorset Police Poole Youth Forum Poole Tourism Partnership Wilts and Dorset Bus Company Bournemouth Symphony Orchestra South West Regional Development Agency Borough of Poole (Council leader) Environment Agency Bournemouth Dorset and Poole Learning Partnership Borough of Poole (Chaplain) Borough of Poole (Chief Executive) Poole Primary Care Trust Dorset Race Equality Council Dorset Fire and Rescue Community Residents and Tenants Associations Dorset Business Bournemouth Dorset and Poole Learning and Skills Council Connexions across Bournemouth Dorset and Poole

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REFERENCE

Audit Commission - ‘Listen Up!: effective community consultation’.Audit Commission; ISBN:1862401969

Borough of Poole 2005 ‘Draft Local Development Scheme for Poole’.

Countryside 2005 ‘Making a difference – Learning from the Countryside Agency Agency’s work with Rural Communities’.

Countryside 2005 ‘Community Action Planning: Building on success in the SouthAgency West’

EU 2004 EU 2001/42 Directive requires ‘Strategic Environmental Assessments’ to be carried out for a range of plans and programmes likely to have significant effects on the environment.

Friends of the Earth 2004 ‘Statements of Community Involvement – Key Principles: a Local

Authority guide’

OPDM 2005 ‘PPS1 – Creating Sustainable Communities’.

OPDM 2005 ‘Diversity and Equality in Planning – a good practiceguide’. ISBN: 1 85112 755 0

ODPM 2004 Statements of Community Involvement and Planning Applications.

ODPM 2004 ‘The Draft Environmental Assessment of Plans and Programmes Regulations 2004’. ConsultationDocument, Feb ’04.

OPDM 2004 ‘Community involvement in Planning: TheGovernments objectives’.

OPDM 2004 ‘Creating Local Development Frameworks – A companion guide to PPS12’.

OPDM 2004 ‘PPS12 – Local Development Frameworks’

OPDM 2004 ‘Statutory Instrument 2004 No.2204The Town and Country Planning (LocalDevelopment)(England) Regulations 2004’

SW Regional 2004 General Conformity Advice NoteAssembly

D. Warburton 1998 ‘Community & Sustainable Development: Participation in the future’Earthscan; ISBN: 185383531-5

N. Wates 2000 ‘The Community Planning Handbook’. Earthscan; ISBN:1853836540

D. Wilcox 1994 ‘Community participation and empowerment: putting

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theory into practice’.JRF summary.

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GLOSSARY

The Act: the Planning and Compulsory Purchase Act 2004.

AMR: Annual monitoring report - part of the Local Development Framework, the annual monitoring report will assess the implementation of the Local Development Scheme and the extent to which policies in Local Development Documents are being successfully implemented.

AAP: Area action plan - used to provide a planning framework for areas of change and areas of conservation. Area Action Plans will have the status of Development Plan Documents.

Core strategy: sets out the long-term spatial vision for Poole, the spatial objectives and strategic policies to deliver that vision. The Core Strategy will have the status of a Development Plan Document.

Development plan: as set out in Section 38(6) of the Act (see above), an authority’s development plan consists of the relevant Regional Spatial Strategy and the Development Plan Documents contained within its Local Development Framework.

DPD: Development plan documents- spatial planning documents that are subject to independent examination, with the SW Regional Spatial Strategy, will form the development plan for Poole.

General Consultation Body– Bodies defined by The Regulations, examples given in appendix [2].

LEOG: Local Economy Overview Group – Advisory committee dealing with the development of planning policy.

LDD: Local development document - the collective term in the Planning and Compulsory Purchase Act for Development Plan, Documents, Supplementary Planning Documents and the Statement of Community Involvement.

LDF: Local development framework - the name for the portfolio of Local Development Documents. It consists of Development Plan Documents, Supplementary Planning Documents, a Statement of Community Involvement, the Local Development Scheme and Annual Monitoring Reports. Together these documents will provide the framework for delivering the spatial planning strategy for a local authority area and may also include local development orders and simplified planning zones.

LDS: Local development scheme – A three year work programme showing when planning policy documents will be produced.

Poole Partnership - partnerships of stakeholders in Poole who develop ways of involving local people in shaping the future of their neighbourhood in how services are provided. Poole partnership brings together locally the public, private, community and voluntary sectors.

Preferred options document: produced as part of the preparation of Development Plan Documents, and is issued for formal public participation as required by Regulation 26.

Regional spatial strategy: sets out the region’s policies in relation to the development and use of land and forms part of the development plan for local planning authorities.

The Regulations: Town and Country Planning (Local Development) (England) Regulations 2004, and the Town and Country Planning (Transitional Arrangements) Regulations 2004.

Saved policies or plans: The Poole Local Plan First Alteration (Adopted March 2004) is saved for three years from the date of commencement of the Act (2004).

SCI: Statement of community involvement- sets out the standards which authorities will achieve with regard to involving local communities in the preparation of local development documents and development control decisions. The statement of community Involvement is not a development plan document but is subject to independent examination.

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SEA: Strategic environmental assessment- a generic term used to describe environmental assessment as applied to policies, plans and programmes. The European ‘SEA Directive’ (2001/42/EC) requires a formal ‘environmental assessment of certain plans and programmes, including those in the field of planning and land use’.

SPD: Supplementary plan documents- provide supplementary information in respect of the policies in Development Plan Documents. They do not form part of the Development Plan and are not subject to independent examination.

Specific Consultation Bodies– Bodies defined by The Regulations, a full list of which is set out in appendix [1].SA: Sustainability appraisal- tool for appraising policies to ensure they reflect sustainable development objectives (i.e. social, environmental and economic factors) and required in the Act to be undertaken for all local development documents.

Stakeholders: Any individual or organisation who has an interest in the way Poole develops and, hence, emerging planning policies for the town. This may include residents, house builders, community groups (eg wildlife trusts), employers (eg who may wish to secure more affordable housing for workers), etc…

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