Statement of Community Involvement - North Somerset · Statement of Community Involvement Adopted...

Statement ofCommunity Involvement

How we will involve the communityin planning in North Somerset

Adopted February 2007

North Somerset CouncilLocal development scheme

You can view the SCI and get informationabout North Somerset Council’s LocalDevelopment Framework on the Council’swebsite at www.n-somerset.gov.uk

You can also contact us:

�� by email: [email protected]

�� by fax: 01275 888 569

�� or at: Planning Policy TeamNorth Somerset CouncilSomerset HouseWeston-super-MareBS23 1TG

If you would like to speak to someone aboutthe SCI please ring the Planning Policy Teamon 01275 888 545.

NORTH SOMERSET COUNCIL STATEMENT OF COMMUNITY INVOLVEMENT

ADOPTED FEBRUARY 2007

This statement has been prepared to rectify two ambiguities which have come to light since the adopted SCI was printed 1.

1. Paragraph 3.2 does not reflect first paragraph of Appendix E regarding publicity and notification procedures and should be corrected as follows:

“We have a wide ranging system of notification and consultation for example by both notifying the neighbours and/or posting a site notice on every application site”

2. Appendix E “site notices” third paragraph Delete paragraph. Not current council practice. Paragraph “amended plans publicity” deals with publicity on amended plans.

1 Inspectors report paragraph 11.5 gives authority to correct any factual matters so long as they do not affect the substance of the SCI. These two items of clarification accord with the inspector’s direction. February 2007

“North Somerset Council Statement of Community Involvement Adopted February 2007 Erratum-March 2010 This erratum has been prepared to clarify changes which have come about due to changes in planning regulations in 2009. 1. Removal of Preferred Options stage Under the provisions of the Town and Country Planning (Local Development) (England)(Amendment) Regulations 2008 the Preferred Options stage was removed from the preparation of Development Plans. As such all references to a formal ‘Preferred Options’ stage within the SCI should be ignored.

2. Publication Stage The same regulations also brought forward the consultation which previously was held at submission stage to a separate, previous stage named the ‘Publication Stage’. All references to consultation at submission to the Secretary of State should now be taken to mean prior to submission at ‘Publication Stage’. Upon ‘publication’, the same example consultation methods and those who can expect to be involved, apply, as to Stage 3 in the table on page 11.

3. Telephone numbers Contact number for the Planning Policy Team is 01934 426 775.

4. Amended plans From 1 October 2009 Paragraph 3.21 is inaccurate due to recent regulations which change the procedure for amending planning applications (Section 96A of the Town and Country Planning Act-for non-material amendments; and Town and Country Planning (General Development procedure)(Amendment No.3)(England) Order 2009 (SI2009 No.2261) for minor material amendments. The following wording should now be used “Occasionally people want to amend their plans after they have already been approved. In these circumstances we will consult neighbouring residents about amendments which are considered to be material (significant).”

5. Appendix F, Minor Development- ‘method of consultation’ should read “neighbourhood notification and/or site notice” to be consistent with para 3.2

Planning Policy Team March 2010 01934 426244

Statement of community involvement

Contents

1 Introduction 11.1 The Statement of Community Involvement 11.8 Aims and benefits of community involvement 21.9 What the Statement of Community Involvement does 21.10 Linking the Local Development Framework with the North Somerset Community Strategy 21.16 Links with other Council policies on communication 31.17 Reviewing the Statement of Community Involvement 3

2 How we will consult on Local Development Framework Documents 52.3 Learning from the previous local plan process 52.4 Ways of consulting 52.7 Target groups 62.13 Types of Local Development Documents 72.20 Sustainability Appraisal and Strategic Environmental Assessment 92.22 Timing of Community Involvement in Development Plan Documents 92.27 Timing of Community Involvement in Supplementary Planning Documents 132.33 Resources 142.39 Role of Planning Aid 142.41 The Principle of Openness and Fair Interpretation 152.43 Feedback 15

3 How we will consult on planning applications 173.2 How do we currently consult you? 173.4 Use of technology 173.7 Who else do we consult? 173.9 Commenting on planning applications 183.11 How we will consult you on significant planning applications 183.20 What happens if we receive amendments to a planning application? 193.22 What happens when we receive your comments? 193.25 Who determines a planning application? 203.28 How do we involve people after a decision has been taken? 203.29 How do we involve people if there is an appeal against the planning decision? 203.34 How do we complain? 21

AppendicesA GlossaryB Different ways of consultingC Different types of consulteesD Our target groups and appropriate ways of consulting themE Development Control publicity and notification proceduresF Consultation methods for planning applicationsG List of statutory and non-statutory consultees in the Development Control processH Useful Contacts

Page

1 Introduction

The Statement of CommunityInvolvement

1.1 A new planning system came into effectin 2004. At the local level, rather thanproduce one Local Plan for the wholedistrict, we will prepare severalplanning documents all containedwithin a Local Development Scheme(LDS). This is a project plan which setsout the new planning policy documentswhich the Council will produce over arolling three year period, as well as atime scale for producing them. Thereare two main types of document:

� Development Plan Documents (DPDs)which provide the main framework forplanning decisions; and

� Supplementary Planning Documents(SPDs) which may expand on policieswithin them.

1.2 These are all known as LocalDevelopment Documents (LDDs). Inaddition we will also prepare thisStatement of Community Involvement(SCI). All together they will be known asthe Local Development Framework(LDF). Paras 2.13 – 2.19 explain this inmore detail.

1.3 Under the new system, a RegionalSpatial Strategy (RSS) will be producedinstead of a Structure Plan. This willcover an area from Gloucester toCornwall, rather than just the old AvonCounty area. A new RSS for the wholeof the South West Region for the period2006 – 2026 is currently beingprepared. More detail will also begiven for larger centres of populationsuch as the greater Bristol area.

1.4 More information on the documents,which the Council will be producing isgiven in the Local Development Scheme(LDS). This explains that the LocalDevelopment Documents to beprepared will include a Core Strategy;Land Allocations DPD; Waste DPD andArea Action Plan for Weston-super-Mare. You can either see the LocalDevelopment Scheme on the council’swebsite at www.n-somerset.gov.uk ortelephone 01275 888 545 for a copy.

1.5 The Statement of CommunityInvolvement (SCI) deals with theconsultation procedures which shouldbe followed when we prepare each ofthese documents. It shows how weintend to involve the local community(local residents, businesses,landowners, organisations) and variousgovernment and other agencies (oftenreferred to as stakeholders) in the newplanning process in North Somerset.This is set out in section 2 of thedocument.

1.6 Preparing planning policies is only oneaspect of the planning process.Section 3 of the SCI sets out the NorthSomerset Council’s policy forcommunity involvement on planningapplications.

1.7 The SCI sets out the minimum standardsof consultation that we should carry outwhen we prepare Local DevelopmentDocuments (LDDs) and considerplanning applications. Once it isadopted, the council must demonstratehow it has used and complied with theconsultation requirements set out in theSCI at the various stages ofdevelopment plan preparation andprior to making decisions on planningapplications.

1 Statement of community involvement

Aims and benefits of communityinvolvement

1.8 There is a rich source of knowledgeand experience in the community atlarge. In North Somerset we shall aimto involve our community in planning asearly as possible, in order to:

� produce better informed policies anddecisions

� reduce conflict

� improve understanding of both thescope and limitations of our planningprocess.

What the Statement of CommunityInvolvement does

1.9 The aim of the SCI is to explain how andwhen local authorities will involve thelocal community and key stakeholders,including developers, in preparing LocalDevelopment Documents and consideringplanning applications. The objective is tostrengthen community involvement andimprove the quality of the planningprocess by involving all relevant andinterested parties much earlier on in theprocess. To do this the SCI needs to:

� indicate the types of groups orindividuals which might be expected orencouraged to participate

� explain the sorts of ways and when,people can become involved in thepreparation and revision of planningpolicies and consideration of planningapplications

� show how the results of consultation willbe used

� show how we will learn from theexperiences we have of consultationand review and update our practicesaccordingly

� ensure the types and scales ofcommunity involvement put forward areachievable and realistic given the limitsof available resources.

Linking the Local DevelopmentFramework with the North SomersetCommunity Strategy

1.10 The purpose of the planning system isto encourage sustainable development.An important way of doing this is toensure that we work together with thoseagencies which provide communityservices and facilities such as healthcentres and day care centres, thevoluntary and community sector, as wellas with developers and landowners, asearly as possible. In this way we canmake sure that we understand what thecommunity’s priorities and aspirationsare in North Somerset.

1.11 An important way of doing this is byworking closely with the NorthSomerset Partnership (NSP or LocalStrategic Partnership LSP). This is madeup of people from local public services,private business voluntary groups andcommunity groups. The NSP isimportant in helping to give a voice topeople, to enable them to contribute tocommunity life and to reachmarginalised sections of the community.

1.12 The North Somerset Partnership Boardhas prepared the North SomersetCommunity Strategy, adopted in 2004.The aim is to improve the quality of lifefor all who live in, work in and visit ourarea, by identifying key issues andpriorities for the services and facilitieswhich we need in North Somerset in aco-ordinated way. This will be revisedto follow the guidance for SustainableCommunity Strategies, which wasissued in October 2006. DeliveryPartnerships have been set up to look indetail at which services are neededand how to provide them.

2Statement of community involvement

1.13 The Local Development Framework iskey to enabling the community servicesand facilities identified by thepartnership bodies to actually be putinto practice. The Development PlanDocuments, which we will produce willbring together the spatial andcommunity planning processes. Theywill identify how and wherecommunities will develop and the landand buildings which will be needed forservices and facilities. This will beundertaken in accord with thePartnership’s Sustainable CommunityStrategy.

1.14 To ensure that these links are made wewill work closely with the NorthSomerset Partnership Board and theDelivery Partners. This will ensure thatthey have a key role in developing theCore Strategy and other DevelopmentPlan Documents at an early stage intheir production. The Partnership hasalready had a role in the formulation ofthe Area Action Plan for Weston-super-Mare.

1.15 Members of the Partnership will also bekept fully informed of the progress ofLocal Development Documents throughmonthly North Somerset PartnershipBoard e-bulletins and the QuarterlyBulletin to all stakeholders. There willbe opportunities for joint consultation,involvement and information sharing atthe stakeholder events held by thePartnership. The North SomersetPartnership website will contain links tothe Local Development Frameworkwebsite and updates on the progress ofthe LDF documents can be included.Council involvement with Parish Planswill ensure that, as well as contributingto the Sustainable Community Strategy,relevant links are also made to theLocal Development Framework and thepolicies being developed within theDevelopment Plan Documents.

Links with other council policies onconsultation and communication

1.16 In considering how best to involve thecommunity, we will also have regard tothe existing and emerging council’spolicy on communications. These arecontained within the NSP “CompactAgreement”, the North SomersetCouncil’s “Town and Parish CouncilCharter” and “Communication Guide-Accessible information andcommunication guide” (or equivalentdocuments if or when these aresuperseded).

Reviewing the Statement ofCommunity Involvement

1.17 North Somerset Council intends to buildupon our existing and successfulconsultation practices and will learnfrom the experience of using theStatement of Community Involvement.We want our consultation processes tobe simple to follow and use and weaim to carry them out in a fair, openand efficient way. To ensure this we willmonitor the success of the methods weuse for involvement and feedback at thevarious stages of preparation of eachof the Local Development FrameworkDocuments. We will do this when weprepare the statement of compliancedocument with each DPD we submit tothe Secretary of State . This will set outin detail exactly how the council hasmet its community involvementrequirements for a particular DPD as setout in the SCI. If this shows thatimprovements could be made then wewill change our practices accordingly.


1.18 Additional contacts can be added tothe Local Development Frameworkdatabase at any time. If you would likeyour or your group’s name to be addedto the contact database (or you want tocheck whether or not you are alreadyincluded) then please contact the LocalPlanning Team on 01275 888545, oremail [email protected].

1.19 A complete refresh of the Statement ofCommunity Involvement will beundertaken where it is shown to bematerially out of step in practice, or atthe end of the current LocalDevelopment Framework cycle(expected to take place after 2009).When the SCI is formally reviewed theprocess of this review will follow thestages set out below.

Process of productionof the Statement ofCommunity Involvement

1.20 Each year the council will produce anAnnual Monitoring Report (AMR) tocheck the progress of the LocalDevelopment Scheme. It must identifywhich milestones have been met andexplain why certain milestones may nothave been met. Based on this it willrecommend any necessary updating oftimescale in the Local DevelopmentScheme.


Draft SCI for consultation(Regulation 26 informal pre-submission

draft)

SCI published for formal 6 weekconsultation

(Regulation 28 submission draft)

Examination of “soundness” byInspector

Adopt SCI

Informal early consultation(Regulation 25)

Scoping

2 How we willconsult on LocalDevelopmentFrameworkDocuments

2.1 This section looks at how we willconsult on the Development PlanDocuments and SupplementaryPlanning Documents which make up theLocal Development Framework.

2.2 The council will ensure that the views ofthe community are incorporated as faras possible into the policy frameworkthat guides development in the district.Community involvement will ensure thatthe plans produced are sound and willcreate the opportunity for the wholeplanning process to be more inclusive.Issues will be identified and debated atan early stage in the process with theaim of resolving where possible, anyconflict or removing anymisunderstandings at the earliestopportunity.

Learning from the previous Local Planprocess

2.3 In order that we could assess the user-friendliness of the consultation andfeedback methods we had used in thepast, in the preparation of theReplacement North Somerset Local Plana questionnaire was sent to all thosewho had been involved in the process.This asked for comments on the wayswe had consulted, the type andfrequency of reports used and feedbackgiven. The comments received havehelped to inform this Statement ofCommunity Involvement and will makesure that we use appropriate techniquesfor the preparation of the DevelopmentPlan Documents contained within theLocal Development Scheme.

Ways of consulting

2.4 There are many ways we will involvepeople in the preparation ofDevelopment Plan Documents andSupplementary Planning Documents.Some methods will be moreappropriate than others depending onwho will be involved or which stage ofa document’s preparation has beenreached. The following list sets outsome of the main methods we will use.This is set out on the basis of whetherthe main purpose may be to inform,consult with or involve individuals orgroups at that time. A full list is given inAppendix B along with the advantagesand disadvantages we see in usingeach technique.


Ways of informing

� Newspaper, radio and televisioncoverage

� Council and other partnershippublications (e.g. North Somerset Lifenewspaper, monthly North Somersetpartnership e-bulletins, monthly Parishand town council newsletter “De-matters” )

� Leaflets and posters

� Exhibitions

� North Somerset Council and otherwebsites

� Information stands at key locations e.g.libraries

� Notice boards and display boards

� Hotlines

Ways of consulting

� Questionnaires

� Letters and e-mail

� Written material available forinspection or observation (includingalternative formats e.g. audio tapes,easy read, plain text)

Ways of involving

� Public meetings

� Focus, advisory and steering groups

� Workshops

� Citizens panel

� One-to-one meetings

2.5 Not all groups, representatives orindividuals will want to be involved inthe same way and much will dependon the issues concerned. There mayalso be other useful methods we coulduse and the council would like to hearof any other ideas and best practice foreffective communication and when theycould be used – for example theConsultation Charter developed by theConsultation Institute,www.consultationinstitute.org.

2.6 We understand that the six weekconsultation period allowed under theplanning regulations can be difficult tomeet, if authorisation for a response isrequired from a committee or otherbody. As a general principle, thereforethe council will give as much notice aspossible of statutory consultationperiods so that groups can planaccordingly. For the same reason, wewill also try, but can not guarantee, toavoid statutory consultation periodsfalling during substantial publicholidays or the main summer holidayperiod.

Target groups

2.7 It is important to understand who weshould be trying to involve in preparingnew development plans.

2.8 The council is obliged to consult thefollowing Bodies (Statutory Bodies) onall Development Plan Documents andSupplementary Planning Documents ifthe planning policies or proposals willfall within their sphere of interest:

� utility organisations eg electricity,sewerage, water, gas, telecoms

� Government agencies which look afterthe environment eg English Nature,Environment Agency, Historic Buildingsand Monuments Commission,Countryside Agency

� health authority

� highways agency

� other planning agencies egneighbouring councils, South WestRegional Assembly, South WestRegional Development Agency

� town and parish councils both withinand adjoining North Somerset.


2.9 In order for consultation to work, thecouncil believes it will also be necessaryto involve specific groups within thefollowing broad target groups:

� general public

� neighbouring properties and localresidents (for site specific proposals)

� those who don’t normally becomeinvolved (hard to reach groups) egchildren and young people, students,gypsies and travellers, tourists andcommuters, those with learning difficulties

� councillors

� business community

� developers, landowners and agents

� other housing groups

� voluntary and Community groups

� residents and communitygroups/associations

� religious, racial, ethnic and languagegroups

� disability groups

� elderly

� young people and the learningcommunity

� health and welfare groups

� arts and sports representatives

� interest groups

� transport groups/bodies

� environmental groups/ bodies

� utilities, telecoms and infrastructurebodies

� North Somerset Partnership.

2.10 Appendix C contains a list of the sortsof consultees who will be involved andAppendix D lists the likely ways thatcould be used to encourage them tobecome involved. Because of the largenumber and changing title of manyorganisations it is not appropriate to listthem all individually and examples aregiven to indicate of the sorts of groupsincluded.

2.11 The Local Planning Team maintain aconsultation database which isregularly updated as additionalindividuals or names need to beadded. During the preparation of theStatement of Community Involvementand prior to consultation on individualDevelopment Plan Documents andSupplementary Planning Documents, thedatabase will be reviewed with the helpof relevant bodies. Please let the LocalPlanning Team know if you or yourorganisation would like your details tobe added 01275 888545, or [email protected]. If youhave been directly contacted by usabout this document then you arealready on the list.

2.12 To work, the right sort of consultationneeds to be used for each broad groupof people. Many individuals or groupswill not be used to being involved inplanning issues. They may notunderstand the issues so well, or haveless time to be involved than others,such as planning agents or interestgroups, who are used to dealing withthe planning system. This may mean wehold more one-to-one meetings, focusgroups or specially designed events, orprovide material in a different format.

Types of LocalDevelopment Documents

2.13 What makes the new planning systemdifferent from the previous one is thatthe Local Development Framework canbe seen as a folder containing anumber of different Local DevelopmentDocuments setting out different aspectsof planning policy for North Somerset.These can be updated individually asnecessary if they become out of date.This will make the planning policysystem more flexible and will helpNorth Somerset to react more effectivelyto changing circumstances.


2.14 It is intended that Local DevelopmentDocuments will provide NorthSomerset’s policies for meeting thecommunity’s economic, environmentaland social aims for the future of thearea where this affects the developmentand use of land.

2.15 There are two types of LocalDevelopment Document – DevelopmentPlan Documents (DPDs) andSupplementary Planning Documents(SPDs), these are explained below.

2.16 Development Plan Documents providethe main framework for planningdecisions. They are subject toexamination by an independentinspector, to verify what they say andhow they have been prepared. Theinspector’s report is binding and thecouncil must make any changesidentified. DPDs must be in generalconformity with the Regional SpatialStrategy, be consistent with nationalGovernment planning policy and haveregard to the Community Strategyprepared by the North SomersetPartnership.

2.17 North Somerset Council will bepreparing the following DevelopmentPlan Documents:

� core strategy – to set out the vision,objectives and spatial strategy forNorth Somerset

� site specific allocations and policies –i.e. proposed sites for houses, retail,business or community use and policiesto control specific types ofdevelopments (including supportingmaps)

� area action plans – to set out theplanning framework for areas wheresignificant change or conservation isneeded. An area action plan is beingprepared for Weston-super-Mare

� North Somerset Waste DevelopmentPlan Document sets the overall planningstrategy for sustainable wastemanagement in North Somerset

� West of England Joint WasteDevelopment Plan Document sets theoverall planning strategy for strategicwaste management facilities in the Westof England (former Avon Area).

2.18 A more detailed explanation of theprocess and the programme forpreparation of all these documents isset out in our Local DevelopmentScheme. As the scheme is likely to changeover time please visit the council’swebsite www.n-somerset.gov.uk for thelatest version of the scheme.

2.19 Supplementary Planning Documentscan also be produced to offer guidanceto support the policies and proposals inthe development plan documents egdesign guides, or issue baseddocuments such as the North SomersetLandscape Character Assessment. Theywill not contain new policies orproposals, but may give greater detailon certain development plan policies.They do not have the status ofDevelopment Plan Documents and arenot subject to independent examinationby an inspector. They must however besubject to formal consultation, but to alesser degree than for DevelopmentPlan Documents. The Local DevelopmentScheme contains details of all thesedocuments including timescales for theirproduction, (see paragraph 2.18).


Sustainability Appraisal and StrategicEnvironmental Assessment

2.20 The Planning system requires that aSustainability Appraisal (SA) andStrategic Environmental Assessment(SEA) be undertaken on allDevelopment Plan Documents andSupplementary Planning Documents.The SA and SEA provide informationon the potential implications ofplanning policies. Although legallyseparate, the two processes can be,and usually will be, combined forpresentation purposes.

2.21 The appraisal process begins from theearliest stages of plan preparation. Itidentifies the likely significant effects ofthe plan and the extent to which theplan will achieve its sustainable, social,environmental and economic objectives.It also compares these effects with thoseof one or more realistic alternatives.The main opportunity for communityinvolvement is at preferred optionsstage (stage (2) on the diagramopposite), when a sustainabilityappraisal report (incorporating SEA) ispublished for comment, alongside theplan it appraises. Statutory bodies(including Environment Agency, NaturalEngland and English Heritage), willhave been involved from an earlierdate as providers of expert comment.Those voluntary bodies with relevantexpertise or information may also beasked for their input at an early stage.

Timing of Community Involvement inDevelopment Plan Documents

2.22 There are four stages during which youcan be involved in preparing aDevelopment Plan Document. These arenumbered (1), (2), (3) and (4) on thediagram right. The diagram shows thetypical procedure which will befollowed.

Process for preparing and consultingon DPDs


Council alter the DPD in line with theInspector’s recommendations and adopt

the Plan

Examination by planning Inspector

(3) Draft Development Plan Documentsubmitted to government with six weeks

consultation

Feed back to all those who responded.The outcome of this will then be takeninto account in the preparation of the

draft DPD.

(2) A preferred options and proposalsdocument will then be published and

subject to six weeks consultation

(1) Early informal community involvementto establish the issues and

options (pre-production or evidencegathering stage)

Feed back to all those who responded.Any issues which can’t be resolved

through discussion will go forward to bedealt with by a planning Inspector.

(4) Any alternative sites for development(proposed by objectors) will be published

for public consultation

2.23 As we start work on each DevelopmentPlan Document we will draw up aconsultation programme based on theparticular issues which are emerging.These will be in line with the principlesin this SCI. In this way we aim toensure the council can respond to theneeds of individual issues and targetgroups and can plan the mostappropriate and timely ways ofinvolving people, while ensuring theeffective use of resources.

2.24 The emphasis will be on “frontloading”. In general for our DPDs wewill use focus groups, questionnaires,workshops and “one to ones” in theearly stages of preparing a document(consultation stage 1 and possibly 2shown in diagram on page 9). Theseways of involving people can help toget behind the issues to get theperspective of individual target groupsand hard to reach groups. These earlystages are also where Planning Aidmay have their most important role (seepara 2.39–2.40). They may also beparticularly important for documentssuch as the Weston Area Action Planand the Core Strategy.

2.25 At consultation stage 2 and 3 theemphasis is likely to be on consultationand strong flows of information usingvarious methods shown in Appendix Dto consult and inform. The particularmethods used will depend on thedocument being prepared and thespecific issues which may arise. Ingeneral, however, all of the methodsshown are likely to be used. Wherealternative development sites are putforward by objectors at stage 4(primarily for the Land AllocationsDevelopment Plan Document), then thecouncil will ensure that the localcommunity is directly consulted andinformed (neighbouring and localresidents, parish/town councils, localinterest groups) as well as using theother general ways of informing.

2.26 The following tables outline the likelyconsultation that can be expected totake place for DPDs and theirassociated Sustainability Appraisals.



Stage(as referred to in diagram

on p9)

Example of likelyconsultation / involvement

methods

Who can expect to beinvolved

Stage 1(to establish issues andoptions)

Focus groupsQuestionnairesWorkshopsOne to one’sLetters/emailWebsiteMedia

Specific consulteesVarious target groupsdepending on issues involved-including ‘hard to reach’groupsKey stakeholders

Stage 2(publication of preferredoptions)

Letters/emailLeafletsCouncil/partnership newslettersExhibitionsWebsiteDraft document (if appropriate)Possibly further focus groups /oneto one’s/ workshopsMedia

All groups

Stage 3(after submission toSecretary of State)

Draft document available onwebsite, at council planningoffices and librariesLetters/emailWebsiteCouncil/partnership newslettersMedia

All groups

Stage 4(alternative site allocations)

Letters/emailInformation/documents availableon website, at council planningoffices and librariesMedia

Neighbouring and localresidentsParish/town councilsLocal interest and communitygroups

Adoption Letter/email notification sent uponadoptionWebsiteMedia

All those who have registeredan interest in the DPD

Development Plan Documents


Stage(linked to consultation

stages of associated DPD)


method(linked to consultation on

associated DPD)


Stage 1(to establish issues andoptions)

Focus groupsQuestionnairesWorkshopsOne to one’sLetters/emailwebsite

Specific consulteesVarious target groupsdepending on issues involved-including hard to reach groupsKey stakeholders

Stage 2(Preferred options)

Sustainability appraisal report(incorporating SEA)Letters/emailLeafletsCouncil/partnership newslettersExhibitionsWebsitePossibly further focus groups, oneto one’s, workshopsMedia

All groups

Stage 3(after submission of DPD toSecretary of state)

Sustainability appraisal report(incorporating SEA)Letters/emailLeafletsCouncil/partnership newslettersWebsiteMedia

All groups

Sustainability Appraisal for DPDs

Stage(as referred to in diagram

on p10)


method


Informal communityinvolvement inpreparation of draft

Focus groupsWorkshopsPublic exhibitionsLettersWebsite

Specific consulteesAll site specific or district widegroups and key stakeholdersappropriate to SPD

Formal consultation LettersCouncil/partnership newslettersDraft document available onwebsite, at Council planningoffices and librariesMedia

Specific consulteesAll site specific or district widegroups and key stakeholdersappropriate to the SPD

Adoption Letter/email notification sent uponadoptionWebsiteMedia

All those who have registeredan interest in the SPD

Supplementary Planning Documents

Timing of Community Involvement inSupplementary Planning Documents

2.27 The way in which SupplementaryPlanning Documents are prepared isdifferent to Development PlanDocuments. Supplementary PlanningDocuments do not need to be finalisedby an independent Inspector. There areless strict rules about consultation,however there does still need to becommunity involvement during thepreparation of the draft document aswell as one formal period ofconsultation (*). The diagram belowshows the typical process the councilwill follow.

Process for preparing and consultingon SPDs

2.28 Since Supplementary PlanningDocuments are likely to be site or issuespecific there will be a strong role forfocus groups, workshops and publicexhibitions, particularly during the earlystages of preparation, prior to anyformal consultation being carried out.Information exchange will however alsobe very important at these stages.During the one formal consultationperiod (*) the council will concentrateon using methods from Appendix Dappropriate to the documentconcerned, in order to inform andconsult.

2.29 Government regulations allow for a fourto six week consultation period. Thecouncil understands the difficultyexperienced by groups in respondingwithin a shorter period than six weekstherefore a period of six weeks will bethe norm for supplementary planningdocuments.

2.30 If the Supplementary PlanningDocument deals with a specific site orarea then the main emphasis ofconsultation will be those groups orindividuals who are local to that area.If the Supplementary PlanningDocument is a more technical documentthen the emphasis may be to involvespecialist groups or ‘stakeholders’.

2.31 The table at the bottom of page 12outlines the likely consultation that canbe expected to take place for SPDs.

2.32 Our aim has been to avoid the SCIbeing unrealistic or over prescriptive asit would be if it tried to set outprogrammes of consultation which canonly be guessed at before ground workbegins on individual Local DevelopmentDocuments. The procedure set outallows for specifically tailoredconsultation and involvementprogrammes to be developed whichrespond to the communities’ needs,within the framework of the SCI.


(*) Draft SPD published for formalconsultation for four-six weeks

(includes a statement to show how theissues raised in previous consultation

have been addressed)

Adopt SPD

Feed back to all those who responded.The outcome of this will then be takeninto account in the preparation of the

final SPD.

Community involvement in preparation ofthe draft SPD

Resources

2.33 The council has taken on board lessonslearned from consultation on previousplanning documents and recognises thatthere is scope to improve how we consultwithin the constraints of our resources.The section on Reviewing the SCI atparagraphs 1.17 to 1.20 explains this.

2.34 An effective way to also make best useof our limited resources will be to linkinto other agencies’ meeting cycles andconsultation mechanisms, includingusing the North Somerset Partnershipcontacts developed in preparing theCommunity Strategy as explained atparagraphs 1.10 to 1.15.

2.35 The organisation and participation incommunity involvement will largely bethe responsibility of the council’s LocalPlanning Team. Where workshops anddiscussion groups are involved then thecouncil may also involve staff fromother groups with the relevantexperience, as well as employingexternal facilitators as the need arises.

2.36 As the costs associated with communityinvolvement may be considerable, wewill seek to ensure that the consultationstrategy developed for each documentis carefully related to the council’sability to properly resource andsupport it.

2.37 The tables in Appendix B and D showthe range of methods which could beused. Resources will be made availablefor appropriate and effective communityinvolment as required by the nature andstage of the DPD and SPD. However itwould be counterproductive for the SCIto set out particularly complexprocesses of community involvementwhich were too onerous to deliver. Forthese reasons, as explained atparagraphs 2.23 and 2.32, the councilwill prepare LDD consultationprogrammes which will clearly identifywhat type of involvement communities

can expect, with resource-hungryconsultation and involvement targetedto those areas where there will bemaximum benefit.

2.38 At formal submission stage (stage 3 onthe diagram on page 9) we willproduce a statement to show that theconsultation which has taken place hasbeen in line with the SCI. This will helpus to review how effective thecommunity involvement andengagement has been in line with theresources available. This will trigger areview of the SCI if necessary.

The role of Planning Aid

2.39 South West Planning Aid is a voluntaryservice linked to the Royal TownPlanning Institute, offering free,independent and professional adviceon town planning matters to communitygroups and individuals who cannotafford to employ a planning consultant.Planning Aid is an important part of theplanning system. It enables localcommunities, particularly those withlimited resources, to participateeffectively in planning matters.

2.40 The council will ensure duringconsultation on Local DevelopmentFramework Documents that relevantindividuals and bodies are madeaware of the advice and support thatPlanning Aid can give. The contactdetails are given in Appendix H.


The Principle of Openness and FairInterpretation

2.41 Representations made to LDDconsultation exercises will be fullyaccessible to members of the public. Itmust be understood that in makingcomments on any LDD document thisinformation will be open to anyonewho wants to read and obtain it.Details of people makingrepresentations to LDDs cannot be keptconfidential. Once each production andconsultation stage has been completedthe council will prepare and publishwithin a reasonable time period a list ofstakeholders and consultees whoparticipated, what they have said andwhich changes the council will make asa result. We will also seek to ensurethat representations are assessed in anobjective way without prejudice. Detailsof the feedback methods to be used areset out in paragraph 2.41.

2.42 The council will ensure that informationgathered under consultation processeswill comply with the Data Protection Act1998 and the Freedom of InformationAct 2005.

Feedback

2.43 North Somerset Council values publicparticipation in the planning processand will strive to create worthwhiletwo-way contact by providing effectivefeedback to those who are involved.This will be achieved by:

A clearly understood feed back process

� All representations will be formallyacknowledged and logged onto thedatabase.

� Feedback will be given on allcomments received (discussions enteredinto as necessary) so that everyoneknows how their comments have beenaddressed and how they will influencedecision-making.

� We will keep everyone who has madecomments up to date to let them knowhow the document is progressing.

Making documents as accessibleas possible

� Where possible, information such asreports of consultation will be madeavailable in both paper, electronic andnon-standard formats.

� All LDF documents can be madeavailable, on request, in a variety ofalternative formats such as large print,Braille, audio or language other thanEnglish. If you require a document inone of these formats please contact01275 888 545.

� Copies of documents and reportsincluding council responses torepresentations and reports ofconsultation will be made available toview at local authority offices, locallibraries, within the district and on thecouncil’s website www.n-somerset.gov.uk

� Arrangements are being made forcopies of representations made atformal submission stage to be availableelectronically through the council’swebsite.

� The council will make every endeavourto meet the requirements of the RaceRelations Act 2000 and the DisabilityDiscrimination Act 1995.

Publicising the process widely including

� Newsletters/articles in the district wideNorth Somerset Life newspaper to raiseawareness and provide updates onprogress.

� The LDF section of the council’s websitewill be kept up to date with usefulinformation regarding any emergingLocal Development Documents.


2.44 The Planning Policy Team e-mailaddress [email protected] telephone number01275 888 545 will provide a singlepoint of contact.

2.45 If you want to discuss any issuesaround consultation and involvement onthe Local Development FrameworkDocuments please contact:

Planning Policy TeamNorth Somerset CouncilSomerset HouseWeston-super-MareSomersetBS23 1TG

On telephone number 01275 888 545or by fax: 01275 888 569or e-mail:[email protected] and information canalso be found on the councils websiteat www.n-somerset.gov.uk



3 How we will consulton planningapplications

3.1 Like all councils we will always ensurethe statutory minimal consultationrequirements are carried out.However, North Somerset Council doesmuch more than just the minimumrequirements. This section of theStatement of Community Involvementexplains the council’s policy forinvolving communities in theconsideration of planning applications.

How do we currently consult you?

3.2 We have a wide ranging system ofnotification and consultation forexample by both notifying neighboursand/or posting a site notice on everyapplication site. Twenty-one days isnormally allowed for comments onthese applications (including thosemade by town and parish council).However, bodies such as NaturalEngland will be allowed a longerperiod of time to comment onapplications where this is prescribed bylegislation.

3.3 Notification letters to local residentsindicate whether an application can beinspected at a local library, the timeperiod for consulting and the caseofficer dealing with the proposal. Allletters also refer to the council’s websitewhich features all current planningapplications and the ability to commentelectronically.

Use of technology

3.4 The council also considers it isimportant to allow users of thedevelopment control planning service todo this via the internet and have theability to comment electronically.

3.5 Our development control websiteprovides a range of information andguidance including the ability to viewall correspondence relating to allapplications, weekly lists of newapplications, the ability to comment on-line as well as the ability to submit andpay for applications on-line. Anyonetaking advantage of this facility cansubmit and also track their applicationson-line. However, while new technologyoffers an ever wider choice ofconsultation mechanisms, the council iskeen to ensure the ‘digital divide’ doesnot disadvantage those who do nothave access to these facilities. For thisreason, we will always offer a range ofmethods and techniques to enablepeople to hear about and comment onplanning applications.

3.6 Appendices E and F indicate asummary of consultation methods forplanning applications.

Who else do we consult?

3.7 In addition to consulting withparish/town councils and the public,we are required by law to consult witha range of statutory and non-statutorybodies depending on the nature andlocation of the proposed development(see Appendix G).

3.8 Internal professional advice is alsosought from our own officers who haveexpertise in building,conservation/heritage, design, trees(arboriculture), landscape design,planning policy, noise, pollution,licensing, drainage, transport, andlegal matters. External advice issometimes obtained from a structuralengineer and barrister/QC.

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Commenting on Planning Applications

3.9 Anyone can make comments on aplanning application, regardless ofwhether they are affected or not.People can also indicate whether theywish to speak at the area committeemeeting should the application bedecided in that way.

3.10 Only comments that are made on validplanning grounds can be taken intoconsideration.

How we will consult you on significantplanning applications

3.11 At the moment we consult widely on arange of planning applications.However, under the new system thedeveloper will also be encouraged tocarry out additional communityconsultation on major or ‘significant’planning applications. In exceptionalcircumstances the council may considerparticipating in joint cosultation with thedeveloper. Generally however, thecouncil will undertake a watching briefonly, monitoring developer-ledconsultation which should preferably becarried out at the pre-application stage.

3.12 The wide involvement of the communityand stakeholders at an early stage ofthe planning process is of benefit forthe public, individuals, organisationsand local authorities. The Statement ofCommunity Involvement is thereforeimportant in providing a usefulmechanism to engage the widercommunity on all planning applicationsand should be applied at the ‘pre-application’ stage.

3.13 North Somerset Council does not wantto unduly delay or hold up thedetermination of planning applications.However, as a council we do seek toensure an open and fair discussion ofthe planning merits and issues resultingfrom proposed developments.

3.14 In this respect, our SCI has avoidedgrouping planning applications bytype, as we consider a more flexibleapproach is required. Instead we planto use a criteria-based approach toidentify what sort of developmentproposals constitute ‘significant’planning applications. This will ensurethat sufficient certainty is given to allparties, whether promoting or opposingdevelopment, about what will berequired in the form of publicconsultation, while at the same timeavoid an unnecessarily prescriptiveapproach.

3.15 In the context of North Somerset it isproposed that ‘significant planningapplications’ will be identified by thefollowing criteria:

� a major planning application likely togenerate significant public interest orcontroversy

� an application likely to have asignificant physical impact on thesurrounding area

� an application considered to be apotential departure from the LocalDevelopment Framework as defined inthe Town and Country Planning(Development Plans and Consultation)Directions 1992

� other applications for particular uses orin locations where on the basis of pastexperience there is reason to believethere will be significant public interest.

3.16 For planning applications that arejudged to fall into these categories amore extensive process of consultationwill apply. In addition to the standardrequirements outlined above, this willinclude encouraging applicants to holdpre-application discussions with thecommunity and parish/town councils,advertising in a locally circulatingnewspaper and/or publicmeetings/exhibitions.



3.17 We encourage developers to enter intoan early dialogue with us. At this stagewe can advise developers if theirapplication is likely to be a ‘significant’application and therefore if there is aneed to undertake any additionalcommunity consultation. We will expectthe developers to take the lead withthese additional consultations.

3.18 The results of the consultation exerciseshould be made available to us andwill be reported as part of the formalplanning application process.

3.19 As a guide, we consider applications inthe following categories would be thetypes of developments most likely to beassessed against the significantplanning criteria:

� significant Development Plan departures(i.e. not in accordance with the mostrelevant Local Plan or LocalDevelopment Document), as defined inthe Town and Country Planning(Development Plans and Consultation)(Departures) Directions 1999

� proposals over 20,000 m2 grossshopping floor area

� large scale industrial development

� power stations

� airports

� motorways

� development likely to have a significanteffect on the environment by virtue of itssize and location – given the diversityand range of settlements andlandscapes in the District this will be aplanning judgement based on adevelopment’s potential impact

� urban Development projects on sitesover 0.5 hectares (5,000m2)

� fifty houses or over 5 hectares ofgreenfield land

� development requiring a fullenvironmental impact or transportassessment.

What happens if we receiveamendments to a planningapplication?

3.20 It is common for submitted applicationsto be changed during the process ofdetermination. These changes may be aresult of negotiation with the caseofficer, or following comments fromconsultees, or perhaps followingobjections from local residents. It isimportant that all those with an interestin the application are aware thatamendments have been proposed.The council has established detailedprocedures for publicising amendments,which are set out in Appendix E.

3.21 From September 2006 amendments toapproved plans are only being dealtwith through new planningapplications, where the arrangementsfor publicity and notification are as setout in paragraphs 3.1 – 3.3. Thischange to the way in which the counciloperates will be the subject of furtherguidance to be published and includedon the website.

What happens when we receive yourcomments?

3.22 All comments form part of the planningfile and are also placed on thecouncil’s website for viewing via theinternet. It is important to remember thisas all comments are open to publicinspection.

3.23 We consider all comments together withany relevant Acts, regulations, planningguidance, development plans,supplementary planningguidance/documents, and otherrelevant plans and strategies. Apartfrom where statutory limitations dictate,the extent to which comments can beaccommodated depends on the nature

20

of the application, the extent to which itcomplies with the development plan(s)and with planning guidance.

3.24 Where appropriate and within practicaltimescales, officers will negotiate withapplicants and agents in the light ofconcerns raised by parish/towncouncils, consultees or local residentsand again, where appropriate,re-consult or re-advertise revisedproposals.

Who determines a planningapplication?

3.25 Planning applications will either bedecided under what are called‘delegated powers’ or by electedcouncillors at an area committeemeeting. The scheme of delegation isset out in the ‘Protocol for delegatingplanning decisions to officers’, set outon the council’s website under ‘PlanningCommittees’. The majority of applications(90%) are determined under delegatedpowers which involves the planningofficer writing a report which is thenchecked and authorised by a seniorplanning officer – usually a team leaderor their deputy.

3.26 All other applications are determinedby elected councillors at areacommittees. A report is written by theplanning officer, which forms the basisof a recommendation to the councillors.This is also updated on the day of themeeting to incorporate any additionalinformation made available betweenthe drafting of the original report andthe date of the committee of which thecommittee should be aware.

3.27 Sometimes elected councillors willdecide to visit a site as a fact findingexercise (a site visit) or to hear theviews of interested parties as well asviewing the site (a site meeting), but thisdecision will be made by the electedmembers and will take into account theneed to avoid unfair pressure orlobbying influencing their decision.

How do we involve people after thedecision has been taken?

3.28 A letter is sent to anybody whoresponded to the consultation on theplanning application telling them thedecision and the reason for thatdecision. A copy of the decision notice isalso available on the council’s website.

How do we involve people if there is anappeal against the planning decision?

3.29 Only applicants have the right ofappeal. There are no third party rightsof appeal.

3.30 All those people who were consulted onthe original planning application willbe advised that an appeal has beenreceived and how to make their viewsknown. Copies of letters alreadysubmitted will be forwarded to theplanning inspectorate.

3.31 For hearings and Public Inquiries, thecouncil follows statutory advice andwhere appropriate engages withinterested parties to see if any benefitcan be had from joint statements ofcase.

3.32 For hearings and public inquiries a sitenotice is erected to publicise thedate/time and location of the inquiry.The media are also notified.

3.33 Further details about the appealsprocess is also available on thecouncil’s website including a link to theplanning portal.



How do we complain if we aredissatisfied with the manner in whichthe planning application or ourrepresentations has been handled?

3.34 The complaints procedure is notintended to deal with complaints aboutthe merits of the decision. However, ifany party is dissatisfied with the mannerin which the planning application hasbeen handled they can complain to thecouncil in the first instance, or if thisdoes not lead to a resolution of thecomplaint, then to the LocalGovernment Ombudsman.

3.35 The council’s complaints procedure canbe found on the website. A leaflet witha complaint form is also available fromDevelopment and Environment.

Appendix AGlossary

Annual Monitoring Report(AMR)The AMR will show how the policies containedwithin LDDs are performing and monitor theireffectiveness.

Area Action PlanDetailed plans and proposals for areas with aconcentration of proposals for change orwhere land uses and activities are particularlycomplex, such as town centres, industrialestates, or Green Belt.

Community StrategyThe Strategy provides an outline strategicframework for the work of organisations suchas the council, the Primary Care Trust, thePolice and a number of voluntary andcommunity organisations that provide servicesto the various communities in North Somerset.

Development Plan Document (DPD)DPDs are statutory documents withDevelopment Plan status. They include a corestrategy, site specific allocations, area actionplans and a proposals map. They are subjectto independent testing by the PlanningInspectorate. Area action plans cover majorareas of change or conservation. The corestrategy is primary policies and proposals todeliver a spatial vision for the area.

Environmental Impact Assessment (EIA)A procedure and management techniquewhich ensures that the likely effects of a newdevelopment on the environment are fullyappraised and taken into account before thedetermination of development proposals.

Government Office for the South West(GOSW)The Government Office for the South WestRegion within which North Somerset islocated.

Local Development Documents(LDDs)LDDs are all the documents in the LDF, bothstatutory and non-statutory. This includes DPDs,SPDs and SCIs.

Local Development Framework(LDF)A Local Development Framework is a portfolioof Local Development Documents that providethe framework for delivering the spatialstrategy of the area.

Local Development Scheme(LDS)The LDS is a 3 year project plan that outlines atimetable for the production of LDDs.

Local Plan(LP)A plan, prepared by the Local PlanningAuthority, to indicate where new developmentshould be located and to set policies fordevelopment control.

Department for Communities and LocalGovernment (DCLG)The government department that deals withplanning matters.

Regional Spatial Strategy(RSS)The RSS will set a regional framework thataddresses the ‘spatial’ implications of broadissues like healthcare, education, crime,housing, investment, transport, the economyand environment.

Secretary of StateThe government minister in charge of planningissues.

Statement of Community Involvement(SCI)The SCI will set out how the council willengage the public and stakeholders in theplanning process. The document will besubject to independent testing by the PlanningInspectorate.


Strategic Environmental Assessment(SEA)SEAs will underpin the Development Planprocess. SEAs are environmental assessmentsof policies, plans and processes and areimportant when addressing issues and optionsat an early stage of plan preparation.

Supplementary Planning Document(SPD)SPDs support or amplify policies. SPD willreplace SPG under planning reform.

Sustainability AppraisalAn appraisal of the economic, environmentaland social effects of a plan from the outset ofthe preparation process to allow decisions tobe made that accord with sustainabledevelopment.

Transport Assessment (TA)An appraisal of the likely traffic generationimpacts resulting from new development,taking into account the measures which arerequired to improve road safety and promotewalking, cycling and the use of publictransport.


Appendix BDifferent ways of consulting

Ways of informing

Consultation method Comment on use and effectiveness

Media coverage Regular press releases and a flow of information for thelocal press, radio and TV. Good for raising awarenessacross a cross section of local people. Can use freenewspapers, council publications and publications ofpartner organisations.

Leaflets A cost effective means of providing information to alarge number of consultees. May use a response form –if so, need to consider how these are returned (pre-paidenvelope, collection boxes).

Posters Good for raising general awareness and publicisingevents.

Exhibitions Visual display information brought to local venues.Good for generating awareness and providingopportunity for face to face discussions. Could besimple information stands, or use electronicpresentation.

Internet/website Useful for providing detailed information on a regularbasis, and the submission of comments via email, orusing on-line forms.

Hotlines Provision of a direct contact number with a planningofficer to provide information/answer questions. Couldalso be via email.


Ways of consulting


Questionnaires Used to obtain preferences and comments. Unlikely tobe used by people without an interest in the planningprocess.

Letters/email Direct provision of information to interested parties.

Written material available for Documents made available at key locations such asinspection easy read, plain text libraries (including alternative formats eg audio tapes).

One-to-one meetings Direct contact meetings – to obtain detailed commentsand possibly resolve potential issues.

Ways of involving


Public meetings Meetings arranged at a public venue for the communityto receive information and express their views onrelevant issues. Can engage with a large number ofpeople at once, and provide direct feedback. Somepeople may not be be comfortable in participating insuch an event.

Focus groups Semi-structured meetings, interviews or workshops withinvited participants. Used to obtain the views ofrepresentative groups of people on a topic to assist inplanning for a target group or wider community. Alsouseful for area based discussions and presentation ofoptions.

Steering/Advisory groups Groups would include internal and externalstakeholders. The focus is on consideration of optionsor providing guidance.

Workshops Invitation only event for people most involved with thedocument with the aim of identifying issues andpossible solutions. Can be held with different sectors ofthe community and in different areas.

Citizens panels Representative group of residents from across thedistrict asked for their views.

Planning Aid Government funded service aimed at targetingcommunities which traditionally do not get involved inthe planning system.


Appendix CDifferent types ofconsultees

Please note this list is not exhaustive andalso relates to successer bodies wherere-organisations occur.

The Statement of Community Involvementshould set out in general terms whichcommunity groups and other bodies will beconsulted in the preparation of DevelopmentPlan Documents.

Specific consultation bodies

The Town and Country Planning (LocalDevelopment) (England) Regulations 2004specify that the following bodies must beconsulted if the council considers that body willbe affected by what is proposed to be coveredin a development plan document:

� Regional Planning Body – South WestRegional Assembly

� South West Regional DevelopmentAgency

� Countryside Agency

� Environment Agency

� Historic Buildings and MonumentsCommission for England

� English Nature

� Strategic Rail Authority

� Highways Agency

� Strategic Health Authority

� adjacent Local Planning Authorities -Bath and North East Somerset Council;South Gloucestershire Council; BristolCity Council; Sedgemoor DistrictCouncil; Somerset County Council;Mendip District Council

� parish and town councils within andadjoining North Somerset

� electronic communications codepersons under s106 (3) ofCommunications Act 2003

� owner/controller of electroniccommunications apparatus within thearea. Electricity Licenced operators unders6 (1)(b) or (c) of Electricity Act 1989

� licensees under Gas Act 7 (2) 01886(I)

� sewerage undertaker

� water undertaker.

Government Departments

The Government Office for the South West(GOSW) will be the first point of contact forconsultation with central governmentdepartments. We will consult any governmentdepartments or agencies where they havelarge landholdings in the area covered by anLDD. This will ensure that we are fully awareof the possible need for expansion of existingfacilities or the likelihood of large scale landdisposals taking place within the period oftime covered by the LDD.

Home OfficeDepartment for Education and Skills (throughGOSW)Department for Environment, Food and RuralAffairsDepartment for Transport (through GOSW)Department of Health (through relevantRegional Public Health Group)Department of Trade and Industry (throughGOSW)Ministry of DefenceDepartment of Work and PensionsDepartment of Constitutional AffairsDepartment for Culture, Media and SportOffice of Government Commerce (Propertyadvisers to the Civil Estate)Countryside Agency

General Consultation Bodies

The Council may also consult, as appropriate,other local, national and regional groups(termed General Consultation Bodies).Specifically this is:

� voluntary bodies

� bodies representing the interests ofdifferent racial, ethnic or nationalgroups


� bodies representing the interests ofdifferent religious groups

� bodies representing the interests ofdisabled persons

� bodies representing the businesscommunity.

Other consultation bodies

In practice there are many other groups orindividuals that the council may involve andconsult with. These are outlined in Appendix D.

Maintaining the database

The Local Planning Team will maintain acomplete database of all individual consulteesand this will be subject to ongoing updating asnecessary. The large number and changingtitle of many organisations means it is notappropriate to list them all individually andthose mentioned in Appendix D represent anindication of the different types of groups andindividuals which will be involved and thetypes of consultation methods which may beappropriate. A group or organisation may fallinto one or more target group.

Please let the Local Planning Team know if youor your organisation would like your details tobe added to this database (see para 2.43 forcontact details). If you have been directlycontacted by us about this document then youare already on the list.


Appendix DOur target groups andappropriate ways ofconsulting them


Target groupExample of

groupIssues

Main consultationmethods

General public Residents,commutors, visitors

Need to raise awarenessthrough media campaignsand public meetings withfeedback via techniquessuch as leaflets andquestionnaires

Media coveragePublic meetingsLeafletsPostersExhibitionsQuestionnairesInternet/websiteCitizens panel

Neighbouring andlocal residents (forsite allocationsand alternativedevelopment sites)

Individual residentsand residentsassociations

May not be familiar withthe planning process. Likelyto have strong views andearly involvement importantto promote understandingof issues on all sides

Direct mailMedia coveragePublic meetingsLeafletsPostersExhibitionsQuestionnairesInternet/website

Councillors North SomersetCouncillors

Councillors need to be fullyengaged throughout theplan preparation processparticularly throughsteering groups, workingparties and participating inpublic meetings

Steering/advisorygroupsWorkshopsLetters/emailCouncillor briefingsessions

Town and parishcouncils

Town and parishcouncils withinand neighbouringNorth Somerset

Likely to be involved via awide range of consultationmethods. Likely toparticipate effectively indirect consultation, publicmeetings and focus groups.Important contacts for arange of localorganisations

Media coveragePublic meetingsLetters/emailLeafletsPostersExhibitionsInternet/websiteWorkshops



groupIssues


Adjacent localcouncils

Bristol CityCouncil, Bath andNorth EastSomerset,Sedgemoor DistrictCouncil, SouthGloucestershireCouncil, MendipDistrict Council,Somerset CountyCouncil

These are organisationsfamiliar with the planningprocess and well used toconsultation. They willrespond to consultationletters and are likely tomaximise opportunities forelectronic communication

Media coverageLeafletsInternet/websiteLetters/email

Central andregionalgovernment anddevelopmentagencies

GOSW, SWRegionalAssembly, SouthWest RegionalDevelopmentAgency, EnglishPartnerships


Internet/websiteLetters/email

Statutory bodies All those listedunder Appendix Cas specificconsultation bodies


Media coverageLeafletsInternet/websiteLetters/email

Businesscommunity

Local Businesses,retailers and retailindustry,Chambers ofTrade, TownCentre Managers

Spatial planning has keyimpacts on businesses butemployers havetraditionally not givenpriority toplanning policy issues.Focus groups may be anappropriate technique

Media coverageLeafletsInternet/websiteFocus groups



groupIssues


Developers,landowners andagents

House BuildersFederation,individual housebuilders anddevelopers

The input of keylandowners is likely to becritical, so they may needto be identified andcontacted directly. Publicmeetings are useful

Media coverageLeafletsPublic meetingsInternet/websiteFocus groupsOne-to-one meetings

Other housinggroups

HousingAssociations, Avontravellers supportgroup, HousingCorporation

May be variable familiaritywith the planning system,so a wide range ofmethods will need to beused

Media coverageLeafletsLetters/e-mailOne to oneFocus groupsworkshopsConsultation materialavailable in alternativeappropriate formats

Voluntary andcommunity groups

The VolunteerCentre, NorthSomersetCommunity GroupForum, individualcommunity groups,

May not be familiar withplanning issues, but maybe an important source oflocal knowledge. Focusgroups or workshops maybe useful for particularissues

Media coverageLeafletsLetters/e-mailFocus groupsworkshops

Residents andcommunityassociations

Womens Institutes,Local ResidentsAssociations,Community Action



Religious, racial,ethnic andlanguage groups

North SomersetChurches together,Dioceses of Bathand Wells, EqualOpportunitiesCommission,individual groups

May need to target formatand language ofconsultationdocumentation. May notbe familiar with planningissues

Media coverageLeafletsLetters/e-mailOne to oneFocus groupsworkshops



groupIssues


Disability groups Disability RightsCommission,WoodspringAssociation for theBlind, NorthSomerset AccessGroup, othergroupsrepresentingparticular disabilitygroups

Likely to be an importantsource of specialistknowledge. Focus groupsor one to one discussionsmay be useful

Media coverageLeafletsLetters/e-mailOne to oneFocus groupsworkshopsConsultation materialavailable in alternativeappropriate formats

Elderly Help the Aged,Age Concern,Senior CitizensForum


Media coverageLeafletsLetters/e-mailFocus groupsWorkshops

Young people andthe learningcommunity

North SomersetYouth Parliament,youth clubs, schoolgoverning bodies,Learning and SkillsCouncil


Media coverageLeafletsLetters/e-mailFocus groupsWorkshops

Health andwelfare

Health Authorities,Primary Caretrusts, Fire Service,AmbulanceService, Police,Coast Guard,North SomersetLocal StrategicPartnership

An important source ofspecialist knowledge.Focus groups or one to onediscussions may be useful

Letters/e-mailOne to oneFocus groupsWorkshops



groupIssues


Hard to reach Children, youngpeople, travellersand homelessgroups

Groups representingsections of the public thathave been traditionallymore difficult to canvassthan the rest of thepopulation – such aschildren and youngpeople, gypsies andtravellers, homelesspersons, students, touristsand commuters. Unlikely torespond to traditionalconsultation techniques –need for innovativeapproaches and carefultargeting. Focus groupsmay have a role

Specially tailored focusgroups and workshopsMedia coveragePostersExhibitions

Arts and sportsrepresentatives

Sport England,Arts SW

Likely to be an importantsource of specialistknowledge. May not befamiliar with the planningsystem. Questionnaires,one to one discussions andfocus groups may beappropriate


Interest groups Representing thenatural and builtenvironment,transport andsingle interest localissues

Likely to be an importantsource of specialistknowledge. Focus groupsand workshops are useful

Media coverageLeafletsInternet/websiteLetters/emailFocus groupsWorkshops


Target GroupExample of

groupIssues


Transport Coach companies,train companies,passenger groups,Highways Agency,sustainabletransport groups(transport 2000,sustrans), footpathand bridlewaygroups

Likely to be an importantsource of specialistknowledge. Groups willvary in their knowledge ofthe planning system andtherefore likely to beinvolved via a wide rangeof consultation methods.Focus groups may be anappropriate technique

Media coverageLeafletsInternet/websiteLetters/emailFocus groupsWorkshopsQuestionnaires

Environment Conservationgroups includingEnglish Nature,RSPB, CPRE andother local groups,ForestryCommission,footpath andbridleway groups,farming groups,archeologicalgroups andhistorical bodiesand groups



Utilities, telecomsand infrastructure

EnvironmentAgency, gas andelectricity suppliers,water andseweragecompanies, internaldrainage boards,renewable energygroups,telecommunicationgroups eg Orange,Telewest



Local StrategicPartnership

Representativesfrom local publicservices, privatebusiness andvoluntary groups

Important body in terms ofa wide range of relevantorganisations. Membershipwould provide usefulcontacts for focus groupsand one means to identifybest methods of engagingwith hard to reach groups

Media coverageLeafletsInternet/websiteLetters/emailFocus groupsSteering Group

Appendix EThe DevelopmentControl publicity andnotification procedures

The following procedures are intended tosupplement the policies set out in Section 3 ofthe Statement.

All planning applications received will bepublicised by a site notice or a neighbournotification letter or in some cases by both.Certain types of major applications areadvertised in the statutory notices section of alocal newspaper circulating in the area wherethe application relates. All applications arescanned and publicised on the council’swebsite.

Site notices

These are posted by the case officer, andusually one notice will be placed on the mainentrance to the proposed development. Thenotice should be placed in a position where itcan easily be read by the public withoutentering the application site. Site notices givea date by which comments should be made,the name and telephone number of the caseofficer, as well as a website for viewing theapplication online.

Applications which legally require newspaperpublicity are publicised every week in thestatutory notices section of one of ournewspapers circulating in the district. Thenewspaper used depends on the parish inwhich the application is made.

Time periods

Planning applications cannot be decided untilthe publicity period has expired. This will be21 days after the site notice has been posted,any statutory press advertisement waspublished, or the date on the neighbournotification letter.

The letter, notice and press advertisementexplain where the publiccan view the planning application.

Making Comments

Comments on applications should always bemade in writing/email. Even where thepublicity period has expired it may not be toolate to comment, and this can be establishedby telephoning the case officer or CustomerServices Team. Written comments should beaddressed to:

Development Control GroupDevelopment and EnvironmentSomerset HouseOxford StreetWeston-super-MareBS23 1TG

Comments can also be emailed using ourwebsite www.n-somerset.gov.uk

All letters or e-mail should quote:

� the planning application number

� the address of the property to which itrelates

� your own address.

All comments will be acknowledged in writingand will be taken into account before adecision is reached provided they are receivedin time. All comments are placed on theapplication file and published on our websiteand are available for public inspection


If the application is to be considered by anArea Committee, anyone making writtencomments will be notified of the date of themeeting and how they can address theCommittee if they wish. Once a decision hasbeen reached, people who have madecomments will also receive a copy of thedecision notice.

Amended Plans Publicity

Where publicity is considered appropriate forplans amended prior to a decision, it followsa similar procedure as that for the originalapplication. In these cases anybody whocommented on the original application andwhere appropriate, anyone who may beaffected by the changes, is notified by letter ofamended plans that are received. In the caseof consultees, consultation is increasingly doneby electronic means. The new plans will beadvertised with a combination of the words –amended plans; additional plans orinformation; additional plans or amendeddescription.

Public Speaking

Where an application is to be determined byan Area Committee, an opportunity isprovided to address the committee. Theopportunity to speak is provided for:

� the applicant or supporters of theapplication

� objectors to the application who havealready made written objections.

Each of these groups is entitled to speak forthree minutes.

Further advice on public speaking on planningapplications is available on the council’swebsite: www.n-somerset.gov.uk and in theCustomer Guide to Planning Advice Note 1:Public Speaking on Planning Applications.


Appendix FConsultation Methods for Planning Applications


Type of Application Method of Consultation

Development where the application isaccompanied by an environmental statement

Advert in a newspaper and a site notice

Departure from the development plan Advert in a newspaper and a site notice

Development affecting a public right of way Advert in a newspaper and a site notice

Major DevelopmentWinning/working mineralsAll waste development10 or more housesBuilding more than 1000m2 orDevelopment on land of more than1 hectare

Advert in a newspaper a site notice andneighbour notification

Minor Development Neighbour notification

Development effecting the setting of a listedbuilding


Development effecting the character orappearance of a conservation area


Appendix GList of statutory andnon-statutory consulteesin the DevelopmentControl process

Statutory consultees

The regulations specify that the followingbodies must be consulted if the planningauthority considers that body will be affectedby what is proposed to be covered in adevelopment plan document:

Adjoining Local AuthoritiesAncient Monuments CommissionAvon and Somerset ConstabularyBritish GasCivil Aviation AuthorityCommission for Architecture and the BuiltEnvironmentCouncil for the Protection of Rural EnglandCountryside AgencyGeorgian SocietyDepartment for Culture, Media and SportDepartment for Environment, Food and RuralAffairsEnglish HeritageEnglish NatureEnglish PartnershipsEnvironment AgencyFine Arts CommissionForestry CommissionGovernment Office for the South WestHealth and Safety ExecutiveHighways AgencyHistoric Buildings and MonumentsCommission for EnglandHistoric Gardens SocietyMinistry of DefenceNational TrustRamblers AssociationRoyal Society for the Preservation of BirdsSociety for the Protection of Ancient BuildingsSocial ServicesSouth West Regional Development AgencySouth West Regional AssemblySport EnglandSouth West Sports CouncilStrategic Rail Authority

TranscoTown and Parish CouncilsTwentieth Century SocietyVictorian SocietyWessex Water

Non-statutory consultees

We may also consult with:

(a) voluntary bodies, some or all of whoseactivities benefit the whole or part ofthe authority’s area

(b) bodies representing the interests of:

� different racial, ethnic or nationalbodies in the area

� different religious groups in the area

� people with disabilities in the area

� persons carrying on business in thearea.


Appendix HUseful contacts

South West Planning Aid ServiceThe Architecture CentreNarrow QuayBristolBS11 4QA

Tel 0117 929 7292Fax 0117 922 1541

Email [email protected] www.rtpi.org.uk

Planning advice helpline 0870 850 9807

Planning Portal website:www.planningportal.gov.ukOn-line advice and guidance on the planningsystem.

Government Office for the South West2 RivergateTemple QuayBristol BS1 6EHtel: 0117 900 1700fax: 0117 900 1900email: [email protected]

Office of the Deputy Prime Minister(ODPM)26, WhitehallLondon SW1A 2WHtel: 020 7944 4400email: [email protected]: www.odpm.gov.uk

Government department responsible forplanning and housing.

Sources of information

www.communityplanning.netContains advice on a wide range ofcommunity involvement techniques andsituations to which they are suited.

Planning Policy Statement 12-LocalDevelopment Frameworks (ODPM)www.odpm.gov.uk/stellant/groups/odpm_control/documents/contentservertemplate/odpm_index.hcst?n=5382&1=3

Creating Local Development Frameworks-acompanion guide to PPS12 (ODPM)www.odpm.gov.uk/stellant/groups/odpm_planning/documents/page/odpm_plan_032580.pdf

Statement of Community Involvement andPlanning Applications (ODPM)www.odpm.gov.uk/stellant/groups/odpm_planning/documents/page/pdpm_plan/033580.pdf

Sustainability Appraisal of Regional SpatialStrategies and Local Development Frameworks(ODPM) November 2005www.odpm.gov.ukindex.asp?id=1161341

Development Plans Examinations – A Guide tothe Process of Assessing the Soundness ofStatements of Community Involvementwww.planning-inspectorate.gov.uk/pins/appeals/local_dev/state_community_inv.pdf


This publication is available in large print,Braille or audio formats on request.

Help is also available for people who require councilinformation in languages other than English.

Please contact 01275 888 545

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