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2002 FIFTH ANNUAL REPORT OF THE PLANNING AUDIT UNIT
FINDINGS FROM THIS YEAR'S AUDIT
Findings from this Year's Audits
This year three full audits were carried out by the Planning Audit Unit, examining the whole planning service in Midlothian, Clackmannanshire and North Lanarkshire. Although the last of these audits has yet to report formally, the main conclusions from all three can be summarised here. On development control, one of the Councils (Clackmannanshire) operated a service which has consistently met Scottish Executive targets for time taken. But all three audits addressed points for action in relation to customer care and information, staff morale and training, and the wider use of new technology. Here are some of the points made.
Development Control
- Improve information and service at the front counter
- Seek faster response to customer enquiries.
- Record pre-application discussions
- Speed up registration
- Tell applicants immediately if applications are invalid
- Send out consultations in parallel immediately on registration
- Inform consultees of decisions made
- Properly record site visits
- Review delegation arrangements to improve speed and quality
- Aim for factual yet concise reports
- Keep proper records of the basis for decisions even on minor cases
- Give due attention to enforcement and proactively monitor conditions
Development Planning
- Use development control experience in reviewing plans
- Improve the plans' focus on delivery
- Ensure staff resources are available to do the job in good time
- Allow adequate time and resources for document preparation
- Expand policies in development briefs
- Set out the targets and milestones the plan intends to achieve
- Monitor progress on preparation and implementation
- Ensure proper exchange of information before and during a Local Plan Inquiry
- Negotiate any modifications well before the Inquiry starts
Development on the Ground
- With patience, tenacity, lateral thinking, and an ability to inspire others, imaginative outcomes can be got from limited resources
- Use all the tools in the toolbox - be pragmatic.
- Make the most of external funding by working with developers, and with agencies like SNH, SEPA and Historic Scotland
- Local Heritage Trusts can be a vehicle for drawing in funding and encouraging community involvement in environmental projects.
- Long-term vision joins up opportunities over time.
- Put good developments, initiatives and service improvements forward for awards.
- Recognising achievements raises everyone's game and brings even more positive possibilities within reach.
Points for the Scottish Executive
In audits this year, these key points were made by service users, councillors and staff.
Legislation
- Legislation and regulations, especially the General Permitted Development Order, are difficult to understand and should be simplified and consolidated. - Sometimes it is hard to simplify legislation without reducing its effectiveness. We will make every effort to ease understanding when the next changes are made, and will publish a consolidated GPDO as soon as other priorities permit.
- The 1984 Advertisement Regulations need updating, particularly in relation to new banner adverts. -The need for updating is accepted but it is unlikely to proceed short term because of competing priorities.
Guidance and Advice
- The Executive should encourage pre-application discussions - Scottish Planning Policy 1: The Planning System and PAN 40: Development Control give clear guidance and advice on their importance. The Clackmannanshire audit showed these discussions are valued by planners and developers alike, and reflect in excellent development control performance figures.
- The Executive should encourage greater involvement with economic development. - SPP 2: Economic Development underlines how planning should relate to the economy, promote sites for economic development in sustainable locations, and calls for more effective dialogue between planners and the business community.
- The Executive should give clearer guidance on affordable housing issues. - SPP 3: Land for Housing addresses affordable housing issues.
- There should be more guidance on developer contributions, particularly for the funding of large-scale infrastructure across local authority areas. - A recent conference on Planning Agreements promoted by the Executive and others re-emphasised the guidance established in Circular 12/1996.
- Guidance on Tree Preservation Orders and landscaping would be helpful. - The Executive published research in October 2002.
- There should be more advice on design. - Designing Places published in 2001 has now been followed by PAN 65: Open Space and PAN 67: Housing Quality. A PAN on Design Statements will be published shortly.
Development Control
- The Executive should create standard application forms. - Getting Involved in Planning proposed standard planning application forms for Scotland and received wide support. The forthcoming White Paper will indicate the Executive's intentions.
- Some building warrant applications are submitted online, a similar service should be possible for planning. - The Executive and local authorities are examining these issues through an e-planning group, with a view to removing barriers to electronic service.
- More clarity is needed on the Executive's role in call-in cases. - SPP1: The Planning System sets this out.
- Review of neighbour notification procedures is required. - The Executive is addressing this: proposals were canvassed in Getting Involved in Planning. The forthcoming White Paper will indicate the Executive's intentions.
- The planning application fee structure is too complicated and fees for householders should be reduced; retrospective applications discredit the system and should carry a higher fee. The Executive is looking to commission research on fees shortly.
Development Planning
- The process needs to be reviewed and streamlined. Brevity is sought yet extra factors are identified nationally for councils to include. There are conflicts between advice on style and detail and the needs of development control, and between public consultation and faster plan-making. Pilot projects with South Lanarkshire and Highland Councils are in progress, and we will shortly engage with stakeholders on the modernising agenda.
- The time the Executive takes to approve structure plans holds everything back. Following the Review of Strategic Planning the Executive signalled a new approach, with city region plans to focus on key issues and quicker preparation and approval.
- Local plan inquiries need attention; it is very difficult for individuals and community groups to get involved. - Following Getting Involved in Planning, the Executive intends to consult shortly on modernising Public Local Inquiries.
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