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Road Network Management and Maintenance Division
Development Control adjacent to Trunk Roads
Annual Performance Report For 2002

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Contents

Introduction
Summary
Detailed Analysis and Tables

Development Department
Road Network Management & Maintenance Division
Victoria Quay
Edinburgh EH6 6QQ
January 2003

Introduction

Planning Advice Note (PAN) 40 (Revised): Development Control, provides best practice advice on development control. It emphasises the priority that Scottish Ministers attach to the provision of a high standard development control service.

Para 41 of PAN 40 refers to the need for regular consultation on applications with other bodies and the need to periodically review working arrangements to identify where improvements might be made. Although not specifically mentioned, the Scottish Executive Roads Network Management and Maintenance Division (RNMMD) and its Operating Companies are such a body and have an important role to play in the processing of planning applications affecting trunk road interests.

The third annual report of the Scottish Executive's Planning Audit Unit (published March 2001 and available on the web at http://www/.scotland.gov.uk/planning ) sets out the main findings and recommendations for action to improve existing consultation arrangements. RNMMD have agreed to set targets for responding to all applications they are consulted on, and to increase the level of electronic communication between themselves and local authorities.

Delays in reaching decisions on planning applications have been a longstanding issue to many involved in the development process. There is a statutory duty for planning applications to be decided in 2 months from the receipt of a valid planning application (4 months where an Environmental Assessment is necessary), although an extension of time can be agreed in writing with the applicant. It has been a matter of concern to planning authorities that delays in responding to trunk road consultations by RNMMD or their agents have contributed to difficulties in meeting this deadline.

RNMMD are committed to issuing a consultation response (TRNPA/2) to 60% of minor applications within 14 days of receipt by the operating company, and to issue a response on all major applications within 14 days from receipt of acceptable supporting data provided by the applicant (i.e. an audited Transport Assessment). RNMMD will advise planning authorities where they are unlikely to be able to respond within 14 days. Progress against targets will be reported annually.

It has been agreed that these performance targets will be monitored and should be progressively improved. This report is the first such annual report and sets out the performance of RNMMD in meeting their targets and provides other statistics with regard to trunk road development control in 2002. As this is the first formal annual report only limited comparison with previous years performance is made.

Summary

1. RNMMD are committed to issuing a consultation response (TRNPA/2) to 60% of minor applications within 14 days of receipt by the operating company - this target has been met in 2002 with an on average performance across RNMMD of 62%. This is a significant improvement on 2001.

2. RNMMD are committed to issuing a response on all major applications within 14 days from receipt of acceptable supporting data provided by the applicant - this target has not been met in 2002 as only 78% of such applications (based upon a sample) were returned within this timescale in some instances the method of recording applications provides a pessimistic assessment of actual response times

3 It is acknowledged that performance in major applications could be improved and this will in part be aided by better data collection and recording in this area. With regard to minor applications performance varies across the Division with some Unit Management Teams requiring to improve overall performance. However it has been agreed that in line with the requirement for continuous improvement that a target of 65% should now be set for 2003.

4. With regard to the Operating Companies they are required to submit a recommendation to RNMMD within 5 days of receipt of the planning application and form TR/NPA/1. Performance in this area requires improvement although all Operating Companies are achieving a median response time of 6 days. Again the Operating Companies show a significant improvement in this area over 2001.

5. 778 trunk road development control consultations were received in 2002. Nearly 75% of these related to domestic or commercial applications. 13% of all consultations are considered to be major applications. It is of some concern that the time taken to consult with RNMMD on some applications is still quite lengthy and on average 29 days however the median time is 16 days.

6. Data was obtained from the RNMMD Development Control Database which is under constant development. The accuracy of data input needs to be improved and this will be addressed through development and training.

7. Early in 2003 RNMMD will write to all Planning Authorities inviting them to send consultations electronically to both ourselves and the Operating Companies. This should help remove sometimes lengthy postal delays but will require development and discussion to ensure that consultation remains effective.

Detailed Analysis and Tables

The following tables have been prepared using the RNMMD development control database. Data for 2002 analysed using those applications where the date of receipt of the TR/NPA/1 from the Planning Authority is recorded as being between 1/1/2002 and 31/12/2002. Spurious and incorrect data has been excluded from the analysis.

Table 1: Number of Trunk Road Applications by Planning Authority

Notes:

1. There were no applications in East Dunbartonshire or Clackmannanshire Council Areas affecting trunk roads. There are no trunk roads in the 3 Scottish Island Council Areas.

Table 2: Time taken between receipt of planning application by Planning Authority and receipt of consultation by RNMMD

Notes:

1. Days calculated from date of receipt of TR/NPA/1 by RNMMD minus date of receipt of application reported by Planning Authority. Significant postal delays can occur at the start and end of the consultation period and this is critical when only 14 days is allowed for consultation. Increased use of electronic consultation should aid in reducing delays in this area.

2. As a long maximum period can seriously effect the average performance the median period was calculated as a better measure of overall consultation period.

3. This table is included as it is considered that consultation as early as possible with RNMMD will ensure that overall delays to the processing of an application by the Planning Authority will be minimised. RNMMD are often asked for their views on an application with little notice prior to a determination. The longest recorded consultation delay periods were for the following 10 applications:

• Proposed Sand and Gravel Quarry
• Erection of car wash
• Installation of ATM Cash Dispenser within shop
• Extraction of Coal by Opencast Mining
• Industrial/Business Park
• Change of use of Vacant Land to Housing
• COU of farm building to form vehicle repair workshop
• Business Park
• Mixed use Development comprising offices and flats
• Demolish existing house and erect new dwellinghouse

Table 3: Proportion of Application by Type

Notes:

1. Residential applications deemed to be those for more than 2 dwellings within an application site. Consultations on advertisement consents are not included in the analysis.

Table 4: Performance of Operating Companies (Equivalent 2001 figures in brackets)

Notes:

1. The Operating Companies are required to submit a recommendation to RNMMD within 5 days of receipt of the planning application and form TR/NPA/1 from the Planning Authority. 6 days is used as a measure to allow for the possibility of different date of receipt by RNMMD and the OC.

Table 5A: Performance of Scottish Executive - Minor Applications

Notes:

1. The target in this area is to reply to 60% of minor application consultations within 14 days of receipt. Performance calculated using date of transmission of TR/NPA/2 return minus date of receipt of TR/NPA/1 consultation in calendar days.

Table 5B: Performance of Scottish Executive - Major Applications

Notes:

1. The target in this area is to reply to 100% of major application consultations within 14 days of receipt of acceptable supporting data provided by the applicant.