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Modernising Planning
Introduction
Scotland's planning system is undergoing the most significant modernisation in over 60 years. The changes are being introduced by The Planning etc. (Scotland) Act 2006. A brief summary of these changes can be seen in the link below:
Changes to Planning Application Procedure
The modernisation of planning makes many legislative changes to the planning system, as well as requiring positive changes to processes and behaviours of the organisations and individuals that operate and interact with the system. To find out about the legislative changes see the link below:
A brief summary of the legislative changes, see the link below:
To find out about 'culture change', including a series of joint actions by the Scottish Government, local and national park authorities, agencies and the private sector to work more effectively together to deliver an improved planning system see the link below:
Further Information - March 2010
The Scottish Government initiative, Delivering Planning Reform, contains a commitment for planning authorities to identify areas for service improvement and to repeat the process on an annual basis each March.
Service Planning Framework
The agencies Scottish Environmental Protection Agency, Scottish Natural Heritage, Historic Scotland, Architecture and Design Scotland, Transport Scotland and Scottish Water were also required to produce service improvement plans. The agencies' plans have informed this Service Improvement Plan. This Service Improvement Plan sits within a hierarchy of Council plans, including the Interim Business Plan, the Community Plan and the Enterprise, Planning and Infrastructure Service Plan and in particular it relates to performance standards including future performance, and analysis of user feedback.
In addition, a Service Plan is being prepared for the Planning and Sustainable Development Service. This will be informed by the Single Outcome Agreement and the Interim Business Plan and sits below the Enterprise Planning and Infrastructure Service Plan in the hierarchy of plans. This Service Plan will be instrumental in achieving one of the main objectives of the Council aimed at delivering public services that are high quality, continually improving, efficient and responsive to local people's needs and the associated actions relating to engagement, carrying out customer satisfaction surveys and delivering e-planning. Team Plans outline the teams' roles in achieving the aims of the Service Plan and revisions to these will pick up the relevant actions within this Improvement Plan.
Methods of gathering feedback
A forum of local agents has been established for feedback on Development Management and Building Standards. Questionnaires relating to the Development Management Service have been sent out with planning application decision notices and the responses used to inform this Improvement Plan. The responses resulted in the following scores on scale 1 to 5 (previous year's figures in brackets):
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5 - being very happy |
19 respondents (21) |
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4 |
11 respondents (30) |
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3 |
3 respondents (8) |
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2 |
1 respondents (3) |
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1 - very unhappy |
2 respondents (0) |
The level of general satisfaction with the Development Management Service has been high. Whilst some of these were positive, others are reflected in the actions suggested below. Feedback on Development Planning is gathered through the Land Use Forum, the Homes Forum and the Environment Forum. Future annual updates of this Service Improvement Plan will take into account how the actions proposed below have addressed comments made in the various forum and questionnaires.
Aims
These are specifically in relation to user feedback:
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Aim 1: Speed of decision making |
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Action |
Actions taken since March 2009 |
Actions proposed in next year |
Timescale for Action |
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Greater use of delegated powers |
Aberdeen's new Scheme of Delegation for dealing with local development planning applications has been approved by the Scottish Government and came into operation during 2009 |
We will also look at widening existing powers to deal with other types of application |
March 2011 |
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Efficient checking in of applications |
Since August 2009 major applications have been checked in by Planning Officers. Planning Officers check descriptions on local and other types of application |
Major applications - act on opportunity for earlier requests to applicants for any further information required. |
March 2010 |
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Rationalise consultations with key agencies |
Presently implementing e-consultation with key agencies. This has removed the need to copy plans and has speeded up the process |
Ensure we only consult where necessary with the agencies - SNH, SEPA, Transport Scotland, Historic Scotland, Scottish Water and ADS - we will develop 'handbook' agreements to agree respective roles, improved service levels and working arrangements, to avoid duplication and overlap between agencies and our internal consultees |
On-going |
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Householder applications - monitoring of speed |
Closely monitor our speed of decisions on householder applications, examining carefully the need for further information, so that it is only requested where absolutely necessary and putting time restrictions on this |
Maintain current procedure |
On-going |
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Advice on planning system |
Provided on-line and on-paper advice on the new planning legislation and its requirements, in order to help explain the changes to users of the planning system. Applicants can now submit applications on-line and track the progress of applications |
Continue to provide advice on-line and on-paper as new legislation (eg permitted development rights) comes into force. Revise and update advice as appropriate |
On-going |
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Aim 2: Efficiency |
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Action |
Actions taken since March 2009 |
Actions proposed in next year |
Timescale for Action |
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E-consultation with agencies |
Implemented the use of e-communications for consultations with key agencies, receipt of applications and general correspondence. |
Implement e-consultation for further consultees. |
On-going |
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Neighbour notification |
As required by legislation, we now carry out neighbour notification on planning applications ourselves. The period for receipt of representations has been extended to 21 days. |
Adjust weekly list information, and details on web-site to reflect accurately last date for receipt of representations. |
March 2010 |
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Recording pre-application discussions |
We are presently looking at ways to improve our system for recording pre-application discussions and communications, in order to provide a smooth and consistent approach |
Set up a system for recording pre-application discussions on a map based system after the new Geographical Information System (GIS) system is operational in April |
End of 2010 |
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Enforcement Action |
In 2009 we adopted an Enforcement Charter which will be kept up-to-date |
Where it is expedient we will continue to take firm and swift action against unauthorised development. Update Enforcement Charter. Record enforcement activity on the GIS |
March 2011 |
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Local Development Plan (LDP) policies to provide clarity for applicants |
Local Development Plan working groups have been set up, including Development Management and Development Plan staff, in order to ensure that policies are clearly worded, providing greater certainty for applicants and that our expectations are clearly described in relation to land allocations |
Development Management continues to work closely with the Development Plan Team. Continued consultations with developers and communities on LDP |
On-going |
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Reduce delay - Planning gain and legal agreements |
Introduced an early warning pro forma for legal colleagues in order to achieve earlier agreement of terms of planning gain agreements and other legal agreements |
Include discussion of terms of legal agreement within Processing Agreement timetable |
Test case processing agreement - by March 2010 |
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Test case processing agreement - by March 2011 Sharing services |
Already share planning gain, e-planning and Strategic Environmental Assessment staff with Aberdeenshire Council and support ACSEF (Aberdeen City and Shire Economic Future) through the Management Team. Sharing an approach to Masterplanning is under discussion |
Share information about Masterplanning. Discuss implementing similar processes in order to provide consistency for developers Continue to support ACSEF |
On-going
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Pre-application processes |
We are engaging in Masterplanning. For major applications, prospective applicants have to carry out pre-application consultation with communities |
Masterplanning and pre-application process for major applications co-ordinate, so as to avoid duplication of community consultation. Including masterplanning within the Processing Agreement process. |
On-going Test case processing agreement - by March 2011 |
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Aim 3: Transparency |
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Action |
Actions taken since March 2009 |
Actions proposed in next year |
Timescale for Action |
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Explain clearly how decisions are reached |
As required by new legislation, 'Reports of Handling' for each planning application are now prepared and made available for public scrutiny on the web. These reports make clear to non-specialists the evaluation of proposals and the reason for coming to a decision or recommendation. They clearly reference any documentation and legislation. This has been extended to other types of application, such as for Listed Building or Advertisement Consent |
Monitor feedback and ensure that information sought by interested parties is included in reports |
On-going |
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Web publish planning applications and associated documents |
We now web publish all planning application drawings, decision letters and Reports of Handling for applications received since 3 April 2009. Consultation responses can now be viewed on-line |
Web publish information from planning application forms Web publish actual application forms. Aim to web publish letters of representation (subject to adequate resources). |
April 2011 |
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On-line application search |
We now provide an on-line search facility for planning applications on an address or area basis |
Provide advanced search facility to include case officer, ward, date submitted, type of application Provide map based search facility |
May 2010 March 2011 - depends on new GIS |
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Aim 4: Quality of Decisions and Environment |
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Action |
Actions taken since March 2009 |
Actions proposed in next year |
Timescale for Action |
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Design training for staff |
Provide our staff with design training on a regular basis. A well attended series of design workshops was held in mid 2009. |
Develop staff by involvement in masterplanning, briefs and supplementary planning guidance. |
Ongoing |
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Have available in-house specialist advice on landscape, trees, conservation and historic buildings |
Ensured that specialist advice on conservation and historic buildings and trees is available to us 'in-house'. Unfortunately, we do not have specialist landscape advice and landscape impact is a matter for case officers to assess |
Monitor outcome of case officers assessing landscape impact and consider whether specialist advisor needs to be sought or alternative means of getting advice - could be shared service with Aberdeenshire |
December 2010 |
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Design Review Panel |
A Design Review Panel has been set up to provide expert peer advice on design of development proposals |
Refer appropriate applications to Review Panel in accordance with agreed procedure |
June 2010 |
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Up-to-date supplementary planning guidance |
We will continue to update, prepare and web-publish supplementary planning guidance to provide more detailed advice on design and environmental issues |
Continue to update, prepare and web-publish supplementary planning guidance (SPG) to provide more detailed advice on design and environmental issues. Ensure that SPG is tied into the new Local Development Plan |
On-going |
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Training in design and legislation for Councillors |
During 2009 we arranged training for Councillors, especially those on the Development Management Sub-Committee, including on design matters and the new planning legislation. A further training session for Councillors not on the Development Management Sub-Committee has been arranged to ensure the proper determination of planning applications that have to be placed before the full Council |
On-going training for Councillors including requirements of new legislation |
As required |
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Engage in Masterplanning to help ensure well designed new development |
We are actively engaging with developers in the Masterplanning process, including consultation with stakeholders from the key agencies and local communities |
We will take part in the Grandhome 'Charrette' which will involve local people and organisations in a design workshop to test ideas for a possible new community Use masterplanning approach to plan well designed new communities Learn from experience and feed this back into future masterplanning exercises |
March 2010
On-going |
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Aim 5: Positive Relationships and Engagement |
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Action |
Actions taken since March 2009 |
Actions proposed in next year |
Timescale for Action |
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Respond positively to requests for pre-application discussions |
Responded positively to requests for pre-application discussions |
Continue to respond positively and to involve consultees as appropriate |
On-going |
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Increase involvement of key agencies in pre-application discussions |
E-consultation has helped ease channels of communication and understanding on an informal basis |
Prioritise engagement to more significant applications in accordance with the respective agencies service standards |
'Test case' processing agreement by March 2010 |
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Promote use of processing agreements |
As the legislation introducing major applications is relatively new, we have not used this type of agreement yet, but would respond positively to any request |
'Test case' processing agreement. Feedback to rest of team |
March 2011 |
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Respond to feedback |
Continued to accept feedback in written or verbal form on informal basis and through Development Management Forum, Land Use Forum and Homes Forum |
Actively continue to seek feedback from agents and applicants and act to make improvements based on the feedback we receive. In particular, we will seek to respond positively to issues raised and suggestions made in the focus groups. Will send out further questionnaires in December 2010 |
Analyse questionnaire response and feedback into Improvement Plan - March 2010. |
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Investigate complaints |
Investigated complaints and responded in accordance with Corporate guidelines. |
Continue to respond to complaints; and to increase understanding of planning system through website information, and other aims in this Plan, in order to reduce complaints |
On-going |
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Engagement in plan processes and masterplanning |
Engaged widely with communities and developers in both the Local Development Plan process and the masterplanning process |
Continue to engage widely with communities and developers in the local development plan and masterplanning processes |
On-going |
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Aim 6: Commercial Awareness |
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Action |
Actions taken since March 2009 |
Actions proposed in next year |
Timescale for Action |
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Work towards economic growth |
Together with the Aberdeenshire Council, Aberdeen and Grampian Chamber of Commerce, Scottish Enterprise, Skills Development Scotland, and VisitScotland we support ACSEF (Aberdeen City and Shire Economic Future) in delivering economic development for the Region, via the monitoring of the Action Plan and operational delivery, via the Management Team |
Continuing to contribute towards the goals of ACSEF, including the aim: Improve the efficiency of planning decision making |
On-going |
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Develop commercial awareness in staff and Elected Members |
Team leaders have attended programme of dissemination to planning authority officials via Improvement Service of Scottish Government's Development Viability Guidance. Convenors received presentation at annual meeting |
Disseminate information on development viability widely to staff Continue training and initiate placements with key agencies and private sector |
By Summer 2010 Placements - March 2010 |
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Overarching aims |
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Development of staff through appraisal and appropriate training |
Annual appraisals undertaken for staff |
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Training related to personal development plans |
Undertake appraisals for 2010 |
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Provide and support training as appropriate |
Appraisals to be completed by 31 March 2010 |
For information about how the changes will effect planning in Aberdeen, please contact us.
Contacts
- Development Management Team
Enterprise, Planning and Infrastructure
Aberdeen City Council
Business Hub 4
Marischal College
Broad Street
Aberdeen
AB10 1AB
Phone: 01224 523470
Fax: 01224 523180
Email: pi@aberdeencity.gov.uk