Agents Forum

The last Agents Forum took place on 22 April 2009 at 6.00 p.m. at South Cambridgeshire Hall in the Swansley Room. Download the topics for discussion - Agents Forum Letter - 22 April 2009

Pre-Application Planning Advice

Draft Highway Guidance Notes for Planning Applications are given below. Please write, or email comments to the following Development Control Engineers at the County Council - Ian.Dyer@Cambridgeshire.gov.uk or Jon.Finney@Cambridgeshire.gov.uk or Victoria Keppey@Cambridgeshire.gov.uk

Agents Forum - Highway Guidance Notes for Planning Applications

Permitted Development Changes from 1 October 2008

From 1 October 2008

a large number of homeowners will no longer need planning permission when extending their existing homes;
there are new regulations that will reduce the flood risks caused by surface water run-off;
there is revised guidance for loft extensions, buildings within gardens, hard surfaces, chimneys, flues etc;
there are no changes to the permitted development rights for porches or the installation of microwave antenna.

The Planning Portal has updated their interactive house guide, so if you are requiring information about the new or existing rules, it can be found in an accessible and user-friendly way, by using the interactive visual guide for householders, which is on their website.

1APP and PAR

The mandatory use of the standard application form came into force on 6 April 2008.

Agents Forum Events

The first Agents Forum was held on Monday 21 May 2007 at our headquarters in Cambourne. The second forum was held in September 2007.

The third forum was held on Wednesday 18 June 2008. The Agenda included the following:

Review of 1APP forms introduced in April 2008 - national and local requirements, agricultural holding certificates, submit CD with PDF images of plans, drawings etc to accompany large scale developments, discharge of conditions
Review of Planning Application Fees introduced in April 2008
Workshops for Agents to complete 1APP forms on-line
Update relating to restructuring, recruitment, duty officer system within Development Control
Proposal to charge for Pre-application Advice

The autumn Agents Forum was held on Wednesday 19 November 2008.

Download the presentation from the first event:

Agents Forum - presentation to attendees

Points captured from discussion:

Pre-application advice

Non-chargeable.
We confirm there are no plans to introduce charging at the moment.
Other authorities charge - consistency needed with calculating fees and advice given at Senior Officer level and not Assistant - we know the policies!
We aim to give consistency.

Pre-application meetings / discussion

Vital
Arrange days in advance to make it productive
Experience of Case Officer - Senior and Assistant present
Right direction/Quality of Advice
Onus on Agents to supply as much information as possible before the meeting
We confirm all the above points have been noted and accepted.
Inconsistency of advice between internal consultees i.e. Conservation Officer and Planning Officer. Planning Officer has to implement policies so Planning officer should have the final say!
We confirm internal officers would come to an agreement before the meeting.

Website information

What's happening to your application via website i.e. Chichester website a good example
Guidance on how application is going - site visit, delegation report, committee, etc.
We aim to make improvements in the New Year to our ICT systems, improvements to highlight the progress of applications through upgrading databases (currently using Devcon to be replaced with Devcon 2) and implementation of 1APP. The above points will be borne in mind. There is already the ability to highlight when an application is being considered by Committee.
Notice of objections to be published - fore's and against
Summary or a list of representations
This subject is still under discussion whether we are going to publish personal information on our website, liaising with our legal department on data protection legislations, etc.
Difficultly navigating on SCDC website especially links - out of date information - web officer for development control needed
We would like to achieve this through additional resources.
Freedom of Information (FOI) information on pre-applications - SCDC to check if this info can go on website
We are liaising with our legal service to advise us.

Improving the planning process

Area teams to remain geographically set - continuity with case officer knowing the district and previous planning application history
We confirm a draft report has been written on future structure of area teams. Finalising report. Likely to remain geographically based but to make some internal changes to make the service run more smoothly and efficiently. Proposal is for teams to be paired to facilitate more flexible allocation of work.
Keep administrative support within area teams - overview of area team and what is happening within it when officer absent
Workshops are being run in October to highlight administrative roles and responsibilities. Your comments have been noted and accepted.
Duty officer system needed - don't want to go through contact centre want to deal with the case officer direct or administration within the area team
As mentioned above, the draft report does mention a role for a duty officer system.
Processing of application - actual evaluation/advice/likely decision before decision is typed and posted
Please confirm what level of information are you seeking?
Left in limbo, understanding issues as they progress - a telephone call following delegation to the agent would be useful to inform them if the application will be refused or approved so agent can contact applicant
Please confirm what level of detail and what level of application you would like to be better informed of. Let us agree how can we do that? There will always be a degree of uncertainty until the Decision Notice is issued.
Reduction of meetings for delegation - does every single planning application and informal enquiry need to be discussed at delegation? Heavy reliance on officers time - senior officers to reduce - junior officers to continue
We have implemented changes to the delegation process and introduced bi-weekly second delegation meetings at senior officer level - this has proved to be successful. Not every application and enquiry needs to be discussed at delegation.
Delegation system (Thumbs up!) - Commendable on the amount of training, support and mentoring from senior officers to planning assistants due to level of competence of junior case officers
We confirm this will continue to support and mentor our less experienced staff.
Better working relations between the contact centre and planning department - the need to increase customer satisfaction
We confirm this will be achieved through training and additional resources.
Six copies of planning applications needed - why do some LPAs request 1 - inconsistencies - 1APP being introduced will need x 3
We confirm the new 1APP national scheme being introduced in April 2008, we require one electronic copy and x 3 hard copies to accompany your planning application.
Registering applications - buying time? A telephone call to request either a signature missed, flood risk assessment or access statement, etc. - no formal letters please!
We confirm the implementation of the new registration team is already showing good signs of registering applications more efficiently and improving relationships between our agents and staff. At the moment on average we are hitting a 4-5 day target for registering all applications. Telephone calls will be made where possible.
Conditions - attention to detail of application
1APP and adoption of local validation list should improve quality of applications and reduce the number of conditions. Agree that conditions should be geared to the application.
Very pleased to hear smaller Committee of 10-15 members
Committee public speaking introduced in August.
Very pleased to see a Councillor, Cllr Nick Wright, present at the forum - would like this to continue at future meetings
Councillor Pippa Corney has now taken post of Chairman of the Planning Committee, Councillor Nick Wright is now Portfolio Holder of Planning and Sustainable Communities and also plays an active role as customer service standards champion.
Conservation - pro-active approach, good advice and good service
We will pass your comments onto the relevant officer.

Additional Information

Local Development Framework Development Control Policies were adopted in July 2007.