7 Appendices

 

Appendix 1: Consultation groups involved in Local Plan production

Specific consultation bodies

7.1 The Council must involve the following statutory organisation in the Local Plan process. These along with the government departments listed below form the specific consultation bodies as defined in the Town and Country Planning (Local Planning) (England) Regulation 2012[1]. These are:

  • Environment Agency
  • Natural England
  • Historic England
  • Network Rail
  • Secretary of State for Transport
  • Transport for London
  • Mayor of London - Greater London Authority (GLA)
  • Highways England
  • Surrey County Council - Strategy, Transport and Planning and Minerals and Waste Planning
  • Adjacent Local Authorities
  • NHS Surrey
  • Surrey Police
  • Police and Crime Commissioner
  • Relevant telecommunication companies
  • Relevant electricity and gas companies
  • Relevant water and sewerage undertakers
  • Homes England
  • Parish Councils
  • A neighbourhood forum any part of whose area is in, or adjoins, the local planning authority’s area

General consultation bodies

  • Voluntary bodies some or all of whose activities benefit any part of Elmbridge Borough Council’s area.
  • Bodies that represent the interests of different racial, ethnic or national groups in Elmbridge Borough Council’s area.
  • Bodies that represent the interests of different religious groups in Elmbridge Borough Council’s area.
  • Bodies which represent the interests of disabled persons in Elmbridge Borough Council’s area.
  • Bodies which represent the interests of persons carrying on business in Elmbridge Borough Council’s area.

Other consultees

7.2 There are many other bodies and individuals registered on the planning consultation database. These have been grouped and include:

  • Members of Parliament.
  • Environment and nature, historic groups, Conservation Area Advisory Committees.
  • Landowners, Estate agents (residential and commercial).
  • Local businesses, business associations, chamber of commerce, commercial companies.
  • Individual residents, residents associations, local strategic partnership, parish councils, community groups, societies and political parties.
  • Councillors - Local and County.
  • Planning Officers in other local authorities, developers, agents, planning consultants, architects, surveyors, landscape architects, housing associations.
  • Disabled groups, public agencies, charity organisations, voluntary organisations, ethic groups, care providers, health providers, leisure groups, minority groups, religious groups, sports bodies, young people, allotments, police, older people, faith groups, equalities, community support.
  • Infrastructure providers, schools and education institutes, transport groups.
  • Government departments.
1. These are set out in Part 1, section 2 titled Interpretation. [back]

 

Appendix 2: Public Involvement in Local Plans

Stage 1: Preparation/Early Engagement

 

Key stages

Involvement Level

Public/Stakeholder involvement arrangements

1. Evidence gathering

The information needed for the plan is prepared and potential issues identified.

- Asking what you think?

 

- Deciding together.

  • Early involvement of relevant stakeholders.
  • Hold focus group sessions where necessary to help decide issues to be included in the plan.
  • Writing to statutory environment bodies to initiate Sustainability Appraisal screening.

2. Preparing a draft Local Plan

The information gathered at the first stage is taken into account in the drafting of detailed policies and allocations. Depending of the level of complexity, the draft Local Plan stage may involve more than one period of consultation.

 - Asking what you think?

Publish draft documents for consultation for a minimum of six weeks, and, at the start of the consultation period:

  • Publish the Sustainability Scoping Report or Appraisal as appropriate;
  • inform specific consultation bodies;
  • inform relevant consultation bodies, other interested bodies and individuals on the consultation database;
  • publish electronic copies of consultation documents on the Council's website;
  • make hard copies of consultation documents available for inspection at the Civic Centre and Borough libraries;
  • issue press release in local paper;
  • issue public notice in local newspaper;
  • add consultation information on Council's social media sites; and
  • arrange public meetings, exhibitions and focus groups as appropriate.

3. Publication of the proposed submission

The Local Plan is finalised and published for a last stage of consultation. Comments at this stage will only be sought on soundness and legal compliance of the plan.

- Asking what you think?

Publish the Local Plan and relevant documents for consultation for a minimum of six weeks, and, at the start of the consultation period,

  • publish a statement of representations procedure;
  • publish the Sustainability Appraisal report for consultation;
  • publish a Consultation Statement summarising all comments received from the previous stages and how the comments have been considered and taken into account;
  • publish relevant supporting documents;
  • inform specific consultation bodies;
  • inform relevant consultation bodies, other interested bodies and individuals on the consultation database;
  • make hard copies of consultation documents available for inspection at the Civic Centre and Borough libraries;
  • issue public notice in local newspaper;
  • issue press release in local paper;
  • add consultation information on Council's social media sites; and
  • arrange exhibition or presentation to interest groups if necessary.

 4. Examination

The Local Plan will be examined by an independent Planning Inspector. The examiner may call a public hearing.

- No Involvement

The draft Local Plan, all supporting documents and the comments received from public consultation are submitted to the Secretary of State, who appoints an independent Planning Inspector. The draft Local Plan can be inspected at the Civic Centre on request.

The Local Plan and the comments received are examined by the Planning Inspector, followed by the Inspector's report.

 5. Adoption

The Local Plan is adopted following the consideration of the recommendations in the Inspector's report.

- Keeping you informed.

  • Make the Inspector's report available for inspection on the Council's website and at the Civic Centre.
  • Inform consultees who previously made representations about the availability of the Inspector's report.

Following adoption of the Local Plan, we will:

  • Publish the Local Plan, make electronic copies available on the Council's website and a hard copy will be available for inspection at the Civic Centre.
  • Publish the Adoption Statement in local newspaper.
  • Send Adoption Statement to specific and general consultees and those who made representations at previous stages or those who have asked to be notified of the adoption.
  • Make the Sustainability Appraisal and other supporting documents available for inspection at the Civic Centre for six weeks after adoption.
  • Provide information about the adoption of the Local Plan on Council's social media sites.

 

 

 

Appendix 3: Public Involvement in Supplementary Planning Documents (SPDs)

 

 

Key Stages Involvement Level Public/stakeholder involvement arrangements

1. Pre-production/

evidence gathering

The information needed for the document to be prepared and potential issues need to be identified.

- Asking you what you think

 

- Deciding together

  • Engaging relevant stakeholders in deciding the level of detail to be included in the document and to identify key issues that need to be addressed.
  • Where necessary, preliminary consultations will be carried out prior to the publication of draft SPDs.

 

 2. Draft SPDs

A draft SPD is prepared following the initial evidence gathering stage.  

- Asking you what you think

Publish the Draft SPD for consultation for a minimum of four weeks, and, at the start of the consultation period:

  • make electronic copies of the document and supporting documents available on the Council’s website;
  • make a hard copy of the plan available for inspection at the Civic Centre;
  • inform relevant specific and general consultees and those on the consultation database (this will be done by email where possible: postal mailing will be used where there is no email address on the database);
  • issue a press release if appropriate;
  • provide consultation information on Council’s social media sites;
  • Arrange exhibitions or presentations to interest groups if appropriate.

 

3. Adoption

The Council will consider the representations received through the consultations and make any amendments necessary before adopting the SPD.

- Keeping you informed.

  • Publish the SPD – make electronic copies and any supporting documents available on the Council’s website and a hard copy available for inspection at the Civic Centre.
  • Publish a consultation statement summarising all comments received from the previous stages and how the comments were considered and taken into account.
  • Send an Adoption Statement to those who have made representations during the previous consultations and those who have asked to be notified of the adoption of the SPD.
  • Provide information on Council’s social media sites.

 

 

Appendix 4: Publicising Neighbourhood Plans

  

 Key Stages  Involvement Level  Public/Stakeholder Involvement Arrangements
 
1. Neighbourhood Area Application

A Neighbourhood Forum or other prospective neighbourhood planning body applies to the Council to designate a Neighbourhood Area for which they propose to prepare a Neighbourhood Plan. The Council publicises the application and invites representations over a minimum 6 week period.

 

 

- Asking you what you think.

 

 - Keeping you informed.

 

- Supporting independent community initiatives.

 

Publish the Neighbourhood Area Proposal and invite representations for a minimum of six weeks, and, at the start of the period,

make electronic copies of the proposal documentation available on the Council’s website:

  • make a hard copy of the proposal documentation available at the Civic Centre for inspection;
  • inform relevant specific and general consultees and those on the consultation database who may have an interest in the proposal (this will be done by email where possible: postal mailing will be used where there is no email address on the database);
  • issue a press release relating to the proposal if appropriate;
  • add information about how to respond to the proposal on the Council’s social media sites.

 

 

2. Submission of a Neighbourhood Plan

The Neighbourhood Forum submits the Neighbourhood Plan to the Council. The Council invites representations on the submitted plan over a minimum 6-week period.

 

 - Asking what you think.

 

 - Supporting independent community initiatives.

 

Publish the submitted Plan and invite representations for a minimum of 6 weeks, and, at the start of the period, make electronic copies of the submitted Plan available on the Council’s website;

  • make a hard copy of the submitted Plan available at the Civic Centre for inspection;
  • inform relevant specific and general consultees and those on the consultation database, as above;
  • issue a press release relating to the Neighbourhood Plan if appropriate;
  • provide information about how to respond to the Plan on the Council’s social media sites.
 

3. Publication of examiners report

The Council publishes the report of the examination into the submitted Neighbourhood Plan and the decision of the Council as to whether or not it accepts the examiner's recommendations.

 

 

 - Keeping you informed.

 
  • make electronic copies of the examiner’s report and decision statement available on the Council’s website;
  • make hard copies of the examiner’s report and decision statement available at the Civic Centre and Borough libraries for inspection;
  • inform relevant specific and general consultees and those on the consultation database, as above;
  • Provide information about the examiner’s report and decision on the Council’s social media sites.
 

4. Referendum information statement

The Council publishes the Referendum Information Statement and specified documents, setting out the date and procedure for the Neighbourhood Plan referendum. A minimum of 28 working days’ notice will be given.

 

 - Keeping you informed

 

No less than 28 working days before a Neighbourhood Plan referendum:

  • make electronic copies of the referendum information statement and documentation available on the Council’s website; 
  • make hard copies of the referendum information statement and documentation available at the Civic Centre for inspection;
  • inform relevant specific and general consultees and those on the consultation database, as above;
  • Provide information about the referendum on the Council’s social media sites.
 

5. “Making” of the neighbourhood plan

The Council confirms that the Neighbourhood Plan has come into effect (has been "made").[2]

 

- Keeping you informed

 

- Supporting independent community initiatives

 

  • Publish the Neighbourhood Plan – make electronic copies and any supporting documents available on the Council’s website and hard copies available for inspection at the Civic Centre.
  • Notify those who have asked to be informed about the making of the Neighbourhood plan.
  • Provide information about the 'made' Neighbourhood Plan on Council’s social media sites.

 

2. Under planning legislation, neighbourhood development plans prepared by the community are referred to as being “made” when they take legal effect. This is distinct from local plans prepared by a council or other local planning authority, which are “adopted”. [back]
 

Appendix 5: Publicity on Planning Applications

 

7.3 The table below sets out the statutory requirements for publicity on different types of planning applications. The statutory minimum requirement will always be met by the Council.

 Type of development Statutory requirement  Additional notification or response to statutory requirements
Press Advert  Site Notice Site Notice or Neighbour Notification

Major Development Residential developments involving 10 or more homes, or the development is to be carried out on a site having an area of 0.5 hectares or more and it is not known whether the development comprises 10 or more homes.

Other development: 1000m² floor space or 1.0 hectares.

 Yes    Yes* *The Council will always notify neighbours who could be affected by the proposal and post a site notice.
Applications subject to Environmental Impact Assessment which are accompanied by an Environmental Statement. Yes Yes   Neighbour notification letters will be sent out if applicable and depending on the location of the development.
Application that is a departure from the Local Plan. Yes Yes   Neighbour notification letters will be sent out if applicable and depending on the development.
Application which would affect a right of way to which Part 3 of the Wildlife and Countryside Act 1981 applies. Yes Yes   Neighbour notification letters will be sent out if applicable and depending on the location of the development.

Minor Development Residential development: involving less than 10 homes.

Other development: floor space is less than 1000m².

Change of use applications.

 

     Yes*

 *The Council will notify neighbour who could be affected by the proposal.

A site notice will be posted if any adjoining land / property cannot be identified.

 

Householder developments     Yes*

*The Council will notify neighbours who could be affected by the proposal.

 

A site notice will be posted if any adjoining land/property cannot be identified.

 

Development affecting the setting of a Listed Building.  Yes Yes  

The Council will notify neighbours who could be affected by the proposal.

 

A site notice will always be posted.

Listed Building consent for works affecting the exterior of the building. Yes Yes  

The Council will notify neighbours who could be affected by the proposal.

 

A site notice will always be posted.

Development affecting the character of a Conservation Area. Yes Yes  

The Council will notify neighbours who could be affected by the proposal.

 

A site notice will always be posted.

Applications to vary or discharge conditions attached to a Listed Building Consent or Conservation Area Consent, or involving exterior works to a Listed Building. Yes Yes  

The Council will notify neighbours who could be affected by the proposal.

 

A site notice will be posted if any adjoining land/property cannot be identified.

 

Applications for telecommunications development. Yes Yes   Depending on the location of the equipment, the Council will notify neighbours who could be affected by the development and post site notices if relevant.
Prior Notification of Larger Homes Householder Extensions[3]     Yes*

 *The Council will notify adjoining properties only.

Prior Notification of Changes of use[4]      Yes†  †Site notice only- no neighbour notifications.
Prior Approval - Agriculture, Forestry, Telecoms, demolition of a building[5]  None A site notice will be posted. Neighbour notifications where considered relevant by officers.
Advertisement applications None The Council will post a site notice only for advertisement applications.
Applications for works to Trees Protected by a Tree Preservation Order. None

Notification will be sent to the owner of the tree(s) if they are not the applicant

Notice of works to trees in Conservation Areas. None  
Certificates of Lawfulness for Existing Use and Development None

The Council will notify neighbours who could be affected by the proposal.

A site notice will be posted if any adjoining land/property cannot be identified.

Certificate of Lawfulness for Proposed Use and Development None None

 

Notes

Householder Applications

7.4 Notification letters will not be sent to every address that adjoins the property to be extended or altered. It will depend on the nature and location of the development as to who gets a notification letter.

7.5 For example, a proposed porch at the front of the property will only generate letters to the front and side properties as these are the only properties potentially affected by the proposal. The adjoining properties to the rear will not receive a letter as they will not see the porch. Likewise, a proposal for a rear extension would not warrant letters sent to the opposite houses at the front of the road as they will not see the development to the rear of the property.

Amended plans

7.6 Where amended plans are received on a current application those individuals or bodies who have expressed an opinion may be notified of the revisions and given a further 14 days to assess and comment upon the amendments. Where a substantially different scheme is submitted with significant changes to the original application, full re-notification may be necessary depending on the circumstances of the case. Where full re-notification is considered necessary a further period for comment of up to 21 days will be given.

3. Applicable between 30 May 2013 to 30 May 2019. Schedule 2, Part 1 (Class A) of the Town and Country Planning (General Permitted Development (England) Order 2015 (as amended) [back]
4. Schedule 2, Part 3 of The Town and Country Planning (General Permitted Development) (England) Order 2015]. [back]
5. Schedule 2, Part 6, 11 and 16 of The Town and Country Planning (General Permitted Development) (England) Order 2015]. [back]