Community planning services in Glenelg Shire Council : 1998-2005 ...

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26 Did the council comply with key legislative, planning scheme and other requirements? 3.2 Appraisal of applications The initial application appraisal determines whether a permit is required and, if so, whether the council has sufficient information to assess the application. This process involves assessing whether: the application form has been properly completed all relevant information required by the planning scheme has been received, including sufficient information to enable the community to understand the proposal and assess its impacts the appropriate fee has been paid any other matters exist which may affect the granting of the permit (for example, land being subject to a restrictive covenant). We found: Little or no evidence of an initial appraisal on file. This meant that we could not tell if discussions were held with prospective applicants about their application and the information required, before an application was submitted. Nor could we assess if there was an initial appraisal of the application. An insufficient level of information provided with applications. The information provided was generally insufficient for the council to adequately consider the proposal. For example: not all application forms were complete information was not always provided on the potential environmental, social and economic impacts of the proposal information was not always provided on whether the proposal complied with relevant state planning policies, the Municipal Strategic Statement and other relevant local planning policies plans were often roughly drawn, without appropriate and adequate details. Some planning applications were initially accepted without the prescribed fee. Very few requests for additional information. Requests for additional information were rare. When such a request was made, it was usually limited to planning staff asking the applicant for a copy of the land title certificate to which the application related. No apparent reference to the Glenelg planning scheme. This would enable the person assessing the application to gain an understanding of the particular planning requirements, or to guide any request for additional information.
Did the council comply with key legislative, planning scheme and other requirements? 27 No pre-lodgement certification process. This process involves the applicant engaging an independent planning specialist to provide advice and guidance that the planning permit application is consistent with the objectives of the council’s planning scheme, and all necessary and relevant information to support the application has been provided to the council. The specialist then certifies to the council that the application is of an adequate standard. This assurance would enable the council to process applications more quickly. In July 2004, the council implemented a planning application checklist to guide the preparation of applications. 3.2.1 Conclusion In many respects, the initial appraisal is critical to the entire assessment process. This is when the information required for an informed planning decision is identified and collected. The deficiencies we identified in this process have resulted in the planning files containing insufficient information to allow sound planning decisions. The introduction of a planning checklist by council should ensure all supporting information is provided with the planning application. Better management of the application’s initial appraisal, and use of a pre-lodgement certification process would also have helped to reduce the time taken to process planning applications, without compromising the integrity of the overall planning permit process. Should the council introduce a pre-lodgement certification process, it is imperative that it ensures that the individuals providing the certification are professionally competent and adequately qualified. If this is not done, the standard of applications submitted may again fall below that required, and impact on planning decisions. Recommendation 1. That the council: periodically review its planning files to ensure that the check list is properly completed and adequately supported consider establishing a pre-lodgement certification process.
Page 1 and 2: PP No. 162, Session 2003-05 V I C T
Page 3 and 4: The Hon. Monica Gould MP The Hon. J
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Page 7 and 8: 1. Executive summary 1
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Page 17 and 18: 2.1 Victoria’s planning system Vi
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Page 21 and 22: 2.2.1 Council’s planning services
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Appendix A. Performance improvement
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Appendix B. Contract for town plann
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FIGURE C1: AUDIT CASE STUDIES INDEX
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