Download - Spear

SPEAR
Surveying and Planning through Electronic Applications and Referrals

Agenda
1. Welcome
2. SPEAR Subdivision Update
3. SPEAR Planning Update
4. Street Addressing Updates
- Rob Morrison, Information Services Division
- Rafe Benli, Office of Geographic Names
5. SPEAR IT
- PE List
- Release 3.4 – Content
- Release 3.5/3.6 – Proposed
6. Morning Tea

Agenda: Group Session
Applicants, Councils and Referral Authorities
7. Group Session – Topics
- Changes to Planning and Environment Act and impact on planning permit process
(by Paula O’Byrne, Planning and Building Systems, DTPLI)
- Changes to Referral Process (Planning and Environment Act)
- Lapsing Applications
- Endorsing Plans
- Renaming Secondary Consents
- Planning Report
- Application ‘On Hold’
- Guest Access
- Subdivision Changes Regarding Telecommunication Services
- Form 1
- A-SPEC discussion
- Owners Corporation Data (in XLS)
- SPEAR Payments
- SMES Upgrade

Agenda: Group Session
Applicants, Councils and Referral Authorities
8. Training/Service Desk Update
- Compatibility View
- Password Storage in SPEAR
- Conditions for SOC
- System Errors
- Paper Correspondence
9. User Issues
10. Light Lunch

SPEAR Subdivision Update

SPEAR Subdivision Update
SPEAR Subdivision Sign-up Progress
• 77 councils signed up (with 75 operational)
and the other 2 expressing interest
– 10 Certification Only Councils
– 12 SPEAR Payments Councils
• 145 surveying firms (with 299 licensed surveyors)
• 53 Referral Authorities
• Nearly 3,300 SPEAR Subdivision users

SPEAR SUBDIVISION - MUNICIPALITY STATUS
MILDURA *
SWAN HILL
HINDMARSH
YARRIAMBIACK
BULOKE
GANNAWARRA
MOIRA
WANGARATTA
WODONGA
WEST
WIMMERA
GLENELG
LODDON CAMPASPE * GREATER
INDIGO
SHEPPARTON BENALLA
CENTRAL
$
GOLDFIELDS
NORTHERN
GREATER
HORSHAM
GRAMPIANS
BENDIGO
STRATHBOGIE
ALPINE
$
MOUNT
PYRENEES ALEXANDER * MITCHELL
$
MANSFIELD
HEPBURN
MACEDON
RANGES
MURRINDINDI *
SOUTHERN
ARARAT BALLARAT
MOORABOOL
GRAMPIANS
YARRA RANGES *
GOLDEN
WELLINGTON
$
PLAINS
BAW BAW *
CARDINIA*
MOYNE
$
CORANGAMITE SURF
LATROBE
COAST
COLAC
$
SOUTH
OTWAY
GIPPSLAND
WARRNAMBOOL
$
GREATER
GEELONG
MORNINGTON
PENINSULA
BASS
COAST
*
TOWONG
EAST GIPPSLAND *
SPEAR Subdivision Status
Active - 75
Signed Up - 2
Proposed - 2
Certification Only - 10
$ Online Payments - 12
Last Updated: 24/7/2013

HUME
WHITTLESEA
NILLUMBIK
MELTON
BRIMBANK
$
MOONEE
VALLEY
MARIBYRNONG
MORELAND
DAREBIN
BANYULE
$
MANNINGHAM
$
BOROONDARA
MAROONDAH
YARRA RANGES *
HOBSONS BAY
STONNINGTON
$
WHITEHORSE
WYNDHAM
MELBOURNE
DOCKLANDS
GLEN EIRA
MONASH *
KNOX
PORT PHILLIP
YARRA
GREATER GEELONG
BAYSIDE
KINGSTON
GREATER
DANDENONG
FRANKSTON
CASEY
CARDINIA*
$ $
QUEENSCLIFFE *
MORNINGTON
PENINSULA
FRENCH ISLAND
Active
Signed Up
Proposed
Certification Only
*
$ Online Payments

SPEAR A2A
• SPEAR conducted an inaugural SPEAR A2A UGM
on 2 July
• Attendees were Melbourne Water, VicRoads,
Yarra Valley Water, City West Water,
Casey City Council, Melbourne City Council and
Open Office - CFA was an apology
• SPEAR A2A web services were explained
• Updates from organisations were presented

SPEAR A2A
• Testing requirements and timelines were
discussed
• The documentation available for SPEAR Web
Services was identified
• Planned and suggested SPEAR Potential
Enhancements for the existing services
were discussed
• The SPEAR Adaptor was discussed – it is not
being supported and has now failed

SPEAR A2A
• There will be a SPEAR A2A UGM before each
SPEAR Release
• Subsequently, Casey, Melbourne and Banyule
met with SPEAR to consider how SPEAR A2A can
be rolled out further to Tech One councils and
then to Infor and Civica councils, initially
• Planning to conduct (three) meetings of groups
of councils who use the same software provider

SPEAR A2A
• Will discuss A2A business requirements and how
to commission software upgrades as a group
• Also need to deal with funding and ongoing
support for each group
• More details at the next UGM

SPEAR Enhancement Program
• SPEAR is running a series of workshops with
interested councils with the aims of:
- Optimising councils interactions with, and
knowledge of, SPEAR, and
- Improving SPEAR’s training program
• Initially, starting with councils
• Applicants and Referral Authorities will follow
in 2014

SPEAR Enhancement Program
• First workshops with Melbourne, Banyule,
Mitchell and Kingston with cross sections of
council SPEAR users
• Commenced with a review of the activities
council currently undertakes with SPEAR
• Issues regarding the councils systems and
SPEAR were discussed as well as possible IT
enhancements to SPEAR

SPEAR Enhancement Program
• A report of the outcomes of the workshop has
been prepared for each council indicating possible
future actions and suggested refresher training
• The workshops will continue to roll out with the
volunteer councils over the coming months
• At the end of this period, an assessment of the
benefits of the program will be done to determine
if the program will be continued

Australia Post / Australian and
Victorian Electoral Commissions
• It was initially proposed that SPEAR would send street address
allocations data to Australia Post, AEC, VEC and others
• Discussions held with these parties concluded that they will
need to obtain address data via their existing arrangements
with PSMA rather than from SPEAR
• AEC (tbc) and VEC now do not require addresses from councils
• Councils that have arrangements for the provision of street
addresses to Australia Post should enquire as to whether this
arrangement is still required or can be terminated
• They will still need to be able to follow-up with councils
with checks and clarifications in the future

User Experience Review
• SPEAR has commissioned a consultant to review the system to
enhance the user interfaces
• The aim is to make the system more consistent, intuitive and
improve functional interactions
• A preliminary report has identified a number of potential
improvements, the main ones being:
1. Placement of SPEAR “Buttons”, e.g. “Next>”, “Cancel” and “

Gatekeeper 2 and
Digital Signing Certificates
• Symantec is streamlining its processes for the issue and
renewal of digital certificates
• This includes the replacement of the existing Gatekeeper 1
digital certificate with a new Gatekeeper 2 (GK2) one, with
more security features to comply with Commonwealth
requirements - Symantec is in the final stages of accreditation,
which is expected later this year
• SPEAR has the ability to determine when it will migrate to the
new certificates and is proposing to do this early 2014
• Then, all certificates issued / renewed will be GK2 ones
• From Release 3.4, SPEAR will accept either
certificate type for digital signing

ePlan
Where are we at?

What Can Be Lodged Using ePlan?
• Most Subdivision Act application types currently
supported by SPEAR can be lodged as ePlans
– Section 22, 23, 24A, 32, 32a, 35, 35(8) (See SPEAR User Guide 1)
– Must be connected to MGA94 bearing datum - this also applies to
non-survey and partial survey plans
– Boundaries can be defined by buildings (footprint only)
• Except for Boundary Plans and Section 37 Staged Plans
– Stage 1 plans may still be submitted, however subsequent stages
are not yet compatible with LV examination process for compilation
• 3D building plans are not yet supported

Implementation Progress
Stage 1
– Commissioned in September
2011
– ePlan as supporting document
(like AFR)
– Testing SPEAR and surveying
software
– Pilot program with surveyors
Stage 2 On-going
– In production since May 2013
– ePlan as the Plan of Subdivision
/ Consolidation
– Plan PDF derived from the ePlan
(via Visualisation)
– Further development of the
validation and data delivery
services

Implementation Update
• Surveying Industry
– Pilot Program: 12 firms participated & produced 10 trial ePlans
– Production: 4 ePlans as Plans of Subdivision in SPEAR
• 1 has been registered
– Group workshop Individual consultation Support in execution
• Software Vendors
– Geocomp Consulting / ePlan Services (ePSALON) : Beta
– LISTECH (LISCAD) : In production
– 12D, Autodesk (Civil 3D) and Bentley (Microstation) : In planning stages

SPEAR Planning Update

SPEAR Planning Statistics

Future of SPEAR Planning
• No updates have been scheduled for SPEAR
Planning
• This will be the norm until outcomes from internal
department discussions are available
• PBH, DTPLI (formerly DPCD) is still providing
support for this service

Contact for PBH, DTPLI
(formerly DPCD)
John Phillips
Director, Planning and Building Systems
Phone: 03 9223 5344
email: john.m.phillips@dtpli.vic.gov.au

Street Addressing Updates

SPEAR Addressing
Information Session Update
Robert Morrison
Land Administration Data Management Team Leader

Presentation Overview
• SPEAR Address Processing Flowchart
• Maintenance Figures Sourced for SPEAR
• Trending of SPEAR Maintenance
• Last Months Processing
• Common / Emerging Issues
• Process Improvement Suggestions

SPEAR Processing Flowchart
Addressing to
SPEAR
Forwarded to
ISD Via NES
Weekly
Combined M1
LGA
Applications
SPEAR
Same Day
ISD
• Timeline
• Applications prior to certification
• SPEAR – same day
• ISD – 3 weeks behind NES
• Maintainer – 5 days to process +
1 week to supply to Vicmap LAT
Vicmap LAT
Maintainer
Weekly Data
Supply
Vicmap LAT

SPEAR Sourced Address
Maintenance Figures
• Trending over the last
two years (Six Month
Snapshots)
Month No. of
LGAs
Dec-11 14
Jun-12 33
Dec-12 57
Jun-13 68
No. of
CRs
89
197
561
553
No. of
Records
352
1061
2913
2992
No. of LGAs
80
60
40
20
0
Apr-13
Jun-13
Dec-11
Feb-12
Apr-12
Jun-12
Aug-12
Oct-12
Dec-12
Feb-13
600
500
400
300
200
100
0
No of CRs
Jun-13
Dec-11
Feb-12
Apr-12
Jun-12
Aug-12
Oct-12
Dec-12
Feb-13
Apr-13
3500
3000
2500
2000
1500
1000
500
0
No. of Records
Jun-13
Dec-11
Feb-12
Apr-12
Jun-12
Aug-12
Oct-12
Dec-12
Feb-13
Apr-13

Last Months Processing
• 876 CRs for July
– Approximately 35 per day
– 6517 M1 records in total
• ISB Vet results
– 58% sent for Loading
– 9% awaiting plan maint.
3799
– 33% ceased processing
• 95% in Mapbase (2042 records)
July M1 Records
58%
• 3% Duplicate records (65 records)
• 2% Incorrect/Insufficient Information
(43 records)
568
9%
2150
33%
On Hold Closed Forwarded

Last Months Processing
6517
M1 Records
Vetting Process
M1 Loading
DATE
Records
on Hold
In
Mapbase
Duplicate
records
Insufficient
Details
Erroneous
Data
LGA Loaded
Prior to
SPEAR M1
Total SPEAR
M1 Records
Loaded
July 1 - July 7 97 693 22 15
July 8 - July 14 142 528 17 11
July 15 - July 21 212 472 15 10
July 22 - July 28 75 281 9 6
July 29 - Aug 4 42 67 2 1
TOTAL 568 2043 65 43
1 31 426
2 20 897
1 40 786
8 21 759
0 20 787
12 132 3655
• Insufficient details are declined
• Erroneous data are corrected

Common & Emerging Issues
• Vicmap Links
Vicmap LAT Link
Unique Identifiers
Property Parcel Address
Standard
Parcel
Identifier
Plan
No.
Lot
No.
lot_number
plan_number
spi
address_PFI
parcel_PFI
property_PFI
PS711269 1
PS707110
PS718435
PS725110
RP006543
RES NO 1
COMM PROP1
ROAD NO 1
1
RES1
CM1
R1
RP6543

Common / Emerging Issues
• Property Details
New/Existing
Base Property
No.
base_propnum
Property Details
New/Existing
Property
No.
propnum
303.11 X
35678 X
New/Existing
Parcel
No.
crefno
• Propnum format is an
integer in SPEAR
– Some LGAs have full stop
embedded in Propnum
EG: PROP_PROPNUM 44940.005
– These councils must load
property details via NES M1
• Population of Parent
Propnum

Common / Emerging Issues
• New Road Indicator Missing
• Ingenious ways of addressing
Address - Road and Locality information
New
Road
(Y or N)
Road
Name
Road
Type
Road
Suffix
Locality
locality_name
road_suffix
road_type
road_name
new_road
Y
BUNYIP
LANE
CLYDE NORTH
REQUIRED
ROAD NAME
ROAD
YARRAWONGA

Common / Emerging Issues
• Multi Assessments
Administrative Vicmap LAT Link Property Details Address - Building Sub Unit Address - House No. Address - Road and Locality information Edit Type
New
LGA
Subdivisio
Unique
n
identifier
(Y or N)
Plan
No.
Lot
No.
New/Existing
Property
No.
Building
Sub Unit
Type
Building
Sub Unit
Prefix
1st
Building
Sub Unit
No.
1
Building
Sub Unit
Suffix
1st
House
No.
Prefix
1st
House
No.
1
House No.
Suffix
1st
New
Road
(Y or N)
Road
Name
Road
Type
Roa
d
Suff
ix
Locality
Edit Code
B / C / E / P / S / Z
A / R
edit_code
locality_name
road_suffix
road_type
road_name
new_road
house_suffix_1
house_number_1
house_prefix_1
blg_unit_suffix_1
blg_unit_id_1
blg_unit_prefix_1
blg_unit_type
propnum
lot_number
plan_number
new_sub
lga_code
311
PS707710
2 1
31
HIGH
ROAD
NHILL
S
311
PS707710
2
2
31
HIGH
ROAD
NHILL
S
311
PS707710
2
3
31
HIGH
ROAD
NHILL
S
• Edit Code for Multi Assessments is ‘A’
• Won’t be loaded

Common & Emerging Issues
• Address Location
Distance
Related
(Y or N)
distance_related_flag
Primary
Property
Access
Point
(Y or N)
is_primary
Address - Location
Easting
easting
Property Access Point Details
Co-ordinates
Northing
northing
Datum/
Projection
datum/proj
O/S
Property
(Y or N)
Y Y XXXXX XXXXX MGA94 N
Y
outside_property
• Coordinates
falling outside
property polygon
• Primary Access
Indicator
– Load scripts looking
for all five to be filled
in

Potential Process Improvements
• Local Government
– Population of forms with M1 Loading Rules in mind
– Improve internal processes to eradicate duplication
• SPEAR
– Combined Weekly M1
– Ability to cater for Multi Assessments
• Information Services Division
– Improve processing efficiencies
– Rely more on automatic validation
processes
– Agree on the best method for issue
resolution

Questions?

SPEAR User Group
Meeting 2013
Office of Geographic Names
Presented by Rafe Benli

Office of Geographic Names
Overview
• Who are we?
• What does the Office do?
45

Audits - Results
As of 31 May 2012 1 July 2013
Number of councils on SPEAR 64 councils 75 councils
Councils audited to date 22 councils 45 councils
Number of plans of subdivisions 39 plans 93 plans
audited to date
Non-conforming plans 14 plans 23 plans
Conforming plans 25 plans 70 plans
Percentage of compliant plans 64% 75%
46

Logical addressing
• How can you help?
• Who can help you?
• Guidelines for Geographic Names 2010 Version 2
• AS/NZS4819:2011 Rural and urban addressing
• Councils
• Office of Geographic Names
• Vicmap
• Why is this so important?
47

ANZAC Commemorative Naming Project
www.dse.vic.gov.au/namingplaces> ANZAC Commemorative Naming Project

Questions
Further information
Guidelines:
www.dse.vic.gov.au/namingguidelines
VICNAMES:
www.dse.vic.gov.au/vicnames
Office of Geographic Names:
www.dse.vic.gov.au/namingplaces
Contact details:
Office of Geographic Names: geo.names@dtpli.vic.gov.au
Vicmap Addressing: vicmap.address@dse.vic.gov.au
49

SPEAR IT

PE List
• Discussion on priorities
• Issues raised by users

Release 3.4 Content -
Wizard Improvements
The subdivision application wizard has been
redesigned to improve user experience and
reliability
• All subdivision applications are now
created in the subdivision wizard
• “Joint Application” types are permissible
for Section 35 and Section 37 plans

Release 3.4 Content -
Wizard Improvements
• Applicant Contact and/or the Responsible
Authority are able to select a ‘primary
parcel’ for identification of the application
• The Applicant Contact will be required to
indicate the number of unlimited and
limited Owners Corporations being created

Release 3.4 Content -
Supplementary Abstract of Field Records
Supplementary Abstract of Field Records
(SAFR) can be lodged with Land Victoria via
SPEAR. Applicant Contact will need to:
– indicate whether a SAFR is required
– provide an estimated date for completion of
works (modifiable)
Land Victoria is notified when the SAFR is
attached. If necessary, the SPEAR
requisition process will apply

Release 3.4 Content -
Owners Corporation Declaration
An Owners Corporation declaration is now
required for all s.32 applications
If applicable, the Applicant Contact must
upload the Unanimous Resolution of Owners
Corporation Members or a VCAT Order under
section 34D of the Subdivision Act 1988

Release 3.4 Content -
Public Open Space
If, at Certification, a requirement for Public
Open Space had not been satisfied, the
Responsible Authority must revisit the Public
Open Space requirement prior to issuing
Statement of Compliance
Statement of Compliance cannot be issued
where the Public Open Space requirement
has not been satisfied

Release 3.4 Content -
Re-referrals
SPEAR will display a warning message if a
re-referral results in the closure of an
existing referral
Responsible Authority users can acknowledge
the warning and continue, or change the
re-referral request to avoid the unwanted
closure of one or more referrals

Release 3.4 Content -
Street Addressing
A Street Addressing column on the
Application List will indicate to Responsible
Authority users whether the street address
allocations have been completed for each
application

Release 3.4 Content -
Refused Planning Permits
If the Planning Permit in a joint application
has been refused, the Responsible Authority
can continue to process or refuse the
Certification component of the application

Release 3.4 Content -
Referral Authority Refused Consent
Where a Referral Authority has objected to,
or refused consent, for a s.55 or s.8 referral,
the outcome will be displayed in red text on
the Details screen
• Responsible Authority users receive a
warning when making a Planning Permit or
Certification decision if one or more
Referral Authorities have objected or
refused consent

Release 3.4 Content –
Linked Applications
When viewing an application that has been
linked with another (i.e., Certification that
references an earlier SPEAR permit), the
summary screen now contains links to allow
navigation between applications
The status of the SPEAR planning permit is
displayed to the Responsible Authority when
making the certification decision

Release 3.4 Content -
Planning Permit and Associated Documents
The Planning Permit and any endorsed
documents will now be displayed on the
Summary screen as a group

Release 3.5 - General
• Overhaul of the application list
– performance improvement
– usability improvement
• Improve the assessment of proposed
changes (to the application) workflow
• Re-label the application document
– "Plan of Subdivision" or "Plan of Consolidation"
• Improve the usability of existing reports
• Reflect the status of ‘Withdrawn at LV’

Release 3.5 - Applicant
• Selection of application parcels using a
map user interface
– View existing application parcels via a map GUI
• Attach Supplementary Abstract of Field
Records (SAFR) as an ePlan
• ‘Owners Corporation Entitlements’ can be
attached as a spreadsheet

Release 3.5 –
Responsible Authority
• ‘Payment Details’ document to be
formatted as a tax invoice
• Capture the planning permit issue and
expiry dates
• Planning and Environment Act
Amendments
– Enhance referral request information
– Differentiate between ‘determining’ and ‘recommending’
referral authorities

Release 3.5 –
Responsible Authority
• Enhance council reference number labels
• Always include a mandatory action to
respond to an RFI from a Referral Authority
• Allow the withdrawal of an RFI
• Allow internal referrals to comment on
Permit, Cert and SOC

Release 3.5 - Other
• Display the compiled plan sheets on the
LV lodgment screen
• ePlan validation and schema changes
• Include an action to ‘Recommend Title
Plan for Certification’
• Allow OSGV examiners to add ‘condition
sheets’ to TPs
• Notify LV when the status is ‘Lodged at LV’

Release 3.6/4.0
• Provide the ability for a lodging party to
lodge an application in SPEAR
– Ability to complete the application lodging document
online
– Ability to pay the lodging fee
– Ability to add additional lodging documents
– Ability for the Plan Acceptance Officer to accept and
lodge the application from SPEAR into VOTS
• Enable surveyors to lodge Boundary Plan
applications and pay the fee in SPEAR

Release 3.6/4.0
• Free-text option when creating an
Other Document Type
• Reporting improvements
• Usability improvements
• Form 1 improvements
• VicSmart planning permit process
improvements
• Enable supply of A-SPEC information in
SPEAR (tbc)

Morning Tea

Discussions – Group Session
Applicants, Councils and Referral Authorities

Planning and Environment
Amendment (General) Act
2013 and regulations
VicSmart permit process
How they affect the permit process

Planning and Environment Amendment
(General) Act 2013
Referral authorities
• Two types of referral authority:
- determining referral authority
- recommending referral authority
• A referral authority has specific duties
• Referral authorities must keep a register
• Referral authorities must act promptly
• Referral authority liable to pay compensation where permit cancelled because of an
act or omission of the referral authority
• Certain information must be exchanged
73

Two types of referral authority
Determining referral authority
• Same powers as existing referral authority
- Authority objects ≈ application must be refused
- Authority requires permit conditions ≈ must be included on permit
Recommending referral authority
• Can object, not object or specify conditions
• Responsible authority makes the final decision
• Authority can appeal decision of responsible authority if it:
- objected to the grant of the permit
74
- recommended conditions that were not included in the permit

Two types of referral authority
66.01 Subdivision referrals
An application of the kind listed in the table below must be referred to the person or body specified as the referral authority.
The table below specifies whether the referral authority is a determining referral authority or a recommending referral
authority.
Kind of application Referral authority Type of referral authority
To subdivide land outside the
metropolitan fire district which
creates a road, where the
requirements of Clause 56.09-3
are not met.
Country Fire Authority
Determining referral authority
To subdivide land if the only
access to a lot is over Crown
land which has not been
reserved or proclaimed as a
road.
Minister administering the
Land Act 1958
Determining referral authority
75
To subdivide land crossed by a
gas transmission pipeline or a
gas transmission pipeline
easement.
The relevant gas supply
authority
Determining referral authority

Is the referral process different for each type
of referral authority?
NO - referral process is the same:
• both must be given a copy of an application without delay (unless the referral authority has
previously stated in writing that it does not object)
• both have 21 days to request more information
• both must consider every referred application
• both may object, request conditions or advise that it does not object
• both may apply to the Minister under s 56(4) for an extension of time
76

What happens if a recommending referral
authority objects or requests conditions?
Responsible authority
• may either grant a permit or refuse the application
• if a permit is granted, the responsible authority must give the recommending
referral authority notice of its decision
• permit cannot be issued until any review by VCAT has occurred
Recommending referral authority
• has 21 days to apply to VCAT for review of the decision of the responsible authority
• is a party to proceedings for review
• is entitled to notice of an application for review by the applicant
77

Duties of referral authorities
New duties are set out in section 14A
• must have regard to the objectives of planning in Victoria
• must have regard to the Minister’s directions
• must comply with the Planning and Environment Act 1987
• must have regard to the planning scheme
• must provide information and reports as required by the Minister
78

Referral authority register
Referral authority must keep a register containing the prescribed
information
Prescribed information is:
• name of the responsible authority referring the application
• permit application number
• reference number given by referral authority
• date the referral authority received the application
• address of the land affected by the application
• proposed use, development or other matter for which the application is made
• date and decision of the referral authority
79

Exchange of information
Between responsible authority and referral authority
Responsible authority must give referral authority a copy of the permit with
prescribed information.
Prescribed information is:
• permit application number
• date the responsible authority received the application
• description of why the permit is required
• list of clauses in the scheme that require the application to be referred
• copy of the applicable scheme description of the kind of application required
to be referred
80
• whether the referral authority is determining or recommending

Exchange of information
Between the referral authority and the applicant
Referral authority must give a copy of its decision and comments to the applicant
81

When does the General Act come into
operation?
Stage 1 came in on 22 July 2013
• duties of referral authority
• referral authority may be liable to pay compensation
• referral authorities must act expeditiously
Stage 2 comes in on 28 October 2013
• the two kinds of referral authority
• responsible authority to provide referral authority with certain information
• referral authority must keep a register of all applications referred to it
82

Where do I go to get more information on
the General Act and proposed Regulations?
Two guides on the DTPLI website:
• A guide to the Planning and Environment Amendment (General) Act 2013
• Guide to the proposed Planning and Environment Regulations 2013
http://www.dpcd.vic.gov.au/planning/theplanningsystem/
legislation-and-regulations
83

VicSmart permit process
A new shorter permit assessment process
decision within 10 business days
exempt from advertising
no ‘statutory’ further information request
referral approval prior to lodging
pre-set information requirements
assess against pre-set decision guidelines
decision by CEO or delegate
applicant has right of review
new VCAT process
84

When is an application VicSmart?
An application is a VicSmart application if:
the application is listed in the scheme as a VicSmart application
the application does not require a permit under another provision that is not listed
any permit will not result in a breach of a restrictive covenant
the application has obtained the relevant referral authority approval
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Classes of VicSmart application
Twelve classes of application:
minor subdivisions
fences
minor buildings and works in employment areas
removal of one tree
minor buildings and works in the Heritage Overlay
development in the Special Building Overlay
signs up to 10m 2
waiving of car parking
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Classes of subdivision application
Three classes:
subdivide to realign common boundary between 2 lots
subdivide into lots each containing an existing building or car parking space if:
- buildings/spaces have been constructed in accordance with scheme/permit
- a certificate of occupancy for building was issued in previous 5 years
subdivide into 2 lots if an approval for buildings or works on the land exists and
construction has lawfully started
Applies in residential zones, industrial zones, commercial zones,
Capital City Zone and Docklands Zone, Heritage Overlay and
Special Building Overlay
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Questions?

Changes to Referral Process
(Planning and Environment Act)
• From 28 October 2013, Responsible Authorities will
be required to provide additional details to Referral
Authorities (RAs) in accordance with the Planning
and Environment Act amendments:
– whether the RA is a determining RA or a recommending RA
for the application
– a description of why a permit is required
– a list of the clauses in a planning scheme that require the
application to be referred to that RA
– a copy of the applicable description in a planning scheme of
the kind of application required to be referred to that RA

Changes to Referral Process
(Planning and Environment Act)
• When referring in SPEAR, Responsible Authorities
must use the ‘add comment’ function to include
required information

Changes to Referral Process
(Planning and Environment Act)
• In SPEAR Release 3.5, additional fields will be
available to assist with these new requirements

Lapsing Applications
• Proposed automatic lapsing of Certification
applications once expired
• The expired application would move to the
completed list
• Any foreseeable issues?

Endorsing Plans
• Applicants can propose changes to an
Endorsed Plan by submitting a new
version for endorsement
• Should this be accompanied by an
Application to Amend a Planning Permit or
a Request for Secondary Consent?

Renaming Secondary Consents
Currently, an applicant uses ‘Request
Consent Regarding a Condition of a Permit’
• SPEAR is proposing to rename this action
‘Request Secondary Consent’
• Comment?

Planning Report
• SPEAR requires a “Planning Report” for a
building subdivision prior to submission to
council
• What is it?
• Is it needed?

Application ‘On Hold’
• Should SPEAR allow an applicant to place
an application ‘On Hold’?
– This would prevents the application moving to
certification or lodgement at LV
– Current practice is to not sign the plan and
ignore the reminders
• Comment?

Guest Access
• Should SPEAR allow Guests to use the
watch functionality in SPEAR to receive
notifications?

Subdivision Changes Regarding
Telecommunications Services
Changes to referral process (VC81, VPP)
Council no longer refers to Telstra. Instead must
have, in most instances, a permit condition for land
owner entering agreements with providers of
telecommunications services, including fibre
• Should telecommunications agreements be a
mandatory action against the Applicant Contact?

Subdivision Changes Regarding
Telecommunications Services
Additionally, the Responsible Authority cannot issue
SOC until the permit applicant has provided written
confirmation that all lots are connected/ready for
telecommunications and fibre ready facilities installed
• Should Applicant contact be required to enter this
information into SPEAR?

Form 1
• Applicant Contact currently provides a
signed Form 1 (“Owner’s Consent”)
• Propose to make the SPEAR Application
form the Form 1

Form 1
• If the Applicant Contact indicates that
he/she is also the Applicant, a separate
Form 1 is not required
• Owner’s Consent will be required as per
the Subdivision Regulations:
I/We consent to the applicant submitting this
plan to the Council for certification.
Signed
[Name and signature of Owner]

Form 1
• If the Applicant Contact is not the
Applicant, a signed Form 1 is required to
be supplied
• Comment?

A-SPEC discussion
Proposal is to allow A-SPEC documents to be
loaded in SPEAR
• How many councils want this?
• At what time in the subdivision process
are they provided and by whom?
• How many documents types are there?
• How many documents will there be and
what size are they?
• Discussion?

Owners Corporation Data
• Surveyors will be able to upload owners
corporation schedules in spreadsheet
(XLS) format to SPEAR
• The ability for LV plan examiners to
handle lot entitlement and liability
information directly from a spreadsheet
will save time and reduce manual
processing errors

SPEAR Payments
Payments in SPEAR are an optional action at either
the time of submission or later
It has been suggested that this be a mandatory
action at time of submission to council
However, advice has been received that a VCAT
decision handed down recently allowed for the
application fees be paid between 30 to 60 days
from submission of the application
• Comment?

SMES Upgrade
Next year, the SMES system will be improved to
allow submission of PM Sketch Plans
• SPEAR is proposing to remove PM Sketch Plans
from SPEAR
• Are there any reasons to keep processing PM
Sketch Plans in SPEAR?

Training / Service Desk
Update

Compatibility View
• In release 3.4, missing search boxes and
signing issues (previously fixed by
activating ‘Compatibility View’ in IE) will
be resolved
• If ‘Compatibility View’ is enabled in your
web browser, you will need to deactivate
the setting post-release

Password Storage in SPEAR
SPEAR is changing hardware providers
• SPEAR users will be prompted to update their
passwords the first time they log in after the
release date
• The release is currently scheduled for
18/10/2013

Conditions for SOC
• Many Responsible Authorities are now
using the ‘Conditions for SOC’ document
• This allows them to keep track of
outstanding Planning Permit conditions

Conditions for SOC
• Applicants can tick off these conditions as
they are met - SPEAR will notify the Council
• Referral Authorities can also use this
document if the Responsible Authority has
listed their conditions

Conditions for SOC
• The Responsible Authority must confirm
that all conditions have been satisfied
before the SOC can be issued

System Errors
• Occasionally users
may receive a system
error. If this occurs,
closing your web
browser and trying
again can resolve the
issue
• If this does not help,
contact the SPEAR
Service Desk

Paper Correspondence
• Some organisations may still be posting paper
documentation to other parties
• Users are urged to take advantage of SPEAR to
minimise time and postage costs
• SPEAR notifies interested parties when a key
document or decision is added
• Parties to a SPEAR application should not send or
receive a paper copy of any document that has
been supplied in SPEAR

User Issues?

Lunch