ANNEX - GOOD EXAMPLES OF COMMUNITY ENGAGEMENT
[This annex will be placed on the Scottish Executive's planning website so it can be updated with emerging examples of effective community engagement in the planning process.]
67. The following cases illustrate good examples of community engagement that have been used by several planning authorities, private sector, voluntary and community organisations. Users of the planning system might find it helpful to learn from and build upon the following experiences and approaches in fulfilling the new inclusion measures outlined in the Planning Bill and within this PAN.
68. This Annex will be placed on the Scottish Executive website so that further examples of effective community engagement can be added as they emerge.
EXAMPLES IN THE PREPARATION OF DEVELOPMENT PLANS
Early and continuous engagement
69. Key to success in the preparation of new strategic development plans and local development plans is early engagement with communities. A number of planning authorities have developed interesting approaches to raise awareness and to ascertain the views of the wider community and to get people involved at an early stage in the process.
To promote interest in the development plan, Midlothian Council had a travelling exhibition in a community bus staffed by planning officers which toured the main communities affected by development proposals, reaching members of the community who otherwise might not have been able to attend exhibitions or public workshops. Further information at www.midlothian.gov.uk
In the preparation of the Wester Ross Local Plan in Highland Council, residents of the area were invited to participate in an innovative "Keep us in the Picture" camera scheme. Over 120 people contributed more than 600 photographs highlighting the issues local people wanted the local plan to address. The planning authority prepared an on-line and interactive version of the plan, allowing local people to find out what the Local Plan says about any location. As part of the planning authority's commitment to engaging communities, a feedback form was used to give people a chance to express views and concerns about their area. This was sent to every household in the area. Residents were also asked their opinions on local planning matters via "Opinionmeters" placed at various public locations in Highland Council. Further information at www.highland.gov.uk
In South Lanarkshire, the Local Plan team used Cognitive Mapping to help 11-18 year olds make their views known to the planning authority about the future development of their area. The process took 2-3 hours and involved young people drawing maps of where they lived, the things that were important to them such as parks and shops and things which they wanted to change. The maps were then used to develop proposals on the issues for incorporation into the development plan. Further information at www.southlanarkshire.gov.uk
In Highland Council, a dedicated newsletter Lochaber Futures was published to invite views from local people, agencies, community and voluntary groups, the private sector and landowners in considering issues and options for the Lochaber Local Plan. The newsletter has been posted to every household and business and explains the vision for the period from now until 2015/16 not only for the general Lochaber area, but for individual settlements and many sites using aerial images, photography and maps with explanatory text. A stamp addressed envelope and a 'tear off and return' section was made available for the community to make their comments known to the planning authority. Further information at www.highland.gov.uk
A range of approaches were used to help people participate in the preparation of the Clackmannanshire Development Plan - traditional and new, formal and informal with a focus on interactive and two way communication. Planning for Real events were held. Owners and neighbours were notified of key development plan site proposals. Consultation packs were prepared setting out Why, How and When the community could get involved, with information provided on the planning authority's website. Press coverage was actively sought and a general press advert was supplemented with specific adverts each week. Posters were placed in libraries and shops and thousands of leaflets were produced. Community Councils were specifically encouraged to meet with the planning authority, with feedback reports prepared. Further information at www.clacksweb.org.uk
Fife Council is intending to use telephone polling to ascertain views from a random selection of the community for the Kirkcaldy & Mid-Fife Local Plan. Further information at www.fife.gov.uk
The Community Futures programme for the Loch Lomond and Trossachs National Park assisted 24 communities (based on Community Council areas) to prepare their own local community plans. Each community in the National Park has prepared and published a plan which details the community's vision for its future, the community's current situation, the themes and issues that matter most to the community and the community priorities for action. Every community in the National Park has voluntarily participated in the project with the result that people in the Park area now have a greater interest and knowledge about the planning process with better partnership working at many levels. Further information at www.lochlomond-trossachs.org
70. As proposals within development plans can take a long time to implement on the ground it is essential to maintain community interest in the progress of the plan.
Falkirk Council has a development plan newsletter which is published every 6 months and circulated to all members of the public who the planning authority have had contact with through workshops and other engagement groups. This has news on the progress of the plan, other relevant strategies and initiatives and news on implementation. This has been important in maintaining contact with the community and interest through the plan preparation process. Further information at www.falkirk.gov.uk
E-planning and Development Planning
71. Many planning authorities have improved the capability of their electronic development management systems or e-planning. Instant round-the-clock access to on-line development plans enables people to get involved in a way and at a time convenient to them.
Moray Council used an interactive Local Plan which allowed users of the planning system to add their own annotations to the draft proposals map. The map could then be e-mailed to the planning authority along with any comments. Further information at www.moray.gov.uk
Aberdeenshire Council allowed representations to be submitted online during the preparation of the Aberdeenshire Local Plan. Comments were then automatically transferred into a database where individuals could log on and view all representations online. This system allowed efficient consultation and saved time on data entry. Further information at www.aberdeenshire.gov.uk
EXAMPLES IN DEVELOPMENT MANAGEMENT
E-planning and development management
72. In a number of places planning applications and representations on planning applications can be viewed online. Planning authorities are also starting to develop systems which allow planning applications to be submitted online, or allow members of the public to specify that they wish to receive e-mail notification of any planning applications submitted within 100 metres of their home address. Others allow online access to enforcement issues. Such systems have already received acclaim from community organisations for the greater transparency and accessibility it brings to the development management process. The Scottish Executive is working in partnership with planning authorities to further develop e-planning systems.
Dundee City Council's online interactive questionnaire 'Do I need planning permission?' has contributed to wider access and understanding of the planning application process. Further information at www.dundeecity.gov.uk
Stirling Council has developed a system that allows access by the public into the live planning casework databases. It provides a range of information including application details, applicant details, agent details and associated documents. It allows users to search for a particular planning application and includes online representation forms. Further information at www.stirling.gov.uk
Visualisation and 3D modelling in public participation.
73. Computer three dimensional (3D) visualisation CAD and GIS software can create photo-montages, animations and realistic fly-throughs of new proposals as a means of effectively engaging communities and assisting planners and Councillors to visualise and assess the visual impact of development proposals.
Edinburgh World Heritage Trust have created a CAD model of the Old Town and part of the new Town to help assess the impact of new development. Further information at www.ewht.org.uk
Pro-active community engagement and pre-application consultations
74. There are a number of examples, particularly for larger scale developments and regeneration schemes, of efforts to ensure early and ongoing collaborative working between developers, planning authorities and community representatives.
Local residents have played a very significant role in the regeneration of Oatlands, a £100 million regeneration and redevelopment project in the east end of Glasgow, and probably the largest regeneration project undertaken in Scotland. Early engagement included two full day workshops on future ideas for the area and a study visit to relevant developments in London, followed by discussion of six possible development options for the neighbourhood. This lead to the establishment of the Oatlands Steering Group - a forum chaired by the local Councillor and attended primarily by relevant Council officials, the developer Bett Homes Ltd, housing association representatives and any members of the local community (from tenants' associations, from the Oatlands Community Council, or as interested individuals) who wished to attend.
Development has commenced and the steering group continues to meet regularly and delivers newsletters on progress, approximately every 9 months since 2001, to all households in the area. In the initial stages of the preparation of the Oatlands Action Plan/Design Guide, mutual trust between the council and local people evolved through a series of regular, smaller, less formal meetings between the planning officer and community representatives. Ongoing feedback from the community, particularly their response to two local exhibitions of proposals (including a scale model), helped refine the provisions of the action plan and incorporate local preferences on such matters as house type, road alignments, community facilities and development style/architectural character. The resulting proposals were summarised in a glossy leaflet, 1,500 copies of which were printed and distributed. Subsequent submissions from development consortia were the subject of further exhibitions, both in the Oatlands Community Resource Centre and in Glasgow City Centre (The Lighthouse), when again local preferences (as well as those of Glaswegians generally) were made clear and were taken into account in the council's selection of its preferred development consortium. Further information at www.oatlandsregeneration.co.uk
Part of the planning conditions for proposals at Balnavie Quarry in Fort William required a liaison group to be formed to oversee the operations of the site. The liaison group was organised through the community council and was chaired by the company area director. Members of the group included three nominated near neighbours, one Community Council member, the local planning officer, the local area roads engineer, the company production manager and the local Councillor. Meetings are held quarterly with items included for discussion such as: an update on planning condition compliance, review of quarry developments including environmental matters, review of received complaints and actions taken, and a review of future workload. From the meetings the group has agreed various items such as a code of practice for HGV drivers, which was sent to the planning authority for approval and has now been accepted as part of the planning conditions. The liaison group is utilised as an avenue for communication between the quarry and the community whereby the community is aware of the quarry operations and developments and through this discussion trust can be built upon and a working relationship can be developed. Further information from the Scottish Quarry Products Association. www.qpa.org
75. In some areas, developers are using a variety of approaches to engage a broad cross section of the community.
Public participation in the regeneration of Clydebank has been very pro-active and has included:
- Various meetings in the Town Hall.
- A learning journey taking 50 delegates to a Gorbals housing development to learn what could be achieved.
- A second learning journey taking 60 delegates on a boat trip to view regeneration sites along the Clyde.
- Ongoing briefing sessions for various interests.
- 'Café conversations' with local people on key regeneration areas with the provision of childcare and transport.
- The distribution of short questionnaires to households to evaluate the work of Clydebank rebuilt.
- A series of design forums and workshops.
- Regular newsletters and information leaflets on development progress.
- Continual innovative approaches including a "Speed updating" session held to give local people a flavour of what development would take place in the area over the next year.
Further information at www.clydebankrebuilt.co.uk
A telecommunication development was proposed in a conservation area in the west end of Glasgow, opposite a listed Georgian crescent. The developer was made aware of considerable concern from local residents in the area. The developer went on to circulate pre-application consultation letters to give local residents more information about the proposal. The local councillor then organised a stakeholder meeting where the operator made a presentation to over 50 residents. Many residents were significantly reassured about the design, acknowledging that it would not be visually intrusive, and about the health issues associated with the new generation of mobile telephony. A planning application was approved and the site built.
Pre-Determination Hearings
76. People like to have the opportunity to present their views in person to those making the decision. There are significant differences in practice between planning authorities in Scotland in terms of allowing people to speak; who is allowed to speak; the numbers allowed to speak; and the length of time people are allowed to speak for. Further regulations and guidance on the use of pre-determination hearings will be prepared in due course.
South Ayrshire was one of the first planning authorities in Scotland to introduce a hearings process at the planning committee. All interested parties to a planning application are given a reasonable opportunity to let their views be known. Particular effort is put into distributing the committee reports and background papers around all interested parties prior to the committee. This gives those involved the opportunity to comment on the draft report and submit additional representation, or speak at the committee. Further information at www.south-ayrshire.gov.uk
Pro-active interest by the community
77. Individuals, community and voluntary groups have also worked effectively together to make their views known on individual proposals.
Although starting as a campaign against a specific proposal, the Portobello Campaign Against The Superstore is an example of a whole community uniting to defend and conserve the amenity and character of their town where a proposed development was not considered to enhance, or complement, the existing urban form. It quickly turned into a positive forum for discussion on what was needed for the future development of the town in general as well as the development site. All ages and groups of society were involved and the local residents and traders worked together in the fundraising effort to make their case against the proposal through the Public Local Inquiry. The result is a stronger community with a reinvigorated sense of identity which now wants to find a positive, community-enhancing use for the site. There is now a real desire for ordinary people to become engaged in the planning process through effective consultation with the local authority and with future developers. Further information at www.pcats.org.uk
[Planning authorities, applicants, developers and communities are invited to submit other examples of effective community engagement for potential inclusion in the final PAN expected to be published at the end of this year.]
NOTES
78. Further copies of the Draft Planning Advice Note ( PAN) can be obtained by telephoning 0131 244 7540, or writing to Scottish Executive Development Department, Planning Division, Area 2-H, Victoria Quay, Leith, Edinburgh, EH6 6QQ. A copy of this and other PANs and SPPs are available on the Scottish Executive website at www.scotland.gov.uk/planning.
79. If you would like a copy of this document, or parts of this document, in a community language or alternative format, e.g. Braille, please contact the Scottish Executive Planning Division using the contact details noted above.