You may be aware the Coronavirus (Scotland) Bill will be shortly become an Act, and has further implications for our planning service and others.
- One key change is that planning permission that would otherwise lapse in the next 6 months will be extended by 1 year to allow work to start on permissions once restrictions are lifted.
- The Bill removes the duty requiring public authorities to physically publish or publicise documents or make documents available for physical inspection (libraries, council offices, etc) where it is considered that in doing so it may give rise to a significant risk of transmission of coronavirus. It is anticipated that guidance will be issued by the Scottish Government on the implementation of this power shortly.
The Bill itself does not change statutory requirements in relation to site notices or neighbour notification so for now we are still working with the restrictions on determining relevant applications that we set out last week. This is for both general safety and to ensure that any decisions we issue are properly informed by representations and so are legally sound.
Separately, the Council’s Leadership Advisory Panel has met (in its first Skype meeting) and agreed contingency measures relating to the Planning service:
- These measures make temporary changes to the Council’s Scheme of Delegation to reduce the number of planning applications which will have to be put on hold until Council committee meetings can be held.
- Most applications are already decided by delegation, but around 200 each year are decided by the Council’s Development Management Sub-Committee. The temporary measures mean that these cases will be carefully filtered, with input from relevant councillors, so that some can be decided under delegated powers.
- This is intended to allow at least some applications to still be decided during this period, and so help the resilience of the city and its economy. Details are available in the report to the Panel (agreed with a motion).
We are also looking at ways Development Management Sub-Committee meetings might be able to take place remotely, which would reduce the need for these temporary measures to be used often.
We are still reviewing how we can adapt to the situation on a regular basis. We are doing so working with the Scottish Government and the other planning authorities in Scotland. We will continue to share this publicly by posting on this blog and using twitter, so we urge people to subscribe here for our updates to be sent directly by email as soon as they are posted.
In light of the ongoing situation regarding COVID-19, the restrictions on movement placed on the country by the Prime Minister and the First Minister are a very clear message for all of us to stay at home unless absolutely necessary. This will mean changes to our everyday work.
- The Local Review Body scheduled to take place on Wednesday 25th March has now been cancelled, and will be rescheduled for a later date as soon as practically possible. If you have any queries regarding the Local Review Body, please email email@example.com
- We will not be able to carry out the necessary publicity on applications submitted as required by the Town and Country Planning (Scotland) Act 1997. At this time we have suspended site notices, neighbour notifications and the weekly list will only include those applications which do not require publicity nor neighbour notification. This will be reviewed in three weeks time. This will affect the determining of applications.
- Where site visits cannot be carried out we may still be able to process applications using photographs sent to us where appropriate. These will be requested by our officers where required.
- Applications where the neighbour notification period has ended before 20th March can still be determined. Where the neighbour notification period ends after 20 March, we will not be able to determine your application until such time as we can return to our work in person. All agents should be notified as appropriate. This applies to all new planning, listed building consent or conservation area consent applications.
- On this basis, and in light of these challenging times, any applications now submitted will be worked on as much as resources and procedures allow. We are working with the Scottish Government to understand how we can do this as effectively as possible.
- Certificates of lawfulness, advertisement consent, tree preservation orders and trees in conservation area applications do not require publication and can still be determined as usual.
- We are still not currently able to process paper applications or accept application payments by phone. Applications must be made through the ePlanning service.
We will continue to review our position and keep you up to date as our service adapts.
Staff in the Planning and Building Standards service are currently working from the office and home as appropriate and will continue to progress applications, warrants and enforcement cases. However, working practices will need to be adapted due to the current COVID -19 situation.
There will be no attendance at events and only essential external and internal meetings are taking place. Site visits are under review, and the reliance on other businesses to publish adverts and deliver neighbour notifications could impact on the service. We are working to find solutions should this become an issue.
We also expect our capacity to be impacted due to staff shortages so please bear with us. The teams will be doing their best to keep applications and warrants moving under the circumstances. To assist in this, we have made the following changes:
Further information is available here. We will keep these and other changes under review, and keep you up to date as our service adapts.
In terms of official Council committee business, the recess period will begin from Friday 20 March and will last until 27 April. All committees are suspended during this period. The Local Review Body meeting scheduled for 25 March will take place, but members of the public are encouraged not to attend to minimise the risk of spreading the virus. We are currently exploring alternative ways of working to maintain as much of the service as possible.
The response to the current situation is evolving rapidly and we will endeavour to update information as the situation changes, whilst ensuring the welfare of staff and trying to maintain business continuity for our customers. You can see how you can help the Council to protect the city’s most vulnerable citizens and how we are aiming to provide core services here.
UPDATE 19 March 2020 – In addition to the above, we have taken the decision to suspend our Pre-Application Service to allow us to concentrate our efforts on processing and determining current applications and enforcement cases. We apologise for the inconvenience this may cause, but with a depleted staff and a focus on ensuring front line services are maintained, this has been a necessity.
You may have already noticed that the planning and building standards portal is now back online.
The upgrade has resulted in a number of improvements for us in-house in how we handle planning and building warrant applications. The upgrade has also resulted in a number of improvements to the public portal, including:
- Documents can be bulk downloaded
- Draft comments will be retained after a time out
- Comments can be spellchecked
- Social media integration means you can easily share comments and applications via email or Twitter
- Email addresses are checked to ensure they are valid before registering for the portal
- Uncommon email domains are now supported – for example, .house
- You will be able to track notifications of map searches
- New links to ePlanning and eBuildingStandards are included for the submission of applications
In terms of how customers submit planning and building warrants, improvements include:
- A ‘Client to Pay’ option for ePlanning and eBuildingstandards means agents can submit the application form without payment, and their client will receive an email with the eDevelopment reference number and telephone details for them to make the payment
- For Building Standards, drawing numbers, revision numbers and document descriptions will be uploaded into our system as input by the agent/customer
Planning applications effected by the downtime will have additional time added to allow for public comments. For users who wish to check the expiry date for public comments on an application, this can be viewed in the “Important Dates” tab.
Whilst much of the upgrade was about providing greater stability in our systems and improving how we manage planning and building standards applications, we hope that you find the ‘user experience’ has been greatly improved in the process.
As a follow up to our previous blog post, we can confirm that the Planning and Building Standards systems upgrade will commence on Thursday 1 November with completion expected on Wednesday 7 November.
As a reminder, the upgrade will impact on the delivery of the service and the planning and building standards portal will be unavailable during this time. The weekly list of planning applications will not be issued and you will be unable to view and comment on applications.
The Development Management Sub Committee scheduled for 7 November has been cancelled. All outstanding items of business will be dealt with at subsequent meetings. The Local Review Body meeting will continue as planned on 14 November.
When the systems are back online, the weekly list of planning applications will include newly submitted applications and decisions. Decisions will not be issued during the period of downtime.
Additional time will be given to comment on applications affected by the downtime.
The internal systems we use to manage applications will also be unavailable which means staff will have no access to planning and building standards records.
The upgrade will have no effect on the national eDevelopment Portal and planning and building warrant applications can continue to be submitted in this way. However, we would ask you not to submit new applications during the downtime as they will not be registered which could create a backlog that leads to delays in processing.
You can keep up to date by following us on Twitter @planningedin or subscribing to the Blog.