5 Community Involvement on Supplementary Planning Documents

5.1 Supplementary Planning Documents (SPD) deal with priority areas, complex technical areas and site details. They are not subject to Independent Examination and do not have Development Plan status. Supplementary Planning Documents are subject to Sustainability Appraisal (see p4.27 above) and must relate to a Development Plan Document policy. The Council proposes to prepare a number of  Supplementary Planning Documents by 2009 and these are set out in the Local Development Scheme.

5.2 There is a three-stage process for the preparation of Supplementary Planning Documents. This is;

  • Evidence Gathering;
  • Preparation of Draft Supplementary Planning Document;
  • Adoption of Document by Lancaster City Council;

General Principles

5.3 The key principles of inclusivity, openness and feeding back apply to Supplementary Planning Documents.

The approach to Community Involvement will remain one of maximum inclusion although there is little value in engaging groups whose interests lie outside both the geographical scope and the subject scope of the Document Consultation measures will be relevant, proportionate and efficient.

Consultees

5.4 The Council will consult those bodies which can reasonably be considered to have a relevant interest. On documents with an area focus, this will always include the Parish or Town Council, the District and County Ward Councillors, the relevant MPs and any relevant residents groups. When it prepares a Supplementary Planning Document, the Council will assess whether it is in general conformity with the Regional Spatial Strategy. If there are areas of doubt, the Council will seek a view from the North West Regional Assembly.

5.5 There is a need for a formal safeguard to ensure that any body which wishes to participate in the preparation of Supplementary Planning Documents is able to do so. Any body which wishes to be consulted on a Supplementary Planning Document may register in writing or by e-mail to be consulted. To maximise access to the process, all Supplementary Planning Documents will be made accessible via the Council’s website.

Performance Standard 14

LDF 9

SUPPLEMENTARY PLANNING DOCUMENTS

WHAT WE WILL DO WHY WE WILL DO IT
In preparing Supplementary Planning Documents we will consult those organisations identified in Appendix 6 which can reasonably be considered to have an interest in the site or subject to which the document relates To ensure that all key stakeholders are partners in in the planning policy preparation process;

How to Respond to a Supplementary Planning Document

Stage 1 - Information Gathering

5.6 Although there is no regulatory requirement for consultation at this stage, prior to the preparation of draft SPD whilst evidence is being gathered the Council may consult key stakeholders on the need for SPD, the objectives of proposed SPD and options for achieving them.

The Council will not put forward specific development proposals but it may publish discussion papers. Representations at this stage should be informal comments on issues, suggestions and options and may be made by letter or by e-mail. If you have comments at the Information Gathering Stage, these may be made by letter or by e-mail.

Performance Standard 15

LDF 10

SUPPLEMENTARY PLAN DOCUMENTS - EVIDENCE GATHERING STAGE

WHAT WE WILL DO WHY WE WILL DO IT
Before preparing draft SPD, we will consult those bodies listed in Appendix 6 who can reasonably be considered to have an interest; To allow all interested bodies to influence the development of Supplementary Planning Documents before proposals are developed.

Stage 2 - Consultation on Draft SPD

5.7 At the draft stage, the Council will draw on pre-draft consultation and sustainability appraisal to produce a Draft Supplementary Planning Document. Consultation processes for Supplementary Planning Documents will be broadly similar to those for Development Plan Documents. The measures adopted will be the following;

  • Supplementary Planning Documents will be made available for inspection at venues in Lancaster and/or Morecambe as appropriate;
  • Additional copies to be placed for information at any relevant public library;
  • A normal consultation period of six weeks.
  • Targeted consultation with affected residents and any other affected bodies. Meetings to be held with community and residents groups on request;
  • Copies of all documents to be provided to statutory consultees and other key stakeholders;
  • All Supplementary Planning Documents to be made available on the Council’s website;
  • Draft Supplementary Planning Documents to be subject to local advertisement;
  • Public Exhibitions to be held where necessary;
  • Notification by leaflet for major documents if necessary;

5.8 The Council may carry out more extensive consultation measures if resources permit, utilising techniques such as ‘Planning for Real’ and focus groups. The Council will consider representations made on the Draft SPD. It will then amend the document in the light of comments received and sustainability appraisal before formally adopting it.

Performance Standard 16

LDF 11

SUPPLEMENTARY PLANNING DOCUMENTS

WHAT WE WILL DO WHY WE WILL DO IT
Draft Supplementary Planning Documents will be subject to the consultation measures set out in paragraph 5.9 at both information gathering and draft stage To ensure that consultation processes are fair, consistent and transparent across the whole District

Feedback - What will happen to Representations received?

5.9 At both pre-draft and Draft Consultation stage, the Council will record all representations made on draft Supplementary Planning Documents. It will decide whether to make any changes to the document in the light of representations received.

5.10 A schedule setting out the representations made, the Council’s response to them, its justification for that response and any proposed changes to the document proposed as a result of comments made will be published for public inspection when the document is adopted.