STATEMENT of COMMUNITY INVOLVEMENT Adopted 1St

STATEMENT OF COMMUNITY INVOLVEMENT

Adopted 1st December 2006

PUBLIC NOTICE PLANNING AND COMPULSORY PURCHASE ACT 2004 The Town and Country Planning (Local Development) (England) Regulations 2004 Regulation 24(4) and Regulation 36

Statement of Community Involvement (SCI) Adoption Statement

In accordance with the above Regulations notice is given that Wokingham District Council adopted its Statement of Community Involvement (SCI) on 1st December 2006.

The SCI sets out how the community will be involved when development proposals come forward as planning applications and when Local Development Documents (LDDs) that comprise its Local Development Framework are in preparation. These LDDs include the Core Strategy and the Site Allocations Development Plan Document, which are already in preparation, future Development Plan Documents (DPDs) and Supplementary Planning Documents (SPDs). The preparation of all LDDs and consultation on planning applications will from 1st December 2006 have to comply with the adopted SCI. The SCI is now a material consideration in the assessment and determination of planning applications in Wokingham District.

The following documents are available for inspection at the Council's Shute End Offices, Wokingham during normal office hours Monday to Friday 8.30am to 5.00pm: the binding recommendations of the independent Planning Inspector appointed by the Government to examine the ‘soundness’ of the submitted SCI; copies of the adopted SCI and a copy of this adoption statement. Copies are also available to view at public libraries throughout the District and at Crowthorne library. The documents are also available on the Council's website at www.wokingham.gov.uk/sci-adopted Persons who asked to be notified of the receipt of the Inspectors Report have been informed and adoption statements have been sent to those persons who asked to be notified of the adoption of the SCI. This adoption statement has been placed as an advertisement in the Wokingham Times and the Reading Chronicle.

Any person aggrieved by the SCI may apply to the High Court under Section 113 of the Planning and Compulsory Purchase Act 2004. Any challenge to the validity of the SCI must be on the grounds that the document is not within the appropriate power or, a procedural requirement has not been complied with. An application under Section 113 must be made within six weeks of the date of adoption i.e. by 12th January 2007.

Any person aggrieved by the SCI may apply to the High Court for permission to apply for a judicial review of the decision to adopt the statement. Any such application must be made promptly and in any event not later than 3 months from 1st December 2006.

For further information please contact the Council as follows: Development Plans Team, PO Box 157, Strategy and Partnerships, Wokingham District Council, Shute End, Wokingham, RG40 1WR; by telephone on 0118 974 6478; by email to [email protected]; or view the Council’s website at www.wokingham.gov.uk/planning

Keith Burns Corporate Head of Strategy and Partnerships Wokingham District Council, Shute End, Wokingham RG40 1BN

CONTENTS PREFACE: STATEMENT OF ADOPTION INTRODUCTION 3

PART I THE VISION FOR COMMUNITY INVOLVEMENT 5 The Vision proposed 5 Principles 5 The Strategic Approach 5

METHODS OF COMMUNITY INVOLVEMENT 6 Methods 6

PART II 8 Consultation on the Local Development Framework 8 What the section covers 8 A New Planning System 8 Documents that the Council proposes to produce 10 Who the Council involves 11 Joint Working 11 The Production Process 12 Development Plan Documents 12 Statement of Community Involvement 13 Supplementary Planning Documents 13 Managing and Reporting Progress 13 The Political Process 13 The Project Team 13 Level of Consultation proposed 13 Development Plan Documents and the Statement of Community 13 Involvement Supplementary Planning Documents 14 Details of Consultation for all documents 14 Linking results of Community Involvement to the Content of Documents 14 If Consensus is not achieved 15 Resources for Commitments in the SCI 15 Linkages with Other Strategies and Plans 16 When Consultation will take place 16 Review Mechanisms for the SCI 16

PART III Consultation on Planning Applications 18 What the section covers 18 Introduction 18 Commitments in the Development Control and Enforcement Customer Charter 19 Regulations 19 Notification of a Planning Application 19 Table 1: Consultation on Planning Applications 20 Role of the Case Officer 21 Making Comments on a Planning Application 21 Notification of a Decision 21 Asking for Information/advice: 21 A Duty Planning Officer 21 Pre-application advice 22

Role of Members 22 Decision Making: 23 Who makes the decision 23 The Development Control Committee 23 What will be considered when decisions are made 23 What more the Council proposes to do for applications of wider significance 24 The Use of Tiers to show how much community involvement to expect 24 Tier 1 Applications 24 Tier 2 Applications 25 Tier 3 Applications 26 Tier 4 Applications 26 How the tiers were chosen 26 Table 2: Community Involvement suggested for the Council and 27 developers for Planning Applications Appendix 1 Building on Success - The Wokingham Community Strategy 29 Appendix 2 Potential Methods of Community Involvement 32 Appendix 3 Consultation proposed for types of Local Development 41 Document Appendix 4 Statutory Consultees (Specific Consultation Bodies) for Local 51 Development Documents Appendix 5 Other Consultees Used by the Council during preparation of the 53 Local Development Framework Appendix 6 The Local Development Framework Group (Project Board) 61 Appendix 7 Tests of Soundness 63 Appendix 8 Delivery Targets from the Development Control and 65 Enforcement Customer Charter for Planning Applications Appendix 9 The Area 66 Characteristics of the area 66 Communities of place and interest 67 Existing Consultation 67 Issues raised in early consultation 69 Appendix 10 Strengths and Weaknesses of the level of consultation 73 proposed for Development Plan Documents Appendix 11 Glossary 74

1.0 INTRODUCTION

1.1 All Local Planning Authorities, of which Wokingham District Council is one, are required to produce a Statement of Community Involvement under the Planning and Compulsory Purchase Act 2004. This is that document.

1.2 The new Act introduces significant changes to the plan making system at all levels. At the local level there will be a new type of plan called a Local Development Framework (LDF). It will be made up of a series of documents called Local Development Documents (LDDs).

1.3 The aim of the new Act is to introduce a simpler and more flexible plan making system at regional and local level. The new Act should provide for a greater level of public participation and community involvement.

1.4 This Statement of Community Involvement (SCI) sets out the Council's strategy for involving the community:

• in the preparation, development and review of Local Development Documents and • on significant planning applications at both pre, current and post application stages.

1.5 The Town and Country Planning (Local Development) (England) Regulations 2004 set minimum standards for public involvement. The SCI shows how the Council will meet these legal requirements and in what ways it will exceed them.

1.6 The aim of the Statement of Community Involvement is to ensure that consultation and publicity is effective in helping people who live, work and visit the area to shape its future. The process must be clear and open, link with other community initiatives and take account of the views of local people and interests. The Council is seeking to ensure that the process is as broad based as possible, continuous and appropriate to the impact and scale of the planning proposals involved.

1.7 An objective will be to ensure that all sections of the community, including local groups and organisations are actively and positively engaged throughout the following:

A) the preparation of Local Development Documents (LDDs). These include: • Development Plan Documents (DPDs) - the core strategy, site allocations, proposals map, and any other documents that include a site allocation policy • Supplementary Planning Documents (SPDs) that explain how policies will be implemented. This includes development briefs • Any Area Action Plans proposed • Policies to aid decision making on the control of development

B) the issues around large scale and controversial planning applications

1.8 The SCI sets out who will be involved, at what stage this will be, and the methods to be used. It indicates the key stages in the plan preparation process and the types of application where the views of the community will be sought. It sets out the process for reporting back to communities. It will help the community as a whole to understand what level of input and feedback they can expect to have when Local Development Documents are produced and planning applications submitted. It represents a realistic assessment of the level of work the Council can undertake with existing resources. It aims to build on existing mechanisms for community consultation with external bodies and representative groups, where these have proved to be effective.

1.9 The Council has been careful to ensure that this SCI and the Local Development Framework does not discriminate against those with disabilities by providing a lower standard of service for them. It also complies with its general duty to promote race equality through the Race Relations (Amendment) Act 2000.

1.10 The SCI identifies groups to be involved and what methods will be used to interest those who are not easy to reach by conventional means.

1.11 Initially the SCI will be in force for a period of 3 years and will be reviewed as appropriate in response to changing circumstances. It will be monitored annually.

1.12 Some terms used in this document may be unfamiliar. To help you the final Appendix in this document is a glossary.

1.13 Information on planning is available at the Council's Shute End Offices, or by calling 0118 974 6000. Downloadable planning advice and consultation leaflets, planning policy documents and an interactive mapping system showing planning applications and planning policy designations can be found on the Council's website www.wokingham,gov.uk/planning

PART I

THE VISION FOR COMMUNITY INVOLVEMENT

The Vision Proposed

1.15 The vision for community involvement in planning in Wokingham District is:

To work with local people and interested parties on a consistent and sustained basis to: • draw on a wide pool of knowledge and experience • to exchange information and improve understanding and • together identify, prioritise and resolve through the planning process the economic, social and environmental challenges of the Wokingham District area, while having regard to national and regional policy.

Principles

1.16 The main underpinning principles for the Statement of Community Involvement are to:

• Move from consultation with interested parties towards participation in planning • Raise awareness of the value of positive planning for the future with the aim of achieving from all parties, responses that are relevant and geared towards the delivery of quality outcomes rather than merely objection to proposals • Ensure effective information gathering and exchange designed to explore areas of common ground, that seek to build consensus on the Local Development Framework and its implementation. (In those cases where there is disagreement, legitimate conflicts of interest that cannot be resolved despite negotiation would be identified and put before the independent examiner) • Improve representation from groups that have not traditionally been involved in the planning process • Be aware and sensitive to cultural differences in the community • Use approaches appropriate to the level of understanding of individuals and groups involved and the stage in the development process • Allow people to have their say whilst ensuring that the process is not unreasonably dragged out or that it becomes an imprudent use of resources • Ensure information about what can and cannot be influenced is provided, so that expectations of those involved are realistic • Provide clear justification for courses of action undertaken • Work towards joint consultation with other service providers • Meet the Government's tests for soundness (This will require meeting legal requirements, identifying groups involved in consultation, showing links to other community strategies and how the public is involved in the process.)

The strategic approach

1.17 The general approach to consultation on the SCI and Local Development Documents is to:

• use existing mechanisms and groups for consultation where these have proved to be effective, linking participation events to prevent 'consultation fatigue' • improve outreach to under represented groups

• ensure that input from consultees commences prior to the formulation of proposals and is sustained through to implementation • achieve clear and effective internal and external communication with information presented in a simple and unbiased way. Have professionals available to answer questions where required • the development of understanding, to encourage ownership • provide as many ways for people to communicate about and respond to proposals as is reasonable, given the costs involved • provide a clear and accurate audit trail to show who, how and when formal consultation has taken place on the various documents, what the comments were, how the Council responded and what, if any, changes were made to address the issues raised. The trail would indicate where consultation meets legal requirements and when it exceeds them. Diagrams will be used to aid understanding, where appropriate • indicate how the Council proposes to provide feedback to the public as a whole on the outcome of significant Planning Applications and the development or deletion of Local Development Documents (LDDs) • be part of a planned programme outlined in the Local Development Scheme with clear objectives that ensure consultations and evidence gathering are undertaken both widely and where appropriate in depth • indicate what staff and political management resources will be available to steer and monitor the process and what additional staff, contracted and/or financial provisions will be required to carry out the process as set out in the SCI • ensure that evidence gathering includes both local groups and individuals and the development industry

1.18 The Council will ensure that it meets the legal requirements for public involvement

• in the Town and Country Planning (Local Development) (England) Regulations 2004, which sets minimum standards • in the General Development Procedures Order 1995 (as amended), which sets out standards for consultation on planning applications and appeals

1.19 This SCI sets out how this authority will meet its legal obligations and in what ways it will exceed them. Initially it will be in force for a period of 3 years and will be monitored annually.

1.20 The next section sets out the methods that can be employed to involve the community in each of the Development Plan Documents that the Council has said it will produce and when Planning Applications are proposed.

METHODS OF COMMUNITY INVOLVEMENT

1.21 This section makes brief reference to general methods of consultation and points out where additional information is found elsewhere in this document.

Methods 1.22 Treating everybody in the same way is not necessarily a neutral process. It may reproduce existing inequalities, favouring those who are articulate, read particular newspapers, regularly visit libraries or use the internet. Conscious efforts need to be made to identify methods of consultation that include all sections of the community. The various sections of our community have said that where possible they should be consulted in ways that suit their needs and lifestyles. See Appendix 9 for more

information. In general, use of a range of ways of communicating is desirable, so that the needs of diverse populations can be met. However there are costs attached to this.

1.23 In general, involvement has the following elements:

• information giving (including reporting progress) • information gathering • consultation • dialogue • information receiving

1.24 Effective communication will involve all of these and should lead to action.

1.25 The Council has started to identify methods that it hopes will engage people. The checklist in Appendix 2 sets out the types of tools and techniques that can be employed with different groups and individuals to enhance involvement.

1.26 It is possible to offer different levels of involvement to suit the requirements of different people.

1.27 In depth input is possible through workshops and focus groups, enquiry by design and ‘Planning for Real’. Issues consultation on the SCI suggests that most residents and voluntary groups do not choose to get involved in planning matters in this way. It appeals more to professionals in planning and related fields and is also appropriate for Parish and Town Councils and business.

1.28 For those who want to comment more briefly or find ‘events’ challenging, in breadth methods are more appropriate. There is evidence from the issues questionnaires that face-to-face group communication on planning matters, with the Council or developers is not generally preferred. There is however opportunity to get involved through questionnaires, notification letters and emails and response to application site notices.

1.29 Outreach forms of consultation will be needed for those who are difficult to engage. To achieve this it will be necessary to use the skills, advice and expertise of partners and forums that have day to day contact with the individuals involved. As key individuals involved can change over time it will be necessary to maintain contact with groups, post- holders and organisations to ensure continuity.

1.30 The checklist in Appendix 2 shows the strengths and weaknesses of various communication approaches that have been considered and which ones the Council proposes to use. The choices are based on what people have already said to us in SCI Issues consultation, the views of people who work regularly with specific groups e.g. Traveller Education Service and what has been said at existing consultation groups and events e.g. BME Forum.

1.31 This document clearly sets out the Council’s suggested proposals for involvement of residents and others who have an interest in the area in:

• the preparation of documents that form the Local Development Framework (Part II) • Planning Applications (Part III)

1.32 A table identifying the consultation that will be used for each type of document in the Local Development Framework and at what stage in the production process, is to be found at Appendix 3.

PART II

2.0 CONSULTATION ON THE LOCAL DEVELOPMENT FRAMEWORK

What the section on Consultation on Development Plan Documents covers

2.1 This section sets out • a new planning system • the documents that we will produce • who the Council involves when producing documents • joint working • the production process • Development Plan Documents • Statement of Community Involvement • Supplementary Planning Documents • managing and reporting progress during production • the political process • the project team • level of consultation proposed • Development Plan Documents and the SCI • Supplementary Planning Documents • details of consultation for all documents • linking results of community involvement to the contents of documents • if consensus is not achieved • resources for consultation commitments in the SCI • ensuring links with other strategies and plans • when consultation will take place • review mechanisms

A new planning system

2.2 Planning is about how we plan for and make decisions about, the future of our towns and countryside, to meet changing needs. Over the centuries a formal way of making these decisions has been set up. In general it is the responsibility of the District Council to decide whether development should go ahead. However local people are asked for their views before decisions are made.

2.3 Although change brought about through development can be seen as a threat, community benefits or safeguards can be secured through development. For example community facilities, new classrooms, affordable housing, shops, a new railway station, noise barriers and publicly accessible open space have been provided in the District as a result of development being identified for an area.

2.4 The Planning and Compulsory Purchase Act 2004 introduces significant changes to the plan-making system at all levels. The aim of the new Act is to introduce a simpler and more flexible plan-making system at regional and local level. The new Act should provide for a greater level of public participation and community involvement.

2.5 At the local level there will be a new type of plan called a Local Development Framework (LDF). It will be made up of a series of documents called Local Development Documents (LDDs). Of these documents Development Plan Documents (DPDs) will replace the

previous single local plan document. They will set out the local planning authority's policies relating to the development and use of land in their administrative area. It is also possible for local authorities to jointly prepare DPDs that cover a larger area.

2.6 The documents will contain 'spatial policies'. These are policies that involve critical thinking about space and place as a basis for intervention or action. Spatial planning goes beyond traditional land use planning to bring together and integrate policies for the development and use of land with other policies and programmes which influence the nature of places and how they function. This will include policies that impact on land use but may be delivered by other means e.g Council small business lettings policy. A diagram explaining the link between the Local development Framework and other policy documents is set out in the diagram following paragraph 2.50.

2.7 The documents that may be produced include: Core Policy Documents - setting out the long term vision and strategy to be applied in promoting and controlling development through the area for at least a twenty year period. They will contain a set of primary policies for delivering the core strategy. All other development plan documents must conform with the core strategy.

Site Specific Allocations of land - where land is to be allocated for a particular use or mixed use, it should be identified in a site allocations document covering at least a fifteen year period. Criteria based policies may be included to show how unforeseen proposals will be assessed.

Area Action Plans - which are relevant to particular areas where major change is anticipated and that require pro-active treatment to manage the change. The plans could apply to town centres, areas to be regenerated, areas where a large number of housing allocations are proposed or areas that require comprehensive enhancement and protection such as conservation areas.

Proposals Maps (with insets, if needed) - showing sites and larger areas where change is proposed or where specific policies apply and some existing designations.

In addition other Development Plan Documents may be produced at the discretion of the local planning authority, for example Development Control Policies. All Development Plan Documents must be identified in the Council's Local Development Scheme and agreed by the Secretary of State.

Local Development Orders – made by a local planning authority in order to extend permitted rights for certain forms of development. Consequently planning applications would not be required for those forms of development.

Simplified Planning Zones – these are areas in which a planning authority wishes to stimulate development and investment. A specified planning permission is given for the zone and formal planning permissions or payment of fees are not needed within that area.

Local Development Scheme (LDS) - a three year project plan for the production of local development documents. It is reviewed each year.

Sustainability Appraisal (SA) - In the preparation of DPDs and SPDs, local authorities must undertake a sustainability appraisal (SA) of all relevant plans and policies. The purpose for doing this is to fully integrate sustainability considerations in the preparation and adoption of plans.

Sustainability Appraisal incorporates the requirements of recent European Directive 2001/42/EC “on the assessment of the effects of certain plans and programmes on the

environment”, which requires a high level strategic assessment of the environmental effects of plans and their policies called Strategic Environmental Assessment (SEA).

The SEA is incorporated into the Sustainability Appraisal Report, which considers environmental, economic and social impacts and benefits from plans and their policies. The SA is itself subject to consultation procedures. It is a continuous process that informs and updates the plan.

The approach of the Council will be to produce a core scoping report and thereafter separate annexes for individual Development Plan Documents and Supplementary Planning Documents. The stages of preparation of the Sustainability Appraisal and the opportunities for consultation are set out in Appendix 3.

Annual Monitoring Review (AMR) - sets out progress made against targets and the performance of policies in the Local Development Framework. It covers the period 1st April to 31st March each year and must be submitted to the Secretary of State by the end of the following December. It covers such things as the number and type of houses completed and use of previously developed land.

Supplementary Planning Documents (SPD) - can be produced to support or amplify policies in the DPDs. They are not statutory documents but are still subject to public consultation and a sustainability appraisal.

2.8 The following diagram shows how documents relate to each other

The Local Development Framework

Local Annual D Development SCI Monitoring Core Scheme Review StrategyC E V E L Site O LOCAL Specific P DEVELOPMENT Allocations M E FRAMEWORK N Adopted T Proposals P Map L SPDs A N Area Action D Plans O C Sustainability Appraisal U KEY M Other E DPDs N Required T Optional S Project Plan

Sustainability Appraisal

Documents that the Council proposes to produce

2.9 The Council has stated in its Local Development Scheme 2005 (LDS) that it will produce the following Development Plan Documents (DPDs):

• a Core Strategy • All Site Allocations and Housing Policy DPD

• Protecting Important Environments DPD • Shopping and Employment DPD • Development Control Policies DPD • South West Wokingham Town Centre Action Area DPD • Co-ordinating proposals in the Thames Basin Heaths Protection Area DPD1 • a proposals map that will be updated on a regular basis (after adoption of a DPD) to reflect changes in allocations or policy coverage

2.10 The Council will also produce Supplementary Planning Documents (SPDs) which provide further information and explanation about the application of development plan policies and proposals.

2.11 It will produce a Sustainability Appraisal (SA) for all Development Plan Documents and Supplementary Planning Documents. Wherever possible consultation on the SA will take place at the same time as consultation on the document to which it relates.

2.12 Priority will be given to the production of the documents that the Council is required to produce under the legislation. The Council does not currently propose to use Local Development Orders or designate Simplified Planning Zones.

2.13 The first documents to be produced will be a scoping report for the Sustainability Appraisal and the Wokingham Core Strategy. The Core Strategy will set out the spatial planning strategy for the district to 2026 and identify the broad locations for development. It will also have policies covering the delivery of affordable housing, the approach to the risk of flooding, noise and pollution and the approach to securing community objectives through planning obligations.

2.14 These documents will be followed by the All Site Allocations and Housing Policies DPD. This will select from the sites submitted for development, those best able to meet the locational strategy set out in the core strategy for the period to 2026. This DPD will also have policies to guide the delivery of the housing.

Who the Council involves when producing documents

2.15 The Town and Country Planning (Local Development) (England) Regulations 2004 specify a number of organisations that the Council must consult during the preparation of Development Plan Documents and the Statement of Community Involvement if the Council thinks they will be affected. These are listed in Appendix 4.

2.16 Other groups that the Council will consult are shown in Appendix 5.

2.17 The groups and those individuals who choose to comment during consultation and ask to be informed of future opportunities to comment are listed in a database. See Appendix 5 about how to register an interest. See the section on managing and reporting progress and Appendix 6 for information on who within the Council is involved, and the section on linkages with other strategies and plans and Appendix 1 for the role of the Local Strategic Partnership.

Joint Working 2.18 Some SPDs may need to be prepared with or by other partners e.g. Parish or Town Councils for Village Design Statements. We will make our partners aware of the approach to community consultation in the SCI to ensure that consultation techniques used are consistent and that the documents are capable of being material considerations when development is proposed.

1 This may be produced as Supplementary Planning Guidance

2.19 Planning issues do not always respect the boundaries of local planning authorities. Where more than one local planning authority is involved an agreed approach will be required for production and consultation.

2.20 The six unitary authorities in Berkshire have agreed to produce a joint Minerals and Waste LDF. To ensure conformity of approach and meet minimum statutory requirements, the authorities will produce a joint consultation protocol. This will outline the approach to be adopted for public consultation and involvement. To ensure the methodology is appropriate it will draw on individual SCIs.

2.21 Within the Council there is joint working on the design of surveys and the sharing of results e.g Open Space Audit and a Survey of the Occupiers of New Homes.

2.22 The Community Strategy objectives, which are set out in Appendix 1, are the basis of all aspects of the Local Development Framework including the objectives of the Sustainability Appraisal for the LDF. A Life Aspirations Survey connected with the 2005 Review of the Community Strategy is informing the Local Development Framework and complements the surveys undertaken by the Development Plans Team. Robust survey work by local groups may also be considered as part of the preparation of documents.

2.23 The scoping document for the Sustainability Appraisal for the Local Development Framework has been produced in conjunction with the team that prepares the Local Transport Plan.

The Production Process

Development Plan Documents 2.24 The following diagram based on Government information explains the production process for Development Plan Documents that form part of the Local Development Framework and become the statutory development plan.

2.25 The Town and Country Planning (Local Development) (England) Regulations 2004 set minimum standards for public involvement. For Development Plan Documents, the Regulations provide for early informal consultation with groups during the pre-production phase and issues and options period of the production phase. The Regulations require six week periods of formal public consultation on preferred options and upon submission of the DPD to the Secretary of State. The Regulations also govern publicity for the

various stages through to adoption. Copies of Regulations can be bought from The Stationery Office. Call customer services on 0870 600 5522 or email [email protected]. A link to the Regulations document is available on the Council's website.

Statement of Community Involvement 2.26 The Statement of Community Involvement is treated as a Development Plan Document under the Regulations but does not require a Sustainability Appraisal.

Supplementary Planning Documents 2.27 Supplementary Planning Documents are not subject to an independent examination like DPDs. The production process involves evidence gathering and early informal community engagement, the drawing up of a draft document and formal consultation for between four and six weeks. After representations and the Sustainability Appraisal have been analysed the SPD proceeds to adoption.

2.28 The full details of the consultation to be used at each stage of the process for each document type are to be found in Appendix 3.

Managing and Reporting Progress during Production

The Political Process - local democratic accountability 2.29 At the time of writing, political management is through an Executive comprising 8 Members of the ruling group. Some of its decisions are ratified by Full Council. An Executive decision will be required for all public pre-submission and submission stages of the Development Plan Documents and the Statement of Community Involvement.

The Project Team 2.30 A corporate project team of officers from across the Council has been set up to guide technical input into the production of the LDF (including the SCI) and oversee the administration of the process. Its recommendations are subject to formal agreement through the Council’s political processes.

2.31 Details of the make up of this group and its Terms of Reference are set out in Appendix 6.

Level of Consultation proposed

2.32 Community involvement proposed by the Council during evidence gathering and plan production can best be described as 'managed outreach'. This outreach would use a variety of methods to hear the views of groups and individuals, but would have a focus on keeping up momentum, and use tried and tested means of consultation. It is based on the results of consultation in November/December 2004 on issues around the giving and receiving of information and April/May 2005 concerning options for inclusion in the draft SCI.

Development Plan Documents and the Statement of Community Involvement 2.33 In addition to what is required in the Regulations, engagement with the community would comprise the following for the production of Development Plan Documents (DPDs) and the SCI:

• At least one workshop or focus group for each DPD • At least one Citizens Panel consultation for each DPD and the SCI • Summaries of surveys and full technical studies available on the Council's web site and available from the Development Plans Team on request (DPD and SCI) • Use of District Newspaper to raise awareness of the production of documents and the opportunity to get involved if publication dates fit with the published timetable in the LDS. (DPD and SCI)

• Press releases giving information about consultation • Targeted awareness raising for hard to reach groups with the help of others including through the Local Strategic Partnership (DPD and SCI) • Email alerts or letters to those on LDF database advising them of those key stages in the process where there is the opportunity to comment and influence the process e.g. Objectives of Sustainability Appraisal (DPD and SCI) • Email alerts or letters to those on LDF database advising them of the timing of the Council's Executive meetings that will be considering the consultation material for publication. (This would allow early sight of documents that are subject to 6 week consultation periods as a requirement of the Regulations) (DPD and SCI)

2.34 The strengths and weakness of this approach are summarised in Appendix 10.

Supplementary Planning Documents 2.35 The exact nature of consultation will be dependant on the content of the SPD to be produced. If the SPD is a technical document then the emphasis will be on traditional forms of consultation with specialist bodies.

2.36 If it is a location specific document such as a Development Brief or a Village Design Statement then local groups in the area concerned and the wider public will be the main focus for consultation. Consultation may be carried out by the groups and developers themselves rather than by the Council but the Council will give advice and check to ensure appropriate consultation is carried out.

2.37 For general SPD documents, for example design or landscape SPDs for the district as a whole, the Council, or, in some cases consultants acting on behalf of the Council, will consult national and local bodies and the wider public.

2.38 The Council expects that relevant Town and Parish Councils and all Members of the Council (Councillors) will have the opportunity to comment during formal consultation on Supplementary Planning Documents.

Details of Consultation for all documents

2.39 The full details of the consultation to be used at each stage of the process for each document type is to be found in Appendix 3.

2.40 The details shown in the Appendix are the minimum that the Council will do. When resources allow, the Council will consider doing more. This will be especially when further involvement will provide greater depth of understanding for specific issues or secure wider involvement. It may also occur if the Council is aware that the community expects a higher level of consultation because the development location is of particular value to the local community.

Linking results of Community Involvement to the Content of Documents

2.41 When the Council receives comments during the preparation of any document (DPD, Sustainability Appraisal, SPD, SCI) that will be part of its Local Development Framework, it prepares a report of consultation. The Council publishes the aggregated results of community engagements as Local Plan Surveys (LPSs).

2.42 From the information in these surveys it is possible to ascertain an overall view on the issues, the response from different sections of the community and whether there are differences of view between particular groups within the sample. The results of consultation are reported to Councillors so that they can take views into account when making decisions.

2.43 The results are used to prepare a draft version of the Local Development Document (LDD). When formal consultation takes place on this document the Council publicises the availability of the Local Plan Survey of previous consultation. It is therefore possible to compare the document produced with the results of previous community involvement. See Appendix 3 for a minimum level of publicity to be provided at each stage.

2.44 When draft documents are produced there is formal consultation for a maximum period of time as set out in regulations, usually six weeks. The LPS report of the formal consultation on the draft document lists individual responses made. It gives a summary of each individual representation made on the document and the Council’s response to the representation. The Council’s response indicates what action, if any, the Council proposes to take to address the issue raised before a revised document is submitted to the Secretary of State (in the case of DPDs) or adopted (in the case of SPDs).

2.45 What happens if strong and conflicting objections are received is set out below.

If consensus is not achieved

2.46 The new planning system is based upon the achievement of a consensus about the content of documents in the Local Development Framework. However, the Council must also consider what it should do if strong objections appear during the process, particularly when it consults on preferred options. Negotiation around objections will not be considered until the Council has had the opportunity to look at all views expressed. If fundamental objections are received, particularly where conflicting objections have been made by various parties these will have to be identified and tested at the Independent Examination. The new system does not allow the authority to change its stance after submission of a Development Plan Document or the SCI to the Secretary of State. The recommendations in the Inspector's Report of Independent Examination will be binding on the Council.

Resources for commitments in the SCI

2.47 The requirements to prepare and consult on Development Plan Documents, set out in this SCI will be undertaken by existing staff within the Authority.

2.48 The Development Plans Team will be regularly involved. Others may be drawn in if available and necessary.

• Officers in the Development Plans Team. Currentlly this team comprises a team leader, three senior planners, three planning officers, a geographical information system assistant and information officer supported by a technical officer • Specialist consultants to undertake some aspects of LDF survey work • Development Control Officers (in relation to planning applications only) • Consultation Officer • Social Inclusion Officer • Communications and Marketing Team • Website Officer • Corporate LDF Group Project Team (see Appendix 6)

In exceptional circumstances short term contract staff may be engaged to assist.

2.49 The work involved in implementing the SCI is taken into account in the project plan for the Local Development Framework. The work of the Corporate Project Team will be funded from the existing Development Plans budget. Resource requirements for future years form part of the budget building process.

Linkages with Other Strategies and Plans and Development on the ground

2.50 This section sets out links with other strategies and plans that are taken into account in the preparation of Development Plan Documents and the Statement of Community Involvement. Also it shows how the Local Development Framework relates to what happens on the ground.

Relationship between planning policy documents, the Community Strategy and development

National Policy Guidance

Regional Spatial Strategy (The South East Plan Other Plans and Strategies 2006 - 2026)

•RPG9

•Berkshire Structure Plan 2001 -2016 The Community Plan •Minerals Local Plan Building on •Waste Local Plan Success – Local Development Framework The •Wokingham District Local Community Plan 1996 -2006 Strategy •Wokingham District Corporate Plan

•Social Inclusion Plan

•Other topic plans produced by Surveys the Council e.g. School Organisation Plan Planning •Partnership Plans e.g. Health Applications Improvement Plan, Cultural Strategy

•Draft Wokingham District Consultation Strategy Annual Monitoring •Local Transport Plan Review Development on the Ground

2.51 The new planning system seeks to strengthen community engagement in planning and relies on early involvement in the process by the community and stakeholders, so that they can influence the evolution of development plan and other planning documents and give views on the suitability of any sites put forward. Involvement after the initial preparation period would be contrary to the aim of the new system and is unlikely to be fruitful.

When Consultation will take place

2.52 A detailed timetable for the production of the Local Development Documents that are part of the LDF is set out in the Wokingham Local Development Scheme (LDS). The LDS is available on the Council’s website www.wokingham.gov.uk/planning or upon request from the Development Plans team, by calling 0118 974 6478 or emailing [email protected]. The timetable is reviewed annually so is not included within this SCI document.

Review Mechanisms for the SCI

2.53 An Annual Monitoring Report will be produced to assess progress on the Local Development Framework. The continued suitability of the SCI will be part of this review. General consultation forms associated with plan production contain some personal

questions about those who reply and this will enable results to be monitored to see how representative respondents are of the population as a whole.

2.54 A review of the SCI would be triggered after three years or, if the Council considered that the SCI is no longer sound, or because specific issues or problems arise that lead the Council to take a different approach to consultation. For example this may happen if it became apparent that the methods of consultation proposed for particular groups were ineffective or if significantly improved mechanisms became available that would radically change the way community involvement is approached. It would also occur if there is a change in national guidance or if the Council chooses to significantly change its standards to offer less consultation.

2.55 The tests for soundness of SCI and Development Plan Documents are set out in Appendix 7. These are the nine tests for soundness set out in Planning Policy Statement 12 (PPS12) and are used by the Inspectors at the Independent Examination.

2.56 When the Council at its discretion does more consultation for the documents that form part of the Local Development Framework and for submitted planning applications, it will not trigger a change to the Statement of Community Involvement.

PART III

CONSULTATION ON PLANNING APPLICATIONS

What the section on processing Planning applications covers

3.1 This section sets out • introduction • commitments in the Development Control and Enforcement Customer Charter: • what the Council does to meet Regulations - notification • asking for information and advice • decision making • what the Council proposes to do for applications of wider significance

Introduction

3.2 Most people become involved in planning through the development control process, either as an applicant for planning permission or as somebody affected by a proposal for development.

3.3 To help the community understand more clearly how the planning application process works and set out the levels of service that customers can expect the Council has produced The Development Control and Enforcement Customer Charter. It is a compact covering what the Council proposes to do when it receives any planning application. The charter was published in October 2003.

3.4 It covers:

• the aims of the service • how to ask for information and advice • submitting a planning application • dealing with your application • notifying the public and carrying out consultations • making the decision • dealing with conditions or revised plans • enforcement of planning control • planning appeals • customer comments and complaints and performance

3.5 It also includes targets for delivery. Targets in the Charter that relate to planning applications and which are set by central government and locally are listed in this Statement of Community Involvement at Appendix 8.

3.6 The Charter lays down the standards controlling what the Council currently does. The charter in so far as it relates to planning applications is now included in the Statement of Community Involvement (SCI). Its main provisions for planning applications are summarised below. The guidance leaflets that accompany the charter have become reference documents in the SCI. The guidance leaflets cover:

• submitting a planning application, • pre-application discussion on major applications, • commenting on planning applications, • speaking on planning applications (at committee) and • deciding planning applications - Development Control Committee.

3.7 The documents are available from the Council's planning enquiry desk at the Council's Shute End Offices or by calling 0118 974 6000.

Commitments in the Development Control and Enforcement Customer Charter

What the Council does to meet Regulations - notification for all applications

Regulations 3.8 The process for notification of planning applications is covered by the Town and Country Planning Act 1990 (as amended), the General Development Procedure Order 1995 (as amended), Planning (Listed Building and Conservation Areas) Regulations 1990 and the Planning (Listed Building and Conservation Areas) Act 1990. The latter two may soon be amended as the Planning and Compulsory Purchase Act 2004 introduces a provision to allow publicity requirements for these types of development to be put into secondary legislation. The documents can be bought from The Stationery Office by calling 0870 600 5522 or emailing [email protected].

Notification when an application is received 3.9 When the Council receives a planning application it is required to acknowledge receipt of a valid application or notify the applicant that it is invalid. When the application is valid the Council must notify neighbours and those directly affected by proposals either by serving notice on an adjoining occupier or by site notice. Notification letters from the Council include the following:

• the site address • details of the proposed development • where the application can be seen, the case officer's name and telephone number • the date by which written comments should be submitted (normally 21 days from notification) • details of matters which can and cannot be taken into account in the determination of applications

3.10 Certain applications require a site notice under the legislation. This is in cases where the development relates to a listed building, is within a conservation area, affects a public right of way, represents major development as defined by the Planning Acts, or is development that is contrary to the development plan and the Council are minded to approve the proposal. The Council puts up a green notice on or near the site for all these types of application.

3.11 In addition application details are sent to Parish and Town Councils. The Regulations allow not less than 14 days for them to submit comments.

3.12 Some applications are also required to be advertised in a local newspaper giving 21 days for comment. In addition bodies such as English Nature will be allowed a longer period of time to comment on applications where this is prescribed by legislation.

3.13 The Council under its discretionary powers has chosen to increase public awareness and do more publicity for all applications by providing all applicants with a red notice to display on or near the application site. This is outlined in Table 1 below. Statutory requirements are shown with a tick 9and what the Council does in addition at its own discretion is shown with a ;.

Table 1: Consultation on Planning Applications

TYPE OF SITE NOTICE NEIGHBOUR LOCAL ADVERT DEVELOPMENT (green notice if statutory NOTIFICATION display required 9, red if (see text for consultation (In the Reading display requested in + Chronicle) addition ;) distances) Minor development/

householder ; 9 development Departure from the

Development Plan 9 ; 9 9 including new dwellings in the countryside In respect of a listed

building or within the 9 ; 9 9 curtilage or affecting the setting of a listed building In a Conservation Area 9 ; 9 9 Accompanied by an

Environmental Statement 9 ; 9 9 Affecting a public right of

way 9 ; 9 9 Major development * 9 ; 9 9 Development requiring Display of Site notice by prior notification e.g. the developer 9 some agricultural Case officer places a buildings and telecomms notice at site for masts telecomms Any other development

which has a wider ; 9 ; significance

+ notification is as follows: householder and listed buildings - all properties within 4 metres of the curtilage of the application site major developments - all sites within 60 metres of curtilage telecommunications development - all sites within 60 metres plus schools within 400metres all other development - all sites within 20 metres

* major development is as defined in Article 8 of the Town and Country Planning (General Development Procedure) Order (as amended) and comprises the winning of minerals, or the use of the land for mineral deposits, waste development either 10 or more dwellings or dwellings on a site of more than 0.5 hectares; or other development with 1,000sq m or more of floorspace or where the site is 1 hectare or more.

3.14 Regulations require the Council to keep a register of applications available for inspection at the main Council offices (at Shute End) and on the Council's website. A weekly list of applications is available via the Council's website at www.wokingham.gov.uk/planning or from the reception counter. It is sent out to all Parish and Town Councils and elected Members of the Council (Councillors). In addition there is an interactive map on the web site, which records applications submitted since 2003. The website also shows application details and plans for applications submitted.

3.15 Copies of plans or application details can be supplied on request: There is a small charge to cover the costs of copying.

3.16 Elected ward members of the District Council are provided with application details and towns or parishes, including adjoining councils, are notified as appropriate. Ward councillors have up to 28 days from the date of notification to request that an application be decided by the Development Control Committee (i.e. be 'listed') rather than by an authorised planning officer. Where applications go to the Development Control Committee for decision the applicant (or agent) and any interested parties who have made written comments are notified. It is possible for applicants and objectors to speak

at committee about the planning application if they wish.

Role of the Case Officer 3.17 Before recommending to give planning permission the case officer will visit the application site to make an assessment. The Council may consult specific bodies with expert knowledge for certain types of application. For example the adequacy of infrastructure can be a material consideration in deciding whether planning permission should be granted. Which bodies are consulted depends on the type of application, any legislative requirement for consultation with specific bodies or, their successor bodies where reorganisation has occurred e.g. English Nature, English Heritage or the Environment Agency as well as requests from relevant organisations to be notified on particular types of application e.g. Ramblers Association, residents associations. Adjoining Local Planning Authorities will be consulted on major planning applications raising cross boundary issues.

Making Comments on a Planning Application 3.18 Anybody can comment on a planning application. Individuals do not need to be directly notified to do so. The Council, in its leaflet, Making Comments on Planning Applications, provides a short list of relevant issues that can be considered when a planning application is to be determined.

3.19 Comments should be made in writing within 21 days but if a response is received after this date, but before the decision is made, it will still be taken into account. The Development Control officers receive much correspondence so are not able to respond individually concerning the specific or general issues raised in observation letters.

3.20 All comments made inform the decision and are available for public inspection. Files are available for viewing by visitors to the planning reception desk. Points made in objections will be considered with all other relevant information before a decision is made.

3.21 If an application is amended before a decision has been taken on it, neighbours and those who have made comment may need to be re-notified. This will be dependent on the scale of the changes and the area affected. The timescale for receiving additional comments will be set out in the notification letter.

Notification of Decisions 3.22 When applications have been determined the Council must notify the relevant Parish and Town Council of the terms of the decision, or the date of referral to the Secretary of State and the terms of any decision made by him. The Council must also notify landowners or a tenant of an agricultural holding of the decision in writing as soon as possible. The weekly list published on the web site includes decisions taken. The Council has chosen to inform everybody who comments in writing on an application of the decision. If a petition has been received by the Council the decision is sent only to the first name on the petition. When the decision has been made a copy of the case officer's report will be placed on the Council's web site.

3.23 The official decision notice giving planning permission is sent to the applicant (via his agent if there is one). The notice may include conditions that will control the development. It sets these out in full. Where development is refused the reasons are clearly shown on the notice and details of the applicant's right of appeal are included. By law disappointed objectors have no right of appeal but, if a person believes the process was flawed, they can apply to the Local Government Ombudsman for redress.

Asking for information/advice

A Duty Planning Officer

3.24 A duty planning officer is available during office hours to help customers to interpret plans and to provide basic planning advice, either in person, or over the phone. A number of leaflets or links are available at the enquiry desk and on the website to help with national and local planning guidance.

3.25 The Council has produced extra guidance on some aspects of policy that helps people submit an appropriate application. This is produced as Supplementary Planning Guidance or advice. Examples include 'Extending your home, Design of New Residential Development in Settlements, Highways Design, Development and Trees.'

Pre-Application Advice 3.26 If a development proposal falls within the definition of major development in Article 8 of the General Development procedure Order2, the Development Control Team can offer officer advice on proposals before formal submission of an application. The Council encourages potential applicants to make contact as early as possible when designing proposals. Council advice can be given face-to-face, by telephone or in writing but officers would not usually meet you on site.

3.27 In order to ensure that the right people can be consulted for expert advice, applicants should provide copies of plans in advance. If the application is a major minerals or waste application the Council will consult the Joint Strategic Planning Unit for Berkshire. If requested, the Council will keep your proposals confidential, subject to compliance with any relevant legislation. Informal advice is not legally binding and has to be given without prejudice to the Council's decision on any formally submitted application. The main objectives of pre-application discussions are to:

• advise on the principle of development and whether an Environmental Impact Assessment will be required • identify other documentation/ information required for submission with a formal application as part of a planning statement e.g. tree survey, traffic or flood risk assessment • discuss detailed issues such as layout • discuss the planning obligations that would be sought • discuss with the community what consultation would be appropriate

3.28 The target time to respond to pre-application enquiries is 42 days. This is longer than the general corporate target for written replies to correspondence because development control officers often need to consult with other specialists. The Council will send an initial acknowledgement saying who is dealing with an enquiry so that the individual can check on progress.

Role of Members 3.29 Where Members of the Council (Councillors) are involved in pre-application discussions they will not be able to give an opinion as this could prejudice them from taking part in consideration at the Development Control Committee. However a Member may give advice to a constituent about the process of pursuing a matter related to obtaining, opposing or finding out about a planning application or permission.

3.30 There may be benefits in Members being made aware of applications, particularly complex ones, at an early stage. But should applicants wish to make a presentation on their proposals or request a site visit, an officer of the Council should also be present. The purpose of any presentation or site visit would be for Members to ask questions about the nature of the application and understand its implications for the area. The Council will expect any presentation to be an objective assessment of all aspects of the proposal. Applicants or objectors should not attempt to lobby Members of the Development Control Committee about planning applications.

2 Major Development: see note below table 1.

Decision making

Who makes the decision 3.31 Council planning officers decide the majority of planning applications under delegated powers. The Development Control Committee deals with the remainder, which include major applications within the terms of the Planning Acts, proposals for the Council's own development, proposals where financial contributions are sought through Section 106 or other Agreements, development proposed to be approved but which is contrary to the Development Plan and applications 'listed' by ward Members.

The Development Control Committee 3.32 The Development Control Committee meets on a three weekly cycle. Dates of the meeting are published on the website. An agenda containing reports, prepared by officers, on each application to be considered is also on the website, in public libraries and available from Member Services. The agenda is available from the Friday before the meeting. The meetings are held in public.

3.33 Parish or Town Councils, the applicant or agent, objectors and supporters may speak at the Committee (3 minutes maximum for each group). The local ward Member may also speak. The Members of the Committee can ask questions to clarify facts. Following general discussion a decision is made. See the leaflet Deciding planning applications - Development Control Committee for more information.

3.34 Sometimes a decision may be deferred to enable a site visit by Committee Members. The visit will normally take place prior to the next scheduled meeting. Applicants are informed of the date and time. These visits are to seek information and because they are not a Committee meeting, Members will not be able to discuss the merits of an application with applicants or objectors.

What will be considered when decisions are made 3.35 Decisions on all planning applications and related consent applications e.g. listed buildings or advertisements, are based on the planning merits of the case, which include national and local policy, and supplementary planning guidance and other material considerations e.g. planning history of a site and planning related matters raised by neighbours and Town and Parish Councils. This applies whether they are considered by committee or delegated to an authorised officer.

3.36 If development involves a site that has been allocated in an up to date Local Plan or Local Development Framework, objectors should only expect to influence the form of development and the need for on-site or off-site works to address the effects of development upon the area. The principle of development will have already been set. Local people are encouraged to become involved earlier in the process, when they can influence where sites are allocated through the Local Development Framework. Similarly at individual sites outline applications set the principle of development and its main components. These applications are followed by applications for 'reserved matters', which concern detailed matters such as, house design, landscaping and, if not previously considered, the layout of the development. The principle of development cannot be reopened at this stage.

3.37 Minutes of all meetings are published on the website and are in the agenda for the succeeding meeting. Large print versions are available. Post decision changes will require a new application unless in the case officer's view they are minor in nature by reason of having no, or limited impact, on the amenity of neighbouring properties. To a large extent such changes would be considered to comply with the original consent and further consultation would be unnecessary.

What more the Council proposes to do for applications of wider significance

3.38 Although statutory requirements for consultation and publicity are sufficient for many planning applications the Council is already doing more than the minimum to publicise applications when they are received.

3.39 At present most applications receive similar amounts of publicity, with some small exceptions when more is required to meet legislative requirements e.g. additional mandatory site notices or a newspaper advertisement.

3.40 The Council considers that there are opportunities for wider consultation and local involvement, particularly at the pre-application stage in the larger or more controversial 'significant' planning applications. These would go beyond the commitments in the Charter.

3.41 Wokingham District Council is committed to achieving a high quality built environment. Best practice promotes the use of development briefs and enquiry by design workshops before plans for a development site are prepared. Where these devices have been used in the District at an early stage in the process, the Council has found that not only has the design of the scheme been of high quality and functioned well, but the development gains greater acceptance in the local community. This is a benefit for all concerned. The Council hopes that the more progressive developers will use the opportunities presented in this SCI to work with the Council and local people to produce briefs for the larger and more complex sites.

The Use of Tiers to show how much community involvement to expect 3.42 Council officers (who will have to apply the requirements of the SCI) and the community need to be clear about the level of community involvement that will be available for particular types of planning applications. To assist it is proposed to divide application types into the four indicative tiers described below. The tiers will show how applications of similar levels of controversy or comparable scale will be treated. The tier number will be shown on the application paperwork. These provisions in the SCI will come into effect upon adoption of the document.

3.43 Although applicants will be strongly encouraged to undertake certain actions as a minimum, the Council cannot require them to do so and would not be able to refuse an application if the appropriate pre-application consultation laid out in this Statement of Community Involvement had not been carried out. It should be noted however, that not consulting the community could lead to objections being made that could be material to the determination of the application and lead to delay while these issues are addressed. It would also be contrary to the principle on which the new planning system is based.

3.44 Consultation during the preparation of this document suggests that developers and agents are willing to have a dialogue with the community and will seek to address reasonable local concerns.

Tier 1 Applications 3.45 Tier 1 would contain three types of application where there are considerable issues of scale and controversy and raise more than neighbourhood interest. These are:

• applications that are significant departures from the Development Plan • applications for residential development that the Council is required to refer to the Secretary of State under the South East Density or Greenfield Housing Directions, development requiring Environmental Impact Assessment, and major shopping development covered by the 1993 Shopping Development Direction

and development on playing fields with secure public access owned by a local authority or used by an educational institution covered by the Playing Fields Direction • applications many of which will be broadly in line with the Development Plan but which raise controversial issues. Typically these are proposals for 100 or more homes or 2,500sq m or more of retail or office floorspace (or another employment development generating similar levels of employment to an office proposal of 2,500sq m) regardless of location

3.46 Tier 1 applications would have more publicity than the minimum in the Regulations as at present. Publicity would be as outlined in the sections above on notification, asking for information/advice and decision making. However, in addition the developer would be requested to mount a pre-application public exhibition in the area. The production of a development brief is encouraged. Ideally the brief would be one that could be provided as a Supplementary Planning Document because it had received a sustainability appraisal and been subject to public consultation. To be of most value the timing of the brief should be such that it is completed before formal submission of an application. In addition 'Enquiry by Design' or 'Planning for Real' workshops would be encouraged as appropriate to the scale and controversy of the proposal and community groups would be advised to involve ‘Planning Aid’. (See the glossary in Appendix 11 at the end of this SCI for a brief explanation of these terms).

3.47 A planning statement by the applicant that identifies issues that arise from the proposal and which sets out the way in which they will be addressed e.g. flooding, or traffic impact will need to be submitted with the planning application. A media press notice would be prepared by the Council when development involves Council owned land and buildings, or the Council is actively involved in promoting development on a site. In other cases developers would be expected to prepare a press release setting out the main features of the development. Consultees would be given 28 days to respond to the application. A statement covering what pre-application consultation was carried out will be required to be submitted with the application. Table 2 at the end of this section summarises the level of community involvement that the Council will encourage.

Tier 2 Applications 3.48 Tier 2 applications would be likely to have issues of scale or controversy and raise large amounts of neighbourhood interest and would include the following types:

• proposals for 50 to 100 dwellings or 1,000sq m to 2,500sq m of other floorspace • development exceeding 1 hectare in size but not included in Tier 1 • telecommunication masts and other structures exceeding 15 metres in height • minor departures from the Development Plan

3.49 Tier 2 applications would have more publicity than the minimum in the Regulations as at present. Publicity would be as outlined in the sections above on notification, asking for information/advice and decision making. However, in addition the developer would be requested to prepare a leaflet before submitting the application giving basic information about the scheme, including enough to identify the site of the proposal. This should be given to the Council before the developer distributes it to properties in the vicinity. A planning statement by the applicant that identifies issues that arise from the proposal and which sets out the way in which they will be addressed e.g. flooding, or traffic impact may need to be submitted with the planning application. A media press notice would be prepared by the Council when development involves Council owned land and buildings or the Council is actively involved in promoting development on a site. In other cases developers would be expected to prepare a press release setting out the main features of the development. Consultees would be given 28 days to respond to the application. A statement covering what pre-application consultation was carried out will be required to be submitted with the application. The Council would encourage community groups to

involve ‘Planning Aid’. Table 2 at the end of this section summarises the level of community involvement that the Council will encourage.

Tier 3 3.50 Tier 3 applications are likely to raise large amounts of neighbourhood interest. It is difficult to be precise about what these applications might be, as controversy may result from the planning history of a particular site, the type of development proposed or because a particular site is sensitive. But it is anticipated that applications might include:

• 10 to 50 dwellings • sites for Gypsies and Travellers not covered in tiers 1 and 2 • commercial development involving late night opening (after 11pm) • development in areas at risk from flooding, noise or pollution • listed buildings in or proposed for community use • substantial demolition or development in a Conservation Area • loss of employment land to other uses • non conforming uses such as employment in predominantly residential areas • loss of shopping for day to day needs or a public house or community facility in a village • retrospective planning applications

3.51 Tier 3 applications would have more publicity than the minimum in the Regulations as at present. Publicity would be as outlined in the three earlier sections on notification, asking for information/advice and decision making. However, in addition the developer would be asked to prepare a leaflet before submitting the application giving basic information about the scheme, including enough to identify the site of the proposal. This should be given to the Council before being distributed to properties in the vicinity by the developer. Consultees would be given 21 days to respond to the application.

3.52 A planning statement by the applicant that identifies issues that arise from the proposal and which sets out the way in which they will be addressed e.g. flooding, or traffic impact may need to be submitted with the planning application. Where proposals affect nationally important heritage assets, applicants are advised to note the range of information required by English Heritage and submit it with the application. The information required is set out in Planning and Development in the Historic Environment - A Charter for English Heritage Advisory Services and is available on their web site.

3.53 A statement covering pre-application consultation will not usually be required but may be requested at the Council's discretion. The Council would encourage community groups to involve ‘Planning Aid’. Table 2 at the end of this section summarises the level of community involvement that the Council will encourage.

Tier 4 3.54 Tier 4 comprises all other applications. Typically these would be applications such as extensions to a property, proposals for less than 10 houses or works to a listed building.

3.55 Tier 4 applications would have more publicity than the minimum in the Regulations as at present. Publicity would be as outlined in the three sections above on notification, asking for information and advice and decision making. Table 2 at the end of this section summarises what the community can expect when this type of application is proposed.

How the tiers were chosen 3.54 The tiers and levels of community involvement proposed are loosely based on an early options consultation in April to May 2005 with groups and individuals, who are listed in the Local Development Framework database and approximately 180 individuals who wrote to the Council about major housing and commercial applications in early 2005. Consultees suggested that as a general rule there should be wider public involvement

for large scale or controversial applications.

3.56 The most relevant and appropriate type and level of community publicity and involvement for all types of application in Wokingham District is summarised in Table 2 below. The table is based on these initial views and also takes into account Council resources. The Council will endeavour to secure all the types of involvement shown in the list, but cannot guarantee that non statutory involvement will be carried out in every case.

3.57 Any list cannot cover all circumstances, so the Council will listen to other ideas that may come forward e.g. a request for a public meeting.

3.58 The Council will adopt a 'watching brief' at the pre-application stage in order to ensure that its impartiality as the local planning authority is understood by the public and maintained. This will be particularly important when publicity is required for development promoted by the services of the Council, or, on land owned by the Council in which it has an interest.

Table 2: Community Involvement suggested for the Council and developers for planning applications

Type of Involvement Tiers of applications 1 2 3 4 Pre-application exhibition in area by developers Development brief (with enquiry by design or ‘Planning for real’ events as appropriate) as resources allow and when appropriate* Encourage involvement of ‘Planning Aid’ Leaflet prepared and distributed by developers Consultation statement submitted with the application O Supporting planning statement submitted with the application O Letters to statutory bodies Letters to neighbours Referred to relevant Parish and Town Councils Inform ward councillors Application details and plans on Council website Interactive map of applications on Council website Red Site notice 28 days for consultation 21 days for consultation Duty planning officer Media/press release O O O Inform those who comment of significant changes to plans received to allow further comment Inform those who comment (plus relevant Town or Parish Council and owners or tenants of affected agricultural holdings) of the decision made or of referral to the Secretary of State * The preparation of a development brief may be undertaken by a developer in consultation with the Council, or, if resources allow by the Council. To have weight a brief should be prepared as Supplementary Planning

Documents and be subject to thorough public consultation and receive a Sustainability Appraisal to assess any social, economic and environmental effects.

O This symbol indicates that this will not usually be required but the Council may request this at its discretion

3.60 The Council is working to improve the availability and quality of its web based planning services and it is likely that more services will become available over time.

APPENDIX 1

Building on Success - The Wokingham Community Strategy The Community Strategy sets out a vision for the future of Wokingham district and has four Community Ambitions to ensure the sustained vitality and viability of the district:

• Balancing economic prosperity with a sustainable quality of life • Being a healthy and well-educated community • Supporting and caring for people who need help • Being a community where everyone feels safe, welcome and respected

The Community Strategy is currently divided into ten core chapters with a designated lead organisation for each chapter. Following extensive consultation across the community, strategic aims and priorities have been developed for each chapter and the current priorities and proposed actions for each chapter are set out in a Community Strategy Action Plan. The Local Strategic Partnership (LSP) is committed to monitoring progress against these priorities to make sure the strategic aims of each chapter are achieved. The organisations that make up the LSP are shown in the final section of this Appendix.

For the period 2005 - 2008 the core chapters are as follows:

• Community Development • Crime and the Fear of Crime • Culture, Leisure and Sport • Economic Growth and Sustainability • Protecting the Environment • Health and Social Care • Health Improvement and Well-Being • Keeping the District Moving • Providing Homes for All • Fulfilling the Potential of our Residents

As part of the overall Action Plan, there are currently three separate “cross-cutting” chapters on:

• Social Inclusion • Children and Young People, and • Older People

Specific issues relating to disabled people are also being addressed.

The current structure of the Community Strategy Process is set out in the diagram on the next page. Task groups linked to each of the chapters of the Community Strategy report to the Local Strategic Partnership Management Group through a lead organisation. The arrow on the diagram indicates the flow of information for the LSP. This structure and the list of organisations that make up the LSP indicate how the Community Strategy document and its objectives have been developed by a wide range of successful partnerships and close working relationships with public, private and voluntary organisations covering many interests. A Community Conference is

held annually to review progress and consider the strategic aims and priorities for the Wokingham District LSP for the following 5 years. The Community Strategy is available on the Council's website. If you wish to find out more about the strategic aims and priorities in the Action Plan contact 0118 974 6016.

The Wokingham District Community Strategy has the following objectives for sustaining and improving the quality of life within Wokingham District:

i. Strengthening the links between voluntary and community groups, statutory agencies, private sector and other bodies to maximise and develop resources and opportunities for partnerships and innovation for the benefit of the community ii. Reducing crime and the fear of crime iii. Balancing economic growth whilst respecting the countryside and recreational areas of the district iv. Maintaining the good health of the population through prevention of illness and access to quality health and social care facilities v. Keeping the district moving by improving public transport and sustaining or improving the road infrastructure vi. Balancing the demands for housing growth whilst respecting the character of the district vii. Fulfilling the potential of all of our residents through education, lifelong learning, the development of community and leisure activities and encouraging residents to take part in local community activities

It is not anticipated that the LSP board as a whole would wish to respond to consultation on the LDF and SCI through a jointly agreed statement, but rather that, LSP board members should have a responsibility to advise their constituent groups of the opportunity to comment and encourage them to do so directly to the Council, in order to prevent delay. This approach would conform to the Council's draft Consultation Strategy and would strengthen the role and profile of LSP members and the LSP as a whole with the groups they represent. The individual board members of the LSP are included in the Council's database for consultation on the Local Development Framework. The results of Consultation undertaken as part of the LDF process are reported to the LSP board.

The Council believes that its way of involving the LSP would also make it more likely that the timetable to meet Public Service Agreement Target 6 would be met. (The PSA is an agreement between the Council and Government). PSA target 6 states ‘All local planning authorities to complete local development frameworks by 2006/2007 and to perform at or above best value for development control by 2006/7 with interim milestones to be agreed in the Service Delivery Agreement.’

Community Sectors Represented on the LSP - October 2006

Older People's Partnership Employer Berkshire Fire and Rescue Service Housing Strategy Group Faith Communities Thames Valley Police Community Voluntary Action Wokingham District Cultural Partnership Voluntary Sector Forum (Sports and Arts) Town/Parish Council Representatives Wokingham District Council x2 Childrens and Young People's Partnerships Health Improvement Group x3 Learning Partnership Black and Minority Ethnic Forum Berks West Primary Care Trust Rural X2 Chamber of Commerce

WOKINGHAM COMMUNITY STRATEGY

LOCAL STRATEGIC PARTNERSHIP

COMMUNITY STRATEGY and ACTION PLAN LOCAL STRATEGIC PARTNERSHIP Children and MANAGEMENT GROUP Young People Older People Health Improvement and Well- Community Being Development Culture, Leisure and Economic Growth Health and and Sustainability Providing Crime and Sport Social Care Homes for All the Fear of Crime Inclusion Protecting the Environment • Children Keeping the • Young people Fulfilling the District Moving • Older People Potential of our • BME groups Residents • Disabled people

APPENDIX 2 In the table below a 9represents a method the Council is likely to use, a question mark ? a method the Council may consider using and × a method the Council is unlikely to use.

Potential Methods of Community Involvement

Consultation Advantages Limitations Management Consultation Type Options Decision Early Letters to Detailed information sent to target Letters may not be read. Identify key contact individuals within target Giving Statutory audience. Information can be assimilated at Possibility that comments will not be organisation. Consultation Consultees person's convenience and advice/ forwarded to the correct individual Clearly state process, due date and response information fed back in same manner for response in timely manner. contact details for feedback. Level of importance of a response Provide option of face to face meeting. may not be recognised. 9 Mandatory Letters to Parish Basic or detailed information sent to target Parish Council meetings may fall Consider flexibility in timescales for full Giving and Town audience. outside standard response time for response to enable them to be involved. Consultation Councils Comments/ feedback can be sought by consultation. Clearly state process, due date and response providing contact details. Open, cost Unfamiliarity with strategic nature of contact details for feedback. effective and offer continuity of content. Consider education/ training sessions. representation from the grass roots by a 9 democratic and usually elected body. Mandatory Parish/Town Councils are able to influence a wide range of planning services and implement provisions. Letters to Basic or detailed information sent to target Letters may not be read. Consider flexibility in timescales for full Giving Umbrella Groups audience. Sometimes comments will not be response to enable them to be involved. Consultation forwarded to the correct individual Clearly state process, due date and response for response in timely manner. contact details for feedback. Level of importance of a response Consider education/ training sessions. Cost / 9 may not be recognised. Unfamiliarity time limitations in relation to benefits. for Mandatory Groups with strategic nature of content. Relies heavily on cascade of ? information to feeder groups. some discretionary groups

Papers to Detailed information sent to key Requires early sight of documents, pre- Giving Government stakeholder. Valuable as a sounding board publication as well as formal consultation. Dialogue Office on specific issues and a check on conformity of policy with National Planning Policy 9

Consultation Advantages Limitations Management Consultation Type Options Decision Papers to LSP Detailed information sent to key LSP meetings may fall outside Consider flexibility in timescales for full Giving board stakeholders. standard response time for response to enable them to be involved and Consultation Open. Could be valuable as a sounding consultation. early sight of documents, pre-publication. board on specific issues and a check on Relies heavily on cascade of conformity of policy with Community information to feeder groups by LSP Strategy members. 9

Mailshots to Basic or detailed information sent to large May seem, formal, cold and Giving individuals numbers of people. Provides input from impersonal. May be treated like 'junk Consultation individuals who may have an interest in mail' and not read. policy or land but who may not be able to Scattergun, unfocussed approach 9 attend local meetings. Preferred method in that is not cost effective. Only for interested individuals Issues consultation. who have identified themselves as wishing to be notified of basic consultation opportunities

Fact sheets/ Information can reach large numbers of May not be read. Keep simple and brief. Could be available on Giving newsletters/ people at their convenience. Helps raise web site at Council offices, included with leaflets awareness and give context. May be useful For information only. No feedback. Council tax communications and sent to to meet the needs of particular groups e.g. school and libraries or distributed at places 9 commuters, young families at mother and where particular groups come in sizeable If time at early stage of toddler groups or school gates, shoppers numbers. process Letters to Basic or detailed information sent to large May be treated like 'junk mail' and Contact business via umbrella organisations, Giving Business numbers of people. Provides input from not read due to other commitments. followed up with telephone calls near to Consultation individuals who because they work in the Scattergun, unfocussed approach deadline. Include clear contact details and district may have an interest in policy or that is not cost effective. Difficulty of date by which comments should be received. land but who may not be able to attend identifying the 'correct person' in an meetings. organisation. Poor return by this method in 9 previous consultations. Only for umbrella business organisations and interested business individuals who have identified themselves as wishing to be notified of basic consultation opportunities

Consultation Advantages Limitations Management Consultation Type Options Decision Engagement with Allows early input and potentially an Generally considered to be hard to Head teachers need to be contacted and Consultation schools alternative voice from those who will be reach group, requiring specially should be supportive of work. Approach must affected by the housing and other targeted materials. Letters to head be made through LEA if a Local Authority ? provisions of the plan at the time the plan is teachers may not be read due to School or to individual head teachers if Most suited to older age adopted. other commitments. Contact difficult private. Consider flexibility in timescales for groups and at issues stage or Would reach an age group in breadth. because of school holiday periods full response to enable them to be involved. 1st public consultation phase and examinations and a long lead in Clearly state process, due date and response for single issues. Better in time required to prepare material contact details for feedback. depth response likely through and support. Youth Workers and Youth Poor response in past. Forum.

District News with Assists awareness raising. Does not reach some hard to reach Trial if possible before dispatch. Giving questionnaire Comprehensive coverage of residents. groups with legitimate interests in Ensure translation service details are Gathering Detailed information sent to key the district e.g. those without literacy available on the form. Include free postage. stakeholders. Information can be skills, businesses or others who Keep simple and as brief as possible. assimilated at person's convenience and have land or premises in the District Ensure database is segmented to pick up considered. Feedback given in convenient but live elsewhere. issues and response rates for particular manner. Reaches some of the hard to Information received only as good groups reach groups. as the questions asked. Cannot be used as a substitute for leadership 9 Consultation in breadth achieved. Samples No dialogue or opportunities for or political decision making. Clarity about Questionnaires necessary to population as a whole. consensus building. what can and cannot be influenced must be achieve breadth of view. Most Quantifiable. Low return rate. Can be skewed by stated. suited to issues stage and Response rate in the past has been those with a particular interest in the Include clear contact details and date by public consultation stage. sufficient to produce a statistically valid process. which comments should be received. result. May not give a definitive answer to Allow adequate time for analysis especially if If include some open questions information all questions. open questions used. rich results can be received. Potentially expensive in time and cost. Press Release Assists awareness raising. Information can May not be acted upon by media. As Include clear contact details and date by Giving be given in a way that is easy to no editorial control by the issuing which comments should be received. understand. organisation could heighten tension and cause alarm if incorrectly 9Could not stand on its own. reported. Public may have only a Only suitable as an single opportunity to pick up accompaniment to more information. targeted methods Public Notice in Of some use in alerting professionals and Only a single opportunity to pick up Include clear contact details and date by Giving Press local activists. information. May not be read by all which comments should be received. key stakeholders. 9 reserve for key formal stages in the process

Consultation Advantages Limitations Management Consultation Type Options Decision Manned Informal and none threatening. Gives Loose structure makes comments Requires good pre-publicity. Make the venue Consultation Exhibitions/ people the opportunity to consider and difficult to record. Individuals may accessible and include manning over Dialogue Drop-in Sessions respond. Encourages discussion around not be able to gauge if their views evenings and weekends to ensure all the issues at the pace of the interested are held in common or unique and sections of the community are represented. party and sharing of information. consequently output may not be Choose venues that have large footfalls e.g. Perceived as open. Been well received supported as genuine by those who supermarkets and town centres. Provide good ? previously. hold views different from the illustrative material and information, fact consider for public majority. Potentially expensive in sheets to take away and feedback participation stage under Reg. time, staffing and cost. If involve forms/questionnaires. Most useful for area 26 and in agreement with developers could be seen as a based plans and site allocations in developers when a planning 'done deal.' conjunction with developers application is proposed Non statutory so if associated with a planning application developers cannot be required to undertake this. ‘Planning for Informal and none threatening. Heavy commitment required by Requires good pre-publicity. Training Dialogue Real’ Workshops Encourages discussion around the issues participants. Group discussion may required for facilitation by officers or and in depth. Promotes sharing of be dominated by the articulate and alternatively use consultants. If consultants information. the 'usual suspects'. Could build in used they need briefing about area, planning Perceived as open and builds trust. delay. Potentially expensive in time, conflicts and stakeholder interests. Inclusive, potentially involves hard to reach staffing and cost. If involved, Cost effective way of 'building a vision' for an groups developers could be seen as a area at an early stage and in assessing site 9 Outcome based. Seeks consensus and 'done deal.' Raises expectations specific proposals. Best suited to the largest or positive solutions. Ownership of proposals about outcomes. High risk if poor Role of participants must be clearly most complex site specific or may result. facilitation and poor understanding understood, including the scope for change. area proposals to evaluate of the degree of influence that can Clarity about what can and cannot be options. be exercised on decisions made. influenced must be stated. Essential to have Developers cannot be required to a fixed procedure for reporting and good undertake this form of consultation. feedback mechanisms. Public Meetings Transparent opportunity for discussion. Breadth or in depth information Clarity about what can and cannot be Dialogue Simple way to keep people informed, exchanged. Attendees are self influenced must be stated. Requires a skilful particularly where proposals relate to a selecting. Can be confrontational facilitator/chairman to retain focus. Note clearly defined area. and may be dominated by a few taking and writing-up required if feedback 9 Forum for explanation and discussion. activists or those used to public requested. Indicator of strength of feeling. speaking. Useful to gauge the temperature of an issue. May be inaccessible/ unsuitable for some disability groups. Relatively quick to arrange and fewer resource requirements than workshops.

Consultation Advantages Limitations Management Consultation Type Options Decision Postal As District News As District News but additional cost Could be useful for evidence gathering from Information gathering Questionnaires of posting. Typically low return rate clearly defined groups. Include clear contact details and date by which comments should be received. Clarity about what can and 9 cannot be influenced must be stated. For clearly defined groups at Consider having a prize as an incentive and evidence gathering stage only sending out a reminder to those consulted to improve response rate. Deposit in All information together in one place. May not reach significant part of Requires awareness training of Receptionists Giving Council Offices Opportunity to discuss on a one-to-one target audience. and D C Duty Planning Officers. basis. Intimidating for some groups. 9 Restricted opening hours. Mandatory Deposit in Information can reach large numbers of May not reach significant part of No staff on hand to interpret or explain. Clarity Giving Libraries people at their convenience. Often first target audience. about what can and cannot be influenced point of contact for visitors to area. Restricted opening hours but may must be stated. 9 provide consultation opportunities at Provide contact details of those who can Current practice weekends and evenings. answer questions. Telephone Appropriate as part of evidence gathering Small numbers involved so while Potential for use in assessing reach of other Information gathering Surveys and sounding board on narrow focus balanced may not be statistically consultation methods. (proved useful issues. Capable of reflecting social, valid. Costly. previously for this purpose). Requires demographic and ethnic make-up of specialist consultants. × District. Particularly useful for enriching quantative information.

Consultation Advantages Limitations Management Consultation Type Options Decision Website Information can reach large numbers of May exclude some groups e.g. the Clarity about what can and cannot be Giving (Council and people when it is convenient for them, poor or the elderly who are less influenced must be stated. Consultation Planning Portal) including those who do not live in the likely to be IT literate or have access district. to a computer. Include interactive GIS information. Interactive and 24 hour. 9 All information together in one place. (However local IT literacy and use Ensure feedback given following At all stages of ldf process. high) consultations. Suitable for plans and planning Mandatory for consultations applications. under Reg. 26, 28, 33 and to publish Inspector’s Report. Has previously been shown to increase response rates to SPGs. Perceived as open. 9 Low cost for Council and well suited to In use for downloading forms, characteristics of the local population. providing guidance /information on making applications and the process involved, interactive map and register of applications and decisions

Briefings to Targets selected stakeholders. Allows Behind closed doors. Be open and on the record. Consider making Giving regular panels/ sharing of information and potentially in May be seen as seeking support for public the outcome of discussion with Dialogue forums depth discussion. Not confrontational. particular outcomes. 'experts' (with their agreement). Particularly useful early in the process to Some stakeholders may not wish to Ensure there is breadth in types of forum to identify significant issues, raise awareness participate because it is seen by secure sustainability as far as possible. and provides possibility of revisiting. Can others as being too close to the be used to enrich or check in breadth Council. The views of individuals consultation results. may not be representative of the 9 groups they represent. The time for consideration may be insufficient if the meeting has a large agenda. Hotline Perceived as open. To be effective would require Needs professional staffing and prompt follow Receiving Low cost if used for short periods. availability outside normal office ups, if information requested hours. Previous Low Usage suggests it would not be cost × effective.

Consultation Advantages Limitations Management Consultation Type Options Decision Citizens Panel Reflects social, demographic and ethnic Limited numbers of people involved. Best suited to evidence gathering, testing out Gathering make-up of District. Cost effective, flexible Self selecting, so although a ideas, service reviews rather than assessing Consultation and reliable. balanced sample, may not be truly direction of policy. Consultations 5 times a year and response representative. LDF consultation Could be valuable as a sounding board on levels provide a statistically valid data set. timetable may be poor fit with that narrow focus issues e.g. way of assessing 9 Promotes understanding of scope and for Citizens' Panel. reach of other consultation methods and Early in process e.g. Open complexity of Council work. High return Strategic nature of some content checking for bias. Space Audit and for validation rate. may be unfamiliar to panel members. Study Tours/ Site Aids visualisation and assessment of areas Essential for decision makers at Issues and Gathering Visits/ of community concern. Options Stage of site allocation documents in LDF or in relation to determination of Significant Planning Applications. 9 For site specific proposals Training/ Helps raise awareness and give context. Essential for decision makers and corporate Giving awareness raising Opportunity to discuss on a one-to-one project team. events basis. 9 Early in process and revisit as necessary e. g. annually after local elections or significant staff change E-Alerts Timely intervention for busy people to Up to date email addresses Can be simply linked to Local Development Giving remind them to respond. Requested during required. These may change Framework Database. consultation. frequently and the Council are not 9 Inexpensive. always informed. Suitable at all key stages of LDF process Development brief Reduces uncertainty for Council, developer Danger of raising expectations. Cost Suitable for significant single applications or a Consultation (or Enquiry by (minimises abortive work) and local involved. large site where there will be several Dialogue Design) residents. Brings parties together prior to applications within a policy context that has submission of a planning application. Gives Application for something at odds already been set. Transfers Council officer 9 clarity on constraints and opportunities and with the brief may be acceptable. time input from the application stage to the For site specific proposals on minimises risk of objections. Seeks This is poorly understood by pre-application stage. large sites with complex consensus, a positive outcome and participants and may lead to Manage expectations that what is decided will requirements improved design. disillusion with the planning process. always be the outcome.

Consultation Advantages Limitations Management Consultation Type Options Decision Roving Interactive Allow information to be conveyed simply, Organisation of venues/events hard Best suited to options stages. Consultation Exhibitions using more visual material than would to fit in if consultation periods are Need to keep simple. commonly be possible with a questionnaire short. If held centrally less They are a highly public record of the alone; participation likely. consultation – so should only be used for 9 They allow all the participants to see each questions that the Council are willing or able For options on housing site others’ views so more interaction than The questions need to be designed to act on. delivery or site specific questionnaires. with extreme care and piloted even proposals on large sites Portable and provide a cumulative record more rigorously than questionnaires. of people’s views. They avoid the need for Require to be manned. distant and time-consuming analysis of numerous separate questionnaires. Use of Mediation Useful means of negotiating agreement Slow, labour intensive and may not Clarity required about areas of consensus Dialogue and capable of building trust and positive remove objections. May introduce and conflict. What can and cannot be image of planning. Uses neutral third party delay. influenced must be stated. Only use if there to facilitate. Training required (currently this is is an ability to compromise. Innovative. not well developed) or use of × consultants. Requires cultural However could consider for change. future plan making. Expensive. One to one or Means of reaching representatives of hard Resource intensive in terms of May require a trusted intermediary/ Dialogue interviews to reach or disaffected groups that mat not officer time. May raise expectations interpreter. otherwise be engaged. of individuals and other groups. Interview needs to be structured to receive 9 Could be used for those who have Lack of certainty about how worthwhile information. For locally settled Traveller disabilities or those who do not have representative the individuals are. Ensure an agreed means of feedback to the groups English as a first language or those with Only small numbers may be individuals if requested. poor reading skills. involved. This may lead to questions about the validity of this method.

Consultation Advantages Limitations Management Consultation Type Options Decision Site Notices Suitable for major/ significant planning Unsuitable for whole district policies Include clear contact details and date by Giving applications, appeals and potentially local (core strategy) and Action Areas. which comments should be received. plan site submissions. 9 May not be read or be removed after Ensure high visibility. Already in voluntary use for use. planning applications.

Non statutory so requirement for the applicant to display notice cannot be enforced. Town/Parish Local Requires third party to undertake Close liaison with parishes required. Giving Notice boards publicity. No dialogue regarding content so no opportunity to build × Better to leave to consensus. discretion of towns/parishes Posters Local. Require safe prominent and May not be read or be removed after Giving appropriate locations. Assists awareness use. Require safe prominent and raising. Information can be given in a way appropriate locations. For that is easy to understand. information only. Does not allow × exchange of views. Better to leave to discretion of developers Surgeries Provide opportunities for groups/ Resource intensive in terms of Best suited to area based delivery structure. Dialogue individuals to discuss applications with the officer time. May slow turn round relevant officer. Allow focus on issues of time of applications. importance to individuals, provides one to 9 one service and provides opportunity for Duty officer available only balance and better understanding of the process.

APPENDIX 3

Consultation used for the types of Local Development Document

Table 1: Local Development Scheme and Development Plan Documents

Documents Method What the Council MUST DO to meet statutory requirements What the Council also proposes to do Local Development None. However Core Strategies and Housing Allocations DPDs must be We could consider discussing the prioritisation for production of the other Scheme (LDS) - the prepared in accordance with the agreed milestones in the LDS proposed DPDs and SPDs with the LSP and community groups timetable and project plan for the documents to be included in the Local Development Framework

Development Plan Documents (DPDs) Evidence gathering Not applicable • Letter to previous respondents to the Wokingham District Local Plan asking if they wish to be placed in new LDF database • Draft timetable for preparation of the LDF on the Council’s web site and regularly updated. Copies available at the Council's Shute End offices • Publication of studies • If the document involves site allocations canvas developers and landowners to identify sites that they wish to submit for consideration Sustainability Appraisal Consult authorities which, because of their social, environmental and • Publish information on Council’s website, including draft scoping report Core Scoping Report and economic responsibilities, are likely to be concerned by the effects of the • Information sent to libraries, Town and Parish Councils and those on subsequent annexes to it plan’s implementation. This includes the “consultation bodies” set out in the LDF database SEA Regulations. See Appendix 4 • Discussion with relevant Council Officers and Officers in neighbouring authorities

Pre-Submission Public • Preferred option and other options made available for inspection at Shute • Email alert to groups and individuals on LDF database advising of date Participation on Preferred End Offices of Council and via web site and sent to DPD bodies of the Council Executive meeting that will consider the consultation Options and Draft • Notice by local press advertisement of title, subject and area covered by material Sustainability Appraisal the document, the person and address to which representations should • Letters to all groups and individuals who have asked to be kept Report (Reg. 26) be made. It would include a statement that those who make informed of the process advising them how and over what period to (Core document and representations may request notification at a specific address of make representations subsequent annexes to it) submission of the document to the Secretary of State and when it has • Press release been adopted • Copies of the document being consulted upon to be available to view in • The DPD bodies to be sent the preferred option and other options all libraries in the District and Crowthorne library document, the same information as in the press notice and such • Acknowledgement of representations made supporting documents as are relevant to the body concerned • If not already done for DPDs that make site allocations, make publicly available at the Shute End Offices and if practicable on the Council's website a list of LDF sites submitted with maps to identify their location Representations on • Any person may make representations for a period of 6 weeks from the • A summary of the main representations made will be prepared and be proposals (Reg. 27) date at which documents are sent out placed on the Council’s web site • Consideration by the Council of representations made to it • Consider meeting those whose objections do not go to the heart of the • If the Council is unable to accept a representation because it is unlawful strategy to see how their objections might be overcome it will be returned to the person who made the representation and they • If the document involves site allocations the Council will re-canvas will be advised as to why the representation cannot be accepted. They developers and landowners to identify potential sites that conform with will be informed that they may make further lawful representations the broad locations identified for development in the Core Strategy provided they are received within the notified six week consultation period

Submission to Secretary of • Submission document and associated matters (including the • Email alert to groups and individuals on LDF database advising of date State (Reg. 28) including sustainability appraisal (SA) report, statements of consultation and public of the Council Executive meeting that will consider the submission Final Sustainability Appraisal participation to include number of representation, summary of main material (Core document and issues raised and how they were addressed) sent to the Secretary of • Press release subsequent annexes to it) State • Acknowledgement of representations made • make the above information available for inspection as previously • Front loading means no additional community engagement would be Seeking view from Regional • Publish on Council web site the documents, the title of the DPD, subject appropriate at this stage Planning Body re Conformity matter and area covered, the DPD, suitable supporting documents, the with RSS (Reg. 30) SA, the person to whom and where representations should be sent and in what form and period of consultation, a statement that representations can be accompanied by a request to be notified of examination or adoption of the document and the pre-submission consultation statement • Send to DPD bodies the DPD, the SA, the pre-submission consultation statement, same supporting documents sent to the Secretary of State if relevant to the body, notice of the DPD matters, (i.e. the title of the DPD, subject matter and area covered, the consultation period and the name and address to which representations should be sent) and where and when the DPD can be inspected • Give notice by local press advertisement in at least 1 local newspaper of the title of the DPD, subject matter and area covered, the consultation period and the name and address to which representations should be sent) and where and when the DPD can be inspected • Notify anybody who requested to be notified of submission • Send to the Regional Planning Body (SEERA) a request to be advised in writing if the DPD is in general conformity with the Regional Spatial Strategy (RSS) (S E Plan) on same day as document sent to Secretary of State giving 6 weeks to respond

Representation on • Any person may make representations for a period of 6 weeks from date Development Plan of notice (29). These must be considered by the Planning Inspector. Late Documents (DPDs) not submissions need not be considered (31) involving site allocations • As soon as practicable: (Reg. 29 and 31) • make available copies of representations made at location(s) used previously under Reg. 26a. (i.e. only the Council's Shute End Offices) • If practicable publish the representations made on the Council’s web site (31) • send to the Secretary of State a statement of the total number of representations made, copies of the representations, a summary of the main issues raised or a statement that no representation has been made (4 paper copies and 1 electronic)(31) Consultation on Alternative • As soon as practicable: • An updated list of sites submitted will be available on the website. Site Allocations and • make available only at the Council's Shute End Offices • We will publish representations on site allocations representations on Sustainability Appraisal any site allocation representation made, the period within which our web site as a service to those making representations. Representations (Reg 32 ) consultation can be made (6 weeks), the address to which (Only required for DPDs that representations must be sent and to whom for paper or electronic

include site allocations) communications The Council's web site must show where and when site allocation This Sustainability Appraisal representations can be viewed, the address to which is an Annex to the main representations must be sent and to whom for paper or electronic report. communications and where practicable the site allocation representation. • Send to DPD Bodies the address of any site allocation representation received, the period within which consultation can be made (6 weeks), where and when site allocation representations can be viewed , the address to which representations must be sent and to whom for paper or electronic communications Notice by local advertisement the period within which consultation can be made (6 weeks), where and when site allocation representations can be viewed, the address to which representations must be sent and to whom for paper or electronic communications Representations on a site Any person may make representations for a period of 6 weeks from date of • We will publish new representations on site allocations representations allocation representation notice on our web site as a service to those making representations. (Reg. 33) • As soon as practicable after receiving a representation the Council will send the following to the Secretary of State • a statement of the total number of representations made, copies of the representations, a summary of the main issues raised or a statement that no representation has been made (4 paper copies and 1 electronic) These must be considered by the Planning Inspector. Public Examination (Reg. At least 6 weeks before the examination starts: • Front loading means no additional community engagement would be 34) of DPD and • Give notice in a local advertisement in at least one local newspaper of appropriate at this stage Sustainability Appraisal when and where the Examination will be held and the name of the • Press release Report person appointed to carry out the examination • Notify all people on the LDF database • Publish same details on web site • The Inspector's Programme Officer will be in place and can be • Notify anybody who made representations that they have not withdrawn contacted about the Examination with the same details

Publication of Inspector’s • As soon as practicable after the binding report has been received by • Front loading means no additional community engagement would be Report on the DPD and Wokingham District Council we will publish the recommendations and appropriate at this stage Sustainability Appraisal reasons concerning the DPD on the Council web site, give notice to • We will publish the Development Plan Document on the Council's Report (Reg. 35) and people who requested to be told and make the recommendations and website simultaneous adoption (Reg. reasons available for inspection during office hours at the Council’s • Press release 36) Shute End Offices • Notify all people on the LDF database • The Council will do this either when it adopts the Plan or as soon as practical after a direction has been issued by the Secretary of State. • Adopted document, the Final Sustainability Appraisal Report and adoption statement made available for inspection at the Council’s offices • Publish the adoption statement on the Council's website • Notice by local advertisement of the adoption statement and when and where the document can be inspected • Send the adoption statement to anyone who requested to be notified of adoption • Send the DPD and the adoption statement to the Secretary of State

Table 2: Supplementary Planning Documents

Documents Method What the Council MUST DO to meet statutory requirements What the Council also proposes to do Supplementary Planning Documents that provide further information and explanation of development plan policies and proposals such as detailed design guidance and development Documents (SPDs) briefs. Initial preparation of a development brief could be by a developer or Council officers. Consultation would normally be undertaken by the Council. (including if appropriate Revision could be undertaken by the Council or, the Council and developer jointly, but would need to take account of representations made. The Council Development Briefs) would publish the representations and how they have been addressed together with the adopted site brief Evidence Gathering Not applicable • informal dialogue with Council Officers to identify priority for bringing forward the individual documents and key issues • One to one or small group meetings if appropriate for Village Design Statements Sustainability Appraisal • Consult the statutory bodies listed in Appendix 4 and any other specific • Discuss with local environmental social and economic organisations, Scoping Report (Annex to and general consultation bodies affected or thought to be appropriate and groups and relevant Council Officers main report) (see Appendix 5 for potential groups) on the scope of the appraisal, the key issues and possible options for solutions • Consultation period of between 4 and 6 weeks Public Participation on draft • Before adoption make available for inspection at the Council's Shute • We will allow the maximum 6 week period for public participation. SPD and Final End offices (includes publishing on web site) and at other places as • If a brief is appropriate, encourage an Enquiry by Design event and Sustainability Appraisal seen fit by the authority public meeting for development briefs at a local venue within 2 weeks of (Annex to main document) • the title of the SPD, the subject matter and the area covered by the start of participation period, where appropriate (Reg. 17) SPD, the period of consultation, where and to whom representations • For area specific SPD including Village Design Statements undertake should be made on the SPD and a statement that representations may broad based consultation including targeted consultation with occupiers be accompanied by a request to be notified at a specific address of in the area concerned. Use if appropriate public meetings, workshops, adoption of the SPD small group meetings, leaflet drops, incentives for taking part, advice on • the SPD evidence required and the use of visual material, encourage use of • the Sustainability Appraisal Report (SA) ‘Planning Aid’ • such supporting documents as the Council think are relevant to the • For a policy specific SPD undertake targeted consultation with relevant preparation of the SPD stakeholder groups • where and when documents can be viewed (website only) • Consider focus group meetings with interested parties • the following statement: • Ensure relevant Town and Parish Councils and all Members of Council • names of consultees (Councillors) are consulted • how they were consulted • a summary of the main issues in the consultation • how these were addressed in the SPD • Notice by local advertisement of the SPD matters (title, subject matter, area covered, period of representation), the address and person to whom representations should be made, a statement that representations may be accompanied by a request to be notified at a specified address) and where and when documents can be viewed • The specific and general consultation bodies affected or thought to be appropriate (see Appendices 4 and 5 for potential groups) to be sent:

• the title of the SPD, the subject matter and the area covered by the SPD, the period of consultation, where and to whom representations should be made on the SPD and a statement that representations may be accompanied by a request to be notified at a specific address of adoption of the SPD • the SPD and the Sustainability Appraisal Report • the consultation statement • relevant supporting documents • where and when documents can be viewed Representations • Any person may make representations during 4-6 weeks from date of (Reg. 18) notice • The Council must consider those representations made within the consultation period and; • Make a statement setting out a summary of the main issues raised and how they have been addressed in the document to be adopted Adoption • Make available for inspection at the Council's Shute End Offices and on Publish the final Sustainability Appraisal (Annex to core document) and (Reg. 19) the Council's website - adoption statement & statement of where practicable the SPD on the web site representations made and how they have been addressed in the Have the SPD and accompanying documentation available for purchase. document, the SPD (not required on the website) Consider a press release for SPDs covering geographical areas or issues • Notify anyone who requested to be notified of adoption that are of great public interest or controversy Reg. 20, 21, 22 and 23 • Withdrawal of SPD, revocation of SPD and a Direction not to adopt and direction to modify an SPD also involve elements of public consultation

Table 3: Statement of Community Involvement

Documents Method What the Council MUST DO to meet statutory requirements What the Council also proposes to do Statement of Community The document that sets out the Council's policy for involving the community in the preparation and revision of development plan documents, supplementary Involvement planning documents and when a planning application is submitted. Pre-submission early Consult each of the specific consultation bodies identified in Appendix 4 Main information gathering to be via questionnaires and consultation (Reg. 25) including Town and Parish Councils, and general consultation bodies listed presentations/workshop/focus group events with existing forums or networks in Appendix 5 if they are likely to be affected, to identify issues and likely e.g. Black and Minority Ethnic Forum and taking account of the Council's options available to deal with these issues draft Consultation Strategy • Consult those on the LDF database including members of the LSP Board on an ongoing basis; • Consult Citizens Panel • Involve the Council's Planning Service especially in relation to community involvement on Planning Applications • Liaise with intermediaries to locate and involve appropriate consultee groups • Minimum consultation period 4 weeks Publish questionnaires on issues & high level options on the Council’s web site inviting comments Prepare a summary of main issues raised by surveys and make this available for inspection (including on the web site) Pre-submission public • Draft SCI made available for inspection at Shute End Offices of Council • Email alert to groups and individuals on LDF database advising of date participation (Reg. 26) and via web site and sent to the specific consultation bodies, including of the Council Executive meeting that will consider the consultation Town and Parish Councils, identified in Appendix 4 (NB this is a shorter material list than for DPDs) and general consultation bodies listed in Appendix 5 • Letters to all groups and individuals who have asked to be kept informed • Notice by local press advertisement in at least 1 local newspaper of title, of the process advising them how and over what period to make subject and area covered by the document, the person and address to representations which representations should be made. It would include a statement that • Press release to newspapers those who make representations may request notification at a specific • Copies of the document being consulted upon to be available to view in address of submission of the document to the Secretary of State and all libraries in the District and Crowthorne library when it has been adopted • Acknowledgement of any representations made • The DPD bodies to be sent the same information as in the press notice and such supporting documents as are relevant to the body concerned Pre-submission public • Any person may make representations for a period of 6 weeks from the • A summary of the main representations made will be prepared and be participation on draft SCI date at which documents are sent out placed on the Council’s web site (Reg. 27) • Consideration by the Council of representations made to it • Consider meeting those whose objections do not go to the heart of the • If the Council is unable to accept a representation because it is unlawful strategy to see how their objections might be overcome it will be returned to the person who made the representation and they will be advised as to why the representation cannot be accepted. They will be informed that they may make further lawful representations provided they are received within the notified six week consultation period

Submission of SCI • Submission document and associated matters statements of pre- • Email alert to groups and individuals on LDF database advising of date document and information submission consultation and public participation to include number of of the Council Executive meeting that will consider the consultation to Secretary of State (Reg. representations, summary of main issues raised and how they were material 28 and 29) addressed) sent to the Secretary of State • Press release • make this information available for inspection as previously • Acknowledgement of representations made Publish on Council web site the documents, the title of the DPD, subject • Front loading means no additional community engagement would be matter and area covered, the DPD, suitable supporting documents, the appropriate at this stage person to whom and where representations should be sent and in what form and period of consultation, a statement that representations can be accompanied by a request to be notified of examination or adoption of the document and the pre-submission consultation statement • Send to required specific consultation bodies and other bodies thought appropriate at the time of the last consultation the SCI, the pre- submission consultation statement and same supporting documents sent to the Secretary of State if relevant to the body, notice of the DPD matters, (i.e. the title of the SCI, subject matter and area covered, the consultation period and the name and address to which representations should be sent) and where and when the DPD can be inspected • Give notice by local press advertisement in at least 1 local newspaper of the title of the SCI, subject matter and area covered, the consultation period and the name and address to which representations should be sent) and where and when the SCI can be inspected • Notify anybody who requested to be notified of submission of the SCI to the Secretary of State • Consultation period of 6 weeks (29)

Representations on SCI As soon as practicable after consultation: Reg 31) • make available copies of representations made at location(s) used previously under Reg. 26a. (i.e. only the Council's Shute End Offices) • If practicable publish the representations made on the Council’s web site (31) • send to the Secretary of State a statement of the total number of representations made, copies of the representations, a summary of the main issues raised or a statement that no representation has been made (4 paper copies and 1 electronic)(31) Public Examination (Reg. • At least 6 weeks before the Examination, give notice in a local • Front loading means no additional community engagement would be 34) newspaper of the name of the person appointed to hold the Examination appropriate at this stage and the time and place • Press release • Publish same details on web site • Notify all people in the LDF database • Notify anybody who made representations that they have not withdrawn with the same details The Inspector's Programme Officer will be in place and can be contacted about the Examination

Publication of Inspector’s • As soon as practicable after the binding report has been received by • Front loading means no additional community engagement would be Report on the SCI (Reg. Wokingham District Council we will publish the recommendations and appropriate at this stage 35)and simultaneous reasons concerning the SCI on the Council web site, give notice to • We will publish the adopted SCI on the Council's website adoption (Reg. 36) people who requested to be told and make the recommendations and • Press release reasons available for inspection during office hours at the Council’s • Seek to revise the Development Control Charter to take account of the Shute End Offices adopted SCI • The Council will do this either when it adopts the SCI or as soon as • Notify all people in the LDF database practical after a direction has been issued by the Secretary of State • Adopted document and adoption statement made available for inspection at the Council’s Shute End offices • Publish the adoption statement on the Council's website • Notice by local advertisement of the adoption statement and when and where the report document can be inspected • Send the adoption statement to anyone who requested to be notified of adoption • Send the SCI and the adoption statement to the Secretary of State

APPENDIX 4

This list relates to successor bodies where reorganisation has occurred.

Statutory Consultees (Specific Consultation Bodies) for Local Development Documents It is mandatory under the Town and Country Planning (Local Development) (England) Regulations 2004, to consult the following bodies if they will be affected. The bodies with a star against their name are not required to be consulted in respect of Statements of Community Involvement under the provisions of Regulation 25(2) • Regional Planning Body - South East England Regional Assembly (SEERA) • South East England Regional Development Agency - SEEDA* • County Councils • Adjoining LPAs - Royal Borough of Windsor & Maidenhead, Bracknell Forest B C, Reading B C, West Berkshire D C, Hampshire County Council, Hart D C, Basingstoke and Deane D C, Oxfordshire County Council, South Oxfordshire D C, Buckinghamshire County Council, Wycombe D C • Town and Parish Councils in Wokingham District and adjacent to our boundaries (see next page) • Environment Agency* • Countryside Agency* • English Nature* • Historic Buildings and Monuments Commission for England (English Heritage)* • Strategic Rail Authority* • Highways Agency • Relevant Telecommunications companies* • Strategic Health Authority* - Thames Valley Strategic Health Authority • Relevant Electricity and Gas companies* - Scottish and Southern Electric, Transco • Relevant Sewerage and Water undertakers* - Thames Water Utilities, South East Water As well as Government Office for the South East (GOSE)*

Specific Consultation bodies for the scope of sustainability appraisals • Environment Agency • Countryside Agency • English Nature • Historic Buildings and Monuments Commission for England (English Heritage)

APPENDIX 4 continued

Statutory Consultees: Town and Parish Councils

Wokingham District Arborfield and Newland Parish Council Barkham Parish Council Charvil Parish Council Earley Town Council Finchampstead Parish Council Remenham Parish Council Ruscombe Parish Council Shinfield Parish Council Sonning Parish Council St Nicholas Hurst Parish Council Swallowfield Parish Council Twyford Parish Council Wargrave Parish Council Winnersh Parish Council Wokingham Town Council Wokingham Without Parish Council Woodley Town Council

Neighbouring Authorities Beech Hill Parish Council Binfield Parish Council Bix and Assendon Parish Council Bracknell Town Council Bramshill Parish Council Burghfield Parish Council Crowthorne Parish Council Eversley Parish Council Eye and Dunsden Parish Council Fawley Parish Council Grazeley Parish Council Hambleden Parish Council Harpsden Parish Council Heckfield Parish Council Henley-on-Thames Parish Council Hurley Parish Council Medmenham Parish Council Sandhurst Town Council Sherfield on Loddon Parish Council Shiplake Parish Council Waltham St Lawrence Parish Council Wokefield Parish Council Yateley Town Council

APPENDIX 5

This list relates to successor bodies where reorganisation has occurred

Other Consultees Used by the Council for the Local Development Framework

General Consultation Bodies It is required under the Town and Country Planning (Local Development) (England) Regulations 2004, to consult the following bodies where appropriate.

1. Voluntary bodies some or all of whose activities benefit any part of the District Bodies representing the interests of 2. Different racial, ethnic or national bodies in the district 3. Bodies which represent the interests of different religious groups in the District 4. Bodies which represent the interests of disabled persons in the District 5. Bodies which represent the interests of persons carrying on business in the District

The Council has identified the following general categories of group to consult. Groups may appear in more than one category. For example many who appear in the education, health and welfare category are also voluntary groups.

Type of Group Examples Resident/Individual Statutory Consultee Specified bodies in Regulations (as Appendix 4) Local Planning Authorities/Government Town and Parish Councils Adjoining District and Borough Councils plus GOSE and others in Blackwater Valley e.g. Surrey Heath B C Youth Wokingham Childrens and Young Peoples Service, educational establishments Elderly Age Concern Berkshire, Officers in WDC Developers, Consultants, Agents Business/Retail Wokingham Chamber of Commerce, SEEDA, Slough Estates Housing: Public Registered Social Landlords, Officers in WDC Housing: Private National Housebuilders' Federation Community/Residents' Association Tenants Groups, community wardens, Loddon Area Action Group Faith Churches, Ramgarhia Sabha Community Centre, Reading Hindu Temple Education/Health Welfare Learning Partnership, Wokingham PCT, Citizens Advice Bureau Sports/Leisure/Arts/Tourism Sport England/ Council's leisure and sports provider, Wokingham Arts Partnership, British Horse Society Heritage/Environment BBOWT, Council's Conservation Officer, archaeological consultant Landowners/Farming University of Reading, Farley Farms Transport Local bus and rail operators, cycling groups, Dept for Transport, motoring organisations, transport user groups Emergency Services/Utilities Gas, water, electricity and sewerage, Berks fire and rescue service, Thames Valley Police Ethnic Reading Council for Racial Equality, Gypsies and Travellers, BME Forum Disability Groups Wokingham Area Action Group Voluntary Groups Wokingham CVA None of the above No assigned category

Other Consultees

In addition the Council will also consider consulting the agencies and organisations listed in Appendix E of Planning Policy Statement 12: Local Development Frameworks where appropriate to the document in production.

The Council keeps a database of those who have indicated that they wish to be consulted or kept informed on the production of the Local Development Framework. This list includes groups and individuals. Contact the Development Plans Team on 0118 974 6478 or email [email protected] if you wish to be included on the database or deleted from it or require information on the record held with your details. The Council has available on request lists of organisations, which have asked to be consulted on particular types of documents.

APPENDIX 5 continued

General Consultation Bodies in LDF Database at September 20053

1st St Sebastian's Scout Group Beazer Strategic Land 2nd Crowthorne Scout Group Behaviour and Emotional Support Team 3M Bell Cornwall Partnership (BCP) 3rd Finchampstead Guides Berkley Strategic Land Ltd 3rd Winnersh Brownies Berks & Wilts Business Link A Cause for Concern Berks, Bucks & Oxfordshire Wildlife Trust A G McColl Berkshire and Oxfordshire Farming and Ability Housing Association Wildlife Advisory Group Acadamy of Dance Berkshire Archaeology ACP Ltd Berkshire Association of Clubs for Young Adam Holmes Associates People Adkin - Rural & Commercial Berkshire Association of Local Councils Age Concern Berkshire Berkshire Junior Chess Association Aldi (UK) - Camberley Berkshire Learning & Skills Council Aldington Craig & Collinge Berkshire Tai Chi All Saints Church Bewley Homes plc Alliance Environment & Planning Biffa Waste Services Ltd AM Planning Consultants Binfield Residents Association Ancient Monuments Society Bircham Dyson Bell Andrews Kalik Harris Partnership Bishops Move Anthony Smith Partnership Blandy and Blandy Solicitors Antler Homes Southern Blue Arrow Apollo Youth Club BME Forum (Black & Minority Ethnic) Arcadia Group plc Bonham Homes Argos - Wokingham Boots Group Plc Arriva (The Shires) Bovis Homes Ltd Arundel Corporation Property Investment Boyer Planning Ltd ASDA Bracknell & Wokingham College Asian Young Womens Project Braden Chartered Surveyors Association of British Drivers Breastfeeding Network Association of Central Earley Residents Brian Barber Associates Athritis Care British Aerospace Pension Funds Atisreal for Royal Mail Group British Franchise Association Atomic Weapons Research Establishment British Geological Survey ATSS British Horse Society Aukett Europe British Red Cross Avia Technique Ltd British Wind Energy Association Azlan Training Broadway Malyan Planning Ltd Babtie Group Brookside Group GP Practice BAE Systems Investment Management Ltd Bryant Development Ltd Bang and Olufsen UK Ltd Budgens Stores Limited Bangladeshi Association (Greater Reading) Bulmershe Youth and Community Centre Barbados and Friends Association Burgess Partnership Barclays Bank Plc Burma Hills Surgery Barratt Plc (Maidenhead) C B Hillier Parker Barton Willmore Planning Partnership C Howard King & Partners BDS Cala Homes South Ltd Bearwood Play Group California Association Bearwood Property Consultants Calleva Design Services

3 This list will change over time as new groups and individuals wish to be added to the database or removed from it.

Campaign for Real Ale Day Tanner Partnership Ltd Campaign to Protect Rural England Deal Varney Cantley House Hotel Defence Estates South East Carebuild Ltd DEFRA Carole Group Denham & Co Carter Jonas Denton & Gibson Ltd Catalyst Housing Group Derek Cann Architectural Services Cedar House GP Surgery Derek Lovejoy Partnership Celexa Real Estate Development Land and Planning Centex International Consultants Central Berks Education Business Development Planning Partnership Partnership Deya Ltd Centre for Ecology & Hydrology (CEH) DGD Planning Chancerygate Group Limited DHA Architecture Charles Church Diddy Dancers Charles Planning Associates Diocese of Oxford Charvil Village Society Disabled Living Foundation Cheney's Surveyors Dixon Pel Pozzo Cherwell Housing Trust Dorothy Perkins/Burtons Children & Young People's Service DPDS Consulting Group Christopher Strang Associates Dressors Church of the Holy Ghost Dreweatt Neate Churches Together (East Reading & Earley) Drivas Jonas Churches Together in Wokingham DTZ Pieda Consulting Citizens Advice Bureau Dunster & Morton Cliff Walsingham and Co Dwyer Management Coeliac (UK) Berkshire E V Consultancy Colin Dawson & Associates E V Hall (Farms) Ltd Commission for Architecture and the Built Earley & Woodley Stroke Club Environment (CABE) Earley Bus & Mobile Information Centre Commission for Rural Communities Earley Centrepoint Youth Centre Community Council for Berkshire Earley Day Centre Community Law Partnership Solicitors Earley Local History Group Community Voluntary Action Earley Rise Residents Association Conservative Party Early Years Development and Childcare Co-Op Group Partnership Copas Partnership Edinburgh Woollen Mill Corndale Estates Edward Court Hotel Council for British Archaeology Edward Mason Developments Country Land & Business Association Edwards Irish Partnership Countywide Travel Elite Sports & Leisure Ltd Court Housing Association Ely Planning Consultancy Courtney Coaches Emmbrook & Evendons Action Group for CPDA Berkshire Sustainable Development Cranstoun Drug Services Emmbrook Residents Association Crazies Hill Residents Association Energis Crest Nicholson Plc Enfusion - Environment Planning and Crispin Wride Architectural Design Studio Management for Sustainability Criterior Asset Management Englefield Estate Crown Castle UK Ltd English Partnerships Crown Estate EPCAD Crowthorne Baptist Church - Youth Activities Esporta Crowthorne Chiropody Clinic Eternity Nightclub & First Bowl Crowthorne Family Chiropractic Centre Eurogolf Course Construction & Crowthorne Village Action Group Management Culver Lane Allotments Fairfax Gerrard Holdings Ltd Cyclist Touring Club (CTC) - 'Right to Ride' Fairview New Homes Dalton Warner Davis Farley Court Residents Association Dance Energy Farley Farms and Estate D'arcy Soar Faulkners David Lloyd Leisure Feast Catering and Marquee Hire David Syrad Architects Federation of Small Businesses David Wilson Homes Finchampstead and Barkham Relief in Davis Planning Sickness Fund

Finchampstead GP Surgery Innovision Research and Technology plc Finchampstead Society Irvin Brothers Printers Finers Stephens Innocent Izod Design First Beeline J A Pye (Oxford) Ltd Focus James Barr Forestan James Cubitt And Partners Forestry Commission (SE) Jamme Masjid Reading Foster Wheeler Ltd JAYERS - (Counrty & Western Dance Club) Freight Transport Association Jenkins Partnership Friends of Highwood JobCentre - (Reading Regional Office) Friends of the Earth Joel Park Residents Association Friends, Families and Travellers John Day Froghall Residents Association John Lewis Partnership - Property Division Fujitsu Siemens Computers Ltd Jon Rowland Urban Design Gala Leisure Jones & Day Geoffrey Prince Associates Just around the Corner Project George Wimpey West London Ltd K3 Consulting Ltd Gerald Eve Keep Mobile Gilbert Homes Ltd Kemp Muir Wealleans Girl Guiding Royal Berkshire Wokingham Kennedy Garden Centres Ltd Division Kevin Neary Associates Gleeson Homes Ltd King Sturge & Co Grays Farm Kingfisher Housing Association Great Langborough Residents' Association Kingsmew Ltd Great Western Trains Company Labour Party Regional Office Gregory Gray Associates Laing Homes Limited Grundon Waste Management Ltd Legal & General Investment Management Gujarat Samaj (Reading) Leisure Connections plc GVA Grimley Lennon Planning Ltd Hall Hunter Partnership Levvel Halson Mackley Partnership Liberal Democratic Party Hamilton Associates Architects Ltd Liberty Hanson Aggregates SE Region Licenced Victuallers Association Harbour Property Group Ltd LIDL (UK) Hare Hatch and Kiln Green Residents Life Long Learning Partnership Association Lightning Design Ltd Haslams Linden Developments Plc Hawkins Brown Lindon Homes (SE) Ltd Heath Hill Road Doctors Surgery Lloyds Pharmacy Ltd Henley Society Local Chamber Relationship Member Hennerton Residents Association Loddon District Scout Council Henry Street Garden Centre Loddon Residents Association Hewlett Packard Ltd Loddon Vale GP Practice Hicks Baker Loddon Valley Action Group Hicks Developments Ltd London & Cambridge Properties Ltd Hilton Bracknell Lovell-Jones Hives Partnership Planning Luff Group Holmes Place Health Club Lyons & Sleeman & Hoare Holt Copse Conservation Volunteers Macrovision Holt Walters Maiden Earley Retirement Club Home Builders Federation, Southern Region Maiden Erlegh Residents Association Horseman Coaches (MERA) Housing Corporation Maidenhead & District Housing Association HSBC Bank Malcolm Judd & Partners Hungerford Design Mark Leedale Planning Hurst Village Halls Marks & Spencer plc Hurst Village Society Martin & Pole Ian Baseley Associates Martin Butler Partnership Ltd Iceland Maurice Day & Associates Iman Housing Association McCarthy & Stone Indian Community Association Meadow Residents Association Indian Cultural Service Meadridge Residents Association Indian Workers Association Merlin - Project Management ING Direct Michael Griffiths

Michael Hardy & Co Perseverance Works Michael Shanley Homes Persimmon Homes (SE) Ltd Microsoft UK Ltd Peter Taylor Associates Ltd Mill at Sonning (Theatre) Ltd Peter W.J.Leigh Millgate Homes PHAB Mizuno Corporation UK Phillips Planning Services (PPS) Mobility Advice and Vehicle Information Pilates Service Pinewood & District Residents Association Mono Consultants Ltd Pinewood Allotment Association Montagu Evans Pinewood Football Club Morgan Cole Pinewood Gymnastic Club Morrisons Pinewood Judo Club Morse Property Consultants Pinewood Miniature Railway Society Moss Pharmacy Pinewood Starr Boxing Mott McDonald Pinewood Teeners Mouchel Consultancy Ltd Plan and Design Company M-Scan Ltd Planmanor Ltd Mulhern Properties Ltd Planning & Development Partnership Multiple Sclerosis Society Planning Bureau Ltd Multistates Ltd Planning Perspectives NA Samuel Consultancy Powell Tolner & Associates Nashgrove Lane Residents Association Power Investments Ltd Nathaniel Lichfield Priest Avenue Residents Association National Amusements (UK) Ltd Prince's Trust National Farmers Union Princess Royal Trust Carers Service National Radiological Protection Board Principles National Trust Project Planning Associates Ltd Nationwide Building Society Prospect Nationwide Motorcycle Training Scheme Pro-vision Planning Design Natwest Bank Plc PRP Architects Neighbourhood Watch Coordinator: Lea Prudential Property Division Court R Willoughby & Sons Ltd Netto Foodstores Limited RAC Foundation for Motoring Network Rail RADAR New Look Retailers Ltd Ramblers Association New Malvern Residents Association Ramgarhia Sabha Community Centre New Wokingham Road Surgery Raphael Vive & Co Newbury Building Society Rapleys Nigel H Langley, Chartered Surveyor Ratcliffe Duce & Gammer Nike Group Ravenswood Village Nirvana Health Club Readibus North British Housing Association Ltd Reading & Wokingham Mencap Norwood Reading Area Cycle Campaign NTL Reading Asian Group Number One Club & Model Railway Club Reading Borough Council: Museum Service Office of the Deputy Prime Minister Reading Chinese School Office Principles Reading College Older Persons Forum & Twyford & District Reading Council for Racial Equality Age Concern Reading East Allotment Society Omega Partnership Ltd Reading Hindu Temple Oracle Corporation UK Ltd Reading Islamic Centre P R Newman (Property Consultants Ltd) Reading Moat House Hotel Pakistan Community Centre Reading Muslim Council Palm Paper Ltd Reading Muslim Women's Association Pamidas Ltd Reading Transport Ltd Parish of Sonning & Charvil (Rev Forrer) Rectory Road (GP) Medical Centre Parkman Red Diamonds for the Disabled Parkside Family (GP) Practice Red Kite Development Consultancy Parochial Church Council Redrow Homes Southern Ltd Paul Johnson Architects Rehab. Officer Teaching Group Peacock and Smith Remenham Residents Association Peacocks Rentokil Initial Plc Pelco UK Rialto Homes Pentre Stables Richard Knight Associates

Richard Worth Estate Agents St Paul's Church RMC Aggregates St Sebastian's Church Robert Adams Architects St Sebastian's Wokingham Band Robert Lombardelli Partnership Standard Life Assurance Company Robert Rigby Stewart Ross Associates Robert Shaw Planning Stiles Harold Williams Robert Turley Associates Ltd Stratfield Saye Estate Robin Bradbeer Ltd Stuart Micheal Associates Rockmartin Capital Group plc SUSTRANS Rockwell Collins Swallowfield Medical Practice Roger Bullworthy Associates T A Fisher & Sons Ltd Roger Platt T P Bennett Roger Tym & Partners Tapper Associates Roger Wenn Partnership Ltd Taylor Homes Ltd Romans Commercial Taylor Woodrow Developments Ltd Rose Street Residents Society Tenants Representative Forum Royal Air Force Association Terence O'Rourke Plc Royal Berkshire Fire and Rescue Service Tesco plc Royal Institute of British Architects (RIBA) Tetlow King Royal Institution of Chartered Surveyors Thames Travel Royal National Lifeboat Institute (RNLI) Thames Valley & Chiltern Air Ambulance Royal Society for the Protection of Birds Thames Valley Central Transport 2000 RPS Chapman Warren Thames Valley Chamber of Commerce S J Berwin & Company Thames Valley Consortium SAGE - Earley Thames Valley Economic Partnership Sage Enterprise Solutions Ltd Thames Valley Environmental Records Sahara Asian Womens Project Centre Sainsburys Supermarket Ltd - HQ Thames Valley Housing Association Salmon Developments plc Thames Valley Police Salvation Army Thames Valley University Sanctuary Housing SE Ltd Thames Water (Property) Sane Planning in the South East (SPISE) The AA Motoring Trust SAS Cargo International The Bird in Hand Hotel Save Plough Lane Action Group The Garden History Society Savills The Georgian Group Scott Wilson The Great House at Sonning Scottish & Newcastle Breweries The Gypsy & Traveller Law Reform Coalition SDA The Haines Hill Estate SEBEV Search and Rescue The Mill House Sedgeman Noble Architects The Pathwar Social and Cultural Association Selway Moore Limited The Raven Group Senior Citizen's Open Forum (SCOF) The Road Haulage Association Shinfield Rise Residents Association The Theatres Trust Sigma Planning Services The Twentieth Century Society Silverdale Youth Centre The Victorian Society Silverstock Farm Thornfield Estates Ltd Simmons & Sons Tony Thorpe Associates Simon Cooper Associates Ltd Tourism South East Sindlesham Court Ltd Town Planning Consultancy Ltd Siri Guru Singh Sabha Gurdwara (Reading) Toynbee Housing Association SITA UK Trademark Windows Ltd Slough Estates Transept Consulting Ltd Smith-Woolley Chartered Surveyors Transport Research Lab. (TRL) Society for the Protection of Ancient Trinity Church Buildings Trustees of M V Read Somerfield Try Homes Sonning & Sonning Eye Society Tudor House Surgery (GP) Medical Centre South West Trains TV Energy Southern Sudanese Welfare Association Twyford & Ruscombe Womens Institute Sport England (SE) Twyford (GP) Surgery St Andrews Church Twyford Village Centre Management Intiative St James Group Ltd Twyford Youth and Community Centre St John's Church UKIP St Nicholas PTA University of Reading

Urdu Society, Reading Wokingham Friends of the Earth Vail Williams Wokingham History Group Vineyard Church Wokingham Independent Traders Society Voluntary Youth Network Wokingham Karate Club Wadworth & Co. Ltd Wokingham Lions Club Waitrose Wokingham Mencap Warden Housing Association Wokingham Methodist Church Wargrave (GP) Surgery Wokingham Mobility Wargrave Youth Club Wokingham PCT Wave Project Wokingham Photographic Weavaway Wokingham Primary Care Trust (PCT) Wee Waif Lodge Wokingham Rotary Club Weightman & Bullen Wokingham Round Table West Build Homes Ltd Wokingham Sheltered Housing Forum West Drive (Sonning) Residents Wokingham Society West Indian Womens Circle Wokingham Theatre West View Wokingham Times Westbuild Homes (Reading Ltd) Wokingham TCMI Westbury Homes Wokingham Villages Youth Project WH Smith Wokingham Volunteer Centre White Young Green Planning Wokingham Welsh Society Wildernes Road (GP) Surgery Wokingham Without Community Association Windlesham Motorcycle Club Wokingham Youth & Community Centre Winkworth Machinery Ltd Wokingham Youth Centre Winnersh & District Historical Society Wokingham/Crowthorne Table Tennis Club Winnersh Court Residents Association Wood Frampton Town Planning Consultants Winnersh Dance Club Woodley & Earley Lions Club Winnersh Residents Action on Planning Woodley Age Concern WM Graham Associates Woodley Airfield Youth Centre Wokingham & District Assoc. for the Elderly Woodley Baptist Church Wokingham Afternoon Townswomens Guild Woodley Centre (GP) Surgery Wokingham Area Access Group Woodley Family Centre Wokingham Careers Centre Woodley Land & Property Investment Co Ltd Wokingham Carers Forum Woodley Town Centre Initiative Wokingham CCI Woodley Towns Womens Guild Wokingham Citizens Advice Bureau Woodley Woollies Wokingham Constituency Labour Party Woolf Bond Planning Wokingham Council for Voluntary Youth Woolworth Group Plc Services Woosehill (GP) Surgery Wokingham District Arts Council Wyevale Garden Centre Wokingham District Scout Council Yoga GP Wokingham District Sports Council Youth Consultation Group Wokingham Evening Townswomens Guild Youth Parliament Wokingham Forum for the Elderly

APPENDIX 6

Local Development Framework Project Board

This group has officer representatives from the following areas

Corporate Head of Strategy and Partnerships (Chair) Strategy and Partnerships • Development Plans Team • Housing Strategy and Development • Partnerships - Local Strategic Partnership liaison • Policy Manager Social Inclusion

Property: Asset Management Planning Services Transport Cultural Services and Development Community Care - older people Education • Children and young people • Schools planning Communications and marketing Consultation Officer Information Technology

This group would be used to 'sign off’ a statement of actual consultation for the Inspector appointed to hold an Examination on any Local Development Document. The terms of reference for the group are shown below.

Local Development Framework Project Board Terms of Reference

Background The Local Development Framework Project Board is a corporate steering group comprising officers from Wokingham District Council, chaired by the Corporate Head of Strategy and Partnerships. The Corporate Head of Strategy and Partnerships has responsibility for overseeing the programme. The Head of the Development Plans Team has day-to-day programming, staff and resource management responsibilities.

Terms of Reference 1. To manage and develop the production of the Local Development Framework and ensure the implementation of its processes

2. To monitor progress on the production of the LDF against the published timetable in the Local Development Scheme

3. Officers of the project board are to act as representatives of their individual service areas and also be responsible for ensuring that key corporate stakeholders in their service areas are kept informed of the work of the group and any matters that arise that may affect their service

4. To ensure that the necessary level of corporate resources are made available for the production of the LDF

5. Alert services to the need for timely inputs into production of the various documents that comprise the LDF

6. Report progress quarterly through the Chairman of the group to the Council's Corporate Management Team

7. Ensure co-ordination between the LDF and other strategies e.g. Local Transport Plan, Community Strategy and Corporate Plan

8. Undertake verification and quality control of materials produced by the Development Plans Team e.g. signing-off consultation materials, statements and results

9. Report progress and recommendations to Members and seek pertinent decisions from them through the existing political structures of the Council

10. Co-ordinate information sharing between services to prevent duplication of effort in research and the monitoring of relevant targets and indicators

The project team is also aware that if it is to achieve the level of involvement with the Community to which it aspires, it needs to take on the following underlying principles in managing the process:

• A structured approach • The use of adequate staff, IT and financial and resources for the tasks involved so that they are fit for the purpose • Clear, timely and effective communication appropriate to the context and stage and the identification of who and when to involve • A proactive approach to the hard to reach groups through the roll out of the Council's Social Inclusion Plan and making use of the experience of the Social Inclusion Officer and the groups with which she has contact • Develop standards, compacts or protocols where this would aid trust and help to sustain partnership working • Engage developers and landowners in the consultation process • Consider where support and training, workshops and the production of guidance notes or fact sheets can: assist in raising awareness and understanding of complex issues, prevent unrealistic expectations about what can be achieved and help under-represented groups to participate • Bring out and address difficult issues • Focus on delivery, including considering the priorities of the Corporate Plan • An early and sustained process with the aim of developing consensus early on • Corporate working and decision making advised by the views of a wide range of participants • Reporting on progress to key groups and residents

The principles and techniques of Community Development will be very much applicable to consultation on the Local Development Framework.

APPENDIX 7

Tests for Soundness of the Statement of Community Involvement

The purpose of the independent examination of the Statement of Community Involvement is to consider whether or not it is ‘sound’. The Planning Inspectorate who will undertake this testing of the document will do it in the context of the statement in paragraph 3.10 of Planning Policy Statement 12 (PPS12) which is as follows:

The presumption will be that the statement of community involvement is sound unless it is shown to be otherwise at the examination.

PPS12 sets out the following 9 tests for ‘soundness’.

The Planning Inspector will determine whether: i the Council has complied with the minimum requirements as set out in the Town and Country Planning (Local Development)(England) Regulations 2004

ii the Council’s strategy for community involvement links with other community involvement initiatives e.g. Community Plan

iii the Statement of Community Involvement identifies in general terms which local community groups and other bodies will be consulted

iv the Statement of community Involvement identifies how the community and other bodies can be involved in a timely and accessible manner

v the methods of consultation to be employed are suitable for the intended audience and for different stages in the preparation of local development documents

vi resources are available to manage community involvement effectively

vii the Statement of Community Involvement shows how the results of the community involvement will be fed into the preparation of development plan documents (DPDs) and supplementary planning documents (SPDs)

viii the Council has mechanisms for reviewing the Statement of Community Involvement

ix the Statement of Community Involvement clearly describes the Council’s policy for consultation on planning applications

The Planning Inspectorate produced guidance for testing the soundness of Statements of Community Involvement and Development Plans in December 2005. This is available on the Planning Inspectorate's website at http:// www.planning- inspectorate.gov.uk/pins/appeals/local_dev/soundness_of_dpd.htm It is a useful guide for those who wish to make representations.

Tests for Soundness of the Development Plan Documents

PPS12 at paragraph 4.24 sets out the following 9 tests for ‘soundness’ for Development Plan Documents.

The Planning Inspector will determine whether:

Procedural i it has been prepared in accordance with the local development scheme ii it has been prepared in compliance with the statement of community involvement, or with the minimum requirements set out in the Regulations4 where no statement of community involvement exists iii the plan and its policies have been subjected to sustainability appraisal

Conformity iv it is a spatial plan, which is consistent with national policy and in general conformity with the regional spatial strategy for the region or, in London, the spatial development strategy and it has properly had regard to any other relevant plans, policies and strategies relating to the area or to adjoining areas v it has had regard to the authority's community strategy

Coherence, consitency and effectiveness vi the strategies/policies/allocations in the plan are coherent and consistent within and between development plan documents prepared by the authority and by neighbouring authorities, where cross boundary issues are relevant vii the strategies/policies/allocations represent the most appropriate in all the circumstances, having considered the relevant alternatives, and they are founded on a robust and credible evidence base viii there are clear mechanisms for implementation and monitoring, and ix the plan is reasonably flexible to enable it to deal with changing circumstances

4 The Town and Country Planning (Local Development) (England) Regulations, 2004.

APPENDIX 8

Delivery Targets from the Development Control and Enforcement Customer Charter for Planning Applications

Activity Target (time) from date of receipt 1. Pre-application discussions for major 42 days (6 weeks) applications only (Council's definition -10 or more (subject to complexity) houses or commercial development exceeding 500sq m) 2. Submitting a planning application - Checking Register 95% of valid applications within 3 validity, registration and acknowledgement working days of receipt 3. Making the decision - Determination of all planning applications Government Target 80% within 8 weeks - Determination of all major applications Government Target 60% within 13 weeks - Determination of all minor applications Government Target 65% within 8 weeks - Determination of all 'Other' applications Government Target 80% within 8 weeks - Issuing of Decision Notice Issue 90% of decisions within 3 days from date of signing off 4. Approval of Conditions/Refusal - Decision on submitted details in respect of a 20 working days condition (80% of written communications to be responded to within 20 working days) - Decision on proposed amendments on an application (80% of written communications to be 10 working days responded to within 10 working days)

All the above are target times and whilst every endeavour will be made to meet these timescales there will inevitably be circumstances, due to the complexity of the issues involved where these timescales may not be met.

APPENDIX 9

THE AREA

Characteristics of the area

A9.1 Wokingham District has a mosaic of towns and parishes. The market town of Wokingham sits in the south east corner of the district. To the west are communities of Woodley and Earley that adjoin the suburban areas of Reading but are distinct from it. Between the two and to the north and south of these built-up areas is countryside with flood prone river valleys, open fields and enclosed woodlands served by small villages. The M4 motorway runs east to west through the centre of the district and the principal built up areas have rail connections to Reading, London, and Gatwick.

A9.2 The Wokingham district lies at the centre of a thriving regional economy, characterised by modern businesses providing excellent employment opportunities for a predominantly skilled and articulate population. The number of households with access to a computer is high. Use of the Council's website for consultation may therefore be expected to have a wide reach, including those who may find it difficult for mobility reasons to have access to the Council offices. The Council has 10 libraries, including container and mobile library vans. Libraries are well used.

A9.3 The 2001 census indicates that the district has a population of over 152,000 people, an increase of about 6,000 (4%) since 1991. The population as a whole is younger than both the Berkshire and national averages. However, it is ageing (with 11% retired) so the district will have more elderly residents in the next ten years. The minority ethnic population has grown from about 2% to 6% since 1991. The ethnic minority population has no one group that is significantly larger in size than others.

A9.4 The district is, on average, prosperous: 70% of the population is in work with only 1.6% unemployed at the time of the census – one of the lowest levels in the country. People in work had an average household income of £49,000 in 2001. However, this does not mean that everyone enjoys a high standard of living and there are identified pockets of relative social deprivation. A presentation to the Council’s Economic Forum by the South East England Development Agency (SEEDA) in 2004 indicated that although the Gross Domestic Product of the Thames Valley was the highest in the South East Region and incomes were high on average, the disposable income of families was the lowest in the South East.

A9.5 Family units are getting smaller with an increasing number of single and two person households and evidence to suggest that couples are deciding to have children later in life than previously.

A9.6 84% of households are owner-occupiers with 46% living in detached homes. The average cost of a home was around £225,000 in 2001. H M Land Registry figures show this had risen to £262,795 by May 2005. Affordability of housing for many groups has become an issue. This affects recruitment and retention in public services, including planning staff and may have a direct impact on the resources available for the preparation of the LDF and community engagement through the SCI.

A9.7 We expect the number of school age children to grow in the short term. However, by 2006 we expect a fall in pupil numbers overall, though this pattern may not be uniform across the district. The inherited geographical distribution of schools from the former County Council will be an issue in the LDF.

Communities of place and interest

A9.8 Most settlements have a village or community association of some type but there is no one dominant centre in the district where people come together. Public consultation on the Local Development Framework in autumn 2004 suggests that loyalties are to individual settlements rather than to the District as a whole.

A9.9 There are over 350 Voluntary Groups operating in the district. For any one special interest group there may be a number of separate providers or organisations meeting local needs. For example disability access issues are partly met from organisations based outside the district. This may have an effect on the response rate to consultation, as provisions of a Wokingham Local Development Framework may not seem immediately relevant to an organisation based in Reading. Wide publicity through a number of newspapers may help to alleviate this problem, together with the use of existing forums to reach the wider audience.

A9.10 Particular groups that will need to be consulted and who are not included as statutory consultees in the Regulations will include the principal racial and ethnic groups, including a small mixed group of Romany Gypsies and Irish Travellers who are particularly found in the South of the district, but also around Twyford.

A9.11 In addition to local residents as a whole and statutory consultees, such as Town and Parish Councils, the following groups should be part of the consultation:

• the rural community • young people • older people • service providers • business • town centre initiatives • arts, sports and tourism bodies • faith groups • the army • transport operators and user groups • environmental groups • housing bodies • landowners (including farmers) and developers • voluntary bodies

This would ensure that a broadly representative sample of the population has been consulted and take account of the Council’s Corporate priorities.

Existing Consultation

Current Processes for consultation that can be built upon

Draft Consultation Strategy A9.12 The Council has policies on consultation in its draft Consultation Strategy for the period 2004 to 2007. This sets out the role of the Council's consultation service. It sets out standards for consultation, use of results and reporting. It includes reference to existing protocols and compacts. Active consultation takes place and the Council is committed to ensuring that the views of local people inform the Council policies and the delivery of services and infrastructure.

Website A9.13 We have evidence that the Council’s web site is well used by residents, which is unsurprising given the high level of ICT literacy amongst the community. The adopted

local plan and proposals map is available to view on the website. The website is also used to report results of consultation on planning and other matters.

A9.14 Planning applications, including the plans and forms can also be viewed electronically. The Council's web site, libraries, leaflets, letters, local and Council newspapers and the media are all used to publicise the opportunities for comment. There are about 160 visitors to the planning reception each week, measured in October 2004. This suggests that planning is high profile with local people, and professionals.

Citizens Panel A9.15 The Citizens Panel is an increasingly successful means of seeking views and testing ideas on a wide variety of issues. It comprises approximately 2000 people. It is used primarily for looking at whole district issues. The panel is consulted 5 times a year, has a good response rate and focus groups can be formed from it. It was refreshed in 2003.

Conferences, forums and panels A9.16 Formal area representation is through the 3 Town and 14 Parish Councils. The Authority holds a District Parish Conference twice a year in January and July.

A9.17 In addition to this, current practice is for consultation to take place through various forums. Through these dialogue has been established with youth, the Black and Minority Ethnic community and town and village partnerships. Some dialogue is at an early stage.

A9.18 An economic development forum has recently been set up and is in the process of becoming established, but businesses are still considered to be hard to reach.

A9.19 Use is made of panels, including one for planning service users.

A9.20 There are also occasional polls and workshops.

Previous Local Plan Consultation A9.21 The Council consulted on the adopted local plan using a wide variety of methods. Particularly successful were manned exhibitions in places where people congregate in large numbers e.g. shopping malls. A telephone survey of a representative sample of the District population was used to test awareness of consultation and options. The Council also ran exhibitions and workshops in conjunction with competing developers in an area where a major development of 2,500 houses was proposed through the plan. This exceeded statutory requirements, developed relationships and improved understanding of the planning process. However, few local residents become engaged in shaping the development to meet their needs as they considered it would prejudice their opposition to the principle of development. Such views may affect the ability of the Council to successfully engage local communities and achieve a partnership approach to consultation.

Community Strategy Consultation A9.22 A Community Strategy - Building on Success was published by the Local Strategic Partnership (LSP) in March 2003. The simple idea that underlies the community strategy and its delivery is a positive one. If organisations, groups and individuals that deliver services and support can agree on key priorities and targets to meet the needs and ambitions expressed by local people, and if they are willing to tackle these challenges together, then they have the best possible chance of building a better Wokingham. The document was devised from an initial Community Conference in 2001 and outreach consultation events and meetings held across the District during 2002. It is reviewed at the now annual Community Conference in March. One of the issues that came up in March 2004 was community development. Priorities for bringing people together to identify their own needs and agree collective ways of meeting them were identified. A task group that has a representative on the LSP Management Group will follow up the priorities through an Action Plan. The links between the Community Strategy, the LSP

and the production of the Local Development Framework are set out in the SCI in the section on Ensuring Linkages with other Strategies and Plans. More information about the Community Strategy and its structure can be found in Appendix 1.

Existing Compacts A9.23 The Council, together with the Voluntary and Community Sector and with the Wokingham Primary Care Trust, has developed 'compacts’ to guide future working relationships in respect of the development and delivery of services. They have a shared vision, principles and commitment and will help effective use of resources. The compacts include commitments to and mechanisms for consultation and engagement, forward planning and developing an agreed annual forward programme for consultation, timing, format, feedback and review.

A9.24 A compact also exists with the local authorities in the Blackwater Valley. Under this the Council has agreed to co-operate on strategic transport matters and inform all the authorities about major development proposals.

A9.25 These compacts will need to be taken into account when consulting on the Local Development Framework, planning applications and the Statement of Community Involvement.

Consultation on Community Involvement in Planning A9.26The Council’s first statement of Community Involvement is informed by the requirements for consultation under Regulation 25 of the Town and Country Planning (Local Development) (England) Regulations 2004. The Council began by sounding out various intermediaries on the way in which groups might be approached.

A9.27 Consultation on the SCI comprised an early issues consultation questionnaire sent to approximately 800 people on the Council’s Local Development Framework database and the Citizens’ Panel. These groups and individuals included Specific Consultation bodies that the Council is required to involve in SCI production. It was also made available on the Council’s website and to Town and Parish Councils. This gives in breadth opinion.

A9.28 A second options consultation was undertaken following publication of Government guidance on community involvement in planning applications. This dealt with both consultation on Development Plan Documents and Planning Applications. It was sent to the by then enlarged Local Development Framework database (approximately 1200 people) and some individuals who had recently written to the Council commenting on major planning applications. It was also made available on the Council’s website, in libraries, to Council Members and to Town and Parish Councils. There were 243 responses in the specified time period.

A9.30 Advice was taken from the Council’s Inclusion Officer who, for other purposes, had undertaken consultation with ethnic minorities in the area through facilitated focus groups.

Issues Raised in Early Consultation: What should be done

Issues for hard to reach communities

Business A9.31 Individual businesses, especially small businesses, are not easy to engage with. Services for business are not provided from a single dominant business centre in the district that might provide a focal point for consultation. For example Business Link services are provided from outside the district in Reading and Bracknell. However there

is good and regular dialogue with one of the Chambers of Commerce and Industry in the district and the new Economic Forum held at least twice a year with a wide group of interested parties should provide a regular means of consultation. A survey by the Wokingham Learning Partnership found that many business people say that they like to learn through short duration intensive events.

What should be done: Business A9.32 Develop interaction with business via the Economic Forum and a proposed reference group involved with regulatory matters. Badge other approaches to business through the Economic Forum. Consult them through intensive events only on what they say is of direct relevance to them (transport, commercial and industrial land and policies) and at times of the day when they can attend.

Young People A9.33 Young people require information tailored to their needs, lifestyles and interests. But child protection issues produce significant barriers to speaking directly to young people. The Youth and Community Service have been helpful in raising open space and other issues with small groups of young people on their away weekends and incentives to complete forms prove useful in engaging young people. Support of head teachers would be necessary to reach this group in larger numbers. This may not be realistic.

What should be done: Young people A9.34 Make use of the existing structures set up to improve democracy. Work through the Council’s Youth and Community service. Support the development of a Young People’s Citizens Panel.

Older people A9.35 The elderly have chosen to be contacted on issues that are of special interest to them, through regular roving area based luncheon clubs of approximately 30 people each that meet throughout the year and are provided in partnership with Berkshire Age Concern and the Voluntary Sector. This dispersed method may be not be a good fit with the time constrained consultation requirements of the planning process. However, in the district as a whole, older people have been key contributors to consultations on plans and planning applications when standard means such as letters, newspaper advertisements and questionnaires have been used. The number of older people 75 years or more of age is 7,615. This is 5 % of the population (2001 Census). The number over 60 years is 24,882, comprising 16.6% of the population. Consultation with the Citizens Panel produces the largest response within the community from people over 60 years of age.

What should be done: Older people A9.36 An Older Persons Forum is being set up with the co-operation of the Council. This Forum may be a useful focus group for any issues that may specifically affect this group but as they already contribute well no specific additional measures need to be used for general consultations.

People with disabilities A9.37 The Citizens Panel includes 10% of people with disabilities, including mobility impaired. This section of the community is likely to have a particular interest in planning when specific proposals for development are put forward. The Council has no formal and regular arrangements for consultation on disability issues with stakeholders, users and carers but workshops or focus groups can be arranged with this group on planning issues in conjunction with Community Services and Access Groups. The Council’s Access Officer is consulted on planning applications and the Local Development Framework. Special arrangements are made for people with disabilities who wish to comment on Planning Applications and other documents in line with the Council’s Access Policies.

What should be done: people with Disabilities A9.38 The Council should ask if there are any special needs for people wishing to attend planning related events and make necessary arrangements. Continue to apply the Council’s access policies and train staff about access issues. Hold a Local Development Framework focus group during the statutory consultation period on options for this group. A strapline should be included in consultation documents explaining how they can be provided in other formats.

Minority, Black and Ethnic Groups A9.39 The groups represented in the Council's Minority, Black and Ethnic Forum have indicated that they would like the Council, where possible, to use opportunities to consult face to face through their festivals and community events, rather than by letter or questionnaire. There are several minority groups represented on the BME Forum. Members of the forum will be able to raise awareness amongst the groups they represent of the opportunities for involvement in planning.

What should be done: BME groups A9.40 Use the forum for awareness raising. Make use of outreach to the individual groups that make up the forum (associated with development of the Community Strategy) and the minority ethnic press to publicise the opportunities to become involved in planning generally, improve understanding of specific needs and to tell the Council about community aspirations, especially if land is needed to achieve these. A strap line explaining in Urdu, Punjabi and Chinese should be attached to consultation documents.

Gypsies and Travellers A9.41 With travelling people, gaining trust of community leaders by talking with them on an individual basis may be the best way to discover their planning needs. The group are known to be fragmented. Using existing learning or proposed site improvement initiatives may be cost effective. This would be possible because their numbers are not large. A visit to a permanent Gypsy site in the district suggests there is a pent up demand for accommodation for second generation families on existing sites and a requirement for pitches by the relatively small numbers of those travelling through the district. They share the same interests as the community at large on many issues.

What should be done: Gypsies and Travellers A9.42 Use introductions from the Travellers Education Service, Tenant Services and the Community Council for Berkshire’s new Travellers Forum to talk directly to individuals in the Roma Gypsy and Irish Traveller communities where they live. Seek assistance from the Travellers Education Service if questionnaires are used. Work with the Association of the Councils of the Thames Valley Region (ACTVaR) who are looking at planning and housing issues associated with the Gypsies and Travellers over a wide area.

Disadvantaged groups A9.43 This group are small within the community and the Council does not ask for personal information on surveys that would specifically pick out the views of this group. However, the Council can make some assumptions about the general location of such groups by looking at the Indices of Multiple Deprivation, which are linked to the Census. The Council has developed links with the Wokingham Job Support Centre, which is involved with individuals experiencing reduced incomes.

What should be done: disadvantaged groups A9.44 The Council should ensure tenant groups, registered social landlords (RSLs), the Wokingham Job Support Centre and local area action groups are included in consultation and that information is given to Community Wardens and community development workers to encourage involvement.

Area based issues A9.45 Area specific issues can be picked out from whole district issues surveys, but care should be taken as only small numbers may respond from any particular area.

What should be done: area based issues A9.46The Council could consider weighting responses to consultation to take account of response rates, but with small numbers views may be unrepresentative. The Council should also consider refreshing its Citizens’ Panel to redress any areas of current under- representation. It would be better to follow up issues with Town and Parish Councils if markedly different views emerge from parts of the district. If there are proposals for specific parts of the district for Area Action Plans there will be targeted local consultation to support any document produced.

Other issues raised A9.47 Honouring timescales for consultation set out in existing Compacts if there is a conflict with statutory requirements. A danger of consultation overload.

What should be done: A9.48 The Council could consider widening the scope of its draft Consultation Strategy to include community involvement and clarify in compacts its duty when faced with statutory consultation periods. The SCI should look at cost effective and efficient ways of undertaking consultation such as shared consultation to avoid consultancy overload. The authority could consider long term testing of local perceptions about quality of life.

Planning Applications A9.49The Issues Survey on Community Involvement in Planning showed that most people were satisfied with the amount of information available from the Council on planning applications. The Council has a Customer Charter for Development Control and Enforcement and associated guidance leaflets available for those submitting or affected by planning applications.

What should be done: Planning Applications A9.50 Maintain current level of consultation and continue to improve the availability of services on the Council’s web site in line with achieving the e-government agenda. Clarify through this Statement of Community Involvement what the Council proposes to do in addition for major planning applications and ensure that it is linked to the Council’s existing charter.

APPENDIX 10

Strengths and Weaknesses of the level of consultation proposed for Development Plan Documents

STRENGTHS WEAKNESSES • Balanced approach • No long term capacity building for hard to reach groups • Focus on moving to a conclusion • Does not give extended periods for consultation as preferred by voluntary sector and as set out in the Council's compact with this group • Less vulnerable to Council budget • Changes in leadership may affect pressures than potential options with delivery but this can be off- set by use greater outreach of a project team • Involvement of the hard to reach groups • Relies on good project management skills • Scarce planning skills not diverted to any great extent • Value for money • Gives prompts for action at appropriate times • Opportunity for giving and receiving information. Highly interactive • Would allow consultation in breadth and depth

APPENDIX 11

Glossary: An explanation of terms used in the document

Adoption: the final confirmation of a plan as a statutory document by the local planning authority.

Affordable: Housing to meet the needs of those whose income does not permit them to obtain accommodation on the open market.

Annual Monitoring Review (AMR): A document that sets out progress made against targets and the performance of policies. It covers the period from 1st April to 31st March each year and must be submitted to the Secretary of State by the end of the following December.

Brownfield: Land, which has been previously developed, excluding mineral workings, agricultural and forestry buildings or other temporary uses.

Community Strategy: The Wokingham Community Strategy - Building on Success is a document that identifies the needs and priorities of those who live and work in the district as expressed by the community. It sets out long term strategic aims and objectives and is supported by a short term action plan that starts to achieve this vision. The Local Strategic Partnership (LSP) is responsible for the management of this process. The LSP is a group of public, private, voluntary and community organisations and individuals.

Conservation Area: An area given statutory protection under the Planning Acts, in order to preserve and enhance its unique character. Conservation areas very often contain listed buildings.

Core Strategy: Sets out the district’s long-term vision and strategy to be applied in promoting and controlling development throughout its area.

Development: "The carrying out of building, engineering, mining or other operations, in, on, over or under land, or the making of any material change in the use of any buildings or other land". (Section 55, Town and Country Planning Act 1990).

Development Brief: document providing detailed information to guide developers on the type of development, design and layout constraints and other requirements for a particular, usually substantial, site.

Development Plan: Document (in the past the structure and local plans and in the new planning system a regional spatial strategy and local development framework) that sets out in writing and/or in maps and diagrams a local planning authority's policies and proposals for the development and use of land and buildings in the authority's area. It is important and relevant when deciding planning applications. Development decisions must conform to the development plan, unless material considerations indicate otherwise.

Direction: A requirement for notifying the Secretary of State (SoS) of proposals.

Town and Country Planning (Shopping Development)(England and Wales) Direction 1993 (Circular 15/93) relates to shopping proposals of not less than 20,000sq m or of not less than 2,500sq m when aggregated with other shopping exceeds 20,000sq m

Town and Country Planning (Playing Fields) (England) Direction 1998 applies to any proposal for development of any playing field owned by a local authority or used by an educational institution, as specified in the direction.

Town and Country Planning (Development Plans and Consultations)(Departures) Directions 1999 (Circular 07/99) relates to a) more than 150 houses or flats b) more than 5,000sq m of retail, office, leisure or mixed floorspace, c) development of land owned by a local authority or development proposed by a local authority, d) other development because of its scale, nature or location, which would prejudice the implementation of the development plan.

Town and Country Planning (Residential Development on Greenfield Land) (England) Direction 2000 (Circular 08/00) relates to proposals which in themselves or as part of a wider contiguous housing site relate to 5 hectares or more of greenfield land or 150 dwellings regardless of size of the site and which the local planning authority are proposing to approve.

Town and Country Planning (Residential Density) Direction 2005 relates to planning applications for housing that involve a density of less than 30 dwellings per hectare.

Enquiry by Design: Involvement of all sections of the community in planning, through informal discussion of ideas and issues associated with a particular development proposal (usually through a workshop event using visual material) with the purpose of drawing up design solutions to inform the preparation and submission of a planning application or a master plan upon which applications will be based.

Environmental Impact Assessment (EIA): Environmental Impact Assessment is a systematic process that examines the environmental consequences of development actions, in advance. It is used as an aid to decision making and is an aid to the achievement of sustainable development. It is covered by the Town and Country Planning (Assessment of Environmental Effects) Regulations 1988 (as amended).

Development covered by Schedule 1 of the Environmental Impact Regulations (EIA) Development which because of its type may have potentially hazardous effects on the environment e.g. oil refinery, waste incinerators, nuclear reprocessing plant, quarrying exceeding 25 hectares, motorway construction.

Development covered by Schedule 2 of the Environmental Impact Regulations (EIA): Development which because of its type, scale or location is likely to have effects on the environment e.g. intensive agricultural use of previously uncultivated land over 0.5 hectares, quarrying, production and processing of metals or processing of pesticides and paint, where the floorspace involved exceeds 1,000sq m, road construction where the area of works exceeds 1 hectare.

When development in schedule and 1 or 2 is proposed an environmental statement must be submitted with a planning application. This statement evaluates the likely environmental impacts of the development, together with an assessment of how the severity of the impacts could be reduced.

Government Office for the South East (GOSE): the body that represents Central Government in the South East including the Office of the Deputy Prime Minister (ODPM). The ODPM is the government department responsible for planning and local government.

Greenfield: an area not previously used for built development.

Gypsies and Travellers: Gypsies (and travellers) are defined as: “Persons of a nomadic habit of life, whatever their race or origin but does not include members of an organised group of travelling showpeople or of persons engaged in travelling circuses, or people travelling together as such.” Source: Section 24, Caravans Sites and Control of Development Act 1960 as amended by Section 80 of the 1994 Act

Travelling showpeople are dealt with separately under Circular 22/91. The legal definition can include ethnic English Gypsies or Romanichals, Irish Travellers or New Age Travellers. The Courts have further clarified this definition. In R v South Hams ex parte Gibb, the Court of Appeal held that the definition meant: “Persons who wander or travel for the purpose of making or seeking their livelihood (not persons who move place to place without any connection between their movements and their means of livelihood).”

Hectare: Measurement of area. One hectare is the equivalent of 2.471 acres.

Independent Examination: This is a type of Inquiry into the documents that form the Local Development Framework. The purpose is to consider if the DPD and SCI documents are sound. An Inspector from the Planning Inspectorate will be appointed by the Secretary of State to conduct the Examination. The Inspector will have support from a Programme Officer.

Infrastructure: Permanent resources servicing society’s needs including: roads, sewers, schools, hospitals, railways, communications.

Listed Building: Building of special or architectural interest that is included on a statutory list. A listed building in England is assigned a grade from I, II* or II. Can also include structures other than buildings, such as walls, bridges and telephone boxes.

Local Plan: A Local Plan sets out planning policies and allocations of land for development. It sets out where different types of development, from housing to shops and offices, could be built during the plan period and areas where development will be resisted. It will be replaced by the LDF.

Local Planning Authority: the local authority or council that is empowered by law to exercise planning functions. In Wokingham this is Wokingham District Council.

Material Consideration: a matter which should be taken into account in deciding on a planning application or on an appeal against a planning decision.

Parish (or Town) Plan: a Town or Parish Plan is a statement of how the local community sees itself developing over the next few years. It should cover everything of relevance to the people who live in the town or parish including local social, economic and environmental issues. It should identify problems and opportunities and say how the residents working together propose to bring about change. It may be accompanied by an action plan and be used to advise the Community Strategy.

Planning Aid: free, independent and professional advice on town and country planning issues to community groups and individuals who cannot afford to pay a planning consultant.

Planning for Real: a consultation technique developed by the Neighbourhood Initiatives Foundation. It involves use of a model of an area as a focus for discussing issues, including the placing of markers on the model. Comments are recorded for future use in the preparation of an Action Plan. This is a holistic approach to understanding

Community needs and aspirations covering all issues ranging from a new development proposal to the needs of local youths.

Planning Obligations and Agreements: legal agreements between a planning authority and a developer, or offered unilaterally by a developer, ensuring that certain extra works related to a development are undertaken, usually under Section 106 of the Town and Country Planning Act 1990.

Planning Policy Guidance Notes (PPGs): a series of documents issued by the Office of the Deputy Prime Minister (ODPM) setting out government policy and advice on planning issues such as housing, transport, conservation etc. The Department of Communities and Local Government is replacing these over time with Planning Policy Statements (PPSs).

Planning Policy Statements (PPSs): Issued by central government to replace the existing Planning Policy Guidance Notes in order to provide greater clarity and remove from national policy, advice on practical implementation, which is better expressed as guidance rather than policy.

Pre-application Advice: Informal advice from a planning officer before a formal planning application is made to assist applicants/agents in making good applications which meet the Council's policy objectives. Pre-application advice does not commit the Council to any particular decision on an eventual application.

Pre-submission Consultation (Reg 25): A non statutory stage in the preparation of Development Plan Documents (DPDs) and the Statement of Community Involvement, in which the Council choose to bring possible issues and options to the notice of specific consultation bodies (see Appendix 4) and other general consultees. This is with the purpose of hearing their views, in order to develop the best possible options for public consultation at the Preferred Options stage.

Pre-submission Public Consultation on Preferred Options (Reg 26): A statutory stage in the preparation of Development Plan Documents (DPDs) and the Statement of Community Involvement at which the public as a whole has the opportunity to comment on the documents the Council is producing over a six week period and the Council has regard to their views. This should ensure that the Council is aware of all options before it prepares the document for submission.

Previously Developed Land (PDL): See definition for brownfield land.

Regional Planning Body (RPB): The body responsible for producing the Regional Spatial Strategy. In this area this is the South East England Regional Assembly (SEERA). The RPB is a statutory consultee for the purposes of Development Plan Documents and the Statement of Community Involvement.

Regional Planning Guidance (RPG): Development Plan Documents (DPDs) and the Statement of Community Involvement. Policy guidance and advice issued for each region in England by the Secretary of State. RPG9 covers the South East region.

Regional Spatial Strategy (RSS): A document containing spatial policies that will replace Regional Planning Guidance and Structure Plans in providing the strategic context for the Local Development Framework and will become part of the Development Plan for the period to 2026. It will be known as the South East Plan.

Registered Social Landlord (RSL) is the technical name for social landlords that are registered with the Housing Corporation — most are housing associations, but there are also trusts, co-operatives and companies. Housing associations are run as businesses

but they do not trade for profit. Any surplus is ploughed back into the organisation to maintain existing homes and to help finance new ones.

Scoping: The process of deciding the scope and level of detail of a sustainability appraisal (SA), including the sustainability effects and options which need to be considered, the assessment methods to be used, and the structure and contents of the SA report.

Section 106 Agreement: A legally binding agreement between the applicant and the Council made under Section 106 of the Planning Act. It provides for financial and other contributions, such as play areas, from developers to mitigate the effect of their development on the community. Section 106 agreements are controlled by strict national guidelines and by Council-approved policy. A register of all such agreements is kept and can be seen by the public.

SEERA: The South East England Regional Assembly is a representative body, comprising 111 members including elected councillors, nominated by the region's local authorities. There are also regional representatives chosen by town and parish councils, voluntary sector, environmental groups, business and economic partnerships, education and cultural networks and faith communities.

South East Plan: Produced by SEERA and sets out a proposed vision for the South East to guide development in the region.

Statement of Community Involvement (SCI): A document that sets out the Council's Strategy for involving the community in the preparation, development and review of Local Development Documents and on significant planning applications at both pre and post application stages. It includes standards to be achieved and explains how and when the community will be involved.

Statutory: required by law (statute), usually through an Act of Parliament.

Strategic Environmental Assessment (SEA): The "formalized systematic and comprehensive process of evaluating the environmental impacts of a policy, plan or programme and its alternatives, including the preparation of a written report on the findings of that evaluation, and using the findings in publicly accountable decision making" (Therivel et al. 1992).

Structure Plan: An old style development plan, which sets out strategic planning policies and forms the basis for detailed policies in local plans. These plans will continue to operate for a time after the commencement of the new development plan system, due to transitional provisions under planning reform but will be replaced by Regional Spatial Strategies and documents in Local Development Frameworks.

Submission (Reg 28): The final stage in the Council's preparation of Development Plan Documents (DPDs) and the Statement of Community Involvement. The documents are sent to the Secretary of State. Following this an Independent Examination will be held for DPDs and may be held for an SCI.

Supplementary Planning Guidance (SPG) Supplementary Planning Documents( SPD) Guidance, which provides additional information to explain further policies and proposals within the Local Plan to assist in the preparation of planning applications.

Sustainable Development: Term given to development that is environmentally responsible; the most common definition is from the Brundtland Report (1987) –

“Development which meets the needs of the present generation without compromising the ability of future generations to meet their own needs”.

Town Centre: The physical area within which there is a concentration of key town centre functions and parking to serve the centre. The town centre acts as a focus for the community and is served by public transport provision.

Village, Parish or Town Design Statements (VDS): A VDS is prepared by the relevant local community following consultation. It is a published document that gives a detailed guide to the character of town, village or parish. It sets out the specific nature of the buildings and landscape, which make the town, village or parish distinctive, with recommendations on how to achieve new development that enhances and complements what already exists. If adopted by the Council as Supplementary Planning Guidance or as a Supplementary Planning Document it will become a material consideration in the determination of a planning application.