Establishment of a Design Review Panel for the City of Swan

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Establishment of a Design Review Panel for the City of Swan Ordinary Meeting of Council 10 April 2019 3.1 ESTABLISHMENT OF A DESIGN REVIEW PANEL FOR THE CITY OF SWAN Ward: (All Wards) (Strategic Planning) Disclosure of Interest: Nil Authorised Officer: (Executive Manager Planning & Development) KEY ISSUES • The Department of Planning, Lands and Heritage released stage one of Design WA which included the following documents: - State Planning Policy 7.0 Design of the Built Environment - State Planning Policy 7.3 Residential Design Codes Volume One Apartments - Design Review Guide • State Planning Policy 7.3 Residential Design Codes Volume One Apartments replaces Part 6 of the current R-Codes in regards to the assessment of Multiple Dwellings. • The Design Review Guide provides non-statutory guidance to local governments on how to establish, run and maintain a Design Review Panel. • Although only strongly recommended, already 22 out of 29 metro councils have implemented or are in the process of setting up a Design Review Panel. It is recommended that the Council establish a Design Review Panel with a partial fee cost recovery system. BACKGROUND The Department of Planning, Lands and Heritage released stage one of Design WA on the 18 February 2019. The documents included: • State Planning Policy 7.0 Design of the Built Environment • State Planning Policy 7.3 Residential Design Codes Volume One Apartments • Design Review Guide The purpose of this report is to provide Council with further information about the Design Review Guide relating to the establishment and terms of reference of a Design Review Panel (DRP). Page 1 Ordinary Meeting of Council 10 April 2019 DETAILS The Department of Planning, Lands and Heritage in conjunction with the Office of the Government Architect produced the Design Review Guide to provide local governments with a guide on how to establish and run a DRP. This guide does not have statutory weight and is only recommending the establishment of a DRP to local governments. In saying this, it is strongly recommended and already 22 out of 29 metro councils have implemented or are in the process of setting up a Design Review Panel. The purpose of Design Review Panel is to independently evaluate the design quality of a built environment proposal. The proposal is reviewed by a panel of multi-disciplinary built environment professionals who are experienced in offering objective and constructive design advice. The advice is guided by performance based design principles as set out in State Planning Policy 7.0 "Design of the Built Environment". A performance approach to evaluation provides the flexibility needed for the assessment of complex, multi-faceted projects. State Planning Policy 7.0 identifies the following 10 principles with the purpose to establish a definition of ‘good design’ that can inform the design, review and decision making process for built environment proposals: 1. Context and character 2. Landscape quality 3. Built form and scale 4. Functionality and build quality 5. Sustainability 6. Amenity 7. Legibility 8. Safety 9. Community 10. Aesthetics Proposals should include a design statement, providing an affirmation of how the proposal addresses these Design Principles. Purpose/Role of a Design Review Panel A DRP is formed to provide independent expert advice to the respective local government and applicants on the design and site planning of specified development proposals preferably prior to the submission of a development application. A DRP seeks to facilitate an improvement in urban design and the quality of the built environment within the local government area. This is done through the provision of information, expert advice and recommendations via professional and technical advice, in an adversarial and informal manner. Accordingly DRP's perform an advisory function only and do not make decisions on, or approve applications. Matters to be referred to the Design Review Panel The types of proposals and the scale of design review should be determined by the local government and may be included in the terms of reference and/or an appropriate local planning policy. The Design Review Guide has outlined a threshold table, which can be used as guidance to determine the mode of design review best suited to a particular development. Page 2 Ordinary Meeting of Council 10 April 2019 Meeting Details DRP meetings are usually held once per month during office hours but as required to deal with matters that have been referred for advice. Each item is allocated 45 mins for the City to present the item, the applicant to present the item and then for the panel to discuss. The Design Review Guide recommends that the DRP view each proposal three times. Once at the concept stage, once at the design stage and once at the building permit stage to check the final plans before it is built. It is important that the DRP see the proposal pre-lodgement because it is easier for the developer and architect to make changes at the concept stage rather than once the development application is lodged. Also, this program is outside of the statutory process so it does not affect the limited time frames. It will be local government’s responsibility to coordinate the Design Review Panel meeting. The Guide recommends the following roles need to be organised by the City to run the meeting. Page 3 Ordinary Meeting of Council 10 April 2019 Panel Coordinator A senior planning staff member is usually the panel coordinator. Their responsibility is to prepare the agenda, circulate the plans as well as the feedback, organise any additional information for the panel meetings, organise the fees and payments for the DRP. Senior Planning Staff Senior planning staff (such as manager or director of planning services) should provide the necessary administrative support and advice to the meeting including managing the meeting opening and closing proceedings and providing governance advice where requested by the panel Chair. The Chair should manage and facilitate the interactive design review discussion and identify the key recommendations for reporting. (Note that the senior planning officer can also fulfil the role of chairperson). Presenting Planning Officer For each proposal under consideration, a planning officer should present an overview of the site (or proposal) including history, current and future surrounding context as well as compliance with planning controls and relevant design criteria. They will also convey any concerns raised through internal referral pathways (e.g. heritage, stormwater, traffic/parking) if available. Report writer Local government is responsible for ensuring that notes or minutes are taken for all panel meetings. The report writer should liaise with the panel coordinator in the preparation and finalisation of the meeting notes and the design review report. Membership of a Design Review Panel It is recommended by the Design Review Guide for the panel members to have a range of design and built environment expertise. While local knowledge is useful for context, the members should not be made up of any decision makers or elected members. It is recommended at least 4 panel members attend a meeting to provide a variety of industry experience and knowledge. The local government may engage with a pool of members which can be called on for different applications. The following disciplines are recommended: • Architecture (essential) • Landscape architecture (essential) • Urban design (Essential) • Heritage • Sustainability and environmental design • Engineering • Accessibility • Transport planning • Planning • Public Art Page 4 Ordinary Meeting of Council 10 April 2019 It is recommended that the DRP membership contain between four and six members, including a chair person. The local government may engage with a pool of members who can then be called on for different applications. The appointment of all members is ratified by Council as is the selection of the chairperson. The term of office for DRP members is generally two years, although any member may be reappointed. Appointment of Panel Members Member appointment processes should demonstrate rigour to ensure a high degree of confidence in the Panel. The Office of the Government Architect can provide recommendations of experienced panel members to form part of the City’s DRP or that can be called for once off meetings. Alternatively the local government can undergo an independent appointment process. By undertaking an independent process, there is greater scope for Council to appoint local architects who have an intimate and knowledgeable appreciation of the City and its unique characteristics. In the event this process is chosen, it is recommended that: • Provide for the establishment of a DRP in a new Local Planning Policy. • A Terms of Reference for the DRP is prepared and endorsed • A formal EOI process is undertaken; • An appropriately skilled selection panel is formed; • After a shortlisting exercise, an interview process should be undertaken that confirms design review expertise; • Members are appointed for an agreed term; • All terms of the appointment are confirmed, including remuneration details for each member; and • A formal member induction is held. Panel Member Remuneration Remuneration should reflect the professional standing of panel members and their time taken to prepare for and participate in meetings. The local government should determine the remuneration for panel members at the time of appointment. The Office of the Government Architect recommends the following guide: 1. Pay by the hour The local government
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