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A Protocol, developed by both the public and private sectors, to support effective decision making in the planning process and to improve the consistency and certainty of planning application decisions

In developing an effective Planning Protocol, it is important to understand the challenges and barriers that face major planning applications.

The South West Regional Development Agency (SWRDA) set up a key Areas Group (KAG) consisting of both Public and Private sector organisations and tasked the group with agreeing the main points affecting the delivery of the growth agenda. The KAG, of which elev8 was part, agreed that the planning process would need to be improved to enable the South West to meet the delivery targets set by the government.

The KAG promoted the development of the Planning Protocol by appointing consultants with a brief to develop an effective and efficient Protocol that would deliver a ‘best practice’ approach to the planning process.

The KAG identified that good communications between the LPA and planning applicants was essential if trust was to be established. Identifying the responsibilities of each party and understanding the need for transparency were also key factors. The main concern for the development industry was the need for consistency and certainty of planning application decisions and a process which would reduce the risks and minimise the costs involved in making an application.

The five principles considered in developing the Protocol were:

• Fitness of purpose: This clearly defined a set of objectives the Protocol had to achieve.
• Mutual trust, collaboration and information sharing: The development of a shared knowledge base and collaboration, to improve the quality of the planning decision.
• Probity: Agree boundaries of acceptable contact, especially between members and applicants.
• Skills, training and competency: Ensuring all those involved were up to date with the latest policy and guidance and a need to identify and agree the full range of skills required to deal with the complexities of growth.
• Deliverability: Agree realistic expectations of delivery.

The framework of the Planning Protocol identifies five sequential phases where members, officers and developers should take certain actions to achieve a successful outcome and ultimately lead to a successful development.

This Stage Gate process requires that critical decisions and actions are achieved prior to moving on to the next phase.

Elev8’s involvement in developing the Planning Protocol enabled it to take this framework on to the next stage of implementing the Protocol and start working with Local Planning Authorities and Developers to promote efficient and effective decision making in the planning process.

Elev8 has further developed the management structure of the Protocol by including an independent coordinator between both parties which creates a sense of impartiality and the ability to mediate when required.

Probity and independence are seen as critical to the Protocol and therefore elev8 has positioned itself as the independent protocol coordinator, appointed and working for both the LPA and Developer. (See Organagram below.)

To maximise the cost savings for both parties, elev8 is recommending the use of joint consultants and have in place a legal framework, which is being used on some of the latest case studies.

The Protocol creates a common goal and enables a clearly defined set of objectives to be agreed by both parties, providing increased certainty for the developer and the Local Planning Authority. It will de-risk the planning process and help reduce the overall planning costs, especially with the appointment of a joint set of consultants.

The Protocol will speed up the planning process and assist in the completion of developments within agreed timeframes, saving both time and resources.

Several LPA’s and Developers are now in talks with elev8 to sign up to the Protocol enabling us to start working at the Evidence Based Development Plan stage.

Elev8 is able to provide the Protocol Coordinator role, as well as training, presentations and seminars to explain the fundamentals and benefits of the Planning Protocol; these can be tailored to a LPA or Developer’s requirements.

Further information concerning the Planning Protocol can be obtained from elev8 Limited, 2 Durdham Park, Bristol BS6 6XA or call on 0117 946 7047 or email nigel@elev8ltd.com