Agenda item

7.1      The Committee received a report which provided an update on the Early                    Engagement Community Guidance. The council launched its Early       Community Engagement Guidance in February 2022, in response to’ address the concerns expressed by local communities. The guidance sets             expectations for engagement carried out by applicants and developers and      provides a framework to support them so that their pre-application       engagement with communities occurs at an earlier stage, is more transparent,             inclusive, and accessible, and is more responsive to the expectations of local             communities.

7.2    During the discussion, the following points were made: -

7.2.1   That the online profile of the Early Community Engagement Guidance was to   be reviewed. Members requested that they be provided an update once this             has been completed and agreed that the website should be easy to            navigate and search functions be simple to operate.

7.2.2  That early community engagement is not compulsory and urged that the

benefits of pre-application engagement with communities should be promoted. It led to better designed development and was normally cost effective. The Committee agreed that well, designed schemes fared better in the planning process and that these successes should encourage applicants and developers to use similar pathways. Members noted that there were current views that developers should be ‘co creating’ and ‘co designing’ with residents and users.

7.2.3   Members agreed that consultations with community groups must include a                 wide range of its members, and this to ensure that a diverse response is

received. The consultations should aim to include all the community groups in the city. Members noted that a template for the Early Engagement Community Strategy would be beneficial and that it’s use, and effectiveness be reviewed at a later stage.

7.2.4   That the benefits of the Early Community Engagement Guidance should

be fully promoted and that it should be explicitly communicated that developers and applicants should consult with a diverse and wide range of groups in addition to the well-known forums such as the Amenity Societies and Neighbourhood Forums. The Committee agreed that there should be various options provided on how interested parties can conduct their public consultations and that a disclaimer should also be included which informs that models recommended were for guidance only. Members agreed that public consultations were the responsibility of applicants and developers.

7.2.5   Members were advised that that development and enhancement of the Early

Community Engagement Guidance were part of established work streams and within the remit of existing officers. The Committee noted that the one-year review of the guidance was part of the ‘services’ work programme. Officers advised that actioning the recommendations arising from the review was not an onerous task, and the costs were spread across various other projects. The recommendations following review have also fed into other annual reforms and including the introduction of a pre-application service for developer engagement plans. Members were advised that case officers would become more involved in the earlier stages of the pre-application process.

7.2.6   The Committee agreed that cost implications of developing and reviewing       the             Early Community Engagement Guidance should be monitored.

RESOLVED

1.     The Committee agreed the following recommendations: -

(a) Work with the Communities Team to obtain feedback from community groups on their experience of developer engagement over the last 12 months to identify whether there have been any changes or improvements in developer engagement activity that have not been reported to officers at pre-application stage.

(b) Introduce a new pre-application advice service to provide applicants and

developers with guidance on their Early Community Engagement Strategy and identify a designated point of contact within the service to encourage developers to engage with the Council to develop their Early Community Engagement Strategies ahead of paid pre-application advice with officers on the planning merits of their scheme.

(c) Require pre-applicants for major development to provide details of their preapplication community engagement as a mandatory part of the pre-application request submission form.

(d) Amend the guidance to make the expected requirements at pre-application stage clearer, including provision of a template Early Community Engagement Strategy.

(e) Review website to improve the online profile of Early Community Engagement guidance.

(f) Write to the WPA, planning agents and other relevant bodies and organisations to relaunch the updated guidance and related practices and

(g) Continue to work with applicants and developers to develop a set of enhanced case studies for future inclusion in the guidance, so that practical application of the principle of the guidance is more clearly articulated.

2.     That the Committee be provided feedback following the review of the online profile of the Early Community Engagement Guidance and that the website be easy to navigate and search functions be simple to operate.

3.     That the template for the Early Engagement Strategy be reviewed at a later stage and this should include its usage and effectiveness.

4.     That the benefits of the Early Community Engagement Guidance continue to be fully promoted and it be communicated that it leads to better designed development schemes, is cost effective and enables developers to consult with a diverse and wide range of groups in addition to amenity societies and neighbourhood forums.

5.     That various options be provided on how interested parties can conduct public consultations and that a disclaimer be included which informs that models recommended are for guidance only.

6.     That interested parties be encouraged to ensure consultations with community groups include a wide range of its members in order to obtain a diverse view.

7.     That the cost of developing and reviewing the Early Community Engagement Guidance Scheme be monitored.