Statement of Community Involvement

1.1 The Statement of Community Involvement (SCI) sets out how the council will involve the community and other stakeholders in the two main planning functions of preparing a local plan (or other planning policy document) and the consideration of planning applications. This document sets out:

• What will be consulted upon;
• Who we will consult;
• When the council will consult; and
• How the Council will consult (methods used to consult).

1.2 The SCI also provides information about:

• The role of elected councillors, parish and town councils and voluntary and community groups in planning matters;
• Who you can contact for assistance in planning matters, and
• What will be expected of you when you make comments and how those comments will be presented.

1.3  The SCI is a key part of the Council’s overall approach to community engagement and reflects the Council’s vision as set out in the adopted  Corporate Plan (to 2030).  The Corporate Plan sets the ambition to build a sustainable district, have an inclusive and prosperous local economy and heathy and happy communities, taking action to meet the challenges of climate emergency. The Council's  Consultation Strategy  can be used in support of the SCI.

This section explains how and when you can be involved in influencing and informing the production of the development plan and other planning policy documents for the Lancaster District. Planning applications are determined in accordance with the development plan and national planning policies. Legislation sets out which development plan documents need to be in place, the processes for the production of those documents and the minimum requirements for involvement in their production.

3.1 Advertising and notification of forthcoming opportunities to be involved is essential. In order to improve efficiency, the council will make use of electronic communication tools and build upon existing communication channels wherever possible. The council will engage, involve and consult on planning matters in line with the latest regulations and guidance as appropriate and relevant.

3.2 An assessment under the equalities regulations may be appropriate and a requirement for some planning policy documents. Equality Impact Assessments (EQIA) have been developed as a tool for ensuring that equality, social inclusion and community cohesion issues are considered when drawing up policies.

3.3 The Town and Country Planning (Local planning) (England) Regulations 2012 define the 'specific consultation bodies’ we must consult with (list below). The Regulations define ‘general consultation bodies’ as voluntary bodies some or all of whose activities benefit any part of the authority’s area and other bodies who represent, in the authority’s area, the interests of different racial, ethnic or national groups; different religious groups; disabled persons; and, business interests.

As of 1 June 2023, Active Travel England is officially a statutory consultee on all planning applications for developments equal to or exceeding 150 housing units, 7,500 m  ²   of floorspace or an area of 5 hectares.

3.9 Based on our existing experience and practice, analysis of the Lancaster District community and the response to earlier consultations on Local Plan documents, there are a range of methods and approaches that we will use to facilitate community engagement in the Local Plan process. As a minimum the Council will seek to undertake the following methods of consultation and engagement.

3.10 Formal consultation periods during the Local Plan process provide an opportunity for anyone to submit representations to the Council in writing, by email, or by using the Council’s online response facility. These formal public consultations take place:

• during plan preparation when the Council will consult publicly on the emerging plan for a 6 week period;
• on the publication of the Local Plan document and supporting documents, when anyone can make formal representations to the Council during a formal 6 week public consultation. The Council send these representations to the Planning Inspectorate when submitting the Local Plan document and supporting evidence for independent examination; and,
• at independent examination, those who submitted representations have the right to be heard by the planning inspector.

3.11 The representations that are received through any consultation will be made public on the Council’s website to allow for other interested parties to view them. The information published will include the name of the responder and details of the response made.

3.12 Anyone who makes a formal representation at the Publication Stage of plan preparation and requests to be kept informed will receive written notification of the progress of the document to adoption.

3.13 Following every major consultation stage, including ‘Issues and Options’, ‘Draft Preferred Options’ and ‘Publication’ the Council will prepare a consultation report which sets out the representations that people have made, the Council’s response to them (an officer response), its justification for that response and any proposed changes to the document as a result of the comments received.

3.14 Prior to its publication this consultation report will be approved by Council Members via the Council’s Local Plan Review Group (LPRG). Following the report’s endorsement it will be made available on the Council’s website.

4.1 The Local Plan is currently made up of Development Plan Documents (DPDs). The   Local Development Scheme   (the timetable for the development of the Local Plan), sets out details of all the Local Plan documents (including supporting documents) and those that we are or will be progressing. The preparation of each of these documents will provide important opportunities for communities to get involved in shaping the places in which they live.

4.2 The process of producing each Development Plan Document and Supplementary Planning Document involves several stages; including two key opportunities for community involvement:

• Determining the scope of the document and assembly of evidence base;
• Informal consultation with stakeholders on the key content and issues (this is no longer a formal requirement but is considered to be good practice);
• Consideration of consultation responses and drawing up of draft document;
• Publication of document for formal public participation;
• Consideration of consultation responses and drawing up of final Document;
• Submission of documents to the Secretary of State (if the document is a DPD);
• Independent Examination in Public (if the document is a DPD);
• Receipt of Inspector’s report (if the document is a DPD);
• Consideration of Inspector’s recommendations (if the document is a DPD);
• Adoption by the Council; and,
• Ongoing monitoring and review.

4.5 The preparation of Development Plan Documents represents the most resource intensive strand of Local Plan preparation, particularly in relation to community involvement. Whilst there remains only one formal stage of consultation required for DPD preparation, best practice suggests that a number of informal stages are beneficial and aid the preparation of a sustainable Local Plan.

Please Note: Scroll to the right to view the stages of consultation and engagement

4.12 Following the Independent Examination, the Inspector will prepare an Inspectors Report which will include a number of recommendations and modifications. It will be for the Council to decide on whether to accept these recommendations and modifications

5.1 We have long-established and successful methods of dealing with and consulting on planning applications and these methods, and the overall approach, will continue to form the basis for future consultations.

5.2 Some development does not need planning permission; this is called ‘Permitted Development’. Some key information on whether planning permission is required or not can be found on the Council’s website at  ww.lancaster.gov.uk/planning   and the Planning Portal,  www.planningportal.co.uk/.  5.3 Determining if planning permission is needed can be a complicated process. Even if you feel that planning permission is not required you may want to consider applying for a Proposed Lawful Development Certificate, for a fee. Even if you do not need planning permission it is always a good idea to discuss your proposals with your neighbours prior to commencing works.

5.4 If you are making a planning application, you should discuss your proposals with the Development Management team before submitting the application. Pre-application advice is an opportunity to obtain an initial informal view regarding your proposal. It is important to note that whilst pre-application advice is considered to be key starting point in the application process it cannot guarantee a planning approval.  We encourage applicants to consult with the community, statutory consultees and other interested parties before applying for planning permission so that well-founded concerns can be addressed in advance.  If you are applying for planning permission, it is your responsibility as an applicant to determine whether underground or overhead utility services will affect your proposal.

5.5 The Council offers advice for any proposed non-domestic development. Unfortunately you cannot apply for pre-application planning advice for domestic householder developments (i.e. an extension to a house or a domestic structure within the curtilage of a dwelling).  However, the Council does provide pre-application advice for home improvement proposals by way of standard guidance. For further information on both  non-domestic and domestic pre-application advice .

5.6 When the Council receives an application, the Council will use their discretion in terms of the level of notification required which is dependent on the scale, location and impact of the proposal. However, it will comply with the national statutory requirements. For example, where required by the Statute the Council will place a site notice in a visible location in close proximity to the proposal site and/or a press notice in the local newspaper. 

5.7 A weekly list of all applications is sent to a number of external bodies such as United Utilities and Environment Agency, and Ward Councillors. Where it is a necessary legislative requirement we will advertise relevant applications in the local press.

5.8 Individual notification consultation letters are sent to neighbours (even if in another district), who can be identified from a plan and have a contiguous boundary with the development site. A site notice is put up for each application where it is a statutory requirement and applications are also available to view on our website. Neighbouring councils are consulted where appropriate.

5.9 Where appropriate we seek the views of other organisations, such as local amenity societies. We consult the relevant parish/town council(s) and any other relevant statutory bodies, (i.e. Historic England, Natural England, The Canal and River Trust and the Environment Agency). All consultees have 21 days in which to respond to a standard application (or in the case of Natural England 28 days to comment on a planning application which potentially affects a SSSI).

5.10 Where applications would affect the character or setting of a listed building, or the character of a conservation area, or directly affect a Public Right of Way or its setting, notices are published in the local paper.

5.11 The Council’s Conservation Officer(s) is consulted on applications in or adjacent to conservation areas, and/or applications affecting listed buildings and other heritage assets. Notices will be placed on site and in the press for all listed building consent applications.  

5.12 In the case of applications for major infrastructure, consultation is to be undertaken by the developer. Our role in these cases is to provide advice and an assessment of the appropriateness and effectiveness of the consultation, which will be reported to the Planning Inspectorate (PINS).

‘Community Involvement in Planning Applications’ sets out the Council’s approach to consulting the community on planning applications, please see below:

5.13 Our  Statutory Register  of planning applications can be viewed online. The Register includes forms, plans, drawings and reports accompanying the application and decision notices.  Different documents are viewable at different stages of the application following guidance agreed by the Information Commissioners Office. Comments concerning planning applications are subject to certain principles in the ‘Data Protection Act’. If planning applications are submitted to the Council and the submission includes confidential information (e.g. financial information or personal medical information), then that will be kept confidential. Paragraphs 21 and 22 below, give guidance on how to comment on a planning application(s). Planning applications and associated documents can be viewed online.

5.14 Comments may be made by anyone, regardless of whether they were consulted individually. We welcome any comments, whether in support of an application or objecting to it, although we can only take account of comments that relate to “ planning considerations ”. These include matters such as traffic and highway safety issues, and impact on the character of an area, but not loss of property value, private disputes between neighbours and matters covered by leases or covenants.  Comments must include: the planning reference number, name and address and the date. Only ‘material planning considerations’ will be considered in responses.

 5.15 We encourage all comments to be made within 21 days and submitted online using our  Public Access facility . Comments received electronically, via email will be acknowledged automatically. Postal comments will not be acknowledged. Only one instance will be put before the case officer and considered, and emails and comments submitted online carry equal weight.

5.16 It is not possible to respond individually to comments made on a planning application. The decision notice is available for public view on our website. The decision notice will set out any conditions imposed on a consent, or if the application has been refused the reasons why.

5.17 Only the applicant can appeal against the decision, but if an appeal is made the consultees and/or neighbours that were notified at the application stage will be notified again and have the opportunity of making further representations, though to the Government’s Planning Inspector dealing with the appeal. Other parties can apply to have the decision judicially reviewed though you should seek urgent independent legal advice in this regard because there are time limits to making such applications. Appeal decisions can also be inspected on our website.

5.18 Most applications are determined by planning officers under delegated powers. Some applications are determined by the Planning Regulatory Committee (outlined in the Scheme of Delegation within the Council’s Constitution).  The Committee’s agendas are published at least seven clear working days in advance of the meeting and can be read on our website.   Planning Committee meetings   are public meetings, at which representations can be heard in line with the procedural rules.

5.19 Applicants for schemes with significant off-site impacts are positively encouraged to engage with the local community, key stakeholders and utility providers before making applications. Whilst it is not compulsory for an applicant or developer to liaise or involve community in the evolution of their application proposals, (with the exception of applications for wind turbine development involving more than 2 turbines or where the hub height of any turbine exceeds 15 metres) this may assist in avoiding delays through the formal planning application process and add quality to the application proposals.

5.20 Part 2 of the Town and Country Planning (Development Management Procedure) (England) Order 2015 (“the Order”), requires developers / applicants to undertake compulsory pre-application consultation with the local community for any development involving applications for wind turbine development involving more than 2 turbines or where the hub height of any turbine exceeds 15 metres. The Order requires a planning application to be accompanied with particulars of how the applicant complied with this requirement, any responses to the consultation that were received by the applicant and the account taken of those responses. The Order does not, however, set out any statutory guidance on how such consultation should be undertaken. Community engagement may continue following the submission of a planning application.

5.21 The measures needed will depend on the proposal (see below) and could include online public meetings, exhibitions, leaflets. The method of consultation (found above) lists the different consultation methods and techniques and appropriate measures for different types of development. Measures undertaken, representations received and changes made should be accurately reported by the applicant. Regardless of pre-application consultation the Council will still carry out the formal consultation exercise upon submission of a planning application.

• Householder development: Discuss your proposals with any affected neighbours
• Development outside Lancaster: Discuss your proposals with the relevant Parish Council or Town Council
• Development giving rise to local controversy: Discussions with residents groups, public meetings, leaflets and use of local media
• Regeneration Projects: Discussion with residents groups and use of local media.
• City and Town Centre Development: Consult online Chamber of Commerce, Chamber of Trade, Amenity Societies
• Development with Significant Impacts: Local and Regional Media, any local residents groups, online exhibitions, public meetings, leaflets, models (view by appointment), community websites, statutory consultees

5.22 Major developments may also require specialist reports on issues such as retail impact, traffic, contamination, landscape, archaeology and environmental impact. Applications which are submitted without the appropriate range of supporting information will be regarded as invalid. Further information on the required information can be found within the   Council’s validation guide  .

5.23 For effective community involvement applications must be easily understandable. Applications must be accompanied by accurate metric plans (to scale), normally site plans, layout plans, floor plans, elevations and sectional drawings.

5.24 Plans should show how proposed buildings relate to each other and adjoining buildings in terms of height and floor levels. Applications should clearly show any buildings, trees and landscape features to be removed or otherwise affected.

5.25 Development with major off-site impacts and proposals in sensitive areas may sometimes benefit from more sophisticated measures such as models and detailed landscape or townscape analysis.

5.26 If you are concerned about unauthorised development or think that a breach in planning control has occurred, you may write to, telephone or email the Council’s planning enforcement team. Complaints are investigated in accordance with the   Council’s Enforcement Charter  and complainants kept informed of progress of the case and whether action has been taken. Where no breach has occurred or where it has been decided that enforcement proceedings cannot be justified, we will explain to the complainant why this is the case.

6.1 In line with current Government legislation (The Town and Country Planning (Local Planning) (England) (Amendment) Regulations 2012), once adopted, the Statement of Community Involvement will be reviewed at least every 5 years. The need to review the Statement of Community Involvement will be considered on an annual basis and will be reported in the annual authority monitoring report (AMR).

6.2 The need to review will be assessed if there have been any changes to legislation or government advice affecting the Statement of Community Involvement as well as if there has been a particularly low level of community involvement in planning policy document consultation

6.3 Any necessary changes will be incorporated into a future version of the Statement of Community Involvement. This will ensure that the Statement of Community Involvement remains appropriate and effective in involving the community in the various planning processes.

6.4 The measures proposed in this Statement of Community Involvement are, where stated, to be the minimum measures to be undertaken by the Council. There are a number of measures which offer significant benefits but which the Council cannot commit to implementation, such measures include:

• Employing external facilitators;
• Combining consultation exercises within other wider initiatives outside of the Council;
• The use of computer modelling to present options, choices and consequences; and
• The greater use of events which provide greater interaction for participants

6.5 It is possible that through community involvement, either by developers of major schemes, or through regeneration initiative, could offer the opportunity to trial some of these advanced measures and give an indication of how useful they are in a local context. The Council will seek to monitor best practice and seek feedback from users. If monitoring reveals major omissions or problems with the Statement of Community Involvement which requires review, arrangements will be made to either review the SCI as a whole or in part.

6.6 The Service Manager for Planning and Housing Strategy will facilitate a review of the SCI as and when required to ensure that its currency is maintained. This will involve:

1. A draft of a reviewed document is published for a 4-week consultation period for factual purposes
2. Account is taken of the responses received to the consultation
3. The reviewed document is formally adopted by means of an Individual Cabinet Member Decision (ICMD) made by the Portfolio Holder for Planning
4. The reviewed document is published on the Council’s website

6.7 This document, and all other documents which form the Lancaster District Local Plan are, or can be made available in large copy print, audio cassette, Braille or languages other than English. All requests for copies of Local Plan documents in different formats should be made in the first instance to: Planning and Climate Change, Planning and Housing Strategy Team, PO Box 4, Town Hall, Lancaster, LA11QR, by telephone: 01524 582383 and or email:  planningpolicy@lancaster.gov.uk. 

6.8 The Council will meet the cost of any reasonable request for providing Local Plan documents in different formats.

If you find any of our infographics difficult to read, please email us and we will provide a text version: planningpolicy@lancaster.gov.uk 

01 Version - 5 February 2024