INFORMATION
Processes
Stages of the Process
01
Pre-Application Stage
In some situations, there is an advantage to having a pre-application meeting with council planners. This approach is generally reserved for larger-scale proposals, more complex applications or challenging sites.
In such instances, the council planner will consult with other departments (such as heritage advisors, urban designers, or traffic engineers), and advise of their requirements, prior to lodgment of the application. This creates a more resolved application, which has a greater chance of success.
In most scenarios (e.g. typical townhouse applications), it is not appropriate to have a pre-application meeting as it will delay lodgment and progress, therefore it should only be undertaken if there are complicated issues that need to be addressed prior to the application being made.
02
RFI Stage
In most cases, council planners will issue an RFI letter (request for further information) approximately 28 days after an application has been lodged.
This letter may require amendments to the plans, additional details, provision of reports, or plans from other technical consultants. It will also set out any fundamental issues that need to be addressed.
This is a critical point in the application process, where the planning consultant, architect, and developer work together to respond to the issues raised. During this stage, Aspect Planning Services will liaise with the council planner and engage the services of sub-consultants as required.
03
Advertising Stage
When the required plans and reports have been submitted to council (to satisfy the RFI), the application proceeds to advertising.
At the end of the advertising process, Aspect Planning Services will obtain the objections from council (if applicable), forward them to the architect and developer with a summary of the issues raised, and advise on how the issues should be addressed.
Referrals
04
External Referrals
Applications are referred to external statutory authorities to ascertain their views, obtain permission and seek permit conditions. There are two types of referral authorities: statutory referral authorities and recommending referral authorities.
A statutory referral authority is notified under Section 55 of the Planning and Environment Act 1987. Their conditions must be included on the permit. If they object to the development, the council is legally compelled to refuse the application. Examples of this are the traffic management considerations of the Department of Transport (previously Vic Roads) and floor level requirements, as imposed by floodplain management authorities.
A recommending referral authority is notified under Section 52 of the Planning and Environment Act 1987. Their conditions may be included on the permit. If they object to the development, the council is not legally compelled to refuse the development, but it must justify why it has disagreed with this authority in its delegation report.
There are occasions where the competing interests of two statutory referral authorities can create difficulties.
Aspect Planning Services can facilitate an outcome that satisfies all authorities by liaising directly with referral authorities, or engaging technical consultants to alleviate their concerns.
05
Internal Referrals
Councils also undertake internal referrals, which include heritage advisors, traffic engineers, landscape architects, arborists, urban designers, and environmental sustainability officers.
Over the last few years, the role of internal referrals has intensified, as councils’ internal referral departments have expanded.
Typical townhouse developments are now referred to urban designers, landscapers, and sustainability officers, which impacts approval timeframes and adds to the complexity of the application process.
As referral responses are relayed in instalments after the RFI letter is sent, the drip feeding of issues, combined with the extensive level of technical documentation, makes the task of managing planning applications increasingly difficult.
Aspect Planning Services understand the difficulties this creates and can communicate with council planners to resolve concerns stemming from the internal referral process, engage technical consultants to provide the required documentation, and dispute any incorrect or unreasonable requirements posed by other council departments.
06
Post Advertising Stage
After the advertising process, the council planner will advise on the extent of the issues resolved, the likelihood of approval, and the timeframe for a decision to be issued.
Aspect Planning Services will continue to liaise with the council planner through this time, and work through each component of the application, to ensure the project stays on track.