set expectations with commenters and planning authorities to follow up after a comment is made

[katska]

We hear from people in our recent research and day to day support queries that planning authorities don't always get back to them. What can people reasonably expect to happen and how can we ask for that?

We could also down the track follow up to see whether councils ARE following up with people and publish that information.

What can people reasonably expect research needed:

• best practise on participatory processes outline
• legal requirements
• current practises overview applicable to all planning authorities
• current expectations

Create a boiler plate for the commenter, and a separate one for the council for the commenter:

• outline of what happens to their comment
• guidelines on following up with council

for the planning authority

• planning alerts has outlined what happens to the comment
• expectations of the commenter

And then report back to everyone, so that people can learn and take action in their respective roles

One possibility is to also follow up with an email some time after the comment has been made and ask the commenter to indicate if their comment was acknowledged, and find out any other steps contributing to a satisfactory process, as well as links to resources to take further steps if not followed up should that seem like people would do this. I'm not sure on the last part because by then people I've encountered in this position seem weary and unwilling to follow up. Related, explore in a separate issue?: What factors beyond this single encounter influence trust in an authority, and what additional data could help assess this?

[stale[bot]]

This issue has been automatically marked as stale because there has been no activity on it for about six months. If you want to keep it open please make a comment and explain why this issue is still relevant. Otherwise it will be automatically closed in a week. Thank you!

[katska]

For example - we might include something along the lines of the following which aims to assert reasonable expectations of Planning Authorities in response to a submission on a DA. The details here are a broad outline of stages based on good participation dynamic and need to be further researched and tailored to Planning Alerts.

What should I expect after I make a submission?

If you've made a submission to have your say on a development, here's what you should expect from the authority you've expressed your view to: 1. Acknowledgement of Your Submission

Receipt Confirmation: You should receive immediate confirmation that your submission has been received, typically via email or post.

2. Transparency

Public Access: Generally, submissions are made publicly available, with personal contact information redacted, to ensure transparency in the consultation process.

3. Fair Consideration

Objective Review: Your submission will be considered on its merits, with an objective review of the points you raised in relation to the development application and planning policies.

4. Inclusion in the Decision-Making Process

Influence on Outcomes: While your submission alone may not determine the final decision, it should be part of the evidence considered by the planning authority.

5. Feedback and Response

Response to Submissions: The authority might provide a general response to the issues raised during the public consultation process, which can be included in the staff report to the decision-making body.
Specific Queries: If your submission raises specific issues or questions, the authority may respond directly to you, although this practice varies by jurisdiction and resources.

6. Notification of Decision

Decision Notification: After a decision is made, the authority should notify all stakeholders, including you, of the outcome. This notification may be through email, letters, or published online.

7. Explanation of Decision

Rationale for Decision: The authority should provide an explanation of the decision, including how public input, like yours, was considered in the decision-making process.

8. Opportunities for Appeal or Further Engagement

Appeal Process: If you're dissatisfied with the decision, the authority should inform you of any rights to appeal or request a review, including the process and timeline for doing so.
Ongoing Engagement: For projects that proceed, there may be further opportunities for engagement during the detailed planning stages or implementation.

Remember, engaging in the process provides a critical avenue for community input. While decisions are made based on a range of factors, including compliance with planning legislation, policies, strategic planning objectives, and the broader public interest, your participation is a valuable part of the democratic process.