Paperless Consultations Local Town and Parish Councils

25 January 2016

Martin Bunt & Karen White Planning Systems Support

systemssupport.planning@cornwall.gov.uk

Agenda

Where we are now Presentation/Demo

Current Situation

Where we could be Presentation

Issues and solutions Group discussion

Communication For help on Consultee Access contact systemssupport.planning@cornwall.gov.uk

Current Process (paper) • Paper consultation letter and plans posted to

Parish Clerk

• Some Parish/Town Council already electronic so receive consultations via email

New Process (electronic) • email consultation letter to Parish Clerk

Public Access/Consultee Access • View plans online via associated documents

• Comment on applications online

• View public and consultee comments online

• Register to be notified of applications within your area of interest

• Track the progress of applications

• Also view the register of appeals, enforcement cases and building control applications (no associated documents are available)

Registering for Public/Consultee Access

Click on the Register Button on top right hand side of any Cornwall Council website page

Registration Process 1 of 3

Registration Process 2 of 3

Note The email address you register an account with, needs to be the same address that we currently use to consult your Council. This will then allow applications to automatically populate your consultee in tray.

Registration Process 3 of 3

Public and Consultee Access

www.cornwall.gov.uk Click on Planning Applications Direct link http://planning.cornwall.gov.uk/online-applications

Public and Consultee Access

Click on the View planning applications online link

IDOX Public Access for Planning

Logging-in

• To log-in, click the My Account button on any page

Consultee In-tray

As a consultee user you will receive an email informing you that you have a new consultation in your In Tray, with a copy of the letter attached. You will need to log in to access your In Tray. You also have a set of consultee pages that allow you to view new, active and past consultations in your area. The In Tray displays a list of applications on which requests for consultations have been made.

Consultee In-tray Each request for consultation will display; • Consultee: the service that raised the request • Date Requested • Expiry Date • Days to Expiry: consultations are automatically sorted by this category To view the application, click on the application link.

Active Consultations

• Active Consultations will display applications that your Council has commented on that have not yet expired

• Multiple comments on the same application can still be made by selecting Consultee Comment

Previous Consultations

Consultation Search

Commenting on Applications

To make a comment on an application select the application you want and click on the Consultee Comment button

Commenting on Applications

Type your Council’s comments into the comment window (NB there is a 30 minute timeout so if your comments are likely to take a while to type try typing in a word processor and then pasting them in the comment window) When finished select Submit Comment

Commenting on Applications

When you have finished and selected Submit Comment you should see the screen opposite with the text in green informing you that the 3 actions have been successful, if it comes back with red text and failures please email systemssupport.planning@cornwall.gov.uk

Commenting on Applications

Go to Profile Details then In Tray Settings Check the box “Email me with a summary of submitted comments” When finished select Save

View Planning Application Details Summary

View Planning Application Details Further Information

View Planning Application Details Contacts

View Planning Application Details Further Information

View Application Documents

To view application documents click here And then here

View Application Documents

To open the document click on the name or the PDF icon

View Application Documents

How do existing Parish/Town Councils work with electronic consultations? • Some view plans ‘Live’ at their meetings using the online

planning register

• Some save & download key planning documents into a PowerPoint to present at the meeting

• Most Councillors pre-plan & view the documents online (visit site/speak to neighbours in some cases) well in advance of the meeting

• Larger Town Councils only take controversial /complex applications to full meeting – Chairman & Vice Chairman comment on the smaller applications eg conservatory extensions (However, Councillors can request for any application to go to full parish meeting)

Search Weekly/Monthly Lists

Search weekly/monthly lists for applications validated or decided within a particular week or month for your area

Weekly List Results

Advanced Search 1 of 2

Search for applications based on criteria of your choice.

Advanced Search 2 of 2

Search for applications based on criteria of your choice.

Map Search Initial View

Zoom in using the + button or the mouse scroll wheel until you are happy with the area shown

Rectangular Map Search 1 of 2

Zoom in until you are happy with the area shown and some results are shown. Then click the Enable filter link

Rectangular Map Search 2 of 2

The filter defaults to the last 6 months (you can change this from the drop down menu)

Once you are happy with your search area click on the Save a rectangular search link which takes you to the save search page

Circular Map Search

The filter defaults to the last 6 months (you can change this from the drop down menu)

Centre the map on your area of interest and click in show on map tick box, select a radius from the drop down menu and click on the Save a circular search link which takes you to the save search page

Zoom in as per Rectangular Map Search 1 of 2

To Save a Search

Click on the Save Search button

Save Searches

This is the same for any type of search, just remember to edit the Search Title to something meaningful to you.

If you want to be notified automatically of any new applications or the progress of an existing one based on the search criteria entered click the Yes radio button and press the Save button.

Track the Progress of an Application

Altarnun Parish Council Antony Parish Council Bodmin Town Council Callington Town Council Calstock Parish Council Cardinham Parish Council Colan Parish Council Cuby Parish Meeting Egloshayle Parish Council Falmouth Town Council Gerrans Parish Council Grampound with Creed Parish Council Helston Town Council Landrake With St Erney Parish Council Laneast Parish Council Lanhydrock Parish Council Lanteglos by Fowey Parish Council Launceston Town Council Lawhitton Parish Council

Parish Councils who are electronic: Ludgvan Parish Council Padstow Town Council Perranzabuloe Parish Council Philleigh Parish Meeting Redruth Town Council Sithney Parish Council St Blaise Town Council St Clether Parish Meeting St John Parish Council St Just in Penwith Town Council St Mellion Parish Council St Michael Penkivel Parish Council St Neot Parish Council St Stephen in Brannel Parish Council St Thomas The Apostle Rural Parish Council St Tudy Parish Council Stithians Parish Council Tremaine Parish Council Trewen Parish Council Withiel Parish Council Zennor Parish Council

Geographic distribution of Parish Councils who are electronic:

Communication

Martin Bunt 01872 224585 systemssupport.planning@cornwall.gov.uk

Bulk downloading using Mozilla Firefox

• Downloading & saving all documents quickly using MozillaFirefox & the Add-On ‘DownThemAll’

• Download & install Mozilla Firefox as your internet browser

• Download & install the Add-On ‘DownThemAll’

•

•

Using Mozilla Firefox as your internet browser go to the‘Online Planning Register’

http://planning.cornwall.gov.uk/online-applications

Bulk downloading using Mozilla Firefox • Enter the planning reference number of the application

you want to view

• Go to the ‘Related documents’ & select ‘View associated documents’

Right click in the far left hand pane where the documents are listed, a grey pop up box will appear, select the option ‘DownThemAll’

Bulk downloading using Mozilla Firefox

Select the documents you want to download by putting a tick in the radio button to the left hand side of each document listed

Save Files in - select where you want to save the documents (you may want to create a folder giving it the planning reference number or the site address). Click Start

Bulk downloading using Mozilla Firefox

When the downloading is complete the page as shown below will appear. It looks like only 7 out of 8 documents have downloaded but only 7 documents were selected to download so it has downloaded all required.

You can now navigate to the location where you saved the documents. Unfortunately the download doesn't keep the naming convention of the document but gives it a document ID number. However the documents can be renamed by right clicking on the document and selecting 'Rename‘.

Bulk downloading Agnate Snapshot Tool

You can now navigate to the location where you saved the documents. Unfortunately the download doesn't keep the naming convention of the document but gives it a document ID number. However the documents can be renamed by right clicking on the document and selecting ‘Rename’.

Enter agnate.co.uk/snapshot into the browser address bar, the Snapshot Planning Tool opens. Enter the planning case reference and press Submit

Bulk downloading Agnate Snapshot Tool

While the Snapshot Tool is working the indicator wheel will rotate and the message will change intermittently.

Bulk downloading Agnate Snapshot Tool

Press the green download button. Once the snapshot tool has completed it’s download this box will appear, click Save as

Bulk downloading Agnate Snapshot Tool

Navigate to where you want to save the file (in my case I saved it to the Desktop) and click Save.

Bulk downloading Agnate Snapshot Tool

Locate the file you just saved and right click on it and select the Extract All option.

Bulk downloading Agnate Snapshot Tool

Select where you wish to save the files and select the Extract option.

Bulk downloading Agnate Snapshot Tool

Click the link to display your local facsimile copy of the Council documents webpage.

Bulk downloading Agnate Snapshot Tool

Double click the index file or index.html file depending on your computer’s settings to display your local facsimile copy of the Council’s documents webpage.

Bulk downloading Agnate Snapshot Tool

Downloading and displaying pdfs for comparison

Open the plan you want and hover around the top of the plan until the ”save, print, minus, plus” tool bar appears and click on save.

Select a folder.

Meaningful name.

Save your file.

Repeat the above steps for as many files as you want to download

Downloading and displaying pdfs for comparison

Assuming you have Adobe Reader on your PC (if not https://get.adobe.com/uk/reader/) open both files.

Downloading and displaying pdfs for comparison

With both PDFs open click on Window and then Tile …Vertically

Downloading and displaying pdfs for comparison

Should one be larger than the other adjust the percentage in the box.