Introduction
The Statement of Community Involvement (SCI) explains how and when we will engage with local people and other interested parties when:
- planning policies and related documents are created; and
- decisions are made on planning proposals.
This also includes neighbourhood plans, planning appeals and planning enforcement.
What are the benefits of a Statement of Community Involvement?
There are many benefits of involving communities in planning matters, these include:
- dealing with possible disagreements early;
- helping people feel involved and proud of local planning decisions;
- understanding what local people need and care about;
- making decisions clearer and more open; and
- helping people understand when and how they can have their say.
Why have a Statement of Community Involvement?
Recent changes to the planning system mean that we are no longer required to have a SCI. However, we recognise that planning affects people’s lives, because decisions we make shape the city we live and work in. As a result, we want to be clear when communities and stakeholders will be involved. This helps everyone understand what to expect and how they can get involved.
The SCI allows us to adapt our approach to suit specific planning matters. This also means we can respond to changes in regulations, follow best practice, and use new ways of communicating and engaging with people as they become available. Our intention is that the SCI will reflect the most up-to-date engagement methods available.
The SCI has been updated in response to changes at the national level, as well as to help make the document clearer and more accessible. However, all other provisions set out in the previous version of the SCI have been retained without change. For example, who will be consulted on a planning application, when, how and for how long they would be consulted, are all unchanged.
Principles of community involvement in planning
When engaging during the planning process, we will work to the following core principles:
- Meet and, where reasonably possible, exceed the minimum standards for community involvement set out in legislation.
- Encourage early engagement, when there is greater opportunity for peoples’ views to be considered in the decisions made.
- Make consultations simple and accessible, so that even people with little or no knowledge of planning can get involved.
- Make sure everyone can take part in consultations, no matter their background, personal circumstances, or experience. This includes factors such as age, disability, race, religion, sex, sexual orientation, and other characteristics.
- Use consultation materials that are clear and easy to understand, and free from unnecessary jargon, and suitable for the stage of the planning process being consulted on.
- Be clear in what is being asked and how comments will be taken into account.
- Whenever possible, set out how comments have been considered and included in the planning process.
- Make use of digital methods wherever possible, in line with the Digital community engagement toolkit for planning consultations, to make consultations more accessible, quick and cost-efficient, alongside using more traditional methods, such as printed media, exhibitions and meetings, when appropriate to engage with specific groups.
Written information will be made available in alternative and accessible formats, if requested, such as large print, Braille, audio or translated into another language.
Community involvement in planning policy
As the local planning authority, we must have a framework of planning policies, including a Local Plan, which can be used to guide development proposals and decide planning applications. We regularly update and publish the timescales for preparing new planning policy documents.
When preparing planning policy documents, we must carry out consultations at certain stages to allow communities and stakeholders to have their say on what is being proposed.
Moving forward, new plan-making regulations require us to consult on the proposed engagement strategy for new Local Plans through a ‘Scoping Consultation’. The way we engage with communities for each Local Plan may vary, in line with community feedback.
Other documents related to the plan-making process will be published online but are not normally subject to consultation. This includes the Local Plan Timetable and Authority Monitoring Report, which relates to monitoring and reviewing of planning policy documents.
Planning policy documents subject to consultation
These documents form a framework of planning policies, also known as the ‘Development Plan’, and fall into the following categories:
- Local Plan/Supplementary Plan documents
These documents set out policies that will guide how the city develops in the future. They may also set out detailed site/area specific policies and/or guidance for future development of the city.
- Neighbourhood Plans and Neighbourhood Development Orders (NDOs)
These plans are created by our town, parish, community councils or, in some cases, neighbourhood forums, and we will support their development. They are an important way for local people to have a say in planning decisions and help shape the future of their area.
The Neighbourhood Planning Regulations set out the requirements for the preparation of Neighbourhood Plans and NDOs. Consultation on these plans is carried out by the town, parish, community council or neighbourhood forum and does not need to meet the requirements of this SCI. However, it can still be a helpful guide when consulting and engaging on draft plans. Annex A sets out the level of support and advice we can provide during the preparation of Neighbourhood Plans.
Other planning policy related documents
These fall into the following categories:
- Framework Masterplans or Development Frameworks and Briefs
These set out the requirements that development proposals for a specific site should meet. They provide communities with a clear understanding of what is expected in a planning application. There is no statutory process for how these are prepared, unless they are adopted as a supplementary plan, but consultation and engagement will still be an important part of the process followed.
- Strategic Environmental Assessment
This explains the appraisal process carried out alongside the preparation of planning policy documents. Public consultation is undertaken alongside the related document apart from the Scoping Report stage, which focuses on three ‘consultation bodies’ and is carried out before preparing the document.
- Conservation area reviews
We have a duty to review conservation areas in Milton Keynes. During this process we will ensure that a conservation area remains of “special architectural or historic interest”, review and amend its boundaries accordingly, and set out its heritage significance. Whilst not required, we will undertake a public consultation on the proposed changes.
- New Town Heritage Register (NTHR)
This is a 'local list' of buildings, structures, artworks and public spaces that are locally significant and contribute to the city's unique identity. The final proposed additions will be subject to public consultation.
- Local/Supplementary Plan evidence base studies
Where relevant, we will engage on studies that are commissioned as part of the evidence base for Local and/or Supplementary Plans.
Who will we consult?
We usually consult widely, as set out in Table 1, to make sure everyone has a chance to be involved. However, this only reflects the groups that we will contact directly. As all consultation material will be publicly available, anyone wanting to be involved will be able to respond if they wish.
| Local Plan / Supplementary Plans | Neighbourhood Plans/NDOs | Framework Masterplans or Development Frameworks and Briefs | Strategic Environmental Assessment | Conservation Area Reviews / New Town Heritage Register | |
|---|---|---|---|---|---|
| Specific consultation bodies | |||||
| Town, parish and community councils within MK | A | A | A | A | A |
| Town and parish councils adjacent to MK | A | A | B | A | C |
| Adjacent local planning authorities | A | A | B | A | C |
| B&MK Natural Environment Partnership | A | B | B | A | C |
| Homes England | A | A | B | A | C |
| Natural England | A | A | B | D | C |
| Environment Agency | A | A | B | D | C |
| Historic England | A | A | B | D | A/C |
| Network Rail | A | B | C | A | C |
| National Highways | A | B | C | A | C |
| Electronic communications providers | A | B | B | A | C |
| Utility providers | A | B | B | A | C |
| NHS Integrated Care Board | A | B | B | A | C |
| General consultation bodies | |||||
| Voluntary bodies whose activities benefit the area | A | B | C | A | B |
Consultation undertaken alongside the planning policy document that it relates to.
- The National Planning Policy Framework requires that we work collaboratively on strategic planning priorities in consultation with Local Nature Partnerships.
- General consultation bodies would be notified when the content of the document will be relevant to that body or the group(s) it represents. For example, the MK Forum has a direct interest in all Conservation Area Reviews and the New Town Heritage Register and would be consulted on these documents.
- General consultation bodies would be notified when the content of the document will be relevant to that body or the group(s) it represents. For example, the MK Forum has a direct interest in all Conservation Area Reviews and the New Town Heritage Register and would be consulted on these documents.
| Bodies representing interests of different racial, ethnic or national groups in the area | A | B | C | A | C |
| Bodies representing interests of different religious groups in the area | A | B | C | A | C |
| Bodies representing interests of disabled persons in the area | A | B | C | A | C |
| Bodies representing interests of businesses in the area | A | B | C | A | C |
| Buckinghamshire Fire & Rescue Service | A | B | B | B | C |
| Other parties | |||||
| Ward Councillors | A | A | A | A | A |
| Developers, housebuilders and their agents | A | B | A | A | C |
| Other organisations or individuals who are on our consultation database | A | B | C | A | C |
- In Milton Keynes, the Racial Equality Partnership serves as an umbrella group, representing these bodies
- In Milton Keynes, the Council of Faiths serves as an umbrella group, representing these bodies
- In Milton Keynes, the Disability Action Alliance serves as an umbrella group, representing these bodies
| Key | |
| A | Will normally be notified |
| B | Notified if it is considered the document will be relevant to them or the group they represent, or if the document relates to an area near to them |
| C | Less likely to be notified, but each document will be considered separately, and consultees chosen accordingly |
| D | Stakeholders that must be consulted at the Scoping Stage. We would normally also consult wider and notify others in this list where appropriate |
Table 1: Stakeholders who will be normally consulted on planning policy documents
How will we consult?
As a minimum, we will notify the groups and individuals listed in Table 1 at the relevant consultation stages for each planning policy document. We will usually do this using digital methods. When this is not possible, we will send information by post.
In all cases, we ask that comments are made digitally and, where available, these are submitted through an online consultation platform. This helps us make sure we have all the information needed to take comments into account. Verbal comments cannot be accepted.
We will always make consultation documents available through our website and include them on our list of current consultations. Use of online consultation platforms helps to make responses more accessible. Depending on the planning policy document, consultation documents may be available to view in libraries across the city, so people without individual access to the internet can still take part.
A range of consultation methods may be used, although not all methods will be used for every consultation. The approach will be chosen to suit the stage of the process and the document being consulted on and may include:
- Media and publicity: Use local media (newspapers, radio and, where appropriate, statutory notices) alongside social media to promote consultations and how people can get involved.
- Internal and councillor communications: Share information across Council services via email or video bulletins, and through ‘Councillors’ News’ circulated to ward Councillors and town, parish and community councils.
- Partner networks: Work with town, parish and community councils, local groups and organisations, such as Community Action:MK, to share information about consultations through their communication channels (for example newsletters, social media and websites).
- Community engagement activities: Carry out presentations and Question & Answer sessions at existing voluntary and community group meetings. We will also attend meetings of groups that may be less likely to take part in consultations, such as the Youth Council, schools, faith communities, and organisations representing older people, to make sure we hear a wide range of views.
- Events and face-to-face engagement: Hold events, such as exhibitions, roadshows, drop-in sessions and run workshops or discussion groups, to give people the chance to learn about proposals, ask questions and share their views.
- Promotional materials: Advertise consultation events and provide information through displays, posters, flyers, digital media, and targeted door-to-door leaflet drops.
When will we consult?
The regulations for each type of planning policy document set out when we must consult or make documents available for comment. We will always meet these requirements, but we may also carry out additional engagement at appropriate stages of the process. We will make a greater effort to involve people at the early stages of preparing our local plan documents or supplementary plans, when there is the greatest opportunity to get involved and influence our strategies and policies.
How long will we consult for?
Our framework for partnership working with town, parish and community councils states consultation “will be for a minimum of six weeks excluding the Christmas/New Year holiday period, and giving some extra allowance in August”. Where regulations apply to the creation of a planning policy document, these normally require 3 to 8 weeks, so accommodating this framework for all those we are engaging with should normally be possible.
We will try to give advance notice of upcoming consultations so that residents, stakeholders and community groups have enough time to make their comments.
What happens after a consultation has closed?
All comments received will normally be published online. As it is common to receive a large volume of responses to some documents, it is not possible to respond to each comment individually. Instead, comments will be summarised, and we will provide responses to the issues raised provided through a consultation statement. This will allow people to see how their comments were considered.
The consultation statement will usually explain how comments received during the consultation have helped shape the next stage of the document. This will include explanation of what specific changes have been made following the consultation.
We will let everyone who has responded know when the planning policy document has been adopted.
Community involvement in planning proposals
We decide around 2,500 planning applications each year. This ranges from householder extensions to major new residential, retail or commercial developments. When deciding these applications, it is important that the community and other stakeholders have the chance to get involved, to help shape the places where they live, work and spend their leisure time.
Planning legislation sets out the minimum requirements for publicising and consulting on planning applications. This varies between different types of applications. This section sets out how we will meet those requirements through the Development Management process.
Pre-application stage
Our website provides free advice and basic guidance on planning issues, for example, information on use classes and permitted development rights. For more detailed guidance, pre-application advice is available. This service allows an applicant to explore and address any planning issues raised by their proposed development. Information about how to access pre-application advice, what the service includes and the associated fees, can be found here.
The National Planning Policy Framework (NPPF) highlights the benefits of early consultation and engagement in the planning process. It states that “Early engagement has significant potential to improve the efficiency and effectiveness of the planning application system for all parties.”
For all pre-applications we will not notify communities or carry out a public consultation. However, for larger-scale or potentially controversial development proposals, we encourage developers to engage with relevant stakeholders, including the local community, ward councillors, and town, parish and community councils as early as possible. Although this is not mandatory, our expectations are set out in the Pre-application engagement and Planning Performance Agreements Charter.
Planning application stage
Once a planning application has been received, there is a process for publicising and consultation for most application types. This gives consultees, stakeholders and local residents the opportunity to comment on the proposed development.
We must consult certain consultees on relevant applications, and they are required to provide a response. Other stakeholders and local residents will be notified of planning applications, where we consider they may be affected or should be aware of the proposal. They can then choose whether to provide comments.
In all cases, planning applications will be published on the planning register. We ask that comments are submitted through the planning register. Comments must be made in writing and include the name and address of the person making them. This helps us to understand issues raised and consider them properly against all other relevant considerations.
All comments received will be made available to view on the Planning Register. We believe that anyone with an interest in a planning application has the right to see comments made in support of, or in objection to, a proposal. To be open and transparent, comments, along with the name and address of the person making the comment, will be published. However, we will remove personal phone numbers, personal email addresses and any other personal information before publication. Further information is available in our privacy notice.
How and who will we notify or consult?
- Neighbour notification letters are sent to the occupiers of the properties adjoining the site, and/or a site notice is displayed as close as possible to the site. For some types of application, an advert will also be placed in a local newspaper.
- A notification will be sent to the relevant ward councillors and town, parish or community council(s). Adjoining town, parish or community councils, and/or adjacent local planning authorities will also be notified where major development sites border their administrative area or where the effects of a development could reasonably be said to affect their interests.
- Internal consultees, such as the Highways, Ecology, Heritage and Design, as well as external consultees, such as the Environment Agency, Internal Drainage Board or Natural England, will be consulted on applications where the type, size or location of the development means their comments are needed.
- A weekly list of all planning applications is circulated to all ward councillors, town, parish and community councils, and other interested parties. Individuals and organisations who would like to receive the weekly list should contact the Planning Service to be added to the distribution list.
A summary of the above approach is summarised in Table 2, found below.
How long will be given to provide comments?
Each application must be determined within a specified time, usually between 8 and 13 weeks. In some cases, it is less. The time allowed for comments to be made must therefore reflect the need for us to meet our obligation to issue a decision in time. The following approach will be taken:
- There is usually a period of 28 days for ward councillors and town, parish and community councils, recognising the frequency of their meetings. Other consultees and interested parties, such as local residents, have 21 days to make comments. This can however be different for some very specific applications. Whilst we ask for comments to be made within these timeframes, we will still accept and take into account comments received after the deadline and until the application is decided, so in many cases this will be longer.
- For publicity or consultation periods of 21 days or less, bank or public holidays will not count towards the response period. This helps ensure that anyone wanting to comment has the full amount of time available to do so.
- Sometimes significant changes to a proposal, or new reports or evidence, or significantly amended plans or information, are accepted during the application process. In these instances, we will publish the new material as soon as possible and provide an additional 14-days for people to make comments. The interested parties that were notified at the start of the application will be notified of the changes, in addition to anyone who has already commented on the application. For other changes to the proposal, plans or supporting studies, information and evidence, these will be published as soon as possible.
A summary of the above approach is summarised in Table 2.
| Other notifications (inc. site/press notices) | Consultees | Town/parish/ community councils & ward councillors |
|---|---|---|
| 21 | 21 | 28 |
| 21 | 21 | 28 |
| 21 | 21 | 28 |
| 21 | 21 | 28 |
| 14 | ||
| 21 | 217 | 28 |
| 21 | 21 | 28 |
| 21 | 28 | |
| 14 | ||
| 21 | 28 |
- Where required by legislation.
- This is an assessment of whether the proposed change has a material effect on the permission. Where it does, a different application is subsequently required attracting relevant publicity/consultation.
| Lawful development certificates | 14 | ||
| Consultations from adjoining authorities or on nationally significant infrastructure projects (NSIPs) | 14 | 14 |
- These establish whether proposed or existing uses/works are lawful in planning terms (i.e. do not need a grant of planning permission from the Council) and therefore the effects of the development are not a relevant consideration.
- The Council must respond within 21 days, limiting the scope for comments from consultees and interested parties.
Table 2: Minimum time given (in days) by notifications for interested parties to make comments. Where direct notification/consultation does not take place, the application will be included on the weekly list and comments can still be made.
How can I keep up to date with the decision-making process?
Most applications are decided by officers, under delegated powers. The decision notice and the officer’s report, which explains how the decision was reached and how comments were taken into account, will be published on the Planning Register.
If an application is decided by the Planning Committee, ward councillors and town, parish and community councils, and members of the public have the right to speak. The rules are set out in the Procedure for Public Participation at Planning Committee Meetings. To be involved:
- The officer’s report will be published on our Committee System no later than 5 working days before the meeting. A notification of the meeting will be issued to anyone who made a comment on the application before publication of the committee report, as well as the applicant or their agent.
- All requests to speak must be made to Democratic Services (by email to planning-speaking-requests@milton-keynes.gov.uk) by midday, 2 working days before the day of the meeting. For example, if the meeting is on a Thursday, requests must be submitted by midday Monday.
- Up to three members of the public, including representatives of local organisations and groups can speak for a maximum of three minutes each. These spaces are allocated on a first come, first served basis.
- Any update papers will also be published on our Committee System, no later than the day before the meeting.
Further information regarding how we deal with planning applications and the customer service standards that the Planning Service sets for itself can be found within the Planning Customer Charter.
These establish whether proposed or existing uses/works are lawful in planning terms (i.e. do not need a grant of planning permission from the Council) and therefore the effects of the development are not a relevant consideration.
The Council must respond within 21 days, limiting the scope for comments from consultees and interested parties.
Appeal stage
An applicant may appeal to the Planning Inspectorate where:
- permission has been refused;
- permission has been granted with conditions which the applicant considers to be unreasonable; or
- the application has not been decided within the appropriate time limit.
If an appeal is made, we will notify anyone who was notified about the original application, and anyone who commented on it. We will also notify ward councillors, town, parish and community councils.
Depending on the appeal process followed, it may not be possible to make further comments. If allowed, any further comments must be sent to the Planning Inspectorate. We are unable to send comments to the Planning inspectorate on anyone’s behalf.
For appeals decided through an informal hearing or public inquiry, interested parties may also have the opportunity to appear before the Inspector.
All appeal documents prepared by the appellant or by us, along with the Inspector’s decision, will be published on the planning register.
Planning enforcement
We investigate alleged breaches of planning control through our Planning Enforcement team. How the enforcement team prioritise and carry out an investigation, and communicate with complainants, is set out in the Local Enforcement Plan.
Appeal stage
An applicant may appeal to the Planning Inspectorate where:
- permission has been refused;
- permission has been granted with conditions which the applicant considers to be unreasonable; or
- the application has not been decided within the appropriate time limit.
If an appeal is made, we will notify anyone who was notified about the original application, and anyone who commented on it. We will also notify ward councillors, town, parish and community councils.
Depending on the appeal process followed, it may not be possible to make further comments. If allowed, any further comments must be sent to the Planning Inspectorate. We are unable to send comments to the Planning inspectorate on anyone’s behalf.
For appeals decided through an informal hearing or public inquiry, interested parties may also have the opportunity to appear before the Inspector.
All appeal documents prepared by the appellant or by us, along with the Inspector’s decision, will be published on the planning register.
Planning enforcement
We investigate alleged breaches of planning control through our Planning Enforcement team. How the enforcement team prioritise and carry out an investigation, and communicate with complainants, is set out in the Local Enforcement Plan.
Annex A: Neighbourhood Planning Key Steps
| Stage of preparation | Details of each stage | Advice and support provided to Parishes |
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