Publication of DPD/Local Plan - Document Requirements - Public forum - Planning Advisory Service (PAS)

Reg 35 of the 2012 regs just requires a copy at your principal office "and at such other places within their area as the LPA consider appropriate..." and then of course a copy on your website.

So really it's up to you. What does your SCI say you'll do? What do your local members expect? What are the benefits versus the printing/logistics cost?

We're having the same debate internally especially as our Council is actively promoting a digital first approach. We also use the Objective Online system for our Local Plan consultaitons. Interestingly, we did a survey of our local libraries after our last consultation and found that the hard copies "on deposit" were rarely requested. In some cases not even once during the whole period. I think that tells us something about how worthwhile this more traditional approach is or isn't in the digital age.

We have free internet access in all our libraries so pushing the online option is legitimate. If you don't that may be a barrier. We also looked at stats for high speed broadband take up and found that around 80% (and rising) of our households were connected.

You could go for one copy at your office then everything else fully online and CDs if required. Although I'd question why someone needs a CD if it's online. But watch out for reg 35, if asked you'd have to provide copies on request "at reasonable charge". NB it doesn't actually say a hard copy but this is implied if you can charge for it!

Hope this helps.

Regards

Andy

I agree with Andy's comments.

If you are talking about making the proposed submission version available for representations, then Reg 19 says you must "make a copy" of each document available, but it doesn't say explicitly that that has to be a paper copy (whereas part (2) of Reg 22 does say explicitly that at the submission stage each of the relevant documents must be sent "in paper form and a copy sent electronically").

So, your decision might hinge on what your SCI says. Remember that when you get to examination, the Inspector (as part of the legal compliance test) will ask if you have complied with your SCI (section 19(3) of the Act), so if your SCI commits you to having paper documents at the inspection locations, you will have to print them.

It's worth remembering that when you start your Reg 20 representation period, PINS do request that you let them know and send them a printed copy of the proposed submission version - to help them with programming the availability of inspectors and to give them some advance notice of the scope and scale of the plan. So you will certainly need to print a copy for them (with a printed submission Policies Map).

Finally, I should say that my authority still make printed copies available at inspection locations because we do not want to disadvantage those people who do not have access to a computer or are uncomfortable using one.

The world has moved on since local people were able stroll into local libraries (do these still exist?) and access everything in paper form.  With resource constraints the paper chase really does need to stop and that includes the huge quantities of paper that still have to be supplied to the Inspectorate. 

But on a more serious note how many planning authorities have rigorously monitored viewings at deposit locations to determine the cost effectiveness of providing material in different formats?  I suspect in many areas plans are never consulted by the public and the more specialist the plan the truer this may be.  One possible suggestion here is to include a question about where you heard first about the plan - I suspect for vast majority of respondants it will not have been the local library.

And do get on and modify SCIs as a matter of urgency to reflect latest regulations - you can always do more if necessary!

I agree with all of the above. I do not see anywhere (apart from Reg 22) where there is any reference to a 'paper copy'.

Understanding what your SCI says is clearly crucial, and I agree with Andrew that if your SCI specifically refers to paper copies you should look to change that, and follow Regulation 36. Perhaps stick with the line that paper copies 'can be made available', rather than 'are available'.

There will be those either with no access, or no desire, to use a computer, and you have to ensure they are not disadvantaged.