LORD HOWE ISLAND BOARD
INTERNAL PROCEDURE
TITLE / LHIB Development Assessment Procedures
DATE ADOPTED / TBA
REVISED / - / REVIEW / 2 years
FILE REFERENCE
ASSOCIATED POLICIES & PROCEDURES / LHIB Development Assessment Policy
LHIB Development Application Guide

1. Introduction

The LHIB Development Assessment Procedure outlines the process to be implemented to deliver a consistent development assessment service on Lord Howe Island within reasonable timeframes.

The Procedure is based on the document “Best Practice in Development Assessment for Local Government” and is designed to assist LHIB staff, consultants and others involved in the development assessment process on Lord Howe Island.

1.2 Purpose of the Procedure

The Procedure outlines the ten steps of the development assessment process, identifies areas which require improvement, and aims to assist the LHIB to achieve better planning outcomes for Lord Howe Island.

1.3. Application of the Procedure

The procedure is to be applied to all Owner Consent, Development Applications and s96 applications. The procedure shall be followed by all LHIB staff and contractors working on behalf of the Board.

2. Procedure

Step 1

Provide pre-lodgement advice to proponents within reasonable timeframes / MECD, CTP & Admin (depending on complexity of enquiry)
Coordinate meeting with the applicant, if required / MECD & CTP
Records of meeting to be kept and provided to the applicant / MECD
Documents including pre-lodgement meetings and written advice will be kept on the appropriate file relating to the proposed development / MECD
Maintain LHIB website, and review policies and procedures relating to development assessment / MECD / Admin

Step 2

Ensure Owner Consent application form is completed and is signed by all leaseholders / Administration staff
Ensure all relevant information is provided to enable an assessment of the merits of the application (refer to OC checklist) / Manager Environment & Community Development (MECD)
Forward application and supporting information to consultant town planner / Administration staff
Notify Board Members of application by email / Administration staff
Request further information, if required / Consultant Town Planner (CTP)
Prepare draft assessment report / CTP
Review draft assessment report / MECD
Assessment report to be printed and saved in relevant file for delegated approval. / MECD

Step 3

Ensure ‘Owner Consent’ has been previously approved and has not lapsed. If ‘Owner Consent’ has not been given, do not accept application. / Administration Staff
Ensure application form is complete while applicant still at counter including 3 copies of plans - (see checklist at end of DA form). / Administration Staff
Verify applicants cost estimate for building and associated works / Manager Infrastructure & Engineering Services (MIES)
Accept and receipt fees / Administration Staff
Register in Authority / Administration Staff
Scan and send DA and all supporting information to Consultant Town Planner for preliminary assessment (request electronic copy of items which can not be scanned)
Create paper and electronic file with internal action sheet, email copy of plans to MECD
Issue an acknowledgement letter to the applicant advising of the DA number and date that the fees / application was lodged; advising the applicant to place pegs; contact person and phone number.

Step 4

Undertake a preliminary assessment of applications within seven (7) days of the application being lodged to ensure that the information is adequate. / MECD & CTP
Identify necessary referrals / consultation / legal advice. / MECD & CTP
Prepare preliminary comment on the proposal for consideration by MECD / CEO. / MECD & CTP
Where a development application is illegible or unclear, the applicant will be notified in writing within 7 days of lodgement of the application and advised the application has been rejected. / MECD & CTP
Provide a full refund of application fees / Administration Staff
Consult with applicant and request in writing additional information, if required. / MECD & CTP
Actions & progress recorded on ‘Authority’ / MECD & Admin
Prepare draft letters to adjoining landholders / and integrated referrals. / Administration Staff
Prepare Signal advertisement, exhibition notices, website notification, for CEO approval / Administration Staff

Step 5

  • Coordinate all internal (by email or where necessary by meeting) and external referrals
  • Liaise with Consultant Town Planner for referrals. Forward internal / external referral advice to CTP
  • Reports placed on file and referred to CTP
  • Actions & progress recorded on ‘Authority’
/ MECD
  • Liaise with MECD on referrals
/ CTP

Step 6

Collect all submissions and send to CTP. / Administration Staff
If Integrated Development, copies of all submissions to be sent to other approval body / Administration Staff
Reply in writing to all submissions as per template / Admin & MECD
Prepare draft assessment and planning report under Section 79c of EP&A Act, Regs and LHI LEP etc. / CTP
Forward report and recommendations to MECD. / CTP
Checks detail from CTP for report and format for Board meetings / MECD
Forwards to CEO with recommendation for delegated decision / MECD

Step 7

Final decision to be made under Delegated Authority / CEO, Board or Minister
Where necessary make presentation to the next Board meeting / CTP

Step 8

If application has been referred to the full Board, confirm meeting minutes and prepare Draft Notice of Determination for review by MECD / CEO / Administration Staff
Issue signed Notice of Determination / Administration Staff
All persons that made submissions to be notified of decision / Administration Staff
If Integrated Development, other approval bodies to be sent Notice of Determination and stamped plans / Administration Staff
Public notice of determination in Signal and website (and website updated to reflect decision) / Administration Staff
Enter detail in ‘Authority’ / Administration Staff
Send copy of Notice of Determination to Consultant Town Planner / Administration Staff

Step 9

Consider any request for a review of determination, or appeal. / CTP

Step 10

Follow up actions from Construction Certificate through to Occupation Certificate in accordance with development approval (including conditions of consent, stamped plans and other supporting documentation). / MIES
LHIB to prepare information on building certification requirements / MIES

3. Associated Policies & Procedures

LHIB Development Assessment Policy

LHIB Development Application Guide

4. Procedure Review

The LHIB Development Assessment Procedure shall be reviewed at 2 years from the date of approval in accordance with the timeframe specific in the procedure. The procedure may however be reviewed and amended anytime within this period as required.

5. Approval

...... / ......
Lord Howe Island Board CEO / Date

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