Desk Instructions
AO – Site Visits
ChapterDescriptionPage
48Site visit overview...... xx
49Points to note on the site visit information sheet...... xx
50Procedure for arranging site visits...... xx
51Recording of site visits and requisition of files...... xx
52Clerk’s site visit book...... xx
53Receipt of site visit files / despatch to the Inspector.....xx
54Cancellation of site visits...... xx
55Re-arranging site visits...... xx
56Filing of the information sheets...... xx
57Run-ins and other amendments...... xx
58Site visit statistics...... xx
AO – SITE VISITS
48SITE VISIT OVERVIEW
Requests to arrange site visits are usually received from procedure sections via the PCS/ISS interface, from which Information Sheets are generated. (Previously these requests were sent to chartroom using an INT 3 form.) The chartroom AA will attach the form to the front of the folder and write the NET date (not earlier than date), the LPA (local planning authority), the allocation (including any additional preparation/reporting time), type of visit ie. accompanied/ unaccompanied, and the jurisdiction at the top of the form.
The AA will file all the folders (for appeals allocated F, G and H General and Appearance) in the appropriate "pigeon holes" by their counties in chronological order of NET dates, with the newest case on the bottom. Appeals with other grades and/or specialisms will be similarly sorted in the appropriate separate trays / pigeonholes.
The site visit EO will allocate site visits to Inspectors as they become available for work (see Chapter 4: EO site visit desk instructions) in, predominately, fortnightly blocks.
After allocation, the folders are distributed amongst the AOs with consideration given to current workloads, leave to be taken, and substitution.
49 POINTS TO NOTE ON THE SITE VISIT INFORMATION SHEET
Jurisdiction
Each site visit will fall into one of the categories below as indicated on the INT 3 forms:
T=Transferred appeal. Inspector appointed to carry out the site visit and write the decision. “T” will be written at the top of the form by the AA.
S=Secretary of State. Inspector appointed to carry out the site visit but only writes a report with a recommendation, with the decision being made by the Secretary of State. “S” will be written at the top of the form by the AA.
NBSecretary of State cases can only be conducted by Inspectors who are suitably trained. There is no longer a requirement for these cases to be conducted by salaried Inspectors exclusively.
Allocation
Every site visit will be given a precise grade and specialism/s. The Inspector who conducts the site visit should usually be of the same or higher grade and have the required specialism. The NET date (not earlier than date) will be specified on the Information Sheet, and this is the date set to allow for the receipt of documents.
Whereas the NET date should ideally be adhered to, appeals can be conducted up to 13 days prior to the NET date (the NET date being 11 weeks after the start date) ie at least one day after the 9-week final date for comments. If the date allocated is earlier than this, you should refer the matter to the site visit EO for advice.
Type of visit
Visits carried out by Inspectors are either accompanied (ASV) or unaccompanied (USV) by the parties to the appeal. This information is contained on the front of the Information Sheet, and is written in red at the top of this form by the AA.
50 Procedure for arranging site visits
50.1 Notification and timing of site visits with the Inspector
The Inspector's name, initials, and the week/fortnight in which he/she has been allocated to carry out the visit will be shown on the Information Sheet. If travel time has been allocated with the programme, this should be added to Wallchart before contacting the Inspector.
The Inspector then should be contacted to both advise them of the site visit work allocated to them, and also request from them the dates and times (if appropriate) of when they wish to conduct the site visits. Contact should be made promptly, so that you maximise the chance of a prompt response from the Inspector (they may available on the day that you receive the folders, and then be leave for a fortnight), and so ensure that site visit programmes are timed at the earliest stage (giving the parties the maximum amount of notice, and giving you greater flexibility in managing your work).
If the Inspector advises you that they wish to change the site visit programme allocated to them (requesting to decline visits, receive a different programme, move the visits to a different week, request a travel day, or even request additional visits), you must refer their request to the site visit EO for advice.
The Inspector should usually be given details of their site visit programme in one of four ways:
i)E-mailed with hyperlink
Salaried Inspectors are linked to ISS, and so can view full details for each case electronically. You should e-mail the following to the Inspector:
“Dear All
A site visit programme has now been scheduled to you for w/c .
Please click on the blue hyperlink below to view your programme and contact me with the time(s) and date you expect to conduct the site visit(s)
Travel day allocated to Inspector J Smith
productivity case allocated to Inspector H Jones
If, as part of your programme, you have been scheduled a productivity site visit, the status of this case would revert to being part of your normal work programme should other casework fall away and replacement work not be allocated.
May I remind you that it is extremely important that I receive the dates and times for your visits as soon as possible. This will help me to keep abreast of rising workloads. If your programme is comprised exclusively of USVs, please can you confirm that you are able to conduct these.
Thank you for your co-operation.
Fred Smith
Chartroom 3/23 Hawk Wing
Extension 8001
This additionally sets out travel days and productivity cases allocated to specific Inspectors.
ii)E-mailed to advise to view via VPN
Most consultant Inspectors, whilst not being directly linked to ISS, can view a version of Wallchart via a VPN (Virtual Private Network) link. An e-mail should be sent advising the Inspector/s that the visits are available to view on their chart, and requesting that details of suggested dates and times (if appropriate) are returned promptly. Similarly, if their programme is comprised exclusively of USVs, the Inspector should be asked to confirm that they are able to conduct these.
iii)E-mailed with full details of site visit
Some consultant and salaried Inspectors may not currently be able to access their charts, usually because they are relatively new and have yet to have the relevant computer equipment installed. Therefore, the e-mail sent will need to include the relevant details of the case:
a)The period that the site visits cover.
b)Whether the site visit is an ASV or USV.
c)The case reference number.
d)The name of the LPA (local planning authority).
e)The appeal site address.
f)The proposed development.
g)Whether there are any third parties, as this may affect the time allowed by the Inspector for the visit.
h)Whether any travel time, or additional preparation/reporting time has been allocated.
The Inspector should be encouraged to respond promptly: either with dates and times or, if the programme exclusively comprises USVs, to confirm they can conduct these.
iv)Contacted by telephone
Some Inspectors, either because they are experiencing computer problems, or else are still living in the nineteenth century or an Amish community, do not have a working e-mail address. These Inspectors should be telephoned with full details (iii – points a-h above). Again, the Inspector should be encouraged to respond (or to request that the charting officer telephone them back to receive dates/times) promptly.
In all instances, the Inspector should be contacted by telephone (not simply e-mailed again) if they haven’t responded within 2 working days.
If you are experiencing a persistent problem in obtaining dates/times from an Inspector, you should seek advice from the site visit EO. If contact cannot be made, the site visit EO may either time the ASVs (and advise the Inspector), or issue a replacement programme of USVs.
When the Inspector has agreed a programme, clearly annotate the Information Sheet with the day, date and time of the accompanied visits. You can then proceed to notify the parties.
50.2Notification of accompanied site visits to the relevant parties
When the Inspector's programme has been agreed, the following action should be taken:
i) If the visit is to be held imminently (ie at less than 5 working days notice), all interested parties (always the LPA and agent/appellant, but sometimes also third parties – for further advice about third parties, see 50.5) should be telephoned. If relevant, the party should be given their reference number, the appellant's name, site address, the Inspector's name, and the date and time of the site visit. Advise that this will be confirmed in writing.
ii) For most cases, if the site visit is being arranged more than 5 working days ahead, the parties need only be informed in writing (but see iii). You should ensure that the time on the confirmation letter is always given using the 24 hour clock.
iii) However, all EPA and Government Office (including call-ins) cases must have details telephoned through to all attending parties. Similarly, if the appeal (etc) relates to a particularly large site (such as a quarry or a hedgerow), one or other of the parties should be telephoned to ascertain a suitable meeting place; these details then being added to the confirmation letters.
iv) Sometimes one of the parties will contact you to advise that they are unable to make the date/time arranged. If a minor change is requested (such as a change of time, or moving the visit to another day in the same week) the Inspector should be approached and, if this change is practical, his/her programme should be amended accordingly. However, if a change cannot be accommodated, or if the party is unavailable for the whole week:
a) If the party has only been telephoned with details of the site visit arrangements, return the folder to the site visit EO with brief reasons for the non-acceptance in the appropriate section for "reasons for refusal" on the Information Sheet (including details of the dates that the party can make). The site visit EO will then allocate a replacement visit (if one is available), or the Inspector will be left short of work for that particular week (with a “casework – late cancellation” marker added to their chart) – with the Inspector being informed in either situation.
b)If the visit has been confirmed to the parties in writing, the request for postponement from the relevant party should be put in writing to the case officer. No further action should be taken until an INT11 form is received, although the case officer should be chased if the INT11 is not received promptly. (see also 54)
NBParties should always be encouraged to accept the date and time as non-acceptance will only delay arrangements, and may mean that the appeal misses its overall target. It will also create extra work for you. Gentle persuasion usually brings results. No discussion of the merits of the case are allowed at a site visit (although the Inspector may ask for the plans to be confirmed and certain features of the site pointed out), and so it is often possible to send a junior member of staff to enable the Inspector and the parties to gain access to the site.
50.3 Confirmation arrangements for accompanied site visits
PINS (Transferred) Appeals:
Once the dates and times have been telephoned through to the relevant parties (if appropriate), and PCS/CASE has been updated, the confirmation letters on the Standard Letter Package should be despatched.
A 209C should be sent to the LPA and agent/appellant (if they have been advised by telephone of the arrangements).
A 209D should be sent to the LPA and agent/appellant (if not telephoned).
A signed minute of appointment (CR9) including your name and the date the form is produced should be completed (CR9A for EPA cases [see below], CR9B for consultant Inspectors).
A file request form (CR11) must also be completed, informing the appropriate procedure officer of the name of the Inspector undertaking the visit, together with the date and time. If possible, the case file should be requested 10 working days prior to the site visit date.
If appropriate, a travel time form (CR18A) should be generated and eventually despatched with the files to the Inspector.
Copies of all letters sent should be attached to the folder, together with the CR9 and CR11, and the folder then returned to the case officer (by hand if the visit is for the following week).
After the arrangements have been completed, ISS must be updated. The date and time of ASVs, and notional dates for USVs, should be added in and confirmed. Reporting should be spread out to fill the period covered by the site visit programme, and any clashed signed off.
SOS Appeals:
Proceed as for PINS appeals, except:
i) Ensure that relevant wording (“determine”, “in accordance with the provisions of Schedule 6 of the Act”, and the final paragraph relating to the issue of the decision) is deleted from the letters [although CSL/PCS should do this automatically].
ii) A CR8 minute of appointment should be generated.
Government Office Cases
Proceed as for PINS appeals, except:
i) The case file should be attached to the allocation folder and, therefore, there is no need to request it from the government office. However, the government office should be advised by both telephone and minute.
ii) All parties attending the site visit must be telephoned with details of the arrangements.
iii) Ensure that relevant wording (“determine”, “in accordance with the provisions of Schedule 6 of the Act”, and the final paragraph relating to the issue of the decision) is deleted from the letters. “Appeal” should also be appropriately amended if necessary (to application, order etc).
iv) A CR8 minute of appointment should be generated.
EPA Cases
Proceed as for PINS appeals, except:
i) All parties attending the site visit must be telephoned with details of the arrangements.
ii) The confirmation letter EPA1 should be sent to all parties.
iii) A CR9A minute of appointment should be generated.
50.4 Notification of USVs to the Inspector/relevant parties
Proceed as in paragraphs 50.3. You will not need to obtain times and dates from the Inspector, as he/she can carry out the visit at any time during the allocated period.
USV PINS appeals
As no specific date/time is given by the Inspector, the parties do not need to be advised of the arrangements. Previously a letter was sent to confirm that an Inspector had been appointed, but this is no longer necessary.
SOS Appeals:
Proceed as for PINS appeals which are unaccompanied, except:
A CR8 minute of appointment should be generated.
Government Office Cases
Proceed as for PINS appeals which are unaccompanied, except:
i)The case file should be attached to the allocation folder and, therefore, there is no need to request it from the government office. However, the government office should be advised by both telephone and minute.
ii)A CR8 minute of appointment should be generated.
EPA Cases
Proceed as for PINS appeals, except:
i)A CR9A minute of appointment should be generated.
50.5Third party involvement
For certain cases, you will find either printed on the Information Sheet (or detailed on a minute in the folder from the procedure clerk) a request asking for a third party (eg. a neighbour who has an interest in the case) to be informed of the site visit arrangements. This is usually so that the Inspector can view the appeal site from the third party's property or, more seldom, so that the individual can attend the main site visit. When this happens, you will need to despatch letter 209F to the third party and retain a copy for the folder. If the details of the third party are on a minute, this minute must be attached to the chartroom copy of the Information Sheet and so retained within chartroom.
You must also ensure that the Information Sheet is clearly annotated to show that a third party has been notified, and record the date that they were contacted.
The Inspector will generally expect to be met in-front of the appeal site, although it is at the Inspector’s discretion as to whether to view the appeal site from a third party’s property. The Inspector usually will but, if he/she decides not to, the third party will be informed on the day.
NBWhere a third party has requested notification of a site visit, an ASV is usually required. If the site visit relating to the third party's request is listed as a USV, and there is no note from the case officer asking for this to be changed to an ASV, please check with the case officer. As USV is the most efficient method of conducting a site visit, it may be that the case officer will decide to continue with the visit on an unaccompanied basis and advise the third party accordingly.