Ten lessons for a successful pre-application service

No council could demonstrate that it achieved cost recovery from its pre application charges and one council that was charging higher prices than most was only recovering 37% of its actual costs

Whilst some councils were working out their costs based on a clearly thought out methodology some were simply charging on the basis of what other councils were charging and others were simply rolling forward a charge from a now forgotten formula. 

Some councils have a very clear policy on which services are offered for free (and some with a clear policy of not providing anything for free) based on the circumstances of their council. However, others are keen to review their free offer and the reasons why historically free pre application services are not charged for. 

Some councils charge an additional fee for consultee and manager involvement in pre applications whilst others include this in the standard charge.

The flexibility of the offer varies enormously between councils. Some councils have very rigid fee schedules whilst others encourage flexibility including the offer of single issue pre applications or hybrid offers. Most will give the option of additional meetings at an additional charge. 

Councils very often will provide various added options to the pre app service, but do not put this in writing. Some councils wait for the option to be suggested by the applicant and then a bespoke fee is worked out 

Some councils have a very strict policy of ensuring that all officers take the same approach on pre application charging so that it strictly conforms to the published schedule of charges. However, others admit that the charge paid by applicants depends in part on the officer who is assigned to the pre application. 

Every council we spoke to felt that there were pre application offers that they could charge for but do not currently. The reasons given were either due to lack of staff resources or because they simply had not thought of the idea. 

Very few councils carry out any formalised review and monitor of their pre application service except to review their income against targets. However, every council we spoke to thought it is a worthwhile use of their time to improve the service they offer and to sell their pre application offer.

Some innovative charging ideas include: 

• Including a separate charge for senior manager involvement that is asked for by the applicant, but the involvement is at the discretion of the senior manager 
• The offer of a scoping meeting (normally only for Major applications) that will be for a limited time (usually an hour) and will just be a verbal discussion on the principle of a proposal 
• Offering an early meeting simply to discuss the S106 heads of terms to enable the applicant to establish additional costs that will be associated with the proposal 
• Including a charge if an applicant wishes to negotiate the requirements that will enable the council to discharge a condition.  This will be offered if the information is deemed to be inadequate on submission 
• Offering advice to the applicant on the best ways to engage with a local community on a pre application 
• The inclusion of design review as part of an ongoing pre application discussion, possibly at a reduced rate, to encourage design review at the most appropriate stage (this approach is more commonly negotiated for a PPA) 
• Providing a fast-track service for certificates of lawfulness at an additional cost normally to allow owners to avoid a delay in a land purchase 
• A paid for service on “Do I need planning permission?” enquiries instead of providing a duty officer service 
• A householder service to help applicants not using an agent to complete their planning application form to meet the validation requirements 
• A paid for service to check a site’s Planning history if the applicant does not wish to carry out their own research