The purpose of a consultation meeting is everyone to get a better understanding of the issues raised in objection letters and to resolve them where possible.

A consultation meeting allows you to talk about:

• the application
• the impact on other people
• any design changes that could potentially appease objectors

There are no formal decisions at a consultation meeting.

However, sometimes applicants and objectors reach an informal agreement at the consultation meeting. For example, they might agree that a planning proposal would be acceptable if the applicant made some design changes.

Our planning officers send out invitations to the permit applicant and all objectors.

I am an objector

You will get your invite around 10 business days before the meeting. Simply show up on the day if you can make it. No need to get back to us if you can’t.

I am the applicant

You should get your invite around 10 business days before the meeting. Anyone from your team can attend the consultation meeting. This includes:

• you
• your client
• any relevant professional who can discuss the proposal and potential changes

Other people at the meeting

Two council planning officers will also attend the meeting.

Consultation meetings usually take place at Richmond Town Hall on a Tuesday night.

Each meeting can last up to one hour.

All participants sit around a table. Any concerns people have raised in objection letters will be listed on a whiteboard.

Our planning officer will then:

• invite each person to say who they are and where they live
• invite the applicant to give a 5-minute overview of the application
• invite the objectors to speak briefly about their concerns
• facilitate an open, constructive discussion around the concerns
• take notes, including about any informal agreements between applicant and objectors
• close the meeting and tell everyone at the table what the next steps will be

We will pass around an attendance sheet at the start of the meeting. Please check your name and contact details are correct, so we can keep you in the loop about the next steps.

There will be no meeting minutes

No formal minutes or transcripts are taken at the meeting. You’re welcome to take your own notes if you wish.

To be prepared for the meeting, we recommend that you:

• Review the objection letters
  You can get copies of the objection letters from us. Simply contact the relevant planning officer or statutory planning business support, quoting the planning application reference number and the site address.
   
• bring a large copy (to scale) of your plans
• be ready to discuss your project
  You should be able to explain your plans and proposed design.
   
• bring project experts

It's a good idea to bring people from your project team who can respond to objector concerns and discuss potential design changes.

• bring the client
  If you represent a client, bring them along so that they can get a better understanding of the issues and concerns raised in the objection letters.

• Be prepared to talk about the issues and concerns you have against the proposal.
   
• Prepare a summary of your objection rather than read directly from your letter – the applicant and our planning officers have already read it.
   
• Make the most of your brief speaking time by focusing on the main concerns you have and how the planning application would impact you.
   
• Be open to discuss changes to the application that might alleviate your concerns.

After the informal consultation, we will let you know:

• if the applicant amends or changes his plans
• when the formal PDC meeting will take place
• how to prepare for the PDC meeting
• what our planning officers think about the proposal so far (we will write a report and recommendations)

The Planning Decisions Committee has the last word. It will assess the proposal at the PDC meeting and decide whether the project should go ahead or not.