User Guide 14 Responding to a Referral Request
Contents
1. User Guide 14 Responding to a Referral Request Purpose of this User Guide The purpose of this User Guide is to provide guidance to referral authorities on how to respond to referral requests in SPEAR Details on how referral authorities respond to a notification of a permit application pursuant to s 52 and s 57B of the Planning and Environment Act 1987 can be found in User Guide 28 Who should read this Primary audience Referral Authorities For information Responsible Authorities Introduction The approach to responding to referrals in SPEAR varies broadly between referral authorities with some indicating they are unsure about what is required Any application that has been referred to your organisation through SPEAR must be responded to within SPEAR Responsible Authorities will be unable to issue a planning permit certification or Statement of Compliance SOC until your response is in SPEAR Sending a paper response to Responsible Authorities for a SPEAR referral will delay the process and can significantly increase the amount of work to be done by Responsible Authorities and you to complete the referral process 14 1 How doI know what I need to respond to in SPEAR Once you login to SPEAR you will see all the applications currently referred to your organisation The first column Action Required shows which applications your organisation has actions outstanding Click the orange exclamation to display the se2. No referral required Section 8 Certification Consent Request a suspension of time Requirement for alterations to plan Refuse consent No referral required Section 8 Statement of Compliance Consent Do not consent at this time Add Comments These comments are optional and will be displayed as a brief notation in addition to your main response Depending upon the option you have chosen above you may still be required to attach or enter details regarding your response on the next screen next gt cancel USER GUIDE 14 for SPEAR users Page 4 12 April 2014 What is the nature of your response The following table describes the meaning of each response type Section 55 amp 57C Planning Permit Do not object to the granting of the permit Your response letter has no conditions that the Responsible Authority should include on the planning permit for the Applicant Contact to satisfy Do not object to the granting of the permit subject to Conditions Your response letter contains one or more conditions that the Responsible Authority should include in the planning permit for the Applicant Contact to satisfy Object to the granting of the permit specify rounds of objection Your response letter advises the Responsible Authority to refuse the planning permit You should not select this response unless your organisation thinks the application cannot go ahead at all Request A
3. 2 April 2014 If you selected Statement of Compliance as one of your responses you will be asked to confirm your intent to respond to SOC You will then be directed to the response screen where you define the nature of your response using the radio buttons provided The response options selected on this screen will need to be supported by a response letter Make sure that your selections on this screen match the true nature of your response as outlined in your letter Discrepancies between your SPEAR selections and your PDF may lead to confusion between the Applicant Contact and the Responsible Authority Make sure you check your response before authenticating Return to Application List Contact Us Help Logout 45 STATION STREET CASEY VIC Casey City Council Planning amp Subdivision Applications Online seema sumaru Planning Permit and Certification X Dealing Type Section 22 Subdivision A si E Referral Authority Administrator Aoao S Password Approval User S p EAR Current User Role Referral Authority Origin Energy lg SPEAR Ref 038232T Summary gt Co s Guests Add Referral Response State the nature of your response Referral Guidelines Section 55 Planning Permit Do not object to the granting of the permit Do not object to the granting of the permit subject to conditions Object to the granting of the permit specify grounds of objection Request further information
4. R create a PDF format document for you type your response details into the text box provided or copy the text of your letter from Word and paste it into the SPEAR text box The following header is placed at the top of each page of the PDF format document SPEAR creates for you RA Response Section 55 and Certification SPEAR Ref 006912H Property 2 SMITH STREET HAMPTON 3188 Plan Number Not Supplied Document Supplied 28 04 2010 Responsible Authority Ref S006912H RespA Ref 1 S006912H RespA Ref 2 Responsible Authority Bayside City Council Applicant Ref Not Supplied Applicant Contact Keith Surveying RA Ref Not Supplied RA Origin Energy RA Authenticator seema sumaru Once you have attached or typed your letter into this screen click the add now button The response must be authenticated by a SPEAR user with the appropriate level of authorisation in your organisation NOTE If the response is not authenticated the Responsible Authority and the Applicant Contact will be unable to view the document in SPEAR and will not know that you have Page 7 12 April 2014 responded to the application Refer to Section 14 5 of this User Guide for instructions on how to authenticate 14 3 What information should my response letter include The letter should contain the same information you need to supply when responding to an application via paper Not providing this information could result in the Resp
5. cation should be referred if necessary under Section 55 and an amended application should be referred under Section 57C After the permit is granted applications to amend the permit should be referred under the same Sections but pursuant to Section 73 1 e Certification and SOC indicate that your organisation has been referred to under Section 8 of the Subdivision Act 1988 and relates to the certification of the plan of subdivision and the SOC When a Form 8 and a new plan version are supplied by the applicant and a re certification request is accepted by the Responsible Authority the Responsible Authority action to refer the application should be given under Section 11 of the Subdivision Act e Comment indicates that your organisation has been referred to so that you may provide a comment on an application Comments from referral authorities do not prevent an application progressing to the Permit Decision Pending or Certification Decision Pending status However SPEAR will not allow the key decision to proceed until all comments have been provided e For Info indicates that your organisation has been referred to For Information Only You are not required to respond but can choose to submit a response by selecting Add Other Document Type from the Other Actions drop down list in the Details Tab and clicking the go button The Details Tab will list the mandatory action for your organisation eg Add Referral A
6. ctions of legislation your organisation has not yet responded to Refer to image of screen on next page USER GUIDE 14 for SPEAR users Page 1 12 April 2014 Public Search View Document Rules Settings Contact Us Help Logout Planning amp Subdivision Applications Online Seema Sumaru Referral Authority Administrator S P EA R Password Approval User folies isle ate Referral Authority Melbourne Water Q All Applications Watched Search Filter o O Q Outstanding Actions Displaying 1 20 of 20 results Responsible Application Status Authority Type A 122 138 THOMAS STREET DANDENONG VIC 3175 039587A Dandenon Planning P Referred PS716414F 26 03 2014 Infinity Watergardens 4 297 UPPER HEIDELBERG ROAD IVANHOE 3079 039540H Banyule Te Certificatio Lodged at PS712280 20 03 2014 Juliana Estate A 1 HIGH STREET FRANKSTON VIC 3199 50394995 Frankston Certificatio Referred 25 03 2014 446 NEPEAN HIGHWAY FRANKSTON VIC 3199 039494P Frankston Planning P Released f PS716394 11 03 2014 Application List for referral authorities Sections of legislation not yet responded to can include e Section 55 indicates that your organisation has been referred to under Section 55 of the Planning and Environment Act 1987 and relates to planning permits The Planning and Environment Act specifies that prior to any permit being granted the appli
7. dditional Information The documentation and information provided in the application is not enough to allow you to make a response decision and creates a mandatory action for you to request additional information Your response should include details about the changes you require the Applicant Contact to make to the application No Referral Required You are indicating that this application has been referred to your organisation in error and you do not wish to provide any response Certification Section 8 amp 11 Consent Your response letter consents to the certification of the plan of subdivision The letter may also describe the steps required to be completed by the applicant before your organisation will consent to Statement of Compliance SOC No Referral Required You are indicating that this application has been referred to your organisation in error and you do not wish to provide any response Refuse Consent Your response letter advises the Responsible Authority to refuse certification You should not select this response unless your organisation thinks the application can not go ahead at all Request a suspension of time Requirement for alterations to the Plan The documentation and information provided in the application is not enough to allow you to make a response decision Your response should include details about the changes you require the Applicant Contact to make to the plan of
8. esponsible Authority to Reticulated sewerage facilities must be provided to each lot by the owner of include on the planning applicant contact in anticipation of becoming the owner to the satis action of permit and the applicant Authority This will include the construction of works and the payment of 1 contact to satisfy tributi by th licant tact contributions by the applicant contac These should be numbered 3 A reticulated water supply must be provided to each lot by the owner of the land umbera contact in anticipation of becoming the owner to the satisfaction of the Referral Authority This will include the construction of works and the payment of major works contributions by the applicant contact Referral Authority will not consent to the issue of a Statement of Compliance until such time as the applicant contact provides satisfactory evidence of compliance with the above conditions If you have any queries please contact me on the above telephone number Yours faithfully The name and position of the Joe Bloggs responding officer or staff Referrals Officer member USER GUIDE 14 for SPEAR users Page 9 12 April 2014 14 4 How do I authenticate my response Responses must be authenticated by a SPEAR user who has a password level of authorisation in your organisation If the response is not authenticated the Responsible Authority and the Applicant Contact will be unable to view the document in SPEAR and w
9. ill not know that you have responded to the application Once you have added your response to SPEAR it will appear in your documents list on the Details Tab as not authenticated To authenticate the response click on the go button next to the authenticate drop down box to the right of your response Return to Application List View Document Rules Settings Contact Us Help Logout Referral 8 Hume City Council Planning amp Subdivision Applications Online seema sumaru Certification 3 Referral Authority Administrator Dealing Type Section 22 Subdivision lt z Application Status Referred Password Approval User A S P EA R Current User Role Referral Authority Telstra j SPEAR Ref 50385202P Summary Details Contacts Guests gt Applicant Contact Brilliant Surveyors has no actions required show gt Responsible Authority Hume City Council has no actions required show Referral Authorities Telstra has actions required hide Hume City Council AgileOrganisation Application referred for information only View Referral 27 03 2013 01 47 pm Hume City Council Testing ARs Application referred for information only View Referral 27 03 2013 01 47 pm Melbourne Fire Brigade Reg 15 RA Response Comment i _ Not supplied View Referral 27 03 2013 01 57 pm Origin Energy 4 RA Response 03 04 2013 01 57 pm Supplied 03 04 2013 View Referral 27 03 2013 01 47 pm Consented Certification C
10. ject to Requesting additional information You can request additional information from the Other Actions drop down list on the Details Tab or you may be prompted to complete this action when you request a suspension of time in response to a Section 55 referral request Your response will need to be in PDF format To add a previously prepared additional information request in PDF format e click the Browse button and find your request letter or e type or paste the details of your additional information request into the field provided SPEAR will create a PDF document for you from this text e Click the add now button Once the document is authenticated it will be saved in SPEAR and an email notification sent to the Applicant Contact notifying them The Applicant Contact will now have a mandatory action to respond to the referral authority s request USER GUIDE 14 for SPEAR users Page 11 12 April 2014 Need more information Further information on this topic can be found by e Visiting the SPEAR website www spear land vic gov au SPEAR e Contacting the SPEAR Service Desk on 8636 3049 or email spear info dtpli vic gov au e Selecting the Help link in the relevant area of the SPEAR system e Referring to User Guide 3 Referrals and User Guide 5 Request for Further Information USER GUIDE 14 for SPEAR users Page 12 12 April 2014
11. ng amp Subdivision Applications Online seema sumaru cela Form and SESE LE Referral Authority Administrator Dealing Type Section 22 Subdivision Password Approval User Application Status Referred S P EA R Current User Role Referral Authority Origin Energy References SPEAR Ref 50382327T _ Summary Details Contacts Guests Add Referral Response You have chosen to respond to the following Section 55 Planning Permit Do not object to the granting of the permit Section 8 Certification Consent Section 8 Statement of Compliance Consent Attach file PDF A4 A3 Max file size 2048 KB OR Enter Referral Response directly add now f cancel USER GUIDE 14 for SPEAR users Page 6 12 April 2014 Adding your response letter USER GUIDE 14 for SPEAR users To attach a letter you have previously created in PDF format click on the Browse button You will be prompted to search through your computer files to find your response document 4x lookin O smesa O E RA Response _ver_ 1 2314 pdf B RA Response_Ver_1_2317 pdf Desktop y Documents Wr e My Computer ve E My Network 8 JRA Response _ Ver_1_2174 pdf Search through your files for your PDF response letter Once you have found and highlighted your response document click the Open button The file path to your document will now be displayed in the field next to the Browse button To have SPEA
12. onsented soc Telstra P RA Response 17 04 2013 04 46 pm Not 17 04 2013 Authenticate Password View Referral 27 03 2013 01 57 pm Consented Certification Consented Authenticated soc Actions Other Actions x go USER GUIDE 14 for SPEAR users Page 10 12 April 2014 Authenticating your response You will be prompted to type in your SPEAR password the same one you use to login to SPEAR and click the authenticate button 14 5 14 6 Authenticate Document To validate the authenticity of this document please enter your password and select authenticate O RA Response 17 04 2013 04 46 pm Consented Certification Consented SOC Password eeeeeeeeeee authenticate Use your SPEAR login password to authenticate Your response is now complete You can complete any other outstanding referral responses at a later date if required Re referrals The Responsible Authority may decide to re refer the application to your organisation if the Applicant Contact makes significant changes to the application documentation such as the plan of subdivision If you have previously added your response to an application in SPEAR a re referral will require you to repeat the process and respond again with consideration of the new information SPEAR will determine the relevant sections of the Planning and Environment Act or Subdivision Act under which these re referrals will be sub
13. onsible Authority or the Applicant Contact having to contact you for more information The example letter on the next page demonstrates the information that Responsible Authorities expect to be supplied in each referral response regardless of whether you type into the text box or attach a document you have created previously USER GUIDE 14 for SPEAR users Page 8 12 April 2014 Our Reference TP01 996 At least one identifying reference number or Your Reference PLN07 0594 reference details preferably including the SPEAR Reference Number SPEAR Reference S000874J Plan of Subdivision No PS614314G Version 1 Location 1 9 Best Road Derbyshire 2 Lots e The Date 5 October 2007 e Referral Authority Name e Contact Details of the Responding Officer REFERRAL AUTHORITY NAME Telephone 03 8636 3049 Facsimile 03 8636 2588 E mail Joe Bloggs referral com au Clearly indicate what consents you are giving and not giving Clearly indicate if they are for CONDITIONAL CONSENT TO PERMIT the planning permit BUT CERTIFICATION AND COMPLIANCE REQUIRED certification or Statement of Compliance Pursuant to Section 56 1 b of the Planning and Environment Act 1987 Referral A object to the granting of a permit for the above application subject to the following conditions 1 Any plan lodged for certification will be referred to the Referral Authority pursual 8 1 a of the Subdivision Act State any conditions that you require the Pi R
14. subdivision This action tells the Responsible Authority to stop the statutory clock to allow you more time to respond and tells the applicant contact that changes to the plan are required before you will consent to the certification of the plan The Applicant Contact will have a mandatory action to add a new version of the plan of subdivision into SPEAR USER GUIDE 14 for SPEAR users April 2014 Page 5 12 A comments box is provided at the bottom of this screen Brief comments typed into this box will appear as a link View Referral Authority Comments next to your response and should not include any critical information These comments can also be viewed by both the Responsible Authority and Applicant Contact Once you have completed your selections click the next gt button Attaching your referral response You may attach your response letter into SPEAR via two methods 1 attach your letter in PDF format or 2 type your response or paste it into the text box provided and SPEAR will create a PDF format letter for you Your response letter should contain all of the information you are required to provide for a paper based response and should be easily identifiable as being from your organisation if it is printed out Refer to section 14 3 of this User Guide for more information on content Return to Application List Contact Us Help Logout 45 STATION STREET CASEY VIC Casey City Council Planni
15. uired hide Actions Certification SOC Action required o of Other Actions z g0 gt VCAT No actions required show 14 2 How do I add my response to SPEAR You do not need to respond to the whole referral request in one response You can complete responses to certification or SOC at a later date Once you have made a decision you can add your response into SPEAR by clicking on the action Add Referral Authority Response In the first screen you will need to select one or more tick boxes to indicate which legislation you are responding to then click the next gt button Return to Application List Contact Us Help Logout 45 STATION STREET CASEY VIC Casey ens Council i Planning amp Subdivision Applications Online seema sumaru Planning Permit and Certification Referral Authority Administrator Dealing Type Section 22 Subdivision xl Application Stati Password Approval User Ai Current User Role Referral Authority Origin Energy SEPE Summary Details Contacts Guests Add Referral Response This application has been referred to you under Section 55 of the Planning and Environment Act 1987 VIC and Section 8 of the Subdivisions Act 1988 VIC Please indicate which of the following you are responding to M Section 55 Planning Permit M Section 8 Certification M Section 8 Statement of Compliance Select one or more options USER GUIDE 14 for SPEAR users Page 3 1
16. uthority Response Section 55 Certification SOC To view the referral request added to SPEAR by the Responsible Authority click on the link next to the mandatory action displayed as View Referral 14 03 2013 Viewing the referral request is also how you view the proscribed information that council must provide as part of Section 55 or 57C referrals eg if your organisation is a determining or recommending referral for this application USER GUIDE 14 for SPEAR users Page 2 12 April 2014 Return to Application List View Document Rules Settings Contact Us Help Logout 1 HIGH STREET FRANKSTON VIC Riz DDO ESO HO SBO Planning amp Subdivision Applications Online Seema Sumaru Frankston City Council A er Certification Referral Authority Administrator Dealing Type Section 32B Subdivision Password Approval User a Application Status Referred Current User Role Referral Authority Melbourne Water an Boal SPEAR Ref 50381 Summary Details Canace Guests Email Download Documen View activity log gt Applicant Contact Brilliant Surveyors has no actions required show The Actions box currently displays the RA response currently outstanding for your organisation and a link to the referral request submitted by Melbourne Water the Responsible Authority gt Responsible Authority Frankston City Council has no actions required show Referral Authorities Melbourne Water has actions req
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