Pre-application protocol for major developments

About meetings

The meeting will be chaired by the head of development services or the planning development manager. At the start of the meeting the applicant or their advisors will be given the opportunity to present an outline of their proposals (15 minute slot).  The meeting is then opened up for queries, discussion and input from other relevant consultees and members present.

The minimum standard membership for the DTA meetings is intended to include representatives from:

  • head of development services and/or planning development manager
  • development management
  • urban design and conservation
  • planning policy
  • highways

Other key consultees from us, as well as Staffordshire County Council will be invited by the case officer, as appropriate given the key issues to be addressed by the application.

In terms of member engagement, invitations will also be sent to ward members, the development service cabinet member and the chairman or vice chairman of planning committee.

Feedback from project team meetings

Following the meeting the lead case officer will circulate a note of the meeting within 10 working days of the meeting, unless otherwise agreed at the meeting.

Our written note of the meeting will aim to:

  • Provide a brief summary of the discussion and highlight key issue raised by the proposal.
  • Highlight whether the principle of the development is supported by the prevailing planning policy.
  • Highlight the key issues to be addressed by the planning application submission to make it likely to be acceptable in planning terms.
  • Identify the documentation that will be required to support an application.
  • Provide a list of relevant consultee contacts details so that the applicant can further develop their proposals.
  • Provide an indication of any subsequent pre-application meetings that may be required. This is particularly the case for significant strategic applications and may involve a more in depth project management approach. In these cases, the feedback from the PTM meeting should ideally include an outline project plan to include key stages in the process with target dates and milestones, and how the key issues will be resolved and who is responsible for key tasks. This approach is consistent with the feedback from communities and local government regarding proposals for LPAs and developers to enter into planning performance agreements.


Following a project team meeting or project surgery meeting a written response will be sent from the case officer within 10 working days of the meeting, unless otherwise advised.

This timescale reflects the time required to provide coordination for:

  • Any additional comments from consultees that were not able to attend the meeting.
  • Any additional advice from officers who need to reflect on the meeting discussion and undertake any follow up work to which they have given a commitment.