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Planning permit application: Process and requirements overview
aerial image of the Ballarat CBD look west from Town Hall

Contact the Statutory Planning Team

For any queries regarding the process:

Overview

The planning permit process can be complicated. The Ballarat planning scheme sets out the controls that govern all land within the Ballarat municipality. This includes the zoning of land as well as any applicable overlays. These controls establish a framework to guide the development of a site together with relevant state and local planning policies. 

The videos below provide an overview of the key aspects of the planning process. These processes may vary depending upon the nature and complexity of a particular case.

Starting the application process

To start the application process, we recommend seeking preliminary advice from a planning professional or from the City of Ballarat’s Statutory Planning team. 

City of Ballarat Planners can confirm if a permit is required in response to your request for advice. A request for written advice or a pre-application meeting may be necessary. 

If you are ready to get started:

Requirements and review process

To start, you must provide the following key documents relevant to your proposal:

  1. ***Lodge a planning permit application***
    This instruction had said to 'provide a completed planning permit application' - would lodge a planning permit app sit here or earlier?
     
  2. Current copy of the title for the land. Including copies of any covenants and agreements. This should be no older than 30 days. View more property and land titles information at land.vic.gov.au
  3. Scaled and dimensioned drawings/plans. This should clearly document your proposed development, including a site plan, demolition plans, floor plans and elevations, as a minimum.
  4. A written response to the relevant provisions of the Ballarat planning scheme.
  5. The prescribed fee. Summary of planning and subdivision fees

Any relevant supporting technical documents, including but not limited to:

  • a Heritage Impact Statement (HIS)
  • a Cultural Heritage Management Plan (CHMP)
  • Environmentally Sustainable Design (ESD) Statement, including a Built Environment Sustainable Scorecard (BESS) assessment
  • Traffic Impact Assessment (TIA)
  • Flood Impact Assessment
  • Drainage/Stormwater Assessment
  • Preliminary Site Investigation (PSI)
  • Arboricultural Report
  • Biodiversity Impact Assessment
  • Noise Impact Assessment
  • Written Consent of the Public Land Manager

Please note: Section 47 of the Planning and Environment Act 1987 states that where a permit is required to use or develop land, an application must be made to the Responsible Authority in accordance with the Planning and Environment Regulations 2015 (refer Regulation 13). Section 47 states an application must include (inter alia) advice regarding the estimated cost of the development (provision exists on the application form to input this amount) together with the prescribed fee and the information required by the Ballarat planning scheme. The documentation required by the Ballarat planning scheme is dependent upon the nature of the proposal.

Planning fees

View the City of Ballarat Summary of planning and subdivision fees

Planning fees are dependent upon the application type and nature of the proposal. Fees are updated on 1 July each year by the State government. The City of Ballarat is able to set its own fees in relation to certain application types.

Public notice, advertising and feedback

Application decision making process

Following the assessment process, the City of Ballarat will issue either:

  • A planning permit, subject to conditions
  • A Notice of Decision to Grant a Permit, subject to conditions
  • A refusal to Grant a Planning Permit.

Where the permit applicant or a registered third party does not agree with the City of Ballarat’s decision, an ‘Application for Review’ may be lodged with VCAT, the Victorian Civil and Administrative Tribunal. Visit vcat.vic.gov.au to learn more.

Application timeframes

In accordance with the Planning and Environment Act 1987, a decision should be issued within 60 days of the receipt of an application.

Provisions exist to ‘stop the clock’ where further information is required and this can often delay the process:

  • Delays may also be experienced waiting for referral comments
  • Organising mediation meetings
  • Negotiating improved outcomes. 
  • The complexity of a case may also cause delays, particularly if the resolution of certain issues requires the input of a variety of stakeholders, including other government agencies.

A fast-track planning approvals process also exists. This is known as the ‘VicSmart’ approval pathway and is reserved for smaller cases satisfying particular qualifying criteria. 

To apply you must submit:

  1. A completed: Application for a VicSmart Planning Permit

Standard timeframe for these applications are within 10 business days. Provisions exist to ‘stop the clock’ where further information is required and this can often delay the process

Further information regarding VicSmart applications can be found in the relevant zone and overlay(s) that apply to a site and Clauses 59 and 71.06 of the Ballarat planning scheme.

Conditions

All planning permits include conditions. Often these conditions require the submission of documents for further approval. Once submitted, these documents will be assessed and if in accordance with relevant conditions will then be endorsed to form part of the permit.

Sometimes documents need to be referred to other City of Ballarat departments and government agencies for further consideration. This can sometimes delay the approval process.

Documents submitted in accordance with planning permit conditions:

To prevent delays, please clearly reference the planning permit number and the condition(s) in accordance with which the documents are being submitted in the subject line of your email.

Documents submitted in accordance with engineering conditions:

Next steps

When these documents have been endorsed and the City of Ballarat Planning Permit Application Process is complete, it is good to consider what other permits may be required. These might include: