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Procedures

In response to COVID-19 we are implementing changes to the way the State Commission Assessment Panel (SCAP) meetings will be conducted for the foreseeable future. It is essential that anyone displaying any form of illness or feeling unwell does not attend these meeting. Please take the time to review the amended SCAP Meeting Protocols which will take effect from 26 March 2020.

SCAP meetings

Regular meetings of the State Commission Assessment Panel (SCAP) will be held on the second and fourth Thursday of each month. Alterations to the scheduled meeting arrangements may occur from time to time according to work load. A current schedule is available on the Meetings and Agendas page.

Meetings will generally be held in the morning. Attendees will be notified of the exact time of meetings in advance.

Meetings will ordinarily be held at the Office for Design and Architecture South Australia (ODASA) located at 28 Leigh Street, Adelaide, unless otherwise notified by the SCAP Secretariat. Meetings at other locations, including regional centres, may be convened from time to time to meet specific statutory or operational needs. All SCAP meetings are open to the public with deliberations held in private.

Agendas and Minutes

Agenda items (excluding legal opinion and commercially confidential information, and papers relating to Crown Development or mining proposals) are made available to the public, including applicants and representors, from the Monday preceding the scheduled meeting at the Agendas & Minutes section of this website and at the Level 5, 50 Flinders St, Adelaide.

Minutes of the SCAP meetings are published on this website within one business day of the meeting.

Timeframes – Setting of SCAP Agenda

The SCAP agenda and meeting papers are coordinated by the SCAP Secretariat and DIT Planning & Land Use Services staff. All final plans, supporting documentation and final comments from referral agencies (if required) must be with the relevant DIT planning officer on the Thursday, 2 weeks prior to the SCAP meeting date to enable staff adequate time to prepare the agenda item, attachments and meeting invites. This also allows sufficient time for the agenda to be distributed to SCAP members for their review prior to the meeting. DIT Planning & Land Use Services staff will advise all relevant parties of the date of the meeting and the time an item will be considered, approximately 9 days prior to the meeting date.

The agenda is published on the website, on the Monday prior to the meeting, or on the Friday if the Monday is a public holiday.

Minutes are usually uploaded to the website on the Friday following the meeting by midday.

Hearings and representations

Applicants

For applications to be determined by the SCAP, applicants are provided the opportunity to attend the meeting, even when there are no representors to be heard.

Representors

Category 3 representors and applicants are heard by the SCAP, as required by the Act.

The SCAP will exercise its discretion whether to hear Category 2 representors, in accordance with the Act.

Concurrence items

For requests by Councils for concurrence, the SCAP only considers the written advice and documentation provided by the Council. As the Council has made its decision, neither the applicant nor representors (who may already have exercised their right to attend a Development Assessment Panel meeting) are invited to ensure procedural fairness in the SCAP’s deliberations.

General

The Presiding Member will allow any member of the SCAP to ask relevant questions of any person appearing before it, and may refuse to allow any questions, comment or debate that is in his/her opinion not relevant to the subject matter.

The SCAP can provide a telephone link for representors and applicants in regional areas.

The SCAP discusses and determines applications in private after representors, Council and the applicant have left the meeting.

Meeting Protocols

Due to COVID-19 the following changes will be implemented for SCAP meetings until 31 August 2020, or until restrictions are eased further (under the DIT Protocols & Guidelines during COVID-19 Outbreak Version 4):

  • SCAP members may attend in person
  • meetings will include a fresh air break at 1.5 hours (subject to change)
  • applicant attendance is limited to 2 people in person. Up to 2 others may join remotely
  • category 3 representation attendance is limited to 1 person per representation in person. Others may join remotely.
  • category 2 representations will not be conducted to assist in reducing the length of meetings
    (please note the hearing of Category 2 verbal representations is at the discretion of SCAP and not required by the legislation)
  • staff attendance will be minimised to relevant staff only (e.g the Agenda Item author and SCAP coordinator)
  • council or agency technical staff are not to attend but will be contacted by phone if required
  • there will be no pre-briefing of members before the meetings
  • meetings will not be open to the public or the media.
  • adhere to the 2 square metre rule per person (in accordance with the South Australian Roadmap for Easing COVID Restrictions - Step 3 from 29 June 2020), and not exceed the maximum number of people indicated on the signage in the meeting room:
    • The Kardi Munaintya meeting room maximum is 24 people (16 in meeting room, 8 in ante room)
    • ODASA Ground Floor meeting room maximum is 24 people
  • attendees should not sit or stand closer than 1.5 metres
  • people should not attend in person if they are unwell
  • no handshakes or physical contact should occur
  • minimal items to be brought to meetings and placed on tables e.g. papers etc
  • hand sanitiser is available in the meeting room
  • the meeting room is cleaned at the conclusion of each agenda item by the organiser (tables, benches, chair arms all wiped with disinfectant spray).

Attendees are expected to adhere to the following general meeting protocols:

  • members, staff and visitors will not use mobile phones during the meeting
  • no electronic recording or photography will be permitted in meetings other than with the express and prior permission of the Presiding Member
  • the Presiding Member may ask any person attending a meeting of the SCAP who is behaving in a disorderly manner or otherwise causing disruption to leave the meeting.

Code of Conduct

Members of the SCAP are bound by the Minister's Code of Conduct.

SCAP staff

While independent of the Government, SCAP is supported in its role by the, Planning & Development Division of the Department of Planning, Transport and Infrastructure. Staff provide professional research and advice to the SCAP regarding applications and other matters. The SCAP is also able to delegate extensive administrative and decision making responsibility to certain planning officers of the Planning & Development Division.