PLANNING AND BUILDING DEVELOPMENT
MANAGEMENT
Development Application Management System (DAMS)
Land Use Applications Electronic Submission Process and Requirements
From 1 August 2014 the City of Cape Town’s Planning & Building Development Management
Department requires that all land use/development applications and building plans seeking
approval must be submitted electronically on a flash drive.
This document specifies the process and requirements for electronic application submissions.
Please Note: Online submission will become available during the first quarter of 2015. Guidelines
and protocols dealing with these submissions will be made known closer to the time. The use of flash
drives will then be phased out as applications and dealing with submissions and subsequent
correspondence and approvals will be done through the City’s e-portal directly with clients.
Land Use Applications
1.
Application Submissions
The submission process is as follows:
1.1
1.2
1.5
Applicant submits application on a flash drive as per requirements listed.
Customer Interface Front Desk checks whether there was a pre-consultation and if so,
what the requirements were. This is linked to the application submission and property
for reference purposes. Please provide your CRM reference number as confirmation of
a pre-consultation that took place. This is the reference number that you will receive
when a pre-consultation was completed.
In certain cases, a pre-consultation is a requirement and where no pre-consultation
was conducted, the following steps are taken. A pre-consultation meeting can be
requested /arranged with a Land Use Planner.
If no pre-consultation is required

The Application is checked for completeness,

If application is not complete, it is handed back to applicant, no submissions is
made.

If complete application, a Case is created, invoice issued, payment made
and verified and applicant issued with CRM and Case Number.

A copy of the receipt and application checklist is attached/inserted into the
envelope with the Case Number.
The application (documentation and plans) is uploaded to the relevant Case
2.
Submission Requirements
2.1
Document Format
1.3
1.4
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2.1.1
2.1.2
2.1.3
2.1.4
“Portable Document Format”, Adobe PDFA (version 10 or higher) on a Flash
Drive and in an envelope (size DL – 110mm X 220mm) with flap on narrow side.
All documentation submitted that are not in PDF format or do not comply with
requirements will not be accepted.
The envelope must be clearly marked with the following words:
 Land Use Management Application: Erf XXX, Suburb/Allotment Name
 Applicant Name and contact details, and
 A paper copy of the Application Form filled out.
No e-mail or fax submissions will be considered.
Documentation submitted / supporting must be in PDFA format. If your work was in
MsWord, save it as PDFA and ensure that it complies through your settings with the
PDFA compliant requirements. Documents scanned as images will not be accepted.
See examples of a PDFA motivation report/supporting motivation hereunder.
Please note that it complies with PDFA requirements, and it indicates
 Pages as thumbnails and the
 Content is displayed as URL bookmarks.
This is to assist staff and Planners assessing the application to find sections and content
easily. The document must also be searchable.
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Plans should preferably be in PDFE format (vector format) as it is much smaller in size than
scanned PDF files, especially when large format plans that are displaying a large amount
of information is submitted.
Plans required to be stamped must be submitted separately from other documentation.
PDFE Plan showing the layers
Vector based PDF’s (or PDFE) can be scaled by any amount without any degrading image quality. It allows the
plans to be reviewed in a much higher level of clarity on a computer screen.
2.2 Document Protocols
Only electronic submissions of application documentation and plans will be accepted and
these must comply with the following further requirements.
2.2.1 Page, File Orientation, Layout etc.
(a) All documentation and plan sheets shall be properly oriented so that the top of
the page is always at the top of the monitor/screen. In other words, no rotation
required on documentation to read it.
(b) The cover sheet for the Application Submission documentation as well as
supporting Plans shall be indexed to correspond with the order of all pages
submitted. This index should use the same names, page numbers and order of the
document/plans as they would have been submitted in hard copy (paper).
2.2.2 Drawing Requirements
(a) Drawings/plans requiring a stamp (see Table 3 hereunder on which plans must be
stamped) shall contain a minimum 10cm x 10cm space in the top left corner of
each page of all the plans to be endorsed with a stamp. This space must be in the
same location on each page.
(b) Plans for different design professions or disciplines can be in separate files as long
as each discipline’s sheets are contained in a single file.
(c) Each submitted PDFA file shall include bookmarks that will clearly identify each
sheet in the file. Bookmarks shall have the same name as the document’s cover
sheet index.
(d) Applicants/Professionals who prepare plans will be required to set the scale of
drawings in the Measuring Preferences (2D and 3D where applicable) in Adobe so
that electronic measurements can be made accurately with the Adobe
Measuring Tool. All lines and fonts must be readable when printed or
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photocopied.
(e) The security options of the PDF documentation must be set by the design
professional to allow officials to mark up digital documents, and create notes.
3.
Objections & Comments
3.1
Objections & Comments Process
3.1.1
3.1.2
3.1.3
3.1.4
3.1.5
3.2
Objections and comments received during advertising and circulation and
pre-submission forms sent to neighbours with the letter from the City will be
loaded
onto
the
flash
drive
under
a
folder
marked
Objections_Comments_Received.
Applicants will be notified of required amendments and must collect the flash
drive.
Applicant must sign that flash drive was collected and Case updated.
Applicant must submit response to objections and comments in a separate
folder on the same flash drive marked Response_to_Objection_Comments and
resubmitted to the relevant District office of the City of Cape Town Land Use
Management Section.
Your response submitted date will be captured on system.
Amendment Requirements
Where
applicant
decides
to
make
amendments
as
a
result
of
objections/comments/departmental requirements, the following requirements will be
applicable.
3.1.6 The full set of documentation and plans must be included in a folder named
Amendments Submitted.
3.1.7 Please Note: Depending on the circumstances and possible impacts of
amendments, the application could be re-advertised or an additional
application might be required.
3.1.8
4. Land Use Approvals
4.1 Approval Process
4.1.1
Approval process will be done according to the current approval process. The only
difference is that it will be done electronically.
4.1.2
Decision letters on the application (and plans where necessary) will be uploaded to
the flash drive in a folder named “Decision” and the applicant will be notified to
collect it. When an application is rejected, this folder will contain the rejection letter.
Stamping of plans - only applicable where stamps are required.
a) When the responsible delegated officials (or in non-delegated cases where
political body) approves the application, the relevant plans will be stamped
electronically with the necessary information and signatures.
b) This “stamp” is an embedded image on each sheet of the relevant plans that
indicates the plans have been reviewed for compliance according to the
LUPO & other legal requirements.
4.1.3
4.1.4
4.2
Appeals from applicants on the decision must be submitted in the same manner and
format as for application submissions.
Approval Requirements
4.2.1
Approved documentation and plans requiring stamping (with stamp) will be declared
and saved as read-only in SAP PSRM.
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4.2.2
4.2.3
A copy of this plan will be inserted on the flash drive under a folder named: Decision.
Once approved, the flash drive containing a copy of the approval letter (and plan
where applicable) is returned to the applicant.
Land Use Application Submissions: Required Folder and File Structures
Folder Structure
File Structure for Land Use Applications
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Annexure A
ENVELOPE FOR FLASH DRIVE: REQUIRED INFORMATION TEMPLATE
CRM Number
Case Number
Official Name
Date Submitted
Date Amendments
Required Collected
Date Amendments
Submitted
Date Decision Collected
For Office Use only
Application Information
Type of Application (Indicate what is applicable with a X
or √)
Building Plan Submission
Land Use Application
Application Property Details
Erf Number
Suburb/Allotment
Street Number
Street Name
Owner
Owner’s Contact
Number (Cell #)
Owner’s E-mail
Applicant’s Details
(If applicant is owner, do not complete)
Business Partner #
Applicant’s Name
& Surname
Contact Number
(Cell #)
Office Number
E-mail Address
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Annexure B
DEVELOPMENT/LAND USE APPLICATION SUBMISSION CHECKLIST & PROTOCOL
The purpose of this checklist is to guide applicants in the preparation of development
applications, as well as Council staff on the department’s submission counters to check basic
completeness of development applications prior to receipt thereof.
Development application submissions are required to be accompanied by
1. The minimum supporting information and documentation listed herein, without all of
which the application will not be accepted and the applicant will be advised of the
shortcomings and invited to return once the proposed submission fulfil all requirements as
stated herein, or
2. Alternatively to make an appointment for a pre-submission/consultation meeting with a
planning official. Should you be unsure at all, kindly consult a Council official on duty to
clarify the requirements.
Kindly note in the case of planning application submissions, compliance with the requirements
stated herein and subsequent receipt thereof by Council at the counter does not necessarily
guarantee Council’s acceptance of the completeness of the application. All land use
application submissions remain subject to a final completeness check by a planning official
within 14 days of receipt, during which time further requirements may be identified and
conveyed to the applicant depending on the nature of the application.
Additional Information Required
Additional information that might be required during the 14 day final completeness checking
period may include (but is not limited to) any of the following :











Copy of Transport Impact Study (TIS) (if between 50-150 peak hour trips) or Transport Impact
Analysis (TIA) (if >150 peak hour trips)
Flood line certificate (where proposal located in / close to floodplain)
Copy of Environmental Impact Analysis (EIA) / HIA report & RoD (where required in terms of
legislation)Confirmation of submission of EIA / HIA / NITD
Services infrastructure report
Phasing plan
Landscaping plan (where relevant)
Tree survey plan (where relevant)
Contour plan
Typical unit types (plan & elevation)
Perspective illustrations / models /3D
Additional motivation
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Note: Only when required and agreed upon as per Pre-consultation requirements.
Minimum supporting information / documentation required
Regulation Departure
Extension of LUPO Approval
Validity
LUPO Section 31
Subdivision Clearance
√
√
√
√
√ (1)
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
√
Subdivision (incl
Subdivision Plan
Amendment)
Building Plan Approval
Township (or Less Formal
Township) Establishment
√
Subdivision Exemption
√
Site Development Plan
Approval / Amendment
√
Consent / Conditional Use
Removal of Title Deed
Restrictions
Conveyancer’s
Certificate (4)
Bondholder’s
Consent
Copy of original
approval letter
Abutting (9)
Neighbour Consent
Forms
Body Co / HOA
consent (7)
Architectural
Compliance
Certificate
Amendment / Deletion of
Conditions
Copy of Title Deed
Temporary Land Use
Departure
Completed & signed
appl form
Receipt (8)
(Application/
advertising fee)
Power of attorney
(2)(3)
Motivation report
/ cover letter
Rezoning
Application type
√
√
√
√
√
√
√
√
√
√
√
Locality Plan
√
√
√
√
Site Dev / Sketch
/ Layout Plan
√
√
√
√
√
√
√
√
√
√
Noting sheet extract
√
Electronic copy of
Subdivision Plan
(including Str
Names & nos) (5,6)
√
GP / SG Diagram
/ Prelim Diagram
√
Additional notes
1
In addition, also separate RoR application form
2
Unless applicant is registered owner
3
To include co resolution if applicant not a natural person
4
May be waived if title deed clear enough (at official’s discretion)
5
Proposed street names & no’s must be annotated
8
√
√
6
7
8
9
√
√
√
√
√
Mandatory in case of 10 or more portions
In case of sectional title developments
As per Council’s official current tariff list
Where required.
√
LUM APPLICATION SUBMISSION PROTOCOL
The protocol for submission of LUM applications and pre-consultation thereon is as follows:





All applications must be submitted to an official i n e l e c t r o n i c f o r m a t at counter by
hand. No submissions accepted by email. Electronic submissions through the City’s portal
will be made available during the first quarter of 2015.
No application submitted / left with individual planners. Applications must be submitted at
the counters.
Basic completeness checked by Council staff at counter as per this checklist, duty planner
remains available for consultation where necessary.
Where submission fails basic check, no acceptance, applicant advised accordingly and
asked to return when complete.
Where necessary, applicant to arrange pre-consultation meeting with planning official.
This to happen by appointment, not walk-in, except in case of where there is an on duty
planner.
Requirements for Legal Documents
When submitting electronically signed documents, it is important that the documents comply
with the following requirements to ensure that recipients can:


Verify document authenticity – confirming the identity of each person who signed the
document
Verify document integrity – confirming that the document has not been altered in
transit.
This can be obtained by using Adobe Reader XI or Adobe Echo Sign.
Therefore legal documents need to comply with following:

Signatures on documents and plans (i.e. affected neighbours’ signatures for
departures) and other legal documentation that contains signatures must be the
original signed document or if electronically signed, it must be certifiable and validated
with Adobe’s Certified Document Services (CDS).

Where Home Owners Association /Body Corporate stamp and sign is required, it must
be the original signed document or can be an electronically certified copy or should
be authenticated and verified as electronically signed by that person.
Communication Channels
Please visit the website below to view all other newsletters:
http://www.capetown.gov.za/en/Planningportal/Pages/default.aspx
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