Agenda and draft minutes

To receive any apologies for absence.

There were no apologies for absence.

To agree the notes of the previous meeting held on 10 August 2016.

The notes of the meeting held on 10 August 2016 were agreed as a correct record.

To consider any matters arising.

NCC Officer attending future meeting of the Task Group

The Principal Planner (Policy) to contact NCC and confirm a date to attend a future Task Group meeting.

Officer from NHS Cambridge/CCE attending future meeting of the Task Group

The Principal Planner (Policy) to contact NHS and confirm a date to attend a future Task Group meeting.

Existing Settlement Hierarchy

To be considered at the next meeting of the Task Group.

Current LDF Task Group

The Chairman, Councillor commented that the LDF process had concluded and approved by Cabinet, he therefore proposed that the Task Group be re-named “Local Plan Task Group” as reviewing the Plan was an ongoing process.  The Task Group agreed.  Reference would be made on the Borough Council’s website to advise the public.

Future Task Group Agendas

It was agreed that if future Agendas contained large policy documents, hard copies would be available for Members and a presentation/Executive Summary be given to assist the Task Group.

Please indicate if there are any interests which should be declared.  A declaration of interest should indicate the nature of the interest (if not already declared on the Register of Interests) and the agenda item to which it relates.  If a disclosable pecuniary interest is declared, the Member should withdraw from the room whilst the matter is discussed.

These declarations apply to all members present, whether the Member is part of the meeting, attending to speak as a local Member on an item or simply observing the meeting from the public seating area.

There were no declarations of interest.

Members wishing to speak pursuant to Standing Order 34 should inform the Chairman of their intention to do so and what items they wish to be heard before the meeting commences.  Any Member attending the meeting under Standing Order 34 will only be permitted to speak on those items which have been previously notified to the Chairman.

There were no Members present under Standing Order 34.

Discussions have taken place with Development Management officers around the review of the Core Strategy and Development Management (SADMP) policies.  A copy of the table used for this process is attached including a column for ‘notes’, etc. It would be useful for Members of the Task Group to also contribute to this process.  The following links will assist Members identify the existing policies being reviewed:

Core Strategy -

https://www.west-norfolk.gov.uk/downloads/download/68/core_strategy_document

SADMP Development Management Policies –

http://consult.west-norfolk.gov.uk/portal/sad_mod2016/saddpdmod_doc/mod_readonly?pointId=s1459761691851#section-s1459761691851

Members’ views are requested.

The Principal Planner explained that discussions  had taken place with the Development Management Officers around the review of the Core Strategy and Development Management (SADMP) policies.  A copy of the table used for the process was attached and Members of the Task Group were invited to contribute to the process. 

The Task Group considered each of the policies as set out below:

DM1 Presumption in favour of Sustainable Development

No amendments.

DM2 Development Boundaries

No amendments.

DM2A Early Review of Local Plan

No amendments.

DM3 Development in the Smaller Villages and Hamlets

The Principal Planner (Policy) outlined the current outlined the current infill policy.

The Principal Planner (Policy) explained that during the Plan Review Period there would be an opportunity for the public to comment on development boundaries.

Following a discussion on development boundaries, national planning policies and the 5 year land supply, it was agreed that the Principal Planner (Policy) would liaise with the Planning Control Manager and further details would be presented to a future Task Group meeting.

DM4 Houses in Multiple Occupation (HMOs)

In response to questions from the Task Group, the Principal Planner explained that a dwelling could be converted into an HMO with note more than 6 residents without planning permission.  It was explained that the Borough Council’s Housing Standards Team intervened where permitted.

Following a discussion on associated facilities, bin storage and car parking provision (one space per occupant being allocated), the Principal Planner (Policy) undertook to liaise with the Planning Control Manager.

DM5 Enlargement or Replacement of Dwellings in the Countryside

No amendments.

DM6 Housing needs of Rural Workers

No amendments

A discussion took place on the definition of an agricultural worker.  The Principal Planner (Policy) drew Member’s attention to page 11 of the document relating to existing occupational dwellings:

Proposals for the relaxation or removal of agricultural occupancy conditions will only be permitted where the applicant can demonstrate:

a.     The dwelling has been occupied in accordance with the terms of the occupancy condition for a minimum of 5 years; and

b.     There is no longer a need for the dwelling by those working, or last working, in the locality in agricultural, forestry or a rural enterprise, established by evidence of marketing (including the provision of details of an independent market valuation reflecting the occupancy condition, as well as all viewings and offers made) for a 12 month period at a price that reflects the occupancy condition.

DM7 Residential Annexes

Following a discussion, regarding size of an annexe, separate door, adjoining to main house, separate annexe, conversion of garages to accommodate relatives holiday lets,  sub-division, etc it was agreed that the Principal Planner (Policy) would discuss the issues raised by the Task Group with the Planning Control Manager and report back to Members at a future meeting.

The Principal Planner informed the Task Group that officers were looking at the approach being taken by other authorities.

DM8 Delivering Affordable Housing on Phased Development

A discussion took place regarding the planning history (2^{nd  ...  view the full minutes text for item 6.}

A ‘Call for sites and Policy Suggestions’ form has been prepared (copy attached for Members information).  The Borough has cooperated with other Norfolk local authorities to develop a consistent approach to this process.  Two councils have already used a version of the form for their call for sites exercise.  We need to send this out to initiate the process of collecting information on potential sites and policies for inclusion in the plan review. 

The ‘Call for Sites and Policy Suggestions’ offers an opportunity for developers, agents, landowners, individuals, and other interested parties to promote sites located within the Borough for future development, suggest locations/areas for special policy treatment, and put forward policy suggestions.  Sites can be submitted for a variety of uses including: residential housing, employment, retail and business uses, community facilities, and other types of development.

Members are recommended to note the Call for Sites and Policy Suggestions Form.

The Principal Planner Policy & Water Management Officer informed the Task group that A Call for Sites and Policy Suggestions form had been prepared and a copy attached with the Agenda.

The Task Group noted that the Borough Council had co-operated with other Norfolk local authorities to develop a consistent approach to the process.  The Borough Council needed to send out the form to initiate the process of collecting information on potential sites and policies for inclusion in the plan review.

Members were advised that the ‘Call for Sites and Policy Suggestions’ offered an opportunity for developers, agents, landowners, individuals and other interested parties to promote sites located within the Borough for future development, suggest locations/areas for special policy treatment, and put forward policy suggestions.  Sites can be submitted for a variety of uses including:  residential housing, employment, retail and business uses, community facilities and other types of development.

In response to questions from the Task Group, the Principal Planner (Policy) and Water Management Officer explained that an advertisement would be published calling for sites, whereby anyone submitting a site would be required to fill in a form (preferably electronic), although paper copies could also be submitted.  A News Release would be issued and notification sent to all Agents.

Following questions on the previous call for sites, the Principal Planner (Policy) explained that previous information which had been submitted was not being used.  A clean slate approach was being adopted and more information was being requested that previously to ensure that correct information was held for sites submitted. 

AGREED:  The Task Group noted the Call for Sites and Policy Suggestions Form.

A draft Sustainability Appraisal (SA) Scoping Report has been prepared (copy attached) and now needs to be sent to statutory bodies for their comments. 

The draft report takes into account Natural England’s response to our initial consultation.  In summary the data has been updated, creating a new list of relevant plans, policies and programmes and concluding that there are some changes or sustainability issues that have increased in emphasis but that the wording of our original SA criteria was sufficiently broad to adequately address these issues.

The document must be sent to Natural England, the Environment Agency and Historic England for consultation for a period of 5 weeks (Regulation 4 of the Environmental Assessment of Plans and Programmes Regulations 2004).  Following any changes it should go onto the Council’s website.

Members are recommended to note the draft SA Scoping Report.

The Principal Planner Policy & Water Management Officer explained that a draft Sustainability Appraisal Scoping Report had been prepared (a copy had been circulated with the Agenda) and now needed to be sent to statutory bodies for their comments.

The Task Group was informed that the draft report took into account Natural England’s response to the Borough Council’s initial consultation.  In summary, it was explained that the data had been updated, creating a new list of relevant plans, policies and programmes and concluded that there were some changes or sustainability issues that had increased in emphasis, but that the wording of the Council’s original Sustainable Appraisal criteria was sufficiently broad to adequately address these issues.

It was explained that the document must be sent to Natural England, the Environment Agency and Historic England for consultation for a period of 5 weeks, following any changes it should be published on the Council’s website.

Comments were made on more houses being required in West  Norfolk and the importance of infrastructure to support growth.  The Principal Planner (Policy) and Water Management Officer explained that the Core Strategy element could identify the bigger cumulative effect of infrastructure.

The Principal Planner (Policy) and Water Management Officer explained that the policies for the document would be brought back to the Task Group.

In response to questions on what could be done to protect the Council, the Principal Planner (Policy) and Water Management Officer advised that the officer would have to defend  decisions taken and highlighted that the next assessment stage was key in that sites would only be allocated if they were deemed deliverable.

AGREED: The Task Group noted the draft Sustainability Appraisal Scoping Report.

To note that the next scheduled meeting of the LDF Task Group will be held on Wednesday 12 October 2016.

The next meeting of the LDF Task Group will be held on Wednesday 12 October 2016 at 10.00 am in the Miles Room, Town Hall, Saturday Market Place, King’s Lynn.

Councillor C J Crofts offered his apologies for the meeting on 12 October.