Agenda and minutes

The Chair welcomed everyone to the meeting and explained that the meeting was being recorded live on You Tube.

The Democratic Services Officer carried out a roll call to determine attendees.

Apologies for absence were received from Councillor F Bone, J Collop and C Crofts.

The notes of the previous meeting were agreed as a correct record.

There was no matters arising.

Please indicate if there are any interests which should be declared.  A declaration of an 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 Members 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.

There was none.

To consider any business which, by reason of special circumstances, the Chairman proposes to accept as urgent under Section 100(b)(4)(b) of the Local Government Act, 1972.

There was no urgent business to consider.

Members wishing to speak pursuant to Standing Order 34 should inform the Chairman of their intention to do so and on what items they wish to be heard before a decision on that item is taken.

Councillor Joyce was present pursuant to Standing Order 34.

Click here to view a recording of this item on You Tube

The Chair reported that he had received emails from Councillors Kunes, Moriarty and Ryves which all related to the same issue raised by Parish Councils relating to sites within their areas. 

He advised that, because it was at such a late stage within the process, he would advise the Parish Councils to make representations directly to the Planning Inspector.

Councillor Moriarty asked for it to be noted that the Council could not have tried harder to get the message across about the Local Plan Review but in order to be fair the Council should strive even harder to get the message across to Borough Councillors, Parish Councils and the public.

The Chair outlined some of the briefings which had taken place with Borough and Parish Councillors.

Councillor Sandell referred to an email received from a Parish Clerk, which stated that there had been a newspaper article advising that the public only had a week to submit their comments.

It was advised that this was not the case and that all Parishes and interested parties would be contacted at the appropriate time to submit their views.

The Planning Policy Manager advised that a consistent message had been given out to all interested parties about the timeframes.  An email would be sent out to everyone including Borough Councillors to advise them of the relevant timeframes. 

It was also confirmed that the presentation given to the Parish Councils was sent to all Parish Clerks and was available on the Council’s website to view. 

The Task Group will receive a presentation to explain the stages, demonstration of the Borough Council Consultation Portal.

Click here to view a recording of this item on You Tube.

The Task Group received a presentation from the Local Plan Manager on the Local Plan Review:  Pre-submission / Publication / Submission and Examination.

The Planning Policy Manager responded to questions, a summary of which are listed below:

·         Did the Planning Inspector have any time constraints in conducting the examination?

·         At what stage did the emerging Local Plan become a material planning consideration.  It was explained that this would not happen until the Inspectors report had been received and the Council moved to adoption. The Planning Committee would be trained on any changes to the Local Plan. 

·         The Planning Inspector would have a Programme Officer for the duration of the examination to help with the organisation of the examination process.

·         The Planning Policy Manager also updated the Task Group in relation to Green Infrastructure Recreation Avoidance Mitigation Study.

·         In relation to a site for a new hospital, it was explained that the Borough Council was totally in support of a new hospital but there did not need to have specific mention of it within the Local Plan. There was a policy within the Local Plan Review that covered community infrastructure, which acknowledged that things needed to support the increase in population.  The NHS would come forward with their plans and help and support would be given at that time.

A step by step guide on how to make representations on the Plan was given to the Task Group.  Copies of the presentation would be sent out to the Task Group after the meeting.  The slides would also be attached to the update emails and published on the website.

The Task Group made the following comments / suggestions, summarised below:

The Chair suggested that a simple video be produced and posted on the website explaining how to navigate the consultation portal and how to make representations.  The Planning Policy Manager explained that work was taking place with the Communications Department on this.

Also, the Chair suggested that a short cut which took people directly to the correct page be investigated. 

In relation to the wording on the portal, it was explained that the wording and format used was guidance from the Planning Inspectorate and was designed to help and inform the Planning Inspector.  The process was there to help the Inspector understand what people did / did not like about the Plan.  People found different ways to submit their comments and the Inspector would take these into account.

The Chair added that he wanted as many people as possible to comment on the Plan and did not want them being put off by technology.  It was explained that from past experience, people would print off the form, write a letter or send an email to make their views known. 

In accordance with Standing Order 34, Councillor Joyce addressed the Task Group and supported the idea of producing a video.

The Planning Policy Manager explained what work the Task Group would  ...  view the full minutes text for item 9.

The next meeting of the Task Group will take place on Wednesday 4 August at 10.00 am in the Assembly Room, Town Hall, Saturday Market Place, King’s Lynn.

A final demonstration of completion of the forms would be arranged after 19 July and before the start of the consultation period.

That the meetings would remain in diaries and cancelled if necessary.