Agenda item

The Principal Planner (Policy) explained that the Statement of Community Involvement (SCI) was a ‘code of practice’ describing how and when the Council intended to involve local communities in planning for the future of the Borough Council through:

·         The preparation of the Local Plan and other planning policy documents; and

·         The determination of planning applications.

The Task Group’s attention was drawn to the following sections of the report:

·         Introduction.

·         What is planning?

·         The role of the Council:  Planning Policy Team, Planning Control, the Role of Councillors.

·         The Council’s approach to Community Involvement.

·        Local Plan:  Who/How/When the Council would consult.

·        Key stages required in the preparation of Local Plan documents (and other planning policy documents).

·        Community involvement in planning application decisions.

·        The role of the applicant/agent.

·        Planning application process.

·        Decision making process.

·        Neighbourhood planning.

The Task Group was invited to comment/ask questions, a summary of which is set out below.

Councillor Crofts referred to page 16 – General Principles of Planning Consultation, bullet point 2 and suggested that the wording be amended to read:

Comments will be rejected where they are defamatory, obscene, racist or otherwise likely to cause offence.

In response to a question from Councillor Moriarty, the Principal Planner (Policy) advised that the document had been completely re-written.

Councillor Crofts referred to page 19 and the use of social media.  In response, the Principal Planner (Policy) explained that the Council had included reference to the use of social media in future consultations to enable the use of social media where possible and also to assist with accessing hard to reach groups and the younger population.

The Chairman, Councillor Blunt commented that it was important that there was a process in place to formalise and control the use of social media

The Chairman, Councillor Blunt commented that it would be useful to have a section included in the document setting out how the Planning Committee operated.

Councillor Moriarty stated that he would need to obtain a copy of the previous document in order to compare it with the revised Statement of Community Involvement.

Following a discussion as to whether the LDF Task Group should be a public meeting, the Chairman, Councillor Blunt explained that the Task Group had no decision making powers.  The Task Group reported back to the Cabinet to help them reach an informed decision as part of the democratic process.  The Principal Planner (Policy) added that the agendas and notes from the Task Group were published on the Borough Council’s website and were therefore available to members of the public.

Members of the Task Group commented that it was important for all those involved in the Local Plan process to understand the words “at least.”  The LDF Manager gave an example of a site on the edge of the town which where it had originally proposed 25 units to a hectare and following preparation of the Local Plan, there had been opposition and a decision had been taken to reduce numbers.  The area, however, would remain the same, but with less density.  There would need to be an element of realism as to the effective use of land and developers need to ensure a viable development.  Some sites, however, could take a higher number than the “at least” number proposed and each planning application would have to be determined on its own merits when considered by the Planning Committee.  The Borough Council would be required to adopt a flexible approach.

In response to comments from Councillor Moriarty on the consultation undertaken on the Core Strategy and the expectations on numbers of units proposed, the LDF Manager explained that the Government had announced that it did not wish to have precise targets in each area and that the numbers did not solely relate to the 5 year land supply.  There had been a shift in Government to get as many units as possible on sites.

Councillor Moriarty outlined the details of a recent Freedom of Information request.  The LDF Manager explained that the issue raised in the previous Freedom of Information request was effectively addressed by the practice of publishing agendas ante notes on the Council’s website.

The LDF Manager advised that the consultation on the major modifications (which included the ‘at least’ modification) commenced 6 April 2016.

Councillor Crofts referred to page 27 and stated that there was no mention of a Councillor’s right to call in an application.  The Principal Planner (Policy) agreed to check the information with the Planning Control Manager and include in the document if appropriate.

In response to questions from Councillor Crofts on Internal Drainage Boards being included on the list of specific consultation bodies, the Principal Planner (Policy) explained that the list at Appendix 1 was a specific list from Government and therefore did not include all consultation bodies.  The Principal Planner (Policy) added that Internal Drainage Boards were consulted, where appropriate, on planning applications and Local Plans.

The Chairman, Councillor Blunt commented that concern had been expressed at the Planning Committee on the lack of involvement from Highways.  The LDF Manager advised that the Borough Council had a duty to consult with relevant bodies, but there was no requirement for those bodies to respond.  Highways did not have the resource available to deal with every planning application they were consulted on in detail.  The LDF Manager added that the Borough Council could engage highways consultants on any application but would incur a cost.

Following comments from Councillor Mrs Watson on who was responsible, in particular, for flood risk issues, the LDF Manager advised that Norfolk County Council was the lead local flood authority and would be consulted on appropriate planning applications.  As compiler of the information received, the Borough Council would have to balance the judgements received from Norfolk County Council and make a decision. 

RESOLVED:  (1) Page 16 – General Principles of Planning Consultation, bullet point 2 be amended to read as set out in italics above.

(2)        The Principal Planner (Policy) to liaise with the Planning Control Manager the inclusion of a section setting out how the Planning Committee operated and would email a draft to the Task Group direct.

(3)        The Principal Planner (Policy) agreed to check the information on page 27 – planning application process, with the Planning Control Manager and include reference in the document if appropriate.