Issue - meetings

To consider the report of the Borough Solicitor.

Consideration was given to the report of the Borough Solicitor, as contained on pages 207 to 216 of the Book of Reports, which set out the revised protocol for public and applicants speaking at Planning Committee.

RESOLVED:   A.   That the success of the current planning committee public speaking procedure be noted.

B.   That the comments received from the Corporate Overview & Scrutiny Committee, as detailed in Appendix 2 to the report, be noted.

C.   That the ‘Procedure for the Public and Applicants Who Wish to Speak at the Planning Committee on Planning Applications That Might Affect Them’ be approved as amended in Appendix 1 to the report, subject to the following:

(i)      The wording to be set out in paragraph 3 'Who can speak at meetings – and what can I say?' should remain as "the Clerk to a Parish Council"

(ii)     The wording to be set out in paragraph 5 'General Information' 4^th bullet point, first sentence, being amended to read: "After a decision has been made the Council's website will be updated and we will write to those who contacted us about the application and requested notification of that decision".  

D.   That Section 14 of the Constitution be updated accordingly.

To consider the report of the Borough Solicitor. (TO FOLLOW)

Consideration was given to the report of the Borough Solicitor  on the ‘Procedure for the Public and Applicants who wish to speak at the Planning Committee on Planning Applications that might affect them’ as contained on pages 97 to 106 of the Book of Reports, that sought the views of the Committee on the revised protocol.  The revised protocol had previously been considered by the Planning Committee and the Public Involvement in Meetings Working Group.

In discussion questions and comments were raised in relation to the following:

·         Time allocated to speakers – advantages / disadvantages of increasing or removing the time limit.

·         Practical support for public speakers prior to the Planning meeting.

·         Retention of the perceived flexibility and discretion of the Chairman in relation to the protocol.

The Chairman of the Public Involvement in Meetings Working Group who attended the meeting provided further clarification in relation to the views of the Working Group in their consideration of the Procedure.

The Principal Overview and Scrutiny Officer also provided clarification on the administrative processes and support provided, particularly in the lead up to the Planning Committee meetings.

RESOLVED:     As a consequence of the discussion on this item it was agreed that the comments to Council be:

1.  That the success of the current planning committee public speaking procedure be noted.

                            2. That, in relation to paragraph 3 of the Procedure that the wording “the Clerk of a Parish Council” be retained.

                            3. That the practice of the Chairman using his discretion in respect of speaking at the Planning Committee be supported.

(Note:  Councillor Cotterill requested that his vote against comment 1 above be recorded.)