Agenda item

Reference from the Constitution and Accounts Committee

Decision:-

That the proposals submitted from the Chairman of Committee (and as attached to these minutes as an appendix) be agreed for transmission to the Constitution and Accounts Committee.

The Chairman reminded Members that the Constitution and Accounts Committee, as part of its discussions on the Planning Panel situation had asked the Committee to look at the issue and report to that Committee with recommendations on a viable way forward.  He asked Members for their views.

A Member commented that in the past when the then Planning Committee had been faced with a long agenda, it was clear that earlier applications on the agenda had been given more time than those towards the end of the agenda.  Meetings frequently finished at 7.00pm, or later, with the result that Members were tired and frequently Councillors had left for other commitments.  As a result, consideration had been given, some three years ago, to the commencement of the Planning Panels.

He suggested that maybe the time was now right to give further consideration to alternatives, possibly more frequent cycles of meetings for the Development Control Committee.  It was accepted that a two weekly cycle of meetings would result in difficulties with dispatch of agendas and he put forward a suggestion for consideration which, briefly, was that an agenda would be sent in on a particular date but in two parts, Part 1 for consideration at a meeting to be held at a suitable distance from the dispatch date and Part 2 be held at a later date.  The distance between these two meetings called by one agenda could be the subject of discussion.

Another Councillor suggested that all 58 Members should play a part and he put forward a suggestion that the district be divided into five areas on a roughly regional basis so that all Councillors could play a part in the decision making process to enable the workload to be spread.

(4.52pm – Councillor Turner left the meeting)

A Member commented that Members of the Development Control Committee frequently had other commitments, which would inevitably clash with the end of a long Committee meeting and that this would be therefore be a reason to try to keep meetings shorter, to enable Members to be present for the whole meeting.  She accepted that the Planning Panel had been cancelled because of the lack of transparency issue, but queried whether suggested extended delegation was any different.  It was suggested that a method of overcoming this would be to allow the public to be present at the Panel’s Meetings.  In response, the Chairman suggested that the reason for the Planning Panel being terminated was the view that it fettered the decision of the Officers in recommending the method of determining particular applications.

(4.56pm – Councillor Mrs Gaffigan left the meeting)

(4.58pm – Councillor Mrs Gaffigan returned to the meeting)

A Member commented that it seemed unlikely the number of applications received would slow down and he suggested that consideration be given to either an earlier start, or Members should accept that there would be a later finish.  The Officers could have a meeting to indicate their decision on particular applications and the Chairman and Vice-Chairman could sit in and observe. 

(5.00pm – Councillor Mrs Hurst left the meeting)

(5.02pm – Councillor Mrs Hurst returned to the meeting)

A lengthy discussion ensued on the suggestions made, during which the Chief Executive and Committee Support Officer commented on the workability of the suggestions made, particularly the suggestion of a two weekly cycle of meetings.  The suggestion in relation to area meetings was difficult to quantify but the difficulty of consistency of policies would apply. Earlier starts were possible and arrangements had been made for the Committee Support Officer to consult the Chairman if it seemed likely that an earlier start was necessary depending on the length of the agenda.

Various further comments were made by Members and the Committee Support Officer briefly explained the history behind the former Northern and Southern Area Planning Sub-committees, and why they had been terminated in favour of one district wide committee.

The Chairman of the Committee then read his suggested new scheme in full, following which the Chief Executive commented that it seemed indistinguishable from the Planning Panel Scheme.  However, if the Committee agreed to support it then there would be a need to report back to the Constitution and Accounts Committee.  A brief general discussion took place before the Chairman’s suggestion was proposed, seconded, put to the vote and agreed for transmission to the Constitution and Accounts Committee.

On a request from a Member, the Committee Support Officer agreed to report further on the Northern/Southern Area Planning Committee idea discussed earlier in the meeting with the reasons why it had been discontinued.

(In accordance with Council procedure rule 9, and as the meeting had lasted for three hours, it was agreed that the meeting continue)