The Council is committed to extending public participation in the planning and development process. Since September 1998, members of the public have had the opportunity to directly address meetings of the Planning Committee on any item in the public part of the agenda which is, or relates to, a planning or related application. However, any items relating solely to enforcement issues will not be eligible for public speaking. The initiative enables one person to speak in support and one person to speak against a planning application under consideration, for a three minute period. Full guidelines explaining how the procedures work are sent to the applicants/agents and 'third' parties who have expressed an interest in a planning application. This information includes details of the procedures that will be in operation at the Committee meeting.
How will I know when the application I am interested in is going to Committee? Approximately seven days before the date of the Committee meeting we will write to advise the following people that an application is coming forward for consideration:
the applicant, or just their agent if one has been appointed;
all those people who have written to the Council in response to the planning application in question.
We will send details of the meeting with an accompanying set of guidance notes.
Will I be able to address the Committee on any application? Yes, the Council has decided that public speaking will be possible on every application on the public part of the agenda, which is, or relates to, a planning or related application. It does NOT however apply to items, which are solely seeking authority to pursue enforcement action.
Who can make representations to the Committee? There are two categories of speakers: -
a person speaking against the planning proposal (either individually or on behalf of others)
a person speaking in support of the planning proposals (usually either the applicant or an agent/architect on their behalf)
Do I need to contact the Council before turning up to speak? Yes, if you wish to speak to the Committee you should telephone the Council's Committee Administrator for the Planning Committee on 01784 446276 on the day of the meeting or the day before between 9am and 4pm on either day. The Committee Administrator will need to know:
the application on which you wish to speak;
your full name, address and telephone number; and
whether you are in favour or against the application and whether you also represent anyone else. (If you are making representations on behalf of other you will need to bring to the meeting a letter of authorisation signed by them)
Finally you will be asked whether we can pass your name and telephone number on to any other caller with a similar point of view in order for views to be co ordinated. PLEASE NOTE: you cannot register (or assume you have registered) by speaking to any person (not even speaking to the planning officer) other than the Council's Committee Administrators.
What if somebody has already registered to speak? Our procedures allow for one person to speak in support of the application and one against. Requests to speak are dealt with on a 'first come, first served' basis. Therefore if someone has already asked to speak, for example against an application and you wish to do likewise, you will not be able to do so. However, provided the person who first registered to speak gives their consent, we may be able to put you in touch in order that those with a similar point of view can amalgamate their arguments/comments.
How long will I get to put my case? Each speaker will be allocated a maximum of three minutes. In the interests of the efficient running of the meeting this time limit will be strictly followed. You will not be allowed to ask questions of the councillors, staff or other speakers, neither will you be asked questions.
Can I circulate photographs or other materia at the meeting? No, not at the meeting. However, material can be sent by you direct to individual councillors before the day of the meeting, and copied to the Planning section.
What issues should I cover in my three minutes? The Committee can only determine applications on planning grounds, therefore your case should only relate to planning issues, including:-
Local/Structure Plan policies and Government Guidance
design, appearance, layout
highway safety and traffic
loss of light/amenity and overlooking
noise, disturbance, smell
conservation of buildings, trees, etc
The Committee is not permitted to take into account matters such as:-
private property rights/boundary disputes
feelings toward neighbours
loss of view or loss of property values
the developer's morals or motives
What will happen at the meeting? You should make yourself known to the Committee Administrator at least fifteen minutes before the meeting starts so that your attendance can be noted and any points of concern can be explained. The meeting will start at 7.00pm. When the application on which you wish to speak has been called by the Chairman, the following protocol will be followed: The Chairman will announce, at the start of each item being considered, the title of the application and whether public speaking will take place and will introduce you to the Committee by name and invite you to make your way to the public speaking chair to address the Committee. (a) On items where there is public speaking, the Planning Officer will be asked to present the plans to the Committee and add any further information relevant to the application and the report. (b) The Chairman will call upon the person registered to represent all objectors to come forward to speak for a maximum of three minutes. The person will return to the public gallery. (c) The Chairman will call upon the person registered to represent persons supporting the application to come forward to speak for a maximum of three minutes. The person will return to the public gallery. (d) Any ward councillor who is not a member of the Planning Committee may make representations on cases affecting his/her ward. They will each be allowed three minutes to make their representations. (e) The Planning Officer will comment on any factual matters raised by any speaker during stages (b) - (d) (f) Members will then debate the application/ask questions of officers in the usual way and reach a decision, without further public involvement. (g) After the debate a decision will be made by the Committee, either by a formal vote or by way of consensus and the Chairman will then announce the decision which has been made by the Committee so that this decision may be formally minuted.
What happens if I fail to register to speak or not not turn up at the Committee meeting? If you do not attend the meeting having given notice of your wish to speak, or if you do not arrive at the meeting in time or if you have not registered with the Council's Committee Administrators to speak, the application will be determined without your involvement. If the item is deferred without any discussions then no public speaking will take place. However, you will be renotified when the matter goes to a subsequent meeting and at that time you can register to speak. Graphical Version l
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