The following items have been placed on the agenda for the meeting at the request of the Area Committee of CALC (County Association of Local Councils):-
(a) Planning Consultations
(b) Certificate of Lawfulness Applications
(c) Public Speaking at Planning Committee - Parish Councils
Minutes:
(Note: The following items were given consideration having been placed on the agenda for the meeting at the request of the Area Committee of the County Association of Local Councils (CALC)).
1. Planning Consultations
The Chief Executive reported that this issue had been raised by CALC as a result of the on-going implementation of the Council's Spatial Project. He stated that it was the intention of the Development Control Section to consult electronically with parish councils on planning applications but added that he was aware that some of the parish councils were not yet adequately resourced (in terms of, for example, electronic display facilities) to fully deal with the Council's aims in terms of electronic delivery of services.
In response to a question relating to the provision of support, especially to the smaller parishes, Mr. D. Birch, Area Planning Manager (East) gave details of the "Awards For All" Lottery Grants Scheme, which was aimed at providing funding for projects for the benefit of local communities. He referred to a parish council in Wiltshire which had received grant funding and briefly explained how to make an application, the information to include and how a grant would be an advantage to the local community. He added that he would make these details available to members of the Forum in order that they may wish to seek a grant towards the provision of electronic visual display equipment for use by the local communities in each parish.
The Chairman also stated that the Chairman of the CALC - Mr. D. Cropp - would also be keen for the parish councils within the district to maximise the use of any grant assistance which may be available, having spoken of the funding opportunities available at the series of Parish Seminars held at the Council House in May and June 2008.
It was considered that consultations by electronic communication was a promising step forward but it was recognised that the smaller parish councils were at a disadvantage at this early stage. It was reported that the Council's new database software and electronic communication systems had been installed within a very short period of time and that there would inevitably be issues with the 'roll-out' of the altered working practices. However, it was felt that, within a short space of time, the benefits of the electronic delivery of services would be of invaluable help to the parish councils within the district.
It was AGREED that the Chairman of the CALC - Mr. D. Cropp - be requested to assist those parish councils which may be seeking to improve their facilities to take advantage of the electronic consultations process in respect of applications for grant funding, with a view to ensuring that parish councils can improve community involvement and related facilities for community use.
2. Certificate of Lawfulness Applications
Mrs. Warren referred to the meeting of the Forum held on 30th September 2008 where it had been reported that the Council were investigating ways in which the parish councils within the district could contribute to the processes relating to the issue of Certificates of Lawfulness for Existing Use or Development (CLEUD).
She stated that a proposed process had been considered by the Council's Planning Committee at its meeting on 5th January 2009. However, because Members of the Committee were concerned about some of the legal technicalities involved (for example, the dissimilarities in the processes involved for an applicant from a parished area compared to those for an applicant in a non-parished area), it was considered that the Council may be exposed to the risk of a legal challenge in the event that the processes were not robust enough.
As a result, Mrs. Warren informed the Forum that the Planning Committee had deferred consideration of this matter to allow the Council's officers to consult with colleagues in other local authorities to determine how best to implement an effective system of consultation on CLUED applications received by the District Council, and that she would report on this matter again at the next meeting of the Forum.
3. Public Speaking at Planning Committee - Parish Councils
Mrs. Warren again referred to the meeting of the Forum held on 30th September 2008 where it had been reported that the Council was investigating the extension of public speaking at meetings of it's Planning Committee to parish councils.
She stated that, at the Planning Committee on 5th January 2009, the extension of public speaking at Planning Committee meetings had been approved and that, because the decision involved a change to the Council's Constitution, the decision would need to be ratified by the meeting of the full Council on 22nd January 2009.
As a result, on the basis that the Council would be agreeable to this change, she suggested that each parish council nominate a spokesperson (for example, Chairman, Clerk or Chairman of the parish council's own Planning Committee) to speak at meetings of the Planning Committee on any application within each parish councils area.