Agenda, decisions and minutes

There were no declarations of interest. 

The Portfolio Holders are asked to sign the minutes of the meetings held on 19 June 2009 and 7 July 2009 as correct records.

The Planning Portfolio Holder and New Communities Portfolio Holder agreed that the minutes of the meetings held on 19 June 2009 and 7 July 2009 were correct records, and signed them accordingly. 

On 7 October 2009, Planning Committee would be considering the future of the Chairman’s Delegation Meeting (ChDM).  The Planning Portfolio Holder had been consulted and had opted to consider his response at a Planning and New Communities Portfolio Holders' meeting, at which a number of parish council’s were represented.  Comments had been received from the parish councils in Bourn, Caxton, Comberton, Harlton, Heydon, Histon, Impington, Linton, Little Gransden, Longstowe, Meldreth, Milton, Stapleford, Steeple Mordenand Swavesey.

Recognising parish councils’ concern relating to the transparency of discussion at ChDM, the Corporate Manager (Planning and Sustainable Communities) reminded those present that such meetings had been introduced as a means of introducing an element of local member involvement at officer delegation meetings.  ChDM.  He emphasised that ChDM did not determine planning applications but simply decided whether to forward those applications before it to officers or to the full Planning Committee.  It represented a statutory procedure with democratic input.

Central Government required a minimum of 90% of all planning applications to be dealt with under delegation.  The Planning Portfolio Holder reminded those present that this created its own pressure in terms of timescale.  He also noted that every application present at ChDM was accompanied by a report prepared by officers.

The Planning Portfolio Holder confirmed that the options outlined in the report had been publicised through the Weekly Bulletin. 

Members and parish council representatives made the following points:

·               The notice given of upcoming items was often too short

·               Transparency and local knowledge were crucial

·               Parish councils are consulted early in the process and are often unaware of what other consultees are saying.  This made it difficult to identify and request Conditions.

·               Parish councils should at least be allowed to listen to discussions, even if representatives could not speak

·               Reversion to all-day Committee meetings considering items previously dealt with under delegation had significant cost and officer-time implications, and would conflict with the Council’s aim to determine at least 90% of applications at delegation.

·               Approximate times for ChDM agenda items would be useful

·               Parish councils and local members sometimes have different opinions about planning applications

·               Parish councils should be given “listening rights” at ChDM for a trial period of 6-12 months

·               All comments submitted in writing were given proper consideration

It was suggested that where a local member could not attend ChDM, an elected or co-opted parish Councillor should be allowed to attend, with full speaking rights, as substitute.  In reply, the Legal Officer said that only local members had the right to speak at ChDM.

The Planning Portfolio Holder agreed to submit the following consultation response to the Planning Committee meeting on 7 October 2009:

“Central Government requires that South Cambridgeshire District Council determines a minimum of 90% of planning applications through delegation to officers.  The Council introduced the Chairman’s Delegation Meeting in an effort to recognise a statutory process but, at the same time, inject an element of local democracy.  ...  view the full minutes text for item 18.

The Planning Portfolio Holder

1.            authorised officers to

a)      charge a set fee, as set out below, covering the costs of planning officer time and specialist internal and external consultation

b)      defer charging until 1 October 2009

c)      arrange staff training in relation to the role of the duty officer, and the giving of Informal and formal pre-application advice

d)      redesign the website to promote the pre-application advisory service

2.            instructed officers to present him with a progress report in March 2010 in order to

a)      identify any areas for improvement

b)      review charging levels

c)      quantify use made of the service by Agents

d)      consider whether the service should be extended to other types of application and to functions forming part of the New Communities portfolio.

Further to Minute no. 8 of the meeting held on 7 July 2009, the Planning Portfolio Holder considered a report containing more information about the charging structure for pre application advice.

Referring to paragraph 5 of the report, the Corporate Manager (Planning and Sustainable Communities) said that, on 11 September 2009, he would be leading a session at which all the Chief Planning Officers in Cambridgeshire would be focussing on South Cambridgeshire District Council’s pre-application charging scheme.

The Planning Portfolio Holder welcomed the positive impact the scheme had had so far on the Planning Service.

The Planning Portfolio Holder

1.        authorised officers to

a)      charge a set fee, as set out below, covering the costs of planning officer time and specialist internal and external consultation

b)      defer charging until 1 October 2009

c)      arrange staff training in relation to the role of the duty officer, and the giving of Informal and formal pre-application advice

d)      redesign the website to promote the pre-application advisory service

2.        instructed officers to present him with a progress report in March 2010 in order to

a)      identify any areas for improvement

b)      review charging levels

c)      quantify use made of the service by Agents

d)      consider whether the service should be extended to other types of application and to functions forming part of the New Communities portfolio.

The New Communities Portfolio Holder agreed to the provision of a grant of £40,000 (10% of the total project costs) towards the costs of a new Youth and Community building at Waterbeach.

The New Communities Portfolio Holder considered a request from Waterbeach Parish Council for a grant of £40,000 (10% of the total project costs)  towards a new Youth and Community building.

He noted that the total budget for 2009-10 was £100,000, of which £66,149 was available to spend.

The New Communities Portfolio Holder agreed to the provision of a grant of £40,000 (10% of the total project costs) towards the costs of a new Youth and Community building at Waterbeach.

The Planning Portfolio Holder received a report comparing the actual revenue and capital expenditure to 31 July 2009 for the Planning Services Portfolio with the annual budget for the year ending 31 March 2010.

Referring to paragraph 7 of the report, the Corporate Manager (Planning and Sustainable Communities) said that the Planning Service had dispensed with two posts.  He added that the Council was likely to receive a lower Planning Delivery Grant in 2009-10, while appeal costs would probably rise, partly as a result of expensive hearings relating to wind farm applications.

The Planning Portfolio Holder noted the report, saying that it reflected the difficult economic conditions facing the Council both now and for the next few years.

The New Communities Portfolio Holder received a report comparing the actual revenue and capital expenditure to 31 July 2009 for the New Communities Portfolio with the annual budget for the year ending 31 March 2010.

The Principal Accountant (General Fund and Costing) said that expenditure levels were on target, with savings likely to be found from within the growth agenda and community budgets.

The New Communities Portfolio Holder observed that major developments, in particular, were being adversely affected by the current economic climate.  It was important to protect frontline services where possible.

Each Portfolio Holder will maintain, for agreement at each meeting, a Forward Plan identifying all matters relevant to the Portfolio which it is believed are likely to be the subject of consideration and / or decision by the Portfolio Holder, Cabinet, Council, or any other constituent part of the Council.   The plan will be updated as necessary and published on the Council’s website following each meeting. Portfolio Holders will be responsible for the content and accuracy of their forward plans.

The Planning Portfolio Holder and New Communities Portfolio Holder noted the Planning and New Communities Portfolio Holders' Forward Plan.  

There will be an extra meeting on Thursday 1 October 2009 to deal with items relevant only to the New Communities Portfolio.  It will start at 2.00pm in the Jeavons Room (First Floor).

The Planning Portfolio Holder and New Communities Portfolio Holder noted that there would be an extra meeting on Thursday 1 October 2009 to deal with items relevant only to the New Communities Portfolio.  It would start at 2.00pm in the Jeavons Room, South Cambridgeshire Hall, Cambourne Business Park, Cambourne.