Issue - meetings

To give further consideration to recommendation 3 of the deferred report.

Consideration was given to the deferred report on the Annual Review of the Committee System

Council, at its meeting in July 2023, had agreed to defer consideration of the realignment of the Planning Committees from 3 to 2 to the December meeting of Council to allow further consultation to take place, including with the Planning Committee Chairs.

The deferred recommendations were proposed and seconded, and during the debate an amendment was proposed.

Amendment

“Following the consultation on the realignment of planning committees agreed by Council in July it is agreed that:

The optimum way forward is to continue with 3 planning committees meeting less frequently. This will ensure that major applications are given due scrutiny on a consistent basis and the geographical committees ensure that applicants and members of the public concerned with smaller developments do not have to travel excessive distances to hear applications decided.

Being aware of the savings needed, and to reflect the number of applications coming through, it is agreed that Northern and Southern Planning Committees will meet 8 times a year, around every 6 weeks and that Strategic Planning Board will meet bi-monthly. This would reduce the number of scheduled meetings by over a third to 22, resulting in a better outcome than reducing the number of committees by one, with subsequent savings in resource and officer time. This would not preclude the holding of additional meetings if necessary or cancelling meetings if no applications are ready as is currently the case.”

Following debate, the amendment was put to the vote and declared carried.

RESOLVED:   

That the three planning committees continue, meeting on a less frequently with the Strategic Planning Board meeting bi-monthly, and Southern Planning Committee and Northern Planning Committee meeting around every 6 weeks.

To consider the recommendations of the Corporate Policy Committee.

Consideration was given to a report on the annual review of the committee system. The report made recommendations for changes to the Constitution and recommendations for Council to consider as improvements to the future functionality of the committee system.

The recommendations as set out in the report were proposed and seconded. During the debate, an amendment was proposed and seconded which sought to defer consideration of recommendation 3 in the report to allow further consultation to take place, including with the Planning Committee Chairs, to fully understand the risks and be brought forward in a further report which would address all relevant issues to the December meeting of Council. This amendment was carried and therefore became part of the substantive proposition. 

RESOLVED:

That Council

1.    Approve the amendments to the Constitution as attached at Appendix 1 to the report to the Corporate Policy Committee

2.    Agree that the Public Rights of Way Sub-Committee functions be incorporated into the functions of the Highways and Transport Committee as shown in Appendix 2

3.    Agree to defer consideration of the realignment of the Planning Committees from 3 to 2 to the December meeting of Council to allow further consultation to take place, including with the Planning Committee Chairs, to fully understand the risks

4.    Delegate to the Monitoring Officer, the power to make such consequential changes to the Council’s Constitution as he deems necessary to give effect to the wishes of Council

5.    Note the savings in relation to venues for meetings and printing and postage of agendas

To consider a report which makes recommendations for changes to the Constitution and recommendations for Council to consider as improvements to the future functionality of the committee system.

The Committee considered a report which made recommendations for changes to the Constitution in relation to the rules of debate and notices of motion, and recommendations for Council to consider as improvements to the future functionality of the committee system.The report had been considered by the previous Constitution Working Group.

Councillor B Puddicombe, Chair of the Strategic Planning Board, and Councillor F Wilson, Vice-Chair of the Northern Planning Committee, spoke as visiting members in relation to the proposed changes to the planning committees, stating that in their view the case for the proposed changes had not been made.

Jane Gowing, Interim Director of Planning and Peter Hooley, Planning and Enforcement Manager attended the meeting for this item and responded to members’ questions regarding the proposed changes to the planning committees. They advised that the proposed changes would achieve savings in officer time and administration.

RESOLVED (by majority)

That Council be recommended to

1.   approve the amendments to the Constitution as attached at Appendix 1 to the report;

2.    agree that the Public Rights of Way Sub-Committee functions be incorporated into the functions of the Highways and Transport Committee as shown in Appendix 2;

3.    agree to realign the Planning Committees from 3 to 2, with responsibilities as set out in Appendix 2;

4.    delegate to the Monitoring Officer, the power to make such consequential changes to the Council’s Constitution as he deems necessary to give effect to the wishes of Council; and

5.    note the savings in relation to venues for meetings and printing and postage of agendas.