Issue - meetings

To consider the following planning related reports scheduled for Cabinet consideration on 11 September:

·         Statement of Community Involvement

·         Local Development Scheme

·         Regulation 18 Local Plan Issues and call for sites

·         Boscombe and Pokesdown Neighbourhood Plan

The O&S Board is asked to scrutinise the reports and make recommendations to Cabinet as appropriate.

Cabinet member invited to attend for this item: Councillor Margaret Phipps, Portfolio Holder for Strategic Planning.

The Cabinet reports will be published on Tuesday 3 September 2019 and available to view at the following link:

https://democracy.bcpcouncil.gov.uk/ieListDocuments.aspx?CId=285&MId=3721&Ver=4

Statement of Community Involvement

The Chairman introduced the item. He reminded the Board that it was focussing on risked base policy decision making and therefore questions should be directed to the Cabinet Members. He explained that the Overview and Scrutiny Board had chosen to look at four forthcoming Cabinet reports in relation to Planning issues and invited the Cabinet Portfolio Holder for Strategic Planning to introduce each of the reports:

Statement of Community Involvement (SCI):  The Cabinet Portfolio Holder explained that the SCI was a statutory requirement that set out how a local planning authority engaged with its residents when preparing local plans and through the planning application process. In respect of planning applications, different options for notification had been assessed and Cabinet would be asked to approve the recommendation for Option 3 and the SCI proposals for public consultation. The Chairman invited questions from the Board, the following issues were raised:

·      A Councillor commented that only 1 in 10 notification letters for planning applications received a response. Therefore why was option 1, which was for site notices only and presented a significant cost saving and reduced environmental impact, not being pursued? The Board was advised that the three preceding authorities had different systems in place at transition and removing letter notifications would come as a shock to residents in Poole and Christchurch and an open and engaging system was needed. Option 3 would allow time for a transition towards more digital communications and was recommended by officers. It was also noted was that it was hoped to reduce the estimated cost of letters – possibly by just reproducing site notices and hand posting to immediate neighbours when site notices were posted.

·      A Board member outlined that other planning authorities used an opt-in method for residents to choose to received digital communications of planning applications of interest to them. The Councillor felt that option 3 was the worst of all options as it would mean an arbitrary number of properties would be notified and raised the point that those in higher density accommodation may have less access to technology.

·      The Board requested information on complaints received by the preceding authorities about the current processes. It was explained that there was the odd complaint received but records were not available at the meeting. There were pros and cons to each system. The effect in Poole and Christchurch of change would be quite large. A Councillor commented that the statistics for complaints would be useful.

·      Another Board member felt that residents in Poole were used to the system currently in place there and to remove it immediately would be a problem. They would be happy to retain letters based on officers’ judgement.

·      The Portfolio Holder was asked if they had reviewed the process which took place in Bournemouth when it stopped sending letters. A Councillor suggested there may be some confusion with the change and that there was a role for ward Councillors to play in promoting planning applications with significant public  ...  view the full minutes text for item 27