Issue - meetings

This report outlined the Council’s current approach to consultation on planning applications.

The Chairman was concerned that recipients of planning application notices did not read the letters as the envelope was not specifically addressed to them and did not inform them that planning application details were enclosed.

The Assistant Director, Planning had approached the Council Tax department to see if access could be given to the residents’ database but the request was denied. He was looking at ways for information to be added to the outside of the envelope informing residents that the letter was from the Council in relation to a planning application.

In regard to people who register objections on-line, Councillor Scoates suggested that officers could send an e-mail back to inform them when an application was due to be considered.

The Assistant Director, Planning acknowledged the difficulties and assured Members that he was exploring ways to improve communications. The issue of multiple letters being sent to one household had been resolved. There may be some improvement when the Council’s postal service was brought back in-house. Once the mail had left the Council, officers could not be held responsible for what happened to it.

Councillor Joel suggested that it should be a condition for site owners to provide proof by way of photograph, that a site notice had been received and posted on the application site. Councillor Boughey agreed stating that a site notice should be sent to all applicants to display on site.

Councillor Fawthrop requested that application notices stipulate they are a request for residents’ comments; it was not a consultation. The Assistant Director, Planning agreed to revise the wording of the letter.

RESOLVED that the Council’s adopted consultation approach be noted.

It was FURTHER RESOLVED that site notices be sent with every letter to all applicants which should be displayed on the application site.