Agenda and minutes

To confirm the minutes of the last meeting of the Committee held on 15^th June 2005 (previously circulated) and matters arising.

            RESOLVED:

That the minutes of the meeting held on 15 June 2005 be taken as read and signed by the Chairman as a correct record.

To consider the issues raised in respect of planning by the Local Councils, as outlined in Appendix 1.

The Secretary of the Epping Forest Branch of the Essex Association of Local Councils highlighted the concerns that had been raised in respect of planning issues by the Local Councils, and in particular the perception that District Council Officers and Members did not always understand the representations of residents’ views by Local Councils. Concern had also been expressed over a recent letter from the District Council’s Assistant Head of Planning Services regarding relatively minor objections made by Local Councils to planning applications, which had then caused the application to be dealt with by the relevant Sub-Committee rather than by the Head of Planning and Economic Development under delegated powers. The Joint Chief Executive (Community) reminded the Committee that District Councillors had requested the letter be written, and that Local Councils had the option to attend the Area Plans Sub-Committees to make their views known to the District Councillors. The Vice-Chairman added that planning was an integral part of the Local Charter, but had always been problematic.

Epping Town Council inquired as to whether there should be any collaboration between District and Parish Councillors. The Vice-Chairman responded that there would not always be collaboration as there were fundamental differences in approach, especially in respect of design issues, but Local Councillors should have more influence over planning matters as they generally had better local knowledge. The Vice-Chairman also highlighted that letters to neighbours informing them of impending planning applications did not always get received, especially in rural areas. Ongar Parish Council was in agreement and added that neither the leaflet nor letter sent to neighbours of planning applications made any mention that Parish and Town Councils could also make representations. Epping Town Council further stated that the tone of the letter from the Assistant Head of Planning Services had not been appreciated. The Vice-Chairman reminded the Committee that Parish and Town Councils only received the plans for each application, not the Officer’s report that was prepared for District Councillors. Local Councillors were also not quite so knowledgeable about planning law as their District counterparts, and many of the Local Councils did not have full-time Clerks.

The Head of Planning and Economic Development responded to some of the points that had been raised by the Local Councils. The District Council had offered Local Councillors the same level of training as District Councillors. New Councillors would not have the knowledge or understanding that had been gained by their more experienced colleagues, but over time this would improve and would lead to a growing correlation between the views of District and Local Councillors. The responsibility for the notification of neighbours had been transferred from Planning Officers to Administrative staff, but that there would occasionally be discrepancies over notifications between the urban and rural areas of the District due to the greater distances involved for the rural areas. The District Council had also made use of site notices, the local press and had advised Local Councils of forthcoming applications. The new integrated Planning computer system would  ...  view the full minutes text for item 10.

Following a review of the May 2005 election, concern was raised on behalf of one small parish council about funding for unforeseen elections. This is a matter on which the District Council has made representations to the Electoral Commission, which is currently advising the Government on the funding of elections.

It was felt that it would be helpful at this meeting if local councils were advised of the opportunities available for changing the parish pattern of the District. In theory, larger parishes should make the financial planning for elections easier than in the small parish councils that operate in some parts of the District.

The District Council emphasises that this item is purely for information. The District Council has no policy of instigating such reviews, although on a few occasions in recent years, the issue has been raised.

A handout will be available at the meeting.

The Head of Research and Democratic Services presented a report on Parish reviews and tabled a document regarding the procedures to be followed under the Local Government and Rating Act 1997. The Head of Research and Democratic Services reported that a small Parish within the District had been financially embarrassed following an unforeseen election in May 2005. Thus, it had been considered beneficial to advise Local Councils of the process for changing the Parish pattern within the District. Some of the smaller Parishes within the District might wish to amalgamate in order to aid financial planning for elections.

The Head of Research and Democratic Services further added that the District Council had no policy of instigating such reviews, and that the issue had been raised for the information of the Local Councils only.

            RESOLVED:

That, as defined in the Local Government and Rating Act 1997, the procedure for instigating a review of Parish boundaries be noted.

To note the District Council appointments.

At the Council meeting held on 28 July 2005, EFDC appointed Councillors Morgan, Mrs Haigh and Sandler to be its’ representatives on the District/Town and Parish Council Charter Review. They will sit with Town/Parish representatives Councillors Borton, Salter and Mrs Woods.

The Head of Research and Democratic Services reported that, at the District Council meeting held on 28 July 2005, Councillors B Sandler, Mrs A Haigh and R Morgan had been appointed as the District Council representatives on the District, Town and Parish Council Charter Review. Councillors E Borton, J Salter and Mrs J Woods had already been appointed as the Town and Parish Council representatives.

            RESOLVED:

That the appointment of Councillors B Sandler, Mrs A Haigh and R Morgan to the District, Town and Parish Council Charter Review by the District Council be noted.

Local councils are reminded to bring forward proposals for introducing remuneration schemes or amending them so that the Independent Parish Remuneration Panel may consider them.

The Head of Research and Democratic Services reminded Local Councils that if they wished to amend or introduce remuneration schemes then, by statute, they had to consult the Independent Parish Remuneration Panel.

Local Councils are asked to consider whether there is a demand for a further training course in these subjects.

The Head of Research and Democratic Services requested that Local Councils should consider whether they felt there was a need for further training on the Code of Conduct and the Planning Protocol. The Committee was reminded that the Planning Protocol training was being updated following new advice from the Standards Board in relation to dual-hatted Councillors and dealing with lobby groups. The new course would be ready for presentation in January 2006.

            RESOLVED:

That further training on the Code of Conduct and Planning Protocol be arranged by the Head of Research and Democratic Services.

(a)       World War II Tea Party – Epping Forest Museum

The Chairman reported that invitations had been sent out to the Chairmen and Mayors of the Town and Parish Councils within the District for a World War II Tea Party to be held at the Epping Forest Museum on Sunday 6 November 2005. Currently, only five responses had been received, and the Chairman requested that outstanding responses be made to the Chairman’s Support Officer as soon as possible.

(b)       East of England Plan

The Secretary of the Epping Forest Branch of the Essex Association of Local Councils informed the Committee that there would be a forthcoming meeting at Braintree in respect of the East of England plan. The Committee were reminded that the Essex Association of Local Councils had been allocated eight places on the consultation body, and that Parish or Town Councils should make their views known to the Association. There would also be a public examination in February 2006 in relation to the proposed expansion of Harlow, and that further studies had been planned in respect of other large developments due to take place. The Joint Chief Executive (Community) confirmed that the District Council had made its views on the East of England Plan known to Essex County Council, and that a further two public examinations of the Plan had also been scheduled.

(c)            Licensing Act 2003

The issue of Local Councils not being consulted during the determination of applications under the Licensing Act 2003 was raised. It was suggested that Licensing Officers from the District Council could give a presentation at the Committee’s next meeting on Wednesday 1 March 2006 in order to clarify the situation for Town and Parish Councils.

(d)            Councillors A Everett and K Percy

The Chairman reported that Councillors A Everett and K Percy were both unwell.

            RESOLVED:

(1)            That, in order to explain the role of Local Councils under the Licensing Act 2003, a presentation be given by Licensing Officers from the District Council at the Committee’s next meeting on Wednesday 1 March 2006.

(2)            That letters of best wishes for a quick recovery be written to Councillors A Everett and K Percy and signed by the Chairman on behalf of the Committee.

The next meeting of the Committee is scheduled for the following date:

1 March 2006

The Committee noted that the date of the next meeting would be 1 March 2006.