Agenda and minutes

The Chairman welcomed members of the public to the meeting and outlined the procedures and arrangements agreed by the Council, to enable persons to address the Sub-Committee in relation to the determination of applications for planning permission.

To confirm the minutes of the last meeting of the Sub-Committee.

RESOLVED:

That the minutes of the last meeting held on 10 October 2007 be taken as read and signed by the Chairman as a correct record subject to noting that the paragraph on item 1 (EPF/1824/07, page 15 of the agenda) repeated itself.

(Assistant to the Chief Executive) To declare interests in any item on this agenda.

(a)            Pursuant to the Council's Code of Member Conduct, Councillor J Markham,

declared a personal interest in agenda items 6(14) (EPF/1876/07, 126 High Road, Loughton) by virtue of being a member of the Loughton Residents Association. The Councillor declared that his interest was not prejudicial and indicated that he would stay in the meeting during the consideration and voting on the items.

(b)             Pursuant to the Council's Code of Member Conduct, Councillors K Angold – Stephens and Mrs C Pond declared personal interests in agenda items 6 (2) (EPF/1968/07, 9 The Summit, Loughton), (11) (EPF/2032/07, 28 Forest View Road, Loughton), (12) (EPF/1733/07, 94a High Road, Loughton), (13) (EPF/1843/07, Forest House, Nursery Road, Loughton), (14) (EPF/1876/07, 126 High Road, Loughton) and (15) (EPF/1979/07, 18 Clifton Road, Loughton) by virtue of being members of Loughton Town Council and the Loughton Residents Association. The Councillors declared that their interests were not prejudicial and indicated that they would stay in the meeting during the consideration and voting on the items.

(c)             Pursuant to the Council's Code of Member Conduct, Councillors Chana, Sandler, Knapman and Mrs Wagland declared personal interests in agenda items 6 (7) (EPF/1077/07, Land East of Limes Farm, Community Hall, Limes Avenue, Chigwell), (8) (EPF/1902/07, 12 Whitehall Close, Chigwell) and (10) (EPF/1974/07, 13 Audleigh Place, Chigwell) by virtue of being members of Chigwell Town Council. The Councillors declared that their interests were not prejudicial and indicated that they would stay in the meeting during the consideration and voting on the items.

(d)             Pursuant to the Council's Code of Member Conduct, Councillors Church and Ulkun declared personal interests in agenda items 6 (1) (EPF/1914/07, Highway Verge, Opp Nos. 19-27 Palace Gardens, Buckhurst Hill), (3) (EPF/1887/07, 107-111 Epping New Road, Buckhurst Hill), (4) (EPF/1930/07, 29 Walnut Way, Buckhurst Hill) and (5) (EPF/1999/07 4 The Stables, Buckhurst Hill) by virtue of being members of Buckhurst Hill Parish Council. The Councillors declared that their interests were not prejudicial and indicated that they would stay in the meeting during the consideration and voting on the items.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 25 of the Council Procedure Rules contained in the Constitution requires that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

In accordance with Operational Standing Order 6 (non-executive bodies), any item raised by a non-member shall require the support of a member of the Committee concerned and the Chairman of that Committee.  Two weeks' notice of non-urgent items is required.

It was reported that there was no urgent business for consideration at the meeting.

(Director of Planning and Economic Development)  To consider planning applications as set out in the attached schedule

Background Papers:  (i)  Applications for determination – applications listed on the schedule, letters of representation received regarding the applications which are summarised on the schedule.  (ii)  Enforcement of Planning Control – the reports of officers inspecting the properties listed on the schedule in respect of which consideration is to be given to the enforcement of planning control.

The Sub-Committee considered a schedule of applications for planning permission.

            RESOLVED:

            That the planning applications numbered 1 – 15 be determined as set out in the attached schedule to these minutes.

Decisions Required:

(1)            To review the operation of the Sub-Committee during the first six months since its membership was reviewed.

(2)            To determine any changes that should be made;

(3)            To determine whether further reports are required by officers on members proposals

1.         (Senior Democratic Services Officer) At the February 2007 meeting of the Area Planning Subcommittee A it was agreed that a review of the operation of the new arrangements be undertaken at this meeting.

2.         The scope of the review was to cover:

(i)         The membership and ‘opting in’ arrangements;

(ii)            Revisions to the seating arrangements at the meeting venue;

(iii)             Application of more rigorous controls to avoid repetition during debate; and

(iv)       Giving precedence to ward members.

Analysis of Meetings

3.         There have now been six meetings of the New ‘South’ Subcommittee. An analysis has been undertaken of the duration, number of applications and member attendance at the meetings against a benchmark of the meetings of Subcommittee ‘A’ during the year 2006/07. Details are attached as an appendix to this agenda.

4.         In essence, the new enlarged sub - committee has considered a similar average number of development control items at each meeting as last year (nine). The average time taken to consider each application has remained at 13 minutes. The duration of meetings has marginally decreased (11 minutes) and agendas marginally shorter (by 7 pages on average). Member attendance, as a percentage of the whole, has decreased slightly but actual attendance by members of the sub - committee is up on last year.

5.         One change has been made to the membership of the Subcommittee resultant from a resignation. The reappointment of the new Councillor was made at full Council. Whilst this eventuality was not foreseen in drafting up the rules for opting in it was dealt with properly by the Council. No changes to constitutional rules are felt necessary.

Operational Issues

6.            Changes to the layout of the meeting room have been made such that members sit in a horseshoe shape with ten members either side. There have been no instances of the venue being overcrowded. Officers are receiving complaints from those attending that members and officers cannot be heard from the public seating area. The problems are as a result of (i) noisy cooling units in the canteen (this issue has been discussed with the school); (ii) no amplification of members microphones to the seating area; (iii) poor acoustics; and/or (iv) members not speaking loudly enough. This aspect has been a continuing source of complaint from those attending meetings. Previous issues have included the noise made by rain on the conservatory area although this has not been a problem during the summer months. This problem has been helped marginally by the use of webcasting microphones but these are not designed to replace an amplified address system.

7.            Webcasting of the meetings has taken place three times since the start of the municipal year. These webcasts are proving popular although cannot be viewed live as  ...  view the full agenda text for item 46.

The Sub-committee noted the six month report  on the review of the operation of the new Area Plans Sub-committee South meeting.  The meeting noted the table analysing the meeting statistics for the last six months and how they compared to the previous Plans A meetings.

            RESOLVED:

That the sub-committee noted the six month report reviewing the operation of the new arrangements for Plans Sub-committee South.

(Director of Planning & Economic Development). To consider the attached report.

In compliance with the recommendations of the District Auditor, the Sub – Committee received a report advising of the outcome of all successful appeals, particularly those refused contrary to officer recommendation. The purpose was to advise of the consequence of these decision and inform of cases where costs could be awarded against the Council.

It was noted that the Best Value Performance Indicator was for district councils to aim to have less than 40% of their decisions overturned on appeal with the national average of about 33%.  That BVPI was scrapped but recently replaced by one which records planning appeals only (not advertisement, listed buildings, enforcements, telecommunications or tree related appeals) and where the Council sets its own target – set this year at 25%, equivalent to the top quartile performance.   In fact in recent years the Council has been more successful than the national average with only 18% in 2003/04, 29% in 2004/05 and 22% in 2005/06.

Over the six-month period between April and September 2007, the Council received 54 decisions on appeals – 47 planning and related appeals and 7 enforcement appeals.  Of the 47 planning and related appeals, 11 were allowed  (23%) and none of the 7 enforcement appeals  – a combined total of 20.3% of the Council’s decisions being overturned.

For the BVPI, which only considers appeals against the refusal of planning permission (so does not include advertisement, listed building, enforcement, telecommunications or tree-related appeals, nor appeals against conditions), the performance figure was 20.5% - within target and one of the top quarter performing authorities.

RESOLVED:

That the Planning Appeals Decisions for April to September 2007 be noted.

(Director of Planning and Economic Development) Schedules of planning applications determined by the Head of Planning and Economic Development under delegated powers since the last meeting of a Plans Subcommittee may be inspected in the Members Room or at the Planning and Economic Development Information Desk at the Civic Offices, Epping.

The Sub-Committee noted that schedules of planning applications determined by the Head of Planning and Economic Development under delegated authority since the last meeting had been circulated and could be inspected at the Civic Offices.