Agenda item

(Director of Planning & Economic Development) To consider the attached report (LPC-007-2012/13).

(1)        That progress on the Local Plan be noted;

(2)        That the expenditure on preparing the Local Plan to date in 2012/13 and the estimates for further expenditure over the coming months be noted; and

(3)        That a progress and budget update report on the Local Plan be submitted to the Cabinet Committee every quarter for consideration in the future.

The Forward Planning Manager presented a report on current progress with the Local Plan and an update on the Local Plan budget.

The Forward Planning Manager reported that progress on the Local Plan had accelerated in recent months, with the ‘Community Choices: Issues & Options’ consultation period being held between July and October 2012. This had resulted in 4,080 responses being received on behalf of 6,331 people. Detailed analysis was now being performed by the Forward Planning team. Further evidence base work was required around population figures, economic development, flood risk and transport. Further detailed investigation of some matters might also be required as the analysis of consultation responses progresses. It was currently envisaged that the ‘Preferred Options’ consultation would commence in the Autumn of 2013.

The Forward Planning Manager informed the Cabinet Committee that, as of 30 January 2013, £262,930 had been spent from existing budgets on the preparation of the Local Plan. Identified expenditure was broadly within estimated budgets, and unforeseen amounts could be absorbed into the existing District Development Fund (DDF) budget at this stage. Further review of the overall budget was likely to be required in future. The ‘Community Choices: Issues & Options’ consultation had cost £54,000. The Local Plan budget was in a healthy position at the moment but some extra expenditure was expected in the future; the Cabinet Committee advised the Officers that any request for supplementary finance should be made as early as possible to ensure that it was approved by the Cabinet and Council in good time.

The Forward Planning Manager confirmed that population and household projections for the District commissioned by the Essex Planning Officers Association would not be available until March, and therefore would not form part of the scheduled Member Local Plan workshops. However, it was intended to hold a fourth workshop when the figures had been released. The population figures to be released in March 2013 would be the most accurate and would used for the Local Plan when they were made available. This would be phase 4 of the process referred to in the report and would incorporate the recent census figures.

The Assistant Director of Planning & Economic Development (Policy & Conservation) informed the Cabinet Committee that the Communications Strategy was being updated to learn the lessons form the previous consultation. This had included the performance of the distribution company used to circulate the leaflets advertising the consultation. As had been reported at the previous meeting, further testing of the on-line response system would be undertaken before the ‘Preferred Options’ consultation. The Chief Executive added that a whole range of different mechanisms were being investigated for advertising the ‘Preferred Options’ consultation, including better use of the Town and Parish Councils within the District. It was suggested by the Members present that a consistent letter should be sent to each resident within the district to advertise the next round of consultation, and the underlying assumptions used for each of the models should be published for Member and public information. The Cabinet Committee was informed that approximately 1,500 responses had been received for the Community Visioning exercise.

The Assistant Director stated that regular monitoring reports on the Local Plan were submitted to the Planning Services Scrutiny Panel, at least twice a year. The Cabinet Committee was concerned about receiving update reports every six months, and agreed that future updates should be provided every three months instead. It was also requested that the documents from the Member Workshops should be made available to all Members. The Forward Planning Manager confirmed that regular meetings were held with Forward Planning Officers from Harlow to discuss the results of the various Evidence Base studies.

Decision:

(1)        That progress on the Local Plan be noted;

(2)        That the expenditure on preparing the Local Plan to date in 2012/13 and the estimates for further expenditure over the coming months be noted; and

(3)        That a progress and budget update report on the Local Plan be submitted to the Cabinet Committee every quarter for consideration in the future.

Reasons for Decision:

To update the Cabinet Committee on the current situation.

Other Options Considered and Rejected:

None.