Agenda item

To discuss the following matters raised by the local councils:

1      (i)       Can EFDC clarify what an ‘outside body’ means in relation to the Local  

          Council Liaison committee, given that the committee is managed by

          EFDC Officers, and chaired by an elected representative of EFDC?

(ii)       Will EFDC commit to providing an updated Parish and Town Council 

           Charter, setting out how it sees the relationship between these layers

           of local government, and how communication between these two

           bodies works (from both political and practical perspectives)? 

(iii)           Parish and Town Council Clerks would like an improved mechanism by which they can contact officers at EFDC to resolve problems, issues, or ask questions. Will EFDC commit to:

a.     providing a dedicated Parish / Town Council contact at EFDC

responsible for dealing with Parish Council issues on a day-to-day basis; and

b.     providing an electronic list of direct contact details for officers and

heads of departments at EFDC and their responsibilities?

(iv)           Will the Leader of the Council agree to meet with Parish and Town Council Clerks at least three times per year, to discuss issues or concerns of an operational nature?

(v)            What measures will EFDC put in place to improve communication between the District and Parish / Town Councils, and ensure this contact is maintained?

(vi)           By what methods will EFDC accept questions to be placed on the Local Council Liaison Committee agenda (Individual Councils? Individual Councillors? One nominated person? Etc).    

2      Can EFDC to provide an overview of the changes to planning system implemented at EFDC, and the relevant processes that go with these changes.

3      What is EFDCs response regarding written representations at appeal and personnel provided for Information Hearings.

The Local Councils had submitted questions to the Council. The following answers were provided at the meeting.

1.     (i)  Can EFDC clarify what an ‘outside body’ means in relation to the 

      Local Council Liaison committee, given that the committee is  

      managed by EFDC Officers, and chaired by an elected 

      representative of EFDC?

G Woodhall (Team Manager Democratic & Electoral Services) clarified that an outside body is a committee or panel where not all members are from the District Council.

(ii)  Will EFDC commit to providing an updated Parish and Town 

      Council Charter, setting out how it sees the relationship between 

      these layers of local government, and how communication between

      these two bodies works (from both political and practical

      perspectives)?

G Woodhall explained that a Charter from 2006 exists but is due a review. Mr Woodhall confirmed he would be willing to take part in a forum with Town and Parish Clerks to get this done. He will await an invite once the Town and Parish Forum has been established.

(iii)  Parish and Town Council Clerks would like an improved

       mechanism by which they can contact officers at EFDC to resolve

       problems, issues, or ask questions. Will EFDC commit to:

a.     providing a dedicated Parish / Town Council contact at EFDC

responsible for dealing with Parish Council issues on a day-to-day basis; and

b.     providing an electronic list of direct contact details for officers and heads of departments at EFDC and their responsibilities?

            G Woodhall confirmed that:

a.     EFDC does not have a dedicated Parish and Town Councillor contact, but will look at this, and

b.    A list of contact details for Executive Directors and Service Directors can be provided.

         (iv)   Will the Leader of the Council agree to meet with Parish and Town 

                 Council Clerks at least three times per year, to discuss issues or

                 concerns of an operational nature?

              Cllr C Whitbread confirmed he was happy to meet with Parish and

              Town Council Clerks on a regular basis.

         (v)    What measures will EFDC put in place to improve communication 

                 between the District and Parish / Town Councils, and ensure this

                 contact is maintained?

           G Woodhall explained that this would be one of the items to be

           outlined within the new Charter.

         (vi)   By what methods will EFDC accept questions to be placed on the 

                 Local Council Liaison Committee agenda (Individual Councils?

                 Individual Councillors? One nominated person? Etc).

            G Woodhall outlined a preference for the new Town and Parish

            Committee to meet about a month before the next Local Council

            Liaison Committee, and then forward their most important issues

            to the Council at least two weeks before the meeting; giving officers

            a fair chance to prepare responses for the Town and Parish

            councillors.

2.     Can EFDC to provide an overview of the changes to planning system implemented at EFDC, and the relevant processes that go with these changes?

Covered in Agenda item 7

3.     What is EFDCs response regarding written representations at appeal and personnel provided for Information Hearings?

N Richardson asked for clarification on the question before G Courtney explaining that EFDC has moved away from single officer hearings as well as now getting support from legal officers. Cost was a major contribution to why more officers could not be involved. He encouraged support from Town and Parish Councillors at hearings. Regarding central government funding he explained that the extra funding being spoken about would likely be for apprentices not for planners with years of experience and would not cover a whole post for each authority. He re-iterated that Town and Parish councillors should attend hearings to support the authority. N Richardson were hopeful that the new Planning Committee set up would reduce appeals.