Agenda item

The Committee considered the Service Lead – Planning Strategy and Development Management’s report which sought Members agreement to the scope, resourcing timetable and governance arrangements for the preparation of a non-statutory Joint Strategy for East Devon, Exeter, Mid Devon and Teignbridge Councils to ensure a collaborative and co-ordinated approach to meeting development needs in a timely manner.

The Service Lead – Planning Strategy and Development Management gave an overview of the progress made so far and outlined the resourcing required for the Joint Strategy.  He specified the five options available and advised Members’ he considered the best option would be to engage a consultant to prepare the Joint Strategy on behalf of the authorities, supported in a limited capacity by a group of officers.  He also outlined the proposed timetable which sought formal agreement and adoption of the Joint Strategy in September/October 2022.  Members noted that there were sufficient funds in the GESP budget that would cover the cost of recruiting a consultant and the public consultation.

The Service Lead – Planning Strategy and Development Management referred to Appendix B appended to the report that summarised a range of governance groups that would need to be involved in the preparation of the plan.  Members were made aware that key decisions for the plan were held with each of the four councils and their committees and not with the governance groups.

Comments made by non-Committee Members included:

·      Reference was made to the recognisable brand and the importance to keep the Greater Exeter branding and a question was raised about whether there had been discussions amongst the other authorities on what the branding might be.  In response the Leader advised that all the Leaders of the four councils had agreed that they did not want to call it GESP and said he was not aware of the new brand name.

·      Clarification sought on the public consultation and dealing with issues received from the responses.  In response the Service Lead – Planning Strategy and Development Management advised it was expected the public consultation would commence next summer to assist in finalising the plan quite quickly.  However, if there are issues following the consultation then the timetable may need to be extended to accommodate those concerns.  He advised it may be a challenge to engage with the public due to it being a high level strategic plan.

Questions raised by Committee Members included:

·      Clarification and assurance was sought that this council was working closely with neighbouring authorities outside of the GESP area to avoid potential impact on East Devon.  In response the Service Lead – Planning Strategy and Development Management advised in terms of the non-statutory plan the council was not required to fulfil the duty to co-operate but was engaging with them through the duty to co-operate on the local plan.

·      Clarification sought on the key differences between option 3 and option 5.  It was advised the main difference was that option 3 would require the employment of an internal Project Manager to lead the project or a group of external consultants to prepare the joint strategy on behalf of the councils using all the evidence that had been gathered already for the GESP.  The Leader emphasised the need to progress with option 5 as previously GESP had been led by one internal officer who had left which had taken away the rationale of one person leading it.

·      In response to a question raised about whether a formal decision was required to repurpose the GESP budget the Service Lead – Planning Strategy and Development Management advised he was not aware of any issues as the budget had been set aside at the start for joint working and joint planning but said he was happy to look into this.

·      Clarification sought on the duty to co-operate and the White Paper changes.  It was advised there was a need to progress on the current legislative requirements until those changes had been passed through Parliament.

·      Clarifications sought on what qualifications were needed for a consultant.  It was advised fundamentally it would be planning expertise and knowledge as well as experience in public consultations and engagement.

·      Concerns raised about each authority absorbing its own housing need and for assurance it was suggested that it be made as a formal proposal.

·      Clarification sought on which officers would sit on the Project Assurance Group.  The Service Lead – Planning Strategy and Development Management advised it would be the Planning Leads from each authority.

·      The need to bring the reports back to Cabinet and Full Council when taking them to a recommendation.  The Service Lead – Planning Strategy and Development Management advised it would be going back to Cabinet and confirmed he would refine the recommendations to clarify the points that had been raised.  The Planning Barrister advised Members’ that if they wished option 5 could be incorporated into the recommendation as the approved option.

It was proposed by Councillor Mike Allen, seconded by Councillor Paul Arnott that the recommendation be amended to read:

That Strategic Planning Committee recommends that Council approve option 5 as set out in the report and the scope, resourcing, timetable and governance arrangements set out in this report for preparing a non-statutory joint strategy for East Devon, Exeter, Mid Devon and Teignbridge councils and as part of engaging the consultant and their brief includes the statement that each authority will consume its own housing numbers.

RESOLVED:

1.    That option 5 as set out in the report be recommended to Cabinet and Council for approval

2.    That the scope, resourcing, timetable and governance arrangements set out in this report for preparing a non-statutory Joint Strategy for East Devon, Exeter, Mid Devon and Teignbridge Councils be recommended to Cabinet and Council and that as part of engaging the consultant and their brief each authority will consume its own housing numbers.

RECOMMENDED TO CABINET:

1.    That option 5 as set out in the report be agreed.

2.    That the scope, resourcing, timetable and governance arrangements set out in this report for preparing a non-statutory Joint Strategy for East Devon, Exeter, Mid Devon and Teignbridge Councils be agreed and that as part of engaging the consultant and their brief each authority will consume its own housing numbers be agreed.

RECOMMENDED TO COUNCIL:

1.    That option 5 as set out in the report be approved.

2.    That the scope, resourcing, timetable and governance arrangements set out in this report for preparing a non-statutory Joint Strategy for East Devon, Exeter, Mid Devon and Teignbridge Councils be agreed and that as part of engaging the consultant and their brief each authority will consume its own housing numbers be approved.