Agenda item

This report sets out the composition of the panel and the role they play in the formulation of the HELAA

The Service Lead – Planning Strategy and Development Management presented an updated report on the Housing and Economic Land Availability Assessment (HELAA) Panel Constitution and role following a request from Members at the June meeting.

Members considered the report that set out the composition of the Panel and the role they play in the formulation of the HELAA and the appointment of two Members of the Council to the Panel.

The Service Lead – Planning Strategy and Development Management stressed to Members that the role of the Panel was an advisory role only and any decisions would be made by Strategic Planning Committee Members.  He drew Members attention to the HELAA Panel Constitution and terms of reference appended to the report.

A Committee Member raised the following point:

·         There was a need for presentation from organisations rather than companies as they will have a wider range of expertise.  In response it was advised a wide range of people involved in the area would be invited.

Committee Members raised the following points during discussion:

·         Disappointment was expressed that the report did not provide the information that was requested.  Further work was suggested to reassure Members about who would sit on panel as they would be judging sites.  In response the Service Lead – Planning Strategy & Development Management advised that a number of bodies and organisations had been contacted to find out who would be available to sit on the panel but confirmed that at this stage no one specifically had been formally invited.  He reassured Members that the panel members would represent a broad range of expertise and experience;

·         Concerns raised about the number of house builders on the generic list;

·         It was questioned whether focussing on the bigger sites would work in practice;

·         Greater clarification was sought on highways.  In response it was advised that feedback from Highways would be available on the current timetable with meetings being held throughout October;

·         It was important that each site was considered in a consistent way with a minimum number of representatives from different sectors;

·         Clarification sought on the differences between the HELAA Panel Constitution put forward compared to the last HELAA Panel Constitution.  In response the Service Lead – Planning Strategy and Development Management advised the constitution and terms of reference had not materially changed as it had a key role in providing earlier advice;

·         Clarification was sought on who would be representing the environment and biodiversity.  It was advised that the panel would be given advice from officers on environmental considerations as well as advice from Environment Agency and Natural England;

·         The need for climate change considerations;

·         Support expressed for the Portfolio Holder for Economy and Assets and the Portfolio Holder for Strategic Planning to sit on the panel;

·         Clarification was sought on the following questions about who chairs the HELAA, who chairs the Steering Group and what form of report would come out of those meetings.  In response the Service Lead – Planning Strategy and Development Management was not able to confirm the Chair for HELAA and the Steering Group but advised if Members’ wished the Chairs could be an East Devon District Council Member and confirmed there would be a report of the panel’s discussion on each site and this would be brought to Committee as evidence for the local plan;

·         Suggestion to include substitute Members to attend panel meeting in the absence of the Portfolio Holders;

·         Suggestion on a further recommendation to receive a further report in relation to the composition of the HELAA.  In response the Chair asked the Service Lead – Planning Strategy and Development Management to write to all Committee Members with the detail of the information requested to avoid delay of the meeting of the HELAA Panel which was due to take place next month;

·         Strategic Planning Committee endorsed that the Service Lead – Planning Strategy and Development Management write in confidence to all Committee Members with the information of the members of the HELAA Panel and further clarity on constitutional matters.

RECOMMENDATION:

1.    Of agreement to the proposed constitution and terms of reference in appendix 1.

2.    To appoint the Portfolio Holder for Economy and Assets and the Portfolio Holder for Strategic Planning onto the HELAA Panel.

3.    Of agreement to delegate authority to the Service Lead – Planning Strategy and Development Management in consultation with the Portfolio Holder for Strategic Planning, to make any further minor changes that might arise from a review of the panel’s constitution and terms of reference by the panel.

DECISION:

The recommendations were approved by a Senior Officer.  The Senior Officer Decision Notice is listed above under Additional Documents.