Issue - meetings

To consider the Local Plan Project Initiation Document.

The Local Plan and New Communities Manager presented the report with a revised version of the Project Initiation Document (PID). He said that the PID had been updated following the recent meeting of the Local Plan Leadership Group (LPLG) and that it was intended to go forward to Cabinet on 20 October 2020 for approval.

Councillor Criscione referred Members to the Project Governance diagram shown at Paragraph 3.16 of the report. He said that he wanted to ask questions around procedure, decision-making and constitutionality.  He asked Councillor Evans, as Portfolio holder, whether the LPLG was turning out in practice to be a decision-making body. He also raised concerns about the role of the Portfolio holder, the fact that the LPLG Chair was not a Cabinet Portfolio holder and whether Members were comfortable with the possible overlaps between the LPLG and Scrutiny Committee.

Councillor Evans, as the Portfolio holder, said that the LPLG had acted as a review body and made recommendations but that it did not have an Executive role. He said that the decision as to who chaired the LPLG had been taken some time ago and that this had given a degree of checks and balances to the processes. The LPLG Terms of Reference gave him as the Portfolio holder the right to attend the LPLG.

Councillor Storah, as the Chair of LPLG, said that the Project Management clarification had been very helpful and he recognised that there might still be some overlap between the LPLG and Scrutiny. He said that the LPLG made recommendations but Scrutiny would look at the mechanics of how recommendations had been made and that this would then go forward to Cabinet. He also stated that the intention was to review governance arrangements on a six monthly basis.

Councillor Coote said that he considered it to be unconstitutional for a Cabinet member to chair the LPLG and that he was satisfied with the governance arrangements in place.

Councillor Criscione said that the PID was the key to setting out the roles and responsibilities of all bodies involved in the Local Plan processes.

Councillor Evans outlined his Portfolio holder responsibilities and detailed his schedule of various meetings with leading Members and explained the links with the Corporate Overview Board (COB).

Councillor Coote said he was happy with the explanations given and that the Local Plan should be overseen by the Leader and Chief Executive.

The Leader outlined his regular 1-2-1 meetings with Councillors Evans and Storah and his contact arrangements with the Chief Executive. In response to a question from the Chair as to whether he was a project sponsor, the Leader said that technically he saw himself as a sponsor.

In response to a question from Councillor Driscoll, the Assistant Director – Planning said that the Local Plan would be reviewed every five years and there would be no need to go back to the Government.

At this point the Chair asked for the consent of the meeting to proceed beyond the two  ...  view the full minutes text for item 5

To consider the Local Plan Project Initiation Document.

- The purpose of this item was for the group to review the updates in the document after receiving the Government’s white paper and before being taken to the Scrutiny Committee and Cabinet.

A discussion was held, and the following points were highlighted.

- Members of the group voiced their concerns regarding  the Project Management Officer and how it might affect the outcome of the new Local Plan. Members?  said the position of Project Manager for the Local Plan had already been filled with a  consultant with extensive experience in planning and a strong understanding of the district. Members  stated that the reason  the last Local Plan had been rejected was not due to its project management.

- The climate change interim policies would be incorporated in the Local Plan where appropriate enhancing their statutory weight.

- Members requested tracked changes on all documents in future to make document review quicker.

- Costing within the project initiation document included staffing, evidence requirements and legal representation and counsel. Contingency had been built into the plan.

- Uttlesford District Council had been advised by the Peer Review Group and neighbouring authorities to calculate the most deliverable timeline, adopting the Local Plan in July 2024.

- Members and the Peer Review Group met with the Ministry of Housing Communities(Ministry) and Local Government (UDC) to discuss their approach to the new Local Plan. It was met with general support and the Ministry noted  there would be no government intervention if the plan was submitted before the deadline of December 2023, intervention would impede progression.

 - The group approved the document be taken to Cabinet.