Planning Procedures
HOUGH ON THE HILL PARISH COUNCIL
Procedure for Planning Applications
1. The Parish Council has only a limited number of days to respond to South Kesteven District Council (SKDC) on a planning application. SKDC usually allow 21 days from the date they sent out the letter to parish councils (this can be as few as 15 days dependant on post).
2. It is most unlikely that applications arrive in time to be published on a parish council meeting agenda. An extra-ordinary meeting of the parish council may be called, particularly if the application is contentious, but 3 clear days of notification must be given before public discussion may take place. This latter option could effectively reduce the response time to 10 days (including weekends).
3. Because of time restrictions, the above may not be possible, in which case, the Parish Clerk, as the Proper Officer, must seek the views of each available councillor. This will be done by the fastest means.
4. The Chairman, or in her/his absence the Vice-Chairman, will decide whether it is acceptable for councillors to send the clerk their individual comments or whether to call a meeting of the Planning Group. This planning group will be made up of the Chairman/Vice-Chairman and two other councillors appropriate to the application and availability. Ideally, where possible/appropriate the planning groups should include representation from each of the three villages.
5. Procedure:
a. When the Clerk receives notification of a planning application he/she will immediately e-mail details to all councillors (hard copy will be delivered to any councillor without access to e-mail). Applications can be viewed on the SKDC website www.southkesteven.gov.uk/planningsearch/ using the reference number notified in the Clerk’s e-mail. Councillors are to quickly reply to the Clerk, copy to the other councillors, stating no/any comments. The Clerk will send comments to SKDC annotating them as comments from individual councillors.
b. The Chairman may decide to call a meeting of the planning group. If any individual councillor feels that a meeting of the planning group is necessary then he/she is to notify the Chairman by the fastest means. If a planning group meeting is called the Clerk is to ensure that all original correspondence is made available to them. A joint reply will be prepared and passed to the Clerk for forwarding to SKDC marked as a formal parish council response. The reply will be circulated to the other members of the parish council for information.
6. The Clerk will file all plans, notify councillors of decisions made and place the outcome on the agenda for the next parish council meeting. All proceedings will be logged in a planning register book for tracking purposes. Appropriate files of planning applications will be maintained for a minimum of 3 years after the application has been formally approved/rejected.
Notes for good practice:
a. Any councillor with a prejudicial pecuniary or personal interest in the application (as defined by the code of conduct) must inform the Clerk immediately it is known. He/she will not be permitted to take part in the discussion on the application. Councillors in this category may make comment in the public forum as a member of the public, but must withdraw from the room prior to any discussion.
b. Where a councillor differs on the findings of the majority (subject to no prejudicial interest) this/her comments can still be forwarded to SKDC but the comment will note that this is the view of an individual councillor.
c. Any extraordinary meetings that take place must be conducted in accordance with Standing Orders.
d. Any comments by the parish council or individual councillors should take into account the SKDC advice for parish councils on planning applications – copy attached.
Discussions with applicants/interested parties.
Persons considered to have an interest or are affected by an application are informed by SKDC. Councillors are allowed to listen to comments, whether informally or at meetings (public forum), including any extra- ordinary meetings convened. They should not give comment back as this might be interpreted as the official comment/decision of the parish council. Councillors can inform their fellow councillors of any feedback received.
These procedures were reviewed and agreed by the parish council at the annual general meeting held on 15th May 2014. Reviewed 2020.