6.01 In March 2006 public speaking at Planning Committee meetings was introduced. Guidelines were agreed with the Chairman of the Committee and are attached.
What is Public Participation?
East Sussex County Council is inviting local people to ask to speak to ESCC's Planning Committee to satisfy themselves that Councillors have all the information they need to decide planning applications or whether objections to Traffic Regulation Orders should be upheld. Usually up to six people will be invited to speak on each proposal, (three in support and three against), including the applicants or their agent. Each speaker will be given up to three minutes.
Who can speak at the committee?
In order to register to speak, the County Council must have received written representations from you on the planning application or proposed traffic order at least 14 days in advance of the meeting (i.e. as part of the consultation process).
If that condition has been met, then residents' associations, local businesses and other people who live in the county can ask the Democratic Services Officer for the opportunity to speak to the committee. Contact that officer as soon as you know you wish to be considered to speak so that they can tell you when the application is likely to be considered. You will not be allowed to be represented by solicitors or other professional agents, but your local County Councillor can always speak on your behalf.
How will I know when the item I am interested in is going to Committee?
The Democratic Services Team (01273 481935) have details of Committee dates and eight days before the Committee will know which items are on the agenda. Details of dates and agenda can also be found on the website. Applications can attract many letters; it is not possible for us to alert you individually to Committee dates.
Copies of the report will be on the web-site after 4 pm on the Tuesday prior to the meeting or can be obtained from the Democratic Services Officer. In addition, a copy of the agenda for the meeting will be posted to speakers on request.
Please read the report carefully before deciding what you want to say. The committee members will have read the report. What you can add is information on points you have submitted that may be missing from the report or a particular emphasis you feel is not being made.
How do I register my interest in speaking?
You will need to telephone the Democratic Services Officer on 01273 481935 no later than 12 noon on the Friday before the meeting.
When you ring please be prepared to give:
- your name, address and daytime telephone number
- the application number and proposed development to which it refers or details of the Traffic Regulation Order you wish to speak about
- confirmation that you have made a written representation to the Council on the planning application or traffic regulation order (checks will be made as necessary)
- whether you wish to speak in support of, or against and whether you also represent anyone else
- confirmation that you are prepared to have your details passed onto other callers with similar views so that you can also speak on their behalf
- details of any special access arrangements you may require.
What if I am unable to turn up on the day?
You may nominate a substitute giving details to the Democratic Services Officer by no later than 4.00 pm on the day before the meeting.
What happens on the day?
If you are invited to speak to the committee then you should aim to arrive at County Hall, Lewes, at least a quarter of an hour before the meeting begins (this would usually mean you need to arrive by 10.15 am). A member of staff will meet you and explain the procedures.
What will happen in the meeting?
The chairman will ask the appropriate officer to introduce the report and explain the reason for any recommendations.
Each speaker will be allowed up to three minutes to address the committee about the proposal. It is, of course up to you what you decide to say, but it might be useful to bear in mind the following:
- The committee will listen to what you say but will not debate the merit of your opinions with you.
- Your 3 minutes will be timed using a coloured lighting system. The chairman will invite you to start speaking when the green light comes on; you will then have 2 minutes before the amber light shows, which you should then use as a warning of your time running out and complete your speech before the red light comes on one minute later.
- Concentrate on explaining the points that you (or the group you are representing) have already made in writing. You should not attempt to surprise the committee with new information, photographs or additional written material. Any such information should have already been given to the planning officers in time for them to evaluate it professionally.
The committee can only consider a planning application on planning grounds. You should not discuss the applicant's past behaviour nor speculate about what you think their possible future intentions may be. You may not discuss boundary disputes, covenants, reduction in property values or matters dealt with by other law (eg licensing).
Proceedings of the Planning Committee are broadcast live by web-cast and are recorded on DVD and duly archived on our website for a period of 6 months for future reference.
Who are the people that may speak?
- Up to three individuals or group representatives, including any parish or town council representative, who are opposing the application
- up to three individuals or group representatives, including any parish or town council representative, who are supporting the application; including the applicant or agent who has the right of reply to any points made
- local County Councillors.
If more than three individuals or representatives wish to raise similar points, then the Democratic Services Officer will ask them to agree amongst themselves who should speak for them. If necessary the chairman of the committee will decide which members of the public may speak on the issue.
What happens after I have spoken?
After the speeches by the public and applicants, the committee will consider the application. Although this will be done in public, there will be no further opportunities for non-committee members to speak.
Who do I contact?
Individual planning officers will normally ask you to write to them personally.
The address for general purposes is:
Development Minerals and Waste Group
Economy, Transport & Environment (Planning applications)
County Hall, St. Anne's Crescent
Lewes, East Sussex, BN71UE
Phone: 01273 481846
For further information and advice about the public speaking arrangements, please contact the Democratic Services Officer:
Democratic Services
County Hall, St. Anne's Crescent
Lewes. East Sussex, BN7 1UE
Phone: 01273 481935
E-mail: democratic.services@eastsussex.gov.uk
All meetings are scheduled to start at 10.30am.
Please check the East Sussex County Council Website or telephone the Democratic Services Team on 01273 481935 for information regarding committees.
East Sussex County Council