Annex 1 - Guidelines for Member Site Visits
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- Status and purpose of these guidelines
- The purpose of site visits
- Role of the Chair of the Committee
- The local county councillor
- Information to be provided to members
- County Council officers
- Applicant and landowner
- Other interested parties
- Transport
- Health and safety
1. Status and purpose of these guidelines
The purpose of the guidelines is to assist the Chair and members of the Committee in the conduct of site visits. Site visits require careful thought and management, especially where groups of campaigners for or against a proposal may be present. It is essential that the site visit is, and is seen to be, part of the impartial gathering of information about an application, in order to ensure confidence in impartial and transparent decision making.
2. The purpose of site visits
Site visits are not meetings of the Committee and are not intended to involve discussion of the merits of any planning application. The appropriate place for any such discussion is a formally convened meeting of the Committee.
Site visits are intended to give members of the Committee the opportunity of visiting and viewing the site and its locality.
Site visits should be the exception not the rule. They should not be used as an excuse to delay the determination of a planning application. They are expensive and time-consuming and excessive use of them detracts from their true value.
3. Role of the Chair of the Committee
The Chair is responsible for the conduct of the site visit and their decision is final on all issues. In their absence the Deputy Chair will assume responsibility.
4. The local county councillor
The county councillor for the division in which the application is located will be invited to attend the visit whether or not they are a member of the Committee. The local county councillor is expected to abide by these guidelines.
5. Information to be provided to members
To assist members a report containing details of the application and general observations on the development and level of representations will be provided to members prior to the visit.
6. County Council officers
Officers attend the site visit to assist members. Officers will acquaint members with details of the application and the principal planning issues. They will draw members’ attention to details on the site itself and at other places in the locality of the site as appropriate. References will be made to the planning application in question but these will be for the purpose of explanation and should not be taken as implying any partiality on the part of the officers concerned.
7. Applicant and landowner
The applicant will be asked to arrange access to the site. It is not possible to prevent either the applicant or a landowner, if separate, from attending the visit. However, the purpose of the visit will be made clear to them and it will be explained that they have no right to address the members although they may wish to be prepared to answer any questions which members may wish to raise. Separate arrangements are in place for applicants to address the Committee if they wish to do so.
8. Other interested parties
It may be the case that campaigners for or against a proposed development are at a site in order to lobby members. members should avoid being drawn into individual discussions or debates with campaigners. In general, members should stick to procedural comments, and not express opinions about the proposals which may be taken as an indication of predetermination or otherwise apparently indicate a councillors' view of a matter. Separate arrangements are in place for campaigners to address the Committee if they wish to do so.
9. Transport
Normally a coach or similar will be arranged to provide transport for members to the site and during the site visit. Whilst it may be more convenient for some members to meet the coach at the site, the visit itself will be conducted from the coach. This ensures that all members present receive all information relevant to the visit and that the visit can be conducted in an orderly manner.
10. Health and safety
Sites for proposed developments may present a range of health and safety issues. Members should adhere to any health and safety guidance issued by officers in relation to the site and visit.
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