Motion I
Proposer: Councillor Kelly
This Council recognises that:
1. Meaningful public participation is fundamental to the preparation of The Local Plan.
2. Members of the public are entitled not only to make submissions and observations but also to receive a clear and transparent explanation of how material issues raised during consultation have been considered.
3. Where a significant number of representations raise a common concern, issue or recommendation, it is in the interests of transparency, accountability and public confidence that such matters are formally addressed and reported upon.
This Council accordingly resolves that:
1. In respect of the preparation, review or amendment of the Local Plan policy being undertaken by the Council, all submissions and observations received from the public shall be analysed by the relevant officers using the most efficient means possible for the purpose of identifying common themes, concerns, objections, recommendations or proposals. In cases where there is a large volume of responses, the use of AI to collate, categorize and align to existing policy justifications, where appropriate, is to be encouraged.
2. Where a common theme, concern, objection, recommendation or proposal is identified in representations comprising not less than five per cent (5%) of the total valid submissions and observations received during the relevant consultation period, that theme shall be deemed a Significant Public Representation for the purposes of this resolution.
3. For the avoidance of doubt, representations shall be grouped according to their substantive planning issue, concern, objection, recommendation or proposal and not according to differences in wording, format, level of detail, supporting evidence or the identity of the person or body making the representation.
4. The Local Plan Committee and the relevant Council officers shall formally consider every Significant Public Representation identified under this resolution.
5. A written response shall be prepared in respect of each Significant Public Representation and shall:
o clearly identify the issue raised;
o summarise the representations received in relation to that issue;
o state whether the Council proposes to amend, modify or otherwise address the matter raised;
o where action is proposed, specify the nature of that action;
o where no action is proposed, provide a detailed explanation of the reasons for that decision, including any planning, legal, environmental, technical, financial or policy considerations relied upon.
6. The written responses required by this resolution shall be presented to the Local Plan Committee for consideration and thereafter submitted to the next available meeting of Full Council.
7. The report submitted to Full Council shall include:
o a schedule of all Significant Public Representations identified;
o the number and percentage of submissions supporting each theme;
o the written response prepared in respect of each theme; and
o any resulting proposed amendments to the relevant plan or policy document.
8. The report and responses shall be published on the Council's website no later than five working days following their submission to Full Council and shall remain publicly available for the duration of the plan-making process and thereafter as part of the permanent public record.
9. Neither the Local Plan Committee nor any officer of the Council shall omit, exclude or decline to report upon a Significant Public Representation solely on the grounds that it is repetitive, duplicated, collectively submitted or supported by a large number of respondents.
10. The Chief Executive shall ensure that all officers engaged in the preparation of statutory planning policy documents comply with the requirements of this resolution and shall make all necessary administrative arrangements to give effect to it.
11. No draft Local Plan document shall be presented to Full Council for adoption unless the requirements of this resolution have first been complied with and the report required herein has been furnished to the elected members.
This Council further resolves that this procedure shall apply to all current and future Local Plans, Development Plans and statutory planning policy consultations undertaken by the Council from the date of adoption of this resolution.
As the motion relates to a non-executive matter, it will be debated and determined at the meeting.