Around 90% of all planning applications are decided by senior planning officers under delegated powers, around 10% are referred (or ‘called-in’) to Committee for a decision to be made. Planning committees play a crucial role in providing democratic and transparent decisions, on planning applications and help achieve a vision for how a community should look and function. Planning committees typically meet every 3-4 weeks and are made up of Local Councillors and different political groups. Representations can be made to a committee by writing to members ahead of a meeting (written representations), or by speaking at the meeting itself (this must be pre-arranged with the committee).
Applications can be called-in if one or more of the following apply, depending on the particular Council's rules:
- Approval would be contrary to planning policy;
- The application is notably large or controversial nature;
- There is an objection from a statutory consultee (eg; Drainage or Ecology etc);
- The local Parish Council objection on valid planning grounds;
- A member (Councillor) has requested the application goes to Committee; or
- It is an applications where the recommendation is contrary to that of a statutory undertaker, e.g. the Highways Authority.
What happens at Planning Committee meeting?
You can download a copy of the agenda and access the meeting online. If you have collaborated with others, or if there are other people who wish to speak on the same application as you, it will be recommended to choose a spokesperson to represent all of you. The meeting is divided into sections dealing with different areas of the city. A Planning Officer will introduce each application, and give any update to the written report on the agenda. Objectors, Applicants, Agents and supporters are allowed to speak for 3 minutes per application, regardless of how many people want to speak. Planning Officers may make comments on the points raised by speakers, and then the Committee members will discuss the application and then decide whether or not to grant permission.
Written Representations:
If you wish to make a written representation the sooner formal contact is made with members in advance of committee, the better.
Letters should be short (two or three pages) and should address specific issues by the use of headings. During committee meetings a number of planning applications will be considered, for each application Councillors must read all representations in advance, as well as the committee report itself, which is drafted by qualified planning officers. We recommend therefore that you submit a clear and succinct letter of representation. It is also recommended to copy any letter to the planning officer.
Speaking at committee:
Each council will publish their own advice on speaking arrangements which will either be provided to you in advance, or will be on the council's website (in the “democratic services” department, not the planning department).
It is vital to be aware of all the protocols, as well as to register your attendance in advance of the meeting, usually by email.
There are time limits for speaking (typically 3 minutes) which are often ruthlessly enforced. It is therefore sensible to be prepared and for the speech to be fully scripted and printed out in advance. We recommend that you rehearse the speech in full, at least three or four times against the clock, before the meeting. As with the Consultant team, working for the applicant, some Councils allow for cross examination of speakers so be prepared to clarify any points in follow up questions.
Speakers on the same side should coordinate their submissions to make the best use of the allotted time. If a letter has been sent to the committee members there is no point in regurgitating it, instead you may wish to make the same point in a different way or address points made by other speakers before you.
Another approach is to leave the last 20 or 30 seconds of your speech open to respond directly to any points raised by previous speakers.
It is also important to think carefully about who is best place to speak. Normally the choice will be between the applicant/objector, the planning consultant or architect. Who is chosen will often depend upon individuals’ own skills and preferences, as well as the decisive issues in the case. Professional advice or highlighting a hard issue of law will be more effective than a heart-felt plea.
What to include in oral and written representations
Points to avoid
All other dealings with committee members before a meeting should be handled with care. Councillors should avoid giving the impression that they are committed to one side before determining an application (this is called “pre-determined”). The authority will usually have a planning code of conduct which guides such dealings.
However, you must also remember that “having your say” is not the same as “having your way”; all you can do is put your case forward as clearly as possible.
How we can help
MDP can assist you in drafting representation letters and speeches for planning committees as well as attending them in and representing in person. Please contact us for more details.
Applications can be called-in if one or more of the following apply, depending on the particular Council's rules:
- Approval would be contrary to planning policy;
- The application is notably large or controversial nature;
- There is an objection from a statutory consultee (eg; Drainage or Ecology etc);
- The local Parish Council objection on valid planning grounds;
- A member (Councillor) has requested the application goes to Committee; or
- It is an applications where the recommendation is contrary to that of a statutory undertaker, e.g. the Highways Authority.
What happens at Planning Committee meeting?
You can download a copy of the agenda and access the meeting online. If you have collaborated with others, or if there are other people who wish to speak on the same application as you, it will be recommended to choose a spokesperson to represent all of you. The meeting is divided into sections dealing with different areas of the city. A Planning Officer will introduce each application, and give any update to the written report on the agenda. Objectors, Applicants, Agents and supporters are allowed to speak for 3 minutes per application, regardless of how many people want to speak. Planning Officers may make comments on the points raised by speakers, and then the Committee members will discuss the application and then decide whether or not to grant permission.
Written Representations:
If you wish to make a written representation the sooner formal contact is made with members in advance of committee, the better.
Letters should be short (two or three pages) and should address specific issues by the use of headings. During committee meetings a number of planning applications will be considered, for each application Councillors must read all representations in advance, as well as the committee report itself, which is drafted by qualified planning officers. We recommend therefore that you submit a clear and succinct letter of representation. It is also recommended to copy any letter to the planning officer.
Speaking at committee:
Each council will publish their own advice on speaking arrangements which will either be provided to you in advance, or will be on the council's website (in the “democratic services” department, not the planning department).
It is vital to be aware of all the protocols, as well as to register your attendance in advance of the meeting, usually by email.
There are time limits for speaking (typically 3 minutes) which are often ruthlessly enforced. It is therefore sensible to be prepared and for the speech to be fully scripted and printed out in advance. We recommend that you rehearse the speech in full, at least three or four times against the clock, before the meeting. As with the Consultant team, working for the applicant, some Councils allow for cross examination of speakers so be prepared to clarify any points in follow up questions.
Speakers on the same side should coordinate their submissions to make the best use of the allotted time. If a letter has been sent to the committee members there is no point in regurgitating it, instead you may wish to make the same point in a different way or address points made by other speakers before you.
Another approach is to leave the last 20 or 30 seconds of your speech open to respond directly to any points raised by previous speakers.
It is also important to think carefully about who is best place to speak. Normally the choice will be between the applicant/objector, the planning consultant or architect. Who is chosen will often depend upon individuals’ own skills and preferences, as well as the decisive issues in the case. Professional advice or highlighting a hard issue of law will be more effective than a heart-felt plea.
What to include in oral and written representations
- Focus on planning points which may change a councillor’s opinion on a particular issue. Simply relying on a long list of technical points may mean the critical issue is lost in the detail
- Focus on proper planning points which appeal to politicians, especially if you are asking them to go against an officer’s recommendation
- Clarity is important; arguments should be made clearly so they can easily be followed by someone who has read the committee report. Remember, Committee members are not usually professional town planners or architects.
Points to avoid
- Councillors are elected to make decisions. Do not simply assume they will follow the officer’s recommendation contained in the report;
- This is not the time for attacking the competence, honesty or integrity of the officers. Instances of the latter two matters are extremely rare and you will likely undermine the better points you have made.
All other dealings with committee members before a meeting should be handled with care. Councillors should avoid giving the impression that they are committed to one side before determining an application (this is called “pre-determined”). The authority will usually have a planning code of conduct which guides such dealings.
However, you must also remember that “having your say” is not the same as “having your way”; all you can do is put your case forward as clearly as possible.
How we can help
MDP can assist you in drafting representation letters and speeches for planning committees as well as attending them in and representing in person. Please contact us for more details.