Around 90% of all planning applications are decided by senior officers “in house” under delegated powers unless an application is referred (or ‘called-in’) to 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.
Planning committees meet every 3-4 weeks (rarely more often than this) 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, or by speaking at it.
Written Representations:
The sooner one makes formal contact with members in advance of committee, the better.
Letters should be short (two or three pages) and address specific issues by the use of headings. Meetings consider a number of different applications and Councillors must read all representations in advance, as well as the committee report itself which is drafted by qualified planning officers.
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. Representations 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 3-5 minutes) which are often ruthlessly enforced! So it is sensible to be prepared and for the speech to be fully scripted and printed out in a large font in advance. It is also recommended to 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.
In the current COVID-19 situation, Planning Committee meetings are taking place over “Zoom” (or similar software). It is important to ensure that you have the latest versions downloaded and you turn on your computer at least an hour in advance so that any automatic software updates (Windows, Cloud synchronisations, Chrome updates or anti-virus software etc) don't slow your PC down. Also have a glass to water to hand. On a practical level if you broadband is less than 10 MB then you are advised to make sure other family members are not streaming, gaming, uploading or using social media as this will erode the quality of your transmission.
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, one 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.
MDP can assist you in drafting letters and speeches for planning committees as well as attending them in person. Please contact us for more details and our fees.
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.
Planning committees meet every 3-4 weeks (rarely more often than this) 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, or by speaking at it.
Written Representations:
The sooner one makes formal contact with members in advance of committee, the better.
Letters should be short (two or three pages) and address specific issues by the use of headings. Meetings consider a number of different applications and Councillors must read all representations in advance, as well as the committee report itself which is drafted by qualified planning officers.
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. Representations 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 3-5 minutes) which are often ruthlessly enforced! So it is sensible to be prepared and for the speech to be fully scripted and printed out in a large font in advance. It is also recommended to 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.
In the current COVID-19 situation, Planning Committee meetings are taking place over “Zoom” (or similar software). It is important to ensure that you have the latest versions downloaded and you turn on your computer at least an hour in advance so that any automatic software updates (Windows, Cloud synchronisations, Chrome updates or anti-virus software etc) don't slow your PC down. Also have a glass to water to hand. On a practical level if you broadband is less than 10 MB then you are advised to make sure other family members are not streaming, gaming, uploading or using social media as this will erode the quality of your transmission.
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 councillors’ 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 officers recommendation; and
- 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 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, one 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.
MDP can assist you in drafting letters and speeches for planning committees as well as attending them in person. Please contact us for more details and our fees.