Issue - meetings

To consier a report by Councillor Brian Jones, Lead Member for Highways, Planning and Sustainable Travel (copy enclosed) outlining proposals for the establishment of a Strategic Planning Group to lead on the development of a replacement Local Development Plan.

RESOLVED that Cabinet approve the establishment of the group, draft Terms of Reference and membership of the Strategic Planning Group attached as Appendix 1 to the report, subject to inclusion within the Terms of Reference of (1) clearer reference that the Group’s meetings would not be open to all elected members to attend, and (2) further clarification regarding the process for preparing the Annual Monitoring Report.

Councillor Brian Jones presented the report outlining proposals to replace the Local Development Plan Steering Group with a more focused Strategic Planning Group to lead on the development of a replacement Local Development Plan (LDP).

The new Group would provide corporate leadership and guidance in taking forward the replacement LDP through to formal adoption and to focus on the delivery of the LDP strategy and policies.  The draft terms of reference setting out the role and purpose of the Group and its membership had been attached to the report.

Cabinet noted the proposals for a smaller, more focused Group, and sought assurances that opportunities would be provided for all members to input into the new process.  Officers confirmed that the draft terms of reference made provision for one representative and substitute representative from each Member Area Group (MAG) and the onus was on that member to report back and provide input from their respective MAGs and political groups.  In addition all relevant paperwork relating to the Group’s meetings would be available to all councillors and regular workshops/briefing sessions would be held on a six monthly basis to ensure ongoing involvement of all members.  Update reports would be included on MAG agendas when required and key stages of development would be reported to Cabinet and/or Council.  In response to questions the Lead Member and Strategic Planning and Housing Manager –

·        confirmed that meetings of the new Group would not be open to all members to attend and it was agreed to make this fact clearer in the terms of reference

·        highlighted that meetings would not be open to the public

·        acknowledged the hard work of the LDP Steering Group and confirmed that the revised population and household forecasts would be the basis for the new LDP

·        explained the statutory requirement to provide an Annual Monitoring Report to Welsh Government and the role of the new Group in overseeing preparation of that report; it was agreed to further clarify that process in the terms of reference

·        reiterated the intention to seek one representative and one substitute representative from each MAG given that it was a new Group which required a smaller membership than the previous Steering Group.

Cabinet highlighted the importance of MAG representatives proactively engaging with their respective MAGs to feedback and provide further input into the process.

RESOLVED that Cabinet approve the establishment of the group, draft Terms of Reference and membership of the Strategic Planning Group attached as Appendix 1 to the report, subject to inclusion within the Terms of Reference of (1) clearer reference that the Group’s meetings would not be open to all elected members to attend, and (2) further clarification regarding the process for preparing the Annual Monitoring Report.