Public Speaking

Public Speaking at Development Control Committee

North Dorset District Council gives wide publicity to planning applications and welcomes the views of the public so that these can be taken into account when applications are decided. When the Council considers applications, the views of objectors and supporters are summarised in each report.

The Council has decided that, in addition to this written report, members of the public, parish/town councils and applicants/agents should, in certain circumstances, also have the opportunity to speak at meetings of the Development Control Committee.
This advice note tries to answer some of the questions you may have about the scheme of public speaking and what will happen at the Committee meeting.

If you require any further information, please telephone Pam Maxfield (Democratic Services Officer) on 01258 484043.

1. Does Public Speaking apply to all applications?

No. The scheme only applies to those applications considered by the Development Control Committee where written objections have been received. Objections must have been received before the time the Committee Agenda is prepared. The scheme does not apply to a second or duplicate application where it is substantially the same as the first.

2. Are all applications considered by the Development Control Committee?

No. Usually only the more complex or controversial applications are referred to the Development Control Committee. However any District Councillor may request that an application is decided by the Committee. You may therefore wish to make your views known to your District Councillor as well as the Planning Department. Councillors’ names and addresses can be obtained by telephoning 01258 484043 or clicking here.

3. How will I be told if I have an opportunity to speak at the Committee meeting?

When we are certain that an application is to go to a meeting of the Committee, all objectors entitled to speak (including the parish/town council) will receive a letter which will invite them to register their wish to speak at the meeting. We will also let the applicant or his agent know that public speaking may take place. Invitation letters will be sent about a week before the date of the meeting.

4. What do I do if I decide I want to speak?

You must register your wish to speak by telephoning Pam Maxfield on 01258 484043. You must let us know at least 48 hours before the meeting starts if you wish to speak at the Committee.

5. Can I see the Officer's report before the meeting?

Yes. The agenda for the meeting and the Officer's report on the application will be available for inspection at the Planning Reception for the 5 working days prior to the meeting.

6. Can any member of the public speak about any application on the agenda?

No. You cannot speak unless you have been sent, and accepted, an invitation to do so (see 3 & 4 above).

7. For how long may I speak

An overall total of 3 minutes is allowed for objections to be made to the Committee on an application. This time limit is for all objectors in total, not 3 minutes each. However, a further 3 minutes is allowed for a representative of the Parish/Town Council where it has objected.

8. What if there are a number of objectors wishing to speak on an application?

Since the overall time limit of 3 minutes is for all objectors in total, not 3 minutes each, objectors will be encouraged and helped to contact each other so that repetition can be avoided.

This means that you may be given the names and telephone numbers of other objectors and that they may be given your details.In many cases, it will be appropriate for a spokesperson to be appointed to represent a group of objectors. The Council will contact you before the meeting to confirm details of speakers. Where a number of speakers cannot agree on a spokesperson, speakers will be heard in the order of their registering an intention to speak until the total of 3 minutes has elapsed.

In the event an application is identified as EXCEPTIONAL by the Committee Chairman a limit of three minutes per speaker would apply, but the overall time limit for all objectors on the application will be extended to 6 minutes. The period allowed for the applicant to respond would be extended to 6 minutes but the period of 3 minutes for the Parish Council would remain unchanged. These exceptional arrangements will only apply very occasionally, generally on major applications. You will be advised on the day of the meeting if this is the case.

9. Can someone else speak on my behalf?

A group of objectors may be represented by a spokesperson as described above. Alternatively, you may ask someone to speak for you or you may use a professional advisor.

10. Can applicants speak to the Committee?

Where an objector has addressed the Committee, the applicant or their nominated agent will have an opportunity to comment on what has been said by objectors. Applicants will not be allowed to make full presentations of their proposals to the Committee. They will also not be able to speak where objectors have not spoken. The applicant or his agent will also be limited to 3 minutes (extended to 6 minutes where an application has been identified as EXCEPTIONAL by the Committee Chairman). The nominated agent is the person identified on the application forms, or as notified to the officers at least 48 hours before the meeting.

11. When and where are the meetings held?

The Development Control Committee normally meets every 4 weeks on a Tuesday in the Council Chamber at Norden, Salisbury Road, Blandford Forum. Meetings begin at 10.00am. Free car parking is available on site though spaces can be limited on Committee dates.

12. Who is on the Development Control Committee and who else will be there?

The Committee is made up of 11 elected Councillors. A number of planning officers and other Council staff are also present to advise the Committee and to make a formal record of the meeting. Other Councillors may be present to speak on applications within their Ward, but are not allowed to vote. Any member of the public, including applicants, can attend to listen to the debate, and the Press is often present. Pam Maxfield, or another Council Officer, will be in the Council Chamber to greet speakers and to deal with any queries they may have. If you will be speaking, please make yourself known to them when you arrive.

13. What is the order of business for each meeting?

The order printed on the agenda for the meeting will normally be followed. Applications deferred from the last meeting for Councillors to visit and view the application site will normally be dealt with first. However, applications where there is the possibility of public speaking will be included as early as possible after that to ensure waiting time for speakers is kept to a minimum.

14. What is the order of speaking for each application?

The order of business on each application will be:

• the Chairman will announce the agenda item number
• the Planning Officer will introduce the application with any relevant updates and show on-screen projections of the site
• the Chairman will call on objectors to speak
• the Chairman will call on the parish/town council representative to speak
• the Chairman will call on the applicant or nominated agent to respond to the objector's comments
• the Chairman will call on any Councillors who are not on the Committee but have come to speak on an application in their ward
• the Committee will then discuss the application.
• the Chairman has the discretion to question speakers directly to clarify points they have raised
• Councillors may seek clarification of particular points from officers regarding the application or on points raised by speakers in the main debate
• If appropriate, officers will respond to issues and questions raised by Councillors
• the Committee will then make a decision. This may be
• to approve the application
• to refuse the application
• to defer consideration or
• to defer it for a site visit by Councillors

15. How do I present my objections?

The Committee may only consider relevant planning issues. Please limit your comments to matters such as:

• planning policies, including those in our Local Plan (which can also be inspected at our Planning Reception)
• appearance and character of development
• traffic generation, highway safety and parking
• overshadowing, overlooking and loss of privacy
• noise disturbance or other loss of amenities
• layout and density of buildings.

Please avoid matters which cannot be considered by the Committee such as:

• boundary disputes, covenants or other property rights
• personal remarks (e.g. the applicant's motives)
• reduction in property values
• loss of private views over the land.

Visual aids such as plans or photographs, or the circulation of material at the meeting will not be permitted. You may not ask questions of others at the meeting, nor will Councillors, officers or others ask you questions.

16. How will I know how much time I have to speak?

The Chairman will prompt you when your time is nearing an end.

17. What happens if the application is deferred?

Where an application is deferred, after debate, for amendment or further information, objectors will be invited to speak at the next appropriate meeting when the application is reconsidered. If you choose to speak again, you should limit your comments to the changes that have been made to the scheme.

Sometimes (e.g. if amended plans are received), the application gets deferred before the meeting and so no discussion will take place. If you have registered an intention to speak we will let you know as soon as possible that this has happened.

18. What happens if an application is deferred for a site visit by Councillors?

Where an application is deferred for a site visit by Councillors, limited public speaking may take place. The application will then be heard again at the next Development Control Committee. Please call 01258 484043 to confirm the date of the meetings.

19. Can I speak at a Councillors' site visit?

Yes, but your comments should be kept brief. The purpose of the site visit is to allow Councillors to see for themselves the characteristics of a particular site.

20. Can an application be approved by the Committee if it is recommended for refusal?

The Committee can disagree with the officer recommendation but if it does so, the application would only be approved where no written objections have been received from the public or parish/town council. Otherwise, the application will be deferred to the next meeting so that objectors will have the opportunity to speak to the Committee to explain why it should not be approved.

21. What happens after the decision is made?

The applicant/agent will be sent the notice of decision. Objectors who have spoken will be sent a letter outlining the decision.

Where an application has been refused, the applicant can appeal to the Planning Inspectorate (an independent Government Agency). All those who made written comments will be advised of any such appeal and will be asked if they wish to make any further comments. The original comments will be forwarded to the Planning Inspectorate.

Where an application has been granted, there is no opportunity for objectors to appeal to the Planning Inspectorate.

22. What should I do if I have any further queries about the scheme of public speaking?

Speak to Pam Maxfield on 01258 484043, or the application case officer, whose contact details will be on correspondence from us.