Committee site visits
16.1 The Planning Committee may sometimes decide to visit a site prior to determining an application. Site visits sometimes result from a request by an Elected Ward Member. It is acknowledged that this is a proper part of the representational role and should normally be acceded to, so long as the Elected Ward Member can justify his/her request in relation to material planning considerations. Site visits should not be employed merely to appease local interest in an application.
16.2 However, site visits cause delay and add costs for the applicant and Council, and should only be used where there are substantial benefits. Therefore:
- A site visit is likely to be necessary only if the impact of the proposed development is difficult to understand from the plans and any supporting material, including photographs taken by Officers, or if the proposal is particularly contentious.
- The reasons for a site visit should be clearly stated and minuted.
- All Elected Members of the Planning Committee will be invited and should make every effort to attend, so that they understand the issues when the matter is considered at the following Committee meeting.
16.3 Site visit meetings will be conducted in a formal manner:
- The Chairman should start by explaining the purpose and conduct of the site inspection
- The Officer will describe the proposal and highlight the issues relevant to the site inspection and other material planning considerations
- The Officer will be asked to point out relevant features which can be observed. Elected Members may also wish to point out features which can be observed, or to ask factual questions of the Officer.
- To avoid giving an impression of being lobbied, Elected Members should not listen to or talk to any individuals whilst on site, unless being addressed as a group. Any comments should be made to the whole group through the Chair.
- The public, applicant or objector may attend the site inspection and will be invited by the Chair to draw Elected Members’ attention to any salient features or to any relevant factual information.
- Other than to draw Elected Elected Members' attention to any salient feature or to clarify a factual point, through the Chair, the public, applicant and objector will not be allowed to speak.
- To avoid Elected Members being spoken to individually, the Chairman should endeavour to keep the Committee together as a group.
- No discussion or decision-making will take place on site
- No hospitality will be accepted before, on or after site visits
- Elected Members or Officers who have any declarable interest which means they should not participate at Committee on determining the application should not attend a site inspection.