To receive a presentation on how the planning process works.

Adrien Waite, Head of Planning, gave a presentation to the Forum. The presentation was aimed at anyone wanting to understand the planning process. The presentation would cover what planning was, planning policy, development management, conservation and trees and enforcement.

The presentation was attached.

Councillor Baldwin commented that one of the emphasis was to encourage residents to get involved, Councillor Baldwin asked why the council had refused a neighbourhood plan for Maidenhead. Many residents were upset with the decision as one of the reasons was that the area was too big, which was subjective. How was too big measured and what was it compared to, for it to be too big?

The Head of Planning commented that the original application was submitted over two years ago and this was the only application that had been received for a designation of an area for a neighbourhood plan for Maidenhead and for the approval of the Forum. The formal application was refused for the area but also the forum did not meet the relevant tests. The detail of the decision was a published decision of the local authority. The more recent story that had been reported had not been a formal decision and had not followed a formal application for a neighbourhood forum but had been advice provided by an officer that had been to do with the size of the area that had been proposed for designation. It was felt that the area was too large. Neighbourhood Forum designations were supposed to represent what logical neighbourhood areas, which were of a certain size, not always of a certain size and the proposed area for the Maidenhead neighbourhood forum, which was a very large area.

Councillor Baldwin asked about the cost of the borough local plan and the last estimate had been that it had exceeded £2 million. Residents questioned if the decisions and the processes were fair and they didn’t seem to be fair. Residents were able to make representation at planning meetings and the Panel would be open minded and would make deliberations based on the evidence before them. Many residents believed that the decisions made were predetermined before the meetings took place. These were of a serious nature and had prompted a memo from the chief executive. Councillor Baldwin asked the Head of Planning if he could give residents the reassurances that RBWM had a genuine quasi-judicial and magisterial planning process and not one that was dominated by an existing administration policy.

The Head of Planning was aware of the letter from the chief executive which was seeking to remind members of the way that planning matters should be considered and the key thing that was being highlighted was the importance of making decisions that were fair and having regard to the development plan and matters not getting overly involved in local matters that may not be related to planning. In terms of the fairness of the planning system, it was a system where residents and other stakeholders would always have different views on the system based on their own experiences and based on some extent the outcomes they desire and whether those were outcomes that they got in terms of the way that local planning authority processed things, the Head of Planning reassured all that all comments were considered by planning professionals with only the boroughs interests in mind. The Head of Planning explained the process of the development management meetings and the training that was undertaken by all Panel Members.

Councillor Taylor asked how residents were informed about planning applications near them, especially if they were not online. What should residents look out for? The Head of Planning informed all that the precise consultation requirements differed for different types of applications. For the majority of planning applications, the borough would notify residents by writing to the owners or occupiers of the adjacent properties, in some circumstances, a site notice would be posted, if officers felt it was difficult to identify the interested parties or if the site was within a conservation area or affecting a listed building. On larger applications and heritage assets such as listed buildings or conservation areas, there would be a statutory notice published in a local newspaper advising residents of the application and how to comment on the application. There was also the planning register online that people could access, and alerts could be set up here too.

Councillor Greg Jones asked a question from a resident that when artist impressions were shown on an application, it showed plenty of trees and benches and then when the project was complete, these were not there. How accurate did the artist impressions need to be? And what level of importance was given to planting and vegetation around the new developments? The Head of Planning explained that the artists impressions should be giving a good idea of what the building would look like but these were not the actual drawings so there was always possibility of a degree of difference. The diagrams were there to give an idea only. The authority did put quite a degree of importance on making sure there was adequate landscaping ad that developments were well thought out in terms of public realm. It was worth noting that sometimes, it would take time for a development to come to fruition and look like the artist had presented. Councillor Jones asked about green roofs and how these could be encouraged. Adrien Waite commented that green roofs were definitely encouraged as the sustainability and climate change strategy went forward. Many of the new developments did have these in the plans but they were not seen from ground level.

Resident, Derek Wilson, commented that with respect to the neighbourhood plan, there had been changes to the government legislation concerning these and it had been suggested that the area needed to be a smaller designated area to previously suggested. Derek Wilson also informed all that it was very important that the borough local plan be approved soon as currently, it was the still the adopted plan of 1999 with the amendment of 2003. It was important for all to know that if decisions went against RBWM and were subject to appeal, RBWM were vulnerable at the appeal process even though the local plan was progressing through the inspection. Derek Wilson confirmed that the decisions were fair and were done in a proper quasi-judicial manner. Derek Wilson asked at what sage was the borough local plan. The Head of Planning commented that it was at a fact-finding stage.

Councillor McWilliams asked about the importance that residents placed on design and particularly elevation within the town centre, Councillor McWilliams asked about a design code for Maidenhead town centre and whether this was considered. The Head of Planning commented that design was a very important part f the planning process, which was emphasized through many of the policies and also through the updated national policy. A lot of Maidenhead town centre was covered by conservation areas and therefore any decisions had to be considered keeping those in mind and consulting with the conservation team in the development management process.