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The City of Winchester Trust Ltd

INFORMATION PACK FOR
TRUST COUNCIL MEMBERS



15 The PLANNING APPRAISAL CHAIRMAN'S JOB DESCRIPTION



The holder of this role is responsible for one of the most high-profile elements of the Trustís work, and all the activities undertaken must be, and be seen to be, in line with the Trustís policy (as defined in the Memorandum of Association, in the Trustís guidance on planning appraisal work, and in the records of discussions and decisions made by the Trustís Council.

The Chairman of PAG is required to:


1. Weekly: Ensure the monitoring of the applications made each week for all those City parishes without a Parish Council. This involves:


a Ensuring the panel chairmen download the applications lists for their week from the WCC website;

b Ensuring that four members of the Trust (including a retired architect) attend the viewing panel at the Planning Office;

c Checking whether any previous applications are relevant to those on the current list and, if so, ensuring that the panel chairman has the details;

d Writing up the comments of the chairman of the weekís panel and making sure they reach the Planning Department within the period for comment;

e Sending hard copies of objections and comments to the Chairman of the Planning Committee and objections only to the Vice Chairman, and copies to the relevant Ward Councillors when appropriate;

f Recording the decisions reached on the file copy of the applications.
This requires access to the index and the file copies.


2. Weekly: Keep a computer index (essential for reference purposes) of the applications seen by the panels. This involves:


a Entering the W number and details of all applications seen;

b Entering the delegated decisions;

c Entering the decisions reached by the Planning Development Control Committee;

d Entering the decisions made on Appeals lodged with the Planning Inspectorate against the Local Planning Authority.

ALL these require access to the index and the file copies.


3. Intermittently: Write letters to the Planning Inspectorate in support of the LPA, when this is appropriate, and attend the relevant Inquiry meeting where appropriate.

ThIs requires access to the index and the file copies.


4. As required: Via phone calls, letters and e-mails maintain good relations with:

a The Local Authorities, primarily the Planning Office;

b Trust members, as well as members of the general public;

c Developers of local schemes;

d Architects of local schemes.


5. Intermittently: Arrange presentations of important developments, either in response to a request, or because the relevant panel feels this is necessary. This involves:


a Agreeing possible dates with the applicant;

b E-mailing interested Trust council members and panel members (including reserve architects) and ringing those without e-mail to inform them of dates;

c Arranging meeting on the day that most members can attend with the applicants;

d Informing council and panel members of meeting details by e-mail and phone;

e Chairing presentations and writing up Trust comments when appropriate.


6. Monthly: Make a report of important applications and our objections to schemes to the Trustís Council Meeting and email it before the meeting to the Council Members and the representative from WCC who will be attending the meeting. On the following day email the report to PAG panel members and for inclusion on the Trustís website.
This requires access to the Index and the file copies.


7. Quarterly: Write an article on local development events for TrustNews.
This requires access to the Index and the file copies.


8. Other activities are:


a To take the lead role in recruiting panel members;

b To agree and draw up a calendar of attendance for members of the viewing panels;

c When necessary, attend, or arrange for others to attend, working parties and sub-committee meetings on relevant planning applications.



[Revised February 2012]