Frequently asked questions
How does the Public Speaking Process run at the Planning Applications Committee meeting?
Officers will introduce the application, outlining the scheme and reporting any late information (updates) that may have been received since the agenda was printed.
The Chair will then invite any objectors including, where relevant, a representative of an amenity group, residents’ association or business association, to speak and they will be given 4 minutes to outline their views or may choose to share the time with someone else or may appoint another person to speak on their behalf. This time limit will be strictly enforced.
The objector will not be allowed to ask questions of Councillors, officers or others. The Chair may allow members of the Committee to ask for clarification of any points raised or matters of a planning nature.
The Chair will then invite the applicant and/or any supporters to move forward and respond. The time limit of 4 minutes again applies. The applicant or supporters may choose to share the time with someone else or may appoint another person to speak on their behalf. No questions may be asked of Councillors, officers or others. The Chair may allow members of the Committee to ask the applicant or supporters for clarification of any points raised.
Please note that once a speaker has completed their remarks, they will not be able to take any further part in the discussion.
The Committee will proceed with its deliberations on the application and make a decision.
What applications are eligible for public speaking?
Applications which are being determined by the Planning Applications Committee are eligible for public speaking if one of the following criteria is met:
For an application for a development within an urban or village settlement, either:
- 10 or more written representations from separate households or businesses; or
- a petition signed by more than 50 signatories, including addresses, objecting to or supporting the application
has been received no later than 10 working days before the date of the Committee meeting.
For an application for a development outside an urban or village settlement, either:
- 5 or more written representations from separate households or businesses; or;
- a petition signed by more than 25 signatories including addresses, objecting to or supporting the application
has been received no later than 10 working days before the date of the Committee meeting.
Where an application generates considerable public interest, in relation to speaking at the meeting, only those people from addresses within the vicinity of the site will be eligible to speak at the meeting. The vicinity will vary according to the nature of the proposed development and its potential impact on the community. The Head of Planning will determine the circumstances in which this will apply.
How will I know that the application I am interested in is eligible for public speaking?
People, who have made a written representation in relation to an application which becomes eligible for public speaking, will be notified via a letter in the post of the date of the Committee meeting and of the deadline for registering with the Council their desire to speak.
How do I register my interest in speaking?
You can only register your interest in speaking after you have received the Council’s invitation to speak and within the specified registration window (normally the week before the Committee Meeting). Notifications made outside of the specified registration timescales will not be valid. You need to register your wish to speak by contacting the Democratic Services Team at the Borough Council offices by telephone 01276 707335 or by email: democratic.services@surreyheath.gov.uk (link sends email)
A letter will also be accepted but will inevitably take longer to arrive than the other methods of registering your interest to speak.
Who may address the Committee?
Only up to two registered objectors and two registered supporters (including the applicant and agent), will be able to speak at the Committee Meeting.
Objectors and Supporters are able to speak in-person in the Council Chamber or virtually via Microsoft Teams. On registration, please advice the Democratic Services Team, which option you would like to take up.
What happens if more than one person/registered organisation wishes to speak?
Speakers will be chosen on a first-come, first-served basis.
Contact telephone or email details of the persons or registered organisation who have requested to speak and have been allocated a speaking slot will be passed on to any subsequent representors wishing to speak with the same or similar stance with regard to the application and who were not allocated a slot. The people/organisation allocated a speaking slot may wish to share their allocated time.
Can someone speak on my behalf?
Yes. If you are one of the first people to register your interest you have the right to speak at the meeting. You could, however, ask a friend, relative or professional adviser to speak for you, or you could agree with another objector/supporter that he or she speaks at the meeting. This nominated person, must not also be speaking in their own capacity or on behalf of someone else at the meeting.
If you are not one of the first people to register, you may contact the persons who registered first to ask him/her to include your concerns in their presentation.
Interested parties may also share their public speaking slot with another objector/supporter. However, the allocated time will continue to run during any ‘switchover’.
What can I speak about?
The Committee may only consider relevant planning issues so, if you are the one to speak, you will need to limit your views to material planning considerations.
Will I be able to introduce any further material on the evening?
No electronic presentations will be permitted. No material, including plans, photos, letters, or statements can be handed to the Committee members at, or just before, the committee meeting. Any such material may be submitted directly to Committee members via email. Any such submissions should be copied-in to the relevant Case Officer.
Can I see the officer’s report before the meeting?
Yes. The agenda (and reports) for the Planning Applications Committee will be available at Surrey Heath House at least 5 working days before the meeting. Copies are placed on the Surrey Heath website (www.surreyheath.gov.uk). A Planning Updates supplement giving information received after the reports have been written, will be made available at the meeting.
The Committee report will summarise the main planning issues relating to the application and will outline the main objections raised.
What happens if an application is deferred?
Objectors and supporters will normally only be given one opportunity to speak on an application. However, if the application is deferred for any reason before the application is discussed or decided, the public speaking scheme will apply and the registered speakers will have the opportunity to speak when the application is considered at the later meeting.
Who is on the Committee and who else will be there?
The Planning Applications Committee is made up of 11 elected councillors. Council officers attend to advise the Committee and make a formal record of the meeting. Other councillors may be present to speak (for example, on applications within their ward) but they cannot vote.
Any Committee Member who attends virtually will be able to speak on an application but will be unable to vote on any item.
Any member of the public, including the applicant, may attend to listen to the debate and representatives of the media are usually present.