AGENDA ITEM 9
BOROUGH OF POOLE
COUNCIL
21ST SEPTEMBER 2004
PLANNING OBLIGATIONS FUNDING – RECREATIONAL CONTRIBUTIONS:
REPORT OF THE PORTFOLIO HOLDER FOR ENVIRONMENTAL AREAS
(INCLUDING LEISURE AND RECREATION)
1.
PURPOSE
To consider the recommendations from Cabinet on 7th September 2004.
2.
DECISION REQUIRED
(i)
That Council be requested to approve the process agreed by Cabinet
at its meeting on the 7th September 2004, establishing a sub-group of
the Environment Overview Group comprising five Members, three
Conservatives, two Liberal Democrats to deal with all
recommendations concerning the use of monies/funds for recreational
open space purposes arising from Planning Obligations money;
(ii)
That this Group make recommendations to the Environment Overview
Group and then Cabinet taking account of priorities proposed by Area
Committees. The authority of Area Committees to make final decisions
regarding allocation of Planning Obligations Fund for recreational open
space purposes would be removed; and
(iii)
That Council note that this change to the Constitution will ensure a
clear a transparent system of allocation of Planning Obligations monies
reflecting a Borough-wide strategy to open spaces and other
recreational projects.
3.
INFORMATION/BACKGROUND
3.1
Cabinet at its meeting on the 7th September 2004 considered the
recommendations from the Environment Overview Group to establish a subgroup to oversee the administration of strategic allocation of recreational
contributions from Planning Obligations Fund monies.
3.2
Cabinet was aware that the Standing Orders Working Party was not minded
to recommend any change to the Council’s Constitution with regard to the
above until the Council had approved and adopted an Open Space Strategy
but Cabinet wished to amend the delegations in the Constitution by deleting
the delegation to Area Committees to ensure a clear and transparent system
of allocations of Planning Obligations monies.
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3.3
The Report to the Environment Overview Group is enclosed for Members’
information.
Councillor Don Collier
Portfolio Holder for Environmental Areas (including Leisure and Recreation)
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COUNCIL – FOR INFORMATION – 21 SEPTEMBER 2004
BOROUGH OF POOLE
ENVIRONMENT OVERVIEW GROUP
8th July 2004
REPORT OF THE HEAD OF LEISURE
PLANNING OBLIGATIONS FUNDING – RECREATIONAL CONTRIBUTIONS
1.
Purpose of Report
1.1
To provide Members with feedback from the work of the Planning Obligations
Working Group
1.2
To make recommendations in relation to the way forward for allocating
recreational contributions from the planning obligations system.
2.
Recommendations
2.1
Members are requested to:
2.1.1 note the issues relating to the current system for allocating planning
obligations and the emerging priorities from the Open Spaces Strategy.
2.1.2 consider recommending to Cabinet the creation of a sub-group of the
Environment Overview Group to oversee the administration and strategic
allocation of recreational contributions from planning obligations, as set out in
paragraphs 5.3 and 5.4
3.
Background
3.1
Following the meeting of the Environment Overview Group, on 9 th October
2003, a working group was set up to consider how the allocation and
spending of planning obligations funds for recreational purposes could be
improved. This followed concerns raised by Members that funds were not
being spent quickly enough, and that if this situation could not be improved it
might be possible for contributions from developers to be claimed back in the
future. The collection that has caused most concern is the Casual Play and
Amenity Open Space fund as this currently shows the largest balance, at
£855,918 unallocated.
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3.2
The reasons why the Casual Play and Amenity Open Space fund has proved
difficult to spend include the following:

Staff resources are insufficient to take forward more than a small number
of projects at any one time. Where projects being progressed are
relatively small in financial terms, this work can have very little impact on
the overall spend from the fund, but may be demanding on staff time

Funds are accumulating, often at a faster rate than they can be allocated
to projects.

Funds are collected from residential developments and accumulated
according to the Ward’s where developments have taken place. This
means that contributions are made for the general purpose of providing for
the ‘additional need for recreational facilities generated by the
development’, but this is not necessarily translated into specific and
identifiable improvements on sites in the Borough.
3.3
The Planning Obligations Working Group has worked with officers from
Leisure Services and Strategic Planning to identify a way forward that would
enable swifter progress in developing and delivering projects, whilst at the
same time developing a robust and transparent system that would withstand
scrutiny in the future. It is considered that the most important outcome should
be to create a more direct link between a developer’s contribution and a
beneficiary site/project.
3.4
It is important to ensure that the allocation of planning obligations funding is
carried out in such a manner as to be consistent with the aims and objectives
of the Open Spaces Strategy (currently draft) and other strategy or policy
relating to Leisure . IN relation to open spaces the Open Spaces Strategy
highlights the need ‘to provide sufficient open space, of the right type and
quality, where it is needed, that meets the existing and future needs of
residents and visitors for active sport, recreation, nature conservation,
cultural activities, community and social development’. The way in which
planning obligations is allocated is a key way in which the Council can attempt
to meet this objective, so strategic decision making is considered to be a very
important aim of any changes to the allocation of planning obligations.
4.
Links with the Open Spaces Strategy
4.1
The Open Spaces Strategy considers open space in a strategic manner,
identifying a range of sites that can cater for different needs. This means that
some sites may be strategic priorities whilst others may be more of a local
priority. In other words they may both be priorities but for different reasons.
Planning obligations funds must not be used in an indiscriminate fashion in
order to deal with these priorities, rather a clear link must be established
between collection and spend. The current system uses the Ward boundaries
as catchments when in reality these boundaries may not reflect the ways in
which people use the Borough’s open spaces. The Open Spaces Strategy
provides a more robust link between collection and spend through the creation
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of more objective catchment areas which are located around priority sites.
These catchments do not necessarily relate to Ward boundaries.
4.1.1 As part of the Open Spaces Strategy and as an essential component of a
robust planning obligations system it is necessary to compile a list of priorities
that justify the collection of funds from developers. Collections are then made
in order to deliver these priorities. This work is underway and will ensure a
plan lead rather than a reactive system which creates clarity for all interested
parties, and focuses the time and efforts of officers. Consideration is also
being given to ensuring both formal and semi-natural sites can benefit from
planning obligations in such a way as to ensure allocations can withstand
scrutiny. As a result it is anticipated that a change to Supplementary Planning
Guidance (SPG) will be necessary.
5.
The Proposals
5.1
The subject of planning obligations is a complex one with various collections
for various purposes. The working group considered that the identifcation of a
clear and transparent system based on strategy was paramount, and that in
achieving this reference must be made to existing strategies and policy and
any necessary changes to SPG must be made.
5.2.1 The development of an Open Spaces Strategy and its accompanying map
highlighting both strategic and local priorities means that a change in the
formal decision making process for planning obligations is advisable. With
equipped play and Amenity open spaces/casual play collections the current
system involves Area Committee’s making the formal decisions regarding
allocations to projects. The creates valuable input at a local level but may not
ensure that the Council’s overall strategy is being delivered. Where
collections are made in respect of open space catchment areas that may not
reflect Area Committee boundaries it will be important to establish a decision
making process that can cope with this situation.
5.3
It is considered that a central decision making group could respond to the
priorities being proposed through the Area Committee process, but ultimately
make recommendations in relation to planning obligations that reflect a
Borough wide strategy to Open Spaces and other recreational projects. This
central focus for the allocation and administration of planning obligations
based on clear and agreed strategy will result in a more robust and
transparent system, and one that will reduce the likelihood of challenges to
the system from developers, and speed up the delivery of work on the ground.
This would also overcome the potential differences between Area Committee
boundaries and open space catchment areas.
5.4
The creation of a sub-group as proposed would deal with all recreational
contributions funds derived from the planning obligations system, and make
recommendations to the Environment Overview Group and Cabinet. This
change would necessitate a change to the Council’s constitution. This new
approach would replace the fragmented approach currently operating where
some funds require Area Committee approval whilst others are referred direct
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to Cabinet, without necessarily receiving prior consideration by Members
elsewhere.
CLIVE SMITH
HEAD OF LEISURE
Contact:
Matti Raudsepp, Open Spaces Manager, 01202-261377
Background Papers:
Environment Overview Group, 9th October 2003
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