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Pp. Anna Takashima PORTLAND TOWN COUNCIL Council Offices Three Yards Close Fortuneswell PORTLAND Dorset DT5 1JN Tel: 01305 821638 E-mail: [email protected] 22nd October, 2020 Dear Councillor You are hereby summoned to attend a MEETING of the PLANNING & HIGHWAYS ADVISORY COMMITTEE, to be held in the PORTLAND COMMUNITY VENUE, PORTLAND on WEDNESDAY 28th OCTOBER, 2020 commencing at 7.00 pm, when the business set out below will be transacted. It is the Council’s intention that all meetings of the Council and its Committees be recorded aurally. Join Zoom Meeting https://us02web.zoom.us/j/85661737554?pwd=SnhrK2VwcUZnMFN RbnRSK0VpSEc0QT09 Meeting ID: 856 6173 7554 Passcode: 983711 One tap mobile +442030512874,,85661737554#,,,,,,0#,,983711# United Kingdom +442034815237,,85661737554#,,,,,,0#,,983711# United Kingdom Yours faithfully, pp. Anna Takashima Kathryn Hemensley Town Clerk AGENDA 1. Apologies for absence 2. Declarations of interest 3. Presentation by Chapman Lily Planning Limited and Falcon Retail To receive a presentation from Chapman Lily Planning Limited and Falcon Retail regarding application no. WP/20/00649/FUL, SITE E, COODE WAY, PORTLAND - Erection of a petrol filling station and associated works 4. Minutes of the meeting held on 23rd September, 2020 To agree the minutes of the meeting on 23rd September, 2020 as a true and accurate record. 5. Chairman’s Report, Minute update and matters arising since the last meeting a) Waste Management at East Weare Road To receive an update on waste management at East Weare Road 6. Update on current planning applications 7. Public participation 8. Review of planning applications notified by Dorset Council – See Annex A to this Agenda 9. Planning contravention issues 10. Neighbourhood plan update To receive the report and agree the proposed response to the central government Planning for the Future consultation – Please see Annex B to this agenda. 11. Highway issues a) Traffic Management Strategy To receive the report from Cllr Draper regarding traffic management – Please see Annex C to this agenda. 2 12. Date of next meeting The Committee’s next meeting is scheduled to take place on 25th November, 2020 via Zoom starting at 7.00 pm. There will be an Extraordinary Planning & Highways Committee Meeting on 11th November, 2020 via Zoom starting at 7pm 3 How to Join a Portland Town Council Zoom Meeting It is possible to join a Portland Town Council Zoom meeting either online or by phone. Please follow the instructions below. Online Instructions Via the Zoom link 1. Click the link provided. 2. When prompted, open the Zoom application i. On a phone or tablet you maybe prompted to either launch meeting or, if you have not already downloaded the application, download Zoom client from your device’s store 3. Wait for the meeting to begin and you will be admitted to the meeting by the host. You may have to wait a short moment for this. Via your internet browser with meeting ID and passcode 1. Open zoom.us in your internet browser 2. In the top right‐hand corner, click ‘Join Meeting’ 3. Enter the meeting ID (this will be listed on the meeting invitation but can also be found on the event listing on Portland Town Council’s website) 4. When prompted, open the Zoom application i. On a phone or tablet you maybe prompted to either launch meeting or if you have not already downloaded the application, download Zoom client from your device’s store 5. Enter the meeting passcode (this should also be listed on meeting invitation and the event listing on Portland Town Council’s website) 6. Wait for the meeting to begin and you will be admitted to the meeting by the host. You may have to wait a short moment for this. Telephone Instructions Dial into the Zoom meeting by telephone 1. Find your meeting invitation or visit the meeting event listing on Portland Town Council’s website 2. Use your telephone to dial the telephone number listed on the meeting invitation or event listing 3. When prompted over the phone enter the Meeting ID followed by # 4. When prompted to enter your Participant ID, enter 0 followed by # 5. When prompted, enter the Passcode followed by # 6. Please ensure that your telephone is muted unless you are invited to speak 7. Wait for the meeting to begin and you will be admitted to the meeting by the host. You may have to wait a short moment for this. Alternative telephone instructions The best way to join a Zoom meeting by phone is by following the instructions above. However, you may alternatively arrange a conference call by telephoning the Portland Town Council office on 01305 821638. You will be called by telephone during the meeting at your allotted time. Please ensure that you are waiting to take the call at this time as if you miss the call, you may miss your opportunity to speak. After you have spoken, the call will be hung up and you will leave the meeting. PORTLAND TOWN COUNCIL PLANNING & HIGHWAYS ADVISORY COMMITTEE MINUTES OF THE MEETING HELD ONLINE VIA ZOOM ON 23RD SEPTEMBER, 2020 AT 7.00 PM PRESENT: Councillors Charlie Flack (Chair), Sandy West, Carralyn Parkes, Cathy Atkins, Paul Kimber, Jim Draper, David Thurston, Bernard Parkes, Pete Roper, Lesley Saunders and Anna Takashima (Deputy Town Clerk). IN ATTENDANCE: Andy Matthews (Neighbourhood Plan Working Group) and three members of the public. PH/153/20 – APOLOGIES FOR ABSENCE – Councillors Giovanna Lewis, Rob Hughes, and Sue Cocking – Please see minutes of the meeting of 22 May 2019, item 2048a for more information. PH/154/20 – DECLARATIONS OF INTEREST – None were given PH/155/20 – MINUTES OF THE MEETING HELD ON 26TH AUGUST, 2020 The minutes were formally agreed and signed as a correct record. PH/156/20 – CHAIRMAN’S REPORT, MINUTE UPDATE AND OTHER MATTERS ARISING a) Minute Item PH/144/20 I - It was queried as to whether there was an update from Cllr Cocking and Dorset Highways regarding these issues. None had been received. Action on the Deputy Town Clerk to chase. b) Minute Item PH/146/20a – The Chair reported that he had contacted Dorset Council regarding the continued problem with the blocked gullies on Easton Lane and requested that Dorset Waste Partnership clear the mess and debris. c) Minute Item PH/146/20b – Cllr C Parkes gave an update to the Committee regarding the ongoing issues with waste management at East Weare Road. She recapped on the previous situation in August where correspondence from Aster Housing had been received blaming residents for the issues and stating that a planning application could not be submitted due to the Covid-19 crisis and it was unlikely that an application would be submitted this year. Cllr C Parkes updated the committee on recent discussions with Aster, who were now considering a proposal that would not need planning permission. Cllr C Parkes proposed that the committee keep up pressure on Aster Housing to resolve the situation as soon as possible. Other councillors voiced their dissatisfaction at the fact that residents were having to put up with such an unacceptable situation for so long. Resolved: The Committee is to keep up pressure on Aster Housing to resolve waste management issues at East Weare Road. 1 Action on the Deputy Town Clerk and Cllr C Parkes to draft a letter to Aster Housing asking them to attend the next meeting of the Planning & Highways Committee. d) The Chair reported that the alleged contravention of a business in Easton who were providing outside seating without a Sitting Out Licence had been reported to Dorset Council who were investigating. e) The Chair also reported that, due to a backlog, Dorset Council had been outsourcing the processing of some planning applications. It was noted that an application in relation to a beach hut at Portland Bill was due to be decided by a company in Birmingham. Andy Matthews noted that the Neighbourhood Plan included a policy on beach huts and approval in principle could already be agreed. f) The Chair reported that he had received a request from a resident who wanted to be able to view the planning documents for the proposed Powerfuel Energy Recovery Facility in hard copy as she did not have internet access. Action on The Chair and Deputy Town Clerk to consider the feasibility of this request. g) The Chair brought an email from Homes England to the attention of the committee stating that the previous correspondent had left and a new officer was in post. They had proposed that they attend a future meeting to introduce themselves to the committee. This was likely to be in November due to a full agenda for the next meeting. Action on the Deputy Town Clerk to invite Homes England representative to the November meeting. PH/157/20 – PUBLIC PARTICIPATION a) A resident wished to speak on the matter of waste management at East Weare Road. The resident informed the committee of the impact the situation was having on them. The resident reported that the issue had been going on for a considerable time and was unbearable. The Chair informed the resident that the committee was sympathetic to their situation and that they would apply as much pressure as they can to resolve the situation. The resident thanked the committee. b) Andy Matthews brought a consultation on a proposed development at Portland Bill to the attention of the committee. He noted that there were some technical issues that had been pointed out to the developer. PH/158/20 – UPDATE ON CURRENT PLANNING APPLICATIONS The Chairman provided an update on the current planning applications. For further information please see Dorset For You / Planning / Portland.
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