Site Visit Protocol

This protocol sets out the Council's normal practice for the arrangement and conduct of formal site visits by Planning Committee. It covers those occasions when the Planning Committee is required to inspect a site to gain a factual understanding of a site's location, physical characteristics and relationship to neighbouring properties or land use, before making a formal decision on a development control application.

Site visits will result from any one of the following:

• Requested by a Member in writing during processing of an application (ideally within the initial 21 day 'call-in' period)
• Instigated by the Head of Planning Services/Development Control Manager (in the interests of proper decision making or where a statutory consultee has recommended a visit)
• At the request of Planning Committee by deferral (although this should rarely be necessary given the provisions of 1 & 2)
• Site visits are solely for the purpose of viewing the site and understanding its location and immediate environs and discussing the facts of the application
• Site visits will commence promptly, only at the time stated in the agenda papers
• Site visits will be lead by an Officer, normally the Development Control Manager and/or the case officer
• On occasion, officers of other authorities or statutory bodies may be invited (by the Head of Planning Services/Development Control Manager) to attend a site visit to clarify factual matters - for example Suffolk County Council as Local Highway Authority
• Third parties (applicants/agent/public) are not invited to attend site visits. Any third party person present at the site visit should NOT be directly engaged by Members and all Member questions should be addressed to the lead Officer

For the purposes of factual record, attendance at a site visit will be recorded by the lead Officer

Beyond attendance, no formal notes of a site visit will be recorded (as a visit is to note points of fact on the site and its surroundings only and not for purposes of debate on the merits or likely decision)

There is no requirement for a Member to indicate likely attendance at a site visit.

In the interests of sustainability and highway safety, it is recommended that car-sharing opportunities be used where practical to minimise travelling and parking.

Protocol established March 2004.

Last reviewed Planning Committee 10 March 2004.