Agenda and minutes

To approve as a correct record the minutes of the Regulation Committee held on 17^th January 2023.  The draft minutes can be viewed at:

https://modgov.southsomerset.gov.uk/ieDocHome.aspx?bcr=1

The minutes of the Regulation Committee meeting held on 17^th January 2023, copies of which had been circulated, were agreed as a correct record and signed by the Chairman.

Apologies for absence were received from Councillor Adam Dance who was substituted by Councillor Mike Stanton and Councillor Sue Osbourne who was substituted by Councillor Mike Lewis.

Apologies for absence were also received from Councillor Jason Baker and Councillor Paul Maxwell.

In accordance with the Council's current Code of Conduct (as amended 26 February 2015), which includes all the provisions relating to Disclosable Pecuniary Interests (DPI), personal and prejudicial interests, Members are asked to declare any DPI and also any personal interests (and whether or not such personal interests are also "prejudicial") in relation to any matter on the Agenda for this meeting

There were no declarations of interest.

There were no questions from members of the public.

Proposal: Partial demolition, renovation and extension of Octagon Theatre, Yeovil.  Expansion of main auditorium from 622 to 900 seats, construction of 2no. new cinemas, dance studio and expanded foyers.  Construction of new theatrical fly-tower and expanded backstage provision.

The Planning Specialist presented the application and with the aid of slides, she proceeded to highlight the site and proposed plans including:

·         Levels and access to the building including rear service entrance.

·         Various elevations.

·         Highlighted the fly tower extension.

·         Location of trees, tree removal plans and those trees to be retained.

·         Proposed landscape plan.

·         Heritage impact on the listed buildings of Hendford Manor and the Coach House along with the conservation area.

·         Other nearby listed buildings located on Hendford and nearby modern developments highlighting the impact of the new proposal to the area where visible.

·         Illustrative plans of the proposed building and outside areas.

·         Proposed plan of the vehicle tracking – articulated lorries

·         Proposed drainage plans including surface water drainage, location of proposed attenuation tanks, rain garden and proposed permeable and impermeable surfaces.

The Planning Specialist presented the key considerations and comments in summarised form were:

·         Principle of Development – Located with the town centre and identified as development for leisure and culture with benefit to both the local people and visitors to the area.

·         Landscape and Trees – Initial concerns were raised regarding the detail of tree protection and landscaping scheme, however following further discussion and additional information the council’s tree officer is now satisfied subject to the relevant conditions.

·         Heritage Impact – Acknowledge there is some impact but consider it to be less than substantial harm and with considerable public benefit is acceptable and therefore outweighs the harm.  She noted the improved landscaping and the removal of parking and that the proposed mitigation suggested by Historic England could not be provided where this was not in the control or ownership of the applicant. 

·         Access and Parking – No objections have been raised by the Highways Authority with the adjacent Petters Way car park and with several other car parks in close proximity and provision of disabled parking to be acceptable.  As requested by the Highway Authority a travel plan will be implemented and controlled with a legal agreement if required.

·         Drainage – Updated the comments from the LLFA who are satisfied with the revised drainage strategy.  These details can be controlled with by condition with the wording to be confirmed with the LLFA.

Referring to the slides she proceeded to clarify that her recommendation was to approve the application subject to:

·         The completion of suitable legal agreement to secure the detail and implementation of the Travel Plan for the site, unless this proves to be unnecessary within the forthcoming Unitary Authority.

·         Agreement of the drainage strategy and suitable conditions in agreement with the LLFA.

And with the conditions as set out in the agenda report with the wording of Condition 6 to be confirmed with the LLFA.

In response to members’ questions the Planning Specialist and Lead Specialist, Planning clarified:  ...  view the full minutes text for item 152.

The Chairman explained to members the purpose of the report and invited comments from members on the draft Statement of Community Involvement (SCI) for the new Somerset Council. 

Following a short discussion, members comments included:

·         Did not consider the document to be well structured, as it does not contain all matters that should be included within a Statement of Community Involvement.

·         Felt the document was not set out in a user-friendly way so confusing for the public.

·         No mention of the weekly list and the ability to subscribe to the validation phase of planning applications.  This is valued highly by town and parish councils and should be secured.

·         Document should noticeably contain airfield safeguarding guidelines and that the military airfield list should be part of the safeguarding process.

·         Felt the new authority should consider the way SSDC operates, as the new proposed constitution does not meet the needs of local community engagement.

In conclusion the Chairman felt that members should look to provide individual comments direct to the new Somerset Council as he believed this would be a much better way to provide a more detailed response.

The Lead Specialist, Planning noted the comments raised and would deliver this feedback to the Somerset Councils.

The next scheduled meeting of the Regulation Committee will be held on Tuesday 21^st March 2023.

Members noted the date of the next meeting scheduled for 10.00am Tuesday 21^st March 2023.