Development Plan Document Examinations - Programme Officer Guidance Notes
9. THE PRE EXAMINATION MEETING
9.1 The Pre Examination Meeting (PEM) is very important for setting the tone for the subsequent Examination. The PEM will be held no later than 2 months (or where a more complex examination is involved, 3 months) in advance of the first hearing session of the examination (see PPS12 D27). The PO's role here is to:
- Make sure the venue is booked. This should have been vetted with the Inspector. Access, signage, security and rest facilities need to be checked. Parking arrangements for the Inspector (if required) need to be organised.
- All representors, including those who have stated they do not wish to appear at the examination , need to be informed of the date, time and agenda of the PEM.
- Check the seating arrangements - a large table arrangement with ample space for seating around and beyond would be most suitable (see D18 PPS12). Note: the formal council chamber will generally be unsuitable for the examination.
- Take notes. Both the Inspector and PO take notes of the proceedings (if in attendance the Planning Inspectorate Planning Officer may also assist with note taking).
- PA systems. If the Inspector wishes to use one, make sure it is installed in adequate time and it is tested.
- Provide name bars (preferably the ‘toblerone’ style name bars).
- Supply copies of the PINS DPD guide.
9.2 For further guidance on PEMs see D26- D32 PPS12 and Paras 2.21 – 2.2.4 PINS DPD guide
9.3 Aim to circulate the PEM notes within 5 working days of holding the PEM and ensure all those making representations, agents and Media receive a copy. Additionally, send a copy to the Inspectorate. At this point it is as well to consider the flow of information to those respondents who have appointed agents to further their representation(s).
