These notes relate to old-style and transitional plans. We are in the process of producing new guidance and training material for Programme Officers for the new system.

1. Introduction

2. The Programme Officer and the Inspector

3. The Programme Officer Role

4. The Programme Officer's Office Arrangements

5. The filing system in more detail

6. The Inquiry Database

6.1 Representation Numbering Systems

7. Getting started

8. The Pre-Inquiry Meeting

9. After the Public Inquiry Meeting and before the Inquiry

9.1 Preparing the Inquiry Programme

10. Processing Documents

10.1 Core documents

10.2 Proofs of Evidence and further written representation

10.3 Other correspondence

10.4 Filing and distributing documents

11. Production of the Inspector's Skeleton Report Template

12. Finalising the Inquiry arrangements

12.1 Final preparation for the Inquiry

13. During the Inquiry

14. Closing the Inquiry

14.1 Hand over to Local Planning Authority

Annexes

Annex one - Programme Officer's accommodation and equipment

Annex two - Notification of Inquiry details and confirmation of representations

Annex three - Notification of PIM and guidance notes for objectors

Annex four - Guidance for unrepresented objectors

Annex five - Notification of Inquiry Programme

Annex six - Document Handling Letters

Annex seven - Attendance and Appearance lists

Annex eight - Inspector's skeleton report

Annex nine - Appendices to Inspector's report

1.Introduction

The purpose of a Local Plan/UDP Inquiry is to enable the Local Planning Authority (LPA) to have objections to the plan examined by an Inspector appointed by the Secretary of State. After considering all objections, made at the Inquiry or by written representations, the Inspector reports to the LPA and recommends what action should be taken.

The current law and guidance on Local Plan/UDP Inquiries is set out in:

· The Town and Country Planning (Development Plan) (England) Regulations 1999 SI 3280 [For Wales: The Town and Country Planning (Development Plan) Regulations 1991]

· PPG12 Development Plans (DETR) December 1999

· Unitary Development Plans : Wales (The National Assembly for Wales) February 2001

· Development Plans: A Good Practice Guide 1992 HMSO

· Development Plan Inquiries - Guidance for Local Planning Authorities from the

· Planning Inspectorate - March 2000

· Local Plans and Unitary Development Plans - A Guide to Procedures (DETR) 1999

Although these Notes are primarily intended to guide Programme Officers (Programme Officers) working on Local Plan/UDP Inquiries, much of the guidance will also be useful to Programme Officers employed for other types of Inquiry, such as Examinations into Structure Plans and RPG and major infrastructure Inquiries.

The guidance should be followed wherever possible unless particular local circumstances require a different approach to be taken.

Any query on the Notes, and all contact with the Planning Inspectorate, should be to:

The Planning Inspectorate
Development Plans Division
4/04 Kite Wing
Temple Quay House
2 The Square
Temple Quay
Bristol BS1 6PN

Tel: 0117 372 8902
Fax: 0117 372 6241
E-mail: chris.pritchard@planning-inspectorate.gsi.gov.u

2.The Programme Officer and the Inspector

The Programme Officer's primary role is to organise and administer a cost-effective and efficient Inquiry under the direction and guidance of the Inspector(s) (although there may be more than one Inspector, future references are in the singular). He/she needs to be aware of several matters from the outset:

· The Inspector will decide how to conduct the proceedings and ensure that the Inquiry is conducted in accordance with openness, fairness and impartiality

· The Programme Officer and Inspector work as a team. It is important for a good rapport to be established as soon as possible between them as this will promote an effective Inquiry. Planning Officers, employed by the Planning Inspectorate, may also be included in the team as they have an ever-increasing role to play.

· The Programme Officer must be seen as acting independently of the LPA even though it employs him/her. This is particularly so when dealing with objectors.

· The Programme Officer reports only to the Inspector, taking instructions from the Inspector and carrying these out effectively and efficiently. The Programme Officer is the link between the participants i.e. the Inspector, the LPA and the objectors.

· The effectiveness of carrying out the Programme Officer's job will depend on the date of his/her appointment. Ideally, the Programme Officer should be appointed immediately after the plan has been on First Deposit so that the job can be assimilated, initially on a part time basis of 2/3 days per week. This will gradually build up to full time by the time the process has reached the Second or Revised Deposit. Thereafter, until one month after the close of the Inquiry the Programme Officer should be employed on a full time basis.

Immediately upon appointment, the Programme Officer will be sent a confidentiality letter by The Planning Inspectorate. This states that the Programme Officer will be privy to the address and telephone numbers of the Inspector and will not disclose them to anyone, either before, during or after the process.

3.The Programme Officer's Role

The Programme Officer should be:

· A good and thorough organiser and record keeper
· Good at dealing with customers of the Inquiry process
· Clear thinking and quick to learn
· Calm, discreet and capable of speaking politely
· Capable of working with minimal supervision by the Inspector
· IT literate

There needs to be agreement between the Programme Officer, the LPA and the Inspector on the extent of the Programme Officer's role.

In some cases Programme Officers organise and administer the whole process themselves, leaving the LPA to produce Proofs of Evidence and Written Representations. This means finding and booking the Pre-Inquiry Meeting (PIM) and Inquiry venues, booking any catering facilities, clearing rooms at the end of each day, dealing with facilities management in finding and equipping the Inspector's office, security implications for visitors, parking facilities for participants etc.

In other cases the LPA organises these functions, leaving the Programme Officer to administer the Inquiry process. There are advantages to each option, and respective areas of responsibility must be clarified. At an early stage, it is critical for the Programme Officer to establish a rapport with the LPA team as there will be daily contact with them.

In essence the Programme Officer's role is to:

· Establish appropriate filing systems

· Set up and maintain the Inquiry library

· Familiarisation and use of the Inquiry database.

· Liaison with objectors and supporters.

· Preparation and management of the Inquiry programme.

· Organisation of the PIM.

· Assist with producing the Inspector's skeleton report template & appendices

· Receipt and recording of documents to be considered by the Inquiry including written representations, and sending reminders for non-receipt of documents within set deadlines.

· Organise and manage the use of the Inquiry venue.

· Notify respondents of the closure of Inquiry

· Arrange for hand-over to the LPA after the Inquiry has closed

4.The Programme Officer's Office Arrangements

Initially, there may be an opportunity for the Programme Officer to do some work from home depending on whether the LPA and Inspector are content with such an arrangement. However, appropriate office accommodation will be essential to the proper performance of the Programme Officer's duties. What needs to be provided is:

Office accommodation, which needs to be:

· Very close to the Inquiry venue and separate from the LPA Planning Department. The office should be dedicated for that purpose and not be a shared facility with other local authority functions.

· Accessible to all members of the public during normal office hours and having chairs and a desk for visitors.

· Equipped with the usual desks, chairs, filing cabinets, stationery etc. A direct phone line and separate fax line are necessary, as is an answering machine. A photocopier should also be provided for the Programme Officer, which can also be used to copy documents for visitors, at either minimal or no charge.

IT equipment, which must include:

· A PC and a suitably heavy-duty printer should be provided

· Links to the LPA network and access to the Inquiry database

· E-mail facilities and connection to the LPA's web site, especially important in view of the 2005 e-government targets which will mean that representations will have to be able to be received, stored and accessed via the Internet.

Correspondence should be:

· Distinctive, easily recognisable headed paper and compliments slips should be used that contain the Inspector's and Programme Officer's names but not the LPA's logo.

· Date stamped with all Inquiry documents also officially stamped and dated.

5.The filing system in more detail

The filing system should be simple and easy to maintain and compatible with the LPA system. Remember that all documents involved in the Inquiry process are available to the public for perusal or copying (a charge may be levied if the LPA wants it). No documents submitted can remain confidential. Representations should have been submitted on an objection form, preferably the model form from the DTLR Guide to Procedures.

Key points to remember are:

· Consult with the Inspector and see how many sets of documents are required. Generally, this will be 4-6 sets for:

The Inspector
The Programme Officer
The Inquiry library
The LPA
The legal representative of the LPA (if any); and a spare

· The basic choices for filing systems are suspension files within filing cabinets or A4 lever arch files.

· For larger Inquiries, it is recommended that filing cabinets be used. The most efficient way to organise the system is suspension files containing 1 or more representations, arranged in numerically ascending respondent number and within that, numerically ascending representation number. Each representation is contained within a plastic A4 wallet. Each plastic wallet has a label attached giving details of the respondent No/Rep No/ etc. The information for the label is held on the LPA's database. Remember to include provision for the Media and other interested parties to access the filing system.

· Once the basic system has been designed, approach the Inspector and ask in what order he/she prefers the filing to be done.

6.The Inquiry Database

It is the responsibility of the LPA to establish a database to record all the information needed to administer the Inquiry process. It must also provide the Programme Officer with the necessary equipment to access and update it. Normally, LPAs use Microsoft Access or Excel to create a database.

The Planning Portal will offer a Development Plan Administration Service to allow LPAs to receive and manage representations made via the Internet.

The database used should be able to produce reports to give the following information, sorted in alphabetical, numerical, Chapter, Policy or site ref. order:

· Objectors to the Deposit Plan
· Objectors to the Revised Deposit Plan
· Objectors to Proposed changes
· Supporters to the Deposit Plan
· Supporters to the Revised Deposit Plan
· Supporters to Proposed changes
· Conditionally Withdrawn Representations
· Unconditionally Withdrawn Representations
· Objections being heard before the Inspector
· Objections being dealt with by written representations
· Formal Inquiry procedure or Informal Hearing
· Names & Address data of respondents
· Names & Address data of agents
· Labels with addresses of respondents & agents
· Labels with details of each representation
· Inspector's Skeleton Report Template
· Inquiry Programme
· Document lists
· Core Document lists
· Mail Merge facility

6.1 Representation Numbering Systems

There is a variety of numbering systems for representations but the aim should be to have as simple a system as possible:

· Each respondent should have a unique 4-digit number.
· Each agent should have a unique 4-digit number.
· Each representation should have a unique 5-digit number.
· Each document should have a unique 5-digit number.

7.Getting started

The start of the process may seem daunting but remember the first steps are important to later success:

· Establishing contact with the relevant LPA officers to discuss:

PIM and Inquiry venues
Programme Officer and Inspector accommodation
Lines of communication
IT arrangements

· Notify all respondents that the Programme Officer exists, that the Inspector has been appointed to conduct the Inquiry and give contact details. It is important to ensure that all respondents are circulated with all relevant information.

· Clarify with each respondent the status of each representation. Remember that it could be over 12 months ago that the LPA compiled the information in the database and there is a responsibility to supply the Inspector with accurate and up to date information. This is achieved by sending an individual questionnaire for each representation to each respondent and the respondent's agent to seek confirmation that the information shown is correct. In addition, the questionnaire is used to gather preliminary data for the compilation of the Inquiry Programme. If any discrepancies are revealed from this exercise, these must be resolved with the LPA. See Annex 2.

8.The Pre-Inquiry Meeting

The Pre-Inquiry Meeting (PIM) is very important for setting the tone for the subsequent Inquiry. The PIM is normally held at least three months before the start of the Inquiry. The Programme Officer'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 respondents, including those who have stated they do not wish to appear at the Inquiry, need to be informed of the date, time and agenda of the PIM. See Annex 3.

· Provide an attendance list.

· Check the seating arrangements. The Inspector sits apart from his audience, with the Programme Officer nearby. The LPA team is also arranged nearby. A table and chairs are generally provided for the Media and located near the exit.

· Take notes. Both the Inspector and Programme Officer take notes of the proceedings, particularly details of questions from the floor.

· PA systems. If the Inspector wishes to use one, make sure its installed in adequate time and it is tested.

· Provide name bars.

· Supply copies of the DTLR Guide to Procedures.

9.After the Pre-Inquiry meeting (PIM) and before the Inquiry

Aim to circulate the PIM notes within 5 working days of holding the PIM and ensure all respondents, agents and Media receive a copy. Additionally, send a copy to The Planning Inspectorate. The Notes should focus on questions raised by participants and the answers given by the Inspector, rather than record routine information that can always be provided as a separate guidance note and sent out before the PIM.

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). The return of the questionnaire should have confirmed which agents were handling which representations.

9.1 Preparing the Inquiry Programme

The production of the Inquiry Programme is not an exact science. There will be frequent revisions of the programme. It is very difficult to predict how long an objection will take to be heard when so many people are involved. In simple cases with just the objector and a site-specific issue, the whole process could take, say, 45 minutes, whereas a similar issue with legal representation and a witness could take all day. The following factors will determine the shape of the Programme:

If there is an Informal Hearing, the Inspector will lead a discussion with the objector (or representative) and the LPA. Neither side will have legal representation. This is a suitable medium for site specific or single-issue objections, but not appropriate if there are a large number of similar or closely related objections, a large degree of public interest, or where detailed cross-examination is thought necessary.

For formal Inquiry sessions, objectors attending the Inquiry either in person or by using an agent will present their proofs of evidence on the following basis:

· The objector will present the case, including the calling of witnesses. This presentation should be limited to a 1500 word summary of the main proofs.

· The LPA may wish to ask questions of the objector.

· The Inspector will have questions for the objector.

· The LPA will present its case, including the calling of witnesses. This presentation should be limited to a 1500 word summary of the main proofs.

· The objector may wish to ask questions of the LPA.

· The Inspector will have questions for the LPA.

· The LPA will then make its closing remarks.

· The objector will then make closing remarks.

Remember the physical restrictions of the venue. One objector (and maybe his/her team) will need to move before the next objector can sit at the witness table. This could take up to 10 minutes at some venues so make sure you allow for it when calculating the time required.

Allow for breaks in the morning and afternoon as well as for lunch.

As for the pattern of sitting days, it is normal to sit from Tuesdays to Thursdays from 10.00am till 5.00 and Fridays from 10.00am to early afternoon. Breaks of 1 week after every 3 weeks or of 2 weeks after every 4 weeks of sitting are normally taken; though longer hours may be agreed on Tuesdays to Thursdays to compensate for an earlier finish on Fridays.

The order in which objections are heard is usually in Plan order but the Inspector may wish to group site-specific objections together. Also, there is usually scope to revise the Inquiry Programme as, inevitably, some objectors cancel their appearance at a late stage and revert to written representations. Also, some objections may take less than the anticipated time. If remaining objectors will agree to a change in their appearance time, the programme can be made more efficient. Time that cannot be utilised in this way should be used for other tasks to be performed such as site visits and preparation.

The way the Inquiry Programme looks is up to each Inspector and Programme Officer. A sample is shown in Annex 5. Whether it is produced by word-processor, in a spreadsheet or via a report in the database, it should be clear and easily amended in the future.

The initial Inquiry Programme should be issued to every respondent and agent and updates sent to all for whom they would be relevant.

10.Processing Documents

Following the PIM a substantial number of documents will begin to arrive. Points to remember are:

· Every document that arrives should be date stamped.

· No document can be treated as confidential.

· Most Inquiries run their document systems on a rolling programme. The submission deadlines mentioned above allow the Inquiry Programme to be divided into blocks of three or four weeks. Each block is assigned a date whereby the objectors' proofs and further written representations are received by the Programme Officer. The LPA is also set a response date for these particular proofs and further written representations on the relevant topics. It is usual to treat these documents in the same manner for the purposes of the rolling programme.

· As an example based on an eight week rolling programme, with an Inquiry date of the first week in November, proofs from objectors should be received by the Programme Officer by no later than the first week in September. The LPA should respond to each representation by no later than the first week of October, hopefully leaving a clear four weeks between the arrival of the last set of documents and the Inquiry date. Six week rolling programmes are also common but four weeks should still be provided before the start of the Inquiry block for LPA responses.

10.1 Core documents

These deserve a special mention:

· The number of sets required is the same as for proofs and written representations. It is customary to number them CD001 starting with the currently adopted Local Plan and working through the various stages of Plan issues. Maintain the list within a database.

· The list and its documents can become quite bulky and thought should be given as to how they should be stored and numbered. A total core document list of tow hundred documents is by no means unusual. One way is to use magazine display holders available from most stationary catalogues. These have the advantage of taking documents of variable height and thickness that may not so easily fit in A4 ring binders.

10.2 Proofs of Evidence and further written representation

· The key difference between these document types is that Proofs of Evidence relate to objections being heard before the Inspector whilst further written representations refer to the additional statements in relation to objections and supporting representations not being heard before the Inspector.

· Both document types are written statements that supplement existing representations.

· Apart from date stamping the document upon arrival, each needs a unique number. Various numbering systems have been used in the past, each of which has merit. One way is to number each document sequentially after a prefix letter denoting its source (i.e. R for respondent and C for Council/LPA) and relevant respondent and representation codes. Each document should be stamped, and the respondent / representation / document nos. should be inserted.

· A description of each document should be recorded in the database, as this will feed one of the Inspectors appendices as well as the document list submitted to the Inquiry for each objection to be heard. Where possible, this description should be as meaningful as possible e.g. "Proof relating to Environmental Impact study by Mr B Stiles" is more informative than "Document No: XX from the objector"

· As the Inquiry progresses, some objections scheduled to be heard before the Inspector will revert to being dealt with by written means. This change from a verbal to written method will have implications for the document list, in that what had previously been recorded as a proof will now become a further written representation. Seek advice from the Inspector as to whether the description should change. On smaller Inquiries this task may be manageable but on larger ones it would result in a substantial workload. This emphasises the value of a common system for Inquiry and WRs where only a suffix may need amendment if procedure changes.

· Remember that the document list is a key element in the hand-over of the system to the LPA at the end of the Inquiry process. It also acts as confirmation to the Inspector that he/she is in possession of every document he needs to assess and report upon each and every representation.

10.3 Other correspondence

There will be other correspondence that requires filing and action:

· To preserve impartiality all correspondence addressed to the Inspector will be sent to the Programme Officer and any reply the Inspector wishes to make will go out in the name of the Programme Officer.

· Files should be set up and maintained for non-Respondent correspondence.

10.4 Filing and distributing documents

All documents to be considered during the Inquiry process have to be distributed to the relevant participants:

· Copies of all documents must be accurately and quickly processed, distributed and the filing system updated on a regular basis. Remember that many parties will only submit after reminders so there will be a considerable workload close to the submission deadlines.

· A filing tray for each type of participant is the best way to control the paperwork flow. Once the relevant information on each document has been recorded, place it in the relevant tray.

· Make the time each day to either post or courier the document(s). To preserve the Inspector's confidentiality, his/her mail should be stamped/franked, and then the address label should be attached and posted by the Programme Officer. If using a courier, request that delivery/confirmation notes are sent to the Programme Officer personally and those invoices do not show destinations.

· Members of the public and objectors will be visiting the Programme Officer's office on a regular basis seeking information and wishing to look at the Inquiry library.

11.Production of the Inspector's Skeleton Report Template

If the LPA has entered into a Service Agreement with The Planning Inspectorate, it will be expected to produce a skeleton of the Inspector's report. This will contain the chapter and policy headings with the relevant objection information. The Inspector will advise the LPA of layout and content. The headings used by The Planning Inspectorate are fairly standard, and a sample is shown in Annex 8.

The template may be accompanied by several appendices, as follows:

· An alphabetical list of all duly made objections, whether to the Deposit or Revised Deposit versions of the Local Plan. Each objection is identified to its relevant Chapter, Policy or Paragraph. It is customary to annotate against each objection whether it is Conditionally or Unconditionally Withdrawn.

· A list of appearances on behalf of the objectors and LPA

· The Core Document List

· The Document List

12.Finalising the Inquiry arrangements

Between the closure of the PIM and the opening of the Inquiry there is a great deal of work to get through:

· Preparation of the Inquiry Programme: The responses to the earlier questionnaires and any follow-up action as a result of the PIM will provide the information to compile an initial Inquiry Programme. This has to be distributed as soon as possible to allow those appearing at the start of the Inquiry to prepare their proofs and submit them in accordance with the agreed timetable.

· This is also the time to begin collating witness information. Once the information is to hand and the Inquiry Programme has been re-drafted to reflect changes, copies should be sent to the Inspector, LPA, all respondents, agents and the Media.

· Reminders for Documents: The chasing routine will become the mainstay of the Programme Officer's role throughout the Inquiry process.

· It is preferable to remind respondents before they are due to submit documents than to wait until they are late, as this limits the time to rectify the situation. It is suggested that 2 weeks before a submission date is reached, a note is sent to each respondent or agent reminding them of the deadline date and drawing attention to the consequences of a late submission. A week after the deadline a much stronger letter should be sent and a final reminder a week later stating their appearance date is in jeopardy.

· Remember, if either side is late in submitting their proofs, the other may ask for an adjournment of their Appearance. This will disrupt the Inquiry Programme and cause increased costs to be incurred by both sides, plus the closure date of the Inquiry may be put back. See Annex 6. Where objector proofs are late it would be normal to press for use of written representations rather than cause delay to the programme if that would be the consequence of a failure to meet the deadline.

· Appearance Information: The list of persons giving evidence for both sides need to be finalised. Again, the LPA database should be used to gather, collate and hold this information. Note that for every person giving evidence, names, qualifications, and organisation worked for is needed.

· Once this information has been received, consideration should be given to producing a composite form for each oral objection, listing the objection details, documents being considered and persons presenting the case before the Inspector. This multi-purpose form is sent to all parties involved with each oral objection, including the Inspector. The Inspector is then able to use it to verify the attendees and documents to be considered.

· Other Matters: There will be an ever-increasing number of visitors to the Programme Officer's office as the Inquiry looms ever closer. For a lot of individuals the process will be the first time they have been involved in an Inquiry and they may well be apprehensive and nervous. The advice given should be limited to suggestions as to how to present their case and the merits of the objection should not be discussed.

· Make sure the venue is still booked! Also re-confirm the booking period in the light of any changes to the Inquiry Programme. This will be particularly important for multi-venue Inquiries.

· A map showing the venue should be sent to each participant showing the location of the Inquiry room, car parking facilities, disabled access points, directions to the town centre for lunch etc.

· Ensure the Inspector's office is still available. It should be lockable, and equipped with a desk & chairs, a lockable drawer and IT equipment with Internet access.

12.1 Final preparation for the Inquiry

About 2 weeks before the Inquiry starts, check the arrangements for the first few weeks. Have a dry run 2 days before the Inquiry starts to iron out any problems which may arise.

· Attendance Sheets: Sheets in an A4 file plus a pen.
Locate them on a table at the entrance to the venue. Everyone who enters must sign. At the end of a day, file the sheet(s) in your master file, securely kept in the Programme Officer's office.

· Extra tables: Are these required for any reason, e.g.-for the witnesses.

· Water: Who will supply and change it daily?

· Public address system: Is one needed? Do you and the participants know how it works?

· Video/OHP/ Is this required? Who operates it? Instructions necessary? Do Slide Projector you know how to operate them? If so, you need to be in attendance.

· Notice board: A flip-chart easel board is suitable for displaying the Inquiry Programme, Attendees and Documents Lists for the current sessions, Copies of the "Green" Book and the latest Core Document list.

· Display board: For use in displaying large plans, photographs, artists' impressions etc.

· Name boards for: The same as used for the PIM.

· Signs for: Attendees to sign the attendance sheet

Location of toilets
Location of telephones
Directions to the Programme Officer's room
Photocopying/fax charges (if applicable)
Mobile Phones switch off

· Venue(s): Is clearance necessary every evening? Who does it?

13.During the Inquiry

There are several routine matters to attend to each day:

· Ensure that the appearance forms are given to the Inspector at the beginning of each day.

· Ensure that all Core Documents being referred to are placed on the Inspectors table, in numerical order so he/she may refer to them

· Some objectors, particularly those being represented by counsel or other professional advocates, will hand in a list of documents being referred to, which is extremely useful.

· In an ideal world, no document should be handed in at the Inquiry. However, this occasionally happens. The Programme Officer will ensure that the requisite number of copies are received and distributed.

· It is not usual for the Programme Officer to be present during all Inquiry sessions. Each Inspector will have his own preference for the Programme Officer's role during the Inquiry, but generally this is limited to ensuring the participants are marshalled together ten minutes before their designated appearance time, either in the Programme Officer's room or an ante-room to the Inquiry venue. The Programme Officer then escorts the existing objectors from the venue and installs the next group.

· Most changeovers should be arranged to coincide with a break for coffee, lunch or tea.

14.Closing the Inquiry

Points to note are:

· The Inspector will fix the date for the close of the Inquiry but it cannot be closed until all representations have been submitted and the last objector heard.

· The Local Planning Authority must have finalised and submitted its responses to representations in sufficient time so as to allow respondents a reasonable time to respond to them (usually 2 weeks). The respondent has the last word.

· Two weeks notice is generally given to respondents, agents, Media and interested parties of the closure date.

· To enable the Planning Inspectorate to keep up to date on each Inquiry, a standard package of information should be forwarded as and when it is available:

Notes of the PIM.

Inquiry Programme produced before the Inquiry.

Inquiry Programme as finally occurred

Closure Letter

Statistics of the Inquiry, including no of representations (objections and support) at First and Second Deposit stages; no of objections heard at the Inquiry; and duration of the Inquiry including days/half days spent on site visits between the opening and the close of the Inquiry.

14.1 Hand over to the LPA

Several matters need to be finalized before the Programme Officer can leave his/her post:

· The Inspector's Report Template should have been finished before the end of the Inquiry but a number of appendices cannot be completed until the Inquiry closes.

· Complete the filing system for hand-over to the LPA. If there is a Modifications Inquiry the filing system will be needed for this Inquiry and accordingly must be accurate and up to date.

· Make sure the LPA are familiar with any modifications made to their system and are conversant with them.

· Remove any specific passwords used so that the LPA has full and free access to the system.

· Create and hold all data relating to your activities in a single directory so that the LPA can easily trace all information and it can be backed up easily.

· Ask the LPA to create a secure back up copy of the data.

Annex 1 - Programme Officer's accommodation and equipment

Accommodation

Dedicated office separate from the Planning Department and as close to the Inquiry Room as possible.

Dedicated office for the Inspector - near to the Programme Officer & Inquiry Room

Most Inquiries can be accommodated in a large room that will seat around 60 people theatre style. This allows for an 'open' square of tables for the Inspector, LPA, Objector & Witnesses, and leaves some room for public seating. It is rare to have more than a handful of the public present after the opening day.

Programme Officer's Equipment

L-return desk with drawer pedestal Lockable filing cabinet(s)

VDU Operators chair lockable cupboard(s)

Large table Visitors chairs

Table & chairs for viewing Library (outside Programme Officer office if possible)

Wipeboard Notice board

Computer with Internet connection Laserjet printer (15 ppm min)

Telephone (with answerphone/voicemail)

Photocopier - A3/A4; double sided duplex, minimum 10 sort bins, minimum 20 pages per minute.

Filing baskets, wastepaper bin, etc

Inspector's Equipment

L-return desk with drawer pedestal VDU Operators chair
1 or 2 spare chairs Lockable filing cabinet
Telephone Waste paper bin
Computer with Internet connection

Stationery

10 reams white A4 1 ream white A3
20 A4 lever arch files 1 box twinlock hanging files
10 slim A4 ring binders 1 box plastic pockets
1 box file dividers 1 box C4 window self seal env
1 box C4 self seal plain env 500 banker window env
100 C5 env 1 heavy duty stapler & staples
1 standard stapler & staples 1 heavy duty hole punch
1 staple remover Shorthand pads
A4 pads Treasury tags
Bluetack Pritt stick
Selotape Parcel Tape
Drawing/map pins Paper clips - various
Bull dog clips - various Rubber bands
Post-it pads - various Pens & pencils
Marker & Highlighter pens Eraser & sharpener

Annex 2 - Notification of Inquiry details and confirmation of representations

Dear

Anytown Unitary Development Plan Inquiry

1. A public Local Inquiry will be held to hear unresolved objections to the Anytown Unitary Development Plan. The Secretary of State for the Environment has appointed Mr/Mrs xxx to conduct the Inquiry, which will begin at 10.00 a.m. on Tuesday, xx February 2002. I have been appointed as Programme Officer for this Inquiry and will deal with all procedural, administrative and programming matters.

2. The Inspector will hold a Pre-Inquiry Meeting on Thursday xx November 2001, in the Anytown Council Chamber, Anytown Hall, starting promptly at 2.00 p.m. This meeting is to help the Inspector and all interested parties to prepare for the Inquiry and the Inspector will outline how the Inquiry will be conducted and the procedures to be followed.

3. I would be grateful if Objectors would complete the enclosed questionnaire and return it to me, in the pre-paid envelope provided, by Friday xx October 2001. Whilst I am aware that you may have previously provided some of this information to the Council, it is ESSENTIAL (for the programming of the Inquiry) that I know your current position. Your co-operation is appreciated.

4. If, as a result of the Revised Plan, your original objection has now been satisfied, it would be most helpful if you would confirm this to me in writing.

5. The Department of Transport, Local Government and the Regions has produced a booklet "Local Plans and Unitary Development Plans: A Guide to Procedures". If you do not already possess this booklet and would like one, please let me know.

Yours sincerely

Programme Officer

Questionnaire - please complete one of these for every representation made and then return it/them to the programme officer

Respondent Name
Agent Name
Representation Number
Correspondence Address
Telephone No
E-mail address

Pre-Inquiry Meeting I want to attend
Yes / No

Status of Representation: I Unconditionally Withdraw
Yes / No

I Conditionally Withdraw
Yes / No

I will rely on my original representation
Yes / No

Evidence to the Inquiry I will rely on Written Representations
Yes / No

I want to speak at the Inquiry (Appearance)
Yes / No

I shall have legal representation
Yes / No

I shall be calling witnesses
Yes / No

I estimate I shall need xx hours to present my case to the Inquiry
Yes / No

I shall join with a group to give evidence
(specify…………)
Yes / No

Notes

Original Representation - This is the submission made on the form at the time of the Deposit/Revised Deposit Draft. This can be submitted as the only evidence to the Inquiry if the writer is content that all the relevant points have been made and do not need to be expanded.

Appearance - Written material is presented to the Inquiry at appearance; this material is called the Proof of Evidence. It is submitted to the Inquiry office several weeks before the appearance date; the deadline will be announced at the Pre Inquiry Meeting. Normally a summary only will be read out at the Inquiry, but witnesses may be cross examined on the main text of their evidence.

Written Representation - This is the written material, with additional information to that supplied at Deposit/Revised Deposit Draft stage, for an objection that is to proceed in writing only and for which appearance time is not required. The material is submitted to the Inquiry office several weeks before the appearance date; the deadline will be announced at the Pre Inquiry Meeting. Please note that Written Representations carry the same weight as those made orally at the Inquiry and is therefore often the most efficient way to have objections considered by the Inspector.

Representation by Local Organisations - Where a Local Organisation is to represent an objector or objectors, all future correspondence will be between the Programme Officer and the Chairman/Secretary/Clerk of the relevant organisation. Any pertinent original representations will be attached to the evidence supplied by the organisation. The section regarding appearance time and witnesses should only be completed by the appropriate organisation officer.

Please complete this form and return it by Friday, October 2001, in the envelope provided.

Annex 3 - Notification of Pre-Inquiry meeting (PIM) and guidance notes for objectors

Dear

Notice of the Pre-Inquiry meeting (PIM)

1. I refer to your representations to the above UDP, and wish to invite you to attend the PIM that will be held at 1000hrs on Tuesday xxx July 2001 in the Council Chamber. A map is enclosed showing the location of the venue and indicating public transport services to the venue.

2. The purpose of the PIM is to allow the Inspector to explain procedural matters before and during the Inquiry. Please note that the merits of your representation will not be considered at this meeting. I also enclose Guidance Notes for Objectors. These will answer many of the routine questions you might have, and will enable the Inspector to concentrate on any other issues that are raised.

3. The agenda for the meeting will be:

· Introductions and welcome

· Reference to the Guidance Notes

· Inquiry Programme

· Matters raised by the Council

· Matters raised by Objectors and Supporters

· AOB

4. If you have any queries on the scope of the PIM, please contact me. Also, please ensure that the questionnaire I sent you on xx is returned by xxx.

Yours sincerely

Pre-Inquiry meeting - Guidance notes for objectors

These Guidance Notes provide information and help to all objectors, whether they intend to appear at the Inquiry or rely upon written representations. Objectors not represented by professionals will find the guidance at Appendix 1 [Annex 4 of these notes] particularly useful. By providing the information below at this stage, it is expected that the Pre-Inquiry Meeting (PIM) will be able to concentrate on any queries or problems objectors may wish to raise which are not answered by the Guidance Notes. Please note that the Meeting will not be an opportunity to discuss the merits of any objections. [An additional sentence will be necessary if a discrete part of the PIM is required to consider representations that objections to certain policies should be heard].

The Inquiry into objections to the UDP will open on 24 April 2001 at 1000 hrs at The Guildhall, 71 Basinghall Street. The Inspector appointed to consider the Objections to the Plan is xxx. Following the close of the Inquiry the Inspector will prepare a report to the Council with recommendation on the action the Council should take with respect to each objection.

The Programme Officer for the Inquiry is xx. He/she is not a Council officer but works under the direction of the Inspector. His/her phone number is xxx, the fax number is xxx, and the e-mail address is xxx. Mr/Ms xx main duties are to organise the Inquiry programme, to ensure that all documents received both before and during the Inquiry are recorded and distributed, and to maintain the inquiry library. All documents submitted to the Inquiry should be forwarded to him/her. Any procedural questions, suggestions or difficulties should be raised with Mr/Ms Xx, and if necessary he/she will take them up with the Inspector.

Mr/Ms Xx will be the Advocate for the Council and he/she will call the following Council witnesses:

City Planning Officer
Assistant Planning Director (Policy)
Highways and Transportation Director

Number Representations

The UDP Review was placed on deposit for a period of 6 weeks from 11 January to 21 February 2000. Following consideration of the objections, the Council prepared a Second Deposit version of the UDP. This was placed on deposit for 6 weeks starting on 24 October. At the PIM, the Council will confirm the number of Objections to be considered at the Inquiry.

Programme

The Inquiry Programme will be sent to all objectors 3 weeks before the Inquiry is due to start. The Programme will change as the Inquiry progresses and it is the objector's responsibility to keep in touch with the Programme Officer to ensure that they are aware of any changes. The Programme Officer will endeavour to programme and accommodate specific requests for Inquiry time, but objectors should not expect to be allocated a particular date and time purely on the basis of their preferred availability. It will be the objector's responsibility to ensure that they are available to present their case when called.

The Inquiry will usually sit between 10.00 am and 5.00 pm Tuesdays to Thursdays, and 10.00am to 1.00pm on Fridays (to be agreed - if earlier than the normal closing time it would usually be compensated for by longer hours on some of the other days). Mondays will be reserved for travelling, sites visits and administration. It is anticipated that the Inquiry will have 3 sessions as follows: -

Session 1 - 24 April to 11 May,

Session 2 - 22 May to 01 June

Session 3 - 20 June to 02 July

Precise details of sitting times and dates may change as the Inquiry progresses.

Inquiry Procedure

Objectors should read the DTLR publication "Local Plans and Unitary Development Plans: A Guide to Procedures". Copies have been sent to all Objectors. Objectors who will not be represented by a lawyer or other professional will find additional guidance at Appendix 1 to these Notes.

The Inspector will open the Inquiry and then hear a brief opening statement from the Council. The Inspector will then hear the first programmed objection. Objectors need to decide whether they wish to have their objection heard at the Inquiry or dealt with by means of a written representation. Both methods of objection carried the same weight. Attendance at the Inquiry will only be usually helpful to the Inspector if an objector wishes to question the Council's representatives but otherwise written representations will be just as fully considered by the Inspector. The programme for the Inquiry will be based on the information provided by objectors in response to the questionnaire sent to them on xx 2000. Written details of those objectors intending to appear at the inquiry, and any additional witnesses that they propose to call, should be submitted to the Programme Officer.

Supporters of the Council's case, i.e. those who either support the policies and proposals in the Revised Deposit Draft Plan or who object to sites put forward by other objectors, are not normally heard at the Inquiry except where called as witnesses by the Council. Anyone wishing to elaborate upon a supporting representation should do so in writing.

The Inspector will ensure that every objector appearing at the Inquiry has the opportunity to make their case fairly and comprehensively but in order to consider objections expeditiously, the procedure for hearing objections will vary according to the circumstances. Objectors should inform the Programme Officer as soon as possible if they intend to have legal and other representation in order to pursue their objections by the first method detailed below.

Option 1 - Formal Inquiry Session - For objectors with legal and other professional representation, the procedure may be:

· The objector will present his/her/their case
· The Council may cross-examine the objector
· The Council will defend the Plan by responding to the objector's case
· The Objector may cross-examine the Council
· The Council will make a closing statement in respect of that objection
· The objector will have the final reply.

However, even with benefit of professional representation, following Option 2 will usually save time.

Option 2 - Informal hearing - For objectors without legal and other professional representation, or those seeking to make most efficient use of inquiry time, the procedure will normally be as follows:

The Inspector will summarise the disagreements between the objector and the Council

The Inspector will ask both sides to respond to his questions

The Objector and the Council will have the opportunity to ask questions of each other through the Inspector

The Council, and then the objector will have the opportunity to make a short closing statement.

All objectors will be urged to concentrate on the principles that underlie the Plan. Matters of detail normally considered at the planning application stage are not appropriate for discussion at this Inquiry.

Proofs of Evidence

Objector's proofs of evidence and supporting documents for the first 2 weeks of the Inquiry should be with the Programme Officer by 11 March at the latest. The Council's responses should be available 2 weeks later, i.e. by 25 March. The relevant submission dates for objectors for the second and third phases of the Inquiry will be 9 April and 8 May respectively. This will ensure that all parties have 4 clear weeks to study all relevant submissions prior to the opening of the Inquiry. Failure to comply with this request will place the Inquiry programme at risk. To minimise disruption and inconvenience to other participants, those who fail to comply might be re-programmed to appear at a later time convenient to the Inquiry or requested to proceed by way of written representations.

At the Inquiry all proofs will be taken as read, and only summaries of cases may be read out. A summary of a proof should not exceed 1500 words. If there are similar objections on the same topic, objectors might wish to present a joint case. Anyone wishing to discuss this possibility should contact the Programme Officer. Alternatively, a second objector might simply agree with what has been said by the first objector and only present additional points. This would not weaken the force of an objection. In some cases the Inspector might hear objectors with similar points to make in succession, and then hear the Council's reply, rather than ask the Council to respond to each objector in turn.

Format of Proofs of Evidence and Written Objections

Objectors should seek to agree matters of fact with the Council before the Inspector considers their objection, and submit agreed statements wherever possible. Proofs of evidence should be marked with the objector's reference number, and relevant representation number, to be placed in the top right hand corner of the front page or cover. If proofs cover multiple objections, each objection must be specified. Six copies of all relevant documents should be submitted by objectors to the Programme Officer.

The Council's documents should also identify the relevant objector's reference and representation numbers. Other documents submitted by the Council, including core documents, must be indexed.

All documents should be A4 size, with plans and photographs folded or mounted to this size. Measurements should be in metric units. Paragraphs and pages should be numbered. Proofs of evidence and supplementary representations should be bound separately from any appendices. Appendices should have a contents page and the pages numbered consecutively. A library of Inquiry documents including the core documents will be maintained by the Programme Officer, and would be open for public inspection.

Written Objections

The programme for the submission of any additional written representations and the availability of the Council's responses is the same as for those objections being heard orally at the Inquiry. The Council's response to written objections will normally be included in its proofs of evidence to the Inquiry on relevant Policies and proposals. Even where separate responses to written objections are required, they must all be submitted to the Inspector before the Inquiry is closed, and preferably still in accordance with the timescale for Inquiry evidence on the relevant part of the plan. Should a written objection or response be unclear, the Inspector will ask the Programme Officer to write to the objector or the Council seeking clarification where necessary. A copy of any letter of this type, together with the relevant response, will be copied to the other party.

Site Visits

The Inspector will make a series of unaccompanied site inspections before, during and after the Inquiry. Requests for accompanied site inspections should be submitted to the Programme Officer who would prepare a programme of visits that would be displayed on the Inquiry notice board. A Council representative will be present on all accompanied visits. No evidence will be heard on site visits.

Miscellaneous matters

A note of the names of all participants at the Inquiry will be taken when they present their case. An attendance list will be maintained on a daily basis. The Media should always advise the Programme Officer of their presence.

An Inquiry notices board would be located outside the Programme Officer's room, and will display an up to date copy of the programme and other notices.

Any participant suffering from any form of disability, for example hearing difficulties, poor eyesight, or other physical disability should contact the Programme Officer for assistance.

Annex 4 - Guidance for unrepresented objectors

You need not be represented by a legally qualified or other person who is familiar with public inquiries in order to present your objection to the Inspector. Nevertheless, the imminent appearance at a public local inquiry understandably makes some people feel apprehensive and uneasy. However, the system is designed to be `user friendly' and you can make the best use of your time at the inquiry if you bear in mind a few basic ground rules.

Before the Inquiry

If you said on your objection form that you want to present your case at the Inquiry, the Programme Officer will have sent you a copy of the programme. You should check that you have been given a date and time that you can attend. If there are foreseeable problems please let him/her know immediately.

No later than 6 weeks before your appearance at the Inquiry, you should submit a written statement or proof of evidence setting out all that you wish to say at the Inquiry. Six copies of this proof are required, together with 6 copies of any appendices and documents. Nothing should come as a surprise to the Council at the Inquiry session and therefore you will not normally be able to raise matters not referred to in your proof. You need not include lengthy extracts from documents held in the Inquiry library, provided adequate references are included. All documents should be A4 size or capable of being folded to that size. Any photographs should be mounted on A4 card and accompanied by a plan showing viewing points. If your proof exceeds 10 pages, a summary should also be submitted, drawing from but not adding to the proof.

Two weeks later you will receive the Council's statement. This is its response to your objection. You should study it and make a list of questions you would like to ask at the Inquiry. If the rebuttal refers to any documents, make sure that you are familiar with them and make sure that you have read the relevant sections of the Deposit Plan and any proposed changes. The documents can be seen at the Council's offices. If having read the Council's statement you consider that you no longer wish to maintain your objection or wish to conditionally withdraw your objection subject to an offered proposed change being recommended by the Inspector, please confirm this in writing to the Programme Officer as soon as possible. This may enable him to re-allocate your time in the Inquiry programme to someone else. Similarly, if you decide that you don't want to appear at the Inquiry and rely instead on written representations, please inform the Programme Officer immediately.

If you miss the deadline for submitting your proof, the Programme Officer will contact you and ask whether you still wish to appear at the Inquiry. If the delayed statement causes complications to the Inquiry Programme, you may be asked to come on a different day at a time when it is convenient to the Inquiry, having regard to other participants who have complied with the timetable or to proceed by written representations. On the day of your appearance at the Inquiry, try to arrive at the venue in good time, at least half an hour before the allotted time and let the Programme Officer know that you have arrived. You can enter the Inquiry Room at any time before you are due to speak, but if the Inquiry is in session, please avoid disturbing other speakers.

At the Inquiry

When the Inspector announces your objection number, your name and the subject of your objection, you should move forward and sit at the `objectors' table. You will be facing the Council's team. If you are bringing witnesses, they should be seated by your side, but with you seated at the end closest to the Inspector.

When talking to the Inspector, it is usual to call him Mr/Ms Xx rather than Chairman or some other designation. The Inspector will summarise the disagreements between you and the Council. The Inspector will ask both sides to respond to his questions. The Objector and the Council will have the opportunity to ask questions of each other through the Inspector. The Council and then the objector will have the opportunity to make a short closing statement.

Please try to answer questions put to you as best you can and don't worry if you don't know the answer or can't see the relevance of the point. If you don't understand the question, please say so. If you wish to call any witnesses in support of your case, the process may be repeated if the witness has not already made their contribution.

At the end, you will have the chance to sum up your case, but you must not introduce any new material or points at this stage. Your summing up must only refer to points that you have already made and the response to them. The Inspector will thank you for your attendance and move onto the next objection.

Although all this may sound a little formal, the Inspector will make the proceedings as informal as possible and will try to make you feel at ease. If you don't understand the procedure, don't hesitate to ask him/her. If you are unsure about the procedure, come along beforehand and see another objection being heard, or ask the Programme Officer to explain it to you.

After the Inquiry

In some cases, the Inspector will have seen the site of your objection from the public highway before you present your case (e.g. during the adjournment weeks) but will probably need to see it again afterwards. Usually, the Inspector will do this alone and without announcing when it will occur. Sometimes the Council and objector, or the Inspector might suggest that an accompanied site visit is necessary, perhaps because it involves going on to private land. The Programme Officer will arrange a time and date convenient to everyone. At such inspections, no new evidence can be heard, but physical features referred to at the Inquiry or in the written statements can be pointed out to the Inspector.

Because of the length of the Inquiry and the number of objections, it will be some time before you hear the results of the Inspector's recommendations. Please note that, unlike a planning appeal against the refusal of planning permission, the Inspector does not make the final decision on your objection, but he/she writes a report to the Council with his/her recommendations on all the objections. When the Council has decided whether to accept the Inspector's recommendations, it will produce a report with a list of proposed modifications to the Plan and reasons for any instances when the Inspectors recommendations are not accepted. These will be advertised and publicised, like the deposit Plan, and you will have a chance to comment upon it. Eventually the Council will adopt the Plan.

Annex 5 - Notification of Inquiry Programme

Inquiry Programme

1. I have pleasure in enclosing, for your information, a copy of the Inquiry Programme. I am sending the Programme to all those who have made representations so that if you wish to listen to a particular session/topic, you will know the approximate time of that session/topic. However, you should maintain contact with my office to confirm how the Inquiry is progressing and if there have been any changes to the published Programme.

2. Those of you who have requested appearance time at the Inquiry should check the Programme carefully and note the session(s) allocated to your objection(s). If your name is not listed and you wish to appear, please contact me immediately. Similarly, if you are listed and do not require Inquiry time, please contact me immediately. Where appropriate, some multiple objections have been listed against a single appearance; strategic policy objections will otherwise generally be heard separately from site-specific objections.

3. Where Hearing sessions are being used, I must remind you that even if you are legally represented there will be no cross-examination but a discussion led by the Inspector and matters of fact should be agreed if possible, in advance, between the parties. If there are particular reasons why this not an appropriate format for your particular objection, please contact me so that it can be amended to a formal inquiry session.

4. Written details of who is presenting the evidence, together with the names and professional qualifications of any witnesses, should be sent to me at the time that evidence is submitted.

5. I attach a copy of the advertisement that will be published by Anytown Council to advertise the Inquiry.

Anytown Unitary Development Plan Inquiry Programme

Venue: The Council Chamber, Anytown Hall, Nowhere Street, Someplace

Objections: The Programme gives the name of the Objector, the Objector Number, the Representation Number and the Plan Reference. Thus 711/BE4 refers to Representation Number 711 to Policy BE4. Representation Numbers, which include the suffix RD, are those representations made to the Revised Deposit Plan.

Council: Anytown Council will be responding to all Objections; however, to simplify the Programme, Objectors only are shown.

Programme: You are reminded of the need to maintain contact with the Inquiry Office to check on the Inquiry progress.

Evidence: You are reminded that the Inquiry will require SIX copies of all documents. These should be A4 (or folded to A4) size and, for ease of filing, at least two copies should be unbound and secured with staples or treasury tags. All documents should be clearly marked with the name of the Objector and the Representation Number(s) and Plan Reference(s) to which the evidence refers. Where a single document covers a number of Objections, it would be most helpful to the Inspector if the evidence for a particular reference was easily distinguishable e.g. a new page for each plan reference/representation number. Please include page numbers in all documents, including appendices.

Deadlines:

	Objectors	Council
Inquiry Appearance
Written Representations

NB: Failure to comply with these deadlines may mean that you will lose your allocated Inquiry date and be moved to a less convenient time or requested to proceed by written representations

Block 2

Block 2 Week 2	10.00 a.m	2.00 p.m
Tuesday 5 March 2002	Site Visit	Site Visit
Wednesday Day 3 6 March 2002 Town Centres & Shopping Tourism, Entertainment & the Arts Open Space, Sport & Recreation Community Facilities	Hearing Session Emptier Homes Agency - Objector 483 616 & 617/Para 8.1	Hearing Session Tourism, Entertainment & the Arts Mr E D Chambers - Objector 542 687/STR31 Open Space, Sport & Recreation Lancelot & Harrowdbarrow Residents Assoc - Objector 932 1902RD/OS22 Mr E D Chamberlin - Objector 542 715/STR33 Brentside Residents & Motorists Assoc - Objector 910 1880RD/Para 10.13.2; 1879RD/OS22
Thursday Day 4 7 March 2002 Park Royal	Asiarnsky Television plc - Objector 783 1206 & 1754RD/PR6; 1232/STR28; 1227/STR37; 1228/STR38; 1223/TRN6; 1220/EMP5; 1215/EMP15; 1751RD/EMP15A; 1214/EMP16; 1210/TEA1; 1209 & 1753RD/TEA6 Mr P Clarkman QC	Asiarnsky Television plc - Objector 783 1206 & 1754RD/PR6; 1232/STR28; 1227/STR37; 1228/STR38; 1223/TRN6; 1220/EMP5; 1215/EMP15; 1751RD/EMP15A; 1214/EMP16; 1210/TEA1; 1209 & 1753RD/TEA6 Mr P Clarkman QC
Friday Day 5 8 March 2002 Park Royal	Hearing Session Greener Property - Objector 647 907/PR6; 908/EMP15

Annex 6 - Document Handling Letters

Reminder to submit documents

I am writing to remind you that any further evidence in respect of your inquiry appearances, as detailed below, are due no later than 12 noon on Tuesday 15 January 2002.

Date	Objector	Representation No
07/03/02	Emptier Homes PLC

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Acknowledgement of receipt of Proof of Evidence/Written Representations

I have pleasure in acknowledging the Proof of Evidence/Written Representations for the forthcoming Inquiry session on .

Date Received	Inquiry Document No	Plan Reference	Subject

I will forward the Council's response in due course. Please note that you should forward a note detailing whom is presenting the evidence and the names and qualifications of witnesses by return.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Council's response to your Proof of Evidence/Written Representations

I have pleasure in enclosing the Anytown Council response to your written representations to the Revised Deposit Unitary Development Plan, as detailed below.

Inquiry Document Reference: Anytown/WR/OS22

Any supplementary statements, as a result of the Council's response, should be in my office within three weeks of receipt of this letter. If this causes you any difficulty please contact me as soon as possible.

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Annex 7 - Attendance and Appearance lists

Anytown Unitary Development Plan
Public Inquiry - Attendance list

Day xx Date

Name	Signature	Representation

Anytown Unitary Development Plan

Public Local Inquiry

Details of person(s) giving evidence on:-

Appearing

Instructed by

Representing

Inquiry Document No	Plan Ref	Name(s) of witness(es) (if any)	Additional documents (if any) submitted at the hearing

Annex 8 - Inspector's skeleton report

1. Chapter 1 - Strategic housing policies

1.1 Policy H1 - Housing sites

The Objections

1005/5005/H1 Housing Developments PLC
1004/5600/H1 The Housing Corporation

Summary of Objections/Issues

(a) More green field sites should be allocated

(b) More affordable housing units are needed
Inspector's Reasoning and Conclusions

1.1.1 xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

1.1.2 sssssssssssssssssssssssssssssssssssssss

Recommendation
I recommend that the Plan be modified by…

1.2 Policy H2 - Conversions

Annex 9 - Appendices to Inspector's report

1. Appearance List

Day xx

For the Council:
Mr P Greenaway QC:
Mr P Brown	Chief Planning Officer
Mr G White	Chief Engineer

For the House Builders Federation:
Miss V Persuasiv	Marketing Manager

2. Document List

Document Ref:	Title
0219/1/P/doc1	Conservation Group's evidence
0219/1/P/doc2	Conservation Group's appendices
0219/1/SP/doc3	Conservation Group's Supplementary Proof
0219/1/SP/doc4	Photos of derelict Listed Building

3. Core Document List

CD Ref:	Title
CD/1 Anytown	Deposit draft UDP review 2000
CD/2	Anytown revised deposit UDP review 2001
CD/3	Anytown Council Pre-Inquiry Proposed Changes
CD/4	DETR: PPG3
CD/5	Anytown Council Housing Capacity Study March 2001

Local Plan and Unitary Development Plan Inquiries - Programme Officer Guidance Notes

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