1. West Midlands County Gardens Trusts’ Regional Forum
Tennis Court Club, 50 Bedford St, Leamington Spa,CV32 5DT
Wednesday 27 April

2. BACKGROUND TO PLANNING APPLICATION RESPONSES
Working against a background of increasing financial constraints
LPA staff cutbacks
The Gardens Trust staff only part time and from having regional officers now only 3 to cover Casework Log, national policy/cases of national significance & general week-to-week planning applications throughout whole of England
CGTs’ expertise crucial to provide local knowledge as without this TGT would be unable to fulfil it’s statutory role

3. ROLE OF CASEWORK LOG MANAGER
Alison Allighan puts together the weekly Casework Log
- LPAs notify her of new applications
- CGTs notify her of those missed out by LPAs
- Members of the public bring some to our attention
All CGTs receive weekly copies of the Casework Log plus a monthly summary of responses
Casework Log being updated post merger. Soon we hope to have individual CGT log ins to check planning histories and search for other similar applications elsewhere

4. ROLE OF ASSISTANT CONSERVATION OFFICER
Reviews all applications on the weekly Casework Log
- Read through all paperwork for each case
- s individual CGT if even the slightest worry that it may be problematical
- Responds from TGT if necessary as well as CGT individual response
Since April 2015 visiting individual CGTs to find out how they approach planning, what they want from TGT etc
Work closely with HLP at Regional Forums and Study Days

5. TGT CONSERVATION
DECEMBER 2015-FEBRUARY 2016
- 407 new cases were added to the Casework Log
- 391 for England and 16 for Wales
- 80 of the cases were considered significant and direct contact made with CGTs by the ACO
- 8 written responses were submitted by TGT for the most high-profile cases and a further 4 in response to policy matters
- 42 responses made by the various CGTs
- 15 case - ‘no comments’ recorded.
- The number of ‘outcomes’ made known to TGT was 12, the majority having been advised by the CGTs.

6. Responses to planning applications 2012-to date

7. HOW DO CGTs FIND VOLUNTEERS FOR PLANNING?
Know your membership – identify those who you think might be interested and talk to them directly
Often research is a way in – if people have spent time finding out about particular sites, they get fond of them and are keen to make sure that nothing affects them adversely
Regular meetings with another date in the diary (and biscuits/cake/tea/coffee/wine) means they are less likely to drift away
If people are involved in planning professionally they may be too busy, but they retire eventually …..

8. HOW DO CGTs FIND VOLUNTEERS FOR PLANNING?
Linkages with other similar groups eg. CPRE (with local branches often based on LA areas) are often well organised with a lot of expertise
- Be aware that these groups have a wider mandate perhaps than your focus. Important to say ‘NO’
when their issues go beyond yours.
Friends groups – also same focus issues

9. DIFFERENT WAYS CGTs ORGANISE PLANNING THE LONE HERO(INE) VOLUNTEER
There are several CGTs who do this. Possibly as they cannot find any more volunteers, but also because when someone is that good it’s a bit scary trying to learn the ropes and worry that one won’t come up to scratch …..
PROs
– Things don’t tend to fall between two stools and are not inadvertantly missed.
The hero(ine) knows their patch like the back of their hand and all the planning officers and decision makers
CONs
– A big responsibility for the Hero(ine) and leaves a vast gap should they fall by the wayside for whatever reason

10. SP may ask others within CGT for their views
DIFFERENT WAYS CGTs ORGANISE PLANNING SINGLE PERSON WITH BACK UP ADVISORS – type 1
Casework log (and local lists) checked by Single Person (SP), information entered on their own log, and decision made as to whether application(s) need comments
These applications may also be forwarded by other CGT members especially if they have particular concerns or knowledge of the site
SP may ask others within CGT for their views
Yorkshire GT’s rule is that any comments must be sent from, or signed off by, a trustee, as only trustees are covered by their liability insurance.
Comments entered on-line as much as possible

11. View on responses sought from other CGT members
DIFFERENT WAYS CGTs ORGANISE PLANNING SINGLE PERSON WITH BACK UP ADVISORS – type 2
Letter may be drafted by researcher who knows the site, which is then checked by SP, if necessary amended to focus on NPPF points, and then sent to LPA
Any responses drafted by other CGT members familiar with the site(s) are put into ‘planner speak’ by SP
Letters may be entirely written by SP with call out for information if site unfamiliar
View on responses sought from other CGT members

12. Yorkshire CGT’s Conservation Committee meets 3-4 times a year
DIFFERENT WAYS CGTs ORGANISE PLANNING SINGLE PERSON WITH BACK UP ADVISORS & CGT CONSERVATION COMMITTEE
Yorkshire CGT’s Conservation Committee meets 3-4 times a year
Due to time constraints for planning applications not every case is discussed
Current issues are raised, and reports on previous planning applications gone over
In between Committee meetings if uncertain whether to respond or what Yorkshire’s position should be, 2nd opinion from Chair sought
This approach may be unsustainable and delivery of conservation advice in the future will be addressed

13. CONSERVATION & DEVELOPMENT TEAM/COMMITTEE
The Divide into Separate Areas approach
Avon is no longer an actual county but uses the old boundaries as the basis for their work : They divide their ‘county’ into :
- Bristol & South Gloucestershire
- Bath & NE Somerset
- North Somerset
A different member is allocated to each area and is responsible for drafting responses and checking local planning lists to make sure that all applications have been covered.

14. SUMMARY OF AVON CASES

15. OTHER WAYS OF COMMITTEE ORGANISATION
Hampshire has 5 Committee members in their Conservation and Development team plus 3 members of their Research team who attend meetings and contribute
Team members are landscape architects, architects and town planners plus a national walled gardens expert
All but one are retired
County divided in to 9 District Councils plus 2 Unitary Authorities (Southampton & Portsmouth)
Each member has 2-3 LPAs to deal with
Casework Log distributed to geographically relevant member by 2 Acting Team leaders

16. OTHER WORK UNDERTAKEN BY HAMPSHIRE COMMITTEE
Have £5,000 pa from Trust towards funds/advice for restoration of features within historic parks/gardens
Offer advice/small grant for creation of public open spaces
Grants agreed by Team and advised to Executive Committee
If grants are over £2000 then Executive Committee must approach first
Guidance & advice from Research team usually essential

17. PAID ADVISOR
Devon Gardens Trust (DGT) beneficiary of substantial legacy
John Clark (former Chartered Town Planner for Exeter City Council) is paid Planning Advisor to DGT. Initially he responded to planning applications and also produced the Devon Local Register (now Devon Gazetteer of Parks & Gardens of Local Historic Interest)
Now John paid £2500 pa to respond to all planning application consultations, visiting sites as necessary, discussing with conservation/planning officers, sometimes on site, sometimes on phone. Reports to Conservation Committee 3 times pa.
Meets Devon Conservation Officers group regularly
Met DCC team responsible for HER
Worked with English Nature & advised on few HLS schemes

18. HLF TRANSITION PROJECT GRANT
London Parks & Gardens Trust has been reviewing working methods To facilitate this it got a grant to employ two temporary staff for six months to prepare reports on Planning & Conservation & on Learning & Training As a result of this they will be appointing a part time (2.5 days a week) Director, in particular to develop the Trust’s conservation & learning work. At present all planning throughout all London boroughs undertaken by one volunteer which puts a great deal of pressure on that person.

20. THANK YOU