Contract

C O U N C I L S U M M O N S

I xxxx aelodau’r Cyngor Cewch xxxx galw I fod yn bresenol

CYFARFOD O CYNGOR

2.00 pm

Dydd Mercher, 4 Hydref 2023

--- A G E N D A ---

RHAN A

AGENDA

1. Cyhoeddiadau'r Maer

2. Cyhoeddiadau'r Arweinydd

3. Datganiadau o fuddiannau

4. Cofnodion cyfarfod blaenorol y Cyngor (Tudalennau 3 - 8)

5. Holi'r Cyhoedd.

.

RHAN B

6. Cyflwyniad i'r Cyngor gan Heddlu De Cymru

7. Adroddiad Blynyddol y Pwyllgor Gwasanaethau Democrataidd 2022-23 (Tudalennau 9 - 22)

8. Newidiadau i Gymesuredd Gwleidyddol ac Aelodaeth Pwyllgorau (Tudalennau 23 - 32)

9. Cytundeb Cyflawni Cynllun Datblygu Lleol Newydd (CDLl) 2021- 2036 Diwygiedig (Tudalennau 33 - 152)

RHAN C

10. Hysbysiad o Gynnig o xxx Xxxxx 10 o Ran 4 (Rheolau Gweithdrefn) Cyfansoddiad y Cyngor

11. Cwestiynau gan Aelodau, gyda Rhybudd, o xxx Reol 9.2 o Reolau Gweithdrefn y Cyngor

12. Eitemau xxxx

Any urgent items at the discretion of the Chairperson pursuant to Section 100BA(6)(b) of the Local Government Act 1972 (as amended).

Chief Executive

Civic Centre

Port Talbot Dydd Iau, 28 Medi 2023

Eitem yr Agenda4‌

- 1 -

COUNCIL

(Civic Centre, Port Talbot)

Members Present: 12 July 2023

The Mayor: Councillor X.Xxxxxxxx The Deputy Mayor: Councillor X.Xxxxxxx

Councillors: X.Xxxxx, X.X.Xxxxx, X.Xxxxxx, X.Xxxxxx,

X.X.Xxxx, X.X.Xxxxx, X.Xxxxx, X.X.Xxxxxx, X.Xxxxxxxx, X.Xxxxxxxx, X.X.Xxxxxx, X.Xxxx, X.X.Xxxx, X.X.Xxxxxxxx, X.Xxxxxxxxx, X.X.Xxxxxx, X.X.Xxxxxx, X.Xxxxxxxxxx, X.X.Xxxxxxxxx, X.Xxxxxx, X.Xxxxx, X.Xxxxxx, X.Xxxxxx, X.X.Xxxxxxxx, X.X.Xxxxxxxx, X.X.Xxxx, X.Xxxxxx, X.X.Xxxxxxxxx, X.Xxxxxxx, X.Xxxxxx, X.Xxxxxx, X.Xxxxx,

X.Xxxxx, X.Xxxxxx, X.Xxxxx, X.Xxxxxxx, X.Xxxxxx, X.Xxxxxx, X.Xxxxxx-Xxxx, X.Xxxxxx, X.Xxxxxx, X.Xxxxxxxx and X.Xxxxxxxx

Officers in Attendance:

X.Xxxxx, X.Xxxxxxx, X.Xxxxxx, X.Xxxxxxxxx, X.Xxxxx, X.Xxxx, X.Xxxx, X.Xxxxx, X.Xxxx, X.Xxxxxx-Xxxxxx, X.Xxxxxx and X.Xxxxxx

Representatives of the Translation Service:

Present

1. Mayor's Announcements

It was with great sadness that the Mayor informed Council of the death of the previous Clerk to Onllwyn Community Council, Xxxx Xxxxxxx. Xxxx was one of the longest serving Clerks to Council in the County Borough and was also a serving Community Councillor on Seven Sisters Community Council. Council stood for a minutes silence.

The Mayor also welcomed Xxxxxxx Xxxxxx, the new Director of Strategy and Corporate Services, to his first meeting of Council.

120723

Tudalen3

- 2 -

2. Leader's Announcements

The Leader of Neath Port Talbot Council gave Council an update on Local Bus Funding. Further updates would be provided to Members over the coming weeks, as the Council works to achieve greater certainty for all of those who depend on these vital local services.

3. Declarations of Interest

No declarations of interest were received.

4. Minutes of the Previous Meeting of Council

The minutes of 26 April 2023, were approved as a true and accurate record.

5. Public Question Time.

No public questions were received.

6. Changes to Committee Membership

RESOLVED: The following amendments to Council

Committees be agreed:

• That Cllr Xxxx Xxxxx be removed as member of the Education, Skills and Wellbeing Scrutiny Committee.

• That Cllr Xxxx Xxxxxx be appointed as member of the Education Skills and Wellbeing Scrutiny Committee.

• That Cllr Xxxxx Xxxxx be removed as the Vice Chair of the Cabinet Scrutiny Committee

• That Cllr Xxxx Xxxxxx be appointed as the Vice Chair of the Cabinet Scrutiny Committee.

• That Cllr Xxxxx Xxxxx be removed as the Vice Chair of the Cabinet Scrutiny (Policy and Resources) Sub Committee

120723

Tudalen4

- 3 -

• That Cllr Xxxx Xxxxxx be appointed as the Vice Chair of the Cabinet Scrutiny (Policy and Resources) Sub Committee

• That Cllr Xxxxx Xxxxx be removed as Chair of the Planning Committee

• That Cllr Xxxx Xxxxx be appointed as Chair of the Planning Committee

• That Cllr Xxx Xxxxx be appointed as Vice Chair of the Planning Committee

• That Cllr Xxxx Xxxxxx be appointed as a member of the Planning Committee.

The following amendments to Member Champions be agreed:

• That Cllr Xxxxx Xxxxx be removed as an Armed Forces Champion

• That Cllr Xxx Xxxxx be named as an Armed Forces Champion.

7. Freeport Chief Executive Appointment

It was anticipated that the recruitment activity would commence in September 2023, with advertising and search. The selection process would commence in October, with an appointment anticipated in November / December. If the successful candidate had a 3 month notice period, they should then be ready to commence in post in February 2024, by which time it was anticipated the Celtic Freeport Company would already be established.

Officers confirmed that Celtic Freeport would be the employer of the Celtic Freeport Chief Executive, as contained within the circulated report.

RESOLVED: It be agreed that:

(a) Council approves the establishment of the Chief Executive – Celtic Freeport post and authorises the Chief Executive of Neath Port Talbot Council to agree the final job description and salary and initiate recruitment to the post.

120723

Tudalen5

- 4 -

(b) Council delegates the decision making for this appointment to representatives of the Freeport Project Board established pursuant to the Memorandum of Understanding dated 9th June 2023, comprising representatives of Neath Port Talbot Council, Pembrokeshire County Council, Associated British Ports and Milford Haven Port Authority.

(c) Delegated authority be granted to the Chief Executive of Neath Port Talbot Council to participate and vote in any recruitment panel convened for the appointment of the Chief Executive – Celtic Freeport.

8. Welsh Language Promotion Strategy

RESOLVED: That having had due regard to the Integrated

Impact Assessment, it be agreed that Council adopt the Welsh Language Promotion Strategy 2023-2028, as detailed in the circulated report.

9. Digital Data and Technology Strategy

RESOLVED: That the Digital, Data and Technology

Strategy, for the period 2023-28 (as detailed in the circulated report), be adopted by Council, subject to annual review.

10. Notice of Motion under Section 10 of Part 4 (Rules of Procedure) the Council's Constitution

No Notice of Motions were received.

11. Questions from Members, with Notice, under Rule 9.2 of the Council's Procedure Rules

No questions were received.

120723

Tudalen6

- 5 -

12. Urgent Items

No urgent items were received.

CHAIRPERSON

120723

Tudalen7

This page is intentionally left blank

Tudalen8

Eitem yr Agenda7

COUNCIL

4th October 2023

Report of the Democratic Services Chairperson

Matter for Information Xxxxx Affected:

All Wards

Annual Report of the Democratic Services Committee 2022/23. Purpose of the Report

To update Members on the work undertaken by the Democratic Services Committee for the civic year 2022/23.

Background

To provide an overview of the work of the Committee for 2022/23.

Financial Impact

No impact.

Tudalen9

Integrated Impact Assessment

There is no requirement to undertake an Integrated Impact Assessment as this is an administrative report.

Workforce Impacts

No impact.

Risk Management

No impact.

Legal Powers

Local Government (Wales) Measure 2011 (S.7) xxxx://xxx.xxxxxxxxxxx.xxx.xx/xxx/0000/0/xxxxxxxx

Valleys Communities Impacts:

There are no specific impacts for valley communities arising.

Consultation

There is no requirement under the Constitution for external consultation on this item.

Recommendation

That Council note and endorse the Democratic Services Committee Annual Report 2022/23 attached at Appendix 1.

Reason for decision

To note and endorse the Annual Report 2022/23 of the Democratic Services Committee.

Tudalen10

Implementation of Decision

This report will be for implementation after the three day call in period.

Officer Contacts

Cllr X. Xxxxxxx - Chair of the Democratic Services Committee. e-mail: xxxx.x.xxxxxxx@xxx.xxx.xx

Tudalen11

Mae’r dudalen hon yn fwriadol wag

NEATH PORT TALBOT COUNCIL DEMOCRATIC SERVICES COMMITTEE ANNUAL REPORT

2022-2023

Tudalen13

Chair’s Foreword

It was my privilege to take forward the role as Chair of the Democratic Services Committee through this important inaugural year for the Democratic Services Committee, following the Local Government Elections in May 2022 and it is with great pleasure that I present this report for the Democratic Services Committee covering the period from June 2022 to May 2023

The election welcomed 19 new Members within the Council and the role of this Democratic Services Committee has been more important than ever, to ensure that we support all new and returning Members to undertake their role.

The publication of the report is an attempt to provide an element of good practice for Members in addition to the production of an appropriate yardstick with which to approach the generation of future reports.

The Democratic Services Committee’s forward work programme is agreed by members on a rolling basis. Whilst the Democratic Services Committee takes decisions and provides direction for the Council on several key matters relating to member support and associated issues, Members remain mindful that it is the cabinet and ultimately Council that has overall responsibility for all strategic and far reaching decision making on behalf of Neath Port Talbot Council.

However, Members are also mindful that they are charged with the duty of carrying out all of the statutory requirements provided for this committee under the Local Government (Wales) Measure 2011. In this respect, I am delighted to report on the success of the Democratic Services Committee during this period.

The work and support of the Council’s Democratic Services Section should not go unnoticed through the Member Induction Programme and beyond, with the support and advice, training and the provision of technology to assist members. This appreciation was clearly visible through the results of the Members Survey results and our thanks go to the Head of Democratic Services and the dedicated team who continue to go over and above to support all elected members.

We have embraced a dynamic approach as a Democratic Services Committee, being fortunate to build upon the strong foundations of the previous Committee and its former Chairs. We will continue to champion areas previously progressed, in particular the diversity in democracy agenda that the former Democratic Services Committee passionately highlighted through its working group arrangements, but also focus on areas of addressing member intimidation and harassment to ensure all members feel safe in their roles and are supported in various forums. The public perception of the role of the elected member also needs to be built on to encourage anyone in the community to put their name forward as a candidate should they wish to contribute their communities.

As a new Democratic Services Committee Membership there are many areas and opportunities we have committed to take forward over the next Municipal Year to ensure

Tudalen14

that each and every Member is given the best opportunity to deliver for their residents and will look to produce a robust forward work programme in the new municipal year to achieve this aim.

I would like to take the opportunity to thank my Vice Chair, Councillor Xxxxxx Xxxxxx-Xxxx for his support and advice during my first year as Chair of the Democratic Services Committee and to each of the Members for their attendance, input and positive challenge brought to each and every meeting.

I would also like to place on record my thanks for continued hard work and dedication of the Democratic Services Team.

Xxxx Xxxxxx Xxxxxxx (Chair of the Democratic Services Committee)

Tudalen15

Members of the Democratic Services Committee 2022-2023

Xxxx Xxxxxx Xxxxxxx Chair

Cllr Xxxxxx Xxxxxx-Xxxx Vice Chair Cllr Xx Xxxx

Cllr Xxxx Xxxxxx Cllr Xxxxx Xxxxxx Cllr Xxxx Xxxxxxx Cllr Xxxx Xxxxxx Cllr Xxxxx Xxxx Cllr Xxxxx Xxxxxxxx Cllr Xxxxx Xxxxxx

The Democratic Services Committee formally met four times during 2022/23 and meetings were held on a hybrid basis, in the Council Chamber and over the Microsoft Teams platform.

The Chair is a member of and attends regular meetings of the All Wales Network for Member Support and Development where best practice is discussed and useful relationships are formed.

Tudalen16

The remit of the Democratic Services Committee

The functions of the Democratic Services Committee are:-

• To exercise the functions of the Council under Section 8(1) (a) Local Government (Wales) Measure 2011 (designation of Head of Democratic Services) (as more particularly described in Section 9(1) of the Local Government (Wales) Measure 2011);

• To review the adequacy of provision by the Council of staff, accommodation and other resources to discharge democratic services functions (including but not limited to councillor training, Improvements and innovations to Council democratic practices)

• To make reports and recommendations to the Council in relation to such provision;

• To determine whether or not the Councillors period of family absence should be cancelled in accordance with Regulation 34 of the Local Government (Wales) Measure 2011.

• To determine whether or not to withhold a Councillor’s Remuneration should they fail to return following a period of family absence on the date specified in the notice provided

• It is for the Democratic Services Committee to determine how to exercise these functions however the Democratic Services Committee may not exercise any functions other than the functions set out above unless approved by Full Council

Tudalen17

The work of the Democratic Services Committee in 2022-2023

Member Induction and Member Development

The Member Induction Programme saw the most extensive programme of training to newly elected and returning Members, over and above the prescribed mandatory training requirements.

During the course of the first municipal year, further general and bespoke sessions were delivered both externally and internally.

The training sessions were undertaken both virtually and through the hybrid approach and at various times to accommodate Members with their personal and business commitments. Where Members were unable to attend, individual 1-1 sessions were arranged.

The Democratic Services Committee is responsible for the training and development opportunities provided to Members by the Council Democratic Services Section and the rest of the Council. Therefore the Democratic Services Committee were keen to embark on a Members Survey to obtain feedback from Members in respect of the Induction programme to ascertain the relevance/length/content of the sessions and where, if any, improvements could be made for future induction training programmes. It was pleasing to note that overall, Members said they were satisfied with the delivery, timings and content of the training.

It is appreciated that for a few Members the programme was difficult to accommodate and the Council Democratic Services team were appreciative of the feedback, to allow them to refine the induction programme for the benefit of future Members.

Going forward, it is important to build on the training foundations of the Induction Programme to ensure Members are further equipped with the skills and further knowledge base to undertake their role and the Committee have supported the Personal Development Review Process undertaken by the members within their political groups but also provide Members with the opportunity to take forward private discussions to establish any additional training needs and also the opportunity to discuss general wellbeing, which as a Committee, we feel is just as important. Members were reminded that, wherever possible, members can have an opportunity to review their training and development needs on an annual basis should they wish to undertake this. Members noted that the Head of Democratic Services would communicate with Group Leaders to consider training for members to undertake personal development reviews with their peers and then invite and encourage wider members to complete a Personal Development Review should they so wish.

Roles and Responsibilities:

Following the Local Government elections, training on the roles and responsibilities of the Democratic Services Committee was given to the committee.

Tudalen18

Multi Location Meeting Policy

The Local Government and Elections (Wales) Act 2021 statutory guidance required the Council to develop a policy around multi location meetings. The Democratic Services Committee considered some key issues including; determination of meeting types, standards of behaviour and etiquette. The policy was later ratified at Full Council.

The Democratic Services Committee have been heavily involved in the implementation and roll out of the hybrid meeting system since initial discussions in 2019 with the Democratic Services Committee being pleased to see that members can choose to attend meetings either via attendance at the Council Chamber or through the MS Teams platform. The live streaming / webcasting of full Council meetings is a further approach to engaging with the public, allowing members of the public to watch meetings as they happen from their own setting, rather than having to attend the Council Chamber, which has previously been recognised as a barrier for public participation. The Democratic Services Committee welcomes to uploading of meetings on Youtube as well for individuals to watch.

Other benefits achieved through include:

• A positive demonstration of accountability and transparency;

• Encouraging engagement and debate, by creating more opportunities for the public to access meetings

• Accuracy of recording of meetings including recording of decisions, voting and attendance;

• The opportunity to raise the profile of the work of Councillors, and the discussions behind the decisions of Council and its committees

Councillor Safety and Wellbeing

The welfare and mental health of Members is crucially important and Members need to be aware of the support that is available to them.

The Democratic Services Committee were updated on ongoing issues in relation to Councillor safety and wellbeing, in particular the Local Government Associations’ ‘Debate not Hate’ programme.

Handling Harassment Abuse and Intimidation

The Role of an Elected Member is integral to the running of the Council and as such an important role of an Elected Member is to keep in touch with their residents and communities, which includes communication via telephone, email, social media, virtual meetings and face to face contact with constituents, for example, by holding xxxx surgeries, making visits to people’s homes, or when receiving people at their own homes.

A range of safety provisions available to Members were outlined at the Democratic Services Committee in April and it is important to recognise the effects on Members wellbeing, when a victim of any personal or cyber attack.

Tudalen19

The Democratic Services Committee were updated on the Councillor’s Guide to Handling Harassment, Abuse and Intimidation led by the Local Government Association (LGA). I wrote to the Chair of the WLGA expressing the committee’s concerns, and desire to be part of any working groups going forward.

Annual Survey of Members

The Democratic Services Committee endorsed the content and process of the annual survey of members, which was undertaken in Spring 2023. The findings of which help to determine focus and resource and training for the next Civic Year.

Public Participation Strategy

The Democratic Services committee were asked to be part of the consultation on the Council’s Public Participation Strategy, with particular focus on the requirements of the Local Government and Elections (Wales) Act 2021 which requires councils to encourage local people to participate in their decision making. The Public Participation Strategy was later ratified at Council.

Democracy is something to be valued and nurtured. At a local government level this means a commitment to listen to all voices, for those voices to be heard and to work together with our communities to explore and resolve issues of concern, promote and recognise achievements and face new challenges together.

Our council is strongly committed to fostering a culture of partnership with local people and communities, encouraging and supporting them to participate in our decision making, and keeping them informed about how their participation has influenced decisions.

The Democratic Services Committee looks forwarding to supporting the positive work being undertaken in this area.

Independent Remuneration Panel Wales Draft Annual Report

The committee considered the Draft Report of the Independent Remuneration Panel for Wales. The committee discussed the proposed changes to be implemented in 2023/2024 and agreed to make a brief response to the consultation.

Members’ Annual Report Scheme

Members were reminded of the current policy to support the production of annual reports by members of the Council. Members received and noted the Members’ Annual Report Scheme.

Assessment of Resources for the Democratic Services Committee

Following consideration of a report on the outcomes of an assessment of the adequacy of resources within the Democratic Services Team, Members were in support of the recommendations contained within the report.

Diversity in democracy

Tudalen20

Members also noted the requirement to promote Diversity in Democracy and how this can be achieved. Members agreed to support further work in these areas and to consider the Diversity in Democracy programme on their Forward Work Programme.

Tudalen21

Future Priorities

The Democratic Services Committee regularly reviews its forward work programme and has identified the following priority areas for consideration in 2023-2024 in amongst the standing items that we will receive.

• Overseeing a draft training programme for elected members following the recent survey work undertaken;

• Commenting and developing strategies to correspond with Local Democratic Week 2023 and onwards

• Continuing to undertake work to look at harassment, intimidation and the support that can be provided to elected members in this regard

• Diversity in Democracy and how we can do more as a Committee and Council to encourage greater diversity in our candidates for future elections

• Reviewing of participation work such as our E-Petition Schemes and Public Speaking at Council meetings

• Consider the development of a protocol for member support through the work undertaken by the Welsh Local Government Association.

• Further implementation of the Welsh Local Government Association Democracy Handbook

Tudalen22

Eitem yr Agenda8

NEATH PORT TALBOT COUNTY BOROUGH COUNCIL CYNGOR BWRDEISTREF SIROL XXXXXXX-XXXX PORT XXXXXX

COUNCIL

4th October 2023

REPORT OF THE HEAD OF LEGAL AND DEMOCRATIC SERVICES

Xx. Xxxxx Xxxxxxxxx.

SECTION A – MATTER FOR DECISION WARDS AFFECTED: ALL

CHANGES TO POLITICAL PROPORTIONALITY AND COMMITTEE MEMBERSHIP

Purpose of the Report

To authorise changes to the allocation of seats on council committees to the political groups.

Summary

The Chief Executive received notification from Cllr Xxxxxxxx Xxxxxx on the 5th September 2023 that she had resigned from the Labour Group and on the 8th September 2023 the Chief Executive received notification that Cllr Xxxxxxxx Xxxxxx had joined the Coedffranc Liberal and Green Group.

Accordingly, the political makeup of the Council has changed and changes are needed to the allocation of seats between political groups and to the membership of certain committees.

The proposed proportional allocation of seats to each relevant committee is enclosed at Appendix 1 for Council approval.

Consultation has taken place with the Group Leaders of the impacted political groups on the proposed allocations and Group Leaders have

Tudalen23

notified the Head of Legal and Democratic Services of changes that they propose should be made to the membership of committees specified below:

Labour Group Changes:

That Cllr S Xxxxxx be removed as a member of the Registration and Licensing Committee.

That Cllr S Xxxxxx be removed as a member of the Licensing and Gambling Acts Committee.

That Cllr A Xxxxxx be removed as a member of the Governance and Audit Committee.

That Xxxx X Xxxxxxxx be appointed as a member of the Governance and Audit Committee

That Xxxx X Xxxxxx be removed as a member of the Democratic Services Committee

That Xxxx X Xxxxxxxx be appointed as a member of the Democratic Services Committee

Xxxx X Xxxxxxxx replaces Cllr S Xxxxxx on Democratic Services Committee

That Cllr A Xxxxxx be removed as a member of the Appeals Panel That Cllr S Xxxxxxxx be appointed as a member of the Appeals Panel

That Cllrs S Grimshaw and S Freeguard be removed as members of the Environment, Regeneration and Streetscene Services Scrutiny Committee

That Cllrs X Xxxxxx and X Xxxx be appointed as members of the Environment, Regeneration and Streetscene Services Scrutiny Committee

That Cllrs A Xxxxxx and A Xxxxxxx be removed as members of the Social Services, Housing and Community Safety Scrutiny Committee

Tudalen24

That Cllrs X Xxxxxxxx and S Freeguard be appointed as members of the Social Services, Housing and Community Safety Scrutiny Committee.

That Cllr A Xxxxxx be removed as member of the Corporate Parenting Panel

That Cllr S Freeguard be appointed as member of the Corporate Parenting Panel

That Cllr X Xxxxxxxxx be removed as member of the Education, Skills and Wellbeing Scrutiny Committee

That Xxxx X Xxxxx be appointed as member of the Education, Skills and Wellbeing Scrutiny Committee

That Cllrs A Lockyer and X Xxxxxx be appointed as substitutes to the Appeals Panel

Coeddfranc Liberal and Green Group Changes/Nominations

That Cllr A Xxxxxx be appointed as a member of the Registration and Licensing Committee.

That Cllr A Xxxxxx be appointed as a member of the Licensing and Gambling Acts Committee

That Cllr N Xxxxxx Xxxx be removed as a member of the Planning Committee

That Cllr A Xxxxxx be appointed as a member of the Planning Committee

Independent Group Changes/Nominations

That Xxxx X Xxxxxx be removed as a member of the Personnel Committee

Tudalen25

That Xxxx X Xxxxx be appointed as a member of the Personnel Committee.

Financial Impact

There are no financial impacts.

Integrated Impact Assessment

There is no requirement to undertake an Integrated Impact Assessment as the issues within the report relate to constitutional matters only.

Workforce Impacts

There are no workforce Impacts.

Legal Powers

Section 15 of the Local Government and Housing Act 1989 xxxx://xxx.xxxxxxxxxxx.xxx.xx/xxxxx/0000/00/xxxxxxxx

Risk Management

There are no risk management issues that require attention.

Consultation

There is no requirement under the Constitution for external consultation on this item.

Recommendations

That Council approves:-

1. The proportional allocation of seats to the political groups as contained in Appendix 1

2. The changes to the membership of committees as contained in the report.

Reason for Proposed Decisions:

To update the Council’s membership arrangements.

Implementation of Decisions

The decisions are for immediate implementation.

Tudalen26

List of Background Papers

Neath Port Talbot County Borough Council Constitution.

Officer Contact

Xxxxx Xxxxxxxxx, Head of Legal and Democratic Services x.xxxxxxxxx0@xxx.xxx.xx

Xxxxx Xxxxxx, Democratic Services Manager. x.xxxxxx@xxx.xxx.xx

Tudalen27

Mae’r dudalen hon yn fwriadol wag

XXXXXXXXX XXXXXXXXXXXX

Tudalen29

Committee (Based on 60 members)	Number of Members on Committee	Welsh Labour (27)	Plaid Cymru (12)	Coedffranc Liberal and Green Group (3)	Independent Democrats (16)	Dyffryn Independents (2)
Cabinet Scrutiny Committee	15	6	3	1	4	1
Cabinet (Policy and Resources) Scrutiny Sub Committee) (to be comprised of members of the Cabinet Scrutiny Committee)	9	4	2	1	2	0
Social Services, Housing and Community Safety Scrutiny Committee	12	6	2	1	3	0
Education, Skills and Wellbeing Scrutiny Committee (plus 8 co-opted)	13	6	2	1	3	1
Environment, Regeneration and Streetscene Scrutiny Committee	12	6	2	1	3	0
Planning Committee	12	5	3	1	3	0
Registration and Licensing	15	6(-1)	3	1(+1)	4	1
Licensing and Gambling Acts Committee	15	6(-1)	3	1(+1)	4	1
Licensing and Gambling Acts Sub Committee (comprising Chair/Vice Chair of Licensing and Gambling Acts Committee and one member of the Committee from Welsh Labour on a rota/availability basis).	3	1	1	0	1	0
Governance and Audit Committee (plus 4 co-opted voting lay members)	8	4	2	0	2	0
Democratic Services Committee	12	5	2	1	3	1
Personnel Committee	12	5	2	1	3	1
Special Appointments Committee (appropriate cabinet member to be voting member)	10/11	5	2	1	2	0
Standards Committee (plus 4 co-opted and one community council voting lay members and 2 substitute members)	2	1	0	0	1	0
Appeal Panel (plus 15 substitute members comprising 5 from each political group nominated)	5	2	1	0	2	0
City Deal Scrutiny Committee	3	1	1	0	1	0
CJC Scrutiny Committee	3	1	1	0	1	0
CJC Governance and Audit Committee (plus NPT Chair of Governance and Audit Committee)	2	1	0	0	1	0
Margam Crematorium Committee	5	2	1	0	2	0
Archives Committee (in addition to relevant Cabinet Member)	4	2	1	0	1	0

Tudalen30

Total	172/173	75(-2)	34	11(+2)	46	6
Other Groups
Staff Council (To include all 10 Cabinet Members plus additional members identified)	12	1	Cabinet Members	Cabinet Member	Cabinet Members	1
Corporate Parenting Panel	13	6	2	1	3	1
School Standards Partnership Group	6	3	1	0	2	0

Tudalen31

Mae’r dudalen hon yn fwriadol wag

Eitem yr Agenda9

NEATH PORT TALBOT COUNCIL

COUNCIL

4th October 2023

Report of the Director of Environment and Regeneration

Xxxxxx Xxxxxx

Matter for Decision Wards Affected: All Wards

Neath Port Talbot Replacement Local Development Plan (RLDP) 2021-2036 Consideration of: a revised Draft Delivery Agreement (DA) for the basis of consultation and subsequent submission to Welsh Government for approval.

Purpose of the Report

To consider and agree the revised Draft RLDP Delivery Agreement for the basis of consultation and subsequent submission to Welsh Government for approval, including a revised base date of 2023 and amended plan period of 2023-2038, along with the recommended delegated powers post-consultation to be implemented.

This Report was considered by ER&SSCB on 14th September 2023, where the Report was commended to Council for approval.

Executive Summary

The current Neath Port Talbot LDP (2011-2026) sets the framework for the development and use of land up to 2026. The Council has an obligation to undertake a full review of the LDP at intervals no longer than every four years from initial adoption and the LDP Review Report was therefore published in July 2020.

Tudalen33

Work formally commenced on the RLDP in January 2022 with the publication of the original Delivery Agreement. Due to a lack of deliverable / viable housing land however to meet the Authority’s economic growth needs over the plan period (2021-2036), there is a fundamental risk in progressing the plan towards Preferred Strategy consultation, initially scheduled for November of this year.

This report therefore seeks agreement of a revised Draft Delivery Agreement which in effect restarts the RLDP process with an amended plan period (to allow additional time to undertake further evidence base studies and explore potential solutions to the existing housing deliverability issues), along with the approval of the consultation arrangements and suggested delegated powers post- consultation.

Background

Members will be aware that there has been a significant under delivery of housing within Neath Port Talbot over the current LDP Period, with 223 homes per annum built on average over the period 2011/12 to 2021/22, whilst in contrast, job creation has been very positive – average of 633 jobs per annum between 2001 to 2019.

Neath Port Talbot has a number of constraints, which, combined, are preventing sites coming forward, including viability, contamination, flood risk and infrastructure, most notably capacity of the local highway network.

In 2022, Xxxxxx Associates Ltd were commissioned to undertake an ‘Economic and Housing Growth Assessment’ for NPT and Swansea which concluded that the positive economic growth of the last 20 years could continue over the RLDP plan period based on an analysis of macro-economic trends and existing and planned investment opportunities.

A substantial level of housing however would be required to support these economic aspirations and at the present time, this level of housing is unachievable in Neath Port Talbot. If the RLDP Strategy wants to embed these economic aspirations and allow for the identified level of potential economic investment, the strategy would need to ensure there is sufficient, deliverable housing land available to align the economic and housing strategies to comply with National Planning Policy and to produce a robust and ‘sound’ RLDP.

Tudalen34

Without being able to evidence deliverable and viable housing land, there would be a significant risk to the Authority in progressing the RLDP and could result in a ‘Category A’ objection from Welsh Government at Preferred Strategy stage.

Following discussion and consultation with WG officials, it was suggested that a potential way forward would be to amend the RLDP plan period and prepare a new Delivery Agreement to re-start the plan with a revised base date of 2023.

Whilst it would appear that it would be akin to ‘starting again’, the evidence-based studies that have been undertaken to date – e.g. Strategic Flood Consequences Assessment (SFCA), Integrated Sustainability Assessment (ISA), Green Wedge Assessment, Settlement Assessment etc. will all remain relevant and be used as the emerging evidence base.

Restarting the plan process would also present an opportunity to enable the Council to produce a robust, sound plan by providing additional time to work through potential solutions for a number of existing constraints. It will also reduce the under-delivery of housing in the initial years of the plan and enable another ‘Call for Candidate Sites’ to be undertaken.

Revised Delivery Agreement

The original Delivery Agreement was approved by Council in December 2021, following a period of Stakeholder Consultation. It was subsequently agreed with the WG and published in January 2022.

The revised draft Delivery Agreement is presented in full in Appendix 2 with the following summarising the main changes to the original Delivery Agreement:

• Amending the plan period from 2021-2036 to 2023-2038, this will allow more time to undertake further evidence base research, allow for another Call for Candidate Sites and reduce the under delivery of housing in the early years of the current plan period;

• A revised timetable for the RLDP work programme. Dates for the key stages of plan preparation include: Call for Sites (Nov/Dec 23); Preferred Strategy Consultation (Nov/Dec 24); Deposit Consultation (Nov/Dec 25) and Submission to WG for examination (June 26).

• Removing references to Covid and restrictions in face-to-face meetings and including more opportunities for face-to-face engagement;

Tudalen35

• Amending the timing of the Informal Community Feedback on the new Call for Candidate Sites by holding it at the same time as the Preferred Strategy Consultation;

• Amendments to Appendix C to make the document clearer and more concise and better articulate the engagement methods at each stage of the preparation process.

As part of the preparation of the revised Delivery Agreement, an updated Integrated Sustainability Appraisal Scoping Report (ISASR) has also been produced to reflect the amended plan period and base-date. There has been no change to the methodology, scope or level of detail to the version approved by Council in December 2021 and therefore this report has not been brought back to Members for consideration. There will however be a 5-week statutory consultation with NRW and Cadw to comply with the LDP Regulations.

Financial Impacts

The cost of the LDP Review will be met from the LDP budget and carried out by the LDP team with specialist advice and evidence procured from consultants and through collaboration with neighbouring authorities as required. The resources required to prepare the RLDP are set out in section 6.4 of the Delivery Agreement. The amendments to the Delivery Agreement will result in some increased costs due to the longer period of preparation, however, these costs will be covered by the already established LDP budget / reserve.

It should also be recognised that the demands on the RLDP budget will be influenced by factors outside the control of the Council, including the number and nature of objections received, the sites put forward for development consideration, the length of the Examination in Public and whether or not issues emerge that require expert advice and evidence procured from external sources.

Integrated Impact Assessment

A first stage impact assessment has been undertaken to assist the Council in discharging its legislative duties (under the Equality Act 2010, the Welsh Language Standards (No.1) Regulations 2015, the Well-being of Future Generations (Wales) Act 2015 and the Environment (Wales) Act 2016.

The first stage assessment has indicated that a more in-depth assessment is not required (attached in Appendix 1). A summary is included below.

Tudalen36

• Equalities – The RLDP DA is part of procedures intended to ensure that the RLDP embodies consideration of equalities issues from the start of its preparation, throughout the processes and procedures that govern its preparation and in all its resulting strategies and policies, thereby ensuring that local planning policy within NPT fully embraces all equalities considerations.

• Welsh Language – The RLDP DA has been prepared in accordance with the Welsh Language Standards (No.1) Regulations 2015 and the consultation on the documents embodied the principles of the regulations.

• Biodiversity – The RLDP DA document will have a negligible effect on biodiversity but will help to ensure that the RLDP takes full account of all duties and requirements to maintain and enhance biodiversity and promote the resilience of ecosystems through its planning strategies and policies.

• Well-being of Future Generation (5 ways of Working) – the RLDP DA embraces all five ways of working. The documents positively integrate with the Council’s well-being objectives; involve people and include collaboration with partners in their development and implementation; and ultimately will help to address any foreseeable problems in achieving the adoption of the RLDP itself.

Valleys Communities Impacts

The preparation of the RLDP will have significant spatial implications for the valley communities. The current LDP sets the framework for the development and use of land up to 2026, which seeks to reinvigorate the valley communities by identifying Pontardawe and the Upper Neath Valley as strategic growth areas and also presents a series of policies to provide a more flexible approach to development.

The current strategic approach to the valleys will be reassessed as part of the review of the LDP to determine if the approach remains sound and fit for purpose. Furthermore, the RLDP will need to take account of a range of contextual changes including Future Wales: The National Plan 2040 and the emergence of the Welsh Government’s Valleys Task Force: Our Valleys, Our Future and more locally, the outputs of the Council’s own Valleys Taskforce initiative.

Tudalen37

Workforce Impacts

It is anticipated that the preparation of the RLDP will be accommodated mainly by utilising the existing staff structure within the Planning Policy team. This however will need to be kept under review, to ensure delivery in accordance with the Delivery Agreement.

Legal Impacts

Given that it is now over four years since the LDP was formerly adopted, the report addresses the legal requirement for the Council to proceed with a full review of the LDP.

Risk Management Impacts

The Council will be in breach of its legal requirement to proceed with a full review of the LDP should there be a failure to implement the proposed recommendations.

Consultation

It is a requirement of the LDP Regulations to engage with relevant stakeholders. A 2-week consultation with General, Specific and Key stakeholders is proposed prior to submission of the Delivery Agreement to Welsh Government for approval, albeit due to the limited scope of changes to the Delivery Agreement it is not anticipated that there will be many responses to the consultation. The stakeholders to be engaged are listed in Appendix F, G and H of the Delivery Agreement respectively.

Recommendations

That having considered the report and having due regard to the Integrated Impact Assessment, it is recommended that:

1. The RLDP Delivery Agreement as presented in Appendix 2 be agreed for the basis of consultation and subsequent submission to Welsh Government for approval.

Tudalen38

2. Decision making on responses to any representations received following consultation be delegated to the Head of Planning and Public Protection in consultation with the Cabinet Member for Strategic Planning, Transport and Connectivity. Any substantive1 changes deemed necessary to the Delivery Agreement will be reported to Council for approval.

Reasons for Proposed Decision

The recommendations are needed to ensure compliance with Section 63 of the Planning and Compulsory Purchase Act 2004; The Town and Country Planning (Local Development Plan) (Wales) (Amendment) Regulations 2015; the Well- being of Future Generations (Wales) Act (2015); the Equality Act (2010); the Welsh Language Standards (No.1) Regulations 2015; Planning Policy Wales 11 (2021) and the Development Plans Manual Edition 3 (2020).

Implementation of Decision

The decision is proposed for immediate implementation.

Appendices

Appendix 1: Integrated Impact Assessment – First Stage.

Appendix 2: Consultation Draft RLDP Delivery Agreement 2023-2038.

Officer Contact

Xxxx Xxxxxx – Planning Policy Manager

Tel: 00000 000000 / Email: x.xxxxxx@xxx.xxx.xx

1 Substantive change is defined as an amendment to the document that would change its meaning, effect or implementation and not amendments that only seek to correct or clarify the existing text.

Tudalen39

APPENDIX 1: Integrated Impact Assessment (IIA) - First Stage

1. Details of the initiative

Initiative description and summary: Neath Port Talbot Replacement Local Development Plan Draft Delivery Agreement (RLDP DA)

Service Area: Planning Policy, Planning and Public Protection

Directorate: Environment and Regeneration

Tudalen40

2. Does the initiative affect:

	Yes	No
Service users	✓
Staff	✓
Wider community	✓
Internal administrative process only		✓

3. Does the initiative impact on people because of their:

	Yes	No	None/ Negligible	Don’t Know	Impact H/M/L	Reasons for your decision (including evidence)/How might it impact?
Age		✓				The RLDP DA sets out the timetable for preparation of the RLDP together with the Community Involvement Scheme which details the ways in which involvement of stakeholders and the public will be carried out, the timing of the
Disability		✓
Gender Reassignment		✓
Marriage/Civil Partnership		✓

Pregnancy/Maternity		✓				various stages and who will be involved. The DA could potentially affect any residents but is specifically intended to help ensure that no individual group will be impacted differently because of their particular characteristics. Implementation of the DA will be inclusive and will involve the planning policy team working with all staff / sections throughout the Council, the wider public and a wide range of stakeholders including those from the public, private and community / voluntary sectors. This is embodied in the legislation and guidance controlling the parameters of the DA and will be checked and confirmed by it being signed off by the Welsh Government.
Race		✓
Religion/Belief		✓
Sex		✓
Sexual orientation		✓

Tudalen41

4. Does the initiative impact on:

	Yes	No	None/ Negligible	Don’t Know	Impact H/M/L	Reasons for your decision (including evidence)/ How might it impact?
People’s opportunities to use the Welsh language			✓			The RLDP DA will not in itself have a significant impact on people’s opportunities to use the Welsh Language. The RLDP DA will be published in Welsh and the consultation will be undertaken in accordance with the Welsh Language Standards (No. 1) Regulations 2015.
Treating the Welsh language no less favourably than English		✓				As above. This is embodied in the legislation and guidance controlling the parameters of the DA and will be checked and confirmed by it being signed off by the Welsh Government.

5. Does the initiative impact on biodiversity:

	Yes	No	None/ Negligible	Don’t know	Impact H/M/L	Reasons for your decision (including evidence) / How might it impact?
To maintain and enhance biodiversity			✓			The RLDP DA will not in itself have any significant impact on the maintenance or enhancement of biodiversity since it is the draft of an agreement to be concluded between the Council and the Welsh Government about procedures for the preparation of the RLDP.
To promote the resilience of ecosystems, i.e. supporting protection of the wider environment, such as air quality, flood alleviation, etc.			✓			The RLDP DA will not in itself have any significant impact on the promotion of the resilience of ecosystems since it is the draft of an agreement to be concluded between the Council and the Welsh Government about procedures for the preparation of the RLDP.

Tudalen42

6. Does the initiative embrace the sustainable development principle (5 ways of working):

	Yes	No	Details
Long term - how the initiative supports the long term well-being of people	✓		The RLDP DA is concerned with the delivery of the RLDP, which is a development plan covering the period from 2023 to 2038. The DA will contribute towards ensuring that the RLDP fully embraces the requirement to support the long-term well-being of the people of NPT.

Integration - how the initiative impacts upon our wellbeing objectives	✓		The RLDP DA sets out the processes and procedures to be undertaken in the preparation of the RLDP to ensure and require that the new plan will be fully integrated with all other relevant plans, initiatives and strategies, working towards the same well-being objectives.
Involvement - how people have been involved in developing the initiative	✓		The draft RLDP DA has been developed in consultation with officers across the Council, elected members and the Welsh Government. This report seeks the endorsement of the draft RLDP DA for full public consultation, which will allow further involvement of the general public, other bodies and organisations and neighbouring authorities. This can then influence changes and amendments to the document prior to further consideration through the council’s democratic decision-making process. These procedures will give a wide-ranging opportunity for involvement across the county borough and beyond.
Collaboration - how we have worked with other services/organisations to find shared sustainable solutions	✓		As above, the consultation processes undertaken during the preparation of the DA will ensure that there has been full collaboration with stakeholders and partners in the development of the final DA, including organisations from the public, private and community/voluntary sectors.
Prevention - how the initiative will prevent problems occurring or getting worse	✓		The RLDP DA is concerned with ensuring that the RLDP will be delivered within a challenging timeframe, that all legal and regulatory requirements are met, adequate resources are provided and that the final document is found to be sound and is adopted. This is necessary in order to ensure that the council’s planning strategies and policies for the next fifteen years are legally adopted and implemented, aiming to help prevent a wide range of social, economic, environmental and cultural problems that would otherwise not be addressed through the planning system.

Tudalen43

Tudalen44

7. Declaration - based on above assessment (tick as appropriate)

A full impact assessment (second stage) is not required	✓
Reasons for this conclusion
Equalities – The RLDP DA is part of a process intended to ensure that the RLDP embodies consideration of equalities issues from the start of its preparation, throughout the processes and procedures that govern its preparation and in all its resulting strategies and policies, thereby ensuring that local planning policy within NPT fully embraces all equalities considerations. Welsh Language – The draft RLDP DA has been prepared in accordance with the Welsh Language Standards (No. 1)) Regulations 2015 and the proposed consultation and its content embodies the principles of the regulations. The DA will help to ensure that the RLDP also takes into account Welsh Language requirements in its preparation and contents. Biodiversity – In itself, the RLDP DA will have a negligible effect on biodiversity, but it will help to ensure that the RLDP takes full account of all duties and requirements to maintain and enhance biodiversity and promote the resilience of ecosystems through its planning strategies and policies. Well-being of Future Generation (5 ways of Working) – the RLDP DA embraces all five ways of working. The document positively integrates with the Council’s well-being objectives; involves people and collaborates with partners in its development and implementation; and ultimately will help to address any foreseeable problems in achieving the adoption of the RLDP itself.

	Name	Position	Date
Completed by	Xxxx Xxxxxx	Planning Policy Manager	22nd August 2023
Signed off by	Xxxx Xxxxxx	Head of Planning & Public Protection	23rd August 2023

APPENDIX 2

Replacement

Local Development Plan

2023-2038

Delivery Agreement - Consultation Draft

(October 2023)

Tudalen45

Tudalen46

Contents

Glossary 4

Part 1 - Introduction and Background 11

1. Introduction 11

2. Purpose of the Delivery Agreement 13

2.1 Purpose of the Delivery Agreement 13

2.2 Stages in Delivery Agreement Preparation 13

2.3 Structure of the Delivery Agreement 14

3. The Replacement Local Development Plan 16

3.1. Preparing the RLDP 16

3.2. RLDP Format and Content 17

3.3. RLDP - Impact Assessments 17

3.4. Joint Local Development Plans and Regional Collaboration 18

3.5. Independent Examination 19

3.6. Supplementary Planning Guidance (SPG) 20

Part 2: RLDP Timetable and CIS 22

4. RLDP Delivery Agreement Timetable 22

4.1 RLDP Timetable Definitive and Indicative Stages 22

4.2 Definitive and Indicative Stages 23

4.3 Plan Preparation Stages 23

4.3.1. Delivery Agreement (Regulations 5 - 10) 23

4.3.2. Call for Candidate Sites (Regulation 14(2)) 24

4.3.3. Pre-deposit preparation and consultation (Regulations 14 to 16) 24

4.3.4. Statutory Deposit of Proposals (Regulation 17 - 21) 25

4.3.5. Submission of RLDP for Examination (Regulation 22) 26

4.3.6. Independent Examination (Regulation 23) 26

4.3.7. Receipt of the Inspector’s Report (Regulation 24) 26

4.3.8. Adoption (Regulation 25) 26

4.3.9. Annual Monitoring and Review (Regulation 41) 27

5. Community Involvement Scheme 28

5.1. Aims of the CIS 28

5.2. Principles of Community Engagement 28

5.3. Engagement Principles 28

Tudalen47

5.4. Consensus building 30

5.5. Role of Stakeholders and Interested Parties 30

5.5.1. Key Stakeholder Group (KSG) 31

5.5.2. Elected Members 31

5.5.3. RLDP Member Working Group 31

5.5.4. Community and Town Councils 32

5.5.5. Specific, General and Other Consultation Bodies 32

5.5.6. Hard to Reach and Protected Characteristics Group 33

5.5.7. Local Development Plan Consultee Database 35

5.5.8. General Public 36

5.5.9. Citizens’ Panel 36

5.5.10. Local Area Co-Ordinators 36

5.5.11. Collaboration within the Council including TWGs 36

5.5.12. Regional Collaboration 37

5.5.13. Developers, Agents and Other Site Promoters 37

5.6. Methods of Involvement, Participation and Consultation 38

5.6.1. Formal public consultation events 38

5.6.2. Welsh Language 40

5.6.3. Document Availability 40

5.6.4. Representation Feedback Arrangements 41

5.6.5. Petitions 41

5.6.6. Duly Made and Late Representations 41

6. Decision Making and Delivery 43

6.1. Decision Making and Delivery 43

6.2. Internal Reporting 43

6.3. Corporate Fit 43

6.4. Staffing and Financial Resources 44

6.5. Risk Management 45

Part 3 - Monitoring and Review 47

7. Monitoring and Review 47

7.1. Monitoring and Review 47

7.2. Annual Monitoring Reports (AMR) 47

7.3. Review of the RLDP 48

Appendices 49

Appendix A - NPT RLDP – Timetable 50

Tudalen48

Appendix B - Key Stages of the LDP, ISA and HRA 51

Appendix C - Stages of Plan Preparation & Engagement Methods 53

Appendix D - Previous Community Involvement Scheme Review 68

Appendix E- Community Profile 72

E.1. Population 75

E.2. Age Structure 75

E.3. Ethnicity 76

E.4. Sexual Identity 77

E.5. Health 78

E.6. Disability 79

E.7. Unpaid Care 80

E.8. Household Characteristics 81

E.9. Economic Activity 82

E.10. Economic Inactivity 83

E.11. Earnings by Place of Residence 84

E.12. Poverty Levels and Distribution 84

E.13. Fuel Poverty 86

E.14. Homelessness 86

E.15. Estimated Number of Rough Sleepers 87

E.16. Gypsy and Traveller Population and Accommodation 87

Appendix F - Key Stakeholder Group 88

F.1. Key Stakeholder Group (KSG) 88

F.2. List of Key Stakeholder Group 88

Appendix G - Specific Consultation Bodies 91

Specific Consultation Bodies (defined in LDP Regulation 2) 91

Appendix H - General and Other Consultation Bodies 95

General Consultation Bodies (defined in LDP Regulation 2) 95

Other Consultation Bodies 99

Appendix I - Risk Assessment and Mitigation 101

Tudalen49

Glossary

Term	Definition
Adoption	The final stage of the RLDP preparation where the RLDP becomes the statutory development plan for the area it covers.
Baseline	A description of the present state of an area.
Candidate Site	A site nominated by an individual with an interest in land (i.e. landowner, developer, agent or member of the public) to be considered for inclusion in the RLDP. All Candidate Sites will be assessed for suitability for inclusion as potential allocations.
Community Involvement Scheme (CIS)	The Community Involvement Scheme forms part of the Delivery Agreement. It outlines the principles of engagement and provides detail on how the Local Planning Authority will involve communities and stakeholders (including businesses and developers) in the preparation of the Replacement Local Development Plan.
Delivery Agreement (DA)	A document comprising the local planning authority's timetable for the preparation of a Local Development Plan, together with its Community Involvement Scheme, submitted to the Welsh Government for agreement.
Deposit	A formal six-week stage in which individuals and organisations can make representations on the RLDP. Representations that relate to whether the plan is ‘sound’ can then be examined by an Inspector.
Deposit Plan	This is a full draft of the RLDP which undergoes a formal consultation period prior to it being submitted to the Welsh Government for examination in public.
Deposit Venue	Council Offices where RLDP information will be placed. These are • Neath Civic Centre, Neath, SA11 3QZ • Port Talbot Civic Centre, Port Talbot, SA13 1PJ • The Quays, Brunel Way, Baglan Energy Park, Neath SA11 2GG

Tudalen50

Duly Made	Representations to the development plan which are made in the correct manner and within the specified consultation time period.
Engagement	A proactive process that seeks to encourage the involvement and participation of stakeholders and the community in the decision- making process.
Evidence Base	Information and data that provides the basis for the preparation of the RLDP vision, objectives, policies and proposals and justifies the soundness of the policy approach of the RLDP.
Examination	The examination involves public examination of the Deposit RLDP, the Deposit representations, the report of consultation, evidence base/background documents and the Integrated Sustainability Appraisal Report. This is carried out by the Planning Inspectorate on behalf of the Welsh Government.
Equalities Impact Assessments (EIA)	Are an evidence-based approach designed to help organisations ensure that their policies, practices, events and decision-making processes are fair and do not present barriers to participation or disadvantage any protected groups from participation.
Future Wales	Future Wales: The National Plan 2040 is the National Development Framework and influences all levels of the planning system in Wales and helps shape and guide Strategic and Local Development Plans.
Habitat Regulations Assessment (HRA)	Habitats Regulations Assessment (HRA) relates to the assessment of the impacts of a plan (or project) against the nature conservation objectives of European designated sites for any likely significant effects. HRA also ascertains whether the proposed plan would adversely affect the integrity of the site.
Health Impact Assessment – (HIA)	Health Impact Assessment is a combination of procedures, methods and tools that systematically judges the potential, and sometimes unintended, effects of a policy, program or project on the health of a population, and the distribution of those effects within the population. HIA identifies appropriate actions to manage those effects.

Tudalen51

Indicator	A measure of variables over time, often used to measure progress in the achievement of objectives, targets and policies.
Inspector’s Report	The Report prepared by an independent Inspector who examines the RLDP. The Inspector works for PEDW on behalf of the Welsh Ministers. The Inspector’s Report contains recommendations on the content of the final RLDP and is binding upon the Council. The Council must adopt the RLDP in the manner directed by the Inspector.
Interested Parties	Any person, group, organisation or company wanting to be involved in the preparation of the RLDP.
Key Stakeholder Group (KSG)	Key stakeholders that will be involved throughout the plan preparation process.
Local Development Plan (LDP) / Revised Local Development Plan (RLDP)	A land use plan which includes a vision, strategy, area wide policies for development types, land allocations, and policies and proposals for key areas of change and protection. Allocations and certain policies are shown geographically on the Proposals Map forming part of the Plan. The LDP is a statutory development plan that each local planning authority area is required to produce in Wales. The revised version is what we are currently working on.
Local Area Coordinators (LACs)–	These work within local communities and assist individual and families with information or practical resources that could be available to them. They will assist by forwarding information on to residents during consultation periods.
Planning and Environment Decisions Wales (PEDW)	An independent body who will be responsible for the formal examination of the RLDP.
Planning Policy Wales (PPW)	National Planning policy for Wales produced by the Welsh Government is set out in this document

Tudalen52

Pre-Deposit	Stages of preparation and consultation of the RLDP before the Deposit Plan is finalised and approved by the Council. This stage can also be referred to as the Preferred Strategy stage.
Preferred Strategy	This sets out the broad strategic direction for the RLDP. This includes the preferred level of growth along with the spatial strategy for distributing the growth. It also includes the vision, issues and objectives of the Plan. This stage can also be referred to as the Pre-Deposit stage.
Press Releases	This includes Council press releases or Welsh media including newspapers, radio, TV as appropriate. Media may choose not to print or broadcast an item.
Regulation	Regulations are set out in Welsh Statutory Instruments. They provide the framework for the preparation of the RLDP.
Report of Consultation	A Consultation Report is one of the documents required to be submitted for independent examination. An initial consultation report is also required for the pre-deposit stage.
Representations	Comments received in relation to the RLDP, either in support of, or in opposition to.
Review Report	The Review Report provides an overview of the issues that have been considered as part of the full review process and identifies changes that are likely to be needed to the RLDP, based on evidence. It also sets out the type of revision procedure to be followed in revising the LDP.
Scoping	The process of deciding the scope and level of detail of an integrated sustainability appraisal (SA), including the sustainability effects and options which need to be considered, the assessment methods to be used and the structure and contents of the ISA Report.
Soundness Tests	In order to adopt a RLDP, it must be determined to be ‘sound’ by the Planning Inspector. The Tests of Soundness are set out in the Development Plans Manual (Edition 3, March 2020). There are three tests to make that judgement in relation to the plan as a

Tudalen53

	whole. A framework for assessing the soundness of LDPs has been developed by the Planning Inspectorate.
Stakeholders	People whose interests are directly affected by a RLDP (and/ or Integrated Sustainability Appraisal/ Strategic Environmental Assessment) and whose involvement is generally through representative bodies.
Strategic Development Plan (SDP)	A Strategic Development Plan is a tool for regional planning to cover cross boundary issues such as housing and transport. It will be prepared by a Strategic Planning Panel across a region. LPAs must have regard to the SDP when developing their LDPs. For NPT, it would be the South West Wales Region (SWW)
Strategic Environmental Assessment (SEA)	Generic term used internationally to describe environmental assessment as applied to policies, plans and programmes. The European Strategic Environmental Assessment Directive (2001/42/EC) requires a formal “environmental assessment of certain plans and programmes, including those in the field of planning and land use”
Submission	When the RLDP, ISAR and HRA are formally submitted to the Welsh Government for independent examination by a Welsh Government appointed Inspector.
Supplementary Planning Guidance (SPG)	Provide more detailed or site-specific guidance on the application of RLDP Policies. They provide supplementary information in respect of the policies in a LDP. SPG does not form part of the RLDP and is not subject to independent examination.
Sustainability Appraisal (SA)	An SA appraises the social, environmental and economic effects of a plan from the outset. In doing so it will help ensure that decisions are made that contribute to achieving sustainable development.
Integrated Sustainability Appraisal (ISA)	Tool for appraising policies, including LDPs, to ensure they reflect sustainable development objectives (i.e. social, environmental and economic factors). Each LPA is required by Section 62(6) of

Tudalen54

	the Act to undertake SA of their Local Development Plan. This form of sustainability appraisal fully incorporates the requirements of the Strategic Environmental Assessment Directive.
Sustainability Appraisal Report (SAR)	A document required to be produced as part of the Sustainability Appraisal process to describe and appraise the likely significant effects on sustainability of implementing a LDP, which meets the requirements for the Environmental Report under the SEA Directive. Section 62(6) of the Act requires each LPA to prepare a report of the findings of the SA of the LDP. It is an integral part of the development plan making process.
South West Wales (SWW)	South West Wales region, as defined in Future Wales
Technical working Groups (TWG)	Technical working groups are set up to deal with bespoke issues, e.g. affordable housing, infrastructure improvements, to assist in the progression of the plan.
Timetable	Sets out the dates by which key stages and processes of RLDP preparation are expected to be completed. These are definitive for stages up to the deposit of the RLDP and indicative for the remaining stages after.
Well-being of Future Generations Act (WBFGA)	The Well-being of Future Generations (Wales) Act 2015 is legislation that requires public bodies, such as local authorities, to put long term sustainability at the forefront of their thinking to make a difference to lives of people in Wales. Local authorities must work towards the seven well-being goals and enact the five ways of working set out in the Act.
Workshop	Where stakeholders have the opportunity to engage in group debates and practical exercises with written or drawn outputs.
Welsh Language Impact Assessment (WLIA)	Welsh Language Impact Assessments are carried out to ensure that all proposals promote and facilitate the Welsh language.

Tudalen55

Tudalen56

Part 1 - Introduction and Background

1. Introduction

1.1.1. The Planning and Compulsory Purchase Act 2004 requires local authorities in Wales to prepare a Local Development Plan (LDP) for their area. Neath Port Talbot’s (NPT) LDP was adopted in January 2016. The Town and Country Planning (Local Development Plan)(Wales) 2005 (As amended) requires LDPs to be reviewed at intervals of not more than 4 years from adoption. Consequently, the Council published its Review Report in 2020. The Review Report outlines the broad scope of the LDP review, informed by the findings of the Annual Monitoring Reports (AMRs) concluding that a Replacement LDP (RLDP) should be prepared. When adopted, the RLDP will supersede the existing NPT LDP and become part of the statutory development plan for the County Borough alongside Future Wales

- The National Plan 2040.

1.1.2. As the first stage of preparation of the RLDP, the Council is required to prepare a Delivery Agreement (DA) setting out the timetable, Community Involvement Scheme (CIS) and procedures for plan delivery. This is intended to be both a public statement of commitment and a project management tool. Once formally agreed, the DA commits the Council to producing the RLDP in accordance with the timetable and CIS. This forms part of the LDP tests of soundness, which will be examined by the Planning Inspector at the Examination in Public.

1.1.3. Following Welsh Government (WG) approval of the DA on 11th January 2022, NPT Council formally commenced the preparation of the NPT RLDP (2011-2036). In line with the DA, a Call for Sites (CfS) was held between 1st March 2022 to 31st May 2022. In total, 229 sites were submitted.

1.1.4. Preliminary findings from the CfS, alongside information obtained from our AMR’s and growth projections, indicates that there is a requirement for additional housing land to be identified in addition to existing infrastructure and viability matters that require additional time to overcome.

1.1.5. Given this, the Council has decided to stop the preparation of the RLDP and start again. This DA outlines the timeframes for the preparation of the new RLDP which will cover the plan period of 2023-2038, starting with a CfS in November 2023.

Tudalen57

1.1.6. The legislation, regulations and WG planning guidance referred to in this document are available on the WG website. Information in respect of the RLDP can be found on the NPT website. This DA is also available in Welsh. Should you need this document in another format, then please contact the LDP team

at xxx@xxx.xxx.xx or 01639 686821.

Tudalen58

2. Purpose of the Delivery Agreement

2.1 Purpose of the Delivery Agreement

2.1.1. The DA is a statutory requirement of the Plan preparation process under Regulation 9 of the Town and Country Planning (LDP) (Wales) Regulations 2005 (as Amended), and must be approved by resolution of the Council and the WG. Its purpose is to provide:

• A timetable outlining the various stages of plan preparation, coupled with the timeframe for when engagement will take place;

• Details of the CIS, outlining who will be involved in the RLDP preparation process, and when engagement with the public and stakeholders will occur; and

• The resources the Authority will invest in plan preparation.

2.1.2. The DA will be subject to regular review and if necessary amended in accordance with the LDP Regulations (see Part 3).

2.1.3. The DA takes into consideration the LDP Regulations requirements for engaging stakeholders in the preparation of the DA and the Well Being of Future Generations (Wales) Act (WBFGA) (2015) five ways of working. The level and form of the engagement proposed is considered to suit the local context, and has been amended to include additional practices that proved efficient and acceptable during the Covid-19 pandemic (such as remote meetings and workshops).

2.2 Stages in Delivery Agreement Preparation

2.2.1. There are a number of stages in the preparation of a DA. As the initial DA into the RLDP was approved back in January 2022, the Council is not proposing to substantially amend the separate components of the DA itself, only the delivery

timetable. As such, the preparation stages left to follow are shown below in table 2.2.1:

Tudalen59

Table 2.2.1: DA Preparation Stages:

Stage	Progress
1. Prepare a draft DA in discussion with WG	Complete
2. Consider any comments and revise as needed	Complete
3. Secure Senior Officer and Member approval of the consultation draft of the DA	Current Stage
4. Engage on the draft DA	Current Stage
5. Consider comments received and revise as appropriate	Current Stage
6. Secure Council resolution (LDP Regulation 9) to adopt the revised/ final DA	Current Stage
7. Submit to WG for agreement	Current Stage
8. Once agreed by WG, publish the agreed DA on the RLDP website, inform relevant consultation bodies (LDP Regulation 10) and keep under review, to ensure that the Plan is prepared in accordance with it.	Current Stage

2.3 Structure of the Delivery Agreement

2.3.1. This document is structured as follows:

2.3.2. Part 1 Introduction and Background Outlines the purpose, structure and stages in the preparation of the DA and considers the form and content of the RLDP; matters which will inform the development of the RLDP; opportunities for collaborative working; Plan Examination; and preparation of Supplementary Planning Guidance (SPG).

2.3.3. Part 2 The RLDP Timetable and CIS The timetable sets out the various stages of Plan preparation (including definitive and indicative dates), how the Council will manage the process and provides an assessment of the resources required. It also establishes key dates for the preparation and publication of the ISA reports and the Habitats Regulations Assessment (HRA) documents.

2.3.4. In respect of the CIS it focuses on the key principles for engagement- the aims of the CIS, how consensus will be built and developed and considers where

Tudalen60

engagement in the Plan's preparation will be focused. It sets out who the Council will engage and consult with, and how this will take place.

2.3.5. Part 3 Monitoring and Review This section outlines how the DA will be kept under review and the role of the AMR.

Tudalen61

3. The Replacement Local Development Plan

3.0.1. The RLDP will cover the period of 2023 to 2038. When adopted the RLDP will supersede the existing NPT LDP (2011-2026) and will become part of the statutory development plan for the Authority, alongside ‘Future Wales: The National Plan 2040’ (referred to as Future Wales).

3.1. Preparing the Replacement Local Development Plan

3.1.1. The RLDP will have a major influence on the future shape of NPT and its individual communities. It will be required to:

• Be in general conformity with Future Wales;

• Support the National sustainable placemaking outcomes of Planning Policy Wales (PPW);

• Comply with the requirements of the WBFGA (2015), including the seven Well-being Goals and the five ways of working;

• Ensure that effective regional collaboration informs plan preparation;

• Ensure that the RLDP is fully integrated with and reflects other relevant plans and initiatives including the need to be in general conformity with the emerging South West Wales (SWW) Strategic Development Plan (SDP);

• Ensure that the tests of soundness are met;

• Be informed by an Integrated Sustainability Appraisal (ISA) which includes Strategic Environmental Assessment (SEA), Equalities Impact Assessment (EIA), Health Impact Assessment (HIA) and Welsh Language Impact Assessment (WLIA);

• Satisfy the Socio-economic Duty under Part 1, Section 1 of the Equality Act 2010;

• Satisfy the Duty under Part 1, Section 6 of the Environment (Wales) 2016 Act to maintain and enhance biodiversity and promote the resilience of ecosystems.

• Adopt a strategic view of the spatial implications of development decisions and act as a basis for rational and consistent decisions regarding the use and development of land;

• Guide the amount and location of new development in NPT;

Tudalen62

• Reflect local aspirations, based on a vision agreed by the community and stakeholders;

• Address new policy areas and approaches (e.g. Placemaking and Green Infrastructure);

• Guide growth and change, while protecting local diversity, character and sensitive environments;

• Be based on evidence and consideration of all feasible alternatives;

• Indicate how and where change will occur over the Plan period; and

• Guide the location of new public / grant funded projects and co-ordinate the provision of new infrastructure, such as highways and schools.

3.1.2. There will be a focus on stakeholder and community engagement and collaborative working throughout the process to make the Plan relevant, inclusive and engaging to local communities. It is essential that the process is transparent and fully explained to maintain community and stakeholder confidence in the RLDP.

3.1.3. The preparation of the RLDP is regulated by detailed requirements and guidance and will be subject to a tight timetable agreed with WG. The guidance indicates that WG expects replacement plans to be prepared in 3.5 years from formal agreement of the DA (with provision for a single slippage period of 3 months only). Chapter 4 provides further information.

3.2. Replacement Local Development Plan Format and Content

3.2.1. It is anticipated that the RLDP will follow a similar format to the existing LDP although, as identified in the Review Report, several Policy areas will need to be reassessed and / or revised. The RLDP will need to be in general conformity

with Future Wales, the emerging SWW SDP and ensure compliance with National Policy requirements.

3.3. RLDP - Impact Assessments

3.3.1. The Council is required by the Planning and Compulsory Act 2004 to undertake a Sustainability Appraisal (SA) of the RLDP and to report its findings as an integral

Tudalen63

part of the Plan preparation process. In addition, separate legislation (The Environmental Assessment of Plans and Programmes (Wales) (The SEA Regulations) 2004) requires plans to be subject to SEA. In accordance with WG guidance, it is intended to integrate the SEA with the SA to inform the plan preparation process in an iterative way.

3.3.2. In addition to SA and SEA requirements, a number of other statutory assessments including the WBFGA (2015), Equalities Act (2010), Welsh Language and Health

Impacts Assessments are required. It is intended to combine these assessments into a single ISA in order to avoid duplication and to ensure that all relevant aspects are considered in one document. The Socio-economic Duty under Part 1, Section 1 of the Equality Act 2010 must also be assessed and complied with.

3.3.3. However, Habitats Regulations Assessment (HRA) will be undertaken separately in accordance with statutory guidance, since this uses a different precautionary

testing mechanism. A HRA will be undertaken where it is identified that any plan or programme could affect a designated Natura 2000 site (a Special Area of Conservation (SAC), Special Protection Area (SPA), or a Ramsar site) and needs to be subject to the Conservation of Habitats and Species Regulations 2017 (as amended).

3.3.4. It is a requirement of the Regulations that the Local Planning Authority (LPA) takes into account the SEA Environmental Report (i.e. the conclusions of the SEA) in decision making, showing how the results of the assessment have been taken into account, and giving the reasons for choosing the Plan as adopted in light of other reasonable alternatives. The ISA will be prepared with the participation of the Environmental Consultation Bodies (as identified in the Regulations) and

consultations will be undertaken in parallel with RLDP consultation.

3.3.5. The key stages involved in the preparation of the ISA and the HRA of the RLDP, together with the proposed timetable are provided in Appendices A and B.

3.4. Joint Local Development Plans and Regional Collaboration

3.4.1. Collaboration is a requirement of the WBFGA (2015) and part of the first of the

three Tests of Soundness set out in the Development Plans Manual (i.e. Does the Plan Fit? - see Independent Examination section below). The Council will ensure

Tudalen64

that all opportunities for joint working and collaboration on both plan preparation, and evidence formation, will be fully explored. A close working relationship has been forged with the adjoining Authorities (Swansea, Carmarthenshire, Powys, Bridgend and Rhondda Cynon Taff Councils and the Brecon Beacons National Park Authority).

3.4.2. At the present time, as detailed in the Review Report there is no prospect of undertaking a Joint LDP with an adjoining Authority due to the timelines which each Authority is following.

3.4.3. Over the course of preparing the RLDP there will be a need for the Council to closely consider the implications of the emerging SDP for the SWW Region. SDP related discussions are taking place on a regular basis across the SWW region to consider the resources and the scope of the work required. The Corporate Joint Committee (CJC) for the region has been established and a number of joint studies have been produced including the National Growth Area (NGA) Definition and a Nutrient Credit Trading Scheme. The SDP will be prepared in tandem with the NPT RLDP 2023-2038 by a team appointed by the CJC SDP sub-committee. The NPT RLDP will need to be in general conformity with the emerging SWW SDP.

3.4.4. The RLDP will also need to align with and reflect the policies of Future Wales, including those specific to the SWW Region such as the Swansea Bay and Llanelli National Growth Area.

3.5. Independent Examination

3.5.1. The Council is required to submit its Deposit RLDP, associated documents and representations to WG for consideration of its “soundness” by a WG appointed independent Inspector at an “Examination in Public”. The Inspector will have regard to the evidence submitted with the Plan and the representations received at the Deposit stage in order to determine whether the Plan meets the following tests of soundness:

Tudalen65

The Tests of Soundness

Preparation Requirements:

• Has preparation complied with legal and regulatory procedural requirements? (LDP Regulations, CIS, SEA Regulations, SA, HRA etc.)

• Is the plan in general conformity with the NDF (now called Future Wales) and/or SDP? (when published or adopted respectively)

Test 1: Does the plan fit? (i.e. is it clear that the RLDP is consistent with other plans?)

Test 2: Is the plan appropriate? (i.e. is the plan appropriate for the area in the light of the evidence?)

Test 3: Will the plan deliver (i.e. is it likely to be effective?)

3.5.2. In view of the tests set out above, it is crucial that the RLDP is founded on a strong evidence base with its form and content as prescribed by the Regulations and consultation procedures.

3.5.3. Following the examination, the Inspector will produce a report recommending changes to the RLDP together with reasons for the changes. The Inspector’s recommendations are binding on the Authority and if the Plan is found sound, the LPA must adopt the RLDP by resolution within 8 weeks of its receipt unless the WG intervenes.

3.6. Supplementary Planning Guidance (SPG)

3.6.1. SPG’s are non-statutory documents and are prepared to expand upon policies or proposals contained in the RLDP. They can relate to specific topics or policies contained within the plan or they could also take the form of local level 'Place

Plans'. The need to review existing SPG and prepare new SPG will be considered as part of the RLDP preparation process. The Pre-Deposit / Preferred Strategy stage will be a key time at which any new SPG needed will be identified. Relevant stakeholders will be consulted during the production of SPG.

Tudalen66

3.6.2. Where SPG will assist the understanding of the RLDP it will be prepared and consulted on as an intrinsic part of the process of engagement as set out in this DA.

Tudalen67

Part 2: RLDP Timetable and Community Involvement Scheme (CIS)

4. Replacement Local Development Plan Delivery Agreement Timetable

4.1 Replacement Local Development Plan Timetable Definitive and Indicative Stages

4.1.1 The timetable detailing the various stages of the RLDP process and how it will be project managed, together with the resources required for its preparation is a key part of the DA. The following tables outline the proposed key stages and timetable in the RLDP preparation process required by the Planning and Compulsory Purchase Act 2004 and the LDP Regulations. A more detailed timetable is set out at Appendices A and C. The key stages of RLDP preparation alongside the ISA is outlined in Appendix B.

Table 4.1.1: Replacement Local Development Plan Timetable: Definitive Stages

Key Stage	Stage of RLDP Preparation	Timescale
1	DA	November 2023
2	Pre-Deposit Participation / Preparation (Regulation 14)	November 2023 - September 2024
2	Call for Candidate Sites	November 2023 - December 2023
3	Pre-Deposit (Preferred Strategy) Consultation – (Regulation 15)	November 2024 – December 2024
4	Deposit Participation/ Preparation	December 2024 – September 2025
4	Deposit RLDP Consultation (Regulation 17)	November 2025 – December 2025

Tudalen68

Table 4.1.1: Replacement Local Development Plan Timetable: Indicative Stages

Key Stage	Stage of RLDP Preparation	Timescale
5	Submission of RLDP to WG for examination (Regulation 22)	June 2026
6	Independent Examination (Regulation 23)	September 2026 – December 2026
7	Receipt & Publication of the Inspector’s Report (Regulation 24)	February 2027
8	Adoption of the RLDP (Regulation 25)	April 2027
9	Monitoring and Review	April 2028

4.2 Definitive and Indicative Stages

4.2.1 The LDP Regulations provide for a two-stage timetable – definitive stage and indicative stage.

4.2.2 Definitive stages (stages 1-4) are those up to and including the Deposit Plan stage. As these stages are under the direct control of the Council, the timescales outlined above are considered to be realistic and achievable.

4.2.3 Indicative stages (stages 5-9) relate to those stages of the RLDP process post Deposit and up to and including Adoption. These stages are dependant on various external factors and influences, such as the number of deposit representations received. Dates noted are therefore indicative. Following the closure of the statutory consultation period on the Deposit Plan and prior to submission of the plan, the Council will update the timetable with definitive timings for the remaining plan stages.

4.3 Plan Preparation Stages

4.3.1. Delivery Agreement (Regulations 5 - 10)

4.3.1.1. The DA provides a timeline showing key plan preparation stages to adopt the RLDP. It also includes the CIS which sets out how, who and when stakeholders will be involved in the RLDP's development. Stakeholders and General Consultees

Tudalen69

will be made aware of the decision to produce a RLDP, and it requires their involvement in the development of the Plan. The new DA must be approved by resolution of the LPA and agreed by WG (Regulation 9). Any slippage needs to be agreed with WG.

4.3.2. Call for Candidate Sites (Regulation 14(2))

4.3.2.1. Following publication of the DA, the first formal stage in preparing the RLDP is the request for nominations for sites (Regulation 14(2)). These are known as "Candidate Sites" and all consultees and members of public who have expressed an interest in participating in the Plan's development will be contacted. Where the Council has up-to-date contact details, landowners, site promoters and developers of undeveloped site allocations in the existing LDP will also be contacted. A publicity campaign will take place in the lead up and during this "Call for Candidate Sites". For reference, a Call for Candidate sites was held in March-May 2021 and it is proposed that these sites are brought forward and are considered as part of

this new updated Plan Period, alongside sites identified as part of this new additional Call for Candidate Sites.

4.3.2.2. The ISA Scoping Report will be published alongside the Candidate Sites Assessment Methodology to ensure transparency in assessing candidate sites.

4.3.2.3. A Candidate Site Register (CSR) of all the sites received during the "Call for Candidate Sites" will be prepared and published on the Council's website and available at Deposit Venues at the start of the Pre-deposit public consultation (Regulation 15), when these sites will be available for commenting on. The Deposit Venues are:

▪ Neath Civic Centre, Neath, SA11 3QZ

▪ Port Talbot Civic Centre, Port Talbot, SA13 1PJ

▪ The Quays, Brunel Way, Baglan Energy Park, Neath SA11 2GG

4.3.3. Pre-deposit (Preferred Strategy) Preparation and consultation (Regulations 14 to 16)

4.3.3.1. During the ‘pre-deposit preparation’ phase, the Council will undertake the following:

Tudalen70

• A Call for Candidate Sites;

• Assess the sustainability, viability and deliverability of Candidate sites submitted;

• Develop (and / or update) the Evidence Base; and

• Conduct targeted meetings with stakeholders to assist in formulating the evidence base.

4.3.3.2. A statutory consultation phase of six weeks will be undertaken on the pre-deposit’ document containing the Council’s preferred strategy (including ISA Participation). Stakeholders will be given the chance to make representations on the Preferred Strategy, as well as the CSR.

4.3.3.3. Representations received during this consultation period will help provide an understanding of the key issues arising. The Council will need to produce a report of consultation, detailing how the comments received have influenced the evolution of the RLDP.

4.3.4. Statutory Deposit of Proposals (Regulation 17 - 21)

4.3.4.1. Based on the findings of the background evidence, supplemented by the consultation responses to the Pre-deposit consultation, the SA report and the CSR, the LPA will formulate a deposit plan. This is the plan that the LPA considers is sound and able to be adopted. The deposit plan will contain the strategy, policies and allocations, based on the key issues, objectives and supporting evidence base for the plan. The deposit plan will assist in guiding development proposals to sustainable locations to deliver the scale and type of growth necessary for local community well-being over the plan period. The plan will need to demonstrate that it is financially viable, deliverable over the plan period and is supported by funded infrastructure.

4.3.4.2. A statutory consultation phase of six weeks will be undertaken for representations to be made subsequently on the Statutory Deposit of Proposals in respect of both policies and sites (including ISA).

4.3.4.3. Representations made during this formal consultation period will need to ensure

that they are made during the specified consultation period, to ensure that they are

Tudalen71

‘duly made’. Additionally, all representations will be made publicly available (personal details are omitted). The Council will again produce a consultation report outlining how the comments received have influenced the plan preparation.

4.3.5. Submission of RLDP for Examination (Regulation 22)

4.3.5.1. After the Deposit and subsequent consultation, the RLDP will be submitted for Examination by an independent Planning Inspector appointed by the WG.

4.3.6. Independent Examination (Regulation 23)

4.3.6.1. The Inspector’s role is to examine the RLDP in its entirety and test its ‘soundness’. They will consider all relevant evidence and prepare recommendations and the reasons for those recommendations in the form of the Inspector’s Report. All documentation associated with the RLDP Examination will be made available

as information to interested parties and the general public in addition to those directly involved in the formal proceedings. There will be an opportunity for those who submitted ‘duly made’ representations at Deposit to be heard by the Inspector.

4.3.6.2. The Inspector will be assisted by a Programme Officer, who will liaise between all interested parties (including the Council) and the Inspector.

4.3.7. Receipt of the Inspector’s Report (Regulation 24)

4.3.7.1. Once the Inspector has finalised their report, the Council will notify all interested parties and stakeholders involved in the plan preparation process.

4.3.8. Adoption (Regulation 25)

4.3.8.1. Within 8 weeks of receipt of the Inspector’s Report, if the Plan is found to be sound, the Plan will be submitted to the Council for Adoption. The Inspector's Report is binding on the LPA. Following adoption the Council will publish an Adoption Notice in accordance with the regulations, and will publicise as matters of information to participants, consultees database registrants and to the general public all relevant documents including the Council’s Adoption Statement and details of the ISA (incl. SEA) and its influence on the adopted RLDP.

Tudalen72

4.3.9. Annual Monitoring and Review (Regulation 41)

4.3.9.1. The Council will identify the successful implementation of policies and areas where change is necessary. It will also monitor significant effects of the RLDP against sustainability objectives and it will publish these reports annually.

Tudalen73

5. Community Involvement Scheme

5.1. Aims of the CIS

5.1.1. The Council is fully committed to engaging with stakeholders and the local community throughout the Plan’s preparation and intends to engage widely and as early as possible in order to take into consideration stakeholders views and build as much consensus as possible. The CIS sets out who will be formally involved in the RLDP process and how and when the participation and consultation will occur.

5.2. Principles of Community Engagement

5.2.1. In preparing the CIS, the Council has given regard to both previous CISs (LDP (July ’13) & RLDP (January ‘22) (Appendix D); The WBFGA (2015); and the NPT Well-being Plan. These highlight the importance of ensuring that stakeholders are fully involved in the RLDP preparation and decision making process and that there is full collaboration with other departments and sections within the Council and

other bodies (including neighbouring authorities, statutory undertakers and others) who could assist. Furthermore, while all Covid 19 restrictions have been removed, the pandemic highlighted how quickly situations can change. It also allowed a new way of working through virtual meetings and workshops. The Council will have due regard to the need for both face-to-face meetings and events, as well as any

virtual workshops or engagement, and will respond as appropriate and necessary to the changing requirements of the communities.

5.2.2. Furthermore, the Development Plans Manual (DPM) indicates that the Council should profile the community in order to identify the most appropriate range of interests to be involved in the LDP preparation process. Full details and findings of this process are set out in Appendix E.

5.3. Engagement Principles

5.3.1. Taking these into account, the following consultation principles will be used to guide the Council's approach to involving the local community and other stakeholders in preparation of the RLDP:

Tudalen74

• Frontloaded: The community will be encouraged to be involved at an early stage in the preparation of the RLDP;

• Continued Involvement: The community will be encouraged to be involved throughout the process of preparing the RLDP;

• Commitment: Opportunities will be sought for the whole community to engage at appropriate stages in the process;

• Inclusive: The Council will encourage the active participation of everyone who has an interest in, or who may be affected by, the RLDP;

• Transparent: Engagement will be undertaken in a transparent and open manner;

• Fit for Purpose: Engagement will be fit for purpose and capable of being resourced; and

• Realistic: The Council will seek to ensure that all parties involved in the process understand and remain realistic about what can be achieved within the context of relevant legislation, WG guidance, and resources available.

5.3.2. In addition, consideration will also be given to the NPT Public Services Board (PSB) Citizen Engagement Scheme which provides a reference for good practice in public consultation. The scheme includes a toolkit to provide a common template for procedures and documents.

5.3.3. Consideration is also given to ten National Principles for Public Engagement in Wales. These are:

• Engagement is effectively designed to make a difference;

• Encourage and enable everyone affected to be involved, if they so choose;

• Engagement is planned and delivered in a timely and appropriate way;

• Work with relevant partner organisations;

• The information provided will be jargon free, appropriate and understandable;

• Make it easier for people to take part;

• Enable people to take part effectively;

Tudalen75

• Engagement is given the right resources and support to be effective;

• People are told of the impact of their contribution; and

• Learn and share lessons to improve the process of engagement.

5.4. Consensus building

5.4.1. The Council intends to build as much consensus as possible during the RLDP preparation process and hopes that all parties will engage from the outset. In order to do this a variety of consultation methods (see section 5.6) will enable structured discussions and involvement with the aim of building as much consensus as possible. This approach should reduce the time taken to reach adoption by reducing the number of deposit objections to policies and therefore reducing the time spent at later stages of the Plan preparation process. Consensus building will be assisted through the establishment and sharing of a common information base for the key issues from the start of the process.

5.4.2. Where consensus cannot be achieved, it is important that the sources of information leading to a decision are explicit and respected by all parties. In such instances, other appropriate matters such as national policy will be considered to determine any outcome. Progression may also be made on a majority basis.

5.5. Role of Stakeholders and Interested Parties

5.5.0.1. In accordance with the LDP Regulations, engagement in the RLDP's preparation will focus on relevant stakeholders and the public, and includes:

o Key Stakeholder Group (KSG) (Appendix F)

o Elected Members (included as part of KSG);

o Town and Community Councils (included as part of KSG);

o Specific and General Consultation Bodies (Appendices G and H)

o Hard to Reach and Protected Characteristics Groups;

o LDP Consultation Database;

o General public;

o The Citizens’ Panel;

Tudalen76

o Local Area Co-ordinators;

o Collaboration within the Council including Technical Working Groups (TWG);

o Regional partners and authorities; and

o Developers, Agents and Other Site Promoters.

5.5.1. Key Stakeholder Group (KSG)

5.5.5.1.1. To avoid consultation fatigue for stakeholders and to encourage structured discussion, engagement will be focussed on organisations and groups identified as Key Stakeholders. Key Stakeholders are those identified in Appendix F.

5.5.5.1.2. During the early stages of Plan preparation, a KSG will be formed. The KSG will be involved throughout the Plan preparation period up to and including the Deposit stage. It will play a central role in identifying the Plan vision, objectives and strategy options and consider the RLDP strategy, distribution of growth, emerging site allocations and policies.

5.5.2. Elected Members

5.5.2.1.1. Members will be kept informed of the Plan’s progress throughout the preparation process.

5.5.2.1.2. Elected Members will be expected to act as champions for the RLDP preparation process by keeping their constituents up to date with progress. All- Member seminars will be held at appropriate times.

5.5.3. RLDP Member Working Group.

5.5.3.1.1. A RLDP Member Working Group has been created consisting of a sub-group of cross-party members from the Planning Committee, supported by relevant LDP

Officers where necessary.

5.5.3.1.2. The intention is for the group to be used as a ‘sounding board’ in order to provide informal feedback about existing and proposed policies and proposals, the key spatial planning issues to be addressed, along with the vision, objectives, strategy and proposals of the Plan as they emerge. The group will also have the opportunity to review the background documents and evidence base.

Tudalen77

5.5.3.2. The RLDP Working Group will meet regularly to enable a direct role in the evolution of RLDP strategies and policies. This group is not a decision making body but will help to influence the plan's direction and priorities.

5.5.4. Community and Town Councils

5.5.4.1. Town and Community Councils both within and adjacent to the County Borough will play a key role in disseminating information within their respective communities and encouraging engagement in the RLDP. As a reflection of this role and status as Specific Consultees (Appendix F) the Council will consult them at appropriate stages.

5.5.4.2. Whilst the Council is providing a wide range of opportunities to become involved in the RLDP process, there are clearly resource limitations to the extent of engagement that is possible. Additionally, it is important that all consultees are dealt with in a fair and equal manner.

5.5.4.3. Taking this into account, there are 19 Town and Community Councils (236 seats) of varying sizes and budgets within the County. It is considered that attending the meetings of each of these Councils on an individual basis is impracticable due to resource issues. However, where practicable, the Council will identify other appropriate methods of engagement, where necessary.

5.5.4.4. There are also opportunities to utilise the Council’s established Town and Community Council Liaison Forum in order to gain consensus around these groups. In the absence of Town and Community Councils within the Port Talbot area, VIVA Port Talbot Business support and organisations based in those areas will be targeted and engaged in order that the views of those areas are captured. There are also a number of external organisations that could play an important role in supporting engagement with the Sector – including One Voice Wales and Planning Aid Wales.

5.5.5. Specific, General and Other Consultation Bodies

5.5.5.1. In accordance with the LDP Regulations, the Council has compiled lists of consultation bodies, that is organisations or groups that are likely to have an interest in or be affected by the RLDP. These comprise Specific Consultation Bodies (including the WG, Natural Resources Wales (NRW), Cadw, statutory

Tudalen78

undertakers and adjoining local authorities) outlined at Appendix G and General Consultation Bodies (including voluntary groups and representatives of business interests) outlined at Appendix H.

5.5.5.2. Liaison with NPT’s PSB will be of particular importance to ensure that the RLDP process aligns with the Local Well-Being Plan. The PSB also represents a broad coverage of interested parties and their involvement in the process will aid the RLDP process through the provision of data and evidence base as well as broadening the scope of engagement with parties that have limited or no contact with the development plan process in the past, but with an interest in NPT.

5.5.5.3. In order to encourage representation from all sectors of society within NPT (as characterised in Appendix E) in an equitable way, potential stakeholders from some under-represented sectors need to be encouraged to become involved. Additional stakeholder groups have therefore been contacted where gaps are identified in this respect, and these have been included on the General Consultation Bodies list where appropriate (Appendix H).

5.5.5.4. A list of Other Consultation Bodies has also been compiled, including organisations or bodies that do not fit into the categories set out in the Regulations, but that may have an interest or be affected. These consultation bodies’ lists are set out in Appendix H.

5.5.5.5. In addition, specific relevant stakeholder representation will be sought for each of the Technical Working Groups (TWG’s). Stakeholders who have an interest in specific topic areas will be encouraged to become involved in TWG discussions and Key Stakeholder workshops and / or meetings. These will consist of both internal officers and external stakeholders. This will enable stakeholders to be fully involved in more detailed identification of the key issues in respect of specific policy matters that face the County Borough, and development of strategies and approaches to address these as appropriate.

5.5.6. Hard to Reach and Protected Characteristics Group

Hard to Reach or Seldom Heard Groups

5.5.6.1. The community profiling exercise (Appendix E) has identified a number of Hard to Reach or Seldom Heard Groups within NPT. Measures will be taken to contact

Tudalen79

these groups and individuals and where possible to encourage them to participate through the processes outlined above, including forums and discussions.

5.5.6.2. In particular representatives from the following groups will be encouraged to become involved in the RLDP preparation process:

• Young people;

• Older persons;

• People with Disabilities;

• Gypsies and Travellers;

• Unpaid carers;

• Students;

• Black Asian Minority Ethnic (XXXX) Groups; and

• LGBTQIA+ Forums.

5.5.6.3. In addition there are other groups identified as significant in the community profiling who are considered to have been under represented previously in LDP preparation. This includes (but is not limited to) those seeking affordable housing in the County Borough, people on low incomes, small house builders and small and medium sized enterprises.

Protected Characteristics Groups

5.5.6.4. Under the Equality Act 2010, it is against the law to discriminate against someone because of their age, disability, gender, race, religion, sexual orientation, marriage and civil partnership, as well as during pregnancy. All public bodies, including the Council are required under the Act to eliminate unlawful discrimination, harassment and victimisation, advance equality of opportunity and xxxxxx good relations amongst and between different protected groups.

5.5.6.5. The Protected Characteristic Groups have been considered in the compilation of the consultation bodies lists and additional groups contacted and included where appropriate within the RLDP stakeholder groups.

Tudalen80

5.5.6.6. The Council has developed a Strategic Equality Plan (SEP) in line with the requirements of the Equality Act 2010 which demonstrates the Council's commitment to progressing the equality agenda in Neath Port Talbot, through providing high quality public services to all citizens. The SEP aims to:

• Remove or minimise disadvantages experienced by people due to their protected characteristics; and

• To take steps to meet the needs of people from protected groups where these are different from the needs of other people.

5.5.6.7. An Equality Impact Assessment (EIA) will be carried out to ensure that the impact of policies, consultations and procedures on all residents and visitors are assessed.

5.5.6.8. With regards to engaging with these groups, appropriate representatives of the identified groups will be invited to participate at the relevant stages of the plan preparation process, in order to maximise the inputs and benefits from the participation. Council departments, existing networks and delivery partners will assist in ensuring access to all and will target specific groups. For example, the Council's Community Cohesion Officer will facilitate contact with the Black and Minority Ethnic (XXXX) Community and help to share information to the community and help the community to engage in the consultation process to express their views.

5.5.7. Local Development Plan Consultee Database

5.7.7.1. A comprehensive LDP consultee database has been maintained by the Council since the commencement of the preparation process for the original LDP. It has also been updated following the enactment of The General Data Protection Regulations (2019). The LDP database includes all persons and organisations (including any residents groups) that have expressed an interest in the RLDP process or made comments on any aspect, together with anyone who has asked to be kept informed at any stage of the LDP or RLDP process.

Tudalen81

5.7.7.2. Any person who wishes to be added to the consultation database should email the LDP team (xxx@xxx.xxx.xx) and give written consent to the Council storing their personal details.

5.5.8. General Public

5.7.8.1. To ensure that the Plan preparation process is transparent, and that the public can help inform the plan, it is essential that their involvement is sought. The Council proposes to use a diverse range of methods to ensure effective community involvement throughout the Plan process while complying with the requirements of the Regulations.

5.7.8.2. During the main formal public consultation stages, members of the public will be informed of RLDP progress through a number of consultation awareness methods, outlined in the next section.

5.5.9. Citizens’ Panel

5.7.9.1. The Council has established a Citizens' Panel in order to enable residents of the County Borough to contribute to policy and service development. Membership of the Citizens' Panel is open to residents of NPT County Borough aged over 16 years.

5.7.9.2. The Citizens' Panel is intended to provide a method to gauge the opinions of a cross-section of the County Borough’s population.

5.5.10.Local Area Co-Ordinators

5.7.10.1. Local Area Co-Ordinators (LAC’s) work within local communities and proactively meet with individuals and families in their neighbourhoods, building trust and connections with people over time. This enables the residents to recognise their own capabilities, as well as any potential community networks or practical resources that they may have available to them. The overarching goal of the scheme is for people to lead better, happier and healthier lives.

5.5.11.Collaboration within the Council including Technical Working Groups (TWGs)

Tudalen82

5.7.11.1. To ensure that all sections of the Council are fully aware of the RLDP

preparation process and its progress, presentations and meetings will be held with relevant senior council officers in all affected departments. This is intended to enable discussion of all aspects and in particular to allow issues to be raised and acknowledged, fully considered and addressed.

5.7.11.2. TWGs have been established to address specific policy areas such as housing (and affordable housing), employment or environmental issues, and where necessary area-based community issues. The TWGs include Council Officers with responsibility for areas including Planning, Highways, Engineering, Drainage and Flood Management, Biodiversity, Economic Development, Housing, Education and Public Health, although this list is not exhaustive.

5.5.12.Regional Collaboration

5.7.12.1. There is a statutory requirement for regional collaboration to be undertaken and close working relationships have already been formed with the adjoining neighbouring authorities, with key group meetings already established.

5.7.12.2. The South West Wales (SWW) Strategic Planning Group and the Minerals and Waste Working Party have already undertaken a significant amount of collaborative working. The most recent studies include: the Swansea Bay and Llanelli National

Growth Area (NGA) Definition, and the Nutrient Credit Trading Study – Feasibility & Toolkit. These studies will not only inform reviews of individual RLDPs but will also contribute positively as a potential baseline for future work on SDPs.

5.5.13.Developers, Agents and Other Site Promoters

5.7.13.1. Developers, agents, landowners and any other interested persons are encouraged to submit suggestions for sites that they wish to be considered for development during the Call for Candidate Sites. Details of the Candidate Sites process, including guidance notes, will be made available on the Council's website prior to the Call for Candidate Sites in order for developers, agents and landowners to fully understand the process, understand the potential costs of submitting a site (including the costs of obtaining supporting evidence such as the

Tudalen83

Development Viability Model - DMV) and understand where consultants and specialists may be required.

5.7.13.2. Prior to the Call for Candidate Sites, the LDP Team will write to all landowners, agents and/or developers of undeveloped site allocations to inform them of the Call for Candidate Sites where we have up-to-date contact information.

5.7.13.3. Developers, agents, landowners and other interested persons will also be involved in the Housing TWG. The LDP team will use the existing Housing

Steering Group as a basis for the Housing TWG and invite estate agents/ lenders/ valuers etc. to extend the membership to discuss viability input assumptions for example with regards to house prices/ build costs/ developer profit etc.

5.6. Methods of Involvement, Participation and Consultation

5.6.0.1. During the plan preparation process, the RLDP will require engagement across the various stakeholders discussed in section 5.5 above to assist in the formation of the Plan.

5.6.1. Formal public consultation events

5.6.1.1. In order to raise awareness across the authority that formal public consultations are occurring, several consultation methods that will be used to raise as much awareness in the RLDP as possible.

5.6.1.2. These methods include:

• Direct Contact: via email / letter to those on the LDP’s Consultation Database;

• Dedicated RLDP Website - Publication of documents on the Council’s website, including Frequently asked Questions and Easy Read notes;

• Document availability – key documents to be made available at the Deposit Venues (see 5.6.4);

• Promotion of consultation by Elected Members, as well as Town and Community Council’s: Community Councils, Town Councils and Members will be provided with information (including posters) to assist in the promotion of the public consultations. In Port Talbot, #VIVA Port Talbot will be used. Members may be asked to distribute information directly to digitally excluded

Tudalen84

residents and share information via their own community social media channels;

• Provision of guidance notes for libraries: Libraries will be sent publication leaflets promoting the various consultation stages, as well as information relating to access the information on-line;

• Local Radio Campaigns: Engagement activities relating to the pre-deposit and deposit consultation stages will be advertised through various local Radio campaigns;

• Press Releases: To local and regional newspapers, including NPT News;

• Social Media: regular updates will be given via the Council’s Social Media accounts (such as Facebook, LinkedIn, Instagram, Twitter (X) and the ‘NPT News’ monthly e-newsletter);

• Updates to the PSB Board;

• NPT staff updates: via the ‘SWAY’ account (as 69% of employees live and work within NPT); Facebook, LinkedIn, Instagram, Twitter (X);

• NPT News Room - a live blog that refreshes regularly on the Council's webpage;

• Pop-up banners: Distributed to locations to encourage people to visit the Council's website;

• Posters and Leaflets: distributed to key local community facilities, such a libraries, GP surgeries, leisure centres and community notice boards.

• Targeted Public Exhibitions: Drop in or un-staffed as necessary;

• Virtual and face to face meetings: held during the Preferred Strategy and Deposit Plan consultation stages;

• Digital Screens: will be used where appropriate and feasible. Locations such as the Civic Centres and transport hubs may be used;

• Youth Council and Young Mayor will be contacted and kept informed;

• Social Services Colleagues: will assist in distributing information and collect responses with young people through NPT Young which is also known as YOVO (11 plus years old) and Junior YOVO (7 to 11 years old);

• Local Area Co-ordinators: will be used to distribute and communicate information;

Tudalen85

• LGBTQIA+ Forums, Black Asian Minority Ethnic Groups, all other relevant seldom heard stakeholder groups: will be engaged through targeted social media campaigns and awareness raising via other appropriately tailored methods such as posters/leaflets where necessary. Documentation or consultation materials will be translated into other languages and formats when required in order to ensure maximum engagement with seldom heard groups; and

• Welsh Language stakeholders will be engaged through the medium of Welsh.

5.6.2. Welsh Language

5.6.2.1. The preparation of the RLDP and all engagement with stakeholders and the public will be undertaken in accordance with the Council’s Welsh language standards and the Welsh Language Standards Regulations 2015

• The Authority welcomes correspondence in Welsh or English and will deal with Xxxxx and English correspondence to the same standards and timescales;

• Correspondents will receive a reply in the language of the original correspondence;

• All forms, consultation documents (excluding technical documents), publicity materials and correspondence will be bilingual; and

• All meetings, whether formal or informal, will be conducted bilingually where requested beforehand.

5.6.3. Document Availability

5.6.3.1. All relevant documents produced as part of the RLDP preparation process will be made available to all consultees and stakeholders, in a relevant format at appropriate times, to inform the plan preparation stages. These documents will be published on the RLDP website (xxx.xxx.xxx.xx/xxx). In addition, printed copies will be available to view (by appointment only), at the following offices (‘Deposit Venues’):

• Neath Civic Centre, Neath, SA11 3QZ

• Port Talbot Civic Centre, Port Talbot, SA13 1PJ

Tudalen86

• The Quays, Brunel Way, Baglan Energy Park, Neath SA11 2GG

5.6.3.2. Paper copies of documents will be available for purchase on request at a price to cover the costs of printing, postage and packaging.

5.6.4. Representation Feedback Arrangements

5.6.4.1. All representations received as part of the statutory consultation stages will be acknowledged and registered on the RLDP database and the findings of the consultations will be used in the next step of the preparation of the RLDP. Consultees and correspondents will be informed of the next steps in the process. Most of the correspondence will be by e-mail. This will ensure a fast and economic method of engagement. Wherever this is not possible, then postal letters will be sent.

5.6.4.2. At all significant stages (Pre-Deposit and Deposit stages), consultation representations and the LPA's response will be reported to the Council's

Environment, Regeneration and Streetscene Services Cabinet Board (ER&SSCB) and Full Council.

5.6.4.3. As mentioned previously, details of all consultation and engagement activity undertaken will be included in the Initial Consultation Report (ICR) and Consultation Report (CR) which is required by the LDP Wales Regulations at the Preferred Strategy and Deposit Plan and Submission stages of the plan preparation process respectively.

5.6.5. Petitions

5.6.5.1. Petitions are sometimes used by groups to offer their opinions on an issue. Any submitted petition should clearly state on each page the purpose of the petition, and should have an organiser contact name and address / e-mail.

5.6.5.2. All correspondence will be directed to the contact details given of the person organising the petition; individual acknowledgement will not be sent to individual signatories of the petition, and they will not automatically get added to the RLDP database and informed of the next stages.

5.6.6. Duly Made and Late Representations

Tudalen87

5.6.6.1. For a representation to be duly made, they must be submitted to the LDP team in accordance with the information provided at that consultation stage. Typically, this will include the comments being received by standard mail or via email communications. The representation must include your full name and postal address, and specify the matters to which it relates (note any personal details will not be published). Representations must also not include any defamatory information or statements. Where a representation is made at Deposit Stage it must be clear what changes are sought, the grounds upon which the

representation is made and the relevant test(s) of soundness that have not been met.

5.6.6.2. The Council will only accept representations received during the prescribed consultation periods. Deadlines will be strictly adhered to and any representations received outside of these consultation periods will be deemed to be not duly made.

5.6.6.3. Whilst social media will be used to help promote the consultation, the Council cannot accept representations made directly via social media.

Tudalen88

6. Decision Making and Delivery

6.1. Decision Making and Delivery

6.1.1. Important strategy and policy decisions will need to be made at key stages of the development of the emerging RLDP. The ways in which the council will take these decisions are outlined below, together with measures to ensure that the Plan is delivered within the timescales envisaged.

6.2. Internal Reporting

6.2.1. At key stages of the RLDP preparation process, Directorate Management Team (DMT), Corporate Directors Group (CDG), Environment, Regeneration and Streetscene Services Cabinet Board (ER&SSCB) and Full Council approval will be required. Generally, internal stakeholder engagement (Officers & Members) will involve discussion at the following groups:

• TWG (Including Officers);

• RLDP Member Working Group (MWG)*/All Member Seminar/Members Briefing;

• DMT;

• CDG;

• ER&SSCB; and

• Full Council.

6.2.2. Decision making on the RLDP will be by ER&SSCB with key formal stages approved by ER&SSCB and Full Council.

6.3. Corporate Fit

6.3.1. The Council is committed to the delivery of its corporate aims and objectives through its strategic and policy documents. The development of a corporate relationship between such documents is central to their effective delivery, with the RLDP being fundamental in conveying land use aspirations.

Tudalen89

6.3.2. The Council's Well-being Plan will form a key part of the evidence of the RLDP, shaping and influencing the vision, strategy and objectives of the RLDP.

6.4. Staffing and Financial Resources

6.4.1. The Council is required to identify the resources – staff and financial – during the various stages in the RLDP process in the DA. The Council’s Planning Policy Team will lead in the production and management of the RLDP process, including the preparation of any consultative documents, and will be charged with the management of the definitive stages (1-4, see Table 4.1.1) of the preparation process and progression to Submission of the RLDP to the WG for Examination (Indicative Timetable, Stage 5). Whilst the following officer time is currently scheduled to be dedicated to the RLDP preparation process, the position will be monitored throughout the process and additional resources requested as necessary:

6.4.2. RLDP Team:

• Planning Policy Manager x 1 (50%)

• Planning Policy Team Leader x 0.8 (80%)

• Senior Planning Policy Officers x 3.8 (85%)

• Planning Policy Officer x 1 (85%)

• Temporary (3yr) Planning Policy Officer x 1 (85%)

• Senior Business and Technical Support Officer x 1 (65%)

6.4.3. The Head of Planning & Public Protection and the Planning Policy Manager will be responsible for overall delivery of the RLDP, with the Planning Policy Manager and Team Leader responsible for the day-to-day project management. The Planning Policy Team will lead in the preparation and delivery of the RLDP with Member engagement and political reporting at appropriate stages.

6.4.4. Officers in other Council service areas will also be involved in various aspects of the Plan preparation process as required. Where necessary, external consultants will be engaged to undertake specific pieces of work such as the preparation of technical assessments and studies, advise on particular issues and prepare

Tudalen90

documents such as the ISA and HRA. An initial assessment has been carried out of the elements of plan preparation that are likely to require external consultant input and financial resources have been secured accordingly.

6.4.5. Regional collaboration with neighbouring authorities will be fundamental to the preparation of the RLDP, where appropriate, opportunities will be sought to develop a joint evidence base with neighbouring authorities and authorities in the SWW Region.

Budget Position

6.4.6. The Council is providing a Budget of £530,830 to fund the preparation of the RLDP to adoption to 2027/28. This includes a base budget of £81,205 per annum with the balance funded from an earmarked reserve. Projected costs relating to all elements of the RLDP (including the Examination in public but excluding staff costs) is £490,830, resulting in a contingency provision of £30,000 over the 5 year period.

Table 6.4.6: Budget Position

Year	Total available budget	Base budget funds available	LDP Reserve funds available	Total estimated spend
2023/24	£100,263	£81,205	£19,058	£100,263
2024/25	£112,945	£81,205	£31,740	£112,945
2025/26	£122,720	£81,205	£41,515	£122,720
2026/27	£103,697	£81,205	£22,492	£103,697
2027/28	£81,205	£81,205	£0	£51,205

6.5. Risk Management

6.5.1. The definitive stage of the timetable is considered to be realistic and achievable, having regard to resource input in to the RLDP process. While the Council will seek to avoid departure from the proposed timetable, a number of risks have been identified which could result in programme slippage. The potential risks and proposed mitigation measures to address / minimise these risks are set out in Appendix I. The Council will report and justify any substantial deviation (of more

Tudalen91

than 3 months) from the proposed timetable. Section 4 identifies the procedures to be followed should the Council identify the need to amend the DA.

Tudalen92

Part 3 - Monitoring and Review

7. Monitoring and Review

7.1. Monitoring and Review

7.1.1. In accordance with the LDP Regulations, the Council will monitor and review progress against the DA throughout the preparation of the RLDP, in order to ensure that the aims of the CIS are being met in accordance with the proposed timetable.

7.1.2. Instances in which the DA may need to be reviewed and amended include:

• If the process falls significantly behind schedule (more than 3 months);

• If any significant changes are required to the CIS;

• If there are significant changes in the resources available to the Council;

• If new legislation, regulations or guidance should require new procedures or tasks to be undertaken;

• If there are any major changes of circumstance that materially affect the assumptions, evidence, policies or proposals contained within the emerging RLDP;

• If there are further unforeseen restrictions associated with Covid-19, or similar local or national events.

7.1.3. If the Council identifies the need to review the DA, it will seek agreement with WG in accordance with the LDP Regulations.

7.2. Annual Monitoring Reports (AMR)

7.2.1. Following adoption of the RLDP, the Council will produce an AMR in accordance with guidance contained in the DPM. The report will cover the period 1st April to 31st March each year, will be submitted to the WG by 31st October of the same year and will be made available for public inspection via the Council's website.

7.2.2. The AMR will assess how effectively the policies and proposals of the Plan are performing. If a policy is not being implemented the Council will give the reasons

Tudalen93

for this and set out the steps it intends to take to secure implementation and any intention to revise the RLDP, to replace or amend the policy.

7.2.3. The AMR will also report and monitor housing delivery. Including the annual level of housing completions monitored against the Anticipated Annual Build Rate (AABR) as specified in the adopted RLDP housing trajectory; the total cumulative completions monitored against the anticipated cumulative completion rate specified in the adopted RLDP housing trajectory; the level of affordable housing completions monitored against the RLDP's overarching target; and the tenure of affordable housing completions.

7.3. Review of the RLDP

7.3.1. Following adoption of the RLDP, the Council intends to undertake a full review of the RLDP at least once every four years, although the frequency and timing will depend on findings in the AMR / local circumstances. The review will be undertaken in accordance with the relevant legislation and guidance.

Tudalen94

Appendices

Tudalen95

Tudalen96

Appendix A - Neath Port Talbot Replacement Local Development Plan – Timetable

0000

0000

0000

2026

2027

J

J

A

S

O

N

D

J

F

M

A

M

J

J

A

S

O

N

D

J

F

M

A

M

J

J

A

S

O

N

D

J

F

M

A

M

J

J

A

S

O

N

D

J

F

M

A

Publish Final LDP Review Report (July 2020)

Key Stage 1: Delivery Agreement (Regs 5-10)

Prepare and Report draft DA to Board and Full Council

Submission to WG for approval

Publication of approved DA following WG approval

Key Stage 2: Pre-Deposit Preparation and Participation (Reg 14)

Review and develop baseline information and evidence

SA Stage A: Prepare ISA (SEA) Scoping Report

Consultation, assessment, consideration and reporting of representations received on the ISA (SEA) Scoping Report;

Publication of ISA (SEA) Scoping Report including SEA Screening determination

Review and develop Strategic Options, Issues, Vision & Objectives

Invitation for submission of Candidate Sites

Assessment of Candidate Sites

Key Stage 3: Pre-Deposit Consultation (Regs 15, 16, 16A)

Prepare the Preferred Strategy, HRA Screening and ISA (SEA Interim report)

Reporting of the Preferred Strategy, HRA Screening and ISA (SEA Interim report)

Consultation on the Preferred Strategy (inc. Strategic Sites), Interim ISA (SEA) Report and HRA Screening Report

Publication of Candidate Site Register

Community Feedback on Candidate Sites

Assessment, consideration and reporting of responses received on the Preferred Strategy, Interim ISA (SEA) and HRA Screening Report

Publication of Preferred Strategy, Interim ISA (SEA) and HRA Screening Report & Initial Consultation Report

Key Stage 4: Deposit Participation /Consultation (Reg 17-21)

Preparation of draft Deposit Plan, ISA (SEA) and HRA Reports

Reporting of draft Deposit LDP, ISA (SEA) and HRA Reports

Consultation on draft Deposit LDP, ISA (SEA) and HRA

Assessment and Consideration of the representations received in respect of the draft Deposit LDP, ISA (SEA) and HRA Reports

Prepare & Report on the Final Consultation Report

Reporting of representations to the Deposit LDP, ISA (SEA) and HRA Reports. Approval to Submit to WG

Key Stage 5

Submission to WG (Reg 22)

Key Stage 6

Examination including Pre-Hearing Meeting (Reg 23)

Key Stage 7

Publication of Inspector's Report (Reg 24)

Key Stage 8

Adoption (Reg 25, 25A)

Key Stage 9

Monitoring and Review (Reg 37) (April 2028)

Appendix B - Key Stages of the LDP, ISA and HRA

Table B1: Key Stages of the LDP, ISA and HRA

Stage	LDP Stage	ISA Stage	HRA Stage
1	Review and Develop Evidence Base	Initial screening	Initial screening
		Develop the ISA Scoping Report
		Consultation on the ISA Scoping Report
2	Call for and Assessment of Candidate Sites	ISA of Candidate Sites	Assessing Likely Significant Effects
3	Preferred Strategy Preparation of Vision, Objectives, Strategic Options & Preferred Strategy	ISA assessment of strategic options and sites	HRA Screening
	Preferred Strategy Stakeholder Engagement	Preparation of the ISA Interim Report
4	Pre-Deposit (Preferred Strategy) Consultation	Consultation on ISA Interim Report	Assessing Likely Significant Effects
5	Deposit RLDP Drafting and Stakeholder Engagement	Assessment of emerging RLDP	Assessing Likely Significant Effects
6	Deposit RLDP and Associated Documents	Consultation on ISA Report	Appropriate Assessment (AA) Scoping (if required)
			Appropriate Assessment (AA) (if

Tudalen97

Stage	LDP Stage	ISA Stage	HRA Stage
			required) Formal consultation on AA (if required) Record AA
7	Submission of RLDP to WG	Submission of ISA Report with RLDP	Submission of HRA Report with RLDP
8	Independent Examination in Public (EIP)
9	Publication of the binding Inspector’s Report
10	Adoption of the RLDP Prepare Adoption Statement	Preparation of ISA Statement	Preparation of HRA Statement
11	Monitoring and Review	Monitoring the implementation of the RLDP against the ISA Indicators

Tudalen98

Appendix C - Stages of Plan Preparation & Engagement Methods

Table C.0.1: Preparation and Submission of DA (Regulation 9)

Stage in the Document Preparation Process	Purpose	Timescale (When?)	Who? Community Involvement	How? Consultation Mechanism	Feedback / Reporting Mechanism
Draft DA & consult	To set out timetable for plan preparation and process, and methods of community engagement	September /October 2023	General and Specific consultation bodies	Email / Letter	Comments will be considered and the DA amended if necessary. Final DA to be submitted to the Welsh Government for formal agreement.
Consultation	To involve the	September –	SEA/SA	Email / Letter
on ISA	SA/SEA	October 2023	statutory
Scoping	Statutory		consultees
Report	Consultees in		(Cadw and
including ISA	preparing the		NRW)
screening	Scoping
	Report.
Publication of the agreed DA	To inform stakeholders and the public of the agreed DA	November 2023	All parties listed in Section 5 of this document.	Publicise the final document on the Council’s Website. Place in Deposit Venues.	Updated DA to be published on the Council’s website.
				Email / Letter

Tudalen99