Agenda item

The Committee has requested a report on minerals and waste planning in Oxfordshire.

Cllr Judy Roberts, Cabinet Member for Place, Environment and Climate Action, Robin Rogers, Director of Economy and Place, David Periam, Planning Development Manager, have been invited to present the report and answer the Committee’s questions.

The Committee is asked to consider the report and raise any questions, and to AGREE any recommendations it wishes to make to Cabinet arising therefrom.

Councillor Thomas withdrew for the duration of this item.

Councillor Judy Roberts, Cabinet Member for Place, Environment and Climate Action, attended to introduce a report providing an overview of the Council’s statutory responsibilities as the Minerals and Waste Planning Authority. She was accompanied by Robin Rogers, Director of Environment and Place, Jason Sherwood, Head of Regulatory Something, David Periam, Matthew Case, Team Leader: Applications, Charlotte Sims, Team Leader: Minerals and Waste Policy, and Neal Richmond, Team Leader: Enforcement.

The report explained that Minerals and Waste Planning was a specialist function, distinct from district planning responsibilities, and was delivered through three inter related functions: Minerals and Waste Policy and Strategy, Minerals and Waste Development Management, and Minerals and Waste Monitoring and Enforcement.

Members noted that Minerals and Waste planning differed significantly from other planning functions owing to its scale, operational complexity and long term nature, with development sites often operating over several decades. It was highlighted that decisions had to operate within national planning policy and enforcement frameworks, and that failure to determine or enforce decisions lawfully and in a timely manner could have exposed the Council to appeals and potential intervention.

Officers gave a presentation to provide context on the range and distribution of Minerals and Waste sites across Oxfordshire. This included quarries, recycling and waste transfer facilities, landfill and restoration sites, sewage works, energy recovery facilities, and examples of restored mineral workings returning land to agriculture, nature conservation or other beneficial uses. Examples of enforcement action were also described, including the use of temporary stop notices and subsequent resolution through planning applications.

Members discussed the adequacy of resourcing across Minerals and Waste functions. Concerns were raised regarding reliance on temporary and agency staff, vacancies within specialist roles, and the sustainability of current arrangements in light of the requirement to prepare a new Minerals and Waste Plan within a statutory 30 month timetable. Officers advised that the number in the team was supplemented with temporary and agency support to respond to workload pressures, and that further recruitment and reorganisation proposals were being developed to stabilise and strengthen the service.

The Committee discussed workforce culture and capability. Officers advised that the team comprised highly specialised officers, that demand and complexity were significant, and that there was an ongoing need for recruitment, succession planning and skills development to maintain service resilience. Members acknowledged the challenges posed by hard to fill specialist roles and constraints across partner organisations.

Members considered monitoring and enforcement arrangements. It was noted that there were currently no nationally prescribed performance indicators for Minerals and Waste site monitoring and that developing meaningful KPIs was challenging due to the variability and complexity of cases, particularly where voluntary resolution was pursued or where enforcement action was subject to appeal. Officers confirmed that work was ongoing to identify proportionate and useful measures.

The Committee discussed liaison arrangements for major sites. Officers explained that liaison groups were generally informal and varied from site to site, with some secured through planning obligations and others operating voluntarily. Members raised concerns about inconsistency in arrangements, the degree of operator control over meetings, and the level of support available to councillors chairing or attending liaison committees. It was suggested that there might have been scope to strengthen liaison requirements through planning obligations in future.

Members discussed landfill and waste disposal. Officers advised that landfill use had reduced over time and that a significant proportion related to inert waste used for restoration of mineral workings, rather than disposal. Members noted that updated waste needs evidence would be prepared to inform the new Minerals and Waste Plan.

Members requested clearer reporting on enforcement outcomes. Officers advised that, while many cases do not result in formal action, it would be possible to reinstate regular reporting on enforcement activity, including where notices have been served, to the Planning and Regulation Committee.

The Committee agreed to make recommendations to Cabinet under the following headings:

1.     That the Council should develop and implement proportionate and meaningful KPIs for Minerals and Waste monitoring and enforcement activity, recognising case complexity, and report back on the proposed measures and reporting arrangements.

2.     That the Council should ensure that its ongoing organisational reorganisation and workforce planning explicitly assess whether Minerals and Waste planning functions are adequately resourced, including succession planning for specialist roles, to meet statutory duties and the 30‑month plan‑making timetable.

3.     That the Council should strengthen and standardise liaison arrangements for major Minerals and Waste sites, including where appropriate through planning obligations, and improve officer support and briefings for councillors who chair or attend liaison groups.

4.     That the Council should reinstate regular reporting of formal Minerals and Waste enforcement activity and outcomes to the Planning and Regulation Committee, to support effective oversight of this non‑executive function.

5.     That the Council should review and update its online information on Minerals and Waste planning responsibilities, policies and enforcement arrangements, to improve accessibility and clarity for members and the public.

6.     That the Council should consider commissioning an independent review of Minerals and Waste planning processes, including a sample review of enforcement practice, the use of extensions and section 73 applications, and the adequacy of resources to discharge the Council’s statutory responsibilities.