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Records of Decisions and Access to Documents

Meadow Pipit

Exmoor National Park Authority is committed to being open about the decisions that it makes.  Many decisions are made by the Authority's Members at meetings of

Exmoor National Park Authority
Partnership Fund Committee
Standards Committee

Details of each of these Committees can be found on our website under Committees and Meetings. The decisions made by each of the Committees are recorded in the Minutes which are approved at the next meeting.  For information about the decisions made by the Authority's Committees, please contact Judy Coles - Corporate Support Officer at CACarder@exmoor-nationalpark.gov.uk or 01398 322229. 

As well as decisions made by its Committees, the Authority allows some decisions to be made directly by its officers - either specifically at the request of a Committee/Sub-Committee or under a general authorisation (set out in the Authority's Scheme of Delegation).  These are known as decisions taken under delegated powers or 'delegated decisions'. 

National rules require a written record to be kept of certain delegated decisions taken by officers. The requirement to keep a written record is effective from 6 August 2014 and does not apply to delegated decisions taken before this date.  The requirement to keep a written record applies only to decisions:

  • to grant a permission or licence (e.g. decisions to grant a grazing licence);
  • that affects the rights of an individual (e.g. decisions about planning applications);
  • to award a contract or incur expenditure and which will materially affect the Authority's financial position

The written record will be available for inspection at the Authority's offices and on the website as soon as reasonable practicable after it has been made, and will include:

  • the decision made and the date the decision was taken;
  • the reason/s for the decision;
  • any alternative options considered and rejected; and
  • any other background documents.

You will not be able inspect some recorded decisions if the whole or part of the records contain confidential or exempt information.

Which decisions does the Authority record?

DECISIONS ABOUT PLANNING:  Officers can make delegated decisions in relation to any matter arising under the Planning Acts and on the determination of applications for certificates of proposed or existing lawful use and development, subject to provisions requiring applications to be considered by Planning Committee.

All the decisions made by the Authority about planning applications can be found on our website.  You will find a planning application search facility 'Planning Application Search' which will let you search for a particular application.  The search will allow you to see the status of an application (i.e. whether it has yet to be decided or whether a decision has been made) and whether it was decided by the Planning Committee or whether it was a delegated decision made by a Planning Officer.  

Where an application has been decided, the certificate/decision notice will set out the date of the decision and the reasons for the decision and if the application has been approved, any conditions attached to the planning consent.  You will also find background documents including the planning application itself and any responses from consultees.

If you would like assistance to use the planning application search facility or if you cannot find the information you are looking for please contact the Corporate and Customer Support Team via plan@exmoor-nationalpark.gov.uk or 01398 323665.


DECISIONS ABOUT PLANNING ENFORCEMENT:  If a breach of planning or listed building control has been identified and it has been necessary to serve a Notice to rectify that breach, the Notice is placed on the Enforcement Register. The Register includes Enforcement Notices, Listed Building Enforcement Notices, Stop Notices, Temporary Stop Notices and Breach of Condition Notices. You will be able to search the Enforcement Register to find details of enforcement notices issued. The notice will set out the date of issue and the reasons why enforcement action has been taken.  

If you cannot find the information you are looking for please contact Trevor Short - Planning Investigations Officer via TJShort@exmoor-nationalpark.gov.uk.


DECISIONS ABOUT TREE PRESERVATION ORDERS:  Officers can make delegated decisions about requests that a Tree Preservation Order be placed on a tree or group of trees, or that an existing Tree Preservation Order be revoked.

Decision Date of Decision Reason for Decision Alternative options considered Background Documents (if any)
Decision to confirm Tree Preservation Order without modifications (F14/8/45 trees adjacent to footpath WL18/59 Roadwater). 12 September 2014 Background information and reason for the decision.   
     
Tree Preservation Order on trees at land adjacent to the Recreation Ground, Roadwater20 October 2014   
     
Confirmation of Tree Preservation Order re trees on land adjacent to Recreation Ground, Roadwater15 April 2015   
     
Tree Preservation Order - tree to rear of former Tors Hotel, Lynmouth 31 July 2015   
     
Tree Preservation Order - Beech trees at Combeshead Hill, Brompton Regis19 October 2015   
     
Tree Preservation Order - Beech Trees at Meadow Close, Wheddon Cross20 November 2015   
     
Tree Preservation Order - at land to rear of former Torrs Hotel, Lynmouth12 January 2016   
     
Tree Preservation Order - Beech Trees at Combeshead Hill, Brompton Regis22 June 2016   
     
Tree Preservation Order - Beech Trees at Meadow Close, Wheddon Cross22 June 2016   
     
Tree Preservation Order - Oak tree at Mill Hill Lane, Trentishoe29 September 2016   
     
Tree Preservation Order - Trees at Eastercote1 February 2017   

Decisions relating to planning applications for works to trees that are subject to Tree Preservation Orders can be found via the Planning Application Search facility on our website by entering the search term TPO or the name of a specific property/land. If you cannot find the information you are looking for please contact the Corporate and Customer Support Team via plan@exmoor-nationalpark.gov.uk or 01398 323665.


DECISIONS ABOUT LAND AND PROPERTY:  Where the capital payment/receipt does not exceed £50,000 or the annual rental does not exceed £20,000, officers can make delegated decisions in relation to the acquisition of land and property; the taking/granting/varying of leases, licences, dedications and easements of or over any land; the disposal of land and property; and the sessional letting of property.

The details of delegated decisions are set out below.  If you cannot find the information you are looking for please contact Matt Harley, Land and Property Manager via MHarley@exmoor-nationalpark.gov.uk.

DecisionDate of DecisionReason for DecisionAlternative options consideredBackground Documents (if any)
Agreement to grant licence to Exmoor Foxhounds for recreational activities on land known as Exmoor Forest, Hawkcombe, Cosgate and Bye Common11 September 2014Application was made to the Authority by Exmoor Foxhounds and the terms of the licence were agreed.  
     
Licence to carry out Mire Restoration Work - Land at Prayway Meads, Simonsbath17 September 2014The work forms part of the Exmoor Mires Project 2010-2015 in which the Project Partners have agreed to co-operate and work together to restore natural hydrology to upland mires and wet heaths on Exmoor.  
     
Grant of a licence to Dulverton by Starlight: use of the car park at Exmoor House on Sunday 7th Dec 201424 September 2014To permit use of the car park as overflow parking for this local event.No alternative sites available. 
     
Grant of a 10 year licence to Exford VC First School15 October 2014To permit use of a half acre field as a playing field.No alternative site available 
     
Grant of licence to Woodcombe Community Woodlands Group2 February 2015To allow certain activities at Authority owned Woodcombe Wood at North Hill in pursuit of the management plan objectives. It is anticipated that the group will develop activities which will generate income to be reinvested in the project and generate further employment and training opportunities for local people.No alternatives considered. 
     
Grant of grazing licence for Sawmill Field and Balewater Meadows17 March 2015To allow fields to be grazed off.No alternatives available. 
     
Deed of Easement - land at Haddon Hill - Grant of access for forestry purposes only31 March 2015As part of project to realign a sinuous property boundary.No alternatives considered. 
     
Grazing Licence - land at Long Holcombe23 April 2015To enable grazing for conservation purposes.No alternatives available. 
     
Grazing Licence - land at The Chains24 April 2015To enable grazing for conservation purposes.No alternatives available. 
     
Grazing Licence - land at East Anstey Common24 April 2015To enable grazing for conservation purposes.No alternatives available. 
     
Grazing Licence - land at Haddon Hill6 May 2015To enable grazing for conservation purposes.No alternatives available. 
     
Licence to carry out works - land at Paddons Wood6 May 2015To carry out tree cutting works.N/A 
     
Licence to use a drone2 June 2015For botantical survey purposes.N/A 
     
Licence to run a bushcraft course - Hawkcombe11 August 2015Support for local event.N/A 
     
Licence to use car park at Exmoor House - Dulverton Town Council9 September 2015Support for local business.N/A
     
Licence 24 September 2015Hound exercise and trail hunting.N/A 
     
Licence to use car park at Exmoor House - Dulverton Town Council9 November 2015Support for local business - Dulverton by Starlight event.N/A 
     
Licence re use of Haddon Hill car park for 'Christmas Cracker' horse ride - West Somerset & Exmoor Bridleways Association30 November 2015To permit car parking to support event.N/A 
     
Licence re Mire Restoration Work at Warren Farm7 March 2016To permit Mire Restoration work.N/A 
     
Grazing Licence at Long Holcombe11 April 2016To enable grazing for conservation purposes.N/A 
     
Grazing Licence at The Chains11 April 2016To enable grazing for conservation purposes.N/A 
     
Licence for car parking at Exmoor House, Dulverton14 April 2016To support local business.N/A 
     
Licence for car parking at Exmoor House, Dulverton25 April 2016To support local charity and business.N/A 
     
Grazing licence at Sawmill Fields, Balewater Meadow and Auction Field3 May 2016To enable grazing for conservation purposes.N/A 
     
Licence to occupy and use Simonsbath Sawmill21 June 2016In agreement with local business.N/A 
     
Licence31 August 2016Trail Hunting and Hound Exercise.N/A 
     
Licence for feed station at Simonsbath Sawmill19 September 2016To support local event.N/A 
     
Licence for car parking at Exmoor House, Dulverton19 September 2016To support local event.N/A 
     
Grazing Licence , Whiterocks Down2 November 2016For the grazing of Exmoor poniesN/A 
     
Licence to use land at Simonsbath 3 January 2017For outdoor education purposesN/A 
     
Licence to permit cycling on a public footpath16 March 2017To support a charity event.N/A 
     
Lease of Exford Depot23 March 2017 N/A 
     
     


DECISIONS ABOUT FOOTPATHS AND BRIDLEWAYS:  Officers can make delegated decisions about the Authority's functions relating to footpaths and bridleways including arrangements for creation of permissive paths under the Town & Country Planning Acts, Highways Acts and other legislation.

The details of delegated decisions are set out below.  If you cannot find the information you are looking for or you would like further information about a decision made please contact Sue Applegate - Public Rights of Way and Access Officer via SApplegate@exmoor-nationalpark.gov.uk

Click here for access news and further information including background documents about path closures.

DecisionDate of DecisionReason for DecisionAlternative options considered
Extension of 6 month closure - Bridleway DU10/38 Withypool12 December 2014Likelihood of danger to the public due to landslipNo alternative available.
    
Extension of 6 month closure - Footpath DU3/24 Dulverton12 December 2014Likelihood of danger to the public due to dangerous retaining wallNo alternative available.
    
6 month closure order of Restricted Byway WL18/70 Old Cleeve5 January 2015Likelihood of danger to the public due to dangerous bridge over bywayNo alternative available.
    
Extension of 6 month closure - Footpath LYN24 Lynton and Lynmouth5 January 2015Likelihood of danger to the public due to steps washed away by the seaNo alternative available.
    
Extension of 6 month closure - Footpath MAR23 Martinhoe12 January 2015Likelihood of danger to the public due to landslipNo alternative available.
    
Public Path Creation Agreement - Bridleway No. 17, East Anstey5 May 2015To upgrade footpath to bridleway to formalise the situation on the groundNo alternative available.
    
Public Path Diversion Order - public footpath WL19/1 (part) Porlock29 May 2015To move the footpath to a position that is easier to manage for less able usersNo alternative available.
    
Temporary Traffic Regulation Order - public footpath NM07, North MoltonJuly 2015Public safetyNo alternative available.
    
Confirmation of public footpath Diversion Order (footpath WL19/1 in the Parish of Porlock)21 July 2015The new route follows a wide, level track with no gates or limitations which can be more easily surfaced and drained to provide an 'easy access' route suitable for mobility scooters-
    
Public Path Diversion Order - public footpath 23, Martinhoe3 September 2015To provide an alternative route for the South West Coast Path following a landslip in 2013.No alternative available.
    
Temporary Traffic Regulation Order footpaths DU6-21 and DU10-57, ExtonSeptember 2015To allow bridge repairs to take placeNo alternative available.
    
Confirmation of Order re Public Path Diversion - public footpath 23 (part) - Martinhoe8 October 2015To provide an alternative route for the South West Coast Path following a landslip in 2013.No alternative available.
    
Extension of 6 month closure - Footpath DU3/24 Dulverton9 December 2015Likelihood of danger to the public due to dangerous retaining wallNo alternative available.
    
Extension of 6 month closure - Bridleway DU10/38 Withypool9 December 2015Likelihood of danger to the public due to landslipNo alternative available.
    
Temporary Traffic Regulation Order - Public bridleway DU10/45 (part), Winsford10 March 2016Likelihood of danger to the public due to very deep mud making the surface unsuitable for equestrians and cyclistsNo alternative available.
    
Public Path Diversion Order - public bridleway WL14/3 (part), Minehead Without10 March 2016The diversion order was made in the interests of the landowner (the National Trust) to take the route out of a working farmyard and onto a route which has been used as a permitted alternative for many yearsNo alternative available.
    
Public Path Creation Order - public footpath, Minehead Without10 March 2016The order provides a footpath link from the end of public footpath WL14/4 to the new bridleway route.  This route has been in use as a permitted footpath for many yearsNo alternative available.
    
Public Path Creation Order - public footpath, Minehead Without10 March 2016The order provides a new public footpath to link public footpath WL14/4 to the road south of Wydon FarmNo alternative available.
    
Public Path Creation Order - public bridleway WL14/3 (part), Minehead Without10 March 2016The order creates a very short section of bridleway to link the end of public bridleway WL14/3 to the county maintained road (there is currently a 17 metre gap between the bridleway and the end of the county maintained road)No alternative available.
    
Extension of 6 month closure - Footpath LYN24 Lynton and Lynmouth4 July 2016Likelihood of danger to the public due to steps washed away by the seaNo alternative available.
    
Public Path Diversion Order - public footpath DU4-4 (part), Exford20 July 2016Order made in the interests of the public to create a safe and convenient legal line for public footpath DU4/4.  The extinguishment order deleted a very short section of public footpath DU4/6 which was no longer needed for public use as DU4/6 joins to the new line of DU4/4 five metres further northNo alternative available.
    
Public Path Diversion Order - public bridleway DU10/38 (part), Withypool & Hawkridge27 July 2016A landslip in 2012 had destoyed 30-40 metre section of the bridleway on the western bank of the River Barle, Worth Wood. The solution was to divert a short section of the bridleway, taking it uphill away from the riverbank to a more sustainable positionNo alternative available.
    
Confirmation of Order re Diversion Order - public footpath DU4-4 (part), Exford8 September 2016Order made in the interests of the public to create a safe and convenient legal line for public footpath DU4/4.  The extinguishment order deleted a very short section of public footpath DU4/6 which was no longer needed for public use as DU4/6 joins to the new line of DU4/4 five metres further northNo alternative available.
    
Confirmation of Order re Extinguishment Order - public footpath DU4-6 (part), Exford8 September 2016Order made in the interests of the public to create a safe and convenient legal line for public footpath DU4/4.  The extinguishment order deleted a very short section of public footpath DU4/6 which was no longer needed for public use as DU4/6 joins to the new line of DU4/4 five metres further northNo alternative available.
    
Confirmation of Order re Diversion Order - public bridleway DU10/38 (part), Withypool & Hawkridge8 September 2016A landslip in 2012 had destoyed 30-40 metre section of the bridleway on the western bank of the River Barle, Worth Wood. The solution was to divert a short section of the bridleway, taking it uphill away from the riverbank to a more sustainable positionNo alternative available.
    
Extension of 6 month closure - Public bridleway DU10/45 (part), Winsford9 September 2016Likelihood of danger to the public due to very deep mud making the surface unsuitable for equestrians and cyclistsNo alternative available.
    
Temporary Traffic Regulation Order - Public footpath 14 (part), Countisbury19 September 2016Likelihood of danger to the public due to essential roof repairs at Watersmeet HouseNo alternative available.
    
Public Path Diversion Order - public bridleway DU5/12 (part) Exmoor15 November 2016Order made in the interests of the public to resolve some long-standing 'offline' issues and to provide a route for the future which will be sustainable and as easy to use as possible.No alternative available.
    
Public Path Diversion Order - public footpath WL6/25 (part) Cutcombe24 November 2016Order made in the interests of the landowner, to resolve a long-standing 'offline' issue and to provide a route for the future which will be in a preferable position from the landowner's point of view but also in a position that is easy to use for the public.No alternative available.
    
Confirmation of Order re Diversion Order - public footpath WL6/25 (part), Cutcombe27 January 2017Order made in the interests of the landowner, to resolve a long-standing 'offline' issue and to provide a route for the future which will be in a preferable position from the landowner's point of view but also in a position that is easy to use for the public.No alternative available.
    
Confirmation of Order re Diversion Order - public bridleway DU5/12 (part), Exmoor27 January 2017Order made in the interests of the public to resolve some long-standing 'offline' issues and to provide a route for the future which will be sustainable and as easy to use as possible.No alternative available.
    
Public Path Diversion Order - public footpath WL16/13 (part), Nettlecombe17 February 2017Order made in the interests of the landowner, to resolve a long-standing 'offline' issue and to provide a route for the future which will be in a preferable position from the landowner's point of view but also in a position that is easy to use for the public.  The proposed new route has already been in use for many years.No alternative available.


DECISIONS ABOUT AWARDING CONTRACTS OR INCURRING EXPENDITURE: Every contract entered into by the Authority shall comply with Standing Orders and with the European Procurement legislation and with any relevant EU Directives for the time being in force in the UK. The objective of these Standing Orders is to ensure that contracts for the supply and disposal of goods, materials and services or for the execution of works, are obtained on the most financially favourable terms, having due regard to quality, service, fitness for purpose and sustainability.

The Authority's provisions to award contracts are set out in the Standing Orders for the Regulation of Contracts.  This document says that the Authority must enter into a tendering process for

  • a contract for the execution of building or civil engineering works to exceed £50,000,
  • any other contract for the supply of goods, materials and services to exceed £25,000,
  • contracts for the supply of goods, materials or services expected to exceed £50,000 over a three year period,

subject to a test of best value, expediency or practicality e.g. where there is only one supplier and no acceptable alternatives exist or where there is an urgent need for goods and services and the tender process would prevent the supply within the necessary timescale.

While the award of contracts or expenditure set out here will not necessarily materially affect the Authority's financial position, in line with its commitment to openness of decision making, the Authority provides a written record of each contract entered into following a tendering exercise or where the expenditure exceeds the levels set out above:

DecisionDate of DecisionReason for DecisionAlternative options consideredBackground Documents (if any)
To replace two Land Rover defender vehicles through the Government Fleet PortalSeptember 2014As part of cyclical capital vehicle replacement programme.Other vehicle types were reviewed as part of the decision process.N/A
Award of contract for toilet cleaningSeptember 2015As part of toilet maintenance programmeA total of three tenders were consideredAvailable on request
Award of contract for HD film5 October 2015Following open tender process, successful applicant provided best fit and value for money based on assessment criteriaThirteen tenders received and considered.  Five companies shortlisted and invited to intereviewAvailable on request


Which decisions won't the Authority record?

The Authority's officers take many administrative and operational decisions on how they go about their day to day work. These decisions do not need to be recorded.  For example, decisions that do not need to be recorded might include:

  • Routine administrative and organisational decisions
  • Decisions on operational matters such as changes to services and charges
  • Awarding Landscape Conservation grants

These are a few selected examples and not an exhaustive list.

Further information and guidance about the rules on recording decisions and access to documents can be found at the Openness of Local Government Bodies Regulations 2014.