Agenda item

The committee considered an update on the progress of the shared planning service project. This was presented by the Joint Director of Planning and Economic Development, Assistant Directors and Lead Cabinet Member for Planning.

The committee was informed that an ICT project for a new planning software system was ongoing. This was on track for implementation in February 2020. The new software was one of the most used systems in the country and would enable more efficient working. The Assistant Director explained some of the functions of the new software in relation to the information it provided to applicants. Applicants would be able to subscribe for updates so the software would provide them with updates on their planning application, thereby keeping them informed of the progress of their application. Customer Contact Centre staff would also have access to the new ICT system and would receive training on the use of this, so that they could also support applicants when they contacted the Council.

Committee members pointed out the delays around recruitment in the conservation team. The Director informed the committee that specialists in this area were hard to recruit, however there was now capacity in the Council’s conservation team. The Assistant Director was looking at how to more effectively use the skills of the team.

Committee members highlighted the importance of officers answering customers’ emails and telephone calls and noted that procedures were being put in place to ensure this. The committee was informed by the Joint Director that mobile telephones were being rolled out to mobile planning officers, so that they were contactable by telephone. The committee was also informed that customer service champions were being introduced in the shared planning service.

The Assistant Director informed the committee that Terraquest would be commencing its contract on 9 January 2020 and would also help to clear the backlog of planning applications. The committee was also informed that a project was ongoing to improve the pre-application service, making this more streamlined and tailored to customers’ needs. Much work had been done to ensure the Council was better at pricing, charging and invoicing.

The Assistant Director overseeing the Local Plan process informed the committee that utilities were critical to build out rates and delivery of both the current and emerging plans. While these would continue to be complex issues going forward, he informed the committee that utilities would be unlikely to affect the build out rates for the early part of the current Local Plan. Detailed evidence would however need to be part of the emerging plan in order to ensure the issues were considered and mitigated fully in the medium and longer term.  

Regarding performance in relation to householder applications, the Joint Director explained that positive progress had been made in this area and performance had been steady and above the Government’s performance target between 2016-19. Performance in relation to appeals had also been steady and the reporting of appeals to the Planning Committee would be increased.

The committee requested standard deviations be provided with future performance data.

Regarding Member and staff development, the committee was informed by the Assistant Director that:

·         An officer had been tasked with Member development, which included development in relation to more strategic issues relevant to the Local Plan.

·         A workforce development officer whose focus was staff development, had been appointed.

·         A management development programme was in place and would be rolled out in January 2020. A wider management programme was being worked on with HR.

·         The service was supporting several staff with post graduate qualifications.

·         Some of the service’s underspend was being invested in much higher quality training and development.

The committee was informed that a reduction in the number applications for major developments had been seen. The Joint Director of Planning and Economic Development informed the committee that a positive environment for development needed to be created. He informed the committee that consumer demand changed faster than the planning process. There was a need for flexibility in order to respond to market and demand. The Planning service was considering how it could be more responsive.

The committee thanked officers for the comprehensive report, which it felt indicated significant progress in the restructuring of the planning team and likely improvement of the service.