Agenda item

DEVELOPMENT MANAGEMENT PERFORMANCE UPDATE - AUGUST 2021

Minutes:

The Assistant Director for Planning presented a report that set out performance in relation to the determination of planning applications in both Development Management and Majors teams on the basis of speed and quality of decisions against national benchmarks. 

 

Councillor G Mancini-Boyle asked if the 25% shortfall in April 2020 was due to staffing and Covid issues.

 

The Assistant Director for Planning stated that there had been some implications due to Covid, and processes had been lengthened.  However, there were more significant issues that had impacted on performance, which were referred to in the report.  He accepted that as a group, Officers were accountable for their performance.

 

Councillor A Brown asked if the planning software had been commissioned correctly, if there had been the right support from the company that had helped to install it and if officers had been adequately trained.  He referred to a statement by the former Development Manager that the system would significantly improve efficiency and deal with applications more expeditiously, and nine months on he did not consider that this was happening.

 

The Assistant Director for Planning explained that it had been necessary to switch off the system periodically, which caused a rippling effect through the process, with delays in validation and the case officers receiving the applications.  He did not consider that the right support had been received from the company throughout the process, but it had been appropriate towards the end and the company’s helpdesk continued to provide support when issues arose, although it was not always completely effective.  There had been concerns regarding training before delivery of the system, but it was coming up to speed and training continued to be delivered.  Whilst there had been teething problems, he considered that performance and efficiency had improved since the latest update to the system in May 2021. 

 

Councillor Brown stated that some of his concerns had been allayed but he was concerned that difficulties were still being put down to ‘teething problems’ after nine months.

 

The Assistant Director for Planning stated that the performance figures had not solely been due to the software issues.

 

Councillor N Pearce commended the Assistant Director for Planning for his honesty.  He considered there had been a number of major factors involved in the reported performance and he looked forward to the improvements that were being sought.

 

Councillor N Lloyd congratulated the Assistant Director for Planning and Portfolio Holder for the way the data had been presented and welcomed the regular reporting of performance in the future.  He noted that there had been a large increase in the number of applications compared to other years.  He considered that from experience, it took some time to experience the benefits of software changes unless full resources were in place.  He was hopeful that with training there would be benefits from the investment in the software.

 

Councillor P Heinrich considered that there should be regular contact with applicants when there were delays in dealing with applications. 

 

The Assistant Director of Planning agreed that it was necessary to improve communication with customers, and some officers were already very good at doing so.  He would be meeting with each team in the next two weeks and would take the point forward.  He would also discuss opportunities to communicate more effectively with Parish Councils and other parties involved in the process.

 

The Chairman fully endorsed the comments regarding communication.  She considered that in most cases it was handled well but there were some complaints, although they were in the minority.

 

Councillor J Toye expressed his gratitude for the report.   He stated that the upgrade had been huge, with a considerable requirement for training and adaptation.  The pandemic had also been a factor.  It was necessary to balance the issues with the number of applications that had been decided.  Satisfied customers did not contact the Council.  He considered that it would be good to have a regular report to keep the Committee informed, and he would also continue to report to Full Council.  He thanked the Assistant Director for Planning and his staff for the great work they were doing. 

 

The Chairman stated that some applicants had communicated their appreciation to her.

 

The Assistant Director for Planning stated that he was aware that there were good reports about the officers’ performance and it was not just a question of speed.  Decisions were robustly defended through the appeal process and the exemplary record should be taken into account.  Officers were delivering excellent performance in wider areas and there were many reports of good officer contact and positive relationships.

 

Councillor Mrs L Withington stated that it was obvious that an increasing number of applications were being handled and in her Ward there were many applications for extensions due to increased pressure on housing.  She was pleased to see that capacity was being addressed.  She considered that there should be acknowledgement that the workload would increase.

 

The Assistant Director for Planning stated that staff turnover within the Department gave an opportunity for officers to progress to more senior positions and additional recruitment opportunities were being offered for a trainee officer and household planning officer, with further possible recruitment as capacity was challenged.  

 

The Committee noted the report.

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