Agenda item

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. 

At the request of Councillor R Kershaw, the Assistant Director for Planning updated the Committee on vacancies and recruitment.  Whilst recruitment had been quite strong, there was an issue in recruiting senior or experienced officers.

Councillor A Brown asked if the number of applications for which extensions of time were granted would reduce significantly as the pandemic subsided, and what the benchmark would be in percentage terms as the service transitioned towards more normality.

The Assistant Director for Planning explained that there was an improving situation with fewer live applications on hand and improvements in performance, so there should be a reducing need to seek extensions of time.  Performance in respect of extensions of time would be discussed with individual officers through the Team Leaders, but it was too soon to set a percentage commitment for the service as a whole.  The aim was to drive down the requirements for extensions of time and make as many decisions as possible within 8 or 13 weeks.  This was being hindered by other external factors such as delayed receipt of consultation responses.

In response to a question from Councillor Brown regarding training on the Uniform system, the Assistant Director for Planning explained that the project group was now satisfied that the Uniform system was stable and that progress could be made towards decommissioning the Acolaid system.  Training was being offered on the GIS mapping on Uniform, with new training being offered to newly recruited officers.  There had been an issue with the training launch and the fact that most officers were working from home, which restricted the opportunities for learning on the job and sharing experience with colleagues.  Training needs would be identified through the appraisals process.

The Development Management and Major Projects Manager explained that he would be reviewing processes and procedures across the Development Management and Major Projects Teams as part of his team plan.  This would include a review of how Uniform was working and how processes could be improved to help officers deliver timely decisions. 

Councillor J Toye stated that staffing and recruitment, and increasing workload and enforcement, appeared to be an issue across the country.  This was not only within planning departments but also in the consultation areas.  However, it was necessary to acknowledge the improvement in performance, the hard work that had been put in to achieve that improvement, and the workload that was still carried by the officers.  This was a significant achievement with the background of the software issues, pandemic, training and remote working.  It was important to continue to work together and share any concerns.  He thanked the officers for their good work.

The Chairman stated that she echoed Councillor Toye’s comments.

Councillor G Mancini-Boyle asked if any further consideration had been given to improvements in customer service in terms of keeping applicants informed.

The Assistant Director for Planning explained that improving customer service was a focus of the team plans.  Officers were striving to keep applicants and agents informed of progress but it was not easy due to the current high caseloads.  However it was apparent that communications had improved.

Councillor Toye stated that the service was moving in the right direction and changes were being made, although there was still some way to go.  As Portfolio Holder he would work through the issues with the Assistant Director for Planning and his team.

Councillor V Holliday stated that it was good to see improvement and she was aware of how hard the planning officers worked on a daily basis.  She considered that it would be interesting to see the statistics broken down by Ward, and to include benchmarking in the performance report.

The Assistant Director for Planning stated that it would require a great deal of work to report by Ward, but he would consider if this could be done at intervals.  He suggested that benchmarking could be included either quarterly or half-yearly.  The tables in the report referenced national tables that could be viewed on the Government’s website.

Councillor Mrs L Withington stated that Sheringham Town Council had expressed appreciation for the support given by officers in respect of a large development in the town.  She expressed her thanks to the officers.

The Assistant Director for Planning stated that he would pass back the positive comments to the team.