Agenda item

The Select Committee gave consideration to a report which provided an update on performance for the Planning Service in processing major and non-major/other applications against national and local performance targets over the 12 month period from 1^st October 2019 to 30^th September 2020.

The report also provided an overview of improvement being deployed to the Planning Service systems, processes and customer engagement which supported formal planning performance measures. The team had benefitted from new officers, new training programmes, and the introduction of new digital systems to help streamline the planning processes, the introduction of a self-service portal for enhanced customer awareness on applications and which helped embed efficiencies and innovation into better ways of working.  The team had been lead by an Interim Head of Services whilst recruitment for a permanent postholder was undertaken. The Select Committee were also advised of challenges during the period and the additional pressure placed on staff. 

Despite the transformation plans, challenges and workload, the Council’s Planning performance had been maintained with regard to formal performance submissions needed to the Department for Communities and Local Government on a quarterly basis.

The Select Committee were also advised of staff adapting well to provide service from home under Covid-19 restrictions and the facilitation of meetings via Microsoft Teams. Additional duties continued through risk assessed CV19 safe site visits. Government legislation had permitted Planning Committee meetings which supported timely decisions. There had been an increase in electronic correspondence during lockdown/Tier period. 

The Select Committee were informed of the introduction of a new planning application / new software platform which went live in October 2020.  There had been a number of technical issues.  However, significant benefits would result from the project. 

The Council’s Planning Performance was reported to the DCLG on a quarterly basis.  The Total number of applications received was outlined in the report and performance against targets was outlined in the report and showed that over the 12-month period, both national and local performance targets had been each quarter for major applications and ‘other’ planning applications.

When the challenges of CV19 declined and the new planning digital system was fully active, the Planning team were keen to work on further service delivery improvements.  Members were also informed of Customer Service Standards, with automated responses set up to ensure immediate acknowledgement of the emails.

Members asked for and received clarification on the following:

·         Impact on Communication due to Covid-19 – the service provided was not as high as compared to office working, however the service was being as flexible as possible. Having the dedicated officer post for Elected Member queries was working well in reducing the communication difficulties.

·         Had the issues with the planning portal’s disappearing documents been resolved and how improvements could be done in Enforcement. – Enforcement now carried out via drive by site visits. Each application is taken on a case by case basis with deadlines extended as and when needed, the new system should stop the issue.

·         Hiccups with the new system – yes, primarily with remote working and troubleshooting difficulties. Previously there were 60 outstanding issues that has now been reduced to 10. It was hoped that the outstanding issues would be cleared in January 2021 and would provide an overall improved service.

RESOLVED that the performance of the Planning Service be noted especially with regard to performance levels pre/post Covid-19 restrictions being introduced and additional measures being introduced within the team to provide continued improvement.