Agenda item
Development Control - Head of Planning and Regeneration
Minutes:
Members were reminded that during consideration of the Making Experiences Count Report when it was noted that there was a number of complaints relating to Development Control and following on from the meeting held on 14th July 2014 when the Board had considered the quarterly recommendation tracker and had noted the outstanding recommendations in respect of the Planning Policy Task Group, the Head of Planning and Regeneration and Portfolio Holder had been invited to attend and provide an update.
The Head of Planning and Regeneration provided Members with details of the principles developed during the Vanguard transformation process. The service now worked as a customer focussed service by understanding what the customer wanted, what mattered to the customer. What did customers want/expect from the service? The service needed to understand the wider public interest of both residents and professional stakeholders to enable change and to look at waste within the system and design out waste. If waste was created by other departments officers would liaise with those departments. The system initially in place was a one fit, fits all system. Officers now met and engaged with residents and parish council’s other than just through planning surgeries to provide information and advice. Shared learning encouraged staff to work in an environment as a team, to look at any issues, concerns or practices and in order that any waste identified within the system could be addressed.
The Head of Planning and Regeneration informed Members of the current backlog of work and how this was being addressed. Changes had been made to the way planning applications were now dealt with. Case officers now selected applications dependant on their work capacity and were able to call on help when needed. Senior officers collected data on the number of applications dealt with and the caseload/workload of officers was noted and discussed with officers as necessary. Reflection meetings were held every Monday morning. Officers were encouraged to take ownership of any enquiries or queries, even if the enquiry/query was for another service area. This ensured that the enquiry/query was dealt with and that the customer was not directed to different service areas. Officers were also beginning to fully utilise the IT system that was in place. Thinking about applications and what impact applications would have enabled officers to reconsider who to inform. The information detailed on site notices had improved and now included the case officers contact details and an iPhone application which enabled the site notice to be scanned.
It was noted that the workload had been affected by an increase in the turnover of staff within the service area. They had now recruited in higher grade positions and the backlog was being reduced. Leaving interviews had identified that staff were leaving to take up similar positions with higher salaries. The Head of Planning and Regeneration did not feel there was an issue with staff morale.
The Head of Planning and Regeneration responded to Members’ questions with regard to applications not being dealt with in the eight week time period and were informed that there were no consequences or legal challenge if applications were not dealt with within that period. It was believed that achieving targets did not always help the customer. Officers now looked at ‘end to end’ time. Customers were made aware of the backlog and informed of the timescale to deal with their application. It was felt that if the customer was not concerned about targets but happy in the knowledge that they were receiving advice and information in respect of their application; officers felt that a good service was being provided.
The Head of Planning and Regeneration responded to Councillor S. R. Colella with regard to shared services and planning enforcement. Planning officers wore identity badges with both Bromsgrove District Council and Redditch Borough Council logos. Officers informed residents they were the case officer dealing with the application and to her knowledge this had not caused any issues with Bromsgrove District Council applications or site visits. With regard to planning enforcement; residents, Parish Councils and Ward Members should contact officers with any concerns or evidence of non-compliance in order for officers to use this as part of their evidence gathering.
In response to Members the Head of Planning and Regeneration agreed to provide Board Members with the following information:-
· Contact details for Case Officers
· Additional information with regard to monitoring
· Detailed information on the overspend figures
· Planning Backlog - Quarterly reports
The Chairman and Board Members thanked the Head of Planning and Regeneration for her in depth verbal update.
RESOLVED that
a) as detailed in the preamble above the Democratic Services Officer be tasked to liaise with the Head of Planning and Regeneration in respect of the additional information to be provided to the Board;
b) Planning backlog information - Quarterly reports to the Board be included on the Board’s work programme; and
c) the Democratic Services Officer be tasked to provide information to the Board in respect of staff changes, namely when changes to overtime payment and car allowances payment came into effect.
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