Issue - meetings

This provides an update on measures being implemented to deliver a step change in the reputation and performance of the BCP Planning Service in order to support the delivery of the Big Plan and other corporate priorities. It follows a previous report on the Planning Service considered by Cabinet in April 2021 and provides a 6-month update on progress since and actions for the next 6 months. The key improvement activities underway since the last report are as follows:

·       Ongoing governance by Planning Improvement Board

·       Appointment of interim Planning Service Director and Development Management Manager

·       Improved use of data to run service

·       Task force approach to dealing with out of time applications and reducing on hand demand

·       Use of outsourcing companies to deal with volumes of work needing to be determined

·       Validation process review

·       Single system and process project moving forward

·       Improved engagement with staff and customers

·       Major recruitment campaign due to start

·       Increased focus on Local Plan progression

·       Structural review to begin

RESOLVED that Cabinet:-

(a)         note and endorse the measures underway to improve and transform the planning service;

(b)          approve the actions required for the next 6 months as set out in the report;

(c)          endorse the additional in-year expenditure required to deliver ongoing service improvements for this financial year as shown in the financial implication section;

(d)          agree the proposed funding for the additional expenditure as shown in the financial implication section, with delegated authority to the Section 151 Officer to alter the final funding arrangements once the actual figures at the end of the financial year are known; and

(e)        delegate authority to the Director of Planning in consultation with the Portfolio Holder for Planning to review and deliver improvements to the process around planning application publicity.

Voting: Unanimous

Portfolio Holder: Development, Growth and Regeneration

                           Community Safety and Regulatory Services

Reason

To support the transformation of the Planning Service to support the local economy and the areas communities and delivery of the Big Plan.

The Portfolio Holder for Development, Growth and Regeneration presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'D' to these Minutes in the Minute Book.

Cabinet was advised that the report provided an update on measures being implemented to deliver a step change in the reputation and performance of the BCP Planning Service in order to support the delivery of the Big Plan and other corporate priorities, and that it follows a previous report on the Planning Service considered by Cabinet in April 2021 and provides a 6-month update on progress since and actions for the next 6 months.

In relation to this Cabinet was informed that the key improvement activities underway since the last report were as follows:

·      Ongoing governance by Planning Improvement Board

·       Appointment of interim Planning Service Director and Development Management Manager

·      Improved use of data to run service

·      Task force approach to dealing with out of time applications and reducing on hand demand

·      Use of outsourcing companies to deal with volumes of work needing to be determined

·      Validation process review

·      Single system and process project moving forward

·      Improved engagement with staff and customers

·      Major recruitment campaign due to start

·      Increased focus on Local Plan progression

·      Structural review to begin

The Chairman of the Overview and Scrutiny Board addressed the Cabinet advising that at their recent meeting the Board had been understanding of the work which had been carried out and appreciative of the effort which has been made. In addition, the Chairman stressed the importance of the reputation of the council and whilst acknowledging that the council is meeting government targets in respect of dealing with applications in a timely manner that the Board would like data in respect of the numbers of applications and time taken to deal with them. In closing the Chairman of the Board advised that the Board would seeking an update in February/March 2022.

In addition the Chairman of the Overview and Scrutiny Board advised that there had been some discussion at the Board with regards to

A member of the Cabinet questioned whether there had been any further discussion with regards to the possibility of moving towards there being three planning committees in future.

In relation to this Cabinet was advised that whilst this wasn’t included within the agenda that there had been some discussion regarding this matter at the recent Overview and Scrutiny Board meeting, and that at the meeting there had largely been cross party support for not progressing this at this time whilst dealing with the service improvements. Cabinet was informed that when this was previously brought before Cabinet that the move to three committees had been turned down and that it was felt to be too early to bring the matter back.

RESOLVED that Cabinet:-

(a)         note and endorse the measures underway to improve and transform the planning service;

(b)          approve the actions required for the next 6 months as set out in the  ...  view the full minutes text for item 89

To consider the new Cabinet report on Planning Improvement. This report is scheduled for Cabinet consideration on 24 November 2021. This Cabinet report also provides the update on the Planning function which the Board requested when the issue was last considered by the Board.

The O&S Board is asked to scrutinise and comment on the report and if required make recommendations or observations as appropriate.

Cabinet member invited to attend for this item: Councillor Philip Broadhead, Portfolio Holder for Development, Growth and Regeneration and Councillor Bobbie Dove, Portfolio Holder for Community Safety and Regulatory Services.

The Cabinet report for this item is included with the agenda for consideration by the Overview and Scrutiny Board.

The Portfolio Holder for Development, Growth and Regeneration presented a report, a copy of which had been circulated to each member of the Board and a copy of which appears as Appendix 'A' to these minutes in the Minute Book. The Portfolio Holder and officers addressed a number of points raised by the Board including:

·     It was observed that since this issue was last discussed by the Board the work appeared to have been identifying issues rather than finding resolutions. The Board was advised that the service had become more decisive in decision making and staff dealt more promptly with customer enquiries. The protocol for handling applications had been reviewed and customers would feel the effects of the measures being put in place.

·     A Board member asked whether there was a list and timeframe of actions and a project improvement plan. It was noted that part of this was set out within the report but there was a more detailed version which had been approved by the Planning Improvement Board (PIB).

·     A number of timescales had been extended by agreement. It was suggested that therefore the table did not accurately reflect the timescales for applications. A Councillor asked whether the improvement in completions was from timescale extensions agreed. The statistics were reported in the same way as other planning authorities and extensions were agreed by the applicant in order to work towards a solution. However, it was hoped to get to a point where extensions were used infrequently. The Board noted that it was difficult for O&S to address this as it had not seen the data.

·     There were concerns raised in the use of extensions and how these were handled. A Member requested that for future reports the Board receive information on the number of reports dealt with within the original timescale and the number of applicants who had asked for a redetermination.

·     Concern was raised about the level of support being given to the development of neighbourhood plans which were supposed to have a dedicated support officer.

·     There was no mention within the report of improved communications with residents. For example, there appeared to be no ambition for providing automatic alerts to members of the public on a postcode basis.

·     The Board asked about the Planning Authority’s relationship with the Urban Regeneration Company (URC). The Portfolio Holder advised that Future Places (the URC) was a wing of the Council and they would want to see that the planning service could react to the level of Council aspirations in this area, whether through the URC or through other external bodies.

·     In relation to the delegation recommendation in the report it was noted that an opportunity was needed to review the current situation to find a way to meet the needs of the community. Further work was required to come to a resolution, the Portfolio Holder decision was one way of doing this. It was confirmed that this was not intended to downgrade or make financial savings but to  ...  view the full minutes text for item 119