Planning Services Best Value
Improvement Plan Monitoring Report
1.
Purpose of Report
1.1
To set out procedures which have been put in place to
ensure detailed implementation and monitoring of the Best Value Improvement
Plan.
1.2
To highlight key areas of improvement since the plan’s
adoption.
2.
Background
2.1 Select Committee will recall the debate on this item last year.
2.2 The Best Value Improvement Plan was subsequently approved by the Portfolio Holder following its consideration by the Executive.
2.3 The Best Value Improvement team will visit the Planning Service in the week beginning 17 May 2004.
3. Monitoring Arrangements
3.1 The Best Value Improvement Plan was set out in such a way as to enable efficient tracking and monitoring of its implementation. All actions indicate responsible officers and dates for achievement.
3.2 A separate schedule is attached indicating progress against key targets and objectives.
3.3 All officers with responsibilities for implementing elements of the Improvement Plan meet with the Special Projects Officer in Planning Services on a monthly basis to track and monitor progress.
3.4 A system is now in place for the recording of the completion of elements of the Improvement Plan, how that action has been incorporated into system and practices in the service generally, and how others have been advised of its completion.
4. Key Areas of Improvement
4.1 Much has been achieved in the Service since Autumn 2003, both generally, and in terms of the implementation of the Improvement Plan.
4.2 Key areas include:
· Creation of Planning Services website.
· Adoption of Cowes Waterfront as Supplementary Planning Guidance.
· Ongoing work towards achieving the government standard on the determination of major applications (BVPI 109a).
· Adoption of the AONB Management Plan.
· Development of project plans for the Local Development Framework.
· Signing up to the Planning Portal.
· Preparation of protocols within the Service on the provision of detailed advice as part of the processing of planning applications.
· Ongoing implementation of the Planning On-Line Project (DIP).
· Revisions to delegated arrangements.
· Detailed work with the Head of Organisational Development and his team on business re-engineering.
5. Future Work
5.1
The Improvement Plan is an ongoing task and regular
reports will be submitted to this Committee.
5.2
A key stage in the improvement of the Service will be
its response to the findings of the Best Value Inspection. Once the Inspector’s report is received a
detailed assessment of its contents will be made and any necessary changes to
its timings or priorities made. If
necessary reports will be made to this Committee and the Executive.
5.3
Future settlements from the Planning Delivery Grant
(2004/05 and 2005/06) will provide both the opportunity and the incentive to
continue with the performance-driven culture which the adoption of the
Improvement Plan has consolidated.
Andrew
Ashcroft
26 February
2004
|
Item
No. |
Detail |
Date
|
Current
status |
|
1 |
Organise
a Training Programme for Officers and Members on awareness and importance of
S106 Agreements. |
Jul-03 |
Programme
Completed |
|
50 |
Specified
seating areas for members of DCC. |
Aug-03 |
Specified
areas operational |
|
56 |
DCC
review protocol |
Aug-03 |
Review
complete |
|
63 |
Prioritise
planning projects, within the service plan 2003/2004. |
Aug-03 |
Improved
understanding of prioritised projects for members and officers. |
|
111 |
Restructure
DC teams from East / West into Majors
and two area teams. |
Aug-03 |
Meet
targets for major applications |
|
115 |
Conduct
exit interviews with officers leaving service |
Aug-03 |
Feedback
potential improvements to SMT |
|
19 |
Preparation
and adoption of an Enforcement Policy
|
Sep-03 |
Policy
adopted & in use |
|
33 |
Establish
and monitor an Agents and Architects forum to cover planning issues. |
Sep-03 |
Initial meeting held, but quarterly forum meetings have not taken place due to standards being
developed |
|
78 |
Detail
base-standard of Building Control website as guideline for others. |
Sep-03 |
Information
available for consideration by SMT |
|
83 |
Monitor
customer enquiries by telephone and visitors to reception. |
Sep-03 |
Detailed
log of knowledge/expertise required.
Use results to plan training across all Planning Services, and plan
resources for Customer Care Team. |
|
118 |
Undertake
comparison of pay and conditions with
other LA in the South East. |
Sep-03 |
Report
used to inform SMT, and future strategy. |
|
129 |
Achieve
IIP status for Planning by September 2003 |
Sep-03 |
Principles
of IIP taken up by Planning Services |
|
134 |
Produce
a draft ICT Strategy for the Planning Service |
Sep-03 |
Definitive
plan showing the way forward for ICT in Planning |
|
12 |
Organise
training seminar for all key stakeholders on the Local Development Framework
(LDF) |
Oct-03 |
Key
Stakeholders aware of LDF and their participation in the process |
|
27 |
Progress
recommendations of previously approved TPO review. |
Oct-03 |
This item has now been withdrawn from the plan due to the Headroom
exercise. |
|
38 |
Ensure
officer advice is recorded. |
Oct-03 |
Being assessed as part of the Business Process Review |
|
41 |
Identify
priority issues/areas where SPG (topical or site) is necessary. |
Oct-03 |
Report
containing issues areas published.
Establish milestones for SPG, and monitor actual performance. |
|
48 |
Extend
the hearing loop to the public gallery of Council Chamber |
Oct-03 |
Action on ICT department |
|
49 |
Improve
Vision of public gallery of Council Chamber |
Oct-03 |
Action on ICT department |
|
79 |
Set
up Web Team and train in 'Conman' web application |
Oct-03 |
Resources
available for web site development. |
|
80 |
SMT
and Web Team to consider/agree details at SMT Awayday - 13.10.03 |
Oct-03 |
Content
agreed and Web Team able to progress with data build. |
|
87 |
Design
Draft Customer Care Charter |
Oct-03 |
Draft
Charter Published for Consultation |
|
96 |
Consult
& gain agreement over requirements. |
Oct-03 |
Initial
design requirements agreed. |
|
112 |
Recruit
additional professional staff for Development Control. Link to 117. |
Oct-03 |
Improve
performance for all applications.
BVPI 109(a)(b)(c)measured for improvement. |
|
20 |
Identify
priorities for the section by agreeing these with members and other
stakeholders |
Nov-03 |
Clear
priorities understood by the Enforcement team, members and other stakeholders
which link to the corporate aims of the Council |
|
21 |
Produce
clear guidelines and a Customer Charter
|
Nov-03 |
A
Customer Charter which is understandable and SMART and is available in paper
and electronic form |
|
23 |
Develop
and implement a risk strategy for inspecting sites subject to planning
conditions. |
Nov-03 |
Being assessed as part of the Business Process Review |
|
28 |
Recruit
a qualified Tree Officer |
Nov-03 |
Tree
Officer in post |
|
34 |
Revisit
the status, terms, objectives, and membership of the architects panel |
Nov-03 |
This item was to be actioned by the Conservation & Design Team
Leader. No appointment was made when interviews took place. Will be reviewed when job re-advertised |
|
42 |
Develop
a protocol for the production of SPG, include Crime & Disorder, &
Sustainability issues. |
Nov-03 |
Protocol
Operational |
|
43 |
Allocate
resource to the production of SPG and prioritise production of guidance |
Nov-03 |
A
SMART schedule including the allocation of resource for the production of SPG
. Compare actual against planned
performance of schedule |
|
44 |
Publish
list of planned SPG. |
Nov-03 |
SPG
plan published and available to all stakeholders. |
|
45 |
Use
consultants for the preparation of SPG, should resource not be available
in-house. |
Nov-03 |
Preparation
of SPG within desired timescales, reported to SMT. |
|
72 |
Appoint
Conservation and Design team leader. Establish goals and priorities for the
team. |
Nov-03 |
No suitable candidate at
time of interview, job to be readvertised. |
|
81 |
Internal
build of website pages for Planning Services |
Nov-03 |
Data
ready for submission to Corporate ICT Web Team |
|
84 |
Identify
tasks performed by reception staff and re-allocate where necessary. Link to 83. |
Nov-03 |
Being assessed as part of the Business Process Review |
|
88 |
Consult
on Customer Care Charter |
Nov-03 |
Internal
consultation has taken place |
|
97 |
Review
with reference to DIP & GAGS and related implications. |
Nov-03 |
Being assessed as part of the Business Process Review |
|
119 |
Shortlist
areas of the service where use of consultants would be beneficial |
Nov-03 |
List
produced for Best Value Inspection purposes |
|
140 |
Agree
a protocol with Development Control for early consultation on applications
likely to involve Conservation or Design matters |
Nov-03 |
Being assessed as part of the Business Process Review |
|
159 |
Produce
a policy statement for the Archaeological section |
Nov-03 |
Policy yet to be published |
|
164 |
Appoint
an additional Building Control Officer. |
Nov-03 |
Improvement
in customer service, leading to better customer satisfaction. |
|
3 |
Write
draft criteria for applications suitable for Section 106 Agreements |
Dec-03 |
Draft
Strategy Published |
|
35 |
Set
up and monitor regular meetings with Town and Parish Councils. Link to 73. |
Dec-03 |
Regular
meetings which enable informed discussion between the Planning Service and
the Town and Parish Councils.
Monitor the feedback from Town
& Parish Council consultation & issues raised. Monitor improvements from this group. |
|
46 |
Project
Cowes & first 3 items from priority list. |
Dec-03 |
SPG
prepared and available to all stakeholders. |
|
58 |
Incorporate
changes into IWC Constitution. |
Dec-03 |
Initial meeting held final changes to be agreed |
|
77 |
Upgrade
of information on website showing Frequently Asked Questions and Guidance for
Planning Applications in plain English & available in different
languages. Promote through media,
include Library service, link to 133.
Link to promotion of individual planning services through media
strategy. |
Dec-03 |
Information
& FAQ published. Good advice
leads to less invalids and better understanding of Planning Service
role. Monitor customer satisfaction
by survey on website. |
|
82 |
Web
site launch - linking with 83, & 96 |
Dec-03 |
Improved
customer access to service information.
Monitor customer satisfaction by survey on website. |
|
85 |
Identify
Customer Care Team roles/posts and produce job descriptions. |
Dec-03 |
Being assessed as part of the Business Process Review |
|
89 |
Train
Staff on Charter Implications |
Dec-03 |
Customer Charter not yet publicised |
|
98 |
Develop
a project plan for improvements to reception area. |
Dec-03 |
Being assessed as part of the Business Process Review |
|
109 |
Review
current receipting procedures in Development Control & Building Control. |
Dec-03 |
Identify
process duplications or overlaps. |
|
117 |
Introduce
Graduate Planner posts. |
Dec-03 |
Recruitment
and long term retention of graduate Planners / trainees |
|
162 |
Map
the processes within Building Control |
Dec-03 |
Process
used to inform 96-99 |
|
22 |
Preparation
of protocol between Building Control and Enforcement Team on monitoring development
on site. |
Jan-04 |
Being assessed as part of the Business Process Review |
|
26 |
Streamline
admin part of TPO process |
Jan-04 |
Being assessed as part of the Business Process Review |
|
32 |
Establish
and monitor a Planning Services Advisory Group of major external
stakeholders. One of the aims of the
group is to ensure proactive major stakeholder involvement. |
Jan-04 |
Regular
group meeting to discuss current Planning Service issues |
|
37 |
Design
and implement a protocol for Development Control & Building Control
Officers on pre-application advice |
Jan-04 |
Being assessed as part of the Business Process Review |
|
64 |
Develop
a structured training programme for
Members & Officers. |
Jan-04 |
Training
programme published |
|
70 |
Revisit
decisions, assess them, & learn from issues raised |
Jan-04 |
Regular
reports back to DCC with assessment of appropriateness of decisions |
|
116 |
Prepare
a protocol for flexible working arrangements for Officers. |
Jan-04 |
Survey
Officers on effectiveness of protocol. |
|
165 |
Develop
local Performance Indicators & implement to measure performance. |
Jan-04 |
The timescale and scope of this item has been affected by the
Headroom exercise |
|
166 |
Develop
a draft Countryside Strategy |
Jan-04 |
The timescale and scope of this item has been affected by the
Headroom exercise |
|
2 |
Prepare
a draft protocol for processing S106
Agreements. |
Feb-04 |
Updated
Programme Published |
|
11 |
Produce
and Agree a Service Level Agreement with Legal Services on Sec106's and other
issues |
Feb-04 |
Initial discussions have
taken place |
|
13 |
Develop
a project plan for the key stages of the Local Development Framework
(LDF). Include a mechanism for
consultation and continued dialogue with key stakeholders. Link to 32. |
Feb-04 |
A
project plan for the key stages of developing a LDF |
|
14 |
Identify
and allocate sufficient staff/resources for the implementation of the project
plan |
Feb-04 |
Due to recruitment
problems external resource is now being considered |
|
29 |
Develop
a protocol for enquiries |
Feb-04 |
Being assessed as part of the Business Process Review |
|
61 |
Review
DCC report format |
Feb-04 |
Being assessed as part of the Business Process Review |
|
62 |
Set
up Member surgeries at Seaclose |
Feb-04 |
Members
and Officers meeting enabled prior to DCC meetings. |
|
66 |
Revise
scheme of delegation to Officers. |
Feb-04 |
Clear
process for delegation of applications to DCC |
|
71 |
Preparation
of revised planning application guidance notes / checklist, developed in
conjunction with Architects and Agents focus group. |
Feb-04 |
The
service will be adopting the checklist developed as part of the PARSOL
project |
|
73 |
Provide
a further programme of training for Town and Parish Councils. Link to 35. Link to 64. |
Feb-04 |
Parish
Councils response to planning applications is increased. Survey Town & Parish Councils progress made through the training
programme. |
|
|
Develop
Planning Services Customer Care Charter:- |
Feb-04 |
Clear
standards for service delivery. |
|
90 |
Publish
and Implement Charter linking with 74-76, 77, 83-86, 94. |
Feb-04 |
Charter
Published |
|
94 |
Review
Complaints Procedure, monitor number and type of complaint. |
Feb-04 |
Clarity
in definition of complaints and the timescale for response. Measure number and type of complaint. |
|
102 |
Examine
the need for site notices for all
Planning applications |
Feb-04 |
Being assessed as part of the Business Process Review |
|
104 |
All
Planning Services on DC Applications |
Feb-04 |
Being assessed as part of the Business Process Review |
|
105 |
Investigate
a joint system of application registration, for DC & BC |
Feb-04 |
Being assessed as part of the Business Process Review |
|
106 |
Single
site visits for DC & BC, including Enforcement. |
Feb-04 |
Being assessed as part of the Business Process Review |
|
107 |
Involve
all Planning Services in pre-application advice with DC. |
Feb-04 |
Being assessed as part of the Business Process Review |
|
|
Receipt
of Planning Fees by Administration staff:- |
Feb-04 |
Registration
of applications faster |
|
110 |
Streamline
systems within Planning Services for all revenue payments. |
Feb-04 |
Being assessed as part of the Business Process Review |
|
133 |
Develop
a media strategy, to promote Planning Service success. |
Feb-04 |
Clarity
of approach to the press and more positive press coverage. Measure effectiveness of strategy by
number of positive Planning services reports. |
|
153 |
Identify
AONB condition and performance monitoring techniques & mechanisms. |
Feb-04 |
Part
of AONB Management Plan and evolving through discussions with national AONB |
|
167 |
Consult
on the Countryside Strategy with major stakeholders - internal and external |
Feb-04 |
The timescale and scope of this item has been affected by the
Headroom exercise |
|
4 |
Consult
on draft criteria with Service
Departments |
Mar-04 |
Agreed
Strategy Published |
|
9 |
Ensure
clear reporting mechanism to Committee on S106 Agreements |
Mar-04 |
Initial discussions have taken place |
|
10 |
Produce
a standard template for S106 Agreements |
Mar-04 |
Initial discussions have taken place |
|
30 |
Provide
information for the web site |
Mar-04 |
Information
provide to Web Team |
|
31 |
Standardise
procedures for enforcement of TPO breaches.
Consider employment of expert tree contractors to facilitate
prosecution & enforcement. |
Mar-04 |
Being assessed as part of the Business Process Review |
|
40 |
Ensure
corporate buy-in to Development Team approach, departments and individuals
willing and able to contribute.
Ensure results are published through media strategy - link to 132. |
Mar-04 |
Still requires agreement by Directors Group to the Development
Team approach, and publicity of results. |
|
69 |
Arrange
training for staff and elected members in design / sustainability issues |
Mar-04 |
This item was to be actioned by the Conservation & Design Team
Leader. No appointment was made when interviews took place. Will be reviewed when job re-advertised |
|
74 |
Incorporate
Planning Services into the Great Access to Great Services (GAGS) project,
establish a plan for implementation. |
Mar-04 |
Plan
Published |
|
|
Establish
Customer Care Team in the Planning Service, providing the first point of
contact for customers of all Planning Services:- |
Mar-04 |
Being assessed as part of the Business Process Review |
|
86 |
Allocate
personnel to Customer Care team posts.
Launch new Customer Care initiatives - linking with 74-76, 77 - 82, 87
- 94, 138-139. |
Mar-04 |
Being assessed as part of the Business Process Review |
|
120 |
Prepare
Human Resources Strategy, link to corporate HR strategy, & communicate
with officers. |
Mar-04 |
No work carried out on this item as yet |
|
121 |
Introduce
quarterly assessment of staffing levels compared with Service Plan targets |
Mar-04 |
Match
between staff and commitments |
|
135 |
Consult
with and agree with Corporate ICT the Planning service Strategy |
Mar-04 |
Agreement
with Corporate ICT on levels of support etc. |
|
141 |
Establish
a local set of PI's for Conservation and Design |
Mar-04 |
Dependant upon the appointment of a Conservation and Design Team
Leader |
|
168 |
Finalise
Countryside Strategy and draw up a business plan for the service |
Mar-04 |
Timescale and scope affected by the Headroom exercise |
|
169 |
Develop
links with Education Department with a view to educational promotion of countryside matters |
Mar-04 |
Timescale and scope affected by the Headroom exercise |
|
170 |
Input
into the Open Space Strategy drawn up by Policy Team |
Mar-04 |
Timescale and scope affected by the Headroom exercise |
|
173 |
Agree
a protocol with Development Control for early consultation on applications
likely to involve Countryside. |
Mar-04 |
Being assessed as part of the Business Process Review |