Issue - items at meetings - Planning Advisory Service Peer Review

Report of the Acting Executive Director for Economy, Environment & Culture (copy attached).

18.29  RESOLVED:

1)        That Committee is asked to note the actions that have taken place so far in responding to the findings of the PAS report (Actions 1/2/5/6/7/10)

2)        The Committee is asked to agree the outstanding schedule of work and the approach set out to tackle medium and longer term issues (Actions 3/4/8/9/11/12/13).

18.1    The Committee considered a report of the Executive Director for Economy, Environment & Culture in relation to Planning Advisory Service Peer Review Report. The report asked the Committee to note the actions that had taken place and agree the approach set out in the report. The Committee also received a further update by way of a presentation.

18.2    The Chair noted there was an amendment from the Conservative Group and asked Councillor Nemeth to formally propose the amendment and Councillor Peltzer Dunn to second.

18.3    Councillor Nemeth moved the amendment on behalf of the Conservative Group, and highlighted that he was highly supportive of the role and work of the Planning Committee, he noted he wished to encourage more people to be involved in the planning process.

18.4    Councillor Peltzer Dunn formally seconded the amendment.

18.5    In response to a series of questions from Councillor C. Theobald the following responses were provided. Where an extension of time was allowed, in relation to the determination of a planning application, this had to be with the agreement of the agent or applicant. The service had significantly improved the speed of registering new applications which was now happening in 5-8 working days; the ambition was to improve on this figure further, but it was highlighted the service was now performing within the industry standard. It was noted that there was still a relatively high invalidity rate and the Registration Team would seek to rectify these through phone calls and emails; there was also work being undertaken to clarify guidelines with regular agents; the team were also now working much more proactively to resolve problems.

18.6    Councillor O’Quinn commended the work of the Planning Department to improve its performance. In response to a query it was explained that the Council was not proposing to take forward the PAS recommendation that the authority cease determining all major applications by the Planning Committee.

18.7    In response to a series of questions from Councillor Mac Cafferty the following responses were provided. The Council had asked the PAS to undertake the review as there was recognition that the performance of the service was not where it needed to be, and an independent review was viewed as a vital means to strengthen the modernisation programme, and best practice across the industry. In relation to the role of the Planning Committee in enabling growth, it was clarified that the report had highlighted the ambitious growth agenda in the city, and noted there could be a disconnect between that agenda and the work of the Planning Committee – the report highlighted the importance of the Planning Committee understanding the aims and objectives of growth in the city.

18.8    In response to further questions it was explained that the review had highlighted the priority that needed to be given to planning policy; with that in mind it was considered that the Economic Development & Culture Committee remain the delegated body for these considerations and this was strengthen by the Chair of Planning Committee sitting as the Deputy Chair. It was not the intention of the authority to take forward the recommendation to cease servicing bodies such as the Conservation Advisory Group; instead the Council acknowledged the constitutional role and importance of that body. There was now a much more refined sign-off system in place to reduce the level of the bureaucracy in the service; weekly meetings still look place, but these were between the Principal Planning Officers and often in situations where it was necessary to take collective judgements to ensure consistency of decision making. It was highlighted that the 8 week determination period started at receipt of an application; the period ended when the decision letter was sent out; it was envisaged that the service would be more skilled at agreeing extensions, where necessary, earlier in the process.

18.9    In response to queries from Councillor Druitt the following was highlighted. The benefits of the new ICT system in the Planning Department were explained; the Deputy Chair also added that she had used the system in her previous profession as a Planning Officer; it was widely used across the industry and created significant efficiencies. Phone calls to the Planning Department were not monitored for quality, but it was acknowledged that the service needed to improve how it engaged with the wider industry; more self-service and greater web based services had also been highlighted. In relation to staff morale and the culture of the service it was highlighted this was very part of, and a priority for, the improvements being made across the service.

18.10  In response to queries from Councillor Peltzer Dunn the following responses were provided. The Council would not be undertaking the recommendation to set up a standalone planning policy committee; instead planning policy would continue to fall under the remit of the Economic Development & Culture Committee; however, performance data would now regularly be considered. The Deputy Chair of the Committee was also now the Chair of the Planning Committee, which was also seen as a means to address this recommendation.

18.11  Councillor Peltzer Dunn referenced the amendment from the Conservative Group, and highlighted his concern that the recommendations from the PAS would dilute the role of elected Members; he stated that without the additional recommendation in the proposed amendment he could not support the report.

18.12  Councillor Mac Cafferty noted he disagreed with the tone of the report; he highlighted there was no mention of community, and felt some of the comments did not accurately reflect how, in his experience, the Planning Committee operated. He referenced some inaccuracies in the report and felt the local role of amenity societies had not been properly captured. He highlighted that planning policy in the city should also be about preserving the built environment, which was particularly important in Brighton & Hove, as well providing jobs and growth. He stated that the failings of the report weakened its proposals.

18.13  Councillor C. Theobald noted that complexity of the political makeup in the city and highlighted that most of the peers that undertook the review were from authorities where one political group had overall control. She stated her view that the report was unfair towards the work of Members.

18.14  Councillor Cattell highlighted her disappointment that very few Members of the Committee had actually congratulated the work done by Officers in making improvements to the service. Staff had been instrumental in ensuring they played a role in shaping the future of the service; despite a large cohort of staff leaving the organisation morale had remained high. In the last 12 months the service had been able to take significant steps forward.

18.15  Councillor Druitt noted he agreed with the comments made by Councillor Cattell and also wished to congratulate Officers and the service; however, he noted that his own comments had sought to be positive and he commended the piece of work.

18.16  The Chair also congratulated the service and Officers.

18.17  The Chair then put the Conservative Group amendment to the vote. This was not carried on a vote of 5 for and 5 against on the Chair’s casting vote.

18.18  The Chair put the substantive recommendations to the vote, these were carried with 7 in support and 3 against.

18.29  RESOLVED:

1)        That Committee is asked to note the actions that have taken place so far in responding to the findings of the PAS report (Actions 1/2/5/6/7/10)

2)        The Committee is asked to agree the outstanding schedule of work and the approach set out to tackle medium and longer term issues (Actions 3/4/8/9/11/12/13).