Minutes:
David Rowen updated the Forum on the recent staffing changes.
Dan Horn is Acting Director and will be covering for Carol Pilson while she is on maternity Leave.
Humphrey Mpezeni – Contractor covering Jen Seaman post
Julie Jaques – Planning Officer
Gavin Taylor – Leaving (agency cover being sought & recruitment under way)
Nick Thrower – Leaving (agency cover being sought & recruitment under way)
John Maxey asked for a new list of contact details to be circulated.
Mark Greenwood introduced himself as the new Head of Property, Assets and Major Projects. M.greenwood@fenland.gov.uk 01354 622472
David Rowen updated the Forum with the performance statistics.
Majors: 100% within 13 weeks or eot
Minors: 75% within 8 weeks or eot
Others: 87% within 8 weeks or eot
Validation: 5-week backlog, due to volume of applications and additional resource has been brought in to address the backlog.
Councillor Mrs Laws stated she appreciates the volume of applications, but the quality of them also needs to be considered. She added that the right first time status of applications is still drastically low and she will be providing statistics for the next meeting.
Marcel Cooper questioned that when there is a discharge of conditions are they for major, minors or others. David Rowen stated that discharge of conditions applications do not form a reportable application. Marcel Cooper stated that it would be very interesting to see those figures reported as he has found that he can get a permission where it is rated and then to get the conditions to be discharged can take a considerable time. David Rowen stated that he did not disagree with the point raised and added that in some cases the Planning Team rely on external consultees feeding into the process and many of the consultees that are involved also have backlogs of work and are overwhelmed with volumes as well.
Marcel Cooper questioned that when there is an extension of time and then fail to make a determination before the extension of time and then do not renew it what are the next steps?. David Rowen explained that if the application is determined outside of the previously agreed extension of time, it does not count as a positive in terms of performance figures and would be shown against the percentage that was not determined within the agreed time scale. Marcel Cooper questioned that if it is a discharge of a planning condition then it does not matter to officers anyway if there is an extension of time. David Rowen stated that discharge of conditions is slightly different as it is subject to a different regime and is not a reportable figure.
David Wyatt asked for figures to be provided the figure for the number of applications that go to extensions of time. David Rowen added that the statistics can be provided going forward and he added that when agreeing extensions of time, it is within the applicant’s gift whether they choose to do that and there are issues and instances where major application’s go beyond the 13 weeks to resolve technical matters or Section 106 issues. He added that the 100% figure shown against majors is a collaborative approach in terms of that figure.
David Rowen stated that:
1. We are not asking for eot’s where FDC ‘is at fault’
2. Vacancies in MyFenland back-office team (being addressed) is impacting on scanning & indexing of planning application and related material.
3. Staff Workflow and process review under way
4. Bid being made for additional resources in the planning team.