To approve the establishment and terms of reference of a planning task and finish group.

The Chair introduced the report item and explained that the desire to co-ordinate a Task and Finish group had been a co-production by the Lead Member of Planning and Head of Planning to review the Planning Service Function.

(Councillor Dr Lilly Evans joined the meeting)

The Panel were also informed that there had been a Constitution Sub-Committee who had been working to review changes within the Constitution. These changes were to include, peer group recommendations, changes with the proposed reduction of councillors over the next 18 months and to reflect the political composition.

Jenifer Jackson, Head of Planning also informed the Panel that over the last twelve months, significant work in relation to service improvements and performance with planning applications had been undertaken. It was also noted that there had been improvements, but that the anticipated Task and Finish Group would highlight further areas for improvement. The Lead Member of Planning had recommended as part of the Task and Finish group that there should be better engagement with stake holders and more widely, those involved with the service or consultation with the service (which could include, stakeholders, Parish Councils, Agents and Developers). Furthermore, improved reputation of the planning service outside of the organisation was also discussed. Panel Members discussed the current satisfaction of residents and constituents within their wards, and noted that satisfaction was varied throughout the Royal Borough of Windsor and Maidenhead.

Over the past 24 months, the Head of Planning and relevant officers had been working on ensuring the efficient and effective operation of the service with a focus on improvements in the speed of processing of planning applications. There had been some difficulties and challenges with this due to lack of resources, however it was noted that the situation had improved with a successful recruitment campaign and that currently there was a capital bid, which would positively help advance further work in operational improvements over the coming year. Russell O’Keefe, Executive Director outlined options and key considerations for Members in relation the Task & Finish group which were dependent on the outcomes sought. He summarised two options as follows:

1.    Narrow focus:- That the Task and Finish group seeks to investigate amendments required to be made as part of the Constitution Review which would further improve delivery of  the Planning Service. He noted that this could be resourced with ease.

2.    Wider focus- That the Task and Finish group review and identify wider reaching further improvements to the Planning Service as a whole which would require larger resources and support and could not be met within the existing service budgets.

The Panel were also told that the Planning Service did not receive a high number of complaints, but that with any regulatory services, there would be a small amount of dissatisfaction which was to be expected.

The Panel raised the following points:

·         What was the current level of satisfaction with the Planning Service from the general public and those involved with the service?

·         That complaints relating to timescales of responses to applications should be addressed as part of the Task and Finish Group.

·         That due consideration be to the individual needs of RBWM be taken into account, as RBWM differed with specific needs such as, green belt land which had been specifically protected as part of the Borough Local Plan.

·         That the impact of a possible expansion of Heathrow and the impact upon planning measures and the Borough could affect the locality and whether this could be explored in the Task and Finish Group.

·         Whether public speaking time (which had been a trial under previous Planning Management) could be reviewed as part of the Constitutional changes.

·         That the Task and Finish group could have a focus on targeted changes and improvements which could be made to the Planning Service and identify where necessary work could be carried out.

·         To look at regulatory functions and discretionary Council functions along with powers and constraints imposed by Government in both law and in speed of processing planning applications.

·         Reviewing all relevant Code of Conducts and existing protocols and whether these could be collated into one document separate to the Constitution as part of the Constitutional changes.

·         That the Task and Finish Group would require professional expertise for two stage task and finish group, which would look at both the constitutional changes and the wider Planning service.

·         That there had been differing positive and negative responses and levels of complaints from councillors 

·         That clarity of planning processes (for all levels of involved persons, from councillors, stakeholders and members of the public) be a key consideration or a future piece of work which might take in the presumption in favour of development, which it was felt might not be understood.

·         That training of members could be considered by the Task and Finish Group which might be extended to include Parish Councils.

ACTION:        That the Chair and the Head of Planning agree draft terms of                           reference to bring back to Panel Members at the next meeting.

ACTION:        Draft Membership to be agreed at the next Planning & Housing                       Overview & Scrutiny Panel (to be arranged for March).

That the verbal report was noted by the Panel.