Agenda item

The Planning Manager (Development Management) provided the Committee with a detailed overview of the Planning Service’s performance in 2020/2021.  He explained that the report provided statistics on the progress across the three statutory targets for major development applications, local development applications and enforcement cases.  It also provided information relating to performance against the Council’s corporate targets.

The Committee was advised that a total of 2,515 valid applications had been received between 1st April and 31st March 2021, which was an 8% decrease compared to the same period for the previous year.  Compared to the same period last year, he explained that the number of Local Applications which had been received was broadly similar while the number of Majorapplications was down 12%.  He highlighted to the Committee that “other development”, such as Certificates of Lawful Use Development and Discharge of Condition applications, were not included in statutory performance targets but currently made up 59% of applications received.  

He outlined that the Planning Service had received 77 Pre-Application Discussions (PADs), including 12 PADs for Major development and 65 for Local development. 29 PADs had been concluded, all for Local development.

The Members were advised that 2,132 decisions were issued between 1st April 2020 and 31st March 2021, which was 16% less than the same period in 2019/20.  95% of applications had been approved.

The Planning Manager outlined that the Statutory target was that major planning applications were processed from the date valid to decision issued or withdrawal date within an average of 30 weeks.

The Members were advised that 28 major applications had been received in the year 2020/2021, which was four fewer than the previous year.   The Planning Manager explained that 40 major applications had been processed during the period which was 38% more than in the same period last year and the second highest since the Council became a Planning Authority in 2015.  He highlighted that performance was 44.2 weeks, slightly down on 37 weeks from the previous year, however, the regional average was 61.8 weeks.

He reported that 1,368 local applications were decided or withdrawn in the same period, which was 234 fewer than the same period last year. The Members were advised that, last year, the average processing time had been 14 weeks, whereas this year it was 19 weeks, which was 4 weeks over the target of 15 weeks.  He explained that the regional average processing time was 17.8 weeks.

The Members were advised that the largest number of local applications processed related to householder applications, such as domestic extensions, conservatories, loft conversions, garages and outbuildings.  He reported that there were 676 householder applications received, which was a 26% increase on the previous year. He explained that it was reflective of a nationwide increase which was almost certainly linked to the pandemic and people’s desire for more accommodation.

In relation to Statutory Consultee Performance, he reported that the Department for Infrastructure had established a Planning Forum which was examining ways to improve the role of statutory consultees in the planning application process. Belfast City Council was one of three councils on the Planning Forum representing local government.

In relation to enforcement, he explained that the Statutory target was that 70% of all enforcement cases were progressed to conclusionwithin 39 weeks of the receipt of complaint.  He advised the Members that the number of enforcement cases opened during 2020/21 was 443, which was a decrease of 54% over the previous year. The number of enforcement cases which had concluded during the period was 618, which was 23% less than the previous year.  He outlined that the two main reasons for closure were that no breach had occurred (26%) and that cases had been remedied or resolved (38%).

In conclusion, he advised the Members that the performance for 2020/21 was inevitably impacted by the COVID-19 pandemic. He explained that, during Q1 and Q2, there was limited access to the office for staff, limited IT capacity for staff to work from home, representations which had submitted by post could not be considered, site visits could not be carried out and some staff were furloughed.  The Members were advised that this had reduced the number of applications, PADs and enforcement cases which could be processed and which had therefore increased overall processing times.

However, despite those significant challenges, he reported that the Council’s Planning Service had adapted quickly and had been operating a full service (other than public access to planning reception) since the second half of Q2.  Notably, it had included the promotion of electronic submissions for applications and PADs. 

The pandemic had initially resulted in a backlog of enforcement complaints. He explained that the focus had been on clearing the backlog to improve the handling of new complaints. Whilst it had meant that the processing target had been missed for the first time since 2015, it had allowed the Service to reduce enforcement complaints to a more manageable level, which would have significant benefits moving forward.

The Planning Manager detailed how the Service continued to work through and develop its Improvement Plan, with many actions completed and important new areas of work having been identified. The most significant area of improvement work related to the implementation of a new planning IT system to replace the outgoing Planning Portal. He advised that it would provide enhanced systems for processing planning applications and enforcement complaints, as well as a new public website interface. The new system would allow customers to submit online applications for the first time in Northern Ireland and it was expected to go live during the Spring of 2022.

With regards to the review of the Council’s Planning Application Checklist, completed in February 2021, it had demonstrated that it had had a very positive impact on improving the quality of planning applications and processing times. The planning manager outlined that it had also started to shift the culture and attitude of customers towards submitting much better-quality planning application at the outset of the process.

The Department had already confirmed that it would adopt that model through changes to the legislation to improve information requirements for new planning applications. The Planning Manager advised the Committee of the launch of Phase 3 of the Application Checklist in September 2021, when it would be applied to all applications except Householders, Adverts and minor Local applications, as well as new information requirements in relation to outline applications, telecommunications, employability and skills and front-loading draft S76 planning agreements for Major applications.

            He outlined the new “FastTrack” process for the most straightforward applications and explained that it was already showing a positive impact on processing times.  He also explained that they continued to implement the enforcement audit recommendations with an impending relaunch of the enforcement service, new customer guidance and new Enforcement Operating Principles.

A Member stated that she had concerns regarding the time that enforcement cases took and that it was extremely difficult to get information from officers in relation to updates in respect of such cases.  The Divisional Solicitor and the Planning Manager advised the Committee Members that, due to General Data Protection Regulation (GDPR) and the need to safeguard the investigation process, there were real limitations in terms of what information could be shared.  The Divisional Solicitor explained that a report would be submitted to a future meeting in respect of the change of process in relation to enforcement cases.

A number of Members stated that they wished to put on record their thanks to the staff in the Planning Service and in Democratic Services for the work which had been carried out in terms of meeting the targets and adapting to the significant challenges and changes which had been required in response to the pandemic.

In accordance with the Council decision of 4th May 2021, the Chief Executive exercised her delegated authority:

• to note the reports; and
• that a report would be submitted to a future meeting in respect of the change of process to planning enforcement in light of GDPR.