Community planning services in Glenelg Shire Council : 1998-2005 ...

106 Did the council effectively manage its outsourced planning services?
5.2.2 Roles and responsibilities
We expected that the council would have addressed many of the risks
associated with outsourcing its planning services, before implementing the
contract. For example:
both parties should have a common understanding of the contract and
its requirements before it is signed
the planning contractor, council staff and council should be clear on the
planning process and the roles and responsibilities of all parties
involved in the decision-making process.
Figure 5A outlines key roles and responsibilities of both the planning
contractor and the council in the delivery of town planning services.
FIGURE 5A: KEY TOWN PLANNING SERVICES ROLES AND RESPONSIBILITIES
Responsibilities
Council
Provide office accommodation, facilities and customer service staff support.
Provide a heritage advisory service to support the town planning function.
Assess contractor performance against service activity standards and contract performance indicators
(a).
Take action when contractor performance does not meet requirements to bring about improvement.
Pay the contractor monthly in arrears upon receipt of a verified claim for works satisfactorily completed.
Annually review the performance of the contractor against key performance indicators and best value
principles, and assess whether continuous improvement has been achieved.
Planning contractor
Deliver services (a mix of statutory and strategic planning functions) in a professional manner, comply
with relevant acts and legislation, and accord with “best value principles”.
Employ sufficient persons to provide services at all times, e.g. during holidays or staff absences.
Regularly visit other areas in the municipal district and work outside hours to fulfil the contract.
Keep comprehensive records of operational matters and submit reports to the council (a).
Prepare and submit specialist reports as directed by the supervisor (b).
Participate in, and contribute to, the conduct of annual customer satisfaction and performance
evaluation surveys.
(a) As outlined in Service Standards, Schedule 1 Activity Schedule and Schedule 2 Contract Performance
Indicators.
(b) General Manager, Infrastructure Services.
Source: Glenelg Shire Council 2002, Contract No. 200135; Form of Agreement; Tender
Conditions; Services General Conditions and Services Specification, Glenelg Shire Council,
Portland.