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

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Appendix A. Performance improvement plan 121 FIGURE A1: PERFORMANCE IMPROVEMENT PLAN: STATUTORY PLANNING SERVICE Issue Action Responsible officer Time frame Planning process initiatives introduced during 2004 require review. Delegated Planning Committee (DPC) meetings need to be well controlled. Planning applicants often have no knowledge of planning processes or application requirements. Councillors (collectively) are not always aware of the detail and complexity of contentious planning applications and matters. Council has rarely received written planning reports. Consistency in planning decision-making. Councillor knowledge of statutory planning processes and legislative compliance matters, state policy etc. is limited. Planning matters are rarely referred to the full council for decision. Review effectiveness of 2004 planning process initiatives. Introduce speaking time limits for DPC participants (say, maximum 10 minutes). Develop defined chair procedures for DPC meetings. Review applicant instructional material and reproduce where necessary. Encourage pre-application meetings at all times. Conduct periodic information sessions for regular applicants. Planning staff should periodically brief the whole council on contentious planning applications and matters. A councillor/officer workshop should be held to discuss future reporting needs with a focus on determining an agreed range of report formats for applications with differing levels of complexity. A monitoring system should be introduced. Like applications should be randomly reviewed to assess if decisions are consistent. Develop and introduce periodic education workshops for councillors and planners. Consider and introduce criteria for referrals to council – for example: more than 6 objections; more than 8-lot subdivisions; Aboriginal heritage implications; specific heritage or environmental issues; height of developments.
122 Appendix A. Performance improvement plan FIGURE A1: PERFORMANCE IMPROVEMENT PLAN: STATUTORY PLANNING SERVICE - continued Issue Action Responsible officer Time frame Some councils have introduced a “self certification” fast-tracking system for planning applications. Heritage adviser funding in rural Victorian municipalities is often inadequate. Significant criticism has been levelled at the application of material detriment and public notification. Heritage referral considerations are not always well documented. The currency and effectiveness of any planning scheme requires continual monitoring, in addition to statutory reviews (note: a strategic planner has recently commenced with the council). Statutory planning legislation and related government policy and industry practice changes regularly. Some communications to the planning services department have not been responded to in a timely manner. Supervision and management of the planning services contract was not performed in a structured or regular manner before 2004. Investigate the appropriateness of a self-certification system for the council. Discuss with Heritage Victoria the potential for increased heritage adviser funding. A review of resident and public notification procedures should be conducted with agreed new protocols established. Management should randomly monitor the consistent application of these protocols. A proforma to document heritage referral considerations, inclusive of appropriate headings and prompts, should be developed and implemented. The revised planning scheme should contain a clause whereby periodic performance monitoring programs evaluate the operational effectiveness of the scheme. Set a specific task plan and time frames for completion. A structured staff training/professional development program should be developed for all staff involved in statutory and strategic planning. Appropriate continuous improvement activities should be identified. Develop protocols for communication response times, and a monitoring and reporting system. Any contract personnel engaged in the planning services area should have their performance monitored regularly and formally with results documented and reported to the relevant director or the council’s CEO.
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PP No. 162, Session 2003-05 V I C T
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The Hon. Monica Gould MP The Hon. J
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Contents FOREWORD..................
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1. Executive summary 1
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4 Executive summary 1.2 Overall aud
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6 Executive summary 3. That the cou
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8 Executive summary attempt to res
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10 Executive summary RESPONSE provi
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2.1 Victoria’s planning system Vi
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Reform of the planning system Victo
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2.2.1 Council’s planning services
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2.3.1 Conduct of the audit Victoria
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Did the council comply with key leg
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Page 125 and 126: FIGURE C1: AUDIT CASE STUDIES INDEX
Page 127: Availability of reports Copies of a
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Community planning services in Glenelg Shire Council : 1998-2005 ...

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