The Forum received a short presentation and a live demonstration on the range of planning facilities available online, including the facility to comment on planning applications from the Group Manager - Development.

Over the last decade as part of its commitment to make planning information more widely accessible BCBC had invested in information technology to improve its service. This included back scanning of historical information; adoption of an electronic document management system; publication of key documents on the website; adoption of the Planning Portal to submit planning applications online and introducing the facility to comment on planning applications via the internet.  

Whilst improving the service to the public, the online facilities also helped the planning service to maintain acceptable levels of service provision against a background of budget cuts amounting to £216,000 in the past two years out of a budget of £517,000, a cut of 42%. The uptake of IT based services by the Town and Community Councils and the general public was essential to the delivery of the planning service, as staffing levels were severely diminished.

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      The Group Manager – Development explained that BCBC facilitated consultees or any member of the public to submit comments online by directly using the links provided in the consultation letter or via the Council’s main website. Town and Community Councils were statutory consultees in relation to planning applications. More recently a new back office IT system improved the service available to the public to submit comments on applications. Key documents including the Local Development Plan (LDP) as well as Supplementary Guidance (SPG) and Design Guides were also available to view and download from the website. It was proposed to expand the online services in the future to include digital mapping information whereby members of the public would be able to locate a property on a map to check if there were any constraints for example tree preservation orders and existing planning consents. There was likely to be an increase in demand for digital facilities and services both locally and nationally. In order to meet this demand services would be accessible from a variety of different platforms, phone, tablet etc. There would also be more emphasis on self-help.

The Team Leader Technical Support demonstrated how the system worked by using the link in a consultation email. This allowed the opportunity to comment on a planning application. There was also an improved search page if the link was not available. Weekly lists of decisions were sent to each TCC clerk for information, but as of 1 April 2017 each TCC will have to search for this information on the Planning Search webpage, as demonstrated

 Members raised the issue of the size of the print on location plans. They were advised that the documents were published in such a way that it was possible to zoom in to the document and advice could be given on how to do this if required.

Members queried if it was still possible to view applications where a decision had not yet been made. They were advised that this option was not currently available, but it will be raised with the software provider.

Concerns were raised that in some cases a decision had been made on an application however the system still showed that no decision had been made. If the case officer was contacted directly then he/she would disclose the outcome and this conflicted with information on the website.  

Members were also concerned about the quality of some “drawings” on the website. Officers confirmed that poor quality drawings had been rejected in the past and they were aware of the problem and hopeful that more architects would use new technology to improve the presentation of submissions

Concerns were raised about applications in neighbouring wards which would have an impact on another ward but the residents were not consulted. Officers recognised that there could be a problem with cross boundary issues but the case officer should pick this up.

The Forum asked if the planning search system was bilingual. The Group Manager – Development confirmed that this was a work in progress If an application was submitted in welsh then it could be translated.

Members agreed that the service had improved and congratulated officers on the service provided.

RESOLVED:          The Town and Community Council Forum noted the report.