Agenda item

To consider the Local Plan Quarter 3 Project Management Report.

The Local Plan Project Manager presented the report, he said that the risk register had an overall rating of amber and was on target to deliver the agreed timetable.  He said this was dependent on the risks being identified and managed.

He highlighted the following: -

·         There were nine changes to the risk register since the last quarter, (page 13), he said the two most significant risks were the continuing budget pressures on the Council’s finances and the risk identified to ensure that the Regulation 18 plan was based on evidence.

·         The dashboard on page 16 had included future tasks by mistake, he said the actual number of live tasks was 734, but this had not altered the rag rating which showed there were no red tasks and 34 amber tasks. 

·         The workstream status on page 17 showed that the development options work would be sent to the consultants in line with the timetable and that the  crucial further evaluation of the options would take place between now and the end of March 2022.

·         The draft letter to the new Department of Levelling Up, Housing and Communities said that the Council was making good progress and mentioned the recent award won from the Royal Town Planning Institute East of England Regional Award for Excellence in Planning. 

Further to a question from the Chair, Councillor Lees said she was grateful to the team for highlighting the financial risk in the interest of transparency.  She said the administration would focus on delivering the Local Plan within the timetable and all spending needs including the Local Plan would feed into the budget process.  She said that the process of recruiting the Director of Planning would start on the 21^st December 2021.

Members agreed that it was a very comprehensive report.

In response to questions from Members the following comments were made: -

The Local Plan Project Manager confirmed that the New Communities Senior Planner had left the Council.  An internal candidate had been recruited and there was now a need to back fill that post.  Before leaving the Council the Officer had completed all his current work and there had been a comprehensive handover. 

The Local Plan and New Communities Manager said that an interim Officer was in place and this temporary member of staff would be employed for the next 2 to 3 months to cover the gap until the team was back to the full complement. 

Councillor Evans said that the risk relating to job mobility within the Planning department was under constant observation.  He was confident in the Senior team and the management of the process which ensured there would be continuity and the transfer of knowledge.

The Interim Director of Planning said that the new staff members were experienced and had worked on other local plans.  She said the outside consultants were being used for the technical work and all work carried out was on shared files.  She said the team had regular meetings and worked closely together.  She said the risk register was there to highlight these issues. 

The Local Plan Project Manager said that the revised deadline for the Regulation 18 consultation had allowed for a workshop to brief Members more fully.  He said the effect on the timetable was that the Regulation 19 plan would have 2 months less time to be completed.  He said that because the preparation of the Regulation 18 plan was more thorough that this would mean there would be less time needed for the preparation of the Regulation 19 plan. 

The Local Plan Project Manager said that the risk register was a dynamic document and that the transport modelling was a risk that had been identified.  He said that in order for the transport modelling consultants to accommodate best practice the timetable had been modified.   

The Interim Director of Planning said that the transport modelling had been impacted by Covid, in terms of the ability to collect and verify the data.  She had asked for the methodology to be checked at the highest level to ensure it was robust under examination.  She said that this had been done through partnership with Essex County Council and other authorities and she was confident that the current position and timeframes could be achieved.  She reiterated that the risk register would continue to change.

The Local Plan Project Manager said that the mitigation for risk number 12, regarding significant applications being granted on appeal and the effect on the emerging strategy, was to ensure that Policy Officers and Development Management Officers worked closely together, collaborating, and sharing knowledge. 

The Local Plan Project Manager said that there was more work to do in order that the process around the major sites was streamlined.  He said an update would be provided at the same time as the Regulation 18 stage when the preferred options were confirmed as proposals.  This would be taken initially to the Local Plan Leadership Group through Cabinet and onto Full Council.

The Chair pointed out a spelling mistake on the letter to the Department of Levelling Up, Housing and Communities, in the second paragraph the date should read May/June 2022.

In response to risk items raised by the Chair, the Local Plan Project Manager said: -

·         Risk 37 – related to the evidence base that needed to be completed.  This risk reflected that the Local Plan was at a key stage of the process and deadlines were crucial.

·         Risk 38 – related to the risk that the transport evidence was not available on time and recognised that transport was a key element of the process and it was time pressured.

·         Risk 42 was a new risk which related to the negotiations with larger sites being more streamlined.

·         Risk 43 was added as it was so vital to use the evidence base on the Regulation 18 plan.

Councillor Evans said that funds did not only come from within the Council but said that a joint submission with Essex County Council had been sent to Homes England seeking support for extra resources.  He said efforts would continue to secure other funding.

The Interim Director of Planning said that one of the most important things was to to be prudent and use the money available wisely. 

The Chair asked that if there was any further slippage to the timetable that Members were informed outside of the normal cycle of meetings.  He was impressed by the transparency and clarity that the report provided and he commended Councillor Evans and the team for a fantastic job. 

He asked that the typing error was changed on the letter and suggested that the Committee approved the letter on page 31 and that it was sent on behalf of the Council.  The Committee agreed unanimously.

AGREED: To send the letter to the Department of Levelling Up, Housing and Communities with the typing mistake amended.