THE PERFORMANCE OF STATE TERRITORIAL PLANNING AND CONSTRUCTION INSPECTORATE UNDER THE MINISTRY OF ENVIRONMENT OF THE REPUBLIC OF LITHUANIA

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1 THE PERFORMANCE OF STATE TERRITORIAL PLANNING AND CONSTRUCTION INSPECTORATE UNDER THE MINISTRY OF ENVIRONMENT OF THE REPUBLIC OF LITHUANIA Presentation by Head of Inspectorate Laura Nalivaikienė

2 STATE TERRITORIAL PLANNING AND CONSTRUCTION BEFORE THE REFORM IN 2010 State territorial planning and construction supervision was performed by 11 state institutions: 10 county head administrations and State Territorial Planning and Construction Inspectorate under the Ministry of Environment. Heads of the county were often unresponsive to the information provided by the Inspectorate and did not take any measures necessary to address shortcomings. After checking state territorial planning and/or construction supervision status in the county, the Inspectorate was entitled to inform only the head of a county about the shortcomings identified. State budget funds and the number of public servants were planned and alocated to the entire administration of the head of the county, thus, specific needs of state territory planning and construction supervision divisions were taken into account only partially. Heads of the county were not paying enough attention to the improvement of state construction supervisors' qualification and their performance control.

3 In order to improve state territorial planning and construction supervision, State territory planning and construction supervision departments of County head administrations have been merged with the Inspectorate and one State Territorial Planning and Construction Inspectorate under the Ministry of Environment with territorial divisions in counties has been established.

4 ADVANTAGES OF CENTRALIZED GOVERNANCE Territorial divisions became independent from the interests of local government entities. Inspectorate central divisions can quickly and uniformly solve territorial divisions problems by consolidating mandatory methodological documents. Inspectorate central divisions provide uniform legislative applications to all territorial divisions. Possibility to reallocate resources among territorial divisions according to the extent and importance of constructions in particular county. Possibility to allocate funds for their intended purposes only. Conditions for planning state budget fund for territorial planning and construction functions were improved. There are more uniform opportunities to improve employees' skills.

5 INSPECTORATE TODAY FINANCE DEPARTMENT HEAD INTERNAL AUDIT DEPARTMENT SPOKESMAN DEPUTY HEAD DEPUTY HEAD STATE TERRITORIAL PLANNING DEPARTMENT STATE CONSTRUCTION DEPARTMENT STRATEGY AND ANALYSIS DEPARTMENT LEGAL DEPARTMENT INFORMATION TECHNOLOGY DEPARTMENT PERSONNEL DEPARTMENT GENERAL AFFAIRS DEPARTMENT ALYTUS STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT KAUNAS STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT KLAIPĖDA STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT MARIJAMPOLĖ STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT PANEVĖŽYSTATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT ŠIAULIAI STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT TAURAGĖ STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT TELŠIAI STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT UTENA STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT VILNIUS STATE TERRITORIAL PLANNING AND CONSTRUCTION DEPARTMENT STATE CONSTRUCTION DIVISION STATE TERRITORIAL PLANNING DIVISION STATE TERRITORIAL PLANNING DIVISION STATE CONSTRUCTIO N DIVISION STATE CONSTRUCTIO N DIVISION STATE CONSTRUCTIO N DIVISION STATE TERRITORIAL PLANNING DIVISION STATE TERRITORIAL PLANNING DIVISION LEGAL AND GENERAL AFFAIRS DIVISION STATE CONSTRUCTIO N DIVISION STATE CONSTRUCTIO N DIVISION LEGAL AND GENERAL AFFAIRS DIVISION STATE CONSTRUCTIO N DIVISION STATE CONSTRUCTIO N DIVISION LEGAL AND GENERAL AFFAIRS DIVISION LEGAL AND GENERAL AFFAIRS DIVISION LEGAL AND GENERAL AFFAIRS DIVISION LEGAL AND GENERAL AFFAIRS DIVISION

6 EMPLOYEES 251 people employed 140 women and 111 men Average age - 45

7 INSPECTORATE OBJECTIVES Ensure legal territorial planning Ensure legal construction Ensure transparent administrative services in the area of construction and territorial planning

8 LEGISLATION Law on State Territorial Planning And Construction Supervision Law on Territorial Planning Law on Construction Long-term strategy of the Inspectorate Inspectorate personnel policy Quality Management System conforming to ISO 9001: 2008 Balanced Scorecard System

9 MAIN FUNCTIONS OF THE INSPECTORATE To control whether the construction permit documents were issued legally; To verify construction legitimacy of all newly built and reconstructed special buildings; in other cases, construction legitimacy is verified optionally; To suspend construction upon the cases established by law; To prevent unauthorized construction and eliminate consequences; To create commissions to investigate accidents in the constructed buildings; To issue a certificate that a constructed building has no major deviations from the building design; To conclude construction completion acts within its competence; To issue permits to continue a suspended construction; To issue permits to carry out building conservation work; To issue certificates for demolition of buildings; To issue documents permitting the construction in a coastal zone, on the continental shelf as well as for nuclear structure constructions, specific objects of national importance and in cases when such documents are not issued by municipal administrations; To protect the public interest; To check territorial planning documents; To approve territorial planning documents when they are not approved by the municipality in accordance with the established procedure; To apply for abolition of illegally made administrative decisions related to construction or territory planning process to the entities that made the decisions or to the court; To investigate complaints on territorial planning and construction, draw up requirements for offenders, in cases prescribed by the Code of Administrative Offences, conclude administrative law violation reports, examine administrative offense cases or submit these cases to the court, etc.

10 INSPECTORATE IS ACTIVELY INVOLVED IN THE REFORM OF THE INSTITUTIONS PERFORMING OF ECONOMIC ENTITIES The Inspectorate is involved in the Expert Commission work as one of the nine biggest and mostly inspecting supervising institutions. 90% of construction inspections are performed by using published acts (checklists). It complies with the principle of the first business year declaration. In order to ensure an equal access to all callers for consultations over the phone, the institution has implemented a single consultation hotline that records calls. Supervision activities are performed in accordance with the constantly ongoing risk assessment of the entities to be checked. It increases the rate of inspections of risky entities (based on economic activities) by accordingly reducing inspections of medium and low-risk entities. Minor violations of legislative requirements are assessed equally and adequately. "Two-date" rule is applied for business regulations requirements. Inspectorate assesses its own performance efficiency and effectiveness. Yearly surveys of entities are conducted.

11 IT SYSTEMS INFOSTATYBA - information system of construction permits and state supervision of constructions of the Republic of Lithuania TPDRIS - information system of preparation of the territorial planning documents and the state supervision of the process of territorial planning TPDR - Register of Territorial Planning Documents of the Republic of Lithuania RVIS - risk management information system

12 INFOSTATYBA OBJECTIVES Enable natural and legal persons to submit the applications for issuing construction documents (permits, certificates) remotely Perform state supervision of constructions Promptly receive the information about construction processes in Lithuania

13 DEVELOPMENT 2005 Phase I 2008 Phase II NOW Maintenance and development 2016 Phase III Pilot version 8 units of 3 rd level services 14 units of 3 rd level services 18 units of 4 th level services

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16 1. Application to issue a permit to build a new building(s)/reconstruct a building(s)/renovate (modernize) a building. 2. Application to issue a written confirmation of the building design. 3. Application to issue a construction permit on behalf of another builder. 4. Application to issue a permit to build a new building(s)/reconstruct a building(s) in the territorial waters of the Republic of Lithuania, Lithuania s exclusive economic zone and the continental shelf or to build a new building(s)/reconstruct a building(s) designed when implementing a project of special national significance 5. Application to issue a permit to build a new building in the coastal strip 6. Application to issue a permit to build, reconstruct, overhaul or demolish nuclear power facility(ies) 7. Application to issue a permit to allow resuming suspended work 8. Application to issue a certificate of complete construction 9. Application to confirm the declaration of complete construction/change of purpose 10. Application to issue a certificate about construction of the building without deviations from the essential solutions of the building design 11. Application to issue a certificate of building demolition 12. Application to receive a permit of conservation of a building 13. Notification about start of construction, hire or appointment of contractors or managers of main construction areas 14. Notification about possibly arbitrary construction 15. Informing the builders about the activity of certified persons related to construction 16. Application to extend the period for removing the consequences of arbitrary construction 17. Application for issue of connection terms 18. Application for issue of special requirements AVAILABLE SERVICES

17 STATISTICS

18 CERTIFIED PEOPLE Information about the activities of people related to construction

19 E-SIGNATURE Preparing and signing e-documents E-document format: ADOC The signature is created using the civil servant certificate (ID card), personal ID card, SIM card, other chip card or USB device Photo from Wikicommons

20 GIS FUNCTION EXTENSION GIS data will be used when submitting the application for a construction permit, for completing the construction procedure and forming an unauthorised construction act

21 STATUS INFORMATION Informing about the changes to status of submitted applications: via mobile apps via and SMS

22 via mobile apps UNAUTHORISED CONSTRUCTION

23 MOBILE WORKPLACES 85 mobile workplaces were created for performing state construction supervision mobile app was developed for performing state construction supervision

24 ANTICORRUPTION Tasks (for approval of the declarations of complete construction and issue of the certificates of incomplete construction) will be randomly distributed among the inspectors. Transparency in administrative services. INFOSTATYBA is taking positive decision on behalf of civil servant, if deadlines are missed.

25 TPDRIS OBJECTIVE Information system of preparation of the territorial planning documents and the state supervision of the process of territorial planning Providing remote public services to natural and legal persons in relation to the process of preparing the territorial planning documents. Enabling the authorities to perform centralized state supervision of the process of preparation of the territorial planning documents.

26 News E-services Rules & policies Statistics Help & user guide

27 DEVELOPED E-SERVICES Preparing and correcting: The state-level complex territorial planning document (general plan) The municipal-level complex territorial planning document (general plan) The local-level complex territorial planning document (general plan) The local-level complex territorial planning document (detail plan) The special territorial planning document ( different levels: state, municipal, local )

28 TPDRIS ADVANTAGES Providing e-services related to the preparation of the territorial planning (TP) documents. Enabling the provision and use of graphical GIS-enriched data along with e-documents. Transfer of the applying procedure of the institutions preparing the terms regarding the issue of TP design terms and the issue of the terms to electronic media. Transfer of the process of coordination of TP documents under preparation among TP participants to electronic media. Possibility to promptly receive information about TP documents under preparation and the status of preparation. Possibility to perform effective control of the preparation of territorial planning documents. Lower time consumption for organizing and collecting the documents, approvals, etc. Ensuring adequate informing of the public.

29 GENERAL MAP VIEWING FUNCTIONS Navigation Reviewing the documents being prepared Document search according to the location Identification of objects and viewing their information Measuring the area and the length of lines Reviewing the information from external data sources (e.g. Real Property Cadaster, Cultural Heritage Register, Forest Cadaster, State protected areas Register etc.)

30 MANAGING SPATIAL DATA Import of files of preset structure (DWG, SHP). Must meet the specification of the spatial objects Graphic objects and their descriptive information may be corrected in the system Correct data structure Is all mandatory data provided? Does the data meet the classifiers applied?

31 PROPOSALS AND COMMENTS Enter proposal or reply Pinpoint the locations on the map A view of the map with entered proposals is generated and may be added to the documents

32 TPDR OBJECTIVE Register of Territorial Planning Documents of the Republic of Lithuania Registering the approved territorial planning documents.

33 News E-services Rules & policies Statistics Help & user guide

34 DOCUMENT REGISTRATION After completing the preparation of the documents in TPDRIS and other systems, they are forwarded for registration A container with a data package for registration (description, documents, spatial data) is formed A registration task is created in the register and managed by the register administrator

35 RVIS INFORMATION SYSTEM OF RISK MANAGEMENT Objective: identifing, assessing and managing the risks of activities of the Inspectorate related to state supervision of territorial planning and construction.

36 RVIS INFORMATION SYSTEM OF RISK MANAGEMENT performing risk assessment of participant activity, selecting the most risky activities/participants for the Inspectorate performed inspections; developing a mechanism for selection of the participants/activities to be inspected according to risk criteria. Compiling their lists and inspection plans; assisting in decision making while investigating complaints/notifications; developing the work plan of the Inspectorate and the plans of its administrative units. Ensure the control and analysis of its development; automated management of information received from different information systems of the Inspectorate; planning, initiating and managing administrative actions with regard to reducing the risk of participants/activities.

37 CURRENT ACTIVITY PRIORITIES Becoming a construction participants' consultant and adviser rather than controlling and punishing institution, performing supervision by using risk assessment information system data, continuing active participation in the reconstruction of entity supervision. Constant and purposeful seeking for possible causes of emergence and spread of corruption and looking for effective ways to eliminate them. Raising the Inspectorate activities to the next level by focusing state construction supervision on special/non-special construction works rather than investigating possible minor violations. Regular introduction of legal environment changes to territorial planning and construction process participants as well as other persons. Ensureing that construction of renovated (modernised) buildings would be performed according to the law with a particular emphasis on the quality of work and activities of construction technical supervisors. Successful implementation of the projects financed by EU structural funds (IT, quality management, personnel training). Active publication of the Inspectorate activities.

38 LONG-TERM AIMS FOR To provide high-quality services to fulfill customers expectations To be an innovative organization where motivated employees work together To develop and effectively participate in the creating legislation related to the Inspectorate activities

39 THANK YOU