Devon Building Control Partnership South Hams District Council Teignbridge District Council West Devon Borough Council

Transcription

1 Devon Building Control Partnership Devon Building Control Partnership South Hams District Council Teignbridge District Council West Devon Borough Council DATE: 22 July 2013 Chairman: Cllr Terry Pearce REPORT OF: SUBJECT: HEAD OF PARTNERSHIP Annual General Meeting PART I Recommendation: The Devon Building Control Partnership Committee is recommended to note the report. 1. PURPOSE This report for the 12 months ending 31 March 2013 highlights the business activity for the partnership. 2. BACKGROUND The Partnership is a building control service provided for the Councils of South Hams District Council, Teignbridge District Council and West Devon Borough Council, Hosted by Teignbridge District Council. The purpose of the Partnership Committee is to monitor the delivery of this service. Function of service To ensure that construction work carried out across the area covered by the Partnership complies with the building regulations resulting in buildings that are safe to use, energy efficient, and accessible to those with disabilities. The building control function is provided for the Partnership by a team of Surveyors who undertake the following: Building Control - assessment of plans and a risk based inspection regime. Marketing the service in a competitive environment, providing added value for customers such as working with LABC Warranty on new homes and commercial buildings. (Customers using LABC Warranty can only use our building control service) The building regulations require that all new dwellings achieve minimum high standards in energy conservation ensuring the first step in combating fuel poverty.

2 Public Protection Service - enforcement of building regulations, control of Demolitions and dangerous structures. Consultancy Service - providing pre-consultation on building regulations and planning proposals. Safety in sports grounds. Provision of advice and additional services relating to sustainability, access statements, fire engineering and risk assessments, with benefits to businesses and generating additional income. 3. MAIN IMPLICATIONS Legal The Committee; monitors budgets and financial performance of the Partnership as set by the Partner Councils; monitors the development and business plans of the Partnership; agrees the Partnership s (Action) Improvement Plan. monitors service delivery, value for money and performance of The Partnership. monitors the service delivery and cost effectiveness of the Host Council Risk Analysis Risks are proactively managed in order to avoid:- failure to deliver service and resultant lack of customer confidence. lack of staff resources an inability to react as quickly as the private sector to increases in workload. a loss of market share leading to deficit in charges income the legal agreement identifies how any shortfall in income against expenditure will be split. budget deficit. Shortfalls in income will be tightly managed to ensure that costs are reduced through efficiency as far as can practically be achieved. 4. REPORT The Partnership has now completed its ninth year of operation. It is the second year of operation under the Hosting arrangement with Teignbridge District Council and as a result good progress has been made generally towards achieving the objectives in the business plan. Ongoing priorities Ensure that current service standards remain by maintaining staff levels and continuing to develop efficient systems and remote working Ensure staff succession and make sure the business can respond if/whenever there is an upturn in the economy by maintaining and developing a flexible staff base.

3 Replacing retiring staff with apprentice/trainee surveyors which enable savings over the first few years as well as developing qualified staff. Risk staff to AIs Maintain/increase current market share. Maintain/increase further marketing of service and working even closer with colleagues in development management and economic development Reduce costs of non-chargeable service to the Council where possible. Opportunities are limited because of statutory obligations but partnering/sharing with others may enable some possibilities Continue to look for greater efficiency through increasing partnership Hosting arrangements The hosting arrangements originally enabled a reduction in support costs across the partner Councils, especially because accommodation has reduced at Follaton House and Kilworthy Park. Further reductions/improvements in other areas have been made possible during the last 12 months. One example is where all landline telephone numbers are being provided by Teignbridge and we are in the process of setting up software which enables calls to be transferred to, or from any of these numbers to any mobile or landline number. Costs remain in one Council and customers will only need to call one number for each surveyor. The reduction in savings achieved by the hosting arrangement has certainly enabled the preservation of existing staff in a period of reduced income. This has put the Partnership in a good position to ensure a continuation of high standards of service delivery and better position itself to deal with fluctuations in workload. There is still the potential of several retirements during the next few years and succession planning remains an essential item in the action plan. An apprentice surveyor was taken on in September 2012 following one surveyor reducing his hours. It is hoped to employ another apprentice in lieu of a retirement expected in September this year. In each case provision has been made to train new surveyors whilst making an overall saving. Along with the trainee who was appointed in 2011, our apprentice has progressed so well that both will be commencing their studies towards a degree in building surveying this autumn. Performance The ongoing financial climate means that the number of applications received was again at a relatively low level in comparison to previous years. Although similar numbers to the previous year were received there are some signs of an increase so far this year, although it is too early to say these figures are likely to be sustained. Performance in respect of our targets remains high (see Appendix) along with customer satisfaction. There were two formal complaints received during the year, both relating to technical and procedural matters. In neither case was the complaint

4 found to be justified, one of which was referred to the Ombudsman who did not consider there was need for a full investigation. Detailed performance information is in the Appendix to this report. ICT Continued investment in the IDOX computer system has enabled the purchase of remote hardware for surveyors. We currently have seven surveyors who are either entirely home-based or use our satellite office in Okehampton. A further six surveyors who have been based at Forde House are being equipped to enable remote working which will enable hot desking in the office as well as greater efficiency in customer engagement on site. The percentage of electronic submissions has steadily increased over the past year. As well as making it easier for customers it has reduced administration time, including scanning of paper documents. The backlog of live files has now been scanned and within a few months we plan to have completed the scanning of archive files as well. This makes access a lot easier and eliminates file storage space. The basement at Follaton House is now clear of building control files. We recently introduced the ability to receive applications over the telephone. This instantly became a success with around 14% of submissions being received this way in the first month. The process avoids the need for a customer to complete a form and for data to be transferred to our back office system. The application together with payment is taken during the conversation Awards The Partnership recently held its ninth Building Excellence Awards, to reward local builders for quality of building and workmanship during Another five projects from across the Partnership received awards in their respective categories. These projects were included in a total of seventeen nominations from the Partnership s customers in the South West LABC Awards held early in June. A project in Gorway, Teignmouth won the best domestic extension category and three projects received Highly Commended. We are also very proud of the achievement of our own Sam Burke, who received South West Trainee of the Year at the same event. Sam s nomination has gone forward for the National award, for which we keep our fingers crossed. The Partnerships action plan has been updated to reflect what has happened during 2011/12 and further actions that are in progress or proposed. Andrew Carpenter Head of Devon Building Control Partnership

5 Wards affected All Contact for any more information Andrew Carpenter Background Papers (For Part I reports only) N/A Key Decision N/A In Forward Plan N/A In O&S Work Programme N/A Community Impact Assessment attached: N/A Appendices attached: A: PIs for period from April 2011 to March 2013 B: Applications received during 2012/13 C: Time to determine D: Electronic applications received E: Recent feedback from customers F: Updated Action Plan

6 APPENDIX A PIs for period from April 2012 to March 2013 Total In Time % In Time Building Notices in 2 Days % Completions in 7 Days % Actioned or determined in 15 days % APPENDIX B Applications received during 2011/12 The chart shows that building notices were unusually high during October but followed by the seasonal dip around Christmas. Since January activity has gradually increased and we hope this trend is to continue. The increase in Partner and Initial notice submissions in March were due to customers making submissions in advance of regulation changes. Building Notices Full plans Initial notices Partners

7 DEVON BUILDING CONTROL PARTNERSHIP APPENDIX C Performance on full plans applications The majority of applications are successfully dealt with in 14 days. Others generally take longer because they are awaiting amendments or consultation replies. 100% were dealt within the legal limit of 2 months. APPENDIX D

8 This shows our market share comparison to Approved Inspectors by estimating the income value of all initial notices received. The very high AI estimate in March is due to several large housing estates being received and the total income is estimated by the report, although in reality this would be spread over a year or more. APPENDIX E Customer comments and suggestions received so far in 2013 Figures and comments received from customer surveys. An exit survey is made upon the issue of completion certificates. Where suggestions have been made a response will have been given, or action taken as appropriate, where required. Analysis: Case, Q5 Have you any comments or suggestions regarding the service you have received? 798 It was most helpful to get such prompt response to such an old project! 799 No. Kate was the model of helpfulness 800 All fine. Could do with a better designed form which has a 'not applicable' column 801 A duty surveyor or advisor on duty at the Newton Abbot office Dave Bealing at all times gave us a really good service explaining everything he wanted doing in a clear way, we took his advice and instructions which 802 were easy to understand as we are not building contractors! Thanks for all your help. 804 Very helpful advice given at every stage. Good to work with! I would have preferred the certificate to include more detail of the work carried out and signed off. It is very vague All very helpful This project grew over the years and the staff rotated, but the advice and help was always of a high standard, I found everyone to be approachable and 808 accommodating for such minor work is very expensive, 50% of the job cost!! 811 Very pleased with the professional service provided by the inspector. The lady on the phone when I rang said OK the surveyor will call tomorrow, OK I waited in all day but no one came. Your lady could have just gave us a quick ring in morning, saying sorry will not be there today - made new appointment but rest first class Scott Adams was very good and very professional and helpful. 818 Very good overall 822 Great service... very pleased 829 Service was fully professional 831 Many thanks for a great service 832 Excellent helpful service 833 Jon Skinner was very helpful whenever he was contacted Improved communication. We were told nothing re I.T problems re: 839 electrical certificate just final certificate arrived and we had to hand deliver 840 The best Local Authority department I have ever encountered... Don't change a thing! 844 Although my dealings with building control were very minor they were dealt with great efficiency. Kate in your office was a credit to your organisation with her

9 sunny helpfulness and the whole process was positive. 845 Very Good Overall 846 Generally a very professional and timely service 849 V.Good all round service There must be a tick list of stages and requirements that is infinite and clear. It is all too woolly at present. Most confusing. Please take action I am unable to comment further as the roofer engage/dealt with the details 854 I Am very happy with the service 855 All Good Except the price-naturally. thanks 862 Not really the service provided is what we expected from a Local Authority 865 Please high standards of care in W.Devon to ensure quality builds, thank you! Online applications were incredibly confusing, but helpful assistance over the telephone. An easier online application would be helpful to those of us 868 completing it out of hours. 870 Involve the owner in site visits so that they are not missed/forgotten 873 No. V.good all round My builder dealt with you but I have no complaints. A shame the planning 875 department aren't as efficient. 883 More details on completion certificates would be useful for energy rating people I thought the service I received was excellent and very importantly it was dealt 891 with very quickly - Which I needed to help with the sale of the property - Thank you! Thank you to DBCP and to Rob the building surveyor who helped me through my 892 building challenges...excellent Service! We received a very prompt professional and human service from Nigel and all at DBC 896 Well Done! 898 Estimate a surveyors approximate time of arrival 900 very helpful advice. Timely, good service and support 902 Your inspector was very helpful and courteous to the site staff. They didn't hesitate to inform me. Question % Satisfied % Dissatisfied Satisfied with advice Helpful and responsive Accessibility of our staff Full plans service Were inspections/visits helpful Response time of surveyor Surveyor knowledgeable Professional Value for money Overall satisfaction % Yes % No Would like pre-app advice

10 DEVON BUILDING CONTROL PARTNERSHIP Would submit electronically We are obviously pleased with these results and aim to maintain this level of satisfaction. APPENDIX F ELECTRONIC SUBMISSIONS