1. Priority Approvals Service

2. Wyndham City Council
By 2030, Wyndham will be the size of Canberra

3. Current and Future PSPs
16 approved PSPs with development underway
6 PSPs still to come
3 PSPs substantially completed
14 PSPs active
Currently approved in PSPs – lots and jobs
Current approved PSPs cover 8276ha with another 3569ha in future PSPs (11845ha in total)

4. Planning Outcomes 123 days 108 days 65 days
Release of PSPs has resulted in more subdivision applications in the system.
Complexity of applications has increased dramatically with average number of lots per application increasing.
Vast majority of lots being considered in applications are in new estates in PSP areas rather than in established areas with small scale subdivision of existing land.

5. Priority Approvals Service
The MOU commenced on 1 July 2017 and includes 10 signatories from the development community
Provides priority services to sequential, large scale development
The eligible developers pay a fee to participate in the service
The Service is a pilot program and is scheduled to run for three years
This provides a solution for Council to manage the increased growth occurring in the municipality through matching services to needs
Key part of the service is the ability for Council to provide an uplift to services for all applications, not just those in the MOU.
“The Council and developer will work cooperatively to ensure the timely and efficient assessment of high quality and sequential subdivisions to provide ongoing land supply within the City of Wyndham.”

6. Memorandum of Understanding
Council responsibilities
Deliver reduced timeframes for key points in the application process, including:
Acknowledging receipt of applications/plans
Requesting further information
Referring plans to other departments/authorities for comments
Requesting that changes be made
Assessment of plans/application once all information has been received
Approval of permit/plans
Issue of certified plans/Statement of Compliance
Developer responsibilities
Provide an annual service fee to Council to support delivery of MOU services, and
Provide applications/submissions which are:
High quality
Include all information needed to make a decision
Council and the developer also meet regularly to discuss applications and performance improvement opportunities.
MOU covers Planning, Subdivisions, Engineering (FLP and Detailed Design) and Landscape approvals.
Support of other internal departments is also required to be able to deliver the service successfully.

7. Changes to facilitate MOU timeframes
Department structure changes
Additional staff resources
Technology improvements
Process improvements
Improved documentation

8. Department Structure Changes
26 new positions across the department
Changes to reporting lines
Changes in delegation

9. Technology Improvements
Now 99% paperless
Smartscreens
New lodgement processes
Improved payment options (Spear payments)

10. Technology Improvements
New software packages and technological improvements have been introduced to streamline processes and support paperless environment:
Objective Connect
Trapeze
ProMapp
Power BI Dashboard

11. Information & Process Improvements
New templates to assist application lodgement
New information and fact sheets
New policy & position documents
Updates to standard conditions
Website upgrades
Fact sheets for standard planning matters improved
Updates to website
Standardisation of policy positions for consistent decision making
Improved coordination with internal departments
Review of the Planning Unit’s Conditions and Internal Referrals Manual
More use of Project Assessment Team meetings to liaise with other internal departments

12. Results

13. Results for timeframes
Agreed Days
Actual Days
Average days between receipt of application and external referrals being undertaken 5
8.5
Average days between receipt of application and request for further information letter 15
23.4
Average days between receipt of further information/last referral and draft conditions
13.6
Average days between draft conditions finalised and permit issued
5.7
Also important to note that approval timeframes for other applications are improving
PPARS data improves from 30-60% across the board

14. Results for timeframes

15. Results for timeframes

16. Next steps
Continue to monitor staff resources and refine structures as necessary
Continue process improvement projects
Improve tracking and reporting systems
Continue to investigate new software systems and technological solutions
Continue to work with staff on positive culture and customer service focus