BUILDING STANDARDS BALANCED SCORECARD

The City of Edinburgh Council

City Development Department Building Standards Section

Key Contact:- Robin Adamson

Building Standards and Contingency Planning Manager

Council Information

The City of Edinburgh Council currently has a population of 453,670 people and covers a landward

area of 26,113 hectares.

The current council structure is as follows:-

Chief Executive (Tom Aitchison)

CITY SERVICES HEALTH & CHILDREN DEVELOPMENT FOR CORPORATE FINANCE SOCIAL & DEPARTMENT COMMUNITIES SERVICES CARE

The Building Standards section is located within the Corporate Property and Contingency Planning

division of the City Development Department which has four services divisions in total, each

managed by a Head of Service. The reporting structure for Building Standards is illustrated in the

following chart.

Director of City Development

(Andrew Holmes)

Head of Corporate Property &

Contingency Planning

Planning Transport Economic &

Development Strategy (Bill Ness)

Building Standards Manager

Other Managers Asset Management – Anne Crawford Property Management – Bill Miller (Robin Adamson) Facilities Management – Jackie Cowper Building Design Manager – Norman Ellis

FAMILIES

Building Standards Service

The verification service for SBSA is operated on an area basis which is illustrated in the appendix

at the end of the scorecard. The section has a total establishment of 49 technical staff, 14

administrative support staff located in the Service Development section of the division and 5

structural engineers located in the Public Safety section. The only non verification function which

the Building Standards staff deals with is to report on Liquor License applications to the council.

Other licensing activities and dangerous buildings enforcement are dealt with by the Public Safety

staff in the section. The Property Conservation Section of the Building Design Division deals with

defective buildings.

The Building Standards service in the city is one of the largest Building Control Businesses in the

UK in relation to number of Building Warrant applications processed each year and fee income

received. During 2005/2006 the service dealt with 6,290 Building Warrant applications covering

building construction work with an estimated value of £769 million which generated £3.4 million in

fees for the council. 7,516 completion certificates were issued and 1395 property inspections

carried out for agents involved in house sales which yielded another £130,000 income to the

department.

The service now operates centrally from a new single office at 4 East Market Street adjacent to the

Waverly railway station which we moved into on 27/11/2006. A mobile working scheme for staff is

also operated by the section whereby approximately 1/3 of the staff for 2 days each week operate

from a number of satellite offices located in different areas of the city.

Corporate Priorities

The Corporate Plan for the City of Edinburgh Council lists the following amongst its corporate

priorities. We will improve our services by:

A Investing in our staff; B Improving our performance management arrangements within the organisation; C Implementing the Council’s Smart City Vision, using technology to improve our services and provide better access to them; D Integrating services, both within the Council and with partners, to ensure that citizens receive services that are joined up and make the best use of resources, are modern, efficient, flexible and of a high quality; E Delivering improved customer care that our customers notice; F Improving quality throughout the organisation; G Continually improving our use of all our resources, making the best use of new resource opportunities such as the City Growth Fund and Quality of Life funding and continuing to demonstrate sound financial management.

Building Standards, provided in the City Development Department, has a role in each of these

priorities either directly or indirectly.

The principal aim of Building Standards is to secure the health, safety, welfare and convenience of persons in or about buildings and of others who may be affected by buildings or matters connected with buildings, furthering the conservation of fuel and power, and furthering the achievement of sustainable development.

This is principally achieved through the application of the Building Standards (Scotland)

Regulations in considering applications for building warrant. The speed and efficiency of this

service can impact on the above Corporate Priorities, as follows:

A Building Standards staff contributed to the council achievement of Investors in People status in November 2004. The council will continue to invest in the recruitment and training of Building Standards staff to meet the IIP standard;

B The performance of Building Standards staff is extensively monitored using various statistical reports and management processes; C The Building Standards section along with the Planning section is currently involved in implementing a ten-year IT project in partnership with BT to achieve the long term objective of creating a paperless office and achieving service efficiencies; D As part of the move to our new purpose built office in 2006 as part of a ‘one stop shop approach’ to merge the Planning and Building Standards front counter administrative functions were merged to create service efficiencies; E As a front line public service Building Standards has a significant part to play in effecting improvements in this area. Customer feedback is obtained on a regular basis and acted upon to achieve service improvements. F Building Standards through investing and training in professional staff and through implementation of the new Building Standards system can contribute significantly to improving quality in the built environment. G Building Standards management monitors the financial performance of the section on a regular basis to ensure that this objective is met with and that there is adequate investment in the service to achieve satisfactory performance levels.

1. PUBLIC INTEREST SBSA Request – Verifiers will have in place risk management protocols which will determine the management of work on building warrants and completion certificates by April 2006. SBSA Comment – This is the key to ensuring the effectiveness of procedure regulations. As drafted it is wide ranging but it is envisaged that this would begin with elements such as the allocation of work and the level of oversight or checking undertaken by verifiers. As the system beds down discussions between SABSM, the local authorities and individual verifiers would continue on how the protocols which verifiers had in place might then be extended and developed. Council Comment – The Council intention to meet this requirement is to deliver the quality of service to our communities and stakeholders which, through the Building Warrant process, ensures that in the public interest, all new, altered, extended or converted buildings within the City of Edinburgh Council area are constructed to meet the minimum standards of the national building regulations. Actions intended to be taken Performance measures to

assess effectiveness of actions

Desired outcomes

1. Review our existing quality assurance procedures relating to our risk management protocol for the management of work on building warrants.

Completion of task by 31.12.07 – protocol reviewed, amended if necessary and new procedures implemented.

Staff adhere to protocols for all applications.

2. Review our existing quality assurance procedures relating to our risk management protocol for the management of work on completion certificates.

Completion of task by 31.12.07 – protocol reviewed, amended if necessary and new procedures implemented.

Staff adhere to protocols for all applications.

3. Review our existing quality assurance procedures relating to our risk management protocol for the management of work on site inspections.

Completion of task by 31.12.07 – protocol reviewed, amended if necessary and new procedures implemented.

Staff adhere to protocols for all site inspection work.

2. PRIVATE CUSTOMERS SBSA Request – Verifiers will have in place by 30 September 2006 a customer charter which encompasses:

• Guidance to stakeholders, • Accessibility of service, • Measurable performance targets, and • Customer views.

SBSA Comment – This is key to the delivery of a quality system of building standards. It is a measure which is influenced by other factors both locally and nationally, for example, where individual local authorities sit in relation to e-government, electronic web based public access and funding (MGF) to facilitate these. It is influenced by the culture of a local authority in its relationship with its stakeholders. The Accounts Commission are likely to be seeking a Statutory Performance Indicator which could be evolved from the “measurable performance targets” bullet point.

Council Comment – The Council intention to meet this requirement is to provide a service which meets with and exceeds our customers’ expectations. Actions intended to be taken Performance measures to

assess effectiveness of actions

Desired outcomes

1. Review content of our customer charter in consultation with stake holders.

Achievement of task by 30/09/2007. Confirmation from stakeholders of suitability.

Improved information for customers. Adjustments in procedures to respond to findings.

2. Monitor complaints and suggestions in relation to the service on a regular basis.

Monthly check on status of all section correspondence and investigations. Target Completion Date – Ongoing.

Satisfactory completion of investigations with any actions implemented.

3. INTERNAL BUSINESS SBSA Request - Verifiers will have prepared a formal plan for the internal business perspective for future financial years. SBSA Comment - This was to be in place by 30 September 2005. There have been a wide range of suggestions from local authorities on where each sees its own target areas. This and continuous improvement are where the individual local authorities have the most potential for local divergence. There is also a fair amount of work obviously in train within the authorities which is driven by existing performance management needs. It would be possible for the SBSA at this stage to select or produce a target, but that would not necessarily meet the current needs of each verifier and would not give a measure which could be assured to be an efficient business driver, but at this stage the SBSA would be looking for no more than three key targets per year as part of the verification process. It is, therefore, proposed to follow a model which focuses on each verifier putting in place a structure to manage and measure delivery. The timescale proposed will allow the outputs to be pulled together into a formal target to take effect from 01st April 2006. Early discussion on this potential target is essential to give verifiers sufficient advance warning to allow systems to be put in place for recording, reviewing and implementing with effect from 1st April 2006 Council Comment – The Council intention to meet this requirement is to have in place business systems and procedures which ensure that delivery of the service is as efficient as possible. Actions intended to be taken

Performance measures to assess effectiveness of actions

Desired outcomes

1. Operation of a quality management system to ISO 9000.

Independent audit of operational procedures by British Standards Institute Management Systems. Target Completion Date – 13.7.07.

Successful audit. Adjustments in procedures to respond to findings.

2. Extend Building Standards flexible working scheme to introduce home working, desk sharing arrangements, and/or other council flexible work options.

Review scheme in consultation with staff on a regular basis and introduce any agreed changes in working practices which ensures maximum staff benefits and satisfactory office coverage. Target Completion Date – 31.3.08.

Cost savings, increased efficiency and service availability.

Actions intended to be taken Performance measures to assess effectiveness of actions

Desired outcomes

3. Introduce new ‘Kaizen Blitz’ one stop shop procedures for Planning and Building Standards customers when lodging applications and dealing with enquiries.

Monitor new procedures on a regular basis to ensure systems are effective. Target Completion Date – Ongoing.

Efficiency savings in terms of administrative support staff.

4. Review levels of professional and administrative support staff in section and complete recruitment to council agreed establishment levels.

Completion of task and reduction in overtime working. Target Completion Date – 31.12.07.

Achievement of full staffing levels to provide satisfactory levels of performance.

5. Review sections electronic warrant processing and site inspection policies and procedures and introduce new electronic policies and procedures regarding all aspects of the service.

Completion of IT development work to receive applications electronically through the internet. Introduce new procedures as necessary to deal with outcomes of development work. Target Completion Date – 31.7.07.

Reductions in paper storage in new office building. Improved availability of records. More efficient procedures.

6. Contribute to council and departments team talk system.

Good attendance of Building Standards staff at monthly core brief meetings. Target Completion Date – Ongoing.

Improved communications between Building Standards staff and senior management staff in council.

4. CONTINUOUS IMPROVEMENT SBSA Request - Verifiers will have prepared a 3 year strategy for 2006-2009 for continuous improvement by 30 September 2005. SBSA Comment - There have similarly been a number of suggestions from individual authorities on continuous improvement targets. In view of this, this proposal is that authorities propose their own targets. These will need some fine detail, but each plan should have no more than 3 key targets per year. The audit process will then focus on those key targets. Council Comment – The Council intention to meet this requirement is to achieve continuous improvement in the delivery of the Building Standards service by setting targets for specific areas of the service in the departments’ service plan on a 3 year rolling basis and monitoring performance against the targets on a regular basis. Actions intended to be taken Performance measures to

assess effectiveness of actions

Desired outcomes

Year Target 2006/07 2007/08 2008/09

10% * 10% 20%

Year Target

1. Provision of an electronic system of warrant processing for staff and customers.

% of warrant applications submitted electronically from customers through the internet. % of warrant applications processed electronically by staff

2006/07 2007/08 2008/09

20% 30% 50%

2. Implementation of a performance review and development system.

Completion of interviews for all staff on an annual basis. Target Completion Date – 31.8.07.

Staff achievement of personal objectives in terms of meeting performance and training targets for year.

3. Achieve improvements in meeting with measurable performance targets in customer charter.

Monthly and quarterly computer statistics utilised to check performance against targets. Target Completion Date – Ongoing.

Annual improvements in performance against measurable targets.

* This target not achieved. Targets for 2007/2008 and 2008/2009, therefore, altered as a result.

5. FINANCE SBSA Request - Verifiers will have systems in place to record costs and the management of costs against income streams for the verification process by March 2007. SBSA Comment – Finance is key to delivery of the verification function and that is reflected in this element of the balanced scorecard. The SBSA acknowledges that local authorities are at different stages of development and implementation in this area. It is therefore proposing this core indicator. While development and implementation of these tools is under development, the Agency will discuss with SBSM, the local authorities and individual verifiers the ways in which the financial perspective might be taken forward. Council Comment – The Council intention to meet this requirement is to provide a Building Standards service which is cost effective and provides value for money. Actions intended to be taken Performance measures to

assess effectiveness of actions

Desired outcomes

1. The monitoring of income and expenditure for the verification process.

Production of monthly balance sheets for service. Target Completion Date – 30.4.08 (For year end figures).

Achievement of budget targets at year end.

2. The monitoring of council overheads apportioned to the Building Standards service.

Completion of annual LFR7 return and benchmarking with other councils. Target Completion Date – 30.9.07 (For 2006/2007 return).

Balance of income against expenditure at year end.

3. The monitoring of income and expenditure for work associated with the Building Standards register and letters of comfort.

Production of monthly balance sheets for these services. Target Completion Date – 30.4.08 (For year end figures).

Achievement of budget targets at year end.

3

1

2

6

43

4

5

4257

9

5256

7

54

8

22

5834

23

26

39

53

1513

49

4014

25

12

51

10 11

28

17

55

27

41

38

4650

24

36

44

18

32

19

4829

16

2137

30

20

3345

3147

µ

CentralGroup Leader - Brian Hardie 0131 529 4497

Central Group 1Senior Building Standards Surveyor Kenny Mackenzie 0131 529 4871

Building Standards SurveyorsDavid Berney 0131 529 4582Michael McLachlan 0131 529 4868Gerry Stovin 0131 529 4362Stuart Russell 0131 529 4521Alan Mackintosh 0131 529 4870David Balloch 0131 529 4858

Central Group 2Senior Building Standards Surveyor Colin Wishart 0131 529 4888

Building Standards SurveyorsDougald McCallum 0131 529 4683Graham Murdoch 0131 529 4867Keith Campbell 0131 529 4384Douglas Collins 0131 529 4861Jim Bisset 0131 529 4859Derek Richardson 0131 529 4880

SouthGroup Leader Alan Campbell 0131 529 4533

Southwest GroupSenior Building Standards Surveyor Bob Godsman 0131 529 4532

Building Standards SurveyorsGeorge Gaunt 0131 529 4864Andrew Melville 0131 529 4873Ronan Smyth 0131 529 4667Paul Dance 0131 529 4505Steve Bickmore 0131 529 4841

NorthGroup Leader Muir Somerville 0131 529 4579

Northwest GroupSenior Building Standards Surveyor Charles Nisbet 0131 529 4285

Building Standards SurveyorsDougie Mack 0131 529 4585Brian Robertson 0131 529 4634Keith Clark 0131 529 4860Bob Sanders 0131 529 4804Michael Dowie 0131 529 4881

Northeast GroupSenior Building Standards Surveyor Craig Donnelly 0131 529 4534

Building Standards SurveyorsDavid McCall 0131 529 4869Colin McCulloch 0131 529 4635Stewart MacKay 0131 529 4819Craig MacLeod 0131 529 4627Keith Clark 0131 529 4860

Southeast GroupSenior Building Standards Surveyor Kevin Moore 0131 529 4874 (Seconded)Seconded as Senior Building Standards Surveyor Malcolm Hood 0131 529 3597

Building Standards SurveyorsJohn Stephenson 0131 529 4539David Watson 0131 529 4348Glen Watson 0131 529 4886Henryk Zukowski 0131 529 4604Jamie Black 0131 529 7241Neil Downie 0131 529 4815

Building Standards Manager - Robin Adamson 0131 529 4917Building Standards - Area Teams

Technical Support

Property InspectionsBuilding Standards SurveyorsLinda Hamilton 0131 529 4866John Scholan 0131 529 4547Alan Robertson 0131 529 4487

I.T. SystemsBuilding Standards SurveyorGordon Moore 0131 529 4518

NorthWest

NorthEast

Central

SouthWest

SouthEast

BS Areas

Wards

WARD WARD_NAM E1 Balerno2 Baberton3 Dalmeny/Kirkliston4 Queensferry5 Cramond6 Davidsons Mains7 Muirhouse/Drylaw8 Craigleith9 Pilton

10 Granton11 Trinity12 Newhaven13 East Craigs14 N.E. Corstorphine15 Murrayfield16 Dean17 Stockbridge18 New Town19 Broughton20 Calton21 Harbour22 Lorne23 Gyle24 S.E. Corstorphine25 Parkhead26 Craiglockhart27 Stenhouse28 Moat29 Shandon30 Dalry31 Fountainbridge32 Tollcross33 Southside34 Holyrood35 Meadowbank36 Mountcastle37 Leith Links38 Restalrig39 Portobello40 Milton41 Murrayburn42 Sighthill43 Colinton44 Firrhill45 Merchiston46 N. Morningside/Grange47 Marchmont48 Sciennes49 Newington50 Prestonfield51 S. Morningside52 Fairmilehead53 Alnwickhill54 Kaimes55 Moredun56 Gilmerton57 Craigmillar58 Duddingston