A report advising the Sub-Committee on the update to the online application process that has been available to residents for almost a year.

The Director of Environment and Neighbourhood Services submitted a report providing the Sub-Committee with an update on the online application process that had been available to residents for almost a year.   A table that set out the Discretionary Permits that had been issued between 1 November 2017 and 18 October 2018 was attached to the report at Appendix 1.

The report stated that the 19 Residents Parking zones across the Borough encompassed all the areas and residential properties that had been covered by the previous scheme which had had 52 zones, but they now provided more space on street throughout the larger zones.  These changes were in line with previous committee decisions and reflected the outcome of a survey of all residents within the Residents Parking Scheme.  The Council had introduced a new online permit application system from 1 November 2017 and the decision had been made for residents to re-submit their proofs as some residents had not had any checks made since 2011.  Between 1 November 2017 and 18 October 2018 the Council had issued 8,402 Resident Permits, 11,641 Visitor Permits and a grand total of 26,244 permits, all of which had been issued through the online system.

The report included a table showing the split between Resident and Visitor permits and explained that residents who were unable to apply online could still apply by post, although only 5% had done so with the rest being applied for online.  The online system had also improved the efficiency of the application process, reducing processing time from 28 days to 7 days for resident and visitor applications, although it could take up to 28 days to review discretionary applications.

The report asked the Sub-Committee to consider the use of Temporary Parking Permits being issued as a download option and/or without the need to display a permit.  This would reduce the number of residents attending the Council offices whilst also accepting applications outside of Council opening times.  Temporary permits were issued for eight weeks to residents who had just moved into a property, changed their vehicle or had a temporary change of vehicle.  The current charge was £15 and normally only one temporary permit per resident was issued, as it was felt that eight weeks was sufficient time to acquire the correct proofs for a full residents permit.  There were two types of temporary permits available, scratchcards (issued in person) and disc permits (sent from printers).  3,294 temporary permits had been issued, 2,843 in person, 397 online and 54 offline.

Applications made in person at the Civic Offices were issued as a scratchcard temporary permit for the resident to take away and display in their vehicle for eight weeks.  This caused a problem when the Civic Offices were closed and where it was more difficult for a resident to get to the offices.  Where a successful application was made online a disc temporary permit would be posted to the applicant, this typically took five to seven days to reach the resident.  Successful applications made offline, sent via the post, would be posted a scratchcard temporary permit which took up to ten days depending on the processing and post.  Temporary permits that were issued as a download and/or without the need to display anything would provide instant permitted parking which would overcome the current limitations and times of real need by the resident thus giving a positive and flexible experience for residents.  With this download option there would need to be an allowed period of parking without displaying anything where residents did not have access to a printer, this period would need to be long enough to allow a resident, without a printer of their own, to gain access to such a facility either themselves or from the Council.  This would eliminate the uncertainty and delay associated with postal applications and processing, the issues of delay in physical permits being received in the post and problems with permits falling down/details obscured/incorrect and details scratched out.  The new permit technology would simplify the monitoring and enforcement of permits and the enforcement contractor would be instantly aware of the temporary permit, avoiding the issue of Penalty Charge Notices where a problem had occurred.  Conversely, all permit data was linked with the back office software system to verify compliance and ensure prompt action was taken against vehicles without a valid permit.

The Sub-Committee discussed the report and agreed that there should be a download option for temporary permits and that the permit would have to be displayed in the resident’s vehicles.  It was also agreed that a report should be submitted to a future meeting on the extension of online options and use.

Resolved -

(1)     That the update on the online application process be noted;

(2)     That the Traffic Regulation Orders to be updated, as set out in paragraph 7.1 of the report, be authorised; (not referred to above);

(3)     That Temporary parking permits be issued as a download option and the permit had to be displayed in resident’s vehicles;

(4)     That a report be submitted to a future meeting on the extension of online options and use.