Annual Report 2018 by Planning Authority

Annual Report

2018

Annual Report 2018

Content

Report by the Chairperson of the Executive Council

Planning Directorate

Compliance & Enforcement Directorate

ICT, Mapping and Digital Services Directorate

32 38

Corporate Services Directorate

Council, Boards & Committees

Annual Report 2018

mechanism, whereby the Authority was able to maximise its available office space in parallel with the uptake of new staff to meet demand. This mechanism allows employees to save on travel time and fuel costs, whilst supporting a flexible approach to family-friendly measures. Customer service was further improved through the increased provision of ICT tools such as the launch of online access to old survey sheets, enabling customers to address their requirements remotely. An indirect benefit of these measures was, the reduction of the need to travel Mr Johann Buttigieg

by car and therefore the reduction of pressures on traffic. New communication equipment and live on-site information devices were also introduced to enable officers within the Compliance and Enforcement Directorate to take timely decisions for relevant action. During 2018, this Directorate saw significant results from the approach adopted to encourage self-compliance by

Report by the Chairperson of the Executive Council Rising to the challenges of a stronger economy The country’s economic performance has maintained a strong demand for an efficient service from the Planning Authority. The figures speak for themselves. With a total of 12,173 planning applications received, 2018 saw an increase of 7.7% on the previous’ year record number of submissions. This significant volume necessitated the same timely response from the Authority and its staff, to maintain its legal commitment and self-imposed challenge to process applications within agreed time-frames. Otherwise it would itself be subjected to a fine. I am proud to state that with the organisational improvements and technological innovations implemented, the Planning Authority was able to deliver.

Strengthening processes and procedures for a better service Efforts to consolidate the administrative processes led to the appointment of three new Directors, for ICT, Mapping and Digital Services; Corporate Services and Compliance and Enforcement. These appointments in 2018 have helped support the Authority’s operational work on three important and inter-related fronts. As a result internal operations have improved. This translated into a better service

contraveners. So much so, that by the first half of 2018, the Directorate was requested to assist the Building Regulations Office (BRO) in compliance action related to the Construction Site Management Regulations. From around 2,500 sites inspected, more than half were found to be non-compliant. The Directorate’s officers provided the necessary guidance and within a fortnight, 80% of these were found to be compliant. By the end of the year, only 11 of the original sites were still non-compliant and remained sealed off.

Investing in skills development Our employees are the prime resource of our organisation. Facilitating opportunities for continued professional development and the uptake of new skills to meet current and future challenges in a competitive world, is an ongoing challenge. In 2018, investment in developing skills has been significant. Through the benefit of EU funds, the Authority was able to provide training in areas related to mapping and surveying, and offered sponsorships to Government employees in Geographic Information at different MQF levels. A number of the Planning Authority’s employees benefited from work placements in similar organisations within other EU countries through the Erasmus+ Programme. Other opportunities for exchange of experience, skills and knowledge were also

for our customers and the public in general. Co-ordinated action amongst

made possible through other EU funded projects covering subjects related to

the different Directorates has enabled the Planning Authority to strengthen its

Green Infrastructure, Strategic Environment Assessment and Maritime Spatial

functions and maintain its status as a leader in the public sector.

Planning. At the end of 2018, the Planning Authority had a budget of almost €9.5 million in approved EU funded projects.

With ICT services transforming the planning permitting process, emphasis was placed on providing optimum infrastructure to enable continued improvement of

Acknowledging the architectural profession as having a direct role in shaping our

the Planning Authority’s services. Early in 2018, we introduced the concept of

urban areas, the Planning Authority held the third edition of the Malta Architects

hot-desking and broadened the uptake of tele-working as an employment

Award, where once again, it served as a showcase for outstanding works.

Annual Report 2018

The Authority also sponsored the LENOTRE 7th Landscape Forum co-hosted by the Faculty of the Built Environment of the University of Malta and Anhalt University in Germany. Such platforms will lead to increased opportunities for established and young architects to illustrate how they are meeting the challenges of current and future needs of our urban environments.

Enabling improvements in our built environment Throughout the year, the Authority scheduled a number of properties including Grade 1 and Grade 2 buildings within different localities across the Maltese Islands, namely in Sliema, Msida, Gzira, Tarxien and Attard. Around €10 million of funds obtained from the regularisation process were redirected to the Irrestawra Darek grant scheme which, for the second year running, was highly successful. Through this grant a number of privately owned residential properties located within Urban Conservation Areas and Grade 1 and Grade 2 buildings received financial assistance for restoration and rehabilitation works. The Development Planning Fund supported a number of projects aimed at improving the quality of urban spaces and properties for the benefit of local communities. Such projects included paving works in Sannat, the restoration of Centru Santu Rokku in Valletta and the upgrading of public gardens in Nadur and Dingli. At the same time, to sustain efforts aimed at improving liveability within our urban areas, two other initiatives took off in 2018. The first was the launch of a new grant initiative known as ‘Sebbaħ il-Lokal’ with an initial budget of €2.5 million. This grant seeks to encourage Local Councils to propose and implement projects to green or enhance public open spaces in their localities. Secondly, the Green Transport Fund was also launched, this is dedicated to support capital projects aimed at improving land transportation.

Continuing in our stride Keeping pace with technological transformation, economic activity and maintaining a regulatory function to manage land and sea use is demanding on resources, whether human, technical or financial. To be at the helm of the Planning Authority in these interesting times and steer it progressively to deliver on its promise of efficiency, is a privilege. It brings with it a sense of achievement only possible with the active engagement of all employees. We are committed to maintain a similar momentum in the coming year.

€10 million

was committed for the Irrestawta Darek Scheme

Annual Report 2018

Development Services Division European Union and Special Projects Unit (EUSPU) Unit During 2018, EUSPU processed over 300 applications, half of which concerned development that could benefit from European Union funding. The majority of these applications were submitted by various Government entities such as the Housing Authority, Transport Malta, Infrastructure Malta, Water Services Corporation and Local Councils.

EUSPU also received applications from the

private sector, including banks. Applications from embassies were also processed by EUSPU. The proposed applications were varied and included approximately 30 proposals for improvements and expansions within schools such as MCAST and the University of Malta. Other permits processed by EUSPU related to the provision of over 260 beds within existing or permitted homes for the elderly. Considerable work has been carried out on applications intended to increase the capacity of Saint

PLANNING DIRECTORATE

Vincent De Paul, home for the elderly. Other applications processed by EUSPU included improvement and repair works within coastal areas and the distribution of purified second class water within agricultural land. wAnother 27 applications proposed improvements to the national infrastructure, including a reverse osmosis plant in Gozo and a tunnel enabling the distribution of potable water between the Pembroke reverse osmosis and the Taâ&#x20AC;&#x2122; Qali reservoir.

A plant for the sorting of waste in

preparation for export was approved in Hal-Far, in addition to the restoration of the Wied Fulija landfill.

General Development Unit The General Development Unit (GDU) is tasked with assessing applications for residential development on sites within the development zone but, outside urban conservation areas. In 2018, the Unit saw a further increase in new submitted planning applications. The number of new applications went up by 13 percent, from a monthly average of 465 in 2017, to a monthly average of 524 in 2018. In total, 6291 applications were received by this Unit, of which 59 percent were summary procedure applications. Despite the increase in caseload, the vast majority of applications were processed with the appropriate timeframe.

Annual Report 2018

industrial development for community facilities, quarries and high rise/landmarks

465

buildings for commercial use and tourism accommodation. Examples of such

Planning Applications received by the General Development Unit

proposals are the Villa Rosa mixed-use development, the Mercury House land

in 2017

mark development, RS2 commercial building, Fortina tourism development and

monthly

the restoration of quarries amongst others.

average

During the year, the Unit received 280 new applications which fall under Schedule 1 of LN162 of 2016. The Unit processed 277 applications, 155 of which received a positive recommendation while 54 received a negative recommendation. The

524

remaining balance of 58 applications were withdrawn. Also, the Unit processed 120 applications for screening, which applications will eventually undergo the full

increase

13%

process.

in 2018

The Major Projects Unit is committed to making every effort to focus on the best way to assess the applications in terms of quality, efficiency and transparency. This Unit is committed to promote and encourage developers to explore further modern building technologies, embracing energy efficiency measures that will contribute to achieving sustainable development.

Business Development Unit In its fourth year of operation, the Business Development Unit continues to play

Unit responsible for Urban Conservation Areas (UCA) and Outside Development Zones (ODZ)

an essential reference point to the business community and any applicant who

As in previous years, the demand for development within Urban Conservation

needs planning permission for a development proposal which carries a commercial component. In 2018, the Unit processed 2,400 applications within the legal timeframe. The Unit gave priority to those cases which were proven to be essential to the community, such as Child Care Centres and Retirement/Nursing homes.

Major Projects Unit (MPU) The processing of major project applications is not only limited to the assessment of the development proposal but, in many cases involves extensive discussions with stakeholders; a process which starts well ahead of the actual submission of a development application and continues throughout the planning process.

Areas was considerable. In fact, the number of applications submitted for development of sites within the UCA has marginally increased when compared to the previous year. This year, the Unit received on average 180 new applications per month within UCAs. The UCA team sustained its approach in encouraging the re-use of vacant buildings and the upgrading of the current housing stock without compromising the protection of the traditional built environment and other characteristics in our urban cores. Development outside the development boundaries is a much debated issue. Such a debate is not only allowed but encouraged by the current legislation so that the best possible decision is taken on development proposals. There are those who argue that no development whatsoever should be allowed in rural areas. Nonetheless, there is development, such as that related to the sector

During the year, the Unit assessed different types of proposals some of

of agriculture, which can only be located outside the designated limits for

which were very challenging, especially given the drive to achieve high-quality

development. Applications for development in ODZ are thoroughly assessed by

sustainable development within the legal time frames. The Unit processed a

the ODZ team so that a balance is found between the provision of legitimate,

variety of proposals which consisted in large scale retail establishments and

genuine uses and the safeguarding of biodiversity and the natural landscape.

Annual Report 2018

Unit responsible for Regularisation applications, DNOs, Minor Amendments, Sanita Office & Billing During 2018, the Unit focused upon improving the overall quality in assessing regularisation applications, consolidated the processing of minor amendments in order to give a better service and kept striving to keep target dates in check. By the end of the year, the Unit received 5,469 regularisation applications with 4,858 cases having been validated. These applications rendered the Authority just over €10 million. The Authority used most of this money to relaunch the popular Irrestawra Darek scheme and the Marsamxett Balcony Grant scheme. The Unit processed 17 percent more DNO applications over the previous year. During the year, another Class was added to the Development Notification Order through Legal Notice 152/18. With minor amendments, the Unit received 2,404 requests, an increase of 16% over 2017. Only 1.5% of the cases were rejected. This system is popular with Periti who request changes to what was approved in a development permission on behalf of their clients.

Foreign Policy Research, European Affairs and Funding Division The Division, through its Research and Local Funding Team (RLF), manages requests for the funding of proposals from Local Councils, utilising funds allocated for this purpose. In 2018,w 53 community projects proposed by respective Local Councils and one other project proposed by a private individual worth approximately €4.7 million were contracted through the Planning Authority’s Development Planning Fund. The number of contracted projects and funds provided in 2018 were the highest ever the Planning Authority committed to, since similar schemes began to operate in 2003. The Division was also intensively involved in the “Irrestawra Darek” scheme, primarily through the Planning Fund Committee which assesses and decides on all

The Authority processed 4858 regularisation applications rendering over

the submitted applications. The Planning Authority allocated €10 million for this

€10 million

scheme, up by €2M over 2017. The initiative was oversubscribed by 883 requests and closed one month earlier than originally intended. During 2018, the Planning Authority concluded three international funded projects, two Erasmus projects and a project on the SEA Directive funded through the

Development Planning Fund

Annual Report 2018

The Authority also endeavoured to share its knowledge and expertise about the green transport initiative with large private organisations and Government agencies. In October 2018, the Division, in collaboration with the PR & Communication contracted community projects

worth approximately

€4.7M Structural Reform Support Programme. Currently, the Unit is coordinating the implementation of 13 projects with a total expenditure by the Planning Authority of over €9 million. Topics range from spatial information, human resources management, citizen science, green infrastructure, heritage trails, Integrated Coastal Zone Management (ICZM) and smart cities. The primary focus this year has been to give training to the Planning Authority’s employees, statutory consultees and other Government entities, through tailormade training programmes and scholarships. Another four projects, with a total

Office and the Human Resources Unit, organised the Planning Authority’s second Annual Malta Architecture and Spatial Planning (MASP) conference entitled “Planning for Liveable Places”. This conference included a number of local and foreign experts.

Policy Division Green and Blue Development Unit During 2018, work on the Maritime Spatial Planning Directive was followed up with the participation in the SIMWESTMED project.

The aim of the project is to

improve co-operation on maritime spatial planning between western Mediterranean states. Direct engagement with Italian authorities and research institutions is producing an improved understanding of how maritime activities between the two countries can be better planned. The Unit continued to provide additional data and technical support to MCAST for the EnRoute project where the European Union is taking initiatives to achieve green cities.

budget of €500,000, were submitted this year and are currently being evaluated. Work is ongoing on two tentative projects concerning human resources and heritage management. The Division has also secured an agreement with the Local Government Department to provide support on the URBACT Programme. EUMA continued to follow development related to EU and multilateral legislation and policy, including the coordination of Malta’s position on a new EU proposal for a regulation of the European Parliament and of the Council on streamlining the measures for advancing the realisation of the trans-European Transport network (TENT-T), through the setting up of a one-stop shop authority for granting permits. EUMA also followed the Planning Authority’s input to a number of national documents emerging from EU and International legislation including the Noise Action and the Waste Management Plan. The division continued to manage the Planning Authority’s Green Transport Initiatives (GTI’s). By the end of 2018, participation increased to 110 employees. During the year, another initiative was added to the scheme whereby employees who opted for collective transport received a subsidy.

110 employees

signed up to the PA’s green transport scheme

Annual Report 2018

Supported by EU funds, the Unit has collaborated closely with the Scottish Environment Protection Agency (SEPA) to enhance the implementation of the Strategic Environmental Assessment (SEA) of certain plans and programmes Directive. The regulatory framework regarding the Action on the Illegal Deposit of Material on Land and the Illegal Reclamation of land, was finalised with the aim of providing the legal tools for the authorities to take action against illegal dumping, to protect the rural environment on the Maltese Islands. Following the request by the Standing Committee on the Environment and Development of the House of Representatives to the Planning Authority to improve the information on Government property, work commenced on the collation of such information from the Lands Authority regarding the 23 sites that were proposed for classification as part of the Public Domain in 2017.

Strategic Planning Unit The Strategic Planning Unit continued the task of monitoring development applications received by the Authority, and analysed around 15,000 applications in 2018. This monitoring programme, commenced in 2007, and provides information on the amount and location of dwelling units and non-dwelling floor space approved by the Planning Authority. This data feeds into the plans and policies prepared by the Authority on a range of topics and locations from time to time. The Unit also processed 18 Planning Control applications for zoning and building heights mostly relating to sites which were included in the development zone by the Rationalisation of Development Boundaries exercise of 2006. The Unit was also engaged by the Government to provide considerable technical input in the drafting of the Government Strategy for Cottonera.

â&#x201A;Ź9.5million for approved EU funded projects

Heritage Planning Unit During 2018, the Unit dedicated most of its energy to the administration of funding schemes, aimed at investing public money in the improvement of the urban fabric by owners and encouraging the buying of property in Urban Conservation Areas. These schemes are Irrestawra Darek I, Irrestawra Darek II, Tax Exemption Scheme and the Skema taâ&#x20AC;&#x2122; Restawr taâ&#x20AC;&#x2122; Gallariji.

Annual Report 2018

Another major task of the Unit throughout the year was the monitoring of development on scheduled properties and/or conditions in development permissions. In 2018, the Unit was involved in the scheduling process of a number of buildings, most of which are situated in the locality of Sliema.

Transport Planning Unit As of 2018, Planning Control applications were submitted online to reduce the time taken for processing these applications and to reduce the consumption of paper. Throughout the year, the Planning Control section within the Transport Planning Unit, finalised 61 Planning Control applications (Alignments) and processed 1,689 requests for setting out of building alignments in the same period. The Authority also started the process to completely overhauled Legal Notice 71/07 which regulates the processing of Planning Control applications. This exercise is being carried out to reflect current approaches to digitise the process and increase efficiency. The Traffic Impact Assessment section within the Transport Planning Unit processed 62 Transport Impact Assessments on medium and large scale development projects. The team also replied to 669 internal consultation requests to provide feedback on the potential impact that certain projects may create on the transportation system. Continuous consultation meetings were held throughout the year with Transport Malta to ensure healthy co-ordination between the two entities.

submission online

less time processing

reducting of consumption paper

COMPLIANCE & ENFORCEMNET DIRECTORATE

Annual Report 2018

During 2018, the Directorate went through major events, this included, the appointment of a Director of Compliance & Enforcement; the assistance provided to the Building Regulation Office (BRO) to monitor and enforce Construction Site Management Regulations; and the mass relocation of all the staff to temporary

Annual Report 2018

Compliance Certification During 2018, the Directorate received 9,413 requests for the issue of compliance certificates, which is a marginal increase over the previous year. The procedures

offices off-site. Nonetheless, the work momentum and performance achieved by

related to the receipt, vetting and assessment of requests for compliance

the Directorate over the past years had to be sustained.

certificates were modified so as to ensure consistency throughout, while relying

Director of Compliance & Enforcement During the previous four years, the Directorate was headed by an Assistant Director under the general supervision of the Executive Chairman. In April

more on the declaration of conformity made by the warranted Periti. This led to a higher percentage of compliance certificates being issued without the requirement of a site inspection by officers. This measure was necessary to cope with the increased workload over the past few years.

2018, the Authority appointed Perit Raphael Axiaq as Director of Compliance & Enforcement with a view to strengthen the strategies of the Directorate, namely to encourage self-compliance by contraveners, to adopt efficient procedures, to digitise processes, and to invest in technological advancements related to surveillance and communication. These strategies proved effective when the Directorate took over additional work from the BRO. This is evident from the containment of disruptions to the

Construction Site Management Regulations Towards the beginning of June 2018, the Directorate was requested to assist the BRO in the monitoring and enforcement of the Construction Site Management Regulations on sites where construction and related activities are ongoing. Construction sites are an inconvenience to and effect the quality of life of residents living in the neighbourhood. Consequently, the exercise specifically focused on

mainstream duties, as well as the expected performance which was sustained

the provision of adequate hoarding (to ensure that it provides protection, visual

throughout the year.

screening, and control of dust and noise); the netting to scaffolding (to ensure visual screening and control of dust emissions); and the public pavement (to

Stop and Enforcement Notices

ensure safe and unobstructed pavement for pedestrians).

During 2018, a total of 219 stop and enforcement notices were issued, representing

Initially, the exercise concentrated on the localities of Sliema, Gżira and San Ġiljan,

a decrease of 15% from the previous year. This decrease is in line with the strategy adopted by the Directorate to issue notices only where contraveners are uncooperative, thereby not following the guidance provided by officers. Half of the notices issued were subject to daily fines, and this represented a marked increase of 30% over the previous year, in spite of a lesser number of notices issued. At the end of 2018, the pending caseload of stop and enforcement notices issued, since 1993, stood at almost 7,000. Only 410 of these notices are subject to a daily fine. This suggests that a more strategic approach is required to tackle the old pending cases since an administrative effort is not proving to be sufficient. Nonetheless, during 2018, 664 enforcement cases were closed by the Directorate: 331 notices were closed since permission to sanction the illegal development was issued; 240 enforcement notices were closed since the illegal development was removed by the offender; whilst 52 cases were closed as a

however, it was subsequently extended to all the localities in Malta and Gozo. In addition, during the summer months of 2018, the Directorate’s officers also ensured that no demolition and excavation works were carried out in streets identified by the Malta Tourism Authority (MTA) in tourist areas. Officers are still ensuring, in all locations, that no works involving dust generation and noise emissions are carried out on Sundays and public holidays. Nearly 2,500 construction sites were inspected in all the localities in Malta and Gozo, of which 1,570 sites were found to be non-compliant with the points of focus. The property owners were provided with the necessary guidance to address such issues within a specific timeframe. A second round of inspections was carried out after fifteen days giving positive results, of which 1,260 construction sites had become compliant with the minimum requirements. Unfortunately, 310 sites

result of the removal of the illegalities through direct action by the Directorate;

remained non-compliant and stop notices were issued on these sites. Within the

and 41 cases were closed since the substance of the notices was superseded

subsequent two weeks, 262 of these construction sites had become compliant with

by events.

the instructions given by the Directorate’s Officers.

Annual Report 2018

Since 48 sites remained non-compliant with the minimum requirements, the sites were physically sealed off by the Directorate and no access to the sites was allowed until the situation thereon was rectified. These measures required the property owners to co-operate and implement the necessary safeguards in order to access their sites and be able to proceed with construction works. By the end of 2018, only 11 out of the original 2,500 construction sites still had Construction Site Management Regulations issues and therefore remained sealed off.

Complaints regarding alleged illegal developments During 2018, the Directorate received 2,560 planning complaints made by the public, representing a decrease of approximately 15% from the previous year. On the other hand, the Directorate dealt with 1,572 complaints resulting from its involvement in the Construction Site Management Regulations during the summer months. However, the enhancement of administrative channels and IT services ensured that the additional load of complaints was still expediently and effectively investigated. The Directorate makes use of unmanned aircrafts, especially in ODZ areas, to gather baseline data and access remote areas. In addition, extensive use of tablets and smart-phones is made by the officers to access information remotely and resolve issues immediately. Indeed, a total of 4,721 complaints were investigated and closed off during 2018. The investigation resulted in the identification of illegal development in approximately half of the complaints received. These investigations required 6,178 recorded inspections by the Directorateâ&#x20AC;&#x2122;s officers. In relation to 541 complaints, as a result of the investigations, the property owner or occupier submitted a sanctioning application for development permission. On the other hand, during 2018, the Directorate was still compelled to issue 146 enforcement notices as a result of the investigation of complaints. In relation to the rest of the cases, the contraveners removed the illegalities themselves before the initiation of enforcement action.

Follow-up Report by the National Audit Office The National Audit Office (NAO) had carried out an audit in 2013 regarding â&#x20AC;&#x153;Enforcement action by MEPA within the Outside Development Zoneâ&#x20AC;?. The 2013

Nearly

2500 construction sites throughout.

audit had arrived to a number of conclusions, namely that enforcement procedures in ODZ were still in the process of evolvement; a large backlog of pending cases exists; resources and administrative capacity was lacking; a lack of funds which limited direct action and that a comprehensive IT infrastructure was still missing. The audit of 2013 proposed twelve recommendations which tackled strategic, operational and administrative capacity issues.

Annual Report 2018

The Directorate embarked on a process to take into account the recommendations

For these reasons, in August 2018, all the staff of the Directorate moved to newly

made by the NAO to improve its efficacy and efficiency, not only in relation to

refurbished offices rented from the Malta Properties Company p.l.c., along Triq

ODZ sites but throughout Malta and Gozo. The procedures adopted, proved to

Emvin Cremona, just across from St Francis Ravelin. The offices are all provided

be appropriate and useful since the measures introduced were crucial to ensuring

at ground floor level, including on-site parking. The office layouts, proximities

that the Directorate continued to provide the expected level of service, even though the rate of development across the Islands increased substantially since

and dependencies allow significantly improved interaction possibilities between staff of different units and sections. These renewed synergies were positively

2013.

welcomed by the staff.

In view of this, in its Follow-up Report of 2018, the NAO constructively noted

Training of staff

that “This follow-up audit generally yielded positive results as the Compliance & Enforcement Directorate fully implemented twelve recommendations and registered substantial progress in another two. While the Authority has accepted the remaining recommendation, it has not yet embarked on implementing this proposal.” Regarding the latter recommendation, this related to the undertaking of comprehensive studies to identify and classify ODZ threats, hence adopting a formal and documented risk-based approach. The necessary evaluations are currently underway with preparations for possible implementation during 2020/21.

Commencement Notices The vetting of submitted commencement notices is a crucial function of the Enforcement Directorate. During 2018, a total of 11,012 commencement notices

The strategic approach taken by the Directorate over the past years to focus on self-compliance by contraveners requires substantial investment in technologies to ensure adequate follow-up, as well as the suitable training of staff to be able to carry out the necessary negotiations. For these reasons, a system of continuous training is being provided to all the staff within the Directorate. During 2018, the focus of such training was mainly on self-management, negotiating skills and conflict resolution.

Direct actions Where contraveners failed to comply with the requirements of stop and enforcement notices, the Directorate intervened, through direct action, to remove illegal development. During 2018, 52 notices were closed as a result of the

were received by the Authority. Each commencement notice was duly vetted to

removal of illegal developments through direct action. The Directorate focused

ensure that each section of the notice was duly filled in and is confirmed that

on illegal changes of use to residential or commercial in ODZ, the removal of

the notice was validly submitted. If not validly submitted, the Perit and applicant

dumped material which was causing injury to amenity and illegal billboards.

are duly informed in writing of this occurrence, including the reasons why the commencement notice is invalid. If the notice remains invalid, the provisions of

The strategy adopted by the Directorate, even at the late stage of direct action,

Article 72(4) of the Act regarding the utilisation and validity of the permission

is to persuade contraveners to remove the illegal development rather than

come into effect.

having to bear the costs and expenses incurred by the Directorate to remove the illegal development through direct action. In prioritising direct actions to be

Relocation to temporary offices

taken, the Directorate seeks to address illegal developments which are causing

The building within the grounds of St Francis Ravelin, which housed the Compliance

access.

& Enforcement Directorate until August 2018, is known as the “Enforcement Block”. Part of the building dates to the British Period, however, it has undergone various alterations to accommodate different uses, even a radio station. Since the building could no longer suitably accommodate the requirements of the Directorate, including inadequate floorspace, the Authority decided to refurbish the building. However, given the envisaged extensive works, the temporary relocation of the whole Directorate was required. Since other office space at St Francis Ravelin is already restricted, an off-site alternative had to be sought.

environmental harm, which constitute injury to amenity and/or blocks public

ICT MAPPING AND DIGITAL SERVICES DIRECTORATE

Annual Report 2018

The year in review has been a challenging one for the ICT, Mapping and Digital Services Directorate. The directorate embraced all the challenges and delivered on plans and other projects that arose during the year.

Vetting & Plotting The Vetting Team reviewed over 13,400 planning applications and validated over 11,700 applications. The Plotting Team managed the significant increase in applications and plotted over 12,600 planning applications, 1,300 DNO applications and 4,000 regularisation applications.

The Authority also started

working on implementing a new version of the plotting system which will give end users even more relevant and accurate data. This is made possible through the new Geospatial tools that will identify land constraints and zoning automatically, which data is then transferred to the main database working system.

Customer Care Unit The Customer Care Unit was actively involved in providing feedback to over 11,000 calls per month. It is estimated that the Unit dealt with over 22,000 emails, of which nearly 5,600 emails were related to enforcement issues. A total of 4,133 complaints were received which pertained to alleged development illegalities. The Customer Care officers also focused on ensuring that there was continuous communication with applicants, informing them of important deadlines relating to their applications.

This initiative has proved to be successful.

Information and Communications Technology (ICT) Unit The Authority continued investing heavily in ICT and continued to digitize more of its processes such as Planning Control, Reconsideration and Grant Scheme applications. This continues to enable the Authorityâ&#x20AC;&#x2122;s clients to benefit from using and applying for services directly from the comfort of their workplace. Works also started on the digitization of the Building Alignment application which will be launched in the first quarter of 2019 and will complete the digitisation exercise whereby all Planning Authority applications will be online. The Authority has also worked on increasing the bandwidth to improve the connectivity for external users. This will ensure that the Authorityâ&#x20AC;&#x2122;s services are easily available at all times. The Authority also started to carry out tests on implementing virtual applications. This new state of the art system gives employees the flexibility of being able to

Annual Report 2018

telework, offering better family-friendly measures, better use of office resources, as well as decreased traffic and fuel emissions. Such flexibility is not only beneficial to the employees but ensures that the organisation can continue being productive, with fewer employees opting for reduced hours. In this way adequate human resource can make certain that the Authority will continue to offer a timely service to its clients. This initiative is related to another measure the Authority introduced in 2018. The Authority installed a soft phone telephone system, which makes all the PA’s employees available through the work telephone system even when teleworking. The new telephony system not only includes the possibility of video conferencing between employees but also offers the same possibility between employees and external users, such as Periti, making communication much simpler and more effective. This service offers the opportunity to have web meetings and also view live on-screen documentation, such as project plans and more. This makes the development control process even more efficient by eliminating time lapse for Periti to set up physical meetings with staff to discuss salient issues. Training on this new system will be offered to Periti in the coming year.

In 2018, the ICT

processing system was enhanced to automate processes and procedures and make the planning processes more efficient in terms of service to clients. The Authority also introduced the eTools concept for professionals. In 2018, the Authority started offering the possibility for Periti to search for old PAPB applications online. The plotting sheets range from pre-1969 to 1990.

Information Resources Unit The Information Resources Unit (IRU) was instrumental in the acquisition, leadership and management of ERDF and ESF projects, mainly the €7 million SIntegraM project. The implementation phase included the creation of a new Malta base map, the delivery of scanning and surveying equipment for aerial, terrestrial and bathymetric domains. The 30-year projection problem has been tackled and will soon be launched for national use, where all Maltese spatial datasets will be aligned to the international grids. Staff has been trained on these new tools. Another project called SpatialTRAIN aimed at sponsoring Government employees in the GI domains at MQF levels 4, 5, 6 and 7, was launched in 2018 and courses have initiated. The IRU’s international imprint has also been remarkable with continued activities within ESPON as ECP, EEA EIONET as NFP and as CLC contact, Copernicus

€7 million committed towards the SIntegraM Project

Annual Report 2018

User Forum as Contact Point in conjunction with MCST, Copernicus Committee and Network Relay for Malta, the GEO HLWG. National remits were in turn effected through Data Governance meetings, various ministerial requirements and inter-ministerial collaborations. Analytical outputs were the resultant of cross-thematic analysis across the diverse spatial and non-spatial data domains, which enabled the streamlining and implementation of various data flows, enabling the development of more informed decision-making processes across all directorates. The Unit upholds its significant role of spatial data creation and analysis across all directorates, through thematic spatial data modelling and reporting. In addition to ongoing

Annual Report 2018

Land Survey Unit The Land Survey Unit’s delivery for 2018 focused on its business process pertaining to the preparation of topographic survey plans and setting out of scheme alignment and road formation levels. The volume of work for 2018 increased considerably to reflect the relative trend in application volume and delivery. The Unit adhered to its practice of maintaining the original concept of road formation profile, through requests by individuals and public state entities. The Unit processed planning development applications and was consulted vis-à-vis site and street levels. The Unit was also requested to detail the alignment for

internal and external GI related data requests, IRU offers continuous GI support

applications falling within urban conservation areas or sites intended to be

vis-à-vis spatial data manipulation and analysis. The use of the EU’s new cloud-

demolished and constructed on former foundations.

processing RUS tool was also used to process Sentinel imagery. Other ad-hoc GI analyses were carried out according to requirements, inclusive of inputting and

The Unit was also actively involved in the formulation of a new tabulation

cleaning, thematic extraction, GI modelling processes and reporting.

dedicated to the Setting out process in Artemis both with the TPU and ICT Unit.

Mapping Unit The Mapping Unit’s delivery for 2018 focused on the training and delivery of the new MapMalta basemap. This new base map was introduced after the 1988 base map was rendered archival. Staff was trained and work on the quality control of the base map commenced. The prominent factor which characterises 2018 for the survey section was the delivery of state of the art surveying equipment, which was funded through SIntegraM project. This new equipment to be utilised by surveyors for general surveying purposes includes levelling instruments and GNSS receivers of both geodetic and surveying types. The Unit also received four permanent stations which are to be installed across on the Maltese islands - two on mainland Malta and two on Gozo. The purpose of these stations is to create a network which would provide GNSS Real-time kinematic corrections to surveyors enabling them to acquire precise positions using a single receiver. This will also establish a Real Time Kinematic GNSS network for the Maltese Islands. Maintenance of the horizontal and vertical control geodetic networks was carried out whereby ten new horizontal control stations were re-established during the pre-marking for the aerial survey.

Annual Report 2018

Human Resources Unit 2018 proved to be another active year for the Human Resources Unit in the implementation of its ongoing strategies on; manpower planning and capacity building, succession planning, learning and development, health and safety, employee wellbeing initiatives and corporate social responsibility. In a bid to attract new talent and consolidate its employer’s branding, during 2018, the Authority introduced a summer work scheme for post-secondary students. The scheme attracted considerable interest among students. 23 students were engaged to sustain our short-term manpower requirements for the summer. The

CORPORATE SERVICES DIRECTORATE

Authority participated in the employers’ expo held at MCAST and the Fresher’s week at the University of Malta. The Authority regularly engages students from MITA and provides sponsorships to MCAST apprentices. During 2018, the Authority’s succession planning strategy focused on the coordination of the purposely-designed Certificate and Diploma courses in Spatial Planning, organised by the Faculty for the Built Environment at the University of Malta, in collaboration with the Authority. By mid-2018, 17 employees completed their one-year Spatial Planning Certificate. In the last quarter of 2018, the entire group signed up to the one-year Spatial Planning Diploma course. This augurs well for the eventual take-up of the 4-year degree course in Spatial Planning. The Unit co-ordinated the provision of training to management on the concepts of hot-desking and teleworking. These innovative working arrangements, which were introduced in the first quarter of 2018, enable the Authority to maximise the use of its office space, allow employees to save on travel time and fuel costs and contribute to the reduction of traffic and its negative effects. A formal 12-hour in-house induction course, targeting 60 employees who joined the Authority in the past two years, was held in the final quarter of 2018. The course, which was spread over three sessions, provided participants with greater insights into the functions carried out by the various sections of the Authority. The Authority once again managed to secure funding under the Erasmus+ Programme, so that 16 of its employees can gain valuable overseas job shadowing experience. Through the placements in the UK, Italy and the Netherlands, participants will acquire knowledge from work processes and procedures adopted by our foreign counterparts, in the areas of Development Control, Enforcement, Human Resources and Procurement.

Annual Report 2018

Another EU-funded learning initiative is the PA+ project. This training programme funded through the European Social Fund aims to augment employee competence in enforcement-related matters, operational management, customer-care, urban design, strategic policy-making and ICT, as well as an awareness raising communication component. Following the positive feedback received from employees on the team building event organised by the Human Resources Unit in 2017, another team-building activity, albeit of a smaller scale, was included as part of the professional development day held in October. During the year, the Unit organised a number of knowledge-sharing sessions, including a session on the Triton Fountain restoration and a number of sessions presented by participants to the Erasmus+ job-shadowing placements who shared their experience with their colleagues. Through the various learning and development initiatives, the Authority provided its employees with 7,237 hours of training during 2018. The Unit assisted in the conclusion of the collective agreement regulating the salaries and working conditions of 137 professional employees. Substantial progress has been made in the negotiations with the technical and clerical employeesâ&#x20AC;&#x2122; union, which are expected to be concluded in the first half of 2019. Through funding acquired under the Structural Reform Support Programme, the Unit commenced a strategic project, under the guidance of HR specialists, with the main objective of rationalising the current job descriptions, carrying out a job evaluation exercise and revamping the performance appraisal mechanism.

This

project is expected to be completed by the end of next year. During 2018, 15 new teleworking arrangements were granted, raising the total number of teleworkers to 46, representing 11% of the workforce. The favourable benefits obtained by the Unit under the health insurance tender issued in 2017, resulted in an increased uptake by employees voluntarily joining the upgraded schemes. Further benefits were negotiated under the employee

7,237 hours of training during 2018

discount card scheme, increasing the number of organisations offering special discounts to our employees, up to 16. In its drive to raise health and safety awareness among employees, the Unit organised an informative session on the use of personal protective equipment for 20 recruits. 83 employees participated in the voluntary yearly influenza vaccination programme.

Annual Report 2018

The Unit also organised specialist ergonomics evaluations for its employees,

The Unit was actively involved in the financial management of the various

conducted the annual eye-tests for VDU-users, maintained the first aid boxes

schemes administered by the Authority, including the Development Planning Fund,

within all our offices and added another AED at the new offices of the Enforcement

the two Irrestawra Darek Schemes and the Island-Wide Green Transport Fund. The

Directorate.

All the Planning Authority offices are equipped with an AED. Three

Unit was also involed in the revision of salaries of two of the three categories

blood donation events were held during 2018, with a total participation of 59

of employees and the timely processing of refunds on overpaid, withdrawn and

donors.

refused applications for development permits. Regular monitoring of the various

The Authority actively supported charities and promoted other institutions through the regular organisation of events including various dress-down days, the summer BBQ and other employee activities.

investments held by the Authority yielded an increase of almost €460,000 over the previous year in the return from risk-free investments. The Unit started works to further simplify its processes.

These include the

automation of payments to suppliers and the introduction of the facility of

Procurement office & Support Services Division During 2018, the Procurement Office concluded two contract agreements for the leasing of new premises, one for our personnel in Gozo and another for the Enforcement Directorate in Malta. The Support Services Section was responsible for the smooth co-ordination of the respective moves without any interruption

having financial guarantees placed directly with the Planning Authority.

These

will not only facilitate internal processes but will also save time and expenses for suppliers and applicants in their conduct of business with the Authority.

Debt Collection Office

whatsoever in the operations of the Authority. In 2018, the Debt Collection Office intensified its debt recovery efforts on daily Throughout the period under review, a number of tenders for the provision of

fines, credit agreements with developers paying their permit application fees by

services and supplies were published and awarded. Most notably, the supply of

instalments, and other debts.

new ICT hardware and software, several training programmes for the Authority’s employees, the provision of health and safety consultancy services and the

During the first months of the year, the Office, in conjunction with the Finance

promotion of the Authority’s responsibilities through public awareness campaigns.

Unit, improved the administrative procedure for the invoicing of daily fines, the preparation and mailing of ittri bonarji, the preparation and filing in Court of

The Authority carried out extensive renovation works to adapt a number of offices

judicial letters and garnishee orders.

for hot-desking, including the procurement of the relative office furniture. Support Services carried out numerous office relocations and carried out various building maintenance and landscaping projects. The Authority started work on the design stage of three restructuring projects: the Authority’s Enforcement Directorate block, the main foyer and the Gozo premises in Victoria. These premises will not only be modernised but also rendered more energy efficient. Commencement on these works is being planned for late 2019.

The Office, in a concerted effort with Finance Unit, IT and the Enforcement Directorate amalgamated all the information on daily fines in one central database providing its users with complete data sets on enforcement cases. Regular vetting of enforcement files was carried out by the Office to ensure the accurate and timely issue of daily fines invoices by the Finance Unit and mitigate any future recovery issues. The Office also provided regular assistance to the Legal Office and the

Finance Unit During 2018, the Finance Unit extended and facilitated the payment process with the introduction of new services being offered for payment online. These services include eTools, planning control fees and reconsideration application fees. In the final quarter of 2018, the Authority reached an agreement with the banks to enable the payment of application fees through the banks’ internet banking services. This service will be launched in the first quarter of next year.

Enforcement Directorate in cases where executive, judicial letters have been contested in Court, in drawing up affidavits and administering oaths, and in petitions for compromise penalties before the Executive Council.

Annual Report 2018

Executive Council

Chairperson: Mr Johann Buttigieg Deputy Chairperson: Perit Vincent Cassar Members Dr Andre Borg Dr Veronique Dalli Perit Elizabeth Ellul Perit Michelle Piccinino Dr Louise Spiteri

COUNCIL BOARDS AND COMMITTEES

Secretary: Mr Joseph Borg

Planning Board

Chairperson: Perit Vincent Cassar Deputy Chairperson: Perit Elizabeth Ellul Independent Members Mr Joseph Brincat Dr Desiree Cassar Dr Timothy Gambin Mr Matthew Pace ERA Representative Prof. Victor Axiak Representative of Environment NGOs Ms Annick Bonello Public Officers Ms Jacqueline Gili Ms Simone Mousuâ&#x20AC;&#x2122; Dr Ivan Tabone Members of the House of Representatives Hon Clayton Bartolo Hon Ryan Callus* Secretary:Mr Joseph Borg *replaced be Hon Marthese Portelli on 27th February 2018

Annual Report 2018

Planning Commissions

Annual Report 2018

Usersâ&#x20AC;&#x2122; Committee

Chairperson: Magistrate Dennis Montebello Development Permissions Chairperson: Perit Elizabeth Ellul

Members

Ms Marie Barbara

Members

Perit Tara Cassar

Perit Simon Saliba

Perit Martin Debono

Perit Mariello Spiteri

Mr Mario Fava Mr Philip Fenech

Supplementary Members

Perit Kevin Fsadni

Mr Carmelo Caruana

Mr Malcolm Mallia

Secretary: Ms Marthese Debono

Perit Simone Vella Lenicker Mr David Xuereb

Regularisation Permissions Chairperson: Mr Martin Camilleri Members Perit Anthony Camilleri Dr Charles Grech Secretary: Ms Claudine Faure

Design Advisory Committee Chairperson: Dr David Mallia Members Perit Kevin Fsadni Dr Charlene Vella Secretary: Ms Lorna Vella

Agriculture Advisory Commitee Chairperson: Mr Sharlo Camilleri Members Mr Frankie Ivan Caruana Dr Duncan Chetcuti Ganado Mr James Gauci Mr Sandro Sammut Mr Emanuel Sapiano* Mr Joseph Zammit Secretary: Ms Lorna Vella *replaced by Mr Neville Muscat on 31st May 2018

Secretary: Mr Joseph Borg

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