Cabinet, Council or Committee Report for Strategic Risks 2011 -2015 enc. 2

APPENDIX B

 

STRATEGIC RISK REGISTER 2011-15

MANAGEMENT ACTION PLANS

 

 

 

 

 

 

 

 

 

 


 

Risk 1             The Borough needs a transport network that supports the local economy: Interim Head of Core Strategy

Management Action Plan

 

Likelihood

6

 

 

 

 

 

Risk Number

Current Risk Score

Target Risk Score

Description

5

 

 

 

 

 

1

4.3

2.3

The Borough needs a transport network that supports the local economy

4

 

 

1

 

 

Notes: The current likelihood and impact are 4.3. The impact is unlikely to change greatly but if the current plan of action is fully implemented the likelihood can be reduced.

3

 

 

 

 

 

2

 

 

 

 

 

 

1

 

 

 

 

 

 

 

1

2

3

4

 

 

 

Impact

 

                                                Risk Owner: Interim Head of Core Strategy (Flo Churchill)

 

 

 

 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

MBC has limited impact on management of highways infrastructure

Average

Continuing liaison and dialogue with partners including KCC Highways and the Highways Agency

SW

Continue with current partner-ship

Annual Review

April 2012

Production of an Integrated Transport Strategy  to support the Core Strategy

Good

Partnership working required with Kent County Council Highways and internally within MBC

SW

ITS endorsed by KCC and MBC

Annual Review

 

 

 

April 2012

Core Strategy needs to be found sound and adopted by MBC

Average

CS to be put before Secretary of State for independent examination following endorsement by Cabinet

SW/FC

Submission to Secretary of State by December 2011

Annual Review

Dec 2011


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

ITS in  line with Local Transport Plan (LTP) produced by KCC

Average

Partnership working required. Seconded KCC resource likely to be reduced. LTP used as basis for funding bids

SW

Proposals for works within MBC have priority within LTP

Annual Review

April 2012

Internal officer working group to discuss LDF, ITS, and LTP

Good

Create and maintain momentum to sustain officer involvement in the policy creation process through quarterly meetings

FC

Regular meetings of officer group

Quarterly review

April 2012

Economic Development Strategy to be reviewed

Good

Influence the ITS and partnering strategies to ensure that they result in a transport network that supports the local economy

FC/JF

Adoption of reviewed Economic Development Strategy

 

 

Annual Review

April 2012

 


Risk 2 The Borough needs a growing economy with rising employment, catering for a range of skill sets to meet the demands of the local economy: Assistant Director of Development and Community Strategy

Management Action Plan

 

Likelihood

6

 

 

 

 

 

Risk Number

Current Risk Score

Target Risk Score

Description

5

 

 

 

 

 

2

4/3

2/2

The Borough needs a growing economy

4

 

 

2

 

 

Notes:

3

 

 

 

 

 

2

 

 

 

 

 

 

1

 

 

 

 

 

 

 

1

2

3

4

 

 

 

Impact

 

                                                Risk Owner: Assistant Director of Development and Community Strategy (Brian Morgan)


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Provision of skill centre at Senacre

Good

Maintain dialogue with KCC

 

JF

Centre complete/

 

Annual

March 2012

Participate on the development and involvement in the Advisory Steering group.

JF

courses delivered

Annual

March 2012

Delivery of further educational courses

Good

As part of the Mid Kent College Advisory Panel:

·         Monitor success through participation through to qualification rates

·         Plan of future programme of courses

·         Maintain dialogue within panel over the balance between local economic requirement and the demand from student s

·         Work with partners to explore opportunities for provision of apprenticeships and other opportunities

JF

Appropriate courses delivered

Annual

Sept 2012

Improved educational qualifications

Good

Monitor qualifications obtained in order to identify failing schools and report back to relevant partners to seek opportunities and plan improvements

JF

Improved educational results

Annual

Nov 2011

Development and Delivery of the Development Plan Document

Good

Develop appropriate land allocation polices

FC/SW

Policies adopted and in place

Annual

April 2015

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Economic development strategy in place

Good

Refresh strategy in the context  of the development of the core strategy and the current economic environment 

 

 

JF

Review completed

Annual

March 2012

Provision of a range of employment

Good

In partnership with Spatial Planning identify the quantity of employment land needed

JF/SW

Appropriate strategy developed

Quarterly

April 2012

In partnership with Spatial Planning identify the geographical distribution of employment land

JF/SW

 

Quarterly

April 2013

 


Risk 3 The Borough needs decent affordable housing in the right places across a range of tenures: Head of Housing and Community Safety

Management Action Plan

 

Likelihood

6

 

 

 

 

 

Risk Number

Current Risk Score

Target Risk Score

Description

5

 

 

 

 

 

3

4,3

3,3

The Borough needs decent affordable housing in the right places across a range of tenures

4

 

 

3

 

 

Notes:

The next 12 months are a critical period of change and uncertainty. It is unclear at this stage how successful the new affordable rent regime will be in delivering a range of affordable housing; hence the score of 4,3. It is anticipated that building on the strong partnership arrangements that currently exist the changes proposed in the Localism Bill can be introduced in a managed and beneficial manner thereby reducing the risk to 3,3. 

3

 

 

 

 

 

2

 

 

 

 

 

 

1

 

 

 

 

 

 

 

1

2

3

4

 

 

 

Impact

 

                                                Risk Owner: Head of Housing and Community Safety (John Littlemore)

 

 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

MBC has nurtured partnerships with the HCA and housing providers that has resulted in sustained delivery of new affordable housing and will continue to do so; new bids for affordable housing submitted

 

Good

Deliver the three year programme to enable 750 high quality new affordable homes.

JL/AC

Quarterly affordable housing delivery risk assessment

Quarterly

April 2012

Adopt a new Housing Strategy that reflects the current and future housing challenges

Good

The new Housing Strategy provides the necessary framework and is adopted by the council

JL

Adoption of the Strategy

Annual

Oct 2011

Respond to the Localism Bill; participating in the development of new statute and responding to change

Good/average

An initial response has been submitted the Bill’s passage through Parliament will continue to be observed.

 

 

 

HSM

Bill becomes law – able to respond positively to changes and improve opportunities

 

Quarterly

April 2012

Policies will then be amended as required, including; the  housing allocation scheme

 

HSM

Quarterly

July 2012

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Engagement in LDF/Core Strategy process to ensure the Housing Strategy reflects and supports the vision for Maidstone

 

Good

The Housing team has fully participated in Member briefings and will continue to be involved in consultation including:

 

·         Maintaining dialogue with Spatial planning on the future affordable housing Development Plan Document and gypsy & traveller accommodation

 

·         Working with planning policy on process for identifying suitable land.

 

·         Monitoring  bid to Homes and Community agency.  

AC

Core Strategy is adopted; new affordable housing DPD agreed that delivers adequate housing to meet the identified need

 

Quarterly

April 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Fully participate in the LIP process; lobbying for resources for West Kent and investment in Maidstone

 

Good/average

Annual reviews will be held with the HCA and other west Kent partners to consider whether any changes will be required and what priority investment is needed

AC

Investment commensurate with Maidstone’s needs is approved

Quarterly

Oct 2011

Finding alternatives ways of ensuring a sustained delivery of affordable housing

 

 

Average

Uncertainty as to how successful the affordable rent regime will be; exploring other methods such as partnerships across Kent to generate housing/infrastructure investment and capital return schemes

 

JL

New income models are initiated that generate sustained investment

Quarterly

April  2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Agree a position with Registered Providers that allows affordable rents to generate an investment surplus that can be reinvested in Maidstone

 

Average

Each RP is driven by its own business plan – the council needs to ensure those Registered providers (RPs) operating in Maidstone are able to generate surplus that is invested in Maidstone and does not unbalance the housing market; meetings are taking place with RPs and HCA to develop an understanding that could become a protocol

JL

Protocol or operating agreement that benefits Maidstone is agreed

Bi- annual

April 2012

Adopt a Tenure Strategy that achieves flexible use of social housing without destabilising communities

Average

Final framework dependant on the outcome of the Localism Bill; negotiations taking place with RPs and neighbouring LAs develop a West Kent Strategy

JL

The Tenure Strategy is agreed by partners

Quarterly

April 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Working with colleagues in DC to ensure affordable housing continues under new planning regime ; particularly rural housing

Good/Average

Pre application consultation over sites with affordable housing obligations. 

AC

A range of new affordable continues to be delivered

Quarterly

April 2012

Early engagement regarding rural settlements with identified housing need to assess availability and suitability of land for development

 

AC

Quarterly

April 2012

Monitoring of sites through the strategic housing land availability assessment and those identified through the core strategy

AC

Quarterly

April 2012

Work with Parish Councils and communities to enable affordable rural housing to flourish

 

Good/average

Work with parish councils and Action with Communities in Rural Kent to facilitate housing needs surveys to ascertain the level of affordable housing need.   

AC

Affordable housing is delivered that keeps rural Areas sustainable for all

Quarterly

April 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Ensure the private rented sector remains buoyant; providing good quality housing and management standards

 

Average

Update the Housing Strategy to address diminishing investment through encouraging better use of the accreditation scheme and rigorous enforcement  of housing standards Review local performance indicators for private sector housing interventions to create baseline and ensure performance is improved

NC

 

Quarterly

March 2012

 

 

 

 

 

 

Review and update Empty Property Strategy

 

Quarterly

March 2012

Private sector landlords forum to be re-launched in partnership with the National Landlords association

 

Quarterly

Jan 2012

 

Review the Rent Deposit Bond Scheme

 

Quarterly

March 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review frequency

Key dates

Review how housing advice is delivered to ensure that interventions are timely and make a positive difference including reviewing access to affordable housing

 

Good

Update the Housing Strategy to address diminishing investment through encouraging better use of the accreditation scheme and rigorous enforcement  of housing standards Review local performance indicators for private sector housing interventions to create baseline and ensure performance is improves

NC

Interventions are effective in reducing homelessness; the use of temporary accommodation and B&B is minimal

Quarterly

Sept 2011

Review and update Empty Property Strategy

Quarterly

March 2012

Private sector landlords forum to be re-launched in partnership with the National Landlords association

Quarterly

June 2012

Review the Rent Deposit Bond Scheme

Quarterly

July 2012

 


Risk 4             Maidstone needs a clean and attractive environment for people who live in and visit the borough: Assistant Director of Environment and Regulatory Services

 

Management Action Plan

 

Likelihood

6

 

 

 

 

 

Risk Number

Current Risk Score

Target Risk Score

Description

5

 

 

 

 

 

4

3, 3

3, 2

Clean and attractive environment

4

 

 

 

 

 

Notes:

The current likelihood and impact are both 3 The impact is unlikely to change if we maintain the current arrangements.  If all the measures identified below are undertaken, the likelihood of the risk occurring will reduce to 2.

3

 

 

 

4

 

 

2

 

 

 

 

 

 

1

 

 

 

 

 

 

 

1

2

3

4

 

 

 

Impact

 

                                                Risk Owner: Assistant Director of Environment and Regulatory Services


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review  dates

Key dates

Street cleansing arrangements reviewed and new area-based working in place

Good. Costs reduced.

Regular monitoring to take place. through:

·         Benchmarking

·         Performance on Litter and Detritus

JS

Clean streets

Quarterly

Dec 2011

 

Improve Customer satisfaction surveys to improve quality of feedback

 

Average

Carry out face to face surveys  on a quarterly basis

Give consideration to benefits of taking part in future corporate surveys

 

JS

Good customer satisfaction

 

Quarterly

 

Dec 2011

 

 Contract with third party supplier to provide litter  enforcement in the town centre

 

Good

Deliver against contracted performance criteria

 

JS

 

Reduced litter in the town centre

 

Annual

Sept 2012

Develop and monitor mechanism to manage public reaction

Annual

Sept 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review  dates

Key dates

Undertake a range of activities to encourage personal responsibility around litter and dog fouling

 

Good

Deliver programme of  educational activity to schools and groups to discourage littering

 

JS

 

 

Reduced litter overall

Reduced litter and dog fouling

Annual

April 2012

Monitor and develop campaigns to discourage littering and dog fouling

Annual

April 2012

Work with parties to influence good cleansing regimes in areas not controlled by the Council

 

Average

Work with partners through streetscene and other liaison groups to ensure that Maidstone Council is delivering on its actions  and there are good standards throughout the borough

 

JS

SG

Reduced litter

Annual

Dec 2011


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review  dates

Key dates

Enforce against fly tippers

 

 

Average

Deliver anti fly tipping campaigns

 

JS

Reduced fly tipping

biannually

April 2012

Maintain close operation links between street cleaning and enforcement to continue to seek evidence to prosecute fly tippers

 

April 2012

Work with Maidstone Leisure Trust to ensure Leisure Centre operations meet the Council’s strategic aims

 

 

Good

 Attend quarterly strategic meetings and monthly operational meetings with the trust and deliver on any actions

 

JT

 

Programme meets council’s priorities

 

Annual

 

Feb 2012

Monitor 15 year programme of investment and project work

Annual

Feb 2012


 

Action/controls already

in place

Adequacy of action/controls to address risk

Required management action/control

Responsibility for action

Critical success factors & KPIs

Review dates

Key dates

Town-wide AQMA action plan agreed and being implemented

 

Average

Deliver and monitor actions within plan in partnership

 

SG

Improved air quality

Annual

April 2012

 

Delivery of the High Street Regeneration project

 

Good

Monitored delivery of programme of works

 

BM

SG

 

Improved environment

In line with Project timetable

May 2012

Monitored outcomes including

  • Reduced vacancy rate
  • Increase in foot fall
  • Increase in employment

In line with Project timetable

March 2013

 

Delivery of the Museum extension

 

Good

 

Monitor delivery of programme of works and impact on delivery of service

 

 

SL

 

Improved Museum and activity

 

Project timetable

 

Dec 2011


 

Action/controls already

in place

Adequacy of action/controls to address risk

Required management action/control

Responsibility for action

Critical success factors & KPIs

Review dates

Key dates

 

Asset Management Plan in place and regularly reviewed

 

Good

 

To ensure effective management of the Council’s assets including ongoing maintenance

 

SG

 

Properly managed property portfolio

 

Annually

 

April 2012

 

The Council has limited influence on delivering the built environment

 

Average

 

Detailed, quality discussions with developers both at the pre-application stage and prior to planning discussions.

 

RJ

 

Quality deve-

lopments/

buildings

 

Annual review by Planning Committee

 

April 2012

 

Implementing the Mote Park Lottery scheme

 

Good

 

Project management of the lottery-funded capital  scheme to ensure improvements are achieved and visits increase

 

JT

 

Quality of improvements

Increased visitors

 

Quarterly

June 2012

Action/controls already

in place

Adequacy of action/controls to address risk

Required management action/control

Responsibility for action

Critical success factors & KPIs

Review dates

Key dates

 

Implement management plans for parks and open spaces

 

Good

 

Management plans are monitored and updated quarterly

 

JT

 

Quality of maintenance as per management standard

Visitors’ numbers remain the same or improve

 

Quarterly

 

April 2012

 

 

 


Risk 5 The Council needs to ensure that residents are not disadvantaged because of where they live or who they are; vulnerable people are assisted and the level of deprivation is reduced: Head of Housing and Community Safety

Management Action Plan

Likelihood

6

 

 

 

 

 

Risk Number

Current Risk Score

Target Risk Score

Description

5

 

 

5

 

 

5

5,3

4,3

The Council needs to ensure that residents are not disadvantaged because of where they live or who they are; vulnerable people are assisted and the level of deprivation is reduced.

 

4

 

 

 

 

 

Notes:

The council has partnership arrangements with a variety of statutory and voluntary agencies that work towards reducing inequalities. Some of these relationships are more effective than others in tackling key issues. As funds reduce following the comprehensive spending review it becomes paramount for the council to engage in effective relationships and initiatives if it is to reduce the current risk assessment from 5,3 

3

 

 

 

 

 

2

 

 

 

 

 

 

1

 

 

 

 

 

 

 

1

2

3

4

 

 

 

Impact

 

                                                Risk Owner: Head of Housing and Community Safety (John Littlemore)

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review

Dates

Key dates

Review of the Local Strategic Partnership arrangements 

 

Good

Review existing LSP arrangements which includes their constitutions and associated delivery groups Finalise locality board proposal

 

 

JL/SR

New constitution  in place with clear terms of reference and outcome focused targets

Annual

April 2012

 

Review existing partnerships that exist with various statutory and voluntary agencies to ensure they are relevant and effective in delivering the council’s priorities

Good

Build upon existing relationships and explore new partnerships; the council to adopt an enabling role that encourage and assists stakeholders and the community to deliver change; encourage the use of payment by result for those organisations that receive grants from the council

 

SR

Effective partnerships that produce tangible improvements

Annual

Feb 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review Date

Key dates

Experience has been gained through consultations on specific topics e.g. waste, budget planning; Planning for Real

 

Average

Improve consultation with the community to provide clarity on what communities need and how best to deliver support to meet these needs; Lessons to be understood from the Planning for Real pilot.

 

JB

Adoption of a  community engagement toolkit

Annual

August 2012

Engage communities so people have the opportunity to participate and have a real say in what happens in their local areas; Review best practice elsewhere to understand what makes effective consultation and participation

Annual

August 2012

Improve social, economic and environmental outcomes for communities in priority areas

 

Average

Develop a clear, multi-agency plan for the Parkwood Pilot that has outcome focused targets which partners with a mandate to resolve can be challenged to deliver in conjunction with the council

JB

Area based action plan developed and agreed by the community.

 

Monitoring Action Plan

Annual

 

August 2012

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review Date

Key dates

Improving the health of people living in the borough and reduce health inequalities through a programme of healthy weight, mental health, wellbeing and community cohesion delivered in partnership with the Health Authorities

 

Average

Review outcomes from the first programme to understand what worked well and where there were failures. Use this intelligence together with improved consultation with service users to better inform the next stage of funding from the Health Service

 

JB

Health outcomes improve

Annual

Dec2011

Review the Sustainable Community Strategy

 

Average

Review requirement for the SCS in line with Government legislation and as part of LSP review.  Ensure SCS or replacement document is relevant and is responsive to today’s challenges

SR

The council responsive to changes at a local and national level

Annual

August 2012

Develop a Maidstone view of the Big Society and its role within the community

 

Limited

The policy has yet to be fully evolved by government but is expected to play a major role in delivering services; the council needs to develop its interpretation of the Big Society and promote this to the community

SR

The council expresses its interpretation of the Big Society

Annual

Dec 2011


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review Date

Key dates

The council works in partnership with local housing providers and schools & colleges to improve life outcomes

Average

Investigate alternative methods for generating more effective outcomes for  educational attainment and t help eradicate worklessness

JL

Improved results against education and worklessness measures

Quarterly

Annual

 


Risk 6             The Council needs to deliver value for money council services that residents are satisfied with: Head of Change and Scrutiny

Management Action Plan

 

Likelihood

6

 

 

 

 

 

Risk Number

Current Risk Score

Target Risk Score

Description

5

 

 

 

 

 

6

3,3

2,3

The Council needs to deliver value for money services that residents are satisfied with.

4

 

 

 

 

 

Notes:

Whilst the impact of this risk is severe the likelihood is low as we currently have a number of measures in place to combat and manage the risk. The Management action plan therefore focuses on improving the measures in place and introducing new measures where there are gaps.

3

 

 

6

 

 

2

 

 

 

 

 

 

1

 

 

 

 

 

 

 

1

2

3

4

 

 

 

Impact

 

                                                Risk Owner: Head of Change and Scrutiny (Angela Woodhouse)


 

 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review Dates

Key dates

Programme of Business Improvement

Poor

Agree with Cabinet and SMT what we mean by improvement and change

 

AW and AB

 

 

Definition agreed and shared

Services identified

Resources and approach agreed

Services reviewed and changes implemented

 

Nov 2011

 

Identify which services are required to be reviewed

Identify and agree tools for improvement and change

 

Cabinet and CMT

Cabinet and CMT

 

 

Nov

2011

 

Set a business improvement programme

GH

 

 

Dec

2011


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review Date

Key dates

Programme of Benchmarking in place

Adequate

Value for Money group to direct support group to carry out programme of benchmarking and identify action to be taken as a result of benchmarking

PR

Action is taken to reduce costs increase efficiency learning from others

 

 

Annual

Jan

2012

Value for money working group.

 

 

Adequate

Review working group and identify action plan for the year

PR

The costs of council services are reduced

Annual

 

April 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review Date

Key dates

 

Communications Strategy

Adequate

Measure customer satisfaction with priority services on a biennial basis.

 

RA and AW

Survey carried out

 

Biennial

 

Sept 2011

 

 

Report publicly on satisfaction levels.

 

 

Customer satisfaction reported

 

Quarterly in line with PI reporting

March 2012

 

 

Identify actions to address satisfaction performance indicators if they are below target.

 

 

Action plan created following consultation

 

 

March 2012

 

 

Report to the public on performance measures for front-line services through Borough Update and the Website

 

 

Survey used to identify areas that are important to the public and measures reported

 

 

aug 2012


 

Action/controls already in place

Adequacy of action/control to address risk

Required management action/control

Responsibility for action

Critical success factors & KPI’s

Review Date

Key dates

Workforce Planning &  Performance Management

 

 

 

 

 

 

Good -

 

 

 

Appraisal returns monitored and action identified for improvement

DS

 

 

 

 

 

 

% return rate

Strategy produced and agreed

 

Biennial

 

June & Nov 2011

 

All managers to have performance appraisal training.

 

 

June & Nov 2011

 

Induction processes followed for all new staff

 

 

June & Nov 2011

 

Write workforce planning strategy and agree action plan

 

 

Dec 2011

Implement action plan

 

Corporate Management Team

 

 

In accordance with agreed plan

 

Dec 2011

Performance Management

 

Good -Very effective management and control system in place with covalent as well as a data quality policy

 

Data Quality policy revised and actions implemented

AW

Revised Policy approve and enacted

quarterly

30 Sept 2011