Your Councillors

Enc. 1 for Cabinet, Council or Committee Report for Cobtree Manor Estate Risk Management Annual Review

Risk No.

Risk Type:

Vulnerability:

Risk:

Consequences:

Operational

� Contractor(s) performance of services.

� Contractor defaults on the contract.

� Reduced visitor numbers.

� Inability to finish project.

Financial

� Level of financial resources to complete project.

� Reduced income from investments, leading to difficulty in repaying the endowment.

� Increased project costs.

� Adequacy of monitoring procedures.

� Reduced investment in buildings and infrastructure.

� Inability to finish project.

External

� Public perception of service provision.

� Climatic conditions.

� Poor or inappropriate publicity.

� Extreme conditions leading to delay in completion of works.

� Reduced visitor numbers and revenue.

� Increased vandalism and misuse of facilities.

� Long term damage to reputation of park and charity.

Legal

� Compliance with requirements of the Charity Commission.

� Conflict of interest with role of local authority.

� Intervention by the Charity Commission.

� Claims for compensation.

Appendix B �� Master Plan Risk Management Action Plan June 2012

Risk No.

Description:

Current Risk Score

Target Risk Score

1a.

Failure of contractors to complete project on time and on budget.

DIII

EIV

Controls already in place

Adequacy of controls

Required action

Responsibility

Critical success factors

Review period

Key dates

� Project manager and project board in place.

� Acceptable for project in early stages.

� Regular meetings with contractors as project progresses.

� Cobtree Officer
Parks and Leisure manager and Project Manager.

� Regular meetings with Project Sponsor.

� Email updates for Committee.

� Each meeting of the project board.

� Project board meetings and Committee meeting dates.

Risk No.

Description:

Current Risk Score

Target Risk Score

1b.

Disruption to normal service operations due to works being undertaken.

DIII

EIII

Controls already in place

Adequacy of controls

Required action

Responsibility

Critical success factors

Review period

Key dates

� Project manager and Cobtree Officer to monitor.

� Acceptable but ongoing monitoring is required and will depend on the extent of works.

� Regular meetings with contractors as project progresses.

� Regular meetings with Ranger and other onsite users such as Cobtree Cabin to monitor.

� Cobtree Officer
and Project Manager

� No complaints received regarding works from staff or public.

� Each fortnightly site meeting.

� Fortnightly meetings.

Risk No.

Description:

Current Risk Score

Target Risk Score

2a.

Insufficient financial resources needed to complete project.

EII

FIV

Controls already in place

Adequacy of controls

Required action

Responsibility

Critical success factors

Review period

Key dates

� Project manager and project board in place to monitor budget.

� Acceptable but ongoing monitoring is required.

� Regular meetings with contractors as project progresses.

� Regular reporting of financial position to project board.

� Cobtree Officer
and Project Manager

� Regular meetings with Project Sponsor.

� Each meeting of the project board.

� Each Committee Meeting.

� Project board meetings and Committee meeting dates.

Risk No.

Description:

Current Risk Score

Target Risk Score

2b.

Insufficient financial resources to repay endowment.

EII

FIV

Controls already in place

Adequacy of controls

Required action

Responsibility

Critical success factors

Review period

Key dates

� Senior Accountant monitoring repayments and the drawing down of finances only when needed.

� Acceptable but ongoing monitoring is required.

� Regular financial updates on the endowment repayments as part of the normal reporting system.

� Senior Accountant.

� Usual financial updates for Committee.

� Each Committee Meeting.

� Committee meeting dates.

Risk No.

Description:

Current Risk Score

Target Risk Score

3a.

Disruption to normal service provision due to works being undertaken, leading to poor public perception.

CIII

EIV

Controls already in place

Adequacy of controls

Required action

Responsibility

Critical success factors

Review period

Key dates

� Project manager and Cobtree Officer to monitor.

� Acceptable but ongoing monitoring is required and will depend on the extent of works.

� Regular meetings with contractors as project progresses.

� Regular meetings with Ranger and other onsite users such as Cobtree Cabin to monitor.

� Regular publicity updates as project progresses.

� Cobtree Officer
and Parks and Leisure Manager

� No complaints received regarding works from staff or public.

� Regular publicity events

� Updating the Committee on the progress of works.

� Each fortnightly site meeting.

� Each Committee meeting.

� Fortnightly meetings.

� Completion dates for each phase.

Risk No.

Description:

Current Risk Score

Target Risk Score

3b.

Disruption to works caused by extreme climatic conditions.

EIII

FIV

Controls already in place

Adequacy of controls

Required action

Responsibility

Critical success factors

Review period

Key dates

� Project manager and Site manager and Ranger to monitor.

� Minimises disruption and damage to site through management of site and project.

� Regular meetings with contractors and Ranger as project progresses.

� Project Manager

� No complaints received regarding works from staff or public.

� Damage due to poor weather minimised.

� Each fortnightly site meeting.

� Fortnightly meetings.

Risk No.

Description:

Current Risk Score

Target Risk Score

Failure to comply with the requirements of the Charity Commission.

EIV

FIV

Controls already in place

Adequacy of controls

Required action

Responsibility

Critical success factors

Review period

Key dates

� Senior Solicitor to ensure Master plan meets objects of the charity.

� Cobtree Officer to ensure Master plan as agreed by the Committee is followed.

� Adequate given regular monitoring of Master Plan works.

� Regular meetings with Project Manager to ensure project sticks to Master Plan.

� Regular updates from the Senior Accountant to ensure endowment is repaid on schedule.

� Cobtree Officer

� Senior accountant

� Senior Solicitor

� No complaints received from the Charity Commission

� Project completed according to Master Plan.

� Cobtree Officers Meetings.

� Monthly.