Agenda item

Further to the above Minute, Peter Dale, Director of Regeneration and Environment presented a report, which provided an in-depth analysis of how the four strategic risks aligned to the Regeneration and Environment Directorate were managed, reviewed and reported, following the Committee’s consideration of the Strategic Risk Mapping report on 17th August 2016.

The Director of Regeneration and Environment outlined the four strategic risks identified in the 2016/17 risk register including:-

·     Engagement in the City Region to secure economic benefits for Doncaster

·     Impact of Brexit on funding / projects (Joint risk with Finance & Corporate Services)

·     Dealing with emergencies (emergency planning and resilience)

·     Ensuring robust health & safety exists

Tracey Harwood, Head of Service Regulation and Enforcement, with responsibility for Emergency Planning, Christian Foster, Head of Service, Strategy and Performance Unit and Simon Wade, Interim Health and Safety Manager, were in attendance at the meeting to respond to Members’ questions.

In referring to the Strategic Risk, ‘Failure to respond adequately to Borough emergencies’ and in light of the recent tragic fire at Grenfell Towers in London, Members asked whether a risk assessment had been carried out on sprinklers in the Council’s Tower blocks and whether the buildings complied with all regulations.  The Director of Regeneration and Housing advised that following the terrible situation in London last week, he and the Deputy Mayor were to attend a meeting, following this meeting with the Council’s housing provider St Leger Homes to look at the current position in relation to the Borough’s Tower Blocks.  He advised that there had been recent risk and fire risk assessments undertaken on all high rise buildings and the Council was currently in the process of analysing the cladding on all the buildings to ensure that it was safe.  The Council had been working with the South Yorkshire Fire and Rescue Service who had provided the Council with the information it required with regard to sprinkler systems.  The Council had also been working with the Department of Communities and Local Government and been providing the department with the necessary information.

Members also referred to Tower Blocks only having one exit and cladding on houses, flats and shops and asked whether the Council was to carry out inspections on all premises.  The Director of Regeneration and Housing confirmed that the Council would be looking at all Council owned buildings across the Borough as part of the review.

In relation to the status of the target risks in the Appendix to the report, Kathryn Smart felt that it wasn’t clear from the information provided, when it was expected that the target risks were to be reduced and sought assurance when the mitigating actions would reduce the risk.  It was reported that risks were reviewed on a quarterly basis, as part of the performance and review process.  Whilst some targets were moving, the risks relating to Sheffield City Region (SCR) devolution and the European Union would continue to be assessed in terms of their impact on Doncaster.  In relation to Borough Emergencies, it was reported that whilst the Council mitigated such events as far as possible, it was pointed out that when they did occur, in some circumstances they were out of the Council’s control, but would therefore try to manage the event.  It was confirmed that the target risks would be reviewed for the next quarter.

In referring to the target risk in relation to ‘Failure to identify and manage Health and Safety risks, the Assistant Director of Finance provided an explanation as to the reasons why the current risk score was 6, with a target risk of 8.  It was expected that this would be reviewed within the next quarter and it was explained that this was a timing issue.

In relation to the Strategic Risk regarding SCR, the Chair asked for an update on the current position and what steps the Council was taking in protecting its position and security investment, in light of Chesterfield Council signalling its withdrawal from the SCR deal and how would this affect the feasibility of the SCR.  The Director of Regeneration and Housing reported that the Chair of the SCR Combined Authority, Councillor Sir Stephen Houghton had commented that the decision that had been made was disappointing but nonetheless, Chesterfield Borough Council and Bassetlaw District Council, although they had withdrawn their affiliation as full members of the SCR, there were plans to continue to work constructively with them.  Information posted on Councillor Sir Stephen Houghton’s website had indicated that Councillor Tricia Gilby from Chesterfield Council was going to be the Vice-Chair of the SCR Combined Authority.  He explained however, that the decision had created some uncertainty, as it was not clear from the Government at this stage, what their views were on devolution.  Councillor Sir Stephen Houghton had said that politicians across the SCR would now need to take time to consider putting the steps in place for SCR’s devolution change.  He further explained that the consultation, which was previously planned in July, would not now take place because Bassetlaw and Chesterfield Councils had withdrawn their applications.  Members were informed that SCR Combined Authority was to discuss the next steps at a meeting on 17th July.  In relation to the impact on funding that was currently in place, Doncaster Council had faired very well.  In relation to the SCR infrastructure fund, this year the Council had planned expenditure of 53%of the SCR’s planned spend. It was further reported that the Council was in the process of delivering on projects such as FARRRs and the Markets; money was already being spent on these projects, therefore it was felt that there was not a risk to the Council.

In response to a further question as to whether the funding that had been allocated to Chesterfield and Bassetlaw would re-allocated into the central funding pot, Members were advised that this funding had been agreed as part of the previous allocation deal. Chesterfield and Bassetlaw remained members of the SCR and their actual membership level didn’t make any difference.  In relation to the accounts, and in particular the Devolution deal, this related to new monies that hadn’t yet been committed or received.

During further discussion, Officers responded to questions from the Chair in relation to managing Health and Safety risks and assurances were given that robust arrangements were in place to ensure that they were fit for purpose.

The Chair also sought information regarding how risk management operated generally in the Directorate, particularly in relation tohow service risks were identified, monitored, recorded, managed and whether there was any evidence of risk management taking place improving the actual management of risk.  It was reported that risk assessments were carried out at service level across the Directorate.  In terms of improvement, this was reviewed on a regular basis to assess the risks identified and any additional risks to be planned for.  In relation to managing risks, Members were advised that further training was to be explored across the Council, and whilst it was not mandatory at the moment, Officers were looking to enhance the community learning and provide classroom based and risk based training, which would be part of the mandatory process moving forward, in order that people were aware of the processes.  Officers were also looking at developing specific risk assessment training and for accredited training to be spread across the Council to ensure that robust risk assessments were in place.  Furthermore, risk management systems had been put in place to manage the risks, demonstrating the risk and mitigations taken. The Directorate continued to horizon scan and respond to best practice to improve mitigation and were looking at risks from both a European and National Government perspective in order to minimise risk.

Members noted the progress made to date and the aspirations to make improvements, however, Members acknowledged that this may take time and costs to do so.

RESOLVED that the report on Regeneration and Environment, Strategic Risk Management, be noted (in particular the risk mitigations that were currently in place with Regeneration and Environment).