SCRUTINY COMMITTEE ITEM 07 6 FEBRUARY 2013 PERFORMANCE MANAGEMENT: PROGRESS REPORT TWO 2012/13

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1 6 FEBRUARY 2013 PERFORMANCE MANAGEMENT: PROGRESS REPORT TWO 2012/13 Report of the: Contact: Director of Human Resources and Communication Margaret Jones/Adama Roberts Annexes/Appendices (attached): Annexe 1 - Progress Report Two 2012/13 Other available papers (not attached): Full Performance Management Progress Report Two REPORT SUMMARY This report provides Scrutiny Committee with an overview of progress made against the policy committees actions in Progress Report Two 2012/13. It highlights those actions recorded as not met. RECOMMENDATION (S) Notes That the Scrutiny Committee: (1) Receives Performance Management Progress Report Two, 2012/13 (2) Identifies any issues requiring action. 1 Implications for the Council s Key Priorities, Service Plans and Sustainable Community Strategy 1.1 In December 2011 the Council adopted the new Corporate Plan for 2012/16. The Plan identifies the Council s Key Priorities and Core Values for the next four years. 1.2 As part of the service planning process to support delivery of the Council s Corporate Plan, actions have been agreed under the Service Plan for 2012/ During the year progress against the Service Plan for 2012/13 is monitored via the performance management system. 1.4 There are no implications for the Sustainable Community Strategy. 2 Performance as at Committee Cycle Two 2.1 This report forms the regular update to the Scrutiny Committee on performance management. Attached at Annexe 1 is Progress Report Two prepared for the Scrutiny Committee by the Consultation and Communication Team. Page 1 of 3

2 6 FEBRUARY The initial chart at Annexe 1 (page 3) provides the Scrutiny Committee with an overview of the percentage of the total actions achieved, on target and not met. The charts on page 4 break this information down to show the position for each of the four policy committees. Lastly, the information on pages 5 7 provide further detail on those actions recorded as not met as at December 2012, including information on any significant Annual Service Plan Risks associated with each of these actions. 2.3 The Scrutiny Committee will wish to note that the actions recorded as not met represent those assigned either red or amber traffic light status in the previous performance management reporting system. 2.4 As of December 2012 three actions have been identified where progress made is not as anticipated Produce the final draft Development Plan Document to allocate employment sites and address issues relating to economic development. (Annexe 1, page 5) Review and retender Facilities Management services contract to deliver cost savings. (Annexe 1, page 6) Launch a corporate page on Facebook and have at least 25 likes; and Launch Council YouTube Channel and Council Flickr Page. (Annexe 1, page 7). 2.5 The first action (paragraph above) was recorded as not met in Progress Report One. 3 Financial and Manpower Implications 3.1 There are no specific financial or staffing implications for the purpose of this report. 3.2 Actions identified for 2012/13, at the time of agreeing the actions, were considered to be achievable within agreed budgets, including the reduced staffing budget. 4 Equalities and Other Legal Implications 4.1 There is the opportunity through the development and delivery of the Service Plan to secure significant benefits for residents. 4.2 There are no particular legal implications for the purpose of this report. 5 Sustainability Policy and Community Safety Implications 5.1 Delivery of Year 1 of the Service Plan will assist the Council to create sustainable communities. 5.2 There are no particular community safety implications for the purpose of this report. 6 Partnerships 6.1 There are no particular partnership implications for the purpose of this report. Page 2 of 3

3 6 FEBRUARY Risk Assessment 7.1 The major risks are: Loss of focus, which the creation of the Service Plans, actions and reporting of progress will guard against; and Lack of management and financial capacity to deliver, which careful annual planning can minimise. 8 Conclusion and Recommendations 8.1 The implementation of a robust performance monitoring and management system is essential to ensure that the Council s Key Priorities are delivered or any variances explained and decisions over future action made. WARD(S) AFFECTED: N/A Page 3 of 3

4 Progress Report Two Prepared for Scrutiny Committee 03 January 2013

5 Table of Content Overall Picture 3 Achievements by Individual Committees.4 Economic Vitality: Promote the economic vitality of Epsom & Ewell Economic Vitality Risk Section..5 Managing Resources: Utilise the Council s limited resources in the most efficient way..6 Managing Resources Risk Section....6 Safer and Stronger Communities: Promote safer, more active and caring communities....7 Safer and Stronger Communities Risk Section Page 2 of 7

6 Progress Report Two 2012/13 Overall Picture 6% Not Met 23% Achieved 70% On Target Please Note: In total there are 78 actions being monitored for the period 2012/13 against the six key priorities as set out in our Corporate Plan 2012/16. Of the 78, 13 have joint responsible with specific committees and would be counted twice hence the total of 91 actions for all committees. The report includes progressive updates for all actions set for 2012/13 and have been aligned with the committee meeting cycle enabling us to report on information that is as up to date as possible. The new reporting format also gives Officers the opportunity to spot and act promptly to ensure actions set for 2012/13 are achieved and if they cannot be achieved, it enables them to take necessary actions via a joint decision making process with the Corporate Management Board (CMB) and relevant committees. *A new risk analysis section has been incorporated in the Performance Management Framework as per audit and CMB recommendations. It facilitates the pre empting and reviewing of any issues that may prevent an action being achieved within a specific timeframe. Page 3 of 7

7 S&R Committee - of the 47 actions, 1 have been deleted, 1 deferred for 2013/ have been achieved to date, 26 are on target and 4 not met. Social Committee - of the 12 actions, 2 have been achieved and 10 are on target Environment Committee - of the 23 actions, 9 have been achieved to date and 14 are on target. Leisure Committee of the 11 actions, 6 have been achieved to date and 5 are on target. Page 4 of 7

8 ECONOMIC VITALITY: Promote the economic vitality of Epsom & Ewell Our objective is. Committee Officer Action 2012/13 Progress as at December Current Action Status EV3 Developing and implementing appropriate planning policies to support economic development. Strategy & Resources Mark Berry Produce the final draft Development Plan Document to allocate employment sites and address issues relating to economic development The DPD to allocate sites has been delayed and will not be published for consultation until early The revised Local Plan Programme was reported to Planning Policy Sub Committee on 5 September 2012 and approved. We are progressing another DPD on general Planning Policies and the consultation responses on this are to be reported to Planning Policy Sub Committee on 12 December Not Met Significant Annual Service Plan Risk Action 2012/13 Risk Identified Risk Owner Inherent Risk Probabi lity Impact Mitigation Further Action Required Implemen tation Date EV3 Produce the final draft Development Plan Document to allocate employment sites and address issues relating to economic development Lack of management capacity resulting in delay Mark Berry Medium Medium Ensure adequate management capacity is available Strategy and Resources Committee has recently approved additional resources for Planning Policy and Planning Policy Sub Committee has approved a revised programme for delivery of the Local Plan, including the site allocations DPD. Draft allocations by late 2013 and adoption of DPD by late Page 5 of 7

9 MR3 Our objective is. Further reducing waste and improving efficiency MANAGING RESOURCES: Utilise the Council s limited resources in the most efficient way Committee Strategy & Resources Officer Steve Davies Action 2012/13 Progress as at December Current Action Status Review and retender Facilities Management services contract to deliver cost savings Existing contract extended to 30 Sept 2013 to allow the tending process to be completed. Service tender prequalification is being evaluated; this will be completed by mid December. The shortlist will then be drawn to invite applicants to tender. Not Met MR3 Actions 2012/13 Risk Identified Risk Owner Review and retender Facilities Management m services contract to deliver Mcost savings Service not packaged in most competitive way Tender does not deliver savings or increases costs Significant Annual Service Plan Risk Steve Davies Steve Davies Inherent Risk Probabi lity Impact Medium Medium Review options for service configuration Medium Medium Identify minimum service requirements and optional extras Mitigation Further Action Required Implemen tation Date Draw up a shortlist and invite applications to tender To be assessed as part of above to ensure right company gets the contract February 2013 February 2013 Medium Medium Review procurement route Not yet due N/A Page 6 of 7

10 SAFER AND STRONGER COMMUNITIES: Promote safer, more active and caring communities Our objective is. Committee Officer Action 2012/13 Progress as at December Current Action Status SS4 Using new technology and social media to encourage community participation and cohesion Strategy and Resources Irene Clarke Launch a corporate page on Facebook and have at least 25 likes Corporate Facebook Page launched in summer. We currently have 13 likes; action could still be achieved by year end. Not Met Launch Council YouTube Channel and Council Flickr Page This has yet to be developed. Ideas are in place on how YouTube can be developed. The use of Flickr will be reviewed as photos are currently being displayed on Facebook to help increase use of this site. Not Met Significant Annual Service Plan Risk Actions 2012/13 Risk Identified Risk Owner Inherent Risk Prob ability Impact Mitigation Further Action Required Implement ation Date SS4 Launch a corporate page on Facebook and have at least 25 likes Failure to launch Facebook corporate page Irene Clarke Low Low Ensure that schedule for launch is met New risk is the lack of interest in Facebook from Residents. Now putting more information on Facebook, such as pictures and details of events and directing from Twitter to Facebook. Dec 2012 Launch Council YouTube Channel and Council Flickr Page Failure to launch Irene Clarke Low Low Ensure that schedule for launch is met Develop ideas and schedule for launch January 2013 Page 7 of 7