KIBWORTH HARCOURT PARISH COUNCIL RISK ASSESSMENT 2016 LEVEL OF IMPACT AREA RISK LEVEL OF RISK MEASURES TO CONTROL, AVOID OR REDUCE THE RISK

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1 KIBWORTH HARCOURT PARISH COUNCIL ASSESSMENT 2016 MEASURES TO CONTROL, AVOID OR REDUCE THE Assets Protection of physical assets M H Insurance renewed annually to cover loss, destruction or damage to street furniture and play equipment owned by Council. IT equipment covered under same policy, but with restrictions. Annual review of risk and the adequacy of cover. Maintenance arrangements of physical assets as required. Finance Banking L L Bank mandate updated by resolution passed by Council and Minuted. Cheques require three signatories, RFO and 2 others. Cash Holding in Clerk s Office L L Minimum amount of cash held. Financial Controls and Records Financial Regulations adopted by Council November M M Invoices checked for accuracy by Clerk. All invoices are numbered to correspond with cheque stubs invoice list produced monthly. All invoices initialled by Chair. Cheque stubs are initialled by all signatories. Petty Cash records signed by Chair monthly. A review of the effectiveness of internal control of financial systems conducted annually prior to approval of annual return. Internal and External audit conducted annually. Financial records kept in accordance to statutory requirements. Accounts ledgers kept in office for minimum of 7 years. Ledgers then forwarded to Records Office for their safe keeping on indefinite loan. Ensure expenditure is made within the powers of a Parish Council and all payments are approved Page 1

2 MEASURES TO CONTROL, AVOID OR REDUCE THE Bank reconciliation produced quarterly for Council approval. Budgeting to underlie annual precept M M No expenditure may be incurred that will exceed the amount provided in the revenue budget for that item. Approval of Council must be sought to move available amounts from other budget headings. Budget statements will be issued every financial quarter for approval. Contracts H M Contracts reviewed annually. Any contractor must hold own Public Liability Insurance or if under Council supervision must wear PPE equipment and using tools, equipment provided by Council. Comply with Customs and Excise Regs M M Each VAT item is entered monthly on the VAT spreadsheet and corresponds to Payments and Receipts ledger. Claims for VAT are made at least annually. Liabilities Legal liability as a consequence of asset ownership L M Public Liability Insurance renewed annually. Condition of street furniture checked and maintained annually Condition of play equipment checked monthly by Clerk and documented. Annual inspection of play equipment by RoSPA. Written report to Council. All play areas other than Jubilee Green are the responsibility of the Joint Recreation Committee. Trees inspected biennially by professional tree surgeon. Written report provided for Council s consideration. Pavements monitored by Councillor awareness, County Council inspections, annual parish inspection by Parish Council, responding to parishioners observations Page 2

3 MEASURES TO CONTROL, AVOID OR REDUCE THE Legal liability as a consequence of hazard L M Use of home as public office L L Insurance cover provided for people entering the house/office in relation to Council business. Once inside the property the Council can be proved to be negligent (no cover provision prior to entering the property). Employer Liability Comply with Employment Law M M Membership of LAPLC and SLCC. Contracts of employment for staff annually reviewed by Council. Systems of updating records for any changes in relevant legislation. Safe Working Conditions Volunteer wardens are covered under the Employer s Liability and Public Liability Insurance whilst working on Council Business. Appropriate personal protective clothing and gloves and non-slip shoes must be worn. Volunteer wardens should contact the Clerk to make arrangements for any heavy items to be moved or lifted. The application of pesticides and other chemicals must not be undertaken and machinery must not be used. Any work at height with ladders or using any machinery must be undertaken by a qualified contractor. If ladders are to be used the warden must ensure that the ladder is properly maintained and securely placed on flat ground. A second person should be in attendance to steady the ladder whilst being used. Training to be provided if deemed necessary to do the job safely and effectively. Comply with Inland Revenue M M No current requirement for PAYE system or for payment of NI 2015 Page 3

4 requirements MEASURES TO CONTROL, AVOID OR REDUCE THE contributions. Internal and external audit conducted annually. Legal Liability Ensuring activities are within legal powers Proper accurate and timely reporting of council business in the minutes H M Clerk to clarify legal position on any new proposal. Legal advice to be sought where necessary. Ensure all business activities are within legal powers applicable to councils. M M The agenda and minutes of previous meeting issued three clear days prior to meeting. Agenda placed on notice board and on website three clear days prior to meeting. Minutes of previous meeting are approved at commencement of business. A copy of the approved minutes is placed in library and on website. Data Protection Act 1998 L L The Council adheres to the principles of the Data Protection Act and understands best practice for managing information. Proper document control M M Original leases stored at solicitors. Copies held in office. Filling cabinet locked. Minutes properly numbered and paginated with a master copy kept in safekeeping. Minutes signed off by Chair. Minutes forwarded to Records Office for their safe retention on indefinite loan. Kept in office for two years prior. Freedom Of Information Act Guide to Information adopted by Council November Guide published on website. Documented procedure for document receipt, circulation, response, 2015 Page 4

5 Street Orderly MEASURES TO CONTROL, AVOID OR REDUCE THE handling and filing being considered by Council. Documented procedure for Planning Application receipt by , circulation, response, handling and filing adopted by Council November 2015 Legal liabilities to the parish council which may arise are covered by Parish Council s Insurance Policy Councillors propriety Complaints procedure Registers of Interest H H Register of interest completed by each Councillor. Changes are notified to the Clerk within 28 days. Annual agenda item to ensure register complete, accurate and up to date. Procedures in place for the recording and monitoring members interests, gifts and hospitality received. Adoption of Code of Conduct Declaration of interest declared at the beginning of each meeting. Register of Declarations kept. System of dealing with complaints M H Procedure in place to deal with complaints first contact is the Clerk and this can then be referred on the Chair as necessary. Signed... Chair Dated... Adopted as recorded at Minute 198/16 of 2016/17 Minutes Page 5