Kibworth Beauchamp Parish Council Risk Assessment Approved by Kibworth Beauchamp Parish Council on 21 January 2012 AREA RISK MEASURES TO CONTROL, AVOID AND REDUCE THE RISK Assets Protection of physical assets Insurance cover is reviewed and renewed annually to include loss, destruction or damage to street furniture and other property owned by the Council including items in storage. Kibworth Grammar School Hall Laptop and printer covered under the same policy, but with restrictions which apply to IT equipment. An Asset Register is maintained. The assets are checked annually and included in annual internal audit. Maintenance arrangements are in place for physical assets as required (such as repairs to street furniture). Maintenance of the building is the responsibility of KGSH Trust. A Parish Councillor is a non-voting member of the Trust. Copy of Insurance Schedule is required annually from KGSH Trust with confirmation that the current Insurance Certificate is displayed at the Hall. Health and Safety is the responsibility of KGSH Trust. A Parish Councillor is a nonvoting member of the Trust. A copy of the Fire Risk Assessment is held by the Parish Council.
Finance Banking Bank mandate signatories kept up-to-date. Financial Controls and Records Cheques and inter-account transfers require three signatories. Monthly bank statements are reconciled to Council s Cashbook. Financial Regulations reviewed annually. Invoices are checked for accuracy by Clerk. All invoices are numbered to correspond with cheque stubs. Monthly expenditure and receipts list produced. Cheque stubs are initialled by signatories. A review of the effectiveness of internal control of financial systems conducted annually prior to approval of annual return. (Financial Reg. 1.4) Internal and External audit conducted annually. The effectiveness of internal audit is carried out in accordance with Annual Governance Statement. Financial records kept in accordance to statutory requirements. Accounts ledgers kept in office for minimum of 7 years. Ledgers then forwarded to Record Office for their safe keeping on indefinite loan. Expenditure is made within the powers of a Parish Council and all payments are approved. Bank reconciliation produced quarterly for Council approval. Receipts and payment ledger totals checked quarterly for accuracy. 2
Computer records backed up daily on external hard drive. Budgeting to underlie annual precept Budget for the ensuing financial year reviewed not later than end of November and precept fixed in December for approval in the following January. No expenditure may be incurred that will exceed the amount provided in the budget for that item. Approval of Council must be sought to move available amounts from other budget headings (Financial Regulation 3.2) Budget statements issued every financial quarter for approval. Clerk has authority to incur urgent expenditure up to 500 reviewed annually (Financial Regulation 3.4). Contracts Contracts reviewed annually. Contractor must hold own Public Liability Insurance or if under Council supervision must wear PPE equipment and using tools, equipment provided by Council. Regular reporting on performance of contractors by Councillor observation and feedback from parishioners. Compliance with HMRC Regulations VAT items entered on VAT spreadsheet and correspond to Receipts and Payments ledger. Liabilities Legal liability as a consequence of asset ownership VAT refund request submitted at least annually to HM Revenue and Customs. Public Liability Insurance renewed annually. Condition of street furniture checked annually. Street lighting inspected and tested every 5-7 years. Certificates held. (Exception: light at Station Hollow) 3
Roundabout/Melbourne Close Maintenance/Planters Contractors must hold Public Liability Insurance. A copy of the Parish Council s Health and Safety Policy to be issued to contractors. Regular reporting on performance of contractors by Councillor observation and feedback from parishioners. Use of home as public office Christmas Decorations Insurance cover provided for people entering the house in relation to Council business. Annual Licence obtained from LCC for any decorations other than on the roundabout. Employer Liability Compliance with Employment Law Compliance with HMRC requirements Public Liability Insurance held to cover Council s legal responsibilities. Public Liability Insurance to be held by contractors (and landowners if Christmas Tree erected). Separate risk assessments completed for the erection and dismantling of the tree and lights. Membership of LRALC and SLCC. Contracts of employment annually reviewed by Council. Systems in place to ensure that all requirements are met under employment law and regulations. Workplace Pension Scheme enrolment is active. Quarterly payments of PAYE and NI contributions are made. 4
Payroll is managed by an external company. Safe working conditions Street and Recreation Grounds Orderly is covered under the Employer s Liability and Public Liability Insurance whilst working on Council Business. Appropriate Personal Protective Clothing/Equipment must be provided and worn. No attempt should be made to lift or move anything beyond his/her capacity. The Clerk should be contacted to make suitable alternative arrangements. Litter pickers and protective gloves must be used when handling objects which could cause a risk to health. The application of pesticides and other chemicals must not be undertaken. Machinery must not be used without prior training agreed and recorded by the Parish Council. 5
Any tree felling or work at height with ladders, which involves cutting the tree or using any machinery must be undertaken by a qualified contractor. If ladders are to be used to inspect trees, a second person is in attendance to steady the ladder whilst being used by the tree warden. The ladder must be fit for the job intended and checked on a regular basis. Appropriate covered footwear with non-slip soles must be worn when using ladders. Training to be provided if deemed necessary to do the job safely and effectively. Leicestershire County Council (LCC) confirm that Street Orderly can use the salt provided in salt bins to treat public footpaths/footways at any time, without any risk of liability to the Parish Council. LCC confirm that the nominated Snow Warden working for the Parish Council will be covered under LCC s insurance policy whilst carrying out Snow Warden Duties within the Highway. Highway training will be arranged by LCC for the nominated Snow Warden. Legal Liability Equal Opportunities Ensuring activities are within legal powers Notice of meetings. Proper accurate and timely reporting of council business in the minutes The parish adheres to its Equal Opportunities Policy. Clerk to clarify legal position on any new proposal Legal advice to be sought where necessary through LRALC and NALC.. Ensure all business activities are within legal powers applicable to local councils. Clerk to monitor status of Council with regard to the General Power of Competence. The agenda and minutes of previous meeting issued to Councillors at least three clear days prior to meeting excluding Sundays, Bank Holidays, a day of the Easter or Christmas Break and days appointed for public thanksgiving or mourning. Agenda (incorporating Notice of Meeting) placed on notice board and website prior to meetings as detailed above. Minutes of meeting are approved at the next meeting. A copy of the approved minutes is placed in the local library and on website. 6
Data Protection Act 1998 Proper document control The Information Commissioner s Office has been notified. Notification renewed annually and required fee paid. Original leases stored at solicitors. Copies held by Parish Clerk. Councillors propriety Registers of Interest Filing cabinets are kept locked. Minutes properly numbered and paginated with a master copy kept in safekeeping. Minutes signed and loose leaf pages initialled. Minutes forwarded to Records Office for their safe retention on indefinite loan. Kept in office for two years prior. Documented procedure for responding to electors wishes to exercise their rights of inspection under the Freedom of Information Act. Documented procedures to deal with enquiries from the public. Documented procedures to deal with responses to consultation requests. Documented procedures for document receipt, circulation, response, handling and filing. Documented policy and procedure for retention, archive and destruction of documents. Documented procedures for Planning Application receipt, circulation, response, handling and filing. Register of interest completed by each Councillor and submitted to Monitoring Officer at Harborough District Council 7
Councillors are responsible for notifying any changes to their interests within 28 days Annual agenda item to ensure register complete, accurate and up to date. Procedures in place for recording gifts and hospitality received. Code of Conduct adopted. Complaints procedure Child and vulnerable persons safeguarding System of dealing with complaints Policy and guidance for councillors and parish staff working with children, the involvement of children in council activities and the safeguarding of vulnerable persons. Declaration of personal or prejudicial interest in items on the agenda to be declared at the beginning of each meeting or when the member becomes aware of an interest. Register of Declarations kept by Clerk. Code of Practice adopted by Council. An Annual Report detailing all complaints received will be submitted to the Council. Child Protection Policy accepted by Council January 2013, revised April 2013 and September 2015 to include vulnerable persons. 8