Assessment Register 2016 Please refer to the Policies and Procedures manual which contains the following guidelines: Age Discrimination Asset register Best Value Guide Buildings Security Clearing of ice and snow Complaints Procedure Electrical Safety for outdoor entertainments Email code of practice Emergency Action Plan (EAP) Equal Opportunities Financial Regulations & Appendices 1 & 2 Fire Safety Guide First Aid & Accident Procedures Freedom of Information General Safety Procedures + Electrical safety certs, Grievance and Discipline Procedures H&S Lone Worker and Personal Safety Guide Byelaws, set 2 No Smoking Notice Board Office & Village Hall Access Statements Risk Assessment Risk Assessment for Village Hall Running an Event S137 rules Seat maintenance listing Security Procedures Stafford Orchard Environmental Standing Orders Statement of Safety Tree Village Hall Conditions of Hire Village Hall Maintenance Plan Volunteer Q u o r n P a r i s h C o u n c i l P a g e 1 5
Financial Petty cash fraud Expenses fraud Risk Purchasing/contracts/services fraud Mismanagement/misrepresentation of accounts Village Hall booking fraud Theft of Council property Loss of Financial and other data Legal costs Staff Groundsperson Road and general safety Sharp and contaminated objects Groundsperson, Clerk, Admin Assistant and other staff Property Parish Office 64 Leicester Road Building damage Contents Theft/Burglary Village Hall Damage by hirers Oversight by Finance Committee No petty cash All expenses (staff and councillors) separately accounted for; paid only by crossed cheque against proper receipts/authority Adoption of Financial Regulations; multiple signatures on cheques, counterfoils and invoices Use of approved accounting practice under Accounts and Audit Regulations 2003 as amended; internal and external audits Booking forms; cross referencing of receipts to monies banked; monitored by clerk/rfo; annual review Insurance and appropriate security in place. Backup and archiving security procedures for Cash Book and computer records. Reserves; budget provision Employers liability insurance Protective clothing; reflective jacket; safety boots; wheeled trolley (no lifting), correct working tools, H&S policy Litter picker provided with tools for sharp objects and advised to notify clerk for disposal of contaminated objects. Personal accident insurance. No special risks; personal accident insurance Lone Working refer to policy Pat testing, carry out annually Equal Opps, Age Discrimination, Lone Worker ; Risk Assessments, No Smoking, Statement of Safety, Emergency Action Plan (EAP), First Aid, Security, General Safety, Fire Safety Buildings insurance Insurance Security doors fitted Oversight by Village Hall Committee Signed terms and conditions of hire; deposits required; insurance Q u o r n P a r i s h C o u n c i l P a g e 2 5
Use of hall balcony and electrical equipment by hirers Fire, inundation, storm etc Public safety Parish Office Use of car park Council Chambers table and chairs The Old School Security of the building and land Damage by intruders Public safety Fire, storm, flood Contents Financial risks Deterioration of fabric of the building Failure of the Trust Power electrical risks Station RoadToilets /PSB Office equipment, store room equipment, toilet block fittings The Old Lock-Up Building Listed, maintain accordingly The Stocks Safety, maintained Authorisation procedure; hall conditions of hire, PAT testing Building maintenance; buildings insurance; Fire certificate; local authority public entertainment licence; annual electrical safety testing; fire alarm, emergency lighting, evacuation signing and procedures Public liability insurance; hirers liability insurance Gas safety certificate; annual electrical safety testing, fire alarm & extinguishers annual testing, emergency lighting, maintenance of fire escape routes Security lighting On-going maintenance/repair costs included in budget, agreed by Full Council Oversight by Trustees and QPC Security lighting, regular walk-round by volunteers and Police, records kept. As above, plus fences, locks and boarded up entrances/windows and security lighting. No admission without permission As above Insurance cover, to be updated as refurbishment progresses, includes public liability insurance N/A but needs to be checked as building progresses Responsibility of Trustees and QPC, monitored on ongoing basis, budget contingency, fund raising etc. Maintenance checks/works Policies and legal checks in place and monitored Regular meter reading/check. H&S, Security of equipment, regular inspections and maintenance, vandalism, theft etc. Sub-let, managed by professional agent, adequately maintained within Listed Building Consent Ensure safety and maintenance checks carried out on regular basis Q u o r n P a r i s h C o u n c i l P a g e 3 5
Stafford Orchard Volunteers, policy and procedure Play equipment safety Play equipment vandalism, accidental damage & emergency repairs Half-pipe ramp safety Pitches and play area safety Fairground ride safety Trespass by travellers Unauthorised access to electricity supply (electrocution) Cave s Field General safety Play equipment vandalism, accidental damage & emergency repairs Trespass by travellers CCTV War Memorial Gardens The Banks Churchyard Extension (sculpture garden) Community Garden Soar Road Common Land (river hazard) Tom Long s Meadow Ensure policies adhered to, monitor legislation on regular basis. Regular safety inspections and maintenance; notices; fencing; safety surfaces Insurance; investigation of CCTV surveillance; budget contingency Routine safety inspections; annual ROSPA inspection Regular litter picking; removal of sharp objects, cans, bottles etc; waste bins; provision of free poop-scoops and dog litter bins File of safety certificates and compliance from Fair owner. Public liability insurance Locked gates and fencing Adoption of Electrical Safety in compliance with electrical regulations for outdoor entertainments. Oversight by Environment Committee Land maintenance by cricket club under terms of lease; provision of poop-scoops and dog litter bins Insurance and regular maintenance inspections by ROSPA. Cricket Club responsibility when in use under terms of lease and cc indemnity (including over hit cricket balls); QPC public liability insurance at other times; fencing; netting in place to protect Cradock Drive and houses Boundary fencing and locked access gate Responsibility of QPC, liaise with staff, volunteers, public and Police No special risks; general public liability insurance No special risks; general public liability insurance No special risks; general public liability insurance; all sculptures individually insured Lifebuoy station (QPC R for this) Q u o r n P a r i s h C o u n c i l P a g e 4 5
Community Library Other Risks Xmas lighting (electrocution) DDA non conformance Damage by contractors Public seats, street furniture, street lighting, planters, bus shelters Trees on Parish Council owned land All lights installed and dismantled by qualified contractor to electrical standards. Play areas inspected and deemed satisfactory. Village Hall under review. Contractor indemnity insurance cover Repair/maintain/replace as needed by groundsman. Public liability and damage insurance Subject to Tree which stipulates regular tree safety inspections/maintenance works. Q u o r n P a r i s h C o u n c i l P a g e 5 5