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Shipley Parish Council Risk Assessment 2018-2019
Shipley Parish Council Risk Assessment 2018 - 2019
Risk assessment is a systematic general examination of working conditions, workplace activities and environmental factors that will enable the Parish Council to identify any and all potential inherent risks. The Parish Council, based on a recorded assessment, will take all practical and necessary steps to reduce or eliminate the risks, insofar as is practically possible.
This document has been produced to enable Shipley Parish Council to assess the risks that it faces and satisfy itself that it has taken adequate steps to minimise them.

FINANCIAL AND MANAGEMENT
Subject Risk(s) indentified H/M/L Management/control of Risk Review/
Assess/
Revise
Precept Adequacy of precept
in order for the Council to
carry out its Statutory duties
L To determine the precept and grant amount required, the Council regularly receives budget update information monthly. At the precept meeting Council receives a budget report, including actual position and projected position to the end of year and indicative figures or costings obtained by the Clerk. With this information the Council maps out the required monies for standing costs and projects for the following year and applies specific figures to budget headings, the total of which is resolved to be the precept amount to be requested from Amber Valley Borough Council. The figure is submitted by the Clerk in writing.
Existing procedure adequate.
Financial
Records Inadequate records
Financial irregularities L

L The Council has Financial Regulations which sets out the requirements. Existing procedure adequate
Review the Financial regulations when necessary
Bank and banking Inadequate checks
Banks mistakes L

L The Council has Financial Regulations which set out banking requirements

Monthly reconciliation Existing procedure adequate
Existing procedure adequate
Reporting and auditing Information communication

L

Financial information is a regular agenda item (Finance Report) and discussed/reviewed and approved at each meeting.

Existing procedures adequate.


Grants Receipt of grant L Considered following receipt of income and expenditure information from local groups. Procedure would be formed, if required
Charges-rents receivable Payment of rents L The Parish Council collects Allotment rents in April each year. Allotment holders have signed agreements and rent income reviewed every year. Existing procedure adequate
Grants and support payable Power to pay
Authorisation of Council to pay L All such expenditure goes through the required Council process of approval, minuted and listed accordingly if a payment is made using S137 powers of expenditure. Existing procedure adequate.
Best value accountability Work awarded
Incorrectly.
Overspend on services. L

M Normal Parish Council practice would be to seek, if possible, more than one quotation for any substantial work to be undertaken. For major work competitive tenders would be sought. If problems encountered with a contract the Clerk would investigate the situation and report to the Council. Existing procedure adequate.
Include when reviewing Financial regulations.
Salaries and assoc. costs Salary paid incorrectly.
Unpaid Tax to Inland Revenue. L


L Calculated monthly plus additional agreed costs for use of the Clerk’s office as home and base for the Parish Council – telephone, internet, post etc. Currently set at £18 per week to include use of internet and BT telephone. HMRC payments made monthly.
Employees Fraud by staff

Health and safety L

L
Requirements of Fidelity Guarantee insurance adhered to with regards to fraud.
All employees to be provided adequate direction and safety equipment needed to undertake their roles Existing procedures adequate.
Monitor health and safety requirements and insurance annually.
VAT Reclaiming/charging L The Council has Financial Regulations which set out
The requirements. Existing procedures adequate
Annual Return Submit within time limits L Employers Annual Return is completed and submitted online with the prescribed time frame by the Clerk.
Annual Return completed and signed by the Council, submitted to internal auditor for completion and signing then checked and sent to External Auditor within time frame. Existing procedures adequate.
Legal Powers Illegal activity or payments L All activity and payments within the powers of the Parish Council to be resolved at full Council Meetings, including reference to the power used under the Finance section of agenda and Finance report monthly. Existing procedures adequate
Minutes/agendas/
Notices Statutory
Documents` Accuracy and legality




Business conduct L




L Minutes and agenda are produced in the prescribed manor by the Clerk and adhere to the legal requirements.
Minutes are approved and signed at the next Council meeting.
Agenda displayed according to legal requirements.
Business conducted at Council meetings should be managed by the Chair Existing procedures adequate.



Members adhere to Code of Conduct
Members interests Conflict of interests
Register of members interests L
M Declarations of interest by members at Council meetings.
Register of Members’ interests forms reviewed regularly. Existing procedures adequate.
Members take responsibility to update register.
Insurance Adequacy
Cost
Compliance
Fidelity Guarantee L
L
L
M An annual review is undertaken of all insurance arrangements. Employers and Employee liabilities a necessity and within policies. Ensure compliance measures are in place. Fidelity checks in place. Existing procedure adequate.
Insurance reviewed annually.
Data protection Policy provision L The Parish Council is registered with the Data Protection Agency through Borough Council. Ensure annual renewal of registration
Freedom of Information Policy
Provision L

M The Council has a Model Publication scheme in place.
The Parish Council is aware that if a substantial request came in it could create a number of additional hours work. The Parish Council can request a fee to supplement the extra hours recommended at £25 per hour. Monitor any requests made under FOI


EQUIPMENT OR AREAS
Assets Loss or damage
Risk/damage to third party property L

L An annual review of assets is undertaken for insurance provision at the recreation ground Hassock Lane. Bus shelters (four) regularly inspected. Existing procedures adequate
Maintenance Poor performance of assets or amenities L All assets owned by the Parish Council are regularly reviewed and maintained. All repairs and relevant expenditure for any repair is actioned/authorised in accordance with the correct procedures of the Parish Council. Assets are insured. Existing procedures adequate
Notice Board Risk of damage L The Parish Council has four notice boards. Any reports of damage are faults are reported to the Parish Council and dealt with in accordance of the correct procedures of the Council. Existing procedures adequate

Meeting locations Adequacy
Health & Safety L
M The Parish Council meeting is held in a venue considered to have appropriate facilities for the Clerk, members and the general public. Existing procedures adequate
Council records – paper Loss through:
Theft
Fire
Damage
L
M
L The Parish Council records are stored at the home of the Clerk. Records include historical correspondences, minutes, insurance, bank records. The documents are stored in a lockable cabinet. Damage (apart from fire) and theft is unlikely and so provision is adequate.
Council records – electronic Loss through:
Theft, fire damage or corruption of computer
L
M The Parish Council electronic records are stored on the Council laptop held with the Clerk at his home. Back ups of electronic data is made at regular intervals Existing procedures considered adequate
Approved by Shipley Parish Council
Annual Parish Council Meeting 22nd May 2018 reference Minute 20/2019


 
 

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