MEREWORTH PARISH COUNCIL RISK ASSESSMENT –
Reviewed 26.5.16

Risk assessment is a general examination of working conditions, workplace activities and environmental factors that enable the identification of potential risks inherent in the place or practices.  The Parish Council should then take all practical and necessary steps to reduce or eliminate the risks, as far as is practically possible. 

This document should enable the Parish Council to assess the risks that it faces and satisfy itself that it has taken adequate steps to minimise them.                                                            Gill Kirby    

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1.      Financial /Management

Subject                Risk identified                       Management/Control of risk                                 Action req’d

 

Precept                 Adequacy of Precept             PC has Regular budget information                      None     

                                                                                Estimates are prepared and precept

     agreed by full council.

 

                              Non receipt of precept/         Precept/grants are requested in writing                 None

Grants                                      from TMBC by Clerk prior to  

                                                                                deadline date and paid directly into

                                                                                PC bank account in two halves

                             

Financial records                                  PC has formally adopted                                          None

     financial regulations which set

     out the Requirements.

     All financial records are kept by

     The Clerk and internal audits take

     Place twice yearly.  End of year Audit

     Undertaken by Audit Commission

 

Banking                              Loss of cheques                      Cheques received are recorded by Clerk                             None

                              Bank mistakes                        and banked promptly.  Monthly bank                                                                Charges                                    statements are checked by Clerk on

     receipt.

 

Cash/Petty cash   Theft or dishonesty              There is no cash or petty cash                                  n/a

 

Direct costs &     Incorrect invoicing               At each council meeting a list of  invoices                          None

Expenses             Incorrect cheque for             awaiting payment is distributed to members

                              Payment                                                 Cheques are checked by councillors against

    invoices and  signed by two signatories. Cheque

    stubs and cheques list are also initialled by one

    councillor.

 

Debts                    Loss of income from             Unpaid invoices are pursued by Clerk                   None

                              unpaid invoices 

 

Charges                Payment of charges               Charges for Lease of land are paid                          None

Payable                                                                 annually following receipt of invoice

 

Charges                               Receipt of rentals                                 The Parish Council receives income                       Review

Receivable          fees, hire charges                                  in respect of allotments, sports pitches,                fees, hire

                                                                                and grazing land.                                                       charges

     Allotments – Formal Agreements are                    and rentals

     signed and held by Clerk.  Invoices for                 annually

     rents issued annually in November.

     Register of holders and payments made held

     by Clerk

     Football/cricket pitches – Clerk organises Pitch

     Hire and invoices and collects pavilion hire

     on behalf of MVH.                       

     Invoices issued monthly by Clerk.                          

     Land rental – Clerk issues invoice annually

 

Best Value           Overspending                        Where possible, more than one quotation for       Review any

                                                                               any substantial work required or goods.                               regular

                                                                               – 2 –

 Subject                              Risk identified                       Management/Control of risk                                 Action req’d

Salaries/                              Incorrect rates paid               Only one employee – The Clerk                                             Annual 

Expenses             NI or TAX wrong                   Salary  – rates agreed at start of employment        Salary 

                              Expenses over claimed        Tax and NI calculated using on-line scales                          Review

                                                                               Clerk has contract of employment

    Expenses –  itemised list with accompanying

    receipts submitted to Parish Council for

    approval prior to payment

 

VAT                      Re-claiming                            Vat reclaimed half yearly                                         None

                              Charging                                 Parish Council is not registered to charge VAT    n/a

 

Legal powers       Illegal activity                        All activities and payments within the Parish       None

                                                                               Councils power are resolved and minuted at

                                                                               full council meetings.  S 137 payments noted

 

Minutes                Legality and accuracy          Minutes are approved and signed at next council               None

Agendas                                                                meeting.  Agendas and Notices are displayed

Notices                                                                  in accordance with legal requirements

 

Members              Register of Interests              Declarations of Interest should remain on the      Members

Interests                                                                               agenda.  Register of Interest forms should be               responsible

                                                                               reviewed regularly by councillors                          for updating

                                                                                                                                                                    

Insurance             Adequacy                              Public Liability, Employers and Employee liability   Review

   cover and Fidelity Insurance are mandatory.         Annually

                                                                              Increased limit on Fidelity Guarantee is in place 

                                                                              Personal accident cover is in place

 

Data Protection  Registration required           Following setting up of Database, Registration          Renew

                                                                              was made with the Information Commissioner         Annually

 

2.      Physical

Assets                   Loss, damage, risk               Annual review of assets for insurance purposes    Review

to third parties                     including maintenance, storage provisions                            annually

 

Notice Boards     Damage/injury to third       All locations have approval by relevant parties,    Review

Bus shelter          Parties                                   insurance cover and are inspected weekly by         annually

  parish councillors and monthly by village caretaker

  with reports submitted to Clerk . 

 

Play area/             Damage/injury                     Children’s play area inspected weekly by parish   Insurance

Play equipment                                                 Councillors and monthly by village caretaker and      annually

  Reports  submitted to Clerk.  Annual RoSPA safety            

                                                                             inspection undertaken and  report submitted. 

  Any required action undertaken promptly. 

  Insurance cover.

 

Allotment land    Damage/                                Allotments are accessed from Recreation ground  None

Access by vehicles             on foot or from A228 by car via locked gate                         

                              Water                                    to which only allotment holders and parish

  council have a key.  All allotment holders must

  sign an agreement which regulates use of the plots.

  All allotment holders have a key for the water tap

 

Recreation           Damage/Injury                     Parish council owns the football pitches and cricket               None

Ground                                                                pitch.  Users of the grounds made aware of and

                                                                             accept their responsibilities, must avoid dangerous

                                                                             situations and obey health and safety legislation.

                                                                             Users responsible for insurance cover

 

 
 
 
Subject                Risk identified                       Management/Control of risk                                 Action req’d

 

Village Hall &     Damage/Injury                   Adequate insurance cover.                                           Review

Sports Pavilion                                                Parish Council representation on MVH Management            Insurance

(MVH Manage-                                               Committee to ensure proper procedures with regard   cover

ment committee                                               to Health and Safety are followed                                             annually

 

War Memorial     Damage/Injury                 Responsibility for structure adopted by Parish         Review

                                                                           Council and added to insurance policy                      Annually

                                                           

 

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