Risk assessment
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 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 and Chairman
Football/cricket pitches – MVH organise Pitch
Hire and inform Clerk of usage.
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
Major contract services – formal tenders sought. Contracts
- 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
1. 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 with annually
report submitted to Clerk
Play area/ Damage/injury Children’s play area inspected weekly and report Review
Play equipment submitted to Clerk. Annual RoPSA safety in- Insurance
spection undertaken by Playsafety Ltd and annually
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
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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Risk Assessment Reviewed annually - last review October 2011
MEREWORTH PARISH COUNCIL RISK ASSESSMENT
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 20.11.08
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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 is to consider formally adopting 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