Finance

Annual Return and Audits

Annual Accounts

Budget Summary

Action Plan

Asset Registers

Risk Management

 

 

Insurance Documents

Links to external Websites

  Risk Management

The management of risk is an important part of the Council's work; making sure that the people who use our facilities are safe, giving the staff the protection to get on with their work, and protecting the assets that the council hold. Risk assessment happens all the time, but once a year, the council brings the information together and collates it in a single document.

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 Galleywood Parish Council to assess the risks that it faces and satisfy itself that it has taken adequate steps to minimise them. 

The Galleywood Parish Risk Assessment is summarised here:

 

Subject

Risk(s) identified

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 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 costing's 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 Chelmsford City Council. The figure is submitted by the Clerk in writing.

The Clerk informs the Council when the monies are received.

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

Parish Council does not presently receive any regular grants.

Procedure would be formed, if required

Charges-rents receivable

Payment of rents

L

The Parish Council does not collect rents

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

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

 

Financial Controls in place to pay Salary

 

Financial Controls in place to pay Inland Revenue

 

Existing procedure adequate.

Employees

Fraud by staff

 

Health and safety

L

 

L

 

Requirements of the 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 member's 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

Ensure annual renewal of registration

Freedom of Information

Policy

Provision

L

 

M

The Council has a Model Publication scheme in place. To date there has been no requests under FOI.

 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

Monitor any requests made under FOI

 

 

 

 

 

PHYSICAL EQUIPMENT OR AREAS

 

 

 

 

Assets

Loss or damage

Risk/damage to third party (i.e.) property

L

 

L

An annual review of assets is undertaken for insurance provision

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 currently has five notice boards. No formal inspection procedures are in place but 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 copies of the Parish Council paper records are stored at the home of the Chairman electronically. Records include historical correspondences, minutes, insurance, and bank records. The documents are stored on a USB Memory stick. 

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 computers   Offsite Back-ups of electronic data is made at regular intervals

Existing procedures considered adequate

 

 

Risk Level Control
Protection of physical assets  M

Buildings are insured, with the value increased annually.
Public Convenience. Twitten Green, Parish Office Contents 

Security of buildings, equipment, etc. H Alarm in Parish Office. Regular security inspections by Keene Hall Staff. Internal fire risk assessment carried out by Keene Hall. Public Conveniences locked at night.
Maintenance of buildings, etc M Buildings currently maintained when necessary following inspections. 
Banking  M Bank accounts are held with National Banks
Risk of consequential loss of income L Insurance cover. Office computers backed up remotely
Loss of cash through theft or dishonesty L Receipts issued and tight financial auditing with external annual auditors. Most financial transactions by cheque, card or bank transfer.
Financial controls and records  M Monthly reconciliation prepared by Clerk, signed by The Chairman of Finance and General Purposes Committee. Two signatories on payments 
Compliance with HMRC rules M VAT claims calculated by the financial package and checked by the Clerk.
Sound budgeting to underlie annual precept  M Full Council receive detailed budgets in late autumn. Precept is derived directly from this. Expenditure against budget reported to every Finance Committee and Full Council 
Complying with borrowing regulations L NALC Borrowing Checklist policy (GPC has no current borrowings)
Risks to third party, property or individuals M Insurance in place. Open spaces checked regularly. Trees investigated when damage reported. Any reported injury is investigated and reviewed
Legal liability as a consequence of asset ownership (Public Convenience, Open Spaces, War Memorial)   H Insurance in place. Public Toilets checked by cleaners. Open spaces checked by Councillors half yearly.
Compliance with employment law M Membership of SLCC, BALC, NALC and Green Book ?
Comply with Inland Revenue requirements  M Regular advice from Inland Revenue, internal auditor carries out annual checks 
Safety of Staff and Visitors H CCTV system at front of building to monitor access to the building. Doors are kept locked, with bells to alert staff in the office. Regular H&S risk assessment checks of the Public Toilets
Ensuring activities are within legal powers  M Clerk clarifies legal position on new proposals. Legal advice to be sought where necessary. Clerk attend periodic training updates and receives EALC and LGA advisories 
Proper and timely reporting via the minutes  M Council meets once a month and receives or approves minutes of meetings held in interim. Minutes are publicly available on the Council’s website
Proper document control  L Leases and other legal documents are held in secure storage or lodged with the ERO and duplicates held offsite.
Registers of interests and gifts and hospitality  L Register of interests completed and available to view on Parish Council website.
Loans made to outside bodies M Parish Council’s Policy applies - approved by full council. GPC currently has one loan to GHC which is being repaid monthly.

 

The Risk assessment was approved by Full Council on: TBD

 

Copyright Galleywood Parish Council 2016