Policies & Procedures

Area

Risk

Level

Control

Revised Level

Assets

Protection of physical assets

M

Buildings, assets & vehicle insured.  

L

Security of buildings, equipment etc.

H

Buildings and contents insured.

Buildings locked securely

M

Maintenance of buildings etc.

M

Buildings & assets currently maintained on an ad hoc basis. 

Programme of electrical and safety equipment checks in place

L

Maintenance of vehicle

H

Vehicle checked on a weekly basis and any defects remedied, serviced regularly and MOT’d annually  

L

Finance

Banking

M

Investment is handled by Parish Council and administered by the Parish Clerk as RFO.

L

Risk of consequential loss of

income

M

Insurance cover is in place.

Important documents backed-up and taken off premises.

L

Loss of cash through theft or

dishonesty

H

Insurance cover is in place.

If cash is received receipts are issued.

M

Financial controls and records

M

Monthly reconciliation prepared by DSJPC’s Accountant and checked by Parish Clerk as RFO and reported to Council.

Two signatories on cheques.

Internal and external audit takes place.

L

Comply with VAT Regulations

H

Use help line when necessary.

VAT payments and claims calculated by DSJPC’s Book-keeper and checked by the Parish Clerk.

Internal and external auditors also check.

M

Sound budgeting to underlie annual

precept

M

Finance and general purposes committee and the full Council receive detailed budgets in the late autumn. The precept is derived directly from this.

Expenditure against budget reported to the finance and general purposes committee twice a year.

L

Complying with borrowing

restrictions

M

No new borrowing likely at present

L

Liability

Risk to third party, property or

individuals

M

Insurance in place.

Assets and land owned by DSJPC are checked regularly. 

Trees investigated when damage reported.

L

Legal liability as consequence of asset ownership (especially burial ground, allotments, play grounds and skate park)

H

Insurance in place.

Weekly checks of playgrounds, skate park and MUGA undertaken by DSJPC Maintenance Worker and written records kept.

Annual checks by ROSPA of playgrounds, skate park and MUGA.

Regular inspections of Cemetery (including topple testing inspections) done by DSJPC Maintenance Worker and Cemetery committee

Regular inspection of allotments site done by Allotments Association and Allotments committee

M

Employer

Liability

Comply with Employment Law

M

Membership of various national and regional bodies including SLCC and LALC.

Certificate of Employers Liability Insurance displayed in the Parish Council’s office

L

Comply with HMRC

requirements

M

Regular advice from HMRC and Accountant.

Internal and external auditors carry out annual checks.

L

Safety of Staff, contractors and visitors to the office

M

Camera fitted in office to monitor visitors.

Fire door fitted to office which is locked to restrict access.

Appropriate equipment will be provided to comply with health and safety requirements

Risk assessment in place for Maintenance and contract staff

L

Legal Liability

Ensuring activities are within legal powers

H

Clerk clarifies legal position on any new proposal.  Legal advice to be sought where necessary.

M

Proper and timely reporting via the Minutes

M

Council meets once a month and receives and approves the minutes of the previous month’s meeting. Minutes made available to press and public via the Council offices and web site.

L

Proper document control

M

Leases and legal documents in parish council’s office at The Institute

Key documents are stored in a fire proof safe at The Institute.  

Confidential Employee information kept in a locked filing cabinet in the Parish Council offices at The Institute.

L

Councillor

propriety

Code of Conduct, Registers of Interests and gifts and

hospitality in place

H

Each Councillor agrees to the Parish Council’s code of conduct and completes a register of pecuniary interests upon acceptance of office.

M