Policies

Risk Assessment

Grainthopre Parish Council- Risk Assessment        
         
Financial and Management        
Risk  Level Management/Control Review/  Assess Action by
         
Business Continuity        
Risk of Council not being able to continue its business due to an unexpected of tragic circumstance Low  Long term incapacity of Clerk (more than 3 months )could be covered by appointment of temporary Clerk. Short term illness covered by re-schedule of meeting or if urgent, urgent business transacted and minutes taken by a Councillor.  Existing procedure - adequate.   
Risk of Council not being able to continue its business due to an unexpected circumstances ie pandemic med/high   2020 Upon legisilation from Government, PC have knowledge and capacity to hold virtual remote meetings via the Zoom App. Existing procedure - adequate.   
Loss of computer records Low All computer records held on 'One Drive'.  Records to also be backed up to independent hard drive. To be purchased Jan 2021 Adequate Clerk
  Low  Full or majority replacement of the Council at an election or other such instance. Ongoing plan necessary Chair/Vice
         
Precept        
Adequacy of precept Low PC receives regular budget updates, including actual position, projected position to year end and indicative figures.  Requests for financial aid are required in month prior to setting of precept. (December) Adequate  
Requirement not submitted to ELDC Low See above, alternative arrangements would be made if meeting unable to go ahead Adequate  
Amount not received by ELDC Low Chair would action Adequate  
         
Financial Records        
Inadequate records and financial irregularities Low The Council has Financial Regs. which set out the requirements. Adequate  
         
Bank and Banking        
Inadequate  checks Low The Council has Financial Regs. which set out the requirements. Adequate  
Bank mistakes Low Bank statements monitored monthly and to be initialled by Chair as corresponding to financial position as submitted by Clerk at  meeting. Adequate  
Cheques Low Payments banked within 7 days.  Cheques require 2 signatures -4 Cllrs   currently authorised.  Cheque stubb in cheque book to also be initialled by two signatories. Adequate  
         
Payment of Cheques        
Invoice payments Low Cheques prepared in payment of invoices.  Chairman to initial invoice  amount on original invoice. Adequate  
         
Reporting and Auditing        
Information Low A monitoring statement is emailed with Agenda to each Cllr which is discussed at meeting Adequate  
Compliance Low Annual audit - both internal and external. Adequate  
         
Grants and Support Payable        
Power to pay Low Council approval given to all payments Adequate  
Authorisation to pay Low Council approval given to all payments, minuted and listed accordingly. Adequate  
         
Best Value        
Work awarded Low The Council has Financial Regs. which set out the requirements. Normal practise is to seek more than one quote, (if possible three) for substantial work, however due to specialised nature of some work this is not always possible. Adequate  
         
Salaries and Assoc. costs        
Salary paid incorrectly Low Salary rates assessed annually & paid in accordance with LALC directives from 1st April each year.                   Salary slips produced by Wages Bureau together with schedule of payment to Inland Rev. (Tax & NI). Adequate  
         
Cllr Allowances and Expenses        
Allowances made Low No allowances are allocated to Parish Councillors.          Expenses are paid on production of receipt.  Fuel paid in accordance with LALC directive. Adequate  
         
Grants and Support S137        
Power to pay Low Approval obtained and minuted if S137 payment made Adequate  
         
Election  Costs        
Risk of cost Low If an election is to be paid for by PC, which is a democratic process and should not be stifled, sufficient money is available in the contingency fund to pay for this and the money would be recouped in the next financial  years precept.  Allowance is made by District Council to defer payment for one year thus giving PC chance to precept for money if not available. Adequate  
         
VAT        
Re-claiming Low The Council has Financial Regs. which set out the requirements. Adequate  
         
Annual Return        
Submission within time limits Low Wages Bureau deals with this Adequate  
         
Minutes and Agendas        
Accuracy and legality Low Minutes and agendas are produced by Clerk and emailed or posted to all Cllrs, usually within two weeks of meeting and adhere to legal requirement. Agendas are emailed one week prior to meeting.  Minutes are approved and signed at next Council meeting.  Minutes and Agendas are displayed on Council web site and village Notice Board.   Adequate  
Business conduct Low Business conducted at meeting managed by Chair. Adequate  
         
Members Interests        
Conflict of interest Low Members declare interest at each meeting Adequate Clerk
Register of interest Low Register regularly reviewed Adequate  
         
Insurance        
Adequacy  Low Reviewed annually Adequate Clerk
Cost Med Two quotes obtained Adequate  
         
Freedom of Information Act        
Policy Low The Council has a model of the publication scheme in place. Adequate  
Provision Low No requests have been made for information to date.  Clerk is aware of implications if substantial request is made and a fee would be payable Monitor and report any requests made  
         
Assets        
Loss & damage Low Report received each meeting Adequate  
         
Maintenance        
Risk of damage Low Repairs carried out as requested.  Assets insured against willful/accidental damage. Adequate  
         
Street Furniture        
Risk damage/injury to third parties Low The PC is responsible for one bench and would respond to any faults and damage reported at the next meeting.  Unless immediate repair was required. Adequate  
         
Meeting Location        
Adequacy Low The meeting room is adequate and complies with Health and Safety. Adequate  
         
Council Records - Paper        
Loss through fire Low The PC hard copy records are stored in a cabinet in the Chapel Schoolroom.  Records include historical correspondence, minute books, deeds, planning applications  etc. Adequate  
         
Council Records - Electronic        
Loss Low  The PC records are held on the cloud and backed up on an independent hard drive. Adequate  
         
approved 9.12.2020