Clyro Community Council

RISK ASSESSMENT 

                                                                                        CLYRO COMMUNITY COUNCIL

                                                                                                                                       RISK ASSESSMENT
                                                                                                                             Reviewed and adopted June 2010

  
PURPOSE OF RISK ASSESSMENT REVIEW
 
This document has been produced to enable the Community Council to review and assess the risks that it faces and satisfy itself that it is taking adequate steps to identify, minimise and control risks.

 Members are ultimately responsible for risk management and should, therefore
take steps to identify key risks facing the Council evaluate the potential consequences to the Council if an event identified as a risk takes place
decide upon appropriate measures to avoid, reduce or control the risk or its consequences.

Currently identified risks have been divided into a number of categories as shown below. For each category the actions currently being taken to manage the risks are recorded.
 
FINANCIAL CONTROL

Risk management is not just about financial management: it is about setting objectives and achieving them in order to deliver high quality public services. Local councils are responsible for strengthening their own corporate governance arrangements, improving their stewardship of public funds and providing assurance to taxpayers.
Clyro Community Council seeks to maintain financial control by a number of mechanisms.
 
 Bank Accounts
 
The Community Council has 2 bank accounts: a current account and a reserve account.
Any money received is paid into the current account by the Clerk.
All payments are made using cheques drawn on the current account.
3 Councillors are authorised signatories and all cheques are signed by 2 of those Councillors and the counterfoils initialled.
Transfers between the 2 accounts are made on the signed authority of 2 of the authorised signatories.

Assets and Borrowings
 
Apart from funds held in the reserve account no other financial investments are held. Nonetheless the Council reviews and approves its investment policy annually. The Council maintains a list of assets that it owns and reviews and amends the list as necessary. There are no outstanding borrowings.
 
Annual Budget
 
The Council produces a budget each year in December which conforms to the Council’s agreed Standing Orders and Financial Regulations.
The details of the budget and standing orders are made public by a number of means including the Community Council section of www.Clyro.org website.
The precept is set on the basis of the budget.

Financial Reporting
 
At every monthly Community Council meeting the Clerk presents the most recent bank statements.
Prospective payments are itemised on the agenda for each meeting and are separately minuted. Minutes and agenda are displayed on the Community Council’s notice board and also on the Clyro website.
Any proposed unbudgeted expenditure is indicated as such to Councillors.
All payments are approved by the Council at monthly meetings (to which members of the public are invited) and cheques are presented for signature at the meeting.
No petty cash is kept by the Council. Minor expenses are paid by the Clerk, who invoices the Council for reimbursement.

Auditing of Accounts
 
The Council has an internal auditor who assists the Council in ensuring that controls are being properly exercised.
The Council has its accounts audited each year by external auditors.

Best Value
 Procedures for placing orders are reviewed as needed. The normal practice is to seek competitive quotations although there may be occasions when the Council would wish to use the services of local charities. For any major contract services, formal competitive tenders will be sought.
Donations

All donations by the Community Council are made in accordance with the Council’s powers under Sections 137 and 139 of the Local Government Act 1972.

Review of Financial Regulations
The Council’s financial regulations are reviewed and approved by the Council every year.

Fidelity Guarantee
The Council has Fidelity insurance cover (up to the value of £10,000) in the event of loss of cash through theft or dishonesty.

Responsibilities of Councillors

The Council has adopted a Code of Conduct for Members. Councillors are bound by this to declare an interest in any matter which may directly affect or benefit them and not take part in discussion or decisions affecting the matter in question.
Councillors undertake not to represent the Council, without the previous agreement of the Council as a whole, nor do or say anything which might render the Council liable for any financial expenditure or commit the Council to any future action or decision.

Responsibilities of the Clerk

General responsibilities: The Clerk undertakes not to act on the Council’s behalf except as instructed by the Council.
Computer data safety: All necessary procedures and documents are computerised and all relevant areas of the Clerk’s computer are backed-up regularly to disc.
The Clerk as RFO is responsible for ensuring that all requirements are met under employment law and Inland Revenue regulations and that VAT is reclaimed.
Protection of physical assets

Physical assets are insured under Zurich Municipal Insurance Company Policy no. YLL-1229038873.

Assurance to Taxpayers

In addition to the measures and procedures outlined above, the Council has published a Freedom of Information Scheme, which is reviewed annually. Information about the scheme is displayed on the Clyro Community Council notice board and on the Clyro website.

Enquiries from the public are promptly responded to. Letters are read to the Council at the monthly meeting following receipt, minuted, replied to by the Clerk as instructed by the Council, and filed.
 
HARM TO THIRD PARTIES
 
The Council regularly undertakes a visual inspection of the condition of its assets to ensure that its health and safety obligations are met and it takes appropriate action to minimise any risk of injury to third parties.
 
 I nsurance Policy

The Council has public liability insurance cover (up to the value of £5,000,000) to enable it to meet any third party liability that it might face if an accident were to occur and the Council found to be in default of its duties. The level of cover is reviewed annually.

Principal areas of risk

In addition to the general undertaking above and the insurance cover secured, the Council seeks to manage this risk by the following further measures:-
 
Site visits

Site visits in connection with planning applications are agreed and arranged by the Council in advance. Councillors do not enter onto land without the prior permission of an arrangement with the landowner or his/her agent.

Regular maintenance of physical assets

Village Green: The site is visited regularly to check condition of the path, remove any litter and to report anything that could be dangerous to users such as broken glass.
Benches: The four benches are visited each month to check their condition, remove any litter and to report anything that could be dangerous to users such as broken glass.
Standing stones: Visited and checked every month.
Notice and information boards checked every month.

Fire risk assessment

The Council under took a fire risk assessment, as per new regulations, on10 ^th April 2007.
At every meeting there is now a delegated responsible person, or persons, depending on the size and mix of public attending.
At the start of meetings the responsible person informs the public where the fire escape routes are, and assembly point
This risk assessment to be reviewed yearly