Risk assessment adopted (24 May 2017)

HELMDON PARISH COUNCIL
RISK ASSESSMENT
The following control systems are in place to ensure that Helmdon Parish Council is doing everything possible to protect the electorate from financial risk and harm. The
Risk Assessment document will be reviewed annually.
FINANCIAL RISKS
RISK
1. Risk of funds being unavailable due to employee’s unauthorised removal or mismanagement.
MITIGATION MONITORING/ACTION
1. Fidelity Insurance up to £100,000.
2. All expenditure to be approved at council meetings, following inclusion within the
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informed of monies paid to the Clerk, or any other employee.
5. Year-end accounts will be prepared by the RFO for circulation to the Parish Council by
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2. Risk of accounting errors due to lack of financial control.
 agenda for that meeting (open to public inspection).
3. Requirement for two Councillors to authorise all payments.
4. The RFO will make regular returns to the Inland Revenue to ensure that they are kept
Financial statement received at every parish council meeting.
The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
the end of April following the financial year-end on 31st March.
Appointment of Independent Internal Auditor will be reviewed annually at the AGM
in May of each year.
Council to obtain employment references covering the previous three years for all new employees. Where employment references are not available, and having established an acceptable reason why, character references must be sought.
No petty cash to be kept.
Clerk to claim expenses at least quarterly.
1. The RFO’s job description to be reviewed annually.
2. All financial documentation will be held by the Responsible Financial Officer, e.g.
cheque books, paying in books, invoices, receipts, bank statements, VAT reclaim papers, electronic receipts and payments accounting system.
3. Back up of computerised systems to be undertaken at least monthly and a disk passed to the Chairman of the Finance Committee.
4. Approved payments will be entered on the computerised receipts and payments
HPC System of Internal Controls 1 of 4 Helen du Bois
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The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.

HELMDON PARISH COUNCIL
RISK ASSESSMENT
system as soon as reasonably practicable after the meeting authorising payment.
5. Receipts will be entered on the computerised receipts and payments system upon
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3. Risk of budget overspend
4. Risk of under insurance of parish council assets receipt and banked by the RFO as soon as reasonably practicable.
Bank statements will be reconciled with the computerised receipts and payments system.
VAT will be reclaimed at least annually.
A receipt will be issued for all monies received by the Council, except items received through BACS.
Appropriate training to be provided for RFO as and when needs identified.
1. A Budget meeting will be held annually to determine the budget for the following financial year and to determine the precept to be applied for.
2. There will be an annual review of contracts e.g. grass cutting, on each anniversary of the grant of the contract.
3. The Contract of Employment and salary of the Clerk, or any other employee, will be reviewed annually at the Budget meeting.
1. Insurance cover will be reviewed annually to ensure adequate cover is maintained.
2. An Asset Register will be maintained by the Clerk and updated at the time assets are
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added or removed, and will be presented annually to the Finance Committee.
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HPC System of Internal Controls 2 of 4 Helen du Bois
The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.
The Finance Committee will carry out a regular review of the accounts (at least every six months) and report their findings to the Council.
Financial Regulations to be reviewed annually.

HELMDON PARISH COUNCIL
RISK ASSESSMENT
PUBLIC LIABILITY
5. Risk of harm to public using benches within the parish.
1. Public liability insurance up to £10 million.
6. Risk of harm to public using play equipment on school field.
1. Public liability insurance up to £10 million.
7. Risk of harm to public from streetlights within the parish.
1. Public liability insurance up to £10 million.
8. Risk of harm to public from War
Memorial and surrounds.
1. Public liability insurance up to £10 million.
9. Risk of harm to public using
Allotments within the parish.
1. Public liability up to £10 million.
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Annual inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
Annual inspection by qualified inspector.
Bi-monthly inspection by Playground
Committee.
Records of inspection kept by the Clerk.
Playground Committee authorised to take appropriate action when damage is reported.
Annual inspection by EON within maintenance contract.
6-monthly inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
Annual inspection by nominated risk assessment councillor(s).
Records of inspection kept by the Clerk.
6-monthly inspection by Allotments
Committee.
Records of inspection kept by the Clerk.

HELMDON PARISH COUNCIL
RISK ASSESSMENT
EMPLOYER’S LIABILITY
10. Risk of compensation claim from employee for malpractice or injury.
1. Contract of Employment issued to employee within 2 months of commencement of employment.
2. Job description of employee reviewed annually.
3. Appraisal carried out annually in October by Chair & reported to council at the next council meeting.
4. Matters relating to employees to be discussed in confidence – (public and press to leave the meeting room as well as employee) and minutes recorded as confidential.
5. Appropriate training to be provided for all identified training needs necessary to carry out role.
6. The Clerk/RFO will raise any concerns about their working station and immediate working area (where working from home) with the council and action will be taken to reduce risks.
7. Appropriate equipment to be provided to ensure that employee can carry out role effectively and safely.
Adopted by Council (date) ____________24 th May 2017___ Signed (Chair) ______________________
Next review due: May 2018
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 The Clerk to agenda items for annual review.