missing assets. Facilities out of use for a period. Staff act as key holders; plus, also PC employ keyholding company for out of hours Computers regular onsite and cloud back-up Contact for computer back-ups with external company Review effectiveness of backup system. Assets Maintenance of buildings etc Medium Cost of replacing damaged assets, facilities etc. Staff undertake regular building and facility checks; H&S inspections carried out regularly Inspection reports held Review adequately and type of inspection to ensure compliance with legislation Finance Banking Medium Cash flow problems. Increased potential for fraud Regular banking and reconciliation of statements. Mandate kept up to date. Reconciled bank statements. Current bank mandate. Review bank mandate to ensure cheque signatories are up to date.
Finance Risk of consequential loss of income Low 1 . Loss of key data. Adequate level of insurance cover. Any important documents backed up, kept in locked filing cabinet. Computers regular, onsite and cloud backups Ensure buildings are maintained in a useable lettable condition Current insurance policy schedule. Data backup. Numbers of bookings Review the need for consequential loss insurance cover. Storage of key documents when obtained should be in a fireproof lockable cabinet. Finance Loss of cash through theft or dishonesty Medium 3 Adverse publicity for the council on disclosure. Reputational risk. Financial loss. Adequate level of fidelity insurance cover, with a minimum of £10,000. Insurance policy document Review level of fidelity insurance relevant to size/activity of council. Finance Financial controls and records Medium 3 Lack of control over the Council’s assets. Higher likelihood of fraud or Accounts and asset register prepared on appropriate computerised accounting system. Bank reconciliations undertaken on a regular basis. Expenditure Monthly bank accounts statements. Bank reconciliation statements. Signed expenditure payments reports. Set up of computerised asset register and reconcile to agreed insurance values. Update asset
of assets. Ineffective reporting. Qualified internal and external audit reports. payments approved by council. Minimum 2 council signatories on cheques. Approved signatories on bank mandate. register for all future assets purchased. Finance Compliance with HMRC regulations Medium 2 Penalties and/or fines for late returns, errors on submissions etc. Reputational risk and adverse publicity. Use external advice when necessary. Submit initial VAT return when £100 reached then at least annually. Submit payroll end of year returns online, on time. Internal and external audit review. VAT returns and workings. Payroll submission confirmations. Ensure VAT period in the accounts is closed off after preparing the VAT return. Finance Budgets supporting annual precept Medium 2 Council receives less funding than is required to meet its obligations and objectives. Council prepares detailed budget in late Autumn. Precept determined directly from this budget. Actual expenditure versus budget reported to Council quarterly. Annual budget statements of council, with minuted approval. Budget versus actual statements with minuted approval. .
Finance Compliance with borrowing restrictions Low 1 Council acting outside it’s powers Justification for any additional borrowing fully reviewed and approved by Council. Internal and external audit reviews. No new borrowing being considered at present. Liability Risk to third party, property or individuals Medium 3 Funding cost of a successful action or claim against the Council. Reputational risk. Public liability insurance cover (£10M). Current insurance policy. . Liability Legal liability as a consequence of asset ownership (e.g. burial grounds, play grounds, community centres. Parks etc) Medium Adverse publicity, potential injury/death Funding costs to defend action against council/court fees Appropriate viability insurance for all assets, volunteers etc. Appropriate levels of reports for assets maintenance Up to date risk assessment policies Insurance policy Recorded risk assessments/ inspection reports Continue to monitor/check for charges, dangers etc. review on regular basis
Liability with employment law Medium 3 Employee dissatisfaction and disputes, potentially leading to industrial tribunal. Relevant staff training and experience. Advice from relevant professional advisers and membership bodies e.g. LRALC Code of Conduct training for members. Employers liability insurance Staff qualifications and training records. Membership confirmation. Contractual arrangements with professional advisers. Current Employers Liability insurance certificate. Liability with HMRC requirements Medium 3 Fines and penalties for late returns, errors etc. HMRC investigations. Relevant staff training and experience. Advice from HMRC as required. Internal and external audit reviews. Records of HMRC returns and submissions. Liability Safety of and visitors Low 1 Funding cost of a successful action or claim against the Council. Reputational risk. Adequate insurance. Health & safety policy in force Current insurance policy. Health & safety policy document. compliance
Legal liability Ensuring activities are within legal powers Low 1 Potential reputational and financial risk. Parish Clerk clarifies the legal position on any new proposal put before the Council. Legal advice to be taken when necessary. Standing orders and financial regulations up to date and fully complied with. Council minutes. Standing orders and financial regulations document. Review annually and Council to minute this (irrespective of any changes made). Legal liability Accurate and timely reporting via the minutes Medium 3 Inappropriate or no actions undertaken. Reputational risk. Non with the Freedom of Information Act Full council meets regularly and receives and approves minutes of meetings. Minutes made available to public via the Council website. Council minutes (hard copy and via the web) Minutes of Council and committees to be uploaded onto website once approved draft available if requested. Legal liability Proper document control Medium 2 Loss of key data. Confidential data compromised. Any key legal documents kept in locked cabinet at Clerks home. Computer backed up regularly using on site and off site back up facilities. Schedule of any documents contained in locked cabinet. Review levels of documents’ kept to a minimum