Risk Assessment
ASHBY DE LA LAUNDE WITH BLOXHOLM AND TEMPLE BRUER WITH TEMPLE HIGH GRANGE PARISH COUNCIL
Purpose of Document
This document is produced to enable the Parish Council to assess risks that it faces and satisfy itself that it has taken adequate steps to minimise the risks. This will enable the Council to make an adequate declaration in its return to the external auditors.
The risks have been divided into a number of categories as shown below. For each category the action currently being taken to manage the risks are recorded.
Loss of Financial Control
The Council maintains financial control by a number of mechanisms.
Asset Register
The Council maintains list of assets that it owns and reviews and amends the list from time to time.
Bank Accounts
The Council has 1 bank account, a Treasurers account. North Kesteven District Council pays all money received into the current account. Three Councillors are authorised signatories and cheques are signed by 2 of those Councillors and counterfoils initialled.
Annual Budget
The council produces a budget in November and the precept is set on the basis of these figures.
Financial Reporting
At every Parish Council meeting the Parish Clerk presents a balance sheet showing income and expenditure and a statement of payments due. Cheques are presented for signature at the meeting. Any un-budgeted expenditure is reported. A bi-monthly bank reconciliation is also presented and initialled by the Chairman.
Auditing of Accounts
The Council has an internal audit, under LALC guidance or independent instruction that satisfies County Council requirements, who assists the Council in ensuring that controls are being properly exercised. The Council has its accounts audited each year by external auditors following the Accounts and Audit Regulations, appropriate guidance and proper practices.
Best Value
The Council follows procurement procedures as detailed in their Financial Regulations (formally adopted May 2007 – updated March 2022). These Financial Regulations along with Standing Orders are annually reviewed. The normal practice is to seek competitive quotations although there will be occasions when the Council would wish to use the services of local contractors.
Data Protection
All files are stored in a fireproof metal filing cabinet. Computer files are backed up on an external hard drive on a monthly basis – under the audit recommendation, the hard drive is stored at alternative premises i.e. Chairman in case of fire at clerks home.
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. The Council has insurance cover 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.
This Risk Assessment was adopted by the Council at its meeting held on 13 July 2011 and reviewed on 21 May 2014, 20 May 2015, 18 May 2016, 24 May 2017, 23 May 2018 and 20 May 2019, 16 Mar 2022.