Risk Register

RISK

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I

Risk Score

RISK REDUCTION ACTION

1. Assets & Services under Parish Council Control

Cemetery safety

1

3

3

• Memorial safety inspections at least five yearly (currently annually) with removal and rectification of safety issues as required.

• Tree safety surveys done at recommended intervals. Works identified carried out.

• Clerk and two Councillors attended cemetery management workshop in 2017.

• Two Councillors attended professional assessment of Cemetery memorials in 2017, one of whom remains on BPC.

• Risk assessments carried out on new projects.

Loss of Cemetery records

1

3

3

• Maintain regular back-up of PC computer records

• Cemetery records kept in bound book are being moved onto Cemetery management software which has cloud backup.

Bus shelters, bench seats.

1

1

1

• Annual inspection in autumn.

• Maintenance work as required.

War memorial

1

3

3

• Annual inspection in autumn.

• Maintenance work as required.

Health and Safety issues

1

3

3

• Risk assessments carried out on new projects.

Churchyard

Churchyard

1

3

3

• Churchyard wall inspected and preventive maintenance carried out where possible.

• Churchyard wall is not insured in the event of subsidence.

• Churchyard gates require maintenance. Corroded lychgates have been removed and stored in the Church.

• Memorial safety inspections at least five yearly (currently annually) with removal and rectification of safety issues as required.

• Tree safety surveys done at recommended intervals. Necessary works identified carried out.

• Clerk and two Councillors attended cemetery management workshop in 2017.

• Two Councillors attended professional assessment of Cemetery memorials in 2017, one of whom remains on BPC.

• Risk assessments carried out on new projects.

Sudden large expenditure required or

excessive underbudgeting

3

2

6

• BPC holds earmarked reserves and six months operating costs as unearmarked general fund

• Insurance in place with major insurer (Zurich) to cover major risks except churchyard wall subsidence (not insurable)

• Resort to other funding sources or Public Works Loan Board

• Correct deficit via budget planning over subsequent years

• BPC reviews budget requirements in advance of precept being set by the Council

Failure to keep accurate and secure financial records

1

3

3

• Clerk presents to PC meeting quarterly: bank reconciliation (signed off by a councillor) and financial reports, and BPC has an annual formal internal audit.

• Clerk’s electronic records (which include all contracts/balance sheets/budget records) synced to cloud drive & also backed up regularly to password protected encrypted hard drive and to cloud archive.

• From 22/23 finances managed in cloud based accounting software which is backed up.

Financial impropriety by Clerk

1

4

4

• Clerk not an account signatory.

• Clerk’s formal accounts reviewed regularly by PC and annually by internal audit.

• Clerk’s personal invoices and expense claims reviewed by PC and annually by internal auditor.

• Insurance cover held.

Financial impropriety by Councillors

1

4

4

• All Councillors submit statutory Register of Interest forms and subscribe to Code of Conduct.

• 2 signatories required for all payments.

• Councillors’ expense claims reviewed by Clerk, PC and annually by internal auditor.

• Insurance cover held.

Loss of income via public liability

claims

1

2

2

• Public liability insurance cover

• All reasonable steps taken to reduce risk.

Failure to achieve a balanced budget

1

3

3

• Regular financial reports from Clerk.

• Quarterly reports of expenditure against approved budget.

• End of year projections provided annually by Clerk to allow for modifications in spending.

• Draft budget submitted annually by Clerk for advance approval.

• Precept reviewed annually by PC, and changed as required.

Lack of contingency planning in event of loss of Chairman through illness or sudden death

1

2

2

• Vice Chair elected annually.

• Training encouraged. Whole Council training organised by BPC.

Lack of contingency planning in event of loss of Clerk through illness or sudden death

1

2

2

• Former, other local Parish Clerks or DALC Locum service would be invited to offer emergency assistance.

• DALC available for advice.

• See also Business Continuity Plan.

Clerk not capable and/or resourced to carry out the role of proper officer and RFO

1

4

4

• The Clerk is CiLCA qualified .

• The Council has increased the core Clerk hours to those believed to be adequate to carry out all core tasks.

• BPC has a residual backlog of work for review and completion because hours were not adequate historically. The Clerk and BPC are working to resolve this over time, prioritising work and prioritising BPC’s own risks over Parish projects.

Loss of BPC’s reputation due to mismanagement or by Cllrs’ breach of the Code of Conduct

1

4

4

• BPC aims to deliver a high standard of service to and with the community, transparent decision making, and sound internal processes.

• It considers its practices and makes improvements.

• It discusses the Code of Conduct and all Cllrs take responsibility to ensure it is implemented.

Adequate insurance not held

1

4

4

• Clerk audits extent to which insurance package is adequate, taking advice as necessary, and make recommendations to PC in advance of annual cover renewal

• Review suitability annually before insurance renewal

• Holds specialist PC cover see Schedule.

6. Parish Maintenance

Mis-development of Parish

2

2

4

Where developments approved, take all steps to ensure that they are undertaken to the minimum detriment of the Parish.

Where plans have yet to be approved, to take maximum action to ensure the long-term interests of the Parish and its community are protected.

BPC has considered supporting the preparation of a Neighbourhood Plan and deferred due to loss of grant funding and changes in planning policy/relevance.

Severe weather

2

2

4

Maintain Snow Warden Service / Retain volunteer support to assist in poor weather. SW role currently vacant.

BPC has facilitated the creation of a Blackawton Emergency Hub and shared householder resilience information with the community.

Miscellaneous emergencies

2

2

4

BPC has facilitated the creation of a Blackawton Emergency Hub and shared householder resilience information with the community.