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Risk Assessment

OXTON PARISH COUNCIL - RISK ASSESSMENT

 Last revised May 2016

 RECREATIONAL AREA

 

Item

Risk

Description

Action

Play equipment

Risk due to defective equipment

Annual professional safety inspection, Monthly general inspection .Both reported to Council for action within guidelines.

 

 

 

 

 

 

Authorise Chairman & Clerk to take immediate remedial action in event of emergency

 

Annual inspection completed by accredited company.  Completion of monthly inspection.

Council to determine any remedial action required. Ensure sufficient budget available to cover emergency repairs.

 

Council to cordon off damaged equipment when necessary.

Chairman & Clerk to agree any action required and deal as a matter of urgency.

 

Bonfire/Play Area

People using equipment when unsafe to do so

Adults & Teenagers use play area at time of bonfire creating a serious risk  to users and particularly to children

Conditions to be inserted in the agreement with the organisers of the bonfire permitting organisers to use the site on the following conditions:

-  swings are disabled during the event.

-  signs are put up to publicise that the playground must not be used

- playground area is taped off ensuring a highly visible deterrent

Bonfire

Risks to public safety and adherence to legislation

Council to ensure provisions made by bonfire organisers meet Councils and Statutory requirements as listed in the Environment Agency regulatory position statement:-

- the material being kept and burned is suitable for purpose

- the size of the bonfire is appropriate for the event and the activity does not risk or cause pollution

- adequacy of insurance and safety precautions taken.

An agreement to be made with the organisers of the bonfire that permission to use the site is granted subject to the following conditions:

-No commercial vehicles deliver material to the site

-All deliveries of materials are supervised and controlled

-The Parish Council will control the opening and closing of the access gate by key at agreed times. No one else will be allowed to open the gate.

-No environmentally unsuitable material is burnt. According to EA regulations unsuitable materials include plastics, rubber, glass ,metal, wood that has been chemically treated

-No unused fireworks are to be burnt on the fire and buckets of water be provided for disposal of used sparklers

 -The ground is checked thoroughly for metal and glass following the bonfire and any items of this nature removed from the site.

-Evidence of a plan for parking provision and traffic control is provided to ensure emergency vehicles can access the village.

Bonfire Insurance

Risks to Council

Adequacy of  bonfire organiser’s insurance to cover any Council liability

Require written assurance from organisers of the bonfire that their insurance is adequate to cover any risks to Council.

Hedges

Risk due to proximity of recreation area.

Council may be held liable if damage caused by overgrown hedges

Ensure sufficient budget available to cover emergency work. Inspect annually and arrange for any necessary trimming of hedges.

Trees

Risk of falling branches.

Council may be held liable for any damage caused by falling branches

Ensure sufficient budget available to cover work. Inspect annually and arrange for any necessary trimming/lopping of trees if required.

Tripping Hazards

 

 

 

Stones adjacent to field gate may be a risk to pedestrians

 

Mole hills and rabbit holes on playing field.

 

Depressions in access to playing

Field

 

 

To prevent vehicular access but placed across the pedestrian access.

 

 

Mole hills and rabbit warrens are present.

 

 

Natural depressions in earth

Monitor accidents in a 12 month period commencing April each year

 

Monitor accidents in a 12 month period commencing April each year.

 

Monitor for accidents in a 12 month period commencing April each year.

 

 

 

Rubbish

Risk from bottles and cans

Glass bottle and tin cans could cause injury and Council my be deemed liable

Arrange for contractor to empty waste bins fortnightly. Play area rota volunteers to clear any safe surface rubbish and report any dangerous substance to the Clerk or a Councillor as a matter of urgency.

Parish benches

Risk to users

Unsafe benches may cause harm to users.

Arrange bi-annual inspections and arrange for any necessary repairs. Ensure budget available to cover repairs.

 

 

 

FINANCIAL AND INSURANCE.

 

Item

Risk

Proposals

Action

Insurance

Adequacy of insurance

Maintain an up to date register of assets.

Prior to renewal, review annually the risks and adequacy of cover.

Maintain insurance cover with reputable insurers.

Clerk

 

Council

 

Council

Financial

Adequacy of Standing Orders and Financial Regulations

Review annually to ensure continuing relevance and adequacy of Standing Orders and Financial Regulations.

Ensure compliance with above when carrying out Council business.

Ensure that all expenditure is within the Councils legal powers.

Council

 

 

Council & Clerk

 

Clerk

Accounting

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Accounting contd.

Non compliance with accounting procedures.

Ensure annual accounts are prepared on time for submission to Council for approval prior to submission to Audit and Annual Parish Meeting.

Ensure appointment of Internal Auditor with suitable experience.

Council to consider all Internal and External Auditors comments and recommendations.

Ensure all activities comply with the Financial regulations.

Record in minutes all expenditure approval.

Reconcile bank statements and Receipts and Payments records monthly. A member of the council to check the reconciliation at each meeting.

Ensure VAT payments recorded and reclaimed annually.

All ad hoc income to be supported by a receipt.

Clerk

 

 

 

Council & Clerk

 

Council

 

 

Council & Clerk

 

Clerk

 

Council & Clerk

 

 

 

 

Clerk

 

Clerk

 

 

Precept

Properly identify Councils legitimate financial requirements.

Ensure the budget requirements are submitted to N&SDC on time.

Carry out budget assessment prior to precept submission.

Undertake regular reviews of income and expenditure against budget

Clerk

 

Council & Clerk

 

Council & Clerk

 

 

ADMINISTRATIVE RISKS

 

Some administrative risks are included in the Standing Orders i.e. procedures when there is no Quorum.

 

What if the Village Hall is not available for meetings due to circumstances beyond the Management Committees control?

Chairman and Clerk to agree a suitable alternative (not a pub or home) within easy reach

ACTION BY: CHAIRMAN & CLERK

What if the Clerk is not available at a meeting?

The Chairman can opt to run the meeting and ask a member to take the minutes or arrange an alternative date when the Clerk is available.

ACTION BY: CHAIRMAN

Loss of Clerk.

Permanent loss to be immediately advertised and request assistance from Councillors or experienced Clerks in adjacent Parishes latter also for non permanent situations.

ACTION BY: COUNCIL

What arrangements are in place for protecting important documentation?

 

 

 

 

                                

Property deeds are now registered with Land Registry.

 

Minutes for all Councils meetings prior to current to be held in County Archives. Current Council minutes to be held on hard copy and computer by Clerk with back up on Web site for all minutes since its introduction.

ACTION BY: CLERK

 

Back-ups of information held on computer to be made on a regular basis and held by Chairman

ACTION BY: CLERK

Requests by public for information.

All requests to be forwarded to the Clerk. Access to information to be in accordance with the Councils approved Publication Scheme under the Freedom of Information Act 2000.

ACTION BY: CLERK TO DEAL

Consultation requests.

All consultation requests to be considered by Council and action agreed.

ACTION BY: COUNCIL & CLERK

Code of Conduct.

All Councillors will adopt the Model Code of Conduct, submit and maintain a Register of Interests

ACTION BY: COUNCILLORS & CLERK

 

 

 

CRIME AND DISORDER

 

Item

Risk

Description

Action

Crime and Disorder

Decisions are made which lead to an increase in crime and disorder

Council must give consideration to any decisions made in order to ensure they do not have the effect of increasing crime and disorder

Include in minutes