Hanworth Parish Council

Risk Management Policy

 

 

About the Council

Hanworth Parish Council is a small parish council as defined by the Local Audit and Accountability Act 2014.  The Council has varying activities and functions and is currently insured through Came & Company. The Insurance Policy is for a term of 1 year, and is due for renewal /05/2023.

 

The contact details for the insurers are:

 

Came & Company

Blenheim House

1-2 Bridge Street

Guildford GU1 4RY

 

 

The Clerk retains the insurance file and will deal with all matters relating to risk and insurance. This is detailed in the Clerk’s Job Description and supported by ‘Governance and Accountability 2019’. The Council supports the Clerk in this role by providing training opportunities. The Council agrees the Risk Management Policy which is reviewed every year.

 

 

 

Main Actions in relation to risk management

• The Asset Register is updated during the course of the year by the Clerk.
• Risk assessments (Health and Safety) are written and updated by the Clerk where appropriate, or another designated body. Copies of risk assessments are retained.
• Sites are inspected at least annually and records are retained.
• Play Areas are inspected weekly and an annual inspection must be carried out by an external qualified inspector. All inspections must be retained for at least 22 years.
• The Council reviews the Insurance Policy prior to renewal.
• Financial Risk Assessments are carried out by the Clerk / Responsible Financial Officer, as required.
• Documentation is kept safely and securely.
• The Council reviews its systems of Internal Control at least annually.

 

 

The Risks identified for the Council [Example below]:

 

Risks	Likelihood v Impact = Risk Rating	Mitigation	By what means	Action
Operational
Staff (Clerk)	High ·        Accident at work ·        Sickness ·        Terminates employment	Employer’s Liability in place Lone Worker’s Policy Adequate Working Balance Adequate Working Balance	Insurance Policy   Budgeted	Clerk and Council
Members of the public attending meetings	Low ·        Accident ·        Incident	Public Liability Insurance Visual Inspection – recorded Standing Orders in place	Insurance Policy Village Hall Chairman / Committee or Council	Clerk VH Chairman / Committee
SAM2 Speed watch volunteers	Medium ·        Roadside accident ·        Lifting heavy equipment	Risk Assessment and training for use of SAM2 provided Public Liability Insurance Asset Insurance	Westcotec Council £10 million Public Liability Insurance Policy Asset Register maintained and Insurers advised	Clerk arranged   Asset Register updated annually by Clerk
Contractors	Medium ·        Public accident	Public Liability Insurance Contractors own Public Liability	Insurance Policy Council and Contractor (£10 million)	Clerk
Risks	Likelihood v Impact = Risk Rating	Mitigation	By what means	Action
Financial
Cash flow and end of year balance	Medium	Budget prepared Budget Monitoring document provided to members Reserve funds allocated Fidelity Guarantee in place Internal Controls in place	Clerk / RFO       Insurance Policy Policies reviewed annually	Council to agree and review
Handling of cash	Medium	Two people designated to count and bank cash	Insurance cover for retention of cash	Council to agree and review
Audit challenges	Medium	Audit control policies in place and reviewed	Clerk / RFO	Council to agree and review
Data Protection	Medium	DPO appointed Clerk and Councillors trained Finance Committee has delegated power to manage the process Data Protection Policy adopted	Clerk / RFO Clerk / Councillors Finance Committee   Council	Council to agree and review

 

[Policy Document]

 

Date agreed: May 2022

 

Date to be reviewed: May 2023

(1 year from date of agreement)

 

 

 

Hanworth PC Expenditure/Bank Reconcilliation April 2021-March 2022
Opening Bal 01/04 2,041.89
Income (Precept)    2,300.00

Unity Bank Ref              36.00

Total                            4,377.89

Less Expenditure      1,623.15

Bank bal 31/03/22    2,754.74

08/04/2021 100409 Charles Matts 200.00
16/04/2021 100407 ICO 40.00
22/04/2021 100410 W Beauchamp 75.00
” 100412 Gill Wilton 159.51 159.51 2,410.34
05/05/2021 100411 David Peto 51.84 5
06/05/2021 Bank Ch 1.80 1
02/06/2021 100414 D C Holroyd Salary/office230.00
07/06/2021 100413 Came & Co 218.00 2
05/07/2021 Bank Ch 3.60
04/08/2021 Bank Ch 1.80
19/08/2021 100415 D C Holroyd salary/office 231.00
14/09/2021 Bank Ch 3.60
30/09/2021 Service Ch 18.00
31/12/2021 Service Ch 18.00
07/03/2022 D C Holroyd Sal/office205.60
Nfk PTS 50.00
NJ Holroyd (Keys for Notice Board)40.00
Wayne Beau (Web) 75.00
HMRC Tax 83.60
ICO Subs 35.00
30/03/2022 D C Holroyd Sal/office207.80
31/03/2022 Bank Charge 18.00

Minutes of a Meeting of Hanworth Parish Council in Hanworth Memorial Hall on
Wednesday 2nd February 2022 at 7.00pm

Present: Gill Wilton, Sally Martin, Gill Catling, Robert Ranger, Cllrs Saul Penman (NCC), John Toye (NNDC), Peter Low, Tony Hadlow, Dee Holroyd (Clerk).

1. Apologies for Absence: Sue Francis, Charlie Penrose

2. Co-option of Member of Parish Council: All members of the PC agreed to the co-option of Peter Lowe. PL took his seat at the table.

3. Declarations of Interest Sally Martin, item 9.

4. Cllrs Saul Penman and John Tye: Cllr CT reported:
Council tax will be raised this year by about £5. Car park fees will also go up by 10-20p per hour (season tickets are available).
A plan for the environment is about to go before the Council. Miyawaki forests, which grow faster and absorb more carbon, are being planted. Offers of help always welcome.
NNDC is introducing a walking and cycling plan in North Norfolk. JT would ask parish councils for ideas for routes.
Cllr Saul Penman reported that NCC would probably sanction a 2.99% increase in Council tax. There would be some cuts to services.
A Highways budget of £10,000 is available to each County Councillor. HPC should let Cllr SP know if there are any Highways problems lying outside the normal Highways remit, which needed to be addressed. The gate across the road leaving the Common at the Hanworth Hall end needed replacing.
The expansion of North Walsham and the Local Plan. JT confirmed a new road connecting the Norwich Road with the Cromer Road and new infrastructure would be built.
SP was thanked and left the meeting at 7.25.

6 Minutes of the Meeting held on 10th November 2021:
were agreed and signed by the chairman. Proposed GC seconded RR.

7. Matters Arising:
County Broadband: This was a way of bringing superfast broadband to all houses within a village. Installation was dependant on enough people signing up. CB were giving presentations to villages.

8. Phone Box: Allowance had been made in the Budget for repair. The box needed levelling and re-painting. Tony Hadlow might be able to do this with assistance. GC asked about putting a defibrillator in the box. JT suggested a grant might be available for up to 90% of the cost. A defibrillator would require monthly checking and training would be available.

9. NNDC Local Plan. Ten houses would be put up in Aldborough. Houses were planned for North Walsham, Cromer and Fakenham, but would not affect Hanworth. Mark Atwell, Planning Policy Manager, NNDC would give a presentation. JT would find a central location where a joint meeting of the PCs he represents, would be held.

10. Planning EF21/3478 SM declared an interest. The application was to rebuild Taylor`s Lodge, Gunton Park on, but slightly exceeding, the footprint of the original cottage. All agreed that that the PC supported this proposal.

11. Platinum Jubilee Celebrations: The meeting was closed to allow suggestions from the floor. Tony Hadlow suggested a joint approach from the Commons Committee, the Memorial Hall Committee and the PC and perhaps Sustead PC. An evening function was preferable and could be advertised on notice boards, on the church door in Gunton Park and the Hanworth Herald. A suggested date for a bar b q and bonfire was Friday 3rd June. GW asked for a meeting date to be arranged.

12. Financial Report: the clerk reported a current credit balance of £3,000. The precept was due in April. RR asked for another signatory to be put in place. GC volunteered.

13. Any Other Business: the path from the gas compound running along the hedge to the Felbrigg Road, had been registered.

Sewers: GW read a letter from Anglia Water. Possibly planning could begin next year.

Grit Bins. The one at the junction with the A140 would be removed. One could be placed outside the church, perhaps using money from Saul Penfold`s fund.

Sally Martin reported an improvement in behaviour of drivers in White Post Road, and mentioned the great success of the appointment of Heather Butcher, as vicar to Hanworth.

CAB appeal. It was felt that PC money belonged to and should be used for the benefit of Hanworth residents. No donation to be made.

14. Date of next Meeting: Wednesday 4th May at 7.00 pm