BROMHAM PARISH COUNCIL
POLICY/RISK ASSESSMENT MEETING: 28TH October 2008
PRESENT: P Paget R Amor J Giles J Collens
ACCEPTANCE OF APOLOGIES: A Blackman, P Collins, P Brown P Mortimer J Partt
Action
1.
MINUTES: 2nd October 2007 -Signed November 2007.
2.
ACTION UPDATE:
· Pound Play area: It was agreed that fencing and link foot path was not legally required. The Parish has a play area at the Social Centre that complies with requirements.
· Pound Equipment: quotations were obtained to move equipment to the Social centre area. It was also advised that the equipment was not cost effective to be moved.
· Dinosaur and dog springs: removed as highlighted in the inspection.
· Quotes and Grants: are being obtained to renew equipment at the Social Centre Play area.
3.
ANNUAL REVIEW OF POLICIES AND PROCEEDURES:
See list attached. PRO RA SEC JC to re-adopt polices as presented.
Quotation Policy: PP proposed this should be raised from the present £1000.00. RH to make inquiries.
Outside Contractors Insurance: received.
A Lee ? Caroline Jones?
Cemetery Fees: PRO JG SEC JC to review annually instead of every 3 years.
RH
4.
RISK MANAGEMENT SCHEDULE: See Check List attached - completed and agreed.
· Social Centre Health and Safety Policy: received and adopted.
· Cemetery Risk Assessment: carried out by James Long. Actions required are being addressed.
· Employees Risk Assessment: to be completed.
· 3 Year Disability Programme: completed.
· Pavilion Inspection: PP to arrange.
5.
NEW MODEL PUBLICATION SCHEME: It was agreed to adopt the Model Publication Scheme for Parish Town and Community Councils without modification. (Pages 1,2) Pro JG SEC RA.
6.
GUIDE TO PROACTIVELY PUBLISHED INFORMATION PAGES 3-10: produced by RH. Adapted from model publications and Advice note from Society of Local Clerks.
Amend: Chairman’s address and increase cost of copies to 20p. Agreed. AIF
ADVERTISE: Web site + copy in the Post Office. Notice in Parish Magazine
RH
7.
CHITTOE HEATH CHARITY: following difficulties encountered by RH when completing the Annual Return, the Charity Commission advised that due to no funds being involved, the Trustees should request ‘voluntary
removal from the register. Letter produced by RH. PRO JG SEC RA
Trustees to sign request.
BROMHAM PARISH COUNCIL
PARISH COUNCIL RISK SCHEDULE
Frequency
Parish Council Insurance Annual
Including
Public & Employers Liability Annual
Money & Fidelity Guarantee Annual
Personal Accident Annual
War Memorial/Millennium Cross/
Cemetery Wall Annual
Buildings Cover for Parish Property/ community assets Annual
Buildings/Equipment Annual
Weekly (Councilors)
SOCIAL CENTRE
Safety Check Gas Annual (SC Committee)
“ Fire Annual “
“ Electrical Annual “
Inspection of Playground equipment Weekly
By qualified Inspector Annual
Other Inspections/Maintenance:
Tree Maintenance – Rec Grounds Annually & as required
Goalpost bar-bolts fitted to make secure (stored) FBC
Financial Matters:
Banking Arrangements Annual
Insurance Providers Annual
VAT return completed/submitted As required
Additional audit fee Annual
Annual Salary Reviews Annual
Budget agreed, monitored and reported Quarterly
Precept requested Annual
Payments approval procedure Annual
Bank Reconciliations overseen by Cllrs Quarterly
Clerk’s Salary reviewed & documented Annual
Use of Home as Office Allowance Annual
Chairman’s Allowance reviewed & agreed As required
Internal Audit Quarterly/Annual
External Audit Annual
Internal check of financial records Annual
Record Keeping:
Minutes properly numbered etc On-going
Asset Register available/updated On-going
Financial Regulations available/updated Annual
Standing Orders available/updated Annual
Backups taken of computer records Automatic online backup
Employees & Contractors:
Contracts of employment Annual
Contractors’ Indemnity Insurance On-going/Annual
Written arrangements with contractors On-going
Members’ Responsibilities:
New Code of Conduct adopted On-going
Register of Interests completed & updated On-going
Register of Gifts/Hospitality On-going
Declarations of interests minuted On-going
The information given above was agreed at the Meeting held on
as being a correct record.
Signed: Date:
Chairman
Clerk
BROMHAM PARISH COUNCIL:
POLICIES AND PROCEEDURES CHECK LIST
TITLE
DATE FIRST ADOPTED/ SIGNED
DATE
RE ADOPT
ANNUAL CHECK
STANDING ORDERS
.JAN92/MAY 07
ANNUALLY
MODEL SCHEME FOR LOCAL COUNCILS
09.DEC 02
ELECTIONS
-
CLERK’S CONTRACT/JOB DESCRIPTION
13.JUL92
New NOV 05
-
CODE OF PRACTICE
23.APR03
ELECTIONS
-
REGISTER OF INTEREST
10.MAY 03
ELECTIONS
-
DECLARTION OF OFFICE-CHAIRMAN
MAY
ANNUALLY
May 08
COUNCILLORS
MAY2003
ELECTIONS
-
CODE OF CONDUCT (REVISED MAY 07
MAY 07
ANNUALLY
FINANCIAL REQULATIONS
14.JUN 04
ANNUALLY
FREEDON OF INFORMATION ACT 02/
New Model Scheme DEC 08
DEC 02
DEC 08
ANNUALLY
NEW
OCT 08
EQUAL OPPORTUNITIES
10FEB 02
ANNUALLY
DISABILITY DISCRIMINATION POLICY
02 0CT.07
ANNUALLY
DATA PROTECTION ACT 1998
17 APR 03
ANNUALLY
Apr 08
TENNIS CLUB AGREEMENT
28.NOV02
NOV 2012
-
FOOTBALL CLUB AGREEMENT
JAN 2003
JAN 2013
-
RECREATION FIELDS REGULATIONS
NOV O5
ANNUALLY
CROWN ALLOTMENT AGREEMENT
10.OCT 99
09 OCT 2014
-
FINANCIAL RISK MANAGEMENT
22.MAY 03
ANNUALLY
OUTSIDE CONTRACTORS PUB LIABILITY
7 APR 03
ANNUALLY
CEMETERY RISK ASSESSMENT
AUG 08
3 YEARS
Aug 08
CEMETERY MEMORIAL POLICY
14 JULY .08
ANNUALLY
EMPLOYEES RISK ASSESSMENT X 3
JUN
ANNUALLY
JOB DESCRIPTIONS
FEB 03
ANNUALLY
INSURANCE POLICY
JUNE
ANNUALLY
June 08
FIXED ASSETS REGISTER
FOR AUDIT
ANNUALLY
PLAY AREAS ANNUAL REPORT
SEPT
ANNUALLY
Postponed 08 new equipment
PLAY AREAS RISK ASSESSMENT
SEPT
ANNUALLY
As above
PLAY AREAS 3 YEAR PROGRAME
JUNE 2004
2007
completed
QUOTATIONS OVER £1000.00
14 MAR 05
ANNUALLY
INTERNAL ANNUAL AUDIT (GL)
MAY 04
ANNUALLY
-
INTERNAL AUDIT POLICY
JUNE 06
ANNUALLY
May 08
ACCOUNTS AND AUDIT REGULATIONS 03
JUNE 04
ANNUALLY
TRAINING POLICY
JUL 05
ANNUALLY
PLANNING POLICY
JUL 05
ANNUALLY
COMPLAINTS PROCEEDURE
JUL 05
ANNUALLY
PROPERTY INSPECTION
JUL
MONTHLY
-
PAVILLION INSPECTION
3 YEARS
BURIAL FEES
(last) OCT 05
1 YEAR
Jun 08
SOCIAL CENTRE HEALTH/SAFETY
MAR 08
ANNUALLY
Mar 08
SOCIAL CENTRE TRUSTEES REPORT
JUNE 06
ANNUALLY
June 08
PUBLIC ACCESS STATEMENT
BROMHAM SOCIAL CENTRE PLAY AREA
NOV 08
ANNUALLY