BROMHAM PARISH COUNCIL
POLICY/RISK ASSESSMENT SUB COMMITTEE MEETING
TUESDAY 10TH NOVEMBER 2009
PRESENT: Committee: P Paget R Amor K Mahoney A Blackman P Collins
| 1. | ACCEPTANCE OF APOLOGIES: | Action |
| 2. | MINUTES TO BE SIGNED – 28TH OCTOBER 2008 Signed as a true record. AIF | |
| 3. | ACTION UPDATE: PLAY AREA QUOTES/NEW EQUIPMENT: New equipment installed and Kennet grant received. Other grants unsuccessful. CHITTOE HEATH CHARITY: Due to no income etc, the Charity has been removed from the Register, but still remains a Charity. CEMETERY INSPECTION: Completed by James long and all high risk repairs completed. ANNUAL PREMISES AND ALLOTMENT INSPECTION: carried out in July. LIMIT OF FUNDS AVAILABLE: with out three quotations. | RH |
| 4. | ANNUAL REVIEW OF POLICY AND PROCEDURES TO BE RECOMMENDED FOR ADOPTION: See page two · All existing polices reviewed and recommended for re-adoption by the Full Council. · Recreational Fields Regulations to be laminated and displayed in the pavilion. · To query N Paget Public Liability Insurance. · Social Centre Health and Safety Policy to be reviewed by the SC Committee. Other annual checks – copies required. · Copy of Trustee Deeds requested from Wansbroughs. · Employees Annual Agreement and Risk Assessment to be carried out. | RH PP RH |
| 5. | AGREEMENT OF RISK MANAGEMENT SCHEDULE: Pages 3/4 Checklist reviewed and agreed. AIF Insurance Quote to be obtained from WALC | RH |
BROMHAM PARISH COUNCIL: POLICIES AND PROCEEDURES CHECK LIST
| TITLE | DATE FIRST ADOPTED/ SIGNED | DATE RE ADOPT | AGREED RE-ADOPT |
| 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 | |
| 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 | |
| | 10FEB 02 | ANNUALLY | |
| DISABILITY DISCRIMINATION POLICY | 02 0CT.07 | ANNUALLY | |
| DATA PROTECTION ACT 1998 | 17 APR 03 | ANNUALLY | |
| 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 | |
| PC ALLOTMENT AGREEMENT | OCT 2009 | | |
| FINANCIAL RISK MANAGEMENT | 22.MAY 03 | ANNUALLY | |
| OUTSIDE CONTRACTORS PUB LIABILITY | 7 APR 03 | ANNUALLY | |
| CEMETERY RISK ASSESSMENT | AUG 08 | 3 YEARS 2011 | |
| CEMETERY MEMORIAL POLICY | 14 JULY .08 | ANNUALLY | |
| EMPLOYEES RISK ASSESSMENT X 3 | JUN | ANNUALLY | |
| JOB DESCRIPTIONS | FEB 03 | ANNUALLY | |
| INSURANCE POLICY | JUNE | ANNUALLY | |
| FIXED ASSETS REGISTER | FOR AUDIT | ANNUALLY | |
| PLAY AREAS ANNUAL REPORT | SEPT | ANNUALLY | |
| PLAY AREAS RISK ASSESSMENT | SEPT | ANNUALLY | |
| 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 UPDATED | JUNE 06 MAY 08 | ANNUALLY | |
| 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 | JULY 08 | 3 YEARS 2011 | |
| BURIAL FEES | (last) Jun 08 | 2 YEARS 2010 | |
| SOCIAL CENTRE HEALTH/SAFETY | MAR 08 | ANNUALLY | |
| SOCIAL CENTRE TRUSTEES REPORT | JUNE 06 | ANNUALLY | |
| PUBLIC ACCESS STATEMENT BROMHAM SOCIAL CENTRE PLAY AREA | NOV 08 | ANNUALLY | |
| INDEMNITY | JUNE 08 | ANNUALLY | |
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The above polices were reviewed and agreed at the Policy Sub Committee Meeting held on 10 Nov 09
Signed: Chairman………………… Clerk……………………..… Date……….………
Adopted as recommended by the Policy Sub-Committee by Full Council on……………….. Signed:Chairman……………………Clerk…………………
BROMHAM PARISH COUNCIL RISK SCHEDULE A Frequency Agreed
Parish Council Insurance Annual
Including
Public & Employers Liability Annual
Money & Fidelity Guarantee Annual
Parish Council Property
Social Centre (external) Weekly
Pavilion ( + external Weekly) Annual
War Memorial/Millennium Cross/ Weekly
Cemetery Wall /Beir House Annual
Bus Shelters Weekly
Notice Boards Weekly
Tennis Court Weekly
Flag Pole Weekly
Buildings Cover for Parish Property/ community assets Annual
SOCIAL CENTRE (Copy to Clerk)
Safety Check Gas (SC Committee) Annual
Other Inspections/Maintenance:
Cemetery Memorial Inspection 3 yearly
Inspection of Playground equipment Weekly
By qualified Inspector Annual
Tree Maintenance – Rec Grounds Annually & as required
Goalpost bar-bolts fitted to make secure (stored) FBC
Outside electrics/flood lights FBC
FINANCIAL MATTERS:
Banking Arrangements Annual
Insurance Providers Annual
VAT return completed/submitted As required
Additional audit fee Annual
Budget agreed, monitored and reported Quarterly
Precept requested Annual
Section 137 Funds (proper use of) Annual
VAT Annual
Borrowing arrangements –PWLB On-going
Payments approval procedure Annual
Bank Reconciliations overseen by Cllrs Quarterly
Clerk’s Salary reviewed & documented Annual Use of Home as Office Allowance Annual
Cont. Frequency Agreed
Chairman’s Allowance reviewed & agreed As required
Employees salary review Annual
Social Centre Finance Reports Quarterly
Charity Commission Annual Report Annual
Internal Audit Quarterly/annual
External Audit Annual
Internal check of financial records Quarterly
Allotment Tenancy Agreements Crown
PC Allotment Tenancy Agreements On-going
Burial Fees 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 Programme+copies
Data Protection Annual
Councilors Employees & Contractors:
List of Clerk’s equipment Annual
List of Employees equipment Annual
Contracts of employment Annual
Contractors’ Indemnity Insurance/Public Liability On-going/Annual
Written arrangements with contractors On-going
Employees Risk Assessment Annual
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
Customs & Excise regulations met On-going
The information given above was agreed at the Meeting held on…10th November 09 as being a correct record.
Signed: Chairman…………………...Clerk……………….……….………… Date…………………