SHERBORNE TOWN COUNCIL RISK MANAGEMENT POLICY 2012/13
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1 SHERBORNE TOWN COUNCIL RISK MANAGEMENT POLICY 2012/13 RISKS IDENTIFIED RISK RATING MANAGEMENT OF RISK Administration/Staff Waste and misappropriation of funds Unqualified or inexperienced staff Inappropriate activity or behaviour of staff bringing the Council into disrepute Fraud and corruption Activities being outside legal powers Electors rights not being followed Improper expenditure under S137 Overspending of budgets Loss/theft of council property Lone working/injury to staff Accidents caused by use of mobile phones when driving Taking up references and checks before appointment of staff or offers of employment made subject to satisfactory references/checks Appointment of Qualified Town Clerk and RFO with defined responsibilities Probationary period and Disciplinary Rules & Procedures contained in the Employee Manual Fidelity Guarantee with (Annual Review of insurance cover with Director of WPS, STC s Insurance Brokers) Access to legal advice via DAPTC, NALC and EllisWhittam HR Advisors Financial Regulations governing all financial activities (reviewed annually) Prompt production and publication of Annual Accounts Independent Internal Auditor appointed with three checks per year Annual estimates and regular monitoring of expenditure against budget Maintenance of Asset Register and annual audit Staff all supplied with instructions in employee manual and advice given to step away from confrontational situations Staff all supplied with instructions in employee manual In addition to the above there are agreed office procedures in place to demonstrate good sound administration including the annually reviewed Standing Orders
2 Allotment Sites Damage/Vandalism/Graffiti Lack of Security Loss of income through poor management and badly maintained sites Damage to fencing and gates Material damage insurance cover plus with. Monthly/Weekly/Daily visual inspection and H&S checks, any defects or remedial work undertaken in house or by.. Periodic plot inspection to ensure correct use, regular rotovating of vacant plots, hedge trimming and path stimming, upkeep of waiting lists for plots. Monthly/Weekly/Daily visual inspection and H&S checks, any defects or remedial work undertaken in house or by. Abbey Close, Conduit and Bow Arch Damage/Vandalism/Graffiti to War Memorial, walls, gates floodlights, paths and roadway Medium Material damage insurance cover plus with Monthly/Weekly/Daily inspections, and completion of H&S checklist - any defects and remedial action undertaken in house or by specialist contractor Bus Shelter/Street Furniture/Planters Damage/vandalism/Graffiti /Medium Material damage insurance cover plus with Monthly/Weekly/Daily inspections and completion of H&S checklist any
3 /Medium defects and remedial action undertaken in house or by specialist contractor Cemetery & Associated Buildings Damage/Vandalism/Graffiti to buildings and memorials Unstable memorials Loss of revenue through poor management and badly maintained cemetery Trees Open graves prior to interment /Medium Material damage insurance cover plus with appliances & boilers and servicing, fire alarm & intruder alarm inspections Cemetery gates shut at dusk by Cemetery Lodge tenant All memorials checked in 2011/2012 and made safe. Annual checks on memorials according to procedures Business Interruption Cover through Computerised and manual record systems in place and all allocations of grave spaces checked by two members of staff Tree Inspection commissioned for 2012 Boards are used to cover open graves
4 Digby Hall Damage/Vandalism/Graffiti to building Personal Injury to hirers Material damage insurance cover plus with appliances & boilers and servicing, fire alarm & intruder alarm inspections CCTV system with cameras monitoring car park, main front entrance and Wingfield Room entrance Business Interruption Cover through In-house cleaning schedule in place Caretaker system in place Public Liability insurance arranged on behalf of hirers if they do not have their own insurance 41 Newland, Cemetery Lodge & Westbury Hall Damage/Vandalism/Graffiti to building Material damage insurance cover plus with Any defects or remedial work undertaken in house or by
5 Non payment of rent by tenant Personal injury to tenant Business Interruption Cover through Adequate referencing of tenant and recourse to legal advice and court action if necessary The Manor House Damage/Vandalism/Graffiti to building Personal injury to officers, councillors or tenants from third parties Loss of revenue through damaged, poor management and badly maintained Material damage insurance cover plus with appliances & boilers and servicing, fire alarm & intruder alarm inspections, lift inspections, emergency lighting inspections. CCTV system with cameras monitoring main front and rear entrances Business Interruption Cover through Parks, Gardens, Open Spaces, Quarr Nature Reserve, Amenity Areas, Play Areas & Skate Park Damage/Vandalism/Graffiti to buildings, street /medium Material damage insurance cover plus with
6 furniture, paths, grass and planted areas, play equipment, fencing, litter and broken glass accumulation, dog fouling causing serious injury Trees /medium Daily inspections and Annual ROSPA inspection of play equipment Fenced area kept clear of dogs for children s play and sports use. Notices erected banning dogs from fenced area. Skate Park Notice disclaimers (use of safety helmets and body protection equipment) Business Interruption Cover through Tree Inspection commissioned for 2012 Terrace Playing Field, Buildings & Storage Damage/Vandalism/Graffiti to buildings, street furniture, paths, grass and planted areas, play equipment, fencing, litter and broken glass accumulation, dog fouling causing serious injury /medium Material damage insurance cover plus with Daily inspections and Annual ROSPA inspection of play equipment Fenced area kept clear of dogs for children s play and sports use. Notices erected banning dogs from fenced area.
7 Trees Faulty, badly maintained or dangerous equipment Damage/vandalism to cars in car park /medium /medium cookers boilers and service of boilers, fire alarm & intruder alarm inspections, lift inspections, emergency lighting inspections. Agreements in place with Tennis, Football, Rugby and Cricket clubs re facility use Business Interruption Cover through Tree Inspection commissioned for 2012 Annual servicing of all machinery by qualified contractor Advice on use of equipment provided to all staff Weekly maintenance check of all equipment Disclaimer Notice (vehicles parked at owners risk) Vehicles, Plant & Machinery Loss, vandalism, damage or misuse of grounds maintenance vehicles, equipment and tools Faulty, badly maintained or dangerous equipment Material Damage insurance cover plus with and Motor Insurance Cover Annual servicing of all machinery by qualified contractor Advice on use of equipment provided to all staff Weekly maintenance check of all equipment Reviewed and Approved 14 May 2012
Mrs W Bensley, Mr P Darby, Mr G Eves, Mr C Gunner, Mrs T Jennison, Mrs S Lister, Mr L Scott and Mrs A Thorp
Page 1563 SWAFFHAM TOWN COUNCIL Minutes of the Town Council Finance Meeting held on Monday, 28 th July 2014 at 7.00pm in the Council Chamber, Town Hall, Swaffham. Present: Councillors: SCALGA Representative:
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