PAPER B

RYDE TOWN COUNCIL - RISK ASSESSMENT

Definition of Risk Management

Risk is the threat that an event or action will adversely affect an organisations ability to achieve its

objectives and to successfully execute its strategies. Risk management is the process by which risks

are identified, evaluated and controlled. It is a key element of the framework of governance together

with community focus, structures and processes, standards of conduct and service delivery

arrangements.

Audit Commission - Worth the Risk: Improving Risk Management in Local Government

(2001:5)

This document has been produced to enable the Town Council to assess the risks that it faces

and satisfy itself that it has taken adequate steps to minimise them. The Council is aware that

although some risks can never be eliminated fully, it has in place a strategy that provides a

structured, systematic and focuses approach to managing risk, which:

• Identifies the subject

• Identifies what the risk may be

• Identifies the level of risk

• Evaluates the management and control of the risk and records findings

• Reviews, assesses and revises procedures if required.

MANAGEMENT

Subject

Risk(s) Identified

H/M/L

Management/Control of Risk

Review/Assess/Revise

Business

See separate

Continuity

document

Meeting location

Adequacy

Office accommodation leased at

Review of staff

Health and Safety

10 Lind Street, Ryde. Outside

accommodation at

venues still used for Full Council

10 Lind Street and 147

meetings. With regard to health &

High Street ongoing.

safety, all the premises and

facilities are considered to be

Existing Health & Safety

adequate for the staff, Councillors

procedure adequate.

and public.

Existing Fire Risk

Assessment procedure

adequate.

Council Records

Loss through theft,

Papers, both current and archived

Damage or theft is unlikely

fire, damage

are held at

10 Lind Street. All

and so provision is

correspondence stored at office

considered adequate.

premises for safekeeping

Computer back up completed daily

and removed from the premises

overnight

Website backup undertaken by PC

Consultants (External)

Council Post

Unable to obtain due

For all correspondence to be

Ensure any

to unavailability or

addressed to the Council offices at

correspondence not

illness of staff if post is

10 Lind Street

currently going to the

addressed to the

Council Offices to be

homes staff

redirected to 10 Lind St.

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Council Records

Loss through damage,

The Town Council’s electronic

Existing position

electronic

fire,

corruption of

records are stored and continually

considered adequate but

computer

backed up on the computer

subject to ongoing review.

network. The RFO updates his

records to memory stick on a

weekly basis.

Maintenance of

Deterioration

All

assets and maintenance

Buildings

neglected assets.

schedules are reviewed and

updated at least annually

FINANCE

Subject

Risk(s) Identified

H/M/L

Management/Control of Risk

Review/Assess/Revise

Precept and

Adequacy of precept.

Sound budgeting to support

Existing procedure

budgetary

precept. Budget prepared by

adequate.

control

Clerks & RFO for consideration of

Finance Committee.

Finance Committee receives

Budgets for all services to

Overspent budgets

Budget Monitor and Bank

be reviewed on an ongoing

would reduce reserve.

Reconciliation quarterly.

basis from the

commencement of service

For the coming year budget

provision.

updates, information and detailed

budgets are prepared in the late

Financial information

autumn. Budget presented to

provided by IWC may

January Finance Committee The

not be reliable.

precept is an agenda item at the

February meeting of Full Council.

Budgets for new services are

based on information provided by

IWC

New Investment in

new assets failing to

Close monitoring of associated

Ongoing and subject to

generate anticipated

income.and expenditure cash

regular review.

income and savings

flows.

Insurance

Adequacy

An annual review is undertaken of

Existing procedure

Cost

all insurance arrangements in

adequate.

Compliance

place.

Fidelity Guarantee

Employers Liability, Public Liability

Review provision and

and Fidelity Guarantee are a

compliance annually.

statutory requirement. The Council

New Services to be

is taking over new services from

reviewed to ensure

the IWC and adequate insurance

appropriate insurance is in

requirements need to be identified

place.

and put in place.

Banking

Inadequate checks

Existing procedures

adequate

Review Financial

Regulations as necessary

Petty Cash

Loss through theft or

The Council has a £200 petty cash

All transactions are

dishonesty

float. Cash withdrawals are made

recorded by the Clerk/

and recorded and records

Receptionist and receipts

maintained by the RFO.

obtained.

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Financial controls

Inadequate checks

Quarterly bank reconciliation and

Existing procedures

and records

Budget monitor prepared by RFO

adequate

and reported to Finance Committee.

Back up is required for

Internal and external audit take

Online payments in the

place on an Annual basis. Internal

absence of the RFO.

Audit Plan approved by Finance

Committee on an annual basis.

Payment process to be

securely documented

Contract

Non-compliance with

Specialist advice given to Finance

procurement

relevant legislation

Committee, RFO and Clerks.

Advice obtained on all

contract renewals.

Freedom of

Policy Provision

The Clerks are aware that if a

Monitor and report any

Information Act

substantial request arrives then

impacts made under

this may require many hours of

Freedom of Information Act

additional work. The Council is

able to request a fee if the work will

take over 15 hours. However the

request can be resubmitted,

broken down into sections, thus

negating the payment of a fee

Clerk

Loss of clerk

A nominated deputy to stand in.

Existing staffing could

cover the temporary loss of

The RFO and Admin staff are also

a Clerk

available to support the Clerk.

Fraud

The requirements of Fidelity

Guarantee insurance must be

Legal requirement.

adhered to

Actions undertaken

Clerk should be provided with

relevant training, reference books,

Membership of SLCC

access to assistance and legal

maintained.

advice

Salary paid incorrectly

Payroll is produced by Action IW.

RFO to oversee payroll

Payments are made monthly by

arrangements.

the RFO via electronic banking. All

HMRC statutory returns are made

by Action IW.

Election Costs

Risk of election cost

To make annual payments into a

£10000 earmarked

reserve to provide for meeting the

reserve held.

cost of future elections.

VAT Accounting

Re-claiming/charging

The Council has financial

Existing procedures

regulations which set out the

adequate and responsibility

requirements.

of RFO

Annual return

Not submitted within

The Annual Return is completed

Existing procedures

time limits

and signed by the Mayor,

adequate

Submitted to the Internal Auditor

for completion and signing, then

To ensure feedback from

checked and sent on to the

Internal & External Auditors

External Auditor within time limit

are actioned

ASSETS - see separate Asset Register

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LIABILITY

Subject

Risk(s) Identified

H/M/L

Management/Control of Risk

Review/Assess/Revise

Legal Powers

Illegal activity or

All activity and payments made

Existing procedures

payments

within the powers of the Town

adequate

Council to be resolved and clearly

minuted.

Minutes/

Accuracy and legality

Minutes and agendas are

Existing procedures

Agendas/

Non-compliance with

produced in the prescribed method

adequate

Statutory

statutory requirements

and adhere to legal requirements

Undertake adequate

documents

Minutes are approved and signed

training

(each page to be initialled) at next

meeting

Minutes and agendas are

displayed according to legal

Members to adhere

requirements

to Code of Conduct

Business conducted at Council

meetings should be managed by

the Mayor.

Public Liability

Risk to third party,

Insurance is in place. Risk

Existing procedures

property or individuals

assessment of any futher individual

adequate

event undertaken

Employer

Non compliance with

Undertake adequate training

Existing procedures

Liability

employment law

adequate

Legal Liability

Legality of activities

Clerk to clarify legal position on

Existing procedures

proposals and to seek advice if

adequate

necessary

Proper and timely

Council always receives and

Existing procedures

reporting via Minutes

approves minutes at monthly

adequate

meetings

Proper document

Retention of document process in

Existing procedure

control

place.

adequate.

COUNCILLORS PROPRIETY

Subject

Risk(s) Identified

H/M/L

Management/Control of Risk

Review/Assess/Revise

Members

Conflict of interest

Councillors have a duty to declare

Existing procedures

Interests

any interest at the start of the

adequate

meeting

Members to take

Interests

form to be reviewed at least on an

responsibility to

annual basis

update their register

Signed

Finance Committee Chairman

Date 12^thJanuary 2021

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