Risk Register - DRAFT – Tetford and Salmonby Parish Council

Tetford & Salmonby Parish Council Risk Register	Date	Date	Date	Date
Last reviewed:	8th Oct 25
Next Review Date:	8th Oct 26

THIS MODEL RISK REGISTER IS NOT EXHAUSTIVE OF ALL RISKS AND MUST BE AMENDED TO SUIT THE COUNCIL’S LOCAL CIRCUMSTANCES. COMPLETING THIS RSISK REGISTER DOES NOT REPLACE THE NEED TO COMPLETE RISK ASSESSMENTS FOR PARTICULAR ACTIVITIES, EVENTS AND PRACTICES. THOSE RISK ASSESSMENTS MAY BE PART OF THE METHODS TO REDUCE THE RISK IDENTIFIED IN THIS RISK REGISTER. The list on the following pages must be reviewed and amended to suit the council’s circumstances. The Council reviews its risks at least once a year and as circumstances change more frequently if appropriate. Risk should be evaluated by considering the likelihood of the situation arising and what the impact will be. The combination of Likelihood and Severity will lead to a Red, Amber or Green (RAG) rating for each risk identified. Red items should have the strongest mitigations put into place to reduce the risk of it occurring and Amber items should also receive attention to reduce the risk. Green items still need to be monitored and maintained to ensure they do not increase in risk terms.

	Financial Control

	Inadequate control of finances causes the Council to make false or untimely financial transactions or act illegally
Ref	Risk	Hazard / Consequence	Process	Current Control Measures	Current Risk Rating			Revised / further actions	Resp.	Date Completed
Ref	Risk	Hazard / Consequence	Process	Current Control Measures	L	S	RAG	Revised / further actions	Resp.	Date Completed
1	Risk of Incorrect invoicing	Financial loss due to settlement of double or false invoices	Payments	Invoices checked against numbered purchase orders by appropriately trained personnel and in conjunction with Full Council minutes			GREEN	Green green – green
2	Risk of incorrect payments	Financial loss due to payment made for incorrect amount or payee	Payments	Electronic Payments are checked by appropriately trained personnel against invoices and signed . Payment by cheques are also initialled. Debit card payments included on monthly payment list. Invoices logged and put on payment schedule for ratification. Have 3 approvers for financial amounts			GREEN	Green green - green
3	Risk of late payments	Late payment could incur a financial penalty.	Payments	Payments diarised if not already on direct debit payment system – delegated authority			GREEN	Green green – green
4	Incorrect salaries paid	Staff over or underpaid	Payments	Adhere to Financial Regulations and procedures.			GREEN	Green green – green
5	Incorrect National insurance and PAYE	HMRC over or underpaid	Payments	Tax and NI calculated using on-line scales. All employee payments are calculated and notified to HMRC in accordance with Real Time Information requirements.			GREEN	Green green - green
6	Expenses incorrectly claimed	Staff/Members over or underpaid, financial loss to Council	Payments	Itemised list of expenses are checked by the Clerk/designated Councillors prior to payment – one person other than the signatories reviews annually			GREEN	Green green - green
7	Theft or Dishonesty, including cash and cheques,	Financial loss	Payments	Minimal cash transactions carried out, Petty Cash monitored regularly. Cash reflected on monthly Bank Reconciliation. Cash locked away. Online payments checked against invoices. Fidelity Insurance policy renewed annually.			GREEN	Green green - green
8	VAT return is incorrect	Loss of income, HMRC Challenge	Receipts	VAT re-claimed annually			GREEN	Green orange green
9	Untimely receipt of precept/ Grants	Lack of cash flow	Receipts	Precept/grants are requested in writing by the Clerk/RFO prior to deadline date and paid directly into councils account.			GREEN	Green green green
10	Loss of Cheques	Financial loss	Receipts	Cheques received are recorded and banked promptly			N/A	n/a
11	Loss of income from unpaid invoices	Financial loss	Receipts	Precept/grants are requested in writing by Clerk/RFO prior to deadline date and paid directly into councils account in two halves			N/A	n/a
12	Risk of inaccurate or incomplete financial records	Potential financial loss, Internal Auditor would give 'requires improvement' report	reconciliation	All financial records are kept by the Clerk/RFO and internal audits are undertaken on an on going basis. End of year Audit undertaken by independent [internal/external?] auditor			GREEN	Orange green green
13	Risk of Bank making errors, not identified	Monthly financial report would not reconcile	reconciliation	Monthly bank statements are checked by the Clerk/RFO upon receipt. Bank reconciliation / bank statements signed by Councillors in accordance with Financial Regulations.			GREEN	Green green green
14	Annual return not completed correctly	Could end up with qualified accounts	Year end processing	Annual return is completed and signed by the Council, and sent on to the External Auditor within time limit.			GREEN	Green green green
15	Annual return is not submitted within time limits	Could end up with qualified accounts/ external auditor fees.	Year end processing	Ensure task is diarised. Monitor date by which return needs to be submitted			GREEN	Green green green
16	Failure to comply with Transparency Code and Publication Scheme	Documents are not prepared leading to internal/external audit queries and residents asking for information or reporting it to the external auditor/ICO. More information asked for by auditors/ ICO and penalties/costs incurred.	Year end processing	Documents, bank reconciliations, cash book, agendas and minutes are maintained every month and details of income, expenditure and resolutions made are published monthly as they occur and in accordance with the Publication Scheme and the applicable Transparency Code			GREEN	Green orange green

	Financial Management

	The council makes poor financial decisions or decisions are implemented incorrectly
Ref	Risk	Hazard / consequence	Process	Current Control Measures	Current Risk Rating (L x S = Total)			Revised / further actions	Resp.	Date Completed
Ref	Risk	Hazard / consequence	Process	Current Control Measures	L	S	RAG	Revised / further actions	Resp.	Date Completed
1	Inadequate Budget	Budget does not balance at year end	Budgeting	Budget set annually and approved by Full Council, adequate reserves are maintained [in line with Reserves Policy]which is reviewed annually for compliance.			GREEN	Orange green green
2	Precept does not deliver budget	Budget does not balance at year end	Budgeting	Council has regular spending information to monitor against the budget. Estimates are prepared and precept approved by full council			GREEN	Green green green
3	Precept rules change, e.g. capped, restricting delivery of required services	Either services reduced or impact on reserves	Budgeting	Contribute to all relevant consultations. Lobby as necessary			GREEN	Green green green
4	Cemetery income does not achieve budget	Impact on reserves, run out of burial space ahead of plan	Budgeting	Review fees and charges annually and production of an annual report.			N/A	n/a
5	Necessary expenditure on allotments exceeds budget	Budget does not balance at year end. Council reserves depleted below recommended level,	Budgeting	Review fees and charges annually taking into account that 12 months notice needs to be given.			N/A	n/a
6	Financial Regulations are not aligned with current legislation or do not deliver best value	Council acts illegally or does not deliver best value	Improvement	Reviewed annually or as legislation changes.			GREEN	Orange green green
7	Council takes on more services with no supporting funding	Either increase precept or impact on reserves	Community Engagement	Consult with residents. Assess material/significant impact on reserves and future precept requirement.			…RED..	Red red red
8	Unable to recover costs from 3rd party insurers for damaged assets	Financial Loss	Receipts	Negotiate with third party insurer Consider legal expenses insurance cover. Renew property insurance.			ORANGE	Orange orange orange
9	Lack of regular review of fees and services	Financial Loss	Budgeting	Financial Regulations state annual review of fees and services. Schedule of review dates on a Calendar maintained by Clerk/RFO.			GREEN	Green green green
10	Bank Insolvency	Financial Loss	Budgeting	Monitor financial news. Review banking arrangements to ensure amount deposited in one banking group does not exceed Financial Services Compensation Scheme. Check bank credit ratings.			ORANGE	Red green orange
11	Investments	Financial Loss	Investments	Taking independent financial advice when considering new investments,			GREEN	Green green green

	Governance

Ref	Risk	Hazard / consequence	Process	Current Control Measures	Current Risk			Revised / further actions	Resp.	Date Completed
Ref	Risk	Hazard / consequence	Process	Current Control Measures	L	S	RAG	Revised / further actions	Resp.	Date Completed
1	The Council acts illegally / does not comply with current regulations	The Council suffers loss or reputation or legal challenge.	Decision Making	That the Council ensures that all resolutions activities and payments including grants permitted within its lawful powers/Standing Orders are properly resolved and minuted at appropriate council meetings. Minutes are approved and signed at next council meeting. Agendas and Notices are displayed in accordance with legal requirements [Members allowance scheme agreed and published.?]			ORANGE	Orange orange orange
2	The Council does not comply with Standing Orders	The Council suffers loss or reputation or legal challenge.	Decision Making	All members of Council have copies of Standing Orders, which are reviewed annually or as changes in legislation dictate. Review annually/calendar.			…RED..	Red red red
3	The Council does not make decisions in the best interests of its residents.	The Council suffers loss of reputation	Decision Making	All best practice policies e.g. Standing Orders, Financial regulations, Councillor Code of Conduct, Complaints procedure, grievance procedure, contracts of employment etc.. must be reviewed on an annual basis or as changes in legislation dictate. All policies must be adhered to			ORANGE	Green red orange
4	Members act illegally or do not comply with current regulations	The Council and member(s) concerned suffer(s) loss of reputation	Decision Making	Declarations of Interest must appear on all agendas and a reminder issued at each full council Meeting. Register of Pecuniary and Other Interest forms must be reviewed regularly by Councillors. Members declare relevant interests. Members sign up to the Councillor Code of Conduct Dispensations are requested and approved as necessary			ORANGE	Orange red orange
5	The Council does not act in a professional manner	The Council suffers loss of reputation or legal challenge.	Decision Making	Standing Orders and Financial Regulations must be followed Standing Orders and Financial Regulations must be reviewed on a regular basis or as legislation changes. Members sign up to the Councillors' Code of Conduct Dispensations are requested and approved only in appropriate cases.			ORANGE	Orange red orange
6	Changes to legislation affect Council decision making or operations	Council not able to deliver services	Decision Making	Contribute to all relevant consultations. Lobby as necessary. Plan to implement changes as far ahead as possible using official guidance and County Association (LALC) advice			ORANGE	Orange red orange

	Assets and Liabilities

Ref	Risk	Hazard / consequence	Process	Current Control Measures	Current Risk Rating (L x S = Total)			Revised / further actions	Resp.	Date Completed
Ref	Risk	Hazard / consequence	Process	Current Control Measures	L	S	RAG	Revised / further actions	Resp.	Date Completed
1	Assets are not adequately covered by insurance	Financial loss	Asset management	Annual review of assets for insurance purposes including maintenance, storage provisions. Includes street furniture Consider revaluation of building every 5 years. Maintain fire and intruder alarms.			GREEN	Green green green
2	Liabilities are not adequately covered by insurance	Financial loss	Liability management	Public Liability, Employers liability cover and Fidelity Insurance covers are renewed annually. A risk register is maintained and reviewed annually. Risk assessments are prepared for activities and events [in accordance with H&S Policy, contractual obligations and Financial Regulations?]			ORANGE	Orange orange orange
3	The Council does not meet insurance or legal buildings requirements	Financial loss, legal challenge	Asset management	Regular Maintenance of equipment. Fixed Electrical testing every 5 years. Annual PAT Testing of electrical items, alarms and fire extinguishers, Gas certificates where applicable, fire exits clearly marked, notices giving advice of what to do in case of fire displayed. [If employment contracts and policies specify insurance requirements an annual check will be completed to ensure compliance?]			GREEN	Green green green
4	Civic regalia is lost, damaged or stolen	Financial loss	Asset management	Ensure Chair is aware of need to keep regalia under secure conditions. Review and renew insurance annually.			N/A	N/a
5	Damage injury to third parties due to lack of maintenance of council assets	Financial loss, loss of reputation	Asset management	Public Liability cover is in place. Regular documented inspections. Visual check of floors for uneven or defective surfaces. Warning signs if floor is wet/greasy. Low level items not left lying around. [Regular checks by appropriately-trained persons for playground equipment, cemetery, recreation ground, benches, bus shelter, ponds, streams, defibrillator?]			ORANGE	Green red orange
6	Damage injury to third parties due to health and safety risks	Financial loss, Injury to Staff or members of public	Building management	Public Liability cover is in place. No high storage on inadequate shelving / cabinet tops. Suitable step available for reach of upper storage areas.			GREEN	Green green green
7	Damage to or loss of Council assets due to poor housekeeping	Financial loss, Injury to Staff or members of public	Building management	Rodents - All food to be securely stored. Any litter to be removed promptly. Any evidence/report of infestation to be dealt with promptly Intruders - Shutters to be used when building not in use, building secured. Money and valuables left on premises are kept in fire proof safe. Glazing - Glazing to be inspected regularly. Notice displayed on how to report damage. Broken panes boarded up until repairs can be properly completed. Prompt repair. Shutter to be used			GREEN	Green green green
8	Inappropriate meeting venue causes risk to members of Council and or public	Injury to People Loss of reputation	Meeting management	Public Liability cover in place. Meetings are held at risk-assessed premises. All the premises and facilities are considered to be adequate for the Clerk/RFO/Staff, Councillors and any Public who attend from a health and safety, accessibility and comfort aspect. Number of likely attendees at public meetings are assessed and venue chosen accordingly.			…RED..	Red red red – need to see the risk assessment for the Church
9	Assets are devalued due to lack of regular inspection / monitoring	Financial loss, not able to realise value of asset	Building management	Annual inspection by Clerk/RFO/Councillors and Asset Register updated with the condition of the asset in accordance with the Practitioners' Guide.			GREEN	Green green green


	People

Ref	Risk	Hazard / consequence	Process	Current Control Measures	Current Risk			Revised / further actions	Resp.	Date Completed
Ref	Risk	Hazard / consequence	Process	Current Control Measures	L	S	RAG	Revised / further actions	Resp.	Date Completed
1	Loss of Clerk/RFO	The Council is unable to fulfil its legal obligations, Financial loss	Contingency Planning	Consider Personal Accident and Keyman Insurance. Consider locum arrangements with LALC and SLCC.			ORANGE	Orange orange orange
2	Loss of Assistant/ Deputy Clerk/RFO	The Council is unable to fulfil its legal obligations, Financial loss	Contingency Planning	Consider Personal Accident and Keyman Insurance. Consider locum arrangements with LALC and SLCC.			N/A	n/a
3	Clerk is long term sick	The Council is unable to fulfil its legal obligations, Financial loss	Contingency planning	Asking nearby council to assist on temporary reciprocal basis or bringing in locum from LALC/SLCC			ORANGE	Orange orange orange
4	Actions of Staff bring council into disrepute	Financial loss, loss of reputation, legal challenge	People management	Contracts of Employment in place and signed Staff Performance appraisals undertaken (including agreed objectives and development plans). Policies in place to deal with grievances, disciplinary issues, communitications, social media, Freedom of Information and data protection. Pay and conditions reviewed and agreed by Full Council on an annual basis.			…RED..	Red red red
5	Current or ex employee brings claim against Council	Financial loss due to upheld unfair or constructive dismissal claim	People management	Disagreement and Grievance arrangements in place			…RED..	Red red red
6	Temporary staff, or contracted resources do not fulfil obligations	Financial loss, loss of services	People management	Normal vetting procedures and contract/written arrangement in place with agencies. Employers Liability cover is in place and renewed annually			GREEN	Green green green
7	Employment law is not followed	Financial loss, reputational damage, legal challenge	People management	HR/Staffing Committee always in place and members have received some training on employment matters and seek professional guidance and advice to deal with employment matters			…RED..	Orange orange red

	Systems and Processes

Ref	Risk	Hazard / consequence	Process	Current Control Measures	Current Risk			Revised / further actions	Resp.	Date Completed
Ref	Risk	Hazard / consequence	Process	Current Control Measures	L	S	RAG	Revised / further actions	Resp.	Date Completed
1	Council not being able to continue its business due to an un-expected or tragic circumstance	suppliers not paid, services not delivered, debts not recovered	record keeping	All files and recent records are kept within the office. Appropriate backups are made to the Cloud.			ORANGE	Orange orange orange
2	Loss of paper records through theft, fire or damage	suppliers not paid, services not delivered, debts not recovered	record keeping	Papers, current and archived to be stored in a locked fire proof cabinet.			GREEN	Green green green
3	Loss of electronic records through damage, fire or corruption of computer	suppliers not paid, services not delivered, debts not recovered	record keeping	Daily back up and use of Cloud. Ensure passwords have been protected as specified in Model Financial Regulations.			GREEN	Green green green
4	Loss of data held by the council, in any format, that could identify individuals to a third party	Loss of reputation, legal challenge	record keeping	Data retained for minimal time. All personal information shredded when no longer required. Registered data protection holder.			…RED..	Red red red
5	Financial or resource requirements of responding to FOI requests has material impact	Financial cost (overtime) or lack of delivery of other services	People management	If a substantial request arrives then this may require many hours of additional work and the Council is able to request a fee. Monitor and report any impacts made under Freedom of Information act			ORANGE	Orange orange orange
6	Financial or resource requirements of responding to DSAR requests has material impact	Financial cost (overtime) or lack of delivery of other services	People management	Under GDPR there is to be no charging of a fee even if the request requires a great amount of time. Monitor and report any impacts made due to Data Subject Access Requests			ORANGE	Orange orange orange
7	Data protection breach	Financial loss	record keeping	Staff training in respect of Data Protection Regulations. Liability cover in place.			ORANGE	Orange orange orange
8	Loss of access to premises	suppliers not paid, services not delivered, debts not recovered	Contingency planning	Consider use of a Business Continuity Plan.			GREEN	Green green green

	Procurement


Ref	Risk	Hazard / consequence	Process	Current Control Measures	Current Risk			Revised / further actions	Resp.	Date Completed
Ref	Risk	Hazard / consequence	Process	Current Control Measures	L	S	RAG	Revised / further actions	Resp.	Date Completed
1	Poor procurement decisions	Council makes poor financial decisions that result in financial loss or unmet requirements	Procurement	Acting in accordance with financial regulations			GREEN	Green green green
2	Contractors are not insured	Third Party liability	Procurement	Check all contractors indemnity insurance at least annually or more frequently as required.			GREEN	Green green green
3	Supplier / Contractor failure	Lack of services	Procurement	Due diligence in tendering process. Financial checks on prospective suppliers.			GREEN	Green green green

Tetford & Salmonby Parish Council Risk Register

Date

Last reviewed:

8th Oct 25

Next Review Date:

8th Oct 26

THIS MODEL RISK REGISTER IS NOT EXHAUSTIVE OF ALL RISKS AND MUST BE AMENDED TO SUIT THE COUNCIL’S LOCAL CIRCUMSTANCES. COMPLETING THIS RSISK REGISTER DOES NOT REPLACE THE NEED TO COMPLETE RISK ASSESSMENTS FOR PARTICULAR ACTIVITIES, EVENTS AND PRACTICES. THOSE RISK ASSESSMENTS MAY BE PART OF THE METHODS TO REDUCE THE RISK IDENTIFIED IN THIS RISK REGISTER.

The list on the following pages must be reviewed and amended to suit the council’s circumstances.

The Council reviews its risks at least once a year and as circumstances change more frequently if appropriate.

Risk should be evaluated by considering the likelihood of the situation arising and what the impact will be. The combination of Likelihood and Severity will lead to a Red, Amber or Green (RAG) rating for each risk identified.

Red items should have the strongest mitigations put into place to reduce the risk of it occurring and Amber items should also receive attention to reduce the risk. Green items still need to be monitored and maintained to ensure they do not increase in risk terms.