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Madeley Town Council

Minutes of the Meeting of Madeley Town Council held on Monday, March 9th 2015, at Jubilee House, High, Street Madeley,

commencing at 7.00pm PRESENT: Councillors: S Biles, AR England, G Green, K Guy, S Harrington, J Jones, A MacKenzie, S Parr, M Shaw, P Taylor, S Taylor, P Watling, S Yates

Deputy Town Clerk/Finance Officer

14/90. Apologies Councillor D Edwards - Dispensation Councillor AA England - Illness - Accepted Councillor R Evans - Holiday - Accepted Absent:

Councillor R Laing (Apologies due to work commitment reported – not in accordance with adopted practice) In the absence of the Chair of Council, the Vice-Chair of Council presided

14/91. Remarks from the Chair There were none 14/92. Public Discussion

members of the public are permitted to make representations, answer questions and give evidence in respect of any item of business included in the agenda.

the period of time which is designated for public participation shall not exceed 15 minutes. There were no members of the public present 14/93. Declarations of Interest There were none 14/94. Minutes Resolved:

that the minutes of the meeting of Madeley Town Council held on Monday, January 12th 2015 be confirmed and approved for signature

14/95. Committee Reports Draft and approved Minutes of Committee Meetings are published to the website- www.madeleytowncouncil.gov.uk 95.1 Leisure & Community Committee Councillor S Taylor presented the report of the Leisure & Community Committee meeting held on January 26th 2015 Noted

http://www.madeleytowncouncil.gov.uk/

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Madeley Food & Craft Fair Preparations had commenced for Madelyey Food & Craft Fair – to be held on Saturday, May 30th 2015

Madeley Christmas Lights Madeley Christmas Lights is under further review to take into account changing circumstances in Madeley town centre. Whilst it will again be held on a Saturday (December 5th 2015), times may be altered to afternoon/evening to align with a reinstated switch on/finale centred on Anstice Square

95.2 Environment Committee Councillor P Taylor presented the report of the Environment Committee meeting held on February 9th 2015 Noted

Public Discussion Members of the public attended to explain and support proposals included on the Agenda for discussion

Traffic Regulation Order amendment Telford & Wrekin Council, Network Management, has advised that it was not their responsibility to facilitate space on the highway for new vehicular access off High Street as planning permission had not been given. The proposal was not included in Road Traffic Order Review

Traffic Regulation Order Review 2014 Councillors took the opportunity to discuss the main implication of the review of Traffic Regulation Orders – enforcement. The employment of civil parking enforcement officers on a shared basis at Newport and Wellington was noted. It was requested that Officers obtain more details of the arrangement and its impact

95.3 Finance & General Purposes Committee Councillor J Jones presented the report of the Finance & General Purposes Committee meeting held on February 23rd 2015 for information

Noted

Anstice Memorial Institute Capital monies had been transferred to fbc Manby Bowdler (Solicitors) prior to completion for purchase of the Anstice Memorial Institute, legal fees and disbursements

14/96. Finance & Budget Expenditure Approval & Financial Reports 96.1 Expenditure Approval to approve expenditure transactions

The Responsible Finance Officer had prepared the Expenditure Transactions Approval List report for the period to February 2015

Resolved: that the expenditure transactions recorded be confirmed and approved for payment.

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95.2 Financial Reports to note Financial Status reports Financial Summary – Cashbook The Financial Summary – Cashbook report is an un-reconciled Receipts and Payment report showing opening and closing bank balances and total receipts and total payments (for each committee) for the period. The Responsible Finance Officer had prepared the Financial Summary – Cashbook report for the period April – February 2015 for information. Noted Financial Comparison Report to note actual monies received and spent compared to 2014/15 budget. The Responsible Finance Officer had prepared the Financial Comparison Report for the period to February 2015 for information. Noted

95.3 Risk Register Independent Internal Audit 2014 found that, whilst a Risk Register was in place, it did not clearly show the detail of risk. A review of the Risk Register was required to change a general narrative approach to risk to Risk Identification, evaluation of Risk and outcomes following Control Measures The Finance Officer presented a revised draft of the Risk Register that included:

- Description of Risk - Assessment of the impact of risk on objectives - Identification of key controls - Assessment of residual risk

accompanied by a Risk Matrix (Appendix A) It was noted that this was a working document that identified risk owner, further actions and objectives and was subject to continuous review. Resolved: that the Risk Register (2015) be approved and adopted 14/96. Strategic Direction to steer and co-ordinate the work of the Committees to ensure that strategic aims are being addressed and to develop policies and procedures that will enable the organisation to function effectively as an employer, service provider and community representative Action Plan Report The Action Plan was presented for Councillors information (Appendix B) Councillors were advised that a new format was being trialled for approval which recorded ongoing work, key projects and, where applicable, an indicative Budget allocation Councillors referred to the progress report on objectives for Strategic Direction Noted

96.1 Complaints Procedures

Independent Internal Audit 2014 found that Madeley Town Council did not have a written complaints policy and procedure to inform members of the public how to make a complaint.

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There was a need to have a clear, transparent, system for members of the public, Councillors and Officers to follow in the event of a complaint Following comparisons with a peer group of local councils, the Clerk to the Council had prepared a Complaints policy for consideration of adoption (Appendix C) Resolved: that the Complaints policy (2015) be approved and adopted

96.2 Anstice Memorial Institute The Clerk to the Council had prepared an update report for Councillors (Appendix D) Councillors were pleased with the positivity and the progress that was at the heart of the report and commended the work of the volunteer Anstice Community Team and Officers with the support of local Councillors. In its representative role, Madeley Town Council was involved in bringing the property back to the community and was ensuring that it would work well for the community The progress towards ownership has been led by committed and enthusiastic local people and it is they who will be involved in its re-development. Consultation and feedback will provide the basis for an Options Appraisal (subject to Heritage Lottery Fund Start-Up Grant) The Communications and Marketing Group are developing a number of smaller projects – Anstice Memories will be held on March 28th 2015 hosted at Jubilee House Noted It was suggested that the Anstice Community Team be invited to the Annual Parish Meeting

14/97. Representation

to consult with and be accountable to the community through open communication and to advocate on behalf of the Parish and its residents

Action Plan Report Councillors referred to the progress report on objectives for Representation (Appendix B) Noted 97.1 Meeting Dates 2015/16 A schedule of meeting dates for the 2015/16 civic year was presented for consideration, In an election year, it was suggested that:

- the Annual General Meeting be held on May 18th 2015 - to accommodate this change, the time of the Personnel Committee scheduled for

June 1st 2015 be changed to 6.00pm and the Leisure and Community Committee meeting be re-scheduled to June 1st 2015, commencing at 7.00pm

Agreed: that, subject to amendments stated, the meeting schedule be approved 14/98. Parish Profile to promote and publicise the work of the council, and the area it serves Action Plan Report Councillors referred to the progress report on objectives for Parish Profile (Appendix B) Noted

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98.1 Madeley Town Council – Website The Clerk to the Council had prepared a report on Madeley Town Council website. The website was created in 2011 and was showing its age – out of date and out of style, unadapted to take into account new technology and viewing portals and periodic loss of function (uploading links, etc). It was no longer a good herald for Madeley Town Council It was recommended that the website be re-built and re-designed, using Wordpress to make it usable on mobile devices. Indicative cost, obtained by quotation from Yarrington Ltd who had been commissioned to revamp the Madeley On the Map website, was £1,500. Competitive quotation had been sought from current supplier but no response received. It was discussed and directed that Yarrington Ltd could be regarded as a provider of specialist services and preferred supplier (Financial Regulation 13.1.1) and further competitive quotations need not be sought. Resolved: that Yarrington Ltd be contracted to re-design, construct and re-populate the Madeley Town Council website 98.2 Investors in People Investors in People accreditation, subject to renewal every three years, expires on July 30th 2015. Assessment is required for continued accreditation. Councillors noted the advantages of retaining Investors in People accreditation – assisting in improved performance and ensuring strategies and objectives remain aligned. Enquiry was made as to the cost of assessment (suggested subject to limit of £1,000) Resolved: that the core review assessment for Investors in People accredition be booked and cost confirmed 14/99. Correspondence There was none 14/100. Information 100.1 Telford & Wrekin Council for Voluntary Service Invitation to Annual General Meeting to be held on March 25th 2015 at Whitehouse Hotel, Wellington Nominated representative Councillor D Edwards currently has a dispensation for absence Councillor AR England if a Board Member of the Council for Voluntary Service and would report Noted 100.2 Woodlands View and Meadowcroft Supported Housing Scheme Invitation to attend one day public consultation of the forthcoming ‘foyer’ scheme to be held at Park Lane Centre, Woodside, on March 20th 2015 Noted

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100.3 Telford Samaritans Invitation to Annual General Meeting to be held on April 13th 2015 at Telford Branch headquarters King Street, Wellington Noted 100.4 Telford Nagar Kirtan Invitation to attend the Vaisakhi Sikh Celebration procession on April 19th 2015 from Hadley to Oakengates Noted 14/101. Date of Next Meeting

The next meeting of Madeley Town Council will be the Annual General Meeting to be held on Monday, May 18th 2015 at Jubilee House, High Street, Madeley, commencing at 7.00pm. There being no further business, the Chair declared the meeting closed at 7.50pm. Signed: Dated: (Chair)

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APPENDIX A MADELEY TOWN COUNCIL – RISK REGISTER

Council

Area of Interest Strategic Aim

C1 Strategic Direction

To steer and co-ordinate the work of the committees to ensure that strategic aims are being addresses and to develop policies and procedures that will enable the organisation to function effectively as an employer, service provider and community representative.

C2 Representation To consult with and be accountable to the community through open communication and to advocate on behalf of the parish and its residents.

C3 Profile To promote and publicise the work of the council and the area it serves.

C1 Risk Category

Risk Description Gross Risk

Key Controls Net Risk

Further Action

Risk Owner

Objective

Structure Conduct of Roles and Responsibilities

8 Statement of Management responsibilities Standing Orders( adopted 2010, revised 2014) Annual Review Financial Regulations ( adopted 2002, revised 2015) Annual Review Terms of Reference and delegated authority for Committees Annual Review

3 Distribute regulatory documents to Councillors (Election – May 2015)

Council The effective management of the Council

Strategy Achievement of Aims & Objectives Effective community leadership & intervention

8 Strategy meeting Annual Review Committee Action Plans Regular Meeting Review

3 Council

C/ees

To focus on culture and principles of Madeley Town Council

Quality Council

Maintenance of standards

7 Local Council Award Scheme Foundation Clerk to the Council – Qualification Certificate of Higher Education in Local Policy Declaration of Power of General Competence

3 Renew eligibility – Annual

Council Clerk

To achieve a high standard of representation

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Investors in People accreditation

General Meeting (May 2015) and service

C1 Risk Category



Further Action

Risk Owner

Objective

Quality Council (cont)

Reliable and accurate information and guidance

4 Membership of national and local bodies NALC, SLCC

2 Council To support decision making

Maintain a good working relationship with principal authority

2 Maintain effective communication Understand and implement the Parish Charter

2 Council C/ees

Officer

To assist Council’s ability to deliver services

Risk Adequacy of insurance cover

7 Review of insurance cover by Responsible Finance Officer with recommendations to F&GP Committee

3 Inclusion of new property acquisition (2015)

RFO

Clerk

Management and mitigation of risk

Competitive Insurance 3 Zurich Municipal local council policy cover contract until May 2017

1 RFO Value for money

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C2 Risk Category



Further Action Risk Owner

Objective

Councillors Councillor Propriety Non-compliance with legal obligations Repute Complaints Adverse publicity Public confidence

7 Councillors Code of Conduct adopted 2007 (updated 2013) Distribution of “Councillor Guide” Register of Councillors Interests Annual review Declaration of Interest – Agenda Order of Business

5 Prepare for Town Council election May 2015 Declaration of Acceptance of Office Induction

Council To achieve a high standard of representation and service

Failure to declare interest

5 Register of Councillors’ Interests Register maintained by Clerk Annual review Monitoring Officer Councillors’ responsibility for notification of changes

3 Town Council election May 2015

Council To achieve a high standard of representation and service

Officers Staff Propriety Non-compliance with legal obligations Disrepute Complaints Adverse publicity Public confidence

5 Employee’s Code of Conduct Contract of Employment

3 Clerk Staff

To achieve a high standard of representation and service

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C3 Risk Category




Objective

Meetings Quoracy 8 Annual calendar of meetings Meeting Agendas Attendance register

2 Ensure Councillors are aware of the correct procedure for submitting apologies

Council C/ees Clerk

The effective management of the Council

Consultation Response to consultation

4 Procedures to deal with responses to consultation requests Regular circulation of documents

4 Council To engage with issues affecting local government

Representation Outside bodies 5 Annual review of relevant organisations Annual appointment of representatives

3 Council To achieve a high standard of representation and service

Identity 5 Publication of Councillor details Provision of ID cards for Councillors and Officers Provision of business cards for Officers

3 Council Staff

To promote and publicise the work of the Council

Working with People

6 CRB check No lone working Supervision

3 Council Staff

To be accountable to the local community

Reputation

9 Newsletter to promote the work of Council Open governance Annual publication of Chair/Committee reports

6 Council Staff


Vacancies Decision making process

5 Statutory Notice procedure Co-option policy

2 Council Clerk


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C3 Risk Category




Objective

Information Storage and retrieval 8 Secure storage of personnel files IT System password protected and sensitive documentation encrypted WiFi restricted access

5 Clerk Staff


Compliance with Freedom of Information Act Compliance with timescales

3 FOI Publication scheme Receipt and distribution assessment Report requests for information to Council

1 Clerk The effective management of the Council

Minutes & Agendas

Proper and timely reporting

5 Notice and summons – public notice and distribution in accord with legal requirements Minutes prepared by Clerk/Deputy Town Clerk Minutes approved at next meeting Standing Orders – Order of Business Committee meeting reports reported and approved by Council Minutes available to Press and Public and published to website Minutes reviewed during external audit process


Numbering 2 All Council and Committee minutes recorded on Committee Identity/Year/Agenda/Paragraph basis Yearly Minute files held in Clerk’s office


Document Control 5 Lease, Financial and Confidential documents in secure storage All incoming mail registered and date stamped Secure filing system and archive Records maintained for requisite legal period

3 Clerk Staff


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C3 Risk Category




Objective

Public Right of Inspection

5 Freedom of Information – Publication Scheme Data Protection Register Website publication of approved documents Audit Notice of Electors’ Rights Publication of Annual Report - Newsletter

3 Clerk Staff


Community engagement

Candidates for Councillor vacancies

8 Publicise Council activities Notice Boards Newsletter

5 Erection of Town Centre noticeboards

Clerk Staff


Public participation 5 Notices Public Discussion – Agenda Venue – accessibility and preparation Publication of minutes

3 Clerk Staff


Identify community needs

8 Neighbourhood Co-ordinator role Consultation tools Publication of plans/proposals

5 Clerk Staff


Website Accessibility 9 Attractive design + navigability CMS capability Community Hub/Survey Monkey

5 Periodic update and revamp 2015

Clerk Staff


Publicity Perception 7 Press releases/articles checked by Clerk Legal Expenses Insurance

5 Clerk To promote and publicise the work of the Council

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Finance & General Purposes


F1 Assets To maintain high standards of service in all Council owned or managed assets and to provide facilities that are safe, well maintained and welcoming.

F2 Budget & Finance To monitor & control the council’s budget and to set a precept that balances the needs of the community against the community’s ability to pay.

F3 Regeneration To play a proactive role in regeneration projects that revitalise the area and are of benefit to local people.

F1 Risk Category




Objective

Assets & Properties

Protection of physical assets (loss or damage)

7 Buildings (and Contents) insurance (Local Council Policy – Zurich Municipal) - Value increased annually by RPI Quinquennial property valuation Periodic review of Insurance cover Asset Register maintained by Responsible Finance Officer

5 Addition of acquisition of Anstice Memorial Hall (2015)

RFO

Legal liability consequence as a result of asset ownership

6 Public Liability Insurance 2 RFO

Register of Assets

Record of assets maintained

2 Register of Assets above £100 value Asset reference number (date of purchase and value) Periodic updates for acquisitions/disposals Property at Insurance value

1 Inclusion of Anstice Memorial Hall (2015)

RFO

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F1 Risk Category




Objective

Security of buildings, - Jubilee House

Damage Disruption Vandalism

7 Community Building –Asset & Administration Officer Management

Caretaker & Key-holder inspection Nominated key-holders Hirers Terms & Conditions Monitored Alarm systems Door access control CCTV cover Contents Insurance

Out of Hours Security Guard watch

3 Clerk Property Officer

Consequential Loss 7 Business Interruption – Insurance Hirers Liability - Insurance

3 RFO

Security of buildings, - Public

Conveniences

Damage Disruption Vandalism Misuse Repute

7 Public Conveniences – Asset & Administration Officer Management

Caretaker & Cleaner inspection Limited opening hours

Contents Insurance


Buildings Maintenance

1. Loss of reputation

2. Loss of income 3. Accident/injury

to public 4. Caretaking

8 Asset Officer management – reporting to Clerk Staff training Approved annual maintenance budget Planned inspection and maintenance programme Annual Contracts for:

Electrical, Mechanical Lift, Security Water Services, Fire & Emergency

Risk Assessment Consequential Loss Insurance Contingency Reserve


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F1 Risk Category




Objective

Jubilee House – Caretaking and Keyholding

See separate Risk Assessment Property Officer

Public Conveniences – Cleaning and Maintenance

See separate Risk Assessment Property Officer

Equipment Failure, damage, replacement

4 Asset Register Annual PAT Testing Replacement reserve budget (IT system, Christmas Lights, Garden Scheme Machinery)

2 RFO Property Officer

IT systems System Failure Loss of data due to system fault – virus infiltration WiFi access Payroll/Finance programmes

8 Surge protector and UPS installation Daily back up of data and off-site storage of data tapes Anti-Virus protection WiFi restricted access Annual support contracts


Security of Equipment

Theft Fraudulent use

4 Stocktake 2 Property Officer

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F2 Risk Category




Objective

Accounts Accounting records and reporting

7 Accounting system and form of accounts determined by Responsible Finance Officer. Responsible Finance Officer to ensure that accounting systems are observed and maintained in accordance with proper practice and kept up to date Records kept in accordance with Accounts & Audit Regulations Annual Return formally approved by Councillors Statement of Assurance approved annually Internal and external audit reports presented

5 Council Clerk RFO

Audit process 7 Independent CPFA qualified internal auditor Audit Committee Audit Plan External Auditor appointed by Audit Commission

2 Council Clerk RFO

Financial controls

Compliance with Financial Regulations

5 Financial Regulations – subject to annual review Committee terms of reference – expenditure authorisation limits Expenditure properly authorised Internal and external audit

3 Council Clerk RFO

Internal Audit Review of internal controls

2 Internal controls reviewed by Responsible Finance Officer and Internal Auditor as necessary Recommendations submitted to F&GP Committee

1 F&GP RFO

Testing of specific internal controls

2 Annual Internal Financial Controls Check list completed by Chair of F&GP Committee

1 F&GP RFO

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F2 Risk Category




Objective

Budget & Precept

Adequacy of Budget forecast and Precept Order to meet responsibilities and commitments Budget preparation and submission

6 Strategy Review of expenditure priorities Council/Committee Business Plans Committee review of budget pressures and requirements Committee budgets reviewed by F&GP and approved by Council (Note –Intermediate Annual report scrutiny includes budget variances report)

5 Council Clerk RFO

Banking Services

Investment and Security

6 Reviewed periodically by F&GP Committee Investment Account – short term deposit authorisation by Committee Interbank Services Bank Account management mandate Monthly Bank Account reconciliation

4 F&GP RFO

Payroll Correct maintenance of personnel information New employee/Leaver processing Sickness/Absence records Contribution/Benefit rates

6 Payroll software (Sage payroll) Co-operative Bank – Faster Payment Service Real Time information submission Monthly employer payment records

4 RFO

Inland Revenue Compliance with HMRC regulations

5 Use of IR approve payroll software (Sage Payroll) Regular HMRC up-dates on legislation affecting in-year process Monthly returns PAYE/NIC to IR Annual return IR35 submitted on-line Internal audit plan and external audit

3 RFO

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F2 Risk Category




Objective

Customs & Excise

Compliance with HMRC regulations

3 VAT return quarterly Internal audit plan

1 RFO

Local Government Pension Scheme

Compliance with LGPS regulations

3 Training in system requirements and end of year data

Councillor contributions Employer contribution rates Payroll implications HR implications

LGPS 2014 scheme training Update of discretions policies

1 RFO

Legal Activities within legal powers

5 Power of General Competence (2013) Powers and Duties Professional advice

1 Renew declaration of Power of General Competence in election year (2015)

Clerk

Finance Fraud/Dishonesty 6 Standing Orders Financial Regulations Internal Financial Controls Fidelity Guarantee Insurance Money Insurance Internal and External Audit reports

3 Clerk RFO

Reporting and Compliance

3 Responsible Finance Officer timetable all accounts and statutory returns for completion and submission Quarterly returns Internal and external audit

1 RFO

Budget and Precept 6 Ensure all expenditure is within legal powers Committee business plans Annual budget for Income & Expenditure approved by Council Regular reports to Committee – financial comparison of expenditure against budgets

3 RFO

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F2 Risk Category




Objective

Expenditure Accounting

6 Financial Regulations – payment process, etc Regular report of all expenditure transactions to Council for approval Nominated cheque signatories Petty Cash control

3 RFO

Revenue Accounting 6 Financial Regulations – deposits process Monthly Debtors list Annual review of tenants rent & service charges Annual review of allotment rental Annual review of Room Hire charges

3 RFO

Theft 4 Safe storage for all cash items – petty cash, postage stamps, miscellaneous income Safe storage of cheque books and cheque payments received Limited access to cash Petty Cash imprest system – receipts & signature Expenses claim form Fidelity Guarantee Insurance

2 RFO

VAT 3 Compliance with VAT Notice 749 Local Authorities (April 2002) Quarterly return

2 RFO

Reserves - excess 2 Annual schedule of Reserves Statement of adequacy and appropriateness

1 Council RFO

Annual Return 6 End of Year Account process Completion of internal audit Approval by Council

2 Council Clerk RFO

Bank Account Reconciliation

3 Monthly reconciliation End of year reconciliation approved by Chair/ViceChair

1 RFO

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F2 Risk Category




Objective

Legal Powers 5 New expenditure legal power identified Clerk undertakes to ensure Council decisions are not ultra vires Minutes record if Council decision against Clerk’s advice Identification and Reporting of s137 expenditure Use of Committee budgets to allocate expenditure General Power of Competence adopted 2013

3 Council Clerk RFO

s137 Expenditure 5 Grant applications considered by Leisure & Community Committee Grant application policy and criteria Grant expenditure monitoring

3 L/C RFO

Management of External funding

5 Restricted Fund accounts Internal Audit

2 RFO

Insurance 7 Coverage of identified risk areas: Public Liability Employer Liability Property – All Risks Money Fidelity Guarantee (annual cover formula = Total balances plus 50% of precept) Business Interruption Consequential loss Loss of Revenue Personal Accident – including Councillors

Annual review of Management and values at renewal date

5 RFO

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F2 Risk Category




Objective

Agency payroll Information Underwriting Salaries and Statutory Returns

4 Payroll software (Sage payroll) Co-operative Bank – Faster Payment Service Real Time information submission Monthly employer payment records

2 Subject to Service Level Agreement?

RFO

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F3 Risk Category




Objective

Contracts Value for money and continuity of service Standard

6 Standing Orders on contracts Periodic competitive tenders by advertisement and issue of specifications and tender documents to contractors Project management

5 Clerk Staff

Professional Services

Contracts 6 Award of contracts for services or purchase of capital equipment controlled by budget limits:

Standing Orders Financial Regulations

Best Value account for established service and recommendation

5 Clerk Staff

Insurance 5 Contractors required to provide proof of suitable and adequate insurance cover

3 Staff

Negligence or omission by Council or employees

6 Insurance Cover Research, information and advice

5 Staff

Partners Objectives 9 Annual strategy review to prioritise needs 6 Council

Effective Partnership working

7 Nominated representation to Partnership group or Funded project Clarity of roles and responsibilities Feedback report Health check to ensure partnership objectives

5 Council

Maintain co-operative working relationships

7 Effective communication and consultation Parish Charter

3 Council

Association of Local Councils

5 Response to consultation Membership of local Area Committee Attendance at Parish Forum meetings

3 Council

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F3 Risk Category




Objective

Website – Madeley on the Map

Accessibility 7 Attractive design + navigability CMS vested in Yarrington Ltd Periodic updates

5 Re-design and re-vamp with extended purpose Editorial control

Clerk

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Environment


E1 Public Realm To work in partnership with the Local Authority to identify and implement environmental improvements

E2 Open Spaces To seek involvement and influence in the management and improvement of recreational and public open spaces.

E3 Planning & Conservation

To work in partnership with the Local Authority to protect community interest through an active response to planning applications.

E1 Risk Category




Objective

Property War Memorial - condition

7 Periodic inspection Bi-annual replanting (Ironbridge Gorge Lions)

3 Property Officer

Madeley Town Council has no asset ownership in public realm (street furniture – lighting, bus shelters, notice boards, litter/grit bin, signage, public seats)

Hanging Basket Scheme

Public Display 6 Annual review of contract Liaison with contractor

3 Clerk

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Leisure & Community


L1 Community Events

To organise a series of agreed public events throughout the year and to support other organisations and groups with the realisation of their own community events.

L2 Community Development

To provide grant assistance to support activities that help groups to address their own needs, and to support or initiate projects that provide services for the elderly and young people in particular.

L1 Risk Category




Objective

Events Budgetary provision 3 Event budget set during annual Budget/Precept process

1 L/C RFO

Third-party injury or damage Claim for Compensation

5 Insurance Separate Health & Safety risk assessment for Community Events (Christmas Lights, Green Day, Food Fair, Madeley Ramble) Public Liability Insurance (£10,000,000)

3 Events Officer

RFO

Services Risk of damage to third party property or individuals

5 Public liability Insurance (£10,000,000) Risk Assessments prepared to control risks HSE Event Safety Guide reference document ‘Organising a Safe Event’ guide adopted

3 Events Officer

Garden Scheme See separate Risk Assessment

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L2 Risk Category




Objective

Grants Compliance with grant policy Budgetary control

6 Grants policy Application form Monetary differentiation between donation, grant, and partnership General Power of Competence adopted 2013

3 L/C RFO

Expenditure control 3 Feedback reports to Committee 1 RFO Activity Support Take up within

criteria Budget allocation

3 Invitation to established community groups Funding formula recommended

1 RFO

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Personnel


P1 Human Resource Management

To efficiently administer all matters relating to the recruitment, retention and development of personnel and to monitor, develop and maintain systems and working practices to the standard of Investors in People.

P2 Training To provide agreed training and development opportunities for all personnel that will be of benefit to the individual and the organisation.

P1 Risk Category




Objective

Personnel Staff complement 6 Identify through Business Plan workload Personnel Committee

3 Clerk

Staff absence – service impact

6 Flexible working – working hours and lieu times policy Sickness/Attendance at Work policy Report to Personnel Committee

3 Clerk

Contracts of Employment

6 Annual Professional Development Review Job descriptions Salary forecasts and incremental increases are constituent part of Budget setting process HR advice taken as necessary

3 Clerk

Appointments: Designated Officers:

Clerk to the Council Responsible Finance Officer Property & Events Officer Heritage Officer Neighbourhood Co-ordinator

6 Training and development Technical support

3 Clerk

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P1 Risk Category




Objective

Professional Services

Agency advice 5 Membership of: National Association of Local Councils Society of Local Council Clerks

3 Council Clerk

Employer Health & Safety 9 Health & Safety policy – periodic review Independent Health & Safety advisor appointed Health & Safety manager nominated – Clerk Staff training – First Aid at Work

5 Clerk

Safety of Staff and Public

9 Office security Health & Safety risk assessment Public Events risk assessment

5 Clerk Staff

Employment Compliance with Employment Law, Equality Act 2010, Data Protection, Human Rights

8 Membership of National and Representative bodies National Association of Councillors National Association of Local Councils Society of Local Council Clerks Contracts of Employment Staff Training Grievance and Appeals procedure NJC Salary levels Maintenance of personnel records

5 Council Clerk

Compliance with Accounting and Employment regulations

5 Use of accredited software programmes and technical support Sage Payroll Edge ( Local Council Finance)

3 RFO

Pensions – LGPS 5 Automatic enrolment 3 RFO

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P1 Risk Category




Objective

Security of communications

Failure to comply with Data Protection Act Use of portable memory devices Unauthorised access

7 Register Data Protection with Information Commissioner Published scheme for Freedom of Information Password protection on all workstations Use of secure Drive for confidential information Register of equipment taken off-site

5 Clerk Staff

Security of Information

Access to personal information

5 Personnel files in secure storage Password protection for PC workstations

2 Clerk Staff

Document control 4 Leases and legal documents in safe storage 2 Clerk

Legal Changes to legislation and procedures

4 Training for Councillors and Officers as necessary Training budget Periodic review of Standing Orders

2 Council Clerk

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P2 Risk Category




Objective

Personal development

Key staff Temporary vacancies Maintaining quality of service Staff work pressure Standards of work and output Reputation

7 Staff appraisal – continuous development Staff training Staff policies Flexible working Induction Temporary contracts Investors in People accreditation

5 Clerk

Lone working Personal safety Monitoring of efficiency and effectiveness

5 Personal safety procedures Staff worksheet

4 Clerk

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RISK MATRIX

How to use the matrix:

Scores are arrived at by assessing the impact of the risk on you achieving your objectives as high, medium or low, then assessing the likelihood of the risk occurring as high, medium or low. Where the two points meet is the score allocated to the risk

So if the Impact will be high (catastrophic) and the likelihood of it happening is medium, the score will be 7

However, if the likelihood of the risk happening is low, but the impact of it happing is hight, the score will be 6

Risk Mitigation/Controls – Gross Risk Score

Once you have identified the risks and allocate them a gross score, you need to identify the controls you currently have in place to reduce the likelihood and or impact of this risk.

A control is a measure already in place which is ‘controlling’ the risk. If it is something you plan to do, it is an action and does not currently have an effect on the residual risk score.

Consider the economic viability of the controls in place – if the cost of controlling the risk exceeds the cost of the risk occurring – is it worth putting in place?

Record the current controls on the risk register

Re-assessment of Risk – Residual Score

Decide if the controls identified reduce the gross risk score. Do they reduce the likelihood or the impact of the risk?

Use the risk matrix again to re-score the risk with the controls in place to give the ‘Residual Risk Score’. If the controls in place are working then this score should be lower than the gross risk score.

HIGH

Important Risk: Unlikely to happen but would have catastrophic impact on objectives

6

Key Risk: Medium likelihood – catastrophic impact on objectives

7

Key Risk: High likelihood – catastrophic impact on objectives

9

IMPACT OF RISK

Unlikely to happen but would have an impact on achieving objectives

3

Important Risk: Medium likelihood – will make achieving objectives difficult but not impossible

5

Key Risk: High likelihood – will make achieving objectives difficult but not impossible

8

LOW

Unlikely to happen and will have little or no impact on achieving objectives

1

Medium likelihood but will have little or no impact on achieving objectives

2

Important Risk: High likelihood but will have little or no impact on achieving objectives

4

Unlikely Likelihood Of Occurrence Likely

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APPENDIX B

Date: 3rd March 2015

Full Council Action Plan

Area of Interest: CI – Strategic Direction Strategic Aim To steer and co-ordinate the work of the committees to ensure that strategic aims are being addressed and to develop policies and procedures that will enable the organisation to function effectively and an employer, service provider and community representative.

Ongoing work Key Project Timescale Allocated Budget

Notes

Overseeing the work of the committees, accurate recording of the meetings and co-ordination of the whole.

Policy development and review Complaints Procedure March 15 For consideration March 2015

Maintain & develop committee action plans

Strategy Review Sept 15

Work as a co-operative council £3,000

Maintain capacity to respond to local issues

Anstice Memorial Hall – purchase, refurbishment & management

Report for presentation to Council 9th March

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Area of Interest: C2 – Representation Strategic Aim To consult with and be accountable to the community through open communication and to advocate on behalf of the parish and its residents


Notes

Representation on outside bodies £210

Engage with citizenship programme for local young people

Establish a Youth Council March 15 £1,000 Meetings moved to Park Lane Centre, awaiting update from Youth Engagement Team

Promote projects that improve economic, social and environmental well-being

Support for the Pride in Your Community programme

Madeley Neighbourhood Plan referendum

£14,230 External Funding

Final Version made

Annual Parish Meeting March 15

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Area of Interest C3 – Parish Profile Strategic Aim To promote and publicise the work of the Town Council and the area it serves


Notes

Madeley Matters May issue April 15 £9,500

Council Websites Update and revise the Madeley on the Map website (partnership project)

April 15 £1,800 Madeley Partnership

‘Business’ website in developmental stage, contractor – Yarringtons

Update and revise the Town Council website

June 15 £500 Bids sought Budgetary provision made 2015/16 (£4,000)

Madeley Markers (BTI project through Madeley Partnership)

March 15 £14,600 Earmarked Reserves

2 notice boards & finger posts installed in Madeley Centre, further notice board & heritage information board to be installed in March

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APPENDIX C

Madeley Town Council Complaints Policy

Madeley Town Council is committed to providing high quality services on behalf of all who live in or visit the area. One of the ways in which the council can continue to improve its services is by listening and responding positively to any comments or complaints that are received and by putting right mistakes. The Council has adopted a standard procedure to provide a transparent, fair and confidential process for dealing with complaints made about the administration of the council or its procedures. What is a Complaint? The complaint may fall into different categories: -

- The attitude of an employee of the council - Failure to provide service to an acceptable standard - Delay in responding to an enquiry or a request for service - Failure to follow the Council’s policies, rules or procedures - Not making the best use of Council’s resources - A risk concerning health and safety issues.

Complaints against Town Councillors should be sent to the Monitoring Officer, Telford & Wrekin Council Write to the Monitoring Officer, Telford & Wrekin Council, Addenbrooke House, Ironmasters Way, Telford, TF3 4NT or alternatively by e-mail to [email protected] What is Not a Complaint?

- The first request for action or a service - A review request under the Freedom of Information or where a formal statutory process already

exists - A claim or contractual dispute with the Council

How Can Complaints be Made? The Council encourages anybody who has a concern first to speak to a member of staff. If the problem can be solved in this way then there is no need for the issue to go through the formal process. However, if the complaint cannot be dealt with immediately or you wish to have a formal response then the complaint should be put in writing. This helps us to be clear about the problem and also allows us to keep a record of all the points raised. All comments by letter or email should be addressed to: - The Town Clerk Madeley Town Council Jubilee House, 74 High Street, Madeley, Telford, TF7 5AH [email protected]

mailto:[email protected]

mailto:[email protected]

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When Can a Complaint be Made? It is far easier to find out what happened and to put things right if a complaint is received close to the time that the problem occurred, As time passes it becomes more difficult to investigate events fully and fairly. Therefore the Council will normally only accept complaints made within twelve months of the incident or circumstances that led to the complaint being made. Complaint Procedures On receipt of a written complaint, the Clerk will carry out an investigation and respond to the complainant within 15 days. We hope that the complaint will be resolved to everybody’s satisfaction, however, if the Town Clerks findings leave the complainant dissatisfied and you wish to escalate the complaint to the next stage you should reply in writing within 20 days explaining why you are not satisfied and address your correspondence to the Chair of Madeley Town Council. The Chair will carry out a further investigation and will give a written response within 15 days. Should you still remain dissatisfied you have the right to have the complaint referred to a Complains Panel, consisting of 3 Town Councillors and will be offered the opportunity to present your case to the Panel. If the result is still not to your satisfaction other options are: -

- To contact your local Borough Councillor who can give advice or who may be able to handle the complaint on your behalf

- The Local Government Ombudsman acts as an independent referee in disputes between individuals and their local councils. The ombudsman in an independent national service that investigates complaints against councils. It can only deal with cases of possible maladministration and in general will only investigate a complaint after you have been through the Council’s complaints procedure. For this reason it is helpful to keep copies of all correspondence regarding your complaint

Unreasonable and Vexatious Complaints There may be circumstances when a complainant persists in wishing to proceed when there is clearly no reasonable basis to do so, or when the Council has already taken reasonable action in response. The Council may decide that no further action can be taken and inform the complainant so, making it clear that only new and substantive issues will merit a response. Anonymous Complaints Anonymous complaints may be dismissed at the discretion of the council according to the type and seriousness of the allegation Complainant Rights Complainants have the right; -

- To be treated with courtesy and respect at all times - To have a friend or other representative help them with their complaint (a letter of authority may

be required) - To confidentiality (if an investigation cannot proceed without the complainant being identified they

will be given the option whether or not to continue) - To be kept informed of the progress of their complaints - To receive an apology if the complaint is upheld - To be informed of any changes to Council policy or procedures arising from a complaint.

January 2015

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APPENDIX D Anstice Memorial Hall

Update for Full Council 9th March 2015 The Clerk signed the contract of sale on Friday 27th February. We are awaiting signatures from the other parties and then exchange and completion before we receive the keys. As soon we are able to confirm ownership there will be a public announcement, press statements and photo opportunities. While we are awaiting completion of the sale, the Anstice Community Team continues to meet and is growing in confidence and commitment. They meet once a month with additional meetings for working groups, looking specifically at: - Funding, Communications and Marketing and Legal Structures. The funding group has organised Financial Regulations which have been adopted, and an application to Heritage Lottery Fund for a Start- up Grant has been submitted as a partnership between the Town Council and ACT. This is to pay for Community Consultation, Training and development for the group, an Options Appraisal and further development of the Business Plan. All this information is needed to demonstrate to future funders that the project is viable, has community support and will be properly managed. We will then be in a position to apply for the large sums that will be required to refurbish the building and to make the necessary alterations.

The Communications and marketing Group have a number of smaller projects that they are developing. They will organise the publicity when the announcement of the sale can be made. They have also organised an event at Jubilee House to share and collect photographs and memories of the Anstice. There are plans to open the building for one day for guided tours. This will take place during the Food and Craft Fair at the end of May which will also be an opportunity to show some of the photos and play the recordings from the ‘Memories’ day

The Legal Structures group is going through the process of registering ACT as a Charitable Incorporated Organisation, to be known as the Anstice Community Trust and 8 members of ACT have agreed to be Trustees. The legal structures group is also developing the constitution and various other policies. They are investigating the best management structure for running the Anstice which will include setting up a Trading Subsidiary and may include subleases and/or franchises. Members of the ACT group are attending a ‘BRICK’ Workshop in Middleport, Stoke in March which is organised by the Princes Regeneration Trust. It looks to be a fascinating and relevant day in a very interesting venue it will also be very useful to make contact with other similar organisations and a valuable networking opportunity.

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We are formalising the arrangement with the person who has been looking after the building on behalf of the liquidators for the last 12 months. He will be offered a short term lease (12 months) on the stewards flat and in return will be responsible for the security, keyholding and minor repairs in the Anstice. He is a qualified builder and will also undertake to repair the flat and bring it up to a habitable standard. Having somebody on site whilst the building is empty has kept the building secure; this arrangement also satisfies our insurers. Once the building is in the ownership of the Town Council the immediate plans are to have a proper condition and asbestos survey. Nock Deighton have kindly offered this service at a reduced rate, and it will be funded through the Community Pride grant. Another early task will be to make a proper inventory. This will be organised by Keith Whitton and will be completed over a several weekends by the Anstice Community Team. There are numerous conversations, contacts and other developments going on behind the scenes, the above is a summary of the main activities for member’s information. We have been delighted by the level of support from many people and organisations. The challenge is to keep this momentum going through the inevitable ups and downs of the project, to have some early successes and to grow the volunteer base. KAP 3rd March 2015

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