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Interests Flowchart
The flowchart below gives a simple guide to declaring an interest under the code.
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Table 1: Disclosable Pecuniary Interests
This table sets out the explanation of Disclosable Pecuniary Interests as set out in the
Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.
Subject Description
Employment, office, trade, Any employment, office, trade,
profession or vocation profession or vocation carried on for
profit or gain.
Sponsorship Any payment or provision of any other
financial benefit (other than from the
council) made to the councillor during the
previous 12-month period for expenses
incurred by him/her in carrying out
his/her duties as a councillor, or towards
his/her election expenses.
This includes any payment or financial
benefit from a trade union within the
meaning of the Trade Union and Labour
Relations (Consolidation) Act 1992.
Contracts Any contract made between the
councillor or his/her spouse or civil
partner or the person with whom the
councillor is living as if they were
spouses/civil partners (or a firm in
which such person is a partner, or an
incorporated body of which such person
is a director* or a body that such person
has a beneficial interest in the securities
of*) and the council
—
(a) under which goods or services are
to be provided or works are to be
executed; and
(b) which has not been fully discharged
Land and Property Any beneficial interest in land which is
within the area of the council.
‘Land’ excludes an easement,
servitude, interest or right in or over
land which does not give the councillor
or his/her spouse or civil partner or the
person with whom the councillor is
living as if they were spouses/ civil
partners (alone or jointly with another) a
right to occupy or to receive income.
Licenses Any licence (alone or jointly with others)
to occupy land in the area of the council
for a month or longer
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Corporate tenancies Any tenancy where (to the councillor’s
knowledge)—
(a) the landlord is the council; and
(b) the tenant is a body that the councillor,
or his/her spouse or civil partner or the
person with whom the councillor is living
as if they were spouses/ civil partners is
a partner of or a director* of or has a
beneficial interest in the securities* of.
Securities Any beneficial interest in securities* of a
body where—
(a) that body (to the councillor’s
knowledge) has a place of
business or land in the area of the
council; and
(b) either—
(i) ) the total nominal value of the
securities* exceeds £25,000 or
one hundredth of the total issued
share capital of that body; or
(ii) If the share capital of that body is of
more than one class, the total nominal
value of the shares of any one class in
which the councillor, or his/ her spouse
or civil partner or the person with whom the
councillor is living as if they were
spouses/civil partners have a beneficial
interest exceeds one hundredth of the total
issued share capital of that class.
* ‘director’ includes a member of the committee of management of an industrial and
provident society.
* ‘securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a collective
investment scheme within the meaning of the Financial Services and Markets Act 2000 and other
securities of any description, other than money deposited with a building society.
Table 2: Other Registrable Interests
You must register as an Other Registerable Interest :
a) any unpaid directorships
b) any body of which you are a member or are in a position of general control or
management and to which you are nominated or appointed by your authority
c) any body
(i) exercising functions of a public nature
(ii) directed to charitable purposes or
(iii) one of whose principal purposes includes the influence of public opinion or policy
(including any political party or trade union) of which you are a member or in a
position of general control or management
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The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of the meeting of the Property, Policy & Resources Committee held on
Monday 11th December 2023 at 7pm at
Hellesdon Parish Council Offices, Diamond Jubilee Lodge, Woodview Road, Hellesdon
Present:
Cllr S Gurney (Chairman)
Cllr G Britton
Cllr L Douglass
Cllr R Forder
Cllr B Johnson
Cllr D Maidstone
Also in Attendance:
F LeBon (Clerk)
G Ellis (Finance Officer)
The Chairman welcomed everyone and opened the meeting at 7pm.
1. Apologies and acceptance for absence
Apologies were received from Cllr Britcher and Cllr Smith. These were ACCEPTED.
2. Declarations of Interest and Dispensations
Cllr Maidstone declared an interest in item 5a as a paid employee of the Guide Association.
Cllr Gurney declared that she had been assisting HAHA with a grant from Broadland Council..
3. To Approve the Minutes of the Meeting Held on 27th July 2023
Minutes had been circulated from the meeting held on 27th July 2023. These were AGREED as
a true and accurate record of the meeting.
4. Public Participation
No public present at the meeting.
5. To Consider Grant Applications under the Good Causes for Hellesdon Fund
a) Hellesdon Scouts
A grant application to contribute to an outside covered area for workshop skills was
considered. It was AGREED that whilst the physical project met the criteria for funding, the
accounts for the scout group showed a surplus that could facilitate the cost of the project
therefore the grant application was declined. Cllr Maidstone abstained from the vote.
b) Hellesdon Allotment Holders Association
A grant application to contribute to a community hut on the allotment site was considered.
Discussions occurred as to the total cost of the project, the funding already achieved, and the
Approved…………………………………………………...…
Date………………………………………
HPC Property, Policy & Resources Committee Minutes 11th December
2023
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account balance held by the organisation. A grant of £500 was AGREED. Cllr Gurney
abstained from the vote.
6. Policies to be Reviewed
The following policies were reviewed and AGREED en bloc:
a) Complaints
b) Customer Service
c) Grant Making
d) Media Relations
e) London Bridge
f) Unreasonably Persistent Behaviour
7. To consider a resolution under the Public Bodies (Admissions to Meetings) Act 1960 to
exclude the press and public for the duration of item 8 in view of the confidential nature of
the business to be transacted.
This was AGREED
Item 8 was closed to the press and public
8. 2024/2025 Budget
a) To Review Quotations and Appoint Verge Cutting Contractor for 2024/2025
The Parish Council holds a verge delegation agreement with Norfolk County Council to cut the
grass verges in Hellesdon. Hellesdon Parish Council does not have the equipment or resource
to complete the works in house, so the work is contracted out. Presently, the amount
received from Norfolk County Council enables the Parish Council to cut the verges more
frequently than Norfolk County Council is able to commit to, resulting in tidier verges and less
complaints.
Quotations were requested in November 2023, and were added to contracts finder for
openness and transparency. Two responses were received as follows:
Description of Works Contractor 1 Contractor 2
Verge Cutting (10 cuts £9684.43 £12845.50
in the growing season)
For each additional cut £968.44 £ 1284.55
on request
It was AGREED to appoint Contractor 1 for the verge cutting contract in 2024/2025.
b) To Review Earmarked and General Reserves Balance
It was established that the predicted general reserves as of 31st March 2024 would be in the
region of £307,954.67 (after all expenses, projects and financial reserves management
contingency were considered). It was AGREED to recommend to Full Council that £223,915.36
be allocated to various projects and sinking funds in Earmarked Reserves. It was further
AGREED to recommend to Full Council that the amount of £130,000 as stated in the Financial
Reserves Management Policy as being adequate to run the council for three months, be
increased to £150,000.
Approved…………………………………………………...…
Date………………………………………
HPC Property, Policy & Resources Committee Minutes 11th December
2023
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c) To Consider 2024/2025 Budget and Associated Precept
Members considered feedback from committees and how their budgets worked into the
all round budget figure for the council. They also considered forthcoming projects and
how these projects could be accommodated utilising reserves. Using reserves to update
the assets of the Parish Council would also reduce the maintenance costs in the near
future.
After reviewing all budget items and making associated amendments, the budget AGREED
to be recommended to full council for 2024/2025 was £727,103.81. With anticipated
income a precept of £598,826.67 would be required. With a tax base of 3930 this would
mean a Band D of £152.37 per annum, an increase of £7.20 per annum which equates to
4.96%
d) To Consider Options for Improved Interest Rates
Two different options were provided for a better return on the Parish Council’s savings.
These were in the form of either a Barclays Bond or a CCLA investment account. It was
AGREED that both options should be utilised. The Clerk and the Finance Officer will review
the level of savings and return to the council with a recommendation of investment in
both accounts.
The Meeting was reopened to the Press and Public
9. Items for the Next Agenda and for Other Committees
No matters raised
10. To confirm that date of the next meeting.
To be confirmed.
The meeting closed at 8.15pm.
Approved…………………………………………………...…
Date………………………………………
HPC Property, Policy & Resources Committee Minutes 11th December
2023
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Fire Safety Legislation Changes
Guidance for non-residential premises
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Section 156 of the
Building Safety Act
2022 came into force • Responsible Persons must record (and,
as necessary, update) their contact
on 1 October 2023, information, including a UK-based address,
and share this with other Responsible
introducing a raft of Persons and residents of multi-occupied
residential premises where applicable.
new legal provisions • Responsible Persons must take reasonably
surrounding fire safety. practicable steps to ascertain the
existence of other Responsible Persons
In this short guide, we who share or have duties in respect of the
same premises and Accountable Persons,
explain what Responsible then identify themselves to said persons.
Persons need to do as a NB: Accountable Persons are a new legal
entity made under the Building Safety Act.
result of these changes to They are responsible for assessing and
help you stay compliant. managing building safety risks in higher-risk
residential buildings (those that are at least 18
metres in height or have at least 7 storeys).
• Departing Responsible Persons must share
What is the Building Safety Act and what all ‘relevant fire safety information’ with
does it require? incoming Responsible Persons.
The Building Safety Bill received Royal Assent • Responsible Persons of a building
in April 2022, becoming the Building Safety containing two or more sets of domestic
Act 2022. In summary, the new legislation premises must provide residents with
has the effect of amending the Regulatory relevant fire safety information in a format
Reform (Fire Safety) Order 2005 (‘the Fire that can be easily understood.
Safety Order’) to introduce the following
There is also a legislative requirement that,
requirements:
where the Responsible Person appoints
• Responsible Persons must record their a person to make or review the Fire Risk
completed Fire Risk Assessment, in full Assessment, they must be competent. This
(previously only specific information was legislative requirement will be brought into
required to be recorded). force at a later date, and further guidance
in that regard will be provided before the
• Responsible Persons must record their fire
commencement date. In the meantime,
safety arrangements (to demonstrate how
if you do appoint a Fire Risk Assessor, it’s
fire safety is managed in your premises).
recommended that you ensure they are
• Responsible Persons must record the competent to do so; in other words, do they
identity of the individual (their name) have sufficient training and experience, or
and/or (if applicable) the name of the knowledge and other qualities?
organisation engaged by them to
undertake/review any or all Fire Risk
2 8 Assessments.
3
Which buildings do the previous requirement to record only the
significant findings of the risk assessment. It
If you are the Responsible Person for any
building regulated by the Fire Safety Order,
these new fire safety also removes the previous limitations on the
circumstances within which you are required
the requirements of the Building Safety Act
outlined above can be broadly split into three
requirements apply to? to record both the risk assessment and the fire
safety arrangements at your premises, such as
key duties that will apply to you. Let’s take a
look at each of these duties in more detail.
It is vital that your Fire Risk Assessment, and
any fire safety measures you take as a result,
These requirements apply to all non-domestic only being required to record this information Cooperating and coordinating with other align with, and complement, the Fire Risk
premises, such as where people work, visit or if there were five or more employees or where Responsible Persons Assessment(s) and fire safety measures for the
stay. This includes workplaces and the non- subject to licensing or an alterations notice. rest of the building in order to provide a whole
It’s important that you work with other
domestic parts of multi-occupied residential building approach to fire safety.
If you employ a Fire Risk Assessor to assist Responsible Persons in the premises to help
buildings (e.g. communal corridors, stairways,
you in completing a Fire Risk Assessment, you facilitate a cohesive approach to fire safety Whenever possible, you should let the other
plant rooms).
must record their name and (where applicable) throughout the entire building. As such, Responsible Persons know when you have a
The requirements do not apply within their organisation name. This will ensure there you must take such steps as are reasonably new Responsible Person taking over your part
individual domestic premises. Local fire is a clear record for enforcing authorities as of the premises so that they can provide the
practicable to identify whether there are any
and rescue authorities remain the primary
to who completed the assessment and will other Responsible Persons in your premises necessary information detailed above to the
enforcing body for the Fire Safety Order,
enable you to share this information with who share or have duties in respect of it. incoming Responsible Person.
including these additional requirements.
both residents (where applicable) and any
For example, in multi-occupancy commercial
incoming Responsible Person after you. You
How do I know if I am are responsible for ensuring that your Fire
buildings, other Responsible Persons would
not only include the other businesses
Risk Assessment is suitable and sufficient,
a Responsible Person? and if you employ someone to do this for
but would also include a landlord (and
possibly a managing agent) who has overall
you, we recommend that you ensure they are
You are a Responsible Person if you are an responsibility for the safety within the building.
competent to do so.
employer, have control of the premises, or
are an owner of a premises. Once you have identified that there are other
Responsible Person(s), you will need to inform
each other of your names (or that of someone
What are the key acting on your behalf) and a UK-based
responsibilities of address where you are able to receive notices
or other documentation.
Responsible Persons? It will also be necessary to inform each other
of the extent of your responsibilities under the
If you are the Responsible Person for any Fire Safety Order and make a record of this
building regulated by the Fire Safety Order,
information. You should know the extent to
the requirements of the Building Safety Act
which you are responsible for the premises,
outlined above can be broadly split into three
key duties that will apply to you. Let’s take a which may be detailed in a contract, but if you
look at each of these duties in more detail. are unsure, we advise that you contact the
building owner or manager to determine the
Recording your fire risk assessment and other extent of your control.
information
You must now record the Fire Risk Assessment You should provide any information in writing,
in full (including all of the findings) and the fire and it is advised that you record this in such a
safety arrangements for your premises in all way that it can be readily accessed if you need
circumstances. it as evidence of information sharing. You are
required to keep a record of the information
You should make available as much provided about the extent of your duties in
information as possible about fire safety in relation to the premises.
your premises. This new requirement replaces
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Providing information to new Responsible
Persons
Responsible Persons are also required to
share any relevant fire safety information with
incoming Responsible Persons to provide Where disputes are identified with any
a continual record of fire safety information of the above cooperation duties and this
throughout a building’s lifetime. compromises fire safety, you should, in the
first instance, speak with the Accountable
This would include scenarios where you Persons, landlord or freeholder. If this fails to
cease trading, are taken over by a new resolve the problem, you should then contact
Responsible Person, or sell your business the relevant enforcement authority.
or freehold. Where you are the existing
Responsible Person, you must provide any
new Responsible Person with any relevant fire
safety information, including:
• The Fire Risk Assessment and review Get specialist fire safety
records (including any fire safety support
information provided by other Responsible
Persons). The Fire Safety Act 2021 and related
regulations, including the Fire Safety
• The identity of any person who assisted Regulations 2022, will make it easier for
with the Fire Risk Assessment / review. enforcement action and prosecution to
• The name and UK address of any be brought against anyone designated
Responsible Person or any person acting as a Responsible Person who fails to
on behalf of the Responsible Person who meet their obligations.
will accept notices or other documentation. Offenses under fire safety legislation can
• The identity of the Accountable Person, result in severe consequences, including
where known (if a higher-risk residential unlimited fines and jail time for high-level
building, over 18m or 7 storeys). individuals within a company.
• Any information given under regulation 38 WorkNest can support you in keeping your
of the Building Regulations 2010 (such as premises compliant through:
the information provided when a building • Reviewing your Fire Risk Assessment
is built or extended). to ensure it meets the standards of the
If you do not have the contact details for the new legislation
incoming Responsible Person, you could ask
• Examining your evacuation strategy to
the building owner or manager. If they don’t
ensure it’s fit for purpose
have them or cannot provide them, you should
provide all the required information to the • Providing basic advice and guidance on
building owner or manager so that they can fire door checks (for more information,
forward this onto the incoming responsible
refer to the British Woodworking
person when this has been identified. You
Federation Group’s Fact Card 5)
must make a written record that you have
done this. 0345 226 8393
enquiries@worknest.com
worknest.com
6 10 7
Policy, Property and Resources
22nd April 2024
Item 5 - Fire Regulations
Section 156 of the Building Safety Act 2022 came into force on 1st October 2023, introducing legal
provisions surrounding fire safety. These requirements apply to all non-domestic premises, such as
where people work, visit or stay, including workplaces, and the non-domestic parts of multi-occupied
residential buildings (e.g., communal corridors, stairways, plant rooms).
The legislation refers to a ‘responsible person’ and their duties under the act. Guidance states that
‘you are a Responsible Person if you are an employer, have control of the premises, or the owner of a
premises’. Clarification has been sought as to whether a Responsible Person can be a corporate body
and it can be. The employer is Hellesdon Parish Council and so Hellesdon Parish Council is the
‘responsible person’.
Relevant to the Responsible Person for Hellesdon Parish Council is the recording the fire risk
assessment and other information. We must now record the fire risk assessment in full (including all
the findings) and the fire safety arrangements for our premises in all circumstances.
We should make available as much information as possible about fire safety in our premises. This
new requirement replaces the previous requirement to record only the significant findings of the risk
assessment. It also removes the previous limitations on the circumstances within which we were
required to record both the risk assessment and the fire safety arrangements at your premises, such
as only being required to record this information if there were five or more employees or where
subject to licensing or an alterations notice.
As we employ a fire risk assessor to assist us in completing a fire risk assessment, we must record
their name, and where applicable their organisation name. This will ensure there is a clear record for
enforcing authorities as to who completed the assessment and will enable us to share this
information with both residents (where applicable) and any incoming Responsible Person.
We are responsible for ensuring that our fire risk assessment is suitable and sufficient and as we
employ someone to do this for us we need to ensure they are competent to do so.
The first matter which will require addressing is to update the fire risk assessment and it is
recommended that this is actioned at the earliest opportunity.
Item 5a To Agree Hellesdon Parish Council to be the Responsible Body under New Fire Regulations
It is recommended that Hellesdon Parish Council as a corporate body, as the employer, be nominated
as the Responsible Person under s156 of the Building Safety Act 2022, with the day to day
management being delegated to the Clerk and Facilities Manager
Item 5b To Consider the Updating of the Fire Risk Assessments for all Council Buildings
The last Fire Risk Assessments were completed on behalf on the council in 2019. As these are now 5
years old and the community centre has been much changed. It is recommended that that these are
now updated. A price has been received of £150 per building to complete these Risk Assessments.
That is £450 for the Community Centre, Diamond Jubilee Lodge and the Grounds Shed.
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Information Security Policy
1. Policy Statement
The General Data Protection Regulation (GDPR) aims to protect the rights of individuals
personal data when it is obtained, stored, processed or supplied and requires that
organisations take appropriate security measures against unauthorised access, alteration,
disclosure or destruction of personal data.
Hellesdon Parish Council is dedicated to ensuring the protection of all information assets
within the keeping of the Parish Council.
High standards of confidentiality, integrity and availability of information will be maintained
at all times.
The Parish Council will demonstrate support for, and commitment to, information and cyber
security through the issue and maintenance of an information security policy within the
Parish Council including the supporting guidance documents which are listed below.
This Policy sets out the measures taken by the Parish Council to achieve this,
including to: -
• protect against potential breaches of confidentiality;
• ensure that all information assets and IT facilities are protected against damage, loss
or misuse;
• support the Parish Council Data Protection Policy in ensuring all staff/committee
members are aware of and comply with UK law and Parish Council procedures
applying to the processing of data; and
• increase awareness and understanding at the Parish Council of the requirements of
information security and the responsibility for staff/council members to protect the
confidentiality and integrity of the information that they process.
2. Introduction
Information Security can be defined as the protection of information and information
systems from unauthorised access, use, disclosure, disruption, modification or destruction.
For the avoidance of doubt, the term ‘mobile devices’ used in this policy refers to any
removable media or mobile device that stores data. This includes, but is not limited to,
laptops, tablets, digital cameras, memory sticks and smartphones.
Hellesdon Parish Council - Information Security Policy
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To be Reviewed 2024/2025 M3
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3. Purpose
Information is a major asset that the Parish Council has a responsibility and requirement to
protect. The secure running of the Parish Council is dependent on information being held
safely and securely.
Information used by the Parish Council exists in many forms and this policy includes the
protection of information stored electronically, transmitted across networks and printed or
written on paper. It also includes any information assets in Cyberspace (The Cloud). UK
Cyber Security Strategy 2011 defined Cyberspace as:
“Cyberspace is an interactive domain made up of digital networks that is used to store,
modify and communicate information. It includes the internet, but also the other
information systems that support our businesses, infrastructure and services”.
Protecting personal information is a legal requirement under Data Protection Law. The
Parish Council must ensure that it can provide appropriate assurances to its residents and
staff/committee members about the way that it looks after information ensuring that their
privacy is protected, and their personal information is handled professionally.
Protecting information assets is not simply limited to covering the information (electronic
data or paper records) that the Parish Council maintains, it also addresses who has access to
that information, the processes they follow, and the physical computer equipment used to
access them.
This policy details the basic requirements and responsibilities for the proper management of
information assets.
4. Scope
This Information Security Policy applies to all systems, written, spoken and electronic
information held, used or transmitted by or on behalf of the Parish Council, in whatever
media.
This includes information held on computer systems, paper records, hand-held devices and
information transmitted orally.
This policy applies to all members of staff/members/committee members, including
temporary workers, contractors, volunteers and any and all third parties authorised to use
the IT systems. All staff and members are required to familiarise themselves with its content
and comply with provisions contained in it. Breach of this policy by staff can be treated as a
disciplinary offence which may result in disciplinary action under the Parish Council’s
Disciplinary Policy and Procedure up to and including summary dismissal depending on the
seriousness of the breach. Breach of this policy by members will be deemed as an
infringement of the Members’ Code of Conduct and can result in a report to the monitoring
officer.
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To be Reviewed 2024/2025 M3
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Changes to data protection legislation will be monitored and further amendments may be
required to this policy in order to remain compliant with legal obligations and processes that
make up the Parish Council’s information systems. This includes all Parish Council staff and
members.
5. General Principles
All data stored on Parish Council IT Systems or paper records shall be available only to staff
or members with legitimate need for access and shall be protected against unauthorised
access and/or processing and against loss and/or corruption.
All Parish Council owned IT Systems are to be installed, maintained, serviced, repaired, and
upgraded by the Parish Council’s IT Consultant or by such third party/parties as the Parish
Council may authorise.
All staff/committee members have an obligation to report actual and potential data
protection compliance failures to the Parish Council Clerk who acts as Data Protection
Officer who shall investigate the breach.
6. Risks
The Parish Council recognises that there are risks associated with users accessing and
handling information in order to conduct official Parish Council business.
The Parish Council is committed to maintaining and improving information security and
minimising its exposure to risks. It is the policy of the Parish Council to use all reasonable,
practical and cost-effective measures to ensure that:
• Information will be protected against unauthorised access and disclosure
• The confidentiality of information will be assured
• The integrity and quality of information will be maintained
• Authorised staff, when required, will have access to relevant Parish Council systems
and information.
• The Parish Council systems have a contingency in place for business continuity and
disaster recovery.
• Access to information and information processing facilities by third parties will be
strictly controlled with detailed responsibilities written into contract/ documented
agreements.
• All breaches of information and cyber security, actual and suspected, will be
reported and investigated. Corrective action will be taken.
• Information security training will be available to staff/committee members on
request.
Hellesdon Parish Council - Information Security Policy
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To be Reviewed 2024/2025 M3
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Non-compliance with this policy could have a significant effect on the efficient operation
of the Parish Council and may result in financial loss and embarrassment.
7. Physical Security and Procedures
Paper records and documents containing personal information, sensitive personal
information, and confidential information shall be positioned in a way to avoid them being
viewed by people passing by as much as possible, e.g. through windows. At the end of the
working day, or when you leave your desk unoccupied, all paper documents shall be
securely locked away to avoid unauthorised access.
Available locked filing cabinets and locked cupboards shall be used to store paper records
when not in use.
Paper documents containing confidential personal information should not be left on office
desks, on meeting tables, or pinned to noticeboards where there is general access unless
there is legal reason to do so and/or relevant consents have been obtained. You should take
particular care if documents have to be taken out of Parish Council owned buildings.
If you find the security to be insufficient, you must inform the Clerk and Responsible Officer
as soon as possible. Increased risks of vandalism and or burglary shall be taken into account
when assessing the level of security required.
The Parish Council carried out regular checks of the buildings and storage systems to ensure
they are maintained to a high standard.
The Parish Council secures the buildings at certain times to prevent unauthorised access to
the buildings. An alarm system is set nightly. CCTV Cameras are in use at the Parish Council
and monitored by Staff.
Visitors should be required to sign in at the reception, accompanied at all times by a
member of staff and never be left alone in areas where they could have access to
confidential information.
8. Roles and Responsibilities
It is the responsibility of each member of staff and council member to adhere to this policy,
standards and procedures. It is the Parish Council’s responsibility to ensure the security of
their information, ICT assets and data. All members of the Parish Council have a role to play
in information security.
The Clerk and Responsible Officer in conjunction with councillors and IT consultant shall be
responsible for the following:
a) ensuring that all IT Systems are assessed and deemed suitable for compliance with
the Parish Council’s security requirements;
Hellesdon Parish Council - Information Security Policy
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To be Reviewed 2024/2025 M3
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b) ensuring that IT Security standards within the Parish Council are effectively
implemented and regularly reviewed, working in consultation with the Parish
Council’s management, and reporting the outcome of such reviews to the Parish
Council’s management;
c) ensuring that all members of staff and council members are kept aware of this policy
and of all related legislation, regulations, and other relevant rules whether now or in
the future in force, including, but not limited to, the GDPR and the Computer Misuse
Act 1990. Furthermore, the IT Consultant, in conjunction with the Clerk and
Responsible Officer and councillors shall be responsible for the following:
• assisting all members of staff/councillors in understanding and complying with this
policy;
• providing all members of staff/councillors with appropriate support and training in IT
Security matters and use of IT Systems;
• ensuring that all members of staff/councillors are granted levels of access to IT
Systems that are appropriate for each member, taking into account their job role,
responsibilities, and any special security requirements;
• receiving and handling all reports relating to IT Security matters and taking
appropriate action in response.
• taking proactive action, where possible, to establish and implement IT security
procedures and raise awareness among members of staff/councillors;
• monitoring all IT security within the Parish Council and taking all necessary action to
implement this policy and any changes made to this policy in the future; and
• ensuring that regular backups are taken of all data stored within the IT Systems at
regular intervals and that such backups are stored at a suitable location offsite.
9. All Staff/councillors
All members of staff/councillors must comply with all relevant parts of this policy at all times
when using the IT Systems.
Computers and other electronic devices should be locked when not in use to minimise the
accidental loss or disclosure.
Staff/councillors must immediately inform the Clerk and Responsible Officer of any and all
security concerns relating to the IT Systems which could or has led to a data breach.
Any other technical problems (including, but not limited to, hardware failures and software
errors) which may occur on the IT Systems shall be reported to the Clerk and Responsible
Officer immediately.
You are not entitled to install any software of your own without the approval of the Parish
Council’s IT Consultant.
Physical media (e.g. USB memory sticks or disks of any kind) should not be used for
transferring files without permission.
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If you detect any virus this must be reported immediately to the Parish Council’s IT
Consultant (this rule shall apply even where the anti-virus software automatically fixes the
problem).
10. Access Security
All members of staff/councillors are responsible for the security of the equipment allocated
to or used by them and must not allow it to be used by anyone other than in accordance
with this policy.
The Parish Council has a secure firewall and anti-virus software in place. These prevent
individuals from unauthorised access and to protect the Parish Council’s network.
All IT Systems (in particular mobile devices) shall be protected with a secure password or
passcode. All passwords must, where the software, computer, or device allows:
a) be at least 6 characters long including numbers, letters and a special character (eg:
$%£);
b) be changed on a regular basis;
c) not be obvious or easily guessed (e.g. birthdays or other memorable dates,
memorable names, events, or places etc.)
Passwords must be kept confidential and must not be made available to anyone else unless
authorised by the Clerk and Responsible Officer who will liaise with the IT Consultant as
appropriate and necessary. Any member of staff who discloses his or her password to
another employee in the absence of express authorisation may be liable to disciplinary
action under the Parish Council’s Disciplinary Policy and Procedure. Any member of staff
who logs on to a computer using another member of staff’s password may be liable to
disciplinary action up to and including summary dismissal for gross misconduct. Councillors
who have been found to have committed a similar offence will be liable to be reported to
the monitoring officer under the Members’ Code of Conduct.
If you forget your password, you should notify the Parish Council’s IT Consultant to have
your access to the IT Systems restored. You must set up a new password immediately upon
the restoration of access to the IT Systems.
You should not write down passwords if it is possible to remember them. If you must write
down passwords ensure that you store them securely (e.g. in a locked drawer or in a secure
password database).
Passwords should never be left on display for others to see. Computers and other electronic
devices with displays and user input devices (e.g. mouse, keyboard, touchscreen etc.) shall
be protected with a screen lock that will activate after a period of inactivity. You may not
change this this time period or disable the lock.
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All mobile devices provided by the Parish Council, shall be set to lock, sleep, or similar, after
a period of inactivity, requiring a password, passcode, or other form of log-in to unlock,
wake or similar. You may not alter this time period.
Staff members should be aware that if they fail to log off and leave their terminals
unattended, they may be held responsible for another user’s activities on their terminal in
breach of this policy, the Parish Council’s Data Protection Policy and/or the requirement for
confidentiality in respect of certain information.
11. Data Security
Personal data sent over the Parish Council network will be encrypted or otherwise secured.
All members of staff are prohibited from downloading, installing or running software from
external sources without obtaining prior authorisation from the Parish Council’s IT
Consultant who will consider bona fide requests for work purposes. Please note that this
includes instant messaging programs, screen savers, photos, video clips, games, music files
and opening any documents or communications from unknown origins. Where consent is
given all files and data should always be virus checked before they are downloaded onto the
Parish Council’s systems.
You may connect your own devices (including, but not limited to, laptops, tablets, and
smartphones) to the Parish Council’s Wi-Fi. All usage of your own device(s) whilst
connected to the Parish Council’s network or any other part of the IT Systems is subject to
all relevant Parish Council Policies (including, but not limited to, this policy). The Clerk and
Responsible Officer and/or the Parish Council’s IT Consultant may at any time request the
immediate disconnection of any such devices without notice.
12. Electronic Storage of Data
All portable data, and in particular personal data, should be stored on encrypted drives
using methods recommended by the IT Consultant. No data to be stored electronically on
physical media. You should not store any personal data on any mobile device, whether such
device belongs to the Parish Council. Data may only be stored on the Parish Council’s
computer network in order for it to be backed up. All electronic data must be securely
backed up by the end of the each working day and is done by Automated Processing.
13. Home Working
You should not take confidential or other information home without prior permission of the
Clerk and Responsible Officer, and only do so where satisfied appropriate technical and
practical measures are in place within your home to maintain the continued security and
confidentiality of that information.
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When you have been given permission to take confidential or other information home, you
must ensure that:
a) the information is kept in a secure and locked environment where it cannot be
accessed by family members or visitors; and
b) all confidential material that requires disposal is shredded or, in the case of
electronical material, securely destroyed, as soon as any need for its retention has
passed.
14. Communications, Transfer, Internet and Email Use
The Parish Council works to ensure the systems do protect residents and staff/councillors
and are reviewed and improved regularly.
Regular checks are made to ensure that filtering methods are appropriate, effective and
reasonable and that users access only appropriate material as far as possible. This is not
always possible to guarantee, and the Parish Council cannot accept liability for the material
accessed or its consequence.
Postal and email addresses and numbers should be checked and verified before you send
information to them. In particular you should take extra care with email addresses where
auto-complete features may have inserted incorrect addresses.
You should be careful about maintaining confidentiality when speaking in public places.
You should make sure to mark confidential information ‘confidential’ and circulate this
information only to those who need to know the information in the course of their work for
the Parish Council.
Personal or confidential information should not be removed from the Parish Council without
prior permission from the Clerk and Responsible Officer. When such permission is given you
must take all reasonable steps to ensure that the integrity of the information and the
confidentiality are maintained.
You must ensure that the information is:
• not transported in see-through or other un-secured bags or cases; • not read in public places (e.g. waiting rooms, cafes, trains, etc.); and • not left unattended or in any place where it is at risk (e.g.in car boots, cafes, etc.)
15. Reporting Security Breaches
All concerns, questions, suspected breaches, or known breaches shall be referred
immediately to the Clerk and Responsible Officer. All members of staff/councillors have an
obligation to report actual or potential data protection compliance failures.
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When receiving a question or notification of a breach, the Clerk and Responsible Officer
shall immediately assess the issue, including but not limited to, the level of risk associated
with the issue, and shall take all steps necessary to respond to the issue.
Members of staff/councillors shall under no circumstances attempt to resolve an IT security
breach on their own without first consulting the Clerk and Responsible Officer, who may
then pass on the matter to the Parish Council’s IT Consultant.
Missing or stolen paper records or mobile devices, computers or physical media containing
personal or confidential information should be reported immediately to the Clerk and
Responsible Officer.
All IT security breaches shall be fully documented.
16. Types of security incidents
A data security breach can happen for many reasons:
• Loss or theft of data or equipment on which data is stored i.e. IT equipment or
information (laptops, mobiles, devices containing personal data e.g. memory sticks)
• Unauthorised disclosure containing personal information
• Inappropriate access controls allowing unauthorised use
• Breach of physical building access/security
• Human error e.g. personal information being left in an insecure location, using
incorrect email or postal address, uploading personal information to a website
• Unforeseen circumstances such as fire or flood
• Hacking attack
• ‘Blagging’ offences where information is obtained by deception
17. Reporting a security incident
This section explains how to report a security incident including a data breach.
• The person who discovered the security incident MUST report the security incident
to the Clerk and Responsible Officer immediately and no later than 24 hours after
the incident. If this is not possible then the Chair should be informed. If the incident
occurs or is discovered outside normal working hours this should be done as soon as
practicable.
• The Clerk and Responsible Officer will determine and lead on an investigation
although others may be invited to assist depending on the severity of the security
incident. Staff must not attempt to conduct their own investigations (other than
reporting the incident).
• Any decision to take disciplinary action will be in line with the Parish Council’s
disciplinary policy.
• The security incident report will be concluded when all investigations are complete.
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18. Responsibility of Clerk and Responsible Officer Breach Management Plan
The Clerk and Responsible Officer will lead all data breach investigations and will follow the
Information Commissioner’s Office (ICO) suggested Breach Management Plan:-
1. Containment and Recovery
2. Assessment of ongoing risk
3. Notification of Breach
4. Evaluation and Response
Containment and Recovery
Containment and recovery involves limiting the scope and impact of the data breach
including, where necessary, damage limitation. The Clerk and Responsible Person will:
• Lead the investigation , drawing on the expertise of the Parish Council’s IT
Consultant if required.
• Establish who needs to be made aware of the breach and inform them of what they
are expected to do to assist in the containment exercise. This could be isolating or
closing a process, finding a lost piece of equipment, or simply changing access codes
etc.
• Establish if there is anything that can be done to recover any losses and limit the
damage the breach can cause.
• Where appropriate inform the ICO within 24 - 72 hours and;
• Where appropriate inform the police
Assessing the risks
The next stage of the management plan is for the Clerk and Responsible Officer to assess
the risks which may be associated with the breach considering the potential adverse
consequences for individuals, how serious or substantial these are and how likely they are
to happen. In making this assessment the Clerk and Responsible Officer will assess:
• What type of data is involved • How sensitive it is • If data has been lost or stolen are there any protections in place such as encryption • What has happened to the data • What are the consequences if a third party has the data • How many and who are the individuals’ affected • What harm can come to those individuals
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• If there are wider consequences to consider such as a risk to public health or loss of
public confidence
Notification
The Clerk and Responsible Officer will decide whether the Information Commissioner’s
Office (ICO) or the data subjects should be notified of the breach and will inform the Chair.
The ICO must be notified within 24 – 72 hours.
The ICO will need to be notified of a breach where it is likely to result in a risk to the rights
and freedoms of individuals. If unaddressed such a breach is likely to have a significant
detrimental effect on individuals, for example, result in discrimination, damage to
reputation, financial loss, loss of confidentiality or any other significant economic or social
disadvantage. This will be assessed on a case by case basis by the Clerk and Responsible
Officer.
Evaluation and Response
The Clerk and Responsible Officer will:
• fully review both the causes of the breach and the effectiveness of the response to it • keep a breach log • report to the Chair • implement an action plan to correct identified issues if required • monitor staff awareness of security issues and look to fill any gaps through training
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Information available from Hellesdon Parish Council under the model publication scheme
Hellesdon Parish Council’s publication scheme defines information the Parish Council holds which is accessible to the public. The Publication
Scheme indicates the format of each publication. Where a member of the public is seeking to obtain a copy of information included in this
Parish Council’s publications scheme, the Council may set reasonable charges for this. Costs are available on application and may include
photocopying costs, postage (where incurred) and staff time.
Any information available on the Hellesdon Parish Council website may be obtained in hard copy from the parish office, but a charge may be
levied.
Parish website: www.hellesdon-pc.gov.uk Parish Address: Diamond Jubilee Lodge, Wood View Road, Hellesdon, NR6 5QB (open 9.30am – 4pm Monday to Friday) Telephone: 01603 301751 Email: contact@hellesdon-pc.gov.uk
Confidentiality Notice
The Parish Council’s policy is to be as open as possible and supply the information requested but the Parish Council may withhold any
information if it considers its release not to be in the public interest and could cause significant harm. Any sensitive and confidential
information is exempt from public information under the Freedom of Information Act 2000.
Hellesdon Parish Council
Publication Scheme
Last Reviewed April 2024
Next Review Date 2024/2025 M3
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Information to be published How the information can be Cost
obtained
Who we are and what we do
(Organisational information, structures, locations and contacts)
This will be current information only.
Who’s who on the Council and its Committees Website Free
Hard Copy 10p per sheet
Contact details for Parish Clerk and Council members (named contacts where possible Website Free
with telephone number and email address (if used)) Hard Copy 10p per sheet
Location of main Council office and accessibility details This Publication Notice Free
Website Free
Hard Copy 10p per sheet
Staffing structure Website Free
Hard Copy 10p per sheet
What we spend and how we spend it
(Financial information relating to projected and actual income and expenditure,
procurement, contracts and financial audit)
Current and previous financial year as a minimum
Annual return form and report by auditor Website Free
Hard Copy 10p per sheet
Finalised budget Website Free
Hard Copy 10p per sheet
Precept Website Free
Hard Copy 10p per sheet
Borrowing Approval letter Hard Copy 10p per sheet
Financial Standing Orders and Regulations Website Free
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Publication Scheme
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Next Review Date 2024/2025 M3
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Hard Copy 10p per sheet
Grants given and received Website Free
Hard Copy 10p per sheet
List of current contracts awarded and value of contract Hard Copy 10p per sheet
Members’ allowances and expenses Hard Copy 10p per sheet
What our priorities are and how we are doing
(Strategies and plans, performance indicators, audits, inspections and reviews)
Current and previous year as a minimum
Neighbourhood Plan Website Free
Hard Copy 10p per sheet
Broadland Council Website Free
Annual Report to Parish Meeting Website Free
Hard Copy 10p per sheet
Class 4 – How we make decisions
(Decision making processes and records of decisions)
Current and previous council year as a minimum
Timetable of meetings (Council and any committee/sub-committee meetings and Website / Notice Boards Free
parish meetings) Hard Copy 10p per sheet
Agendas of meetings (as above) Website / Notice Boards Free
Hard Copy 10p per sheet
Minutes of meetings (as above) – n.b. this will exclude information that is properly regarded as Website Free
private to the meeting. Hard Copy 10p per sheet
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Reports presented to council meetings – n.b. this will exclude information that is properly Website Free
regarded as private to the meeting. Hard Copy 10p per sheet
Responses to consultation papers Email by request to the Clerk Free
Hard Copy 10p per Sheet
Responses to planning applications Website Free
Hard Copy 10p per sheet
Broadland Council Website Free
Our policies and procedures
(Current written protocols, policies and procedures for delivering our services and
responsibilities)
Current information only
Policies and procedures for the conduct of council business: Website Free
Procedural standing orders Hard Copy 10p per sheet
Committee and sub-committee terms of reference
Delegated authority in respect of officers
Code of Conduct
Policy statements
Policies and procedures for the provision of services and about the employment of staff: Equality and diversity policy Website Free Health and safety policy By email / hard copy Free / 10p/Sheet Recruitment policies (including current vacancies) By email / hard copy Free Policies and procedures for handling requests for information Website / hard copy Free / 10p/Sheet Complaints procedures (including those covering requests for information and operating the publication scheme) Website / hard copy Free / 10p/Sheet
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Next Review Date 2024/2025 M3
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Information security policy Website / hard copy Free / 10p/Sheet
Records management policies (records retention, destruction and archive) Website / hard copy Free / 10p/Sheet
Data protection policies Website / hard copy Free / 10p/Sheet
Schedule of charges (for the publication of information) Website / hard copy Free / 10p/Sheet
Lists and Registers
Currently maintained lists and registers only
Assets register By Email Free
Hard copy 10p per sheet
Disclosure log (indicating the information that has been provided in response to requests; By Email Free
recommended as good practice, but may not be held by parish councils) Hard copy 10p per sheet
Register of members’ interests Website Free
Hard copy 10p per sheet
Broadland Council Website Free
Register of gifts and hospitality Hard Copy 10p per sheet
The services we offer
(Information about the services we offer, including leaflets, guidance and
newsletters produced for the public and businesses)
Current information only
Allotments By Email Free
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Hard copy 10p per sheet
Community centres Website Website
By Email Free
Hard copy 10p per sheet
Parks, playing fields and recreational facilities By Email Free
(The Recreation Ground, Mountfield Park, Meadow Way Play Area) Hard copy 10p per sheet
Seating, litter bins, dog bins, memorials and lighting By Email Free
Hard copy 10p per sheet
Bus shelters By Email Free
Hard copy 10p per sheet
Public conveniences (located at the Bush Road Allotments, for use by Allotment By Email Free
holders, and at the Community Centre) Hard copy 10p per sheet
Services for which the council is entitled to recover a fee, together with those fees Website Free
(e.g. community centre hire, sports facilities, allotments) By Email Free
Hard copy 10p per sheet
Additional Information
This will provide Councils with the opportunity to publish information that is not
itemised in the lists above
Contact details:
Clerk to the Council
Hellesdon Parish Council
Diamond Jubilee Lodge
Wood View Road
Hellesdon
NR6 5QB
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Publication Scheme
Last Reviewed April 2024
Next Review Date 2024/2025 M3
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SCHEDULE OF CHARGES
This describes how the charges have been arrived at and should be published as part of the guide.
TYPE OF CHARGE DESCRIPTION BASIS OF CHARGE
Disbursement cost Photocopying @ 10p Actual cost *
per sheet (black &
white)
Photocopying @ 40p Actual cost
per sheet (colour)
Postage Actual cost of Royal Mail standard 2nd class
Statutory Fee In accordance with the relevant legislation
(quote the actual statute)
* the actual cost incurred by the public authority
Hellesdon Parish Council
Publication Scheme
Last Reviewed April 2024
Next Review Date 2024/2025 M3
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Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
RETENTION OF DOCUMENTS POLICY
1. Introduction
1.1 The Parish Council recognises that the efficient management of its records is
necessary to comply with its legal and regulatory obligations and to contribute to the
effective overall management of the Parish Council.
1.2 This document provides the policy framework through which this effective
management can be achieved and audited.
2. Scope of the Policy
2.1 This policy applies to all records created, received or maintained by the Parish
Council in the course of carrying out its functions. Records are identified as all those
documents which facilitate the business carried out by the Parish Council and which
are thereafter retained (for a set period) to provide evidence of transactions or
activities. Records may be created, received or maintained in hard copy or
electronically.
2.2 A small percentage of the Parish Council’s records will be selected for permanent
preservation as part of the Council’s archive and for historical research.
3. Responsibilities
3.1 The Parish Council has a corporate responsibility to maintain its records and record
management in accordance with regulations.
3.2. The person with overall responsibility for the implementation of this policy is the
Parish Clerk who is required to manage the Council’s records in such a way as to
promote compliance with this policy so that information may be retrieved easily and
appropriately as and when required.
3.3. To Parish Clerk has been designated the Council’s Data Protection Officer (DPO),
whose role it is to ensure that the Council processes the personal data of its staff,
customers, providers or any other individuals (also referred to as data subjects) in
compliance with the applicable data protection rules.
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4. Retention Schedule
4.1 Under the Data Protection Act 2018 and associated General Data Protection
Regulations (GDPR), the Parish Council is required to maintain a retention schedule
listing the record series created in the course of its business. The retention schedule
sets out the length of time for the retention of each series of records and the action
to be taken when records are of no further administrative use.
4.2 The Parish Clerk is expected to manage the current record keeping systems in
accordance with the retention schedule and to take account of different retention
periods when creating new systems.
4.3 The retention schedule refers to record series irrespective of the media in which they
are stored.
4.4 Schedule
Document Minimum Retention Reason
Minutes Indefinite Archive
Accident/incident 3 years Potential claims
reports
Scales of fees and 6 years Management
charges
Receipt and payment Indefinite Archive
accounts
Receipt books of all 6 years VAT
kinds
Annual Accounts Indefinite Archive
Annual Return Indefinite Archive
Bank Statements Last completed audit Audit
including year
deposit/savings
accounts
Cheque Book stubs Last completed audit Audit
year
Bank paying in books Last completed audit Audit
year
Quotations and tenders 6 years Limitation Act 1980 (as
amended)
VAT records 6 years generally but VAT
20 years for VAT on
rents
Retention of Documents Policy
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Paid invoices 6 years VAT
Paid cheques 6 years Limitation Act 1980 (as
amended)
Petty cash, postage and 6 years Tax, VAT, H Limitation Act
telephone books 1980 (as amended)
Timesheets/cards Last completed audit Audit (requirement).
year
3 years Personal injury (best practice)
Wages books/payroll 12 years Superannuation
Insurance Policies Whilst valid Management
Certificate for insurance 40 years from date on The Employers’ Liability
against liability for which insurance (Compulsory Insurance)
employees commenced or was Regulations 1998 (SI2753)
renewed Management
Park equipment 3 years Potential claims
inspection reports
Assets register Indefinite Audit, Management
Title Deeds, Leases, Indefinite Audit, Management
Agreements and
Contracts
Declarations of Chairman – attached Management
Acceptance to Minutes, Members
Of Office – Term of Office + 1
year
Members Register of Term of Office + 1 year Management
Interests
Members Allowances 6 years Tax, Limitation Act 1980 (as
Register amended)
Allotment register and Indefinite Audit, Management
plans
Community centre and
sports facilities: 6 years VAT
Applications to hire
Lettings diaries
Copies of bills to hirers
5. Planning Applications
5.1 The Parish Council is consulted by the Local Planning Authority on all proposed
developments in the parish.
5.2 Parish Council comments on applications are recorded in the Minutes of the relevant
meeting and the resolutions are communicated to the Local Planning Authority. The
Local Planning Authority then holds the records in relation to the planning request.
Retention of Documents Policy
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6. General Correspondence
6.1 General and routine correspondence including emails is retained as below:
Complaints 1 year Management
General Information 1 year Whilst still relevant Management
Routine Correspondence and emails 2 years Whilst still relevant Management
Rough notes from Meetings Until adoption of Management
Minutes
All names and addresses (including email addresses) should only be kept for as long as
needed. They are not to be kept ‘in case’ they are needed in the future.
7. Disposal Procedures
7.1 All documents no longer required for administrative reasons should be shredded and
disposed of securely.
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Due to be reviewed 2024/2025 M3
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Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Management of Outdoor Surfaces in Severe Weather Conditions
Under the terms of the Occupiers’ Liability Acts 1957 and 1984 the Parish Council is
responsible for taking all reasonably practicable measures to ensure the safety of all visitors
to its premises and land. This includes the need for suitable precautions during severe
weather conditions.
The areas covered by this policy are hard surface car parks and hard surface footways to the
main entrances of buildings, and the policy has been developed following a review of the
existing risk assessment.
In order to comply with the legal requirement in a practical manner, the Parish Council’s
policy with regard to the management of surfaces which may become hazardous due to
snow and ice is as follows:
• We will ensure that areas are well-lit during times of poor visibility when the sites
are open, so that obstructions and potential hazards can be seen.
• We will inspect hard surface car parks and access ways to buildings daily during
severe weather conditions. We will endeavour to clear snow and ice and spread
salt/grit on the cleared area to provide a designated pathway to buildings. We may
take other action deemed appropriate and this may be displaying suitable notices
closing car parks or other measures that may be considered practicable.
• We will not grit/salt the remainder of the parking areas or non-essential access
routes.
• We will keep a log of inspections carried out and any action taken.
• We will close parks with hard surfaces and tennis courts if the surfacing is too icy to
be safe
Management of Outdoor Surfaces & Severe Weather Policy
Last Reviewed April 2024
To be reviewed 2024/2025 M3
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Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Social Media Policy
The aim of this policy is to outline the terms agreed by Hellesdon Parish Council on their
representation online, specifically on communication channels referred to as social media.
The inception of a digital age has changed the expectations of the public and their
engagement with organisations. The community wishes to be able to communicate with
council online and there is a recognised need for council to be represented on social media
sites.
Scope of the Policy
All employees and members are expected to comply with this policy at all times to protect
the privacy, confidentiality, and interests of our council.
Breaches of this policy by employees may be dealt with by the Council’s disciplinary
procedures and, in serious cases, may be treated as gross misconduct leading to summary
dismissal.
The policy will cover activity including (but not restricted to):
• Hellesdon Parish Council owned and run websites
• Parish Council Facebook accounts
Use of Parish Council Social Media Accounts
The council will use social media for the following activities:
• Awareness of incidents or planned works that may affect the parish or surrounding
area;
• Promotion of Council activities including meetings, consultations and projects;
• Information about Parish Council assets
• Promotion of Hellesdon Community Centre including events run by the Parish
Council and events run by parties external to the Parish Council but who are holding
events in Parish Council run properties;
• Responding to comments made by members of the public where appropriate.
• Promotion of projects by partnership organisations (such as Norfolk County Council
and Broadland Council)
Hellesdon Parish Council hereby agrees that:
• Only agreed personnel may represent council under their social media guise (Parish
Clerk, Senior Administrator and Support Officer);
• Representation on behalf of the Council may only come from an official Parish
Council account, and not from an individual’s personal account.
• All published correspondence will follow council’s agreed Equal Opportunities policy.
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• Personal information will be handled in accordance with current Data Protection
laws.
• No political bias will be demonstrated.
• No personal opinions will be expressed via Council accounts.
• Copyright and libel laws will always be upheld.
• Social media channels will be updated as soon as is reasonably possible.
• The right is reserved to edit and/or delete any correspondence purporting to council
which is deemed to be offensive, inappropriate, factually incorrect or in any other
way derogatory.
• No photographs or videos will be uploaded without the express permission of any
person/s featured.
In order to ensure that all discussions on the Council page are productive, respectful and
consistent with the Council’s aims and objectives, we ask you to follow these guidelines:
• Be considerate and respectful of others. Vulgarity, threats or abuse of language will
not be tolerated.
• Differing opinions and discussion of diverse ideas are encouraged, but personal
attacks on anyone, including the Council members or staff, will not be permitted.
• Share freely and be generous with official Council posts, but be aware of copyright
laws; be accurate and give credit where credit is due.
• Stay on topic.
• Refrain from using the Council’s Facebook page for commercial purposes or to
advertise market or sell products.
Members of the Public Commenting on the Parish Council’s Social Media Accounts
The Facebook site is not monitored 24/7 and the Council will not always be able to reply
individually to all messages or comments received. However, the Council endeavours to
ensure that any emerging themes or helpful suggestions are passed to the relevant people
or authorities.
Members of the public should not include personal/private information in social media
posts to us.
Posting via Facebook will not be considered as contacting the Council for official purposes
and we will not be obliged to monitor or respond to requests for information through these
channels. Instead, please make direct contact with the council’s Clerk and/or members of
the council by emailing.
The Council retains the right to remove comments or content, or where necessary report to
the police, that includes:
• Obscene or racist content
• Personal attacks, insults, or threatening language
• Potentially libellous statements.
• Plagiarised material; any material in violation of any laws, including copyright
• Private, personal information published without consent
• Information or links unrelated to the content of the forum
• Commercial promotions or spam
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• Alleges a breach of a Council’s policy or the law
The Council’s response to any communication received not meeting the above criteria will
be to inform the sender of our policy or send a brief response as appropriate. This will be at
the Council’s discretion based on the message received, given our limited resources
available. Any information posted on the Facebook page not in line with the above criteria
will be removed as quickly as practically possible. Repeat offenders will be blocked from the
Facebook page.
If the post alleges a breach of a Council’s policy or the law the person who posted it will be
asked to submit a formal complaint to the Council or report the matter to the Police as soon
as possible to allow due process.
The Parish Council reserves the right to not permit commenting on posts.
Use of Social Media by Parish Councillors
Hellesdon Parish Council encourages diversity within the council and accepts that all
councillors have different views that they may like to express on social media via personal
accounts.
All parish councillors are bound by the Code of Conduct, and this extends to use of personal
social media accounts. The principals of the code of conduct are as follows:
i. selflessness,
ii. integrity,
iii. objectivity,
iv. accountability,
v. openness,
vi. honesty, and
vii. leadership.
Monitoring and Review
We will establish appropriate and monitoring systems to assist the effective implementation
of our social media policy. The effectiveness of the social media policy will be reviewed
annually and remedial action taken as necessary.
Where a matter is raised on social media which requires fuller investigation or response by
the Council, the writer will be informed that this will be raised at the next meeting and will
be invited to engage with the Council to inform that discussion.
Responsibility for Implementation of the Policy
The Council has overall responsibility for the effective operation of this policy.
The Clerk is responsible for monitoring and reviewing the operation of this policy and
making recommendations for changes to minimise risks to our work. All employees,
volunteers and members should ensure that they take the time to read and understand it.
Questions regarding the content or application of this policy should be directed to the Parish
Clerk.
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Complaints
A complaint raised on social media will not be considered a formal complaint, however the
complainant will be invited to formally complain through the official channels and a link to
the Council’s Complaints Procedure will be associated with the complainant’s comment on
social media, where possible
The use of digital and social media and electronic communication enables Hellesdon Parish
Council to interact in a way that improves the communications both within the Council and
between the Council and the people, businesses and agencies it works with and serves.
The Council has a website and Facebook page and uses email to communicate. The Council
will always try to use the most effective channel for its communications. Over time the
Council may add to the channels of communication that it uses as it seeks to improve and
expand the services it delivers. When these changes occur this Policy will be updated to
reflect the new arrangements.
The Council Facebook page intends to provide information and updates regarding activities
and opportunities within our Parish/Town and promote our community positively.
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Subject Access Request Policy
1. Introduction
The General Data Protection Regulations (GDPR) and Data Protection Act (DPA) 2018 gives
individuals the right to know what information is held about them. It provides a framework
to ensure that personal information is handled properly.
The Act works in two ways. Firstly, it states that anyone who processes personal information
must comply with six principles (Article 5 of the GDPR), which make sure that personal
information is:
• processed lawfully, fairly and in a transparent manner
• collected and processed for specified, explicit and legitimate purposes and not
further processed in a manner that is incompatible with those original purposes
• Adequate, relevant, and limited to what is necessary for the purpose
• Accurate and kept up to date
• Not kept for longer than is necessary and subject to appropriate technical and
organisational measures to safeguard the rights and freedoms of individuals
• processed in a manner that ensures appropriate security of personal data, including
protection against unauthorised or unlawful processing; and
Article 5(2) adds that ‘the controller shall be responsible for, and be able to demonstrate
compliance with Article 5(1)(‘accountability’) and
Secondly, it provides individuals with important rights (Articles 13 and 14):
• Right to be informed • Right of access • Right to rectification • Right to erasure (right to be forgotten) • Right to restrict processing • Right to data portability • Right to object • Rights related to automated decision making including profiling
2. Purpose
This document sets out our policy for responding to subject access requests under the
General Data Protection Regulation and Data Protection Act 2018 (the Act). The Parish
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Council regards the Act as an important mechanism in achieving an honest, safe and open
relationship with members of the public, parish councillors and employees.
Subject access is most often used by individuals who want to see a copy of the information
the Parish Council holds about them. However, subject access goes further than this and an
individual is entitled to be:
• Told whether any personal data is being processed;
• Given a description of the personal data, the reasons it is being processed, and
whether it will be given to any other organisations or people;
• Given a copy of the personal data; and
• Given details of the source of the data (where this is available).
An individual can also request information about the reasoning behind any automated
decisions taken about him or her, such as a computer-generated decision for assessment of
performance at work.
The aim of this policy is to ensure that the Parish Council complies with its legal obligations
under the General Data Protection Regulation and Data Protection Act 2018 and can
evidence that we have done so. It also aims to ensure that the Parish Council:
• Have robust processes in place for dealing with SARs, saving time and effort;
• Increase levels of trust and confidence by being open with individuals about the
personal information we hold;
• Improve the transparency of Parish Council activities in line with public policy
requirements.
3. Scope
This Policy outlines how an applicant can make a request for their personal information
under the Act and how it will be processed.
This document considers the key features of the Act and outlines how we will take steps to
ensure compliance in relation to requests for personal information.
Requests for access to the records of people who are deceased are not within scope of this
Policy as the Act only applies to the data of living individuals. Such requests will be treated
as requests for access to information under the Freedom of Information Act or as
miscellaneous requests, depending on the nature of the data and the reason the data is
being requested.
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4. What is the Parish Council’s general policy on providing information?
Hellesdon Parish Council welcome the rights of access to information that are set out in the
GDPR and DPA. We are committed to operating openly and to meeting all reasonable
requests for information that are not subject to specific exemptions in the Act.
Subject Access requests fall within the data protection statutory framework and the ability
to identify and appropriately handle a request for information is considered to be part of
every member and/or employee of the Parish Council.
5. How do you make a subject access request?
A subject access request is a written request for personal information (known as personal
data) held about you by the Parish Council. Generally, you have the right to see what
personal information we hold about you, you are entitled to be given a description of the
information, what we use it for, who we might pass it onto, and any information we might
have about the source of the information.
However, this right is subject to certain exemptions that are set out in the GDPR and Data
Protection Act 2018.
A valid subject access request should be made in writing via email to
clerk@hellesdon-pc.gov.uk or by post to:
The Clerk to the Council
Diamond Jubilee Lodge
Wood View Road
Hellesdon
NR6 5QB
6. What is personal information?
Personal data is information that relates to a living individual who can be identified from the
information and which affects the privacy of that individual, either in a personal or
professional capacity. Any expression of opinion about the individual or any indication of
the intentions of any person in respect of the individual will be personal data.
Provided the information in question can be linked to an identifiable individual, the
following are likely to be examples of personal data:
• an individual’s salary or other financial information
• information about an individual’s family life or personal circumstances, employment
or personal circumstances, any opinion about an individual’s state of mind
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• special category personal information – an individual’s racial or ethnic origin,
political opinions, religious beliefs, genetics, biometrics, physical or mental health,
sexual orientation, and membership of a trade union.
7. What do we do when we receive a subject access request?
Checking of identity
7.1 We will first check that we have enough information to be sure of your identity.
7.2 If the person requesting the information is a relative/representative of the individual
concerned, then the relative/representative is entitled to personal data about themselves
but must supply the individual’s consent for the release of their personal data. If you have
been appointed to act for someone under the Mental Capacity Act 2005, you must confirm
your capacity to act on their behalf and explain how you are entitled to access their
information. If you are the parent/guardian of a child under 16, we will need to consider
whether the child can provide their consent to you acting on their behalf.
7.3 Should you make a data subject access request but you are not the data subject, you
must stipulate the basis under the GDPR that you consider makes you entitled to the
information.
Collation of information
7.4 We will check that we have enough information to find the records you requested. If we
feel we need more information, then we will promptly ask you for this. We will gather any
manual or electronically held information and identify any information provided by a third
party or which identifies a third party.
7.5 When responding to a subject access request that involves providing information that
relates both to the individual making the request and to another individual we do not have
to comply with the request if to do so would mean disclosing information about another
individual who can be identified from that information, except where:
• The other individual has consented to the disclosure; or
• It is reasonable in all the circumstances to comply with the request without that
individual’s consent
We may sometimes be able to disclose information relating to a third party and the decision
will be on a case by case basis. The decision to disclose will be based on balancing the data
subject’s right of access against the third party’s individual rights in respect of their own
personal data. If the third-party consents to disclosure then it would be unreasonable not to
do so. However, if there is no consent, we will decide whether it is ‘reasonable in all the
circumstances’ to disclose the information and will consider the following:
• Is there any duty of confidentiality owed to the third-party;
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• Any steps we have taken to try and obtain third-party consent;
• Whether the third-party is capable of giving consent; and
• Any stated refusal of consent by the third-party.
7.6 Before sharing any information that relates to third parties, we may anonymise
information that identifies third parties not already known to the individual and edit
information that might affect another party’s privacy. We may also summarise information
rather than provide a copy of the whole document.
Issuing our response
7.7 Once any queries around the information requested have been resolved, copies of the
information in a permanent form will be sent to you except where you agree, where it is
impossible, or where it would involve undue effort. In these cases, an alternative would be
to allow you to view the information on screen at the Parish Council.
7.8 We will explain any complex terms or abbreviations contained within the information
when it is shared with you. Unless specified otherwise, we will also provide a copy of any
information that you have seen before.
8. Will we charge a fee?
The GDPR does not allow us to charge a fee except when further copies are requested we
may charge a reasonable fee based on administrative costs.
9. What is the timeframe for responding to subject access requests?
We have one calendar month to provide you with the information or to provide an
explanation about why we are unable to provide the information from when we have
received all the information necessary to identify you and to identify the information
requested.
In many cases, it will be possible to respond in advance of the one calendar month target
and we will aim to do so where possible.
10. Are there any grounds we can rely on for not complying with a subject access request?
Previous request
If you have made a previous subject access request we must respond if a reasonable interval
has elapsed since the previous request. A reasonable interval will be determined upon the
nature of the information, the time that has elapsed, and the number of changes that have
occurred to the information since the last request.
Exemptions
The Act contains a number of exemptions to our duty to disclose personal data and we may
seek legal advice if we consider that they might apply. Possible exemptions would be to
safeguard:
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• National security
• Defence
• Public security
• The prevention, investigation, detection, or prosecution of criminal offences
• Other important public interests, economic or financial interests, including
budgetary and taxation matters, public health and security
• The protection of judicial independence and proceedings
• Breaches of ethics in regulated professions
• Monitoring, inspection, or regulatory functions connected to the exercise of official
authority regarding security, defence, other important public interests or
crime/ethics prevention
• The protection of the individual, or the rights and freedoms of others
• The enforcement of civil law matters.
11. What if you identify an error in our records?
If we agree that the information is inaccurate, we will correct it and where practicable,
destroy the inaccurate information. We will consider informing any relevant third party of
the correction.
If we do not agree or feel unable to decide whether the information is inaccurate, we will
make a note of the alleged error and keep this on file.
12. Request for a review
The Parish Council shall carry out a review of a request whenever the requestor expresses
dissatisfaction with the outcome. This request should be made within 20 working days of
receipt to the Parish Council’s response and the requester should set out what they are not
satisfied with. The Parish Council shall conduct a review within 20 working days.
If the requester is not happy with the outcome of the review, they have the right to apply
directly to the Information Commissioner for a decision. The Information Commissioner can
be contacted at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
www.ico.org.uk
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Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Equal Opportunities Policy
Statement of Commitment
Hellesdon Parish Council is committed to the values of equality and diversity in its approach to cover
the whole range from failure of good manners to direct discrimination. It believes that equal
opportunities are essential to the values that lie at the heart of the Parish council and, as such should
extend to the employment of its staff and its work with all individuals and organisations.
All employees and job applicants will be fairly treated regardless of sex, gender reassignment, race,
ethnic origin, disability, age, nationality, national origin, sexual orientation, religion or beliefs,
pregnancy and maternity status (known collectively as ‘protected characteristics under the 2010
Equality Act), offending background, responsibilities for dependants or political affiliations, marital or
civil partnership status and social class. Recruitment and promotion processes, training opportunities,
remuneration and any other benefit will be job-related and objective.
The council recognises its duty under the Equality Act (2010) to make reasonable adjustments for
disabled employees, to help them overcome disadvantages resulting from impairment.
The council is equally committed to equality of service provision to all sections of the community. This
is reflected in the requirements of all reports to Council and committees to consider the Equality Act
implication of any decisions taken.
The Legal Position
This policy will be implemented within the framework of the relevant legislation, which includes:-
• Equal Pay Act 1970 (Equal Value Amendment 1984)
• Rehabilitation of Offenders Act 1974
• Sex Discrimination Act 1975 (Gender Reassignment Regulations 1999)
• Race Relations Act 1976
• Disability Discrimination Act 1995
• The Protection from Harassment Act 1997
• BDS Disclosure information in accordance with section 124 of the Police Act 1997
• Employment Equality (Age) Regulations 2006
• Equality Act 2010
Equal Opportunities Policy Statement
It is the Council’s policy not to discriminate against its workers on the basis of their gender, sexual
orientation, marital or civil partner status, gender reassignment, race, religion or belief, colour,
nationality, ethnic or national origin, disability or age, pregnancy or trade union membership or the
fact that they are a part-time worker or a fixed-term employee. Our workers and applicants for
employment shall not be disadvantaged by any policies or conditions of service which cannot be
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justified as necessary for operational purposes. The Council shall, at all times, strive to work within
legislative requirements as well as promoting best practice. The Council's long-term aim is that the
composition of our workforce should reflect that of the local community and that all workers should
be offered equal opportunities to achieve their full potential. This policy, and the measures the Council
takes to implement it, has been devised on the basis of advice from the relevant governmental and
professional bodies. We are committed to a programme of action to make this policy effective and to
bring it to the attention of all workers. The principle of non-discrimination and equality of opportunity
applies equally to the treatment of visitors, clients, customers and suppliers by members of our
workforce and also, in some circumstances, ex-employees.
The following paragraphs deal with the specific categories of workers and areas of work which we
have identified as potentially giving rise to equal opportunities issues and provides more specific
guidance on the parameters of our policy and approach to equal opportunities.
This policy is for guidance only and shall be provided to all workers, but does not form part of the
contract of employment.
1 To whom does this policy apply?
1.1 This policy applies to the Council's employees, whether permanent, temporary, casual, part-time
or on fixed-term contracts, to ex-employees, to job applicants and to individuals such as agency
staff and consultants and volunteers who are not our employees, but who work at the Council
(collectively workers).
1.2 All workers have a duty to act in accordance with this policy, and therefore to treat colleagues
with dignity at all times, and not to discriminate against or harass other members of staff, whether
junior or senior to them. In some situations, the Council may be at risk of being held responsible
for the acts of individual members of staff and will not therefore tolerate any discriminatory
practices or behaviour.
1.3 The policy statement in paragraph 1.2 applies equally to the treatment of our visitors, clients
customers and suppliers by our workers and the treatment of our workers by these third parties.
2 Personnel responsible for implementation of policy review?
2.1 The Council has overall responsibility for the effective operation of its equal opportunities policy
(EOP) and for ensuring compliance with the relevant statutory framework prohibiting discrimination.
The Council has delegated day-to-day responsibility for operating the policy and ensuring its
maintenance and review to the Parish Clerk.
2.2 All members of staff are responsible for the success of this policy and must ensure that they
familiarise themselves with the policy and act in accordance with its aims and objectives. If you are
involved in management or recruitment, or if you have any questions about the content or application
of this policy, you should contact the Parish Clerk to request training or an information pack.
3 Scope and purpose of policy
3.1 The Council will not unlawfully discriminate on grounds of gender, sexual orientation, marital or
civil partner status, gender reassignment, race, religion or belief, colour, nationality, ethnic or national
origin, disability or age, pregnancy, trade union membership, or part-time or fixed-term status.
3.2 This policy applies to the advertising of jobs and recruitment and selection, to training and
development, opportunities for promotion, to conditions of service, benefits and facilities and pay; to
health and safety and to conduct at work, to grievance and disciplinary procedures and to termination
of employment, including redundancy.
3.3 The Council will take appropriate steps to accommodate the requirements of workers' religions,
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cultures, and domestic responsibilities in accordance with its statutory obligations.
4 Forms of discrimination
Discrimination may be direct or indirect and it may occur intentionally or unintentionally. Direct
discrimination occurs where someone is put at a disadvantage for a reason related to one or more of
the grounds set out in paragraph 3.1. For example, rejecting an applicant of one race because it is
considered they would not "fit in" on the grounds of their race could be direct discrimination. Indirect
discrimination occurs where an individual is subject to an unjustified provision, criterion or practice
which puts them at a particular disadvantage because of, for example, their sex or race. For example,
a height requirement would be likely to eliminate proportionately more women than men. If this
criteria cannot be objectively justified for a reason unconnected with sex, it would be indirectly
discriminatory on the grounds of sex. Discrimination also includes victimisation (less favourable
treatment because of action taken to assert legal rights against discrimination or to assist a colleague
in that regard) and harassment.
5 Disability discrimination
5.1 If you are disabled, or become disabled in the course of your employment with us, you are
encouraged to tell us about your condition. This is to enable us to support you as much as possible.
You may also wish to advise the Parish Clerk of any reasonable adjustments to your working conditions
or the duties of your job which you consider to be necessary, or which would assist you in the
performance of your duties. The Parish Clerk may wish to consult with you and with your medical
adviser(s) about possible reasonable adjustments. Careful consideration will be given to any such
proposals and they will be accommodated where possible and proportionate to the needs of your job.
Nevertheless, there may be circumstances where it will not be reasonable for us to accommodate the
suggested adjustments and we will ensure that we provide you with information as to the basis of our
decision not to make any adjustments.
5.2 The Council will monitor the physical features of its premises to consider whether they place
disabled workers, job applicants or service users at a substantial disadvantage compared to other
workers. Where possible and proportionate, the Council will take steps to improve access for disabled
workers and service users.
6 Fixed-term employees and agency and temporary workers
We will monitor our use of fixed-term employees and agency workers, and their conditions of service,
to ensure that they are being offered appropriate access to benefits, training, promotion and
permanent employment opportunities. We will, where relevant, monitor their progress within the
Council to ensure that they are accessing permanent vacancies.
7 Part-time workers & seasonal workers
The Council will monitor the conditions of service of part-time and seasonal employees and their
progression within the Council to ensure that they are being offered appropriate access to benefits
and training and promotion opportunities. We will also ensure requests to alter working hours are
dealt with in accordance with its statutory obligations.
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8 Breaches of the policy
8.1 If you believe that you may have been disadvantaged or harassed on any of the unlawful grounds
listed at paragraph 3.1, you are encouraged to raise the matter through the Council's grievance
procedure. Allegations regarding potential breaches of this policy will be treated in confidence and
investigated in accordance with the relevant procedure. Workers who make such allegations in good
faith will not be victimised or treated less favourably as a result. False allegations of a breach in this
policy which are found to have been made in bad faith will, however, be dealt with under our
disciplinary procedure.
8.2 If, after investigation, you are proven to have harassed any other worker on the grounds of sex,
marital status, sexual orientation, religion or belief, race, disability or age or otherwise act in breach
of this policy, you will be subject to disciplinary action. In serious cases, such behaviour may constitute
gross misconduct and, as such, may result in summary dismissal. The Council will always take a strict
approach to serious breaches of this policy.
8.3 As this policy applies equally to the Council workers' relations with visitors, clients, customers and
suppliers, if, after investigation, you are proven to have discriminated against or harassed a client or
supplier you will also be subject to disciplinary action.
9 Monitoring and revision of policy
This policy is reviewed by the Council every four years annually, as well as revision in the light of
changes in
legislation and guidance, to regularly monitor the effectiveness of this policy to ensure it is achieving
the objectives stated in the EOP statement, by monitoring the composition of job applicants and the
benefits and career progression of its workers.
The Council is committed to providing relevant training for all staff on their responsibilities and duties
under this policy.
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The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon,
Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: contact@hellesdon-pc.gov.uk
Recruitment and Selection Policy and Procedure
Introduction
This policy sets out the position of the Council in respect of recruiting and selecting the best
candidate for the role.
Scope
This policy applies to the appointment of all employees excluding the Parish Clerk
Procedures for the vacancy
a) When a post becomes vacant or the establishment of a new post is agreed,
the purpose and objectives of the post will be defined.
b) A person specification will be prepared detailing the skills and experience
and qualifications required to fulfil the role
c) Job descriptions and person specifications will be prepared to take account
of The Equality Act 2010.
d) Consideration will be given to whether the vacancy is appropriate for
permanent, fixed term, temporary or casual appointment.
e) The above points in section 1 will be the responsibility of the Staffing
Committee with assistance from the Parish Clerk.
f) A panel made up of no more than three members of the Staffing Committee
will be appointed for the specific recruitment process in the case of a Finance
Officer, Projects Officer or Head Groundsman. For all other posts the
interview process would be the responsibility of the Parish Clerk with
approval from the Staffing Committee.
Job Description
a) Every existing post, without exception, will have a written job description
outlining the main duties and responsibilities and specifying the key tasks.
b) This will be drafted by the Parish Clerk with approval for any amendments
coming from the Staffing Committee as per Terms of Reference.
Person Specification
a) A person specification to specify the attributes required to fulfil the duties of
the job will be prepared. It will outline the criteria against which applicants
are assessed at the short listing and interview stage.
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b) This will be drafted by the Parish Clerk with approval for any amendments
coming from the Staffing Committee as per Terms of Reference.
Pay and Conditions
a) At this stage, when the job description and person specification have been
defined, the question of Terms and Conditions will be considered.
b) This will be drafted by the Parish Clerk with approval for any amendments
coming from the Staffing Committee as per Terms of Reference.
Disclosures
a) The disclosure of a criminal record, or other information, does not debar the
candidate unless the selection panel considers that the conviction renders
him/her unsuitable for appointment. In making this decision the Council will
consider the nature of the offence, how long ago and the age of the
candidate when it was committed and any other factors which may be
relevant, including appropriate considerations in relation to the Council's
Equal Opportunities Policy.
b) Failure by an applicant to declare a conviction, caution or bind-over may,
however, disqualify the candidate from appointment. Disclosure of a
conviction after appointment will be subject to the disciplinary procedure.
c) It will be the responsibility of the Parish Clerk to apply for any DBS checks
which they deem necessary. The results of such checks will be discussed by
the Staffing Committee if appropriate.
d) When recruiting the council will be mindful of the Rehabilitation of
Offenders Act 1974
Safeguarding
a) The council acknowledges that everyone who uses facilities for which it is
responsible, or who may be involved in Council-led activities, should be
treated with dignity and respect, and should be protected from harm in
accordance with the Council’s Safeguarding Policy.
Fixed Term (Temporary) Contracts
a) All temporary contracts should have defined or estimated end dates and
where appropriate these will be issued as Fixed Term Contracts.
b) The use of Fixed Term Contracts can only be justified in the following
situations:
• Cover for maternity leave;
• Cover for long term sick leave;
• Cover for a vacancy while the recruitment process takes place;
• Short term projects of a definable length (such as seasonal posts).
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Methods of Recruitment
In-house recruitment
a. The number and quality of replies to each source will be monitored by the Parish Clerk so
that their relative success can be judged and can inform future advertising. Whether
handling the whole process in house, or handing over the job to an agency, certain other
decisions will be made before the advertisement is placed. These may include:
• the design of the advert
• the information pack for candidates and contact person for further details
• how applicants should respond will be detailed in the advertisement
• who will make up the recruitment panel
• the dates for interviews
• the nature of the full selection process
b. The Council will as far as possible seek to run this process themselves, led by the Parish
Clerk.
Advertising the vacancy
The advertisement should contain the following:
• The Council’s corporate identity logo
• The heading, including the Council’s name and the job title
• What will have primary importance in the text - for example, job interest, pay,
career opportunities, location and qualifications required
• What form of reply is required and the closing date for applications and
interview dates for the position
b) All advertisements must be approved by the Parish Clerk and ratified by the
Staffing Committee
Information for candidates
a) The total package will vary according to the advertised position. All applicants will
receive the below items:-
• A copy of the job description • A copy of the person specification • The relevant application form
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Initial applications
If initial applications are not to be acknowledged applicants should be advised at the
outset.
Short listing
a) It is important that the immediate line manager is involved, and can express
a view before a final decision is made.
b) If possible the candidate should meet the prospective line manager and visit
the prospective work location before deciding whether to accept the job.
c) When the deadline is reached the Parish Clerk will be responsible for the
confidentiality of the information supplied in line with all data protection
legislation.
d) For posts requiring an application form a blind sift, redacting any personal
information, will be conducted in conjunction with the appointed panel to
shortlist to an appropriate number of candidates to interview.
e) The candidates will then be marked accordingly using the person
specification and job description as criteria, with the most appropriate
candidates being invited to interview.
The reasons applicants have not been short-listed will be recorded, to include:
• lack of relevant skills,
• lack of relevant previous experience,
• lack of relevant qualification
• lack of work experience at appropriate level
a) Internal candidates are to be given no special consideration and it is their
responsibility to communicate to the panel through their application their
suitability for the post.
b) If at any point during this process a panel member, or the Parish Clerk, is
aware of any reason why they may be prejudiced against or in favour of any
candidate then they must excuse themselves from the process immediately
and another member of the Staffing Committee must replace them.
c) When the shortlisted candidates for interview are known then the panel
shall be supplied with the candidates’ personal information.
d) The Parish Clerk will then invite the shortlisted candidates to interview.
Interview arrangements
a) Candidates are recruited following interview. It is, therefore, essential that
the interview is structured and questions aimed at obtaining information
4 Hellesdon Parish Council
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about the candidate, relevant to the person specification and job
description. It will be the responsibility of the appointed members of the
panel to construct these questions with guidance from the Parish Clerk.
b) If at the time of interview additional requirements are identified to
overcome any disability not previously notified, the Council is under a duty
to make reasonable adjustments accordingly.
c) It is the responsibility of the Parish Clerk to facilitate this arrangement and
communicate all details to the candidates.
Preparation for Interview
All panel members will receive adequate notice of the interview, and any supporting paper
work or requirements.
Panel members must use the job description and person specification in measuring the
suitability of each candidate.
Selection methods
a) The selection method chosen must be at the appropriate level for the post.
b) A range of selection methods will be considered, including ability tests,
personality questionnaire, presentations, group exercises, in-tray exercises,
written papers and interviews (first and second stage).
c) Where tests requiring demonstration of skill are used, they must be related
to the job, and be capable of being assessed and applied equally to all
candidates. They should measure the individual’s ability or potential to carry
out or train for the duties appropriate to the job in question.
d) Candidates should be informed in advance that they will be sitting any test.
e) Candidates should be provided with a suitable comfortable area with
refreshments to wait.
f) Good interviews are prepared and conducted in an orderly and thorough
manner. In preparation the panel should:
• Compare the person specification with what is already known about the
candidate: which areas of experience, qualifications, etc, need exploring or
clarifying?
• Ensure preliminary communication between members of the panel to facilitate a
balanced and controlled approach to interviews.
• Plan the questions: they should be designed to probe the candidates’ knowledge,
ability, disposition and attitudes.
• Allocate the subjects: if there is more than one interviewer, decide who will
cover the different areas, e.g. job knowledge, training, qualifications?
• Highlight areas on the application form that need to be followed up.
• Give candidates an opportunity to ask questions
5 Hellesdon Parish Council
Recruitment & Selection Policy & Procedure
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Due to be reviewed 2024/2025 M4
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• Allow sufficient time for the interviewers both to record an individual assessment
of the previous candidate and to review the plan for the next candidate. Do not
cut an interview short.
• Make sure there will be no interruptions, e.g. divert telephone calls and switch
off mobile phones.
• Inform reception staff of interview details to ensure applicants can be welcomed
courteously and efficiently, shown the cloakroom etc.
a) A Chair of the panel should be appointed prior to the day itself who should
keep the interview moving. The facilitator will also be responsible for
greeting the candidate and informing them of the content and running order
of the interview.
b) If the panel members are expected to interview for an entire day a simple
lunch will be provided.
Interviewing
a) The panel should arrive in good time for the interview with the appropriate
paperwork in place. All details surrounding the requirements of all panel
members to be addressed no later than 5pm of the last working day before
the interview day.
b) It is best practice to have a pre-interview meeting with the panel to run
through the processes and address any last minute concerns.
c) All questions will be given to all candidates in a considered manner and no
panel member should make any last minute additions or ask a question in
the interview without informing the panel as a whole first.
d) Any follow up questions to the agreed questions may take any form as
appropriate, but must absolutely pertain to the original question.
e) The focus on the style of interviewing must at all times be to draw the best
possible response from the interviewees and not be designed to trip up a
candidate or to ask ‘trick questions’.
Making a decision after interview
a) The panel should meet in good time following the interviews in order to
make a decision.
b) Due consideration should be given to the marking and assessment sheets
when making this decision in accordance with best practice.
c) Any decision does not necessarily have to be unanimous but should
absolutely include a majority decision with input from the potential line
manager.
6 Hellesdon Parish Council
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d) It is the responsibility of the Parish Clerk to inform the successful candidate,
gain a verbal acceptance and then send out a written offer of appointment
letter.
e) Upon receipt of this signed offer of appointment letter the Parish Clerk will
then inform the unsuccessful candidates with appropriate feedback.
Appointment
a) After making a decision the panel, via the Parish Clerk, should then feed back
to the Staffing Committee with a recommendation to ratify the panel’s
decision.
b) The appropriate administrative procedures for the appointment is then
handed over to the Parish Clerk who will obtain references and make sure
arrangements are in place for a start date.
References
a) References will be used to check factual information such as job title, length
of service, attendance record.
b) The Parish Clerk can obtain this information most efficiently by asking
specific questions or using a standard form.
c) If the Parish Clerk wants an opinion as to suitability for a specific job, a brief
outline of duties should be included, and a telephone discussion may be
helpful.
d) Written references will be taken up after short-listing or after interview and
whether an offer of appointment will be made subject to receipt of these
references satisfactory to the Council.
7 Hellesdon Parish Council
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Training and Development Policy
Purpose and scope
This purpose of this policy is to set out the Council’s position on the provision of training and
development opportunities for staff and councillors. With reference to staff, it applies to all
staff whether full or part time, temporary or fixed term.
Identifying, Meeting and Evaluating Training and Development Needs
Training and development needs will be identified from a variety of sources:
• Induction and probationary periods • One-to-ones • Appraisal • Workforce planning • Team meetings • Annual plan • Change processes
In addition, the council will encourage staff to identify their own learning styles and will seek
to provide a wide variety of learning and training methods, including:
• Attendance at conferences, seminars and short courses • Online training • Internal coaching • Shared in-house learning resources (books, journals, DVDs etc.) • In house training • Work shadowing • Time for self-directed research and learning
Consideration
A number of factors will be taken into account when assessing a request from an individual.
This policy provides one element of the decision-making process. Other factors will include
availability of finance and the individual's employment record.
In order to ensure that the council is able to consistently evaluate requests, training and
development opportunities have been organised into three categories according to the
degree of importance each intervention has for different roles.
Hellesdon Parish Council Training Policy
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Scheduled Review 2024/2025 M4
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Categorising training and personal development
The three categories are as follows:
1. Mandatory
Mandatory training is legally required for the post-holder, or a qualification deemed to be
so fundamental to the role, that the council makes it a mandatory requirement. Any
mandatory training or qualifications are to be stated on the job description. For mandatory
qualifications, it is unlikely that an applicant would be recruited without having previously
attained the qualification. Where a qualification becomes mandatory for the role, the
council will provide reasonable assistance for the employee to attain the qualification (see
the section on Guidance for Support below).
Some mandatory training may be specific to a particular job role whilst other training may
be a generic requirement. Examples of mandatory training include:
Generic training
• Health and Safety (Personal Safety, Manual handling, Display Screen equipment) • Food hygiene • Data Protection
2. Desirable
Desirable training is not legally required for the post, but it is directly relevant to the
individual's job. Any desirable training or qualifications are to be stated on the job
description.
For desirable qualifications or training, an individual may be recruited without having
previously attained the qualification or undergone the training but may be expected to
attain the qualification within a defined period of time. The need for training may also be
identified through one-to-one meetings or annual appraisals. A desirable qualification is
likely to enhance the skills and reputation of the council. Examples may include:
Job specific
• Certificate in Local Council Administration (CiLCA) • Microsoft Excel
Hellesdon Parish Council Training Policy
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3. Optional
An optional qualification or optional training may not be directly linked to the individual’s
current job. Optional training or development is generally more beneficial to the individual’s
career than it is for the council.
Personal development aimed at developing the skills or knowledge of an individual in order
to provide a successor for an existing job is deemed to be optional. However, depending on
the circumstances, training for succession may be ‘desirable’.
Job specific
• Community Governance • Town Planning Technical Support - Level 3 Diploma
Guidance for support
Support for qualifications, training and personal development can include financial
assistance towards the cost of tuition, examinations and resource materials in addition to
half / day release and time off for study leave and taking the examination. Any financial and
non-financial support to training and development is entirely at the discretion of the
council.
Study leave
Where individual requires study leave to undertake mandatory training, they will be able to
take all the leave within normal working hours.
Where individuals require study leave to undertake training which is not mandatory but part
of the individual’s desire for career development, the council will contribute up to 3 days
study leave per annum for courses which are directly related to the individual’s role.
Time off for study leave must be approved in advance. To make a request the individual is
asked to write to the Clerk (or Chairman of the Staffing Committee), setting out the details
of the course of study, how it relates to their work, and the time being requested.
No study leave will be granted where individuals undertake study which is not required for
their role, or not directly related to their role. However, the Clerk (or Chairman of the
Staffing Committee) will consider requests for flexible working to allow the study to take
place, as long as the needs of the council can be met.
Councillor Training
Hellesdon Parish Council values its councillors and appreciates their role as volunteers.
Councillors are more effective in their role when they have received training in their role as
a councillor, and Hellesdon Parish Council is committed to providing training for councillors
Hellesdon Parish Council Training Policy
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at the earliest opportunity in their term. Further training to support specific councillor roles
(for example Chairmanship or training specific to committee roles) will also be considered.
Training in General
The Parish Council will maintain a library of publications on books offering advice concerning
aspects of local government.
The Parish Council is committed to networking with other councils, as it sees this as an
effective means of information gathering, and where possible to link in with training events
held by other councils.
The Parish Council has a commitment to membership of the Norfolk Association of Local
Councils recognising that it is a lead provider in training for Councillors and Clerks.
The Parish Council has a commitment for its Clerk (and other officers at the discretion of the
Council) to be a member of the Society of Local Council Clerks recognising that it is a lead
provider nationally and locally in training for officers.
The Parish Council will ensure that training for both officers and members is adequately
covered as an item in the annual budget; that membership fees for the Association and the
Society are included in the budget.
Hellesdon Parish Council Training Policy
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HELLESDON PARISH COUNCIL - WHISTLEBLOWING POLICY
Policy 2
Background 2
Principles 2
Procedure 3
Date protection 4
Whistle Blowing Policy
Last Reviewed April 2024
Next Review Due 2024/2025 M4
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Policy
It is important that any fraud, misconduct or wrongdoing by staff or others working on behalf
of the council is reported and properly dealt with. We therefore require all individuals to raise
any concerns that they may have about the conduct of others in the council. This policy sets
out the way in which individuals may raise any concerns that they have and how those
concerns will be dealt with.
Background
The Public Interest Disclosure Act 1998 amended the Employment Rights Act 1996 to
provide protection for workers who raise legitimate concerns about specified matters in the
public interest. These are called "qualifying disclosures". A qualifying disclosure is one made
by an employee who has a reasonable belief that:
• a criminal offence; • a miscarriage of justice; • an act creating risk to health and safety; • an act causing damage to the environment; • a breach of any other legal obligation; or • concealment of any of the above;
is being, has been, or is likely to be, committed. It is not necessary for you to have proof that
such an act is being, has been, or is likely to be, committed - a reasonable belief is sufficient.
You have no responsibility for investigating the matter - it is the council’s responsibility to
ensure that an investigation takes place.
If you make a protected disclosure you have the right not to be dismissed, subjected to any
other detriment, or victimised, because you have made a disclosure. We encourage you to
raise your concerns under this procedure in the first instance.
Principles
• Everyone should be aware of the importance of preventing and eliminating
wrongdoing at work. Staff and others working on behalf of the council should be
watchful for illegal or unethical conduct and report anything of that nature that they
become aware of.
• Any matter raised under this procedure will be investigated thoroughly, promptly and
confidentially, and the outcome of the investigation reported back to the person who
raised the issue.
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• No employee or other person working on behalf of the council will be victimised for
raising a matter under this procedure. This means that the continued employment
and opportunities for future promotion or training of the worker will not be prejudiced
because they have raised a legitimate concern.
• Victimisation of an individual for raising a qualified disclosure will be a disciplinary
offence.
• If misconduct is discovered as a result of any investigation under this procedure our
disciplinary procedure will be used, in addition to any appropriate external measures.
• Maliciously making a false allegation is a disciplinary offence.
• An instruction to cover up wrongdoing is itself a disciplinary offence. If told not to
raise or pursue any concern, even by a person in authority such as a manager, you
should not agree to remain silent. You should report the matter to the Clerk or the
Chair of the Council.
Procedure
If you believe a Councillor has breached the councillor Code of Conduct, then raise it with
the Chairman of the Council. Concerns relating to an alleged breach of the councillor Code
of Conduct will be referred to the Monitoring Officer for investigation.
This procedure is for disclosures about matters other than a breach of your own contract of
employment, which should be raised via the Grievance Procedure.
Stage 1
In the first instance, any concerns should be raised with the Clerk, who will arrange an
investigation of the matter. The investigation may involve you and other individuals involved
giving a written statement. Any investigation will be carried out in accordance with the
principles set out above. Your statement will be taken into account, and you will be asked to
comment on any additional evidence obtained.
The Clerk (or delegated officer) will take any necessary action, including reporting the matter
to the Council, or any appropriate government department or regulatory agency. The Clerk
(or delegated officer) will also invoke any disciplinary action if required. On conclusion of any
investigation, insofar as confidentiality allows, you will be told the outcome and what the
council has done, or proposes to do, about it. If no action is to be taken, the reason for this
will be explained.
Stage 2
If you are concerned that the Clerk is involved in the wrongdoing, has failed to make a
proper investigation or has failed to report the outcome of the investigations to the relevant
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person, you should escalate the matter to the Chair of the Council. The Chair will arrange for
a review of the investigation to be carried out, make any necessary enquiries.
Stage 3
If on conclusion of stages 1 and 2 you reasonably believe that the appropriate action has not
been taken, you should report the matter to the relevant body. This includes:
• HM Revenue & Customs • The Health and Safety Executive • The Environment Agency • The Serious Fraud Office • The Charity Commission • The Pensions Regulator • The Information Commissioner • The Financial Conduct Authority
You can find the full list in The Public Interest Disclosure (Prescribed Persons) Order 2014:
www.gov.uk/government/uploads/system/uploads/attachment_data/file/496899/BIS-16-79-
blowing-the-whistle-to-a-prescribed-person.pdf
Data protection
When an individual makes a disclosure, we will process any personal data collected in
accordance with the data protection policy. Data collected from the point at which the
individual makes the report is held securely and accessed by, and disclosed to, individuals
only for the purposes of dealing with the disclosure.
— policy ends here —
The wording of this policy is based on an employee’s statutory right to make a disclosure in
the public interest. Adopting and applying this policy as it stands will support the council to
comply with this right.
An employee making a genuine disclosure under this policy is protected from victimisation
and any unfavourable treatment. If a member of staff believes they have been treated
differently because they have made a disclosure, they may be able make a claim to an
Employment Tribunal irrespective of whether they are a casual, fixed term worker, or an
established member of staff.
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Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
SAFEGUARDING POLICY
Policy Statement:
In the interests of child protection and the welfare and protection of vulnerable adults Hellesdon
Parish Council is committed to ensuring that children and vulnerable adults are protected and
kept safe from harm whilst they are engaged in any activity organised by or associated with the
Parish Council.
Policy Objective:
•
To ensure that where possible all facilities and activities offered by the Parish Council
are designed and maintained to limit risk to everyone but paying particular attention
to children and vulnerable adults.
•
To develop procedures in recording and responding to accidents and complaints and to
alleged or suspected incidents of abuse and neglect.
•
To promote the general welfare, health and development of children by being aware of
child protection issues and to be able to respond where appropriate as a local government
organisation.
•
Hellesdon Parish Council does not usually directly provide care or supervision services to
children and vulnerable adults, it expects all children and vulnerable adults using its
facilities to do so with the consent and the necessary supervision of a parent, carer or
other responsible adult.
Aims:
The aim of this policy document is to guide members, staff and volunteers of Hellesdon Parish
Council, should any child protection issue or any issues with vulnerable adults arise during their
work.
Responsibilities & Procedures:
The Parish Clerk has been designated as Safeguarding Officer and the responsibilities will
include:
•
Ensuring that participants are appropriately briefed before any Council-organised
event with children or vulnerable people;
•
Ensuring that members, staff and volunteers are aware of the risk they may face in
certain circumstances whilst carrying out their duties;
•
Ensuring, that whilst Parish Councillors are unlikely to be involved with children during
the performance of their duties they are mindful of any risk they may face;
•
Ensuring that before any paid members of staff are recruited to work with children and
vulnerable persons they are interviewed and two references taken up;
•
Ensuring that no volunteers work directly with children and vulnerable persons unless
they have relative proven experience and/or qualifications in the work
•
Ensuring that no volunteers or staff work directly with children and vulnerable
persons unless they have an Enhanced DBS Check
Hellesdon Parish Council Safeguarding Policy
Last Reviewed April 2024
64 Review 2024/2025 M4
General Information
•
Decisions on whether any person should be DBS checked will be made by the
Council, or the Clerk after consultation with the Chairman, following a risk
assessment.
•
All new Councillors are to be provided with a copy of the Safeguarding Policy and are
required to acknowledge they will abide by it.
•
Councillors will adhere to the ‘List of Recommended Behaviour’ namely:
•
A minimum of two adults present when supervising children.
•
Not to play physical contact games.
•
Adults to wear appropriate clothing at all times.
•
Ensure that accidents are recorded in an accident book.
•
Never do anything of a personal nature for a young person or vulnerable adult
•
Keep records in an incident book of any allegations a young or vulnerable person may
make to any committee member or volunteer.
•
Any concerns or incidents must be referred to the County Council.
•
Hellesdon Parish Council’s play areas are inspected on a regular basis by Grounds Staff
and On Duty Caretaker and at least annually by a representative of Play Inspection
Organisation. All Grounds staff and Caretaking Staff will be required to have a DBS
check carried out on appointment of role and every 4 years there after.
•
In the event of a contractor, working directly for Hellesdon Parish Council, being
deemed to be working in any area where children or vulnerable adults may be at risk,
then that contractor will be asked to provide their Safeguarding Policy. Any
organisation which may make contact with children or vulnerable adults shall be
required to show proof of its own appropriate Safeguarding Policy before being allowed
to participate in the use of any council-owned facilities.
Declaration:
All members of Hellesdon Parish Council, committee members and volunteers assisting the
Parish Council should read this Safeguarding Policy.
Having read the Policy, they should be proactive in providing a safe environment for
children and vulnerable people who are involved in Parish Council activities.
Hellesdon Parish Council Safeguarding Policy
Last Reviewed April 2024
65 Review 2024/2025 M4
Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich NR6 5QB
Tel: 01603 301751 email: contact@hellesdon-pc.gov.uk www.hellesdon-pc.gov.uk
Debt Management Policy
Approval and Review
This Bad Debt Policy is in support of Financial Regulation 9.
Actions to be followed
1) Where possible invoices are sent out for goods and services ahead of the supply of those
goods and services. All invoices will show a ‘Due By’ date which will normally be 30 days
after the invoice date.
2) Regular hirers of the Community Centre and sports courts will be invoiced monthly in arrears
(eg December hire will be invoiced on or around 31st December).
3) Casual hirers of the Community Centre and sports courts will be required to make payment
in full prior to commencement of their hire. Failure to pay will result in their hire being
cancelled.
4) Non payment for the tenancy of an allotment will result in the tenancy being cancelled and
the Council will seek repossession of the plot in a condition to be relet. Should the plot
require works to bring it back into a condition to be relet, these costs will be passed onto the
debtor.
5) In the event of payment not being received by the due date a reminder will be sent detailing
that payment is now requested within 14 days of the date of the reminder. Administration
charges will be added as detailed within the contract of hire, where applicable.
6) In the event of payment not being received after the 14 day reminder, then Council will
consider action to recover late payment at their next meeting. A letter will be sent by or on
behalf of the Responsible Financial Officer (RFO) advising:
a. that Council will be made aware of the debt, including the date of the meeting at
which the matter will be discussed;
b. that unless payment is received within 7 days (of the date of the letter) the matter
may be progressed through the County Court (Small Claims Court);
c. that the Council will also seek to recover its court costs;
d. no further reminders will be sent.
Hellesdon Parish Council Debt Management Policy
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Next Review Date: Financial Year 2024/25 M4
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7) In the event of payment not being received within those 7 days then the RFO will, when
instructed by Council, refer the matter to the County Court. There is a court cost incurred in
using the Small Claims Court and this will be included as part of the claim made by the
Council.
8) The Council and RFO will, where appropriate, seek to work with the debtor to implement a
manageable programme of repayment. Failure to agree terms or make payment according
to agreed terms will result in immediate referral of the debt to the Small Claims Court.
9) Bad Debts can only be written off with approval from the Council. All Bad Debts will be
recorded in the Notes to the Annual Accounts.
Hellesdon Parish Council Debt Management Policy
Last Reviewed April 2024
Next Review Date: Financial Year 2024/25 M4
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Name of Assessment: LAND Bus Shelters
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Care taken when on verges and Ad hoc spot checks to ensure
pavements (particularly sloping ones) in compliance Clerk / Facilities
Slip, Trips and Falls Staff M H L
damp/wet weather. 2) Correct footwear Manager
to be worn
Hi viz jackets worn at all times. 2) Ad hoc spot checks to ensure
Impact with Moving Employees to stay alert when on the compliance Clerk / Facilities
Staff L H L
Vehicles highway. 3) No distraction items, such as Manager
IPods to be worn.
1) Sharps bin provided for disposal of To ensure supply of PPE for this risk
Contact with Sharp Items needles. 2) Gloves provided and worn. 3)
Staff L H Clerk L
(eg: glass / needles) Glass disposed of and wrapped where
possible.
1) Chemicals only to be used in Ad hoc spot checks to ensure
accordance with manufacturers compliance
instructions. 2) All chemicals used to be Clerk / Facilities
Contact with Chemicals Staff / Members of the Public L H L
appropriate for cleaning bus shelters. 3) Manager
COSHH sheets to be held for all
chemicals.
1) Bus Shelters inspected every tiem they Ad hoc spot checks to ensure
are cleaned. 2) Public reports of damage compliance
Damage to Bus Shelters to shelters reacted upon by the parish Clerk / Facilities
Staff / Members of the Public L H L
causing injury council via inspection and if encessary Manager
making safe / cordoning off
1) Appropriate clothing worn in hot To ensure supply of PPE for this risk
weather. 2) Arms and neck kept covered
Sunburn Staff L M Clerk L
3) Baseball caps / hats provided.
68
1) Grounds staff aware of how to handle Ensure training is up to date
confrontation situations 2) Any
complaints to be referred to the Clerk for
Aggressive Behaviour Staff L H consideration to escalate to police. 3) In Clerk L
the event of a serious incident, staff
member to be offered counselling.
1) Although there may not be another Ensure other staff are aware of the
member of staff working, this is a busy location of lone working staff
area so workers are seldom actually on Clerk / Facilities
Lone Working Staff L H L
their own. 2) Grounds staff have mobile Manager
phones to summon help.
69
Name of Assessment: LAND Allotment Site
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Weekly inspections of surfacing, Clerk to arrange for noticeboard /
including checking for damage of ecogrid contact details to be put in place
mesh. 2)Noticeboard to be provided with
full address and emergency contact
Slip, Trips and Falls Staff / Members of the Public M H Clerk L
details 3) Any obstructions to be
removed 4) Repairs to surfacing to be
remediated or cordoned off
1) Main fuseboard subject to Electrical Facilities Manager to do spot checks
Installation Condition Report, every 5
years. 2) Street light should also be
Electrical Hazards Staff / Members of the Public L H Facilities Manager L
inspected. 3) Damaged equipment to be
reports and taken out of commission
1) Toilet is cleaned and inspected Facilities Manager to do spot checks
regularly. 2)Fresh water is supplied to all
plots. 3)Water supply is turned off in
Hygiene of the Site Members of the Public L M winter months to avoid flooding - stop Facilities Manager L
tap for toilet is turned on by users when
required. 4)Pest control regime in place.
1) Checklist required to ensure cleaning, Clerk to work with FM to get Legionella
descaling and flushing through is logged. Checklist together for allotment site Clerk/Facilities
Legionella Staff / Members of the Public L H L
2) Checkfor standing water. Manager
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Name of Assessment: LAND Allotment Site - Animals
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Fencing provided at such height to Continue with regular inspections of
discourage animals from entering the fencing. Respond quickly to any
site. 2) Rabbit fencing installed to reports of damage in between
discourage burrowing animals from inspections
entering the site. 3) Thick hedging in
Clerk / Facilities
Injury by Animal Ingress Staff / Members of the Public L L areas where fencing is not in place. 4) L
Manager
Signage to encourage all those entering
the site to close the gate after them. 5)
All dogs to be on leads and under control
1) No animals or livestock to be kept Facilities Manager to do spot checks
onsite without permission of the council.
Injury from out of control
Staff / Members of the Public L M 2) Dogs may only be brought onsite on a Facilities Manager L
animal
lead and under control.
1) Wild Animals on the site should be Clerk / Facilities Manager to address
reported to the council. The council will when matters are reported
assess the risk based on type of animal
2) Wild animals should not be disturbed
Clerk / Facilities
Injury from wild animal Staff / Members of the Public L M to reduce risk to all parties 3) Where L
Manager
possible, reduce the habitat for wild
animals, taking into account ecology of
the site.
1) Weedkillers or pesticides should not Regula reviews
be left in the open and uncovered. 2)
Fencing regularly reviewed for damage.
Injury or Distress to 3) Animals not to be approached onsite
Animals L M Clerk L
Animal unless in a matter of welfare concern for
the animal. 4) Veterinary advice should
be obtained if required.
71
Name of Assessment: LAND Bull Roundabout
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Care taken on uneven surfaces, Ad hoc spot checks to ensure
particularly in damp / wet weather. 2) compliance
Barrows not overfilled with soil, grass Clerk / Facilities
Slip, Trips and Falls Staff M H L
cuttings, rubbish etc when they are being Manager
removed from roundabout.
1) Grounds staff remain alert to potential Ad hoc spot checks to ensure
hazards associated with moving traffic compliance
and take care when accessing worksite.
2) Hi viz clothing worn at all times. 3)
Impact with Moving Grounds staff walktowards the traffic Clerk / Facilities
Staff L H L
Vehicles when cutting grass on roundabout and Manager
always face oncoming vehicles when
edging or weeding near the kerb.
1) Sharps bin provided for disposal of To ensure supply of PPE for this risk
Contact with Sharp Items needles. 2) Gloves provided and worn. 3)
Staff L H Clerk L
(eg: glass / needles) Glass disposed of and wrapped where
possible.
1) Risk assessments in place for each item Clerk to ensure RA's up to date.
of machinery. 2) When re-entering the
road from parking on roundabout, ensure
Machinery Hazards Staff / Members of the Public L H Clerk L
that tractor/trailer wheels drop together
to avoid tilting vehicle
1) Area checked for stones/litter etc Ad hoc spot checks to ensure
Clerk / Facilities
Ejected Items Staff / Members of the Public L H before work commences - items compliance L
Manager
removed.
1) Appropriate clothing worn in hot To ensure supply of PPE for this risk
weather. 2) Arms and neck kept covered
Sunburn Staff L M Clerk L
3) Baseball caps / hats provided.
72
1) Grounds staff aware of how to handle Ensure training is up to date
confrontation situations 2) Any
complaints to be referred to the Clerk for
Aggressive Behaviour Staff L H consideration to escalate to police. 3) In Clerk L
the event of a serious incident, staff
member to be offered counselling.
1) Although there may not be another Ensure other staff are aware of the
member of staff working, this is a busy location of lone working staff
area so workers are seldom actually on Clerk / Facilities
Lone Working Staff L H L
their own. 2) Grounds staff have mobile Manager
phones to summon help.
73
Name of Assessment: LAND Apiary
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Area restricted to authorised Ad hoc spot checks to ensure
Staff / Apiary trained personnel only. 2) Authorised personnel compliance Clerk / Facilities
Slip, Trips and Falls M H L
volunteers report any trip hazards to the parish Manager
council for remediation
1) Only authorised personnel permitted Liaison with Apiary volunteers to
in the apiary. 2) The apiary is locked ensure site continues to comply with
when not being accessed. 3) Authorised best practice
personnel use appropriate bee keeping
PPE when attending to bees. 4)
Anaphylixis kit kept in bee keepers shed.
5) Clear gap between allotments and
Staff / Apiary trained apiary. 6) 6ft fence to encourage bees to
Bee Stings volunteers / Members of the M H rise upon leaving the hive. 7) Only Clerk L
public allotment holders and authorised
personnel permitted on allotment site. 8)
Avoid working on hives when bees are
likely to be agitated (eg: wrong time of
day / wrong temperature / recent
disturbance)
Staff / Apiary trained 1) Good manual handling techniques Ensure staff are adequately trained
Manual Handling M H Clerk L
volunteers must be adhered to.
74
Name of Assessment: LAND Community Centre Play Areas
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Areas maintained in good condition Ad hoc spot checks to ensure
and inspected daily- any necessary compliance
repairs to equipment and/or surfaces
reported to Head Groundsperson or Clerk / Facilities
Slip, Trips and Falls Staff / Members of the Public M H L
Clerk for repairs or escalation to specialist Manager
contractor. 2) Areas closed when surfaces
are icy
1) Surfaces under equipment in both Ad hoc spot checks to ensure
areas covered with rubberised surfaces compliance
Clerk / Facilities
Falls from Height Members of the Public L H or grass matting. 2) Barriers on top of L
Manager
multiplex equipment in under 9s area.
1) All gates are spring loaded with 5 Ensure defect forms are completed for
second closure mechanisms. 2) All play all matters identified
equipment visually inspected daily and
Entrapment / Sharp Clerk / Facilities
Members of the Public L H repairs carried out / reported to parish L
Edges Manager
clerk for escalation to specialist
contractor. 3) Monthly reports submitted
1) Dogs not allowed in enclosures. 2) Dog Ensure PPE is in good stock
owners expected to control their animals
in accordance with requirements of Dog
Control legislation. 3) Dog faeces must be
picked up by owner (under public spaces
Biological Hazards Staff / Members of the Public L H Clerk L
protection order). 4) Litter picking done
daily and disposed of in bins provided. 5)
Litter bins emptied twice weekly.
75
1) Areas inspected annually by RoSPA Respond to RoSPA Annual Inspections
qualified independent inspector. 2)
Clerk / Facilities
General Safety Staff / Members of the Public L H Safety notices displayed on gates. 3) L
Manager
Equipment age appropriate
1) Gates locked every night to prevent Ad hoc spot checks to ensure
Clerk / Facilities
Security Issues Staff / Members of the Public L M access by unauthorised persons. compliance L
Manager
76
Name of Assessment: LAND Cottinghams Park
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Area inspected weekly. 2) Holes Signage detailing contact details to be
Clerk / Facilities
Slip, Trips and Falls Staff / Members of the Public M H (usually dug by foxes) filled in by grounds installed L
Manager
staff
1) Grass cutting and hedge trimming Ad hoc spot checks to ensure
done when members of the public are compliance
not in the area of risk.2) Vehicular gates Clerk / Facilities
Moving Machinery Members of the Public L H L
kept locked at all times unless being used Manager
by grounds staff.
1) Spraying of weedkiller carried out in Ad hoc spot checks to ensure
the early morning before area compliance
Hazardous Substances frequented by members of the public. 2) Clerk / Facilities
Staff / Members of the Public L H L
(weedkiller) Weed killer not hazardous once it has Manager
dried. 3) Main field sprayed by contractor
1) Dog owners expected to control their Ensure PPE is in good stock
animals in accordance with requirements
of Dog Control legislation. 2) Dog faeces
must be picked up by owner (under
Biological Hazards Staff / Members of the Public L H public spaces protection order). 3) Litter Clerk L
picking done weekly and disposed of in
bins provided. 4) Litter bins emptied
twice weekly
1) Dog owners expected to control their Escalation to dog warden / police
Dog Attacks Staff / Members of the Public L H animals in line with prevailing legislation where necessary Clerk L
1) No vehicular access possible. 2) Area Signage detailing contact details to be
overlooked by properties. 3) Low risk installed Clerk / Facilities
Security Issues Staff / Members of the Public L M L
area with little to vandalise. Manager
1) Signage provided by Norwich Airport Ensure signage remains in place and is
Drone Flying Norwich Airport L M advising it is against the law to fly drones clear Grounds Team L
on this land.
77
Name of Assessment: LAND Footpath to the Rear of Tesco Store
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Care taken on uneven surfaces, Ad hoc spot checks to ensure
particularly in damp/wet weather 2) Staff compliance Clerk / Facilities
Slip, Trips and Falls Staff / Members of the Public M H L
to wear correct footwear when attending Manager
site
1) Footpath closed whilst work is in Ad hoc spot checks to ensure
Moving Machinery / Clerk / Facilities
Members of the Public L H progress. 2) Grounds staff to remain alert compliance L
Vehicle Impact Manager
to potential hazards regardless
1) Sharps bin provided for disposal of To ensure supply of PPE for this risk
Contact with Sharp Items needles. 2) Gloves provided and worn. 3)
Staff L H Clerk L
(eg: glass / needles) Glass disposed of and wrapped where
possible.
1) Condition of footpath is checked prior Ensure PPE is in good stock
to strimming. If there is too much
contamination, task not carried out and
Hygiene Issues Staff M H reported to clerk(for escalation to Clerk L
Environmental Health). 2) Gloves and
overalls provided and worn.
1) Dog owners expected to control their Escalation to dog warden / police
Dog Attacks Staff / Members of the Public L H animals in line with prevailing legislation where necessary Clerk L
1) Appropriate clothing worn in hot To ensure supply of PPE for this risk
weather. 2) Arms and neck kept covered
Sunburn Staff L M Clerk L
3) Baseball caps / hats provided.
1) Grounds staff aware of how to handle Ensure training is up to date
confrontation situations 2) Any
complaints to be referred to the Clerk for
Aggressive Behaviour Staff L H consideration to escalate to police. 3) In Clerk L
the event of a serious incident, staff
member to be offered counselling.
78
1) Although there may not be another Ensure other staff are aware of the
member of staff working, this is a busy location of lone working staff
area so workers are seldom actually on Clerk / Facilities
Lone Working Staff L H L
their own. 2) Grounds staff have mobile Manager
phones to summon help.
79
Name of Assessment: LAND Hard Surface Games Area at Community Centre
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Surface even and unobstructed. 2) Ad hoc spot checks to ensure
Tennis net sockets covered with metal compliance
discs when not in use. 3) Area inspected
daily and any issues identified, action is
Clerk / Facilities
Slip, Trips and Falls Staff / Members of the Public M H taken or matter is escalated to the parish L
Manager
clerk for appointment of specialist
contractor. 4) Area closed when surface
is icy
1) Area floodlit at night when in use. 2)
Area bound by chain link fencing. 3) CCTV
Security Issues Staff / Members of the Public L H Clerk L
cameras cover area. 4) Whole site locked
at night.
1) Written agreement with National Regular feedback from NTA to ensure
Tennis for the management of tennis compliance
Injury as a Result of
provision. 2) Part of agreement is NTA
Coaching / Management Staff / Members of the Public L H Clerk L
indemnity, holidng the venue harmless of
by National Tennis
liabilities
80
Name of Assessment: LAND Litter Picking / Attending to Notice Boards
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Care taken when on verges and Ad hoc spot checks to ensure
pavements (particularly sloping ones) in compliance Clerk / Facilities
Slip, Trips and Falls Staff M H L
damp/wet weather. 2) Correct footwear Manager
to be worn
Hi viz jackets worn at all times. 2) Ad hoc spot checks to ensure
Impact with Moving Employees to stay alert when on the compliance Clerk / Facilities
Staff L H L
Vehicles highway. 3) No distraction items, such as Manager
IPods to be worn.
1) Sharps bin provided for disposal of To ensure supply of PPE for this risk
Contact with Sharp Items needles. 2) Gloves provided and worn. 3)
Staff L H Clerk L
(eg: glass / needles) Glass disposed of and wrapped where
possible.
1) Litter grabber is able to be used Ad hoc spot checks to ensure
comfortably and is kept in good working compliance
Repetitive use of Litter condition. 2) Some items are picked up Clerk / Facilities
Staff / Members of the Public L H L
Grabber by hand. 3) Grabber not used for longer Manager
than 2 hours without a break.
1) Staff aware of good handling Ad hoc spot checks to ensure
techniques. 2) Wheel barrow used. 3) compliance
Care taken when removing full bags of Clerk / Facilities
Manual Handling Staff / Members of the Public M H L
litter from bins at playing fields and from Manager
barrow at end of shift.
1) Appropriate clothing worn in hot To ensure supply of PPE for this risk
weather. 2) Arms and neck kept covered
Sunburn Staff L M Clerk L
3) Baseball caps / hats provided.
81
1) Grounds staff aware of how to handle Ensure training is up to date
confrontation situations 2) Any
complaints to be referred to the Clerk for
Aggressive Behaviour Staff L H consideration to escalate to police. 3) In Clerk L
the event of a serious incident, staff
member to be offered counselling.
1) Although there may not be another Ensure other staff are aware of the
member of staff working, this is a busy location of lone working staff
area so workers are seldom actually on Clerk / Facilities
Lone Working Staff L H L
their own. 2) Grounds staff have mobile Manager
phones to summon help.
82
Name of Assessment: LAND Meadow Way Open Space
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Entrance to area covered with anti-slip Updated signage with contact details
matting. 2) Area Maintained in good (to include WTW) to be considered
Slip, Trips and Falls Staff / Members of the Public M H condition. 3) Area inspected daily and any Clerk L
holes (usually dug by foxes) filled in.
1) Grass cutting and hedge trimming Ad hoc spot checks to ensure
Clerk / Facilities
Moving Machinery Members of the Public L H carried out when members of the public compliance L
Manager
are not at risk
1) Spraying of weedkiller carried out in Ad hoc spot checks to ensure
the early morning before area compliance
Hazardous Substances frequented by members of the public. 2) Clerk / Facilities
Staff / Members of the Public L H L
(weedkiller) Weed killer not hazardous once it has Manager
dried. 3) Main field sprayed by contractor
1) Dog owners expected to control their Ensure PPE is in good stock
animals in accordance with requirements
of Dog Control legislation. 2) Dog faeces
must be picked up by owner (under
Biological Hazards Staff / Members of the Public L H public spaces protection order). 3) Litter Clerk L
picking done weekly and disposed of in
bins provided. 4) Litter bins emptied
twice weekly.
1) Dog owners expected to control their Escalation to dog warden / police
Dog Attacks Staff / Members of the Public L H animals in line with prevailing legislation where necessary Clerk L
1) Gates locked at night to prevent Updated signage with contact details
unauthorised access. 2) Staff locking up (to include WTW) to be considered
Clerk / Facilities
Security Issues Staff / Members of the Public L M to wear bodycamera 3) Staff locking up to L
Manager
use a torch after dark.
83
Name of Assessment: LAND Meadow Way Play Area
Date of Assessment / Review: 10th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Areas maintained in good condition Ad hoc spot checks to ensure
and inspected daily- any necessary compliance
repairs to equipment and/or surfaces
Clerk / Facilities
Slip, Trips and Falls Staff / Members of the Public M H reported to Head Groundsperson or L
Manager
Clerk for repairs or escalation to specialist
contractor.
1) Surfaces under play equipment Ad hoc spot checks to ensure
covered in barkchips 2) Barkchips compliance Clerk / Facilities
Falls from Height Members of the Public L H L
replenished to the required depth when Manager
necessary
1) Gates are spring loaded with 5-second Ensure defect forms are completed for
closure mechanisms. 2) All play all matters identified
equipment visuallyinspected daily and
Entrapment / Sharp Clerk / Facilities
Members of the Public L H repairs carried out and/or reported to L
Edges Manager
Parish Clerk. 3) Monthly written
inspection reports conducted.
1) Dogs not allowed in enclosures. 2) Dog Ensure PPE is in good stock
owners expected to control their animals
in accordance with requirements of Dog
Control legislation. 3) Dog faeces must be
picked up by owner (under public spaces
Biological Hazards Staff / Members of the Public L H Clerk L
protection order). 4) Litter picking done
daily and disposed of in bins provided. 5)
Litter bins emptied twice weekly.
1) Areas inspected annually by RoSPA Respond to RoSPA Annual Inspections
qualified independent inspector. 2)
Clerk / Facilities
General Safety Staff / Members of the Public L H Safety notices displayed on gates. 3) L
Manager
Equipment age appropriate
84
1) Gates locked every night to prevent Ad hoc spot checks to ensure
Clerk / Facilities
Security Issues Staff / Members of the Public L M access by unauthorised persons. compliance L
Manager
85
Name of Assessment: LAND Mountfield Park
Date of Assessment / Review: 11th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Grassed area and access waythough Updated signage detailing contact
Clerk / Facilities
Slip, Trips and Falls Staff / Members of the Public M H park maintained in good condition details to be installed L
Manager
1) Care exercised when driving vehicle Ad hoc spot checks to ensure
through park. 2) Caution taken when compliance
leaving park as visibility is limited by Clerk / Facilities
Moving Vehicles Members of the Public L H L
hedge. 3) Vehicle gateway is narrow so Manager
care must be taken when passing
through
1) Light available along part of the path at To be reviewed if Parish Council
main entrance (although rest is dark as decides to open the park for longer
bordered bytrees). 2) Park closed at dusk into the evening, passing dusk
therefore poor lighting will not affect
Lighting Issues Staff / Members of the Public L H Clerk L
members of the public unless
trespassing. 3) Members of staff locking
the parks carry torches
1) Dog owners expected to control their Ensure PPE is in good stock
animals in accordance with requirements
of Dog Control legislation. 2) Dog faeces
must be picked up by owner (under
Biological Hazards Staff / Members of the Public L H public spaces protection order). 3) Litter Clerk L
picking done weekly and disposed of in
bins provided. 4) Litter bins emptied
twice weekly.
1) Dog owners expected to control their Escalation to dog warden / police
Dog Attacks Staff / Members of the Public L H animals in line with prevailing legislation where necessary Clerk L
86
1) No vehicular access possible. 2) Area Signage detailing correct contact
overlooked by properties. 3) Low risk details to be installed
area with little to vandalise. 4) Gates
locked at night to prevent unauthorised Clerk / Facilities
Security Issues Staff / Members of the Public L M L
access. 5) Staff locking up to wear Manager
bodycamera 6) Staff locking up to use a
torch after dark.
87
Name of Assessment: LAND Parish Council owned Land at Burial Ground
Date of Assessment / Review: 11th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Surface is generally well maintained. 2) Consider Updated signage detailing
Grounds staff inspect surface quarterly contact details
and report any pot holes or trip hazards
for repair. 3) Area inspected during
severe weather. 4) Parish Council
Clerk / Facilities
Slip, Trips and Falls Staff / Members of the Public M H employees and members of the public L
Manager
have a duty of care to themselves in
assessing whether they actually need to
access the site in bad weather conditions.
1) Drivers are expected to exercise care Ad hoc spot checks to ensure
when driving through. 2) Grounds staff compliance
Clerk / Facilities
Moving Vehicles Members of the Public L H exercise care when driving tractor or L
Manager
other machinery though the area.
1) Gates locked at all times when area Consider Updated signage detailing
not needed for access of funeral vehicles. contact details
2) Grounds staff make quarterly Clerk / Facilities
Security Issues Staff / Members of the Public L M L
inspections of the area and report any Manager
issues identified.
88
Name of Assessment: LAND Recreation Ground
Date of Assessment / Review: 11th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Areas maintained in good condition. 2) Updated signage with contact details
Slip, Trips and Falls Staff / Members of the Public M H Area visuallyinspected daily (to include WTW) to be considered Clerk L
1) Grass cutting and hedge trimming Ad hoc spot checks to ensure
Clerk / Facilities
Moving Machinery Members of the Public L H carried out when members of the public compliance L
Manager
are not at risk
1) Spraying of weedkiller carried out in Ad hoc spot checks to ensure
the early morning before area compliance
frequented by members of the public. 2)
Hazardous Substances Clerk / Facilities
Staff / Members of the Public L H Weed killer used very dilute and is not L
(weedkiller) Manager
hazardous once it has dried. 3) Main field
sprayed by contractor
1) Dog owners expected to control their Ensure PPE is in good stock
animals in accordance with requirements
of Dog Control legislation. 2) Dog faeces
must be picked up by owner (under
Biological Hazards Staff / Members of the Public L H public spaces protection order). 3) Litter Clerk L
picking done weekly and disposed of in
bins provided. 4) Litter bins emptied
twice weekly.
1) Dog owners expected to control their Escalation to dog warden / police
Dog Attacks Staff / Members of the Public L H animals in line with prevailing legislation where necessary Clerk L
1) Gates locked at night to prevent Updated signage with contact details
unauthorised access. 2) Staff locking up (to include WTW) to be considered Clerk / Facilities
Security Issues Staff / Members of the Public L M L
to wear body camera 3) Staff locking up Manager
to use a torch after dark.
89
1) Football goal posts positioned Ad hoc spot checks to ensure
up/down field (not side to side) so as compliance
avoid goals entering neighbouring
properties. 2) Football spectators stand
at side of pitch, not behind goals. 3) Clerk / Facilities
Hirer Activities Hirers / Members of the Public L M L
Members of the public aware that a Manager
football game is in progress (due to
coloured football strip being worn) so can
avoid immediate area of play.
Sports Teams to be aware of their Ensure Goal Posts are left in an
Manual Handling of Goal
Hirers / Members of the Public L M responsibilities to ensure this is carried accessible place Facilities Manager L
Posts
our safely
90
Name of Assessment: LAND Skateboard Park
Date of Assessment / Review: 11th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Surface even and unobstructed 2) Updated signage with contact details
Guard rails at top of ramp. 3) Area (to include WTW) to be considered
Slip, Trips and Falls Staff / Members of the Public M H Clerk L
inspected daily and any damage
reported.
1) Ramps and Platforms are solid and are Ad hoc spot checks to ensure
of metal construction. 2) Equipment compliance - ensure defects are
Clerk / Facilities
Collapse of Equipment Members of the Public L H checked weekly and action taken to recorded L
Manager
address any necessary maintenance and
repairs
1) ParkFloodlit at night when tennis / Updated signage with contact details
netball courts are in use. 2) Area (to include WTW) to be considered
Clerk / Facilities
Security Issues Staff / Members of the Public L M bounded by chain link and wooden L
Manager
fencing 3) CCTV cameras cover area. 4)
Whole site locked at night.
91
Name of Assessment: BUILDINGS HAHA Community Hut (on behalf of HAHA)
Date of Assessment / Review: 16th February 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Floors kept clear of obstructions 2) Trip HAHA to do regular visual inspections
hazards to be removed immediately. 3)
Spills to be cleared up promptly. 4)
Slips, Trips and Falls Members / Visitors M M Visual check to be done on entry to HAHA L
building
1) Electrical Installation Condition Report Any problems with supply from
conducted every five years. 2) Portable allotment block to be reported to
appliance tests every year. No equipment Parish Council. HAHA committee
to be brought into building unless it is members to do a visual check of all
PAT Tested or under a year old. 3) equipment once a month.
Sockets must not be overloaded. 4)
Electrical Hazards Members / Visitors L H HAHA L
Approved contractor used for all
electrical works. 5) Items that appear
damaged taken out of commission. 6)
Any new installations correctly
commissioned and certified.
1) Items only to be stored sensibly in HAHA to do regular visual inspections
Dropped / Falling Items areas allocated for storage. 2) No items
Members / Visitors L M HAHA L
(Storage) to be stored at higher level (eg: on top of
cupboards)
1) No food waste to be kept in the HAHA to do regular visual inspections
building 2) Any food in the building must
be stored securely. 3) Any spills cleaned
Hygiene Issues Members / Visitors M M HAHA L
up immediately 4) Building to be cleaned
on a regular basis 4) Regular checks for
vermin.
92
1) All hazardous substances to be kept in COSHH File to be created
secondary shed. 2) Limited number of
substances held on the premises.
Arrangements made for disposal when
substances are not going to be used. 3)
Members / Visitors / Local Hazardous substances to be kept locked
Hazardous Substances L H HAHA L
Residents away when not in use.4) Only authorised
persons with access to hazardous
substances.5) COSHH assessments
carried out for all substances and
material data sheets held.
1) No smoking to be permitted in or Arrangements to be made for annual
around the community hut. 2) No naked inspection fo fire extinguishers.
flames of any type in or around the Signage to be installed (no smoking /
Members / Visitors / Local community hut. 3) Fire extinguishers / naked flames)
Fire L H HAHA L
Residents blankets provided. 4) All
electrical/hazardous substances rules to
be complied with
1) Any items containing water (eg kettles) HAHA to do regular visual inspections
should be emptied of standing water and
Legionella Members / Visitors L H HAHA L
descaled when necessary
1) Ramp on request for access to building HAHA to do regular visual inspections
2) Room set out in a way that a on room. Ensure wheelchair users
Equality Issues Members / Visitors L H wheelchair can be manouevered. 3) know who to contact for ramp access HAHA L
Assistance dogs permitted
1) Premises and whole site secured when Members / Visitors to be aware of who
unoccupied. 2) CCTV deterrent system to contact for access, or with any
Site Security Members / Visitors L H installed 3) Only authorised persons concerns abou the building HAHA L
have access to community hut
1) Only authorised persons permitted in Signage to be installed about lifting
areas where manual handling is likely to heavy items
occur. 2) Lifting aids to be made available
Manual Handling Members M M (Eg: Sack barrow). 3) Those moving HAHA L
objects should be aware of asking for
help (eg; 2 man lift)
93
Name of Assessment: BUILDINGS Community Centre
Date of Assessment / Review: 12th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Floors kept clear of obstructions 2) Facilities Manager to do spot checks
Caretakers to remove any trip hazards
they find during their rounds. 3) Spills to
Members of the Public / Hirers Clerk and Facilities
Slips, Trips and Falls M M be cleared up promptly and appropriate L
/ Staff / Contractors Manager
signage used.
1) Electrical Installation Condition Report Caretakers to continue to check
conducted every five years. 2) Portable electrical items
appliance tests every year. Regular users
are invited to bring in items used for their
activities. 3) T&Cs of hire say items
brought in by hirers must be PAT tested -
items spot checked by caretakers. 4)
Members of the Public / Hirers Sockets must not be overloaded. 5)
Electrical Hazards L H Caretakers L
/ Staff / Contractors Approved contractor used for all
electrical works. 6) All RCDs to be clearly
labelled.7) Distributor board cabinet to
be securely locked when not in use. 8)
Items that appear damaged taken out of
commission
1) Items only to be stored in correct Caretakers to review items stored as
storage areas. 2) Items to be stored part of their visual inspections
Dropped / Falling Items Members of the Public / Hirers
L M sensibly in storage areas. 3) No items to Caretakers L
(Storage) / Staff / Contractors
be stored on top of cupboards
1) Care taken when using stage. 2) Caretakers to work with hirers to
Sectional stage to ensure the stage is the ensure it is the correct size for their
Members of the Public / Hirers
Fall From Height - Stage L M right size for hirers. 3) Height of stage has event Caretakers L
/ Staff / Contractors
been reduced considerably
94
1) Ladders should only be used by Ladder visual inspection log to be
authorised, trained personnel. 2) Ladders created
inspected six monthly for safety, and
Fall From Height - Members of the Public / Hirers visually inspected before each use. 3)
L H Work on ladders should not be Facilities Manager L
Ladders / Staff / Contractors
undertaken when hirers are in the same
room. 4) Ladders not to be left
unattended
1) Caretakers clean kitchen and toilets Facilities Manager to do spot checks
daily, and are contactable in case of any
unexpected contamination. 2) Any user
that hires the kitchenette is contractually
obliged to wash up after their event. 3)
Members of the Public / Hirers White roll used for general cleaning, blue
Hygiene Issues M M Facilities Manager L
/ Staff / Contractors roll for kitchen use. 4) Kitchen hygiene
poster displayed. 5) Waste disposed of in
outside bins. 6) Regular checks for
vermin.
1) Limited amount of substance used. 2) COSHH File to be reviewed
Limited number of substances held on
the premises. Arrangements made for
disposal when substances are not going
to be used. 3) Hazardous substances to
Members of the Public / Hirers be kept locked away when not in use.4) Facilities Manager
Hazardous Substances L H L
/ Staff / Contractors Only authorised persons with access to / Clerk
hazardous substances.5) COSHH
assessments carried out for all
substances and material data sheets
held.
1) Air conditioning unit serviced annually Checklist to be created for caretakers
by professional contractor. 2) New in relation to cleaning, descaling,
Members of the Public / Hirers Facilities Manager
Legionella L H pipework therefore no dead legs. 3) flushing through and water L
/ Staff / Contractors / Clerk
Building regularly checked for areas of temperature checks
standing water.
95
1) Access to all areas on one level, Dementia friendly signage and braille
therefore no stairs. 2) Ramp and signage to considered
powered door at main entrance. 3) Doors
and corridors wide enough for
wheelchair access. 4) Disabled toilets
Members of the Public / Hirers
provided with alarm pull chords. 5) Loop
Equality Issues / Staff / Contractors - all with L H Clerk / Council L
system in main rooms. 6) Mobility
protected characteristics
scooters must be left in lobby. 7)
Wheelchairs provided for use by scooter
users if they require them. 8) Assistance
dogs permitted
1) Premises and whole site secured when Repair works required to 6 cameras as
unoccupied. 2) CCTV installed inside and a result of refurbishment works.
out. Can be accessed by Clerk and
Members of the Public / Hirers
Site Security L H Facilities Manager remotely 3) Alarm on Clerk L
/ Staff / Contractors
building which calls through a control
centre to a local cascade system.
1) Caretakers trained in manual handling. Hirers who hire stage to be requested
2) Caretakers set up rooms and therefore to advise how they would like the stage
Members of the Public / Hirers Caretakers/
Manual Handling M M move tables and chairs. 3) Hirers not to set up. Hires to be advised not to L
/ Staff / Contractors Bookings Officer
attempt to adjust staging attempt to adjust stage
96
Name of Assessment: BUILDINGS Community Centre Car Park
Date of Assessment / Review: 12th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Surface visually inspected daily. Pot Facilities Manager to do spot checks
holes reported for repair. 2) Car park well
lit with any light failures escalated for
Members of the Public / Hirers repair. 3) Obstacles/litter cleaned up. 4) Clerk and Facilities
Slips, Trips and Falls M M L
/ Staff / Contractors Leaf litter cleared. 5) Walkways gritted in Manager
icy weather. 6) Warning signs put out
when icy
1) One way system in operation. 2) Speed Facilities Manager to do spot checks
humps on access / egress. 3) Speed limit
5mph & signed as such. 4) Pedestrian
walkways marked along side of access
Vehicle / Pedestrian Members of the Public / Hirers and egress routes. 5) Barriers erected Clerk and Facilities
L H L
Collision / Staff / Contractors near speed humps to prevent vehicles Manager
entering pedestrian walkways. 6)
Grounds staff to exercise care when
driving tractor through car park.
1) One way system in operation. 2) Speed Facilities Manager to do spot checks
humps on access / egress. 3) Speed limit
Members of the Public / Hirers 5mph and signed as such. 4) Grounds Clerk and Facilities
Vehicle / Vehicle Collision L M L
/ Staff / Contractors staff to exercise care when driving tractor Manager
through car park.
1) CCTV cameras cover area and are
Members of the Public / Hirers signed as such. 2) Gates locked by duty
Security Issues L H Clerk L
/ Staff / Contractors caretaker when leaving at night.
1) Police to be informed of antisocial
behaviour. 2) Incidents to be logged so
Members of the Public / Hirers
Antisocial Behaviour L M repeat behaviour can be identified and Clerk L
/ Staff / Contractors
CCTV reviewed.
97
Name of Assessment: BUILDINGS Community Fridge
Date of Assessment / Review: 12th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Floors kept clear of obstructions 2) Facilities Manager to do spot checks
Caretakers to remove any trip hazards
they find during their rounds. 3) Spills to
Clerk and Facilities
Slips, Trips and Falls Members of the Public / Staff M M be cleared up promptly and appropriate L
Manager
signage used. 4) Wires to fridge and
freezer kept away from footfall
1) Fridge is located indoors 2) All Signage to be put in place for users of
electrical and electronic equipment used kitchenette in relation to personal
will be subjected to a PAT test and a hygiene
visual check during set-up, to ensure that
Electric Shock from Clerk and Facilities
Members of the Public / Staff L H there are no loose wires, cracked casings L
Fridge or Freezer Manager
etc. Faulty equipment will not be used.
3) Sockets must not be over-loaded (2
sockets next to equiment)
1) No food left out which would Facilities Manager to do spot checks
Members of the Public / Staff encourage pests. 2) Visual check each day Clerk and Facilities
Pests L M L
/ for evidence of pests. 3) No known Manager
history of vermin.
1) Daily cleaning schedule, temperature Facilities Manager to do spot checks
check, documentation in a logbook
2)Separate shelf spaces for different food
categories 3) Caretakers have cleaning
equipment to clean food packaging Clerk and Facilities
Food Poisoning Members of the Public L M L
before it is put into the fridge, if Manager
necessary 4) All staff and volunteers with
access to the fridge have a food hygiene
certificate
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1) Only food accepted where allergy Facilities Manager to do spot checks
information is known eg: by packaging or
report from supermarket. 2) Signs in
place for members of the public to
Clerk and Facilities
Allergies Members of the Public L M contact the Clerk with any queries 3) L
Manager
Caretakers check food during the day to
ensure nothing unauthorised has been
placed in the fridge
1) Fridge located in a public location that Caretakers to do spot checks on fridge
Clerk and Facilities
Malicious Contamination Members of the Public L H has regular footfall 2) Closure at night L
Manager
1) Fridge located in a public location that Clerk to respond to any complaints of
Members of the Public / has regular footfall 2) Note on Fridge misuse
Food Misuse L M Clerk L
Hellesdon Parish Council which specifies to take only what you
need
99
Name of Assessment: Community Centre Kitchenette
Date of Assessment / Review: 12th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Floors kept clear of obstructions 2) Facilities Manager to do spot checks
Caretakers to remove any trip hazards
Members of the Public / Hirers they find during their rounds. 3) Spills to Clerk and Facilities
Slips, Trips and Falls M M L
/ Staff / Contractors be cleared up promptly and appropriate Manager
signage used.
1) All surfaces and floors are cleaned Signage to be put in place for users of
daily. 2) Sinks are scoured daily. 3) The kitchenette in relation to personal
dishwasher filter is cleaned after use. 4) hygiene
Members of the Public / Hirers Clerk and Facilities
Kitchenette Hygiene L M The refrigerator is cleaned weekly. 5) The L
/ Staff / Contractors Manager
oven is cleaned after use 6) A full clean is
carried out weekly.
1) No food left out which would Facilities Manager to do spot checks
Members of the Public / Hirers encourage pests. 2) Visual check each day Clerk and Facilities
Pests L M L
/ Staff / Contractors for evidence of pests. 3) No known Manager
history of vermin.
1) When the bin in the kitchen is full, Facilities Manager to do spot checks
replace promptly and take the waste to
the wheelie bin in the car park. 2)
Wheelie bins are located awayfrom the
BUILDINGS Members of the building so as to reduce the spreading of
fire if the bins were to be ignited. 3) Clerk and Facilities
Waste Management Public / Hirers / Staff / L M L
Hirers are contractually obliged to clear Manager
Contractors
up after themselves. Addition clearing is
done by the caretakers as necessary. 4)
Recycling bin emptied weekly.
100
1) No children should be permitted in the Caretakers kitchenette checklist to be
kitchenette. 2) Oven and kettles should put in place
only be used by competent adults. 3)
Members of the Public / Hirers Flasks should be filled by caretakers. 4) Clerk and Facilities
Burns / Scalds L H L
/ Staff / Contractors Caretakers to check kitchenette after use Manager
to ensure all appliances have been
switched off
101
Name of Assessment: BUILDINGS Diamond Jubilee Lodge
Date of Assessment / Review: 12th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Floors kept clear of obstructions 2) Staff to continue to monitor
Caretakers to remove any trip hazards
they find during their rounds. Staff to
Members of the Public / Hirers Office Staff /
Slips, Trips and Falls M M remove or report any obstructions or L
/ Staff / Contractors Caretakers
hazards 3) Spills to reported and be
cleared up promptly and appropriate
signage used.
1) Electrical Installation Condition Report Caretakers to continue to check
conducted every five years. 2) Portable electrical items
appliance tests every year. Regular users
are invited to bring in items used for their
activities. 3) T&Cs of hire say items
brought in by hirers must be PAT tested -
items spot checked by caretakers. 4)
Members of the Public / Hirers Sockets must not be overloaded. 5)
Electrical Hazards L H Caretakers L
/ Staff / Contractors Approved contractor used for all
electrical works. 6) All RCDs to be clearly
labelled.7) Distributor board cabinet to
be securely locked when not in use. 8)
Items that appear damaged taken out of
commission
102
1) Fire alarms are in the building and Clerk to ensure all persons are signing
tested regularly(one call point each in
week). 2) Fire extinguishers available and
are tested annually, or sooner if a
concern is raised, or if used. 3)
Members of the Public / Hirers Emergency lighting tested once a month.
Fire Hazards / Staff / Contractors / L H 4) Fire exits not obstructed. 5) All staff to Clerk L
Councillors know where fire evacualtion point is. 6)
All persons in the building to sign in, so
that any persons missing in the event of a
fire can be reported to the emergency
services.
1) Workstation assessment to be carried Employees should use 20-20-20 rule
out. 2) Screens to be checked (For every 20 minutes a person looks
byindividual users for flickering and at a screen, they should look at
reported where necessary. 3) Employer something 20 feet away for 20
Injury from use of Display
Staff M M to pay for eye tests should the employee seconds) Staff L
Screens
request. 4) Employees should look away
from the screen every 20 minutes
1) First aid kit and accident book Caretakers to check First Aid Kit on a
provided. 2) Lighting in the building Monthly Basis.
adequate. 3) Vertical blinds in rooms to
block out sun light. 4) All rooms
temperature controlled and air
General Health, Safety Members of the Public / Hirers
M M conditioning available. 5) Kitchen and Caretakers L
and Welfare / Staff / Contractors
toilet facilities provided, both of which
are cleaned daily. 6) Sanitary bins
provided which are emptied by an
approved contractor.
1) Photocopier not located close to Clerk to encourage more 'paperless'
anystaff. 2) Copier is in 'sleep' mode working amongst staff and councillors
when not in use. 3) Long copying runs are
rarely necessary. 4) Windows / doors can
Ozone from Photocopier Members of Staff L M be opened to increase ventilation where Clerk L
necessary.
103
1) Laminator used in accordance with Clerk to ensure laminator is being used
manufacturer's instructions. 2) Windows correctly
Fumes from Laminator Members of Staff L L Clerk L
/ doors can be opened to increase
ventilation.
1) Limited amount of substance used. 2) COSHH File to be reviewed
Limited number of substances held on
the premises. Arrangements made for
disposal when substances are not going
to be used. 3) Hazardous substances to
Members of the Public / Hirers be kept locked away when not in use.4) Facilities Manager
Hazardous Substances L H L
/ Staff / Contractors Only authorised persons with access to / Clerk
hazardous substances.5) COSHH
assessments carried out for all
substances and material data sheets
held.
1) Air conditioning unit serviced annually Checklist to be created for caretakers
by professional contractor. 2) New in relation to cleaning, descaling,
Members of the Public / Hirers Facilities Manager
Legionella L H pipework therefore no dead legs. 3) flushing through and water L
/ Staff / Contractors / Clerk
Building regularly checked for areas of temperature checks
standing water.
1) Access to all areas on one level, Dementia friendly signage and braille
therefore no stairs. 2) Automatic door at signage to considered
main entrance. 3) Doors and corridors
wide enough for wheelchair access. 4)
Disabled toilets provided with alarm pull
Members of the Public / Hirers
chords. 5) Loop system in main rooms. 6)
Equality Issues / Staff / Contractors - all with L H Clerk / Council L
Mobility scooters must be left in lobby. 7)
protected characteristics
Wheelchairs provided for use by scooter
users if they require them. 8) Assistance
dogs permitted
1) Premises and whole site secured when Repair works required to 6 cameras as
unoccupied. 2) CCTV installed inside and a result of refurbishment works.
out. Can be accessed by Clerk and
Members of the Public / Hirers
Site Security L H Facilities Manager remotely 3) Alarm on Clerk L
/ Staff / Contractors
building which calls through a control
centre to a local cascade system.
104
1) Caretakers trained in manual handling. Clerk to ensure only trained staff move
Members of the Public / Hirers 2) Caretakers set up rooms and therefore heavy/awkward objects in the building
Manual Handling M M Clerk L
/ Staff / Contractors move tables and chairs.
1) Front door is locked if anyone is in the Checking of personal alarm to form
premises alone. Any visitors have to ring part of all other alarm checks
the bell for admission. 2) 'Exit only'
functionality available on front door. 3)
Lone Working in Office Staff M M Door to meeting room and lobby to be Clerk L
kept locked. 4) Caretaker can be
summoned during if necessary. 5)
Personal alarm available for staff.
1) Meeting is the homes of parishioners Duress Codes to be implemented
should be avoided. 2) Meet in a public
Meeting Offsite with
Staff L H place. 3) Advise other office staff of Clerk L
Parishioners
location and approcimate duration of
meeting
1) Toughened glass screen between foyer Microphone system to be investigated
and office. 2) Visitors can attend without for reception area to reduce instances
needing to enter office. 3) Security access of safety window being removed.
panels on doors leading to rear lobby, Duress codes to be implemented.
and from foyer to office corridor, which
Violence and Aggression Staff L H are operated by key fobs held only by Clerk L
authorised persons. 4) Personal alarm
available in the office. 5) Caretaker on call
should help be needed.
1) CCTV camera in foyer. 2) Electronically Check front gate is locked overnight
operated shutters on all windows and
doors. 3) Rear door can only be opened
from the inside. 4) Gate to front of Clerk / Facilities
General Security Staff L H L
building locked overnight. 5) Curtilage to Manager
rear of building fenced off and access
gate kept locked.
105
Name of Assessment: BUILDINGS Council Chamber
Date of Assessment / Review: 12th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Floors kept clear of obstructions 2) Staff to continue to monitor
Caretakers to remove any trip hazards
they find during their rounds. Staff to
remove or report any obstructions or
Members of the Public / Hirers
hazards 3) Spills to reported and be Office Staff /
Slips, Trips and Falls / Staff / Contractors / M M L
cleared up promptly and appropriate Caretakers
Councillors
signage used. 4) Tables and chairs to be
set up in a manner that does not cause
an obstruction.
1) Electrical Installation Condition Report Caretakers to continue to check
conducted every five years. 2) Portable electrical items
appliance tests every year. Regular users
are invited to bring in items used for their
activities. 3) T&Cs of hire say items
brought in by hirers must be PAT tested -
items spot checked by caretakers. 4)
Members of the Public / Hirers
Sockets must not be overloaded. 5)
Electrical Hazards / Staff / Contractors / L H Caretakers L
Approved contractor used for all
Councillors
electrical works. 6) All RCDs to be clearly
labelled.7) Distributor board cabinet to
be securely locked when not in use. 8)
Items that appear damaged taken out of
commission
106
1) Fire alarms are in the building and Clerk to ensure sign in sheet is
tested regularly(one call point each available
week). 2) Fire extinguishers available and
are tested annually, or sooner if a
concern is raised, or if used. 3)
Emergency lighting tested once a month.
4) Users of the chambers are to be
advised where the fire exits are and they
should not be obstructed. 5) The person
responsible for meetings in the chamber
Members of the Public / Hirers is to be aware where the fire evacuation
Fire Hazards / Staff / Contractors / L H point is. 6) If meetings are held in the Clerk L
Councillors chambers, then the person responsible
for the meeting is to be aware of who is
in attendance, so that any persons
missing in the event of a fire can be
reported to the emergency services.7)
Meetings are to be assessment for
maximum capacity. This should be judged
in terms of layout.
1) First aid kit and accident book onsite. Caretakers to check First Aid Kit on a
2) Lighting in the building adequate. 3) Monthly Basis.
Vertical blinds in rooms to block out sun
light. 4) All rooms temperature controlled
Members of the Public / Hirers and air conditioning available. 5) Kitchen
General Health, Safety
/ Staff / Contractors / M M and toilet facilities provided, both of Caretakers L
and Welfare
Councillors which are cleaned daily. 6) Sanitary bins
provided which are emptied by an
approved contractor.
107
1) Access to all areas on one level, Dementia friendly signage and braille
therefore no stairs. 2) Automatic door at signage to considered. Grant
main entrance. 3) Doors and corridors applications being submitted for
wide enough for wheelchair access. 4) secondary improvement disability
Disabled toilets provided with alarm pull access toilets
Members of the Public / Hirers chords. 5) Loop system in main rooms. 6)
Equality Issues / Staff / Contractors - all with L H Mobility scooters must be left in lobby. 7) Clerk / Council L
protected characteristics Wheelchairs provided for use by scooter
users if they require them. 8) Assistance
dogs permitted 9) Improved disability
access provided in 2023
1) Group leaders of groups involving Group leaders should be able to
children and vulnerable adults should provide their risk assessments
ensure the appropriate DBS checks are in
place. 2) Group leaders of groups
Safeguarding Children and vulnerable adults L H involving children and vulnerable adults Clerk L
should have appropriate risk assessed
their meeting to ensure that vulnerable
persons are not at risk.
108
Name of Assessment: BUILDINGS Workshop and Store
Date of Assessment / Review: 12th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Good housekeeping. 2) Spills mopped Staff to continue to monitor
up promptly. 3) Non-slip concrete
Slips, Trips and Falls Grounds staff M M flooring. 4) Floors kept clear of Facilities Manager L
obstructions
1) Electrical Installation Condition Report Caretakers to continue to check
conducted every five years. 2) Portable electrical items
appliance tests every year. 3) Sockets
must not be overloaded. 4) Approved
contractor used for all electrical works. 5)
All RCDs to be clearly labelled.6)
Electrical Hazards Grounds staff L H Distributor board cabinet to be securely Caretakers L
locked when not in use. 7) Items that
appear damaged taken out of
commission 8) power tools and low
voltage and used by competent staff 9)
Equipment checked prior to use
1) Fire alarms are in the building and Clerk to ensure sign in sheet is
tested regularly(one call point each available
week). 2) Fire extinguishers available and
are tested annually, or sooner if a
Fire Hazards Grounds staff L H concern is raised, or if used. 3) Clerk L
Emergency lighting tested once a month.
4) Fire exits not obstructed. 5) Staff
aware of where fire evacuation points
are.
1) No smoking in the workshop / store 2) Ensure staff are aware of rules
Machines filled up outside where well
Clerk / Facilities
Explosion Grounds staff L H ventilated. 3) Fertiliser stored for a L
Manager
maximum of three months.
109
1) Limited amount of substance used at COSHH File to be reviewed
any time. 2) Limited number of
substances held on the premises.
Arrangements made for disposal when
substances are not going to be used. 3)
Hazardous substances to be kept locked Facilities Manager
Hazardous Substances Grounds staff L H L
away when not in use.4) Only authorised / Clerk
persons with access to hazardous
substances.5) COSHH assessments
carried out for all substances and
material data sheets held.
1) First aid kit and accident book Caretakers to check First Aid Kit on a
provided. 2) Lighting in the building Monthly Basis.
General Health, Safety
Grounds staff M M adequate. 2) Kitchen, toilet and shower Caretakers L
and Welfare
facilities provided, both of which are
cleaned daily.
1) Grounds staff trained in good handling Clerk to ensure all manual handing
techniques. 2) Mechanical handling aids training is up to date
Manual Handling Grounds staff L H Clerk L
and / or sack barrows used wherever
possible.
110
Name of Assessment: MACHINERY Pressure Washer
Date of Assessment / Review: 8th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control the What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity risks? take to control the risks? action? Risk Rating
1) Machine used by authorised persons only. Facilities Manager to do spot checks on
2) No horseplay when using machine. 3) working practices with machinery.
Staff Members of the
Water Under Pressure L H Machine not operated when members of the Facilities Manager L
Public
public are within 10m of area being worked
on.
1) Appropriate PPE and suitable clothing Facilities Manager to do spot checks on
provided and worn. 2) Machine not operated working practices with machinery.
Particles Ejected from Staff / Members of the Facilities Manager
L H when members of the public are within 10m Clerk to ensure adeqaute PPE is L
Machinery public / Clerk
of area being worked on. provided
1) COSHH assessments carried out for Clerk to ensure staff have adequate
substances used. 2) COSHH assessments PPE. Staff to ensure loss or damage is
Chemical Substances Staff L H reviewed annually or on purchase of a new reported to Clerk Clerk L
chemical. 3) Appropriate PPE provided and
used.
1) Grounds staff experienced and competent Facilities Manager to do spot checks on
in use of good handling techniques. 2) working practices with machinery. Facilities Manager
Poor Manual Handling Staff M H L
Machine transported between sites in van or Clerk to ensure training records are up / Clerk
tractor. to date.
1) Equipment visually checked before use. 2) Facilities Manager to do spot checks on
Equipment inspected and serviced in line working practices with machinery.
with manufacturer's recommendations and
Staff / Members of the
General Machine Failure L H worn/faulty parts replaced as necessary.3) Facilities Manager L
public
Equipment maintained in good condition.
111
Name of Assessment: EQUIPMENT 80kg Roller and Sarrol Roller
Date of Assessment / Review: 17th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Grounds staff experienced and Manual handling training is up to date
competent in good manual handling
techniques. 2) Rollers moved between
Injury from Poor Manual sites in van or on tractor. 3) Breaks taken
Staff M H Clerk L
Handling when using roller (recommended short
break after each up/down of the bowling
green).
1) Protective footwear provided and Facilities Manager to do spot checks
Crushing of Foot Staff L H worn. 2) Rollers to be used by authorised Facilities Manager L
persons only.
1) Rollers not used in areas where Facilities Manager to do spot checks
Impact with Rollers Members of the Public L M members of the public would be at risk. Facilities Manager L
1) Equipment visually checked before Facilities Manager to do spot checks
use. 2) Equipment inspected and serviced
General Equipment Members of the Public / Hirers in line with manufacturer's
L H Facilities Manager L
Failure / Staff / Contractors recommendations and worn/faulty parts
replaced as necessary.
112
Name of Assessment: EQUIPMENT Chemical Spray Units
Date of Assessment / Review: 17th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Grounds staff experienced and Manual handling training is up to date.
competent in use of good handling Check to see of there is alternative
Injury from Poor Manual techniques. 2) Tank carried as a options to a back pack for reduced Clerk / Facilities
Staff M H L
Handling backpack. 3) Help given with filling and back strain Manager
putting in tank assembly if necessary
1) Equipment used by authorised Facilities Manager to do spot checks
personnel only. 2) Grounds staff trained
in safe use of chemicals. 3) COSHH
assessments carried out for substances
used. 4) Grounds staff do not eat, drink
or smoke when using equipment. 5)
Contact with Chemicals /
Staff L H Appropriate PPE provided and used. 6) Facilities Manager L
Hazardous Substances
Work carried out in an area where
members of the public are not at risk. 7)
Weather conditions checked to ensure
not too windy to use chemicals
Slips, Trips and Falls 1) Spiked boots worn when working on Facilities Manager to do spot checks
whilst working on uneven Staff L M sloped areas. 2) Work not carried out Facilities Manager L
ground when ground is slippery.
1) Pressure in tank monitored during use Facilities Manager to do spot checks of
of equipment. 2) Equipment checked equipment
Pressure Build up in Tank Staff L H before use and any faulty/ worn parts Facilities Manager L
replaced as necessary.
1) Tank refilled in well ventilated area Facilities Manager to do spot checks
where members of the public are not
present. 2) No smoking allowed. 3)
Fire or Explosions Staff L H Facilities Manager L
Chemicals stored in a locked workshop
until required for use
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Name of Assessment: EQUIPMENT Fertiliser Broadcaster (Carried)
Date of Assessment / Review: 17th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Grounds Staff Experienced and Clerk to check training up to date
competent in use of good handling
techniques. 2) Container never loaded
Injury from Poor Manual
Staff M H above maximum safe working load. 3) Clerk L
Handling
Help given with filling and putting on
container where necessary
1) Equipment used by authorised Facilities Manager to do spot checks
personnel only. 2) Appropriate PPE
provided and used. 3) COSHH
assessments carried out for substances
Contact with Chemicals /
Staff L H used. 4) Grounds staff do not eat, drink Facilities Manager L
Hazardous Substances
or smoke when using equipment. 5)
Hands washed before eating or drinking.
6) Equipment cleaned after each use.
1) Equipment is never used without the Stock of dust masks to be monitored
container cover firmly in place. 2) Face
mask worn at all times when equipment
is in use. 3) Equipment not used in
conditions above a light breeze
(max7mph). Hand held anemometer
Inhalation of Dust Staff L M Facilities Manager L
provided. 4) Work carried out in areas
where members of the public are not at
risk. 5) Equipment only used for treating
the bowling green, once or twice a year,
for an hour each time
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1) Equipment visually checked before Facilities Manager to do spot checks of
use. 2) Equipment inspected and serviced equipment
in line with manufacturer's
Equipment Failure Staff L H recommendations and worn/faulty parts Facilities Manager L
replaced as necessary.3) Equipment
maintained in good condition.
1) No smoking allowed in workshop / Facilities Manager to do spot checks
store. 2) Pesticides not held in bulk
Fire or Explosions Staff L H quantities, and are stored in locked Facilities Manager L
workshop until required for use
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Name of Assessment: EQUIPMENT Fertiliser Broadcaster (Wheeled and Drawn)
Date of Assessment / Review: 27th February 2023
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Grounds staff experienced and Manual handling training is up to date
competent in good handling techniques
Injury from Poor Manual
Staff M H 2) Equipment never loaded above Clerk L
Handling
maximum safe working load.
1) Equipment used by authorised Facilities Manager to do spot checks
personnel only. 2) Appropriate PPE
provided and used. 3) COSHH
assessments carried out for substances
Contact with Chemicals /
Staff L H used. 4) Grounds staff do not eat, drink Facilities Manager L
Hazardous Substances
or smoke when using equipment. 5)
Hands washed before eating or drinking.
6) Equipment cleaned after each use.
1) Equipment not used in conditions Stock of dust masks to be monitored
above a light breeze (max7mph).
Handheld anemometer provided. 2)
Inhalation of Dust Staff L M Facilities Manager L
Work not carried out where members of
the public will be at risk
1) Equipment visually checked before Facilities Manager to do spot checks of
use. 2) Equipment inspected and serviced equipment
in line with manufacturer's
Equipment Failure Staff L H recommendations and worn/faulty parts Facilities Manager L
replaced as necessary.3) Equipment
maintained in good condition.
1) No smoking allowed in workshop / Facilities Manager to do spot checks
store. 2) Pesticides not held in bulk
Fire or Explosions Staff L H quantities, and are stored in locked Facilities Manager L
workshop until required for use
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Name of Assessment: EQUIPMENT Henchman Trestle
Date of Assessment / Review: 17th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Grounds staff experienced and Manual handling training is up to date
Injury from Poor Manual competent in good manual handling
Staff M H Clerk L
Handling techniques. 2) Equipment moved
between sites using van or tractor.
1) Grounds staff experienced and Facilities Manager to do spot checks
competent is use of equipment. 2)
Equipment used by authorised personnel
only. 3) Ladder provided for accessing
trestle when at height. 4) Care taken
when climbing on and off trestle. 5)
Guard rails used and feet pointed
Working from Height Staff L H Facilities Manager L
outwards whilst on trestle. 6) Trestle not
left unattended, so cannot be accessed
by unauthorsied persons.7) Trestle legs
adjusted individually when working on
sloping ground. 8) Work carried out by
two persons.
1) Trestle not moved when machinery/ Facilities Manager to do spot checks
tools are on the platform. 2) Where
possible, work not carried out in an area
Items Dropped from
Staff / Members of the Public L H where members of the public are Facilities Manager L
Trestle
present. 3) Warning signs being displayed
where workis being carried out.
1) Platform not overloaded. 2) Platform Facilities Manager to do spot checks of
erected by experienced and competent equipment
Collapse of Platform Staff / Members of the Public L H Facilities Manager L
personnel 3) Platform check prior to use.
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1) Equipment visuallychecked before use. Facilities Manager to do spot checks
2) Equipment inspected and serviced in
line with manufacturer's
General Equipment
Staff / Members of the Public L H recommendations and worn/faulty parts Facilities Manager L
Failure
replaced as necessary.3) Equipment
maintained in good condition.
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Name of Assessment: EQUIPMENT SAM Signs
Date of Assessment / Review: 17th April 2024
Carried out by: Faye LeBon
Who needs to
What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? Who Might be Harmed? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Vehicle Operative should park as close Clerk to look into fluorescent striped
to the SAM2 site as possible, but only in a markings for rear of van
safe place where the vehicle can be
clearly seen. 2) When parked, the council
vehicle should have hazard lights
operating, and temporary roof light
operational. 3) Where possible,vehicle
operatives should parkso that theycan
Third Party Vehicle Strike Staff L H Clerk L
exit from the vehicle to a footpath.
Where not possible, door mirrors are to
be used to ensure that there is not a
vehicle passing when exiting the
vehicle.4) Operatives should wear hi viz
when working on the SAM2 signs
1) Good manual handling techniques Manual handling training is up to date
must be adhered to.2) Signs that are
above a footpath must be 2.15m high (to
the lowest part of the sign) or 2.4m
above a cycle path. Two people are
required to change these signs. 3) A small
Manual Handling Staff M H Clerk L
step ladder is to be used to change the
signs over a footpath or cycle path. 4) The
above also applies to changing the
batteries in the SAM2 signs as well as
moving the signs.
1) Appropriate Footwear should be worn Facilities Manager to do spot checks
at all times. 2) Operatives should always
Slips, trips and falls Staff L H stand, or place ladder, on a flat non Facilities Manager L
slippery surface.
119
1) SAM2 signs can only be installed at Facilities Manager to do spot checks to
sites as agreed with Norfolk County ensure signs are going up on correct
Council, as evidenced by a Memorandum sites
of Understanding. 2) SAM2 signs must
only be installed on approved brackets. 3)
SAM2 signs must be padlocked to
Injury to Members of the
Members of the Public L H prevent interference by Members of the Facilities Manager L
Public
Public. 4) SAM2 signs must be installed at
a height of 2.15m (to the lowest part of
the sign) if over a footpath, or 2.4m if
over a cycle path
1) All non-battery SAMs to be changed in All signs are now battery operated
dry weather. 2) Look to change all SAMs
to battery operated instead of mains
Electrical Hazards Staff L H operated. 3) Equipment to be inspected Clerk L
before use. 4) If equipment appears
faulty, take out of commission
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Name of Assessment: ADMINISTRATION Technology
Date of Assessment / Review: 13th March 2024
Carried out by: Faye LeBon
Who needs to
Who Might be Harmed and What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? How? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Website password protected and on Continue to monitor for suspicious
secure server. 2) No personal data kept activity and changes in security
on website server 3) Website has been guidance
Parish Council / Taxpayers / improved so it is now secure Clerk and Senior
Hacking L H L
Users of Technology Admin Officer
1) The Public Sector Bodies (Websites 1) Add accessibility dtatement to
Parish Council / Tax Payers /
and Mobile Applications) (No. 2) website 2) Continue to review website Clerk and Senior
Disability Discrimination Groups with Protected L M L
Accessibility Regulations 2018 should be when additional information is added Admin Officer
Charactistics
complied with
All IT password protected to the Ensure staff always keep passwords
individual user. 2) All microsoft accounts secure, ensure they cannot be
Unauthorised Access Parish Council / Tax Payers L H Clerk L
password protected to the individual guessed, and are changed when
user. prompted
All Parish Council work kept on a secure Continue to review access levels
server. Osiris can provide access to other
Loss of Access Parish Council / Tax Payers L H persons for remote access if required. Clerk L
Physical backups of RBS kept
1) Software is unable to be updated / Continue to review and act on
installed without permission from Osiris instructions from Osiris
2) Only authorised computers to be used
Parish Council / Taxpayers / by staff 3) Only authorised software Clerk and Senior
Viruses M H should be used. 4) Anti virus software L
Users of Technology Admin Officer
provided by Osiris. 5) Helpline available
from Osiris for any concerns.
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Name of Assessment: ADMINISTRATION Finance
Date of Assessment / Review: 13th March 2024
Carried out by: Faye LeBon
Who needs to
Who Might be Harmed and What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? How? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Limited cash kept on site. 2) Fidelity Keep under review - Cannot obtain
guarantee insurance in place in event of petty cash from Post Office, therefore
staff dishonesty. 3) Limited access to cash if banking has to be done at Barclays
- kept in locked safe, in locked cabinet, in branch then this will increase the
clerk's room. 4) Records kept by staff and transport distance for cash and
checked by councillors on a regular basis. therefore the risk.
5) Financial regulations in place and all Review by Clerk
Parish Council / Taxpayers
Theft of Money L H payments authorised in accordance.6) and Finance L
/Staff
Insurance policycovers cash (in the office Officer
and transported).7) Cash transported at
different times. 8) Cash bank weekly if
not more frequently.
1) Insurance cover in place and updated Continue to review insurance on an
upon purchase of assets. 2) Building annual basis or when something
revaluations done. 3) Insurance changes or when an asset is purchased
Cost Resulting from Clerk and Finance
Parish Council / Tax Payers M H conditions adhered to (eg: regular checks L
Damage to Property Officer
on play equipment). 4) Asset register in
place
1) All areas belong to the council are kept Continue to review insurance on an
in good condition with Risk Assessments annual basis or when something
for these areas. 2) Public liability changes
Cost Resulting form Clerk and Finance
Parish Council / Taxpayers L H insurance in place for members of the L
Injury to Person(s) Officer
public. 3) Employers liability insurance in
place for employees
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Name of Assessment: ADMINISTRATION Lone Working
Date of Assessment / Review: 13th March 2024
Carried out by: Faye LeBon
Who needs to
Who Might be Harmed and What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? How? Likelihood Severity the risks? take to control the risks? action? Risk Rating
1) Physical barriers to unauthorised Keep under review. Change duress
access 2) Personal alarm available if code from time to time
required 3) Duress code available 4)
Phones linked to the community centre
Lone Working in
Injury to Member of Staff L H and duty caretaker 5) Duty caretaker Clerk L
Diamond Jubilee Lodge
checks Lodge after hours 6) Duty
caretaker checks for hazards, any other
hazards identified escalated to Duty
Caretaker or clerk.
1) Caretakers office locked with no Keep under review. Change duress
unauthorised access. 2) Hazards are code from time to time
checked throughout the day by the duty
Lone Working in caretaker. 3) landline is in the caretakers
Injury to Member of Staff M H Clerk L
Community Centre office and each caretaker has a mobile
phone 4) Duress code in place. 5) Duress
access on alarm panel
1) All employees have access to a mobile Keep under review. Change duress
phone 2)Facilities Manager or Clerk to code from time to time
know where members of staff are and
Lone Working in the expected time of return. 3) Duress code
Injury to Member of Staff M H Clerk L
parish in place 4) Caretakers have access to a
body cam and are instructed to use this
when closing parks
1) All employees have access to a mobile Keep under review. Change duress
phone offsite 2) Other staff to be aware code from time to time
where a member of staff is working and
expected time of return. 3) Avoid any
Lone Working at other
Injury to Member of Staff M H appointments in non public places (eg: in Clerk L
sites
parishioners houses). Personal alarm to
be taken if this is the case.
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Name of Assessment: ADMINISTRATION Senior Citizens Club
Date of Assessment / Review: 15th April 2024
Carried out by: Faye LeBon
Who needs to
Who Might be Harmed and What are you already doing to control What further action do you need to carry out the Residual
What are the Hazards? How? Likelihood Severity the risks? take to control the risks? action? Risk Rating
Community centre checked by Volunteers to monitor for spillages /
caretakers before use. Any spillage or trip hazards during session and report
trip hazards during the session to be to caretakers if required
Attendees, volunteers and
Slips, trips and falls M L reported to caretakers onsite. Mobility Volunteers L
guests
issues of attendees taken on registration
forms so accommodation can be made.
Volunteers DBS checked. No one to one Update DBS at least every three years. Clerk to keep DBS
contact with members. Safeguarding Ensure Safeguarding policy is reviewed register. Clerk to
Attendees (deemed as policy in place. and kept current ensure
Safeguarding L H L
vulnerable adults) safeguarding
policy is kept
current
Activities set in advance around needs of Due consideration given to future
the group. Mobility issues and dietary activities and suitability for members
Injury from activities Attendees M L requirements requested on registration Volunteers L
form. Caretakers first aid trained
Depending on number of attendees, Volunteers to be aware if any
Volunteers to
volunteers should decide whether hot attendees may suffer from illness that
ensure that needs
beverages should be made in the makes hot beverages an increased
Burn / Scalds from hot are known. Clerk
Attendees and volunteers M H kitchenette and brought through on a hazard. Specialist cups to be L
beverages to order
trolley, or thermoflasks to be taken into purchased if required.
equipment if
room and beverages served in room
necessary
All manual handling of equipment
(including tables and chairs) to be moved
by caretakers (onsite). No person is to
Injury from manual
Volunteers L H attempt to move an attendee with L
handling
mobility problems. They must attend
with a carer if they require assistance.
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Caretakers will set up room taking into Attendees to be made aware of fire
account clear fire exits. This set up must exits and evecuation point. Volunteer
not be deviated from and will be to be nominated as responsible for
Attendees, volunteers and
Injury from Fire L H enforced by caretakers if necessary. collecting register in the event of an Volunteers L
guests
Register of attendees taken and emergency
collected upon sounding of fire alarm.
Data on attendees kept in parish office
when not in use by club. Clerk is data
Data Loss from Group Attendees L H protection officer. Volunteers aware L
that personal data is confidential
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