Business Continuity Plan
OCTOBER 2021
CONTENTS
1. INTRODUCTION
2. CORE BUSINESS OF SPILSBY TOWN COUNCIL
3. POTENTIAL CAUSES OF DISRUPTION
4. RISK MANAGEMENT PLAN
5. BUSINESS CONTINUITY PLAN EMERGENCY CONTACTS
1. INTRODUCTION
The Civil Contingencies Act 2004 places a duty on a local authority to ensure that it is prepared as far as reasonably practical to continue to provide important functions and services in the event of a disruption.
Whilst this is not a statutory duty for a town council it is Spilsby Town Council’s (“STC”) intention to recognise the importance of producing and maintaining a Business Continuity Plan for implementation in the event of disruptions to the day to day running of STC.
The plan identifies the instances of disruption, the immediate responses, the procedures to follow to maintain continuity of service and the follow-up procedures and necessary changes to service delivery, where such services are disrupted by factors within STCs area of responsibility.
2. CORE BUSINESS OF SPILSBY TOWN COUNCIL
Core Business of Spilsby Town Council. The Town Council provides local services to its electorate which includes the provision of:
• The Town Council Office
• Employed staff to carry out STC functions
• Children’s play equipment at Spilsby Recreation Ground
• Allotments
• TOC H Land
• Spinney
• Cemetery
• STC Noticeboards
• STC website and maintaining a presence on relevant social media sites
• Managing the finances of STC and using the precept to benefit the town
• Acting as a consultee on planning applications to represent the interests of the town
• Liaising with the District Council and the County Council, or other relevant parties, on issues that affect the town
• CCTV at various locations within the town
3. POTENTIAL CAUSES OF DISTRUPTION
Potential causes of disruption include:
a. Disasters and weather-related problems, including:
• fire
• storms
• flood
• snow
• actions by other parties
• terrorism
b. Vandalism or damage to STC property
c. Failures:
• equipment due to failure, breakage or theft
• utilities and infrastructure providers
• public services
d. Losses of:
• staff and councillors through death, illness, injury or resignation whilst on or off STC duties, which in the case of councillors may leave the town council inquorate.
• equipment through theft breakage or major damage
• STC records through theft, fire or corruption of files
4. RISK MANAGEMENT PLAN
|
EVENT |
IMPACT MINIMISATION |
IMMEDIATE ACTION |
CONTINUITY |
|---|---|---|---|
|
Loss of Clerk due to death, illness, incapacity or resignation/dismissal |
Ensure key tasks are up to date, including Minutes. Access to log ins and passwords are available. Deputy clerk trained in key duties. |
Inform Chairman and Vice-Chairman. Chairman/Vice-Chairman to inform Council. Chairman to inform Health & Safety Executive if necessary Notice on website, if appropriate Inform local paper, if appropriate Notice on town noticeboards, if appropriate |
Recruit temporary replacement/locum. Recruit permanent Clerk.
Longer term: Review procedures to ensure minimal impact from loss. |
|
Loss of Deputy Clerk due to death, illness, incapacity or resignation/dismissal |
Ensure key tasks are up to date, including Minutes. Access to log ins and passwords available. Clerk aware of key duties. |
Inform Clerk, Chairman and Vice-Chairman. Clerk or Chairman/Vice Chairman to inform Council. Clerk to inform Health & Safety Executive if necessary. Notice on website, if appropriate Inform local paper, if appropriate Notice on town noticeboards, if appropriate |
Recruit temporary replacement/locum. Recruit permanent Deputy Clerk.
Longer term: Review procedures to ensure minimal impact from loss |
|
EVENT |
IMPACT MINIMISATION |
IMMEDIATE ACTION |
CONTINUITY |
|
Loss of RFO due to death, illness, incapacity or resignation/dismissal |
Ensure key tasks are up to date, including Accounts. Access to log ins and passwords are available. Clerk and Deputy Clerk trained in key duties. Ensure compliance with Financial Regulations. |
Inform Clerk, Chairman and Vice-Chairman. Clerk or Chairman/Vice Chairman to inform Council. Clerk to inform Health & Safety Executive if necessary. Notice on website, if appropriate Inform local paper, if appropriate Notice on town noticeboards, if appropriate |
Recruit temporary replacement/locum. Recruit permanent RFO.
Longer term: Review procedures to ensure minimal impact from loss. |
|
Death or serious injury to member of staff whilst carrying out town council duties Or Prolonged absence or resignation or dismissal of staff |
Knowledge of duties with regard to Health & Safety.
Knowledge of duties with regard to employment law and staff supervision |
Clerk and Chairman/Vice-Chairman to be informed. Council to be informed. Clerk to inform Health & Safety Executive if necessary. Clerk to inform insurers, if appropriate Clerk to inform relevant third parties |
Recruit temporary replacement. Recruit permanent replacement.
Longer term: Review procedures to ensure minimal impact from loss. |
|
Loss of Councillors due to multiple resignations (causing the Council to be inquorate) |
Co-option of Councillors from waiting list/reserves by EHDC, if necessary |
Clerk to inform remaining Councillors and employees of the Council. Clerk to inform EHDC Electoral Service. |
EHDC to decide on temporary working strategy for Council business. By-election or co-option procedure to be instigated.
Longer term: Town Council to review procedure for recruitment of Councillors. |
| EVENT |
IMPACT MINIMISATION |
IMMEDIATE ACTION |
CONTINUITY |
|
Loss of Council documents due to fire, flood or other causes |
Scan important documents and keep an electronic copy. Regular back up of electronic documents on a hard drive to be held by staff at home. Important paper documents (e.g. deeds, leases etc) held in a fire proof safe. Paper copies of important paper documents held by appropriate persons, e.g., Solicitors |
Clerk to inform Chairman/Vice Chairman. Retrieve last back-up. Clerk to inform Insurance company if necessary. Report incident to Full Council. |
Review procedures to ensure improvements and security. |
|
Loss of Council equipment or electronic data due to theft, fault or breakdown |
Back up of computers. Regular risk assessments, including security reviews |
Clerk to inform Chairman/Vice Chairman. Report theft to police and Insurance company. Decide on immediate replacement. Report incident to Full Council. |
Replace in accordance with current regulations.
Longer term: Review procedures to ensure improvements. |
|
Damage to STC Office |
Maintain adequate insurance cover. Carry out risk assessments. |
Clerk to inform insurance company. Clerk to inform police if necessary. Clerk to inform Chairman/Vice-Chairman. Council to be informed. Alternative work premises to be identified or Clerk, Deputy Clerk, RFO to work from home. Clerk to notify public of any closure of office (notices/website/social media). Redirection of STC mail to alternative address |
Review procedures to ensure improvements.
Review Risk assessment.
|
|
EVENT |
IMPACT MINIMISATION |
IMMEDIATE ACTION |
CONTINUITY |
|
Damage to STC allotments, open spaces and play equipment |
Maintain adequate insurance cover, where available and appropriate
Carry out risk assessments |
Clerk to inform insurance company, if appropriate, Clerk to inform police, if necessary. Clerk to inform Chairman / Vice Chairman and Chairman of Allotments and Cemetery Committee Council to be informed Health and Safety audit of play equipment and cordon off, as necessary/appropriate |
. |
|
Damage to the council chamber |
Maintain adequate insurance cover.
Carry out risk assessments.
Awareness of alternative meeting places. |
Clerk to inform Chairman/Vice-Chairman and Council to be informed. Clerk to inform public (notices/website/social media). |
Review procedures to ensure improvements.
Review risk assessments. |
|
Local disaster |
Maintain up to date risk assessments of all parish council property/liabilities. Maintain up to date contact detail list of Town Councillors and staff, including next of kin. Maintain up to date list of emergency contacts. Awareness of District and County Council Disaster Planning and key contacts (see Emergency Plan) |
All members of Council, Clerk, Deputy Clerk, RFO and employees to be informed. Contact relevant emergency services if appropriate. Call Extra-ordinary Meeting of Council to discuss position and any necessary action |
Review procedures to ensure improvements.
Review risk assessments. |
The Clerk is the first point of contact for all emergencies and business continuity actions, or in their absence the Deputy Clerk.
If neither the Clerk or the Deputy Clerk is available, the Chair, or in the absence of the Chair the Vice-Chair or a member of the Parish Council nominated by the Chair or Vice-Chair shall implement the actions,
5. BUSINESS CONTINUITY PLAN EMERGENCY CONTACTS
|
ISSUE |
COMPANY |
CONTACT DETAILS |
|
Fallen Trees |
LCC/ELDC |
Tree Officer 015070 601111 |
|
Emergency Repairs to Play Equipment |
Handyman/STC |
07944 131844 |
|
Roads, Pavements, Street Signs etc |
LCC |
Fix my Street https://fixmystreet.lincolnshire.gov.uk/
|
|
Police/Fire Service/ Ambulance |
Lincolnshire Police/Fire/Ambulance Service |
Emergency -999
Non-emergency - 101 |
|
Death of Employee whilst on Council Business |
Health and Safety Executive |
https://www.hse.gov.uk/pubns/wrdp1.pdf
|
|
Waste Collection/ Fly Tipping |
ELDC |
01507 601111 https://www.e-lindsey.gov.uk/flytipping
|
|
Abandoned Vehicles |
ELDC |
01507 601111 https://www.e-lindsey.gov.uk/article/5534/Abandoned-Vehicles
|
|
Flooding |
Environmental Agency Flood Line |
0345 988 1188
https://check-for-flooding.service.gov.uk/
|
|
Pollution |
EA Pollution Hotline |
0800 80 70 60 |
|
Animals |
RSPCA |
0990 555999 |
|
Computer Systems |
TBN |
|