Emergency Planning and Business Continuity Policy

Contents

- Policy statement

- Aims of policy

- Contextual information

- Key elements of the policy

- Roles and responsibilities

- Key contacts

- Link to Corporate Plan Priorities

- Policy monitoring

- Complaint, change and modification

- References

1. Policy statement

1.1 An Uttlesford District Council (the council) policy is to ensure that the duties set out in the Civil Contingencies Act 2004 are met and maintained to guarantee that the council is able to respond appropriately to emergencies affecting, people, infrastructure and/or the environment within the district.

1.2 It is also the council's policy to maintain the continuity of its activities, systems, facilities and services and, where these are disrupted by any event, to enable it to return to 'business as usual' operations as soon as possible, whilst taking fully into account the impact of any delay on the council's quality of service, reputation and finances.

1.3 This policy is intended to ensure:

• the concepts of emergency planning and business continuity, our policy, and our approach is understood by all stakeholders
• internal and external risks and hazards for both the council and the district are identified
• emergency plans and business continuity plans are developed to enable the council to respond to incidents, emergencies or crises affecting the council and/or the district
• plans are systematically maintained and validated
• staff are adequately trained to respond to incidents, emergencies and crises on the behalf of the council
• internal and external communication procedures are implemented
   

2. Aims of the policy

2.1 The objectives of emergency planning and business continuity planning are to ensure that the council:

• is capable of responding to an incident, emergency or crisis that is affecting the council and/or the district
• has sufficient resources available to deliver its statutory duties under the Civil Contingencies Act 2004
• understands its critical activities and maintains the capability to resume operations within agreed timeframes
• increases resilience within the organisation by supporting the protection of critical assets and data (electronic or otherwise) through a co-ordinated approach to management & recovery
• minimises impacts to both the council and the district through the use of a well-managed response structure
   

3. Contextual information

3.1 Update overview

Initial release. No current clearly defined policy for Emergency Planning or Business Continuity.

3.2 Legislative context

Civil Contingencies Act 2004.

3.3 Local government context

Not applicable.

3.4 Uttlesford District Council policy history

Management of health and safety (existing policy).

3.5 Related policies and corporate governance matters

Business continuity plans for individual service areas.

Business continuity risk identified in the 2020/21 Corporate Risk Register (20-CR-02)

3.6 Policy impact: resident and/or internal

This policy impacts both internal procedures and controls which in turn will affect the provision of services across the district.
 

4. Key elements of the policy

4.1 Scope of the policy

All council staff, services provided and/or activities completed under the banner or in conjunction with Uttlesford District Council, wherever conducted, must comply with the requirements of this policy.

4.2 Requirements of Policy

The council requires:

• the maintenance of an Emergency Plan to guide the council in the response to an emergency affecting the district. This must be tested at least once every three years.
• the maintenance of a Strategic Corporate Business Continuity Plan to guide the council in response to an incident affecting the council's ability to deliver its services. This must be tested once every three years
• the maintenance of other suitable documentation, processes and procedures to assist the council in meeting the requirements of the Civil Contingencies Act 2004
• each service to be responsible for maintaining their own business continuity plans and procedures in accordance with the business impact analysis and corporate policies and procedures
• an appropriate roster of trained council staff to carry out the roles and responsibilities listed in the Emergency Plan and Strategic Corporate Business Continuity Plan
   

5. Roles and responsibilities

Role: Director of Housing, Health and Communities

Responsibility: Ensuring adoption and adherence to policy
 

Role: Environmental Health Manager

Responsibility: Implementation of Policy
 

Role: Emergency Planning Officer

Responsibility: Implementation of Policy
 

6. Key contacts

Lead Officer: Emergency Planning Officer

Service Area/Directorate: Housing, Health & Communities

Lead Member/Portfolio Holder: Cllr Arthur Coote Portfolio for Housing and Equalities
 

7. Link to Corporate Plan Priorities

8. Policy monitoring

Emergency Planning Officer will follow the work plan which includes checking that the activities undertaken are in line with this policy.

An annual report will be produced which will outline the achievements and challenges of the programme for each year.

The report will be made available and circulated to CMT.

9. Complaint, change and modification

Complaint

Not applicable - internal-only policy.

Modification

Not applicable - internal-only policy.

Change

November 2023
 

10. References

Not applicable.