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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 11/10/2005
Civil Contingencies Act 2004 - Adoption of a Continuity Plan for Waverley Borough Council



Summary & Purpose
This reports seeks approval to the adoption of a Business Continuity Plan for Waverley as required by the Civil Contingencies Act (CCA) 2004.

Quality of Life Implications
Natural Resource Use
Pollution Prevention and Control
Biodiversity and Nature
Local Environment
Social Inclusion
Safe Communities
Local Economy
Natural
Resource Use
Pollution
Prevention and Control
Biodiversity
and Nature
Local
Environment
Social
Inclusion
Safe, Healthy
and Active
Communities
Local
Economy
N/A
Positive
Positive
Positive
Positive
Positive
Positive


APPENDIX Q
WAVERLEY BOROUGH COUNCIL

EXECUTIVE – 11TH OCTOBER 2005

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Title:
CIVIL CONTINGENCIES ACT 2004
ADOPTION OF A CONTINUITY PLAN FOR WAVERLEY BOROUGH COUNCIL

[Wards Affected: All]
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Note pursuant to Section 100B(5) of the Local Government Act 1972

An annexe to this report contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in those paragraphs of Part I of Schedule 12A to the Local Government Act 1972 indicated:

Information relating to a particular employee or applicant to become an employee of, or a particular office-holder under, the authority (paragraph 1).

Any action taken or to be taken in connection with the prevention, investigation or prosecution of crime (paragraph 14).

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Summary and purpose:

This reports seeks approval to the adoption of a Business Continuity Plan for Waverley as required by the Civil Contingencies Act (CCA) 2004.

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Quality of life implications – social, environmental & economic (sustainable development):

The adoption of the proposed Continuity Plan will enable Waverley to continue to function, in the short-term in identified key areas, in the event of a major civil emergency occurring that has a significant impact on the life of the Borough. Although not an immediate (statutory) requirement, the adoption of a Continuity Plan for Waverley will support the need, in the future (expected to come into effect in March 2006), to promote business continuity to local businesses which will be to the further benefit of the local community.

E-Government implications:

There are no specific e-Government implications except insofar as technology is a key element of the Continuity Plan.

Resource and legal implications:

Waverley has, under the Civil Contingencies Act 2004 (CCA), a statutory duty as a ‘Category 1 responder’ (see Annexe 1) to have in place a Business Continuity Plan. Specifically, the requirement is to have such a plan in place by 14th November 2005.

An interim report on the progress was submitted to the meeting of the Executive held on 14th June 2005. A copy of that report is attached as Annexe 1. It identified significant additional expenditure arising out of this new statutory duty. At the meeting it was agreed that:-

1. the broad approach to addressing this subject, as outlined in the report, be endorsed; and

2. a further report with detailed costings be submitted as part of the budget process for 2006/07.

This report presents the final recommendations of your officers together with the latest estimate of the costs.

It is estimated that capital expenditure of 25,000 will be required, together with ongoing revenue costs of 70,000pa.The detail is set out in the main body of this report.

In its settlement figures for Local Government for 2005/06, the Government provided ‘additional’ funding totalling, in the case of Waverley, 30,000 and this sum is shown in the Budget Book for 2005/06 (Page 77) under the heading of Civil Contingencies Bill. However, as part of the implementation of statutory responsibilities under the CCA and, specifically, to ensure that relevant Council officers are able to respond to major civil emergencies that occur outside of normal office hours, there is already a (formally approved) commitment to spend just over 20,000 in a full year and some 14,000 in 2005/06.

There is also a sum of 24,000 within the 2005/06 I.T. estimates which is available to set against the expenditure.

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The New Duties under the CCA

1. The detail of the relevant statutory duties were set out in the previous report and are not repeated in the main body of this report. However, the previous report is attached as Annexe 1 to this report.

The Approaches to Continuity Planning

2. The proposed approaches bring developed by your officers were also set out in the previous report. In summary they are: -

To conduct and document a ‘Business Impact Analysis’ for all major work streams; To develop a Corporate Business Continuity Plan and within; To develop and adopt Local Service recovery for all major work streams; To set up the Pumphouse at Farnham (the location for Waverley Training Services [WTS]) as the alternative Emergency Control Centre in the event of the loss of the main Council Offices; To enable staff to function from portakabins (5 in total with accommodation for a maximum of 10 employees per unit) located in the Dogflud car park, Farnham in the event of the Council Offices being unavailable for a significant period. These would be available, fully serviced, after 4 days. Staff using this temporary accommodation would have full access to current Waverley I.T. systems. (Note: it could be possible, in the event of an extreme emergency that disabled the Council Offices for a considerable period, to operate a rotating shift that could accommodate more than 50 staff in these temporary offices). Other staff would be able to operate from other Waverley locations, e.g. Sheltered Housing Units, the locality offices and/or from their home but only these temporary offices on Dogflud would give access to the essential Waverley service delivery I.T. systems.

3. The focus at the time of the previous report was on how to plan for the partial, substantial or complete loss of the main Council Offices. Since then, with much attention being given to the threat of an ‘avian flu’ pandemic, the service recovery plans have been reviewed to ensure that they remain as robust as required in the event that there is a significant (temporary) loss of staff rather than premises.

4. On the basis outlined above and following the conclusions from the Executive meeting of 14th June 2005, a draft Business Continuity Plan for Waverley has been drawn up for formal adoption. This is attached as (Exempt) Annexe 2. Under any circumstances, this would be a dynamic document that would be subject to continuous (minor) updating. However, at this time, it is acknowledged that, once adopted, the Recovery Plan, written as it is to reflect a major civil emergency that required the evacuation, for at least a number of days, of the Council Offices would need to be revisited to include more local disaster recovery arrangements, i.e. defining the steps necessary if only a section of the Council Offices was temporarily unusable.

Detailed Financial Implications

5. The proposals contained in this report would require expenditure on: -

the enhancement and maintenance of the I.T. capability of the Pumphouse; the provision of an I.T. facility at the Dogflud car park the guarantee of temporary office accommodation to be located at the Dogflud Car Park the enhancement of and backup to the telephony available at the Council Offices and/or the Pumphouse; other ancillary expenditure.

6. The full detail of this expenditure is shown in the schedule below:

FINANCIAL SUMMARY
ONE-OFF
CAPITAL
COST
ANNUAL
REVENUE
COST
I.T. Requirements:
- WTS Pump House / Dogflud Car Park Portakabin
50,000
Telecom Requirements:
-Godalming Offices – Main Telephone System Backup
4,185
-WTS Pump House
17,517
1,823
-Dogflud Car Park Portakabins
1,250
1,823
Contract for Standby Portakabins
9,000
Business Continuity Kit Boxes
1,000
Specialist I.T. Professional Support
5,000
Training – Surrey C.C.
3,000
TOTAL
24,767
69,831

7. An addition to the 2005/2006 Capital Programme in the sum of 25,000 will be required to provide for the one-off capital costs.

8. The Revenue Budget position is shown below:

On-going full-year requirement to be provided in 2006/2007 Estimates
70,000
Less Uncommitted Civil Contingencies Bill Budget for 2005/2006
16,000
----------
54,000
Less Uncommitted I.T. Business Continuity Budget for 2005/2006
24,000
----------
Supplementary Estimate required for 2005/2006
30,000

9. The amount (70,000 plus officer-standby payments) to be provided within the draft 2006/2007 Revenue Estimates represents an overall increase of 36,000 over the 2005/2006 provision.

Observations from the Corporate Overview and Scrutiny Committee

10. The Corporate Overview and Scrutiny Committee made the following observations to the Executive at its meeting on 31st May 2005. Comments on those observations is shown in italics.

(i) the need to have sufficient trained deputies who would be able to undertake tasks in the event of the responsible officer being unavailable for any reason as a result of a civil emergency;

This is covered in the Service Recovery Plans.

(ii) the ability of the organisation to carry on functioning by ensuring that certain designated staff can work from home to support those staff able to operate from the alternative location in the event of the loss or partial loss of the main Burys complex; (iii) the need to recognise the importance of the public health dimension and the need to forge links with the appropriate agencies in this field;

Links with other agencies including those with a public health remit are included in the Civil Emergency Plan for Waverley.

(iv) the possible benefits to be derived from joint working with Waverley's neighbouring authorities, such as Guildford and Rushmoor;

The potential for working in cooperation with neighbouring authorities has been considered. Clearly cooperation will be important but, in particular because of the use of different forms of I.T. and telephony, such links would also be required to be installed in partner locations. Also, it is uncertain how access to backup accommodation in different types of emergencies could be guaranteed if sharing arrangements were in place.

(v) the ability to function better through partner bodies all having similar IT systems;

This could only be a long-term aim.

(vi) identifying those categories of staff who, in any emergency situation, would be most needed to offer medical, counselling and basic humanitarian aid, i.e. social workers, care workers, teachers, etc.; and

As in (iii) above, links with other agencies including those with a public health remit are included in the Civil Emergency Plan for Waverley.

(vii) an acknowledgement that the Council's Emergency Management function did need an alternative location.

11. The Committee expressed satisfaction with the broad approach to dealing with the Council's responsibilities under the Civil Protection Act and the general thrust of the proposals being worked up by the officers in establishing a Business Continuity Plan for Waverley. Naturally, Members acknowledged that further work was necessary, particularly finding the right balance between the substantial costs involved and the statutory and other demands placed upon the Council to operate to the best of its ability in the event of a major civil emergency.

Conclusions

12. In order to comply fully with the statutory requirement to have in place an effective Continuity Plan substantial costs would be incurred, i.e. as identified in the report.

13. These costs, in targeting one of Waverley’s own premises as the alternative emergency control centre, have been contained so far as is considered possible.

14. The potential to co-operate and partner with neighbours is recognised and is part of Waverley's statutory responsibility. However, the requirement for guaranteed access to alternative premises is considered to be paramount and needs to be guaranteed.

15. The proposed investment in I.T. and telephony infrastructure at the Pumphouse would be used on a day-to-day basis by staff and trainees at the Pumphouse. This would bring benefit both to WTS in enhancing the I.T. capability but also to Waverley’s Business Continuity as it would mean that the I.T. was tested on a daily (workday) basis.

Recommendation

It is recommended that: -

1. the proposals from your officers for a Business Continuity Plan for Waverley Borough Council on the basis, primarily, as set out in Annexe 1 and added to in this report, be approved;

2. the draft Business Continuity Plan, as set out in (Exempt) Annexe 2 be approved as the first such Plan for Waverley Borough Council;

3. The necessary budget to implement the foregoing recommendations of: -

a. an addition to the 2005/06 Capital Programme in the sum of 25,000;

b. a supplementary estimate of up to 30,000 in 2005/06; and

c. the amount of 70,000 to be included within the draft 2006/07 Revenue Estimates;

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Background Papers (CEx)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.

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CONTACT OFFICER:

Name: Richard Wood Telephone: 01483 523387

E-mail: rwood@waverley.gov.uk

Comms/exec/2005-06/137