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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 08/11/2005
Civil Contingencies Act 1004 - Adoption of a Continuity Plan for Waverley Borough Council - Follow-Up Report



Summary & Purpose
This report advises of the actions taken and conclusions drawn following the consideration of a report on this matter at the meeting of the Executive on 11th October 2005.

APPENDIX R
Waverley Borough Council

EXECUTIVE – 8TH NOVEMBER 2005

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Title:
CIVIL CONTINGENCIES ACT 2004
ADOPTION OF A CONTINUITY PLAN FOR WAVERLEY BOROUGH COUNCIL
FOLLOW-UP REPORT

[Wards Affected: N/A]
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Summary and purpose:

This report advises of the actions taken and conclusions drawn following the consideration of a report on this matter at the meeting of the Executive on 11th October 2005.

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Environmental implications:

The implications are indirect insofar as an emergency may arise that has the effect of polluting the environment. An effective Continuity Plan that enables the Council to respond quickly and effectively to such an emergency may have the effect of reducing the extent of the pollution, potentially in a wider context than just the Waverley community.

Social / community implications:

An effective Continuity Plan will serve to reassure the community of the Council’s ability to continue to provide key services at the point of a major civil emergency and to recover from the consequences of such an emergency efficiently and effectively and in a timely way.

The Continuity Plan will address the different needs of different members of the community who are affected by a major emergency to ensure that the needs of all members of the community are met.

Areas in which Waverley can act in partnership with the emergency services, Surrey County Council Emergency Planning Unit, the Environment Agency, voluntary sector agencies and, where possible and practicable, other districts in Surrey, are central to the Continuity Plan.

E-Government implications:

The e-Government implications are related to the extent to which information communications technology is used within the framework of the Continuity Plan.

Resource and legal implications:

The resource implications are as set out in the report to the Executive meeting of 11th October 2005. Since that meeting, the Council has, at the meeting on 25th October 2005, approved the proposed variations to the 2005/06 budget and the additions to the 2006/07 budget for the purpose of a Continuity Plan for Waverley.

Under the Civil Contingencies Act 2004, Waverley has a statutory duty to have in place (from 14th November 2005) a Continuity Plan.

Action Taken Since the Last Meeting

1. Since the last meeting of the Executive on 11th October 2005, meetings have been held with relevant portfolio holders to consider those issues on which the Executive needed further explanation.

2. The key issues considered were:-

3. It was accepted that the proposed location presented the best option on the grounds that: -

It is a Waverley-owned building It is in a location that is of sufficient distance from Godalming It is set out as an office building It is located above the Environment Agency's indicative flood line (when the Farnham Locality Office is not) The hardware required would be of benefit to its current staff and users of the building, and their use of the equipment would ensure that it was regularly tested.

Working in Partnership with other organisations

4. It was accepted that the expenditure identified in the report to 11th October 2005 meeting could not be reduced if Waverley sought to partner with another organisation in setting up an alternative Emergency Control Centre. Aside of the challenges if partners required to use the facility at the same time, without standard I.T. and telephony systems, the proposed investment in the back-up systems would be of the same order.

5. Officers indicated that options to reduce expenditure on maintaining the Continuity Plan by joint working and harmonising systems would continue to be explored.

I.T. Requirements

6. It was accepted that the proposed increase in the revenue budget for I.T. requirements was a necessary expenditure under the Council’s Continuity Plan. In summary, this expenditure provides a guaranteed back-up to the servers used in the I.T. Section. This replicates the long-standing and continuing arrangement that provides a guaranteed back-up to the AS400 in the event of a failure.

Conclusion

7. The conclusion from these meetings is that the proposals contained in the report to the Executive meeting on 11th October 2005 are reasonable and acceptable.

Recommendation

It is recommended that the Business Continuity Plan for Waverley Borough Council, as proposed in the report to the Executive on 11th October 2005, be now approved as clarified.

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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/2005-06/174