53. Business Continuity Plan July 2023

Policies Uploaded on July 19, 2023

Penkridge Parish Council
Business Continuity Plan
1. Scope
1.1 The Civil Contingencies Act 2004 places a duty on the local authority to ensure that it is prepared, as
far as reasonably practical, to continue to provide critical functions in the event of disruption.
1.2 Whilst this is not a statutory duty for a Parish Council, it is Penkridge Parish Council’s intention to
recognise the importance of producing and maintaining a Business Continuity Plan for
implementation in the event of disruption to the day to day running of the Council and Haling Dene
Centre. This plan identifies the instances of disruption, the immediate response, 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 the Council’s area of
1.3 The Plan provides the framework in order for the Council to mobilise its response and undertake work
to prevent or mitigate the severity of potential disruptions. This plan identifies the first reactions,
recovery objectives, structure for implementation, monitoring, follow-up procedures and
communication process to keep everyone informed of necessary changes to service delivery.
Distribution list
Parish Clerk
Assistant Parish Clerk
Chairman of Parish Council
Vice Chairman of Parish Council
2. Storage of Business Continuity Plan
2.1 A hard copy of the BCP can be found in the Reception Office and Clerk’s Procedure File.
2.2 The electronic version of this BCP is located on the Parish Council’s together with a copy held by the
Clerk on a USB.
3. Core Business of the Council
3.1 The council provides a local parish council service to its electorate which includes the provision of:-
a) Website and noticeboard information
b) Haling Dene Centre
c) Village Toilets and Burial Ground
d) Managing the finances of Penkridge Parish Council
e) Maintenance of Parks, Open Spaces, Bus Shelters and Benches
3.2 Other assets include:
a) Defibrillators and Bleed Kits at the Haling Dene Centre and adjacent to the Festival Gardens
3.3 Risks – which could invoke the Continuity Plan
a) National disasters
b) Weather related problems, ie flood, fire
c) Train Crash
d) Highly Contagious Disease (Epidemic/Pandemic)
3.4 Failures
a) Equipment
b) Services
3.5 Losses
a) Staff/Councillors through resignation
b) Staff/Councillors through death
c) Staff/Councillors through long-term injury/sickness
d) Staff/Councillors through death or serious injury whist working for the Council.
e) Equipment theft, breakage or major damage
f) Loss of Council record through theft, fire or corruption of files
3.6 The Clerk is the first point of contact for all emergencies and business continuity actions. The Clerk
will implement all business continuity actions where possible.
3.7 If the Clerk is not available and urgent action is required contact the Assistant Parish Clerk, Chairman
and/or Vice Chairman.
Council Contacts: 01785 714157
Clerk –
Assistant Clerk –
Haling Dene Centre Key Holders
Lesley Hough (Clerk)
Debbie Turton (Assistant Clerk)
Julie Draper (Caretaker)
Stephen Taylor (Handyman)
Good Guard
3.8 Emergency Contact Details
Name Address Contact Details
Street furniture
Clerk/Assistant Clerk 01785 714157
Roads, pavement,
street signs, fallen
trees, street lights
Staffordshire County Council 0300 111 8000
Waste disposal/fly
South Staffordshire Council 01902 696000
Boarding up or
emergency repairs
to Council buildings
Clerk/Assistant Clerk 01785 714157
Haling Dene
Centre Alarm
Stafford Security 01785 606060
48 Goal Road
Severn Trent
Severn Trent, PO Box,407
0800 783 4444
Western Power 0800 6783 105 or call 105
General enquiries 0800 096 3080
Gas emergencies Cadent 0800 111 999
Name Address Contact Details
Reports of crime or
Staffordshire Police 999
services – Fire,
Police, Ambulance
Company – queries
The Zurich Centre,
3000 Parkway,
PO15 7JZ.
Direct: 012436 832116
Company – Claims
Zurich 0800 028 0336
National Customer Contact
PO Box 544
S60 1BY
03708 506 506
4. Loss of Staff
a) Ensure a management structure is maintained.
b) For long-term staff absence, arrange a temporary handover of key tasks to other members of the
c) All non-essential meetings involving service staff should be cancelled.
d) Ensure partner services/ organisations / customer and senior managers are made aware the service
is short staffed and therefore delivery may be reduced.
e) Consider using temporary agency staff if required and suitable.
f) Consider re-allocating available staff to deliver critical functions, if appropriate/possible
g) Agree temporary staff structure and shifts if necessary and consider temporarily increasing working
h) If staff are unable to get to their normal place of work, consider flexible working methods such as
working elsewhere or different hours if appropriate.
5. Loss of Property
a) Initial co-ordination of the incident should be managed from the back up locations as appropriate.
b) Consider staff working elsewhere if appropriate.
c) Identify suitable alternative working premises, this could include the hire of temporary structures if the
loss is longer-term.
d) Liaise with the Chairman regarding staff working remotely.
6. Loss of Technology/Computers/Software
a) Assess the situation and identify the likely length of network outage or system downtime.
b) Identify a suitable manual work around.
c) Identify alternative means of communication to inform partner services / organisations / customers
and Councillors of the problem and identified solutions.
7. Loss of Utilities
a) Contact the utility company directly to report loss.
b) Consider alternative methods of gaining utilities.
c) Consider staff working from alternative locations where appropriate.
d) Inform staff and visitors coming into the building that you are without specific utility.
e) Consider the health and safety implications for staff and visitors.
8. Loss of Key Equipment
a) Identify whether the loss is temporary or permanent. If temporary, ascertain likely length of time.
b) Consider bringing in equipment from alternative suppliers. Consider how long this will take and
initiate early enough to meet recovery time objectives for critical functions.
c) Consider other methods of delivering functions/work.
9. Recovery
9.1 The recovery phase should address the following:
a) Returning to normality
b) Returning to normal building
c) Getting displaced staff back to the building
d) Organizing a debrief
e) Identifying lessons
f) Incorporating lessons identified into the Business Continuity Plan
g) Communication with partners, suppliers, customers and senior management
10. Review
10.1 This policy to be reviewed every four- year term or earlier if there are any material changes.
Threat or Risk Measure to mitigate/minimize the
Immediate action Continuity
Loss of Clerk
This could occur due to
sickness, including epidemics
and pandemics, long term
illness, incapacity, death or
Ensure Staffing team are aware of their
Ensure records of key tasks are up to date
including minutes and accounts
Access to log-ins and passwords are
Chair to be informed
Chair to inform the Council
Assistant Clerk to cover duties
Arrange an Extraordinary
meeting to agree future
Assistant Clerk and Admin
Periodically review procedure to
ensure minimal impact
Loss of staff
This could occur due to
sickness, including epidemics
and pandemics, long term
illness, incapacity, death or
Ensure Staffing team are aware of their
Ensure records of key tasks are up to date
including minutes and accounts.
Access to log-ins and passwords are
Clerk to inform Chair
Clerk to inform Council
Clerk to ensure all duties are
covered by other staff members.
Clerk to periodically review
procedure and ensure minimal
Death or serious injury to
member of staff whilst carrying
out Council duties
Knowledge of duties with regards to Health
and Safety
Clerk to inform Chair
Clerk to inform HSE if
Insurance Company if necessary
Clerk to ensure all roles are
covered by other staff members.
Clerk to periodically review
procedure and ensure minimal
Ensure staff are acquainted with
regards to health and safety
Loss of Councillors due to
multiple resignations or
implementing 6 month rule
(causing the Council to be
Maintain accurate attendance register Clerk to inform Council
Clerk to Inform SSC Returning
Returning Officer to decide on
temporary working strategy
Clerk to periodically review
procedure and ensure minimal
Loss of IT
This could occur due to power
failure, virus or infrastructure
Ensure regular back ups of all documents
and emails to cloud/One drive storage.
Install appropriate anti-virus software.
All staff to continue working with
electronic versions
Council to decide if
replacement is required
Clerk to inform Insurance if
Clerk to ensure all software
applications are updated
Review risk assessment and Asset
Register regularly
Loss of Council documents
Due to fire, flood or other
Scan important physical documents that
are not available electronically
Clerk to inform Council
Clerk to inform insurance
company if relevant
Parish Office staff to consider all
documents for scanning and
upload to OneDrive at regular
Loss of Property/Key
The building may become
unusable for a number of
reasons, including fire, flood,
contamination, power surge,
accident etc
Maintain adequate insurance cover
Ensure fire risk assessments are up to date
Clerk to inform Council
Clerk to inform insurance
Clerk to periodically review
alternative working arrangements
Loss of Utilities
This could occur due to severe
weather, fire/explosion, water
shortages, power cut,
infrastructure damage or solar
Be aware of emergency telephone
numbers to report any issues
Clerk to inform relevant utility
Clerk to inform Council
Inform staff and visitors using the
Consider health and safety
implications for staff and visitors
Clerk to periodically review and
ensure minimal impact