Agenda item

The Committee will receive an annual update presentation and report.

Prior to presenting the report, the Environmental Health Manager (Environment) gave a Powerpoint presentation.

The Environmental Health Manager explained that the Council had a responsibility as a Category 1 responder under the Civil Contingencies Act 2004 to develop and maintain plans to ensure, as far as was reasonably practicable, key services could continue to be performed in the event of a disruption or emergency.

Members were informed that the report provided an update to the Audit and Risk Committee on the current position of the Council’s Business Continuity arrangements, outlined progress made since the last update in July 2014 and outlined work that was to be undertaken over the coming months.

It was noted that the responsible officer for Business Continuity in the authority was the Executive Director – Environment and Planning.  The Environmental Manager advised that the Executive Director was assisted by a small group of officers from across the authority – the Business Continuity Corporate Officer Group (BC COG).

The Committee was informed that the Council currently had a policy position agreed in September 2013.

Members’ attention was drawn to the following areas of the report:

·         Background.

·         Progress since last report in July 2014.

·         Current position.

·         Forward Workplan.

In conclusion, the Committee was informed that the Council’s business continuity arrangements were aligned with the BCM model outlined in British Standard BS25999 as recommended by the Cabinet Office. The Environmental Health Manager explained that Business Continuity was not a static process; it was therefore important that, as the nature of the organisation changed, the Council’s Business Continuity arrangements reflected the changes.  The Business Continuity Corporate Officer Group (BC COG) ensured that the authority used the Plan – Check – Do – Review methodology.

The Environmental Health Manager advised Members that Management Team had determined that the BC COG would continue in its current form, in order to continue to embed business continuity within the organisation.

Councillor Devereux asked what the day to day impact would be on the Borough Council if the facility to carry out its online banking activities was not available.  In response, the Environmental Health Manager explained that there were business continuity arrangements in place for the provision of ICT, but advised that the banking sector in general would be required to make their own business continuity arrangements for the delivery of services.

The Assistant Director explained that when the Council had undertaken the bank tendering exercise, the criteria had stated that the relevant banking organisation was required to have its own business continuity arrangements in place.  If, however, the ICT systems went down there were a number of other ways the Borough Council could make payments and gave examples of officers within the Council who had corporate credit cards.  There were also off site arrangements which would allow payment by cheque or petty cash.

In response to questions regarding the Council’s payroll arrangements being outsourced and the business continuity arrangements, the Personnel Services Manager advised that the organisation undertaking the payroll function for the Borough Council were required to have their own business continuity arrangements and this had been included in the contract.

Following questions from Councillor Devereux regarding the public paying in money and not being compliant with the required timescale, the Assistant Director explained that if the IT systems were down and payments could not be made within 30 days then the Council would assess the circumstances and make the necessary adjustments.

In response to questions from Councillor Kunes regarding the loss of fuel arrangements, the Environmental Health Manager explained that there was a diesel storage tank situated at the Council’s Depot.  If a crisis occurred then the Council would make available diesel to identified staff to allow them to carry out their duties and gave an example of an officer carrying out a home visit.

Councillor Blunt asked if there were departmental plans in place and if they were tested.  In response, the Environmental Health Manager explained that the plans varied throughout the Council.  Previously, the ICT Business Continuity Plan had been tested and a discussion would be held in October at the Corproate Officer Group to determine which areas would be subject to testing.

Following further questions from Councillor Blunt regarding back-up arrangements, the Environmental Health Manager outlined the off site arrangements if, for example. King’s Court was not accessible.

The Chairman, Councillor Humphrey asked if the Borough Council provided assistance to small companies regarding business continuity.  In response, the Environmental Health Manager explained that the Emergency Planning Service area signposted businesses to information to assist with business continuity.

The Chairman, Councillor Humphrey thanked the Environmental Health Manager for the annual update.

RESOLVED:  The Committee noted the progress made, endorsed the approach being taken to the Council’s Business Continuity arrangements and confirmed that the annual updates on the subject were required.