Agenda item

The Director of Legal and Governance Services submitted a report, the purpose of which was to outline the Council’s approach to business continuity management and summarise activity in the past year and planned activity for 2025.  This was to provide the Committee with assurance that the Council had robust arrangements in place, as required by the Civil Contingencies Act 2004.

The Head of Policy, Governance and Information outlined the content of the report.  A Business Continuity Policy was now in place for Executive, in addition to the Audit Committee.

A discussion ensued in relation to plans concerning natural disasters, with specific reference made to flooding.  A Member commented on changing floodplains and the potential impact that this could have on the town.  Members heard that where staff were presently located, there were no potential issues.  There were emergency plans for the town in place, but no specific plans for Council buildings as it was a different discipline.  The Member indicated that this would be raised at a future meeting of the Corporate Health and Safety Committee; a separate discussion with the Risk and Health and Safety Manager was also suggested.  Details of the points raised at this meeting would be provided to the Risk and Health and Safety Manager, for information.  In response to a query from a different Member, it was confirmed that no Council records were stored in basement areas below sea level.

A Member queried if there was a Lead Officer dealing with the arrangements that were in place.  The Head of Policy, Governance and Information advised that this sat within their remit.

A Member referred to the term ‘massive financial losses’ and queried what would constitute this.  In response, it was explained that the Risk Register definition would be applied, which referred to losses of over £3m.

A Member referred to the fuel plan and queried the type of fuel being referenced.  In response, it was explained that in the event of petrol and/or diesel ever being restricted, a plan was in place to help deliver critical functions.  It did not refer to gas and electricity.

In response to a query from a Member regarding agreement of the 2024 Business Continuity Plan, it was explained that this had been agreed by the Mayor in December 2024 at an Individual Executive Member Decision-making meeting.  The decision sat within the Mayor’s portfolio; the report was available in the public domain.

A Member referred to the Local Government Association (LGA) incident response exercise and queried the outcome.  In response, it was explained that the result had been positive.  Feedback had been shared with the Leadership Management Team (LMT) but would not be released publicly for operational reasons.

A Member referred to ICT Services and queried the position of the Windows 10/11 update that was currently taking place.  A Member provided an account of his experience; an update of the current position would be sought from ICT Services.

A Member referred to service attacks and the recent attempts of outsiders to interrogate the Council’s ICT system.  In response, it was explained that lessons had been learnt and work continued to progress in relation to this disruption.

In response to a query regarding the use of an off-site location, it was explained that a secure network had been established off-site to ensure business continuity in unforeseen circumstances.  For example: access to paper-based documents in the event of ICT failure.

Members were of the view that they had been provided with sufficient information to be assured that the arrangements in place to manage business continuity within the Council were sufficient to ensure compliance with legal requirements, and the Local Code of Corporate Governance.

The Chair thanked the officers for the report and their contributions to the meeting.

AGREED that:

1.     The Committee had been provided with sufficient information to be assured that the arrangements in place to manage business continuity within the Council were sufficient to ensure compliance with legal requirements, and the Local Code of Corporate Governance.

2.     In relation to the discussion held around flooding, the Democratic Services Officer would relay the comments raised to the Risk and Health and Safety Manager, for information.

3.     Further information regarding the Council’s current Windows 10/11 update would be sought and provided to Members.

4.     The information, as presented, was noted.