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Continuity Plan

4 March 2026 Bretby Clerk

BRETBY PARISH COUNCIL  

 BUSINESS CONTINUITY PLAN  

Introduction  

The Civil Contingencies Act 2004 places a duty on a local authority to ensure that it is prepared as far as reasonably practical to continue to provide important functions and services in the event of a disruption.    

Whilst this is not a statutory duty for a parish council it is Bretby Parish Council’s (“BPC”) intention to recognise the importance of producing and maintaining a Business Continuity Plan for implementation in the event of disruptions to the day to day running of BPC.  

The plan identifies the instances of disruption, the immediate responses, 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 LPCs area of responsibility.  

Core Business of Bretby Parish Council  

The parish council provides local services to its electorate which includes the provision of:  

Noticeboards, litter bins and dog waste bins  

Website and maintaining a presence on relevant social media sites  

Managing the finances of BPC and using the precept for the benefit of the parish  

Acting as a consultee on Planning applications to represent the interests of the parish  

Liaising with the District Council and the County Council, or other relevant parties on issues that affect the parish  

Potential causes of disruption include:  

  1. Disasters and weather related problems, including:  
  • fire  
  • storms  
  • flood  
  • snow  
  • actions by other parties  
  • terrorism  
  1. Vandalism or damage to BPC property  
  1. Failures  
  • equipment due to failure, breakage or theft  
  • utilities and infrastructure providers  
  • public services  
  1. Losses of  
  • staff and councillors through death, illness, injury or resignation whilst on or off BPC duties, which in the case of councillors may leave the parish council inquorate.  
  • equipment through theft breakage or major damage  
  • BC records through theft, fire or corruption of files  

RISK MANAGEMENT PLAN  

EVENT  IMPACT MINIMISATION  IMMEDIATE ACTION  CONTINUITY  
Loss of Clerk due to death, illness, incapacity or resignation/dismissal  Ensure key tasks are up to date, including Minutes.  Access to log ins and passwords are available.  Cllrs to contact DALC to arrange a locum clerk   Inform Chairman and Vice-Chairman.  Chairman/Vice Chairman to inform Council.  Chairman to inform  Health & Safety  Executive if necessary. Notice on website, if appropriate  Inform local paper, if appropriate Notice on parish noticeboards, if appropriate   Recruit temporary replacement/locum. Recruit permanent Clerk.    Longer term:  Review procedures to ensure minimal impact from loss.  
Loss of RFO due to death, illness, incapacity or resignation/dismissal  Ensure key tasks are up to date, including Accounts.  Access to log ins and passwords are available.  Clerk is also the RFO, process as per the loss of the Clerk.  Ensure compliance with Financial Regulations.  Inform, Chairman and ViceChairman.   Chairman/ViceChairman to inform Council.   Health & Safety Executive informed  if necessary.   Notice on website, if appropriate  Inform local paper, if appropriate Notice on parish noticeboards, if appropriate  Recruit temporary replacement/locum. Recruit permanent RFO.    Longer term:  Review procedures to ensure minimal impact from loss.  
Loss of Councillors due to multiple resignations (causing the Council to be inquorate)  Co-option of Councillors or to ask SDDC to temporarily place district cllrs to the Parish Council to allow business to be undertaken.  Clerk to inform remaining Councillors.  Clerk to inform SDDC Electoral Service.  Clerk to inform DALC for assistance and guidance. SDDC to decide on temporary working strategy for Council business.  By-election or cooption procedure to be instigated.    Longer term: Parish Council to review procedure for recruitment of Councillors.    
Loss of Council documents due to fire, flood or other causes  Scan important documents and keep an electronic copy. Regular back up of electronic documents on a hard drive to be held by Clerk at home. Important paper documents (e.g. deeds, leases etc) held in a fire proof safe. Paper copies of important paper documents held by appropriate persons, e.g. solicitors.  Clerk to use Google Drive and to provide Chairman with log on details Clerk to inform Chairman/ViceChairman.  Retrieve last back-up.  Clerk to inform Insurance company if necessary.  Report incident to Full Council.  Review procedures to ensure improvements and security.  
Loss of Council equipment or electronic data due to  theft, fault or  breakdown  Back up of computers. Regular risk assessments, including security reviews.  Continued use of Google Drive Clerk to inform Chairman/ViceChairman.  Report theft to police and Insurance company.  Decide on immediate replacement.  Report incident to Full Council.  Replace in accordance  with current regulations.    Longer term:  Review procedures to ensure improvements.  
Damage or unavailability to BPC meeting place  External meeting venue, if notice if sufficient, to source alternative venue and to inform Cllrs and public of alternative venue.  Awareness of alternative meeting places.  Clerk to inform  Chairman/Vice- Chairman.  Council to be informed.  Clerk to inform public (notices/website/social media).  Review procedures to ensure improvements.    Review risk assessments.  
Local disaster  Maintain up to date risk assessments of all parish council property/liabilities.  Maintain up to date contact detail list of   Parish Councillors including next of kin.  Maintain up to date list of emergency contacts. Awareness of District and County Council Disaster Planning and key contacts.  All members of   Council, Clerk, to be informed. Contact relevant emergency services if appropriate.  Call Extra-ordinary Meeting of Council to discuss position and any necessary action.  Review procedures to ensure improvements.    Review risk assessments.  

The Clerk is the first point of contact for all emergencies and business continuity actions, or in their absence the Chairman or in the absence of the Chairman the Vice-Chairman or a member of the Parish Council nominated by the Chairman or Vice-Chairman shall implement the actions,  

Review of plan  

The Business Continuity Plan will be reviewed on an annual basis by Full Council and a copy given to all parish councillors.