August 3 2020 - Contingency Plan for business interuption #2
FENTON AND TORKSEY LOCK PARISH COUNCIL
BUSINESS INTERRUPTION CONTINGENCY PLAN – ADOPTED 19/03/2020
REVISED 03/08/2020
CONTINGENCY PLAN – MEASURES FOR CONSIDERATION:
1. SAFETY STATEMENT - MEETINGS
It is proposed that the Parish Council recognises and agrees that no business, meeting, service provision or service delivery of the Authority is of any importance above that of public and personal safety. As such all scheduled public meetings will be cancelled for an initial 4 month period and revised on 03/08/20 for a further 5 month period from 03/08/20 (or as circumstances dictate).
2. ANNUAL COUNCIL MEETING / ANNUAL PARISH MEETING
It is proposed that as the cancellation of meetings has a direct impact on the Annual Meeting of the Parish Council (scheduled date 21 May 2020), the roles Chair, Vice-Chair and the existing committee structures (including the chairmanship of such) will remain the same until a suitable and safe public meeting is called and held.
It is proposed that as the cancellation of meetings has a direct impact on the Annual Parish Meeting (scheduled date 19 March 2020), Where any cancellation of meetings has a direct impact on the holding of the Annual Parish Meeting, the Parish Council will hold such meeting at a future date.
It is noted that whilst the above decisions are contrary to existing legislation (as of 16th March 2020) the Parish Council has made these decisions in order to place public safety at the forefront.
3. ATTENDANCE OF EVENTS BY ELECTED MEMBERS / STAFF
It is proposed that the attendance by elected Members and members of staff of the Parish Council at appointed outside bodies, training courses or on relevant PC business be subject to a) cancellation by the lead body, organisation or group; b) self-preservation or c) legislation.
It is noted that where possible and when non-attendance through personal or corporate choice is decided, apologies should be submitted by individual(s).
4. SUSPENSION OF STANDING ORDERS / FINANCIAL REGULATIONS
It is proposed that the PC gives delegated authority to the Parish Clerk (in consultation with the Chairman/Vice Chairman) to: suspend any relevant Standing Order or Financial Regulation as necessary to ensure the smooth running and operation (wherever possible) of the Parish Council for a period of no longer than 4 months, revised to cover an additional 5 months (or as circumstances dictate), with the Clerk to compile and maintain a list of such suspensions and reasons which will be to be presented to a future meeting of the Parish Council for scrutiny.
5. ADDITIONAL DELEGATED AUTHORITY – STAFF MEMBERS
It is proposed that the Parish Council gives additional delegated authority for a period of no longer than 4 months, revised to cover an additional 5 months (notwithstanding relative Government legislation or medical/relevant body advice or best/safe practice)) to the Clerk, in consultation with the Chairman / Vice Chairman of the respective substantive committees (i.e. Admin, Planning, Personnel) to:
i) undertake day to day duties (wherever possible and within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;
ii) undertake any additional duties necessary (wherever possible within legal constraints and with the best intentions of public safety and to promote infection control) in order to minimise disruption to service provision and ensure business continuity;
iii) undertake decisive actions (within legal constraints and with the best intentions of public safety and to promote infection control) in respect of cancelling any meetings of the Parish Council, its committees or working groups.
6. ORDERS FOR PAYMENT
It is proposed that the Parish Clerk along with those elected Members with delegated responsibility for the authorising and signing of payments put measures in place with robust transparency processes to ensure effective business continuation and to minimise impact on local service delivery and local business with ratification by the Parish Council to be made at the earliest and safest opportunity.
7. PLANNING MATTERS
It is proposed that the Parish Council authorises the Chair to deal with planning applications via email and gives delegated power to the Parish Clerk to collate responses and submit to WLDC (on a majority basis).
8. CONTRACT AWARD
It is proposed that the awarding of any maintenance contracts be placed, using best value principles (noting best value does not mean the cheapest) with the decision to be ratified by the Parish Council at a future date.
9. POLICY UPDATES
It is proposed that delegation is afforded to the Parish Clerk to update policy documentation where revision dates are the only necessary updates and such updates to be ratified by the Parish Council at a future meeting. Where any legislative changes are necessary, the Parish Clerk will update relevant documentation and implement any necessary changes. (The Parish Councils Policies are approved up to February 2021).
10. GENERAL INFORMATION UPDATES
It is proposed to keep elected Members (via email / telephone calls / skype) and members of the public (via the Parish Council website, Facebook page and notice boards (where / when relevant and practicable)) updated on advice from (and as relevant):
* the World Health Organisation
* Central Government & the NHS
* Lincolnshire Resilience Forum (LRF) / Emergency Planning Team
* the National Association of Local Councils (NALC)
* the Lincolnshire Association of Local Councils (LALC)
* the National Association of British Market Authorities (NABMA)
* the Institute of Crematorium and Cemeteries Management (ICCM)
* the National Allotments Association
any other recognised public or national body
Fenton and Torksey Lock Parish Council