Maiden Bradley with Yarnfield

Business Continuity Plan

Date: 28.01.2016 Version One Draft

Date: February 2023

1
 Introduction

Distribution List

Copy Number Name Location

001 Sarah Jeffries 9 Beech Grove Warminster
BA12 0AB
002 Simon Wager Orchard Dene The Old
Estate Yard Church Street
Maiden Bradley BA12 &HW
003
004

005

If you have any suggested changes to this plan, please notify Sarah Jeffries Parish Clerk

References and related documents

Document Title
Insurance Policy
General Risk Assessment
Procedural document to cover key financial procedures provided by the clerk

Aim of this plan

To prepare this business to cope with the effects of an emergency.

Objectives

 To define and prioritise the critical functions of the business

 To analyse the emergency risks to the business
 To detail the agreed response to an emergency
 To identify Key contacts during an emergency

Common Challenges and Problems

 Assumptions – about who will do what and when etc.
 Unclear roles & responsibilities
 Poor communication – internally & externally
 Media Management – social networks, 24 hour news etc.
 Neglecting human impact
How a plan helps
2
  A pre – planned recovery
 Structured approach – clear roles and responsibilities
 Back to business as usual as soon as possible
 Easy access to vital information and resources
 Pre-determined action for Councillors to follow although it will never be an
idiots guide
 Enhances the decision-making process who, what, when, how etc.

Business Impact Analysis

Critical Function Provide the first tier of local Government to the
community of Maiden Bradley with Yarnfield

Affect on Service:

Time Affect on Service

First 24 hours
24-48 hours
Up to one week
Up to four
weeks

Resource Requirements for Recovery

Time Staff Relocation Resources Data

required Required
First 24 hours Clerk Warminster Laptop/printer Back up
/Responsible Town Council
Finance Officer Offices/ Maiden
Bradley Village
Hall
24-48 hours Councillor
Up to one week Councillor
Up to four weeks Locum
Clerk/SLCC
Critical Function Priority List

3
 Priority Critical Function
1 IT recovery plan
2 Site security/Health & Safety
3 Staffing
4 Longer term accommodation
5 Managing impact on calendar of events
6 Contractual arrangements
7 Ongoing communication Councillors/parishioners
8 Planning for a return to business as usual
9
10

This list; can be used during an emergency to assist your decision making when compiling an Action
Plan as to which function to reinstate first.

Hazard Analysis Table

4
Risk Matrix Score

A = High Likelihood and High Impact

B = Low Likelihood and High Impact

C = High Likelihood and Low Impact

D = Low Likelihood and Low Impact

Hazard Impact Mitigation in Mitigation Risk Score Matrix

place possible
Loss of clerk’s High Use of Yes, Permission B
office Warminster sought to use
Town Council office from town
offices/Maiden clerk and Village
Bradley Village Hall Committee if
Hall required

Loss of IT High With Cloudy IT Yes a daily back B

up is actioned by
cloudy it
Insurance cover
in place
Cost of
replacement
laptop can be
used from the
Risk & reserves
budget

Loss of clerk High SLCC contacted Yes B

to provide locum Risk assessment
clerk until gives contact
situation can be details and gives
resolved Phone clerks permission
0845 4506 156 for access onto
her property to
recover the back-
up disc and
parish property.
Chairman given
an envelope with
passwords for
laptop.

5
Loss of low Minutes sent to Yes B
documentation Wiltshire & Minutes, can be
in fire/flood etc. Swindon Library retrieved and
Electronic centre yearly copied to obtain
Loss of copies emailed to accounts figures
documentation Councillors of and decisions of
in fire/flood etc. policies etc. the council, the
Hard copy Clerk lists
invoices and
receipts in
minutes and the
monthly balance
Pandemic High Delegated power Yes, system in C
to the Clerk, day place through
to day Payments regulations.
actioned under Clerk to use
financial scanner to copy
regulations/ invoices for
Clerk liaise with payment and
Chairman and email the scan to
Vice Chairman the Chairman
Planning and Vice
Delegation in Chairman to
place authorise
payments with
an Audit trail

6
 Emergency Response Checklist
For use in an emergency

 Start a log of actions taken

 Liaise with emergency services
 Identify any damage
 Identify functions disrupted
 Convene your response/recovery team
 Provide information to Councillors
 Decide on course of action
 Provide public information to maintain reputation and business
contact. Parish News, noticeboards, Facebook and in village
shop.
 Arrange a debrief
 Review business continuity plan
Key Contact sheet

Contact Number Mobile Useful

number information
Simon Wager 01985844848 0772162828
Susanna Brigden 01985844806
Sebastian Seymour 01803866633

Parish News Pat 01985845397

Kennedy Editor
Memorial Hall 01985 845303

Log keeper

7
Time Message Information/decisions/actions Initials
from/to