Agenda item

(i)    Report of the Director of Transformation and Partnerships.

(ii)   Presentation by the Civil Contingencies Officer, Transformation and Partnerships.

The Chairman introduced the Civil Contingencies Officer, Transformation and Partnerships Peter Bodo who was in attendance to speak to Members in respect of community and organisational resilience for emergency preparedness, response and recovery (for copy see file of minutes).

The Civil Contingencies Officer explained that the role of the Civil Contingencies Unit (CCU) was to: plan for emergencies; promote business continuity; train and exercise; provide incident response; and help improve community resilience.  It was noted that all Local Authorities had the responsibility in terms of “emergency planning”, there were close working relationships with our blue light services and that community resilience would fit into all of the other areas.

Members noted the definition of community resilience as set out by Government was:

“Communities and individuals using local resources and expertise to help themselves to prepare for and respond to an emergency”.

It was explained that there were many risks, though a common risk was that of flooding.  It was noted that flooding was roughly in the same places and therefore the CCU worked with those communities to help them prepare as best they could.  It was added that other risks included: severe winter weather, the last being experienced in 2010; pandemic flu; land slip; power cuts, though usually as a consequence of severe weather; animal disease, with this being a big risk for our remote communities the foot and mouth crisis 15 years ago being an example; and environmental contamination, with CCU working with chemical manufacturers in this regard.

Members understood that County Durham was diverse geographically and that local communities could help in terms of directing emergency services to specific locations and help advise and warn neighbours to prepare.  It was added that local communities could help to monitor and support their most vulnerable residents and assist people and businesses that were in difficulty.  It was noted that local knowledge was always useful and that local people were able to help protect vulnerable properties and assist in getting a community back to normality following an incident.

The Civil Contingencies Officer explained that a Community Group could help by producing a Community Plan to set out in advance who does what, when and from where.  Members noted that this did not have to be a long or comprehensive document, with such varying from 2 A4 pages of contact details to a 20 page document setting out details of what to do in various situations.   It was added that Community Groups could also promote and act on flood alerts, liaise with emergency services and the Council, and train and exercise to help develop preparedness.  Members noted that Community Groups could have small stocks in place, for example of aqua sacs or sandbags, and store them securely closer to the areas where they need to be deployed. 

Councillors noted that Community Groups could also provide rest centres, set up in locations such as village halls, and help vulnerable residents to prepare.  It was added that Community Groups could also support local businesses in preparing for an emergency, and also help to evacuate people and move belongings.

The Committee noted an example in Lanchester, where a Community Group had been set up in response to the risk of Smallhope Burn flooding.  It was explained that there was a self-supporting network of local residents that had built up a trusting working relationship with emergency responders, and an emergency response plan was in place.  It was highlighted that the trusted working relationship was vitally important and was a 2-way process in terms of feedback and communication to be best able to take on board local knowledge.

The Civil Contingencies Officer explained that organisational resilience was “business continuity plus” and again templates were available via DCC to help develop business continuity plans and an online questionnaire was available to give a “business health resilience check” which set out a “red, amber, green” (RAG) report including useful signposts and areas for improvement.

In asking what the Council had done to prepare, it was highlighted that CCU Officers had trained with the Small Firms Enterprise Development Initiative and had a recognised award in terms of promoting business resilience.  Members noted that the CCU had visited 15 caravan sites across the County, targeted on those located within flood areas, and had provided advice on emergency preparedness and business resilience.  Councillor noted that the CCU had also been working with the Duke of Cornwall Community Safety Award; a well-recognised award aimed at uniformed youth groups, in terms of giving young people the opportunity to learn what to do in an emergency situation and how to make a difference in their community.  Members noted “Exercise Levantine”, a skills training exercise based upon a flooding scenario involving Durham Constabulary, County Durham and Darlington Fire and Rescue Service (CDDFRS), North East Ambulance; British Red Cross; the CCU and the Radio Amateurs’ Emergency Network (RAYNET).  The Committee noted that there were a number of school and community events, with 17 schools engaged in 2015/16 and 22 in 2016/17.  It was added that 5 community events had taken place in terms of flooding as well as the visits to caravan sites and Operation Levantine as previously mentioned.  Councillors were reminded of the work with Junior Education and Diversion (Junior ED) visiting schools to teach mainly Year 6 pupils as regards flooding, cyber security, severe weather and flu, amongst other subjects. 

Members were informed of other initiatives, such as Rainworks, rain activated messages that remain invisible when dry, highlighting potential evacuation routes.  Councillors were reminded that there was help available for community groups and businesses including Plan templates and guides, as well as support offered by the CCU.  It was reiterated that there were potential resources deployed in advance of incidents and training and exercises carried out to help prepare community groups.  The Civil Contingencies Officer concluded by noting the achievements to date, including: greater community awareness; greater knowledge on local risks; localised resources deployed; quicker localised response; quicker recovery; increased business resilience; and increased community resilience.

The Chairman thanked the Civil Contingencies Officer for his presentation and asked Members for their questions, noting that it would be beneficial to have the report and presentation at Area Action Partnerships (AAPs) and Town and Parish Councils for their information.   

Councillor S Forster asked who in our communities has these Community Plans and how would people get to know about them.  The Civil Contingencies Officer noted that usually they would be well promoted within a community by the appropriate groups and if a community wants to have plan then they could contact the CCU.  The Chairman noted the CCU details would be circulated.

Councillor F Tinsley noted that there was not much mentioned in relation to terrorist incidents or a major accident, such as a train crash.  The Civil Contingencies Officer noted they were not omitted, rather while there was a risk it was not a very high likelihood and therefore the focus was on more local issues and the more frequently occurring risks.  It was noted however that Community Plans would help in any emergency situation, with general information and contacts being useful. 

It was noted as regards concern raised by local residents in terms of where chemical plants were located, and should there be an incident, the CCU had worked with residents in terms of Community Resilience Plans.

Councillor N Martin noted that in terms of business resilience, the people were the important part, and that ensuring that staff can get to businesses in severe winter weather was an issue especially where a business was not located on a major route treated by the Council.  Councillor N Martin added that in terms of estate roads being unusable due to snow and ice being an issue for people being able to get out to work, shops, access services he and another Councillor had bought snow shovels to use.  Councillor N Martin asked if there was any support that the CCU could offer in this, and how could such equipment be paid for.  The Civil Contingencies Officer noted that the CCU did not have a large budget, however if a Community Resilience Plan was in place and a key risk was identified it may be possible to supply some equipment, looking at each issue on a case-by-case basis.  Councillor N Martin asked how a “community” was defined with urban areas being very different to rural communities.  The Civil Contingencies Officer added that the CCU would not only supply equipment, they would be able to help see where to deploy existing resources and look at how to act in an emergency situation.

Councillor J Maitland asked as regards environmental contamination, for example derelict coal seams.  The Civil Contingencies Officer noted this was an issue to be monitored by the Coal Authority, however the risk was noted.

Councillor T Nearney added that if communities did not know of the CCU and what could be put in place they would not ask and therefore was there anything Councillors could do in terms of helping to promote or assess an area, looking at the needs of our communities.

The Civil Contingencies Officer noted that the CCU had attended all the AAPs in the past to offer support to communities should they perceive a risk and had also attended Town and Parish Councils in addition.  The Strategic Manager, PPP, Andrea Petty noted that there were links to access the CCU information on the Council’s website.

Councillor M Hodgson noted that there was a need to manage expectations, especially in the current climate of savings and diminishing resources.  The Civil Contingencies Officer noted that it was about working within existing budgets and helping to assess risk.  Councillor M Hodgson noted that it could be an area Members could assist with their Neighbourhood Budget, where appropriate.

Councillor J Charlton asked what risks and liabilities there were in working with such local community groups, noting a more litigious society in recent years.  The Civil Contingencies Officer understood the concerns and would never advocate anyone put themselves in danger or at risk, adding that the CCU could support local groups in understanding how they could help communities.

Mr J Welch noted that farmers were a vital part of our rural communities and were involved in supporting them in times of emergency.  It was noted that indeed there was situations where their local knowledge and being embedded within communities was advantageous, for example in helping to plough snow from more rural areas, working with colleagues from the Highways Section.

Resolved:   

That the report and presentation be noted.