Agenda item

This report has been submitted to the Audit & Governance Committee to highlight the main learning points from a business continuity perspective, for Surrey County Council and partnership response to the COVID-19 Pandemic.

Speakers:

Ian Good, Head of Emergency Management

Key points raised during the discussion:

1. The Head of Emergency Management introduced the submitted report and highlighted several points including:-

a)    The identification of critical services and what the Director of Public health needed to maintain services.

b)    The opening of Headley Court.

c)    How schools were adversely affected, and the support given for that.

d)    Delegated authority given to officers and the various communication/management groups set up.

e)    Having an agile workforce not just in terms of location but also changing roles.

f)     Set up of recovery plan for the ‘new normal’.

g)    Data analytics.

h)    One of the learning lessons was that there was not a mechanism in place to review decisions at the time.

i)      Next steps to maintain capacity, vaccinations, continue to review learning points and preparing for the Covid 19 Enquiry to take place.

1. A Member asked the following:

a)    Had any lessons been learned regarding the coordination and liaison with the various agencies needed in situation like this for now or for the future?

b)    Had there been any progress in establishing improved mortuary accommodation for the future?

c)    Some staff had found the remote working quite difficult and asked about plans for improving facilities for staff.

2. The Head of Emergency Management responded:

a)    There were standing arrangements in place similar to other resilience forum areas that work to national principles. Learning included the need for ongoing leadership and building in resilience for the future.

b)    Emergency mortuary provision was at Headley Court and business plans were in place to provide a more permanent facility.

c)    It was felt that the remote working had impacted more on new members of staff and forming team relationships. IT and other facilities were much more robust than in the past to facilitate home working. Staff well-being was a key focus going forward.

3. A Member asked a question relating to the recommendations in appendix 2 to the report and where they had come from as well as the timeline for achieving them.
4. The Head of Emergency Management responded that there was an interim debrief document that could be shared with the Committee.  He also confirmed that there were timelines in place, and many would have already been implemented.  The remaining actions were being managed by the corporate resilience group at the moment. A RAG (Red, Amber, Green) chart could also be provided to the Committee.  The Chairman stated that as this report was an interim report as the pandemic was not yet over, a further update report would be expected by the Committee and this extra information could be contained in the next update report.
5. A Member enquired about the working of the Business Continuity Plan. The Head of Emergency Management explained two key documents as being the policy and the plan.  They had been signed off by the corporate leadership team and were ready for audit.
6. The Chairman requested that a future update to the Committee include information on the impact on services from the resident’s point of view.  Had right services been prioritised and were those services managed to be provided in accordance with the plan. 
7. A Member asked how much resilience there was given that it was not expected to have been in an emergency situation for two years and what resilience would there have been if there had been another emergency, for example flooding.  The Head of Emergency Management explained that this was considered by both the Council and with partnerships and risks were looked at.  He explained that there was much support from Government as well as military aid available.  It would have been a challenge if there had been major flooding as well.
8. There was a Member question around the sign off process for the Council’s input to the Government enquiry.  The Head of Emergency Management responded that collection of information was presently being conducted and that the enquiry was likely to focus on national decision making and how that was implemented locally.  There were no fixed terms of reference at present.  Sign-off of actions was being undertaken by the public enquiry group under the leadership of the Executive Director for Environment, Transport and Infrastructure.

Actions/ further information to be provided:

That the Workplan be updated to include a further report in November 2022.

Resolved:

1.        That the report be noted.

2.        That the ongoing reporting requirements to the Committee for the ongoing response be agreed.

3.        That a further update report be presented to the Committee in November 2022 including:

· a debrief from the Corporate Resilience Group and the RAG chart of actions, and

· information on the impact on services from the resident’s point of view.  Had right services been prioritised and were those services managed to be provided in accordance with the plan.