ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A

EMERGENCY RESPONSE & BUSINESS CONTINUITY PLAN VERSION 0.5 DRAFT 25 September 2018

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A DOCUMENT CONTROL

Document Title ELDC Emergency Response & Business Continuity Plan Aim To ensure that ELDC’s response to an Emergency / major incident or disruption is co-ordinated, focused and effective, minimising the impact on our employees, elected members, customers, partners, service providers, assets and reputation. Scope To ensure that the council is able to respond to both internal business continuity challenges and also to external emergencies requiring a multi-agency response. Protective Marking Official ELDC use only Date Created 1 July 2017 Issue Date 25 September 2018 Created By Cliff Robins Date of approval by MT

AMENDMENT RECORD

Date Details of amendment / revision Amended/revised by 1 Jul 17 V0.1, Document for review H Harrison 23 Apr 18 V0.2, Draft for Review, Part 1 & 2 only C J Robins 18 Jul 18 V0.3, Draft Plan for Review C J Robins 3 Sep 18 V0.4, Draft Plan for Review C J Robins 25 Sep 18 V0.5, Draft Plan for Review C J Robins

DISTRIBUTION LIST

COPY NO POST NAME 1 Chief Executive 2 Acting Joint Chief Executive Alison Penn 3 Acting Joint Chief Executive Rob Barlow 4 Monitoring Officer John Armstrong 5 Assistant Director (Place) Victoria Burgess 6 Assistant Director (People) Michelle Howard 7 Assistant Director (Growth) Anne Shorland Service Manager - Homelessness, Housing & 8 Jason Oxby Wellbeing 9 Service Manger - Public Protection Jon Challen 10 Service Manager - Waste Nick Davis 11 Service Manager - Neighbourhoods Danny Wilson 12 Service Manager - Buildings & Property Duncan Hollingworth 13 Service Manager - Growth & Promotion James Gilbert 14 Service Manager - Development Control Chris Paton Service Manager - Audit & Information 15 Emma Bee Governance 16 Service Manager - Corporate Support John Medler 2

ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A 17 LCC Emergency Planning Officer Cliff Robins 18 Head of Operations - CPBS Lewis Duckett 19 Head of ICT - CPBS Jackie Wright Business Support and Performance Manager - 20 Mark Elsom CPBS 21 Emergency Planning Centre Tedder Hall 22 Copy for Resilience Direct RD 23 Master Plan Copy K Drive

Service Managers at their discretion can issue copies of this plan to those staff who would benefit from holding such a copy if the need arises. These will be uncontrolled copies andt it must be chevcked that the lastest plan version is being used.

PLAN AUDIT POLICY

It is the responsibility of the ELDC Emergency Planning Officers to maintain, review and reissue this plan at least every three years or following its use in an emergency or in the event of new relevant guidance or legislation being issued. The plan will be validated during the same period and could be in the form of a live, tabletop or command post exercise. The plan owner will ensure that any lessons learned will be captured through multi-agency debriefs and exercise reports are included in future issues of this plan.

TRAINING HISTORY

Records in respect of any emergency planning and business continuity training received by the appropraite personnel are held centrally within the HR Record system.

EXERCISE RECORD

DATE EXERCISE TYPE AND DESCRIPTION 18 Sep 13 Exercise Thunder – Tabletop Exercise of Emeregncy Plan 16 Nov 15 Exercise Bing – Tabletop Exercise of Emergency Plan 20 Jun 18 IT Outage – Business Continuity Workshop

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A CONTENTS

DOCUMENT CONTROL ...... 2 AMENDMENT RECORD ...... 2 DISTRIBUTION LIST ...... 2 PLAN AUDIT POLICY ...... 3 TRAINING HISTORY ...... 3 EXERCISE RECORD ...... 3 PART 1 – COMMAND AND CONTROL ...... 6 1. AIM ...... 6 2. SCOPE ...... 6 3. ACTIVATION ...... 6 4. ELDC INCIDENT MANAGEMENT GROUP ...... 7 5. ELDC CRITICAL SERVICES ...... 13 6. ELDC DUTIES UNDER THE CIVIL CONTINGENCIES ACT (CCA) 2004...... 15 7. ELDC ROLES AND RESPONSIBILITIES ...... 16 8. ELDC STRATEGIC, TACTICAL & OPERATIONAL COMMAND CADRE ...... 16 9. ELDC GUIDANCE DOCUMENTS ...... 19 10. STAFF BRIEFINGS AND COMMUNICATIONS ...... 20 11. ELECTED MEMBERS ...... 21 12. LINCOLNSHIRE RESILIENCE FORUM (LRF) COMMAND & CONTROL ...... 22 13. RECOVERY ...... 22 14. STAND DOWN POLICY ...... 23 PART 2 – RESPONSE ACTIONS/CONSIDERATIONS ...... 24 PART 2 – 1: INCIDENT REQUIRING EVACUATION OF RESIDENTS AND VISITORS ...... 25 PART 2 – 2: EVACUATION OR RESIDENTS / EMERGENCY SUPPORT CENTRES ...... 26 PART 2 – 3: FLOODING...... 28 PART 2 – 4: INDUSTRIAL ACCIDENT/EXPLOSION/SMOKE PLUME ...... 33 PART 2 – 5: COASTAL POLLUTION ...... 35 PART 2 – 6: SEVERE WEATHER (SNOW, ICE, WIND, HEATWAVE)...... 36 PART 2 – 7: WATER DISRUPTION (FAILURE OF MAINS WATER/CONTAMINATED WATER SUPPLY) ...... 39 PART 2 – 8: POWER DISRUPTION (POWER OUTAGE TO ALL OR A LARGE AREA OF THE DISTRICT) ...... 42 PART 2 – 9: TELECOMS FAILURE ...... 44 PART 2 – 10: HUMAN DISEASE OUTBREAK ...... 45 PART 2 – 11: ANIMAL DISEASE ...... 46 PART 2 – 12: RAIL INCIDENT ...... 47 4

ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 13: COMAH SITE AT PHILLIPS 66 CRUDE OIL TERMINAL, TETNEY ...... 48 PART 2 – 14: COMAH SITE AT CONOCOPHILLIPS THEDDLETHORPE GAS TERMINAL ...... 50 PART 2 – 15: COMAH SITES AT RASE (WICKENBY AND BARDNEY) AND FRONTIER AGRICULTURE ...... 52 APPENDIX A – CONTACTS LIST ...... Error! Bookmark not defined. APPENDIX B – EMERGENCY OPERATIONS CENTRE...... Error! Bookmark not defined. APPENDIX C – DEPARTMENT DAMAGE ASSESSMENT ...... Error! Bookmark not defined. APPENDIX D – INCIDENT LOG TEMPLATE ...... Error! Bookmark not defined. APPENDIX E – ELDC CRITICAL FUNCTIONS ...... Error! Bookmark not defined. APPENDIX F – ELDC BUILDINGS FACILITIES AND KEYHOLDERS ...... Error! Bookmark not defined. ANNEX G – RESOURCE LIST ...... Error! Bookmark not defined. ANNEX H – ICT AND TELEPHONY DISASTER RECOVERY INFORMATION ...... Error! Bookmark not defined. ANNEX I – EAST LINDSEY DISTRICT COUNCIL MEDIA ACTION PLAN ...... Error! Bookmark not defined. APPENDIX J – LRF COMMAND AND CONTROL ...... Error! Bookmark not defined. APPENDIX K – JOINT EMERGENCY SERVICE INTEROPERABILITY PROGRAMME .. Error! Bookmark not defined. APPENDIX L – COUNTY EMERGENCY CENTRE (CEC) FACILITIES & ACCESS ...... Error! Bookmark not defined. ANNEX M – GLOSSARY...... Error! Bookmark not defined.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 1 – COMMAND AND CONTROL

1. AIM

The aim of the East Lindsey District Council (ELDC) Emergency Response and Business Continuity Plan (ER & BCP) is to ensure that ELDC’s response to an Emergency, Major Incident or disruption is co-ordinated, focussed and effective, minimising the impact on our employees, customers, partners, service providers, assets and reputation.

2. SCOPE

The ELDC ER & BC Plan has been developed to ensure that the council is able to respond to both internal business continuity challenges and also to external emergencies requiring a multi-agency response under the Civil Contingencies Act 2004. The plan takes into account mandatory requirements listed in the Cabinet Office publication “Expectations and Indicators of Good Practice for Category 1 and 2 Responders”, Section C. It is applicable to external and internal emergencies/disruptive events.

It has been designed to provide responding officers from strategic, tactical and operational levels with an overview of their duties and responsibilities both during response and in the recovery stages of such emergencies. It aims to give officers an overview and provide background information that will enable them to effectively perform their role and to use the available staff and resources of the council ensuring that welfare and health and safety are considered during their deployment. The plan also addresses the role of council Elected Members during emergencies.

The plan is intended to be used by officers of the council as an initial source of information and will signpost the reader to any other relevant areas and associated plans that may be required.

The actions outlined are not intended to cover every eventuality because all incidents are different. Likewise, the associated task lists and procedures will need to be adapted with flexibility and initiative to deal with whatever event has occurred.

3. ACTIVATION

This plan may need to be activated:

 After formal declaration of an Emergency/Major Incident by another Category 1 or 2 responder.  When asked for assistance by the LRF as part of a multi-agency response.  When a local incident can no longer be controlled by a service area.  When more than one service area is affected by the incident.  When demand for service exceeds capacity to deliver.  When loss of staff, premises or IT reaches a level that cannot be

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A accommodated through normal contingency planning.

The ELDC Emergency Planning Officers (Jonathan Challen and James Gilbert) are the primary point of contact for both the emergency services and the Lincolnshire County Council Emergency Planning and Business Continuity Service (LCC EP&BCS) in the case of an Emergency.

Out of hours any calls from LCC EP&BCS will be directed to Jonathan Challen or James Gilbert. Any calls taken through Boston Borough Council’s CCTV Control Room relating to an emergency should also be referred to ELDC Emergency Planning Officers who will evaluate the request and take appropriate action. This action may involve calling out other members of staff to help deal with the incident.

On Contact Being Made

During normal working hours – On receipt of contact from Jonathan Challen or James Gilbert, the Chief Executive or a member of the Management Team (MT) will automatically become the lead officer and a identify a meeting room to be used as the emergency control room for ELDC.

Out of normal working hours – ELDC’s Emergency Planning Officers will be contacted in the first instance. The Chief Executive or other members of the Management Team will be contacted if the Emergency / Incident warrants it.

Incident Control Room

In the event of an incident affecting the main council offices at Tedder Hall, a control room will be established within the Management Team corridor. Alternatively a control room may be established in the Emergency Operations Centre on the ground floor of Tedder Hall or alternative venue depending on the need of the incident.

4. ELDC INCIDENT MANAGEMENT GROUP

The role of the Incident Management Group (IMG) is to co-ordinate the council’s response to an incident. The IMG is activated according to a defined process, as per page 9, following certain agreed disruptive circumstances. The IMG will provide strategic direction for the management of the incident. Depending on the nature of the incident, other council officers may be asked to advise the IMG on their areas of expertise.

The IMG Chair should be a member of the MT.

For a business continuity (BC) incident the IMG should be made up of the staff that are key to attaining business as usual and include representatives from:

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A

HR (CPBS) Rachel Robinson Communications James Gilbert Property and Assets Duncan Hollingworth ICT Mark Starkey Finance and Procurement Jane Crosby EP Jon Challen / James Gilbert Customer Services Amie Househam Admin / Business Support Lisa Mould / Nikki Hewson Compass Point Lewis Duckett

Other members of staff will be requested to sit on the group as required, plus additional advice may also need to be sought from Legal Services Lincolnshire and Insurance Advisors. Service Managers will be briefed at regular interval and information will be cascaded to all staff.

Where a BC incident potentially affects council services, Service Managers will quickly assess the extent of the disruption to their own services. If required, this information should then be submitted to the IMG so that an assessment of the impact across all service areas can be established, priority areas identified, resources allocated as necessary and a response strategy implemented (via Department Damage Assessment Form – Annex C).

The Service Managers will need to submit their resource requirements to the IMG chair (not individual IMG members). The IMG will then establish the priority in which critical services affected by a disruption will be recovered. See Annex B for a list of the council’s critical services.

Specific responsibilities of the IMG include:

Implement information gathering in order to ascertain the overall scale of an incident and the likely impact on staff, customers and services. Communicate with employees, Elected Members, the public and media ensuring protection of reputation throughout. Produce an action plan and a timetable for recovery to normal service delivery. Keep records of decision making and expenditure arising out of the management of the incident and recovery operations. Support the continuation of services based on their level of criticality. Manage the redeployment of existing resources. Liaise with key partners and stakeholders as required. Undertake a debrief of the incident response, ensuring lessons are identified, recorded and used to improve future planning arrangements. Managing all critical issues to their resolution.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A ELDC Incident Response Diagram

Emergency Response Initial Actions Checklist

On receipt of a call informing you of an incident:

Action Notes Alert a member of Management Team (MT) of the incident and consult regarding the decision whether to activate the ELDC ER&BC Plan Refer to the incident response diagram for guidance on actions to take Start and maintain an incident log of events (Annex D) Advise IMG about the incident, place on standby and/or instruct them to assemble at a designated location or meeting point. (Generally an office along the MT corridor) Arrange administrative support for the IMG During office hours inform the ELDC Customer Service Centre (as they may see an 9

ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A increase in calls asking for information and so they can be given the latest information when available to residents) Out of hours: if the call has not come from Boston Borough Council CCTV Control Room, inform them Inform the Growth & Promotions Service Manager (or deputy if unavailable)

Incident Management Group (IMG) Considerations/Actions

This checklist assumes that the emergency response initial actions checklist has been followed and actions implemented:

Action - Internal Incident (BC) Notes If IT/telephone system is affected, the building is inaccessible or the building needs to close during office hours inform the office of the Head of Operations CPBS and ask them to inform relevant staff including Customer Services (as they may see an increase in calls asking form information and so they can be given the latest information when available to residents). Assess the situation and begin corporate recovery tasks, insurance claim, public information, information to staff and elected members, redeployment of staff to priority tasks. Consider how the incident might escalate and what other actions may need to be taken. Request Service Managers to communicate with all their team to inform them of the incident and advise as appropriate. If a building is involved Service Managers should appoint a member of staff as a Operational Officer to make an initial assessment of damage and impact on the service using damage assessment forms (Annex C). Tenants – Advise ant tenants, Town Halls and Business Centres through the Growth & Promotions Service and Property Services.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A If an external emergency, consider the impact upon business as usual for ELDC and if impacted, consider BC arrangements:

Action - External Incident Notes (Emergency or Major Incident) Find out the exact location of the incident Is attendance required by ELDC at the scene? If so request a Forward Liaison Officer (FLO) to attend Liaise with the LCC EP & BCS Emergency Planning Duty Officer via Fire and Rescue Control (01522 888111) and make them aware of who the point of contact for ELDC is, (if they have not already made contact). If there is no ELDC staff member at the incident scene, establish a point of contact for regular updates or the name and contact details for the incident commander If a major incident has been declared and the County Emergency Centre (CEC) is established, Strategic and Tactical representatives may be required to attend SCG and TCG meetings (all incident information including a calendar of meetings will be posted on Resilience Direct in the Lincolnshire LRF area) Consider the impact upon business as usual for ELDC and if impacted consider activating business continuity arrangements

Responsibilities of Others Invited to the Incident Management Group

Depending upon the nature of the incident, advice could be sought from the disciplines listed on page 8. The particular responsibilities of these disciplines will also vary dependent upon the nature of the incident. However, a typical range of responsibilities is listed in each case:

Team Manager(s)

Maintain log of all decisions relating to the incident and the subsequent recovery. Keep IMG informed of incidents or service disruptions affecting their service areas. Advise service area staff and stakeholders of the disruption and the implications for them. Evaluate resource requirements and complete damage assessment procedure if required and submit to IMG (Annex C). Co-ordinate the recovery of critical services

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Property and Assets

Assessment of damages to Council owned property. Reactive repairs to any ELDC properties. Security of all Council owned property. Identification of suitable premises for relocation of functions if required

Human Resources (HR) (CPBS)

Ensure the welfare of staff during a disruption. Co-ordinate additional temporary staffing for recovery effort in line with ELDC requests. Redeployment of existing staff to aid disrupted activities. Administer council personnel policies as they apply to response and recovery. Ensure employee information, i.e. next of kin, contact details etc, is available as quickly as possible if required.

Media and Communications

Communicate with staff. Communicate with Elected Members and facilitate the briefing of councillors by senior officers. Communicate with the general public.

Finance (CPBS)

Ensure funds are available and approve financial transactions required to support the response to and recovery from a major incident or disruption. Establish a system of financial control and ensure that all recovery expenditures are properly documented.

ICT (CPBS)

Provision of escalation route for key decisions on the continuity and recovery of the Council’s ICT system. Recovery of the ICT system. Recovery of lost data and storage of recovered data. Provision of network security. Operation and maintenance of a controlled environment in which software, essential to the business of the council can continue to run. Support, management and maintenance of a communication network infrastructure, through which all ELDC data and voice services are connected.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Procurement (via Procurement Lincs)

Provide advice and assistance on Procurement during an incident or emergency Support key providers and partners to provide essential services during an incident or emergency

Legal Services (via Legal Services Lincolnshire)

Advise the IMG on legal issues relating to response and recovery tasks.

5. ELDC CRITICAL SERVICES

All of the services provided by ELDC are important; however the identification of the council’s critical services allows the corporate prioritisation of effort and resources during an incident. A critical service is a one whose disruption has the potential to endanger life or limb, or ‘those services whose loss would have the greatest impact in the shortest time and which need to be recovered most rapidly’.

The ELDC critical functions list at Annex E shows the council’s most essential services and functions from an ER&BC perspective. The list is intended as a guide. Circumstances at the time may mean service priorities differ. During an incident or significant period of disruption, some of the council’s services may not be able to function as normal and, in order to support the critical services, may need to be scaled down or suspended.

Tedder Hall – Generator Capacity

Upon a mains power failure incident there is a generator, located within the EPC Area, that can supply power within the Tedder Hall building:

EPC Areas Only 21kW load = ¼ capacity load of the diesel generator Fuel Consumption = 9.5 litres per hour Diesel Tank Volume = 4.960 litres Estimated Runtime = 552 hours (21 days)

Essential Services Back-up Network Throughout Tedder Hall including EPC 85 Kw LOAD = 100% full capacity load of diesel generator Fuel Consumption = 31 litres per hour Diesel Tank Volume = 4960 litres Estimated Runtime = 160 hours (6.5 days)

It should be noted that the essential services back-up does not cover the whole of Tedder Hall under normal mains supply conditions but only covers:

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A  Critical lighting (not in all areas)  UPS backed-up enabled power sockets  IT server room infrastructure and cooling.

Bunkered Fuel Holdings

ELDC has the following bunkered fuel supplies:

Bunkered Fuel Supplies Volume Storage Type of Suppliers Location Stored Capacity Fuel Pace Fuelcare, Clay Lake, Spalding, 20,000 ltrs 40,000 ltrs DERV Louth PE12 6BL/Certas Energy 1500 ltrs 3000 ltrs Gas Oil Skegness Watsons Petroleum 1500 ltrs 3000 ltrs Gas Oil Louth Watsons Petroleum

Record Keeping For Financial Purposes

Records of all expenditure related to the management of the disruption to normal working should be kept (including receipts), Reference should be made to the Emergency Code: 3016. Records of decisions made and expenses incurred should be logged.

Definition of a Major Incident

The definition of a Major Incident, according to the Joint Emergency Service Interoperability Principles (JESIP) is:

“An event or situation, with a range of serious consequences, which requires special arrangements to be implemented by one or more emergency responder agencies.”

Additional notes to accompany this definition are:

‘Emergency responder agencies’ describes all Category one and two responders as defined by the Civil Contingencies Act (2004) and associated guidance. A major incident is beyond the scope of business-as-usual operations, and is likely to involve serious harm, damage, disruption or risk to human life or welfare, essential services, the environment or national security; A major incident may involve a single-agency response, although it is more likely to require a multi-agency response, which may be in the form of multi- agency support to a lead responder; The severity of consequences associated with a major incident are likely to constrain or complicate the ability of responders to resource and manage the incident, although a major incident is unlikely to affect all responders equally;

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A The decision to declare a major incident will always be a judgement made in a specific local and operational context, and there are no precise and universal thresholds or triggers. Where LRFs and responders have explored these criteria in the local context and ahead of time, decision makers will be better informed and more confident in making that judgement.

Definition of an Emergency (Civil Contingencies Act 2004)

“An event or situation which threatens serious damage to human welfare in a place of the UK, the environment of a place in the UK, or war or terrorism which threatens serious damage to the security of the UK.”

Additionally, the Lincolnshire Resilience Forum (LRF) has added the following:

“procedures may be activated in any other circumstances where partners agree a co-ordinated multi-agency response would add value to the communities of Lincolnshire”.

6. ELDC DUTIES UNDER THE CIVIL CONTINGENCIES ACT (CCA) 2004

The Civil Contingencies Act 2004 is the legislation that governs emergency preparedness across the UK. The Act places all responding agencies into two categories depending upon their level of involvement in responding to emergencies. Local Authorities have been deemed Category One responders and as such ELDC has specific duties to co-operate with other agencies and plan for and respond to emergencies. These duties are:

 Risk Assessment.  Emergency Planning.  Warning and Informing.  Business Continuity Planning.  Co-operation.  Information Sharing.  Promoting Business Continuity Management (Local Authorities only).

What is Business Continuity?

Business continuity is the capability of the organisation to continue delivery of products or services at acceptable predefined levels following a disruptive incident.

Business Continuity Management (BCM) is the process of achieving business continuity and is about preparing an organisation to deal with disruptive incidents that may otherwise prevent it from achieving its objectives.

Any incident, large or small, natural, accidental or deliberate has the potential to cause major disruption to the organisation’s operations and its ability to deliver products and 15

ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A services. Implementing business continuity before a disruptive incident occurs, rather than waiting for this to happen will enable the organisation to resume operations before unacceptable levels of impact arise.

The service Business Continuity Plans (BCPs) focus on developing BCM arrangements for a single service area. The ER&BCP focusses on developing BCM arrangements for a major disruption with implications for the wider council. It may be activated in isolation, in response to a major incident or following a local service disruption which is outside the scope of a single service area BCP and requires corporate intervention.

7. ELDC ROLES AND RESPONSIBILITIES

In any emergency the council, along with other local authorities in the county, have a number of lead responder roles and responsibilities. A corporate response would therefore be required and may include representation from the full range of services provided by the council depending on the scale and nature of the emergency. Lincolnshire County Council’s Emergency Planning and Business Continuity Service (LCC EP&BCS) will provide advice and guidance as to which plans require enacting and therefore which are most appropriate in any specific emergency. Below are some specific examples of those roles and responsibilities for LCC:

 Emergency evacuation, immediate shelter and (medium to long term) welfare of survivors, victims, evacuees.  Investigation, enforcement, food and environmental protection (human, animal diseases).  Clean up pollution and waste management.  Remediation and reoccupation of sites.  Appeals fund management, cost recovery and emergency expenditure.  Help lines and non-emergency contact numbers.  Co-ordination between elected members and officers.  Lead long-term community recovery.

8. ELDC STRATEGIC, TACTICAL & OPERATIONAL COMMAND CADRE

Strategic Response

The Authority has strategic commanders within the council who have all received role specific awareness training and gone on to practice their theoretical skills in a practical multi-agency environment through courses facilitated by the LRF. These officers are also included on the LRF command cadre database and as such will participate in future training that takes place so that they are able to maintain competency levels and receive any future learning. These officers will take overall responsibility of the management of council staff and resources required during the response to an emergency. They will also establish the policy and strategic framework within which lower tier command and co- ordinating groups will work. The ELDC strategic commanders are:

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A

Post Name Office No Home / Mobile No Chief Executive Corporate Director Alison Penn 01507 613411 Deputy Chief Executive Rob Barlow 01507 613413 Monitoring Officer John Armstrong 01507 613457 Assistant Director Victoria Burgess 01507 613214 (Place) Assistant Director Michelle 01507 613440 (People) Howard Assistant Director Anne Shorland 01507 613141 (Growth)

Tactical Response The Authority has tactical commanders within the council who are made up from Service Managers and Senior Officers. They have all undergone role specific training and are expected to participate in future training events. The tactical commanders co-ordinate the council’s overall tactical response to an emergency in compliance with the strategy. They should also liaise with council operational commanders when developing the tactical plan. The ELDC tactical commanders are:

Post Name Office No Home / Mobile No Service Manager, Homelessness, Housing Jason Oxby 01507 613120 & Wellbeing Deputy Environmental David Dodds 01507 613497 Health Manager Senior EHO, Commercial Anne 01507 613474 Team Nicholson Service Manager, Duncan 01507 613558 Buildings & Property Hollingworth Growth & Promotions James Gilbert* 01507 613415 Service Manager Public Protection Service Jon Challen* 01507 613051 Manager

Note: As ELDC Emergency Planning Officers those marked with * above are available to cover at both strategic and tactical level.

Operational Response

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A ELDC have a number of officers who are trained to assist with the operational response who have the responsibility to:

Attend the incident immediately and report to the incident commander. Assess the situation and advise the Incident Commander accordingly of issues affecting ELDC or where ELDC may be able to provide support/assistance. Make regular reports to the Emergency Planning Officers or IMG with a minimum of one per hour. Keep a log of actions taken either by way of dictation or hand-written. It may be necessary to consider taking a second person purely to take notes.

The ELDC’s Operational Officers are:

Post Name Office No Home / Mobile No Environmental Health Jon Dixon 01507 613493 Environmental Health Steve Ross 01507 613494 Environmental Health Nigel Swift 01507 613479 Environmental Health Arshad Bhat 01507 613471 Environmental Health Caroline Currie 01507 613492 Environmental Health Neil Brooks 01507 613473 Environmental Health Amanda 01507 613478 Bowskill Planning Molly Turner 01507 613489 Neighbourhoods Danny Wilson 01507 613536 Neighbourhoods Ian Bennett 01507 613545

Shifts

Council staff may be working in extremely difficult and stressful situations whilst performing their roles during any emergency or major incident. It is therefore imperative that working time regulations are taken into account when devising any shift system. Officers should not be expected to work longer than eight hour shifts in these sorts of environments therefore over any twenty four hour period, three shifts of eight hours is recommended if a twenty four hour response is required. This may not be possible during the early stages of an emergency until the initial response has been consolidated but should be implemented as soon as possible thereafter.

Welfare of Responding Officers and Staff

As part of the response of any emergency or major incident, a wide range of council officers and resources may be involved or deployed. It is important that their health, safety and welfare are always considered and managed throughout their deployment. Normal

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A council policies and procedures, health and safety, working time regulations and lone working issues should all be considered both before and during deployment.

Officers should only operate equipment and machinery that they are familiar with and should be provided with clear instructions and appropriate personal protective equipment (PPE) before commencing any activities. It is also important that thought is given to welfare issues such as provision of food and refreshment. Staff should never be expected to undertake any roles or tasks they are not trained or been given instructions in. Their roles during emergencies should be an extension of their day to day role within the council.

Staff may be working in difficult and stressful environments during any response and may require emotional or support counselling services support; this may be the case both during and after the event.

Good communications system will aid this process but welfare of staff should always be monitored on a regular basis and any necessary actions taken as they arise. It may be that an officer is assigned to this task and it will be important that the process is clearly documented and recorded.

9. ELDC GUIDANCE DOCUMENTS

There are several documents that relate to the council’s specific roles and responsibilities and provide more detailed information for use during emergencies. These documents are listed below and can be found in the ELDC K Drive or on the ELDC area of Resilience Direct:

ELDC Emergency Response & Business Continuity Plan (this document).

Agreement of Mutual Aid in Response to an Emergency by the County, City, Borough and District Councils of Lincolnshire. This document concerns the provision of mutual aid during an emergency between the following local authorities, Lincolnshire County Council, City of Lincoln Council, Boston Borough Council, South Holland District Council, East Lindsey District Council, West Lindsey District Council, North Kesteven District Council and South Kesteven District Council.

Strategic and Tactical Aide-Memoire (as provided by Lincolnshire’s LRF). This document provides an overview of the way in which emergencies are managed in the county and the role of these officers before, during and following an emergency.

LRF Elected Members Emergency Planning Aide-Memoire. This document provides an overview of the role of elected members before, during and after emergencies, managing the media and information relating to how emergencies are managed in the county and the LRF.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A LRF All Hazards Plan (A Single Emergency Management Manual). This plan is divided into two parts. Part One provides a concept of operation (‘how we do things in Lincolnshire’) describing the objectives, structures, roles and responsibilities and decision making processes to ensure successful co-ordination of multi-agency responses and recovery. It also aligns with the national Concept of Operations (CONOPS) and arrangements at sub-national level to co-ordinate responses across more than one LRF area. Part Two of the plan contains all other LRF tactical plans, designed to guide a response to the top risks identified through the Community Risk Register. Examples of these plans are:

 Coastal Flood Plan.  Mass Evacuation and Shelter.  Loss of Critical Infrastructure and Essential Services.  Coastal Pollution.  Site Clearance.  Resilient Telecommunications Plan.

Incident Logs

All responding officers should keep an incident log during any response which should contain:

 What decisions are made, why the decision was made, what options were  considered and when the decision was made.  What actions are taken and when.  What information is received and when.  Who contacted you, their number and when.  Who you contacted, their number and when.

An incident log (Annex D) for use during a response can be found on Resilience Direct.

10. STAFF BRIEFINGS AND COMMUNICATIONS

Routine

Staff briefings will be cascaded from the Communications Team via email. Provision should be made to brief all staff, in particular those without email access. If email communication is unavailable then consideration should be made to cascade messages to all staff via telephone through Service Managers, or alternatively to provide message boards or gather staff at one central point to deliver updates.

Emergency

In an emergency briefings relating to the overall response will be posted on the incident page on Resilience Direct. Other information will include timings of meetings and the most 20

ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A up to date information picture for staff to gain an understanding of what is happening. It should be noted that not all members of staff have access to Resilience Direct. Messages can also be uploaded to the ELDC website. Alternatively, a member of IMG may wish to collate the information from Resilience Direct and disseminate a relevant snap shot of information to other staff within the Council.

External

Communications to the community in relation to service disruptions will be done corporately by the Communications Team using local media, the ELDC website and social media channels. Any key messages from each affected area to the public should be passed to the Communications Team.

Resilience Direct (RD)

RD is a secure web based application, hosted by the Cabinet Office, that enables resilience partners, with granted access to the site, the physical ability to share documents, plans, maps and incident situation reports.

It is imperative that all resilience partners command cadres and supporting admin staff obtain access to resilience direct by registering under ELDC first. Once approved by the Cabinet Office and provided with a username and password the user can request access to as many other resilience partners sites as they need. All Lincolnshire’s resilience partners also need to request access to the Lincolnshire Resilience Forum’s site. This is administered by the LCC EP&BCS – 01522 582220.

The ELDC area is administered by Jonathan Challen and James Gilbert.

The LRF has a Resilience Direct Policy which should be read for further detail on how this application will be used during the response to major incidents and declared emergencies.

11. ELECTED MEMBERS

ELDC Elected Members have a number of roles that will need to be performed both during and following any emergency. Support and training is offered to all Elected Members through the council’s Emergency Planning Officer and as mentioned previously, an Elected Members Emergency Planning Aide Mémoire has been produced to provide an overview of these roles together with other relevant emergency planning related information that may be required.

In short, Elected Members will be required to perform a community leadership role as well as strengthening the interface between the emergency services and the public during an emergency, and perhaps even more importantly, making sure that the resources of the council and partners are used to best effect in the recovery phase. More specific roles include;

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Provide members of the public with information about emergency planning through surgeries, word-of-mouth and meetings. Support the public with advice and assistance during any long-term recovery from an emergency. Project a positive image of the local authority’s role in an emergency. Provide information on the needs of the communities that are affected. Provide support and encouragement for the efforts of Officers of all council departments involved in the response to an emergency. A key source of strength, inspiration, and leadership for the local community in the return to normality. Participate in the proper administration of funds from any Disaster Appeal. Participate in community self-help groups set up to support those affected by the emergency. Attendance at any memorial / remembrance service as appropriate. Ensure that lessons learnt from the response to the emergency are incorporated into future emergency plans.

12. LINCOLNSHIRE RESILIENCE FORUM (LRF) COMMAND & CONTROL

The Lincolnshire Resilience Forum is a formal partnership comprising Category 1 and 2 responding agencies under the Civil Contingencies Act that acts as the multi-agency co- ordination group for the county. It meets regularly to discuss emergency planning and preparation work being undertaken within the county. In the event of an emergency or major incident, representatives from the LRF would come together to provide the strategic co-ordination and direction of any response. In this county, the group is chaired by the Chief Constable and the secretariat function undertaken by the Lincolnshire Fire & Rescue assisted by Lincolnshire Police (refer to Annex J).

13. RECOVERY

The lead agency for the recovery phase of an emergency or major incident is always the local authority, be that at County or District/Borough or City level.

The LRF has produced a Recovery Framework document that provides details of options that could be utilised in order to return the affected community back to a state of near or full normality. The framework lists the types of Command Support Cells that could be activated along with the Terms of Reference for each Cell and potential organisations that could be invited to sit on each cell. At the back of the plan are the contact details for the chairs of the Command Support Cells to enable quick activation.

It will be highly likely that even during the response phase to an emergency the Strategic Coordinating Group (SCG) chair may invoke a Recovery Management Cell (RMC) as part of the response Command Support Cell structure. It is only when that state of emergency has met its objectives that the chair of the SCG with hand over management of the incident to the Recovery Coordinating Group (RCG). One of the Strategic Commanders on duty will be asked to chair the RMC and subsequently the RCG.

An action plan should be produced when the recovery process begins which is when the cause of the disruption has been resolved. The action plan should detail all backlogs of work, with explanations of how arrears will be cleared, by whom, and by when. The plan is needed to establish timelines for recovery of critical services and the reconstitution of 22

ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A normal business operations. This may need the suspending or reduction of less critical services for a while. Continuity plans should have triggers or thresholds for deactivating continuity policies or practices.

The decision to stand down and return to normal business operations should be made only when the senior manager of the business unit is satisfied that the disruption is over and the recovery process has been completed.

14. STAND DOWN POLICY

When the emergency has been brought under control it is essential that clear instructions be given to all staff that they should stand down operations. A serious/major incident may involve all service areas and it is possible that some service areas will be required to stand down prior to others. As a rough guide the standing down process should occur when it is sufficient to resume the recovery as part of normal activities. It is essential that all involved are notified of the decision to stand down.

Debriefs

Following any emergency or major incident an official LRF multi-agency de-brief will take place and areas for development will be published to ensure any improvements and amendments to plans are identified, incorporated and tested. If appropriate an ELDC de- brief will take place prior to the official LRF multi-agency debrief.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – RESPONSE ACTIONS/CONSIDERATIONS

The information contained in part 2 will assist all staff, particularly strategic and tactical personnel in co-ordinating ELDC’s response to a number of potential emergencies.

The information focuses on ELDC’s response to the impacts that the emergency is having on the community, information related to the impacts of the emergency on normal council services are covered by the ELDC service area business continuity plans.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 1: INCIDENT REQUIRING EVACUATION OF RESIDENTS AND VISITORS

Evacuation Routes

In 2015 Lincolnshire County Council, East Lindsey District Council and Coastal Pathfinder - the Department for Environment, Food and Rural Affairs worked together to develop evacuation routes from the Lincolnshire coast.

The agencies have agreed on 13 routes along the east coast and in the south of the county which would provide local residents and visitors with a quick and safe route to higher-ground.

The signage at junctions on the road network has been altered, adding an ‘ER ’ logo in a red box to highlight the emergency evacuation routes.

The flood evacuation routes within the East Lindsey are as follows:

From Saltfleet to the B1200 then to the A16 / A631.

From Mablethorpe to the A1104, the A157.

From Sutton on Sea via the A1111 to the A1104.

From Ingoldmells via B1449 then the A1104.

From Ingoldmells via Addlethorpe, through Orby to the A1028 then joining the A16.

From Skegness via the A158.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 2: EVACUATION OR RESIDENTS / EMERGENCY SUPPORT CENTRES

Short Term Evacuation

LCC EP & BCS maintain lists of buildings which can be opened to provide temporary shelter to evacuees or displaced individuals during an emergency incident, these premises are referred to as rest centres. If ELDC premises are being considered, advice should be sought from the Corporate Asset Manager and Magna Vitae to establish the best course of action.

For many people rest centre accommodation will be their last resort and many will seek accommodation with family and friends. Wherever possible this should be encouraged; pre-existing support networks will generally offer more social, emotional, and practical support than can be provided in a rest centre.

It is also likely that some people will refuse to leave their property and may require assistance once all evacuees have been dealt with. This assistance will be provided collaboratively with multi-agency partners.

ELDC Service Areas That May Be Involved

Service Area Tasks Corporate Assets Provision and standby of premises for use as emergency support centre Communications Work with other agencies to get messages to the public. Customer Services Early warning that calls may come in regarding the evacuation – potentially provide CSC with any information relating to the evacuation such as any Information Points, Evacuation Routes/Pick-up Points or location of Places of Safety Housing Work with the emergency services or directly within the emergency support centre to arrange the temporary re- housing of evacuated individuals. Work with housing solutions and external agencies to meet the needs of any care scheme residents who are affected by the incident Member Services If requested provide information from the electoral role to the police casualty bureau to assist in accounting for evacuees.

Any evacuation responses must be dealt with in partnership with LCC to avoid duplication of effort. Several members of ELDC staff have received some form of Emergency Support Centre training. Details are contained in Annex A.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Long Term Evacuation

If people cannot return to their homes within 48 hours of an incident then long term accommodation solutions must be sought. Choice of accommodation will depend on a number of factors:

Cost. What is currently available within local authority resources. Number of people affected. Needs of the people affected. The duration that accommodation will be required for.

In some circumstances it will be best to keep people as close to their normal home as possible, however the nature of the incident may not make this possible. Consideration should also be given to long term communication issues between ELDC and the displaced members of the public.

Transport

LCC EP & BCS will initially attempt to obtain emergency transport through existing contracts between LCC and private bus operators.

Security of Empty Premises

If a large business or housing area is vacant following an incident consideration should be given to assisting the police in protecting the area from looting e.g. targeted community safety work or mobile CCTV presence.

National Guidance https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/274615/Eva cuation_and_Shelter_Guidance_2014.pdf

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A

PART 2 – 3: FLOODING

Initial Warning could come from:

Met Office Severe Weather Warning. Warning from Flood Forecasting Centre. Extreme rainfall alert. Flood Warnings from Environment Agency.

Flood Forecasting Centre Risk Matrix

Click here for the Flood Guidance Statement User Guide

Although it may show that the likelihood of an event is low giving a potential weather incident a yellow warning, the impact could still be significant or severe if it does happen. This should be considered by members of staff receiving the warnings.

Environment Agency Flood Information Service

These warnings can be issued through email, telephone call or text message. You can register online or by calling 0345 988 1188. Registrations can be made for any premises in a flood risk area.

The warnings are categorised into Flood Alert, Flood Warning, Severe Flood Warning and Warning Removed.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Key Message Timing Actions Channels

Flooding is 2 hours to 2 - Be prepared for - Flood possible. Be days in flooding Information prepared. advance of Service - Prepare a flood kit (gov.uk) flooding.

- Flood FLOOD Warning Service ALERT

- Internet Flooding is Half an hour - Act now to protect - Flood expected. to 1 day in your property Information Immediate advance of Service - Block doors with (gov.uk) Action flooding flood boards or

required. sandbags and cover - Flood FLOOD airbricks and other Warning WARNING ventilation holes Service

- Move family, pets - Media and valuables to a safe place

- Keep a flood kit ready Severe When - Be ready should you - Flood flooding. flooding need to evacuate your Information Danger to poses a home Service (gov.uk) life. significant - Co-operate with the

threat to life emergency services - Flood SEVERE and different and call 999 if you are Warning FLOOD actions are in immediate danger Service WARNING required. - Media No further Issued when - Flood water may still - Flood flooding is a flood be around and could Information Warning No currently warning is no be contaminated Service Longer In expected for longer in (gov.uk) Force your area force - If you’ve been flooded, ring your - Flood buildings and contents Warning insurance company as Service soon as possible, and report flooding to the - Internet Lead Local Flood Authority (LCC)

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Initial Management Meeting / Warning Cascade

Chief Executive Deputy Chief Executive Director Technical Services Housing Communications Neighbourhoods Waste Environmental Health Building Control

Pro-active Actions to be Considered

Department Actions Emergency Planning Ensure emergency contact list is up to date Chief Executive Review sandbag policy and actions to be taken Deputy Chief Executive on receipt of sandbag requests. Director Communicate decision to customer service staff Neighbourhoods Emergency Planning Neighbourhoods Review sandbag stocks and staff to deploy sandbags if required. Consider bulk deployment to parishes which the local community can then use to fill sandbags Neighbourhoods Ensure customer services have up to date list of Emergency Planning parish sandbag stocks Environmental Health Prepare public health advice on the dangers of flood water Customer Services Prepare for increased property repairs / Care Centre emergency call outs Technical Services Emergency Planning Prepare for rest centres / medium term housing Housing issues Customer Services Prepare for increased call volumes to CSC and Care Centre consider hours of operation Communications Put information about any flood warnings out to the community via comms channels

Re-active Actions to be Considered

Department Actions Communications Website front page to link to ELDC flooding page

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Technical Services Are any ELDC properties under threat?

Chief Executive Designate a trained senior member of staff to Deputy Chief Executive attend the county silver control if required Director Neighbourhoods Deploy sandbags as requested

Post Incident Actions to be considered

Department Actions Neighbourhoods Potential additional waste collection in any flood Waste affected areas

Communications Provide warning to residents and business owners about the dangers of rogue traders who may cold call following flooding to offer repairs

Economic Development Provide guidance and support to any businesses that have been affected by flooding

ELDC Sandbagging Policy

The District Council does not provide sandbags to help protect private property or commercial property.

Some Town and Parish Councils hold their own local stocks of empty sandbags and sand to assist local communities.

Residents and businesses who believe they might be at risk of flooding are advised to take proactive steps to protect their property. This could include installing their own flood protection measures or retaining their own stock of sand/sandbags.

During a declared emergency and only at the request of the Emergency Services or Lincolnshire Resilience Forum, the District Council will work with the lead agency to endeavour to help residential properties. Priority will be given to the most vulnerable members of the community who are least able to help themselves.

Wider Issues

During any flood emergency ELDC should be prepared to deal with disruption to the power and water supply networks, see sections 2-7 and 2-8.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Community Emergency Plans

LCC EP & BCS has engaged with many Parish Councils / Local Community Groups and as a result, many Community Emergency Plans have been produced. This so that communities are able to carry out some form of self-help / self-aid prior to the arrival of emergency services during a wide scale incident. To confirm as to which Parishes / Community Groups have such a plan in place, please contact the LCC EP & BCS.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 4: INDUSTRIAL ACCIDENT/EXPLOSION/SMOKE PLUME

Initial warning could come from:

Emergency Services. CCTV. LCC Emergency Planning and Business Continuity Service.

Initial Management Meeting / Warning Cascade

Chief Executive Deputy Chief Executive Director Customer Services Technical Services Housing Communications Neighbourhoods Waste Environmental Health Business Control

Actions to be Considered:

Department Actions Respond to requests from Lincolnshire Fire and Building Control Rescue regarding dangerous structures Work with Lincolnshire Fire and Rescue, Environment Agency and Public Health England to Environmental Health develop advice and guidance for the community regarding hazards within the plume / fallout from the plume Neighbourhoods Clean up of area affected by fallout from the incident Waste once safe to do so. Prepare for an increase in calls and questions regarding the incident. Make a note of any Customer Services unanswerable questions and feedback to ELDC communications officer or forward liaison officer for further information. Work with other agencies to get key incident messages to the public, seek answers to any frequently asked questions that are coming into the Communications CSC, provide regular information reports to CSC. Continue advising the affected community after the plume has gone about the effects of any debris or fallout from the plume.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Inform all service managers about the incident; ensure that any staff working close to the scene are Chief Executive doing so safely. Attend or send a senior level Deputy Chief Executive representation to any multi agency meetings if Director required. Deploy a forward liaison officer to liaise with emergency services close to the scene. Prepare to assist with re-housing of any evacuated Housing residents. Early identification of any sheltered housing schemes close to the affected area.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 5: COASTAL POLLUTION

If a coastal or oil pollution incident occurs, Lincolnshire County Council has written a Coastal Pollution Plan which will be followed. The Strategic Commander for LCC will pick up the role of County Oil Pollution Officer during such an incident.

A copy of the plan can be found on the K drive.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 6: SEVERE WEATHER (SNOW, ICE, WIND, HEATWAVE)

Initial warnings received from:

Warnings are issued from the Met Office showing geographical area of spread combined with probability of occurrence. Warnings are received by Jonathan Challen, James Gilbert and the emergency planning inbox.

Sources of further information:

Click here for link Met Office weather warnings

Direct call to Met Office – see phone numbers printed on initial warning email which will connect through to East Midlands Weather Advisor.

Initial Management Meeting / Warning Cascade:

Chief Executive Deputy Chief Executive Director Technical Services Housing Communications Officer Neighbourhoods Waste Environmental Health Building Control ICT Manager

Car Parks

ELDC operates 55 off-street car parks providing 6460 and these are summarised as:

No of No of Town Location Town Location Spaces Spaces Alford Market Place 31 Mablethorpe Seaview 400 (117) South Street 48 (825) Queen’S Park South 67 Millers Way 38 Queen’S Park Main 123 Burgh Le Marsh (23) Market Place 23 Quebec Road 15 Coningsby (98) High / Silver Street 98 Seacroft Road 138 Chapel St Leonards Well Vale Drive 110 High Street 68 (136) Sea Road 26 Park Square 14 Horncastle (395) The Bain 159 Sandilands (75) Sandilands 75 Cattle Market 157 Skegness Richmond Drive 84 St Lawrence street 62 (3072) Drummond Road 175 Market Place 17 North Parade 556 Ingoldmells (151) Sea Lane 65 Grand Parade 454 36

ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Jackson’s Corner 86 Tower Esplande 894 Louth (1132) Town Hall 23 Princes Parade 314 Market Place 12 Scraborough Avenue 55 Broadbank 37 Scarborough Esplande 31 Cannon Street 18 Swimming Pool 193 Kidgate 55 Beresford Avenue 316 Kiln Lane 156 Sutton On Sea Broadway 120 Co-op, Northgate 153 (145) Marine Avenue 25 Queen Street 84 Spilsby (188) Post Office Lane 112 Northgate East 196 Market Place 24 Northgate West 20 Buttercross 17 Newmarket 77 Boston Road 35 Linden Walk 27 Tattershall (67) Off Market Place 67 Cattle Market 257 Woodhall Spa Broadway 21 Bridge Street 17 (36) Royal Square 15

During periods of snow and ice the authority aims to keep key car parks clear from snow and ice, consequently, the following car parks are gritted, on a priority basis:

Alford - Market Place. Horncastle - St Lawrence Street and Market Place. Louth - Queen Street, Town Hall, Meridian Leisure Centre, Northgate East, Cornmarket, Market Place & Kidgate. Mablethorpe - High Street. Skegness - Lawn Car Park (Hildreds) and Swimming Pool (Embassy). Spilsby - Post Office Lane and Market Place. Council operated car parks - The Bain (Tesco), Horncastle and Co-op, Louth are contractually required to be kept free from ice and snow by the rental operator.

Pre-Incident Actions to be Considered

Department Actions Emergency Planning Cascade weather warning email to all Service Managers to prepare service areas for staff shortages and service disruptions. Communications Prepare weather warning message for ELDC website front page. Message to all staff about winter driving precautions. All Service Managers Review service area business continuity plans for any specific severe weather actions. Chief Executive Consider how staff that cannot perform their normal Deputy Chief Executive role due to snow can be utilised to lessen the Director impacts of snow on the public. Examples include: clearing / gritting ELDC owned car parks and clearing pathways around sheltered housing schemes.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Technical Services Send snow and ice related weather warnings to cleansing team Housing Cascade weather warnings to Homeless team. Consider extra support for rough sleepers during extreme low temperatures. Wider issues, Schools may close due to weather conditions considerations by other Members of the public may become stranded on organisations the local road network Rail passengers may become stranded either on trains or at stations Local power outages can often occur due to snow bringing down power cables. Elderly and vulnerable people may become housebound in prolonged periods of snow and cold conditions. Maintain support for vulnerable people and those made vulnerable by the weather conditions. LCC may set up a non-emergency helpline.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 7: WATER DISRUPTION (FAILURE OF MAINS WATER/CONTAMINATED WATER SUPPLY)

Initial warnings received from:

Anglian Water. Lincolnshire County Council. Local resident through a call to CSC.

Background Information:

Water incidents can take a number of forms:

Use of water for: Drinking (including Food Washing Toilet teeth brushing) Preparation Flushing Mains Disruption No water available to use

Do Not Use Notice No No No No

Limited use No No Safe Safe

Boil Order Boil First Boil First Safe Safe

Existing Emergency Arrangements

During a water incident anticipated to last longer than 24 hours Anglian Water has a duty to supply every affected member of the population with 10 litres of water for every 24 hours of disruption. This is delivered through bottled water, bowsers or CCB (collapsible static boxes that are re-filled by tankers). If the incident continues for longer than five days, the personal supply of water is increased to 20 litres.

If a water quality incident occurs, homes are alerted by a variety of means including warning cards dropped through individual doors. Each home will be issued with an ‘All Clear’ notice once the supply is safe to use in the normal way.

If there were a burst water pipe, Anglian Water would seek to contact the vulnerable people on their Water Care register.

Supported Housing properties are encouraged to be part of Anglian Water’s ‘Water Care’ register which means that they are prioritised for alternative water supplies by Anglian Water. The register is primarily for those with small children who need sterilised bottles, people with sight or hearing difficulties, or people with health conditions requiring clean water.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Scale and Scope of the Incident

The severity of a water incident depends on a number of factors:

The number of properties affected The type of water disruption The duration

There are three approaches Anglian Water will take to tackling an incident depending on the severity:

Small incidents – Anglian Water handle as a solo agency. Medium incidents – Anglian Water handle with support from the Local Authority (support with cascading information to the public). Large scale incident – Multi Agency command and control system formed with Anglian Water as lead agency and Local Authority support in the form of information and resources.

Initial Management Meeting

Chief Executive Deputy Chief Executive Director Emergency Planning Customer Services Economic Development Housing Communications Environmental Health Technical Services

Pre-Incident (Given Warning of a Water Disruption) Actions to Consider

Department Actions Communications Cascade information to all staff Work with other agencies to get messages to the public via comms channels Customer Services Early warning that calls may come in regarding the water incident – obtain an FAW for the incident or forward enquiries to Anglian Water Housing Immediate information to all affected supported housing care schemes

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A

Incident Response (No Notice Disruption to Water Supply)

Work with Anglian Water and Lincolnshire County Council to push key messages to as many of the affected population as possible. Consider direct messages to any affected vulnerable establishment. If the incident is prolonged, check to see if Magna Vitae would open unaffected leisure facilities to allow people to wash and shower. If this option is accepted, consider transport for those not close by. ELDC may be asked by Anglian Water to assist with identifying large sites to manage the distribution of bottled water and bowsers. These areas will require large areas of hard standing in order to support multiple heavy goods vehicles.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 8: POWER DISRUPTION (POWER OUTAGE TO ALL OR A LARGE AREA OF THE DISTRICT)

Relevant Power Companies

There are two electricity distribution network operators within the district:

Northern Power Grid. Western Power Distribution.

Pre-incident Warning

Both operators provide advance warning to residents and businesses if maintenance work requires the power to be shut off in an area, usually with at least five days’ notice via a card through the door of each effected property.

Key Contacts

Northern Power Grid – 0845 070 7172 Western Power Distribution – 0800 056 8090

Power Outage With Advance Notice

Both operators will manage any community impacts caused by planned disruptions and will request support from other agencies if required.

No Notice Power Outage

You may need to call someone who still has power to ascertain the below information:

Obtain information from WPD about the scale and likely duration of the outage, using the online power cut map: www.westernpower.co.uk/power-outages/what-s-happening.aspx Obtain information from Northern Power Grid about the power cut through their online help. You will need a post code for the affected area to use this service: www.northernpowergrid.com/page/powercuts/index.cfm

Once the area affected by the power outage has been identified, you should seek to identify any supported housing or other ELDC premises within the affected area to update them with any information you have.

The offices at Manby are connected to a petrol generator. Consideration will need to be made for how long the offices can be sustained with the petrol already in the generator and potentially arrangements made for its refuelling if the incident is protracted.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Initial Management Meeting

Chief Executive Deputy Chief Executive Director Emergency Planning Customer Services Community Safety Housing Communications Technical Services

Initial Actions to be Considered

Department Actions Housing Immediate information to all affected supporting housing care schemes Customer Services Early warning that calls may come in regarding the power outage – obtain an FAQ sheet regarding the incident in order to handle customer enquiries, or forward enquiries to Northern Power Grid or Western Power Distribution Communications Cascade information to all staff Work with other agencies to get messages out to the public via communications channels Community Safety Where possible deploy mobile CCTV vehicle to the affected area to cover the loss of any affected cameras Environmental Health Provide advice for the public via the Communications Team, about the dangers of food which has not been kept frozen or cool due to power outage.

Wider Impacts to Consider

In time mobile telephone masts will lose power leading to mobile telecoms failures. Water supplies to buildings using electrical pumping equipment may be affected. Heating and hot water systems may fail within people’s homes due to electrically powered hot water pumps. Traffic lights will fail. Power outage will impact on cash machines and card processing equipment making public spending difficult.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A

PART 2 – 9: TELECOMS FAILURE

For guidance related to telecoms outage which affects ELDC offices, see the ELDC service area business continuity plan(s). A telecoms outage can take many forms and have many impacts on the community.

Initial Warning

Telecoms failure is likely to be recognised as soon as it starts to affect any ELDC premises. It is possible that notification of a wide area telecoms problem may be called into ELDC by Lincolnshire Police activating the LRF Resilient Telecommunications Plan.

Emergency Communication

A satellite mobile phone is held in room 21b at Tedder Hall and is available for communications between the main responding agencies in the event of a major communications network failure. The number for the ELDC satellite phone is: 008816 3144 8562. Full instructions are contained in the manual held with the phone.

For satellite telephone numbers for other agencies, refer to the LRF Resilient Telecommunications Plan held on Resilience Direct. In addition, Lincolnshire Police hold a stock of Airwave radios which can be requested by any responding agency to provide emergency communications if all other communications methods have failed.

MTPAS (Mobile Telephone Privileged Access Scheme)

In an emergency the police can request this scheme to be activated. The scheme works by shutting down mobile networks to everyone except those with a MTPAS registered SIM card. Members of staff in ELDC who have an MTPAS enabled telephone are shown in Annex A.

Other Considerations To Make

Are web access and email affected? Is it affecting all telecoms providers (BT, EE, Vodafone etc)? Is the 999 system affected?

Services That Are Set Up To Receive Emergency Calls Out Of Hours

Housing/Homelessness. Well Being Service.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 10: HUMAN DISEASE OUTBREAK

Initial Warnings

NHS England Area Team Public Health England Primary Care or Hospital Providers

Further Information www.nhs.uk https://www.gov.uk/government/organisations/public-health-england

ELDC Environmental Health will be notified of any suspect airborne, waterborne or food related infectious disease. It is a statutory duty of ELDC to investigate any suspect infectious diseases and report to Public Health England (PHE). If the incident exceeds the normal capacity of the Environmental Health team then the Chief Executive / Deputy Chief Executive/Director within ELDC should be notified. ELDC should seek further advice and guidance from PHE if required.

Actions and Considerations

Team Action / Considerations Environmental Health Provide advice and guidance to the Chief Executive / Deputy Chief Executive/Director about an appropriate level of response to the incident Communications Work with other agencies to get accurate information to the public via Communications channels All media enquiries should be directed to NHS England Area Team unless the enquiry is directly related to an ELDC response or issue Customer Service Centre Signpost any disease related calls to NHS 111 service Technical Services Adopt any hygiene control measures within the work place and local authority owned public buildings. Display any NHS provided health advice posters around staff and public areas of ELDC premises Housing Adopt any NHS advice and hygiene control measures within all supported housing schemes Chief Executive / Deputy Send ELDC representative to the multi-agency Chief Executive meetings if required.

Wider Issues During major virus or disease outbreaks public buildings and local authority staff may be required to assist NHS England/Clinical Commissioning Groups with the distribution of medication.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 11: ANIMAL DISEASE

Initial Warning

From the Animal and Plant Health Agency via LCC EP & BCS.

Further Information www.gov.uk/government/organisations/animal-and-plant-health-agency www.gov.uk/government/organisations/public-health-england (for animal diseases which can transfer to humans)

Considerations to Make

Department Consideration Environmental Health Environmental Health Officers could be seconded to assist LCC Safer Communities (inc. Trading Standards) with visits to farms where an animal disease is suspected Communications Assist with any multi-agency communications to the public mainly via the website. There may be confusion about what the restrictions mean and the implication of the disease outbreak. Customer Service Centre Calls may be received relating to the disease or the control measures – calls should be forwarded to the Lincolnshire County Council Trading Standards Advice line, unless advised otherwise. Economic Development Close liaison with local businesses that may be impacted by the disease outbreak Waste and Be aware of any restriction zones and infected Neighbourhoods premises within the district. Refuse vehicles will be able to move on roads within the restriction zones but will not be able to visit any infected premises. Alternate arrangements may have to be sought.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 12: RAIL INCIDENT

Initial Warning

Emergency Services LCC Emergency Planning & Business Continuity Service

Background Information

Responsibility for providing basic and essential welfare to rail passengers affected by a rail related emergency incident sits with the rail provider. This includes all associated costs. ELDC could offer assistance to the rail provider through provision of buildings and staff resources.

Need for assistance may be increased if the incident occurs during a time of severe weather (eg: heatwave or cold weather).

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 13: COMAH SITE AT PHILLIPS 66 CRUDE OIL TERMINAL, TETNEY

A full off-site response plan can be found on the K drive, or from the Emergency Planning Officer.

Site Location

The Terminal is located approximately 2.5km west of the high water mark on the North Sea coast. The village of Tetney Lock is 1km to the east and the village of Tetney about 1.5km to the southwest. The surrounding land is primarily agricultural.

Nature of Activity

Phillips 66 Oil Terminal is an isolated storage installation for crude oil, a material which falls within the Control of Major Accident Hazard (COMAH) definition of Highly Flammable Liquids (Schedule 1, Part 3).

The Terminal supplies crude oil to ConocoPhillips Humber Refinery, which is about 22kms to the North-West.

Crude oil tankers moor at a monobuoy located at the mouth of the River Humber. Crude oil is unloaded, via a 36 inch diameter undersea pipeline about 8kms long, into the ten crude oil storage tanks at the Terminal. It is then pumped, via a 22 inch diameter underground line about 22kms long, into storage tanks at the Humber Refinery.

Hazard Analysis

Crude oil is extremely flammable, harmful to the environment and toxic. The total capacity for the storage of crude oil at the Terminal is about 395,000 tonnes. Events at the Terminal resulting in a Major External Emergency include:

Oil Leak. An oil leak could result from a failure of a tank, a pipeline, or a hosepipe at the monobuoy. The storage tanks are designed and located to try to ensure that in the unlikely event of a leak occurring, the tank contents are retained within the surrounding bunding.

Tank Fire. The ten crude oil tanks are fitted with floating roofs. Lightning strike on a tank has the potential to cause a rim seal fire and subsequent tank fire. The more likely scenario for a crude oil storage tank would be a pool fire or a jet flame from leak events.

The loss of containment either from tank failure or line failure would not result in a significant vapour cloud being formed. The major hazards off-site are:

 Radiated heat from a fire.  Seepage of hydrocarbon liquids into watercourses.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A  Vapour cloud composed of volatile fractions of the oil liberated in a spillage.  Dense smoke clouds generated by burning oil.

Remedial Response

In the event of an oil spill at the Terminal, it might be possible to transfer product to the Refinery (if space permitted) or back to the ship (if one is on station at the monobuoy). In the event of a fire, product would be left in the tanks both as a heat sink and as a support to the tank structure. Cooling water jets would be applied to tanks not on the fire.

Meteorological Information

Wind speed and direction will be assessed using on-site equipment and will be included in initial alert messages. Forecasts can then be obtained from the Chemet Service via Fire & Rescue Service Control or from the LCC EP & BCS. Smoke plume modelling calculations can be provided by ConocoPhillips Humber Refinery.

Actions for ELDC

Work with Lincolnshire County Council to provide an appropriate response.

Department Consideration Communications Assist with any emergency messages to local communities. Prepare for evacuation of Tetney residents Corporate Property Standby local ELDC owned premises for use as emergency support centres if required.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 14: COMAH SITE AT CONOCOPHILLIPS THEDDLETHORPE GAS TERMINAL THEDDLETHORPE ST HELEN

A full off-site response plan can be found on the K drive, or from the emergency planning officer.

Site Location

The site is located approximately 2 miles North-west of Mablethorpe centre. Access is normally gained from the A1031 Mablethorpe to Theddlethorpe St Helen road.

Nature of Activity

The Theddlethorpe Gas Terminal supplies gas and hydrocarbon liquids on an annual contract basis to National Grid and other customers. The supplier’s obligation is on a daily basis however, customers nominate a contract quantity each day, which is limited by a peak factor and rates of change.

Hazard Analysis

The processing of the gas within the Terminal is carried out at pressures up to 1220 P.S.I. (83 bar), but all sections of the processing plant can be isolated and de-pressurised, and product diverted, to contend with any problems which may arise. Fires in pipe-work and processing areas can be controlled by remote shutdown and depressurisation by Control Room Operators in a matter of minutes, thereby considerably reducing the risk of a major fire.

The areas of the Terminal which pose the greatest risk of fire or explosion are the storage tanks for Condensate and Methanol.

The hazards off-site are:

 Radiated heat from a fire or explosion.  Shock-wave blast effects.  Airborne debris from an explosion.  Cloud of flammable gas.  Seepage of hydrocarbon liquids into water-courses.

The sections of the pipelines which pose the greatest risk of fire or explosion are the Dunes Valves.

Odorant, which gives gas its characteristic smell, is not added until after the gas leaves the ConocoPhillips Site. Therefore any leak will not be identified by the usual “gas” smell, although a typical hydrocarbon liquid smell (similar to petrol or paraffin) may de detected. Much more significant, however, will be the sound of escaping gas and noise levels from a large rupture will be very high.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A Methanol pipelines piggyback on each of the pipelines, returning methanol back offshore for use at the platform. These methanol pipelines are not classed as major accident hazard pipelines, but they may be damaged in the event of an emergency.

Emergency chemical advice can be obtained from:

 Theddlethorpe Gas Terminal.  ConocoPhillips (UK) Limited Headquarters in Aberdeen.  Chemdata databases.  Lincolnshire Fire and Rescue Chemical Advisor.

Meteorological Information

Wind speed and direction will be assessed using on-site equipment and will be included in initial alert messages. Forecasts can then be obtained from the Chemet Service via Fire and Rescue Control or the Joint Emergency Management Service

Actions for ELDC

Work with Lincolnshire County Council to provide an appropriate response.

Department Consideration Communications Assist with any emergency messages to local communities. Prepare for evacuation of Tetney residents Corporate Property Standby local ELDC owned premises for use as

emergency support centres if required.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A PART 2 – 15: COMAH SITES AT RASE (WICKENBY AND BARDNEY) AND FRONTIER AGRICULTURE (WICKENBY)

A further three COMAH site exists just across the council boundary in West Lindsey. Large quantities of potentially toxic materials are stored on these sites and could impact upon the ELDC area should there be an emergency on the site. Site addresses are:

Rase Distribution Ltd Wickenby Airfield, Langworth Lincoln, LN3 5AX. Tel: 01673 880000

Rase Distribution Ltd Reeves Business Park Horncastle Road, Bardney Lincoln, LN3 5SU. Tel: 01526 397000

Frontier Agriculture Ltd Wickenby Airfield, Langworth Lincoln, LN3 5AX. Tel: 01673 263880

Additionally there is a large supplier of agriculture fertilisers and chemicals and although there are no external emergency plans for this site it is worthy to note this sites existence: Site address is :

Omex Agriculture Ltd Bardney Airfield Tupholme Lincoln, LN3 5TP Tel: 01526 396000

ELDC Emergency Planning Officers liaise regularly with the agencies involved in regulating these sites.

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ELDC Emergency Response & Business Continuity Plan – Official ELDC Use Only Appendix A

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