Version No Date issued Reason
1.0 September 2006 Version approved by Parish
Council
CONTENTS
Introduction 3
Invocation and Assessment 4
Setting up the Emergency Centre 5
Emergency Action 6
Communication 7
Using Volunteers and Equipment 8
Evacuation 9
Transport 9
Catering / Supplies
Post Emergency & Annual Review
Plan Distribution & Amendment 11
NOTE: The following lists are stored in the Emergency
Centre resource box:-
• Residents
• Persons requiring assistance
• Volunteers
• Skills
• Physical Resources
1. INTRODUCTION
1.1 WHY AN EMERGENCY PLAN?
The Civil Contingencies Act 2004 imposes a duty on both the Suffolk
County Council and Babergh District Council to prepare and maintain
an Emergency Plan. In turn, parish councils were asked to
prepare their own plans to provide both local assistance and parish
information in the event of an emergency.
1.2 PLAN OBJECTIVE
The objective of this plan is to identify actions to be taken, to
specify procedures to be followed and to provide information about
the parish in the event of an emergency.
1.3 EMERGENCY
An incident occurring within the parish boundaries becomes a
‘emergency’ in the terms of this plan by reason of its scale and
complexity, possibly affecting many persons and properties, and
with threats of personal injury, loss of life or damage to
property. It is not possible nor desirable for this to be
definitive.
Possible causation includes storm or hurricane, flooding,
electrical power outage, terrorism, aircraft crash, chemical
spillage on A12, nuclear incident (e.g. at Sizewell).
1.4 EMERGENCY TEAM
The Parish Council has appointed an Emergency Officer who leads a
team of five other persons. The Emergency Team is responsible
for organising all emergency activity within the parish, under the
direction of the emergency services if appropriate.
As emergencies can occur at any time, it is not possible to
guarantee that all six members are available within the
parish. Therefore, each member of the Emergency Team is
familiar with the Plan and can act as the temporary Emergency
Officer in his absence.
In addition, all Parish Councillors in the parish at the time of
the emergency should attend the Emergency Centre to be allocated
appropriate tasks
1.5 EMERGENCY TYPES
There are two types of emergency to be dealt with:-
• Local
• County-wide
Local emergencies will be well handled by the emergency services
(police, fire brigade, ambulance) and the role of the Emergency
Team is to provide whatever support or parish information is
requested.
With county-wide emergencies (e.g. 1987 storm), the emergency
services will be thinly spread and may be some time in providing
help to individual areas, depending on their priorities. In
this case, the parish must fall back on its own skills and
resources and tackle the problems on its own until other help
arrives.
2. INVOCATION AND ASSESSMENT
2.1 INVOCATION
This plan will be invoked by any two members of the Emergency Team
after an initial assessment of the incident. The criteria to
be used includes the following:-
• Actual or threatened injury or loss of life, particularly if
the threat is increasing or extensive.
• Actual or threatened damage to property, particularly if the
threat is increasing or extensive.
• The causation is spread geographically, not located at a
single property.
2.2 ACTIONS
1. Contact at least one other Emergency Team member (including
the Emergency Officer, if available).
2. Assess the incident and decide whether, according to the
criteria, the Emergency Plan should be invoked.
3. Establish whether the incident is local only or whether it
is widespread and thus stretching the emergency services.
4. Decide whether the full plan should be invoked. If
not, contact the senior officer of the emergency services on site
(‘bronze’ commander) to establish what level of support is
required, if any.
5. If to be invoked, notify the other team members and proceed
to the Emergency Centre.
6. Seek advice from the emergency services regarding their
attendance and their view of action to be taken by the Emergency
Team.
7. Notify the District Council (District Emergency Planning
Officer) that the Plan has been invoked and why.
8. The Emergency Officer plus one other team member to make a
detailed assessment of the emergency to try and establish its
extent and the type of support required and report back to the
Emergency Centre.
9. Consider whether it is appropriate to set up two centres –
one for operational purposes and the other for welfare
purposes. This is likely to depend on the extent of the
emergency incident. The need for a second centre may occur
later.
If the Plan is not to be fully invoked (possibly on the advice of
the emergency services) but some level of support is required,
assemble the Emergency Team to decide how to provide the required
support. (Note: The requirement may be for village
information or for the provision of an ‘incident centre’.)
Note: Apart from the normal ‘blue light’ emergency
services, it may be essential for electricity and gas utilities’
engineers to attend to make their supply safe in the first instance
and then to restore their supply to residents.
3. SETTING UP THE EMERGENCY CENTRE
Normally this will be the Institute but, in the event of its
unavailability or inaccessibility, the Parish Rooms. Other
options include The Primary School, the Parish Church or local
farms
During an emergency, the Emergency Centre must be manned at all
times by a member of the Emergency Team or the Parish Clerk, who
must act as the focal point for all communication.
1. When advised that the Emergency Plan has been invoked,
acquire the Emergency Centre box and key (from a key holder).
2. Open the Emergency Centre and set up tables and
chairs.
3. Open the Emergency Centre box and remove the Incident Log
book and Emergency Centre sign.
4. Display the sign at the entrance
5. Start the Incident Log with the date and a brief
description of the incident.
6. Insert timed entries into Incident Log, starting with which
emergency services have been called, when and by whom and
continuing with other relevant actions or events.
7. The District Emergency Planning Officer (or the duty
officer) must be advised immediately each time the Emergency Plan
is invoked.
8. Remove various forms from the box as required (see other
sections re Evacuation and Volunteers).
9. Turn on a radio and listen for relevant broadcasts.
Advise the Emergency Team as appropriate.
EMERGENCY CENTRE BOX - CONTENTS
Parish Emergency Plan (copy)
Incident Log book
Parish Map
Electoral register (copy)
Emergency Centre signs (2)
First aid kit
A4 lined pad
Ballpoint pens (6 – blue/red/green)
Wind up radio
Lamp
Powerful torch (rechargeable)
High visibility waistcoats (6)
Message pads
Drawing pins
Forms
• Evacuation Register
• Unaccompanied Minors Register
• Volunteer Register
• Equipment Register
Lists
• Resident information
• People requiring assistance
• Volunteers
• Skills
• Physical resources
4. EMERGENCY ACTION
4.1 PRIMARY OBJECTIVE:
• The safety of people, particularly those who are vulnerable
through age (young or old) &/or illness &/or infirmity
&/or immobility.
4.2 SECONDARY OBJECTIVES (as appropriate to the
emergency):
• The protection of property and prevention of damage.
• Provision of parish information to the emergency services
and utilities’ repair services to assist in the resolution of the
emergency incident.
4.3 TASKS (as appropriate to the emergency):
1. Set up the Emergency Centre (see Setting up Emergency
Centre).
2. Confirm the nature of the emergency and its extent as far
as possible.
3. Confirm whether there are any injuries to persons.
Arrange for local persons with medical skills to attend, if
appropriate (see Skills list).
4. If the emergency services are not in attendance, establish
which emergency services are appropriate and ensure that they have
been called.
5. Make contact with the emergency services – on site if they
have already arrived or call them to check likely arrival
time. Check that they are fully aware of the emergency
and its extent and any injured persons. Understand how they
are dealing with the emergency and check if they need information,
equipment etc.
6. Check the need for evacuation. If necessary, set up
the evacuation centre and call appropriate organisations for
support. Set up the evacuation registration procedure and
ensure it is followed. (See Evacuation)
7. Check vulnerable persons and re-check periodically.
8. Check whether the primary school, the ABC Playschool and
the Blossom House nursery are affected by the incident, if
appropriate. If necessary, contact heads or principals and
check their proposed actions. Contact the Education Authority
or the County or District Emergency Centre if school evacuation is
necessary.
9. Contact Access Accounting Ltd, if appropriate, to ensure
that they are taking appropriate action according to their own
emergency plan. Advise other businesses (e.g. garage, pubs,
farms, farm shop) as necessary.
10. Allocate tasks to volunteers (e.g. assistance to
residents, tree clearing, road clearing).
11. Arrange for use of appropriate resources (e.g. vehicles,
equipment).
12. Establish need for supplies and arrange for their
acquisition.
13. Organise refreshments for Emergency Team, emergency
services, volunteers and persons directly affected by the
emergency.
14. Communicate with local radio and TV stations, if necessary
(see Communication).
15. Listen to local radio for relevant information and
announcements.
BBC Suffolk 103.9 FM
BBC Essex 103.5 FM
729 MW
SGR (Colchester) 96.1 FM
SGR (Ipswich) 97.1 FM
Essex Radio 102.6 FM
16. Communicate with schools outside the parish as
necessary regarding the emergency and any difficulties it may cause
for returning students. Minors unable to get home should be
asked to go to the Emergency Centre where they must be entered in
the Unaccompanied Minors Register and supervised until re-united
with their parents.
4.4 END OF EMERGENCY:
1. Return all materials into the Emergency Centre box,
including any registers created during the emergency.
2. Retain all logs, forms and other relevant paperwork for any
subsequent debrief, enquiry or investigation.
3. Ensure that the Emergency Centre is returned to its
original state and left clean and tidy with all tables, chairs etc
put away.
4. Dispose of any surplus perishable supplies.
5. COMMUNICATION
5.1 EMERGENCY SERVICES
It is important to remain in regular touch with the emergency
services, particularly if they are in attendance, to ensure that
they have all the information they require and all the support and
resources that the parish can provide.
5.2 RESIDENTS
Communication with residents will be difficult. Those
directly involved in the Emergency must be contacted
immediately. The remainder of the residents can be told by
word of mouth. People with resources of use in the Emergency
can be contacted by telephone (if working) or by ‘runner’.
5.3 TIME OF INCIDENT
The timing of the incident may be important as people may be at
work or on holiday and children may be at school. Their
return to their homes may be problematic or their family may have
been evacuated. Communication is key – telephone calls to
schools, announcements on local radio, notices at railway stations,
roadside notices. Liaise with the District Emergency Centre
who have established lines of communication with broadcasters,
schools etc.
5.4 NEIGHBOURING PARISHES
It may be appropriate to contact the Emergency Officer or Parish
Clerk of neighbouring parishes, which may or may not be involved in
the same incident. If not, they may have resources which
could be made available to this parish (particularly in the event
of evacuation). (Note: Higham does not have a parish council
nor an emergency plan.)
6. USING VOLUNTEERS AND EQUIPMENT
Volunteers will be welcome and encouraged as the Emergency Team
cannot do everything.
6.1 USE OF VOLUNTEERS
Actions:
• Ask all volunteers to report to the Emergency Centre where
they can be allocated appropriate tasks.
• Register all volunteers, recording name, address, telephone
number and allocated task.
• Allocate tasks to volunteers appropriately.
• Ask all volunteers to return and report to the Emergency
Centre when the allocated task has been completed.
• If willing, further tasks can be allocated and recorded in
the register against their name.
6.2 USE OF EQUIPMENT
Action:
• Refer to Physical Resources list in Emergency Centre box if
there is a requirement for particular equipment.
• If available in parish, contact the owner and arrange for
its delivery to where required.
• Ensure that the user of potentially dangerous equipment
(e.g. motorised or electrical equipment such as chainsaws, brush
cutters) is qualified in the use of the equipment and is insured to
use these in public places. Any self propelled equipment
should be appropriately taxed and insured.
• Ensure that it is understood that all equipment is used at
the owner’s and user’s risk.
7. EVACUATION
7.1 NEED & PROVISION
Depending on the type of incident, it may be necessary to evacuate
people from their homes. Some people may be able to stay with
family or friends or at a hotel; others may require emergency
accommodation in the parish. This will be provided either at
the Institute Hall or the Parish Rooms. Bedding (and possibly
clothing) will be needed as well as well as the provision of food
and drink. Although organisations such as the WRVS and the
Red Cross may be able to help (if transport allows), this support
may have to be provided from within the parish.
7.2 ACTIONS
• Establish with the Emergency Services whether evacuation is
necessary. (In the absence of the emergency services, the Emergency
Team may recommend evacuation to residents but this must be
voluntary.)
• Register evacuees as they arrive at the Emergency Centre,
recording their names and addresses. (Note: Evacuees
will be worried and stressed and must be treated with
consideration.)
• Establish whether evacuees have made or can make alternative
accommodation arrangements, and record these details, including
contact details in case it is necessary to contact them.
• Liaise with the District Emergency Centre who may have
emergency accommodation they can make available.
• If it is necessary to find accommodation for evacuees,
contact residents who have volunteered accommodation and make
arrangements. Record these as above.
• Evacuees, for whom arrangements have not been made, must be
kept at the Emergency Centre.
• If it is necessary to accommodate evacuees overnight, check
the Physical Resources list for the availability of beds and
bedding or contact the WRVS or other voluntary agency (see
Lists).
8. TRANSPORT
8.1 USE
It may be necessary to organise a car service to the doctor’s
surgery, to the chemist (for essential medication), to the hospital
(possibly urgent for injuries) and to local supermarkets for
provisions that cannot be obtained locally. If roads are
impassable, 4x4 vehicles, tractors etc may be pressed into use.
8.2 INSURANCE
The parish council cannot provide any insurance cover for
vehicles it requests to be used. These are to be used by the
owner at the owners’ own risk and discretion and should be
appropriately taxed and insured. Volunteers to be advised of this
restriction.
8.3 ACTIONS
If it is necessary to enlist the help of volunteer transport,
follow these actions:
• Identify a volunteer with an appropriate vehicle.
• Ensure that the volunteer is clear about the insurance
situation.
• Enter details into the Incident Log
• Ensure the volunteer has clear instructions regarding the
journey (e.g. where to go, what to buy).
• Request that the volunteer reports back to the Emergency
Centre whether the mission was completed or not (and why).
• Record all costs and mileage incurred by the volunteer in
the Incident Log.
9. CATERING / SUPPLIES
9.1 CATERING
It will be necessary to provide simple refreshments (tea, coffee,
squash, biscuits etc.) even for the shortest emergency for the
following:
• Emergency Team
• Emergency Services personnel
• Electricity and gas engineers
• Parish councillors attending
• Volunteers
• Evacuees
• Unaccompanied minors
As the duration of the emergency lengthens, it may be necessary to
provide more substantial food.
9.2 ACTIONS
• Organise donations of supplies for initial provision.
• Organise volunteers for kitchen duty.
• If further supplies are required, find a volunteer to go and
acquire supplies (see below).
• If more substantial food is required, check the kind of food
and supplies are required.
• Refer to the Physical Resources list to check what cooking
facilities are available in the parish. If inadequate,
contact the voluntary organisations to check what they can do to
help.
• Decide best approach to cooking or the provision of ready
made food.
• Ensure the Incident Log is updated with decisions.
9.3 SUPPLIES
The Parish Council cannot maintain a stock of food
supplies. All households should be regularly reminded of the
importance of holding enough in the way of food and drink to enable
them to last several days without replenishment.
Supplies are obtainable from:-
• Hall Farm Shop
• Post Office & Stores
• Co-op, Dedham
• Co-op and other shops, Capel St Mary
• Tesco, Copdock, Ipswich
• Tesco, Highwoods, Colchester
The following provide cooked food:-
• Swan
• Anchor
• Black Horse
• Hall Farm
plus pubs and restaurants in neighbouring villages and towns.
10. POST EMERGENCY & ANNUAL
REVIEW
After each incident which resulted in the invocation of this
Emergency Plan, the Emergency Team will meet to review the efficacy
of the Plan and agree changes to be made. If no emergencies
occur, the Emergency Team should meet at least once per year to
confirm the suitability of the Plan.
11. PLAN DISTRIBUTION &
AMENDMENT
11.1 DISTRIBUTION
The master copy of the Plan is held by the Emergency
Officer.
Formal copies of the plan are held by the following:
• Each member of the Emergency Team (paper &
electronic)
• Each Parish Councillor (including the Chairman) (paper &
electronic)
• Parish Clerk (paper & electronic)
• Babergh DC Emergency Planning Officer (electronic
only)
• SALC (electronic only)
• Emergency Centre box (paper only)
Informal copies may be provided to the County and District
councillors in whose area the parish falls and to neighbouring
parishes. These may be electronic copies distributed via
email.
A copy of the Plan is available on the parish website.
11.2 AMENDMENT
The Emergency Officer holds an electronic copy of the Plan for
amendment purposes.
The Emergency Officer will draft amendments agreed by the
Emergency Team and will send a copy of the revised electronic
version to Team members (and councillors, if appropriate) for
approval. When approved, paper or electronic copies will be
issued according to the distribution list
above.