Issue - meetings

To receive the deferred report from the Service Manager for Assurance.

The Service Manager for Assurance introduced the report, setting the context and the key details from the report

The Committee considered the Council's response to the severe flooding events experienced during the winter period and acknowledged the scale and complexity of the incident, which involved multiple concurrent emergencies across Dorset. The significant efforts of Council staff, emergency responders, partner organisations and local communities in responding to the incidents were recognised.

A key area of discussion related to communication during emergencies. The Committee considered examples where information about flooding incidents, road closures and community impacts had not always reached all relevant parties in a timely manner. Discussion focused on improving communication between operational services, ward members, town and parish councils and affected communities. Emphasis was placed on ensuring that information could be shared more effectively before and during emergency events.

The Committee discussed the increasing frequency and severity of flooding incidents and considered whether existing arrangements possessed sufficient resilience to respond to prolonged and complex emergencies. Consideration was given to how additional support could be drawn from across the wider organisation when emergency planning resources came under pressure.

The role of communities, flood wardens and local emergency planning featured prominently in the discussion. The Committee recognised the value of local knowledge, volunteer networks and parish level emergency arrangements. It was considered that greater clarity around the role of flood wardens, together with improved guidance and support, would strengthen local preparedness and resilience.

Discussion also focused on the impact of road closures and the effect flooding could have on communities becoming isolated. The Committee considered whether suitable arrangements existed for assessing the impact of road closures, communicating with affected residents and ensuring that appropriate support was available when access to services became restricted.

Highway drainage and flood prevention measures were also discussed. The Committee considered gully maintenance arrangements, drainage responsibilities and how historical flood data could be used to help identify locations requiring additional preventative measures.

Recommendations

The Place and Resources Scrutiny Committee recommended that:

1.     A skills-sharing arrangement like that used during the COVID pandemic be developed to enable suitably trained staff from across the Council to support emergency responses when required.

2.     A named responsibility be established during emergency incidents to ensure information is communicated effectively to ward members and onward to town and parish councils.

3.     Pre-emptive communications be improved ahead of severe weather events, including targeted communications to areas with a history of flooding.

4.     The current approach to gully maintenance be reviewed to ensure known flood-prone locations are appropriately considered within planned maintenance programmes.

5.     Greater clarity be provided regarding the role, responsibilities and expectations of flood wardens, working alongside relevant partner organisations.

6.     Public guidance on actions to be taken during flooding incidents be reviewed and strengthened.

7.     Communication failures that prevented information reaching the emergency planning response structure be investigated and addressed.

8.     A framework be developed for assessing, notifying and supporting communities that become isolated because of emergency road closures.

To receive the report from the Service Manager for Assurance.

Item Deferred.

To Receive the report from the Service Manager for Assurance.