Duty to co-operate

Mandatory requirements

Category 1 Responders must:

1. Co-operate with each other in connection with the performance of their duties under Section 2(1). This refers to all such responders which exercise functions in an RRP area - Regulation 3(1).

2. Co-operate via a single group, the Regional Resilience Partnership (RRP) – Regulation 3(2)(b)

and may co-operate with one or more other category 1 responder(s) – Regulation 3(2)(a).

3. Make arrangements to meet at least once every 6 months and must, as far as is reasonably practicable, attend or be effectively represented at such meetings – Regulation 3(4).

4. Inform relevant Category 2 responders of the location, time and agenda of RRP meetings – Regulation 3(7)(a).

5. Make arrangements for Category 2 responders to attend when they wish to do so –Regulation 3(7)(b).

6. Consider whether it is appropriate to invite all or selected Category 2 responders to each meeting – Regulation 3(7)(c).

Category 1 Responders may

7. Make arrangements to jointly perform a duty under Section 2(1) with another responder – Regulation 5(a).

8. Make arrangements with another responder to perform such a duty on its behalf – Regulation 5(b).

9. Co-operate with other Category 1 responders who share particular duties under Section 2(1)(a)-(f) and identify a Category 1 responder with lead responsibility for performing a duty – Regulation 6.

If a lead Category 1 responder is identified, the following applies:

Lead Category 1 Responders must

10. In relation to that particular duty:

• take the lead responsibility for its performance
• ensure non-lead Category 1 responders are consulted and informed
• co-operate with non-lead Category 1 responders and ensure, so far as is reasonably practicable, that they approve of how that duty is being performed – Regulation 7.

Non-lead Category 1 Responders must

11. In relation to that particular duty:

• co-operate with the lead responder
• provide any non-sensitive information to the lead responder which will assist that responder
• assist in any exercises/training the lead responder wishes to carry out in connection with that duty
• note that it need not unnecessarily duplicate work undertaken by the lead responder – Regulation 8

Mandatory requirements – Category 2 Responders must

12. Cooperate with Category 1 responders in the same RRP area to help them perform their duties under the CCA – Regulation 3(5).

13. So far as is reasonably practicable, attend or be represented effectively at RRP meetings if asked to do so by the other RRP members – Regulation 3(6)(a).

14. Where not specifically asked, still consider whether it is appropriate to attend or be represented at such meetings – Regulation 3(6)(b).

Issues to consider and recommended best practice

15. Ensuring effective representation for responder organisations. To be effectively represented:

• representatives must be of the most senior status, those people on whom ultimate responsibility for meeting an organisation’s responsibilities falls
• if representing more than one Category 1 responder, representatives should fully represent all relevant responders for whom they have responsibility
• all responders should have authorised this representative
• representatives should be able to explain current structures, policies, priorities and events in the relevant area and be willing to take forward the issues of and provide feedback to those whom they represent

16. Collectively agreeing to set up sub-groups or working groups which operate at the tactical level and which report to the RRP. Possible useful sub-groups include:

• a general working group
• risk assessment groups
• telecoms sub-groups
• capabilities groups
• area groups
• responder groups by sector
• specialist groups
• existing standing groups; and/or
• project groups

Sub-groups should only be established with the approval of strategic members. They should have a clear purpose and numbers of such groups should be kept to a reasonable level.

17. In organising RRP meetings, members should have regard for those members who are likely to participate in more than one RRP.

18. Collectively agreeing a RRP chair. The chair should be able to:

• undertake the role on a permanent basis
• speak with authority about the RRP area
• be able to commit sufficient time to prepare fully for RRP meetings 
• act as a lead contact for information cascaded from the regional and national levels

19. Collectively agreeing to have an RRP secretariat which is responsible for:

• fixing meeting dates
• agreeing agendas
• organising the production and circulation of any papers
• briefing the chair
• taking minutes
• following up matters arising and action points
• ensuring RRP sub-group meetings are effectively organised and recorded and do not clash with other subgroup meetings or the RRP meeting
• ensuring relevant matters from these subgroups are raised in the RRP meeting

The secretariat should be able to:

• take on the job on a permanent basis
• be of a level of seniority to support the chair
• have a back-up administration team
• be competent to organise or support officers from other organisations

20. Considering whether co-operation with other responders in any particular case is best achieved directly with fellow Category 1 and Category 2 responders in your local resilience area or under the framework of the RRP.

21. Considering whether to set up protocols with other responders (both within and outside your RRP area as appropriate) to support plans and to ensure a more reliable delivery of needed resources in the context of an emergency.

22. Forms of direct and bilateral cooperation between two or more Category 1 and Category 2 responders may include:

• risk assessment
• development of a plan for one responder
• development and agreement of a multi-agency plan
• exercising a single responder/a multi-agency plan and sharing lessons learned
• warning and informing arrangements, including publicity in relation to plans

23. Considering whether to make an arrangement with another responder for them to perform a duty (on your behalf or vice versa) or for one responder to take the lead on performing the duty.

Indicators of good practice

24. Engaging with responders, other organisations involved in civil protection (e.g. voluntary organisations and the military) as part of normal business practice.

25. Using the RRP to consider policy initiatives set at the regional, Scottish or UK levels.

26. Making proper use of the lessons process. Identifying and learning lessons from your own experience and from innovative thinking within your own organisation and using the RRP to share them with colleagues.

27. Identifying lessons learned from collaboration with other responders and drawing these to the attention of the RRP.

28. Having a list of contacts among both Category 1 and 2 responders within the RRP area.

29. Organising stakeholder satisfaction surveys to measure how well you are working with them.

30. Engaging with responders, other organisations involved in civil protection (e.g. voluntary organisations and the military) and RRPs as part of normal business practice.

31. Engaging with responders and other organisations involved in civil protection outwith the RRP area.

32. Through direct and bilateral collaboration, requesting that other Category 1 and 2 responders take part in your exercises.