Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Simpson and Councillor Fazackarley.

To enable Members to disclose to the meeting any disclosable pecuniary interest they may have in any matter on the agenda for the meeting, where that interest is not already entered in the Authority’s register of interests, and any other pecuniary or non-pecuniary interests in any such matter that Members may wish to disclose.

Members were mindful of their duty to disclose at the meeting any disclosable pecuniary interest they had in any matter on the agenda for the meeting, where that interest was not already entered in the Authority's register of interests, and their ability to disclose any other personal interests in any such matter that they might have wished to disclose.

To confirm the minutes of the previous meeting

The minutes of the last meeting were reviewed and agreed. It was confirmed that the silent soldier had been funded

Pursuant to Standing Order 19, to receive any deputations to this meeting

There were no Deputaions received for the meeting.

To receive any announcements the Chairman may wish to make.

The Chairman made several announcements, including that on attendance of the Emergency Services Carol Service, the Combined Fire Authority conference in Milton Keynes and the graduation ceremony for retained and fire control staff. The Chairman also updated the Authority on the Apollo Service Exercise, the closure of the Combined Fire Authority (CFA) consultation and the Asian Fire Service Association (AFSA) National Conference on the 22 and 23 November and the Royal British Legion ‘thank you’ campaign.

Regarding the pay rise and broadening the role, Members were informed that the proposed interim 2% pay rise was agreed. Discussions remained ongoing between the NJC, Unions and FRSs and FRAs, around broadening the role.  The Authority would be updated on any developments resulting from ongoing discussions.

The Chairman congratulated Simon Forster for his secondment to National Resilience and all of those who contributed to the Celebrating Success event.

To receive any updates from Members of the Authority

Cllr Price attended the Full Authority meeting instead of the pensions board meeting in London, where there were planned discussions on the increase in Pension payments, anticipated to be around 12%.

To consider a report from the Chief Officer regarding the Statement of Assurance, which demonstrates to local communities and partner organisations how Hampshire Fire and Rescue Service fulfils its statutory obligations and activities to make Hampshire a safer place to live, work and travel.

 The Authority considered a report from the Chief Fire Officer (item 7 in the Minute Book) regarding the Annual Statement of Assurance, which is required by the Fire and Rescue National Framework (2018) to provide assurance to local communities and government on financial, governance and operational matters.

The structure had been done to reflect the new areas of responsibility and the document reflected the Service’s constant desire to improve, which was highlighted in summary on Page 31 of the document in the Appendix.

The document would be published on the Hampshire Fire and Rescue Service website internally as well as on the public website, and communications would go out to confirm it was there. Officers were thanked for their hard work on getting the Statement up together.

RESOLVED:

The Annual Assurance Statement for 2017/18 was approved by Hampshire Fire and Rescue Authority.

To consider a report from the Chief Fire Officer regarding the Performance Report, which focuses on the Service mission ‘to make life safer’, the response standard to critical incidents, financial performance and staff wellbeing.

The Authority received a report from the Chief Fire Officer (item 8 in the Minute Book), which informed Members on outcomes and how the Hampshire Fire and Rescue Service (HFRS) was doing in terms of general organisational performance progressing towards strategic goals.

Members were asked to consider seasonal extremes (snow in March, followed by a long, hot summer) this year and how these would affect trends. Sections 5-8 in the document focussed on benefits to the community. Fatalities were not measured in the same red/green formula, but benchmarking was done against other Fire Authorities. Pages 44-46 were highlighted in the Appendix, and it was confirmed that complexities around fatalities on page 46 were investigated with work being done alongside the Traffic partnership to see how the figures could be improved.

On Page 52 of the pack, it was highlighted that the reducing trend in convictions around the Arson Task Force appeared disappointing, but this fell under the responsibility of a different authority, so was out of the Fire and Rescue Service’s control. It could be a result of one conviction covering multiple incidents done by the same person, but there was still a welcomed reduction in arson events.

The Authority requested a more in-depth report focussing on critical response times and the split between urban and rural times. It was not felt that slower response times were a result of capacity levels, but a lack of automatic detectors on rural buildings and properties often resulted in a delay. The Fire and Rescue Service had a good working relationship with both local authorities and highways to ensure that roads and traffic was not a cause of delays.

RESOLVED:

The Hampshire Fire and Rescue Authority noted the performance detailed in Appendix A of the report, and welcomed a detailed report on Critical Response times, to come back to the April 2019 Full Authority meeting.

To consider a report from the Chief Fire Officer, which seeks formal approval to fund the supply, fitment and training required to replace MDTs in Hampshire Fire and Rescue Service (HFRS) pumping appliances and supply Bridge Devices in special appliances.

The Authority considered a report from the Chief Fire Officer (item 9 in the Minute Book) regarding the replacement of Mobile Data Terminals (MDT), which provide critical communications between Fire Control and appliances.

The current fleet had MDT’s that were ten years old and in need of replacement, as the necessary software would become increasingly difficult to update and support. A collaborative approach across Dorset & Wiltshire and Devon & Somerset was effective for both use in emergencies as well as for crews recording work going forward.

Members were in full support of the replacement and agreed it was crucial for the Fire and Rescue Service to maintain high standards.

RESOLVED:

Hampshire Fire and Rescue Authority approved Option 3 in paragraph 40 of the report; to start procurement to supply and implement a change in Mobile Data Terminals across the HFRS operational fleet at a cost of £800,000.

To consider a report from the Chief Fire Officer, which seeks approval to develop the Cadets offering in Hampshire.

The Authority considered a report from the Chief Fire Officer (item 10 in the Minute Book), which requested support and financial commitment to develop the Cadets offering in Hampshire.

It was confirmed that there was one existing unit in Ringwood, and it was the ambition to establish a further six units over the next few years, which would be spread across Hampshire. An initial upfront cost of around £50,000 was expected with an ongoing contribution of £20,000, but after three years it was anticipated that units would be self-funded through grants and sponsorship.

Members were in full support of the initiative and reassured that the costs proposed were accurate and that should local funding not be sourced after the three years, then proposals would return to the Authority before any future funds were allocated. It was enforced that local support was crucial in the success of a unit and enabling it to be sustained long term.

RESOLVED:

Hampshire Fire and Rescue Authority approved Option 1; to establish six additional cadet units and maintain seven units for our years, as detailed in paragraph 38 of the report.

To consider a report from the Chief Finance Officer, which updates Members of the current financial position for the 2018/19 Revenue Budget and provides an update on the 2019/20 budget setting process.

The Authority considered a report from the Treasurer (item 11 in the Minute Book), which provided Members with an update on the current financial position for the 2018/19 Revenue Budget and an update on the 2019/20 budget setting process.

At the previous Full Authority meeting, it was reported that there were potential costs involved regarding unfunded public-sector pension schemes, costing Hampshire Fire and Rescue Service around £3 million. Members were reassured that the Government had agreed that it will fund around 90% of the sum for 2019/20 and deal with it on an ongoing basis as part of the spending review planned for 2019. There would be a consultation around this time which HFRS could participate in. A further update was is anticipated after December 2019.

Members enquired as to the Networked Fire Services Partnership (NFSP) and it was confirmed that the original business case contained an option to extend the initial contract by four years, but it would require retendering for June 2025 onwards.

RESOLVED:

a)        It was agreed that Revenue Contributions to Capital Outlay (RCCO) be reduced in order to balance the budget, after all other savings and adjustments had been taken into account, if necessary.

b)        The Authority noted the significant risk in respect of employers pension contributions beyond 2019/20.

c)         It was agreed that £1.2m of the 2018/19 underspend be transferred to the Transformation Reserve and used to fund the items highlighted in paragraph 15 of the report.

d)        It was agreed that delegated authority be given to the Chief Fire Officer to approve the use of all specific reserves up to £200,000.

e)        Approval was given for £303,000 from the Transformation Reserve for the NFSP system refresh and upgrades.

f)          Approval was given for £130,000 from the Transformation Reserve for the changes associated with moving to Windows 10 and that the ongoing costs of £25,000 are taken into account when the budget for 2019/20 is set in February 2019.

g)        Authority approved the approach for dealing with Information and Communications Technology (ICT) pressures as outlined in the report.

The mid-year review of treasury management activities were approved.

To receive a report from the Chief Fire Officer, which provides an update on the savings achieved and progress on the programme closedown.

The Authority received an update from the Chief Fire Officer (item 12 in the Minute book) on the Service Delivery Redesign (SDR) and were informed that the Risk Review recommendations detailed were on track to achieve £4.1 million target savings by the end of the financial year. The areas of savings were highlighted in paragraph 8 of the report.

Paragraph 23 to 28 in the report was emphasised as detailing the improvements sought going forward, which included new vehicles and digital radios. Whilst the small appliances that had been trialled were not found to be suitable, it was important that the fleet was kept as versatile as possible.

Despite the SDR programme ending, progress would continue to be monitored via the usual governance route.

It was confirmed that a further report would go to Full Authority on progress, once the internal programme had closed.

RESOLVED:

The progress of the Service Delivery Redesign (SDR) was noted by the Hampshire Fire and Rescue Authority.

To receive a report from the Chief Fire Officer, which provides an overview of the improvement objectives and an update on the activities to date regarding the Retained Duty System.

The Authority received a report from the Chief Fire Officer (item 13 in the Minute book) with an update on the Retained Duty System (RDS).

The areas of focus for the project were highlighted as in paragraph 4 of the report and it was confirmed that Councillor David Simpson was the RDS Champion for the Authority. Independent guidance had been sought on what improvements could be made and the positive impacts on staff. Regular updates took place between Councillor Simpson and officers on visits and discussions he had had with retained staff, but discretion and privacy was always respected.

Councillor Simpson was thanked for his work on the project and the Authority acknowledged a further update coming back through the performance report.

RESOLVED

Plans and progress with supporting the Retained Duty System were noted by Hampshire Fire and Rescue Authority.

To resolve that the public be excluded from the meeting during the

following items of business, as it is likely, in view of the nature of the

business to be transacted or the nature of the proceedings, that if

members of the public were present during these items there would be

disclosure to them of exempt information within Paragraph 3 of Part 1 of

Schedule 12A to the Local Government Act 1972, and further that in all

the circumstances of the case, the public interest in maintaining the

exemption outweighs the public interest in disclosing the information, for

the reasons set out in the reports.

To resolve that the public be excluded from the meeting during the following items of business, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during these items there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons set out in the reports.

To review the exempt minute from the September Full Authority meeting.

The exempt Minute from the September 2018 Full Authority meeting was approved.

To consider an exempt report from the Director of Human Resources regarding a local pay award.

The Authority considered an exempt report from the Director of Human Resources regarding the Principal Officer Local Pay Award…[SEE EXEMPT MINUTE].