Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Jason Fazackarley and Councillor Geoff Hockley. Michael Lane, PCC also sent apologies for the meeting.

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 that where they believed they had a Disclosable Pecuniary Interest in any matter considered at the meeting they must declare that interest at the time of the relevant debate and, having regard to the circumstances described in Part 3, Paragraph 1.5 of the County Council's Members' Code of Conduct, leave the meeting while the matter was discussed, save for exercising any right to speak in accordance with Paragraph 1.6 of the Code. Furthermore Members were mindful that where they believed they had a Non-Pecuniary interest in a matter being considered at the meeting they considered whether such interest should be declared, and having regard to Part 5, Paragraph 2 of the Code, considered whether it was appropriate to leave the meeting whilst the matter was discussed, save for exercising any right to speak in accordance with the Code.

To confirm the minutes of the previous meeting

The minutes of the last meeting were reviewed and agreed.

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

There were no deputations for meeting.

To receive any announcements the Chairman may wish to make.

The Chairman updated Members on the Wholetime firefighter graduation on 11 October and also HFRS’ support of National Inclusion week, which includes Black History month, launching at St Mary’s fire station on 26 September. HFRS also welcomed Saudi Arabia’s Civil Defence to SHQ to learn more about the Service and its operations.

The Chairman also announced the planned early retirement of Geoff Howsego. Geoff would continue to lead on work in delivering the Combined Fire Authority (CFA) and until May 2020. The Chairman and Chief Fire Officer thanked Geoff for his hard work and lead on the CFA project.

To receive any updates from Members of the Authority

The Chairman confirmed that LGA Fire Authority training was available to Members on Tuesday 26 November and the Full Authority away day was to take place on Tuesday 1 October.

Councillor Price updated Members on his attendance at the first People Engagement meeting from the National Fire Chief Council. There were discussions regarding apprenticeships within the Fire Service as well as the Service’s involvement around building regulations and planning, which at the moment was at a later stage in the process and arguably less impactful. Councillor Price also attended the LGA Fire conference a few days previous and felt that a too much of the agenda scheduled for the day was overlooked. Further discussions would be had at APAG.

Councillor Vaughan confirmed his attendance at the Hartley Wintney Fire Service open day, which was very popular and well received by the local residents.

Councillor Simpson confirmed his attendance at a Yateley Fire Service charity event that had been a great success and well supported. Councillor Simpson had continued further work as the Retained Firefighters Champion and was pleased to confirm progress around second appliances being sent out to incidents with a Commander already being on site. There was also work being done to improve the accessibility of training with more being done online as opposed to at Headquarters.

Councillor Mintoff confirmed her attendance at the Princes Trust presentation and recommended Fire Authority Members attend whenever the opportunity.

To receive a report and presentation on behalf of the Chief Fire Officer regarding the Ocado fire that took place in February 2019.

The Authority received a report and presentation regarding the Ocado Fire that occurred in February 2019 (item 7 in the minute book).

The report and presentation covered experiences and lessons gained from the incident, which lasted four days. The technology, cause of the fire and how and where it occurred made it the largest scale and most complicated incident that the Service had dealt with.

Members were taken through the four day period and the steps undertaken at each stage. In total, seven different Fire and Rescue Services were involved, with up to 20 appliances at the scene.

As complications with the integrity of the roof and risks around ammonia became apparent on the second day, a major incident was declared and local residents were evacuated from the area. Once the ammonia had been removed and the area had been secured on day three, the severity of the incident was lessened again.

The Authority was shown a map with the resource footprint required for the incident, which extended to beyond the County boundary and the different organisations were thanked again for their support. Over 100 hours of debriefing had taken place since the incident with three key areas of learning being focussed on:

·         The importance of developing Firefighter technologies to keep up to date with advancing technology nationally and particularly in the commercial sector;

·         The scale and duration of the incident (particularly around water resources) and maintaining a ‘business as usual’ service throughout; and

·         Looking further at discussions around building regulations and earlier consultation with planning considerations.

Members agreed that there was a lot of learning to be taken from the incident and the Chief Fire Officer enforced the importance of finding a balance with early involvement with planning and building regulations. Ocado had been very cooperative with investigations and due to there not being a change of use, there had been no requirement for an inspection when they took over the building.

RESOLVED:

a)    The contents of the report and presentation were noted by Hampshire Fire and Rescue Authority.

b)    That the Chief Fire Officer be delegated to share the presentation and further learnings from the Ocado incident with other organisations and interested parties as appropriate.

To consider a report from the Chief Fire Officer, which seeks approval to create a joint Integrated Risk Management Plan (IRMP) for both Hampshire Fire and Rescue Authority (HFRA) and the Isle of Wight Council (IWC).

The Authority considered a report from the Chief Fire Officer (item 8 in the minute book) regarding the Integrated Risk Management Plan (IRMP) consultation document, which was seeking approval to create a joint Integrated Risk Management Plan (IRMP) for both Hampshire Fire and Rescue Authority (HFRA) and the Isle of Wight Council (IWC).

It was felt that in anticipation of the Shadow Authority commencing in spring 2020, it was sensible to combine the IRMP’s, and this proposal had already been approved by IWC. This was especially important as Delivery Plans going forward would originate from the content within the IRMP.

The proposed timeline on page 27 of the pack was highlighted and Members were encouraged to share the consultation and recommend that constituents take part. Whilst the formal name of the document was not clear to the public, this could be changed to something more relatable once approved in principal.

Members noted that the light grey font in the introduction of the plan was difficult to read and recommended this be altered in the final version. Reference to “March 2019” on Page 114 would also be amended.

RESOLVED:

a)    Following agreement by Isle of Wight Council, Hampshire Fire and Rescue Authority approved Option 1 of the report, namely to consult with relevant stakeholders on the draft joint IRMP for IWC and HFRA attached to this report.

b)    Authority was delegated to the Chief Fire Officer to make any necessary minor amendments to the consultation documentation and to make arrangements for the consultation to take place.

To receive a report from the Chief Fire Officer, which asks the Authority to note the Health and Safety report for 2018-19.

The Authority received a report from the Chief Fire Officer (item 9 in the minute book), which asked Members to note the Health and Safety Annual Report.

The health and safety of staff was a primary concern and focus for the Fire Service.  It was noted that ‘near miss’ incidents and ‘cause for concern’ categories had increased, meaning that there was more awareness around risks and incidents and in future further work could be done to minimise the risks.

Members requested more granulated detail in the report going forward.

RESOLVED:

The Annual Health and Safety Report presented was noted by Hampshire Fire and Rescue Authority.

To receive a report from the Chief Fire Officer, which provides an update on progress against the Strategic Risk Register, as agreed by HFRA on 13 February 2018, for Members’ comment and noting.

The Authority considered a report from the Chief Fire Officer (item 10 in the minute book)  which updated Members on progress against the Strategic Risk Register, as agreed by HFRA on 13 February 2018.

It was confirmed that a revised Risk Register was being proposed to accommodate the new Integrated Risk Management Plan for the Combined Fire Authority, and also set out the context and principles behind the change in risk management policy to be brought forward later in the year.

The highest risks established were around finance and crewing, but there were mitigations already in place and therefore they were not too much of a concern.

RESOLVED:

a)    The update of the Strategic Risk Register was approved by the Hampshire Fire and Rescue Authority;

b)    Hampshire Fire and Rescue Authority requested the Chief Fire Officer to review the current risk management arrangements and to report back to the Fire Authority in February 2020.

To consider a report from the Committee Clerk, which seeks approval for the appointment to a vacancy on the Hampshire Firefighters’ Pension Board.

The Authority were asked to consider a recommended appointment to the Hampshire Firefighters Pension Board (item 11 in the minute book).

The Authority was asked to appoint a new scheme member representative to the vacancy that exists for a four-year term, in line with the Board’s Terms of Reference.

Members were happy with the report and proposals and had no questions regarding the exempt appendix attached to the report (item 15 in the minute book).

RESOLVED:

The Authority appointed Richard Scarth to the vacant “scheme member” position on the Hampshire Firefighters’ Pension Board.

To receive the minutes from the 16 July 2019 Stakeholder Committee meeting and consider the recommendation to the Authority.

The Authority received the open minutes from the Stakeholder Committee meeting that took place on 16 July 2019 (item 12 in the minute book). The minutes were noted and there were no questions.

To receive the minutes from the Standards and Governance meeting, which took place on 23 July 2019.

The Authority received the open minutes from the Standards and Governance Committee meeting that took place on 23 July 2019 (item 13 in the minute book). The minutes were noted and there were no questions.

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.

It was resolved that the public be excluded from the meeting during the

following items of business, as it was 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 the items there would be

disclosure to them of exempt information within Paragraph 5 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 receive the exempt appendix to Item 11 on the agenda; Appointment to Hampshire Firefighters Pension Board.

The Authority considered the exempt appendix (item 15 in the minute book) along with item 11 on the agenda. The appendix was approved.

To receive the exempt minutes from the 16 July Stakeholder Committee meeting.

The Authority received the exempt minutes from the Stakeholder Committee meeting that took place on 16 July 2019 (item 16 in the minute book).

The Chairman of the Stakeholder Committee confirmed that the Committee was still getting established and the affects on the budget will become clearer as the Committee and processes are more embedded. New Directors were currently being sought and an update would come to Committee following appointment.

To approve the exempt minute from the 17 July Full Authority meeting.

The Authority received the exempt minute from the Full Authority meeting that took place on 17 July 2019.

Under matters arising it was noted that there was continuing progress around the Station Investment Programme and a further update would go to the December 2019 Full Authority meeting.