Agenda and draft minutes

To receive any apologies for absence.

Apologies were received from Councillor Jason Fazackarley.

Neil Odin and Michael Lane also sent apologies for the meeting.

The Chairman also took the opportunity to welcome Councillor Dave Stuart from the Isle of Wight Council.

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.

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

There were no deputations for this meeting.

To receive any announcements the Chairman may wish to make.

The Chairman updated Members on the Integrated Risk Management Plan for 2020 – 2025 public consultation, which closed on the 24th November and had received over 806 responses from across the county.

It was also reported that the Government had invited the National Fire Chiefs Council (NFCC) Chair Roy Wilsher, to Chair a new Protection Board. The Board consisted of senior representatives from the Home Office, the Ministry of Housing, Communities and Local Government (MHCLG), the NFCC and the Local Government Association (LGA).

Regarding Grenfell Inquiry, the Phase 1 report was published 30 October 2019 and details the events that took place on the night of the fire. Phase 2 of the public enquiry is expected to commence early 2020 and should examine the circumstances and the causes that preceded the events that took place on the night. The Chairman passed on condolences on behalf of Hampshire and Isle of Wight Fire and Rescue Services to the bereaved, survivors and families of those affected by the tragedy.

The Chairman also thanked Councillor Tig Outlaw, who had stepped down from his position as a Cabinet Member for Community Safety and Public Protection on the Isle of Wight Council for his hard work and support whilst everyone moved towards the creation of a combined fire authority covering Hampshire and the Isle of Wight.

To receive any updates from Members of the Authority

During Member Developments, the Authority agreed it would be beneficial to discuss the LGA training received on 26 November 2019 at an upcoming APAG meeting. It was also confirmed that a private briefing would be arranged for Members around security following the London Bridge incident.

Councillor Vaughan confirmed he would be attending a Prince’s Trust event in 19 December and Councillor Price updated Members on his attendance at an engagement forum in November, which will meet every 3-4 months going forward.

To consider a report from the Chief Fire Officer, which asks the Authority to approve the Annual Statement of Assurance for 2018/19.

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

It was anticipated that this would in future be brought forward at the start of the financial year along with the Annual Governance Statement and other key documents.

During questions from Members, it was confirmed that a reference to Armed Forces would be included. On Page 23 it was confirmed that 5 Fire Stations had Wholetime coverage, whereas 8 had Wholetime facilities on one appliance, but backed up with on-call facility. It was agreed that that this be made clearer in the document. On Page 21 of the pack, it was noted that ‘Service’ would be removed from ‘Hampshire and Fire Rescue Service Authority’.

The Pay Multiple was the difference between the lowest paid and highest paid member of staff.

RESOLVED:

Subject to the minor amendments discussed at the meeting, the Annual Statement of Assurance for 2018/19 was approved by the Hampshire Fire and Rescue Authority.

To consider a report from the Chief Fire Officer, regarding sets out the risks and benefits of HFRS deploying staff to UKISAR.

The Authority considered a report from the Chief Fire Officer, (item 8 in the minute book) which set out the risks and benefits of HFRS deploying staff to United Kingdom International Search and Rescue (UKISAR).

The UKISAR team was a mixed team from 15 different capabilities across the service and would train together periodically, and whilst there were risks identified (paragraphs 37-40 of the report), it was felt that there were mitigations in place to control these.

Members were happy with the proposals.

RESOLVED:

a)    Hampshire Fire and Rescue Authority approved option (a) that it continues to provide a capability for UK International Search and Rescue from HFRS when requested to do so by Her Majesty’s Government.

b)    Hampshire Fire and Rescue Authority approved maintenance of the appropriate resources to facilitate the required capability to UKISAR; and

c)    Hampshire Fire and Rescue Authority approved procedures formed to deploy; which are outside of HFRA’s statutory duty, being delegated to the Chief Fire Officer.

To consider a report from the Treasurer, which provides an update of the current financial position for the 2019/20 Revenue Budget and an update on the 2020/21 budget setting process.

Councillors Chris Carter and Jonathan Glen declared a non-pecuniary interest as Members of the Hampshire County Council Pension Fund Panel and Board. Councillor Roger Price also declared a non-pecuniary interest as a deputy Member of the Hampshire County Council Pension Fund Panel and Board.

The Authority considered a report from the Treasurer, (item 9 in the minute book) which provided an update to members of the current financial position for the 2019/20 Revenue Budget and an update on the 2020/21 budget setting process.

Members learned that the precept increase was forecast at 1.99%, which was in line with the limits set out in the Spending Round.  Given the continuing uncertain financial future it was recommended in the report that the precept be increased by the maximum allowed in 2020/21. Table 15 was highlighted on Page 43 of the pack as showing the budget monitoring for 2019/20 as of 30 September 2019.

Under reserve funding, it was proposed that an annual contribution of £0.5m be made to the ICT Reserve and depending on the overall budget position for next year that this is built into the revenue budget from 2020/21 onwards, as ICT becomes more important to the operational effectiveness of service.

Looking at the Hampshire Local Government Pension Scheme (LGPS), it was confirmed that initial high level results for the 2019 valuation indicated that for ‘scheduled bodies’, the fund was almost 100% funded following an improvement in investment returns over the period and a slow down in the increases in life expectancy. This would be revaluated in 2022.

During questions from Members it was confirmed that the £240,000 overspend listed in paragraph 16c of the report was primarily down to legislative change for the replacement of tyres on vehicles.

In paragraph 24 of the report it stated the extra costs to the Fire and Rescue Service as a result of the delay with Combined Fire Authority creation. Members queried whether the Service would receive any reimbursement for the extra costs and it was agreed that this would be looked into by the Chief Finance Officer.

RESOLVED:

1) Hampshire Fire and Rescue Authority agreed with the principle of setting the precept at the maximum level without breaching the referendum limit, subject to final decisions by the Authority in February next year.

2) Hampshire Fire and Rescue Authority approved an annual contribution of up to £0.5m into the ICT Reserve dependent on the eventual budget position in February.

3) Additional funding of up to £305,000 was approved from the Transformation Reserve for CFA preparation costs as a consequence of the additional years delay in implementation.

4) The estimated net annual saving arising from the 2019 Pension Fund valuation be contributed to a new Grant Equalisation Reserve in 2020/21 and future years (subject to review following the Spending Review next year)

5) The mid-year review of treasury management activities in Appendix B were noted.

6) Delegated Authority was granted to the Treasurer to make pre-payments of contributions (up to three years’ worth) into  ...  view the full minutes text for item 236.

To consider a report from the Chief Fire Officer, which explores how the Service has performed against a range of operational and corporate health measures, with comparisons made against previous years and to other Fire and Rescues Services or national trends where applicable.

The Authority considered a report from the Chief Fire Officer, (item 10 in the minute book) regarding the Mid-Year Performance report. The report focused on how the Service had performed against a range of operational and corporate health measures, with comparisons made against previous years and to other Fire and Rescue Services or national trends, where relevant and applicable.

It was highlighted that key facts and figures had been summarised on page 75 of the pack but acknowledged that the document would be improved to make it easier to find further details of the statistics listed.

Members learned the importance of consistency in providing reliable data, and more regular data returns going forward would mean that consistency would improve.

The 8/80 response methodology was a traditional way of measuring response times, but it was accepted that understanding the different factors for this had moved on since it was established. Proactive work was being done around response times and the best way forward to analyse and improve ways of working.

Whilst 26% of Green Book staff sickness was related to mental health, there had been a 50% reduction in sickness and this figure was a reflection on staff feeling open in talking about mental health and signing off with mental health related issues, using the support packages made available to them.

RESOLVED:

Hampshire Fire and Rescue Authority noted the performance detailed in Appendix A and welcomed the revised structure and focus of the report, which will continue to be refined moving forward.

To receive the minutes from the Stakeholder Committee meeting, which took place on 25 September 2019.

The Minutes of the Stakeholder Committee on 25 September were received by the Authority and there were no questions.

To receive the minutes from Standards and Governance Committee meeting, which took place on 22 October 2019.

The Minutes of the Standards and Governance Committee meeting on 22 October were received by the Authority and the Chairman of the Committee extended thanks for officers and Members following an increase in the meetings. 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 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 consider an exempt report from the Chief Fire Officer regarding property matters of Hampshire Fire and Rescue Service.

The Authority considered a report from the Chief Fire Officer (item 14 in the minute book) regarding Property Matters [SUMMARY OF EXEMPT MINUTE].

To receive the exempt minutes from the Stakeholder Committee meeting, which took place on 25 September 2019.

The exempt minutes of the Stakeholder Committee meeting that took place on 25 September 2019 were received by the Authority. There were no questions.

To consider an exempt report from the Director of Human Resources regarding the Principal Officer Local Pay Award.

The Authority considered an exempt report from the Director of Human Resources (item 25 in the minute book) regarding the Principal Officer Local Pay Award. [SUMMARY OF EXEMPT MINUTE].