Meeting documents

To elect a Chairman for 2017/18

(Director of Legal and Governance presiding)

It was proposed and seconded that Councillor Reed be elected Chairman of the Fire Authority for 2017/18.

RESOLVED –

That Councillor Reed be elected Chairman of the Authority for

2017/18.

(Councillor Reed in the Chair)

To appoint a Vice-Chairman for 2017/18

It was moved and seconded that Councillor McDonald be appointed Vice-Chairman of the Fire Authority for 2017/18.

RESOLVED –

That Councillor McDonald be appointed Vice-Chairman of the Authority for 2017/18.

To approve, and sign as a correct record the Minutes of the meeting of the Fire Authority held on 15 February 2017 (Item 4)

Subject to the following amendments to the Minutes of the meeting held on 15 February 2017:

FA43 Executive Committee on 10 May 2017 not 14 March 2017.

RESOLVED –

That the Minutes of the meeting of the Fire Authority held on 15 February 2017, be approved and signed by the Chairman as a correct record.

To receive the Chairman’s announcements (if any).

The Chairman wished to put on record his thanks from the Fire Authority to the previous Chairman Adrian Busby. The Chairman would write to Adrian Busby on behalf of the Fire Authority.

The Chairman welcomed the new Members, Councillors Arif Hussain, Niknam Hussain, Paul Irwin, Luisa Sullivan and Alan Walters MBE from Buckinghamshire County Council and Councillor Douglas McCall from Milton Keynes Council to the Authority.

The Chairman advised new Members that an Induction Day together with a tour of Aylesbury Fire Station on Monday 24 July 2017 had been arranged for them and that they should all attend.

The Chairman recommended that Members should undertake Fire Station visits and to contact the Democratic Services Officer in the first instance to organise.

Further Chairman’s Announcements had been circulated in advance.

The Chairman advised that he had agreed that the meeting should consider as a late urgent item a letter received from the Deputy Police and Crime Commissioner addressed to the Chief Fire Officers of the three Thames Valley Fire and Rescue Services. The reason for urgency being that the letter was received on 31 May 2017 and requested a response by Friday 9 June 2017. The Chief Fire Officer had felt that a response should only made after the Authority had had the opportunity to comment on the proposals contained in the letter.

Under the Buckinghamshire Fire Services (Combination Scheme) Order 1996 Part III paragraph 12 – Each constituent authority shall, so far as is practicable, appoint such number of representatives to be members of the Authority as is proportionate to the number of local government electors in its area in relation to the number of such electors on the other constituent authority’s area.

The electorate for Buckinghamshire County Council is 391,236 as at 1 December 2016 (Office for National Statistics, 16 March 2017) 67.3% (375,790 as at 1 December 2015, Office for National Statistics). The electorate for Milton Keynes Council is 189,986 as at 1 December 2016 (Office for National Statistics, 16 March 2017) 32.7% (179,328 as at 1 December 2015, Office for National Statistics).

Total Number of Members  :                                               17

Buckinghamshire                391,236          (67.3%)          11        Members       

Milton Keynes                      189,986          (32.7%)            6        Members

This equates to Authority Membership for Buckinghamshire County Council 11 Members and Milton Keynes Council 6 Members.

To note that the Constituent Authorities have appointed the following Members to serve on the Fire Authority for 2017/18:

Buckinghamshire County Council (11)

Councillors Carroll, Glover, A Hussain, N Hussain, Irwin, Lambert, Reed, Sullivan, Teesdale, Walters MBE and Watson

Milton Keynes Council (6)

Councillors Brunning, Exon, Marland, McCall, McDonald and Wilson

The Authority noted that the following Members had been appointed by the Constituent Authorities to serve on the Fire Authority for 2016/17:

Buckinghamshire County Council (11)

Councillors Carroll, Glover, A Hussain, N Hussain, Irwin, Lambert, Reed, Sullivan, Teesdale, Walters MBE and Watson

Milton Keynes Council (6)

Councillors Brunning, Exon, Marland McCall, McDonald and Wilson

(a)       Local Government and Housing Act 1989 and Local Government (Committees and Political Groups) Regulations 1990.

The Authority is required by the above Regulations to review the basis of allocation of seats amongst the Political Groups either at its Annual Meeting, or as soon as practicable thereafter, or following a change in its Membership.  In making its review, the Authority is required, so far as reasonably practicable, to comply with the following principles:

(i)            Not all seats on each Committee are to be allocated to the same Group.

(ii)          The majority of seats is to be allocated to a particular Group if the number of persons belonging to that Group is a majority on the Authority.

(iii)         Subject to the above paragraphs, the number of seats on the Committees allocated to each Group should bear the same proportion to the total of all the seats on the Committees as that borne by the number of Members of that Group to the Membership of the Authority.

(iv)       Subject to paragraphs (i) to (iii) above, that the number of the seats on the body which are allocated to different political groups bears the same proportion to the number of all the seats on that body as is borne by the number of members of that group to the membership of the authority.

Subject to formal notification of the Membership of each Political Group, the allocation of seats on the Authority is as follows:

Conservative Group:                                   11 seats         (64.71%)

Liberal Democrat Group:                            4 seats           (23.53%)

Labour Group:                                              2 seats           (11.76%)

The above Regulations, with the Authority’s Scheme of Delegation, require a notice in writing to be delivered to the Authority’s Monitoring signed by two or more Members of the Authority to establish a Political Group. 

The Authority is asked to note the report.

Contact Officer:        Katie Nellist (Democratic Services Officer) – 01296 744633

Background papers:            None.

(b)       Committee Appointments

To consider making appointments to the Authority’s committees. The membership of the Executive and the Overview and Audit committees is required to be mutually exclusive.

Executive Committee

The Authority is asked to make appointments to the Executive Committee in accordance with the wishes of the respective Political Groups (8 Members)

It is recommended that the seats should be allocated as follows:

Conservative - 5

Liberal Democrat – 2

Labour - 1

Overview and Audit Committee

The Authority is asked to make appointments to the Overview and Audit Committee in accordance with the wishes of the respective Political Groups (9 Members).

It is recommended that the seats should be allocated as follows:

Conservative - 6

Liberal Democrat - 2

Labour – 1

Contact Officer:        Katie Nellist (Democratic Services Officer) – 01296 744633

Background papers:            None.

(a)     Local Government and Housing Act 1989 and Local Government (Committees and Political Groups) Regulations 1990

The Authority noted that the allocation of seats on the Authority was:

(i)   Conservative Group:       11 seats            (64.71%)

(ii)  Liberal Democrat Group:4 seats              (23.53%)

(iii) Labour Group:                 2 seats              (11.76%)

 (b)       Committee Matters – Committee Appointments

             RESOLVED -

That the following Committees be appointed and seats    allocated, as follows:

(a) Executive Committee (8 members):

(i)      Conservatives – 5 seats

(ii)     Liberal Democrats – 2 seats

(iii)    Labour – 1 seat

 (b) Overview and Audit Committee (9 members):

(i)      Conservatives – 6 seats

(ii)     Liberal Democrats – 2 seat

(iii)    Labour – 1 seat

1.       That the following Members be appointed to the Executive Committee:

Councillors Carroll, Lambert, Marland, McCall, McDonald, Reed, Sullivan and Walters MBE

2.       That the following Members be appointed to the Overview and Audit Committee:

Councillors Brunning, Exon, Glover, A Hussain, N Hussain, Irwin, Teesdale, Watson and Wilson

Fire Authority

Wednesday 18 October 2017                    at 11.00am

Wednesday 13 December 2017                at 11.00am

Wednesday 14 February 2018                  at 11.00am

Wednesday 13 June 2018                         at 11.00am

Executive Committee

Wednesday 12 July 2017                           at 10.00am

Wednesday 20 September 2017               at 10.00am

Wednesday 22 November 2017                at 10.00am

Wednesday 7 February 2018                    at 10.00am

Wednesday 14 March 2018                       at 10.00am

Wednesday 9 May 2018                             at 10.00am

Overview & Audit Committee

Wednesday 26 July 2017                           at 10.00am

Wednesday 15 November 2017                at 10.00am

Wednesday 7 March 2018                         at 10.00am

The Authority considered possible dates for its meetings and meetings of its committees during 2017/18.

RESOLVED –

1. That meetings of the Authority be held on Wednesday 18 October 2017, 13 December 2017, Wednesday 14 February 2018 and Wednesday 13 June 2018, all at 11 a.m.

2. That meetings of the Executive  Committee be held on Wednesday 12 July 2017, Wednesday 20 September 2017, Wednesday 22 November 2017, Wednesday 7 February 2018, Wednesday 14 March 2018 and Wednesday 9 May 2018, all at 10 a.m.

3. That meetings of the Overview and Audit Committee be held on Wednesday 26 July 2017, Wednesday 15 November 2017, and Wednesday 7 March 2018, all at 10 a.m. (with the exception 26 July 2017 at 2 p.m.)

(a)       Local Government Association Annual Conference

To appoint 1 Member to attend as the Authority’s representative at the Local Government Association’s Annual Conference.

(b)       Local Government Association Fire Commission

To appoint 1 Member and Standing Deputy to represent the Authority at the Local Government Association’s Fire Commission.

(c)        Local Government Association Annual Fire Conference

To appoint 1 Member to attend as the Authority’s representative at the Local Government Association’s Annual Fire Conference.

(d)       Combined Fire Authorities Conference

To appoint 1 Member to attend as the Authority’s representative at the Combined Fire Authorities Conference.

(e)       Thames Valley Fire Control Service – Joint Committee

(i)         To appoint 2 Representatives to the Thames Valley Fire Control Service – Joint Committee.

(ii)        To nominate 2 substitute members to the Thames Valley Fire Control Service – Joint Committee (in the event the 2 representatives are unable to attend).

The Authority considered the appointment of representatives to outside bodies:

RESOLVED –

1.            That Councillor Reed be appointed as the Authority’s representative (and Councillor McDonald as the Standing Deputy) to the Local Government Association Annual Conference.

2.            That Councillor Reed be appointed as the Authority’s representative (and Councillor McDonald as the Standing Deputy) to the Local Government Association Fire Commission.

3.            That Councillor Reed be appointed as the Authority’s representative (and Councillor McDonald as the Standing Deputy) to the Local Government Association Annual Fire Conference.

4.            That Councillor Reed be appointed as the Authority’s representative (and Councillor McDonald as the Standing Deputy) to the Combined Fire Authorities Conference.

5.            That Councillors Reed and Carroll be appointed as the Authority’s representatives on the Thames Valley Fire Control Service – Joint Committee.

6.            That Councillors McDonald and Walters MBE be nominated as substitute members on the Thames Valley Fire Control Service – Joint Committee.

To consider the amendment of Lead Member Responsibilities and the creation of a new Lead Member role; and to appoint Members to those roles.

The Lead Member Responsibilities for 16/17 were follows:

To change, for 17/18, to:

It is recommended that:

1. the respective areas of responsibility for Lead Member Responsibilities be approved;

2. the role description of a Lead Member approved by the Authority at its meeting on 8 June 2007 [minute FA 13] (Page 10) be noted; and

3. appointments to each of the Lead Member roles be made.

Contact Officer:        Katie Nellist (Democratic Services Officer) – 01296 744633

Background Papers:           None

The Authorityconsidered the amendment of Lead Member Responsibilities and the creation of a new Lead Member role; and to appoint Members to those roles.

The Lead Member Responsibilities for 16/17 were follows:

 To change, for 17/18, to:

A Member asked a question regarding entitlement to more than one Special Responsibility Allowance (SRA) and was advised that the Members’ Scheme of Allowances 2017/18 allowed for a Lead Member to claim a Lead Member’s allowance in addition to one other SRA payable.

RESOLVED –

1.   that the respective areas of responsibility for Lead Member Responsibilities be approved;

2.   that the role description of a Lead Members approved at its meeting on 8 June 2007 (minute FA13) be noted;

3.   that Members be appointed as Lead Members for 2017/18 as follows:         

To consider Item 14

The Head of Service Delivery introduced the report and advised Members that the Service has had an Urban Search and Rescue (USAR) capability since 2006. This was one of a number of national capabilities developed and delivered in 2006-2007, and subsequently reviewed in 2014, when a Concept of Operations (ConOps) was introduced which set a bench mark for USAR team requirements and performance measures. The major change to the USAR capability provision was that each USAR team must have its own search dog capability.

The Head of Service Delivery advised Members that the current capability was delivered through a Memorandum of Understanding (MOU) with Hampshire Fire and Rescue Service, which was due to end on 1 February 2019. The Service was funded for this capability through a Section 31 grant for approximately £900k. The Service should be looking to have its own dog as if it doesn’t commit to this capability, it may leave itself vulnerable to any subsequent Government review. This proposal was to invest to secure the future of the unit.

Group Commander Gary Taylor advised that for those Members not familiar with the Urban Search and Rescue Team, they were operational firefighters based here in Aylesbury, who crew the fire appliances but have a dual role as USAR technicians.

A Member asked if one dog was enough and was advised that as part of the ConOps the 20 Government funded USAR teams from across the UK were grouped into four zones, each comprising of five teams. Buckinghamshire had been placed in Zone 2 with Norfolk, Essex, West Midlands and Leicestershire. Each team would have a dog and would liaise with each other to provide cover when required.

A Member asked how often the Authority had used the Hampshire Fire and Rescue Service dog and was advised that it had been used most recently at a house explosion in Oxfordshire in February 2017 and the Didcot Power Station incident in February 2016.

A Member asked if the Authority paid Hampshire for the use of the dog and was advised that the Authority pay approximately £6k per year as part of the MOU.

A Member asked if the dog was not going to be used that often, what other benefit would it give to the Service and was advised that consistent with the principles of the duty to collaborate, capability could be developed to allow for multi-agency work with Police Search Teams to search for high risk missing persons such as dementia sufferers, vulnerable adults and children.

RESOLVED –

1.            that the move to an In-Service USAR canine capability be implemented to become effective no later than 1 February 2019.

2.            that the current MOU be terminated once the In-Service USAR capability is effective.

3.            that an internal recruitment process for a suitable dog handler be undertaken.

4.            that a suitable dog be procured.

5.            that a suitable converted vehicle be procured.

6.            that the Capital funding of £36,500 to procure the canine, vehicle, kennels and equipment  ...  view the full minutes text for item 14.

To consider Item 15

The Head of Service Delivery advised Members that during the last period of Industrial Action in 2013/14 documents were created and actions were recorded but there was no formal guidance written specifically relating to maintaining business continuity. This document had been created and had been updated to reflect changes implemented by the Trade Union Act 2016.

Members had an in-depth discussion on secondary employment and partial performance during industrial action.

Councillor Marland moved the following recommendation which was seconded by Councillor McCall:

That the wording on 8.2 be changed from ‘where permission has been withdrawn, after each period of IA, employees who have taken part in IA will have to reapply via normal procedures, for permission to resume secondary employment’ to ‘where permission has been withdrawn, after each period of IA, it will be reapplied’

On being put to the vote the recommendation was declared lost.

RESOLVED –

1.            that the Business Continuity during Industrial Action Guidance Document be approved; and

2.            that it be noted that in approving the Guidance Document the Authority endorses that it shall always require a union to provide no less than 14 days’ notice of intended industrial action.

To consider Item 16

After a short discussion Officers withdrew the report to be resubmitted to Members at the next Fire Authority meeting on 18 October 2017.

To consider Item 17

The Head of Human Resources and Organisational Development advised Members that people were an important asset and resource for the Authority and that there were serious choices to be made as to how the Authority invests in the future and how it communicates and engages with staff. Some Members may recall that the People Strategy was approved by the Executive Committee at its meeting on 3 February 2016. The aim last year was to produce a modern and interactive strategy that allowed staff across the service to have real examples of initiatives and to show how progressive the Authority’s approach was.

The Head of Human Resources and Organisational Development advised Members that much of the development work had been completed through a task and finish approach which allowed staff outside of Human Resources to work on projects whilst being paid extra for their time and also allowed them to get involved in areas where they would normally otherwise not touch, which offered a great development opportunity. The contribution from staff under task and finish had been invaluable.

Station Commander Charlie Turner and Crew Commander Adam Burch gave Members an electronic demonstration of the People Strategy.

A Member asked if the People Strategy could be shared and it was agreed that a link would be provided for Members.

RESOLVED –

That the Service’s People Strategy 2016 to 2020 main developments and achievements to date, set out in Annex A and the employee engagement outcomes in Annex B be noted.

The Chief Fire Officer advised Members that the purpose of this late item was to bring to Members’ attention a letter sent to the Chief Fire Officers of the three Thames Valley Fire and Rescue Services by the Thames Valley Deputy Police & Crime Commissioner received 31 May 2017, requesting a response by Friday 9 June 2017 and to seek direction from the Authority to the Chief Fire Officer for an appropriate response. The letter also asked the Authority to contribute financially for the work, although there was no budget for the work and there were no costings as to how much this would cost the Authority.

Members discussed the letter and the brief for consultative services to assess the scope for further police and fire and rescue collaboration and integration. Members were also concerned that as it was half way through the financial year, no budget had been allocated for this work and it did not take into account the budgets for each Authority when it suggested that they each paid an equal share.

The Chief Fire Officer advised Members that a lot of collaboration already took place, and indeed the Authority already shared premises with Thames Valley Police at Broughton Fire Station and was in discussions on various other locations. The Authority had also signed up to a Memorandum of Understanding (MoU) which encouraged collaboration and no decision could be made by the Authority, or one of its Committees, without the principles of collaboration having first been taken into account.

Members requested to receive a report about the aspects of collaboration at the next meeting of the Authority on 18 October 2017. It was also agreed that the Chief Fire Officer would invite the Police & Crime Commissioner to attend this meeting.

A Member asked if the Police & Crime Commissioner (PCC) could impose a change of governance on the Authority and was advised that the legislation was drafted in such a way that imposition was not the approach; it would be necessary for the PCC to prepare a business case with the assistance of the three fire and rescue authorities and the final arbiter of the business case would be the Home Secretary.

A Member asked if the PCC was under a statutory duty to undertake this exercise and was advised that this was not the case; the PCC was given an enabling power to undertake the preparation of a business case. A separate duty does arise, although related, and that was the duty on blue light services to consider if it is in the interests of efficiency and effectiveness and public safety to collaborate with other blue light services.

RESOLVED –

That the CFO be delegated to respond in writing to the Office of the Thames Valley Police & Crime Commissioner in consultation with the Chairman, taking into account the views of the Authority Members.

            (Councillor Wilson left the meeting)

To consider excluding the public and press representatives from the meeting by virtue of Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, as Annex 2 contains information relating to the financial or business affairs of any particular person (including BMKFA); and on these grounds it is considered the need to keep information exempt outweighs the public interest in disclosing the information:

RESOLVED -

By virtue of Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, as Annex 2 contains information relating to the financial or business affairs of any particular person (including BMKFA); and on these grounds it is considered the need to keep information exempt outweighs the public interest in disclosing the information.

To consider Item 19

The Deputy Chief Fire Officer advised Members that this particular concept of an emergency service or blue light hub was something that for many years had been an aspiration of the Authority in respect of putting its communities at the heart of everything it strived to achieve in making Buckinghamshire and Milton Keynes the safest places to live, work and travel.

The Deputy Chief Fire Officer advised Members that this project effectively brought the three blue light emergency services from five sites across Milton Keynes into one state of the art hub that would serve the communities for decades and even generations to come. In 2014 the Authority seized upon the opportunity presented to it by Government in the shape of a transformation fund that was made available for transformational projects with the emphasis upon collaboration with other blue light services. To this end, the Authority developed a bid in conjunction with Thames Valley Police, initially in order to meet the tight Government timescales but it was always the intention to broaden this out to involve South Central Ambulance Service (SCAS) so all three services could come together.

The Deputy Chief Fire Officer advised Members that there were many inherent benefits that would improve the service to the public:

• Operational benefits – the service already works very closely with its partners, but this makes those arrangements far more efficient.

• Ability to train more closely and frequently together.

• Sharing of information and data in respect of community safety issues and of course recent events have again highlighted the importance of the prevent agenda in respect of radicalisation.

(Councillor Brunning left the meeting)

The Director of Finance and Assets advised Members that the main purpose of the report today was to update Members on the outcome of the recent tender exercise held in respect of the construction contract for the Blue Light Hub in Milton Keynes. The recent procurement exercise had not produced a compliant bid. Research had been undertaken as to why this was and although the Government had said all major public sector projects should be Building Information Model (BIM) compliant, the construction market, in particular contractors and suppliers were not ready for it. Although a change of strategy in respect of the procurement process is recommended within this report, the BIM methodology was intended to remain in place to continue to drive the procurement process.

The Director of Finance and Assets advised Members there were a number of salient points, and one of which was affordability. The proposal is designed to ensure that the project remains affordable to the Authority and will allow other vital investment to continue e.g. vehicles and equipment.

The Director of Finance and Assets updated Members on the position with South Central Ambulance Service (SCAS) and Thames Valley Police (TVP). SCAS would be combining their operations from Bletchley and Milton Keynes Hospital and including their patient transport services all on the one site. The TVP presence was slightly smaller but essential, as funding came with  ...  view the full minutes text for item 19.