Meeting documents

To elect a Chairman for 2018/19

(Vice Chairman presiding)

It was proposed and seconded that Councillor Reed be elected Chairman of the Fire Authority for 2018/19.

RESOLVED –

That Councillor Reed be elected Chairman of the Authority for

2018/19.

(Councillor Reed in the Chair)

(Councillor Farrow joined the meeting)

To appoint a Vice-Chairman for 2018/19

It was moved and seconded that Councillor McDonald be appointed Vice-Chairman of the Fire Authority for 2018/19.

RESOLVED –

That Councillor McDonald be appointed Vice-Chairman of the Authority for 2018/19.

To approve, and sign as a correct record the Minutes of the meeting of the Fire Authority held on 14 February 2018 (Item 4)

RESOLVED –

That the Minutes of the meeting of the Fire Authority held on 14 February 2018, be approved and signed by the Chairman as a correct record.

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

The Chairman welcomed the new Members, Councillors Charlie Clare and Martin Farrow from Buckinghamshire County Council and Councillors David Hopkins and Andrew Geary from Milton Keynes Council to the Authority.

Chairman’s Announcements had been circulated in advance. 

The Chairman also acknowledged the award given to the firefighters and officers from Buckinghamshire Fire and Rescue Service (BFRS) and partners from the other blue light services for their work following the incident on the M1 in Milton Keynes that claimed the lives of eight people who were travelling in a minibus.  The presentation took place at Aylesbury Crown Court on 5 June at the invitation of the judge who presided at the trial of the criminals responsible for the horrendous event.  A framed citation was accepted by Chief Fire Officer Jason Thelwell on behalf of crews from Broughton, Newport Pagnell, Great Holm, Bletchley and Aylesbury who attended the incident.

A Member extended his thanks to the Fire Authority for the professional way they responded to the flooding in the Milton Keynes area on Sunday 27 May 2018.  A question was raised regarding how the BFRS and the Milton Keynes Council liaise.  Members were informed that the close working was enabled via the Local Resilience Forum.  The Chief Fire Officer suggested that a multi-agency de-brief would be helpful and that BFRS would be happy to participate.

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 397,190 as at 1 December 2017 (Office for National Statistics, 22 March 2018) 67.2% (391,236 as at 1 December 2016, Office for National Statistics). The electorate for Milton Keynes Council is 193,847 as at 1 December 2017 (Office for National Statistics, 22 March 2018) 32.8% (189,986 as at 1 December 2016, Office for National Statistics).

Total Number of Members  :                                               17

Buckinghamshire                397,190          (67.2%)          11        Members       

Milton Keynes                      193,847          (32.8%)            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 2018/19:

Buckinghamshire County Council (11)

Councillors Carroll, Clare, Cranmer, Farrow, Glover, Irwin, Lambert, Reed, Roberts, Teesdale, and Watson

Milton Keynes Council (6)

Councillors Exon, Geary, Hopkins, Marland, McDonald and Wilson

The Authority noted that the following Members had been appointed by the Constituent Authorities to serve on the Fire Authority for 2018/19:

Buckinghamshire County Council (11)

Councillors Carroll, Clare, Cranmer, Farrow, Glover, Irwin, Lambert, Reed, Roberts, Teesdale and Watson

Milton Keynes Council (6)

Councillors Exon, Geary, Hopkins, Marland, 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:                                   12 seats         (70.59%)

Liberal Democrat Group:                            3 seats           (17.65%)

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 Officer 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 - 6

Liberal Democrat – 1

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:       12 seats            (70.59%)

(ii)  Liberal Democrat Group:3 seats              (17.65%)

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

(b)     Committee Matters – Committee Appointments

          RESOLVED-

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

(a)     Executive Committee (8 members):

(i)         Conservatives – 6 seats

(ii)         Liberal Democrats – 1 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

          RESOLVED

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

Councillors Carroll, Lambert, Marland, McDonald, Reed, Roberts, and 2 Conservative Members in accordance with the Group Leader’s wishes.

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

Councillors Cranmer, Exon, Farrow, Glover, Irwin, Teesdale, Watson and Wilson, and 1 Conservative Member in accordance with the Group Leader’s wishes.

It being proposed by Councillor Wilson and seconded it was moved that:

"The Overview and Audit Committee be invited to consider at its first meeting the benefits of appointing a minority Member as its Chairman"

On being put to a vote the motion was declared lost.

Fire Authority

Wednesday 17 October 2018                    at 11.00am

Wednesday 12 December 2018                at 11.00am

Wednesday 13 February 2019                  at 11.00am

Wednesday 12 June 2019                         at 11.00am

Executive Committee

Wednesday 11 July 2018                           at 10.00am

Wednesday 19 September 2018               at 10.00am

Wednesday 21 November 2018                at 10.00am

Wednesday 6 February 2019                    at 10.00am

Wednesday 6 March 2019                         at 10.00am

Overview & Audit Committee

Wednesday 18 July 2018                           at 10.00am

Wednesday 14 November 2018                at 10.00am

Wednesday 8 March 2019                         at 10.00am

The Authority considered proposed dates for its meetings and meetings of its committees during 2018/19.

RESOLVED –

1. That meetings of the Authority be held on Wednesday 17 October 2018, 12 December 2018, Wednesday 13 February 2019 and Wednesday 12 June 2019, all at 11 a.m.

2. That meetings of the Executive Committee be held on Wednesday 11 July 2018, Wednesday 19 September 2018, Wednesday 21 November 2018, Wednesday 6 February 2019 and Wednesday 6 March 2019, all at 10 a.m.

3. That meetings of the Overview and Audit Committee be held on Wednesday 18 July 2018, Wednesday 14 November 2018, and Wednesday 13 March 2019, all at 10 a.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 Claire and Crammer be nominated as substitute members on the Thames Valley Fire Control Service – Joint Committee.

To consider the allocation of Lead Member Responsibilities. The Lead Member Responsibilities are currently as follows:

The Authority is recommended to approve the allocation of Lead Member Responsibilities.

Background Papers:        None

RESOLVED –

1.   that Members be appointed as Lead Members for 2018/19 as follows:    

To consider Item 14

The Deputy Chief Fire Officer introduced the report and informed Members that this was a follow up paper that had been presented at the Authority meeting in February 2018.  The Corporate Planning Manager then advised on changes made in the new report and appendices and the emphasis made in the new Framework on ensuring that the delivery of core functions was not compromised by the provision of ancillary services. 

The Chairman asked if comments submitted by the Authority which had not been responded to by the Home Office should be resubmitted.  Following a discussion the Corporate Planning Manager advised that it would not be productive to do so at this time.

RESOLVED –

That the content of the new National Framework and the Government’s response to the outcomes of the public consultation in relation to the same, be noted.

To consider Item 15

The Director of People and Organisational Development introduced the report and informed Members that it had been three years since the Authority had approved the principles of the Apprenticeship Programme. 

The HR Projects Manager advised on the programme’s progress.  Apprentices now make up 11% of our total headcount and the average age of our operational workforce had gone down from 41 to 39.  In August 2018 the first intake of apprentices, both fire fighters and support staff, would complete their apprenticeships.

In answer to a Member’s question the Chief Fire Officer confirmed that retention of graduate apprentices and firefighters generally was an issue for the Authority especially given house prices in the region and the attraction of London Weighting for firefighters in the south of Buckinghamshire. The Authority faced a lot of competition for its well-trained and highly prized staff.

The Chairman reminded Members that this year’s graduation from the Fire Service College would be held on Thursday 12 July.  The Chairman encouraged all Members to attend if possible and to notify the Democratic Services Officer of their availability for the event. 

The Members congratulated all concerned on the progress made over the last three years. 

RESOLVED –

That the content of the update be noted.

To consider Item 16

The Director of People and Organisational Development introduced the report and the Health and Safety Manager provided an updated on progress made; emphasising that the implementation of the Well-being Strategy would help to provide a holistic overview of the well-being needs of an employee throughout their career in the fire service.  Since January BFRS had been using the College of Policing’s Blue Light Well-being Framework which had been endorsed by the National Fire Chiefs Council. 

In answer to a Member’s question about mental health well-being it was reported that there had been an increase in requests for de-briefing after incidents. 

Members congratulated all involved, including the Lead Member, on work that had been carried out and the way in which it had been implemented.

RESOLVED –

That the report be noted.

To consider Item 17

The Head of Service Delivery introduced the report and the Group Commander, Community & Business Safety Policy updated Members. 

Since the decision in 2016 to offer financial assistance to organisations considering installing sprinklers in domestic premises was taken we have not been successful in match funding any sprinkler installations.  BFRS was in contact with a number of services across the country and hoped to get involved with projects from the beginning at the planning stage.  The Milton Keynes Protection team would be promoting the sprinkler initiative at the National Construction Expo, in Milton Keynes in September. 

The Group Commander, Community & Business Safety Policy was congratulated on the informative report. A Member requested that such a document could be used by Members as a briefing tool for them to extol the benefits of sprinkler installation.

Following a discussion Members asked if the funding had to be matched.  The Head of Service Delivery advised that the match funding was in place to incentivise agencies to fit sprinkler systems but not to fund entire projects.

RESOLVED –

That the content of the update be noted.

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 the report contains information relating to the financial or business affairs of any particular person (including BMKFA); and Paragraph 5 of Part 1 of Schedule 12A of the Local Government Act 1972, as the report contains information in respect of which a claim to legal and professional privilege could be maintained in legal proceedings, 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 the report contains information relating to the financial or business affairs of any particular person (including BMKFA); and paragraph 5 of Part 1 of Schedule 12A of the Local Government Act 1972, as the report contains information in respect of which a claim to legal and professional privilege could be maintained in legal proceedings, 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 Authority considered the report and appendices, details of which were noted in the confidential/exempt minutes.

THE CHAIRMAN CLOSED THE MEETING AT 12:45 PM