Agenda and minutes

To approve, and sign as a correct record the Minutes of the Annual meeting of the Fire Authority held on 14 June 2023.

RESOLVED –

That the Minutes of the meeting of the Fire Authority held on 14 June 2023, be approved, and signed by the Chairman as a correct record.

The Chairman to invite officers to provide verbal updates on any actions noted in the Minutes from the previous meeting.

The Chairman advised that there were the following matters arising from the previous minutes:

FA13 – Equality, Diversity and Inclusion Objectives 2020-2025 Year Three Update - The Chairman asked for a list of identified works needed to upgrade premises in line with EDI objectives – the Deputy Director of Finance and Assets had circulated this list to Members.

The Operational Assurance Improvement Plan which included recommendations from Grenfell and Manchester Arena would be presented at the next Authority meeting in October – This had been deferred to the December Meeting

FA14 - Exploring our Culture - Split  out the two actions from recommendation 4. Review RAG on recommendations 20 and 21. Review narrative and presentational aspects.  The plan had now been updated and furthermore the Service was looking to rollout standardised RAG ratings across all areas following an assurance review undertaken by Internal Audit.

FA16 - Performance Management – Q4 2022/23 - showed that fewer appraisals were completed this year, and a slight improvement in mandatory elearning but still some way to go. The Chairman asked if these could be elevated up as the focus. Also, it was very important to get some climate change metrics in place.  The climate change metrics had been updated for the Q1 report and the Service continued to emphasise the importance of the completion of appraisals and mandatory elearning.

Elearning / Appraisals should be the next key focus. This was a priority for the OD team and 360 appraisals had been completed at SMT level and were currently being rolled out to middle managers.

FA17 - Recent Changes to Fire Safety/Building Safety Legislation and Regulations - Protection workshop hybrid/virtual once new NFCC guidance on enforcement is finalised.

A Member asked if the slides from the presentation by the Group Commander Community and Business Safety Policy to the Annual Meeting could be circulated to Members.

(Councillor Fuller joined the meeting)

Members to declare any disclosable pecuniary interests they may have in any matter being considered which are not entered onto the Authority’s Register, and officers to disclose any interests they may have in any contract to be considered.

None.

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

The Chairman announced that:

Doug Buchanan was attending his first meeting of the Authority since his appointment into the role of Area Commander Protection, Assurance and Development in September 2023. Doug joins from Royal Berkshire Fire and Rescue Service, where he was Head of Response and Resilience. 

Today the Prince of Wales is visiting the Blue Light Hub to highlight the importance of supporting the mental health of emergency responders during the week of World Mental Health Day. The Prince will meet with a group of young people who have recently joined the emergency services. His Royal Highness will hear first-hand from those in the early stages of their careers about the challenges they face. The conversation will be focussed on the vital importance of equipping those working in the emergency services with the skills to help protect their mental health and build their resilience, and will be joined by broadcaster, journalist and psychologist Dr Sian Williams. Supporting the mental health of this community is a cause close to the heart of The Prince of Wales, as he saw first-hand the challenges emergency responders face on a daily basis whilst serving as a pilot with RAF search and rescue and East Anglian Air Ambulance.

Seven Apprentice Firefighters commenced on 29 August and a further eighteen started on 27 September.  This brings the operational establishment to 314, the first time it has been at this level for ten years. The recruitment campaign for eighteen Apprentice Firefighters is open until 5 November to  allow for a more targeted campaign and increased lead time for applications to be submitted. Successful applicants would start in late May 2024.

The service advertised for Crew Commander and Watch Commander transferees and invited three Crew Commanders to the Organisational Development Selection process on 2 October and a Watch Commander to the process on 5 October.

Members will have seen in the news reports that Luton Airport was closed overnight due to a significant fire in one of the short stay multi-story carparks.  Bedfordshire Fire and Rescue Service received calls to a fire involving a car on level three of the multi-storey car park at 8.47pm.

It is believed that the fire started in a vehicle that would have arrived shortly before this time, which rapidly spread to other vehicles and the building, in all affecting over 1200 vehicles and causing significant structural collapse of the car park.

Just after 10pm last night, Thames Valley Fire Control were contacted by Bedfordshire Fire & Rescue Service Control, requesting Buckinghamshire Fire & Rescue Service (BFRS) resources to assist with this declared major incident.

An Aerial appliance supported by a Rescue pump was mobilised from West Ashland and remained on scene for a number of hours, until relieved by the Aerial Appliance from High Wycombe and Rescue Pump from Amersham.  Officers from BFRS were also mobilised to support BFRS resources.

BFRS resources were stood down at around 4am this morning.

At its peak there were 15 Rescue pumps, three aerial appliances and over  ...  view the full minutes text for item 6.

To note that Milton Keynes City Council appointed on 19 July 2023 the following Members to serve on the Authority:

Milton Keynes City Council (5)

From: Councillors Darlington, Exon, Fuller, Hopkins and McLean

To: Councillors Darlington, Exon, Fuller, Khan and McLean

To note that Milton Keynes City Council appointed on 19 July 2023 the following Members to serve on the Authority:

Milton Keynes City Council (5)

From: Councillors Darlington, Exon, Fuller, Hopkins and McLean

To: Councillors Darlington, Exon, Fuller, Khan and McLean

(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)                 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.

(ii)               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.

(iii)              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:                                10 seats             (58.82%)

Labour Group:                                            4 seats               (23.53%)

Liberal Democrat Group:                        3 seats               (17.65%)

The aboveRegulations, with the Authority’s Scheme of Delegation, require anotice in writing to be delivered to the Authority’s Monitoring Officer signed by two or more Membersof theAuthority toestablish 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

Labour - 2

Liberal Democrat – 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 – 5

Labour – 2

Liberal Democrat – 2

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.

             Conservative Group:         10 seats           (58.82%)

             Labour Group:                   4 seats             (23.53%)

             Liberal Democrat Group:  3 seats             (17.65%)

(b)               Committee Appointments

RESOLVED –

That seats to the following Committees be allocated as follows:

Executive Committee (8 Members):

(i) Conservative – 5 seats

(ii)Labour – 2 seats

(ii) Liberal Democrat – 1 seat

Overview and Audit Committee (9 Members):

(i) Conservative – 5 seats

(ii) Labour – 2 Seats

(ii) Liberal Democrats – 2 seats

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

     Councillors Darlington, Fuller, Lambert, Adoh, Hall, McLean, Rouse and Walsh in accordance with the Group Leaders’ wishes.

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

Councillors Bagge, Carroll, Chapple OBE, Hussain, Waite, Khan, Stuchbury, Christensen and Exon in accordance with the Group Leaders’ wishes.

To consider appointing a Vice-Chairman for the remainder of 2023/24.

The Vice Chairman’s responsibilities include supporting the Chairman of the Authority in the discharge of their responsibilities; to deputise for the Chairman of the Authority where necessary, including leading on the Authority’s response to any Government proposals relevant to the responsibilities of the Authority, and any transitions or changes arising from such proposals; to lead on Climate Change and to lead on the Authority’s response to any matters relating to HMICFRS.

It was proposed and seconded that Councillor McLean be appointed Vice-Chairman of the Fire Authority for 2023/24.

RESOLVED –

That Councillor McLean be appointed Vice-Chairman of the Authority for 2023/24.

To consider appointing Members to the following Lead Member roles:

It is recommended that:

1.       Appointments to each of the Lead Member roles be made.

Each having been nominated and seconded it was:

RESOLVED –

That the following Members be appointed as Lead Members for 2023/24 as follows:

Protocol on Member and Officer Relations

“It is recommended that the Protocol on Member and Officer Relations be approved and be recommended to the Authority for adoption.”

The report considered by the Overview and Audit Committee is attached at item 13(a)

(a)        Protocol on Member and Officer Relations

The Director of Legal and Governance advised Members that this report was being presented to the Authority as part of the quadrennial review of the Authority’s Protocol on Member and Officer Relations. The Protocol complements the Authority's Members’ Code of Conduct. The report was recommended by the Overview and Audit Committee, and was reviewed by employee representatives via the Joint Consultation Forum at its meeting on 1 March 2023 who were in agreement that the Protocol should include reference to the five ethical principles from the Core Code of Ethics for Fire and Rescue Services, which were also subsequently incorporated into the updated employee Code of Conduct 2023 when approved by the Executive Committee at its meeting on 22 March 2023.

RESOLVED –

That the Protocol on Member and Officer Relations be approved for adoption.

2025-30 CRMP Listening and Engagement Consultation Outcomes

“That the report be submitted to 11 October 2023 Fire Authority meeting for information and noting”.

The report considered by the Executive Committee is attached at item 13(b).

(b)       2025-30 CRMP Listening and Engagement Consultation Outcomes

The Corporate Planning Manager advised Members that this Consultation was carried out as part of wider consultation and engagement activities with other key stakeholders, including the Authority’s own staff and partner organisations, the findings from which would be included in summary form in the draft CRMP ahead of the formal public consultation stage.

Officers carried out initial consultations at an early stage in the CRMP development process in order to comply with the National Framework and Fire Standard requirements and, also, those long established by the Gunning Principles, as they set out the legal tests that define what constitutes a legitimate consultation. Including, for example, that proposals were consulted on when they were still at a formative stage, to ensure that decisions had not been subject to pre-determination; and, that there was sufficient information to enable intelligent consideration resulting in an informed response.

These requirements tend to favour qualitative methods of consultation when dealing with complex issues, hence the use of independently and expertly facilitated focus groups that allowed participants to discuss and consider CRMP related issues and proposals in depth.

Members would see in the report a diverse and broadly representative sample of the population was recruited to participate in the consultation. Because of this, Opinion Research Services, who carried out the consultation, advised that the outcomes were broadly indicative of how the public at large would incline if engagement with a much larger proportion of the population was undertaken.

The Corporate Planning Manager advised Members that the consultation was structured into two main parts, firstly, an exploration of the participants’ perceptions of risk in their communities and of BFRS as a Service, covering things like their awareness of what it does, whether it was value for money etc. As with previous consultations of this type, fire was seldom mentioned spontaneously as something that the participants worry about on a day to day basis, even though they knew that the consultation had been commissioned by the fire and rescue service. However, there was a good exploration of some topical fire risks later on in the discussions such as wildfire and those related to lithium-ion batteries.

The second part explored some of the challenges that the Service faced and potential ways that it might respond to them. These included key issues raised by the HMICFRS in their Round 2 inspection report including the future of on-call services, automatic fire alarms and workforce diversity.

The Chairman asked about workforce diversity and setting out the perception challenge that the Service had, both around the importance of diversity and how it attracted different parts of the community that it serves, as well as informing the CRMP process. It was important to include it in the ongoing communication and recruitment activity.

The Head of Human Resources advised that with regard to recruitment, the Workforce Planning Group met on a monthly basis, and now the Service had reached the establishment target, were looking at what to focus  ...  view the full minutes text for item 13b

“That the report and recommendation below be approved for submission to the Authority:

1. It is recommended that the Performance Management – Q1 2023/24 be noted.”

The report considered by the Executive Committee is attached at item 13(c).

The Data Intelligence Team Manager was pleased to present to Members the key performance measures report for Q1 2023/24. As Members would see, there had been a number of changes based on feedback throughout the last year. The most notable changes were an improved layout of the report which allowed for more detailed measure descriptions and increased commentary. There were also some new measures added, including prison fires, forecast-outturn, website engagements, carbon emissions and printing.

The Data Intelligence Team Manager advised Members that with regard to performance within the report, it was encouraging to see the impact of the incidents in the home and workplace were generally where they were expected to be based on the targets set. However, it would be remiss not to highlight the area detailed in the response model. This area primarily detailed the availability of appliances across the wholetime fleet and on call. As seen in the report, this area had yet to reach its expected position. In relation to wholetime figures, there were a number of reasons that attributed to these figures; however, the Service had identified the largest impact of these numbers was the skills gap within the current workforce, primarily in relation to drivers and junior officers. As mentioned within the commentary, a range of initiatives had been agreed to improve resilience of front line resources.

A Member asked how bank shifts worked, the risk of attacks on staff members and vehicle accidents.

The Deputy Chief Fire Officer advised Members that with bank shifts there was a direct correlation between numbers of wholetime staff and the number of bank shifts required. Now that the Service was above establishment with the current new apprentices, looking at the figures for the same period last year, the Service was 36% down on bank shifts requirements which was positive.

The Deputy Chief Fire Officer advised Members that with regard to the risk of attacks on staff members, thankfully the numbers were very low, and Officers engaged with the public a lot on this matter, and any attacks would always be reported to the Police. There was also a new law that had come out regarding attacks on emergency workers. A report that came out in June this year, reported attacks on firefighters had increased significantly.

The Deputy Chief Fire Officer advised that the information on vehicle incidents was captured in other reports. The Health and Safety Committee drill down into every vehicle incident to see if it could have been avoided.

A Member asked around the format of the report as there were different types of targets and methods of comparison, some targets were aspirational and some were there to ensure minimum standards were met. Would it be possible to mark out clearer which were aspirational, and which were minimum standards.

The Data Intelligence Team Manager advised that this was something officers could look at.

The Chairman advised that the report was showing deteriorating availability of wholetime pumps and the on call response model was way  ...  view the full minutes text for item 13c

To consider item 14.

Station Commander – HR Projects advised Members that the People Strategy 2020-2025 was approved at the October 2020 Fire Authority meeting. The Service reviewed progress and provided an update to Members on an annual basis.

Key area one – Equality, Diversity and Inclusion (ED&I), the Service secured a Change 100 Intern working within the Resource Management Team. The candidate started on 10 July 2023, additionally the Service had delivered bespoke ED&I training for all employees to embed ED&I throughout the Service. The Service had also been awarded the ENEI Silver accreditation.

Key area two – Employee Engagement, the Culture Survey Working Group had evolved into the Employee Engagement Working Group and was made up of employees from across the Service. The group continued to use the feedback loop as a tool to encourage idea generation and capture feedback and crucially ensure the Service remains focussed on completing the cycle by offering feedback and celebrating success. The People Awards were held in July to celebrate employee achievements.

Key area three – Organisational Development and Resourcing the Organisational Development Team were developing a BFRS staff development pathway project which was being designed to align to the NFCC’s Core Learning Pathway and Leadership Framework. The Pathway will provide clarity to employees looking to develop themselves either within their existing role or with aspirations for the next level role within BFRS or another organisation.

Key area four – Training, Learning and Development there had been a significant commitment delivering a range of wholetime recruitment, transferee and on call firefighter courses supporting the Service’s strategic objective of increasing the operational establishment. This had been delivered alongside recruitment for support roles.

Key area five – Employee Health and Wellbeing the Service’s mental health support network, had been reviewed and updated providing a robust support structure across the Service. 37 mental health champions had been trained to provide a range or support to employees. Trauma support training had been provided for 12 new debriefers, bringing the cadre of available trauma support debriefers to 22. The purpose of trauma support was to provide reassurance about natural reactions to traumatic situations and an opportunity to discuss coping strategies.

The paper identified future opportunities of the Strategy for year four. These opportunities would allow the Service to measure and record progress made in each key area, identify further opportunities to develop the People Strategy, and improve how both existing and future employees are developed. 

A Member asked about the Equal Pay Act, and the section on diversity and also that the strategy did not mention the unions.

The Head of Human Resources advised that there was a Equal Pay Audit in 2020, and that report was presented to Members. The gender pay gap was reported every March and next year the Service would also be looking at the ethnicity pay gap. The People Strategy goes out to the Trade Unions through the Joint Consultative Forum, to get their input.

The Chairman asked about the equality impact assessment,  ...  view the full minutes text for item 14.

To consider item 15.

Group Commander – Service Delivery South advised Members that the current BFRS Response Strategy had been live since 2018 and was due to end in 2023. The strategy had been reviewed and officers were content that it was still fit for purpose for an extension period. A new response strategy could be written now, but with the CRMP consultation currently underway, and with the good engagement and information currently being heard from the community, it would be used to better understand future needs of the community. It was important that the response strategy aligns with this new CRMP. The risks for Buckinghamshire and Milton Keynes were being considered, work had progressed with the high rise response, wildfire provision and also engagement with battery energy storage systems  which were appearing across the county. There was also an Emerging Risk Group to look at risks within the area.

The Chairman asked that it be reviewed regularly if the circumstances around it changed. Part of the issue around this Response Strategy was that it was put in place in 2018 and should have been updated with the 2020 Public Safety Plan. When the CRMP was launched, the Response Strategy should be aligned to it.

A Member stated that his support for the recommendation was contingent on the Strategy being submitted to the Authority for review and approval in 12 months’ time.

A Member advised that some people who had solar panels had batteries in their houses. He knew the Service did risk assessments on commercial buildings but was the National Fire Chiefs Council (NFCC) doing anything about domestic properties. Should the solar panel companies have a database that could be accessible by the fire service.

The Group Commander - Service Delivery South advised that there was a lot of new technology coming out and the Service was beginning to gain information on larger solar farms, private installations. It collected certain amounts of information on domestic dwellings but not solar panels or lithium batteries in private houses.

The Data Intelligence Team Manager advised that after every incident the Service attended, Officers complete an incident report, which was currently being reviewed by the Home Office. This was probably their hottest topic on how this information was captured so that trends could be seen and pushed back onto the industries. It was also a hot topic for the NFCC too.

The Deputy Chief Fire Officer advised that there was a dedicated resource within the NFCC working on this whole area and there were a number of competing priorities around electric vehicles, e-scooters, e-bikes as these were the greatest risks moving forward, where people were charging them in hallways etc., there was a huge emerging risk around those areas. With regard to the domestic energy battery storage, there were companies that were very reputable, who do inform a register that the Service can access, but equally, people were buying batteries off ebay etc., and installing them themselves in airing cupboards, crews would not know what they were  ...  view the full minutes text for item 15.

To consider excluding the public and press representatives from the meeting by virtue of Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972, as the report contains information relating to any individual; and 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 a person (including the Authority); and on these grounds it is considered the need to keep information exempt outweighs the public interest in disclosing the information.

RESOLVED –

It was moved and resolved that the public and press representatives be removed from the meeting by virtue of Paragraph 1 of Part 1 of Schedule 12a of the Local Government Act 1972, as the report contains information relating to any individual; and Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972, as the report  contain information relating to the financial or business affairs of a person (including the Authority); and on these grounds it is considered the need to keep information exempt outweighs the public interest in disclosing the information.

The Corporate Planning Manager, Data Intelligence Team Manager, Station Commander – HR Projects and Group Commander – Service Delivery South left the meeting.

To consider item 17.

RESOLVED –

The Committee considered the report and appendices, details of which were noted in the confidential/exempt minutes.

To note that the next meeting of the Fire Authority will be held on Wednesday 6 December 2023 at 11am.

To note that the next meeting of the Fire Authority will be held on Wednesday 6 December 2023 at 11 am.

THE CHAIRMAN CLOSED THE MEETING AT 12.40PM