Agenda and draft minutes

To approve, and sign as a correct record the Minutes of the meeting of the Fire Authority held on 11 October 2023.

RESOLVED –

That the Minutes of the meeting of the Fire Authority held on 11 October 2023, be approved, and signed by the Chairman as a correct record.

To approve, and sign as a correct record the Minutes of the extraordinary meeting of the Fire Authority held on 24 October 2023.

RESOLVED –

That the Minutes of the meeting of the Fire Authority held on 24 October 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 dated 11 October 2023:

FA19 – Matters Arising - 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 and was on the agenda today.

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 – this had been done.

FA26 – 2025-30 CRMP Listening and Engagement Consultation Outcomes - The Chairman asked for a report on the on call strategy to be brought to a future Executive Committee meeting and then Fire Authority meeting – The Interim Chief Fire Officer advised that this would come to Members next year via a Members’ Workshop.

(Cllr Adoh joined the meeting)

FA27 – People Strategy 2020-2025 Year Three Update – The Chairman requested that consideration be given to having the staff survey later in the calendar year as it has been noted in some sectors surveys in January can produce more negative responses  - the Head of Technology, Transformation and PMO advised that this would be deferred until later in the calendar year.

FA28 – Extend The Time Period of the BFRS Response Strategy - The Chairman asked if there was an awareness campaign that the Service could run about storage of solar panels etc. and provide advice to people on how they best protect themselves – the Head of Protection, Assurance and Development advised - the Service do not provide specific advice in relation to solar panels during safe and well visits. Incident data confirms numbers are very low, and there has only been one reported incident in Buckinghamshire over the last year, with solar panels being identified as the cause. Our crews have operational guidance and training to support responding to fires in which they are involved.

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 Louise Harrison was attending her first meeting of the Authority since her appointment as Chief Fire Officer. Louise commenced employment on Monday 4 December. Louise has over 30 years of experience working in public safety, most recently working at Executive level as the Director of Operations within the Civil Nuclear Constabulary.

On 21 November, HMI Wilsher wrote to the Chairman inviting him to attend the Fire Performance Oversight Group (FPOG) in February/March 2024, along with the Chief Fire Officer. This was alongside a notification to the interim Chief Fire Officer that HMICFRS had decided to move the Service into its ‘engage’ phase of monitoring.  The FPOG will assist the Service in addressing the causes of concern raised during the recent HMI report and includes representatives from HMICFRS, Home Office, NFCC and LGA.

On 1 November, the Chairman attended an HMICFRS event for Chairs and Chief Fire Officers.  The event covered overall themes from recent findings, a speech from the Policing and Fire Minister and discussions on priorities for future thematic reviews.

The Artificial Intelligence (AI) Safety Summit (AISS) 2023 took place on the 1 and 2 November at Bletchley Park, Milton Keynes Buckinghamshire. A significant location in the history of computer science development and once the home of British Enigma codebreaking. The AISS brought together international governments, leading AI companies, civil society groups and experts in research to consider the risks of AI, especially at the frontier of development, and discuss how they can be mitigated through internationally coordinated action.  BFRS were tasked with providing critical support for the operation put in place to organise the AI Safety Summit. This operation required meticulous coordination, resource allocation and engagement with a wide range of stakeholders. BFRS assembled a dedicated team of experts within our service, each responsible for a specific aspect of the support required, tasking roles to over 20 members of staff.  To help facilitate the multi-agency operation, the Blue Light Hub was transformed into a Gold Multi-Agency Command Centre, where strategic leaders and important participants from Thames Valley Police (TVP), South Central Ambulance Service (SCAS), Department for Science, Innovation and Technology (DSIT), and Milton Keynes City Council (MKCC) co-located. Making effective use of meeting spaces, breakout areas, and the surrounding station premises.

Work is now well underway at Service headquarters to exit the leased Unit 7 building. Meeting room 1 has been temporarily reconfigured into office space, to progress adaptations within the headquarters building itself. Thank you to Members of the Authority for agreeing to convene the Authority meeting here at the Blue Light Hub, and special thanks for the patience of all staff who will experience disruption whilst the necessary works take place at the headquarters site.

There was a recent completion of a full hardware technical refresh of the Vision Mobilising system in the Thames Valley Fire Control Service. This replaces the equipment installed from the initial go live in 2015 and sustains the control room until 2030. Special thanks to Megan Carroll  ...  view the full minutes text for item 6.

To receive a presentation.

The Fire Brigades Union (FBU) Brigade Secretary gave Members an overview of ‘the Firefighters’ Manifesto’. The Manifesto was the national position in terms of the union’s demands for the current and any future government.

(Cllr Bagge joined the meeting)

The FBU Brigade Secretary also gave Members details of the FBU’s Improvement Agenda 2024 for Buckinghamshire Fire and Rescue Service. This centred around continued investment and no further cuts to the service. The main headings were:

1.         Decontamination;

2.         Retained recruitment retention and availability;

3.         Extreme weather planning and prevention;

4.         Crewing;

5.         Equality, diversity and inclusion;

6.         Commitment to industrial relations;

7.         Pay and conditions;

8.         Infrastructure planning stations and training;

9.         Infrastructure;

10.       Firefighters ‘fit for the future’.

The Chairman advised Members that the Authority would formally respond to the Improvement Agenda 2024 which would come back to a future meeting.

A Member asked about cancer screening and what was the Service’s current position.

The FBU Brigade Secretary advised that it was being looked into by the Service. The FBU would like to see firefighters have a yearly blood test to identify early cancer and then get the necessary treatment.

A Member asked about housing in places where there were vacancies and the need to recruit. As Members sit on authorities that deal with housing and planning, perhaps it was something they should be looking at. Would that be of assistance?

The FBU Brigade Secretary advised that it would, specifically around day crewing stations, where they had to live within a certain parameter.

The Lead Member for Finance and Assets, Information Security, IT stated that he would visit Newport Pagnell fire station in light of the concern raised by the FBU Brigade Secretary about facilities there.

The Chairman thanked the FBU Brigade Secretary for his presentation, and advised he would respond back on each point at a future meeting of the Authority and make it a regular part of Authority meetings to track progress on the Improvement Agenda and an invitation to the FBU Brigade Secretary to attend a future meeting.

The Chairman advised that there would be a quick response on the Station issues so they could be addressed.

To consider item 10

The Health and Safety Advisor advised Members that this policy detailed the Safety Management System in place within the organisation. The policy provided the overall framework, within which a suite of health and safety procedures had been developed to provide further clarification of how the commitments within the policy would be met in order to comply with legislation. The policy would ensure full reporting and investigation of all safety events, hazards and work related ill health.

This policy document had been long standing within the Service and had been updated to reflect the current content in place relevant to the organisation.

A Member asked having just received a presentation of the FBU Firefighters, Manifesto, were there any points raised within the report that should be picked up; and whether the policy drafted before the HMICFRS Inspection report.

The Health and Safety Advisor, advised Members that the policy was drafted prior to the HMICFRS report, and the majority of the content was similar to the previous policy, but there were certain parts that were out of date and had been updated.

With regard to the FBU Firefighters’ Manifesto, the policy detailed the audit process which would pick up things such as the decontamination process.

The Head of Protection, Assurance and Development advised Members that the HMICFRS Inspection report recognised that the Service had a good health and safety culture and good practices around health and safety and this policy provided the framework.

A Member asked if there was an action plan that builds more into themes such as mental health, cancer care, wildfire risks etc.

The Deputy Chief Fire Officer advised Members that there was a Health, Safety and Wellbeing Committee, and the FBU were represented on it and a lot of these actions were captured within it.

RESOLVED –

That Members approve the Health and Safety Policy.

To consider item 11

The Health and Safety Advisor advised Members that this report focuses on the key projects that had been on going or implemented during the financial year. The BA replacement project, the new Health and Safety reporting system, employee wellbeing and contaminants update.

The Health and Safety Advisor advised Members that the dates on the table on the last page were incorrect. The first column should state 2021/22 and the second column 2022/23.

A Member asked around mental health first aiders being the first step but was there further intervention and support for individuals.

Members agreed to the suggestion from the Deputy Chief Fire Officer that the Authority receive a presentation from the Welfare Officer at a future meeting on the support that was in place and the referral process.

RESOLVED –

That Members note the health, safety and wellbeing performance as detailed in the Health, Safety and Wellbeing Annual Report for 2022/23

To consider item 12

The Head of Protection, Assurance and Development advised Members that the Community Risk Management Plan 2025-30 (CRMP) would shape future considerations relating to service provision. However, in recognition of changing legislation, new guidance from the National Fire Chiefs Council (NFCC) and the findings from the Service’s inspection report, it was appropriate and prudent to review and realign the Protection Strategy with immediate effect. This proposed Protection Strategy was for a shorter period than usual, noting a requirement to align future strategy with the Community Risk Management Plan (CRMP).

This revised strategy was designed to ensure the Service were giving due consideration to legislative requirements and that the activities in respect of protection were considered and targeted to manage those premises considered to be highest risk and/or low compliance. The introduction of a risk-based interventions programme would provide clarity on how the Service would prioritise resource against planned and demand led activity.

A Member asked for reassurance that the Service was moving fast enough with this, as it was one of the key areas in the HMICFRS inspection report. Does the Service have enough legal support and other support to allow pressure to be put on developers to make improvements happen, as per the regulations following Grenfell.

The Head of Protection, Assurance and Development advised Members that the strategy was designed to set the principals, of how the Service operates in fire protection. In terms of capability, the HMICFRS Inspection report acknowledged that the Service did have well trained people, and the right number of people, but needed to target their activity.

With regard to some of the more difficult buildings, the creation of the building safety regulations and the Building Safety Act, would tackle some of those more challenging buildings going forward.

A Member asked about the most vulnerable people living in social housing, whether the Authority worked with its partners within Milton Keynes and Buckinghamshire to identify those properties and share the information.

The Head of Protection, Assurance and Development advised Members that the Service worked very closely with its partners, and partnership boards within Buckinghamshire and Milton Keynes. Some of the challenges come under both Prevention and Protection. Prevention would pick up those that lived in private dwellings, and the protection side would be looking at legislative requirements around the building.

The Chairman advised Members that the HMICFRS report does refer to the team as being well resourced and well trained, but they did look at a decrease in confidence to take prosecution activity; and asked where the team were now with regard to increasing that confidence.

The Head of Protection, Assurance and Development advised that actual enforcement numbers compared to audit numbers were quite healthy and non-satisfactory outcomes, were quite positive. Staff did have the confidence to take enforcement measures, but when it came to the prosecution side, where specific knowledge was needed, the outcome of the recommendation and Action Plan was that some bespoke training was needed so everything was covered.

The Deputy Chief Fire Officer  ...  view the full minutes text for item 12.

To consider item 13

The Group Commander Technical advised Members that this report outlined the Service’s approach to Operational Learning and Assurance, accounting for local, sector and multi-agency events from which it can identify and implement improvement. Focus of the report was to update on progress against two significant inquiry recommendations, those being Grenfell Tower and Manchester Arena. It was incumbent on the Service to take learning from all areas and ensure it was embedded into the Service.

As a result of the Grenfell Tower inquiry, the Service undertook a significant amount of work to enhance how it managed the risk associated with large, complex buildings across the service delivery functions of protection and prevention and response, and much of the work had been done in collaboration with partners to ensure operational alignment. 46 actions were adopted from the Grenfell Tower Inquiry Phase One report, and to date 37 were complete, with 9 outstanding actions. Of those 9, 5 sat with Thames Valley Fire Control Service (TVFCS) and 3 of the remaining 4 had been adopted into the Command Support Project, being run by Royal Berkshire Fire and Rescue Service.

The second external inquiry was the Manchester Arena Inquiry. The Manchester Arena Inquiry made 149 recommendations, and those recommendations would be incorporated into a dedicated improvement plan. Following a gap analysis, 50 of the recommendations were for standalone fire and rescue services, and 24 apply across multi agency environment (including fire and rescue services). Officers had been working closely with Thames Valley fire and rescue service colleagues and also partners within the local resilience forum to ensure there was an appropriate and cohesive response to the recommendations.

Monthly Thames Valley Manchester Arena Inquiry Working Group meetings commenced with representations from the three Thames Valley fire and rescue services and Thames Valley Fire Control Service colleagues. A single Action Plan had been created to ensure alignment in progress and response to recommendations. The Action Plan delivery was monitored by the Joint Emergency Services Interoperability Principles Strategic Group which feeds into the Local Resilience Forum.

In terms of what can be seen being delivered already, there was a new set of Marauding Terrorist Attack Joint Operating Principles being implemented for the three blue light services. The primary intent being emergency responders making quicker interventions of these kind of scenarios or incidents. Secondly the triage system, with ‘Ten Second Triage’ had been signed off by NHS England and was now in the process of being implemented into the various trusts across the country. This was designed to be utilised by all emergency responders as a single system.

A Member asked about the funding within the report.

The Head of Protection, Assurance and Development advised Members there was an initial fairly crude distribution of funding based on the number of high rise buildings in each different Service area, to help with some of the recommendations. What that became was Protection Grant Funding and the Service still received an annual allocation.

At the recent NFCC Prevention and Protection Conference,  ...  view the full minutes text for item 13.

To consider item 14

The Chairman advised that the response, which had been submitted to meet the deadline set by the HMICFRS, was consistent with what was agreed as the submission from the Authority to the White Paper.

RESOLVED –

That the Authority note the response provided to His Majesty’s Chief Inspector of Fire and Rescue Services.

To consider item 15

The Head of Technology, Transformation and PMO advised Members that on 17 October, the Service received its 2023-2025 Round 3 HMICFRS Inspection report. The report was presented at the Extraordinary Fire Authority meeting on 24 October with input from HMI Wilsher. One of the recommendations at this meeting was that the Interim Chief Fire Officer, be delegated to prepare and publish an Action Plan on behalf of the Authority, in consultation with the Chairman and Vice-Chairman.

The approach being taken with the round 3 Action Plan was the plan being prioritised on the actions needed to meet the recommendations. That the actions were clear, measurable and achievable. The plan was being built with feedback from the Chairman, Vice-Chairman, the NFCC and other partners. The Action Plan had been signed off by the Chairman and Interim Chief Fire Officer and submitted to HMICFRS on 15 November 2023.

In a letter received on 21 November 2023, HMICFRS informed the Service that it would now be entering the supportive engage progress process. The focus of the engage process was to assist officers in finding ways to improve and resolve identified causes of concern and provide a better service to the public. All services in the engage process were discussed at the Fire Performance Oversight Board, which would take place in February 2024.

To ensure focus on the HMICFRS Action Plan, and the engage process, the Service was setting up an HMI Improvement Board. Ongoing updates would be shared with the Overview and Audit Committee and the Fire Authority to ensure ongoing scrutiny. The Service was already working hard to address the issues raised in the recent inspection and welcomed the support of HMICFRS, NFCC and other partner organisations assisting the Service with its improvement journey.

The Chief Fire Officer advised Members that she had already had a meeting with HMI Wilsher, advising him of the intention to stand up an Improvement Board immediately. The Chief Fire Officer would chair the Improvement Board which would track and monitor progress against the Action Plan. There was a lot of good work going on, which would be reported to Members regularly. The Chief Fire Officer was confident the Service was on track and had the support it needed to achieve it.

A Member asked if the FBU were being consulted.

The Chief Fire Officer advised that a meeting was already in the diary with the FBU Brigade Secretary. This was a very important piece of work and would not be done in isolation.

A Member said in the action plan workplace facilities was green, should this be reconsidered. There was only £25k put away for improvements station by station, what work was needed and what budget was needed.

The Director of Finance and Assets advised it was green because it was on track. This was a long term project until March 2025, to get a standard across all stations. The £25k a year was for immediate work, but when any work was done on station, ways  ...  view the full minutes text for item 15.

To receive a presentation item 16

The Programme Manager updated Members on the White Ribbon application and the work completed so far. The Authority noted the plaque which had been awarded in recognition of the Service’s White Ribbon Accreditation on 14 August 2023. In answer to a request from Members it was advised that the video made by officers would be uploaded to the Authority’s YouTube Channel.

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 minutes contains information relating to any individual; and Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, as the minutes 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 minutes contains information relating to any individual; and Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972, as the minutes 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.

To approve, and sign as a correct record the Minutes of the meeting of the Fire Authority held on 11 October 2023.

RESOLVED –

That the Exempt Minutes of the meeting of the Fire Authority held on 11 October 2023, be approved, and signed by the Chairman as a correct record.

To note that the next meeting of the Fire Authority will be held on Wednesday 14 February 2023 at 11 am at The Oculus, The Gateway Offices, Gatehouse Road, Aylesbury, Bucks,HP19 8FF.

To note that the next meeting of the Fire Authority will be held on Wednesday 14 February 2024 at 11 am.

THE CHAIRMAN CLOSED THE MEETING AT 13.11