Agenda for Nottinghamshire & City of Nottingham Fire & Rescue Authority on Friday, 16th December, 2022, 10.30 am

Agenda and minutes

Venue: Joint Fire / Police HQ, Sherwood Lodge, Arnold, Nottingham, NG5 8PP. View directions

Contact: Cath Ziane-Pryor  Governance Officer

Items
No. Item

35.

Apologies for Absence

Minutes:

Councillor Steve Battlemuch

Councillor Robert Cordon

Councillor Johno Lee

Councillor Nick Raine

Councillor Jason Zadrozny – other Council Business

 

36.

Declarations of Interest

Minutes:

None.

37.

Minutes pdf icon PDF 341 KB

Of the meeting held on 23 September 2022 (for confirmation)

Minutes:

The minutes of the meeting held on 23 September 2022 were confirmed as a true record and signed by the Chair.

 

 

38.

Chair's Announcements

Minutes:

London Fire Brigade cultural review. The publication of the London Fire Brigade cultural review is a fair reflection and provides a poor picture of the cultural challenges within the service. The opportunity is now provided to every service to learn from this review, it is believed that there are still challenges ahead for cultural changes around diversity with the aim for staff to be supported and work as one team. The strategic inclusion board will discuss the LFB review following this meeting and consider what can be learnt from the report;

 

Note of thanks from the Private Secretary to the King. A note of thanks has been received from the Private Secretary to the King, passing on the Kings thanks for the condolences and thoughtful words sent on behalf of the Service and Authority and welcoming the assurance that he can rely on our support;

 

Lobbying the Fire Minister. The Chair had arranged a meeting with the Fire Minister regarding the ongoing cuts to the Service and to put the case for Nottinghamshire across in advance of the funding announcement, which will hopefully be published next week.

It was emphasised that this Authority has cross-party support for the joint lobbying, and councillors of all parties made time to put across the point, along with members of the Fire Brigades Union.

It was incredibly disappointing that the only MPs to attend were Alex Norris, Nadia Whittome and Lilian Greenwood, all from the City. It was further disappointing that not a single representative from the government attended, nor sent a representative, including from the office of the Fire Minister.

However, elected members will continue to push for Central Government to have a better understanding of the impact of continuously reduced funding. All those that did attend are gratefully thanked.

 

Heartfelt Thanks and Merry Christmas. This has been a testing year but this is an outstanding Fire and Rescue Service and heartfelt thanks are extended to everyone in the Service for their work. It was good to celebrate heroic colleagues and members of the public in the Fire Service Awards in November. It was very welcome that the Service was recognised as 'Good’ by HMICFRS. A Merry Christmas to all staff and members of the Authority, particularly for working together for the benefit of the Service.

 

39.

Changes to Membership

To note that the following changes to appointments to the Fire Authority have been made by Nottingham City Council:

 

o  Councillor Toby Neal is replaced by Councillor David Trimble

o  Councillor Jay Hayes is replaced by Councillor Gul Khan

o  Councillor Angela Kandola is replaced by Councillor Nicola Heaton

 

Minutes:

Following changes to membership are noted;

oCouncillor Toby Neal is replaced by Councillor David Trimble

oCouncillor Jay Hayes is replaced by Councillor Gul Khan

oCouncillor Angela Kandola is replaced by Councillor Nicola Heaton

 

Councillor Nigel Turner is welcomed as a newly appointed member of the Authority.

 

 

40.

Governance Update pdf icon PDF 163 KB

Report of the Clerk and Monitoring Officer to the Authority

Minutes:

Malcolm Townroe, Clerk and Monitoring Officer to the Authority, presented the report which seeks to update members on activity following recent changes during the past year.

 

The following points were highlighted and members’ questions responded to:

 

a)  The governance review is ongoing in consultation with the Chief Fire Officer and Chair of the Authority, and further updates will be submitted to future meetings;

 

b)  Following consultation with the Chair, the Chief Fire Officer has utilised his powers within the revised scheme of delegation and commenced Phase 2 of the workforce review;

 

c)  The work of the Independent Remuneration Panel has progressed, as set out within the report, but in regard to members allowances it has been complicated by the recent award of a flat rate pay increase, rather than a percentage figure, which is not an appropriate approach to members’ allowances. A report will be submitted to the February meeting of the Authority with an update;

 

d)  The measures in place regarding business continuity now that the post of Deputy Chief Fire Officer has been replaced with a second Assistant Chief Fire Officer role need to be formalised and the proposal is set out in the report;

 

e)  It is also suggested that members consider the savings available to the Service if adopting a digital first approach to agenda.

 

Members of the Authority and officers commented as follows:

 

f)  With regard to Service continuity, the worst-case scenario needs to be considered whereby the Chief Fire Officer is unavoidably unavailable, so a named post immediately, and automatically steps in. In an emergency situation time could be precious and it could take too long to convene a meeting with the Chair. The arrangements need to be set out clearly in advance of any situation;

 

g)  Both current Assistant Chief Fire Officers are already capable of running the organisation, and would do so as necessary. However, it is stipulated in policy that in preparation of any executive decisions requiring urgent decision at a time when the Chief Fire Officer is unavailable or incapacitated, a named post to back fill is required. Members are being requested to give their opinion of how delegations, if any, are formally agreed;

 

h)  It is understood that a named officer would create a hierarchy, but responsibility needs to be clear in the Service and Authority members need to know who will make decisions. Convening a committee to determine who should lead on what will take time, and there is concern that a formal agreement may not be reached;

 

i)  The proposed arrangements are acceptable in circumstances when there is no immediacy, and the Chair, Vice-Chair and Clerk should be allocated this task, and it reflected in the constitution. This way the Authority can hold the Chair and Vice-Chair to account. Arrangements need to be in place for when an immediate response is required;

 

j)  The constitution will need to be amended to clearly reflect the arrangements and determine what to do if there is disagreement;

 

k)  There needs  ...  view the full minutes text for item 40.

41.

Medium Term Financial Strategy 2023/24 to 2026/27 and Budget Guidelines 2023/24 pdf icon PDF 937 KB

Joint Report of the Chief Fire Officer and the Treasurer to the Fire Authority

Additional documents:

Minutes:

Becky Smeathers, Head of Finance and Treasurer to the Authority, presented the report, which provides an update to the Medium-Term Financial Strategy (MTFS), informs Members of the likely budget position for 2023/24, and requests that the Fire Authority set general guidelines within which the Finance and Resources Committee will develop a detailed budget proposal for 2023/24.

 

It is noted that a revised page 54 of the agenda pack has been circulated within the agenda supplement, correcting some minor typographical errors.

 

The following points were highlighted and members’ questions responded to:

 

a)  since the report was published last week there have been several changes which will impact the MTFS including:

 

i.  Central Government issued a Local Government Finance Policy Statement which set out the government’s intentions for the local government finance settlement.  This included a £5 referendum principle on Band D Council Tax bills for all Fire and Rescue Authorities;

 

ii.  The Bank of England announced an interest rate increase yesterday to 3.5%.  CPI inflation has fallen from 11.1% in October to 10.7% in November;

 

b)  The budget deficit figure will be in the region of a £3.2 million with uncertainty remaining around pay. The Fire Brigades Union has approached its members regarding industrial action early next year, so it doesn’t seem likely that a settlement figure will be provided in the near future. It is a concern it could not be set before the Authority is required to set the budget at the February Fire Authority meeting, but it has been assumed that a 6% pay award may be achieved in this current year, and 5% in 2023/24. A 1% pay award accounts for approximately £350,000 expenditure for the Authority. In the papers, the assumed pay offer is that which is currently on the table, of 5%, and assumed for the most likely scenario dropping back to 4% for next year, but that too remains uncertain;

 

c)  There are a few areas waiting for further information, such as updates from business rates following a revised valuation. The costs to the Authority could be as much as £0.5 million;

 

d)  Fire authorities now have the ability to increase council tax by £5. If this is approved by the Authority, it would raise income by an additional £1.6 million  ;

 

e)  The worst-case scenario, most likely case scenario, and a best-case scenario are outlined in the report. If members approve the £5 council tax increase in February, the Service can avoid the worst case scenario position. The most likely case scenario, results in a deficit of £2.145 million;

 

f)  The Capital Strategy includes a 10 year capital plan. The debt cost ratio increases quite significantly as the years progress. There is currently a debt ratio maximum of 8% of income, as set by Fire Authority, and there is no recommendation to increase that percentage;

 

g)  Recent increases in interest rates will have a significant impact on costs. This year interest rates are increased significantly from assumptions that the budget was set on last  ...  view the full minutes text for item 41.

42.

Treasury Management Mid-Year Review 2022/23 pdf icon PDF 265 KB

Report of the Treasurer to the Fire Authority

Minutes:

Becky Smeathers, Head of Finance and Treasurer to the Authority, presented the report, which provides members with an update on treasury management activity during the first half of the 2022/23 financial year, as is required by legislation.

 

It is noted that:

 

a)  Investments currently stand at £16 million;

 

b)  Borrowing is at £2.9 million;

 

c)  No further borrowing has been undertaken due to the increse in interest rates and investments holding;

 

d)  The report sets out the prudential limits, against which there are no areas of concern.

 

Resolved to note the update on treasury management activity during the 2022/23 financial year as required under the Local Government Act 2003.

 

43.

Corporate Risk Management pdf icon PDF 487 KB

Report of the Chief Fire Officer

Minutes:

Craig Parkin, Chief Fire Officer, presented the report which provides the Authority with an overview of the corporate risk management process, including the current version of the Corporate Risk Register.

 

The following points were highlighted and members’ questions responded to:

 

a)  Following its presentation to Finance and Resources Committee, the committee requested that the current Corporate Risk Register (CRR) is presented to the Fire Authority due to the increase in the number of high and very high risks identified;

 

b)  There is a lot of work ongoing to ensure the CRMP and CRR are attuned to each other, but there is still further work to be done;

 

c)  Finance colleagues have referred to the risk register when considering the position with reserves;

 

d)  It is proposed that the Finance and Resources Committee will now receive the report quarterly instead of six monthly due to the fluid state of risk nationally, and determine if there should again be an escalation to full Fire Authority;

 

e)  Risks identified include:

 

i.  The Futures 2025 programme and setting a balanced budget with a £3.2m deficit as of today;

 

ii.  The Fire Fighter Pension Scheme is an ongoing 14 year issue with immediate detriment and other claims been brought on behalf of pension scheme members, as reported by HR committee and presenting a cost to the Authority;

 

iii.  Employee engagement, mainly focused on national issues and pay disputes which may impact the organisation, resulting in the requirement for resilience planning, particularly with 95% of staff belonging to a Trade Union;

 

iv.  Workforce sustainability across the whole organisation, but particularly with support staff although the establishment currently only has 5 vacant posts following targeted recruitment, whilst operational posts are currently minus 20 due to reductions, temporary savings on budgets, including the holding of vacant posts. Challenges remain with regard to the national labour market;

 

v.  Tri-Service Risk Register and mobilising assets. Calls can be received and appliances mobilised but there is risk if the system fails.

 

Members welcomed the increased regularity of monitoring and scrutinising risks to the Service.

 

Resolved to note:

 

1)  the most recent version of the Corporate Risk Register and the work ongoing to mitigate the risk to the Authority;

 

2)  the high level of risk and uncertainty associated with the current operating environment, and the subsequent impact on risk to both the Authority and the Service.

 

44.

Serious Violence Duty pdf icon PDF 167 KB

Report of the Chief Fire Officer

Minutes:

Mick Sharman, temporary Assistant Chief Fire Officer, presented the report which provides a brief overview of the Serious Violence Duty and the Fire Authority’s responsibilities as defined by the ‘Duty’.

 

The following points were highlighted and members’ questions responded to:

 

a)  This is a new legal duty which will commence from the end of January 2023 and is aimed at preventing and tackling serious violence, for which the Fire Authority is named and responsible for intervention, particularly with regard to young people;

 

b)  Whilst the Fire Service is a named authority, the PCC have taken a lead role, even though not a named authority, as it is best placed to facilitate and implement the duty;

 

c)  The PCC is working with partners to inform awareness of the duty and how it will be implemented. This is being facilitated by the Serious Violence Reduction Board and the Serious Violence Implementation Group which includes representative of the Fire and Rescue Service;

 

d)  Whilst the duty is new, many elements of activity are already undertaken by the Fire and Rescue Service, such as working with vulnerable people, visiting people in their homes and schools, visiting buildings that house vulnerable people, and schemes such as the fire setters programme;

 

e)  The Service will continue to provide complimentary activities, whilst continuing core duties and look at serious violence within a different context;

 

f)  It’s important that frontline individuals understand requirements of the duty and are able to use the referral pathways to report concerns regarding serious violence;

 

g)  A gap analysis has been conducted, but there are areas for improvement, including the way the Service receives and shares data, including interventions. This is being considered by the subgroup, including consideration of how data can be shared with other partners to better enable an intervention and prevention;

 

h)  All staff undertake safeguarding training annually and although initially some were reluctant, saying they were not social workers, since working with partners and occupational therapists, many have seen the value;

 

i)  Data sharing is a big issue. Potentially, there should be a greater appetite for risk on behalf of the victim. There is still cultural learning to take place but partners are committed;

 

j)  Fire is not commonly used as a weapon, but more usually as a method of concealing a crime. Fire investigation is not a standard duty of the Fire Service. Standards are changing around forensic requirements if a case is likely to go to court. As a result, some fire services will not be investigating fires, meaning the ability to share information and data will be further restricted. There are challenges with regard to assurance, but work is ongoing.

 

Police and Crime Commissioner, Caroline Henry, congratulated Service staff on the amount of work they have done to achieve the current status, being instrumental in establishing the Reduction Board and ensuring readiness for implementation at the end of January. It is noted that some funding is available from the PCC to support investigation into effective data  ...  view the full minutes text for item 44.

45.

Committee Outcomes

Additional documents:

Minutes:

Resolved to note the minutes of the following Committees:

 

Community Safety Committee 07 October 2022

Finance and Resources Committee 14 October 2022

Policy and Strategy Committee 11 November 2022.

 

 

46.

Exclusion of the Public

To consider excluding the public from the meeting during consideration of the following item in accordance with Section 100A of the Local Government Act 1972 (under Schedule 12A, Part 1, Paragraph 3) on the basis that, having regard to all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Minutes:

Resolved to exclude the public from the meeting during consideration of the remaining item in accordance with Section 100A of the Local Government Act 1972, under Schedule 12A, Part 1, Paragraph 3, on the basis that, having regard to all the circumstances, the public interest in maintaining an exemption outweighs the public interest in disclosing the information.

 

47.

Tri-Service Mobilisation System Update

Report of the Chief Fire Officer

 

Minutes:

 

Mick Sharman, temporary Assistant Chief Fire Officer, presented the report which provides an update on the Tri-Service Mobilisation System.

 

Resolved to approve the recommendations as set out in the report.