EAST SUSSEX FIRE AUTHORITY
THURSDAY 4 FEBRUARY 2010 AT 10.00 HOURS
MEMBERS
East Sussex County Council (12)
Councillors Fawthrop, Freebody, Gadd, Healy, Heaps, Howson, Kenward, Livings, Ost, Scott, Sparks and Thomas
Brighton and Hove Council (6)
Councillors Carden, Harmer-Strange, Kemble (Chairman), Marsh, Pidgeon and Rufus.
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You are required to attend this meeting to be held at Fire and Rescue Service Headquarters, 20 Upperton Road, Eastbourne at 10.00 a.m.
AGENDA
394. To (a) confirm all participating Members have undertaken to observe the Authority’s Code of Conduct, (b) check if any wish to amend their written declarations of interests under Part 3 of the Code and (c), in relation to matters on the agenda, seek declarations of any personal or personal & prejudicial interests under Part 2 of the Code.
395. Apologies for absence.
396. Notification of items which the Chairman considers to be urgent and proposes to take at the end of the agenda/Chairman’s Business.
(Any Members wishing to raise urgent items are asked, wherever possible, to notify the Chairman before the start of the meeting. In so doing they must state the special circumstances which they consider justify the matter being considered urgently).
397. To consider any public questions or petitions.
398. Non-confidential minutes of the meeting held on 14 January 2010 (copy attached).
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399. Callover.
CALLOVER: The Chairman will call the item numbers of the remaining items on the open agenda. Each item which is called by any member shall be reserved for debate. The Chairman will then ask the Fire Authority to adopt without debate the recommendations and resolutions contained in the relevant reports for those items which have not been called.
400. Note of the Policy & Resources Panel meeting held since the last meeting of the Fire Authority – report of Clerk (copy attached).
401. Regional Management Board Issues – report of the Chief Fire Officer & Chief Executive.
a) Regional Management Board Issues including minutes of meeting held on 27 January 2010 – report of the Chairman (copy to follow).
402. Callover for Panel Meetings – report of the Clerk to the Fire Authority.
403. Member Lead Arrangements – Quarterly Update – report of the Clerk to the Fire Authority.
404. Fire Authority Service Planning Processes for 2010/11 and beyond – joint report of the Chief Fire Officer & Chief Executive and Treasurer (copy attached).
Part A Draft Annual Plan 2010/11 Part B Draft 2010/11 Revenue Budget and Capital Programme
405. Emerging Regional Harmonisation of Scales of Fees and Charges – report of the Chief Fire Officer & Chief Executive (copy attached).
406. Fire Authority Treasury Management Strategy for 2010/11 – report of the Treasurer (copy attached).
407. Progress update on Current Fire Authority Business Issues – report of the Chief Fire Officer & Chief Executive (copy attached).
408. Quarterly Report (October to December 2009) – report of the Chief Fire Officer & Chief Executive (copy attached).
409. Fire Authority and Panel Meetings
The Fire Authority is asked to confirm the following dates:
Fire Authority meetings at 10.30 hours unless otherwise stated: 03 June 2010 09 September 2010 09 December 2010 13 January 2011 to be confirmed
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Panel Meetings 18 March 2010 Scrutiny & Audit Panel – for External Audit purposes – and Policy & Resources mid May 2010 Way Forward Working Group – TBA 20 May 2010 Scrutiny & Audit, Policy & Resources and Standards Panels 24 June 2010 Scrutiny & Audit Panel 15 July 2010 Scrutiny & Audit, Policy & Resources and Standards Panels 02 September 2010 Policy & Resources and Standards Panel 23 September 2010 Scrutiny & Audit Panel 18 November 2010 Policy & Resources, Scrutiny & Audit and Standards 06 January 2011 Policy & Resources, Scrutiny & Audit and Standards – to be confirmed
Commencement times for these Panels, to be notified in advance of the meetings, are generally likely to be: Way Forward Working Group 09.00; Scrutiny & Audit 10.00; Policy & Resources 11.00; and Standards 14.00 hours.
410. Exclusion of the Press and Public.
To consider whether, in view of the business to be transacted or the nature of the proceedings, the press and public should be excluded from the remainder of the meeting on the grounds that, if the public and press were present, there would be disclosure to them of exempt information. NOTE: Any item appearing in the confidential part of the Agenda states in its heading the category under which the information disclosed in the report is confidential and therefore not available to the public. A list and description of the exempt categories are available for public inspection at East Sussex Fire & Rescue Service HQ, 20 Upperton Road, Eastbourne and at Brighton and Hove Town Halls.
411. Confidential minutes of the meeting held on 14 January 2010 (copy attached). (Exempt paragraph 3 of the Local Government Act 1972).
412. Confidential note of the Policy & Resources Panel meeting held since the last meeting of the Fire Authority – report of the Clerk (copy attached). (Exempt categories under paragraphs 3 and 7 of the Local Government Act 1972).
ABRAHAM GHEBRE-GHIORGHIS Monitoring Officer East Sussex Fire Authority c/o Brighton & Hove City Council
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Agenda Item No.398 EAST SUSSEX FIRE AUTHORITY
Minutes of the meeting of the East Sussex Fire Authority held at East Sussex Fire & Rescue Service Headquarters, 20 Upperton Road, Eastbourne at 11.00 hours on Thursday 14 January 2010.
Present: Councillors Carden, Fawthrop, Freebody, Gadd, Harmer-Strange, Healy, Heaps, Howson, Kemble (Chairman), Kenward, Livings, Ost, Pidgeon, Rufus, Scott, Sparks and Thomas.
381. DECLARATIONS OF INTEREST
381.1 a. It was noted that all participating Members had undertaken to observe the Authority’s Code of Conduct.
b. It was noted that no Member wished to amend their written declarations of interests under Part 3 of the Code.
c. It was noted that, in relation to matters on the agenda, Councillor Scott declared a personal interest as his brother-in-law works for East Sussex Fire & Rescue Service. No other declarations of personal or prejudicial interest were made under Part 2 of the Code.
382. APOLOGIES FOR ABSENCE
382.1 Apologies were received from Councillor Marsh and Mrs Redman.
383. URGENT ITEMS AND CHAIRMAN’S BUSINESS
383.1 Stonewall Index
383.1.1 The Chairman announced that Mick Feather, Equality & Diversity Manager and Yannick Dubois, Chair of the Service’s LGBT Network had attended a reception for the Stonewall Index for the top employers. He was delighted to report that East Sussex Fire & Rescue Service had made 67th place, marking its entry into the top 100 for the first time and was the most improved fire & rescue service having moved up from 211th. The Chairman acknowledged the hard work of Mick, Yannick, staff in the LGBT network and in the Organisational & Development Team on this achievement.
383.2 Brighton and Hove Equality and Human Rights Charter
383.2.1 On Tuesday 12 January 2010, Cheryl Rolph attended the launch of the Brighton & Hove and Human Rights Charter to which she was a signatory to the pledge and Charter. Councillor Dee Simson, who had led on the initiative, made specific mention of the work of the fire & rescue service in her opening of the launch, identifying what can be done and is being done and complemented the work of Keith Ring, his Borough team and stations for the achievements in the past twelve months.
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383.2.2 The regional representative from the Equality and Human Rights Commission commended the work of all the partners commenting that equality and disadvantaged groups present deep seated and complex issues which agencies alone cannot solve, but working together in partnership would bring benefits and improvements. The Chairman reported that he was pleased that the Service had signed up to the Charter showing senior level commitment and that he was delighted with the compliments paid to staff working in Brighton & Hove.
384. TO CONSIDER PUBLIC QUESTIONS AND PETITIONS, IF ANY
384.1 The following question was received from Mr C Scholes of 87 Maldon Road, Brighton and the reply is set out in Appendix A to the minutes.
384.2 “Can you explain specifically why Preston Circus is no longer fit for purpose and is the real reason ESFRS is blocking local community groups from using the upper floors of the station so they can pursue the ‘not fit for purpose’ agenda?”
384.3 RESOLVED – That the Monitoring Officer in consultation with the Chief Fire Officer and Chief Executive review the relevant Standing Order on how Public Questions are reported to the Fire Authority for earliest consideration.
385. MINUTES
385.1 RESOLVED – That the non-confidential Minutes of the meeting held on 10 December 2009 be approved and signed by the Chairman.
386. CALLOVER
386.1 RESOLVED – That all items should be debated.
387. NOTE OF THE POLICY & RESOURCES, SCRUTINY & AUDIT AND STANDARDS PANEL MEETINGS HELD SINCE THE LAST MEETING OF THE FIRE AUTHORITY
387.1 Due to the postponement of Panel meetings due to have been held on 7 January 2010, the notes of the Policy & Resources meeting would be reported to the next meeting of the Fire Authority. The notes of the Scrutiny & Audit and Standards Panel meetings would be reported once they had been held.
387.2 RESOLVED – That the report be noted.
388. FIRE AUTHORITY CONSULTATION AND ENGAGEMENT ARRANGEMENTS
388.1 The Fire Authority considered a report of the Chief Fire Officer & Chief Executive that advised the Panel of the current and proposed arrangements for consultation and engagement activities relating to the Service Planning and Community Risk Management proposals. (Copy in Minute Book).
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388.2 It was reported that there were two main consultation and engagement processes carried out during 2009/10. The first related to the 2010/11 Service Planning arrangements. In addition to the usual consultations carried out at this time of year, additional consultations covering the key services Planning prioritisation issues and their related implications on possible Council Tax levels were posed to key stakeholders, staff and members of the public via an independent telephone survey carried out by Opinion Research Services. The results had been previously reported to the Policy & Resources Panel.
388.3 The second part related to the reviews taking place as part of the 2009/10 to 2011/12 Community Risk Management Plan following its approval during 2009/10. Key Stakeholders had been consulted to establish the level of involvement they wanted together with discussions with Opinion Research Services on the best way to consult those key stakeholders.
388.4 Opinion Research Services (ORS) were awarded the national consultation contract for participating fire & rescue services. ORS had undertaken a number of such consultation and engagement processes for FRAs who were progressing their Community Risk Management Plans. ORS were well versed in the statutory requirements, the expectations from consultees and challenges by the processes.
388.5 The latest available results of the public, stakeholder and staff consultation were circulated which included comparative data from the public which replaced the information contained in the written agenda papers.
388.6 RESOLVED – That: i) the latest available results of the 2010/11 Service Planning consultations tabled at this meeting as a replacement to the information included in the agenda papers be noted; and ii) the final results anticipated to be available at the Fire Authority meeting on 4 February 2010 be noted.
389. RURAL COVER REVIEW UPDATE
389.1 The Fire Authority considered an oral report of the Chief Fire Officer & Chief Executive that presented the Fire Authority with the latest position on the Rural Cover Review. (Copy in Minute Book).
389.2 The Panel were informed that an outcome of the 2009/10 – 2011/12 Community Risk Management Plan was that a Review of Fire Cover and Resilience in the Non Urban Areas should be undertaken. The review had produced a large amount of intelligence and data which had enabled robust analysis and forecasting.
389.3 Findings had been reported to the Way Forward Working Group who had indicated that they were satisfied with the progress to date. The findings of the review were to be reported to Policy & Resources for approval by a special meeting of the Fire Authority to be arranged during May 2010. A twelve week consultation period would then follow after which the outcome of that process would be reported back to the Fire Authority in September 2010.
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389.4 Members of the Panel were informed that the consultation and engagement process would be made up of a number of public, staff and stakeholder forums which would include questionnaires and face to face meetings to ensure that all parties have the opportunity to respond to the Fire Authority on its proposals and those responses to be taken into account.
389.5 RESOLVED – That the oral report be noted.
390. FIRE AUTHORITY SERVICE PLANNING PROCESSES FOR 2010/11 AND BEYOND – DRAFT REVENUE BUDGET 2010/11 AND CAPITAL PROGRAMME 2010/11 TO 2014/15
390.1 The Fire Authority considered a joint report of the Chief Fire Officer & Chief Executive and the Treasurer that presented the draft 2010/11 Fire Authority Service Planning issues for initial consideration by the Authority. (Copy in Minute Book).
390.2 Members were informed that the Authority was still awaiting confirmation from Councils’ details of the Council Tax Base before setting the precept at the Fire Authority meeting on 4 February 2010. The main issue facing the Fire Authority was the continued implementation of existing service commitments in addition to the approved Improvement Agenda, but within the context of a tight financial regime imposed by Government and now confirmed for the final year of the current three year spending review period 2008/09 – 2010/11.
390.3 Members also considered the draft Revenue Budget 2010/11 and Capital Programme 2010/11 to 2014/15 in the context of the agreed priorities for the Fire Authority:
- the continued achievement of existing service objectives and standards; - the continued implementation of the Fire Authority’s approved medium term investment programme to achieve a sustainable service; - delivering further key service improvements over the medium term; - delivering the modernisation agenda effectively within our community - delivering Integrated Risk Management Plans in the medium term.
390.4 RESOLVED – That
a) the projected expenditure for 2009/10 (as set out in section 2.2 of the report) be noted; b) the continued Revenue Budget consultations taking place (section 2.3.3 of the report) be noted; c) the committed budget for 2010/11 including provision for pay awards, price increases and net escapable commitments (sections 2.3.4, 2.3.6 and 2.3.7 of the report) be approved; d) the fees and charges as set out in section 2.3.5 and the Appendix C of the report, be approved; e) the budget pressures identified in section 2.3.9 be noted for further consideration at the Fire Authority meeting on 4 February 2010; f) the amended Capital Programme for 2009/10 totalling £2.420m and Capital Programme for 2010/11 totalling £8.41m (as set out in section 3 of the report) and the related revenue consequences, be approved;
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g) the savings identified be noted before a final decision is made at the Fire Authority’s precept setting meeting on 4 February 2010 on the precept for Council Tax purposes; h) it be noted the format of the Fire Authority’s Council Tax information will be finalised after the decisions made at the Fire Authority meeting on 4 February 2010; and i) it be noted that the detailed recommendations for setting the precept will be included in the final Revenue Budget report to be presented to the Fire Authority at its 4 February 2010 meeting, using the final tax base figures yet to be published.
391. FIRE AUTHORITY ADOPTION OF THE CHIEF FIRE OFFICERS’ ASSOCIATION (CFOA) POLICY FOR THE REDUCTION OF FALSE ALARMS AND UNWANTED FIRE SIGNALS
391.1 The Fire Authority considered a report of the Chief Fire Officer & Chief Executive that sought approval for the adoption of the Chief Fire Officers’ Association (CFOA) Policy for the Reduction of False Alarms and Unwanted Fire Signals. (Copy in Minute Book).
391.2 It was reported that the current policy for dealing with unwanted calls had been based upon previous CFOA Policy and attendance to domestic and commercial properties was as determined by the IRMP in 2006/07. The number of calls to Automatic Fire Detection Systems (AFDs) continued to be of concern. During 2008/09, there were 5,202 calls from AFDs of which 4,898 (94.2%) were unwanted false alarms. Under current arrangements, the Service has to respond to all calls received.
391.3 The current levels of unwanted signals from AFD systems placed a significant burden on East Sussex Fire & Rescue Service in terms of diverting essential services from emergencies, cost (including salaries, associated fleet costs, etc), risk to both the crews and public whilst responding, disruption to operational and day to day activities.
391.4 An outline of the revised CFOA Policy for the Reduction of False Alarms and Unwanted Signals was given detailing the framework for partnership between the responsible person of the protected premises, the fire alarm service provider and the fire and rescue authority. This was to ensure that the obligations, responsibilities and actions of all the parties were clear and understood. The partnership would then be utilised to reduce the occurrence of false alarm from automatic fire detection systems and manage the appropriate response to unwanted calls.
391.5 RESOLVED – that the Panel: i) approve the adoption of the CFOA Policy by the Authority; ii) delegate the implementation of each part to the Chief Fire Officer & Chief Executive, or Deputy Chief Fire Officer, in his absence.
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392. EXCLUSION OF PRESS AND PUBLIC.
392.1 RESOLVED – That item 393 be exempt under paragraph 3; and item 394 be exempt under paragraphs 3, 4 and 7, of Schedule 12A to the Local Government Act 1972 as amended by the Local Government (Access to Information) (Variation) Order 2006 and accordingly are not open for public inspection on the grounds that they include information relating to the financial or business affairs of any particular person (including the authority holding that information); information relating to any consultations or negotiations or contemplated consultations or negotiations in connection with any labour relations matter arising between the Authority or a Minister of the Crown and employees of, or office holders under, the Authority; and information relating to any action taken or to be taken in connection with the prevention, investigation or prosecution of crime.
The meeting concluded at 12.45 hours.
Signed Chairman
Dated this day of 2010.
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APPENDIX A Agenda Item 384 Response to Public Question from Mr C Scholes
The Policy and Resources Panel in January 2009 considered a report of the Chief Fire Officer and Chief Executive seeking approval for the future purchase of land for a new City Centre Fire Station.
The proposed new station is intended to replace a fire station built to the requirements of the 1930’s and to develop a modern fire station with additional community safety facilities suitable for the modern fire and rescue service.
The current site has a number of restrictions, which make it no longer practicable to modernise or ‘fit for purpose’. The total cost of upgrading the station so that it was ‘fit for purpose’ is estimated to be a minimum of £450,000 additional un-budgeted expenditure. There are also budgeted costs of £100,000 included in the five-year capital programme. The significant sums required formed part of the reason that the Authority took the decision to look for an alternative site etc and detail they have also considered the following points:
a. The upper floors have been largely empty since 2001 with no reduction in rateable value costing some £8,000 per year for this part of the building, plus heating and maintenance costs to keep it secured and safe. The top floor was vacated to let in 2003/04 and was placed on the commercial market for rent, however despite interest from a number of partners and community groups the poor access, layout and condition resulted in initial interest not being followed up.
b. There is significant uncertainty that the Authority could achieve full DDA compliance for the existing site with an estimated budget of some £250,000 particularly as it is the Fire Authority’s intention to develop a modern community fire station facility able to meet the evolving needs of the people of Brighton & Hove well into the 21st century.
c. The current condition survey undertaken three years ago is being updated with initial indications being that should the Authority remain on the current site, there would be a need for an electrical re-wire at an estimated cost of £200,000.
d. The expected minimum cost of capital schemes to the site are already allocated to the capital budget for the next five years of £100,000.
e. The current segregated facilities for male and female firefighters put into place following the locker room refurbishment are satisfactory but not ideal and would need to be improved at a cost not included in any budget provision.
f. Access to the site through the rear of the station is restricted with appliances travelling through a high-density residential area. The existing drill yard is insufficient for training of today’s firefighters’ due to its size and layout with no realistic opportunities to extend the training facilities.
11 g. Egress from the site for appliances is concerning as the appliances drive straight onto a public thoroughfare and into traffic with little warning. h. The appliance bays are not built for modern fire appliances and although there have been attempts to provide smaller appliances the operational equipment stowed on a modern fire and rescue service appliance means that there are limited opportunities to introduce smaller fire appliances at Preston Circus. Work continues with fire appliance coachbuilders to see if a smaller appliance can be brought into the City. Not all bays are effectively available for use due to the curved aspect of the frontage of the appliance bays. i. Overall the Authority’s Property Asset Management Plan identifies that the premises is in poor condition that is mainly unsuitable with partial compliance to DDA standards and has an above average annual spend for property maintenance. j. The Service has not sought to block the use of the upper floors for use by local community groups; it is simply a fact that the current facilities are wholly unsuitable in terms of layout and access. DDA access and health and safety risks as a result of damage to the building do not generally support the use of the upper floors. The facilities on the rest of the station have been improved in recent years and can support some community visits and meetings albeit there is no DDA access to the first floor and part of the ground floor which would be a material disadvantage to a disabled visitor to the premises. Parking at or near the site for visitors is severely restricted. k. The last capital project on site was the renewal of the incoming electrical mains and the main and sub main electrical panels, in addition to the renewal of the emergency generator and provision of a fire alarm system. The total cost was £123,500 l. Prior to this, capital work was undertaken between 2002/03 and 2004/05 totaling £541,000 for structural repairs and upgrading locker and staff welfare facilities."
12 Agenda Item No. 400 EAST SUSSEX FIRE AUTHORITY
Date: 4 February 2010
Title: Note of the Panel meetings held since the last meeting of the Fire Authority
By: Clerk to the Fire Authority
Purpose of report: To report upon the Panel meetings held since the last meeting of the Fire Authority with regard to those issues of greater significance or requiring a decision from the Fire Authority.
RECOMMENDATION: The Fire Authority is asked to:
a) note the report; and
b) i) approve the adoption of the CFOA Policy; and ii) if approved, delegate the implementation of each part to the Chief Fire Officer & Chief Executive, or Deputy Chief Fire Officer, in his absence.
MAIN ISSUES
1. There has been one Panel meeting since the last ordinary meeting of the Authority – this is noted below:
Policy & Resources Panel – 14 January 2010
2. Where a Panel has considered a report that is separately on the agenda for this meeting of the Authority for decision or information, a note of the Panel’s recommendation has been included in the report to the Authority. Not all the business issues covered by the Panel is summarised in this report, only the issues of greater significance requiring either a decision from the Fire Authority or significant items for information. Any Member wishing to see the minutes of any Panel is requested to contact the Clerk.
CLERK TO THE FIRE AUTHORITY 3 February 2010
Background Papers: Policy & Resources Panel – 14 January 2010
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POLICY & RESOURCES PANEL MEETING ON 14 JANUARY 2010
Members Present: Councillors Gadd, Howson, Kemble (Chairman), Ost, Pidgeon, Scott and Sparks
1. FIRE AUTHORITY CONSULTATION AND ENGAGEMENT ARRANGEMENTS – PROGRESS UPDATE
1.1 Members have been advised of the current and proposed arrangements for consultation and engagement activities relating to the Service Planning and Community Risk Management proposals.
1.2 Members have noted the results of the 2010/11 Service Planning consultations to date, as well as the further results anticipated for consideration by the Fire Authority relating to the 2010/11 service planning consultation. The Panel has RESOLVED to approve the consultation and engagement arrangements for the current Community Risk Management reviews underway.
2. RURAL COVER UPDATE
2.1 Members considered an oral report from the Chief Fire Officer & Chief Executive that noted that a review of Fire Cover and Resilience in the Non Urban Area had been undertaken as an outcome of the 2009/10 – 2011/12 Integrated Risk Management Plan.
2.2 The findings of the review are to be reported to the Fire Authority for approval prior to public consultation. The results of that consultation would then be reported back to the Fire Authority during September 2010 for consideration.
2.3 Members RESOLVED to note the report.
3. REVENUE & CAPITAL BUDGET MONITORING 2009/10
3.1 Members have considered a monitoring report of the 2009/10 financial year covering the period 1 April to 30 November 2009 that highlighted the current position on the most significant areas of spending as well as a forecast outturn. The overall capital programme was anticipated to be £155,000 less than the Revised Programme provision. Corporate Management Team would continue to monitor the budget monthly. There were no major concerns at this stage.
3.2 The Panel RESOLVED to note the 2009/10 Revenue Budget Monitoring position at 30 November 2009 and the 2009/10 Capital Programme Monitoring position and to approve the £80,000 Uninterrupted Power Supply (UPS) variation funded from the projected underspends on the Capital Programme.
4. FIRE AUTHORITY SERVICE PLANNING PROCESSES FOR 2011 AND BEYOND – DRAFT REVENUE BUDGET 2010/11 AND CAPITAL PROGRAMME 2010/11 TO 2014/15
4.1 Members have considered a report setting out the draft detailed Service Planning document.
14 4.2 Confirmation of the Council Tax Base was required before setting the precept. Consideration was given to the continuing implementation of service commitments as well as the Improvement Agenda within the context of a tight financial regime imposed by Government.
4.3 Members RESOLVED to approve the Service Planning Document.
5. DRAFT 2010/11 SERVICE PRIORITIES FOR INCLUSION WITHIN THE FIRE AUTHORITY’S 2010/11 IMPROVEMENT PLAN AND ANNUAL PLAN
5.1 Members have considered a report setting out the initial preparations for the draft 2010/11 Improvement Plan to be contained in the 2010/11 Annual Plan. The Panel has considered the priorities that will continue on into next year and new areas that were proposed for actioning in 2010/11 to enable the draft strategic planning documents to be prepared.
5.2 Members RESOLVED to approve on behalf of the Fire Authority, the roll forward of any 2009/10 Service Priority Areas which need to roll forward into 2010/11 for completion and the new Key Task Areas (KTAs) added for 2010/11.
6. PERFORMANCE INDICATOR RATIONALISATION – PROGRESS UPDATE
6.1 Members have considered a report that set out details of a streamlined and revised list of indicators as agreed by the Panel in September. The revised list sought to demonstrate how the Authority could continue to meet its vision and 3 Strategic Aims. The Panel also approved supporting corporate measures for future reporting to CMT and possibly Panels.
6.2 Members also considered the response to the CFOA consultation on performance indicators that it wanted to introduce to allow for national benchmarking across the Fire & Rescue Service.
6.3 Members have RESOLVED to note the comments made in relation to the proposals set out in Appendices B & C; and to approve the proposals in relation to the introduction of the new performance targets set out in Appendices A, B and C (first section) that are likely to form a part of the proposed list of top 40 indicators.
7. MEMBER LEADS ROLES AND RESPONSIBILITES – DRAFT GUIDANCE AS AT DECEMBER 2009
7.1 Members have considered Guidance for Member Leads that had been further developed to reflect discussions with Member Leads to date. The revised guidance will also help the Independent Remuneration Advisory Group in its consideration of the added responsibilities and duties as part of its forthcoming review. The Guidance will be included in future editions of the Members’ Handbook.
7.2 Members have RESOLVED to approve the revised guidance for Member Leads Roles and Responsibilities.
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8. FIRE AUTHORITY ADOPTION OF THE CHIEF OFFICERS’ ASSOCIATION POLICY FOR THE REDUCTION OF FALSE ALARMS AND UNWANTED FIRE SIGNALS
8.1 Members have considered a revised policy for reducing false alarms and unwanted fire signals. ESFRS current policy that has been in existence for a number of years, and was based on the previous Chief Fire Officers’ Association (CFOA) Policy and attendance and domestic and commercial properties as determined by the IRMP in 2006/07.
8.2 The new CFOA policy has been produced following public consultation and in partnership with the Fire Industry Association, British Security Industry Association and Telecare Services Association. The aims of the policy are to provide a uniform process for managing the reduction of unwanted calls and to provide the appropriate operational response to those calls that do arise from Automatic Fire Detection Systems (AFDs)
8.3 Members have agreed to RECOMMEND that the Fire Authority: i approves the adoption of the CFOA Policy; and ii If approved, delegates the implementation of each part to the Chief Fire Officer & Chief Executive, or Deputy Chief Fire Officer in his absence.
Councillor T Kemble Chairman of Policy & Resources Panel 8 January 2010
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Agenda Item No. 402 EAST SUSSEX FIRE AUTHORITY
Date: 4 February 2010
Title: Callover for Panel Meetings
By: Clerk to the Fire Authority
Purpose of report: To consider callover arrangements for Panel meetings
RECOMMENDATION: The Fire Authority is asked to approve the introduction of a ‘callover’ system for meetings of its Panels.
MAIN ISSUES
1. At a meeting of the Fire Authority on 16 September 2004, Members agreed to introduce the practice of ‘callover’ in connection with general agenda items for the Fire Authority, as is standard practice at both East Sussex County Council and Brighton & Hove City Council, but with all confidential items excluded from the arrangements.
2. The Chairman and Vice-Chairman have now asked that Members give consideration to introducing similar ‘callover’ for Panel meetings.
3. This would operate in the same way as for Fire Authority meetings, with the Chairman of the Panel calling the item numbers of all items on the open agenda. Each item which is called by a Member would then be reserved for debate. The Chairman would then ask the Panel to adopt, without debate, the recommendations and resolutions contained in the relevant reports for those items which have not been called.
4. If approved by the Fire Authority, the arrangements are proposed to come into effect from 1 April 2010 and appropriate adjustments will be made to the relevant sections of the next edition of the Members’ Handbook.
CLERK TO THE FIRE AUTHORITY 4 January 2010
Background Papers: Fire Authority – 16 September 2004
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Agenda Item No. 403 EAST SUSSEX FIRE AUTHORITY
Date: 4 February 2010
Title: Member Lead arrangements - quarterly update
By: Clerk to the Fire Authority
Purpose of report: To advise the Fire Authority on progress made to date by the Member Leads
RECOMMENDATION: The Fire Authority is asked to note the report.
MAIN ISSUES
1. Member Lead arrangements have now been established as agreed and the first quarterly Member Lead co-ordination meeting has taken place. The draft notes of the meeting are attached as Appendix 2 to advise Members of the initial progress made in developing the proposals. The notes of future Member Lead meetings will be circulated to all Fire Authority Members for information separate from the Fire Authority agendas.
2. However, it has also been agreed that, in future, a report will be presented to Fire Authority meetings summarising the main actions being taken by the various Member Leads. Currently, there has been limited, but sound, progress made in the majority of areas, but the momentum will increase over the coming months as Members and Officers develop their working relationships. The first summary progress report is attached as Appendix 1.
CLERK TO THE FIRE AUTHORITY 19 January 2010
Background Papers: Fire Authority – December 2009
19 APPENDIX 1 PROGRESS UPDATE STATUS – Lead NOT COMMENCED Officer Member IN DEVELOPMENT Lead MATURE 2009/10 EVIDENCED OUTCOMES AVAILABLE
Annual Efficiency arrangements mature – first meeting taken place to explain background, Annual Efficiency Fawthrop DFS principles, progress made to date and future Agenda priorities in relation to relative size of medium term budget pressures. Community Safety Howson DCFO Not yet met CAA/UoR issues mature. Member Leads have Strong & Prosperous debated the key strategic issues identified for Communities Healy further Group consideration including links Comprehensive Area Kemble ACO with Annual Efficiency Agenda and key Audit Assessment/ Livings (CS) Commission conclusions in relation to ESFA Use of Resources/ Healy performance and strategic implications to be VFM overview addressed. First meeting taken place to explain background, principles, progress made to date and future priorities in relation to Fire Environmental Issues Rufus ACFO Authority policies and also progress being made by ESFRS in relation to relevant Audit Commission Use of Resources Assessment KLOE which will be assessed in March 2010. Equality & Diversity: First meeting taken place to explain Service Delivery Marsh DCFO background, principles, progress made to date and future priorities. Arrangements mature as Councillor Scott has been E&D lead for some time. Progress continues on implementing the agreed Action plan and latest news in relation to ESFRS ACO position in the StoneWall top 100 Employment Scott (POD) organisations welcomed. Equality Impact assessment audit as required by Cllr Scott well underway. Actions required under the Corporate Equality Scheme will be the next review area. First meeting taken place with Cllr Howson, ACFO and Head of H&S to discuss HSE Health & Safety Howson ACFO inspection regime and learning, OpA assessment, Service Headquarters team structure and processes.
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First meeting with Cllr Heaps to explain the IRMP Reviews: plans for the IRMP Reviews has taken place and agreement to meet again in place. Preliminary work complete with broad conclusions already presented to Way Forward Working Group. Councillor Heaps Rural Cover Heaps DCFO has advised on further supporting evidence that might prove useful and content with work completed to date. Detailed proposals due for consideration by P&R Panel and CFA in May. First meeting of Member L&D working group L&D Support to ACO has taken place to explain background, Thomas Service Delivery (POD) principles, progress made to date and future priorities. Cllr Thomas briefed. First meeting taken place to explain Support/Shared Ost ACO(CS) background, principles, progress made to Services date and future priorities Arrangements for Staff L&D mature as Gadd Councillor Gadd has been E&D lead for some Learning & (Staff) ACO time. Development Thomas (POD) Councillor Thomas now leading on L&D (Members) issues. All but one Members’ Training Needs Analyses completed. Initial involvement of Lead Member in the Peer Review included in draft programme and Operational discussed with Cllr Kemble. Formal meeting Kemble DCFO Assurance to be arranged prior to submission of Self Assessment. Peer Review due end of May 2010. Strategic Procurement Action plan in place for some time. First meeting taken place with ML to explain background, principles, progress ACO Procurement Ost made to date and future priorities. Councillor (CS) Ost supportive of programme /achievements to date and is now seeking to progress work on commissioning issues. Relevant seminars attended on Scrutiny role and early discussions held with Chairman and ACO CFO&CE – work will feed into meeting being Scrutiny Livings (CS) arranged with Group Leaders to discuss Fire Authority agenda and business management issues. First meeting taken place to explain Sustainability Rufus ACFO background, principles, progress made to date and future priorities.
21 APPENDIX 2
DRAFT Notes of a meeting of the MEMBER LEADS (MLs) held at East Sussex Fire & Rescue Service Headquarters, 20 Upperton Road, Eastbourne on Thursday 14 January 2010 at 13.15 hours
1. Present: Councillors Terry Fawthrop; Beryl Healy, (BH); Phil Howson (PH); John Livings, (JL); Pat Ost, (PO); Sven Rufus, (SR); Phil Scott, (PS) and Roger Thomas, (RT).
DCFO Gary Walsh, (GW); ACO Diana Williams (DW) and Sue Klein (SK), Clerk to the Fire Authority.
2. Apologies for Absence
Councillors Brian Gadd, Carolyn Heaps, Ted Kemble and Mo Marsh.
3. Notes of last co-ordination meeting for Member Leads – 5 November 2009
3.1 Agreed as an accurate record.
4. Progress on Action Plan
4.1 DW advised that the actions highlighted below had all been completed to the timescales set:
3.5 Presentation to the S&A Panel following its meeting on 19 November 2009 on the way forward for scrutiny + copy to Cllr Healy as unable to attend meeting. 4.1 ‘Action plan’ column, showing proposed timescales completed. 5.1 Guidance for officers to be included in guidance produced for the MLs. 5.3 Draft of the ML role and duties to be drawn up to assist IRAG in its review of Member Allowances. 5.3 Officers supporting the IRAG to produce draft questions for consideration for the proposed Member interviews by IRAG – with some MLs included at interview stage. 8.1 CR to send out Individual Development Plans to MLs week commencing 9 November 2009. All Members’ Training Needs Analysis (TNA) now completed, except Cllr Livings and Kenward – majority signed off – remainder will be given to Members at the CFA meeting on 14 January for sign off. Meetings with Cllr Livings and Kenward to be completed by mid Feb 2010.
4.2 PS pointed out that his Training Needs Analysis (action 8.1) was being amended by CR.
4.3 The general actions set out below were to be undertaken on a continuous basis:
3.1 POs initially to help support MLs and make suggestions on strategic issues, until MLs comfortable to take charge. 3.4 MLs to approach DW if something needs scrutinising, so she can add it to the agenda planning list. 7.2 Communication role of MLs to be properly co-ordinated via the PO. 8.1 MLs to keep in touch with CR over any issues which may arise.
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4.4 In relation to the future actions to be undertaken as listed below, Members agreed the following:
3.2 RT to meet staff involved in achieving the Charter for Learning & Development.
Latest agreed position: in hand with CR
4.1 ML arrangements for the Annual Efficiency Agenda, and Strong & Prosperous Communities/CAA/Use of Resources/VFM Overview to be revisited at a later date as they feed in to each other.
Latest agreed position: TF asked how the ML arrangements for the Annual Efficiency Agenda and Strong & Prosperous Communities / Comprehensive Area Assessment / Use of Resources / VFM Overview would feed into each other as they could all input into efficiencies and DW said that this would be debated by the larger Group at their next meeting to which TF would be invited. BH was also concerned at how things would fit together, so that all were not working separately and this was agreed to be a standing agenda item for consideration at the quarterly Member Lead co-ordination meetings. DW informed MLs that Councillor Ted Kemble would be chairing future meetings of the Group which would facilitate such debates.
6.1 POs, with their MLs, to pull together a brief, bullet-points, summary of actions and news 3 weeks before CFA meetings, commencing for the February 2010 meeting. Short member seminars on selected topics to be developed in Feb/March and programme issued.
Latest agreed position: MLs requested that DW speak to POs during the next week to establish what work had been done by MLs and start the Quarterly Report for the February meeting of the Fire Authority, which would also show any emerging cross links.
6.2 Scrutiny challenges to be recorded in minutes of Panel meetings. as part of the Authority’s CAA evidence.
Latest agreed position: It was agreed that where a ML identified an area that they wished to review/have scrutinised, they should refer it for PO consideration, taking into account other priority areas. RT was concerned that the Audit Commission seemed to think that ‘one cap fits all’ and MLs should give the CFO&CE and Principal Officers their backing to evidence local context, local needs and service implications. DW advised that the Officer team had met with the External Auditor Lizzie Peers and her team and had received useful feedback on our Organisational Assessment score and BH agreed that we needed to use this as a stepping stone and move forward with an agreed corporate action/improvement plan.
23 7.1 Future edition of newsletter informing partners of Fire Authority initiatives to introduce the MLs.
Latest agreed position: Communications – CR had advised that no progress due to resourcing being committed to Marlie Farm pre-Christmas. Member newsletter plan built into POD business plan for 2010/11. Partnership newsletter done and circulated to Members. 2 bulletins on the Boroughs (Lewes and Eastbourne) completed and will be circulated to Members. These contain information on staff achievements as well as work in the borough areas.
7.4 CR to invite Members to attend sessions in the New Year on different issues, such as Representative Bodies, and the history behind the establishment of RCCs, which aimed to fill in any gaps in their background knowledge.
Latest agreed position: in hand with CR.
7.5 GF to explore connectivity issues around Members access to ESFRS intranet.
Latest agreed position: to be actioned January/February 2010 for update at next meeting.
9.2 Meetings of MLs to be arranged so they could put forward their ideas to fit in with the CFA planning cycle – SK would arrange all in advance, with the next one to take place in January 2010.
Latest agreed position: SK would arrange ML meetings in advance of the Fire Authority meetings, and SK/DW would produce a template report with the POs for MLs approval, for the CFA agendas.
10.1 Co-optees to be built into any provisional draft guidance but otherwise be allowed to evolve naturally.
Latest agreed position: - to be progressed by Group Leaders+ Vice Chairman meeting to be arranged – see notes at 7.1. below
4.5 PH asked to be considered for any leads or seminars within the community to increase his knowledge of H&S issues. It was suggested he take this up with CR, who was responsible for Member development. MLs acknowledged that they were leading across the whole geographical area and not just their own local area. It was agreed that Policy Support would be asked to ensure that the Corporate Diary was put in place early in 2010/11 to keep Members aware of events taking place around the County. GW suggested that the PO leads and MLs have a debate to target who goes to what event which was agreed.
4.6 MLs wished to ensure that officers were challenged appropriately at meetings of the Fire Authority and Panels to seek to encourage further strategic performance improvement, and asked that the Clerks should ensure that any such challenges were minuted as part of the Authority’s CAA evidence.
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4.7 MLs were updated on known updates from the ML meetings arranged to date, which would be included in their report to the Fire Authority. PO confirmed that he had met the strategic procurement project group twice and was already advising on strategic direction. He had also been updated on Support Services / Shared Services work for a preliminary meeting to be held in April.
4.8 MLs concurred about the importance of getting the co-ordination / and communications /cross linkages right over the next 3 months and hoped that, by July, all MLs would be comfortable with their positions and that, if something needed to be slotted in, they understood the timescales / planning cycle (SK to update timetable of all meetings / deadlines and circulate to MLs).
4.9 BH was concerned that MLs would be in the ‘front line’ for CAA and would need to be fully briefed, whilst recognising that they needed sufficient time to grow into their roles over the next few months and supported where necessary, but a good start had already been made.
4.10 The initial meetings for the following Member Leads still had to take place:
Lead Panel Member Officer Lead 2009/10 Community Safety P&R Howson DCFO Operational Assurance S&A Kemble DCFO
5 Next steps for consideration at first co-ordination meeting of Member Leads - news / updates for Feb CFA + April Members’ Seminar
5.1 Meetings of MLs to be arranged so they could put forward their ideas to fit in with the CFA planning cycle – SK would arrange all in advance, with the next one to take place in January 2010.
5.2 POs, with their MLs, to pull together a brief, bullet-points, summary of actions and news 3 weeks before CFA meetings, commencing for the February 2010 meeting.
5.3 Future edition of newsletter informing partners of Fire Authority initiatives to introduce the MLs.
6. Any further development and support needs?
6.1 MLs agreed that any ML development needs should be picked up with CR and support needs flagged up with DW or SK, whilst remembering that we have limited administrative resources available. RT wished to meet with CR again to make sure he was on the right track.
6.2 JL asked where he should feed something in that he would like scrutinised and it was agreed that this should be done at the quarterly MLs meetings, where priorities could be debated and then fed into the appropriate Panel.
25 6.3 BH asked for a list of MLs and Lead POs, which was included in the P&R Panel papers (see Appendix 1).
7. Fire Authority Business Management including potential Co-optees – next to progress in detail – any Member interest in early involvement?
7.1 The ML Group suggested a meeting of the Group Leaders and Vice-Chairman (JL) to review the Fire Authority’s core business arrangements, with any recommendations being fed into the Annual Meeting in June 2010 – this would include the issue of as well as the following issues:
- Focus on strategic agenda, service planning and performance outcomes - Implications for Fire Authority standing business items - Implications for Panel Standing business items - Role of Member Leads - Supporting evidence processes for external scrutiny - Information reports to Meetings or other mechanisms - newsletters - Development of Member Extranet/access to reports and information - Consultation and Engagement opportunities - Member Seminars - Regular Guest speakers - Co-optees to Panels/Working Groups
8. Any Other Business
8.1 There was no other business.
9. Date of Next Meeting
9.1 MLs agreed that this should be held in early May 2010, after the election, and suggested week commencing 10 May – SK to arrange.
The meeting ended at 14.00 hours.
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Agenda Item No. 405 EAST SUSSEX FIRE AUTHORITY
Date: 4 February 2010
Title: Emerging Regional Harmonisation of Scales of Fees and Charges
By: Chief Fire Officer & Chief Executive
Purpose of Report: To advise the Fire Authority on proposals to harmonise the current scales of fees and charges applied by the respective fire authorities in the south east prior to the cutover to the Regional Control Centre RECOMMENDATION: The Fire Authority is asked to:
i) note that proposals are being put forward to harmonise the current scales of fees and charges applied by the respective fire authorities in the south east prior to the cutover to the Regional Control Centre of Scales of Fees and Charges;
ii) accept, in principle, that East Sussex Fire Authority should be a party to those discussions subject to future reports on the revenue and any other implications arising from the proposals;
iii) agree two deletions to the scales of fees of fees and charges being implemented from 1 April 2010 as approved at the last Fire Authority meeting on 14 January 2010;
iv) note that no income from these fees and charges has been built into the Revenue Budget for 2010/11 and, as such, there is no actual loss of income involved.
BACKGROUND ON EAST SUSSEX FIRE AUTHORITY SCALE OF FEES AND CHARGES
1. The Fire Authority undertook a fundamental review of fees and charges in 2007, and the way forward was agreed at the meeting in 6 September 2007 (Agenda Item 444b). (copy available on request /in minute book) Two proposals were taken forward in relation to new charges for attending lock outs where there was no life/injury risk and charging for rescuing cattle and horses subject to humanitarian considerations up to a maximum charge of 1 hour. In both cases, because of the life /injury risk in the case of lock outs and the humanitarian considerations for larger animal rescues, the decisions on whether to charge or not were left to the discretion of the Officers in Charge. Due to the fact it was impossible to assess the levels of income which might be expected taking into consideration these value judgements, no expected income levels were ever built into the Revenue Budget from 1 April 2008 when the amended scale of fees and charges was first introduced.
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2. For the financial year 2008/09, there were a total of 430 attendances for lockouts and a total of 181 animal rescues. These figures include all attendances and do not distinguish those incidents where life/injury risk might have been involved nor distinguish the type of animals attended.
3. Since 2008/09, tighter call challenge procedures have been introduced for lock outs to minimise the number of times East Sussex Fire and Rescue Service attends lock outs where there is no life or injury risk involved. As such, the potential income derived from this source should be nil if this policy is 100% effective.
4. The three quarter year figures for 2009/10 are just being finalised and an oral update will be given at the meeting that will advise on the latest proportion of lock outs which are attended involving life/injury risk and the proportion of animal rescues which are for horses/cattle which involve no humanitarian issues.
5. The Fire Authority at its last meeting on 14 January 2010 approved a new scale of fees and charges for implementation from 1 April 2010. (Agenda Item 390 – copy in minute book). The new scale of fees and charges is attached as Appendix 1 to this report. The relevant charges for lockouts and large animal rescues are highlighted.
EMERGING REGIONAL HARMONISATION OF SCALES OF FEES AND CHARGES
6. A report was presented to the South East Chief Officers’ meeting on 5 January 2010 that sought to adopt a standard tariff for chargeable special service incidents amongst other proposals to assist with the FireControl convergence arrangements.
7. It is understood that there was broad agreement to progress these proposals through the respective fire authorities so that harmonisation was achieved in time for the RCC cutover; the higher levels of charges currently being used in some parts of the region should be considered for implementation rather than the lower levels of charges applied elsewhere. In addition, it was agreed that there should be no imperative for FRAs to introduce charges that they did not want to progress.
8. Whilst there are a number of differences across the current tariffs, only East Sussex and Kent charge for large animal rescues (£185 and £129 respectively) and only East Sussex and Buckinghamshire charge for lock outs (£185 and £182 respectively).
9. As our perceived closest partner for the local area, East Sussex has consulted with West Sussex Fire & Rescue Service and they have no plans to introduce charges for either Services in the foreseeable future.
10. Further work will take place in 2010/11, to settle on a proposed standard tariff on the other charges for the respective Fire Authorities to consider, but in the meantime, in view of the fact that lock outs are being minimised through appropriate call challenge procedures and there remains only a ‘theoretical’ fee for large animal rescues in East Sussex that is not applied in practice, the Fire Authority is asked to remove these two charges from the scale of fees and charges to be applied from 1 April 2010 which will have no impact upon the provision made in the 2010/11 committed revenue budget.
Des Prichard CHIEF FIRE OFFICER & CHIEF EXECUTIVE 22 January 2010
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APPENDIX 1
EAST SUSSEX FIRE AUTHORITY
SPECIAL SERVICES SCALE OF FEES WITH EFFECT FROM 1 APRIL 2010 (as approved by CFA on 14 January 2010 Agenda Item 390)
Existing Proposed Fees Fees 2010/11 2009/10 £ £ 1. The hiring of a major pumping appliance with crew per 247.00 250.00 hour 2. The hiring of other pumping vehicles with crew per 197.00 200.00 hour 3. Rescue of a horse/cattle up to a maximum cost of a 191.00 (Max) 193.00 (Max) crew for one hour. 4. The hire of hydraulic platforms or turntable ladders with 267.00 270.00 crew per hour 5. Lock Outs (where no person trapped and no rescue 191.00 (Max) 193.00 (Max) effected) up to maximum of one hour 6. Dry Riser: Subsequent test at the owner’s request First Dry Riser 183.00 185.00 Additional Dry Risers 119.00 120.00 7. Interviews: * Insurance Co Etc 119.00 120.00 After two hours 76.00 77.00 8. Copy of Petroleum Licences * 27.00 27.50
9. Copy plans * 32.00 32.50
10. Standby at Venue 247.00 250.00
11. Fire Investigation Report 266.00 269.00 12. Chemical Protection Suit 137.00 139.00 13. Inspection of Plans for Marriage Act 1994 * 101.00 102.00
All fees and charges will have VAT added except those marked with “ * ”
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Agenda Item No. 406 EAST SUSSEX FIRE AUTHORITY
Date: 4 February 2010
By: Treasurer
Title: Fire Authority Treasury Management Strategy for 2010/11
Purpose of report: To determine the Fire Authority’s authorised borrowing limit, to adopt the prudential indicators and treasury management indicators, to approve the Minimum Revenue Provision Statement and to agree the treasury management strategy and policy statement for the remainder of 2009/10 and 2010/11.
RECOMMENDATIONS: The Fire Authority is recommended to:
1) determine that for 2010/11 the authorised limit for borrowing shall be £20,080,000; 2) adopt the prudential indicators and treasury management indicators within the report (as set out in section 5); 3) approve the Minimum Revenue Provision Statement for 2010/11 (as set out in section 6) and; 4) agree the treasury management strategy and policy statement for the remainder of 2009/10 and 2010/11, and the new clauses of the CIPFA Code of Practice (paragraph 9).
MAIN ISSUE
1. Under the Local Government Act 2003 and the Prudential Code for Capital Finance 2004, the Fire Authority is required to determine its authorised borrowing limit, to adopt prudential indicators and treasury management indicators, to approve the Minimum Revenue Provision Statement and to agree the treasury management strategy and policy statement for the remainder of 2009/10 and 2010/11, details of which are set out in the supporting information.
Sean Nolan TREASURER 18 January 2010
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Background Papers Prudential Code for Capital Finance 2004 East Sussex Fire Authority – 5 February 2009 – Agenda Item No 319: Fire Authority Treasury Management Strategy for 2009/10 East Sussex Fire Authority – 9 July 2009 – Agenda Item No 335: Treasury Management – stewardship report for 2008/09 and change in strategy for 2009/10 East Sussex Fire Authority – 10 September 2009 – Agenda Item No 357: Further amendment to Treasury Management Strategy and Policy Statement for 2009/10 Local Government Act 2003 Local Government Investments – Guidance from The former Office of the Deputy Prime Minister CIPFA Prudential Code in November 2009 CIPFA Treasury Management in the Public Services- Code of Practice (provisionally updated in November 2009) Local Government and Public Involvement in Health Act 2007 Communities and Local Government-Changes to the Capital Finance System- Consultation 2009
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Treasury Management Strategy for 2010/11
1. BACKGROUND INFORMATION
1.1 The Fire Authority receives an annual Treasury Management Strategy report in February which sets out the proposed strategy for the year ahead. This strategy includes the limits and criteria for organisations to be used for the investment of cash surpluses.
1.2 This Authority has always adopted a prudent approach on its investment strategy and in the last few years, there have been regular changes to the list of the approved organisations used for investment of short term surpluses. This list is reviewed regularly to ensure that the Authority is able to invest in the best available rates consistent with low risk; the organisations are regularly monitored to ensure that their financial strength and low risk has been maintained. The emphasis will continue to be on security (protection of the capital sum invested) and liquidity (keeping money readily available for expenditure when needed) rather than on yield.
1.3 When the original strategy for 2009/10 was drawn up, the money markets were extremely volatile with Banks reluctant to lend to each other and the rates varying substantially from day to day and from Bank to Bank. In this climate, ensuring the security of investments becomes even more difficult and extreme caution had to be taken on where surplus funds were invested.
Strategy and amendments to strategy for 2009/10 to date
1.4 The strategy for 2009/10, agreed in February 2009, was set in this background of uncertainty and an extremely prudent approach was taken with nearly all investments on an overnight basis (on call). The changes in the strategy during the current financial year have increased flexibility by increasing the period of investment lent to the counterparties that the Fire Authority already invest with (the highest rated banks) to three months.
1.5 The current strategy agreed by the Fire Authority in February 2009 and updated in July and September 2009 is:-
i) In the current economic climate, it is essential that a very prudent approach is maintained. This will be achieved primarily through investing for up to a period of three months with selected banks and funds which meet the Fire Authority’s rating criteria.
ii) It is also important to recognise that movements within the money markets can happen with no notice and the Treasurer may have to amend this strategy in order to safeguard Fire Authority funds. As in the past, any such actions will be reported to the next Fire Authority meeting. An example of that is exercising a judgement to place more weight on UK Government’s moral guarantee to high street banks if there are marginal movements in credit rating for the same high street banks.
55 iii) It is not expected that any new external borrowing will be undertaken in January 2009 to March 2010. However, the limits set out in the original strategy would allow such borrowing. External borrowing will only take place if the rates available are so low that the long term benefits will significantly exceed the short term cost.
iv) Cost effective repayment and restructuring opportunities will be taken if and when they emerge.
Up to a maximum of £11m deposited up to a period of three months -
Bank / Fund Proposed maximum investment Barclays £3m Lloyds HBOS £3m Nat West/RBS £3m Santander (ex Abbey National) £3m HSBC £3m Nationwide £3m Individual Treasury Type Money Market Funds (AAA rated) £3m Individual Cash Type Money Market Funds (AAA rated) £3m
Only banks which are eligible for the Government’s Credit Guarantee Scheme AND meet the following minimum rating criteria for at least two of the designated agencies to be used.
Ratings Agency Long Term Short Term Fitch AA- F1+ Moody AA3 P-1 Standards and Poors AA- A-1+
Any amount over £11m will be invested with the Government’s Debt Management Account Deposit Facility (DMADF).
2. FORMULATING A STRATEGY FOR THE REMAINDER OF 2009/10 AND FOR 2010/11
Borrowing
2.1 Previously, the Fire Authority had a strategy to borrow to support the Capital Programme and lend out other cash (rather than using internal borrowing). Historically, this meant that the interest rate earned on cash balances was higher than the interest rate paid on loans from the Public Works Loans Board (PWLB). In the more recent current financial climate, this interest rate differential has been removed. No new PWLB borrowing has taken place since January 2008. However, given the size of the borrowing requirement to finance the capital programme in 2010/11 the policy of “internal borrowing” will need to be reviewed and this is considered in more detail in paragraph 3.3. Opportunities to reschedule debt are monitored, but have not arisen as yet.
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Investment
2.2 It is important to take account of the current and predicted future state of the financial sector. The state of the money markets has slightly improved over the last few months. The following factors must be taken into account:
i) Bank rate is currently at 0.5% (the lowest on record) and these short-term interest rates are expected to remain on hold for a considerable time. The recovery in the economy has commenced, but it will remain insipid and there is a danger that early reversal of monetary ease, (rate cuts and Quantative Easing (QE)), could trigger a dip back to negative growth. Lack of bank activity and weak consumer expenditure in response to future tax rises will also be factors that hold back growth.
ii) With inflation set to remain subdued in the next few years (though a sharp blip is forecast for the next few months), the pressure upon the Monetary Policy Committee to hike rates will remain moderate. But some increase will be seen as necessary in 2010 to counter the effects of external cost pressures (as commodity price strength filters through) and to avoid a reduction in sterling against other currencies which could occur if previous actions such as Quantative Easing are not reversed.
iii) Longer term interest rates are expected to be more volatile. There is a prediction of an increase for a number of reasons: 1) net gilt issuance will rise sharply, 2) this will be increased by the extent to which the Bank of England attempts to claw back funds injected to the economy via the QE programme; 3) investors will be looking to place more of their funds in alternative instruments as their risk appetite increases, demand for gilts will weaken as a consequence; 4) a decision to leave QE in place will generate inflation concerns and pressurise long yields higher.
2.3 The emphasis will continue to be on security (protection of the capital sum invested) and liquidity (keeping money readily available for expenditure when needed) rather than on yield. The strategy going forward must continue with the policy of ensuring minimum risk but will also need to deliver secure investment income of at least bank rate on the Fire Authority’s cash balances. (The actual target is bank rate plus 0.5%).
2.4 As will be clear from the events globally and nationally over the last eighteen months, it is impossible in practical terms to eliminate all credit risk. The Fire Authority seeks to be as prudent as possible.
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3. PROPOSED STRATEGY FOR THE REMAINDER OF 2009/10 AND FOR 2010/11
3.1 In the current economic climate, it is essential that a prudent approach is maintained. This will be achieved through investing with selected banks and funds which meet the Fire Authority’s rating criteria. The emphasis will continue to be on security (protection of the capital sum invested) and liquidity (keeping money readily available for expenditure when needed) rather than on yield. The only change now recommended is to increase the option for the maximum length of new investments from 3 months to 1 year. The maximum length will only be increased after the Treasurer is satisfied that the market conditions are favourable.
3.2 It is also important to recognise that movements within the money markets can happen with no notice and the Treasurer may have to amend this strategy in order to safeguard Fire Authority funds. As in the past, any such actions will be reported to the next Fire Authority meeting.
3.3 There is a significant borrowing requirement in 2010/11 of £5.225m to finance the capital programme. However, there is a degree of uncertainty about the occurrence and timing of a number of significant planned projects with a total cost in excess of £5m. The Authority will need to balance the risk that the cost of borrowing may increase during the year (see paragraph 2.2) against the risk (and cost) of additional borrowing in advance of need. Given these factors, the Authority will continue with its policy of “internal borrowing” in the short term, but will monitor closely the progress of projects within the capital programme, along with its cash-flow more generally, so that if the planned borrowing requirement does substantially materialise, then external borrowing can take place. This borrowing is allowed for in the limits set out in paragraph 4.
3.4 Opportunities for cost effective repayment of existing debt and restructuring opportunities are constantly monitored and will be taken if and when they emerge.
3.5 Our policy gives some flexibility to borrow up to £2,872,000 in advance of future need. The detail is set out in paragraphs 4.4 and in the table at 5.2.
3.6 The Fire Authority balances will be invested in line with the following specific policy:-
Up to a maximum of £11m deposited up to a period of up to one year
Bank / Fund Proposed maximum investment Barclays £3m Lloyds HBOS £3m Nat West/RBS £3m Santander (ex Abbey National)* £3m HSBC £3m Nationwide £3m Individual Treasury Type Money Market Funds (AAA rated) £3m Individual Cash Type Money Market Funds (AAA rated) £3m
* still subject to Government Credit Rating System.
58 Only banks which are eligible for the Government’s Credit Guarantee Scheme AND meet the following minimum rating criteria for at least two of the designated agencies to be used.
Ratings Agency Long Term Short Term Fitch AA- F1+ Moody AA3 P-1 Standards and Poors AA- A-1+
Any amount over £11m will be invested with the Government’s Debt Management Account Deposit Facility (DMADF).
3.7 Additional requirements under the Code of Practice now require the Authority to supplement credit rating information. Whilst the above criteria relies primarily on the application of credit ratings to provide a pool of appropriate counterparties for officers to use, additional operational market information has been and will continue to be applied before making any specific investment decision from the agreed pool of counterparties. This additional market information (for example Credit Default Swaps, equity prices etc.) will be assessed when comparing the relative security of differing investment counterparties.
3.8 All of the investments will be classified as Specified Investments. These investments are sterling investments of not more than one-year maturity with institutions we deem to be high credit quality or with the UK Government (Debt Management Account Deposit Facility). These are considered low risk assets where the possibility of loss of principal or investment income is small. The Fire Authority does not have any Non Specified Investments which are ones of more than one-year maturity or with institutions which have a lesser credit quality.
4. AUTHORISED LIMIT FOR BORROWING IN 2010/11
4.1 The Government introduced a new system for capital finance from 1st April 2004. An objective of this new system was to move away from controlling borrowing through the issue of borrowing approvals, towards a system of self-regulation. This is based on a code of practice developed by CIPFA - the Prudential Code.
The Authorised Limit for borrowing determined for 2010/11 will be the statutory limit determined under section 3(1) of the Local Government Act 2003.
4.2 The Prudential Code for Capital Finance allows capital borrowing to be planned over the same timescale as capital spending. The code states:
‘In order to ensure that over the medium term net borrowing will only be for a capital purpose, the local authority should ensure that net external borrowing does not, except in the short term, exceed the total of capital financing requirement in the preceding year plus the estimates of any additional capital financing requirement for the current and next two financial years’
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4.3 The limits set out later in this report have been based upon the amount of capital spending to be financed through borrowing in 2010/11 and following financial year. Whilst the Prudential Code would allow a higher limit than this (2010/11 and next two financial years) it is considered prudent at this stage to base the limits upon 2 years. This approach was agreed in a previous strategy report to the Fire Authority in June 2004 and has since worked well.
4.4 For 2010/11, it is estimated that the authorised borrowing limit is £20.080m (see table 5.2) although as stated earlier the need for additional external borrowing will be dependent on the level of certainty and timing of a number of significant projects within the capital programme.
5. PRUDENTIAL INDICATORS AND TREASURY MANAGEMENT INDICATORS
5.1 There are self-imposed prudential and Treasury Management indicators that are set on an annual basis and monitored. The indicators which relate to treasury management are included below: i Authorised limit for borrowing (see paragraph 5.2, 5.3, 5.4 and 5.5 below) ii Interest rate exposure (see paragraph 5.6 below) iii Maturity structure of debt (see paragraph 5.7 below) iv Compliance with the treasury management code of practice (see paragraph 5.8 below) v Maturity structure of investments (see paragraph 5.9 below)
5.2 Authorised limit for borrowing
2009/10 2010/11 2011/12 2012/13 Likely Estimate Estimate Estimate actual £000 £000 £000 £000
Opening balance 9,895 9,967 14,793 17,671 New borrowing for capital 468 5,225 3,470 3,030 programme Less repayment of debt -396 -399 -592 -707 Closing balance (no borrowing 9,967 14,793 17,671 19,994 in advance) Advance borrowing allowed (net borrowing for next year) - 2,878 2,323 -
Operational boundary 15,065 17,671 19,994 19,994 Short term 2,397 2,409 2,421 2,433 Authorised limit 17,462 20,080 22,415 22,427
Comparison with actual Actual borrowing to date 11,123
Borrowed in advance of 1,156 need
60 5.3 The amount for new borrowing to support the Capital Programme in 2007/08 reduced from £3m in the original estimate to an actual figure of £2.2m. In 2008/09, no new borrowing was required against an estimated figure of £1.7m. These two reductions have resulted in borrowing in advance of need in the current financial year despite no new borrowing being taken since January 2008. The borrowing is below both the operational boundary and the authorised limit set for 2009/10.
5.4 The proposed operational boundary for borrowing is based on the same estimates as the authorised limit. It reflects directly the authorised borrowing limit estimate, but without the additional amount for short term borrowing included to allow, for example, for unusual cash movements. The operational boundary represents a key management tool for in-year monitoring and long term borrowing control.
5.5 These authorised limits are consistent with the Fire Authority’s current commitments, existing plans and the proposals for capital expenditure and financing, and with its approved treasury management policy statement and practices. They are based on the estimate of most likely prudent, but not worst case scenario, plus sufficient headroom (short term borrowing) over and above this to allow for day to day operational management, for example, unusual cash movements or late receipt of income.
5.6 Interest Rate Exposure
Borrowing
The Fire Authority will continue the current practice of seeking competitive fixed interest rate exposure for borrowing. It is proposed to continue to set limits on our variable rate exposure in case that becomes a more effective approach. The percentages of the upper and lower limits for fixed and variable rate exposure reflect the unlikely situation that all new borrowing from next year will be at variable rates.
2009/10 2010/11 2011/12 2012/13 Borrowing Projected Estimate Estimate Estimate Outturn Fixed Rate Exposure Upper Limit 100% 100% 100% 100% Lower Limit 0% 63% 56% 56% Variable Rate Exposure Upper Limit 0% 37% 44% 44% Lower Limit 0% 0% 0% 0%
Lending
Fixed Rate Exposure Upper Limit 100% 100% 100% 100% Lower Limit 0% 0% 0% 0% Variable Rate Exposure Upper Limit 0% 100% 100% 100% Lower Limit 0% 0% 0% 0%
61 Borrowing and Lending combined
Fixed Rate Exposure Upper Limit 100% 100% 100% 100% Lower Limit 0% 39% 36% 36% Variable Rate Exposure Upper Limit 0% 61% 64% 64% Lower Limit 0% 0% 0% 0%
5.7 Maturity structure of debt
The Fire Authority has set upper and lower limits for the maturity structure of its borrowings as follows. The lower and upper limits set out below now split out the debt of over 10 years into increased bands.
Lower Limit Upper Limit Current Under 12 months 0% 25% 0% 12 months and within 24 months 0% 40% 0% 24 months and within 5 years 0% 60% 0% 5 years and within 10 years 0% 80% 3% 10 years and within 20 years 0% 80% 41% 20 years and within 30 years 0% 80% 22% 30 years and within 40 years 0% 80% 3% Over 40 years 0% 80% 31%
5.8 Compliance with the Treasury Management Code of Practice
East Sussex Fire Authority has adopted the CIPFA Code of Practice for Treasury Management in the Public Services but the revised CIPFA Code requires an additional clause to be adopted for full compliance. This is shown as paragraph 9.
5.9 Maturity structure of investments
The Authority does not intend to invest any sums for more than one year.
6. MINIMUM REVENUE PROVISION STATEMENT
The Fire Authority’s Borrowing Need (the Capital Financing Requirement)
6.1 The prudential indicator is the Authority’s Capital Financing Requirement (CFR). The CFR is simply the total outstanding capital expenditure which has not yet been paid for from either revenue or capital resources. Essentially, it is a measure of the underlying borrowing need.
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6.2 The Fire Authority is asked to approve the Capital Finance Requirement (CFR) projections below:
£000 2009/10 2010/11 2011/12 2012/13 Revised Estimate Estimate Estimate
Total CFR 9,967 14,793 17,671 19,994
Movement in CFR 72 4,826 2,878 2,323
Movement in CFR represented by Net financing need for 468 5,225 3,470 3,030 the year (above) MRP/VRP and other -396 -399 -592 -707 financing movements Movement in CFR 72 4,826 2,878 2,323
6.3 The Fire Authority is required to pay off an element of the accumulated General Fund capital spend each year through a revenue charge called the Minimum Revenue Provision (MRP), although it is also allowed to undertake additional voluntary payments.
6.4 Regulations from the Department for Communities and Local Government (CLG) have been issued which require the Fire Authority to approve an MRP Statement in advance of each year. A variety of options are provided to fire authorities to replace the existing Regulations, so long as there is a prudent provision. The Fire Authority is recommended to approve the following Minimum Revenue Provision (MRP) Statement.
6.5 For capital expenditure incurred before 1 April 2008 or which, in the future, will be Supported Capital Expenditure, the MRP policy will be based on the Capital Financing Requirement (CFR). Currently, the Authority set aside a Minimum Revenue Provision based on basic MRP of 4% each year to pay for past capital expenditure and reduce its CFR.
6.6 From 1 April 2008 for all unsupported borrowing the MRP policy will be: i) Asset Life Method – MRP will be based on the estimated life of the assets, in accordance with the proposed regulations (this option must be applied for any expenditure capitalised under a Capitalisation Directive).
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7. TREASURY MANAGEMENT ADVISERS
7.1 The Fire Authority uses Butlers as its treasury management consultant through the contract that exists with East Sussex County Council. The company provides a range of services which include: i) Technical support on treasury matters, capital finance issues and advice on reporting; ii) Economic and interest rate analysis; iii) Debt services which includes advice on the timing of borrowing; iv) Debt rescheduling advice surrounding the existing portfolio; v) Generic investment advice on interest rates, timing and investment instruments; vi) Credit ratings from the three main credit rating agencies and other market information; and vii) Assistance with training on treasury matters.
7.2 Whilst the advisers provide support to the internal treasury function, under current market rules and the CIPFA Code of Practice the final decision on treasury matters remains with the Fire Authority. This service is subject to regular review.
8. TREASURY MANAGEMENT POLICY STATEMENT FOR 2010/11
8.1 It is recommended that the Treasury Management Policy Statement should be unchanged from that already agreed for 2009/10. The statement is set out below:
East Sussex Fire Authority defines its treasury management activities as:
“The management of the organisation’s cash flows, its banking, money market and capital market transactions, the effective management of the risks associated with those activities; and the pursuit of optimum performance consistent with those risks.”
The Fire Authority regards the successful identification, monitoring and management of risk to be the prime criteria by which the effectiveness of its treasury management activities will be measured. Accordingly, the analysis and reporting of treasury management activities will focus on their risk implications for the organisation.
This Authority acknowledges that effective treasury management will provide support towards the achievement of its business and service objectives. It is therefore committed to the principles of achieving best value in treasury management, and to employing suitable performance measurement techniques, within the context of effective risk management.
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9. CLAUSES TO BE FORMALLY ADOPTED AS PART OF THE CIPFA TREASURY MANAGEMENT CODE OF PRACTICE
9.1 Our existing approach already covers these areas (with the exception of a formal mid year review report) but the Fire Authority is now recommended to formally adopt them:-
1. East Sussex Fire Authority will create and maintain, as the cornerstones for effective treasury management:
i) A treasury management policy statement, stating the policies, objectives and approach to risk management of its treasury management activities;
ii) Suitable Treasury Management Practices (TMPs) setting out the manner in which the organisation will seek to achieve those policies and objectives, and prescribing how it will manage and control those activities.
2. The Fire Authority will receive reports on its treasury management policies, practices and activities, including as a minimum, an annual strategy and plan in advance of the year, a mid year review and an annual report after its close, in the form prescribed in its TMPs.
3. The Fire Authority has delegated responsibility for the implementation and monitoring of its treasury management policies and practices, and for the execution and administration of treasury management decisions to the Treasurer, who will act in accordance with the Fire Authority's policy statement and TMPs and CIPFA's Standard of Professional Practice on Treasury Management.
4. The full Fire Authority will take responsibility for ensuring effective scrutiny of the treasury management strategy and policies.
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Agenda Item No. 407 EAST SUSSEX FIRE AUTHORITY
Date: 4 February 2010
Title: Progress update on Current Fire Authority Business Issues
By: Chief Fire Officer & Chief Executive
Purpose of Report: To update the Fire Authority on any business issues that are impacting upon the fire service generally and also those relating to the Authority specifically.
RECOMMENDATION: The Fire Authority is asked to note the report.
1. INTRODUCTION
1.1 The Fire Authority receives a summary report of information issues only at its quarterly meetings. This report provides a further update on relevant issues.
2. NATIONAL ISSUES
2.1 In-Service Management Consultation and New Firebuy Board Appointments.
2.1.1 Members were informed that following a Ministerial Statement on the future of national procurement in the Fire & Rescue Service and Firebuy Ltd, a review had been carried out which demonstrated the continuing need to drive procurement efficiency at a national level. It was suggested that in future the national procurement role and management of the Fire and Resilience Programme service contracts be carried out by a larger organisation.
2.1.2 A 12 week consultation had been carried out on which body should manage certain Fire Resilience Programme functions as they become operational, including the role of the non-departmental public body that was proposed to succeed Firebuy.
2.1.3 The Non-Departmental Public Body currently consists of five new Board members with the possibility of an additional three members by March 2010. Subject to the in-service management consultation, the Board was to lead the change process from the current structure to a new organisation including a wider remit.
2.1.4 The new board members would represent the key stakeholders, namely the Chief Fire Officers’ Association, the Local Government Association and the Local Authority Controlled Companies/London Fire and Emergency Planning Authority. The new body would also need effective arrangements for engaging stakeholders in the business of the organisation.
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3. LOCAL ISSUES
3.1 New EU Remedies Directive
3.1.1 Members are advised that the following changes are being made to Contract Standing Orders (CSOs) and will be included as an amendment to the current edition of the Members’ Handbook, to be issued in March 2010.
3.1.2 In so far as Contract Standing Orders provide at 4.1 that every contract must comply with relevant English law and, that in the case of conflict between English law and CSOs, the former prevails, there is no immediate need to amend the CSOs. However, these are not scheduled to be reviewed until 2011, and the Monitoring Officer, Treasurer and Chief Fire Officer & Chief Executive have power, in consultation with one another, to make amendments as may be required for effective business needs before their next scheduled review by the Fire Authority in 2011 (CFA minutes February 2008). The Monitoring Officer has, therefore, recommended bringing CSOs into line with legislation forthwith and has made the following change to CSO 17.2.
3.1.3 CSO 17.2 currently states that: ‘Where the Cost of a Contract is above the relevant thresholds in the EU Procurement Directives, before a Tender for the Contract is accepted, there shall be 10 day standstill period between notification of the provisional award decision to Contractors who submitted Tenders and the date on which the successful Tender is accepted.’
3.1.4 If the regulation 32 (1) notice is sent other than by fax or electronic means, the standstill period is up to 15 days. To cover this, CSO 17.2 will be expanded to read:-
3.1.5 ‘Where the Cost of a Contract is above the relevant thresholds in the EU Procurement Directives, before a Tender for the Contract is accepted, between notification of the provisional award decision to Contractors who submitted Tenders and the date on which the successful Tender is accepted:-
in the case of fax or electronic notification, there shall be 10 day standstill period: or
in the case of notification by any other means, there shall be a 15 day standstill period or 10 day standstill period ending at midnight after the date the last contractor receives such notice, whichever is the earlier.’
Des Prichard CHIEF FIRE OFFICER AND CHIEF EXECUTIVE 12 January 2010
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Agenda Item No. 408 EAST SUSSEX FIRE AUTHORITY
Date: 4 February 2010
Title: Quarterly Report for October to December 2009
By: Chief Fire Officer & Chief Executive
Purpose of Report: To consider the quarterly results for the period October to December 2009
RECOMMENDATION: The Fire Authority is asked to note the report.
1 FIRES AND OTHER OCCURRENCES
1.1 Number of Calls
1.1.1 During the period 1 October – 31 December 2009, the East Sussex Fire & Rescue Service responded to 3,272 calls, compared with 3,230 in the same period for 2008/09 and 3,332 for the same period in 2007/08.
2007/08 2008/09 2009/10 Incidents attended Fires including small fires and chimney fires 784 688 637 Special Services including road traffic accidents 864 870 942 False Alarm calls including malicious, good intent, 1,639 1,607 1,645 accidental operation and mechanical/electrical 3,287 3,165 3,224 Over the Border Calls assistance to West Sussex 27 42 26 to Kent 18 23 21 to Surrey 0 0 1 3,332 3,230 3,272 In addition, the following assistance was received
from neighbouring Fire & Rescue Services: from West Sussex 49 39 30 from Kent 0 13 5
69 4000 3500 94 117 83 3000 OTB Assistances 2500 1639 1607 1645 False Alarm Calls 2000 Special Services 1500 864 Fires 1000 870 942 500 784 688 637 0 2007-2008 2008-2009 2009-2010
Fires and other occurrences - Third Quarter
1.2 Fatalities in Fire 2009/10
1.2.1 There were no people who lost their life in fire during this period 2009/10 There were 3 fatalities in fires during the same period in 2008/09 There was 1 fatality in fire during this quarter in 2007/08.
1.3 Persons Rescued – 2009/10
FIRE NON FIRE INCIDENTS TOTAL 2007/08 2008/09 2009/10 2007/08 2008/09 2009/10 2007/08 2008/09 2009/10 1st QTR 28 30 68 300 255 319 328 285 387 2nd 16 42 58 350 258 380 366 300 438 QTR 3rd 27 24 39* 255 224 343* 282 248 382* QTR 4th 48 29 194 257 242 286 QTR Annual 119 125 165 1,099 994 1,042 1,218 1,119 1,207
Figures for the latest quarter are provisional as all incidents may not have been completed * Rescues and deaths for the third quarter are provisional
2. INCIDENTS OF SPECIAL INTEREST
2.1 Incidents of Special Interest are attached as Appendix 1 to this report.
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3. PERSONNEL MATTERS
3.1 The Service’s strength and financial provision at 31 December 2009, against the previously approved Establishment Scheme, were as follows: Establishment Financial Actual 2009/10 Provision Strength 2009/10 Wholetime Members Specialist and Supervisory Staff, *75 *75 67 (including Station Managers) Operational Staff on Stations 355 355 349 Total: 430 430 416 * includes previously approved 4 Station Managers on the Operational Improvement Team added to the Establishment temporarily for 2 years. Add: Mobilising and Communications Staff 26 **26 **31 Total Wholetime 456 456 447 ** includes secondments and temporary appointments for transition to RCC, but not added to the Establishment Part-time Members Whole Unit equivalent 294 242 247
TOTAL 750 698 694
3.2 Medals and Other Awards
3.2.1 There were 4 Long Service and Good Conduct medals awarded during this quarter:
Dobson P Crew Manager Eastbourne Sheppard D Group Manager A HQ Wark H Firefighter Heathfield Waterhouse N Firefighter Burwash
3.3 Appointments, Examination Results, Promotions, Resignations and Retirements
3.3.1 Appointments
3.3.1.1 Wholetime
There were 6 Wholetime appointments during the quarter:
Andrews C Firefighter (Control) M&CC Bennet R Firefighter Crowborough Hutchinson R Crew Manager Hove Messetter S Firefighter Battle Offord C Firefighter (Control) M&CC Wood M Firefighter (Control) M&CC
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3.3.1.2 Retained
There were 13 Retained appointments during this quarter:
Baldock S Firefighter Battle Blauw K Firefighter Uckfield Brooks G Firefighter Uckfield Curtis S Firefighter Heathfield Hall S Firefighter Lewes Hodson R Firefighter Lewes Jones P Firefighter Forest Row Kristiansen A Firefighter Newhaven Patry F Firefighter Forest Row Read C Firefighter Newhaven Taylor T Firefighter Battle Thwaites P Firefighter The Ridge Willoughby S Firefighter Herstmonceux
3.3.1.3 Support Staff
There were 5 Support Staff appointed this quarter:
Cox C Senior Financial Services Administrator HQ Cussons V Children’s Services & Education HQ Manager – Maternity Cover Gannon J Admin Support Assistant HQ Rogers M Accident Investigation Team HQ Stace G Admin Assistant Stns 9 & 8 Hastings
3.3.2 Promotions
There were 5 promotions during this quarter:
Birtwhistle A Firefighter Crew Manager Preston Circus Brooks J Firefighter Crew Manager The Ridge Chart A Firefighter Crew Manager Preston Circus Knight A Firefighter Crew Manager Roedean Probyn A Firefighter Crew Manager Preston Circus
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3.3.3 Resignations
3.3.3.1 Wholetime
There were 6 Wholetime resignations during this quarter:
Edwards D Firefighter 6 years 1 month Jones S Firefighter 5 years 9 months Martin G Firefighter 9 years 8 months Masson D Group Manager B – Head of 5 years 1 months Operational Planning & Policy Thompson A Firefighter 11 years West J Crew Manager 8 years 8 months
3.3.3.2 Retained
There were 3 Retained resignations during this quarter:
McDonnell C Firefighter 11 years 8 months Messetter S Firefighter 7 years 8 months Wilton J Firefighter 17 years 6 months
3.3.3.3 Support Staff
There were 2 Support Staff resignations during this quarter:
Gannon J Admin Assistant, Eastbourne 7 months (end of fixed term contract) Wint G Systems Development Manager 1 year 6 months (end of fixed term contract)
3.3.4 Retirements
3.3.4.1 There was 1 member of operational personnel who retired from East Sussex Fire & Rescue Services in the last quarter.
Colwell K Watch Manager (Control) M&CC 39 years
3.3.4.2 Support Staff
There were no members of the Support Staff who retired from East Sussex Fire & Rescue Service in the last quarter.
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4. AUTHORITY EVENTS
4.1 Members of the Fire Authority have attended a number of fire and rescue events during this quarter.
4.2 On 16 October 2009, a LIFE Pass-out parade took place at Hove Fire Station, which Councillor Rufus attended and on 27 November, Councillors Ost and Thomas attended the Retained Duty System Demonstration Day at the Service Training Centre. A number of Members have also visited the Mobilising & Communications Centre and the Service Training Centre, during October, November and December 2009.
4.3 A number of Education Team visits to Primary Schools were arranged during October and November, which Councillors Freebody, Livings and Marsh attended.
4.4 Councillors Gadd and Ost attended the launch of the Firesetters’ Intervention Scheme on 20 October and Councillor Scott attended the ‘Not in My Neighbourhood’ event in Hastings on 4 November.
4.5 On 26 October, Councillors Kemble and Livings received training at HQ on appraisals and, on 30 October, they attended an LGA Conference on the Future of Scrutiny. Councillor Livings has also attended an On Board Training Course for Board Members of Public Bodies, run by CIPFA.
4.6 Members are encouraged to complete and return feedback forms whenever possible to help monitor the events organised by East Sussex Fire & Rescue Service.
4.7 All but one Members have now attended a one-to-one meeting with Cheryl Rolph (Assistant Chief Officer – People and Organisational Development) to explore and discuss their training needs. The remaining Member will have his meeting within the next quarter.
5. SERVICE DELIVERY DIRECTORATE
5.1 Technical Fire Safety
5.1.1 Enforcement Activity
During the last quarter, ESFRS has completed 124 fire safety audits as part of its enforcement activity under the Regulatory Reform (Fire Safety) Order 2005. Of these 74 were broadly compliant with only minimal informal enforcement action required. The remaining 50 required either informal or formal enforcement action by the Service to address significant inadequate fire safety standards within the premises.
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A number of formal notices were issued in last quarter. These were:
Prohibition Notices - 3 shops, 2 in Brighton & Hove and 1 in Lewes Boroughs 1 licensed premises in Brighton & Hove Borough 1 hotel in Brighton & Hove Borough 1 office in Brighton & Hove Borough 1 other workplace in Brighton & Hove Borough
Enforcement Notices - 1 hotel in Eastbourne Borough 1 shop in Lewes Borough 1 block of flats in Eastbourne Borough
5.1.2 Inspections of Sites Storing Fireworks
During October, Fire Safety Officers carried out joint inspections with Local Authority Trading Standards Officers at a number of sites storing explosives in East Sussex and Brighton & Hove. These inspections were pre-planned and covered higher risk Licensed stores, as well as a number of Registered stores.
These visits identified areas where improvements could be made to the conditions of storage of fireworks and other explosive items, and provided an opportunity for Fire Safety Officers to share their knowledge with fellow Enforcement Officers from partner Agencies to further enhance their knowledge of general fire safety matters. Officers were also able to answer any general questions relating to fire safety that the occupiers might have had.
These visits were generally well received and further cemented the positive working relationship that exists between most site operators of sites handling dangerous substances and the Fire & Rescue Service.
5.1.3 Successful Sprinkler Save
Recently, the Service’s Firesetting Advisor Team had been asked to work with a 7 year-old boy showing firesetting tendencies. Two members of the Team met with the family. The child was showing severe firesetting behaviours and the mother was confined to a wheelchair, only able to access the property through the front door. Before leaving, the Team ensured the house had a good provision of smoke detection and discussed escape plans with the family.
Following this meeting, they reported serious concerns about the safety of the family and met with the Director of Prevention and Protection, Adrian Brown, to discuss the possibility of installing a sprinkler system. Adrian Brown agreed this option should be investigated further.
75 A meeting with the property owners, Eastbourne Homes, revealed they were unaware of the mother’s mobility issues. Alteration works were already planned for the property, but had not been carried out so far due to difficulties in contacting the family. East Sussex Fire & Rescue Service explained our concerns for the safety of the family and our proposal that they should install a domestic sprinkler system to protect the family from fire. Although supportive of the suggestion, Eastbourne Homes were unable to fund the work at this time.
The two Firesetter Advisors were so concerned about the safety of the family that it was agreed that the Service would fund the installation of the system using money received from a recent fire safety appeal, on the understanding that Eastbourne Homes would meet the annual maintenance fees for the system and ensure that the property would always be used to house higher-risk families in the future to get maximum benefit from the installation.
The sprinkler system was fitted as a priority and completed on Thursday 19 November. On Saturday afternoon, 2 days after the system was completed, the child unsuccessfully attempted to set light to the kitchen bin before setting fire to his bedroom curtains. The fire was discovered quickly, but with no landline in the property and no mobile phone signal, the mother had to leave the house by her only exit so that she could call the Service.
Meanwhile, the sprinkler system had operated and contained the fire. The Fire Investigation Officer who attended the incident stated that the system had "saved both this flat and the flat above, also there was very little smoke damage and only water damage to the room of origin".
After arranging for the sprinkler company to attend to reinstate the system, the family were able to return to the flat that evening.
5.1.4 Future of Building Control – Implementation Plan
Published in September 2009, consultation for this plan started in 2007 and the main aims are:
To limit changes to regulation; To pre-publish periodic review points; Set out a path for the move to a formal risk-based compliance mechanism (putting a stop to builders being subject to unnecessary inspections by focusing on areas of greatest risk).
In order to achieve these aims some of the specific plans include:
Publishing a new Procedural Handbook in 2012; Greater use of the online Planning Portal with increased linking between planning and building control; Three-yearly reviews with changes implemented on the following cycle. Therefore non-urgent changes will take six years to be implemented;
76 Current notification stages and statutory inspections replaced with one mandatory inspection and risk-based approach to any additional inspections required; Increase in time limit for prosecuting breaches of the building regulations to two years. Also possible increase in the maximum penalty; Alternative dispute resolution scheme; Expansion of the “Competent Person Scheme” which allows such persons to self-certify “certain types of work” without having to use an Approved Inspector or Local Authority Building Control.
There are two main impacts for the Service:
The first is the greater use of the online Planning Portal, which may lead to a need for greater online working for the Service.
The second is the change in timescales for changes to be implemented. The next opportunity to change Part B (Fire Safety) of the Approved Documents to the Building Regulations will not be before 2016. Therefore, there will be no opportunity for the changes that are currently being lobbied to government to be included before this date – especially in respect of limiting compartment sizes in warehouse type premises and the wider application of sprinklers for property, life and firefighter safety.
5.2 Community Safety Department
5.2.1 Overview
The Community Safety Department is continuing to develop working arrangements in respect of safeguarding children. The Head of Community Safety, Chris Pascoe, represents the Service on the East Sussex Local Safeguarding Children Board (LSCB), and has, following an invitation, become the Service representative on the Brighton & Hove Sussex Local Safeguarding Children Board. East Sussex Fire & Rescue Service membership of these Boards is non-statutory, but facilitates organisational development and improves contacts with other Board member agencies that are closely involved with vulnerable families and children.
The Head of Community Safety has been a member of the East Sussex Local Safeguarding Children Board Serious Case Review Panel that was initiated in May 2009 following a fire incident in Eastbourne in which two children died. The final report of that Panel has been completed recently and will be submitted to Ofsted via the East Sussex County Council Director of Children’s Services. An executive summary of the report will be made public in due course. The report makes a number of recommendations.
77 In respect of safeguarding and child protection, members of East Sussex Fire & Rescue Service have, in line with Service policy, made six referrals to Children’s Services in the last Quarter. The Community Safety Department co-ordinates referrals and referral records for the Service and also conducts safeguarding audits of the Service on behalf of the Local Safeguarding Children Board. Service wide co- ordination of safeguarding issues will be reinforced by the creation of an internal East Sussex Fire & Rescue Service Safeguarding Board which, under the chairmanship of an Assistant Chief Officer, will bring together key heads of service delivery to implement developments.
Community Safety staff have access to, and make entries upon, the East Sussex County Council “Contact Point” (a system by which relevant agencies can report engagement with children or young people). Contact Point is used where there are East Sussex Fire & Rescue Service interventions such as attendance on a LIFE Course or participation in the Firesetters Intervention Scheme. In this way, East Sussex Fire & Rescue Service is becoming more proactive in promoting the wellbeing and safeguarding of children.
In relation to another key area of safety, the Head of Community Safety has also become the Service’s representative on the East Sussex Casualty Reduction Steering Group (ESCRSG). The Group is chaired by the East Sussex County Council and brings together a range of agencies involved in reducing the numbers killed and seriously injured on the roads. This work complements the work of the Sussex Safer Roads Partnership. Reducing road casualties is a target in the East Sussex Local Area Agreement and is a target that will require careful targeting of resources if it is to be met.
5.2.2 Community Safety Events
The third Quarter of the year is typically the ‘low season’ for public events and this is evident in the reduction of events attended from eighty-five in the last Quarter to twenty in this Quarter. These were all Coaching For A Safer Community events.
5.3 Arson Reduction Team
5.3.1 Overview
Following Corporate Management Team approval, the Arson Reduction Team will be renamed as the Arson & Incident Reduction Team. The post of Station Manager Arson & Incident Reduction Team (AIRT) has been advertised. The change of name reflects a widening of role and directly ties the work of the Team into the Service’s Strategic Aim No.1, which includes “reduce the number and impact of emergency incidents”.
78 This Quarter includes the bonfire & firework ‘season’, which sees a great deal of activity in Sussex. The Arson & Incident Reduction Team had involvement with two cases in which fireworks were thrown into residential properties, one in Brighton and another in Hastings. In both cases, the Arson & Incident Reduction Team worked in liaison with Sussex Police to establish if there were underlying reasons and the potential for arson. Fortunately, whilst both were dangerous activities, they were not linked to anything more sinister
Eastbourne Eastbourne Homes contacted the Arson & Incident Reduction Team to advise that one of their residents suffered mental health concerns and had threatened to burn down the property. The Arson & Incident Reduction Team arranged for an inter- agency approach to be taken via the Borough Commander and the local Joint Action Group. A home safety visit was made.
Hastings & St. Leonards Liaison with Sussex Police over a property in St Leonards-on-Sea, established that a previous occupant of one of the flat had set ‘wired electrical booby traps’ to the doors of the property. Details of the police ‘History Marker’ advising officers to take care at the property were provided by Arson & Incident Reduction Team to the Borough Commander, Station Commander and M&CC advising crews to take extra care at the address.
The Arson & Incident Reduction Team researched records in respect of incidents relating to another address in St Leonards, where there was serious concern that an elderly man may cause damage or harm through inappropriate behaviour in his rented property. The research enabled the Station Manager and the Head of Community Safety to brief Social Services and 1066 Housing at a case conference held to reduce fire risk at the property.
A fire incident in a derelict building led the Arson & Incident Reduction Team to liaise with Sussex Police who confirmed they had recorded the incident as a crime of arson. Approximately one quarter of fires regarded as deliberate by East Sussex Fire & Rescue Service are recorded and investigated as crimes by Sussex Police. The National Indicator for Fire (NI33) has been redefined from “Arson Incidents” to “Deliberate Fires” in recognition of the fact that the number of deliberate fires that are regarded as a crime (i.e. arson) is a small proportion of the size of the wider problem. The Arson & Incident Reduction Team advised the Borough Commander and Station Commander that this property be the subject of the next local Joint Action Group.
Lewes Following a suspected arson attempt at a dwelling in Newhaven, the Arson & Incident Reduction Team liaised with Sussex Police and as a result, Lewes District Council arranged for the cat flap (fitted in a rear door to the property) to be sealed. The crew carried out a home safety visit and provided advice, however there remained concerns over further attacks. The AIRT arranged for a fireproof letterbox to be fitted to the property and for an arson audit to be carried out.
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Rother Amacus Horizon Housing contacted the Arson & Incident Reduction Team as they were concerned about fire risks at the garage belonging to one of their tenants. The garage was being used by a group of young people as a meeting place. The Arson & Incident Reduction Team liaised with Sussex Police who confirmed that they would arrange for visits to be carried out by PCSOs. The Arson & Incident Reduction Team notified the Borough Commander.
The Rother Borough Commander contacted the Arson & Incident Reduction Team following an incident in which petrol had been poured through a letterbox and the tyres of a vehicle used by the occupant had been slashed. The Arson & Incident Reduction Team arranged for an urgent home safety visit to be carried out and for a fireproof letterbox to be fitted. Amacus Horizon Housing is arranging to relocate the occupant. The occupant will notify the Accident & Incident Reduction Team when the new address is known so that the letterbox can be transferred and a new home safety visit will be conducted.
Wealden The Arson & Incident Reduction Team were advised of concerns regarding threats of arson at a property in Hailsham. The Arson & Incident Reduction Team arranged for an arson audit to be carried out and a fireproof letterbox to be fitted.
Enquiries after an incident at a Centre in Crowborough where there was evidence of a break-in and use of diesel in an attempt to start a fire identified that there had been previous unreported incidents at the property. The Arson & Incident Reduction Team requested the Station Manager give arson prevention and fire safety advice and that the Centre be advised to report all incidents.
5.3.2 Arson Reduction Team Statistics
The Team reports 223 deliberate fires in the Quarter, 211 fewer than the last Quarter, however it is common for the third Quarter to see lower figures than at other times of the year.
Removal of Abandoned Vehicles
In the City of Brighton & Hove (for October and November only) thirty-four (89%) of the thirty-eight cars reported as being abandoned were removed from the streets within one day of having been reported. In East Sussex (excluding Hastings) for the same period, the figures were twenty-one (87%) of the twenty-four abandoned cars removed within one day.
5.3.3 Investigations, Incidents and Initiatives
The Arson & Incident Reduction Team conducted six arson audits in the quarter in relation to eight cases of ‘threats to cause arson’.
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5.3.4 Events and Presentations
During the Quarter, the Team attended the annual Caretakers’ Open Day at Battle (150 delegates) and also organised the re-launch of the Firesetter Intervention Scheme (which now includes services to adults) at East Sussex Fire & Rescue Service Headquarters, which attracted 76 delegates. Recently, much effort has been expended in raising awareness of the Firesetter Intervention Scheme and a promotional action plan is in place. East Sussex Fire & Rescue Service are in discussions with a radio station about promoting the Scheme widely by radio advertising.
5.3.5 Fire Setter Intervention Scheme
The Arson & Incident Reduction Team are seeking to bolster the number of active Firesetter Intervention Advisors available, not least due to the promotional work to publicise the Scheme and an increase in referrals.
There have been 36 juvenile referrals to the scheme this Quarter, 19 of these are directly attributable to the Firesetter Intervention Scheme re-launch which suggests that there are many more potential cases to identify. The predominant age group for referrals aligns with Key Stage 3. In addition, there have been two adult referrals.
At the end of the Quarter, the scheme had eighty-two open cases. By Borough these are:-
Brighton & Hove: 23 Lewes 11 Wealden 3 Eastbourne 23 Rother 9 Hastings 13
The predominant referral agencies to the Scheme were Schools (11) followed by Police (9).
Twenty Five Fire Setter Intervention Scheme Advisors spent sixty hours engaged with the Scheme in the last Quarter. There are now 36 members of staff who are on the Fire Setter Intervention Scheme ‘active list’ and have received training in the delivery of the Scheme. This is a temporary reduction in numbers as the Scheme focuses on active advisors.
Letters of support & appreciation for the Fire Setter Intervention Scheme work have been received from Celia Barlow, Labour Member of Parliament for Hove; Christine M’Baye, Youth Development Service; ESCC; Lynne Guyton; and Eastbourne Technology College.
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5.4 Children’s Services & Education Team
5.4.1 Overview
East Sussex Fire & Rescue Service has spent the last few years building its skills in delivering safety messages to schools. This has involved contracting the assistance of a consultant and revising our whole method of delivery. This has meant a reduction in numbers of children seen, but improvements in the quality of our work. As part of increasing the professionalism of the role, in this Quarter our Children’s Services & Education Team (CSET) Educational Advisors attended the second day of their four-day National CPD - Personal Social Health & Education (PSHE) course (a nationally recognised course for teaching any part of the Personal Social Health & Education agenda within schools) and are working on completing their interim assignment for early January 2010.
The Personal Social Health & Education educational agenda is to be made compulsory and a mandatory element of the national curriculum for schools in 2011. The Team have undertaken 1½ days of training with the Healthy Schools Consultant, Sue Tregear, in supporting the development of the ‘fire safety educational programme’ to increase the skills and knowledge of the team. Changes to effect improvements have included: -
i) Setting of ground rules and learning outcomes for primary and secondary using ‘FIRE’; ii) Role Play – different ways of delivering it, depending on the make-up of children within the class and Safety Quiz – facts and cards ideas; iii) Looking at ‘planning and arrangement’ of the school visits, by prior planning and giving the schools more ownership on the visits.
The Team have supported the High Sheriff’s Award by internal communication and promotion of the application process. The Children’s Services & Education Team Manager, Vikki Cussons and Vicky Thomas, attended the ‘Children’s and Young People Trust’ (CYPT) Annual Conference on 13 November. East Sussex Fire & Rescue Service provided an exhibition stand where our different services, programmes and activities that we are engaged in with children and young people were promoted. Vikki also attended the annual conference for the East Sussex Safer Communities Partnership on 3 November and used the opportunity to raise awareness of and promote the work of the ‘Community Safety Department’ and in particular our LIFE Courses and Firesetters Intervention Scheme.
The Team have been provisionally chosen as the delivery agent for the Sussex Safer Roads Partnership pilot of ‘Routes – Road Safety Educational Package’ for secondary schools. The Children’s Services & Education Team Manager has engaged with secondary schools to secure the participation of Falmer High School, Cavendish School, Ratton School and Filsham Valley.
82 The Team provided two 45-minute assemblies at Hazel Court Community Specialist School supporting children from ages 11-19 with learning disabilities. These two sessions were undertaken with the Further Education section of the school for ages 16-19 with the following learning outcomes: -
i) understand the role of the fire service ii) recognise some of the principle causes of fire in the home iii) understand the value of a working smoke alarm, and iv) know where and how to seek help.
5.4.2 Primary School Education
Educational Advisors operated in primary schools on forty-four days visiting seventeen schools in Brighton & Hove and thirty-seven in East Sussex. They engaged with 4,391 children.
ORS Evaluation Summary
This commissioned survey is conducted regularly on behalf of East Sussex Fire & Rescue Service. The results showed: - i) 38 schools participated by making a return; ii) 86% strongly agreed the fire safety visit was age appropriate; iii) 84% strongly agreed the lessons materials were age appropriate; iv) 92% strongly agreed the presenters were approachable; v) 97% strongly agreed they were professional; vi) 81% of children understood what they were being taught; vii) 95% strongly agreed in the overall satisfaction of their visits.
Direct Feedback from Schools
Individual feedback from schools includes:- i) ‘The session was very appropriate and informative. I missed the Firefly story and stickers, but feel this session was much more interactive’. ii) ‘This was a great improvement on previous presentations – appropriate and remembered by the class 2 hours later’. iii) ‘The interactive way in which this event was delivered was extremely appropriate to engage and keep the attention of the children. The officer leading the sessions was excellent, they not only engaged the children but also was able to manage behaviour’. iv) ‘Thank you – points scoring element of competition appealed to pupils too (interactive quiz).’ v) ‘All very clearly presented – well done.’ vi) ‘It was very good! This is rare with visitors for key stage 1 (Year 2).’ vii) ‘An improvement on the last style of visit – the interactive style was more effective.’ viii) ‘Much improved with children more active and less passive’. ix) ‘Excellent visit.’
83 x) ‘I found this much better than watching a film and a very good session – thank you!’ xi) ‘I felt this visit was much better than the last time because the children were more involved rather, than being ‘talked at’. This helped them to listen and learn.’ xii) ‘I thought that this was a really informative presentation where the children actively engaged in each activity. The messages were clear and all the children understood their importance.’ xiii) ‘Very informative and kept the children engaged.’ xiv) ‘The interactive style of the session was very beneficial for all the children - it was active and well paced.’
These returns, and the feedback, indicate that the extensive work in developing the work of the Team by Emma Brandenburg, Vikki Cussons and Sue Tregear, together with the enthusiasm shown by Colin Beney, Elaine Wink and Steve Budd, have resulted in independently observable benefits. They are to be commended for their work.
Fire Authority Member, Councillor John Livings, observed Elaine Wink teaching children at Hodden Junior School on 17 November and made excellent comments about the input. Councillor Livings said that it demonstrated what the schools education programme was all about and also noted how the children engaged and interacted throughout the lesson.
5.5 Community Fire Safety Team
5.5.1 Overview
Team Manager Steve Wright, attended an evaluation seminar for practitioners organised by the South East Fire Improvement Partnership. The aim of the event was to bring together community safety managers and raise awareness of techniques to enable them to evaluate outcomes of community safety initiatives. This included the use of a toolkit based on the Performance Improvement Network (PIN) model.
The “Who’s Next” campaign comprises posters which will be displayed in doctor’s surgeries. The posters highlight the number of fires that have occurred in a twelve- month period in East Sussex, Brighton & Hove and the number of fire deaths that have occurred as a result of them.
Each poster has a referral form dispenser attached and the campaign uses coded forms that allow the Service to audit the degree of success the initiative achieves in identifying vulnerable people. We hope this targeted initiative attracts interest from vulnerable members of the community when they visit their doctor. The Team Manager has also provided presentations to Brighton & Hove Adult Social Care to improve the practice of making referrals to East Sussex Fire & Rescue Service.
84 A new working partnership has been developed with Wiltshire Farm Foods, a company based in Polegate who deliver meals to a large number of vulnerable, elderly and disabled members of the community. The Team delivered a training session to the company’s staff and they now promote the home safety visit initiative with all of their current customers. Fifty-two referrals have been made via this means since the start of the partnership in November.
5.5.2 Campaigns
Sainsbury’s Fire Safety Week
This is an annual event supported by most of the Sainsbury’s stores across East Sussex and Brighton & Hove. A number of community fire stations supported the week by attending Sainsbury’s stores and providing safety in the home advice and details of home safety visits to customers at the stores.
National Campaign Materials
Briefing packs, banners and toolboxes were provided to Borough Commanders and Station Managers to enable them to run local initiatives in support of the following campaigns: - Firework Safety; Christmas Fire safety; Don’t Drown in Toxic Smoke .
Specialist Vehicles
The Department’s specialist community safety vehicles were used as follows:- Audio / Visual Unit – 22 occasions; Road Safety Trailer (new in 2009) – 15 occasions; Cooker Fire Demonstrator – 1 occasion.
5.5.3 Home Safety Visits
During the last Quarter, the Community Safety Advisor Teams conducted 1,096 home safety visits and installed 1,264 smoke alarms. This is a substantial increase on the previous Quarter’s figures. They also fitted 52 specialist alarms designed to protect those with disabilities that may increase their vulnerability in terms of fire risk, an increase of 19 on the previous Quarter. Protecting 52 vulnerable people with special needs in a Quarter reflects good partnership work to identify the people most in need.
In addition to the Team’s work, operational crews conducted 1,384 home safety visits and fitted 1,748 alarms. The number of visits conducted by Operational crews has dropped in the last Quarter. A total of 3,576 new referrals for home safety visits were received in the quarter, this is over a thousand more than in the last Quarter which indicates that efforts by the Service to promote the Scheme are having an impact.
85 A number of different tactics are employed to encourage members of the public to request a home safety visit. The effectiveness of these tactics are monitored. In the last Quarter, the top five tactics were: -
Response to leaflets (538 referrals); Enquiries at Community Fire Stations (232 referrals); Friends / family recommendation (195 referrals); Post Incident (125 referrals)’ Risk Modelling (FSEC) (250 referrals). 5.5.4 Vulnerable Persons
The Service gave a presentation on fire safety in the home and the importance of smoke alarm ownership to approximately 25 elderly day care patients suffering from various forms of mental illness at Roborough Day Hospital, Eastbourne. These patients can be considered at higher risk and are otherwise ‘hard to reach’ members of our communities. The presentation also provided an opportunity to network with staff and managers and promote the need for improved information sharing to enable us to offer safety advice to this very at risk group. Staff agreed to pass on our information to other day centres across the County and suggest that they contact us to arrange further presentations.
5.6 Youth Intervention Team
5.6.1 Overview
The Team has recruited and trained seven new LIFE instructors and carried out refresher training for existing Instructors that included a module on drugs awareness. Currently, the team are cascading training through the Twilight Training offered by the Children’s and Adults Mental Health Service. In addition, the Team are collecting anecdotal evidence on success stories involving young people who have attended the East Sussex Fire & Rescue Service LIFE course. We are continuing to develop and improve LIFE course content, with new teaching aids for first aid, drugs and alcohol awareness and working with partners to provide forward strategies for young people.
5.6.2 Local Intervention Fire Education Course (LIFE)
During the Quarter, 1 five-day LIFE course was provided and a total of fourteen young people attended Hove. A total of 9 LIFE Instructors were engaged on the course.
One young man who attended one of the early LIFE courses has now been accepted into the R.A.F. A young woman who attended a LIFE course in 2009 has started a Public Services course at college, having been out of education for 18 months prior to attending LIFE. Another young woman has successfully been accepted into college as a result of her LIFE course participation.
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5.6.3 Head-On Course
No ‘Head-On’ courses (formerly RITE Courses) were held during the quarter.
5.6.4 Coaching For a Safer Community
Twenty ‘Coaching For A Safer Community’ training sessions were held during the Quarter. A Borough breakdown of the delivery is as follows: -
Brighton & Hove: 0 Lewes 4 Wealden 3 Eastbourne 4 Rother 4 Hastings 5
Twelve Coaching Assistants were engaged in these events, which accounted for 442 hours of Service time.
The Project’s Coaching Assistants were engaged with 1,318 young people, the breakdown of which is:-
Under 5 Yrs: Nil Key Stage 1 (5yrs to 8yrs): 120 Key Stage 2 (8yrs to 11yrs): 886 Key Stage 3 (11yrs to 14yrs): 192 Key Stage 4 (14yrs to 16yrs): 120 Post Stage 4 Nil
5.7 Road Safety
5.7.1 Overview
During the Quarter the Team, assisted by partner agencies (Police, Ambulance & Healthy Life), operational staff and volunteers delivered fifteen Safe Drive Stay Alive presentations.
The presentations engaged with 2,628 young people and involved the showing of the bespoke Safe Drive Stay Alive video accompanied by live professional testimonies by response staff from the emergency services. Further presentations will take place in January.
ESFRS have also obtained funding from Sussex Safer Roads Partnership to deliver “APE Theatre”. APE Theatre is an independent theatre group who use drama to convey road safety messages. Twenty-two road safety presentations have been delivered to schools identified by East Sussex Fire & Rescue Service and Brighton & Hove City Council. The Road Safety Team co-ordinated the entire project. A video recording of one of the shows is available from Community Safety Department.
87 Evaluation forms provided at the end of Safe Drive Stay Alive presentations and APE Theatre presentations, designed with the help of the Sussex Safer Roads Partnership will help us assess the learning point retained by young people.
5.8 Fire Investigation
5.8.1 Fire Investigation Dog Team
The East Sussex Dog Team assisted at the scene of 1 Fire Investigation in East Sussex during this period, as well as attending 3 incidents in West Sussex, 3 in Surrey and 3 in Hampshire. The West Sussex team assisted at the scene of 1 Fire Investigation in East Sussex during this period.
5.8.2 Fire Investigations
The Fire Investigation Team undertook 38 fire investigations during this period. There were no accidental fire deaths during this quarter.
5.8.3 Cut Out Fuse fires
It has been highlighted recently, through Fire Investigation, that East Sussex Fire & Rescue Service attends a consistent number of fires caused by the electricity supply into a premises - specifically the equipment owned by the supply authority (in the area covered by East Sussex Fire & Rescue Service this is EDF, with the electrical supply to a property typically comprising a supply cable, service head complete with cut out fuse and a meter). In particular, the supply authority “Cut Out Fuse” appears to be a common cause of fire, with the Service attending at least one such fire a month, on average.
It is common for this equipment to be in the means of escape from a property (e.g. under stairs cupboard or housing in an entrance hall). A number of these recent incidents attended by East Sussex Fire & Rescue Service have involved rescues and or occupants suffering from smoke inhalation.
This issue has been brought to the attention of Service personnel through a recent Service Brief and Core Brief and a number of practical activities have been suggested for Home Safety Teams and Fire crews to help mitigate the effects of any future occurrences.
Prevention & Protection have held preliminary meetings with EDF and the Electrical Safety Council to highlight our concerns and to explore possible partnership approaches to provide a reasonably practicable solution in the future. Further meetings are planned and dialogue is ongoing.
This matter has been raised within the regional Fire Investigation group for others to gather evidence and to be aware of the issue. The matter will also shortly be raised at regional CFOA Protection & Prevention group meetings.
88 An interim draft report is available in the Protection department that illustrates the nature and scale of the issue and provides evidence from recent incidents. Further updates will be provided to the Fire Authority in due course.
5.9 Mobilising and Communications Centre
5.9.1 Four trainee Firefighters (Control) have completed successfully their basic fire control operator course and joined their watches. These individuals return the M&CC watches to full strength.
5.9.2 A series of major training events are planned over the next twelve months to test various M&CC contingency plans and ensure business continuity in relation to M&CC duties.
5.9.3 M&CC will be incorporated into the Station Inspection program.
6. RESPONSE & RESILIENCE DIRECTORATE
6.1 Operational Improvement
6.1.1 The Operational Improvement Team is continuing to deliver training to operational staff that is considered to be of great importance, both by senior managers and by the station-based staff. Recent themes have included Building Construction, and Incidents in Tunnels and Underground. The next theme will improve crew’s understanding of incidents involving Hazardous Materials, and will emphasise the importance of our duties with regard to Environmental Protection.
6.1.2 The Team are reaching out to other Fire & Rescue Services within the South East, with a view to both sharing best practice between similar teams in the Region, and to take advantage of collaborative opportunities with regard to the creation of training sessions.
6.2 Operational Risk Information
6.2.1 The Operational Risk Information Officer is working with colleagues based at Community Fire Stations and Service Headquarters to ensure that quality risk information is available to Incident Commanders. The recommendations of the last Risktec report (7/5/09) have been implemented and are now embedded into the Service’s Policy and Procedures.
6.2.2 Internal and External exchange of information is now established and working well. A light duties member of the Mobilising & Communications Centre staff is reviewing Saffire information for the Operational Risk Information Officer. Results of this process will be incorporated into the risk database as appropriate.
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6.3 Equipment
6.3.1 The Service has taken delivery of the two new Incident Command Units and the Incident Conference Unit. Driver training for the vehicles has commenced, risk assessments are being completed and mobilisation plans finalised. Station training will commence shortly.
6.3.2 The Special Operations Manager is leading a project to locate the Service’s Swift Water Team at Crowborough Community Fire Station. A small project team is working to ensure that equipment for this team is appropriate and conforms to National guidance.
6.4 Policies and Procedures
6.4.1 The Operational Planning and Policy Team continue to participate in the compilation of regional standard operating procedures.
6.4.2 The Station Inspection program commenced in Autumn 2009 is progressing well. Generally results have been encouraging, the inspections have focused on fire fighter safety and operational professionalism. The inspection team is made up of representatives from a number of departments including Operational Planning & Policy, Operational Improvement, Learning & Development, Health & Safety and a Borough representative.
6.4.3 Inspection reports are published on the intranet. An improvement plan, if required, is agreed with the Borough Commander and placed on the Service tracker.
6.4.4 Results from station inspections, along with those of operational response audits and operational incident de-briefs, are now tracked and analysed by members of the Response and Resilience Team to drive forward service improvements.
6.5 Inter-agency Activities
6.5.1 The Operational Planning and Policy Department has arranged a series of counter terrorism training events for all operational personnel with Sussex Police.
6.5.2 Interagency Liaison Officers are now available to support other agencies. Partnership and sensitive information arrangements are in place to support this initiative.
6.5.3 The Service Emergency Planning Officer and Special Operations Manager are working with the Environment Agency to plan a major interagency exercise, centred on an incident in Rye Harbour, to take place in March 2010.
Des Prichard CHIEF FIRE OFFICER & CHIEF EXECUTIVE 22 January 2010
90 APPENDIX 1 INCIDENTS OF SPECIAL INTEREST
MV Sea Charente English Channel Off Shoreham
2 October 2009
1715 hrs
Attendances
Other Agencies Maritime & Coastguard Agency, Maritime Incident Response Group, Hampshire Fire & Rescue Service
At approximately 1715 hrs on 2 October 2009, East Sussex Fire & Rescue Service received a tasking request from the Maritime & Coastguard Agency (MCA) to deploy an assessment team to the MV Sea Charente (1638 tonnes). The vessel had earlier notified the Maritime & Coastguard Agency of smoke coming from a ventilation hatch linked to the hold which contained 1900 tonnes of wheat pellets and had been advised to await the arrival of a specialist Maritime Incident Response Group (MIRG) team prior to a decision being taken on bringing the vessel alongside.
The MIRG assessment team of 4 personnel (East Sussex Fire 1) were mobilised and responded with communications and temperature monitoring equipment which were transported by MCA Rescue Helicopter (Rescue 104) to the vessel. A thorough FLIR thermal imaging survey was carried out by the team in the helicopter which indicated an increased but uniform heating profile in the hold on the port side and an isolated hot spot in the fo’c’sle. The uniform heating was linked to the position of the vessel during its passage as this quarter had been exposed to the heat of the sun during the passage. The heating in the fo’c’sle was linked to a bow thruster. The starboard side showed no signs of increased temperature so a decision to board the vessel was taken by the Operations Commander (GC Dave Sheppard).
Once on board the vessel, the team established the current situation and implemented a temperature monitoring regime around the hold and bow of the vessel to ensure the situation remained stable. Temperature measurements were taken at ½ hourly intervals and remained constant throughout the passage. The vessel was directed to berth at Southampton with the MIRG team remaining on board to continue supporting the Master.
On arrival in Southampton, the vessel was met by representatives from Hampshire Fire & Rescue Service who accepted the vessel from the MIRG team who were then repatriated back to their host Fire & Rescue Service. This was the first mobilisation of an assessment team anywhere in the UK Search & Rescue Area by MIRG since its inception in 2006.
The subsequent investigation by the Maritime Accident Investigation branch discovered that a 300W light used during loading in Ghent (Belgium) had been left on during the passage which had resulted in a quantity of the cargo being heated to the extent of producing a significant quantity of smoke.
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