Archived decisions
HAMPSHIRE FIRE AND RESCUE AUTHORITY
BEST VALUE STEERING GROUP
NOTES OF THE MEETING HELD ON 10 SEPTEMBER, 2001 AT HAMPSHIRE FIRE AND RESCUE SERVICE HEADQUARTERS, EASTLEIGH
CONTACT: MISS L.A. HAWKE, COMMITTEE DIVISION, CHIEF EXECUTIVE'S DEPARTMENT, HCC (01962) 847333
PRESENT:
Councillor M.F. Cartwright - Chairman HFRA
Councillor Mrs. E.S.M. Barron - HFRA
Councillor K. Chapman - HFRA
Councillor M. Gausden - HFRA
Councillor D. Kirk - Chairman of the Steering Group
Councillor P. Russell - HFRA
Mr. M. Eastwood - Chief Fire Officer, HFRS
Mr. C. Bacon - Temporary Assistant Chief Fire Officer (Fire Safety and Personnel) - HFRS
Mr. A. House - Deputy Chief Fire Officer (Operations and Training) - HFRS
Mr. D. Howells - Director of Corporate Services - HFRS
Mr. P. Webb - Senior Divisional Officer (Quality Audit) - HFRS
Mr. G. Hart - Representing Treasurer to HFRA - HCC
Mr. J. Pattison - Representing Clerk to HFRA - HCC
1. APOLOGIES
Apologies for absence were received from:
Councillor G. Semmens - HFRA
2. NOTES
The notes of the meeting held on 17 July, 2001 were agreed.
On Minute 4, The Group noted that to date no feedback had been received from the Local Government Association.
3. TERMS OF REFERENCE
The Group considered the actions necessary to raise the profile of Best Value in the Authority including the suggested Terms of Reference for the proposed Best Value Committee which would form part of a formal report to the HFRA meeting on 26 September 2001. The Terms of Reference provided a template against which Best Value would be assessed by the Authority and the Group therefore agreed that all reports to the Best Value Steering Group should contain a section/reference to the Terms of Reference to ensure that appropriate actions were taken.
It was recommended that the Best Value Steering Group be established as a formal Committee of the Authority at its next meeting and that the Terms of Reference be adopted.
4. BEST VALUE AUDIT REPORT - BEST VALUE PERFORMANCE PLAN 2001/02 : RESPONSE TO THE DISTRICT AUDITOR'S RECOMMENDATIONS AND ACTION PLAN
The Group noted the statutory report of the District Auditor setting out recommendations for improvements to the Hampshire Fire and Rescue Authority Best Value Performance Plan and the Authority's formal response to it, both of which are published on the Authority's website.
The following updates on the responses to the Action Plan were noted:
R2 - A meeting had been held with the District Auditor to discuss which areas ought to be subject to a "business planning" approach, but further clarification was necessary. (Post meeting note: Clarification now received and District Auditor will be satisfied by receiving copies of the various "functional plans").
R5 - The District Auditor had suggested South Wales as an example of good practice for performance management framework. It was suggested that those members attending the LGA conference in Preston on 24 / 25 September 2001 might like to speak to colleagues about their experiences with performance management frameworks.
R6 - The District Auditor had been asked to provide examples of Quality Assurance Systems and had provided a BVPI self assessment form for data collection personnel to complete. It had been indicated to the District Auditor that due to resource constraints more time was needed before this system could be implemented.
R7 - Presentations will be given at the Officer Training Days. Station Commander briefings had been held to address the issue of Best Value training.
R9 - A Senior Management Team on 27 September will determine a more strategic level programme of reviews. A suggested programme will be presented to the next meeting of the Steering Group.
R10 - It was noted that the HFRA was collaborating with other services. At a recent half day workshop with Police a `cut down' version EFQM model for use in Best Value Reviews was explored.
R12 - It was agreed that sickness/absence monitoring reports and breakdowns together with quarterly reports on BVPI's would be presented to the Best Value Steering Group.
R14 - An officer from the Community Fire Safety Team was assisting Hampshire County Council in it's review of `Services to the Young' and the Director of Corporate Services was assisting in HCC's review of Financial Services.
R16 - The HFRA agreed to ensure that better use was made of the Focus Groups. The Group noted that at the Basingstoke Focus Group, particular interest had been shown in speeding up the response times to incidents. It was agreed that Members should be invited to attend future focus group meetings as observers and dates would be notified to all Members of the HFRA.
5. BEST VALUE REVIEWS AND SCOPING STUDIES - PROGRESS REPORT
The Group noted the progress on the current programme of Best Value reviews and endorsed the action taken on completed reviews where appropriate. It was agreed that to enhance the profile of Best Value in the Authority, individual members would be appointed to undertake a full role in individual Best Value Reviews.
Mobilising Policy
It was noted that this Scoping Study had been completed on 2 April 2001.
Control and Communications
This Best Value Review was due for completion on 30 October 2001 with no more meetings planned in the meantime and therefore it was appropriate to appoint members to this Review. It was noted that regular meetings with the Police were held.
Property Services
It was noted that the HFRA was working with current providers to achieve costings and that specifications for covering like for like provision of services was difficult. It was agreed that Councillors Gausden and Semmens be appointed to this Review.
Driver Training
It was noted that this Scoping Study had been completed on 2 April 2001 and that a review of the courses offered had been undertaken. It had been agreed to remain with the in-house provision.
Catering
This Best Value Scoping Study was due for completion in October 2001 and the majority of the background work had already been undertaken. It was agreed that Councillors Barron and Russell be appointed to this Review.
Procurement
This Best Value Review was progressing and two meetings had been held so far. Neil Jones, the County Council's Supplies Officer had been invited to join the review. A representative from the Police who had been through a similar process had been invited to act as a "Challenger" together with a possible representative from a leading local retailer.
Members considered that it might be useful to break the Review into Sub-Groups but it was agreed to leave this decision until the review group had next met. It was agreed that Councillors Barron, Cartwright and Chapman be appointed to this Review.
The following membership of those reviews which have recently commenced was agreed.
Catering - Councillors Barron and Russell
Procurement - Councillors Barron (for Personal Protective Equipment and Clothing and Uniform only), Cartwright and Chapman.
Property - Councillors Gausden and Semmens.
6. DATES OF FUTURE MEETINGS
The following meetings were agreed for the remainder of the year:
Wednesday, 31 October at 1.30 pm
Wednesday, 12 December at 1.30 pm.
Meetings to be held at HFRS HQ.
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