Hampshire Fire and Rescue Authority

Best Value Committee

Item 4

3 April 2002

Best Value Scoping Study of Property Services

Report of the Chief Fire Officer

Contact:

David Howells

Director of Corporate Services

Tel: 023 8064 4000 ext 203

1

INTRODUCTION

1.1

The Local Government Act 1999 requires authorities to conduct fundamental performance reviews, over a five-year period (2000 to 2005), of all the services it provides.

1.2

A best value review of Property Services was identified for year two (2001) of the programme, however, the District Auditor's report on the Authority's Best Value Performance Plan for 2001/02 to 2004/05, advised that the Authority revise its programme undertaking fewer, but more strategic reviews.

1.3

It was determined that since Property Services no longer fitted the criteria for a full best value review, the process would take the form of a "scoping study". The outcomes will inform the wider Best Value Review of Corporate Services due to be conducted in 2003/04.

www.hantsfire.gov.uk/manage/polplans/bvreviews/Property/property.html

2

WHAT DID THE STUDY TRY TO ACHIEVE?

2.1

Continual improvements in the efficiency of property services and its functions.

2.2

Continued collaboration within the family group to refine performance indicators and to identify and explore improvement opportunities.

2.3

Determination of appropriate staffing levels/patterns.

2.4

Improved performance management systems and procedures to monitor building repairs and maintenance and to benchmark these results with others in the family group.

2.5

Appropriate funding to match needs identified in condition surveys of the building stock.

2.6

Regular performance reports to the Service Management Team.

3

TERMS OF REFERENCE

3.1

Why was this study undertaken?

The Local Government Act 1999 requires authorities to conduct fundamental performance reviews, over a five-year period (2000 to 2005), of all the services it provides, and it is timely to review the current management arrangements for property services which have been in place since the Authority's inception (on 1 April 1997).

3.2

What was reviewed?

· Identification of and description of property assets in financial terms.

· The Authority's Service Level Agreement (SLA) with Hampshire County Council and current charges. A copy of the SLA can be found at Appendix 6 (b).

· The in-house service provided by the Property Services Department, comprising of one manager, two part-time administrative assistants, two caretakers, all Headquarters based. See Appendix 1a for organisation chart/structure of the department.

· The cleaning and grounds maintenance contracts which form part of the Authority's SLA with Hampshire County Council which tender for and monitors the contracts in liaison with the Property Services Manager at all HFRA sites, except retained fire stations.

· The cost-effectiveness of self-help schemes which are managed by Station Commanders and cover decorating, basic alternations and some grounds maintenance. Typically, the Authority supplies materials and personnel give their time.

· The selection and appointment of contractors. At present, contractors are generally selected from Hampshire County Council's `Approved List'.

· Payment for utility services, again, this forms part of the Authority's SLA with Hampshire County Council which provides expert advice for the various utilities (heating, gas, electricity and water) and negotiate the optimum tariffs on the Authority's behalf.

· Note: The Property Services Department is also responsible for the provision of hydrant testing and maintenance, for which a best value review was undertaken in September 2000. This work has been excluded from this scoping study.

3.3

Where?

This study examines the performance of the Authority's Property Services Department which is responsible for all property holdings throughout the geographic area of Hampshire.

3.4

How was the study conducted?

The methodology broadly followed the guidance contained in the Best Value Performance Plan 2000 to 2005, namely to: challenge why and how a service is provided; compare performance with others; embrace fair competition as a means of securing efficient and effective services; and consult with users of the service and other stakeholders.

The findings and recommendations will be presented in a tabular format as previously recommended by the District Auditor's Best Value Consultant.

3.5

Who was involved in the study?

Councillor G Semmens

Hampshire Fire Authority

Councillor M Gausden

Hampshire Fire Authority

David Howells

Director of Corporate Services

Graham Starke

Property Services Manager

Trudie Smith

Scoping Study Co-ordinator

Note: Given that Hampshire County Council is a contractor for much of the service provided, Members were specifically drawn from the two Unitary Authorities: Portsmouth and Southampton.

4

OUTCOMES

4.1

The findings/recommendations, and management responses to them, are very briefly summarised in the following table (paragraphs 4.1 to 4.4.4).

5

European Convention on Human Rights and the Human Rights Act 1998

5.1

The proposals within this report are compatible with the provisions of the European Convention on Human Rights and the Human Rights Act 1998.

Recommendations

That the Committee approve

1

The recommendations and proposed actions summarised in paragraphs 4.1 to 4.4.4 of this report be endorsed and approved for implementation.

Section 100D - Local Government Act 1972 - background papers

The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report.

`None'.

NB The list excludes:

1 Published works

2 Documents that disclose exempt or confidential information as defined in the Act

HFRA BV 3 4 02 - Property