AT A MEETING of the HAMPSHIRE FIRE AND RESCUE AUTHORITY held at the Borough Council Offices, Eastleigh on 10 December 2003.

PRESENT:

Councillors: M F Cartwright (Chairman); M Andrewes; Mrs A E Bailey; Mrs E S M Barron; R Baulk; K Chapman; E F Gale; MBE; P Galton; Mrs D Harrison; P A Heath; Mrs P G E Holden-Brown; D Horne; P R C Hutcheson; D A Kirk; S Letts; P Luffman; R McIntosh; R H Price; K P J Searle; G Semmens; R Smith; Mrs M D Snaith; J Stocks; M J Woodhall.

193 TRIBUTE TO THE LATE COUNCILLOR JOHN COLES

Members paid individual tributes to the late County Councillor and Fire Authority Member John Coles who had sadly died suddenly on 24 November 2003 after a short illness. The Authority stood in silence as a mark of respect to his memory.

194 APOLOGIES

The Chairman reported that Councillor Keith House would be the new Liberal Democrat Member serving on the Authority, but that his apologies had been received for this meeting.

195 DECLARATIONS OF INTEREST

All Members declared a personal interest in the item on Scheme of Allowances (Minute 201 refers), but were advised by the Clerk that they need not treat this as a prejudicial interest and therefore could speak and vote during the course of debate in the normal way.

196 MEMBERS' QUESTIONS

There were no Members' questions.

197 MINUTES

The Minutes of the meeting of the Authority held on 17 September 2003 were confirmed as a correct record and signed by the Chairman.

Matters Arising

Draft Statement of Accounts 2002/2003 (Minute 177)

The Treasurer reported that the HFRA Accounts for 2002/03 were with the print works and would be published shortly.

Integrated Risk Management Plan (Minute 178)

The Chief Fire Officer reported that additional costs of between £20-30,000 had been incurred so far on the Integrated Risk Management Plan. The costs would continue to be monitored.

LGA and Combined Fire Authority Seminar: 23-24 October 2003, Staffordshire (Minute 189)

Councillor D Kirk reported briefly on his attendance with SDO Rayner at this Seminar. It was noted that further details would be given in a written report to a future meeting.

198 CHAIRMAN'S COMMUNICATIONS

(i) The Chairman reported on his attendance at the LGA/CFA Seminar on 23-24 October, 2003; at Long Service and other Fire-fighter Award Ceremonies and at a County Council Emergency Planning event which had featured the role of Hampshire Fire and Rescue Service. Also, he highlighted an ODPM Seminar on 3 December 2003 at which various important topics had been discussed including the National Fire Authority Framework and the development of Regional Boards and Regional Control Rooms.


(ii) The Chairman congratulated the HFRS on their website award. Also, he reported the intention of the County Council's Director of Property, Business and Regulatory Services to publish information about "Arson Prevention".

(iii) The Authority received and noted a report by the Chief Fire Officer (Item 5 in the Minute Book) on a number of notable fire and rescue service incidents since the last meeting. The Chief Fire Officer updated Members on further incidents which had occurred since the report had been produced.

Among the further incidents was a fire at the Harriet Costello School, Basingstoke. In noting details about this fire, Members re-affirmed their support of `sprinkler systems' in new County Council buildings and were disappointed to learn that no such system was proposed within the design appraisal for a new County Council Early Years Centre at Winchester. The Chairman agreed to write on behalf of the Authority to the Leader of the County Council on this matter and asked the Chief Fire Officer to report to a future meeting to clarify the County Council's policy with regard to `sprinkler systems' in its new buildings.

199 DEPUTATION ON CATERING

Lord Conrad Jordan and Mrs Joy Stone gave a deputation against the proposal before the Authority (Minute 200 refers) to remove Fire Station Cooks on whole time fire stations from the service establishment.

200 MINUTES OF PERFORMANCE REVIEW COMMITTEE - 10 OCTOBER 2003

The Authority received the Minutes of the Performance Review Committee held on 10 October 2003 (Item 8 in the Minute Book) and considered the recommendations of the Best Value Scoping Review of Catering which had been supported by the Performance Review Committee in relation to Emergency Catering, Headquarters Catering and "Watch based Catering".

The Chief Fire Officer introduced the item and reported on the background to the issues involved.

The Authority paid tribute to all the Catering staff and their value to the Fire Service. Some Members felt that the proposed removal of whole time fire station cooks should be introduced by way of natural wastage. However, the Authority itself did not take this view but did feel that it was important to clearly indicate the relevant date by which the proposed changes were to take effect and to ensure that the necessary employment procedures were adhered to.

RESOLVED:

(i) That the current Emergency Catering arrangements be continued.


(ii) That a review of arrangements for emergency catering prior to any future investment for the replacement of vehicles be implemented.


(iii) That the Service Headquarters Catering Contract continue until the end of the contract.


(iv) That Headquarters subsidy of 36% be removed with effect from 5 January 2004.


(v) That an additional review of free meal entitlement be undertaken and actions taken to ensure that "free meals" are only available to those with entitlement.


(vi) That Fire Station Cooks on whole time fire stations be removed from the service establishment with immediate effect, subject to all necessary employment and other procedures being undertaken.


(vii) That the Watch Caterers allowance be removed with immediate effect, subject to all necessary employment and other procedures being undertaken.


(viii) That a review of kitchen facilities on whole time fire stations be implemented.

201 SCHEME OF ALLOWANCES FOR MEMBERS OF HAMPSHIRE FIRE AND RESCUE AUTHORITY, NOTES OF THE INDEPENDENT REMUNERATION PANEL OF 13 OCTOBER 2003 AND MINUTES OF THE STANDARDS COMMITTEE OF 24 OCTOBER 2003

The Authority considered the report of the Clerk, together with other information, including the Minutes of the Standards Committee meeting of 24 October 2003 on a recommended scheme of allowances for Members of the Hampshire Fire and Rescue Authority (Item 9 in the Minute Book) .

The Authority noted that the Standards Committee had supported the Independent Remuneration Panel proposal that whatever scheme was approved, it should operate until 2005, subject to annual inflation increases, at which time a full review of all special responsibility and other allowances be undertaken by the Panel. They were reminded that they would need to agree a start date for the scheme.

The Clerk made reference to that part of the report which gave examples of those schemes already introduced by some other Combined Fire Authorities and by the Hampshire Police Authority. In the case of Hampshire Police Authority, it was noted that they employed 5,500 staff and had a budget of £247m whereas the HFRA employed 1700 staff and had a current budget of £51m.

The Chairman of the Standards Committee summarised the debate at the meeting on 24 October 2003 in relation to the Members' basic allowance, the Independent Member allowances and those special responsibility allowances felt appropriate for each of the Authority's Committee Chairmen.

During a full and detailed discussion Members of the Authority expressed various alternative views on the basic allowance, Independent Member allowances, and over the timing of the implementation date of any scheme. Also, alternate proposals were put forward at the meeting which included receiving the same Minority Party Spokespersons allowances and a new allowance being made payable to any Member involved in Appeal Panel hearings. There was a further proposal to increase the allowance for the two Vice-Chairmen of the Authority to £1,500 each, not payable however if current postholders received a higher special responsibility allowance in respect of another post.

There followed a series of votes on the various alternative proposals made at the meeting. Councillors D.A. Kirk and G. Semmens asked the Clerk to record in the Minutes that they had abstained from the voting.

RESOLVED:

(i) That the basic special responsibility and other allowances and scheme itself be as set out below:-


(a) Basic Allowance

A basic allowance of £2,500 per annum.


(b) Special Responsibility Allowance

A special responsibility allowance shall be paid to those Members who hold the offices of special responsibility listed in Appendix 1 to these Minutes, provided that a Member will receive only 1 special responsibility allowance.


(c) Co-optees Allowance

An annual allowance of £800 be made to the two Independent Members serving on the Standards Committee.


(d) Method of Payment of Allowances

In respect of payments of Basic Allowance, Special Responsibility Allowance and Co-optees Allowance that the method of payment be monthly.


(e) Travelling and Subsistence Allowance

That all travel allowances, including those for Independent Members, should be at the same rate as for County Council staff travel allowances and that no subsistence allowances should be paid. The allowances are as shown in Appendix II to these Minutes.


(f) Full Review

That a full review of all allowances including special responsibility allowances be carried out by the Panel in 2005; the review to consider job descriptions for each of the roles for which a special responsibility allowance applies and to take account of any changes in the operation and working of the Authority.


(g) Suspension of Allowances

That the Scheme of Allowances should provide that, when a Member of the Authority was suspended from all duties, all allowances, including travel, dependants' carers' and childcare allowances, should be withheld for the period of the suspension. Where a Member was partially suspended, any special responsibility allowance relating to any duties from which the Member was wholly suspended should be withheld for that period.


(h) Dependants' Carers' Allowance

That the Childcare and Dependents' Carers' Allowances should be made at the rate paid by Hampshire Social Services and that the maximum payable per annum per Member would be £1000 (Hampshire Social Services allowances currently £7 per hour for Dependants' Carers' and £7.62 for 2.5 hours for childcare).


(i) Annual Adjustment

That the Scheme of Allowances should provide for future automatic index-linked annual adjustments to remuneration by reference to the settlement for Fire and Rescue Service non-uniformed staff increases or equivalent, effective from the operative date of their award.


(j) Retrospectively

That the Basic Allowance, Special Responsibility Allowances and Co-optees Allowance should be backdated to 1 May 2003.


(k) Recovery of Allowances Paid

That the Scheme of Allowances should provide that any allowance that has been paid to a Member whilst on suspension, or any allowance after a Member had ceased to be a Member of the Authority should be recovered.


(l) Duplication

That the Scheme of Allowances should provide that, where a Member is a Member of two or more Authorities they should not receive more than one allowance for the same duties.


(m) Elections to Forgo Allowances

That the Scheme of Allowances should provide all Members to be enabled by notice to the Clerk to forgo entitlement of all or part of any allowances paid to them.


(n) Claims and Payments

That the Scheme of Allowances should provide that travelling, Dependants' Carers' and Child Care allowances for all Members and Independent Members must be claimed within six months from the date of the meeting concerned.

202 AUDIT 2002/03 ANNUAL AUDIT LETTER - HAMPSHIRE FIRE AND RESCUE AUTHORITY

The Authority considered the District Auditor's Annual Audit Letter (Item 15 in the Minute Book) on the results of the HFRA 2002/03 Audit.

Martin Robinson, District Auditor summarised the key issues and conclusions of the audit. He highlighted the continuing improvements being made by HFRS in relation to the performance management framework and complimented the Authority for the work being done on absence monitoring.

The Chief Fire Officer and Chairman congratulated the staff involved for their continued efforts.

RESOLVED:

That the District Auditor's Annual Letter be noted.

203 MINUTES OF THE FINANCE AND GENERAL PURPOSES COMMITTEE - 5 NOVEMBER, 2003 AND REPORTS ON THE ASSET MANAGEMENT AND PRECEPTING GROUP MEETINGS - 14 NOVEMBER 2003

The Authority received the Minutes of the Finance and General Purposes Committee held on 5 November 2003 (Item 10 in the Minute Book).

The Treasurer informed the Authority of the requirement, contrary to the Committee recommendation, to pay back to the constituent authorities the 2002/03 budget underspend of £655,000. In addition, the Chief Fire Officer reported on the cancellation of the Firefighter Recruitment Course in January 2004.

The Authority adopted the recommendations on budget monitoring, proposals for building-up reserves, Asset Management Group issues and the vehicle replacement programme. Also, the Authority received and noted the reports by the Chief Fire Officer on the Asset Management and Precepting Work Group Meetings held on 14 November, 2003 (Items 10(i) and 10(ii) in the Minute Book).

204 SUPPLEMENTARY LEVY 2003/04

The Authority considered the report of the Treasurer and Chief Fire Officer (Item 11 in the Minute Book) on a supplementary levy to be made on the constituent authorities in relation to the 2003/04 budget.

RESOLVED:

(i) That the constituent authorities be informed that there will be a supplementary levy of £784,000 relating to 2003/04, but subject to amendment by the Treasurer if necessary, and payable on 12 March 2004.


(ii) That the constituent authorities be informed, by copy of this report, of the likely level of year end adjustments.

205 DRAFT BUDGET 2004/05

The Authority considered the report of the Treasurer and Chief Fire Officer (Item 12 in the Minute Book) setting out the draft budget for 2004/05.

The Treasurer highlighted that, as a result of it being an exceptional year, the base budget alone already represented a 9.3% increase mainly due to pay increases and that this combined with growth priorities as detailed in the report might potentially result in a total increase of between 14.7% and 19% on the budget. At such levels, the possibility of capping by the Government would have to be taken into account.

RESOLVED:

(i) That the base budget be approved.


(ii) That arrangements be made for statutory consultations on the level of Council Tax based on the options set out in the submitted report.


(iii) That the final budget and Council Tax be set by the Authority at its meeting on 11 February 2004.

206 INTEGRATED RISK MANAGEMENT PLAN - UPDATE

The Authority considered the report of the Chief Fire Officer (Item 13 in the Minute Book) giving an update on this matter.

RESOLVED:

(i) That the feedback provided by Opinion Research Services from the consultation process be noted.


(ii) That the final version of the Integrated Risk Management Plan be presented to the Authority on 11 February 2004.

207 OPERATIONAL ACTIVITY 2002/03

The Authority received and noted the report of the Chief Fire Officer (Item 14 in the Minute Book) on the operational activity for 2002/03.

208 REGIONAL MANAGEMENT BOARDS FOR FIRE AUTHORITIES

The Authority considered the report of the Clerk (Item 16 in the Minute Book) about the proposed establishment of Regional Management Boards for fire authorities.

In discussion Members were mindful of the tight timescale which had been set by the Government and, in supporting the proposal for delegated powers to progress the matter, felt that the two Vice-Chairmen and Minority Group Spokespersons should also be involved, if practicable. The Authority preferred representation on Regional Management Boards to be by way of a weighted voting system.

Accordingly, it was

RESOLVED:

(i) That the Hampshire Fire and Rescue Authority participate in the formation of a Regional Management Board as outlined in the report.


(ii) That, in view of the timescale imposed by the Government, the Clerk and Chief Fire Officer, in consultation with the Chairman and Vice-Chairmen of the Authority and the two Minority Group Spokespersons be given delegated powers to negotiate and determine all issues necessary to achieve the establishment of a South East Regional Management Board by 1 April 2004.


(iii) That a report be submitted to the next meeting of the Authority on 11 February 2004, giving details of progress made with regard to the establishment of a Regional Management Board for fire authorities.


(iv) That the Chairman seek to negotiate the involvement of the Authority on a weighted voting system.

209 NOTES OF FAIRNESS AND DIGNITY GROUP - 9 OCTOBER 2003

The Authority received and noted the Notes of the Fairness and Dignity Group held on 9 October 2003 (Item 17 in the Minute Book).

210 LGA ANNUAL FIRE CONFERENCE - 24/25 FEBRUARY 2004 IN MANCHESTER

The Authority considered appointing one Member from each of the political parties to attend this Seminar next February.

RESOLVED:

That Councillors G. Semmens; Mrs E.S.M. Barron and P. Luffman be appointed to attend a LGA Annual Fire Conference on 24 and 25 February 2004 in Manchester.

211 MEMBERS' ATTENDANCE AT FIRE CONFERENCES SINCE THE LAST MEETING

The Authority received and noted the report from Councillor Mrs. E.S.M. Barron (Item 19 in the Minute Book) on her attendance at the LGA Combined Fire Authority Conference held at Alton Towers, Staffordshire on 23 and 24 October 2003.

4gM761203

Appendix I

HAMPSHIRE FIRE AND RESCUE AUTHORITY

MEMBERS ALLOWANCES SCHEME - BASIC ALLOWANCE

AND SPECIAL RESPONSIBILITY ALLOWANCES

£

per annum

(i) Basic Allowance 2,500

(ii) Special Responsibility Allowances

Only one special responsibility allowance is
payable to any Member under the scheme.
The allowances in brackets will not be paid
whilst the current postholder receives a
higher special responsibility allowance in
respect of another post.

Chairman of the Authority 10,300
Vice-Chairman of the Authority (x 2) (1,500) each

Chairman of Committees (x 4)
Finance and General Purposes 6,200
Personnel 5,500
Performance Review 3,500
Standards 3,000

Vice-Chairman of Committees
Finance and General Purposes 1,500
Personnel 1,400
Performance Review 900
(not payable at
present as no
Vice-Chairman
appointed)
Standards (750)

Independent Members (x2) serving on Standards Cttee 800 each
Minority Spokespersons on HFRA
Liberal Democrat Party 5,150
Labour Party 2,580

Appendix II

HAMPSHIRE FIRE AND RESCUE AUTHORITY

RATES OF TRAVELLING ALLOWANCES PAYABLE TO MEMBERS OF THE AUTHORITY AND TO INDEPENDENT MEMBERS

1. Cycle allowance

The rate for travel by a Member on a Member's own cycle/
electric cycle or one provided for his/her use 8.1p per mile

2. Motor cycle allowance

The rate for travel by a Member's own solo motor cycle or one
provided for his/her use: 25.2p per mile

3. Motor vehicle allowance

The rate for travel by a Member's own private motor

vehicle, or one belonging to a member of his family

or otherwise provided for his/her use, other than a solo

motor cycle: 45.7p per mile

The rates specified in paragraph 3 may be increased by not more than the amount of any expenditure incurred on tolls, ferries or parking fees, including overnight garaging.

4. Rates for travel by public transport or taxi

(a) the rate for travel by public transport shall not exceed the amount of the

ordinary fare or any available cheap fare, and where more than one class of fare is available, the rate shall be determined, in the case of travel by ship by reference to first class fares, and in any other case by reference to second class fares unless the body determines, either generally or specifically, that first class fares shall be substituted.

(b) The rate specified in the preceding sub-paragraph may be increased by

supplementary allowances not exceeding expenditure actually incurred:

(i) on Pullman car or similar supplements, reservation of seats and deposit or porterage of luggage; and

(ii) on sleeping accommodation engaged by the Member for an

overnight journey, subject, however, to reduction by one third of any subsistence allowance payable to him for that night;


(c) The rate for travel by taxi cab shall not exceed:

(i) in cases of urgency or where no public transport is reasonably

available, the amount of the actual fare and any other
reasonable gratuity paid; and

(ii) in any other case, the amount of the fare for travel by
appropriate public transport.

(d) The rate for travel by a hired motor vehicle other than a taxi cab shall
not exceed the rate which would have been applicable had the vehicle
belonged to the Member who hired it, provided that where the body
approves, the rate may be increased to an amount not exceeding the
actual cost of hiring.

(e) The rate for travel by air shall not exceed the rate applicable to travel
by appropriate alternative means of transport together with an
allowance equivalent to the amount of any saving in attendance
allowance or financial loss allowance, and subsistence allowance
consequent on travel by air.

Provided that where the body resolves, either generally or specifically,
that the saving in time is not substantial as to justify payment of the
fare for travel by air, there may be paid an amount not exceeding:

(i) the ordinary fare or any available cheap fare for travel by regular air service; or

(ii) where no such service is available or in case of urgency, the
fare actually paid by the Member.

4gM761203