Archived decisions

Appendix 1

Hampshire Fire and Rescue Authority

Code of Corporate Governance

Introduction

The term `corporate governance' refers to the system by which the Authority directs and controls its functions and how it relates to the community it serves. It is therefore the totality of the policies, systems, procedures and structures that together determine and control the way in which the Authority manages its business, determines its strategies and objectives and sets about delivering its services to meet those objectives for the greater good of the communities of Hampshire.

The basic principles of good corporate governance require the Authority to carry out its functions in a way that is completely open and inclusive of all sectors of the community, demonstrates the utmost integrity in all its dealings, and is fully accountable to the public it serves. The Authority fully supports these principles.

This code - which is based on the guidance published jointly by the Chartered Institute of Public Finance and Accountancy (CIPFA) and the Society of Local Authority Chief Executives (SOLACE) - is a public statement of the commitment to these principles and sets out clearly the way in which the Authority will meet its commitments.

The main body of the code is divided into five areas:

· community focus

· service delivery

· management structure and processes

· risk management and internal control

· standards of conduct.

Each of these areas covers a particular aspect of the Authority's responsibilities in terms of corporate governance. Under each section, the means by which the Authority will meet and demonstrate its commitment to good corporate governance is exemplified.

Further information about the Authority's corporate governance processes can be found on the Authority's website, www.hantsfire.gov.uk or from the Director of Corporate Services, Hampshire Fire and Rescue Service, Headquarters, Leigh Road, Eastleigh, Hampshire SO50 9SJ.

The code

Community focus

We place great value on the views and opinions of the public and other stakeholders, both in helping to determine our priorities and in seeking joint working arrangements with other organisations to meet common goals. We are committed to ensuring that we are working both for and with the community in an open and effective manner, that we take account of the views of all our stakeholders, that we regularly report on our activities, performance and financial position, and that we maintain the highest standards of integrity in all our dealings with the community.

We will:

· continue to develop and maintain our consultation strategy, actions, and activities by which all stakeholders within the community are encouraged to contribute to and participate in the development of the services we provide

· continue to develop and maintain our consultation strategy and communications channels through which the views of the community are identified, evaluated and reported

· ensure that our corporate aims, key objectives, priorities and targets are developed and reviewed, in consultation with the community

· provide unbiased and clear statements of our activities, achievements, and performance

· publish annually a statement of our financial position, together with a statement of the level of compliance with this code

· ensure the independent review of our financial and operating procedures

· ensure that all of the dealings of the Authority are conducted in the public forum and that information relating to such dealings is made available on request, except where it is proper and appropriate to maintain confidentiality

· develop monitoring procedures to ensure these systems operate effectively.

Service delivery

We are committed to securing continuous improvement in the delivery of its services and to ensuring that our policies, priorities and decisions are implemented on time, in a manner consistent with the needs of users, and in the most efficient and effective way.

We will:

· set and review targets for performance in the delivery of services that are both realistic and challenging

· ensure that robust and reliable systems for providing the information necessary to measure and monitor performance against agreed targets are in place

· develop comprehensive and understandable plans to meet agreed targets, and regularly review and report publicly our performance against those targets

· develop and maintain a budget process to allocate resources to the areas of identified need in support of the delivery of performance plans

· examine potential alternative means of delivery effective and efficient services to the community, including, where appropriate, contractual or partnership arrangements with other private, public and voluntary organisations and, where appropriate, seek to delivery services in partnership with such organisations

· respond promptly and positively to the findings and recommendations of our internal and external auditors inspectors and assessors, and implement any agreed actions within agreed time scales.

Management structures and processes

We are committed to establishing appropriate structures and procedures to govern our decision-making process that will ensure the sound strategic management of the Authority, the delegation of operational responsibilities, the clarity of member and officer roles and responsibilities, and the proper scrutiny of all aspects of performance and effectiveness.

We will:

· maintain clearly documented protocols governing the relationship between members and officers

· ensure that the roles and responsibilities of members of the Authority are clearly defined and documented, and that the terms of their appointment and remuneration, and the review of such terms, are clearly documented

· maintain a scheme of delegated and reserved powers which identifies those powers delegated to the Chief Officer (and other officers) and those matters specifically reserved for the collective approval of the Authority

· ensure the regular meeting of such committees as are deemed necessary to set the strategic direction, and discharge the efficient and effective management of the Authority

· maintain clearly defined and documented terms of reference for each committee, maintain and publish minutes of all meetings and, except where it is inappropriate on the grounds of confidentiality, open such meetings to attendance by the public

· ensure that members are properly trained to carry out their roles and responsibilities and that all relevant information, advice and resources are provided in order for them to carry out their role effectively

· ensure that the Chief Officer is made responsible for the overall operational management of the Authority and that formal written delegated authority is given to undertake this role

· ensure that the Officers of the Authority take responsibility for ensuring that agreed procedures are followed and that all applicable legislation and regulations are adhered to

· maintain and review the scheme of delegation to officers of the Authority and ensure that it remains consistent with their roles and responsibilities, conditions of employment and remuneration.

Risk management and internal control

We are committed to the highest standards of care and control over the assets and resources at our disposal and to ensuring that these are protected from the risk of loss, damage or misuse. By identifying, analysing and managing any risk or threat to the Authority or its resources, we will aim to ensure that they are used in the most efficient, and effective way and provide best value for money to the public and our other stakeholders.

We will:

· establish and maintain a robust system for identifying and evaluating all significant risks to the Authority that involves all those participating in the planning and delivery of services

· establish and maintain effective systems of internal control to manage perceived risks, safeguard public funds, and ensure compliance with legislation and regulations

· establish and maintain effective systems and processes to ensure that resources are used in an economic, effective and efficient way and deliver best value

· ensure that only people with the appropriate skills and experience deliver services and that the necessary training is provided to develop and maintain these skills

· work in partnership with our external auditors, inspectors and assessors as well as our internal auditors to continually review and improve the standard of internal control systems

· establish and maintain a system of quality control checks to establish the effectiveness of the internal control framework, including maintaining an independent and effective audit function, to ensure that control mechanisms continue to function efficiently

· provide at least annually an objective assessment of the Authority's strategic risks together with statements of control measures and actions to manage those risks.

Standards of conduct

Our reputation depends entirely on the personal conduct of its members, officers and agents. We believe that good corporate governance is based around the highest levels of professionalism and integrity in conducting the affairs of the Authority in an open and accountable manner. We are committed to ensuring that these high standards are maintained and that all those associated with the Authority demonstrate the leadership and public service commitment for which the Authority is renowned and justly proud.

We will:

· establish and maintain formal codes of conduct for members, officers and agents of the Authority which document the required standard of ethical and professional behaviour expected, put in place measures to ensure compliance with these codes and deal with any incidences where standards of personal behaviour fall below that expected

· establish and maintain systems to ensure that members and officers are not unduly influenced by prejudice, bias or any conflict of interest in their dealings with stakeholders or in the decision-making process

· establish and maintain easily accessible systems that enable complaints against the Authority, or its members, officers or agents, to be reported, investigated and resolved

· establish and maintain accessible arrangements for employees and agents of the Authority to report concerns about inappropriate or fraudulent behaviour with confidence and impunity.

Groups/Secretarial/WP/Word/Corporate/HFRA HFRA Governance 8 3 05 Corporate Policy Appx 1

DH/JMW/11/2/2005