Archived decisions

Hampshire Fire and Rescue Authority

15/03/2005Human Resources Committee Item 8

21 September 2007

HFRA Member Awareness

Report by the Chief Officer

Contact: Mark Rayner Tel : 02380 644000 ext 2344 Email : [email protected]

1

Summary

1.1

The Fire and Rescue Service National Framework document 2006-08 makes clear the Government's expectations regarding Performance Management - People must have assurance that public services are delivered efficiently and effectively. Fire Authority Members perform a crucial role in guiding the continual improvement of Hampshire Fire and Rescue Service and as the Service strives towards becoming `excellent', the involvement of our Fire Authority Members will take on even greater importance.

1.2

The role of the Fire and Rescue Service continues to develop and it is essential that the awareness of Fire Authority Members is maintained to support future needs of the Service. As the Government seeks to place responsibility for decision making at the most appropriate level, Fire Authority Members will be required to develop new skills and acquire new knowledge to support effective and appropriate decision making.

1.3

HFRA Members have previously agreed to support a Member induction and mentoring programme to support new Fire Authority Members (HR Committee September 06). In addition there was support for a further review of Member Awareness in the next 12 months.

1.4

This report summarises the current position and proposes adoption of a `Member Awareness Framework' within which the Service will provide awareness opportunities for Fire Authority Members to complement awareness received within their respective Authorities.

1.5

The proposals within this paper consolidate our existing arrangements and demonstrate a clear commitment by the Fire Authority to embed a model of best practice, rewarded by achievement of a charter mark, to support Elected Member development. This positive step will directly support the goal of the Fire Authority of achieving `excellent' status in future assessments/audits.

2

RecommendationError! Bookmark not defined.(s)

2.1

The HR Committee accept the attached HFRA Member Awareness Framework (Appendix A) and support its implementation.

2.2

An update of progress on implementation of the Awareness Framework is provided to the HR Committee in September 2008.

2.3

Fire Authority Members use the Improvement and Development Agency (I&DeA) `Political Skills Framework' - A Councillors Toolkit to support their personal development. (Para 9)

2.4

The Fire Authority sign up to the South East Employers Charter for Elected Member Development in 2008/09 and work towards the award in the following years. (Para 8)

3

Introduction Error! Bookmark not defined.and Background

3.1

Hampshire Fire and Rescue Service has been recognised as being extremely effective in engaging Fire Authority Members to help steer the direction of the service. The Comprehensive Performance Assessment in 2005 highlighted the relationship between Officers and Members as one of the Service's strengths.

3.2

The Integrated Risk Management Plan (IRMP) will require Members to make increasingly important decisions as to how the Service continues to improve safety in Hampshire in the future. Future budgetary constraints will also present challenges to existing Services and opportunities to deliver the service in new ways.

3.3

The current Fire Authority Committee structure requires most Members to assume roles on both the main Fire Authority and within sub committees of the Authority. This requires Members to have generic political skills as well as specific areas of knowledge to support their work on sub-committees.

3.4

It is recognised that individual Members will receive development in a number of areas from their own Authorities. HFRS will provide the appropriate opportunities to enable Fire Authority Members to access generic and specific awareness opportunities to support them within their roles on the Fire Authority.

3.5

As the Service strives to move from being a `good' to an `excellent' Authority, the Service as a whole will need to continue improve our skills and keep up to date with new developments. The proposed HFRA Member Awareness Framework (MDAF) provides a structure within which future awareness for Fire Authority Members will take place.

4

Contribution to Corporate Aims and Objectives

4.1

This proposal supports achievement of the corporate aims and objectives by putting in place a framework within which the Service will commit to provide the appropriate awareness opportunities for the Fire Authority Members. This will help ensure that future decision making at all levels will be robust and will `Make Hampshire Safer'. Additionally, this will help move Hampshire towards being an `excellent' Fire and Rescue Service.

5

Managing Community Risk

5.1

The introduction of Integrated Risk Management Plans (IRMP) in 2004 placed a responsibility on each Fire Authority to develop individual plans, tailored for their specific areas, to reduce the risk through prevention, protection and response activities. IRMPs also saw the removal of the National Standards of Fire Cover and required each Fire Authority to set the levels of emergency cover to match the identified risk in their area.

5.2

In developing proposals for the IRMP the Service will engage with Members at different times of the year to raise awareness of issues, explain the processes involved and the rationale behind individual proposals. The Service will use either Member Awareness Training events, Fire Authority meetings or bespoke briefings to achieve this.

6

Member Awareness Framework

6.1

This paper proposes the adoption of a HFRA Member Awareness Framework (MAF) to support members. The proposed framework is attached as Appendix A.

6.2

The framework is designed to identify the key groups operating within the Fire Authority and the opportunities for members to receive /awareness. The framework also indicates the possible method of presentation and where appropriate the likely delivery agent. It is designed to maximise the use of existing meetings to include awareness sessions and minimise the need for additional events to be scheduled.

7

Areas for Awareness

7.1

Induction to HFRA

7.1.1

A new member joining the Fire Authority may have little or no experience of the Fire and Rescue Service, other than as a member of the public. T he role of the FRS has changed dramatically in recent years and it is essential that new Fire Authority Members receive an early introduction to the service.

7.1.2

Each new Member appointed to the Fire Authority will receive a structured induction programme to support them in their new role. The programme will consist of:

· HFRA Member Information Pack

· Allocation of a mentor (an existing Fire Authority Member)

· Initial meeting with the Chief Officer

· Member Skills Register information (see 5.3)

· Headquarters and fire station visit.

· Core Values/Diversity

The purpose of the programme is to provide an overview of the operation of the Fire Authority and to introduce the new member to the Fire and Rescue Service.

7.1.3

Each Fire Authority Member brings skills, knowledge and interests that may be of benefit to current or future work projects within the Service. To ensure that the Service makes the most use of this, we offer the opportunity for each Member to voluntarily complete a skills register. The information on the register may then be considered and a Member approached to assist with a specific issue/project that would best utilise their skills and experience.

7.2

Member Awareness Training

7.2.1

For a number of years the Service has delivered two Member Awareness Training Sessions each year. These sessions have proved invaluable in updating members on current issues, introducing new working practices and demonstrating new equipment.

7.2.2

The Service will continue to schedule Member Awareness Training following the Fire Authority meetings in February and September each year. The content of these sessions will be agreed by SMT and the Chair of the Fire Authority and will be relevant to the current and future issues faced by the Service.

7.3

Financial Control Training

7.3.1

Whilst all Fire Authority Members will have received some financial awareness training from their main Authority, this is unlikely to be sufficient in all cases to ensure that they have sufficient knowledge to manage the Authority's budget in accordance with the Financial Management Strategy, financial regulations and the principles of Best Value.

7.3.2

The training will be targeted to the needs of the Members and the service and delivered via small group or one-to-one briefings, workshops or formal presentations as appropriate.

7.4

Audit and Scrutiny Training

7.4.1

At its last meeting (21 June 2007), the Governance Committee resolved to recommend to the Authority that:

_ That the terms of reference of the Performance Review Committee be extended to enable it: "to carry out joint member/officer pre- and post-implementation scrutiny of any major project, scheme, or key decision taken by the Authority or its standing committees"; and,

_ That the Performance Review Committee be re-named the Performance Review and Scrutiny Committee.

7.4.2

Those Members that are involved in audit and scrutiny committees in their respective local Authorities may well have been given some specific training and clearly we would want to avoid any duplication of effort. However, we will need to ensure that Members appointed to our own Governance and Performance Review Committees feel confident to undertake their scrutiny roles. It would seem appropriate that the Clerk/HCC Internal Audit should assist in providing occasional briefing/training sessions for Members of these two Committees which could be delivered before or after the formal business of a meeting.

8

South East Employers - Charter for Elected Member Development

8.1

Success in achieving an `excellent' status in future government assessments will partially depend on a clear demonstration of investment in, and the effectiveness of, Elected Member development.

8.2

The South East Employers, in conjunction with the I&DeA, have developed a Charter for Elected Member Development - http://www.seemp.co.uk/councillors/emcharter.htm. (A paper copy of this toolkit is attached for HFRA Members only.) The objectives of the Charter are:

· Being fully committed to developing Elected Members in order to achieves the Council's/Authority's aims and objectives.

· Adopting a Member led strategic approach to Elected Member development.

· Having a Member learning and development plan in place that clearly identifies the difference development activities will make.

· Seeing that learning and development is effective in building capacity.

· Addressing wider development matters to promote work-life balance and citizenship.

8.3

It is recommended that the Fire Authority consider signing up to the award in 2008/09 and working towards achieving the Charter in that financial year. This would demonstrate a clear commitment by the Fire Authority to embed a model of best practice to support Member development and will support our goal of achieving `excellent' status in future assessments/audits.

9

Improvement and Development Agency (I&DeA)

9.1

The Improvement and Development Agency (I&DeA) has developed a `Political Skills Framework' - A Councillors Toolkit - http://www.idea.gov.uk/idk/aio/6515699. (A paper copy of this toolkit is attached for HFRA Members only.) The framework has identified the core skills of Councillors and has determined positive and negative indicators for each skill. The six core skills are:

· Local Leadership

· Partnership Working

· Communication Skills

· Political Understanding

· Scrutiny and Challenge

· Regulating and Monitoring

9.2

The I&DeA Political Skills Framework has been developed as a tool to be used in a number of different ways, such as:

· Councillor Induction

· Training and Development Programmes

· Self review

· 360 Degree Review

· Mentoring

· Learning Materials

· Personal Development Plans

· Development Centres

9.3

At this time it is proposed that the I&DeA Political Skills Framework is provided to all HFRA Members for their information and self review should they choose to use it. If further work is required to develop tools to support member awareness then the I&DeA Political Skills Framework will be used as an initial point of reference.

10

Risk Analysis

10.1

The role of Fire Authority Members in the decision making processes of the Service is critical. For Fire Authority Members to make confident and appropriate decisions they require a wide range of skills, knowledge and understanding of FRS specific issues and more general matters.

10.2

The proposed HFRA Member Awareness Framework will reduce the risk of there being gaps in the skills and knowledge of the Fire Authority Members and will therefore make future decision making and governance more robust.

11

Resource/Financial Implications

11.1

Human Resources

The resource implications will be minimal with recognition of the availability of Members and the time required for Mentoring training for members of CMT. Support for Member Awareness training will come from existing resources.

11.2

Physical Resources

These will be minimal and provided from within existing Service resources.

11.3

Information and Communications Technology Resources

Not applicable.

11.4

Financial Implications

There will be costs associated with providing the training as outlined within the MDAF. The costs for financial year 2007/08 will be met from within the existing HFRS Training budget.

Where awareness opportunities can provide a cross-regional benefit, application for Capacity Building Funds from the SE Fire Improvement Partnership will be made.

12

Equality Impact Assessment

12.1

An Initial Screening has been carried out on this policy and no negative impacts are identified. See Appendix B

13

Consultation

13.1

The development work for this topic have previously been agreed by the HR Committee with the support from Councillors Payne and Baulk.

14

Conclusion

14.1

The role of Fire Authority Members is more crucial now than ever before and taking the Service forward. As Hampshire Fire and Rescue Service strives to become an excellent Fire and Rescue Service we will need the ongoing support and guidance of Fire Authority Members to achieve our aspirations. The proposed HFRA Member Awareness Framework will establish a structure within which Fire Authority Members can receive the appropriate awareness, relative to their needs and at a time that will help them carry out their duties.

Background Information (Section 100D of Local Government Act 1972)

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:

Political Skills Framework - A Councillors Toolkit (Improvement and Development Agency)

Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information defined in the Act.

Group

Awareness Requirements

Provider

Delivery Method

All Fire Authority Members

Induction to Fire Authority

HFRS Training Department

Member Induction process

Managing Community Risk

HFRS - Directors/SMT

Short updates/inputs at Fire Authority Meetings and/or

Member Awareness events

IRMP

HFRS - Directors/SMT

Short updates/inputs at Fire Authority Meetings and/or

Member Awareness events

I&DeA Political Skills Framework

Improvement & Development Agency

Input at Member Awareness events

Risk management training and awareness

External consultant (PRM) and/or Project Manager

Short updates/inputs at Fire Authority Meetings and/or

Member Awareness events

Fire Authority Members with Regional roles

Regional Management Board

HFRS - Directors

RMB Members

Bespoke stand alone training event or input

Chair/Deputy Chair/CMT

Audit/Scrutiny training

Audit Commission/Clerk/ Director of Corporate Services

Bespoke stand alone training event or input at CMT

Financial planning, management and control

Audit Commission/Clerk/ Director of Corporate Services/ Head of Finance and Office Services

Bespoke stand alone training event or input at CMT

Risk management training

External consultant (PRM) and/or Project Manager

Bespoke stand alone training event or input at CMT

Committees

F+GP

Financial planning, management and control

Audit Commission/Clerk/ Director of Corporate Services/ Head of Finance and Office Services

Short updates/inputs at Committee meetings

HR

Identified HR matters

HFRS Employee Relations/Specialist providers

Short updates/inputs at Committee meetings

Performance Review

Audit/Scrutiny training; performance management process

Audit Commission/ Clerk/ Director of Corporate Services/Project Manager

Short updates/inputs at Committee meetings

Governance

Audit/Scrutiny training

Audit Commission/Clerk/ Director of Corporate Services

Short updates/inputs at Committee meetings

Standards

Audit/Scrutiny training

Clerk

Short updates/inputs at Committee meetings

Function/Department

Training and Development

Person responsible for the assessment

Mark Rayner

Name of the policy to be addressed

Hampshire Fire and Rescue Authority - Member Awareness Framework

Date of assessment

11^th June 2007

Is this a new or existing policy

New

1 Briefly describe the aims, objectives and purpose of the policy.

Introduce a HFRA Member Awareness Framework to support the ongoing development of Fire Authority Members

2 Are there any associated objectives of the policy, please explain.

No

3 Who is intended to benefit from the policy and in what way?

Fire Authority Members - will receive the appropriate awareness to support them in their role as a Fire Authority Member.

HFRS Officers - will provide a structure within which the necessary awareness of Members can be delivered.

Hampshire residents - The Fire Authority, and individual members, will be suitably aware to ensure that the highest quality of service is delivered to the public.

4 What outcomes are wanted from this policy?

Introduction of a HFRA Member Awareness Framework

5 What factors/forces could contribute/detract from the outcomes?

6 Who are the main stakeholders in relation to the policy?

HFRA

CMT

SMT

Hampshire residents

7 Who implements the policy and who is responsible for the policy?

Head of Training and Development

8 Are there concerns that the policy could have a differential impact:

- On racial groups?

- Due to gender?

- Due to disability?

- Due to sexual orientation?

- Due to their age?

- Due to their religious belief?

- Due to them having dependants/caring responsibilities?

- - Due to them being transgendered or transsexual?

Yes / No - What existing evidence (either presumed or otherwise) do you have for this?

No

No

No

No

No

No

No

No

9 Could the differential impact identified in 8 amount to there being the potential for adverse impact in this policy?

Yes / No / NA - Please explain

10 Can this adverse impact be justified on the grounds of promoting equality of opportunity for one group? Or any other reason.

Yes / No - Please explain for each equality strand, if necessary use a separate piece of paper

N/A

11 Should the policy proceed to a partial impact assessment?

Yes / No

12 If yes, is there enough evidence of proceed to a full EIA?

Yes / No

13 Date on which partial or full impact assessment to be completed by

N/A

Completing Officer

Name: M.Rayner

Date: 11^th June 2007

Review Date: June 2009

Lead Officer

Name:

Date: