Hampshire Fire and Rescue Authority

Performance Review & Scrutiny Committee Item 7

2 September 2008

Progress report on the Best Value Review of Environmental Impact

Report of the Chief Officer

Contact: Eunice Mabey, Environmental Impact Project Co-ordinator

Telephone: 023 8062 6850

E-mail: [email protected]

1 Summary

1.1 At the Performance Review Committee meeting held on the 12^th September 2006 it was agreed to conduct a review of Hampshire Fire & Rescue Service's Environmental Impact, followed by a separate but linked review of Energy Conservation, looking at options for the use of renewable energy.

1.2 The first phase of the Review commenced with the commission of a `baseline' report by the Environment Centre (a registered environmental charity based in Southampton), which was reported to Members in June 2007. Since then work has been progressed against some of the areas detailed in that report. This report provides a brief outline of some of the actions taken to date.

2 Recommendation

2.1 That the Committee approves the progress to date and agrees to receive future updates.

3 Progress to date

3.1 The Review commenced in 2007, and it was determined that a dedicated resource was required to enable sufficient progress to be made, and funding was agreed. Eunice Mabey was seconded as the Environmental Impact Project Coordinator on the 28^th January 2008, with a review in October 2008.

3.2 A working party of 30 volunteer staff from various departments within the Service has been formed, and this group met in June 2008, following the Steering Group Meeting. The aim of this group is to advance pre-determined pieces of work.

3.3 Progress to date has included the following:

3.3.1 Energy Audit at Headquarters

A follow up evening energy audit for headquarters is scheduled for September 2008.

3.3.2 Ideas Week

All staff were encouraged to submit ideas during the period 30^th June - 11^th July 08. In total 30 ideas were submitted of which 8 were under the Environment category, the second highest after Efficiency. This clearly shows that staff are committed to reducing our environmental impact. In September, the Suggestion Scheme will be launched, and it is hoped that further suggestions will be received via this channel.

3.3.3 Transport

Service vehicles now run on bio-blend diesel and during January - March 2008, we saved 3.43 tonnes of co², equating to two full hot air balloons.

Internal Audit have commenced a review of the car user scheme in respect of value for money and energy efficiency. This work has commenced with completion due by December 2008.

HFRS Cycle Scheme was launched on 16^th June 2008. There has been an over whelming amount of interest. Within the first month over 140 members of staff had purchased a bike via the scheme.

National Bike Week ran from 16^th - 22^nd June 2008. During the week we encouraged staff to cycle to work, with the Inland Revenue's recognised incentive of a cyclist breakfast to help to motivate staff. This resulted in 287 staff cycling, comprising of 9 wholetime stations, 2 retained stations, 21 headquarters staff and 6 non HQ green book employees. This wide ranging support managed to clock up over 1260 miles. If we convert those miles, it would mean those members of staff saved 436kg co² during that week. This equates to 218,000 litres which is approximately 120 standard appliance water tanks filled by co².

3.3.4 Energy Usage

All fire stations have been issued with targets for the consumption of gas, electricity and water for the year 2008. These targets contribute to one of the performance indicators for achieving `Beacon Status', which is a Service Delivery initiative for performance management. Stations continue to record all of their meter readings on a monthly basis and have been supplied with a poster to record these readings and help to monitor their performance against target.

Energy data for the Headquarters site is being gathered, so that targets can be set for reductions.

The Carbon Trust conducted a fully funded site survey in June 2008. This covered headquarters, 5 wholetime stations and 1 retained station. The draft report has been issued and the final report will be presented to Directors in August 2008.

The Carbon Trust have agreed to fund staff training sessions. This will include a higher level to the working group and a general awareness presentation to all HQ staff within Energy Saving Week in October.

3.3.5 Office Consumables

A printer project is underway to review all printers at fire stations. The aim is to replace printers with duplex machines once their lease has expired. The project covers 85 printers, the amount of pages printed and cost of replacement. The outcome will provide a basis for feasibility into their renewal.

3.3.6 Recycling

Recycling at headquarters and wholetime stations is going well. In the initial 12 weeks, we have had 216 (1100 litre) trade bins collected for recycling.

Work is in progress to have a recycling page within the Kids Zone of Hampshire Fire and Rescue Service website. We will also upload environmental progress and ideas on the intranet for staff.

An old office furniture bank has been set up to encourage staff to reuse good condition old stock. Regular stock audits will take place with any over stock being recycled to local multi agencies or charities. To date we have recycled 20 items of furniture including tables, filing cabinets, lockers, pedestals etc. With 50 items in stock, and a constant stream of emails for donating and requesting furniture, we are pleased to state this initiative is progressing well.

3.3.7 Environmental Management System (EMS) accredited to International Standard ISO 14001

Work is being progressed towards the implementation of an Environmental Management System which ultimately will be accredited to the International Standard ISO 14001. Assistance with this process has been commissioned from the Environmental Centre.

At present the Aspect and Impacts Register for the Environmental Management System is being developed. This Register will record everything that we do with a score of the environmental implications for each activity.

Due to staff changes within the Environment Centre progress has been slow. These problems have been addressed and we look forward to picking up and progressing on the EMS.

3.3.8 Environmental Working Group

It was discussed and agreed at the Working Group meeting in June (as directed from the Steering Group meeting) that the volunteers should adopt and research various projects. To this end the following projects have commenced;

· Lighting

· Radiators / Heating

· Website

· Staff awareness / Surveys / Themed Days

· Renewable energy

· Policy / Strategy

The projects will look into the feasibility and payback period of changing our current systems to more energy efficient systems. This will include recommendations from the Carbon Trust and requests from Station Managers, from particular low energy efficient infrastructures.

3.3.9 Display Energy Certificates

As of 1^st October 2008 every public building over 1000m² in size is required to have an Energy Certificate displayed. This would amount to 11 sites within the estate requiring a certificate. A cost analysis took place which showed it would make financial sense for a member of staff to be trained, rather than paying consultants to complete the surveys. This would save £5,000 in the first year with subsequent savings of £7,000 thereafter per annum. The Project Co-ordinator will undertake the assessor course in July 2008 and complete the surveys as required by the 1^st October 2008.

4 Conclusion

4.1 Progress is being made towards the Review of the Environmental Impacts and Members will continue to be regularly updated.

5 Contribution to Corporate Aims and Objectives

5.1 Undertaking a review of the environmental impact of the Service will contribute to the Service being one of the top Fire and Rescue Services in the country. It will also enhance the Service's Corporate Social Responsibility.

6 Resource Implications

6.1 The major resource requirement for this review continues to be staff time. A working party of staff is undertaking some activities over and above their normal roles.

6.2 There is a budgetary requirement for the cost of consultancy advice from the Environment Centre. Costs have been, and should continue to be, contained within the Performance Review Team budget.

7 Consultation

7.1 The review will involve considerable consultation with other Fire and Rescue Services and external organisations, and identify examples of best practice suitable for inclusion in our own procedures and practices. The views and aspirations of our own staff will also be sought.

8 Equality Impact Assessment

8.1 Carrying out equality impact assessments will strengthen our Best Value Review practices by ensuring that the consequences of our proposed policies and actions comply with current legislation and expectations for improving equality and diversity in the workplace and in our delivery of services to the public.

8.2 The proposals within this report are compatible with the provisions of the European Convention on Human Rights and the Human Rights Act 1998 and considered in the light of the Race Relations (Amendment) Act 2000.

9 Risk Analysis

9.1 During the review, a risk analysis will be undertaken of issues encountered, in order to inform the review team of the areas to concentrate on in order to utilise resources effectively. It will help to mitigate the risk of the failure to adequately protect the environment in our activities.

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:

Report from the Environment Centre: Phase 1: An Environmental Review of the Eastleigh Headquarters and Four of their Fire Stations for the Hampshire Fire and Rescue Authority.