At the start of the meeting, the Chair of the Committee thanked everyone for attending and welcomed any members of the press or public who were observing the proceedings.

The Chair then introduced the meeting and provided all present with an overview of how this remote meeting would work and some housekeeping.

The Chair confirmed that all Members of the Committee were in attendance, and that they could all hear and be heard; and could see and be seen.

Members are requested to consider the identification of:

a)  declarations of interest by individual Members in relation to any item of business on the Agenda

b)  any additional items of business which the Chair has determined should be considered as matters of urgency; and

c)  items of business which may require the exclusion of the press and public during consideration thereof because of the possibility of the disclosure of exempt information.

Members considered the identification of declarations of interest, any urgent additional items, and any business that may require the exclusion of the press and public.

Resolved that:

a)  no declarations of interest were made by individual Members in relation to any item of business on the Agenda

b)  no additional items of business to be considered as matters of urgency were determined by the Chair; and

c)  The following items of business required the exclusion of the press and public during consideration thereof because of the possibility of the disclosure of exempt information:

·         Appendix A to Agenda Item 10 – “Rewards and Recognition Programme

·         Agenda Item 11 – “Provision of Equipment for National Resilience Mass Decontamination Capability”

The Minutes of the previous meeting of the Policy and Resources Committee, held on 30^th July 2020, are submitted for approval as a correct record and for signature by the Chair.

The Minutes of the previous meeting of the Policy and Resources Committee, held on 30^th July 2020, were approved as a correct record and for signature by the Chair.

To consider Report CFO/059/20 of the Chief Fire Officer, concerning the Authority’s Statement of Assurance 2019-20 for publication on the Authority website.

Members considered Report CFO/059/20 of the Chief Fire Officer, concerning the publication of the Authority’s Statement of Assurance 2019-20.

Members were advised that the purpose of the Statement of Assurance document, is to provide the public with assurances around the provision of our firefighting capabilities across the previous year.

Members were informed that this Statement of Assurance covers the period April 2019 to March 2020.

They were also advised that the Statement of Assurance is a direct reflection of the requirements contained within the Fire & Rescue Service National Framework, as published in 2012; and revised in 2018, which explicitly states that Fire & Rescue Authorities must provide an annual assurance to their communities and Government, on financial, governance and operational matters.

The Statement of Assurance for 2019-20, attached at Appendix A to the report, was highlighted to Members.

Members Resolved that:

a)    The Authority’s draft Statement of Assurance 2019-20, be approved.

b)    The Statement of Assurance 2019-20, be approved for signature by the Chair of the Authority and the Chief Fire Officer.

To consider report CFO/058/20 of the Treasurer, concerning the financial position, revenue and capital, for the Authority for 2020/21.  The Authority receives regular comprehensive financial reviews during the year which provide a full health check on the Authority’s finances. This report covers the period July to September 2020.

Members considered Report CFO/058/20 of the Treasurer, concerning the financial position, revenue and capital, for the Authority for 2020/21.  The Authority receives regular comprehensive financial reviews during the year which provide a full health check on the Authority’s finances.

Members were informed that this report covers the period July to September 2020 and covers the revenue & capital budgets, reserves, and treasury management updates.

Members were advised that the revenue position is covered in paragraphs 6 to 13 of the report. They were informed that paragraph 7 outlines the budget movements in the second quarter; and as all of the adjustments are self-balancing and have been budgeted for, they have not impacted on the approved net budget requirement, whichremains at £61.961m.

They were advised that paragraph 9 reviews the robustness of the approved key budget assumptions and in particular;

o   The McCloud remedy assumption that the cost to the employer of allowing Firefighter Pension Scheme members access to their legacy schemes would be considered as part of the 2020 FPS actuarial review and reflected in Employer rates from 2023/24. 

o   The financial impact of COVID-19 on the Authority can be contained within the Government funding received by the Authority.

Members were informed that the current position is that these assumptions remain robust and all costs can be contained within the approved budget.

Paragraphs 10 to 12 were then highlighted to Members, which summarise the latest forecast revenue position. They were informed that after reviewing income and expenditure, officers have identified the following favourable variances;

o   £125k savings from the firefighter employee budget, as a result of retirement numbers being slightly ahead of the expected forecast.

o   £225k savings from the non-firefighter employee budget, as a result of staff vacancies arising from staff turnover in the year and staff not being at the top of their substantive grade.

o   £157K savings from the LGPS pension budget as a result of a refund due to the MFRS account being in surplus at the last actuarial review.

o   £100k savings from the other employee costs budget as staff training and subsistence expenditure has reducedas conferences, courses and other training was postponed or held on-line due to COVID19 restrictions.

o   Overachievement of approved support savings and other technical adjustments have resulted in additional permanent savings of £515k with a further one-off savings of £45k.

o   A forecast favourable variance of £3.069m on the revenue costs associated with servicing capital expenditure funded via borrowing, which ispossible due to:

§  The deferral of new borrowing by utilising internal cash (mainly monies held in reserves and unapplied grants) resulting in a saving on expected debt interest payments, and

§  The Authority making significant additional voluntary MRP payments in recent years, and making only the minimum statutory MRP payment this year, to free up some of the MRP provision.

§  Together this will deliver a £3.069m favourable variance against the £6.3m budget.  

o   The Authority has received £104k of additional specific grant to cover  ...  view the full minutes text for item 4.

To consider Report CFO/065/20 of the Treasurer, concerning the requirements of the CIPFA Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities.

Members considered Report CFO/065/20 of the Treasurer, concerning the requirements of the CIPFA Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities.

Members were informed that the Treasury Management and Prudential Codes, require the Authority to prepare an interim Treasury Management report on its activities during the year, to ensure they are consistent with its approved Treasury Management Strategy and have remained within the approved Prudential Indicators. 

They were advised that this report meets that requirement and outlines the treasury management activities and performance for the first half of the financial year.

Members were advised that the interim report can be found on page 79. Their attention was drawn to page 80, which contains an executive summary on the key points of performance so far, which were outlined as follows:

• No New Borrowings have been arranged in the year so far, or are expected to be arranged before the year end.
• Debt of £0.45m is due to be repaid this year
• The Authority had Investments of £48.2m.
• The Bank of England base rate remained at 0.10% throughout the year.
• Longer term PWLB rates have risen slightly during the first half of the year by 0.6% from 2.54% to 2.60%, and
• Treasury Management activity has been carried out in compliance with the relevant codes and statutes and within the borrowing and treasury management limits approved by the Authority as part of the budget setting process in February 2020.

Members Resolved that:

The content of the report, be noted.

To consider Report CFO/060/20 of the Chief Fire Officer, concerning the current risks contained within the Corporate Risk Register, the status of the risks and associated control measures, including any updates for the period April to September 2020. 

Members considered Report CFO/060/20 of the Chief Fire Officer concerning the current risks contained within the Corporate Risk Register, the status of the risks and associated control measures, including any updates for the period April to September 2020. 

Members were provided with an overview of the report. It was highlighted to Members that the Authority had previously considered the outcomes of an internal audit report from April 2017, which considered the Authority’s approach to risk management. They were advised that the outcome of that review was that overall, compliance was found to be good, and indeed substantial across some areas.

Members were informed that a couple of particular actions have been completed over the reporting period, two of which are contained within 4.11 – “Environment and Political”, around concerns raised in relation to the utilisation of diesel vehicles. They were advised that there was a requirement, as part of the Authority’s fleet management, to consider a move away from diesel vehicles, towards electric vehicles, as and when the technology advances.

Members were also advised that self-evidently, there are a number of references now included within the Risk Register, related directly to the Covid-19 outbreak, which have been considered across a number of particular risks.

Members Resolved that:

The updated Corporate Risk Register for 2020/21 which incorporates the current status of those risks to September 2020, be approved.

To consider Report CFO/061/20 of the Chief Fire Officer, concerning performance against the objectives and the performance targets/outcomes as set out in the Service Delivery Plan 2019/20 for the period April to September 2020, the Integrated Risk Management Plan actions and the HMICFRS action plan.

Members considered Report CFO/061/20 of the Chief Fire Officer, concerning performance against the objectives and the performance targets/outcomes as set out in the Service Delivery Plan 2019/20 for the period April to September 2020, the Integrated Risk Management Plan actions and the HMICFRS action plan.

Members were advised that the Service Delivery Plan forms the basis of the Authority’s plan of accountability, moving forward; and includes actions contained within the functions of the Authority, as detailed within the report.

They were advised that the Service Delivery Plan also includes the key and benchmark performance indicators and targets, approved previously by Members, with this report highlighting performance against those targets for the period April to September 2020.

Members attention was drawn to the Service Delivery Plan, attached as Appendix A to the report, which references the details of the functional planning objectives and how they are progressing. Members were advised that overall, good progress is being made, however there have been some implications in some areas around the Covid-19 pandemic. It was confirmed to Members that despite this, the Authority are still on track for completion of the objectives by the end of the year.

Performance against the benchmark performance indicators, was then highlighted to Members. They were advised that broadly, the Authority is in a good place in terms of performance, with most indicators being green.

Members were informed that of particular note, is the number of fires attended by MFRA, which is down significantly on the previous period, as is the number of primary fires.

Members were informed that unfortunately, the number of deliberate fires in occupied dwellings has increased slightly above the target, which is something that the Authority is working to address.

Members were advised that the number of accidental dwelling fires and the number of ASB fires, are significantly down on the previous year; and as the previous year in both areas was the lowest the Authority has seen, the direction of travel in these areas, is particularly good.

It was highlighted to Members that the number of special service calls has increased over the period, however this is not surprising given the amount of work that the Authority is doing, particularly with NWAS colleagues, in terms of supporting them over the pandemic.

With regards to performance around the number of false alarms attended, Members were informed that there was a spike around April/ May time. They were advised that analysis has drawn to the conclusion that this was due to a significant number of false alarm – good intent calls, due to controlled burning during the initial lockdown period, with people choosing to burn refuse.

Members were informed that this was exasperated during the bonfire period, as people were unable to attend large organised events; and therefore chose to have events in their own gardens.

In terms of the attendance standard, Members were informed that it has been achieved on 95.4% of occasions, against a target of 90%.

Members were advised that a particular area  ...  view the full minutes text for item 7.

To consider Report CFO/064/20 of the Chief Fire Officer, concerning the outcomes of a public engagement exercise relating to the development of the 2021/24 Integrated Risk Management Plan (IRMP) (Appendix A) and the process for the development of the IRMP.

Members considered Report CFO/064/20 of the Chief Fire Officer, concerning the outcomes of a public engagement exercise which will inform the development of the 2021/24 Integrated Risk Management Plan (IRMP) (Appendix A) and the process to be applied in the development of the plan.

Members were informed that the Authority are currently in the early formative stages of the development of the IRMP; and that the Authority utilise an independent organisation to engage the public around what they feel is important to them in the development of plans moving forward. Members were informed that those views and insights, along with the views of the Authority, will be utilised to inform the Authority’s plans and how they are constructed.

Members were informed that over the course of a number of deliberative forums, members of the public where asked for their views on a whole raft of areas, including the proposals contained within paragraph 6 of the report, in order to glean their views and opinions. Members were advised that the deliberate forums also sought to consider the strategy and approach adopted as an Authority, and how we have met foreseeable risk and addressed demands.

It was highlighted to Members that questions were asked around the logic applied in terms of risk, demand and vulnerability, those being factors which the public would want us to consider; and how we combine them, look at them and consider them in the deployment of our resources.

Members were advised that categorically, without exception, the public fully supported the logic applied.

Members were informed that the deliberative forums also looked at the planning principles, considering them in their totality, and that there were a couple of areas with interesting responses. Members were advised that when asked their views, the public recognised that on occasions, we may need to close stations, or merge stations, which interestingly, is counter to one of the planning principles. However, this view was only based on response times being maintained or improved, or the replacement of stations no longer fit for purpose or not providing the necessary facilities for our staff, particularly around our equalities agenda, as well as a firefighter safety perspective.

Members were advised that this was an important question to pose to the public, as there is the potential within the proposals, to merge two stations to create the new TDA and a “super station” at a particular location, equidistant between the two current stations, which we know can be done whilst actually improving performance. 

Members were informed that the public were also asked their views around prevention, protection and firefighter safety. It was confirmed to Members that the public were well informed and firefighter safety was a key aspect of focus, which confirms the importance of ensuring that our staff have the right equipment and kit; and also the right facilities available to them to train against foreseeable risk. Members were advised that the views of the public also endorsed the necessity to re-invest in Protection activity, in  ...  view the full minutes text for item 8.

To consider Report CFO/066/20 of the Chief Fire Officer, concerning proposed changes to the Area Manager structure as the first part of a senior management restructure.

Members considered Report CFO/066/20 of the Chief Fire Officer, concerning proposed changes to the Area Manager structure as the first part of a senior management restructure.

The recommendations contained within the report, were highlighted to Members.

Members were advised that the Grenfell Tower incident was a significant game changer for all FRS’s. It was highlighted that previously, MFRA had 3 Area Manager posts, with one covering both Prevention and Protection; and the view was that that individual was spread too thin, a view which was also supported by HMICFRS.

Members were informed that it was therefore decided to establish on a temporary basis, a forth Area Manager post within Protection, which has been very effective.

They were also advised that work is currently underway around replacing the existing information management system for Protection, which will involve a significant amount of work; and was one of the recommendations from HMICFRS.

As such, it is recommended that the forth Area Manager post is required on a permanent basis, which if approved, will result in an Area Manager post covering each key area.

It was confirmed to Members that the post will be funded through a restructure of the management team; and that a further report will be brought back to Members, detailing some of the changes that are proposed on top of the arrangements currently in place.

Members expressed their support of the recommendations, particularly given the Authority’s National role and in terms of resilience, as it was felt that the structure had been extremely lean in the past, and was still very lean when compared to other FRS’s.

It was also requested that Members be provided with an up to date version of the Organisational Chart.

Members Resolved that: 

a)    the establishment of the 4^th Area Manager position (AM Protection), currently established on a temporary basis, into a permanent role as part of the Authorised 642 FTE Grey Book Establishment, be approved.

b)    the intention to review contractual arrangements for Area Managers to improve efficiency and effectiveness across the Authority, be noted.

c)    the Area Managers will cover the 4 statutory areas – Prevention, Protection, Response and Preparedness.

To consider Report CFO/063/20 of the Chief Fire Officer, concerning a proposal to procure a “Total Reward” Reward and Recognition Programme that is expected to provide benefits to the authority in relation to staff engagement, embedding organisational values, supporting staff and recognising desired behaviours and good practice.

Appendix A to this report, contains EXEMPT information by virtue of Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972

At the start of this item, the Chair of the meeting highlighted to Members that Appendix A to this report, contained EXEMPT information. Therefore, should any discussion be required around the content of that Appendix, Members were asked to inform the Chair and the question would need to be considered in closed session.

Members considered Report CFO/063/20 of the Chief Fire Officer, concerning a proposal to procure a “Total Reward” Reward and Recognition Programme that is expected to provide benefits to the authority in relation to staff engagement, embedding organisational values, supporting staff and recognising desired behaviours and good practice.

Members were informed that the proposed Reward and Recognition Programme would bring some significant, tangible benefits from an organisational point of view, in addition to rewarding individuals.

Members were advised that should the recommendations be approved, Officers will assess the expected benefits of the programme; and the outcomes will be reported back to Members via the Scrutiny Committee, prior to any extension to the programme.

It was highlighted to Members that the approach proposed, is somewhat different to that taken by other FRS’s, who have provided staff with additional days leave, in recognition of their contribution during the pandemic, which is very costly, and here in Merseyside, would likely cause additional issues. However, Members were informed that we would still want to recognise the significant contribution that our staff have made; and as such, there is an aspect of the Reward and Recognition Programme that is beneficial to staff.

Members were informed that staff would receive benefits such as discounts, in addition to employee assistance being embedded in the programme.

They were informed that it also enables the Authority and Officers to create pulse surveys, so that rather than undertaking a Staff Survey every 2 years, during which time, a lot can change, surveys can be conducted at any time, providing almost instantaneous responses. This will enable the Authority to gain feedback from staff around circumstances affecting them, or their responses to plans, ideas and policies, which can then be utilised to inform the Authority’s strategies and activities in the long term.

Members were also advised that the programme can be used as a communication tool, to allow for instant messages to be issued to staff.

It was highlighted to Members that the programme is affordable, on the basis of the cost being offset against other work in the long-term around employee assistance and staff surveys. As such, it was likely that a sustainable model could be devised in the first instance, rather than it simply being a one-year provision.

However, it was re-iterated to Members that the programme would be subject to scrutiny and review, prior to any extension being agreed.

Members were advised that the proposals will provide a real positive reflection of the contribution staff have made during the pandemic, whilst also providing a number of additional organisational benefits.

Discussion took place around the proposed programme, with some Members commenting that they would have preferred the option  ...  view the full minutes text for item 10.

To consider report CFO/067/20 of the Chief Fire Officer, concerning the provision of equipment for National Resilience Mass Decontamination Capability.

This report contains EXEMPT information by virtue of Paragraphs 3 and 7 of Part 1 of Schedule 12A of the Local Government Act 1972.

This Minute contains EXEMPT information, by virtue of Paragraphs 3 and 7 of Part 1 of Schedule 12A of the Local Government Act 1972.