Prior to the start of the meeting, information regarding general housekeeping was provided by the Chair to all in attendance.

The Chair confirmed to all present that the proceedings of the meeting would be filmed and requested that any members of the public present who objected to being filmed, make themselves known.

No members of the public voiced any objection therefore the meeting was declared open and recording commenced.

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, due to the possible disclosure of exempt information:

·         Agenda Item 3 – Part 2 – EXEMPT Minutes of the Previous Meeting

These Minutes contain EXEMPT information, by virtue of Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972.

The minutes of the previous meeting held on 17^th October 2019 are submitted as a correct record and for signature by the Chair. 

The Minutes of the previous meeting, held on 17^th October 2019, were approved as a correct record; and signed accordingly by the Chair.

With regards to the Minutes of the previous meeting, Members requested a brief update regarding the launch of Staff Networks.

Members were informed that three networks are now up and running; and that they have been well received and attended and are progressing well.

Members were also informed that MFRA will be hosting an Equality, Diversity and Inclusion Conference in December 2020, in conjunction with the Asian Fire & Rescue Service Network. They were advised that a number of high profile speakers are currently being sourced; and Members will be kept updated regarding this event.

Members suggested that ED&I could be the topic of a future “Learning Lunch” for Members, with the Chairs of the Staff Networks being invited to attend and present to Members.

The Part 2 EXEMPT Minutes of the Previous Meeting, held on 17^th October 2019, are submitted for approval as a correct record; and for signature by the Chair.

The Part 2 EXEMPT Minutes of the last meeting, held on 17^th October 2019, were approved as a correct record; and signed accordingly by the Chair.

The minutes of the Urgency Committee held on 26^th September 2019 are submitted as a correct record and for signature by the Chair. 

The Minutes of the meeting of the Urgency Committee, held on 26^th September 2019, were approved as a correct record; and signed accordingly by the Chair.

The minutes of the previous meeting held on 4^th February 2020 are submitted as a correct record and for signature by the Chair. 

The Minutes of the meeting of the Urgency Committee, held on 4^th February 2020, were approved as a correct record; and signed accordingly by the Chair.

To consider Report CFO/002/20 of the Chief Fire Officer, concerning how the Authority, plans to align its physical assets with its corporate plan and strategic objectives over the next 5 years (2020/21 – 2024/25).                  

The Asset Management Plans take account of the financial challenge faced by the Authority and consequently the changes that are likely to be required to in order to continue to meet requirements and expectations of both internal and external service users.

Members considered Report CFO/002/20 of the Chief Fire Officer, concerning how the Authority plans to align its physical assets with its corporate plan and strategic objectives, over the next 5 years (2020/21 – 2024/25).

The Asset Management Plans take account of the financial challenge faced by the Authority; and consequently, the changes that are likely to be required, in order to continue to meet requirements and expectations of both internal and external service users.

Members were provided with an overview of the report, which highlighted that the Asset Management Plans cover 3 areas – Property, ICT, and Transport; and are integral to the budget setting process.

With regards to the Property Asset Management Plan, the property aims and objectives were highlighted to Members, which include providing:

·         Excellent facilities to meet operational response requirements

·         Excellent facilities to support prevention and protection working the community

·         Excellent facilities which are resilient and adaptable

·         Buildings which are fit for purpose and provide a healthy environment for all our employees and stakeholders

·         Value for money property solutions, maximising space utilisation by exploring opportunities for collaboration with partners and other similar authorities

·         Sustainable, environmental and energy considerate sites

·         Safe sites, maintained in good condition, and compliant with current legislation

·         Sites which are accessible to all and compliant with the Equalities Act 2010

·         BREEAM standard of “very good” for all new builds.

In relation to the ICT Asset Management Plan, Members were advised that it can be split into six key delivery areas, as follows:

·         The ICT infrastructure

·         Commodity applications which run on the ICT infrastructure

·         Fire Control applications which run on the ICT infrastructure

·         Financial applications which run on the ICT infrastructure

·         Corporate applications which run on the ICT infrastructure

·         The ICT Service Desk

With regards to the Transport Asset Management, the following 6 key objectives were highlighted to Members:

·         To support MFRS aims and objectives

·         To ensure the most efficient support and use of transport resources

·         To maintain the appropriate levels of operational capability

·         To reduce costs and offer value for money

·         To maintain a level of flexibility to adjust to the changing demands of MFRS

·         To facilitate the long term planning of transport assets

·         To make provision for a long term sustainable environmentally friendly solution for the MFRA fleet.

With regards to transport, Members commented around the use of fully electric vehicles and potential use of the increased number of on street charging points.

Members were advised that this will be progressed, although the challenge at the moment, is around the broader infrastructure to support those developments. However Members were assured that considerations around electric vehicles, remain a high priority when refreshing our fleet.

Further questions were raised by Members with regards to the Property Asset Management Plan, specifically around two properties identified within the plan, which are both over 100 years old, with Members asking about the purpose of those buildings; and whether officers are content with the condition of them. 

Members were advised that with regards to the Cable Street Garage site,  ...  view the full minutes text for item 6.

To consider report CFO/008/20 of the Director of Finance, concerning information in order to allow Members to set a medium term capital and revenue financial plan that allocates resources in line with the Authority’s strategic aims and ensures that the Authority delivers an efficient and effective, value for money service aligned to its budget principles. This will enable the Authority to determine a budget for 2020/2021 whilst setting a precept level which is in line with statutory requirements.

Members considered Report CFO/008/20 of the Director of Finance, concerning information in order to allow Members to set a medium term capital and revenue financial plan that allocates resources in line with the Authority’s strategic aims and ensures that the Authority delivers an efficient and effective, value for money service, aligned to its budget principles. This will enable the Authority to determine a budget for 2020/2021 whilst setting a precept level which is in line with statutory requirements.

Members were advised that the budget and financial plan report, provides all the necessary financial information, for Members to approve a financial strategy that sets a balanced 2020/21 revenue budget, based on a 1.98% precept increase.

It was highlighted to members that Section C of the report, considers the proposed 5 year capital programme and associated prudential borrowing requirement. They were informed that the total capital programme provides for investment of £33.4m, of which £23.6m is being funded by prudential borrowing.

Members were advised that most of the planned spend is included within the existing 5 year capital programme, however new schemes totalling £4.9m, have now been built into the proposed 2020/21 – 2024/25 capital programme, but £3.7m of this increase, relates to the addition of the new fifth year – 2024/25. Members were also advised that a summary of the areas of planned capital spend, is included within the report at Paragraph 54.

Members were informed that Section D of the report, considers how the Minimum Revenue Provision, which is the sum that will be set aside each year to repay debt associated with capital expenditure funded through borrowing, will be calculated. They were advised that the recommendation is to adopt a similar strategy to the current MRP determination; and use the asset life method for all unsupported borrowing.

It was highlighted to Members that the Authority is required to consider the impact of the proposed capital investment over a number of prudential indicators, which are detailed within Section E of the report. They were also advised that a key indicator, is that debt is only incurred to meet capital expenditure; and therefore net borrowing does not, except in the short term, exceed the total Capital Financing Requirement. It was confirmed that the current and planned borrowing, meets this requirement.

Members were advised that the Authority is required to prepare a Treasury Management Strategy, which is set out at Section F of the report. They were advised that the proposed investment strategy, is consistent with the current strategy; and recommends continuing with the institutional limits and minimum credit ratings, as detailed within the report.

Members were advised that the proposed Authorised Limit for gross borrowing of £46m, will ensure that the total gross debt does not exceed the Capital Financing Requirement: and that borrowing in only incurred to cover capital investment.

It was confirmed to Members that all costs associated with the proposed five year capital programme and prudential borrowing, have been built into the proposed medium term financial plan; and  ...  view the full minutes text for item 7.