Meeting Details

Apologies for absence were received from Councillors J Beavis, M Garnett and A Hedley (Chairman).

Councillor A Holland (Vice-Chairman) in the Chair.

The Authority received the report on activities undertaken by the Chairman of the Authority.

Resolved:

That having reached the view that, in each case, the public interest in maintaining the exemption (and discussing the matter in private) outweighed the public interest in disclosing the information, the public (including the press) be excluded from the meeting during consideration of the following items of business on the grounds that it involved the likely disclosure of exempt information as specified in Part I of Schedule 12A of the Local Government Act 1972. Information relating to any consultations or negotiations, in connection with any labour relations matters arising between the authority or a Minister of the Crown and employees of, or office-holders under the authority or information relating to the financial or business affairs of any particular person (including the authority holding that information).

The Authority received the report of the Clerk and Monitoring Officer regarding a change in Southend Borough Council's representation on the Authority in the light of a change to that Council's political balance following a recent by-election and Group membership changes.

Resolved:

That Members of the Essex Fire Authority:

1. Noted the decision by Southend Borough Council to appoint Councillor Ron Woodley, Independent, to membership of Essex Fire Authority in place of Councillor Julian Ware-Lane, Labour.
2. Noted that Councillor Ron Woodley has joined the Non-aligned Group.
3. Noted the updated political make-up of the Authority.
4. Noted the impact of the change on the membership of committee, including the withdrawal of a place on the Audit, Governance and Review Committee currently allocated to the Labour Group (held by Councillor Julian Ware-Lane), and the allocation to Councillor Woodley of a place on the Audit, Governance and Review Committee.
5. Noted that there were no further associated changes to committee memberships at the meeting.
6. Noted that Councillor Martin Terry (Independent) has replaced Councillor David Norman MBE (Labour) as a named substitute.

The Authority received the report of the Director of Transformation (EFA/077/17) and a presentation from Lucy Clayton, Performance Analyst, providing them with an overview of the Service’s performance over the financial year 2016-2017.

Members noted the performance and commentary against the targets established for the Service for 2016-17. The outcome headlines highlighted that there had been a 13% increase in attendance at incidents. All three incident classifications of Fire, Special Services and False Alarms, had seen an increase in the period 2016/17 over the previous reporting year. The presentation outlined the performance against targets in the areas of prevention, protection, response, people and leadership and public value and collaboration.

During consideration of the report the following points were raised:

• Members requested more detailed information on a number of targets, including charts which were in the presentation but not included in the report on the total number of fires, and road traffic collisions. Statistics on student fires in the Colchester area and more detailed information on the 24% of employees who had not had an appraisal were also requested, along with the percentage of failed fire alarms installed and inspected by the Fire Service. It was agreed that a revised report would be considered by the Audit, Governance and Review Committee which would also be setting performance targets for 2017-18. The more detailed report and performance targets for 2017-2018 would be considered by the Authority at its next meeting.
• Councillor Henderson raised a number of specific issues with regard to the figures stated for the number of leavers and joiners relating to on-call recruitment and the difficulties with being unable to recruit on-call fire-fighters in the Dovercourt area particularly as this station would be moving to on-call under the 2020 programme, option 2. For the benefit of new Members of the Authority the Acting Chief Fire Officer outlined the background to the options considered by the Authority regarding proposals for changes to the number and crewing of fire engines across Essex, Southend and Thurrock and the decision by the Authority at its meeting on 8 June 2016 to agree to proceed with option 2. The different response to on-call recruitment in particular areas such as Dovercourt was acknowledged and the Authority was advised that the approach to recruitment would be amended in these areas to recruit suitable staff. It was also acknowledged that the availability of on-call fire-fighters could not be guaranteed but cover could be provided from other stations in the area. An assurance was given that if there were concerns with recruitment or availability in a particular area it would be brought to the Authority for consideration. The Finance Director and Treasurer undertook to meet with Cllr Henderson outside of the meeting to review the figures for the number of leavers and joiners relating to on-call recruitment.
• Members raised further concerns with regard to appliance availability, particularly relating to stations which were moving to on-call under the 2020 programme and where there had been issues with the recruitment and retention of on-call fire-fighters. There were also concerns raised regarding the future direction of the service with regard to any outcomes that may come out of the Grenfell Tower Fire inquiry. The Acting Chief Fire Officer provided reassurance regarding the response by the Service to the Grenfell Tower Fire, with regard to contacting Chief Executives of Local Authorities and Housing Authorities, the technical safety team visiting high rise buildings and a press release to address concerns. There was still a commitment to ensuring there was a working smoke alarm in every household and the Service was ready to respond to any safety concerns raised by authorities regarding building materials and having an appropriate integrated risk management plan in place. The Service would respond to any outcomes from the Public Inquiry into the Grenfell Tower Fire as appropriate.
• In response to concerns raised regarding the ratio of male to female fire-fighters, it was noted that this was a national challenge. The policies, procedures and equipment had been tested to ensure that it was inclusive. A Diversity Lead had also recently been recruited.

Following advice from the Clerk and Monitoring Officer the Authority noted that any motion with regard to re-considering the options for changes to the number and crewing of fire engines across Essex, Southend and Thurrock would need to be submitted on notice in writing prior to a future meeting of the Authority in order to be considered, as stated in the Constitution which was approved by the Authority in April 2017.

Resolved that:

1. Members noted the performance and commentary against the targets established for the Service for 2016-2017
2. Members agreed that a revised report with more detailed information would be considered by the Audit, Governance and Review Committee and would then be considered by the Authority at its next meeting on 6 September 2017
3. Members agreed that the Audit, Governance and Review Committee set performance targets for 2017-2018 which would be reported to the Authority at its meeting on 6 September 2017.

The Authority received a presentation from People Insight on the results of the annual Make Some Noise Employee Engagement Survey carried out in March 2017, the third such survey to be conducted.

It was reported that 582 employees completed the survey which equated to 42% of the workforce, a one point increase on 2016. The overall engagement score was 68%, calculated based on the results of questions relating to pride, endeavour, advocacy and care. This was a five point increase on the result in 2016.

The Authority received information on the survey results, which had been analysed by People Insight (the independent survey provider). The presentation outlined the top 10 results, the questions with the most positive responses, the greatest improvements since 2016 and the greatest declines since 2016.

Members noted that there was a variation in results based on length of service, with those responders who had been at Essex County Fire and Rescue Service over 10 years having a lower overall engagement score and fewer of them feeling that follow up action would be taken following the survey results. Members were provided with the analysis regarding focussing improvement on the key drivers of engagement. Some of the comments made regarding the best things about working for the service were highlighted, along with some comments on the one thing responders would change about the service.

The potential action areas were highlighted which included celebrating and maintaining the improvement in engagement, prioritising the pace of change and management effectiveness and leadership and investigating why people believe that action has not been taken since the last survey.

Members considered that there was still work to do regarding improving the number of responders to the survey, on engagement and relating to diversity and inclusion.

Resolved that:

The Authority noted the presentation and outcomes from the survey.

The Authority received the report of the Acting Chief Fire Officer (EFA/080/17) and appendix, an update from the Chairman of the Expert Advisory Panel, Steve McGuirk.

The Acting Chief Fire Officer provided the background on the work to improve the culture within Essex County Fire and Rescue Service. The report updated Members on progress with delivery of the work programme required to improve the culture.

During consideration of the report the following points were raised:

• It was confirmed that a discussion had taken place between the Fire Service and Police Service regarding whether it was appropriate for a Police Community Support Officer to also be a retained fire-fighter if they were suitably qualified. The potential for this was being considered.
• It was acknowledged that achieving a diverse workforce through recruitment had been a challenge, particularly due to the fact that there had been no wholetime firefighter recruitment since 2009. However work was being done to address this.
• In response to a question regarding the audio webcasting of the Authority's meeting rather than video webcasting, it was confirmed that this decision had been taken under delegated authority and was due to the availability and cost of video webcasting. Councillor Aspinell expressed his concern regarding the change to audio webcasting of the Authority's meetings rather than video webcasting.

It was agreed that more detailed information on actions 9 and 10 from the report relating to the Clinical Commissioning Groups using rural On-Call Fire Stations as a health drop-in centre and four Fire Stations in the South East of the County to be used by Voluntary Aid Services for elderly/vulnerable care sessions, would be circulated to Members.

Resolved:

That Members of the Essex Fire Authority noted the contents of this report and the progress report provided by the Chairman of the Expert Advisory Panel attached as Appendix A to the report.

The Authority received the report of the Acting Chief Fire Officer (EFA/081/17). The report considered the progress of the programme over the past 6 months from December 2016.

A table within the report provided an update against each of the activities and showed which were now complete. In response to a question regarding the Control project, it was confirmed that this was up and running and a project closure report was being drafted. The staff had done an excellent job of helping to introduce the system and as challenges had arisen issues had been diagnosed.

Resolved:

That the Authority noted the report.

The Authority received the report (EFA/082/17) of the Office of the Police and Crime Commissioner presented by the Acting Chief Fire Officer.

The report updated the Authority on progress made in relation to the local business case for joint governance of Police and Fire & Rescue Services in Essex. Following the 12 week public consultation the highlights of the results of the consultation were set out in the paper. The joint governance option had received formal support from Thurrock Council, Southend-on-Sea Borough Council and Essex County Council and the public had been generally supportive of this option. However the response from Unison and Harwich Town Council had not been supportive of this option. No major modifications had been required to the business case following the public consultation and so consequently it had been updated and submitted to the Home Office on 19 May 2017.

A useful question and answer session had been held with the government and sign off by the Minister and then Secretary of State was anticipated. The report set out the transition activities which had been taking place. It was not anticipated that the General Election had affected the timetable which was being worked to.

During Members' consideration of this report the following points were raised:

• The transition plans in place were believed to be on track for a planned 1st October 2017 change in governance if approved by the Home Secretary. The PCC was open to further engagement with Members regarding the future scrutiny arrangements following any change to a joint governance model.
• Members considered that it was important that the PCC be invited to the next meeting of the Audit, Governance and Review Committee to consider the transition plans.
• It was suggested that consideration be given to communication regarding the next PCC elections to increase participation.

Resolved:

That the Essex Fire Authority Members:

• Noted the results of the Police and Crime Commissioner's public consultation in relation to joint governance of Police and Fire & Rescue Services in Essex;
• Noted the final version of Local Business Case for Joint Governance of Police and fire & Rescue in Essex which was submitted to the Home Office on the 19 May 2017;
• Noted the proposed transition activities which will need to be undertaken prior to the 1 October 2017;
• Extended a formal invitation to the Police and Crime Commissioner to attend the next meeting of the Audit, Governance and Review Committee.

The Authority received the report (EFA/083/17) from the Committee Secretary regarding which items should be included in the report to be prepared for circulation to the Constituent Authorities.

Resolved:

That the following items comprise the report to the Constituent Authorities:

1. Changes in Membership of Essex Fire Authority
2. Annual Performance Report
3. Staff Survey Outputs

Members noted that the next meeting of the Authority would take place on Wednesday 6 September 2017 at 10.00am.

Members also noted that there was a proposal to bring forward the start time of the next Policy and Strategy Committee meeting to 9.30am on Wednesday 26 July 2017 due to a clash with another meeting at Essex Council Council.