A meeting of The Highland and Islands Fire Board will take place in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Tuesday 22 April 2008 at 10.30 a.m. Please note the early start time.
You are invited to attend the meeting and a note of the business to be considered is attached.
Yours faithfully,
R Moir
Assistant Clerk
Declarations of Interest – Members are asked to consider whether they have an interest to declare in relation to any item on the agenda for this meeting. Any Member making a declaration of interest should indicate whether it is a financial or non-financial interest and include some information on the nature of the interest. Advice may be sought from Officers prior to the meeting taking place.
Business
1. Apologies for Absence
2. Appointment of Clerk and Monitoring Officer
Following the retirement of the previous Clerk, Ms Roslyn Pieroni, the Board is invited to appoint Ms Michelle Morris, Assistant Chief Executive, the Highland Council, as Clerk and Monitoring Officer to the Board with immediate effect.
3. Board Membership Update
The Board is asked to note formally the following changes in Highland Council appointments to the Board:
• Mr B Barclay has stepped down as a Substantive Member of the Board (25 October 2007)
• Mr A Graham, formerly a Substitute Member of the Board, has been appointed as a Substantive Member (25 October 2007)
• Mr H Wood has been appointed as a Substitute Member of the Board (13 December 2007).
4. Minutes of Meeting of 18 January 2008
There are submitted for confirmation as a correct record the Minutes of Meeting of 18 January 2008.
5. Integrated Risk Management Plan Working Group – 13 March 2008
There are circulated for confirmation Minutes of Meeting of the Integrated Risk Management Plan (IRMP) Working Group held on 13 March 2008. Members are asked to agree the following recommendations made by the Working Group:
i. item 2 (Automatic Fire Alarm response policy) - that the Board agree:
• the implementation of a pilot project using the proposed response as set out in the report, for an initial period of six months, as part of the Boards IRPM
• that the Area Manager for Community Risk Management monitor and review the effectiveness of the pilot and report with further recommendations to the Working Group;
ii. item 3 – that the Board approve the appointment of four additional Community Safety Advocates on a temporary basis, to be funded through the existing Community Fire Safety budget; and
iii. Item 4 – that the Board agree:
• the proposed methodology for the Sustainability Review of all stations/CRUs (Stages 1 and 2 as set out in the report refer)
• that a further Sustainability Report be produced for the Board’s consideration after March 2009
• given that, following investigation and prior to March 2009, it could prove necessary for the Service to take immediate action to change the role of a limited number of individual stations/CRUs, that any such changes made by the Service be reported in the first instance to the Convener and the Members of the IRMP Working Group, and thereafter to the Board
• to assist in progressing managed solutions to sustainability issues, communicating with communities where appropriate.
6. Estate Condition Working Group – 13 March 2008
There are circulated for confirmation Minutes of Meeting of the Estate Condition Working Group held on 13 March 2008. The Board is asked to agree the Working Group’s recommendation that arrangements be made for Members of the Working Group to visit facilities in two other Scottish Fire and Rescue Service areas.
7. Revenue Expenditure 2007/08 – Monitoring Statement
There is circulated for noting Report No. Fire07-08 dated 11 April 2008 by the Chief Fire Officer setting out the current position of the Revenue Monitoring Statement for the period to 29 February 2008, together with a statement by the Treasurer.
8. Capital Expenditure Monitoring Report 2007/08
There is circulated for noting Report No. Fire08-08 dated 11 April 2008 by the Chief Fire Officer showing the expenditure and income relating to the Board’s capital programme for the period to 29 February 2008, together with statement by the Treasurer.
9. Capital Budget for 2008/09 and Outline Capital Plan for 2009 to 2011
There is circulated Report No. Fire09-08 dated 11 April 2008 by the Chief Fire Officer setting out the sources of capital funding available to the Board for 2008/09, and also the proposals and recommendations for allocating the Board’s capital programme for 2008/09, taking account of the Service’s strategic aims, in particular the commitment to improve building stock and vehicle fleet. The outline capital plan for 2009/10–2010/11 is appended to the report.
The Board is asked to:
i. agree to adopt a policy to utilise any credit from the Interest earned on Revenue Balances (IORB) in the revenue account by creating a Capital From Current Revenue (CFCR) budget, to help meet its capital challenge;
ii. approve the proposed capital programme for 2008/09 as outlined in Appendix 4 to the report, which reflects the inclusion of CFCR; and
iii. approve the outline capital plan for 2009/10 and 2010/11.
10. Increase in Special Service Charges
There is circulated Report No. Fire10-08 dated 11 April 2008 by the Chief Fire Officer advising that, in accordance with usual practice, Special Service Charges have been increased in line with inflation with effect from 1 April 2008.
The Board is asked to approve the changes to Special Service Charges.
11. Job Evaluation Scheme
There is circulated Report No. Fire11-08 dated 28 February 2008 by the Chief Fire Officer advising that the Highland and Islands Fire and Rescue Service (HIFRS) is legally obliged to provide a Job Evaluation Scheme to its employees under the 1999 Scottish Joint Council Single Status agreement. The report outlines recommendations from the HIFRS, endorsed by the Personnel Adviser to the Board, for meeting these requirements.
The report concludes that the COSLA Job Evaluation Scheme was found to offer the most suitable overall solution. In order to aid communication for such a vital process, the Board is asked to agree:
i. that HIFRS invite the Advisory, Conciliation and Arbitration Service (ACAS) to facilitate agreement with the Unions on terms of reference, to ensure a positive start to the process; and
ii. the proposals for Single Status Job Evaluation, with its anticipated costs as set out in Appendix 2 to the report, and anticipated timescales as indicated in Appendix 3.
12. Discipline Procedures
There is circulated Report No. Fire12-08 dated 14 April 2008 by the Chief Fire Officer requesting that the Board adopt a new Disciplinary Procedure which would apply to uniformed and non-uniformed staff. The procedure is based on the Advisory, Consultation and Arbitration Services’ (ACAS) Best Practice Guidance and the Scheme of Conditions of Service.
The Board is asked to agree to adopt the policy as presented.
13. Joint Consultative Group
There is circulated Report No. Fire13-08 dated 9 April 2008 by the Assistant Clerk recommending a revised role and remit for the Board’s Joint Consultative Group (JCG), following consultation between Service Management and the Staff representatives, and taking into account the current provisions of the Fire Service Scheme of Conditions and Service (the “Grey Book”) in relation to staff consultation and negotiations procedures. The report also recommends the appointment of four alternate Members of the JCG, to assist in ensuring that Group meetings can be quorate.
The Board is invited to:
i. agree the revised JCG remit, its role in the Service/Staff agreed consultation and negotiation procedures (Appendix 1) and the procedural Protocol (Appendix 2); and
ii. appoint four alternate Members, who may substitute for an elected JCG Member, as required.
14. Pensions – Discretionary Policies Review Abatement and Suspension of Contributions
There is circulated Report No. Fire 14-08 dated 8 April 2008 by the Treasurer reviewing the Board’s discretionary policies under the Local Government Pension Scheme following changes in HM Revenue and Customs (HMRC) legislation.
The Board is asked to:
i. agree that the suspension of contributions is removed with effect from 1 October 2006;
ii. note the removal of the policy on the abatement of pensions upon re-employment;
iii. agree to review all policies in 2008 as part of the five year review incorporating these changes; and
iv. agree that, in line with the main scheme policy, there be an “opt out” provision allowing reconsideration of any specific discretion if the special circumstances of an individual case merit it.
15. Scheme of Approved Duties
There is circulated for approval Report No. Fire15-08 dated 4 April 2008 by the Assistant Clerk recommending a Scheme of Approved Duties tailored to the circumstances of Board membership.
16. Gender Equality Scheme
At its meeting held on 18 January 2008, the Board noted a report by the Clerk on progress on the Board’s Equality Schemes and approved an updated Disability Equality Scheme Action Plan.
Members are advised that the Board is required to publish its annual report on its Gender Equality Scheme by 30 June 2008. As the Board does not meet again until 29 August 2008, Members are asked to delegate powers to the Clerk to prepare and publish a report by that date, in consultation with the Convener, Vice Convener and the Board’s Equality and Diversity Champions, Mr J H Ford and Mrs H Carmichael.
17. Capital Programme Monitoring Report
There is circulated for noting Report No. Fire16-08 dated 11 April 2008 by the Director of Housing and Property of the Highland Council summarising the status of all current key projects carried out for the Board.
18. Site Acquisitions Progress Report
There is circulated for noting Report No. Fire17-08 dated 11 April 2008 by the Director of Housing and Property of the Highland Council summarising the status of the acquisition of sites for future development.
19. Planned and Capitalised Maintenance – Monitoring Report
There is circulated Report No. Fire18-08 by the Director of Housing and Property of the Highland Council inviting Members to note the Planned Maintenance Programme and progress being made.
20. Disposal of Surplus Property – Land at Dunvegan
In consultation with the Convener and Vice Convener, the Chief Fire Officer has declared an area of land adjacent to the new Fire Station, Dunvegan, as surplus to requirements and arrangements can now be made for its disposal. The land had been acquired for the purpose of a training area but is no longer required.
The Board is invited to approve the disposal of this property.
21. Operational Update
The Chief Fire Officer will provide an update on recent operational activities.
22. Execution of Deeds
Members are asked to note the following deed executed on behalf of the Board:
• Lease between Gerald MacPherson Henderson and Highland and Islands Fire Board in respect of 2 offices, kitchen and toilet at 3 Harbour Quay, Wick.
23. Exclusion of the Public
The Board is asked to resolve that, under Section 50A(4) of the Local Government (Scotland) Act 1973, the public be excluded from the meeting for the following item on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 7A of the Act.
24. Principal Officers’ Pay
There is circulated to Members only Report No. Fire19/08 dated 9 April 2008 by the Assistant Clerk relating to the annual review of Principal Officers’ pay.