PRESENOLDEB/ATTENDANCE Presennol yn y Cyfarfod/Present at Meeting:
CADEIRYDD/CHAIRMAN:	T E Evans
IS-GADEIRYDD/VICE CHAIRMAN:
AELODAU/MEMBERS:	Cyng/Cllrs: G G Clement C J Crowley, D R James, Mrs F M Jones, P G Lloyd, P B Davies

Cynnwys/Contents

1 PERSONAL MATTERS

2 DECLARATION OF PECUNIARY AND NON PECUNIARY INTEREST

3 REPORT OF THE CHIEF FIRE OFFICER

BEST VALUE TOOLKIT

BEST VALUE REVIEW PROGRAMME

BEST VALUE PERFORMANCE INDICATOR TARGETS

4 FIRES PARTNERSHIP - RENEWAL OF CONTRACT

MINUTES OF THE BEST VALUE STANDING GROUP

PERFORMANCE SUMMARY

MANAGEMENT UPDATE

BEST VALUE REVIEW OF OPERATIONS - UPDATE

1 PERSONAL MATTERS

The Chairman made reference to ADO Mark James who had sustained injuries as a result of a motoring accident whilst on his way to attend an incident and members joined in wishing him a full and speedy recovery.
The Chairman also reported that it was ADO Wyn Edwards last meeting before he took up his new appointment as Deputy County Commander at Carmarthenshire County Command. Members expressed their thanks to ADO Edwards for his valuable contribution over the past few years and wished him success in his new post.

2 DECLARATION OF PECUNIARY AND NON PECUNIARY INTEREST

None were recorded

3 REPORT OF THE CHIEF FIRE OFFICER

A MATTERS FOR DECISION

1. BEST VALUE TOOLKIT

Committee received the third and virtually completed final draft of the Authority's revised Best Value Review Toolkit document which comprehensively detailed the steps that would have to be taken in order to deliver an effective and challenging Best Value Review. The document had received informal approval from the Audit Manager, and had been approved by the Best Value Standing Group, and Officers who had previously been involved in Best Value Reviews. Members noted that the section on Member Involvement had yet to be completed, as this would entail further work, involving consultation with Members, District Audit in Wales and local authorities.

RESOLUTION

It was RESOLVED that:

The Best Value Review Toolkit be approved and commended subject to further amendments to the section on Member involvement in Best Value Reviews.

2. BEST VALUE REVIEW PROGRAMME

It was reported that the proposed Best Value Review Programme for 2003/04 entailed a Review of Professional & Administrative Support and Finance. Members were aware that this area had clearly been affected, to a significant extent, by the recent changes in the Brigade's Financial Services Department. Members of the Fire Authority's Personnel Committee had asked that a speedy review be undertaken of the current staffing structures, principally in the Finance Unit, but also the wider relationship between support departments.

Additionally, Members also recognised that all support services would be affected to a greater or lesser degree by the changes to the Brigade's Management Structures, and the reviews of support services had also to take account of those changes.

In light of those developments, much work had already been undertaken to review and restructure the support service functions of Personnel, Finance and general administrative services. This had not however, followed in all respects the requirements of a formal "Best Value" review, although the principles of the BV legislation had been applied.

Detailed work on the final components of the review of the Finance and Personnel functions was now nearing completion which would result in significant changes to the current staffing structures, and to the methods of service delivery and work routines within both departments.

Particular emphasis had been placed on challenging current systems,

procedures and inputs, and also any collaborative opportunities that could be utilised. This would be required not least to optimise the arrangements for supporting the new county command structures and Members were reminded of the limitations imposed upon the Brigade in this regard by the Fire Authority in removing from next year's budget allocation the required increase to fully support the new management structure.

It was considered imprudent, in the period immediately following what would be major changes to current service delivery patterns and methodologies, to conduct a further Best Value Review of Personnel and Finance although recognising that the Best Value principles had already been applied in drawing up the new management arrangements. In order to secure as much stability as possible within these support service units it was not considered appropriate that a further review be undertaken until the many revisions currently proposed had an opportunity to become established.

The efficiency of the new support service structures would be monitored however and reviewed on a continuous basis during the next two years, following which a decision could then be taken, on the basis of known and measured performance, as to whether a further Best Value review was required.

RESOLUTION

It was RESOLVED that:

The proposals for reviewing the remaining support services be approved.

3. BEST VALUE PERFORMANCE INDICATOR TARGETS

Consideration was given to the Best Value Performance Indicator Targets which had been set by officers for 2003/04.
BV8, relating to the percentage of invoices for commercial goods and services that were paid by the authority with 30 days, was highlighted from which it was noted that the suggested Government target for 2003/2004 had been set at 100%. Due to the geographical area that the Brigade covered however this target had been deemed unrealistic and a target of 88% had been set by the Brigade. I t was further noted that the Brigade's level of service was on par with the family group average.
With reference to BV's 15 a and 15 b, which related to the percentage of employees retiring on grounds of ill health as a percentage of the total workforce (both within the Firefighters pension scheme and the Local Government pension scheme), it was considered that the target of 0% was over ambitious and that it should be increased to 1% which still brought the figures within the top quartile.
It was noted that the expenditure per head of population remained high with the projected figure for 2002/03 standing at £39.29. Members expressed an interest in ascertaining if the Brigade's family group had increased at the same rate as that of Mid and West Wales and it was suggested that these figures be made available for the next meeting.

RESOLUTION

It was RESOLVED that:

1. Approval be given to the targets set for the Best Value Performance Indicators
   
   
2. That a report be presented to the next meting on the relative increases in expenditure of Authorities within the family group

4. FIRES PARTNERSHIP - RENEWAL OF CONTRACT

Members noted, from the briefing on the FIRES Partnership given at the meeting of the Best Value Standing Group on 27 February, that the Brigade's contract with Opinion Research Services in Swansea had ended on 31 March 2003. Having taken advice from First Procurement and the Procurement Officer for Derbyshire (who were also due to renew their contract in March), it appeared that by signing the contract as it stood, the Brigade could be breaking EU regulations. It was understand that, as the value of all 49 contracts in place between Fire Brigades and ORS was over the EU threshold, the Brigade could be open to challenge for not opening the arrangement for European Tender.
A way forward, suggested by First Procurement and Derbyshire, was for a framework agreement to be set up from which Brigades could enter into individual contracts with a provider as their current contracts terminated. As members of the Steering Group, the Brigade would be well placed to influence any work that was undertaken in this regard.

A Steering Group meeting had been held on 3 and 4 April at which a decision as to how the Partnership managed the transition from the current arrangement would be made and negotiations were in hand with ORS to extend the current contract for a short period to cover the transition. Committee considered it essential that the good working arrangements currently enjoyed by all Brigades under the current partnership were maintained, but that the exercise would provide an opportunity to make improvements.

RESOLUTION

It was RESOLVED that:

The move towards a framework agreement arrangement for consultation be approved and the Brigade to continue to participate in the Steering Group.

B MATTERS FOR INFORMATION

1. MINUTES OF THE BEST VALUE STANDING GROUP

Consideration was given to the minutes of the meeting of the Best Value Standing group meeting held on 27 th February 2003 from which it was noted that discussions about the Volunteer Station at Borth were no further advanced due to Clerk to the Community Council having resigned.
Members who had been involved in the original consultation at Borth found this disappointing given the initial enthusiasm shown by Borth at their earlier discussions and suggested a further meeting be arranged.

RESOLUTION

It was RESOLVED that

A further consultation meeting be arranged as soon as possible with Borth Community Council and Members.

2. PERFORMANCE SUMMARY

Members recalled their decision at the Fire Authority Meeting on 20th March, to approve the Annual Performance Summary, subject to minor drafting amendments and were advised that no material changes had been made to the document and publication had been completed prior to the statutory deadline of 31st March 2003.

3. MANAGEMENT UPDATE

The latest Management Update was noted which Members had previously received along with a written summary of performance at the Fire Authority meeting held on 18th February 2003.

4. BEST VALUE REVIEW OF OPERATIONS - UPDATE

Despite the delays caused by industrial action Members were pleased to note that the Best Value Review of Operations had progressed to a point where a large portion of the remaining work could now be formulated into an action plan, and passed to the new County Commanders for implementation. A meeting would be convened within the next two weeks to formally hand over many of these outstanding issues for completion within the new Command areas. Review team members still awaited updates from Community and Town Councils on future funding arrangements for the Volunteer Units based at Borth and Caldey Island. The pursuance of these funding arrangements, and all other matters relating to the Volunteer Units would also be passed to the respective County Fire Commanders.

The major issue not yet addressed however, was the review of frontline firefighting appliances which, on the recommendation of Her Majesty's Fire Service Inspectorate and the approval of Members, had been postponed until the issue of new national guidance on a risk assessed approach to the provision of fire cover. Such guidance was expected to be released by Central Government in the near future. This risk-based assessment would then be carried out by officers within the Authority's Operational Risk Management, and would utilise both the nationally produced guidance and accepted Best Value principles and procedures.

Signature: .................

Date: .................