Mid and West Wales Fire and Rescue Authority

ATTENDANCE Present at Meeting:
Chairman:	T W Davies
Members:	Cllrs: C J Crowley, T E Evans, D R James, Mrs F M Jones, C Morgan, D C Prothero, J D A Thompson
Apologies:	Cllrs: B J Hall

Contents

1 DECLARATION BY MEMBERS OF ANY PERSONAL INTEREST

2 TO RECEIVE AND CONSIDER THE MINUTES OF THE MEETING HELD ON 16TH JUNE 2003

3 TO RECEIVE AND CONSIDER THE PROGRESS REPORT OF THE BEST VALUE REVIEW OF THE TRANSPORT MAINTENANCE AND REPAIR ACTION PLAN

4 TO RECEIVE THE PERFORMANCE MANAGEMENT REPORT AND TO CONSIDER THE CURRENT FORMAT

5 TO RECEIVE AN UPDATE ON THE REVIEW OF THE BORTH VOLUNTEER STATION

6 TO RECEIVE AN UPDATE OF THE REVIEW OF THE CALDEY ISLAND VOLUNTEER STATION

7 MINUTES OF THE BEST VALUE STANDING GROUP MEETING

8 INTERNAL COMMUNICATIONS CONFERENCE

1 DECLARATION BY MEMBERS OF ANY PERSONAL INTEREST

None were declared

2 TO RECEIVE AND CONSIDER THE MINUTES OF THE MEETING HELD ON 16TH JUNE 2003

The minutes of the meeting held on 16th June 2003 were received and approved.

3 TO RECEIVE AND CONSIDER THE PROGRESS REPORT OF THE BEST VALUE REVIEW OF THE TRANSPORT MAINTENANCE AND REPAIR ACTION PLAN

Members were informed that the review of options for Workshops locations had been completed and the final report had been circulated for Members' consideration. The review had confirmed that the optimum number of workshops was three, with the preferred locations for these being Haverfordwest, Earlswood and Llandrindod Wells. It had been concluded, however, that there were limited opportunities for securing immediate efficiency gains by reducing the number of workshops, given that significant improvements would be required to the existing Haverfordwest facilities and a new workshop required at Llandrindod Wells, before any change could be implemented. It was concluded that these developments could take place in tandem with other premises developments as they occurred, incorporating the capital investment required to secure the workshops objectives.

RESOLUTION

It was RESOLVED:

1. The current workshop locations be retained, with a move to optimum position in tandem with other premises developments as they occured.
   
2. To continue working towards ISO 9000 accreditation as included in the Department's business plan.
   
3. That subsequent to achievement of ISO 9000 accreditation, to consider whether there were any benefits to market testing the vehicle maintenance operation bearing in mind the positive findings of previous review by external consultants.

4 TO RECEIVE THE PERFORMANCE MANAGEMENT REPORT AND TO CONSIDER THE CURRENT FORMAT

In order that Performance Management Information could be provided to Members in the most appropriate manner, the quarterly performance management report had been attached in two slightly differing formats.

Style D1 was that used to date and Style D2 was the proposed new format which supplied the same information but gave a clearer comparison of the Mid & West Wales Fire & Rescue Service performance during the same period over the past three years.

Members noted that 'smiley' faces had been incorporated where relevant to give an instant view of the current status of performance.

The performance information contained in the attachments related to the first quarter of the current financial year, which was the latest available information.

RESOLUTION

It was RESOLVED that:

The new format of the Performance Management Report be approved for future use.

5 TO RECEIVE AN UPDATE ON THE REVIEW OF THE BORTH VOLUNTEER STATION

The update report on the review of the Borth Volunteer Station identified the progress made by the County Command in ensuring that the risks and operational factors were identified, following the decision by the Fire Authority to maintain firefighting provision at Borth provided such risks could be suitably addressed.

The main proposals highlighted in the report were:

1. Once the three new recruits had attended the initial course, the crew availability would be 7. The training costs of £4000 closely matched the £5000 commitment made by the Community Council and there would be additional PPE and appliance servicing costs.
   
2. Training would be undertaken every other Wednesday, as previously, but the Borth team would be divided into two groups, each team training fortnightly at Aberystwyth in conjunction with the Retained crew at that station.
   
3. The 48 week training plan would be introduced once the three new Borth volunteers were operational.
   
4. The Training Department at Newtown would facilitate preparation for and the running of the internal written examination for replacement of the Officer in Charge at Borth, on the scheduled retirement of the current Post holder in February 2004.
   
5. The Deputy County Commander would in future take responsibility for volunteer firefighter recruitment and retention in conjunction with the allocated Borth Volunteer Unit Supervisor.
   
6. The direct supervision of the Borth Volunteer Unit would be allocated to the 42 hour Station Officer located Ceredigion County Command Headquarters.
   
7. The Brigade Premises Officer was currently liaising with the Community Council on the provision of new premises. Funds had been identified from the Community Council, although costs could be higher than the funds already pledged. A decision on whether there was a need for the Brigade to fund any shortfall would be deferred until such time as the Community Council and the Volunteers themselves had an opportunity to secure funds elsewhere.
   
8. Superficial cosmetic work would be undertaken on the present Land Rover pumping appliance, which would be retained for a minimum of a further three years.

Members expressed appreciation to County Commander Roger Bennett for his report and of the enthusiasm of the Borth Community in wishing to continue with the Volunteer Station.

RESOLUTION

It was RESOLVED that:

The report and update be approved and to include an acknowledgement of the part played by individual Members in the Review.

6 TO RECEIVE AN UPDATE OF THE REVIEW OF THE CALDEY ISLAND VOLUNTEER STATION

A report was received which outlined the progress made by the County Command in regard to ensuring that the risks and operational factors were addressed, following the decision by the Fire Authority to maintain firefighting provision on Caldey Island.

The main proposals outlined in the report were:

i) The Brigade await the realignment of management on the Island - should permission to use the identified building be reaffirmed, further work would be undertaken to fully cost renovation of the building before putting any further proposals to the Policy & Performance Committee. If permission was withdrawn, further negotiations would be held with those living on the Island to identify an alternative building.

ii) The replacement appliance from redundant stock to be transported to the island by military airlift during September/October.

iii) Existing equipment to be replaced at the same time as replacement of the appliance. This equipment to be issued from existing stock with the minimum of cost to the Brigade.

iv) A simplified version of the application form for volunteers was currently being formulated and although there were no present indications of impending retirement or resignation, attempts at further enrolment would be explored.

v) A Land Rover, or similar vehicle, to be provided by sponsorship pending further costing of ongoing servicing and MOT arrangements.

vi) Training requirements for the station had been highlighted within the report to ensure all Health & Safety issues were addressed.

Members expressed appreciation to County Commander Harry Webber for his report .

RESOLUTION

It was RESOLVED that:

To approve the report and update on the volunteer station and to include an acknowledgement of the part played by individual Members in the Review.

7 MINUTES OF THE BEST VALUE STANDING GROUP MEETING

The minutes of the Best Value Standing Group Meetings held on 22nd April 2003 and 5th September 2003 were received and noted.

8 INTERNAL COMMUNICATIONS CONFERENCE

Nominations were invited for a member to attend a Conference on 24 th November 2003 entitled 'Talking to Ourselves - Making Internal Communication Effective' in conjunction with Syniad.

RESOLUTION

It was RESOLVED that:

The Chairman attend the Conference on 24th November 2003.