Agenda item

The Director of Governance introduced the report which enabled Members to consider changes to the Fire Authority’s Constitution for recommendation to the Fire Authority. The report considered sections: 3, Members’ Decision Making Bodies; 7, Protocols; 8, Members’ Code of Conduct; 9, Members’ Allowances Scheme; and 10, Financial Regulations.

Section 3 – Members’ Decision Making Bodies

The Director of Governance highlighted the revised table of key information and requirements on pages 25 and 26 of the agenda pack. Members were happy with the revised table.

Members noted the changes contained in the responsibilities of the Fire Authority and other committee meetings as contained within Appendix 2 to the report. However, the Director of Governance advised that further work was needed to reflect the fact that the approval of the final accounts now sits with the Audit Committee; the current wording implied this but needed tightening up.

The Director of Governance referred to Appendix 3 within the report which highlighted a list of plans, strategies and policies associated with Members’ Decision Making Bodies. It was suggested that not all the documents listed were required to be submitted to Members.

The Director explained that the discussion at the Committee needed to be broadened out and include all Members and a number of officers too. The initial views of the Committee would help frame the broader debate about decision-making.

The following lists summarises the Committee’s initial views.

The Committee felt that the following documents should continue to be considered// approved by the Fire Authority:

·         Community Risk Management Plan (formerly Integrated Risk Management Plan)

·         Medium Term Financial Plan

·         Member Development Strategy (and Programme)

·         Treasury Management Strategy

·         People Strategy

·         Unwanted Fire Signals Policy

·         Communications and Engagement Strategy (merger of the former Consultation and Engagement Strategy and Corporate Communications Strategy)

·         Equality, Diversity and Inclusion Strategy (formerly Corporate Equalities and Inclusion Strategy

·         Partnerships and Collaboration Strategy (formerly Partnership Policy)

·         Pay Policy Statement

·         Sprinkler Policy

The following documents should continue to be considered/ approved by Members at an appropriate Committee meeting:

·         Crisis Management Plan - submitted to the Audit Committee.

·         Asset Management Strategy – possibly to more than one committee.

·         Health Safety Management Policy – submitted to the Joint Health, Safety and Wellbeing Committee.

·         Pay and Recognition Policy – submitted to the Staffing Committee.

·         Pension Abatement and Re-employment Policy – submitted to the Staffing Committee.

·         Re-organisation and Redeployment Policy – submitted to the Staffing Committee.

·         Retirement Policy – submitted to the Staffing Committee.      

The following documents need further consideration by relevant officers:

·         Heritage Policy

·         Children and Young People Strategy

·         Adult Safeguarding Strategy

·         CFP Business Liaison Strategy

·         ICT and Information Security Policy

Members noted that although not all items needed to be submitted to the Fire Authority, they would be available to all Members. A Member suggested that a policy index should be available to Members so all Members had an understanding of corporate policies.

Section 7 – Protocols

The Director of Governance referred to Appendices 4 and 5 of the report. He advised that the Gifts and Hospitality Guidance was reviewed by considering similar documents across the constituent authorities.  No amendments were proposed.

The Protocol on Member and Officer Relations had also been reviewed by officers and it was noted that it was comparable to parts of the Members’ Code of Conduct. However, the Director was comfortable with this and explained why. Members agreed that both documents remained fit for purpose.

Section 8 – Members’ Code of Conduct, Section 9 – Members’ Allowances Scheme and Section 10 – Financial Regulations

The Director of Governance advised that the Members’ Code of Conduct was last reviewed in April 2023 and the Members’ Allowances Scheme was to be considered later in the agenda pack.

He also informed Members that despite the Financial Regulations being reviewed in late 2022 and amendments made following the disaggregation of the joint Fire/Police finance function; they would be considered again by the new Treasurer during 2024.

RESOLVED: That

[1]       the revised Table of Key Information and Requirements within Appendix 1 to the report be agreed;

[2]       the changes highlighted within the Responsibilities of the Fire Authority and other committees within Appendix 2 to the report be agreed;

[3]       officers should make further revisions to the responsibilities of the Fire Authority and Audit Committee to make it explicit that the approval of final accounts was the responsibility of the Audit Committee;

[4]       officers should further progress the discussion held regarding the List of Plans, Strategies and Policies associated with Members’ Decision Making Bodies contained within Appendix 3, with a view to finalising a new list in due course;

[5]       the Gifts and Hospitality Guidance contained within Appendix 4 to the report be agreed; and

[6]       the Protocol on Member and Officer Relations contained within Appendix 5 to the report be agreed.