SFRS BOARD MEETING DECISION LOG

Transcription

1 SFRS BOARD MEETING DECISION LOG PURPOSE Decisions made at the meetings of the Board of the Scottish Fire and Rescue Service (SFRS) are recorded in the minutes of these meetings and published on the SFRS website. This ensures that all decisions of public interest are accurately documented and made available for public scrutiny. The Standing Orders for Meetings of the Board and its Committees state that a decision made by the Board cannot be changed within 6 months, unless the Chair rules that there has been a material change of circumstances. The attached decision log therefore provides a record of all significant decisions made by the board at its meetings held in the most recent 12 months, and in accordance with Standing Orders, notes the earliest date for reviewing each decision. The decision log will also ensure there is a means for the Board to keep sight of their recent decisions and the follow up actions put in train, and helps to maintain high standards of corporate governance. RECOMMENDATION The Board is invited to note the contents of the decision log.

2 Minute Meeting Date: 26 March Item 9 SFRS HEADQUARTERS OUTCOME OF OPTIONS APPRAISAL Item 10 PROPERTY ESTATE STRATEGIC INTENT: ABERDEEN OFFICE ACCOMMODATION The Deputy Chief Officer presented a report with a view to supporting the decision-making process around the establishment of a principal office location (headquarters) for the Service. He provided assurance to the Board the options had been objectively assessed and the evidence supports the recommendation that the site at Stirling, Kildean is the preferred option for the SFRS Headquarters. The Director of Finance and Contractual Services presented a report advising the Board of options for providing office accommodation in Aberdeen, for both the North Service Delivery Headquarters and the Local Senior Officer. Following a vote of 10 for and 1 against, the Board approved the site at Stirling, Kildean as the preferred option. This would be subject to satisfactory negotiation for the land. The Chair reminded Members this decision is subject to Ministerial approval. In light of this decision, the Board further agreed the following: to investigate temporary accommodation in Stirling as the lease at the service s interim HQ at Whitefriars site is expires in the Autumn; To do some further investigation on the best use of the expenditure set aside within the Capital budget for refurbishment of Stirling Fire Station. The Board approved that the North Service Delivery HQ is accommodated within Dyce Fire Station; that the Aberdeen City Local Senior Officer and associated staff are accommodated within Central Fire Station, and that the control room building at Mounthooly is made available for sale following the closure of the Control Room, which is currently expected to be late.

3 Item 11 Item 12 Item 13 ANNUAL OPERATING PLAN /15 REVIEW OF INTERIM SCHEME OF DELEGATIONS STATUTORY EQUALITY REPORTING The Director of Strategic Planning, Performance and Communication presented the Board with the draft Annual Operating Plan / for consideration. The Chief Officer presented a report informing the Board of the outcomes of a review of the Interim Scheme of Delegation, advising Area Manager Kenny Fraser had been leading on this work. The Director of Strategic Planning, Performance and Communication presented the Mainstreaming and Equality Outcomes report for publication. Item 14 EQUAL PAY REPORT The Director of People and Organisational Development presented the Equal Pay Report for approval. She provided background information to the report, consultation arrangements and next steps. Item 15 DIGNITY AND INTEGRITY AT WORK POLICY The Director of People and Organisational Development presented the Dignity and Integrity at Work Policy for approval. She provided background information to the report, consultation arrangements and next steps. The Board approved the Draft Annual Operating Plan /16 and agreed future Board reports on the Annual Operating Plan only be on the overall progress of the objectives. The Board noted the review process, approved the proposed changes to the Scheme of Delegation outlined in the report and approved the arrangements for implementing the proposed changes. The Board nominated Kirsty Darwent and Bill McQueen to work with the Business Manager to support the implementation of the proposed changes and The Board further agreed a revised version of the Scheme of Delegation would be presented at the May Board meeting for formal approval. The Board approved the Mainstreaming and Equality Outcomes report for publication. The Board approved the Equal Pay Report for publication. The Board approved the Dignity and Integrity at Work Policy. April 2017 July

4 Item 16 Item 21 PROVISIONAL SCHEDULE OF MEETINGS OF THE BOARD AND ITS COMMITTEES /16 MANAGING ATTENDANCE POLICY The Chair presented a report which provided a provisional schedule of ordinary meetings of the Board and its Committees for /16. The Director of People and Organisational Development presented a report seeking approval of the Managing Attendance Policy. She provided background to the policy, advising it had been subject to wide and robust consultation with the Staffing Group, SLT and the Trade Unions. The Board approved the provisional dates of the ordinary meetings of the Board and its Committees, subject to the revision of the Performance Committee Meeting Dates. The Board approved the Managing Attendance Policy, and agreed that a report on progress towards improving performance against the Scottish Government Attendance at Work target be brought to the Board. December Minute Meeting Date: 28 May Item 9 COMMITTEES PROPOSED TERMS OF REFERENCE Revised terms of reference for the ARAC and Service Transformation Committee, along with the proposed terms of reference for the Engagement, Performance and Staff Governance Committees. These proposals followed changes to the Board s Committee structure and governance arrangements. The Board approved the Terms of erence for the Audit and Risk Assurance, Service Transformation, Engagement and Performance Committees. The Board agreed that the Staff Governance Committee Terms of erence were to be revised in line with the comments made by the Board Members and revised Scheme of Delegation, and brought back to the July meeting of the Board for approval. November

5 Item 10 COMMODITY STRATEGY COLLABORATIVE PROCUREMENT OF FACILITIES MANAGEMENT (HARD SERVICES) Item 11 INTERNAL AUDIT PLAN /16 12 SERVICE TRANSFORMATION LINES OF ENQUIRY Proposed Commodity Strategy for the collaborative procurement with Police Scotland (PS), of facilities management (hard services). It is anticipated that this contract would generate significant financial savings as well as improved service standards and consistent processes across Scotland. A report advising the Board of the internal audit activity planned for /16 and background information on how the plan was put together and identification of key risks. A report advising the Board of the lines of enquiry to be undertaken by the Service Transformation Directorate. The Board approved the Commodity Strategy. The Board approved the Internal Audit Plan /16 report, subject to the typographical amendment being made. The Board approved the project scope and development of the hypothesis as outlined in Appendix A of the report. November November November Minute Meeting Date: 30 July 9 SFRS HQ REPORT The Deputy Chief Officer presented a report advising the Board of the findings of the Options Appraisal for the establishment of a headquarters building for the SFRS. 10 DUNDEE CONTROL Sarah O Donnell presented a report advising the Board of the proposed approach to providing a Control Room in Dundee, being to reconfigure the existing control room facility at Macalpine Road. The Board approved the site at SFRS College, Cambuslang as the preferred option. The Board approved the works to reconfigure the existing control room facility at Macalpine Road, Dundee. January January

6 11 REVISED SCHEME OF DELEGATION The Chief Officer presented a report advising the Board of the proposed revisions to the Scheme of Delegation and in light of the revisions, agree to commence a review of the Boards Forward Business Plan. The Board approved the revised Scheme of Delegations, agreeing that the Chair, along with the Staff Governance Committee will be consulted on the appointment process for members of the SLT. January 12 FREEDOM OF INFORMATION (SCOTLAND) ACT 2002: PUBLICATION SCHEME RENEWAL ACO R Scott presented a report advising the Board of the requirement to renew the Publication Scheme in compliance with the Freedom of Information (Scotland) Act The Board approved the recommended additions to the SFRS Publication Scheme. January 14 DISCRETIONARY POLICY LOCAL GOVERNMENT PENSION (LGP) SCHEME D Vincent presented a report advising the Board of changes affecting the Local Government Pension Scheme (LGPS) and the need for a policy on discretionary matters that are available to the SFRS Board in respect of the pension scheme. The Board approved the report and agreed that the Staff Governance Committee, in consultation with the Board, would have responsibility for scrutinising this area of work going forward PROCUREMENT STRATEGY -18 S O Donnell presented a report advising the Board of the proposed Procurement Strategy for the SFRS for the period to The Board approved the Procurement Strategy for period to January

7 Minute Meeting Date: SFRS BOARD FORWARD PLAN /16 John Joyce presented a report advising the Board of the revised Forward Plan /16. The Plan was reviewed following the approval of the revised Scheme of Delegation and has been developed in consultation with Board members and SLT and allows flexibility to incorporate additional items if required. The Board approved the revised Board Forward Plan /16. March 13 SFRS BOARD MEETING SCHEDULE /17 John Joyce presented a report advising the Board of the proposed schedule of Board related meetings up to March The frequency and pattern of the Board related meetings have been revised to take into account business needs e.g. planning cycles, annual budget setting, preparation of annual report and accounts, and time commitments of the Members. The Board approved the Board Meeting Schedule /17 March

8 Minute Meeting Date: 29 October 13 Annual Report and Accounts 2014/15 (Private Session) SO D presented a report asking the Board to approve the draft Annual Report and Accounts for 2014/15 and for signature and submission by the Chief Officer, who is the Accountable Officer. The Board approved the report and authorised the Chief Officer as the Accountable Officer to sign and submit the Annual Report and Accounts 2014/15 on behalf of the Service. October Minute Meeting Date: 26 November 11 BUDGET STRATEGY HEALTH, SAFETY AND WELLBEING POLICY SO D presented a report advising the Board of the proposed budget Strategy for -17 which outlined the approached to developing both Resource and Capital Budgets for - 17 within the context of both UK and Scottish Government Spending announcements. DV provided an update on the revised SFRS Health, Safety and Wellbeing Policy which has been out for full formal consultation and approved by Strategic Leadership Team, Strategic Management Team and Staff Governance Committee/Employee Partnership Forum. The revisions The Board, noting the comments made, approved the report. The Board noted the report and approved the revised Health, Safety and Wellbeing Policy. May November

9 resulted from the introduction of Deputy Assistant Chief Officer s posts and the implementation of the Best Value Service Review of Occupational Health and Fitness services. Minute Meeting Date: 28 January 11 FUTURE SCRUTINY ARRANGEMENTS FOR SCOTTISH FIRE AND RESCUE SERVICE MAJOR PROJECTS 12 EQUALITY AND DIVERSITY CHARTER Recommendations for governance arrangements, to ensure oversight and scrutiny of key projects following the conclusion of the Service Transformation Programme in Spring. The Equality and Diversity charter presents a firm position in relation to the SFRS s pledge to equality obligations and highlighted associated initiatives to support the mainstreaming of equality. The Board approved the paper and agreed that further work was to be undertaken to identify the best way to take this forward The Board approved the paper and agreed that further work was to be undertaken to identify the best way to take this forward. July January 2017 Minute Meeting Date: 10 March 4 BALMORAL BAR LESSONS IDENTIFIED REPORT The Lessons Identified Report seeks to establish the key lessons from the fire at the Balmoral Bar on 12 July 2009, in support of the Scottish Fire and Rescue Service s strategic aim of reducing the risk to our firefighters. The Board fully endorsed the report, its lessons and recommendations.

10 Minute Meeting Date: 31 March 11 RESOURCE BUDGET /17 The Director of Finance and Contractual Service s presented a report seeking approval of the Resource Budget for /17. The total Resource Budget for /17 will be set at million. 12 CAPITAL BUDGET /17 The Director of Finance and Contractual Service s presented a report seeking approval of the Capital Budget /17. The Capital budget for /17 will be set at 10.8m. 13 DRAFT ANNUAL OPERATING PLAN /17 14 OUT OF HOSPITAL CARDIAC ARREST (OHCA) The Director of Strategic Planning, Performance and Communication presented the Board with the draft Annual Operating Plan /17 for consideration. The Annual Operating Plan for /17 is an extension of the Annual Operating Plan /16. This will be further reviewed and refreshed by October to address the change in strategic direction with the publication of the Scottish Government s Fire and Rescue Framework for Scotland and the SFRS Strategic Plan -19. The Director of Prevention & Protection presented a report seeking approval for; - The continuation and extension of trial to October. - Close off the remaining elements of The Board approved the Resource Budget for /17. The Board approved the Capital Budget for -17. The Board approved the Draft Annual Operating Plan /17 - interim solution until Strategic Plan -19 is developed and approved. The Board approved the recommendations and continuation/ extension of the trial for a further 6 months. The Board highlighted their desire to be invited to the national OHCA Symposium on 24 June.

11 15 /16 REVIEW OF COMMITTEES SFRS commitment to OHCA strategy; - The SFRS future contribution to and co-hosting of national OHCA Symposium on 24 June ; - To present a detailed report to the SLT and Board at the end of trial period. The Deputy Chair presented a report recommending the development of a new committee structure aligned to the future Framework and Strategic Plan -19, and the revised SLT governance structure. It was recommended The Board approved the recommendations to form a working group comprising officers and board members and the re-establishment of the /16 committee review, which will operate until the new committee structure is in place. 16 CHARGING POLICY REVIEW OF CHARGEABLE SERVICES AND REVISION OF RATES 17 PROPERTY ESTATE - STRATEGIC INTENT: LAURISTON PLACE, EDINBURGH 18 A FIRE AND RESCUE SERVICE FOR SCOTLAND: FINDINGS FROM THE REFORM PROCESS The Director of Finance and Contractual Service s presented a report seeking approval of the revised Charging Policy which will be applicable from 1st April. The Director of Finance and Contractual Service s presented a report updating the progress that has been made to release the former Lothian & Borders FRS headquarters building at Lauriston Place, Edinburgh from the Service s property estate, in line with the Strategic Intent programme. A further report be presented to the Board at its April meeting outlining options in relation to the sale of the property and the relocation of the museum. The Director of Strategic Planning, Performance and Communication presented a lessons learned report on the formation of the Scottish Fire and Rescue Service. The Board approved the revised Charging Policy. The Board approved the decision to discount splitting and retaining part of the building and reaffirmed their existing commitment to retain access to the heritage assets, which are currently housed within the building at Lauriston Place, within the City of Edinburgh. The Board approved the decision to publish the report and to hold a workshop in late Spring to share the findings of the report. APRIL 2017 OTCOBER

12 19 (f) PERFORMANCE MANAGEMENT ARRANGEMENTS FOR SENIOR STAFF OF THE SCOTTISH FIRE AND RESCUE SERVICE 19 (f) TERMS OF REFERENCE FOR THE REMUNERATION, APPOINTMENTS & NOMINATIONS SUB- COMMITTEE The Chair of the Remuneration, Appointments and Nominations (RAN) Sub-Committee outlined the proposals for exercising its governance role in respect of the performance appraisal of the SLT members of SFRS via the Chair and the RAN Sub-Committee. The Chair of the Remuneration, Appointments and Nominations (RAN) Sub-Committee presented draft Terms of erence (ToR) for the RAN Sub- Committee for Board consideration and approval. The Board approved the proposals set out in the paper. The Board approved the ToR for the RAN Sub-Committee. APRIL 2017