London Fire Brigade

Agenda and minutes

Resources Committee
Thursday, 16 July 2015 2.00 pm

Venue: Committee Room 2, City Hall, The Queen's Walk, London SE1 2AA

Contact: John Johnson, Ground Floor, 169 Union Street, London, SE1 OLL; telephone: 30084; e-mail:  JOHN.JOHNSON@london-fire.gov.uk 

Items
No. Item

1.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillor David Cartwright QFSM for whom Councillor Oonagh Moulton substituted.

 

2.

Disclosures of Interests and Dispensations

Clerk to Authority – Known details of membership of the GLA, other functional bodies and London Boroughs are attached as an Appendix to this agenda.  The Appendix does not remove the need for a Member to declare at the meeting an interest (whether or not listed in the Appendix) in any relevant item on the agenda paper and to state also the nature of that interest. 

Minutes:

Resolved – That the details of membership of the GLA, other functional bodies and London Boroughs, as attached as an appendix to the agenda, be noted.   No further disclosures were made.

 

3.

Minutes pdf icon PDF 113 KB

Minutes of the meeting held on 17 June 2015.

Minutes:

Resolved – That the minutes of the meeting of the Resources Committee held on 17 June 2015 be signed as a true record.

 

4.

Terms of Reference and Membership

The Committee is recommended to note the following amended terms of reference and membership of the Committee, as agreed by the Authority at its meeting on 25 June 2015:

 

Terms of Reference

 

In accordance with approved policies –

1.       To consider and, as appropriate, advise the Authority on matters relating to its capital and revenue budgets and budget development, including decisions on proposals to draw from earmarked or general reserves.

2.        Regularly to monitor the Authority’s budget and expenditure and treasury management activities.

3.        To make decisions on capital and revenue building, property and energy schemes that are (a) outside of officers’ delegated authority limits and (b) within the provisions of Standing Order 102(2).

4.        To make any other decision in relation to expenditure on capital or revenue account, including approval to virements and the letting of contracts, provided that the expenditure does not cause the Authority’s approved budget to be exceeded.

5.     To consider and approve requests for shareholder approval from the LFEPA Trading Company where the value of a contract to be entered into or any expenditure to be incurred by the Company exceeds the limit permissible under the Director of Finance and Contractual Services’ delegated authority, and to consider an annual report from the shareholder representative (the Director of Finance and Contractual Services) on the Company’s financial performance.

6.        To submit views to Government or other bodies, on behalf of the Authority, on matters relating to finance, procurement, property and personnel matters, providing those views are in accordance with existing Authority policies.

7.        Regularly to monitor the Authority’s contracts and procurement policies and to review contract performance reports as determined by the Committee.

8.       To develop the Authority’s Human Resources Strategy and its implementation and to agree and review the performance of general personnel, equalities, sustainable development and health and safety policies.

9.     To be responsible for all matters relating to career development and succession planning in respect of all posts to which recruitment is decided on by the Appointments and Urgency Committee.

 

Membership

 

Group

MEMBER

Alternates:

Cllr Ali, Tom Copley AM, Cllr Hayward, Cllr Hopkins, Cllr Morrison.

Labour

Andrew Dismore AM (Chair)

Labour

Dr Twycross AM

Labour

Cllr Whelton

 

Conservative

Cllr Heaster OBE

Alternates:

Cllr Arbour AM, Cllr Hall, Cllr Moulton, Andrew Boff AM.

Conservative

Cllr Cartwright QFSM

Conservative

 

Cllr Bacon AM

Ungrouped Member

Cllr Knight AM (Vice- Chair)

 

Ungrouped Member

Darren Johnson AM

 

 

Minutes:

Resolved – That the terms of reference and membership of the Committee, as set on the agenda paper, be noted.

5.

Resources Committee - Summary List of Actions - FEP 2455 pdf icon PDF 81 KB

Clerk to the Authority – reporting on actions arising from previous meetings of the Committee.

Minutes:

Report by the Clerk to the Authority.

 

After discussion, the motion was made by the Chair – That the ongoing, outstanding and completed actions arising from previous meetings of the Committee, as set out in the report, be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

6.

CAMS Project Update - FEP 2456 pdf icon PDF 82 KB

Director of Operations – providing an update on the current position with the Capita contract to provide a replacement mobilising system.

 

Minutes:

Report by the Director of Operations.

 

The Director of Operations introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That:

 

(1)          The report be noted;

 

(2)          A briefing be provided for Members as soon as possible outlining the overall costs of the delays associated with the project; and

 

(3)          Officers report back in detail to the Committee in September, explaining the reasons for the delays, the various costs to date (including use of staff resources to deal with the delays), and the range of options open to the Authority.  

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

7.

End of Year Monitoring of Performance Indicators in the London Safety Plan for 2014/15 (for People, Resources and Principles) - FEP 2457 pdf icon PDF 335 KB

Head of Strategy and Performance reporting on key performance for indicators in the London Safety Plan, related to Aims 4-6 (People, Resources and Principles).

Minutes:

Report by the Head of Strategy and Performance.

 

The Head of Strategy and Performance introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That:

 

(1)          The report be noted; and

 

(2)          The changes for some indicator targets for 2015/16, as set out from paragraph 7 of the report, be agreed.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

8.

Budget Update - FEP 2458 pdf icon PDF 269 KB

Director of Finance and Contractual Services presenting the latest medium term forecast position and the resulting budget gap for LFEPA over the next three financial years.

 

[For Authority also]

Minutes:

Report by the Director of Finance and Contractual Services.

 

The Director of Finance and Contractual Services introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That the report be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

9.

Review of Financial Outturn for 2014/15 - FEP 2459 pdf icon PDF 576 KB

Director of Finance and Contractual Services – reviewing the financial outturn for the 2014/15 financial year and setting out the position on financial reserves.

Minutes:

Report by the Director of Finance and Contractual Services.

 

The Director of Finance and Contractual Services introduced the report.

 

The motion was made by the Chair – That:

 

(1)          The report and the revised capital programme for 2015/16 be noted; and

 

(2)          Approval be given to the cost of the internet development of £185k being charged from capital to revenue in year (the reasons for the change in classification being as set out in paragraphs 32 and 53 of the report).

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

10.

Treasury Management Annual Report as at 31 March 2015 - FEP 2460 pdf icon PDF 538 KB

Director of Finance and Contractual Services – reporting in accordance with Financial Regulations on treasury management activities.

 

[For Authority also]

Minutes:

Report by the Director of Finance and Contractual Services.

 

The Director of Finance and Contractual Services introduced the report and answered questions from Members.  The Committee noted that officers were to arrange treasury management training for Members to be held at City Hall in the autumn.

 

After discussion, the motion was made by the Chair – That:

 

(1)          The report be noted; and

 

(2)          To align with the GLA Group, the Authority be recommended to approve a revised Treasury Management monitoring reporting requirement from quarterly monitoring to bi-annual reports at mid year (as at 30 September) and an annual report at year end (as at 31 March).

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

11.

Health and Safety 2014/15 - End of Financial Year Update and Monitoring - FEP 2461 pdf icon PDF 479 KB

Assistant Commissioner, Operational Assurance– updating the Committee for the 12 month period ending March 2015, covering performance against a number of key health and safety indicators and measures.

 

Minutes:

Report by the Assistant Commissioner, Operational Assurance.

 

The Assistant Commissioner, Operational Assurance introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That the report be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

12.

Replacement of Laptops and Computer Display Screens at Fire Stations - FEP 2462 pdf icon PDF 97 KB

Head of Information and Communications Technology – reporting on proposals for a national collaborative procurement of new computer equipment for fire stations.

Minutes:

Report by the Head of Information and Communications Technology (ICT).

 

The Head of ICT introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That the Head of ICT, in consultation with the Head of Procurement, be authorised to participate in a national collaborative procurement and subsequently to award a contract or contracts, as appropriate, to the organisation(s) that submit(s) the most economically advantageous proposal to replace the laptops and display screens with new equipment.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

13.

Sustainable Development Annual Report 2014/15 - FEP 2463 pdf icon PDF 110 KB

Head of Procurement - summarising the performance of the Brigade on sustainable development for 2014/15 as detailed in the annual report.

Additional documents:

Minutes:

Report by the Head of Procurement.

 

The Director of Finance and Contractual Services introduced the report and answered questions from Members.

 

The motion was made by the Chair – That the report attached at Appendix A to (FEP 2463) be approved for publication.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

14.

Protective Equipment Group (PEG) - Development Project - Progress Update - FEP 2464 pdf icon PDF 108 KB

Assistant Commissioner, Technical and Service Support providing an update on the work undertaken following the decision to award a 21 year service contract for Vehicles and Equipment services and the retention of the in-house service provided by the PEG.

Minutes:

Report by the Assistant Commissioner, Technical and Service Support.

 

The Assistant Commissioner, Technical and Service Support, introduced the report and answered questions from Members.

 

The motion was made by the Chair – That:

 

(1)          Approval be given to the remit for the PEG development project to be extended to develop a broader based solution incorporating the key elements of PEG, the Brigade Distribution Centre (BDC) and the interrelationship with Operational Support Unit (OSU) services; and

(2)          It be noted that a recommended plan with associated efficiencies and savings will be presented to the Committee by July 2016.

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

15.

Fleet and Operational Improvements - FEP 2465 pdf icon PDF 109 KB

Assistant Commissioner, Technical and Service Support – updating the Committee on the vehicle replacement programme and an option to replace the car fleet with hybrid technology/range extender electric vehicles.

Minutes:

Report by the Assistant Commissioner, Technical and Service Support.

 

The Assistant Commissioner, Technical and Service Support, introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That:

 

(1)          The Brigade’s 52 existing diesel cars be replaced with range extender electric vehicles at a cost of £1,400k, to be funded initially from slippage within the current capital programme;

 

(2)          The Assistant Commissioner, Technical and Service Support, in conjunction with the Head of Procurement, be authorised to accept the tender price obtained under the contract terms with Babcock Critical Services for the replacement of 52 fleet cars following a competitive procurement exercise on the basis of (1) above;

 

(3)          The Assistant Commissioner, Technical and Service Support, in conjunction with the Head of Procurement, be authorised to enter into lease agreements for up to 10 hybrid cars at a total revenue cost of £3.8k per annum, per vehicle, off set by 75% funding from the Office for Low Emission Vehicles (OLEV) for the first two years of the 5 year lease term; 

 

(4)          The Assistant Commissioner, Technical and Service Support, in conjunction with the Head of Procurement, be authorised to accept the tender price obtained under the contract terms with Babcock Critical Services for the delivery of 53 replacement pumping appliances at a total cost no greater than £12.455m, to be funded from within the approved capital programme for 2015/16 and the draft capital programme for 2016/17; and

 

(5)          The Committee notes the progress in developing options for the use of the capital receipts arising from the sale of the former fire station sites to be considered as part of the budget setting process for 2016/17 and, in particular, the work underway with Babcock in order to report back to the Committee on the feasibility of building a third training centre in September of this year.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

16.

Property Projects 2015/16 - FEP 2466 pdf icon PDF 124 KB

Assistant Commissioner, Technical and Service Support – providing an update on the  programme of PFI new build fire stations and proposing procurement of a framework contract to carry out redecorations to a number of fire stations.   

Minutes:

Report by the Assistant Commissioner, Technical and Service Support.

 

The Assistant Commissioner, Technical and Service Support, introduced the report and answered questions from Members.

 

The motion was made by the Chair – That:

 

(1)          The progress on the programme of PFI new build fire stations be noted;

(2)          The Assistant Commissioner, Technical Service and Support, be authorised to -

(a)           Invite competitive tenders in accordance with the Authority’s Code of Practice on Tenders and Contracts for a framework agreement for redecoration works in four geographical packages to Authority premises over three years - 2015/16, 2016/17 and 2017/18 - at an overall budget cost of up to £3.5 million plus 5%; and

(b)          Accept the most economically advantageous tenders and to enter into a framework agreement with multiple providers and to award “call offs” (individual contracts) under the framework agreement for redecorations, to be funded from the approved annual revenue budgets; and

(3)          The Assistant Commissioner, Technical Service and Support, be authorised to -

(a)           Invite competitive tenders in accordance with the Authority’s Code of Practice on Tenders and Contracts for works to East Ham Fire station and ancillary offices, to replace windows, carry out structural repairs and complete redecoration works at a total project cost of £650,000; and

(b)          Accept the most economically advantageous tender subject to the overall costs being within £650,000 plus 5% (improvement works at £450,000 to be chargeable to the approved 2015/16 Capital Programme and the remaining £200,000 repairs and redecorations works to the 2015/16 strategic non-cyclical revenue budget). 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

17.

Disposal of 8 Albert Embankment - Update - FEP 2467 pdf icon PDF 156 KB

Assistant Commissioner, Technical and Service Support – updating the Committee on the new disposal process now that the site specific proposed modifications to the Lambeth Draft Local Plan affecting the 8 Albert Embankment site have been notified.

Minutes:

Report by the Assistant Commissioner, Technical and Service Support.

 

The Assistant Commissioner, Technical and Service Support, introduced the report and, along with Caroline Davis (Communications Department) answered questions from Members.

 

After discussion, the motion was made by the Chair – That:

 

(1)          The Museum be relocated to a permanent home at the 8 Albert Embankment site in accordance with the strategy outlined in paragraphs 29 to 32 of the report and the purchaser of the Southwark Training Centre site (Hadston Ltd) be advised that the Museum is not required at this location;

(2)          The Headquarters remains at 169 Union Street as it offers the most flexibility for the future; and

(3)          The Assistant Commissioner, Technical  and Service Support, be authorised to proceed to an EU regulated procurement for the disposal of the 8 Albert Embankment site and to include the re-provision of a fire station and the Museum.

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

18.

Equalities Working Group - Update Report - FEP 2468 pdf icon PDF 111 KB

Commissioner - providing an update on the work of the Member-level Equalities Working Group.

 

Minutes:

Report by the Commissioner.

 

The Commissioner introduced the report and answered questions from Members.

 

After discussion, the motion was made by Dr Twycross AM – That the report be noted and the action plan be referred back to the Equalities Working Group for further consideration.

 

The motion was seconded by the Chair, put and agreed.

 

Resolved – accordingly.

 

19.

Attendance Policy - FEP 2469 pdf icon PDF 105 KB

Acting Director of Operational Resilience and Training – updating the Committee on progress regarding implementation of a revised attendance policy.

 

Additional documents:

Minutes:

Report by the Acting Director of Operational Resilience and Training.

 

The Acting Director of Operational Resilience and Training introduced the report and answered questions from Members.  The Committee noted that negotiations were still ongoing with the FBU and, accordingly, were agreed that the matter should be referred to the scheduled meeting of the Appointments and Urgency Committee on 22 July 2015.

 

After discussion, the motion was made by the Chair – That:

 

(1)          The report and supplementary report (FEP 2469/2469A) be noted; and

 

(2)          The outcome of the discussions with the trades unions be reported to the meeting of the Appointments and Urgency Committee scheduled for 22 July 2015.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

20.

Human Resources Digest: Quarter ending March 2015 - FEP 2470 pdf icon PDF 94 KB

Acting Director of Operational Resilience and Training - providing details of the key HR targets and indicators and monitoring of performance against those.

Additional documents:

Minutes:

Report by the Acting Director of Operational Resilience and Training.

 

The Acting Director of Operational Resilience and Training introduced the report and answered questions from Members.

 

The motion was made by the Chair – That the report be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

21.

Stress Survey 2014 Update - FEP 2471 pdf icon PDF 124 KB

Commissioner - providing a six monthly update on the progress made against the high level action plan presented to the Committee in January 2015.

 

Minutes:

Report by the Acting Director of Operational Resilience and Training.

 

The Acting Director of Operational Resilience and Training introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That:

 

(1)          The report be noted;

 

(2)          A separate action plan is developed to address bullying and harassment issues, which is monitored by the Equalities Working Group (as well as the Stress Action Plan Monitoring Board); and

 

(3)          The 6 monthly progress report to the Committee in November on the high level action plan, includes an update on the bullying and harassment action plan, a statistical analysis by ethnicity, gender, age etc. of staff who have reported being the subject of bullying or harassment, and details of the questions asked of the workforce by the Brigade, the FBU, and within the Thomas Review in relation to bullying and harassment.  

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

22.

Recruitment Strategy Update - FEP 2472 pdf icon PDF 204 KB

Acting Director of Operational Resilience and Training providing an update on the development and implementation of proposals within the 2013-2015 Recruitment Strategy and on succession planning.

Minutes:

Report by the Acting Director of Operational Resilience and Training.

 

The Acting Director of Operational Resilience and Training introduced the report and answered questions from Members.

 

The motion was made by the Chair – That the report be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

23.

Training Contract: Babcock's Performance Quarter 4, 2014/15 - FEP 2473 pdf icon PDF 135 KB

Acting Director of Operational Resilience and Training - providing the Committee with details of Babcock’s performance in delivery of the training contract.

Minutes:

Report by the Acting Director of Operational Resilience and Training.

 

The Acting Director of Operational Resilience and Training introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That the report be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

24.

Judgment of an Employment Tribunal: Update - FEP 2474 pdf icon PDF 79 KB

Commissioner – outlining the progress officers have made in seeking to settle an employment tribunal case.

Minutes:

Report by the Commissioner.

 

The motion was made by the Chair – That the report be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

25.

Urgent Business

Any other items which the Chair decides are urgent.

 

Minutes:

There was no Part I urgent business.

 

26.

Exclusion of Press and Public

The Committee is recommended to agree to exclude the public and press from the meeting, in accordance with paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended), in order to consider the following items of business.

Minutes:

Resolved – That the press and public be excluded from the meeting for the following items of business, in accordance with paragraphs 3 and 5 of Schedule 12A of the Local Government Act 1972 (as amended).

 

27.

Disposal of 8 Albert Embankment - Update - FEP 2467X

Assistant Commissioner, Technical and Service Support - setting out the financial implications for the options for the Headquarters.

Minutes:

Report by the Assistant Commissioner, Technical and Service Support.

 

The Assistant Commissioner, Technical and Service Support, introduced the report and answered questions from Members.  The Director of Finance and Contractual also confirmed she would circulate to Members for information the detailed figures behind the table in paragraph 13 (the material financial implications of the options set out in the report).  Members were agreed that the Authority’s long-term ambition should be to purchase the Union Street site.

 

After discussion, the motion was made by the Chair – That the report be noted.

 

The motion was seconded by Dr Twycross AM, put and agreed.

 

Resolved – accordingly.

 

 

28.

Judgment of an Employment Tribunal: Update - FEP 2474X

Commissioner – providing further information to the Committee.

 

Minutes:

Report by the Commissioner.

 

Tania Legore (Legal Department) introduced the report and answered questions from Members.

 

After discussion, the motion was made by the Chair – That the recommendations set out in the report be agreed.

 

The motion was seconded by Dr Twycross AM, put and unanimously agreed.

 

Resolved – accordingly.

29.

Urgent Business

Any other exempt items which the Chair decides are urgent.

Minutes:

There was no exempt urgent business.