London Fire Brigade

Agenda and minutes

Resources Committee
Friday, 16 September 2016 10.30 am

Venue: City Hall, The Queen's Walk, London, SE1 2AALL

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 Emma Dent Coad and David Kurten AM.

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 116 KB

Minutes of the meeting of the Committee held on 25 July 2016.

Minutes:

Resolved – That the minutes of the meeting of the Resources Committee held on 25 July 2016 be signed as a true record.

 

4.

Resources Committee - Summary List of Actions - FEP 2641 pdf icon PDF 96 KB

Clerk to the Authority – reporting on an action arising from a previous meeting of the Committee.

Minutes:

Report by the Clerk to the Authority.

 

The motion was made by the Chair – That the ongoing action arising from a previous meeting of the Committee, as set out in the report, be noted.

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

5.

Budget Update - FEP 2642 pdf icon PDF 501 KB

Director of Finance and Contractual Services – Presenting the latest medium term financial position and a four year efficiency plan.

 

[For Authority also]

Additional documents:

Minutes:

Report by the Director of Finance and Contractual Services.

 

The Director of Finance and Contractual Services introduced the report which presented the latest medium term forecast, the expected budget gap over the next four years, a draft four year efficiency plan and an update on the capital programme.

 

The Director of Finance and Contractual Services, along with the Director of Operations, answered questions from Members, confirming that software support was being maintained in respect of the Command Support Unit, and that officers will be reporting in due course on costs and cost recovery relating to co-responding,

 

The motion was made by the Chair – That:

 

(1)          The report be noted; and

(2)          The Authority be recommended to approve the Draft Efficiency Plan as attached at Appendix 4, for submission to the GLA.

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

6.

Financial Position as at the end of June 2016 (Quarter 1) - FEP 2643 pdf icon PDF 561 KB

Director of Finance and Contractual Services – Presenting the financial position as at 30 June 2016 (quarter 1), with actual income and expenditure to that date and a forecast of outturn at the year end.  

 

Minutes:

Report by the Director of Finance and Contractual Services.

 

The Director of Finance and Contractual Services introduced the report, confirming that the forecast outturn for 2016/17 was an underspend of £5.6m, with significant causes being operational staff vacancies, income received under the Metropolitan Fire Brigade Act, an underspend on ill-health pensions, and a favourable rent review for Union Street. 

 

In answer to questions from Members, the Head of Human Resource Management confirmed that officers would be reporting on the staff profile to the November meeting of the Committee and were hopeful of filling a significant percentage of the current operational vacancies next year.  He confirmed that the present eligibility/residency criteria was reducing the number of firefighter recruitment applications and needed to be looked at again.  That issue, along with such matters as affordable living accommodation in London for operational staff, would be addressed in the November report to Committee.

 

The Head of Procurement agreed to look into the reasons for the increase in fleet insurance premiums and provide a briefing for Members.

 

The Director of Operations answered questions from Members about the current position on the Control and Mobilising Service (CAMS) project.  There were no serious problems being encountered.  Attendance times had improved, and appliances were being despatched more speedily, though call-handling statistics had remained the same, and there were still one or two key applications of the system that needed to be activated, such as that which will enable automatic re-direction of crews when necessary .

 

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

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

 

7.

Firefighters' Pension Scheme Administration: Shared Service Arrangements - FEP 2644 pdf icon PDF 122 KB

Director of Finance and Contractual Services – Providing an update on the arrangements for the administration of the firefighters’ pension scheme.

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.  She confirmed that officers would be testing how the new proposed arrangements work and would be reporting back to the Committee before any long-term solution was put in place.

 

The motion was made by the Chair – That the Committee agrees that:

 

(1)          The current shared service arrangement with the London Pension Fund Authority (LPFA) to provide firefighter pension administration services to the Authority be sub-contracted by the LPFA to the Local Pension Partnership (LPP);

 

(2)          The Director of Finance and Contractual Services be given delegated authority to agree the terms of the arrangement; and

 

(3)          The Director of Finance and Contractual Services reports back in due course with recommendations for the longer-term arrangements for the administration of LFEPA’s firefighters’ pension schemes.

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

 

8.

Attendance Update - FEP 2645 pdf icon PDF 786 KB

Head of Human Resource Management – updating the Committee on attendance management performance.

Additional documents:

Minutes:

Report by the Head of Human Resource Management.

 

The Head of Human Resource Management introduced the report and answered questions from Members.  He confirmed the increase in operational and FRS staff 12 month rolling sickness compared to the previous 12 months up to June 2015, and the continuing problems associated with long-term sickness as outlined in paragraphs 22-25 of the report.  However, there had been a comparative decrease in Control staff sickness, and a recent reduction in FRS staff sickness for the April-June 2016 quarter.

 

The Head of Human Resource Management was pleased to confirm that the Brigade, alongside its partner the Crystal Palace Physio Group, were winners at the Rehabilitation First Awards 2016, in the category:  ‘Rehabilitation Initiative of the Year – Employer’.  This was in respect of the Brigade’s Functional Restoration Programme which rehabilitates those with long-term musculo-skeletal conditions.

 

The Director of Operations answered questions from members and agreed to provide a briefing on the plan to introduce a self-allocation process for operational staff booking leave.

 

The Committee discussed some of the current interventions, as set out in paragraph 31, and Members congratulated officers on their success at the Rehabilitation First Awards 2016.

 

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

.

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

 

9.

Proposed Third Training Centre - FEP 2646 pdf icon PDF 174 KB

Director of Safety and Assurance – reporting on proposals for a third training centre.

Additional documents:

Minutes:

Report by the Director of Safety and Assurance.

 

The Director of Safety and Assurance introduced the report.

 

The Chair confirmed that she would be moving some additional words to those set out in the report recommendations so that approval would be subject to public consultation.

 

The Director of Safety and Assurance answered questions from Members, confirming how the Brigade would engage with the local community and meet with local politicians as part of any consultation process.  

 

The Director of Operations answered questions from Members regarding the essential nature of the proposed car-parking requirements.

 

The motion was made by the Chair – That the recommendations set out in the associated exempt report (Item 16 on the agenda for this meeting [FEP 2464X]) be considered, with any approval being subject to full and robust consultation, including with local residents, as part of the planning process. 

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

 

 

10.

Sustainable Development Policy - FEP 2647 pdf icon PDF 343 KB

Head of Procurement, and Technical and Service Support – seeking approval to the draft policy.

Minutes:

Report by the Head of Procurement and Technical and Service Support.

 

The Head of Procurement and Technical and Service Support introduced the report, answered questions from Members, and agreed to provide the Committee with copies of the Authority’s Travel Plan, as mentioned in Appendix B to the draft policy. 

 

The motion was made by the Chair – That the Sustainable Development policy as set out in Appendix 1 to the report be approved.

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

11.

GLA Group Responsible Procurement Policy Revision - FEP 2648 pdf icon PDF 229 KB

Head of Procurement, and Technical and Service Support – seeking approval of the revised policy. 

Minutes:

This report was withdrawn.

 

12.

Bromley and Poplar Fire Station Development and Improvement - FEP 2649 pdf icon PDF 319 KB

Head of Procurement, and Technical and Service Support – reporting on redevelopment opportunities, proposed works to replace the heating system at Bromley fire station and the rewiring of Poplar fire station.

 

Minutes:

Report by the Head of Procurement and Technical and Service Support.

 

The Head of Procurement and Technical and Service Support introduced the report and answered questions from Members, confirming that the London Borough of Bromley had published some design principles which could be accommodated within the standard fire station design by taking a similar approach to that used to rebuild the fire station at Dockhead.

 

The motion was made by the Chair – That the Committee:

 

1.     Notes the potential for a purchase of a new site for the Bromley fire station and the development opportunity for the Poplar fire station sites, and that these opportunities are subject to future approval by the Authority;

2.     Authorises the Head of Procurement and Technical and Service Support, after consultation with the Head of Legal and Democratic Services, to invite competitive tenders in accordance with the Authority’s Code of Practice for Tenders and Contracts for:

a)      the proposed heating works at Bromley fire station and to accept the most economically advantageous tender, subject to the cost being within 5% of the overall project budget of £525k and chargeable to the Capital Programme at £498k in 2016/17 and £27k in 2017/18 for the defects period; and

b)     the proposed electrical works at Poplar fire station and to accept the most economically advantageous tender, subject to the cost being within 5% of the overall project budget of £400k and chargeable to the Capital Programme at £375k in 2016/17 and £25 in 2017/18 for the defects period; and

3.     Agrees that if LFEPA’s interest in the new site in Bromley progresses, officers will produce a revised  scope of heating works, provided that the resulting costs are within  the delegated authority of the Director of Finance and Contractual Services.

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

13.

Vehicles and Equipment Contract Update - FEP 2650 pdf icon PDF 130 KB

Head of Procurement, and Technical and Service Support – Providing updates on the operation and performance of the Vehicles and Equipment Contract with Babcock Critical Services Ltd, covering the period from December 2015 to June 2016.

Minutes:

Report by the Head of Procurement and Technical and Service Support.

 

The Head of Procurement and Technical and Service Support introduced the report and answered questions from Members.  He confirmed that Babcock’s performance had remained satisfactory, though drew Members’ attention to table A in the report and the spike in KPI points in April/May 2016  which had been due to a temporary staff shortage.  The Head of Procurement and Technical and Service Support agreed to update Members on the subsequent financial abatements, following discussion with Babcock.

 

The Committee discussed the implications of the Ultra Low Emission Zone (ULEZ), as set out in paragraphs 26-27 of the report, and the Head of Procurement and Technical and Service Support agreed to provide an additional briefing to Members regarding the issues involved and the cost implications of achieving ULEZ compliance.

 

The motion was made by the Chair – That:

 

1.             The report be noted; and

 

2.             That the Head of Procurement and Technical and Service Support, after consultation with the Head of Legal and Democratic Services, be authorised to place orders under the contract with Babcock Critical Services  to procure the fleet and operational equipment  replacement  requirements detailed in this report and to draw down the capital funds to reimburse Babcock Critical Services for the payments for the replacement items that fall due within 2017/18 and 2018/19. These are: 

 

(a)    The early replacement 11 Arial Ladder Platforms in 17/18 at a cost of £7,260K and 4 Turntable Ladders at a cost of £2,640K in 18/19;

 

(b)   The early replacement of the current fire boats at a cost of £100K for specification and expert consultancy in 17/18 and a further £2,400K in 18/19 for build and supply; and

 

(c)       The purchase of a further 73 pumping appliances at a cost of £8,025K in 17/18 (28 vehicles) and £9,120K for the remaining 45 vehicles in 18/19.

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

 

14.

Urgent Business pdf icon PDF 114 KB

Any other items which the Chair decides are urgent.

Minutes:

 

In accordance with the provisions of Part VA of the Local Government Act 1972, the Chair agreed to admit the following item to the agenda as a decision on the matter could not await the next meeting of the Committee on 4 November 2016 for the reasons outlined in the report.

 

Item 14(a) - LFB Enterprises Agreement with Firescue Global Limited - FEP 2654

 

Report by the Director of Operations.

 

The Director of Operations introduced the report.

 

The motion was made by the Chair – That the Committee consider the Part 2 report FEP 2654X (item 18 on the agenda) regarding entering in to the contract described in the report.

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

15.

Exclusion of Press and Public

The Committee is recommended to agree to exclude the public and press from the meeting, in accordance with paragraphs 3 and 7a 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 paragraph 5 of Schedule 12A of the Local Government Act 1972 (as amended).

 

16.

Proposed Third Training Centre - FEP 2646X

Director of Safety and Assurance – reporting on proposals for a third training centre.

 

Minutes:

Report by the Director of Safety and Assurance.

 

The Director of Safety and Assurance introduced the report.

 

The motion was made by the Chair – That the Committee:-

 

1.             Gives approval to build a Third Training Centre on the Croydon fire station site on condition that the costs do not exceed those set out in Appendix A to the non public report, and subject to full and robust consultation being undertaken, including with local residents, as part of the planning process;

 

2.             Delegates authority to the Director of Finance and Contractual Services to appoint the consultant Project Managers and Quantity Surveyors and other professional consultants needed on the Project (including consultants undertaking surveys and investigations) on condition that the costs do not exceed those set out in Appendix A to the non public report;

 

3.             Delegates authority to the Director of Financial and Contractual Services to appoint the building contractor for the Third Training Centre on condition that the costs of the contract do not exceed those set out in Appendix A to the non public report;

 

4.             Authorises the Head of Legal and Democratic Services (or authorised representative) to enter into and execute the contracts referred to above together with all ancillary or additional documentation and agreements as necessary; and

 

5.             Agrees that the decision (once agreed) can be recorded in the public minutes of this meeting.

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

 

 

 

17.

Bromley and Poplar Fire Station Development and Improvement - FEP 2649X

Head of Procurement, and Technical and Service Support – reporting on redevelopment opportunities, proposed works to replace the heating system at Bromley fire station and the rewiring of Poplar fire station.

Minutes:

Report by the Head of Procurement and Technical and Service Support.

 

The Head of Procurement and Technical and Service Support introduced the report and answered questions from Members, confirming that the provision of key-worker housing would be part of the proposals.

 

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

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.

 

 

18.

Urgent Business

Any other items which the Chair decides are urgent.

18a

LFB Enterprises Agreement with Firescue Global Limited - FEP 2654X

Director of Operations – reporting on a current LFBe contract.

 

Minutes:

 

In accordance with the provisions of Part VA of the Local Government Act 1972, the Chair agreed to admit the following item to the agenda as a decision on the matter could not await the next meeting of the Resources Committee, for the reasons set out in the report.

 

Report by the Director of Operations.

 

The Director of Operations introduced the report and answered questions from Members, confirming that profits were to be reinvested in the company.  He also agreed to provide a briefing to Members regarding the possible uses by the Brigade of the product Firescue Global were using in the sachets and fire extinguishers. 

The motion was made by the Chair – That the Committee agrees to delegate authority to the Director of Finance and Contractual Services, as Shareholder Representative, to authorise London Fire Brigade Enterprises Ltd to enter into a contract with the company named in FEP 2654X and ancillary documentation.

 

The motion was seconded by Councillor Whelton, put and agreed.

 

Resolved – accordingly.