Agenda and minutes

To elect a Chair to serve until the Authority’s Annual Meeting in 2020.

Councillor Eastman proposed, with Councillor Peart seconding, that Councillor Randall Johnson be elected Chair of the Authority until its Annual Meeting in 2020.

RESOLVED that Councillor Randall Johnson be elected Chair of the Authority until its Annual Meeting in 2020.

To elect a Vice Chair to serve until the Authority’s Annual Meeting in 2020.

Councillor Hannaford proposed, with Councillor Trail seconding, that Councillor Wheeler be elected Vice-Chair of the Authority until its Annual Meeting in 2020.

Councillor Bown proposed, with Councillor Healey seconding, that Councillor Coles be elected Vice-Chair of the Authority until its Annual Meeting in 2020.

Following a request by Councillor Saywell, it was

RESOLVED that, in accordance with Standing Order 26(3), a secret ballot be held to determine the election of Vice-Chair.

On the basis of the results of the secret ballot, it was subsequently

RESOLVED that Councillor Wheeler be elected Vice-Chair of the Authority until its Annual Meeting in 2020. 

of the previous meeting held on 19 February 2019 attached.

RESOLVED that the Minutes of the budget meeting of the Authority held on 19 February 2019 be signed as a correct record.

Joint report of the Director of Corporate Services and Director of Finance (DSFRA/19/10) attached.

The Authority considered a report of the Director of Corporate Services (DSFRA/19/10) on the annual review of the Authority’s constitutional governance framework (Standing Orders, Financial Regulations etc.).  The majority of the documents remained by and large fit for purpose but had been updated, as necessary, to reflect current processes and procedures and to provide for more gender-neutral language as required.

Specific amendments were proposed, however, to:

·        Standing Orders (in relation to procedures for the appointment of a Chief Fire Officer); and

·        Financial Regulations (increase to financial limits for matters delegated either to the Treasurer or to the Resources Committee; inclusion of process for disposal of assets).

The report also identified that, at its meeting on 8 April 2019, the Authority’s Standards Committee had resolved to recommend to the Authority a number of proposed changes to the Code of Conduct.  These recommendations would be considered, however, by the Authority at its Ordinary Meeting (to follow this annual meeting) as part of adoption of the Standards Committee minutes.

RESOLVED

(a).       that the proposed amendment to Standing Orders identified in paragraph 3.1 of report DSFRA/19/12 be approved;

(b).       that the proposed amendments to Financial Regulations as identified in paragraphs 4.5, 4.7, 4.8, 4.10 and the appendix to the report be approved;

(c).        that the other, non-material and consequential changes to Financial Regulations, the Treasury Management Policy, the Scheme of Delegations and the Corporate Governance Code, as identified in paragraphs 4.1 and 4.2 and Sections 5, 6 and 7 of the report, be endorsed;

(d).       that it be noted that proposed amendments to the Authority’s Code of Conduct will be considered as part of the agenda for the Authority Ordinary Meeting to commence on conclusion of this Annual Meeting; and

(e).       that, subject to (a) to (d) above, the constitutional framework documents as listed at paragraph 1.1 of the report be endorsed.   

(SEE ALSO MINUTES DSFRA/7(c) and 8 OF THE AUTHORITY ORDINARY MEETING 7 JUNE 2019)

Report of the Director of Corporate Services (DSFRA/19/11) attached.

The Authority considered a report by the Director of Corporate Services (DSFRA/19/11) on appointments to the Authority’s committees (including Chairs and Vice-Chairs) and to outside bodies for the forthcoming (2019-20) municipal year.

The report also identified a number of proposed changes to the Terms of Reference for committees aimed at improving the effectiveness and efficiency of the Authority’s governance arrangements. 

RESOLVED

(a).       that the following appointments be made to the committees etc. as indicated until the Authority Annual Meeting in 2020 (unless otherwise indicated):

Audit & Performance Review Committee

Councillors Clayton, Healey, Napper, Prowse, Saywell, Way and Wheeler

Chief Fire Officer’s Appraisals Panel

Councillors Best, Hannaford, Randall Johnson and Vijeh

Community Safety & Corporate Planning Committee

Councillors Buchan, Colthorpe, Doggett, Eastman, Radford, Redman and Trail

Human Resources Management & Development Committee

Councillors Best, Clayton, Hannaford, Peart, Thomas, Wheeler and Vijeh

Internal Disputes Resolution Panel

Councillors Clayton, Hannaford and Vijeh

(NOTE:  this Membership is to be reviewed by the Human Resources Management & Development Committee at its meeting scheduled for 10 July 2019)

Resources Committee

Councillors Biederman, Coles, Drean, Peart, Radford, Singh and Yabsley

Standards Committee

Councillors Bown, Drean, Prowse, Redman, Thomas, Trail and Way

Local Pension Board

Councillor Wheeler

Equality and Diversity Member Champion

Councillor Redman

Climate Change and Sustainability Member Champions

Councillors Buchan and Clayton

(b).       that the following be appointed as Chairs and Vice Chairs to committees as indicated until the Authority Annual Meeting in 2020:

Audit & Performance Review Committee

Chair:                      Councillor Healey

Vice-Chair:             Councillor Prowse

Chief Fire Officer’s Appraisals Panel

Chair:                      Councillor Randall Johnson

Vice-Chair:             Councillor Vijeh

Community Safety & Corporate Planning Committee

Chair:                      Councillor Redman

Vice-Chair:             Councillor Eastman

Human Resources Management & Development Committee

Chair:                      Councillor Hannaford

Vice-Chair:             Councillor Vijeh

Resources Committee

Chair:                      Councillor Drean

Vice-Chair:             Councillor Coles

Standards Committee

Chair:                      Councillor Thomas

Vice-Chair:             Councillor Trail

(c).        that the following appointments be made to outside bodies as indicated until the Authority Annual Meeting in 2020:

LOCAL GOVERNMENT ASSOCIATION

Fire Commission

Authority Chair (Councillor Randall Johnson) and Councillor Coles

General Assembly

Authority Chair (Councillor Randall Johnson), Councillors Bown, Redman and Wheeler

(NOTE:  Assembly attendance is conditional on the inclusion of fire and rescue specific items on the Assembly meeting agenda)

SOUTH WEST COUNCILS

Authority Chair (Councillor Randall Johnson)

SOUTH WEST PROVINCIAL COUNCIL

Chair of Human Resources Management & Development Committee (Councillor Hannaford)

(d).       that the revised committee Terms of Reference as appended to report DSFRA/19/11 be approved.

Report of the Director of Corporate Services (DSFRA/19/12) attached.

The Authority considered a report of the Director of Corporate Services (DSFRA/19/12) to which was appended a draft Calendar of Authority meetings for the forthcoming (2019-20) municipal year.

RESOLVED that the draft Calendar of Authority meetings for the 2019-20 municipal year be approved.