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Confirm the Minutes of the GPWG Meeting held on 27 February 2023

DERBYSHIRE FIRE & RESCUE AUTHORITY
GOVERNANCE AND PERFORMANCE WORKING GROUP
MINUTES OF THE MEETING HELD
27 FEBRUARY 2023

    ITEM 5

Present:

  • Cllr Nigel Gourley (Chair)
  • Cllr Trevor Ainsworth
  • Cllr Sue Burfoot
  • Cllr Kevin Gillott
  • Louise Taylor – Solicitor/Monitoring Officer
  • Davinder Johal - Area Manager Non-Operational (T) People and Organisational Development
  • Clive Stanbrook – Area Manager Community Safety & Central Policy
  • Mandy Marples - Derby City Council/CMAP
  • Hayley Clarke – Ernst & Young LLP
  • Hannah McDonald - Derby City Council/CMAP
  • Mark Nash – Head of Corporate Financial Services
  • Fiona Cragg - Organisational Governance Officer
  • Simon Abbs - Station Manager Business Change/Organisational Development

Guests:

  • Carl Wilton – Data & Performance Manager Systems and Info
  • Simon Abbs - Station Manager Business Change/OD

Committee Clerk:

  • Leanne Mellors – PA to Principal Officer Support

1. APOLOGIES

  • Cllr Ged Potter
  • Cllr Jack Woolley
  • Robert Taylor – Deputy Chief Fire Officer

2. DECLARATIONS OF INTEREST

  • None.

3. MINUTES OF THE MEETING HELD ON 27 NOVEMBER 2022

  • The Minutes were reviewed. Members confirmed the minutes as an accurate record. No matters arising.   

4. GPWG TERMS OF REFERENCE

  • L Taylor, Solicitor/Monitoring Officer, provided Members with an overview of the Governance and Performance Working Group Terms of Reference, due to be reviewed in September 2023.
  • Members noted and agreed the Terms of Reference.

5. CMAP EXTERNAL QUALITY ASSESSMENT

  • M Marples from Central Midlands Audit Partnership presented the findings from the external quality assessment (EQA) undertaken by Business Risk Solutions in September 2022 which assessed the Central Midlands Audit Partnership’s (CMAP) conformance with the Public Sector Internal Audit Standards (PSIAS), which have been in place since 1st April 2013 (revised 2016 and 2017). Assurance was provided that they are fit to perform internal audits and regulations are met.
  • Members noted the report and accepted the recommendations.  

6. FLEET MANAGEMENT 2022/23 FINAL AUDIT REPORT

  • M Marples from Central Midlands Audit Partnership presented the findings from the Fleet Management 2022/23 final audit report, highlighting four low risks, two risks being accepted by Management, who are satisfied with the current position.
  • Members noted the Fleet Management final audit report and accepted the recommendations.

7. ANTI-FRAUD AND CORRUPTION 2022/23 FINAL AUDIT REPORT

  • Hannah McDonald from Central Midlands Audit Partnership presented the findings from the anti-fraud and corruption governance framework audit report, which focused on the reporting and investigation of fraud and corruption within the Service. Four low and two moderate risks were identified. 
  • Members noted the Anti-Fraud and Corruption 2022/23 final audit report and accepted the recommendations.

8. RECRUITMENT 2022/23 FINAL AUDIT REPORT

  • M Marples from Central Midlands Audit Partnership presented the findings from the Recruitment 2022/23 Final Audit Report. These findings were reported in two parts, recruitment and retention as part of a consultancy review and formal recommendations to address areas of weakness. Five low risks identified, two of which have been implemented and two moderate risks identified.
  • Members noted the Recruitment 2022/23 Final Audit Report and accepted the recommendations.

9.  INTERNAL AUDIT PROGRESS REPORT 2022/23

  • M Marples from Central Midlands Audit Partnership presented the Internal Audit Progress Report for 2022/23. The Report highlighted a number of Moderate recommendations.
  • The IT Business Continuity and Homeworking recommendation has had a revised action date of 30 June 2023.
  • Members noted the Internal Audit Progress 2022/23 report and accepted the recommendations.

10.  INTERNAL AUDIT PLAN 2023/24

  • M Marples from Central Midlands Audit Partnership presented the Internal Audit Plan and Charter for 2023/24. The annual Audit plan sets out proposals on how this will be achieved in the year ahead. It is a flexible risk-based Plan that allows Internal Audit to respond to emerging and changing risks during the year. 
  • Six key Audit Plan Assignments were identified, three identified as a medium risk and three as a high risk.
  • The IT Audit Reviews including IT Security and IT Entity Level Controls, identified as high risk are due to finish between March/April 2023.
  • Members noted the report and approved the internal Audit Plan and Charter for 2023/24.

11. REVIEW OF ACCOUNTING POLICIES  

  • M Nash, Head of Corporate Financial Services presented the Review of Accounting Policies 2022/23, referring to appendix 1, highlighting the changes from last year to Members.  
  • Members accepted the changes from last year and are happy to put forward.
  • An awareness, information session for Members will be held in September 2023.

12. PROGRESS UPDATE ERNST & YOUNG – VERBAL UPDATE

  • Hayley Clarke from Ernst & Young LLP provided a verbal Progress Update. This Financial statement included property assets being revalued. It was highlighted that this runs the risk of a material misstatement, whereby the movement would then be outside of an acceptable range.  
  • Ernst & Young are keen to get this resolved by end of March 2023 in order to start the 2022 Audit.
  • Members noted the progress update from Ernst & Young.

13. CORPORATE RISK DASHBOARD 2022/23 (FireView Live Data) - VERBAL UPDATE

  • Simon Abbs, Station Manager Business Change/Comms presented the live Corporate Risk Dashboard summary, highlighting six matters, two of these risks have since been downgraded.
  • Three matters including Service Delivery Technology are new risks highlighted as part of the business continuity arrangements.
  • Members noted the changes made to the Risk Register.

14. HMICFRS INSPECTION REPORT / ACTION PLAN

  • Davinder Johal, Area Manager Non-Operational provided an overview of the HMICFRS Inspection action plan, referring to appendix 2, highlighting all areas for improvement, including areas under the people pillar.
  • Updates to be provided to Members following further development.
  • Members noted the HMICFRS Inspection Report.

15. CULTURE REVIEW INTO LONDON FIRE BRIGADE

  • Davinder Johal, Area Manager Non-Operational provided an overview of the Culture Review into London Fire Brigade, published in November 2022. Referring to appendix 1, which focused on formal recommendations highlighted from the London Fire Brigade.
  • Actions have been added to the Corporate Risk Register.
  • Members noted the two reports.

16. QUARTER 3 PERFORMANCE SUMMARY

  • Clive Stanbrook, Area Manager Community Safety & Central Policy, presented the current Quarter 3 Performance Summary report.
  • There has been a 15% decrease in fire incident activity in quarter 3 and 2 accidental fire related deaths in quarter 3 so far. 
  • There has been a 60% decrease on fire calls so far for quarter 3, call handling time has dropped by 4 seconds, meaning turnout time for trucks has reduced, which is brilliant. 
  • 3,600 Safe and Well checks were delivered to vulnerable people in quarter 3. There has also been a 140% increase in school fire safety talks, this equates to 653.
  • On-Call availability achieved 78%, whilst Wholetime pumps were available over 99% of the time.
  • 82% of life-risk fires were attended within 10 minutes of being mobilised, this is 2% above target.
  • Members noted the Quarter 3 Performance summary.

17. KPM REVIEW AND TARGET SETTING 2023/24

  • Carl Wilton, Data & Performance Manager provided an overview of the current incident forecast, proposing an aim for future target measures.
  • A review of the course competency measures is due to take place.
  • Recommendation to approve 2023/24 amendments are proposed targets.
  • Members noted the KPM review and proposed targets