Board Minutes
BOARD MEETING
Date: Monday 28 January 2019
Time: 9:00am – 2.00pm
Venue: National Headquarters, Remutaka Meeting Room, Level 3, 80 The Terrace, Wellington
Present:
Hon Paul Swain
Chair
Dr Nicola Crauford
Deputy Chair
TeAroha Cook
Member
Malcolm Inglis
Member
Wendie Harvey
Member
Apologies:
Peter Drummond
Member
In Attendance:
Rhys Jones
Chief Executive
Bella Sutherland
Director Office of the Chief Executive
Jenny Stevens
Executive & Ministerial Services Manager
Janine McLees
Director Integration
Brett Warwick
Chief Financial Officer
Brendan Nally
Director People & Capability
The Chair opened the meeting at 9:00am
1. 19(001) Conflicts and Declarations of Interest
Members confirmed that they had no conflicts of interest to declare relating to any other matters on
the agenda items. Wendie Harvey advised members that effective 1 February 2019 she would no
under the Official Information Act 1982
longer be a Director, Napier Port Limited; and effective 16 February no longer be a Director, Quality
Roading and Road Services (Wairoa) Limited. The register of members interests would be updated
accordingly.
2. 19(002) Minutes of the meeting held 18 December 2018
The minutes of the meeting held on 18 December 2018 were approved as a true and accurate record
of the meeting with minor amendments.
Released
Moved: Nicki Crauford; Seconded: TeAroha Cook
3. 19(003) Strategic Priorities + Outcomes – next steps
Caroline Steele, Cathryn Moriarty and Rebecca Scott joined the meeting for this item.
The Board note its preference for the strategy work to be delayed until the new ELT take up their
positions as their input and ownership is important. The Board noted the timelines provided and
requested an out of session paper including the timeline, implications and a planned approach going
forward.
The Chief Executive agreed to discuss options to have a session with the new Executive Leadership
Team (ELT) in late February, and would inform the Board once availability had been confirmed.
4. 19(004) Positive Culture workplace review team
The Board held a closed session with Judge Coral Shaw and Samantha Turner and discussed the
positive culture workplace review released by the Chief Executive on 24 January 2019.
5.
19(005) Financial cost and levy update Bella Sutherland and Brett Warwick joined the meeting for this item.
The Board noted that the Minister has stated a preference for a first principle review of how Fire and
Emergency New Zealand is funded, and was provided with analysis of the current levy rate
sustainability during the period of any such review. It was noted that a briefing paper would be
provided to the Minister by 8 February 2019.
The Board provided feedback on the options and noted the uncertainty, the potential relationship
risks and the need to be realistic about the expectations of the Government in regards to what can
be achieved and delivered.
The Board requested that the draft cabinet paper be circulated for their information.
Resolved:
That the Board:
1.
noted the current levy rate of 10.6 cents (ex GST) per $100 sum insured should provide Fire and
Emergency with sufficient revenue, including provision for modest staged implementation of
the operating model, over the course of a two to three year first principles funding revenue;
under the Official Information Act 1982
2.
noted there are projected periods of negative cash flows from 2022/23 (four financial years’
time) onwards, unless new or modified methods of managing this are made available;
3.
agreed the following priority order for means of managing cashflow, any of which would require
Ministerial approval:
i.
Levy rate increases
ii.
The Government’s transition funding injection repayments be deferred or written off
and those funds set aside as a special reserve
Released
iii.
Borrowing (for managing short term cash flow purposes only)
4.
agreed to a briefing to the Minister being drafted based on this paper and subsequent in Board
discussion, for the Chair to sign, by 8 February 2018.
Moved: Malcolm Inglis; Seconded: Nicki Crauford
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5. 19(006) Approval of Volunteerism and Risk Reduction strategies
Janine McLees joined the meeting for this item.
The Board was provided with the final draft Risk Reduction Strategy and Volunteerism Strategy. The
strategies were considered by the Integration and Change Committee in December 2018, and subject
to some amendments, the Committee recommended that the strategies be submitted to the Board
for approval.
The Board noted that the development of the work programme for the Volunteerism and Risk
Reduction strategies would be reported to the Integration & Change Committee.
Resolved:
That the Board:
1.
noted the attached final draft Risk Reduction Strategy and final draft Volunteerism Strategy for
Fire and Emergency NZ;
2.
noted that both strategies have been amended to reflect feedback from the Integration and
Change Committee in December 2018;
3.
noted that the Risk Reduction and Volunteerism strategies were key deliverables in the 2017/18
Statement of Performance Expectations, to be completed by 31 December 2018; and
4.
approved the final draft Risk Reduction Strategy and final draft Volunteerism Strategy as
amended.
Moved: Nicki Crauford; Seconded: Malcolm Inglis
6. 19(007) Disputes Resolution Scheme
Bel a Sutherland spoke to the paper and asked the Board to agree to the proposals within the draft
Statutory Dispute Resolution Scheme consultation documents.
The Board acknowledged the progress made with the consultation documents and approved
engagement with departmental and other officials, noting that the final documents would be
submitted to the March Board meeting for approval prior to submitting to the Minister.
Resolved
That the Board: under the Official Information Act 1982
1.
noted the revisions made to the proposals since discussion at the Integration and Change
Committee on 15 October 2018 and receiving feedback from Judge Shaw;
2.
noted the consultation document provided is draft and will be finalised and submitted to the
Board for the 6 March meeting for approval to submit to the Minister;
3.
noted the current timeframes for Minister and Cabinet approvals; and
4.
agreed in principle the draft consultation document so that management can engage with DIA
and other officials.
Released
Moved: Wendie Harvey; Seconded: TeAroha Cook
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7. 19(008) Chief Executive’s Report
The Chief Executive presented the January monthly report. The Board discussed the contents of the
report and requested the fol owing:
• Deputy Chair requested a copy of the responses and the appendices to the Select Committee
questions to review them at the same time they are sent to the Chairman/Chief Executive
• Wendie Harvey was interested in learning more about the Select Committee process, and
requested a copy of the annual questionnaire.
• Engagement survey and low participation from volunteers (5%) and requested that Director
Office of the Chief Executive discuss with the Director People & Capability if there was any
flexibility in the closing date of the survey.
The Board noted the current deployment to Tasmania and discussed the current weather situation in
New Zealand.
Resolved:
That the Board:
1.
noted the contents of the Chief Executive’s Report.
8. 19(009) Safety Health & Wel being monthly report & quarterly update on ACC audit
Brendan Nal y joined the meeting for this item and provided the Board with the monthly Safety,
Health and Wellbeing update and the six monthly update on the ACC audit action plan.
The Board requested future reports include narrative around trends running through route causes,
any systemic issues in regions, analysis of what is being seen in the field to provide more context
around the data being reported.
The Board noted the six monthly update on the ACC Audit Action plan and requested further
information to validate the closed actions have been addressed and the appropriate practices have
now been embedded across the organisation. The Board suggested that sites being audited include
these actions. The Director People & Capability agreed to add an additional column to the action
plan presented which provided assurance.
Resolved:
under the Official Information Act 1982
That the Board:
1. noted the interim Safety, Health and Wellbeing monthly report; and
2. noted the progress report on the 2018 ACC Audit.
9. 19(010) Port Hil s Action Plan – January 2019 Update
Released
Bel a Sutherland spoke to the paper and provided the Board with an update on the progress made on
the Port Hills Action Plan. The Board requested a further update be provided on the Action Plan as
at 30 June 2019; and did not support it being closed at the present time.
Resolved
That the Board:
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1.
noted the update on the Port Hil s Action Plan as at 19 January 2019;
2.
requested a further update wil be provided on the Action Plan as at 30 June 2019
; and
3.
approved the public statement on the status of the Port Hil s Action Plan to be published on the
Fire and Emergency New Zealand website on 31 January 2019 noting that the next update
would be provided to the Board as at 30 June 2019.
10. 19(011) Quarterly Report to the Minister (Due 1 March 2019)
Caroline Steele joined the meeting for this item and sought feedback from the Board on the draft
quarterly report, which was provided without the financial section for the second quarter of the
2018/19 financial year. The Board noted that they would receive a final version on 14 February 2019
via email for round-robin approval.
Recommendations
That the Board:
1. noted the financial section of the report is not expected to ready until 31 January;
2. noted that further work will be done on the report and it will be sent to Board for approval out of
meeting cycle on 14 February 2019;
3.
noted the report incorporates how Fire and Emergency are contributing to the major and medium
benefits identified within the Blueprint; and
4.
noted that the final report is due to be submitted to the Minister by Friday 1 March 2019.
11. 19(012) Approval of Contracts: Accommodation in Rotorua (NTC)
The Board was asked to approve and sign two accommodation and meal contracts in Rotorua for the
National Training Centre as the total cost of the contracts are outside the delegation of the Chief
Executive.
Resolved:
That the Board:
1.
noted that a robust tender process has been undertaken and the recommendation paper for
contract award has been approved by the Chief Financial Officer and Director, Training and
Business Effectiveness; and
2.
approved the signing by the Chair, of the following contracts (attached for signing):
under the Official Information Act 1982
a) Rotorua International Plaza Hotel Ltd T/A Holiday Inn Rotorua (Appendix A)
b) AAPC Properties T/A Novotel Rotorua Lakeside for IBIS Rotorua Lakeside (Appendix B).
Moved: TeAroha Cook; Seconded: Wendie Harvey
12. 19(013) FireSuper Trustee
The Board was asked to approve the continued appointment of Brett Warwick as a Director of
FireSuper Trustee L
Released imited (FTL) post 1 March 2019.
Resolved:
That the Board:
1.
noted that effective 1 January 2018, the Board appointed Brett Warwick as an Executive member
of the FTL for a term of three years until 31 December 2020;
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2.
noted that Brett Warwick has signaled that he will leave Fire and Emergency New Zealand on 28
February 2019;
3.
agreed that Brett Warwick be appointed as a FTL Director until 30 June 2019;
4.
noted that Brett Warwick will now be eligible to claim the honorarium approved by the Board in
October 2018 effective from 1 March 2019;
5. noted that the Chairman of the Board will formally write to Brett Warwick confirming this
decision.
Moved: Paul Swain; Seconded: Nicki Crauford
The Board was also updated on the FireSuper Review and it was noted that Nicki Crauford and
Wendie Harvey have arranged to brief the selected vendors on 4 February 2019.
13. 19(014)
Finance & Investment report back and minutes The Board was provided with an update on the Finance & Investment Committee (the Committee)
meeting held on 18 December 2018.
Resolved:
That the Board:
1.
noted the draft minutes
appended.
14. 19(015)
General Business
a. Correspondence – noted.
b. Regional Visits – the Board agreed to hold regional visits during the months of June,
September and November. The Board Secretary would provide further information in due
course.
c. Upcoming Events – the Board noted the request to attend any event in their local area and
would keep the Board Secretary informed of any events they could attend.
d. May Board meeting – it was agreed that 1 May 2019 would stand, and the Chief Executive
would delegate to one of his deputies, due to his conflict with a AFAC Board meeting.
There being no further business the meeting closed at 2.00pm.
under the Official Information Act 1982
Signed as a true and accurate record.
Released
Paul Swain
Chairman
6 March 2019
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Board Minutes
BOARD MEETING
Date: Wednesday 6 March 2019
Time: 9:00am – 2.50pm
Venue: National Headquarters, Remutaka Meeting Room, Level 3, 80 The Terrace, Wellington
Present:
Hon Paul Swain
Chair
Dr Nicola Crauford
Deputy Chair
TeAroha Cook
Member
Peter Drummond
Member
Malcolm Inglis
Member
Wendie Harvey
Member (left the meeting at 2.30pm)
In Attendance:
Rhys Jones
Chief Executive
Bella Sutherland
Director Office of the Chief Executive
Jenny Stevens
Executive & Ministerial Services Manager
Darryl Purdy
Deputy Chief Executive Finance & Business
Brendan Nally
Deputy Chief Executive People
The Chair opened the meeting at 9:00am and held a closed Board session until 9.55am and then the
Board met with the Chief Executive in a closed session until 10.50am.
1. 19(016) Conflicts and Declarations of Interest Malcolm Inglis declared a conflict of interest with the First Right of Refusal - Whanganui station land
and would exclude himself from that agenda item. Wendie Harvey advised the Board that she was
still a Director of the Napier Port and the members register would be updated accordingly.
2. 19(017) Minutes of the meeting held 28 January 2019
under the Official Information Act 1982
The minutes of the meeting held on 28 January 2019 were approved as a true and accurate record of
the meeting with minor amendments.
Moved: Nicki Crauford; Seconded: TeAroha Cook
3. 19(018) Disputes Resolution consultation
The Board was asked to approve submitting the public and volunteer consultation documents for the
Released
Statutory Dispute Resolution Scheme (the Scheme) to the Minister for approval.
The Board provided feedback and requested that the diagrams be reconsidered before submitting
for ministerial approval. The Board thanked those involved in getting the consultation documents
finalised.
Resolved:
That the Board:
1.
noted the revisions made to the proposals since discussion at the Board on 28 January 2019;
2.
noted the current timeframes for Minister and Cabinet approvals; and
3.
approved with amendments the public and volunteer consultation documents be submitted to
the Minister for approval and submission to Cabinet.
Moved: Wendie Harvey; Seconded: Nicki Crauford
4. 19(019) Statement of Performance Expectations
The Board was asked to provide feedback on the first draft of the 2019/20 Statement of Performance
Expectations (SPE) and noted that an updated version would be submitted at the next Board
meeting, 29 March 2019.
Resolved:
That the Board:
1.
reviewed the contents of the draft Statement of Performance Expectations and provided
feedback.
5. 19(020) Chief Executive’s Report
The Chief Executive presented the February monthly report, and provided an update on:
• Positive workplace culture report noting that the Action Plan was in the final stages of
endorsement and the Board would receive a copy for their information of the Action Plan before
the public release on 21 March 2019. The Board noted that while the report was commissioned
by the Chief Executive they would be holding the Chief Executive accountable for the delivery and
implementation of the Action Plan. The Board requested a paper at the next Board meeting with
a recommendation as to how the Board will measure accountability.
• 9(2)(b)(ii)
under the Official Information Act 1982
Released
The Board requested an update on aerial appliances in due course.
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• PFAS screening, we are in discussion with the Unions and Association about introducing voluntary
health screening through a voluntary blood test to screen for Per and Poly-flurinated alkyl
substances. The Board wil be kept informed.
• Levy rate sustainability and departmental official feedback post the letter to the Minister.
Resolved:
That the Board:
1.
noted the contents of the Chief Executive’s Report;
2.
requested a paper on the Positive Workplace Culture review and the Boards ability to measuring
the CE’s outcomes together with a financial update on the cost of the approved Action plan
measure;
3.
requested the DCE People pick up the Maritime compliance reporting through the monthly
Health Safety Wellington report; and
4.
requested that the Chief Executive thank staff for the improvement in the OIA compliance.
6. 19(021) Safety Health & Wel being monthly report
The Deputy Chief Executive People joined the meeting and provided the Board with the monthly
Safety, Health and Wel being update. The Board were advised that the next monthly report would
have the additional 43 injuries reported that were sustained in response to the Tasman fires, but
these were explainable by a single event.
The Board noted the improvement in the monthly reporting and referenced the government
publication “Health and Safety: indicators and measures knowledge bank” published in 2019 and
requested that a link to the publication be circulated to the Board for their information.
The Board requested a report back in the next report on the circumstances surrounding the front end
loader tyre explosion; and requested that any graphs contained within reports were provided in high
resolution so that they can be read on Diligent.
Resolved:
That the Board:
1. noted the Safety, Health and Wellbeing monthly report;
2. requested a report next month on the circumstances surrounding the front end loader tyre
explosion; and
under the Official Information Act 1982
3. requested any graphs contained within reports were provided in high resolution to ensure
readability.
7. 19(022) Integration & Change Committee report back
The Deputy Chair provided the Board with an update on the Integration & Change Committee
meeting held on 18 February 2019. The Board was asked to note the monthly status report for the
Released
period 1 December 2018 – January 2019.
The Chair of the Audit & Risk Committee advised that he has asked the Risk Manager to ensure that
integration risks are captured in reports being presented to future ARC meetings.
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Resolved
That the Board:
1.
noted the monthly status report for the period 1 December 2018 – 31 January 2019.
8. 19(023) First right of refusal – Whanganui fire station land
Malcolm Inglis declared a potential conflict of interest and left the meeting at 1.12pm.
The Board was asked to approve Fire and Emergency New Zealand committing to explore a right of
first refusal (a Treaty redress mechanism) on Whanganui fire station land.
Recommendations
That the Board:
1.
noted management’s endorsement to committing to explore a first right of refusal on
Whanganui fire station land;
2.
agreed to Fire and Emergency committing to explore a right of first refusal on Whanganui fire
station land; and
3.
noted the commitment wil then appear in the Whanganui land settlement agreement in
principle currently being prepared by the Office of Treaty Settlements.
Moved: Paul Swain; Seconded: Peter Drummond
Malcolm Inglis returned to the meeting at 1.15pm.
9. 19(024) Approval of Contracts: Breathing Apparatus (BA) servicing
The Board was asked to approve an extension of the negotiated contract with Draeger Safety Pacific
Limited for the maintenance and repair services of breathing apparatus, as the total cost of the
contracts are outside the financial delegation of the Chief Executive.
Resolved:
That the Board:
1.
noted the benefits to Fire and Emergency New Zealand of implementing an enhanced service
contract;
2.
approved an extension of the negotiated contract with Draeger Safety Pacific Limited until 2028
for the maintenance and repair services of breathing apparatus; and
under the Official Information Act 1982
3.
delegated authority to the Chief Executive to sign the services contract on behalf of the Board.
Moved: Nicki Crauford; Seconded: Wendie Harvey
12. 19(025) Statutory delegations
The Board was asked to approve updating the Board statutory delegations for the Deputy Chief
Executive Service Delivery since his appointment on 1 February 2019.
Released
Resolved:
That the Board:
1.
noted the content of this paper;
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2.
noted that the Deputy Chief Executive Service Delivery is suitably qualified and trained to
perform or exercise the functions, duties and powers identified in the proposed delegations
instrument
attached to this paper;
3.
approved delegating the functions, duties and powers identified in the proposed delegations
instrument to the Deputy Chief Executive Service Delivery subject to the limitations set out in
that instrument and with effect from 11 March 2019;
4.
authorised the Board Chair to sign the proposed delegations instrument on behalf of the Board;
and
5.
noted that a further paper wil be submitted to the Board to update the delegations
instruments following confirmation of changes to Tier 3 roles in the Service Delivery branch.
6. decision.
Moved: Nicki Crauford; Seconded: Malcolm Inglis
13. 19(026)
Presentation of the “Sportsperson of the Year” Award The Board presented the Sportsperson of the Year Award to Seth Rance, Volunteer Station Officer
from Greytown Volunteer Fire Brigade.
14. 19(027) General Business
The Board noted the:
a. Correspondence: incoming and outgoing; and
b. Upcoming Events: TeAroha Cook offered to attend the 150th jubilee at Westport; and
Wendie Harvey offered to attend the 100th jubilee at Havelock North.
15. 19(028) Purpose, Vision, Outcomes and Values workshop
The Board held a workshop with members of the Executive Leadership Team to approve the Purpose,
Vision, and Outcomes and endorse the Values for Fire and Emergency New Zealand.
The Chief Executive opened the session and provided an overview and summary of where the
previous Strategic Leadership Team and the new Executive Leadership Team had got to.
The Board discussed and agreed the fol owing:
Purpose -
Protecting and preserving lives, property and the environment.
under the Official Information Act 1982
Vision -
Stronger communities protecting what matters.
Outcomes -
Communities prepare for, respond to and recover wel from emergencies.
Our services are valued and trusted
Social, economic and environmental impacts from emergencies are minimised
Values – subject to confirmation from the National Maori Advisor over the appropriate te reo
We Do the Right Thing –
Tikanga - we hold each other to high standards, are trusted by and trusting
Released
of others. We do what we say we will do and show courage to do what’s right, rather than what’s
easy. We take responsibility and think of others.
We Serve and Support –
Manaakitanga - we work towards strengthening and developing, by being
both proactive and responsive to the needs of others, including our teams and communities.
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We are Better Together –
Whanaungatanga – we seek opportunities to connect and build inclusive
relationships with others –our team members, different parts of our organisation, our partners and
our communities. We bring people together, celebrate difference and provide a safe environment for
all to thrive.
We strive to improve-
Auahatanga - we meet the needs of our partners and communities by looking
to the future and continuously finding ways to make things better. We are flexible and adaptable.
We embrace change, acknowledge what’s gone before and learn from experiments that help us
adapt to future needs.
The Board thanked the Executive Leadership Team for their work on this matter
There being no further business the meeting closed at 2.50pm.
Signed as a true and accurate record.
Paul Swain
Chairman
29 March 2019
under the Official Information Act 1982
Released
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Board Minutes
BOARD MEETING
Date: Friday, 24 April 2020
Time: 9.32am – 1.39pm
Venue: Zoom
Present:
Hon Paul Swain
Chair
Rebecca Keoghan
Deputy Chair
Te Aroha Cook (from 10.17am) Member
Wendie Harvey
Member
Malcolm Inglis
Member
Gwen Tepania-Palmer
Member
In Attendance:
Rhys Jones
Chief Executive
Raewyn Bleakley
Deputy Chief Executive Office of the Chief Executive
Kerry Gregory (until 10.42am) Deputy Chief Executive Service Delivery
Russell Wood
Deputy Chief Executive Organisational Strategy and Capability
Development
Darryl Purdy
Deputy Chief Executive Finance and Business Operations
Brendan Nally (until 10.42am) Deputy Chief Executive People
Nick Venter
Secretariat
The Chair opened the meeting at 9.32am and explained that Board only time and Board and Chief
Executive only time, if required, would be delayed until the end of the meeting.
under the Official Information Act 1982
1. 20(037) Interests register and conflicts of interest
Members updated the Register of Interest with the fol owing:
Rebecca Keoghan declared the fol owing interest:
• Judicial Control Authority
Wendie Harvey removed the following interest:
Released
• Council Member - Eastern Institute of Technology
2. 20(038) Confirmation of the minutes of the previous meeting
The minutes of the meeting held on 28 February 2020 were approved as a true and accurate record
of the meeting.
Moved: Malcolm Inglis; Seconded: Gwen Tepania-Palmer
3. 20(039) Action items from last meeting
It was agreed that the Board wil be provided with updates on the investigation into the incident
involving an unexploded device and the timeline for the review and revamp of unit standards.
Action
• The Board to be provided with an update on the Level 2 investigation into an unexploded
device
• The Board to be provided with a timeline for the review and revamp of unit standards
4. 20(040) Chief Executive’s report
The Board discussed the Chief Executive’s report. Rhys Jones confirmed that the UFBA (United Fire
Brigades’ Association)’s request for a contribution to a fund to support volunteers experiencing
hardship was separate to the Executive Leadership Team’s decision to compensate volunteers who
suffer financial loss as a result of COVID-19 exposure during emergency response.
The Chair reported that he had briefed UFBA President Bill Butzbach on Board discussions about the
possibility of providing some form of support for volunteer firefighters experiencing hardship as a
result of the pandemic. The UFBA president had been pleased to hear Fire and Emergency was
supportive of the concept.
5. 20(041) Gas Detection presentation
Kerry Gregory updated the Board on the project to pilot new gas detection equipment on between
100 and 180 trucks. Presently ageing equipment was carried by specialist fire investigators and on
rescue tenders, but was not present at every incident. The pilot would enable the organisation to
better assess what level of training and coverage was needed.
under the Official Information Act 1982
The Board noted that a pilot of 100 to 180 trucks was a large pilot, but that piloting the equipment
on the busiest trucks would help to manage existing health and safety risks. Members also noted
that the bigger the pilot the more volunteer stations would be involved.
The Board sought an assurance that personnel without access to adequate gas detection equipment
were not being put at risk. It was advised that Breathing Apparatus (BA) kept personnel safe in
irrespirable environments. If gas detectors were not available, or detectors were not providing clear
readings, the risk was mitigated by the wearing of BA.
Released
The Board commended management on a bespoke approach to procurement based on assessment
of risk.
Resolved
That the Board:
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1.
noted the presentation.
Action
• The Board to be updated in the CE’s report when a decision is made on the size of the gas
detection pilot.
6. 20(042) Funding Review update
The Board was advised that DIA had advised management that the Minister of Internal Affairs had
reprioritised her policy work programme in light of the COVID-19 pandemic. As a result, work on the
Fire and Emergency funding review has been suspended. This information had not been announced
publicly at the time of the meeting so should be treated as confidential.
The Board discussed the implications of the delay, noting that it provided certainty about the levy
rate until 2024.
Management advised that the current rate of 10.6 cents per $100 sum insured was insufficient to
ful y fund the intent of the Fire and Emergency Act.
The Board sought an update on the work being done to determine the baseline cost of running a
unified fire and emergency service. It was advised that the picture had been complicated by COVID-
19, the impact of which was not yet ful y known, but a first cut of the costs could be provided to the
Board in July.
Interest was expressed in the progress of levy adjustment work and potential timeframes for this.
Action
• The Board to be provided with a first cut of the baseline cost of running a unified fire and
emergency service at its July meeting
7. 20(043) Financial Position
The Board was advised that the March result was slightly below budget, but a $20 mil ion surplus was
now being forecast for the year, $14 mil ion more than budgeted, due to the lower costs associated
under the Official Information Act 1982
with COVID-19 restrictions.
The Board sought an update on the work being done to understand the increased costs arising from
material drivers of personnel variance in Service Delivery. It was advised that external expertise had
been engaged to help understand the drivers of the increased costs and further work was now being
done at region and area level. Management would be in a position to update the Board on what had
been discovered in June.
Released
Action
• The Board to be updated in June on the material drivers of personnel variance in Service
Delivery
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The Board discussed budgeted capital expenditure for the remainder of this financial year. It was
advised that asset managers were confident capital projects would proceed as planned, but progress
was being closely watched.
8. 20(044) COVID-19 Weekly Board Update
The Board was advised that work was continuing on the best, mid and worst-case scenarios
modelling the impact of COVID-19. The modelling suggested that if no cost savings were initiated Fire
and Emergency would run out of cash sometime between June 2021 and June 2023, depending on
which scenario proved the most accurate. Management would be engaging with the Board on
measures to improve liquidity.
9. 20(045) Request to Approve Standby Facility
The Board was asked to approve the establishment of a $10 million standby facility as one of the
steps to mitigate the financial risks of COVID-19.
Resolved
That the Board:
1.
Approved the establishment of a $10 million standby facility and delegated signing of the final
legal documentation to the Chief Executive and Deputy Chief Executive Finance and Business
Operations; and
2. agreed that Fire and Emergency should notify the Department of Internal Affairs and Treasury of
the decision as part of its wider consultation on risk mitigation options.
Moved: Paul Swain; Seconded: Malcom Inglis
Action
• DIA and Treasury to be notified of the Board’s approval of the establishment of a $10m
standby facility as one of the steps to mitigate the financial risks of COVID-19
10. 20(046) Levy Payment Policies
under the Official Information Act 1982
The Board was advised that Fire and Emergency had the discretion to defer the payment of levies by
up to two months and to waive interest for late payments. It was proposing to exercise that
discretion for levy payers whose cashflow had been adversely impacted by COVID-19. The Board
expressed support for the initiative and requested that Treasury, the Ministry of Business Innovation
and Employment and the Internal Affairs Minister be advised of the initiative.
Resolved
Released
That the Board:
1.
endorsed the proposed temporary adjustments to the treatment of late levy payments and
interest for the next six months, with the arrangements to be reviewed in August 2020;
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2.
requested that the Chief Executive and Deputy Chief Executive Finance and Business Operations
implement the process changes necessary to effect the adjustments under their delegated
authorities; and
3. requested that the Chief Executive and Deputy Chief Executive Finance and Business Operations
report back to the Board by 8 May 2020 with the details of the temporary adjustments
implemented.
Moved: Malcolm Inglis; Seconded: Rebecca Keoghan
Actions
• The Chief Executive and Deputy Chief Executive Finance and Business Operations to
report back to the Board by 8 May 2020 with the details of the temporary adjustments
implemented
• Management to work with DIA to advise appropriate control agencies and the
Minister of Internal Affairs of the assistance being offered to levy payers whose
cashflow has been adversely impacted by COVID-19
11. 20(047) Safety Health and Wel being monthly update
The Board was advised that:
• due to COVID-19 restrictions Fire and Emergency would struggle to meet the revised
Statement of Performance Expectations measure for the number of psychological wellbeing
workshops held;
• flu vaccinations were on track to almost double the yearly average of about 46 per cent for
staff;
• strains and sprains, the most common firefighter injuries, were down due to reduced training
• the number of COVID-19 related incidents attended by firefighters was lower than expected;
and
• no personnel had contracted COVID-19 from Fire and Emergency activities.
Resolved
That the Board:
1. noted the Safety, Health and Wellbeing monthly report;
under the Official Information Act 1982
2.
noted that no notifiable events occurred; and
3.
noted that analysis of COVID-19 Safe@Work events was included in the dashboard.
12. 20(048) Safety Health and Wel being Committee report back
Safety Health and Wellbeing Committee Chair Wendie Harvey advised that the Committee bad been
Released
briefed on the measures taken to protect personnel and prevent the transmission of COVID-19. It
had also been updated on NZPFU (New Zealand Professional Firefighters Union) concerns about the
PPE (Personal Protective Equipment) gowns supplied to firefighters. The Committee had been
pleased to hear that decisions about PPE were being based on sound research.
5 | P a g e
The Board was advised that an independent review of the top 10 critical risks identified by Fire and
Emergency in 2017 had confirmed they were stil the top 10 risks, but that the desktop review had
identified two other risks. Giving effect to the recommendations in the review posed significant
workload challenges and was potentially costly, but Fire and Emergency’s in-house capability to
progress the work was significantly better than it had been. The next step was for the Executive
Leadership Team to prepare a business case to progress the recommendations. The Board noted the
ful independent Top Ten Critical Risk Review had been included in Board papers before ELT (the
Executive Leadership Team) had had an opportunity to review the document.
The Board was advised that the data provided in the quarterly Safety Health and Wellbeing
dashboard had improved greatly since 2017, but the analysis and interpretation of the data still had a
long way to go. Accordingly, the Committee recommended that an independent consultant be
engaged to clarify what Board members needed in terms of reporting, analysis and interpretation of
safety, health and wellbeing data to fulfil their obligations as officers of an organisation.
Resolved
That the Board:
1.
noted the Safety Health and Wellbeing Committee report back;
2.
approved the engagement of external assistance in developing a framework for the analysis and
interpretation of reported FENZ health and safety metrics, to assist the Board to fulfil its due
diligence and monitoring responsibilities as officers of the organisation; and
3.
requested that the Committee, with the assistance of the Board Secretariat, prepare a scope for
submission to Margaret Van Schlaik to progress her engagement to work with the Committee to
develop this framework on behalf of the Board.
Moved: Wendie Harvey; Seconded: Rebecca Keoghan
Action
• The Board Secretariat to work with the Safety Health and Wellbeing Committee to prepare
a scope for submission to Margaret Van Schlaik to progress her engagement to work with
the Committee to develop a framework for the analysis and interpretation of reported
FENZ health and safety metrics
under the Official Information Act 1982
13. 20(049) Audit and Risk Committee report back
Malcolm Inglis advised the Board that key issues discussed at the 21 April quarterly meeting of the
Audit and Risk Committee included the 2020/2021 budget and budget processes.
It had been agreed that the budget for the coming year would need to be revised when the impacts
of COVID-19 became clearer, and that a revised budget would be provided to the Committee as soon
as practicable, and no later than December 2020. In the meantime, the Board would continue to
Released
receive regular financial updates on the impact of COVID-19.
The Committee had also discussed concerns about the management of some projects, including the
delay in the development of a work plan and evaluation criteria for the Volunteerism Strategy. It had
6 | P a g e
been agreed that any major initiatives presented to the Board for approval should be accompanied
by an implementation plan and evaluation criteria.
The Board was advised that good progress was being made developing terms of reference for the
review of the assurance function and that the Board would be kept updated on the review.
Resolved
That the Board:
1.
noted the report
.
14. 20(050) Budget 2020/2021 Update
The Board was advised that expenditure in the 2020/2021 budget fitted within the $617 million
revenue forecast for the current financial year as requested by the Board. Additional costs associated
with the organisational design were budgeted to come out of savings elsewhere in the budget.
Thirty-seven million dollars of uncommitted funding had been identified during the preparation of
the budget. (Additional uncommitted funding had been identified subsequently.)
Because the budget had largely been prepared before COVID-19 impacted on New Zealand it would
need to be revised once the impacts of the pandemic were better understood.
The Board congratulated management on operating within the financial constraints it had set.
The recommendation in the paper that the Board:
•
Agree that we may need to revise the budget if the impacts of COVID-19 prove unworkable
within the constraints of the budget
was amended to:
•
Agreed that the budget wil need to be revised when the impacts of COVID-19 become
clearer; and that the revised budget will be provided to the Board as soon as practicable, and
no later than December 2020
Moved: Malcolm Inglis; Seconded: Paul Swain
Resolved
That the Board: under the Official Information Act 1982
1.
approved the 2020/21 budget including the Financial Statements and Output Class Reporting
table;
2.
agreed that the budget wil need to be revised when the impacts of COVID-19 become clearer
and that the revised budget will be provided to the Board as soon as practicable, and no later
than December 2020; and
3.
agreed that the Board wil continue to receive regular updates on the financial impact of COVID-
Released
19.
15. 20(051) Ten Year Plan
The Board was advised it would see the final document in August. Due to the uncertainties about the
impact of COVID-19, the first plan would be delivered as a “minimum viable product”. The timeframe
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for delivery had also been extended to keep the plan in step with the review of the budget and
changing fiscal forecasts.
The Board emphasised the importance of structuring the plan so that it showed how it contributed to
the achievement of the strategic priorities set in the National Strategy.
Resolved
That the Board:
1.
noted progress to date towards developing the 10 year plan;
2.
noted that due to current uncertainties, ELT had extended the timeframe for delivery of the 10
year plan and agreed that this first 10 year plan will be delivered as a ‘minimum viable product’,
and reviewed next year; and
3.
noted the shortlist of initiatives at Appendix A that will form the basis of the 10 year plan.
Action
• The Board to be provided with a draft of the 10 Year Plan before it is provided with the
final version in August
16. 20(052) Statement of Performance Expectations and Statement of Intent
The Board was presented with the second drafts of the 2020-2024 Statement of Intent (SOI) and
2020/2021 Statement of Performance Expectations (SPE). It was advised that the Department of
Internal Affairs (DIA) had been consulted and was reviewing both documents. A start had been made
on incorporating feedback from the Audit and Risk Committee and the next iterations of the
statements, incorporating feedback from both the Committee and DIA, would be presented to the
Board for review at its 29 May meeting.
The Board was advised that consideration was being given to adjusting metrics that could not be
achieved this year and would not be achieved next year.
The Board cautioned against jargon creep and stressed the importance of linking to the
organisation’s strategic priorities in both documents. It also highlighted the importance of telling the
under the Official Information Act 1982
value story by showcasing the benefits of creating a unified fire and emergency service.
The Board was advised that budget changes resulting from the impact of COVID-19 would be
reflected in the SPE and SOI.
Resolved
That the Board:
1.
agreed the proposed description of a “unified” organisation, used in both the SOI and SPE; and
Released
2.
noted the new timeline approved by the Board on 9 April 2020 for SOI and SPE review and
approval.
17. 20(053) Dispute Resolution Scheme
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The Board commended the quality of the post-consultation version of the Dispute Resolution
Scheme Rules and the clarity of the letter drafted for the Chair to send to the Minister.
Resolved
That the Board:
1.
submit the Dispute Resolution Scheme Rules (dated 7 April 2020) to the Minister for approval by
way of the attached letter to be signed by the Chair.
18. 20(054) GSO for Insurance Brokers
The Board was asked to delegate to the Chief Executive the authority to sign the Group Services
Order (GSO) pertaining to the procurement of insurance broker services. It was advised that the
delegation was necessary because the government consortium of which Fire and Emergency was a
part was changing brokers which would likely lead to a change of insurers.
Resolved
That the Board:
1.
delegated to the Chief Executive the authority to sign the GSO with AON.
Moved: Paul Swain; Seconded: Malcolm Inglis
19. 20(055) Performance Measurement Framework update
The Board was advised that the new Performance Measurement Framework (PMF) was a tool for
telling Fire and Emergency’s performance story. It would be implemented and embedded into
aspects of planning across the organisation over the next three years. The Board was pleased that
performance would be measured against strategy.
The Board requested that an update on implementation be included in a future Chief Executive’s
report.
Action
• An update on implementation of the Performance Measurement Framework to be
included in a future Chief Executive’s report to the Board
under the Official Information Act 1982
Resolved
That the Board:
1.
noted the approach to implementing the Performance Measurement Framework; and
2.
noted the Performance Measurement Framework wil be implemented over the next few years
in an iterative manner.
Released
20. 20(056) Type 3 Procurement Update
The Board was advised that COVID-19 had slowed progress on the Type 3 Appliance Acquisition
Project. Members discussed the merits of having a panel of suppliers, noting that suppliers needed to
get enough business to maintain capability.
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Resolved
That the Board:
1.
noted the content of the paper.
21. 20(057) Power of Attorney – 6 Monthly Update
The Board was provided with a copy of the register recording all instances of the signing or execution
of documents by Fire and Emergency’s attorneys in the six months to 15 April 2020, in accordance
with Board minute 19(040).
Resolved
That the Board:
1.
noted the register in Appendix A, recording seven instances of the signing or execution of
documents by Fire and Emergency’s attorneys in the six months to 15 April 2020.
22. 20(058) UFBA Six Monthly Report to 31 December 2019
The Board was provided with the United Fire Brigades Association’s (UFBA) six monthly report to
December 2019. It was advised that the UFBA had met its reporting obligations for the six-month
period.
One issue of particular interest was how the UFBA would make its case for funding of the Pathways
Project.
Resolved
That the Board:
1.
write formally to the UFBA:
• noting the contents of its report.
Action
• Letter to be drafted for Chair to send to UFBA formally noting the contents of its six-
month report
23. 20(059) General Business
under the Official Information Act 1982
The Chair noted that condolence letters had not come to him for his signature for several weeks.
Management undertook to fol ow-up.
Action
• Management to ensure condolence letters are provided to the Chair for his signature
Released
Members agreed that weekly Board COVID-19 updates would continue for the next four weeks to be
held at 1pm on Fridays.
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There being no further business the meeting closed 2pm. The Board then held a Board only session.
Signed as a true and accurate record.
Paul Swain
Chair
24 April 2020
under the Official Information Act 1982
Released
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Board Minutes
BOARD MEETING
Date: Friday, 29 May 2020
Time: 10.03am – 2.43pm
Venue: Zoom
Present:
Hon Paul Swain
Chair
Rebecca Keoghan
Deputy Chair
Te Aroha Cook
Member
Wendie Harvey
Member
Malcolm Inglis
Member
Gwen Tepania-Palmer
Member
In Attendance:
Rhys Jones
Chief Executive
Raewyn Bleakley
Deputy Chief Executive Office of the Chief Executive
Kerry Gregory (until 12.53pm) Deputy Chief Executive Service Delivery
Russell Wood (until 2.33pm)
Deputy Chief Executive Organisational Strategy and Capability
Development
Darryl Purdy (until 2.33pm)
Deputy Chief Executive Finance and Business Operations
Brendan Nally (until 12.53pm) Deputy Chief Executive People
Nick Venter
Secretariat
The Chair opened the meeting at 10.03am.
1. 20(059) Interests register and conflicts of interest
under the Official Information Act 1982
Rebecca Keoghan removed the fol owing interest:
• Director - Invercargill City Forests
2. 20(060) Confirmation of the minutes of the 23 and 24 April Board LAC Appointments meeting
The minutes of the Board LAC Appointments meeting held on 23 and 24 April were approved as a
Released
true and accurate record of the meeting.
Moved: Gwen Tepania-Palmer; Seconded: Malcolm Inglis
3. 20(061) Confirmation of the minutes of the previous meeting
The minutes of the meeting held on 24 April 2020 were approved as a true and accurate record of
the meeting with the fol owing amendment:
The Board requested that “material drivers of personnel variance in Service Delivery” be substituted
for “work being done to understand the increased costs arising from highter career firefighter sick
and accident-related leave” in the second paragraph of 20(043) and that the accompanying action be
amended accordingly.
Moved: Wendie Harvey; Seconded: Rebecca Keoghan
Action
• Amend minutes and action log item 216 to read: Update the Board on the material drivers
of personnel variance in Service Delivery
4. 20(062) Confirmation of the minutes of the 8 May Board LAC Appointments meeting
The minutes of the Board LAC Appointments meeting held on 8 May were approved as a true and
accurate record of the meeting.
Moved: Te Aroha Cook; Seconded: Malcolm Inglis
5. 20(063) Confirmation of the minutes of the 8 May Covid19 Board Update meeting
The minutes of the COVID-19 Board Update on 8 May were approved as a true and accurate record
of the meeting.
Moved: Paul Swain; Seconded: Wendie Harvey
6. 20(064) Action items from last meeting
The Board noted that the action log had been updated.
7. 20(065) Chief Executive’s report
under the Official Information Act 1982
Rhys Jones advised the Board that the return of over-70s to operational duties had lifted operational
capability to 90 per cent and that just one station – Aramoana in the Hawke’s Bay – was offline.
The Board sought an update on the dispute with the New Zealand Professional Firefighters Union
(NZPFU) over the prposed Employee Transition Protocol for Tranche 2 of the organisational design. It
was advised that Fire and Emergency was awaiting the outcome of the Employment Court process
and that external legal advice had been used throughout the process.
Released
The Board was advised that the Chair and Raewyn Bleakley would develop the proposal for them to
“adopt” Local Advisory Committees and provide an update by email.
The Board discussed the concerns expressed by forestry companies about firefighter training for staff
and contractors. Brendan Nally, as DCE responsible for training, advised that Fire and Emergency
provided al training requested through Memorandums of Understanding (MOUs) with forestry
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companies and numbers trained had increased significantly. However, many companies did not
submit training plans and the MOUs needed to be updated. The Board noted the importance of
ensuring legitimate forestry company training needs were being met. It requested information on
the number of forestry company staff and contractors provided with training and the number of
training plans submitted.
The Board sought an explanation for the six-month extension of timeframes for the remaining
matters on the Board Governance Work Programme. It was advised that the legal team was
providing advice on a number of major initiatives, had had its workload dramatically increased by
COVID-19, and that, in the wake of COVID-19, virtually every part of the business required legal
advice. The Board asked that progress against the Board Governance Work Programme continue to
be documented.
Actions
• Email update on the next steps in the adoption of LACs by Board members to Board
members
• Email information on the number of forestry company staff and contractors trained and
the number of training plans submitted by forestry companies to Board members
• Continue to document progress against the Board Governance Work Programme
8. 20(066) Financial Position
Darryl Purdy advised that levy income was higher-than-forecast for April and May, but a potential
reduction was anticipated in June because June receipts related to insurance policies incepted in
April when Level 4 and Level 3 lockdowns were in place. Capital expenditure was below budget.
The Board was advised that maintaining liquidity was a major focus as Fire and Emergency prepared
to deal with the financial impact of COVID-19.
The Board discussed the outstanding Crown capital injection. It was agreed to write to the
Department of Internal Affairs (DIA) requesting that the drawdown funding not be overlooked.
Action
• Write to DIA requesting that the drawdown funding not be overlooked
under the Official Information Act 1982
9. 20(067) COVID-19 Financial Update
The Board was advised that just two requests had been received so far for deferral of levy receipts,
totalling $260,000 ($180,000 of which has subsequently been paid).
The Board commended the work done to identify potential savings to mitigate the impact of COVID-
Released
19.
10. Resolved
That the Board:
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1.
reviewed the cost savings presented and provide feedback on the prioritisation, impacts and
risks identified
11. 20(068) Safety, Health and Wel being Monthly Update
Brendan Nally advised that there had been a significant reduction in injuries during April due to
reduced training and operational activity. One event had been notified to WorkSafe during the
month which resulted from an item of equipment not being secured properly.
The Board expressed interest in seeing a copy of the ful investigation report into the incident
reasonably quickly. In response to this request, members were emailed an update on the
investigation and advised that the lessons learned from the incident would be incorporated into next
steps once the report had been finalised.
Resolved
That the Board:
1.
note the Safety, Health and Wellbeing monthly report
2.
note one notifiable event was reported to WorkSafe
12. 20(069) Unified Uniform Project Update
The Board expressed frustration at the slow progress of a project intended to unite urban and rural
firefighters, the delay in the rollout of soft-shell jackets, and the wide variances in the potential cost
of the project.
It was advised that an investment case had been considered by the Investment Panel the previous
day and that a recommendation would be presented to the Executive Leadership Team to consider
for presentation to the Board. The soft-shell jackets should be in place by Christmas. The variations in
the potential cost of the project depended on what was provided to personnel. The possibilities
ranged from pants and shirts for operational personnel to a full uniform across corporate and non-
corporate staff.
The Board advised that its priority was shirts, trousers and jackets for operational personnel and that
it was looking forward to seeing a robust case in June.
under the Official Information Act 1982
Action
• Present the Unified Uniform Project update to the Board at its June meeting
Resolved
That the Board:
Released
1.
note the contents of this paper
13. 20(070) Employer Support Scheme Update
The Board voiced support for the proposed Employer Promotions Scheme, describing it as a good,
thorough piece of work that would provide support to employers and self-employed people who
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supported Fire and Emergency. It noted that it had the potential to be particularly beneficial to
employers at a time when many were struggling with the consequences of COVID-19. Management
was urged to progress the scheme as quickly as possible.
The Board was updated on the implementation of the volunteer reward and recognition initiatives
announced by the Minister of Internal Affairs in June 2019.
Resolved
That the Board:
1.
note the progress to date on the work to recognise and promote employers of volunteers and
volunteers who are self-employed.
2.
note that, subject to funding, employer recognition signs wil be rol ed out to an additional 125
stations by June 2021 under the Employer Recognition Programme.
3.
note that the business case for the new Employer Promotions Scheme is expected to be
presented to the Investment Panel in June.
4.
note its strong support for the Employer Promotions Scheme.
14. 20(071) Tranche 2 Approval
Kerry Gregory advised that the purpose of Tranche 2 was to unify leadership at district level,
strengthen support for volunteers, better educate New Zealanders about fire risk and strengthen
connections with communities. The proposed redesign had been rigorously tested by the Service
Delivery Leadership Team and the Executive Leadership Team.
Darryl Purdy advised that $7.2 million of the extra $9.8 million required to fund Tranche 2 would
come from within branches and the remaining $2.6 mil ion would come from uncommitted funds.
The costs had been factored into COVID-19 saving contingencies.
The Board was advised that it would be necessary to reconsult on some adjustments to the Tranche
2 proposals consulted on in 2019. The need to reconsult was a consequence of inviting personnel to
participate in the co-design of Service Delivery.
Management was commended on the quality of the paper and the continuing evidence that
members of the Executive Leadership Team were working well together. Management was
under the Official Information Act 1982
encouraged to appoint lateral and innovative thinkers to the new risk reduction roles.
The Board was asdvised that a lift in performance was expected once Service Delivery had the
resources to coordinate risk reduction activities nationally.
Resolved
That the Board:
1.
note the appro
Released ved design of the Service Delivery Branch
2.
note the estimated cost of the future organisational design of Service Delivery (Tranche 2) of
$9.8m falls outside the Chief Executive delegated financial authority and subsequently Board
approval is sought for the reallocation of funding (within SPE).
5 | P a g e
3.
approve reallocation of funding within the organisation to support the revised Tranche 2
organisational design.
a) Funding of $7.2m from reductions in FTE from disestablishing vacancies and reducing
proposed FTE in the organisational design; and
b) $2.6m from the “uncommitted funding” budget, which is budgeted for FY 20/21 at $36m.
4.
note that the real ocation of funding has been endorsed by the ELT.
5.
note the upcoming milestones for implementation, subject to Board approval of funding on the
29th May 2020.
6.
note Tranche 2 costs have been well accommodated within the savings analysis surrounding the
effects of Covid19.
Moved: Malcolm Inglis; Seconded: Rebecca Keoghan
15. 20(072) UFBA Strategic Partnership Proposal for the 2020/21 financial year
The Board asked whether the UFBA’s reserves were set at an appropriate level. Management advised
that it would be engaging with the UFBA about its reserves.
Resolved
That the Board:
1.
approve funding for UFBA for the month of July 2020 at the level funded in 2019/20 to enable
further analysis of the UFBA’s proposed work programme and to understand potential impacts
of COVID-19 on Fire and Emergency’s financial position.
16. 20(073) Revised Statement of Performance Expectations and Statement of Intent
The Board was advised that the target for the percentage of structure fires arrived at by career crews
within 8 minutes had been lowered in the Statement of Peformance Expectations (SPE) from 85 to a
more-realistic 80 per cent. The target for the percentage of volunteer crews responding to medical
emergencies within 11 minutes had also been reduced from 85 to 80 per cent.
In the course of discussing the conclusion to the Statement of Intent, the Board had a wider
discussion about the Value Story and requested that it be included as a future agenda item.
under the Official Information Act 1982
Action
• Provide the Board with an updated version of the Value Story when it has been revised
Resolved
That the Board:
Released
1.
review the attached draft SOI and SPE and provide feedback.
2.
note your final review and approval of these Statements is due on 26 June.
17. 20(074) Quarter Three Report to Minister
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The Board sought further information on the reported 17 per cent increase in the number of
volunteers responding to the annual Volunteer Workfoce survey (p8). It also asked for the Minister to
be updated in the report on the progress of the Employer Promotions Scheme and Employer
Recognition Programme.
Actions
• Provide additional information in the Q3 report to the Minister on the number of
volunteers responding to the annual Volunteer Workforce survey
• Update the Minister in the Q3 report on on the progress of the Employer Promotions
Scheme and Employer Recognition Programme
Resolved
That the Board:
•
provide feedback on the content of the draft Q3 Board report
•
approve the Q3 Board report subject to incorporating feedback into the draft report to
finalise
•
note the quarterly report wil be sent to the Minister’s Office by 15 June 2020.
Moved: Gwen Tepania-Palmer; Seconded: Wendie Harvey
18. 20(075) Scope for Safety Health and Wel being Reporting Framework
The Board was updated on the roles MinterEl isonRuddWatts and Van Schaik Health and Safety
Solutions will play in developing a framework for the analysis and interpretation of reported health
and safety metrics.
Resolved
That the Board:
1.
approve the proposal to develop a framework for the analysis and interpretation of reported
Fire and Emergency health and safety metrics.
2.
request that the Board Secretariat engage MinterEllisonRuddWatts (MERW) on behalf of the
Board to manage the project.
Moved: Wendie Harvey; Seconded: Rebecca Keoghan
under the Official Information Act 1982
19. 20(076) Fees for Audit and Risk Committee’s Independent External Member
Malcolm Inglis advised the Board that the proposed change in fees payable to the current
independent external member of the Audit and Risk Committee did not represent a fee increase, but
recognised the increased time the independent Committee member was putting into the role.
Resolved
Released
That the Board:
1.
agree to adjust the fees payable to Mr Taylor in his capacity as the independent external
member of the Board’s Audit and Risk Committee to $2,000 plus GST (if any) per Audit and Risk
Committee meeting (
New Fees);
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2.
agree that the New Fees cover Mr Taylor’s preparation, attendance, and travel time for each
Audit and Risk Committee meeting; and
3.
agree that the New Fees are payable from the date of the first Audit and Risk Committee
meeting at which a majority of Committee members meet in person, rather than remotely using
audio-visual technology.
Moved: Malcolm Inglis; Seconded Gwen Tepania-Palmer
20. 20(077) Audit Engagement Letter
The Board noted the advice from Audit New Zealand in its report for the year ended 30 June 2019
that more work was required to better align assets and decision-making in the Strategic Asset
Management Plan.
The Board noted the report validated the good work being done by Fire and Emergency’s finance
team.
Resolved
That the Board:
1.
note Audit New Zealand’s report on the audit of Fire and Emergency for the year ended 30 June
2019
2.
approve the Audit Engagement Letter and the Audit Proposal Letter (Audit Fee) and Audit Plan
for the year ended 30 June 2020 and the Chair signing these documents on behalf of the Board.
Moved: Malcolm Inglis; Seconded Gwen Tepania-Palmer
Action
• Provide the Audit Engagement Letter to the Chair for his signature
21. 20(078) Draft Letter of Expectations Report
The Board was provided with the draft Letter of Expectations 2020/21 developed by the Department
of Internal Affairs (DIA) for the Minister of Internal Affairs.
Resolved
under the Official Information Act 1982
That the Board:
1.
note the draft Letter of Expectations 2020/21 developed by the Department of Internal Affairs
(DIA) for the Minister of Internal Affairs.
22. 20(079) Minutes of 16 April Safety Health and Wel being Committee meeting
The draft minutes were noted.
Released
23. 20(080) Minutes of 21 April Audit and Risk Committee meeting
The draft minutes were noted.
24. 20(081) General Business
8 | P a g e
The Board discussed the format of Board and Committee Meetings for 2020 and 2021. Members
agreed that a mixture of virtual and physical meetings would balance financial efficiencies with the
benefits of face-to-face interaction. They also agreed that fewer meetings would encourage a more
strategic approach to governance as the organisation transitioned from integration to unification.
The Board advised that papers should only be loaded late when doing so was unavoidable.
It was agreed that a virtual meeting would be set up to progress the annual review of the Chief
Executive’s performance objectives.
Action
• Board secretatiat to set up the required meetings for Board members to progress the
annual review of the Chief Executive’s performance and development of the coming year’s
objectives
Resolved
7. That the Board:
8.
agree subject to Covid-19 alert level requirements that the Board will have a face-to-face Board
meeting in June (if June is not possible then July). From then meetings wil alternate between
virtual and face-to-face meetings for the remainder of 2020.
9.
agree subject to Covid-19 alert level requirements that the Audit and Risk and Health Safety and
Wellbeing Committees have one face-to-face meeting and the remaining meetings by a virtual
format for the remainder to 2020.
10.
agree the Board meeting calendar for 2021 wil be structured around:
a) six weekly Board meetings which alternate between a face-to-face and virtual meeting
format
b) committee meetings having one to two face-to-face meetings per year and that the
remaining meetings will be virtual
There being no further business the meeting closed at 2.43pm.
under the Official Information Act 1982
Paul Swain
Chair
Released
26 June 2020
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Board Minutes
BOARD MEETING
Date: Friday, 26 June 2020
Time: 9:00am to 2:20pm
Venue: National Headquarters, Level 12, 80 The Terrace, Wellington
Present:
Hon Paul Swain
Chair
Rebecca Keoghan
Deputy Chair
Te Aroha Cook
Member
Wendie Harvey
Member
Malcolm Inglis
Member
Apologies:
Gwen Tepania-Palmer
Member
In Attendance:
Rhys Jones
Chief Executive
Raewyn Bleakley
Deputy Chief Executive Office of the Chief Executive
Russell Wood (1.00pm to
Deputy Chief Executive Organisational Strategy and Capability
1.50pm)
Development
Darryl Purdy
Deputy Chief Executive Finance and Business Operations
Brendan Nally (until 12.01pm) Deputy Chief Executive People
Nicky Chilton (11.55am to
National Communications and Engagement Manager
2.00pm)
Nick Venter
Secretariat
under the Official Information Act 1982
The Board held a closed Board session from 9.00am to 10.00am and met with the Chief Executive in a
closed session until 10.45am.
1. 20(082) Interests register and conflicts of interest
No change.
Released
2. 20(083) Confirmation of the minutes of the previous meeting
The minutes of the meeting held on 29 May 2020 were approved as a true and accurate record of the
meeting with the fol owing amendment:
The first sentence of the fourth paragraph of 20 (071) was amended to read: Management was
commended on the quality of the paper and the continuing evidence that members of the Executive
Leadership Team were working well together.
Moved: Malcolm Inglis; Seconded: Wendie Harvey
3. 20(084) Action items from last meeting
Action Log items 164, 182 and 231 were removed from the log,
4. 20(085) Chief Executive’s report
Rhys Jones updated the Board on the reaction to the announcement of the Tranche 2 decisions on
Service Delivery structure.
The Board sought an update on the impact of St John Ambulance funding cuts. It was advised that St
John had informed Fire and Emergency it would not be training first responder units. The issue was
not critical in the short term, but Fire and Emergency had begun exploring other external training
options. The Board would be kept informed of developments. Members asked what impact a
reduction in ambulance officers would have on firefighter job sizing, volunteers’ time, demands on
employers of volunteers, firefighting capability, and funding.
It was agreed that the issue would be put on the agenda for the 23 July meeting with the Minister
and that a briefing note would be prepared for the meeting detailing pressure points, risks and
funding implications.
The Board congratulated management on the success of the National Volunteer Week
communications campaign.
An update on the Programme Management Office (PMO) was requested in the next Chief Executive’s
report.
Actions
• Add the impact of St John’s staff reductions to the agenda for the 23 July Minister’s
meeting under the Official Information Act 1982
• Prepare a briefing note for the 23 July Minister’s meeting detailing the pressure points,
risks and funding implications arising from St John’s funding cuts
• Include an update on the Programme Management Office in the next Chief Executive’s
report
5. 20(086) Financial Position
Released
The Board discussed domestic rural fire response costs which at $10.3 million for the year to May
were $3.5 million higher than budgeted for the full year. Management was encouraged to make
greater use of data to inform assumptions and to consider budgeting more for domestic rural fires in
future.
2 | P a g e
Members asked if the Deloitte Operational Payroll Review showed an imbalance in resources
between the north and south of the country. It was advised that the imbalance was a known issue to
management and that the majority of new recruits were going into the Auckland area.
In response to a request for an update on the outstanding drawdown for the Crown Integration
capital injection, the Board was advised that the Department of Internal Affairs was working with
Treasury to progress the drawdown in the next few weeks. It would not be factored into cash flows
until it was confirmed.
The Board sought clarification about the “shovel-ready” projects Fire and Emergency had submitted
to the Government’s Provincial Growth Fund and Crown Infrastructure Partners for funding approval.
1982
It was advised that the funding sought had been grants, not loans.
Act
6. 20(087) COVID-19 Financial Update
Darryl Purdy advised the Board that the seven per cent drop in levy receipts for June to $49.6 mil ion
gave some indication of the impact of COVID-19, but another one or two data points were needed
before decisions were made about which of the potential cost savings identified should be
implemented. Once the information was available, cost savings options would be presented to the
Executive Leadership Team. The Board would then be asked to endorse the agreed approach.
The Board agreed with the approach outlined and commended management on the quality of the
Information
paper.
Resolved
That the Board:
1.
endorse the approach to cost savings implementation;
Official
2.
note that a payment of $13 million for the repayment of the Crown funding injection is due
on 30 June 2020; and
the
3.
delegate authority to the Chief Executive to approve the payment of $13 million for repaying
the Crown funding injection by 30 June 2020.
Moved: Malcolm Inglis; Seconded: Rebecca Keoghan
under
7. 20(088) Safety, Health and Wel being Monthly Update
Brendan Nally advised that the NZPFU had voiced concern about changes to the way ACC was
managing injury claims from people with two jobs.
The Board was advised that there were seven exposures to COVID-19 reported in May, taking the
total to 67. However, no personnel had contracted the virus from their Fire and Emergency duties
Released
which showed the PPE (Personal Protective Equipment) and the measures put in place to protect
personnel were doing their job. The Board commended management on the measures put in place
to keep personnel safe.
The Board sought an explanation of what constituted exposure to COVID-19. It was advised that
exposures were divided into three categories: incidents at which a person was known to have COVID-
3 | P a g e
19, incidents at which a person was suspected of having COVID-19 and incidents at which
psychological trauma had been associated with potential exposure to COVID-19.
The Board sought an assurance that all major near-miss incidents were investigated. Management
confirmed that every major near miss incident was investigated.
The Board asked why injuries had increased since the country came out of lockdown. It was advised
that most firefighter injuries were strains and sprains that occurred during training and routine work.
During lockdown almost all training had stopped. Further work was being done on ways to reduce
back strains during routine activities.
Resolved
1982
That the Board:
1.
note the Safety, Health and Wellbeing monthly report
Act
2.
note two notifiable events were reported to WorkSafe
8. 20(089) Update on Costing the Organisation
The Board was advised that the preliminary work on establishing the base cost of the organisation
was almost complete. Current costs were being funded from within the existing budget, but
additional resources were likely to be required to meet legislative obligations and other
requirements and to fund critical projects.
Information
The timing of the implementation of new initiatives would be key to meeting obligations while
staying within budget.
The Board commended management on the rigour of the Tranche 2 and gas detection project
approval processes and urged it to take a similarly rigorous and transparent approach to establishing
Official
future priorities. It noted its expectation that the organisation would be funded from within the
$617 mil ion envelope established in the 2019/20 Statement of Performance Expectations.
the
The Board was advised that the project was being overseen on behalf of the Executive Leadership
Team by Darryl Purdy, Kerry Gregory, Russell Wood and Brendan Nally. It was agreed that Paul
Swain, Rebecca Keoghan and Malcolm Inglis would provide oversight on behalf of the Board.
under
The Board noted that it would be advised on the future costs of the complete organisation in July and
options for meeting legislative obligations and funding other requirements and critical projects in
October.
It also noted that the Chief Executive was accountable to the Board for delivery of the project, not
the Deputy Chief Executive, Finance and Business Operations, as stated in the paper.
It noted that there might be a need to revisit the National Strategy in light of the change in
Released
circumstances brought about by the COVID-19 pandemic.
An update was sought on the Employer Promotions Scheme once it had been considered by the
investment panel.
4 | P a g e
Action
• Arrange for Paul Swain, Rebecca Keoghan and Malcolm Inglis to provide Board oversight of
the project to fully cost the organisation structure
• Advise the Board on the outcome of the Investment Panel decision on the proposed
Employer Promotions Scheme
9. 20(090) Board’s Continued Functioning During COVID-19 Pandemic and Similar Emergencies
The Board considered the draft resolution setting out how it could continue to function if a number
of members was incapacitated by COVID-19. It considered broadening the resolution so it could be 1982
applied if a similar non-COVID-19 situation arose, but decided, on balance, that the existing
resolution could be easily adapted if the need arose.
Act
Resolved
That the Board:
1.
Note the advice that the most efficient way to address the COVID-19 pandemic is set out in the
attached draft Board Resolution.
2.
Approve the wording of the draft Board Resolution, so it is ready for execution if required.
3.
Execute the
draft Board Resolution, if the Board still considers it is necessary in the current
circumstances of the COVID-19 pandemic.
4.
Note that a slightly amended version of the draft resolution could be executed if a similar
Information
situation arises in the future.
5.
Note that a further paper will be provided for the Board to consider the issue of the
appointment of an Acting Chief Executive.
Moved: Te Aroha Cook; Seconded: Wendie Harvey
Official
20(091) United Fire Brigades’ Association - Strategic Partnership Proposal for the 2020/21 financial
the
year
The Board discussed the UFBA’s funding proposal. It noted that the UFBA possessed significant
reserves and observed that it should use those reserves to fund some of its activities. It was agreed
that the UFBA’s request for $0.032 million for database hosting and $0.020 million for increased rent
would be discussed at the upcoming meeting with the UFBA.
under
Resolved
That the Board:
1.
approve funding of $3.791 million
a. subject to six monthly reports including actual vs budget, forecast with clear
performance metrics delivered to the Board within three months of the close of each
Released
reporting period
2.
approve up to a further $0.032 million for database hosting, dependent on further justification of
costs and the necessity for the project
5 | P a g e
3.
approve $0.020 million for increased rent for UFBA House, subject to a satisfactory outcome to
discussions with the UFBA about its request for funding for discretionary operating expenditure
items; and
4.
note that work wil be undertaken on the performance measures to ensure alignment with Fire
and Emergency’s Volunteerism Strategy.
10. 20(092) 10 Year Plan Update
The Board advised that it was pleased with progress towards implementing the National Strategy and
said it would like to see its importance reflected as the cornerstone of the 10 Year Plan. It also asked
1982
for milestones to be incorporated in the plan so that progress could be regularly evaluated. It was
advised that progress would be reviewed regularly against the five strategic priorities set in the
National Strategy and that the 10 Year Plan would be regularly updated.
Act
The value of including a 10 year financial forecast in the plan was discussed. It was agreed that a
principle-based approach would be more useful, particularly given the current COVID-19 related
uncertainty.
Resolved
That the Board:
1.
Note the progress that has been made towards developing the 10 Year Plan
Information
2.
Note the draft of the 10 Year Plan (appendix A) and provide comments as appropriate.
3.
Note that the final 10 Year Plan will be provided at the August Board meeting.
11. 20(093) Annual Report Proposed Approach
The Board expressed support for the proposed addition to the annual report demonstrating the
Official
benefits of the additional investment in Fire and Emergency during its first three years. It also noted
the importance of highlighting the value of the large fixed cost investment in day-to-day operations
the
that enabled the organisation to maintain its capability. It suggested that a useful statistic to include
in the annual report would be the number of cal s responded to by the busiest stations.
Management advised the Board it was aiming to provide it with a first draft of the annual report in
August.
under
Resolved
That the Board:
1.
agree to review and provide feedback on the proposed story/focus and format.
2.
note the timeline for the Annual Report.
Released
12. 20(094) Final 2020–2024 Statement of Intent and 2020/21 Statement of Performance
Expectations for approval
The final 20220-2024 Statement of Intent and 2020/21 Statement of Performance Expectations were
discussed.
Resolved
6 | P a g e
That the Board:
1.
approve the attached SOI and SPE.
2.
note the Minister’s feedback has been received and incorporated into these documents.
Moved: Rebecca Keoghan; Seconded: Te Aroha Cook
13. 20(095) Performance Measurement Framework Implementation Plan 2020-2025
The Board was advised that the development of the Performance Management Framework gave
effect to a target in the 2019/2020 statement of Performance Expectations. The next step would be
to implement the framework.
1982
Resolved
That the Board:
Act
1.
note that the PMF implementation plan 2020-2025
has been completed and that its
implementation will, over time, lift our performance measurement maturity and help us improve
the way we measure organisational performance.
2.
note that the completion of the PMF implementation plan achieves the 19/20 SPE measure.
14. 20(096) Organisational Performance Reporting
Management advised the Board that it was aiming to deliver a monthly dashboard setting out key
metrics to the Board from its next meeting. The dashboard would not answer al Board qu
Information estions,
but would highlight further areas of inquiry for Board members.
The Board congratulated management on progress to date and said it was looking forward to getting
a first look at the dashboard at its next meeting. It advised management to start with what it could
do and build on that. It advised against creating a large amount of additional work.
Official
15. 20(097) Local Advisory Committees Board Expectations
the
The Board considered setting an additional expectation for Local Advisory Committees (LACs) that
they work closely with each other and share best practice, but decided that in their first year it made
more sense to coordinate collaboration through meetings of the LAC Chairs.
under
It was advised that the LAC team would work with LACs to ensure consistency of reporting.
The Board noted its intent to actively foster cooperation between the LACs in future years and its
expectation that baseline minimum standards of reporting would be established by the end of LACs’
first year.
The Board sought a definition of local needs and an explanation of how support for volunteers was
reflected in the key expectations developed for LACs.
Released
Management undertook to define local needs in a footnote and email it and an explanation of how
support for volunteers was reflected in the expectations to Board members.
Actions
7 | P a g e
• Add a footnote to the Board Expectations of LACs, defining local needs and email it to the
Board
• Email to the Board an explanation of how support for volunteers is reflected in the Board
Expectations of LACs
Resolved
That the Board:
1.
endorse the six key expectations for the LAC in their initial 12-month establishment, subject to
the definition of local needs and clarification of volunteer support.
Moved: Rebecca Keoghan; Seconded: Malcolm Inglis
1982
16. 20(098) Unified Uniform Project Timeline Update
Act
The Board noted an update from the Chair would be emailed to other Board members.
Action
• Email
Unified Uniform Project Timeline from Chair to other Board members
17. 20(098) Fraud Risk Assessment - Enquiry areas for Those Charged with Governance Response
Information
The Board was advised that the draft responses to Audit New Zealand questions were normal y
reviewed by the Audit and Risk Committee before being presented to the Board, but the timing
of the Audit and Risk Committee’s next meeting meant that was not possible.
The Board requested that Fire and Emergency write into the response that all instances of fraud
Official
were reported to external auditors and other authorities.
Actions
the
• Write into the response to Audit New Zealand’s fraud risk assessment that all instances of
fraud are reported to the external auditors and other authorities.
under
Resolved
That the Board:
1.
note the Audit New Zealand questions to Those Charged with Governance (TCWG - the Board)
and the draft responses attached in Appendix 1; and
2.
note the Audit New Zealand questions to Management (the ELT) and the draft responses
attached in Appendix 2; and
3.
endorse the submission of those responses to Audit New Zealand on behalf of the Board.
Released
18. 20(099) Al of Govt - Cluster 1 2020 Insurance Renewal
The Board was advised that a difference in the way premiums were assessed by the new insurance
broker for the Al of Government cluster of which Fire and Emergency was a member had resulted in
an increase in Fire and Emergency’s premiums. The agreement needed to be signed to maintain
8 | P a g e
cover, but it had been agreed it would not be paid until premium calculation discussions with other
cluster members had been conducted and concluded. The Ministry of Business, Innovation and
Employment and the new broker AON has been asked at what point they knew Fire and Emergency’s
premium would increase under the new arrangements. The issue was being purs
ued with vigour.
Resolved
That the Board:
1.
note the terms for the Al of Govt - Cluster 1 2020 Insurance Renewal and the pending premium
calculation discussions between the cluster participants; and
2.
delegate to the Chief Executive
1982
a) the authority to sign the All of Govt - Cluster 1 2020 Insurance Renewal terms with AON on
the proviso that premiums wil not be paid until the cluster participants have concluded the
premium calculation discussions
Act
b) the authority to agree to a premium allocation model that fairly recognises the economies of
scale enjoyed by the cluster; and
3.
request the Chief Executive report progress in due course
Action
• The Chief Executive to update the Board in due course on discussions with insurance
broker AON and the All of Government cluster on the way insurance premiums have been
Information
assessed for cluster participants
Moved: Te Aroha Cook; Seconded: Rebecca Keoghan
Official
19. 20(100) General Business
Members discussed who would represent the Board at upcoming Fire and Emergency events.
the
There being no further business the meeting closed at 2.20pm.
under
Paul Swain
Chair
Released
31 July 2020
9 | P a g e
Board Minutes
BOARD MEETING
Date: Friday, 26 March 2021
Time: 9.00am to 3:00pm
Venue: NHQ, Wellington
1982
Present:
Act
Hon Paul Swain
Chair
Rebecca Keoghan
Deputy Chair
Te Aroha Cook
Member
Wendie Harvey (until 2.30pm) Member
Malcolm Inglis
Member
Member
In Attendance:
Information
Rhys Jones
Chief Executive
Raewyn Bleakley
Deputy Chief Executive Office of the Chief Executive
Kerry Gregory
Deputy Chief Executive Service Delivery
Darryl Purdy (from 11.20am)
Deputy Chief Executive Finance and Business Operations
Official
Russell Wood (from 11.20am) Deputy Chief Executive Oranisational Strategy and Capability
Development
the
Brendan Nally (from 11.20am Deputy Chief Executive People
to 1.05pm)
Lucy Chamberlain (from
National Manager Local Advisory Committees
10.50am – 11.20am)
under
Nick Venter
Secretariat
Apologies:
Gwen Tepania-Palmer
Member
The Board met alone at 9.00am and then met with the Chief Executive in Chief Executive-only time
from 9.40am. The Deputy Chief Executives Office of the Chief Executive, Service Delivery and
Released
Oranisational Strategy and Capability Development joined the meeting at 10.50am.
1. 21(17) Interests Register and Conflicts of Interest
No changes were reported to the Register of Interests.
2. 21(18) Confirmation of the minutes of the previous meeting
The minutes of the meeting held on 26 February 2021 were approved as a true and accurate record
of the meeting.
Moved: Paul Swain; Seconded: Rebecca Keoghan
3. 21(19) Action items from last meeting
The Board noted the outstanding items that had been addressed.
4. 21(20) Board Strategic Issues Next Steps
1982
The Board advised ELT that having clarified the strategic issues it thought were most pressing for the
organisation, it wanted a management comment on the same issues. Were they a priority, were
Act
they important, but not a priority, were they not important, were there other issues that should be
be added to the list? The Board advised that its aim was to foster a strategic dialogue between the
Board and management rather than to lead to the production of a document. Management
undertook to provide written feedback on the list of strategy areas identified by the Board from the
Executive Leadership Team (ELT) at the Board’s April meeting. It would be the first item on the
agenda under Strategic Issues.
Action
Information
• Provide written feedback from ELT at the next Board meeting on the list of strategy areas
identified by the Board
5. 21(21) Training Strategy: Verbal Update and Next Steps
Official
The Board was updated on the work underway to develop a workforce capability strategy to replace
the 2014- 2018 Fire Service training strategy. It was advised that an external expert contracted to
undertake a current state review of training and development had abruptly terminated his contract
the
last year to take on permanent employment. The review had subsequently been completed by the
new Workforce Capability team. The aim was to have the new workforce capability strategy in place
by the end of the first quarter of the 2021/22 financial year, but a number of still-to-be-determined
factors would impact on the final shape of the strategy. These included appointments to the new
under
positions of District, Group and Community Risk Managers, the development of Modular Service
Delivery and the Technical Competency Framework.
The Board advised that, having been concerned to learn Fire and Emergency was still operating off a
Fire Service training strategy, it was somewhat reassured to learn there was a lot of work going on.
However, it wanted greater visibility of the process. It requested baseline advice on the current state
of training and an overview of where it was headed. It also noted that:
Released
• it needed to know how success would be defined
• the strategy should set a sense of direction and be able to cope with changes
• it was important for ELT members to collaborate on the strategy
• individual initiatives should be informed by an over-arching strategy
2 | P a g e
The Board also sought an update on the second part of the analysis of training being undertaken by
SageBush.
It was agreed that the National Manager People and Workforce Capability would attend the next
Board meeting to present the current state review of training and development. SageBush’s analysis
of the drivers of training demand, attendee training and recording and the quality of training data
would be presented to the Board.
The Board asked if the new modulised approach to leadership training would be in place by the time
the new District, Group and Community Risk Managers who were critical to driving cultural change
were appointed. Management advised that an 18 month induction programme was being developed
1982
that would sit alongside existing training programmes.
Act
Actions
• Present the current state review of training and development to the Board at its April meeting
• Provide SageBush’s analysis of the drivers of training demand, attendee training and recording
and the quality of training data to the Board
6. 21(22) Chief Executive’s Report
Management advised that Fire and Emergency was still awaiting confirmation from the Ministry of
Health of when emergency responders would be vaccinated against COVID-19. It advised that it was
Information
working closely with the Australian Fire and Emergency Service Authorities Council (AFAC) and the
National Emergency Management Agency (NEMA) to understand the new National Resilience, Relief
and Recovery Agency being established in Australia in response to the devastation caused by the
2019-20 bushfires.
Official
The Board sought an update on upcoming bargaining. It was advised that negotiations with the Fire
and Emergency Commanders Association (FECA) were due to start in six weeks. Bargaining with the
New Zealand Professional Firefighters Union (NZPFU) would commence on 1 July. Potential
the
attendance at a meeting of the Ministeral Oversight Group on State Sector Employment Relations
(MOGSSER) to outline the organisation’s bargaining strategy was discussed. The Board indicated that
it expected to be consulted before any decision was made to present to Ministers. Management
advised that attendance at MOGSSER had not been confirmed. A paper would be brought to the
under
Board at its next meeting setting out the chal enging environment in which bargaining would take
place and Government guidance on contract negotations.
Action
• Present bargaining strategy paper to next Board meeting
Released
7. 21(23) Financial Report
Management updated the Board on the year-to-date financial position.
8. 21(24) Safety, Health and Wel being Monthly Update
3 | P a g e
The Board noted the positive progress on the steps taken to improve the Safety, Health and
Wel being dashboard. It sought an update on the Health Standards project. Management advised
that work on the project had restarted after being paused in November 2019, but progress would be
difficult due to opposition from the NZPFU’s leadership. The Board noted that there was an
industrial relations dimension to the NZPFU position on Health Standards.
Resolved
That the Board:
1. notes the Safety, Health and Wellbeing monthly report
2.
notes the new dashboard to align with the governance reporting framework; and
1982
3.
notes no
notifiable events occurred
Act
9. 21(25) Monthly Dashboard
The Board noted the update on key projects within the Strategic Portfolio and the projects being
funded by the COVID-19 Response and Recovery Fund.
10. 21(26) LAC Quarterly Reports
The Board was advised that Local Advisory Committees (LACs) were starting to build relationships
with their local communities. All LACs had identified iwi/hapū as priority stakeholders. The
Information
organisation was in discussion with PwC about building a reporting system for LACs.
The Board noted the advice from a number of LACs that they were encountering a lack of
understanding among Fire and Emergency personnel of their role and purpose. It was advised that
the National LAC team was working the Communications and Engagement team to raise the profiles
of LACs internally. The Board asked for LACs to be informed in writing of the Board’s feedback on
Official
their reports. It also asked for an explanation of its decision not to assign individual Board members
to LACs to be included in that advice.
the
The Board noted that LACs were operating in a crowded space that presented chal enges in terms of
attracting resources and community representatives. At some point there could be value in
exploring a coordinated government approach to ensure communities had a voice.
under
Actions
• Inform LACs in writing of the Board’s feedback on LAC reports
• Explain the Board decision not to assign Board members to individual LACs in the advice
provided to LACs
Resolved
That the Board:
Released
1.
notes the contents of reports containted in Appendices: LAC Reports to Fire and Emergency
Board – Quarter Three 2020-21
11. 21(27) Draft Letter of Expectations Topics for Board Consideration
4 | P a g e
The Board noted the potential topics for inclusion in the 2021/22 Minister’s Letter of
Expectations (LOE) and requested the inclusion of long-term capital requirements as a key area
of interest and strategic importance.
Resolved
That the Board:
1.
notes the key themes and potential items set out in this paper, for consideration and
possible inclusion in the 2021/22 Minister’s LOE, and provides feedback; and
2.
agrees to Fire and Emergency engaging with DIA to promote the key themes and items, with
the addition of long-term capital requirements, for consideration for the Minister’s 2021/22
1982
LOE
Moved: Paul Swain; Seconded: Rebecca Keoghan
Act
12. 21(28) SPE 2021/22 Approach
The Board reviewed the proposed theme and strategic intentions for the 2021/22 Statement of
Performance Expectations (SPE) and requested the inclusion of workforce capability. It also asked for
a stocktake of unfinished business to be undertaken for potential inclusion in the SPE.
Action
Information
• Undertake a stocktake of unfinished business and, where appopriate, include in the 2021/22
SPE
Resolved
That the Board:
Official
1.
reviews and agrees the proposed theme and strategic intentions for the 2021/22 SPE; and
2. notes that a full draft of the 2021/22 SPE wil be provided to the Board at its 30 April meeting
the
Moved: Wendie Harvey; Seconded Malcolm Inglis
13. 21(29) Future of SHW Commitee
The Board agreed to disestablish th
under e Safety, Health and Wellbeing Committee, effective from 1 July,
following the progress that had been made in improving Safety, Health and Wel being reporting and
monitoring and developing a Safety, Health and Wellbeing workplan. The Board noted that the
change would provide all members with visibility of Safety, Health and Wellbeing matters.
Resolved
That the Board:
Released
1.
notes the work achieved by the Committee to date and its enablement of Board assurance; and
2.
agrees that the Board will assume responsibility for activities previously undertaken by the
Committee, effective from 1 July, and that an extended SHW agenda item will be added to the
Board meeting each quarter to achieve this
Moved: Wendie Harvey; Seconded: Rebecca Keoghan
5 | P a g e
14. 21(30) Extension of Rural Fire Network Contract
The Board asked whether rural fire leadership and management had been outsourced in other areas
of the country. It was advised that the arrangement with Rural Fire Network to provide services for
the Nelson/Tasman Rural Fire District was unique. The Board advised that it was pleased to see its
concerns about a conflict of interest reflected in the paper. The Board asked if the extension to the
contract covered the transition of the services currently provided to Fire and Emergency once the
contract ended. It was advised that it did not, but the principal conctractor was engaging
constructively and collaboratively in the process.
1982
Resolved
That the Board:
Act
1. notes that the current contract with Rural Fire Network Limited is due to finish on 30 April 2021
2.
notes the
inherent risk of conflict in the out-sourced delivery model established by the contract
is being actively managed
3. notes a variation has been proposed and is referred to the Board for approval due to the total
cost of the contract (cumulatively or whole of life), not the cost of the variation
4.
endorses the direct source extension of the current contract with the Rural Fire Network for a
period of seven months at an estimated cost of 9(2)(b)(ii)
to 30 November 2021
Information
5.
approves a variation of the current contract to that effect; and
6.
authorises the Deputy Chief Executive, Service Delivery to sign the variation for Fire and
Emergency
Moved: Rebecca Keoghan; Seconded: Malcolm Inglis
15. 21(31) Procurement – TotalCare Contract Renewal
Official
The Board was briefed on the proposed short-term extension of the TotalCare laundry contract to
allow time for the agreed three-year extension to be established. It asked whether the proposed
the
return to market at the end of the three-year extension was realistic. Management advised that
there were other providers in the market but they did not operate to ISO (International Organisation
for Standardisation) standards. To create a market Fire and Emergency woud have to help other
providers build capability. How realistic that was would not be known until the organisation tried. It
was, however, receiving very positive feedback about the quality and timeliness of the service being
under
provided by TotalCare.
Resolved
That the Board:
1.
notes that the current TotalCare contract is under active negotiation to include the second
laundry in the South Island and accurately reflects current services provided
Released
2.
notes this variation is coming to the Board for signing due to the total cost of the contract, not
the cost of this variation; and
3.
agrees that the Chair sign the contract variation on behalf of the Board for a period of three
months at an estimated cost of $550k, through to the end of June 2021
Moved: Te Aroha Cook; Seconded: Wendie Harvey
6 | P a g e
16. 21(32) LAC Appointments
The Board was updated on the resignations from the Tairāwhiti and Chatham Islands LACs.
Managment advised that a four-member committee was not sustainable for Tairāwhiti, given the
spread of the geographical area for which the LAC was responsible. Recruitment of additional
members would provide an opportunity to strengthen the governance skil s on the committee.
Management advised that it was confident of being able to attract additional members for the
Chatham Islands LAC.
The Board noted that the resignations demonstrated the necessity of erring on the side of larger 1982
rather than smaller LACs to ensure they were resilient enough to adjust to changes.
Resolved
Act
That the Board:
1.
agrees to run an appointment process to seek additional members for the Tairāwhiti LAC
2.
agrees to run an appointment process to seek additional members for the Chatham Islands
LAC
3.
agrees to provide additional support to the new Tairāwhiti LAC to strengthen governance
and strategic capability and support committee operations; and
4.
agrees to delay appointing a Deputy Chair for the Tairāwhiti LAC until the appointments
process is completed
Information
Moved: Wendie Harvey; Seconded: Rebecca Keoghan
17. 21(33) Fire Plans: Timeframes
The Board was advised that confusion over the timeframe to prepare and issue fire plans for each
Official
area was not identified until it was too late to comply with the 1 June 2021 deadline. At the same
time, consultation during the proces had revealed much greater interest on the part of Fire and
the
Emergency’s partners than anticipated. For this reason the organisation was seeking Board approval
to extend the timeframe until 1 August 2021 to allow for meaningful collaboration.
Resolved
That the Board: under
1.
notes that Fire and Emergency is unable to meet the legislated two-year timeframe required by
section 6 of the Fire and Emergency (Fire Plans) Regulations 2018 to prepare and issue fire plans
2.
notes that the non-compliance will be reported to the Audit and Risk Committee; and
3.
approves the extension of the completion timeframe to 1 August 2021 to ensure a better-quality
fire plan, full engagement with stakeholders and partners, enhance relationships, and allow
contingency time if any issues arise
Moved: Rebecca Keoghan; Seconded: Malcolm Inglis
Released
18. 21(34) UFBA Six Monthly Report
The Board was advised that PwC had started its audit of the funding provided to the UFBA. The audit
would consider whether the funding provided to the UFBA had been used for the purposes for which
7 | P a g e
it was provided and whether the services the funding supported had actual y been delivered. It
would also examine whether any Fire and Emergency funding had been used to fund the set up of
Tāngata Matata, the body established to represent non-Fire and Emergency brigades and emergency
sector-related parties. Fire and Emergency was also developing some different accountability
measures that would be finalised by the Board’s July meeting.
The Board asked for the addition of lead indicators showing what the UFBA was doing. Presently
there was no evidence-based reporting and the UFBA’s underspend on disputes and advocacy was
not explained.
Management advised that it would be asking the UFBA for its plan for the rest of the year and would
1982
ask specifically about the underspend on advocacy and support.
Act
Action
• Seek an explanation from the UFBA for its underspend on advocacy and support
Resolved
That the Board:
1.
notes the contents of the United Fire Brigades Association’s (UFBA) six monthly report from
1 July to 31 December 2020
2.
provides feedback on the suggested future performance measures; and
Information
3.
writes formally to the UFBA:
• noting the contents of its report
• requesting a report on planned activities to be undertaken between now and end of
financial year with expected expenditure
• detailing Fire and Emergency’s expectations around future performance measurement for
Official
the 2021/22 grant; and
• providing any other feedback that the Board may wish to add on the contents of the report
the
19. 21(35) GeoNet Monitoring Stations
The Board deferred consideration of this paper until a future meeting to allow time for the proposed
resolutions to be clarified.
under
20. 21(36) Implications of the Government’s Carbon Neutral Policy for Fire and Emergency New
Zealand
The Board was advised that a draft climate change mitigation and adaption plan, being developed in
response to the Government’s carbon neutral policy, would be presented to the Board as soon as
possible. The Board requested an update on the timing of the draft climate change mitigation and
Released
adaption plan.
Action
• Update the Board on the timing of the draft climate change mitigation and adaption plan
8 | P a g e
Resolved
That the Board:
1.
notes the CNGP will have significant impacts for Fire and Emergency and will require the
organisation to take steps now, and in the coming years, to adapt and mitigate the impacts of
emissions
2.
notes that past and current work on environmental sustainability provides a strong starting
point for meeting the Government’s expectations
3.
notes an inventory of emissions is due for completion by the end of June 2021, along
with proposed reduction targets which we wil report to the Board in September 2021;
and
1982
4.
notes Fire and Emergency will develop a draft climate change adaptation and mitigation plan,
to show how our work will contribute to the CNGP, for consideration by the Board Act
21. 21(37) Costing and Funding the Organisation Update
Management updated the Board on the measures being implemented, or under consideration, to
ensure that the costs of the organisation fit within available funding. The Board asked if white fleet
was being looked at as part of the process. Management advised that it was looking for both cost
and emissions savings from vehicles that were not part of first-line response. The Board asked how
pressing the re-started analysis of Minimum Shift Staffing was. Management advised that it was not
the top priority across the country, but it was an issue in parts of the country.
Information
Resolved
That the Board:
1.
notes the status of ongoing workstreams
Official
22. 21(38) Budget Update
Management advised that the Budget process was tracking well with first drafts of branch business
the
plans and directorates’ plans on a page being collated and reviewed to provide appropriate
feedback. The draft Budget would be presented to the Board at its next meeting.
Resolved
That the Board: under
1.
notes this paper
23. 21(39) Audit and Risk Committee Oral Update
The Audit and Risk Committee Chair provided an oral update on the Committee’s 15 March meeting.
He advised that the Committee had signed off on the Internal Audit plan for the next three months
and made it clear that it wanted to be more deeply involved in audit plans in the future. A
Released
presentation and discussion on engagement with sector partners had been wel received by
Committee members. The presentation had reinforced the value of Deep Dives and the importance
of good relations with partners.
The Committee had endorsed the recommendations from the review of the Assurance function. The
Operational Efficiency team should be part of the Service Delivery branch rather than the Office of
9 | P a g e
the Chief Executive and the function of Internal Audit needed to be lifted. Internal Audit was doing a
lot of useful things, but some of those things clouded the independence of the Internal Audit
function. The review had also identified the need to lift the maturity of the risk function. The
independence of Internal Audit needed to be clarified in writing.
The Committee Chair advised that Audit New Zealand’s report for the 2019/20 year had noted that
some of Fire and Emergency’s systems around sensitive expenditure were not as tight as they should
be. The Committee endorsed the efforts of the Deputy Chief Executive Finance and Business
Operations to address the issue.
Resolved
1982
That the Board:
1.
notes the oral update on the 15 March meeting of the Audit and Risk Committee Act
24. 21(40) General Business
It was agreed that management would check members’ availability to attend the 4 May luncheon for
firefighters who have received Royal Honours.
Action
• Email members to check availability for attending the 4 May Royal Honours luncheon
Information
There being no further business the meeting closed at 3.00pm
Official
Paul Swain
the
Chair 26 March 2021
under
Released
10 | P a g e
Board Minutes
BOARD MEETING
Date: Friday, 25 June 2021
Time: 9.00am to 1.30pm
1982
Venue: Zoom
Present:
Act
Hon Paul Swain
Chair
Rebecca Keoghan
Deputy Chair
Te Aroha Cook
Member
Wendie Harvey
Member
Malcolm Inglis
Member
Gwen Tepania-Palmer (9am -
Member
11.10am)
Information
In Attendance:
Rhys Jones
Chief Executive
Raewyn Bleakley
Deputy Chief Executive Office of the Chief Executive
Kerry Gregory
Deputy Chief Executive Service Delivery
Official
Darryl Purdy
Deputy Chief Executive Finance and Business Operations
Russel Wood
Deputy Chief Executive Organisational Strategy and Capability
the
Development
Brendan Nally
Deputy Chief Executive People
Ian Pickard (9.55am – 10.40am) National Manager People and Workforce Capability
Lawrence Arps (9.55am –
Principal Advisor People and Workforce Capability
under
10.40am)
Sid Wel ik (10.40am – 11.10am) Chief Legal Advisor
Lucy Chamberlain (12.20pm –
National Manager Local Advisory Committees
12.25pm)
Nick Venter
Secretariat
Apologies:
Released
The Board met in Board-only time from 9.00am to 9.35am. The Board met with the Chief Executive
in Chief Executive-only time from 9.35am to 9.50am. The Chair declared the meeting officially open
at 9.50am noting, that it was his and Te Aroha Cook’s final Board meeting.
1. 21(64) Interests Register and Conflicts of Interest
Rebecca Keoghan advised that the Judicial Control Authority had ceased to exist.
2. 21(65) Confirmation of the minutes of the previous meeting
1982
The minutes of the meeting held on 30 April 2021 were approved as a true and accurate record of
the meeting.
Act
Moved: Rebecca Keoghan; Seconded: Wendie Harvey
3. 21(64) Action items from last meeting
The updated Action Log was noted.
4. 21(65) Training and Development Strategy Update
Ian Pickard and Lawrence Arps joined the meeting
Information
The Board was updated on the development of the Training and Development Strategy. It was
advised that fol owing feedback from Board members in April, the strategy had been broadened to
cover the whole organisation, not just firefighters. The People and Workforce Capability team had
consulted widely, both external y and internally, since the last update was provided to the Board
meeting and utilised external and internal reviews. The intent was to have a single, coherent
Official
strategy. The organisation was committed to maintaining Government Training Establishment (GTE)
accreditation as the principal mechanism for delivering qualifications and unit standards to
personnel.
the
The Board commended management on the progress that had been made since it saw the previous
iteration of the strategy. It noted it was heartened to hear about col aboration on the draft strategy
which had not come through in the paper. It advised that in the next iteration it expected to see:
under
• a greater focus on assurance, including what success looked like and how it
would be measured
• how training would be tailored for vulnerable learners
• cultural diversity reflected in the strategy
• the importance of training and development to cultural change within the
organisation embedded in the strategy
• more links with the organisation’s longer-term strategies e.g. values and
Released leadership aspirations
• evidence of consistent monitoring of the external environment; and
• inclusive language that applied equally to volunteers as wel as career firefighters
Management advised that the next iteration of the strategy incorporating Board feedback would be
presented to the Board at its August meeting.
Action
• Provide the next iteration of the draft training and development strategy to the Board
at its August meeting
Resolved
That the Board:
1.
notes the direction of the current draft and provides feedback as required
1982
Ian Pickard and Lawrence Arps departed the meeting
Act
5. 21(66) Future Relationship with Volunteer Brigades: Additional Paper with Examples
Sid Wellik joined the meeting
The Board was updated on specific factual examples of the types of issues created by the current
legal arrangements between Fire and Emergency and volunteer brigades. s 9(2)(h)
Information
9(2)(h)
It was agreed that a letter would be
Official
drafted to the Minister of Internal Affairs outlining the issues created by the current legal
arrangements with volunteer brigades. 9(2)(h)
the
Actions
• Draft a letter to the Minister setting out the issues created by the current legal
arrangements between Fire and Emergency and volunteer brigades
under
• 9(2)(h)
• 9(2)(h)
Released
Resolved
That the Board:
1.
notes the practical examples
2.
notes that a letter will be drafted to the Minister setting out the issues created by the current
legal arrangements between Fire and Emergency and volunteer brigades
3. 9(2)(h)
4.
notes that advice wil be provided on whether the issues created by the current legal
arrangements between Fire and Emergency and volunteer brigades have implications for Board
members as officers of a PCBU under the Health and Safety at Work Act
Sid Wellik and Gwen Tepania-Palmer departed the meeting
1982
6. 21(67) Chief Executive’s Report
Management advised that five women had been appointed as either General Managers or Act
Community Risk Managers in the new Service Delivery district leadership. This was a positive
development that broke the glass ceiling for women in operational roles. Another 10 positions in the
new district structure were being kept vacant to al ow secondments to be made as developmental
opportunities. The quality of those who were stepping up into the new positions was encouraging as
it showed capable personnel supported the direction of the organisation.
Management advised that the New Zealand Professional Firefighters Union (NZPFU) had written to
Ministers raising concerns about seismic issues at fire stations and firefighters’ exposure to asbestos.
Advice would be provided to the office of the Minister of Internal Affairs once the NZPFU’s concerns
Information
had been fact-checked.
The financial impact of proposed wage movements for personnel would be known shortly. The
Board would be kept informed.
The Board noted that it would expect to be represented if the postponed visit by the New South
Official
Wales Minister for Police and Emergency Services went ahead in September. Management
undertook to ensure the Board was given the opportunity to be represented during the visit.
The Board asked if its input had been factored into the prioritisation of investment projects for the
the
coming year. Management advised that the criteria for assessing projects were based on the
priorities established by the 10-year plan. The Board requested an out-of-cycle update on the
outcome of the prioritisation process. Management undertook to inform the Board of the criteria
used to rank projects and which projects had been progressed and which had been paused.
under
The Board requested additional information about the privacy breach detailed in the Chief
Executive’s Report. It was provided with additional information about the breach.
The Board advised that the monthly update on incidents attended did not provide useful
information about emerging trends. Management undertook to provide a longer-term view of the
monthly incidents table. The Board advised that updates could be provided quarterly, rather than
monthly, if that resulted in more useful data.
Released
Action
• Ensure the Board has an opportunity to be represented if the postponed visit by the
New South Wales Minister for Police and Emergency Services goes ahead in
• Update the Board, out-of-cycle, on the outcome of the portfolio prioritisation process and
how Board input was factored into the decision-making
• Provide a longer-term view of the incidents attended table to enable the Board to see
emerging trends
7. 21(68) Financial Report – May 2021
The Board was advised that at the request of the Department of Internal Affairs and, with the
agreement of Audit New Zealand, COVID Response Recovery Fund funding was now being accounted
for as an equity injection rather than revenue. This provided a more balanced picture of the
1982
organisation’s financial position.
The Board commended management on the continuing “superb” quality of the finance papers.
Act
8. 21(69) Safety, Health and Wellbeing Update
The Board was updated on the one notifiable event that occurred in April – a fal from a ladder. A
Level 2 investigation report on the incident was due by 5 July. Management advised that another
injury which occurred outside the reporting period while a volunteer was setting up a training
exercise on his property was also likely to be notified.
The Board queried the length of time taken to review the April event. Management advised that the
Information
report was in the process of being reviewed. The likely cause of the incident was inattention.
The Board asked what was being done to increase reporting of near-misses, noting that it had been
advised on several occasions that near-misses were being under-reported. Management advised
that culture change was required. Analysis of near-miss reporting suggested personnel were more
likely to report near-misses involving equipment and fleet and less likely to report other types of
Official
near-misses. A communications plan was being finalised to raise awareness about the importance of
near-miss reporting and what constituted a near-miss.
the
The Board requested an update on the NZPFU’s opposition to the establishment of the Behaviour
and Conduct Office (BCO). It was advised that the NZPFU was stil advising its members not to
engage or participate with the BCO. Notwithstanding that advice, the Interim Director of the BCO
had had two constructive meetings with the NZPFU’s industrial officer and some career firefighters
were accessing the BCO’s services. The Board noted that it would be extremely disappointing if
under
people who critically needed help were dissuaded from seeking it by the NZPFU’s public position.
The Board sought additional information on the cardiovascular event reported in the monthly Safety
Health and Wel being dashboard. Management advised that there had been no previous medical
indications that the person was at risk. The Board asked if the introduction of the delayed Health
Standards programme would have made a difference. Management advised that it was possible that
a better understanding of the health of personnel would provide a better understanding of risk.
Released
Action
• Update the Board on the work being done to raise awareness of the importance of near-
miss reporting and improve reporting rates
Resolved
That the Board:
1. notes the Safety, Health and Wel being monthly report; and
2.
notes one notifiable event in April and none in May
9. 21(70) Monthly Automated Dashboard – May 2021
The Board noted the monthly automated dashboard.
1982
10. 21(71) LAC Quarterly Reports
Act
The Board considered the Local Advisory Committee’s (LACs) fourth quarter report. It asked for
letters to be drafted to the LACs acknowledging their contributions and expressing regret that the
LAC Chairs’ Forum scheduled for 24 June had had to be postponed due to Wellington going into Alert
Level 2.
Action
• Draft letters to LACs responding to their Q4 reports and expressing regret that the 24
June Chairs’ Forum had to be postponed
Information
Resolved
That the Board:
1.
notes the contents of reports contained in Appendices: LAC Reports to Fire and Emergency
Board – Quarter Four 2020-21
Official
11. 21(72) Tasman Fires Action Plan: Six Monthly Progress Update
The Board noted 14 of the 46 actions in the Tasman Fires Action Plan were either delayed or at-risk
of becoming off-track and one was off-track. Management advised that this was largely due to
the
delays in implementing tranche 2 or prioritisation decisions regarding funding for specific pieces of
work. Once the new Service Delivery district leadership was stood up the organisation would be able
to start making progress on some of the delayed actions. Progress against the plan would be
published on Fire and Emergency’s external website to provide visibility. The Board would be
under
updated on a six-monthly basis.
Resolved
That the Board:
1.
notes the update on the Tasman Fires Action Plan as of 30 April 2021; and
2. notes the ful progress update will be proactively released on the Fire and Emergency external
website in July
Released
12. 21(73) Repayment of the Crown Funding Injection
The Board approved the schedule repayment of $13 million of the $112 million injection provided by
the Crown to fund the transition to Fire and Emergency.
Resolved
That the Board:
1.
delegates authority to the Chief Executive to approve the payment of $13 million for repaying
the Crown funding injection by 30 June 2021
Moved: Paul Swain; Seconded: Rebecca Keoghan
13. 21(74) UFBA Funding for 2021/22
The Board was advised that since papers were loaded for the meeting, the United Fire Brigades
Association (UFBA) had responded to the proposal to reduce its funding to take account of revenue
generated by the UFBA and UFBA reserves. The UFBA had accepted the proposed $300,000
1982
reduction with one exception. It had requested an additional $9000 to meet the cost of Xero
subscriptions for brigades. The Board agreed to the proposed adjustment.
Act
Resolved
That the Board:
1.
approves funding of $4.208 million
a. subject to quarterly reports including actual expenditure vs budget, forecast with clear
performance metrics delivered to the Board within two months of the close of each
reporting period
2.
approves delegating authority to the Chief Executive to sign the procurement documentation
and conditional grant agreement with UFBA; and
Information
3.
agrees to change from six monthly performance reports from UFBA to quarterly performance
reports
Moved: Malcolm Inglis; Seconded: Te Aroha Cook
Official
14. 21(75) Totalcare Contract Approval
The Board authorised the Chair to sign the new contract with TotalCare to provide Level 2 (structural
the
firefighting) garments and launder, maintain and repair those garments.
Resolved
That the Board:
under
1.
notes that a multi-functional team from Fire and Emergency has been negotiating with TotalCare
with the intention of putting in place an updated contract that reflects the current operating
arrangement and provides Fire and Emergency with future flexibility
2.
notes that in Management’s opinion, the Renewed Contract achieves the intention stated in
recommendation 1 and is ready for approval
3.
notes this contract is coming to the Board for signing due to the total cost of the contract
(estimated at $16m over three years); and
Released
4.
authorises the Board Chair to sign the attached contract on behalf of the Board, committing Fire
and Emergency through to October 2023, per the MoU the Board agreed to in March 2019
Moved: Rebecca Keoghan; Seconded: Te Aroha Cook
15. 21(76) All of Government – Cluster 1 2021 Insurance Renewal
The Board sought an update on the assessment of Fire and Emergency’s future insurance options. It
was advised that there were potential benefits to exiting the All of Government (AoG) Cluster.
Renewal of the existing policy was required for the coming financial year, but work was continuing
on a possible exit from the AoG Cluster at 30 June 2022. For this to occur, notice would need to be
provided by 31 December this year.
Resolved
That the Board:
1.
notes the indicative terms for the All of Government - Cluster 1 2021 Insurance Renewal; and 1982
2.
delegates to the Chief Executive the authority to sign the Al of Government - Cluster 1 2021
Insurance Renewal terms with AON on the provision that premiums wil not material y change
Act
Moved: Paul Swain; Seconded: Rebecca Keoghan
16. 21(77) SPE Final Draft
The Board approved the final draft of the Statement of Performance Expectations.
Resolved
That the Board:
1. notes the Minister’s feedback has been received and incorporated into the Statement of
Information
Performance Expectations; and
2.
approves the attached final Statement of Performance Expectations
Moved: Paul Swain; Seconded: Te Aroha Cook
Official
17. 21(78) Results of Fire and Emergency’s First Carbon Emissions Inventory
The Board was advised that the review of Fire and Emergency’s baseline emissions had been audited
and approved. A relatively conservative initial target of a 10 per cent reduction by the end of the
the
2024/25 year had been set. The Board asked whether Fire and Emergency should try, as a first
response agency, to be an exemplar. Management advised that the current absence of
environmental y friendly alternatives to the diesel-powered vehicles responsible for 50 per cent of
the organisation’s emissions meant reductions were going to be hard to achieve. A more
under
comprehensive plan would be presented to the Board in the third quarter of the coming year.
Resolved
That the Board:
1.
notes that Fire and Emergency has achieved certification through the Toitū Carbonreduce
programme
2.
notes that Fire and Emergency will be presented with a certificate, which may provide an
opportunity for public communications
Released
3. notes that this work completes the 2020/21 SPE measure 6.1.7
Establish an environmental
emissions baseline to inform future sustainability planning by 30 June 2021; and
4.
notes that Fire and Emergency intends to provide the Board with a draft Climate Change
Adaptation and Mitigation Plan in Q3 of the 2021/22 Financial Year
18. 21(79) High-Level Framework for the Integration of Local Advisory Committee Advisory
Function
Lucy Chamberlain joined the meeting
The Board commended management on the diagram demonstrating how LACS received direction
and provided advice and how advice flowed through Fire and Emergency and feedback was provided 1982
to LACs.
Resolved
That the Board:
Act
1.
endorses the high-level framework for the integration of LAC advice into Fire and Emergency
Lucy Chamberlain departed the meeting
19. 21(80) Approval to Dispose of Surplus Property
The Board approved the disposal of the site of the former Mercer Fire Station.
Resolved
Information
That the Board:
1.
notes that this site is surplus to requirements and is no longer required for operational or
administrative purposes
2.
notes an independent valuation has been received for this site
3.
notes the clearances necessary to dispose of the site – e.g. compliance with statutory right of first
Official
refusal provisions, iwi consultation, clearance through the LINZ-administered Crown Property
Disposal Portal, and natural values assessments – will be undertaken before this site is disposed
of
the
4.
notes this site is not subject to ‘offer back’ requirements under the Public Works Act 1981
5.
approves the disposal of this site, as it is surplus to requirements. The disposal will be subject to
all mandatory clearance processes (including those listed at (4) above) being satisfactorily
completed; and
under
6.
authorises the National Property Manager to dispose of this site in accordance with the
Property
Disposal Policy
Moved: Rebecca Keoghan; Seconded: Te Aroha Cook
20. 21(81) Approval for Land Acquisition at Rangitata Gorge
The Board approved the use of the Public Works to acquire land for the new Rangitata Gorge Fire
Released
Station.
Resolved
That the Board
1.
notes the land is required for the new Rangitata Gorge Rural Fire Station
2.
notes that agreements wil need to be entered into with LINZ (on behalf of the Crown as owner
of the land) and Rata Peak Station Limited (as lessee of the land)
3.
Notes the valuation is 9(2)(b)(ii)
(if any), which is supported by independent valuation
prepared for Fire and Emergency by Carter Valuations Limited
4.
approves the acquisition of 1,495m2 of land by agreement under the PWA for a total consideration
to be agreed between the parties noted at (3) above; and
5.
notes that the agreements and associated land transaction documents giving effect to the 1982
acquisition will be executed on behalf of Fire and Emergency by the DCE Organisational Strategy
and Capability, to whom the Board has granted power of attorney
Moved: Rebecca Keoghan; Seconded: Te Aroha Cook
Act
21. 21(82) Right of First Refusal – Whanganui Fire Station
Malcolm Inglis declared an interest in this item and took no part in discussion of it.
The Board agreed to provide iwi with first right of refusal over the site of the Whanganui Fire Station
if Fire and Emergency decided to sel the land in future.
Resolved
Information
That the Board
1.
notes the paper; and
2.
agrees to the inclusion in the Agreement in Principle with The Office for Māori Crown
Relations/Te Arawhiti of a right of first refusal over the Whanganui Fire Station
Moved: Paul Swain; Seconded: Te Aroha Cook
Official
Abstained: Malcolm Inglis
the
22. 21(83) Treasury Policy Limits
The Board was advised that the proposal to increase the financial limits for the counterparties with
which Fire and Emergency deposits money was supported by the Audit and Risk Committee. The
Board approved the proposed increase.
under
Resolved
That the Board
1.
notes that a breach of the current counterparty limits occurred in May 2021 and current
forecasting indicates that further breaches over the next 12months are highly possible
2.
approves increasing Fire and Emergency’s deposit limit with the BNZ from $30 milion to $60
mil ion and the deposit limit with our remaining six banking counterparties from $30 mil ion to
Released
$40 million; and
3.
notes that the new limits would be reviewed in 12months’ time as part of the DCE Finance and
Business Operations review required under the Treasury Policy
Moved: Malcolm Inglis; Seconded: Rebecca Keoghan
23. 21(84) UFBA Audit Update
The Board was advised that the independent audit undertaken to determine whether the funding
provided to the UFBA had been used for the purposes for which it was provided had not indicated
any areas of immediate significant concern. It had identified several minor issues which would be
addressed. It had also recommended the UFBA bear the cost of some of its operating costs which
was reflected in the new funding agreement with the organisation.
At the request of the Audit and Risk Committee, PwC, which conducted the audit, had been asked if 1982
it wished to comment on the appointment of the Chair and Chief Executive of PwC as directors of
Tāngata Matatau Ltd. PwC had verbal y advised that the appropriateness of the appointments
would depend on the purposes for which the organisation was established.
Act
Resolved
That the Board
1.
notes the observations from the Audit
2.
notes the actions being taken regarding future UFBA funding; and
3.
approves that the PwC report is provided to the UFBA, subject to PwC agreement
Moved: Malcolm Inglis; Seconded: Wendie Harvey
Information
24. 21(85) Costing and Funding the Organisation Update
The Board advised that it was pleased the organisation was continuing to operate within the fiscal
envelope set by the Board. It asked whether the spending constraints were creating risks for the
organisation. Management advised that there were risks if the organisation did not complete the
implementation of the Fire and Emergency New Zealand Act. Pay restraint generated savings but
Official
posed risks. There was also criticism of the lack of investment in additional firefighters and
equipment.
the
The Board asked about the status of the funding review being conducted by the Department of
Internal Affairs (DIA). It was advised that DIA was about to begin a second round of stakeholder
engagement and consultation. It was aiming to produce a first exposure draft early in the New Year.
The Board thanked management for its good work.
under
Resolved
That the Board
1. notes the amended costing of the new organisation outlined in this paper;
2. notes that savings achieved in the 2020/21 year are $8.1 million;
Released
3. notes that savings required in 2021/22, 2022/23 and 2023/24 are a total of $7.3 million; and
4. notes that this work is undertaken to ensure that costs remain within the fiscal envelope of
$617.2m (being the funding envelope provided by the current levy and approved by the Board)
25. 21(86) Audit and Risk Committee Report Back
The Board was advised, in accordance with the new protocols agreed by the Board, that an
additional high-rated risk had been added to the risk register.
The Board was advised that the Committee had received a presentation on the Future Capital
Requirements of the organisation, an area that was expected to be the subject of continuing
Committee attention. The Committee had signalled its intention to revisit the topic on a regular
basis, possibly every six months.
The Board was advised that the Committee had reviewed the Audit New Zealand fee for the annual 1982
audit and the responses to the Audit New Zealand Fraud Questionnaires.
Resolved
Act
That the Board:
1.
notes the report of the meeting held on 14 June 2020
2.
notes the appended draft minutes
3.
approves the signing of the Audit New Zealand Engagement Letter and the Audit Proposal Letter
(Audit Fee) for the year ended 30 June 2021
4.
approves the revised draft responses to the Audit New Zealand Fraud Questionnaires; and
5.
notes that one additional high-rated risk has been added to the risk register
Moved: Malcolm Inglis; Seconded: Te Aroha Cook
Information
26. 21(87) Minutes of 30 April Safety, Health and Wellbeing Committee
The minutes of the 30 April Safety, Health and Wellbeing Committee meeting were ratified.
Resolved
Official
That the Board:
1.
ratifies the minutes of the 30 April Safety, Health, and Wel being Committee
the
Moved: Rebecca Keoghan; Seconded: Wendie Harvey
27. 21(88) General Business
Rebecca Keoghan advised that she would attend the 7 August opening of the Athol Fire Station;
under
Malcolm Inglis advised that he would attend the 7 August 50 years’ service presentations in
Whanganui.
The July Board meeting was changed from a virtual to an in-person meeting and the August meeting
from an in-person to a virtual meeting. The proposed August visit to the National Training Centre in
Rotorua was deferred until the two Board vacancies were filled.
The Board Chair and departing Board member were thanked by their col eagues for their
Released
contributions to the establishment of Fire and Emergency and the personal contributions they had
made to the Board.
There being no further business the meeting closed at 1.30pm.
1982
Rebecca Keoghan
Deputy Chair (as at 25 June 2021)
Act
25 June 2021
Information
Official
the
under
Released
Board Minutes
BOARD MEETING
Date: Friday, 27 March 2020
Time: 9.30am – 2pm
Venue: Zoom
1982
Present:
Hon Paul Swain
Chair
Act
Rebecca Keoghan
Deputy Chair
Te Aroha Cook
Member
Wendie Harvey
Member
Malcolm Inglis
Member
Gwen Tepania-Palmer
Member
In Attendance:
Rhys Jones
Chief Executive
Information
Raewyn Bleakley
Deputy Chief Executive Office of the Chief Executive
Kerry Gregory
Deputy Chief Executive Service Delivery
Russell Wood
Deputy Chief Executive Organisational Strategy and Capability
Development
Darryl Purdy
Deputy Chief Executive Finance and Business Operations
Official
Brendan Nally
Deputy Chief Executive People
Janine McLees
Director Integration
the
Amelia Dalley and Nick Venter Secretariat
The meeting was opened at 9.32am with comments from the Chair and noting this is the first Board
under
meeting held over video conference and outlined the structure of the meeting.
Rhys Jones noted the advice that had been received by the GCSB on using Zoom and the Board noted
that further work would need to be undertaken to confirm a platform for Board videoconferences.
The Board noted that the agenda had been amended and new papers had been uploaded to Diligent
just prior to the meeting.
Released
1. 20(016) Board Members Register of Interest
Members updated the Register of Interest with the fol owing:
Rebecca Keoghan declared the fol owing interest:
• Chair - Tai Poutini Polytechnic
Rebecca Keoghan removed the fol owing interest:
• Advisory Board Member - Buller Water Pipeline Project
2. 20(017) Confirmation of minutes
The minutes of the meeting held on 28 February 2020 were approved as a true and accurate record
1982
of the meeting.
Moved: Paul Swain; Seconded: Rebecca Keoghan
Act
Action Log updates
Raewyn Bleakley provided an update on the actions and advised that many of the actions will be
complete by the end of the meeting.
3. 20(018) Chief Executive’s report
Information
Rhys Jones presented the Chief Executive’s report to the Board and noted that since the report had
been prepared the response to COVID-19 had significantly changed. The Board was advised that Fire
and Emergency is working to ensure support to the public is as undisrupted as possible while
government restrictions are in place to manage the spread of COVID-19.
The Board was advised of the significant work occurring across government to advise on and support
Official
the COVID-19 response, which is being led by other agencies. It was noted that Fire and Emergency
is connected to this work through its key partners and that there is significant pace to the work. The
Board was advised that we have been work
the ing to ensure firefighters have the same access to
personal protective equipment and information on households that may be isolating as health
workers, due to the work they do responding to the public and medical cal s.
The Board was taken through the diagram of the structures that have been set up within Fire and
under
Emergency to manage the response to COVID-19, and the role of the groups established. Fire and
Emergency is not treating the response as an emergency, but focused on ensuring it can maintain
operational capability.
Fire and Emergency has sought external legal advice on its risk profile and its response and is
ensuring it is seeking legal advice as it makes decisions and considers Fire and Emergency’s response
to COVID-19. This work is ongoing and once it has matured will be provided to the Board. Fire and
Released
Emergency is carefully documenting its decision making, as advised by external lawyers and Central
Agencies.
Kerry Gregory updated the Board on the Service Delivery Branch work to respond to COVID-19.
There are two priorities, protect our people to protect the public. The bulk of the planning is to
consider how Fire and Emergency can continue operational response if capacity is lost due to the
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pandemic. Mechanisms have been put in place to limit potential spread of COVID-19 among our
operational personnel. Work is underway to consider how composite stations need to operate
during the pandemic.
Further work is underway to look across New Zealand and the spread and capability of our brigades
and how we would need to address the loss of capacity in particular areas. Part of this work involves
working with Unions to address any contractual arrangements that may need to be adjusted to
ensure operational capacity. NZPFU has shown wil ingness to support this in the context of the
COVID-19 response.
The Board was advised that the communications to personnel on COVID-19 now has an agreed daily
1982
schedule and was adjusted as a result of feedback received. These are coordinated through the
National Engagement and Communications Manager. The unions and associations are connected
through the Regional COVID-19 Groups.
Act
Brendan Nally advised the Board that Fire and Emergency was made aware of firefighters facing
accommodation issues due to their roles as essential services providers. Work has been underway to
resolve and support personnel to find alternative accommodation and almost all cases have been
resolved.
The Board was updated on how the People Branch is supporting the response to COVID-19. All
training has been ceased, which means trainers can be released to bolster capacity if required.
Safety, Health and Wellbeing resources have been increased and significant focus is being p
Information laced on
the psychological wellbeing of our people. The National Medical Officer is now almost full time
providing advice to Fire and Emergency. The Payrol function has additional resources and steps
have been taken to ensure this critical function can continue to operate.
The Board asked what the impact is of having personnel over 70 years of age and vulnerable people
Official
not on active duty due to COVID-19. Management confirmed that personnel over 70 years of age are
not being permitted to respond operational y due to the increased risk from COVID-19 for this age
group. This is not having an impact operationally as only a small proportion of our personnel fall into
the
this age bracket. Regions and Areas are undertaking work to assess cover should brigades not be
able to operate due to pandemic and options are being developed to address the risks identified.
The Board noted it should consider what it needs to have in place should the Board be unable to act
under
and agreed to raise this later in the meeting.
The Board noted the work on securing accommodation for our personnel where needed and asked
whether we have options for personnel should groups need to self-isolate. Management confirmed
that accommodation has not been difficult to secure and offers are coming through and there is a
team working on this to ensure we have access to emergency accommodation.
The Board asked what impact the Government decision making is having on our ability to make
Released
operational decisions. Management confirmed that Fire and Emergency maintains its operational
autonomy but is required to fol ow Government policy. It has been important for Fire and
Emergency to be connected to Government policy work to ensure our voice and our operational
needs are considered as part of that process. Further to this, Fire and Emergency is working with
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agencies to ensure we are prepared to manage any other large incidents that may occur during the
pandemic.
The Board acknowledged the good work being done by management and the organisation and noted
the message from the Board was designed to reinforce the Board’s support.
Kerry Gregory left the meeting at 10.44am
4. 20(019) Financial Matters related to Covid19 (including Levy Management)
Darryl Purdy gave a PowerPoint presentation on the work undertaken to understand the financial 1982
impacts of the COVID-19 pandemic. To date the focus has been on the next three months and work
on longer-term implications will commence over the next few weeks. The pandemic situation has
been evolving quickly and some assumptions that were made were already out of date. Act
The Board expressed support for the work undertaken and was appreciative of the comprehensive
update provided.
The Board discussed the potential impact COVID-19 will have on the levy revenue and also the
potential impacts it will have on Fire and Emergency expenditure. The Board was advised the
impacts of COVID-19 may last for a number of years.
The Board discussed mechanisms that Fire and Emergency may consider to support New Zealand’s
Information
recovery from COVID-19, including a shift to payments being made weekly by the Accounts Payable
team and ways in which levy payments are made. The Board also noted that there is likely to be
deferred capital expenditure that wil need to be addressed.
Management advised it will engage with broader government work on the issues discussed today
Official
and noting the Board’s views and part of those conversations will include the speed of the drawdown
and possibility of deferring the Crown capital repayment, which is not factored into the forecast
provided to the Board.
the
5. 20(020) Financial position
The Board noted the financial position and was advised that it remains positive but noted it will
under
change due to COVID-19.
6. 20(021) Budget 2020/21 Update Paper
A paper updating the Board on progress on setting the budget for 20220/21 and out years was
presented. It was noted that this wil need to be reviewed in light over COVID-19 and the potential
impacts on the next financial year and this remains connected to the work being done on the
Released
Statement of Performance Expectations.
The Board noted that update provided to Treasury as part of normal reporting and clarified that if
there is significant variation to the reporting provided to the Board then it should be discussed with
the Board prior to submission. Malcolm Inglis offered to work with management to determine the
threshold.
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Actions
• Malcolm Inglis to work with management to determine the threshold for report Budget
variations to the Board.
Resolved
That the Board:
1.
noted the Budget 2020/21 Update Paper
1982
7. 20(022) Estimating the Cost of the New Organisation
A paper setting out the process by which Fire and Emergency wil assess whether the organisational
structure and resourcing is adequate to fulfil its statutory functions was presented.
Act
The Board noted that this work should have a mechanism for reviewing and testing the information
being inputted. The Board was advised that the work of business units managers would be reviewed
by finance and management, both of which were aware there was a financial envelope that needed
to be worked within.
Resolved
That the Board:
Information
1.
agreed that Fire and Emergency NZ should undertake the assessment of legislative requirements
as proposed in this paper, with the amended process, and report back at the next Board meeting
at the end of May 2020.
Moved: Malcolm Inglis, Seconded Te Aroha Cook
Official
8. 20(023) UFBA Additional Funding Request 2019/20
Board approval was sought to help the United Fire Brigades’ Association to bring in house its
the
accounting function.
Resolved:
That the Board:
under
1.
approved the UFBA’s funding request for funding for the cost of the new in-house accountant
pro rata for nine months
Moved: Gwen Tepania-Palmer; Seconded: Te Aroha Cook
9. 20(024) Fees determined by the Board
The Board was presented with a paper assessing whether the sums paid by way of remuneration to
Released
independent people appointed to various committee and governance roles was consistent with the
revised Cabinet Fees Framework.
Resolved:
That the Board:
1.
noted that the Framework was revised with effect from 17 June 2019;
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2.
noted that the current remuneration for members of local advisory committees and the Board’s
nominee directors of FSTL is consistent with the Framework;
3.
noted that the current remuneration for the independent external member of the Board’s Audit
and Risk Committee, Peter Taylor, is likely to be consistent with the Framework, but that
information is required from Mr Taylor in order to confirm that; and
4.
requested that the Chair of the Audit and Risk Committee asks Mr Taylor to advise how much
time he typically devotes to the activities associated with each Audit and Risk Committee
meeting, and to provide that information to the Chief Executive so that his remuneration can be
reviewed against the Framework.
1982
Moved Te Aroha Cook; Seconded: Wendie Harvey
10. 20(025) Health and Safety Refresher for the Board
Act
Minter EllisonRuddWatts Dispute Resolution and Litigation Partner Stacey Shortall,
MinterEllisonRuddWatts Senior Associate Molly Powers and Chief Legal Advisor Sid Wellik joined the
meeting to provide Board members with a refresher on their responsibilities as directors of an
organisation under the Health and Safety Act.
9(2)(h)
Information
Official
11. 20(026) Independent Health and Safety Review
the
The Board noted the paper as read and there were no concerns with adopting Option A, noting that
Option B could be implemented at a later date.
The Board asked whether there would be any impact on timeframes from COVID-19, noting for
example, that Option A includes workshops. The Board was advised the work could continue and
under
noted the importance of Health and Safety in the organisation.
Resolved That the Board:
1.
noted the content of draft proposal
2.
advised whether there is any further content regarding its background, scope or objectives that
should be included in the draft proposal
Released
3.
decided to progress with Option A as proposed in the paper
Moved: Malcolm Inglis; Seconded: Gwen Tepania-Palmer
Sid Wellik, Molly Powers and Stacey Shortall left the meeting at 1.21pm
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Te Aroha Cook returned to the meeting at approximately 1.21pm
12. 20(027) Safety, Health and Wel being Monthly Update
Brendan Nally advised the Board that there was one notifiable event reported to WorkSafe during
the reporting period. The event involved a trainee firefighter losing consciousness for a short time
during live fire training while wearing Breathing Apparatus. As a result of the incident, and two other
recent incidents, live fire training had been halted until further notice.
The Board was informed that ACC has introduced a new exposure tool that allows ACC to make more
informed cover decisions about firefighters.
1982
Eight psychological workshops have been postponed due to the travel restrictions imposed because
of the COVID-19 virus. This makes it unlikely the Statement of Performance Expectation Measure will
be met. Once updated travel restriction advice has been provided decisions wil be made about the
Act
remaining 35 workshops scheduled for April, May and June.
The Board discussed the need to continue the work to identify the top risks to the organisation
despite the disruption to business as usual work caused by COVID-19. Management provided
assurance that this work will be progressed.
The Board was advised that training has been halted during COVID-19 Alert Level 4. The Board
sought, and was provided assurance, that the training team is working with the Service Delivery
branch to ensure that the safety of firefighters is not compromised. Management noted that four
Information
weeks will not impact but that consideration is being given to how it might impact operations further
down the track, or if the Level 4 alert continues longer.
The Board was advised that live fire training has been suspended pending a review of all incidents.
Resolved That the Board:
Official
1.
noted the monthly report
2.
noted one notifiable event was reported to WorkSafe
the
3.
noted four out of five cancer claims managed by Fire and Emergency’s Injury Management Unit
(IMU) have now been accepted for cover by ACC
under
13. 20(028) LAC Update
Janine McLees advised the Board that 30 of 98 interviews with prospective Local Advisory Committee
members were conducted before COVID-19 related travel restrictions were put in place and that
there are sufficient high quality candidates to appoint the first three committees. Interviews with
remaining candidates are continuing remotely.
The Board requested weekly updates on numbers of candidates shortlisted and potential appointees
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identified. Management undertook to work with Gwen Tepania-Palmer to provide these.
Actions
• Provide weekly updates to the Board on the progress of the LAC appointments.
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Resolved That the Board:
1.
noted the report.
14. 20(029) General Business
Raewyn Bleakley advised that key messages have been entered into the resource centre. The Board
requested that key messages on COVID-19 be added along with the Board statement of support that
was provided to all staff. Management agreed to add this.
1982
Actions
• Add COVID-19 messages to the key messages in the resource centre.
Act
• Email Board to update on conversations with DIA regarding Statement of Performance
Expectations.
15. 20(030) PCBU Update: Overlapping Duties Project Review
The Board noted the 18-month delay identified by the reviewers.
Resolved
Information
That the Board:
1.
noted that an independent review of the project has been completed and that Fire and
Emergency is now considering its response to the draft report and the proposed considerations
and recommendations.
Official
2.
noted that Fire and Emergency wil update the Board further with the Report once it has been
finalized and accepted in its ful form and an action plan has been developed.
the
16. 20(031) Positive Workplace Culture Programme – 6 monthly report
Resolved
under
That the Board:
1.
noted the 6-month Progress Report of the Positive Workplace Culture Programme
2.
noted that the Progress Report will be made available to the public on Thursday, 2 April 2020
3.
noted that a Ministerial briefing will be provided to the Minister of Internal Affairs immediately
following the Board meeting, and prior to release of the Progress Report.
Released
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17. 20(032) Strategic Asset Management Plan
Resolved
That the Board:
1.
noted the Strategic Asset Management Plan
2.
noted that the SAMP has been received and reviewed by the Finance and Investment Committee
at its December 2019 meeting.
18. 20(033) Draft 2020-2024 Statement of Intent and 2020/21 Statement of Performance
1982
Expectations
The Board noted its approval of the proposed output classes.
Act
Resolved
That the Board:
1.
reviewed the attached draft SOI and SPE and provide feedback.
2.
approved the proposed output classes and sub-classes (outlined in Table 1) endorsed by the
Executive Leadership Team (ELT) and the Service Delivery Leadership Team (SDLT) on 24
February 2020.
3.
reviewed the proposed definition of a unified organisation and provide feedback.
Information
4.
noted the timeline for SOI and SPE review and approval processes.
19. 20(034) Board Conflicts of Interest Policy and Declaration Form
Official
Resolved
That the Board:
the
1.
considered the content of this paper.
2.
approved the proposed policy and declaration form.
Moved: Rebecca Keoghan; Seconded: Paul Swain
under
20. 20(035) IL4 Building Status Approach
Resolved
That the Board:
1.
noted the content of this paper, which reflects advice from Fire and Emergency’s Property and
Released
Legal Teams;
2.
considered whether the Board wishes management to undertake further work to develop a case
to differentiate our property portfolio based on priority of continued post-disaster operational
functions, as a means to promote adjusted building importance levels.
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21. 20(036) 2Board Strategy Workshop (February 2020) Outputs for Noting
Resolved
That the Board:
1.
noted the contents of this summary and provide and further feedback or direction as
appropriate
Meeting closed 2pm. The Board then held a Board only session fol owed by a session with the Chief
Executive.
1982
Signed as a true and accurate record.
Act
Paul Swain
Chair
27 March 2020
Information
Official
the
under
Released
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Board Minutes
BOARD MEETING
Date: Friday, 31 July 2020
Time: 8:30am to 2.25pm
Venue: Matawai and Avalon Meeting Rooms, Level 12, National Headquarters, Wellington
Present:
Hon Paul Swain
Chair
Rebecca Keoghan
Deputy Chair
Te Aroha Cook (until 1.30pm)
Member
Wendie Harvey
Member
Malcolm Inglis
Member
Gwen Tepania-Palmer
Member
In Attendance:
Rhys Jones
Chief Executive
Kerry Gregory (until 2pm)
Deputy Chief Executive Service Delivery
Raewyn Bleakley
Deputy Chief Executive Office of the Chief Executive
Russell Wood (from 10.20am-
Deputy Chief Executive Organisational Strategy and Capability
12.35pm)
Development
Darryl Purdy (from 10.20am-
Deputy Chief Executive Finance and Business Operations
2.15pm)
Brendan Nally (until 2pm)
Deputy Chief Executive People
John Page
BoardWorks International
Elizabeth Church (from
National Manager Workplace Culture and Change
1.20pm-2pm)
Brent Mikaera (from 1.20pm-
Interim Director Behaviour and Conduct Office
2pm)
under the Official Information Act 1982
Nick Venter
Secretariat
The Board held a closed Board session from 8.30am to 9.10 and met with the Chief Executive in a
closed session until 9.30am. It then met in closed session with the Chief Executive, and the Deputy
Chief Executives of the Office of the Chief Executive, Service Delivery and People until 10.15am.
Released
1. 20(101) Interests register and conflicts of interest
Members updated the Register of Interest with the fol owing:
Rebecca Keoghan declared the fol owing interest:
• Trustee - Glen Elgin Trust
2. 20(102) Confirmation of the minutes of the previous meeting
The minutes of the meeting held on 26 June 2020 were approved as a true and accurate record of
the meeting.
Moved: Rebecca Keoghan; Seconded: Wendie Harvey
3. 20(103) Action items from last meeting
The Board noted good progress on the actions and that completed items would be removed from the
1982
action log.
Act
4. 20(104) Chief Executive’s report
Russel Wood and Darryl Purdy joined the meeting.
Rhys Jones advised the Board that as Chair of the Australasian Fire and Emergency Service
Authorities Council (AFAC)’s research committee he had been nominated to be AFAC’s
representative on the board of the Bushfire and Natural Hazards Co-operative Research Centre. The
Board congratulated him on being asked to take on an important role that would benefit Fire and
Emergency.
Information
The Board expressed frustration that differences between the participants in the All of Government
insurance cluster, of which Fire and Emergency is a member, had not been resolved collegially.
Management advised that it would proceed on a professional basis to find the best solution for Fire
and Emergency. Consideration was being given to making a formal complaint to the Ministry of
Official
Business, Innovation and Employment.
The Board expressed support for the approach being taken to build better, more collaborative
the
relationships with natural sector partners including the forestry sector. It asked about timeframes
and what visibility it would have of the process. The ELT governance group overseeing the project
undertook to report back to the Board on progress at either its August or September meeting.
The Board asked how it would be updated on the work of the newly-established Investment and
under
Portfolio Directorate. Management undertook to included updates in the Quarterly Dashboard being
prepared for the Board.
The Board sought an update on the development of compliance and enforcement policy and
procedures. Management advised that legislative changes meant a higher level of evidence was now
required than under previous legislation. Timelines would be established once the new compliance
and enforcement function planning was further advanced. Successful prosecutions would not result
Released
in Fire and Emergency recovering any costs as fines are remitted to Central Government, but there
needed to be a consequence for reckless use of fire to discourage poor behaviour. The Board noted
the importance of having quality data about infringements and changes under the new legislation
when the Fire and Emergency Act came up for review.
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Actions
• The ELT governance group overseeing the project to improve relationships with natural
sector partners to report on progress to the Board at its August or September meeting
5. 20(105) Financial Position – 2019/20 Interim End of Year Financial Result
Management advised the Board that the $17.2 million surplus for the year was almost $11 million
higher than budget due to higher than expected levy receipts, with only the June payment impacted
by COVID-19. The Board congratulated management on a good result, but noted it would be
important to explain that the result did not reflect the impact COVID-19 was now having on revenue.
1982
Management said that explanation would be provided in the Annual Report.
The Board was advised that Audit New Zealand might include an Emphasis of Matter (EoM)
Act
paragraph in the audit report to draw users’ attention to the increased uncertainty and the
judgements in the financial statements due to COVID-19.
6. 20(106) COVID-19 Financial Update
Management advised that it would begin implementing savings to counter the impact of COVID-19
on revenue from 1 August. The savings were aligned to Treasury’s mid-case estimate of the impact of
COVID-19 on the economy. Once August levy receipts were received on 15 August, cash flow
forecasts would be substantially refreshed and reported to the Board at its next meeting.
Information
Confirmation had been received from the Department of Internal Affairs that Fire and Emergency
could seek approval from the Ministers of Internal Affairs and Finance for the final instalment of the
$19 million drawdown of the Crown funding capital injection. That was because the application was a
technical matter relating to a decision that had already been made and was, therefore, not affected
by the general election. The outcome of the application was not yet known.
Official
The Board asked about the impact of reducing the ICT budget by five per cent to save $2 million. It
was advised that about half of the savings could be achieved by better aligning licensing agreements
the
with actual usage. The other savings could be achieved without causing major disruption or
compromising quality of service.
The Chair advised that the Board was working with the Chief Executive to identify savings that could
under
be made to the Board’s costs.
Resolved
That the Board:
1.
note the COVID-19 July financial update.
Released
7. 20(107) Safety, Health and Wel being Monthly Update
The Board was advised that ELT had provided feedback on the Critical Risk Review being conducted
by Van Schaik Consulting and the Board would continue to be updated monthly on progress. Rather
than settle on a maximum number of critical risks, it had been decided to identify the critical risks
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faced by the organisation. Accordingly, the original 10 critical risks had been increased to 13 to take
account of noise and electricity and COVID-19.
Safety, Health and Wellbeing Committee Chair Wendie Harvey advised the Board that the quality of
information being provided to the Committee was improving from meeting to meeting and that
members had welcomed the clear explanation provided at the last meeting of the Level One, Level
Two and proposed Level Three investigation processes. It had also appreciated the opportunity to
hear from DCE Service Delivery Kerry Gregory about the way crews attending the Cornish Point fire in
November 2019 had assessed risk at the scene of the fire after an explosion was reported to
ComCen.
1982
Brendan Nally undertook to provide a copy of Van Schaik Consulting’s updated Critical Risk Review to
members of the Safety, Health and Wellbeing Committee.
Act
The Board acknowledged the work done to improve the quality of information provided to the
Safety, Health and Wellbeing Committee.
Action
• Brendan Nally to provide a copy of Van Schaik Consulting’s updated Critical Risk Review to
members of the Safety, Health and Wellbeing Committee
Resolved
Information
That the Board:
2.
note the Safety, Health and Wellbeing monthly report,
3.
note that no notifiable events occurred; and
4.
note that Erin Tahau was a finalist in the Health and Safety Representative of the Year Awards.
Official
8. 20(108) Interim Costing of the New Organisation
the
The Board was advised that the first cut at establishing the baseline cost of running the organisation
had identified a gap between what the organisation was currently doing within the $617 million
funding envelope provided by the current levy and what it was legislatively required to do. Excluding
making provision for additional firefighters, the cost of closing that gap had been identified at $19
under
million.
The Board commended management on the work, saying it reflected the increasing maturity of ELT.
It took reassurance from the fact management was taking ownership of the gap. It was also pleased
the full ELT was present for the discussion with the Board.
The Board reiterated the importance of keeping expenditure within the $617 mil ion funding
envelope and said it would like to see all areas of expenditure, as well as strategy, reviewed.
Released
Management assured the Board that a robust debate was occurring within the organisation and that
there were no areas of expenditure off limits.
4 | P a g e
Management was looking for efficiencies that generated cost reductions as well as response
efficiencies. Other important considerations would be exploring new ways of meeting the
organisation’s legislative obligations and educating the public about was needed to keep them safe.
Management advised that proposed increases to firefighter minimum shift staffing levels had been
paused, pending the outcome of further work. Expected savings in overtime costs had not
materialised from increases to date. Existing levels were close to establishment.
The Board would be updated on the work each month and presented with the next substantive
paper in October.
1982
Action
• The Board to be updated on the work being done to cost the new organisation at its
Act
August and September meetings and presented with a substantive paper in October
Resolved
That the Board:
1.
note the interim costing of the new organisation outlined in this paper and that work is
continuing to ensure that costs remain within the fiscal envelope of $617.2m (being the funding
envelope provided by the current levy and approved by the Board); and
2.
consider whether to reschedule other capital projects now in response to the capital injection of
Information
$50m for “shovel-ready” property projects, or to wait for 12-24 months until the impacts of
COVID-19 are clear.
9. 20(109) Organisational Performance Reporting
Official
The Board discussed the draft of the monthly automated dashboard, quarterly organisational
performance report and proposed areas of focus for inclusion in future Board strategy sessions.
Management was commended on the speed with which the data had been provided and its honesty
the
in admitting it was still being a work in progress. The Board expressed a desire for updates on the
Māori Outcomes Framework to be integrated in the quarterly report. General y, it said reporting
against Board strategic priorities should be by exception.
It was agreed that the DCE Organisational Strategy and Capability Development would work with
under
Rebecca Keoghan to refine the reporting dashboards.
Actions
• Russel Wood to work with Rebecca Keoghan to refine the proposed reporting dashboards
Resolved
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That the Board:
1.
provide feedback on the monthly automated Board dashboard,
2.
provide feedback on the draft quarterly organisational performance reporting (non-automated),
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3.
note that the draft organisational performance reporting is manual in nature, and derived from
data held within various parts of the business,
4.
provide feedback on the proposed areas of focus for future quarterly Board discussions; and
5.
note performance reporting continues to be a work in progress, with future work planned to
further enhance the completeness and validity of this reporting.
10. 20(110) Safety, Health and Wel being Committee report back
The Committee’s report was noted, having already been discussed during consideration of the
monthly Safety, Health and Wellbeing update.
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20(111) Audit and Risk Committee report back
The Committee Chair thanked management for helping to establish the terms of reference for the
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review of Fire and Emergency’s assurance function.
The Board was advised that clarification was being sought about whether restructuring risks
identified in the Internal Audit Activity report were actual or potential risks.
The Board was asked whether it wanted to continue to see the detail of the risk register or whether it
would be happy for the Committee to review it and for the register to be made available through the
Resource Centre.
Information
It was agreed that in future the register would be placed in the Resource Centre and that additional
high risks would be reported to the Board via the Committee’s report back.
Action
Official
• Place the risk register in the Resource Centre and update the Board about additional risks
in the Audit and Risk Committee’s report backs to the Board
the
That the Board:
1.
note the contents of the Risk Management paper (Appendix B) and
2.
note the contents of the COVID-19 Risk paper (Appendix C).
under
Russel Wood left the meeting
11. 20(112) Unified Uniform Project Approval
The Board was advised that the three objectives of the project were to promote firefighter safety,
support unification and produce comfortable, contemporary garments that personnel would want to
wear. For the first time jackets were being produced with male and female cuts.
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The Board discussed the proposed colour change from indigo to Paris blue which would be referred
to as Fire and Emergency blue/black. It was advised that proceeding with the switch to indigo blue
announced the previous year would add at least an additional $720,000 to the cost and introduce an
element of risk to the project because it was a non-standard, special dyed colour.
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Management advised that some rural personnel may still be opposed to Paris blue, the colour of the
old New Zealand Fire Service uniforms, but, opposition was diminishing over time and it would be
another 12 months before the uniforms were rol ed out.
Following the discussion, the Board endorsed Paris blue as the colour of the new uniform.
Resolved
That the Board:
1.
approve the
proposed
Unification and Safety approach for the
Unified Uniform Project,
2.
approve a stage-gate process, whereby each of the remaining three stages of the project is 1982
brought to the Board for approval after being endorsed by the Investment Panel and ELT,
3.
note the
whole-of-life operating cost of the project is $23.9 million; and
Act
4.
note a final decision on the core colour, either Paris blue or indigo blue, will be made by the Chief
Executive by December 2020. In the interim, the project will proceed on the basis that Paris blue
will be used and the new uniform colour will be referred to as Fire and Emergency New Zealand
blue/black
Moved: Te Aroha Cook; Seconded: Paul Swain
12. 20(113) Behaviour and Conduct Office Update
Information
Elizabeth Church and Brent Mikaera joined the meeting
The Board was updated on progress towards establishing the Behaviour and Conduct Office (BCO).
Members asked if sufficient resources were available to establish the office. Brent Mikaera outlined
the linkage of the BCO to the Coral Shaw review and our strategic priorities. It was noted that Fire
Official
and Emergency’s values are at the heart of the BCO and that the BCO has a central role in embedding
the values in our organisation. The timeline and engagement process for development was
discussed. Brent Mikaera advised that the development work was wel supported.
the
Resolved
That the Board: under
1.
note the key indications from the recent BCO online engagement; and
2.
note the next steps in setting up the BCO.
Kerry Gregory, Brendan Nally, Elizabeth Church and Brent Mikaera left the meeting
13. 20(114) Appointment of an Acting Chief Executive
The Board discussed the different options for appointing an Acting Chief Executive in the event of the
Released
Chief Executive taking planned leave, or unexpectedly being incapacitated. It concluded that it did
not need to be involved in appointing an Acting Chief Executive when the Chief Executive took
planned leave, other than the Chair being informed of the appointment. In the event of the Chief
Executive becoming unexpectedly incapacitated, it concluded that the DCE Office of the Chief
Executive should act as Chief Executive until the Board could appoint an Acting Chief Executive.
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Resolved
That the Board:
1.
agree that that either the Board or the Chief Executive appoint an Acting Chief Executive,
depending on the circumstances
i) in the event of the Chief Executive taking approved leave, the Chief Executive appoint an
Acting Chief Executive and advise the Board Chair of the appointment
ii) in the event of the Chief Executive unexpectedly becoming unavailable, the Board
appoint the Acting Chief Executive
iii) In the event of the Chief Executive unexpectedly becoming unavailable, the DCE Office of
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the Chief Executive shall act as Chief Executive until the Board appoints an Acting Chief
Executive
Act
2.
approve the development of a standing cascading process for the appointment of an Acting
Chief Executive to be executed specifical y to address unexpected emergency circumstances;
and
3.
approve the drafting of at al necessary Instruments of Acting Appointment to implement the
Board’s decisions.
Moved: Paul Swain; Seconded: Wendie Harvey
Darryl Purdy left the meeting
14. 20(115) General Business
Information
FireSuper Trustee Limited – Appointment of Director for Further Term
The Board agreed to appoint Angela Hauk-Willis as a director of FireSuper Trustee Limited for a
further two-year term.
Official
Resolved
That the Board:
the
1.
Appoint Angela Hauk-Willis for a further 2-year term as a director of the Trustee Company, with
effect from 1 August 2020 and subject to Ms Hauk-Willis’ consent to appointment.
2.
Note that the Chair will write to:
under
(a)
Ms Hauk-Willis, asking her to indicate her consent to appointment for the further term
and confirming that the conditions of appointment, including director remuneration,
are otherwise unchanged; and
(b)
the Chair of the Trustee Company board, advising of Ms Hauk-Willis’ appointment for
the further term.
Events
Released
The Board discussed the calendar of upcoming events and resolved, in the light of the impact of
COVID-19 on the organisation, to reduce Board representation at events requiring air travel.
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There being no further business the meeting closed at 2.25pm.
Paul Swain
Chair
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28 August 2020
Act
Information
Official
the
under
Released
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Document Outline
