Nottinghamshire Fire and Rescue Service
Financial Regulations

6. External Arrangements

  1. External Arrangements

    1. Introduction

      1. There are and will continue to be requirements to work collaboratively to further the efficiencies of the NFRS’s activities. The Authority provides a distinctive leadership role for the community and brings together the contributions of the various stakeholders.

    2. Partnerships

      1. The Fire Authority/ Principal Officers and Area Managers are responsible for approving partnership arrangements/joint working initiatives with other local public, private, voluntary and community sector organisations to address local needs.
      2. The Solicitor and Clerk and the Head of Finance and Treasurer are responsible for promoting and maintaining the same high standards of conduct with regard to financial administration in partnerships that apply throughout the Authority. They must also consider the overall corporate governance arrangements and legal issues when contracts are being arranged with external bodies.
      3. The Head of Finance and Treasurer must ensure that the accounting arrangements to be adopted relating to partnerships and joint ventures are satisfactory and that the risks have been fully appraised before agreements are entered into with external bodies. Principal Officers and Area Managers are responsible for:
        • ensuring that appropriate approvals are obtained before any negotiations are concluded in relation to work with external bodies
        • maintaining a register of all contracts entered into with external bodies in accordance with polices and procedures inplace
        • ensuring all partnerships entered into are evaluated and contribute to the achievement of NFRS’s objectives
        • ensuring that if required appropriate insurance are inplace
        • ensuring that such agreements and arrangements do not impact adversely upon the services provided by NFRS
        • ensuring that such agreements and arrangements have been properly risk assessed and linked to the Risk Register

    3. External funding

      1. The Head of Finance and Treasurer is responsible for ensuring that all funding notified by external bodies is received and properly recorded in the Authority’s accounts. The Head of Finance and Treasurer must be consulted on the financial and probity implications of all projects involving funding from external sources.
      2. In promoting or committing the NFRS to any externally funded projects Principal Officers and Area Managers must consult with the Head of Finance and Treasurer, where;
        • the additional income is likely to exceed the costs of delivering the outcomes required to qualify for that grant; or
        • the acceptance of that new grant or contribution would result in costs being incurred prior to receipt; or
        • match funding requirements (if appropriate) cannot be managed within existing budget and/or
        • the additional cost commitment exceeds the approved budget for the current or future years.
      3. Key conditions of funding and any statutory requirements must be understood and followed.
      4. Any match-funding requirements must be given due consideration prior to entering into long term agreements and future revenue budgets must reflect those requirements.
      5. No expenditure commitments will be made until the formal confirmation of the funding has been received unless approval has been given by the Head of Finance and Treasurer
      6. The Head of Finance and Treasurer is responsible for ensuring all grant claims are completed in a accurate and timely manner.