Archived decisions

Hampshire Fire and Rescue Authority

15/03/200514 February 2007

Error! Bookmark not defined.Outcomes of the HFRS/HCC Partnership - Year 1

Report by Chief Officer

Contact: [email protected]

1

Summary

This report outlines the progress of the first year of the Partnership between Hampshire County Council (HCC) and Hampshire Fire & Rescue Service (HFRS). The formal partnership was signed in Autumn 2005 and consolidated an informal arrangement that had been operating with the Director of Property, Business and Regulatory Services (PBRS) for some time prior to 2005. Significant benefits were noted by both parties in terms of joint working on a range of activities where common goals and objectives existed in risk reduction activities across the HCC estate.

2

RecommendationError! Bookmark not defined.(s)

2.1

That the Authority note the results of the first year of formal partnership detailed in this report.

3

Introduction Error! Bookmark not defined.and Background

3.1

Prior to 2005 an HFRS Fire Safety Officer (Station Officer rank) had been seconded into PBRS for approximately 18 months. This secondment was funded by PBRS and the sole purpose was to assess new build projects and major refurbishments within the HCC estate for the provision of sprinkler protection. HCC had previously proposed installing sprinklers in all such developments. The initial aim was therefore to ensure that investment in sprinkler protection was proportionate to the risks in each project and in some cases, non-provision was acceptable on a risk assessed basis.

3.2

The arrangements were formalised in Autumn 2005 and since then, a 12 month action plan has been introduced. This report details the progress made in the first year action plan from October 2005 to September 2006. The report also briefly details some potential objectives for the year 2 action plan. Key outcomes are indicated in bold text in section 4.

4

The Agreement and its Application

4.1

The Agreement (see Appendix 1) details a number of common objectives for HFRS and HCC as follows:

· To reduce the risk of fires in HCC premises.

· To increase the awareness of key issues in Fire Safety Management within HCC premises, including arson prevention and the reduction of unwanted fire alarms.

· To concentrate resources on reducing risk from fire in high, life-risk premises.

· To mitigate the effects of fires that do occur by ensuring appropriate human responses through local management, the provision of appropriate improvements to structural fire precaution measures and, through a risk based assessment methodology, the installation of automatic sprinkler installations into new and refurbished buildings, where resources permit.

4.2

The following arrangements have been put in place as a result of the first year action plan on building projects and other matters.

4.2.1

Following approval by the County Council to risk assess all projects for the installation of sprinklers and the identification of other structural fire precaution improvements, some 224 projects have been risk assessed since the policy's inception and 28 projects fitted with sprinklers.

4.2.2

Management and review arrangements in Property Services are well established to review risk assessments and determine a consistent approach to fire precautions and the installation of sprinklers.

4.2.3

A Seconded Officer from HFRS has been based in the PBRS offices since the beginning of the informal partnership. This post, initially funded by HCC, reviews projects and comments on fire safety matters; takes part in training of staff and managers; acts as a single point of contact with HFRS for a co-ordinated response on a range of matters and assists with the strategic formulation of the approach to risk, fire surveys and local manager engagement. It has recently been agreed that this role will be extended to undertake joint regulatory audits of the existing estate and review new projects for compliance with Building Regulations. As a result, a cost sharing arrangement has been agreed between the parties proportional to the tasks proposed. The seconded officer is 60% HCC funded and 40% HFRS funded for the 12 month period commencing 01 September 2006 and will be reviewed in the light of the next Action Plan.

4.2.4

A Steering Group has been established which meets quarterly and is jointly chaired by senior managers from both organisations. This includes representatives from Children's Services, Adult Services and Recreation & Heritage which were selected by HFRS on the basis that these services represent the higher risk areas for fire safety and local management. A joint Annual Action Plan has been prepared and good progress has been made on this for the first year. (See Appendix 2.) Highlights from this include:

· Getting corporate awareness and buy-in to the Partnership by engagement with key departments.

· The formulation of an arson reduction strategy (see 4.3).

· The preparation of an updated Fire Safety Manual applicable to the latest legislative framework and tailored to suit local management arrangements.

· Sharing of proposed fire precaution improvements to buildings through project risk assessments.

· Joint training initiatives.

· Joint risk assessment of placements in Adult Services.

· Joint publicity initiatives.

4.3

Arson Reduction Strategy

4.3.1

A joint arson reduction strategy has been developed and is well advanced. Focused on schools in the Basingstoke area, all sites have received an arson reduction advice visit from the Seconded Officer. All findings have been categorised as priority one, two or three (P1, P2 and P3). A £50,000 joint funding initiative between PBRS and Children's Services will address the highest concerns this year. Schools are also being approached directly to contribute towards this initiative. The highest priority on all sites visited is based on structural issues and the need to relocate bin storage facilities away from buildings into a secure compound.

4.4

Future Objectives

4.4.1

Discussions are underway to define the next joint action plan. The following represents a selection of future objectives for the second year of the Partnership.

4.4.2

Responding to the Regulatory Reform (Fire Safety) Order (FSO), which was introduced on 1 October 2006 will lead to some key joint actions. Defining the role of "responsible person" as defined in the Order; improving local management arrangements; improving guidance and training across HCC will be reviewed jointly under the partnership. There are likely to be some significant implications for HCC resulting from this new legislation.

4.4.3

As part of this year's Action Plan, HFRS deliver training and guidance on the FSO across HCC. Work to develop training on Building Bulletin BB100 (DfES publication on Fire Safety in Schools) and designing for access and emergency egress of people with disabilities is also underway within this year's Plan. It is envisaged that training on these two subjects will be delivered as part of the next joint action plan.

4.4.4

In April 2007 the partnership will be used as the basis of an application for Beacon Status in the round of awards planned for 2008. HFRS/HCC will focus on the joint benefits derived from the year one action plan and the year two proposals as the evidence for the application.

4.5

Development of Fire Safety Management in the HCC Built Estate

4.5.1

The process of risk profiling the HCC estate, starting as a pilot in the secondary schools, has now been established. This process is currently being extended using the seconded officer across the rest of the estate and will be used to prioritise further detailed structural fire precaution surveys.

4.5.2

Full structural fire precaution surveys have been completed in the Elderly Persons Residential buildings and all "other residential" buildings. Significant progress has been made to address many of the reported issues raised, although further work is still needed to reach the benchmark position on all these buildings.

4.5.3

A new fire safety guidance manual is being produced to reflect the changes in the FSO and also to make the production of Fire Safety Management Plans across HCC more consistent, comprehensive and easier to produce.

4.6

Publicity

4.6.1

A publicity event and press release is planned to publicise the establishment and success of the Partnership coincident with the official opening of the new ENHANCE Nursing Care home in Calmore that took place in December 2006 and was attended by the leader of HCC.

7

Risk Analysis

7.1

The partnership arrangements ensures HFRS has a sound approach to carrying out its statutory duty correctly in terms of the duty to enforce the FSO and the Fire and Rescue Service Act duty to provide advice.

7.2

The partnership demonstrates innovative practice in the evolving nature of joint working and reduces the risk of criticism for non-adoption of the requirements of the framework document expectations on this matter.

8

Resource Implications

8.1

Financial Implications

A 40% contribution to the seconded officer role, however this has to be balanced with the removal of the HCC audit and building regulation role from front line protection staff, thereby freeing those resources to concentrate on alternative high risks.

8.2

Human Resources

There is a year long acting up chain behind this secondment. This facility has proved useful in addressing individual development needs among protection staff.

8.3

Physical Resources

None

8.4

Information and Communications Technology Resources

None

9

Equality Impact Assessment

9.1

An equality impact assessment has been completed for the seconded officer role.

9.2

The proposals within this report are considered compatible with the provisions of the European Convention on Human Rights, the Human Rights Act 1998, and the Race Relations (Amendment) Act 2000.

10

Consultation

10.1

All aspects of the development of the partnership receive full stakeholder consultation at the steering group meetings and relevant HFRS/HCC policy groups.

11

Conclusion

11.1

The HFRS/HCC partnership has produced significant and innovative outcomes after one year of the formal agreement. There is further potential to achieve mutually beneficial outcomes and therefore the second year action plan provides an opportunity to demonstrate further innovation in the area of formalised joint working.

Background Information (Section 100D of Local Government Act 1972)

The following documents disclose the facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of the report:

"None"

Note: The list excludes: (1) published works; and (2) documents that disclose exempt or confidential information defined in the Act.

Sec/WP/Word/Corporate/HFRA HFRA 14 2 07 HFRS HCC Partnership 5 2 2007

Agreement Between Appendix 1

Hampshire Fire and Rescue Service and Hampshire County Council

For the Effective Reduction of Fire Risk in Hampshire County Council Premises

October 2005

1. Introduction

This document forms an Agreement between the Hampshire Fire and Rescue Service (HFRS) and Hampshire County Council (HCC) designed to ensure that both parties contribute their available resources to maximum effect in a structured and focused way to achieve the desired outcomes of effective reduction of fire risk in Hampshire County Council premises and service delivery. This Agreement is not intended to create a legally binding relationship between the parties.

2. Relevant Key Objectives

The key objectives of the HFRS Integrated Risk Management Plan which are relevant to this Agreement are to:

· Achieve a reduction in the number of fire deaths and injuries.

· Achieve a reduction in the number of fires started deliberately.

· Achieve a reduction in the number of fires and unwanted alarms of fire that occur.

The key objectives of HCC are:

· Improvement in the management of risk to all personnel using or entering HCC premises from injury and loss of life due to fire.

· To minimise the risk of losses from fire.

· To maximise the awareness of fire in corporate and local management and operational activities.

· To ensure the safety of staff and building users consistent with the County Council's Corporate Risk Assessment for Buildings.

3. Common Objectives

Analysis of the key objectives from each organisation shows that a set of mutual objectives can be defined as follows:

· To reduce the risk of fires in HCC premises.

· To increase the awareness of key issues in Fire Safety management within HCC premises including arson prevention and the reduction of unwanted fire alarms.

· To concentrate resources on reducing risk from fire in high life risk premises.

· To mitigate the effects of fires that do occur by ensuring appropriate human responses through local management and the provision of appropriate improvements to structural fire precaution measures and through a risk based assessment methodology the installation of automatic sprinkler installations into new and refurbished buildings, where resources permit.

·

4. Resources Commitments

HFRS will incorporate into its Risk Management activities the use, where deemed necessary, of specialist officers dedicated to HCC premises on a consultancy basis, this may include arrangements for permanent secondments. The remit of these Officers will be to support local managers in identifying fire risks and improving responses together with advice and guidance on risk assessments for building projects. It is envisaged that this will be complementary to the traditional inspections and enforcement role that the HFRS has. Any secondment or consultancy arrangement will be the subject of a specific formal appointment between the parties to define the scope, definition and any fee arrangements.

HFRS will provide support to, and engage in, training for HCC staff where necessary to achieve the objectives. The cost of this will be determined over time and agreed between the parties.

HCC will incorporate into its general Health & Safety Management activities a Fire Safety Agenda to compliment the HFRS Risk Reduction activity by concentrating on training and cultural issues.

HCC will ensure that fire safety is a priority in the design and refurbishment programmes of its premises and both parties will take a proactive stance in early consultation with the HFRS Officers when considering potential design solutions.

Resource commitments, both staff and financial, will be subject to availability and prioritisation as agreed by the respective members and executives.

5. Key Objectives

This Agreement is intended to build on the partnership working already commenced between the two parties in relation to fire precautions and fire management improvement.

The Agreement aims to deliver the following outcomes over a three year period:

- A reduction in the risk of deaths or injuries due to fire in HCC premises.

- A raising of awareness and skills of the Service Managers in relation to fire safety and unwanted fire alarm signals.

- A reduction in the risk of fires in HCC premises and an improvement in the detection and containment of fires in HCC premises.

- A reduction in the number of deliberate fires in HCC premises.

- A continuing improvement in risk assessment in relation to structural fire precautions in building projects and a continuing commitment to consider automatic sprinkler installations, where relevant, based on established methodology.

- A facility within the HFRS risk management information system to demonstrate the effectiveness of this agreement

6. Signatories

Signed ............................................................... Date .................

    Charlie House, Head of Safety and Risk Management

    On behalf of Hampshire Fire & Rescue Service

Signed ................................................................ Date ................

    Steve Clow, Head of Architecture

On behalf of Hampshire County Council

Sec/WP/Word/Corporate/HFRA HFRA 14 2 07 HFRS HCC Partnership 5 2 2007

Appendix 2

Actions

By whom

By date

Performance Indicators

Comments

Corporate Level Buy-in

    · Corporate Steering Group to be established

    · Reporting mechanisms to be developed in both HFRS and HCC

S Clow

Steve Clow/C House

April 06

April 06

The fire safety agenda is given priority by all departments of the County Council

Inaugural meeting 4.4.06

Second meeting 25th August 2006

Seconded Officer Role

    · Define the role profile

    · Avoidance of Conflict of Interests

    · Joint Inspections (agree protocol)

    · Building Regulations Role

    · Arson reduction visits

    · Cost of role to be apportioned once agreed

M Kent/ S Hamm

April 06

Revised to mid May

The role is defined and focused for both partners.

Improved Fire Safety Action Plans

MK to initiate with target agreement mid May 2006.

Role defined, split of costs proposed and agreed with HFRS

B Regs role agreed, Joint inspections protocol agreed. Arson reduction visits complete at Secondary, and Primary. Resultant work on going but this action now COMPLETE 25.8.06

Arson Reduction Strategy

    · HCC to propose a geographic response for HFRS agreement.

    · Seconded Officer arson reduction visits to target area.

    · Agree possible physical Improvement programme for Implementation.

M Fitch/ Seconded Officer

December 06

Commence April 06

May 06

A strategy for arson reduction is in place and implemented.

Strategy being implemented commencing with Arson Reduction advise and audits to all Secondary Schools in Basingstoke. Primary visit complete. Programme of work to be agreed and implemented, likely to be focused around new bin stores on school sites.

HCC Fire Safety Manual revision to bring in line with RRO. SO involvement.

M Kent/ Seconded Officer

April 06

Revised to October 06

Updated guidance is issued to all "Responsible Persons"

Due to FSO moving to October. Three sections have now been drafted and a MS word based approach is currently being trailed. On going.

Progressing well. Likely to be ready to trial will some building mangers in September. Full launch likely to slip into later autumn 06.

Sharing of Information on Proposed Fire Precaution improvements. Monthly reports to HFRS.

A Upton (HCC) to S Hamm (HFRS)

Commence December 05

HFRS are aware of the fire safety improvements to buildings which are being considered and progressed within PBRS

On going commenced December 2005. COMPLETE and on going

Training

    · FSO training to PBRS Staff by HFRS

    · Pre audit training (HCC/HFRS)

    · Workshops with "responsible persons"( HCC/HFRS)

    · BB100 for PBRS staff. (HFRS)

    · Fire Design "for the disabled" to PBRS design staff. (HFRS)

S Hamm to lead

April 06

April 06

April 06

October 06

October 06

Training programmes are established benefiting from the expertise within HFRS.

Awareness of good fire design and fire safety management is promulgated across HCC.

    · Dates set for FSO training in Property management and Design Unit.

    · Awaiting the final version of BB100 prior to finalising any training now expected October 2006

    · Fire Design (disabled). M Frangos involved and A Upton. Likely to result in a practice note. Next meeting 20.6.06.

Adult Services

    · Development of Existing Adult Placement Risk Assessment work by HFRS/Adult Services staff.

Steve Hamm

February 2006

All new Adult Services placements to be suitably risk assessed in line with published guidance by adult services staff.

COMPLETE and on going

Publicity

    · An event to be arranged around one of the Nursing Care units.

    · Trade press interest to be explored

    · Both press offices to explore other options.

S Clow and C House

February 06

Awareness of the Partnership is recognised by members of the public in Hampshire and across the country.

This action requires further work. Proposed meeting with John Bonney 20.7.06 may result in joint press release.

On going.

Sec/WP/Word/Corporate/HFRA HFRA 14 2 07 HFRS HCC Partnership 5 2 2007