WEST YORKSHIRE FIRE AND RESCUE AUTHORITY MEETING OF THE FINANCE AND RESOURCES COMMITTEE TO BE HELD ON FRIDAY 16 OCTOBER 2009 AT 10.30 A.M. IN THE CONFERENCE ROOM, FIRE SERVICE HEADQUARTERS, BIRKENSHAW AGENDA 1. Minutes of meeting held on 17 July 2009 (p 1) 2. Urgent items 3. Admission of the Public : The Committee is asked to consider whether, by resolution, to exclude the public from the meeting during the items of business marked with an ‘E’ reference, because of the possibility of the disclosure of exempt information. 4. Declarations of interest To consider any Declaration of Interest in relation to any item of business on the agenda. Items for noting 5. Quarterly Financial Review (p 9) 6. Unwanted Fire Signals (p 30) 7. Safer Cigarettes (p 38) 8. IRMP Review of Specialist Appliances (p 41) Items for decision 9. Emergency Flood Framework (p 63) 10. Attendance at independent Standards Committee Members’ Conference (p 88) 11. Total Place – update (p 90) 12. National Procurement Strategy (p 94) E13. Virement - Occupational Health Unit pod upgrade (p 100) E14 Command Support Unit (p 102) E15 Counter Terrorist Strategy (CONTEST) (p 105) E16 Sale of former Nelson Street Fire Station (p 111) E17 Fire hydrants – repair and maintenance (p 114) WYFRA FINANCE & RESOURCES 16 OCTOBER 2009 ITEM NO COMMITTEE REPORT OF: DIRECTOR (FS&CR) PURPOSE OF REPORT: TO PROVIDE AN UPDATE ON THE NEW POLICY FOR DEALING WITH UNWANTED FIRE SIGNALS. RECOMMENDATION: THAT MEMBERS NOTE THE REPORT EXEMPTION CATEGORY: N/A CONTACT OFFICER: NT CHARLSTON BACKGROUND PAPERS F & R PAPER - 30 JANAURY 2009 SUMMARY: During the Finance & Resources Meeting on 30 January 2009 agreement was reached to adopt the new Chief Fire Officers’ Association (CFOA) policy to reduce the number of Unwanted Fire Signals. This paper provides an update on the progress made to date. 1. Background 1.1 Over many years Fire and Rescue Services have been working to reduce the number of unwanted fire signals (UwFS) generated by fire detection and fire alarm systems. The number of automatic fire detection and fire alarms systems (AFAS) installed is increasing and there is concern about the corresponding increase in UwFS from these systems. 1.2 A report on the measures taken and action proposed to reduce the number of false alarms was discussed during an F& R meeting on 30 January 2009. Agreement was reached to adopt the new CFOA policy on UwFS. Members requested that a further report be produced detailing the progress/outcomes of the policy 6 months after its introduction. 2. Information 2.1 The new CFOA policy was formulated following public consultation and in partnership with the Fire Industry Association, British Security Industry Association and Telecare Services Association. (At this time final arrangements with the Alarm Receiving Centres (ARC) have still to be determined). 2.2 The key features of the policy are: • There are two distinct elements which this policy seeks to address: false alarms occurring within the premises and preventing these false alarms becoming UwFS which impact on the F&RS resources. To prevent UwFS, it is recommended that call filtering on site should be implemented in all premises subject to the Fire Safety Order (See section 6.5 for more details). • It provides a framework for a partnership between the protected premises, the fire alarm service provider and the FRS, to ensure that the obligations, responsibilities and actions of all parties will be clear and well understood. • Greater emphasis is made regarding the role of the ‘Responsible Person’ in the Fire Safety Order and links that role to that of the Responsible Person within BS 5839:1-2002 with the responsibility for limitation of false alarms outlined in section 3 and in particular 35.2.7 filtering measures. • It applies to all premises identified and regulated under the Fire Safety Order which are or will be installed with automatic fire detection and fire alarm systems. 2.3 The use of call filtering on site, which is a main recommendation within the new policy, does have an instant and positive effect on the reduction of unwanted fire signals (See appendix 3). It also has no detrimental effect of the overall fire precautions when implemented following a full risk assessment. 2.4 CFOA has not yet completed consultation and published a promised code of practise with Alarm Receiving Centres (ARC’s) and Telecare Service Providers (TSP’s). It has also delayed any agreement/contract that our Authority may wish to have with ARC’s who are provided with a direct telephone line to MACC 2.5 In the absence of an agreement with TSP’s it has not been possible to target certain domestic premises (e.g. sheltered housing), as a result there has been little or no reductions in UwFS for these types of premises. 2.6 It was also expected that an agreement with TSP’s would help in reducing the number of false alarms from single domestic premises. It is envisaged that once published, an effective arrangement with Community Fire Safety to deal with problem domestic alarm systems can be formulated. 3. Financial Implications 3.1 There are no financial implications arising from this report 4. Equality & Fairness Issues 4.1 There are no equality and fairness issues arising from this report. 5. Health & Safety 5.1 The policy has been considered by the Risk Management Strategy Group and is now included on the risk matrix 6. Conclusions 6.1 The new policy has been gradually introduced (see attached Implementation Plan) since January 2009. Several of the tasks, although completed on the Implementation Plan, will be ongoing in order to maintain the impetus of the policy. There are certain areas that still need to be fully addressed; these have been delayed due to national consultations which are expected to be completed within the next few months. 6.2 Any statistical analysis of current performance must been taken as preliminary findings only, however, as can be seen by the attached statistics (appendix 2), there continues to be a downward trend in UwFS from commercial premises. 6.3 Comparing the first 6 months of 2009, during which the new policy was introduced, to the first 6 months of 2005 there has been a 27% fall in the number of unwanted fire signals attended in commercial premises. 6.4 The systems and procedures required for the new policy have been formulated using existing systems. These will be reviewed every 6 months from September 2009 to ensure their efficiency and effectiveness. 6.5 The implementation of the new policy requires a major cultural change from the FRS, the fire industry, business and public. For the last 20 years we, and others, have used the public safety slogan “If you suspect a fire GET OUT, STAY OUT, and GET THE FIRE BRIGADE OUT”. The current policy introduces a risk assessed filtering system, enabling the responsible person to arrange for a check to be made in the premises before calling the FRS. This a significant change to previous working practices and changing the mindset of the FRS, risk assessors and the public will take time and a great deal of effort, however since introducing the new policy, considerable change in attitude has already taken place and should continue to do so. CFOA Unwanted Fire Signals Policy (Appendix 1) Implementation Action Plan Policy to be active by September 2009 ACTION OWNERSHIP TIMESCALE RESOURCES To review and enhance, where GM FET To be completed by Jan 31 2009 necessary, the information and guidance provided to developers, COMPLETED employers, occupiers and owners for all new fire alarm installations. The revised guidance will promote the use of third party certification schemes. To educate and inform all Fire GM FET 3 months commencing February Safety Officers of the requirements In conjunction with 2009 of the policy and the policy’s effect Training Team, District Managers, on their interaction with alarm users UwFS Team COMPLETED and the need to reduce false alarms and unwanted fire signals (UwFS) MACC to instigate the use of call Fire Safety/Ops 3 months commencing January filtering using the CFOA Lead officer GM FET 2009 recommended process. If no fire MACC to record origin of PASSED TO OPS (12/3/09) & call RECORDED ON NEW IRS Determine criteria for the method of Fire Safety Policy Team Complete by April 2009 responding where premises have an unacceptable number of UwFS. COMPLETED ACTION OWNERSHIP TIMESCALE RESOURCES To formulate systems and Fire Safety/CFS 6 Months to June 2009 procedures for appropriate CFS response to false alarms / UwFS AWAITING CFOA CoP (will create a training need for CFS staff) Review effectiveness of current GM FET 1 month ending 28 February 2009 registration process and use of unique reference numbers COMPLETED Develop recording, monitoring, and GM FET 6 Months to July 2009 Estimated £15000 for performance management database development (a systems for actions taken in line DELAYED DUE TO IRS future capital bid) with new policy (to include database and other IT issues) Monitor national and regional GM FET Ongoing developments regarding formulation of contracts and AWAITING CFOA CoP protocols between ARCs and mobilising centres. Provide operational staff with GM FET Continuous updates of progress information regarding the new via Ops FDS meetings policy to avoid mixed messages being given to fire alarm users. 1ST STAGE COMPLETED Consult with external stakeholders GM FET Two months ending 31 July 2009 and publicise new policy. 1ST STAGE COMPLETED Monitor and review new policy, UWFS team Commencing September 2009 systems and procedures.