Agenda item
Minutes:
The Assistant Chief Fire Officer advised Members that this was the 4th quarterly report for 2017/18 as detailed in the Risk Management Plan 2017-2022.
The report showed there were 3 negative KPI Exception Reports. An exception report was provided which detailed the reasons for the exception, analysis of the issue and actions being taken to improve performance.
Members focussed on the indicators where an exception report was presented and examined each indicator in turn as follows:-
2.2.1 Critical Special Service – 1st Fire Engine Attendance
This indicator measured how long it took the first fire engine to respond to critical non-fire incidents such as road traffic collisions, rescues and hazardous materials incidents. For these incidents there is a single response standard which measures call handling time and fire engine response time. The response standard for the first fire engine attending a critical special call is 13 minutes.
Standard: To be met on 90% of occasions
Quarter 4 results 82.95% achieved against a target of 90%, previous year quarter 4, 85.29%.
This was a negative exception report due to critical Special Service 1st pump response being below the standard. Overall, quarter 4 pass rate was 82.95%, with a cumulative pass rate of 83.75 which is outside of the 90% standard and 2% tolerance.
Exception report provided.
The Assistant Chief Officer advised that during this reporting period each month of quarter 4 recorded a pass rate below the standard, with the month of January recording the lowest pass rate of the quarter at 77.24%.
It was noted that whilst February and March response times were above the yearly average, the high failure rate during the colder temperatures in the New Year contributed to January recording one of the highest Road Traffic Collision counts in the year around the County, which, along with extended travel times led to January recording the second lowest pass rate over the last 12 months.
The Officer in Charge (OIC) was now required to provide a specific narrative from a set list for the failure to respond to an incident within standard The analysis of quarter 4 implied that the travel distance involved, along with the heavy traffic, en-route, were the main reasons for missed attendance times.
Failure to book in attendance at an incident was also cited for a small number of failures.
The Assistant Chief Fire Officer confirmed to Members that he had arranged a meeting with Sarah Wilson, Head of North West Fire Control (NWFC) to discuss matters relating to call handling times, the Kerslake report and the ‘Stay put’ policy which had received much focus following the Grenfell Tower. He agreed to update Members at a future Performance Committee meeting.
It was noted that the Service had ended the year 6% short of the target and he reassured Members that the Service would continue to monitor and take improvement actions.
2.4 Fire Engine Availability – Retained Duty System
This indicator measured the availability of fire engines that were crewed by the retained duty system. It was measured as the percentage of time a fire engine was available to respond compared to the total time in the period.
The percentage of time that RDS crewed engines were available for quarter 4 was 89.96%, previous year quarter 4 was 89.87%, an improvement of 0.09%.
The previous quarter (October to December 2017) recorded 90.74%.
Annual Standard: Above 95%
This was a negative exception report due to the cumulative RDS availability to the end of quarter 4 being below the standard and outside of the 2% percent tolerance.
Exception report provided.
The Assistant Chief Fire Officer reported that quarter 4 had slightly decreased over quarter 3, by 0.78%. Local level monitoring continued, with additional analysis at pump level, along with a new KPI 2.4.1 which measured RDS availability without wholetime staff imports.
Continuing the analysis reported in quarter 3; there had been an impact on available RDS hours which was due to the number of RDS personnel who were successful in obtaining a wholetime position. This was due to leaving the RDS service, being able to commit fewer hours due to wholetime commitment or being unavailable due to development (wholetime recruit course).
With an ageing workforce, the loss of staff due to retirement also had an impact on the ability to fully crew an appliance and a number of retirements had occurred, along with a number of resignations, although some temporary which had also reduced coverage.
The Retained Duty System Recruitment and Improvement Group (RIG) would continue to be responsible for progressing areas for improvement, continuing to work on a number of ongoing actions which would strive to deliver incremental improvements in order to strengthen and support the Retained Duty System.
The Assistant Chief Fire Officer advised Members that he had recently attended the National Fire Chiefs Council ‘On-Call’ conference. It was noted that the Service had an exceptional Retained Duty Service and we were proud of its availability at 90%.
2.4.1 Fire Engine Availability – Retained Duty System (without wholetime detachments)
Subset of KP1 2.4 and provided for information only
This indicator measured the availability of fire engines that were crewed by the retained duty system (RDS) when wholetime detachments were not used to support availability. It was measured by calculating the percentage of time a fire engine was available to respond compared to the total time in the period.
Fire engines were designated as unavailable (off-the-run) for the following reasons:
• Manager deficient
• Crew deficient
• Not enough BA wearers
• No driver
The percentage of time that RDS crewed engines were available for quarter 4 was 89.07%. This excluded the wholetime detachments shown in KPI 2.4.
Standard: As a subset of KPI 2.4 there was no standard attributable to this KPI.
4.2.1 Staff Absence – Excluding Retained Duty System
This indicator measured the cumulative number of shifts (days) lost due to sickness for all wholetime, day crewing plus, day crewing and support staff divided by the total number of staff.
Annual Standard: Not more than 5 shifts lost
Cumulative total number of monthly shifts lost 6.154
Quarter 4 results indicated the number of shifts lost through absence per employee being above the Service target for 3 months during quarter 4.
Exception report provided.
The Assistant Chief Fire Officer advised Members that during quarter 4 (January 2018 to March 2018), absence statistics showed above target for all 3 months. Shifts lost showed a monthly increase from January through to March for both non-uniformed and uniformed personnel. The main reasons continued to be cases of mental health and cold/flu. In addition, another contributing factor for being over target was due to having 14 long term absences.
Overall absence for all staff with the exception of RDS was 6.15 shifts lost which was above the Service target for this quarter of 5.0 lost shifts.
The Assistant Chief Fire Officer reassured Members that the absence management policy was robust and aimed to support staff to an early return to work. Action taken continued to be early intervention by the Occupational Health Unit and where appropriate, issues around capability due to health issues were reviewed and addressed. The Service would continue to run leadership conferences to assist future managers to understand policy which included absence management. In addition, new actions had commenced which included support from the Service Fitness Advisors/Personal Trainers Instructors, promotion of health, fitness and wellbeing via the routine bulletin and employees were encouraged to make use of the Employee Assistance Programme.
In response to a question raised by County Councillor Britcliffe regarding the Service administrating flu-jabs to LFRS personnel, the Assistant Chief Fire Officer confirmed that he would report back to Members at a future Performance committee meeting.
Members then examined each indicator in turn as follows:-
KPI 1 – Preventing and Protecting
1.1 Risk Map Score
This indicator measured the risk level in each neighbourhood (Super Output Area) determined using fire activity over the previous three fiscal years along with a range of demographic data.
The County risk map score was updated annually, before the end of the first quarter. An improvement was shown by a year on year decreasing ‘score’ value.
Score for 2014-2017 – 32,398, previous year score 32,990.
No exception report required.
1.2 Overall Activity
This indicator measured the number of incidents that the Service attended with one or more pumping appliances.
Quarter 4 activity 3,501 previous year quarter 4 activity 3,283 a decrease of 8.91%.
Total number of incidents 2017/18 – Year to Date, 15,841
Included within this KPI was a new incident type of ‘Gaining Entry’. This was where LFRS had attended on behalf of the North West Ambulance Service. During quarter 4 we attended on 199 occasions.
No exception report required.
1.3 Accidental Dwelling Fires
This indicator reported the number of primary fires where a dwelling had been affected and the cause of the fire had been recorded as 'Accidental' or 'Not known'.
Quarter 4 activity 232, previous year quarter 4 activity 216, an increase of 7%.
Total number of Accidental Dwelling Fires – Year to Date, 935
No exception report required.
1.3.1 Accidental Dwelling Fires – Extent of Damage
This indicator reported the number of primary fires where a dwelling had been affected and the cause of the fire had been recorded as ‘Accidental or Not known’ presented as a percentage extent of fire and heat damage.
Extent of fire and heat damage was limited to: Item ignited first, limited to room of origin, limited to floor of origin and spread beyond floor of origin.
*The ADF activity count was limited to only those ADF’s which had an extent of damage shown above. An improvement was shown if the total percentage of ‘Item first ignited’ and ‘Room of origin’ was greater than the comparable quarter of the previous year.
Percentage of accidental dwelling fires limited to item 1st ignited in quarter 4 24%, quarter 4 of previous year 25%. Percentage limited to room of origin in quarter 4 62%, quarter 4 previous year 59%, limited to floor of origin in quarter 4 8%, quarter 4 previous year 9% and spread beyond floor 6%, previous year 7%.
No exception report required.
1.3.2 Accidental Dwelling Fires – Number of Incidents where occupants have received a Home Fire Safety Check
This indicator reported the number of primary fires where a dwelling had been affected and the cause of fire had been recorded as ‘Accidental or Not known’ by the extent of the fire and heat damage. The HFSC must be a completed job (i.e. not a refusal) carried out by LFRS personnel or partner agency. The HFSC must have been carried out within 12 months prior of the fire occurring.
|
|
2017/18 |
2016/17 |
||
|
|
ADF’s with previous HFSC |
% of ADF’s with previous HFSC |
ADF’s with previous HFSC |
% of ADF’s with previous HFSC |
|
Q1 |
15 |
7% |
15 |
7% |
|
Q2 |
20 |
10% |
13 |
7% |
|
Q3 |
15 |
6% |
20 |
8% |
|
Q4 |
18 |
8% |
21 |
10% |
Of the 18 accidental dwelling fire incidents that had received a HFSC within the previous 12 months, 7 had ‘heat and smoke damage only’, 4 resulted in damage ‘limited to item first ignited’ and 6 ‘limited to room or origin and 1 to ‘limited to floor of origin’..
No exception report required
1.4 Accidental Dwelling Fire Casualties
This indicator reported the number of fire related fatalities, slight and serious injuries at primary fires where a dwelling had been affected and the cause of fire had been recorded as ‘Accidental or Not known’. A slight injury was defined as; a person attending hospital as an outpatient (not precautionary check). A serious injury was defined as; at least an overnight stay in hospital as an in-patient.
|
Casualty Status |
2017/18 Quarter 4 |
2016/17 Quarter 4 |
|
Fatal |
4 |
3 |
|
Victim went to hospital visit, injuries appeared Serious |
1 |
5 |
|
Victim went to hospital visit, injuries appeared Slight |
6 |
7 |
|
TOTAL |
11 |
15 |
No exception report required.
The Assistant Chief Fire Officer reported that the Service had recently experienced 2 fatal fires in domestic dwellings. AM Charters than gave Members a brief explanation of each incident which would be formally reported at the next meeting.
1.5 Accidental Building Fires (Non-Dwellings)
This indicator reported number of primary fires where the property type was ‘Building’ and the property sub type did not equal ‘Dwelling’ and the cause of fire had been recorded as ‘Accidental’ or ‘Not known’.
|
Total number of incidents |
2017/18 Quarter 4 |
2016/17 Quarter 4 |
|
79 |
85 |
No exception report required.
1.5.1 Accidental Building Fires (Non-Dwellings) – Extent of Damage
This indicator reported the number of primary fires where the property type was a building and the property sub-type was not a dwelling and the cause of fire had been recorded as ‘Accidental or Not known’ presented as a percentage extent of fire and heat damage.
This indicator showed the total number of Accidental Building Fires where damage was limited to room of origin, limited to floor of origin and spread beyond floor of origin.
*The ABF activity count was limited to only those ABF’s which had an extent of damage shown above.
An improvement was shown if the total percentage of ‘Item first ignited’ and ‘Room of origin’ was greater than the comparable quarter of the previous year.
Quarter 4 Accidental Building Fires activity, 63: -
|
|
2017/18 |
|
2016/17 |
||||||
|
ADF activity |
Item 1st ignited |
Room of origin |
Floor of origin |
Spread beyond floor of origin |
Item 1st ignited |
Room of origin |
Floor of origin |
Spread beyond floor of origin |
|
|
Q1 |
95 |
18% |
30% |
13% |
39% |
11% |
41% |
17% |
31% |
|
Q2 |
64 |
31% |
34% |
12% |
23% |
6% |
52% |
13% |
29% |
|
Q3 |
71 |
20% |
42% |
15% |
23% |
14% |
51% |
15% |
21% |
|
Q4 |
63 |
21% |
40% |
13% |
27% |
23% |
36% |
15% |
26% |
No exception report required.
1.6 Deliberate Fires
This indicator reported the number of primary and secondary fires where the cause of fire had been recorded as 'Deliberate'. Secondary fires were the majority of outdoor fires including grassland and refuse fires unless they involved casualties or rescues, property loss or more appliances attended. They included fires in single derelict buildings.
|
Deliberate Fire Type |
2017/18 Quarter 4 |
2016/17 Quarter 4 |
|
1.6.1 Deliberate Fires – Anti-Social Behaviour |
305 |
280 |
|
1.6.2 Deliberate Fires – Dwellings |
28 |
29 |
|
1.6.3 Deliberate Fires – Non-Dwellings |
23 |
29 |
No exception report required.
1.7 High / Very High Risk Home Fire Safety Checks
This indicator reported the percentage of completed Home Fire Safety Checks (HFSC), excluding refusals, carried out where the risk score had been determined to be either high or very high.
|
|
2017/18 |
2016/17 |
|
% of High and Very High HFSC outcomes |
% of High and Very High HFSC outcomes |
|
|
Q1 |
68% |
79% |
|
Q2 |
72% |
75% |
|
Q3 |
68% |
74% |
|
Q4 |
71% |
72% |
No exception report required.
1.8 Road Safety Education Evaluation
This indicator reported the percentage of participants of the Wasted Lives and Childsafe Plus education packages that showed a positive change to less risky behaviour following the programme; based on comparing the overall responses to an evaluation question before and after the course.
During quarter 4 the ‘Safe Drive Stay Alive’ programme had been seen by 2,273 students and the ‘Crashed cars’ shown at events, had been seen by approximately 8,341 people to date.
|
|
2017/18 (cumulative) |
2016/17 (cumulative) |
||
|
Total participants |
% positive influence on participants’ behaviour |
Total participants |
% positive influence on participants’ behaviour |
|
|
Q1 |
1441 |
85% |
1832 |
87% |
|
Q2 |
2259 |
85% |
2847 |
85% |
|
Q3 |
3938 |
85% |
6398 |
85% |
|
Q4 |
10228 |
85% |
8733 |
85% |
No exception report required.
1.9.1Fire Safety Enforcement – Known Risk
This indicator reported on the percentage of premises that have had a Fire Safety Audit as a percentage of the number of all known premises in Lancashire to which The Regulatory Reform (Fire Safety) Order 2005 applied.
|
Number of premises |
Number of premises audited to date |
% of all premises audited Year end: 2017/18 |
% of all premises audited Year end: 2016/17 |
|
32532 |
17960 |
55% |
56% |
No exception report required.
1.9.2 Fire Safety Enforcement – Risk Reduction
This indicator reported the percentage of Fire Safety Audits carried out within the period resulting in enforcement action. Enforcement action was defined as one or more of the following: notification of deficiencies, action plan, enforcement notice, alterations notice or prohibition notice.
|
Period |
Satisfactory audits 2017/18 |
Requiring formal activity – 2017/18 |
Requiring informal activity – 2017/18 |
|
Q1 |
25% |
8% |
65% |
|
Q2 |
26% |
10% |
65% |
|
Q3 |
25% |
4% |
68% |
|
Q4 |
18% |
5% |
74% |
No exception report required.
KPI 2 – Responding to Emergencies
2.1.1 Critical Fire Response – 1st Fire Engine Attendance
This indicator reported the ‘Time of Call’ (TOC) and ‘Time in Attendance’ (TIA) of the first fire engine arriving at the incident in less than the relevant response standard.
The response standards included call handling and fire engine response time for the first fire engine attending a critical fire, these are as follows:-
· Very high risk area = 6 minutes
· High risk area = 8 minutes
· Medium risk area = 10 minutes
· Low risk area = 12 minutes
The response standards were determined by the risk map score and subsequent risk grade for the location of the fire.
Standard: to be in attendance within response standard target on 90% of occasions.
Quarter 4 – 1st pump response 88.32%, previous year quarter 4 was 83.38%
No exception report required.
2.1.2 Critical Fire Response – 2nd Fire Engine Attendance
This indicator reported the time taken for the second fire engine to attend a critical fire incident measured from the time between the second fire engine arriving and the time it was sent to the incident. The target is determined by the risk map score and subsequent risk grade for the location of the fire.
Standard: to be in attendance within response standard target on 85% of occasions.
Quarter 4 – 2nd pump response 86.36%, previous year quarter 4 was 86.00%
No exception report required.
2.3 Fire Engine Availability – Wholetime, Day Crewing and Day Crewing Plus
This indicator measured the availability of fire engines that were crewed by Wholetime, day crewing and day crewing plus shifts. It was measured as the percentage of time a fire engine was available to respond compared to the total time in the period.
Fire engines were designated as unavailable for the following reasons:
· Mechanical
· Crew deficient
· Engineer working on station
· Alternate crew
· Appliances change over
· Debrief
· Lack of equipment
· Miscellaneous
· Unavailable
· Welfare
Annual Standard: Above 99.5%
Quarter 4 availability 99.45%, previous year quarter 4 - 99.49%
No exception report required.
2.5 Staff Accidents
This indicator measured the number of staff accidents.
Total number of staff accidents 2017/18 – Year to Date, 59
Quarter 4 results indicate percentage pass within standard
No exception report required.
KPI 3 – Delivering Value for Money
3.1 Progress Against Savings Programme
Annual budget for 2017/18 - £53.9m
Budget to end of quarter 4 - £53.9m
Spend for the period to date was £53.9m
Underspend for the period £0.0m
Variance 0.00%
No exception report required.
3.2 Overall User Satisfaction
Total responses 1838; number satisfied 1822
% satisfied 99.13 against a standard of 97.50
Variance 1.67%
There have been 1838 people surveyed since April 2012.
In quarter 4 of 2017/18 – 77 people were surveyed. 75 responded that they were ‘very satisfied’ or ‘fairly satisfied’ with the service they received.
No exception report required.
KPI 4 – Engaging With Our Staff
4.1 Overall Staff Engagement
This indicator measured overall staff engagement. The engagement index score was derived from the answers given by staff that related to how engaged they felt with the Service.
Three times a year all staff was asked the same questions in on online survey to gauge engagement.
A comprehensive survey would be undertaken in the new fiscal year. This would be reported in quarter 1 of 2018/19. Previous results were shown below for information.
|
Period |
2017/18 |
2016/17 |
||
|
Number of Replies |
Engagement Index |
Number of Replies |
Engagement Index |
|
|
1 |
- |
- |
220 |
62% |
|
2 |
- |
- |
141 |
64% |
|
3 |
- |
- |
141 |
64% |
4.2.2 Staff Absence – Retained Duty System
This indicator measured the percentage of contracted hours lost due to sickness for all retained duty staff.
Annual Standard: Not more than 2.5% lost as % of available hours of cover
Quarter 4 results indicate percentage pass within standard
Cumulative retained absence (as % of available hours cover) 0.72%
No exception report required.
ANNUAL REPORT ON INTERVENTION ACTIVITY
The Assistant Chief Fire Officer reported to Members that through our Integrated Risk Management Plan 2017-2022 (IRMP), prevention and protection services and our structure for delivery were reviewed over the course of the last IRMP to ensure that we were delivering appropriate services in line with our changing operating environment. As a result we had changed our working practices with a strategic focus on the quality of the services that we continue to deliver. These services were delivered around 4 key themes: helping people to start safe, live safe, age safe and be safe on our roads with a focus on working collaboratively with other organisations. To ensure constant improvement in all parts of our prevention. To ensure constant improvement in all parts of our prevention priority, the Service had dedicated thematic groups which reviewed current practice and results.
Members were provided with an annual overview of road safety intervention activities being delivered by the Lancashire Fire and Rescue Service to the communities of Lancashire on a daily basis.
RESOLVED: - That the Committee:
i) Endorsed the report and noted the contents of the 3 negative KPI exception reports.
Supporting documents:
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