PRESENOLDEB/ATTENDANCE Presennol yn y Cyfarfod/Present at Meeting:
CADEIRYDD/CHAIRMAN:	B J Hall
IS-GADEIRYDD/VICE CHAIRMAN:	T W Davies
AELODAU/MEMBERS:	Cyng/Cllrs: C J Crowley, T E Evans, Mrs F M Jones, C Morgan, D C Prothero, J D A Thompson
YMDDIHEURIADAU/APOLOGIES:	Cyng/Cllrs: D R James
YN BRESENNOL/IN ATTENDANCE:	Cyng/Cllr: D G Sullivan

Cynnwys/Contents

1 PERSONAL MATTERS

2 DECLARATION BY MEMBERS OF ANY PERSONAL INTERESTS

3 TO RECEIVE AND CONSIDER THE MINUTES OF THE PERFORMANCE AND POLICY REVIEW COMMITTEE MEETING HELD ON 20TH OCTOBER 2004

4 TO RECEIVE AND CONSIDER THE BEST VALUE REVIEW OF OPERATIONS - WATER SUPPLIES (HYDRANTS)

5 QUALITY OF SERVICE (OPERATIONAL) SURVEY OF SERVICE USERS FROM JUNE 2002 - MARCH 2003

6 PERFORMANCE MANAGEMENT REPORT FOR THE PERIOD APRIL TO SEPTEMBER 2003

7 MINUTES OF THE BEST VALUE STANDING GROUP

8 BEST VALUE REVIEWS

1 PERSONAL MATTERS

On behalf of Members the Chair offered congratulations to Sub Officer Adrian Hughes, Officer in Charge of Reynoldston Fire Station and the Service's Water Officer, who had been awarded the MBE in the Queen's New Year Honours List. The Award was in recognition of his work both to the Fire Service and to the community.

2 DECLARATION BY MEMBERS OF ANY PERSONAL INTERESTS

None were declared

3 TO RECEIVE AND CONSIDER THE MINUTES OF THE PERFORMANCE AND POLICY REVIEW COMMITTEE MEETING HELD ON 20TH OCTOBER 2004

The minutes of the meeting held on 20 th October 2004 were received and approved

4 TO RECEIVE AND CONSIDER THE BEST VALUE REVIEW OF OPERATIONS - WATER SUPPLIES (HYDRANTS)

The final report and action plan from the Best Value Review of Operations - Water Supplies (Hydrants) was received, which, it was noted, had previously been considered by the Best Value Standing Group and the Policy and Performance Board.

Committee were aware that the Fire and Rescue Service Water Section of the Operational Risk Management Department operated from the Johnstown Headquarters site and was staffed by a non-uniformed Water Officer, Administrative Assistant and four hydrant inspectors who were based in Swansea, Carmarthen and Welshpool.

The provision of water at fire incidents was largely from hydrants attached to public water mains and although it could also be provided from other sources, the review only examined provision of water from public water mains. It was noted that the Water Section maintained records of all hydrants (30,000 approx. in total) and their status on the Hydra database, which was compatible with the new mobile data system. Although the Fire and Rescue Service were able to require the Water Company to install hydrants on their mains, they were responsible for any costs incurred by the Water Company and any ongoing maintenance. A service level agreement had been established with Welsh Water in 2000, with an annual service charge based on historical evidence. This service charge was reviewed and agreed annually. Severn Trent currently invoiced the Authority for work undertaken, although discussions were being held to establish a similar service level agreement.

It was reported that the review had fundamentally challenged current provision, compared with the family group on the Fire and Rescue Service's approach to management of this function, consulted staff on their views and reviewed opportunities for competition/collaboration.

Under the Fire Services Act 1947 Section 13 and 14 the Fire and Rescue Service had a statutory requirement to provide adequate supplies of water for firefighting and until Fire Services were required to adhere to the New Roads and Street Works Act 1991, a combination of non-uniformed and operational personnel undertook hydrant inspections. As the NRWSA required significant changes in working practices, particularly signing, lighting and guarding, all Fire Services had now ceased hydrant inspections using operational personnel and appliances.

It was recommended that only non-uniformed hydrant inspectors undertake all hydrant inspections.

The possibility of outsourcing the function had been reviewed and it was concluded that cost savings would not be achieved by doing this and that there would be difficulty in achieving control of expenditure and quality of hydrant repair work. It had also been established from a previous market testing exercise that the costs quoted by an external provider per hydrant were well in excess of the costs of current service provision.

It was recommended that the Water function remained in-house

A review of the determination of hydrant location had concluded that:

• The current methodology of risk assessing provision of hydrants for new commercial developments had proved effective.
• On new residential developments, limiting the number of new installations would reduce the likelihood of water quality disturbances whilst having minimal effect on firefighting capability. Providing strategic hydrants on larger mains close to residential developments would speed tank filling therefore making appliances available for calls earlier.
• On refurbishment schemes, using national guidance recommendations would improve the efficiency of hydrant provision giving an overall improvement in firefighting capability in areas of older development.

It was recommended that:

• The current methodology of risk assessing the provision of hydrants for each individual new commercial development should continue.
• If the risk determined the need, a strategic hydrant sited on a large diameter main would be placed at the entrance to new housing developments. Hydrants within the development only to be provided where the risk determined the need. A procedure to ensure appropriate consultation arrangements with Commands to be put in place.
• The Fire and Rescue Service continue to follow national guidance for the determination of provision of hydrants on mains refurbishment schemes . To ensure consultation with Commands was put in place and to set up a database on abandoned hydrants.

Hydrants could be tested in the following ways:

• A full test, i.e. removing the lid, cleaning out the pit, fitting a tap standpipe and testing for water under pressure, recording pressure, refitting lid, painting and marking as necessary.
• Below ground visual inspection, i.e. a full test without the valve being opened.
• Above ground inspection, i.e. a ground check for trip hazards, defects etc., and painting the cover and marker.
• An option of not testing the hydrants at all.

The advantages and disadvantages of all four methods were evaluated and, following consultation it was concluded that the most appropriate method for each inspection should be determined by risk assessment.

It was therefore recommended that a risk-assessed approach be adopted to determine the type of test to be undertaken for each hydrant. Guidance notes on risk assessment to be developed.

Having established that non-uniformed inspectors only should be undertaking inspections and that outsourcing would not be cost or operationally effective, the review looked at how often inspection should be undertaken, with hydrants inspectors inspecting strategic hydrants more frequently following a risk assessment.

It was recommended that hydrant inspections be carried out on a two year cycle using primarily above ground testing, with hydrants inspectors inspecting strategic hydrants more frequently following a risk assessment. A database for recording operational hydrant usage be set up and monitoring of progress against inspection cycle to be undertaken via the performance management reporting procedure.

The Fire and Rescue Service had benefited in the past from the close collaboration between North and South Wales, and Hereford & Worcester Fire & Rescue Services.

It was recommended that the current liaison arrangements continue and that evaluation of opportunities for closer collaboration be undertaken as and when they occurred .

RESOLUTION

It was RESOLVED

That the recommendations as contained in the report be approved.

5 QUALITY OF SERVICE (OPERATIONAL) SURVEY OF SERVICE USERS FROM JUNE 2002 - MARCH 2003

Committee were informed that the Mid and West Wales Fire & Rescue Service had undertaken a quality of service - operational on a regular basis since its inception with continuing high satisfaction levels being evidenced. In 2001, following national discussions, the questionnaire was subjected to a review and several amendments made. However, many of the original questions were maintained for comparison purposes.

At the same time the methodology used to undertake the survey was reviewed. One of the main problems identified with sending out questionnaires to those who had received services was that contact details were not available for some of the incident types the Service attended. It was therefore concluded that reference would be made to the questionnaire in the 'What Next' booklet (a booklet designed to assist service users in dealing with the results of damage to property etc.) and the bilingual questionnaire enclosed with a prepaid envelope in a sealed envelope with the booklet. Crews were asked to distribute the booklets to service users as appropriate. Although this had led to an inability to state with any degree of accuracy the return rate, it had provided evidence from users of a wider range of services.

Previous surveys had all been undertaken over a short period of time - approximately a 3 month period, whereas from June 2002 the survey would be undertaken on a continuous basis, with reports being made annually.

Members were pleased to note that the findings of both surveys clearly showed that satisfaction levels were high, with the 2002/3 survey evidencing that the Mid & West Wales Fire & Rescue Service had exceeded expectations. In 2000, 99% were satisfied with the overall service (91% being very satisfied). In 2002/3 20% felt that quality of service at the scene had met their expectations and 80% felt it exceeded them. 50% felt that quality of service after the incident met their expectations while 50% felt it exceeded them.

RESOLUTION

It was RESOLVED that

Congratulations be expressed to all staff on the findings of the survey and that the results be widely publicised in the press and on the Brigade Intranet System.

6 PERFORMANCE MANAGEMENT REPORT FOR THE PERIOD APRIL TO SEPTEMBER 2003

The latest available quarterly return which identified the Brigade's performance against national Performance Indicators was received and considered.

RESOLUTION

It was RESOLVED that

The Performance Management Report be received and noted

7 MINUTES OF THE BEST VALUE STANDING GROUP

The minutes of the Best Value Standing Group meetings held on 4th and 25th November 2003 were received.

RESOLUTION

It was RESOLVED that

• the minutes of the Best Value Standing Group be received.
• Approval be given to the decision to examine the individual pieces of work within the Loose Equipment Review under a future overall procurement review.
• Approval be given to the decision to undertake further investigation of opportunities for provision of Breathing Apparatus and report to Committee by the Autumn of 2004.

8 BEST VALUE REVIEWS

It was noted that Member representation on the Best Value Reviews had not been updated in order to reflect the changes in the membership of the Performance and Policy Review Committee.

RESOLUTION

It was RESOLVED that this be discussed further at the next meeting