Monitoring 'in progress' actions

Progress summary

This action was updated as part of the DJCS-led Year 2-5 Implementation Plan review. As per the update, the sole deliverable for this action is the ‘development of the CFA Engagement Framework’, with the remaining deliverables that were previously part of this action being progressed by CFA as part of its business-as-usual activities.

CFA’s Engagement Framework sets out the overarching approach for how CFA will engage with the Victorian community, its volunteers and staff, its sector partners and other key stakeholders.

The CFA Engagement Framework has been finalised and FSIM has received a copy.

CFA advises it will publish the Engagement Framework on its website when the Volunteer Engagement Plan (which was previously a deliverable under this action) is finalised.

FSIM’s findings

Action 1.1 is implemented. CFA has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that CFA has completed the action deliverable.

Progress summary

This action was updated as part of the DJCS-led Year 2-5 Implementation Plan review. As part of the review, CFA outlined the specific deliverables for the action and extended the action completion date.

FSIM notes that there are two new projects that will be delivered as part of the updated action – the Fire Information Reporting System (release three) and the Volunteer Recruitment Hub (release four).

1. CFA Pocketbook

As previously reported by FSIM in its 2022/23 annual report, the CFA Pocketbook is a digital application that will allow CFA members to access digitised copies of CFA documentation via smart devices, such as smartphones and tablets, without internet connection. The application was initially due for completion in December 2023 but this was revised as part of the implementation plan review.

In 2023/24, CFA developed a technical proof of concept for this application to ensure a comprehensive understanding of system requirements, objectives and confirmation of technical capability to integrate existing CFA systems.

CFA also formed a test group, comprising selected CFA volunteers, to formally evaluate the proof of concept, with key learnings and recommendations compiled in a formal report.

CFA has engaged an external provider for the design, development and launch of the full product. CFA advises the development of the application is underway, with a soft launch expected in September 2024.

CFA reported to DJCS in its Q4 update that there are minor delays in completing this deliverable due to resource constraints and that this is not expected to delay the application’s launch.

2. Brigade Capability Review

As noted in FSIM’s 2022/23 annual report, the Baseline Capability Profiling Application (BCPA) is a key deliverable of the Brigade Capability Review.

The BCPA is a mobile and desktop-accessible application that brings together more than 60 million pieces of data from various systems and sources.

As at 30 June 2024, 1,494 CFA members had access to the BCPA tool and a further 382 were in the process of completing their training. CFA reports that authorised CFA members are actively using the tool to improve their understanding of a given brigade, including membership profile, the types and trends in incidents attended, the achievement of service delivery standards and many other elements.

The Brigade Capability Review is now complete and has transitioned to business-as-usual.

3. CFA volunteer workwear

As reported in FSIM’s 2022/23 annual report, CFA has delivered 7,500 VSP-funded volunteer workwear sets as part of this project and this project is implemented.

4. Fire Information Reporting System (release three)

The FIRS system is used by CFA brigades to record information on the characteristics of the emergency incidents they attend.

In 2023/24, CFA delivered two major releases to FIRS to improve user experience and management functionality. The design and testing of these system releases was informed by feedback from selected volunteers.

CFA reports the final planned release in November 2024 will enable Brigades to report activity related to planned burns taking place across the state.

CFA reported to DJCS in its Q4 update that there are minor delays in completing this deliverable due to resource constraints, with project risks being monitored by the project steering committee.

5. Volunteer Recruitment Hub (release four)

The Volunteer Recruitment Hub is a purpose-built online platform designed to create an end-to-end onboarding process for new and transferring CFA volunteers.

CFA has developed system enhancements to improve usability and tracking for applicants, brigades and districts. CFA advises the deployment of enhancements is staged across two releases, with release 4.1.1 deployed in April 2024 and release 4.2 scheduled for deployment in late August 2024.

Digital Stores Project

Enhancements to CFA’s Digital Stores, which was previously a deliverable under this action, are now being delivered as part of CFA’s planned upgrade of its financial system. See FSIM’s 2022/23 annual report for background on this project.

FSIM’s findings and recommendations

Action 1.3 is progressing. FSIM encourages CFA to continue monitoring the delivery of the Pocketbook application and FIRS system release to ensure resource constraints do not affect the completion of this action by March 2025.

Progress summary

Crew and Strike Team Leader courses are designed to increase participants’ confidence and proficiency to lead in challenging environments.

CFA reviewed its Crew and Strike Team Leader courses through the CFA/VFBV Joint Training Committee and identified issues for resolution and opportunities for enhancements. CFA also explored options for suitable providers and course content for the revised courses.

Following this review, CFA identified a proprietary program it will implement in 2024/25 to equip emergency response teams and leaders from response agencies with the skills needed to respond to high-stress situations and effectively resolve conflict.

FSIM notes that as at 30 June 2024, CFA had not yet started delivering the new Crew and Strike Team Leader courses. CFA advises that the new courses will be delivered from September 2024 onwards.

FSIM’s findings and recommendations

Action 1.4 is progressing. FSIM will monitor CFA’s planned roll-out of the new Crew and Strike Team Leader courses in 2024/25 to assess the effectiveness of this action. FSIM will engage with volunteers in CFA and key stakeholders, including the VFBV, to inform its assessment and findings.

Progress summary

1. Review and update the CFA’s GFF training program

CFA completed a review of the GFF training program, including the course materials, course design and course delivery. The review was informed by feedback from CFA members (staff, volunteer and paid instructors, and volunteers, including recent recruits) and the VFBV.

The findings and recommendations from this review were presented to CFA’s Chief Officer for endorsement. FSIM received a copy of these findings and recommendations as evidence of progress. CFA advises that all the recommendations from this review were accepted and reflected in the updated GFF course. CFA further advises that the updated GFF course will be available to CFA districts from September 2024. CFA will continue to offer the first version of the GFF course until December 2024 during this transition period.

CFA reports minor delays to the roll out of the new GFF training program but does not anticipate that this will impact on the action being completed by June 2025. CFA is monitoring project risks and the transition to the new GFF training program through the project steering committee.

2. Issue PPC to new volunteers who have completed GFF training

As reported in FSIM’s 2022/23 annual report, CFA issued wildfire PPC to over 3,600 members as at 30 June 2023.

The project funding has been expended and the project phase is now complete. PPC funding and delivery for those who have completed GFF training is now being managed as part of business-as-usual processes at district and state levels.

FSIM’s findings

Action 1.6 is progressing. FSIM will monitor CFA’s planned roll-out of the updated GFF training program in 2024/25 to assess the effectiveness of this action. FSIM will engage with volunteers in CFA and key stakeholders, including the VFBV, to inform its assessment and findings.

Progress summary

1. Complete a review of CFA’s operating model

As noted in FSIM’s 2022/23 annual report, CFA initiated a review of its operating model in 2022. The review culminated in the development of the Operating Model Program, which was endorsed by CFA’s Board in March 2023.

The Operating Model Program comprises a roadmap of 29 initiatives that will be progressed over the next five to six years. The CFA Executive will determine which of the 29 initiatives will be prioritised for delivery each year.

2. Develop a program roadmap of initiatives

CFA’s Executive Committee (operating as the Program Control Board for the Operating Model Program) endorsed ten initiatives to be progressed across six workstreams in 2023/24.

CFA established the Operating Model Program office in August 2023 to provide project management support for the delivery of these initiatives. CFA also established a Members Online page to communicate with members (volunteers and staff) about the work being progressed.

As at 30 June 2024, CFA reports that work is progressing on all of the ten initiatives and it is on track. FSIM has seen evidence of CFA’s briefing to its Board to confirm the implementation status of these initiatives.

FSIM’s findings and recommendations

Action 1.7 is implemented. CFA has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that CFA has completed the action deliverables.

FSIM may conduct an effectiveness assessment of this action in 2024/25, given CFA’s operating model and related program of work is important to achieving the reform’s vision for a modern fire service. CFA’s data on the implementation of the operating model review, and related initiatives, will be a crucial input to this assessment.

Progress summary

FRV executed its medical services provider transition plan on 12 July 2023 and transitioned the Health Model to business-as-usual. Medical and psychological services under this model are now live and accessible to all FRV staff across the state.

FRV has established a clinical governance framework to support external health services to deliver high quality care to FRV staff and to ensure consistent clinical quality and safety for firefighters. It includes metrics for measuring the effectiveness and benefits of the Health Model to support a continuous improvement approach.

FSIM’s findings and recommendations

Action 2.3 is implemented. FRV has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that FRV has completed the action deliverables.

FSIM may conduct an effectiveness assessment of this action in 2024/25. Implementation data gathered from the clinical governance framework and relevant results from FRV’s outcomes framework will be a crucial input to this work.

Progress summary

The scope of this action was revised considerably as part of the DJCS-led Year 2-5 Implementation Plan review. The action deliverables now focus on obtaining approvals to merge legacy requirements. The development and finalisation of relevant agreements will be progressed by FRV as part of business-as-usual.

1. Single Operational Staff Enterprise Agreement

This deliverable is complete. As reported in FSIM’s 2022/23 annual report, FRV’s Operational Employees Interim Enterprise Agreement 2020 combines the two operational agreements pre-1 July 2020 into one single interim agreement.

2. Establish a single set of consultative committees

A single set of Operational Consultative Committees was established in July 2020 to support consultation processes arising from the Operational enterprise agreements. The three Consultative Committees are the Operational Consultative Committee, the Corporate and Technical Consultative Committee and the Mechanical Engineering Workshops Consultative Committee.

3. Approval from government to commence negotiation on a new Operational Enterprise Agreement

FRV received government approval in December 2021 to begin negotiation on a new Operational Enterprise Agreement. The negotiations formally commenced on 26 April 2022.

As at 30 June 2024, bargaining for a new Operations Agreement was subject to an intractable bargaining process in the Fair Work Commission (FWC). The FWC made the intractable bargaining declaration on 5 October 2023. The matter has been subject to one hearing and the decision from that hearing has been the subject of a UFU application for a Judicial Review. As such, the matter is now before the FWC and the Federal Court, and the associated timeframes, including an eventual Intractable Bargaining Workplace Determination (which would form the new industrial instrument in lieu of an Enterprise Agreement) are outside of FRV’s control.

As reported in FSIM’s 2022/23 annual report, once the FRV Operational industrial instrument is resolved, FRV advises it will work towards harmonising Division A and Division B entitlements.

4. Approval from government to commence negotiation on a combined Corporate and Technical Staff Agreement and Professional, Technical and Administrative Staff Agreement

FRV received government approval to commence negotiation on a combined Corporate and Technical Staff Agreement and Professional, Technical and Administrative Staff Agreement in November 2021.

On 28 February 2024, FRV commenced bargaining for in-principle agreement on the FRV Corporate and Technical and Administrative Agreement with the assistance of the FWC under section 240 of the Fair Work Act 2009.

To date, FRV has held 55 bargaining meetings with the UFU and their workplace delegates, including 14 meetings in this reporting period. FRV has also participated in 12 section 240 conferences before the FWC since 5 April 2023.

As at 30 June 2024, 14 items remain outstanding. FRV is working towards finalising the agreement before the end of the calendar year, however this is dependent on reaching agreement with the UFU.

FRV also continues to have regular discussions with government about formulating an offer to settle the agreement under the 2023 Wages Policy, following UFU’s rejection of a government approved offer in February 2024.

5. Approval from government to commence negotiations on a new Mechanical Engineering Workshops Agreement

As previously reported by FSIM, the FWC approved the Fire Rescue Victoria Mechanical Engineering Workshops Agreement 2020 in February 2021.

FSIM’s findings

Action 2.4 is implemented. FRV has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that FRV has completed the action deliverables.

It must be noted that the action deliverables only set up the process and approvals to commence negotiations. The timelines for finalising the outstanding agreements in this action are subject to negotiations being finalised with the UFU or the Australian Manufacturing Workers’ Union, and FWC’s timelines for reviewing and approving the agreements. This negotiation process, in the context of FRV’s complex industrial environment, risks prolonging the timelines for finalising the agreements.

FSIM recognises that these negotiations and the outcome of these negotiations are complex and sensitive. The fact that the outcome cannot be controlled by one single entity means that identifying a completion date for finalising these agreements is problematic.

Progress summary

1. All transitioned stations and workplaces use a consistent station turn out system

As reported in FSIM’s 2022/23 annual report under action 2.1, FRV completed ICT upgrades to harmonise operational communications across all FRV stations, including in 37 former CFA integrated stations transferred to FRV. This included the installation of a consistent station turnout system and related equipment.

The station turnout system became operational in all fire stations on 1 August 2023, with additional system enhancements being rolled out as part of business-as-usual activities.

2. Relevant corporate systems are transferred from CFA to FRV (where mutually agreed) to support transferred employees

FRV consulted with CFA to mutually agree on the transfer of two corporate systems to FRV. This transfer was completed in May 2022.

3. FRV ICT Strategy mapping future requirements for operational and corporate areas

As reported in last year’s annual report, FRV developed its ICT Strategy in September 2021 and has commenced delivering some foundational elements of the strategy.

FSIM’s findings and recommendations

Action 3.1 is implemented. FRV has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that FRV has completed the action deliverables.

As FSIM has reported in consecutive outcomes reports, FRV’s systems were impacted by the December 2022 cyber-attack. This includes systems that FRV uses for quarterly outcomes reporting to FSIM.

FSIM has been advised that FRV is undertaking work to restore its systems and looks forward to FRV fulsomely reporting outcomes data in 2024/25.

Progress summary

1. Agreed specifications for capital programs (station builds and appliances)

This deliverable is complete. The specifications for heavy tankers, light tankers and station builds are outlined in relevant specification documents and contracts.

2. Contracts in place for the delivery of 50 replacement appliances

CFA has engaged a provider to manufacture 48 heavy tankers and 2 crew cab light tankers as part of the Tanker Replacement project.

CFA has experienced significant delays due to external factors, including resourcing constraints in the manufacturing industry and increases in global material prices.

In 2023/24, CFA received 19 heavy tankers and 2 light tankers. This is out of a total of 37 tankers that have been delivered to CFA to date. CFA advises the remaining 13 heavy tankers are expected to be delivered in the first quarter of 2024/25.

3. Contracts in place for the delivery of replacement fire stations funded through this investment

CSBA is managing the delivery of replacement fire stations on CFA’s behalf. CSBA Fire Services – Country Fire Authority Program Steering Committee, comprising senior staff from CFA, DJCS, EMV and CSBA, oversees the delivery of this program of work.

As at 30 June 2024, work was completed on St Leonards, Coldstream, Modewarre, Dimboola, Warracknabeal and Molka stations. Work was also progressing on all the remaining stations within the Stations Replacement Program, which are at various contractual stages (design or construction contracts).

The status of the remaining fire stations that are part of the Stations Replacement Program was as follows:

• The Basin, Morrisons, Dartmoor, Winnindoo, Hoddles Creek and Leitchville - under design
• Pylong - construction contract has been awarded
• Golden Square and Natte Yallock - under construction.

CFA is working with CSBA to mitigate further delays and control budget overruns and program funding impacts within the Station Replacement Program.

FSIM’s findings

Action 3.2 is progressing, noting CFA has reported significant delays in two of the three deliverables in this action.

Based on CFA’s advice that contracts are in place for the delivery of all 50 replacement appliances, FSIM considers this deliverable is complete.

It is unclear, however, at what contractual stage (i.e. design or construction) the deliverable for replacement fire stations can be considered complete. FSIM acknowledges that having contracts for all the replacement fire stations is an important step but ultimately it is having the physical stations that is the most important outcome for these brigades.

Context

This action requires CFA, working with DJCS and FRV, to execute the Fire Services Reform Transfer Strategy (the Transfer Strategy) to transfer certain property, rights, liabilities, and obligations from CFA to FRV.

The Transfer Strategy was separated into five tranches for implementation through allocation statements, transfer statements, and agreements. As reported in FSIM’s 2022/23 annual report:

• tranches One, Two and Three were completed in June 2021, and
• the transfer of personal protective clothing and equipment assets from CFA to FRV (as part of Tranche Four) was completed in September 2022.

Progress on the outstanding deliverables for this action, as at 30 June 2024, is outlined below.

Progress summary

1. Allocation Statement 4B

Allocation Statement 4B is intended to facilitate the transfer of remaining assets in co-located stations from CFA to FRV. This includes office equipment and furnishings, plant and equipment, training equipment, furniture, fixtures, small appliances and white goods.

A draft allocation statement has been prepared, with CFA working with DJCS to finalise the statement. FRV will also be engaged as part of the work to finalise the allocation statement.

2. Allocation Statement 6

Allocation Statement 6 is intended to facilitate the transfer of contingent rights, liabilities and obligations for employees transferred from CFA to FRV under section 103 of the FRV Act.

Section 105A was introduced into the FRV Act in February 2024 to facilitate the transfer through a Ministerial direction. As at 30 June 2024, the Minister was yet to issue a direction to CFA to prepare an allocation statement.

FSIM’s findings

Action 3.3 is progressing.

Progress summary

The Tenancy Agreement, signed by CFA and FRV in May 2022, provides a framework to guide the delivery of capital projects in all 33 co-located stations.

FSIM has seen evidence of collaboration between FRV and CFA to agree on proposed maintenance works at co-located stations in Portland, Rowville, South Morang and Wangaratta. These proposals need to be agreed at station level before proceeding to FRV’s formal consultation process with the UFU. Only after these steps can they be formalised in the Tenancy Agreement.

As FSIM has reported in previous annual reports, the Minster requested FRV to transition 17 station build and modification projects to CSBA in August 2022. Of these 17 projects, 9 station build and modification projects are to be delivered under this action. However, FRV advises that the transfer of delivery responsibilities to CSBA for the agreed capital projects has paused, with no progress made due to industrial issues. As a result, FRV remains responsible for progressing delivery on co-located station builds two years after the government directive for an integrated fire services infrastructure delivery arrangement.

FSIM’s findings

Action 3.4 is implemented. FRV has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that FRV has completed the action deliverables.

However, FSIM is concerned that the ongoing industrial action may be preventing the delivery of necessary capital projects for career firefighters and volunteers at co-located stations and encourages all parties to resolve this issue as a matter of priority.

FSIM does not have a view on who should be responsible for the delivery of these projects, as this is a matter for government. The needs of frontline career firefighters and volunteers must be put first and these projects must be completed as planned. FSIM will examine the effectiveness of this action in 2024/25, including the progress and outcomes of capital works projects in co-located stations.

Progress summary

FRV reported this action as complete as at 31 December 2023 and formally acquitted this action in January 2024.

In 2023/24, FRV issued 8,469 Structural PPC garments and 10,993 Wildfire PPC garments.

This action has now moved to business-as-usual.

FSIM’s findings

Action 3.6 is implemented. FRV has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that FRV has completed the action deliverables.

Context

CFA is a Registered Training Provider. It is regulated by the VRQA and is required to comply with the Guidelines for Vocational Education and Training providers (the Guidelines) issued under section 4.3.18A of the Education and Training Reform Act 2006. The Guidelines require all RTOs that deliver training to anyone under the age of 18 to comply with the Child Safe Standards made by the Minister for Child Protection and Family Services under section 17 of the Child Wellbeing and Safety Act 2005.

On 1 January 2023, in addition to the requirements under the Child Wellbeing and Safety Act, it became a requirement of the Education and Training Reform Act 2006 that RTOs comply with the Child Safe Standards as a condition of registration.

This action requires CFA to advise FRV of the RTO requirements and obligations (set by the VRQA) relating to seconded instructors and for FRV to develop a roadmap to meet these requirements.

CFA risks non-compliance with the VRQA standards if FRV secondees do not comply with the Child Safe Standards (i.e. FRV secondees must have a valid Working with Children Check to deliver training on CFA’s behalf to people aged under 18 years). As at 30 June 2024, of the 62 FRV instructors seconded to CFA, 82.3 per cent (i.e. 51 of 62 seconded FRV instructors) have a valid Working with Children Check.

FSIM notes that this action has key linkages with action 4.5, which requires CFA to develop a Child Safety Compliance Plan, and action 5.1, which requires CFA to develop a capability statement outlining the skills and capabilities of secondees. CFA has completed both these actions.

Progress summary

FSIM understands that CFA must provide FRV advice on the RTO requirements and obligations relating to seconded instructors, including as it relates to the Child Safe Standards, as an important first step for FRV to conduct a gap analysis. However, this was not completed during the reporting period.

CFA and FRV advised FSIM that this action will be jointly progressed by both agencies through FSOC’s training sub-committee in 2024/25. FSIM was provided a copy of the training sub-committee’s draft workplan and has verified that the action’s deliverables are captured in the draft workplan.

FSIM’s findings and recommendations

Action 3.8 is progressing. Although CFA and FRV have reported that this action is on track, FSIM notes that little progress has been made to date.

FSIM has concerns about the existing governance arrangements to deliver this action, differences in organisational policies requiring relevant staff and / or volunteers to have a valid Working with Children Check (within the context of the secondment arrangement), and the requirement to consult and seek agreement with the UFU to complete the action deliverables.

There are overlaps in responsibilities between FSOC’s training sub-committee, the Joint Child Safety Working Group and the Joint Secondment Workforce Advisory Group in relation to implementing Child Safe Standards for FRV secondees. The work of these groups is further discussed in action 5.1. This overlap presents confusion about which group is ultimately responsible for progressing this action. Agencies must therefore review and streamline the governance needed to ensure compliance with the Child Safe Standards within the secondment arrangement.

CFA and FRV have an in-principle commitment to comply with the Child Safe Standards. The CFA Board’s position is that all staff and volunteers must have a valid Working with Children Check. However, not all FRV staff are required to hold a valid Working with Children Check. This is only a requirement for FRV staff (including firefighters) who participate in child and youth focused community education programs. This is akin to the (former) Metropolitan Fire Brigade policy that required MFB staff to have a valid Working with Children Check if it was required for their work (e.g. community education). While this difference in internal organisational policies is not an issue in itself, it can explain how the differences in organisational requirements for compliance with the Child Safe Standards can have an impact in the context of the secondment arrangement.

To date, CFA has had to rely on FRV secondees to self-elect to get a valid Working with Children Check and complete relevant training to comply with these standards. CFA cannot require FRV secondees to comply with its workplace policy setting if it is different to FRV’s policy, and if FRV was to change its policy to align with CFA’s requirement then such a change would be subject to consult and agree provisions with the UFU under FRV’s enterprise agreement. At the end of the reporting period, there had been limited engagement with the UFU’s Operational Consultative Committee to formalise agreement on this matter. This creates significant risks for CFA from non-compliance with the Child Safe Standards and the VRQA requirements.

FSIM notes that, on face value, the requirement for FRV secondees to comply with CFA’s Child Safe Action Plan and the VRQA requirements should be relatively straightforward. However, at the end of the reporting period, there was little demonstrable progress and the risks from non-compliance repeatedly raised by FSIM in previous years’ reports remain. This demonstrates the complexities arising from both agencies working together under different policies and procedures and in a complex industrial environment that does not always provide the flexibility or efficiency for action on important matters.

FSIM will closely monitor the progress of this action in 2024/25, including actions taken individually and jointly by CFA and FRV to meet the VRQA’s requirements.

Progress summary

1. Governance oversight for the delivery of this action

Agencies have established governance to ensure oversight, management and review of the agreements and guidelines being developed under this action. HoA has overall accountability for delivering this action and FSOC provides subject matter expertise (as required) to inform the development of several deliverables in this action.

FSIM is satisfied that agencies have a shared understanding of the definition and principles of complementary fire services and are using it to guide joint decision-making at HoA and FSOC.

FSIM notes that CFA has developed a fire services reform dashboard that acts as the agreed source of truth for the HoA for progress updates on all the agreements being developed under this action. The dashboard is the reference point for the weekly HoA meetings, which has standing agenda items to discuss key areas of activity such as vacancy and non-relief, secondment guidelines and service delivery plans.

2. Service Delivery Plans (SDPs) – formerly SLDAs

The Fire Services Reform Doctrine Framework

In 2023/24, CFA and FRV developed a Fire Services Reform Doctrine Framework to support the operationalisation of the agreements being developed under this action. This framework was endorsed by HoA on 18 March 2024. Under this framework, the schedules that underpinned SLDAs have transitioned to SDPs.

HoA agreed to communicate the Fire Services Governance Framework and its constituent documents within CFA and FRV. CFA briefed its Executive on the framework in April 2024 for communication to relevant teams within the agency, and FRV advises that it has shared the framework with all FRV staff involved in the development and drafting of the SDPs.

Service Delivery Plans

HoA agreed to develop ten SDPs and a consistent template for these plans. HoA also agreed that the Fire Investigation SLDA, which was previously agreed to and executed, will transition to the new SDP template. HoA deemed the Alarm Assessment SLDA as no longer required, with each agency agreeing to provide these services within their own jurisdiction.

The intent of the SDPs is to outline the services provided from one agency to the other, as per the SLDAs. The SDPs will be developed in line with the agreed consultation workflow process.

These SDPs are due to be completed by 30 June 2025. As at 30 June 2024, the fire services reform dashboard shows that:

• three SDPs (District Mechanical Services, Fire Services Communication Controllers, and Communications Technicians / Tower Overseers) are 25 per cent complete
• six SDPs (Dangerous Goods, Land Use Planning, Protective Equipment, Structural Fire Safety/Building Environment, Specialist Response Instructors, and Use of Victorian Emergency Management Training Centre Campuses) are five per cent complete
• the Fire Investigation SLDA has been agreed to and executed and is pending transfer to the new SDP template.

Transition of end-to-end service delivery for community infrastructure services in the CAoV

To address the barriers in the regulatory framework governing the delivery of end-to-end services in the CAoV, FSR SEC considered a proposal by CFA to transition the end-to-end delivery of Dangerous Goods, Caravan Parks and Moveable Dwellings and Land Use Planning services in the CAoV back to CFA, and for CFA and FRV to propose changes to the Victorian Planning Provisions to allow FRV to deliver some components of end-to-end (sub-divisions and street hydrants) Land Use Planning services in the CAoV on behalf of CFA.

FSR SEC noted the proposal and CFA and FRV committed to undertaking further work. DJCS committed to progressing a request to the Minister for Planning seeking relevant amendments to the Victorian Planning Provisions. Until the amendment occurs, the current arrangements will remain in place.

FSIM notes that as at 30 June 2024, DJCS was still progressing the request to seek the necessary amendments to the Victorian Planning Provisions and CFA and FRV were continuing to operate under existing arrangements.

Backlog of Dangerous Goods applications in the CAoV

The Victorian Planning Provisions prevent CFA from delegating functions and powers to FRV to process Dangerous Good applications. This, along with vacancies in Fire Safety Officer roles in the CAoV, has led to a backlog of these applications.

This issue was raised at HoA throughout 2023/24. Subsequently, CFA committed internal resourcing to assist FRV with addressing the issue until the backlog was reduced to a manageable level. As at 30 June 2024, FRV advises the majority of the backlog has been reduced. HoA continues to actively monitor this issue.

Finalising the Dangerous Goods SDP will clarify the roles and responsibilities for CFA and FRV in delivering these services and could contribute to more efficient processes and a decrease in backlogs. This SDP must therefore be completed as a matter of priority to enable greater interoperability between the agencies. This will facilitate coordinated and efficient service delivery until amendments are made to allow CFA to delegate relevant functions and powers to FRV for delivering this service in the CAoV.

3. Secondment guidelines

On 29 April 2024, HoA also agreed to develop six secondment guidelines (previously referred to as supplementary instruments) to support the operationalisation of the secondment agreement. Accordingly, HoA agreed to:

• develop four secondment guidelines (Relief Management, Dispute and Grievance Resolution, OHS Reporting and WorkSafe, and Professional Development)
• amend two previously agreed supplementary instruments to secondment guidelines (Additional Secondee Positions and Authorisation of Expense Claims)
• acquit five supplementary instruments that are no longer required as they are expected to be addressed through other channels (Rostered Leave Management, Performance and Misconduct, Vacancy Management, Consultation Process and Tools of Trade).

As at 30 June 2024, reporting in the fire services reform dashboard shows that the OHS Reporting and WorkSafe guideline is 80 per cent complete, the Relief Management guideline is 25 per cent complete, and the remaining two guidelines are 5 per cent complete.

FSIM’s findings and recommendations

Action 3.9 is progressing. However, given the significant amount of work that needs to occur to deliver this action by the completion date, and the limited progress made to date, FSIM considers that there is a high risk this action will not be completed on time.

This action is a crucial enabler for the reform. The successful completion of this action will support greater interoperability between CFA and FRV and enable CFA to meet its legislative obligations and timelines under the Victorian Planning Provisions. This will ultimately result in better outcomes for the Victorian community.

FSIM is satisfied that agencies now have a clear framework to deliver this action. FSIM is also satisfied that agencies are using a shared reporting tool to track progress against the agreed consultation workflow process. To maximise the utility of this dashboard reporting tool and to increase transparency and accountability, FSIM recommends agencies enhance the dashboard to indicate for what duration SDPs have remained at their respective workflow process stage. This will also support increased identification of risks and barriers to completing these agreements on time, including any bottlenecks in the consultation workflow process.

While FSIM understands that HoA is ultimately accountable for the outstanding deliverables in this action, FSOC will need to provide subject matter expertise to support the development of some of these deliverables. Given FSOC did not meet in 2023/24, FSIM is concerned about FSOC’s capacity to contribute towards the development of relevant agreements. FSIM recommends HoA should actively monitor FSOC and plan for mitigating risks and barriers to completing this action, including delays from consulting with the Consultative Committee on relevant deliverables.

FSIM notes that, when finalised, secondment guidelines and agencies’ internal organisational policies (e.g. FRV’s processes for Leave Management and Vacancy Management, which are yet to be developed) will provide a practical framework for the day-to-day management of FRV secondees in CFA. It could also help address the ongoing vacancy and non-relief issues experienced by CFA (e.g. the relief management guideline will assist in ensuring a fair, equitable and transparent process for sourcing relief). Without these guidelines and policies, there is potential for confusion about how FRV staff seconded to CFA are to be managed and supported. This may not incentivise FRV staff to actively seek secondment opportunities in CFA. This is especially important in the context of the vacancy and non-relief issues CFA experienced in the CAoV in 2023/24, with CFA reporting a deficit of, on average, 17 Commanders and ACFOs each week, equating to 11 per cent of CFA’s operational workforce. However, on its own, FSIM recognises that these guidelines and policies will not resolve the ongoing vacancy and non-relief issues experienced by CFA given it is a complex issue with many contributing factors.

FSIM will closely monitor the delivery of this action in 2024/25 but remains concerned that its ultimate success is subject to the willingness of key stakeholders to facilitate these matters through the Consultative Committee process and the outcome of this process.

The challenges experienced by agencies to finalise the deliverables in this action is yet another illustration of the systemic issues that pose a challenge to completing this action and the realisation of a complementary fire service in Victoria.

Progress summary

1. Develop and execute an Information Sharing Memorandum of Understanding (MoU) for ongoing corporate support arrangements

CFA and FRV has drafted an Information Sharing MoU outlining the process for both agencies to share information for relevant corporate functions.

This MoU replaces the Corporate Services MoU that was a deliverable under this action, which CFA and FRV agreed in August 2022 was not required.

The draft Information Sharing MoU was endorsed to proceed to HoA by a number of CFA’s Executive on 28 June 2023 and by FRV’s Executive Leadership Team on 6 July 2023. It was subsequently endorsed by HoA on 17 July 2023 to proceed for consultation through FRV’s Consultative Committee process.

The Operations Consultative Committee agreed to the draft Information Sharing MoU at its meeting on 9 November 2023. FRV advises the draft MoU will be considered by the Corporate and Technical Employees Consultative Committee for noting in August 2024.

There is a risk that due to the Corporate and Technical Employees Consultative Committee meeting only two times in 2023/24, there could be further delays before the Committee can consider and provide feedback on the proposed MoU in 2024/25. However, FRV anticipates that any consequential delays in this process is unlikely to affect the MoU's planned execution by June 2025.

2. Develop and execute a Tenancy Agreement

CFA and FRV signed the Tenancy Agreement in May 2022. The Agreement contains 30 (out of 33) co-located station schedules.

FSIM notes that the Tenancy Agreement is complete.

3. Fire Services Reform Doctrine Framework

The Fire Services Reform Doctrine Framework is intended to support the operationalisation of the agreements being developed under action 3.9 and provide practical guidance on CFA and FRV’s services and functions. This framework was endorsed by HoA on 18 March 2024.

4. Prepare and agree to station sub-schedules and maps for outstanding co-located brigades

The Geelong station sub-schedule and map, and amendments to the Corio sub-schedule and map, were agreed-in-principle by CFA and FRV in April 2024 for consideration by the Consultative Committee. The station sub-schedules and maps for Dandenong, Melton and South Warrandyte remain outstanding due to a number of unresolved issues.

FRV reports that since April 2024, CFA and FRV have been meeting monthly to work through issues and to confirm timelines for the outstanding station sub-schedules and maps. FRV also reported that these meetings have improved joint understanding of the barriers to finalising the outstanding station sub-schedules and maps and that this work is on track.

Across the three locations, FSIM has been advised that there are different reasons why the station sub-schedules have not been finalised. In some sites, it relates to industrial action taken by some FRV personnel. In others, it has been suggested to FSIM that there appears to be an unwillingness to act in a cooperative and mutually respectful manner.

FSIM notes that agencies are yet to reach in-principle agreement on these three outstanding agreements and FRV’s consultation requirements risks further delaying the finalisation of these agreements.

FSIM therefore remains concerned that agencies have been unable to demonstrate tangible progress to finalise the outstanding station sub-schedules four years into the reform. FSIM notes that while HoA provides regular updates on the status of these sub-schedules, these concerns remain.

Regardless of whether it is industrial action, personal grievances, inconvenience or lack of an acceptance of change, career firefighters, volunteers (and their visitors) deserve and require a workplace that is functional, inclusive, supports their safety and wellbeing and meets the needs of the communities they serve.

While this action remains unresolved, these needs are at risk.

FSIM’s findings and recommendations

Action 3.12 is progressing. FSIM notes that there is a risk this action will not be completed by June 2025 given the station sub-schedules and maps for the remaining three co-located brigades have been outstanding since the start of the reform. While the resumption of monthly meetings between CFA and FRV in April 2024 is a positive step for completing this action, there is still no clear pathway for resolving the issues and barriers to finalising the outstanding station sub-schedules and maps.

FSIM is aware of the contextual and systemic issues that have contributed towards the delays in completing the station sub-schedules and recommends CFA and FRV clearly document the actions taken by each agency to manage these barriers and the outcomes of these actions. Agencies should also document the expected completion dates for each sub-schedule and track progress against a clear implementation plan and the consultation workflow process.

Progress summary

1. Development and establishment of the Regulations

The Fire Rescue Victoria (Firefighters Registration Board) Regulations 2022 were made on 20 September 2022 and commenced on 1 December 2022.

2. Implementation of Regulations, including the appointment of members and establishment of the supporting office

On 17 October 2023, the following people were appointed by the Governor in Council to the FRB:

• Ms Lynn Glover PSM (Minister’s nominee) for a period of five years
• Mr James Kefalas (UFU nominee) for a period of three years
• Mr Mark Lyons (former senior firefighter) for a period of three years
• Professor Mark Patrick Taylor (academic) for a period of three years.

Ms Glover was appointed by the Minister as the inaugural Chair to the FRB, in line with section 149(4) of the FRV Act. DJCS provides secretariat support to the FRB.

FSIM considers that the establishment of the FRB will support the commencement of work to develop and administer the Firefighters Registration Scheme, maintain the Firefighters Register and establish competencies that will satisfy the requirements for inclusion in the Firefighters Register.

FSIM’s findings

Action 4.1 is implemented. DJCS has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that DJCS has completed the action deliverables.

Progress summary

The FRB held its inaugural meeting on 21 December 2023. It has since developed key foundational documents to guide its program of work and engagement with stakeholders.

The FRB is progressing work on the deliverables in this action, informed by input from key stakeholders. As at 30 June 2024, the FRB had engaged with FRV and CFA to support its initial understanding of secondment requirements, standards, competencies, training and qualifications for ACFOs and Commanders. Following this, the FRB developed a consultation document on the 'proposed professional capabilities and standards' and the 'evidentiary threshold to support an assessment against the proposed professional capabilities and standards' for consultation with CFA, EMV and FRV. The formal consultation period commenced on 4 June and is due to conclude on 3 July 2024. FRB advises that feedback from agencies will inform its development of registration requirements for ACFOs and Commanders and the development of competencies and standards.

At the end of this reporting period, the FRB was progressing work on: the criteria to assess competencies and standards, developing an evidentiary threshold to assess applicants, and documenting the registration process. FRB advises that these deliverables are due to be completed by November 2024, with the registration scheme expected to commence in December 2024.

FSIM’s findings

Action 4.2 is progressing.

Progress summary

As at 30 June 2024, CFA reports minor delays for all the deliverables in this action.

The completion date for this action was extended by 12 months (to June 2025) due to delays caused by COVID-19 supply chain disruptions, staffing constraints and industrial action by some CFA staff. CFA is managing these delays (in part through issues and risks management) for each of the deliverables under this action.

1. Wildfire Respiratory Protection Trial Project

CFA continued this trial throughout 2023/24. CFA collected and analysed volunteer feedback gathered through a survey and focus group discussions. CFA reports low participation rates in this trial and extended the timeline for member feedback to the end of the 2023/24 fire danger period to support increased participation.

CFA has commenced analysing volunteer feedback to inform potential procurement of wildfire respiratory protection devices.

2. Wildfire Personal Protective Clothing Project

As at 30 June 2024, CFA had contracted arrangements for the manufacture of New Generation Wildfire PPC and delivered 11,301 sets to its members across the state. This is out of a total of 24,000 sets of PPC funded as part of this project.

The manufacture and delivery of PPC will continue in 2024/25, with CFA expecting to have received the remaining sets of PPC funded through this project by June 2025.

3. Safety Compliance Program

In 30 June 2024:

• Low Voltage Fuse Removal training and equipment was delivered to 570 volunteers, with an additional 79 kits issued and fitted to appliances
• Safe Working At Heights (SWAH) training and equipment was provided to 270 volunteers, with an additional SWAH 54 kits issued and fitted to appliances.

CFA provided evidence about the significant time taken for FRV and the UFU to inspect and approve training props for use by training PAD staff and instructors, which led to SWAH training cancellations and delays.

CFA advised FSIM that it is working to transition the SWAH program to business-as-usual by December 2024. FSIM will monitor this planned transition for reporting in its 2024/25 annual report.

As part of the Alternative Power Systems project, CFA:

• produced seven awareness videos on the dangers and issues with electric vehicles and made it available to all members on the Members Online platform
• developed a community of practice to enable information sharing across all CFA districts, with the group convening information sessions to volunteers upon request
• is trialling a product for making residential solar panels safe.

FSIM’s findings and recommendations

Action 4.3 is progressing. FSIM notes that CFA has reported minor delays for all the deliverables in this action due to external factors outside CFA’s control.

CFA reported that it is actively monitoring this action. FSIM will seek updates on progress throughout 2024/2025.

Progress summary

1. Develop Culture and Issues Management Action Plan

In 2021, CFA commissioned an external review of Culture and Issues Management to support the CFA to foster a diverse and inclusive culture where members feel safe and supported. CFA members across the state were consulted as part of this review, which provided insights on areas where CFA was performing well and where there were challenges.

In response to the review’s findings, CFA developed an action plan to implement each of the review’s recommendations.

CFA’s Executive and Board are provided regular updates on progress in implementing these recommendations.

2. Develop Child Safety Compliance Plan

As reported in FSIM’s 2021/22 annual report, CFA developed a Child Safety Compliance Plan 2021-24 in April 2021.

CFA subsequently developed a Child Safe Organisation CFA Action Plan to replace the Child Safety Compliance Plan 2021-2024 when the new Child Safe Standards came into effect. The action plan outlines actions required for CFA to achieve full compliance with the Standards. CFA is reviewing the Action Plan, pending feedback from the Victorian Government’s Commission for Children and Young People, and delivering the action plan as part of business-as-usual.

CFA (this includes all CFA staff and members and FRV staff seconded to CFA) is legally required to comply with the Child Safe Standards to promote the safety and wellbeing of children and young people. As noted in action 3.8, CFA risks being non-compliant with the standards where FRV secondees come to work within CFA without holding a valid Working with Children Check. To date, CFA has had to rely on FRV secondees to self-elect to get a valid Working with Children Check and complete relevant training to comply with these standards, while also continuing to work with FRV to have them resolve this issue with its secondee staff. CFA has been working with FRV through the Joint Child Safety Working Group to progress this work.

The implementation of the Child Safe Organisation CFA Action Plan is a key dependency for actions 3.8 and 5.1. Given the significant risks to CFA of not being compliant with the standards, FSIM will examine the effectiveness of actions taken by CFA and FRV in 2024/25 to address feedback from the Commission for Children and Young People on CFA’s Action Plan to ensure full compliance with the Standards.

3. Develop Diversity and Inclusion Strategy

As reported in FSIM’s 2022/23 annual report, CFA’s inaugural Diversity and Inclusion Strategy 2023-2025 was launched on 21 March 2023 and is published on CFA’s website.

CFA is implementing the strategy through its Diversity and Inclusion Steering Committee, chaired by the Chief Executive Officer. The Steering Committee receives regular reports of progress.

4. Develop Mental Health for Leaders program

CFA’s Mental Health Literacy program is an online resource developed for all members, with a separate module for leaders. The modules seek to provide the knowledge and skills needed to identify and manage risk to psychological health, increase awareness of available supports and encourage early help-seeking. The modules include e-learns for members and leaders, which will be complemented by facilitated sessions covering trauma, resilience and recovery delivered internally by Peers and Member Wellbeing Advisors.

The program was completed and launched in August 2023.

5. Deliver Fire Services Statement funded initiatives

CFA delivered Fire Services Statement funded initiatives from June 2018 to June 2021 in the areas of diversity, leadership, health, and safety.

CFA developed a project closure report documenting progress, project expenditure and lessons learned. FSIM has seen a copy of this project closure report.

FSIM’s findings

Action 4.5 is implemented. CFA has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that CFA has completed the action deliverables.

However, FSIM remains concerned about FRV secondees’ low rates of compliance with CFA’s Child Safe Organisation CFA Action Plan and the risks this presents to CFA of not being compliant with the Child Safe Standards.

FSIM recommends that FRV, as a priority, seek to remedy the Working with Children Check issue with the secondee cohort in the first instance. FSIM may examine the effectiveness of actions taken by CFA and FRV (individually and jointly) in 2024/25 to address feedback from the Commission for Children and Young People on CFA’s Action Plan to become fully compliant with the standards.

Progress summary

1. Diversity and Inclusion Framework, Strategy and Action Plan

FRV drafted its inaugural Diversity and Inclusion Framework, Strategy and Action Plan, which was endorsed by its Executive Leadership Team in April 2024 for progressing through the consultative process.

FRV advises the draft Framework will be presented to the Operations Consultative Committee for consideration in July 2024 for finalisation by September 2024.

2. Gender Equity Action Plan

As reported in FSIM’s 2022/23 annual report, FRV's Gender Equity Action Plan was completed and submitted to the Gender Equality Commission in August 2022. FRV is implementing the plan as part of its business-as-usual activities.

3. Aboriginal and Torres Strait Islander Reconciliation Action Plan

As reported in FSIM’s 2022/23 annual report, FRV’s Reconciliation Action Plan 2022-2024 was launched in November 2022. FRV is implementing the plan as part of its business-as-usual activities.

FRV intends to develop the next iteration of the Reconciliation Action Plan following the conclusion of the current plan in December 2024.

FSIM’s findings

Action 4.6 is progressing.

Progress summary

As part of the DJCS-led review of the Year 2-5 Implementation Plan, CFA advised that this action will be delivered under CFA’s operating model program of work, which is a key deliverable in action 1.7. This includes initiatives to enhance the role of the volunteer, strengthen brigades, and improve business operations and performance (as per action 4.7).

FSIM has seen a copy of CFA’s operating model program of work to confirm that this action is reflected in the pipeline of initiatives for implementation, pending endorsement by the CFA Executive (which operates as the Program Control Board).

FSIM’s findings

Action 4.7 is implemented. CFA has formally acquitted this action as it will be delivered under action 1.7. FSIM has seen the action acquittal report and is satisfied that this action is captured in CFA’s operating model program of work being delivered under action 1.7.

Progress summary

1. Ensure recruitment activities are delivered in a way that attracts a diverse range of applicants

In 2023/24, FRV designed its ‘No Ordinary Job’ campaign for launch on 17 May 2024. This campaign includes specific activities to target recruitment of firefighters from various diversity groups, including women and people from culturally and linguistically diverse communities. For instance, FRV is using Women Support Coordinators (a key deliverable for this action) to run sessions to engage with and support women throughout the application process.

FRV advises firefighter applications will open on 1 July 2024.

2. Commence a review of recruitment procedures and campaign strategies

FRV has commenced a review of recruitment procedures and campaign strategies. FRV advises this review will assess the impact of targeted campaign initiatives and inform future campaigns strategies. This review is expected to be completed by March 2025.

FSIM has seen a copy of FRV’s 2024 Recruitment Campaign Communications and Engagement Plan and FRV’s strategies for attracting diverse candidates. FSIM looks forward to seeing the outcome of this review.

3. Introduce Women Support Coordinators (Women’s Support Project) to support the identification and resolution of barriers to increasing the number of women firefighters

As reported in FSIM’s 2022/23 annual report, FRV established its Women’s Support Coordinator (WSC) program in 2020. The WSC role was established to increase gender diversity and support the recruitment, retention, and promotion of women in FRV.

The WSC role supports pregnant firefighters, and their managers, in their return to work. The WSC also supports the recruitment and retention of women firefighters by developing, reviewing and providing feedback on policies to support FRV’s gender diverse workforce.

This program was recognised at the 2024 Emergency Services Foundation’s Diversity and Inclusion Awards, winning the Women’s Equality Initiative award category.

FSIM’s findings

Action 4.9 is progressing, with FRV delivering initiatives to improve the retention and recruitment of women firefighters.

As at 30 June 2024, FRV is halfway towards achieving the government’s commitment of 400 women career firefighters, recording a total of 205 women firefighters. FRV has also consistently maintained a retention rate of 100 per cent of women firefighters recruited over the last three years. While FSIM recognises that this action goes beyond the achievement of a target, FSIM commends FRV’s continued efforts to recruit and retain women firefighters to reach this halfway point.

FSIM will closely monitor the outcome of FRV’s latest recruitment campaign and FRV’s review of its recruitment procedures and campaign strategies in 2024/25. FSIM may also assess FRV’s recruitment and retention activities delivered as part of this action to develop a comprehensive understanding of the effectiveness of FRV’s actions in this space.

Progress summary

Overall progress on action deliverables

CFA provided FRV an updated version of the CFA capability statement for feedback in March 2024. The updated version included two success profile for ACFOs and Commanders. CFA also provided FRV a success profile for instructors in April 2024. These success profiles will assist FRV to conduct a gap analysis.

As at 30 June 2024, CFA was developing additional success profiles for ACFO Manager Community Safety and ACFO Regional Commander roles. When complete, these success profiles will assist FRV to conduct a gap analysis.

The agencies advise they intend to use the Joint Secondment Workforce Advisory Group, which was established under the auspice of HoA on 24 June 2024, to jointly progress all the deliverables in this action.

This action is a crucial enabler of the secondment model and a key determinant for the overall success of the reform. A capability statement provides CFA the opportunity to outline its ongoing operational and leadership requirements across the state. The action provides for FRV to clearly outline a strategy for how it will address CFA’s operational and leadership requirements. A finalised capability statement and FRV strategies to address capability gaps can therefore provide a pathway for addressing some of the vacancy and non-relief issues experienced by CFA.
Given the significance of this action, FSIM has concerns that very little progress was made in this reporting period. There is a risk that the requirement to consult with the Operations Consultative Committee and seek agreement on key deliverables within this action is likely to further perpetuate the vacancy and non-relief issues within CFA, fundamentally impacting the operations of the agency. FSIM will closely monitor the work of the Joint Secondment Workforce Advisory Group to deliver this action in 2024/25.

Overall progress towards FRV secondees’ compliance with CFA’s child safety requirements

Separately, FSIM notes that CFA and FRV are working together, through the joint Child Safety Working Group, to ensure FRV staff seconded to CFA meet CFA’s child safety requirements. This is in line with CFA’s Child Safe Organisation CFA Action Plan, which is a deliverable under action 4.5.

As at 30 June 2024, the working group met 26 times and has:

• undertaken a role assessment of all CFA secondment positions to determine Working with Children’s Check requirements and child safety training needs
• completed a child safety risk assessment of the secondment arrangement to consider how FRV employees seconded to CFA engage with children and young people from a situational, vulnerability, propensity, and institutional risk perspective, and identified the controls required to manage the risk of child abuse and harm
• agreed on a child safety statement for inclusion in Expression of Interest memoranda outlining the requirement for secondees to comply with CFA’s Child Safety and Wellbeing Policy
• developed a draft child safety induction and training proposal, which includes a Child Safety Induction Pack containing CFA’s child safety policy and child safety behaviour statement for distribution to all secondees upon commencement and the requirement for secondees to complete the CFA Playing Your Part child safety online module.

The Working Group advises the child safety statement will proceed for consultation through the Consultative Committee, following approval by FRV’s Executive Leadership Team.

As at 30 June 2024, of the FRV employees seconded to CFA:

• 160 of 242 (66 per cent) have self-elected to get a valid Working with Children Check
• 72 of 242 (30 per cent) have completed the Playing Your Part child safety training module.

Further, 51 of 62 (82.3 per cent) FRV instructors seconded to CFA have a valid Working with Children Check.

FSIM has highlighted the risks of non-compliance with CFA’s child safety policy in previous annual reports and notes the continued low rates of compliance four years on from the start of the reform. FSIM notes that FRV secondees who do not have a valid Working with Children Check cannot deliver training on CFA’s behalf to people aged under 18 years. Anything less than 100 per cent compliance presents a significant risk to CFA’s status as a child safe organisation, particularly when firefighters (who do not have a valid Working with Children Check) engage with volunteers aged 18 years and under.

In 2023/24, FRV advised it undertook a role assessment with representation from the UFU and recommended that all CFA secondment positions have a valid Working with Children’s Check. FRV further advised it will progress these recommendations as part of a whole-of-organisation child safety role and program assessment. The outcome of this assessment will inform FRV’s policy position on the requirement for Working with Children Check screening for all roles and programs, including for FRV personnel seconded to CFA.

FSIM notes that the outcome of the initial role assessment is a step in the right direction. It is imperative FRV take immediate and decisive action to ensure all FRV secondees have a valid Working with Children Check.

FSIM will closely monitor the outcome of the planned Consultative Committee meeting in September 2024 and seek FRV's advice about how it will ensure all current and future FRV secondees have valid Working with Children Checks.

FSIM’s findings and recommendations

Action 5.1 is progressing. However, FSIM considers that this is a high-risk action that is dependent on several variables (including some that are not within the agencies’ control) to ensure it is delivered on time and in line with the action objective.

FSIM remains concerned that the ultimate success of this action is subject to the willingness of key stakeholders to facilitate these matters through the consultative committee process and the outcome of this process. Given the significance of this action to the reform, any delays in completing this action will risk CFA and FRV not realising the benefits of this action for workforce planning.

FSIM has extensively commented on the fundamental incompatibility between CFA and FRV operating environments and policies that have contributed to the low rates of compliance by FRV secondees with CFA’s Child Safe Action Plan and VRQA requirements (see action 3.8).

FSIM also considers that the completion of this action will provide a clear pathway for CFA to fill vacancy and relief positions over time. However, this is also dependent on FRV’s Strategic Workforce Plan (a deliverable completed under action 5.4), and related activities, incorporating CFA’s capability requirements to ensure FRV can provide CFA a pipeline of secondees with the required skills and capabilities. Given the interdependence between the two actions, FSIM may complete an effectiveness assessment on action 5.4 to examine the extent to which FRV’s workforce planning activities incorporate CFA’s capability requirements and the outcome of these efforts.

FSIM recommends close and transparent collaboration between agencies and strengthened governance and oversight arrangements to support the delivery of this action and all future workforce planning activities for seconded roles.

Progress summary

In collaboration with CFA and FRV, DJCS is leading a review of the Fire Services’ capability and capacity requirements. The review focuses on the current state only and aims to:

• improve understanding of forecasted demand and changes to Victoria's risk landscape to inform future capability and capacity requirements of fire services
• improve understanding of CFA and FRV’s current capacity and service requirements
• identify clear service delivery and capability pathways to ensure CFA and FRV can meet future need and expectations.

The review is overseen by FSR SEC, as the senior responsible entity for delivering this action.

A Project Steering Committee, established in July 2022, comprising members from CFA, FRV and DJCS, and its Working Group, supports the delivery of this action.

In 2023/24, DJCS, together with CFA and FRV, developed a framework to guide the review and assessment of CFA and FRV’s current service delivery capability and capacity and gaps. This framework was informed by the service delivery and enabling functions, roles, and responsibilities outlined in relevant legislation and in the State Emergency Management Plan. CFA and FRV both retain primary responsibility to ensure effective capability frameworks are in place and responsibilities are delivered in line with legislation and the State Emergency Management Plan. CFA and FRV completed the reviews for their respective agencies and provided this advice to DJCS to inform the drafting of a final report.

As at 30 June 2024, DJCS had drafted a report and provided it to CFA and FRV for review and further input, as required. DJCS advises the finalised report will be tabled at FSR SEC for endorsement.

FSIM’s findings

Action 5.2 is progressing.

Progress summary

In the context of this reform, financial sustainability is defined as the ability of each agency to deliver their required services in the medium and longer term, and within their regulatory, governance, funding and operating environments.

DJCS has worked with CFA and FRV to develop a common understanding of the agencies’ expenditure and cost pressures and to inform decisions on funding requirements.

Key activities completed by DJCS to implement the action include:

• reviewing CFA and FRV’s organisational finances, which are published in their annual reports and document the financial position of the agency, including revenue, expenditure and cash balances
• assessing CFA and FRV’s financial sustainability, based on these reports, for the last three financial years since the commencement of fire services reform (2020/21, 2021/22 and 2022/23).

DJCS advises it will continue to engage with CFA and FRV on their financial position, expenditure, cost pressures and future requirements through existing avenues, including yearly audited annual reports and the State Budget process. DJCS will also continue to monitor and assess other non-financial data sets, such as response times, to inform advice on the financial sustainability of an agency.

FSIM’s findings

Action 5.7 is implemented. DJCS has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that DJCS has completed the action deliverables.

Progress summary

Each year, CFA and FRV are provided with grant appropriation letters confirming funding for that financial year along with estimates over the forward years. These letters enable the fire agencies to set their internal budgets and forecast any shortfalls at the beginning of the year. The letters also support the planning of expenditure over the forward estimates (acknowledging the annual budget is always confirmed through the State Budget process).

CFA and FRV are required to have their internal budgets confirmed via their respective governance models (i.e. the Board for CFA and the executive leadership team for FRV). The respective governance bodies are accountable for the ongoing management of the entities’ budgets in accordance with the Financial Management Act 1994 and the Standing Directions. DJCS advises it will continue to engage with CFA and FRV on their financial position, expenditure, cost pressures and future requirements through existing avenues, including yearly audited annual reports and the State Budget process.

DJCS also advises that it will continue to monitor and assess other non-financial data sets, such as response times, to inform advice on the financial sustainability of an agency.

FSIM’s findings

Action 5.8 is implemented. DJCS has formally acquitted this action. FSIM has seen the acquittal report for this action and is satisfied that DJCS has completed the action deliverables.