Progress of Action 3.9

Action 3.9: Where practical and appropriate, finalise harmonisation of procedures, including service level procedures between CFA and FRV and any related party to ensure the agreements support effective operations.

Action objective: Procedures, including service level procedures between CFA, FRV and any related party, are harmonised – where practical, and fit for purpose to support effective operations.

Lead agency: CFA and FRV

Year Two to Five Plan (November 2021) completion date	Year Two to Five Plan (updated May 2023) completion date	Agency reported status as at 30 June 2023
June 2022	June 2024	In progress - significant delay

Context

CFA and FRV have different action deliverables defined in their quarterly reporting to the Minister for this action. CFA’s deliverables against this action include:

Review and update interoperability procedures (IPs) underpinning the CFA/FRV Joint Operational Activity MoU.
Harmonisation of operational doctrine via an established doctrine working group.
Finalise SLDAs and schedules and execute.
Establish appropriate governance to ensure oversight, management, and review of the current SLDAs for operational functions.

FRV’s deliverables against this action include:

Finalise SLDAs and schedules and execute.
Establish appropriate governance to ensure oversight, management, and review of the current SLDAs for operational functions.

Under action 3.7, FRV has a deliverable to “Develop agreed IPs with progressive updates”. As noted in action 3.7, CFA and FRV agree that work to update and develop IPs sits more appropriately under action 3.9. Therefore, FSIM provides commentary on progress against IPs in this action, noting that FRV’s 3.7 action deliverable is not formally transitioned.

Progress summary

In FY 2022-23, the Minister approved CFA’s and FRV’s mutually supportive change requests to extend the due date for this action to 30 June 2024. FSIM’s Annual Report 2021/22 notes that consultation processes contributed to delays in finalising agreements.^[27] Agencies have taken action to address this issue. In Year Three, HoA, the governance body that approves SLDA schedules and Secondment Agreement supplementary instruments, established an agreed workflow to clarify roles, responsibilities, and consultation processes for engagement on SLDA schedules and supplementary instruments (Figure 3).^[28]

Under this workflow, CFA and FRV reach approval-in-principle on a joint CFA/FRV position for schedules and supplementary instruments before going to informal consultation with key stakeholders, including working groups of the Consultative Committee. Following informal consultation, the agreed schedules and supplementary instruments are then tabled at HoA for endorsement to initiate formal consultation with the Consultative Committee. Should the Consultative Committee be unable to reach an agreement on the proposed supplementary instruments or schedules, agencies would reconvene to address issues raised by the Committee. After formal consultation, the final schedules and supplementary instruments are provided to HoA for approval, execution and implementation. It is essential to note that establishing this workflow process provides clarity, transparency and accountability between the two agencies regarding their agreed position before the formal consultation phase begins.

Figure 3: CFA/FRV Heads of Agency Steering Committee-endorsed workflow for supplementary instruments/schedules

Under this workflow, CFA and FRV reach approval-in-principle on a joint position for schedules and supplementary instruments before going to informal consultation with key stakeholders, including working groups of the Consultative Committee. Following informal consultation, the agreed schedules and supplementary instruments are then tabled at HoA for endorsement to initiate formal consultation with the Consultative Committee. Should the Consultative Committee be unable to reach an agreement on the proposed supplementary instruments or schedules, agencies would reconvene to address issues raised by the Committee. After formal consultation, the final schedules and supplementary instruments are provided to HoA for approval, execution and implementation.
Download 'Figure 3: CFA/FRV Heads of Agency Steering Committee-endorsed workflow for supplementary instruments/schedules'

CFA and FRV also share a tracking document weekly via HoA that provides visibility on agency progress and work on SLDA schedules, Secondment Agreement supplementary instruments, delegation authorisations, and Tenancy Agreement schedules. FSIM supports this approach as it provides increased clarity and transparency for all parties in the process of approving key reform-related agreements.

This action has interdependencies with actions 3.7 (Joint governance), 3.10 (Delegations) and 3.11 (CFA policies and procedures to support the SLDA and schedules).

The status of SLDA schedules, Secondment Agreement supplementary instruments, and IPs are provided at Tables 13, 14, and 15 below.

1. Service Level Deed of Agreement schedules

As at 30 June 2023, CFA and FRV had finalised three of 12 schedules (Table 13).

The original SLDA intended that FRV would provide alarm assessment services for CFA, but this was mutually agreed to be unworkable. CFA and FRV agreed to manage alarm assessments within their respective areas. CFA and FRV finalised service provision arrangements for alarm assessment in January 2023.

CFA and FRV executed two schedules relating to structural fire investigation and bushfire investigation in FY 2022-23 and issued joint communications recognising a complementary approach to fire investigation that utilises volunteer capabilities supported by career counterparts.

FSIM summarises the progress for key SLDA schedules below and provides data, where available, to demonstrate average compliance rates and time for referral completion since the reform’s inception.

Specific data relating to service delivery timeframes and compliance in the following examples were drawn from CFA’s Quarter Four 2022-2023 Community Infrastructure Report.

Fire investigators employed by FRV have the appropriate delegations to perform structural fire investigations in CAoV. CFA and FRV prepared an IP outlining the activation process of FRV Fire Investigators within the CFA District.^[29] The IP requires FRV to provide a fire investigation report to CFA outlining the findings within 28 days of conducting an investigation.
FRV advised FSIM that timeframe compliance is monitored manually, and FRV could not provide evidence regarding compliance to this 28-day timeframe. FRV also advised that they are moving to an online Fire Investigation Management System that links to CFA via a shared platform. FRV consider that this will facilitate data collection and monitoring of compliance rates. FSIM will continue to seek evidence of compliance with this timeframe and will provide an update in future reporting.
CFA and FRV continue to co-deliver services in CAoV, with FRV continuing to deliver dangerous goods administrative and advisory services on behalf of CFA in the CAoV. These services include, but are not limited to, statutory service delivery advice and specialist risk-based technical advisory services. CFA undertake quality assurance and final sign-off as CFA cannot lawfully delegate all required delegations to FRV employees to perform end-to-end service delivery (as noted in action 3.10).
FSIM observed a significant increase from 170 (Q1) to 180 (Q4) days to complete a referral, with the compliance rate dropping from 23 per cent (Q1) to 15 per cent (Q4) and that at the end of the reporting period, there continued to be an overall decline in performance for completion of dangerous goods referrals since the inception of the reform in 2020.
Contributing factors to the increase in time taken to complete work include FRV teams operating with reduced staff and CFA experiencing challenges in accessing the required information from FRV to enable CFA to effectively deliver on its quality assurance role. For example, over the past three years, CFA has received 57 applications from FRV for final assessment that have no, or minimal, accompanying documentation explaining the reasons for approval or otherwise. In these circumstances, CFA must go back to FRV to seek the necessary information to perform its quality assurance role. FRV further advised that the 2022 cyber security attack impacted their work on Dangerous Goods and Major Hazardous Facilities schedules as resources were re-allocated to address the cyber-attack impacts.
FSIM observes that agencies are taking action to address the information gap issue, with CFA developing a template to support FRV staff to provide the requisite documentation to allow for more efficient and informed decision-making and sign-off. FSIM also received evidence demonstrating agencies working collaboratively via the FSOC Community Safety Sub-Committee in June 2023 to develop an agreed process for this information to be provided to CFA in the future.
While FRV is responsible for service provision, CFA continues to maintain the legislative obligation to deliver structural fire safety services in CAoV as CFA cannot delegate this responsibility to FRV under the current legislative arrangements, noting that the agencies signed a deed of indemnity for the delivery of these services in 2022.
Delivery of structural fire safety services in FY 2022-23 shows an increase from 41 (Q1) to 80 (Q4) days to complete a referral, following a period of relative stability since the reform’s inception, with the compliance rate decreasing from 52 per cent (Q1) to 46 per cent (Q4). These results are relatively in line with the three-year average for structural fire safety referrals however, FSIM does observe an overall decline in compliance with statutory timeframes since the inception of the reform (from 82 per cent in Q4 2020 to 46 per cent in Q4 2023).
CFA continues to work with FRV to develop Structural Fire Safety Orders (the Orders) to provide an audit framework for structural fire safety. However, at the end of the reporting period, CFA and FRV had not reached an agreement on the content of the Orders, with the main issue concerning how prescriptive the approach to service delivery should be. FSIM considers it imperative that CFA and FRV agree on service delivery standards, procedures and broader auditing framework given that CFA retains and must meet their legislative obligation for structural fire safety services.
The initial intent for land use planning was for CFA to retain the function within the CAoV and in FRV districts where referrals occurred within a bushfire management overlay. As a result of a transfer of primary resources (Fire Safety Officers) to FRV in July 2020, the responsibility currently resides with FRV under an interim and expired agreement for FRV to undertake administrative and ancillary work on behalf of CFA. CFA undertakes a quality assurance role and final sign-off as, legislatively, the function remains with CFA.
In FY 2021-22, evidence received from the Fire Safety Reforms Implementation Working Group indicated that FRV did not intend to continue providing land use planning services in the CAoV. However, CFA stated that it did not have the required resources to support this work, as the primary resources (Fire Safety Officers) responsible for this function were transferred to FRV as part of the transfer of staff on 1 July 2020. CFA and FRV commenced collaboration to transition land use planning services back to CFA, and FRV requested CFA to develop a transition plan.
At the end of the reporting period, FRV advised FSIM that it will maintain provision of land use planning services in the CAoV and will pursue an amendment to the relevant legislation to enable FRV to provide end-to-end LUP services. At the end of the reporting period, FISM had not received evidence that this intention has been clearly communicated to CFA, and should this approach be taken, an update to the SLDA would be required.
While CFA had prepared and shared with FRV a working paper containing proposed options for ongoing delivery of land use planning by both CFA and FRV in the CAoV in June 2023, no transition plan had been completed.
Regarding delivery of land use planning services over the reporting period, FSIM observed an increase in completion days from 15 (Q1) to 17 (Q4) for land use planning referrals. FSIM also noted that compliance with statutory timeframes has slightly decreased from 89 per cent (Q1) to 86 per cent (Q4). Since the inception of the reform, there has been a decline in compliance rates for land use referrals, from 98 per cent in Q4 2020 to 86 per cent in Q4 2023.
FSIM recognises that discussions to resolve these issues are continuing and FSIM encourages the two agencies to continue collaborating to reach an agreement, clarify, and finalise the provision of land use planning services in the CAoV.

2. Secondment Agreement supplementary instruments

As at 30 June 2023, CFA and FRV had finalised two of eleven supplementary instruments supporting the Secondment Agreement (Table 14). CFA and FRV executed the ‘Authorisation of expense claims’ instrument and the ‘Additional secondee positions’ instrument in the reporting period.

FSIM observed that the ‘Additional secondee positions’ instrument was agreed to and executed by both CFA and FRV without having formally progressed through the Consultative Committee approval process, which contributed to delays.

FSIM notes that steps were taken in April 2023 to clarify the consultation process, including how CFA and FRV consult with each other and when FRV undertakes consultation with the UFU. However, agencies continued to experience delays in finalising remaining supplementary instruments.

For example, CFA and FRV continue to discuss supplementary instruments relating to performance and misconduct management, leave, vacancy and relief management. CFA and FRV developed a draft and agreed-in-principle position for each of these instruments, and FRV proceeded to informally consult with the UFU.

Application of the workflow, supported by clear version controls, engagement activities and transparent records of discussions should support the agencies to determine:

what version of the document was provided for consultation and when
where changes were made to the agreed-in-principle position before providing the document to UFU
what discussions FRV undertook on behalf of CFA through the engagement process with UFU
which body had proposed amendments (FRV or UFU) to the agreed-in-principle position, noting that amendments were strongly opposed by CFA.

FSIM attempted to follow the workflow, using documentation provided to HoA (e.g. tracking documents, draft instruments and discussions with agencies), however was unable to establish the above outcomes. FSIM notes that at the end of the reporting period, CFA and FRV were in various stages of redrafting the remaining supplementary instruments, and there is an opportunity to improve the transparency of how, when and by who, changes are made to the agreed-in-principle drafts as they are revised.

3. Interoperability Procedures

Two existing IPs, ‘Mutual operation command support’, and ‘PTA/Corporate staff support to CFA operations’, were both executed in FY 2021-22. Two additional IPs, ‘Activation for Incidents where CFA requires FRV support for fire investigation’ and ‘CFA FRV Breathing Apparatus (BA) Cylinder filling at FRV locations’ were executed in FY 2022-23. Both agencies ensure that executed IPs are accessible on their respective intranets.

As outlined in the SLDA and related schedule, FRV provides services to CFA relating to structural fire investigation. CFA and FRV agreed an IP was needed for incidents where CFA requires FRV support for fire investigations in CAoV. This IP was executed in January 2023. CFA and FRV issued joint communications following the execution of the ‘Activation for Incidents where CFA requires FRV support for fire investigation’ IP.
As noted in the FSIM’s Annual Report 2021/22, BA support issues were highlighted at some regional stations, with volunteers advising they were not authorised to access and refill their BA cylinders at a neighbouring FRV-owned refilling station. FSIM further noted that action 2.4 in the FSOC workplan required FSOC to develop a draft roadmap for a BA operating model (including BA recharging plans) to enable FRV to meet obligations for maintaining and servicing under the SLDA.
In FY 2022-23, the FSOC Protective Equipment Sub-Committee developed an IP to provide process and guidance for CFA BA Cylinder filling at FRV locations. The IP further supports the arrangements outlined in the SLDA and was executed in February 2023. FSIM notes this IP addresses a key concern raised by volunteer firefighters in FSIM’s year two engagement.
In Q4, the FSOC Policy and Doctrine Interoperability Subcommittee completed a gap analysis against the Joint Standard Operating Procedures (JSOPs) and Joint Operational Activities MoU. The findings were with agencies for feedback with the intention to develop an endorsed workplan to FSOC. The gap analysis will provide recommendations for review, new development or archiving of old JSOPs. As such, seven IPs listed at Table 15 are noted as “under review” as they were being analysed as part of the gap analysis.
FRV drafted an IP on pre-incident response planning related to site-specific risk information to support a joint approach and to include local knowledge when responding to incidents. FSIM acknowledges that this work responds to issues raised through FSIM’s FY 2021-22 engagement program relating to the inclusion of local knowledge in FRV responses.^[30]
CFA and FRV intend that the Doctrine sub-committee of FSOC will have an ongoing role to develop, review and harmonise joint operational doctrine as a BAU activity. FSIM notes that at the end of the reporting period, the Doctrine Sub-Committee was developing an initial draft of IP ‘CFA/FRV Pre Incident Response Site Specific Risk Information’ and no additional IPs had been directed to the Doctrine Sub-Committee from FSOC.
A summary of IP status is outlined at Table 15.

Findings

Overall, FSIM finds action 3.9 is progressing, however there are a number of risks and issues that should be considered as agencies continue to work through action deliverables.

Overall decline in compliance with statutory referral timeframes where services are co-delivered

As noted in the FSIM Annual Report 2021/22, there is no formal, agreed understanding of complementary fire services and how that translates to individual agency service provision under the SLDA schedules to ensure the best outcome for the community. Agencies continue to rely on interim arrangements, which have now been in place for three years and are impacting service provision standards.

FSIM has observed that for the SLDA schedules that remain outstanding, require FRV to provide services, and require CFA to undertake quality assurance and final sign off due to the current legislative arrangements, compliance with statutory timeframes has declined overall (from 92 per cent in Q4 2020 to 79 per cent in Q4 2023).

There are possible risks associated with these delays to referral completion. For example, an incident may occur due to a safety issue while the site is waiting for fire service advice. FSIM received information from FRV stating that this risk is managed by triaging referral work, with priority given to:

sites that WorkSafe Victoria have reported to FRV has an issue
issues that have been identified by local fire crews
sites featured on WorkSafe Victoria’s Dangerous Goods Strategic Inspection list.

FSIM finds that work to finalise schedules commenced in October 2020 and remains incomplete. While the SLDAs were executed at the commencement of fire services reform, the development of underpinning schedules to provide clarity of service delivery is complex and requires time, resources and clear direction (based on agreed underlying principles of a complementary fire service) to guide development and implementation.

Allocation of functions contradicts legislative responsibilities for some schedules

CFA and FRV acknowledge that, in some instances, what was set out initially in the SLDAs is not workable. For example, CFA is unable to lawfully delegate powers to FRV for end-to-end service delivery for Dangerous Goods services.

As such, a decision is required on a pathway forward for how these services will be delivered (e.g., maintain a co-delivery arrangement or transfer the function to a single agency and make the required legislative changes). Depending on the agreement of service delivery arrangements, government could then determine a pathway forward on the need to amend relevant legislation.

Application of the consultation workflow

Agency transparency throughout the development of schedules and supplementary instruments is key to the successful delivery as these difficult negotiations continue. Agencies can achieve this by consistently applying the agreed workflow, providing clear version controls on documentation, and providing transparent records of negotiation discussions with stakeholders.

For example, FSIM considers it may be useful at the “Key Stakeholder Engagement” step of HoA’s workflow, that:

CFA and FRV formally confirm the ‘agreed-in-principle’ position – e.g. via a “request to consult” paper submitted to and approved by HoA
CFA and FRV provide each other with a dated copy of the document that is sent for consultation, approved by both agencies
that a summary of discussions had with UFU be provided to enable HoA to consider next steps.

At the end of the reporting period (and noting the process had been in place for three months), FSIM believes there is a risk that changes could be made by an agency (i.e., amending the ‘agreed-in-principle’ position) ahead of consultation without the other party being made aware. The issue of clarity of the final agreed position has been raised at HoA and agencies were considering options for improving transparency.

FSIM will seek evidence in Year 4 that demonstrates both agencies working in accordance with the agreed workflow, based on an established the agreed-in-principle position and being transparent with each other on the progress through consultation activities.

Ambitious completion dates for supplementary instruments to the Secondment Agreement

FSIM finds that CFA and FRV have revised completion dates for the majority of schedules and supplementary instruments to 30 September 2023. Given the challenges to date in finalising these instruments, particularly those supplementary instruments to the secondment agreement, these dates are ambitious.

FSIM finds that for supplementary instruments to the secondment agreements, there are instruments (specifically performance management, leave, vacancy and relief management) that will likely take significant negotiation to complete due to the intersection with and obligations under the relevant EAs.

Interoperability Procedures

FSIM finds that the program of work to review and update IPs is complex and requires significant resources and subject matter experts. CFA and FRV have experienced ongoing issues with resource availability to support the Doctrine sub-committee of FSOC to complete this work. Given the significant role IPs play in harmonising service delivery, where practical and fit for purpose to support effective operations, FSIM will continue to closely monitor and seek evidence and data on IP development and FSOC’s ability to progress this work in future reports.

Opportunity to review and consolidate activity under actions 3.7, 3.9, 3.10 and 3.11

FSIM finds that there are overlaps in deliverables between actions 3.7, 3.9, 3.10 and, by extension, 3.11. As outlined in FSIM’s recommendation number five in Section 3 of this report, a review of the Year Two to Five Plan should consider which remaining implementation plan activities most significantly contribute to the intended success at year five for each priority area and be updated, with pragmatic and achievable timelines, to focus on those activities. The review should be guided by the broader outcomes in the Fire Services Statement, leverage a shared definition of complementary fire services and consider the impacts of other enabling instruments (e.g., Secondment Agreement, legislation).

Table 13: Status of Overarching Operational Services Agreement, Service Level Deeds Agreements and schedules, as at 30 June 2023

Agreement/ Schedules, status and proposed due date	Notes on schedules
Overarching Operational Services Agreement Status: Executed 30 June 2020
Service Level Deed of Agreement – CFA Status: Executed 30 June 2020
Service Level Deed of Agreement – FRV Status: Executed 30 June 2020
Alarm assessment Status: Executed 30 June 2023	CFA and FRV agreed to manage alarm assessments within their own respective areas A Letter of Agreement between CFA and FRV replaces the need for a schedule for this service
Structural Fire Investigation Status: Executed 30 June 2023	CFA and FRV executed the Structural Fire Investigation schedule (schedule 2) in January 2023 CFA and FRV prepared an IP for incidents where CFA requires FRV support for fire investigation to support arrangements in this schedule
Bushfire Fire Investigation Status: Executed 30 June 2023	CFA and FRV executed the Bushfire Fire Investigation schedule (schedule 3) in January 2023 CFA and FRV prepared an IP for incidents where CFA requires FRV support for fire investigation to support arrangements in this schedule
Dangerous goods Status: In progress Proposed Due Date: 30 September 2023	CFA cannot delegate end to end service delivery to FRV. CFA currently drafting proposal for the delivery of caravan parks and moveable dwellings services. FRV continues to provide advisory services in CAoV, with additional measures developed to ensure FRV assessment documentation will be provided in all cases for CFA final assessment and sign-off. A decision is needed on whether to make legislative changes to delegate powers or if CFA continues to provide quality assurance and approval of dangerous goods advisory services in CAoV
Building inspection and compliance (structural fire safety) Status: In progress Proposed Due Date: 30 September 2023	Arrangements are in place for FRV to deliver structural fire safety services end to end. CFA drafted an Instrument of Authorisation to authorise named employees of FRV to access land and buildings (in the CAoV) to inspect, assess and report back to the Authority on structural fire safety compliance matters CFA and FRV will formalise arrangements in a schedule.
Land use planning Status: In progress Proposed Due Date: 30 September 2023	SLDA requires CFA to deliver the services however the full suite of Fire Services Officers responsible for this work was transferred to FRV in 2020 FRV is currently delivering administrative and ancillary services on behalf of CFA under an interim arrangement In FY 2021-22, FRV has advised CFA that it does not intend to provide land use planning services in the CAoV on an ongoing basis. As a result, CFA and FRV were developing a possible transition plan for CFA to resume providing services. In FY 2022-23, FRV has advised FSIM of its intention to maintain its provision of land use planning services in the CAoV and to pursue an amendment to relevant legislation. FRV has yet to provide evidence of discussion of this intention with CFA.
Communications technical services Status: In progress Proposed Due Date: 30 September 2023	CFA and FRV are currently drafting a service level agreement as part of the schedule process
District mechanical officers Status: In progress Proposed Due Date: 30 September 2023	CFA and FRV are currently drafting a service level agreement as part of the schedule process
Fire services communication control Status: In progress Proposed Due Date: 30 September 2023	The existing schedule does not reflect the pre-reform duties of CFA’s FSCC and lacks detail on the requirements of the role CFA and FRV are currently drafting an updated schedule FRV seeks to update the schedule on the basis of services and not personnel
Protective equipment Status: In progress Proposed Due Date: 30 September 2023	CFA and FRV agreed in principle to the tenancy agreement for the PE Department and the transfer of tools of trade for PE technicians CFA and FRV intend to develop a schedule that will include a service delivery plan to underpin the arrangements in the SLDA
Specialist response instructors Status: In progress Proposed Due Date: 30 September 2023	Specialist instructors are not seconded back to CFA but rather provide a service CFA will outline specialist training requirements as part of its capability planning process CFA requirements will then inform the development of a schedule
Tower overseer services Status: In progress Proposed Due Date: 30 September 2023	CFA and FRV are currently drafting a service level agreement as part of the schedule process

Agreement/ Schedules, status and proposed due date

Notes on schedules

Overarching Operational Services Agreement

Status: Executed 30 June 2020

Service Level Deed of Agreement – CFA

Status: Executed 30 June 2020

Service Level Deed of Agreement – FRV

Status: Executed 30 June 2020

Alarm assessment

Status: Executed 30 June 2023

CFA and FRV agreed to manage alarm assessments within their own respective areas

A Letter of Agreement between CFA and FRV replaces the need for a schedule for this service

Structural Fire Investigation

Status: Executed 30 June 2023

CFA and FRV executed the Structural Fire Investigation schedule (schedule 2) in January 2023

CFA and FRV prepared an IP for incidents where CFA requires FRV support for fire investigation to support arrangements in this schedule

Bushfire Fire Investigation

Status: Executed 30 June 2023

CFA and FRV executed the Bushfire Fire Investigation schedule (schedule 3) in January 2023

CFA and FRV prepared an IP for incidents where CFA requires FRV support for fire investigation to support arrangements in this schedule

Dangerous goods

Status: In progress

Proposed Due Date: 30 September 2023

CFA cannot delegate end to end service delivery to FRV. CFA currently drafting proposal for the delivery of caravan parks and moveable dwellings services.

FRV continues to provide advisory services in CAoV, with additional measures developed to ensure FRV assessment documentation will be provided in all cases for CFA final assessment and sign-off.

A decision is needed on whether to make legislative changes to delegate powers or if CFA continues to provide quality assurance and approval of dangerous goods advisory services in CAoV

Building inspection and compliance (structural fire safety)

Status: In progress

Proposed Due Date: 30 September 2023

Arrangements are in place for FRV to deliver structural fire safety services end to end.

CFA drafted an Instrument of Authorisation to authorise named employees of FRV to access land and buildings (in the CAoV) to inspect, assess and report back to the Authority on structural fire safety compliance matters

CFA and FRV will formalise arrangements in a schedule.

Land use planning

Status: In progress

Proposed Due Date: 30 September 2023

SLDA requires CFA to deliver the services however the full suite of Fire Services Officers responsible for this work was transferred to FRV in 2020

FRV is currently delivering administrative and ancillary services on behalf of CFA under an interim arrangement

In FY 2021-22, FRV has advised CFA that it does not intend to provide land use planning services in the CAoV on an ongoing basis. As a result, CFA and FRV were developing a possible transition plan for CFA to resume providing services.

In FY 2022-23, FRV has advised FSIM of its intention to maintain its provision of land use planning services in the CAoV and to pursue an amendment to relevant legislation. FRV has yet to provide evidence of discussion of this intention with CFA.

Communications technical services

Status: In progress

Proposed Due Date: 30 September 2023

CFA and FRV are currently drafting a service level agreement as part of the schedule process

District mechanical officers

Status: In progress

Proposed Due Date: 30 September 2023

CFA and FRV are currently drafting a service level agreement as part of the schedule process

Fire services communication control

Status: In progress

Proposed Due Date: 30 September 2023

The existing schedule does not reflect the pre-reform duties of CFA’s FSCC and lacks detail on the requirements of the role

CFA and FRV are currently drafting an updated schedule

FRV seeks to update the schedule on the basis of services and not personnel

Protective equipment

Status: In progress

Proposed Due Date: 30 September 2023

CFA and FRV agreed in principle to the tenancy agreement for the PE Department and the transfer of tools of trade for PE technicians

CFA and FRV intend to develop a schedule that will include a service delivery plan to underpin the arrangements in the SLDA

Specialist response instructors

Status: In progress

Proposed Due Date: 30 September 2023

Specialist instructors are not seconded back to CFA but rather provide a service

CFA will outline specialist training requirements as part of its capability planning process

CFA requirements will then inform the development of a schedule

Tower overseer services

Status: In progress

Proposed Due Date: 30 September 2023

CFA and FRV are currently drafting a service level agreement as part of the schedule process

Table 14: Status of Secondment Agreement and supplementary instruments as at 30 June 2023

Secondment Agreement/ supplementary instruments, status and proposed date	Notes on supplementary instruments
Secondment Agreement Status: Executed 31 October 2020
Leave management Status: In progress Proposed due date: 30 September 2023	A draft instrument was previously tabled at HoA and provided to UFU for final consultation Scope of instrument subsequently changed – relief management and vacancy management were separated into individual supplementary instruments Additional leave management guidance is being prepared for inclusion CFA, FRV and UFU continue to progress development
Performance and misconduct management Status: In progress Proposed due date: 30 September 2023	A draft instrument was tabled at HoA during the reporting period FRV subsequently updated the document, in consultation with CFA FRV entered into the consultation process with UFU CFA did not agree with the revised instrument following stakeholder consultation, noting the proposed amendments fettered the powers of the CO, CFA CFA, FRV and UFU continue to work through a position that can be supported by all parties
Relief management Status: In progress Proposed due date: 30 September 2023	Following agreement to separate the leave, relief, and vacancy management supplementary instrument into three separate instruments, CFA drafted a supplementary instrument and several workflows to identify how relief is sourced for secondment positions. CFA has prepared a draft and included guidance on how relief is managed across all seconded positions to ensure consistency across the State CFA provided this to FRV for initial comment at the end of the reporting period
Vacancy management Status: In progress Proposed due date: 30 September 2023	Following agreement to separate the leave, relief, and vacancy management supplementary instrument into three separate instruments, CFA drafted a supplementary instrument for vacancy management with updated workflows for secondment positions Consultation with stakeholders is underway, noting there are significant differences arising through consultation regarding the CO, CFA’s role in approving a candidate for secondment CFA and FRV continue to work through a position that can be supported by all parties
Dispute and grievance resolution Status: Not yet started Proposed due date: 30 September 2023	Operational EBA provides guidance, noting CFA and FRV address matters as they arise in the absence of an agreed supplementary instrument Work will be required to develop workflows to underpin the instrument
OHS reporting and WorkSafe Status: In progress Proposed due date: 30 September 2023	Agencies are working to streamline Occupational Health and Safety reporting and WorkSafe issues CFA is currently reviewing FRV amendments ahead of finalising the instrument
Additional secondee positions Status: Executed 2 December 2022	Completed
Professional development Status: In progress Proposed due date: 30 December 2023	CFA and FRV need to establish guidelines and process for professional development opportunities for secondees FRV is redrafting instrument
Authorisation of expense claims Status: Executed 2 December 2022	Completed
Consultation process Status: Not yet started Proposed due date: 30 December 2023	Operational EBA provides guidance Workflow needs to be developed to outline consultation and escalation processes
Tools of trade Status: In progress Proposed due date: 30 September 2023	Further work required to develop a clear, streamlined and user-friendly approach FRV is redrafting instrument for CFA review

Secondment Agreement/ supplementary instruments, status and proposed date

Notes on supplementary instruments

Secondment Agreement

Status: Executed 31 October 2020

Leave management

Status: In progress

Proposed due date: 30 September 2023

A draft instrument was previously tabled at HoA and provided to UFU for final consultation

Scope of instrument subsequently changed – relief management and vacancy management were separated into individual supplementary instruments

Additional leave management guidance is being prepared for inclusion

CFA, FRV and UFU continue to progress development

Performance and misconduct management

Status: In progress

Proposed due date: 30 September 2023

A draft instrument was tabled at HoA during the reporting period

FRV subsequently updated the document, in consultation with CFA

FRV entered into the consultation process with UFU

CFA did not agree with the revised instrument following stakeholder consultation, noting the proposed amendments fettered the powers of the CO, CFA

CFA, FRV and UFU continue to work through a position that can be supported by all parties

Relief management

Status: In progress

Proposed due date: 30 September 2023

Following agreement to separate the leave, relief, and vacancy management supplementary instrument into three separate instruments, CFA drafted a supplementary instrument and several workflows to identify how relief is sourced for secondment positions.

CFA has prepared a draft and included guidance on how relief is managed across all seconded positions to ensure consistency across the State

CFA provided this to FRV for initial comment at the end of the reporting period

Vacancy management

Status: In progress

Proposed due date: 30 September 2023

Following agreement to separate the leave, relief, and vacancy management supplementary instrument into three separate instruments, CFA drafted a supplementary instrument for vacancy management with updated workflows for secondment positions

Consultation with stakeholders is underway, noting there are significant differences arising through consultation regarding the CO, CFA’s role in approving a candidate for secondment

CFA and FRV continue to work through a position that can be supported by all parties

Dispute and grievance resolution

Status: Not yet started

Proposed due date: 30 September 2023

Operational EBA provides guidance, noting CFA and FRV address matters as they arise in the absence of an agreed supplementary instrument

Work will be required to develop workflows to underpin the instrument

OHS reporting and WorkSafe

Status: In progress

Proposed due date: 30 September 2023

Agencies are working to streamline Occupational Health and Safety reporting and WorkSafe issues

CFA is currently reviewing FRV amendments ahead of finalising the instrument

Additional secondee positions

Status: Executed 2 December 2022

Completed

Professional development

Status: In progress

Proposed due date: 30 December 2023

CFA and FRV need to establish guidelines and process for professional development opportunities for secondees

FRV is redrafting instrument

Authorisation of expense claims

Status: Executed 2 December 2022

Completed

Consultation process

Status: Not yet started

Proposed due date: 30 December 2023

Operational EBA provides guidance

Workflow needs to be developed to outline consultation and escalation processes

Tools of trade

Status: In progress

Proposed due date: 30 September 2023

Further work required to develop a clear, streamlined and user-friendly approach

FRV is redrafting instrument for CFA review

Table 15: Status of Interoperability Procedures as at 30 June 2023

Interoperability Procedures	Status
Initial response and escalation for mutual aid	Under Review
Communications	Under Review
Command and control	Under Review
Liaison officers	Under Review
CFA step up / move to FRV stations	Under Review
FRV step up – move to CFA stations	Under Review
Strike team / task forces	Under Review
CFA/FRV pre-incident response plans	Initial draft under development
Request and use of state fleet aircraft by FRV	Superseded by State arrangements under the Emergency Management Common Operating Picture: Interagency Aviation Operating Procedure – Obtaining Aircraft
Request and use of state fleet and call when needed reconnaissance aircraft by FRV	Superseded by State arrangements under the Emergency Management Common Operating Picture: Interagency Aviation Operating Procedure – Obtaining Aircraft
Mutual operational command support	Executed
PTA/Corporate staff support to CFA operations	Executed
Activation for incidents where CFA requires FRV support for fire investigation	New, Executed 16 January 2023
CFA BA Cylinder filling at FRV stations	New, Executed 14 February 2023

Footnotes

[27] Fire Services Implementation Monitor, 2023, Fire Services Implementation Monitor Annual Report 2021/22, Victorian Government, viewed 8 August 2023, https://www.vic.gov.au/fire-services-implementation-monitor-annual-report-2021-22, pg. 55.

[28] HoA consultation workflow – endorsed 24 April 2023

[29] Activation for Incidents where CFA requires FRV support for fire investigation IP.

[30]Fire Services Implementation Monitor, 2023, Fire Services Implementation Monitor Annual Report 2021/22, Victorian Government, viewed 8 August 2023, https://www.vic.gov.au/fire-services-implementation-monitor-annual-report-2021-22, pg. 59.

Updated 29 November 2023

Progress of Action 3.9

On this page

Context

Progress summary

Figure 3: CFA/FRV Heads of Agency Steering Committee-endorsed workflow for supplementary instruments/schedules

1. Service Level Deed of Agreement schedules

2. Secondment Agreement supplementary instruments

3. Interoperability Procedures

Findings

Overall decline in compliance with statutory referral timeframes where services are co-delivered

Allocation of functions contradicts legislative responsibilities for some schedules

Application of the consultation workflow

Ambitious completion dates for supplementary instruments to the Secondment Agreement

Interoperability Procedures

Opportunity to review and consolidate activity under actions 3.7, 3.9, 3.10 and 3.11

Footnotes