Report for City Council May 26, 2003 Meeting

Attachment 3

City of Edmonton Quality Management Plan, Fire Discipline: 2003

Recommendation 3

That the “City of Edmonton Quality Management Plan, Fire Discipline: 2003” (QMP) (Attachment 3(a) to the Emergency Response Department’s April 23, 2003 report) be approved and that it be submitted to the Alberta Safety Codes Council for approval as a replacement of the 1995 Quality Management Plan.

Report Summary

This report recommends that City Council approve an updated Quality Management Plan for the City of Edmonton, Fire Discipline.

Justification of Recommendation

The recommended new Quality Management Plan (Attachment 3(a)):

reflects the current QMP “template” approved by the Safety Codes Council (SCC), and
in its Appendix B “Inspection Frequency Guideline” reflects the Emergency Response Department’s inspection frequency objectives based on the Department’s best judgement as to both prudent inspection requirements, and available resources.

Previous Council/Committee Action

At its June 27, 1995 meeting, City Council passed the following motion:

“That the Quality Management Plan (Fire Discipline) (Enclosure 1 of the June 2, 1995 Emergency Response Department report) prepared by the Emergency Response Department be accepted and then submitted to the Alberta Safety Codes Council for approval in order to attain accredited municipality status under the Safety Codes Act.”

Report

During its consideration of the Emergency Response Department (ERD) 2003 Budget, City Council requested the Department bring back a report respecting Quality Management Plan (QMP) inspection frequencies. City Council’s request was that it be provided with information respecting the cost of achieving QMP-mandated, Council-approved inspection frequencies.

Prior to City Council’s requesting a report on QMP inspection frequencies, ERD had commenced a review of the current QMP. Based on that review ERD is recommending a replacement of the current QMP by a new QMP (Attachment 3(a)).

This report presents both the recommendations resulting from that review, and the information requested by City Council.

There are essentially two reasons for now recommending approval of an updated QMP:

In the spring of 1999 the SCC was approached by a number of municipalities to develop a more uniform QMP “template”. In October 2001 the SCC’s task group released the consolidated document, subsequently approved by the SCC. The City’s current QMP does not reflect the new template, and should therefore be brought up to date in that respect.

The City is currently not able to meet all the frequency-of-inspection guidelines set in the current QMP for all the Groups within the Occupancy classifications. On the other hand, there are different Groups within the various Occupancy classifications for which differing inspection frequencies are appropriate. There is a need either for the City to meet frequency guidelines stated, or for the guidelines to be amended to reflect the Department’s best judgement as to the frequency required, balanced against the frequency possible, with current resources.

Respecting the first reason (the SCC “template”):

The amendments recommended for the City’s QMP to parallel the standard QMP are not operationally significant.

Respecting the second reason (inspection frequencies):

ERD has reviewed the current QMP standards. This review has been occasioned partly as a result of the Department’s own sense that the current frequencies require amendment, partly at the request of the Law Branch which is concerned with matters of liability, and partly as a result of City Council’s concerns respecting provision of the financial resources to meet the frequencies specified.

The frequency of inspections is based on Occupancy classes, with the highest risk Occupancies (e.g. apartments, schools, places of public assembly) requiring annual inspections in the recommended QMP. ERD considered a reduction in inspection frequency at the level of the major Occupancy classifications, since the budget resources have not been available and in the case of some, the stated frequency has not been achieved in recent years. However, the Fire Chief’s considered and professional judgement is that reductions should not be made at the Occupancy classification level, because the currently specified frequencies are appropriate for some of the higher risk sub-Groups within the Occupancies. On the other hand, a reduction in frequency for certain lower risk sub-Groups within the Occupancies is appropriate because the current frequency is not necessary. Approving those reductions will then free up resources to meet the frequency where a reduction is not appropriate.

In addition to meeting the requirements of the approved QMP, Fire Services has in recent years also been involved in increased inspection activity because of undertaking the code-mandated Apartment Upgrade Program (AUP) and Safe Housing Committee (SHC).

In the Fire Chief’s judgement, the Department will organize itself and its inspection processes in a more effective and efficient manner so as to assist in moving towards achieving the inspection targets. However, the Department must also seek budget approval from City Council for additional funding, so as to meet the recommended frequencies of the QMP, the AUP and the SHC. By completing the inspections as recommended, Fire Rescue will lower the risk of fires as well as protect lives and property.

As a result of that review, the frequency-of-inspection guideline (Appendix B of the QMP) is proposed to be amended. Attachment 3(b) provides a comparison of the inspection frequencies in the current QMP and the proposed frequencies.

The recommended updated QMP therefore consists of the following main components:

in ERD’s judgement, all inspections have been set at a manageable frequency;

fire investigations are to be conducted after each reported fire;

the Plan has revision controls; and

the Plan is subject to internal audits by the Department, and external audits by the SCC.

Legal Implications

In order for the City to itself enforce the provisions of the Fire Code under the Safety Codes Act, a QMP must be in place that has been approved by City Council and the Safety Codes Council.

Attachments to this Attachment 3

3(a) The City of Edmonton Quality Management Plan, Fire Discipline: 2003

3(b) A Comparison of the Current (1995) QMP Inspection Frequencies with the Recommended

Frequencies of Annual Inspections

3(c) A Brief Summary of “What is a Quality Management Plan”

Emergency Response Department Service Challenges: A Three-Year Funding Strategy

Attachment 3 - Page 1 of 3

Attachment 3(a)

The City of Edmonton Quality Management Plan, Fire Discipline: 2003

The City of Edmonton

Quality Management Plan

FIRE DISCIPLINE

2003

This Quality Management Plan, which includes Schedule A – Scope and Administration, and

Schedule B – Uniform Service Delivery Standards, has been accepted by the Administrator of Accreditation.

Administrator of Accreditation

Date

Schedule A

Quality Management Plan

Scope and Administration

Date:

QUALITY MANAGEMENT PLAN (QMP)

SCOPE AND ADMINISTRATION

TABLE OF CONTENTS

Page

Table of Contents …………………………………………………………………..…2

Scope of Accreditation ………………………………………………………………..3

Administration of the City of Edmonton QMP ……………………………………….4

Adherence to the QMP………………………….……………………………4

Policy for Personnel Training ………….…………………………………….4

Freedom of Information ………………………………………….………….4

Records Retention and Retrieval …..……………………………….………..4

Declaration of Status …………………………………………………………5

Revisions ……………………..………………………………………………5

Revision Control System ……………………………………………………5

Notices ……………….………………………………………………………5

City Agreement ……………………………………………………..……….5

SCOPE OF ACCREDITATION

The City of Edmonton (the City) will administer the Safety Codes Act (SCA) including all pursuant regulations applicable to the following discipline within the municipal jurisdiction:

Fire

All parts of the Alberta Fire Code, or

All parts of the Alberta Fire Code excepting the following part 4 requirements for tank storage of flammable and combustible liquids:

equivalents (may approve alternative materials, systems, equipment and procedures)

intervals between inspections and tests (may establish longer intervals between inspections and tests)
approval (review of plans, drawings and specifications)
atmospheric storage tanks (may approve non-conforming storage tanks)
installation of underground storage tanks (assign site sensitivity classification)
receipt of leak or spill notification (receipt of notification other than emergency incidents)
rendering storage tanks temporarily out of service (receipt of notification when tanks are out of service or reactivated)
removal or abandonment of underground storage tanks (receipt of notification when an underground storage tank system has no further use)
disposal and reuse of storage tanks (receipt of notification when above ground storage tanks have been out of service or are to be placed back in service)

Administration of ThE City of Edmonton QMP

Adherence to the QMP

The City, under the direction of the Chief Administrative Officer, is responsible for the administration, effectiveness, and compliance with this QMP that includes Schedule A – Scope and Administration, and Schedule B - Uniform Service Delivery Standards.

The City will provide services under Schedule B – Uniform Service Delivery Standards through its own staff or one or more accredited agencies. When providing services through an agency(s), the City will contract with the agency(s) to provide services in accordance with Schedule B – Uniform Service Delivery Standards. The City is responsible for monitoring the contracted agency’s compliance with Schedule B – Uniform Service Delivery Standards.

The City recognizes that the Safety Codes Council (SCC) or its representative may review/audit for compliance to this QMP, and will give full co-operation to the SCC or its representative in business related to the administration of the Act (SCA) including the conduct of reviews/audits. The City will implement the recommendations of the reviewer/auditor.

The City will encourage and maintain an atmosphere that supports objective and unbiased decisions. All Safety Codes Officers (SCOs) working in the City have the ability and opportunity to independently make decisions relative to compliance monitoring, without undue influence of management, appointed or elected officials.

The City, in the event that it ceases to administer the SCA for any new thing, process, or activity under the SCA, retains responsibility for services provided under the SCA while accredited, including the administration and completion of services for initiated work.

The City recognizes that failure to follow this QMP may result in suspension or cancellation of the City's accreditation.

Policy for Personnel Training

The City will ensure that SCOs of the City attend updating seminars required by the SCC to maintain current SCO certification.

Freedom of Information

The Freedom of Information and Protection of Privacy Act applies to all information and records relating to, created, or collected under this QMP.

Records Retention & Retrieval

The City will retain the information from files of all projects including those where an accredited agency(s) was involved, for at least three (3) years, or in accordance with its record retention policy, whichever is greater. Such files will be available at the City’s office. Files where an accredited agency was involved are the property of the City and will be returned to the City within a reasonable time after completion of the services, or upon request.

Declaration of Status

The City, its SCOs, staff, officers, and accredited agency(s), whether employed, retained or otherwise engaged by the City, will not participate in any design, construction, or installation activities within the City, for projects where they also provide compliance monitoring.

Revisions

Revisions to this QMP may only be made to the Scope and will only be made by the Chief Administrative Officer responsible for this QMP. A Resolution from the City Council will be included with a revision. The SCC must approve any change in the QMP.

Revision Control System

The City will ensure its SCOs have ongoing access to a copy of this QMP and contracted accredited Agencies are provided with a copy of this QMP.

The City will maintain a registry of the SCOs and Agencies it has provided with a copy of this QMP and amendments to this QMP, and will immediately distribute copies of amendments to all registered holders of this QMP.

Notices

Any correspondence in regards to this QMP will be forwarded to:

Deryl Kloster, General Manager

Randy Wolsey, Fire Chief

Emergency Response Department

City of Edmonton

10351 – 96 Street NW

Edmonton, Alberta T5H 2H5

Phone: (780) 496-3800

Fax: (780) 496-1518

City Agreement

In accordance with Council Resolution “ ”, dated XXX (City Council Meeting Agenda item XXX), the City of Edmonton hereby provides agreement and signature to this QMP.

Chief Administrative OfficerChief Elected Official

A. B. Maurer, City ManagerBill Smith, Mayor

Schedule B

Uniform Service Delivery Standards

Date:

UNIFORM SERVICE DELIVERY STANDARDS

TABLE OF CONTENTS

Page

Table of Contents ……………………………………………………………………. 2

Scope of Services …..…..……………………………………………………………..3

Section 1: Performance …………………..……………………………………………3

Section 2: Personnel ……………………………………..……………………………3

Section 3: Quality Management Plan Training ……………………………………….3

Section 4: Records …………………………………………………………………….4

Section 5: Safety Codes Council Operating Fees …..…………………………………4

Section 6: Orders …….….…………………………………………………………….4

Section 7: Variances …….…………………………………………………………….4

Section 8: Compliance Monitoring ……………………………………………………4

General ……………………..………………………………………………4

Permits ……………………..………………………………………………4

Site Inspections ………………..…………………………………………..5

Verification of Compliance …….………………………………………….6

Policy Concerning Inability to Gain Entry ………………………………..6

Permit Services Report ………….…………………………………………7

Appendix A: Fire Discipline

Appendix B: Inspection Frequency Guideline

SCOPE OF SERVICES

This Uniform Service Delivery Standards document establishes responsibilities and minimum performance criteria for providing compliance monitoring services under the Safety Codes Act (SCA), including:

Code advice,
Permit issuance,
Plans examinations,
Site inspections,
Site investigations,
Variances,
Orders,
Verification of compliance,
Identification and mitigation of deficiencies and unsafe conditions,
Collection and remittance of Safety Codes Council (SCC) fees,
Issuance of Permit Services Reports, and
Maintaining files and records.

SECTION 1: PERFORMANCE

The City will:

Perform the services in an effective and timely manner,
Endeavour to work co-operatively with the owner and/or the owner’s representative(s) to achieve compliance with the SCA and applicable Regulation(s), and
Perform the services with impartiality and integrity, and in a professional and ethical manner.

SECTION 2: PERSONNEL

The City will:

Employ persons knowledgeable about the applicable codes, standards and regulations, relative to the services it provides,
Employ Safety Codes Officers (SCOs) who are certified and designated at an appropriate level to provide compliance monitoring relative to services the City provides, and
Maintain a registry of all SCOs it employs, and his/her level(s) of Certification and Designation of Powers.

SECTION 3:QUALITY MANAGEMENT PLAN TRAINING

The City will:

Train its SCOs and other involved staff in the requirements of this QMP, and
Maintain the training records on the employee’s file.

SECTION 4:RECORDS

The City will maintain a file system for all the records associated with performing the services including:

Permit applications and permits,
Plans, specifications, and other related documents,
Plans review reports,
Inspection reports,
Verifications of compliance,
Variances,
Orders,
Permit Services Reports, and
Related correspondence and/or other relevant information.

SECTION 5 a:SAFETY CODES COUNCIL OPERATING FEES

The City will collect the SCC operating fee for each permit issued, and remit those fees to the SCC in the manner and form prescribed by the SCC.

SECTION 5 b:CITY OF EDMONTON OPERATING FEES

The City may charge additional fees for services rendered in accordance with a fees bylaw as passed by City Council.

SECTION 6: ORDERS

The City will employ appropriately certified SCOs who may issue orders in accordance with Part 5 (Section 45) of the SCA.

SECTION 7: VARIANCES

The City will employ appropriately certified SCOs who may issue variances in accordance with Section 34 of the SCA and SCC policy.

SECTION 8: COMPLIANCE MONITORING

General

The City will monitor compliance through a program of permit issuance, plans examination (when applicable), site inspection, and follow-up inspections or verification of compliance (when applicable), using appropriately certified and designated SCOs to provide compliance monitoring in accordance with the SCA and associated codes and standards.

Permits

The City will collect all information required by the SCC to be collected as part of each permit application.

A Freedom of Information and Protection of Privacy Act (FOIP) statement that meets the requirements of FOIP as per the following example will be part of each permit application:

This personal information is collected under the authority of section 44 of the Safety Codes Act, and section 33(c) of the Freedom of Information and Protection of Privacy Act. It will be used for issuing permits, safety codes compliance verification and monitoring, and property assessment purposes. The name of the permit holder and the nature of the permit is available to the public upon request. If you have any questions about the collection or use of this information, contact (insert name, title, business address, and business phone number of contact)

The City will issue permits that include:

City name,
Permit number,
Permit discipline type,
Date of issue,
Applicant’s name, address, and phone number,
Contractor’s name, address, and phone number,
Owner’s name, address, and phone number,
Project location by legal description if applicable, civic address, and municipality,
Description of the work,
Permit conditions, and
Issuer’s name, signature, and designation number.

Site Inspections

An SCO will inspect:

To determine if work complies with the SCA and relevant codes and standards,
Within the time frames noted in the discipline specific section of this QMP,
In a timely fashion an in relation to fire service standards,
At the frequencies indicated in Appendix B of this QMP, and
All work in place at the time of the inspection.

The City Manager or his/her delegate may, at his/her discretion, extend the time frame for a required site inspection(s) by documenting in the file: