albemarle county fire and emergency medical services board agenda · 2012-01-19 · albemarle...

ALBEMARLE COUNTY FIRE AND EMERGENCY MEDICAL SERVICES BOARD AGENDA

Wednesday January 25, 2012 1800 Hours County Office Building- Room #241

Agenda Item Name Time/Min

I. Call to Order A. Moment of Silence B. From the Board: Matters Not Listed on the Agenda C. From the Public: Matters Not Listed on the Agenda

K. Alibertis 5

II. Approval of Consent Agenda

K. Alibertis 5

III. Executive Committee update – A. City/County Automatic Aid Agreement Committee B. EMS Cost Recovery C. System Strategic Planning

D. Eggleston 10

IV. Unfinished Business A. FEMS Board By-Laws B. SAP-DEP-045 Reserve Apparatus Policy – in effect

1/26/12

D. Haugh D. Eggleston

15 5

V. New Business - A. Policies - Action required

i. SAP-DEP-034 Background Screenings ii. SAP-DEP-008 Hepatitis-B Vaccinations

iii. SAP-DEP-010 Parks & Recreation Season Passes iv. SAP-DEP-011 Department Identification Cards v. SAP-DEP-012 Influenza Vaccinations

vi. SAP-DEP-038 FM Notification vii. SAP-DEP-041 Volunteer Exit Surveys

B. Ivy Station Recruitment Plan – Action required C. City request for dispatch modification

D. Eggleston D. Eggleston B. Brown

10 10 5

VI. System Recognition – A.

D. Eggleston

5

VII. Next Meeting: Wednesday February 22, 2012 at 1800 Hours Rm 241 County Office Building

- Building the Model Volunteer-Career Fire & EMS System -

Albemarle County Fire Emergency Medical Services Board MINUTES

Thursday, 1 December 2011 1800 Hours

County Office Building-Room 241

I. Chief Alibertis called the meeting to order.

Dan Eggleston, Fire Rescue Dayton Haugh, Charlottesville-Albemarle Rescue The following members were in attendance:

Preston Gentry, Crozet Keith Shifflett, Earlysville Mark Moore, East Rivanna George Stephens, North Garden Willie Morris, Scottsville Rescue Doug Smythers, Seminole Trail Kostas Alibertis, Western Albemarle Rescue

Kathryne Presson, Fire Corps John Oprandy, Fire Rescue Others in Attendance:

Chuck Pugh, North Garden Bob Larsen, Station 15 Recruitment Howard Lagomarsino, Fire Rescue Ann Mallek, Board of Supervisors Chip Walker, Fire Rescue Bob Brown, Fire Rescue David Puckett, ACFR Scott Lambert, ACFR Jeff Young, Citizen Denise Young, Citizen Wendy Roberman, ACFR

Chief Gentry gave the opening prayer. From the Board:

From the Public:

II. Consent Agenda

A. Chief Haugh made the motion to accept the consent agenda. It was seconded by Chief Smythers. B. The motion carried.

III. Executive Committee Update

A. Policies 1. There are three (3) policies being considered at the next Executive Committee meeting. These

policies are as follows: a. Background Screening b. Fire Marshal Notification c. Exit Interviews

B. Next Meeting 1. The next meeting is on Monday, 12 December.

ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 2 of 3

C. VIP 1. The conversation will continue during that meeting.

D. Chief Eggleston met with the CIP Oversight Committee to explain why he had not advanced a recommendation on rotating apparatus.

E. Discussion was held.

IV. Unfinished Business A. FEMS Board By-Laws

1. Chief Haugh will send out the current revisions for review. 2. FEMSB members are requested to review the revisions and bring back copies and feedback to

the January meeting. B. SAP-DEP-045 – Reserve Apparatus Policy – Action Required (2nd

1. Chief Brown stated there were no substantial change and no ongoing discussion on this policy. Reading)

2. Discussion was held. 3. Chief Smythers made a motion to approve SAP-DEP-045 as written and seconded by Chief

Eggleston. 4. Discussion was held. 5. Motion passed.

C. FEMS Board Elections for 2012 1. The nomination committee received the following nominations:

a. Chief Kostas Alibertis – FEMSB Chair and member of Executive Committee b. Chief Preston Gentry – FEMSB Vice-Chair and member of Executive Committee c. Chief Keith Shifflett – member of Executive Committee d. Chief Dayton Haugh – member of Executive Committee

V. New Business

A. Ivy Station Recruitment 1. Mr. Larsen reviewed materials which were sent out to the chiefs. 2. Discussion was held. 3. Chief Gentry requested a committee to be formed to work with the design, the modification

of the City/County contract very similarly to what existed in previous years when City/County contract was being discussed, so that there is factual reporting when all parties are present.

4. Discussion was held. 5. Chief Eggleston asked if an amendment to the request be done. The amendment is: To form a

subcommittee of Fire EMS Board to work on the City/County Contract transition process. Chief Gentry and Chief Morris were in agreement on the amendment request.

6. Motion carried. 7. Discussion was held. 8. Chief Alibertis made the motion for the Executive Committee meeting to be postponed until

December 12 at 4 PM and Chief Smythers seconded it. 9. Motion Carried.

B. Training Issue 1. Chief Smythers said that Seminole Trail still feels like there is an issue within Training. 2. Chief Smythers requested to speak with Chief Eggleston and Chief Lambert (or another

representative) to discuss the issue after the Fire EMS Board meeting. C. Chief Brown

1. ECC – Station Staffing Internet Board a. ECC has created a generic station staffing internet board. b. Chief Brown asked the chiefs to give it some thought to discuss as the January meeting. c. Discussion was held.

ALBEMARLE COUNTY FIRE RESCUE ADVISORY BOARD MINUTES Page 3 of 3

2. Lifting Assistance a. Chief Brown has received a concern about ambulances going by fire stations to help with

lifting. b. Chief Brown would like to come back and ask for your position on lifting assistances from

fire department and rescue squad resource. 3. Pagers

a. If you are having issues with your pager, the first thing to try is replacing the batteries. b. If this does not fix the issue it could be software related. c. Discussion was held.

VI. System Recognition A. Half Mile Branch MVC

1. Chief Eggleston recognized Warren Wood and his son for their response to the Half Mile Branch motor vehicle collision.

VII. Next Meeting(s) Wednesday, 25 January 2012 at 1800 Hours, COB-McIntire, Room 241

VIII. Chief Alibertis adjourned the meeting. Respectfully submitted: Christina Davis

S T AN D AR D AD M I N I S T R AT I V E P O L I C Y

Subject: Volunteer Benefits: Hepatitis-B Vaccinations

Reference Number: SAP-DEP-008

Effective Date: 1 June 1998

Last Revision Date: 1 May 2007

Signature of Approval:

J. Dan Eggleston, Chief

Purpose:

The purpose of this policy is to outline the provision of Hepatitis-B Vaccinations for career and volunteer personnel. Background: The initial policy was adopted by the Jefferson Country Fire & Rescue Association (JCFRA) at the June 1998 meeting. Scope:

This policy applies to all active career and volunteer personnel. Definitions: Active Personnel – personnel who regularly respond to emergency calls and/or regularly perform other duties for a fire, rescue, or emergency medical services station, either career or volunteer. Policy: 1. Volunteer Personnel

1) All active volunteers are provided Hepatitis-B Vaccinations, if as desired.

To obtain a Hepatitis-B Vaccination, volunteers must obtain the necessary packet of information including the required Hepatitis-B Vaccination form. This packet may be downloaded from the forms section of the Albemarle County Fire Rescue website (www.ACFireRescue.org) or it may be picked up at the Fire Rescue Office.present an authorized and signed Volunteer Action FormHepatitis-B Vaccination Authorization Form to the Department of Fire Rescue.

2) Upon submission of the signed and authorized form, the volunteer will be provided with the needed paperwork to begin the Hepatitis-B Vaccination series. The paperwork information packet will include: a) a Hepatitis-B Vaccination information sheet b) , and a multi-part Hepatitis-B Vaccination form for the vaccination series

c) , and a Hepatitis-B Vaccination – What you need to know data sheet.

The volunteer must presents the Hepatitis-B Vaccinationmulti-part form, signed by his/her Chief or designee, to the

Martha Jefferson Hospital Emergency Department at any time, no (no appointment/appointment/registration required. The b)

3) Best time to rreceive the shot is on Monday, Tuesday, Thursday, or Friday during the day shift.or UVA Health System-WorkMed (appointment required)

The provider will administer the first vaccination injection and forward a copy of the information to the Department of Fire Rescue.and provide guidance as to when to return for the next shot in the series (the vaccination requires a total of 3 shots over a period of time – all administered by MJH.)

4) 2. Career Personnel

Career personnel are provided Hepatitis-B Vaccinations upon employment, if desired.

To obtain a Hepatitis-B Vaccination, career personnel must contact the Department’s Infection Control Officer.

Vaccinations for career personnel will be provided as noted above – either at MJH or UVA WorkMed.

3. Multi-Part Form

The GOLD copy is returned by the provider to the Department after the first injection.

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http://www.acfirerescue.org/

STANDARD ADMINISTRATIVE POLICY

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The PINK copy is returned by the provider to the Department after the second injection.

The CANARY copy is returned by the provider to the Department after the third and final injection.

The GREEN copy is returned to the Department of Fire Rescue and forwarded to the station for their records.

The BLUE copy is provided to the individual by the provider.

The WHITE copy is retained by the provider for their records.












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4. Titers/Boosters

: The use/administration of Hepatitis-B titers and/or boosters is addressed on a case-by-case basis.

References:

U.S. DHHS, Centers for Disease Control & Prevention, Hepatitis-B Vaccine Information Statement

5) Hepatitis-B Vaccination Authorization Form


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http://www.cdc.gov/nip/publications/VIS/vis-hep-b.pdf

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S T AN D A R D A D M I N I S T R AT I V E P O L I C Y

Subject: Volunteer Benefits: Parks & Recreation Season Passes



Last Revision Date: 1 June 2006



Purpose: The purpose of this policy is to outline the availability of Parks & Recreation Season Passes for active volunteer personnel. Background: The initial policy was adopted by the Jefferson Country Fire & Rescue Association (JCFRA) at the June 1998 meeting. As a benefit of volunteering, all active volunteer personnel are provided family season passes to all Albemarle County parks Scope: This policy applies to all active and/or life membership volunteer personnel. Definitions: Active Volunteer – those persons who regularly respond to emergency calls or regularly perform other duties for a fire, rescue, or emergency medical services station. Policy:

1. As a benefit of volunteering, all active volunteer personnel are provided family season passes to Albemarle County parks (Chris Greene, Mint Springs, and Walnut Creek Park).s.

2.1. Season passes are issued annually. 2. Immediate family members of eligible volunteers are also issued season passes. 3. The Department of Fire Rescue will generate a list of eligible volunteers from FireRMS. The names from this list

will be used by staff to generate park passes. 4. Staff shall An e-mail from staff will be sent toall system Chiefs Officers annually sharing the list of eligible

volunteers and letting them know who will be receiving passes in their department and requesting themChiefs to send names of immediate family members names in to staff for any additional park passes necessary.

The immediate family members are also eligible for season passes. Chief Officers may submit the names of family members of active volunteer personnel to staff for pass issuance.

5. After passes are issued by Fire Rescue, aA report willis be created and sent to the Department of Parks & Recreation after the passes are issued. The data fields in this report is tindicating the date each passes arewas issued, the park pass number, and the person’s namewho the card is issued to.

3. Each Spring, the Department of Fire Rescue will generate a list of eligible volunteers from FireRMS and coordinate distribution of park passes with the Department of Parks & Recreation.

4. Staff will distribute the season passes to each station. 5. Family members are also eligible for season passes. Chief officers may submit the names of family members of

active volunteer personnel to staff for pass issuance. 6. Season passes are property of the Department of Parks & Recreation and must be surrendered upon inactive

volunteer status (resignation, termination, etc.) or whenever Parks and Rec determines a pass must be revoked.


Subject: Department Identification Cards



Last Revision Date: 1 April 2006



Purpose:

The purpose of this policy is to outline the department identification card policies for career and volunteer personnel. Background: The initial policy was adopted by the Jefferson Country Fire & Rescue Association (JCFRA) at the June 1998 meeting. Scope: This policy applies to all career and volunteer personnel. Definitions: Active Personnel: those persons who regularly respond to emergency calls or regularly perform other duties for a fire, rescue, or emergency medical services station, either career or volunteer. Policy:

1) General Policies a) ID cards are issued to all active volunteer and career personnel. b) ID cards are the property of the Department of Fire Rescue and are issued for the official use of the

cardholder. c) All ID cards must be surrendered to the Department upon inactive status (resignation, termination,

etc.) d) ID cards are initially issued at no cost to the individual. e) ID cards will be updated for personnel to reflect changes in status, training, rank, title, name, etc.

There is no cost for the updated card. f) Personnel must report lost or stolen ID cards to the Station Chief and the Department of Fire Rescue

immediately. g) ID cards expire two (2) years from issue date. Personnel must make a request for a new ID card

upon expiration. A new ID card will be printed, as long as the person is current in FireRMS. 1.2) Identification Card Contents

a) Minimally, ID cards contain the following information i) Emergency Medical Training Level ii) Fire Training Level iii) Special Team/Task Force Affiliations (if applicable) iv) First Name & Last Name v) Station/Agency/Organization Affiliations (up to two) vi) Rank or Title vii) ID Card Number viii) Expiration Date

b) Personnel may choose to have any of the following information included on the ID card: i) Date of Birth ii) Blood Type iii) Gender Height iv)

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STANDARD ADMINISTRATIVE POLICY Page 2 of 2

Weight v) Medical History vi) Allergies

The ID card has a magnetic stripe which is encoded with the holder’s Social Security Number. The Social Security Number is not visible on any part of the card.

The ID card also has a barcode which is encoded with the holder’s Social Security Number. vii)

2.3) Volunteer Personnel

a) To obtain a Department identification card, volunteers must present an authorized and signed Volunteer Action Form to the Department of Fire Rescue, or the volunteer’s data ismust have already been entered into in FireRMS by Station leadership (or designee). No identification card will be issued without either authorization approval or data is in FireRMS.

b) Photo identification cards canmay be obtained in one of two ways:

i) by scheduling an appointment with the Department of Fire Rescue. Contact Fire Rescue at (434) 296-5833 or by e-mail.

ii) A photo may be taken and e-mailed by the Station Chief or his/her designee to the Department of Fire Rescue along with all of the data listed above in section 2.

by contacting the Department of Fire Rescue at (434) 296-5833 or by e-mail to make an appointment to come in for identification card to be completed. Another option is a photo can taken and e-mailed to the Department of Fire Rescue, with the data above, for

a member by either a Chief or Chief’s designee.

may be obtained on Tuesdays and Thursdays from 0800-1200 Hours and 1300-1600 Hours or by appointment. To schedule an appointment, volunteers may contact the Department via e-mail or telephone.

4) Volunteers must present a valid government-issued photo identification (driver’s license) to obtain a Department ID. Station Chiefs must verify this if option 5-b-ii is used above for submitting information for the ID card.

3.5) Career Personnel

a) Department identification cards are issued to career personnel during employee orientation.

Career personnel must present a valid government-issued photo identification (driver’s license) to obtain a Department ID.

b) 4.6) Access Control Badges for Buildings with Electronic Card Reader Systems (ECRS)

a) Access Control Badges will be issued to all active career and volunteer members whose stations are equipped with ECRS.

b) Badges will be issued at the same time as new ID cards and can be affixed to the back of the County ID card. Only one (1) badge per member will be issued.

c) Electronic access will be granted to each member for their station only, unless permission is granted for additional stations by the respective station cChief or designee.

Captain in charge of volunteers at Station 11 & 12.

All Access Control Badges must be surrendered to the Department upon inactive status (resignation, termination, etc.). Access will may be electronically terminated immediately by staff upon notification from the station or division chief as necessary..

5.General Policies

ID cards are issued to all active volunteer and career personnel.

ID cards are the property of the Department of Fire Rescue and are issued for the official use of the cardholder.

All ID cards must be surrendered to the Department upon inactive status (resignation, termination, etc.)

ID cards are initially issued at no cost to the individual.

ID cards will be updated for personnel to reflect changes in status, training, rank, title, name, etc. There is no cost for the updated card.

Personnel must report lost or stolen ID cards to the Department immediately.

Lost ID cards will be replaced for a fee of $2.00.

ID cards expire two (2) years from issue date. Personnel must make a requestapplication for a new ID card upon expiration.

d) A new ID card will be printed, as long as the person is current in FireRMS.






Comment [jpo1]: Can we just limit it to FireRMS?

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S T AN D A R D A D M I N I S T R AT I V E P O L I C Y

Subject: Influenza Vaccinations


Effective Date: 1 September 2002

Last Revision Date: 1 July 2004



Purpose: The purpose of this policy is to outline the provision of Influenza Vaccinations for career and volunteer personnel. Scope: This policy applies to all active career and volunteer personnel. Definitions: Active Personnel – those persons who regularly respond to emergency calls or regularly perform other duties for a fire, rescue, or emergency medical services station, either career or volunteer. Policy:

1. All active career and volunteer personnel will be provided annual influenza vaccinations free-of-charge, if desired. 2. Family members are not eligible for the free vaccination; however, the family member may choose to receive the

vaccination at an established county site, at a cost borne by the entirely by the individual. The established site is determined annually by the Department of Human Resources.

3. The vaccinations are administered through a contracted provider. 4. The Department of Human Resources will establish a site and administration schedule for the provision of the

vaccinations. Personnel may use any location on the schedule that is convenient. 5. Personnel must present a valid Department identification card at the administration site to receive the vaccination.

No other form of ID (badge, uniform, etc.) will be accepted. 6. Personnel may choose to have his/her family physician administer the vaccine. Personnel will be reimbursed for

the vaccine up to a cost established annually by the Department of Human Resources. Personnel must submit the signed and authorized reimbursement form to receive the reimbursement.


Subject: Background Screenings



Last Revision Date: N/A



Purpose: Nationally, 90 percent of volunteer/combination departments conduct some sort of background screening and 100 percent of career departments conduct background screenings on applicants. Less than 50 percent of all departments have a formal written policy for rejecting an applicant based upon background checks [IAFC Survey, 2001]. Locally, all Albemarle County stations conduct some version of a background screening. The purpose of this policy is to define the process for conducting a background screening on all applicants. Background: The success of every organization depends on the quality of its leadership. Proper selection and screening of personnel is a necessity to protect the individuals and communities served. It is incumbent upon all public safety agencies to conduct comprehensive proper background screenings on the personnel providing vital emergency services to the public. Additionally, due to the nature and sensitivity of the services provided, all personnel affiliated with a public safety agency shall undergo a thorough background screening. Additionally, all licensed EMS agencies are required by Virginia law to conduct a criminal history background check through the Virginia State Police – Central Criminal Records Exchange no more than 60 days prior to the applicant’s affiliation with the EMS agency (12 VAC 5-31-540). Presently, when a background check and DMV transcript is needed, a station chief or designate submits a form requesting said checks or the individual is responsible to obtain and submit his/her driver’s transcript. Many times, this takes weeks or months to complete (mostly because of delays beyond our control). While the cost of this service is minimal, we also receive minimal information in return. Often times, we cannot make an informed, educated decision about applicants because we don’t have all the information we need – or it arrives too late. Virginia State Police background checks only cover the Commonwealth of Virginia and/or outstanding warrants or “Wanted” status. Scope: This policy applies to the Albemarle County Fire and EMS System as defined by Ordinance.all personnel providing fire, rescue, EMS, or other emergency services as part of the Albemarle County Fire Rescue system.Albemarle County Fire Departments and Rescue Squads. Definitions: A. Background Screening – the process of authenticating information supplied to the department of station by an applicant in his

or her resume, application, documentation, and/or interviews.

B. Employment Background Investigations, Inc. (EBI, Inc.) – an independent, third-party conducting complete background screenings on volunteer applicants using a customized, web-based application.

Policy:

1. All applicants – career or volunteer – will undergo a thorough background screening prior to service. All volunteer applicants must complete and sign a Permission to Release Information form and the EBI Notice and Acknowledgment form on the back of the Permission to Release Information form before a background screening can be conducted. All career


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applicants must complete and sign a Permission to Release Information form before a background screening can be conducted.

A. It is recommended that the Permission to Release Information form be notarized; however, this is not a requirement.

2. Each fire department and rescue squad shall submit, at a minimum, a criminal history background check for every member, through the Virginia State Police, utilizing Form SP-230.

A. This form may be obtained from the Virginia State Police – Forms website, or through links from the Virginia Office of EMS website

B. Completed forms must be mailed to the Virginia State Police at the specified address. C. Fire and EMS agencies are not charged for this service as they are exempt by statute D. Upon receipt of the criminal background records search by the Virginia State Police, and any other source, the fire

department or rescue squad should: i. Carefully review the individual record(s) and determine suitability for public safety affiliation

ii. Place a letter in the individual’s personnel file that attests to their qualification or disqualification, based upon review of the individual’s criminal history background check

iii. Destroy the criminal history background report(s) or provide it to the applicant. Agencies should avoid maintaining detailed background check records on file.

By law, licensed EMS agencies are required to have a record for each individual affiliated with the agency documenting the results of the VSP background check. The background check shall not be older than 60 days prior to the individual’s affiliation. Should an audit establish that an existing member did not have a Virginia State Police criminal history background check performed and/or documentation of those results, the department shall take immediate steps to correct the deficiency.

iv. 3. Each fire department or rescue squad shall obtain and review a Virginia Department of Motor Vehicles (DMV) record for

each member prior to authorization to operate any department vehicle. This record should not be older than 90 days to be considered valid.

A. It is recommended that the DMV records check be considered at the time of affiliation Requiring an applicant to provide the department with a current copy of their DMV record is acceptable B.

4. Exclusions to affiliation or authorization to operate a department vehicle, based upon criminal history (including specific driving offenses) are identified in Virginia law (EMS Regulations – 12 VAC 5-31). Every EMS agency must comply with these requirements. More stringent requirements may be adopted by any department as deemed appropriate.

Additional background information should be obtained for: 5.

A. Any applicant who has recently moved to Virginia from another state Individuals where there is conflicting background information and/or a concern that the background history is

incomplete B.

To obtain an additional level of background check, the fire department or rescue squad shall submit a background request using an online, web-based service through EBI ……

1. All applicants – career or volunteer – will undergo a thorough background screening prior to service. All applicants must

complete and sign a Permission to Release Information form and the EBI Notice and Acknowledgment form on the back of the Permission to Release Information form before a background screening can be conducted.

A. It is recommended that the Permission to Release Information form be notarized; however, this is not a requirement.

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2.6. All volunteer and career applicants will undergo the following approved background screening as a minimum:. i. The vendor for the service is Employment Background Investigations, Inc. (EBI, Inc.)

ii. The web-based program allows a single, authorized representative at stations to conduct a background screening for an applicant.

iii. The chief or his/her designee will be the single, authorized representative, and he/she will be the only individual at the station with access to the background screenings conducted for prospective volunteers.

iv. A single, designated ACFR staff person will serve as the account “Administrator.” v. The Department of Fire Rescue is billed directly for the services.

vi. The turn-around time for the results of the screening is three-to-five (3-5) business days. B. Tier I (screening:

Social Security Number Trace

Criminal Court Search – Any County of Residence

A. National Criminal Records Database (NCRD) Search used for all applicants)

Tier II screening: Social Security Number Trace

Criminal Records Investigation – Current County of Residence

TEMPORARY: Virginia State Police (VSP) Central Criminal Records Exchange (CCRE) Check (added until Office of EMS Exemption can be obtained)

Safety First Program i. Virginia Motor Vehicle Records Search

ii. Due to the cost of these services, screenings will not be conducted on someone who is simply “interested.” A Tier I screening will be completed only for those applicants whom are seriously being considered for volunteer service.

iii. For individuals who may have “questionable” results from a Tier I screening, or if the station chief or designate feels additional information is necessary to make an informed decision, a Tier II screening may be completed. See below.

B. Tier I Non-Driver Program

Safety First Program

Criminal Records Investigation – Current County of Residence

Social Security Number Trace C. Tier II (used for applicants when additional information is necessary, requires prior staff authorization) C. ALSO REQUIRED: An additional Permission to Release Information form must be completed prior to a Tier II

authorization. The station representative is required to explain to the applicant that a complete educational, employment, and financial background check will be conducted.

National Credit History

Education Verification of Highest Degree Awarded

Employment Verification with Three (3) Most Recent Employers i. Due to the cost of these services, Tier II screenings will only be conducted on individuals who may

have “questionable” results from a Tier I screening, or if the station chief or designate determines additional information is necessary to make an informed decision.

ii. A Tier II screening always requires prior ACFR staff authorization.

D. The background screenings will be conducted using an online, web-based service. i. The vendor for the service is Employment Background Investigations, Inc. (EBI, Inc.)

ii. The web-based program allows a single, authorized representative at stations to conduct a background screening for an applicant.

iii. The chief or his/her designee will be the single, authorized representative, and he/she will be the only individual at the station with access to the background screenings conducted for prospective volunteers.

iv. A single, designated ACFR staff person will serve as the account “Administrator.” v. The Department of Fire Rescue is billed directly for the services.

vi. The turn-around time for the results of the screening is three-to-five (3-5) business days. ii.

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E. General Cost Information i. The cost for a screening in Tier I is $39.50/person (2007).

ii. The cost for a screening in Tier I Non-Driver is $25.00/person (2007). iii. The cost for additional screening at the Tier II level is an additional $75.00 (2007).


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F. Using EBI Online

i. The station’s authorized representative must complete an Authorized User Form. This form must be

submitted to ACFR staff (account administrator). ii. Once approved, the station representative will receive a username and password.

iii. Visit: www.ebiinc.com iv. Click on My EBI and login using the credentials provided. v. Follow the step-by-step instructions provided (see below) or follow the web-based application.

Remember to follow the preceding policy when selecting choices or tiers. vi. User Notes:

a. When completing the online form, you will be asked if you want to search “developed names.” Leave the radio button set as the default “NO.”

G. Step-by-Step Instructions for Entering Background Check (Diagram on Pages 4 – 6)

i. Open your internet browser (Internet Explorer 7.0 or Mozilla Firefox recommended) ii. Type www.ebiinc.com into the address bar and press enter

iii. Click on My EBI (top right-hand corner); another screen will open iv. In the gold box, login with user name and password credentials (issued to you by EBI) v. Click on Background Screening Login-Go (below the gold box)

vi. At the top of the page is Employment Background Investigations; below that, on the dark blue line, you will see the word Request. Click on Request. This will start the application.

vii. Choose Tier 1 Program and click on continue. viii. Enter the data and select continue (Name, Address, City, State, Zip, DOB, SS #, requester’s e-mail and job

position). Job position is “Volunteer.” ix. In the next area, you will see “Criminal Court Searches” x. Click on Add/Edit Jurisdictions

xi. Add NCRD-ci formerly chips, State – YZ, County/Jurisdiction – CHIPS xii. Click add searches to order

xiii. In the next area you will see “Motor Vehicle Records.” xiv. Enter the driver’s license number and the issuing state. xv. Click on save keyed information and add to order.

xvi. At the end of this page, you will click on agree & submit order xvii. File the Permission to Release Information form and the EBI Notice and Acknowledgment form in the

applicant’s file.


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Step 2: Once into the general information page, click

on “Request.”

Step 1: Log-in to MyEBI

utilizing your userid and password.


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Step 4: Click the

“Add/Edit Jurisdiction” Button on the screen.

Step 3:

After selecting your Tier, enter the applicant’s information from their

application.


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Step 5: Using the drop-down options, select

the following:

Search Type - NCRD-ci formerly chips. State - YZ County/Jurisdiction - CHIPS

Once completed, select “Add Searches to Order” button

Step 6:

Enter the Driver’s License Number and State, and click “Save Keyed Information.”

Step 7:

Click “Agree and Submit Order” at the bottom of the page.


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H. Step-by-Step Instructions for Retrieving Results i. Log into the EBI website. ii. Click on Background Screening Login-Go (below the gold box) iii. At the top of the page is Employment Background Investigations; below that, on the dark blue line, you

will see the word Results. Click on Results. This will show you a list of results from your station’s active screenings/checks.

iv. Find the name of the individual that you want to view and follow the line over to the word View v. Click on View. vi. User Notes:

a. If you have a pop-up blocker turned on you may be prompted to allow temporary pop-ups. You will need to allow pop-ups in order for the report to be viewed.

3. General Guidelines

A. Documenting Completion of Background Screening i. When the background screening is complete, the station representative will check the “Background

Screening Completed” box in the individuals “personnel” record in FireRMS. ii. This will serve as documentation of a completed background screening in order to comply with Virginia

Office of EMS Rules & Regulations.

B. Keep the process respectful. i. Discussions with and materials given to prospective volunteers and employees should help them

understand that background checks protect them as well as the organization.

C. Make sure the information you receive involves the correct individual. i. Positive identification is important to the accuracy of a record search.

D. Understand the legal requirements related to your collection and use of criminal records information.

i. Copies of background screening results should not be filed with an individual’s personnel file. However, you should keep record of when the background screening was conducted for the individual in his/her personnel file. All personnel files should be locked, with limited access.

ii. Copies of results are only permitted to be used to make an informed decision regarding the applicant’s fitness for service.

iii. All hardcopies of results should be destroyed (shredded) immediately after use. iv. Soft copies are maintained on the web-based application for a twelve-month period. v. There may be criminal and civil penalties for misusing information you obtain through a criminal records

check. vi. The law requires that you not share the results of criminal records checks with anyone other than those

with a "need to know." This would include only people making the determination whether to accept the prospective volunteer or employee.

vii. You should obtain advice from legal counsel for further.

E. Give prospective volunteers an opportunity to challenge the accuracy of the criminal records checks. i. Records checks, especially name-only searches, can inaccurately suggest that someone has committed a

crime. For that reason, you can help ensure fairness by sharing the results with the applicant. You should not provide a hardcopy, however.

F. Always make sure you use the approved and required Permission to Release Information form.

G. Use any information you obtain in a fair and non-discriminatory way. i. A blanket exclusion of individuals with any kind of conviction record could unfairly exclude people. Such

automatic exclusions might also be used against you in a discrimination lawsuit. ii. Care should be taken to consider the ways personal bias can intrude into the overall screening process,

especially if intuition is sometimes used to accept or reject applicants. iii. A respectful, structured and documented process will help you make a reasonable, well-grounded

decision that can be justified if it is challenged.


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Reference:

EBI Online

Permission to Release Information Form – Career Applicants (Intranet)

Permission to Release Information Form – Volunteer Applicants (Internet)

Authorized User Form

Field Code Changed


http://www.ebiinc.com/

http://www.albemarle.org/upload/images/forms_center/departments/fire_and_rescue/forms/Volunteer_Permission_To_Release_Information.pdf

http://www.albemarle.org/upload/images/forms_center/departments/fire_and_rescue/forms/r_r/EBI_Background_Screening_Authorized_User_Form.pdf

S T A N D A R D A D M I N I S T R A T I V E P O L I C Y

Subject: Fire Marshal Notification


Effective Date:

Last Revision Date:



Purpose: To provide guidance to career and volunteer personnel on when and how to request the services of an Albemarle County Fire Marshal Office Investigator/On Call Representative. Scope: This policy applies to all active career and volunteer personnel. ACFRAB approval 2 December 2010. Background: Section 6 -100 of the Albemarle County Code establishes the Office of the Fire Marshal and provides for the appointment of the Fire Marshal and Assistants. It also grants the authority and powers provided for in Virginia Code Section 27-34.2:1. This policy is established to ensure a procedure to fulfill those duties outlined in these codes and statutes. Definitions: CBRNE : Chemical, Biological, Radiological, Nuclear, Explosive (includes unknown powder calls etc) ECC: Albemarle-Charlottesville-UVA Emergency Communication Center (911-dispatch) Environmental Crimes: Any illegal or intentional release of hazardous materials (oil dumping etc) or illegal storage of solid or hazardous waste. Explosive Incident: Any incident involving potentially explosive materials, their components and any associated devices. Hazardous Material Incident: Incident involving the release or potential release of materials defined as hazardous to people, property and the environment. Incident Commander/Officer in Charge: lead fire/EMS service person on scene. The person in charge of the incident (this could be the senior fire/EMS person on scene). On-call Fire Marshal Office Representative: The Albemarle County Fire Marshal Office Personnel assigned the duty for that time period. VIN: Vehicle Identification Number WMD: Weapons of Mass Destruction


Policy:

I. Requesting On-Call Fire Marshal Office Representative/Investigator

A. The On-call Fire Marshal Office Representative/Investigator shall be notified of:

1. Any situation where the incident commander cannot confidently determine the cause and origin of the

incident or has concerns about the incident and would like to consult with the on-call Fire Marshal Office representative/Investigator.

2. Any intentionally set (incendiary) fire, hazardous material incident, environmental crime or explosive incident (including WMD and CBRNE) , resulting in fatality, injury, loss of or damage to property, regardless of size or amount of damage. This will also include any crime associated with the use of fire (ex. Vandalism-mailboxes, signs, fires to cover up a crime etc).

3. Any fire incident, hazardous material incident, environmental crime or explosive incident (including WMD and CBRNE) where the cause and origin/responsible party is unknown or suspects, witnesses or evidence critical to resolving the incident is available.

4. Any fire incident, hazardous material incident, environmental crime or explosive incident (including WMD and CBRNE) involving government facilities (Federal, State or Local).

5. Any fire incident, hazardous material incident, environmental crime or explosive incident (including WMD and

CBRNE) involving persons or property that may create significant media interest (ex: government officials, celebrities, places of historic importance, etc).

6. Any fire incident, hazardous material incident, environmental crime or explosive incident (including WMD and

CBRNE) where the loss exceeds $25,000.

7. Vehicle fires involving suspicious circumstances or loss exceeding $25000:

i. Abandoned vehicles, missing license plates or VIN, time of day and unusual location ii. Recent history of costly repairs or excessive loan amounts. iii. Fires in vehicles being operated at the time of the incident are most likely accidental.

8. Incidents involving juvenile suspects regardless of the amount of damage.

9. Any injuries, firefighter or civilian, resulting from direct flame contact, fireworks, or an assault (burn purposely

inflicted by another person) that requires EMS intervention or transport.

10. Any release of hazardous materials exceeding 25 gallons, any amount in a waterway or any amount requiring the services of a Hazardous Materials clean up contractor shall require direct contact (phone, radio or face to face) with the On Call Fire Marshal Office Representative/Investigator. Any release not meeting the criteria requiring direct contact shall still require at a minimum, an e-mail to the Fire Marshal Office reporting the release.

11. Found explosive, incendiary, WMD or CBRNE devices shall require immediate notification and response of the On Call Fire Marshal Office Representative/Investigator.

12. Fire suppression and alarm systems out of service. In these instances a “fire watch” is often required. The

authority to require this is vested in the Office of the Fire Marshal.

13. Fire code violations and unresolved fire code questions, especially if the property representative is unresponsive to the issue or causing a problem.


B. Notification of the On-call Fire Marshal Office Representative/Investigator from the incident scene is not required in the following situations, but these events will still require follow up communication (ie: e-mail, FireRMS report): 1. Brush fires, dumpster fires, trash or debris fires, controlled burns (attended or unattended) that have no

suspects, witnesses or established pattern.

2. Minor burns with no medical treatment needed or burns from contact not directly associated with a fire incident, hazardous material incident, environmental crime or explosive incident, including WMD and CBRNE (ex. Scalding water, contact with hot exhaust, electrocution).

3. Traffic accidents involving a fatality and fire if the cause of death was most likely due to trauma sustained

during the collision rather than the fire. Consult with the police officers on the scene about the need for a Fire Marshal Representative/Investigator.

C. Procedure:

1. Notify ECC (A TeleStaff roster of the On-Call Fire Marshal Representative/Investigator is maintained at ECC

daily) or contact the On-Call Fire Marshal Representative/Investigator directly.

2. ECC will activate the notification process if direct contact was not made.

3. The On-Call Fire Marshal Representative/Investigator will make contact with ECC and/or the incident commander to discuss the situation. There are times when all is needed is notification and no response by the On-Call Fire Marshal Representative/Investigator is necessary. This will be determined after the On-Call Fire Marshal Office Representative/Investigator and incident commander discuss the situation and reach an agreement on the course of action.

4. If the On-Call Fire Marshal Office Representative/Investigator responds to the scene, the incident commander

or their designee (first due company, other fire officer or other fire service personnel only) shall remain on the scene until the On-Call Fire Marshal Representative/Investigator arrives. This is necessary to ensure legal access to the scene and evidence/scene chain of custody.

5. If the On-Call Fire Marshal Office Representative/Investigator responds to investigate the incident, the officer

in charge (or designee) shall show the cause and origin as undetermined in RMS. The On-Call Fire Marshal Representative/Investigator will ensure the proper codes are recorded for cause and origin. This is to ensure accuracy and consistency when reporting to VFIRs and NFIRS.


Subject: Volunteer Exit Process Survey and Climate Survey


Effective Date:

Last Revision Date: N/A



Purpose: The purpose of this policy is to support positive relationships and working environments by establishing the process for conducting exit interviews and surveys and climate surveys. Background: The Albemarle County Department of Fire Rescue recognizes its personnel as its most valuable resource. The exit interview, exit survey, and climate survey are important learning tools used to gather facts and information pertaining to service experience. Data from the interviews and surveys can be used to improve recruitment, retention, placement, training practices, and working conditions which, in turn, will help reduce turnover, enhance supervision, and identify issues that may have factored into an individual’s decision to separate. Exit interviews and surveys also provide the opportunity to verify the reasons for leaving, respond to questions the individual may have concerning the separation process, and give the individual the opportunity to discuss anything he/she feels significant to the experience. Exit interviews and surveys are used as a means to find the causes of controllable turnover. Their aim is not to try to persuade the individual from leaving, but to supply useful management information which will be used to inform the decision making process within the organization, both at system and local level. The data obtained from these exit interviews, exit surveys, and climate surveys shall be used to assist in developing strategies to reduce turnover and to improve recruitment and retention efforts as well as the efficiency and effectiveness of programs and expectations. This policy was adopted by the Albemarle County Fire Rescue Advisory Board at the 23 April 2008 meeting. Scope: This policy applies to all volunteer fire rescue personnel leaving service in Albemarle County. Definitions: Exit Interview – an informal, subjective meeting between a station representative and an individual leaving service with the organization. It is used as a learning opportunity and seeks candid views on the individual’s experience. Exit Survey – a formal, objective instrument that attempts to learn why individuals leave and what, if anything, would help reduce turnover and improve retention rates. It is used as an opportunity to improve business practices and implement new initiatives. Climate Survey – a formal, objective instrument that attempts to learn the opinions possess towards their current environment. This form acquiring feedback is intended to learn why volunteers enjoy or may not enjoy certain portions of the volunteer experience. Additionally, this feedback affords the opportunity to the FEMS Board to make changes in effort to retain volunteers and to make the volunteer experience as positive as possible.


Page 2 of 7

Separation – Any individual that leaves the organization for voluntary resignation, transfer, retirement, termination, or any other reason is considered to have “separated.” Policy:

A. Separation 1. Upon notification of separation, individuals will be invited to participate in both an exit interview (station-level) and an

exit survey (soft- or hard-copy questionnaire).


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B. Exit Interviews

1. Generally, exit interviews are conducted at the station-level and are informal in nature. 2. Exit interviews should be scheduled within two (2) weeks of separation. 3. All staff leaving the organization for voluntary resignation, transfer, retirement, or termination reasons may be invited

to attend an exit interview with a representative from the station. 4. Approximately 15-30 minutes should normally be allowed to complete an exit interview. 5. Station representatives conducting exit interviews should keep an open mind and use open-ended questions to

establish facts and feelings. Some optional questions may include: a. What was your favorite part about being a volunteer here? b. What was your least favorite part about being a volunteer here? c. What could we do better? d. What do we do well? e. What, if anything, would convince you to stay?

View Exit Interview Best Practices for additional. 6. The interview should focus on the job performed and station issues. 7. The station representative could focus on job difficulties, challenges, rewards, specific aspects which could be

improved, and why the individual is leaving the organization. 8. The results of exit interviews will be treated with confidence, will not prejudice future references, and will only be used

in general, informal, station-level analysis. 9. Optional records of exit interviews should not be held in personnel files, but if kept, should be under separate,

confidential cover.

C. Exit Surveys 1. Exit surveys are conducted at a system-level, by the Human Resources Departmenta third-party, and are objective and

formal methods of collecting data relating to an individual’s separation from service. 2. Departing individuals should be invited to complete an exit survey within one (1) month of separation. 3. All staff leaving the organization for voluntary resignation, transfer, retirement, or termination reasons will be invited

to complete an exit survey. 4. The results of exit surveys are treated with confidence, do not prejudice future references, and will only be used in

general system-wide analysis. 5. The Department of Human Resources will conduct the exit surveys. 6. The Department of Human Resources will compile and analyze data from the survey and present the data in a manner

to ensure confidentiality and anonymity. 7. The purposes of the exit survey include:

a. Determine the reasons why individuals are leaving the system. b. Utilize the information to inform changes in practice. c. Monitor information and make improvements to the organization as necessary. d. Analyze information in inform recruitment and retention and turnover initiatives. e. To promote openness and integrity by providing all individuals leaving the organization the opportunity to provide

feedback. f. To reduce costs associated with the turnover of experienced and trained personnel.

8. The Human Resources Liaison will: a. Receive a monthly report of individuals leaving service. b. Send surveys to departing volunteers.

i. Individuals with e-mail addresses on file in FireRMS are sent electronic invitations with links to an online survey.

ii. Individuals who do not have an e-mail address on file in FireRMS are sent hardcopies of the survey for completion with a postage-paid, envelope addressed to Human Resource, marked CONFIDENTIAL.

c. Prepare annualquarterly reports (see “Reporting”). i. Analyze and interpret data;

ii. Identify significant trends; iii. Prepare a summary of findings; and iv. Prepare statistical reports and other reports as needed.

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iv. d. Conduct a quarterly evaluation of respondent return rate to ensure statistical reliability.

i. If the return rate is less than 20 percent, the HR Liaison will coordinate telephone exit surveys. Telephone surveys will be conducted by a temporary, contractual employee hired by Human Resources

and paid for by the Department of Fire Rescue (approximately four hours per quarter if needed). D. Climate Surveys

1. Climate surveys are conducted at a system-level, by the Human Resources Department, and are objective and formal methods of collecting data relating to an individual’s current status as a volunteer.

2. All volunteers should complete a climate survey no less than on an annual basis. 3. The results of climate surveys are treated with confidence, do not prejudice references, and will only be used in general

system-wide analysis. 4. The Department of Human Resources will conduct the climate surveys. 5. The Department of Human Resources will compile and analyze data from the survey and present the data in a manner

to ensure confidentiality and anonymity. 6. The purposes of the exit survey include:

a. Determine how the system can collectively improve processes for retention efforts. b. Utilize the information to inform changes in practice. c. Monitor information and make improvements to the organization as necessary. d. To promote openness and integrity by providing all individuals currently in the organization the opportunity to

provide feedback. e. To reduce costs associated with the turnover of experienced and trained personnel. f. To positively impact every individual’s volunteer experience.

7. The Human Resources Liaison will: a. Communicate to all stations individually, reminding them of the survey process. b. Will provide the relevant information to administer the survey within each station. c. Prepare annual reports (see “Reporting”).

i. Analyze and interpret data; ii. Identify significant trends;

iii. Prepare a summary of findings; and Prepare statistical reports and other reports as needed.

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iv. Conduct a quarterly evaluation of respondent return rate to ensure statistical reliability.

If the return rate is less than 20 percent, the HR Liaison will coordinate telephone exit surveys. Telephone surveys will be conducted by a temporary, contractual employee hired by Human Resources

and paid for by the Department of Fire Rescue (approximately four hours per quarter if needed). ii.

E. Reporting

1. The Department of Human Resources will provide an annual report of findings and analysis to station chiefs and ACFR staff.

2. Raw data is not distributed. Data is prepared and presented in a manner that ensures confidentiality and anonymity.



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D.F. Process Flowchart

HR Sends Exit Survey Request & Instructions to

Departing Volunteer

Station Representative Conducts Informal Exit

Interview with Departing Volunteer

Volunteer Leaves Service (Termination or

Resignation)

Volunteer “End Service Date” Entered in FireRMS by Station

Representative

Exiting Personnel Report Auto-Generated Monthly from

FireRMS and Sent Electronically to Human Resources (HR)

Volunteers with E-Mail Address on File are Sent Electronic Exit

Survey Links

Volunteers without E-Mail Address are Sent Hardcopy Exit Surveys with Return Envelope

to HR

Quarterly Report of Findings Analysis Conducted by HR and Distributed to Station Chiefs

and ACFR Staff(Raw data is not distributed;

Data is analyzed and summarized to ensure

confidentiality and anonymity.)

Quarterly Evaluation:If return rate is less than 20%, HR will

coordinate telephone exit surveys

Telephone Surveys will be conducted by a temporary employee hired by HR and

paid for by ACFR (One Evening Per Quarter,

~4 Hours)

Upon notification of separation, individuals will be invited to participate in both an exit interview (station-level) and

an exit survey (soft- or hard-copy questionnaire).

Exit interviews are an informal, subjective meeting between a station representative and an individual leaving service with the organization.

It is used as a learning opportunity and seeks candid views on the individual’s experience.

Station representatives record the “End Service Date” for the individual.

A monthly report of individuals leaving service is auto-generated from FireRMS and electronically sent to Human

Resources.

Exit surveys are formal, objective instruments that attempt to learn why individuals leave and what, if anything, would help reduce turnover and improve retention rates. It is used as an

opportunity to improve business practices and implement new initiatives.

-Individuals with e-mail addresses on file in FireRMS are sent electronic invitations with links to an online survey.-Individuals who do not have an e-mail address on file in FireRMS are sent hardcopies of the survey for completion with a postage-paid, envelope addressed to Human Resource, marked CONFIDENTIAL.

The Department of Human Resources will provide a quarterly report of findings and analysis to station chiefs and ACFR staff.Raw data is not distributed. Data is prepared and presented in a manner that ensures confidentiality and anonymity.The HR Liaison will:-Analyze and interpret data;-Identify significant trends;-Prepare a summary of findings; and-Prepare statistical reports and other reports as needed.

The HR Liaison will conduct a quarterly evaluation of respondent return rate to ensure statistical reliability.-If the return rate is less than 20 percent, the HR Liaison will coordinate telephone exit surveys.-Telephone surveys will be conducted by a temporary, contractual employee hired by Human Resources and paid for by the Department of Fire Rescue (approximately four hours per

quarter if needed).


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E. Reporting 1. The Department of Human Resources will provide an annualquarterly report of findings and analysis to station chiefs

and ACFR staff. 2. Raw data is not distributed. Data is prepared and presented in a manner that ensures confidentiality and anonymity.

References:

Volunteer Exit Survey

Exit Interview Best Practices (pdf)


Ivy Volunteer Fire Rescue

Volunteer Recruitment and Management Plan

2

Contents Vision and Purpose ................................................................................................................................................................. 3

What’s required of the FEMS Board Chiefs? ........................................................................................................................... 3

Background ............................................................................................................................................................................. 4

Description of Service and Geographic Area Served .......................................................................................................... 4

Draft Map of First Due Area ................................................................................................................................................ 4

Station Name, Number, and Estimated Call Volume .......................................................................................................... 5

Station Design ..................................................................................................................................................................... 5

Volunteer Recruitment Plan ................................................................................................................................................... 5

Vision: .................................................................................................................................................................................. 5

Recruiting New Volunteer Personnel .................................................................................................................................. 5

Recruiting Existing System Volunteer Personnel ................................................................................................................ 5

Recruiting administrative personnel ................................................................................................................................... 6

Volunteer Management Plan .................................................................................................................................................. 7

Steering Committee ............................................................................................................................................................ 7

Required Volunteer Commitment- ..................................................................................................................................... 7

Training ........................................................................................................................................................................... 7

Staffing ............................................................................................................................................................................ 7

Organizational Structure ..................................................................................................................................................... 8

Communication and Evaluation of Progress and Success ...................................................................................................... 8

Progress Reports & Significant Milestones ......................................................................................................................... 8

BOS Decision Point .............................................................................................................................................................. 9

Estimated Timetable ......................................................................................................................................................... 10

3

Vision and Purpose The purpose of this document is to unify the FEMS Board, as well as all Fire and EMS system personnel, behind a broad strategy to achieve the following vision:

1. When the Ivy station opens on July 1st, 2013 there are a minimum of 25 trained volunteers available along with eight career personnel committed to providing 24/7 staffing of the Ivy Volunteer Fire Rescue Station, a 501(c)(3) organization.

2. Five volunteers make up the Ivy Fire Rescue Board of Directors (one President, a Secretary/Treasurer, and three members at large).

3. A volunteer chief is selected to lead the combination staff at the station and provide operational response/support as necessary with support from surrounding volunteer stations and ACFR Chief Officers

What’s required of the FEMS Board Chiefs? 1. Each Chief is being asked to do the following:

a. Discuss this plan with their membership and generate a list for each of the following:

i. Personnel willing to become full members of the Ivy Volunteer Station in addition to their

primary station.

ii. Personnel willing to serve as associate members of the Ivy Volunteer Station in addition to their

primary station.

iii. Personnel willing to help with direct recruiting efforts (participate in events, make phone calls,

etc.)

b. Be available, by phone, to speak with prospective Ivy volunteers about their experience, volunteer

history, challenges, and time commitment.

c. Make ride along time available at their station for perspective Ivy volunteers to encourage/educate

those interested.

d. Bridge relationships between Ivy station recruits and their stations training activities to assure skills are

maintained until July 1, 2013

4

Background

Description of Service and Geographic Area Served On July 1st, 2013 the Ivy Fire Rescue Station will begin Fire and EMS service primarily to the citizens in Neighborhood 6 (the development area on the west side of the City, from Barracks Road to 29 & I64) and in the Ivy area of the County of Albemarle, but also to citizens and visitors throughout the County. Service will be provided from a single fire engine staffed with at least three personnel trained to handle all hazards including fires, auto accidents, hazardous conditions, and advanced emergency medical procedures (Advanced Life Support or ALS). The personnel will be made up of a mix of career and volunteer service providers not unlike other fire and EMS stations throughout the County.

Draft Map of First Due Area

Draft of Ivy Fire Rescue Station's approximate first due response area. It’s a draft using Google Maps and simply “eyeballing” it. It will change –

this is a “current best guess loose estimate.”

5

Station Name, Number, and Estimated Call Volume The working name of the station is “Ivy Volunteer Fire Rescue” and it will be referred to as station number 15 (the Charlottesville-Albemarle Rescue currently holds prefix 13 &14). The total call volume for the Ivy station (first due and responses beyond the first due) is estimated to be approximately 800

Station Design The Ivy Station will be situated within a portion of an existing warehouse building, owned by the University of Virginia, in accordance with a long-term lease. The station is planned to be approximately 5800 GSF (including bay space) and will include two full size apparatus bays to initially house an engine. The station will be have a kitchen, laundry, disinfectant room, sleeping quarters, day-room, operations office, gear storage, mechanical room, and fitness room and will have a backup generator.

Volunteer Recruitment Plan

Vision: 1. When the station opens on July 1st, 2013 there are a minimum of 25 trained volunteers available along with

eight career personnel committed to providing 24/7 staffing of the Ivy Volunteer Fire Rescue Station, a 501(c)(3) organization.

2. Five volunteers make up the Ivy Fire Rescue Board of Directors (one President, a Secretary/Treasurer, and three members at large).

3. A volunteer chief is selected to lead the combination staff at the station and provide operational response/support as necessary with support from surrounding volunteer stations and ACFR Chief Officers.

Recruiting New Volunteer Personnel

Goal Recruit 15 new personnel by August 1st 2012 to start basic training in the Fall Fire Academy.

The target market for recruitment of volunteer personnel to serve in full operational capacities for the Ivy Fire Rescue Station include people at least 18 years of age who live within a reasonable distance of the station and are willing to commit to initial and on-going training and the assigned duty requirements. There are other operational roles, such as the volunteer fire rescue chief, where a more seasoned and experienced individual with more advanced training will be desirable. Likewise, there are non-operational roles that will require less of a time commitment and training base; these roles may be filled by any talented member of the community wishing to help and willing to commit. Generally, we will reach our target market by utilizing the current JOIN campaign coupled with an aggressive localized advertising/marketing campaign specific to the geographic area around the new station. Additionally, we will utilize a web site, on-line advertising, speaking engagements, special events, flyers, community education events, and other strategies to promote the station and recruit new volunteers. More specific information on the Advertising and Marketing plan may be found in Ivy Volunteer Fire Rescue Comprehensive Recruitment Plan.

Recruiting Existing System Volunteer Personnel Additionally, personnel with some training and experience must be recruited, at least initially, to assist in starting the station, particularly at the advanced training levels of driver operator and officer. Personnel will also be necessary to provide depth such that should a scheduled Ivy Station volunteer call out sick, sufficient trained & released system personnel exist on an on-call basis to help fill in, therefore an associate membership shall be established.

6

Goal: Recruit 15 existing system personnel with DPO and/or Officer training willing to join the Ivy station as a full member for

at least one year – meeting minimum training and full member participation requirements at both stations (primary station and Ivy station).

Goal: Recruit 15 existing system personnel willing to serve as associate members – meeting minimum training and applicable

participation requirements at both stations (primary station and Ivy station).

Recruiting administrative personnel Business management and operations will be a component of the Station as well; therefore individuals interested in helping with these non-operational roles must be recruited.

Goal: Recruit five persons willing to serve in administrative roles as Board Members of the Ivy Volunteer Fire Rescue Station.

7

Volunteer Management Plan

Steering Committee A steering committee has been established to execute the Ivy Volunteer Recruitment Plan. This committee, led by Bob Larsen, will provide frequent updates to Chief Dan Eggleston. Chief Eggleston will likewise provide frequent updates to the County Executive, the County Board of Supervisors, and the FEMS Board. The Committee will also provide frequent input on operational, planning, etc decisions related to the opening of the station to Chief Eggleston. The steering committee shall exist until a 501(c)3 Fire Rescue company is established and a chief is selected. At such time the volunteer company shall be added to the FEMS Board. Committee membership:

1. Bob Larsen – Chair 2. FEMS Board Representative 3. ACFR representative (senior staff) 4. Brodie Downs – Albemarle County Human Resources 5. Individuals from the community interested in actively recruiting operational volunteers for the Ivy station.

Committee Charter or Mission:

Serve as the steering committee, for this document, the vision, and the recruitment process for the Ivy Station.

Implement the recruitment strategies for the Ivy Station

Serve as a recruitment team – actively recruiting volunteers for the Ivy Station

Advise Chief Eggleston on matters/decisions for the Ivy Station

Required Volunteer Commitment-

Training Training shall be made available for those who need it. At least two basic fire academies and two EMT courses will be offered between August 1st 2012 and July 1st, 2013. Efforts will focus on recruiting as many new personnel to the station in time for the start of these basic courses. The training will be offered on varied schedules but generally require one to two nights a week and a full day on the weekend.

Training Course Dates Hours

Fire Academies TBD 220

EMT - Basic TBD 121

In order to gain experience while attending training, volunteers recruited during the process may choose to volunteer their time at Crozet VFD, Western Albemarle VRS, Seminole Trail VFD, or Monticello Fire Rescue. In addition to the initial basic training, approximately 20 hours of station orientation and release processes may be necessary.

Staffing Operational Staff:

o Member: one 12 hour shift/week minimum commitment; annual commitment of at least 44 shifts. o Station Chief: 4 hours/week anticipated in addition to 12 hour shift/week.

Administrative Staff:

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o Board Members: at least 4 hours/month anticipated. Officer of the Board (i.e. President or Sec/Treasurer) 12-16 hours/month anticipated.

Organizational Structure The Station will have a Board of Directors, a Volunteer Station Chief, and as many volunteer officers as the Station Chief deems necessary to provide adequate leadership and service. Career officer/medic level staff will be assigned to shifts that allow for 24/7 career support of the volunteers in several key areas as necessary (Officer, Driver, ALS). On any given night, should the career staff not be necessary to provide the minimum service (training and staffing) from Ivy, the staff may be transferred to station 11 or 12 to fill other needs.

Communication and Evaluation of Progress and Success

Progress Reports & Significant Milestones Progress shall be reported out at least monthly, however the following communication milestones exist:

Significant Milestones May 1, 2012 August 1st, 2012 January 1st, 2013

Volunteer Recruitment Progress Report

First Training Academy Benchmark

Report to Board of Supervisors – Decision point (See detail below)

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BOS Decision Point In January 2013, the success of the plan is evaluated – specifically in terms of the number of volunteers enrolled in the academies and number of existing system volunteers committed to fulfill staffing requirements. The following options exist:

Plan Measurements Actions: Career Volunteers

Current Minimum of 20 trained volunteers forecasted

Five volunteers recruited to fulfill administrative duties

Interest in forming of 501(c)(3)

Continue to implement plan to create a 501(c)(3) Volunteer Organization

8 >=20

Contingency 1 Less than the 20 members required for 501(c)(3) classification.

Five volunteers are not recruited to fulfill administrative duties

-or no interest in forming 501(c)(3)

Recruited volunteers continue as County volunteers, station managed by County

Revaluate additional career staffing needed based on number of volunteers recruited

Varies Varies

Contingency 2 Insufficient volunteers exist to allow for reduction in career staffing – 24hr career staff necessary

Recruited volunteers continue as County volunteers, station managed by County

12 < 10

.

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Estimated Timetable 2011 2012 2013

Task (all dates are last day of month unless noted) Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan

Recruit volunteers (new & existing) Ongoing

Formalization and adoption of Recruitment Plan for Ivy Fire Rescue

Formalization of Ivy Fire Rescue Steering Committee Recruitment Team Training

Recruitment events efforts (specific – as per comprehensive recruitment plan) Report to Chief Eggleston and Board of Supervisors – general progress Report to Training Division on progress towards 15 new operational volunteers for Fall Academy Report to Chief Eggleston – success on 15 person goal for fall training academies. Final Report and Decision – Board of Supervisors

albemarle county fire and emergency medical services board agenda · 2012-01-19 · albemarle...

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