Module 1 The Responsibilities Are Yours Remember when you used to say, “If I was the chief, I would….” Now That You Are the Fire Chief

Chief 101 Class ● This class consists of several programs that together will satisfy the 9S inspection criteria as specified by the North Carolina Administrative Code. The primary objective of the course is to inform current and future chief officers of the various aspects and complexities surrounding the operations and organization of North Carolina fire departments.

What is Gateway? ● Annual meeting of the various fire and emergency service associations and agencies that is sponsored by the NC State Fireman’s Association. – Discuss various areas of concern, and develop methods to address concerns that all the associations agree to. – This is a group of your peers that you elect to represent you in various associations.

Who attends Gateway?

Now That You are the Fire Chief Why Chief 101? ● People in the position change. “We are new at this and didn’t get any help from the past chief on anything, plus we are trying to correct a lot of mistakes that have happened in the past 30 years” Excerpt from an to the NCAFC November 30, 2010

Now That You are the Fire Chief Why Chief 101? ● Processes change – in line of duty death. ● Revisions in policies occur. ● To protect our members and their families. ● To bring awareness to “the chiefs.” ● It may be in the Administrative Secretary's job description, but it is “the chiefs” responsibility. ● Why not?

Now That You are the Fire Chief When asked how many feet were in a mile, Einstein replied, "I do not know.” “But you are recognized as the smartest man in the world,” his questioner noted. Einstein replied, "I do not keep things in my head that I can find elsewhere. I only need to know where to find it when I need it.” It’s not realistic to think you can know all of this, but others are depending on you to know how to access the resources that are available to them.

Now That You are the Fire Chief How was the determination made to initiate this requirement? ● A group of your peers, representing you through various organizations, in a forum referred to as “Gateway” identified the need to develop this class. ● This is not an ‘OSFM thing’. Typically, 15+ agencies are represented at a “Gateway” meeting.

Now That You are the Fire Chief How was the determination made to initiate this requirement? ● The organizations attending the Gateway meeting submit ideas for consideration and all organizations agree on 3 to 5 issues to work on for the coming year. ● Wide range of topics including health and safety and legislative actions.

Now That You are the Fire Chief When ● “The Chief” is required to complete the Chief 101 course in order to maintain their 9S / NCRRS Rating. ● Important to consider succession planning. ● Initially, no department will lose their rating due to non-compliance.

Now That You are the Fire Chief Questions ● I’ve already had Chief 101, do I have to take this course? Yes ● Will our NCRRS rating be revoked if the chief doesn’t take this course? No, but before getting your next inspection the chief will have to complete the course. ● I’ve been the chief for __ years, why do I have to go through this? It is now a requirement for NCRRS rating.

Now That You are the Fire Chief Questions ● I delegate these responsibilities to others in the department? Great idea, but “the chief” is still responsible.

Now That You are the Fire Chief Points to Ponder ● How many chiefs do we have in the class? – Did anyone beg you to take the position of Fire Chief? – Are you the Chief by default (no one else wanted it)?

Now That You are the Fire Chief Points to Ponder – If the answer is “no,” then you basically stood up before the whole community and said through your words or actions that you wanted to be the Chief. – Do your words and actions still show the community and those you serve with that you want to be the Chief?

Now That You are the Fire Chief There is always one person held accountable for the success or failure of any organization. ● U. S. Government: The President ● Church: the Pastor ● Law Enforcement: the Police Chief / Sheriff ● Local Governments: County/City Manager ● Fire Department: that’s You - the Chief

How Many “want to be” Chiefs Do We Have in the Class? Points to Ponder ● How many “want to be” Fire Chiefs do we have in the class? – Do those you work with know that you want to be the chief? Have you publicly stated, “I want to be the fire chief,” or do you just assume that people know?

Points to Ponder ● How many “want to be” Fire Chiefs do we have in the class? – Do your efforts and words demonstrate that you want to be the fire chief? – Do you have a passion for the position? How Many “want to be” Chiefs Do We Have in the Class?

Now That You are the Fire Chief What Characteristics Make a Successful Chief “A successful Fire Chief has to be…” Honest Unbiased – “Like Me”/Friends /Family (volunteer) Motivator Bold Leader Encourager HUMBLE

Now That You are the Fire Chief What You Say is Critical ● “I think” often becomes “like gospel” to those with whom you are talking; after all, you are the Chief. ● “I don’t know” is sometimes a better phrase; and when you’re not sure, be bold enough to use it. “When words are many, sin is not absent, but he who holds his tongue is wise” – Solomon, Proverbs 10:19

Now That You are the Fire Chief What are Your Primary Responsibilities? ● “To Save Lives and Protect Property” – Personnel – Citizens

What are Your Primary Responsibilities? ● Emergency Services Response Triangle – Staffing: adequate numbers to start operations – Equipment: well maintained / operational – Trained Personnel – trained, not exposed Now That You are the Fire Chief

What are Your Primary Responsibilities? ● The Safety of Your Personnel – Training – Personal Protection – Personal Accountability – Enforcing Safety Standards Now That You are the Fire Chief

Truly evaluate your department’s response and readiness capabilities ● Is your membership protected? ● Can you deliver what you say you can? ● Are your responders trained properly and do they follow the department’s training standards? ● Do you have written, updated Standard Operating Guidelines? ● Are your department records current?

Now That You are the Fire Chief Remember – you are now responsible. Delegating or assuming does not relieve you of the responsibility of knowing.

Is Your Membership Protected? ● Is your roster up to date? ● Is there a process for updating your roster as members are added or deleted? The roster is a living document and should be updated as changes occur, not tomorrow!

Is Your Membership Protected? Consequences of not having a current roster: ● In the event of a firefighter death, family members would not be eligible for NCSFA death benefits, possibly resulting in the fire chief and department facing civil action.

Can You Deliver? Your local officials most likely assume that you can provide all these services because you are the fire department. ● Fire Suppression ● Emergency Medical Services ● Vehicle Extrication ● Water Rescue ● Hazard Materials Response ● Other types of Emergencies

Now That You are the Fire Chief ● Identify what the hazards are in your community and inform the local officials of the department's capabilities to respond to hazards in your response area.

● “The Routine Response” – Contrary to popular belief, “we can not be all things in all situations.” – There are risks which fire departments are not equipped to handle and we should let local officials know before we are faced with these incidents. – While this may not change frequently in many areas, it should be an annual review during the budget process. Now That You are the Fire Chief

● It is critical that you provide an assessment of the department’s readiness – especially successors. (No better time than at the beginning.)

–The reputation of the past chief can be a positive with the community, but a negative within the organization or vice versa. –“You can only rely on past success until the next alarm.” –Are you turning your head to any weaknesses the department may have or are you identifying them? Now That You are the Fire Chief

–The Story of the 3 Envelopes “In a Crisis” Blame it on your predecessor Reorganize Prepare 3 envelopes Now That You are the Fire Chief

Are Your Responders Ready? ● Standard Training Requirements – Pension Fund and Death Benefit Qualification – 36 Hours Minimum

● Standard Training Requirements – NCRRS Requirements for Maximum Credit/Person ● Company Training – 240 Hours ● Driver/Operator – 12 hours ● New Driver – 40 hours ● Officer – 12 Hours Are Your Responders Ready?

● Drill Sessions: 8 – 3 hour sessions (24 hours)  Multiple Company Engine Training: 4 – 3 hour sessions  Night Drills: 2 – 3 hour sessions ● Recruit Training – 240 hours ● Hazardous Materials – 3 Hours Are Your Responders Ready?

What are your department’s standards? As the chief each of us need to go back to the core question: Are your responders ready?

Standard Training Requirements vs. Application of Techniques ● Meeting “Standard Hours” in reality only has an administrative meaning. It does nothing to show if a firefighter really knows how to apply what he/she has been exposed to. ● “Pencil whipped” or “tried and tested”

Standard Training Requirements vs. Application of Techniques ● Classroom exposure is essential to development, but it does not replace the need to conduct hands on drills. ● Adopt the state of Missouri’s slogan, “Show Me.”

Standard Training Requirements vs. Application of Techniques ● The Chief and the department need to identify minimum requirements that the department will accept for each position

Standard Training Requirements vs. Application of Techniques ● After identifying minimum requirements there needs to be a means to evaluate each persons actual skills and abilities. ● Question: should you accept “Yes” to the question, “Do you know how to….?”

F/F Deaths and Injuries Primary Causes of Death ● Heart Attacks – Physical Fitness – Stress ● Traffic Accidents – Seat Belts – Rollovers – Relative Speed

F/F Deaths and Injuries Primary Causes of Death ● Fire Ground – Lack of Situational Awareness: Collapses, etc. – Burn Injuries

Line of Duty Deaths ● LODD’s are tragedies that bring a great deal of stress on “the Chief”, the fire department, the organization and the local community.

Line of Duty Deaths ● Because these types of events are so sudden and so devastating, it is possible to overlook some very important things that need to be done early in the event to insure the firefighters family has opportunity to apply for all federal and state benefits. “Never make a major decision in the middle of a crisis” – Jerry Falwell

Line of Duty Deaths (First Reactions) ● Autopsy ● Confine and Control all Protective Clothing

Line of Duty Deaths (First Reactions) ● Have everyone who was on the scene to write a description of the event. ● Begin collecting all relevant reports about the incident (911 tapes, weather reports, etc.) ● Call OSFM to activate the Death Benefit Assistance Team. (Critical step)

OSFM Death Benefit Assistance Program ● Not designed to take over from any AHJ, but insures that all federal and state procedures are followed for the protection of the firefighter’s family, and provides support and assistance to the local fire chief.

OSFM Death Benefit Assistance Program –Not a time to be territorial. –These situations dictate the need for outside resources that have experience dealing with federal and state paperwork and procedures. (T estimonial from someone who has benefitted from the team. )

OSFM Death Benefit Assistance Program ● Activation of the team incorporates: –Notification of State and Federal Agencies –Notification of the Fallen Firefighters Foundation ● Firefighter Funeral Procedures ● Funeral service benefits (see Dignity Memorial)

OSFM Death Benefit Assistance Program ● Activation of the team incorporates: –Media assistance –Report writing and review –Compilation of documents ● Allows you time to work with the family and be with your personnel.

Federal and State Benefits (Rated Fire Departments) ● Federal Safety Officers Death Benefit ($300,000+) ● State In Line of Duty Death Benefit ($50,000.00) ● Eligible for Workers Compensation Benefits

Federal and State Benefits (Rated Fire Departments) ● Eligible to be a Member of the NC Firemen’s Pension Fund Must be on the Department Roster to be eligible for these benefits.

Resources One of your most important resources is other Chief Officers. (Makes sense to use the knowledge and wisdom of our peers.) State and Local Resources “Plans fail for lack of counsel, but with many advisers they succeed” – Solomon (Proverbs 15:22)

Associations ● North Carolina Association of Fire Chiefs ● North Carolina State Firemen’s Association ● North Carolina Fire Marshals Association ● North Carolina Association of Rescue and EMS

Associations ● North Carolina Society of Fire and Rescue Instructors ● Fire and Life Safety Educators ● Hazardous Materials ● State Emergency Response Commission ● Regional Associations (Eastern/Piedmont/Western)

State/County Agencies ● Office of State Fire Marshal ● North Carolina Community Colleges ● Office of Emergency Medical Services ● County Emergency Management Officials ● North Carolina Emergency Management ● North Carolina Fire and Rescue Commission

Agencies to Notify When There is a Change in the Chief’s Position ● N.C. Office of State Fire Marshal ● North Carolina State Firemen’s Association ● North Carolina Association of Fire Chiefs

Agencies to Notify When There is a Change in the Chief’s Position Make notification on department letterhead. Include: – Name of former chief. – Name and contact information of new chief.

National Fire Incident Reporting System (NFIRS) ● How many departments represented here today are reporting? –Why Not? ● Why report? –Provides a true picture of the fire problem in N.C. –Impacts grant funding –Helps determine Training / Response Needs

National Fire Incident Reporting System (NFIRS) –Prevention Programs –Justification for legislative change ● Residential sprinklers ● Benefits ● As of August 1, 2010 participation in the NFIRS is a requirement of the rating schedule.

Local Relief Fund Report(s) ● Report is requested by October 31 and no later than January 1 of each year. ● Consequences for not reporting: Loss of eligibility for future Relief Funds. ● Conflict of Interest Statement to OSFM. Information is sent to the chief on record on file at the Office of State Fire Marshal.

Module 2 Firefighter Life Safety Initiatives

Firefighter Maintenance Program ● Regular Medical Check-ups –Yes, they can be a pain, but if you don’t do it for you, do it for those who need you. ● Regular Exercise –Even walking makes a BIG difference! –Walk a mile a day and watch the changes.

Firefighter Maintenance Program ● Eat Healthy –Think about what you are eating and then, picture operating interior at a working fire 30 minutes later. –Now, what do you want to eat?

Firefighter Rehab Guidelines ● Stop before you drop. – Cool down when hot. – Warm up when cold. – Dry off when wet. ● Stay hydrated with non-caffeinated drinks. ● Monitor vital signs.

Firefighter Response Plan ● Get fully dressed in full PPE from head to toe! ● Get in! ● Sit down! ● Fasten your seatbelt! ● Enjoy the ride with a driver who will get you there in one piece!

Driver Response Plan ● It’s not a race! ● Safe is more important than fast! ● Stop at red lights and stop signs! ● NO EXCUSES!! ● If they don’t get out of your way – don’t run them over! ● THINK and REACT CAREFULLY!!

Interior Firefighting Plan ● Work as a team! ● Stay together! ● Stay oriented! ● Manage your air supply! ● Get off the apparatus with tools and a thermal imager for EVERY interior operating team! ● A radio for EVERY member! ● Provide constant updates! ● Constantly assess the Risk/Benefit model!

You can make a difference National Fallen Firefighters Foundation Life Safety Initiatives 2004 Get back to the basics!

Module 3 Line of Duty Deaths Assistance

Program Objectives ● Describe the procedures to request assistance in the event of a line-of- duty death. ● Identify the initial actions that need to be taken in the event of a line-of- duty death. ● Describe the resources that are available to assist departments in dealing with a line-of-duty death.

GOAL:GOAL: ● To assist Fire Departments and Rescue Squads in assuring that all State and Federal Benefits are pursued for the surviving spouse and/or family and provide other services, as requested by the department, squad, or family.

Available Assistance ● Aid in filing paperwork for benefits ● Honor Guard Protocols (Drum & Pipes) ● Funeral Protocols / Reception ● FD / Rescue Staff Assignments ● Eulogy Guidelines ● Chaplain List

On-Duty Fatality Defined? ● On-duty fatalities include any injury or illness sustained while on-duty that proves fatal.

● The term ‘on-duty’ refers to being involved in operations at the scene of an emergency, whether it is a fire or non-fire incident; responding to or returning from an incident; performing other official duties such as training, maintenance, public education, inspection, and investigations. On-Duty Defined?

Possible Benefits ● State Death Benefits $50, –$20,000 first year –$10,000 for 3 years ● North Carolina State Firemen’s Association In-Line of Duty Death $50, ● NC Society of Fire/Rescue Instructors $10, ● National Volunteer Fire Counsel $10,000 for current members

Possible Benefits ● Federal Public Safety Officers Death Benefits $318, (2010) + “COLA” ● Workers Compensation $201, $301,000.00

Possible Benefits ● Local Relief Fund ● Pension Fund Reimbursement (Monies paid into fund.) ● Any department benefits such as: VFIS, Brotherhood Term Life, etc. ● Each year the chief should review all benefits the department has with the members!

What You Need to do… ● Call for help! Monday through Friday, 8am - 5pm ● After hours –Tim Bradley –Steve Sloan –Larry Hughes ● Start a Log

What we will and will not do ● Will not come if not requested. ● No inaccurate information will be given out. ● Will not disseminate information unless cleared by the chief and family.

Assistance Team ● A response team of two OSFM personnel will arrive within 24 hours, if needed. ● They will need access to a telephone, a fax machine, a table, etc. ● They will stay as long as you need them.

ConsiderationsConsiderations ● Communicate to the family the need for an autopsy to be performed and blood samples to be taken. Why? A cause of death must be determined in order to avoid a delay in receiving federal benefits.

Additional Considerations ● Secure all PPE and anything that could be a contributing factor to the death. ● Appoint someone to deal with the press/media. ● Have a press release prepared.

● North Carolina Industrial Commission (Worker’s Comp) ● North Carolina Pension Fund ● North Carolina Department of Labor ● North Carolina Firemen’s Association ● North Carolina Fallen Firefighter’s Foundation ● North Carolina Association of Rescue & EMS We will contact:

● Public Safety Officer’s Benefits ● Volunteer Safety Workers Compensation Fund ● VFIS ● United States Fire Administration ● National Fire Academy ● NFPA and NIOSH

NCFFF Services ● Chaplaincy services in conjunction with: – NC State Firemen’s Association – NC Association of Fire Chiefs – NC Office of State Fire Marshal ● Family Transport Van ● Assist with Funeral Arrangements / Protocol ● Serve as a resource for your department.

Module 4 Firefighter Safety NFPA and OSHA

Program Objectives ● Identify the requirements set forth by OSHA that pertain to volunteer, career, and combination fire departments. ● Identify the requirements set forth by NFPA that pertain to volunteer, career, and combination fire departments.

OSHA Duty Clause ● SEC. 5 (a) Each employer 1)shall furnish to each of his employees and a place of employment which are free from recognized hazards that are causing or are likely to cause, death or serious physical harm to his employee;

OSHA Duty Clause ● SEC. 5 (a) Each employer 2) shall comply with occupational safety and health standards promulgated under this act.

OSHA Duty Clause ● SEC. 5 (b) Each employee shall comply with occupational safety and health standards and all rules, regulations, and orders issued pursuant to this Act which are applicable to his own actions and conduct.

N.C. OSHA Program ● Neither the Office of State Fire Marshal or the Department of Insurance Administers the N.C. OSHA program. ● The N.C. Department of Labor is responsible for administering this program.

OSHA Law ● Contained in N.C. General Statutes G. S

N.C. G.S ● Safety and Health Programs of State Agencies and Local Governments –The North Carolina Fire and Rescue Commission shall recommend regulations and standards for fire departments. (1973, c.295, s.23; 1983, c.164; 1985, c, 544; 1989, c.750, s. 3; 1991 (Reg. Sess., 1992), c.1020, s. 1.)

Standards Enforcement ● Purpose: “ … to insure so far as possible every working man and woman in the Nation safe and healthful working conditions and to preserve our human resources…”

North Carolina is an OSHA State

N.C. OSHA Regulations must meet or exceed Federal OSHA Regulations

HISTORY ● OSHA and the Fire Service – OSHA Reform Act put in place affecting fire service. – HB 82 Ratified exempting volunteer and certain municipal Fire Departments from the OSHA Act. –1985 -OSHA Act amended to put paid personnel of exempt municipal fire departments under OSHA.

HISTORY ● OSHA and the Fire Service – The AG released an opinion stating volunteer departments were in most cases not exempt, since an employer/employee relationship exists.

● OSHA and the Fire Service – March Fire & Rescue Commission establishes OSHA Committee. – May OSHA Commission suggests creation of parallel standards/OSHA concurs. HISTORY

● OSHA and the Fire Service –August OSHA sends letter to mayors informing them of AG’s opinion. –November AG revises previous opinion, stating compensation now key for determining coverage.

What determines due compensation? ● The link provided below provides some guidance but NC OSHA looks at each department on a case by case basis due to the diversity in departments. publicfom/volunteer.pdf

HISTORY ● OSHA and the Fire Service –January OSHA sends another letter to mayors advising of change in ruling. OSHA advises that combination department’s paid members are covered under act.

National Fire Protection Association ● What is NFPA? –Non-Profit Corporation –Develop consensus standards through an intricate committee process

● What is NFPA? –Standards are not laws but can carry the weight of laws if adopted by enforcement agencies such as OSHA. –Many federal agencies have adopted NFPA standards such as DHS. –Website is National Fire Protection Association

OSHA General Industry Standard NFPA Fire and Rescue Specific Standard Parallel Standards

Letter From OSHA April 2, 1996 “ the goals of our departments are merged into making the workplaces of the men and women in the fire and rescue services as safe as practical given their often dangerous duties… For our part in the Department of Labor (OSHA), we will use these documents as a guide when inspecting or providing consultation to fire and rescue services.”

Standard of Care Defined as the level of competency anticipated or mandated during the performance of a service or duty

Reasonable Man Standard

Standard of Care ● Last fifty years have taught us: –Potential impacts are limitless –There are options in operational approaches –Initial responders need competency –Development of a Standard of Care has occurred

Standard of Care ● Influenced by: –Laws –Regulation –Standards –Guidance –Knowledge –Experience

Key Points ● Currently, OSHA can inspect paid departments to both NFPA and OSHA. Does not increase requirements. ● Will not impact status of “voluntary” standards for volunteer fire departments or volunteer rescue squads.

● Fulfills statutory responsibility. ● Allows us to develop training materials. ● Allows Volunteer Fire Departments and Volunteer Rescue Squads to work toward compliance of same standard. Key Points

Why Do It? n Statutory Responsibility. (G.S ) n Increases Safety and Awareness. n Reduces Confusion. n Allows the Development of Classes and Training Aids in Understanding Complex Standards. n Brings About Better Coordination With NFPA and OSHA.

Module 5 NFIRS

Program Objectives ● Identify different sources of information that pertain to NFIRS. ● Describe the various parts of NFIRS and how to obtain free access. ● Describe the requirements to use NFIRS under NC Administrative Code. 122

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N.C. G.S (a) ● (a) Whenever a fire department responds to a fire, the chief of that department shall complete or cause to be completed a fire incident report, which report shall be on a form prescribed by the Department of Insurance. (continue)

N.C. G.S (b) ● (b) The fire department shall forward a copy of the completed form to the fire marshal of the county in which the fire occurred. If there is no fire marshal in that county, the fire department shall forward a copy of the report to the county commissioners. The fire department and the fire marshal or county commissioners to whom reports are sent shall retain the reports for a period of five years. (continue)

N.C. AC 05A.0507 ● OSFM has now implemented a requirement for incident reporting for rating purposes which requires a fire department to report on the National Fire Incident Reporting System (NFIRS) to the N.C. OSFM.

History ● In 1972, America Burning was published and brought attention to the nations fire problem and led to the development of the U.S. Fire Administration.

History ● In 1974, the USFA was authorized to gather and analyze data about the nations fire problem and ● An agreement was made between USFA and National Fire Information Council (NFIC) to maintain the National Fire Incident Reporting System.

NFIRS 5.0 All-Incident Reporting System

NFIRS Handbook ● A complete reference guide for the system is available through the NFIRS website, ● Contains definitions, purpose, entry, and examples for all fields.

NFIRS 5.0 Required Modules Module Use Primarily Driven By Incident Type…. Module 1 Basic (All Incidents) Module 2 Fire Module 3 Structure Module 4 Civilian Casualty Module 5 Fire Service Casualty REQ’D

NFIRS 1 - Basic Module Completed for every incident.

NFIRS 1 - Basic Module For many incident types, the Basic Module is the ONLY report that must be completed. It meets the need for an abbreviated form of incident reporting for some fires.

NFIRS 2 - Fire Module Required for all fires that extend beyond container.

NFIRS 2 - Fire Module ● The Fire Module is used for any fire that extends beyond a non-combustible container. ● It is applicable for a vehicle fire, building fire, or vegetation (grass) fire unless the Wildland Fire Module is used.

NFIRS 3 - Structure Fire Module Used for fires involving buildings.

NFIRS 3 - Structure Fire Module ● The Structure Fire Module is used along with the Fire Module to gather detailed information about larger fire incidents that involve building or portable/mobile structures.

NFIRS 4 - Civilian Casualty Module Captures data regarding civilian casualties resulting from a fire.

The Civilian Fire Casualty Module captures the data regarding any civilian (Non-fire service) casualty associated with fire-related incidents. NFIRS 4 - Civilian Casualty Module

NFIRS 5 - Fire Service Casualty Used to report injuries, deaths or exposures to fire service personnel.

NFIRS 5.0 Optional Modules ● Module Use Primarily Driven By Incident Type…. –Module 6 EMS –Module 7 HazMat –Module 8 Wildland –Module 9 Apparatus Personnel –Module 10 Arson

NFIRS 6 - EMS Module Gathers data relating to provision of emergency medical care.

NFIRS 7 - HazMat Module Used to document Reportable Hazardous Materials Incidents.

NFIRS 8 - Wildland Fire Module Used to document reportable wildland fires.

NFIRS 9- Apparatus/Resources Used as a local option to identify the apparatus sent to an incident.

NFIRS 10 - Personnel Module Used as a local option to help track and manage personnel utilized on incidents.

NFIRS 11 - Arson & Juvenile Firesetter Used whenever the Cause of Ignition is coded as “intentional” or “under investigation.”

Codes ● Header series codes ● Be code specific

Module Rules ● Use your Module Rules –Errors –Document in a narrative

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NFIRS HELP Kim Williams ext 321

Module 6 Districts, Legal, and Inspections Considerations

Program Objectives ● Understand the basis of the procedures that govern fire districts, the type of districts, and ratings / response inspection.

Program Objectives ● Describe the various aspects of the response rating system as adopted in North Carolina. ● Recognize various sources of information that will assist departments in preparing for an inspection.

Ratings and Certification ● Consequences of Non-compliance –Insurance Premiums –Potential Residential Development –Potential Commercial Development –Local Funding Tied To Property Development

Ratings and Certification ● Consequences of Non-compliance –Pension Fund –Fireman’s Relief Fund –Fireman’s Death Benefit - N.C. –Grants

Status of NC Fire Districts Class 9S / 9E…….1066…………….423 Class 9E…………….0………………275 Class 9S……...……622…………….148 FDs below Class 9……479………… FDs with split grade …………….647

Status of NC Fire Districts (Cont.) Fire Departments…………………….1316…… Fire Districts…………………………..1546…… Municipal Districts………………….352…… Rural Districts……………………..1194…… Non-Profit Corporations……………….964………911 Municipal Departments………………..351…… County Departments……………………..1……...….2

Fire Protection Definitions Chief 101 – NC OSFM Ratings and Inspections

Fire Protection Definitions ● Fire Insurance District (G.S. 153A-300) An area outside corporate limits with boundaries approved by the County Board of Commissioners for fire insurance purposes. An “Insurance District” is NOT supported by either a referendum type fire tax (G.S ) or a special service district tax (G.S. 153A-300).

Fire Protection Definitions ● Rural Fire Protection District (G.S. 153A.233) An area outside corporate limits with boundaries designated by petition of 35% of the resident free- holders in which a fire tax not to exceed $0.15 per $ valuation has been authorized by the resident qualified voters within the district.

Fire Protection Definitions ● Fire Service District (G.S. 153A-300) An area outside corporate limits with boundaries approved by the County Board of Commissioners in which a fire tax is levied without referendum for fire protection services. Such district or districts may include territory within corporate limits if approved by resolution of the municipal governing body.

Fire Insurance Districts Chief 101 – NC OSFM Ratings and Inspections

Fire Insurance Districts ● Fire Insurance Districts must be properly established and documented. –For NC 9S Inspection purposes, only properly established Fire Insurance Districts can receive certification. –Any Fire Insurance District, not properly established, must have corrections completed before inspection results can be issued.

Fire Insurance Districts ● Rural Districts Extending into Multiple Counties –If a rural Fire Insurance District is established in such a way that it extends into more than 1 county; then all Fire Insurance District requirements and documentation must be in place, for each county, before that Fire Insurance District can be recognized for certification.

Fire Insurance District Verification –Fire Insurance District, Rural Fire Protection District, Fire Service District and/or Fire Department Response District lines may run concurrently, in combination or separately. –NCDOI/OSFM requires written verification of any Fire Insurance District established by County Commissioners.

Fire Department Ownership Chief 101 – NC OSFM Ratings and Inspections

Fire Department Ownership ● Who actually “owns” the fire department? –Is it a part of a municipal government? –Is it a non-profit organization? –Who / What is the governing body of the fire department?

Fire Department Ownership –Who pays the Fire Department bills? –Who carries the Workmen’s Compensation Insurance on the fire department personnel? –Who signs the annual Certification Roster for the department? –Is there a contract to provide fire protection services?

Fire Department Ownership –What is the organization’s legal name? –If a non-profit, what is the name of the organization as it appears in its Charter / Articles of Incorporation? –Is it the same name as on any contracts and legal documents of the organization –Who is the legal ‘head’ of the fire dept?

Fire Department Ownership ● Does the organization’s legal name: –match the name on the apparatus titles? –match the name displayed on the apparatus and vehicles owned by the organization?

Module 7 NC GS through Firefighters’ Relief Fund

Program Objectives ● Describe administration of Firefighters’ Relief Fund Program ● List requirements for participation ● Explain how money can be spent ● Provide contact information

What is it? ● Firefighters’ Relief Fund is: –A benefit to financially assist a firefighter that has been injured or killed In-Line-Of-Duty. –NCGS ● (2a) To provide assistance to a destitute firefighter and ● (5) Supplemental retirement & other benefits

How is it funded? ● All NC licensed insurance companies pay to the N.C. Dept. of Revenue a portion of the Fire & Lightning coverage of all property insurance (.5 of 1%) ● All County Tax Administrators report to the N.C. Dept. of Insurance the county population and the property tax value for each rated fire insurance district.

Rules for Participation ● Must elect relief fund board of trustees – Two are elected by the fire department. – Two are appointed by the City or County Commissioner’s. – One is appointed by the Insurance Commissioner.

Rules for Participation – One of the five members will be elected as the relief fund treasurer. (all local relief fund treasurer’s are covered by a One Million dollar bond, which is paid from the administrative fees)

Rules for Participation ● Department must be a member of the NC State Firemen’s Association. – Executive Director for information ( )

Rules for Participation ● Financial report of local relief fund – Submitted to NC State Firemen’s Association – Form is mailed from NCSFA to dept. in June – Must be received at NCSFA by October 31 annually

Rules for Participation ● Report of Fire Condition – Filed with the N.C. Dept. of Insurance – Filed by October 31 annually – N.C. Dept. of Insurance notifies each city and / or county clerk- finance officer in August to file the report

Rules for Participation – Required by NCGS for all rated fire districts – Provides the local relief fund board of trustees names and identifies the treasurer

How Funds Can Be Spent ● In-Line-Of-Duty injury – This is the primary purpose of Relief Fund. – The local relief fund board determines amount based on the earning capacity of the firefighter.

How Funds Can Be Spent ● Assistance to a destitute firefighter with 5 years of service. – The local relief fund board will determine the need and the amount of financial assistance. – The relief fund board must obtain the approval of the NCSFA before disbursement of funds.

How Funds Can Be Spend ● To provide for benefits of: – supplemental retirement – workers compensation – other insurance & pension protection – The relief fund board must obtain the approval of the NCSFA before disbursement of funds.

Frequently Asked Questions ● Who has control of the relief fund money? – The Local Relief Fund Board of Trustees.

Frequently Asked Questions ● My department is owned & operated by municipal government, do they control the relief fund? – No. The Local Relief Fund Board of Trustee’s controls the funds. ● Can equipment or other purchases be made with relief fund money? – No. NC General Statute defines how the fund can be used.

Frequently Asked Questions ● Can the Local Relief Fund Board make all disbursement decisions? – No. – Disbursements for destitute firefighter’s, supplemental retirement, pension & other insurance protection, educational benefits MUST be approved by the Local Board and the NCSFA. – This is to ensure the fund balance will remain actuarially sound for its original intent, to assist an injured firefighter.

Frequently Asked Questions ● Who is responsible to file the membership, financial statement and the Report of Fire Condition? – The fire department files: Annual NCSFA membership and the Relief Fund financial statement with the NC State Firemen’s Association annually by October 31.

Frequently Asked Questions – The city & / or county clerk - finance officer files: Report of Fire Condition with the Dept. of Insurance annually by October 31.

Frequently Asked Questions ● Who appoints the Relief Fund Board of Trustees? – Fire department elects two representatives – City & / or county appoints two representatives – Insurance Commissioner appoints one appointee – One of the five board members will be elected to serve as the relief fund treasurer. – All appointees must reside in the fire district

Frequently Asked Questions ● How is the relief fund treasurer bonded? – Each local relief fund treasurer is bonded through the State, from the administrative / bond fees. – Each treasurer is bonded up to $1,000, (One Million). Relief fund accounts exceeding $1,000, have a $10, deductible.

Contact Information ● NC Department of Insurance Lauren Thompson Relief Fund Administrator x316 ● NC State Firemen’s Association Paul Miller Executive Director

Module 8 Volunteer Fire Department Fund NC General Statutes

Chief 101 Class ● This class consists of several programs that together will satisfy the 9s inspection criteria as specified by the North Carolina Administrative Code. The primary objective of the course is to inform current and future chief officers of the various aspects and complexities surrounding the operations and organization of North Carolina fire departments.

Program Objectives ● Explain Volunteer Fire Department Fund Program ● List requirements for participation ● Describe process and timeline for application ● Answer frequently asked questions ● Provide contact information

What is it? ● Volunteer Fire Department Fund is a dollar-for-dollar matching grant to: –Assist fire departments in the most need. –Purchase equipment. –Make capital improvements. –Help departments improve insurance class.

How is it funded? ● All N.C. licensed insurance companies pay to the N.C. Dept. of Revenue a portion of the Fire & Lightning coverage of all property insurance.

How much can be provided? ● NC Dept. of Insurance will match dollar-for-dollar up to $30,000 for the purchase of equipment and to make capital improvements.

Is my organization eligible? ● Fire departments must: –Be rated or actively working with the NCDOI Fire Rating & Inspection section. –Serve a population of 12,000 or less. –Be all volunteer with no more than 6 paid.

Application Process ● Applications submitted via web interface:   select OSFM  then “Fire/Rescue Grants & Relief Fund” ● home.asp ● Fire chiefs are provided login credentials

Application Timeline ● January - Fire chiefs are notified that the application is available. ● March 1 – Deadline to submit application. ● May15 – Grant recipients announced. ● September 30 – Invoices and forms must be submitted to N.C. Department of Insurance to receive payment.

Recipient Selection ● Applications scored by point system. ● Funding from N.C. Dept. of Revenue entered into database. ● Computer selects applications with the lowest score (greatest need) until the available funding is exhausted.

Frequently Asked Questions ● My fire department is owned and operated by a municipality, can we apply? – Yes. The department must serve a population of 12,000 or less.

Frequently Asked Questions ● My department provides fire protection and rescue services, do we provide only information regarding the fire service? – No. Information for the entire entity must be provided.

Frequently Asked Questions ● Does the fire department have to request the full $30,000.00? – No. We will match dollar-for-dollar up to the $30, maximum.

Frequently Asked Questions ● What type of equipment can we apply for? – Protective equipment (on the body) – Equipment to help department lower insurance rating – Miscellaneous fire related equipment – Vehicles – Buildings – Computers

Frequently Asked Questions ● What is typically not approved through the Fire Grant? – Training aids – Physicals – Physical fitness equipment – Furniture – Rescue equipment – Uniforms – (call DOI if in doubt)

Frequently Asked Questions ● Can the fire department purchase used / refurbished / reconditioned equipment? – No. Equipment purchases must be for new equipment. Exception: Used vehicles with one year service/maintenance records

Frequently Asked Questions ● Can the fire department order the equipment prior to the May 15th announcement date? – No. Equipment ordered prior to May15th will not be honored.

Frequently Asked Questions ● Are extensions allowed? – No. The Fire Grant application must be submitted no later than March 1. – The invoice/agreement forms must be submitted no later than September 30. – Exceptions on invoices: 30 day extension for delivery of turnout gear 5 month extension for vehicles or buildings

Frequently Asked Questions ● Is backordered equipment allowed? – No. Backordered equipment received / invoiced after September 30 will not be paid.

Frequently Asked Questions ● Does the rescue/EMS provider have to wait until September 30 to submit the invoices? – No. Upon delivery of all of the approved equipment, you may submit the invoices. – Check requests are made to the Controller’s office each Friday.

Contact Information NC Department of Insurance Lauren Thompson Relief Fund Administrator x316

Module 8 Volunteer Rescue/EMS Fund NC General Statutes

Program Objectives ● Explain Volunteer Rescue/EMS Fund Program. ● List requirements for participation. ● Describe process and timeline for application. ● Answer frequently asked questions. ● Provide contact information.

What is it? ● Volunteer Rescue/EMS Fund is: –A dollar-for-dollar matching grant to assist Rescue/EMS providers that are in the most need to purchase equipment and to make capital improvements.

How is it funded? ● 18 cents of each vehicle inspection sticker fund the Volunteer Rescue/EMS fund.

How much can be provided? ● N.C. Dept. of Insurance will match dollar-for-dollar up to $25,000 for the purchase of equipment and to make capital improvements.

Is my organization eligible? ● Rescue/EMS organizations must: –Meet the criteria of NC Association of Rescue & EMS –Be primarily volunteer with no more than10 paid positions.

Application Process ● Applications submitted via web interface:   select OSFM  then, “Fire/Rescue Grants & Relief Fund” ● home.asp ● Rescue/EMS chiefs are provided login credentials

Application Timeline ● Aug. 1 - Rescue/EMS chiefs are notified that the application is available. ● Oct. 1 – Deadline to submit application. ● Dec. 15 – Grant recipients announced. ● April 30 – Invoices and forms must be submitted to NCDOI to receive payment.

Recipient Selection ● Applications scored by point system. ● Funding from DMV entered into database. ● Computer selects applications with the lowest score (greatest need) until the available funding is exhausted.

Frequently Asked Questions ● My organization is owned and operated by a municipality or county, can we apply? – Yes

Frequently Asked Questions ● My department provides fire protection and rescue services, do we provide only information regarding the rescue service? – No. Information for the entire entity must be provided.

Frequently Asked Questions ● Does the rescue/EMS provider have to request the full $25,000.00? – No. We will match dollar-for-dollar up to the $25, maximum.

Frequently Asked Questions ● What type of equipment can we apply for? – Protective equipment (on the body) – Miscellaneous rescue & EMS related equipment. – Vehicles – Buildings

Frequently Asked Questions ● What is typically not approved through the Rescue/EMS Grant? – Training aids – Physicals – Physical fitness equipment – Furniture – Uniforms – (call DOI if in doubt)

Frequently Asked Questions ● Can the rescue / EMS provider purchase used / refurbished / reconditioned equipment? – No. Equipment purchases must be new. Exception: Used vehicles with one year service/maintenance records.

Frequently Asked Questions ● Can the rescue / EMS provider order the equipment prior to the December 15th announcement date? – No. Equipment ordered prior to December 15th will not be honored.

Frequently Asked Questions ● Are extensions allowed? – No. The Rescue/EMS Grant application must be submitted no later than October 1. ● The invoice/agreement forms must be submitted no later than April 30. ● Exceptions on invoices: 30 day extension for delivery of turnout gear 5 month extension for vehicles or buildings

Frequently Asked Questions ● Is backordered equipment allowed? – No. Backordered equipment received / invoiced after April 30 will not be paid.

Frequently Asked Questions ● Does the rescue/EMS provider have to wait until April 30 to submit the invoices? – No. Upon delivery of all of the approved equipment, you may submit the invoices. – Check Requests are made to the Controller’s office each Friday.

Contact Information NC Department of Insurance Lauren Thompson Relief Fund Administrator x316 NC Association of Rescue & EMS Gordon Joyner, Executive Director

Module 9 Financial Issues

Program Objectives ● Identify the different legal structures fire departments use for incorporation and implications ● Describe the law regarding tax exemption ● Identify payroll issues for departments ● Identify principles for financial health for fire departments and structures to implement

Are you from a…… ● Municipal department? ● Private corporation?

Municipal Department ● Under town or city governance ● No board of directors ● Most accounting & bookkeeping functions handled by municipality

Private corporation ● Legal checkup ● Are you really tax-exempt? ● Which non-profit type to choose? –501(c)(3) –501(c)(4) ● IRS filings ● Sales / Fuel tax refunds

Payroll issues ● The slippery slope of compliance: –Who is an employee? –IRS rules on compensating volunteers –Do I file W-2s? –What in the world is FLSA? –Working & volunteering for the same department

Financial Structure ● Independence of treasurer ● Dual signatures ● Fidelity bonds ● Financial reporting ● Relief funds

Financial Health ● Budget ● Long range plan ● Building and equipment financing