NORTH COUNTY FIRE AUTHORITY POLICY & PROCEDURE MANUAL FIRE PREVENTION

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1 PURPOSE: This procedure shall apply to all inspections assigned to Fire Company personnel. The Fire Company Inspection Program shall be implemented in all R-1, B, and M occupancies. GENERAL: These procedures, combined with your actions and attitude, when carried out with integrity, professionalism and concern for public safety, should produce the following results: 1. Property and lives safer from fire because of your inspection. 2. An improved public attitude and knowledge of fire prevention. 3. Strong public support for the North County Fire Authority resulting from public relations, techniques and efforts. PROCEDURE: Objectives: 1. To conduct regular, systematic fire prevention inspections. 2. To gain reasonable compliance with applicable codes and standards within a reasonable period of time, with an emphasis on education, and with the least amount of enforcement action necessary. 3. To provide minimum fire and life safety conditions in those buildings and properties which are inspected. 4. To build a strong base of public support for the Fire Department. DATE DATE PAGE 1 of 13 PPFP 1-23

2 Responsibilities: The Fire Chief is responsible for the administration and enforcement of all fire safety laws, ordinances and regulations. The Fire Marshal is responsible for providing the guidelines, procedures, staff support, and standards on matters of fire prevention law and policy for the Fire Department. He is responsible for the duties of the Fire Prevention Bureau and is responsible for citations and legal actions. The Fire Prevention Bureau is responsible for providing technical assistance and training to all personnel, as needed. Assistance from the Fire Prevention Bureau shall be of an educational nature and will not be construed to relieve the Fire Company of the inspection. The Fire Prevention Bureau is responsible for maintaining the Inspection Program. Battalion Chiefs are responsible for the reasonable progress being made by all companies toward completion of their assignment, consistent with this policy. The Battalion Chiefs will interact with the Fire Marshal in setting goals, uniform application of laws, ordinances, and regulations solving problems, monitoring achievement, assessing inspection quality, and determining training needs. The Battalion Chiefs will periodically review with the Company Officers their inspection techniques, record-keeping and training needs. The Battalion Chiefs will review with each Company Officer his achievement and success within this program as part of the Officer's performance evaluation. Company Officers or Acting Company Officers are responsible for carrying out all aspects of the Fire Company Inspection Program consistent with Fire Department policy. Company Officers are responsible for completing their assigned inspections, in an effective, timely manner, and with an emphasis on public safety, public relations, and public education. Company Officers shall be responsible for each assigned inspection until all violations are resolved or the inspection is referred to the Fire Prevention Bureau. The Training Officer is responsible to schedule training programs in coordination with the Fire Marshal, which are deemed necessary for the Fire Company personnel to carry out their fire prevention responsibilities in a successful manner. DATE DATE PAGE 2 of 13 PPFP 1-23

3 All members of the North County Fire Authority are responsible for fire prevention and shall represent the Fire Department in a professional, courteous and helpful manner. It is important to realize that in those occupancies assigned to Fire Company personnel, they will be the only people from the Fire Department to inspect. Therefore, it is imperative that a thorough, knowledgeable inspection be made. Equipment: The following items shall be available in each Fire Station. If you are missing forms, please call the Administrative Services Office. See Fire Company Inspection Manual for examples of all forms. - Clipboard - Occupancy Inspection Report # FD Occupancy Inspection Report (Supplemental) # FD Form FD-365 Self-Correction Of Violations Form The following items will be available in the Fire Prevention Office: - Adopted NFPA Standards - California Fire Code/Uniform Fire Code and Standard - Title 19, State Fire Marshal Regulations - Title 24, State Building Standards - Municipal Code - Other Resource Materials Assignments: Each occupancy group will be divided as equally as possible among all Company Officers with consideration being given to response areas and density of inspections in different areas. As the inspection inventory is updated (approximately once each year) inspection assignments will be evaluated and adjusted. Each Captain will receive a list of addresses to be inspected and an inspection form for each address. This list should be updated as the Captain moves through his assignment DATE DATE PAGE 3 of 13 PPFP 1-23

4 area each year. Missing addresses and changes in occupancy or ownership are to be entered on the inspection notice. This will be used to compile a complete inventory and better balance the workload in succeeding years. Files: The Clerical Staff will maintain all street files. Stations are not required to set up or maintain duplicate files. All documentation will be kept in the master street address files and on the computer. If information is needed on any property, contact the Fire Prevention Bureau. Uniform: The appropriate attire to wear during an inspection is the regular work uniform of the North County Fire Authority. Inspection Procedures: A. Scheduling Whenever appropriate or necessary, contact should be made with the responsible person and an advance appointment made. Inspections may be held anytime between 9 a.m. and 5 p.m., or as otherwise scheduled. Evening or night inspections may be made by agreement. If an appointment is not made and the property or business owner objects, an appointment should be scheduled for a later convenient time. On weekends, when inspecting apartment buildings, Fire Company personnel shall be considerate of tenants. B. Preparation Applicable codes and ordinances should be reviewed before beginning an inspection. The Company Officer should review the inspection in his mind and establish a plan to meet the objectives of his inspection. When necessary, call the owner to notify them of upcoming inspection. DATE DATE PAGE 4 of 13 PPFP 1-23

5 It will save the time of returned envelopes and the cost of stamps and mailings if it is determined who the correct apartment owner is prior to any mailings; therefore a phone call could prove to be very effective and efficient. Clerical Staff can help you if you need to place a call out of the area. Before leaving for an inspection, ensure that you have all necessary forms, codes and other equipment that you may require. C. Approach Certain observations should be made while approaching the property. These include: 1. The neighborhood access 2. Character of buildings, occupancies, people 3. Fire appliances 4. Conditions affecting Fire Department response, side & back yards, gate 5. Hydrants 6. Exposures D. Introduction This is one of the most important parts of the inspection. An effort to create a favorable impression will aid you in securing cooperation, as well as courteous recognition and mutual respect. Enter the property at the main entrance. Introduce yourself and state your business. If available, present the contact person with a business card. Ask for permission to inspect the premises. Particularly at the first inspection, ensure that the person understands why you are inspecting and answer any questions they may have. Courtesy and a positive helpful attitude will assist you in getting voluntary compliance with fewer reinspections. DATE DATE PAGE 5 of 13 PPFP 1-23

6 E. Conducting the Inspection When you have a responsible person from the occupancy accompany you on the inspection, less time spent, better access to all areas, better communication if corrections are needed, and fewer follow-up inspections for compliance are the benefits. You should develop your own system of inspection. For example, start at the outside, at the top and work down, front to back, etc. This will help you be more thorough and organized. You should have a mental checklist of the areas and items you always want to see or check for. If you are refused permission to inspect, DO NOT ARGUE. Be sure they understand your reasons for being there. Leave the premises and report the details of the incident to your Battalion Chief if entry is still denied. If you encounter security areas or rooms within a building that you are not permitted to enter, report the details of the incident to your Battalion Chief. The Company Officer may, as needed, request the Fire Prevention Bureau to assist in Inspections of a technical, sensitive, or complex nature. Inspections shall be completed without unnecessarily distracting tenants, employees or disrupting business activities. Occupancies or uses that require Fire Department Permits shall be indicated on the inspection survey. F. Educate Educate the public about fire hazards and motivate them to voluntarily eliminate hazards. When possible, explain the results of your inspection to the responsible person, either in person or via the telephone. Aspire to gain a cooperative attitude towards conditions that require correction. Inform the responsible party that you expect compliance by the agreed upon time, and that fees will be imposed for additional reinspections. DATE DATE PAGE 6 of 13 PPFP 1-23

7 It is the Company Inspector's responsibility to ensure that the person understands the following: 1. What is wrong? 2. Why is it a hazard? 3. How can the hazard be corrected? It is important to understand that the correction should meet the intent of the code. In other words, there's more than one way to accomplish the same task. If situations (imminent hazard) warrant immediate correction, this shall be obtained before leaving the property. If the responsible person is uncooperative in such situations, contact the Battalion Chief immediately. The Battalion Chief shall attempt to resolve the situation or determine what action to take. Negotiate a time period for compliance, which is agreeable to both of you and within the parameters of this policy. Be sure to express your thanks for their cooperation and time before leaving. Reports: The results of each inspection will be recorded on an Occupancy Inspection Report. This report is critical for: 1. Follow-up inspections 2. Legal action or administrative action 3. History on the property or occupant Due to the high number of absentee property owners and the lack of personal contact, notices must clearly explain the deficiencies and where they are located. A. Completing the Inspection Survey Form: (See Fire Company Inspection Manual for more detailed instructions) The eight (8) basic sections on the Survey Form include the following: 1. Business Name, Address, Phone/ Occupancy type DATE DATE PAGE 7 of 13 PPFP 1-23

8 2. Owner Name, Address, Phone 3. Manager Name (when applicable) and Emergency Phone 4. Inspecting Officer s Name, Phone Number 5. Inspection & Reinspection Date(s)/ Owner Signature & Date(s)/ Date to Fire Prevention 6. Code Checklist (general requirements) 7. Fire protection systems/knox box information 8. Abatement Date B. General: 1. Make sure all items on the form are completed. 2. Print directives legibly. 3. Print your name legibly (the owner may want to get in touch with you). 4. Make sure all dates are filled in accurately and in their proper spaces. 5. If possible, obtain a signature and date from a responsible party. C. Distribution: 1. Golden Rod - First inspection 2. Pink - Second inspection 3. Yellow - Third inspection 4. White copy - To be forwarded to Fire Administration. In some cases, it will be necessary to provide a copy of the report to both the responsible person and the owner or other agent of the property. The Company Commander shall determine this need and provide it. D. Personal Notification: It is imperative to ensure that notices get to the responsible person. Usually, this is the owner, a manager or a management firm. An accompanying responsible party should sign and receive the report survey. Whenever possible, obtain a signature on the survey. DATE DATE PAGE 8 of 13 PPFP 1-23

9 E. Mail Notification: If notices cannot be personally delivered, they are to be sent by first class mail. Address labels are provided to each company for all assigned R-1 occupancies. Occupancy Inspection Reports to be mailed shall be placed in an envelope with the appropriate address label and forwarded to Administrative Services by Inter- Office envelope. Completed Inspections: When the inspection is completed or all violations on a property have been corrected, the report and all associated documentation shall be forwarded to the Fire Prevention Bureau to be reviewed, entered in the computer and placed in the master file. Exceptions: If one or all of the following are the only remaining items, do not hold up the form send the form to the Fire Prevention Bureau. 1) Five Year Test 2) Fire Alarm Service Maintenance Contract 3) Knox Box Requirement 4) New Business Occupancy Inspection Fee If you are in doubt, contact the Fire Company Coordinator. Waived Fees: If two or more inspections are required to abate the occupancy and a Captain determines that a fee is not warranted, they may complete Form FD-310 Reinspection Fee Waiver, writing the specifics of why the fee is being waived. The form is to be stapled to the front of the Inspection Form and forwarded to the Fire Prevention Bureau. The Fire Marshal will make the final determination whether to waive the fee or not. Reinspections: All violations or non-compliance shall be documented and reinspections made until all hazards have been corrected or abated (see the exceptions on the prior page). Normal reinspection periods will run from seven to 30 days depending on the severity of the hazard posed by the violation(s). While the Company Officer may grant up to 30 days for DATE DATE PAGE 9 of 13 PPFP 1-23

10 compliance, violations that pose an undue or imminent hazard shall be corrected immediately if possible. If serious violations cannot be immediately abated notify the Battalion Chief. Violations that will require more than 30 days for compliance shall be brought to the attention of the Fire Prevention Bureau. Self-Correction Of Violations Form: In business or mercantile occupancies only, the NCR Self-correction of Violations Form (FD-365) may be issued for a few relatively minor violations that are listed on the form. The company officer may allow the business owner to utilize this form to provide a written verification of compliance within 30 days. The company officer must check the appropriate violation and then completely fill out the For Fire Department Use Only box except for the Received line. The pink copy is to be retained by the fire company. The white and yellow copies are then given to the business owner. The company officer will explain that the violations must be corrected and the form returned to Administrative Services by the Return by date (30 days after initial inspection). The pink copy should be sent to the Fire Prevention Bureau. When the owner has made the corrections, he/she signs and dates the bottom of the form and returns the white copy to Administrative Services. The Fire Prevention Bureau administrative staff will track the form, ensuring abatement of the violation. In the event the violation is not abated within the time limit set by the engine company, the inspection form will be returned to the engine company for follow up. Should the company officer receive an inspection form from the Fire Prevention Bureau for follow-up, a reinspection of the business will be conducted using the Occupancy Inspection Report (FD 362.1) and appropriate re-inspection fees charged. Upon completion of the inspection, both forms (Occupancy Inspection Report and Self- Correction of Violations form) should be forwarded to the Fire Prevention Bureau. A. Documentation Every re-inspection made after the initial inspection must be documented. This information is stored in the Department s Inspection Program database (Street File) and is the basis for legal actions and billing of reinspections. DATE DATE PAGE 10 of 13 PPFP 1-23

11 Referrals: When a situation is found which is outside the Fire Department's area of authority, or when you wish to consult with Inspectors from other departments (i.e., Electrical, Building, Planning or Health), the item is to be first discussed with the Fire Prevention Bureau. A. Battalion Chief Notification Battalion Chiefs shall be notified under the following conditions. 1. Denied entry 2. Personal confrontation or threats 3. Bribes offered 4. Immediate correction of imminent hazards is refused 5. Any other situation or incident which the Battalion Chief should be apprised of (i.e., shut-off sprinkler or fire alarm systems) Fire Prevention Bureau Assistance: The Fire Prevention Bureau may be asked for assistance of a technical or supportive nature at any time. If an Inspector is away from the office, call the Clerical Staff and ask that they contact the Inspector out in the field. Quality Control: Several methods shall be employed to ensure high quality inspections and to determine training needs. 1. Captains are to send their completed inspections to the Fire Company Inspection Coordinator; they shall be due in the following sequence. a. At least 30% of inspections are due at the end of March. b. The next 30% are due at the end of June. c. The next 30% are due at the end of September. d. The final 10% are due at the end of October. Also, all referred inspections must be in by the end of October. e. All inspections must be completed by the end of December. DATE DATE PAGE 11 of 13 PPFP 1-23

12 Battalion Chiefs shall periodically review Captains' assignments, progress and outstanding reports for timely follow-up. 1. Fire Prevention Bureau will review completed inspection reports. 2. Continuing education programs for Battalion Chiefs and their Platoon. 3. Company Inspectors are encouraged to contact the Fire Prevention Bureau to ensure codes are applied accurately and fairly. DATE DATE PAGE 12 of 13 PPFP 1-23

13 FLOW CHART Whenever possible, call owner to verify correct mailing address. Initial Inspection Obtain a Signature Or Send Form to Admin. Services for Mailing (Allow 7-30 days) Fire Company Second Inspection Obtain a Signature Or Send Form to Admin. Services for Mailing (Allow 7-30 days) Third Inspection Fire Company Abates or Refers to Fire Prevention Bureau Fire Prevention Bureau Inspect and Send Final Warning Letter An office hearing with Code Enforcement and Fire Prevention may be scheduled. Fire Prevention Bureau No Further Compliance Fire Prevention Bureau Sends Report to Administrative Appeals Board Hearing DATE DATE PAGE 13 of 13 PPFP 1-23