HFPD Operational Policies Procedures Table of Contents Revision Date Mission Statement Preface Organizational Chart General Order #1 Seat Belt Usage

Transcription

1 HFPD Operational Policies Procedures Table of Contents Revision Date Mission Statement I Preface II Organizational Chart III General Order #1 Seat Belt Usage IV 5/7/2004 General Order #2 Damage & Injury Reporting V 7/26/2004 General Order #3 Use of Bluelights VI 5/3/2005 General Order #4 Policy Acknowledgment Roster VII 4/23/2007 General Order #5 Mechanical Work/Private Vehicles VIII 6/1/2011 General Order #6 Part Time Unemployment Notification VIIII 8/1/2011 Definitions 1.1 2/1/2002 Manual Distribution /1/2009 Chain of Command 1.3 6/1/2011 Uniforms 1.4 1/1/2012 Purchasing, Maintenance and Inspection of Uniforms 1.4A 12/1/2009 Dispatching 1.5 6/1/2006 Use of Seat and Shoulder Belts 1.6 2/1/2002 Run Reports /2/2007 Off-Duty Response 1.8 7/1/2006 Release of EMS Information /2/2007 Fire Investigation /1/2007 Part Time Work Requirements /1/2008 Tardiness/Sick Notification /19/2004 Exchange of Duty (Switch Time) /15/2008 Senior Staff Meeting Agenda Item Request /1/2007 Workers Compensation Claims /1/2006 Schedule of Monthly Events /1/2009 Personal Use of District Equipment and Supplies /1/2006 Release of Information/Media Relations /1/2009 Political Activity on Fire District Property /1/2007 Electronic Communications /18/2007 District Telephone /1/2007 Residency /1/2007 Smoking and Tobacco Use /1/2007 Wearing of Jewelry /1/2007 Daily Duty & Operation Schedule /1/2007 Citizen Complaint Procedure /1/2008 Violence In The Workplace /1/2003 Weapons Policy /1/2002 Firefighter II in Training Program /1/2011 Tuition Reimbursement /1/2008 Grievance Procedure (non-contract) /20/2003 Driver s License/Auto Insurance Requirements /1/2008

2 HFPD Operational Policies Procedures Table of Contents Revision Date Field Experience /15/2004 Critical Incident Stress Debriefing /22/2007 Shift Manning /1/2011 Customer Service Survey Form /1/2011 Asset Inventory /1/2007 Sick Time Donation /1/2004 District Vehicle Use /1/2004 Employee Assistance Program /22/2007 Firefighter Disability Policy /1/2008 Public Safety Employee Act (PSEA) 1.41A 1/1/2010 Text Messaging Paging System /1/2008 Work Reduction Day Change Request /15/2013 I-PASS Usage /16/2006 Line of Duty Death /1/2012 Safety Vests /1/2008 Overtime Documentation /1/2006 District Personal ID Cards /1/2009 Personnel Evaluations /1/2008 Purchasing Procedure /1/2008 Records Management /1/2008 Return to Work Requirements /1/2009 Exit Interviews /1/2009 Health Insurance Opt Out /1/2009 Staffing Callback Procedure /15/2013 Peer Fitness Program /1/2010 Awards/Recognition Program /1/2010 Kilt Regulations /1/2010 Family Medical Leave Act /1/2010 Social Media Use 1.6 7/13/2011 Part-Time Hiring Protocol /1/2011 Physical Fitness/Recreational Activity /15/2012 Dispatch 2.1 6/1/2011 Radio Communication Failure 2.1A 10/1/2010 District Response Assignments 2.2 7/1/2011 Mayday/Emergency Traffic 2.3 3/1/2012 Severe Weather Operations 2.4 5/15/2013 EMS Incident Control /1/2007 Provisional Paramedic Field Experience /1/2007 Medical Device Failure 3.3 3/1/2002 EMS Communications 3.4 5/1/2002 Mass Casualty Trailer 3.5 7/1/2002 EMS Records Policy /1/2007

3 HFPD Operational Policies Procedures Table of Contents Revision Date Privacy/Medicare Signature Requirement 3.7 1/1/2008 Public Education: CPR & First Aid 3.8 1/1/2012 Patient Lifting & Moving 3.9 6/15/2012 Two In/Two Out Rapid Intervention Team /1/2009 Wearing of Turnout Gear 4.2 5/1/2002 SCBA 4.3 5/1/2008 Personnel Alert Safety System 4.4 5/1/2002 Bomb Threat 4.5 5/1/2002 MABAS Change of Quarters 4.6 6/1/2006 Blank 4.7 Non-Emergency Response 4.8 7/1/2002 Water/Ice Rescue 4.9 3/1/2012 Continuity of Operation Plan /1/2011 District Operations Coverage /1/2010 Safety Policy Declaration /1/2002 Infection Control Plan /1/2010 Safety Officer 5.2 9/1/2005 Safety Committee /1/2002 Employee Right to Know /1/2007 Building/Facility Safety Inspection 5.5 3/1/2003 Health and Wellness 5.6 9/1/2005 Safety Officer Training 5.7 9/1/2005 Hot/Cold Apparatus Response 5.8 7/16/2007 Fire Investigations /1/2007 Building Codes 6.1 3/1/2012 Business Inspections 6.2 3/1/2012 Fire Safety Education /1/2009 Apparatus Maintenance /1/2009 Towing of Department Vehicles 7.2 5/15/2013 Daily/Weekly Vehicle Maintenance 7.3 6/1/2011 Fire Hose Care/Washing 7.4 9/1/2002 Winter Operation of Pumps 7.5 6/1/2006 Loose Equipment Maintenance /1/2009 Apparatus Out of Service Notification 7.7 6/1/2011 Damage To Fire District Property /1/2002 Injury and Accident Reporting 8.2 3/1/2010 Fire Training 9.1 3/1/2012 Emergency Vehicle Operations 9.2 6/1/2011 Non-Emergency Vehicle Operations 9.3 3/1/2008 Vehicle Staging for Crime Scenes /7/2007 Training Tower Use 9.5 6/16/2008 Snow Plowing Operations 9.6 2/1/2009

4 HFPD Operational Policies Procedures Table of Contents Revision Date Aerial Ladder Operations 9.7 2/1/2012 Post Incident Analysis 9.8 5/15/2013 Acting Officer Experience Documentation 9.9 5/15/2013 Post Incident Analysis /21/2013 Police/Fire Joint Operational Guidelines 12/2006 HFPD Ethics Ordinance /28/2004 Updated July 19, 2013

5 DATE: 08/01/11 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: GENERAL ORDER GENERAL ORDER #1 By order of the Fire Chief: All personnel and riders shall be seated at all times and wear seat belts and shoulder harness (if available) while riding in District vehicles. The sole exception will be when administering critical patient care while working in the back of an ALS transport vehicle and this is to be allowed only when absolutely necessary for the life safety of the patient. Fire Chief Date

6 DATE: 08/01/11 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: GENERAL ORDER GENERAL ORDER #2 By order of the Fire Chief: All personnel are required to report to their supervisor any and all personal injuries and any and all damage to equipment or property, as soon as it is safe to do so. Reporting procedures outlined in Policies 8.1 and 8.2 are to be followed. Fire Chief Date

7 DATE: 08/01/11 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: GENERAL ORDER GENERAL ORDER # 3 By order of the Fire Chief: Huntley Fire Protection District personnel are prohibited from responding to emergency callbacks or to the scene of any emergency in the Huntley Fire Protection District using blue lights. The Huntley Fire Protection District policy 4.7, use of blue lights is hereby rescinded and removed from the HFPD policy manual. Fire Chief Date

8 DATE: 08/01/11 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: GENERAL ORDER GENERAL ORDER #4 By order of the Fire Chief: All uniformed personnel of the Huntley Fire Protection District are required to sign the Policy Acknowledgement Roster when new or revised policies, general orders and/or directives are presented to them. A signature on this form indicates that personnel have read and understand the aforementioned policy, general order or directive. Fire Chief Date

9 DATE: 08/01/11 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: GENERAL ORDER GENERAL ORDER #5 By order of the Fire Chief: Mechanical and body work on privately owned vehicles is not permitted on District owned or leased property except in emergency circumstances with the approval of the Fire Chief or his designate. Fire Chief Date

10 DATE: 08/01/11 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: GENERAL ORDER GENERAL ORDER #6 By order of the Fire Chief: Part time employees are protected by unemployment insurance as regulated by the Illinois Department of Employment Security (IDES). Part time employees who are employed outside the Huntley FPD and who subsequently become unemployed by that employer must report to the Fire Chief or his designate their becoming unemployed if they file for unemployment benefits. Part time employees are to notify the Fire Chief or his designate as soon as possible after this event occurs. Such employees may continue working for the Huntley Fire Protection District, however their hours will be restricted to the total pay permitted by IDES while receiving unemployment benefits from another employer. The employee may not earn more money than that permitted by IDES such that the Huntley Fire Protection District would become the primary payer of the unemployment benefits. Where no benefits are paid, and/or where the employee becomes employed by return to work or by another employer such that IDES benefits are eliminated, that employee may work additional hours at the Huntley FPD. Fire Chief Date

11 DATE: 08/01/11 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: DEFINITIONS Policy 1.1 Subject: Policy: Administration Definitions: It is the policy of the Huntley Fire Protection District to define the terms, rules, policies and procedures in order to provide a consistent understanding of their usage in the policy and procedures manual. Rules: Rules are the set of directions, which prescribe the conduct, and activities of members of the Huntley Fire Protection District. As prescriptive guidelines, rules indicate what must be done or must not be done. Policies: Policies describe a settled course of action adopted by the department in carrying out its assigned responsibilities. Policies may or may not be designed to enforce specific rule of the department, they describe the conditions under which the rule is enforced. Policies then differ from rules in that policies are descriptive rather than prescriptive. Procedures: Procedures describe in detail the manner in which a specific action is carried out. They elaborate on policies and provide answers to several basic questions: What specific action is to be carried out? When is the action initiated? Who initiates the action? What resources are needed to complete the action? What steps, in sequence, must be taken to ensure that the action is properly completed? Who approves the different steps taken as part of the action? Approved Date Fire Chief

12 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/02 REVISED: 06/01/11 TITLE: POLICY MANUAL DISTRIBUTION Policy 1.2 Subject: Policy: Administration Manual Distribution It shall be the policy of the Huntley Fire Protection District to make the Policy and Procedural Manual of the department readily available to all personnel in all stations. Procedure: It is each member s responsibility to read and understand the contents of the Huntley Fire Protection District policy and procedure manual. A copy shall be made available in each station. Annually, the manual will be reviewed by Senior Staff. After the initial distribution of the Manual, through training sessions, supplement(s) will be added from time to time and sufficient copies (via CD) will be distributed to department members. Upon receipt of supplement(s) by the Battalion Chief/Acting Battalion Chief, they shall be properly indexed within the Manual. The subject shall be inserted, on the index page, corresponding to the appropriate bulletin number. Old policies and supplements will be removed as needed. A copy of the new and revised policies will be posted through on-line training modules. Each employee will be required to sign off on new and revised policies acknowledging that they have read and understood the new and/or revised policy. Approved Date Fire Chief

13 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/02 REVISED: 06/01/11 TITLE: CHAIN OF COMMAND Policy 1.3 Subject: Policy: Administration Chain of Command It is the policy of the Huntley Fire Protection District to follow an established Chain of Command in both emergency and non-emergency situations The Chain of Command for the Huntley Fire Protection District in order of most to least authority is as follows: Fire Chief Deputy Fire Chief Battalion Chief Lieutenant Firefighter The Chain of Command is used for all formal communications within the organization. The exception to this rule is on emergency scenes where Command has been assumed. The Command function can be assumed by any member of the organization if they are first on the scene in an emergency. The person in the Command position has control over the emergency scene unless relieved by an Officer of higher rank or if a transfer of command takes place. The Fire Marshal, Director of Training and the EMS Coordinator are staff positions. The Fire Marshal has authority over fire prevention, public fire education, business inspections, fire code enforcement and fire investigation activities. The Fire Marshal works directly for the Fire Chief or his designate and does not hold a line position in the chain of command. Those working on programs assigned to the Fire Marshal must report to him. The EMS Coordinator is a staff position and reports directly to the Deputy Fire Chief- Administration. The EMS Coordinator is responsible for a variety of EMS activities including record-keeping, training, supply and equipment inventory etc. An EMS committee has been established to facilitate communication with the EMS Coordinator on these matters.

14 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/02 REVISED: 06/01/11 TITLE: CHAIN OF COMMAND Page 1 of 2 The Director of Training is a staff position that reports directly to the Deputy Fire Chief - Administration. His duties include planning, scheduling and implementing training programs, acting as the Incident Safety Officer on emergency scenes and special duties as assigned by the Fire Chief. On the emergency scene, he has the authority to direct and/or cease operations that compromise firefighter safety. With regard to training, his authority to direct training activities is through the Deputy Fire Chief. The Director of Training will work with the department training committee to address operational training needs. Refer to the Organization Chart at the front of the Policy and Procedures manual for further clarification. Approved Date Fire Chief Page 2 of 2

15 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 01/01/12 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS Policy 1.4 Subject: Policy: Procedure: Administration Uniforms It is the policy of the Huntley Fire Protection District to have a standard of dress for on duty personnel. Dress Uniforms The dress uniform consists of a single breasted jacket, navy blue dress trousers, long sleeve dress shirt (with issued badge name tag, and appropriate collar pins), black shoes, black belt, black tie, black, or navy blue socks. Appropriate dress uniform is required for funerals, public education presentations or when specified by the Fire Chief or his designate. Winter Work Uniform (October 1 to April 30): The winter work uniform shall consist of a district issued jacket, navy uniform trousers, long sleeve button down shirt (with issued badge, name tag, and appropriate collar pins), long sleeve polo shirt and/or sweatshirt, black shoes/boots, black belt, black or navy blue socks. (White socks may be worn with boots). Turtle neck shirts with the approved HFPD insignia may be worn as an optional garment under the duty shirt. Summer Work Uniform (May 1 to September 31) The summer work uniform shall consist of a district issued navy uniform trousers, short sleeved button down shirt (with issued badge, name tag and appropriate collar pins) or district approved polo shirt, black shoes/boots, black belt, black or navy socks (white socks may be worn with boots). The District approved polo shirts may be worn as a uniform shirt from April through October. April and October are the only optional months for uniform sleeve length The work uniform may be altered for a short period of time throughout the day for the following activities: physical fitness, practical training and manual labor. Page 1 of 6

16 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 01/01/12 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS Personnel are permitted to wear a navy blue t-shirt (white t-shirt for Officers) with the Huntley Fire Protection District logo while working within the fire station. This is the only approved on-duty t-shirt. The t-shirt is not to be worn in public unless it is under turnout gear or otherwise approved by the Fire Chief or his designate. A district approved baseball cap may be worn as part of the duty uniform (not dress uniform). The approved cap is navy blue and has the Huntley Fire Protection district logo on it. During winter months (November through March) the district approved knit cap may be worn. The approved cap is navy blue with the Huntley Fire Protection District logo. No other caps are approved as part of the on duty uniform. Uniforms for Lieutenants and Battalion Chiefs The uniform for Lieutenants and Battalion Chiefs shall conform to the same standards of dress indicated in this policy with the exception that they will wear white duty shirts, white polo shirts or job shirts (gray) during the indicated dates during the year. White dress shirts are to be worn at community functions as directed by the Fire Chief or his designate. Uniforms for the Fire Chief, Deputy Fire Chief and Fire Marshal The Fire Chief, Deputy Fire Chief and Fire Marshal will wear the appropriate white dress shirts or polo shirts throughout the year unless otherwise specified by the Fire Chief or his designate. Wearing of Uniforms on duty All personnel shall be in complete uniform and ready for work at the start of their designated shift. The uniform shall be neat and clean and in good condition. A complete uniform must be worn on all calls except when responding in turnout gear. When responding in turnout gear an approved t-shirt or approved workout clothes may be worn under the bunker coat. After 2100 hrs. personnel may respond on calls wearing their district approved t-shirt in place of their duty shirt. Page 2 of 6

17 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 01/01/12 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS No personal clothes or non-department issued clothing is to be worn as outerwear while on duty. Personnel returning to work on an emergency call back should be dressed appropriately (i.e. no offensive graphics or wording on shirts etc.). Preferably call back personnel will have a department t-shirt, sweatshirt or other attire signifying their status as a department member. Replacement requests for uniform items are to be directed to the department Quartermaster. In emergencies the Battalion Chief/Acting Battalion Chief may replace uniform items as needed. Career Personnel-Basic Issue Article Quantity Badge, (shirt/coat) 2 Tie 1 Nameplate 1 Shirt, Navy long-sleeve button down 1 Shirt, Navy short sleeve button down 1 Polo Shirts 3 Polo Shirts-long sleeve 2 Pants, Navy work 3 T-shirts, Navy 3 T- Shirt Long Sleeve 3 Sweatshirt / Job Shirt Jacket 1 Helmet with NFPA approved eye protection 1 Coat, Turnout 1 Pants, Turnout 1 Boots, Turnout 1 Suspenders, Turnout 1 Gloves 1 Protective hood 1 SCBA face piece & case 1 Leather Belt 1 Duty shoes/boots 1 pr. Workout shorts 1 pr. Workout pants / sweatpants 1 pr. Winter headwear 1 Baseball cap 1 Page 3 of 6

18 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 01/01/12 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS Career Personnel-Officer Additional Issue Article Quantity Badges (coat/shirt) 2 Nameplate 2 Shirt, White long sleeve button down 1 Shirt, White short sleeve button down 1 Polo Shirt short sleeve 3 Polo Shirt-long sleeve 2 T-shirts, white 3 T-shirt, long sleeve 3 Sweatshirt / Job shirt 2 Helmet w/eye protection 1 Nameplate w/rank on turnout coat 1 Name tape w/rank for 5-11 jacket 1 Part-Time Personnel Basic Issue Article Quantity Badge, Shirt 1 Tie 1 Nameplate 1 Shirt, Navy long-sleeve button down 1 Shirt, Navy short-sleeve button down 1 Pants, Navy work 2 Sweatshirt / Job shirt 1 T-Shirt, Short-sleeve 2 T-Shirt, Long-sleeve 2 Polo Shirts 2 Polo Shirts- long sleeve 2 Helmet with NFPA approved eye protection 1 Coat, Turnout 1 Pants, Turnout 1 Boots, Turnout 1 Protective hood 1 Gloves 1 Suspenders 1 SCBA face piece & case 1 Page 4 of 6

19 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 01/01/12 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS SRT / HAZ MAT Members Article Quantity Black Gear Bag 1 Boonie Hat 1 BDU Shirts 2 BDU Pants 2 Under Armor Shirt -short-sleeve 2 Under Armor Shirt-long sleeve 2 Millennium Mask w/ Canister 1 SRT Sweatshirts 2 Division Sweatshirts 2 Headlamp 1 Chem Sticks 3 Camel Back 1 N95 Mask 5 Hand Warmers 6 Raingear Set 1 Mark 1 Kit 1 Passport Tags (Orange) 4 Safety Glasses 1 Hearing Protection 1 Common Gear Eye and hearing protection is located on apparatus for use by all department members. Class A Uniform Issue-Career Firefighters Dress Cap 1 Hat Badge 1 Dress Jacket 1 Long Sleeve Dress Shirt 1 Additional Nameplate 1 Additional Badge 1 Dress Trousers 1 Dress Belt (clarion type) 1 Dress shoes 1 pr. White Parade Gloves 1 set Page 5 of 6

20 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 01/01/12 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS Class A Uniform Issue Officers Dress Cap (leather crown) 1 Hat Badge (bugle and backing) 1 Dress Bugles for coat 1 set Rank Striping 1 Long Sleeve Dress Shirt 1 Items on these lists can be modified at the discretion of the Quartermaster and Fire Chief. All issued clothing and related equipment is the property of the Huntley Fire Protection District. Personnel are to confirm proper fit of all uniform items at time of issue. Clothing alterations will only be approved by the Quartermaster. Approved Date Fire Chief Page 6 of 6

21 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS Policy 1.4A Subject: Policy: Administration Purchasing, Maintenance and Inspection of Uniforms It is the policy of the HFPD to provide guidelines for the purchase, maintenance, and inspection of uniforms and turnout gear. Procedure: Purchasing Guidelines Uniforms and turnout gear will be purchased through authorized suppliers for the District. There will be no unauthorized charges to the District for uniform or equipment purchases. All charges to the District are to be authorized by the Quartermaster or Fire Chief or his designate. Maintenance and Inspection Clothing and turnout gear will be maintained in a manner that will maximize the life of the garment. Wet gear should be dried by exposing all surfaces to air. This can be accomplished by hanging it on the station gear racks. Oil, grease, smoke, clean in the washing machine. Soot and chemicals use proper procedures and the detergent supplied. After washing, clothes should be air dried, reassembled and places back in service on the appropriate storage rack. Garments shall not be folded or stored while wet. Action of some chemicals under these conditions increases the corrosion rate of the fabrics. Gear shall be hung until dry on the gear racks. Protective coat and trousers shall be kept free of hydrocarbons, dirt, and other substances. Page 1 of 4

22 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS The reflective trim shall be maintained in a clean condition, allowing for clear visibility of all exterior surfaces. All reflective trim shall be in place and properly sewn on. Ordinary spots may be removed by sponging off with a damp cloth. No alterations of any type shall be allowed. Altering protective clothing may negate the N.F.P.A. certification. All components of the coat and trousers shall be in place and in good working order including, snaps and Velcro fasteners, wristlets and water-well, inner liners, and zippers. The inner liners are designed to be removed for laundering of the gear. The liner provides protection from thermal exposure and, therefore, shall be reinstalled immediately after laundering, and not be altered in any manner. Helmets shall be kept clean and all reflective trim shall be in place. The eye shield shall be in place, kept clean and free of discoloration or scratches that would reduce visibility. Any alteration must be approved by the Quartermaster The helmet shall be kept free from any decals or other markings unless approved by the Fire Chief or his designee. The helmet shall be free from any structural damage including cracks, melting or punctures. The inner liner shall be in place and free from damage, buildup, dirt, hydrocarbons, or other substances. Firefighter gloves shall be free from damage due to cuts, punctures, heat or acidinitiated decomposition. Firefighter gloves shall be kept clean and free from dirt, hydrocarbons, or other substances. They can be laundered with the turnout gear. The inner liner shall be in place and attached at the fingertips. Only fire department issued gloves will be allowed. Page 2 of 4

23 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS Protective hoods are to be clearly marked with the name and or number of the person to whom they are issued. Hoods shall be kept clean and free from hydrocarbons, dirt and other substances. They can be laundered with the turnout gear. Firefighter boots shall be free from mechanical damage due to punctures, tears or melting. The sole shall be in good condition and free from excessive wear. The tread shall be in good condition in order to provide traction. Repairs/Alterations to Turnout Gear Items to be repaired shall be as clean as possible when turned in for repairs or alterations. Each item must be tagged and a repair tag shall be completed in full. All gear repairs shall go through the Quartermaster for authorization and any special circumstances. All paperwork returned with gear is to be directed to the Quartermaster or his/her designee. If problems are found with uniform or gear they must be communicated to the quartermaster. This can be done by . Inspection Program The Quartermaster shall initiate a program with the officers to inspect all protective clothing including the following Protective turnout coat Suspenders Safety Glasses Firefighter boots Hearing protection Passport Tags Protective trousers Firefighter gloves Helmet (Including liner and eye shield) Protective hood Safety Vests Page 3 of 4

24 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: UNIFORMS: PURCHASING, MAINTENANCE, INSPECTIONS This inspection shall be completed at least once every three months. Deficiencies shall be corrected immediately with personnel following the appropriate procedures. If it is found that an employee s protective clothing is in such condition as to pose an unacceptable hazard to the employee, the Battalion Chief/Acting Battalion Chief shall be contacted and an emergency replacement will be made. Approved Date Fire Chief Page 4 of 4

25 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 06/01/06 TITLE: DISPATCHING Policy 1.5 Subject: Policy: Administration Dispatching It is the policy of the Huntley Fire Protection District to utilize Southeast Emergency Communications (SEECOM) as our primary dispatch center for all emergency calls related to the Fire District. Procedure: All dispatches for fire department personnel and apparatus shall be through SEECOM dispatchers. When phone, radio, or personnel messages requesting fire or EMS personnel are received at the fire stations, it shall be the responsibility of the persons receiving the call to transfer the call to the dispatch center so the appropriate information can be obtained for proper record keeping The person taking the call at the fire station for a request for service i.e. (carbon monoxide detector, lock outs, etc.) shall take basic information, and tell the caller to hang up and dial 911. Information to be taken shall include: name of the party calling, address of the emergency, callback phone number and the nature of call. Approved Date Fire Chief

26 DATE: 02/01/02 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: USE OF SEAT BELTS AND SHOULDER RESTRAINTS Policy 1.6 Subject: Policy: Administration Use of Seat and Shoulder Belts It is a policy of the Huntley Fire Protection District to provide safety equipment to ensure a high level of safety during all activities. Procedure: Seat belts and shoulder safety restraint devices, when available, shall be worn by all fire department personnel at all times when in department vehicles. These devices are to be put in place and properly fitted and secured prior to the vehicle being put in motion as outlined in the appropriate Illinois State statute. This policy is intended to be in effect during emergency and non-emergency use of all fire department vehicles. Approved Date Fire Chief

27 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/02/07 TITLE: RUN REPORTS Policy 1.7 Subject: Policy: Administration Run Reports All required reports are to be completed by the end of each shift day. Procedure: The Battalion Chief or acting Battalion Chief shall be responsible to see that all fire and EMS reports that have occurred on their shift are completed and logged by the end of their shift. Fire and EMS reports are to be checked for correct sequence of report numbers and completeness by the Lieutenant or Acting Lieutenant. Approved Date Fire Chief

28 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 07/01/06 TITLE: RESPONSE OF OFF-DUTY PERSONNEL Policy 1.8 Subject: Policy: Administration Off-Duty Response It is the policy of the HFPD to utilize off-duty personnel to supplement on duty personnel on alarms where additional manpower is needed. Procedure: All personnel are to monitor for call back requests. When additional personnel are needed, the Incident Commander will contact dispatch, and the call will be upgraded. Personnel are expected to respond to the following types of alarms: General Alarm (all call tones): All structure fires. At any time, any alarm can be upgraded at the discretion of the Battalion Chief, Deputy Fire Chief, Fire Chief or Incident Commander. Call back of all personnel as requested by a Senior Officer. All full-time personnel are to respond to their respective stations unless directed otherwise by the Battalion Chief, Deputy Fire Chief, Fire Chief or Incident Commander. Part-time firefighters can report to any station (with turnout gear). Command is to be notified when a station is manned. General alarms and call backs will also be text messaged. If personnel are directed to the emergency scene or if they should happen upon a scene, they are to report to the Incident Commander for assignment and for accountability purposes. Personnel are not to assign themselves to work crews or emergency tasks. Approved Fire Chief Date

29 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/02/07 TITLE: RELEASE OF MICU REPORT INFORMATION Policy 1.9 Subject: Policy: Administration Release of EMS Information In order to protect the patient s right to privacy, all medical records must be kept confidential. It is the policy of the fire department to abide by the guidelines set forth by the state in the Freedom of Information Act regarding the release of patient information as documented on the MICU Report Form and those set forth by the Resource Hospital. Procedure: Refer all requests for information on Ambulance Incidents to the Chief or his/her designee. The MICU Report Form and ambulance incidents dealing with the specific patient s care given are confidential in nature. According to the Freedom of Information Act the following information may be released without a subpoena: ambulance service, location of call, date of call, dispatch times, sex, and receiving hospital. The Report Forms and contents are the property of the Resource Hospital. Copies of the MICU Report Form can be released ONLY in response to subpoena or by request of the Resource Hospital. The release of any information other than specified by the Freedom of Information Act to anyone, including the patient, is not permitted. All other requests for copies of the Report Form, other than by subpoena, must be directed to the Resource Hospital, which will release copies after determination of the legitimacy of the request. Provena St. Joseph Hospital is the Official Keeper of Records for patient information. The Fire Administration office will refer the requesting party to the EMS office of the system Resource Hospital. Upon receipt of a subpoena the administration will comply with the court order in a timely manner. Additional guidelines to the confidentiality of Medical Records are contained in Provena St. Joseph Hospital Policy # 411, Confidentiality of Patient Records. Approved Date

30 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/07 TITLE: FIRE INVESTIGATION Policy 1.10 Subject: Policy: Administration Fire Investigation It shall be the policy of the Huntley Fire Protection District to investigate all fires and to determine the cause of the origin. When there is reason to believe that the fire was of suspicious nature, or when the cause is not readily apparent, a trained investigator will be called in to investigate the incident. Procedure: When a fire cause or origin is not readily apparent, the incident commander shall contact a fire investigator and also notify the police and have them report to the fire scene. If an investigator is not available, an investigator will be called from the State Fire Marshall s Office. Consideration should be given to call the Kane County Arson Investigation Task Force if appropriate. The scene shall not be disturbed more than necessary for extinguishment of the fire and recovery of injured individuals resulting from the fire. The scene shall be secured until arrival of the investigation team. Part of this investigation team shall include the police detectives assigned to the investigation team. Once they arrive on the scene, they shall have control of overhaul and removal of all fire damaged materials. Once the cause and origin of the fire has been determine and all evidence has been removed, the scene will be turned over to the suppression crews for completion of overhaul and securing the area until released to the owner or occupant. Approved Date Fire Chief

31 HUNTLEY FIRE PROTECTION DISTRICT DATE: 05/01/06 REVISED: 12/01/08 TITLE: PART TIME WORK REQUIRMENTS Policy 1.11 Subject Administration Part Time Work Requirements Policy / Procedure: The purpose of this policy is to establish minimum duty guidelines for all part-time employees. The following SOG will cover minimum weekday, weekend, and holiday duty requirements. In addition, this SOG will include the definition of classification for all part-time employees. I. DEFINITIONS A. Weekday shift: Any 12-hour shift beginning at 0700 Monday through 0700 Saturday. B. Weekend shift: Any 12-hour shift beginning 0700 Saturday through 0700 Monday. C. Day shift: Any 12-hour shift beginning 0700 through 1900 hours. D: Night Shift: Any 12-hour shift beginning 1900 through 0700 hours. E. Holiday shift: There are nine designated holidays within the year: 1 New Years Day 2 Easter 3 Memorial Day (observed) 4 Independence Day 5 Labor Day 6 Thanksgiving Day 7 Christmas Eve 8 Christmas Day 9 New Years Eve F. Calendar coordinator: The Fire Chief appoints the coordinator and serves at his direction. The coordinator has the responsibility for maintaining sign-up, policing minimum work hours, and assigning shifts to employees who do not meet minimum work requirements. Page 1 of 4

32 HUNTLEY FIRE PROTECTION DISTRICT DATE: 05/01/06 REVISED: 12/01/08 TITLE: PART TIME WORK REQUIRMENTS II. Calendar Sign-up A. Sign-up will be at Station #1 and will be removed on the 15th day of the month. Example: sign-up will be removed January 15 th for February s duty. B. Duty assignments are effective from the first day of the month. Any errors in assignments will require the employee to find coverage. C. By the 1 st day of the month, all part-time employees will have copies available to them. D. Shift assignments will be based on seniority and qualifications. E. Minimum requirements will be to sign up for five (5) 12 hour shifts a month. One day shift a month is required. The total minimum number of hours per month for sign up is sixty (60). (This minimum does not apply to part time staff that have signed a previous employment agreement stating that they are required to work a minimum of four (4) shifts per month). F. The maximum number of shifts to be worked in a month is sixteen (16). Part time staff are not allowed to work in excess of 212 hours a month. This total time includes shifts, special assignments etc. It is the responsibility of part time staff to monitor their total hours worked per month. G. Part time staff are not allowed to work over 48 hours consecutively. There must be at least a twelve (12) hour break after 48 hours of consecutive work time. III. Holiday Work Schedule A. All part-time employees are required to sign-up for 12 hours of holiday duty annually. B. Sign-up for the year shall begin January 1, and ends on January 31 for the current year. Page 2 of 4

33 HUNTLEY FIRE PROTECTION DISTRICT DATE: 05/01/06 REVISED: 12/01/08 TITLE: PART TIME WORK REQUIRMENTS C. Shift assignments will be based on seniority and qualifications. IV. Unexcused Absence A. Absence is not tolerated. B. Part-time employees that are sick must contact the Battalion Chief as soon as possible, no less than 60 minutes prior to shift start. Failure to contact the Battalion Chief prior to the beginning of your assigned shift will be classified as unexcused. C. If your name is inadvertently on the schedule, after the first of the month, you will be required to work the shift, or find a replacement. Failure to report to duty will be considered an unexcused absence. D. Disciplinary action V. Excused Absence Page 3 of 4 1 The first unexcused absence will be a verbal warning from the station officer, and a discipline form signed by the station officer and employee. 2 The second unexcused absence will be a written warning from the station officer, and a discipline form signed by the station officer and employee. 3 The third unexcused absence will be a suspension given by the Chief or his designee. 4 The fourth unexcused absence will be a recommendation for termination. A. When requesting time off, an is required during the monthly sign-up period for the month involved. B. Excused absences will be tracked by the calendar coordinator. Employees can request to review their current status regarding excused absences by ing the calendar coordinator.

34 HUNTLEY FIRE PROTECTION DISTRICT DATE: 05/01/06 REVISED: 12/01/08 TITLE: PART TIME WORK REQUIRMENTS VI. Leave of Absence (LOA) A. Part-time employees requesting a leave of absence must submit a written request to the Chief or his designee. B. Leave of absence is granted for a period of not less than 30 days, and not longer than 90 days, unless there are special circumstances i.e. military leave. C. Only one leave of absence will be granted within a calendar year, unless approved by the Fire Chief. VII. Failure to Meet Minimum Work Requirements A. Employees failing to sign up for 180 hours within any quarter of the year will be reviewed by the Chief or his designee and may be placed on probationary status. (Those part time employees that have signed a previous employment agreement requiring four (4) shifts per month are required to sign up for 144 hours per quarter). B. Any employee that is on probation for not meeting the minimum work requirements will remain on probation until they complete two consecutive quarters of the standard. C. Not meeting the minimum hour work requirement for two quarters within a calendar year may result in termination. Approved Date Fire Chief Page 4 of 4

35 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 08/19/04 TITLE: TARDINESS/SICK NOTIFICATION Policy 1.12 Subject: Policy: Administration Tardiness/Sick Notification It shall be the policy of the Huntley Fire Protection District that all personnel scheduled for shift duty be ready for work at their scheduled time. That shall include being in full uniform and ready to assume all duties assigned. Procedure: Anyone reporting for assigned duty after the scheduled starting time shall be deemed tardy. When tardiness occurs, the following documentation shall be submitted to Fire Administration and placed in the personnel record of the individual involved. A memo from the person who was tardy shall be completed and submitted to the Station Officer and forwarded to Battalion Chief or his designee. The following information shall be in the memo: Date tardiness occurred Reason for tardiness. Length of time involved in tardiness. The employee will be docked pay equivalent to the length of time they were tardy. A Documentation of Verbal Warning form will be completed by the station Officer and discussed with employee and signed. Any additional unexcused tardiness will result in further disciplinary action. Notification of absence and the reason for the absence (i.e. sick leave) shall be given to the Chief or his designee as soon as the employee is aware that he/she is or will be unable to report for duty, and in any event no less than one (1) hour prior to the start of the employee s duty shift for each day the employee is absent for reasons of sickness. This also applies to use of short notice personal days, unless a dire emergency prevents proper notification. Approved Date Fire Chief

36 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 11/15/08 TITLE: EXCHANGE OF DUTY Policy 1.13 Subject: Policy: Administration Exchange of Duty (Switch Time) It shall be the policy of the Huntley Fire Protection District to permit exchange of scheduled duty hours with other personnel of equal qualification with the prior approval of the Battalion Chief. Procedure: Any full-time person wishing to exchange duty hours, vacation days, or other hours of work shall complete an Exchange of Duty form and submit it to the Battalion Chief.. The form must be submitted not less than 48 hours prior to the start of the exchange, except in personal emergencies. When an emergency will not permit the required 48-hour notice, the nature of the emergency will be noted on the exchange form by the Battalion Chief prior to filing the request in the personnel file of the individual. Exchanges of less than 24 hours will be termed short exchanges. Short exchanges will be governed by the same rules and procedures as regular full day exchanges. All exchanges of duty will be in compliance with the terms of the current collective bargaining agreement. The approval or disapproval of the exchange is solely at the discretion of the Battalion Chief, the Chief or his designate. Exchange of duty hours of part-time personnel will not normally be approved. Fire Administration, however, may approve such exchanges to cover shift hours when the exchange will not affect the delivery of service of the department. These exchanges will be limited to hours for required schools or assignments made by the department. Where there is a shift trade or borrowed time it shall be the responsibility of those employees to payback, and not the responsibility of the District. If an employee fails to show up for an exchange that employee will be charged for lost time and the appropriate disciplinary action will be taken. If the payback employee call in sick, the sick time will be charged to that employee. Approved Date Fire Chief

37 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/07 TITLE: SENIOR STAFF AGENDA Policy 1.14 Subject: Policy: Administration Senior Staff Meeting Agenda Item Request It is the policy of the Huntley Fire Protection District to promote employee empowerment and entertain new and constructive ideas for the betterment of department operations. Procedure: The senior staff meeting agenda item request form (attached) shall be made available for all district members. It will be one of the methods for members to get clarification of a policy, present new concepts and or address operational problems. To submit an item, the employee shall describe the topic and provide as much information as possible. The form will then be given to your immediate supervisor. The supervisor will review the request and seek clarification if needed. The supervisor will, if, within the realm of their authority, make a decision on the request. The supervisor will provide, in writing, to the subordinate and the Battalion Chief a copy of the request and the decision rendered. If the request is beyond the realm of the supervisor s authority, he/she shall make a written comment on the form and forward the request with comments to the next higher supervisor. This supervisor shall review the request and make further comments on the form and it will be presented at the next scheduled Senior Staff meeting for discussion. A decision and/or written response will be made to the request and returned to the employee via the chain of command. Approved Date Fire Chief Page 1 of 2

38 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/07 TITLE: SENIOR STAFF AGENDA SENIOR STAFF AGENDA REQUEST ITEM Topic, subject or business to be covered: Requested by : Date: Note: Provide as much information as possible, use attachments if necessary. Supervisor must make comments. Supervisor Agree Disagree Comments Battalion Chief Agree Disagree Comment Use back of form for additional comments as necessary Page 2 of 2

39 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 06/01/06 TITLE: WORKERS COMPENSATION CLAIMS Policy 1.15 Subject Policy: Administration Workers Compensation Claims It shall be the policy of the Huntley Fire Protection District to have any individual injured or becoming ill as a result of employment in the fire department to complete all required workers compensation forms and department investigation reports as outlined in the following procedure. Procedure: All injuries or illnesses occurring while on duty shall be reported immediately to the Battlion Chief. The Battalion Chief shall immediately see that the employee receives the appropriate medical evaluation and/or emergency care. If an injury or illness occurs on duty that is minor and requires no medical treatment, an Initial Report of Injury/Illness shall be filled out and forwarded to the Deputy Chief. Anyone injured or becoming ill as a result of, employment with the Huntley Fire Protection District or in connection with a job requirement, and requires medical evaluation or emergency care, shall have an Illinois Industrial Commission Form 45 completed by the Battalion Chief and given to the Deputy Chief within 24 hours of the incident. If the injury or sickness is a Lost Time Incident, VFIS Forms Attending Physicians Statement and Accident/Sickness Claim Report will be completed by the employee, Deputy Chief and Administrative Assistant. The Huntley Fire Protection District s Safety Committee will review all injuries and make recommendations to Chief and Deputy Chief if required. If a serious injury has occurred, the employee is to be transported to the nearest hospital. If the injury is evaluated as not serious, the employee is to be taken to Sherman or Provena St. Joseph Occupational Health (or hospital if after hours) for evaluation. A copy of the fire department Medical Report form shall accompany the employee to the medical facility. The Battalion Chief shall contact the medical facility evaluating the employee and inform them that the Medical Report must be completed prior to the employee returning to work. 1 of 2

40 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 06/01/06 TITLE: WORKERS COMPENSATION CLAIMS This form serves two functions: first, it documents the ability of the employee to return to work for full duty. Second, it protects the employee from further questionable claims resulting from aggravation of an existing injury or the possibility that a claim may be denied because of a pre-existing condition. When the employee returns to work, the Medical Report shall be given to the Battalion Chief. It shall be the responsibility of the Battalion Chief to see that all required forms, documentation, and reports are completed and submitted to the Chief or his designee within 48 hours of the occurrence. If a follow-up investigation is required, a notation will accompany the submitted reports indicating that they are not complete. If the employee is so severely injured that the required forms cannot be completed by the employee or that the employee cannot be interviewed to determine the cause and nature of the incident, an incomplete form shall be submitted along with a memorandum stating the relative condition of the employee and that an investigation is on-going. Any employee off work for any condition that limits or could limit his/her ability to function at 100% capacity shall have a Medical Report completed by the attending physician. These forms can be obtained from the Administrative Assistant. Conditions that will require this form shall include but not be limited to surgery of any type, off duty injuries, illnesses of more than two shift duty days (full time employees) or three calendar days for part-time personnel and all duty injuries. Approved Fire Chief Date 2 of 2

41 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: SCHEDULE OF TRAINING, MEETINGS AND EVENTS Policy 1.16 Subject: Policy: Administration Schedule of Training, Meetings and Events It is the policy of the Huntley Fire Protection District to schedule all training, meetings, special assignments and other events on the department s shared calendar. EMS Education: EMS education is regularly scheduled on the 2nd and fourth Tuesday, Wednesday, and Thursday of the month. The meeting dates and times will be posted on the departments shared calendar. Fire Training: The Director of Training will schedule regular weekly company and multicompany training in advance. All additional training will be schedule through the Director of Training and will be posted on the department s shared calendar. Events All Fire District related events that effect scheduling will be placed on the department s shared calendar prior to their occurrence. These events include but are not limited to public education events, committee meetings, presentations from outside agencies, mutual aid drills etc. Senior Staff meetings: Senior Staff (Chief, Deputy Chiefs, Battalion Chiefs and Fire Marshal, Director of Training) will meet monthly at a time and location determined by the Fire Chief. The meeting date and time will be posted on the department s shared calendar. Full Staff Meetings: Full Staff (All Officers) will meet periodically at a time and location determined by the Fire Chief. The meeting date and time will be posted on the department s shared calendar. Page 1 of 2

42 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: SCHEDULE OF TRAINING, MEETINGS AND EVENTS Scheduling Conflicts Scheduling conflicts will be reported to the Battalion Chief as soon as possible. A Chief Officer will resolve any scheduling conflicts. Approved Date Fire Chief Page 2 of 2

43 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 06/01/06 TITLE: PERSONAL USE OF DISTRICT SUPPLIES/EQUIPMENT Policy 1.17 Subject: Policy: Administration Personal use of District Equipment and Supplies It is the policy of the Huntley Fire Protection District to maintain control over supplies owned and purchased for the daily operation of the district. The use of Fire District supplies/equipment for personal use is not authorized without prior approval from the Fire Chief or his designee. Stationary supplies: Any stationary that has Fire District letterhead on it is strictly forbidden for anything except Fire District business. No personal correspondence is authorized on department letterhead. All requests for office supplies are to be made through the District s Administrative Assistants Telephones: Personal use of District telephones for local calls is authorized but shall not be abused by personnel. Personal long distance calls are not permitted using District phones without the permission of the Battalion Chief or his designee. Long Distance calls are calls outside of area codes 847, 815 and 224. District Equipment: Fire station equipment/tools shall not be removed from the station for personal use at any time unless the proper authority has approved it. If an individual uses any equipment/tools, they must be signed out through the Deputy Fire Chief or the Fire Chief, and they are responsible for replacement or repair in the event of damage or loss. Postage: No member is authorized to use postage for personal use that has been purchased by the Fire District. Use of postage is for business purposes only and with the approval of a Senior Staff Officer (Chief, Deputy Chief, Battalion Chief or Fire Marshal, Director of Training). Approved Fire Chief Date

44 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: RELEASE OF INFORMATION/MEDIA RELATIONS Policy: 1.18 Subject Policy: Administration Release of Information/Press Inquiries In fulfilling requests for information, the Huntley Fire Protection District s primary concern is to provide factual information while maintaining patient confidentiality and legal integrity. Due diligence should be exercised in assuring that the information released satisfies these concerns. The following policy should be adhered to when communicating with the press or general public about a specific incident. Procedure: All inquires made about a specific call should be immediately directed to the Battalion Chief, regardless of who is making the inquiry. The Battalion Chief or his designee is approved to release information only in accordance with this policy. AT NO TIME SHALL ANY MEMBER FROM THIS DEPARTMENT SPEAK TO THE PRESS WITHOUT APPROVAL FROM THE FIRE CHIEF, DEPUTY CHIEF, BATTALION CHIEF, INCIDENT COMMANDER OR FIRE MARSHAL. A Fire Incident Press Release Form and an EMS Press Release Form have been adopted to standardize information that can be released to the public. The Battalion Chief, Incident Commander, Deputy Fire Chief or Fire Chief should complete the appropriate press release form for incidents that the press would typically have an interest in or inquire about. The completed form should be attached directly to the station report and will be considered a permanent record with the report. Upon receipt of an inquiry about a specific incident or daily activity, the Battalion Chief is approved to release the information contained on the appropriate press release form. If no such form has been completed, the Battalion Chief or Incident Commander should complete the form and advise the requesting party that the information is not yet available and please call back or leave a number where they can be contacted with the information. If you have any doubt releasing a specific detail, contact the Fire Chief or Deputy chief before releasing the information. Only the information on the press release form can be given out without prior approval from the Chief or his designee. 1 OF 2

45 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/09 TITLE: RELEASE OF INFORMATION/MEDIA RELATIONS Special Consideration: In incidents involving a fatality, the name(s) of the victim(s) will be withheld pending verification of next-of-kin notification. For any incidents involving possible criminal action, complete the press release form and provide a copy to a supervisor of the responsible police jurisdiction for their approval prior to releasing information specific to the possible criminal offense or potential evidence. If a request for information has been made prior to police department approval, advise the party that the information is not yet available and please call back or leave a number where they can be contacted with the information. IN ANY POTENTIAL CRIMINAL MATTER, IT IS IMPERATIVE THAT ABSOLUTELY NO INFORMATION IS RELEASED TO THE PRESS OR GENERAL PUBLIC WITHOUT FIRST BEING APPROVED BY THE APPROPRIATE POLICE JURISDICTION. For the purpose of this policy, personal interview requests for details about a specific call shall be considered as a form of a press release and the procedures outlined in this policy are applicable. No information may be released in a personal interview without being subject to the procedures set forth above. The following two pages are examples of the press release forms that are to be used. No other form is authorized for the purpose of release of information to the press or general public. Approved Fire Chief Date 2 of 2

46 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/07 TITLE: POLITICAL ACTIVITY ON FIRE DISTRICT PROPERTY Policy 1.19 Subject: Policy: Administration Political Activity on Fire District Property All members of the Huntley Fire Protection District are entitled to maintain their individual political opinions and freedom of choice. It is not considered appropriate to actively politic on Fire District property. The following policy should be adhered to in relationship to political activity on Fire District property. Procedure: No member of the Huntley Fire Protection District shall actively participate in any political activity, other than District Referendum matters, while on Fire District property. This policy applies to personnel on or off duty. The definition of political activity includes, but is not limited to the following: Fund Raising Petition Signing Campaign Activity Public Endorsements This policy in no way interferes with the personal rights of Fire District employees. Special Consideration: Issues placed on a ballot by the Huntley Fire Protection District, such as referendum questions, will be allowable activities providing the activities are conducted in accordance to applicable statues. Any time you are in a District uniform or representing the District, it will be considered that you are on duty. Approved Date Fire Chief

47 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 05/18/07 TITLE: ELECTRONIC COMMUNICATIONS Policy 1.20 Subject: Policy: Administration Internet Usage It is the policy of the Huntley Fire Protection District to limit the use of Internet and on-line access for appropriate use only. Procedure: The Fire District has established Internet access through an Internet Service Provider allowing personnel access for Fire Service related sites and research. Access to inappropriate sites, including but not limited to sites of a sexually explicit nature, sites requiring additional fees, and other sites or chat rooms that may be considered offensive in nature, are strictly prohibited. Access should be limited to professional business and research uses only unless prior approval has been given from an Officer. Internet usage may be monitored by District officials, without advance notification, to ensure compliance with this policy. All Internet and On-line access, either under the District s screen name or under an employee s personal account, will be subject to the provisions established within this policy. Approved Fire Chief Date

48 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/01 REVISED: 12/01/07 TITLE: DISTRICT PHONE USE Policy 1.21 Subject: Policy: Administration District Telephones It is the policy of the Huntley Fire Protection District to answer the telephone in a courteous and professional manner. It is also our policy to limit the personal use of District telephones. Procedure: All firefighters will answer the phones saying: Huntley Fire Protection District, and then give your name, such as firefighter Jones, Lieutenant Jones etc. At all times personnel will conduct themselves in a courteous and professional manner when using District telephones. District employees are permitted to use District phones for local calls while on duty. Personal calls shall not interfere with training, station duties or any related job activities. Calls shall be of short duration and not excessive in length. Long distance calls out of our calling area will be made only with the approval of the Battalion Chief, Station Officer, or acting officer. Calls to be limited to three minutes except for fire department business. Long distance calls are calls outside of area codes 847,815 and 224. Personal communication devices may be used while on duty as long as it does not interfere with daily duties. No personal calls are to be made during emergency operations unless approved by the Incident Commander or his designee. Approved Date Fire Chief

49 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/07 TITLE: SMOKING POLICY Policy 1.22 Subject: Policy: Administration Residency It is the policy of the Huntley Fire Protection District to define where employees are required to live within the jurisdictional boundaries of the fire district. Civilian employees are not required to respond to the stations in an emergency situation and can report to work on an as needed basis, therefore civilian employees have no requirement to live within the boundaries of the fire district. The Huntley Fire Protection District does not have residency requirements for Part-time or Full-time firefighters. Approved Date Fire Chief

50 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/02 REVISED: 12/01/07 TITLE: SMOKING POLICY Policy 1.23 Subject: Policy: Administration Smoking and Tobacco Use The purpose of this policy is to establish a guideline for where smoking is and is not permissible. Smoke or Smoking shall mean the smoking or carrying of any kind of lighted pipe, cigar, cigarette, or other forms of smoking and non-smoking materials including chewing tobacco. There will be No Smoking within the confines of any fire station at any time. Smoking is not permitted in any fire department vehicle at any time. A designated smoking area has been provided at the outside rear of the fire station and a receptacle has been provided for use to extinguish and throw discarded smoking materials. If the area is not kept clean and neat, smoking on fire district property may be terminated. There will be at no time, any smoking in the front or sides of the stations. No smoking shall be allowed at any emergency scene or training drill. The use of chewing tobacco and snuff is not allowed at anytime within the fire stations, on the training ground, during calls or when in department vehicles. Approved Fire Chief Date

51 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 06/01/11 TITLE: WEARING OF JEWELRY Policy 1.24 Subject: Policy: Administration Wearing of Jewelry It is the policy of the Huntley Fire Protection District to determine the appropriate and safe wearing of jewelry while on duty. Personal appearance shall always be professional and in good taste conforming to community standards. The wearing of certain types of personal jewelry is prohibited while on duty or responding to call backs. The following is a list of jewelry that cannot be worn: Bracelets of any kind, except medical alert. Earrings, pierced or clip-on type. No body pierced jewelry such as but not limited to the nose, ears, eyebrows, lips, tongue, etc. Necklaces are permitted under the following conditions: They are worn under the persons clothing as not to be seen. If the necklace can be seen, the person will be asked to remove it. The necklace cannot be of such material that if caught on an object that it will not break there-by causing a strangulation effect. The necklace shall be in good taste and not suggestive, racial, sexual, or any type of swear or implied swear words. Personnel may wear wedding rings and watches while on duty, call backs, etc. Personnel shall remove rings that would tear or puncture medical or fire protective gloves to avoid contact with any hazardous material or substance. Personnel should consider wearing of wedding bands as an alternative to rings that have various gems and mounting protrusions to avoid damage or injury. Approved Date Fire Chief

52 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 12/01/07 TITLE: DAILY DUTIES Policy 1.25 Subject: Policy: Administration Daily Duties and Operation Schedule This policy serves as a guideline for the general care and maintenance of the fire stations. Procedure: The station shall be maintained in a clean and orderly manner at all times. All garbage and wastebaskets shall be emptied throughout the station on a daily basis. This shall include emptying of the paper re-cycling bins into the main receptacle at rear of station. All tile floors shall be swept and mopped each day. The apparatus floor shall be swept and cleaned each day or as needed after calls. General cleaning and dusting of the entire station shall be done at least once each week. Windows shall be washed, inside and out, at least once each week. Exceptions would be inclement weather outside that would not lend itself to cleaning. (i.e., rain, snow, freezing temperatures) The kitchen and all dishes shall be done each day; dirty dishes shall not be left over for the next shift. All dishes shall be put away by the off-going shift. Any other required duties or maintenance (i.e. lawn, exterior building, etc.) will be completed by the end of the shift. The following schedule should be used for the day-to-day operations of the department. This schedule may be changed by the Officer in Charge as dictated by unusual or extenuation circumstances: Page 1 of 4

53 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 12/01/07 TITLE: DAILY DUTIES 07:00-07:30 Primary vehicle and equipment checks and station readiness 07:30-08:00 Breakfast 08:00-12:00 Battalion Chief to assign details and schedules for the day as needed. 12:00-13:00 Lunch 13:00-16:00 Shift assignments 17:00-19:00 Dinner 19:00-21:00 Shift assignments 21:00-22:00 Shift assignments, unfinished daily duties 22:00-06:00 Quiet time 06:00-07:00 Daily wake up/ morning responsibilities The above schedule should be used Monday-Friday. Saturday, Sunday and Holiday schedules are to be determined by the Battalion Chief. Shift assignments are to include maintenance, and repair of equipment, apparatus and stations; training and meetings; public education; tours; other details as assigned. From 07:00 to 22:00 personnel will be in uniform. Physical Fitness activities can begin after 16:00 hrs. during the weekday schedule and Noon during weekend and holiday schedules. Personnel may retire to their bunkrooms after 17:00 hrs. with the approval of the Station Officer. All on-duty personnel shall be awakened by 06:30 hours and ready for a shift change report to their relief by 0645 hrs. Page 2 of 4

54 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 12/01/07 TITLE: DAILY DUTIES Page 3 of 4 Station Officers will assure the following is complete before dismissing personnel: All incident reports have been properly documented and entered in the computer for the 24-hour shift period. Daily cleaning duties are complete and the station is left in an orderly fashion. All vehicles are clean and ready to respond to calls for the oncoming shift when possible. Pertinent information is passed on to oncoming Station Officer. It shall be the responsibility of the Station Officer to maintain desk watch and assist the public until 22:00 hours. The Station Officer shall also make certain that the station is secured prior to going to bed. Laundry completed and area cleaned. It is the responsibility of every individual in the building, when the dormitory is occupied, to be as courteous and respectful of those trying to sleep, as they would wish to be treated. When the doors are closed, and the curtains drawn, and it is absolutely necessary to enter the dormitory area after 22:00 hours, be as courteous as you can. The Station Officer may waive the 22:00 hour bunk room requirement when there are unusual circumstances (i.e., extremely fatiguing incidents, minor illnesses not requiring the use of sick leave or events forecasted after 24:00 hours such as severe weather conditions). In order to maintain gender privacy at all times, the following procedures shall be followed: Changing, and dressing will be done in the shower rooms, not in the dormitory.

55 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 12/01/07 TITLE: DAILY DUTIES All firefighters will wear a minimum of a T-shirt and shorts for sleep wear. We will expect adherence to the rules of common decency in regard to other people s needs and feelings. The Station Officer will determine the suitability of the dormitory arrangements. Appeals may be brought to the attention of the Fire Chief/Deputy Chief whose decision shall be final. All questionable sleeping arrangements shall be brought to the attention of the Fire Chief/Deputy Chief. All beds will be properly sheeted whenever occupied. When curtains are drawn in an individual s bunk room no one is to enter their room without the permission of the occupant. Television policy: Television use will be permitted during breakfast, lunch and after 17:00 hours, Monday-Friday and after Noon on weekends and Holidays Exceptions may be allowed by the Battalion Chief i.e. severe weather condition monitoring, special events etc. Use of the television is permitted for approved training. Approved Date Fire Chief Page 4 of 4

56 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 10/01/08 TITLE: CITIZEN COMPLAINT PROCEDURES Policy 1.26 Subject: Policy: Administration Citizen Complaint Procedure Policy It is the policy of the Huntley Fire Protection District to investigate all customer complaints (written or oral) in a timely manner while preserving employee rights. Procedure: All customer complaints both written and oral received by members of the Huntley Fire Protection District will be forwarded to the Battalion Chief or Acting Battalion Chief on duty at the time. The Battalion Chief or Acting Battalion Chief will read or hear the complaint and respond to it using the following guidelines: He/She will answer the complaint if it is within their scope to do so. If the complaint is not within their scope of responsibilities, they will pass the complaint along to the Staff Officer who has authority over the issue. This may be Fire Prevention, training etc. The Battalion Chief or Acting Battalion Chief will fill out the customer complaint form (attached) and will pass it on to the indicated Staff Officer if necessary. The Battalion Chief or Acting Battalion Chief will inform the complaining party of his intention to the pass the complaint onto the Staff Officer directly responsible for the issue being addressed. When passing a complaint on to another Staff Officer, it will be the Battalion Chiefs or Acting Battalion Chiefs responsibility to follow up on the complaint to insure that a resolution was reached. A complaint may require more than one Staff Officer to address it. Example: an EMS problem on another shift may involve another Battalion Chief and the EMS Coordinator. Page 1 of 2

57 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 10/01/08 TITLE: CITIZEN COMPLAINT PROCEDURES The EMS Coordinator should be involved with any complaint involving medical treatment or hospital protocol, or any complaint that would involve the EMS Medical Director at Provena St. Joseph Hospital. The Staff Officer investigating the complaint and giving it resolution will complete the complaint form and send a copy of it in a sealed envelope to the Deputy Fire Chief. The Fire Chief and the Deputy Fire Chief will be immediately notified of any complaints involving other organizations or any complaints that may require legal action or investigation by a law enforcement agency. The Staff Officer who investigates a complaint will review the Fireman s Disciplinary Act (if applicable), the Huntley Fire Protection District rules and regulations, the collective bargaining agreement, related policies and the Provena St. Joseph EMS policy manual (if applicable) prior to beginning the investigation. If the complaining party refuses to give their name, address and phone number the complaint will not be processed. The department member receiving the complaint will inform the complaining party that we do not accept anonymous complaints. Approved Date Fire Chief 2 of 2

58 DATE: 02/01/03 HUNTLEY FIRE PROTECTION DISTRICT TITLE: VIOLENCE IN THE WORK PLACE REVISED: Policy 1.27 Subject: Administration Violence in the Workplace Policy: The Huntley Fire Protection District is committed to providing a safe working environment. The HFPD prohibits and does not tolerate violent acts or threats against its members, visitors, guests or other individuals within its facilities or during any District related activity. Violence may be described as verbal or physical threats, intimidation, and or aggressive physical contact. Prohibited contact includes, but is not limited to the following: Intimidation, harassment, assault, battery, stalking, or conduct that causes a person to believe that he or she is under threat of death or serious bodily injury. Inflicting or threatening injury or damage to another person s life, health, well being, family or property. Possessing a firearm, explosive or other dangerous weapon on District premises or using an object as a weapon. Abusing or damaging District or member property. Using obscene or abusive language or gestures in a threatening manner. Raising voices in a threatening manner. Due to the potential for misunderstanding, joking about any of the above conduct is also prohibited. Violators of this policy are subject to disciplinary action, up to and including discharge for any violations reasonably believed to have been committed. Violations of this policy may also result in arrest and or prosecution. Procedure: If any employee witnesses violent behavior or believes that a potential for violent behavior exists, they are to report it immediately to their supervisor. If the supervisor is involved in the situation then the next higher Officer in the Chain of Page 1 of 2

59 DATE: 02/01/03 HUNTLEY FIRE PROTECTION DISTRICT TITLE: VIOLENCE IN THE WORK PLACE REVISED: Command is to be contacted and the matter is be investigated as soon as possible. If an immediate interaction is necessary for the safety of any individual, the local law enforcement agency is to be contacted and a response requested. The Fire Chief or his designee is to be contacted as soon as practically possible regarding any such incidents. All reports of workplace violence or potential violence will be thoroughly investigated and a written report submitted to the Fire Chief or his designee within 24 hours of the incident. Approved Date Fire Chief Page 2 of 2

60 DATE: 12/01/02 HUNTLEY FIRE PROTECTION DISTRICT TITLE: WEAPONS POLICY REVISED: Policy 1.28 Subject: Administration Weapons in the Workplace Policy: The Huntley Fire Protection District prohibits, forbids and does not tolerate weapons on District property or during any District-related activity. Weapons include visible and concealed weapons, including those for which the owner has necessary permits. Weapons can include firearms, knives with blades longer than three inches, explosive materials or any objects that could be used to harass, intimidate, or injure another individual, member, volunteer, manager, or supervisor. Procedure: If any employee has knowledge of weapons on District property or during Districtrelated activities they are to report it to their immediate supervisor for investigation. If the immediate supervisor is involved, the Officer on the next higher level in the Chain of Command is to be notified. If a weapon is found, and it is a legally owned weapon, it to be immediately removed from the premises and the Battalion Chief notified. The Battalion Chief (or next higher level Officer, if the Battalion Chief is involved) will investigate the matter thoroughly and submit a written report to the Fire Chief or his designate within 72 hrs. If an illegal weapon is found, the local law enforcement agency is to be contacted immediately for investigation and possible legal action. The Fire Chief and his designate will be contacted as soon as practically possible in these situations. Approved Date Fire Chief

61 HUNTLEY FIRE PROTECTION DISTRICT DATE: 06/01/08 REVISED: 06/01/11 TITLE: FIREFIGHTER IN TRAINING (FIT) PROGRAM Policy 1.29 Subject: Policy: Firefighter in Training (F.I.T.) Program On a case by case basis, the HFPD will consider sponsoring qualified individuals for Basic Operations Firefighter certified training if certain pre-conditions are met by the applicant. The following conditions must be met to qualify for sponsorship: 1. A written request for sponsorship must be submitted to the Board of Trustees at least 60 days prior to the beginning of classes. 2. The applicant must agree to paying their own tuition and related fees without reimbursement from the District 3. The applicant must agree to work for the District for a two year period following certification if the District requests their employment. 4. The applicant must read and sign the General Release and Hold Harmless of the District and successfully complete an NFPA 1582 compliant medical exam at their own expense. 5. The applicant must undergo and pass a background check arranged by the District at the applicant s expense. 6. The applicant must undergo and pass a drug screening at their own expense. 7. Applicants must have a current CPAT (Candidate Physical Ability Test) certification or must pass a physical ability test designated by the District at their own expense) 8. In the case of multiple requests for sponsorship, in-district residents will be given priority. In return for the following conditions, the District agrees to sponsor the applicant to Fire Fighter Basic certification school and to provide the applicant with the required firefighting gear and equipment for the class. Page 1 of 2

62 HUNTLEY FIRE PROTECTION DISTRICT DATE: 06/01/08 REVISED: 06/01/11 TITLE: FIREFIGHTER IN TRAINING (FIT) PROGRAM Applicants will be allowed to go on emergency calls but will not partake in active firefighting activities until they received Firefighter Basic certification from the Office of the Illinois State Fire Marshal and they have been approved for such duty by the District. Financial assistance for applicants is available through the District s scholarship program. An applicant may apply for up to 50% of their tuition cost by writing a letter of request to the Fire Chief outlining their need for assistance. Scholarships will be granted based on an individual s need and the availability of donated funds. Applicants must complete the basic firefighter curriculum and practical with a minimum passing grade of C or equivalent in order to be reimbursed. Approved Date Fire Chief Page 2 of 2

63 HUNTLEY FIRE PROTECTION DISTRICT DATE: 10/01/03 REVISED: 12/01/08 TITLE: TUITION REIMBURSMENT Policy 1.30 Subject: Policy: Eligibility: Tuition Reimbursement It the policy of the HFPD to encourage employees to further their formal education by pursuing advanced degrees in Fire Science and related studies. Personnel may qualify for tuition reimbursement for college level courses leading to an Associates or Bachelor s degree in Fire Science. Tuition reimbursement shall be available for full time nonprobationary employees under the following criteria: 1. Availability of funds. If funds are not available at the time of request, the applicant will be placed on a waiting list in the order of the date the request was made. Applicants will be reimbursed as funds become available in the order established by the list. 2. An application for reimbursement must be submitted to the Fire Chief 30 days prior to the beginning of class. 3. The class must be an approved course in a Fire Science Curriculum leading to a Degree. 4. Reimbursement approval must be granted by the Board of Trustees. 5. Associate Degree level courses will be reimbursed at the community college in-district tuition rate. 6. Community College Classes: Initial costs for the class will be paid by the applicant. Upon successful completion of the class, reimbursement will be given for grades of B or better for fire related classes and C or better for general education classes leading to a Fire Service Degree. The applicant will be reimbursed the in-district tuition cost (books and other fees not included). Page 1 of 3

64 HUNTLEY FIRE PROTECTION DISTRICT DATE: 10/01/03 REVISED: 12/01/08 TITLE: TUITION REIMBURSMENT 7. Bachelor s Degree level Classes: Initial costs for the class will be paid by the applicant and upon completion of the class with a grade of B or better the applicant will be reimbursed an amount equivalent to the indistrict community college amount for the same number of credit hours. 8. No reimbursement will occur until after successful completion of the course as evidenced by a certified transcript. 9. A receipt verifying payment of expenses must be submitted. 10. No reimbursement shall be paid by the District to an employee who resigns or is terminated for any reason prior to receiving reimbursement. 11. An employee participating in this program for course work cumulating in a associate s or bachelor s degree will be expected remain a full-time employee of the District for a period of two (2) years from the completion of the degree program. An employee who terminates employment after receiving the degree, but prior to the expiration of the two year date shall repay the District for the reimbursement received according to this pro-rated schedule: Prior to 1 st year Prior to 2 nd year 100% re-payment 50% re-payment If requests for reimbursement are denied, the District will notify the applicant in writing of the reasons for the denial. All employees are encouraged to apply to the Illinois Fire Chief s Educational Foundation for scholarships and additional funds. District tuition re-imbursement is not be used if other outside funds can be used for tuition re-imbursement i.e. G.I. Bill, scholarships etc.. Page 2 of 3

65 HUNTLEY FIRE PROTECTION DISTRICT DATE: 10/01/03 REVISED: 12/01/08 TITLE: TUITION REIMBURSMENT Advanced Degree level classes The Board of Trustees will consider tuition reimbursement on a case by case basis for Senior Officers (Battalion Chief level and higher) who are pursuing advanced degrees in fire science, fire engineering, public administration or other fields directly related to their job assignment. In general the provisions set forth in this policy will apply with the exception of the dollar amount for re-imbursement. Approved Date Fire Chief Page 3 of 3

66 DATE: 11/20/05 HUNTLEY FIRE PROTECTION DISTRICT TITLE: GRIEVANCE (NON-CONTRACT) REVISED: Policy 1.31 Subject: Policy: Procedure: Administration Grievance Procedure (non-contract) Employees are expected to make every effort to discuss problems with their supervisors as they arise. It is also recognized, however, that certain issues may not be resolved in this manner; therefore, the following procedure shall be utilized whenever an employee desires to raise a question concerning, policies, operational procedures and/or rules and regulations that are non-contractual items. Step 1 It is hoped that most differences will be resolved by a discussion between the employee and the immediate supervisor within three (3) working days of the occurrence of the problem. If this action fails to resolve the issues, the employee may request to meet with his supervisor and the next higher level supervisor for discussion in an effort to clarify or resolve the problem. Step 2 If the issue is not resolved in step 1, the employee can file a written grievance for each specific incident relating the date, time and relevant facts related to the issue. The employee will also specify what relief they are seeking. The attached form will be used for this procedure and it will be submitted to the employee s immediate supervisor within five (5) days of the meeting specified in step 1. The written grievance will be forwarded to the Deputy Fire Chief (or Fire Chief if appropriate) for final review. A written reply will be issued within ten (10) working days. The purpose of this policy is to provide an orderly administrative procedure for reviewing employee issues and resolving problems. It does not, nor is it meant to affect the Fire Chief s authority to suspend or the District s authority to suspend or discharge an employee, but merely establish a procedure to review employee grievances. It will require cooperation of employees and supervisors to be effective. It shall be used only for meaningful issues and not to raise questions unrelated to employees functions and responsibilities. Failure by the employee or employees raising an issue for review to comply with the procedures and/or requirements of the review policy shall be sufficient cause for discontinuation of the review with no right to reinstitution or re-initiation. It is to be clearly understood that no reprisals of any type are to be applied to an employee utilizing the procedure. Approved Date

67 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 03/01/08 TITLE: DRIVER S LICENSE/ AUTO INSURANCE REQUIREMENTS Policy 1.32 Subject: Policy: Procedure: Administration Driver s License / Auto Insurance Requirements It is the policy of the Huntley Fire Protection District to comply with all state regulations related to motor vehicles and the driving of motor vehicles. In an effort to achieve compliance with state statutes and to insure the safe operation of motor vehicles while on duty and responding to duty all personnel will be required to: 1. Maintain a valid class B or equivalent driver s license issued in the State of Illinois. 2. Report any changes in their driver license status. If an employee has their license suspended or revoked, it will be immediately reported to the Deputy Fire Chief. Any downgrade or other change in license status must also be reported to the Deputy Chief. 3. Drive motor vehicles that meet the insurance requirements as required by the State of Illinois. This includes but is not limited to: Personal vehicles used to drive to and from work. Vehicles used when responding to emergency call backs Vehicles used when attending District sponsored training. Vehicles used when transferring from one station to another. In general, anytime a fire department member is on the payroll, responding to work for the District, or is attending an event sponsored by the District they must respond in a legally insured vehicle. Annually, employees will be required to furnish a current copy of their driver s license. Full time employees will submit a copy of their license to their supervisor at the time of their annual job performance review. Part-Time employees will submit a copy of their license to the Deputy Chief on June 1 of every year. Approved Date

68 DATE: 01/15/04 HUNTLEY FIRE PROTECTION DISTRICT TITLE: FIELD EXPERIANCE REVISED: Policy 1.33 Subject: Policy: Procedure: Administration Field Experience It is the policy of the Huntley Fire Protection District to allow HFPD personnel and certain qualified personnel from outside the HFPD to ride on the District s emergency vehicles for the purpose of training, field observation and related experience. 1. All field experience will be done with the approval of the Fire Chief or his designate. 2. The scheduling of field experience will be done through the Battalion Chief and all non-hfpd roster personnel will sign a waiver and Hold Harmless agreement prior to any field experience. 3. A maximum of two (2) people will be allowed to do field experience at the same time. The number allowed is at the discretion of the Battalion Chief. 4. HFPD personnel including those roster-only members (those who are on our roster but are not paid i.e. sponsored candidates) may voluntarily participate in supervised field experience (no pay). 5. Only full time and part time HFPD (not sponsored) personnel may stay overnight during their field experience. 6. Non-HFPD personnel will need to schedule their field experience at least two weeks in advance. They will be allowed to ride until 2100 hrs and will not operate any HFPD motor vehicles. 7. Non-HFPD personnel and sponsored only personnel will not be allowed to operate in any hot zone or hazardous area. However, if approved, they may assist EMS personnel. 8. The Battalion Chief will be immediately notified of any injury or accident involving ride-a-long participants. Approved Date

69 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/15/04 REVISED: 03/22/07 TITLE: CIDS GUIDELINE Policy 1.34 Subject: Policy: Administration Critical Incident Stress Debriefings It is the policy of the Huntley Fire Protection district to provide critical incident stress debriefing services to its members when warranted. Procedure: The use of a critical incident stress debriefing or defusing is encouraged in situations and calls that have high emotional impact on emergency providers. (i.e. multiple casualties, traumatic child death, injury/death to co-worker). It is the Company Officer s responsibility to assess the needs of his assigned crew to determine the appropriateness of a critical incident stress intervention. If indicators of a stress reaction are present (see attached); or crew members request a debriefing, the company officers should follow the chain of command and contact the Battalion Chief. The Battalion Chief has two (2) options available if further action is necessary: 1. The Battalion Chief can contact our Chaplain to further evaluate the situation. Reverend Ron Woodruff ( H, cell, pager) can be called or paged. Chaplain Woodruff is CISD trained. He may choose to handle the situation by himself or he may call for a CISD team if needed. 2. The Battalion Chief can directly contact the Northern Illinois Critical Incident Stress Debriefing Team at CISD if a debriefing or defusing is clearly indicated or if the Chaplain is not available. The Battalion Chief will need to briefly tell the CISD dispatcher about the incident and give information on the number of people attending, the location and the time. Expect that it will take some time (2-3 hours for the team to assemble and respond if they are needed right away. Otherwise the debriefing can be scheduled up to 48 hours later. Page 1 of 2

70 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/15/04 REVISED: 03/22/07 TITLE: CIDS GUIDELINE Some important guidelines: Those personnel involved in the debriefing / defusing should remain out of service during the process. Only those directly involved in the incident should be at the debriefing unless otherwise approved by the CISD team. The CISD should take place in a location that will foster discussion and protect confidentiality. All involved crew members should attend. Even if they do not appear to be having a stress reaction, they may be supportive and helpful to others. CISD is not counseling, it is education. If an individual appears to need further help they should be directed to contact our EAP provider, Perspectives LTD Approved Date Fire Chief Page 2 of 2

71 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 07/01/13 TITLE: SHIFT STAFFING Policy 1.35 Subject: Policy: Administration Shift Staffing It is the policy of the Huntley Fire Protection District to provide a sufficient number of shift personnel to meet the EMS and Fire Suppression needs of the District. Procedure: 1. The District will maintain a minimum shift staffing of Each shift will be assigned seventeen (17) full time personnel and Four (4) part time personnel daily for a maximum shift manning of Twenty one (21). 3. When the staffing level falls below fifteen (15), overtime call back will be authorized for full time personnel if there is less than eleven (11) full time staff remaining on shift. 4. Part time personnel will be called back if there is less than four (4) part time staff remaining on shift. A full time staff member can be called back to fill a part time position only when shift staffing falls below minimum and no part time member is available to fill the open part time position. 5. Part time staff should only replace full time staff in emergency situations when we would otherwise fall below minimum shift staffing. This will be done in compliance with the Collective Bargaining Agreement Article XVI section 16.6 Required/Mandatory Overtime. Battalion Chiefs, though not members of the bargaining unit, will be allowed to replace full time bargaining unit employees prior to using part time staff for these replacements when: a. The shift is below minimum manning and b. There is an Acting Battalion Chief already assigned 4. HFPD Policy 1.55 Call Back Procedure to Maintain Minimum Staffing is to be followed for staff replacement.

72 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 07/01/13 TITLE: SHIFT STAFFING Page 1 of 3 5. When at minimum staffing (15 shift personnel, station assignments will be: Station 1 Station 2 Station 3 Station 4 4 personnel (3 person jump company, Shift Commander) 3 personnel (3 person jump company) 5 personnel (3 person Quint, 2 person ambulance) 3 person (3 person engine) 6. When shift staffing is at sixteen (16), station assignments will be: Station 1 Station 2 Station 3 Station 4 4 personnel (3 person jump company, Shift Commander) 3 personnel (3 person jump company) 6 personnel (3 person Quint, 3 person ambulance) 3 person (3 person engine) 7. When shift staffing is at seventeen (17), station assignments will be: Station 1 Station 2 Station 3 Station 4 4 personnel (3 person jump company, Shift Commander) 5 personnel (3 person engine, 2 person ambulance) 5 personnel (3 person Quint, 2 person ambulance) 3 person (3 person engine) 8. When shift staffing is at eighteen (18), station assignments will be: Station 1 Station 2 Station 3 Station 4 4 personnel (3 person jump company, Shift Commander) 5 personnel (3 person engine, 2 person ambulance) 6 personnel (3 person Quint, 3 person ambulance) 3 person (3 person engine) 9. When shift staffing is at nineteen (19), station assignments will be: Station 1 Station 2 Station 3 Station 4 6 personnel (3 person engine, 2 person ambulance Shift Commander) 5 personnel (3 person engine, 2 person ambulance) 5 personnel (3 person Quint, 2 person ambulance) 3 person (3 person engine)

73 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 07/01/13 TITLE: SHIFT STAFFING Page 2 of When shift staffing is at twenty (20), station assignments will be: Station 1 Station 2 Station 3 Station 4 6 personnel (3 person engine, 2 person ambulance Shift Commander) 5 personnel (3 person engine, 2 person ambulance) 6 personnel (3 person Quint, 3 person ambulance) 3 person (3 person engine) 11. When shift staffing is at twenty one (21), station assignments will be: Station 1 Station 2 Station 3 Station 4 6 personnel (3 person engine, 2 person ambulance Shift Commander) 5 personnel (3 person engine, 2 person ambulance) 5 personnel (3 person Quint, 2 person ambulance) 5 personnel (3 person engine, 2 person ambulance) In those instances when there are six (6) personnel assigned to Station 3. Three (3) will be assigned to Quint 983 and three (3) will be assigned to the ambulance. If both units are in quarters when an alarm for a structure fire is received or there is a mutual aid request, the Station Officer can assign the third person on the ambulance to respond as the fourth member on the Quint. Approved Date Fire Chief Page 3 of 3

74 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/04 REVISED: 06/01/11 TITLE: CUSTOMER SERVICE SURVEY PROGRAM Policy 1.36 Subject: Administration Customer Service Survey Program Policy: This policy serves as a guideline to inform all department personnel of the expected level and quality of service to be provided to the public by the members of the Huntley Fire Protection District. The customer service survey will be one of the ways in which the level and quality of service will be monitored. All personnel are expected to serve the public in a highly professional manner and treat all individuals with honesty, courtesy, compassion and respect. Each member of the district shall be held accountable for the manner in which he/she serves the public. Procedure: A Customer Service Survey packet (sample attached) will be mailed to every 5 th emergency service user (Fire or EMS) excluding fatalities and/or commercial fire alarms where no contact with the public is made. On a weekly basis, one of the District s Administrative Assistants will mail the packets to the randomly selected customers. The packet will include an introductory letter and a postage paid survey card. The Deputy Chief will be responsible for reviewing all returned and completed cards and will investigate any negative comments or replies within 72 hours of card receipt. Corrective action will be taken if needed upon completion of the investigation. Complimentary replies will be forwarded to the responding crews and their supervisor. On a monthly basis the Administrative Assistant will tabulate all survey responses and submit a report to the Deputy Chief and the Chief. A compiled report for the year will be tabulated and become part of the Annual Report. Approved Date Fire Chief

75 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 12/01/07 TITLE: ASSET INVINTORY Policy 1.37 Subject: Policy: Administration Asset Inventory It shall be the policy of the Huntley Fire Protection District to identify and track all assets with a value of $ or greater in systematic manner. Procedure: New assets When a new asset is received that is valued at $ or greater the Inventory Control Officer or his designee shall be notified. The new asset shall not be placed in service until the Inventory Control Officer or his designee has processed and tagged the item. Change in asset status In the event of one of the following changes in asset status, an Asset Status Tracking form must be completed and forwarded to the Inventory Control Officer or his designee: 1. Inventory tag missing 2. Location change 3. Item lost or missing 4. Item declared surplus or of no value Asset inventory All Stations will inventory all Fire District assets on an annual basis under the direction of the Inventory Control Officer. The Station Officer will forward the completed inventories to the Inventory Control Officer. The Inventory Control Officer will review the inventories and update the asset inventory. The Inventory Control Officer will be responsible for the reconcilement of any discrepancies during this process. A list of any missing assets will be forwarded to the Deputy Chief. Page 1 of 2

76 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 12/01/07 TITLE: ASSET INVINTORY Exceptions The only exceptions to this policy shall be in regards to Hose, SCBA s, and items that the Quarter Master is responsible for. These items are inventoried separately. Approved Date Fire Chief Page 2 of 2

77 HUNTLEY FIRE PROTECTION DEPARTMENT DATE: 06/01/04 TITLE: SHIFT STAFFING REVISED: Policy 1.38 Subject: Policy: Administration Sick Time Donation It shall be the policy of the Huntley Fire Protection District to allow the donation of sick time from one employee to another under certain special circumstances. Procedure: The following conditions must be met in order to donate sick time: 1. The person receiving the sick time donation must have used all of their available personal leave time i.e. sick time, vacation time, personal days. 2. Sick leave donations can only be used for employees who are injured or ill. Family member illness or injury does not qualify for sick leave donation. 3. Those persons wanting to donate their sick leave must have a minimum of 288 hours of sick leave credited to them. 4. A maximum of 48 hours of sick leave can be donated to an individual per year. 5. The person requesting the donation must make the request in writing to the Fire Chief or his designate. 6. A notice will be sent out via to all department members notifying them of the sick leave donation request. 7. Donations will be accepted for one week after the request is posted. Those donating time will submit their intention to donate their sick leave in writing to the Fire Chief or his designate. The written letter of donation will include the number of hours to be donated. 8. A bank of sick leave time will be established for the injured or ill employee and hours will be taken from this bank on an equal basis from all of those who donated their time until the reserved time is depleted. Approved Date Fire Chief

78 DATE: 10/01/04 HUNTLEY FIRE PROTECTION DISTRICT TITLE: DISTRICT VEHICLE POLICY REVISED: Policy 1.39 Subject: Administration District Vehicle Use Policy: District vehicles may not be used for transportation or personal use to a non- District event where it is known that alcohol is being served (exception Restaurants). The District understands that there are times when alcohol is served at fundraisers, conferences and similar functions. The District further understands that District employees should be allowed to use District vehicles at such events when the employees are in attendance as representatives of the District. Therefore, the use of a District vehicle for transportation to a District related event is permitted, provided the operator of the vehicle does not operate the vehicle while impaired by alcohol or under the influence of alcohol. It shall be presumed that if an employee has an alcohol concentration in his blood or breath of 4.04 grams of alcohol per 100 milliliters of blood or 0.04 grams of alcohol per 210 liters of breath, the employee is impaired. A lesser concentration shall not preclude the District from establishing that the employee was nonetheless impaired. This standard also applies to emergency response in District vehicles from an employee s home. Approved Date Fire Chief

79 HUNTLEY FIRE PROTECTION DISTRICT DATE: 05/01/05 REVISED: 03/22/07 TITLE: EMPLOYEE ASSISTANCE PROGRAM Policy: 1.40 Administration Subject: Policy: Employee Assistance Program It is the policy of the Huntley Fire Protection District to provide a confidential method for department members to seek counseling, guidance or treatment with personal problems related to family, marriage, substance abuse, financial, emotional, job stress and other related situations. 1. The HFPD recognizes that the misuse of alcohol and other drugs, emotional problems or family problems as well as a wide range of other personal and job related problems can have an adverse effect on an employee s job performance. 2. The employees of the district are our most important resource and the District is concerned about the impact of personal problems on job performance, as well as, the emotional, psychological and physical well being of employees. 3. The District recognizes that most personal problems respond to counseling or treatment that enables the employee s performance to return to a satisfactory level. 4. It is the employee s responsibility to demonstrate satisfactory job performance. 5. Self referral by employees to the Employee Assistance Program is encouraged. 6. An employee s supervisor plays a key role in monitoring job performance. They are encouraged to refer employees to the EAP when job performance problems do not respond to regular supervisory action. 7. Supervisors should not diagnose an employee s problem. A referral to the EAP for assessment does not imply a diagnosis by the supervisor. 8. Employees whose job performance is unsatisfactory and who utilize the EAP are not granted any special privileges or exceptions from the requirement to perform their duties at a satisfactory level. 9. In order to insure confidentiality and privacy, EAP records will not be included in an employee s personnel file, or reviewed with the employee s supervisor, without the express written consent of the employee. 10. A request for help with personal problems will not jeopardize an employee s job security or promotional opportunities. Page 1 of 2

80 HUNTLEY FIRE PROTECTION DISTRICT DATE: 05/01/05 REVISED: 03/22/07 TITLE: EMPLOYEE ASSISTANCE PROGRAM 11. In addition to services provided within the EAP, an employee with personal problems qualifies for the benefits as described in the employee s benefit plan. Procedure: 12. This policy does not take precedence over the provisions set forth in Article 28 section 11 (Drug and Alcohol Testing, voluntary request for assistance and rehabilitation) of the Collective Bargaining Agreement between the Huntley Fire Protection District and Huntley Firefighter s Union Local Employee Responsibility An employee seeking assistance may contact the EAP directly or through their supervisor. Supervisor Responsibility If a supervisor identifies an employee who is in need of assistance, whether apparent from a formal request or other indications, the supervisor should encourage the employee to utilize the EAP. Supervisors must be aware that when employee s personal problems involve violations of District policies, rules and regulations or criminal activities disciplinary action may be needed in addition to an EAP referral. Participation in the EAP program is voluntary unless otherwise indicated in the collective bargaining agreement or a written disciplinary agreement between the District and the employee. Any recommendation for a referral to EAP used in conjunction with disciplinary action will made by the Chief or his designee. In these instances, if the employee refuses the EAP referral it will be noted in his personnel file that such a recommendation was made. Progress Reports Progress Reports from the EAP Agency will only be necessary if the EAP referral was part of a disciplinary agreement between the District and the employee. EAP Agency Perspectives LTD Approved Date: Fire Chief

81 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 10/01/08 TITLE: FIREFIGHTER DISABILITY Policy 1.41 Subject: Administration Firefighter Disability Policy Policy and Procedure: A. Generally Pursuant to the Public Employee Disability Act (PEDA) (5 ILCS 345/0.01 et seq.) whenever a full-time firefighter suffers any injury in the line of duty which causes him or her to be unable to perform his or her duties, he or she shall continue to be paid by the District on the same basis as before the injury. The payment shall continue with no deduction from sick leave credits, compensatory time for overtime, accumulation of vacation or service credits in the firefighters pension fund during the time the employee is unable to perform his or her duties due to the result of the injury. Except as provided below, benefits pursuant to this policy continue as long as the injured firefighter is unable to perform his or her duties, but not longer than one (1) year in relation to the same injury. (5 ILCS 345/1(b)) A line of duty injury covered by PEDA means an injury which qualifies for worker s compensation benefits under the Worker s Compensation Act. During a review of the injury to determine whether it is a qualifying injury, accrued paid leave or compensatory time will be used to maintain the applicant s on paid status. If, after 30 days, there has been no determination of a compensatory injury and the applicant has complied with all requests for medical evaluation(s) from the claims administrator, the applicant will no longer be required to use personal leave to maintain on paid status. An employee whose accrued leave or compensatory time is used during the investigation or period of dispute, but is later determined to have a compensable worker s compensation injury, shall have their leave and compensatory time reinstated. If it is obvious that an injury is job related (i.e. witnessed event), the injured firefighter will not have to use sick time or accrued leave during the review period of the claim. This determination will be made by the Fire Chief or his designate. The Chief s determination on this matter can be appealed pursuant to the Board of Trustees by the Collective Bargaining Unit Agreement Page 1 of 4

82 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 10/01/08 TITLE: FIREFIGHTER DISABILITY Continuing compensation under PEDA is enhanced worker s compensation disability benefits. Therefore, it is not subject to federal or state income tax withholding. If the injury is a compensable worker s compensation injury which has caused an employee to miss at least three (3) days, the compensation that has been received for those days shall not be subject to federal or state income tax withholding. B. Evaluating Disability Claims Any full-time firefighter suffering an in-line-of-duty injury must complete a report of injury as required by the Worker s Compensation Act. A copy of the report shall be filed by the injured firefighter with the Fire Chief as an application for PEDA benefits. Additional information or documentation of injury may be required by the District at any time to determine whether a compensable injury occurred or whether the employee continues to be eligible for PEDA benefits. The Fire Chief or his designee shall evaluate the on-duty injury claim. The District shall give the injured firefighter written notice that an inquiry into the disability has begun, and shall notify the injured firefighter of its determination of whether the injury occurred in the line of duty. At any time during the period of such disability under this policy the District may require the injured firefighter to undergo a physical or medical examination, at the District s expense, to determine the degree of disability. (5 ILCS 345/1(c)) C. Outside Employment During this period of disability, the injured firefighter shall not be employed in any other manner, with or without monetary compensation. This prohibition includes self-employment. Any injured firefighter who is employed in violation of this policy shall forfeit the continuing compensation from the time such employment begins, and shall be required to refund any continuing compensation paid during the period of employment. (5 ILCS 345/1(d)) If an injured firefighter participates in outside employment that can be performed regardless of their injury, they will receive 2/3 s of their base salary in compensation without any other PEDA benefits. Page 2 of 4

83 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 10/01/08 TITLE: FIREFIGHTER DISABILITY D. Compensation from Other Sources Any salary compensation due the injured firefighter from worker s compensation, or any salary benefits due from any insurance plan provided or paid for in whole or part by the District, shall revert to the District during the time PEDA compensation is paid to him or her under this policy. Any injured firefighter receiving compensation under this policy shall not be entitled to any benefits for which he would qualify because of his or her disability under the provisions of the Illinois Pension Code. (5 ILCS 345/1(d)) E. Personal Leave Benefits during PEDA period During the period of disability, any personal leave time that was accrued prior to the disability will be maintained. No additional sick time, personal days or vacation will accrue while on disability leave. F. Benefits in Cases of Death or Catastrophic Injury Page 3 of 4 1. Payment of Health Insurance Benefits Pursuant to the Public Safety Employee Benefits Act (820 ILCS 320/1 et seq.), the District shall pay the entire premium of its health insurance plan for an injured firefighter, the injured firefighter s spouse, and for each dependent child of the injured firefighter if the injured firefighter suffers a catastrophic injury or is killed in the line of duty. In order for the firefighter, spouse or dependent children to be eligible for insurance coverage under this policy, the injury or death must have occurred as the result of the firefighter s response to what is reasonably believed to be an emergency, an unlawful act perpetrated by another, or during the investigation of a criminal act. (820 ILCS 320/10(b) A dependent child is eligible for the benefits under this policy until the child reaches the age of majority or until the end of the calendar year in which the child reaches the age of 25 if the child continues to be dependent for support or the child is a full-time or part-time student and is dependent for support.

84 HUNTLEY FIRE PROTECTION DISTRICT DATE: 03/01/03 REVISED: 10/01/08 TITLE: FIREFIGHTER DISABILITY The term health insurance plan does not include supplemental benefits that are not part of the basic group health insurance plan. Nothing in this section shall be construed to limit health insurance coverage or pension benefits for which the firefighter, spouse, or dependent children may otherwise be eligible. 2. Subsequent Death of the Injured Firefighter If the injured firefighter subsequently dies, the District shall continue to pay the entire health insurance premium for the surviving spouse under this policy until remarried and for dependent children under the conditions set forth in this policy. a. Health insurance benefits payable from any other source shall reduce benefits payable under this policy. b. Anyone who willfully and knowingly makes, or causes to be made, or assists, conspires with, or urges another to make, or cause to be made, any false, fraudulent, or misleading oral or written statement to obtain health insurance coverage as provided by this policy, shall commit a Class A misdemeanor pursuant to Section 10(2) of the Public Safety Employee Benefits Act (820 ILCS 320/10(2)). c. Upon conviction as described in subsection b, any beneficiary who receives or seeks to receive health insurance benefits under this policy shall forfeit the right to receive health insurance benefits and shall reimburse the District for all benefits paid due to the fraud or other prohibited activity. For purposes of this policy, conviction means a determination of guilt that is the result of a plea or trial, regardless of whether adjudication is withheld. Approved Date Page 4 of 4

85 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 10/01/10 TITLE: PUBLIC SAFETY EMPLOYEE DISABILITY ACT (PSEBA) Policy 1.41A Subject: Policy; Administration Public Safety Employees Disability ACT (PSEBA) This policy addresses the continuation of insurance benefits under PSEBA. Procedure: When a line of duty disability or surviving spouse pension is granted by the Board of Trustees of the Huntley Firefighters Pension Fund and the pensioner is interested in requesting health insurance benefits for him or herself, his or her spouse and/or dependent children, he/she shall complete the Application for Continuation of Insurance Benefits under the Public Safety Employee Benefits Act. The application will be reviewed to determine if the requirements of the Act have been met, including, but not limited to, the following: 1. The catastrophic injury or death for which a line-of-duty pension or surviving spouse pension was granted must have occurred since November 14, 1997; and 2. The injury or death must have occurred as a result of the firefighter s response to what is reasonably believed to be an emergency, an unlawful act perpetuated by another, or during the investigation of a criminal act. If the application is approved, the pensioner, spouse and/or dependent children shall receive basic group health insurance at no cost. If the application is rejected, the pensioner, spouse, and/or dependent children shall be eligible for health insurance benefits under the terms and conditions of the applicable collective bargaining agreement, District policy, and/or applicable state and federal law. Any health insurance benefits payable from any other source shall reduce benefits payable under the Act and this policy. (820 ILCS 320/10). Approved Fire Chief Date Page 1 of 4

86 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 10/01/10 TITLE: PUBLIC SAFETY EMPLOYEE DISABILITY ACT (PSEBA) HUNTLEY FIRE PROTECTION DISTRICT APPLICATION FOR CONTINUATION OF INSURANCE BENEFITS UNDER THE PUBLIC SAFETY EMPLOYEE BENEFITS ACT I,, hereby make application for continuation of insurance benefits under Section 10(a) of the Public Safety Employee Benefits Act (820 ILCS 320/10(a)) from the Huntley Fire Protection District. Please describe the catastrophic injury or death that occurred in the line of duty, including the exact date of the injury or death: Did the injury or death occur as the result of the firefighter s response to what is reasonably believed to be an emergency, an unlawful act perpetrated by another, or during the investigation of a criminal act? Yes [ ] No [ ] If yes please explain: Please indicate the type of pension disability benefits awarded for this injury: line-of-duty [ ] occupational disease [ ] not in duty [ ] survivor benefits [ ] Date of award of pension benefits: Please indicate for whom you are claiming health insurance benefits: Page 2 of 4 employee [ ] spouse [ ] dependent children [ ]

87 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 10/01/10 TITLE: PUBLIC SAFETY EMPLOYEE DISABILITY ACT (PSEBA) If you are claiming health insurance benefits for a spouse or dependent children, please indicate their names, dates of birth, and Social Security numbers: Name Date of Birth Social Security Number Name of current employer: Address: Phone No.: Name of spouse s current employer: Address: Phone No.: Section 10(a)(1) of the Public Safety Employee Benefits Act (820 ILCS 320/10 (a)(1)) provides that health insurance benefits payable from any other source shall reduce benefits payable under this Act. Please indicate any other source of health insurance benefits for you, your spouse or children. Please include the name of the employer (if applicable), name of the health insurance plan, plan and/or group number, the name of contact person who administers this plan, and any applicable phone numbers. Please attach a copy of the applicable insurance card: Page 3 of 4

88 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 10/01/10 TITLE: PUBLIC SAFETY EMPLOYEE DISABILITY ACT (PSEBA) I understand that it is unlawful for a person to willfully and knowingly make, or cause to be made, or to assist, conspire with, or urge another to make, or cause to be made, any false, fraudulent, or misleading oral or written statement to obtain health insurance coverage as provided under Section 10 of the Public Safety Employee Benefits Act. A violation of this item is a Class A misdemeanor. Print Name Social Security Number Applicant (Signature) Address Date Phone Number Page 4 of 4

89 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 03/01/08 TITLE: TEXT MESSAGE PAGING SYSTEM Policy 1.42 Subject: Policy: TEXT MESSAGE PAGING SYSTEM It is the policy of the Huntley Fire Protection District to primarily utilize a text messaging system for the purpose of filling expected and unexpected overtime shifts, callbacks for general and special alarms, activation of any of the specialty teams or as another means of information dissemination to Department members. Procedure: Department members shall be notified via text message page for expected and unexpected overtime hours, callbacks for General and Special Alarms, activation of any of the specialty teams or another means of information dissemination. Personnel can voluntarily submit the necessary information to activate their personal alpha-numeric receiver (i.e. cellular phone or alpha-numeric pager) or the Department will issue a pager to personnel in need. Those personnel choosing to utilize their personal devices will be reimbursed by the District at a rate determined by the District and the Labor Relations Board. Once a vacancy is created that results in shift manning falling below the minimum, it shall be entered into the shared calendar (i.e. John Doe Vacation-Need Cover) and the scheduled overtime procedure shall be started, once the vacancy is filled it shall be immediately entered into the shared calendar (i.e. John Doe Vacation-Jane Doe to Cover) It shall be the responsibility of the Station One Lieutenant or Acting Lieutenant to initiate a page for expected and unexpected overtime. The page shall include the purpose of the page, date and time of the vacancy, and the vacancy s duration of hours. For example: Open Shift, 06/15/2005, , 24 Hours Personnel interested in filling the vacancy shall notify the Station One Lieutenant, Acting Lieutenant or their designee within the allotted time (see below). In the event that no one is available to receive the call back, a message is to be left on the station voice mail. Page 1 of 3

90 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 03/01/08 TITLE: TEXT MESSAGE PAGING SYSTEM In the event of a vacancy created by a Full-Time position, notification shall first be sent to the rank / classification creating the vacancy. Should no one of equal rank / classification fill the vacancy, the next lower qualified rank / classification will be notified. Should no one from the next lower qualified rank / classification fill the vacancy, the least qualified rank / classification will be notified. If the vacancy remains unfilled, Part-Time personnel will be notified. In the event of a vacancy created by a Part-Time position, Part-Time personnel will be notified first. Should no Part-Time personnel fill the vacancy, Full-Time personnel, without rank, will be notified. If the vacancy remains unfilled, Full-Time Lieutenants will be notified. With regard to Full-Time personnel, overtime will be given to the responding person(s) in a manner consistent with the overtime list maintained by Local 4106, section sixteen (16) of the contract. With regard to Part-Time personnel, extra hours will be given to the first qualified employee requesting to fill the vacancy. As always, it is the employee s responsibility to ensure that they do not exceed the maximum amount of hours worked for the month. If a vacancy remains unfilled, one (1) hour prior to the end of the proceeding shift, the off going Battalion Chief / Acting Battalion Chief shall notify the least senior full-time employee of rank and qualification that they are mandatoried if the vacancy is not filled by the end of the off going shift using the Unexpected Overtime procedure. Personnel mandatoried back for a full time position will be offered the option of filling that position for the entire length of time that the vacancy creates a situation where the shift falls below minimum manning. If mandatoried back for a part time position, efforts will be made to fill that position with part-time personnel if the vacancy is in excess of 12 hours. (The mandatoried member will be allowed to fill the first 12 hours if warranted by minimum shift staffing requirements). Scheduled Overtime or Vacant Part-Time Shift When the need arises to fill shifts with advance notice, each shift shall fill it s own vacancies (i.e. Gold fills Gold, Black fills Black and Red fills Red) (i.e. school, vacant Part-Time shifts, more than two (2) personnel off etc.) vacancies shall be paged in the above manner with a 60 minute time limit for each rank/classification to call back. If, after notifying all personnel Page 2 of 3

91 HUNTLEY FIRE PROTECTION DISTRICT DATE: 08/01/05 REVISED: 03/01/08 TITLE: TEXT MESSAGE PAGING SYSTEM utilizing the above process, the vacancy remains unfilled an may be sent out to all personnel. If the vacancy remains unfilled 72 hours prior to its occurrence, the vacancy shall be re-paged and treated as Unexpected Overtime. Unexpected Overtime When the need arises to fill shifts unexpectedly, (i.e. Sick Time, Personal Time, un-filled vacancies, etc.) vacancies shall be paged in the above manner with a fifteen (15) minute time limit for each rank/classification to call back. Specialty Teams When Specialty Teams are needed (i.e. TRT, SRT, Haz-Mat, etc.) that group of Specially Trained Personnel shall be paged with a message of what is needed, where to report and any other pertinent information. Other Pertinent Information When the need arises to advise a group or all personnel of urgent information, the pagers may be used for this purpose with approval of the Battalion Chief / Acting Batalion Chief, Deputy Chief, Fire Chief or Senior Staff member. Approved Date Fire Chief Page 3 of 3

92 DATE: 01/01/06 HUNTLEY FIRE PROTECTION DISTRICT TITLE: WORK REDUCTION DAY CHANGE REQUESTS REVISED: Policy 1.43 Subject; Administration Work Reduction Day Change Request Policy and Procedure: Work reduction (Kelly) days and the trading of these days will follow the procedures outlined in the current collective bargaining agreement. In addition, if there are less than bargaining unit members off on either a work reduction day or vacation day during a shift, a member may apply to use a work reduction day for that shift if their scheduled work reduction day falls during the Kelly day cycle of the requested day. The request to transfer the work reduction day must be submitted in writing for approval at least three (3) days in advance of the requested transfer date. The Battalion Chief will grant the request if the transfer of the work reduction day does not create an overtime situation for that shift. Approved Date Fire Chief

93 DATE: 05/16/06 HUNTLEY FIRE PROTECTION DISTRICT TITLE: I-PASS USAGE REVISED: Policy 1.44 Subject: Policy: Administration I-Pass Usage It is the policy of the Huntley Fire Protection District to only use I-PASS transponders for official business. I. The District defines official business as: 1. Any travel to and from emergency calls 2. Authorized travel to and from locations to conduct official business related to the District. Examples include but are not limited to: meetings, conferences, educational programs 3. The I-PASS is not be used for personal use at anytime II. The following vehicles have been issued I -PASS and authorized to use it as provided by this policy: 1. All Emergency Response Vehicles 2. The Chief s vehicle 3. The Deputy Chief s Vehicle 4. The Director of Training s Vehicle 5. The Fire Marshal s vehicle III. The District will review I-PASS usage on a quarterly basis using the following procedure: 1. Invoice statements from previous quarters will be compared with the most recent statement to monitor any unexplained increase in usage. Page 1 of 2

94 DATE: 05/16/06 HUNTLEY FIRE PROTECTION DISTRICT TITLE: I-PASS USAGE REVISED: 2. Individual vehicle usage of the I-PASS will be compared to emergency call volumes for that vehicle. 3. Vehicles used for non-emergencies will be periodically checked comparing the user s meeting schedule with I- PASS use 4. Discrepancies in I-PASS use will be investigated and appropriate discipline given if warranted. 5. Discrepancies will be reported to the Tollway authorities and payment for unauthorized use will be remitted. Approved Fire Chief Date Page 2 of 2

95 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/01/06 REVISED: 01/01/12 TITLE: PROCEDURES FOR LINE OF DUTY DEATH OR SERIOUS INJURY Policy 1.45 Subject: Administration Procedures for Line of Duty Death or Serious Injury Policy: The death of any member of the Huntley Fire Protection District while on duty, or while undergoing medical treatment for any injury or disease resulting from such duty, is considered a line-of-duty death; this also includes duty related death of any member of the Fire District trained in emergency response who is hereby ordered and expected to render immediate emergency aid in accordance with their training while traveling in connection with such duty, or if off-duty and acting as a Good Samaritan engaging in fire fighting or EMS activities. This policy defines the procedures and responsibilities to be followed in the event of a line-of-duty death and can be escalated in the event of multiple deaths or serious injuries. Any serious injury to a member shall be addressed in the same proficient manner as a line-of-duty death. This policy does not define requirements for Death Benefits from local, State or Federal governments. Procedure The ranks and names specified in this procedure are listed under ideal conditions and shall be altered according to their availability. It must be remembered that duty deaths and serious injuries can happen not only on the fireground, but also on the highways, at the station or at drill and this policy must be adjusted to fit the various circumstances. All incidents require thorough investigation, good documentation, timely notifications, and isolation of personal and protective equipment. This policy and the emergency notification form information shall be updated on an annual basis (during the personnel evaluation period). Members shall also be required to submit any changes in their Emergency Notification and Information Form on a timely basis when they occur in order that the Fire District may always have the most current data available. Page 1 of 7

96 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/01/06 REVISED: 01/01/12 TITLE: PROCEDURES FOR LINE OF DUTY DEATH OR SERIOUS INJURY INCIDENT COMMANDERS REPSONSIBILITIES (ON SCENE) In the event of a line-of-duty death or serious injury, the incident commander shall ensure the following: 1. Inform the dispatch office or headquarters station (by phone only) the name(s) and details of the incident. Either location should be reminded not to release any information to non-huntley Fire Protection District personnel. The following personnel shall be notified, preferably by cell phone from scene: A. Notify the Chief: Responsibilities: Retrieval of next of kin information and carry out notification plans Contact family liaison as indicated in employee emergency contact information form. Notify State Fire Marshal B. Notify other Chiefs and Designated Officers: Responsibilities: Respond to scene Assist Incident Commander Assist Public Information Officer C. Notify Department Chaplin Responsibilities: Respond to headquarters Summon extra help as needed Assist Families Crisis intervention Page 2 of 7

97 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/01/06 REVISED: 01/01/12 TITLE: PROCEDURES FOR LINE OF DUTY DEATH OR SERIOUS INJURY D. Notify Safety Officer Responsibilities: Respond to scene to begin investigation Coordinate with local law enforcement if needed E. Notify District Trustees F. Notify Local 4106 President or designee Responsibilities: Notify District Honor Guard Liaison with Fire Chief G. At the Incident Commanders discretion, call mutual aid companies to relieve on-scene personnel. 2. Before leaving the scene, the incident commander shall ensure the following: A. Isolate, tag and secure any equipment and personal protective equipment used by the injured/deceased personnel. B. Secure scene pending death investigation by police and fire departments. C. In the event of death or serious injury by fire department vehicle accident, arrangements should be made to secure any evidence, including vehicles, for investigation. D. Document any witnesses including their names, addresses and telephone numbers for investigators. Public Information Officer Responsibilities The Deputy Chief or other designated Officers will assign a Public Information Officer (PIO) in the event that the current department PIO is not available. This person will be responsible for the following: Respond to the scene and: 1. Assist or provide assistance in scene operations. 2. Assemble incident facts for press releases. 3. Advise all personnel to direct all press to the PIO. He or she shall instill a gag order on all personnel to avoid misinformation. Page 3 of 7

98 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/01/06 REVISED: 01/01/12 TITLE: PROCEDURES FOR LINE OF DUTY DEATH OR SERIOUS INJURY After the above tasks have been completed, the PIO should respond to headquarters and prepare press releases or provide news conferences as deemed necessary. The PIO will withhold the name(s) of any deceased or injured member(s) from public release until the PIO is notified by the Notification Officer(s). The Deputy Chief or other designated Officers will be responsible for overall department operational readiness. Notification (NO) and Family Liaison Officer (FLO) The Chief, Chaplain and designated family liaison will meet at Headquarters to begin the notification process: 1. Retrieve family information from Emergency Notification/Information form. 2. If possible, formulate a plan to notify based on the member s wishes. 3. Notify the family in person and assist them to the hospital when at all possible. 4. Assist family with further notifications as needed. 5. Concur with family for release of information to the press. Immediately notify the PIO when approved. While at the hospital, the NO and FLO Officer shall: Page 4 of 7 1. Assist family as needed. Remain at hospital until family leaves or needs transportation. 2. Order that all protective equipment and clothing become isolated, tagged and impounded as evidence. If a police representative is present, utilize them for this assignment. 3. Determine if an autopsy is going to be conducted. Check to see if a toxicology test and CO level (in fire related deaths) will be conducted. Policies may vary depending on which county the incident occurred. Ensure that the Coroner will conduct these tests. The fire department has no authority to demand any type of autopsy; however, for a thorough investigation and for determination of survivor s benefits, an autopsy is preferred. 4. Advise family of your role as liaison between family and fire department. At an appropriate time, determine if the family wished a fire department funeral and/or discuss any wishes indicated on the Emergency Notification/Information Form.

99 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/01/06 REVISED: 01/01/12 TITLE: PROCEDURES FOR LINE OF DUTY DEATH OR SERIOUS INJURY Fire Department Funerals At the earliest convenience, the Chiefs, family liaison and Union President (if union member) and other designated officers or members will convene to plan all activities. Outside assistance for funeral preparation will be requested from the Illinois Fire Chief s Association (IFCA) or the Associated Firefighters of Illinois (AFFI) as indicated on the firefighters emergency notification/information form. Individual duties may be established to help coordinate responsibilities. The following duties will be assigned as needed by the IFCA or AFFI coordinator: 1. Response & Readiness Officer 2. Funeral & Procession Officer 3. Wake & Uniform Officer 4. Investigation Officer 5. Agency Notification Officer Response & Readiness Officer This officer shall be responsible for the following: 1. Secure the deceased person s personal effects. 2. In conjunction with the Chaplain, coordinate the Crisis Intervention Team (CISD). 3. Provide for station and equipment personnel staffing for the duration of the funeral process. 4. Oversee equipment readiness for funeral details: A. Ready engine for casket and flowers. 1. Bunting available for Illinois Fire Chief s Association. 2. Build casket platform if needed. B. Work with pall-bearers in preparation for casket placement and removal. Funeral & Procession Officer This officer shall be responsible for the following: 1. Confirm time and place for wake, funeral and cemetery. 2. With a representative from the Illinois Fire Chiefs Funeral Committee, meet with the funeral director, minister handling rites and visit the cemetery to make plans. Page 5 of 7

100 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/01/06 REVISED: 01/01/12 TITLE: PROCEDURES FOR LINE OF DUTY DEATH OR SERIOUS INJURY 3. Coordinate the procession route with local police and identify and assign traffic control measures as needed. 4. Secure two ladder companies for the entrance to the cemetery. 5. Assist the IFCA Funeral Committee with staging plans at the church. 6. Assign a picture taking unit. 7. Provide for good media access. Keep PIO informed. Wake & Uniform Officer This officer shall be responsible for the following: 1. Assessing the department s needs and providing for uniform hats, class A uniforms, coats, ties, white gloves and dress shoes. 2. Obtain and distribute black elastic badge shrouds. 3. Secure and install bunting for fire stations. Bunting may be obtained through the IFCA, AFFI Funeral Committee or McHenry County Fire Chiefs Association. 4. Assign and coordinate the Honor Guard detail. a. Two firefighters assigned during all wake hours for 10 minute intervals. b. Establish and conduct the fire department walk-through. Agency Notification Officer This officer shall be responsible to notify the following agencies: 1. Illinois Fire Chiefs Funeral Committee ( ) 2. Associated Firefighters of Illinois Funeral Committee Illinois Department of Labor within 8 hours. 4. Public Safety Officers Benefits Program ( ) 5. All Fire Department Insurance Carriers 6. Illinois Attorney General Death Benefit Program 7. National Fire Academy/US fire Administration ( ) 8. Transmit death and funeral information via LEADS machine through SEECOM 9. Office of the State Fire Marshal Investigation Procedure As soon as possible following a line-of-duty death or serious injury, the Safety Officer along with local law enforcement will coordinate an assigned investigation team to conduct an investigation regarding the circumstances surrounding the event. Page 6 of 7

101 HUNTLEY FIRE PROTECTION DISTRICT DATE: 01/01/06 REVISED: 01/01/12 TITLE: PROCEDURES FOR LINE OF DUTY DEATH OR SERIOUS INJURY The objective of this team shall be to thoroughly analyze and document the events leading to the death or serious injury and to make recommendations aimed at preventing similar occurrences in the future. The final written report shall be written and addressed to the Fire Chief. The Fire Chief shall be kept apprised of the investigation progress by the leader of the investigation team. The Fire Chief and/or Deputy Chief and the Safety Officer will choose members of the investigative team based on their involvement in the incident and their emotional well being. If the Chief Administrator is satisfied that a thorough and timely, third party, non-biased, death/serious injury investigation will be conducted, such as that by the National Institute for Occupational Safety and Health (NIOSH), the department s internal investigation procedure will be altered accordingly. The investigation shall begin immediately after the team has met and members have been assigned direction by the team leader. All members of the Huntley Fire Protection District shall give their full and complete cooperation to the members of the investigation team in the performance of their investigation Definitions Line-of-Duty Death The death must be the result of a traumatic injury or exposure determined to have been suffered in the line of duty. Job Related Traumatic Injury A blow to the body by an outside force, such as crushing type of injuries suffered in a building collapse, apparatus accident or fall. Burns, smoke inhalation and such climatic injuries as heatstroke or frostbite will be considered traumatic injuries. Job Related Non-Traumatic Injury A non-traumatic injury that is strongly believed or has been proven attributable to the job. Examples: stress, certain types of heart attack, strokes, diseases and mental illness. Non-Job Related Death Deaths, natural and traumatic, that are not job related. Active Member A full-time or part-time employee of the Huntley Fire Protection District. Approved Date Fire Chief Page 7 of 7

102 HUNTLEY FIRE PROTECTION DISTRICT DATE: 04/01/08 REVISED: 10/01/08 TITLE: SAFETY VEST Policy: 1.46 Subject: Policy: Administrative Safety Vest It is the policy of the HFPD to have personnel wear appropriate safety apparel on all outdoor incidents. Guideline A. In order to provide greater safety and visibility for Huntley Fire Protection District members, ANSI level 2 retro reflective safety vests shall be worn during day and night outdoor emergency and/or nonemergency incidents. Firefighter turnout gear is no longer acceptable as a reflective device. If turnout gear is required to be worn, the retro reflective safety vest will be worn outside the turnout gear. Retro reflective safety vests are not required to be worn outside turnout gear during fire fighting. Outdoor emergency incidents are those that require emergency duties to be performed outside of a structure. Examples include, but are not limited to: Medical emergency such as a heart attack in a traffic area or parking lot. Services call such as a downed tree or power line. Setting up a landing zone for a helicopter. Re-packing hose lines while positioned in a street or in lanes of traffic. Other situations involving traffic or the need to readily identify emergency responders. B. The prescribed ANSI level 2 retro reflective safety vests are those that are assigned to the individual member. Responsibility: Page 1 of 2 A. Company Officers, as well as Firefighter s, are responsible to make sure that they are attired properly to ensure high visibility and identity as an emergency responder. B. The Incident Commander shall determine the appropriate safety apparel and is responsible for ensuring that all personnel are dressed accordingly.

103 HUNTLEY FIRE PROTECTION DISTRICT DATE: 04/01/08 REVISED: 10/01/08 TITLE: SAFETY VEST C. Personnel operating within the Incident Command System and assigned to Command Staff or sector/division positions are to be attired in the proper reflective ICS vest and are not required to wear the ANSI level 2 retro-reflective safety vests. D. At no time shall an employee be operating at an incident scene without the proper reflective safety apparel. Approved Date Page 2 of 2

104 DATE: 10/01/06 HUNTLEY FIRE PROTECTION DISTRICT TITLE: OVERTIME DOCUMENTATION REVISED: Policy 1.47 Subject Administration Overtime Documentation Policy: It is the policy of the Huntley Fire Protection District to document overtime use and provide a procedure for the authorization and approval of overtime. Overtime is a necessary management tool used to ensure minimum staffing and for the occasional completion of tasks assigned by the Fire Chief or Deputy Chief. Overtime should not be self-assigned and self-approved. Authority to assign and approve overtime is given to the Fire Chief, the Deputy Fire Chief, the Battalion Chiefs and Acting Battalion Chiefs. When overtime is used to maintain minimum shift coverage it will be done following HFPD policy # 1.35 Shift Manning. This overtime will be documented on the shift roster and reviewed and signed by the Battalion Chief or Acting Battalion Chief upon the completion of the shift. This procedure will also apply to Emergency Call-backs Overtime as a result of special assignments will be documented on the Record of Overtime Expenditure form (attached) in addition to be logged on the shift roster. Examples of special assignments include but are not limited to: Committee Meetings Public Education Assignments Paid Training Staff Meetings CPR Classes Other Tasks as assigned by Chief or Deputy Chief Special Assignments should be pre-approved by the Chief or his designee prior to their completion. Upon completion of the assignment, the Record of Overtime Expenditure shall be filled out and forwarded to the person who assigned the overtime for their review and signature of approval. The Record of Overtime Expenditure will require the name(s) of the person(s) requesting overtime payment, the date of the overtime, the date submitted, the purpose of the overtime, the actual time requested for compensation and the name of the person assigning the overtime. On a weekly basis the Deputy Fire Chief will review all overtime expenditures and file a report with the Fire Chief. Approved Date

105 HUNTLEY FIRE PROTECTION DISTRICT DATE: 07/16/07 REVISED: 12/01/09 TITLE: DISTRICT PERSONNEL IDENTIFICATION CARDS Policy 1.48 Subject: Policy: Administration District Personal Identification Cards It is the policy of the Huntley Fire Protection District to issue valid identification cards to all its members. The ID card is used for credentialing and is part of the station security entry system. I. Identification Card Contents A. Minimally, ID cards contain the following information 1. First Name & Last Name 2. Rank or Title 3. ID Number and Expiration Date 4. Date of Birth and Current Photo II. General Policies A. ID cards are issued to all active part-time and full-time personnel. B. ID cards are the property of the Huntley Fire Protection District and are issued for the official use of the cardholder. C. All ID cards must be surrendered to the District upon inactive status (resignation, leave of absence, etc). D. ID cards will be updated for personnel to reflect changes in name, rank, title, etc. There is no cost for the updated card. E. ID cards expire four (4) years from issue date. Personnel must maintain a current ID card at all times, and shall make a request for a new ID card 30 days prior to expiration. F. Personnel must report lost or stolen ID cards immediately to the onduty Shift Supervisor. Approved Date Fire Chief

106 DATE: 04/01/08 HUNTLEY FIRE PROTECTION DISTRICT TITLE: PERFORMANCE EVALUATIONS REVISED: Policy 1.49 Subject: Administration Performance Evaluations Policy: It is the policy of the Huntley Fire Protection District to evaluate the performance of its members on a periodic basis. This policy is a guideline for conducting personnel performance evaluations. All employees, who have supervision, are subject to personnel performance evaluations. Purpose: Procedure: A) To increase the employees understanding of their responsibilities and provide feedback information, from the supervisor, reflecting a degree of perceived proficiency. B) To set career goals with a time line for achieving those goals. C) To be a reminder for renewing emergency contact information. D) To promote and measure personal development and professionalism. 1. The supervisory officer shall explain the evaluation forms and criteria to the employee. The employee will complete a selfevaluation and the supervisor will complete a supervisor s evaluation independently of each other. Rating scores of: one, two, four, and five; must include a comment. 2. The supervisor and the employee shall meet and discuss the evaluation. The supervisor and the employee shall acknowledge the evaluation with signatures. The employee will initial in the appropriate line if there are no changes to their emergency contact information. A copy of the employee s current driver s license will be made at this time and placed in their personnel file. 3. Both the self-evaluation and the supervisor s evaluation shall be forwarded up the chain of command for review by the Battalion Chief and the Chief or designee and then placed in the employee s personnel file. Page 1 of 2

107 DATE: 04/01/08 HUNTLEY FIRE PROTECTION DISTRICT TITLE: PERFORMANCE EVALUATIONS REVISED: Evaluations will be completed on all employees annually by June1st of each year or as required by the Chief or designee. Probationary employees shall complete an evaluation at three, six, nine and eleven months of duty. Guidelines for Part Time Employees: Part time employees shall complete a self-evaluation and forward their assessment to their assigned supervisor. The supervisor shall submit the evaluation to the Chief or designee for review by the officers attending a full staff meeting. Written comments will be reviewed with the employee by the supervisor or a designee of equal rank. Acknowledgement signatures and Emergency contact initials are required. The evaluation form will be placed in the employee s personnel file. Part Time employees will submit a copy of their driver s license and will verify or change their emergency contact information at the time of their review with their supervisor. Approved Fire Chief Date Page 2 of 2

108 DATE: 04/01/08 HUNTLEY FIRE PROTECTION DISTRICT TITLE: PURCHASING PROCEDURE REVISED: Policy 1.50 Subject: Policy: Administration Purchasing Procedure It is the policy of the Huntley Fire Protection District to provide a system of accountability and internal controls for the purchasing of goods and services. Procedure: Purchase Order Request: 1. Person making request completes and signs purchase order for all orders over $ (under $ 100 requires only verbal approval from DCO). Deputy Chief of Operations (DCO) to fill in accounting line item number. The purchase order number is the last name of the person making the request. 2. Forward purchase order to DCO. DCO to approve all requests up to $1, All requests over $1, will need approval by the Chief. Purchases over $ 7,500 require Board of Trustee approval. 3. DCO or Chief gives approval to person making request. No orders are to be placed until approval is made. 4. DCO or Chief to forward completed and signed purchase order to accounts payable. Receiving Shipments: 1. DCO unpacks and inspects items received and validates (by signing and dating) packing list. All items ordered are to be shipped to station one. 2. Once validated, packing list is forwarded to accounts payable to be attached to the invoice. 3. Person placing order notified of shipment received. 4. All receipts are to be forwarded to accounts payable. Page 1 of 2

109 DATE: 04/01/08 HUNTLEY FIRE PROTECTION DISTRICT TITLE: PURCHASING PROCEDURE Board Approval: REVISED: 1. Accounts payable report submitted to Board of Trustees for payment approval prior to payment of bills. 2. The utility, credit card bills and reoccurring monthly bills will be paid on their due dates. DCO to periodically review these bills. Emergency Purchases: 1. If an item needs to be purchased in an emergency situation (on a weekend or holiday) verbal approval should first be obtained by either the DCO or Chief. 2. A written purchase order for the emergency purchased item must be received by the DCO no later than 48 hours after the verbal approval. Credit Card Purchases: 1. Follow same procedure as listed under Purchase Order Request. 2. All receipts received from the credit card purchase, including online purchases, must be forwarded to accounts payable with the name or signature of the person making the purchase. Training requests requiring fee payments will need to be processed in accordance with Training Policy 9.1. In the absence of the DCO, the Deputy Chief Administration will process purchase requests. The corresponding District s Purchasing Policy can be found referencing Resolution Purchase Order Form is attached. Approved Fire Chief Date Page 2 of 2

110 HUNTLEY FIRE PROTECTION DISTRICT DATE: 02/01/05 REVISED: 02/01/08 TITLE: RECORDS MANAGEMENT Policy 1.51 Subject: Records Management Records Management Policy: An inventory of accumulated and archived records shall be completed by the Battalion Chief assigned to Records Management. Records analysis and inventory shall be completed by October 1 st annually. Application for document destruction shall be made with the Illinois Secretary of State when the quantity of archived disposable documentation reaches an approximate volume of 25 cubic feet. No unauthorized destruction of documents will be allowed. The Illinois Secretary of State will be petitioned with the nature and volume of archived documents proposed for destruction. All approved document destruction will be performed in conformity to the regulations of the Illinois Secretary of State office. Records shall be categorized, labeled and kept in a secure setting. Access to records is limited to the Administrative Assistants, the Fire Chief, the Deputy Fire Chiefs and the Battalion Chief assigned to Records. EMS Records will be kept by the EMS Coordinator. EMS records will kept in a secure location and all rules and laws related to confidentiality and patient privacy will be observed. All requests for records will comply with the Freedom of Information Act and Huntley Fire Protection District Policies 1.9 and All outside requests for records will be processed by the Administrative Assistants and approved for release by the Fire Chief or his designate. Reference Board of Trustee Policies 1.08 and 1.23 Approved Fire Chief Date

111 DATE: 08/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: RETURN TO WORK REQUIREMENTS REVISED: Policy 1.52 Subject; Policy: Administration Return to Work Requirements It is the policy of the District that all employees requesting to return to work after an extended leave (over 90 days) meet fit for duty requirements. Procedure: Prior to returning to active duty, shift personnel who have been on an extended leave of 90 or more consecutive days will be required to: 1. Obtain a medical release from their attending physician if their leave was for medical reasons. 2. Complete and pass the annual NFPA 1582 medical exam if it was scheduled during their absence. 3. Complete and pass the District s adopted physical agility test. Upon completion of the above, a re-orientation plan will be developed by the Director of Training to make up for any mandatory training or other requirements that were not completed during the employee s absence. Approved Fire Chief Date

112 DATE: 09/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: EXIT INTERVIEWS REVISED: Policy 1.53 Subject: Administration Exit Interviews Policy: The objective of this policy is to help ensure that there is a positive working environment at Huntley Fire Protection District. Procedure: Every employee who discontinues employment from Huntley Fire Protection District shall be asked to complete an exit survey. This survey shall be reviewed by the privacy officer, who may request a phone or face to face interview from the employee. (Survey Form Attached) Approved Date Fire Chief

113 DATE: 09/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: EXIT INTERVIEWS REVISED: Exit Survey Huntley Fire Protection District As a recently separated employee of the District, you are a valuable source of information regarding work conditions during your employment. We hope that you will be candid with your answers so that we may gain from your experiences in order to better fulfill our mission to the District. Name: Date: Hire Date: End Date: Please indicate your primary reason for joining HFPD: Benefits, Wages, Reputation of HFPD as a good place to work, Career advancement (experience, education and/or training), Needed a job, Other Please answer the following 15 questions with a: 1 for agree, 2 for neutral, 3 for disagree and 4 for not applicable. 1. My wages were competitive:, Comments: - 2. My benefits were competitive:, Comments: 3. HFPD provided a welcoming work environment:, Comments 4. I was satisfied with my supervision:, Comments: 5. I was satisfied with the over all management:, Comments: 6. I felt my orientation was adequate training before I worked a shift:, Comments: 7. I felt the daily training was adequate for me to perform my job:, Comments: 8. I felt the training was too extreme:, Comments

114 DATE: 09/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: EXIT INTERVIEWS REVISED: 9. I felt my safety was a HFPD priority:, Comments 10. I was provided sufficient resources to perform my job:, Comments 11. The supervisor s evaluation(s) of my performance were helpful to me:, Comments: 12. My working conditions were satisfactory:, Comments 13. I had positive relationships with my co-workers:, Comments 14. I would recommend HFPD as a place of employment:, Comments 15. I was well aware of the mission statement of the District:, Comments 16. What were your overall expectations of the fire service in Huntley? Were they met? 17. My main reason(s) for leaving HFPD is/are: 18. Is there anything that could have been done to prevent your leaving?

115 DATE: 09/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: EXIT INTERVIEWS REVISED: 19. Is there anything you would like us to know that we haven t asked? Thank you for taking the time to complete this survey! Please return it to Deputy Chief Mallegni.

116 DATE: 11/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: HEALTH INSURANCE OPT-OUT REVISED: Policy 1.54 Subject: Policy: Administration Health Insurance Opt-Out Policy The Board of Trustees of the Huntley Fire Protection District shall provide individual or family medical insurance, dental Insurance and life and short term disability insurance for each full time employee of the District. As of the effective date of this policy, each employee shall have the option of receiving thirty (30) percent of the amount of their insurance premiums paid as salary in lieu of having their individual or family insurance paid by the Board. It is the recommendation of the Board of Trustees that no employee terminate their health or other insurances until they have secured other adequate health insurance and related insurances. 1. Any employee choosing the option to receive the 30 percent salary stipend in lieu of District provided health insurance, dental Insurance and life and short term disability insurance must provide written notice to the District s Fire Chief thirty days prior to the date in which they desire the District provided health insurance, dental Insurance and life and short term disability insurance to terminate. The letter must state which portions of the District provided health insurance, dental Insurance and life and short term disability insurance the employee is choosing to terminate. For example, an employee can terminate their medical insurance but still remain on the District s dental insurance plan. 2. Once an employee terminates their District health insurance, dental Insurance and life and/or short term disability insurance the employee can only re-enroll in the District health insurance plan during the annual open enrollment period, unless a qualifying event occurs which would entitle the employee the re-enter the health plan prior to the open-enrollment period. Examples of qualifying events include but are not limited to births, marriage, death, divorce, loss of group coverage, etc. In order to re-enter the District health insurance plan, the employee must re-apply for coverage within 30 days of the qualifying event. Page 1 of 3

117 DATE: 11/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: HEALTH INSURANCE OPT-OUT REVISED: 3. The stipend and any previously deferred insurance premium contributions made by the employee are considered taxable income. Employees receiving the insurance stipend receive payment of the stipend prorated over the course of the opt-out period. Example: An employee receiving District provided family health insurance who elects to receive the stipend would receive the following: Family Insurance Premium (medical insurance only) = $ 17, / yr. 30 % Stipend = $ 5,252 /yr. (payable $202 / paycheck) Additional savings from elimination of 15 % employee contribution; $ 2,626 (payable additional $ 101 / paycheck) The combination of the stipend and the contribution savings = gross income of $ 7878 / yr. or $ 303 / pay period (taxable) 4. The employee and the Fire Chief or his designate must sign and date the attached request and acknowledgement form (attached). 5. The employee must sign an insurance waiver form supplied by the insurance carrier. Approved Date Fire Chief Page 2 of 3

118 DATE: 11/01/09 HUNTLEY FIRE PROTECTION DISTRICT TITLE: HEALTH INSURANCE OPT-OUT REVISED: Insurance Opt-Out Request and Acknowledgement I have read and understand the provisions of the Opt-Out policy and am requesting to waive the District s coverage in the following areas (please mark with an x ). Medical Insurance Life & STD Insurance Dental Insurance Effective Date Signed Employee District Representative Page 3 of 3

119 DATE: 01/01/10 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: CALL BACK PROCEDURES TO MAINTAIN MINIMUM STAFFING Policy 1.55 Subject: Policy: Administration Call Back Procedure to maintain minimum staffing Shift staffing will be maintained at minimum established levels. When call back is necessary to accomplish this standard, The rank of the last vacated position is to be filled using personnel of same rank if possible. Procedure: The following procedure is to be used to maintain minimum shift staffing: A. Battalion Chief Position vacated: 1. First call back is to an off duty Battalion Chief. 2. If a Battalion Chief is unavailable a Lieutenant can be called back. The most qualified Lieutenant on shift will be the Acting Battalion Chief. 3. If no Lieutenant is available on call back and there are two Lieutenants already on duty. The most qualified Lieutenant will be moved up to the Acting Battalion Chief position and a full time or part time firefighter will be called back to maintain minimum staffing. 4. If no firefighter is available, the Battalion Chief with the least seniority will be required to fill the position on a mandatory call back. B. Lieutenant Position vacated. 1. First call back is to an off duty Lieutenant. 2. If a Lieutenant is not available on call back and there are two Officers already on duty, a firefighter can be called back. The most qualified firefighter on shift will be moved up to the acting Lieutenant position. 3. If a Lieutenant is not available on call back and there are two Officers already on duty, and a full time firefighter is not available, a part time firefighter can be called back. The most qualified firefighter on shift will then be moved up to the acting Lieutenant position.

120 DATE: 01/01/10 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: CALL BACK PROCEDURES TO MAINTAIN MINIMUM STAFFING Page 1 of 2 4. If a Lieutenant is not available on call back and there are not two Officers already on duty, a Battalion Chief can be called back if a Lieutenant is filling an acting Battalion Chief position. 5. If a Lieutenant is not available on call back and there are not two Officers already on duty and a Batalion Chief is not available on call back, an off duty Lieutenant will be required to fill the position on a mandatory call back as specified in the Collective Bargaining Agreement. C. Full Time Firefighter Position is vacated 1. The first call back is to a full time off duty firefighter. 2. If a full time firefighter is not available on call back and there is an acting Lieutenant position filled on shift, an off duty Lieutenant can be called back. 3. If a full time firefighter is not available, a part time firefighter can be called back. 4. If a full time or part time firefighter is not available and there is an acting Battalion Chief position filled, a Battalion Chief can be called back. 5. If a full time firefighter or part time firefighter is not available on call back and there is no acting Lieutenant on shift, a full time firefighter will be required to fill the position on a mandatory call back as specified in the Collective Bargaining Agreement. D. Part Time Firefighter Position is Vacated 1. The first call back will be to a part time off duty firefighter. 2. If a part time firefighter is not available, a full time firefighter can be called back. Approved Date Fire Chief Page 2 of 2

121 DATE: 03/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: PEER FITNESS PROGRAM REVISED: Policy 1.56 Subject. Administration Peer Fitness Program Policy: It is the policy of the Huntley Fire Protection District to promote the physical well being and overall health of each department member. The District will follow the IAFF/IAFC/ACE Peer Fitness Trainer reference manual and the program will be over seen by a Certified Peer Fitness Coordinator. The program is voluntary and nonpunitive. Procedure: Those interested in participating in the Peer Fitness Program must complete and pass an NFPA 1582 standard medical examination within the 12 month period prior to program participation. The program components include: 1. Fitness Evaluation - Annual Physical - Completion of Liability Waiver and Par Q forms - Physical Evaluation by a Certified Peer Fitness Trainer Body Composition - Skin fold Caliper Test Aerobic Capacity - Treadmill Strength - Hand, Arm, and Leg Dynamometer Endurance - Static Plank and Push Ups Flexibility Modified Sit and Reach 2. Peer Fitness Trainer Consultation Page 1 of 2 The Peer Fitness Trainer reviews above information with each participant in a private session Individual specific program is developed and discussed

122 DATE: 03/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: PEER FITNESS PROGRAM REVISED: 3. Program Implementation 4. Follow Up Peer Fitness Trainer will be present and demonstrate kinesthetic technique with each individual participant Future evaluations upon request of participating member The Peer Fitness Trainer will consult with the participant on his progress every 3 months as long as they are involved in the program. Participants will be required to sign a fitness evaluation liability waiver / informed consent form prior to program participation. All personal information will be kept confidential. Approved Date Fire Chief Page 2 of 2

123 DATE: 03/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: PEER FITNESS PROGRAM REVISED: Fitness Evaluation LiabilityWaiver/InformedConsent I have enrolled in the personalized Fitness Evaluation Program offered through the Huntley Fire Protection District. I recognize that the program will involve strenuous physical activity including, but not limited to, muscle strength and endurance testing, cardiovascular conditioning and training, and other various fitness activities. I hereby affirm that I am in good physical condition and do not suffer from any known disability or condition which would prevent or limit my participation in this exercise program. I acknowledge that my enrollment and subsequent participation is purely voluntary and in no way mandated by the Huntley Fire Protection District. In consideration of my participation in this program, I,, hereby release the Huntley Fire Protection District and the Peer Fitness Trainers from any claims, demands, and causes of action as a result of my voluntary participation and enrollment. I do understand that the program is non-punitive and my records and information will be kept private between the Peer Fitness Trainers and Myself. I fully understand that I may injure myself as a result of my enrollment and subsequent participation in this program and I, hereby release the Huntley Fire Protection District and Peer Fitness Trainers from any liability now or in the future for conditions that I may obtain. These conditions may include, but are not limited to, heart attacks, muscle strains, muscle pulls, muscle tears, broken bones, shin splints, heat prostration, injuries to knees, injuries to back, injuries to foot, or any other illness or soreness that I may incur, including death. I HEREBY AFFIRM THAT I HAVE READ AND FULLY UNDERSTAND THE ABOVE STATEMENTS. Participant Signature Witness Signature

124 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM Policy 1.57 REVISED: Subject: Policy: 1.57 Policy: Procedure: Awards/Recognition Program Administration The Huntley Fire Department will honor individuals or groups who have made an outstanding contribution to the mission and goals of the Department. The purpose of this directive is to set forth a method to recognize employees for exemplary service, and to serve as a means of reinforcing the type of performance the Department wishes to encourage. This Policy shall be comprised of the following sections: I. Definitions II. Procedures III. Duties of the Department Award Committee IV. Nominations V. Reporting Periods & Deadline VI. Presentation of Awards VII. Wearing of Awards VIII. Duplicate Awards IX. Award Description I. Definitions A. Medal of Honor: The Medal of Honor is the Department s highest award for bravery. It is awarded for individual acts of extraordinary bravery, performed in the line of duty at great risk to one s own life, and above and beyond the call of duty. The deed performed must have been by voluntary act and of self-sacrifice so conspicuous as to clearly distinguish the individual for bravery and must have involved risk of life. Incontestable proof of the performance of service will be expected, and such recommendation for the award will be considered on the standard of extraordinary merit. A Department certificate will be issued with this ribbon. Page 1 of 10

125 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM REVISED: B. Medal of Valor: It is the Department s second highest award. The Medal of Valor is awarded for outstanding personal bravery in the line of duty at imminent personal hazard or risk. The Medal of Valor may be awarded for instances that involved heroism in the line of duty and deserve departmental recognition and commendation. The Medal of Valor may also awarded for outstanding achievement or for an act or series of acts that involves significant personal danger, and exemplifying the highest standards of public safety service and professionalism. A Department certificate will be issued with this ribbon. C. Merit Award: For personnel performing an outstanding act or acts that results in improved administration or operation, substantial savings in labor or operational cost, greatly enhances the Mission of the Huntley Fire Protection District or brings great credit to the District are eligible to receive the Merit Award. The act or acts must be because of performance beyond the requirements of the normal work assignment. A Department certificate will be issued with this ribbon. D. Purple Heart Award: This award is given to members who have suffered serious physical injury or death in the line of duty. The injury or death must have resulted as a direct consequence of official public safety operation. The serious bodily injury must not have been caused by the members own negligence or unreasonable disregard for common safety practices or established policies of the Department. A Department certificate will be issued with this ribbon. E. Lifesaving Award: This award is given to members for saving of the life of another. The Lifesaving Award is based on an intentional act to save another s life, and the member must take substantial steps in saving a life where the person would have otherwise suffered a grave consequence. It is not awarded for routine medical care that is expected from personnel providing departmental services. A Department certificate will be issued with this ribbon. Page 2 of 10

126 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM REVISED: F. Fire Chiefs Commendation Coin: This coin is from the Office of the Fire Chief and can only be given by the Fire Chief. This coin will be awarded for acts of exemplary performance or bravery. In addition, all members that retire in good standing from the Department will be awarded a Chief s coin. Any member of the Department can make a recommendation to the Chief to award a coin to a member. A Department certificate and ribbon will be issued with this commendation to Department members. The Chiefs coin can be issued to civilians for acts of exemplary performance or bravery. G. Commendation Award: Awarded to District employees who do an excellent job and merit recognition from the Fire Chief or Division Manager. The award may apply to any Department or Division within the District. This may also be presented to non-district employees. This award is given to a member for clearly meritorious service while exhibiting professionalism. The Commendation Award is awarded for conduct that is outstanding in every respect, and the member must have demonstrated a high degree of personal initiative, which resulted in an act that exemplifies the high standards of the Department. A Letter of Commendation will be issued with this ribbon. H. External Awards: Members of the District who receive awards given outside the Fire District (i.e. Chief Fire Officer Designation, Executive Fire Officer, etc.) must have the appropriate paperwork completed and routed through their Shift Commander to the Fire Chief for review and approval for display on their uniform. I. Deployment/ Campaign Awards: Awarded to members that are deployed to other parts of the State or Nation as a result declared disaster or through the activation of the State Emergency Response Plan (MABAS). J. Military Service Award: An award granted to any Department member who is currently a member of any branch of the United States Armed Services or was honorably discharged from any branch of the United States Armed Services (proof with Military DD214 Form). This award is also granted in recognition for military service and deployment. Page 3 of 10

127 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM REVISED: K. Department Coin: Probationary Firefighters will receive their coin at the end of their 12 month probationary period; they will receive their coin from the shift that they have been assigned to. L. Service Pin: This award is given to those members that have completed five-year blocks of service with the Fire District. For members to receive award recognition, they must have completed their five-year block status with the Fire District during the current calendar year. Service Pins will be issued on 5 year increments (5, 10, 15, 20, etc.). II. Procedures A. Recipients of the Medal of Honor, Medal of Valor, Merit Award, Purple Heart Medal, Lifesaving Medal and Fire Chief s Commendation are selected by the Department Awards Committee. The Department Awards Committee will be composed of one Trustee, the three Shift Commanders and the Director of Training. The Deputy Chief of Administration will serve as the chairperson. The Fire Chief has final approval as to the recipients of each award. III. Duties of the Department Awards Committee A. Meetings will be called by the chairperson and will be held semiannually in February and August. A special meeting can be scheduled on an as needed basis. B. The Department Awards Committee will select recipients of Department awards based upon the nominations submitted. IV. Nominations A. Nominations for Department awards may be submitted by any Department employee and forwarded through the Chain of Command. Each Battalion Chief will forward nominations to the Fire Chief who will forward a summary of all nominations to the awards committee chair before the next scheduled meeting. B. All nominations must be typed and the incident described in a concise and complete manner. Page 4 of 10

128 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM REVISED: C. Individual award nominations must be signed by the individual submitting the nomination. The Shift Supervisor must verify the accuracy of the facts before signing the nomination form. After the required signatures are obtained, the nomination will be forwarded through the Chain of Command to the Awards Chairperson. D. Supporting documentation is any document that would enhance the nomination and strengthen its award potential (i.e., newspaper article, photographs, witness statements, police reports, etc.) V. Reporting Periods and Deadlines A. Nominations must be submitted within ninety (90) days of the act or acts for which the nomination is being made. A request for exception will be submitted to the Fire Chief for consideration if any nomination is brought forth later than ninety (90) days following the act or acts. The committee will consider only those exceptions approved by the Fire Chief. VI. Presentation of Awards A. Recipients of all awards will be honored and presented the award by the Fire Chief at a department meeting or at another appropriate ceremony decided on by the Fire Chief. VII. Wearing of Awards A. Members of the Department are directed to wear their ribbon bar(s) on their Class A uniform, positioned on the right side above the name plate. Award bar(s) will be placed in the order of ranking priority beginning with the Medal of Honor (see section I, A-K for the ranking order). Page 5 of Award bar(s) will begin from the wearer s left (closest to the heart) and move to the right in one or more rows. 2. There should be no more than 1/8 inch between rows. 3. No more than three (3) award bar(s) will be in any single row, but there will be no subsequent rows added until the current row has three (3) award bars. Appropriate multiple bar holds will be used.

129 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM REVISED: 4. When subsequent awards require a second row of bars, the higher ranking bars will be displayed above the lower ranking bars. VIII. Duplicate Awards A. A member is entitled to earn a second or subsequent award of the same category based upon the same standards of conduct required for the first or initial award. The member will receive a second or subsequent award at the designated awards presentation ceremony. A silver star is added to the ribbon for subsequent awards, up to 4 stars. Upon 5 subsequent awards, the ribbon will have only one gold star. The member shall be restricted to wearing only one ribbon per category on the uniform. IX. Award Descriptions Medal of Honor The award for Medal of Honor is dark blue with gold stars. Medal of Valor The award for Medal of Valor is white and red with the word VALOR in-scripted in the center. Page 6 of 10

130 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: AWARDS/RECOGNITION PROGRAM Merit Award The award for Merit is red MERIT in-scripted in the center. Purple Heart Award The award for Purple Heart is purple in color. Lifesaving Award The award for Lifesaving is red and white. Page 7 of 10

131 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM REVISED: Fire Chief s Commendation Coin It is a multi colored coin with one side that has the Districts logo on it and the other with the Fire Chiefs Seal of five crossed bugles. The award for Fire Chief s Commendation is white, red and yellow in color. Commendation Award The award for Commendation is white, green and red in color. External Awards Will be issued by other entities. Deployment/ Campaign Awards Will be issued by other entities. Military Service Award The award for Commendation is red, white and blue in color. Page 8 of 10

132 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM Department Coin REVISED: A copper coin with one side that has the Districts logo on it and the other with a firefighter montage. Service Pin On the individuals Class A uniform, a maltese cross will be applied to the left sleeve, one for each 5 years of total fire service time. Approved Date Fire Chief Page 9 of 10

133 DATE: 10/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: AWARDS/RECOGNITION PROGRAM REVISED: Huntley Fire Protection District Recognition and Awards Nomination Form Award Categories (Please check appropriate box, only one form per category accepted) Medal of Honor Medal of Valor Merit Award Purple Heart Award Lifesaving Award Fire Chiefs Commendation Commendation Award Name of Nominee: Date of Nomination: Date of Incident: Incident Location/ Incident Number: Name of Nominator: Provide complete details on why the nominee should receive this award: Signature of Nominator: Signature of Shift Supervisor: Signature of Fire Chief: Date: Date: Date: Signature of Committee Chair: 10 of 10

134 DATE: 12/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: HFPD KILT REGULATIONS REVISED: Policy 1.58 Subject: Policy: Administration Kilt Wearing Regulations The District authorizes the wearing of the HFPD Kilt for ceremonial purposes as outlined in this policy. Huntley Fire Protection District Kilt Uniform Regulations Table of Contents: Background and History Huntley FPD Tartan Scope and Applicability Definitions o Class A Uniform o Class B Uniform o Class C Uniform o Class D Uniform Shirts, Ties & Tie clip Kilt Belts Kilt Sporrans & Sporran Strap Hose Flashes Shoes Sgian Dubh Belt Buckle Kilt Pin Page 1 of 8

135 DATE: 12/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: HFPD KILT REGULATIONS Background and History REVISED: The history of the kilt stretches back to end of the 16th century. Although the kilt is an item of traditional Scottish highland dress, the nationalism of that tradition is relatively recent. It was only with the Romantic Revival of the 19th century that the kilt became irreversibly associated with Highlanders, and was subsequently adopted by Lowlanders and the Scottish Diaspora. Other modern Celts such as the Irish, Cornish, Welsh and Manx, have also adopted tartan kilts in recent times, although to a lesser degree. Similar clothing had long been abandoned by related cultures such as Gauls, and Scandinavians. The word kilt comes from the Scots word kilt meaning to tuck up the clothes around the body. The Scots word derives from the Old Norse kilt, which means "pleated", from Viking settlers who wore a similar, non-tartan pleated garment. In the ancient times of the clans, the highlanders were dressed in one single cloth, which was wrapped around their body. A belt was strapped around the waist to hold it in place. This belted plaid was not only used for clothing, but it also served as a blanket during the night. Huntley FPD Tartan A tartan kilt places each person wearing it as a member of a specific family group or clan, identified by the tartan or patterned weave of each kilt. The kilts are symbols of pride in the culture and history of their organization. Kilts are worn at special events, honor guard and weddings to show allegiance to a specific clan (organization). A unit tartan for the firefighters and paramedics of the Huntley Fire Protection District. Page 2 of 8

136 DATE: 12/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: HFPD KILT REGULATIONS Colors: REVISED: Red represents the Department's dedication to duty Blue represents the firefighters White represents the line officers Gold represents the chief officers Black represents the many firefighters who have died in the line of duty Thread count: K22B28K8B28K24R26K6R6W4Y4 Pallet: R=9E0508RED; K=101010BLACK; B=2F2F4FBLUE; W=FFFFFFWHITE; Y=FFD700YELLOW Scottish Register of Tartans Page 3 of 8

137 DATE: 12/01/10 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: HFPD KILT REGULATIONS Scope and Applicability Provide clear instructions to all members regarding the appropriate uniform (kilt) for duty and non-duty appearances. DEFINITIONS Class A Uniform Full Dress Black Shoes, Black Hose, Sgian Dubh, Tartan Flashes, Huntley FPD Tartan Kilt, Kilt Belt with Standard Buckle, Kilt Pin, Leather Sporran, Plain T- Shirt, Long Sleeve Dress Shirt, Tie, Tie Clip, Collar Pins, Name Tag and Badge. Class B Uniform - Summer Dress Black Shoes, Black Hose, Sgian Dubh, Tartan Flashes, Huntley FPD Tartan Kilt, Kilt Belt with Standard Buckle, Kilt Pin, Leather Sporran, Plain T- Shirt, Short Sleeve Dress Shirt, Collar Pins, Name Tag and Badge. Class C Uniform - Evening Wear Plain White Athletic Socks, Huntley FPD Tartan Kilt, Kilt Belt with Standard Buckle, Kilt Pin, Leather Sporran & Polo Shirt. Foot wear personal choice. Class D Uniform - Casual Wear Plain White Athletic Socks, Huntley FPD Tartan Kilt, Kilt Belt with Standard Buckle, Kilt Pin, Leather Sporran and Member T- Shirt. Foot wear personal choice. SHIRTS & TIES & TIE CLIP SHORT AND LONG SLEEVE SHIRTS Male/female personnel with insignia/ color appropriate to the rank of the Member. Department patch attached to left Page 4 of 8

138 DATE: 12/01/10 HUNTLEY FIRE PROTECTION DISTRICT TITLE: HFPD KILT REGULATIONS REVISED: arm. American flag patch with stars & stripes forward on right arm. Tie is to be worn with long sleeve shirt only. A plain crew neck tee shirt (color rank appropriate) must be worn under uniform shirt. No lettering must show through uniform shirt. How Worn- Well tucked into the waistband of the kilt so that the front of the shirt does not hang below the waistband. Excess material at the waist tucked in behind each hip in two even pleats. Breast pockets must be empty and fastened. Care- Well pressed and unwrinkled. Sharp, military creases pressed vertically into front of shirt so as to evenly divide each pocket from waist to epaulet. Sharp crease in sleeves aligned with epaulet. NECKTIE- Necktie tied in a half Windsor knot with bottom of tie even with waist. TIE CLIP HFPD official tie pin. KILT BELT Description Plain Black leather belt. 2 ¼ or 2 ½ inches garrison type, plain pattern, worn with kilt on all uniforms. How Worn- Belt should be worn outside the kilt with a tight fit. Care- Belt should be periodically dressed/cleaned with preservative to prevent drying and cracking. KILT Description Huntley FPD, Heavy weight 16oz. 8 yards per kilt, Pleated to the RED stripe, three belt buckles, Fringed and Extra wide sweat band. How Worn- worn evenly all around, bottom of kilt to split kneecap. Page 5 of 8

139 DATE: 12/01/10 HUNTLEY FIRE PROTECTION DISTRICT REVISED: TITLE: HFPD KILT REGULATIONS Care- Dry-clean and press as necessary. Store on a good quality kilt hanger with pleats hanging naturally. SPORRAN & SPORRAN STRAP SPORRAN- Maltese cross design pattern plain black leather with small emblem centered on sporran flap. SPORANN STRAP Plain black leather with silver buckle to match kilt buckle. How Worn Sporran strap should fit snugly into groin with sporran strap buckle centered in back. Centered in front of kilt, aligned with waist belt buckle and button line of shirt/jacket. Top of sporran should be two fingers below the bottom of the belt buckle. HOSE Description- Full-length black hose. How Worn- Hose seams straight and centered in back. Tops of hose turned down to cover flashes. Top of hose to be four finger widths below inside bone of knee. Fold over should be three fingers wide. Care- Dry clean or clean with Woolite. DO NOT PUT IN DRYER! Page 6 of 8