POLICY AND PROCEDURE DEPARTMENT ADMINISTRATION Policy and Procedure Development Indexing and Numerical Control

Transcription

1 TITLE: TABLE OF CONTENTS NUMBER: 1 DATE: 04/15/2011 Page 1 of DEPARTMENT ADMINISTRATION Policy and Procedure Development Indexing and Numerical Control Sources of Policy Take Home Vehicles Staffing Procedure Personnel Resource Pool Reserve Firefighter Intra Agency Time Exchange Grants

2 TITLE: DEVELOPMENT NUMBER: Page 1 of 4 PURPOSE To provide instructions on how to write, distribute and incorporate new or revised POLICIES or PROCEDURES in a rapid and efficient manner. POLICY The department shall provide clear direction and guidance on the policies and procedures of the organization. These policies and procedure shall be provided in the approved format and follow the correct process for approval. APPLICABILITY Heartland Fire & Rescue, City of El Cajon Fire Department, City of La Mesa Fire Department and City of Lemon Grove Fire Department. DEFINITIONS A POLICY shall be defined as a declared intent or objective that shall be used as a basis for decision and action. Generally, policies will be short and concise. A PROCEDURE shall be defined as a prescribed or acceptable routine or method of performing or implementing a desired course of action. AUTHORITY Fire Chief PROCEDURE This guideline is to be used by all Department personnel when submitting new information for permanent placement in the Department's manual system. The originator shall submit proposed Policies and Procedures through the appropriate chain of command.

3 TITLE: DEVELOPMENT NUMBER: Page 2 of 4 All originators shall ensure that new Policies or Procedures being submitted are typed, conform to the required format and do not conflict with existing Policies or Procedures. Generally, the originator will be the Administrative Staff. DUTIES OF COORDINATOR Review all Policies or Procedures intended for Department manuals for conformance with established format Provide assistance to originators Notify originators of Policies or Procedures when conformance with established format does not occur Provide section and subject numbers for new Policies or Procedures Create cover memo and distribute Policy or Procedure after it is approved by the Fire Chief Provides updates for Table of Contents as required by Policy Update electronic versions on department website(s) APPROVAL Approval of all Policies or Procedures shall be made through proper channels before placement in Department manuals. ROUTING FOR POLICIES AND PROCEDURES Step 1 Originator shall: Check for conflicts with existing policies and procedures and conduct research on subject matter Prepare draft in proper format and submit to Fire Chief

4 TITLE: DEVELOPMENT NUMBER: Page 3 of 4 Step 2 Fire Chief or designee shall: Review Policy for content Return to originator with explanation if not approved Submit approved Policy to coordinator Step 3 Coordinator shall: Review Policy for proper format Return to originator for format changes, if needed Return to Chief for Approval and Distribution GUIDELINES FOR PREPARING POLICIES OR PROCEDURES A standard format shall be followed by all originators writing Policies or Procedures for inclusion in the Department manuals. The format is as follows: Subject in upper right box Policy or Procedure number in upper right box after "Number" on first page; upper left box after "Number" on second page Page number Upper right box Effective date below Policy or Procedure Number The date will be in numerical form (11/1/91) and correspond with the date the Policy or Procedure was adopted All Policies or Procedures are to follow a basic narrative format

5 TITLE: DEVELOPMENT NUMBER: Page 4 of 4 The numbers and headings must correspond with the Table of Contents; all headings will be properly centered on the forms Forms used as attachments will be reduced and placed on the Policy or Procedure format; these pages will be numbered to be included in the total number of pages for each Procedure All forms will be of reproductive quality and straight on the page Listed items will be indented; if it is desired to identify thoughts or points, this should be accomplished by the use of bullets preceding the first word; items are to be numbered only to indicate priority or order of sequence to be followed SUBMITTING POLICIES OR PROCEDURES TO COORDINATOR The individual submitting a Policy or Procedure is responsible for providing a draft utilizing the policy and procedure template and submitting a copy to the appropriate designee via the chain of command with recommendations from each reviewer. It will then be submitted to the coordinator. The coordinator will verify the following before printing: Proper headings and centering on all forms Dates are printed numerically Proper type and format used Proper use of numbers and bullets Forms and attachments are reduced on proper Policy and Procedure format and numbered correctly Revisions are properly identified on forms All material is of reproductive quality

6 TITLE: INDEXING AND NUMERICAL CONTROL NUMBER: Page 1 of 1 PURPOSE To provide a consistent method for numbering policies and procedures POLICY Policies and procedures will utilize the approved numbering format. APPLICABILITY Heartland Fire & Rescue, City of El Cajon Fire Department, City of La Mesa Fire Department and City of Lemon Grove Fire Department. PROCEDURES Sections will be printed on white paper and will be identified with a numbering system as follows: DEPARTMENT ADMINISTRATION PERSONNEL ADMINISTRATION COMMUNICATIONS AND REPORTS SAFETY STANDARD OPERATING PROCEDURES APPARATUS AND EQUIPMENT

7 TITLE: SOURCES OF POLICY NUMBER: Page 1 of 1 PURPOSE To make sure policies and procedures do not conflict with other policies, procedures or laws. POLICY The Fire Department shall not develop a policy or procedure that is in conflict with another policy or procedure, or with federal, state, or local statutes. APPLICABILITY Heartland Fire & Rescue, City of El Cajon Fire Department, City of La Mesa Fire Department and City of Lemon Grove Fire Department. PROCEDURE When developing a policy or procedure, the following sources of conflict should be considered: Federal Law State Law Local Ordinance City Administrative Policies and Procedures Employee Memorandum of Understandings

8 TITLE: TAKE HOME VEHICLES NUMBER: Page 1 of 3 PURPOSE To ensure proper use of public funds with regards to the department s practice of allowing employees to commute to and from work in department owned vehicles. POLICY Due to the need for after hour s emergency incident support or special assignments, certain personnel are authorized to take department vehicles home. APPLICABILITY Heartland Fire & Rescue, City of El Cajon Fire Department, City of La Mesa Fire Department and City of Lemon Grove Fire Department. DEFINITIONS Take Home Vehicle means a department vehicle which is used by an employee for department business and for regularly commuting to and from the employee's home and work station. Call Out means a directive to an employee to report to a work site during off duty time or day, and to respond to emergencies, which require immediate response to protect life and property. Emergency Response means an employee has primary responsibility for immediate response; to protect life and property. AUTHORITY Approval for a take home vehicle authorizes an employee to drive a department vehicle during off duty hours and to garage that vehicle away from his/her regular work location. The "regular work location" is where the department usually requires an employee to report for work at the beginning of each workday.

9 TITLE: TAKE HOME VEHICLES NUMBER: Page 2 of 3 REFERENCE City of El Cajon Fire Department Policies and Procedures City of El Cajon City Council Policy E 1 City of La Mesa Fire Department Policies and Procedures City of La Mesa Policies and Procedures City of Lemon Grove Fire Department Policies and Procedures City of Lemon Grove Policies and Procedures PROCEDURE 1. Take home vehicles may be assigned to department employees who: o Have primary responsibility to respond to emergencies which require immediate response to protect life or property; and o Cannot use alternative forms of transportation to respond to emergencies; and o Cannot pick up city owned assigned vehicles at designated sites without impacting the employee's ability to respond timely to emergencies, which require immediate response to protect life or property. o Employees at or above the rank of Deputy Chief whose duties require frequent and unscheduled and supervisory activities. 2. Limitations All take home vehicles will be used only in the performance of official duties and for transportation to and from work. Only Department personnel shall operate the take home vehicles. Personal use is prohibited, except for work related activities en route to and from work. Persons riding as passengers in take home vehicles shall be limited to Department personnel, other City employees, and other persons whose riding is in the best interests of the department. When not in use, all take home vehicles must be properly secured to safeguard the vehicle and its contents. 3. Temporary take home vehicle A Chief Officer may approve temporary take home vehicle only when there is a demonstrated need that it would be in the best interest of the Department. 4. Use of tobacco products is prohibited in a department vehicle.

10 TITLE: TAKE HOME VEHICLES NUMBER: Page 3 of 3 APPROVAL Only the Fire Chief shall approve a take home vehicle. He/she shall grant approval for a specific employee, or team of employees, to operate and garage the vehicle at home only in accordance with policies and procedures set forth by the City Managers and Fire Department Policies and Procedures.

11 TITLE: STAFFING PROCEDURE NUMBER: REVISED 7/12/2017 Page 1 of 6 PURPOSE To establish common methods of filling suppression staffing vacancies within Heartland Fire & Rescue Department. POLICY This Policy was crafted in an attempt to fill shift vacancies through voluntary participation first and to rely on force hiring as a last resort. This policy does not attempt to resolve every staffing scenario. The intent is to consistently provide coverage, equal opportunity and fair distribution of overtime shifts for all personnel. However, even though fairness in a policy is a desirable objective, absolute equity in the distribution of overtime hours will not always be possible. The Shift Battalion Chief (B/C) will perform the daily staffing functions. The Fire Chief or his/her designee maintains the authority to deviate from this policy as determined necessary to meet emergency operational staffing needs of each city. Deviations from this policy will be dictated by extenuating staffing circumstances. APPLICABILITY Heartland Fire & Rescue, City of El Cajon Fire Department, City of La Mesa Fire Department, and the City of Lemon Grove Fire Department. DEFINITIONS RATED PERSONNEL - Person of same rank as vacancy created. ACTING PERSONNEL Person organizationally qualified to act and designated by the department in another position. Must be on a current promotional list to be eligible to act. INTERNAL RESOURCE POOL - Members within Heartland Fire & Rescue. EXTERNAL RESOURCE POOL Members of participating Central Zone agencies who have agreed to participate in the External Resource Pool may be utilized to fill Firefighter/Paramedic

12 TITLE: STAFFING PROCEDURE NUMBER: REVISED 7/12/2017 Page 2 of 6 vacancies only prior to a Force Hire. External Resource FF/PM s will only be allowed to fill vacancies on an engine. TELESTAFF CONTACT When TeleStaff attempts to make contact with an employee via phone line, text message (SMS), or pager, it will recognize a contact anytime the communication attempt is successfully completed. Contact is accomplished when a TeleStaff message was sent, a message was left, or when a message was listened to. Additionally, an employee entering his/her ID and password and either listening to the message as it is delivered or listening to a message that has been reserved for the employee indicates contact with TeleStaff. LIST CHAIN The sequence of events that lead to the identification of the person to work. AUTHORITY Fire Chief PROCEDURE OVERTIME GUIDELINES: The Battalion Chief will determine and verify the vacancies for scheduled overtime. When filling staffing vacancies, an organizational goal is to staff apparatus with employees of the same rank (rated). When rated employees are not available, employees in an acting capacity, who are on a current promotional list will be considered to work in that city where there is a vacancy. In absence of a current list qualified employees may be considered to fill the vacancy. LIST CHAIN OF EVENTS: 1. WILL WORK - To make best use of the TeleStaff software, employees are encouraged to sign up when willing to work overtime. When seeking to fill vacancies, preference will be given to the employees signed up. Among those, the first opportunity will be given to the member with the fewest overtime hours worked during the current bid cycle.

13 TITLE: STAFFING PROCEDURE NUMBER: REVISED 7/12/2017 Page 3 of 6 When signing up for overtime, each employee is responsible for the input dates and times (if applicable) that they are willing to work. This can be accomplished by telephone, at a client workstation, or via WebStaff. In order for an employee s placement on a will work list to be accurate, they are to ensure that their name is placed on the list prior to the roster being run. In the event an employee places himself/herself willing to work after the coverage need has been filled, no bumping of personnel will be authorized. Prior notification of willingness to work is required. 2. NOT SIGNED UP TO WORK - In the event no rated employee is signed up to work, all the employees of the same rank in the city creating the vacancy will be called, in order from most to fewest overtime hours during the current calendar year. 3. INTERNAL RESOURCE POOL - If the preceding methods do not produce an employee willing to work, the B/C will utilize the Heartland Fire & Rescue Internal Resource Pool. Participation in the Internal Resource Pool is NOT mandatory. Internal Resource Pool personnel will not be subject to Force Hire for agencies other than their own. The hiring sequence for the Internal Resource Pool is similar to process of hiring rated personnel (see step one above). Actors will not be considered for the Internal Resource Pool. 4. USE OF ON-DUTY ACTORS - If the preceding methods do not produce an employee willing to work, the B/C will consider moving actors who are on a current list of that city already on the roster to create a vacancy in another lower rank for filling. EXAMPLE: If no Captains are willing to work and an approved Acting Captain is on the current roster, the actor can be moved to the Captain s spot and the new vacancy created by the relocated actor can be attempted to be filled. This moving of actors shall not create a force in the altered rank. This movement also shall not permit two acting personnel on one apparatus.

14 TITLE: STAFFING PROCEDURE NUMBER: REVISED 7/12/2017 Page 4 of 6 5. USE OF OFF-DUTY ACTORS - If there is no rated employee willing to work, TeleStaff will call actors of that city who are on a current promotional list in the same methods described in the preceding manner. 6. QUALIFIED ACTORS- In absence of a current promotional list. A qualified person may be used to act in a higher position to prevent a force hire. This will be at the discretion of the staffing authority. 7. EXTERNAL RESOURCE POOL - External Resource Pool participants can be requested if all internal options for filling are exhausted. External Resource Pool personnel will not be subject to Force Hire. 8. FORCE HIRE If the preceding methods of hire do not fill the vacancy, then a Force Hire will be implemented. METHOD OF THE FORCE HIRE PROCESS: Force Hire will be of the rank creating the initial vacancy. A Force Hire is to be initiated by B/C at the earliest possible time. The purpose of this is to allow the employee being forced to work the most amount of time to plan for the potential personal impact of the Force Hire. When filling a same-day vacancy, the B/C will perform the Force Hire Notification manually via telephone or radio. When possible, the B/C shall notify the person being forced by 7:00 a.m. The B/C will continue the call-back process until all personnel have been called. FORCE HIRE SEQUENCE: 1. The Force Hire List is first sorted by employees who were working their regularly assigned shift the day before the staffing need. Therefore, employees who were working overtime or a Time Exchange (TE) are still able to be forced. The employee working the TE is to be the last considered option.

15 TITLE: STAFFING PROCEDURE NUMBER: REVISED 7/12/2017 Page 5 of 6 2. The next sorting criteria is the date last forced to work, with the most recently forced employee at the bottom of the list. If there is a tie, the list will then be sorted by Hire Date, with the most senior employee at the bottom of the list. 3. If this sorting method produces a tie, the final sorting criteria will be alphabetical by last name. Note: this sorting is automatically performed by TeleStaff. 4. As a standard practice, on-duty Resource Pool participants filling overtime positions will not be utilized for a Force Hire. Once the Force Hire candidate is identified, he/she will be notified by the B/C of the potential Force Hire situation. Then the hiring List Chain will continue in attempt to fill the vacancy with an employee willing to work. The person who is first on the list to be forced will have the ability to accept the overtime position without being forced, once the hiring List Chain of events has been run for the agency creating the vacancy. EXAMPLE: A firefighter receives notification that he/she is first on the list to be forced. After the hiring List Chain for that city has been run without producing an employee willing to work, the employee listed as being up for the force can accept the overtime position before the Resource Pool personnel are contacted. HOURLY LIMITATIONS: Personnel shall not be eligible to work a force hire if it would result in the employee working more than 72 consecutive hours. Employees who have worked 72 hours must be off duty for a minimum of twelve (12) continuous hours prior to being eligible for a force. Employees are able to volunteer to work for more than 72 consecutive hours. Telestaff will allow personnel who volunteer to be scheduled to work up to 96 consecutive hours automatically. Any volunteer hours over 96 consecutive hours requires approval by the Battalion Chief on duty at the time of the work request. Consideration to allowing personnel to work more than 96 consecutive hours should include safety of the staff and the community. The department reserves the right to send personnel home at the discretion of the Fire Chief or designee to ensure adequate rest.

16 TITLE: STAFFING PROCEDURE NUMBER: REVISED 7/12/2017 Page 6 of 6 RESPONSIBILITIES OF THE EMPLOYEE: It is the responsibility of each employee for making sure the desired contact numbers and methods are accurate and up-to-date in TeleStaff. In the event an employee switches their contact information, they shall update TeleStaff within 24 hours of the change. Each employee is responsible for the security of their own TeleStaff password. Each individual s password is their form of TeleStaff identity verification. If an employee feels that his/her password was compromised, he/she are to change their password and notify their supervisor. TeleStaff can communicate messages in various forms of delivery; text messaging, s, voice mails, and numeric paging. The preferred method of TeleStaff communications is text messaging. Text messaging has proven to be the most efficient and reliable method for communication with employees even in times of emergency. If contact is made with TeleStaff, the employee is to either accept the coverage or refuse it at that time to allow the hiring process to proceed.

17 TITLE: PERSONNEL RESOURCE POOL NUMBER: Page 1 of 2 PURPOSE To provide a policy and procedure for utilizing the Internal Personnel Resource Pool and the External Paramedic Resource Pool. POLICY The Fire Department has access to an internal Personnel Resource Pool for members of the Heartland Fire & Rescue Joint Exercise of Powers Agreement (JPA) and an External Paramedic Resource Pool. These resource pools are available to assist in filling vacancies when sufficient personnel are not available for an agency to meet sufficient staffing needs. The primary objective of this resource is to avoid force hire situations. The list will not be utilized until after the appropriate members of the affected agency have been offered an opportunity to fill a vacancy first. Personnel may only work rank for rank when working overtime in other JPA cities. Working out of class and working at a lower rank are not allowed for use in the Internal Personal Resource Pool. Resource pools will not be used to fill vacancies created by UASI or other grant reimbursable classes. APPLICABILITY Heartland & Fire Rescue City of El Cajon Fire Department, City of La Mesa Fire Department and City of Lemon Grove Fire Department. DEFINITIONS Internal Personnel Resource Pool a list of qualified personnel from the members of the JPA. Covers all ranks that have been authorized within this policy by the Fire Chief. External Paramedic Resource Pool a list of qualified personnel from non JPA members. Covers Firefighter/Paramedics only. AUTHORITY Fire Chief

18 TITLE: PERSONNEL RESOURCE POOL NUMBER: Page 2 of 2 REFERENCE El Cajon Firefighters MOU La Mesa Firefighters MOU Lemon Grove Firefighters MOU Joint Exercise of Powers Agreement between the Cities of El Cajon, La Mesa and Lemon Grove PROCEDURE At no time shall a City be responsible for additional costs, over and above the regular compensation of the position being filled, for overtime hours worked in other JPA cities. Cities shall not incur overtime for travel to and from overtime assignments in other JPA cities without prior authorization from the Fire Chief or his/her designee. Any specialty overtime pay in excess of 1 ½ times the employee s regular pay will only be paid by the cities where the specialty pay is offered per their agreed upon MOU. At no time shall overtime compensation in excess of 1 ½ times of an employee s regular pay be required of cities who have not addressed such extra compensation in their bargaining group s MOU. The officer scheduling any vacancy will follow the established overtime guidelines for the affected agency. The reimbursement process for either list is provided in the JPA document. Once it is determined that an agency does not have the appropriate eligible personnel to staff a resource, the internal Personnel Resource Pool will be utilized. Once the internal Resource Pool has been exhausted, the external Paramedic Resource Pool will be utilized. Personnel on the resource pool list must be approved to work overtime in their home agency in order to be placed in the resource pool. Participation in either resource pool is voluntary. The internal list can be updated at any time. The external list is updated annually.

19 TITLE: RESERVE FIREFIGHTER NUMBER: Page 1 of 4 PURPOSE The primary goal of the Reserve Firefighter Program is to develop and prepare the best firefighter candidates for possible future employment in the fire service. The secondary goal of the Reserve Firefighter program is to augment department forces as volunteers in both emergency and nonemergency operations. POLICY The department shall utilize Reserve Firefighters to supplement staffing in accordance with this policy and procedure. In order to participate in the program, Reserve Firefighter s shall successfully complete the required physical agility, written exam, oral exam, entry level physical examination, background investigation and training academy prior to appointment of reserve status. No Reserve Firefighter shall be used to replace regular full time personnel to meet minimum staffing requirements. Exceptions may be approved by the Fire Chief in emergency situations only after exhausting the use of regular paid personnel. APPLICABILITY Heartland & Fire Rescue, City of El Cajon Fire Department, City of La Mesa Fire Department and City of Lemon Grove Fire Department. PROCEDURE Reserve Coordinator: It shall be the responsibility of the Reserve Coordinator to: Maintain an adequate interest list Direct a training and educational program for each Reserve; and Monitor the technical skill development and educational program for each Reserve. Control the placement and assignment of on duty Reserves.

20 TITLE: RESERVE FIREFIGHTER NUMBER: Page 2 of 4 Assistant Coordinator Assist Coordinator with training and educational program for reserve firefighters. It shall be the responsibility of the Assistant Coordinator to provide daily coordination and scheduling of reserve firefighters. Shift Coordinators It shall be the responsibility of the Shift Coordinator to evaluate the daily job performance of each Reserve under their supervision. Reserve Firefighter It shall be the responsibility of the Reserve Firefighter to adhere to the rules, regulations, policies and procedures of Heartland Fire & Rescue. Reserve Firefighter Duties Under immediate supervision, Reserve Firefighters respond to fire and other emergency alarms; connect and lay hose lines; assist in operating nozzles and direct water streams and other extinguishing agents onto fires; make possible openings to buildings using hand and power tools for entry and ventilation; render emergency medical attention; clean, service, inspect and test equipment; assist in rescue, overhaul and salvage of structures, vehicles, aircraft and other hazardous environments; study fire department rules, regulations, policies and procedures; attend and participate in drills; study firefighting techniques; learn about fire hazards ; may participate in physical fitness program; and other duties as assigned. Reserve Firefighter s with current State of California and County of San Diego EMT P License may perform Advanced Life Support skills under the direction and supervision of a Heartland Fire & Rescue paramedic.

21 TITLE: RESERVE FIREFIGHTER NUMBER: Page 3 of 4 ENTRY LEVEL RESERVE STANDARDS AGE: Minimum 18 years of age at time of application. MEDICAL: Must pass department physical. EDUCATION: High school graduation or equivalent (GED), or be a high school student actively working toward graduation. CERTIFICATIONS: Possession of a valid San Diego County EMT B certificate. LICENSE: Must have and maintain a valid, unrestricted Class C California Driver s License. TELEPHONE: Reserve Firefighters must have a working telephone keep Reserve Coordinator advised of current phone number. Reserve Firefighters must advise the department of any change within three calendar days. QUALIFICATIONS GUIDELINES Possession of the required skills, knowledge and abilities is typically demonstrated by educational achievement equivalent to graduation from high school; ability to follow orders and directions; ability to establish and maintain effective working relationships with supervisors, co workers, the public and members of other agencies; ability to learn firefighting techniques, policies, practices and operation and use of equipment; ability to communicate in writing; ability to read and comprehend written material; skill in oral communication; ability to work independently; ability to work in stressful environment; Mechanical aptitude, knowledge of the use of hand tools; ability to operate motor vehicles; knowledge of safe working practices and procedures; knowledge of basic math; ability to work under hazardous conditions; physical condition appropriate to perform the duties of this job classification. BACKGROUND INVESTIGATION Reserve Firefighters must pass a satisfactory background investigation including a California Department of Justice and Federal Bureau of Investigation fingerprint check. The Fire Chief shall determine the level of the background investigation.

22 TITLE: RESERVE FIREFIGHTER NUMBER: Page 4 of 4 PERFORMANCE STANDARDS Reserve Firefighters are required to maintain their efficiency. This includes complying with training standards and skill performance. Performance is measured by the ability to perform the assigned duties in a competent, expeditious and cooperative manner according to department rules, regulations, policies and procedures. Reserve Firefighters are required to complete a minimum number of 48 shift hours per month and a 3 hour drill. In case of illness, vacation or extenuating circumstances, this requirement may be waived or modified by the Reserve Coordinator. CAUSES FOR DISMISSAL The Reserve Firefighter position is voluntary and the Fire Chief can dismiss a participant at any time, with or without cause. EQUIPMENT / UNIFORMS Reserve Firefighters are required to maintain a uniform that meets Heartland Fire & Rescue Procedure The cost for this uniform and its maintenance is the responsibility of the Reserve Firefighter. All safety equipment will be provided by the Fire Department. Badges will be provided by the Fire Department. All equipment issued by the Fire Department shall be returned upon separation from the Reserve program. No portion of the Fire Department uniform or issued equipment shall be worn while off duty without permission of the Reserve Coordinator. ON DUTY INJURIES Each Reserve Firefighter, while on duty shall be covered under the departments Worker s Compensation insurance.

23 TITLE: INTRA AGENCY TIME EXCHANGE NUMBER: DATE: 4/1/2012 Page 1 of 2 PURPOSE To develop a procedure for intra agency Time Exchanges (Shift Trades) between Heartland Fire & Rescue personnel. POLICY All Time Exchanges between personnel from other than their home agency will be approved under the stipulations of this policy. All existing agency specific exchange of shift rules still apply to all internal Time Exchanges made within and by their own organization/personnel. At no time shall the exchange of time between department personnel be a fiscal impact to the city(s) budget. APPLICABILITY Heartland Fire & Rescue, City of El Cajon Fire Department, City of La Mesa Fire Department and City of Lemon Grove Fire Department. REFERENCE N/A AUTHORITY Fire Chief PROCEDURE Intra Agency Time Exchanges For consistency between the three agencies, this process of trading shifts will be recognized and referred to as a Time Exchange. Time Exchanges will be of the same official rank. Acting positions, up or down, will not be authorized.

24 TITLE: INTRA AGENCY TIME EXCHANGE NUMBER: DATE: 4/1/2012 Page 2 of 2 All Time Exchanges below the rank of Company Officer must be authorized prior to the commencement of the Exchanged shift by the receiving Company Officer (The Receiving Company Officer is the officer in charge of the vacancy being filled). All Company Officer Time Exchanges must be authorized by the receiving Battalion Chief Officer. All receiving officers are to ensure that all Exchanges do not adversely affect daily operations. All receiving officers are to ensure that all Exchanges do not interfere with Mandatory Training or other required attendance of personnel such as Mask Fit testing, and Annual Physicals. It will remain the responsibility of the Exchanging parties to track exchanges for purpose of paying back. The person creating the vacancy will be responsible for unfulfilled exchange agreements. If an exchange is arranged and the person who has agreed to work in unable to fill the position, Vacation time will be charged to the person being worked for unless alternate arrangements are made to fill the vacancy prior the beginning of the exchange time.

25 TITLE: Grants NUMBER: DATE: 05/20/2015 Page 1 of 2 PURPOSE The purpose of this Policy is to provide a standard process for Heartland Fire & Rescue personnel to use prior to submitting grant proposals and receiving grant funding. POLICY The following process shall be used for grants: a. Grant opportunities that are being considered must be reviewed and approved by the Chief Officer overseeing grants and the Grant Manager prior to beginning the grant application process. They will obtain the necessary approvals from the Chief, City Manager, or other approving officials. No grant is to be submitted without these approvals. In addition: 1. All equipment requested through a grant must be approved by the Support Services Chief. 2. All training requested through a grant must be approved by the Training Chief. b. If matching funds are required, a funding source must be identified (budget line item, new revenue, etc.). c. Grants must be applied for on behalf of the receiving City, not Heartland Fire & Rescue. The Heartland Fire & Rescue JPA relationship may be explained in the grant application. d. All grant requests must comply with both the receiving City s and the granting agency s purchasing and finance requirements and any other applicable Federal, State, or Local regulations that may apply. The Grant Manager will review these requirements with the appropriate parties. a. Requirements may change so all purchases must be coordinated with the Grant Manager prior to action being taken. In general: i. All grant purchases require three written quotes with limited exceptions. Any exceptions to the three quote requirement must be approved by the Grant Manager. ii. The cities may require a formal or informal bid, specify how the items are paid for, etc. This process is coordinated with the Grant Manager.

26 TITLE: Grants NUMBER: DATE: 05/20/2015 Page 2 of 2 e. Grant acceptance processes are different in each City. The Chief Officer and Grant Manager will ensure that each City s specific process is followed, including City Council and/or City Manager approval when required. APPLICABILITY Heartland Fire & Rescue DEFINITIONS Grant Manager The Heartland Fire & Rescue Administrative Analyst who oversees the grant process and facilitates application, acceptance, procurement of goods/services, payment processing, and compliance/audit of the grant. AUTHORITY Fire Chief PROCEDURE All Heartland Fire & Rescue personnel will follow the steps outlined in this Policy when applying for and processing grants.