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HomeMy WebLinkAboutSOG 106.08 NEW 2-2015_Loaning FD ResourcesSOG 106.08 - Loaning Fire Department Resources Effective: 2/5/2015 Revised: Replaces: I. Guiding PhilosophX Ethical use of taxpayer funded resources is the responsibility of all members of the fire department. We will attempt to assist other City departments, community non-profit organizations/educational institutions by supporting their community-based programs in an ethical manner when feasible. II. Purpose The purpose of this policy is to ensure that items purchased with tax payer dollars are used ethically, and properly tracked and returned when they are approved to be loaned for community-based activities and events. III. Goals The goals of this policy are to: A. Identify the types of organizations that may be considered for approval to borrow fire department resources. B. Communicate the process for routing requests and obtaining approval prior to loaning fire department resources. C. Outline responsibilities related to communications, tracking, inspections and follow-up. IV. Definitions A. For -Profit Organization — An organization that exists primarily to generate a profit, that is, to take in more money than it spends. B. Non -Profit Organization/Educational Institution — An organization that exists to provide a particular service to the community, and does not provide a profit to the owners/board. C. Point of Contact (POC) — The individual from another department or organization that is requesting resources. This person will be responsible for collecting and returning loaned resources, and for reimbursement costs of lost or damaged item(s). D. Resource Status Ledger — Notebook used to document the status of fire department resources that have been requested, approved, loaned out and/or returned by approved City departments or organizations. V. Loaning Out Fire Department Resources A. This policy applies to to resource requests from other City departments, and/or non-profit organizations/educational institutions that are located within the City limits of Beaumont. B. Requests from orprofit organizations or organizations located outside the City limits must be approved by the Fire Chief. C. Fire department resources will not be loaned to: 1. Citizens who are requesting resources for private use. 2. City employees who are requesting resources for private use. D. All requests to borrow fire department resources will be routed through the Section Chiefs (Operations, Logistics, Planning, Administration). 1. The Operations Section Chief may delegate this responsibility to the on -duty Deputy Chief. 2. No member will loan out fire department resources unless approval has been received from the Section or Deputy Chief responsible for the item being loaned. Approvals will be communicated via email, copied to pertinent members and saved for future reference. E. If a member receives a request to borrow fire department resources, the following information should be emailed to the Section Chief and copied to the appropriate Deputy/District Chiefs. 1. Name of City department or organization making the request 2. Point of Contact Information (name, phone number and/or email address) 3. Type and quantity of resources being requested 4. Date item(s) will be needed 5. Date item(s) will be returned F. To be considered for approval, requests should be made at a minimum of ten 10 business days prior to the date the requested resources are needed. At the discretion of the Section or Deputy Chief, other requests for resources may be considered for approval, if the request does not disrupt normal or scheduled operations. G. The Section or Deputy Chief will reply to the request within five (5) business days. If the request is not approved, an explanation will be provided to the point of contact, applicable Deputy/District Chiefs and member forwarding the request via email. H. Resources will be collected and returned by the requesting City department, organization or institution, unless otherwise approved by the Section Chief. SOG 106.08 — Loaning Fire Department Resources Page 2 of 4 VI. Responsibilities A. The Section or Deputy Chief will insure all resources are inspected before being loaned and inspected again when item(s) are returned. B. Each Section Chief will insure a Resource Status Leder is maintained to document the status of external resource requests. The location of the ledger in each section will be: 1. Operations — Station #1 (Day Watch) 2. Logistics — Supply Office 3. Planning — Planning Section Chief's Office 4. Administration — Fire Administrator's Office C. The member issuing loaned resources will inspect the item(s) and record the following information in the Resource Status Leder for any fire department resource being loaned out: 1. Name of Chief Officer approving the request 2. Name of the City department/organization requesting resources/item(s) 3. POC (name/phone number) 4. Quantity and type of item(s) being loaned 5. Condition of item(s) when signed out: a. New b. Like new c. Used (note damages) 6. Date/Time item(s) are issued 7. Name and Officer Number of person issuing item(s) 8. Date/Time and Condition of returned item(s) 9. Name and Officer Number of person accepting returned item(s) D. The member receiving the loaned resources will: 1. Inspect the item for damage 2. Document the item has been returned in the Resource Status Leder, noting the condition of the item and damage. 3. Notify the Section Chief via email if there is damage that appears to have been caused while the item was on loan. E. When a City department/organization damages or loses a borrowed resource, the Section Chief will insure appropriate follow-up. The Section Chief will insure that the point of contact and other applicable parties are notified of damage or loss and that the City department/organization will be responsible for the lesser cost of: 1. Repairs of item(s) 2. Replacement of item(s) SOG 106.08 — Loaning Fire Department Resources Page 3 of 4 Appendix A— Resource Status Ledger Loan Request & Approval Information U,,A ar Ke,,gUest .. ei iUlaktn ter =1#"' Y ! ;; geglaet FFI'brY±# „ r P�Int of°C�rlf�ct Narnie F�FI`brY+�# „ �t�i+of°offi�e�`A��'ra�ri;;l��egue�f` [7a�e; Loan Issue Information (f 166 ti"Mhed oG ��`� °�''�' �9 6lnliuii '' m u umuumi0°Ilp ouugmuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuum ,,,,, I Vuuuuuuu (Notedamage I�sulrlg;Officer Name &;;aff'iice� ,,,,,,, L t� 41, ie I�siied ( d Loan Return Information tk�e%Ttte RefuNnd Ftturn+d (,` � f! 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