Questions and Answers
What is the primary restriction on members of Fire Rescue regarding gifts from individuals or firms?
If a donation cannot be used for its originally specified purpose, what must Fire Rescue do?
What is the required form for donations of money to Fire Rescue?
What action must be taken immediately upon receipt of donated funds?
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Who is responsible for preparing a thank-you letter to the donor?
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What happens to the donated funds once they are received by a Battalion Chief or Supervisor?
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Which authority reserves the right to use discretion in the purchase or assignment of donated items?
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What is the purpose of the Fire Rescue Donation Summary workbook?
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What is the main purpose of the policy regarding gifts and donations?
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Who is responsible for future updates to the PPM concerning gifts and donations?
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Which of the following is a prohibited action according to the policy on gifts and donations?
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What defines a gift according to the policy?
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What will be done with the receipt from a used donated gift card?
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What is not allowed under the county policy regarding gifts?
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Which role is responsible for preparing a journal voucher for the gift card expenditures?
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Which ordinance is referenced in the policy regarding gifts and donations?
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How often should the journal voucher be prepared in relation to a gift card expenditure?
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What is stated about hospitality in the definition of a gift?
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What is the last step regarding the gift card once all the funds have been expended?
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What needs to be recorded in the Revenue Section after a requisition and budget transfer?
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Which of the following groups does the policy apply to?
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What does the succession history indicate about PPM#FR I-16?
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What is the primary purpose of donated funds received by Fire Rescue as stipulated in the policy?
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Which item would likely NOT be purchased with donated funds received by Fire Rescue?
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What must accompany an In-House Requisition when expending donated funds?
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How are unexpended donated funds treated in Fire Rescue's budget?
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Who is responsible for notifying management regarding donation inventory in Fire Rescue?
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Where are donated funds budgeted according to the policy guidelines?
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Which role is tasked with preparing budget transfers for capital expenditures?
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What kind of expenditure is specifically stated to be treated differently regarding carried forward funds?
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What is the primary purpose of maintaining the Fire Rescue Donation Summary workbook?
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Who is responsible for preparing a journal voucher for the receipt of gift cards?
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What information must be included when notifying the Battalion Chief about a donated item?
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What is the account code used when posting the revenue from gift cards?
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What type of items can the Station Captain accept as donations?
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What should accompany the check or money order when it is forwarded to the Fire Rescue Administrator's Administrative Secretary?
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What documentation is required for the receipt of gift cards?
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Which entity primarily ensures that a thank you letter is sent to the donor?
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Study Notes
Policy Overview
- Purpose: Define how donations can be accepted by Palm Beach County Fire Rescue.
- Authority: Governed by the Fire Rescue Administrator, County Ordinance 2009-051, and related PPM CW-F-037.
- Scope: Applicable to all Fire Rescue personnel and reservists.
Donation Types
- Gifts: Tangible items of value (money, services) that Fire Rescue members cannot accept individually. Any personal gifts must be returned.
- Donations: Intended for operational enhancements or quality of life improvements for service recipients. Donor wishes will be adhered to when possible.
Procedures for Accepting Donations
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Gifts: Acceptance is prohibited from providers of services to avoid conflicts of interest. Gifts must be returned if directed toward an individual.
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Donations of Funds:
- Accepted only as checks or money orders to the Palm Beach County Board of County Commissioners.
- Immediate surrender to Battalion Chief/Supervisor, forwarded to the District Chief for Finance Division deposit.
- Recorded in the Fire Rescue Donation Summary workbook.
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Donations of Gift Cards:
- Treated as cash equivalents, accounted for by the County’s financial system.
- Receipt must be reported to the Fiscal Manager I and documented appropriately.
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Donations of Items:
- Acceptable items include equipment or materials like fitness gear and furniture.
- Station Captain must notify the Battalion Chief of any donation, including item details and donor information.
Expenditure Guidelines
- Donated funds are earmarked for specific uses, typically to enhance living conditions at fire stations.
- Purchases permissible include dayroom appliances and fitness equipment.
- Unexpended funds carried forward for future use in most cases except for specific programs (e.g., Drowning Prevention).
Donation Management
- All donations require notification to the Fire Rescue Administrator for proper acknowledgment.
- Thank-you letters must be sent to donors, managed by the Administrative Secretary.
Documentation and Reporting
- In-house requisitions for expenditures must indicate use of donated funds.
- All donations recorded via the Revenue Section and must follow guidelines specified in related policies.
Supersession History
- Previous versions of the policy include PPM#FR I-16 and various amendments, with the latest revision dated May 1, 2020.
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Description
This quiz explores the donation policy of Palm Beach County Fire Rescue, detailing the types of donations accepted, the governing authorities, and the implications for Fire Rescue personnel. Understand how gifts and donations are defined and handled within the department.