Directive #22

• Directive #22 from the Philadelphia Fire Department, issued in March 1998, concerns station repairs and maintenance.
• The directive aims to outline procedures for obtaining repairs to fire stations, whether routine or emergency.
• It ensures all facilities are operated and maintained efficiently.

Definitions

• Routine repairs cover conditions resulting from normal usage, wear, or mechanical breakdown.
• Routine repairs do not endanger health or safety, or restrict departmental operations.
• Emergency repairs are defined as conditions directly and immediately endangering health or safety, or restricting departmental operations.

Responsibilities

• Overall appearance, maintenance, and repair of the station fall under the responsibilities of the Station Captain and all Platoon Supervisors.
• Any officer or acting officer noticing a condition requiring repair will initiate the repair request.

Routine Repair Procedure

• The Company Officer should contact the Facilities Maintenance Office by phone between 0900 and 1100 hours, Monday through Friday, to indicate the problem.
• If the Facilities Maintenance Office is closed, the Company Officer calls on their next scheduled tour.
• An appropriate entry must be made in the Daily Log.
• A "Station Repair Request" memo should be prepared and forwarded.
• A "Station Repair Completed" memo is to be prepared and forwarded once the repair is done.
• The repair person's name(s), company name, arrival and departure times, and the type of work done are recorded in the Watch Desk Log for all work or service performed.
• The Company Officer advises repair personnel of job-related information upon arrival and ensures they leave information relative to the job prior to departure.
• City repair personnel are to be apprised of all pending repairs.
• City employees’ time for work, lunch, and breaks at the station is recorded in the Watch Desk Log.
• A "City Employee Working in Station" memo with time information is submitted to the Facilities Maintenance Office upon job completion.
• A weekly report indicating daily times is forwarded if the job extends beyond one week.
• When a city employee or service person does not complete a repair, a duplicate memo is prepared.
• The memo lists the service person’s name, date and time worked, Building Service Order number, and a description of the work completed & remaining.
• One copy is sent to the Facilities Maintenance Office and the duplicate is filed with the Building Service Order (BSO) in the Repairs Pending File.
• After pest and rodent extermination, the Company Officer signs the service slip.
• The signed service slip is then forwarded to the Facilities Maintenance Office.
• The Facilities Maintenance Unit takes appropriate action to expedite repairs.
• The Facilities Maintenance Unit prepares an order for Fire Department Maintenance (FDM) or a Building Service Order (BSO).
• The Facilities Maintenance Unit assigns a job number to the order request.
• For BSO repairs, Facilities sends a copy of the BSO to the station, to be attached to the memo in the station's Repairs Pending File.
• The Facilities Maintenance Unit takes appropriate follow-up action until the situation is resolved.

Emergency Repair Procedure

• The Company Officer must contact the Facilities Maintenance Office during normal working hours.
• The Company Officer must contact the Fire Communications Center (FCC) when the Facilities Maintenance Office is closed.
• The Company Officer must provide detailed information regarding the problem.
• The respective Battalion Chief is notified, who then informs the Deputy Chief of the emergency and the action taken.
• The routine repair procedure is followed, except that phone communications are not limited to 0900-1100 hours.
• People holding a maintenance contract with the City of Philadelphia cannot be contacted directly by the Company Officer.
• The Fire Communications Center (FCC) must contact the appropriate vendor, contractor, or personnel to expedite repairs.
• The FCC must contact the Facilities Maintenance Office to provide them with information regarding the situation, actions taken, and problems encountered.
• The FCC must contact the Deputy Chief and apprise them of the situation and actions taken.
• If the Deputy Chief is not available, the closest available Deputy Chief should be contacted.
• The Facilities Maintenance Unit expedites the emergency repair.
• The Facilities Maintenance Unit follows the same procedure outlined under the Routine Repair Procedure.
• The Facilities Maintenance Unit provides the current phone numbers and/or information to the Fire Communications Center.

General Information - Station Maintenance

• Routinely check specified areas and note conditions on the Monthly Station Maintenance Report form.
• This monthly report does not eliminate the basic responsibility to report problems through channels as they occur

Roof

• Check roof drains bi-monthly.
• Ensure leaves and debris are cleaned away.
• Check the condition of roof flashing, drains, spouts, etc.
• Placing anything on fire station roofs requiring nails or spikes is not permitted.

Overhead Doors

• Check weekly that apparatus doors operate manually on Wednesdays between 0800 and 1200 hours.
• This is done when the door mechanic is on duty for necessary repairs.
• The "Person-in-charge" will make the appropriate entry in the Company Journal.

Heating System

• Members are strictly prohibited from tampering with controls or safety devices on heating systems.
• On the Station Captain’s first day of work for each tour, inspections and tests are to be supervised while the heating system is in operation.
• These tests relate to the type of heating system in the station, and in stations with a summer/winter system, tests will be performed throughout the year.
• Checks are to be made twice during the heating season.
• Station Captains will check heater chimney clean outs for debris and heater flue openings for back drafts.
• If debris or back drafts are found, shut down the heater and notify Facilities Maintenance.

All Heating Systems

• Check piping, ductwork, fan motors, pumps, circulators and wiring.
• The exterior of the heater is to be kept clean and gauges are to be wiped.
• Clean coils in overhead heaters, and dust radiators as required.
• Lubricate motors and pumps during the first inspection of each month.
• Lubricate circulators with a few drops of oil where required, but do not over-lubricate, and use engine lubricating oil.

Steam Heating Systems (Gas or Oil Fired)

• Flush the Low Water Cut-Off valve by opening the spring-loaded valve while the boiler is firing, to drain the float chamber, flushing out rust and sediment.
• When the water level drops, the boiler should shut down, breaking the control circuit.
• If the boiler does not shut down, shut it down and contact Facilities Maintenance.
• Open the drain valve(s) on the lower section of the boiler.
• This is to flush rust and sediment from the bottom of the boiler, then close the valve.
• Observe the operation of the automatic water fill to see if the boiler fills to the proper level and then shuts off.

Hot Water Heating Systems (Gas or Oil Fired)

• Observe the operation of the automatic water fill to be sure the valve shuts off when the proper pressure is reached.
• Systems with a sight glass on the expansion tank should be checked to ensure the tank has not filled with water.
• The tank should be approximately 1/2 water and 1/2 air.
• Notify the Facilities Maintenance Office if the tank has filled with water.
• If the burner fails to start, check the following:
  • Loose electrical connections or blown fuses.
  • Thermostat temperature setting is above room temperature.
  • All fuel valves are open.
  • Sufficient fuel oil is in the tank to supply the burners.
  • Reset the burner primary control.
  • Push the reset button on the burner motor or motor contractor.
  • For gas-fired units, relight the pilot light, following the instructions on the heater.
  • If the burner still does not start after the checks, follow emergency procedures for repairs.
• The water fill bypass should never be opened when the boiler is hot.

Air Conditioning

• (Portable Units): Clean and/or replace the filter as required. Filters should be checked approximately once every two weeks for cleaning. Check weather stripping for proper seal and ensure the pan drain holes and condensers are clean.
• (Central Air Conditioning Units): Contact Facilities Maintenance for repairs.

Plumbing

• Check piping, toilets, spigots, showers, drains and hose connections.

Electrical

• Check switches, motors, receptacles, fire lights and bells.

Carpentry and Hardware

• Check doors, locks, window catches, cabinets, desks, chairs and benches.

Communications

• Check all communication systems and report problems to the FCC.

Masonry

• Check sidewalks, aprons, driveways and brick pointing.

Appliance

• Check kitchen range, oven, refrigerator, freezer and water cooler.

Trash Cans

• All trash cans and lids will be marked with the Engine Company number.
• Single stations get 8 trash cans.
• Double stations get 12 trash cans.
• When requesting replacements for cans or lids, include a duplicate memo explaining the reason with the Material Issue Slip.

Fuel Storage Tanks

• Check for water in fuel storage tanks using "Water Finder Paste."
• Apply the paste to the bottom 6 inches of a stick.
• Insert the stick, keeping the unpasted side against the fill pipe and reaching the bottom of the tank.
• If the green paste turns red, water is present.
• Record the measurement of water and the date on the Monthly Station Maintenance Report.
• If there is 1 1/2 inches or more of water, notify the Facilities Maintenance Office.
• Tanks are to be checked weekly and after heavy rain or snow, and each check should be recorded as stated.
• All gasoline, heating fuel oil, and diesel fuel intakes will be legibly marked with the product they receive.
• If the fuel site has a Veeder Root Computer, these checks are automatic.

Energy Conservation

• The Station Captain must survey the station and grounds to establish an energy conservation program based on the facility's operation and needs.
• Post the program on the station bulletin board with guidelines and requirements, such as thermostat settings and bulb sizes.
• Officers coming on duty at 0800 and 1800 hours will check the station and grounds for unnecessary use of utilities.
• Officers are responsible for ensuring energy conservation during their tour of duty.
  • Air conditioners in bunk rooms will be turned off from 0700 to 2100 hours.
  • Air conditioner thermostats will be set so that room temperature is not lower than 78°F.
  • Station heater thermostats are set to 65°F in living areas and 55°F in the apparatus room.
  • Thermostats are not to be tampered with, and members should consult the working officer if there are any questions on use.
  • When heating or air conditioning is operating, keep outside doors and windows closed.
  • Apparatus doors will be closed after a unit responds or leaves the station.
  • All burners and ovens on kitchen ranges will be turned off when not in use, and ranges will not be used to heat the area.
  • Water will not be run unnecessarily.
  • Station hot water temperature will not exceed 105°F.
  • Overhead doors are not to be used primarily for entrance or exit of personnel where alternative means are available.

Station Alterations

• No alterations are to be made to fire stations without the Commissioner's permission.
• Submit alteration requests through channels with review and comment at each level of command.

Portable Heaters

• In the event of heat loss, the Battalion Chief will be notified and will arrange for procuring electric heaters through the Deputy Chief, Second Division.
• The Facilities Maintenance Office has direct control over portable heaters.
• Matters of importance (e.g., equipment breakdown, shortage, or need for repair) should be brought to the attention of the Facilities Maintenance Office without delay during regular business hours.
  • The Deputy Chief, Second Division, arranges for delivery of the required heater size and quantity.
  • Heaters are stored at Engine 55 and Engine 43.
  • The responsible Company Officer inspects heaters before delivery.
  • The person in charge of the station receiving the heaters will check their physical appearance and report any damage to the Battalion Chief. Damaged heaters will not be used.
  • The person in charge will log the dates when the temporary heaters are in use to adjust energy usage accordingly.
  • No adapters or alterations on plugs or receptacles are permitted. Plug design must relate to the amperage of the heater. No extension cords are to be used.
  • Units will be returned through the Battalion Chief when normal heat is restored, and heaters will not be kept to supplement heat in areas such as under desks or in washrooms.
  • Note any defects found during operation in a memo from the company officer stating the nature of the defect, and forward it along with the returned heater.

Forms Required

• STATION REPAIR REQUEST - 82-S-1A
• STATION REPAIR COMPLETED - 82-S-1A
• STATION MAINTENANCE REPORT - MIMEO
• See Forms Directive for preparation instructions.