Palm Beach County Fire Rescue Employee Performance Review Policy PDF

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE PERFORMANCE REVIEW PPM...

TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE PERFORMANCE REVIEW PPM #: FR-A-104 ISSUE DATE EFFECTIVE DATE February 22, 2023 March 22, 2023 PURPOSE: The purpose of this policy is to provide a system for supervisors to assess and evaluate the adequacy of individual performance in relation to job requirements, enable employees to recognize their own developmental performance improvement needs, and to provide employees with the opportunity to correct inadequate performance. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Administration, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY: Fire Rescue Administrator Collective Bargaining Agreement, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. POLICY: Supervisors are responsible for the accurate and fair evaluations of all bargaining unit personnel under their supervision. These evaluations shall be documented on the appropriate Employee Performance Review form. Employee Performance Reviews are not to be discussed by the Supervisor with the employee’s co-workers. PROCEDURE: 1. General: a. To evaluate the job classifications within the Fire Rescue Collective Bargaining Unit, a single Employee Performance Review shall be conducted (as appropriate) on all bargaining unit personnel. All Employee Performance Review forms are located in “My Evaluations” on Target Solutions. b. The Compliance Officer shall forward a list of all annual and 12-month probationary period Employee Performance Reviews that are due, to the employee’s District Chief or Section Manager (as appropriate), at the beginning of each month. c. The District Chief or Section Manager (as appropriate) shall be responsible for ensuring all Employee Performance Reviews are completed and submitted on time. FR-A-104/Page 1 of 5  d. For the remainder of this policy, the term Supervisor shall be in reference to the person directly overseeing an employee. Operational Captains shall be the Supervisor for all Fire Rescue personnel working at a Fire Station. Lieutenants shall be consulted for all Employee Performance Reviews on employees they directly oversee. e. The District Chief or Section Manager (as appropriate) shall be responsible for ensuring timely notification occurs to all Supervisors. 2. All Employee Performance Reviews: a. Conference i. The Supervisor and employee shall discuss the employee’s performance in detail during an employee performance review conference. ii. EMS Captains shall be notified so they may provide specific comments and supporting documentation related to the employee’s ability to perform ALS and BLS skills. EMS Captains may hold an additional employee performance review conference with the employee to discuss their performance in detail. b. Action Plans and Follow-up: i. Three (3) goals shall be identified in the “Recommended Attainable Goals for Employee for Next Rating Period” section of the Employee Performance Review. ii. Periodically throughout the employee performance review period, the Supervisor should provide both positive and negative feedback to the employee. Feedback shall be done in accordance with Professional Development (PPM FR-T-101) and Employee Development (PPM FR-A- 105). c. Signatures: i. All Employee Performance Reviews shall be signed by both the employee, and the Supervisor after the employee performance review conference. ii. The employee’s signature on an Employee Performance Review does not necessarily imply the employee’s concurrence with everything contained within the Employee Performance Review, but merely that the employee has read the Employee Performance Review and that the employee performance review conference occurred. iii. The Supervisor will then email the signed Employee Performance Review to the appropriate next-level supervisor utilizing the email function within the “My Evaluations” section of Target Solutions. iv. The appropriate next-level supervisor shall review and sign the Employee Performance Review, thereby assessing their subordinate’s (Supervisors) ability to correct, maintain, or improve an employee’s performance. v. Supervisors shall not alter any Employee Performance Review after the employee reviews and signs it. d. Ratings: i. If the employee feels the Supervisor has rated them incorrectly, they may discuss it with their next-level supervisor. The next-level supervisor, however, may not change the rating. ii. Bargaining unit employees may file a grievance over the performance rating provided such a grievance may not be taken to arbitration unless it involves an overall performance rating of unacceptable or needs improvement of a permanent (non-probationary) employee. FR-A-104/Page 2 of 5  iii. All unacceptable or needs improvement reviews require: 1. Documentation of the reasoning for the rating given to the employee on the Employee Performance Review. 2. A subsequent Special Employee Performance Review in four months. 3. Notification to Battalion Command Staff or Supervisory Staff (as appropriate). 4. Notification given to Payroll. e. Document Retention: i. Once the Supervisor, employee, and the appropriate next-level supervisor have all signed the Employee Performance Review, it shall be considered complete and will remain in the employees file in “My Evaluations” on Target Solutions. 3. Annual Employee Performance Review: a. Permanent status Bargaining Unit personnel i. All permanent status Bargaining Unit personnel shall receive an annual Employee Performance Review on, or before, the anniversary of their hire date or last promotion with Fire Rescue. ii. Employees shall receive step increases on the effective anniversary date or effective date of their last promotion. iii. Employees receiving a rating of unacceptable or needs improvement on their annual Employee Performance Review will have the effective step increase rescinded and shall reimburse Fire Rescue the received step increase amount over the same time frame which it was paid by Fire Rescue. The step increase shall remain rescinded for the period of time their performance is unacceptable and shall not be paid retroactively. 4. Absence from Work: a. Employees (except probationary new hires) must work at least four (4) months out of each one (1) year rating period in order to have their performance accurately rated. b. Employees who work less than four (4) months shall not be rated, and therefore, shall be ineligible for annual step raises. c. Employees who are denied a step raise as described above, who then return to work in that rating period for at least four (4) months, and receive at least a rating of “acceptable”, shall be given the annual step raise retroactive to the point at which the employee returned to work. 5. Special Employee Performance Review: a. If an employee does not correct an identified problem after counseling and/or disciplinary action (i.e., improve ALS skills, required documentation, complete inspections, etc.), the Supervisor shall complete a “Special Employee Performance Review” even though the current rating period has not ended. b. If not already on probation, firefighters and other appropriate bargaining unit personnel, may be placed in a “needs improvement” or “unacceptable” probationary status for four (4) months. c. During this Special Employee Performance Review, the Supervisor shall provide for the employee, a written description of the desired performance expectations and offer the employee whatever assistance is necessary to bring the employee’s “needs improvement” or “unacceptable” performance rating up to an acceptable level. FR-A-104/Page 3 of 5  d. Employees who are unable to achieve sufficient progress to raise their Special Employee Performance Review level to an “acceptable” rating during the four (4) months may face loss of assignment or recommendation for termination. 6. New Probationary Firefighters: a. Probationary firefighters shall receive Employee Performance Reviews at the completion of the recruit or applicable training program, at the completion of six (6) months of continuous service with Fire Rescue, at the completion of eight (8) months of continuous service with Fire Rescue, and at the completion of eleven (11) months of continuous service with Fire Rescue. b. Probationary firefighters shall have their six (6) month, eight (8) month, and eleven (11) month Employee Performance Reviews completed by their Supervisor within their assigned Battalion. c. Prior to the end of the twelve (12) month period, the employee’s Supervisor shall recommend either permanent status or termination for the probationary Firefighter on the Employee Performance Review. 7. All Other Bargaining Unit Probationary Employees: a. All other probationary employees shall be evaluated two times during their twelve- month probationary period. These evaluations shall take place after six (6) months and prior to twelve months of continuous employment. b. Prior to the end of the twelve (12) month period, the employee’s supervisor shall recommend either permanent status or termination for the probationary employee on the Employee Performance Review. 8. Promotion, Demotion (Bargaining Unit): a. Whenever an employee’s classification or assignment is changed due to a promotion or demotion, the employee’s new Supervisor shall complete a “4 Month Employee Performance Review (EPR)” prior to the completion of the fourth (4th) month of the employee’s new assignment or classification. b. In the case of promotions, a recommendation for permanent status or a recommendation for an extension of two (2) months, shall be included on the 4 Month Employee Performance Review. In the event an extension is warranted, this shall be documented on the “2 Month Employee Performance Review (EPR) Extension” located in “My Evaluations” on Target Solutions. 9. Temporary Duty Positions/Assignments: a. Whenever an employee is placed in a rotation program or temporary duty position/assignment (i.e., training instructor, public education, light duty, etc.) for a period of six (6) months or more, a Special Employee Performance Review shall be initiated by the Supervisor the employee is assigned to, prior to that employee returning to their permanent position. FR-A-104/Page 4 of 5  ______________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-24, issued 12/15/1986 2. PPM#FR I-24, issued 11/24/2014 3. PPM#FR A-104, clerical 03/01/2018 4. PPM#FR A-104, revised 08/08/2018 5. PPM#FR A-104, revised 11/18/2021 6. PPM#FR A-104, issued 02/22/2023 FR-A-104/Page 5 of 5 TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: DISCIPLINARY GUIDELINES PPM #: FR-A-101 ISSUE DATE EFFECTIVE DATE February 13, 2022 February 13, 2022 PURPOSE: The purpose of this policy is to provide the Fire Rescue personnel a catalog of chargeable offenses and their associated disincentives. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Administration, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY: Fire Rescue Administrator, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: Notification of Arrest Attachment B: Notification and Acknowledgement of Violation of Rules and Regulations POLICY: Fire Rescue personnel is responsible for their actions and are held accountable for the infractions they violate. It is the duty of supervisors to ensure the Fire Rescue’s Rules, Regulations and Policies are followed as dictated herein. Each supervisor is responsible for ensuring objectivity, fairness, and equity while managing the personnel they command. PROCEDURE: 1. Documentation a. Fire Rescue personnel is expected to adhere to the Fire Rescue Rules and Regulations which include, but are not limited to; policies, SOG’s, protocols, and memorandums. Fire Rescue personnel who violate the Rules and Regulations may be subject to disciplinary action. All disciplinary action shall be documented on the Notification and Acknowledgment of Violation of Rules and Regulations form (FR-A-101 Attachment B). FR-A-101/Page 1 of 14 2. Cumulative Discipline a. The following range of disciplinary actions shall be applied if any Fire Rescue personnel has already received one disciplinary action of an offense within the same alphabetical grouping or if the employee has received two previous disciplinary actions in different alphabetical groupings. If the latest offense would require a heavier discipline than described below, the discipline normally administered would apply: If an employee has already received a written reprimand 1-3 shifts off If an employee has already received 1-3 shifts off 5 shifts off to Dismissal If an employee has already received 5 shifts off Dismissal b. At the end of a 12-month period from the date of a Warning or Written Reprimand, the action shall no longer be used as the basis for cumulative disciplinary action. Suspensions shall stand for 24 months. 3. Demotion a. A supervisor may be demoted in lieu of receiving a suspension for any offense which would normally receive a suspension. 4. Conversion Rate a. The conversion rate from 24-hour shift personnel to 8-hour shift personnel is: one shift off is equal to two 8-hour days 5. Disciplinary Action a. The following supervisory staff may initiate disciplinary action to Fire Rescue personnel when an infraction of the Fire Rescue’s Rules and Regulations has occurred: Warning Lieutenant, Operational Captain, ARFF Captain, Special Operations Captain, EMS Captains, Supervisor and/or Higher Rank Written Reprimand Lieutenant, Operational Captain, ARFF Captain, Special Operations Captain, EMS Captains, Supervisor and/or Higher Rank Recommend Suspension or Battalion Chief (one day suspension; more than Suspend one day requires approval of District Chief) and/or Higher Rank Recommend Demotion or District Chief, Civilian Manager and/or Higher Recommend Dismissal Rank Dismissal or Demotion Fire Rescue Administrator (or Acting Fire Rescue Administrator ) FR-A-101/Page 2 of 14  DISCIPLINARY GUIDELINES Offense or 1st 2nd 3rd 4th 5th Conduct Occurrence Occurrence Occurrence Occurrence Occurrence A-1 Tardiness Warning Written 1 shift off 5 shifts off Dismissal Reprimand Offense or 5th 6th 7th 8th 9th Conduct Occurrence Occurrence Occurrence Occurrence Occurrence A-2 Sick Time Loss of early 5th 6th 7th occurrence 8th release occurrence occurrence disincentives, occurrence privileges disincentives, disincentives, loss of bid disincentives, loss of Special assignment loss of overtime, Performance and any promotional loss of bid Evaluation corresponding ability rights, loss of assignment step up pay privileges 10th Occurrence 9th occurrence disincentives, twenty-four (24) hour suspension Offense 10th 11th 12th 13th 14th or Occurrence Occurrence Occurrence Occurrence Occurrence Conduct A-2 Sick Loss of early 10th 11th 12th 13th Time - release occurrence occurrence occurrence occurrence Dispatch privileges disincentives, disincentives, disincentives, disincentives, loss of Special loss of bid loss of overtime, Performance assignment promotional loss of bid Evaluation and any ability rights, loss of corresponding step up assignment privileges pay 15th Occurrence 14th occurrence disincentives, twenty-four FR-A-101/Page 3 of 14  (24) hour suspension Offense or 1st 2nd 3rd 4th 5th Conduct Occurrence Occurrence Occurrence Occurrence Occurrence A-3 Inappropriate Suspension Dismissal use (misuse) of to Dismissal sick leave may include an established pattern Offense or 1st 2nd 3rd 4th 5th Conduct Occurrence Occurrence Occurrence Occurrence Occurrence A-4 Absence without Warning to 3 shifts off 5 shifts off Dismissal Authorized 1 shift off Leave (AWOL) Offense or 1st 2nd 3rd 4th 5th Conduct Occurrence Occurrence Occurrence Occurrence Occurrence A-5 Absence without Warning to 3 shifts off 5 shifts off Dismissal Authorized 1 shift off Leave Time Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-1 Grooming – Warning Written 3 to 5 shifts Dismissal Violation of the Reprimand off Professional to 1 shift off Appearance Policy Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-2 Use of profane Written 1 shift off to 5 shifts off language meant Warning to Dismissal to Dismissal to offend or 5 shifts off insult Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-3 Gambling Written 1 shift off 5 shifts off Dismissal Reprimand Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-4 Horseplay – 1 shift off 5 shifts off Dismissal FR-A-101/Page 4 of 14  when such to Dismissal activity contributes to the injury or ineffectiveness of personnel, the public, or damage to property occurs Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-5 Physical 1 shift off to Dismissal fighting, Dismissal violence or threatening other personnel Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-6 Unauthorized* 3 shifts off Dismissal possession, to Dismissal and/or threatening use of weapons to include, but not limited to guns, ammunition, explosives, fireworks or knives with more than a 3 ½” blade *Authorization required by Fire Rescue Administrator. Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-7 Smoking in Warning Written 1 shift off 5 shifts off Dismissal unauthorized Reprimand areas Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence B-8 Unauthorized Warning Written 1 shift off 5 shifts off Dismissal Sleeping Reprimand FR-A-101/Page 5 of 14  Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-1 Participation in Warning Written 1 shift off 5 shifts off Dismissal non-Fire Rescue Reprimand related work/activities while on duty, which interferes with job duties Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-2 Unauthorized Written 1 shift off 5 shifts off Dismissal distribution Reprimand of any official county or Fire Rescue written or printed materials of any description Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-3 Violation of Written 3 shifts off 5 shifts off Dismissal established Reprimand Chain of Command Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-4 Failure to report Written 1 shift off to 5 shifts off Dismissal any mistreatment Reprimand Dismissal to Dismissal of a client, to Dismissal patient or any other individual Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-5 Falsification of 1 shift off to 5 shifts off Dismissal records, such as, Dismissal to Dismissal but not limited to, time and attendance records, employment status/informatio n client records and travel FR-A-101/Page 6 of 14  records C-5a False report 1 shift off to Dismissal either written or Dismissal verbal during a formal Fire Rescue proceeding Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-6 Conduct Written 5 shifts off Dismissal unbecoming of Reprimand to Dismissal personnel to Dismissal including actions which reflect unfavorably on the efficiency of the County, cause embarrassment or are damaging to the County, or in general reflect unfavorably on the County, its personnel or its citizens Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-7 Exhibiting Warning to 5 shifts off Dismissal discriminatory Dismissal to Dismissal behavior, sexual harassment, or use of derogatory comments related to a person’s race, sex, color, creed, religion, national origin, age, disability or sexual preference. This may include failure of a supervisor to take appropriate FR-A-101/Page 7 of 14  action. Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-8 Threatening, 1 shift off to Dismissal extorting, Dismissal coercing or intimidating any County employer, personnel representative, or citizen Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence C-9 Working a 5 shifts off Dismissal second job or to Dismissal engaging in activity that violates your restrictions, while on extended leave, FMLA sick, FMLA vacation, work comp, family care, hospitalization or baby bonding Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence D-1 Unauthorized 3 shifts off Dismissal possession, use, to under the Dismissal* influence, or disbursement of intoxicants, such as, but not limited to, alcohol or drugs or possession of illegal or unauthorized paraphernalia D-1a Unauthorized Dismissal FR-A-101/Page 8 of 14  possession, theft or tampering of County supplied medications and/or Controlled Substances *If anything other than Dismissal is received, successful completion of an approved EAP program, as well as 12 random drug tests in the next 12 months shall be required. Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence D-2 Refusal to take a 5 shifts to Dismissal drug test or Dismissal failure to arrive at the drug testing facility in an reasonable amount of time Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-1 Endangering Warning to 3 shifts off 5 shifts off Dismissal health or safety Dismissal of others, or not providing for security of property or funds Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-2 Malicious 1 shift off to 5 shifts off Dismissal destruction, Dismissal to Dismissal abuse or unauthorized use of County property or equipment E-2a Damage and/or Warning to Written 3 shifts off Loss of loss to County 1 shift off reprimand Driving property and/or to 2 shifts privileges other property off and 5 shifts resulting from off an avoidable incident FR-A-101/Page 9 of 14  Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-3 Stealing County 5 shifts off Dismissal property, or to Dismissal property of any other individual Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-4 Any personnel 3 shifts to 5 shifts to Dismissal placed under Dismissal Dismissal arrest and/or charged with a felony crime shall be placed on Administrative Leave without pay Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-4a Any personnel 1 shift 5 shifts off Dismissal convicted of, to Dismissal had adjudication withheld, failed, or refused to submit to a sobriety test associated with a DUI/BUI may be placed in a non-safety sensitive position or on Administrative Leave with pay Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-5 Any personnel 5 shifts off Dismissal who is to Dismissal convicted, pleads nolo contendere, is placed on FR-A-101/Page 10 of 14  probation, receives a suspended sentence, or charges are adjudicated for any crime which is related to Job Performance or reflects unfavorably on the County E-5a Any personnel 3 shifts off Dismissal placed under to Dismissal arrest and/or charged with a misdemeanor resulting in a conviction, or pleads nolo contendere, or is placed on probation, receives a suspended sentence, or charges are adjudicated for any crime not related to Job Performance but reflects unfavorably on the County Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-6 Failure to Warning to 5 shifts off Dismissal perform Duty of Dismissal and/or Office Demotion to Dismissal Offense 1st and 2nd 3rd 4th 5th 6th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-7 CAD Errors in Warning Written One (1) 12 Three (3) 12 Five (5) 12 Communications Reprimand hour shift hour shift hour shift Center * off off off FR-A-101/Page 11 of 14  7th Occurrence Dismissal *This provision may be accelerated at the discretion of the Alarm Office Manager based on the severity of infraction. Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-8 Failure to report 5 shifts off Dismissal any arrest to to Dismissal include NTA (Notice to Appear) or loss of privileges within 24 hours of release from custody. The notification of arrest must be personally made by the employee to the respective District Chief * *The District Chief shall fill out the appropriate paperwork (FR-A-101 Attachment A or FR-A-101 Attachment B), to include but not limited to, date, time, arresting agency, case number, and nature of charge(s). The DC must make IA aware of such notification immediately and the completed paperwork shall be forwarded to Internal Affairs within 5 (five) calendar days. * Employees must notify their District Chief within 24 hours of any changes made to the status of their arrest and must also forward changes to Internal Affairs. Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-9 Unauthorized Warning to 5 shifts off Dismissal access to County 5 shifts off to Dismissal facilities and/or equipment, including, but not limited to, desks, offices, computers, buildings, lockers, etcetera FR-A-101/Page 12 of 14  Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence E-11 Failure to Written 1-3 Shifts reimburse the Reprimand off County (Fire Rescue) within the prescribed time frame, for a training course that was not completed or withdrawn from or canceled by the specified time. Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence F-1 Violation of Written Written 1 to 3 shifts 3 shifts off rules, Warning to Reprimand off to Dismissal regulations, or written to 1 shift off policies. * reprimand *This may also be used as an alternative for offenses not reaching the threshold of another category. Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence G-1 Insubordination Written Dismissal Reprimand to 5 shifts off Offense 1st 2nd 3rd 4th 5th or Conduct Occurrence Occurrence Occurrence Occurrence Occurrence H-1 HIPAA Written Written 1 shift off to 3 shifts off 5 shifts to Violation Warning to Reprimand Dismissal to Dismissal Dismissal Dismissal to Dismissal ______________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR d, issued 08/13/2012 FR-A-101/Page 13 of 14 2. PPM#FR d, issued 07/09/2015 3. PPM#FR d, issued 03/25/2016 4. PPM#FR d, issued 06/20/2017 5. PPM#FR A-101, clerical 03/01/2018 6. PPM#FR A-101, Reviewed 7/24/2018 7. PPM#FR A-101, clerical 9/12/2018 8. PPM#FR A-101, issued 6/18/2019 9. PPM#FR A-101, revised 02/22/2021 10. PPM#FR A-101, issued 02/13/2023 11. PPM#FR A-101, clerical 02/17/2023 FR-A-101/Page 14 of 14 TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EDUCATION REIMBURSEMENT PPM #: FR-T-203 ISSUE DATE EFFECTIVE DATE September 10, 2024 November 1, 2024 PURPOSE: The purpose of this policy is to identify the procedures by which employees may receive reimbursement for approved educational tuition expenses. UPDATES: Future updates to this PPM are the responsibility of the Division Chief of Training and Safety, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY: Fire Rescue Administrator Collective Bargaining Agreement PPM CW-P-008, as may be amended. SCOPE: This policy applies to bargaining unit employees only; all non-bargaining unit personnel must apply for tuition reimbursement pursuant to Countywide PPM CW-P-008. Reimbursement for positions requiring Certifications and Recertification’s are not covered by this policy and shall be processed in accordance with PPM FR-T-206. ATTACHMENTS: Attachment A: Education Reimbursement for Degree Seeking Application POLICY: It is the policy of Fire Rescue to provide refunds for tuition costs of classes pre- approved by an authorized approving authority within Fire Rescue, including college level courses that are part of an approved accredited degree program, and certificate courses. To ensure compliance with this policy and efficient refund of tuition costs for pre-approved courses, the below procedures must be completed. Certificate and college level courses (both online and traditional delivery), along with the related cost of the certificate or licensure, are reimbursable under this policy so long as the County is not responsible for any travel expenses and the class is approved by the Division Chief of Training and Safety. FR-T-203/Page 1 of 4 Education reimbursement applies to the following circumstances only: 1. Courses on track for a degree. 2. Non-required courses and/or seminars including all registration fees. 3. Non-required certificates (e.g.: ASE for mechanics, Inspector courses for firefighters). 4. Courses taken to meet promotional requirements (e.g.: ITLS, Instructor). The following courses may be approved but must be submitted on a travel form and processed in accordance with the Travel on County Business PPM FR-F-103: 1. Fire Rescue sponsored courses that require travel (e.g., NFA, EMI, ODP, DOD, etc.). DEFINITIONS: 1. Approved Degree: a. For operational personnel: Those which meet the criteria for Firefighter Supplemental Compensation as determined by the State of Florida, Bureau of Fire Standards and Training. b. For non-operational personnel: Those which are related to the employee’s job responsibilities, which will be considered on a case-by-case basis 2. Certificate Courses and Certificates: Courses directly related to the specific assignment of the employee that have been reviewed and pre-approved by Fire Rescue. 3. Courses on Track for a Degree: Those which are related to the employee’s job responsibilities. PROCEDURE: 1. For Courses on Track for a Degree: a. Employees who desire to enroll in a degree-seeking program must complete the Education Reimbursement for Degree Seeking Application (FR-T-203 Attachment A). The Education Reimbursement for Degree Seeking Application must be sent to the Training and Safety Division for review. Documentation of all required courses must be submitted, along with the application, to the Training and Safety Division. Approval of the degree program then enters the employee into the education reimbursement process. Employee must be pre-approved for all required courses on Track for a Degree. Each course must then be submitted on a separate application through the online tuition reimbursement process (HRIS) b. Once approved for a degree, employees must submit for tuition reimbursement upon registering for any degree seeking course. Employees electing to participate in the Tuition Reimbursement Program will submit a completed Application for Education Reimbursement for Bargaining Unit Employees, submitted online through the HRIS online system, before the course start date. All documentation must be from the educational institution. Each course must be submitted on a separate application form. Documentation of registration should be uploaded indicating dates of course, registration cost and all fees. Failure to submit the Application for Education Reimbursement for Bargaining Unit Employees in the HRIS online system, with all appropriate attachments, prior to the class start date, will result in denial of the reimbursement. FR-T-203/Page 2 of 4  c. In order for any fees to be reimbursed, they must be mandatory by the educational facility. (See Section 3a) d. The Training and Safety Division shall notify all applicants within ten (10) business days as to whether or not they meet the reimbursement criteria. Although the employee may be approved for reimbursement, the reimbursement may not include the full amount requested unless the employee ensures all required documentation is provided within the required timeframes. e. Personnel who receive approval for education reimbursement must attend school on their own time (or schedule time off accordingly). f. Upon successful completion of the course, all approved applicants must submit their tuition payment documentation (including account detail of any financial aid received and official grade or completion notification, as applicable), a copy of the registration, college grade report (grade C or higher), or certificate of completion/attendance, proof of payment, cost per credit hour documentation from school web site and detailed documentation for financial aid information (grants, scholarships, loans, discounts). This must be in a printed format of an account summary or payment account statement from the educational institution. All requested information is to be submitted through the HRIS system within forty-five (45) days from course end date. g. When appropriate documentation is received within the designated time frame, the application shall be processed. Failure to provide timely documentation will result in cancellation of reimbursement approval. h. Employees are responsible for redacting any and all confidential and exempt information from the supporting documents prior to uploading them to HRIS. i. Once fully approved in HRIS the request is forwarded to the County Finance Department for disbursement. Allow 6-8 weeks for receipt of payment. 2. For Non-Required Courses, Seminars, and Certificates: a. Employees must receive pre-approval for non-required courses, seminars, or certificates by submitting an Application for Education Reimbursement for Bargaining Unit Employees through HRIS. b. For self-paced online courses that do not have a predefined end date, and to ensure completion within a reasonable timeframe, the end date of the course must be 60 calendar days from the date of the request submittal. c. Personnel who receive pre-approval for education reimbursement must attend school on their own time (or schedule time off accordingly). d. Upon successful completion of the course, all approved applicants must submit a copy of the registration, college grade report (grade C or higher), or certificate of completion/attendance, proof of payment, cost per credit hour documentation from school web site and detailed documentation for financial aid information (grants, scholarships, loans). This must be in a printed format of an account summary or payment account statement. All requested information is to be submitted in HRIS within forty-five (45) days from course end date. e. When appropriate documentation is received within the designated time frame, the application shall be processed. Failure to provide timely documentation will result in cancellation of reimbursement approval. f. Employees are responsible for redacting any and all confidential and exempt information from the supporting documents prior to uploading them to HRIS. Once FR-T-203/Page 3 of 4  fully approved in HRIS the request is forwarded to the County Finance Department for disbursement. Allow 6-8 weeks for receipt of payment. 3. Limitations to the Education Reimbursement Program: a. Only tuition costs/registration fees, laboratory fees, online fees and/or life experience credits and/or other mandatory related expenses are eligible for reimbursement. Expenses for books, transportation, meals (except those included in registration fees for courses/seminars) and any other related expenses are not reimbursable. b. The approval and payment of all tuition reimbursement requests is subject to the availability of sufficient budgeted funds. c. Reimbursement for the completion of an accredited paramedic school program is offered as a one-time benefit only. d. All employees who receive tuition reimbursement up to $850 per fiscal year shall be obligated to remain an employee of the County for a minimum of one year following satisfactory completion of course work. Those employees receiving more than $850 in tuition refund within a fiscal year shall be obligated to remain the employ of the County for two years following satisfactory completion of course work. Failure to comply with the above stipulations shall require the employee to refund the total amounts of all reimbursements. The refund shall be taken from the employee’s final paycheck unless the refund is provided by the employee prior to issuance of paycheck. e. The maximum annual reimbursement per employee are those set by the Article 25 of The Collective Bargaining Agreement between Palm Beach County Fire Rescue and Professional Firefighters/Paramedics of Palm Beach County, Local 2928, I.A.F.F., in place at the time of reimbursement. Exception: Courses related to required completion of Paramedic School shall not be subject to the annual reimbursement cap (Only reimbursable one time). Any exemption to this PPM shall be approved by the Fire Rescue Administrator only, after the prior approval of the Division Chief of Training; no exemptions will apply to the maximum reimbursement cap. _____________________________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR III-03, issued 02/01/1986 2. PPM#FR III-03, issued 12/04/2013 3. PPM#FR III-03, issued 10/01/2014 4. PPM#FR III-03, issued 01/05/2017 5. PPM#FR T-203, clerical 03/01/2018 6. PPM#FR T-203, clerical 03/06/2019 7. PPM#FR-T-203, issued 09/10/2024 FR-T-203/Page 4 of 4 TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: INFANTS LEFT AT FIRE STATIONS PPM #: FR-O-504 ISSUE DATE EFFECTIVE DATE July 1, 2024 July 1, 2024 PURPOSE: The purpose of this policy is to identify the actions to be taken should an infant approximately (30) thirty days old or less be left by a parent at a fire station with a firefighter, paramedic, or Emergency Medical Technician (EMT). EXPLANATION: On July 1st, 2000, and updated on July 1st, 2024 the Treatment of Surrendered Infant (F.S. 383.50) went into effect. This law stipulates that hospitals, fire stations, and EMS shall admit and provide all necessary services and care to an infant brought to their facility or by emergency response due to a 911 call pursuant to this law. The law allows for parents to surrender a infant (approximately 30 days old or less) at a fire station or hospital permitting that facility is a staffed 24/7 facility. The parent has the absolute right to remain anonymous and to leave at any time and may not be pursued or followed unless the parent seeks to reclaim the newborn infant or where there is actual or suspected child abuse or neglect. This law also provides immunity for Firefighters and EMTs acting in good faith under implied consent but does not limit liability for negligence UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Operations, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY: Fire Rescue Administrator Florida State Statute Chapter 383.50 Treatment of Surrendered Infant Florida State Statute Chapter 383.51 Confidentiality – Parent(s) Gloria M. Silverio Foundation – A Safe Haven for Newborns SCOPE: This policy applies to all Palm Beach County Fire Rescue (PBCFR) personnel and reservists. ATTACHMENTS: Attachment A: Safe Haven Overview Attachment B: Safe Haven Medical Questionnaire i. English ii. Spanish FR-O-504/Page 1 of 4  iii. Creole Attachment C: Birth Mother Card POLICY: FIRE STATION SAFE HAVEN SIGNAGE All fire stations will be posted with the approved “Safe Haven” signage. PARENT(S) ATTEMPT TO REGAIN INFANT PRIOR TO TRANSPORT On rare occasions, a parent(s) may attempt to regain custody of an infant while still in the custody of Fire-Rescue personnel. The law allows for a parent(s) to regain custody from Fire-Rescue personnel as long as there are no obvious signs of physical abuse to the infant. It is suggested that after accepting an infant, personnel provide immediate transportation to the appropriate hospital as quickly as possible. It is recommended you consider the state of mind of the parent(s) should they elect to regain custody of the infant. Under most scenarios, it is recommended you instruct the parent(s) to contact officials at the selected hospital if they desire to regain custody of the infant. RADIO REPORTS In an effort to ensure total confidentiality for the parent(s) and the surrendered newborn infant, it is highly recommended that radio reports to communications centers, hospitals, or other responding apparatus be very generic in nature and does not indicate the incident is an surrendered infant situation. Transmission of medical information is appropriate without any indication the infant was surrendered. LAW ENFORCEMENT RESPONSE It is NOT necessary to notify Law Enforcement or DCF (Department of Children and Family Services) and is not required or specified under the law unless there is actual or suspected child abuse. This is to ensure that the parent(s) remain “anonymous” as specified by the law. REQUEST FROM MEDIA OUTLETS Again, to ensure the parents remain anonymous, it is best to avoid speaking with the media until well after transportation of the surrendered infant to the hospital. The Public Information Officer (PIO) should be notified of the surrendered infant incident immediately. The PIO is trained on what information may be released and what must remain confidential. PROCEDURE: 1. Treat the surrendered infant following established PBCFR protocols. 2. Attempt to obtain medical information from parent(s) concerning the delivery and the health of the surrendered infant in order to facilitate medical care using the Safe Haven Medical Questionnaire and also provide the parent(s)with the Surrendered Infant Help Card. (All in English, Spanish & Creole) 3. Do NOT notify law enforcement unless there is actual or suspected child abuse. If physical abuse is determined or suspected, instruct a member to quietly notify law enforcement from a secure FR-O-504/Page 2 of 4  location in order not to alarm the parent(s) that may still be present. Abuse must also be reported to the Department of Children & Families at 800-96ABUSE. 4. Transport the surrendered infant to the appropriate hospital. 5. Notify the staff, including the PIO of the department, immediately. The agency PIO or officer will notify “A Safe Haven for Newborns” 1-877-767-2229 as soon as possible. 6. Complete all associated documentation (run report, etc.). DEFINITIONS: 1. Infant’s Age - The infant being left at a fire station, EMS station, hospital, or by 911 response must be “approximately” thirty (30) days old or less, as determined by a licensed physician. It may be difficult to determine the age of the surrendered infant. Although the law specifies the infant should be approximately 30 days old or less, it is best to allow the appropriate receiving facility (hospital) to make this age determination rather than debate with the parent(s). Immediate transportation to the appropriate hospital is recommended. 2. Suspicion of Abuse - The infant being left under “Safe Haven” must be unharmed. If there is actual or suspected child abuse, follow established abuse-reporting procedures. 3. Anonymity - The parent(s) must remain completely anonymous in accordance with F.S. 383.50! It is permissible to ask direct medical questions. Explain that these questions will be used only to help their infant, but parents are not required to answer any questions. Do not attempt to obtain names, address, phone, or any other personal information from the parent(s). The parent(s) may leave at any time and should not be followed. The infant should be listed as “Safe Haven Baby” within the EMS run report. 4. Parental Rights - There is a presumption that the parent who leaves the infant in accordance with F.S. 383.50 intended to leave the infant and consented to termination of parental rights. 5. Liability - Fire Rescue personnel are immune from criminal or civil liability for acting in good faith in accordance with F.S. 383.50.Nothing in this law limits liability for negligence. 6. Medical Care - It is understood that a parent who surrenders a infant in accordance with F.S. 383.50,constitutes “implied consent” for the medical treatment of that infant. Emergency medical treatment must be provided to the extent of training of the EMTs and/or Paramedics followed by transportation of the infant to the appropriate hospital. 7. Medical Expenses - The surrendered infant is presumed eligible for Medicaid coverage subject to federal legislation. The department however will not seek reimbursement from the parent(s). Obtaining billing information is not necessary or permitted. 8. Training - In order to ensure success of F.S. 383.50, all members should receive basic training and become familiar with this policy. No cost web based Safe Haven training is available from FR-O-504/Page 3 of 4  A Safe Haven for Newborns at www.asafehavenfornewborns.com ______________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-15, issued 08/01/2000 2. PPM#FR I-15, issued 02/07/2014 3. PPM#FR O-504, clerical 03/01/2018 4. PPM #FR O-504, issued 11/4/2020 5. PPM#FR O-504, issued 07/01/2024 FR-O-504/Page 4 of 4 TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: PROPERTY DAMAGE AND BODILY INJURY REPORTS PPM #: FR-T-302 ISSUE DATE EFFECTIVE DATE July 24, 2023 September 26, 2023 PURPOSE: To provide a standardized method for reporting and documenting loss, damage, or theft to Fire Rescue property and/or property belonging to members of the public, not resulting from a vehicle accident. UPDATES: Future updates to this PPM are the responsibility of the Division Chief of Training and Safety, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY: Fire Rescue Administrator PPM CW-0-007, as may be amended. SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. This policy does not replace other policies that contain reporting requirements. The procedures in this policy are in-addition to those that are outlined in other policies. ATTACHMENTS: Attachment A: Property and Liability Accident/Incident Report POLICY: All employees shall immediately report any loss, damage, or theft to Fire Rescue property and/or property belonging to members of the public. PROCEDURE: 1. General: a. Refer to policy Reportable Events (PPM FR-A-109) and Continuous Quality Improvement (PPM FR-T-303) as they closely relate to most incidents that involve property damage, loss, theft, bodily injury, or equipment failure. b. Property loss, damage, or theft incidents include damage to vehicles or equipment damage NOT arising out of a vehicle accident (e.g.: equipment fell off a parked apparatus resulting in damage to the apparatus). c. When property damage occurs from a Fire Rescue vehicle (and the vehicle does not sustain damage), immediate notification to the Battalion Chief shall occur, prior to FR-T-302/Page 1 of 5  leaving the scene. Refer to Vehicle Apparatus Safety (PPM FR-O-303) for these incidents. d. Vehicle accidents involving vehicles leased or owned by Fire Rescue shall follow the procedures identified in Vehicle Apparatus Safety (PPM FR-O-303). e. Incidents involving theft or vandalism shall be reported to Law Enforcement. The Law Enforcement report shall be attached to the Property and Liability Accident/Incident Report (FR-T-302 Attachment A). Anytime Law Enforcement generates a case number for incidents of loss, damage, or theft, the Law Enforcement agency name and case number shall be documented on the Property and Liability Accident/Incident Report (FR-T-302 Attachment A). f. When in need of a phone number for contacting parties listed below, they are available on the Fire Rescue Intranet (SharePoint) under Phone List or Facilities Emergency Vendor List. 2. Property Loss, Damage, or Theft Incidents: a. The following procedure applies to incidents of loss, damage, or theft of Fire Rescue property, as well as loss or damage to property belonging to members of the public. b. Incidents where Fire Rescue personnel caused loss or damage to property belonging to members of the public, the member of the public should be referred to directly contact Palm Beach County Risk Management. c. Lost, damaged, or stolen hard keys and ID badges shall follow the procedures outlined in ID Badge, Access Card, and Hard Key Procedural Guide (FR-A-207 Attachment) A). d. Employee responsibility: i. Employees shall immediately report any loss, damage, or theft to their supervisor. ii. Employee’s forcing entry into a property, according to SOGs, shall gain access causing the least amount of damage appropriate to the emergency situation. Employees shall ensure the property is secured or turned over to an appropriate representative. Additional resources (e.g.: Units, supplies, etc…) may be requested to secure the property. iii. Lieutenants and Operational Captains shall ensure immediate notification occurs to their Battalion Chief. The Fire Operations Officer shall be notified should the Battalion Chief be unreachable. The Fire Operations Officer shall notify the next appropriate Battalion Chief. e. Battalion Chief Responsibility: i. Upon notification of an incident, the Battalion Chief shall be responsible for the investigation and documentation of the incident. The Battalion Chief may assign a Lieutenant or Operational Captain to portions of the investigation and documentation. ii. The documentation of these incidents shall include: 1. A Property and Liability Accident/Incident Report (FR-T-302 Attachment A) 2. Employee statements (if necessary) 3. Law Enforcement report (if necessary) 4. Digital color photographs FR-T-302/Page 2 of 5  iii. A Property Damage Tracking Number will be automatically generated when the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) is completed.. iv. Completion of the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) sends automatic email notifications to: 1. The Training and Safety Division 2. Risk Management 3. All Deputy Chiefs 4. All Division Chiefs 5. The appropriate District Chief 6. The appropriate Battalion Chief v. Employee statements (if necessary) shall: 1. Be signed 2. Be dated 3. Include the Property Damage Tracking Number 4. Include an incident number (if occurrence was on an emergency incident) 5. Be attached to the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) vi. The Battalion Chief shall issue disciplinary action, if necessary. vii. The Battalion Chief shall sign the Property and Liability Accident/Incident Report (FR-T-302 Attachment A) in the applicable Fire Rescue program to indicate that they have checked it for accuracy and completion. 3. Bodily Injury Incidents: a. If Fire Rescue personnel were injured, follow Work Related Injuries Returning to Work (PPM FR-H-302). b. For all injuries sustained by members of the public at a Fire Rescue facility or due to Fire Rescue equipment failure the: i. Employees shall: 1. Render appropriate treatment. 2. Notify the Communication Center to be assigned to an emergency incident. 3. Lieutenants and Operational Captains shall ensure immediate notification occurs to their Battalion Chief and the Property and Liability Accident/Incident Report (FR-T-Attachment A) in the applicable Fire Rescue program is completed. The Fire Operations Officer shall be notified should the Battalion Chief be unreachable. The Fire Operations Officer shall notify next appropriate Battalion Chief. ii. Battalion Chiefs shall: 1. Follow 2.e. above. 2. Ensure an ePCR is completed according to Incident Reporting (PPM FR-M-201). 3. Ensure a Property and Liability Accident/Incident Report (FR-T- Attachment A) is completed in the applicable Fire Rescue program. FR-T-302/Page 3 of 5 4. Stretcher or Stair Chair Malfunction or Collapse a. All stretcher or stair chair malfunctions or collapses shall follow Reportable Events (PPM FR-A-109) and Continuous Quality Improvement (PPM FR-T-303). b. If Fire Rescue personnel were injured, follow Work Related Injuries Returning to Work (PPM FR-H-302). c. If a member of the public was injured, see Bodily Injury Incidents (above). d. When Fire Rescue personnel or members of the public are injured as a result of a stretcher malfunction or collapse, the employee shall: i. Immediately: 1. Render the appropriate care. 2. Request an additional Rescue for patient care and transport. 3. Take the Rescue out-of-service for stretcher malfunction. 4. Notify an EMS Captain. ii. After the incident and prior to going available: 1. Remove the stretcher from service (under no circumstances is the stretcher to be used). 2. Sequester the stretcher at the Battalion designated fire station. 3. Clearly tag the stretcher as OUT OF SERVICE – DO NOT USE. 4. Place a work order for the stretcher in Assetworks and mark as HIGH PRIORIY. 5. Complete Property Loss, Damage, or Theft Incidents (see section 2 above) for the property damage to the stretcher. e. When Fire Rescue personnel or members of the public are injured as a result of a stair chair malfunction or collapse, the employee shall perform the same steps as above for a stretcher malfunction or collapse with the exception that the Lieutenant or higher ranking officer may elect to keep the Rescue in-service until the conclusion of the incident. In these instances, under no circumstances shall the malfunctioned or collapsed stair chair be used. f. On all stretcher and stair chair related incidents the EMS Captain shall ensure that: i. An Assestworks request has been entered. ii. The incident has been reported to Stryker Stretcher by directly contacting the phone number listed on the Fire Rescue Intranet (SharePoint) under Facility Emergency Vendor List. iii. The malfunctioned or collapsed stretcher or stair chair is removed from service. iv. A battalion spare stretcher was placed in service. v. Continuous Quality Improvement (PPM FR-T-303) is followed. g. When a battalion spare stretcher is not available, the EMS Captain may utilize a neighboring battalion’s spare stretcher. When a neighboring battalion’s spare stretcher is used the EMS Captain shall complete a Fixed Asset Transfer (FR-S-606 Attachment A). When no spare stretcher or stair chair is available, the EMS Captain shall notify the Inventory and Stores Manager for a replacement. h. On all stretcher and stair chair related incidents the Battalion Chief shall ensure that Reportable Events (PPM FR-A-109) is followed. 5. All Other Responsibilities: a. District Chief Responsibility (for all of the above reports): i. The District Chief is responsible for ensuring that all documentation is included, accurate, and complete. FR-T-302/Page 4 of 5  ii. The District Chief shall sign the Property and Liability Accident/Incident Report (FR-T-Attachment A) in the applicable Fire Rescue program to indicate that they have checked it for accuracy and completion. iii. The District Chief shall ensure that discipline, where indicated, has been issued. b. The Training and Safety Division shall ensure: i. That all pertinent information is tracked for trends and patterns. ii. That all pertinent information is forwarded to Risk Management. iii. Law Enforcement reports (if necessary) are attached to the Property and Liability Accident/Incident Report (FR-A-302 Attachment A). ______________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR I-43, issued 05/13/1993 2. PPM#FR I-43, issued 09/07/2012 3. PPM#FR I-43, issued 03/24/2014 4. PPM#FR I-43, issued 03/18/2017 5. PPM#FR T-302, clerical 03/01/2018 6. PPM#FR T-302, issued 07/24/2023 FR-T-302/Page 5 of 5 TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: REGINAL K. DUREN FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: PRE-INCIDENT PLANNING PPM #: FR-O-901 ISSUE DATE EFFECTIVE DATE March 25, 2021 April 23, 2021 PURPOSE: To establish a method for the documentation and distribution of vital information to responding emergency units through complete and accurate Pre-Incident Plans. UPDATES: Future updates to this PPM are the responsibility of the Deputy Chief of Operation, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY: Fire Rescue Administrator SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: Pre-Incident Plan Worksheet POLICY: This policy is intended to provide a structured approach with conducting Pre-Incident Plans. This includes scheduling, maintenance and identifying the levels of Pre-Incident Plans, along with CAD drawing procedures and Site Survey instructions. DEFINITIONS 1. SmartDraw – a program used to create two-dimensional drawings (i.e. building floor plans and site drawings). 2. Fire Protection System – any fire alarm device or system or fire extinguishing device or system or combination thereof, that is designed and installed for detecting, controlling, or extinguishing a fire or otherwise alerting occupants, or the fire department, or both, that a fire has occurred. (NFPA 1) 3. Hazardous Material Facilities – a facility that is recommended by the Emergency Planning and Community Right-To-Know Act (EPCRA) to submit a tier II report to the State of Florida (https://www.epa.gov/epcra). 4. High Inhalation Hazard Facilities – a facility that contains highly hazardous material as identified in 302 of the EPCRA for Inhalation Hazards. FR-O-901/Page 1 of 5  5. MobileEyes program used by Fire Rescue personnel to input and track Company Inspections and Pre-Incident Plans. 6. Pre-Incident Plans – a document developed by gathering general and detailed data that is used by responding personnel in affectively managing emergencies for the protection of occupants, responding personnel and the environment. (NFPA 1620) 7. Shell – a structure with empty spaces that have not yet been classified with a known tenant. 8. Site Survey – the actual physical surveying of a site.(PPM FR-O-901) 9. Target Hazards – areas in the county which have the risk potential for high damage and/or high loss of life. PROCEDURE: Pre-Incident Plans shall be completed by all Operational Personnel in accordance with this policy. 1. General a. Familiarity with a given structure prior to an emergency is a proven method to increase operational efficiency, enhance firefighter safety, increase occupant survivability and reduce property loss. b. Pre-Incident Plans should be conducted, if possible in conjunction with Company Inspections (PPM FR-O-902) as the information and tasks often overlap. c. The reporting email for the Existing Inspections Staff Captain in CRRD is [email protected] 2. Pre-Incident Plans a. Pre-Incident Plans shall be updated on an annual basis. b. Pre-Incident Plans encompass the following: 1. All commercial, Industrial and Institutional buildings. 2. Any residential buildings that have the following: a. A common area, such as a lobby, meeting room or card room b. 5 or more units c. When completing Pre-Incident Plans, it is acceptable to upload a SmartDraw drawing of a single building for multiple like buildings in a common subdivision, provided all of the following are met: i. The buildings are 3 or more stories in height or have a fire protection system. ii. That all building characteristics are the same. iii. That all fire prevention related features are identical. iv. The SmartDraw drawing is uploaded to each Pre-Incident Plan. If multiple addresses (500-580 Pike Road), please upload the smart drawing to each address in that range. d. All Pre-Incident Plan issues shall be reported, via email, to [email protected] 3. Site Survey a. Prior to conducting a Pre-Incident Plan, the Lieutenant or Operational Captain shall: i. Review the previous Pre-Incident Plan. ii. Contact the building representative and make an appointment. b. All buildings in the county that are equipped with fire alarm systems are also required to maintain building access keys in a Knox Box. c. During a Site Survey, the Knox Box shall be opened and checked for operation, and the keys within it shall also be checked to ensure they open the appropriate doors. FR-O-901/Page 2 of 5  d. Buildings with elevators shall have their elevator machine room(s) inspected. The elevator main disconnect switches shall be identified and clearly labeled. e. Hydrants on or near the site should be opened and flowed to check for operability. f. All Site Survey issues shall be reported, via email, to [email protected] 4. Post Site Survey a. After completion of a Site Survey, the Lieutenant or Operational Captain shall: i. Enter or update all Pre-Incident Plans information in MobileEyes. ii. Enter or update all building and site drawings in the SmartDraw Drawing program. iii. Save the SmartDraw drawings on the Q drive in the Smartdraw Files folder (this folder has 3 subfolders: Pre-Incident Drawings, Satellite Images, and SmartDraw Pre-Incident Folder.) 1. SmartDraw drawings shall be saved in. SDR format within the “SmartDraw Pre - Incident” folder. 2. SmartDraw drawings shall be saved in.GIF format within the “Pre- Incident Drawings” folder. 3. All files shall be named with the numerical followed by the street name (i.e., 405 Pike Road). iv. Upload any new SmartDraw drawings into MobileEyes. 5. SmartDraw Drawings Program: a. SmartDraw drawings shall be altered or redrawn as necessary to accurately reflect fire and life safety hazards. (Fuel tanks, chemicals, etc…) b. The SmartDraw drawings shall include: i. All buildings on site. This includes large strip malls/commercial properties on one property. Draw the entire complex (not just the address listed on your schedule), then upload the drawing to every address listed in that complex or strip mall. ii. Building dimensions, to include length and width. iii. A minimum of (2) streets, to show correlation to the structure. iv. Access road to structure from road. v. All hydrants on site. (If no hydrants or drafting site available – document in drawing) vi. The dimensions between the (2) closest hydrants and the building, at a minimum. vii. The north directional arrow. The north directional arrow shall be located at the top right side of the page and pointed to the top, with legend under arrow viii. Buildings with light-weight truss systems shall have “R”, “F” or “RF” in the building of the drawing. ix. A text box with the number of floors on multi story buildings. x. If multiple addresses, a text box with the address range. Example: (500-524 Main Street) xi. Any electrical, water, gas shutoffs or disconnects. xii. Location of Fire Alarm Control Panel (FACP) and Knox Box. xiii. Location of Fire Department Connection (FDC), risers, elevators, stairs and OS&Y. FR-O-901/Page 3 of 5 6. MobileEyes: a. MobileEyes is a live, up to date and interactive program that stores information on a server and updates each Mobile Data Computer (MDC) when it is restarted. b. Care shall be taken by all Fire Rescue personnel to not delete necessary files within the MobileEyes program. c. Only the appropriate CRRD personnel may delete Pre-Incident Plans or Company Inspections within the MobileEyes program. d. Should a Pre-Incident Plan or Company Inspection be accidentally deleted, the MDC shall be restarted. If the file is still missing or deleted, the appropriate CRRD contact (i.e., Existing Inspections Staff Captain, Company Inspection Coordinator) shall be contacted. e. All MobileEyes files are backed up on the MobileEyes server on a daily basis. 7. Responsibilities: a. District Chief Responsibilities i. Each District Chief shall be responsible for ensuring all Pre-Incident Plans have been completed for the Battalion by the end of each month. b. Battalion Chief Responsibilities i. The Battalion Chief of each shift shall: 1. Ensure all Pre-Incident Plans are completed on the monthly schedule in MobileEyes. 2. Ensure all CAD drawing are adequate and are stored on the Q drive, in the SmartDraw files folder, with the address as the file name. 3. Review all Pre-Incident Plans for accuracy and commit them within MobileEyes by the end of each month. c. Lieutenant and Operational Captain Responsibilities i. The Lieutenant or Operational Captain assigned Pre-Incident Plans shall complete the: 1. Site Survey in accordance with this policy. 2. Post Site Survey in accordance with this policy. 3. Pre-Incident Plans according to the established schedule. d. MobileEyes Coordinator Responsibilities i. MobileEyes Coordinator shall be responsible for determining a schedule of all Pre-Incident Plans for each month. e. Fire Operations Officer Responsibilities i. The Fire Operations Officer shall: 1. Have access to electronic Pre-Incident Plans. 2. Have Pre-Incident Plans available for reference and review during incidents. 3. Provide the following information, if deemed necessary to responding fire units or be able to pass the information to the appropriate tac channel dispatcher. 4. Fire Department access point (to include gate code and Knox box). 5. Business/Building name and/or Occupancy type (Public Assembly, Educational, Residential, Mercantile, etc.). 6. Type of building construction: a. Fire Resistive b. Heavy Timber FR-O-901/Page 4 of 5  c. Non-Combustible d. Ordinary e. Wood Frame 7. Fire protection systems. 8. Water supply type (hydrants, drafting site, dry hydrant). 9. Water supply location. f. Community Risk Reduction Division Responsibilities i. It shall be the responsibility of CRRD to: 1. Notify the appropriate District Chief of substantive changes found to inspected occupancies during a CRRD Fire Safety Inspection. ii. It shall be the responsibility of the New Construction Plans Review Department to notify via email the appropriate District Chief and the MobileEyes Coordinator of any new construction, which meets the criteria warranting completion of a Pre-Incident Plan. g. Information Technology Services Responsibilities i. ITS shall be responsible for: 1. CAD integration and backup files on the MDCs. 2. Updating and maintaining MobileEyes. ______________________________ REGINALD K. DUREN FIRE RESCUE ADMINISTRATOR Supersession History 1. SOG #1108, issued 03/15/1995 2. SOG #1108, issued 11/01/2008 3. SOG #1108, issued 11/01/2011 4. SOG 100-01, clerical 05/01/2018 5. SOG 100-01, issued 05/21/2018 6. PPM#FR O-901, issued 05/04/2020 7. PPM #FR-O-901, revised 03/25/2021 FR-O-901/Page 5 of 5 TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: INVESTIGATOR CALL OUT PROCEDURE PPM #: FR-B-101 ISSUE DATE EFFECTIVE DATE September 15, 2022 October 13, 2022 PURPOSE: The purpose of this policy is to establish guidelines to determine the need for, and requesting a Fire Investigator UPDATES: Future updates to this PPM are the responsibility of Division Chief of Community Risk Reduction CRRD, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator. AUTHORITY: Fire Rescue Administrator Palm Beach County Fire Code, as may be amended. Michigan v. Tyler, 436 U.S. 499 (1978) Michigan v. Clifford, 464 U.S. 287, 104 S. Ct. 641 (1984) Line of Duty Reporting Procedures, PPM FR-A-701 SCOPE: This policy applies to all Palm Beach County Fire Rescue personnel and reservists. ATTACHMENTS: Attachment A: Fire Investigator Call out Determination Flow Chart POLICY: It is the responsibility of the Incident Commander to determine the need for a Fire Investigator at a fire or explosion scene. Whenever there is a request for a Fire Investigator, scene security shall be maintained by Fire Rescue personnel. Upon arrival of the Fire Investigator, the IC will provide the Fire Investigator a face-to-face situation report. DEFINITIONS: CRIME-RELATED - A violation of any federal, state, local, statute, law, ordinance, rule, or regulation. LOSS OF LIFE – Any incident or event where either a civilian, employee or firefighter of Fire Rescue may or may not require transport to a medical health facility and has no signs of life or have been declared as deceased. FR-B-101/Page 1 of 4 CASUALTY – Any incident or event where either a civilian, employee or firefighter of Fire Rescue may or may not require transport to a medical health facility and has incurred an injury at any location as a result of a fire or burn and requires any type of medical treatment. JUVENILE-RELATED INCIDENT – Any incident or event in which a person under the age of 18 has a direct involvement in the ignition of the incident or event. The involvement may or may not include physically being present at the location or by any eyewitness identification. EXPLOSIVE DEVICES – Any device that relies on the exothermic reaction of an explosive material to provide a violent release of energy, any improvised incendiary device commonly referred to as a Molotov Cocktail (Firebomb), or any firework, pyrotechnic device, or flame effect. PROCEDURE: 1. The IC shall request a fire investigator through the alarm office when there has been a fire or explosion incident or event, which meets one of the following criteria: a. Evidence that any fire is crime-related or foul play is suspected: i. Such as incendiary (arson) fires/explosions, explosive devices, firebombs, stolen vehicles, burglaries, etc… ii. All crime-related or foul play suspected incidents or events require a fire investigator response, regardless of dollar value b. Loss of life/injury: i. Any fire or explosion incident or event resulting in a loss of life. ii. Any fire or explosion related injuries or burns where the injured party is transported to a medical health facility by Fire Rescue. The injury or burns shall be related to a fire or explosion and it shall require that Advanced Life Support (ALS) measures or treatment were taken. c. Firefighter Loss of life/injury: i. The LODD team shall be notified in accordance with Line of Duty Reporting Procedures and perform said duties outlined in Line of Duty Reporting Procedures (PPM FR-A-701). ii. A member of the LODD team shall take custody and control of all firefighter ensemble, as well as any equipment worn by the deceased or injured firefighter and shall retain custody of said ensemble and equipment until directed by a higher authority pursuant to PPM FR-A-701. Said ensemble and equipment shall be secured in the PBCFR Evidence Room until such time as the directed release from a higher authority. iii. Any request that meets this criteria shall require a minimum response of two (2) fire investigators to the scene. d. Accidental fires with substantial monetary loss or structural damage: i. Monetary fire loss exceeding $70,000 or structural damage exceeding 20%. Monetary loss shall be related to fire or explosion damage only and shall not include water or smoke damage. ii. Any crime-related or foul play suspected incident or event requires a fire investigator response, regardless of dollar value. Unless there is a death or injury as a result of a vehicle crash with fire. FR-B-101/Page 2 of 4  e. Juvenile related incidents: i. Any fire or explosion incident in which a person under the age of 18 has a direct involvement in the ignition shall require a fire investigator response while the Fire Rescue units remain on scene. If direct involvement cannot be determined then the fire investigator shall be notified via radio or cellphone and will then determine the need for a response at their discretion.. ii. The direct involvement of a juvenile may or may not include physically being present at the scene, or by eyewitness identification. f. Explosive device/Explosion: i. Any fire or explosion incident or event that results in the loss of life, injury, or property damage as a result from an explosive device, improvised incendiary device, firework, pyrotechnic device, or flame effect requires a fire investigator response while Fire Rescue units remain on scene. If the property damage is less than $70,000 or less than 20%, then the fire investigator shall be notified via radio or cellphone and will then determine the need for a response at their discretion. g. All Other Circumstances: : i. A fire investigator shall be requested in any fire or explosion incident or event in which a fire cause cannot be determined by the Fire Rescue units on scene. The fire cause is defined as the circumstances, conditions, or agencies that bring together a fuel, ignition source, and oxidizer (such as air or oxygen), which results in a fire or a combustion explosion.. ii. A fire investigator shall be requested in any fire sprinkler or fire suppression activation when the circumstances for the activation are for anything other than accidental causes or a potential for a high value loss exists. iii. A fire investigator shall be requested for any overcrowding issue at any assembly occupancy, a potential for a high value loss, or a potential loss of life exists. iv. A fire investigator shall be notified and requested when the IC determines a significant life safety issue exists. 2. Calling for a Fire Investigator: a. The IC shall request a Fire Investigator through the Alarm Office. The IC shall call for a Law Enforcement Officer from the appropriate Law Enforcement Agency to respond to the scene for any incident, which requires a Fire Investigator response. b. The IC will ensure that a Fire Rescue unit remains on scene until the fire investigator arrives. c. The Fire Investigator shall determine if a member of the PBSO Bomb/Arson Squad is required. If required, the Fire Investigator shall make the request through the PBSO Bomb/Arson Squad Supervisor. d. If the fire investigator determines a need for additional agencies, resources, or personnel, to complete their investigation, they shall contact the supervisor of investigations.. e. No other individual shall request outside Law Enforcement agencies for the purpose of assisting in a fire, arson, or explosion investigation. f. The IC may request Law Enforcement for the purposes of assisting to secure a fire scene, crowd control or traffic control. Operational personnel shall not request Law Enforcement to assist with an investigation. FR-B-101/Page 3 of 4  _____________________________ PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR Supersession History 1. PPM#FR II-01, issued 01/01/2007 2. PPM#FR II-01, issued 12/18/2011 3. PPM#FR II-01, issued 08/01/2013 4. PPM#FR II-01, issued 06/16/2014 5. PPM#FR B-101, clerical 03/01/2018 6. PPM#FR B-101, issued 11/22/2019 7. PPM#FR B-101 issued 09/15/2022 FR-B-101/Page 4 of 4 TO: ALL PALM BEACH COUNTY FIRE RESCUE PERSONNEL FROM: PATRICK J. KENNEDY FIRE RESCUE ADMINISTRATOR PREPARED BY: FIRE RESCUE PPM COMMITTEE SUBJECT: EMPLOYEE DEVELOPMENT PPM #: FR-A-105 ISSUE DATE EFFECTIVE DATE November 7, 2022