3/1 General PDF

3/1 GENERAL 1 3/1 GENERAL 3/1-00.00 PERSONNEL PROCEDURES/GENERAL -01. EMPLOYEE-MANAGEMENT RELATIONS.40 USE OF DEPARTMENT FACILITIES AND TIME Employees of this Department who a...

3/1 GENERAL 1 3/1 GENERAL 3/1-00.00 PERSONNEL PROCEDURES/GENERAL -01. EMPLOYEE-MANAGEMENT RELATIONS.40 USE OF DEPARTMENT FACILITIES AND TIME Employees of this Department who are official representatives of approved employee organizations, may be authorized by the Department, during the tenure of such official capacity, to use a reasonable amount of Department time for employee relations matters, when formally meeting and conferring with representatives of the public agency on matters within the scope of representation. Such employees shall obtain permission from the Administrative Office prior to absenting themselves from their work location. 1. Uniform standards of treatment shall be applied to all approved employee organizations concerning the use of Department facilities, equipment, space, and work time. 2. Approved employee organizations may be granted the use of Department facilities for meetings composed principally of City employees, provided space is available. 3. Time spent on employee relations matters during the employee's normal working hours shall not interfere with the Department's business. For purpose of formally meeting and conferring with representatives of the public agency, employees shall secure approval for Administrative Details as follows: A. Weekly Approval 1. Where meetings are scheduled in advance, employee organizations shall submit a letterhead request, in duplicate, to the Administrative Office. Such requests shall contain the following information for the weekly period involved: Name and assignment of member(s) Particulars of meeting (include dates and times). Exact Administrative Detail time requested. 2. Duplicate copy of the request shall be returned, approved or disapproved, to the point of origin. Additionally, upon approval, such detail(s) shall be telephoned, (through channels) to assignment of member. Upon receipt of such telephone call, the member's immediate superior shall, as soon as possible, notify the Bureau Commander's Office direct by telephone that notice had been received. B. Daily Approval Where meetings are not scheduled sufficiently in advance to be included in a weekly letterhead request, a telephone request may be made to the Administrative Office on the day of such event. Such request, upon approval, shall be telephoned, (through channels) to assignment of member. Upon receipt of such telephone call, the member's immediate superior shall, as soon as possible, notify the Bureau Commander's Office directly by telephone that notice has been received. 3/1 GENERAL 2.50 MEETINGS WITH ON-DUTY EMPLOYEES Reasonable access to employee work locations during working hours shall be granted to officers and representatives of officially approved organizations to discuss employee relations matters with concerned employees. Such activities shall be conducted by officers and representatives on their off-duty time with the limitations that: A. Such employee organization officers and representatives shall not enter an employee work location without the consent of the immediate supervisor. B. Access and time used shall be restricted so as not to interfere with City business or established safety or security requirements, and time used shall not exceed reasonable limits..60 DISTRIBUTION AND POSTING OF EMPLOYEE ORGANIZATION LITERATURE This Department shall provide approved employee organizations a reasonable amount of space at job locations for posting organization bulletins or shall provide space for organization bulletin boards. Employee organization representatives may post in space provided or distribute material at job locations provided such material and activity concerns employee relations matters and is not disruptive of effective operations..70 GRIEVANCE GENERAL A grievance is defined as any dispute concerning the interpretation or application of a written Memorandum of Understanding or of departmental rules and regulations governing personnel practices or working conditions. Any member electing to file a grievance shall refer to the Memorandum of Understanding for their representation unit. Said Memorandum of Understanding explains in detail how the grievance shall be filed and processed..80 PROCEDURE FOR FILING GRIEVANCE Refer to Administrative Bulletin #7 to determine the appropriate Memorandum of Understanding. Refer to Volume 5 of the Manual of Operation, F-226 form instructions. F-226-A Report of informal grievance discussion F-226-B Statement of grievance formal F-226-C Reply to statement of grievance.90 GRIEVANCE REPRESENTATION Any member has the right to represent themself or to be represented by a representative of their choice in presenting a grievance. A. The grievant and chosen representative may have a reasonable amount of paid time off to process a grievance. B. To receive paid time off, a representative must be of the same union as the grievant and be a designated grievance representative. C. If the grievant selects an on-duty member to represent them, the grievant shall notify the immediate supervisor, who will immediately notify (through channels) the lowest ranking officer within the chain of command who has authority over both the grievant and the requested representative. That officer shall arrange for their time off. 3/1 GENERAL 3 -20. PERSONNEL TRANSFER REQUESTS.01 GENERAL Transfers and requests for transfers shall bear no detrimental reflection on the requesting employee, employee's supervisor, or the position; nor should it be assumed that the employee's request for transfer indicates dissatisfaction with the present assignment. Any member assigned to a vacancy as a result of a requested transfer shall normally remain in that assignment for a minimum of eight months before a subsequent request will be considered. A. The following criteria may be considered when filling vacancies: 1. The need for special qualifications to more effectively conduct the work of the Department. 2. Personal development of the member. 3. Possibility of improving performance of the individual and increasing effectiveness over previous situations which may have fostered individual lack of cooperation or conflict with other members. 4. After giving full consideration to 1 through 3 above, the vacancy shall be filled on the basis of seniority, as follows: (a) in grade (b) in rank (c) On Department B. All primary vacancies resulting from promotion, death, retirement, separation from service or transfer of a Firefighter/Paramedic to fire suppression training will be published to all work locations. All current Requests for Transfers (F-18A) on file in the Emergency Services Bureau office will be considered before filling published vacancies. NOTE If a current F-18A, Request for Transfer, is on file for the assignment the forwarding of an F-18B, Request for Transfer (Primary Vacancies), is not necessary. C. Members of equal rank and pay grade may request a mutual transfer. Mutual transfer requests will be submitted through channels to the Bureau Commander concerned for approval. D. A copy of the transfer request form shall be returned to the requesting employee confirming the receipt of the transfer request at its final destination and showing all comments, if any, in reference to said transfer request. E. Any member who has requested a transfer and subsequently determines that another member has been assigned to the position requested, may request in writing an explanation for the denial of request for transfer. Such request shall be made on an F-225 in duplicate and forwarded to the Bureau Commander concerned through channels. F. Single function Paramedics will be given priority on primary transfer requests to Paramedic Ambulances. G. Firefighters who are both Paramedic and Fire Suppression Certified, who are assigned to a Paramedic Rescue Ambulance, will only be required to remain in that assignment for one year. Exception Firefighters hired prior to 1-1-83 who are both Paramedic and Fire Suppression Certified as of 12-31-92, and who have continuously maintained their Paramedic Certification since January 1, 1983, will not be required to be assigned to a Paramedic Rescue Ambulance. H. Transfer Seniority - Members in the classification of Firefighter who had previous service in the classifications of Ambulance Driver, Ambulance Attendant, Paramedic I, Paramedic II, or Paramedic III shall 3/1 GENERAL 4 receive seniority credit based upon their aggregate years of continuous service in those classifications. Continuous service shall not include any periods where there was a break in service of eight or more consecutive calendar days caused by resignation or termination. Except for the above, members do not receive transfer seniority credit for any time worked in a lower rank. Transfer seniority for members who revert from a higher rank to a previously held lower rank shall include the time spent in the higher rank..10 PRIMARY VACANCIES Primary vacancies will be published by special notice over Teletype prior to filling such vacancy. Teletype notices will include the location of the vacancy and the tentative date of the vacancy. This notice shall be posted under the heading "Primary Vacancies" on the official business bulletin board until the selection for filling the vacancy is published over Teletype. A. Transfer selections will be made by the Bureau Commander no sooner than ten days after the vacancy is published. B. Transfer selections shall be published by special notice over Teletype. This notice shall be posted under the heading "Primary Vacancies Filled" on the official business bulletin board for a period of five days..15 SUBMITTING TRANSFER REQUESTS Transfer requests shall be submitted to member's regular supervisor, where possible. If the officer on duty is not the member's regular supervisor, the receiving officer shall include observations pertinent to the purpose of the transfer request. The officer shall sign the request and note on the signature line the date and time the request was submitted. The receiving officer shall also make a journal entry of the request, including the date and time of the request. The regular supervisor is encouraged to submit any comments in writing to the Bureau Commander upon the supervisors return to duty..20 ROUTINE REQUESTS Routine transfer of assignment may be requested by members on Form F-18A or F-18B. Refer to Vol. 5 9/7-00.00, F-18A or F-18B..30 NOTIFICATION Upon transfer the on-duty Commanding Officer at member's place of assignment will be notified either verbally through channels or by Information notice message via the LAFD Information Portal. The notification shall be journalized..40 TRANSFER-DATE OF All transfer of personnel shall be made effective as of 0800 hours on that Sunday that commences a pay period..50 PARAMEDIC TRAINING ASSIGNMENT A. Personnel attending paramedic training will be transferred to Division 243, platoon duty. All timekeeping and other records are to be forwarded to In-Service Training. Required F-18's will also be forwarded. B. Upon completion of the didactic and clinical portions of training, members will be detailed to an ambulance as a third person for field internship. Members' records will be retained at In-Service Training. C. When members complete their field internship phase of training, they may be transferred to a paramedic assignment. This transfer is initiated by the In-Service Training Section at the direction of the receiving Bureau (normally EMS or Fire Suppression). When notified of the member's new assignment, concerned officers shall forward their records, through channels, to the member's new assignment. Required F-18's will 3/1 GENERAL 5 also be forwarded. -25. SEPARATIONS.01 GENERAL Members ending service with the Department during a payroll period will sign a form at the Personnel Services Section at the time an application for pension, leave, or resignation is made. This form will authorize the disposition of checks due but not paid. Such checks will be forwarded to the address designated on the form..04 PENSION PROCEDURE INFORMATION Members planning to apply for service pension should contact Personnel Services Section approximately 30 days in advance of their intended retirement date to request a copy of the service pension application procedure. This procedure describes the steps each retiring member must accomplish, the offices they must visit, the required processing of records and the time involved in receiving the first check from the Fire and Police Pension System. Reference Administrative Bulletin #23..08 SERVICE PINS A. The policies of the Civil Service Commission provide for the issuance of City Service Pins. These pins are issued to uniformed personnel at the time of their retirement from Department service. Such pins indicate the last completed five year increment of City service (20 years, 25 years, etc.). Service with another City Department prior to appointment will be included in the years of service acknowledge through the issuance of service pins. B. Service pins will be issued by the Personnel Services Section in conjunction with the preparation of Personal Record Books and Certificates of Appreciation for retiring members. Members coordinating retirement dinners or similar events for retirees should contact the Relief Association regarding obtaining the Service Pin, Record Book, and Certificate..12 EXIT INTERVIEW - SERVICE PENSION At the time the member enters an application for retirement, the Personnel Services Section shall arrange for an exit interview appointment, if desired by the employee. This interview is conducted for the purpose of mutual benefit and understanding to both the employee and the Department and involves a voluntary discussion period between the separating employee and the highest ranking officer in the chain of command (subordinate to the Fire Chief)..18 EXIT INTERVIEWS - OTHER SEPARATIONS A. Employees who will leave the Department by resignation, resignation to avoid discharge, or discharge will be scheduled for an exit interview. The interview will be conducted before the employee leaves the Department by an officer outside the employee's chain-of-command. It will be an opportunity for the employee to discuss their work experience candidly and offer constructive suggestions management can use to improve or establish alternative work procedures, training, etc. B. It is particularly important that Training Academy Recruits, Firefighters on probation, and members with five years or less of Department service receive an exit interview. Exit interviews for other members who separate with greater service and for reasons other than retirement are desirable. C. Battalion Commanders or the Recruit Training Section Commander having a member with less than five years of service who leaves City Service shall contact the Training Division. The exit interview will be conducted as soon as practical at a time and location to be arranged as mutually convenient and practical for the exit interviewer, the separating employee, and the Chief Officer concerned. The separating member is to be clearly advised that an exit interview will take place. Timekeeping, if the interview is on the member's last 3/1 GENERAL 6 working day, will reflect time needed to complete the exit interview along with all other activities. D. If a member advises the Department by telephone that they will separate, the concerned officer is to encourage the employee to take part in an exit interview on an in-person basis. If the employee is unwilling the officer should offer the opportunity for an exit interview by telephone, and obtain information by which the Department may contact the employee telephonically..24 EXIT TIMEKEEPING: UNIFORMED MEMBERS When a member retires, resigns, is discharged or otherwise ends services with the City, the actual hours worked during the 126 day cycle will be compared to the standard established by Accounting Services. Exchanges of time not consummated prior to last date worked will be considered in determining the standard. A. A member who has worked fewer hours than the standard will have their final paycheck adjusted accordingly. B. Upon separation from the Department, any plus balance of "exchange of time" shall be reimbursed at the normal rate of compensation. Administrative Overtime Duty. There are no provisions in the Administrative Code to compensate for AOD Time..30 VOLUNTARY RESIGNATION A. When a member gives notice of intention to voluntarily resign for the Department, the member's supervisor shall take the following action: 1. Direct the member to forward a Red Letterhead F-225 through channels to the Fire Chief stating the specific reason for the resignation and the planned effective date of resignation (i.e., close of March 1, 1995, or 0800 hours, March 2, 1995). By attachment or addendum, the supervisor will indicate whether or not the Department would want to consider rehiring the member if he/she requests restoration to an eligible list. Include or attach supporting information. 2. Verbal notification of the planned resignation shall be made promptly to successive levels up to the Division Office. At each level the member may be counseled to ensure that no reasonable alternative exists to the resignation, such as a leave of absence. 3. The Division Office will notify the Bureau of Emergency Services Office and the Personnel Services Section promptly by telephone of the resignation. Personnel Services Section will notify the Accounting Services Section. B. On the member's last day on duty, the supervisor will take steps to obtain all Department-issued equipment (Refer to Vol. 4, 8/3-32.01, Status of Ownership). The Identification card, badge, insignia, time keeping and other records are to be forwarded directly to Personnel Services and Administrative Services Bureau. The member's signature should be obtained on the F-161, "Authorization for Delivery of Unpaid Salary Checks," which should be forwarded to Accounting Services Section. The notice can be obtained by contacting Personnel Services Section. As an alternative, the member can sign that form at Personnel Services Section. C. Prior to the last date on duty, a resigning member should be directed to call or visit: 1. The Personnel Services Section to discuss their individual status relative to reappointment and eligible list; and 2. The Accounting Services Section with any questions regarding pay, vacation, etc. 3/1 GENERAL 7.35 SEPARATION-OTHER THAN VOLUNTARY A. Personnel Services Section is prepared to advise supervisors of the separating member and the member, the required procedures for separating from Department i.e., voluntarily, discharged, or member deceased. B. All members who separate from the Department are responsible for taking action to assure the return to the Department of City-owned property prior to the effective date of their separation. Badges, insignia, and identification cards are City-owned property. C. All reasonable steps to assure the return of City-owned property especially badges, other insignia and identification cards, are to be taken by the supervisors of members who separate, the personnel of Medical Liaison Unit (especially in working with applicants for disability pension), or others who have contact with members in the process of separating or who express intention to separate..40 WITHHOLDING OF PAYCHECK FOR NON-COMPLIANCE WITH SEPARATION PROCEDURE At the time of separation from City service, whether voluntary or involuntary, Personnel Services Section must certify that all City property in the possession of the separating member has been returned, complete and in proper order, to the issuing unit. THE CITY CONTROLLER IS AUTHORIZED TO WITHHOLD THE PAYCHECKS OF SEPARATING MEMBERS WHO DO NOT COMPLY FULLY WITH THIS REQUIREMENT. (Reference L.A. City Charter Section 370.).50 UNEMPLOYMENT INSURANCE A. The City actively cooperates with the State regarding unemployment insurance to fulfill its responsibilities economically and with maximum fairness to former employees. The City furnishes full details regarding separations so the State can equitably determine eligibility based on all the facts. B. The reason why an employee resigns from City service is important in determining if a claimant is eligible for unemployment insurance. The statement "Personal Reasons" is not sufficient as a reason for separation. See Manual of Operations 3/1-25.30(A)(1). C. When a former employee applies for unemployment insurance through the State, the City has 10 calendar days to verify a claimant's information and respond. City response after that period is untimely and may require the City to pay claims that lack merit. Therefore any member who receives a State form or inquiry concerning unemployment insurance benefits for a former employee is to contact: 1. The City's Unemployment Insurance Coordinator in the Personnel Department at Ext. 5-4846; and 2. LAFD Personnel Services at Ext. 5-6077. D. A supervisor may be called as a witness in an Unemployment Insurance Appeals Board hearing because of their first-hand knowledge of the facts involved in a separation. Full information will be provided well ahead of time to a supervisor if an appearance is necessary. 3/1 GENERAL 8 -30. PROBATIONARY FIREFIGHTERS.01 UTILIZATION OF PROBATIONARY FIREFIGHTERS With the exception of acting positions, probationary firefighters are to be given job assignments falling within the classification of a firefighter's duties. This will call for judgment on the part of the Station Commander as to the particular training and testing value to be gained by the member..17 ASSIGNMENT Is the responsibility of the Commander of Emergency Services Bureau..34 TRANSFER Battalion Commanders shall transfer, detail, and evaluate probationary firefighters under their command subject to the approval and review of their superior officers. Probationary firefighters, insofar as practical, will remain on the same platoon until their probationary period is completed. Minimum transfer requirement during probationary period is assignment to three fire stations, one of which will be primarily for truck experience. Assignments for probationary firefighters shall be for a minimum period of three months..51 PROBATIONARY REPORTS AND EVALUATION A. Station Commander shall: 1. Train, counsel, and evaluate such assigned member. 2. Confer with Battalion Commander relative to progress, development performance of member. 3. Recommend termination when member continually fails to meet Department standards. 4. Forward probationary report. (See performance Evaluation System, Vol. 2, 3/2-30.01). B. Battalion Commander shall: 1. Confer periodically, with Captains concerning progress of such members. 2. Thoroughly review all probationary reports. Upon transfer of probationary firefighter review member's performance with the concerned officers within the battalion who are affected by the transfer. 3. Review member's performance with the Division Commander prior to transfer and at any time member's performance becomes unsatisfactory. 4. Initiate recommended termination action if indicated. Recommendation for permanent appointment infers willingness, on part of officers concerned, to retain member permanently under their command..68 TRAINING SECTION RESPONSIBILITY Prior to the completion of the probationary period, such members will report to the Training Academy for a written examination and a practical test. Members will be scheduled by the Training Section, and evaluations will be provided to Battalion Commanders concerned. The Training Section will provide Station and Battalion Commanders assistance as necessary for the proper development and evaluation of such members..85 ORIENTATION Refer to Vol. 5, 9/7, F-741. 3/1 GENERAL 9 -35. PERSONAL AFFAIRS.01 PERSONNEL INFORMATION Members desiring information relative to their own tenure of office, Civil Service status, data affecting the official roster, information relative to assignment, residence address, or phone number shall call the Personnel Services Section office..05 SMOKING REQUIREMENTS All members hired after July 1, 1987, shall remain non-smokers throughout their employment as a member of the Fire Department. This condition of employment prohibits smoking or the use of any tobacco product on or off duty..10 PERSONAL COUNSELING A member desiring counseling or assistance with a personal problem may contact any Chief Officer through channels. If the nature of the problem is such that the member would rather keep it confidential, member may contact the officer directly. Alternative methods of seeking personal counseling include the Stress Management Program and the Employee Assistance Program (E.A.P.). These programs possess expertise in dealing with numerous personal issues. For issues outside their scope of expertise, these programs maintain a complete referral listing service. They can be contacted directly during normal business hours at (213) 485-4471. During non-business hours they can be reached through Metro..15 RESIDENCY REQUIREMENT The City of Los Angeles no longer has a residency requirement for new hires..20 PERSONAL MAIL Member shall notify the U.S. Postal Service and other concerned of any change in their mailing address to prevent the necessity of forwarding personal mail through Department channels..25 CREDIT COMPLAINT When a credit complaint is received against a member, the Personnel Services Section will provide the complainant a Credit Information Request. Further information to follow pending approval from Professional Standards Division..27 NAME CHANGE When requesting a name change, members must submit an F-8 Roster Change and a copy of their Social Security card bearing their new name. The F-8 shall be submitted through channels, while the copy of the Social Security card shall be submitted directly to the Personnel Services Section. The Department will not forward any requests for name changes to the Office of the Controller until the Personnel Services Section has received both documents..30 EMERGENCY SALARY ADVANCE Available to members of the Los Angeles Firemen’s Relief Association. Emergency salary advances are granted only for extreme financial hardship and are limited to a maximum of $2,000 per occurrence. To procure an emergency salary advance, contact the Relief Association office at (213) 485-6167. 3/1 GENERAL 10.35 WEAPONS ON CITY PROPERTY Members shall not use, or have in their possession or control, on or off duty, on City property: 1. Any weapon which is prohibited by law under California Penal Code Section 12020, such as any instrument or weapon of the kind commonly known as a blackjack, slingshot, billy, nunchaku, sandclub, sandbag, sawed-off shotgun, metal knuckles, or any dirk or dagger. 2. Any handgun, rifle, shotgun, or other firearm or ammunition, or any firearm or weapon prohibited by State law or other type of weapon or firearm or ammunition which could result or results in harm to another employee or the public. 3. Any device made for or intended as a restraining device. Such devices include handcuffs, leg cuffs, shackles and plastic restraints. Possession as mentioned here shall mean on your person or under your control, in your vehicle, locker, or other place within any City property. This does not apply to the Arson Unit personnel who are duly authorized to carry firearms in the lawful performance of their duties under Section 830.3(k) of the California Penal Code..37 PROMOTIONAL EXAMS Members of MOU #23 assigned to special duty shall be granted reasonable time off with pay for the purpose of taking promotional examinations when such examinations are given by the City and scheduled during the employee's normal working period; provided, however, that each employee entitled to such time off with pay shall give reasonable advance notice to his/her supervisor. Such time off with pay shall include travel time..40 NOTIFICATIONS A. HOME TELEPHONES: All members are required to maintain a telephone at their place of residence. The number of such telephone shall be maintained current, on Department records, as required. (Refer to F-4, F-8). New telephone installation assistance may be obtained through the Personnel Services Section when certification of employment is required by the Telephone Company. Forward the application and a letterhead request for assistance through channels to the Bureau Commander for forwarding to the Personnel Services Section. Include in this request any new address and the previous address and telephone number. F-225 Forward As indicated To Personnel Services Section, through channels Number of Copies One Routing Upon approval of the Bureau Commander to Personnel Services Section Information Required See above B. VERIFICATION OF EMPLOYMENT: Members who conduct any financial or other transactions that will require verification of their employment shall give the telephone number of the Fire Department Personnel Services Section. This office is open during normal business hours. Employment verifications shall not be completed by station commanders or supervisors of employees. Station commanders and supervisors shall forward all employment verification to the Personnel Services Section. 3/1 GENERAL 11 C. LOST PAY CHECK: Members shall notify Accounting Services Section by telephone, giving full particulars. This report shall be made as soon as possible dependent upon office hours of said office; and, in no event later than the morning of the next business working day. In addition to the telephone report, forward letterhead report to said office. For lost pay check advances, refer to Vol. 2, 3/1-35.30. F-225 Forward As indicated To Accounting Services Section, through channels Number of Copies One Routing --- Information Required Circumstances surrounding loss of pay check, date, time, location, etc. -38. PREGNANCY.01 NOTIFICATION A. A female uniformed member who suspects she may be pregnant shall immediately consult with her private physician. B. If the pregnancy is confirmed, the member shall immediately inform her Commanding Officer. The member's Commanding Officer shall via telephone make the following notifications: 1. Medical Liaison, direct. 2. Bureau Commander, through channels. C. The member shall submit an F-225, through channels, to the Fire Chief. A first-report diagnosis from the member's physician shall be attached to the F-225. This report shall verify the pregnancy and request an assignment to light duty due to the pregnancy, or if necessary, request an immediate family leave. F-225 Forward As indicated To Fire Chief, through channels Number of Copies One Information Required Statement verifying pregnancy. Statement requesting a light duty assignment, or immediate family leave. Estimated length of time requested for the light duty assignment. Approved F-225 to be forwarded directly to Medical Liaison Unit who will assign a light duty position, if one is available. Medical Liaison will inform the member, through channels, of the location of the assignment, the reporting date and time, and the name of the person to report to. 3/1 GENERAL 12.10 ACCUMULATED SICK TIME USAGE See 3/3-25.60 for use of accumulated sick time during and after pregnancy. -40. MILITARY RESERVE.01 GENERAL Any member who joins the military reserve forces shall submit a letterhead report in duplicate through channels to member's Bureau Commander to be forwarded to the Personnel Services Section within thirty (30) days. F-225 Forward As indicated To Bureau Commander, through channels Number of Copies Two Routing Bureau Commander to Personnel Services Section Information Required 1. Reserve Organization 2. Reserve Status 3. If ready reserve, anticipated period of association A supplemental letterhead report, in duplicate, is required whenever circumstances relating to such association change. Refer to Vol. 2, 3/3-25.50. -50. COURT APPEARANCES.01 JURY DUTY Firefighters who are duly summoned to attend any court for the purpose of performing jury service may, for those days on which they are scheduled to work, be released from duty, with pay, for the period of time necessary to perform the jury service. Members placed "on-call" for jury duty do not receive time-off with pay unless they are requested to appear in the court house. Reasonable travel time will be permitted for the employee to travel to and from their place of assignment and the location of the jury service. Members shall not waive their right to receive jury attendance fees from the courts. Any jury attendance fees received by the employee, except for those fees received for jury service performed on a regular day off, shall be paid to the City and deposited in the General Fund. Mileage fees paid by the Court will be retained by the member. The following documents shall be sent to the Payroll Unit to complete a Firefighter's jury duty attendance record: 1. Summons for Jury Duty Service. 2. Employee's personal check made payable to the City of Los Angeles for the amount of the daily jury fee multiplied by the number of days of attendance in the court house which would otherwise be regularly scheduled work days. 3. Verification of attendance as provided by the court in response to the employee's request. Verification of being "on call" will not be accepted for the purpose of granting jury duty leave with pay. 3/1 GENERAL 13 Employees should forward their verifications, as soon as they are received from the court, to the Payroll Unit. If verifications are not forwarded in a reasonable time, members will be placed off duty leave no pay for the time they were absent due to their jury service. Questions regarding payment of fees and jury duty attendance verification should be directed to the Payroll Unit in a timely manner..05 JURY DUTY POSTPONEMENT OR EXCUSE ALL COURTS Members called for jury service in Los Angeles County Superior Court and Municipal Court can contact the Courts' Juror Telephone Center at (800) SRV-JURY or (800) 778-5879.General juror service information is available 24-hours a day. Employees may postpone jury service by calling the Telephone Center Monday through Friday, 0600-2400 hours, and Saturday, 0800-1700 hours. Employees desiring postponement of jury service can tell the Juror Telephone Center at (800) SRV-JURY or (800) 778-5879 for a continuance of 60-90 days to minimize personal inconvenience. A new juror may postpone service up to 180 days from the original summons date through the Telephone Center. In extreme circumstances service can be postponed for up to one year from the original date of summoning by calling the Jury Supervisor's telephone number appearing on the summons. There is no need for written communication for deferrals of service. Excuse from jury service is possible for key executives and managers who are central to day-to-day operations of the Department or who are indispensable to a particular project at the time of summoning. Such persons may qualify for an excuse depending on the hardship. Requests for excuse must be in writing, must state in detail the reason the excuse is requested, and must be signed by the employee who has been summoned. The employee concerned is responsible for writing the letter requesting excuse. Jury service is a matter between the member and the Court. Excuse from jury service or deferment to a later time must be requested by the individual concerned..10 NON-DUTY RELATED COURT APPEARANCE Members served with a subpoena by a court of competent jurisdiction compelling their presence as a witness during their normal working period shall be granted time off with pay. Members shall be paid the difference between the employee's regular earnings and any amount they receive for such appearance. This subsection shall not be applicable to appearances where the employee: A. Is a party to the litigation. B. Is subpoenaed as an expert witness. C. Is subpoenaed to appear in any action related to his/her misconduct. D. Receives compensation in excess of his/her regular earnings. A court of competent jurisdiction is defined as a court within the county in which the employee resides. If the court is outside the county of residence, the place of appearance must be within 150 miles of employee's residence for this subsection to apply. 3/1 GENERAL 14.50 SUBPOENAS Any member who receives a subpoena out of normal channels to appear in court or any court-ordered hearing (e.g., deposition) for a duty connected incident, is responsible for notifying their Commanding Officer of the dates, times, and other pertinent information. Subpoenas received by the Arson Section will be forwarded to concerned member's Bureau Commander. The Bureau Office shall notify the member, through channels, of the dates, times, and other pertinent details. A. APPROVAL: Such member will be given necessary approval to comply with subpoenas. If the matter is continued, the original approval will hold until conclusion of the case. B. TIMEKEEPING: A member shall arrange for their own time off for court appearances that are not duty connected. Members shall receive ordinance overtime (time and one half) for off-duty appearances when they are duty connected, or the City or Department is a party in the lawsuit. An F-23 is required for this type overtime. Record the member's name, date, times, and case number, in the station journal. C. DEMAND FOR FEES: Should a member be served with a civil subpoena (rather than forwarded through the Arson Section), such member will demand the usual fees (unless previously paid or deposited) and promptly forward a copy of the subpoena and the fees to the Arson Section. If the member does not receive the usual fees at the time the subpoena is served, member shall contact Arson and be guided by their instructions. Subpoena fees accrue to the City, not the member, and serve to compensate the City for services lost when the member appears on-duty or for ordinance overtime when the member appears off-duty. D. DEVIATIONS: Questions regarding borderline cases or deviation from normal procedure will be decided by the member's Bureau Commander. E. RECORDS: Member's Commanding Officer shall maintain accurate time records, and forward necessary reports at the conclusion of the case. Refer to Vol. 5, 9/7-00.00, F-23 and Form #5054. F. TYPE OF DRESS: Any member appearing in court where the City is a party to a proceeding shall (excepting Fire Prevention Bureau Personnel) wear the dress uniform. Fire Prevention Bureau personnel shall wear the uniform specified for their assignments (refer to Vol.2, 3/7-15.20 and 3/7-15.30). Any member who appears in court to testify as a firefighter in a case where the City is not a party to the proceeding shall wear civilian clothes (business suit or sport coat and dress slacks, tie and dress shirt)..55 SUMMONS AND COMPLAINT A summons and complaint notifies the person named thereon that he/she is being personally sued. To preclude loss of the lawsuit by default judgment, a response must be filed with the court within 30 days following service. Whenever a member receives a summons and complaint which involves performance of duty as a City employee, the member shall notify his/her immediate supervisor as soon as practicable, and shall within ten days after receipt of process: A. Forward a red letterhead report (no boxes) direct to the Arson Investigation Section including date, time, exact address, and city where the summons and complaint was served; name and occupation of the person serving the summons and complaint; name(s) of the plaintiff(s) and case number; and a short but comprehensive account of the incident which is the subject of the lawsuit. Include names and addresses of all parties and possible witnesses. Conclude with a statement requesting that the City Attorney defend/represent you in this lawsuit. B. Attach to the report the originals of any and all documents received from the process service (retain copies, if desired). C. Make no copies other than for your own personal use. Deliver the original report and attachments to the Arson Investigation Section direct, do not send through channels. 3/1 GENERAL 15 The Arson Investigation Section will prepare a black letterhead letter to the City Attorney for the Fire Chief’s signature. The letter will state that either the member was or was not working within the course and scope of official duties and that the request is or is not approved. The letter will request that the City Attorney provide representation in accordance with Section 11.39 of the City Administrative Code..60 SERVICE OF SUBPOENAS, SUMMONS AND COMPLAINTS A. ACCEPTANCE OF SUBPOENA: The Arson Section normally accepts subpoenas for all Departmental members (process servers should be directed to this Section). However, if a member is served directly, the subpoena must be honored and the member shall forward a copy of the subpoena to the Arson Section, annotated with information concerning the service. If the subpoena is "dropped" at the work site for a member not present, consult with the Arson Section concerning compliance or non-compliance. If non-compliance, the Arson Section will be responsible for notifying the issuing party. 1. If the subpoena is accepted, the member subpoenaed shall immediately be notified by telephone at their place of assignment or at home, and a copy of the subpoena shall be sent to the place of assignment or home, by Department mail or U.S. Mail, whichever is more practicable under the circumstances. 2. However, if the subpoena is accepted and the member accepting service ultimately determines their inability to deliver a copy of the subpoena in time for the member subpoenaed to comply or member off duty on vacation, military leave, etc., the Station Commander shall immediately notify the Arson Section. The Arson Section shall promptly notify the party issuing the subpoena, the server, or his agent. (This notification is required 24 hours prior to time of appearance.) B. NONACCEPTANCE OF SUBPOENA: 1. Refuse to accept the subpoena if the member knows he will be unable to deliver a copy of the subpoena to or notify the member subpoenaed within such time as will allow the member to comply with the subpoena. The member refusing service shall notify the server of his reasons for refusal. 2. Refuse to accept the subpoena if, at the time of attempted service, it is less than five working days prior to the hearing and it is not reasonably certain that he will be able to deliver a copy of the subpoena to or notify the member concerned within such time as will allow the member to comply with the subpoena. 3. Whenever the service of a subpoena is issued, "verbally and/or written", the Station Commander shall make a journal entry regarding the subpoena and notification in the fire station journal. C. SUMMONS AND COMPLAINTS: In a civil action, whenever a summons and complaint is delivered to a person at an office of this Department and the person is informed of the contents, thereof for the purpose of notifying a member of this Department of such service, the person to whom the summons and complaint is delivered shall cause the member named in the summons and complaint to be notified by telephone at his place of assignment or home and forward the copies of the summons and complaint to the member concerned by Department mail or U.S. Mail, whichever is more practical under the circumstances. D. ON-DUTY - ON-CALL: A member who receives a subpoena for Court stamped "on-call" for a day the member is scheduled to work shall: 1. Report for normal duty at the member's place of assignment. 3/1 GENERAL 16 2. Advise the Commanding Officer of the "on-call" status. NOTE Commanding Officer shall document all court-related information in the Station Journal. 3. Subpoenaing parties or witness coordinators should be given the Arson Section telephone number (485-6095) as the contact telephone number for the member. Arson, upon being notified that the member is needed in court, will call the member's station; the Station Commander then will assure that the member is promptly contacted and notified to appear in court at the time prescribed in the notification. 4. A member must be able to appear in the concerned court within one hour after receiving the notification. Unless notified that "on-call" status has been extended, "on-call" status for morning appearance shall terminate at 1100 hours and afternoon "on-call" status shall terminate at 1600 hours. 5. Have the proper attire readily available (ref. 3/1-50.50 F.). 6. Be responsible for notification of all parties concerned whenever there is a change in court appearance status. E. OFF-DUTY - ON-CALL: A member who receives a subpoena for Court stamped "on-call" for a scheduled off-duty day has the option to report to the designated court or may remain "on-call". Whether off-duty members elect to remain "on-call" or report to the Court, they shall do the following: 1. Notify the on-duty Station Commander that the member is "on-call" or reporting to Court. NOTE The Station Commander shall document all court-related information in the Station Journal. If electing to remain "on-call", the member shall notify all parties concerned of the telephone number at which he/she may be reached. 2. Be available to appear within one hour after receiving notification to report to the concerned Court. An employee who receives a subpoena and is not notified at their designated location that their on-call status is terminated by 1100 hours, shall be on-call from 0800 hours to 1600 hours. F. TIMEKEEPING: See Vol. 5, 9/7-00, F-351, F-351A instruction and appropriate MOU..70 ON DUTY INVESTIGATIVE INTERVIEWS Before an on-duty member is interviewed by investigators from other agencies, including LAPD, County Health, City Attorney, etc., the member shall secure approval from their Bureau Commander, Operations Commander or the Deputy Department Commander..75. OFF DUTY DEPOSITIONS See Form 5054 -- overtime instructions. -60. DRIVER'S LICENSE.01 GENERAL A valid California driver license is a condition of employment with the Department. Pursuant to the California Vehicle Code, specific types of licenses and endorsements are required to operate Department apparatus. As such, all 3/1 GENERAL 17 members shall maintain a valid California driver license of the class required for their rank and assigned duties. Members are equally obligated to maintain the corresponding requisite endorsements as outlined in the LAFD Minimum Driver License Requirements below. LAFD MINIMUM DRIVER LICENSE REQUIREMENTS: Fire suppression certified members below the rank of Battalion Chief Either a Class “A” or “B” non-commercial firefighter restricted license2 with an “X” (Hazardous Materials and Tank) endorsement. Fire suppression certified Battalion Chief Either a Class “A” or “B” Non-commercial firefighter restricted license with an “N” (Tank) endorsement. Chief Officers above the rank of Battalion Chief Class “C” license. Non-fire suppression certified Battalion Chief Class “C” license. Non-fire suppression certified member Class “C” license. Members exempt from maintaining a Class B License include: Full Time Helicopter Pilots Fireboat Pilots Fireboat Mates Arson Investigators Members who are required to have a Class “B” license but believe that it is not necessary in the performance of their current duties may submit an F-225 through channels to the appropriate Bureau Commander stating their reasons for exemption. For example, members with permanent medical restrictions in a non-field assignment may apply for such. B. Any member, whose duties may require them to drive a Tractor Transport or Heavy Rescue, shall maintain a valid Class A License. C. Any member whose duties may require them to drive the Mass Casualty Decontamination Unit (MODEC) shall maintain a non-commercial class “A” Firefighter restricted license or a commercial Class “A” License. D. All members required to maintain a Class A or B license shall maintain a DL-51 Medical Examiners Certificate or a DL-546 Health Questionnaire and obtain the following endorsements, when obtaining or renewing their Class “B” Commercial Driver’s License or Class “B” Non-Commercial Driver’s License: Air Brake Endorsement Tank Vehicle Endorsement Hazardous Materials Endorsement Exception Battalion Chiefs need to maintain a Class B license with a "N" (Tank) endorsement. E. All members whose duties may require them to drive only Department “Light Vehicle” apparatus, including rescue ambulances, may maintain a valid Class C License (with proper authorization). F. Members legally residing outside California and who are required to obtain a driver's license from their state of residence shall submit an F-225 through channels to Operations. Members shall request in their F-225 that they be allowed to substitute a license comparable to the California driver's license required for their assigned duties. If a request is approved, a member will still be required to be familiar with the California 3/1 GENERAL 18 Vehicle Code and applicable sections of Department manuals. G. Immediate supervisors shall ascertain that members and employees under their supervision have the required class of driver's license. H. Any member who feels that a Class "B" License will not be necessary in the performance of their duties shall submit an F-225 through channels, requesting exemption, to their Bureau Commander stating their reason for exemption. A copy of this F-225 must be kept on file at the In-Service Training Documentation Office. Any member with an approved F-225 exemption whose duties change so that they may be required to drive Department heavy duty apparatus (including buses) shall immediately obtain and maintain a valid class license for the vehicle driven. I. Anytime a member requests the issuance of a DL-170 for the purpose of obtaining a Class "A" license, the member shall submit an F-225 Red Letterhead, Through Channels, to Emergency Service Bureau for approval. The F-225 shall contain a statement that the member understands the Class "A" license shall not be used for any outside employment or activity..10 PROPER LICENSE No member shall drive any Department apparatus without a valid driver's license with required endorsement(s) for the classification of that vehicle..22 DEPARTMENT/DMV PULL NOTICE PROGRAM Annually, the Department of Motor Vehicles provides the Fire Department with the status and classification of each member's driver's license. In addition, the DMV notifies the Department, utilizing DMV form DL 414, upon any action concerning a member's driving record and/ or license. The In-Service Training Section, in conjunction with Operations and each Bureau Commander, administer the Department/DMV Pull Notice Program. The Fire Department has concern in three separate areas: probationary firefighters, correct class of license, and Revoked/ Suspended licenses. A. Probationary Firefighters Probationary Firefighters shall maintain a valid Class C license during the term of their probation. During the six months following their probationary period, Firefighters shall complete the specified modules from the Driver's Training Manual, Apparatus Operator's Training Manual (A.O.T.M.) Chapters 3, 4 and 22 and obtain a DMV learner's permit. NOTE This requirement does not preclude probationary members from obtaining their learner's permit prior to the end of their probation, with the approval of their Company Commander. A Firefighter II shall obtain a Class B driver's license prior to their advancement to Firefighter III. Members who were previously single function Paramedics and Ambulance Driver/ Attendants are required to have a Class "B" Driver License with an "X" Endorsement six months after the completion of Fire Suppression Certification. B. Correct Class of License: Firefighter through Captain driver license requirement: Member to maintain either a commercial/ non-commercial Class A or B license. Member to maintain an “X” endorsement (tank vehicle with hazardous materials). Member to maintain a current DL-51/ DL-546 on file with the DMV. The member upon notification of an incorrect class of license, may request an exemption, through channels, from their Bureau Commander (3/1-60.01 G). Upon receipt of exemption, member must then 3/1 GENERAL 19 apply and receive a new driver’s license of the requested classification from DMV. In order to ensure the member’s compliance with department requirements, the In-Service Training Section maintains a file on each member. C. Revoked/Suspended Licenses The In-Service Training Section is notified by DMV when a member's license has been revoked or suspended. Upon receipt of the DMV Form DL-414, the In-Service Training Section will notify the member, in writing, to forward a F-225, to their Battalion Commander THROUGH CHANNELS, giving all pertinent information relative to the revocation/ suspension of the license. Battalion Commander shall forward pertinent information directly to the In-Service Training Section Commander. Members arrested for DUI will receive an "Admin Per Se" order of Suspension/ Revocation/ Temporary License Endorsement from the DMV. 30 days from the issuance of this "Admin Per Se" order, driving privileges will be suspended or revoked. As soon as a member is aware of any change in license status for any reason, the member shall immediately notify their supervisor. When the alleged violation results in confiscation of a member's driver license, the following procedure shall be followed: An F-225 shall be forwarded directly to the Operations office within seven (7) calendar days of the violation. Include in the F-225 the following information: 1. Driver's License Number and Classification. 2. Known dates of Driver's License Status Change. 3. Court date or hearing date, if applicable. 4. Record of any prior convictions. 5. If an accident, injury or death resulted from DUI. In addition to the F-225 to Operations, a separate F-225, through channels, shall be forwarded to the In-Service Training Section listing Items 1 and 2 above. Out-of-state DUI convictions shall also be reported, as California has reciprocal agreements with other states and driver license status may be affected. Supervisors shall not allow any member to drive without a valid license. The Operations office shall be contacted to determine duty status. A valid driver's license is an essential component to the operation of the Fire Department and is a condition of employment..33 OBTAINING OR RENEWING PROCEDURE NOTE For renewal procedures reference Departmental Bulletin 10-05; AB-1648 A. Form DL-170 (Certificate of Driving Skill) - A member shall obtain a completed Form DL-170, signed by a Certified DMV Examiner from the In-Service Training Section for the following reasons: 1. Original issuance of a Class "A" or Class "B" License. 2. Change from Class "B" to Class "A". 3. If current license has been expired for more than six months. NOTE Only approved DMV Certified Examiners shall administer drive tests and sign as the "Examiner" on Form DL-170's. 3/1 GENERAL 20 B. Members obtaining original license or renewing licenses expired for more than six months shall adhere to the following procedures: 1. Request Form DL-51 (Medical Examination Report) and Form DL-51A (Medical Examiner's Certificate) or DL-546 (Health Questionnaire) from the Department Driver Training Coordinator or any DMV office. 2. Submit Forms DL-44C, DL-51 and DL-51A or DL-546 to DMV and pass written exams for appropriate class of driver license and endorsements. 3. Obtain DMV learner's permit. 4. The Form DL-170 (Certificate of Driving Skill) can be obtained by scheduling the Pre-Trip Inspection Test, the Skill Test and the Road Test with the Department Driver Training Coordinator at the In-Service Training Section. 5. One copy of an approved F-225 from the Commander, Bureau of Emergency Services, shall be submitted when requesting issuance of a Class “A” license. C. Form DL-170 will not be initiated for members who have not successfully completed the required Pre-Trip Inspection, Skill Test and Road Test. Members are responsible for forwarding the original copy of the DL-170 to the Sacramento DMV office. Any member whose driver's license has expired for more than six months, or a DL-170 is required by DMV at renewal of a Class A or B license, shall submit an F-225. F-225 Forward As indicated To Commander, In-Service Training Section, THROUGH CHANNELS Number of copies 1 Information required Reason driver license has expired or DL-170 is required..66 RESTRICTIONS Any member who has a restricted driver's license shall fully comply with such restrictions when driving Department apparatus. If a member is restricted from driving Department apparatus, it shall be noted in red ink in the Personal Record Book, Page 6, Form F-731. If this restriction is rescinded at a later date, member's supervisor shall draw a line through the entry and place their initials and date next to the deleted entry. 3/1 GENERAL 21 -65. SHOPPING.01 GENERAL When shopping for the station mess, only one member will be permitted to leave the apparatus and shop. The member shopping shall carry a portable radio to ensure communication and response capability. Type of dress, refer to Vol. 2, 3/7-01.01..02 GUIDELINES - ORGANIZED MESS A. GENERAL - It is Department policy that all members participate in the organized mess, unless officially excused. The following procedure is intended as a guideline for excusing a member from the organized mess. B. STANDARDS 1. The Division Commander is the official authority for approving requests. 2. Each request is to be evaluated as to need and intent. 3. Approvals will expire six months after issued and must be renewed if still required. 4. The following reason may be justification for exclusion Letter from private or City physician, stating need for a special diet and exclusion from the organized mess. C. PROCEDURE - When a member has a valid need for exclusion from the mess, they shall forward an F-225 to the Division Commander, THROUGH CHANNELS, stating the reason and attaching any proof of need required..03 MESS/ MISCELLANEOUS FUNDS The Department’s expectation is that Daily Mess funds and other miscellaneous funds will be managed, administered and maintained in a transparent, ethical and responsible manner similar to the House Dues Recommended Guideline. Members are encouraged to exercise sound judgment and professionalism when entrusted with money by their fellow members. Work location Commanders are reminded that they are responsible for maintaining security and overall management of the work location..04 DELIQUENT MESS PAYMENTS Members participating in the organized mess at their work location are responsible for making timely payments. Unless a prior agreement has been reached, the Station Commander should be notified of any member that has failed to make a payment for 5 or more shifts. -.68 HOUSE DUES.01 GENERAL House dues may be administered in such manner as members contributing thereto may agree upon, for providing newspapers, radio or television equipment, telephone service, shoe polish, and other incidentals for the convenience and comfort of the contributing members. No member shall be required to participate in such arrangements, but no member shall be excluded from payment of such dues or enjoyment of the benefits there-from where as many as half of the members of any house or company are participants (Rules and Regulations, 15 b.) The following Section has been developed to provide guidance for the ethical and responsible administration of House Dues Funds. While these items are not required, they should be considered as the basis for the minimum level of sound accounting practices. 3/1 GENERAL 22.03 PURPOSE STATEMENT Each work location should establish and publish a Purpose Statement detailing the specific purpose and logistics concerning their House Dues Fund. Consider the core values of the LAFD and sound accounting practices as well as (Rules and Regulations, 15 b). when establishing the House Dues Purpose Statement. The Purpose Statement should at a minimum include: A. The mutually agreed upon election and voting process. B. Accounting practices for House Dues. The amount of daily payments per shift, methods for making payments and the process for adjusting that payment due to staffing or expense changes, should be specified. C. A list of the types and dollar limits of items that can be purchased without the explicit vote and a list of the items and purchases that require a majority vote of all members. Any deviations should be agreed upon by majority vote and specifically addressed. Receipts for all purchases should be maintained for three years. D. The specific security measures for access to House Dues Funds as well as how access will be granted to designees. All cash, receipts, paperwork, ATM card(s) and the cash register receipts must be secured at all times. E. House Dues maximum cash on hand limits should be established and bank deposits of residual cash should be performed on a routine basis to ensure security of funds. Two members should verify deposit amounts and deposit receipt should be retained three years. Each member transferring into a work location should be given a copy of the Purpose Statement at their new work location. EXCEPTION:: Members working SOD, short-term details, etc., will pay House Dues on a daily basis for their daily consumption and use of all House Dues benefits..04 VOTING PROCEDURES All voting will include all contributing members of House Dues. Results are determined by a simple majority of the contributing members. Results of all voting should be posted and a copy of the vote retained for 6 months. All House Dues contributing members will have equal voting rights concerning the manner in which House Dues will be administered. This includes: A. The content of the Purpose Statement B. The election of the House Dues Coordinator C. Purchase policies and restrictions.05 HOUSE DUES COORDINATOR The House Dues Coordinator will be elected by a majority vote and is responsible for the actual administration of the House Dues Funds, House Dues purchases, House Dues bookkeeping, House Dues financial statements and disclosure to all members. The procedure for election should be included in the House Dues Purpose Statement. This is a voluntary position and all contributing members are eligible for election as the House Dues Coordinator. A. The House Dues Coordinator will monitor and manage the House Dues account balances and provide statements on a regular basis, minimally every three months, to all members regarding all relevant accounts. B. The House Dues Coordinator, or his/her designee, should collect payments from each shift, record all payments and make timely bank deposits of funds. C. The House Dues Coordinator, or his/her designee, should handle the purchasing of all items in the agreed upon list of House Dues items and will maintain a ledger of all funds and keep all receipts. D. Under no circumstances should the House Dues Coordinator co-mingle House Dues with any other funds for any reason, without first securing a majority vote of all participating members. Co-mingling of House Dues 3/1 GENERAL 23 and personal funds is considered unethical and shall be avoided. E. The work location Commanders will have final authority on the specific manner of security for all areas of the work location. The House Dues Coordinator will adhere to the work location Commanders’ rules governing security..06 ACCOUNT EXPENDITURES House Dues will be administered in an ethical manner beneficial to the majority of its members and to the Department as a whole. Purchases made through House Dues shall not bring discredit upon the Department..07 BOOKEEPING SYSTEM The House Dues Coordinator at each work location should create an accounting system that ensures accurate, up to date, and easily understood language indicating how account(s) were managed. Electronic record keeping, ledgers, posted statement balances, etc. are examples of accepted practices that should be adopted to maintain transparency. The House Dues Coordinator should maintain accurate statement updates and insure that reconciliation of account(s) is performed on a regular basis. Cash on hand should be confirmed by a minimum of two members and recorded on a regular basis, minimally ever two weeks..08 ACCESS Members accessing House Dues funds should have explicit approval from the House Dues Coordinator and should have another member present at all times while cash is being handled. If members receive an emergency response they should secure the cash in a locked cabinet and remove the key from the lock..09 IOU’S MEMBERS SHOULD NOT TAKE AN IOU AGAINST HOUSE DUES UNLESS A MAJORITY VOTE OF THE MEMBERS DECIDES TO UTILIZE AN IOU SYSTEM. If an IOU system is in place, and a member decides to utilize an IOU, they should first obtain a written acknowledgement from the House Dues Coordinator or approved designee and one other person. The IOU should be signed by the requestor and should be paid back within 30 days unless otherwise agreed upon by a majority vote of the House Dues Fund contributing members. Any IOU/money taken from House Dues without expressed consent is considered theft. -70. DEATHS AND FUNERALS.01 REPORTING DEATH OF MEMBER It shall be the duty of the member who first receives notice of the death of an active or retired member, including EMS Personnel, to notify Metro immediately, giving the date, time, place, and cause of death..10 NOTIFICATION TO FAMILY Personal notification to the family of members killed in the line of duty shall be as soon as practical. Personal notification will be made by the Fire Chief or a representative, a Department Chaplain, member of the Relief Association, and the person(s) identified in the effected member’s "Next of Kin Information" as provided to the Department's Network Staffing System program. Station Commander's shall periodically audit all Member's "Next of Kin" Information for completeness and accuracy. Refer to Book 88 Duty Related Death, Line Of Duty Serious Injury And Funeral Protocol Manual, SECTION III LODD/SI EMERGENCY RESPONSE TEAM CHECKLIST, Phase II Response for additional information. 3/1 GENERAL 24 The above sample figure from NSS may be accessed by a responsible member for "next of kin" information. In the event that a deceased member lived outside a reasonable travel distance, Department helicopters, or the LAPD’s fixed wing aircraft may be used for transportation of a Department notification team. If notification by Department personnel cannot be made in a reasonable time, the Department may request a local Fire or Law Enforcement agency along with a representative of the local IAFF chapter to make notifications pending the arrival of the Department notification team members at the location. In the event of multiple deaths, a select team consisting of a Chief Officer, a Department Chaplain and a representative of the Relief Association shall be formed and dispatched to each affected member’s residence. After normal hours, Metro shall make the necessary contacts and select a meeting point for the teams involved..20 FUNERAL NOTICE Pertinent information relating to services will be made by Administrative Teletype or Information notice via the LAFD Information Portal..22 REQUEST FOR APPARATUS Refer to Book 88 Duty Related Death, Line Of Duty Serious Injury And Funeral Protocol Manual.25 FUNERAL TYPES Refer to Book 88 Duty Related Death, Line Of Duty Serious Injury And Funeral Protocol Manual.30 FUNERAL DETAIL Follow guidelines outlined in Book 88 Duty Related Death, Line Of Duty Serious Injury And Funeral Protocol Manual.70 CONDUCT OF MEMBERS IN UNIFORM Members of the detail shall report to the officer in charge at least 30 minutes prior to the time of the service. Off-duty members not a part of the detail attending the funeral services of an active or retired member may wear the dress uniform. All members attending funeral services in uniform are considered as part of the funeral detail and shall be governed by the officer in charge. 3/1 GENERAL 25.80 PERSONAL APPEARANCE Members of the funeral detail shall be in dress uniform and well groomed..90 BADGE COVERS Black memorial bands to be worn horizontally across the badge may be worn due to line-of-duty deaths within the LAFD or LAPD and as directed by the Fire Chief. Badge covers may be worn from the time of death until the conclusion of the funeral. Badge covers are available from the Firemen's Relief Association. -72. ADMINISTRATION NOTIFICATION REQUIRED.01 OFF-DUTY EMPLOYMENT Any employee, before accepting off-duty employment or actively participating in any outside business enterprise, shall secure approval from the Fire Chief or a designated representative. For purposes of this section, off-duty employment shall include law enforcement reserves, reserve and volunteer firefighters. Refer to Vol. 5, 9/7-00.00, F-1150. Approval will be withheld or revoked when a conflict of interest does or could exist. Examples: A. Involves such hours of work or physical effort that it would or could be reasonably expected to reduce the quality or quantity of the employee's service to the City. B. Has adversely affected the quality or quantity of member's performance for the Fire Department. C. Involves advisory or consultant services which could reasonably be expected to conflict with the interests of the City. D. Involves financial interest in any contract, sale, or transaction to which this City is a party. E. Involves employment of such nature that adverse criticism toward the Department might result. Supplemental notification or request for approval shall be submitted for any change of status. Refer to Vol. 5, 9/7-00.00, F-1150. Upon approval of engaging in outside employment, member shall make required entries on F-726 (Personal Record Book). Member's first and foremost responsibility is to the Department rather than to any outside employment/employer. -80 DEPARTMENT CHAPLAINS.01 PURPOSE The Los Angeles Fire Department Chaplain Program has been established to assist active and retired Department personnel and their families in times of need. This Program is designed to act as an adjunct and support system for an individual or family member; a chaplain is not intended to take the place of an employee’s spiritual leader. In addition, when called upon, Department Chaplains may assist Department personnel with various notifications and other related matters involving the citizens of the City of Los Angeles..05 CHAPLAIN GUIDELINES The Department administers the Los Angeles Fire Department’s Chaplain Program according to the LAFD Chaplain Guidelines. The Chaplain Corp guidelines codify the Chaplain Corp responsibilities, as well as define the method of Chaplain selection, evaluation, supervision, and decertification. They also address the roles of the Fire Chief, the Relief Association, and the Board of Fire Commissioners as they pertain to the Los Angeles Fire Department Chaplain Corp. 3/1 GENERAL 26 For members interested in learning more about the LAFD Chaplain Program, copies of the Chaplain Guidelines are available from the Chief of Staff’s Office..10 COMPOSITION The Chaplain Corp is comprised of Sworn and Non-Sworn Department members who are supervised by a Senior Chaplain. It is the goal of the Department to have a Chaplain Corp which is representative of the many diverse faiths found within the Department. This desire for diversity is weighed against the need to have an effective span of control. An effective span of control necessitates that the Chaplain Corp be limited to a manageable number of individuals. As the need arises, Department members will be notified of Chaplain Corp vacancies through a Department-wide Teletype. The Teletype will invite interested members to submit an application and participate in a certification process. The Fire Chief will recommend that those members who successfully complete the certification process be approved by the Board of Fire Commissioners. A Department Chaplain is available at all times through Operations Control Dispatch..15 ACTIVITIES Chaplain activities are extensive and of wide scope; some of the major responsibilities are to: A. Provide spiritual support and counseling to Department personnel and their families. B. Routinely visit sick or injured Department personnel. C. Conduct religious services for Department personnel, including but not limited to weddings, funerals, or memorials. D. Offer prayers, invocations, and benedictions at Department functions and civic events. E. Accompany designated Chief Officers on family notifications. -85. CONTRIBUTIONS.01 UNITED WAY The Fire Department strongly supports the United Way charity program. Members' participation is voluntary. A. AMOUNT DONATED: The suggested amount donated is commensurate with general practices throughout the City and consistent with the "standard of giving" suggested by United Way. Deductions will be made 24 times per year. Provision has been made to adjust contributions to salary schedule in subsequent years. This adjustment will occur during the month of March. B. DESIGNATION - During fall, Division Commanders will supply members with United Way Designation Forms. In the absence of specific designations, funds will be proportioned among participating charity members of United Way. 3/1 GENERAL 27.50 OTHER CONTRIBUTIONS Shall be collected in accordance with policy established in the Rules and Regulations. (Also refer to 4/1-01.33 for fund transmittals.) -90. OVERTIME DUTY.01 GENERAL Overtime duty is overtime worked as scheduled overtime duty (SOD) or emergency overtime duty (EOD) that is in excess of standard hours. SOD is reimbursed in either cash or time off. EOD is compensated by cash payment only. (Refer to 3/3-01.34) A. "EOD" and "SOD" are defined as, and shall be limited to, Emergency Overtime Duty (Items 1, 2, 3, below) and Scheduled Overtime Duty (Item 4 below). 1. Off duty or Administrative Hearings, e.g., a. Arson cases or Ambulance court cases. b. When ordered to appear before a Board of Rights. c. When ordered to appear before a State or local administrative board. 2. Purposes, the need for which could not be anticipated or scheduled in advance, and which are essential in meeting the Department's responsibilities, e.g., a. Late relief. b. Recall for major emergencies. 3. Unusual major events, the occurrence of which is not subject to the control of the Department and for which supplemental fire protection has been determined to be necessary by the Board of Fire Commissioners, e.g., special events -- normally special duty use. 4. Constant Staffing (SOD) a. Hours worked to fill in for absences of members assigned to a platoon other than that of the member working such overtime hours. b. Hours worked which are scheduled in advance, approved by the Board of Fire Commissioners and financed and authorized by the Mayor and City Council. c. Hours worked by a member when on a day off in lieu of a holiday. B. The Code does not provide for "Travel Time" under any circumstances. C. Refer to the appropriate Memorandum of Understanding for provisions regarding payment of overtime for appearance before: 1. Board of Rights 2. State or Local Administrative Board 3. Court D. For Administrative Overtime Duty (AOD), refer to Vol. 2, 3/3-01.20. E. Overtime duty (SOD) is generally performed at the discretion of the individual. Members shall not schedule SOD assignments that will conflict with their anticipated leaves. Whenever an assignment to work overtime is scheduled, the assignment becomes a working responsibility. EXCEPTION Members who have been scheduled to work overtime on a voluntary basis may cancel such overtime by notifying their station commander a minimum of five (5) calendar days prior to the scheduled overtime date. 3/1 GENERAL 28 Basically, all members of a station, in rank or grade within rank, shall share equally in the opportunity to work SOD, provided member is qualified to fill the position. Refer to Vol. 2, 3/3-01.01. The basis for Division Commanders is their Division, and for Battalion Commanders their Battalion. Vacancies within a station will be filled by members of the station when possible, including ambulance personnel, and will be filled rank for rank or grade for grade unless otherwise approved by the Bureau Commander. Division Commanders may assign a member to work to fill a vacancy that has not been filled voluntarily by members within a Division..70 SCHEDULING DAYS OFF IN LIEU OF HOLIDAYS Members working platoon duty shall be assigned time off in lieu of the paid holidays granted City employees. A. All members of each Battalion shall be assigned to one of 21 lettered columns identified A through U. Captains assigned to EMS Districts will be assigned holiday codes by Division III on a Department-wide basis. B. Each date on the holiday schedule represents one full shift, or two days off in lieu of holidays. The number of days off in lieu of holidays that an employee is entitled to is referenced in the Memorandum of Understanding of the employee representative units. C. Battalion Commanders are authorized to make changes in the holiday schedule for the following reasons: 1. To allow members regardless of rank to exchange holidays within the same two month period, providing that the requesting member takes the holiday off. 2. To allow the assignment of a holiday, not in conflict with member's Vacation, Paid Military Leave, IOD Leave or Bereavement Leave. 3. For administrative purposes, with respect to transfer of members. 4. A holiday may be rescheduled if a member is undertime and the scheduled holiday falls before the assigned date to make up the undertime. NOTE In no case shall any day off in lieu of holiday be rescheduled into the next calendar or fiscal year. D. Members may be permitted to work their assigned days in lieu of holidays in accordance with provisions of the Los Angeles Administrative Code. Unless otherwise indicated, members will be assumed to be taking their coded holiday off. E. Members have the first option to work their own holiday. Hiring nine days in advance and requiring guarantor for less than five day cancellation shall apply for members working their own holiday. Refer to F-590. NOTE There may be times when the number of members regularly assigned to work would exceed the maximum allowed on duty. If this occurs, members may be directed to take the day off. F. Platoon duty uniformed members may float one day (12 hours) of holiday time per year. By September 1, the floating holiday shall be scheduled to be worked or taken off during the remainder of the calendar year. A floating holiday cannot be utilized on the following days: Christmas Eve Christmas New Years Eve New Years Easter 3/1 GENERAL 29 Labor Day Thanksgiving When scheduling a floating holiday, the requesting member shall initiate an F-361, “Request for Time Off or Vacation Time.” A guarantor is required when scheduling the holiday within 5 days or less..75 HOLIDAYS - SOD Members who work their assigned days in lieu of holidays as provided in the L.A.A.C. shall be subject to the following provisions: A. Platoon duty members choosing to work their scheduled days off in lieu of holidays may select either compensated time off and/or cash payment at the applicable rate. B. If a member is working a "Scheduled Holiday" and goes off duty NIOD or for Illness in the Family at any time during the 24-hour shift, such time shall be charged against the "Scheduled Holiday" for the entire 24-hour period, (i.e., member is on holiday and is not charged for NIOD or Illness in the Family for the balance of the shift). Entries shall be made on Form F-5054 - Overtime for the number of hours member was actually on duty. EXAMPLE Member goes off duty at 1500 hours and is off balance of the shift: F-351 entry will show two (2) holidays. No entry will be made on Form F-5054 - Exception. Entry will be made on Form F-5054 - Overtime for number of hours worked..80 COMPENSATION FOR HOLIDAYS LOST The member must forward an F-225 request through channels to the Operations Commander requesting cash compensation for any holidays lost because of an IOD leave in the previous calendar year. This F-225 shall be forwarded after the member returns to duty or if the member does not return to duty, submit the F-225 upon being granted a disability pension. The F-225 shall contain the following information: 1. Inclusive dates of IOD leave. 2. Number and date of holidays lost. Officers at the station/unit level shall verify the number of holidays lost prior to approval at that level. After approval at the Operations level, the F-225 will be forwarded to Accounting Services Section for processing. Accounting Services Section will authorize payment and return the approved F-225 to the member for placement in their station/unit personnel folder. In addition to the above procedures, the officer responsible for the member's F-351 shall make an entry in the "comments" section of the F-351 for any member not receiving the number of holidays specified in their appropriate Memorandum of Understanding (because of an IOD leave) for that calendar year. The comments shall briefly explain the circumstances of the holidays lost. (Place an asterisk * in the holiday column and adjacent to the brief explanation). When the member returns to duty, a brief explanation of the circumstances (number of holidays lost and date F-225 request was forwarded) will be placed in the "comments" section of the current F-351. 3/1 GENERAL 30 -96. ATHLETIC ACTIVITIES.01 GENERAL Members are permitted to participate in approved athletic activities as an adjunct to the Physical Fitness Program. A. Levels II and III of the Physical Fitness Program recommend, in addition to the prescribed exercises, two hours of cardiovascular conditioning activity such as running each week. B. Prior to participation in any of the approved athletic activities, members shall perform warm-up and flexibility exercises. The manual, Good Health Through Physical Fitness outlines the exercises. The warm up and flexibility exercises shall be performed within one-half hour of such participation. C. All members of this Department take an interest in physical fitness, strength, and agility. Our jobs are at times physically demanding and proper fitness is a necessity. However, this pursuit of strength can be carried to extremes by the use of anabolic steroids in order to increase muscle mass. Possession or use of anabolic steroids without a prescription is a misdemeanor (California Health and Safety Code 11377). Sale or possession for sale are felonies (California Health and Safety Code 11378 and 11379). Anabolic steroids is an indicated medication for a very limited number of rare ailments. It would be unethical for a doctor to prescribe them for increasing muscle mass in a patient. For the reasons listed above, any member of the Los Angeles Fire Department that uses non-prescribed anabolic steroids will be subject to disciplinary action. Therefore, Department supervisors confronted with employees suspected of using non-prescribed anabolic steroids shall refer to the Substance Abuse Lesson Plan dated April 4, 1989. D. The Operations Commander will restrict those members from participation in on-duty athletic activities whose physical conditions are such that continued participation in these activities may cause injuries to occur or may aggravate injuries previously sustained. Temporary restrictions shall be made by a member's commanding officer when in their opinion the member's physical condition is such that participation in on-duty athletic activities may cause an injury to occur or may aggravate an injury previously sustained. When a member is temporarily restricted from participation in on-duty athletic activities, a letterhead report with all pertinent information shall be forwarded by the member's commanding officer, through channels, to the Operations Commander stating the reason for the restriction. The Operations Commander will approve or modify the restriction after a thorough review of the temporary restriction letter, the member's medical history, other pertinent records, and medical opinions when indicated. Restrictions shall remain in effect until such time as the Operations Commander ascertains that the member's physical condition will permit the member to participate in on-duty athletic activities. Requests to have restrictions removed or modified shall be made by the restricted member by forwarding a letterhead report with all pertinent information, through channels, to the Operations Commander. The letterhead report shall contain the reasons a change of status is requested and a medical opinion and recommendation from a qualified physician. 3/1 GENERAL 31.26 APPROVED ATHLETIC ACTIVITIES Athletic activities offering cardiovascular benefits that have been approved by the Department are handball and racquetball. A. Racquetball or handball are an adjunct to, but will not be substituted for, the Department Physical Fitness Program. B. Members unable to participate in all portions of the Physical Fitness Program during any session, due to illness or injury even of a temporary or minor nature, shall not participate in athletic activities that shift. C. Members placed under medical restriction by a doctor cannot participate in athletic activities where Workers Compensation Benefits apply without approval of the Fire Chief. Members using Department facilities for approved athletic activities shall: A. Receive permission of the Station Commander, and B. Comply with all Department safety requirements. C. Immediately report any injuries to the Station Commander. -97. ATHLETIC SAFETY REQUIREMENTS.01 GENERAL Members participating in approved athletic activities shall adhere to all applicable Department safety requirements and generally accepted rules of safe practices for the activity..10 ATHLETIC DRESS Members shall wear suitable clothing and shoes when engaged in physical fitness exercises or athletic activities. Approved clothing and footwear must be immediately available in event of response to an alarm..15 RACQUETBALL The regulation ball and racquet designated for this activity by the International Racquetball Association shall be used. The racquet shall have a nylon or leather cord attached to the handle. This cord shall be worn around the member's wrist while p