4-6-PUBLIC-AFFAIRS.pdf

4/6 PUBLIC AFFAIRS 1 4/6 PUBLIC AFFAIRS 4/6-01.01 ROUTINE OPERATIONS/PUBLIC AFFAIRS -01. GENERAL.01 REQUIRED KNOWLEDGE Members shall study the content of the Department Library Referenc...

4/6 PUBLIC AFFAIRS 1 4/6 PUBLIC AFFAIRS 4/6-01.01 ROUTINE OPERATIONS/PUBLIC AFFAIRS -01. GENERAL.01 REQUIRED KNOWLEDGE Members shall study the content of the Department Library Reference Book #20, "Community Relations Guide." The information contained in Book #20 will enable members to establish and maintain an effective community relations program..50 TERMINOLOGY TO PRESS AND PUBLIC In order to standardize and simplify the terminology when reporting to the public or to the press, the following assignment-designation shall be used in connection with names of members when in command of an incident or other activity: A. Fire Chief, use full name B. Acting Fire Chief, John Doe (do not use "Acting" with any other title). C. Bureau Commander, John Doe D. Division Commander, John Doe E. Battalion Commander, John Doe F. Task Force Commander, John Doe G. Company Commander, John Doe H. Section Commander, John Doe I. Unit Commander, John Doe J. Incident Commander, John Doe NOTE This does not apply to intradepartment communications..01 PUBLIC DEMONSTRATION REQUESTS Requests for Department participation at community events shall be documented at the concerned work location utilizing the tracking forms provided within Book #20. Each request should be handled at the lowest possible organizational level. Only those requests requiring the Fire Chief’s approval shall be forwarded in writing to Department Headquarters. Each request must be evaluated as to the purpose, intent and level of Department participation required. Prior to committing to any request, the impact upon Department operations should always be a primary consideration. Book #20 provides guidelines to assist members with the proper method of processing requests for community events. 4/6 PUBLIC AFFAIRS 2.20 COMMERCIAL USE OF DEPARTMENT APPARATUS, FACILITIES OR PERSONNEL When requests are made for use of Department apparatus, facilities or personnel in connection with activities outside the scope of regular Fire Department operations, the following procedure shall be adhered to: A. All apparatus and equipment rental requests shall be directed to the Office of the Fire Chief in writing. B. The Fire Chief or his representatives shall maintain complete records which will contain details of each transaction. C. Accounting Services Section may be contacted for information regarding current rental fees, personnel fees, insurance and bonding fees, etc. D. In all instances, actors, camera and other production company employees who ride on Department apparatus or use Department facilities (pole sliding, climbing ladders, etc.) shall sign Department Waiver and Indemnity Agreement forms prior to such use. Refer to Vol. 5, 9/7-00.00, F-1109A, F-1109B. Refer to Administrative Bulletin #14 for details of Rental Fees and Safety Officer Requirements..30 SAFETY OFFICERS Fire Safety Officers, as may be required to ensure life safety or as requested by firms or private citizens, shall be member(s) assigned to the Fire Prevention Bureau or an employee of the permitted qualified and approved by the Fire Chief..40 USE OF REAL AND PERSONAL PROPERTY OF A THIRD PARTY Hold harmless (Liability Waiver) agreements(s) are required before the Department tests or uses the real or personal property of a third party. Information regarding this process is available from the Chief Management Analyst. -40. PUBLIC RELATIONS.01 RESPONSIBILITY All members shall train to recognize and be alert for good public relations opportunities. In addition to being alert and recognizing these opportunities, it is essential that members either handle the opportunity (e.g., conversation with interested citizens who come into the fire station), or take initial action by apprising their immediate supervisor of the public relations opportunity. Whenever practical to do so, members shall explain to the occupants at the fire scene the reasons for their actions in extinguishing the fire (for example, the reasons for ventilating by cutting a hole in the roof). While on duty, members shall react and conduct themselves as professional firefighters. A. Leave personal feelings at home. B. Be courteous and helpful to members of the community. C. Respond pleasantly to recognition or greetings from children and others in the community. D. Members shall provide name and rank upon request of members of the Community. Exceptions Members conducting investigations of a confidential nature or under circumstances in which it is inappropriate to divulge such information, may provide badge number only. Metro Dispatchers upon request will give their "Dispatcher number" only. 4/6 PUBLIC AFFAIRS 3.50 PROCEDURES The following procedures shall be used by members in the maintenance and furtherance of good public relations: A. Battalion Commanders shall be the public relations coordinators for all public relations activities within their respective battalions. Division Commanders are expected to coordinate the activities between neighboring battalions. B. Public relations programs, projects affecting local citizens and localized news media will be initiated and carried out to their conclusions by field personnel at company and/or battalion level. Subject to overall supervision by Division Commanders. C. Nothing stated in paragraphs A and B above is meant to restrict field personnel from communicating with, or seeking the assistance of, the Public Service Unit when required to carry out a public relations project. One of the functions of the Community Service Unit is to advise and assist field personnel and provide administrative liaison in their public relations activities. -60. COMMUNITY RELATIONS.01 GENERAL Members of the Department assigned to areas of the City in which well-defined racial, national or religious groups are present, shall be especially conscious of the Department policy of prompt, courteous and efficient service. Members shall be aware of the particular fire and life safety problems that exist in these areas and take appropriate, affirmative action to correct them. By their actions, firefighters can eliminate any impressions of indifference or neglect. Each member must learn to separate personal opinions from obligations as a member of this Department. Although a member's right to hold personal beliefs as a citizen is inviolate, any manifestation of prejudice displayed while acting as a member of the Fire Department will not be tolerated..33 RESPONSIBILITY - CONDUCT The personal conduct of each member is the primary factor in developing and maintaining a desirable Department community relations program. The following directive regarding the attitudes and conduct of members shall apply to all members. A. In daily contacts with the public, members shall avoid all derogatory comments. Tact, patience and courtesy shall be strictly observed. B. Each member is a representative of the entire Department and therefore shall maintain a professional attitude and demeanor which will not in any manner communicate personal prejudices; at the same time, members should not display attitudes of subservience or servility. C. All officers shall set the example by demonstrating the proper deportment and desirable attitude in their dealings with the public; subordinates shall be properly instructed as the needs require. D. Members shall avoid behavior such as would tend to bring criticism to the Department. Conduct, whether on or off duty, shall be such as to merit the respect and confidence of the citizens. E. Each member shall perform their duty in a professional manner and while respecting the citizen's constitutional guarantees and civil rights, protect their lives and property. 4/6 PUBLIC AFFAIRS 4.66 PROCEDURES Division and Battalion Commanders shall acquaint themselves with the organized groups within their respective commands who are interested in promoting religious, racial, or civic programs. They shall become acquainted with key personnel of such organizations and learn the objectives or primary purposes of such organizations. Initial contacts with these organizations or individuals shall be made by Division or Battalion Commanders in person. Subsequent contacts should be made by these commanders, in person, insofar as possible, but may be made by subordinate officers. Commanders shall attempt to achieve a mutual understanding and confidence between such groups and the Department. Appeals for assistance, and letters or other forms of complaint, shall be given prompt personal attention and careful study by commanding officers. Contacts will be made as frequently as possible and without unnecessary delay when the assistance of the Department is requested. Division or Battalion Commanders assigned to areas inhabited by various racial groups shall cultivate contacts with responsible community leaders to better determine the needs of the area and to maintain cooperation and support for our programs. -80. PUBLIC INFORMATION.01 NON-EMERGENCY ACTIVITIES Battalion Commanders shall be responsible for establishing and maintaining lines of communication with local circulation news media. Where there has been little or no contact at battalion level in the past, initial and periodic contacts shall be made by each Battalion Commander. Once good communication lines have been established, company officers and selected company members may be designated to carry out a given project. Where local papers request some kind of "daily or weekly report" of Department operations in their area, Battalion Commanders shall cooperate with editors and attempt to establish a reasonable arrangement to accomplish the request. Refer to R4/6-66.00, "Press Relations" in Book #20 for additional information..14 EMERGENCY ACTIVITIES The officer in charge of an emergency has a Collateral responsibility for press relations during the entire emergency. With the exception of that information which may have a detrimental effect on incidents involving arson cases and that stated in 4/6-80.70 (Injury-Death), it is the Department's intention to liberalize, rather than restrict the flow of news information at fires and other incidents. The Public Information Officer arriving at the scene of an emergency shall report to the officer in charge and proceed with the function of providing information to the press, relieving the officer in charge of this duty. After the emergency has subsided and the situation warrants, the officer in charge shall make himself available for interviews by the news media..28 PRESS-SIZE UP Part of the press relations responsibility of the officer in charge of an emergency is to transmit to Metro at the earliest possible moment, a comprehensive "press size-up" for the benefit of the Public Service Officer and the press media monitoring Fire Department radios. This "press size-up" may be automatically accomplished when the "initial size-up" report of the emergency is made (ref. 2/1-21.15), provided that a sufficient description of the situation is given so as to be of use to the press in deciding whether or not there is time to send photographers, sound-equipment, etc., to the scene. If the "initial size-up" is not sufficient, a second and more detailed report (press size-up) shall be made by either the: A. Officer in charge B. Member designated by the officer in charge. C. Public Information Officer from the Community Service Unit on the scene. 4/6 PUBLIC AFFAIRS 5.42 FACTUAL NEWS A member working at a fire or drill should feel free to give information with which he is personally and factually acquainted, so should he feel free to decline giving information with which he is not acquainted. In all such cases, however, the press shall be politely referred to a proper source - usually this will be the officer in charge or the Public Information Officer at the scene. Statements released regarding dollar loss and/or cause of fires shall be coordinated with the officer in charge..44 PRESS IDENTIFICATION A member who receives a telephone request for any type of information relating to any incident shall require the caller to properly identify them self if there is any doubt as to whether the caller is from the press, use one of the following procedures: A. Refer caller to the Public Service Office (P.S.O.), extension 7290 or 5162. B. Request a call back number and the name of the caller. In the past some callers have given the telephone number of the PRESS room at Parker Center and have given fictitious names. Others have given correct names, but the telephone numbers are for locations other than those normally used for news gathering. Whenever an incident of this type occurs, contact the Arson Unit Commander by telephone (213)485-6095 or by fax (213)485-5737 and give a brief description of what occurred..56 COOPERATION WITH REPORTERS All members at an emergency shall be aware that California State Law permits bona fide members of the news media to be on the scene of an emergency, provided they are not directly interfering with emergency operations. (Refer to R 4/6-66.77E, in Book #20; Reporter's Rights at Fires.) Under these conditions, accredited members of the press may be allowed to climb ladders, enter buildings, etc., and should be assisted to do so upon their request and after they have been warned regarding any unsafe conditions..70 PRESS RELEASE-INJURY OR DEATH Members are prohibited from giving the name of any member seriously injured or killed at an emergency to any news disseminating agency, or to broadcast the information over Department radio or Mobil Data Computer (MDC) without Administrative approval. In the event any reporter has obtained a victim's name, prior to the notification of the next of kin, they should be urged to withhold such information. When a Battalion Commander is dispatched to a hospital to assist an injured member, the following shall be determined: A. Nature of the injury. B. If the member has notified their family. The Battalion Commander shall assist the injured member in notification of family. After the next of kin has been notified, the Battalion Commander shall contact the Public Service Officer who will notify the press room and provide them the information. Note If possible, injured member should personally talk to family 4/6 PUBLIC AFFAIRS 6.84 NOTIFICATION - FAMILY When a member is seriously injured or killed at an emergency, the Officer in charge shall contact Metro by telephone and inform them of the circumstances. Metro shall notify the Fire Chief, Deputy Department Commander, Medical Liaison Unit, the Battalion Chief nearest the member's place of residence and a Department Chaplain. The immediate notification of the family shall be made in person by the Fire Chief or his representative, a Department Chaplain, a member of the Relief Association, and the person(s) identified in the effected member’s Personal Record Book Page 1A. After the notification, the Chief Officer shall contact Metro and so inform them. In those cases where the location of the family makes immediate notification by Department personnel impossible, the cooperation of an appropriate local fire or police agency will be solicited..90 ON-DUTY CONTACT WITH ELECTED OFFICIALS To ensure that the Fire Department has current knowledge of inter-governmental relations between this Department and the offices of elected officials, it is directed that on-duty contacts with either the Office of the Mayor, City Council, other elected officials, or staff members of their offices be promptly reported by telephone to the Chief of Staff. The information given shall identify the individuals contacted, the substance of the meeting, issues that were discussed, requests for actions, and any actions taken. Additionally, information should be included of which the Department should be made aware. Article Sources and Contributors 7 Article Sources and Contributors 4/6 PUBLIC AFFAIRS Source: http://lafd.info/index.php?oldid=13422 Contributors: RBARNA, Sjoseph