OB-Article 01 Organization 2 PDF

I-1 ARTICLE I ORGANIZATION Section 1. Battalion Subdivision: For the purpose of providing efficient administration, the Operations Division is divided into seven (7) battalions, each commanded by a Battalion Fire Chief and consisting of an appropriate number of operational companies with supporting apparatus grouped as follows: First Battalion: Engine Companies Truck Companies Battalion Fire Chief Haz Mat Unit Ambulances Medic Units EMS 1 6, 10, 12, 14, 17, 26 4, 13, 15 1 (E-12) (E-12) 6, 10, 12, 14, 26 14, 17 (E-12) Second Battalion: Engine Companies Truck Companies Battalion Fire Chief Air Unit EMS 2 Ambulances Medic Units Brush Unit 1 7, 8, 18, 27, 30 7, 17 2 (E-8) 2 (E-8) (E-8) 7, 8, 18 27, 30 3, 8, 27, 30 (E-7) Third Battalion: Engine Companies Truck Companies Battalion Fire Chief EMS 3 Ambulances Medic Units Mass Casualty Unit 2 15, 19, 25, 32, 33 8, 16 3 (E-15) (E-15) 15, 19, 25, 32, 33 19, 33 (E-33) GO-2017-102 I-2 Fourth Battalion: Engine Companies Truck Companies Battalion Fire Chief 4 EMS 4 Air Unit 1 Ambulances Medic Units Mass Casualty Unit 1 4, 9, 11, 22, 24 6, 9, 11 (E-11) (E-11) (E-4) 4, 9, 11, 22 4, 24 (E-24) Fifth Battalion: Engine Companies Truck Companies Battalion Fire Chief Canteen Unit Rehab Unit Rehab Support Unit Ambulances Medic Units 5, 20, 21, 28, 29, 31 5, 12, 14 5 (E-20) (E-5) (E-5) (Gallatin St Warehouse) 20, 28, 29 5, 21, 31 Sixth Battalion: Engine Companies Truck Companies Battalion Fire Chief 6 EMS 6 Twinned Agent Unit 1 Twinned Agent Unit 2 Foam Units Mobile Command Unit Deputy Fire Chief EMS 8 EMS 6 Ambulances Medic Units 1, 2, 3, 13, 16, 23 2, 3, 10 (E-2) (E-16) (E-13) (E-1) 1 & 2 (E-13) (E-2) (E-16) (E-2) (E-16) 1, 13, 16, 23 1, 2 GO-2017-102 I-3 Seventh Battalion: SPECIAL OPERATIONS Special Operations DFC Stationed at 1338 Park Rd. NW Special Operations BFC Stationed at E-4 Homeland Security BFC Stationed at 1338 Park Rd. N.W. Special Operations BFC Stationed at E-4 RS-1 Stationed at E-2 RS-2 Stationed at E-24 RS-3 Stationed at E-15 Haz-Mat Stationed at E-12 Fire Boats 1, 2 and 3 Pier 5, 550 Water St. S.W. Wrecker 1 (Gallatin Street Warehouse) Cave-In Unit (E-15) Section 2. Permanent Boards and Committees: Fire Trial Board As outlined in Art. VII of the Order Book Advisory Board of Awards Four (4) Battalion Fire Chiefs One (1) EMS Supervisor Disciplinary Investigation Board Senior Captain, Chairperson Two (2) Junior Captains Promotion Board As outlined in Article XII of the Rules and Regulations Water Supply Board DFC TA, Chairperson (Such others as designated) Alternate Members Assistant Fire Chiefs Deputy Fire Chiefs Designated Battalion Chiefs Safety Committee DFC Risk Management, Chairperson (Such others as designated) App./Equip. Selection Committee DFC AD, Chairperson One (1) member each from: OD, TA, RMD and a Rep. Local 36 If the selection involves EMS App./Equip.: Medical Director Rep. Local 3721 Retirement and Relief Board Fire Chief, Chairperson DFC OD DFC AD DFC TA Director PSO or designee Probationary Review Board DFC OD, Chairperson Director PSO or designee GO-2017-102 I-4 Incentive Awards Committee AFC Services, Chairperson Rep. of Affected Division Public Information Officer Diversity Management Officer Board of Appointment Chairperson designated by Fire Chief AFC Operations or designee AFC Services or designee Executive Officer or designee (non-voting member) Diversity Management Officer Representative Local 36 Representative Local 3721 Medical Director Supply Board CFO, Chairman Medical Director DFC OD DFC AD Supply Management Officer Safety Officer Accident Investigation Board DFC of affected Division will select three (3) Battalion Chiefs and designate one as Chairperson Safety Officer Rep. from AD (Such others as designated) Uniform Board AFC Services or designee, Chairperson Two (2) DFC OD Operations Deputy EMS Safety Officer Supply Management Officer Representative Local 36 Representative Local 3721 Fire Box Assignment Committee Liaison OUC (Such others as designated) Emergency Water Planning Committee DFC FPD (Such others as designated)] Section 3. General Counsel: Referred in Article III, Rules and Regulations. Theresa Cusick at (202) 673-3398. Section 4. Union Representation - Boards and Committees: The agreement between the Fire and EMS Department and Local 36, as outlined in the Fire and EMS Department Bulletin No.1, permits an appointed member of the Local to be present, whenever certain permanent boards and committees are convened. In order to comply with this agreement, it will be incumbent upon the chairman of the permanent board or committee to notify Local 36 of a scheduled meeting. By giving advanced notice, the member appointed by Local 36 can make arrangements and be afforded the opportunity to participate. GO-2017-102 II-1 ARTICLE II COMMAND OF DIVISIONS, BATTALIONS, COMPANIES AND PLATOONS 1.0 REFERENCES 1.1 Command Operations Bulletin No. 1, Incident Command 2.0 POLICY Command - Scene of an Emergency: 2.1 Command at the scene of an emergency commences with the first officer to arrive on the scene. 2.1.1 2.2 For medical scenes, supervision of medical care and clinical decisions will be conducted by the highest-ranking ALS provider, or EMS Supervisor, with overall scene command, safety, and tactical decisions provided by the senior ranking fire service officer. In the event a company officer and EMS Supervisor are ALS providers at the same rank, the EMS supervisor will supervise medical care and clinical decisions. Command will be transferred to the first arriving Battalion Fire Chief. Division level officers and above will assume command of an incident at their discretion. However, a Deputy Fire Chief assigned to the Operations Bureau will, upon arrival, assume command from a Deputy Fire Chief of any other division until relieved by the arrival of a superior officer. On-Duty Non-Emergency Chain of Command: 2.3 2.4 Single Houses: 2.3.1 The highest-ranking company officer will be in charge of the company and all other assigned units. 2.3.2 The EMS Supervisor will coordinate medical supervisory activities with company officers, the EMS Battalion Chief, and the appropriate on-duty Battalion Chief. Multiple Houses: 2.4.1 The on-duty officer in command of a double house will be determined as follows: GO-2021-52 II-2 2.4.1.1 The highest-ranking company officer will be in charge of the two (2) companies and all other assigned units (i.e. EMS Transport Units, Air Units, Foam Units, etc.). 2.4.1.2 The senior officer will be in charge of the two (2) companies when two (2) regularly assigned or two (2) detailed officers of equal rank are on duty. 2.4.1.3 The regularly assigned officer when two (2) officers of equal rank are in command of two (2) companies and one (1) of the said officers is serving in a temporary capacity. 2.4.1.4 The Captains of the two (2) companies will jointly determine procedures that affect both companies and will be jointly responsible for the activities of the companies. 2.4.2 The regularly assigned or on-duty EMS Supervisor will supervise patient care and EMS operations relating to protocols and policies in the field. He or she will coordinate medical supervisory activities with company officers, the EMS Battalion Chief, and the appropriate on-duty Battalion Chief. 2.4.3 Single role EMS providers are assigned to the platoon commander of the engine company where their assigned unit is quartered. 3.0 DEFINITIONS 3.1 Company - any Engine, Truck, Rescue Squad, Fireboat, or Haz-Mat Unit. 3.2 Single house - a fire station in which only one (1) company is located. 3.3 Double house - a fire station in which two (2) companies are located. 3.4 Company commander - the Captain of a company. 3.5 Regularly assigned platoon commander - the Captain or Lieutenant regularly assigned to a company platoon. 3.6 Regularly assigned EMS Supervisor – the EMS Captain or EMS Lieutenant regularly assigned to a platoon. 3.7 On-duty Platoon Commander - a Captain, Lieutenant, or Sergeant in charge of, and serving with, a company platoon. 3.8 On-duty EMS Supervisor – the EMS Captain or EMS Lieutenant serving with a company platoon. GO-2021-52 II-3 3.9 EMS and other units: A firehouse may have other units assigned to it, including Ambulances, Medic Units, Air Units, or Special Operations Units. 4.0 RESPONSIBILITIES 4.1 Operations Division Deputy Fire Chiefs shall develop and coordinate battalion work plans and daily activities ensuring the maximum utilization of available time and resources through management and oversight of subordinate Battalion Commanders to accomplish the following non-emergency activities that include but are not limited to: 4.1.1 Battalion and company training. 4.1.2 Inspections, including fire prevention, informative, METRO, home survey, hydrant, and vacant buildings. 4.1.3 Personnel management and administration. 4.1.4 Company level facility maintenance. 4.1.5 Apparatus and equipment maintenance. In addition, each platoon Deputy Fire Chief shall develop and coordinate battalion public education and community outreach activities and relationships with critical partners and community stakeholders. This will include interaction with ANC representatives, school officials, business and community associations, Community Emergency Response Teams (CERT) members, and law enforcement partners. In general, the Deputy Fire Chief - OD will ensure that not more than three (3) Acting Battalion Fire Chiefs or EMS Supervisors are on-duty at one time. Specific authority must be obtained from the Assistant Fire Chief – Operations to exceed this limit. 4.2 The Deputy Fire Chief - Special Operations Division shall manage the activities of the units assigned to that Division and shall coordinate activities of those companies with the Operations Division Deputy Fire Chiefs. 4.3 The Deputy Chief – Emergency Medical Services shall provide administrative guidance and input to the Operations Division Deputy Chiefs, and administrative direction to the EMS Battalion Chiefs, on EMS training, personnel management, medications, and equipment. 4.4 The EMS Battalion Chief reports operationally to the Deputy Fire Chief - Operations and shall provide guidance to the platoon’s Battalion Management Teams, on EMS training, personnel management, medications, and equipment. In the conduct of their daily activities, the EMS Battalion Chief shall implement the policies, training and equipment readiness as directed by the Deputy Fire Chief – EMS in coordination with the Deputy GO-2021-52 II-4 Fire Chief-Operations. The EMS Battalion Chief coordinates staffing needs for EMS related programs and trainings with the Operations Division Deputy Fire Chief. EMS Battalion Chiefs will supervise EMS Supervisors to ensure Battalion Management Teams appropriately manage EMS related activities within their Battalion to include: 4.4.1 Battalion and Company-based EMS training. 4.4.2 Personnel management, scheduling, and administration of EMS clinical matters. 4.4.3 Management of EMS equipment and medication. 4.4.4 Field Training Officer/Field Training Education Program staffing oversight. 4.4.5 Resource allocation with the coordination of the Deputy Chief of Operations. 4.4.6 Investigation of internal and external EMS complaints. 4.4.7 Supervision of ALS quarterly evaluation reports. 4.4.8 Completion of annual PeopleSoft performance evaluations for single role providers. 4.4.9 Establish EMS functions and supervise EMS clinical care at emergency incidents. 4.4.10 Ensure monthly probationary requirements are being completed. 4.4.11 Coordinate implementing EMS initiatives, programs, and policy as needed. In addition, the EMS Battalion Chiefs will oversee the content and delivery of EMS Battalion and Company based drills; consult with the Deputy Chiefs of Operations on EMS staffing levels; notify the Deputy Chiefs of Operations, EMS, and the Public Information Office on potentially high profile incidents; attend meetings of hospital leadership, inter-governmental groups, Advisory Neighborhood Commissions (ANC), community groups, and other internal and external stakeholders as requested; and review and recommend administrative actions such as discipline, reassignments, and awards. The on-duty EMS Supervisors in each Battalion will report to the on-duty EMS Battalion Chief and coordinate activities/initiatives with the on-duty Battalion Fire Chief as part of the Battalion Management Team (BMT). 4.5 EMS Supervisors are Officers who report operationally to the Battalion Fire Chief of the geographic Battalion assigned and work as part of a Battalion Management Team to supervise patient care and implement the EMS policies, training, and equipment readiness activities of the Department within the Battalion. EMS Supervisors are responsible within the Battalion Management Team with management of EMS activities to include but are not limited to: 4.5.1 Perform clinical evaluations on the ALS providers on their platoon. GO-2021-52 II-5 4.5.2 Conduct and participate in drills as directed. 4.5.3 Respond on incidents and supervise clinical care. 4.5.4 Assist with the administration of the controlled medications program. 4.5.5 Maintain situational awareness through coordination with the ELO on the status and number of units at hospitals. 4.5.6 Engage with company officers by providing patient care documentation review procedures established by the Office of the Medical Director (OMD) through Continuous Quality Improvement plans. 4.5.7 Coordinate the field remediation process with the OMD and Training Academy. 4.5.8 Investigate apparent or alleged infractions of Department policy. 4.5.9 Assist members in completing the recertification processes. 4.5.10 Participate in the enhancement of member wellness by assisting with vaccinations of members within their battalions. 4.5.11 Ensure all issues or concerns with patient care are reported to CQI-based EMS training of all members in the battalion and ensure compliance of all shifts within the battalion. 4.5.12 Ensure all monthly probationary mentoring requirements are being completed by Company Officers. Senior EMS Captain 4.6 The Senior EMS Captain of a Battalion is responsible for the administrative oversight of the Battalion’s assigned EMS Supervisors. These responsibilities are managed across all shifts by the Senior EMS Captain through management of EMS platoon commanders assigned to the Battalion. These responsibilities are managed across all shifts by the Senior EMS Captain through management of assigned platoon EMS supervisors, and through coordination with assigned Battalion Fire Chiefs. In Battalions where more than one EMS Captain is assigned, the member with longer time in grade at the Captain’s pay scale as an EMS Captain or dual role Captain determines seniority. The Senior EMS Captain will establish the following programs, assign responsibilities, and ensure that the appropriate oversight is provided across all four platoons: GO-2021-52 II-6 4.6.1 Assist in evaluating Battalion EMS training needs, establishing a Battalion EMS training schedule and ensuring that all training activities are properly documented. In addition to ensuring the maintenance of required basic EMS skills, EMS commanders will ensure training that includes the unique requirements of the Battalion, including special equipment/units assigned within the Battalion. 4.6.2 Establish guidelines and manage the Battalion ALS clinical evaluation program. 4.6.3 Establish guidelines and manage the Battalion patient care documentation review program established by the Office of the Medical Director (OMD) through Continuous Quality Improvement plans. 4.6.4 Establish and manage Battalion guidelines to ensure compliance with the requirements of the Department’s Controlled Medication Program (CMP). 4.6.5 Manage and monitor Battalion field remediation activities as assigned by the OMD and the Training Academy. 4.6.6 Establish minimum requirements for Battalion EMS equipment repair, preventive maintenance, calibration requirements and accountability in coordination with Company Commanders and Logistics. 4.6.7 Assist the assigned Battalion Fire Chiefs in identifying needs for special EMS projects or other EMS related work programs needed and coordinate the assignment and completion of those initiatives. 4.6.8 Maintain responsibility for evaluating and documenting employee performance, documenting and taking appropriate action when encountering substandard employee performance, and initiating the disciplinary process when observing or becoming aware of policy violations. 4.6.9 Maintain required employee personnel records and files to include clinical evaluations, performance evaluations, and EMS training and certification records. 4.6.10 Assist the assigned Battalion Fire Chiefs in establishing and maintaining community outreach activities and building relationships with critical partners and community stakeholders that live and work in their response districts. This will include law enforcement partners, ANC representatives, business and community associations, CERT members, and school officials. 4.6.11 Maintain the skills required to ensure that they have the ability to perform the duties of assigned subordinate personnel. EMS Platoon Commanders – Junior Captains and Lieutenants GO-2021-52 II-7 4.7 EMS Platoon Commanders are responsible for the clinical supervision of all personnel assigned to their platoon, as well as EMS equipment and medication. EMS Lieutenants will work with company officers to assist in battalion personnel’s development and training in EMS, maintain discipline, and ensure safe working conditions. The Junior EMS Captains, in order of seniority, will serve as the Senior EMS Captain when the senior EMS Captain position is vacant. EMS Platoon Commanders will assist the Senior EMS Captain with ensuring that all administrative duties are carried out on each platoon, including: 4.7.1 Ensure the maintenance of required basic skills of assigned personnel and conduct training for each shift. 4.7.2 Implement and ensure established guidelines are met for the Battalion ALS clinical evaluation program. 4.7.3 Implement and ensure established guidelines for the Battalion patient care documentation review program established by the Office of the Medical Director (OMD) through Continuous Quality Improvement plans are properly executed. 4.7.4 Ensure Battalion guidelines for compliance with the requirements of the Department’s Controlled Medication Program (CMP) are properly executed. 4.7.5 Manage and monitor Battalion field remediation activities as assigned by the EMS Commander, OMD and the Training Academy. 4.7.6 Ensure requirements for Battalion EMS equipment repair, preventive maintenance, calibration requirements, etc. and accountability in coordination with Company Commanders and Logistics are properly executed. 4.7.7 Assist the assigned Senior EMS Captain in identifying needs for special EMS projects or other EMS related work programs needed and coordinate the assignment and completion of those initiatives. 4.7.8 Evaluate and document employee performance, documenting and taking appropriate action when encountering substandard employee performance and initiating the disciplinary process when observing or becoming aware of policy violations. 4.7.9 Maintain required employee personnel records and files to include clinical evaluations, performance evaluations and EMS training and certification records. 4.7.10 Assist the assigned Senior EMS Captain in establishing and maintaining community outreach activities and building relationships with critical partners and community stakeholders that live and work in their response districts. This will GO-2021-52 II-8 include law enforcement partners, ANC representatives, business and community associations, CERT members, and school officials. 4.7.11 Maintain the skills required to ensure that they have the ability to perform the duties of assigned subordinate personnel. 4.7.12 Participate in the annual PeopleSoft performance evaluation process of single role -providers. 4.7.13 Coordinate the field remediation process with the OMD and Training Academy. 4.7.14 Initiate discipline for and/or investigate apparent or alleged infractions of Department policy or medical protocols. 4.7.15 Oversee calls to ensure the best customer service is being delivered. Gather onscene contacts and provide follow-up communication with family members when necessary. 4.7.16 Review documentation for all cardiac arrest that occur during each shift for accuracy and completeness. 4.7.17 Perform Sunday inspections in coordination with the BFC and EMS BC. 4.7.18 Participate in Battalion-based training and education as directed. 4.7.19 Participate in the CQI Peer Review process. 4.8 Battalion Fire Chiefs will evaluate company training needs, establish company level training schedules, and ensure that all training activities are properly documented. In addition to ensuring the maintenance of required basic skills, battalion commanders will ensure training that includes the unique requirements of each company, including local alarm district familiarization, target hazards, special equipment/units assigned to a company, and other special response circumstances of their box alarm district. In addition, each Platoon Battalion Fire Chief will develop and coordinate battalion public education community outreach activities and relationships with critical partners and community stakeholders. This will include interaction with ANC representatives, school officials, community and business associations, CERT members, and law enforcement partners. Battalion Fire Chiefs will also identify the need for special projects or work programs within their battalion and will coordinate the assignment and completion of those initiatives. Administrative geographic boundaries are determined by the local alarm district boundaries of the engine companies assigned to the battalion. GO-2021-52 II-9 Operations Division Battalion Fire Chiefs will develop and coordinate company level work plans and daily activities ensuring the maximum utilization of available time and resources through the proper management and oversight of subordinate company officers to accomplish the following non-emergency activities that include but are not limited to: 4.8.1 Battalion and company training. 4.8.2 Inspections, including fire prevention, informative, METRO, home survey, hydrant, and vacant buildings. 4.8.3 Personnel management and administration. 4.8.4 Company level facility maintenance. 4.8.5 Apparatus and equipment maintenance. 4.8.6 Coordination with the EMS Supervisors to accomplish: 4.8.6.1 Battalion and company EMS training and recertification. 4.8.6.2 Personnel management, scheduling, and administration of EMS clinical matters. 4.8.6.3 Management of EMS equipment and medication. Company Commanders – Captains 4.9 Company Commanders will supervise employees assigned to their shift, assist in their development and training, maintain discipline, and ensure safe working conditions. The Company Commander will establish the following programs, assign responsibilities, and ensure that the appropriate oversight is provided across all four platoons: 4.9.1 Assist in evaluating company training needs, establishing a company level training schedule and ensuring that all training activities are properly documented. In addition to ensuring the maintenance of required basic skills, company commanders will ensure training that includes the unique requirements of the company, including local alarm district familiarization, target hazards, special equipment/units assigned to the company, and other special response circumstances of their box alarm district. 4.9.2 Identify target hazards to develop and update existing informative inspections and assign specific inspection responsibilities to assigned platoon commanders. In addition, the Company Commander will establish completion schedules, monitor progress, and review completed informative inspections in coordination with the Fire Prevention Division. GO-2021-52 II-10 4.9.3 Establish and maintain fire prevention inspection routes, schedule inspection activities, and ensure required documentation is maintained at the company level in coordination with the Fire Prevention Division. 4.9.4 Establish minimum requirements and the schedule for daily, weekly and monthly facility maintenance with coordination and guidance from the Facility Management Office. This will include tracking and follow-up for routine and emergency repairs, establishing a program for required checks and maintenance of HVAC equipment, standby generators and other major facility systems. The Company Commander will organize and assign facility maintenance projects as needed. 4.9.5 Establish minimum requirements and the schedule for daily, weekly and monthly apparatus and equipment maintenance for all units assigned with coordination and guidance from the Fleet Maintenance Division. This includes tracking and followup for routine and emergency repairs. The Company Commander will ensure that preventive maintenance activities by the FMD are tracked and documented. 4.9.6 Assist the Battalion Fire Chief in identifying needs for special projects or other work programs needed and will coordinate the assignment and completion of those initiatives. 4.9.7 Evaluate employee performance, documenting and taking appropriate action when encountering substandard employee performance and initiating the disciplinary process when observing or becoming aware of policy violations. 4.9.8 Maintain inventory of all accountable property which would include portable radios, SCBA equipment, thermal imagers, meters, hand lights, etc. This includes tracking activities such as assigned SCBA flow test dates, and meter calibration. The Company Commander is responsible for the administrative oversight of the fire station, assigned personnel, equipment, and apparatus. These responsibilities are managed across all shifts by the company commander through management of assigned platoon commanders. 4.9.8.1 The Truck Company Captain in a double house is designated the responsible property officer for that house and as such is responsible for the condition of the building, grounds and property connected with the house. 4.9.8.2 The Engine Company Captain will be designated the responsible property officer for a house where a Special Operations Company is assigned, and as such is responsible for the condition of the building, grounds and property connected with the house. GO-2021-52 II-11 4.9.8.3 The Captain of the other company in a double house will be the assistant responsible property officer for that house. 4.9.8.4 Each on-duty company officer is responsible for the maintenance and protection of all Department property carried on apparatus by the company with which they serve during their tour of duty. 4.9.8.5 In the absence of the responsible property officer, or assistant, the officer in command of a double house will be responsible for property in that house, not carried on apparatus by either company. 4.9.8.6 Each on-duty company officer is required to maintain employee personnel records and files to include personal data, personnel actions, disciplinary history, driver’s license information, training and certification records, appropriate medical physical information, fit test records, and PPE records. 4.9.10 Assist the Battalion Fire Chief in establishing and maintaining community outreach activities and building relationships with critical partners and community stakeholders that live and work in their response districts. This will include law enforcement partners, ANC representatives, business and community associations, CERT members, and school officials. 4.9.11 Maintain the skills required to ensure that they have the ability to perform the duties of assigned subordinate personnel. This includes familiarization with the company’s local alarm district and the ability to drive and operate assigned apparatus and equipment. Platoon Commanders - Lieutenants 4.10 Lieutenants are responsible for the daily activities and administrative oversight of all personnel assigned to their platoon, the facility, equipment, and apparatus. Platoon commanders will supervise employees assigned to their shift, assist in their development and training, maintain discipline, and ensure safe working conditions. Platoon commanders shall also: 4.10.1 Ensure the maintenance of required basic skills of assigned personnel, as well as schedule and conduct training for each shift. This will include training to address any unique requirements of the company, including local alarm district familiarization, target hazards, special equipment/units assigned to the company, and other special response circumstances of their box alarm district. 4.10.2 Assist the Company Commander in identifying target hazards for developing new and updated existing informative inspections and complete assigned inspections in a timely manner. GO-2021-52 II-12 4.10.3 Assist the Company Commander in maintaining fire prevention inspection routes, completing assigned inspection activities in timely manner, and ensure required documentation is maintained at the company level. 4.10.4 Ensure daily, weekly and monthly facility maintenance is completed as scheduled. 4.10.5 Ensure that daily, weekly and monthly apparatus and equipment maintenance is completed as scheduled for all units assigned. Platoon commanders will track and follow-up on routine and emergency repairs and ensure that preventive maintenance activities by the FMD are tracked and documented. 4.10.6 Assist the Company Commander in identifying the need for other special projects or work programs needed. 4.10.7 Evaluate and document employee performance, documenting and taking appropriate action when encountering substandard employee performance and initiating the disciplinary process when observing or becoming aware of policy violations. 4.10.8 Maintain responsibility for the inventory of all accountable property. 4.10.9 Maintain required employee personnel records and files to include personal data, personnel actions, disciplinary history, driver’s license information, training and certification records, appropriate medical physical information, fit test records, and PPE records. 4.10.10 Assist in establishing and maintaining community outreach activities and relationships with critical partners and community stakeholders that live and work in the assigned response districts. This includes law enforcement partners, ANC representatives, business and community associations, CERT members, and school officials. 4.10.11 Maintain the skills at their training and certification level required to ensure that they have the ability to perform the duties of assigned subordinate personnel. This includes familiarization with the company’s local alarm district and the ability to drive and operate assigned apparatus and equipment. Sergeants Serving as the On-Duty Platoon Commander (EMS or Company) 4.11 Sergeants serving as the on-duty Platoon Commander are responsible for the daily duties and activities of the normally assigned Platoon Commander. Platoon commanders will supervise employees assigned to their shift, assist in training, maintain discipline, ensure safe working conditions, and carry out activities assigned. GO-2021-52 III-1 ARTICLE III MISCELLANEOUS ADMINISTRATIVE RULES Section 1. Unusual Conditions: Members will communicate promptly to immediate supervisors, both verbally and via Special Report, any and all conditions or occurrences observed by them which are important, extraordinary, unusual or perilous to life or limb as to require special attention. These "Unusual Incidents" should include, but are not limited to, cases which could reflect positively or negatively on the Department. Examples of “Unusual Incidents” to be reported are: 1. Rescue of citizens. 2. Injuries to or death of members, whether on or off duty. 3. Stolen property. 4. Civil disturbances. 5. Abuse/attacks on members, both physically and verbally. The report should include dates, times, locations and incident numbers, if applicable. If there is any doubt as to information to be reported, convey what information is available and consult with your immediate supervisor. Section 2. Notification of Commanders: Daily, at 0700 hours and 1900 hours, Office of Unified Communications (OUC) will notify the Department of: 1. The names of officers in the Operations Division who are to be on duty as acting Deputy Fire Chief and acting Battalion Fire Chief. 2. The names of commanding officers of other Divisions who are in an acting status. Whenever an officer assumes command of the Department, a Division or a Battalion at a time other than at the change of a tour, they will notify the OUC for notice to the Department. GO-2013-29 III-2 Section 3. Checks: The distribution of pay checks has been discontinued and all members are required to enroll in Direct Deposit. [Company officers will record the receipt of all supplemental and miscellaneous checks in the company journal and place these checks in a secure place until forwarded to appropriate destination. The delivery of any supplemental check to members must be documented with full particulars in the company journal and by the execution F&EMSD Form 1.] Delivery of checks to persons who have been separated from the Department is prohibited. [Verification of Employment and Earnings: Company Commanders, Platoon Commanders, and Supervisors shall not give out any information (written or oral) regarding employment and earnings to anyone. Refer all requests for this type of information to Payroll Operations 300 Indiana Ave., NW Room 4106 Washington, D.C. 20001 or Payroll Operations can be contacted at 202-727-2060 or Fax at 202727-2091.] Section 4. Zip Code and Area Code Numbers: Postal Zip Code and Area Code Numbers will be included in all official records and correspondence whenever an address or telephone number is mentioned. Section 5. Miscellaneous Service Calls: Requests made direct to companies relative to removal of fallen trees, pumping out cellars, etc., will be referred to the OUC. In case of doubt as to the proper action to be taken on such calls, the Watch Commander at OUC will contact the Deputy Fire Chief Operations, regardless of the hour. Section 6. Disaster Relief: Immediate emergency assistance, as well as long range rehabilitation assistance, is available from the American Red Cross when: 1. Any fire or emergency requires relief for one or more families. 2. Any disaster involving a large number of persons, such as a fire in a hotel or apartment, explosion, airplane crash or railroad wreck. GO-2013-29 III-3 This assistance may be given in the form of first aid, food, clothing, housing, furniture or transportation, depending upon the circumstances of the emergency. It will be the responsibility of the incident commander at the scene of the emergency to determine if any of the aforementioned assistance services are needed. The OUC will be advised as to the urgency and type, so they can notify the proper authority (American Red Cross through the Mayor's Command Center). [This notification can also be made direct to the Emergency Management Agency (EMA) thru the Mayors Command Center at 202-727-6161.] If no officer in charge is available, and circumstances at the scene indicate the need for disaster relief, the fire inspector will so advise the OUC as soon as practicable. Section 7. Reporting Changes Concerning Personnel: Assignments and reassignments of members (to be reported by the officer of the new company), and changes of address, telephone number, marital status, rank, platoon number or next of kin will be recorded on the F&EMSD Form 9. The form will be completely filled out whenever any change is made. Changes to this form will be indicated by checking the appropriate box on the left hand side of the form. Only the current form will be retained. The form will be placed directly over the F&EMSD Form 175 in the member's personnel file. The left side of the personnel file folder will be in the following uniformed order; the FD 119 will be on the bottom, then FD Form 175 will be placed over top of the FD Form 119, and the current FD Form 9 will be visible on the left side when the personnel folder is opened. The next of kin information provides the Department with the desires of members as to who should be notified in the event of serious injury to the member concerned. Changes will be reported as they occur so this information will be kept up-to-date. Whenever a F&EMSD Form 9 is submitted denoting an address change, the responsible company officer will also execute and submit Form OBMS-90 (in duplicate). The date the OBMS-90 was submitted will be entered in the space provided at the top right side of the F&EMSD Form 9. Company officers and division commanders, other than the Operations Division, will insure that reports are prepared and forwarded to the [Human Resources Office] so this information will be placed in the member's personnel file at [District of Columbia Personnel Folder (DCOP)] and at various levels as set forth in Article IV of the Fire and EMS Department Order Book. GO-2013-29 III-4 [People Soft ESS: Any employee who needs to make changes to their personal information can do so on-line by accessing the link to PeopleSoft at http://eprofile.asmp.dev.in.dc.gov. The employee will need a copy of his/her earnings statement and their DC E-mail account information in order to access their account. ePay: Enables employees to view their basic payroll information and print a copy of your latest earnings statement online. This tool allows the employee to collaborative application that will give you immediate access to your personal payroll data. eBenefits: Enables employees to review their benefits information. Employees will be able to access their Health, Life, FSA, and Retirement benefits information online. eProfile: Enables the employee to update their name, address, marital status, emergency contact information, email addresses and phone numbers. District E-Mail Accounts: E-mail accounts have been established for all employees of the department. For new users, your Email account will be [email protected]. It is not case sensitive. If this is the employees first time accessing their mailbox contact IT ServUs @ 202-671-1566 to have their password reset to access it. [Standard Email Signature An employee’s email signature is limited to any or all of the following: Name Title Division Agency Office number Cell phone number Fax address Email address Agency URL (website) Statement of Confidentiality: the information contained in this electronic message including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message.] GO-2013-29 III-5 Section 8. Uniformity of Records: All official records, manuals, forms and other necessary items will be kept up-to-date, in neat condition and in a uniform manner. Office desks and file cabinets of companies will be inspected once a month by a Battalion Fire Chief to see that standardization procedures are being maintained as directed by the Fire/EMS Chief. Charts describing the set-up procedure of company desks and file cabinets will be filed in the official company information book for reference. Section 9. Matters Concerning the Company or Department: The on-duty company officers will review the contents of the FEMS Orders and Memos Folder on the computer desktop each morning before lineup for any orders issued during their current or previous tour of duty. The officers will then relay this information to the members at lineup. Company officers will print one (1) copy of each newly issued General Order, Special Order, Memorandum, and Deputy Fire Chief Memorandum. General Orders issued with large attachments will be distributed to the companies (hard copy) via the Battalion Fire Chiefs. Company officers who receive General Orders will promptly make all changes to the appropriate manuals. Upon completion of the updates, the on-duty platoon commander will initial and place the date next to each item updated. These orders will be maintained on clipboards at or near the watch desk for the availability of all members who will initial each order after reading. To access the computer folders: 1. 2. 3. Use the mouse to place the cursor on the desired folder. Double click the left button to open the folder and display the list of orders. Locate and double click on the order to be viewed. Members returning from an absence from the company will familiarize themselves with the contents of all General Orders, Special Orders, Memorandums and Deputy Fire Chief Memorandum issued during their absence; and acknowledge this review by initialing each order. After 14 calendar days, or sooner if all members have initialed the orders, company officers will remove the orders from the clipboard and file them in either a folder in the executed forms drawer of the file cabinet or current year orders binder with the FD manuals. Amendment(s) to any publication issued by the Department will be made promptly upon receipt by the on-duty company officer of each company. If the order is received verbally (via Channel 01 Dispatch or by telephone), the initials and date will be entered in the company journal in the margin GO-2013-29 III-6 next to the order issued [with the notation “Vocal Message”. All vocal messages will be recorded verbatim in the company journal.] Section 10. Fire Department Orders and Memorandums: General Orders will contain orders affecting the permanent policy of the Department and revising the Rules and Regulations, Order Book, Box assignments, drill manuals and pamphlets, etc. Special Orders will include all transfer of personnel, special details by the Fire/EMS Chief, and other orders not intended to be of a permanent nature. Memorandums will contain general information to the Department regarding hydrants, letters of appreciation, etc. Deputy Fire Chief Memorandum will contain information specific to battalions, companies, and units in the Fire Fighting and EMS Divisions. All orders and memorandums issued by the Department are posted on the LAN (Local Area Network), and can be accessed by computer via the LAN. Extensive manual changes will be issued, via General Order, as hard copies to be placed in the appropriate manual. Battalion Fire Chiefs will record upon daily reports any orders and memorandums they have distributed to units under their command. Orders and memorandums issued during the current calendar year will be maintained in the appropriate folder or binder for each type of issuance. Those issued during previous years will be kept in the appropriate "Old Orders File” folder or binder for each type of issuance. All orders and memorandums, both old and current, will be maintained on the LAN desktop in folders for each type of issuance. The Regulations Officer will annually survey General Orders, Special Orders, Memorandums and Deputy Fire Chief Memos to determine: 1. Those to retain for study or reference, which will be transferred to the applicable Department manual, or to an "old" folder on the LAN desktop. 2. Those orders and memorandums identified to be rescinded, removed and destroyed. The "Old Orders File” folder will be surveyed frequently by the Regulations Officer, in order to "weed out" obsolete orders and memorandums. Company officers of the Department wishing to make a request for issuance of orders, memorandums, or changes in any official publication will submit the request to the Regulations Officer in the Office of Professional Standards. GO-2013-29 III-7 Requests for changes/updates to any Special Orders, Memorandums or any official publication of the Department may be submitted, in writing or electronically, directly to the Regulations Officer. Section 11. Money - Forwarded To Budget and Accounting: Locked cash bags are provided to secure all money forwarded to Budget and Accounting Office. The bags are kept open until used. A leather thong prevents the lock from accidentally closing. The thong is slipped from under the locking mechanism to secure the bag. Once the bag is locked, it can only be opened with a master key at Budget and Accounting Office. Several extra bags, sufficient to meet the battalion's needs, will be maintained in each battalion headquarters and several extra bags will also be maintained in the offices of the divisions other than Operations. Individuals who need bags to forward money will request them from their battalion or division commanders. Commanders can replenish their supply of bags by calling the Budget and Accounting Office at 673-3338 and requesting more bags. Unless otherwise ordered money will be forwarded to Budget and Accounting Office as follows: 1. Individuals responsible for forwarding money will prepare a F&EMSD Form 1. Showing the dollar amount being forwarded and the serial number of the bag used. Place the original and one (1) copy of the Form 1 in the bag with the money and lock it. The Budget and Accounting Office will sign this Form 1, and return the original to the sender when their count of the contents of the bag agrees with what is stated on the Form 1. If the count does not agree, they will contact the sender in order to effect reconciliation. 2. Individuals forwarding money will also prepare another Form 1 to monitor the movement of the bag. On this Form 1 put only the bag's serial number. Do not list the contents. When the bag is picked up by the Battalion Fire Chief, in the Operations Division, or the Department mailman in the case of other divisions, have this Form 1 signed and retain the original as your receipt. The other two (2) copies will accompany the bag. When bags are picked up at battalion headquarters by the Department mailman, the mailman will countersign one (1) of the copies of the Form 1 and leave it at the battalion headquarters as their receipt. Then take the third copy of the Form 1 and have the member of the Budget and Accounting Office, who takes custody of the bags, sign it as their receipt for having delivered the bags. When the mailman picks up bags from divisions other than Operations, there will be an extra copy of the Form 1, which may be discarded. 3. The Budget and Accounting Office will open all bags, count the contents and compare it with what is stated on the Form 1 inside. Once the contents are counted and correct, they will deposit all money with the D.C. Treasurer, sign the Form 1 and return the original to the member who forwarded the bag. GO-2013-29 III-8 4. If, for any reason, individuals who have forwarded money to the Budget and Accounting Office do not receive a signed Form 1 for their receipt, or are not contacted by the Budget and Accounting Office within twenty (20) days after the bag was forwarded, they will call the Assistant Fire Chief Services, and be governed by that Chiefs instructions. Section 12. Pets: No pet will be kept in any building owned or occupied by the Fire and EMS Department without prior authorization from the appropriate division/bureau head. Section 13. Tax - District of Columbia; State or Federal: All members will have a current and up-to-date Form OBMS-90 on record with the Human Resources Office. Any type of change of address or authorization of D.C. or state income tax withholding will require a Form OBMS-90 to be submitted (in duplicate). Members desiring to change their Federal withholding tax status may do so by executing Form W-4 (in duplicate) with their name in capital letters, surname first. The District of Columbia Government will mail wage and tax statements (Form W-2), to all employees. If a duplicate Form W-2 is required for any reason, the D.C. Office of Financial Management will furnish one upon receipt of a completed "Request for Duplicate W-2 Form". The completed "Request for Duplicate W-2 Form” will be forwarded through the U.S. mail to the address below, or faxed to the number listed on the form itself. District of Columbia Government [Office of Financial Operations and Systems Office of Pay and Retirement 441 4th Street, N. W., Washington, D.C. 20001 Attention: Control Unit, Room Suite 480 North. Fax Number: 202-741-8580] Section 14. Residence - Metropolitan Area: Members are entitled to receive a residency preference (priority placement) upon application for a competitive promotion. When there is a tie in the numerical score, the preference of candidates will have the designation 'RP' placed next to their names and will be listed ahead of the non- preference candidates with the same score. If selected, said member is subject to the five (5) year residency requirement. All members appointed to the Department after January 1, 1980 are subject to the same residency restrictions as those members appointed prior to said date, with the following exception: GO-2013-29 III-9 If said members intend to, or have claimed residency preference in cases of application to their position or in cases of competitive promotion, they will agree in writing no later than the effective date of appointment to the position, to maintain bona fide residency for a period of five (5) consecutive years from the effective date of appointment. Failure to maintain bona fide District residency as required will result in forfeiture of employment. Section 15. Outside Employment: [All members of the Department that are engaged in outside employment, paid or unpaid/ volunteer, are required to complete and submit through proper channels F&EMSD Form 14.] In addition to this requirement, members performing policy making, contracting and/or purchasing functions as determined by the Fire/EMS Chief, are required to complete and submit DC Form 35-A and or 35-B “Statement of Financial Interest", as appropriate. Whenever there is any change in the information submitted on either of the above forms, a Form 14 will be submitted giving the current information. Action on the Form 14 will be taken promptly by those concerned. Members will not perform any outside employment until such outside employment request has been approved: 1. By the Division Commander for members of their divisions. 2. By the Assistant Fire Chief for division commanders. 3. By the Fire/EMS Chief for all other Department members. Section 16. Grievance Procedure: Grievance procedures for all personnel are located in the Fire and EMS Department Bulletin Book. Section 17. Personal Complaints: Any member who has a personal complaint, which does not fall within the definition of a grievance, as defined by the negotiated contracts of the various bargaining units of the Department for personnel to bargaining units and by Fire and EMS Department Bulletin No. 4 for personnel not in bargaining units, may register a complaint under the following procedure. 1. The complaint will be registered at the appropriate level of the chain of command, i.e., company, battalion, division level. 2. Every effort will be made to satisfactorily resolve such complaint at the lowest possible level of the chain of command and only when such effort proves futile will the matter be referred to the next higher level. GO-2013-29 III-10 3. The original complaint or any referrals up to and including the division level need not be in writing. 4. In the event the complaint cannot be resolved after having reached the division level, the member concerned will submit a special report, through channels, to the Fire/EMS Chief furnishing all pertinent information. 5. For the purpose of compliance with the above provisions, the following are recognized as "chains of command": a. Operations Division: 1. 2. 3. 4. 5. b. Other Divisions: 1. 2. 3. 6. Company platoon commander. [Company Commander] Battalion platoon commander. Division commander. Bureau commander. Immediate supervisor. Assistant division commander. Division commander Any member who feels that they have not received equal treatment because of their race, sexual orientation, religion, color, ancestry, or national origin may contact their Equal Employ Employment Opportunity Counselor or request an appointment with the Equal Employment Opportunity Officer for the Department. Section 18. Official Identification Card: The official Fire & EMS Department Identification Card (FDID) will be carried by all on-duty personnel at all times. In the event this item is lost or stolen, a special report stating full particulars will be submitted to the appropriate division commander, who will take final action on the matter. Cases of lost or stolen cards will also be reported to the proper jurisdictional police agency. Additional information regarding the official identification card may be found in F&EMSD Bulletin [No. 51 regarding replacement of identification cards.] Section 19. Transfer Requests: Members may request a transfer from one assignment to another. The following criteria is established regarding voluntary transfer requests: GO-2013-29 III-11 1. Requests may be made for positions that are vacant or anticipated to become vacant in the near future. 2. Requests will be in writing on F&EMSD Form 10 listing: a. b. c. d. e. Time in grade. Reason for the request. Current and previous assignments, by rank and dates. Any educational qualifications relevant to the position. Any other qualifications of the member relevant to the position. 3. Requests will remain on file and valid for the calendar year submitted. It is the policy of the Fire and EMS Department to prohibit the direct supervision of, or the assignment with, any member to the same battalion unit on the same platoon with the member’s: 1. Mother/father. 2. Sister/brother. 3. Son/daughter. 4. Spouse. Section 20. Monetary Allotments to Financial Organizations or Savings Accounts: The Standard Payroll Direct Deposit Authorization Form may be used for two (2) purposes: 1. To authorize payment of the total net amount of salaries or wages due an employee by direct credit to their account at a financial organization. 2. To authorize allotments of pay to employee’s saving accounts in District credit unions approved by the Pay and Retirement Division of the Office of Financial Management. Current allotments to financial organizations may be increased or decreased as the employee desires. The term "financial organization" means any bank, savings bank, savings and loan, federal or state chartered credit union, or similar institution. The Standard Payroll Direct Deposit Authorization Form can be accessed on the department LAN Employees may type or print if printing use black or blue ink. GO-2013-29 III-12 If changing banks and/or closing accounts, do not close the account until a payroll check is issued from the new account or your earnings statement reflects the change. A voided check is required for the net pay deposit; it is recommended but not required for allotments. All forms must be taken to the agency payroll officer or Human Resource Advisor, and delivered to: Office of Pay and Retirement Services Payroll Operations 441 4th Street, NW, Suite 480 North Washington, DC 20001] 21. Citizens Procedure for Filing Claims against the D.C. Government: Citizens who believe that they have been injured and/or their property has been damaged by the D.C. Fire and EMS Department must file a claim with the District of Columbia government in order to receive compensation. The claim will not be paid unless they follow the procedures that are described below. The legal requirements for filing a claim against the District of Columbia government for damage to persons or property are set forth in D.C. Official Code ss 2-411 et seq., and D.C. Official Code ss 12309. To hear a tape recording of the specific requirements for filing a claim, call [202-727-8600]. These provisions, require written notice, containing the following information: 1. 2. 3. A brief description of the incident explaining the cause and circumstances of the claim. The date and time of the incident. The location of the incident. This notice must be addressed to: Office of Risk Management – Claims Bureau 441 4th Street, N. W. [Suite 800 South] Washington, DC 20001 WARNING: THIS NOTICE MUST BE FILED WITHIN SIX (6) MONTHS OF THE DATE YOU SUSTAINED THE DAMAGE OR INJURY. IF YOU MISS THIS DEADLINE, YOU WILL NOT BE PERMITTED TO FILE A CLAIM. DO NOT SEND YOUR NOTICE TO THE D. C. FIRE AND EMS DEPARTMENT. In addition to the information required above, you will be asked to supply other information during the processing of your claim. This information may include, but is not limited to: GO-2013-29 III-13 1. Two or more estimates of the cost of the repair, if the damage is to real or personal property. 2. Copies of medical bills and expenses, documentation of lost wages, etc., if the injury is to a person. 3. The name, address and telephone number of your insurance carrier, if your loss is covered by insurance, such as car insurance, home insurance, or health insurance. It is not necessary to have all this information at the time of the filing of the notice of claim. However, it must be provided in order to complete processing of the claim. To speed up the processing, it is recommended that as much information be included when the claim is initially filed. To check on the status of your claim, call the Claims Unit of the Office of the Risk Management at 202-724-2251. The Fire and EMS Department does not maintain this information. If you need more information concerning your legal rights and remedies, you should consult with your attorney. Section 22. Request for Audience with the Fire/EMS Chief: All requests for an audience with the Fire/EMS Chief will be made in writing and proceed through the proper channels. Officers and supervisors endorsing these reports will make every effort to substantiate the validity of the request, which must be reflected in the endorsement. The request will be submitted promptly to the Fire/EMS Chief for consideration. Audiences of an emergency nature need not be in writing, but must follow the established chain of command. The following guidelines outlining visits to the Offices of the Fire/EMS Chief, will be adhered to by all Department members: 1. Member will report in full dress uniform unless, due to the urgency of the order, that would be impossible. All attire will be clean and pressed with shoes property polished. 2. Upon entering the office area, advise the secretary or aide of your purpose for visiting so that the official you desire to see will be aware of your presence. 3. If there is a delay before the official can see you, have a seat to the waiting area. Do not congregate in any other area. Section 23. Requests to Ride Department Apparatus: [Refer to F&EMSD Bulletin Number 36.] GO-2013-29 III-14 Section 24. Civil Summons and Subpoenas: The following policies and procedures will be adhered to concerning the service of summonses and subpoenas directed to members of the department in civil law suits related to the performance of their duties. The General Counsel will accept service of summonses and subpoenas directed to the Fire/EMS Chief and will forward them to the appropriate unit for action. General Counsel is located in room S-203 at Grimke School, phone (202) 673-3396. This order consists of the following parts: Part I Summons Part II Subpoenas Part III Depositions Part 1 - Summons. Definition: A legal document notifying the person summoned that an action has been initiated against him or her in the court where the summons was issued. 1. A person who has been properly served with a summons in a civil action is a defendant in that case, and an answer must be filed to court on his or her behalf within the time specified in the summons. If the answer is not filed by the deadline, the court may issue a default judgment against the defendant. Any member who receives a summons naming him or her as a defendant in a work-related civil suit should immediately contact the General Counsel, regardless of whether the member believes the summons was properly served or improperly served. The member may also wish to contact a private attorney. 2. Members of the department will not accept personal service of a summons to a civil law suit for any other member, unless specifically authorized to do so by that member. Court rules also permit service of a summons by certified mail, return receipt requested. Members are cautioned against signing for mail addressed to other members unless they have been authorized to do so, or are certain that the envelope for which they are asked to sign does not contain a summons. 3. Members are encouraged to accept proper personal services of summonses on themselves in civil cases related to the performance of duty. A logical and appropriate place for service in such cases is at the member's duty station. Home addresses of members of the department are not a matter of public record, and it is the policy of this department not to disclose the home addresses of members in order to protect the privacy of members and their families. This policy is based on the understanding that members will be available at the place of duty for the legitimate purposes related to their duty, to include the service of civil process. Thus. it would be unseemly for a member to purposely attempt to evade proper service at the organizational unit for duty-related civil actions. However, no member of the department will be ordered to meet with a process server or to accept a summons in a civil case. GO-2013-29 III-15 4. Process servers who seek to serve a summons on a member at his or her duty station will be directed to the company commander or other designated administrative official. The company commander will determine if the member to be served is available to be notified. If the member to be served is available, he/she will be notified that a process server wishes to see him or her. The member will inform the company commander whether he or she will meet the process server then, at a future time, or whether he or she refuses to meet with the process server. The company commander will relay this information to the process server. If the member to be served is not available, the process server will be told the hours when the member will be on duty and when he will be reporting for duty. The process server will be asked if he or she will attempt service at that time or at a future time or date. If the process server states he will return at a specified time, the member to be served will be notified of the visit of the process server, and of the time and date when service will again be attempted. These occurrences will be recorded in the Company Journal, omitting any details of the summons. The appropriate Battalion Fire Chief, Division or Bureau Chief will be notified by telephone, unless directed by same, to put it in writing. 5. Members served with a summons in a civil suit will immediately read the summons and complaint carefully. Members should take immediate action to ensure that an answer is filed in court on their behalf. Members may be entitled to free legal representation by the Office of the Attorney General (OAG) in civil suits arising out of acts performed in the line of duty. Members who wish to request representation by the Corporation should immediately obtain and complete FD Form 2.6 (Request for Representation by the (OAG) in triplicate. The summons and FD Form 2.6 should be personally delivered to the Office of the General Counsel without delay, along with any reports or documentation pertaining to the case, which are readily available to the member served. Members who do not wish to be represented by the (OAG) may obtain private legal counsel at their own expense. Part II – Subpoenas. Definition: A legal notice to a witness to appear and give testimony at the place, date and time specified in the subpoena. A subpoena may direct a witness to appear and give testimony only, or a Subpoena Duces Tecum may direct the witness to bring relevant documents. 1. A subpoena cannot be ignored, it must be complied with, withdrawn or modified by the person who issued it, or modified or quashed by the court. A person who fails without adequate excuse to obey a subpoena can be held in contempt of court. Members receiving a subpoena who have questions concerning the subpoena or who wish to have a subpoena quashed, modified or withdrawn should contact the Office of the General Counsel. Members receiving subpoenas who are parties in a case and who are represented by counsel should immediately notify their counsel of the subpoena. 2. A subpoena must indicate the name of the case, the date, time and place of appearance, and the name of the person issuing the subpoena, as well as the name of the person being subpoenaed. If any of these elements of a subpoena are missing, a member need not accept service of the subpoena. A subpoena should also bear the signature of the clerk of the court GO-2013-29 III-16 and the seal of the court. Subpoenas issued by private attorneys should be accompanied by a check for payment of a witness fee or should note of the subpoena the phrase "In Forma Pauperis," or “Without Prepayment of Fees" which means that the court has given permission for the subpoena to be issued without tendering a fee. Absence of any of these latter elements will be pointed out to process servers for correction, but such deficiencies do not constitute grounds for refusal of service. Any member who receives a subpoena and who has questions concerning the subpoena should immediately contact the Office of the General Counsel. 3. Members of the department will not accept a subpoena in a civil law suit for another member unless specifically authorized to do so by that member. 4. The procedure for dealing with process servers attempting to serve subpoenas on members at organizational units will be the same as for service of summonses, as set forth to Part 1A, paragraph 4 of this order. 5. In some cases, members will be served with subpoenas which not only require them to appear and testify in person in a case, but to also produce department documents related to their testimony. Members are reminded that while they may have access to many department documents, they are usually not the official custodian of those documents, and may not release departmental documents without proper authorization. 6. Members who receive subpoenas requiring them to appeal and give personal testimony and also to produce departmental documents will immediately bring the subpoena to the attention of their supervisor and will notify the Office of the General Counsel. If it is determined that the documents may be released, the member will be authorized to bring the documents to the trial or hearing and he will be given appropriate instructions concerning the production of the documents. If it is determined that the documents may not be released, the Office of the General Counsel may act to have the subpoena withdrawn, quashed, or modified. 7. In some cases, members will be presented with subpoenas requiring production of departmental documents in cases for which the member has no personal knowledge. Such subpoenas are usually directed to the Fire/EMS Chief, the EMS Director or the Public Information Office. Members will not accept service of subpoenas requiring production of departmental documents of which the member has no knowledge and about which the member cannot testify from personal knowledge unless the member is the official custodian of the documents specified to the subpoena. Process servers attempting to serve such subpoenas will be told that the subpoena should be served at the Office of Information and Privacy. If a process server leaves such a subpoena with a member despite being told that the member cannot accept service of the subpoena, the member will immediately notify the Office of the General Counsel. 8. In every case in which a subpoena directed to the department requires the production of documents, the office receiving the subpoena for action will take immediate action to respond to the subpoena or to have it quashed. If there is a question as to whether the subpoena was improperly issued or served, or whether the information requested is privileged or irrelevant GO-2013-29 III-17 to the issues in the case, or unduly burdensome to produce, the subpoena should immediately be brought to the attention of the General Counsel. Frequently requested materials, which are often the subject of motions to squash, are: a. Investigative files; b. Records of proceedings and recommendations pertaining to departmental disciplinary matters. c. Personnel jackets of employees. d. Medical records, unless the subpoena is accompanied by an authorization to release from the patient. e. Statistics, the compilation of which would require a major expenditures of time and manpower. 9. With few exceptions, the fact that there may be a legal problem with a subpoena is not a valid reason to fail to make timely efforts to obtain the material requested in the subpoena. The department should always be prepared to produce materials requested by a subpoena at the time specified in the subpoena, if necessary. Legal questions concerning the validity of the subpoena or the propriety of disclosing the information requested in the subpoena can be determined prior to actual delivery of the information. 10. Every subpoena must be dealt with individually, and a subpoena may not be ignored merely because the department has furnished the same information requested in the subpoena to the opposing attorney in the case. In cases in which the department has furnished information to one attorney prior to receiving a subpoena for the same information from the attorney representing the other side, the General Counsel should immediately be notified so that steps can be taken to prevent unnecessary duplication of effort by the department. Part III - Notice of Deposition. Definition: A document informing a witness of the intention to pursue and discover a matter involved in a lawsuit through the taking of testimony under oath. The deposition usually occurs outside of the court setting (an attorney's office or similar setting). Normally, the lawyers for all parties to the trial and a stenographer will be present at the time of the deposition. The witness being deposed can be subjected to questioning by all parties present and the questioning can extend into areas, such as hearsay, which are not admissible as evidence in the trial. 1. Because of the importance of depositions as prior recorded testimony, members of the department will immediately, upon receipt of a notice of deposition in a duty related case, contact the General Counsel for guidance. Members of the department will not accept personal serves of a notice of deposition for any member unless specifically authorized by that member. GO-2013-29 III-18 2. Members are not authorized to release any records (particularly personnel records), files or other papers of the department. This prohibition as to release does not apply to the official custodians of department records. Any case jacket, personal documents, notes, to or materials relevant to the particular case will be presented to the General Counsel for review. GO-2013-29 IV-1 ARTICLE IV RECORDS Section 1. Journal The Department journal is a record of daily events and all transactions with indications therein of each and every incident which could possibly be construed as affecting the administration, personnel, property records, training, EMS and firefighting activities of the company/unit concerned. On-duty Company Officers shall be held responsible for seeing that proper journal entries are made. Particular care shall be taken to ensure that orders received orally are recorded and communicated verbatim. At 0001 hours each day, the watch detail shall enter in the company journal (in bold characters), the day of the week, month, date and year; e.g., FRIDAY, NOVEMBER 29, 2019. Journal entries showing the whereabouts of each officer and member of a company/unit at time of line-up shall indicate the members assigned as drivers, tillermen and EMS crew persons, by placing after their names one of the following symbols: 1. WD -Wagon Driver, 2. TD -Truck Driver, 3. T – Tillerman, 4. A - Administrative Assistant Aide, 5. ACIC - EMS Crew Person In Charge, 6. ACA - EMS Crew Person Aide, and 7. D - Other Drivers. When information is recorded in the EMS journal, either the designation ACIC-D or ACA-D shall be entered after the recording of each response. This designation shall serve to identify the crew person driving the EMS unit during that response. The Department is required to keep a comprehensive record of all incidents to which we are dispatched. In instances where there was no actual fire, or fire out-on-arrival, defective oil burner, overheated brakes, food on the stove, etc., it is vitally important to list all particulars. We are often called upon by insurance companies and others for this information; furthermore, it is needed for completion of the incident report, daily, monthly, annual reports, etc. The incident number shall be entered in the company journal in the left margin, below the dispatch time, for all incidents. The Company Officer of the first-due engine company on the fire ground shall be responsible for recording in the company journal the particulars of the response as follows: GO-2019-53 IV-2 1. Building information: a. Location, b. Height and construction, c. How occupied, d. Owner - name and address, e. Agent - name and address, f. Origin of fire, g. Extent of spread of fire, and h. Whether damage exceeded $50.00. 2. Vehicle information: a. Location, b. Make, model, body type and year, c. License number and state, d. Owner - name and address, e. Driver - name and address, f. Cause of fire and origin, g. Extent of spread of fire, h. Whether insured or not, and i. Vehicle identification number (VIN). In addition to the required building or vehicle information, alarms caused by smoke or steam scares, reflections, accidents to boxes or where a mistake has been made (good intentions) shall be recorded as needless or accidental alarms. In general, false alarms include only those that are sent in willfully or knowingly false and shall be recorded as such. In each case of response to a false alarm, the company journal entry for the response shall so indicate. No erasures shall be permitted in the company/unit journal. All entries shall be made in ink or indelible pencil and if an error is made, the correction shall be made by drawing a line through the error and adding the correct data. There shall be no objection to the use of a red pencil or pen to enter some distinctive mark in the margin of journal pages to call attention to items of particular importance to the company/ unit or office concerned. On-duty Company Officers of transferred companies shall ensure that a record of all their transactions during the transfer period are entered in the journal (responses in blue or black ink) of the company whose place they take, including the times of reporting in service and departure, and shall upon return to their own quarters, record in their own journal (responses in red ink) their activities while in a transfer status. There shall be maintained in the journal of each company, an up-to-date roster, separated by platoon, listing the officers in order of their rank and the members in alphabetical order showing the name, title and telephone number, including area code, of each officer and member, including chiefs and arranged as follows: GO-2019-53 IV-3 1. Single houses and engine companies in double houses. (All platoons on the inside front cover.) 2. Truck companies or rescue squads in double houses. (All platoons on the inside of the back cover) Section 2. Personnel Records Personnel records shall be maintained in the employees’ personnel file folders. PAT Numbers of probationary members shall be recorded on the F&EMSD Form 119, Unit Personnel Record. All dates entered on the F&EMSD Form 119 shall be in the following style: 10-10-06, not October 10, 2006. The member's motor vehicle operator's permit number, date of expiration and class (if any) shall be typed/and or neatly printed on the front of the F&EMSD Form 119 in the space provided. At any time the permit changes, or becomes invalid for any reason, appropriate notation shall be made on the form. The miscellaneous column on the back of the form shall be used for such entries as date of receipt of service emblems and/or medals. Special courses of instruction shall be listed on the F&EMSD Form 175, Training Record. All company designations shall be in the abbreviated form, such as: E-3, T-1, etc. When the home address or telephone number changes, the old item shall not be crossed out or erased. The new item shall be entered in the next space below, thus the last item on the form shall be the current information. The F&EMSD Form 119 shall be attached, using Acco fasteners, to the inside of the front cover of the personnel file folder on the left side, under the current F&EMSD Form 175 and the current F&EMSD Form 9, Personnel Status Change. Section 3. Personnel File Folders Official personnel file folders are maintained on all personnel of the Department by the Servicing Personnel Office No. 2 of the D.C. Office of Personnel. GO-2019-53 IV-4 Working personnel file folders shall be maintained for Department members as follows: 1. In companies - at company and battalion level; 2. In sections - at section and division level; 3. Battalion Fire Chiefs - at battalion and division level; and 4. Deputy Fire Chiefs and personnel of the Fire Prevention, Training and Fleet Maintenance Divisions shall be kept at the division level. Working personnel file folders shall contain information and reports that originate at the company or platoon level relating to an individual member, including casualty reports, rating forms, driver reports, rescues, accidents reports, etc. Working personnel file folders shall have all papers filed on Acco fasteners, be kept in the front of the top drawer of file cabinets, and filed by company (if applicable), alphabetically. When a member is transferred, their working personnel file folders shall be forwarded to their new company, section, battalion or division. When a member retires, resigns or is separated from the service for any reason, their working personnel file folders shall be promptly forwarded to the D.C. Fire and EMS Department Office of Human Resources, 2000 14th Street, N.W., suite 407. Section 4. Leave Records - Detailed Members In order to maintain accuracy in the recording of annual leave, sick leave, light duty, etc., in case of officers and members detailed from one company, battalion, or division to another, the following rules shall apply: 1. Officers in bureaus and divisions other than Operations and Company Officers in the Operations Bureau shall call the assigned company of each detailed member (other than one day details) and make arrangements for proper record keeping for the member concerned; and 2. PeopleSoft records shall be retained and maintained in the company to which the member is regularly assigned. Section 5. Company Officer Daily Checklist In an effort to maintain consistency within the Department at the company level, F&EMSD Form 55, Company Officer Daily Checklist, can be used to assist the Company Officer as a guide to the basic activities that should be performed daily. GO-2019-53 IV-5 Section 6. Company Information Book There shall be maintained by the Company Officers of each company, a loose-leaf book known as the "Company Information Book". It shall be kept up to date in a neat and orderly manner. This book shall contain reference material, which may be issued from time to time, for use by members of the company concerned, and information which might be of assistance to the members of companies which may be transferred from one house to another. This book shall be available for ready reference at the watch desk. Typewritten information to be inserted therein shall consist of the following: 1. Boxes in box alarm district with box alarm assignments and running routes thereto with right and left turns indicated; A separate list of boxes in box alarm district of Battalion Fire Chiefs with box alarm assignments, and running routes thereto with right and left turns indicated, shall be maintained in the engine company information book in which the Battalion Fire Chief is stationed; 2. A list of all streets, alleys, places (the word "places" as used herein applies to roadways), and courts in the box alarm district, alphabetically and numerically arranged, with running routes thereto with right and left turns indicated; 3. A list of localities where it would be wise to have another engine company respond to assist for reason of distance between hydrants, etc.; 4. Location in quarters of special firefighting appliances or equipment, such as the syphon, foam supply, etc.; 5. Any other information which may be of assistance to a transferred company; 6. Chart describing the Official Company Desk; 7. Chart describing the Official File Cabinet; 8. List of Official Fire and EMS Department books and manuals; 9. List of company's drivers and tillermen for apparatus stationed in the respective quarters; 10. List of probationers; 11. A list of localities that, due to unusual circumstances, have been pre-planned; 12. Information concerning the battalion; and GO-2019-53 IV-6 13. Such other information as may be directed by the Fire and EMS Chief, such as hydrant, sprinkler and standpipe forms. Section 7. Official Company File Cabinet Contents of the top drawer shall include working personnel file folders A through K. Contents of the second drawer shall include working personnel file folders L through Z. Miscellaneous stationery items may be stored in these two top drawers. The drawers containing the working personnel file folders shall be securely locked at all times when not in use. Contents of the third drawer shall contain PeopleSoft records. Contents of the fourth and fifth drawer shall include all executed reports, forms and other correspondence. Additional executed forms may be kept in these drawers in the rear of the engine company’s file cabinet. Section 8. Administrative Accountability for Single Role EMS Providers In order to ensure that all Department personnel are included in administrative submission, records and filling, the following procedure shall be utilized for all Single Role EMS Providers: 1. For administrative purposes only, all single role EMS providers shall be considered to be assigned to the platoon commanded by the Captain of the Engine Company where they are quartered. EMS units assigned to the Special Operations Battalion shall be considered to be assigned to the platoon commanded by the Captain of the Special Operations Unit (Rescue Squad or Haz Mat) where they are quartered; 2. This responsibility shall extend up the Chain of Command to the Battalion Fire Chief and Deputy Fire Chief on the responsible Captain’s platoon; 3. Responsible Captains, Battalion Fire Chiefs and Deputy Fire Chiefs shall add the names of all single role EMS providers under their administrative supervision to the existing tracking methods used to ensure that all personnel are included in the administrative accountability; and 4. Responsible Captains shall require their subordinate platoon commanders to assist them as necessary due to variations in duty schedules between dual role and single role EMS providers. This section applies ONLY to routine administrative matters. For operational issues, incidents, complaints, disciplinary actions, etc., the Chain of Command shall be that of the incident, beginning with the on-duty platoon commander of the appropriate Engine Company or Special Operations unit. GO-2019-53 IV-7 Section 9. Metro Alarms The F&EMSD Form 170.3, Metro Response Report, shall be submitted to the incident commander on all Metro responses, except medical locals. The incident commander shall forward the completed reports to the Special Operations Division Metro Liaison Officer. GO-2019-53 V-1 ARTICLE V CORRESPONDENCE AND REPORTS Section 1. Records and Reports - Operations Division: 1. Daily Reports: The Battalion Fire Chief will submit a daily report to the Deputy Fire Chief Operations on F&EMSD Form 126.1. The Deputy Fire Chief will submit a daily report to the Fire/EMS Chief on F&EMSD Form 126. These reports will include the distribution of personnel of the day and night shifts. 2. Monthly Reports: No later than the third day of each month, the Deputy Fire Chiefs, Battalion Fire Chiefs and company officers will submit and retain on file in the appropriate offices the following FEMS Forms covering the activities of the preceding month for all platoons under their command: a. Deputy Fire Chief b. Battalion Fire Chief c. Engine Companies and the Fire Boats d. Truck Companies e. Rescue Squads f. Hazardous Materials Unit F&EMSD Form 126MA F&EMSD Form 126.1MA F&EMSD Form 54 E F&EMSD Form54 T F&EMSD Form 54 RS F&EMSD Form 54 HMU Company officers having special equipment assigned to their house will submit the following forms: a. Salvage Unit b. Metro Support Unit c. Foam and Twinned Agent Units F&EMSD Form 54 SU F&EMSD Form 54 MSU F&EMSD Form 54 FU/TAU [Along with the F&EMSD Form 54 series, company officers are also to submit F&EMSD Form 54.4 Medication due to expire within sixty days. The FD Form 180 Language Line Service form will be submitted with the monthly reports whenever the Language Line is accessed. The FEMS Form 180 will be submitted to the Public Information Office.] GO-2007-21 V-2 3. Quarterly Reports The F&EMSD Form 108 will be submitted using the JAJO schedule. This form will be submitted along with the regularly submitted monthly reports. 4. Annual Reports: No later than the third day of October of each year, the Deputy Fire Chiefs, Battalion Fire Chiefs and company officers [will submit and retain on file in the appropriate offices the following FEMS Forms covering the activities of the preceding fiscal year for all platoons under their command:] a. Deputy Fire Chief b. Battalion Fire Chief c. Engine Companies and the Fire Boats d. Truck Companies e. Rescue Squads f. Hazardous Materials Unit F&EMSD Form 126MA F&EMSD Form 126.1MA F&EMSD Form 54 E F&EMSD Form 54 T F&EMSD Form 54 RS F&EMSD Form 54 HMU Company officers having special equipment assigned to their house will submit the following forms: a. Salvage Unit b. Metro Support Unit c. Foam and Twinned Agent Units F&EMSD Form 54 SU F&EMSD Form 54 MSU F&EMSD Form 54 FU/TAU [Company officers are also required to submit the following reports annually: a. F&EMSD Form 112, Property Inventory, to be submitted by October 15th. b. A Special Report titled, “Needs and Recommendations”, to be submitted by October 3rd. This report will describe in detail all requests for major repairs to the installation and any recommended changes or improvements. c. A Special Report titled, “Winter Needs”, to be submitted by October 3rd. Except for snow chains, this report will list all items needed for the winter (i.e., snow shovels, deicer, etc.) d. A Special Report addressing snow chain needs will be submitted by July 31st.] Section 2. Records and Reports - Other than Operations: No later than the third day of each month, the following reports will be submitted covering the activities of the preceding month: Training Academy F&EMSD Form 127 GO-2007-21 V-3 Section 3. Needs and Recommendations: Battalion Fire Chiefs will submit a Special Report to the Deputy Fire Chief Operations by October 3rd of each year, listing the needs and recommendations of their respective Battalions. (i.e., repairs to quarters, communications equipment, apparatus requirements, etc.). Section 4. Notice of New Streets: Commanders of truck companies will promptly submit Special Reports to their division commander advising of the opening of new streets and roadways or the extension of existing thoroughfares within their local alarm districts, listing block numbers and boundaries. Section 5. Special Reports - Preparation and Submission: [The format for Special Reports may be found on the LAN in the Office Forms folder. The Word.doc or the InfoPath versions with signature line should be used]. Special Reports will be typed and submitted in sufficient numbers, unless otherwise indicated or ordered, so that the official addressed receives the original report. All reports will be initialed by the preparer. When the report requires more than one (1) page, plain white paper of the same size will be used. With the exception of "EXPEDITED" reports, all reports will be endorsed at each level of the chainof-command whether or not any action is required on the part of the endorsing official. Where space permits, endorsements will be made on the original report unless otherwise stated or, if the length of the report necessitates endorsement(s), be made on separate pages. [Officers below the rank of Battalion Fire Chief are not to use “No Further Action” as an endorsement on any Special Report.] In general, reports will be addressed, and forwarded through proper channels, to the official ordering the submission or to the official responsible for final action on the subject matter. Whenever a report is considered time sensitive or to be of an extraordinary nature, the preparer may request that it be "EXPEDITED". The initiating member will state "I request that this report be "EXPEDITED", as a separate and final sentence of the report. The first endorsing official will, after reviewing the subject matter of the report, determine the validity of this request. This official will enter, in capital letters, a separate and final statement to the endorsement either: "EXPEDITING APPROVED" or "EXPEDITING DENIED", and if approved, will stamp or neatly print the word "EXPEDITE", in red letters, at the top of the first page of the original. Revised - GO 2011-02 GO-2008-03 V-4 The denial of a request for expediting will be made known to the originator in a timely manner and any official subsequently endorsing such report may reverse that decision and initiate expediting as described above. A report that is expedited will proceed through the chain-of-command on a single work day and, when necessary, be endorsed and forwarded by those serving in an acting capacity rather than waiting the return of a regularly assigned official. Whenever a member of the chain-of-command, who under normal procedures would be expected to act on such report, is omitted in this manner (such as the regular assigned officer or battalion commander on leave or detail), a copy of that report will be directed to his/her attention as soon as practicable. Expedited correspondence will be hand carried to the next level of the chain-of-command whenever the situation indicates such action may be desirable. The intent here is that an expedited report be forwarded to, and acted on, by the responsible official and the initiator of the report notified of that action within the time constraints dictated by the unusual circumstances involved, or a maximum period of ten (10) days. Any member initiating an approved "EXPEDITED" report and receiving no response within the ten (10) day period, will be granted permission to pursue the matter, in person and/or by telephone, through the chain-ofcommand. Similar privileges will be granted the originator of any report submitted as routine correspondence and to which no reply (in instances where a reply would normally be forthcoming) has been received within thirty (30) days. GO-2008-03 V-5 To assist in mail routing procedures and to provide uniformity, the following code symbols will be used when preparing correspondence: Office/Division/Bureau Code Apparatus Division [Budget and Accounting] Diversity Management Office [Emergency Medical Services Operations] Executive Assistant [Facility Management Office] Fire Prevention Division [LGBT Office] [Logistics Section] [Medical Services Officer] Office of Compliance Office of the Fire/EMS Chief Office of the General Counsel [Office of Internal Affairs] [Office of the Medical Director] [Office of Unified Communications] [Operations Division] [Planning & Property Management] [Management Information Systems] Police and Fire Clinic Professional Standards Office [Property Management Officer] Public Information Office [Risk Management Division] Safety Officer [Special Operations Division] Training Academy [AD] BUD DMO EMS EA [FMO] FPD [LGBT] [LOG] MSO OC OFC OGC [OIA] [OMD] [OUC] [OD] [PPM] [MIS] PFC PSO [PMO] PIO [RMD] [SO] [SOD] TA Emergency Medical Services Operations personnel will indicate their company and unit as follows: EMS/E-3/A-28 When the use of envelopes is required for official business, code symbols of originating offices will be typed in the upper left-hand corner, centered under the return address. GO-2007-21 V-6 Section 6. Death or Serious Injury - Reported: Deaths or serious injury to active personnel of the Department, regardless of where occurred, will be reported immediately by the on-duty company officer to the OUC (202) 373-3700, giving name, rank, company and extent of injury or illness. When personnel become aware of the death of a retired member, they should notify the Public Information Office as soon as practical. Serious injuries to civilians at the scene of an emergency will be reported immediately by the incident commander to the OUC, and the proper jurisdictional police agency at the scene. Section 7. First Aid Report: Whenever first aid is provided to ill or injured persons, civilian and/or Department personnel, in or out of quarters, a F&EMSD Form 151 will be submitted. Guidelines for completing the form: 1. EMS personnel will continue to complete the Form 151 in the manner they have been instructed. 2. Firefighting companies will complete the Form 151 in the usual manner, except for the following: a. Incident number - Any unit that transports a patient to a hospital will enter the incident number on the Form 151 as received from the OUC. b. ACIC numbers - The numbers 801 to 833 will be utilized by engine companies. For example, 801 for E-1, 802 for E-2, etc., will be entered in the ACIC code space. The numbers 701 to 717 will be utilized by truck companies. For example, 707 for T-7, 708 for T-8, etc., will be entered in-the ACIC code space. The numbers 991 to 993 will be utilized by rescue squads. For example, 991 for RS-1, 992 for RS-2, etc., will be entered in the ACIC code space. c. Ambulance number - The number 49 will be used by engine and truck companies only. EMS units and rescue squads will continue to use their assigned numbers. d. Signatures - When the Form 151 is completed by EMS personnel, both the ACIC and the ACA signatures are required. When completed by fire fighting companies, only the signature of the on-duty company officer is required in the space provided for signatures. GO-2007-21 V-7 3. Only one (1) Form 151 will be completed and submitted for each incident. In order to eliminate duplication, the following order will prevail: a. EMS unit on the scene - by that unit. b. Rescue Squad on the scene, no EMS unit - by that Rescue Squad. c. Engine company on the scene, no EMS unit or Rescue Squad - by that Engine Company. d. Truck company on the scene, no EMS unit, Rescue Squad or Engine Company by that truck company. Section 8. Correspondence Channels - Original: Original copies of all executed Department forms and reports relative to property transactions will be submitted through regular channels to the Property Management Office. In houses where two (2) companies are located, both companies will be carried on the property forms or reports, such as Engine Co. No. 26 and Truck Co. No. 15. Section 9. Sulphur Candles: On incidents where it is evident that a sulphur candle(s) has been or is being used, an appropriate entry will be made in the company journal by the company officer responsible for removal of said candle(s). Such entry will include the address of the building, occupant's name, owner's name (if available) and the name(s) of the member(s) of the company who actually observed the use of the candle(s) and could testify to that fact in court if required. Section 10. Hydrants: 1. Defects reported: [Personnel of the Department assigned to the Operations Division must stay informed about the status of fire hydrants in the District of Columbia physically identified as “Out of Service” or “Maintenance Required”. The current notification process by the DC Water and Sewer Authority (DC WASA), through the Office of Unified Communications (OUC), is a vocal message to companies giving the address of fire hydrants going in service or out of service. Also, a weekly list of “Out of Service” hydrants can be found on the LAN by opening the GO/MEMO/SO folder, clicking open the hydrant status sub-folder and clicking on the most recent dated “Out of Service” PDF file. A daily Hydrant Upgrade NFPA sub-folder is found in the hydrant status folder. Click on the most recent dated PDF folder to identify the hydrants in the city that have the new 4 ½” NST.] GO-2007-21 V-8 When members of the department identify a defective fire hydrant, company officers are to notify the OUC Watch Commander at 202-373-3700, DC WASA at 202-612-3400, and their respective Battalion Fire Chief. All notifications will be documented with journal entries. Companies will place an “Out of Service” ring on the hydrant. The OOS ring will be located on the 4” connection or on one of the 2 ½” connections. This will identify that a fire hydrant is not operational and CANNOT be used for firefighting operations! Companies responding on alarms who encounter these OOS hydrants must immediately notify the Incident Commander and then establish a secondary water supply. Companies may also encounter fire hydrants that have a ring on the 4” connection and/or on one of the 2 ½” connections, that say “Maintenance Required”. This fire hydrant CAN be used for firefighting operations. The “Maintenance Required” ring will be placed on the hydrant by Water Authority personnel only. The ring informs DC WASA service crews of the need for field repair. All fire hydrant rings are available through the Risk Management Division Safety Officer. 2. Testing - Marking: [The DC Water and Sewer Authority is responsible for the flow testing of the fire hydrants in the city. WASA will complete the flow test based on the NFPA and ISO standards. Identification: Currently the DC Water and Sewer Authority is changing all fire hydrants from the 4” DC Cut Thread to the new upgraded DCFD specifications using 4 ½” NST steamer connections. When a fire hydrant has been changed using the new 4 ½” steamer connections, a temporary white band will be placed on the hydrant. The white band will be above the steamer and below the bonnet. This identifies that engine companies will have to utilize there Maryland Fire Hydrant Adapter. Within a short period of time, WASA will come back and flow test the hydrants with the new standards. The temporary white band will be removed, and a dual reflective ban

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