Accountability and Liabilities

Critical Issues Facing Fire Departments

Kevin Cornette, Economic Development DirectorBuffalo Trace Area Development District – Focus on Community Development and Funding for Special Districts

Kentucky Certified Firefighter – 14 Years

Chaplain for Lewis County Firefighters Association – Since 1997

Past President of the Buffalo Trace Firefighters Association

My Goal is to give you an Overview of how Fire Departments in General Work in Kentucky

Each City may be setup DIFFERENTLY – Depending how large or small the city is.

Depending on how your city operates – determines how the funding and Management of the department is handled.

In many Case - City Fire Departments can vary from county to county – region by region.

Kentucky State Fire Commission – Provides Oversight, Resources, Training, and Assistance

Website: http://kyfirecommission.kctcs.edu/

Fire Commission Mission in a Nutshell: To Train Firefighters

Fire Commission is part of the KCTCS System

Provide Training to Firefighters Regional Directors who coordinate and provide

training. Provides each department with on-site training

for CED hours each year. Monitors and Audits Training Records of

Fire Departments. Insures Compliance with all Standards

related to Training

Provides Training Resources – Such as Smoke Trailers, Survival Courses, etc.

Monitors Financial Reports of Fire Departments

Disburses Fire Department State Aid annually – current amount is $8,250.

Has a Low Interest Loan Program Available – Up to 75,000 for 12 years – 3% interest – Payment

withheld from Annual State Aid Payment Used for Apparatus, Building, and Equipment

KRS 95 – City Police & Fire DepartmentsDifferent Laws for Different Classes of Cities

KRS 95A – Fire Protection PersonnelKRS 65 – Applies and Complements KRS 75KRS 75 – Fire Protection Tax Districts

May affect some departments that are a “city” department – but have a tax district outside the city limits.

KRS 227 – Fire MarshalKRS 304 – Fire ReportingOther Laws Apply – Such as Motor Vehicles,

Public Body, Open Records, etc. apply as well

Volunteer Department Minimum of 12 members – Plus a Chief Must have at least 1 Operational Apparatus OR have 1 Apparatus on order Fewer than 50% of the firefighters are being

full-time paid firefighters Paid Fire Department

At least 50% are Paid Full Time Firefighters – Earning at least $8,000, and working a Minimum of 2,080 hours per year.

Some Cities choose to Provide a “Per Call” Stipend for Firefighters Example: Firefighters are paid $25 per call.

Some Cities “Reimburse” fuel and certain expenses to volunteer firefighters.

Many cities are finding that they need to “pay” for fire runs to be sure to have adequate response.

Whatever you do – Be Sure to check with your Auditor and follow proper reporting and IRS regulations on this issue

Fire Department Service Areas are Determined by HB 4 .

Some Cities may serve their City Boundary – but also outside the city limits as the Fire Department Boundaries were established – especially in RURAL AREAS.

Insures that all areas of the state are served by a Fire Department.

Fire Protection Tax Districts – For areas outside of the City Limits

“No Fire Protection District shall include within its metes and bounds any territory at that time or thereafter included in any city of this Commonwealth which maintains a “Regular Fire Department”…. KRS 75.010

The Tax District and City Service area Cannot “overlap”

City is responsible for Fire Protection

National Fire Protection Association Provides a set of Codes and Standards for

equipment, training, apparatus, and fire personnel standards.

NFPA is the Authority on Fire, Electrical and Building Safety Codes and Policies

NFPA sets the guidelines and specifications for equipment standard.

Example: Why do we have to have an Apparatus Pump

Tested each year? Why do we have to have a certain safety

device on a piece of equipment? Why can’t we go to the hardware store and

buy a regular ax? Why can’t we wash the firefighters uniforms

with Tide?

Insurance Services Office – ISO

ISO is the leading guideline for property / casualty insurance risks

ISO oversees the Fire Protection Classification Systems for Departments

Communities are given an ISO classification which determines what residents and businesses pay for Insurance Premiums

Community are classified as a 1 – 10 10 – No Fire Protection 9 – 8 7 6 5 4 3 2 1 – Best Possible Fire Protection

The lower the Classification Number – the Lower the Insurance Costs for the Community. Example : From a Class 9 to a Class 5

Categories affecting Classification Fire Alarms – 10% of score Engine Companies – 50% of score Water Supply – 40% of score

Each Class has a set of requirements for the type and amount of equipment, training, water supply that is needed to obtain that class rating

10% of Score How well department receives fire alarms

and dispatches its resources. ( Response Times)

Communications Center – 911 Center – where the call goes, who answers, how many operators at center and number of calls Received per dispatcher

Reviews Telephone Service - # of lines to center, # of emergency listings in phone book, # of Dispatch Circuits, and how the center notifies Firefighters

50% of Score Overall grading is based on the number of

Engine Companies and the amount of water a community needs to fight a fire

ISO Checks that the fire department tests its pumps regularly and inventories each engine company's nozzles, hoses, breathing apparatus, and other equipment.

A minimum equipment list is provided by ISO to the Department.

ISO also reviews the following: type and extent of training provided to fire-

company personnel number of people who participate in training firefighter response to emergencies maintenance and testing of the fire

department's equipment

40% of Score This portion focuses whether the community has

sufficient water supply for fire suppression beyond daily maximum consumption

ISO surveys all components of the water supply system, including pumps, storage, and filtration.

To determine the rate of flow the water mains provide, ISO observes fire-flow tests at representative locations in the community.

ISO evaluates the distribution of fire hydrants in area.

Water System Provider is under close scrutiny during the ISO evaluation to insure that the system can provide fire protection.

Communities without Fire Hydrants, must have other means to provide the gallons of water required for maximum fire protection.

An example of other means are large tanker trucks, mutual aid from neighboring departments, etc.

To become a Certified Volunteer Firefighter, you must receive 150 hours of Training – Classroom and hand on.

You must have 20 CED hours each year thereafter to maintain certification.

The Kentucky Fire Commission monitors each department to insure compliance with required hours.

To become a Certified Career Firefighter, you must receive 400 hours of Training – Classroom and hands on.

You must have 100 CED hours each year thereafter to maintain certification.

The Kentucky Fire Commission monitors each department to insure compliance with required hours.

Training forms can be found at http://kyfirecommission.kctcs.edu/Fire_Commission_Programs/Training_Records

Training includes the following: Fire Prevention and Fire Suppression Response to Technical Rescue Incidents Emergency Medical Services Response to Hazardous Materials Incidents Leadership and Management Community Awareness and Preparation

Each Department is Required to Have Liability Insurance.

VFIS Insurance and KACO, KLC are the only entities offering Fire Department Insurance

Must have coverage on all items, including all equipment.

Many Departments form associations to purchase insurance as a group to save costs.

Each Firefighter is protected through the Kentucky State Fire Commission with Workman’s Compensation.

designed to compensate employees for loss of earning power due to work-related injuries or illness arising out of, and in the course of their employment.

State Aid Funds Reporting Department Must provide a Receipt and

Cancelled check for Equipment Purchased May only be used for Approved list of Items The Kentucky Fire Commission allots eight

thousand two hundred fifty dollars ($8,250) on an annual basis to each qualifying volunteer fire department in cities of all classes.

City Funds All expenditures from City Accounts for Fire

Department Expenses should be invoiced to city, paid by city, and audited by city auditor

Cities should keep an accounting of all fire department funds;

Income and expenses Annual Balance Sheet – ( Fire

Commission has an annual form they have department complete found at

Keep an inventory of all equipment Insure that everything is insured Maintain copies of all equipment and

pump tests.

Each Department should be keeping and submitting the following: Record of Each Training Data entry of training hours into Fire

Commission System for each member Hard Copies of all training records on file at

the department.

Proof of Purchase – State Aid Reimbursements

Financial Statements

Approved Purchase List Found at

http://kyfirecommission.kctcs.edu/Fire_Commission_Programs/State_Aid

City Fire Departments – Income and Expenses flowing through City budget should be audited as part of the City Audit

KRS 75.255 states: With Respect to audits and financial reports, the board of trustees of fire protection districts and volunteer fire department districts shall follow the procedures of KRS 65.065

Annual Expenses less than $750,000 – shall prepare annual statement and every 4 years complete an audit

Annual expenses greater than $750,000 shall have an annual audit completed.

MONEY! – Always an Issue.

FINDING VOLUNTEERSDemands of Training HoursMutual Aid Agreements a MUST!

MEETING NFPA GUIDELINES

ISO RATINGS – Keeping up with Requirements

Money – Low Interest Loans and Grants Low Interest Loans

Fire Commission Program USDA Community Facilities Area Development RLF Programs KLC Loan and Lease Programs

Grants USDA Community Facilities FEMA Fire Act Grants Community Development Block Grants ( CDBG) Kentucky Office of Homeland Security