Rombout Fire Company 2015 Information Policy

Rombout Fire Company 2015 Information Policy

Presented by Kevin BarryRombout Public Information Officer 19 March 2015 1

The following presentation is to assist you in understanding the Fire Companys guidelines and policies in dealing with the media. For the past several years Rombout Fire Company has developed credibility and a relationship with local media. That relationship was built by being consistent with the media. 2

Recruitment and RetentionFundingCommunity supportPublic EducationJustification of ResourcesGrants3Why bother with the media?

Provide information and access to Rombout personnelUnderstanding the media needs and operationsRespecting media deadlinesHaving an open dialogue -before, during, after an incidentThis is done with ONE message and with ONE voice 4Our Message to the Media

The Chief or the IC is the only authority to approve information to be release to the media.The Chief / IC can appoint a designee to release that info. The person maybe appointed beforehand, like in the case of a PIO, or can be appointed at the scene due to manpower issues.The Chief, the PIO or the designee are the official spokespersons for Rombout

5Who can release information?

The PIO reports to the ChiefThe PIO advises the leadershipCollects, verifies and disseminates information to the target audienceThough varies means of effective communication -news releases -interviews -fact sheets 6The Role of the PIO

Hi Kevin,Yes, I would be happy to put in writing how helpful it is for a fire department to have a PIO. Fire chiefs have a lot of responsibility on their shoulders-particularly volunteers who are also juggling a paying job. It's very helpful to have a person who is available to the media so that reporters like me can get prompt, accurate information that concerns our readers. When at a scene the chief is so busy I hate to bother them but I need to gather information for my assigned story. To have a PIO available to release information and to have the time to provide background information make the story better and makes my job easier. Also, it's a great way to let people know the hard work you guys are doing.

Emily StewartReporter Poughkeepsie Journal

The Role of the PIO

Public Relations- between organization and its audience to build a positive public imageMarketing- sale of products or servicesPublic Awareness- public education, fire preventionRisk Communication- possibility and preparation-hurricaneCrisis Communication- accurate and immediate action-MVA on I-84

8Defining Terms

Public Information- Collected, assembled, or maintained by Rombout in connection with the transaction of official business and available for dissemination to the public. Emergency Public Information- Developed and disseminated in anticipation of, during, or after an emergency to provide specific life and health saving information, including the severity of the situation and any action that individuals and communities should take.9Terms Used

110Emergency Public InformationHelps people make the right decisions at the right time to:-Save lives, -Reduce injury -Protect property and the environment.

It also instills public confidence in Rombouts ability to manage an incident.

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Interfaces with the Media

Interfaces with the Public11PIO External Target Audiences

Interfaces with the Media The Media are the PIOs conduit to the public

Informs the Public So the public can make an informed decision Traffic detours, evacuate, shelter-in-place12PIO External Target Audiences

Advises Leadership

Informs & Educates13PIO Internal Target Audiences

Rombout Leadership The PIO assesses every situation and advises the leadership on the public information implications. The PIO also looks for opportunities to advance Rombout goals and facilitates leadership participation by setting up interviews and preparing talking points.14PIO Internal Target Audiences

Rombout Members The Rombout member is a key player in any public information effort. The PIO informs and educates the members so they can support and participate in public information activities15PIO Internal Target Audiences

Tell the internal audience what is being released to the media and also let them know what the media is reporting. By keeping the members informed, rumors are controlled.It gives the members the bigger picture of the event.16PIO Internal Target Audiences

There is NO New York State law to block the media being at the scene -Must stay behind the tape -Cant follow firefighters into a burning housePublic DomainWhile most are ethical, they are not bound by the same rules as public officials or agencies

17On the Scene

You may be approached by the media for information about the accident or fire that you are on. You will refer them to the PIO or Assistance Chief or an Officer, NOT to the Chief, he will be busy running the scene. You can respond I have no info about the incident, but if you wait I will get someone to assist you. Use the radio or call over an officer. 18On the scene

Sometimes there is a big incident and out-of-town media will arrive on the scene. They will not be familiar with the area and may ask trivial questions What town is this? Name of the road? Yes you can help them with general information but NO information about the incident.19On the scene

NO pictures will be taken at the scene, ONLY designated person(s) CANYou may complicate arson and fire investigationsWe must be sensitive to the victims at a scene They may have had a love one sustained serious injury or fatality. They may have just lost their home or vehicleMust be on your best behavior, there are many eyes on us. People take and post photos or have no problem to complain about the actions that they perceive as improper of firefighters at a scene. Rombout and your name is on the back of your jacket

20On Scene Conduct

NO talking about the incident to outside persons.Your words may complicate: -arson and fire investigations -insurance investigation -add material to gossip or rumors Do you want to go to court for what you have said! You cant be sued for what you do not said.

21After Incident Conduct

Do Not give out any members phone number If a person identify themselves as a member of the media you will refer them to the Chief or the Public Information Officer. Their phone numbers are on the board. The best answer is I cant answer that, but the Chief or the PIO will be able to help you.Get the reporters name and contact number. The Chief and the PIO are to be informed ASAP.PIO phone number is 845-797-366722Phone Inquirys

They may attempt to engage you in a conversation and ask Did you have a big fire today? or Have you been very busy with calls today? You will NOT answer any specific questions. A good respond would be- I not authorized to release any information.The Chief or PIO will have answers to any questions that you may have. I was not here today, so I cant answer that. I was not at the call, so I cant answer that.23Phone Inquirys

Life Safety- Number ONE concernWere responding to the situationGive a Honest & Accurate assessment of the situationSo tell them -What we know -What we are planning to do -What people can do to help themselves -What people can do to help- Donate to the Red Cross, Check on a neighbor, etc.24Rombout Message to the Media at an Incident

Dealing with the media is a business transactionLooks DO Matter-No sunglasses, comb your hair Avoid Distracting Mannerisms - Look at the reporter NOT the camera - Dont look back and forth from the reporter and the camera - Dont sway, jiggle coins, hold a pad/pen in your hands

Speak in Usable Sound Bites

Its OK to Use Notes

Dont jump to answer question-It is not a conversation they will edit out when you are not talking

Stop talking after answering the question watch for the waiting mike 25What to do for a TV Interview

Do say I dont know if you dont knowStop talking after answering-keep it shortRemain cool under fireAssume your comments are fair gameDont use jargon or get too technicalDont become angry or provoked Dont speculate or guess and give personal opinion Dont speak for another agencyDont lieDont appear uncaring or indifferentDont say it, if you dont want in the printNothing is off the record until they leave scene

26Media Dos and Dont