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Henry County Fire Department

Policy and Procedure Manual

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TABLE OF CONTENTS

INTRODUCTION HENRY COUNTY CODE OF ETHICS HENRY COUNTY MISSION STATEMENT DEFINITIONS

STATEMENT OF POLICY

CHAPTER 1 – PROFESSIONAL CONDUCT AND RESPONSIBILITIES

1.00 Appropriate Action Required 1.01 Bribery 1.02 Confidentiality of Department Business 1.03 Cooperation 1.04 Obey the Law 1.05 Public Criticism 1.06 Soliciting Gifts, Gratuities, Fees, Loans, Etc. 1.07 Threat and Violence to an Employee or Citizen 1.08 Transactions with Involved Persons 1.09 Truthfulness

CHAPTER 2 – GENERAL CONDUCT ON AND/OR OFF DUTY

2.00 Public Service 2.01 Courtesy 2.02 Responsibilities of Supervisors 2.03 Addressing Superior Officers 2.04 Manner of Issuing Orders 2.05 Improper Orders 2.06 Conflicting Orders 2.07 Obeying Supervisory Personnel 2.08 Chain of Command 2.09 Discrimination 2.10 Reporting Discrimination 2.11 Use of Substances 2.12 Physical and/or Psychological Fitness for Duty 2.13 Sleeping on Duty 2.14 Malingering or Pretending 2.15 Punctuality 2.16 Keeping Up to Date

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2.17 Submitting Reports 2.18 Peddling or Soliciting Prohibited 2.19 Department Correspondence 2.20 Recovered Property 2.21 Recommending Businesses and/or Services 2.22 Conformance to Directives 2.23 Job Actions Prohibited 2.24 Personality Clashes/Conflicts 2.25 Unsatisfactory Performance 2.26 Understanding Directives 2.27 Absent From Duty 2.28 Interfering with Radio Communication 2.29 Abuse of Authority 2.30 Unnecessary and/or Excessive Force Prohibited 2.31 Reporting Required when Force Used 2.32 Conflicts of Interests 2.33 Fraternizing with Persons of Questionable Character 2.34 Access to Places of Business 2.35 Supervisor-Subordinate Relationship 2.36 Business Transactions with Patients/Customers 2.37 Control of Contraband 2.38 Off-Duty Personnel, in Uniform, in Public 2.39 Selling Items On-Duty 2.40 Maintaining Duty Post 2.41 Personal Use of Property 2.42 Cowardice

CHAPTER 3 – SUBPEONA AND JURY DUTY POLICY

3.00 Subpoena Policy 3.01 Jury Duty Policy

CHAPTER 4 – APARATUS POLICIES

4.00 Responsibility for Examining County-Owned Vehicles 4.01 Operator to be Qualified and Authorized 4.02 Assignment and Use of County-Owned Vehicles 4.03 Operation of County-Owned Vehicles 4.04 Vehicle Appearance 4.05 Safe Driving Techniques 4.06 Apparatus Remaining in Station 4.07 Seatbelts 4.08 Securing Food 4.09 Apparatus Breakdown 4.10 Backing Fire Apparatus

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CHAPTER 5 – OFF DUTY EMPLOYMENT

5.00 Policy

CHAPTER 6 – UNIFORM POLICY

6.00 Policy 6.01 Authority and Responsibility 6.02 General 6.03 Class “A” Uniforms 6.04 Class “B” Uniforms 6.05 Class “C” Work Uniform for Fire Suppression 6.06 Class “C” Work Uniform for Administrative Personnel 6.07 Uniforms – Prevention Division 6.08 Tee Shirts 6.08 Sweat Shirts

6.09 Uniform Accessories 6.10 Personal Appearance Standards 6.11 Non-Certified Employees Uniform

CHAPTER 7 – PUBLIC ACTIVITIES

7.00 Endorsements and Testimonials 7.01 Publishing Books, Pamphlets or Articles 7.02 Improper Organizations 7.03 Soliciting Advertisement 7.04 Political Activity 7.05 Contributions 7.06 Press Communications

CHAPTER 8 – PERSONNEL POLICIES

8.00 Light Duty 8.01 Sick Leave 8.02 Abuse of Leave 8.03 Absent Without Leave (AWOL) 8.04 Shift Trade 8.05 Holiday 8.06 Tobacco Use 8.07 Overtime 8.08 Leave Request 8.09 Personnel Files 8.10 Probationary Period 8.11 Performance Evaluations 8.12 Inclement Weather

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8.13 Shift Assignment 8.14 Provide Telephone Number and Address 8.15 Report of Change of Address and/or Telephone Number 8.16 Separated Employees 8.17 Emergency Recall 8.18 Complaints Against Fire Department Personnel 8.19 Time Sheets For 40 Hour Personnel

CHAPTER 9 – EQUIPMENT POLICIES

9.00 Responsibility for Examining County-Owned Equipment 9.01 Personal Use of County-Owned Equipment 9.02 Maintaining Emergency Readiness 9.03 Equipment Repair and Maintenance 9.04 Driving on Fire Hose

CHAPTER 10 – STATION POLICIES

10.00 Security 10.01 Economy 10.02 Flag Policy 10.03 Loitering by Public 10.04 Guest of Personnel 10.05 Pets / Animals in Stations 10.06 Work on Private Vehicles 10.07 Telephone Use 10.08 Purchasing 10.09 Supplies 10.10 Visitors 10.11 Private Vehicles 10.12 Television Use 10.13 Computers 10.14 Use of Training Facilities 10.15 Cable Television 10.16 Housekeeping Duties

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INTRODUCTION This document contains the general orders, rules and regulations of the Henry County Fire Department. For the good of the service, the Department reserves the rights to amend, revoke, or make additions thereto, as circumstances require. Members of the Department should clearly understand that the establishment of rules and regulations could not embrace all possible situations. In the general discharge of duties under our rules and regulations, some things must necessarily be left to the discretion and sound judgement of the individual. Nevertheless, all members should be aware that they might be required to answer personally for abuse of authority or indiscretion. The Board of Commissioners may supersede any of these rules and regulations. In any case where the policies of Henry County, as stated in the Personnel Policy Manual, conflict with this document, the County’s personnel policies will govern. It shall be the responsibility of all personnel to familiarize themselves with and conform to the policies, regulations and procedures contained within the Policy Manual. It shall be the responsibility of all Fire Department Officers to supervise and command their subordinates within the guidelines and philosophies contained within the Policy Manual. The functions of the Fire Department are to save lives, provide emergency medical aid, prevent and suppress fires, protect lives and property, enforce laws and ordinances and provide safety education to the community. Rules and regulations properly regulate the personnel of the Fire Department. In order to insure compliance, violations will result in disciplinary action. A copy of the policy manual will be at Fire Department Headquarters and in the stations for ready reference. It is the employee’s responsibility to keep this manual up-to-date as new policies are issued. This manual will remain the property of the Henry County Fire Department.

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Henry County Fire Department

Code of Ethics

I understand that I have the responsibility to conduct myself in a manner that reflects proper ethical behavior and integrity. In so doing, I will help foster a continuing positive public perception of the fire service. Therefore, I pledge the following…

• Always conduct myself, on and off duty, in a manner that reflects positively on myself, my department and the fire service in general.

• Accept responsibility for my actions and for the consequences of my actions.

• Support the concept of fairness and the value of diverse thoughts and opinions.

• Avoid situations that would adversely affect the credibility or public perception of the fire service profession.

• Be truthful and honest at all times and report instances of cheating or other dishonest acts that compromise the integrity of the fire service.

• Conduct my personal affairs in a manner that does not improperly influence the performance of my duties, or bring discredit to my organization.

• Be respectful and conscious of each member’s safety and welfare.

• Recognize that I serve in a position of public trust that requires stewardship in the honest and efficient use of publicly owned resources, including uniforms, facilities, vehicles and equipment and that these are protected from misuse and theft.

• Exercise professionalism, competence, respect and loyalty in the performance of my duties and use information, confidential or otherwise, gained by virtue of my position, only to benefit those I am entrusted to serve.

• Avoid financial investments, outside employment, outside business interests or activities that conflict with or are enhanced by my official position or have the potential to create the perception of impropriety.

• Never propose or accept personal rewards, special privileges, benefits, advancement, honors or gifts that may create a conflict of interest, or the appearance thereof.

• Never engage in activities involving alcohol or other substance use or abuse that can impair my mental state or the performance of my duties and compromise safety.

• Never discriminate on the basis of race, religion, color, creed, age, marital status, national origin, ancestry, gender, sexual preference, medical condition or handicap.

• Never harass, intimidate or threaten fellow members of the service or the public and stop or report the actions of other firefighters who engage in such behaviors.

• Responsibly use social networking, electronic communications, or other media technology opportunities in a manner that does not discredit, dishonor or embarrass my organization, the fire service and the public. I also understand that failure to resolve or report inappropriate use of this media equates to condoning this behavior.

Developed by the National Society of Executives Fire Officers

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Henry County Fire Department

Mission Statement

The Mission of the Henry County Fire Department is to

provide safe, professional service through education,

prevention, emergency services, and community relations.

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Definitions: General Order:

A written order issued by the Chief of the Henry County Fire Department applicable to the Department as a whole or a division therein, which establishes a principle, policy, procedure or rule concerning a given subject, and which is effective permanently or until revoked by a subsequent order.

Special Order:

A written order that applies to the Department, a unit or an individual therein, and establishes a temporary principle, policy or procedure on a given subject, for a specified length of time. The order automatically becomes inoperative with the passing of the specified time. Special Orders will not be included in this manual but will be on file in the administrative office at the fire department headquarters. Special Orders also include memoranda from the County Manager, Board of Commissioners, other departments, etc.

Direct Order:

An order, whether written or spoken that applies to the Department, a unit, or an individual, that is based upon the good judgment, experience, and training of the issuer. Direct order may expire by a passage of time.

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STATEMENT OF POLICY When a person accepts a position with the Henry County Fire Department, it is their duty to serve Henry County faithfully and to the best of their ability. The position of a Firefighter is an honorable one. This statement applies to all Fire Department employees, both on and off duty. The public realizes this profession is a hazardous one and that personnel are willing to endanger their lives to protect and save the lives and property of others. This results in respect for the people who wear the uniform of a Henry County Firefighter. Because of the visibility of the profession, it is important for each member to be careful not to jeopardize the good reputation of the Henry County Fire Department through neglect of duty or through conduct which is unbecoming a member of the Department. The public bases their opinion on what they see and hear. It is the responsibility of all personnel in the department to conduct themselves in accordance with the Henry County Policy Manual. This includes conduct, appearance, and remarks made in public.

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CHAPTER 1

PROFESSIONAL CONDUCT AND RESPONSIBILITIES

Purpose Because of the responsibilities of employees with the Henry County Fire Department and their visible positions within the community, both publicly and privately, employees shall obey the following work rules at all times.

1.00 Appropriate Action Required

The demands for Fire Department service are many, varied and often extreme. Employees shall meet these demands by:

a. Responding, in an appropriate manner, to every situation encountered. b. Being considerate of the rights, feelings and interests of all persons. c. Taking appropriate action in each situation by providing the necessary

service and insuring the notification of the appropriate superior(s) when indicated by the circumstances.

d. Requesting the assistance of supervisors when the appropriate action

required is neither clear nor possible under the circumstances nor within the scope of authority of the employee of whom action was requested.

e. Performing official acts in a reasonable, restrained, dignified, impartial, and

lawful manner.

1. 01 Bribery

Employees of the Department shall not accept money, gifts, or any other thing of value, from any person, which may tend to influence employees in the performance of their duties.

1.02 Confidentiality of Department Business

Employees of the Department shall treat the business, activities, files and reports of the Department as confidential. They must not impart knowledge of the above noted, through the use of any form of media, including cameras, except to those who have a “right to know”.

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1.03 Cooperation Employees of the Department shall promptly cooperate with all Department employees, public agencies, and citizens toward the accomplishment of any public responsibility, task or assignment.

1.04 Obey the Law

At all times, employees of the Department shall obey, and be held accountable for all laws, statutes, and ordinances of the Federal, State, County and City governments.

1.05 Public Criticism

Employees of the Department, except as officially required, shall not publicly criticize any employee, order, action or policy of the Department. Criticism, when required, shall be directed only through official Department channels to correct any deficiency and shall not be used to injure or harm the reputation or operations of the Department or its employees.

1.06 Soliciting Gifts, Gratuities, Fees, Loans, Etc.

At no time shall an employee of the Department solicit any gift, gratuity, loan or fee where there is a direct or indirect connection between the solicitation and their employment with the Department.

1.07 Threat and Violence to an Employee or Citizen

a. Employees of the Department, whether in uniform, on duty or representing the

department, shall not threaten another employee or citizen. b. Employees of the Department, whether in uniform, on duty or representing the

department, shall not maliciously strike, push, lay hands on, or attempt to strike, push, or lay hands on any other employee or citizen.

1.08 Transactions with Involved Persons

Employees of the Department shall not engage in any transactions with any complainant, suspect, defendant, prisoner or other person involved in a Department case, whereby the successful prosecution of the case or an employee’s personal integrity may be jeopardized.

1.09 Truthfulness

Employees of the Department shall be truthful in both their spoken and written words. Official reports and/or court testimony shall be as factual and accurate as possible.

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CHAPTER 2

GENERAL CONDUCT ON AND/OR OFF DUTY

Purpose To establish general rules and guidelines to regulate employee’s general conduct on and/or off duty.

2.00 Public Service

It is the principle responsibility of every employee of the Department to promptly, courteously, and effectively assist the public. Employees shall render prompt assistance whether requested in person, by telephone or by letter. Employees shall render immediate attention to the needs of any person when called upon to do so.

2.01 Courtesy

Employees of the Department shall be civil, orderly, and courteous to the public, co-workers, and supervisors and shall not use inappropriate language or action.

2.02 Responsibilities of Supervisors

Supervisory employees shall enforce the rules and regulations of the Department and ensure the proper conformity to Department directives and procedures at all times. Supervisors shall take immediate, appropriate action when the conduct of an employee is contrary to the public interest, the good reputation or proper operation of the Department. Supervisors shall take this action even if the involved employee is not assigned to their unit.

2.03 Addressing Superior Officers

While on duty, personnel will address officers by their respective titles.

2.04 Manner of Issuing Orders

Orders from supervisors to employees shall be clear, understandable, and expressed in a civil tone.

2.05 Improper Orders

An employee receiving an order that he/she believes to be improper, unsafe or unlawful shall, at the first opportunity, report in writing via the chain of command. This report shall contain the facts of the incident and the action taken.

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2.06 Conflicting Orders

Upon receipt of an order conflicting with any previous order, instruction, or directive, the affected employee shall, when practical, advise the person issuing the second order of this, either verbally or in writing. Responsibility for countermanding the original order then rests with the individual issuing the second order. If so directed, by a supervisor, the latter command shall be obeyed.

2.07 Obeying Supervisory Personnel Employees of the Department shall promptly obey all orders of supervisors and other employees assigned to act in a supervisory capacity.

2.08 Chain of Command

Employees of the Department shall conduct official business through the chain of command. While lateral communication is encouraged, employees shall inform immediate supervisors and parties involved of significant matters in such lateral communications.

2.09 Discrimination

Employees of the Department shall not discriminate based on race, religion, national origin, age or disability. Discrimination includes any verbal, written or physical conduct relating to age, disability, race, religion or national origin or any other factors protected by law.

2.10 Reporting Discrimination

If you witness or experience harassment or discrimination from a co-worker or visitor, immediately advise the person to stop. If harassment continues, report it immediately to your supervisor. Report it even if you believe the conduct has been reported by someone else. Do not assume management is already aware of the problem. This report should be made in writing through the Chain of Command.

2.11 Use of Substances

Employees of the Department are absolutely prohibited from using, possessing, manufacturing, and/or distributing any illegal drug and/or controlled substance, at any time or place, including while at their workplace.

a. The consumption and/or use of alcohol, while on duty, is absolutely

prohibited.

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b. The abusive use of prescription and/or other legal drugs and substances, while on duty, is absolutely prohibited.

c. Employees must not report to work or be subject to duty if their ability to

perform their job duties is impaired due to the use and/or abuse of alcohol, illegal drugs, legal drugs, prescription drugs and/or other substances.

d. Employees must report to their supervisor when they are taking medication that states “Do not operate machinery.” e. Employees who have been prescribed medication that may impair their ability to do their job, must have a release from their physician to come back to work.

2.12 Physical and/or Psychological Fitness for Duty

Employees of the Department shall maintain such physical and/or psychological condition that they can fulfill the duties of their assignment(s). Failure will result in the employee being removed from duty while a Fit for Duty Evaluation is conducted.

2.13 Sleeping on Duty

a. Employees shall not sleep while on duty between 0700 and 1900; with the

exception of weekends and holidays at the discretion of the Lieutenant. Someone in uniform must remain alert and ready to greet the public at all times.

b. Personnel shall arise by 0630 hours. c. It is left to the discretion of the Lieutenant to allow employees to sleep while on

duty in cases of sickness or fatigue.

d. Allowing employees to sleep while on duty should never interfere with the day to day operations of the department.

2.14 Malingering or Pretending Employees of the Department shall not avoid their duties by feigning and/or faking illness or injury. Malingering, pretending or otherwise giving a false impression that they are performing their duties is also prohibited.

2.15 Punctuality

a. Employees of the Department shall be punctual when reporting for duty or

performing an official act.

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b. Employees of the Department shall report for duty, promptly, by their scheduled reporting time unless prior approval to report otherwise is granted by the on duty Battalion Officer. Administrative personnel must grant approval by their assigned supervisor.

c. If an employee is more than thirty (30) minutes late for the scheduled shift, and is

unexcused, said employee will be considered AWOL.

d. In the event that a circumstance beyond the employee’s control causes the tardiness, the employee shall make every effort to notify the on duty Battalion Officer of the problem so a decision can be made about filling the position.

e. If an employee cannot report to work due to illness, they must call the on duty

Battalion Officer at least 30 minutes before the start of their shift. Administrative personnel must contact their immediate supervisor 30 minutes prior to start time in the instances where they are unable to report to work.

2.16 Keeping Up to Date

Employees of the Department shall acquaint themselves with the events that have occurred (which pertain to their responsibilities) since their last tour of duty, upon their return to work. This includes, but is not limited to checking bulletin boards, department emails, and the station Pass Down log from the previous shift. Employees should make every effort to brief the oncoming shift.

2.17 Submitting Reports

Employees of the Department shall submit all reports, which are required of them, as promptly, correctly, and completely as possible. Reports shall be completed prior to being relieved from duty.

2.18 Peddling or Soliciting Prohibited

Peddling or soliciting is prohibited on or in County property and facilities, unless written authorization is received from the Fire Chief.

2.19 Department Correspondence

Employees of the Department shall not use Departmental stationary, postage, copies, fax machines, internet, etc., except for conducting official Department or County business.

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2.20 Recovered Property

Employees of the Department shall ensure that all recovered County or personal property, coming into their possession, is returned to the appropriate Division Chief immediately.

2.21 Recommending Businesses and/or Services

Employees of the Department, in their official capacity, shall not recommend any business or service to the public without the approval of the Fire Chief, or his designee.

2.22 Conformance to Directives

Employees of the Department shall familiarize themselves with and conform to the rules, regulations, directives, and standard operating guidelines of the Department. It is the responsibility of the Supervising Officer to ensure that subordinates acknowledge receiving and understanding all rules, regulations directives and SOP’s.

2.23 Job Actions Prohibited

Employees of the Department shall not, at any time and under any circumstances, organize or participate in any apparent job action (i.e. strikes, walkouts, sickouts, work slowdowns, work stoppages, etc.).

2.24 Personality Clashes/Conflicts

Employees of the Department, experiencing a personality problem with another employee, which cannot be resolved amicably, shall notify their immediate supervisor or chain of command, in writing, of the conflict. Supervisors shall be responsible for resolving the problem in the best interest of the employees involved and the Department, within a reasonable time frame.

2.25 Unsatisfactory Performance

a. Employees of the Department shall maintain sufficient competency to assume and

perform their duties and responsibilities of the position. Employees shall perform their duties, in the manner that tends to establish and maintain the highest standards of efficiency, in carrying out the functions and objectives of the Department.

b. Unsatisfactory performance may be demonstrated by a lack of knowledge of the application of the laws required to be enforced; an unwillingness or inability to perform assigned tasks; failure to conform to work standards established for the employee’s rank, grade, or position; failure to take appropriate action in a situation or incident deserving a public safety employee’s attention; absence without leave; or absence from duty, and excessive tardiness.

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c. Repeated, poor performance evaluations or repeated violations of Department

directives shall be considered primary source of evidence of unsatisfactory performance.

2.26 Understanding Directives

Employees of the Department, who do not understand an official Department directive or procedure, shall seek the advice of their supervisor.

2.27 Absent From Duty

On-duty employees shall keep themselves available for service and shall not absent themselves from their assignment without permission from their Battalion Officer or until properly relieved. Employees in violation of this rule will be considered Absent Without Leave (AWOL).

2.28 Interfering with Radio Communication

Employees of the Department shall not willfully or intentionally interfere with radio communications, unless an emergency exists.

2.29 Abuse of Authority

Employees of the Department shall not use their authority as a Fire Department employee to abuse, harass, oppress, or persecute any person(s).

2.30 Unnecessary and/or Excessive Force Prohibited

Employees of the Department shall not use unnecessary or excessive force against any person or property and shall only use force that is necessary to gain entry into a building/vehicle, effect and arrest, prevent an escape, or defend themselves or another from physical assault. Only the amount of force deemed reasonable by a prudent person shall be used.

2.31 Reporting Required when Force Used

Employees of the Department, who use force against any person or property, shall immediately notify the Battalion Officer and make a detailed report of the incident.

2.32 Conflicts of Interests

Employees of the Department shall not, directly nor indirectly, invest in or hold investments in any financial, business, commercial, or other private transaction,

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which creates or gives the appearance of creating a conflict of interest with their official duties; except as provided by law, business with Henry County Government is also prohibited.

2.33 Fraternizing with Persons of Questionable Character

Employees of the Department, while in uniform or representing the department, shall not fraternize/associate with any person of questionable character, not loiter or spend unnecessary time in or around a place of ill-repute or questionable reputation, except when acting in the line of duty with the knowledge and consent of their supervisor.

2.34 Access to Places of Business

Employees of the Department shall not have a key to any place of business, other than their own, without written permission of the Fire Chief or his designee.

2.35 Supervisor-Subordinate Relationship

Supervisors shall not borrow money nor use their position to solicit or gain personal favors from a subordinate.

2.36 Business Transactions with Patients / Customers

Employees of the Department shall not buy, sell, receive, or transfer anything of value from any patient/customer.

2.37 Control of Contraband

Employees of the Department shall not be negligent in the control of contraband. Employees will turn over any illegal substances found on an emergency scene to the police immediately. .

2.38 Off-Duty Personnel, in Uniform, in Public

Employees of the Department appearing in public, in uniform (though off-duty), shall have an obligation to act and must be prepared to help the public by taking whatever action is appropriate and necessary. Any departmental issued uniforms items are not to be worn while working part-time jobs.

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2.39 Selling Items On-Duty

Employees of the Department shall not sell, offer for sale, or have in their possession with the intention of selling, any goods, tickets, or other type of merchandise or service without the written permission of the Fire Chief.

2.40 Maintaining Duty Post

Employees shall not absent themselves from duty at their stations or other places of assignment without the permission from their Station Officer, Captain or Battalion Officer.

2.41 Personal Use of Property

Employees of the Department shall not convert to their own use or have any claim on found and/or recovered property, property held as evidence, or property purchased by the County.

2.42 Cowardice

Employees of the Department, who shrink from danger and fail to discharge their duties under emergencies, shall be guilty of cowardice. They will be dealt with in accordance with the County Policy manual regarding incompetence or inefficiency in performance of work related duties.

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CHAPTER 3

SUBPOENA AND JURY DUTY POLICY

3.00 Subpoena Policy

a. The Fire Department shall operate in accordance with County policy concerning employees subpoenaed for court appearance.

b. Members who are served a subpoena involving a matter directly relating to the

course of their employment shall notify their immediate supervisor and submit to same a copy of the subpoena.

c. Members who are served a subpoena as a private individual, which will require

them to be absent from work in order to appear, shall notify their immediate supervisor and submit to same a copy of the subpoena.

d. Members shall be entitled to a leave of absence with pay while serving as a

subpoenaed witness by any court on official County business. e. Members who are required to appear in court on County related matters, during

periods in which they would normally not be on duty, shall receive regular time and a half pay according to the amount of time involved.

f. Fire Department members appearing in court, where the County is a party to a

proceeding, shall wear the uniform specified by the Fire Chief. g. Employees of the Department, when called upon to appear in court, shall be

punctual and prepared, conform to the court’s rules of conduct, obey all orders of the court and be truthful at all times.

h. Employees of the Department who are served, in their official capacity, regarding

a civil case in which liability may attach to the employee, officials of the Department or the County, shall immediately forward the document, along with a statement indicating the time, place and date of service, to the Fire Chief via the chain of command.

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3.01 Jury Duty Policy

a. The Fire Department shall operate in accordance with County policy concerning

jury duty. b. Members shall notify their direct supervisor and submit to same a copy of the

notice requiring them to serve as a juror. c. Members shall be entitled to a leave of absence with pay while on jury duty and

may accept a jury fee.

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CHAPTER 4

APPARATUS POLICIES

Purpose

To establish policies for all employees acting in an official capacity regarding Fire Department apparatus and vehicles.

4.00 Responsibility for Examining County-Owned Vehicles

a. Employees of the Department shall be responsible for the condition and the

prompt reporting of loss, damage, or defect of any County-owned vehicle in their custody.

b. Before use, employees shall examine any County-owned vehicle assigned to

them, note any loss, damage, and/or defect, and submit the necessary report(s) to the Station Officer, immediately.

4.01 Operator to be Qualified and Authorized

Employees of the Department shall not operate a County-owned vehicle unless they are authorized to do so and are in possession of a valid Georgia Driver’s License, with the proper class for the vehicle to be operated. .

4.02 Assignment and Use of County-Owned Vehicles

Employees of the Department shall not assign or use a County-owned vehicle for any purpose, other than for official business, nor shall they transport any unauthorized person, without approval of their supervisor.

4.03 Operation of County-Owned Vehicles

a. Employees of the Department shall operate a County-owned vehicle in such a

manner as to avoid injury to persons or damage to property, at all times. b. Employees shall not use County vehicles for personal errands, business, etc.

4.04 Vehicle Appearance

Employees of the Department, assigned to drive or operate a County-owned vehicle, are responsible for ensuring its cleanliness.

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4.05 Safe Driving Techniques

Employees of the Department shall exercise due caution, exhibit good driving habits and obey State and local traffic laws when operating County-owned vehicles.

4.06 Apparatus Remaining in Station

With the exception of emergency calls, training, and/or details assigned by the Station Officer, apparatus will remain in the assigned station. Personnel will notify the dispatcher when leaving the station and state the reason.

4.07 Seatbelts

Seat belts shall be worn at all times by all drivers and passengers riding in all County vehicles. This includes personnel not actively providing patient care in the back of an ambulance.

4.08 Securing Food

Employees will not use apparatus to secure food unless authorized by the Station Officer. When securing food the vehicle must be parked away from the business in an approved parking spot.

4.09 Apparatus Breakdown

When a breakdown occurs in an emergency vehicle, notify the Battalion Officer and dispatch immediately. The Battalion Officer will notify the Mechanic.

4.10 Backing Fire Apparatus

Drivers shall not back an apparatus unless at least one employee is at the rear to guide them. If there are no personnel available to assist in backing, the driver will go to the rear and confirm that the area is clear before attempting to back the vehicle unguided. If a driver is observed backing an apparatus without a guide, and personnel are available to assist, disciplinary action will result. If a driver is alone and is unsure about backing the vehicle, they may request another apparatus to the scene as a spotter.

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CHAPTER 5

OFF DUTY EMPLOYMENT

5.00 Policy

1. Members shall not conduct any outside business, employment or transactions while using County telephones and computers.

2. Fire Department equipment and facilities shall not be used to conduct or support

any outside business or employment engaged in by any member.

3. Members shall not be involved or engaged in any outside business or employment which may:

a. Obstruct, impede or hinder Fire Department operations in any way or form. b. Bring discredit or criticism upon the Fire Department.

c. Cause conflict of interest relating to their position within the Fire

Department.

4. Members shall not utilize the Fire Department name or their position within the Department to further their outside business or employment.

5. Off duty employment shall not lessen the efficiency in which the employee carries

out his/her duties with the Fire Department. Employees are prohibited from working outside of Henry County Fire Department within 8 hours prior to the beginning of their shift.

6. Off-duty or outside employment shall be considered to be any gainful occupation

(other than the Fire Department) requiring time and energy, whether working for others or self-employed.

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CHAPTER 6

UNIFORM POLICY

6.00 Policy

1. All uniform clothing worn by Fire Department members shall meet Henry County Fire Department specifications and shall be neat in appearance at all times.

2. Fire Department members shall maintain, at least, the minimum amount of uniform

clothing necessary to meet the standards set forth in this policy.

3. Members shall not remain in a state of undress or semi-undress during waking hours.

4. Those uniforms, which are listed within this policy, shall be the only officially recognized uniforms of the Henry County Fire Department.

5. Members shall not sleep in uniforms during normal sleeping hours.

6.01 Authority and Responsibility

1. The Fire Chief shall have the authority to establish or change Fire Department uniform standards and policies.

2. All members are responsible for maintaining a neat and professional appearance

within the guidelines of this policy.

3. All officers are responsible to insure that those whom they supervise comply with Fire Department uniform standards.

6.02 General

1. Fire personnel shall wear and maintain their uniforms in such a manner to present a neat and clean appearance.

2. Uniforms shall be clean and free of rips, tears, holes, other signs of wear and shall not

be missing any required parts such as buttons, patches, and accessories. 3. Only those uniform accessories that are listed within this policy are approved to be

worn with Fire Department uniforms. 4. Uniforms are to be worn only during on-duty working hours unless otherwise approved

by the Fire Chief. Members shall not wear uniforms for private purposes such as, working around the house, outside employment, or other like activities. It shall be

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permitted for members to wear uniforms while off duty if they are attending school or representing the Fire Department.

5. When reporting for normal duty, all line personnel shall wear a Class “C” uniform

(NOMEX III-A). During cold weather and with the approval of the Station Officer, approved sweatshirts and job shirts may be worn outside of the Class “C” uniform.

6. Employees must wear their full uniform at all times during daytime working hours.

a. The Station Officer may make necessary exceptions as the situation dictates

(i.e. outdoor station duties on hot days).

b. Personnel will be allowed to wear tee-shirts approved by the fire chief after 21:00 hrs. This includes responding to emergency alarms.

c. During firefighting activities or during live fire-training evolutions, personnel

shall wear NOMEX III-A station uniforms whenever possible. This includes uniform shirt and pants.

d. All uniforms shall conform to the standards established in this policy by the

Fire Chief.

e. Members shall keep a complete Class "C" uniform at their station at all times which will be available for use or inspection when requested.

f. Members shall report to normal duty in a clean uniform.

g. No civilian clothing will be worn over the top of any Fire Department uniform at

any time while on duty.

6.03 Class “A” Uniforms

Personnel shall purchase and maintain a complete Class “A” Uniform by the end of their third year of service with The Henry County Fire Department. This Uniform will be worn as required for formal events and department functions. The following are the items required for the Class “A” Uniform:

Firefighters Class “A” 1. Black dress cap with silver band and firefighter hat badge.

2. Black dress coat with silver buttons and Henry County patch on both sleeves.

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3. Silver Maltese crosses may be added to the left sleeve of the coat to indicate number

of years in the fire service. One cross will represent four (4) years of service.

4. HCFD collar insignias should be worn centered on the upper collar area.

5. Silver Firefighter badge should be worn on the left side centered over the pocket.

6. Any awards that may have been received will be worn on the left side under the badge

centered and aligned appropriately.

7. Silver name tag will be worn on the right side of the coat centered on the chest. It

should be in line with the top of the pocket on that is on the left side of the coat.

8. Long sleeve white uniform shirt. (Hardware is not required on the shirt if the coat is

going to be worn the majority of the presentation or event).

9. White tee shirt.

10. Black neck tie

11. Black trousers.

12. Black socks

13. Black, high gloss dress shoes.

Officers Class “A” 1. Black dress coat with gold buttons and Henry County patch on both sleeves.

Gold stripes shall be installed on each sleeve to indicate rank.

a. Lieutenant – One gold stripe.

b. Captain – Two gold stripes.

c. Battalion Chief – Three gold stripes - two bold and one narrow.

d. Division Chief – Three bold gold stripes.

e. Deputy Chief – Four gold stripes.

f. Chief of Department – Five gold stripes.

2. Black Dress Cap:

a. Lieutenant – black cap, gold band, and Lt’s cap badge.

b. Captain – black cap, gold band, and Captain’s cap badge.

c. Battalion Chief – White cap, gold band, and Battalion Chief’s cap badge.

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d. Division Chief – White cap, scrambles on bill, gold band, and Division Chief’s

cap badge.

e. Deputy Chief – White cap, scrambles on bill, gold band, and Deputy Chief’s

cap badge.

f. Chief of Department – White cap, scrambles on bill, gold band, and Chief’s

cap badge.

3. Gold Maltese crosses may be added to the left sleeve of the coat to indicate

number of years in the fire service. One cross will represent four (4) years of

service.

4. Collar insignias for the appropriate rank should be worn centered on the upper

collar area.

5. Gold Badge, appropriate for rank, should be worn on the left side centered over the

pocket.

6. Any awards that may have been received will be worn on the left side under the

badge centered and aligned appropriately.

7. Gold name tag will be worn on the right side of the coat centered on the chest. It

should be in line with the top of the pocket that is on the left side of the coat.

8. Long sleeve white uniform shirt. (Hardware is not required on the shirt if the coat is

going to be worn the majority of the presentation or event).

9. White tee shirt

10. Black neck tie

11. Black trousers.

12. Black socks

13. Black, high gloss dress shoes.

6.04 Class “B” Uniform

1. Long sleeve white uniform shirt.

2. Collar insignias, appropriate for rank, should be worn centered on each collar.

3. Badge, appropriate for rank, should be worn on the left side centered over the

pocket.

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4. Any awards that may have been received will be worn on the left side under the

badge centered and aligned appropriately.

5. Name tag, appropriate for rank, will be worn on the right side of the shirt centered

over the pocket.

6. White tee shirt

7. Black neck tie

8. Black trousers.

9. Black socks

10. Black dress shoes.

6.05 Class “C” Work Uniform for Fire Suppression Personnel

A. All personnel assigned to the Fire Suppression force, from Firefighter to Captain, will wear the work uniform (Class “C”). The work uniform is an optional uniform for 40-hour workweek suppression personnel, depending on the type of activities in which they may be engaged.

1. Short or long sleeve shirt, made of NOMEX III-A, navy blue for all personnel.

2. Navy blue trousers made of NOMEX III-A.

3. Navy blue bomber style jacket or lightweight cloth jacket.

4. Black rescue belt or ranger belt.

5. Department issued black uniform boots or other boots approved by the Fire Chief.

6. Department approved navy blue tee shirts.

7. Department approved navy blue sweatshirts or job shirt.

8. Appropriate rank insignia for collar.

9. Fire Department patch on left sleeve with rocker. Company patch or Department patch on right sleeve.

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10. Appropriate EMS certification on left sleeve.

11. Appropriate navy blue short made of NOMEX III-A B. The optional summer uniform may be worn from June 1st until August 31st.

. The uniform consists of the following:

1. Short sleeve uniform shirt, made of Nomex III-a, navy blue for all

personnel.

2. Navy blue “Workrite” Nomex III-a (regular rise) shorts, the hem is

required to be two (2) inches above or below the midline of the knee

cap.

3. Black rescue belt or black ranger belt.

4. High-Tech, Thorogood, Rocky or comparable 7 inch cut boots or

lower, with black or navy socks showing outside the boot. Boots

must be zipped, laced, or tied.

5. Department approved navy blue tee shirt.

6. Appropriate rank insignia for collar.

7. Fire Department patch of left sleeve.

. Battalion Officers (Chiefs and Captains) and Administrative Personnel are not permitted to wear shorts. It is the responsibility of the station officer to see that uniform requirements are met by each employee. Shorts are intended to provide relief from heat related operational duties and are not intended for special functions such as awards ceremonies, commissioner meetings, formal presentations, etc. A complete uniform shall be maintained at the station at all times to include long pants.

6.06 Class “C” Work Uniform for Administrative Personnel

The work uniform for administrative personnel is worn by all day shift administrative employees of the Henry County Fire Department. This will include the Fire Chief, Deputy Chief, Division Chiefs, Battalion Chiefs, Training Lieutenants, and Certified Administrative personnel.

1. Short or long sleeve white uniform shirt.

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2. Black cotton/blend trousers.

3. Black bomber style jacket.

4. Black rescue belt or ranger belt. 5. Black Hi-Gloss shoes or High-Tech or Thorogood boots.

6. White tee shirt.

7. Appropriate rank insignia for collar.

8. Appropriate badge.

9. Appropriate nametag. 10. Administrative Officers may also wear Nomex uniforms.

6.07 Class “C” Work Uniform for Fire Prevention The work uniform for fire prevention personnel is worn by all of prevention employees of the Henry County Fire Department. This will include the Captains and Lieutenants.

1. Short or long sleeve navy blue uniform shirt for Inspectors / Investigators.

2. Navy blue cotton/blend trousers for Inspectors / Investigators.

3. Blue bomber style jacket or lightweight game jacket for Inspectors / Investigators.

4. Department approved navy blue tee shirt for Inspectors / Investigators.

5. Short or long sleeve white uniform shirt for Fire Safety Educators.

6. Black cotton/blend trousers for Fire Safety Educators.

7. Black bomber style jacket or lightweight game jacket for Fire Safety Educators.

8. White tee shirt for Fire Safety Educators.

9. Black rescue belt or ranger belt.

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10. Department issued black Hi-Gloss shoes or black uniform shoes or boots or other

boots approved by the Fire Chief.

11. Appropriate rank insignia for collar.

12. Appropriate badge.

13. Appropriate nametag.

14. Prevention staff may also wear Nomex uniforms.

15. Prevention staff may also wear job shirt with navy blue uniforms.

16. Fire Department patch on left sleeve with Paramedic/EMT rocker.

17. Division patch or Department patch on right sleeve.

6.08 Tee-Shirts 1. Tee shirts will not be worn instead of proper uniform while in public or while visitors are

in the station.

2. Tee shirts will be tucked in at all times. They must be an approved HCFD tee shirt. 3. Approved departmental tee shirts may be worn when responding to emergency alarms

after 21:00 hrs.

4. The Fire Chief will approve all tee shirts.

6.09 Sweat Shirts

1. Only approved navy blue sweatshirts may be worn.

2. When the sweat shirts are worn over the Class “C” uniform shirt, the uniform shirt collar will be worn outside of the sweatshirt.

6.10 Uniform Accessories

a) Patches, badges, insignias, or any other type of accessories shall be worn only

upon approval of the Fire Chief.

b) Patches

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a. The HCFD patch shall be worn on both sleeves of the uniform shirt with the EMS certification rocker placed under the left patch.

b. Approved company patches can be placed on the right sleeve.

c. The Fire Chief shall approve specialized training patches before being placed

on the uniform. The patch will only be worn on the right sleeve of the uniform shirt.

c) Collar Insignia

a. Collar insignias issued by the Department shall be worn one (1) inch above the collar of the uniform shirt and shall be centered on the collar.

b. Appropriate collar insignia will be worn according to rank of personnel.

d) Badges

a. Fire Suppression personnel Class “C” badges are sewn onto the uniform shirt on the left chest above the pocket.

b. Administrative Class “C” badges are pin through badges and are attached

onto the left chest above the pocket of the uniform shirt. c. Class “A” badges are metal clip through type badges and are attached on

the left chest area of the uniform shirt.

e) Name Badges or Plates a. Fire suppression personnel Class “C” uniform nametags are sewn onto the

right chest just above the pocket. Firefighter writing will be in red. Officer writing will be in gold.

b. Administrative nametags are metal pin-on types that attach on the right chest

of the uniform shirt just above the pocket.

f) Only official Department accessories may be worn on the uniform of personnel.

6.11 Personal Appearance Standards At 0700 hours, shift personnel should be dressed in a clean uniform and ready to work. Men shall be clean-shaven and women shall have their hair arranged according to policy before beginning his/her shift. If someone is not ready to work by 0700 hours, they will be considered tardy.

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All officers are responsible for insuring that those whom they supervise comply with Departmental grooming standards. The following safety and personal appearance policies will apply to all personnel, with the exception of civilian administrative personnel, while in department uniform: 1. No beards, goatees or chin whiskers.

2 Sideburns will be neatly trimmed and not extend below the ear lobe. 3. Neckline hair will not extend below the top of the shirt collar when the collar is

buttoned and the head is held erect. Neckline hair will be neat and trimmed. 4. The hair length may extend down the side, halfway over the ear. The density of

the hair at this point will not stand off or extend outward from the side of the ear more than 1½ inches. The side hair will be neatly trimmed.

5. Mustaches are to be neatly trimmed and not bushy. Mustaches may extend past

the corners of the mouth up to 1 inch in length. It falls upon the station officer to judge if the appearance and neatness of the mustache is appropriate for operating in the public.

6. Bangs shall not extend below ½ inch above the eyebrows.

7. Female hairstyles are to be neatly styled and will follow the descriptions in #3 and

#4. Female hair styles that are “Pony tailed” shall be consistent with hair length regulations.

8. Exceptions for female hairstyles are as follows: Hair may be arranged on the back

of the head, pony tailed or braided provided it allows a helmet and self-contained breathing apparatus to be worn safely. Hair must not cause any interference with the donning of breathing apparatus. While on duty, hair must be off the collar at all times. This includes calls run during the night.

9. For safety purposes, no jewelry will be worn above the neckline.

6.12 Work Uniform for Non-Certified Employees Non-Certified employees working in the Henry County Fire Department shall be issued approved clothing and shall dress in a manner that will reflect a conservative and businesslike appearance compatible with the fire department image. Various members of the Henry County Fire Department may be required to wear business or business casual attire as ordered by the Fire Chief or affected Division Chiefs. All items

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of this nature will be issued by the Department and worn according to instructions from the Chief, Deputy Chief, or Division Chiefs.

1. Short or long sleeve professional polo shirt or Edwards button down poplin. 2. Pants should be uniform black, casual slacks or khakis. 3. Skirts – no shorter than two inches above the knee. 4. Casual dress shoes, nylon athletic oxford or flats. 5. Sweaters

Unacceptable attire is discussed in the Henry County Personnel Policy Manual, Article IX County Dress Code, page 28.

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CHAPTER 7

PUBLIC ACTIVITIES 7.00 Endorsements and Testimonials

Employees of the Department shall not, without the consent of the Fire Chief, permit their names, photographs, or identities as employees of the Department to be used to endorse any product or service.

7.01 Publishing Books, Pamphlets or Articles

All written material for publication/distribution outside the Department (except personal correspondence) which identifies the writer as an employee shall be submitted to the Fire Chief for approval prior to submission for publication. The Fire Chief shall then make a determination of the correctness of any references to Department operations of policy and the appropriateness of making public any information that might be prejudicial to the lawful interest or privacy of any person(s).

7.02 Improper Organizations

Employees of the Department shall not, in any way, join or participate in an organization that advocates violating any law, statute, or ordinance of the Federal, State, County, or City government.

7.03 Soliciting Advertisement

Employees of the Department shall not solicit advertisement that is to appear in a commercial publication or lend their support, in any way, to such solicitation if it would identify them as an employee of the Department.

7.04 Political Activity

a. Employees of the Department shall not solicit or receive any political contribution or service, for any purpose, while on duty or while using County-owned property.

b. Employees of the Department, in charge of any Department facility, shall not

permit any person to solicit any type of political contribution on such premises.

c. Employees of the Department are not under any obligation to contribute to any political fund or render any political service to any person or party and shall not be penalized, in any way, for refusing to do so.

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d. Employees of the Department shall not use their authority or influence to coerce

the political action of any person or body nor shall they interfere with any nomination, appointment, or election to public office of any person.

e. Employees of the Department shall not take part in any political

management/campaign or engage in any political activity for or against any person, candidate, or party while on duty.

f. Employees of the Department have the right to vote as they please and to

privately express their opinions on all political subjects. Expressing political opinions, while performing official duties, is prohibited.

7.05 Contributions

Employees of the Department shall not be penalized, in any way, for contributing or refusing to contribute to any charitable, political, or professional organization; unless said organization is deemed improper under Rule 7.02.

7.06 Press Communications

No news release or other information concerning the Department and its operations will be released for broadcast or publication by anyone other than the Public Information Officer, the Fire Chief, or his designee.

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CHAPTER 8

PERSONNEL POLICIES

8.00 Light Duty

a. When a fire suppression employee has any short-term medical condition that limits his/her performance to less than that required for normal job function due to an on the job injury or illness, they may be placed on a light duty assignment.

b. A written release from the county’s physician stating that the employee is

physically able to return to full duty is required before the employee can return to full duty status. The HCFD Medical Clearance Return to Work Form must also be completed prior to returning to duty.

8.01 Sick Leave

When an employee of the Department is unable to report to work due to illness the following procedure must be followed:

a. Line Personnel must notify the on duty Battalion Chief at least thirty (30) minutes prior to the start of their shift. Failure to do so could result in disciplinary action.

b. Members of the Department on sick leave, when not hospitalized, are expected to remain at home. The following exceptions to this provision are noted:

i. An individual may leave his/her residence to obtain medications, visit a physician, or obtain medical care or therapy.

ii. It is recognized that certain illnesses and injuries require periods of convalescence. It is the employee’s responsibility to advise the Fire Chief of this; however, no one will be permitted to pursue another job in any capacity while on sick or injured leave.

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8.02 Abuse of Leave

Abuse of sick leave is defined as but not limited to taking sick leave with no time available, taking two shifts off without submitting a doctor’s note when returning to work, or calling in sick before or after a holiday. The following items are examples that will be used, but not limited to, when auditing employee’s attendance records to identify suspected patterns of sick leave, irregular attendances, and sick leave abuse:

Sick leave on the first work day following pay days.

Sick leave before or after a day off.

Sick leave on the same calendar day of the weekend.

Sick leave before or after a holiday.

Sick leave on Fridays, Saturdays, Sundays, or Mondays, for a three to four day weekend.

Sick leave during inclement weather.

Sick leave on dates of public events such as ball games, etc.

Sick leave on date’s employee worked at outside employer.

Sick leave on date’s employee is on vacation from outside employer.

Sick leave when the day off was refused.

Sick leave when an undesirable job is to be performed.

Sick leave taken as soon as it is earned.

Sick leave on days in which watching an event on T.V. may be deemed a national event.

No pattern, but excessive intermittent sick leave absences of short duration.

Sick leave on hunting or fishing season opening or closing dates.

Sick leave to test for other employment opportunities. Employees of the Department shall not in any way, misuse or abuse the leave policies, procedures, practices, or records of the Department and/or County. If an employee is found to be abusing leave, the following shall apply: First Offence: Counseling Form – Verbal Second Offence: Counseling Form – Written Third Offence: Counseling Form – Suspension – 12 hours without pay Fourth Offence: Counseling Form – Suspension – 24 hours without pay A more aggressive discipline will be enforced if the abuse continues.

8.03 Absent Without Leave (AWOL)

Failure to report to work thirty minutes after time of assigned work day duties, without proper notification and authorization shall be considered absent without leave (AWOL). Employees who find it necessary to be absent from their assigned duties, shall be responsible for notifying their Battalion Officer, Administrator Supervisor.

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The disciplinary actions for absence without leave may result in the following punishment: First Offense: A loss of pay for the time that employee was absent without leave from work with an oral reprimand. Second Offense: Absent without leave within six months will constitute suspension for twenty four hours without pay with a written reprimand.

Third Offense: Absent without leave within six months will constitute suspension without pay or termination determined by the fire chief.

8.04 Shift Swap

Line personnel are allowed to trade time with other line personnel by following these procedures: a. The shift swap request will be processed electronically and will be signed by the

individual scheduled for duty and by the individual who will be the replacement. b. The shift swap form must be completed and signed by both personnel involved in

the shift swap and by the Battalion Officers of both parties involved and emailed to the Payroll Coordinator by the initiator. It is the responsibility of the last Battalion Officer signing the shift swap to submit the required shift swap document to all parties involved.

c. Both the swap date and the pay back date will be listed on the form. The pay

back date should be within four months. It is not the responsibility of any officer or other member of the Department to insure that a payback occurs.

d. Only two persons may trade shifts. No three way trades. e. Personnel may not trade shifts with another member of the Department if that

individual cannot perform the same job and/or job functions. I.e. Paramedic with Paramedic. The exception to this is that rank can swap with equal rank.

f. If the substitute fails to show up to work, they will be considered AWOL. Should

illness prohibit an individual from meeting their shift swap obligation a valid doctors excuse will be required to prevent that person from being considered Absent Without Leave (AWOL). If that person cannot be located the no show personnel will receive the following punishment:

First Offense: Twenty-four hour suspension with no pay and loss of shift swap privileges for three months.

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Second Offense: Twenty-four hour suspension with no pay and loss of shift swap privileges for six months. Third Offense: Twenty-four hour suspension with no pay and loss of shift swap privileges for one year. The person who is not present for their regularly scheduled work day due to the swap will not be charged any leave for the actions of the personnel who did not report to work on the shift swap date.

g. Repayment obligations of a shift swap are voided if one of the involved

personnel are terminated, resign, or are promoted to a position that would prohibit completion of the shift swap.

h. Battalion Officers have the right not to approve a shift swap. i. The Chief of the Henry County Fire Department and/or his designee have the

discretionary authority to manage issues arising from shift swapping on a case by case basis. The Chief and/or his designee is not inhibited by this policy in making rulings outside the guidelines of this policy.

8.05 Holiday

a. The Fire Department administrative staff and non-fire suppression personnel shall be eligible for holidays as set forth in the Henry County Personnel Handbook. Fire suppression members shall receive twelve (12) hours of holiday leave or holiday pay whenever the Department’s headquarters is closed for a County approved holiday. The option of holiday pay only affects members of the department that are on duty the day the county recognizes the holiday. Other members will accrue holiday hours. Members may accrue up to 108 holiday hours per year (July – June). Holiday hours will carry over to the next year but can never exceed 108 hours.

b. Sick Leave taken before or after a holiday should be accompanied by a doctor’s excuse to accrue holiday hours.

8.06 Tobacco Use

Henry County prohibits the use of all tobacco products in County buildings and vehicles.

8.07 Overtime

Sufficient overtime personnel shall be utilized to maintain on-duty minimum staffing levels. When the Battalion Chief is aware of a vacancy, personnel from the shift getting off-duty will be asked first. If minimum staffing is not met with personnel from

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the shift going off-duty, personnel from the other shifts will be called. Personnel will be required to maintain duty post until relief arrives at the station. In the case where mandatory holdover is required to staff apparatus the person with the least seniority will be required to stay. This process will rotate through all personnel within that station. It is the responsibility of the Battalion Officer to assure fairness in the mandatory holdover process. In instances where mandatory holdover of personnel results in overtime, it is the responsibility of the Officer hiring the overtime to submit the Overtime Justification to the Payroll Coordinator.

8.08 Leave Policy

The Henry County Fire Department is committed to the fair and equitable granting of annual leave and holiday leave benefits to its employees. The following policy will determine this method for the selection and granting of all leave within the fire department. Section I: Leave Definitions Annual Leave: Leave which is accrued as set forth by the Henry County Board of Commissioners and Henry County Personnel Policy Handbook Article VII Section III. Holiday Leave: Leave which is granted on the basis of holidays as defined by the Henry County Board of Commissioners and Henry County Personnel Policy Handbook Article VII Section I.

Section II: Accumulation of Leave Annual Leave: Annual Leave is accrued at a specified rate as defined in Article VII Section III of the Henry County Personnel Policy Handbook. Annual Leave is currently accrued by length of service or tenure of an employee. The following table reflects the accrual rate by years of service.

Length of Completed Service FULL‐TIME Days accrued

per year

0 months – 5 years (10) 5 days

6 years – 15 years (15) 7.5 days

16 years – 20 years (20) 10 days

21 years and over (23) 11.5 days

Holiday Leave:

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Henry County offers additional leave to employees defined as Holiday Leave Article VII Section I: of the Personnel Policy Handbook. The board of commissioners designates the following days as paid holidays for employees of the county.

New Years Day (First day of January);

Martin Luther King Jr,’s Birthday (Third Monday in January);

Memorial Day (last Monday in May);

Independence Day (July 4th);

Labor Day (First Monday in September);

Thanksgiving Day and the following Friday;

Christmas Day and either the last working day before or after (at the discretion of the

County Manager

Up to two (2) additional floating holidays may be designated annually based upon

recommendation of the County Manager and Board approval

Henry County Fire Department employees currently assigned to a twenty-four (24) hour shift will receive the option to accrue twelve (12) hours of holiday leave or paid compensation for twelve (12) hours. The employee must notify their supervisors via email prior to each holiday with their choice of pay or accrual. Should an employee not notify their respective supervisor the Battalion Chief or payroll shift officer will automatically list the employee as accruing holiday leave. Holiday hours will carry over to the next year but can never exceed 108 hours. Sick leave taken before or after a holiday shall be accompanied by a doctor’s excuse to accrue holiday hours.

Section III: Seniority List

Seniority is defined as “The total length of continuous service with Henry County Fire Department” determined by date of hire with Henry County Fire Department.

The Henry County Fire Department’s Administrative Assistant or their designees shall

develop a seniority list for their respective shift.

Rank or shift reassignment will not impact the seniority selection process.

Section IV: Annual Leave Selection:

Annual leave selection for Four (4) twenty-four hour shifts to begin on November 01.

Personnel will complete “HCFD Request for Leave Form.

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Beginning with the employee determined to have the most seniority will select four (4)

twenty-four (24) hour shifts of leave for the upcoming annual year.

Personnel may use annual leave or holiday leave currently accrued hours for the

selection process.

The four (4) twenty-four (24) hour selections do not have to be taken consecutively.

Only one (1) designated holiday can be encumbered with this selection. See Article

VII Section I of the Henry County Personnel Policy Handbook for a list of designated

holidays.

Personnel must have a balance over or equal to the time requested at the time of

selection. An insufficient leave balance will result in leave being denied and the slot

will return to open or available status.

After completion of the first annual bid in November, the leave calendar for the first

quarter will be open on the first Shift of December for personnel to select shifts for the

corresponding quarter. When multiple personnel select the same date, the staffing

officer will make selections based upon seniority and create a “Declined List” for that

date. This will be attached to the HCFD leave calendar. After the first Shift of the

month preceding the start of the new quarter, all leave requests for the following

quarter will be approved on a first come first serve basis, this to include on or off shift.

Similarly, the leave calendar for the second quarter will open on the first Shift of March, for

the third quarter on the first Shift of June, and for the fourth quarter on the first Shift of

September.

1st shift of December: January 1st – March 31st

1st shift of March: April 1st - June 30th

1st shift of June: July 1st- September 30th

1st shift of September: October 1st – December 31st

Leave requests must be submitted by personnel to all four shift Battalion Officers via

their personal Henry County email login by an attached file. The station email should

not be used to submit requests. The leave form is found on the Fire Department

Forms on the intranet, this is the only required form.

Section VI: Staffing requirements:

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Under the current policies of the Henry County Fire Department separate staffing requirements are set forth for Battalion Command Staff and Operations Personnel.

Battalion Command Staff:

This group of personnel includes Shift Commanders and Battalion Chiefs presently assigned to a twenty-four (24) hour shift.

There will be no more than one (1) Shift Commander or (1) Battalion Chief on scheduled leave per shift.

The selection process for this group of personnel shall be in accordance to this policy.

The scheduled leave for battalion command staff will not be included in the minimum staffing of operations shift personnel.

Operations Shift Personnel:

This group of personnel includes Captains, Lieutenants, Fire-medics, Firefighter/EMT, Support Firefighters, and Paramedic Only (PMO) personnel assigned to a twenty-four (24) hour shift.

There will be no more than eight (8) personnel on scheduled leave per shift.

No more than three (3) Captains and Lieutenants on scheduled leave per shift. These three (3) positions are included in the total number of eight (8).

The selection process for this group of personnel shall be in accordance to this policy.

Section VIII: Cancellation of Leave

Personnel must submit a cancel leave form to the shift staffing officer a minimum of forty-eight (48) hours prior to any scheduled leave.

Canceled leave forms will be tracked by the shift staffing officer.

Excessive cancellation of leave will be reviewed by the battalion command staff and recommendations made to prevent this from occurring.

Once the leave has been canceled it will be posted on the HCFD leave calendar as open.

The shift staffing officer should review the denied for scheduled leave list and contact the next assigned personnel on the list and offer the day.

Section IX: Leave Calendar

The Henry County Fire Department leave calendar will be maintained on a yearly basis by the shift staffing officers. This calendar will supersede all other notifications of leave.

The leave calendar will allow for each leave slot to be placed in open view for all shift personnel.

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The leave calendar will account for each position on scheduled leave for each shift day.

The leave calendar will allow for a denied list which will list personnel denied for leave in descending order of request received.

The leave calendar format will be consistent between all three shifts.

The leave calendar shall account for each type of leave offered by the Henry County Fire Department as scheduled leave. (Annual Leave = AL, Holiday Leave = HL, Furlough = FRL, Swap = SWP.)

The leave calendar should also account for any other pre-determined or otherwise scheduled leave. (Administrative Leave, Civil Leave, Light Duty, Medical Leave, Military Leave = ML, Funeral Leave, FMLA.

Battalion Chiefs and Captains shall be authorized to make any changes and maintain the accuracy of the calendar.

Unauthorized changes to the leave calendar will be subject to employee discipline.

8.09 Personnel Files

The Fire Department will maintain a copy of the personnel file on each member. The information will be confidential and kept in a secure file cabinet in the Fire Chief’s office. Employees may review the content of their file by contacting their divisions Administrative Assistant and scheduling an appointment.

8.10 Probationary Period

The Fire Department shall operate in accordance with County policies concerning probationary periods. The probationary period is one year for new employees and for employees accepting a new position within the fire department.

8.11 Performance Evaluations

Evaluations are conducted quarterly during an employee’s first year (probationary) of employment. Thereafter, an evaluation will be conducted annually, on the employees hire date. If an employee takes another position within the County, a new probationary period will begin and evaluations will be given accordingly.

8.12 Inclement Weather

a. The Fire Department will operate in accordance with the County policy concerning inclement weather that states that all public safety personnel will report to work as scheduled.

b. It is the responsibility of all Fire Department employees to keep abreast of

weather conditions and report to work on time.

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8.13 Shift Assignments

The Division Chief of Operations will assign personnel to a shift following the completion of recruit training or after a promotion. The Operations Chief may also make changes in shift assignments when it is in the best interest of the Department. Personnel may request a shift change. This request must be presented and approved by each level of their chain of command.

8.14 Provide Telephone Number and Address

Employees of the Department shall have telephone service and shall provide the Department with the telephone number and address where they can be reached, when not at work. This information shall be kept confidential, unless otherwise approved by the Fire Chief. This information shall be stored in Firehouse and updated by the Executive Assistant.

8.15 Report of Change of Address and/or Telephone Number

Employees of the Department must keep the department informed of their current telephone number and address, at all times. The employee shall report any change of address and/or telephone number, in writing, to their division’s Administrative Assistant.

8.16 Separated Employees

Employees of the Department shall surrender all Department issued equipment to their assigned Division Chief. The employee must make an appointment and return all items issued by Henry County along with the required paperwork.

8.17 Emergency Recall

a. Whenever it is determined by an Incident Commander that an emergency will soon exceed or has already exceeded the capabilities of the entire on-duty fire suppression force, said Incident Commander shall obtain additional fire suppression resources by recalling off-duty personnel.

b. Personnel contacted to report for duty during an emergency recall who are ill,

under the influence of medication, or alcohol, to such an extent that their judgement and/or coordination is impaired, shall refrain from participating in the emergency recall.

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c. Personnel who were contacted for an emergency recall and were unable to return to duty shall, upon their first day returning to work, submit a memo to their supervisor explaining the reason they were unable to return to duty.

d. Personnel who were contacted for an emergency recall, stated that they would

report for duty, but failed to show up will be considered AWOL.

8.18 Complaints Against Fire Department Personnel

a. All complaints alleged against Fire Department personnel shall be received promptly and courteously.

b. Non-supervisory members receiving complaints against Fire Department

members shall refer the complaint to the member’s Battalion Officers or administrative supervisor via the chain of command.

c. Complaints of a serious nature shall be referred to the Division Chief through the

use of the chain of command. d. The Chief Officers shall have the authority to conduct an internal investigation

relative to complaints filed against any member of the Fire Department. e. Information concerning all aspects of an investigation of a complaint against a

Fire Department member shall be considered confidential and due respect for the rights and dignity of all parties concerned shall be afforded by those involved in the investigation process.

f. Whenever it becomes known that a member of the Fire Department has been

arrested by a law enforcement agency, the Supervisor of said employee shall be notified immediately.

8.19 Time Sheets For 40 Hour Personnel

Personnel shall have a properly completed and signed time sheet prepared for their immediate supervisor to approve at the appropriate time. It is the responsibility of the employee to ensure that he/she receives compensation for work performed. It is not the responsibility of the supervisor to fill out a time sheet for personnel. If personnel will be absent from work, that employee should ensure that a properly completed and signed time sheet is present prior to the pay period ending date. The time sheet should include the following information:

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a. Personnel county payroll number b. Name

c. Signature

d. Dates worked

e. Hours worked

f. Type of work day. (i.e. regular hours, annual leave, sick leave, etc.)

g. If sick leave or any unscheduled leave is taken during the pay period a request for

leave form must accompany the time sheet. Failure to comply with this policy could result in personnel not receiving compensation until the next pay period, and will be cause for disciplinary action.

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CHAPTER 9

EQUIPMENT POLICIES

9.00 Responsibility for Examining County-Owned Equipment

a. Employees of the Department shall be responsible for the condition and the prompt reporting of loss, damage, or defect of all County-owned equipment in their custody.

b. Before use, employees shall examine all County-owned equipment assigned to

them, note any loss, damage, and/or defect, and submit the necessary report(s) to the Station Officer, immediately.

c. Employees of the Department shall make a detailed report to their Station Officer

of any lost, stolen or damaged equipment that was in their custody and/or use at the time of such.

9.01 Personal Use of County-Owned Equipment

Employees may not use County-owned equipment for personal reasons.

9.02 Maintaining Emergency Readiness

All emergency equipment will be maintained in a state of readiness and availability at all times. Equipment will not be removed from service without the consent of the Station Officer.

9.03 Equipment Repair and Maintenance

It is the responsibility of station personnel to maintain equipment to minimize the need for repair and replacement. If any equipment is damaged, or in need of repair or service and can not be completed at the station level it should be reported to the Administrative Assistant of Operations for repair. Battalion Officers should be notified at the same time.

9.04 Driving on Fire Hose

Personnel will not drive over fire hose. If it is necessary to do so, the Officer in Charge at the scene should be notified first.

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CHAPTER 10

STATION POLICIES

Fire Department personnel shall maintain and operate each station in a manner that promotes efficiency, good appearance, and safety to the personnel assigned there and to the public.

10.00 Security

a. The station officer shall be responsible for overall station security. b. When the station is unoccupied, it shall be secured with all bay doors closed and

all outside doors locked. Personnel must also secure the station when leaving for emergency calls during the night, even if some personnel are remaining behind.

c. All stations will be secure by 2100 hours.

10.01 Economy

a. Personnel shall use discretion and good judgement in the use of expendable

supplies and utilities.

b. The television and lights should be turned off when station is not occupied by personnel.

10.02 Flag Policy GENERAL

The United States flag and the Georgia State flag should fly daily at each Station.

All fire department personnel shall observe and display proper respect toward the National Flag in accordance with Title 4 US Code Chapter 1 – The Flag.

It shall be the responsibility of all fire department personnel to closely observe the standards set forth in this policy. The Station Officer will be responsible for the

proper display for the National Flag at the station. It is the responsibility of the station officer to periodically inspect the condition of both the National and State Flag.

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STATION PROCEDURE Always hoist the U.S. flag briskly; lower it ceremoniously. It shall be the responsibility of the officer in charge of each station on each shift to make assignments that will ensure flags are flown correctly. Flags should be taken down at 1700 hours unless there is permanent lighting after dark. Permanent lighting has been interpreted to mean that there is enough ambient light so that the Flag can be seen from the roadway when it is dark. Neither the National nor State Flag should be displayed during inclement weather (i.e., raining, freezing rain, or when winds exceed 25 mph) unless it is an all

weather flag. When a flag becomes unfit for service, it should be replaced with a new flag and the old flag sent through department channels to the Honor Guard Coordinator for proper disposal. HALF-STAFF PROCEDURES

1. Flags shall be displayed at half-staff on a national day of mourning or when directed to do so by the Fire Chief.

2. The U.S. flag should be first hoisted to the peak and then lowered to half-staff.

3. The flag should again be raised to the peak before being lowered for the day.

4. When flags are ordered to half staff only the US flag shall fly.

Specific rules for Half Staff Procedure are listed below. These rules are adapted from Title 4 US Code Chapter 1 Section 7 Item M:

The flag, when flown at half-staff, should be first hoisted to the peak for an instant and then lowered to the half-staff position. The flag should be again raised to the peak before it is lowered for the day. On Memorial Day the flag should be displayed at half-staff until noon only, and then raised to the top of the staff. By order of the President, the flag shall be flown at half-staff upon the death of principal figures of the United States Government and the Governor of a State, territory, or possession, as a mark of respect to their memory. In the event of the death of other officials or foreign dignitaries, the flag is to be displayed at half-staff according to Presidential instructions or orders, or in accordance with recognized customs or practices not inconsistent with law. In the event of the death of a present or former official of the government of any State, territory, or possession of the United States, the Governor of that State, territory, or possession may proclaim that the National flag shall be flown at half-staff. The flag shall be flown at half-staff 30 days from the death of the President or a former President; 10 days from the day of death of the Vice

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President, the Chief Justice or a retired Chief Justice of the United States, or the Speaker of the House of Representatives; from the day of death until interment of an Associate Justice of the Supreme Court, a Secretary of an executive or military department, a former Vice President, or the Governor of a State, territory, or possession; and on the day of death and the following day for a Member of Congress. The flag shall be flown at half-staff on Peace Officers Memorial Day, unless that day is also Armed Forces Day. As used in this subsection -

1. The term "half-staff" means the position of the flag when it is one-half the distance between the top and bottom of the staff;

2. The term "executive or military department" means any agency listed under sections 101 and 102 of title 5, United States Code; and

3. The term "Member of Congress" means a Senator, a Representative, a Delegate, or the Resident Commissioner from Puerto Rico.

10.03 Loitering by Public

Employees of the Department shall not permit persons to loiter on department premises.

10.04 Guests of Personnel

Personal guests may visit, provided they do not interfere with any work or job duties/activities. The employee is responsible for the conduct of their guests.

a. Guests are not allowed on Department premises between 2100 hours and

0700 hours without approval of the station officer.

b. Non employees are not allowed to spend the night at the stations, ride the apparatus or use the station equipment without the approval of the Fire Chief.

10.05 Pets/Animals in Station

Pets or animals are not allowed in stations unless approved by the Fire Chief. Approval will be required for each occurrence.

10.06 Work on Private Vehicles

Employees of the Department shall not work on their private vehicles until after 5:00pm. All station duties must be complete and they must have the permission of the Station Officer. Work will be done in the rear of the station. Only work of a minor nature is allowed. Work on private vehicles is not allowed in the apparatus bay area.

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10.07 Telephone Use

a. Incoming calls shall be answered promptly and courteously. Provide

the caller with the station number and your last name.

b. During the hours between 0700-1700, except during mealtime, personnel shall avoid making and receiving personal calls unless there is an emergency or they have permission from the Station Officer. c. Personnel receiving or placing a telephone call after 1700 hours will monitor their own usage and hold calls to a minimal amount of time.

d. It is the responsibility of the station officer to assure that personal phone use

does not interfere the employee’s with job duties.

e. There shall be no personal phone use conducted on the scene during emergency operations or while driving apparatus.

f. Fire Department cell phones and Nextels are not to be used for non-fire department business while on duty.

10.08 Purchasing

General When purchasing items you must first ask if this expenditure is a budgeted expenditure in this year’s budget. If the answer is “no” then you must determine the criticality of the expenditure and identify how it is that this expenditure can be made. Generally this means finding another planned expenditure that can be cut instead. If this expenditure was planned for the current budget year then you must ask “Is this expenditure absolutely necessary and is it necessary now?” In writing your Justification Statement the answers to these questions should be clear. Justification The justification form is a narrative form that is submitted with each completed Requisition. It must include the answers to the questions listed in the General section above. In addition the justification should be a document that clearly identifies to a non-fire department person exactly what it is that you intend to purchase, what it is used for, and why it is essential for the mission of Henry County Fire Department.

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10.09 Supplies

Station and Medical supplies will be inventoried and ordered by A-Shift on either of the first three days of the week.

10.10 Visitors

Employees will greet all visitors promptly, courteously and professionally. Every effort will be made to provide any assistance necessary.

10.11 Private Vehicles

Employee parking varies from station to station. Personnel will park their private vehicles so as not to encumber visitors or emergency apparatus from coming and going. Where possible, employees will park in the rear of the station. Personnel will not park private vehicles including motorcycles in the station bay or in front of any bay door.

10.12 Television Use

All station duties and activities shall be completed prior to engaging in television use. The station officer will monitor and direct the appropriate use.

10.13 Computers

During instances of inclement weather, including heavy thunderstorms, lightning, and/or tornado watches and warnings, the computers at each station should be shut down. If there is a telephone line connected to the computer, unplug it as well.

10.14 Use of Training Facilities

The use of Department Training Facilities should be coordinated with the Training Division.

10.15 Cable Television

Station televisions receive basic cable channels only. Stations are not allowed to add or purchase any further packages for the stations.

10.16 Housekeeping Duties

1. Fire stations shall be maintained in such a manner as to insure that they are safe,

neat, clean and present a desirable appearance at all times.

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2. Nothing shall preclude any Chief Officer or Station Officer from requiring

additional cleaning, maintenance, or making work schedule adjustments as the need arises.

3. The Station Officer is responsible for inspecting areas upon completion of

cleaning.

4. The Station Officer is responsible for participating and supervising the overall cleaning and maintenance of the fire stations in their charge.

5. All station personnel with the exception of Battalion Officers’ will participate in the

cleaning and maintenance assignments.

6. The following is the break down of daily duties to be conducted. It should be noted that if the duties are not conducted on the required day it should be done on the next day unless it is coordinated between the Station Officers of the affected shifts.

Monday

a. Throw out old food from refrigerator and freezer. b. Clean interior of refrigerator and wipe down outside. c. Clean stove inside and out. Clean stove hood. d. Clean grill. e. Wipe down cabinets. f. Straighten inside of cabinets.

Tuesday

a. Thoroughly clean apparatus inside and out. b. Remove equipment from compartments then clean and degrease the

compartment. c. Re-lace and/or replace hose if needed. d. Wax vehicle on the first Tuesday of each month.

Wednesday

a. Clean and wax station floor (Only wax as needed). b. Strip old wax as needed. c. Clean and scrub bay floor.

Thursday

a. Wash station and bay windows inside and out. b. Dust furniture (including office furniture), televisions, etc. c. Wipe down windowsills, blinds, doors and trim.

Friday

a. Thoroughly inspect, clean and maintain all tools on the apparatus.

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Saturday a. Cut grass and weedeat. b. Clean grounds. c. If the grass cannot be cut due to weather, the next shift is responsible for

cutting it.

Daily a. Clean as you go. b. Sweep and/or vacuum station floors. c. Mop floors. d. Clean restrooms. e. Clean off all counters and dining table. f. Empty dishwasher. g. Take out trash and replace liner. h. Place all items in their proper place. i. Wash laundry as needed. j. Keep all vehicles and equipment clean and in ready condition.

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