047-10A RESOLUTION TO APPROVE A REQUEST TO APPLY FOR
THE 2010 FEDERAL EMERGENCY MANAGEMENT
AGENCY'S (FEMA) ANNUAL SAFER GRANT
WHEREAS, a grant was made available from the Federal Emergency Management
Agency (FEMA) that the County of Frederick may apply for; and
WHEREAS, the County could utilize funding from this grant in the approximate amount
of $1,769,470 to provide salary and benefits for nineteen (19) firefighter positions for the grant
period (years 1 and 2). The grant requires the County of Frederick to fund the positions for one
year after the grant period. Employment thereafter is at the discretion of the County; and
WHEREAS, the County of Frederick Fire and Rescue Department is dedicated to
providing fire and emergency medical services. This funding would support the multi -year fire
and rescue staffing plan by supplying additional staffing to reach adequate staffing levels for
fire and emergency responses; and
WHEREAS, the County of Frederick's primary concern is providing quality fire and
emergency medical services in the event of an emergency, ensuring the safety of the citizens.
NOW THEREFORE BE IT RESOLVED, that the Board of Supervisors of the County of
.Frederick, Virginia hereby authorizes Fire and Rescue staff to apply for the 2010 FEMA SAFER
grant.
ADOPTED this 13th day of lanuarV. 2010.
VOTE:
Richard C. Shickle
Christopher E. Collins
Charles S. DeHaven, Jr.
Gary W. Dove
Resolution ��047 -10
Aye
Aye
AVP
Aye.
Bill M. Ewing
A_ye
Gene E. Fisher
Ave
Gary A. Lofton
Aye
A COPY TE:
John it y, Jr., Clerk
Board of Supervisors
TO: I3oard of Supervisors
COUNTY of FREDERICK, VIRGINIA
DEPARTMENT OF PUBLIC SAFETY COMMUNICATIONS
1080 Coverstone Drive, Winchester, VA 22602
MEMORANDUM LeeAnna Pyles
Director,
l�iblic Safety
Communications
FROI�i: I�eeAnna Pyles,
Director Public Safety Communicativns
SUBJECT: Public Safety Committee Meeting.
Report for January- 6, 2010
DATE: January 7, 2010
.A meeting of the Public Safety Committee was held on Wednesday .ianuary 6`'' at 9:00 a.m.
Committee members present were: Committee Chairman Vary Dove, Gene Fisher, 1vlichael
Hockman. Fire &Rescue Chief Tim Welsh, County Attorney Rod Williams and Fire &Rescue
Association President Tim Price. Also in attendance were Public Safety Communications
Director LaeAnna Pyles and Emergency Management Specialist Gail Miller. The following
items were discussed:
** *Items Requiring Board Action * **
1. Fire &Rescue SAFER Grant (Attachment A B)
Chief Welsh presented information regarding a Federal grant pragram where the ��overnment will
pay twa years of salary and benefits at 100% for authorized persons, with no local matching
funds. 'The only restriction is that the salaried individuals must remain employed for three years,
which would. require the local government to pay one year old salary and benefits. Based on
projected call volume and staffing needs, the grant money request would allow for the hiring of
additional staff (19 requested} at no cost to the County for the first 2 years. T'he question of the
third year of local finding prompted a discussion of fee for service as a possible funding source
to pay for the third year. Due to the grant not paying for the third year, the committee discussed
establishing asub- committee to review cast variables, research additional grant funding anci�`or
possible implementation of fee for service.
;t1r•. Hnckrnan made a mvlinn that thc� S'AFF.R grcrrit he fnnl�ar-ded !c� the 13cxrrd for a�pr•o��al. Tire
nrotrcrrr ia•a.s seconded by .�:1r-. Fisher and unanin7otrsly approved by the men�hers.
Director (540) 665 -6356 Fax (540) 723 -8848
' Applicant Information
Applicant tnformation
`" °Organization Name
Frederick County Fire and Rescue
What kind of organization do you represent?
Combination (Majority Volunteer}
If you answered combination, above, what is the
25
percentage of career members in your organization?
Type of Jurisdiction Served
County
if other, please enter the type of Jurisdiction
In what county /parish is your organization physically
located? !f you have more than one station, in what
Frederick County VA
countylparish is your main station located?
• Employer Identification Number
54- 6001290
• Are you sharing an EIN with another organization?
Yes
If yes, please enter the name of the entity with whom
Frederick Coun Government
�
you share an EIN
What is your organization's DUNS Number?
142884365
Headquarters Physical Address
��
°Physical Address 1
1080 Coverstan� Dr
Physical Address 2
•City
Winchester
State
Virginia
°Zip
22602 - 4369
[veed_hg�_far ZIP�4?
Mailing Address
- Mailing Address 1
4080 Coverstone Dr
Mailing Address 2
City
Winchester
•State
Virginia
•Zip
22602 -4369
Need. hglp far ZIP +4?
Account Information
• Type of bank account
Checking
Bank routing number - 9 digit number on the bottom
051404260
left hand corner of your check
Your account number
5137100764
Additional Information
• For this fiscal year (Federal} is your jurisdiction
receiving Federal funding from any other grant
No
program that may duplicate the purpose andlor scope
of this grant request?
If awarded this grant, will your jurisdiction expend
greater than $500,000 in Federal share funds during
Yes
the Federal fiscal year in which the grant was
awarded?
Is the applicant delinquent on any federal debt?
No
Page 1 of 2
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,Fire Department Characteristics (Part I) Page l of 3
Applicant Characteristics (Part I)
•Are you a member of a �'jre.._De.partment ar authorized
Yes
representative of a fire department?
Are you a member of a Federal Fire Department or
contracted by the Federal government and solely
No
responsible far suppression of fires on Federal
property?
Please indicate the type of community your
Rural
organization serves.
• What is the square mileage of your first�due response
426
area?
„ What percentage of your response area is protected
°
35 /o
by hydrants?
•Does your organization protect critical infrastructure of
Yes
the state?
Percentages in three answers below must sum up to 100 %:
•� � Haw much of your jurisdiction's land use is for
agriculture, wild land, open space, or undeveloped
80
properties?
• What percentage of your jurisdiction's land use is for
� %
commercial, industrial, or institutional purposes?
What percentage of your jurisdiction's land is used for
17
residential purposes?
• How many occupied structures (commercial,
industrial, residential, or institutional} in your jurisdiction
are more than four stories tall? Do not includes 16
structures which are not regularly occupied such as
silos, towers, steeples, etc.
What is the permanent resident population of your
Primary /First -Due Response Hrea orjurisdction 72680
served?
- How many stations are in your organization? 11
•Please indicate if your department has a formal
automatic/mutual aid agreement with another
community or fire department and the type of
agreement that exists. Both automatic and mutual aid
• What services does your organization provide?
Structural Fire Suppression
Wildland Fire Suppression
Medical First Response
Basic Life Support
Advanced Life Support
Hazmat Operational Level
Hazmat Technical Level
Rescue Operational Level
Active Firefighting Staff, use these definitions to answer the questions about "firefighter" positions.
Active Firefighter
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Fire Department Characteristics {Part I)
Position
Page 2 of 3
i
'An individual having the legal authority and responsibility to engage in fire suppression;
being employed by a fire department of a municipality, county, or fire district; being
engaged in the prevention, control, and extinguishing of fires; and/or responding to
emergency situations in which life, property, or the environment is at risk. This
individual must be trained in fire suppression, but may also be trained in emergency
medical care, hazardous materials awareness, rescue techniques, and any other
related duties provided by the fire department.
Full -time Paid Full -time positions are those that are funded for at least 2,080 hours per year (i.e., 40
Firefighter Position hours per week, 52 weeks per year.) The program office will also consider funding the
sharing of a full -time position with sufficientjustification. A job -share position is a full -
time position that is occupied by more than one person. Positions funded via SAFER
may be shared, but DHS limits the number of individuals to no more than four (4) per
position.
Part -time Paid Part -time paid firefighters receive pay for being on duly at the fire station, whether or
Firefighter Position. not they respond to any alarms, They may or may not receive benefits.
Volunteer Firefighter
Position
Volunteer firefighters receive no financial compensation for their services other than
life /health insurance, workers compensation insurance, and /or stipend per call.
The goal for SAFER is to assure that SAFER grantees's communities have adequate protection from fire and
fire- related hazards. The fallowing questions are designed to help us understand the changes that will occur in
departments receiving grants.
Use the following definitions when completing the table below.
Total #Career Personnel —the number of authorized and funded active, full -time uniformed career positions
employed by your department on the date indicated.
# Officers — Of the career positions indicated in the "Total" field above, how many of those serve in officer -level
(both command and company) positions?
# NFPA Support — Of those career positions indicated in the first field above (total number of authorized and
funded positions), how many are assigned to field or response apparatus positions that directly support NFPA
1710 (Section 5.2.4.2 — Initial Fu8 Alarm Assignment Capability) or NFPA 1720 (Section 4.3 — Staffing and
Deployment) compliance?
Note: The number of career positions in any of these fields should include positions which are job - shared.
For more information regarding these standards please see the program guidance or go to
wwvv nfp..a.orglsaferactgrant
At the time of application, how many positions in your
department are filled with part -time paid firefighters?
Note: If you utilize part -time firefghters, please explain,
in your narrative, the number of part -time firefighters, 16
the number of positions that these part -time firefighters
occupy, and how they are scheduled to meet your
staffing needs.
At the time of application, how many active volunteer 227
firefighters are in your department?
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Totat #Career
# �
#NFPA
Personnel
.._ ._..
� Offtcers ;
Support
' *Staffing levels as of January 1, 2008
....� -.M ...._,._. _. e_� _._
73
`� 17
,...::. .
4
*Staffing levels as of June 30, 2009
_. -.r_ �.. _ . .__.
71 , _. ,.. __
._ ..._ .
.16
, .., �,_- _.......
63.
`Staffing levels at the time of application
� 71
16 �
63
At the time of application, how many positions in your
department are filled with part -time paid firefighters?
Note: If you utilize part -time firefghters, please explain,
in your narrative, the number of part -time firefighters, 16
the number of positions that these part -time firefighters
occupy, and how they are scheduled to meet your
staffing needs.
At the time of application, how many active volunteer 227
firefighters are in your department?
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Fire Department Characteristics (Part I)
• If awarded this grant, how many authorized and
funded active, full -time firefighter positions will be in 90
your department?
R If awarded this grant, how many active volunteer 227
firefighters will be in your department?
• Do you currently report to the National Fire Incident Yes
Reporting System (NFIRS)?
Page 3 of 3
i
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Applicant Gharacterisiics (Part II) Page 1 of 2
Applicant Characteristics (Part il)
2008 2007 .2006
' What is the total number of tire - related civilian fatalities in your
jurisdiction over the last three years? 0 0 0
What is the total number of fire - related civilian injuries in your
jurisdiction over the last three years? 9 3 0
•What is the total number of line of duty member fatalities in your
jurisdiction over the last three years? 0 0 0
What is the total number of line of duty member injuries in your
jurisdiction over the last three years? 2 3 2
°What is your department`s operating budget(including personnel 6103026
costs) for your current fiscal year and what was your budget for 5738654
the last three fiscal years? 5098579
4714215
• What percentage of your annual operating budget is derived from:
Enter numbers only, percentages must sum up to 100 °!°
Taxes? 100
Grants? 0 %
Donations? 0
Fund drives? 0 0!0
.Fee far Service? 0
Other? 0
If you entered a value into Other field (other than O), please
explain
How many vehicles does your organization have in each of the types or classs of vehicle listed bebw? You
must include vehicles that are leased or on long -term loan as well as any vehicles that have been ordered or
otherwise currently under contract for purchase ar lease by your organization but not yet in your possession.
(Enter numbers only and enter 0 if you do not have any of the vehicles below.)
Type or Class of Vehicle
Total Number of
Total Number
Riding Positions
Engin@S (or Pumpers): {pumping capacity of 750 gpm or greater and water
capacity of 300 gallons or more):
Pumper, PumperlTanker, RescueJPumper, Foam Pumper, CAFS Pumper, Quint
19 102
{Aerial device of less than 76 feet), Type f engine, Type II engine
Tankers: {pumping capacity of less than 750 gpm and water capacity of 1,000
gallons or more}:
5 12
Tanker, Tender, Foam TankerlTender (greater than 1,250 gallon tank capacity)
Aerial Apparatus:
Aerial Ladder Truck, Telescoping, Articulating, Ladder Towers, Platform, Tiller
3 18
Ladder Truck, Quint (Aerial device of 76 feet or greater)
Br11Sh /QUICk attack : (pumping capacity of less than 750 gpm and water
capacity of at least 300 gallons):
Brush Truck, Patrol Unit (Pick up w! Skid Unft }, Quick Attack Unit, Mini- Pumper,
14 28
Type III WildlandNrban Interface Engine, Type IV Engine, Type V Engine, Type V(
Engine, Type lrll Engine
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Applicant Characteristics (Part II) Page 2 of 2
Rescue Vehicles:
Rescue. Squad, Rescue (Light. Medium, Heavy), Technical Rescue Vehicle, 0 0
Hazardous Materials Unit
Other:.
EM5 Chase Vehicle, Air /Light Uni{, Rehab Units, Bomb Unit, Technical Support
(Command, Operational Support /Supply), Hose Tender, Salvage Truck, ARFF 52 104
{Aircraft Rescue Firefighting), Command /Mobile Communicalipns Vehicle, Other
Vehicle.
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Department Cail Volume
department Cal{ Vo {ume
Page l of I
• How many responses per year by'category?
Do not include responses /calls whereyour department
was dispatched to provide mutual /automatic aid. (Enter
2008
2007
2006
whole numbers only; if you have no calls for any of the categories, enter
0.)
Structural Fires
122.
84
196
Vehicle Fires
58
115
g0
Vegetation Fires
171
121
140
EMS
6565
6390
5989
Rescue
484
480
581
Hazardous ConditionlMaterials Galls
283
260
236
Service Calls
352
436
389
Good Intent Calls
535
582
852
False Alarms ��
408
525
305
Other Calls and Incidents
� 114
276
301
In an average year, how many times does your
organization receive mutual /automatic aid? 500
In an average year, how many times does your
°-- organization provide mutual /automatic aid? {Do not 1000
include first -due responses claimed above.)
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Proj Details Page 1 of l , .
Request Details
1
__-
Activity Action
Hiring Firefighters Vaew.Detals
Number of firefighters Base Salary Average Cost of Benefits Annual Projected Increase Action
19 - $36,055. 26% _ 5% Vew_Details
r
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Budget Item Page 1 of 1
View Budget Item
" How many full -time firefighter positions, including job -
shares, are you requesting?
Note: Applicants requesting to re -hire laid -off
firefighters can request up to the number of positions � 9
that have been laid -off between January 1, 2008 -June
30, 2009, less the number of firefighters hired since
June 30, 2009.
If you are requesting assis #ante to fund a position that
would be "shared" by more than one individual, i.e., for
job - share, please indicate how many individuals would
fill that position and provide an explanation as to why
the position i5 shared.
What is the anticipated annual starling salary for
firefighters in your department? $ 36055
What is the anticipated average fringe - benefit rate for
firefighters in your department (as calculated as a 2fi%
percentage of the annual salary)?
} If awarded, what is your estimate of the average
annua( increase in salary for these firefighting positions
as a result of step increases, cost -of- living adjustments, 5%
incentive pay, promotional pay, etc.? Show this figure
as a percentage of the annual salary.
Close Windaw
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Hiring or Rehiring Firefighters: Request Details Page 1 of 2
View Hiring or Rehiring Firefighters Activity
Hiring or Rehiring Firefighters
" 1. Grants awarded to hire new firefighters require the grantees to
maintain their staffing and incur na lay -offs during the two -year
period of performance. Grants awarded to hire new firefighters also
require the grantees to commit to retaining the SAFER - funded
firefighters for one full year after the end of the period of Yes
performance. Have you, as the applicant, discussed this
application and its Long -term obligations with your governing body
and is your governing body willing to accept this long term
commitment?
k 2. Grants awarded to re -hire laid -off firefighters require the
grantees to maintain their staffing and incur no further lay -offs
during the two -year period of performance. Have you, as the Yes
applicant,. discussed this application and its obligations with your
governing body and is your gaVeming body willing to accept this
long -term commitment?
" 3. If awarded a hiring grant, will the newly added firefighters be
trained to at least Firefighter I or equivalent within 12 months of Yes
employment?
4. if awarded a hiring grant, will the newly added frefighters be
trained to at least Firefighter II or equivalent within 24 months of Yes
employment?
'� 5. If awarded a hiring grant. will the newly added firefighters be
trained within 24 months of employment to at least the minimum Yes
level of EMS certification as established by the local fire
department?
'`6, Select which line -item below best describes your organization and the NFPA standard you are attempting to
meet.
NFPA Requirements
1720 – Remote Remote Travel > 8 mi 4 n/a 9D /o
Combo/Vol °
�— -
7a. In your best estimate, with your current staffing levels, how
often did your organization meet the assembly requirements Often (61 to 80 %) HeIP
detailed in the table above far structure fires claimed in this
application?
" 7b. With the additional or restored staffing requested in this
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9
NFPA Standard
< 500 pop /square
Check
(see the Program
Guidance for more
Department-
Demographic
Assembly
Response
Frequency
One
detail regarding
Characteristics
Staffing
Time
Time
these standards)
1710 �
Career
With Aerial
15
$min
90%
1710
Career
Without Aerial
14
8 min
90%
172D –Urban
Urban ComboNol
> 1'000
pop /square mile
15
9 min
90%
1720 – Suburban
Suburban
500 - 1,000
10
10 min
80%
ComboNol
pop /square mile
1720 – Remote Remote Travel > 8 mi 4 n/a 9D /o
Combo/Vol °
�— -
7a. In your best estimate, with your current staffing levels, how
often did your organization meet the assembly requirements Often (61 to 80 %) HeIP
detailed in the table above far structure fires claimed in this
application?
" 7b. With the additional or restored staffing requested in this
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9
< 500 pop /square
X
1720 –Rural
Rural C,omboNol
mile
6
14 min
°
80 /o
1720 – Remote Remote Travel > 8 mi 4 n/a 9D /o
Combo/Vol °
�— -
7a. In your best estimate, with your current staffing levels, how
often did your organization meet the assembly requirements Often (61 to 80 %) HeIP
detailed in the table above far structure fires claimed in this
application?
" 7b. With the additional or restored staffing requested in this
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9
Hiring or Rehiring Firefighters: Request Details
application, what percentage of time do you anticipate that your Most of the Time (81 to 99 %)
organization will meet the NFPA requirements detailed in the table
above?
`� " 8a. Given your current staffing levels and the number of structure
fires indicated in the "Call Volume" box of your application, what is
the average actual staffing level on your first arriving engine 2.5
company or vehicle capable of initiating suppression activities? (Up
to one decima! e.g., 2.5}
8b. With the additional or restored staffing requested in this
application and given the number of structure fires indicated in the
°Cali Volume" box of your application, what would be the average
actual staffing level on your first arriving engine company or vehicle 3'S
capable of initiating suppression activities? (Up to one decimal e.g.,
2.5}
9. Is your request for hiring firefighters based on a risk analysis
and /or a staffing needs analysis? Yes
If Yes, briefly describe how the analysis was conducted. If more
space is needed, continue to discuss the analysis in the narrative.
10. If awarded a grant for hiring !rehiring firefighters, will you
provide them with an entry -level physical in accordance with NFPA
1582, Standard on Comprehensive Occupational Medical Program
for Fire Departments 2003 Edition, Chapter 6?
11. Does your organization currently seek, recruit, and hire
members of racial and ethnic minority groups and women to
increase their ranks within your department?
if so, explain in your narrative what efforts your organization has
instituted and how successful those efforts have been.
If not, explain in your narrative what policies and procedures you
will implement to assure that, to the extent possible, you will seek,
recruit, and hire minorities and women.
12. Does your organization currently have a policy ensuring that
firefighters in positions filled under the SAFER grants are not
discriminated against for, or prohibited from, engaging in volunteer
firefighting activities in another jurisdiction during off -duty hours.
If so, explain in your narrative what efforts your organization has
instituted and how successful those efforts have been.
if not, explain in your narrative what policies and procedures you
wiH implement to assure that, to the extent possible, this
requirement will be met.
Page 2 of 2
Help
The department has completed a 5 year
needs assessment which targets minimum
staffing needs based on current and
projected call valume and response times.
The study indicates that several new fire
stations will need to be constructed in the
next five years and minimum staffing needs
for current stations will need to increase due
to increased call volume, especially EMS
responses.
Yes, NFPA 1582 compliant
Yes
Yes
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Budget __ Page I of 1
Budget
Hirtng or Rehiring of Firefighters:
There is a two -year period of performance for grants awarded under both the hiring of new firefighters and the
rehiring of laid -off firefighters activities. There is an additional requirement for grantees awarded under the hiring
of new firefighters activity that they commit to retaining the SAFER - funded firefighters for one full year after the
end of the period of performance with 100 percent local funding. In previous program years, the grantee was
required to provide acost -share that was equal or greater than 10 .percent in the first year, 20 percent in the
second year, 50 percent in the third year, 70 percent in the fourth year, and 100 percent in the fifth year. For this
program year, there is no prescribed cost share, and per - position salary limits have been eliminated. Grantees.
are free to draw any amount of Federal funds to cover actual salary and benefit costs — up to their budgeted and
awarded funding limit — as long as there is Federal funding available. Should the actual salary and benefits costs
requested for reimbursement exceed awarded Federal funds, the grantee would be obligated to pay 100 percent
of those costs.
Regardless of the actual costs incurred, the annual costs will be limited to the actual costs or the budgeted
amount, which ever is less.
Budget Matrix.
Personnel
Benefits
Total:
Total Federal Share
First
12 -Month Period
685,045
178,111
863,156
863.,156
Second Total
12 -Month Period
719,297 1,404,342
187,017 365,128
906,314 1.,769,470
906,314 1,769,470 --
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Narrative Statement
Narrative Statement for Hiring or Rehiring of Firefighters
Page 1 of 5
In addition to the elements described below, the Narrative Statement (project description} should clearly explain
how ail budgeted funds are to be used. Because the application will time out after a period of inactivity, it is
recommended that applicants type their narrative offline using any word processing software. Once the narrative
is complete, copy - and -paste it from the word processing document into the Narrative Statement block in the
application. Also, as space for the narrative is limited to six pages, you are cautioned to confirm that -the full
con #ent of your narrative has been copied into the application. After saving the copied narrative, exit the narrative
section of the application, then reopen it and scroll to the bottom to ensure all text is present. If the narrative has
been truncated, you will need to reduce the length of your narrative until if fits in the allotted space.
The Narrative Statement (project description) for the Hirinq or Rehlrittg Firefighters Activity must
include the following:
• A statement that describes what the applicant needs the grant funds for, i.e., how the newly hired or rehired
firefighters will be used within the department and a description of the specific benefit these firefighters will
provide for the fire department and community. Your description should include whether you are seeking to
comply with the applicable sections of NFPA 1710 (Section 5.2.4.2) or 1720 (Section 4.3) as identified in
the current SAFER Program Guidance. Volunteer and mostly - volunteer combination departments should
also discuss any additional roles the SAFER- funded firefighter§ will be expected to perform, such as chief
officer, training officer, fire marshal, fire inspector, health /safety officer, or fire prevention /public education
officer.
• A statement regarding the impact of current staffing levels and proposed staffing levels on the department's
daily operations. This statement should explain how the community and current firefighters are at risk
without. the needed firefighters, and to what extent that risk will be reduced if the applicant is awarded.
. An explanation of the applicant's financial need and their inability to address the need without Federal
financial assistance.
._ . A statement relating to how the applicant will ensure, to the extent possible, that they will seek, recruit, and
hire members of racial and ethnic minority groups and women to increase their ranks within their
department. This should include an explanation of the efforts your organization has instituted and
how successful those efforts have been.
• A statement describing any long -term plans to retain the new or rehired firefighter positions.
. A statement regarding how the applicant plans to meet the requirement to ensure that firefighters in
positions filled under the SAFER grants are not discriminated against for, or prohibited from, engaging in
volunteer firefighting activities in anotherjurisdiction during off -duty hours.
Note: Fields marked with an •are required.
Project Description
Please enter your narrative statement using no more than six single - spaced pages in the space provided..
Overview
Frederick County Virginia is a primarily rural county located in the northern Shenandoah Valley of Vrginia. It is
located approximately 80 miles west of Washington D.0 and would be considered a bedroom community for
individuals commuting to work in the Washington metropolitan area. The area also serves as a hub of activity
within the northern Shenandoah Valley, While many of the residents of Frederick County commute to work to the
east, individuals residing in the more rural areas to our west commute to our area to shop and work. Frederick
County surrounds the City of Winchester. The resulting residential population of Wrnchester /Frederick County is
over 100,000.
Fire and Rescue Departments in Winchester and Frederick County operate closely together in responding to
emergency incidents within their jurisdictions. Both departments utilize automatic mutual aid and share
resources such as training facilities to improve daily operations. The two departments also work together to
operate a regional hazardous materials response team. The close working relationship between the two
departments allows for efficient delivery of emergency services with limited resources.
_ The area has consistently fated among the fastest growing communities within Virginia. While the western half of
the county has maintained. its rural flavor, areas adjacent to Winchester have experienced both residential and
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commercial growth. lJntil recent years the majority of commercial development within the region was located.
within the Winchester City limits. Recently significant commercial development has followed the residential
growth and crossed jurisdictional boundaries. This has resulted in changes to the type and number of incidents
occurring in the county. Traffic congestion results in increased response times and an increase in motor vehicle
accidents. incidents involving muEtifamily dwellings (including town houses and garden apartmentsj, Midrise
office buildings and hotels tax available resources. Resources which were once adequate to handle the typical
single family dwelling fire are no longer adequate to mitigate incidents in the larger, high hazard and high
occupancy structures currently being built in -the jurisdiction. In many ways the Frederick County Fire and
Rescue Department operates as both a rural and suburban department, each with its own challenges and
needs
Department organization
The Frederick County Fire and Rescue Department is divided into four divisions: Operations, Training, Life
Safety, and Administration, The operations division is charged with the responsibility of emergency incident
mitigation. Operational personnel staff stations and respond to incidents including fire suppression incidents,
emergency medical incidents (ALS), motor vehicle crashes (including vehicle extrication), releases of hazardous
materials, and a variety of other calls for service. The training division consists of three full time training officers
who ere supplemented by part time instructors and volunteers. The training division coordinates a fire academy
class and an EMS academy class to provide training for new recruits {volunteer and career }, continuing
education for current staff and volunteer personnel, and other projects relating to training. All personnel
completing the fine academy are certified to a minimum of NFPA 1001 FF level 2. Those completing the EMS
academy are certified as a Virginia EMT -B. The life safety division is composed of the fire marshal's office and
our public education officer. Together they coordinate public education activities, perform life safety inspections
and investigate suspicious and incendiary fires that occur within the county: The administrative division includes
administrative staff, the volunteer recruitment officer and the. fire chiefs office. The administrative division
manages the operation of the department,. including logistics, coordination of activities within the other divisions,
and promotion recruitment and retention activities.
The primary focus of this grant request is to provide additional staffing resources for the Operations Division.
Since many of our personnel perform duties that cross over the boundaries of a single division, any increase in
operational. staffing will also impact and improve the ability of the ocher divisions to meet their goats. Flexibility of
our staff is necessary due to the limited personnel resources that exists within the department.
Description of department needs and compliance with NFPA 1720
Frederick County Fire and Rescue wishes to hire nineteen (19) additional firefighters to supplement our existing
71 career and 227 volunteer firefighters. This will bring the total number of full time career firefighters within the
county to 90. Currently career staff provide 24/7 coverage at seven (7) stations using a three platoon system.
Each platoon consists of fifteen (15) firefighters,. two (2) Lieutenants and one (1 }captain. Eight (8) additional
firefighters are assigned to day work Monday through Friday at three additional stations. The remainder of our
staffing needs is provided by volunteer personnel. Training staff, fire Marshals and other office staff respond to
significant incidents to provide additional staffing. Hiring of the additional requested personnel will increase shift
staffing from 18 to 24 (25 %increase) and daytime staffing from 8 to 9 (11 %increase). While this only begins to
meet our current and future staffing needs, it is consistent with a staffing study that was conducted in 2008.
The department has requested additional staffing each year since 2003 to meet current and projected growth
within the county. In 2004 sixteen (16) firefighters were hired to transition from weekday staffing to 2417 staffing.
The emphasis of this staffing was to provide adequate staffing to ensure EMS response throughout the county.
Since EMS was the primary focus of their responsibility, only two personnel per station were requested. The
remainder of station staffing was provided by volunteer personnel. As demands on the fire and rescue system
increased, and the availability of volunteer personnel decreased, additional staffing. has been requested each
year. In 2008 the department was requested to perform a needs analysis including projected staffing needs. A
staffing plan was created using the f�Eational Volunteer Fire Council's "On -Line Calculator ". That report indicated
the department should hire an average of 18 firefighters per year each year for the next eight years. The plan
included the construction of at least one additional fire station and allows far each station to be staffed with a
minimum of five (5) personnel. Staffing would include a 2 person ambulance crew and 3 person engine crew. An
additional firefighter would be assigned to staff specialty apparatus such as a squad or truck. Volunteer
personnel would supplement career staffing to meet the requirements of NFPA 1720. The concept of this plan
was well received by local government but budget constraints related to the current economic slowdown
prevented funding of the plan: The request of 19 new positions would replace the firefighter's positions cut from
the current budget and is consistent with the intention of the staffing plan.
The Fire and Rescue Department has identified several goals it would like to achieve through the
implementation of this grant proposal. First, available staffing in each of the stations with 24/7 staffing will be
increased from 2 to 3 per shift. Current staffing levels prevent first arriving apparatus from initiating fire ground
operations until the arrival of additional apparatus. Personnel in the station must choose which apparatus will be
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staffed given a specific type of incident. Fortunately the Rescue Engines we operate have the capability of
operating as a squad and /or an engine utilizing a single operator; but when a motor vehicle accident is reported
staff must choose between responding in the EMS unit or the rescue engine. Additionally, when staff is away
from the station, either returning from incidents, performing public education, or aftending training, they must
decide which apparatus will be abandoned at the station. Increasing staffing to a 3 person creww({I allow iwo
pieces of apparatus to be staffed, albeit minimally, Additional staffing will be provided by dispatching additional
companies and relying on volunteer personnel to respond directly to the scene, or reporting to the station for
additional apparatus.
A second benefit resulting .from the increase in staffing will be the use of additional personnel to perform non -
firefighting activities within the station. These activities include assisting. the Life Safety Division by providing
public education programs to local school and civic groups, assisting with our child safety seat inspection
program, and assisting fire marshals in completing inspections and pre- planning of properties. Additional
personnel can assist the training division conduct training classes to field personnel within the station (both
career and volunteer). The training staff is currently overwhelmed providing training through the various fire and
EMS academies and training programs sponsored by the department. Additional personnel will provide the
training staff the resources to provide company level drills and training sessions at a time and place convenient
to volunteer personnel
The third benefit of the increased staffing is it will allow for promotional opportunities for existing personnel. With
a current span of control of 1 supervisor to six employees, the addition of six additional personnel per shift will
result in the need for additional supervisors. Additional supervisors will improve supervision within the station
and increase productivity. The department utilizes a career development plan which includes several levels of
non - competitive promotional opportunities based upon individual accomplishments, and severa{ levels of
competitive�promotions. Competitive promotions have been rare, due to limited turnover and growth within the
department, the hiring of an additional 19 personnel would provide justification for additional promotions. The
availability of promotional opportunity will have the effect of improving morale within the department.
Our department includes areas that meet the definition of a "remote "department with areas served by the
closest station more than 8 miles away as well as "rural" and "suburban" areas over the 426 miles served.
Considering the county as a whole, the population density is 171.08 residents per square mile. With respect to
meeting NFPA 1720 requirements for a rural departmen#, our department meets this requirement approximately
50 percent of the time. Factors that prevent better compliance includes minimum staffing of 2 firefighters per
L station, having stations that are unavailable to respond immediately because they are unstaffed or staffing is
committed to other incidents, and the response /travel times of assisting companies. Our typical initial alarm
assignment consist of a minimum of three engine companies, a squad and an ambulance. Additional resources
may also be dispatched as needed based on the location and type of occupancy. Once the entire initial alarm
assignment arrives on scene, adequate staffing is normally available to initiate fire ground activities.
Unfortunately, the response time needed for third and fourth due apparatus to arrive exceeds the NFPA
standard. With the acquisition of our requested staffing, the first and second due companies will be able to meet
the minimum staffing outlined in the standard. Our current average on scene response time for the first due
company is 9 minutes and 12 minutes for the second due company. With each company responding with a
minimum of 3 personnel, the standard would be met unless one of those companies was committed to another
incident at the time of alarm. Also, current staffing also does not ensure that specialized apparatus such as
trucks, tankers, and squads will respond with the initial alarm. Many of our volunteers respond directly to the
scene to supplement career personnel who responds in apparatus. Additional personnel will help resolve this
deficiency.
Financial need
As stated earlier, Frederick County has been one of the fastest growing jurisdictions in Virginia for the past
decade. With population growth come the need for improved infrastructure and services. The county is faced
with the construction of one to two schools annually, improvements water and sewer distribution systems,
development of new water sources, and construction of roads to mitigate traffic congestion. In addition to
improvements to infrastructure, service delivery by various county departments including public safety, social
services, and parks and recreation must be addressed. Each department is faced with increased work toad,
demands on available resources and limited budget availability. For the last decade the county has struggles
with regulation of growth to allow infrastruc #ure concerns to catch up to development. If a moratorium were
imposed today to limit future growth, the completion of developments already approved would result in ari
increase in the county's population of over 100 °k. The only limiting factor restricting current growth is the current
state of the economy. Although the economy has effectively slowed growth, it has also reduced the ability to
fund needed improvements to infrastructure. While the county continues to provide funding for new schools,
money for improvemen# to other infrastructure and improved services has not been available. Actually, the
department's operating budget has been cut in each of the las# two years (15 %each year }, and projections
-- indicate that additional money will not be available until the. 2012 fiscal year.
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Safety
The current situation that occurs within many of the stations, especially during daytime hours when volunteer
participation i minimal, results in a two person crew staffing the first responding apparatus. While this is
adequate for ambulances and trash trucks, it is not adequate for fire suppression apparatus: The primary safety
concern occurs when the two person crew arrives on scene and one firefighter has to operate the apparatus and
the second firefighter is faced with entering a potentially IDLM atmosphere alone or waiting for additional
resources to arrive. The usage of three person crew would allow the operator to operate the apparatus while a
two person crew makes entry. By the time initial size up and attack lines are deployed additional apparatus
normally have arrived. Due to the long travel tune of many of our companies to incidents, delays in reporting
incidents in the more rural area, and the various types of building construction employed in the area; delays in
the initial attacking of the fire can have serious implications. These include flashover, back draft, and building
collapse. The ability of the first arriving units to properly size up the situation, properly utilize limited resources,
and make informed decisions concerning the best and safest way to attack the incident is paramount to
firefighter safety. The addition of two to three firefighters on the initial assignment can. make the difference
between a successful incident and an incident resulting in firefighter injury or death.
Recruitment, hiring practices
Frederick County is an equal opportunity employer. The county advertises and administers entrance
examinations for all perspective employees of the county. Advertising for new employees typically consists of
newspaper advertising, job announcements on the county's website, and announcements placed within various.
fire stations throughout the region. Mailers have also been used to advertise positions. Frederick County is an
equal opportunity employer and does not discriminate based on sex, religion ar national origin. Because of the
need to hire trained firefighters, the depar# men# has relied on hiring volunteers who have received prior training
and firefighters recruited from other departments. We actively recruit women and volunteers as part of our
volunteer recruitment program. Since many of our recruits come from our volunteer ranks, our volunteer
recruitment efforts directly affect our career recruitment efforts. Several years ago the department hired a
volunteer coordinator to coordinate non operational activities among the volunteer companies within the
department. Recruitment and retention of volunteers were identified as a primary focus of her work. The
recruitment program that the department has undertaken in recent years has targeted groups of people not
previously targeted. An explorer program was initiated to provide interest in fire and rescue for our youth.
Posters and newspaper ads were distributed that targeted non typical firefighters such as the elderly, women,
and minorities. A training program for high school juniors and seniors was initiated within the school system
several years ago. The department remains actively involved in providing this training. Radio advertising,
attending civic meetings, recruitment fairs and other public gatherings provide additional opportunities to
promote the department. The department currently employs six female firefighters and six female administrators,
including the volunteer coordinator and the emergency management specialist. This year the department plans
to conduct a multimedia advertising campaign including print, television and radio advertising; conduct outreach
programs at civic organizations and church groups (especially churches with high minority populations); and
attend job fairs offered by local schools. The department also provides diversity training to all personnel to help
prevent discrimination and improve the retention of minorities and women.
Retention of personnel and long term plans
Frederick County government recognizes the needs of the fire and rescue department, and although
government has been unable to fund additional personnel at his time, they have also been hesitant to reduce
staffing. Other departments within the area and across the country have experienced lay -offs of firefighters as a
means of balancing their budgets. Several departments have resorted to closing stations as well. Although our
department has seen a 30 %reduction in our operational budget, we have been able to maintain current. staffing
levels with the exception an one firefighter and one deputy chief position that was lost to attrition. While county
government has been reluctant to raise taxes as a means of balancing budge# issues, they have been equally
reluctant to cut pay or lay off personnel. We feel this trend will continue should additional firefighters be hired. As
mentioned earlier, the department has conducted staffing studies and provided that information to focal
govemment. Future needs include approximately 150 firefighters needed over the next 8 years. In addition to
new positions, at least one additional fire station will be needed. While government has not endorsed this plan
(due to budget constraints }, several new fire stations are listed high on the county's capital improvement plan.
One station is to be located to serve a new adult retirement community with a projected population of Hearty
5000 residents. That community is currently being built and is expected to generate approximately 1000
additional calls for service annually.
The county has had significant experience in building schools in recent years, with new schools opening every
year. When funding for the construction of new schools is approved, government is aware of the need for
additional personnel to staff the facility. if the school is to be built, it must also be staffed. The same argument
can be applied to a fire station.. If the locality is. committed to fund the building of a new fire station, it must also
be willing to fund the staffing of that station. With the construction of new stations high on the capital
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improvement list, it can be implied that the locality is also committed to staffing the facilities it builds. We think
this gives some assurance the county is willing to continue to fund needed improvements for fire and rescue
when the economy recovers and becomes more stable.
Role of Volunteers
Frederick County has supported the volunteer system throughout its conversion to a combination system. Many
of the volunteers who are active within the department are career personnel in other jurisdictions. The majority of
our part time personnel are active volunteers within our department or neighboring departments. Several of our
career staff serves as volunteers within our departmen #and in departments within the region. We feel that the
close working relationship between career and volunteer personnel within. the department contributes to the
smooth operation of the department (both within the station and on emergency incidents }. VI/e see no reason to
change our current policy aQowing volunteerism, and the local IAFF chapter is supportive our current policy on
volunteering.
Summary
The hiring of 19 new firefighters in Frederick County will not solve all of our staffing problems, especially given
the potential of growth when our economy frnally recovers, It will go a long way towards meeting minimal staffrng
requirements, especially if we maintain a strong volunteer base which works together with career staff to provide
emergency services. We have been unable to fund additional firefighter positions for 5 years. Any further delay
will directly affect the functionality of our department and the safety of our firefighters. Far this reason we ask
that you fully fund this request
% Please describe any grants that your department has received ftom DHS including the AFG. For example:
2002 AFG Fire Engine, 2003 UASI Equipment... (Enter "N /A" if Not Applicable).
Frederick Co«nty received an AFG grant (EMW 2003 -FG- 08294) in the amount of 50,536.00 for a public dafety
trailer and other public safety equipment. This equipment has been used throughout the region at public safety
events, county fairs and other gatherings to promote #ire safety. It recently spent time at the Smithsonian
Institute in Washington DC to promote home sprinklers.
The department also received a grant from OJP which was managed by the VA Department of Emergency
Management and funded by the VA Department of Homeland Security. The purpose of the grant was to provide
training far emergency preparedness. The grant was for $52,000.00.
We have also received various grants from the state homeland security to purchase radio equipment and
improve radio interoperability. $562,695.00 was received between 2004 -2007.
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