POLICIES AND PROCEDURES

Transcription

1 Page 1 of 7 FINAL April 3, 2013 Appeals from State of Maryland Senator William H. Amoss Fire, Rescue, and Ambulance Fund (508) for Use by MCVFRA Issued by: Montgomery County Volunteer Fire Rescue Association Policy No. April 3, 2013 SUMMARY: This policy defines the procedure for requests, allocations, approvals and appeals of monies from the State of Maryland, Senator William H. Amoss Fund (508) for the Local Fire and Rescue Departments (LFRDs) of Montgomery County, Maryland who are member Departments of the Montgomery County Volunteer Fire and Rescue Association, Inc. Sec. 1. Purpose: To establish a procedure for facilitating the application, allocation, approval and appeal of monies from the Senator William H. Amoss Fund by the MCVFRA Amoss Fund Committee, MCVFRA President and Board of Directors. Sec. 2. Applicability: This policy applies to the Montgomery County Volunteer Fire and Rescue Association, Inc. and its member Departments in the financial matters related to the Amoss Fund who are the sole recipients of this fund. Sec. 3. Requirements: The State of Maryland s criteria to receive, or distribute monies, and provide reports regarding the use of the Amoss Fund, must be adhered to in order to receive funding under Maryland Code, Public Safety, Title 8, Senator William H. Amoss Fire, Rescue, and Ambulance Fund. According to Maryland Code, Public Safety, Title 8-102, Amoss Funds may be used only for: 1. Acquire or rehabilitate fire or rescue equipment, including ambulances 2. Acquire or rehabilitate capital equipment used in connection with fire or rescue equipment 3. Rehabilitate facilities used primarily to house firefighting equipment, ambulances, and rescue vehicles

2 Page 2 of 7 According to Maryland Code, Public Safety Title 8-102, Amoss Funds may NOT be used for: Sec. 4. Definitions: 1. Administrative costs 2. Compensation or fringe benefits to employees or members of the County government, or fire, rescue or ambulance companies 3. Travel or meals expenses 4. Fuel, utility, or routine maintenance costs of facilities or apparatus 5. Acquire new or replacement fire hydrants, water mains, or emergency alarm systems not installed at a fire, rescue, or ambulance facility 6. Insurance 7. Fund raising activities 8. Refinancing any debt or other obligation incurred before July 1, Replace or repair eligible items to the extent that insurance proceeds are available 10. Costs associated with the 911 emergency telephone system 11. Land or interests in land a. Amoss Fund. (Senator William H. Amoss Fire, Rescue and Ambulance Fund-508). The State of Maryland grants funds as part of an established State aid program for the local fire and rescue departments of the State of Maryland. These non-county tax funds are distributed through a procedure established by the State. b. Amoss Fund Committee (Committee). The committee established and its members and chair appointed and/or removed by the President of the Montgomery County Volunteer Fire Rescue Association (MCVFRA). It is authorized to receive, evaluate and recommend requests for receipt of Sen. William H. Amoss Funds to the MCVFRA Board and President. c. Fire Chief. The MCFRS Fire Chief who is appointed by the County Executive under Section 21-3 of the County Code, and serves as the Director of the Montgomery County Fire and Rescue Service. d. Fire and Emergency Services Commission (F&ESC). The Commission that consists of seven members appointed by the County Executive, under Section 21-2 of the Montgomery County Code.

3 Page 3 of 7 e. Local Fire and Rescue Department (LFRD). An individual fire or rescue squad corporation authorized by Section 21-5 of the County Code to provide fire and rescue services in the County who is an active member in good standing of the MCVFRA. f. Montgomery County Volunteer Fire Rescue Association, Inc. (MCVFRA). The organization that represents the fire and rescue volunteers of Montgomery County, and the Local Fire and Rescue Departments. The organization of the MCVFRA includes the Board of Directors, Board Officers and an Executive Director, as established in the MCVFRA By-Laws. g. Montgomery County Volunteer Fire-Rescue Association Board of Directors (Board). The Board of Directors of the Montgomery County Volunteer Fire Rescue Association (MCVFRA), along with the President, is the authorized representatives to which all Local Fire and Rescue Departments (LFRDs) submit their requests for receipt of Amoss Funds. The President and Board are authorized to receive, review and approve Amoss Funds for the LFRDs, in accordance with this procedure, Chapter 21, and State law. h. Montgomery County Volunteer Fire-Rescue Association President (President). The President of the Montgomery County Volunteer Fire Rescue Association (MCVFRA), along with the Board, is the authorized representatives to which all Local Fire and Rescue Departments (LFRDs) submit their requests for receipt of Amoss Funds. The President and Board are authorized to receive, review and approve Amoss Funds for the LFRDs, in accordance with this procedure, Chapter 21, and State laws. Sec 5. Procedure: a. The Amoss Fund Committee Chair will provide notification to the MCVFRA member Departments regarding timeframes and application instructions for requesting funds. The MCVFRA member Departments applications to the Amoss Fund Committee must include justification for the items requested, as well as a status report of expenditures for the previous years allocation, an explanation for any unspent Amoss Funds from prior years, and any other documentation that may be requested by the MCVFRA Board of Directors. Funding requests must be submitted to the Amoss Fund Committee by March 1 of each year or at the date set by the Board. b. Under the authority of MCVFRA s President and its Board of Directors, the Amoss Fund Committee will annually receive and review the MCVFRA member Departments requests for Amoss funded projects for compliance with State and County laws. The Committee will make recommendations for allocation of requested funds submitted by

4 Page 4 of 7 the MCVFRA member Departments to the MCVFRA Board of Directors for its review and approval. The Amoss Fund Committee will submit their recommendations to the Board of Directors at the Board s April meeting or at a time set by the Board. c. The MCVFRA application for State of Maryland Senator Amoss funds shall be used by an LFRD requesting funds from the Amoss funds distributed by the State to Montgomery County. All Amoss funds for LFRD use must receive MCVFRA Board approval along with the MCFRS Fire Chief. d. The application must be filled out completely and signed by the LFRD department head. Failure to complete the entire form will result in the application package being returned to the LFRD department head without Committee review, MCVFRA or Fire Chief review or approval of funding. EACH request MUST include a complete scope of work to be done and an estimate of cost. A formal bid is not required at the time of application. e. The MCVFRA Amoss application will be submitted by the date set by the MCVFRA to the President either electronically, hand delivered to the MCVFRA office or via US Mail to the MCVFRA office at: Montgomery County Volunteer Fire Rescue Association 230 North Washington Street, Suite 400 Rockville, MD f. The LFRDs will prepare a list of resource requests by priority for submission to the MCVFRA. These submissions will be made according to the directions and deadlines set by the MCVFRA. There may be only one (1) of EACH priority per request. g. Once forwarded by the Amoss Committee, the Board of Directors will receive and review the LFRD requests and Committee recommendations for Amoss projects for compliance with State and County laws as well as MCVFRA policies and procedures. The Board will approve all allocation of requested funds submitted by the LFRDs. After Board approval, the Secretary will then notify the MCVFRA member Departments in writing of the Boards approved allocations. h. MCVFRA member Departments may appeal the amount of recommended allocated funds for its projects to the Board of Directors. Appeals must be in writing and received by the Secretary prior to the MCVFRA Board s June meeting or at a date set by the Board. NO late submissions will be considered. The Board will consider any appeal(s) at the next regularly scheduled board meeting. At the conclusion of the appeal

5 Page 5 of 7 process, the Board of Directors may make any adjustments and will then forward their approval to the Fire Chief. The President of the MCVFRA will confer directly with the Fire Chief on any questions or concerns regarding the Amoss requests. i. The LFRDs may submit, or may be required to submit additional information to the MCVFRA President and Board and/or Fire Chief to support their Amoss Fund requests. j. Final approval of all recommendations will be made by the MCVFRA Board of Directors at the conclusion of the appeal process. The Board will then notify all member Departments in writing, of the changes. Sec. 6 Priorities: The MCVFRA shall establish Amoss fund priorities. The overall MCVFRA Priorities are (not listed in priority order): Volunteer purchased and/or owned fire, rescue heavy apparatus and EMS units (ambulances) Volunteer owned facility infrastructure improvements and replacement Training for volunteers Volunteer recruitment and retention Personal Protective Equipment (PPE) for volunteers Fire, rescue and EMS equipment Command and support vehicles Sec. 7 Funding Priority Formula for Fund Distribution: The Board of Directors of the MCVFRA will receive, review and approve all applications from the LFRDs for funding from State Amoss funds after review and recommendation of the Amoss Committee. The requests will be judged on the overall priorities of the service and the need of the item and NOT be based solely on the priorities and wants of each individual LFRD. Each of the following factors will be considered in the listed priority for fund appropriation by the Board of the MCVFRA: 1. Number of active IECS volunteer members 2. Number of LOSAP active members 3. Percentage of staffing by volunteer members 4. Number of stations and facilities owned by the LFRD 5. Financial contributions of the LFRD to the service 6. Financial need of the LFRD at the time of the request

6 Page 6 of 7 7. Amount of heavy apparatus owned by the LFRD 8. Amount of command, staff and support vehicles owned and operated by the LFRD 9. Number and participation of certified chief officers from the LFRD 10. Conformance to approved standby program 11. Percentage of increase in minimum staffing IECS certified volunteers (FF2 & EMSP1) from previous year(s) 12. Increase in number of recruits and candidates on the IECS from previous year(s) 13. Previous year(s) funding from Amoss fund 14. Previous year(s) Amoss funding remaining unspent by LFRD 15. Funding from EMST Fund 16. Previous performance in spending Amoss and EMST funds a. The Committee and Board will weigh all priority factors along with the overall strategic priorities set when reviewing and approving applications for funding. b. There is no expectation that each LFRD will receive an equal amount of funding: 1. As other LFRDs may have received 2. As the LFRD had received in prior years 3. Equal to any percentage of available funds 4. That is not in accordance with the set funding priority formula and overall MCVFRA priorities Sec. 8. Responsibilities: a. The LFRDs must provide complete and accurate information to the MCVFRA Amoss Committee, President, Board, and Fire Chief along with any other information they request to facilitate the appropriate distribution of funds. EACH project or funding area requested MUST be accompanied but a complete scope of work and estimate of cost at the time of application. If approved, a formal bid will be required and dependent on the cost of the project 3 bids may be required. b. The Fire Chief must ensure the timely distribution of funds. c. The LFRDs must deposit all Amoss Funds received into separate bank accounts. Funds may not be commingled with LFRD private funds, other County tax funds, EMST funds, or any other funds received by the LFRD or MCVFRA.

7 Page 7 of 7 d. The LFRDs must follow all County and State rules, regulations, policies and procedures that are approved by the County and State in addition to this policy. e. Funds MUST be spent or encumbered in the fiscal year they are received unless: 1. The LFRD has received prior approval by the President of the MCVFRA and Fire Chief 2. The funding is for an on-going project or apparatus purchase approved by the Board of the MCVFRA and the Fire Chief f. Failure to spend or encumber funds in the fiscal year received will result in reversion of the funds back to the MCVFRA unless one of the factors above applies g. An LFRD not in good standing and active with the MCVFRA will not be eligible to receive any funding. h. Reallocations there will be no reallocations except in extraordinary circumstances, supported by justification and documentation then approved by the President, Board and Fire Chief. Sec. 9. Enforcement: The MCVFRA President and Board must verify that the disposition of Amoss Funds to the LFRDs complies with the requirements established by the County Council, State of Maryland and this procedure. Sec 10. This policy was approved by the MCVFRA Board of Directors on July 5, 2006 and became effective on that date. This policy was amended on April 3, 2013 and approved by the MCVFRA Board of Directors. Marcine D. Goodloe President Russell W. Dawson Secretary