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Columbia Fire Department, Columbia, Missouri Fire and Emergency Services Self-Assessment Manual 9th Edition (2018) Select a category to jump to that section Category I: Governance and Administration Category II: Assessment and Planning Category III: Goals and Objectives Category IV: Financial Resources Category V – A: Community Risk Reduction Program Category V – B: Public Education Program Category V – C: Fire Investigation, Origin, and Cause Program Category V – D: Domestic Preparedness, Planning, and Response Category V – E: Fire Suppression Category V – F: Emergency Medical Services (EMS) Category V – G: Technical Rescue Category V – H: Hazardous Materials (Haz-Mat) Category V – I: Aviation Rescue and Firefighting Services Category V – J: Marine and Shipboard Rescue and Firefighting Services Category V – K: Wildland Fire Services Category VI: Physical Resources Category VII: Human Resources Category VIII: Training and Competency Category IX: Essential Resources Category X: External Systems Relationships Category I: Governance and Administration For purposes of this Category, Governance is defined as the recognition of the authority that allows an organization or agency to legally form and operate. In fulfilling this responsibility, the legal entity that oversees this formation process reflects the public interest, protects the agency from undesirable external interference, determines basic policies for providing services, and interprets the agency’s activities to its constituency. Administration is defined as the activities that carry out the implementation of the policies established by the authority having jurisdiction. In fulfilling this responsibility, the agency or organization carries out the day-to-day operations. The legal entity and governing authority define the duties and responsibilities of the agency in an official policy statement. An organization’s charter or local or state/province general statutes likely contain an agency’s official policy statement. The chief executive or chief fire officer should provide staff leadership in developing policy proposals for the legal civil authority having jurisdiction so those officials can take action to implement public policy based upon knowledgeable input from public safety leadership. Keeping an elected governing board and/or high ranking individual informed on all matters affecting the agency and delivery of emergency services is the primary responsibility of agency leadership. It must be recognized that other organizations participate in the governance of the agency, such as the state/provincial and federal governments through legislation, regulations, and funding procedures, and other organizations through associations and bargaining units. The governing board coordinates all of these diverse interests to set the direction of the agency. The agency administration exercises responsibility for the quality of the agency through an organized system of planning, staffing, directing, coordinating, and evaluating. The agency administration is entrusted with the assets and is charged to uphold its mission and 1 programs, to ensure compliance with laws and regulations, and to provide stability and continuity. For many volunteer fire service organizations, the governing board is within the municipal or county government and is the executive/legislative body for municipal or county governance, some elected directly by the public, such as special districts. In the absence of a municipally appointed fire chief or chief executive officer, for purposes of accreditation, the duly elected or appointed volunteer fire chief shall be the individual responsible for the criteria and performance indicators. In many city or county municipal organizations a separation of powers exists that give the governing body legislative responsibility while giving administrative responsibility to a strong mayor or city manager. The chief fire officer/chief executive officer in such organizations generally reports directly to the mayor, manager, or designee. It is vital that the leadership of every agency understand who actually sets policy for the government structure they are working in and their role in implementing that policy. 2 Criterion 1A: Governing Body The governing body and/or agency manager is legally established to provide general policies to guide the agency, approved programs and services, and appropriated financial resources. Summary: The City of Columbia is a municipality that derives its powers from the Missouri Constitution and the Missouri Revised Statutes. The City of Columbia is authorized to levy taxes and appropriate funds. In 1875 forty-eight citizens organized to form the Columbia Fire Company, this was a volunteer organization. In April 1901 the first professional fire company was organized as the City of Columbia assumed responsibility for fire protection. The Columbia City Council established the Columbia Fire Department, (CFD), as a municipal fire department in 1964. The city manager, city council and the finance department approve the activities and programs of the CFD through the budget process. The fire department’s strategic plan describes major programs and activities as well as performance measures to evaluate the success of department efforts. 3 CC 1A.1 The agency is legally established. Description The City of Columbia legally recognizes through Council-Manager Government approval of City Ordinance 9.1540 that the Columbia Fire Department is officially established. The Council-Manager Government adopted this ordinance in 1964. Appraisal The above-mentioned ordinance is in good standing; therefore, the City of Columbia Fire Department is officially and legally established. Plan City Ordinance 9.1540 will remain on file and will be considered for revision as needed. Updates and revisions will be submitted to the City Council for approval and adoption. References 1A.1 1 City of Columbia Municipal Code Ordinance 9.1540 (1964) 4 CC 1A.2 The agency complies with legal requirements of local, state/provincial, and federal governments (i.e. inspection reports, regulatory references, meeting minutes, and legal opinions). Description With assistance and guidance from the City of Columbia’s Human Resource and Legal Departments, the Columbia Fire Department works to ensure compliance with local, state, and federal government laws and regulations. Areas of compliance include the Americans with Disabilities Act (ADA), Equal Employment Opportunity (EEO), the Fair Labor Standards Act (FLSA), the Family and Medical Leave Act (FMLA), and Missouri’s Sunshine Law. Appraisal The Columbia Fire Department has been effective in compliance with local, state, and federal laws and regulations. The City’s Human Resource Department is effective in outreach and training to the various city departments as well as assisting and guiding the Fire Department in hiring processes, pay and compensation and promotional processes. The City and the Fire Department have a robust records retention and transparency system in order to ensure compliance with State Sunshine Law. Plan The Columbia Fire Department will continue to comply with all applicable laws and regulations and with the assistance of other City departments, amend and adjust procedures as necessary to properly reflect changes. References City of Columbia Code of Ordinances – Equal Employment Opportunity Policy and Affirmative Action Program, Sec. 19-176 City of Columbia Code of Ordinances – Family Medical Leave Act, Sec. 19-133 City of Columbia FMLA Procedures & Responsibilities Policy - https://www.mycolumbiamo.com/document/fmla-call-procedure 5 City of Columbia Inter-Departmental Memo – Sunshine Law – Meetings City of Columbia Records Policy - https://www.mycolumbiamo.com/wp- content/uploads/2016/09/rimpolicy-signedfinal03.01.2010.pdf 6 1A.3 The agency has a methodology to monitor and track applicable local, state/provincial, and federal requirement changes. Description The Columbia Fire Department (CFD) works with multiple other city departments to ensure compliance with federal, state and local legal requirements. Some of these include: Americans with Disabilities Act, Fair Labor Standards Act, Family and Medical Leave Act and Equal Employment Opportunity Commission. Details regarding compliance measures are available with the Human Resources, Finance and the Legal Department. Appraisal The CFD has maintained an awareness of changes or plans to change local, state or federal requirements. The Civic Relations Officer, the Human Resources Department and the City Law Department are responsible for alerting the department of changes in law and requirements. This system has proven to be an effective method. Plan The department command staff will continue to implement policies, procedures and guidelines in order to insure compliance with federal, state and local legal requirements. References 1A.3 1 Americans with Disabilities Act 1A.3 2 Equal Employment Opportunity Policy – Code of City Ordinances 19-176 1A.3 3 FMLA Administrative Rule (October 2013) 7 1A.4 The governing body of the agency periodically reviews and approves services and programs. Description The City of Columbia City Council and the City Manager review and approve the department budget. This approval process involves many opportunities for the review of present programs as well as historical records that pertain to the fire department. In the budget process, several meetings are held with both the city manager and the City Council to answer questions about operations.

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