1. Analysis of Fire‑Rescue Emergency Services for Rockbridge County, VA
June 2007
Presented by:
Patrick Simpson, Project Manager
TriData, a Division of System Planning Corporation
(703) •

2. Scope of Study Management and Organization Operations
Facilities, Apparatus, & Deployment
Preventive and Support Services
Strategic Plan

3. Management and Organization
Structure
Currently individual districts
Proposed regional organization
Proposed single point of accountability
Creation of Fire/Rescue Commission
Divisions in Department of Emergency Services

4. Management and Organization
Communications
Volunteer Recruitment & Retention
Administrative Policies and Procedures
Finance

5. Current Individual Districts
Eleven Volunteer Fire Departments
Six Rescue Squads
Fire Association has no authority to set area wide policy
Rockbridge Emergency Rescue Group also lacks authority to set area wide policy
No area wide planning for Fire/Rescue

6. Proposed Regional Organization
Create a Department of Fire/Rescue Services
Appoint a Director of Emergency Services
Set duties and responsibilities of Director
Establish a Fire/Rescue Commission
Set duties and responsibilities of Commission
Develop interlocal agreements with jurisdictions for fire/rescue services

7. Single Point of Accountability
Director reports to County Management
Director develops overall policy and regional finance plan
Director oversees 3 divisions in Regional Emergency Services Department
Emergency management & prevention
Operations & training
Support services

8. Fire/Rescue Commission
Advisory group for the Director of Emergency Services
Composed of Fire Chief of each volunteer department & Captain of each rescue department
Official platform for fire/rescue issues
Meets regularly with structured agenda

9. Department of Emergency Services

10. Emergency Services Divisions
Emergency Management and Prevention Division
Expanded role of current position
Adds public education
Adds code enforcement
Evaluates major risks in the area and develops action plans

11. Emergency Services Divisions
Operations and Training Division
Monitors all fire/rescue training
Standardizes training
Assists volunteers to standardize emergency responses
Monitors apparatus, equipment, and stations to maintain effective operations

12. Emergency Services Divisions
Support Services Division
Supervises 911 Dispatch
Monitors all radio systems
Maintains CAD system
Sets frequency allocations
Oversees Information Technology
Incident reporting system
Computer needs
Grant assistance

13. Individual Departmental Structure
Currently have variations in individual structures
Standardization would improve efficiency at major operations
Standardization would improve safety
Standardization would provide NIMS and NFPA 1720 compliance for regional fire/rescue services

14. Organizational Communications
Internal Communications
Standardize operational guidelines
Improve channels of communications
External Communications
Lack of administrative interaction with fire/rescue
Emergency services/administration distrust

15. Volunteer Recruitment & Retention
Targeted Recruitment
Cadet Program
Retention problems
Solutions
Administration involvement
Recruitment and retention committee
Incentives
Recognition

16. Policies and Procedures
Difference between policies and by-laws
Policies should be set at area level
Bylaws are departmental function

17. Finance
All financial recommendations, allocations, and reporting are a function of the Director
Director and Fire/Rescue Commission assist departments with operational and capital financial planning
User Fees
EMS billing
Special incident fees
Business registration
Outside funding resources

18. Operations Command Structure Emergency operations (fire)
NFPA specifies a single incident command structure
Emergency operations (fire)
Per hazard classification need at least 13 at structure fires
Must comply with 29CFR ( 2in-2out)
Establish a safety committee
Establish an ERZ system

19. Operations Emergency operation (EMS)
Develop time goals for BLS and ALS
Better Record Keeping
EMS policy and procedure development should be a function of Director and Fire/Rescue Commission
One Operational Medical Director to serve all agencies
Need system wide quality assurance program

20. Operations Station location ( based upon GIS)
Current locations well placed with 2 gap areas
Gap northeast of Lexington around I-81
Gap south of Lexington near I-81
Some concern for areas on west edge of county and southeastern edge of county

21. Operations Response time analysis (CY 2003)
Call processing more than double NFPA recommendations
Reflex time high
Fire 8 minutes
EMS 12+ minutes
Travel Times
EMS 9+ minutes

22. Operations Total Response Times Conclusions for response times
Fire 16 90%
EMS 20 90%
Conclusions for response times
All areas are above standards
Some areas can be improved
Some areas are a product of rural environment

23. Operations
Mutual Aid agreements should be signed documents in Rockbridge area between emergency responders
Swift water rescue is an essential function of emergency services and needs assistance to develop properly

24. Facilities, Apparatus,& Deployment
Stations
Need to establish a CIP for stations
Stations are various states of repair from good to very poor
Apparatus
Director and Fire/Rescue Commission establish replacement policy
Centralize repair and maintenance
Develop a system wide gear and equipment program

25. Preventive and Support Services
Training
EMS training
Provided by outside sources but travel is an issue
Current low demand for classes enhances training problems
Fire Training
Coordinated by Fire Chiefs Assn but no coordination with departments
Need to centralize this task and enhance program

26. Preventive and Support Services
Dispatch
911 access is an issue( needs follow-up)
CAD system is inadequate and needs enhancement
First due and response orders should be approved by Director and Fire/rescue Commission
Radio system should be evaluated by a professional firm
Incorporate EMD into dispatching system

27. Preventive and Support Services
Need a Fire Marshal and Deputy Fire Marshal
Establish a fee schedule for permits
Need a RMS for reporting
An area risk assessment should be initiated
Initiate “make the right call” program

28. Preventive and Support Services
Need a NIMS compliance plan
Establish a regional EOC that can function 24/7
Joint services agreement is needed to coordinate emergency management

29. Strategic Plan Integrated Fire/Rescue operations plan
Create a fire/rescue services department
Create a position of director of fire/rescue services
Create a fire/rescue advisory commission
Standardize operations area wide
Establish performance benchmarks
Develop a budget and finance system
Begin an ongoing long range planning process

30. Strategic Plan

31. The Choice is Yours
The Rockbridge Area is at a crossroads when it comes to deciding the future of the fire service. The choices are:
You can continue with the status quo that consists of a system of individual “fiefdoms” where everyone works independent of the whole. This choice is the easiest and safest in that it creates no need for change which is always a difficult process to successfully enact.
You can create a single fire/rescue department using the successes of other local municipalities in the nation as a guide. This choice will take a great deal of planning, commitment, and relationship-building between the elected officials and the independent volunteer fire/rescue departments that now protect the area.
You can take pieces of the recommendations set forth and create a system that works best for the area and slowly build the future, or create your own system independent of any and all of the recommendations brought forth in this study.
Whichever option is chosen, one thing is certain: the process will have its share of supporters and non-supporters who will have a great affect on the outcome of the decision. The leaders must always keep the mission of all fire/rescue services at the sharp point of this endeavor. That mission is simply to save lives and protect property, and to do what is right for Mrs. Smith.

32. Analysis of Fire/Rescue Emergency Services
Questions and Discussion