Citizen Concern Policy & Procedure, Complaint Form, Weathersfield Fire Departments

Weathersfield Fire Departments

Citizen Concern Policy & Procedure

West Weathersfield Volunteer Fire Department 

COMMITMENT TO WEATHERSFIELD CITIZENS

Ascutney and West Weathersfield Volunteer Fire Departments are private 501©3 nonprofit organizations dedicated to serving the citizens of Weathersfield, Vermont and preserving the integrity of the departments and its community volunteers. The integrity of the fire departments depends on the character and discipline of each volunteer. Providing an avenue to lodge concerns is an integral part of maintaining that integrity and discipline and is a direct reflection on our continuing commitment to excellence. Should a community member need to submit a concern, be assured their concerns will be treated with respect and professionalism.

PURPOSE

The purpose of the Citizen Concern Policy is to protect the community, the fire departments and volunteer fire fighters. All formal concerns, regarding conduct witnessed during official fire department business, such as drills, trainings, meetings and response calls, will be investigated by the West Weathersfield Volunteer Fire Chief and Deputy Chief for violation in department policies and/or procedures. Upon closure of the complaint process, a summary will be reported to the Fire Commission, and a response will be provided to the complainant. Citizens complaining anonymously will be advised that their concerns must be reported in writing and signed by the concerned citizen.

PROCESS

All formal written concerns must be directed to the West Weathersfield Volunteer Fire Chief. The WWVFD Fire Chief, in conjunction with the Deputy Fire Chief, will determine if a violation in the department’s policies and/or procedures has occurred and provide:

• An Administrative Review for complaints of minor misconduct or behavior within the individual fire department,

OR

• Initiate a Formal Investigation for complaints of serious breach of conduct or behavior that may result in criminal charges being filed. The Weathersfield Police Department and/or Vermont State Police will investigate these complaints.

Within five (5) calendar days of complaint notification, a letter will be sent to the complainant from the WWVFD Fire Chief, acknowledging receipt of the concern.

Within twenty-one (21) days of complaint notification, the WWVFD Fire Chief and Deputy Fire Chief will provide a summary report to the Weathersfield Fire Commission with stated findings:

• Complaint Sustained - Allegations were supported by sufficient information to justify conclusion that the action(s) occurred and violations of department policies and procedures resulted.
• Complaint Not Sustained – Insufficient information available to prove or dispute allegation(s). The allegation(s) appeared to have merit; however, there was insufficient information to either prove or disprove.
• Exonerated – Alleged action(s) occurred but were justified, lawful and proper. Volunteer(s) acted in compliance with rules, regulations and/or policy and procedures.
• Unfounded – Allegation(s) are false, did not occur or not supported by the facts.

In the event that the complaint involves the Fire Chief, the citizen will submit their formal written complaint to the WWVFD Deputy Fire Chief. The Deputy Fire Chief will engage the volunteer capacity of a mutual aid Fire Chief to provide unbiased, third party assistance, following all previously mentioned steps. The Deputy Fire Chief will obtain the concluding information, provide correspondence to the complainant and submit a report to the Fire Commission.

DOCUMENTATION

The Citizen Concern Form shall be completed, signed and forwarded to the WWVFD Fire Chief. The WWVFD Fire Chief shall keep documentation on all sustained findings permanently in personnel files of members.

CONCLUSIONS

Further actions, if warranted, shall be processed through the applicable laws and specific offending department’s policies and procedures. Concerns found to be “Unfounded or Purposefully False” shall be forwarded to the Weathersfield Police Chief for review and further action.

APPEAL

Appeal of any complaint will follow the Town of Weathersfield Fire Commission Policy and Procedure, Section VII. Other Duties (c), The Commission shall act as mediator for any disputes or complaints brought against the fire department. 

 

If the complainant feels that the conclusion was unsatisfactory, they may seek mediation assistance from the Weathersfield Fire Commission. The Weathersfield Fire Commission, in conjunction with the Fire Chiefs, will review information and mediate a satisfactory conclusion.

West Weathersfield Volunteer Fire Department

PO Box 196

Perkinsville, Vermont 05151 

 

DRAFT TWO/Sept. 30, 2013

DRAFT THREE/February 18, 2014

DRAFT FOUR/February 19, 2014

FINAL & VOTE/November 4, 2014 

 

 Weathersfield Fire Departments

Citizen Concern Policy & Procedure

Ascutney Volunteer Fire Department 

 

COMMITMENT TO WEATHERSFIELD CITIZENS

 
Ascutney and West Weathersfield Volunteer Fire Departments are private 501©3 nonprofit organizations dedicated to serving the citizens of Weathersfield, Vermont and preserving the integrity of the departments and its community volunteers. The integrity of the fire departments depends on the character and discipline of each volunteer. Providing an avenue to lodge concerns is an integral part of maintaining that integrity and discipline and is a direct reflection on our continuing commitment to excellence. Should a community member need to submit a concern, be assured their concerns will be treated with respect and professionalism.

PURPOSE

 
The purpose of the Citizen Concern Policy is to protect the community, the fire departments and volunteer fire fighters. All formal concerns, regarding conduct witnessed during official fire department business, such as drills, trainings, meetings and response calls, will be investigated by the Ascutney Volunteer Fire Association President and Fire Chief for violation in department policies and/or procedures. Upon closure of the complaint process, a summary will be reported to the Fire Commission, and a response will be provided to the complainant. Citizens complaining anonymously will be advised that their concerns must be reported in writing and signed by the concerned citizen.

PROCESS

 
All formal written concerns must be directed to the Ascutney Volunteer Fire Association (AVFA) President. The AVFA President, in conjunction with the Fire Chief, will determine if a violation in the department’s policies and/or procedures has occurred and provide:
• An Administrative Review for complaints of minor misconduct or behavior within the individual fire department,

OR

 
• Initiate a Formal Investigation for complaints of serious breach of conduct or behavior that may result in criminal charges being filed. The Weathersfield Police Department and/or Vermont State Police will investigate these complaints.
Within five (5) calendar days of complaint notification, a letter will be sent to the complainant from the AVFA President, acknowledging receipt of the concern.
Within twenty-one (21) days of complaint notification, the AVFA President and Fire Chief will provide a summary report to the Weathersfield Fire Commission with stated findings:
• Complaint Sustained - Allegations were supported by sufficient information to justify conclusion that the action(s) occurred and violations of department policies and procedures resulted.
• Complaint Not Sustained – Insufficient information available to prove or dispute allegation(s). The allegation(s) appeared to have merit; however, there was insufficient information to either prove or disprove.
• Exonerated – Alleged action(s) occurred but were justified, lawful and proper. Volunteer(s) acted in compliance with rules, regulations and/or policy and procedures.
• Unfounded – Allegation(s) are false, did not occur or not supported by the facts.
In the event that the complaint involves the Fire Chief, the citizen will submit their formal written complaint to the AVFA President. The AVFA President will engage the volunteer capacity of a mutual aid Fire Chief to provide unbiased, third party assistance, following all previously mentioned steps. The AVFA President will obtain the concluding information, provide correspondence to the complainant and submit a report to the Fire Commission.

DOCUMENTATION

 
The Citizen Concern Form shall be completed, signed and forwarded to the AVFA President. The AVFA President shall keep documentation on all sustained findings permanently in personnel files of members.

CONCLUSIONS

 
Further actions, if warranted, shall be processed through the applicable laws and specific offending department’s policies and procedures. Concerns found to be “Unfounded or Purposefully False” shall be forwarded to the Weathersfield Police Chief for review and further action.

APPEAL

 
Appeal of any complaint will follow the Town of Weathersfield Fire Commission Policy and Procedure, Section VII. Other Duties (c), The Commission shall act as mediator for any disputes or complaints brought against the fire department.

If the complainant feels that the conclusion was unsatisfactory, they may seek mediation assistance from the Weathersfield Fire Commission. The Weathersfield Fire Commission, in conjunction with the Fire Chiefs, will review information and mediate a satisfactory conclusion.

Ascutney Volunteer Fire Department 

PO Box 91 

Ascutney, VT 05030

DRAFT TWO/Sept. 30, 2013
DRAFT THREE/February 18, 2014
DRAFT FOUR/February 19, 2014
FINAL & VOTE/November 4, 2014

Weathersfield Fire Departments

Citizen Concern Form

Today’s Date: __________________
Name of Concerned Citizen: ______________________________________________
Address: ________________________________________________________________
Town: ____________________________ State: _____________ Zip Code: ________
Home Phone: _____________________________ Alternate Phone: _____________
Incident Information
Day _______________ Date _____________ Time ____________ ( )AM ( )PM
Location ________________________________________________________________
Witness(es) to this incident (if known)
Name _______________________ Address __________________ Phone __________
Name _______________________ Address __________________ Phone __________
Name _______________________ Address __________________ Phone __________
Fire Fighters involved in incident (if known)
Name _______________________ Address __________________ Phone __________
Name _______________________ Address __________________ Phone __________
Name _______________________ Address __________________ Phone __________
Description of what happened. (Attach additional sheets if necessary)
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

Signature ______________________________________________ Date ______________
Please mail this form to the applicable fire department:
Ascutney Volunteer Fire Association      West Weathersfield Volunteer Fire Department
Attn: AVFA President                              Attn: WWFD President
PO Box 91                                               PO Box 196
Ascutney, Vermont 05030                       Perkinsville, Vermont 05151

As stated in the Citizen Concern Policy, complainants will receive written acknowledgment of the concern within five (5) calendar days of notification.

To be completed by Fire Department:
Date received: _______________ Date acknowledged: ______________ Date submitted to Fire Comm. ______________