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GRFD Promotion Books > JBL Fire Officer Chapter 12 > Flashcards

JBL Fire Officer Chapter 12 Flashcards

1
Q

Budget preparation is both a __ and __ process

A

Technical, Political

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2
Q

Written communications establish what?

A

Institutional history and serve as a foundation of any activity the fire department wishes to accomplish

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3
Q

Informal communications include?

A

internal memos, e-mails, instant messages, and messages via MDT

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4
Q

What type of communications is primarily used to record or transmit information that may not be needed for reference in the future?

A

Informal

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5
Q

What is formal communication?

A

An official fire department document printed on business stationery with the fire department letterhead

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6
Q

Who signs formal communication if intended for someone outside the organization?

A

The fire chief or a designated staff officer

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7
Q

What are written organizational directives that establish or prescribe specific operational or administrative methods to be followed routinely for the performance of designated operations or actions?

A

SOPs

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8
Q

Which are permanent documents that are published in a standard format signed by the fire chief and widely distributed?

A

SOPs and SOGs

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9
Q

Definition of SOGs

A

Written organizational directives that identify a desired goal and describe the general path to accomplish the goal

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10
Q

5 factors the courts based liability of SOPs and SOGs

A
  1. Systems in place to develop and maintain SOPs/SOGs
  2. Compatibility with regulatory requirements and national standards
  3. Consideration of unique departmental needs
  4. Adequacy of training and demonstration of competence
  5. Procedures used to monitor performance and ensure compliance
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11
Q

General orders are what?

A

Formal documents that address a specific subject, policy, condition or situation, can range in time in place

Used to announce promotions and personnel transfers

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12
Q

Other names for general orders?

A

Executive orders, departmental directives, master memos

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13
Q

What are announcements used for?

A

To distribute short-term and nonessential information that is of interest

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14
Q

What is a series of written questions asked by someone from an opposing legal party

A

interrogatory

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15
Q

What does an executive summary do?

A

Summarizes a presentation to the fire chief

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16
Q

First step in writing a report?

A

Consider the intended audience

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17
Q

What is a document that advocates a particular action or decision?

A

Recommendation report

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18
Q

What is the goal of a decision document?

A

to provide enough information and make an effective, persuasive argument so that the intended individual or body accepts your recommendation

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19
Q

Elements of a decision document? (6 in order)

A 
Statement of problem or issue
Background
Restrictions
Options
Recommendation
Next action
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20
Q

A verbal presentation consists of what 4 parts?

A

Getting their attention
Interest statement
Details
Action

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21
Q

What is the first step in a budget proposal process?

A

Describe what the new unit will do and what the impact will be if the unit is not funded

22
Q

Three parts to annual expense reports

A

Personnel, capital and operating expenses

23
Q

Personnel expenses include what two parts?

A

direct salary and fringe benefits

24
Q

Operating expenses (with the vehicle example from the book) include what three parts?

A

vehicle maintenance, office operations, and personnel training

25
Q

Petty cash system consists of what?

A

a member of the department acts as the custodian of an amount of cash that is provided by the organization, when low on cash the accumulated receipts are turned over to finance in exchange for a like amount of cash

26
Q

Purchase orders ensure what?

A

That a budget account contains sufficient funds to cover a purchase

27
Q

What is the fire officers role with purchase orders?

A

To acquire the item at the most reasonable cost to the organization

28
Q

Requisitions are used when?

A

For purchases that exceed a predetermined amount

29
Q

Which has more stringent requirements? A requisition or PO?

A

Requistion

30
Q

How does a requisition differ from a PO?

A

The exact dollar amount is not known

31
Q

Two ways bidding process is handled?

A

Specifications or Request for proposal (RFP)

32
Q

Difference between specifications and RFP?

A

Specs are specific to which criteria must be met for the purchase to be most effective and efficient for the fire department

RFPs the department gives general information about what is desired and the vendor determines how to meet the need

33
Q

What does AFG stand for?

A

Assistance to Firefighters Grant

34
Q

4 step method to develop a competitive grant proposal via USFA

A

Conduct a community and fire department needs assessment
Compare community needs to the priorities of the grant program
Decide what to apply for
Complete the application

35
Q

How are AFG program applicants evaluated?

A

By a peer based committee that ranks them on the basis of pre-established criteria

36
Q

Reimbursement for response has to do with what?

A

Hazmat responses, the department can invoice the responsible party for extraordinary charges such as overtime and replacement of expendable supplies, could also be used for durable goods

37
Q

What is the GASB and what do they do?

A

Governmental Accounting Standards Board and they are the standards-setting agency for governmental accounting

38
Q

A ____ is a format in which expenditures are identified in a categorized line-by-line format

A

Line item budget

39
Q

Personnel expenditures are mostly allocate to what?

A

90% salary and benefits

40
Q

What type of expenditures support the day to day delivery of services?

A

Operating expenditures

41
Q

Which is the first area to be considered when the budget needs to be trimmed?

A

Operating expenditures

42
Q

Which quarter includes adjustments if the actual fleet costs exceed budget projections?

A

3rd

43
Q

What do Capital expenditures consist of?

A

purchases of durable items that cost more than a predetermined amount and will last for more than one budget year

44
Q

Annual costs fall into what two areas?

A

Continuity and personnel

45
Q

What is a certificate of debt issued by a government or corporation?

A

Bond

46
Q

Authorization to sell a bond is good for how long usually?

A

5-10 years

47
Q

Bonds are repaid over what time frame?

A

10-30 years

48
Q

Bond funding allows taxpayers what?

A

to actually pay for the facility while it is being used

49
Q

Who has the best opportunity to dramatically improve the safety and effectiveness of fire operations by changing policy and procedures?

A

Fire officer

50
Q

Freeman and Matthew assert the fire service culture is ever changing and is a process, what are the 6 elements

A 
Transparency
Teaching
Inclusion
Incentivizing
Practicing ethics
Procedural justice
51
Q

Three steps to implementing change

A

Identify the problem
Explore alternatives and select solution
Implement and evaluate

GRFD Promotion Books (11 decks)

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