JBL Fire Officer Chapter 12

Question 1

Budget preparation is both a __ and __ process

Answer 1

Technical, Political

Question 2

Written communications establish what?

Answer 2

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

Question 3

Informal communications include?

Answer 3

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

Question 4

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

Answer 4

Informal

Question 5

What is formal communication?

Answer 5

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

Question 6

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

Answer 6

The fire chief or a designated staff officer

Question 7

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?

Answer 7

SOPs

Question 8

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

Answer 8

SOPs and SOGs

Question 9

Definition of SOGs

Answer 9

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

Question 10

5 factors the courts based liability of SOPs and SOGs

Answer 10

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

Question 11

General orders are what?

Answer 11

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

Used to announce promotions and personnel transfers

Question 12

Other names for general orders?

Answer 12

Executive orders, departmental directives, master memos

Question 13

What are announcements used for?

Answer 13

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

Question 14

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

Answer 14

interrogatory

Question 15

What does an executive summary do?

Answer 15

Summarizes a presentation to the fire chief

Question 16

First step in writing a report?

Answer 16

Consider the intended audience

Question 17

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

Answer 17

Recommendation report

Question 18

What is the goal of a decision document?

Answer 18

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

Question 19

Elements of a decision document? (6 in order)

Answer 19

Statement of problem or issue
Background
Restrictions
Options
Recommendation
Next action

Question 20

A verbal presentation consists of what 4 parts?

Answer 20

Getting their attention
Interest statement
Details
Action

Question 21

What is the first step in a budget proposal process?

Answer 21

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

Question 22

Three parts to annual expense reports

Answer 22

Personnel, capital and operating expenses

Question 23

Personnel expenses include what two parts?

Answer 23

direct salary and fringe benefits

Question 24

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

Answer 24

vehicle maintenance, office operations, and personnel training

Question 25

Petty cash system consists of what?

Answer 25

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

Question 26

Purchase orders ensure what?

Answer 26

That a budget account contains sufficient funds to cover a purchase

Question 27

What is the fire officers role with purchase orders?

Answer 27

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

Question 28

Requisitions are used when?

Answer 28

For purchases that exceed a predetermined amount

Question 29

Which has more stringent requirements? A requisition or PO?

Answer 29

Requistion

Question 30

How does a requisition differ from a PO?

Answer 30

The exact dollar amount is not known

Question 31

Two ways bidding process is handled?

Answer 31

Specifications or Request for proposal (RFP)

Question 32

Difference between specifications and RFP?

Answer 32

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

Question 33

What does AFG stand for?

Answer 33

Assistance to Firefighters Grant

Question 34

4 step method to develop a competitive grant proposal via USFA

Answer 34

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

Question 35

How are AFG program applicants evaluated?

Answer 35

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

Question 36

Reimbursement for response has to do with what?

Answer 36

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

Question 37

What is the GASB and what do they do?

Answer 37

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

Question 38

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

Answer 38

Line item budget

Question 39

Personnel expenditures are mostly allocate to what?

Answer 39

90% salary and benefits

Question 40

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

Answer 40

Operating expenditures

Question 41

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

Answer 41

Operating expenditures

Question 42

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

Answer 42

3rd

Question 43

What do Capital expenditures consist of?

Answer 43

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

Question 44

Annual costs fall into what two areas?

Answer 44

Continuity and personnel

Question 45

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

Answer 45

Bond

Question 46

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

Answer 46

5-10 years

Question 47

Bonds are repaid over what time frame?

Answer 47

10-30 years

Question 48

Bond funding allows taxpayers what?

Answer 48

to actually pay for the facility while it is being used

Question 49

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

Answer 49

Fire officer

Question 50

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

Answer 50

``` Transparency Teaching Inclusion Incentivizing Practicing ethics Procedural justice ```

Question 51

Three steps to implementing change

Answer 51

Identify the problem Explore alternatives and select solution Implement and evaluate