Helpful Hints for ATL Annual Reports

Helpful Hints in Completing ATL Annual Reports and Disbursement Agreements Annual Reports Ensure that all expenditures reported qualify as used solely for fire purposes only AND that no ATL funds were used to supplant or replace local funding. Include prior year’s carry forward of ATL funds in B2. Report the current fiscal year’s ATL allocation in B3. These amounts are reported on the Audit Sheet and have been verified as correct by VDFP. Do not change these amounts. Do not report more expenditures than the total amount reported in B4. Check your math carefully. Have the Annual Report notarized. Submit one original Annual Report per fiscal year being reported. Do not combine multiple fiscal years on one report. Do not submit Annual Reports for fiscal years in which funds have not yet been released. The locality cannot report for what it has not yet received. Disbursement Agreements Return TWO (2) original disbursement agreements. Both will be executed; one will be returned for the locality’s files. Both Annual Reports and Disbursement Agreements ALL documents must be signed by the County Administrator, City Manager, Town Mayor/Manager or duly appointed Deputy, OR other duly authorized official whereby the report is accompanied by a copy of an ‘Ordinance’ or other such instrument granting that party such authority. Read all documents carefully. Failure to comply with these requirements WILL result in returned documents and a delay in fire programs funds disbursement. Forward these guidelines to any office/department charged with completing these reports/forms on the locality’s behalf. Call the VDFP Grants and Local Aid Manager if there are questions, comments, concerns, or confusion in what needs to be completed and returned. Check the VDFP website www.vafire.com for additional forms/reports as needed. Required forms can be found under Grants & Local Aid, Aid to Localities. Keep copies of what is submitted to VDFP for the locality’s files in the event prior years may need to be referenced and for audit purposes. How does the Audit Sheet work? Identify the ATL Reference Codes selected for the locality (in the yellow box). Refer to the Reference Code Descriptions to determine which documents are required for submission. ONLY the documents identified by the Reference Codes are required.

Aid to Localities Disbursement Schedule

Scheduled disbursement dates for FY-2018 (July 1, 2017 – June 30, 2018) Properly completed forms received from a jurisdiction by… …will have its ATL funds released by VDFP for transfer by… Friday, August 18, 2017 Friday, September 22, 2017 Friday, November 17, 2017 Friday, December 15, 2017 Friday, February 16, 2018 Friday, March 23, 2018 Friday, May 25, 2018 Friday, June 29, 2018 The above release dates should assure that most jurisdictions – if not all, will receive all of their funds by the end of that same fiscal quarter. ATL disbursements are made via an electronic funds transfer/EDI to the account–of-record for each jurisdiction. If there are changes to the account designation, please promptly complete Page 2 of the Form – EDI Agreement Locality Grantee

Annual Package Cover Letter

  This letter serves as notification of the availability of the FY-2023 Annual Package.  Beginning with FY2013, VDFP began providing the Annual Package electronically.  The Annual Package may be found on the Virginia Department of Fire Programs’ website and contains the following: Aid to Localities (ATL) FY-2023 Audit Sheet FY-2023 Disbursement Agreement FY-2022 Annual Report FY-2023 Allocations FY-2023 Disbursement Schedule Helpful Hints in Completing Annual Reports and Agreements   Live Fire Training Structure Grant Program    Regional Fire Services Training Grants Program   Application period opens July 1, 2022 Regional Fire Services Training Facilities Grants Application Regional Fire Services Training Facilities Disbursement Agreement   VFIRS Hardware Grants Program Letter from VDFP Information and Statistics Manager VFIRS Application   Conference and Education Assistance Grants Program **Application period Closes July 1, 2022** Conference and Education Grant Application     Please note that the application postmark deadline for the Regional Fire Service Training Grant and the VFIRS Hardware Grant is August 31, 2022.   Also note that the FY-2023 Annual Reports will not be accepted prior to July 1, 2022.   All program forms are available on our website at www.vafire.com.     Special Notifications of Funding Programs and Opportunities   Aid to Localities Entitlement (ATL) Program The Virginia Fire Services Board (VFSB) voted to permanently increase to the minimum ATL allocations for Towns, Cities, and Counties at the Board meeting in June 2022.  The minimum ATL allocations for Towns increased to $15,000; and Counties and Cities increased to $30,000.  Below is a chart to illustrate the minimum increases:   Type of Jurisdiction Previous NEW Effective July 1, 2022 Incorporated Towns $ 10,000 $ 15,000 Counties $ 20,000 $ 30,000 Cities $ 20,000 $ 30,000   ATL allocations are calculated based upon the most current US Population Census which was conducted in 2020.  Based upon population, jurisdictions that have ATL allocations that fall below the minimum dollar values will have their ATL allocations raised to the minimum dollar level specified above.   Live Fire Training Structure Grant Program The program provides for the construction, renovation, or repair of burn buildings in the Commonwealth of Virginia.   Regional Fire Services Training Facilities (RFSTF) Grant Program The Program is designed to provide grants to Virginia localities for the acquisition of training props to be utilized as regional fire services training facilities per the NFPA 1001 and 1403 training standards. Funding will be awarded at 50% of the proposed project.  The locality will have to contribute the remaining 50%. The application period is July 1, 2022 through August 31, 2022. The Program Policy and related documents can be found on our website under the https://www.vafire.com/grants-and-local-aid/regional-fire-services-training-grant-program/   VFIRS Hardware Grants Program The amount of funding for the VFIRS Grant is $700.  This funding level will allow the VFSB & VDFP to provide more applicants with funding. The minimum specifications can be found in the Agency Practices document located on our website under the https://www.vafire.com/grants-and-local-aid/vfirs-hardware-grants/   Conference and Education Assistance Grant Program The program provides financial support for conferences and seminars sponsored by Virginia based non-profit organization to further the education of fire and emergency service personnel. FY23 Application period closes July 1st.  The Program will be evaluated as competitive. FY2023 awards will be made based in funding availability and the project performance period will be determine upon award.   If you have questions about the documents and forms or need additional assistance, don’t hesitate to contact me at 804-249-1958 or via email at Theresa.Hunter@vdfp.virginia.gov.    Respectfully, Respectfully, Theresa Hunter Budget and Grants Manager

Fire and EMS Study Frequently Asked Questions

Why are fire and emergency medical services (EMS) studies conducted? Fire and EMS studies are conducted at the request of a local jurisdiction from theVirginia Fire Services Board, per Section 9.1-203.4 of the Code of Virginia. What is the purpose of a fire and EMS study? The purpose of a fire and EMS study is to provide an objective view of the fire and EMS services in a local jurisdiction, and to provide feedback on areas that are successful and areas that could use improvement. Additionally, a fire and EMS study provides recommendations on how to improve a local jurisdiction’s fire and EMS service delivery.The intent of fire and EMS study recommendations is to provide broad recommendations for the local jurisdiction to review and customize to the benefit of the citizens, organizations and the local jurisdiction. Study recommendations should not be construed as legal advice or as a binding recommendations. What is the fire and EMS study process? The fire and EMS study process in initiated by a request letter from the Board of Supervisors, City Council or Town Council (i.e. governing body) of a local jurisdiction to the Virginia Fire Services Board.After approval by the Virginia Fire Services Board, the local jurisdiction will complete a self-assessment questionnaire and hold an initial teleconference with the study team. The self-assessment questionnaire and initial teleconference are used to gather background information and data on the local jurisdictions fire and EMS service delivery, such as response maps, ordinances, budgets and incident reporting information.A site visit will be held to meet with all relevant fire and EMS organizations and entities to gain feedback and insight into the successes and areas of improvement for the local jurisdictions fire and EMS service delivery. As part of the site visit, a Town Hall meeting will be held.After the site visit, the study team will compile their notes; complete the draft report, and then a final Fire and EMS Study Report. The local jurisdiction will be allowed to review the draft report for technical corrections only. Once the final Fire and EMS Study Report is approved by the Virginia Fire Services Board, the study team will work with the local jurisdiction to establish and hold a meeting to present the report to the requesting governing body. Who is on a fire and EMS study team? Study teams are composed of two members of the Virginia Fire Services Board, oneDivision Chief and an administrative liaison from the Virginia Department of Fire 1 of 3 Commonwealth of Virginia Frequently Asked Questions (FAQs) Department of Fire Programs About Fire and EMS Studies Programs, one representative from the Virginia Office of Emergency Medical Services, and one representative from the Virginia Department of Forestry. How long does a fire and EMS study take?Typically, fire and EMS studies take less than six (6) months to complete, after they are approved by the Virginia Fire Services Board. A fire and EMS study could take long if there are scheduling issues for the site visit portion of the study. Who does the study team meet with during the Site Visit? During the site visit, the study team will meet with a variety of fire and EMS organizations or personnel. Below is an example of those that would meet with the study team: o The Chief or designated representative from each fire and/or EMS organization/department; o Local government officials with relevant ties to fire and/or EMS service delivery; o The 911 or Emergency communications center; o The general public through the Town Hall meeting; o Where appropriate, select members of the career fire and/or EMS organization/department; o Where appropriate, fire and/or EMS association, commission or council members; o As deemed appropriate, members of the local governing body; and, o Other representatives deemed appropriate. If I meet with the study team, will my name show up in the report?Meetings held with the study team are considered in anonymity, in that conversations will remain only between the representative and the study team, allowing an open and honest conversation. Additionally, names are not used in the study report to maintain the established trust that is necessary for an open and honest conversation. Is there a chance for the general public to provide feedback to the study team?Members of the general public are invited to attend the Town Hall meeting held during the study site visit. Additionally, members of the fire and/or EMS organizations are invited to attend and can provide additionally feedback during the Town Hall meeting. Can the local jurisdiction change the fire and EMS study report?The local jurisdiction cannot change the content(s) of the fire and EMS study report. The local jurisdiction will be asked to provide a technical review of the study, to ensure locality specific information is accurate. 2 of 3 Commonwealth of Virginia Frequently Asked Questions (FAQs) Department of Fire Programs About Fire and EMS Studies What happens after a fire and EMS study?Once the study team concludes the site visit and has develop its final fire and EMS study report, the Virginia Fire Services Board will review and approve the study. Then the study team’s administrative liaison will work with the local jurisdiction to set a study presentation date. The study team will present the final fire and EMS study report to the local governing body that requested the study in an open meeting that the general public can attend.After the presentation, the Virginia Fire Services Board asks that the local governing body vote to accept receipt of the study report. Which means that the local governing body acknowledges that the study report was delivered, not that the local governing body agrees or disagrees with study recommendations.It is then up to the fire and EMS organizations, and the local governing body to determine if, when, and to what extent the study recommendations are implemented. Fire and EMS study recommendations should be used as a guide to assist the fire and EMS organizations and local governing body in improving service delivery to the citizens. As a reminder, the fire and EMS study recommendations should not be construed as legal advice or as a binding recommendation. What costs are associated with having a fire and EMS study completed for my jurisdiction?Fire and EMS studies are completed at no cost to localities Who do I contact about a fire and EMS study or for more information? For more information about fire and EMS studies, please contact: VDFP Policy Virginia Department of Fire Programs 1005 Technology Park Drive, Glen Allen, VA 23059 policyoffice@vdfp.virginia.gov

Publications

General Publication Education Virginia Fire Incident Reporting System (VFIRS) Grants Virginia Fire Service Board Fire Related Studies Agency Strategic Plan

Travel Voucher (TERV) Helpful Hints (FAQ)

TRAVEL VOUCHER (TERV) HELPFUL HINTS This document contains Helpful Hints and friendly reminders for the completion and submission of TERVs to ensure compliance with State Travel Regulations and timely processing within the Finance Branch. For training managers, please share with your adjunct instructors. Any additional questions regarding the proper completion and submission of TERVs or State travel regulations in general may be directed to the Finance Branch. Travel Voucher Reimbursement Helpful Hints

VDFP Accident Report Form

(Click on the image to view the 2-page PDF and access links within the flowchart) Accident Report Form This report must be submitted for each student requiring first aid or medical attention during any training activity conducted by the Virginia Department of Fire Programs.   It must be completed by the instructors and forwarded to the Division Chief in the area in which the accident occurred within five (5) days of the accident. The Area Manager will conduct an investigation and forward findings to the Director of Training within five (5) days of receiving this form. Should it appear that the injured will require hospital admission and/or loss from work, or the accident results in a suspected or known fatality, the instructor(s) will immediately contact a Virginia Department of Fire Programs Division Chief or the Director of Operations who will initiate a preliminary investigation. A detailed report will be prepared by the Division Chief, in cooperation with the instructor(s), and forwarded to the Director of Operations within five (5) days.   Submit an Accident Report Form  

Memorial Service Honor Guard Participation Form

Memorial Serivce Honor Guard Form Note: Any participating Honor Guard personnel must arrive on site, no later than 0900 hrs. Rehearsal starts at 0930 hrs. Please complete the honor guard participation form by filling in all required fields (highlighted in red ), save the PDF and email the completed PDF form to . For additional information and/or questions please email the Command Staff by clicking on the email links provided on the bottom of page 2.Department Name*Department Phone*Home Address* Street Address Address Line 2 City State / Province / Region ZIP / Postal Code AfghanistanAlbaniaAlgeriaAmerican SamoaAndorraAngolaAntigua and BarbudaArgentinaArmeniaAustraliaAustriaAzerbaijanBahamasBahrainBangladeshBarbadosBelarusBelgiumBelizeBeninBermudaBhutanBoliviaBosnia and HerzegovinaBotswanaBrazilBruneiBulgariaBurkina FasoBurundiCambodiaCameroonCanadaCape VerdeCayman IslandsCentral African RepublicChadChileChinaColombiaComorosCongo, Democratic Republic of theCongo, Republic of theCosta RicaCôte d'IvoireCroatiaCubaCuraçaoCyprusCzech RepublicDenmarkDjiboutiDominicaDominican RepublicEast TimorEcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEthiopiaFaroe IslandsFijiFinlandFranceFrench PolynesiaGabonGambiaGeorgiaGermanyGhanaGreeceGreenlandGrenadaGuamGuatemalaGuineaGuinea-BissauGuyanaHaitiHondurasHong KongHungaryIcelandIndiaIndonesiaIranIraqIrelandIsraelItalyJamaicaJapanJordanKazakhstanKenyaKiribatiNorth KoreaSouth KoreaKosovoKuwaitKyrgyzstanLaosLatviaLebanonLesothoLiberiaLibyaLiechtensteinLithuaniaLuxembourgMacedoniaMadagascarMalawiMalaysiaMaldivesMaliMaltaMarshall IslandsMauritaniaMauritiusMexicoMicronesiaMoldovaMonacoMongoliaMontenegroMoroccoMozambiqueMyanmarNamibiaNauruNepalNetherlandsNew ZealandNicaraguaNigerNigeriaNorthern Mariana IslandsNorwayOmanPakistanPalauPalestine, State ofPanamaPapua New GuineaParaguayPeruPhilippinesPolandPortugalPuerto RicoQatarRomaniaRussiaRwandaSaint Kitts and NevisSaint LuciaSaint Vincent and the GrenadinesSamoaSan MarinoSao Tome and PrincipeSaudi ArabiaSenegalSerbiaSeychellesSierra LeoneSingaporeSint MaartenSlovakiaSloveniaSolomon IslandsSomaliaSouth AfricaSpainSri LankaSudanSudan, SouthSurinameSwazilandSwedenSwitzerlandSyriaTaiwanTajikistanTanzaniaThailandTogoTongaTrinidad and TobagoTunisiaTurkeyTurkmenistanTuvaluUgandaUkraineUnited Arab EmiratesUnited KingdomUnited StatesUruguayUzbekistanVanuatuVatican CityVenezuelaVietnamVirgin Islands, BritishVirgin Islands, U.S.YemenZambiaZimbabwe Country Email* Telephone Number*Honor Guard Commander's InformationName First Last Commander's Rank*Select OneFirefighterFirefighter/MedicLieutenantCaptainDistrict ChiefBattalion ChiefCommander's Email Commander's Cell PhoneCommander's Office PhoneAssistant Commander InformationAsst. Commander's Name First Last Asst. Commander's Rank*Select OneFirefighterFirefighter/MedicLieutenantCaptainDistrict ChiefBattalion ChiefCommander's Email Asst. Commander's Cell PhoneAsst. Commander's Office PhoneParticipant InformationIn order for the Virginia Fire Service Honor Guard Command Staff to efficiently allocate the provisions necessary for the scheduled memorial service, the following information is required. Please complete the following fields, by providing the appropriate information.Honor Guard Participation*Select OneYesNoNumber of Participating Memebers*Select One12345678910Flags*Please do not bring U.S. or Virginia state flags.Please indicate which flags your department will display.City/County FlagF.D. FlagNAIrons*Please note that irons will be used based upon the discretion of the command staff.Select OneAxesPiks PolesNAMusicians AvailableBagpipersBuglersNonePlease indicate if your department has the following internal resources available within your Honor Guard.Please check to indicate you are aware that:*You must read and check you understand each of the conditions below Participants should not bring U.S. or Virginia state flags Irons will be used based upon the discretion of the command staff Representing fire department Honor Guard’s displaying their flags will be mandated to provide their own flag stands Musicians must be proficient and comfortable playing “TAPS” Participation AssignmentsPlease indicate which assignment your department personnel (Honor Guard) would be interested in participating. These assignments are strictly voluntary, but very important to the service and families being honored. All other participation will be unified in the processional of Honor Guard members. Please keep in mind that these assignments are voluntary and the command staff will make final decisions at the time of the service. Your participation is very much appreciated by the families and VFFFMS Committee members.Family Escort NeededEscorts will be assigned to family members and will assist family members with any amenities associated with honoring their loss.Select OneYesNoFamily Escort Participant Name(s)Please provide the name(s) of the individuals wishing to participate as family escorts. Please note that this is your primary assignment, and may very well be your only assignment.Flag of ChoicePlease indicate which flag your department personnel (Honor Guard) would be interested in carrying in the procession.Select OneU.S. FlageVirginia State FlagCity / County / F.D. FlagFlag GuardsA total of eight (8) flag guards are needed for the processional.Select OneYesNoFlag Guard (Name) First Last Tolling of Bell 5-5-5: The Reader will be responsible for the actual reading of the history as it relates to the Tolling of the Bell, while the Toller will be responsible for the actual tolling of the bell. 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Memorial Service Apparatus Form

Memorial Service Apparatus Form Department NameName First Last PhoneEmail Apparatus Type*Please select one type of apparatusEngine / PumperTruck / LadderTankerBrushSpecialyChief's MedicApparatus Status*Please select status of apparatusIn serviceAntiqueUnits are to arrive between 9:00 AM and 4:00 PM on the Friday before the service for inside staging. Units are to arrive by 9:00 AM on the day of service to be staged inside; by 10:30 AM for outside staging. Use the entrance through Laburnum-Henrico Turnpike Main Entrance. Contact: Mark Buff Email: mark.buff@vdfp.virginia.gov Phone: (804) 249-1965 jQuery(document).bind(‘gform_post_render’, function(event, formId, currentPage){if(formId == 2) {if(!/(android)/i.test(navigator.userAgent)){jQuery(‘#input_2_4’).mask(‘(999) 999-9999’).bind(‘keypress’, function(e){if(e.which == 13){jQuery(this).blur();} } );}} } );jQuery(document).bind(‘gform_post_conditional_logic’, function(event, formId, fields, isInit){} ); jQuery(document).ready(function(){jQuery(document).trigger(‘gform_post_render’, [2, 1]) } );