BOOK: Support SECTION: Fleet Maintenance Pg. 1 of 19
FLEET MAINTENANCE
TABLE OF CONTENTS
ADN/001 RESPONSIBILITIES
ADN/002 PERSONAL CONDUCT AND INTEGRITY
ADN/003 SAFETY POLICY
ADN/009 NEW AND ADDITIONAL EQUIPMENT(Capt/Chf Only)
ADN/010 VEHICLE FUELING AND FLUIDS RECORDS, AND FUEL DELIVERIES(Capt/Chf Only)
ADN/011 OFF-SITE FUELING FOR DESIGNATED STAFF VEHICLES(Chief Only)
ADN/012 RECEIVING AND RETURNING ITEMS(Chief Only)
OPS/001 FLEET MAINTENANCE OPERATING PROCEDURES
OPS/002 AFTER-HOURS REPAIRS
OPS/003 DAY EMERGENCY REPAIRS
OPS/004 MAINTENANCE OR REPAIRS TO EQUIPMENT NOT OF AN EMERGENCY NATURE
OPS/005 TIRE PRESSURES IN ALL VEHICLE TIRES
OPS/006 APPARATUS DAILY CHECK AND STARTING PROCEDURES
OPS/007 SELF CONTAINED BREATHING APPARATUS AND RESUSCITATOR REPAIRS
OPS/008 INSTALLATION AND MAINTENANCE OF TIRE CHAINS
OPS/009 TOWING OF FIRE DEPARTMENT VEHICLES
OPS/009.1 DISABLED VEHICLE PROCEDURES
OPS/010 LIGHTING ON FIRE DEPARTMENT VEHICLES
OPS/011 TOUCH-UP PAINTING ON FIRE APPARATUS
OPS/012 WHEEL CHOCKS
OPS/013 PREVENTATIVE MAINTENANCE
OPS/014 EMERGENCY ONE EQUIPMENT
OPS/015 A.C. GENERATORS INSTALLED ON NEW E-ONE AUXILIARY APPARATUS &
RESCUE LADDERS
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Y / ADN/001RESPONSIBILITIES
It is the responsibility of the Maintenance Chief to enforce regulations and guidelines, fairly and equally consistent, with the Collective Bargaining Agreements, Department Policies and City Personnel Policies regarding general and specific matters. Whereas, a matter not covered in the Collective Bargaining Agreements or Department Policies, the City Personnel Policy will be adhered to.
It is the responsibility of every employee of this section to adhere to the following:
- Do not abuse or misuse City property.
- Minimize waste when using City owned parts or supplies.
- Detect and report fraud(s) perpetrated against the City.
- Ensure City owned property is used for the benefit of the City.
A copy of these regulations and guidelines are maintained in the Fire Department Maintenance Services SOP’s, and is available to all employees.
ADN/002PERSONAL CONDUCT AND INTEGRITY
At all times, employees will exercise proper personal hygiene with regards to cleanliness.
Employee is required to comply with currently adopted safety regulations and uniform dress.
The use of abusive and derogatory language will not be tolerated.
Any use of alcoholic beverages, non-prescribed drugs or illegal substances while on duty, at a work site or when using City equipment is prohibited.
If any employee is under the care of a physician and taking medication that may affect the coordination, judgment or performance of that individual, it shall be the responsibility of the employee to make their immediate supervisor aware of the situation.
Break time will be kept to 15 minutes, maximum and will be scheduled by their supervisor. All employees are responsible for the cleanliness of the break area.
All incoming calls should be answered in a courteous and professional manner. The employee should answer the phone by saying their work section and name, i.e., “Fire Maintenance (and give name)”.
Always maintain a positive exchange with other fire department personnel and people from outside agencies. Make every effort to provide an accurate answer to questions asked. If the call needs to be transferred to another city office make the transfer.
Explain to the caller that they are being transferred and give them the number you are transferring them to. Push the “Recall” button on the phone, then dial the four-digit extension, when it is answered advise who you are and your section and that you have a transfer call.
In order to provide fair and equal use of telephones and maintain a consistent workflow of the Maintenance Services Section of the Oklahoma City Fire Department, the following is clarification of our policy and guidelines for phone usage:
- Employees will not make personal phone calls during work hours. If the need for an emergency call is necessary, inform your supervisor.
- Employees should conduct their local personal calls before 7:00 a.m., during breaks and lunchtime, or after work hours.
- If a phone call is received for an employee that is not within the allotted times, then the secretary will take a message and forward the message to the employee during breaks and lunchtime.
- No employeeother than those authorized by the Fire Chief will be allowed to carry cellular telephones while on their regular forty-hour workweek schedule.
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SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY
SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY
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Y / ADN/002PERSONAL CONDUCT AND INTEGRITY- continued
Employees are prohibited from using Fire Department Maintenance Facility and/or equipment before, during, or after work hours for private use without prior approval of the Fire Chief or designee. Employees are prohibited from using Fire Department vehicles for personal use during break time or lunch hour. During work periods, employees may stop for regularly scheduled lunch and breaks while using city vehicles.
Vehicles assigned to the work section should be kept clean both inside and out. The vehicle should be regularly scheduled for preventative maintenance and completely waxed on a monthly basis. When the vehicle is refueled, the engine oil should be checked.
Employees responding to incidents should do so with the basic speed rule in mind. At no time should the employee endanger them-self or the public. Once on the scene they should report to the Incident Commander for assignment.
The “on-call” Duty Mechanic will respond to all third alarms and remain on scene until released by the Incident Commander.
Employees are prohibited from storing their personal vehicles on Fire Department premises with out prior approval of the Fire Chief or designee.
It should always be remembered that shop activities have priority over any outside projects. Outside projects should be kept to a minimum. It is the employee’s responsibility to notify their supervisor if someone outside this section requests them to perform a work assignment.
Every employee should maintain a professional image at all times. Every effort should be focused on two issues:
- Arriving to work on time
- Doing your job when you arrive
It is the policy of the Fire Department Maintenance Services Section to encourage safety in all shops and operational areas. To accomplish this goal, we encourage all employees to report to their supervisor any unsafe practices or conditions that they may see.
Safety is an individual responsibility of all employees and every person is expected to perform their duties in a reasonable manner.
It is the responsibility of ALL employees to ensure that the equipment is off, lights are off and the building is locked after normal duty hours. / S
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SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY SGT/CPT CSM ONLY
CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY
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Y / ADN/009NEW AND ADDITIONAL EQUIPMENT
If a modification needs to be performed on an apparatus, all three station officers from the station making the request must sign the request. In addition, all three District Officers of the respective district must also sign the request. The request is then forwarded to the Deputy Chief of Operations for review. If approved by the Deputy Chief of Operations, it is submitted to the maintenance facility for approval by the Chief of Maintenance. The Chief of Maintenance will notify the respective District Officer of the approval or denial, and if approved, when the request can be completed.
ADN/010VEHICLE FUELING AND FLUIDS RECORDS, AND FUEL DELIVERIES
The following procedures outline the documentation of receiving and dispensing of fuel at the stations, and the documentation of fuel received by the Oklahoma City Fire Department apparatus/vehicle. These procedures are effective immediately upon receipt of the new forms discussed in this bulletin. IT IS THE STATION OFFICER'S RESPONSIBILITY TO ACCOUNT FOR THE STATION FUEL AND FLUIDS, MAINTAIN THE PROPER RECORDS, AND FOLLOW THE PROCEDURES DESCRIBED BELOW.
Each Oklahoma City Fire Department apparatus/vehicle shall carry a fuel card to record fuel received by that vehicle during the month. The card shall remain with that vehicle regardless of the vehicle's assignment. The vehicle tag number and City I.D number is to be written on the card along with the departmental apparatus/vehicle number. Example: If a regularly assigned apparatus/vehicle is traded out at the shop, the fuel card will stay with that apparatus/vehicle and the card on the reserve apparatus/vehicle shall be used when fuel is added to the reserve apparatus/vehicle.
When fuel is added to an apparatus/vehicle, entries shall be made on the fuel card and in the station fuel log book to show; date, mileage, fuel received (in gallons), oil added (in quarts), transmission fluid added (in quarts), station number where received, and the initials of the individual fueling the apparatus/vehicle. When fueling the apparatus/vehicle, attempt to fill to the nearest whole gallon, without overflowing. Mileage shall be rounded off to the nearest mile, but fuel shall be recorded to the nearest tenth of a gallon. If the apparatus/vehicle is fueled at a facility other than a fire service facility, put "other" in the station number block and explain on the back of the card where the fuel was received (police briefing station, city maintenance facility, etc.)
On the first of each month, the fuel card shall be replaced with a new card. The previous month's card entries shall be totaled and entered in the appropriate block on the bottom of the card. It is the Station Officer's responsibility to make sure the fuel cards are replaced each month and the previous month's card is filled out and totaled properly. The new cards will show the vehicle's tag number, City I.D. number and the departmental vehicle number.
Personnel using department apparatus/vehicle that is not assigned to a station should turn their cards in to their supervisor. It is the responsibility of the supervisor to make sure the card is filled out and totaled properly. It is the responsibility of the work section head to make sure the cards are turned in to the Maintenance Shop, by the fifth of the month.
An example of a properly filled out and totaled card is shown in Attachment 1.
Each station shall keep a log of motor oil and transmission fluid received and dispensed. Those stations with fuel storage tanks shall also keep a log of fuel received and dispensed. It is recommended that the “Monthly Fuel Inventory Record” form listed on the website be used. This form calculates the numbers for you. Whenever fuel, motor oil or transmission fluid is received or dispensed, it shall be entered on the appropriate log sheet. A running total shall be kept on the station log for fuel, oil and transmission fluid. It is the Station Officer's responsibility to verify the balances are correct. Each morning at 7:00 a.m., the Station Officer shall make an entry in the station log indicating they agree with the balances listed on the fuel and fluid log sheets. / C
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CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY
CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY
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Y / ADN/010VEHICLE FUELING AND FLUIDS RECORDS, AND FUEL DELIVERIES- continued
Variations in readings can occur from weather conditions. Because of this and readings not directly marked on the stick, a balance amount computed from the tank readings that is within 20 gallons of the fuel dispensed on the log sheet will be acceptable. If the tank balance on the log sheet is (+ or -) over the allowable 20 gallons, it is the District Officer’s responsibility to investigate the readings and determine the cause for the excessive reading (+ or -). Tank balance at the end of the month shall not be adjusted to fuel dispensed readings.
When fuel is received at the station, it is the Station Officer's responsibility to verify the tank balance before and after the fuel has been added. This verification will be indicated by initialing the station fuel record after the entry is. The Station Officer and the fuel transport driver should initial station fuel record and transport log to verify delivered amounts are correct.
Examples of properly filled out station fuel, motor oil, and transmission fluid records are shown in Attachments 2, 3, and 4.
The Station Officer working on the first day of the month shall verify the balances are correct after the 7:00 a.m., reading and sign the log sheet below the last reading. This stick reading will be recorded on a new log sheet. All transactions on the log sheet, prior to 7:00 a.m., on the first day of the month, will be considered to have been in the previous month.
The Station Officer will complete a Monthly Fuel Summary (see Attachment 5) for each tank. This summary will help the stations verify the calculated balance on the log sheet and simplify the fuel reconciliation. If the calculated total is greater than the ending stick reading, the tank is short. If the calculated reading is less than the stick reading, the tank is long. The Station Officer and the District Officer will sign the Monthly Fuel Summary to indicate the figures and balances have been reviewed. The monthly fuel summary should be turned in along with the monthly log sheets.
It is the District Officer's responsibility to make sure cards for all apparatus/vehicles, fuel, motor oil, transmission fluid logs, and summary sheets for their district are turned in by the fifth (5th) of the month to the Maintenance Shop.
The log sheets and fuel cards will be kept at the Maintenance Shop for a period of five years.
If your assigned apparatus/vehicle is in the shop on the 1st of the month, maintenance personnel will replace the original equipment fuel card.
Attachment 1-Fuel Card OKLAHOMA CITY FIRE DEPARTMENT
MONTH OF / MARCH 07 / CITY ID # / 9151044
TAG # / 3-35050 / GAS / DIESEL / x / UNIT # / E-51
CALL # / E-51
DATE / MILEAGE / FUEL
(GALS) / OIL
(QTS) / TRANS
FLUID
(QTS) / INTLS / STA
NO / DATE / MILEAGE / FUEL
(GALS) / OIL
(QTS) / TRANS
FLUID
(QTS) / INTLS / STA
NO
3/2/07 / 74478 / 20 / --- / --- / BB / 5
3/8/07 / 74520 / 18 / --- / --- / CB / 8
3/11/07 / 74617 / 16 / --- / --- / JC / 5
3/15/07 / 74702 / 18 / --- / --- / RS / 8
SMITH / JONES / JOHNSON
DRIVER’S NAME (PRINT) A-SHIFT / DRIVER’S NAME (PRINT) B-SHIFT / DRIVER’S NAME (PRINT) C-SHIFT
TOTAL FUEL RECEIVED (GALS) / 18 / TOTAL OIL RECEIVED (QTS) / 0 / TOTAL TRANS FLUID RECEIVED (QTS) / 0
BEG MONTH MILEAGE / 74451 / ENDING MONTH MILEAGE / 74781 / CURRENT MONTH MILEAGE / 330
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CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY
CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY CPT/CHF CSM ONLY
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Y / ADN/010VEHICLE FUELING AND FLUIDS RECORDS, AND FUEL DELIVERIES- continued
Attachment 2-Station Diesel Fuel Record Card
OKLAHOMA CITY FIRE DEPARTMENT / PAGE 1 of
MONTH/YEAR / Feb - 2007
STATION # / Shop / DIESEL
DATE / VEHICLE
NUMBER / MILEAGE / FUEL
PUMPED / FUEL
REC’D
BY
STA / INITIALS / CALCULATED
TANK
BALANCE / DAILY
STICK
READING
2/1/07 / 1632.815
2/1/07 / E-102 / 79,215 / 13 / CM / 1619.815
2/1/07 / E-6 / 32,835 / 18 / LB / 1601.815
2/1/07 / E-17 / 60,800 / 19 / LS / 1582.815
2/1/07 / Stick / 1577.46 / 35 5/8
2/1/07 / Delivery / 60.88 / 1638.35 / 37
2/2/07 / 106 / 152,393 / 15.3 / RW / 1623.05
2/2/07 / Stick / TC / 1621.74 / 36 5/8
2/2/07 / E-10 / 25,024 / 25 / AB / 1596.74
2/2/07 / E-6 / 32,352 / 6 / RR / 1590.74
2/2/07 / RL-14 / 79,827 / 13 / RK / 1577.74
2/2/07 / Stick / RR / 1571.93 / 35 1/2
2/2/07 / Delivery / 27.67 / 1599.60 / 36 1/8
2/2/07 / E-103 / Broken / 13 / RC / 1586.60
2/3/07 / 125 / 108,452 / 28 / RW / 1558.60
2/3/07 / Stick / 1555.325 / 35 1/8
2/3/07 / HM-55 / 4480 / 30 / MD / 1525.325
2/3/07 / TP-127 / 114,946 / 14 / JW / 1511.325
2/3/07 / E-6 / 32,894 / 14 / MS / 1497.325
2/3/07 / E-10 / 25,089 / 21 / CR / 1476.325
2/4/07 / Stick / BL / 1466.765 / 33 1/8
2/4/07 / E-21 / 27,918 / 18 / CR / 1448.765
2/4/07 / RL-14 / 79,970 / 20 / MB / 1428.765
2/4/07 / E-14 / 75,580 / 23 / GM / 1405.765
2/4/07 / 125 / 108,867 / 25 / JR / 1380.765
2/4/07 / Stick / SC / 1378.20 / 31 1/8
2/4/07 / Delivery / 332.10 / RR / 1710.30
2/4/07 / E-103 / Broken / 26 / CE / 1684.30
Transfer Balance to Page Two
341.3 / 420.65
/ Attachment 2-Station Unleaded Fuel Record Card
OKLAHOMA CITY FIRE DEPARTMENT / PAGE 1 of
MONTH/YEAR / Feb - 2007
STATION # / Shop / UNLEADED
DATE / VEHICLE
NUMBER / MILEAGE / FUEL
PUMPED / FUEL
REC’D
BY
STA / INITIALS / CALCULATED
TANK
BALANCE / DAILY
STICK
READING
2/1/07 / 1488.9
2/5/07 / 501 / 48,801 / 14 / T.D. / 1474.9
2/5/07 / RL-14 / Gas Can / 1 / T.B. / 1473.9
2/6/07 / Stick / S.C. / 1494.44 / 33 3/4
2/6/07 / 515 / 142,562 / 18 / S.W. / 1476.44
2/6/07 / 617 / 68,509 / 8 / J.L / 1468.44
2/6/07 / 202 / 101,255 / 10 / L.J. / 1458.44
2/6/07 / 702 / 98,165 / 20 / J.E. / 1438.44
2/6/07 / 201 / 52,721 / 13 / L.B. / 1425.44
2/6/07 / 504 / 28,713 / 19.5 / T.B. / 1405.94
2/6/07 / 177 / 43,507 / 11 / L.W. / 1394.94
2/6/07 / 536 / 39,285 / 14 / M.B. / 1380.94
2/6/07 / 212 / 39,391 / 9 / T.K. / 1371.94
2/6/07 / FTO 3 / 74,014 / 14 / J.D. / 1357.94
2/7/07 / Stick / S.C. / 1367.135 / 30 7/8