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HomeMy WebLinkAbout204.015 - Public Information Program STANDARD OPERATING PROCEDURES COMMUNICATIONS 204.015 PUBLIC INFORMATION PROGRAM EFFECTIVE: JANUARY 2018 Current Revision Date: 5/28/19 Next Revision Date: 5/28/24 Author’s Name/Rank: Robert Castillo, Fire Captain Review Level: 1 Administrative Support: Christina L. Johnson, Senior Administrative Clerk Section 204.015 Page 1 of 8 PURPOSE The Fresno Fire Department (FFD or Department) recognizes an effective public information program is a critical component of routine operations. This procedure establishes policy, and fixes responsibility in order to ensure the highest quality program within available resources. This policy has been established within the framework of the overall public information program for the City of Fresno. APPLICATION When representations are made to the media, they are made not only for the Department, but for the Mayor, the City Manager, and the City Council as well. In an effort to provide timely, accurate information to the media, the following will apply. OPERATIONAL POLICY PUBLIC INFORMATION OFFICERS (PIO) Responsibilities Battalion chiefs should notify an on-call Department PIO for newsworthy emergency incidents and requests for routine inquiries. The PIO is responsible for providing information and interviews to the media. In the event no PIO is available to immediately respond, the battalion chiefs retain the authority to release information to the media. Information regarding emergency incidents and routine information can be provided in the field. Politically sensitive or unusual requests will be referred to Headquarters to be handled by a deputy chief or the Fire Chief. 1. PIOs should remember, when speaking to the media, they are always on record and will provide only factual information. Section 204.015 Page 2 of 8 2. When possible, answer in a positive manner, especially regarding the Department’s member and resource levels. 3. Speculations, personal opinions, and/or editorializing will not be included in media responses. FIELD INFORMATION OFFICER (FIO) Responsibilities Battalion chiefs will utilize the on-call PIO to manage media requests. In the event a PIO is unavailable to respond, battalion chiefs may delegate the interview responsibilities at incidents, using their judgment in the selection of members to respond to the media. Members delegated the responsibility will be designated as secondary PIO and will be accountable to provide the same level of response as battalion chiefs. 1. Incident commanders shall ensure media interests at field incidents are expeditiously and professionally handled. This does not mean that media interests will take priority over emergency operations. It does mean the incident commanders will give media interests the highest possible priority consistent with existing conditions and good judgment. Incident commanders may utilize any of the following mechanisms to handle media interests at the scene of field incidents: a. Request an on-call PIO to respond to the scene to manage the media requests. b. Handle the PIO functions him/herself. c. Assign PIO responsibilities to an on-scene chief officer or qualified company officer. d. Request a staff chief officer to respond to the scene to handle PIO functions. e. Assign PIO responsibilities to any on-scene investigator. Investigators may be called to the scene specifically to serve as the PIO. Regardless of the specific mechanism utilized, overall responsibility for on-scene functions shall rest with the incident commander, as would any other component of the incident command system (ICS). Section 204.015 Page 3 of 8 2. PIOs will serve as the on-scene media contact person when requested to do so by the incident commander. On-Scene PIO Functions The on-scene PIO will perform the following: 1. Keep the media at a central point, if at all possible. It is usually better if the PIO has a single point at which to update all media representatives simultaneously. 2. The PIO will keep him/herself updated by visual reconnaissance, consultation with the incident commander, or by monitoring radio communications. 3. The various media representatives may want special interviews, in order to explore the incident from different angles. It is good practice to honor these requests, but this should be done on a first-come, first- serve basis. However, do not lose control of the entire media group in order to conduct special interviews. Note: Other members may be utilized to accommodate multiple interviews (Fire Chief, incident commander, Operations Chief, etc.). 4. Regardless of the media attendance at the scene, the on-scene PIO will provide the Communications Center with the latest possible information in order to be kept current. MEDIA ACCESS TO EMERGENCY SCENES The laws of the State of California permit members of the media to enter areas that are otherwise closed to the public. This includes fires, chemical spills, earthquakes, building collapses, etc. Media representatives may only be excluded from the following scenes: 1. Crime Scenes. The media may be excluded from a scene where pedestrian traffic would contaminate evidence, or where access to the crime scene would give the media confidential investigative information. 2. Tactical Operations. The media may be excluded from a scene during tactical operations, to include law enforcement operation, where Section 204.015 Page 4 of 8 uncontrolled media access would pose a definite threat to the life or safety of operational member or the public. 3. Private Property. The Department cannot give authorization to the media to enter the property of another. Neither can the Department order the media off of private property unless the provisions of preceding subsections 1 or 2 are being applied. INFORMATION THAT MAY BE RELEASED The person releasing information to the media will strive to ensure all information is as accurate as possible. It is recognized conditions will change; and therefore, the content of the information released to the media will change. It is better to release information as it is known, rather than wait hours or days until all information is final. 1. Example No. 1: The initial estimate places the fire loss at $120,000. The final insurance payoff is $165,000. The original estimated loss should be released as soon as it is developed. 2. Example No. 2: Rumors circulating among bystanders indicate the fire was started by a Molotov cocktail. In response to media inquiries, the on-scene PIO should honestly confirm or deny the validity of the rumor. If the rumor is still being investigated, the media should be so informed. 3. Example No. 3: Initial information available to the incident commander indicates a spilled chemical on the street is 150 gallons of a poisonous acid. This information should be released, even if one hour later the chemical turns out to be 80 gallons of bleach. Generally, the media should be given: 1. Loss estimates, when available. 2. Nature of the hazard or incident. 3. Number and type of casualties. 4. Department commitment, at this time. 5. Department plans to totally contain the incident. 6. Basic cause of the incident, if known. 7. Names of occupants or owners, unless they were injured or killed. Section 204.015 Page 5 of 8 8. Special interest items, such as conditions that caused the rapid spread, special actions of citizens, why the family was able to escape, effectiveness of the sprinkler system, etc. Often, these special interests are of more media value than the incident itself. If a crime was committed for which the Department has investigative responsibility, the following may be released: 1. Prior to arrest: a. Factual description of the offense, including a brief summary of events. b. Location and time of offense, and time and method of reporting. c. Injuries sustained, property loss, or damages resulting from the action. Do not attempt to diagnose injuries, merely use a general description. d. Identity, age, and address of the victim (sex-crime victims’ addresses are not released). e. Identity of deceased victims shall not be released without clearance from the Coroner’s Office. f. Description of outstanding suspects and/or vehicles. Actual identity (including photo) of outstanding suspects may be released only if it will aid in the investigation, assist in the apprehension of the suspect, and/or warn the public of danger. g. Weapons involved (general description). h. Identification of involved Department members, unless it would jeopardize the operation or their safety. i. Requests for assistance from the public to obtain evidence. 2. Following an arrest: a. The name, sex, age (date of birth), address, and/or occupation, of all persons arrested. b. The arrestee’s physical description including hair and eye color, height, and weight. Section 204.015 Page 6 of 8 c. Date, time, and location of arrest and booking. d. Amount of bail set. e. Circumstances surrounding arrest including resistance, pursuit, force, or weapons used by officer or suspect. f. Time and manner of release of suspect. g. All charges on which the suspect is being held. h. Duration of the investigation. NON-RELEASABLE INFORMATION The information listed under Section 1 of this policy will not be released if disclosure of a particular item of information would endanger the safety of a person involved in an investigation or would endanger the successful completion of the investigation or a related investigation (See Government Code, Section 6254(f)). The decision not to release information about a particular crime or incident or the name of a victim or reporting party must be made by a chief officer after consideration of the requirements of the above Government Code Section referenced. Consideration should be given to victim(s) requests for no publicity or no public disclosure of a crime the victim is involved in. Victims will be informed that the provisions of Government Code, Section 6254(f) require the release of certain information. The choice to publish same rests with each media organization. Therefore, no Department member should ever guarantee to a victim or reporting party that a case will not receive publicity. The following information will not be released to the media: 1. Prior to arrest. a. Identity of suspects (see Section B, Item 1f of this policy for exceptions). b. Results of investigative procedures. 2. Following arrest. a. Prior criminal record, reputation, or character of suspects or victims. Section 204.015 Page 7 of 8 b. Identity or personal information about juvenile suspects or victims. c. Existence or content of any confession or statement given by a suspect or the refusal to make a statement. d. Opinions about the possibility of a plea of guilty to the charged offense, a lesser offence, or any other disposition. e. Performance on any examinations or tests, or the suspect’s refusal or failure to submit to an examination or test. f. Photos or mug shots, unless they are used to aid in the arrest of the suspect in the investigation, and/or to warn the public of danger. g. Identity, testimony, or credibility of prospective witnesses. h. Any personal opinion as to the suspect’s guilt, innocence, or merits of the case. i. Any information known to be inadmissible in court. j. Reference to quality of evidence, such as ballistic tests, fingerprints, polygraph, or laboratory tests. k. Information that may be inflammatory or prejudicial to a defendant’s rights. l. Any investigative “keys” (i.e., information that could be known only to the suspect). PARTICIPATION IN PUBLIC RELATIONS ACTIVITIES OR PROGRAMS Department equipment and on-duty suppression members will not be utilized for any program, presentation, event, parade, career day, or similar activity being sponsored by any organization, public or private, unless authorized by the Fire Chief or their designee. Off-duty members cannot volunteer for any such event if the activity can be misinterpreted as Department representation. This limitation is made necessary by Fair Standards Labor Act (FSLA) requirements and subsequent City liability for overtime wages. This limitation does not apply to those activities clearly sponsored by another organization (Firefighter’s Union, AHA, Red Cross, etc.). Section 204.015 Page 8 of 8 Presentation to groups and organizations may be made by 40-hour staff members. If utilizing firefighting units in the presentation, they shall not be placed out of service, unless directed by the Fire Chief or his/her designee. Non-management, 40-hour members will not make presentations that would extend their workday beyond their regular working hours, unless approved in advance by the division supervisor. MULTIPLE-AGENCY OPERATIONS When the Department is involved with other agencies in incidents or matters of mutual responsibility and concern, Department members will cooperate and coordinate fully with those agencies by utilizing a Joint Information Center (JIC) in releasing public information. Generally, the agency of primary jurisdiction should make appropriate news releases citing assisting or secondary agencies. Any time other agencies assist this Department in an operation or investigation, their assistance will be noted in any news release. OPERATIONAL GUIDELINE This section intentionally left blank. PROCESS This section intentionally left blank. INFORMATION This section intentionally left blank. DEFINITIONS This section intentionally left blank. CROSS REFERENCES Government Code Section 6254(f)