FIRE PROTECTION SERVICES PROGRAM 1993 PROGRAM YEAR
|
1993
|
|
Jan - Mar
|
Insurance Companies collect 1st quarter 1993 program year
premiums.
|
|
April - Jun
|
Insurance Companies collect 2nd quarter 1993 program year
premiums.
|
|
May 1
|
First day for 1993 program year certification applications to
be submitted to Office of Emergency Services, Office of Fire Services.
|
|
May
|
Insurance Companies send 1st quarter 1993 program year premiums
(funds) to Insurance Commissioner's Office.
|
|
May 31
|
Last day for Quorum Courts to submit revised funding needs from
County Intergovernmental Cooperation Council for 1993 program year. If nothing
received, funding needs from 1992 program year will be carried forward to 1993
program year.
|
|
Jul - Sep
|
Insurance Companies collect 3rd quarter 1993 program year
premiums.
|
|
July 1
|
1st quarter 1993 program year funds transferred from Insurance
Commissioner's Office to Department of Finance and Administration, Office of
Administrative Services (DFA-OAS). Distribution formulas applied and funds made
available to fire departments.
|
|
August
|
Insurance Companies send 2nd quarter 1993 program year premiums
(funds) to Insurance Commissioner's Office.
|
|
Oct - Dec
|
Insurance Companies collect 4th quarter 1993 program year
premiums.
|
|
October 1
|
2nd quarter 1993 program year funds transferred from Insurance
Commissioner's Office to DFA-OAS. Distribution formuIas appIied and funds made
avaiIabIe to fire departments.
|
|
November
|
Insurance Companies send 3rd quarter 1993 program year premiums
(funds) to Insurance Commissioner's Office.
|
|
December 1
|
Rural Volunteer Fire Departments/Districts file reports with
Quorum Court through County Clerk stating how funds were spent during preceding
twelve (12) months.
|
|
December 31
|
Municipal Fire Departments file reports with DFA-OAS stating
how funds were spent during preceding twelve (12) months.
|
|
1994 January 1
|
3rd quarter 1993 program year funds transferred from Insurance
Commissioner's Office to DFA-OAS. Distribution formulas applied and funds made
available to fire departments.
|
|
January 15
|
Quorum Courts through County Clerks file reports with State
Auditor and DFA-OAS on how Rural Volunteer Fire Departrments/Districts spent
funds.
|
|
February
|
Insurance Companies send 4th quarter 1993 program year
premiurns (funds) to Insurance Commissioner's Office.
|
|
April 1
|
4th quarter 1993 program year funds transferred from Insurance
Commissioner's Office to DFA-OAS. Distribution formulas applied and funds made
available to fire departments.
|
|
ApriI 30
|
Last day to submit projects and requests for funds during 1993
program year. After this date, 1993 program year balances will be carried over
to 1994 program year.
|
The following procedures have been established by the Department of
Finance and Administration, Office of Administrative Services (DFA-OAS) to
implement the Fire Protection Services Program Act of Arkansas - Act 833 of
1991, as amended by Act 10-First Extraordinary session of 1992.
The procedures are divided into four (4) sections:
A. General procedures applying to all Fire
Departments/Districts
B. Rural
Volunteer Fire Departments/Districts
C. Certified Municipal Fire
Departments
D. Non-Certified
Municipal Fire Departments
A.
GENERAL PROCEDURES
A1. Beginning
January 1, 1992, a premium tax of 1/2 of 1% on fire insurance will be collected
by the Arkansas Insurance Commissioner from insurers.
A2. The insurers will estimate their net
direct written premiums and remit premium taxes quarterly based on these
estimates to the Arkansas Insurance Commissioner. The first quarter's
collections shouId be available for distribution by DFA-OAS to Fire Departments
in July. The other quarterly collections should be available in October.
January, and ApriI.The final collection will be an adjusted collection to
reflect the actual net direct premiums written for the previous year.
A3. The collections will be deposited into
the Fire Protection Premium Tax Fund quarterly and will be divided by county
using the following percentages as stated in the Act:
|
Arkansas
|
0.78%
|
AshIey
|
1.39%
|
Baxter
|
1.78%
|
|
Benton
|
3.86%
|
Boone
|
1.46%
|
Bradley
|
0.52%
|
|
CaIhoun
|
0.51%
|
CarrolI
|
0.97%
|
Chicot
|
0.51%
|
|
Clark
|
1.13%
|
Clay
|
1.10%
|
Cleburne
|
1.11%
|
|
CIeveIand
|
0.66%
|
Columbia
|
1.24%
|
Conway
|
1.04%
|
|
Craighead
|
2.91%
|
Crawford
|
1.98%
|
Crittenden
|
1.32%
|
|
Cross
|
0.84%
|
Dallas
|
0.45%
|
Desha
|
0.71%
|
|
Drew
|
0.80%
|
FauIkner
|
2.30%
|
FrankIin
|
0.97%
|
|
Fulton
|
0.84%
|
Garland
|
3.12%
|
Grant
|
1.13%
|
|
Greene
|
1.39%
|
Hempstead
|
1.89%
|
Hot Spring
|
1.46%
|
|
Howard
|
0.75%
|
Independence
|
1.90%
|
Izard
|
0.91%
|
|
Jackson
|
0.95%
|
Jefferson
|
2.32%
|
Johnson
|
1.05%
|
|
Lafayette
|
0.71%
|
Lawrence
|
0.96%
|
Lee
|
0.73%
|
|
Lincoln
|
1.12%
|
Little River
|
0.77%
|
Logan
|
1.06%
|
|
Lonoke
|
1.70%
|
Madison
|
0.95%
|
Marion
|
1.00%
|
|
Miller
|
1.44%
|
Mississippi
|
1.77%
|
Monroe
|
0.53%
|
|
Montgomery
|
0.66%
|
Nevada
|
0.58%
|
Newton
|
0.67%
|
|
Ouachita
|
1.37%
|
Perry
|
0.62%
|
Phillips
|
1.12%
|
|
Pike
|
0.87%
|
Poinsett
|
1.14%
|
Polk
|
1.01%
|
|
Pope
|
1.73%
|
Prairie
|
0.83%
|
PuIaski
|
5.99%
|
|
RandoIph
|
0.96%
|
St. Francis
|
1.45%
|
Saline
|
3.00%
|
|
Scott
|
0.59%
|
Searcy
|
0.73%
|
Sebastian
|
2.06%
|
|
Sevier
|
0.82%
|
Sharp
|
1.30%
|
Stone
|
0.77%
|
|
Union
|
2.01%
|
Van Buren
|
1.18%
|
Washington
|
3.46%
|
|
White
|
2.71%
|
Woodruff
|
0.47%
|
Yell
|
1.11%
|
A4. The
population of each county and incorporated city and town within the county will
be determined using the latest U. S. Census. AlI special census information
will be input at the beginning of each program year. DFA-OAS will use this
information to determine the percentage popuIation of each incorporated city
and town and the remaining unincorporated percentage population of the
county.
A5. Funds distributed under
this program shaII onIy be spent on the following three (3) items:
1) Training of fire fighters at the Arkansas
Fire Training Academy and/or fire training centers certified by the
AFPSB.
2.) Purchase and improvement
of fire fighting equipment or improvements of fire departments.
3.) Pledging as security for a period of not
more than ten (10) years in the financing of the purchase of fire fighting
equipment and initial capital construction or improvement of fire departments.
AlI equipment purchased must comply with National Fire Protection
Association (NFTA) standards.
A6. The funds for each county shall be
apportioned to the districts and municipalities within the county based on
population unless the County Intergovernmental Cooperation CounciI (CICC)
notifies the quorum court of the fire protection needs of the districts and
municipalities, in which case the monies will be apportioned by the quorum
court based on those needs.
A7.
Each County Quorum Court should notify DFA-OAS through Office of Emergency
Services. Office of Fire Services (OES-OFS) by May 31st of each caIendar year
of the fire protection needs of the districts and municipalities of their
county as determined by the CICC. If no notification is received, the
distribution within the county will be based on the population as determined by
the latest U.S. Census of the incorporated municipalities and on a first come,
first served basis for the unincorporated areas. Counties that have previously
notified DFA-OAS through OES-OFS, of their fire protection needs of the
districts and municipalities, will have their apportionments carried forward to
the new program year, from the previous year, unIess DFA-OAS through OES-OFS Is
notified of any changes no later than May 31st each calendar year.
A8. As soon as OES-OFS has reviewed and
approved the apportionment and/or changes, the transactions will be routed to
DFA-OAS to adjust the distribution of each county as noted and
approved.
A9. As funds are received
from Premium Tax collections, DFA-OAS will allocate them to each county using
the percentages stated in A3 of the General Procedures. Each county's funds
will then be allocated based on the county's popuIation percentage distribution
or Quorum Court's designated fire protection needs as
apportioned.
B.
RURAL VOLUNTEER FIRE DEPARTMENTS/DISTRICTS PROCEDURES
B1. No rural volunteer fire
department/district will receive payments from this program unless the County
Quorum Court and the Board of Commissioners of the Fire Protection District
designate a County Fire Service Coordinator who will be responsibIe for seeing
that standard guidelines established by the Arkansas Fire Protection Services
Board pursuant to Ark. Code Ann. §
20-22-801 et
seq, are followed.
B2. Rural
volunteer fire departments/districts which are in compliance with these
procedures and Ark. Code Ann. §§
20-22-801 -
20-22-809
will be eligible for funds under this program.
B3. Rural volunteer fire
departments/districts which are not certified by the OES-OFS pursuant to Ark.
Code Ann. §§
20-22-801 -
20-22-809
shall also be eligible for funds under this program. OES-OFS shalI approve only
requests for upgrading, which will move the department/district towards meeting
the minimum certification standards. All monemoneysies received from this
program are to be spent directly on equipment, training, capital improvements,
or other expenditures necessary for upgrading the service provided by the
department/district. (Act 10-First Extraordinary Session of 1992)
B4. Rural volunteer fire
departments/districts shouId complete Application for Funds. Form DFA-FP-1A.
All information must be completed on both pages 1 and 2 of the form. If
additional space is needed for the project description, please attach
additional pages. The rural volunteer fire department/district must check "YES"
or "NO" (Form DFA-FP-1A. bottom of page 1) if it will agree to pay any
difference in project cost and funds available. If the ruraI voIunteer
department/district checks "NO" it cannot pay any difference, no payment will
be made on the project until adequate funds are available. If the rural
volunteer fire department/district checks "YES" it will agree to pay any
difference, payments will be sent as they become available each quarter until
the total project is paid or the end of the program year whichever comes first.
Also, the rural volunteer fire department/district must have its budgetary
official sign verifying that it can pay the difference. If the rural volunteer
fire department/district wishes the project to continue past the end of the
program year, it must complete a new Form DFA-FP-1A at the beginning of the new
program year. After Form DFA-FP-1A is approved by the rural fire
department/district, and Bugetary Official if necessary, it is then submitted
to the County Fire Service Coordinator for review and approval. The County Fire
Service Coordinator then submits the form to the County Quorum Court for review
and approval.
B5. After approval
and signatures, Form PFA-FP-1A, should be sent to OES-OFS for review and
approval at the following address:
OFFICE OF EMERGENCY SERVICES
OFFICE OF FIRE SERVICES
P.O. BOX 758
CONWAY, AR 72032-0758
B6. After approval by OES-OFS Form DFA-FP-1A
will be sent to DFA-OAS for processing of payment.
B7. The payment will be sent by OES-OFS to
the County Judge with a return receipt enclosed.
B8. The County Treasurer will receive and
deposit these funds in a Special County Revenue Fund designated specifically
for fire protection. The funds will then be disbursed to the rural volunteer
fire department/district who requested them.
B9. The Board of Commissioners of any FIRE
PROTECT ION DISTRICT receiving funds under this program shall make no contract
for the purchase of material or equipment costing five hundred ($500) or more
except upon sealed bids opened in public, and it shall be the duty of the
secretary of the district to call on the telephone or notify in person no less
than ten (10) property holders, not less than forty-eight (48) hours or more
than one (1) week before the time of receiving the bids. The secretary shall
also deliver to the daily papers in the county and at least one (1) weekly
paper a news item notice of the intention to receive bids on certain equipment.
(Act 10-First Extraordinary Session of 1992)
B10. All funds received under this program
must be EXPENDED or ALLOCATED for expenditure on or before the expiration of
twelve (12) months from the date of receipt. Any excess or surplus funds which
are not expended or allocated for expenditure within such twelve (12) month
period shall be returned to the OES-OFS no later than sixty (60) days foIlowing
the expiration of such twelve (12) month period. The returned funds will be
deposited to the Fire Protection Premium Tax Fund and will be reallocated as
described in Section A9 of the General Procedures.
B11. Each rural volunteer fire
department/district which receives funds under this program shall file reports
on December 1 annually with Quorum Court through the County Clerk's Office or
other office designated by the Quorum Court stating how such funds were
expended during the preceding twelve (12) months.
B12. The Quorum Court of each county through
their County Clerk's Office shall file reports on January 15 annually with the
State Auditor and Department of Finance and Administration stating how such
funds were expended during the preceding twelve (12) months. Send the reports
to the foIlowing addresses:
AUDITOR OF STATE
STATE CAPITOL ROOM 230AUDITOR OF STATE
LITTLE ROCK, AR 72201
DEPARTMENT OF FINANCE AND ADMINISTRATION
OFFICE OF ADMINISTRATIVE SERVICES P.O.BOX 2485 LITTLE ROCK, AR
72203-2485
B13. If any
Quorum Court or rural volunteer fire department/district fails to make the
reports as stated in B11 and B12, the fire department/district shall not be
eligible for new or additional funds until the reports are filed.
B14. Any fire department/district which faiIs
to expend funds in due compliance with the provisions of these procedures shall
not be eligible for new or additionaI funds under this program until the
department/district reimburses the exact amount of those monies improperly
retained or expended.
C.
CERTIFIED MUNICIPAL FIRE DEPARTMENT PROCEDURES
C1. Municipal fire departments which are in
compliance with these procedures and Ark. Code Ann. §§
20-22-801 -
20-22-809
shall be eligible for funds under this program.
C2. Municipal fire departments must be
willing to provide fire protection . through mutual aid agreements in areas
within five (5) miles of its corporate limits. Municipal fire departments shall
not be required to respond when, in the opinion of proper municipal
authorities, municipal property or fire classification rating would be
jeopardized. Municipal fire departments must furnish an official municipal
resolution signed by the Chief Executive Officer of that municipality stating
their willingness to provide fire protection through mutual aid agreements.
Copies of the mutual aid agreements should be sent to OES-OFS.
C3. Certified municipal fire departments must
complete an Application for Funds. Form DFA-FP-1A. Page 1 must be completed
through the question "Is the Department Certified?" Page 2 must have the
signature/approval of the Fire Department and Chief Executive
Officer-Municipality. Leave the section for Budgetary Official and County Fire
Service Coordinator blank.
C4.
After approval and signatures. Form DFA-FP-1A. should be sent to OES-OFS for
review and approval at the following address:
OFFICE OF EMERGENCY SERVICES
OFFICE OF FIRE SERVICES
P.O. BOX 758
CONWAY. AR 72032-0758
C5. After approval by OES-OFS Form DFA-FP-1A
will be sent to DFA-OAS for processing. Payments will be sent as funds become
available each quarter.
C6.
MunicipaI fire departments which serve any area in which there is no rural
volunteer fire department/district which qualifies for funds under this
program, may request funds from that rural area. The municipal fire department
must complete Form DFA-FP-1A for a specific project to benefit the rural area
and send the form to the county quorum court for approval. If approved, the
quorum court will send the form to OES-OFS for approval. The municipal fire
department must check "YES" or "NO" (Form DFA-FP-1A. bottom of page 1) if it
will agree to pay any difference in project cost and funds available. If the
municipal fire department checks "NO" it cannot pay any difference, no payment
will be made on the project until adequate funds are available. If the
municipal fire department checks "YES" it will agree to pay any difference,
payments will be sent as they become available each quarter until the total
project is paid or the end of the program year whichever comes first.
C7. The payments will be sent by OES-OFS to
the municipality with a return receipt enclosed.
C8. The City Treasurer will receive and
deposit these funds as special revenue.
C9. All funds received under this program
must be expended or allocated for expenditure on or before the expiration of
twelve (12) months from the date of receipt. Any excess or surplus funds which
are not expended or allocated for expenditure within such twelve (12) month
period shall be returned to the OES-FPS no later than sixty (60) days following
the expiration of such twelve (12) month period. The returned funds will be
deposited to the Fire Protection Premium Tax Fund and will be reallocated as
described in Section A9 of the General Procedures.
C10. Each municipal fire department which
receives such funds shalI file reports on December 31st annually with DFA-OAS
stating how such funds were expended during the preceding twelve (12)
months.
C11. If any municipal fire
department fails to make the report as stated in C10, the fire department shalI
not be eligible for new or additional funds until the report is
filed.
C12. Any municipal fire
department which faiIs to expend funds in due compliance with the provisions of
these procedures shall not be eligible for new or additional funds under this
program untiI the department reimburses the exact amount of those monies
improperly retained or expended.
D.
NON-CERTIFIED MUNICIPAL FIRE
DEPARTMENT PROCEDURES
D1. Municipal
fire departments which are NOT certified by the Office of Fire Protection
Services pursuant to Ark. Code Ann. §§
20-22-801 -
20-22-809
shall be eligible for funds under this program. OES-FPS will approve ONLY
requests for upgrading, which will move the department towards meeting the
minimum certification standards. All funds received are to be spent directly on
equipment, training, capital improvements, or other expenditures necessary for
upgrading the service provided by the department. (Act 10-First Extraordinary
Session of 1992)
D2. Municipal fire
departments must be willing to provide fire protection through mutual aid
agreements in areas within five (5) miles of its corporate Iimits. Municipal
fire departments shalI not be required to respond when, in the opinion of
proper municipal authorities, municipal property or fire classification rating
would be jeopardized. Municipal fire departments must furnish an official
municipal resolution signed by the Chief Executive Officer of that municipality
stating their willingness to provide fire protection through mutual aid
agreements and/or copies of the mutual aid agreements to 0ES-0FS.
D3. Non-Certified municipaI fire departments
shouId compIete Application for Funds, Form DFA-FP-1A. All information must be
completed on both pages 1 and 2 of the form, if additional space is needed for
the project description. please attach additionaI pages. The municipal fire
department must check "YES" or "NO" (Form PFA-FP-1A. bottom of page 1) if it
will agree to pay any difference in project cost and funds available. If the
municipaI fire department checks "NO" it cannot pay any difference, no payment
will be made on the project until adequate funds are available. If the
municipal fire department checks "YES" it will agree to pay any difference,
payments will be sent as they become available each quarter until the total
project is paid or the end of the program year whichever comes first. If the
municipaI fire department wishes the project to continue past the end of the
program year, it must complete a new Form DFA-FP-1A at the beginning of the new
program year.
D4. After approval
and signatures. Form DFA-FP-1A. should be sent to 0ES-0FS for review and
approval at the following address:
OFFICE OF EMERGENCY SERVICES OFFICE OF FIRE SERVICES
P.O. BOX 758
CONWAY, AR 72032-0758
D5. After approval by OES-OFS Form DFA-FP-1A
will be sent to DFA-OAS for processing of payment.
D6. MunicipaI fire departments which serve
any area in which there is no rural volunteer fire department/district which
qualifies for funds under this program, may request funds from that rural area.
The municipal fire department must complete Form DFA-FP-1A for a specific
project to benefit the rural area and send the form to the county quorum court
for approval. If approved, the quorum court will send the form to OES-OFS . for
approval. The municipal fire department must check "YES" or "NO" (Form
DFA-FP-1A. bottom of page 1) if it will agree to pay any difference in project
cost and funds available. If the municipal fire department checks "NO" it
cannot pay any difference, no payment will be made on the project untiI
adequate funds are avaiIabIe. If the municipaI fire department checks "YES" it
will agree to pay any difference, payments will be sent as they become
available each quarter until the total project is paid or the end of the
program year whichever comes first.
D7. The payments will be sent by OES-OFS to
the municipality with a return receipt enclosed.
D8. The City Treasurer will receive and
deposit these funds as special revenue.
D9. All funds received under this program
must be expended or allocated for expenditure on or before the expiration of
twelve (12) months from the date of receipt. Any excess or surplus funds which
are not expended or allocated for expenditure within such twelve (12) month
period shall be returned to OES no later than sixty (60) days following the
expiration of such twelve (12) month period. The returned funds will be
deposited to the Fire Protection Premium Tax Fund and will be real located as
described in Section A9 of the General Procedures.
D10. Each municipal, fire department which
receives such funds shall file reports on December 31st annually with DFA-OAS
stating how such funds were expended during the preceding twelve (12)
months.
D11. If any municipal fire
department fails to make the report as stated in D7, the fire department shall
not be eligible for new or additional funds until the reports are
filed.
D12. Any municipal fire
department which faiIs to expend funds in due compliance with the provisions of
these procedures will not be eligible for new or additional funds under this
program untiI the department reimburses the exact amount of those monies
improperly retained or expended.
EMERGENCY PROCEDURES EXAMPLE COUNTY XYZ NEEDS
ASSESSMENTS
County XYZ has 4 incorporated cities. Without any notification of the
fire protect ion needs of the county, DFA-OAS wouId distribute funds through
OES-OFS as follows:
|
NAME
|
POPULATION
|
DISTRIBUTION
|
|
County Total
|
20,000
|
100%
|
|
City A
|
10,000
|
50%
|
|
City B
|
1,000
|
5%
|
|
City C
|
1,000
|
5%
|
|
City D
|
200
|
1%
|
|
Unincorporated Area
|
7,800
|
39% first come, first served basis
|
County XYZ's County intergovernmental Cooperation Council meets and
reviews the fire protection needs of the county. It finds that there are 3
rural fire departments serving the unincorporated areas of the county, 1 of
which is twice as big as the other 2. Also, City D does not have a fire
department and its fire needs are met by City C. The County Intergovernmental
Cooperation CounciI makes the following needs assessment to the County Quorum
Court:
|
NAME
|
POPULATION
|
DISTRIBUTION
|
|
County Total
|
20,000
|
100%
|
|
City A
|
10,000
|
50%
|
|
City B
|
1,000
|
5%
|
|
City C
|
1,000
|
6%
|
|
City D
|
200
|
0%
|
|
Rural Department E
|
19%
|
|
Rural Department F
|
10%
|
|
Rural Department G
|
10%
|
|
Unincorporated Area
|
7,800
|
Since the county has determined its needs of both the incorporated and
unincorporated areas, the funds will be distributed using the new percentage
distribution. The incorporated municipalities will receive their funds
quarterly as it is received. The unincorporated rural fire department/di
stricts must apply for the funds. However, since the unincorporated areas have
designated needs, these funds will be reserved for them until requested.
if the needs for Year B are the same as previous Year A then nothing
needs to be submitted, Year A's percentage distribution will carry over to Year
B. However, if City A is going to assume the fire protection services of Rural
Fire Department E a new percentage distribution based on needs must be
submitted by February 1st. The distribution would then be as follows:
|
NAME
|
POPULATION
|
DISTRIBUTION
|
|
County Total
|
20,000
|
100%
|
|
City A
|
10,000
|
59%
|
|
City B
|
1,000
|
5%
|
|
City C
|
1,000
|
6%
|
|
City D
|
200
|
0%
|
|
Rural Department E
|
10%
|
|
Rural Department F
|
10%
|
|
Rural Department G
|
10%
|
|
Unincorporated Area
|
7,800
|
The above needs distribution will carry over to Year C unless DFA-OAS
through OES is otherwise notified.
APPLICATION FOR FUNDS
FORM DFA-FP-1A
Click here to view
image
Click here to view
image
