Rombout Fire Company Information Policy
- 1. Rombout Fire Company 2015 Information Policy Presented by Kevin Barry Rombout Public Information Officer 19 March 2015 1
- 2. The following presentation is to assist you in understanding the Fire Company’s guidelines and policies in dealing with the media. For the past several years Rombout Fire Company has developed credibility and a relationship with local media. That relationship was built by being consistent with the media. 2
- 3. Recruitment and Retention Funding Community support Public Education Justification of Resources Grants 3 Why bother with the media?
- 4. Provide information and access to Rombout personnel Understanding the media needs and operations Respecting media deadlines Having an open dialogue -before, during, after an incident This is done with ONE message and with ONE voice 4 Our Message to the Media
- 5. The Chief or the IC is the only authority to approve information to be release to the media. The Chief / IC can appoint a designee to release that info. The person maybe appointed beforehand, like in the case of a PIO, or can be appointed at the scene due to manpower issues. The Chief, the PIO or the designee are the official spokespersons for Rombout 5 Who can release information?
- 6. The PIO reports to the Chief The PIO advises the leadership Collects, verifies and disseminates information to the target audience Though varies means of effective communication -news releases -interviews -fact sheets 6 The Role of the PIO
- 7. Hi Kevin, Yes, I would be happy to put in writing how helpful it is for a fire department to have a PIO. Fire chiefs have a lot of responsibility on their shoulders-particularly volunteers who are also juggling a paying job. It's very helpful to have a person who is available to the media so that reporters like me can get prompt, accurate information that concerns our readers. When at a scene the chief is so busy I hate to bother them but I need to gather information for my assigned story. To have a PIO available to release information and to have the time to provide background information make the story better and makes my job easier. Also, it's a great way to let people know the hard work you guys are doing. Emily Stewart Reporter Poughkeepsie Journal The Role of the PIO
- 8. Public Relations- between organization and its audience to build a positive public image Marketing- sale of products or services Public Awareness- public education, fire prevention Risk Communication- possibility and preparation-hurricane Crisis Communication- accurate and immediate action-MVA on I-84 8 Defining Terms
- 9. Public Information- Collected, assembled, or maintained by Rombout in connection with the transaction of official business and available for dissemination to the public. Emergency Public Information- Developed and disseminated in anticipation of, during, or after an emergency to provide specific life and health saving information, including the severity of the situation and any action that individuals and communities should take. 9 Terms Used
- 10. 110 Emergency Public Information Helps people make the right decisions at the right time to: -Save lives, -Reduce injury -Protect property and the environment. It also instills public confidence in Rombout’s ability to manage an incident.
- 11. Interfaces with the Media Interfaces with the Public 11 PIO External Target Audiences
- 12. Interfaces with the Media The Media are the PIO’s conduit to the public Informs the Public So the public can make an informed decision Traffic detours, evacuate, shelter-in-place 12 PIO External Target Audiences
- 13. Advises Leadership Informs & Educates 13 PIO Internal Target Audiences
- 14. Rombout Leadership The PIO assesses every situation and advises the leadership on the public information implications. The PIO also looks for opportunities to advance Rombout goals and facilitates leadership participation by setting up interviews and preparing talking points. 14 PIO Internal Target Audiences
- 15. Rombout Members The Rombout member is a key player in any public information effort. The PIO informs and educates the members so they can support and participate in public information activities 15 PIO Internal Target Audiences
- 16. Tell the internal audience what is being released to the media and also let them know what the media is reporting. By keeping the members informed, rumors are controlled. It gives the members the bigger picture of the event. 16 PIO Internal Target Audiences
- 17. There is NO New York State law to block the media being at the scene -Must stay behind the tape -Can’t follow firefighters into a burning house Public Domain While most are ethical, they are not bound by the same rules as public officials or agencies 17 On the Scene
- 18. You may be approached by the media for information about the accident or fire that you are on. You will refer them to the PIO or Assistance Chief or an Officer, NOT to the Chief, he will be busy running the scene. You can respond “I have no info about the incident, but if you wait I will get someone to assist you.” Use the radio or call over an officer. 18 On the scene
- 19. Sometimes there is a big incident and out-of-town media will arrive on the scene. They will not be familiar with the area and may ask trivial questions “What town is this? Name of the road?” Yes you can help them with general information but NO information about the incident. 19 On the scene
- 20. NO pictures will be taken at the scene, ONLY designated person(s) CAN You may complicate arson and fire investigations We must be sensitive to the victims at a scene They may have had a love one sustained serious injury or fatality. They may have just lost their home or vehicle Must be on your best behavior, there are many eyes on us. People take and post photos or have no problem to complain about the actions that they perceive as improper of firefighters at a scene. Rombout and your name is on the back of your jacket 20 On Scene Conduct
- 21. NO talking about the incident to outside persons. Your words may complicate: -arson and fire investigations -insurance investigation -add material to gossip or rumors Do you want to go to court for what you have said! You can’t be sued for what you do not said. 21 After Incident Conduct
- 22. Do Not give out any members phone number If a person identify themselves as a member of the media you will refer them to the Chief or the Public Information Officer. Their phone numbers are on the board. The best answer is “ I can’t answer that, but the Chief or the PIO will be able to help you.” Get the reporter’s name and contact number. The Chief and the PIO are to be informed ASAP. PIO phone number is 845-797-3667 22 Phone Inquirys
- 23. They may attempt to engage you in a conversation and ask “Did you have a big fire today?” or “ Have you been very busy with calls today?” You will NOT answer any specific questions. A good respond would be- “I not authorized to release any information.” “The Chief or PIO will have answers to any questions that you may have.” “ I was not here today, so I can’t answer that.” “ I was not at the call, so I can’t answer that.” 23 Phone Inquirys
- 24. Life Safety- Number ONE concern We’re responding to the situation Give a Honest & Accurate assessment of the situation So tell them -What we know -What we are planning to do -What people can do to help themselves -What people can do to help- Donate to the Red Cross, Check on a neighbor, etc. 24 Rombout Message to the Media at an Incident
- 25. Dealing with the media is a business transaction Looks DO Matter-No sunglasses, comb your hair Avoid Distracting Mannerisms - Look at the reporter NOT the camera - Don’t look back and forth from the reporter and the camera - Don’t sway, jiggle coins, hold a pad/pen in your hands Speak in Usable Sound Bites It’s OK to Use Notes Don’t jump to answer question-It is not a conversation they will edit out when you are not talking Stop talking after answering the question watch for the waiting mike 25 What to do for a TV Interview
- 26. Do say “I don’t know” if you don’t know Stop talking after answering-keep it short Remain cool under fire Assume your comments are fair game Don’t use jargon or get too technical Don’t become angry or provoked Don’t speculate or guess and give personal opinion Don’t speak for another agency Don’t lie Don’t appear uncaring or indifferent Don’t say it, if you don’t want in the print Nothing is “off the record” until they leave scene 26 Media Do’s and Don’t