Here's a fun fact: 64.3 percent of all calls that come into the SFFMA office are for Kevin. How do we know? We don't. That statistic is completely fabricated. But it FEELS like the majority of calls are for him because he is our resident wizard on testing, certification, and PORTAL - our fabulous online member system.

 

Kevin Creamer started at SFFMA in 1998 as the Certification Assistant. Though he took a brief hiatus to attend school in Georgia between 1999-2002, he came back because he loves the mission of the association. And he likely missed getting all the phone calls.

 

Way back when, testing and certification was largely a paper-based system. Reams of paper were used to keep track of our members' certification and testing. Reams and reams of paper in boxes upon boxes. Upon boxes.

 

"We would enter all of that into the computer; most of the job back then was data entry," he said.

 

Kevin recalled that the association had 15 four-drawer lateral file cabinets.

 

"And now we have none," he said with a smile.  

 

Today, most of that data has been scanned and saved electronically. That paper has been scanned and shredded.

 

Does he miss all that paper? He does not.

 

Much has changed since he started. Kevin became the Certification Administrator beginning in about 2003. What is the role of the administrator? Essentially, the SFFMA Certification Board determines the program structure and he administers (e.g., implements) it for our members

 

"The CERT Board makes all of the decisions - they set policy," he said. "I help administer what they decide."

 

He said the board will ask for his input, but for the most part, they are making the policy decisions. 

 

"When I came back from Georgia, SFFMA was just moving into electronic member management," Kevin said. "We used that program until about 2011."

 

Another change during that timeframe was the SFFMA Certification Board rethinking its approach to certification.

 

"Rather than track by hours, they wanted to track by objectives," he explained. "The issue was, you could go over the same objectives and get the hours yet not cover all the training."

 

He said another issue was all the training was supposed to take seven hours but trainers could cover all the materials yet only half of the objectives in that time.

 

"There was algebra involved," he said, thus finally settling the argument among school children everywhere that you never need algebra after high school.

 

Kevin said, "The revised way of tracking was easier and more fair. They were hitting all the material at least once."

 

What else has changed in the last 22 years? 

 

"So much of the job now is database administration," Kevin said. "Over the course of the my time here, I’ve learned to use programs like HTML and SQL, and it’s mostly self taught. I've enjoyed learning it to do it."

 

What would he being doing in an alternate life where he wasn't at SFFMA?

 

"Archeology," he said. "I worked out of college at the U.S. Forest Service as a Field Archeologist in Lufkin. When that project ended, I moved back to Austin."

 

What does he enjoy doing outside of work?

 

"Going to see my dad," he said. "He’s an amazing guy - he is definitely my role model."

 

Back to SFFMA...

 

Kevin said there have been ups and downs over the years in terms of how certifications were structured.

 

"We brought the program to a national standard," he said. "Which has brought more respectability to our certification program. There’s meat behind it."

 

Kevin wants members - and prospective members - to know that SFFMA aims to develop professional firefighters while keeping the fee structure low.

 

"We are dedicated to the volunteer side of the fire service. We only charge one time as opposed to every year to maintain certifications. So, once you’re certified you’re certified."

 

The exception is if NFPA standards change significantly.

 

"We are always trying to achieve NFPA standards," Kevin said. "Any certifications we offer are to those standards."

 

To be considered active in our certification program, individuals must do at least 20 hours of training each year to remain in good standing; this includes continuing education. But Kevin said to some extent SFFMA has to trust that volunteer departments are making that happen. Particularly if standards change.

 

"Some of the onus is on departments to train to the new standards," he said. "We let them know about changes."

 

How is that information communicated?

 

"Primarily through department certification coordinators and zone reps," he said.

 

Kevin said coordinators and zone reps are the front line of communication. 

 

"If you're having an issue with your certifications or testing, reach out to your coordinator or your zone rep," he said. "You can also check our website as most every answer is available."

 

Kevin added that in addition to the SFFMA website, the association uses its newsletter to communicate with members.

 

"We also use our monthly member newsletter, e- InfoFIRE, to help get the word out," he said. "We hope folks are reading that because it contains so much useful and helpful info."

 

For example, in November, the Certification Board voted to add objectives to five certifications already in PORTAL.

 

"We’re in the process of finishing that project," he said. "And then I'll have a segment in the December 15 newsletter that provides all the details and who to ask if they have questions."

 

The past year has been exciting with the introduction of PORTAL, the association's online management system designed in-house by Derrell Beasley.

 

"PORTAL is a robust platform where users are empowered to be in control of their own records," Kevin said. "You can use it as a department administrator or as an individual member. It's intuitive and relatively easy to learn how to use it most effectively."

 

In addition to the certification side of the house, Kevin also administers written exams across the state. This often involves hours-long drives to locations where a department or multiple departments have a group of volunteers waiting to take an exam.

 

He mentioned that he's been establishing testing partner locations around Texas, such as Tarrant County College, which will allow our volunteers more choices and hopefully shorter driving distances to take an exam.

 

What does Kevin enjoy most about his job?

 

"It keeps me on my toes and mentally engaged," he said. "It's completely different from when I started. I continually learn, change, and adapt. I love finding solutions to problems and working with the certification board to implement the best program possible."

Feature Story: Is volunteerism dying? Or has your marketing flatlined?

We hear all the time that Americans are not volunteering as much as they used to in years past. Indeed, smaller volunteer fire departments seem to be struggling to attract new members.

 

In a May 2023 article from US Fire Administration^*, “Retention and Recruitment for the Volunteer Emergency Services,” it said the number of volunteers (across the USA) today is down significantly from 1984, when 897,750 volunteer firefighters were reported. This decline of over 220,850 volunteers took place while the United States population grew from nearly 236 million to over 331 million in the same time frame, indicating that volunteerism in the fire and emergency services has not kept pace with population growth.”

 

Simply put, the population is growing but volunteerism in the fire service is not.

 

The age of current volunteer firefighters is also a topic of conversation, and perhaps concern. From the same US Fire Administration article cited above, 50% of all firefighters are between the ages of 30 and 49 years old. Volunteer departments tend to have a higher proportion of firefighters over the age of 50, and in some rural areas it is not uncommon to find volunteers in their 60s or 70s.

 

SFFMA, a professional association primarily for the volunteer fire service in Texas, has 2023 survey data and social media feedback on this very topic. Firefighters across the state say volunteerism is down and departments are not seeing younger volunteers step up.

 

Survey respondents and social media commenters cite reasons for the decline: older generations not being welcoming to younger volunteers, a lack of training, outdated gear, and poor leadership, as well as limited time, other competing activities and unable to take time off work for training or to answer calls for service.

 

But several volunteer or combo departments in Texas are changing the narrative and proving they can recruit and retain new volunteers – even from the under 30 cohort. What’s in the secret sauce?

 

Fire Chief Matt Hohon* with Granbury Volunteer Fire Department (east of Fort Worth) firmly believes volunteerism is not dead.

 

“Your messaging is off,” he said. “It’s just off.”

 

He is fond of telling folks, “Being a volunteer firefighter is like smoking cigarettes in the ‘50s. It’s free, it’s cool and it’s addictive.”

 

In other words, people should be flocking to be volunteer firefighters. But are they? It depends on the department.

 

Hohon and Captain Jesse Slaughter, the department’s training officer, created a podcast – “It Tastes Like Burning” – to share and discuss information about the volunteer fire service.

 

In the October episode about recruitment and retention, Hohon said, “If your organization is struggling with finding recruits, what’s dead is your messaging, your community outreach, your marketing, your creativity. That is what’s dead.”

 

He must be on to something with his messaging.

 

“When I was elected chief, we had 37 members; today, we have 68 members and 13 probationary members,” he said. “Next month, we will interview another four.”

 

It’s important to note that Granbury, with about 11,000 residents, has a few financial advantages over other VFDs, including the amount of funding received from local governments. Granbury is not an Emergency Services District (click the blue link to learn more about ESDs) though there is a trend in Texas to move toward that type of fire department. Granbury also has an excellent training facility which other departments often request to use.

 

What kind of messaging would Hohon suggest for smaller volunteer departments with much less funding?

 

“As a volunteer, you want to make a difference,” he said. “When you are a volunteer firefighter, your impact is immediate. They say we’re an instant gratification society – with volunteer firefighting, your actions are immediately recognized. Use that in your marketing.”

 

He also suggested getting away from the stigma that a volunteer’s worth is related only to making calls.

 

“About sixty percent of our work (here at Granbury VFD) is training, maintenance, meetings, inspections, testing, public outreach, community education, recruitment,” he said.

 

Indeed, recent messaging on social media from VFDs across Texas encourages volunteer work other than fighting fires, including mechanics, bookkeepers, fundraisers, maintenance and even just driving the fire trucks.

 

Another suggestion is for a VFD to become the local source of “news” – post information in a timely manner about accidents, road closures, weather alerts, wildfires and more. Become the trusted agency to provide your community with accurate and useful info.

 

Despite his department receiving substantial operational funding, Hohon says he would prefer the department remain fully volunteer.

 

“I have the numbers to show our local taxpayers that if we moved to a paid department, which would cost $5.1 million a year at minimum, it would increase everyone’s annual tax bill upwards of $600,” he said. “Why would we want to add that burden to our residents?”

 

Volunteers with Granbury receive no pay for their work as firefighters, but the department created retirement accounts. Volunteers who make 25 percent of calls, receive 24 hours of training and attend six business meetings a year can receive a nice little sum of money when they retire.

 

But what about the little guys who don’t have that kind of money? Valid question.

 

About 20 miles east of Abilene, Fire Chief Roy Galinak said younger volunteers are starting to show up at Eula VFD. He believes part of the reason is that other younger volunteers, like Daniel Mendez, 22, are using their friendships and community connections to recruit.

 

“We now have four volunteers under age 30,” he said.

 

When Galinak came to Eula VFD back in 2009 as a volunteer, he was 32.

 

“I was one of the youngest firefighters in the department,” he recalled.

 

Galinak said Callahan County provides $1,000 each year to the department, which has about 20 members on the roster. Eula relies heavily on fundraisers and grant money to operate.

 

In terms of recruiting volunteers, Galinak said he hopes the younger members continue to spread the word to their peers. Eula doesn’t have much funding for advertising but believes word of mouth has been effective.

 

Over in Robinson VFD, near Waco, Chief Stephen Sullivan created a mutually beneficial partnership with local colleges to bring on volunteer EMS responders.

 

“There are pre-med students who are EMTs who want to gain clinical experience and volunteer hours. We need people to respond to calls,” he said. “They sign up to be on call at our station, two to three per shift.”

 

RVFD is also exploring adding a pension for its volunteers through the Texas Emergency Services Retirement System, which could attract some new members.

 

What about recruiting younger volunteers who aren’t students? Sullivan said social media is big, but they also find word-of-mouth most effective.

 

“When we’re out on calls, people don’t always know we’re a volunteer department,” he said. “We are a professional crew, but that’s a double-edged sword because people don’t realize we need more volunteers.”

 

RVFD also puts a link to its website on its new fire apparatus. They also do some traditional recruiting, such as sending postcards through the mail.

 

In his experience, the best volunteers are people you already know – friends, family members, and co-workers.

 

“They are highly likely to succeed,” he said.

 

Additionally, Sullivan said Robinson VFD holds its volunteers to professional standards.

 

“We have high expectations,” he said.

 

Let’s take a look at Community Volunteer Fire, which is now a combination department serving an area near Houston. Of the 306 firefighters on the roster, nearly 130 are volunteers.

 

In other areas of the state, historically, when a department becomes part-paid, volunteers often drop off. Yet at Community VFD, they are growing their volunteer base. Notably, at this department, stations are staffed 24/7 – with volunteers pulling evening and weekend shifts.

 

And according to Lt. Samantha Smith, who is charge of the department’s training program, “They receive a small stipend and are expected to cover six 12-hour shifts per month,” she said.

 

What keeps them coming back?

 

“Our volunteers work and train alongside paid staff and are held to the same high standards,” Smith said. “The work culture is strong, positive, inclusive and builds on a family-friendly structure.”

 

To illustrate, Smith has a full-time job and is married with three children, but still volunteers.

 

She said a good portion of new volunteers are young – loosely defined as under 30. Her approach includes a junior firefighter program and effective use of social media.

 

“Many of our new recruits come to us because of what they see on social media,” she said. “They want to be a part of what we’re doing.”

 

Smith believes the junior program also has a way of attracting more young volunteers because they see other young people in the social media videos she films, edits and posts.

 

When we examine everything discussed above, this is the bottom line – volunteerism can succeed even in small towns and cities with little to no funding from external sources such as counties, cities and ESDs. Fire departments may need to make some changes and be more forward thinking but as seen in the stories in this article, it can be done. Below we outline several ideas for volunteer recruitment and retention with an eye toward attracting younger volunteers. Have an idea or want to share what's working in your VFD? Contact Kim Hilsenbeck.

 

Recruitment Ideas:

• Professional Standards and High Expectations
• Junior Firefighter Programs
• Partnerships with Local Colleges
• Effective, Consistent Social Media Content – show the training and professionalism of the department
• Become the local trusted agency providing “news” (e.g., accidents, road closures, weather alerts)
• Word-of-Mouth (to friends but also on scene)
• Retirement Accounts - establish criteria for participation
• Traditional Advertising/Marketing (when funding allows); e.g., website sticker on trucks
• Be Visible in the Community – parades, festivals, rodeos, sporting events

The National Volunteer Fire Council (NVFC) is hosting a hazmat train-the-trainer event in Edinburg, TX, on
April 5-6. The courses offered will provide attendees with the knowledge and skills they need to train others in their communities on hazmat safety and response. NVFC members can apply for a stipend to reimburse up to $500 of travel-related expenses to attend this or one of five other hazmat train-the-trainer events taking place across the U.S. in 2024. Remember, you can add NVFC membership when you renew/sign up for your SFFMA membership.

 

Your Fire Department Purchases – Are You in Compliance?

Submitted by Tammy Rimes MPA, Executive Director

National Cooperative Procurement Partners

 

Fire Departments – career and volunteer – purchase thousands of dollars of equipment and supplies throughout the year. However, for those entities without procurement staff, this role is generally performed by a chief or their administrative staff. While this keeps operations running, without some training or knowledge about public procurement, this opens the potential for overpaying with higher prices, reduced competition, lack of accountability and the inability to survive a future audit. 

 

As an agent of public trust, fire departments need to be aware of their fiduciary responsibility to the public they serve. Whether the source of funds are public taxes, property assessments, or volunteer fundraising or donations, there is an expectation the money will be spent appropriately. This is even more important for volunteer agencies who may not have procurement support, nor trained in municipal procurement processes.

 

With public safety using grants and federal funds, the scrutiny and focus can be more intense. There may be other requirements such as CFR 2 that outlines use of federal grant dollars and requires the agency have a documented procurement policy, advertise for increased competition, or have specific language included within contract documents. There also may be requirements related to the inclusiveness of local and certified businesses. 

 

Here are three first steps that any fire department might want to take towards greater compliance:

1. For the individual who is responsible for procurement, ensure they receive some type of training related to that role. Check out a national or state procurement association to sign up for the appropriate classes or attend an annual conference. Lack of knowledge is not an acceptable excuse when being audited.
2. Ensure your organization has a written procurement policy and procedures, and not rules that have been handed down orally. If you already have a procurement manual, when was the last time it was updated? Ensure that state statutory language is included, and staff is following the policy and not “doing what we have always done or what my predecessor did.”
3. Research the ability to use, and availability of cooperative contracts for the equipment, gear, and supplies that your organization regularly uses. The idea of cooperative contracting is simple - another public entity has conducted the solicitation process through public procurement practices, resulting in a contract in which other public entities and non-profits can now use to purchase from. This can ensure many of those federal requirements are already met through their contracting process. With so many contracts that provide commodities such as fire engines, vehicles, uniforms, safety gear and healthcare suppliers, it makes sense for public safety teams to explore this easy-to-use option.

Conducting your procurement processes in a fair, transparent, and competitive way is a requirement when using public funds. Just as important as being able to withstand an audit, it is crucial for your entity’s integrity and public image to demonstrate your team is adhering to a procurement policy to ensure appropriate use of funds.

 

More information can be found at NCPPAssociation.org which provides free educational content and links to their cooperative organization partners. Sign up for their free monthly newsletter to keep abreast of upcoming free webinars.

Photobook 

 

Do you need to spend end-of-year funds?
Because as of 12/15/23, there are only 16 days until 2024…

 

At this meeting you will...

• Foster improved communication between districts and the association.
• Interact with each other and discuss common issues, questions and concerns.
• Establish a forum for developing association goals and direction.
• Discuss the association’s and districts’ responsibilities.
• Cover important topics; e.g., recruiting and retention, grant program benefits, new research, universal issues and best practices.
• Receive valuable guidance and training.
• Meet with representatives from stakeholder organizations and benefit providers.

Agenda will be shared in advance of the symposium.

 

• Please select two members of your current executive board to attend the District Leaders’ Symposium and provide the names of those attendees to the state office no later than January 5, 2024.

• The association is contracting with a nearby hotel for all attendees and will make the necessary reservations. Again, please provide the names of your two attendees as soon as possible but no later than January 5, 2024, so that we can finalize reservations.
• Send the names of your attendees to Events or to Heather Lundy.

• MILEAGE AND MEAL COSTS ASSUMED BY ATTENDEES ARE REIMBURSABLE.
• NO COST TO THE ATTENDEES FOR THE HOTEL ROOMS. (Attendees are responsible for any incidental charges incurred at hotel – may be required to provide a CC card # at check-in).