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LOSAP Information

BID #: N/A

ISSUED: 1/1/2004

DUE: TBD

VALUE: TBD

100

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Executive Summary

This document outlines the Standard Operating Procedure (SOP) for the Length of Service Award Program (LOSAP) within the Long Hill First Aid Squad. The LOSAP program provides a financial incentive to attract and retain volunteers by offering a retirement-type benefit based on a point system tied to participation. The program, approved by Long Hill Township voters in November 2003, covers the First Aid Squad and the Stirling and Millington Volunteer Fire Companies. Accounts vest after five years of service with a minimum of 50 points achieved annually.

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--- Document: LOSAP Information Document ---
LONG HILL FIRST AID SQUAD
STANDARD OPERATING PROCEDURE
SUBJECT LOSAP
DATE
January 1, 2004
February 2009
REV NO
1.0
2.0
PURPOSE Explain the Length of Service Award Program (LOSAP) and delineate the
point system for annual contributions to LOSAP accounts.
1
Definition: The LOSAP program provides a financial incentive to attract and retain
volunteers. The program was approved by the voters of Long Hill Township in
November 2003 and covers the Long Hill First Aid Squad, the Stirling Volunteer Fire
Company and the Millington Volunteer Fire Company. The program provides for a
retirement-type benefit in the form of an account to which funds are deposited annually
depending upon the points achieved for Squad participation during the preceding year.
Funds are invested in an account of the member's choosing, and accounts vest upon five
(5) years of service. The program is governed by New Jersey State law and the
maximum amount available is determined by statute. If members meet all criteria for
points and length of service, accounts may be paid out upon retirement from active
service. The sponsoring agency for LOSAP is Long Hill Township. Investments will be
administered by an outside agency (Plan Administrator) of the Township's choosing.
The effective date for the program is January 1, 2004. The earliest vesting date is five (5)
years from that date.
Eligibility: For the purpose of LOSAP, an active participant is defined as a Regular
Member who, under the bylaws, is eligible to participate in activities that result in
awarding of points according to the point system. Probationary Members may not
participate until they have been voted in as Regular Members. Lifetime Members are
eligible provided they remain on active status and participate in Squad activities.
Members are not required to participate.
Point System:
The point system for all Township volunteer emergency services organizations is based
upon 100 points, which is the maximum that any member may be awarded annually.
More points may be achieved, but only up to 100 points will be counted toward monies
deposited into LOSAP accounts.
LHFAS LOSAP SOP Feb. 2009 Rev. 2.0
2
The number of points accumulated in the calendar year for which the LOSAP
contribution is calculated determines the percentage of funds allocated. The minimum
points needed annually to have money deposited into a member account is 50 and the
maximum 100. Examples: a member achieving 50 points is awarded 50 percent of the
maximum (per account) funds for the given year, a member achieving 66 points will
receive 66 percent of the maximum amount, a member achieving 100 points will receive
100 percent of the maximum amount, or a member achieving 130 points will receive 100
percent of the maximum amount deposited, and so on. The maximum amount, as noted,
is set by law. The maximum amount in 2003 was $1,150. The amount for 2008 (as set
by the Township Committee) is $1265.
A LOSAP Administrator for each volunteer agency will be responsible for administration
of the point system. A volunteer for this position will be sought at the January
membership meeting each year. The LOSAP Administrator is responsible for:
•
•
•
•
Organizing LOSAP information needed to administer the plan and to pay benefits.
Coordinating Plan administration with the Township and Plan Administrator.
Preparing submissions for each participating member at the end of the year.
Participating with the Executive Board to resolve LOSAP related issues.
Participants are responsible for:
•
•
Maintaining a record of all points that should be awarded to their LOSAP
account.
Providing appropriate documentation to the LOSAP Administrator.
Bringing point discrepancies to the attention of the Administrator in a timely
fashion.
LHFAS LOSAP SOP Feb. 2009 Rev. 2.0
3
Point Allocation System:
Activity
Points per Activity
Maximum Annual Points
Attendance at monthly or
special meetings
1
15
Drill attendance
2
30
Training courses (per CEU)
1
20
EMT Course/Exam passed
50
50
Office held
25
25
Senior member status
25
25
Calls as member of duty
2
100
crew
Calls as show
1
50
Scheduled duty slot
25
25
LOSAP Administrator
25
25
Special activities
2
20
Explanation of Point Allocation System:
Note: The point system has been designed so that achieving 100 points is not difficult,
but requires active participation. No member can achieve 100 points easily by never
responding to calls. Alternatively, it is possible to achieve 100 points by responding to
calls as a member of a duty crew. It is not possible to achieve 100 points by just showing
up on calls.
Attendance at monthly or special meetings: 1 point is awarded for each meeting
attended to a maximum of 15 points annually. Attendance means at the regularly
scheduled monthly membership meeting held the first Tuesday of each month, plus
attendance at any special membership meetings called by the President or Executive
Board.
Drills: 2 points are awarded for each drill attended to an annual maximum of 30 points.
Drill attendance includes attendance at the monthly scheduled drills held at the Squad
LHFAS LOSAP SOP Feb. 2009 Rev. 2.0
4
building on the third Tuesday of each month (or at other times as scheduled by the 1st Lt).
These drills may or may not carry Continuing Education Units (CEUs).
Training courses: 1 point for each CEU to a maximum of 20 including any activities for
which CEUs are awarded. This may include drills that are held in addition to the regular
Tuesday drills, courses held at other Squads or training facilities, Gold Cross tests taken,
or www.leopub.com tests taken.
EMT Course: 50 points are awarded in the year the class is taken and the National or
State exam passed. If not the same year, then the points are awarded in the year that the
exam is passed. This is a one-time award.
Office held: 25 points are awarded for holding an office as defined in the bylaws. There
are currently 10 positions on the Executive Board defined in the bylaws as follows:
•
•
President
Vice President
•
Captain
•
1st Lieutenant
•
2nd Lieutenant
•
3rd Lieutenant
Treasurer
•
Recording Secretary
•
•
Corresponding Secretary
Chaplain
For purposes of LOSAP, no distinction is made in the number of points awarded for the
particular office held.
Senior member status: 25 points are awarded annually in the 10th year of active service
and for each year after that. This is an attempt to recognize prior service since LOSAP is
not retroactive for members that have been on the Squad for several years.
Calls as a member of a duty crew: 2 points are awarded for each call to which a
member responds as a member of the assigned duty crew. The maximum is 100 points.
Calls as a “show:" 1 point is awarded, up to a maximum of 50 points annually for
responding to calls as a "show" (not on duty at the time the call goes out).
Scheduled duty slot: 25 points are awarded annually for maintaining at least one
scheduled duty slot weekly (daily Monday through Friday and overnight Monday through
Sunday). This includes members who schedule regular slots during the summer months.
(Weekend schedules are developed throughout the year by the Captain.)
LOSAP Administrator: 25 points are awarded in the year the member serves as LOSAP
Administrator.
LHFAS LOSAP SOP Feb. 2009 Rev. 2.0
Special Activities: 2 points will be awarded to a maximum of 20 for all special activities
performed for the Squad, including, but not limited to:
Coverage of an event such as the annual bike race
•
Coverage of an athletic event such as a football game
•
•
•
•
Serving on a committee
Participation in ambulance demonstrations or training at local schools
Signing up for duty on a holiday special schedule
The point system has been approved by the Township Committee. The systems have
been designed to meet the specific needs of the FAS or the fire companies. Minor
changes can be made to the award system as delineated above. Major changes must be
presented to the Township Committee, and the program would then need to be placed on
the ballot for the following November election.
Tracking and Reporting Points:
The LOSAP Administrator will keep track of all points earned by participating members.
A folder marked "LOSAP” is located in the box with Officer folders. Points are reported
as follows:
•
•
e
•
•
The Captain will provide monthly statistics for calls as both a duty crew member
and as a "show."
The Recording Secretary will provide a copy of the Attendance Sheet from
monthly General Membership meetings.
The 1st Lt. will provide a copy of all Drill Attendance sheets.
The 1st Lt. will inform the LOSAP Administrator of all members who take the
EMT course and pass the exam.
Each member is responsible for informing the LOSAP Administrator of any
classes taken or CEUs obtained that are not earned through LHFAS drills.
Senior member status for 2004 was determined from existing personnel files. In
subsequent years, the LOSAP Administrator should be notified when a member is
in their 10th year of service.
Members are responsible for reporting any special activities to the LOSAP
Administrator. A note should be placed in the folder. Any special schedules such
LHFAS LOSAP SOP Feb. 2009 Rev. 2.0
5
6
as those for holidays that are posted should be removed when the event is over
and the sign-up sheet placed in the LOSAP folder.
The LOSAP Administrator will maintain all records of points awarded. A periodic report
will be provided to each participating member and any discrepancies must be brought to
the Administrator's attention as soon as possible.
The LOSAP Administrator will provide a report at the end of each calendar year to the
Executive Board and to the Township so that the appropriate amount is deposited into
each account. The format of these reports is determined in conjunction with the
Township Administrator.
Individual members are responsible for determining investment direction in conjunction
with the Plan Administrator.
Dual Membership
Squad members who also volunteer on one of the Long Hill fire companies should be
sure that the LOSAP Administrator is aware of their dual membership status. While
points cannot be combined, (since the reporting systems differ), members earning points
from both organizations can have their points added to achieve at least the minimum of
50 points so that a deposit can be made. The LOSAP Administrator should be made
aware if the member already has an account through the fire company. Members are only
allowed to have one account and achieve a maximum of 100 points. The account can be
opened through FAS or a fire company.
Vesting
Vesting takes place at the end of five (5) years of active service. For a year to count
toward vesting, the member must have achieved a minimum of 50 points. The first
vesting year was 2004. (Example: If a member achieved 50 to 100 points in 2004, 2005,
2006, and 2007 but not 2008, then only the first 4 years count toward vesting.) If a
member resigns or retires before 5 vesting years are achieved, then any monies in the
account revert back to the Township and the account is closed. Funds may be withdrawn
(if vested): 1) if the member is no longer active (e.g. retires); or 2) member has a
financial hardship, disability, or dies.
LHFAS LOSAP SOP Feb. 2009 Rev. 2.0