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Draft letter  Fire Chief

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Draft Letter to Electrical Inspector

1. Letter to the Fire Chief

[Your Name]

[Your Address]

[City, State ZIP]

[Email Address]

[Phone Number]

[Date]

Fire Chief [Name]

[your city] Fire Department

[Address]

[your city], WI [ZIP]

Re: Fire Safety and NEC Compliance of Cable‑System Facilities under [your city] Municipal Code Ch. 96

Dear Chief [Last Name]:

I am writing regarding the fire and electrical safety of the cable television system facilities located within the [your city], as governed by Chapter 96 of the [your city] Municipal Code (“[your city] Telecommunications Franchise Ordinance”).

Chapter 96 requires that the Grantee (the cable franchisee) comply with the National Electrical Safety Code, the National Electrical Code (National Bureau of Fire Underwriters), and other applicable standards, and further states that “in any event, the system shall not endanger or interfere with the safety of persons or property.”[1][2]

In light of these provisions, I respectfully request information regarding the Fire Department’s role and experience in this area:

  1. Fire Department Oversight and Coordination

1. How does the Fire Department coordinate with other City departments (such as Building or Electrical Inspection) to ensure that the Grantee’s installations do not create fire or life-safety hazards, consistent with Ch. 96’s requirement that the system “shall not endanger or interfere with the safety of persons or property”?[2]

2. Does the Fire Department participate in plan review, site review, or other processes when significant new cable‑system infrastructure or upgrades are installed in or near buildings, rights‑of‑way, or critical facilities?

  1. Incident Experience and Reporting Protocols

1. In the last five (5) years, has the Fire Department responded to any incidents (including fires, overheating, arcing, or hazardous conditions) where the Grantee’s facilities—such as cables, pedestals, power supplies, or equipment cabinets—were identified as an ignition source, contributing factor, or significant hazard? 

      \* If so, please provide the date, general location (e.g., block or intersection), a brief description of the incident, and whether the event was determined to be related to non‑compliance with the National Electrical Code or other applicable codes referenced in Ch. 96.\[\^1\]\[\^2\]

2. Does the City have a formal protocol or policy requiring the Grantee to notify the Fire Department of:

      \* Electrical fires or similar events involving the Grantee’s equipment; or  
      \* Service interruptions/outages caused by fire or electrical failures that could affect public safety communications or emergency response?  
      If such a protocol exists, please describe it or provide a copy.
  1. Hazard Identification and Corrective Action

1. When Fire Department personnel observe potentially hazardous conditions related to the Grantee’s facilities (for example, damaged or open cabinets, exposed conductors, sagging cables that could be struck by vehicles, or equipment that appears overheated), what procedures are followed to: 

      \* Notify the appropriate City division;  
      \* Notify the Grantee; and  
      \* Require and verify corrective action?

2. Are there standard operating procedures (SOPs), internal guidance documents, or memoranda of understanding (MOUs) between the Fire Department and the Grantee that address identification, reporting, and mitigation of electrical or fire hazards associated with the cable system? If so, I respectfully request copies.

  1. Records and Documentation

1. For the last five (5) years, please provide copies of any Fire Department incident reports, after‑action reports, or memoranda that:

      \* Reference the Grantee’s facilities as a cause, contributor, or hazard factor in a fire or electrical incident; or  
      \* Note potential NEC or electrical/fire safety concerns involving the Grantee’s equipment under the standards referenced in Ch. 96.\[\^1\]\[\^2\]

I am making these requests to better understand how the City ensures that the Grantee’s facilities are consistent with the National Electrical Code and other safety standards incorporated into the franchise ordinance, and to assess any fire or life‑safety implications for residents.

If any of the requested records are maintained by another department, I would appreciate your forwarding this request to the appropriate office or advising me of whom I should contact.

Thank you for your attention to this matter and for your service to the community. I look forward to your response.

Sincerely,

[Your Name]

Footnotes ([your city] Municipal Code Ch. 96)