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Home My WebLink AboutPACKET Public Safety 2001-09-06I T TOWN OF ESTES PARK PUBLIC SAFETY COMMITTEE AGENDA September 6, 2001 7:30 A.M. POLICE DEPARTMENT Action 1. Executive Summary ofthe Police Volunteer Unit Program - Approval Requested 2. Dog Park - Location - Selectibn 3. Dispatch Remodel - Request for Bid 4. Larimer Emergency Telephone Authority (LETA) - Approval of LETA Board Resolution -' ----I , 4LL,CAL/49 v1&<Uctu UU ' Reports 1. Estes Park Youth Center Board . 2. Colorado Crime Prevention Award (Chief Richardson will be a guest speaker) 3. Strategic Plan - please see attachments 4. Scottish Fest 5. Meeting with Park School District Superintendent Richard Kastendieck 6. Chiefs Golf Tournament FIRE DEPARTMENT Reports Labor Day Craft Fair Re-cap The committee reserves the right to consider other appropriate business not available at the time the agenda was prepared. r D Estes Park Police Department 4 I 1 MC:= 3 Iii\ Im:Â©IE OVE [A\,1 -li ill 1111 ~ I [13 i AUG 2 2 2001 I [# t lili To: Richard Widmer, Town Administrator :-1 bl 1 ': Fron, Lowell C. Richardson, Chief of Polrge=:Â·Â·:Â£~ F Date. 8/22/2001 ic '' PAL~" 9/25 Re: Police Volunteer Unit Program Please find attached the executive summary regarding the police department volunteer unit. The summary explains program inception and fundion within the police department. I would like to point out the overtime hours this unit saves the department we otherwise would staff with police officers. To answer questions posed regarding the uniform and the deployment of the volunteer group please allow me a moment to explain. The volunteer unit provides services above and beyond basic traffic control issues. They also provide a presence in the communRy as the eyes and ears for the police officer working the street. Each volunteer is provided a radio to maintain contact with dispatch to readily advise the on-duty officers of unwanted activity or illegal activity. Volunteers are trained in basic first aid and CPR, they are trained not to take any action other than to be a good witness if a crime is committed in their presence. They are trained not to place themselves in a position of danger, nor to ever confront a situation; they can and do provide assistance for tourists or have a police officer respond to provide assistance. The uniform is intended to provide a presence for the general public so our customers know we have members from the department providing services as needed. This concept is tailored after a program called "CRizens on Patrol". The goal of the program is to provide another set of eyes, ears, and a presence within the community. Bom out of the crime prevention program,average dtizens are given a clearly marked police car and they patrol their communities reporting suspicious adivities, criminal activities, and other safety issues requiring police attention. Incorporated into the program is fingerprinting, vehide identification number checks, and extra patrols all provided by the volunteers. The intent of the Estes Park Police Department is to 7 ---t=-~ activate our volunteer program to a level consistent with these practices. I understand there was a breakdown in communicating this program to you; I apologize for any confusion this has caused, in the future this and other projects will be discussed with you prior to any implementation. If you have any questions please feel free to get me at your convenience. 1 .-1 0.11 41. Estds Park Police Department Memo To: Richard Wdmer, Town Manager Fronw Lowell C. Richardson, Chief of Police CC: Police Department Management Staff Date: 8/31/2001 Re: Executive Summary Strategic Plan * Please find attached a Strategic Planning proposal for the police department. The intent of constructing a strategic plan is to provide a written comprehensive document dearly explaining the direction and how the Estes Park Police Department intends to provide services. The proposed plan is a ten step ~ process requiring; Consensus and Support, Organizational Mandates, Stakeholders, Mission, Vision, and Value statements, Internal and External Environment, Strategic Issues, Setting Goals, Objectives and Action Plan, Implementation Process, and Evaluating the Plan. Each step requires accomplishment in sequential order building on the previous accomplishment until we reach the final step evaluation of the plan. This process allows our organization to create a boilerplate plan that is adaptive with our ever changing work environment for the sake of our customers and employees. The next step to the process is to develop a planning team comprised of employees within the police department. After a team is selected a brief training session for team members will be conducted to prepare each team member and identify their primary purpose. Conservative estimates to develop a comprehensive strategic plan is 18 and 24 months. In closing I would like to state our planning process if completed becomes our game plan to successfully serve our customers each year. I am requesting once the plan is completed and ready for implementation the Town Board offidally adopts this planning process for the depal#nent and require annual modifications to the plan. This would mandate the plan is reviewed, updated, and integrated into the routine business pradices ofthe police department indefinitely. 1 , .1 Overview of the Estes Park Police Volunteer Unit An Executive Summary Â¢ U 1 Lt. van Deutekom formed the EPPD Volunteer Unit in the early months of2001. The unit is comprised on individuals who attended the 2001 Citizens Police Academy. There are currently 11 members who all participate regularly in meetings and projects. To date, the following events have been assisted by our Volunteer Unit: June 16111, 2001 Bighorn Challenge footrace June (unk.) Acacia Street CountÂ· June 217 2001 Kiwanis Club "Ride the Rookies" Beer Garden June 23/24, 2001 Estes Park Cycling Challenge July 4'h, 2001 The 4~ of July Fireworks display July lott 2001 Rooftop Re'deo Parade August 4/5/7/11 Extra Patrol Riverwalk Plaza August 14, 2001 Presidential visit to Estes Park The unit is also scheduled to participate in the following upcoming events: Sept. 8/9/10, 2001 Scottish Highlands Festival Sept. 9,2001 Scottish Highlands Parade Oct. 13/14,2001 Estes Park Elk Festival Nov. 23, 2001 Christmas Parade The hours worked so far by the unit has exceeded 200 hours. Figured at a minimum cost of $12.00 per hour, (the rate paid to the Community Service Officers), the police department has saved a minimum of $2,400.00 in salary to date. The upcoming events will see approximately 5 volunteers per day per event, donating another 360 hours minimum. This will save us another $4,320.00 for a total of approximately $6,720.00 in "free" manpower supplied to our department. ' Approximately $1,200.00 has been spent on equipping the volunteer unit. They have raised $366.00 in donations from the Jaycee's Club by helping them during the fireworks display at their designated perimeter. This donation enabled the unit to obtain 11 new vests for traffic and 11 new radio clips. It is expected that some limited fundraising from local service clubs will more than offset any encumbrances that the unit may generate for equipment. Their enthusiasm and willingness to help is a true asset to our department. I cannot emphasize enough what a positive impact they have had on our community. Training that they have received this year includes Traffic Control and Radio Usage. They will be engaging in some other types of training such as CPR/First Aid in the near future. .. August 19,2001 To: Gregg Farmer Manager of Recreation Estes Valley Recreation and Park district P.O. Box 1379 Estes Park, CO 80517 From: Mary Thacker Animal Control Town of Estes Park Re: Dog Park comments Dear Gregg, .1 . I think the idea of a dog park within Estes Park is great. People need a place where they ~ ~~ - --- ----- can legally let their dog run off leash for both exercise and fun. I am frequently asked where a dog can be let to run loose. It would be nice to give them an answer for a place that is both a legal and safe. I agree with your statement "a well socialized dog is a better member of the community" I reviewed the generic dog park rules and feel that all ofthem are very important. I think an additional nile might read something to the effect of * Dog owners need to check the park as best they can for wildlife before allowing dogs to be let loose. Of the areas suggested I like #3 the best. It seems to be a bigger space than the others. There are 2 dog parks in Longmont, one of which is about 2 M acres. A fellow ACO from there told me it's a good size. That one was the first one built and got so much use the grass wore out. A second needed to be built and new grass planted in the first to keep up with the demand of area residents. Besides the size I like the area bordering the lake to allow water loving and hunting dogs a placeto play and retrieve. Being inside the city limits would allow for a quicker law response for. incidents that occur within the dog park / than the response time from the Humane Society ofLarimer County coming out of Ft. Collins ifthe park were located in the county. Area #3 is so closely associated with the rest of Stanley Park that access to restrooms, parking, 911 emergency phones, picnic facilities and play areas for children is very good. It is an "all around" park area for the whole family. Of all the areas suggested area #3 would impact wildlife the least. The goose nest boxes are outside the area and there are not many willows or other large trees suitable for bird nesting. If fencing were kept to a minimum (i.e. 4ft. in height) elk would still be able to use the area when dogs weren't. Of the other areas suggested some of the negatives Would include small areas, limited parking, county jurisdiction with limited law enforcement, close to bike path which could distract dogs and be a bother to hikers and bikers, busy fishing areas, and potentially unsafe swimming area for dogs due to current of river. 2, 1 In researching dog parks in general some'things I would like to see would be: 1. separate area for small dogs (sometimes large dogs try to be aggressive), 2. watering area when weather permits, 3. agility course, 4. holders for plastic bags and encourage people to drop offrecyclable plastic bags for waste removal, 5. post city and county ordinances referring to dog issues just "fyi" for people, and 6. some tall grass some short grass areas for terrain variety. I'm really excited about the idea of a dog park. I think it's long overdue. I'm glad we can all work on this together. Please keep me informed and let me know if there is anything else I can do to help. I'd love to go.on,t'shgw me" tours of area dog parks with you if time allows. . 1 41 . Thank you for allowing me to make comments. Sincerely, i < i .l " 1 Mary E. Thacker Animal Control _ Town of Estes Park P 9 5. â€žÂ· 14: . k , i A 9 H( 9 A 1 V 0 1 ESTES VALLEY RECREATION and PARK DISTRICT Post Office Box 1379 â€¢ Estes Park, Colorado 80517 690 Big Thompson Avenue Â· [970] 586-8191 â€¢ FAX 586-8193 June 9, 2001 To: Mary Thacker Town ofEstes Park Animal Control /. *t P.O Box 1200 Estes Park, CO 80517 From: Gregg Farmer Manager of Recreation Re: Dog Park input Dear Mary, The Estes Valley Recreation and Park District is exploring the feasibility of establishing a local Dog Park in the Estes Valley. The District as providers of park areas and managers of some open lands have observed a need for a safe, and legal place for dog owners to exercise their dogs off leash, and a place where dogs may socilize with other dogs and their owners. A healthy and well socialized dog is a better member ofthe community. ,-Â· The district is soliciting input from members ofthe community, veterinarians, wildlife experts, town and county code enforcement officials, etc.. I have attached some basic requirements for the park, possible rules, and site maps of four proposed sites. Look these materials and proposed sites over and give me your comments, concerns, criticisms, suggestions from your viewpoint and area of expertise. I would really appreciate receiving written input by Friday, July 27. I will be presenting information, including input from you, to the District Board ofDirectors at the August meeting. This is just the beginning. You will have plenty of opportunity for further input as we continue the process. This project is very important to me personally, and I feel it is important for the community. Ifyou would like to contact and or meet with me, please call 586-8191, Monday thru Friday, 8:00 a.m. to 5:00 p.m.. Also please return your written input to: t Gregg Farmer Estes Valley Recreation and Park District P.O. Box 1379 . Eftes Park, CO. 80317 Sincerely, 1717.- Gregg Farmer Manager of Recreation Â¥ Proposed sites for a dog park. Please comment on pros and cons ofeach site. Each site is numbered and color coded on the attached map. 7 1, (Green) Wapiti Meadow behind Ricker Baffiett Pewter Company. West of the dver, south of the trail, and at the base ofthe dam. 2. (Orange) Wapiti Meadow Active Recreation Area. East ofthe dver and surrounded on all other sides by the interior roads and parking areas within Wapiti. 3. (Blue) StanleyParkFish CreekArm. This is the area east ofthe Gun Club and north ofthe ball fields. 4. (Pink) Fish CreekArm Natural Area. This is the Bureau ofReclamation Property east ofthe pump house and just below the High School practice football field /1 Generic Dog Park rules. Please comment or make suggestions. * Dogs must be vaccinated and licensed. No puppies under 4 months are allowed(parvo virus disease). * Dog owners are legally responsible for any injury or damage caused by their animal. * No aggressive dogs allowed. By removing your dogs leash, you are guaranteeing other park users that your dog is safe. If any dog or person is bitten by a dog in this park, report it immediately by calling (970) 586-4000. * Young children must be supervised by a responsible adult. * Dogs may not be left unattended. Limit is three dogs per person per visit. * Owners must pick up after their dog. The success of this park depends on owners taking responsibility for their dogs. ... 92% Â·612 J -0 12 W di 2*SwwER. 0 0 W %635555 4 * S f Eat coÂ§* 2WED,85 2 / 3..:.-i 0-REEE Illllll <1 % 13 Q Â· e *L.3 0- e a JIII 0.58 / < .Â·:i i :m B i:. 3% iftij iii. % 1 Ili i E it j *:.* W 00# '04 4,0 ---- ~ 41% :- :f: fi.i= 1/ C '0. F) W 4 -lij ~ 1% 6 :i :*.*- 15.::i:~i:..:iii:ii.*Ai:ii:1 ~ d /.: P -14# E :fit EE E: 55:6=Ei: "ggi#jig:ifiE:*4.-..t I MWU) i34 i ifi u: if /lii~iiii*-Iiir.tt? i rd :. : 1:% ~ :EN :i :i Di@ 2Â®4*01 9 1 .-* 02Â¥ O%52 CD :- Â·:it" 22 D :; ::.4 MÂ·.:i!:4:Di.:1 b..4 Zit ze ~~- si*~~ ~ ~ ff -i #2 /4#ifi#f~ EW.6 r. j tri:..:D: 11:*:/ ,Â· c,-4- - . 5 4. lit:Â§Â·1 f.Â§: aul, 0 0- m . :ite ia f ji r: Aiy Â« 23 6.1 0 r 31Â® i 0 4 i. i B':72 f Z -VE:8Â® i :::i i; R /#4$ J - -Z - iz=IEii: i i.BEl 0 # -~A"*104 W 0 ... W , li! i O z VJ.. 0 O CE WEO D W g M L 0 0/ 2 -- 52 %13 g L.[.o.a:c~ ~ E *W wil 0 I 0 .... . 09 ... . i: B:~ *iii. i.:i 2 1 / .... 0 4 1 0 00 0 zg 2 CE 52 *E own 11 1 -.-< 2-86 00 5 o O d BYPASS - MARINA', FISHERMAN U Ivy SHIS H RHVT dial GNAOU 5831-13HS JIN ESTES GOLF CO CENTER * 01 * riou S311rt NI 3ON POWER PLANT linll 0113-Id Estes Park Police Department Communications Remodel Project . Summary: The dispatch center is requesting an expansion of the center and a designated area for electronic equipment. In addition, this remodel will provide restroom facilities and open access to running water for on-duty employees. Current Staffing & Room The dispatch center currently has 7 full and 1 part-time dispatcher positions. There is no access in the room to running water or restroom facilities. Because of this, when there is only one dispatcher on duty, he/she must call an officer or deputy off from patrol to stay in the room when they need a break. Equipment The radios and phones were purchased 6 years ago and are both due for replacement. The UPS batteries, which back up the communication equipment and 911 phones, are located in the basement. The 911 phone equipment and Colorado Bureau of Investigation line is located in the phone room between the 1St and 2nd floors. The radio equipment is located in the dispatch center along with the circuit board. All of this electronic equipment is considered "backroom equipment". This equipment is not kept in a climate-controlled atmosphere; which reduces the life of the equipment. Proposed Change to Structure Attached are the proposed plans for the dispatch remodel. No window penetration is being planned. No additions to the building are being planned. The door between the woman's restroom and dispatch will be removed along with the walls around the storage closet. The current men's restroom will be remodeled to 3 stalls and 2 sinks - this will become a woman's restroom - a wall will be constructed between the last stall and the window. In the newly created area, there will be an ADA compliant door installed to allow access from the dispatch area. The new room will have a toilet and sink which will eliminate the problem of dispatchers leaving the room unattended or calling in someone, because the phones and radios can be closely monitored at all times. The current PD Conference room wall will be moved to create a room for all dispatch equipment. This room will have it's own power panel along with a designated air conditioner for climate control. All "backroom" equipment will be moved into this room. Justification The purpose of this remodel is two-fold. One is to adapt to the growth Estes Park is experiencing. The dispatch center handles an average of 9,600 administrative phone calls, 500 9-1-1 calls and 150 9-1-1 cell calls per month. This makes the average monthly intake of calls at 10,250. For this reason, an additional radio and phone position is requested to prepare for future needs. The cost of the radio upgraded includes an additional radio position. This will give us a total of four phone positions with three of them also having radio capabilities. The radio upgrades will be capable of monitoring additional alarms and adaptable for 800 megahertz. Second is to have all communications equipment in one location and provide facilities, which are ADA compatible, for the dispatchers. Time Line Bid packages mailed out: September 14 Open Bids: September 26 Public Safety Approval: October 4 Town Board Approval: October 9 ' Notice to Proceed: October 15 Completion Date: December 14 Budget Adiustment During the initial planning of this project in the fall of 2000, it was thought that the project could be accomplished in two phases. The remodel was budgeted for 2001 at $70,000. This included the electrical upgrades, moving of the equipment and walls, new carpet and lighting. The radio upgrade along with the additional radio position was budgeted for 2002 at $125,000. Our radio vendor has advised we do the upgrade and move in two phases it will cost the Town of Estes Park an additional $ for labor costs because they will have to move the current equipment to the new equipment room, and then rewire and install the new equipment in 2002. Because of this, I am requesting that the money in account 204-5400-544.33-36 for 2002 be moved to 2001. This would give the project an overall budget of $195,000 for 2001. The Larimer Emergency Telephone Authority is covering the cost of the Qwest phone equipment, UPS backup battery for 911 and cables. 20 -b . 1 10'-0' / 13'-0' Â»50-1.-1 D ~ h 4'-10' i Public ladies Room 1 F - 'Pispatch Kestroom 4 9.-1 0. s-0'2 i3 +g + : - / , z Janltor's - 2-:- --- 2-- Closet 1 8.-4. D Plumbing Clase Water Supply 13'-8. - -. ' Sewer Vent 11 11 . 0 - 1 E Pispatch Area 18 -0. 13'-6. 57'-0' .' 31'-10' ' 1 E 6,-O. 11'-10' Â· .. -1/f - T ,\ Cherles Office 16-Z' Equipmel,t Room 7'-10' 1 '16= . 8'-0. â€¢ . 1 11'-10' â€¢ I I 54 .,. ID1 - ,â‚¬,1 k Frey, Korb, Haggerty & Mickaels, P.C. Attorneys at Law John P. Frey 318 Canyon Avenue, Suite 200 P.O. Box 2283 Fort Collins, Colorado 80522-2283 Telephone (970) 493-8622 Fax (970) 493-1213 E-mail jfrey@fkhmlaw.com July 17, 2001 ~ ~ ~ JUL 1 7 2001 d M r _ 191 Ms. Vickie O'Connor Town Clerk L i Town of Estes Park P. O. Box 1200 Estes Park, CO 80517 Dear Vickie: Re: Larimer Emergency Telephone Authority (LETA) Enclosed is a copy of a Resolution of Larimer Emergency Telephone Authority concerning action taken by the LETA Board on July 16, 2001, approving a telephone exchange access facility charge and a wireless communications access charge effective January 1, 2002, each at the rate of $.45 per month. We have taken the liberty ofpreparing the enclosed Resolution for adoption by the Town's Board of Trustees. Please review the Resolution and if you find it acceptable please place it before the Board of Trustees for adoption and provide us with a copy of the adopted resolution no later than September 17, 2001. Should you have any questions concerning the Resolution or any other matters involving the Larimer Emergency Telephone Authority, you should feel free to contact our office or one of the Town's representatives on the LETA Board, Tim Gaines or Steve Pauken. Very truly yours, ~4,~OR#~HAGGERTY & MICHAELS, P.C. 1 YL) \Ing;oÂ» ~ Attornty for tyimer Emergency Telephone Authority jk enclosures cc Ms. Debbie Tellez, LETA Administrative Assistant RESOLUTION NO. BEING A RESOLUTION ESTABLISHING A TELEPHONE EXCHANGE ACCESS FACILITY CHARGE AND A WIRELESS COMMUNICATIONS ACCESS CHARGE FOR THE LARIMER EMERGENCY TELEPHONE AUTHORITY EFFECTIVE JANUARY 1, 2002. WHEREAS, the Larimer Emergency Telephone Authority was created pursuant to Â§ 29-11-101, et seq., C.R.S., by an Intergovernmental Agreement Concerning the Implementation of an "E911" Emergency Telephone Service. dated November 14, 1990, between certain governmental entities located in Larimer County, Colorado; and WHEREAS, pursuant to the aforesaid statutory authority and by resolution of the Town of Estes Park on May 8, 1990, and Ordinance No. 4-98 properly adopted by the Board of Trustees on February 10, 1998, the Board of Trustees is authorized to raise, lower, or reestablish a telephone exchange access facility charge and a wireless communications access charge to be assessed telephone (wireline and wireless) service users in the Town of Estes Park; and WHEREAS, the Board of Trustees deems that reestablishing the telephone exchange access facility charge at the rate of forty-five cents ($.45) per month and the wireless communications access charge at the rate of forty-five cents ($.45) per month is necessary and appropriate to adequately fund emergency telephone services in the Town of Estes Park; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO, AS FOLLOWS: 1. Commencing on January 1,2002, the telephone exchange access facility charge and the wireless communications access charge shall each be reestablished at forty-five cents ($.45) per month per exchange access facility or per wireless communications access. 2. Telephone service suppliers providing telephone service in the Town of Estes Park are authorized to collect the telephone exchange access facility charge in accordance with Â§ 29-11-101, et seq., C.R.S. 3. Wireless telephone service suppliers providing wireless telephone service in the Town of Estes Park are authorized to collect the wireless communications access charge in accordance with Â§ 29-11-100.5, et seq., C.R.S. Upon motion duly made, seconded and carried, the foregoing Resolution was adopted this 15 day of , 20013 TOWN OF ESTES PARK, COLORADO By Mayor ATTEST: Town Clerk Interoffice Memorandum I)ate: September 6, 2001 To: Richard Widmer, Fire Chief Dorman, Trustee Gillette, Trustee Jeffrey, Trustee Newsom and Vickie O'Connor From: Chief Richardso~j,0.~;5%~ Re: Public Safety Agenda There will be one more Action Item added to the Agenda. I will need the committees' approval to close-off Community Drive for the Scottish Festival. . Â¥ 1 Â¢ Strategic Plan Proposal t 24, 6-3 - Submitted by: Lowell C. Richardson The Strategic Phining Piuoess Ests Paik Polioe De~menABestOpport~*ForSuooess The Estes Park Police Department identified a direction that requires a shared vision by all personnel within the organization, starting with the Town Boards vision for the community. Premised by this vision, the organizational mission and values provide daily guidance and direction for all members of the department-a set of instructions if you will for each department member to use as a reference in completing job tasks. The best opportunity for the Estes Park Police Department to stay on course and achieve success is the development of a strategic plan. The ten step strategic planning process outlined below is recommended for the development and implementation for the Estes Park Police Department: Step 1) Obtain Consensus and SuDDort Organizational readiness 1. Why are we engaging in strategic planning? 2. Is top leadership capable and committed to this effort? 3. Is the external political environment amenable to this organizational effort? 4. What resources will be required for an organizational strategic planning process (e.g. budgetary, staff, planners, time, information technology, opportunity costs)? 5. Are proper and adequate resources committed to strategic planning? Barriers 1. Identify impediments to initiating and following through with a strategic planning effort (e.g. leadership, resources, competing agendas, organizational crisis). 2. Can these be addressed, mitigated, or avoided during the strategic planning process? Benefits 1. What are our expectations for a strategic plan? 2. What are the advantages (direct and indirect) to the Estes Park Police Department to engage in the strategic planning process? Submitted by: Lowell C. Richardson I . 3. Do the advantages outweigh the departmental costs of engaging in the process? Structure 1 1. Who is the department sponsor (i.e. top leadership committed to the process)? 2. Who is the process Champion ( person(s) or group who provide on going support and expertise to sustain the strategic planning process)? 3. Identify the members, roles, and responsibilities of the Strategic Planning Core Team. 4. Identify other organizational members and units that will be directly involved in the process. Schedule 1. What is the timetabl,to complete the process? 2. What are the phased steps, benchmarks, and outcomes that must be accomplished to complete the entire process? Participation and Communication 1. What is our plan for involving internal and external stakeholders in the strategic planning process? 2. What internal teams will be involved to help with the various components of this process? 3. How will we communicate the implementation, progress, and final results of the strategic planning process to our internal and external stakeholders? Proposal for Strategic Planning-A Checklist O Purpose of the strategic planning process OCommitment by Top Leadership 0 Benefits to the organization and members O Specific steps of the process O Times frames 0 Identify those involved and their roles O Opportunities for team participation O Organizational familiarity, training, and communication plans O Anticipated outcome 2 ..4 St@p Two: Identify Oftikinizational Mandates Even though we have identified our organizational mission and values there still exists a need to set goals and objectives, before we complete those tasks we must i' clearly define and identify our marfdates. 1. What is our organization's formal authority? 2. What are our organization's formal mandates? (legal or binding expectations) 3. Are there information requirements or mandates for the organization? (do other agencies have written or informal agreements with us) Step Thrge: Identify Our Stakeholderi This identifies any persort, groups, or organizations that have a claim to the organizations services, fesources, also including any entity which is affected by our organization. These stakeholders are identified externally and internally. External Stakeholders Identify the persons and groups that fall into external areas: 4> community (civic, fraternal, special interest, minority, religious, youth, neighborhood groups) 4> Public interest groups % Businesses (primary companies, business interest groups, coalitions) 4> Government (local, department heads, planners, elected officials, city manager, county manager, social services) 4> Schools 6 News Media 4> Criminal Justice (other police departments, courts-city and county, DA Office, probation and parole) 4> Competitors (private security) 5 Citizens Internal Stakeholders Identify the persons and groups that fall into internal areas: 4> Employees Cline, supervisory, mid-management) 4> Functional committees 3 4> Employee associations 4> Command Staff 4> Volunteers *Create a Contact List of Stakeholders for later interviews and surveys Step Four: Mission Stditement, DevelopintrA Vision Statement. Develop Value Statements The Estes Park Police Department has created it's mission statement please refer below: 'The Estes Park Police Department exists to provide exemplary law enforcement services. We are committed to be in partnership with our community: its youth, seniors, families and visitors. We are ambassadors to all and maintain a positive work environment for our employees. Each member of the department will be equally empowered and given flexibility to perform their duties in keeping with our values and mission. Our focus can and will be based on community input and involvement." Vision Statement The vision statement is how the top executive of the organization would describe what the organization should look like as it successfully implements its strategies and achieves its full potential. It is more or less a mental image of a desired future state that represents an improvement over the present situation. A vision statement should reference the organization's: 4> mission 0 basic philosophy, core values, and cultural features 0 goals 4> basic strategies 4> performance criteria; critical success factors 4> ethical standards expected of employees 4> represents a preferred state ideal view 4> is compelling something all members can stand behind 4> focuses on excellence 4> focuses on the future 4 4> respects the past 4> describes the organization's niche or unique quality 0 describes how members treat,internal and external customers 0 defines how members will behave and act 4> describes a purpose for the desire to change 4> describes outcomes from achieving the organization's mission 6 is based on values and beliefs of what top executive stands for Value Statements The Estes Park Police Department members selected what it values: % The law 4> The people we serve and each other 0 Organizational Excellence 4> Communications 4> Public Image ' each value contains a brief statement explaining our selected values Steo Five: Assess Internal and External EAvironments Conduct a SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis of the organizations external and internal environment. A more comprehensive breakdown of the SWOT follows: 4> Strengths and weaknesses of the organization relate to those abilities, strategies, programs, actions, and reputation of the organization. 4> They also include those resources that the organization can access; budget, grants, foundations, community volunteers, inter-agency partnerships) 4> Strengths can be taken advantage of and weaknesses minimized through the development of informed goals and strategies. The Process 1. Contact through interviews or surveys internal and external customers to determine what our major strengths are; what our major weaknesses are; what our organization ca do to become more effective. 5 .. t.. 2. Research internal information sources ( organizational performance measures, service demands, workload, employee surveys, internal opinion polls, crime- arrest-clearance data, staffing trends, sworn and civilian alike) 3. Review external information sgurces-community surveys-which address policing issues SteD Six: Identif**Strateaic Issues Strategic issues involve the internal organizational strengths and weaknesses, and the external opportunities and threats. The identification of strategic issues precedes the development of organizational goals and strategies. Process 1. The strategic planning team uses the SWOT analysis to identify specific strategic issues that.emerged. 2. Discuss, organize, merge, and cluster the strategic issues into categories: 4> operations 4> support services 4> human resources 45 organizational management 4> technologies and facilities 3. Describe the strategic issues in the context of the organization's mission/mandates, strengths, weaknesses, and the environment's opportunities and threats. 4. Describe the issue as a challenge to the organization, something it can do about it. 5. Try to keep the focus on the issues, not the answers at this point. Should strategies emerge do not ignore them-make a notation for when strategies and goals are designed. 6. Describe the consequences of not addressing the issue. Steo Seven: Settina Goals and Strateclies Types of Goals: 0 Performance 4> Maintenance 0 Development 6 . 1 1, D . Strategy Levels: 4> grand strategies for the organization 0 0 sub-unit f 4> program, service, or business process 0 functional Process The strategic planning team reviews each issue and determines what strategic organizational responses are necessary to address the issue. The responses can be in the form of goals or strategies, but ultimately particular goals should be identified. 1. What alternatives do we have given our knowledge of the SWOT analysis to address the goalor strategy? 2. Can we build on strengths and opportunities, and minimize weaknesses and threats? 3. What barriers prevent us from accomplishing the goal or strategy? 4. What goal is the desired outcome in addressing the strategic issue? 5. How can the desired outcome best be accomplished? 6. Discuss, organize, merge, and cluster the goals into categories: 4 Operations 4 Support Services 4 Human resources 4 Organizational Management 4 Technology and Facilities Considerations In Finalizing Goals and Strategies 4> acceptability by key decision makers 4> acceptance by the general public 0 client or user impact 0 relevance to the issue 0 consistent with mission, values, philosophy and culture 4> coordination with other strategies, programs, and activities 4> technical feasibility 7 .. 4> cost and financing % cost effectiveness 6 long term impact r 4> risk assessment 6 staff requirements % flexibility % timing % facility requirements 4> training requirements ,1 SteD Eiaht: Dov*looina Obiectives and,Action Plans ,~ Objectives Are statements that specify a measurable result to be achieved within a given time. They are subsets of goals, and are assigned to individuals or groups who perfoim a function to accomplish a goal. They are: 4, specific 4> dieasurable within a time period 0 Clear 0 Challenging 4> Accomplishable 4> Provide a focus of work 4> Take into account available resources 4> Are linked with broader goals Objectives are stated in terms of results to be achieved. Action Plans A definitive design or work plan to accomplish a work task and how it will be implemented for the purpose of accomplishing an objective. A comprehensive action plan has: 0 specific expected results, objectives, and milestones 0 roles and responsibilities of implementation groups and members 0 specific adion steps 0 schedules 0 resource requirements and sources 4> communication process 4> review and monitoring process 4> accountability processes and procedures Process 8 . 1. The strategic planning core team assigns organizational goals and strategies to teams made up of the appropriate functions which have a role in accomplishing those goals and strategies 2. Cross functional teams set specific objectives to accomplish organizational ' goals/strategies. A typical team would have members from those functions that have some role in accomplishing a goal/strategy. The benefit of engaging members from across organizational boundaries is that they better understand their role in conjunction with other functions and can better coordinate their particular roles. 3. Specific objectives are established and action plans are defined for each objective. 4. The further down in the organization this process occurs the better the ownership it will have. It will also reflect real world implementation capacity. #'al: SteD Nine: Imolementation Process 1. Link the strategic plan to the budget-the budget development process should follow the completion of the strategic plan. The strategic plan should form the foundation for. the annual budget. The budget should be driven by the strategic plan. 2. Market the strategic plan. All members of the organization should know how their roles and performance fit into the strategic plan. It is also important that employees have a broad sense of organizational direction, and the strategic plan provides that. 3. Share the final strategic plan with all the stakeholders who assisted in its development. This provides them with feedback, and helps to get buy-in and support for the plan by stakeholders. It is also an opportunity to get their reaction to the plan. Step Ten: Evaluatidn 1. The strategic planning team should assure that there are effective, consistent, and meaningful accountability measures in place that assure the action plans are being accomplished within the time periods defined. 2. Monthly or quarterly reporting on action plans and objectives will help to both keep an organizational focus on the plan as well as to monitor progress. The reporting of results should reach the highest levels of the organization. Specific responsibility should be designated for reporting. 3. The strategic planning team should follow-up with those persons or units assigned responsibility to accomplish objectives and action plans. This is a means to identify any problems and is also a good organizational follow through to demonstrate the importance of those objedives and action plans. 4. The strategic planning team should meet regularly to determine if the strategic issues that prompted the goals, objectives, and action plans are still the same. Given the changing environment, mid-course corrections may be required to stay on target. Conclusions These ten steps to achieving a Strategic Plan are suggested for our olganization as a guide to setting our own Strategic Plan. It will require involvement of various sub-units 9 . within the department, to include cross functional unit involvement. A Strategic Planning Team must be created first before any further course of adion is taken in an attempt to establish a Strategic Plan. Paramount to the success of this task is who the driving force is and the commitment from that person to insure successful completion. 1 f D. .2 W. 10 . 2001 Longs Peak Scottish-Irish Highland Festival September 6, 7, 8 and 9, 2001 41 Schedule of Events: Thursday, September 6, 2001 @ 1930 hours Tattoo at the Stanley Park Fairgrounds Arena. Friday, September 7, 2001 Festival field opens 1200-1700 hours, @ Stanley Park, Tattoo @ 1930 hours at Fairgrounds Arena Saturday, September 8, 2001 Festival field opens 0900-1700 hours, @ Stanley Park, Scottish-Irish Festival Parade @ 0930 hours (downtown). Tattoo @ 1930 hours, at Fairgrounds Arena. Sunday, September 9, 2001 Festival field opens 0900-1700 hours, at Stanley Park. Summary of events that involve Estes Park Police Department personnel. We will have a portable Incident Command Post step up inside the Fairgrounds near the Community Drive entrance. This Command Post will be manned by an off duty Larimer County dispatcher from 0900-1730 hours Friday, Saturday and Sunday. We will have three officers (Cpl Schumaker, Cpi Rose and myself) on the Stanley Park/Fairgrounds property all three days. We will be accompanied on the grounds by Ed Rupert form Platte River Power Authority. The Estes Park Police Department will also provide manpower to cover a post located at Hwy 36 & Community Drive. The officer assigned to this post will assist with vehicle traffic entering the grounds, i.e. permits only. We will also have an additional Â· officer on duty to assist Officer Leaycraft covering the streets. These two ~ officers will be covering from 1200-1730 hours on Friday and then from 0900-1730 hours on Saturday and Sunday. Officers' Swallow, Alberts, Life and Marciniak will cover these assignments. In addition to the extra staffing during the hours of the events, I have scheduled triple shifts for all four nights of the Festival as well as Cpi Schumaker is working from 0900-2100 hours Friday through Sunday. All available (excluding vacations and Graveyard officers) sworn personnel will assist with the Scottish-Irish Parade on Saturday. Briefing will be at 0830 hours at the Estes Park Police Department, the parade starts at approximately 0930 and should be finished by 1100 hours. Specific parade assignments are available if needed, I'm waiting to hear from the LC50 Reserve program before the final draft is available. Our personnel have been assigned to their posts, pending additional personnel from LC50 there could be some assignment adjustments. 0 In the past the Larimer County 5.0. hasgssisted with additional manpower, providing several Reserves. The leadership has shifted with the Reserves and I am still waiting to hear from Sgt Al Ohms as far as availability of his personnel for the event. At this point there has been no commitment from the LCSO Reserve program but in the past they have provided approximately three or four Reserves to assist with the Festival as well as the Parade. Cpi Rose will continue attempts to get an answer from Sgt Ohms, hopefully we will know today. We will have additional assistance from two of our Community Service Officers as well as all (eleven) of the Estes Park Police Department's Volunteers. The Volunteers will be utilized in the downtown area for the Parade, assisting with traffic flow in and out of the parking lot accesses. * 28 01 02:25p FrUlta rollee Depdr biller,u .1 f V WWW -VW- _1.,A - , F MEMORANDUM OF UNDERSTANDING 14-EAr= t5 k, Ab Between Fruita Mohument High School 3 MIT 1â‚¬T Fruita Middle School Shelledy Elementary School Â«405 And 44<ia The Fruita Police Department '- 0 (5 /1. 6, The parties to this Memorandum of Understanding, the Fruifa Police Department Â£ At L Fruita Monument High School, Fruita Middle School, and Shelledy Elementary. V4/- who shall be referred to as the parties, hereby agree to the following: 1. Whereas, the purpose of this Memorandum of Understanding js to formalize an understanding of mutual cooperation and assistance between the above listed parties in providing law enforcement protection, emergency response, and other law enforcement services. 2. Whereas, all law enforcement services shall be provided to the stated parties and provided in a manner consistent with the Fruita Police Department's policies and procedures. 3. Whereas, the Fruita Police Department Administration and staff are resppnsible for the direct supervision and day to day activities of the assigned School Resource Officer, and the Fruita Police Department Administrative staff is responsible for evaluating the effectiveness of the police officer assigned School Resource Officer duties with input provided by the parties. 4. Whereas, the Fruita Police Department received grant funding through the Department of Justice COPS Office for the purpose of retaining a School Resource Officer and placing that officer in the schools to increase the safety of the students and the school staff, the Fruita Police Department and the parties shall abide by the original grant project agreements and duration of the grant project. 5. Whereas, the Fruita Police Department shall exercise control of scheduling and prioritizing school resource officer assignments with collaboration of the parties administrative heads or their designee. 6. Whereas, the Fruita Police Department shall arrange for appropriate training to maintain or advance the school resource officers knowledge and skills relevant to school resource policing issues and assume responsibility for costs associated with such training or unless the parties agree to supplement such costs when possible. Page 1 of 3 Aug 29 01 02:25p Fruita Police Department 970-858-3665 P.3 . MEMORANDUM OF UNDERSTANDING . Between - Fruita Moliument High School Fruita Middle School Shelledy Elementary School And The Fruita Police Department 7. Whereas, the parties agree to involve the school resource officer in classroom instruction with the student body and that subject material shall be confined to areas of professional expertise possessed by the school resource officer through experience or advanced training within a given subject matter. 8. Whereas, the partie-s agree to meet a minimum of four times during each school year to identify school needs relevant to the school resource officer position and services provided. 9. Whereas, for the successful function and operation of the school resource officer position the parties agree to provide access to student record. information and the Fruita Police Department assumes all responsibilities and liabilities to allow the school resource officer access to said information for the purpose of conducting official business and such functions shall be conducted within the stated parameters set by Colorado Law and Federal Law pertaining to confidentiality of said records. 10.Whereas, the Fruita Police Department assumes full responsibility and liability for actions performed by the school resource officer and does not hold the parties responsible for any action taken by the school resource officer while performing their duties under the color of authority allowed by Colorado State Statutes. 11.This agreement shall become effective as to each of the parties when approved by each party's political subdivision. This agreement shall remain in effect as between each and every party until participation in this agreement is expressly terminated by the party. Termination of participation in this agreement by a party shall not affect the continued operation of this agreement as between the remaining parties. Any party to this agreement may terminate participation in this agreement upon thirty days written notice addressed to the Chief of Police representing the Fruita Police Department and to the other signatories that are party to this agreement. 12. This agreement shall not be construed as or deemed to be an agreement for the benefit of any third party or parties, and no third party or parties Page 2 of 3 Aug 29 01 02:25p Fruita Police Department w /U-ODO-Jouu ... 4 . MEMORANDUM OF UNDERSTANDING Between -- Fruita Md;ument High School Fruita Middle School Shelledy Elementary School And The Fruita Police Department shall have any right of action whatsoever hereunder for any cause whatsoever. In witness whereof, this agreement has been executed and approved and is effective and operative as to each of the parties as herein provided. Lowell C. Richardson, Jr., Chief of Police Fruita Police DepaRment Buzz Schoenbeck, Principal Fruita Monument High School Ken Haptonstall, Principal Fruita Middle School Tammy Kramer, Principal Shelledy Elementary School . Page 3 of 3