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CARES Meeting 1 PowerPoint
- 1. DRAFT! Welcome! Please introduce yourself to others at your table! Put on a name tag ! Complete the information on the sign-in sheet
- 2. DRAFT! Welcome to CARES!
- 3. CARES Facilitating Team! o Community Co-Chairs! o Jason Duncan! o Kim King! o Community Members! o Cathy Elsea! o Will Klein! o Steve Mahler!
- 4. DRAFT! CARES Citizens Advancing Responsible Emergency Services A critical component of this process is the opportunity to talk to each other about issues impacting the future of our District. !
- 5. Our Charge! The mission of the Cottleville Fire Protection District is to:! Provide protection to our community and to all who seek our help with Professionalism, Respect, Integrity, Dedication, and Excellence. ! This goal was set forth in the Cottleville Compass, which guides the direction of the District. !
- 6. Our Charge! o The cornerstone of the Cottleville Compass is five ideologies.! 1. Service that surpasses expectations! 2. Commitment to the community! 3. Resources to achieve goals and strong leadership! 4. Training to ensure highest personnel response performance! 5. Good stewards of taxpayer dollars!
- 7. Our Charge! o Community assistance for long-range plan! o Plan – community expectations! o Service and protection level! o Citizens invited to participate!
- 8. Our Charge! o CARES to address the following questions...!
- 9. DRAFT! What are the key challenges and opportunities facing the Cottleville Fire Protection District today and tomorrow?
- 10. DRAFT! What are the best ways to address these challenges and make the most of these opportunities?!
- 11. DRAFT! What level of service does the community expect from the Cottleville Fire Protection District now and in the future?!
- 12. DRAFT! What resources in the areas of facilities, staffing, equipment, finances and communications are needed? !
- 13. DRAFT! What do we need to do to secure these resources?!
- 14. DRAFT! Community recommendations to Board of Directors December 2011 !
- 15. Sign-in Sheet!
- 16. CARES Process Chart! Board Charge Community Chairpersons/ Facilitating Team CARES Study Topics Equipment, Facilities, Staffing, Funding Review Options Community Develop Options Developing Refine Timeline Timeline Options Engagement Recommendations Session Report Presented Open Houses Finalize Summary Report of Feedback From Open Houses Provided At Community Engagement Session In Preparation For Development of Recommendations Final Recommendations Presented To Board
- 17. CARES Meetings! Date Mee'ng Topic Sept. 8 Kick-‐Off Mee6ng Sept. 22 Staffing Oct. 6 Equipment Oct. 20 Opera6ons, Facili6es & Programs Nov. 3 Fire District Finance 101 Nov. 17 DraN Community Recommenda6ons Presented Week of Nov. 28 -‐ Dra0 Recommenda6ons Presented At Open Houses At Each Fire Sta6on. Details Coming Soon. Dec. 8 Final Recommenda6ons Presented
- 18. Typical Meeting! • Welcome & Review of Previous Meeting! • Data/Informational Presentation! • Description of Work Activity Instructions! • Small Group Work! • Small Groups Present Work Results to Large Group! • Closing/Preview of Next Meeting!
- 19. Meeting Documentation! Topic Presentation Group Work Activity Group Verbatim Responses Executive Summary Consensus Points Foundation for Recommendations
- 20. Operational Guidelines! o Meetings will not be conducive to the format of an open forum or debate.! o Meetings are work sessions that allow for the free exchange of ideas.!
- 21. I Have a Question!! • Fill Out Form! • Call: ! • 636-447-6655 ! • Email:! • CARES@cottlevillefpd.org! • Ask During Small Group Work Time!
- 22. CARES Online! o www.CARESforCFPD.com! o Like us on Facebook!! o www.Facebook.com/CottlevilleFire!
- 23. DRAFT! The State Of The Cottleville Fire Protection District! Chief Rob Wylie!
- 24. History of Fire Protection! o Founded in 1908 as the Cottleville Fire Department! o All Volunteer! o First Year Budget $152.50! o Each Member or Resident Wishing Fire Protection Paid 75-Cents! o Fire Calls Only!
- 25. History of Fire Protection ! Todayʼs District is a Multi-Discipline Emergency Response Organization ! **
- 26. History of Fire Protection ! Todayʼs District is a Multi-Discipline Emergency Response Organization ! Homeland Security
- 27. DRAFT! Fire Protection District Vs. Fire Department
- 28. DRAFT! Fire Department ! Exists as a department within a municipality ! !*City of St. Charles is the only municipal FD in St. Charles County !
- 29. Fire Protection District! o Political Subdivision: RSMO 321! o Elected Board of Directors! o Authority to Levee Tax for Operating Expenses! o Authority to Create Rules and Ordinances! o Operates without Regard to Municipal Boundaries!
- 32. Cottleville Community Fire District o Covers 38 Square Miles! o St. Peters, OʼFallon, Weldon Spring, Cottleville, ! o Dardenne Prairie, Unicorp. St. Charles County! o Serve a Diverse Population! o 40,000 Residents! o 100,000 Daytime Population! o Residential! o Heavy Industrial! o Retail! o Hotels!
- 33. Cottleville Fire Protection District Organizational Structure! Citizens! Board of Directors (5)! Fire Chief (1)! Office Manager (1)! Office Assistant (1)! Assistant Chief • Fire Marshall (1)! Assistant Chief • Operations (1)! Plan Review Inspector (1)! Lead Captains (3)! Company Captains (9)! Contract Inspector • Plan Review ! Firefighters (32)!
- 34. * Lost Full Time Facilities Chief, Part Time Asst. Chief and Training Chief in 2003
- 35. Cottleville Community Fire District How We Compare: Staffing & Stations!
- 36. Cottleville Community Fire District How We Compare: Size! Fire District/ Resident Population! Square Miles! Department! Central County! 80,000! 85! St. Charles City! 65,000! 21! OʼFallon! 80,000! 67! Cottleville! 40,000 (100,000 daytime)! 38! Wentzville! 60,500! 88!
- 37. References & Resources! o NFPA: National Fire Protection Association! o IAFF: International Association of Firefighters! o IAFC: International Association of Fire Chiefs! o GASB: Government Accounting Standards Board! o RSMO 321: Missouri Revised Statute Creating and Governing Fire Districts! o (ISO): Insurance Service Office!
- 38. Cottleville Community Fire District Assessed Valuation! Assessed Valuation In Billions
- 39. Property Tax Revenue! Real Estate and Personal Property Tax Represent the Majority of Budgeted Revenue!
- 40. Revenue Sources! o Fees: Permits, Plan Review, Fireworks Stands! o Grants: Local, State, Federal!
- 41. Expenses! o Personnel Costs: o Operating Costs: ! 88% of Gen. Revenue o Equipment! Budget! o Training! o Salary! o Certification! o Insurance! o P&C Insurance! o Payroll Taxes! o Fuel! o Equipment! o Buildings! o Vehicles!
- 42. Expenses!
- 44. Demand For Service! 1986! *2011 Annualized
- 45. 2010 Calls For Emergency Service!
- 46. 2010 Training!
- 47. Training & Certification! o Cottleville firefighters hold:! o State Certifications in: ! o Emergency Medical Care! o Fire Investigation! o Apparatus Operator! o Fire Inspection! o Fire Service Instructor! o Fire Officer! o College Degrees! o Ranging from Associates Degrees in fire science to Masters Degrees in business administration!
- 48. DRAFT! Planning for the Future!
- 49. Challenges for the Next 20 Years! o Staffing! o Meeting NFPA Standard *1710! o Meeting Demand for Service (External & Internal)! o Equipment Replacement! o Fire Trucks: Current Fleet at ½ itʼs Expected Life! o Turnout Gear: NFPA Requires Replacement Every 10 yrs.! o SCBA: Two Standards Behind, Last Purchased Late 90ʼs!
- 50. Challenges for the Next 20 Years! o Service Demand:! o Call Volume Continues to Increase! o Diversity of Calls for Service (Not Just Fires Anymore)! o Fire Education! o Citizen Assistance! o Declining Revenues:! o Assessments Declining! o Caps on Growth!
- 51. Where Are We Headed?! o Agency of First Resort! o Community Input!
- 52. DRAFT! Small Group Work Activity!
- 53. Select Recorder & Spokesperson! o Recorder Responsibilities! o Complete the requested information on your groupʼs worksheet! o Spokesperson Responsibilities! o Facilitate Discussion! o Keep Group Focused/On Task! o Report Groupʼs Information!
- 54. Complete the Worksheet ! o Make sure the information recorded on the worksheet reflects consensus of the group! o Monitor progress to complete the worksheet in allotted time! o Only the group recorderʼs worksheet will be collected!
- 55. Small Group Work Activity! Task #1! o Based on the information provided in tonightʼs presentation, what most surprised you? ! o What most concerned you?!
- 56. Small Group Work Activity! Task #2! o Review the CARES meeting schedule included in your packet. Keeping in mind the charge from the Board of Directors, what key issues, questions, and/or opportunities need to be addressed for each topic area? !
- 57. Small Group Work Activity! Task #3! o Whatʼs Missing?! o After reviewing the schedule, what are other topics or questions that need to be addressed during the process?!
- 58. Work Activity Reporting! o Your groupʼs biggest surprise! o Your groupʼs biggest concern! o One question or item your group thinks needs to be addressed during the process!
- 59. DRAFT! Thank You! ! Next Meeting: Sept. 22! Topic: Staffing!
Editor's Notes
- _________________, Community Co-Chair Good evening everyone and thank you for joining us tonight at our first CARES meeting. It is wonderful to see so many of you here this evening. My name is _________. (insert personal introductory remarks about the District, the importance of the community engagement process, etc.) As you may know, Cottleville Fire & Rescue, like many other districts, faces challenges and opportunities as we plan for the future. And that’s why we’re here. The purpose of CARES is to study these challenges and opportunities and search out solutions together , as a community that places a priority on emergency services. To succeed, CARES needs the support of everyone in the community. In fact, the cornerstone of the CARES initiative is the value it places on people through participatory, community-based planning and grassroots involvement. This citizen-led task force – and that’s YOU - will examine the fire district’s challenges and uncover our opportunities. Your opinions and ideas are needed now, more than ever! We’re counting on your suggestions...and your best thinking. That’s why we are here – to set a course for even greater success! Your job, through the course of the CARES process, is to provide specific guidance and direction to move this goal to reality. Finally, I want to make sure you understand, while the administration and Board of Directors supports this process 100%, it is not a Board or administration driven process . Thank you to the board members that are here tonight to observe and listen to our comments.
- _________________, Community Co-Chair ________and I will be serving as Co-Chairs for CARES. (Community chair insert personal remarks here) Obviously, we can’t facilitate a process as comprehensive as this without help. I’m very happy to say that several respected members of our community and members of the Cottleville Fire & Rescue staff have stepped up to join the Facilitating Team. The Facilitating Team will meet on a regular basis to provide coordination and leadership throughout the CARES process. At this time I would ask our team members to stand and be recognized
- _________________, Community Co-Chair We have given this process a name so we would have a reference point when talking or writing about it. Because a critical component of this process is working together to plan for the future our fire district, we have labeled this project CARES —Citizens Advancing Responsible Emergency Services. We have also created a logo for the project. You will see it on all of our materials. We believe that CARES provides a clear label that reflects who we are and what we are about. Hopefully, all of us here tonight, represent a cross section of the communities that make up our district.
- _________________, Community Co-Chair Over the next several months we will work to create an understanding of the issues and opportunities facing the District. This understanding will help create recommendations which respond to the charge given to us by the Board of Directors. So let’s take a minute to review the Board’s charge to us. By “CHARGE” I mean our “assignment” or “purpose” – This is the reason we’re here…our “Mission”… We have been given a charge - a job to do. A complete copy of the Charge is your packet tonight. The cornerstone of our charge is the mission of the District to provide protection to our community and to all who seek our help with professionalism, respect, integrity, dedication and excellence.
- _________________, Community Co-Chair This mission was set forth in the Cottleville Compass, which guides the direction of the District. A copy of this document is in your packet this evening. The core of the Compass is a set of five ideologies which focus on providing excellent service to the community by ensuring well trained staff and leadership while remaining fiscally responsible.
- _________________, Community Co-Chair Keeping these ideologies in the forefront, the Board has given us the charge of creating a long-range plan that will meet the community’s expectations in regards to the level of service and protection desired by area residents.
- _________________, Community Co-Chair To create this plan, we have been charged with making recommendations based on the following questions:
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair In December we present our responses to these questions to the Board in a set of recommendations. I would now like to turn things over to my fellow co-chair ________________.
- _________________, Community Co-Chair Good Evening, before we get to our first presentation, I would like to take a few minutes to talk about how we will operate. I’d like to run through some of the basics of our meetings together. First, let me say thank you for being cordial in receiving a number as you came in tonight and sitting at the designated table. This gives you an opportunity to meet and work with different people each time. It also helps contribute to processing diversity of opinion in each group. On each table is a (color) sign-in sheet . If you have not already done so, please pass that sheet to everyone. This is our way of taking attendance at each meeting and getting you on our mailing list so we can keep you informed of the project proceedings and schedules. So, please be sure you fill in the information on this sheet. We will pick these up during the small group work activity later in the evening. Also, please give us your E-mail if at all possible. I promise we will not “spam” you!
- _________________, Community Co-Chair This flow chart provides a simple picture of how our process will work. It flows from left to right – from the two circles on the left to the large box in the lower right. As you will note at each meeting we will study and discuss a specific topic that relates to our charge. All of these discussions and the general agreements we come to will be included in our final report to the Board of Directors.
- _________________, Community Co-Chair Each of our meetings will feature a primary topic for study discussion and feedback. Tonight we begin with an orientation to the community engagement process followed by a short overview of the “State” of our District. After that, we’ll learn where we stand as far as equipment, staffing, facilities and finance.
- _________________, Community Co-Chair Each of our meetings will follow a timed agenda with the format you see on the screen. Each meeting will start with a presentation about the topic for the evening, followed by a small group work activity and an opportunity for you to discuss…offering your thoughts and opinions. We’ll close each meeting with a report by several of the work groups. This will allow us to hear what the groups were discussing as related to the work activity of the evening. And we will document EVERYTHING.
- _________________, Community Co-Chai r Here is how the CARES process will be documented. At each meeting you will receive a packet of information. Inside each meeting packet will be an agenda, a copy of the evening’s PowerPoint presentation, and a work activity. There will also be a verbatim document that includes every word listed on each group’s work activity from the previous meeting and an executive summary of those verbatim responses. Any supplemental data related to the evening’s topic will also be included in your packet. As you can see by the inverted triangle on the screen, we begin the process with a large amount of data (the presentations & the work activities) and work our way down to key consensus points that will help us develop recommendations to present to the Board of Directors when our work is complete.
- _________________, Community Co-Chai There is a document in your packet titled “Operational Guidelines and Procedures.” These are the procedures we will be following throughout our process. Please take a moment to look over these guidelines. It is important to note that these meetings will not be conducive to the format of an open forum or debate. They are work sessions, focused on results and reaching consensus or a general agreement as a group. We want to maximize our time to be as positive and productive as possible, while still allowing for the free exchange of ideas. The intent is to involve a large number of people that is as representative of the community as possible. If you know of other people in the community who should be involved in this process, please invite them to participate. We hope you will attend each meeting as one session will build upon the next. If you must miss, that’s okay – but please come back! We need your input!
- _________________, Community Co-Chair There are a couple more things I need to mention. We know your time is very valuable and we want to honor the two-hour time commitment for each meeting. Each session will start promptly at 6:30 p.m. and end at 8:30 p.m. as promised. During each meeting we have a lot to cover in a very short period of time. So, it will be important for us not to interrupt the presenter with questions. Yet, we realize that you will probably have questions. The presenter and members of the Facilitating Team will be circulating among the tables and available to answer questions during our small group work time. We request that you respect our plan and procedure for questions and answers. There may be a question that you have, or a question may arise in your group, that is directly related or not related to the topic we are studying. On each table we have placed some “I Have A Question” forms. If you have a question or comment, please write it on one of those forms and turn it in to us at the end of the meeting. You can also call us or email your question. We will have the appropriate person respond in a timely manner.
- _________________, Community Co-Chair If you do have to miss a meeting, you will be able to find copies of the presentations, materials and updates on our website, CARES For CFPD dot com. You can also follow Cottleville Fire on Facebook for the most recent news.
- _________________, Community Co-Chair Now, it’s time to get to the real reason we’re here. Our first presentation will give us the background we need as we begin our work. (feel free to adlib a bit here) It is my pleasure to introduce Chief Rob Wylie who is going to give us an overview of the Cottleville Fire Protection District. (________________ introduce presenter)
- The loss of staff positions has impacted our ability to dedicate a manager to the training and certification effort of the Dist. As well as the loss of a dedicated manager for public education programs. Currently the Dist. borrows personnel on an as available basis to conduct PFE events. Have to turn down many requests The loss of staff has also diminished the on scene emergency coordination and safety capability. Not always able to send a Chief officer on Mutual Aid calls to ensure coverage of the District. Large calls require minimum of 5 Chief officers to fill mandated IC roles.
- _________________, Community Co-Chair Thank you. Now it is time for us to go to work! Look at the work activity sheets in your packet. There is also a COLOR copy in the center of the table for your group’s recorder to use. Let’s go through the instructions to make sure everyone understands the tasks.
- _________________, Community Co-Chair Each group should select a recorder and spokesperson . The recorder is responsible for completing the information requested on the worksheet located in the center of the table. Be sure to complete the information in the box in the upper right corner. These worksheets will be collected before you leave tonight. The spokesperson should facilitate discussions, keep the group focused and on task so the work is completed in the allotted time, and report the group’s information if time permits.
- _________________, Community Co-Chair Please make sure the information recorded on the group’s worksheet reflects the general agreement or consensus of everyone at the table, not just the opinion of one or two individuals. Monitor your time and progress to make sure you complete your work in the allotted time. At the end of the session we will only collect the colored worksheet that has been completed by the recorder.
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair (Read Slide)
- _________________, Community Co-Chair Now it’s time to hear from the spokesperson at your table. We will bring a microphone to your table and try to get to as many groups as possible and still stay true to our goal of getting you out on time. We ask the spokesperson to be brief so we can hear from as many groups as possible. Also, we request that the spokesperson only report the information on the worksheet. Please do not provide personal editorial about the information. Remember—the worksheet from each table will be collected at the end of the session and a document will be provided in your packet at the next meeting that contains the verbatim information from each group. Okay, let’s get started! (Community leader will take microphone from table to table for each spokesperson to report. Be sure to collect the worksheet from the spokesperson when the reporting is finished.)
- _________________, Community Co-Chair Thank you for your work. I’m excited about this process and the number of our residents who came out tonight to participate. I’m also impressed with the level of interest and sincerity with which you approached the work activity. That is what it will take at each meeting for us to produce a quality set of recommendations for the Board, but I think we are up to the task. Our next meeting is Sept. 22and we’ll have a lot to talk about. Our focus will be staffing. In the meantime, please feel free to share your thoughts and ideas with any of us serving on the Facilitating Team so we can make this process as meaningful and productive as possible. Be sure to leave any “I Have A Question” forms on your table. Bring a neighbor or friend next time! Good night!