6.3. SR 01-09-2012Item # 6.3
MEMORANDUM
V~`
TO: Mayor and City Council
FROM: T. John Cunningham, Fire Chief
DATE: January 9, 2012
SUBJECT: Fire Service Task Force
Since 1881, the Elk River Fire Department has provided fire protection and emergency response services
to the Elk River community. Just as the city and many of our surrounding communities have grown over
the past decade, the same is true of the fire department. Today, the department covers 66 square miles and
serves over 35,000 residents in Elk River, Otsego, and Big Lake Township. In 2011, there were 469 calls
for service, a 35% increase over the past decade. The department is run by a full-time fire chief and
responses are handled by thirty-one (31) part-time/on-call firefighters and nine (9) appointed part-
time/on-call command officers (in addition to the fire chief). The department also employs afull-time fire
marshal, fire prevention specialist, and. part-time office assistant. The fire chief is also the city's emergency
manager and safety coordinator.
Strategic Plan
Throughout history, America's fire service has been dynamic and constantly evolving to meet the growing
needs of the communities. in which they serve. The fire service has largely been reactive to community and
demographic change. As townships and cities grow, emergency service organizations have to continue to
maintain and sustain services that the public expects.
Strategic planning is an important tool fox setting the foundation for the future, especially during times of
economic uncertainty. City and department leadership realize that difficult choices often have to be made
to ensure that limited financial resources would be used most effectively.
The purpose of establishing the Fire Service Task Force is to begin the strategic planning process in which
we can evaluate the organization and its core services, create a blueprint for the future and develop a plan
to accomplish the new direction and goals.
Ciry Goals and Vision
In 2011, acity-wide visioning session identified a number of action steps for the City of Elk River. During
the 2012 budget process, the fire department set a number of strategic goals tied to the city's vision and
action steps, a partial list includes:
P~~ E N F A 1# Y
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\01-09-2012\Fire Task Force.docx ~~
GOAL RELATED VISION COMMENTS
STATEMENT GOAL
Evaluate services and service Evaluate Programs and Evaluate impact of increased call-
delivery Services volume and personnel responsibilities
on service delive and staff.
Evaluate/expand command staff Match duties and responsibilities to
duties, responsibilities
positions Evaluate Programs and positions and titles; identify
, Services opportunities for advancement and
and assignments owth
Continue inspections of all
commercial and industrial buildings, Evaluate Programs and
evaluate options to Services
increase/expand number of
ins ections
Fire Service Task Force
The intent of the Fire Service Task Force is to use a collaborative approach to developing the fire department's
strategic plan. For this endeavor to be successful and to provide the best possible opportunity to create a
sustainable document, it is important to create a task force that is representative of the organization and our
primary stakeholders.
Below represents the initial Fire Service Task Force members:
Stakeholder Or anization Name
Elk River City Council (2) TDB
TDB
Ci of Elk River - Ci Administrator Calvin P. Fortner
Ci of Elk River -Fire Chief T. ohn Cunnin ham
City of Elk River -Fire Department (5) 1-5 Years: Selected by the Fire Chief
6-10 Years: Selected by Fire Chief
11-20 Years: Selected by Fire Chief
21 + Years: Selected by Fire Chief
Member of Technical Rescue Team
Elk River Fire De artment Relief Association 1) Selected b Board of Directors
Elk River Fire & Ambulance Service Coordinator) Steve Dittbenner
Ci of Elk River -Finance Director Timoth Simon
Ci of Elk River -Police De artment Brad Rolfe or desi ee
Elk River Munici al Utilities Tro Adams or desi ee)
Outside Fire Chief Selected by Fire Chief and City
Administrator
The Fire Service Task Force will serve as the planning team for bringing to fruition the strategic plan. Realizing
that there are many other internal and external stakeholders, including the department as a whole, other city
staff, and community members, additional input will be sought during the process.
With the exception of Council representation,. members of the task force will be selected either by their
organizational affiliation or through appointment. In addition to approving the formation of this standing task
force, Council is asked to appoint two members to the task force. Significant changes in task force structure will
be brought forth to the Council as a whole for consideration.
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\01-09-201?\Fire Task Force.docx
Contractual City Participation
As you are aware, the City of Elk River provides contract fire protection for two neighboring communities.
Roughly 50% of the City of Otsego is served by the Elk River Fire Department. Consideration should be given
to include our neighbors, if not at the initial onset possibly in the future. This will provide a platform to discuss
broader issues concerning fire protection for all affected communities and explore opportunities for shared
services.
Term
The goal is to create a working document that can be used to provide guidance for the future. As such, periodic
review is important to evaluate how the document is living up to current realities. Whereas some components
and decisions may be completed in short order, the process will probably take most of the fiscal year to
complete. The task force will remain in place for two-years, with Council appointments being made annually.
Facilitator
The city administrator and fire chief will decide on how best to facilitate discussions and the process. The goal
is to make the process as transparent and unbiased as possible with the focus on doing what is in the best
interest of the community we serve. The task force will include a senior fire service representative from outside
of the department
At this time, the intent is to conduct this process using internal resources, as available. Grant opportunities may
become available in the future to solicit the assistance of an outside consultant to assist in the process, if the
task force deems that appropriate.
Priorities
While the purpose of the task force is to develop long-term strategic goals and objectives for the department,
the goals identified during the 2012 budget planning process are intended to serve as a starting point for
discussion and arc weighed with priority. For example, evaluating command and leadership positions and
responsibilities, including staffing levels, is a top priority for 2012.
Goal Implementation
The purpose of the task force is to ultimately bring forth new ideas and to identify opportunities for
improvement. The ultimate implementation of new goals and objectives will follow normal
procedures/practices, budgetary processes and/or whole Council approval, as required.
Meetings
At least one meeting per month is anticipated, most likely in the evening. Every attempt will be made to
schedule meetings at the most convenient time for members of the task force, realizing that many have work
and personal commitments. The first meeting will be 1n February. There is the possibility of at least one
daytime (6-8) hour strategy meeting depending on how things progress.
Financial Impact
There are no direct costs anticipated for this project. Volunteers from within the department will be sought to
participate.
Council Direction
If Council concurs with the creation of a Fire Service Task Force this item will be brought back on a future
agenda for formal adoption.
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\O1-09-2012\Fire Task Force.docx