Deerfield Police Department Organizational Assessment and ...€¦ · Deerfield Police Department...

Deerfield Police Department

Organizational Assessment and Strategic Planning Proposal

Submitted to:

Leslie A. Boswak, Town Administrator Town of Deerfield 8 Raymond Road

Deerfield, NH 03037-0159

Submitted on:

July 1, 2013

Submitted by: Public Safety Strategies Group LLC

486 Main Street West Townsend, MA 01474

978-314-7283

Contact:

Kym Craven, Director 978-314-7283

[email protected]

July 1, 2013

Leslie A. Boswak, Town Administrator Town of Deerfield 8 Raymond Road Deerfield, NH 03037-0159 Ms. Boswak; The Public Safety Strategies Group, LLC (PSSG) is pleased to offer the enclosed response to your request to provide a scope and budget to conduct an organizational assessment, develop a strategic plan, and provide coaching and implementation services for the Deerfield Police Department. In operation since 1994, PSSG has provided consulting services and technical assistance to over 350 municipalities from across the country. Recently, PSSG conducted assessments for the San Francisco Police Department related to district boundaries, operation of foot patrols and private policing in the city. In 2012, principals of PSSG completed a youth violence reduction strategic plan as part of four priorities of the Governor of Massachusetts and in January 2013, the Massachusetts Executive Office of Public Safety and Security published its strategic plan facilitated by PSSG principals. During the past two years, PSSG concluded organizational assessments for three police departments in the northeast. Other recent work includes organizational assessments of all law enforcement services in the State of Vermont and the Dallas Area Rapid Transit Police along with services to the Massachusetts Port Authority (police and technology related). In addition, PSSG has conducted organizational assessments, developed strategic plans for statewide agencies, developed, and implemented numerous programs under state and federal grant programs for police agencies along with securing funding for hiring, training, technology purchases and program development. For the study in Deerfield, PSSG will complete a comprehensive study in a manner that will determine the status of the department and provide recommendations for the future. The study will review key areas of the police department including: accountability, efficiency and effectiveness of operations, staffing levels, deployment and use of personnel, use of resources, budgets, workload, organizational culture, calls for service, community policing and other programming efforts. The proposed cost for the services outlined is $7,795.00 PSSG looks forward to hearing from you regarding this project. Please feel free to contact me at 978-314-7283 or [email protected] should you have any questions. Sincerely,

Kym Craven Director

mailto:[email protected]

Public Safety Strategies Table of Contents I

Table of Contents

1. Background / Company History ................................................................................... 1-1

2. History of Firm’s Principals .......................................................................................... 2-1

3. Experience of the Firm ................................................................................................. 3-1

References ..............................................................................................................................3-5

4. Project Approach ........................................................................................................ 4-8

Literature/Document Review ..................................................................................................4-9

Department Interviews ...........................................................................................................4-9

Town Government ..................................................................................................................4-9

Staffing Analysis .....................................................................................................................4-9

Crime Prevention Activities ................................................................................................... 4-10

Staffing of Special Events ...................................................................................................... 4-10

Recruitment, Retention and Training ..................................................................................... 4-10

Review and Updating of the Deerfield Police Mission, Vision and Values ................................ 4-10

Assessment of the Organizational Culture.............................................................................. 4-10

Strengths, Weaknesses, Opportunities and Threats - SWOT Analysis ...................................... 4-11

Strategic Plan Development Process ...................................................................................... 4-12

Implementation Plan ............................................................................................................ 4-12

Deliverables .......................................................................................................................... 4-13

5. Budget ........................................................................................................................ 5-1

Deerfield Police Department – Organizational Assessment and Strategic Planning

Public Safety Strategies 1-1

1. Background / Company History Established in 1994, The Public Safety Strategies Group (PSSG) has provided comprehensive services to police departments and municipalities including:

organizational assessments

district boundary assessments

SWOT analysis

strategic planning

program development

program evaluation

grant writing

grant management

research

data analysis - CompStat / Statnet services

crime mapping

policy/procedure review and development

focus group development

meeting facilitation

problem solving

survey development and analysis

leadership and ethics training

technology assessment

other services related to police management In addition to its core law enforcement services, PSSG provides also provides homeland security services including emergency response plan development, Continuity of Operations Planning (COOP), Equipment / Training Needs Analysis, NIMS training and compliance, and organizational readiness assessments in relation to police operations. Principals have been engaged in criminal justice and law enforcement since 1970. PSSG has assisted over 350 municipalities as well as state and federal agencies reach operational, community and organizational roles. PSSG is essentially a contracted research and development department for its clients, devoted solely to helping departments improve their operations, without the distraction of day-to-day police operations and management. Team members have held positions as chiefs of police, command staff members of major city police departments, prosecutor, crime analyst, researcher, grant manager, training manager and leadership development specialists along with executive positions at the Office of Community Oriented Policing Services and the National Institute of Justice. Further, PSSG has experts in computer applications such as SPSS, ESRI – ArcView, and other programs used to analyze data, create maps, develop reports and conduct presentations.



The strategies developed by PSSG, assist law enforcement agencies to improve the effectiveness operations, improve the organizational culture, reduce crime, and increase community quality of life while improving the effectiveness of law enforcement services. The following lists shows representative police departments and related agencies for which PSSG team members have provided training and consulting.

San Francisco, CA

Boston, MA

Dallas, TX

Alexandria, VA

Plano, TX

Irvine, CA

Anaheim, CA

Lakewood, CO

Portsmouth, NH

Nashua, NH

Vermont State Police

Massachusetts State Police

Maryland State Police

New Jersey State Police

Northern Virginia Criminal Justice Training Academy

Massachusetts Port Authority

Massachusetts Chief of Police Association

Massachusetts Executive Office of Public Safety

Metro Boston Homeland Security Area

Northeast Regional Homeland Security Council

University of Massachusetts – Collins Center for Public Management In addition, PSSG team members have presented at conferences such as the International Chief of Police, Sub-Saharan Police Chiefs, National Institute of Justice, Law Enforcement Information Systems, Traffic Records / Data Analysis, and other similar forums, PSSG Projects have covered every facet of police operations, each geared to improving operations and contributing to safe communities. PSSG provides superior services in a cost effective manner and continually goes the extra mile for its clients; this shows in the number of repeat clients.



2. History of Firm’s Principals Kym Craven, Director has more than 25 years of program development experience, and has gained national recognition for her organizational assessment, facilitation, training, strategic planning, program development, grant writing, training, and management experience in policing. During her career, she has provided assistance to over 350 municipalities and state agencies. Her specialties include Organization Assessments, Strategic Planning, Community Policing, Survey Development, Data Analysis, Highway Safety, Homeland Security, Grant Writing and Management, Incident Command Systems, Emergency Response Planning, Vulnerability Assessments, Technology Assessments and Leadership Training. With this depth of experience, Ms. Craven is uniquely qualified to offer consulting services to police departments. In 2011 and 2012, Ms. Craven led three police department organizational assessments, led the development of the Youth Violence Reduction strategy and dashboard development for the Governor of Massachusetts, developed a strategic plan for the Massachusetts Executive Office of Public Safety and Security, oversaw the work of five data analysts working on Statnet projects in 20 police departments and is developing a strategic plan with the Massachusetts State Police. Recently, Ms. Craven has provided public safety management consulting services to the City/County of San Francisco Police Department, the Massachusetts Executive Office of Public Safety and Security’s Highway Safety Division, the Dallas Area Rapid Transit Police, the State of Vermont, the Portsmouth and Hooksett New Hampshire Police Departments, the Town of Bridgton Maine, and the City of Somerville Massachusetts, Harvard University and the Center for Campus Environmental Excellence (C2E2) for campus related security services. Ms. Craven has significant experience with developing strategies to combat crime and securing funding for such initiatives. Grants secured include community policing, multijurisdictional task force operation, gang reduction, juvenile justice delinquency prevention, substance abuse prevention, racial profiling, problem solving partnerships, police technology acquisition, COPS Ahead, COPS More, Secure our Schools, School Resource Officer program development and hiring, Community Development Block Grants and other related programs. For five years Ms. Craven managed training programs and conference content for the Massachusetts Chiefs of Police. Other projects include the development of a strategic mobilization plan for the Massachusetts Department of Fire Services, an in-depth study which led to a



plan to integrate emergency warning and notification systems in an 85 community region, securing funding for the Central Massachusetts Chief’s of Police Association for Regional Training, management of a National Response Plan (NRP) and the National Incident Management System (NIMS) workshop for the Department of Homeland Security, Office of Grants and Training. Ms. Craven also conducted an Organizational Assessment and Needs and Gaps Analysis for an 18 Community Region, facilitated a Local Emergency Planning Committee, developed Community Emergency Response Plans for municipalities and health agencies and other projects related to planning, training and exercise for municipal agencies. Ms. Craven holds a BS in Criminal Justice from the University of Lowell and an MA in Criminal Justice from Anna Maria College. She is a former police officer with certification from the Northeast Regional Police Institute in Massachusetts. In addition, Ms. Craven holds certifications in Community Policing, Leadership Facilitation, Incident Command, Vulnerability Assessments, Emergency Response Planning, Terrorism Threat Assessment and numerous other criminal justice programs. She continues her criminal justice professional development by attending national conferences and events including the International Chiefs of Police Association Annual Conference, Police Executive Research Forum, National Institute of Justice Community Policing Programs and Department of Homeland Security Technology Conferences. Richard Bailey, Assistant Director has more than 35 years of law enforcement and public safety experience. A former Chief of Police, he led a full service department while improving community relations and enhancing department operations. Prior to serving as Chief, he was a Captain in Nashua, the second largest police department in New Hampshire. He possesses expertise in organizational development, policies and procedures, criminal investigations, juvenile operations, narcotic interdiction, prosecution, community policing and uniform operations (including patrol, bicycle and motorcycle units). While in Nashua, he was responsible for adjusting patrol operations in relation to major developments in the city including retail, hotel, commercial operations and residential growth. In addition, he was the Prosecutor for the Nashua Police Department for ten years. Mr. Bailey was also responsible for grant writing and management, program development and evaluation, and crime analysis activities. During his tenure he supervised the Problem Orientated Policing Unit (POP), had oversight for the National Institute of Justice’s Bureau of Justice Assistance, Office of Community Orientated Policing, Office of Violence Against Women, Executive Office of Public Safety, Governor’s Highway Safety Bureau, Cross-Border Initiative, Drug Task Force, Byrne, Bullet Proof Vest and other grant programs.



Mr. Bailey has developed innovative programs involving police departments, schools, businesses, civic organizations, courts, advocacy groups and other agencies. Issues addressed included juvenile crime, gangs, traffic safety, elder protection, child identification, school safety and other quality of life issues. He created a process for the continual review and testing of department members on all policy and procedures and rules and regulations with emphasis placed on high-risk incidents. Recently, he lead efforts to complete regional emergency response plans, conducted hiring oral boards, updated policies and procedures, developed community programs, assessed technology, determined staffing needs, prepared grant applications and provided strategic consulting services to municipalities in a variety of locations. In addition, he has facilitated leadership training on a national and international level. He recently participated in management projects for the San Francisco Police Department, the Dallas Area Rapid Transit, the Commonwealth of Virginia, the Commonwealth of Massachusetts and the State of Vermont. Richard Bailey is a graduate of the 191st session of the Federal Bureau of Investigation National Academy and the 31st New Hampshire Police Academy. He holds a BS in Management from Franklin Pierce College and an MS in Criminal Justice from Fitchburg State College. Alan Stuart, Program Manager, has more than 30 years of law enforcement and public safety experience. Since 2007, Mr. Stuart has been a program manager at PSSG. In this role, Mr. Stuart facilitates focus groups, interviews and planning sessions with public safety agencies, government officials and community groups. He participated in projects in the California, Texas, Vermont, Maine and New Hampshire. He has expertise in organizational development, team leadership and consensus building. During his tenure as a police officer, he held command positions in Field Operations, Detectives and Professional Standards. Mr. Stuart was responsible for developing policies, standard operational procedures and operational vision. He played a key role in budgeting, training, investigations and community outreach. For PSSG, Mr. Stuart provides strategic consulting services for police departments in the area of planning and staffing. Additionally, he assists with all aspects of developing programs and strategies for effective policing. Prior to joining PSSG, Mr. Stuart held the rank of captain in a large police department in New England where he oversaw professional standards, uniform operations, and detectives.



Mr. Stuart is a graduate of the Advanced Executive Command and Leadership Program, Pennsylvania State University and the Command Training Institute, Babson College, and he holds a degree in Business from North Shore Community College.



3. Experience of the Firm PSSG has a long and successful history of working with police departments and public safety agencies. Since 1994, PSSG has completed a variety of projects for municipal, state, and federal agencies. Often clients hire PSSG for more than one project. Below are example project summaries that provide insight on the services of PSSG. Sections from reports completed by PSSG appear under tabs 6-9. San Francisco Police Department Foot Patrol, District Boundary Assessment and Patrol Specials In July of 2007, the San Francisco Police Department and the Controller’s Office engaged PSSG for two projects, an analysis of the district station boundaries and foot patrols. After submission of the reports, PSSG provided support and technical assistance for project implementation. In addition, the City hired PSSG for a third project, a review of the Patrol Special Program. The work of PSSG in San Francisco concluded in October 2010. The goals of the projects were to consider the actions of the City in relation to best practices, determine compliance with mandates, and provide recommendations for future implementation of strategies within the San Francisco Police Department (SFPD). PSSG provided an interim report for both topics with best practice analysis, baseline data on the SFPD and demographic information as it related to the SFPD. During the course of the study, PSSG conducted surveys, interviews, community meetings, focus groups and public hearings to gain input for use in the analysis and plan developments. The data analysis component included extracting data from an outdated records management system and a citywide human resources data system. PSSG reviewed and analyzed over one million records then created charts, graphs, tables, maps and narrative summaries of the data. Additionally, PSSG provided analysis of two legislative mandates. SFPD compliance with staffing was one of the mandates, which was determined through data analysis, and crime mapping. The results included strategic management and operational recommendations for the future. The third project, a review of the Patrol Special Police, reviewed the viability of a private policing service that operates with oversight from the San Francisco Police Department and San Francisco Police Commission. The City and County of San Francisco Police Department has implemented many of the recommendations from each of the projects.



State of Vermont Law Enforcement Services In 2008, the Vermont Legislature commissioned an organizational assessment with a mission of reviewing the roles and responsibilities of the various State-funded law enforcement agencies and their impact on local and county law enforcement. PSSG conducted the assessment under contract with and support from the Secretary of Administration’s Office and a project Steering Committee. PSSG concluded the work for the State of Vermont in 2009. State Agencies had been reluctant to enact change in the past, but the project Steering Committee was firm in its resolve to move forward with the study. Their goal was to obtain recommendations to set a new direction for law enforcement services. The following were the key evaluation components:

Identify the various statewide policing and enforcement services, their respective core missions and priorities, areas of specialized training and expertise, and the fiscal relationships among these services.

Review and evaluate options for making statewide policing and enforcement services more effective and more equitably distributed.

Review strategies employed by other states and agencies, applicable to Vermont’s efforts to improve efficiencies.

The project included budget analysis, stakeholder surveys, interviews, documentation review, data analysis and a review of regional and consolidated police services. The Commissioner of Public Safety implemented several recommendations immediately. The changes included streamlining training, reviewing deployment, combining special teams and increasing coordination with municipal agencies. On the municipal level, several agencies have reviewed and are considering regional police services and several municipalities are using the report as a guidance document as they implement local changes. Based on its work throughout the State of Vermont and the report findings, the State placed PSSG on its approved vendor list for assisting agencies managing organizational change. Municipal Police Department Organizational Assessments Principals of PSSG have conducted organizational assessments for police departments across the nation. Example departments include Bridgeton Maine, Watertown Connecticut, Taunton Massachusetts, Portsmouth New Hampshire, and Hooksett New Hampshire. The following outlines the project elements of the organizational assessments:



Conducting a SWOT analysis

Conducting primary and secondary research

Analyzing budgets

Creating surveys

Interviewing department members and external stakeholders

Reviewing and analyzing policies and procedures

Evaluating equipment and technology needs

Analyzing staffing needs

Evaluating deployment strategies

Analyzing crime data

Mapping data

Determining effective countermeasures

Determining risks and appropriate mitigation factors

Creating strategic plans In addition to numerous previous studies, PSSG has completed three organizational studies since 2011. Northern Virginia Criminal Justice Training Academy (NVCJTA) Over a three-year period, PSSG completed three projects for the NVCJTA – an organizational assessment that included the facilitation of planning sessions and development of a strategic plan, conducting leadership in police organizations training for its 17 member agencies, and a vulnerability assessment. The strategic planning session included the following:

Facility Needs Operating in an Environment of Diminishing Budgets Capabilities Assessment Recruiting/Retention Future Growth

The NVCJTA implemented many of the elements of the strategic plan. Massachusetts Executive Office of Public Safety and Security Since 1994, PSSG has conducted focus groups, developed and implemented strategic plans, created media strategies, analyzed data, developed and delivered training and conducted program evaluations for the Commonwealth of Massachusetts. Programs developed encompassed a wide range of outreach processes and specific plans to address multiple highway safety issues. During the project implementation phase, the Commonwealth’s strategy became a national model for highway safety programming.



Since June 2011, the Director of PSSG has worked on a youth violence reduction strategy as one of the four priorities for the Governor of Massachusetts, along with developing a strategic plan for the Secretary of the Executive Office of Public Safety and Security that was published on January 23, 2013. Both the youth violence reduction strategy and the strategic plan include strategies related to recidivism. PSSG principals are now facilitating the development of a strategic plan for the Massachusetts State Police. Many of the strategies and programs developed during these projects serve as national models. National and International Leadership in Police Organizations Training PSSG provided facilitation of a national model of police leadership. This 160-hour course covers areas such as individual differences, generational differences, equity, developing exemplary followers, group development, team building, inter-group conflict, transformational leadership, situational leadership, ethics and other areas, which lead to improved organizational leadership capabilities. This course provides police organizations with the tools to improve its management capabilities and motivate officers to achieve their maximum potential. PSSG team members successfully implemented this program in several regions across the country. Northeast Regional Homeland Security Advisory Council PSSG provided a review of the capabilities of communities in the region to manage the communications of a critical incident. The project covered 85 communities with a total population of 2.5 million residents under an umbrella organization created to focus on homeland security issues. The Council operates under a Board of Directors with representatives from public safety agencies across the region. The Board reports to a Regional – State Planning Agency that in turn reports to the State Executive Office of Public Safety and Security. Deliverables included:

Preparing a comprehensive, descriptive list of public warning systems currently in use in the Northeast Region, including cost information for the system or service;

Developing a descriptive list of public warning systems currently in use in the Commonwealth of Massachusetts, including cost information for the;

Preparing a descriptive list of public warning systems available or in use nationally, including system pros and cons.;

Summarizing the Northeast Region’s public warning system needs;

Preparing a comparative analysis of public warning systems for the Northeast Region, including cost comparisons; and

Providing a strategic plan and recommendations for selecting and implementing a public warning system for the Northeast Region.



References City and County of San Francisco Controllers Office City Services Auditor Division/San Francisco Police Department Corina Monzon 1 Dr. Carlton B. Goodlett Place, Rm. 316 San Francisco, CA 94102 415-554-5003 [email protected] Ms. Monzon is familiar with the work of PSSG as she was the City’s project manager on all three projects completed for the City and County of San Francisco and the San Francisco Police Department. The City and County of San Francisco continues to implement recommendations contained in each of the three reports. Salt Lake City Police Department Chris Burbank, Chief 315 East 200 South / PO Box 145497 Salt Lake City, UT 84114-5497 Chief Burbank is familiar with the capabilities of PSSG as he hired PSSG to conduct leadership training for his department. In addition, he is familiar with the overall services and capacity of PSSG. Commonwealth of Massachusetts Executive Office of Public Safety and Security Michael Coelho, Assistant Secretary 1 Ashburton Place Boston, MA 02108 617-727-7775 [email protected] Mr. Coelho is familiar with the work of PSSG related to strategic planning for the Secretary of the Executive Office of Public Safety and Security in Massachusetts. Department of Justice International Criminal Investigative Training Assistance Program (ICITAP) Gary Bullard, Assistant Director Europe, Eurasia, Latin America, and the Caribbean US Department of Justice / ICITAP (202) 353-9416 [email protected]



In his former position as Director of the Northern Virginia Criminal Justice Training Academy, Mr. Bullard hired PSSG for three different projects. In addition, Mr. Bullard is familiar with the work on PSSG on organizational assessments, community policing and data analysis. Commonwealth of Massachusetts Youth Violence Reduction Strategy Working Group Nurys Camargo, Senior Police Advisor 1 Ashburton Place Boston, MA 02108 617-274-5560 [email protected] Ms. Camargo is familiar with the work of PSSG related to youth violence reduction, data analysis and performance management dashboard development. University of Massachusetts Boston – Collins Center for Public Management Amy Branger, Senior Associate 100 Morrissey Blvd. Boston, MA 02125 617-312-8287 [email protected] Ms. Branger is familiar with the work of PSSG related to strategic planning, data analysis and police Statnet programming and implementation. Portsmouth Police Department Stephen Dubois, Chief 3 Junkins Ave, Portsmouth, NH 03801 603-809-0555 [email protected] Chief Dubois is familiar with PSSG as he oversaw its work during the organizational assessment of his department. Central Massachusetts Chiefs of Police Association 15 St. Paul Street Blackstone, MA 01504 Chief Ross Atstupenas 508-400-1209 [email protected] Chief Atstupenas is familiar with the work of PSSG while conducting research on the academy training and services provided to the Massachusetts Chiefs of



Police. The recommendations provided by PSSG resulted in widespread changes and improvements within the academy. Wilmington Massachusetts Police Department 1 Adelaide Street Wilmington, MA 01887 Scott Sencabaugh, Lt. 978-604-0770 [email protected] Lt. Sencabaugh is familiar with the work of PSSG since 1994. On several occasions PSSG principals performed services for the Wilmington Police Department including projects related to community policing, data analysis, DARE evaluations and operational reviews. These services are representative of services for other police department of which he is familiar. State of Vermont Vermont State Police Headquarters 103 South Main Street, Waterbury, VT 05671-2101 Major William Sheets 802-241-5312 [email protected] or Margie Klark 802-241-5534 [email protected] Major Sheets and Ms. Margie Klark are familiar with the work of PSSG on the comprehensive assessment of law enforcement services conducted for the State of Vermont. The Vermont Department of Public Safety implemented several recommendations immediately after the issuance of the report and municipalities in Vermont are using the report as a guidance document to increase efficiencies and the effectiveness of their operations.


Public Safety Strategies Group 4-8

4. Project Approach PSSG will take a structured, yet flexible, approach to the project. PSSG realizes that as the project proceeds, unanticipated issues might arise requiring attention; PSSG is prepared to address such issues immediately. To complete an organizational assessment of the department and its activities in order to complete a strategic plan a multifaceted approach is necessary. Team members will first interview all department members, and review all available internal documents. Next, the team will meeting with department members, and the town administrator to review findings, recommendations, and discuss next steps. After the meeting, team members will meet with the chief (and department members as appropriate) to create a strategic plan. After the strategic plan is developed, a team member will meet three times per month by phone with the chief and once in per person through December 2013. Two processes will drive the organizational assessment; a SWOT analysis and the development of the strategic plan. To complete these, there are several interim steps and components required. A description of the broad categories appears below.

An assessment on the current operations of the department

o This process will include evaluation of the organizational design, capacity, capabilities and culture. Input from department members, and town government will be included in this assessment process.

Identification and integration of best practices and comparative practices in public safety resource utilization and deployment

o This process will include detailing best practices based on team member experiences, science based research and evaluation, and contemporary police programs.

Development of a strategic plan and implementation plan based on recommendations for organizational and programmatic improvement.

o This process will include the team presenting recommendations, charting an implementation plan to implement new strategies, improve existing strategies as appropriate, and evaluating outcomes based upon appropriate implementation timeframes and performance management standards.

The team is committed to reviewing and utilizing as much historical data as possible to allow the focus of the project to remain on looking toward future improvements in the organization. Outlined below are the steps the team will undertake to complete the organizational assessment.



Literature/Document Review Prior to the kick off meeting, the team will conduct a thorough review of information provided by the department. This step is essential to enable the team to develop focused questions related to department organization, operations, community interactions and will establish the project direction. The team will review past reports, initiative summaries, articles and other material as agreed upon between the town and the team. Below is an example of material for review:

Staffing / deployment plans

Calls for service data (PSSG will provide a complete list of required data sets)

Organizational charts

Evaluations

Discipline records

Job descriptions

Annual reports PSSG invites the department to provide any additional material for review. Department Interviews The team will conduct interviews with the department personnel to review issues the department is facing, current goals and objectives along with what is limiting the ability of the agency and areas for improvement. Individual interviews will allow the team to gain insight on the priority areas. During this phase of data collection, the primary focus will be on the operations of the department. Town Government Interviews The team will conduct an interview town administrator to obtain information on the vision and goals of government for the department. Staffing Analysis The team will review and evaluate, at a high level the following related to staffing: To determine the demand for police services PSSG will review several key areas.

Use of patrol time for calls for service, officer-initiated activity, and other types of patrol activities.

o The data analysts on the team will review all the data to determine time demands and officer activity.



PSSG will provide the information it requires the department pull from its CAD/RMS system. Crime Prevention Activities

Types and levels of community policing initiatives and other crime prevention activities.

Staffing of Special Events

This process will review the time allocated to special events and situations that may affect policing efforts and overall staffing.

Recruitment, Retention and Training

Recruitment and retention approaches compared to success in identifying and retaining the best candidates

Review and Updating of the Deerfield Police Mission, Vision and Values The team will review the mission with identified departmental members, government officials, advisory groups and stakeholders to the current application of the mission, vision and values of the organization and more importantly, during the SWOT analysis determine what specific actions support these statements and what factors are limiting its success. The review process will allow the team to determine what values the department displays and what values need attention or reshaping. The critical step with this process is fostering an understanding of the connection between stated values, operational outcomes, strategic planning, and performance measures. Assessment of the Organizational Culture PSSG will determine the culture of the Deerfield Police Department during the organizational assessment, PSSG will observe the following:

Behavior - language/vernacular, customs, traditions

Groups norms - standards and values

Espoused values - published, publicly announced values

Formal Philosophy - mission

Rules – what rules guide the department

Climate - how do groups interaction

Embedded skills – what are priorities (and do they match goals)

Habits of thinking, acting, paradigms - shared knowledge and accepted actions

Shared meanings of the group – do meaning align



Symbols – what is on display, structure of physical offices, patrol equipment

Power - who has formal and informal power

Organizational Structure - formal and informal structures

Controls - what gets measured and rewarded, how is punishment delivered

Rituals - what are accepted procedures and rituals

Stories – what do employees (sworn and civilians) share about the department Through this process, and using its formal training and experience, PSSG will determine the best strategies for strengthening the organizational culture in a positive manner. Strengths, Weaknesses, Opportunities and Threats - SWOT Analysis To adequately plan for the future, and prepare a concrete assessment of current situations, the team will conduct a SWOT analysis. Information gathered during interviews and survey will aid in completing the SWOT. The process increases the likelihood that the department will be successful with the implementation of the developed strategic plan. Conducting the SWOT serves as a means to evaluate and predict those initiatives/issues that have the greatest likelihood of success and to identify those that present the greatest risk to the organization. The results of the SWOT can be used as a tool for the department to determine elements such as additional partnerships needed within the community or with regional agencies. The use of the SWOT process, will allow PSSG to work with the Deerfield Police Department to determine the following:

Strengths - the attributes of the Deerfield Police Department that are helpful to achieving the objective.

Weaknesses - the attributes of the Deerfield Police Department that might hamper efforts to meet its goals and objectives.

Opportunities - conditions that may assist the department meet its goals and objectives.

Threats - conditions might limit or prevent the department from achieving its goals and objectives.

It is essential that the department accurately identifies the elements in each step of the SWOT as subsequent steps in the process of planning – setting goals, objectives and action steps - originate from the SWOTs. A carefully conducted SWOT analysis will assist the department with determining whether the goals are attainable. If the process determines that a goal is not attainable, the team can provide guidance to determine a different set of strategies and action steps. The SWOT process will also enable PSSG to assist the department in determining the following:

How the department can use and capitalize on the strengths of the department. How the department can overcome each weakness.



How the department can exploit opportunities to enhance the efficiency of operations and enhance community safety.

How the department can mitigate the risk and impact associated with identified threats.

Using the cross-functional PSSG team, department and external stakeholders, will ensure a proper SWOT analysis. Prior to the SWOT analysis, PSSG will complete the activities listed above to gain a clear picture of the agency and its issues. Strategic Plan Development Process During the assessment PSSG will work with the department to review and/or determine the mission, vision, values, goals and actions already in place, determine what is and what is not working and establish the three and five year strategic plan for the department . The mission, vision, values and SWOT analysis will help shape the goals. PSSG will structure the goals to reflect the overall organization along with specific goals for each specialized area of the department. Goals will have supporting goals, action steps and outcome measures that will determine the effectiveness of the department in reaching its goal. The result of the strategic planning process will include a plan to address both immediate and longer term issues. Implementation Plan The implementation phase is the next step in strategic planning. A critical component of strategic planning is determining the implementation steps needed to ensure success. PSSG will provide the department with an implementation plan that follows a project management approach including a work plan, assignment of responsibility, and a process to gauge progress allowing for mid-course adjustments. As the department implements its strategies it needs to closely monitor progress and document changes. To accomplish this, PSSG will meet by phone weekly and in person once per month with the chief. In addition, the project director will meet with the town administrator as needed.



Deliverables

Task Description

Department Interviews

Private interviews with each member of the department and the town administrator will occur during the first week of the project.

Presentation of Findings and Recommendations

PSSG will present a written summary and verbal report of the findings and recommendations to the chief and town administrator. (a department presentation may occur at the request of the town administrator.)

Mission, Vision, Values Statement

After review with the department a revised statement of mission, vision and values will be created.

Development of a Strategic Plan

PSSG working with the chief and department members will create a strategic plan.

Strategic Plan Implementation

PSSG will meet with the chief by phone weekly and once per month in person to provide executive level coaching and monitor the implementation of the strategic plan. As needed, the project director will meet with the town administrator.

Final Report Based on the steps implemented during the six-month project, PSSG will provide a final report to the town administrator.



5. Budget The budget for this project is $7,795.00 inclusive of all services. The budget breakdown is as follows: Department Interviews $1,800 Billed upon completion Strategic Plan Development $1,745 Billed upon completion Strategic Plan Implementation $4,250 Billed monthly at $850 per month Hourly rates for services outside of this scope are: Title Rate

Project Director $85

Project Assistant Director $75

Program Managers $65

Data Analysts $75

Interim Staffing Services $75

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