HomeMy WebLinkAboutSOG 106.05 NEW 10-2011-Advisory Groups106.05 - Advisory Group Meeting Guidelines
Effective: 10/5/2011
Revised:
Replaces:
I. Guiding PhilosophX
We value member input and do our best to provide opportunities for individual
contributions from all ranks through participation in standing and temporary advisory groups.
We do our best to manage the time and total cost of advisory groups' efforts so that taxpayer
dollars are most productively utilized.
II. Purpose
The purpose of this policy is to provide operational and administrative guidelines for the
department's standing and temporary advisory groups.
III. Goals
The goals of this policy are to:
A. Define how advisory groups may be formed.
B. Identify the responsibilities associated with the operation and administration of
advisory groups.
IV. Definitions
A. Advisory Group — A committee of persons, either standing or temporary,
approved by the Fire Chief for the purpose of providing recommendations and/or
outputs concerning services provided or departmental operations.
B. Advisory Group Facilitator — Chair of the advisory group who is responsible for
insuring meetings stay on task and are a productive use of time and tax dollars.
C. Meeting Summary & Action Items Report — Minutes of the group meeting to
include:
1. Advisory Group Name
2. Date & Times of Meeting
3. Members Present
4. Members Absent
5. Breakdown of Items discussed with status report on each
6. Action items with responsible person and target date for completion
V. Advisory GroUD Guidelines
A. Standing or temporary advisory groups may be stood up with the approval of the
Fire Chief.
B. Meetings times will not extend past the target meeting times listed below unless
prior approval from the Fire Chief or Assistant Fire Chief is obtained:
1. Bi -monthly: 2 hour meeting time
2. Monthly: 2 hour meeting time
3. Quarterly: 3 hour meeting time
4. Annually: 4 hour meeting time
C. The Fire Administrator or designee is responsible for:
1. Posting a current listing of advisory groups with participating members,
and the Meeting Summary & Action Items reports on the G: drive.
2. Entering applicable information in the Firehouse and HTE payroll
systems.
D. The Advisory Group Facilitator (Chair) is responsible for:
1. Notifying his/her chain of command, group members and any other
affected supervisors via email of the upcoming date and time of next
meeting and proposed meeting agenda a minimum of 72 hours prior to the
meeting (and any subsequent meeting date/time or agenda changes).
2. Accurately logging meeting attendance hours for each group member.
3. Submitting overtime hours and the Meeting Summary & Action Items
report to Fire Administration no later than 0800 hours on the following
day. The Facilitator will complete the Meeting Summary & Action Items
PDF and submit the report via email to the Fire Chief, Assistant Chief &
Administration Division staff.
4. Prioritizing agenda items to insure the meeting is completed in the time
allocated, and that lower priority issues are tabled, if necessary.
5. Assigning related items to be researched or completed outside scheduled
meeting times so that progress can be achieved.
6. Facilitating a focused meeting, based on the meeting agenda items.
7. Monitoring attendance and participation of members.
8. Counseling or recommending removal of members whose attendance or
participation in achieving group objectives is substandard.
E. The Group Coordinator is responsible for:
1. Serving as Facilitator and insuring the Facilitator's responsibilities are
completed if he/she is not present.
2. Actively assisting the Facilitator in the coordination and accomplishment
of group goals.
F. All Advisory Group Members are responsible for:
1. Regularly attending and participating fully in meetings.
2. If unable to attend, notifying the Facilitator a minimum of 24 hours prior
to scheduled meetings, if at all possible.
3. Coming to meetings prepared to address agenda items.
4. Completing assigned tasks to the best of his/her ability and within the time
frame specified.
5. Communicating effectively with others to best achieve group objectives.
SOG 106.05 - Advisory Group Meeting Guidelines Page 2 of 2