The following letter provides sample text that can be presented to the participants invited to attend the strategic planning session. As you were going through the regional focus group interviews, you probably came across or identified several participants who would represent the regions. You should also consider inviting participants whose positions or authority ensure that the necessary level of state support is behind this effort.
Letter of Invitation: Strategic Planning Session
MEMORANDUM
TO: Strategic Planning Participants
FROM: State Leader
DATE: April 14, 2004
SUBJECT: Statewide Interoperability Plan
As you well know, the lack of interoperable wireless communications systems has been an issue plaguing public safety organizations for decades. In many cases, you, as a member of such an organization, do not have adequate radio spectra (channels or frequencies) or hardware/equipment to perform your mission-critical duties. Emergency responders are then unable to communicate or share critical voice and data information with other jurisdictions or disciplines during natural disasters, emergency response scenarios, terrorist acts, or even in day-to-day operations. The Governor has recognized the need to address the interoperability needs of your community by supporting the creation of a new position in the Office of Public Safety, known as the Commonwealth Interoperability Coordinator.
The State Interoperability Coordinator has assumed this leadership role and is committed to driving the design of a strategic plan for statewide interoperability founded on SAFECOM principles. SAFECOM is a federal program, housed at the Department of Homeland Security, which focuses on public safety communications driven from the local level. The Office of Public Safety is committed to involving local emergency responders in this endeavor and believes the success of this effort depends on it.
We are conducting six focus group sessions around the state to capture local feedback on interoperability as the first part of our strategic planning process. Each focus group is comprised of informal and formal leaders from fire, law enforcement, and EMS departments with additional representation from public health, local, and state agencies.
We are now in position to leverage the knowledge and perspectives gathered from Virginia’s emergency responder community. On May 18, 2004 we will conduct a full day strategic planning workshop. The intended outcome of this session is a shared strategic direction defining the most effective and efficient route to begin the implementation of statewide communications interoperability, all driven by the expertise of the local emergency responders.
You have been identified as a leader in Virginia’s community of emergency responders and are invited to attend our strategic planning session. This one day event will be held on May 18, 2004 in Richmond, VA at the Sheraton Park South Hotel on Midlothian Turnpike.
The session running from 9am-5pm (lunch provided) will consist of large and small group discussions driven by four core questions:
- How would you describe Virginia’s existing level of interoperability?
- Why do we need to change and what would happen if we don’t change?
- What do we want our future system for communications to look like?
- What problems might we encounter when striving for this future state?
Please let us know if you are available to share your perspective on interoperable communications. If you cannot attend, we would appreciate a suggestion of an alternate to attend on your behalf. Funding is available for those traveling 75 miles or more to attend this session.
We look forward to learning more about your perspective and experience with interoperable communications in Virginia.