Executive Summary
Community Facilitation Process

By

Brit Weber
School of Criminal Justice
Michigan State University
1407 S. Harrison Road
East Lansing, MI 48823

Michigan State University (MSU) implemented the Critical Incident Protocol – Community Facilitation Program by working with selected communities to initiate or enhance  public and private sector partnerships, for joint crisis management, utilizing an all hazards approach.

Community teams, comprised of public sector representatives (e.g., police, fire, or emergency services) and private sector representatives (e.g., security, facilities management, etc.), form partnerships to participate in joint planning, training and exercise activities.  Each community team conducts joint risk assessments which are based upon emergency response plans. The facilitation process involves two to four on-site visits for each community. Additionally, each community's progress is monitored and supported through an MSU internet website dedicated to the timely exchange of information.

Background
In 1999, the School of Criminal Justice at Michigan State University was awarded a grant by the Office of Justice Programs (OJP), U.S. Department of Justice to facilitate programs in selected communities for the development of joint public and private sector emergency preparedness planning in responding to critical incidents, including terrorist attacks involving weapons of mass destruction (WMD). The foundation for the program is the Critical Incident Protocol – A Public and Private Partnership, published in June 2000 by MSU under a grant awarded by the Office for Domestic Preparedness (ODP). A copy of the Protocol can be obtained on the internet at: http://www.cj.msu.edu/~outreach/CIP/CIP.pdf, or by contacting MSU or the Training and Education Division, Federal Emergency Management Agency, U.S. Department of Homeland Security.

The Protocol was developed following five regional meetings held throughout Michigan where over 150 professionals from the public and private sectors provided their best practices and lessons learned. The Protocol processes were further developed in conjunction with the city of Sterling Heights, Michigan, and Sandia National Laboratories’ Community-Wide Vulnerability Analysis project to enhance their public and private emergency planning and response partnership.

Community Facilitation Objectives
The community facilitation process does not require that a new emergency response plan be written; rather it enhances existing plans by including input, processes, and information from both the public and private sectors. Public and private partners collaborate in the assessment of risks, identification of internal and external natural or man-made threats, determination of vulnerabilities, identification of mutual resources and expertise, and the identification of emergency response shortfalls.

Program Objectives:

• Create public and private sector understanding of common goals to protect lives and property while sustaining continuity of community life.
• Encourage public and private sector entities that already engage in the assessment and planning process in isolation to form cooperative partnerships.
• Assist those businesses and communities that lack emergency planning experience in the development of a joint emergency planning process.
• Develop an understanding of mutual or respective goals and understand how public and private resources can compliment and support each other.
• Serve as a resource for those engaged in the joint planning process.

Commitment from Participating Communities
There is no cost for participating in the community facilitation program. It does, however, require a commitment by a public sector official and/or business executive to champion the project. The most successful programs occur when a champion is obtained from both the public and private sectors. The champion(s) provide the leadership and enthusiasm for the project and serve as the community liaison with MSU facilitators. The public sector champion should have a background in either law enforcement, fire services, health, or emergency management. Champions agree to host meetings and work with the MSU facilitators during the life of the project. The program works best when several businesses from the local communities actively participate.
Community Facilitation Process:
Michigan State University representatives with extensive experience in the public and private sectors travel to the participating communities to facilitate the critical incident planning process, which involves two to four workshops. These meetings include:

• An initial eight-hour Orientation/Planning Session where the public and private sector representatives join to discuss and learn the importance of joint risk assessment, threat and vulnerability identification, response resources, and the use of community expertise.
• Two optional follow-up Status Sessions with MSU facilitators and participants to discuss the ongoing emergency planning process and prepare the foundation for a tabletop exercise.
• Participation by public and private sector partners in a four-hour Tabletop Exercise Session developed and facilitated by MSU staff.

Support Services
Project participants also have access to the CIP Internet website regarding lessons learned from other communities, updates on public/private emergency planning issues, and links to additional research and  resources available from a major university. Participants remain linked to this resource for one year following project completion so that they may remain current on the latest topics in joint emergency planning. MSU facilitators maintain contact with participating communities throughout the project.

Pilot Communities:
Four (4) communities participated in the pilot program: Evansville, Indiana; Monroe, Michigan; Richmond, Virginia; and Redmond, Washington. Businesses that participated  in the community facilitation process include Microsoft Corporation, UPS, Mead Johnson Nutritionals, Meijer Stores, George Koch Sons Industries, Target Stores, and additional organizations.

An analysis of the evaluations from these communities indicate that:

• 98% agreed that the process built teamwork between the public and private sectors.
• 93% agreed that the process enhanced individual and collective skills for critical incident preparedness and response.
• 92% agreed that the Facilitation helped identify roles and clarified responsibilities of public/private partners.
• 90% agreed that the process helped assess the capabilities and resources for critical incident preparedness and response.
• 89% agreed that the process validated their emergency response plans.

Next Steps
In summary, communities that utilize existing resources and expertise from both the public and private sectors can ensure that their citizens, businesses and public agencies are creating an emergency response planning partnership that will enhance safety.  In addition, it will also strengthen communication between the sectors for future collaborative efforts. To participate in the Critical Incident Protocol Community Facilitation Program, please contact:

Brit Weber, Program Director
School of Criminal Justice,
 Michigan State University
1407 S. Harrison Road
335 Nisbet Building
East Lansing, MI  48823
Email: weberbr@msu.edu
Phone: 517-355-2227.