Situational report

Question description

After carefully reading and studying the complete situational report, contemplate which of the three roles/tracks you wish to assume for your term project.

In this module, you have reviewed a great example of an issues paper. Now you are to construct one based upon at least six issues that you have identified from the situational report. You will be attacking these issues from the position of an attorney, a police administrator, or a criminal investigator, so choose issues wherein your chosen discipline will be required. For instance, the criminal investigator would not choose to deal with the legality of an alleged speed trap or intersection cameras. Also, in your issues paper, address the type of research (library, Lexus-Nexus, other online sources, textbooks, etc.) you plan to undertake to inform your positions.

Now, take this information and go back and evaluate the situational report again. How would you break down the document into more manageable bites? Additionally, identify at least six specific areas that are germane to the track you have chosen to address

I want to base my paper on the police administrator role.



Town of RIGHT HERE VERMONT, December 2011

A situation report is an effective tool to inform citizens and management of issues in order to

foster forward progress. It is not intended to place fault, blame or guilt. A Situation Report is

not an audit; the report gathers information in order to identify issues relevant to the questions

presented. Ultimately, it is the stakeholders of the entity’s responsibility to address the issues.

This report is a tool to improve effectiveness and efficiency. “If we improve government

performance we will improve the lives of Vermonters.”

– State Auditor Thomas M. Salmon, CPA

The Event: On August 28, 2011, tropical storm Irene hit Vermont causing severe flooding and

extensive damage. Damage to roads, bridges and property in our town consisted of:

1. Roads – including culverts:

3.2 miles of route 3A was partially washed away with a 200-yard section completely washed out when the culvert was blocked and the stream backed-up and then broke free.

2. Bridges:

The supports under both sides of the bridge over North Creek on Main Street were partially washed out threatening the stability of the bridge. The road is closed until the damage can be assessed.

3. Homes and other structures:

Three homes along North Creek were severely damaged by the flood waters – estimated damage is approximately $900,000.

4. Injuries:

Two town office employees were slightly injured while moving the town records from the basement to the second floor of the town offices.

5. Other:

The car of one of the office staff was washed away while she was moving town records from the basement to the second floor. Also, the flood waters washed away approximately 10 tons of salt and 20 tons of sand from the town garage complex.

The Current Situation:

1. Financial:

We estimated a short-term need for $200,000 to make emergency repairs to the road and the bridge to insure the safety of our citizens. Willy’s Bank gave us a $200,000 six-month loan at 3% to cover our current needs. We expect much of the repairs will be covered by FEMA assistance. The paperwork requesting FEMA assistance was submitted on September 4. We are assessing our longer term cash needs at present and plan to submit a plan for approval by Town Meeting Day.

2. Material:

We have purchased over 150 tons of boulders and rock of various sizes to repair the road bed. A new 4-foot culvert was purchased to replace the damaged one under the washed out section of road 3A. Reinforcement work under the bridge is in progress with considerable amounts of concrete being used. Total material costs may exceed $100,000.

3. Manpower:

The town received many volunteer hours in the recovery effort, however we had to hire contractor to handle the major portion of the repair effort. We have no good estimate of manpower costs at present.

4. Planning and management:

The select board chair is acting as the town emergency services coordinator and along with the town highway foreman are managing the recovery and repair efforts.

5. Other:

Our local legislators have been regular visitors to the town offices and work sites to follow our recovery efforts and to offer assistance as needed.

Action Steps:

1. Financial: a. Utilize early release of state highway funds to reduce or repay short-term loan.

b. Gather final figures ASAP on the total cost for restoring town infrastructure to pre storm (at a minimum) conditions. Get all invoices in promptly.

c. Prepare in time for town meeting any borrowing needs.

2. Operational: a. Assess project status to insure that all potential repairs/improvements have been considered and plans are prepared for implementation.

b. Determine how to be as well prepared as possible for future similar events.

3. Documentation: a. Insure that the proper FEMA tracking forms are used to minimize potential issues concerning reimbursements of costs.

b. Insure that all costs are recorded in the manner requested by FEMA – the Inspector General’s office will review the paperwork years from now and may disallow items not correctly documented.

c. Be sure to include the time and value of volunteer labor and equipment – check with FEMA if necessary to make sure the format for documenting those figures is correct.

4. Future needed assistance – short- and long-term: a. Prepare a financial plan and present it at town meeting.

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