RCAP Strategic Plan 2011

RCAP Strategic Plan 2011
September 27, 2011

Background

The RCAP Board of Directors, Regional RCAP Program Managers and national office staff met May 17-18, 2011 in Baltimore, Md., to consider the elements for a new strategic plan for RCAP. Bob Greenfield, external management consultant, acted as facilitator for the discussions. Prior to the meeting, a survey, provided to all RCAP staff across the country, was conducted as well as individual interviews by the facilitator with many of the meeting’s participants. The following plan comprises the outcomes of this meeting and further discussion held at the August 16, 2011, RCAP Board Meeting in Seattle. It includes a very brief discussion on the current state of RCAP, a vision and mission statement, and five strategic directions that were formulated by the participants. A separate document (not included here) addresses issues surrounding the role and authority of the RCAP National Executive Director and a Memorandum of Understanding among the regional RCAPs.

RCAP’s Current Identity and Issues of Concern

Prior to deliberating on RCAP’s vision, mission and strategic directions, the facilitator summarized issues brought out in the survey and interviews and asked the participants to respond to questions concerning RCAP’s identity, its unity and its functioning as a partnership. The following are some of the responsive comments, most of which deal with unresolved issues:

While facing challenges, RCAP is not in crisis
RCAP is not united or committed to its mission; a low level of trust exists
The mission of RCAP is too broad
The structure and governance function of the Board should be re-evaluated
Role and responsibilities of the national office and ED are not clearly defined
Accountability and coordination among regions (& national office) is needed but not fully implemented
RCAP functions as more of an association than a partnership or is a hybrid
Difficulties arise with differing names and logos; “branding” is not yet accomplished.
There are not equal contributions and investments from all of the partners
RCAP partners share core values and the need for fairness of rural programs; a real compassion for rural needs is evident
Focus should be on thriving and not just surviving
RCAP is a leader in comprehensive rural community development
The Partnership allows for collaboration, especially regarding funding acquisition
As a Partnership RCAP carries more political clout than would be achievable as separate organization
Though incomplete, RCAP continues to make progress towards its objectives
Strong commitment by everyone to work to resolve all issues that keep the Partnership from functioning effectively and efficiently

VISION

RCAP is universally recognized as the leading rural community development organization.

MISSION

RCAP provides technical assistance and training services to rural communities, develops and sustains critical infrastructure and promotes economic opportunity.

RCAP will:

Develop and maintain critical infrastructure for rural communities with particular emphasis on water, wastewater, solid waste, watershed management, affordable housing, and community based economic development programs.
Increasing awareness of rural development issues, encouraging efforts to create meaningful voice for rural communities.
Obtaining resources and promoting opportunities that allow low income rural communities to successfully prosper and compete on a regional and national basis.

Strategic Direction I: Sustain a leading Technical Assistance Program

Goal 1: Expand resources available to Regional RCAPs
Regional RCAPs provide the direct assistance activities to low income rural communities across the 50 states, Puerto Rico and territories. Support is required to sustain and expand these efforts.

Activity /Objective	Measure(s) of Success	Responsibility	Targeted Completion

Redefine mission and activities of “Funding, Development & Acquisitions” Comm. ensure optimal Board Member participation	Committee in place with adequate Board Member representation and clear mission and agenda	Board	December 2011
Develop a business plan that incorporates non-federal funding components	Strategy in place	Board and FDA Committee	May 2012
Maintain funding from existing programs (EPA, RD & HHS)	Restoration of FY 11 funding levels	National and Regions (with Rapoza)	Ongoing
Identify & pursue funding opportunities: community facilities T/A; community development; fee for service activities; workforce develop. and operator training.	Obtain at least one new federal funding source and one new non-federal funding source	Board, FDA Committee, regional managers	May 2014

Goal 2: Create a Tribal Initiative
Build on RCAP’s programs in Indian Country, developing a relationship with Native Organizations, the BIA and HIS to achieve greater visibility with tribes and secure funding resources to broaden TA.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
Develop RCAP Tribal Committee	1. Constitute committee and develop list of regional TA participants known to tribes. 2. Increased expertise of RCAP staff on tribal issues and RCAP work. 3. Build relationships with tribes	Board & Dave Clark	1. February 2012. 2. February 2013 3. Ongoing
Develop strategy for attending Interagency Tribal Agency workgroup (RCAP invited)	Attend meetings/phone calls. RCAP meets with one Tribal organization on RCAP work in Tribal areas	Dave Clark	Completed. 6/30/11 June 1, 2012.

Goal 3: Explore feasibility of establishing an International Program
A successful international program will provide new funding opportunities, expand the successful RCAP model to rural areas abroad and create new awareness about all of RCAP’s activities.

Activity /Objective	Measure(s) of Success	Responsibility	Targeted Completion
Review RCAP Structure (articles, by laws, 501c3, insurance)	Able to work internationally or if not make appropriate governance changes	Robert, Ari, Stan.	December 2013
Locate and apply for project funding	Submission of funding proposal	National and Regions.	May 2014
Initiate international program	Receipt of necessary funding	National and Regions	December 2014

Strategic Direction II: Training

Mission: Further develop existing training programs and opportunities through sharing resources and expertise, improving access to training resources for RCAP staff and communities, and forging partnerships. Expand emphasis to address workforce needs.

Goal 1: Maintain and strengthen internal RCAP network training and staff development.

Activity /Objective	Measure(s) of Success	Responsibility	Targeted Completion
Implement peer-to-peer training across regional boundaries	New Staff Orientation text/training materials developed and provided to all RCAP Regions New expertise (e.g., utility energy audit, GIS/GPS usage by small utilities) shared across Regions	Training Work Group (TWG) members to facilitate information exchange and topic “experts” from various Regions	Ongoing, with the energy audit training being completed by Sept., 2012
Assist and standardize staff mentoring across the RCAP Partnership	New Staff Mentoring Guidance developed and provided to all RCAP Regions	TWG	December, 2012
Conduct regional training needs assessment	Priority training topics identified for both new and experienced staff	TWG	Annually (prior to national training conference), commencing six-to-nine months before the conf.
Plan RCAP National Training Conference based on needs assessments	National Training Conference program reflecting defined training needs	TWG	Annually, or according to schedule for National Training Conference set by RCAP Board of Directors

Goal 2: Focus training activities on addressing workforce needs.

Activity /Objective	Measure(s) of Success	Responsibility	Targeted Completion
Make workforce outreach activities standard RCAP tasks	Opportunities brochure amended/adapted and available for distribution at career fairs and conferences	Each Region’s TWG Liaison(s)	June 2012
Develop training module for high school outreach	Slide show & talking points for delivery to classes	Joy Barrett & Neil Worthen	September 2013
Investigate funding opportunities from Dept. of Labor or Education	RFP(s) identified for which the RCAP network (or one or more of its Partner organizations) is an eligible applicant, and a strategy for applying for funds	TWG	Ongoing
Notify State Employee Development Offices/Workforce Centers of water and wastewater career opportunities	State Employee Development/Workforce offices identified, with postal and/or email addresses Opportunities brochure delivered to these offices	State RCAP staff State RCAP staff	September 2012 September 2013

Goal 3: Strengthen existing partnerships and create new partnerships to enhance training effectiveness and expand audiences.

Activity /Objective	Measure(s) of Success	Responsibility	Targeted Completion
Seek collaboration opportunities with community colleges	Information about RCAP network and its resources provided to community colleges by participation of RCAP liaison to the Rural Community College Alliance (RCCA) national conference Through RCCA and/or other community college associations including tribal colleges, community college administrators or environmental program directors are notified of the types of trainings and services RCAP can provide; examples of existing activities provided	Marcie McLaughlin TWG	September 2011 September 2012
Provide structure to RCAP-AWWA MOU so as to increase audiences for and visibility of RCAP training capabilities	Options examined for obtaining CEUs for RCAP training events through section AWWA-WEA organizations AWWA = American Water Works Assoc. WEA = Water Environment Association	TWG liaisons and state & RCAP Regional training directors	September 2012
	RCAP staff attend and present at section AWWA conferences	All RCAP staff, coordinated by TWG or Program Managers	Ongoing, with first presentation at the Rocky Mtn. AWWA/WEA annual confer. in Sept., 2011
	Regular updates provided to AWWA regarding new RCAP resources and web-based training events, for inclusion on AWWA’s Small Systems website and resource list	Joy Barrett and Stephen Padre	Ongoing, starting with publication of new (ARRA-funded) guides and proceeding with RCAP web-based training events
Collaborate with the Association of State Drinking Water Administrators (ASDWA) to increase dissemination of RCAP’s training resources, while providing ASDWA with expertise its state members can channel to their small systems	Regular updates provided to ASDWA regarding new RCAP resources and web-based training events	Joy Barrett and Stephen Padre	Ongoing, starting with publication of new (ARRA-funded) guides and proceeding with RCAP web-based training events

Goal 4: Establish a national training institute for training utility boards, staff and community members.

Activity /Objective	Measure(s) of Success	Responsibility	Targeted Completion
Develop an electronic clearinghouse/library of training resources.	Training packages available from RCAP web site, with presentation and support materials	TWG in partnership with RCAP Communications Director & RCAP IT support	Ongoing, with first resources available for download by April, 2012
Identify a suitable platform for delivering web-based training.	Candidate platform(s) field-tested and evaluated	TWG	March, 2012

Strategic Direction III: Communications/Branding

Goal 1: RCAP branding and visibility

The RCAP network has a distinct national brand that is used and reflected in the brand identities of its component parts (regional partners, state divisions and national office). The RCAP network is known by its key audiences.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
Develop guidelines for use of the logo/RCAP network name	Regional partners follow guidelines and identify themselves as part of the national RCAP network in their communications materials (print, web and video).	National office Communications working groups Regions	December 2011
Create a tag line	Used with national logo in appropriate places (used when logo appears)	National office Communications working groups	December 2011
Produce national resources that promote the RCAP network	Family of resources produced, distributed and used by regional partners and national office when national network is being promoted	National office (with assistance from regions)	December 2011
Carry out media relations – placement of RCAP stories in local newspapers (or other media outlets)	Each state has placement of its name in a newspaper or other media at every opportunity.	Regions/states	Beginning in 2012

Goal 2: Information and knowledge sharing
The RCAP network shares information and knowledge regularly among its component parts and captures and shares information for external audiences. External resources support RCAP’s visibility.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
Give regional staff access to national RCAP website; create staff-only area of site	Logins and passwords issued; instructions on how to login and be a user issued; private area for staff set up for various activities, ways of connecting, sharing information	National office	December 2011
Reconfigure communications working groups (board and staff); hold monthly/quarterly calls	Board committee revived and filled; staff group has a representative from each region; calls taking place	National office Regions	Fall 2011
Regional partners contribute to magazine and electronic newsletter	Each issue of Rural Matters has at least two feature-length articles (one technical, one community profile) written by a regional staff member; majority of eBulletin issues are written by regional staff members	Regions	Fall 2011
Integrate producing publications/new resources into the regular work	Annual budget of national office includes production of publications and resources. Two new publications (and any associated resources) produced annually.	Regions National office	Beginning in 2013

Strategic Direction IV: Advocacy

Goal 1: Advocacy
RCAP will have a coordinated approach to lobbying for appropriations that effectively utilizes all of the tools at our disposal.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
Organize and execute annual legislative fly-in	Large numbers of visits with Congressional staff by each region reported fully in Knowlegis	Ari and Robert; Regional staff	February 2012 (repeating annually)
Work more closely & effectively with Rapoza’s office	Weekly (minimum) phone call between national staff and Rapoza’s office Monthly (minimum) conference call with RCAP board and Rapoza	Ari and Robert; RCAP Board	August 2011 (ongoing)
Obtain support of communities for our legislative priorities	A well-developed collection of community letters of support from each state and Congressional District in which we have a significant presence	Regional staff; Ari and Stephen will collect and organize	January 2012 (ongoing)
Maintain presence in legislators’ home districts	Regular meetings between RCAP regional staff and Members’ district offices	Regional staff	July 2011 (ongoing)
Report all Congressional contacts in Knowlegis	Up to date listing of all contacts made by regions and national staff—both in DC and in district offices	Regional staff; Ari	August 2011 (ongoing)
Take advantage of the power of Capwiz	A robust mailing list and the ability to rapidly contact hundreds, if not thousands, of potential supporters Regular communication on issues of importance to subscribers	Ari with help of Stephen and Regional staff	November 2011
Generate policy papers, fact sheets, and other print materials to support advocacy efforts	Successful completion of policy papers (see below) Production of new and improved fact sheets with consistent formatting	Public Policy Committee; Ari and Stephen	August 2011 (ongoing)
Publicize the work we do in the field	Creation of a repository of case studies highlighting the work we do in all 3 federal programs in all 50 states A well-developed collection of community letters of support from each state in which we have an active presence	Regional staff; Ari and Stephen will collect and organize	January 2012
Seek additional funding opportunities and advocate for them	Find Congressional sponsors for Community Facilities TA program in Farm Bill Identify additional potential funding sources as they arise	All RCAP staff; Ari will take lead on CF TA program	Prior to first Ag Subcommittee Markup (likely early 2012)

Goal 2: Advocate for measures to improve rural communities
RCAP will maintain a visible presence as advocates for the well-being of rural communities.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
Identify and stake out positions on measures that will improve or harm rural communities	Creation of a web-based “RCAP’s Positions” loosely modeled after NRWA’s Hoagland Report voicing our support or opposition to various proposals	Ari; Public Policy Committee	December 2011
Continue to expand partnerships with like-minded organizations	Maintain our presence on WIN, NDWAC, Campaign for Renewed Rural Development, etc. Capitalize on other partnership opportunities as they arise	National staff; Regional staff as necessary	Ongoing
Comment on proposed initiatives that may affect rural communities	Letters, blog posts, formal comments on rulemakings, and other non-lobbying advocacy as opportunities arise	National staff with regional input	Ongoing
Participate in federal agency initiatives that may impact rural communities	Increased participation on agency working groups, FACAs, etc. Quarterly meetings by regional staff with agency field staff in region Regular meetings by national staff with agencies in DC	Staff with relevant expertise; All regional staff; National staff	Ongoing
Develop and implement a strategy to maximize the effectiveness of the 2012 Farm Bill reauthorization for rural communities	Written document outlining RCAP’s priorities Written strategy outlining RCAP’s approach to the Farm Bill Regular engagement with policymakers on issues of concern Regular collaboration with broader policy community to accomplish shared objectives	Ari and Robert; supported by regional staff and RCAP board	Immediately and extending through enactment of the Farm Bill (likely late summer 2012)
Provide regular updates to Congress, funders, and communities on our advocacy efforts	Regular publication of Rural Matters containing legislative updates and/or highlighting our many advocacy efforts	Stephen	Every two months

Strategic Direction V: Internal Operations

Goal 1: Board Development
The RCAP Board will become a more cohesive and productive governing body that operates effectively in sustaining and promoting RCAP and the rural communities served by its programs.

Activity /Objective	Measure(s) of Success	Responsibility	Targeted Completion
Review and examine board composition	Consensus on Board design that facilitates effective implementation of RCAP programs and initiatives and brings the necessary experience and expertise to ensure effective board governance	Corporate Systems	December 2011
Improve Board capacity	Completion of board capacity building session	Corporate Systems	May 2012
Review Board Policies and Procedures	Streamlined and functional policies that guide and support RCAP Board activities	Corporate Systems	February 2012
Develop an Executive Committee	Executive Committee in place to assist ED	RCAP Board	February 2012

Goal 2 – Accountability
Board Accountability: Each member of the RCAP Board actively participates in all Board activities with equity achieved regarding members’ involvement and contributions.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
100% participation by all Board Members	Universal attendance at all Board meetings and calls	RCAP Board	December 2011
Service on at least one committee	Board Members actively participating in at least one standing committee	RCAP Board	December 2011
Support of advocacy activities	Contacts and meetings with Congressional Offices by Board, their staff and project communities. Reporting on all contacts in Knowlegis	Individual RCAP Board Members and regional staff	December 2012 and ongoing

Regional Accountability: Each region will be responsible for comparable deliverables under each federally funded program with oversight and review from the national office and the other regional partners.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
Ensure performance measures are in place to reflect equity in funding	Comparable deliverables from regions for each program	Regions ensure fulfillment of subagree. deliverables; national office to monitor and report progress on a quarterly basis	Ongoing with policy in place with FY 12 programs
National Office receives necessary information & support from regional offices	Universal, timely and appropriate response from all regions to National Office request	Regional RCAP’s and National Office; National Office to develop guidelines	December 2011 and ongoing

Goal 3 - Improved Communications and Teamwork throughout the Partnership
Ensure that all internal and external communications systems and collaborative mechanisms are fully functional in order to promote national mission and objectives.

Activity/Objective	Measure(s) of Success	Responsibility	Targeted Completion
Functioning Communications Committee	Committee in place with adequate Board Member representation and clear mission and agenda	Board	December 2011
Revise Communications Plan	Adoption of plan that fully meets communications needs of RCAP, with clear expectations and assignment of responsibilities	Communications Committee and Regional Communications Staff	June 2012