Strategic Planning Committee

CIL Name Strategic Planning Committee Final Report

Prepared by: ______Table of Contents

Executive Summary ii Introduction 1 Mission, Vision and Values 2 SWOT Analysis 3 Key Stakeholder Interviews 5 Key Focus Areas for the Future 7 Name Change Discussion 12 Work plan 13

i Executive Summary

The Board of Directors and staff of ______CIL Name______met several times over the course of 10 months to develop an agency-wide strategic plan designed to lay out key strategic directions and an action plan for the next 3-5 years. Full board and staff were provided several opportunities to participate in the process and a strategic planning committee made of board and key staff directed the process and formulated the key activities and final deliverables of the project.

The board approved an updated mission statement as well as vision and value statements that express the future intentions of ______CIL Name______.

Mission: The mission of ______CIL Name______is to support an individual’s ability to make independent, self-directing choices through education, advocacy, information and referral

Vision: In the next five years, ______CIL Name______will be:

 Providing programs and services that fully meet the needs of our community  Diversified in its funding  Recognized, well-known, and respected in the community  Constantly working to decrease the community’s attitudinal barriers against individuals with disabilities.  Providing a range of needed services on a sliding fee scale  Appropriately compensating its well trained and qualified workforce  Technologically equipped to meet the needs of consumers and staff

Values:  Respect: ______CIL Name______respects and supports the self-directed decisions of consumers.  Collaboration: ______CIL Name______collaborates with all community stakeholders to meet the needs of individuals with disabilities.  Team Focus: ______CIL Name______uses the professional skills, talents, and personal experiences of our expert co-workers and volunteers.

The ______CIL Name______board approved the following goal statements for the organization and staff has developed a 5-year work plan to accomplish these goals:

1) ______CIL Name______will strengthen the services it provides to consumers 2) ______CIL Name______will increase its discretionary revenue. 3) ______CIL Name______will be a well-known, well-publicized community- based organization.

ii 4) ______CIL Name______’s main office will be fully networked 5) ______CIL Name______will be located in facility that is accessible and meets the needs of consumers and staff

ii INTRODUCTION

Background and Overview of Strategic Planning Process

The Board of Directors and staff of ______CIL Name______met several times over the course of 10 months to develop an agency-wide strategic plan designed to lay out key strategic directions and an action plan for the next 3-5 years. The full board and staff were provided several opportunities to participate in the process and a strategic planning committee made of board and key staff directed the process and formulated the key activities and final deliverables of the project.

The full board and full staff participated in two full day retreats. The first of which provided an overview of all agency programs and board responsibilities while the second led participants through a series of questions/exercises to review mission, vision, values, and to establish the beginnings of future goals for the organization. An environmental scan was also conducted looking and internal strengths and weaknesses and external opportunities and threats. Funders, regulators and other interested parties were interviewed as part of this process and the information shared with the planning committee.

The planning committee agreed on several key directions for the agency and challenged staff to develop a 5-year work plan to accomplish these goals. Key management staff met that challenge and drafted a 5-year work plan that was approved by the board. This work plan is contained in this report and all staff were provided with a laminated copy for easy reference. Regular review and reports to the board will be conducted in order to keep the plan moving forward and the timeframe monitored.

One key issue that arose from the planning process that required additional attention was the possibility of an agency name change. The possibility of a name change was discussed at the initial meeting of the planning meeting and permeated all other sessions. Board and staff agreed that changing the name of ______CIL Name______needed to be considered and the board agreed to invest resources to explore the options.

This document summarizes the key findings of the process, the strategic plan, and 5- year work plan developed by staff as well as the outcome of the name change discussion.

1 ______CIL Name______’s MISSION, VISION, AND VALUES

Mission

“The mission of ______CIL Name______is to support an individual’s ability to make independent, self-directing choices through education, advocacy, information and referral”

Vision

In the next five years, ______CIL Name______will be:

 Providing programs and services that fully meet the needs of our community  Diversified in its funding  Recognized, well-known, and respected in the community  Constantly working to decrease the community’s attitudinal barriers against individuals with disabilities.  Providing a range of needed services on a sliding fee scale  Appropriately compensating its well trained and qualified workforce  Technologically equipped to meet the needs of consumers and staff

Values

 Respect: ______CIL Name______respects and supports the self-directed decisions of consumers.  Collaboration: ______CIL Name______collaborates with all community stakeholders to meet the needs of individuals with disabilities.  Team Focus: ______CIL Name______uses the professional skills, talents, and personal experiences of our expert co-workers and volunteers.

2 SWOT ANALYSIS Strengths, Weaknesses, Opportunities, and Threats

Planning Committee Analysis

The strategic planning committee met in February to conduct the SWOT analysis. Strategic planning retreat participants reviewed this list and agreed that it appeared to cover the range of internal and external factors impacting ______CIL Name______. The following is the analysis as approved by retreat participants:

Key Internal Strengths: Other Noted Strengths

 Positive impact on the community  Positive Staff Aspects  Low turnover among key staff  Free Services  Creative problem solving among board  Forward thinking and staff  Board commitment  Entrepreneurial thinking at board and  Multifunctional business staff levels  Good community connection  Current building/availability  Welcoming environment  Volunteers  Currently building political connections  Long term history in the community  Dedication to mission  Perseverance  Regional coverage  Consumer promotion  Flexible staff

Key Internal Weaknesses Other Noted Weaknesses

 Funding cancellations – programs stop  Space-Sign, location  Funding Fickleness  No discretionary support  Need for kind and gentle fee-for-  Lack of fiscal reserve service activities  Elmira’s undeserved population  Poor communications/PR/promo  Lack of international promotion of materials – lack of commitment programs  Public perception  Technology – phones, training, web  Insurance  Staff turnover  Poor political support  Governance

3 External Threats

 Nonprofits are not seen as important as for-profit enterprises  Lobbying law impact on nonprofits  Budget cuts – ______CIL Name______’s as well as other agencies’ budget cuts such as Legal Aid  Clients of agencies experiencing cuts will come here and possibly overwhelm ______CIL Name______’s system  This may force ______CIL Name______to focus on vital agency program  Political Environment/Climate-First time such a concurrent impact at the local, state and federal levels.  Economic environment impacting foundations and their ability to give grants.  Hard to hold programs steady  Hesitant to fill positions  Staff stress/burnout/insecurity  Have to think out of box  Information and Referral  Cost of providing transportation services makes it prohibitive  Van replacement-state agency restrictions  Public Perception of ______CIL Name______is poor. Noted is Public health nurses  Donor base may have negative perceptions and the economic situation impacts negatively  Costs increasing: weather heating costs, PR, Insurance, strategic planning  Deficit-based funding may place “penalty” on agency for raising funds

Opportunities

· Gov. ______may make move to national level · Nature of Programs – Provide opportunities to folks in other economic groups and small business enterprise training · Creative Fee-for-service opportunities exist within several programs  “Rep Payee” services  ADA consultation  “Sell Marsha”  Benefits Advisement  Enterprise for Adolescents  Private pay personal assistance  Sliding fee scale possibilities · Only owe $44,000 on building – Asset · Staff and Board willing to think creatively · Strong credit rating · The number of children with a disability continues to grow – may lead to additional funding

4  ADD, ADHD/Hidden disability population harder to serve · Graying of America is leading to increased numbers of individuals with a disability  Collaboration-______CIL Name______is sought by competitors  Small Cities grant-survey, Wegmans  ______Wine Trail may lead to other wine trails  A name change may lead to a fresh start-media opportunities and promotional materials  Website Development  Benchmarking-Use the ILC network experience to assist.

Key Stakeholder Interviews

In addition to internal board and staff conducting a SWOT analysis, the strategic planning committee agreed to have CCSNYS interview several key stakeholders by phone including representatives from VESID, DDPC, RSA, TRAID, United Way, and others. They were asked of their overall impressions of ______CIL Name______, what they saw as key strengths and weaknesses, their understanding of the agency’s mission, recommended areas for expansion and partnerships, and noted trends in funding. The possibility of a name change was also discussed with several of the interviewees. A summary of those results are as follows:

Strengths

 ______CIL Name______is re-emerging as a strong organization  The agency has good programs for school-aged youth  I & R (Information and Referral) services are very strong  ______CIL Name______is poised to be successful  Strong, new executive director  ______CIL Name______is easy to work with  Agency is resourceful\______CIL Name______does great work  ______CIL Name______is keeping ahead of the Medicaid curve  ______CIL Name______fills a unique roll

Weaknesses

 The Board of Directors needs to take a leadership role  The vision of the agency is not clear  ______CIL Name______is not connected to the state and national Independent Living movement\Weak fund development  Staff turnover  Behind in reporting puts agency at risk of losing funding  Staff is overwhelmed at times  Lack of financial staff  Need more state and local collaborations

5  Lack of marketing  Little visibility  Need to commit to workforce development

Funding Issues

 State and local budget crisis may impact ______CIL Name______’s funding  While current year may be OK, some out-year funding is at-risk (TRAID)  Failure to file timely reports may lead to finding cancellations

Areas to consider in planning

 Need more state and local collaborations  Increase marketing  Increase visibility  Need to commit to workforce development  Tie Executive director’s evaluation to the strategic plan  Look to co-sponsor events  Board needs to have plan to assure that reporting is taking place

Name Change

 Independent Living Centers struggle with name issues across the board  ______CIL Name______is encouraged to use the term “Independent” “Living” and “Center” in their name

6 KEY FOCUS AREAS FOR THE FUTURE

Retreat participants reviewed all of the work done thus far in the strategic planning process and identified six key focus areas for focused discussion: Programs and Services, Financial Resource Development, Communications and Marketing, Facilities, Information Systems and Technology, and Partnerships and Collaborations. In addition, Governance will be a priority are as the board continues its board development work, however, given the overwhelming staff participation at the retreat, it was agreed that governance would be discussed in a board setting.

The following describes each focus area and the preliminary goals and activities that will need to be accomplished in order to move ______CIL Name______towards its vision.

Programs and Services

Strategic Direction: ______CIL Name______will strengthen the services it provides to consumers

Responsible Party: Grantsmanship Committee: See Work plan

Goal 1: ______CIL Name______will develop programs for elementary school-aged children and their families that support their use of appropriate technologies.

Proposed Actions:  ID individuals involved  Educate ______CIL Name______staff on the issue  Research best practices and experiences of other providers  Educate the community and schools on the value of the program  ID target audiences: School, parents, psychologists  Prioritize steps  ID staff and resources

Goal 2: ______CIL Name______will develop transitional support programs for elementary school-aged children and their families.

Proposed Actions  ID individuals involved  Educate ______CIL Name______staff on the issue  Research best practices and experiences of other providers  Educate the community and schools on the value of the program  ID target audiences: School, parents, psychologists  Prioritize steps  ID staff and resources

7 Goal 3: ______CIL Name______will develop programs that meet the needs of seniors

Proposed Actions  ID individuals involved  Educate ______CIL Name______staff on the issue  Research best practices and experiences of other providers  Educate the community and providers of senior services on the value of the program  ID target audiences: seniors, nursing homes, day care programs, visiting nurses  Prioritize steps  ID staff and resources

Goal 4: Strengthen the TBI Center

Proposed Actions  ID individuals involved  Educate ______CIL Name______staff on the issue  Research best practices and experiences of other providers  Educate the community on the value of the program  ID target audiences  Prioritize steps  ID staff and resources

Goal 5: Develop Rep Payee Services

Proposed Actions  ID individuals involved  Educate ______CIL Name______staff on the issue  Research best practices and experiences of other providers  Educate the community on the value of the program  ID target audiences  Prioritize steps  ID staff and resources

Goal 6: Create a fee-for service component in each program area.

Proposed Actions  Assess and generate staff commitment  Research the parts of program areas that have fee-for-service potential  Explore any necessary changes in documentation or other requirements

8  Investigate issues around vendor status  Establish sliding fee scales for each area  Assess competition issues based on program availability and cost  Assess any changes necessary in insurance coverage  Develop a marketing plan  Implement pilot program

Fund Development

Strategic Direction: ______CIL Name______will increase its discretionary revenue.

Goal 1: Increase the number of individual donors to ______CIL Name______Proposed Actions  Assess success of first semi-annual donor appeal  Successfully execute the second semi- annual donor appeal this spring  Finish work on donor database to reflect all previous donors  Get promotional video on the air

Goal 2: Increase fee-for-service work (see Goal 6 under Programs and Services)

Proposed Actions  Assess and generate staff commitment  Research the parts of program areas that have fee-for-service potential  Explore any necessary changes in documentation or other requirements  Investigate issues around vendor status  Establish sliding fee scales for each area  Assess competition issues based on program availability and cost  Assess any changes necessary in insurance coverage  Develop a marketing plan  Implement pilot program

Goal 3: Create a hallmark event that is sponsored by a local business

Goal 4: Approach funders for general operating support grants

Goal 5: Develop a large community awareness event

Proposed Actions  Develop a committee to explore possibility  Assess viability of exiting event to build upon  Balance affordability with professionalism

Goal 6: Increase grant writing

9 Proposed Actions  Develop a charge to the newly created Grantsmanship Team

Goal 7: Consider hosting events for which there is a fee

Goal 8: Consider marketing meeting space availability for a fee

Communications/Marketing

Strategic Direction: ______CIL Name______will be a well-known, well-publicized community-based organization.

Goal 1: Create a general statement that describes ______CIL Name______as a whole

Goal 2: Develop a new brochure for the agency

Goal 3: Develop a brochure for each program area

Goal 4: Update website

Goal 5: Develop new logo

Goal 6: Develop list of speaking engagements

Proposed Actions  ID who has regular speakers (Kiwannis, Lions, etc.)  ID How to get on their list of speakers

Goal 7: Develop standard staff nametags for use in the community

Goal 8: ID key staff at the entrance

Goal 9: Find ways to collaborate with other groups/events

10 Information Systems/Technology

Strategic Direction: ______CIL Name______‘s main office will be fully networked

Responsible Party: Board and Management Team

Goal 1: Find technology consultant who can network agency database

Proposed Actions  Talk with CCSNYS consultant ______about networking the database

Facilities

Strategic Direction: ______CIL Name______will be located in facility that is accessible and meets the needs of consumers and staff

Goal 1: Establish a building committee to do the following:

Proposed Actions

 Conduct a space needs assessment  Assess cost of putting an elevator in the current building  Seek donated building

Partnerships and Collaborations

Strategic Direction: To be determined

Governance

Responsible Party: Board

Strategic Direction: To be determined

11 NAME CHANGE DISCUSSION

The possibility of an agency name change was discussed at the initial meeting of the planning meeting and permeated all other group sessions. At the second strategic planning retreat, the staff and participating board members agreed to recommend to the board that the agency’s name be changed to better reflect the agency’ mission. (While the recommendation was not unanimous, the vast majority of participants approved the recommendation.) The board concurred with this recommendation agreed to invest resources to explore the options.

______CIL Name______held a half-day event for community representatives and consumers to participate and present ideas for a new organizational name. Several ideas were generated, prioritized, and presented to the board for review. These ideas did not capture the concept the board had been seeking when considering a name change so it was decided that ______CIL Name______would remain the agency’s name but that the ______CIL Name______components would no longer be used on materials, signage, etc. to help eliminate confusion and promote the use of the name ______CIL Name______. A new logo will be designed and implemented.

12 WORK PLAN

The attached work plan was developed by staff in light of the goals approved by the board.

13 ______CIL Name______Strategic Plan Implementation Schedule

CURRENT 9/03 YEAR I: 10/03-9/04 YEAR II: 10/04-9/05 YEAR III: 10/05-9/06 YEAR IV: 10/06-9/07 YEAR V: 10/07-9/08 Pre-Foundation New Mission Fee for Service: Fee for Service: Evaluate Fee for Services New Strategic with 3rd Party Speaking and Training: Deputy 10/05-9/06 Planning Effort: Facilitation Values Director, Assistant Director Deaf Services: Deaf Management Team Next Five Employment Services Services Coordinator Years Radisson Meeting Organizational Name TBI Pilot Mentoring: Director Implement Pilot of TBI Services Name Change Vision REP Payee Transitional with Research Possibility of full Budgeting: Finance Personnel, Evaluate 10/04-10/05 access of all employees into Staff Name Tags Logo Deputy Director IL a main database: Fee for Services: Management team reports Grantmanship Letterhead Supportive Employment: to staff and board Training Assistant Director and Management Team Employment Services Agency and Program Benefit Advisement: Benefits ACCESS: Third ACCESS AWARDS AS Brochures Personnel, Deputy Director, Name HALLMARK EVENT Executive Director Recognized Guest Access: Fourth name Signage and ID Outside Speaker recognized CDPAP Private Pay: Director Program Director, Guest Speaker of PA Services ______Services Program Services Director, Website ___ Services ADA Consultation: ADA Speaking Engagements Coordinator

ACCESS AWARDS First ACCESS: Second Name: Name Recognized Guest Speaker Recognized Guest Speaker Program Director, Program Director ______Services Services

PROMO PROMO PROMO PROMO Fund Development- Donor Cultivation: Fund raising team * Grantsmanship Team: Select Personnel and others Subsidiary Development Implementation: Executive Director, Assistant Director and Director of Employment Services Community and Governmental Collaboration: Senior staff* Research “hot” Disabilities/Needs and new technologies: Senior staff Staff Training and Development: Executive Director* Board of Directors-Facilities and Governance