CENTRAL FLORIDA COMMUNITY
ACTION AGENCY (CFCAA), INC.
Strategic Plan for the Period 2008 - 2013
(October 1, 2008 - September 30, 2013)
Adopted
CFCAA Meeting of the Board of Directors
December 16, 2008
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Quarterly Report for the Period April 1, 2009,
through June 30, 2009
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NOTE: Accomplishments and/or Results for Each Objective Are in a Different Font, Italicized, Underlined, and Dated.
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Discussion. Each objective is correlated to one of the six national Results-Oriented Management and Accountability (ROMA) goals which are:
ROMA Goal 1. Low-income people become more self-sufficient.
ROMA Goal 2. The conditions in which low-income people live are improved.
ROMA Goal 3: Low-income people own a stake in their community.
ROMA Goal 4: Partnerships among supporters and providers of services to low-income people are achieved.
ROMA Goal 5: Agencies increase their capacity to achieve results.
ROMA Goal 6: Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive systems.
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 2
STRATEGIC PLAN ISSUES
Perpetual Plan Procedures and Reporting Accountability
Goal: To continue methods and procedures whereby the five-year strategic plan is perpetual in nature with required reporting criteria delineated for accountability purposes.
Objective: By December 16, 2008, adopt language which specifies that the plan shall be perpetual with a review conducted in August 2009 by the board of directors, working with staff designated by the chief executive officer, to revise and update the plan for an additional five-year period which shall be approved at the annual meeting of the board of directors in October 2009.
Accountability: Board of Directors
Timeline: Short-term Objective
ROMA GOAL 5
12-31-08 - Objective accomplished.
Objective: By December 16, 2008, adopt language which specifies that the chief
executive officer shall be held accountable for reporting plan progress in a written report to the board of directors on an ongoing quarterly basis in 2009 in January, April, July, and October.
Accountability: Board of Directors
Timeline: Short-term Objective
ROMA GOAL 5
12-31-08 - Objective accomplished.
Capital Improvements
Goal: To upgrade existing facilities through leasing arrangements and/or construction of economically feasible facilities which reflect a sense of “business pride” while maintaining an image of the frugal use of funds.
Objective: By June 30, 2009, complete a feasibility study regarding the construction of facilities in Chiefland, Gainesville, and Ocala.
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 3
Accountability: Chief Executive Officer/Director of Business Operations/Director of Finance and Personnel
Timeline: Short-term Objective
ROMA GOAL 5
6-30-09 - Objective not accomplished. Management team recommends completion of this objective not be considered further this strategic planning year.
Funding Enhancements
Goal: To increase the financial health of the agency by conducting fundraising events, an/or seeking private donations, and/or through the acquisition of grants from public and foundation sources, and/or through support from city and county governments.
Objective: By December 31, 2008, continue an ongoing internal financial solicitation plan to receive donations from members of the board of directors and agency staff and provide a mechanism by which agency staff can payroll deduct donations.
Accountability: Board of Directors/Chief Executive Officer/Director of Business Operations/Director of Finance and Personnel
Timeline: Short- and Long-term Objective
ROMA GOALS 4 & 5
12-31-08 - Objective accomplished. A total of $36,669.59 in-kind has been raised this quarter. A portion of this amount totaling $567.34 in donated items has been received from agency staff and $2008.17 has been received in cash donations all of which was generated from donations from the board of directors and agency staff. Members of the board of directors have donated in-kind volunteer time in the amount of $6,203.40. Employees are allowed to make payroll deductions from their paychecks with a minimum $5.00 deduction amount from each paycheck.
3-31-09 – A total of $27,892.71 in-kind has been raised this quarter. A portion of this amount totaling $83.62 in donated items has been received from agency staff and $1,461 has been received in cash donations all of which was generated from donations from the board of directors and agency staff. Members of the board of directors have donated in-kind volunteer time in the amount of $4,782.44.
6-30-09 – A total of $21,537.95 in-kind has been raised this quarter. A portion of this amount totaling $1,071 has been received from agency staff and $4,670 has been received in cash donations all of which was generated from donations form the board of directors and agency staff. Members of the board of directors have donated in-kind volunteer time in the amount of $4,670.14. Total in-kind to date for this strategic plan year is $86,100.25, agency staff donations are $4,585.79, and cash donations are $4,236.79. Members of the board of directors have donated in-kind volunteer time in the amount of $15,655.98 to date. The City of Newberry will be submitting a check in the amount of $22,000 next month for the “Meals on Wheels” program provided in this community this strategic plan year.
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 4
Objective: By January 31, 2009, and for the next three years, develop a monthly research schedule of potential foundation funding opportunities using the software package purchased from FoundationSearch as the primary resource document.
Accountability: Chief Executive Officer
Timeline: Short- and Long-term Objective
ROMA GOALS 4 & 5
3-31-09 – Objective not accomplished. Chief Executive Officer and Director of Family Services have been trained regarding the use of software.
6-30-09 – Objective not accomplished. Focus has been concentrated on stimulus funds being received under the American Recovery and Reinvestment Act (ARRA).
Objective: By March 31, 2009, and annually thereafter, evaluate the feasibility of requesting financial assistance from local county and city governments.
Accountability: Board of Directors/Chief Executive Officer
Timeline: Short- and Long-term Objective
ROMA GOALS 4 & 5
3-31-09 - Objective accomplished. Although funds have been received annually for a number of years from the City of Newberry to provide a “Meals on Wheels” program for its seniors and/or persons with a disability and funds have also been received for the past two years from Levy County to rehabilitate one home per year for a Levy County resident, the management team has determined, based on the economic downturn here in North Central Florida and all across the country, it is not feasible to pursue additional financial support from local county and city governments this strategic planning year.
Program Enhancements
Goal: To implement and/or redesign program services to meet the needs of the individuals and families served by the agency in the most effective and efficient manner
possible with the focus being on the achievement of self-sufficiency by participants in the agency’s Family Self-Sufficiency Program (FSSP) and/or Case Management Transition Program (CMTP) with CDS Family & Behavioral Health Services, Inc., and Peaceful Paths, Inc., which are located in Alachua County.
Objective: By October 1, 2008, expand the FSSP by ensuring case managers in Alachua, Levy, and Marion Counties are assigned and maintain individual caseloads.
Accountability: Director of Family Services
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 5
Timeline: Short- and Long-term Objective
ROMA GOALS 1, 2, & 5
12-31-08 – Objective accomplished. In addition to the ongoing caseload of twenty-five FSSP/CMTP individuals/families monitored by the agency’s Family Development Specialist, approximately twenty additional individuals and/or families are now participating in the FSSP through the assignment of cases to individual case managers in Alachua, Levy, and Marion Counties.
3-31-09 - Family Development Specialist retired this quarter. Search is underway for a replacement.
6-30-09 - A new Family Development Specialist was hired in April.
Objective: By October 1, 2008, continue CMTP partnership with CDS Family
& Behavioral Health Services, Inc., and Peaceful Paths, Inc., and expand services as
necessary in order to serve these highly vulnerable substance abuse and domestic violence program participants.
Accountability: Director of Family Services/Family Development Specialist.
Timeline: Short- and Long-term Objective
ROMA GOALS 1, 2, 3, 4, 5, & 6
12-31-08 – Objective accomplished. Individuals/families are being referred and case managed. Joint staffing sessions are conducted among the CFCAA Director of Family Services, Family Development Specialist, and case managers representing these two partner agencies.
3-31-09 – Joint staffing sessions decreased due to retirement of Family Development Specialist.
6-30-09 – Joint staffing sessions have increased since hiring of the new Family Development Specialist.
Objective: By January 31, 2009, design, implement, and maintain a health and/or
nutrition education and development program in conjunction with the FSSP and/or CMTP.
Accountability: Director of Family Services/ Family Development Specialist/Case Managers
Timeline: Short- and Long-term Objective
ROMA GOAL NUMBERS 1, 2, & 4
3-31-09 - Objective not accomplished.
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 6
6-30-09 - Objective accomplished. Initial class has been scheduled to be conducted in August.
Objective: By March 31, 2009, design and implement a summer youth
employment program in Alachua, Levy, and Marion Counties in conjunction with community partners including Habitat for Humanity of Marion County.
Accountability: Chief Executive Officer/Director of Family Services
Timeline: Short-term Objective
ROMA GOALS 1, 2, 3, 4, 5, & 6
3-31-09 - Objective not accomplished. Discussions are underway with Citrus, Levy, and Marion Workforce Connection and Habitat for Humanity of Marion County to develop a summer youth program for eligible residents of Levy and Marion Counties.
6-30-09 - Objective accomplished. Agreement has been signed with Citrus, Levy, and Marion Workforce Connection for a summer youth employment program that will be funded using Community Services Block Grant (CSBG) funds. An agreement will not be sought in Alachua County this strategic planning year.
Objective: By June 30, 2009, and annually thereafter, evaluate program services and identify changes needed, the need for additional programs, and/or dissolution of one or more programs.
Accountability: Board of Directors/Chief Executive Officer/Director of Business Operations/Director of Finance and Personnel/Director of Family Services/Director of Weatherization Services/Family Development Specialist/Agency Staff
Timeline: Short- and Long-term Objective
ROMA GOAL 5
6-30-09 - Objective accomplished. Focus is being concentrated on ARRA Weatherization Assistance Program and CSBG stimulus funds.
Objective: By April 30, 2010, and every two years thereafter, perform a community assessment including conducting research and evaluation of empirical data to determine unmet needs in the agency’s service area.
Accountability: Board of Directors/Chief Executive Officer/Director of Family Services/Family Development Specialist/Case Managers/Program Assistants
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 7
Timeline: Long-term Objective
ROMA GOAL 5
Community Partnerships
Goal: To strengthen and expand relationships within the community with other non-profit organizations, business and industry, colleges and universities, as well as, the public sector.
Objective: By October 1, 2008, and on an ongoing basis thereafter, continue utilizing University of Florida public relations interns, Florida State University social work interns, and/or other college and university interns as deemed necessary to support agency operations.
Accountability: Chief Executive Officer/Director of Family Services/ Director of Weatherization Services/Family Development Specialist
Timeline: Short- and Long-term Objective
ROMA GOALS 4 & 5
12-31-08 - Objective accomplished. Director of Family Services participated in a “Job Fair” at the University of Florida in October to interview potential interns.
3-31-09 - Chief Executive Officer participated in a “Job Fair” at the University of Florida in March to interview potential interns. It is anticipated an intern will be offered an internship for the summer months.
6-30-09 - A University of Florida intern is currently doing an internship for the summer months.
Objective: By February 28, 2009, and on a continuing basis thereafter, formalize relationships with community partners by increasing the number of signed “Memoranda of Understanding (MOU’s)” among community partners.
Accountability: Chief Executive Officer/Director of Family Services/ Director of Weatherization Services/Family Development Specialist
Timeline: Short- and Long-term Objective
ROMA GOALS 4 & 5
3-31-09 - Objective not accomplished. No formal process has been established to date although several MOU’s are in place.
6-30-09 - Several additional MOU’s have been formalized.
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 8
Objective: By March 31, 2009, expand the partnership referral network for the
unmet needs which were identified in the community assessment completed in September 2008 and incorporate these unmet needs into an amended work plan to the fiscal year 2008/2009 Community Services Block Grant (CSBG).
Accountability: Chief Executive Officer/Director of Family Services
Timeline: Short-term Objective
ROMA GOALS 4 & 5
3-31-09 – Objective not accomplished.
6-30-09 - CSBG work plans for FY 09/10 and ARRA stimulus funds will include the engagement of and/or referral to community partners to meet unmet needs.
Volunteerism
Goal: To strengthen the agency volunteer program through continuing education of the board of directors and the recruitment of additional volunteers as deemed necessary.
Objective: By October 1, 2008, and on an ongoing basis thereafter, continue updating the board bylaws, Financial Policies and Procedures Manual (FPPM), Personnel Policies and Procedures Manual (PPPM), and Safety Policy and Procedures Manual
(SPPM), in order to provide members of the board of directors with comprehensive guidelines regarding board responsibilities and agency operation.
Accountability: Board of Directors/Chief Executive Officer
Timeline: Short- and Long-term Objective
ROMA GOAL 5
12-31-08 - Objective accomplished. Process will continue on a monthly basis. Each manual is listed on the monthly board meeting agenda as an update item.
6-30-09 - Board formally approved participation of CFCAA in the National Community Action Partnership “Pathways to Excellence” initiative. Board Chair, Chief Executive Officer, Director of Business Operations, Director of Finance and Personnel, and Director of Family Services attended training in April in Orlando regarding this “self-study” initiative. Three additional staff members (two case managers and one program liaison) were made members of the CFCAA “Pathways to Excellence Leadership Team (PELT).” Self-study process is scheduled to be completed by December 31, 2009. The work of the PELT will entail comparing and measuring CFCAA’s systems to thirty-four standards of excellence leading to the agency becoming a “Program of Excellence.” The Director of Family Services is facilitating the work of the PELT.
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 9
Objective: By December 31, 2008, develop a schedule of board training events,
including pertinent data related to ROMA managerial concepts and principles, that shall be conducted at selected 2009 regular board meetings.
Accountability: Chief Executive Officer
Timeline: Short-term Objective
ROMA GOAL 5
12-31-08 - Objective not accomplished.
3-31-09 - Board has received training on several subjects during this quarter.
6-30-09 - Objective accomplished. Board is receiving monthly updates regarding the “Pathways to Excellence” initiative to fulfill the intent of this objective.
Objective: By March 31, 2009, evaluate the feasibility of utilizing former FSSP and/or CMTP as volunteers.
Accountability: Chief Executive Officer/Director of Family Services/ Family Development Specialist
Timeline: Short- and Long-term Objective
ROMA GOALS 3, 4, & 5
3-31-09 – Objective accomplished. The management team believes a volunteer program involving former FSSP and/or CMTP participants may be feasible. A decision will be made by December 31, 2009, regarding the establishment of a FSSP/CMTP volunteer program.
Marketing
Goal: To enhance the image of the agency as the preeminent authority regarding the design, development, and delivery of self-sufficiency and anti-poverty programs in Alachua, Levy, and Marion Counties.
Objective: By October 1, 2008, continue requiring the wearing of agency identification badges by agency staff.
Accountability: Chief Executive Officer
Timeline: Short- and Long-term Objective
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 10
ROMA GOAL 5
12-31-08 – Objective accomplished.
Objective: By October 1, 2008, continue regularly updating and posting the board bylaws and meeting minutes and agency strategic plan, strategy plan quarterly reports, and annual report on the website.
Accountability: Chief Executive Officer/Director of Family Services/ University of Florida Interns (When Applicable)
Timeline: Short- and Long-term Objective
ROMA GOAL 5
12-31-08 - Objective accomplished.
Objective: By October 1, 2008, continue redesigning and updating agency brochures and other marketing materials on an ongoing basis for distribution throughout the agency’s service area to include printing in both English and Spanish.
Accountability: Chief Executive Officer/Director of Family Services/Director of Weatherization Services/Family Development Specialist/University of Florida Interns (When Applicable)
Timeline: Short- and Long-term Objective
ROMA GOAL 5
12-31-08 - Objective accomplished.
Human Resource Management and Staff Development
Goal: To enhance the capabilities of agency employees by providing comprehensive training opportunities and participation in professional credentialing endeavors.
Objective: By October 1, 2008, continue enrolling selected staff in the “Certified Community Action Manager (CCAM)” program under the auspices of the Southeastern Association of Community Action Agencies (SEACAA).
Accountability: Chief Executive Officer
Timeline: Short- and Long-term Objective
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 11
ROMA GOAL 5
12-31-08 - Objective accomplished. Twelve current staff members have participated in at least one CCAMP workshop session. Two CCAMP workshop sessions are scheduled to be conducted in Gainesville in March and July 2009.
3-31-09 - Fourteen current staff members and one board member have participated in at least one CCAMP workshop session this strategic planning year.. “Organizational Leadership” module was conducted in Gainesville in March. “Achieving Service Excellence” module is scheduled to be conducted in Gainesville in July and the “History and Philosophy of Community Action” module is scheduled to be conducted in Gainesville in August.
6-30-09 – Seventeen current staff members and one board member have participated in at least one CCAMP workshop session this strategic planning year. “Achieving Service Excellence” module was conducted in July. David Bradley, Executive Director, National Community Action Foundation, will be conducting the “History and Philosophy of Community Action” module in Gainesville in August.
Objective: By January 31, 2009, establish a 2009 annual training calendar which shall be utilized to schedule members of the board of directors and agency staff to attend selected training conferences, workshops, and events.
Accountability: Chief Executive Officer/Director of Finance and Personnel
Timeline: Short-term Objective
ROMA GOAL 5
3-31-09 - Objective not accomplished. A number of board and staff members have attended in-house training events as well as attending “away” events.
6-30-09 – A number of board and staff members have attended additional in-house training events as well as attending “away” events including the Florida Association for Community Action 2009 annual pre-conference and/or conference training events in May at Palm Beach Gardens.
Goal: To ensure staff are compensated on an ongoing basis as equitably as possible based on current economic conditions and the availability of financial resources.
Objective: By March 31, 2009, and every two years thereafter, perform a wage and salary assessment to determine if the agency’s salary schedule is comparable to
similar community action and nonprofit agencies as well as with the prevailing wages paid in North Central Florida for like positions.
Accountability: Chief Executive Officer/Director of Business Operations/Director of Finance and Personnel
CFCAA Strategic Plan
Quarterly Report (4-1-09 - 6-30-09)
June 30/Page 12
Timeline: Short- and Long-term Objective.
ROMA GOAL 5
3-31-09 - Objective not accomplished. Director of Business Operations is in process of completing study.
6-30-09 - Objective accomplished. New proposed salary schedule will be submitted in August to the board for formal approval.
Technological Enhancements
Goal: To upgrade and maintain the technological capabilities of the agency.
Objective: By October 1, 2008, continue updating on an ongoing basis the Cougar Mountain financial software package to enhance reporting and evaluation capabilities.
Accountability: Director of Business Operations/Director of Finance and Personnel
Timeline: Short- and Long-term Objective
ROMA GOAL 5
12-31-08 - Objective accomplished.
Objective: By October 1, 2008, continue updating on an ongoing basis the “cmTools” program tracking software.
Accountability: Director of Family Services
Timeline: Short- and Long-term Objective
ROMA GOAL 5
12-31-08 - Objective accomplished.