July 29, 2003

To:

Steve Aloway / Phil Jimerson / Jack Rambo
Gloria Barrera / Margaret Manley / Jim Ratcliff
Dan Boggio / Bruce McNabb / Pamela Sands
Jim Brady / Scott Milder / Robert Sands
Fred Calhoun / Fred Montes / Roy Sprague
John Farrell / David Moss / Bill Stice
Joel Hernandez / Irene Nigaglioni / Brian Uhlrich
Bob Hunnicutt / Brad Pfluger / Mark Vander Voort

From: Jean Campana

Re: CEFPI Southern Region Strategic Planning Summary

Thank you for your dedicated and enthusiastic participation in the CEFPI Southern Region Strategic Planning retreat held July 25-26, 2003 at the Barton Creek Resort. The contributions made by everyone resulted in the development of some very important initiatives.

Read through the summary and pay special attention to any of the Tactical Plans where you have been assigned an action. Quite a few actions have no one assigned and no completion date. I strongly urge the Team Champions to work with the Team Members in assigning those remaining items and securing due dates for completion.

Please contact me if there are any changes or corrections to the summary.

Warm regards,

Expectations

Common goals

Ideas to take back to Chapter to strengthen

To do and share

Plan and clearly communicate back to members

Plan aligned with International

Contribute to establish future

Clarify roles, responsibilities, and expectations of leadership

Coming up with ladder to grow, not too structured

Learning

Stay fun

Clear on what to do to improve and how

Keep International strategic plan in mind and support it

Alignment with International strategic plan

Standardize exchange of information

Strategy for increasing school people in association

Develop entire Region

Create future of Region

Help grow business partner segment

Better understanding of what business partners can do

Stronger Chapters

Expand member base; curriculum people, etc. more school districts

Take back strategies to Chapters

Challenge ourselves with our focus

Continue to be the leading edge Region

Get ideas on growing the smaller Chapters

International Goals and Southern Region Goals

Goal 1: Be a growing, diverse, participative organization

  1. Identify and target groups within ISDs and higher education – 24
  2. Review expenses of CEFPI ISD members; Program to sponsor ISD membership; Tier membership dues – 18
  3. More joint activities with similar organizations - 10
  4. Increase participation, not numbers – 9
  5. Adopt a chapter – 9
  6. Take programs to target groups – 7
  7. Dynamic directory of CEFPI participants (not only members) – 6
  8. Adapt current by-laws to reflect needs – 5
  9. Outreach to remote membership – 5
  10. Highly selective of programs – 4
  11. Organize new chapters around special interests – 3
  12. Increase recognition of REFP – 2
  13. Develop survey feedback – 2
  14. Retain members – 1
  15. Grow student participation – 1
  16. More recognition of membership

Goal 2: Be a resource communicating knowledge through

effective mediums and technology

  1. E-newsletter – 28
  2. Chapter level feeding region level
  3. Chapter coordinators
  4. Standardized format
  5. Webmaster – 18
  6. Regional
  7. Local
  8. Technical resources – 14
  9. Articles
  10. Categorized directory by expertise
  11. Devise method to recruit – 10
  12. TASA
  13. TASB, etc.
  14. Communications Director
  15. As a region / chapter position
  16. Historian
  17. Calendar requirement

Goal 3: Be a leading provider of education and training

for educational facility planning

  1. Develop curriculum / partner with a university – 19
  2. Develop series of lectures / publications referencing the Guide (soon to be released) – 12.50
  3. REFP “re-do” from Southern Region (reorganize and restructure) – 12
  4. Seek external exposure (outside CEFPI) – 8
  5. SWAT team response as needed to Districts – 6.50
  6. Develop curriculum sources for ISD staff educators (also use ISD curriculum writers for assistance in developing curriculum) – 6
  7. Use vendor / business partners to develop programs and FP curriculum – 6

Goal 4: Be the leader promoting, partnering, collecting, and disseminating research

  1. Regional facility cost data base – WEB – 24
  2. Regional presentation team – 16
  3. Involve vendors (expertise) – 9
  4. Public relations Board position / or team – 7
  5. Develop Southern Region research topics (relevant) – 7
  6. Regional information reviewed and approved by team – 4
  7. Formalize responsibility for International for WEB page upkeep – 2

Goal 5: Be recognized as the advocate for and authority

on education facility planning

  1. Strengthen the CEFPI REFP program – 21
  2. Actively support the “Guide” – 20
  3. Consistently expose superintendents to benefits of CEFPI – 14
  4. Archive presentations on website – 8
  5. More regional publications – 7
  6. Cosponsor events with other organizations – 6
  7. Presenting programs at TASA, TASB, etc. – 6
  8. SWAT team to present to universities – 5
  9. Sponsor / invite school officials to our convention – 3
  10. Get “e-link” with TASA, TASB, etc.

Goal 6: Be a financially viable organization that is governed and

managed in support of the strategic plan

  1. Develop operating budget annually with reserve account – 22
  2. Establish foundation to protect designated funds – 12
  3. Identify other revenue generating activities – 9
  4. Fund Bev & Milt Miller Dev. Fund - $100,000 w/ identified fund activities – 7
  5. Develop pro-forma for Southern Region conference – 7
  6. Increase administrative support of chapters and region – 6
  7. Develop investment guidelines for Treasurer – 5
  8. Initiate annual financial review – 2

Goal 1: Be a growing, diverse, participative organization

Team: Steve Aloway, Gloria Barrera, Jim Brady, Joel Hernandez, Bob Hunnicutt, Phil Jimerson, Brad Pfluger, and Pamela Sands

Key Result Area 1-1: Identify and target groups within ISDs and higher education

Internal
Strengths / Weaknesses
Information is available through TASA, etc.
What CEFPI provides-what we do / We don’t know who they are
They don’t know how we can be of benefit to them
Unknown value
We perceive participation same as membership
Leadership development
Chapters are struggling
External
Opportunities / Threats
Non members that participate
Spirit of “co-opetition” (TASA, TASBO) / Competing organizations
Limited funds
We are 2nd choice
TASA 1st

Objectives:

  1. Target and involve fast growth school districts, curriculum directors, business managers, facility directors, maintenance and operations staff, assistant, and superintendents in activities, events, and publications
  2. Use directories to get list and track
  3. Determine how to best approach new prospects
  4. Interactive directory of all participants to enhance engagement
  5. Take relevant programs to targeted groups

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Create data base/directoryMembership Director10/1/03

and maintain& Membership Chairs

from each Chapter

  1. Develop plan to establish liaisons Bob & persons with

with target organizationsconnections to other

organizations

  1. Pursue reciprocating with sister

organizations on continuing

education credit

Performance Measurement:

  1. Five programs or activities with sister organizations
  2. One member from each org. at annual Southern Region Conference in 2004

Champion: Brad Pfluger

Goal 1: Be a growing, diverse, participative organization (cont.)

Team: Steve Aloway, Gloria Barrera, Jim Brady, Joel Hernandez, Bob Hunnicutt, Phil Jimerson, Brad Pfluger, and Pamela Sands

Key Result Area 1-2: Review expenses of CEFPI ISD members; program to sponsor ISD membership; tier membership dues

Internal
Strengths / Weaknesses
Southern Region established precedent
Membership sponsorship
Southern Region financial strength / Unknown value
International CEFPI not receptive
Don’t know why people leave
Don’t know what affordable is
External
Opportunities / Threats
Southern Region conference is in line with other conferences / International CEFPI conference more expensive than others
Shrinking budget

Objective: To make participation affordable

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Fund local participation, public

sector

  1. Assist ISD’s with 2004Gloria8/30

conference costs (package

within conf. costs)

  1. Empower local chapters

with discretionary fund

  1. Discount conference

registration for public sector

sister organization members

  1. Survey our members

and non members (why they

leave or don’t participate,

what’s affordable

  1. $30 corresp. part. fee

(e-letter)

Contingency: Through private sector sponsorships “Adopt a District”

Budget: Fund each chapter with $1,500

Performance Measurements:

  1. Increase participation in Southern Region conference within confines of conference budget
  2. Increase of 10% in public sector

Champion: Second VP 2004

Goal 1: Be a growing, diverse, participative organization (cont.)

Team: Steve Aloway, Gloria Barrera, Jim Brady, Joel Hernandez, Bob Hunnicutt, Phil Jimerson, Brad Pfluger, and Pamela Sands

Key Result Area 1-3: Adopt a chapter

Internal
Strengths / Weaknesses
Benchmarks in Chapters / Time commitment
Lack of leadership development in local chapters
External
Opportunities / Threats
Knowledge exists

Objective: Strengthen chapters by mentoring

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Gulf Coast Chapter to be model

for mentorship

  1. Identify good practices throughout

Region

Time Schedule:

  1. Share programs region wide
  2. Program Coordinator teleconference monthly

Contingency: Pull best practices and support from other chapters

Budget: Free beer

Performance Measurements:

  1. Attract more people to meetings
  2. Increase participation 100%

Champion: Irene Nigaglioni

Goal 2: Be a resource communicating knowledge through

effective mediums and technology

Team: Dan Boggio, Scott Milder, David Moss, Jack Rambo, Jim Ratcliff, Roy Sprague, Brian Uhlrich, Mark Vander Voort

Key Result Area 2-1: E-Newsletter

Internal
Strengths / Weaknesses
Personnel
Technical/graphic skills
No cost / Time availability
Need template and schedule
External
Opportunities / Threats
Reach out to members & non members
Improved communication/sharing
International resources if desired / Time availability
Technical delivery problems
Updated membership list
Cost for International involvement

Objectives:

  1. Newsletter is up and running
  2. Improved communication (internal and external)
  3. Improved opportunity for diversification
  4. Growth, visibility, information sharing

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. By law changes to create Board8/03

Communications Director

  1. Create Committee of Chapter 8/03

Reps.

  1. Committee to develop 9-10/03

Communications master plan

and schedule/template

Contingency Plans:

  1. Use International to publish E-mail
  2. Farm out to private member firm
  3. Use International to publish hard copy
  4. No newsletter
  5. Newsletter on web page

Budget Considerations:

  1. No cost if internal
  2. Ad revenues
  3. International publishing = $4,000 per year

Performance Measurements:

  1. First E-Issue by 4th quarter 2003
  2. Committee assembled by August 2003
  3. Master plan review by Regional Board September/October 2003

Champions: Communication Director at Board position; Mark Vander Voort; and Jack Rambo (Board Liaison)

Goal 2: Be a resource communicating knowledge through

effective mediums and technology (cont.)

Team: Dan Boggio, Scott Milder, David Moss, Jack Rambo, Jim Ratcliff, Roy Sprague, Brian Uhlrich, Mark Vander Voort

Key Result Area 2-2: Technical Resources

Internal
Strengths / Weaknesses
Diversity of experience / Time availability
Lack of structure
No identification of expertise
Identification of subject matter
External
Opportunities / Threats
Coordinate with International
Coordinate with other organizations
Improved CEFPI reputation / Overwhelming volume
Unauthorized or non-qualified “crap” info.

Objectives:

  1. Information sharing
  2. Perceived value to membership and non-members
  3. Increase CEFPI visibility
  4. User friendly access
  5. Better facilities for kids/districts

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Need a Regional Director and aBoard9/03

Committee of Chapter Reps.

  1. Create and maintain a matrix 2/1/04

directory of expertise

  1. Create submission format2/1/04
  1. Identify hot topics for “Region” 4/1/04

Publication

  1. Solicitation of authors at

conferences-local regions new

and old

Contingency Plans:

  1. Fall back on International
  2. No change

Budget Considerations:

  1. Minor webmaster expenses
  2. Hard copy $$$ postage

Performance Measurements:

  1. Director and Committee appointed by September 2003
  2. Develop and approve matrix format and process by February 1, 2004
  3. Region-wide survey/solicitation of experts by April 1, 2004 (including bios)

Champions: David Moss and Jack Rambo (Board Liaison)

Goal 3: Be a leading provider of education and training

for educational facility planning

Team: Fred Calhoun, John Farrell, Margaret Manley, Bruce McNabb, Fred Montes, Irene Nigaglioni, Robert Sands, and Bill Stice

Key Result Area 3-1: Develop curriculum / partner with a university

Internal
Strengths / Weaknesses
CEFPI exposure (TA&M already there)
UH/UNT
Best background knowledge
Great desire/strength education buy-in
Planning Guide / Not known in University “world”
Inexperience in writing curriculum
Lack of instructional leaders
External
Opportunities / Threats
“SCUP” is not strong in Texas / Diluting ourselves from our K-12 comfort zone

Objective: Obtain a certification from a university that will tie to REFP (CEFP)

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Southern Region will work with Lee Burch, Robert Sands,

International to take on “revamping John Farrell, Fred Calhoun,

task REFP and writing curriculum Irene Nigaglioni, Jim Brady,

of facilities planningMargaret Manley,

Bill Stice, Fred Montes

  1. Contact Nancy Meyers,

Sue Robinson &

Lisa Warner

  1. Contact Lee Burch

(Where is he and what is

he doing with task?)

  1. Identify Southern Region

Contacts

  1. Develop plan
  2. Southern Region Board This summer
  3. International BoardBy April ‘04
  4. Guide preparedBy April ‘04
  5. Writing curriculumBy April ‘05

Contingency Plans:

  1. Southern Region to go “on our own”
  2. Identify other universities

Performance Measurements:

  1. Curriculum must be written
  2. University buy-in (maybe junior colleges will buy-in first)

Champion: Fred Calhoun

Goal 3: Be a leading provider of education and training

for educational facility planning (cont.)

Team: Fred Calhoun, John Farrell, Margaret Manley, Bruce McNabb, Fred Montes, Irene Nigaglioni, Robert Sands, and Bill Stice

Key Result Area 3-2: Develop series of lectures / publications

Objective: Promote “The Guide”

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Identify “experts” & presentersSpring ‘04
  1. Look at table of contents-chapter Fall ‘04

meetings will be used for this topic

  1. Add new people/invitees to

group

  1. Develop agenda for presentationSpring ‘04

from “The Guide”

  1. Overview & specifics

depending on area

  1. Identify other venues such as region

service centers

  1. Superintendents school

certification

  1. Planning Guide track at

Regional Conference

Contingency Plan: None – Failure is not an option

Budget Considerations:

  1. Travel
  2. Time
  3. Facilities rental

Performance Measurements:

  1. Increased sales of the Guide
  2. CEFPI exposure

Champion: Gloria Barrera

Goal 3: Be a leading provider of education and training

for educational facility planning (cont.)

Team: Fred Calhoun, John Farrell, Margaret Manley, Bruce McNabb, Fred Montes, Irene Nigaglioni, Robert Sands, and Bill Stice

Key Result Area 3-3: REFP “re-do” from Southern Region

Objective: Be the lead Region working with International to revamp the REFP Program

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Obtain SR Board approval8/04
  1. Contact Elisa Warner at International

and inform her of SR’s plan

  1. Identify SR CommitteeLee, John, Robert, Jim

Fred, Margaret, Bill, Irene

  1. Develop recommendations on

revamped REFPComplete 4/05

  1. SR Region Conference2004
  2. Int’l Conf. in San Antonio2004
  1. Contact universities Dept. of Ed.
  1. Contact AIA committee “CAE”
  1. Evaluate continuing education

reciprocity with TASA, TASBO, etc.

Contingency Plan: Go it on our own

Budget Considerations:

  1. Research costs
  2. Time
  3. Printing costs

Performance Measurements:

  1. Increased REFP involvement
  2. Increase numbers

Champion: John Farrell

Goal 4: Be the leader promoting, partnering, collecting, and disseminating research

Team: Steve Aloway, Bob Hunnicutt, Margaret Manley, David Moss, Irene Nigaglioni, Brad Pfluger, Jim Ratcliff, and Brian Uhlrich

Key Result Area 4-1: Regional facility and cost data base

Objective: Create, maintain, and disseminate data base

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Create group to develop format
  1. Investigate TASA, TASB, and other

data bases that already exist

  1. Partner with other organizations to

form consistent reporting

  1. Develop survey of selected projects
  1. Time frame

Contingency Plan: None

Budget Considerations:

  1. Travel
  2. Long distance communication

Performance Measurements:

  1. Identify group and leader by September ‘03
  2. Determine and develop survey by January ‘04
  3. Complete data base by September ‘04

Champion: Margaret Manley and Joel Hernandez (Board Liaison)

Goal 4: Be the leader promoting, partnering,

collecting, and disseminating research (cont.)

Team: Steve Aloway, Bob Hunnicutt, Margaret Manley, David Moss, Irene Nigaglioni, Brad Pfluger, Jim Ratcliff, and Brian Uhlrich

Key Result Area 4-2: Regional presentation team

Objectives:

  1. Increase partnering with sister organizations
  2. Be leader in education facility planning
  3. Strengthen CEFPI’s position and recognition in the market place

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Committee organizes curriculum
  2. List of presenters/experts
  3. Identify target audiences
  4. Identify subjects (i.e. planning

manual cost data base)

  1. Call for presentations in archive
  2. Consistent format

Contingency Plan: Do or die

Budget Considerations:

  1. Travel expense
  2. Registration
  3. Printing handouts
  4. Time

Performance Measurements:

  1. Committee 9/03
  2. Pres. Galv. ‘04

Champion: Steve Aloway and Joel Hernandez (Board Liaison)

Goal 4: Be the leader promoting, partnering,

collecting, and disseminating research (cont.)

Team: Steve Aloway, Bob Hunnicutt, Margaret Manley, David Moss, Irene Nigaglioni, Brad Pfluger, Jim Ratcliff, and Brian Uhlrich

Key Result Area 4-3: Involve Business Partners

Objective: Draw upon the technical expertise of business partners and get them involved with CEFPI

Implementation Plan:

What will be done:Who will lead/do it:When:

  1. Create committee
  1. Identify business partners &

potential involvement

  1. Establish guidelines for

Presentations

  1. Survey business partners for

input regarding wtat they want

to get from CEFPI

Contingency Plan: None

Budget Considerations: $

Performance Measurements:

  1. Increase business partner involvement at ’04 Region Conference
  2. Increase business partner satisfaction

Champion: Bruce McNabb and Joel Hernandez (Board Liaison)