National Conservation District
Employees Association

District Employees Put Conservation on the Land

NCDEA
Association Review Task Force
Final Report
May, 2006

History The Association Review Task Force was created in February, 2006 at the NACD Annual Meeting in Houston, Texas by NCDEA President Robert Dobbs.

Charge To review the organizational structure and performance of the National Conservation District Employees Association and to recommend changes to improve the operation and viability of the association.

Members

Tommy Brooks, Chair North Carolina
Cindy Moon Illinois
Timothy Riley Delaware
Jeri Trebelcock Wyoming
Martha Buff North Carolina
Shirley Ball Arkansas
Phil Griswold New York
Barbara Gill Florida
Mary Currier New Hampshire
Irene Moore Ohio
John Redding Georgia

Process The Task Force met multiple times via teleconference. At the initial meeting the members divided into three committees each with specific assignments.

Committees Observations and recommendations

Communications and Networking Committee
Barbara Gill, Chair
Irene Moore
Jeri Trebelcock

Charge: To review the communications and networking processes of NCDEA

Observations / Comments / Suggestions

1. Communication network breakdown between Regional / State / Conservation

District levels

Comments: The flow of information from the NCDEA to the Regional Rep to the Local District Employee most often will come from the state Presidents. The NCDEA cannot require that State Presidents meet certain job requirements /skills / education. It can only be hoped that they come to their positions with the proper skills and experience and the desire to be an active and informed member.

Suggestions:

§ Communications consistency needed

§ Written "guidelines" for state Presidents

Example: when a State President receives email from the NCDEA or a
Regional Rep, read ASAP, add a personal message and forward to
District Employees. Guidelines should include a "gentle "statement that service on the Regional or NCDEA Board is not a training ground. Each Board member should possess experience and skills commensurate with
their position.

§ Recommend developing a state employee directory if not one currently

§ Recommend developing and maintaining partnerships at the State level

§ Add further steps to include state and local Districts on the NCDEA Mail
and Email Communications Protocol

§ Offer training / workshops for all Officers at every opportunity
(state, regional, national meetings, etc.)

§ The most effective tool for communication is the web site, however many items are not current. The current web editor is a volunteer and will soon leave
his Conservation District. NCDEA is urged to make the website a priority

Include: NACD Annual Meeting info
Raffle results with pictures
NCDEA mid year meeting info
Current Strategic Plan (web = 2002-2003)
Dated Regional Reports
Link to state associations- this can be especially useful for utilizing
Employee directory until NCDEA can develop its' own

§ Feature a state for a limited time with lots of visuals

2. Inactive Regions and Regions with no representation

Comments: Regions that are inactive or have no designated representative to the NCDEA Board are leaving District Employees under represented and not fully informed of all that is available to them.

Suggestions:
§ With the hiring of an NCDEA Executive Director, the NCDEA President (or
Designee) is urged to visit inactive regions for more personal, one on one contact. Match a Regional /National Officer with a local District Employee that has shown interest (as a "peer/tutor" relationship).

3. Awards program lacks desired participation

Comments: The Employee Choice Awards has not achieved the level of
participation anticipated. A committee is currently working on the program

§ Suggestion: Regional Reps communicate earlier and more often with member states regarding applications.

Funding, Dues, Executive Director Committee
Tim Riley, Chair
Shirley Ball
John Redding
Tommy Brooks

Charge: To identify potential funding sources for NCDEA operations to include
an Executive Director, and review the NCDEA dues structure.

Observations / Comments / Suggestions

1. Inability to locate a funding source willing to offer funds specifically for
administration without a tangible product or measurable outcome beneficial
to the funding source. Likewise, it has been difficult to locate funding for
administrative activities except through the administration of grants.
Since the duties of an Executive Director are primarily administrative in
nature, it is agreed the best possible avenue for funding would be through
grant sources.
Prior to NCDEA receiving 501©3 status from the IRS it was difficult to seek
grants, many of which are limited to 501©3 organizations. Now that this has
been achieved, the search for potential grants should prove more fruitful.
Since NCDEA Officers, Board and supporters volunteer their time to the
NCDEA charge, having the time and/or expertise for grant writing on behalf
Of NCDEA poses a great challenge.

Suggestions:

§ Utilize part time Executive Director for seeking out fundraising opportunities.

§ Utilize 501©3 Status for Fundraising Activities. All NCDEA Officers, Board
and supporters should be made aware of NCDEA's 501©3 status and encouraged to seek out any/all grant opportunities available to the organization now that this status has been obtained. Even if individuals do not have grant writing expertise they should make the potential grant source(s) known to the Board, who can in turn recruit someone from the NCDEA "family" to follow-up on the lead.

§ Recruit Grant Writing Expertise-Voluntary or Otherwise. The lack of grant
writing expertise makes the search and application for grants a very daunting task. Individuals with specific grant writing skills can devote less time to the task, yet yield greater results. It is recommended NCDEA work to identify Employees and supporters that possess these skills.
If no success is derived through the voluntary approach, NCDEA Officers and
Board should seriously look at contracting this service to an individual or firm
that could write grant writing fees into any/all grants.

3. Dues Structure: The committee decided not to duplicate efforts of NCDEA
Officers and Board who have worked hard to implement a fair and reasonable dues structure. The committee feels the planning time put into this policy was well spent and the final product is the best possible alternative at this time.

Suggestions:
§ The NCDEA Officers and Board should continue the periodic monitoring
of dues structure to maintain effectiveness.
Follow guidelines presented by committee looking into Associate Membership program.

NCDEA Commendables:

§ Excellent representation of organization by President and other Officers
§ Looking for weaknesses and attempting to correct
§ Obtaining 501©3 status
§ Hiring part time Executive Director

The remaining committee of the Task Force, " Bylaws, Policies and Procedures", was delayed in obtaining historic records of NCDEA. This committee's report will follow in the near future.
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