Community Services network of Wyoming

Community Services network of Wyoming
A Presentation on the Organizational Standards By Joey Samudio

Purpose To provide clarity around the organizational standards
To provide information and assistance on the organizational standards self- assessment packet

Definitions Private CSBG-Eligible Entity: Nonprofit 501(c)(3) organizations serving local communities that are eligible to receive Community Services Block Grant funding. These nonprofit entities are governed by a tripartite board of directors. Run operationally by an Executive director or CEO [Public CSBG Eligible Entity]: [Units of local governmental entities, such as a county or city government, eligible to receive Community Services Block Grant Funding. Many “Public CEEs” operate programs directly out of the government/ municipal department while others subcontract to nonprofits in their communities to provide services. They are advised by a tripartite board/ advisory board.] From here on out these will be referred to as CEEs

Format Section A: Definition and intent
Section B: Compliance and Documentation Section C: Questions and Resources

Maximum Feasible Participation: Consumer Input and Involvement
Category 1 Maximum Feasible Participation: Consumer Input and Involvement

STANDARD 1.1 A. Definition and Intent
Standard 1.1 Private / [Public]: The organization [department] demonstrates low-income individuals’ participation in its activities. Definition and Intent of 1.1: This standard is meant to ensure that all CEEs fulfill the mission of CSBG as outlined in the CSBG Reauthorization Act with regards to Maximum Feasible Participation. This also helps fulfill goal 3 of the national CSBG goals, which states “Low-income people own a stake in their community”

Standard 1.1 B. Compliance and Documentation
Low income people serve on the board and advisory committees. This includes participation in the development of services and the needs assessment process Low income people help provide services and support as volunteers Participation in leadership training outside of direct services Partnerships with advocacy and grassroots organizations Low income people participate in focus groups Participation has to be ongoing, past participation does not count. Receiving services does not count as participation. Meeting minutes from board or advisory committees that show Low income persons were involved Description of composition of board and advisory committees in formation documents Volunteer sign in sheets for focus groups and other volunteer activities Volunteer recruitment strategy/ policy and participant list Policy/planning documents and/or minutes that describe goals for and participation of low-income individuals

Standard 1.1 C. Questions and resources
Board Composition/ Selection Best Practices Checklist _2012.pdf Community Change: Lessons from Making Connections Social Networks and Civic Participation in Making Connections Neighborhoods connections-neighborhoods/

Standard 1.2 Private/ [Public]: The organization [department] analyzes information collected directly from low-income individuals as part of the community assessment Definition and Intent of 1.2: As discussed in Standard 1.1 this category is meant to encourage the continued goal of Maximum Feasible Participation stated in the CSBG Act. It is important to note that as communities change, the people that live in the communities and the needs that they have change as well. Thus, part of the community assessment process is learning who the low-income individuals in the community are and what needs they see existing in their community.

Conduct Focus Groups Conduct Surveys of people with low income Conduct interviews of people with low income Collect customer satisfaction data Community meetings where people with low income attended When collecting all of this data, make sure to talk to both customers and non-customers, so that as many people with low income have their voices heard Analyze all of the information collected conducted by staff and/ or board Raw data included in your needs assessment ex: interview summaries, survey results, community meeting summaries, notes from focus group Sections in your needs assessment report ex: summary analysis of causes and conditions of poverty, summary analysis of individual sections, description of methodology Meeting minutes from all staff and or board meetings where data was analyzed

Community Toolbox (University of Kansas) Community Needs Assessment Tool Kit A Community Action Guide to Comprehensive Community Needs Assessments pdf.pdf Comprehensive Community Needs Assessment Online Tool

Standard 1.3 Private/ [Public]: The organization [department] has a systematic approach for collecting, analyzing, and reporting customer satisfaction data to the governing board [tripartite board/ advisory body, which may be met through broader local government processes.] Definition and Intent of 1.3: This standard is meant to ensure that governing boards across the CSBG network are involved in the assessment of customer satisfaction data for purposes of planning and evaluation. Program staff and community partners can offer insights into the achievement of results and the evaluation of the organization’s efficiency and effectiveness in meeting the need, but systematic collection and analysis of actual customer satisfaction data is essential to understanding how programs impact the individuals and families they serve. It is inherent in the Results Oriented Management and Accountability (ROMA) framework utilized by the CSBG Network to understand who the customer is and what it is they value

In order to be in compliance with this standard all 3 parts must be satisfied, collection, analysis and reporting Have a customer satisfaction policy Ensure collection of data for all programs your agency is involved in. Have customer satisfaction survey/ collection tool Customer satisfaction policy is written down and available upon request Policies and procedures written down for collection analysis and reporting of customer satisfaction Data collection instruments Customer satisfaction report Meeting minutes to show that these policies and procedures are being followed.

Sample Client Survey Postcard, Client Complaint process and from, Client Survey

Maximum Feasible Participation: Community Engagement
Category 2 Maximum Feasible Participation: Community Engagement

Standard 2.1 Private/ [Public]: The organization [department]has documented or demonstrated partnerships across the community, for specifically identified purposes; partnerships include other anti-poverty organizations in the area Definition and Intent of 2.1: The primary purpose of this standard is to ensure that agencies (1) routinely review their partnerships to identify any weak or missing connections with key sectors of the community, and (2) participate in partnerships that are effective and aligned with their mission to reduce poverty.

The purpose of the partnership must be clearly identified Participation in community collaboratives Participation in interagency committees/ advisory bodies One time meetings, ongoing but minor exchanges of information and exploratory meetings do not count as compliance with this standard Partners must be other organizations that serve your community. Partnership documentation such as MOUs / MOAs, s, written agreements Letters of Support Sub-grantee contracts with service providers that define services provided Coalition membership list Strategic plan if it includes significant discussion on partnerships

Partnership Tracking Tool and Resources for Collaboration s_Tracking_Tool.xls

Standard 2.2 Private/ [Public]: The organization [department] utilizes information gathered from key sectors of the community in assessing needs and resources, during the community assessment process or other times. These sectors would include at minimum: community-based organizations, faith-based organizations, private sector, public sector, and educational institutions. Definition and Intent of 2.2: This standard specifically requires the community needs assessment (CNA) to gather information from the five sectors identified. CEEs should routinely engage with and gather information from diverse sectors across the communities they serve.

All 5 types of organizations are consulted during community assessment or at other times Key informant interviews are conducted Use information gathered to asses community needs and resources If certain sectors are unwilling to participate, show that you made an effort to engage them A list of stakeholders organized by sector who were consulted during the needs assessment or at other times A phone/ transcript Tool used to conduct surveys/ key informant interviews Community assessment section where it shows information gathers and the assessment of that information

Smart Survey Design Guide

Standard 2.3 Private/ [Public]: The organization [department] communicates its activities and its results to the community. Definition and Intent of 2.3:This standard is about the CEE telling its story through its website, social media campaigns, its annual reports, news releases, op-ed newspaper articles, public service announcements, newspaper, community outreach, and community announcements of public agency meetings and special events. The key is for the agency to engage in on-going communication with the community about its activities and the outcomes it creates. The communication of the CEE’s overall story should includes services it provides for clients, the outcomes it achieves, and the importance of its work in the entire community. The CEE should provide the community a holistic picture of the agency as a critical anti-poverty agent.

Communicating activities and results through multiple different channels of communication Communication needs to be to the whole community, not just made available on your website Documentation of social media activity Press releases Copies of any published media Sharing annual report/ community needs assessment at public meetings Communication plan/ policy

Issue Brief: Social Return on Investment Return-on-Investment-Brief.pdf Social Media Advocacy, Story-Telling d=31&Itemid=237#SocialMedia The Social Media Advocacy Model infographic/

Standard 2.4 Private/ [Public]: The organization [department] documents the number of volunteers and hours mobilized in support of its activities. Definition and Intent of 2.4:This information referenced by this standard is reported annually by agencies through the Information Survey (IS). Annually, over 24 million hours of volunteer service are donated to CAAs nationally. This is one of the important elements of how CAAs and the Community Action Network tell the story of its impact by leveraging volunteer hours and other resources in the community.

People volunteer for your agency and it is documented Volunteer sign in sheets Database records Schedules from volunteer activities Strategy/ Plan to engage and retain volunteers

Economic Impact of Volunteers

Maximum Feasible Participation: Community Assesment
Category 3 Maximum Feasible Participation: Community Assesment

Standard 3.1 Private/ [Public]: The organization [department] conducted [or was engaged in] a community assessment and issued a report within the past 3 years [, if no other report exists]. Definition and Intent of 3.1: Guidance on the definition of and intent behind requiring agencies to conduct a CNA comes from three main sources – the Community Services Block Grant, the Office of Economic Opportunity Instruction, and Information Memorandum 49. The intent of the standard is to ensure: Uniformity across states for the maximum time period between CNAs, Minimum requirements for the format and content of the CNA, Engagement of internal and external stakeholders in the needs assessment process.

CNA needs to be conducted, and the results need to be shared with your community. CNA needs to occur with in the 3 year time frame. CNA needs to meet all requirements for participation. A copy of the CNA either hard copy or electronic Recording of webinar discussing CNA results Minutes from community meeting where the assessment was released Confirmation the report was issued, press release, web page, .

Standardized Needs Assessment eds_Assessment_2005.pdf Head start planning Community Tool Box Community Needs and Resources

Standard 3.2 Private/ [Public]: As part of the community assessment, the organization [department] collects and includes current data specific to poverty and its prevalence related to gender, age, and race/ethnicity for their service area(s). Definition and Intent of 3.2: Collecting data across the demographic categories of gender, age, and race/ethnicity as part of the CNA is critical for several reasons. It helps a CEE clarify the conditions of poverty in its community at a greater level of detail than allowed by more simple aggregate data. Specific demographic information also helps the CEE more accurately identify the needs of the community, target programs to specific populations, and tailor service delivery strategies based on age, culture, and related factors. Including demographic categories in the CNA also helps ensure alignment with outcomes measures, which should ideally enable a CEE to show how its programs help meet the needs of the community. This requirement ensures uniform data collection, ability to identify the needs of specific vulnerable populations and, efficient use of resources towards a targeted population

Needs all 3 demographic categories included in the CNA You are not in compliance if you use state and or national statistics, but do not use any data from your service area Your are not in compliance if your data is out of date. Sections in the CNA specific to each category Data shown on maps that outline your service area. Graphs, charts and other analysis in your CNA specific to each category

Community Commons Kids Count Data Center US Census Fact Finder

Standard 3.3 Private/ [Public]: The organization [department] collects and analyzes both qualitative and quantitative data on its geographic service area(s) in the community assessment. Definition and Intent of 3.3: This Standard addresses the primary research requirements for the CNA. Quantitative data refers to information that is expressed as a quantity, which primarily means numbers. Qualitative data refers to virtually all types of non-numerical data. This might include verbal feedback from clients, discussions recorded during a community forum, interviews with key informants, and opinion articles in the media. Ideally, quantitative and qualitative data work together to help provide CEEs with a depth of analysis on the causes and conditions of poverty in their community. This standard aims to ensure effective analysis of data, use of comprehensive integrated data, and analysis of the entire service area

Both quantitative and qualitative data is collected Both data types are analyzed The data collected covers the whole service area A list of all data collection methods Copies of raw data used for the CNA The sections of the CNA that include data analysis

Living Wage Calculators

Standard 3.4 Private/ [Public]: The community assessment includes key findings on the causes and conditions of poverty and the needs of the communities assessed. Definition and Intent of 3.4: The intention of this Standard is to ensure that the CNA includes both a description of the conditions of poverty in the CEE’s service area and an analysis of its underlying causes. While the raw quantitative and qualitative data is an important component of the CNA, it is essential that the CEE conduct an analysis of this information to identify the sources of poverty of the community. In addition, ROMA asks CEEs to think through the level of the needs they see and place them at the family, agency, or community level. The main reason for this standard is to ensure that the CEEs focus on the root causes of poverty in order to prioritize self-sufficiency over service delivery, encourage dissemination of analysis of needs in the community to relevant partners.

A key findings section in the CNA. This section should outline the prioritized needs as documented and analyzed Each need identified should be categorized as family/ agency/ community A cause of each need should be discussed Meeting minutes demonstrating discussion and analysis of poverty statistics, causes and conditions.

No additional resources for this section

Standard 3.5 Private/ [Public]: The governing board [tripartite board/advisory body] formally accepts the completed community assessment. Definition and Intent of 3.5: This Standard refers to the governing board voting on a motion to accept the CNA at a regular board meeting and documenting this in the minutes. While the governing board may not necessarily be involved in conducting the community needs assessment, they are responsible for critically thinking about the results and using the assessment to drive policy, program decisions, and strategic direction. This standard is to ensure the board is involved in policy, program management and strategic direction.

The board receives and discusses the CNA. The board formally accepts the CNA Board minutes with the action item to accept the CNA and results of the vote Board pre-meeting materials / packet that included CNA

Schedule of required actions for the boards dule_of_standards_final_fillable.pdf What do Boards need to know video series l3T

Additional resources Community Action Partnership
d=96&Itemid=291 CAPLAW rdsHome.html National Association of State Community Service Programs IM 138 standards-fy-2015.pdf

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