SAMPLE DOCUMENTS

LEADING TO THE ESTABLISHMENT OF A HOMETOWN PRIDE COUNTYWIDE PROGRAM

REQUIRED SIGNATORS - HOMETOWN PRIDE AGREEMENT

County Board of Supervisors Economic Development Entity for the County Every Participating Community in the County

DOCUMENT LIST / INDEX Steps Required to Prepare for Hometown Pride Page 2-3 Hometown Pride Steering Committee Guidelines Page 4-6 Suggested Agenda / Topics - Steering Committee Initial Meeting Page 7-8 Community and Countywide Rural Committees Guidelines Page 9-10 Countywide Project Ideas Page 11 Hometown Pride Partners Formal Agreement Page 12-14 Hometown Pride Community Coach Job Description Page 15-16 Hometown Pride Community Coach Ad Page 17 Hometown Pride Community Coach Contract Page 18-20

GFS – 12.04.18

Objective of Hometown Pride – Utilizing community enhancement and planning efforts to build pride and partnerships with fellow communities and leadership necessary for both economic and cultural vitality and sustainability.

GENERAL STEPS REQUIRED BY THE LOCAL / COUNTY RESIDENTS TO PREPARE FOR A HOMETOWN PRIDE PROGRAM:

Evaluate the “fit” (or readiness) of the Hometown Pride program to the area, county and communities. That includes strength of commitment (staying power) and funding ability.

Find and select the leader(s) / evangelist(s) / champion(s) that believe strongly in the future, the concept and success.

Establishment of a “Steering Committee” to guide the effort of both research and implementation of plans to build a stronger and sustainable future for the area. Seven to nine (7-9) people are recommended. Representatives from the County supervisors, the county economic development entity and the communities need to be represented. If you can find individuals wearing two or more hats like serving on the local city council, economic development, county community foundation, school board, it will make a stronger committee.

Establish a time frame for:

o Implementing the program if selected,o Obtaining required funding,o Recruitment and selection of a community coach,

2

o Signing an agreement and payment at signing time of the required $40,000 per year for first year of the five years, and

o Making sure the community committees are established.

Set up a county wide meeting to introduce the program and the coach.

Begin the community meetings and steering committee meeting frequency for reports from the Community Coach.

Establish local community and county wide goals.

Determine the need / interest in establishing a county wide rural committee.

Build a stronger and sustainable future for the area.

3

HOMETOWN PRIDE STEERING COMMITTEEGeneral Roles and Responsibilities

ROLES: Establish goals, support and monitor progress of the Committees and

Community Coach in the following categories:o Population and Demographic Trendso County wide and Rural Area Initiativeso County Supervisors Supporto Economic Development Supporto Built and Environmental Assetso Cultural Growth & Business Vitalityo Sustainability of Communitieso Residents Involvement and Supporto Leadership and Training Needso Youth Involvemento County, Community and Local Foundations Support

Specific measurements to consider in evaluating Community Coach performance:

o Number of grants received, and dollars reinvested o Number of hours contributed by local volunteerso Brand for the area that can be embraced by all involved.o Enhancement Improvements in the communitieso Quality of Life Enhancements in the following areas:

Cultural & Economic Vitality Environmental / Economic Sustainability

o Property Valueso Business and Economic Receptivenesso Citizen Involvement and Population growth.o Leadership growth.

4

GOVERNANCE: Individual members need to provide representation of the respective area / entity

they represent. See that the county and communities prepare plans of action plan or at a

minimum a two-year strategy. Review and adjust as needed. Recruit, interview and select the coach for the program to KIB. Provide continuing guidance and assistance to the Hometown Pride Coach. Represent the program where and when it is appropriate. Meet quarterly to receive progress updates, monitor and strategize the five-year

plan. Assist the coach in communities that lag or become inactive. Support growing partnerships to accomplish programs. Assure that there is communication program to all committee volunteers,

shareholders and residents on a consistent basis. Maintain and guide the five-year Hometown Pride agreement.

COMMUNICATIONS AND MARKETING COMMUNITY COACH PERFORMANCE MONITORING:

Develop and maintenance of a data base for communication. Preparation of a communication plan with citizens, committees, funders, county

supervisors, economic development, legislative and political leaders. Each of those may have a different plan.

Preparation of periodic progress reports to partners and stockholders. Establishment of a media relations program to assist the program and the coach. Conduct an annual evaluation of the Community Coach and program in

conjunction with KIB. Establishment of an annual meeting / celebration event for public sharing.

FUNDRAISING / PARTNERSHIP DEVELOPMENT Lead and assist in raising the financial support required for the program. Encourage the support required from the local governmental units. Encourage private donations. Encourage and support relationships and support from the county and

community foundations. Support long term sustainability plans and efforts.

RESOURCE UTILIZATION BY THE COMMUNITY COACH Engaging youth through organizations like the 4-H, FFA, Scouts, Church

Groups, etc. to become involved in the Hometown Pride program.

5

Encouraging new involvement levels of citizens to broaden the base from the same “ten people” that normally do all the work.

Developing a leadership program that will build capacity and knowledge. Encouraging local philanthropy in terms of “time, talent and treasure”. Partnership with the county-wide Community Foundation Communication with elected officials: city, county, State, Federal Support from the Regional Council of Governments, Trees Forever, County

Foundation, Tourism Commission, Iowa Economic Development Authority, Regents Institutions IU and ISU, Community Colleges, Private Colleges, etc

6

STEERING COMMITTEE SUGGESTED TOPICS FOR INITIAL MEETING

Welcome and Introductions

Clarity in who determines success with the Hometown Pride Program.

Explore with them the members what they expect or want to happen for their community and the county.

Comments from the Hometown Pride Community Coach If Already Selected and if not the process for recruitment, selection, time frame, etc.

Select and / or confirm officers for the Steering Committee – chair, vice chair secretary and treasurer.

Establish a schedule of meetings. Meetings can always be canceled if not needed.

Review the goal setting / plan process for communities and the county.

Dealing with and / or establishment of a rural Hometown Pride committee to look at local countryside improvements and county wide projects like trails, branding, themes, calendar of events, county wide events, etc.

Data base management – who and in what format, etc. Outcome measurements.

Communications plan by the Steering Committee and Community Coach – initial ideas, newsletter, electronic, printed, web page, face book, etc.

Getting the community committees started – process, timing and deadlines.

o Mayors need to appoint 5-8 committee members or re-authorize an existing committee to serve.

7

o Follow-up process and calendar of initial meetings for the coach.o Agendas for initial community committee meetings.

Election of Officers Meeting schedule and location – publicizing. Taking and distribution of minutes Financial management – getting the city or township or county or

an existing 501c3 to establish and handle an account for the committee when needed.

Plan review or begin an abbreviated community planning effort led by the community coach.

Obtaining public input into the plans for the community. Assignment for leading various elements of the plan along with

tentative schedules for action. Media and PR work and process.

Role of the steering committee in assisting the HP Com. Coach.o Assist with any difficulties with local committees in getting started,o Monitor and evaluate the work of the HP Com. Coach.o Assist with media and PR needs.o Maintain communications with the HP Com. Coach.o Encourage public input into county wide projects.o Assist in recruiting youth involvement.

8

Guidelines for the Individual Community & Countywide Hometown Pride Committees

Keep Iowa Beautiful Hometown Pride Program provides long-term technical and support assistance to rural communities to implement their community planning efforts through Community Coaching. The result will be empowered community citizens with impacts on the image of the area through physical improvements to the community, increased community pride and enhancement of its attractiveness. Those efforts will result in accelerated cultural and economic vitality. A county wide rural committee to work on rural enhancement efforts might also be considered.

The Community Coach is recruited and selected by the steering committee. The decision to succeed or fail is totally based on local decisions. The selected coach will work with the communities in a County for a period of up to five years. Formal schedule of meetings and minutes will be required. Committees should be appointed by the Mayor or in the case of county wide efforts by the Chair of the County Supervisors

A Community Tool Kit of resources, developed by KIB, will be utilized and shared with the Hometown Pride Committees and practitioners in community enhancement work.

Each community will be required to have working Hometown Pride Committee. That can be achieved by establishing a new committee with newly appointed representatives or the revitalization of an existing community committee.

Guidelines for Hometown Pride Community Committees

Purpose: To advance the economic and cultural vitality in the community and county. Each partner community will establish a Hometown Pride Committee with authority to implement the community’s approved plan and take action on behalf of the city. If a partner community does not have an approved community plan, the Hometown Pride Committee will assist (with

9

assistance from the Community Coach in the development of the plan. The plan should be provided to the City Council for their consideration.

Members: Each Hometown Pride Committee shall have 5-8 members. One of the members of the committee shall be a city clerk or a city council member. At least one youth member will be appointed to each committee. The

other members selected should be representative of the residential and business segments of the community. Gender balance is a goal.

Appointments: Members for each Hometown Pride Committee will be appointed and approved by each City Council. Members will serve terms fit to

community needs. Selected members should pledge to the council that they will be faithful in attendance and in commitment to the program.

Meetings: During the first year of the project, the Hometown Pride Committees will meet monthly with the community coach. Meetings are encouraged to be

conducted utilizing “Roberts Rules of Order”. Officers will need to be selected and meeting minutes will be maintained.

Communications: Committee members will help communicate the Hometown Pride community plan to residents in the community. The city clerk or city council member who serves on the Hometown Pride Committee will provide quarterly or periodic updates to the City Council. Contact with local legislators is important.

10

CONCEPTS TO CONSIDER FOR COUNTYWIDE PLANS / EFFORTS

In many counties, most citizens focus on the development of their own community rather than the county. Here are some ideas that could be considered to encourage more collaboration between communities and rural areas. To help thinking in that direction, here are some areas of interest that could be considered:

Building and strengthening relations between the county Board of Supervisors and the communities in the county.

Linking County, Community, Tourism, Economic Development, County Conservation Web pages, face book, efforts if not in place. Etc.

Countywide calendar of community events.

Encouraging state and federal representatives to support faster/cheaper/more reliable broadband and cell phone coverage.

County wide clean-ups.

Developing a brand / identity for the county.

Supporting a countywide marketing plan if there is no effort in place.

Sponsor a county-wide housing study

Trail development planning

Support the growth of the county foundation and establishment of local community foundations.

County wide wayfinding programs – signage and audio through information numbers.

Succession and transition planning workshops for business’s and farm families.

Workshops about the tax benefits of gifts including those of grain and livestock to local charities, non-profits, churches, hospitals, schools, etc. 

Cultural events and activities county wide – garage sales, heritage mapping, traveling meals (coordinate a meal program in all the communities).

Historical and heritage marketing / signage if not in existence.

Support of the Co. Conservation efforts around the county.

Tree planting / roadside enhancement efforts.11

Cemetery tourism.

Crime prevention and emergency service support.

Others??????

Hometown Pride Partnership AgreementDate: ______________Month _____Day _______Year

Partners: Keep Iowa Beautiful- Hometown Pride, _____________County Economic Development Corp____________County Supervisors, and theCommunities of: Individually list them.

Terms of the Agreement: This agreement shall be in effect for a period of five years with optional renewal on an annual basis and dependence on funding for the program. An annual evaluation / performance review should be conducted by Keep Iowa Beautiful with the partners one month prior to the end of each year of the agreement. Two-month notice will be provided by any party of the agreement on potential termination of the agreement.

Objectives of the Agreement: To further the economic and cultural vitality of the county and the communities by supporting, facilitating and furthering community and county plans in a coordinated and partnership strategy.

Service to be provided by Keep Iowa Beautiful:

Recruitment and management of a “community coach” to serve the partners defined above. Selection of the Community Coach will be by the Steering Committee.

Development of a “tool box” of programs, services and financial opportunities. Assessment of county and community plans and assessment of “tools” that will help to

implement those plans. Assist in developing short term plans for those without a plan. Aid in implementing those tools for each partner. Assist in community audit evaluations where needed. Annual reporting and program evaluation. Financial support.

12

Service to be provided by the local economic development entity: Assist in establishing a steering committee that includes community, county, and the

economic development group. Provide provision of temporary work space for the community coach to utilize when in

the area. Provide provision of space for periodic meetings. Facilitate communications with the partners. Payment to the program as outlined in this agreement. Establish training / education sessions for community leaders / city council members /

County supervisors, as may be needed. Serve as the financial broker for the county and communities payments so that the two

first year payments are made to KIB.

Service to be provided by ________________ County:

Serve as the contractual organization for selected programs. Provision of data to aid in the evaluation process. Aid in communications to county residents. Facilitate meetings and events as may be mutually agreed. Payment to this program as outlined in this agreement. Implement of a planning process for implementing provisions of 350.12 (County

Conservation Board Beautification Program including input from the County Engineer and potential youth and / or youth group involvement efforts)

Service to be provided by each partner community:

Have an approved community plan or commitment to establish such a plan that has been or will be endorsed by the current city council and in the case of the county, a county wide plan conforming to Iowa Code 350.12 as previously outlined.

In the first year each community and the county will appoint a working committee (in a timely manner) with a city council member or city staff member to serve on that Committee and be a liaison between the Working Committee and the City Council.  This Committee Member will be expected to provide quarterly updates to the Mayor, City Council or county supervisors and the public.

The working committee appointed in year one will continue for the future. In those future years the working committee will have the authority to take actions on behalf of the city / county, based on a city council or county supervisors approving the plan of action provided by that committee.

Provision of temporary work space for the community coach when working in the community.

Provide meeting space. Payment to the program as determined in this agreement. Assist in meeting / event sessions as may be needed.

13

Communication with the community / county residents.

14

Financing and terms of the Program:

Agreement to take effect on ______________, 20___.

Total annual cost of the service for year one is $80,000.

Keep Iowa Beautiful will provide and commit to 50% or $40,000 per year for a total grant of $200,000.

_____________ Co. Econ. Dev. Corp./ ___________ County _____Listed Communities, or other sources (to be identified, i.e. Community Foundation, etc.) will cover 50% or $40,000 (year one) for a total five year commitment of $200,000.

Payment to KIB will be made before or at the time of signing the agreement: _____________, 20___

The initial contract period shall be from month, day & year to month, day & year. Allocation of funds: (year one)

KIB $40,000 Communities (Define allocation for each) $10,000 The following sources should provide $30,000

Economic Development Group $ ??? County Supervisors $ ??? Community Foundation and other sources $ ???__

Sub-total $30,000

Grand Total $80,000

Agreed To: _________________, 20___

By:______________________ for ________ Co. Econ. Dev. Corp.

By: ______________________Mayors of the communities:

By: ______________________ for ______ County

By: ______________________ for KIB

“If you want to go fast, go alone. If you want to go far, go together.”Ron Drake – Author “Flip This Town - Preservation Made Practical on Main Street USA”.

15

County Hometown Pride Community CoachJob Description

FunctionTo provide long-term community enhancement, technical and support assistance to _________County, Economic Development entity and the communities in _____ County, facilitating and advancing community plans and community enhancement efforts utilizing a coordinated, partnership strategy.

Responsibilities1. Build an _________County Hometown Pride program.2. Review and assess the county’s strategic plan and any existing community plans.3. Assist those communities who do not have a community plan in community plan

development.4. Research and identify grants, resources, and fundraising opportunities that will

help to implement community plans.5. Equip community members to apply for grants, seek matching funds, and

successfully complete grant applications.6. Facilitate community audits through the “First Impressions” model from the

University of Wisconsin Extension or another approved model in each of the communities.

7. Utilize and assist in the revisions of KIB’s toolbox of resources and share this information with the county and community working committees.

8. Communicate regularly with the county steering committee and community working committees and schedule meetings as needed to discuss and advance their plans. General goal would be monthly community meetings and quarterly steering committee meetings.

9. Establish a rural working committee to develop a plan to address the countryside needs.

10.Assist the communities and county in media and public awareness activities.11.Serve as a program speaker at community and civic club meetings.12. Provide periodic and annual reports to KIB and the partners highlighting the

program results.Qualifications

Required Education and Experience1. Bachelor’s degree in Public Administration, Planning, English, Journalism, Social

Science, or a related field. 2. A minimum of three years of community planning or economic development

experience.3. Grant writing, research, and grant management experience.

16

4. Demonstrated success of effectively leading change through strategic planning.5. Proven ability to work with and listen to groups.6. Proven ability to successfully engage and collaborate with community volunteers,

elected officials, and the media in community projects and programs.

Preferred Education and Experience1. Master’s degree in Public Administration, Planning, English, Journalism, Social

Science, or a related field.

Required Competencies/Traits

1. Strong and effective oral and written communication skills, including excellent listening skills.

2. Must be Microsoft Office proficient (i.e. Word, PowerPoint, Excel).3. Must possess leadership skills and a self-motivated personality with a strong goal

to succeed. 4. Ability to inspire and motivate.

ReportingThis position will report to the ________ County Hometown Pride Steering Committee for specific management and program issues and needs and will report to the Keep Iowa Beautiful Executive Director for contract conformance.

Work Environment and Position Type

Position Type: This is a contract position for consulting services and should not be viewed as a staff position of Keep Iowa Beautiful. Hours of work and days of work are flexible. Evening and weekend work will be required as job duties demand.

Work Environment: This job does not have a formal office and significant travel to the Sac County communities is required. The community coach will be required to provide transportation. When working in the various ________County communities, work space will be provided.

Compensation: Compensation for this position is $60,000 to $70,000 annually dependent on qualifications. Additional compensation will not be provided for travel and office expenses. Benefits are not included, as this is a contract position. A four and one-half year contract is desirable.

To Apply:The deadline for application is: time, date and year or until position is filled. Please submit cover letters and resumes electronically to the _________designated Chair of the Steering Committee. Contact ___________, Steering Committee Chair at _________ (phone number) for further information

If you have questions about the Hometown Pride program, please contact Gerald F. Schnepf at (515) 323-6507 or gschnepf@keepiowabeautiful.com.

17

Hometown Pride Community Coach Advertisement

Keep Iowa Beautiful and the _____________ County Hometown Pride Steering Committee seek a Community Coach for the established _____________ County Hometown Pride program. The Coach will work with ____(Number)____ communities, economic development and the county to facilitate and advance development and enhancement plans. Candidates from within ____________ County are discouraged.

The successful candidate will possess: Minimum of 3 years community planning - economic development experienceSelf-motivated personality with leadership and listening skillsStrong successful public relations experienceGrant research and writing experience with proven successPartnership development and management talent / historyTechnically skilled

For additional information on this contract position, including a detailed job description, please see www.keepiowabeautiful.com. Qualified candidates should send a resume and cover letter addressed to ________________, Steering Committee Chair by 4:30 on ________month, _____day, ______year to: ___________email address of steering committee chair.

18

HOMETOWN PRIDE COMMUNITY COACHING AGREEMENT CONTRACT

This agreement, when signed, represents a contract for Hometown Pride Coach Management and services to Economic Development Partner, the County and the communities in the county and Keep Iowa Beautiful by Executive Director in consultation with the contracted community coach.

This contract is for one-year duration with the desire for service to be renewed annually if mutually agreed to, for a period of up to four additional years. Each year’s conditions for service to be negotiated at the time of the annual contract renewal period. This agreement will cover month, day and year to month, day and year. Negotiations for renewal will begin month, day and year.

Partners for this Hometown Pride project are Keep Iowa Beautiful (KIB), Economic Development entity, County, and the communities within the county.

CONDITIONS OF THE AGREEMENT:

A. Selected Community Coach (named) agrees to provide the following community coaching services to KIB and the partners in the agreement:

1. Assist in the development of a tool box of programs, services and financial assistance opportunities and utilize and share this information with the county and community working committees to help them implement their plans. a. Provide the tool box of programs, services and financial assistance to KIB staff for additional utilization by other Hometown Pride Community Coaches. b. Maintain and update the tool box as needed.

2. Provide long-term technical and support assistance to the partners and initially the communities in the County to facilitate and advance the county’s strategic plan and community plans utilizing a coordinated partnership strategy.

3. Review and assess the county strategic plan and nine community plans and identify tools that will help implement these plans.

19

4. Explain, encourage and facilitate the “Community Audits” through the use of the “First Impressions” model from the University of Wisconsin to each of the communities.

5. Communicate regularly with the designated county and community liaisons for the county and community working committees and schedule meetings as needed to discuss, facilitate and advance their plans.

6. Assist those communities in need of a community plan in finding a source and in developing a process, etc. for that effort.

7. Provide an annual report to the partners which will include program numbers, descriptions and results of the technical and support assistance provided to the county and communities to facilitate and advance their plans.

8. Work with and establish a rural working committee to develop a plan to address the countryside needs.

9. Assist the county and the communities in media and public awareness efforts.

10. Communicate regularly with Keep Iowa Beautiful staff. Provide KIB Board and staff with quarterly updates / reports and an annual report to the county and to each of the communities.

B. Keep Iowa Beautiful agrees to the following:1. Be timely in assisting the consultant in the program.2. Be timely in payments for the services.3. Provide direction and management as needed.4. Provide support materials and service as needed to assist in meeting project goals.5. Represent KIB when required at meetings / events.6. Provide media and awareness support where possible.

C. Consulting Services Fees1. Hometown Pride Community Coach Services: a. Three days per week, 48 weeks per year, includes office and travel expenses $________ total annual contract to be invoiced to KIB at the 15th of each month of service in twelve equal payments of $______ or establish a direct bank deposit program. Additional costs carried by KIB includes the toolbox development, community coach training and direct support from the main office of materials and time (education, various program support, development and marketing). b. KIB agrees to cover 50% of the cost and the remaining 50% will be

20

provided by a mixture of participating contributors, in support of the ____________ County Hometown Pride Program.

D. Cancellation of the contract It is mutually agreed that either party to this contract may cancel the agreement based on a notice of 45 days. If the consultant determines to cancel the contract, the consultant will assist in finding and securing a replacement, providing the necessary training and introducing that person to the program to obtain the county and community leadership acceptance. Removal for illegal, immoral and / or improper behavior that is not consistent with the principles and mission of Keep Iowa Beautiful will be immediate. Renewal of this contract is dependent on available funding through Keep Iowa Beautiful.

AGREED TO THIS ___th DAY OF Month, 20___.

__________________________________ _________________________________ Community Coaches Name Gerald F. Schnepf, Executive DirectorCounty Hometown Pride Community Coach Keep Iowa Beautiful

21

NOTES FOR YOUR HOMETOWN PRIDE PROGRAM

22

23

NOTES CONTINUED

24