Strategiz-Lyon-Township-Public-Library-Proposal

Proposal to develop a Year Strategic Plan September 2018 Becky Davenport Al Herbach Strategīz Lyon Township Public Library Table of Contents Overview Project Vision: Process, Activities and Approach Due Diligence Strategic Planning Process Plan Development Scope of Services Project Activities and Timeline Strategic Responsibilities and Exclusions Fees and Payment Structure References Appendix I: Team Resumes Strategīz Page Lyon Township Public Library Overview The Lyon Township Public Library (LTPL) has played a pivotal role in the Lyon Township community since it opened in 1974 As they enter the year 2019, the changes facing the LTPL are at the same time exciting and challenging The demographics of the Lyon Township community are shifting; it is one of the fastest growing municipalities in Michigan New technology has transformed many daily activities, communications, and access to information The opportunity for the future of the LTPL is to first understand these changes; develop sustainable strategies and tactics to remain a relevant neighborhood organization; and continue to be engaged in the conversation with the residents of Lyon Township and surrounding communities Strategiz Founders and Partners, Becky Davenport and Al Herbach, have been involved in strategic planning projects for Detroit initiatives over the past 14 years Ms Davenport’s early involvement began with development of the strategic plan for TechTown and financial strategy and strategic planning for the M-1 project Ms Davenport was a part of the interim management team for Cobo Center when the DRCFA was formed in September 2009 and has continued her work with the project through annual business planning and Balanced Scorecard reporting for the DRCFA Board Ms Davenport was a resident from 1987-2008 and relocated back to the Detroit area in 2015 after years in Chicago Ms Davenport and Mr Herbach have led strategic planning processes for many Detroit area institutions including the Detroit Artist Market, the Grosse Pointe War Memorial Association (GPWMA), Detroit Public Theater, Grosse Pointe Public Library, Detroit College Access Network, Downtown Detroit Partnerships and their affiliate programs Build, MoGo, and Detroit Experience Factory Ms Davenport has also facilitated annual business planning for Cobo Center since 2010 and developed business plans for convention centers in Philadelphia, Florence, SC, Montego Bay, Jamaica, and Mobile, AL The GPWMA strategic planning project required Strategiz to understand the somewhat independent lines of business (hospitality, community engagement, and Veterans initiatives) and develop an integrated and sustainable plan for the entire organization Four task forces were developed to support this process that consisted of Board members, staff and influential community residents and business leaders Several focus groups and community surveys were completed (in addition to extensive secondary research) to ensure the planning process was data-driven A comprehensive written strategic plan was completed and supported by a stand-alone executive summary and powerpoint presentations for the Board and the community Strategīz Page Lyon Township Public Library The Grosse Pointe Public Library project also included the integration of multiple departments within the organization and collection of primary data via focus groups, interviews and surveys The project required an understanding of the library’s current and desired brand positioning, current and projected market needs, and potential partnership and funding opportunities Our history with nonprofits in the Detroit metro area and experience with nonprofit strategic planning creates a unique set of expertise and perspectives to work with the Lyon Township Public Library on the creation of their 3-year strategic plan Ms Davenport and Mr Herbach’s work in Chicago also provides another layer of experiences and insight into a larger and somewhat more mature eco-system Please see Appendix l for comprehensive bios for Ms Davenport and Mr Herbach Project Vision: Process, Activities and Approach Due Diligence The process begins with a rigorous review of existing documents and interviews with staff, board members and key stakeholders to gain a full understanding of the history, successes and challenges of the organization This will include the review of prior strategic plans, historical financials and budget projections, policies and procedures; by-laws of the Board of Directors; current partnerships or other contractual agreements; donor and funding records and commitments; and organizational reporting and job descriptions A project launch with the LTPL leadership team will outline the project goals and objectives and timeline, and review the organization’s mission, vision and value proposition to key stakeholders Data Gathering Secondary Data A comprehensive review of the ecosystem surrounding the Lyon Township Public Library and an understanding of the current and evolving roles of the Lyon Township Public Library’s partners will enable the team to have a common understanding of the landscape and the current and potential role of the library This phase will include the analysis of economic and demographic projections for Lyon Township and the surrounding area An important aspect of this phase includes the review of best practices and benchmark data for library systems and a robust assessment of current and future trends Strategīz Page Lyon Township Public Library Primary Data The first step in the primary data collection will be one-on-one interviews with staff, selected LTPL Board members, and The Friends of the LTPL Board members Specific requirements for primary research will be developed through the due diligence process as data gaps and opportunities to better inform the strategic planning process are uncovered These may include community focus groups, partner interviews, round-table discussions and community surveys targeting both users and non-users Strategiz will be responsible (in conjunction with the Lyon Township Public Library leadership team) for developing the data collection methodology and facilitating the focus groups or interviews Strategic Planning Process The strategic planning process itself will incorporate a deep-dive into the LTPL programs to fully understand operations; strengths and weaknesses; synergy with the mission and vision of the LTPL; and potential sustainability The underlying primary and secondary research will inform this process and ensure strategic direction is data-driven Strategiz will present an orientation to the strategic planning process with LTPL staff in December 2018 A strategic planning task force will be identified and launched in December to participate in monthly discussions to assess the data and participate in the development of strategic direction This group will provide critical input on the organization’s mission, vision and core values The strategic planning task force may be comprised of LTPL leadership, Board members of the LTPL and The Friends of the LTPL Additional representation may include community and partner organization members Plan Development The plan will be developed over the four month period as data is gathered, vetted, and assessed The analysis will include the identification of both human and financial resources required and an evaluation of current resources to identify gaps in expertise, experience, or funding The feasibility of obtaining additional talent will be carefully reviewed and recommendations developed to facilitate staff recruitment and retention Findings and updates from the primary and secondary research and strategic planning task force will be shared on an on-going basis electronically with updates at monthly Board and/or staff meetings Strategiz will work with the LTPL staff to develop 3-year financial projections reflecting the strategy and tactics and validating the financial feasibility of the plan The clear identification of measurable goals and objectives is a critical part of the process SMART goals will provide a framework to develop measurable and time-bound Strategīz Page Lyon Township Public Library goals for the on-going assessment and evaluation of results Strategic plans are road-maps that may encounter detours due to changes in the internal or external environments A disciplined approach to on-going evaluation is critical to the success of the plan and enables the organization to identify and understand when course corrections are required The Balanced Scorecard is an accessible tool that Strategiz has successfully used with other organizations and is an adaptable platform to evaluate and communicate results on a quarterly basis with staff and Board members The draft strategic plan and executive summary will be completed and submitted to the Library Director in March 2019 for review and comment The final strategic plan will be presented at the April 2019 Library Board of Trustees meeting Strategiz will collaborate with the Library Director to complete a strategic planning summary to be shared with community members and other key stakeholders Scope of Services Strategiz, LLC (Consultant) will develop a strategic business plan​ ​for the Lyon Township Public Library (Client) according to the terms outlined in this Statement of Work for a period of approximately months The final schedule will be dependent on availability of staff, board members and stakeholders participating in the process Project Activities and Timeline This project will consist of the following activities over the length of the contract The project deliverable is a comprehensive strategic plan that captures the mission and vision of the organization and ensures the future success and sustainability of the Lyon Township Public Library This will be refined during the first 30 days of the engagement to ensure the feasibility and availability of all resources and timelines PHASE l: ACTIVITY METHOD and TIME-LINE Document Review Due Diligence ● ● ● ● ● ● ● ● Current and historical planning documents Policy and procedures Contracts Financials (YTD and prior years) 2018 budgets Organizational chart Job descriptions Board Bylaws Strategīz December 2018 Page Lyon Township Public Library Phase l Data Gathering: Interviews ● Staff ● Selected Board Members (LTPL and The Friends of the LTPL) ● Community Leaders ● Selected Supporters/Partners Task Force ● ● ● ● Project overview for all LTPL staff Identify task force participants ½ day kick-off session Task Force outcomes include: o Goals and Objectives (with metrics) o Input on key benchmarks and industry trends o Competitive Analysis and Positioning o Target market o Strategies and Tactics o Impact Rubrics o Human Resources o Funding strategies Phase ll Data Gathering: Community Input ● Focus Groups ● Interviews ● Community-wide survey One on one interviews December 2018 January 2019 Launch + Monthly meetings: December 2018 – March 2019 On-line and printed surveys Interviews/Focus Groups with current and potential neighborhood residents and businesses December 2018 March 2019 Benchmarking ● Identify and research regional and national best in class community economic development organizations Strategīz Online and phone interviews December 2018 February 2019 Page Lyon Township Public Library ● Review best practices from associations and other organizations or research ● Select relevant and appropriate benchmarks to inform goals, objectives and metrics for LTPL Financial Modeling ● Base model reflecting 2015 and 2016 actuals ● Assumptions incorporating key initiatives from strategic plan including new funding requirements and projected funding sources ● 3-year projected Income Statement Strategic Plan Documentation and Review ● Comprehensive strategic plan including: o Executive Summary o Organizational History o Mission, Vision and Core Values o Goals and Objectives o SWOT o Value Proposition o LTPL’s Eco-System o Industry Trends o Market Needs o Market Research and Benchmarks o Partners o Marketing and Communications o Talent Management o Funding o Financial Projections o Implementation and Milestones o Balanced Scorecard for quarterly reporting and on-going analysis of actual vs projected results Board Presentation Strategiz with additional LTPL staff input February - April 2019 Strategiz with review from staff and Board chairs/vice-chairs April 2019 Board Meeting ● Strategic Plan draft and executive summary ● Final strategic plan and executive summary for LTPL Board of Trustees Strategīz April 2019 Page Lyon Township Public Library Finalize Strategic Plan and Implementation Plan ● Communicate with staff, stakeholders and community Strategiz and staff April/May 2019 Strategic Responsibilities and Exclusions Strategiz will be responsible for all components of the strategic planning process including: ● ● ● ● ● ● the development of surveys and survey methodology data analysis meeting facilitation regular updates and on-going communication financial projections completion of a professional and comprehensive strategic plan document and executive summary Strategiz will not be responsible for administering a telephone survey, if that is determined to be an appropriate survey methodology Fees and Payment Structure Client Responsibilities Lyon Township Public Library will make all pertinent business records and relevant information available to Strategiz during the term of the engagement as requested Payment Terms Based on the project scope, Strategiz has provided the following quotation of fees for this project This fee is inclusive of all travel and other ordinary project expenses with the exception of final printing of the strategic plan document All changes in scope will require revised time estimates and written Client approval to implement Strategiz will invoice the Client according to the following schedule Client shall pay Consultant within 15 days of receipt of invoice Any amount which is not paid when due shall bear interest at a rate of 1.5% per month or portion thereof from the date such amount became due Strategīz Page Lyon Township Public Library Project Professional Fees Complete Project $12,000 Consultant will invoice Client according to the following schedule: Payment Description Invoice Date Invoice Amount Month Professional Services December 1, 2018 $ 2,500 Month Professional Services January 1, 2019 $ 2,500 Month Professional Services February 1, 2019 $ 2,500 Month Professional Services March 1, 2019 $ 2,500 Month Professional Services April 1, 2019 $ 2,000 References Charles Burke President and CEO, Grosse Pointe War Memorial Association cburke@warmemorial.org (313) 332-4010 Jessica Keyser Library Director, Grosse Pointe Public Library jkeyser@gp.lib.mi.us (313) 343-2325 Sarah Winkler Founding Artistic Director, Detroit Public Theatre sarahwinkler@detroitpublictheatre.org (313) 468-7001 Strategīz Page Lyon Township Public Library Jeanette Pierce Founder, Detroit Experience Factory jeanette@​detroitexperiencefactory.org (313) 268-6562 Strategīz Page 10 Lyon Township Public Library Appendix I: Team Resumes The Strategiz project team will be led by Becky Davenport and supported by Al Herbach Becky and Al are Founding Partners of Strategiz, LLC and have worked together on a variety of consulting projects to provide strategic and operational support to clients in a variety of non-profit and for-profit industries Becky brings 20 years of strategic planning and consulting experience for both not for profits and for profit organizations including TechTown, Detroit RiverFront Conservancy, M1 Rail, the DRCFA and Cobo Center, Detroit Artists Market, Lyon Township War Memorial Association, Walsh College, Teach For America, and the League of the Chicago Symphony Orchestra Association Al launched and built a successful software organization, Systems Start-up, which he sold to Computer Associates in 1997 Al continued as the Senior VP of the ERP Professional Services Group at Computer Associates before joining Illuma as the Chief Operating Officer Al is also Owner and Director of a Chicagoland Jewish deli concept, Schmaltz Delicatessen​, and has been an Advisory Board Member of the Coleman Entrepreneur Center and Vice President and President of Congregation Etz Chaim Becky Davenport Ms Davenport has provided strategic planning and business development consulting services for non-profit and for-profit companies over the past 20 years Ms Davenport is a founding partner of Strategiz, LLC, a Chicago based consultancy launched in 2012 to help women significantly scale their businesses Strategiz is focused on assisting non-profits and women-owned businesses in strategic and operational consulting, developing advisory boards, facilitating peer groups, fundraising, and leadership development The Strategiz client base includes non-profits and for profit businesses in Chicago and Detroit Ms Davenport (with Mr Herbach) recently completed the 10-month strategic planning process for the Lyon Township War Memorial Association (GPWMA) The GPWMA has served as a cornerstone community center in Lyon Township since 1949 and faced many of the challenges reflected in the neighborhoods, businesses and economy The strategic planning process brought together staff, Board and community members to re-imagine the GPWMA’s role through 2025 and create a pathway for a sustainable future that met unique needs of the community and created a distinct role for the Strategīz Page 11 Lyon Township Public Library GPWMA The work included primary and secondary research and the development of key metrics and year financial projections Ms Davenport was part of the interim management team for the Detroit Regional Convention Facility Authority and continues to support the Authority in strategic and operational planning The interim team developed a comprehensive strategic plan for the Authority; financial operating statements and financial projections; recommendations regarding the future funding of the organization; and establishment of strategic and financial operating initiatives The interim management team developed policies and procedures resulting in annual new revenue of over $1.1M and annual expense reductions of over $2.5M Ms Davenport has continued to support the DRCFA and Cobo Center Operations team in a variety of business planning and business management processes including quarterly Balanced Scorecard reports for the DRCFA Board; working with the Board to develop and report on key initiatives (post-renovation); the design of a customer satisfaction survey utilizing local college interns; and annual business planning for the Cobo Center Operations team over the past 5+ years Ms Davenport, as a partner in The Macke Group, participated in the development of the M-1 Light Rail financial framework and business plan from 2009 through 2013 Ms Davenport has worked with and supported the Detroit RiverFront Conservancy on a variety of projects from business and financial planning to recruitment and HR programming initiatives Ms Davenport was a part of the team that created and implemented the strategic business plan for Wayne State University’s business development project known as TechTown Ms Davenport launched their first entrepreneurial program known as Frontline Accelerator for Science and Technology to accelerate the commercialization of start-up and early stage businesses Ms Davenport developed and taught a variety of undergraduate and graduate business at Wayne State University for over 18 years Ms Davenport mentored students through the DePaul Coleman Entrepreneur Center; taught a continuing education program known as Start-Up Chicago, and developed and taught an entrepreneurial class designed for formerly incarcerated individuals to provide the skills and resources necessary for them to develop and launch successful businesses Prior to her consulting practice, Ms Davenport spent 15 years in global account sales and marketing for AT&T in Boston and Detroit She has been an active member of her community as a board member, trustee and chairperson for numerous fundraising events She is currently a member of Sigma Gamma Association supporting Detroit Institute for Children and the League of the Chicago Symphony Orchestra Association Strategīz Page 12 Lyon Township Public Library Ms Davenport has an MBA from the University of Texas with a concentration in marketing and a BS from the University of Texas Ms Davenport is an accredited Peer to Peer Facilitator from the Edward Lowe Foundation Al Herbach Al Herbach concentrates his practice in business advising, finance, operations and information technology acquisition and implementation His clients are small and medium sized companies with specialization in technology oriented companies, professional services firms, retail ventures and entrepreneurs Mr Herbach is a founding partner in Strategiz, LLC, a Chicago based consultancy concentrated on helping women entrepreneurs grow their businesses In this role, he manages the firm’s business operations and works directly with clients of the firm as a business consultant and coach Mr Herbach is an owner and director of Schmaltz Delicatessen, a Jewish deli concept, based in the Chicago suburbs He is CEO of the SchmaltzOnline.com e-commerce sales organization and is COO of Schmaltz Retail Products Mr Herbach has experience as a chief operating officer, managing director, senior vice president of worldwide professional services and founder of several businesses He previously was Chief Operating Office of illuma, a recruitment management firm based in Chicago Mr Herbach was previously owner and Executive Vice President of Systems Start-Up, Ltd., a software consulting firm specializing in modification and implementation of Computer Associates’ ERP product, CA-PRMS He led the team that coordinated the sale of Systems Start-Up to Computer Associates in 1997 After the sale was completed, he managed the ERP Professional Services group within Computer Associates as Senior Vice President As a member of the Advisory Board of the Coleman Entrepreneurship Center at DePaul University, Mr Herbach was a member of the strategic planning committee that developed a 5-year plan to revamp the organization’s mission and increase development within the Center Mr Herbach served as Vice President of Congregation Etz Chaim of DuPage County for years and as President of the Congregation from 2009-2011 In this role he coordinated the budgeting process, led a $400,000 fundraising campaign for introducing solar power to the congregation and installing a new roof and led the committee that organized the 50​th​ Anniversary celebration for the congregation He is currently the president of the Congregation Etz Chaim Foundation Strategīz Page 13 Lyon Township Public Library Mr Herbach received his BS in Computer Science from Michigan State University and MBA with a concentration in Entrepreneurship from DePaul University Recently, Mr Herbach was awarded the ​Alumni Award ​by the DePaul University Coleman Entrepreneurship Center Mr Herbach is an accredited Peer to Peer Facilitator from the Edward Lowe Foundation Strategīz Page 14