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SEM-1: Preparing for Renewal

SEM-1: Preparing for Renewal. October 8, 2015 Jennifer Brady-Connor, Program Manager Valerie Roof, Review Specialist. Who’s here….?. Workshop Objectives. Background & Renewal Process Renewal is New and Improved Using the Requirements Manual Dealing with the “what ifs” Workplanning

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SEM-1: Preparing for Renewal

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  1. SEM-1: Preparing for Renewal October 8, 2015 Jennifer Brady-Connor, Program Manager Valerie Roof, Review Specialist

  2. Who’s here….?

  3. Workshop Objectives • Background & Renewal Process • Renewal is New and Improved • Using the Requirements Manual • Dealing with the “what ifs” • Workplanning • Wrap up

  4. Addressing your questions…. • We received some in advance • There will be other opportunities • Ask clarifying questions as needed • We’ll get to all of them!

  5. Workshop Objectives • Background & Renewal Process • Renewal is New and Improved • Using the Requirements Manual • Dealing with the “what ifs” • Workplanning • Wrap up

  6. Verifies implementation of Land Trust Standards and Practices Develops accreditation application and review process Makes accreditation decisions • Sets Land Trust Standards and Practices • Sets indicator practices • Provides education • Fundraises

  7. Land Trust Standards and Practices 12 standards, 88 practices The ethical and technical guidelines for the responsible operation of a land trust Alliance members adopt S&P

  8. What is Accreditation? • Sample of Land Trust Standards and Practices • Independent verification of 26 indicator practices • Voluntary • First-time and renewal

  9. Land Trust Accreditation Commission • Independent program of the Land Trust Alliance • 19 diverse volunteer commissioners • 7 staff

  10. Goals of theAccreditation Program • Build and recognize strong land trusts • Foster public trust • Help ensure permanent land protection

  11. Purpose of Renewal Foster continued implementation of Land Trust Standards and Practices Reflect best practices Confirm compliance with current requirements Verify action on expectations for improvement Identify and evaluate major changes in accredited land trusts

  12. Accreditation Cycle Preparation

  13. Overview of Renewal Process • What is the same? • What is different?

  14. What is the Same as First-Time? • Questionnaire, Attachments/Statements • Schedule of Dedicated and Restricted Funds • Stakeholder notification • Land Conservation Project List • Project Documentation Checklist • Review by team of staff and commissioners

  15. What is Different? • Slots are reserved/assigned • Fewer attachments • No more binders; all online

  16. Renewal of AccreditationProcess is Different

  17. RenewalsRequirements are Different

  18. User Manual http://landtrust.civicore.com

  19. General Tips and Pointers • Can complete the questionnaire in more than one sitting • One user name/password; more than one can be logged in at once • Can revise questionnaire at any time prior to submitting final application • Review entire application prior to submitting to ensure it is accurate representation

  20. Example Accreditation Timeline: Applicants for Renewal Total elapsed time from application due date to Commission decision: 8-10 months Submit Pre-Application Receive Project Selection, Fee and Attestation Verification Request Receive Login & Register ~9 mo. prior to app due; register within 2 mos. of pre-app due date ~3 mo. prior to app due ~5 wks. prior to app due Submit Application& Fee Receive Additional InformationRequest (AIR) Commission review ~1-4 months after app due On or before app due date Commission Decision Submit Additional Information Commission review ~8-10 months after application submitted ~3 months after AIR received As of June 3, 2014

  21. Registration Email

  22. Example Accreditation Timeline: Applicants for Renewal Total elapsed time from application due date to Commission decision: 8-10 months Submit Pre-Application Receive Project Selection, Fee and Attestation Verification Request Receive Login & Register ~9 mo. prior to app due; register within 2 mos. of pre-app due date ~3 mo. prior to app due ~5 wks. prior to app due Submit Application& Fee Receive Additional InformationRequest (AIR) Commission review ~1-4 months after app due On or before app due date Commission Decision Submit Additional Information Commission review ~8-10 months after application submitted ~3 months after AIR received As of June 3, 2014

  23. Land Conservation Project List

  24. Land Conservation Project List

  25. Example Accreditation Timeline: Applicants for Renewal Total elapsed time from application due date to Commission decision: 8-10 months Submit Pre-Application Receive Project Selection, Fee and Attestation Verification Request Receive Login & Register ~9 mo. prior to app due; register within 2 mos. of pre-app due date ~3 mo. prior to app due ~5 wks. prior to app due Submit Application& Fee Receive Additional InformationRequest (AIR) Commission review ~1-4 months after app due On or before app due date Commission Decision Submit Additional Information Commission review ~8-10 months after application submitted ~3 months after AIR received As of June 3, 2014

  26. Application • Application questionnaire • Supporting documents • Statements • Evidence • Project documentation • Fee (based on operating expenses – 2015 ranges from $1,560 to $10,820)

  27. Application

  28. Application • Project Documentation • Selection • When • Checklist • Other verification items

  29. Application Awareness and disclosure is the best policy • If a qualified “yes”…explain • If you aren’t sure…explain • If you cannot…explain

  30. Example Accreditation Timeline: Applicants for Renewal Total elapsed time from application due date to Commission decision: 8-10 months Submit Pre-Application Receive Project Selection, Fee and Attestation Verification Request Receive Login & Register ~9 mo. prior to app due; register within 2 mos. of pre-app due date ~3 mo. prior to app due ~5 wks. prior to app due Submit Application& Fee Receive Additional InformationRequest (AIR) Commission review ~1-4 months after app due On or before app due date Commission Decision Submit Additional Information Commission review ~8-10 months after application submitted ~3 months after AIR received As of June 3, 2014

  31. Application Review • Review team (staff and commissioners) evaluates compliance with all 26 indicator practices by considering: • Application & all materials • Public comments • Research

  32. Application Review Meet requirements as outlined in the Requirements Manual Additional information Corrective action Have evidence any expectations for improvement were met Attestations confirmed

  33. Then What?

  34. Example Accreditation Timeline: Applicants for Renewal Total elapsed time from application due date to Commission decision: 8-10 months Submit Pre-Application Receive Project Selection, Fee and Attestation Verification Request Receive Login & Register ~9 mo. prior to app due; register within 2 mos. of pre-app due date ~3 mo. prior to app due ~5 wks. prior to app due Submit Application& Fee Receive Additional InformationRequest (AIR) Commission review ~1-4 months after app due On or before app due date Commission Decision Submit Additional Information Commission review ~8-10 months after application submitted ~3 months after AIR received As of June 3, 2014

  35. Additional Information Request • AIR with document requests or corrective action

  36. Example Accreditation Timeline: Applicants for Renewal Total elapsed time from application due date to Commission decision: 8-10 months Submit Pre-Application Receive Project Selection, Fee and Attestation Verification Request Receive Login & Register ~9 mo. prior to app due; register within 2 mos. of pre-app due date ~3 mo. prior to app due ~5 wks. prior to app due Submit Application& Fee Receive Additional InformationRequest (AIR) Commission review ~1-4 months after app due On or before app due date Commission Decision Submit Additional Information Commission review ~8-10 months after application submitted ~3 months after AIR received As of June 3, 2014

  37. Final Review • Review materials received to date • Recommendation to Commission

  38. Review Team Recommendation • Review team considers: • Current practice: throughout accreditation term • Past practice (limited): signatures on baselines, or an attempt to get • Flexible: range of approaches • Practical: fosters continuous improvement

  39. Decision by Full Commission • Accreditation • Renewed for 5-year period • (Maybe) Expectations for improvement • Commendations • Conditional Accreditation • Renewed, with formal check-in • Not Renewed

  40. Example Accreditation Timeline: Applicants for Renewal Total elapsed time from application due date to Commission decision: 8-10 months Submit Pre-Application Receive Project Selection, Fee and Attestation Verification Request Receive Login & Register ~9 mo. prior to app due; register within 2 mos. of pre-app due date ~3 mo. prior to app due ~5 wks. prior to app due Submit Application& Fee Receive Additional InformationRequest (AIR) Commission review ~1-4 months after app due On or before app due date Commission Decision Submit Additional Information Commission review ~8-10 months after application submitted ~3 months after AIR received As of June 3, 2014

  41. How Long Does It Take? Generally: • Final decision ~10 months from application due date • Approximately 15 months from registration due date

  42. Questions?

  43. Workshop Objectives • Background & Renewal Process • Renewal is New and Improved • Using the Requirements Manual • Dealing with the “what ifs” • Workplanning • Wrap up

  44. You are in Good Company • 38% of eligible land trusts are accredited. • Accredited land trusts hold more than 76% of 20 million acres currently held by land trusts.

  45. You Told Us, We Listened • Process Improvements • Reduced application information requested • Reduced project documentation • Improved the electronic application process • Revised the User Manual • Reduced length of process • Increased outreach to applicants • Improved website and access to information

  46. More Changes • Revised requirements • Simplified and clarified • Reduced the number of requirements by approximately 30%

  47. Result

  48. Why Apply for Renewal? TRUST TRUST

  49. Internal Value • Strengthened operations and made us more effective • Streamlined procedures • Created organizational structures • Improved our ability to preserve and/or steward land or easements • Unaccredited land trusts are over 20% more likely to have a legal challenge per parcel and pay over 50% more in external costs per challenge than accredited land trusts (Source: Terrafirma actuarial data)

  50. External Value • Distinguished our land trust with private donors and/or increased donor support • Distinguished our land trust with public agency partners and/or increased access to public funds • Increased recognition of our land trust among other land trusts

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