The Land Trust Operations Circuit Rider Program

The Land Trust Operations Circuit Rider Program (CRP) blends training, consulting, mentoring, and networking strategies to advance permanent land conservation throughout the state. The CRP provides tailored one-to-one assistance to Maine Land Trust Network (MLTN) member trusts in their development into sustainable, efficient organizations operating in accordance with the Land Trust Standards and Practices. Program services are provided on a fee basis through an application process. It is our intent to keep the fees reasonable at all times and we are pleased to have grant support enabling us to launch the program with an introductory rate. Over the program’s first three years the fees will increase gradually to a point where the program is self-supporting – as it must be to continue long-term. Questions about the program and the application process should be directed to Megan Shore, Maine Land Trust Program Manager or Deb Chapman, Circuit Rider. They may also be reached by calling 729-7366.

The resources of the CRP will focus on but not be limited to the following areas:

Standards & Practices: The CRP will help land trusts work toward compliance with the Land Trust Standards and Practices.

Systems Development: The CRP will aid organizations in the development of sound organizational systems that will withstand board and/or staff turnover as well as changes in the external environment.

Problem Solving: The CRP will help land trusts find workable solutions to specific organizational challenges.

Examples of the issues that have been addressed through the CRP include:

Strategic plans
Organizational structure
Building effective committees
Board development
Board/staff relationships
Organizational assessments
Meeting facilitation

This program is a component of Maine Coast Heritage Trust’s Maine Land Trust Network Program and is staffed with a part-time (24 hour/week) Circuit Rider.

Eligibility

The CRP is available to MLTN member trusts.

Services Provided

Land trusts, in consultation with MCHT program staff, can choose from among the following areas:

Land Trust Standards and Practices Compliance

Guided organizational assessment to identify an organization’s areas of strength and weakness as they relate to the Land Trust Standards and Practices.

Following the assessment, the Circuit Rider may work with the land trust to craft a workplan complete with priorities based on the information provided in the assessment.

The Circuit Rider may identify areas where she can provide assistance to the land trust in implementing the recommendations in the assessment report. This may include direct assistance from the Circuit Rider in the form of training, coaching and mentoring; access to additional resources; networking or joint problem solving with peers; and information on consultants.

Systems Development & Problem Solving

The Circuit Rider may provide assistance, directly or through referral to other resources, on a focused issue – such as board development, strategic planning, facilitation, systems development, or annual workplan development – to a land trust without conducting the full organizational assessment.

Help desk: The Circuit Rider will be available via phone and email to answer basic questions and/or provide information and/or access to resources to MLTN member trusts (priority) and others (as time allows).

Fees

This program will be partially grant-subsidized from 2007 – 2009 allowing for services to be rendered at very low cost to those most in need and least able to pay. Beginning in January 2010, the program must be self-supporting. Every effort will be made to keep the program affordable.

During 2007 and 2008 Organizational Assessment and workplan development will be provided to volunteer/minimally staffed (not more than 1 FTE), MLTN member land trusts for a charge of $100. Follow up assistance from the Circuit Rider will be billed at $20/hour.

All other work undertaken in 2007 and 2008 will be billed at $20/hour. This includes organization assessments and workplan development for organizations with more than 1 FTE, systems development, and work on specific issues.

Beginning in January 2009, all services will be charged at a rate of $30/hour for MLTN member trusts.

In all years, expenses and mileage will be charged to the participating land trust. Mileage rates will be based on the Federal rate set at the beginning of each calendar year. When use of a rental car will be less costly, the land trust will reimburse the rental and gas costs.

Application and Selection Process

Download application form (Microsoft Word required).

Completed applications should be mailed to Maine Land Trust Network, Circuit Rider Program, 1 Bowdoin Mill Island, Suite 201, Topsham, Maine 04086.
Applications will be accepted on a rolling basis with review taking place at least every three months.
Application deadlines and review periods will be posted on the MLTN website.
Following review of the written application by the selection committee, project leaders may be contacted by phone to obtain additional information before a final decision is made about fit with the CRP and priority/timing.
Time may not allow all accepted applications to be served immediately. Those unable to be served at the time of application due to limited staff resources will be held until the next application review period.
The CRP selection committee is composed of the MLTN Coordinator, the Circuit Rider, and three individuals with a working knowledge of local land trusts.

Selection Considerations

Selection of projects will be based on the considerations listed below.

Number of FTE staff the land trust has. (In order to meet the Program’s goals, initially some priority will be given to small land trusts with no more than 1 FTE staff.)
An organization’s potential to conduct meaningful permanent land conservation.
The readiness of both board and staff (if applicable) to engage in the project.
Dedication of both board and staff (if applicable) to improvement and commitment to project.
Level of organizational threat or challenges.
Level of threat to land in service area.
Time needed for project and availability of MCHT staff.
Prior participation in the CRP. (While land trusts that have received services may apply for further assistance at any time, MCHT retains the right to limit the amount of assistance to any given trust in the interest of making services available to a greater number of land trusts.)

Special Circumstances

An extension of Circuit Rider services may be acquired with appropriate MCHT staff approval for work within the scope of the contract that is taking more time than initially expected.

Should the work conducted by the Circuit Rider identify additional work outside the scope of the initial contract, the land trust will be asked to apply for additional assistance using a simplified application process to be considered during the next application review period.

Expectations of Land Trusts

If an organizational assessment is done, the full board and the Executive Director (if there is one) will participate in the process.

Work on specific issues may involve the full board or an appropriate workgroup of at least three individuals, including the Executive Director (if there is one).

In all cases, reports and periodic communication about the project will be required with the full board. The amount and timing of such communication will vary depending on the work to be conducted.

Payment of 50% of fees at the outset of the work will be required with the remainder to be paid at the completion of work or as indicated in the letter of agreement (long term relationships may have specific payment benchmarks, whereas shorter term agreements will have the remainder payable upon completion of the contract).

Expenses including travel will be billed quarterly and at the conclusion of a contract. Mileage will be reimbursed at the federal rate set at the beginning of the year in which work was conducted.

The land trust will compile data needed during the time of service and as outlined in the letter of agreement.

The land trust will participate in a follow-up conversation at the end of two years following the end of the project.

The land trust will rate the value of the assistance provided at the end of the project and two years later.

Expectations of the Circuit Rider Program

Information about a land trust that is shared as part of a project is confidential to MCHT program staff. Information provided on the application will be reviewed by MCHT program staff and the selection committee only.

The Circuit Rider will provide the land trust with a Letter of Agreement explaining the work to be conducted, deliverables, expected timeline, specific expectations of the land trust and the expected budget. The Letter of Agreement will be updated if new work is undertaken (see selection process for parameters of extensions and re-applications).

The Circuit Rider will provide a comprehensive written assessment report to land trusts that complete an organizational assessment process.

The Circuit Rider will provide written recommendations for additional or follow up work to land trusts that have received other services.

Other Features of the CRP

Some of the material developed as part of a project may be shared with other land trusts, e.g. policies developed as part of a project may be shared with other land trusts via MLTN. If similar issues surface within multiple organizations, joint training may be conducted.
The Help Desk service is available to all land trusts as time allows at no cost. Priority is given to MLTN member trusts.