Making the Grassroots Grow: Building and Maintaining Effective Byway Organizations Authors: Anne Tellett Kevin Skwira-Brown Cheryl Newman ©2003 Prepared by AmericaÕs Byways Resource Center. The Resource Center is a joint venture of the Arrowhead Regional Development Commission and the Federal Highway Administration. Making the Grassroots Grow: Building and Maintaining Effective Byway Organizations About the National Scenic Byways Program Under the National Scenic Byways Program, the U.S. Secretary of Transportation recognizes roads that are outstanding examples of scenic, historic, recreational, cultural, archaeological and/or natural qualities. The first All-American Roads and National Scenic Byways were designated in 1996. Nominations were submitted by local communities and state and federal land managing agencies. These designations provide a compass for people from all over the world to explore AmericaÕs treasured open roads. The National Scenic Byways Program is designed to recognize outstanding byways that celebrate the pride and diversity of American communities, as well as the stunning landscapes that have shaped lives for countless generations. Contact the National Scenic Byways Program, Federal Highway Administration at 800-429-9297 or visit www.byways.org. About AmericaÕs Byways Resource Center AmericaÕs Byways Resource Center serves as a resource for people and organizations involved with nationally designated scenic byways. The staff assists state coordinators, local byway groups, volunteers and other people associated with the federal Scenic Byways program. The Resource Center provides education and training resources, conducts and shares research and case studies, maintains a network of experts, operates a resource library and facilitates communication. The Resource Center is a joint venture of the Arrowhead Regional Development Commission and the Federal Highway Administration. Contact the Resource Center at 800-429-9297 or center@byways.org. TABLE OF CONTENTS Making the Grassroots Grow: Building and Maintaining Effective Byway Organizations PREFACE WhatÕs so Important about Organizations? A Message from AmericaÕs Byways Resource Center iii The Importance of Grassroots Leadership: Planting the Seeds of Success v WhoÕs in the Lead? viii The Role of Your Byway Organization x YOUR PURPOSE Grassroots Organizations: The Heart and Soul of the National Program 3 Organizational Building Blocks: Are You Ready to Go to Work? 7 Case Study / Florida Scenic Highways Program (Florida): Dedicated to Building Strong Byway Organizations 10 Case Study / Cherokee Foothills Scenic Highway (South Carolina): Renewing a Byway Organization 13 Charting Your Course for Success: Vision and Mission Statements Start the Plan 16 YOUR PARTNERS Share the BywayÕs Purpose: Creating an Atmosphere of Cooperation 33 Building Participation: Ways to Involve People in Your Plans 36 Broad Support: Stakeholder Teams Build Better Byways 39 Case Study / CrowleyÕs Ridge Parkway (Arkansas): Public Participation Pays Off 44 Creative Collaborations: Community Partnerships Pave the Way 48 Partnering Includes the Public: Ways to Foster Participation 56 YOUR STRUCTURE Types of Organizational Structures: Several Models Work for Byways 65 Start Simple: Citizen Groups Focus on Results 72 Case Study / Native American Scenic Byway (South Dakota): Committed to OkiciapiyeÑHelping Each Other 77 Case Study / The Lincoln Highway (Illinois): Formalizing A CitizensÕ Organization 80 The Benefits of Nonprofit Organization: Advantages for Byway Groups 84 What Is a Foundation? Organizations Formed to Give and to Serve 90 What Is a Friends Group? Helping Hands from Nonprofit Organizations 92 Case Study / Seaway Trail National Scenic Byway (New York): Making Big Dreams Come True 94 Case Study / Turquoise Trail National Scenic Byway (New Mexico): When Everyone Is a Volunteer 99 Cooperative Agreements: Continuity through Collaboration 103 Case Study / Top of the Rockies Scenic and Historic Byway (Colorado): A Three-County Model of Teamwork 107 Single Government Entity at the Lead: Planning and Oversight from One Source 111 Case Study / Flaming Gorge-Uintas Scenic Byway (Utah): A Federal Agency Plays the Leading Role 116 Case Study / The Pacific Coast National Scenic Byway (Oregon): ODOT Partners with the Public 119 Case Study / Loess Hills Scenic Byway (Iowa): Building an Organization Focused on the Byway 123 The Joint Powers Entity: Formal Government Partnership 127 Case Study / Edge of the Wilderness National Scenic Byway (Minnesota): Consolidating Leadership and Rural Resources 130 Customized Organizational Structures: Finding the Perfect Fit 134 Case Study / Creole Nature Trail District (Louisiana): Created by State Legislation, Fueled by Pride 136 Multi-State Organizations: Finding Ways to Work Together 140 Case Study / Utah Highways 191 and 163: Creating a Community of Communities 147 Case Study / Ohio Byway Links: Connecting for Success 149 YOUR GROUP DYNAMICS Working with Volunteers: Find Them and Keep Them! 157 Why Do People Volunteer? And Why DonÕt They? 162 The Importance of Ground Rules: Set the Stage for Effective Meetings 166 What Makes Meetings Productive? Steps to Use Time Wisely 168 Committees: What Makes Them Likable? (Or Not?) 175 Decision-Making Alternatives: Oh, Those Pros and Cons 180 Involving Partners: Share the Decision-Making Process 188 Leading the Way: Byway Leadership 190 Looking for Leadership: Ten Ideas for Recruiting New Leaders 197 Power Up: Building Positive Organizational Power 199 Reaching Out: Tailoring Your Community Relations 202 Managing Conflict: Striving for Positive Change 208 YOUR PLAN WhatÕs Next? Building on Your Corridor Management Plan 219 Goals, Objectives and Work Plans: Tools to Succeed 224 Goals and Objectives: Different but Equally Important 227 Case Study / Gold Belt Tour Scenic and Historic Byway (Colorado): An Example of Ten Goals 231 Northwest Passage Scenic Byway (Idaho): Mission-Based Goals 233 APPENDIX Appendix A: Organizational Structures 242 Appendix B: Understanding and Managing Liability: Keep the Law on Your Side 244 Appendix C: Types of Tax-Exempt Organizations: An Overview Based on IRS Standards 247 Appendix D: Resources 248 Appendix E: Sample Nonprofit Bylaws 260 Appendix F: Sample Interagency Agreement 266 Appendix G: About the Authors 271 Appendix H: Acknowledgments 272 TRAINING MATERIALS Assessing Your BywayÕs Efforts for Inclusion: An Organizational Exercise Byway Self-Assessment