Tribal Organizational Development Moves Forward

by Jenifer Pechonick

The Tribal Council recognized the need for organizational development throughout the various departments earlier this year. Some of our identified needs (out of a huge list of priorities) include: DFMS 8(a) certification; follow-up on contacts made a conferences such as RES; staff development including effective staff meetings, improving internal communication, review of job descriptions; effective time and task management; avoiding duplication of work; process analysis of each department for maximum effectiveness; review of all policies and procedures to have current documented policies and procedures for all areas; developing a New Hire Manual; training on quarterly and annual reports identify potential 638 programs; meeting with various BIA officials to discuss expanding 638 service area into Kansas; meeting with Cherokees and BIA to secure direct funding of Aid-to-Tribal Government monies; reviewing the Housing program, formula area, and sub-recipient agreement with Cherokee; working with the Tribal Court on needs, training, codes; working with Child Support Enforcement for necessary renovations to Caney building to meet the security needs of a comprehensive program; creating a Memorial Garden; and funding and maintenance needs for the Boys and Girls Club of Chelsea.

We are happy to report that work on many of these items is underway! In order to assist with this huge undertaking, the Tribe contracted with Gray and Gray Consultants. Gray and Gray is an Osage-owned consulting firm made up of Jim and Libbi Gray (Jim Gray is a former chief of the Osage Tribe, and Libbi is an MBA with extensive experience in organizational review and training). Their combined background and work experience made them an asset in many areas.

In the first two months, they have accomplished quite a lot. Libbi, along with several staff members, are reviewing the Tribal Code book, which was put together in the 1980s, to make sure it is complete and to add other proposed codes that will be presented to the Tribal Council in the coming months. She has simultaneously been working with another team to develop and improve internal communication between staff and Council, and between staff members themselves. The Enrollment Department has been an area of focus and has resulted in improved knowledge of our enrollment software, improved workspace, staffing changes (adding a second full-time employee to the department), and hopefully streamlined procedures for handling the large volume of work for a large tribe such as ours. Libbi has worked with several staff members one-on-one to help address concerns or design improved processes. She has provided training in the use of Microsoft Outlook (especially its calendar functions) and has helped design an “intranet” to make the sharing of information more efficient. The staff has been appreciative of their efforts.

Jim has assisted on a state and federal level in development of intertribal and federal agency relations and works with the Tribal Council on preliminary strategic planning. Gray and Gray undertake many specific tasks each week which they document and report to their various “project sponsors” on the Council weekly and monthly.