SUMMARY REPORT NEW MEXICO GROWN FRESH FRUITS AND VEGETABLES FOR SCHOOL MEALS PROGRAM (NM GROWN) STRATEGIC PLANNING RETREAT

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1 SUMMARY REPORT NEW MEXICO GROWN FRESH FRUITS AND VEGETABLES FOR SCHOOL MEALS PROGRAM (NM GROWN) STRATEGIC PLANNING RETREAT INTRODUCTION Overview - For more than a decade there has been a concerted effort by organizations and agencies to develop the statewide New Mexico Grown Fresh Fruits and Vegetables for School Meals initiative. The program was developed to create opportunities for farmers to diversify their markets into schools and enhance New Mexico s farming economy; for schools to be able to buy locally while meeting federal school meal rules; and to enhance the diets of school children while promoting healthy lifestyles and academic achievement. In 2007, the New Mexico Legislature appropriated initial funding for the New Mexico Grown Fresh Fruits and Vegetables for School Meals Program (New Mexico Grown or NMG). Since then, these funds and interest in the program have increased. Farm to Table in partnership with the New Mexico Department of Agriculture, New Mexico Cooperative Extension Service, New Mexico School Nutrition Association, New Mexico Food and Agriculture Policy Council and others have worked through many of the operational challenges inherent in starting a complex initiative involving many partners. Nonetheless, challenges remain; some of the most perplexing relate to procurement of New Mexico Grown foods and their distribution to schools. To assess and strengthen the efficacy of the endeavor and transform New Mexico Grown from a startup operation into a more mature program, Farm to Table has called the program partners together for a planning workshop to be held in March. The key question for the workshop is, How should we organize ourselves and coordinate our respective resources to increase the number of school meals that include New Mexico Grown foods while meeting the needs of farmers? In addition, there are many farm to school type education programs now that have the potential to further link New Mexico s food production to lessons learned in the classroom, school garden and on the farm. Farm to Table is seeking planning and facilitation services to design, facilitate and document the strategic planning workshop. This proposal outlines the scope and recommended approach to the work, identifies the project deliverables, timeframe, and cost, and provides background on the consultant team. THEMES FROM PARTICIPANT INTERVIEWS Before the retreat, the facilitator interviewed select participants about their perceptions and insights into NMG s mission, strengths, and challenges. Eight open-ended questions guided the conversations. The individuals participating in the interviews included a farmer, a county extension agent, a foundation representative, a representative from the NM Dept. of Agriculture, a member of the New Mexico Food and Agriculture Policy Council, three school food and nutrition directors, a professional in youth food and nutrition education, and a retail grocer. At the beginning of the retreat, the facilitator summarized the themes from the interviews (Attachment A, pages 6-7). NM Grown Strategic Planning Session, March 10, 2016 Page 1

2 THREE-YEAR VISION Three rounds of small-group discussion led to the development of a long-range vision for New Mexico Grown. In the first round, the participants discussed the system that should provide fresh fruits and vegetables to the schools three years; in the second round, they reflected on their aspirations for NMG. In the third round, they identified recurring themes from the first two rounds and then addressed the question: What would we like to see in place in New Mexico Grown in 2019? From these discussions and ideas written on cards, the participants framed a three-year vision. The vision has five major components: a) Results-Based Accountability, b) Values- Driven Public Policy, c) Integrated Community Wellness, d) Coordinated Infrastructure, and e) Asset-Based Development. The overall goal for the vision is a Fully Integrated Year-Round New Mexico Grown Program. The chart on the next page shows the vision. NM Grown Strategic Planning Session, March 10, 2016 Page 2

3 NEW MEXICO GROWN THREE-YEAR VISION What Would We Like to See in Place in New Mexico Grown by 2019? GOAL: FULLY INTEGRATED YEAR-ROUND NEW MEXICO GROWN RESULTS- BASED ACCOUNT- ABILITY RBA Across each Setting benchmarks (objective goals) Setting values-based standards ASSET-BASED ECONOMIC DEVELOPMENT (AN ECONOMIC DEVELOPMENT STRATEGY FOR SUSTAINABLE COMMUNITY-DRIVEN DEVELOPMENT) Systems Fair Trade Sustainability Guaranteed state-supported forward contracting * Funding timing reimbursement Production planning partnerships with established benchmarks Farm planning crop intentions More farmers = more production Diversification of food/ farmers Consistent and fair pricing and market Good food valued and farmers fairly compensated COORDINATED INFRASTRUCTURE Capacity & Coordination Central aggregation and distribution throughout the state Aggregation hubs Storage capacity across NM Data service for procurement Operations management 3rd parties store, distribute, procure food Surplus converted to usable product Seamless Real- Time System Digital information that displays virtual food hub Models (knowledge sharing) Continuity along entire food chain without gaps INTEGRATED COMMUNITY WELLNESS Family, School & Community Engagement Education (leaders, children, staff, farmers) Parents & children are main advocates for NMG Marketing/ promotion Cafeteria and garden classrooms Resources for family lifestyle shift Family & community engagement Seamless Real-Time System Relationship building farmers visit cafeteria; food directors visit farms Districts support and schools focus on from scratch cooking Creative & flexible cafeterias VALUES-DRIVEN PUBLIC POLICY (VALUES-DRIVEN REFERS SPECIFICALLY TO THE NM GROWN MISSION/VISION) Local Autonomy Food sovereignty Localized systems Increasing ancestral foods State and Federally Supported Food system legislation Supportive statutes and regulation Institutional integration of NMG * Forward contracting refers to a contract set ahead of production; it is a cash market transaction in which a seller agrees to deliver a specific cash commodity to a buyer at some point in the future. NM Grown Strategic Planning Session, March 10, 2016 Page 3

4 18- MONTH STRATEGIES AND GOALS The participants decided to develop strategies and goals for four of the five major components of the vision; they determined that the fifth component results-based accountability is a crosscutting activity that would be built into each of the other four strategies. When they reviewed their work at the end of the retreat, they confirmed that Results-Based Accountability had been woven into the strategies and action steps. To develop 18-month strategies, the participants formed four small groups and followed a process that involved: Stating the overall intent or aspiration for the topic, Defining specific, measurable objectives for the next 18 months, and Identifying 6-month, 12-month, and 18-month goals. The chart on page 4 summarizes the strategies and the goals the participants intend to achieve by ACTION PLANS AND IMPLEMENTATION In addition, three of the small groups created short-term action plans to begin to implement the strategies. The chart on page 5 shows the action plans they produced, and Attachment B on pages 8 to 15 provides the worksheets that documented the work by the small groups. The participants formed a Steering Committee to oversee and coordinate efforts to implement the strategic plan. The Steering Committee will be responsible for: Tracking progress, Helping to solve problems and serving as a sounding board for the working groups, and Documenting results. The composition of the Steering Committee includes one or two members from each Working group. The left column of the chart on page 4 shows the names of the Steering Committee members, and the second page of the worksheets in Attachment B shows the membership of the small groups. NEXT STEPS At the end of the retreat, the participants highlighted the next steps for New Mexico Grown Fresh Fruits and Vegetables for School Meals: 1. Confirm the verbal commitments made during the retreat; 2. Draw on existing data and date systems (hubs) to support the work to carry out the plan; and 3. Seek grant funds to support a part-time coordinator on the Farm to Table staff. NM Grown Strategic Planning Session, March 10, 2016 Page 4

5 18-MONTH STRATEGIES AND GOALS OVERALL GOAL: FULLY INTEGRATED YEAR-ROUND NEW MEXICO GROWN VISION COMPONENT STRATEGIC INTENT AND OBJECTIVE OVERALL INTENT/ STRATEGIC ASPIRATION OBJECTIVE 3-MONTH GOALS (NOW-7/31/16) GOALS 12-MONTH GOALS (BY 3/31/17) 18-MONTH GOALS (BY 9/30/17) Values-Driven Public Policy Steering Committee (SC) members: Morgan, Pam, Nelsy A public policy based on a flexible, transparent structure of values defined by the community (especially those most affected) Clear, comprehensive legislative agenda Prepare a draft agenda (local, state, federal) and have it ready to share Engage and integrate local voices/knowledge into agenda (educate policy makers) Advance advocacy (guided by agenda) Integrated Community Wellness SC Members: Kendal, Rob, Nelsy A healthy, plant-based, local food culture in families and schools Pilot of a how-to toolkit (school food culture) Link current partners and identify new partners (use SHARE- NM) Create an asset map, clarify roles, and have resources under one roof Test and pilot toolkit, and market it taking a guerilla marketing approach Coordinated Infrastructure SC Members: John G, a Food Service Director & a farmer Production, storage and delivery of safe foods in sufficient quantity to schools by coordinating farmers, producers, and processors Coordination of local food producers to deliver the quantity of safe/healthy foods needed by schools Identify school needs; Identify existing infrastructure; Identify missing links Have refrigerated trucks and aggregation system that serve all parts of the state Make dark kitchens alive Asset-Based Economic Development SC Members: Duncan, Charlene An economy that is viable and resilient (accomplished by overcoming identified barriers) Economic sustainability through education, planning and production Outreach and education Forward contracting Develop asset inventory NM Grown Strategic Planning Session, March 10, 2016 Page 5

6 ACTION PLANS FOR THREE SMALL GROUPS VISION COMPONENT ACTION STEPS FOR THE FIRST SIX MONTHS GOALS Integrated Community Wellness Create Google document with partner information Share current initiatives with partners Hold in-person meeting Share NM (or similar) page live Link current partners and identify new partners (3-month goal) Create an asset map, clarify roles, and have resources under one roof (12-month goal) Coordinated Infrastructure Strengthen customer communication (school/farmer) Collect/verify real-time farm data Identify cold storage capacity and facilities Identify processing facilities Identify delivery modes Identify demand, supply and facilities needed to support food chain hoop houses, equipment and farmers with good production capacity Identify school needs; existing infrastructure; and missing links (3-month goal) Refrigerated trucks to rural or needs community for aggregation (12-month goal) Asset-Based Economic Development Forward contracting: a) do farm planning, b) develop school district menu Outreach and education: a) organize and conduct farm tours/cafeteria tours; b) increase access to funding opportunities from USDA and elsewhere Provide outreach and education (3-month goal) Implement forward contracting (12-month goal) NM Grown Strategic Planning Session, March 10, 2016 Page 6

7 ATTACHMENT A: INTERVIEW SUMMARY 1. How would you describe the mission/purpose of New Mexico Grown Fresh Fruits and Vegetables for School Meals (NM Grown) to someone who is unfamiliar with it? Provides fresh fruits and vegetables in NM to schools Obtains funding to purchase NM fresh fruits and vegetables for the schools Promotes the use of NM fresh fruits and vegetables in school meals and the food stream Increases nutrition for children by using healthy, local, affordable produce Creates healthier outcomes in the long term Expands the wholesale market for farmers 2. What is New Mexico Grown s most important accomplishment? Funding appropriated, distributed, and spent Funding that provides schools with effective incentives to use NMG Expanding the quantities of NMG purchases, resulting in higher consumption by students Greater understanding and support for NMG among legislators 3. What are the strengths of the NM Grown initiative? Creating opportunities for children to eat well and learn about NMG foods/nutrition Funding to support NMG Program leadership and good collaborators Wide network of participants (growers, school procurement and food/nutrition directors, county extension, nongovernment agencies, legislators, etc.) Expanding market for farmers Impact of local purchases on NM economy 4. What are its challenges? Need for centralized aggregation, distribution, and transportation Need for training and assistance with procurement for new farmers Pricing that supports both the agriculture and procurement sides of the program Recruiting farmers to increase the scale of NMG Partner commitment to overcome barriers and conflicting priorities Low production harms program in short term and threatens it in the long term Allocation amounts and delays in disbursement to schools dilute potential impact 5. In what ways is the work of the NM Grown initiative important to your business, agency, organization, or program? Providing fresh, local, affordable foods served to school children Supporting local farmers and agriculture expanding markets; increasing production and sales; and increasing efficiency Good match in missions My organization is not directly benefitting from NMG NM Grown Strategic Planning Session, March 10, 2016 Page 7

8 6. How do you see your organization/program s contribution to NM Grown? Providing peer learning show farmers what I ve done; show other school districts what works for our district Help to market, promote, get the word out Act as a liaison e.g., put growers and distributors together with food directors Procurement by my school supports NMG Love program but not funded to participate 7. What issues should we make sure to address during the retreat? Identifying ways to allocate funding to have greater impact Developing a strategy to continue to receive significant legislative appropriations Delivering sufficient quantities to support participation by more schools and reduce dependency on legislative appropriations Maintaining consistent quality standards Creating a robust distribution system supported by necessary infrastructure Offering farmers a base price in line with cost of production Having a way for farmers to notify schools of delay or inability to deliver 8. What is the most important outcome for us to accomplish? Having a plan to move forward Developing strategies that address barriers Creating a better understanding of the overall system Having the important parties at the table and being clear about respective points of view Strengthening agency commitment and involvement Increasing funding NM Grown Strategic Planning Session, March 10, 2016 Page 8

9 ATTACHMENT B: Worksheets from the Small Groups Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Project/Initiative Title: Values-Driven Public Policy Overall Intent or Aspiration of this Initiative: a) Define a flexible, transparent structure of values that are community-defined, b) break barriers/find or take advantage of opportunities, c) people most impacted should be at center, d) FTT value sheet, e) partnerships are authentic. Specific, Measurable Objective(s) by September 31, 2017: a) PED is an active partner at the table, b) local-level policy and implementation work with schools, schools boards, etc., c) public reconfirmation of values/recipients. d) clear, comprehensive legislative agenda. What must be done by: Goal (Accomplishment) Who? September 30, 2017? Have a draft agenda (local, state, federal) ready to share February 28, 2017? Engage and integrate local voices/knowledge into agenda July 31, 2016? Advocate with new group agenda First Quarter Launch Action Steps March-to July Implementation Steps Who? By When? NM Grown Strategic Planning Session, March 10, 2016 Page 9

10 Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Working Group Member Contact Information: Pam Nelsy Rodrigo Macaela Alena Patricia Resources Requested: Thornburg build into resiliency Need agreements/ work plan to form an actual working group. NM Comm. Data Collaborative Who else should be involved? NMFAPC, local-level FPCs, MRCOG (and other COGs) Coordination/Communication Agreements: Team Slogan: NM Grown Strategic Planning Session, March 10, 2016 Page 10

11 Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Project/Initiative Title: Integrated Community Wellness Overall Intent or Aspiration of this Initiative: Create a healthy, plant-based, local food culture in families and schools in NM Specific, Measurable Objective(s) by September 31, 2017: Pilot a how to toolkit to help schools and communities create a healthy, plant-based, local food culture What must be done by: Goal (Accomplishment) Who? September 30, 2017? Complete toolkit & begin dissemination, piloting and guerilla marketing See next page February 28, 2017? Map assets, clarify roles, begin bringing resources under one roof See next page July 31, 2016? Identify other partners/program and link current partners All and Leora First Quarter Launch Action Steps March-to July Implementation Steps Who? By When? 1. Create Google document with partner information (and new partners) Robert and Leora 3/31 2. Share current initiatives with partners (via Google doc) All 7/31 3. Hold in-person meeting (formal work group) All 7/31 4. Share NM (or similar) page live All 7/ NM Grown Strategic Planning Session, March 10, 2016 Page 11

12 Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Working Group Member Contact Information: Resources Requested: Leora Jaeger Kids Cook Anna Farrier Cooking with Kids Benita Litson Dine College Renee Conklin Kids Cook David Swan Swan Kitchen Jessica Swan Swan Kitchen Yin May Lee Ramah Navajo School Board Casey Southwest Organizing Project Kendall Chavez Farm to Table Robert Hubbard Downtown Growers Market Who else should be involved? Farmer with kids Coordination/Communication Agreements: Team Slogan: NM Grown Strategic Planning Session, March 10, 2016 Page 12

13 Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Project/Initiative Title: Coordinated Infrastructure Overall Intent or Aspiration of this Initiative: Coordinate farmers, producers, and processors to produce, store and deliver safe and quantity foods to schools Specific, Measurable Objective(s) by September 31, 2017: Identify a) existing coops, b) dark kitchens, and c) cold storage. Hub/kitchens What must be done by: Goal (Accomplishment) Who? September 30, 2017? Getting dark kitchens online February 28, 2017? Getting refrigerated trucks to rural communities for aggregation July 31, 2016? What do schools need (consumer demand)? What cold storage exists? What trucks are available? First Quarter Launch Action Steps Which farmers want/can play? March-to July Implementation Steps Who? By When? 1. Strengthen customer communication (school/farmer) 2. Collect/verify real-time farm data 3. Identify cold storage 4. Identify processing facilities 5. Identify delivery modes 6. Identify demand and supply hoop houses, equipment and farmers who can fulfill NM Grown Strategic Planning Session, March 10, 2016 Page 13

14 Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Working Group Member Contact Information: Sayrah Namaste Anzia Bennett Sandra Kemp Noreen Kelly Jedrek Lamb Susan Wilger Ryan Schwebach John Garlisch Resources Requested: Side conversations on food safety culture Who else should be involved? Coordination/Communication Agreements: Team Slogan: NM Grown Strategic Planning Session, March 10, 2016 Page 14

15 Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Project/Initiative Title: Asset-Based Economic Development Overall Intent or Aspiration of this Initiative: Overcoming stakeholder barriers in order to create viable and resilient economics Specific, Measurable Objective(s) by September 31, 2017: Achieving economic sustainability through education, planning, and production What must be done by: Goal (Accomplishment) Who? September 30, 2017? Asset inventory Govt. agencies February 28, 2017? Forward contracting School districts & farmers July 31, 2016? Outreach and education Extension agents First Quarter Launch Action Steps March-to July Implementation Steps Who? By When? 1. Outreach and education: a) conduct farm tours/cafeteria tours, b) increase access to USDA opportunities Extension agents, state & federal agencies, stakeholders March - July 2. Forward contracting: a) do farm planning, b) develop school district menu School districts, farmers/ ranchers, FSA Early March 3. Develop farm directory and real-time access Farm to Table, farmers/ ranchers, state End of July NM Grown Strategic Planning Session, March 10, 2016 Page 15

16 Farm to Table: New Mexico Grown March 10, 2016 Action Planning Worksheet Working Group Member Contact Information: Charlene Carr (IAIA) Dean Gallegos Anthony Wagner Betsy Cull Danny Farrar Resources Requested: Federal funds School district Funding for procurement Who else should be involved? Farm to Table *PED* USDA NMDA NMSU IAIA Other farmers Coordination/Communication Agreements: Team Slogan: NM Grown Strategic Planning Session, March 10, 2016 Page 16