One operating plan across two things that were built separately: the Foundation Library (governance, models, brand) and the Community Engagement & Outreach campaign (eight parishes, 57 openings). This page is the execution layer that sits underneath both — the phases, the named seats, and a tracker every party reads from the same copy.
Phases overlap deliberately — Phase 2 runs on the days between Phase 1 fairs. But the gates do not move: Phase 0 closes before any table goes up.
No table goes up, no call gets made, until Phase 0 closes.
Everything downstream depends on two artefacts: a table kit that survives contact with a real fair, and a tracker every party can see. Skipping this means arriving at St. Tammany with nothing to hand anyone.
Three parish fairs in twenty-two days. The only hard deadlines on the board.
Highest reach per dollar in the whole plan. One banner, one table kit, three parishes. Miss these and the next comparable window is eight months out.
Clerks, police juries, LDVA, aging network, faith associations.
Fairs create awareness; institutions create standing. A line in the parish minutes is a public record you can hand a funder. Work these on the days between fairs, not after.
Applications for spring 2027 festivals close between Dec 2026 and Mar 2027.
The organisations that get booths ask in the autumn, not the week before. This phase is entirely deadline-driven paperwork — it is the cheapest phase to execute and the easiest to forget.
Rhythm, evidence, and the first funded seat.
Turn a campaign into an operating cadence: recurring markets, monthly itinerant co-location, a quarterly evidence pack, and the case for funding the Outreach Lead permanently.
Every phone number in this plan belongs to the Outreach Lead. Not the ED, not a board member, not a volunteer. Institutions remember one voice. Split the calling and you get two half-relationships instead of one whole one.
A veteran on the table converts. A staffer alone does not. If no Table Captain is available, the table is cancelled — that is a cheaper loss than a bad first impression in a parish you get one shot at.
Letters of support, proclamations, and named liaisons cost a funder nothing and take six weeks. Collect them during Phase 2 while you are already in the room, not in the week an application closes.
Phase 0 → a table kit, five named people, a shared tracker, and a written definition of what gets counted.
Phase 1 → three fairs worked, sign-up sheets in the system within 48 hours of each.
Phase 2 → a card holder on eight clerk counters, minutes in at least four parish records, LDVA itinerant schedule in hand, one associational strategist relationship per region.
Phase 3 → every 2027 spring application filed before its deadline. Nothing else.
Phase 4 → a weekly rhythm that runs without the ED in the room, and a one-page evidence pack that makes the funding ask against reach already demonstrated.
Not five employees — five seats, of which at most two are ever paid. Each seat is defined as much by what it does not do as by what it owns, because in a small nonprofit the failure mode is one person quietly absorbing all five.
Read the row, not the column. Every activity has exactly one A — the person who answers for it whether or not they did the work.
| Activity | ED | OL | TC | DS | BL |
|---|---|---|---|---|---|
| Booth applications & fair logistics | A | R | C | I | · |
| Phone calls to clerks, VSOs, aging, faith | A | R | · | I | C |
| Parish council & police jury appearances | A | C | · | I | R |
| Running the table at an event | I | A | R | C | · |
| Intake sheets into the system | I | A | · | R | · |
| Tracker hygiene & sync integrity | A | C | · | R | I |
| Letters of support & funder asks | R/A | · | · | I | C |
| Quarterly evidence pack | A | C | · | R | I |
| Message & what may be claimed publicly | R/A | I | · | · | C |
R does the work · A answers for it · C is consulted first · I is told after. One A per row, always.
Built for a new nonprofit with effectively no budget. Three tiers, and you can execute meaningfully at Tier 0.
ED + Board Liaison + two volunteer Table Captains. Volume cap: six calls a week and one table a month. Work Phase 0 and Phase 1 only; hold Phase 2 to the clerk track, which is the cheapest institutional win available. Do not attempt the full 57-item list at this tier — a half-worked list reads worse to an institution than a short, complete one.
Add the Outreach Lead at 0.5 FTE. This is the single highest-leverage dollar in the plan: it unlocks the full call list, the institutional track, and the 2027 applications simultaneously. Fund this before anything else — before an office, before a vehicle wrap, before a database.
Add the Data & Docs Steward at 0.25 FTE. Buys back the Outreach Lead's evenings and makes the evidence pack real. Until then, the Steward's work is absorbed by the Outreach Lead at reduced quality — which is acceptable for two quarters and corrosive after four.
Not a CRM. This page’s tracker is the shared system of record for plan execution — tasks, phases, seats. The live outreach tracker on the engagement site is the system of record for the entities themselves: contacts, venues, events, media channels and medical providers. Together they replace one. Salesforce for a 57-item list is a tax on attention.
Not an office. The clerk counter, the senior centre, the church lot, and the VSO itinerant point are all free rooms full of the exact people you are looking for.
Not printed collateral beyond the table kit. One earned card, one sign-up sheet, one banner. Nothing with a number on it you cannot substantiate.
Not a second paid seat before the first one is proven. One funded Outreach Lead with a quarter of evidence behind them makes the case for the second seat. Two unproven seats make the case for neither.
| Seat | Weekly | Spent on |
|---|---|---|
| Executive Director | 6–8 hrs | Approvals, funder conversations, one parish appearance a month, Monday call. |
| Outreach Lead | 20 hrs | 12 hrs calling & follow-up · 4 hrs applications · 3 hrs tracker · 1 hr Monday call. |
| Data & Docs Steward | 10 hrs | Intake entry, sync checks, evidence file. Tier 2 only. |
| Table Captain (each) | Event days | One or two events a month. No admin. |
| Board Liaison | 3–4 hrs/mo | Council appearances, letters, faith introductions. |
Twenty-one modules, A1 through G4. A status pill on the library home tells you where a module sits; it does not tell you what has to happen next, who is doing it, or what it is waiting on. This does.
Dates are blank on purpose — fill in your actual meeting dates and the packet deadlines follow from them. These save to the shared board, so everyone sees the same calendar.
Every openings from the outreach campaign, now carrying a phase and an owning seat. Changes save locally the moment you make them and sync to the shared board when connected.
Two boards, one truth. Entity records live in the live outreach tracker (contacts, venues, events with cost analysis, media channels, and the Medical tab for hospitals, clinics and providers), shared through the enterprise database the moment they are saved. Execution tasks — who does what, in which phase, by when — live on this page and sync through the shared board below. Access to either is governed on the engagement site: credentials are issued through the Board Portal credential engine (ED, COO and CTO only), and the NDA Center records a category NDA for every person before access. Board briefing modules track per-member completion in the Board Portal, in sync with the training pages on this Foundation Library site.
The original tracker kept everything in one browser's localStorage under lh-outreach-tracker-v1. That means the ED, the Outreach Lead and a Table Captain each had a private copy and no way to reconcile them. This is the fix.
Local first. Every edit writes to this device immediately, under the same key shape as before, so nothing is lost when there is no signal at a fairground.
Server second. When connected, edits push to lighthouse-backend — the Express + Postgres service already running for the enterprise, already carrying tenant scoping and JWT auth. No new infrastructure.
Last write wins, per field, with a log. Two people editing different fields on the same task both keep their change. Two people editing the same field: the newer timestamp wins and the older value is preserved in the activity log, so a conflict is recoverable rather than silent.
1 · Two tables on the existing schema. outreach_tasks (tenant_id, task_key, done, status, owner, when_date, note, updated_at, updated_by) and outreach_activity (append-only change log). Both follow the tenant_id pattern already used by veterans, partners and checkins.
2 · Three endpoints on the existing server. GET /api/outreach, POST /api/outreach/sync (batch upsert, returns merged state), GET /api/outreach/activity. Same JWT middleware as every other route.
3 · Logins for five people. The users table already carries a role column with outreach among its values. Create one user per seat; no new auth work.
4 · Point this page at it. Set the API base below and the sync bar goes live.
The backend is live, tenant-scoped, authenticated, and already deployed. Adding two tables and three routes is roughly a day of work and no new monthly cost. Every alternative — Airtable, Monday, a Notion database — introduces a subscription, a second login, and a copy of the truth that drifts from the one the enterprise already owns.
/api/outreach on lighthouse-backend. Your edits save to this device instantly and reach the shared board when you press Push; Pull brings in everyone else's. Save file / Load file still work as an offline fallback.