An important but often overlooked management problem for small organizations is retaining institutional knowledge through the years. This concept refers to the collection of unwritten or decentralized information accumulated over time about an organization’s processes, assets, history, and relationships. While this kind of loss is common to organizations of all sizes, smaller groups are particularly susceptible because fewer people are usually involved in their creation and operations. Moreover, as we have moved to Internet-first workplaces, old paper documents and informal processes are often lost or forgotten when the staff members who created them move on or retire.
Small water systems in Western Kentucky faced losing institutional knowledge in recent years as the managers and directors who designed them began to retire. Small water systems, which comprise 97% of all U.S. water systems, each serve fewer than 10,000 customers. New managers at these systems were finding that their predecessors relied on dated processes for tracking system performance, including paper maps of assets that were disjointed, out of date, or even incomplete. Mergers between systems, done in the name of increasing efficiency, compounded the problems when they were carried out without careful efforts at combining data. Without stronger record-keeping, these systems faced the prospect of being unable to identify aging equipment before issues arose. It also made it difficult to prioritize maintenance projects and apply for outside funding. Moreover, the old-fashioned paper mapping system made tasks slow and inefficient that could be completed much easier using today’s technology.
Because small water systems often have minimal staff and bring in little surplus revenue, switching to modern GIS mapping of system inventories was an expensive and daunting prospect. For utilities like these, the resources required for transitioning to new processes often make them more expensive than old, inefficient ways of operating.
Enter the Pennyrile Area Development District (PADD), a regional development organization based in Hopkinsville that serves nine counties and 32 cities. Through a contract with the Kentucky Infrastructure Authority, PADD was able to provide staff support and GIS mapping expertise to each of the region’s small water systems over a four-year period. GIS specialists reviewed paper maps, interviewed staff, and conducted site visits to catalog and geolocate thousands of discrete elements owned by the districts. These elements, which include water hydrants, valves, and sewer manholes, were then added to a statewide database. Centralizing this data helps stakeholders maintain compatibility between systems, enables new tools for technicians, and creates standardized data that can be evaluated across systems to measure performance and prioritize funding. Moreover, it minimizes the institutional knowledge loss that was challenging these small water systems.
As a public planning and development organization, PADD seeks to bring together stakeholders to accomplish broad goals across a portfolio of services that includes aging, community and economic development, human services, and workforce development. Its GIS mapping program is part of a larger effort to support the region’s small water systems to ensure the future well-being and continued growth of the communities in the region.
Though not all RDOs have specific programs with small water systems, those that do can bring a range of expertise to bear on problems beyond GIS mapping. PADD also serves the region’s small water systems by maintaining a dashboard of system performance metrics and makes annual site visits to ensure data quality. It has helped disseminate information about water issues specific to the region, including challenges related to maintenance of aging clay water pipes. Most importantly, it has responded to a state and federal push for regionalization by developing expertise in grant and loan application management for small water systems.
PADD’s approach to funding applications has two main facets: direct technical assistance and the development of a process for regional coordination to prioritize highest-need projects. Staff maintain expertise on the changing grant and loan opportunities available from state and federal agencies. Moreover, they disseminate best practices for grant writing and administrative practices and use data and site visits to help systems determine what improvements should be prioritized.
In order to increase the competitiveness of small water systems funding applications, PADD has also created the Pennyrile Water Management Council, a board tasked with evaluating and prioritizing needs at a regional scale. The Council, made up of mayors, judges, system managers, and health department officials, meets quarterly to vote on project priorities. Their certifications increase the competitiveness of applications and ensure that money is spent responsibly on the small water systems. Through this regional approach, PADD works to promote efficiency, keep costs down for consumers, improve water quality, and break down barriers between municipalities in the pursuit of funding opportunities.
To learn more about regional development organizations (RDOs) like the Pennyrile Area Development District and how they can support your own local planning and infrastructure efforts, visit www.nado.org. If your community is not yet connected with your RDO or you are unsure which RDO serves where you live, please reach out to NADO Research Foundation Associate Director Brett Schwartz at [email protected].
This case study was written by NADO Research Foundation Graduate Fellow Dion Thompson-Davoli. Special thanks to PADD Infrastructure Coordinator Kyle Cunningham for sharing his time and expertise.
The NADO Research Foundation is a partner organization in the Smart Management for Small Water Systems project, a collaborative effort between the members of the Environmental Finance Center Network, the NADO Research Foundation, and the Government Finance Officers Association.
The Smart Management for Small Water Systems Project seeks to address major issues facing the nation’s smallest drinking water systems (those serving 10,000 or fewer people). Our team of experts works with water systems across the country, US territories, and the Navajo Nation to address these issues, which range from asset management and rate setting to water loss detection and conservation, through training and technical assistance. This project is made possible through a cooperative agreement with the U.S. Environmental Protection Agency. The information presented above does not necessarily reflect the views or opinions of US EPA.
© 2022 National Association of Development Organizations (NADO) and the NADO Research Foundation. All Rights Reserved.
Ryan Collins joined NADO in 2024. He lives in Athens, Ohio, and is passionate about ensuring rural communities thrive and prosper across the country. Ryan has always identified as a helper and has focused his career on serving others in both the public and private sectors. Before joining NADO, Ryan worked as a Policy Manager with the National Digital Inclusion Alliance. There he focused on Federal Policy issues and making them more accessible to members. Before that Ryan worked with one of NADO’s member organizations Buckeye Hills Regional Council (BHRC) as a Broadband Coordinator and then as a Program Manager, where he led Ohio’s Southeast Regional Digital Inclusion Alliance, managed BHRC’s State and Federal Appalachian Regional Commission programs, and worked in several other programs. In his free time, Ryan enjoys reading, playing Dungeons and Dragons along with Magic the Gathering, building models, hiking, and spending time with his children (his cats Saturn and Cosmo.)
Regional Development Researcher Andrew Coker joined the NADO team in March of 2023 after spending two and a half years as the Regional Economic Resiliency Coordinator at West Central Arkansas Planning and Development District. Andrew holds a bachelor’s degree from Hendrix College and a master’s degree from the University of Arkansas Clinton School of Public Service.
At NADO, Andrew conducts research on the newest economic and community development best practices from Economic Development Districts across the country. He helps produce easily digestible information on complex regional issues through case studies, tip sheets, and research reports. Andrew also hosts training and professional development opportunities including conference sessions and virtual webinars for member regional development organizations.
Andrew is one of our Missouri-based team members and enjoys reading and training for his next triathlon.
Jack Morgan came to the NADO team in 2022 after seven years with the National Association of Counties (NACo) as a Program and Senior Program Manager. Prior to NACo, Jack was a Policy Analyst for Friends of Southwest Virginia. Jack holds a bachelor’s in geography from Emory & Henry College and a master’s in geography from Appalachian State University.
As a NADO Senior Program Manager, Jack leads capacity-building and peer-learning work supporting energy communities in economic transition, regional resilience, and recreation economies. He also helps with the EDA-Austin training program Emerging Leaders.
Jack is certified by the American Institute of Certified Planners (AICP) and is a member of the American Planning Association (APA) in the Regional & Intergovernmental Planning division. He also serves on the Emory & Henry College Alumni Board.
Taking road trips, reading non-fiction, and indulging in top-notch barbecue and coffee round out Jack’s days. He loves maps, mountains, and of course, all things sports.
Karron Grant joined the NADO team in 2023 as Administrative Specialist and is the first face (or voice) you’ll see or hear when reaching out to NADO. As Administrative Specialist, Karron manages our database and coordinates NADO event operations. He ensures members’ needs are met, contact information stays current, and NADO’s office is running efficiently.
Karron came to NADO after four years in the classroom teaching at The New Century School and Old Mill Middle North where he received the Patriot of the Year award. He attended Towson University and the University of Maryland Global Campus and holds a bachelor’s in international studies and humanities.
Visiting art galleries and museums, playing basketball and bowling, and taking in movies and music are some of Karron’s interests and hobbies.
Deputy Executive Director Laurie Thompson has been with NADO for 25 years. Laurie helps keep the NADO and NADO Research Foundation wheels turning through management of the daily operations of the Research Foundation, securing financial resources and overseeing grants management, and helping execute NADO’s Annual Training Conference each year.
Laurie holds a bachelor’s in public affairs and government from Mount Vernon College and a master’s in health services administration from The George Washington University. Prior to NADO, Laurie spent time as a Field Specialist and an Eagle Staff Fund Director at First Nations Development Institute.
When she’s taking a rare reprieve from her NADO work, Laurie enjoys traveling domestically and internationally to visit friends and family.
Jamie McCormick joined the NADO team as a Policy Fellow first in 2019, then moved into her current role as Legislative Associate in 2021. As Legislative Associate, Jamie keeps NADO members apprised of any policy and regulatory issues and communicates NADO’s policy priorities to federal stakeholders and partner organizations. She is also the first stop for members with inquiries on policy issues. The planning and execution of NADO & DDAA’s annual Washington Conference is also managed by Jamie.
Jamie holds a dual bachelor’s in political science and international relations from The State University of New York College at Geneseo and a master’s in international development studies from The George Washington University. In addition to her roles at NADO, Jamie also worked as a Legislative Assistant for the Northeastern Retail Lumber Association.
Outside of her NADO work, Jamie is an active volunteer with the VOLO Kids Foundation and a fundraiser for YMCA youth programs. She is also NADO’s resident baker regularly providing treats for those in NADO’s D.C. office. Traveling, taking her pup on walks, and hiking in the northeast keep Jamie busy.
Brett Schwartz began at NADO in 2012 as a Research Fellow after earning his J.D. from the University of Baltimore School of Law. The following year, he was promoted to Program Manager and has now been leading as an Associate Director since 2018. Brett is responsible for managing NADO’s Economic Development District Community of Practice (EDD CoP), as well as researching and monitoring the latest trends in regional economic development and resilience, including best practices for the Comprehensive Economic Development Strategy (CEDS). With more than a decade of experience on the NADO team, Brett is a dynamic relationship builder helping connect and build capacity among the national network of regional development organizations.
Brett also holds a bachelor’s degree from Georgetown University and a master’s from Trinity College Dublin, as well as a certificate in mediation training. He’s a member of Catalyst Grantmakers of San Diego and Imperial Counties and was a participant in the 2021-22 Field Trips to the Future Cohort.
Brett is one of NADO’s West Coast team members residing in San Diego, CA where he enjoys spending time outdoors, attending concerts and festivals, and soaking up life as a parent of two young children.
Communications Manager Katie Allison joined the team in 2023 to lead the strategic communication efforts of NADO. Katie creates and develops print and online materials, communicates NADO’s updates to members via weekly emails, and maintains content for nado.org and NADO’s social media channels. She also works with different departments to generate new ideas and strategies to effectively describe and promote the important work NADO is doing for EDDs and RDOs across the country.
An experienced nonprofit communications professional, Katie has worked for organizations in western North Carolina for nearly a decade. She holds a bachelor’s in communications from Wingate University where she was a four-year student athlete. Katie has also completed Vision Henderson County, a comprehensive leadership development program that promotes informed and committed civic volunteerism.
Katie stays busy trying to keep up with her two young sons whom she enjoys exploring the Blue Ridge Mountains with. Traveling to new and favorite places and cheering on the Atlanta Braves are some of her family’s favorite pastimes.
Senior Program Manager Ciara Ristig has been a member of the NADO team since 2021, and helps with NADO’s EDD Community of Practice, EDD staff capacity building and other grants on a range of subjects, including equity and solar energy. Before NADO, Ciara worked as a Planner for the County of Santa Barbara and an Assistant Project Manager for REM Consult. Ciara holds a bachelor’s in urban studies and French from Bryn Mawr and a master’s in urban studies from Ecole d’Urbanisme de Paris.
When she’s not traveling, you can find her outrigger paddling and serving on the board of the Blue Sky Center in New Cuyama, CA, near her home base of Santa Barbara.
Carrie Kissel has been a member of the NADO team since 2005 when she began as a Research Fellow. She later moved into the roles of Program Manager in 2006, and then Associate Director in 2011. Carrie holds a bachelor’s in anthropology from Ball State University and a master’s in public anthropology from American University. As Associate Director, Carrie oversees NADO’s work in rural transportation and rural wealth creation. She provides technical assistance and support to rural regions on transportation and economic development issues and develops training and peer exchange events on transportation issues and rural wealth creation as an economic development strategy.
Carrie is a member of the Transportation Research Board (TRB) and secretary of TRB’s Rural Transportation Issues Coordinating Council. She is also a member of the American Anthropological Association and the National Association for the Practice of Anthropology.
Reading, gardening, hiking, and kayaking are a few of Carrie’s hobbies, and she organizes a book club in her community.
Melissa Levy has worked at NADO as a Regional Development Researcher since February 2023 and is the Principal Consultant at her own firm specializing in wealth-based economic development consulting. With a career spanning nearly 30 years, Melissa brings a breadth of knowledge to her role as a Regional Development Researcher. Melissa provides in-depth research, coaching, and training on regional economic resilience, rural wealth creation strategies, and economic development.
Melissa is a North American Food Systems Network trained AgriCluster Resilience and Expansion (ACRE) facilitator and a WealthWorks coach, facilitator, and trainer. In addition to her professional work, Melissa serves on the Vermont Urban and Community Forestry Council, on the board of the Hinesburg Community Resource Center, and on the Hinesburg Economic Development Committee.
A true outdoorswoman, Melissa enjoys cross country and downhill skiing, paddleboarding, hiking, biking, and kayaking, as well as yoga, and teaching Tai Chi.
Program Manager Krishna Kunapareddy began her role with NADO in February of 2023 after 14 years of service at Boonslick Regional Planning Commission in Missouri. Krishna manages NADO Research Foundation’s Planning and Environmental Linkages and Center for Environmental Excellence projects. In addition to researching and writing, Krishna also conducts virtual workshops on innovative tools and techniques related to transportation planning.
She holds an undergraduate degree from Andhra University and a master’s from JNT University in India, as well as a master’s in city and regional planning from the University of Texas at Arlington. Krishna is also a certified Smart Cities Academy Practitioner and holds the Location Advantage certificate from geographic information system software company ESRI.
In her spare time, Krishna volunteers with Mentors4College helping high schoolers better plan for their post-high school paths. She is also a dedicated advocate for documented H4 Dreamers.
Krystal DeLeon joined the NADO team in October of 2020 as Database & Grants Manger, but in January of 2022 transitioned to her current role as Operations Manager. Krystal keeps NADO running through behind the scenes work of invoicing, solving any database issues that may arise, producing membership reports, and much more. Her organizational skills and thorough knowledge help the NADO team operate more efficiently across all departments.
Prior to NADO, Krystal was the Conference Services Coordinator for State Services Organization. She is a Certified Meeting Professional (CMP), a licensed realtor, and holds a bachelor’s in psychology from Liberty University. When she’s not keeping NADO’s operations in order, Krystal enjoys running and rock climbing, and adventuring with her husband and son.
Senior Program Manager Bret Allphin joined NADO in April of 2022 bringing with him a wealth of knowledge after a 20-year career with Buckeye Hills Regional Council in Marietta, Ohio. In addition to his bachelor’s in political science and master’s in public affairs, Bret is licensed Geographical Information Systems Professional (GISP). He is NADO’s go-to team member for all things mapping while also supporting members with transportation and economic development technical assistance services.
An avid sports aficionado and former collegiate athlete, Bret enjoys cheering on his Cincinnati Reds, hitting the trails on his mountain bike, and improving his golf game whenever possible. Bret is an involved community member in Marietta dedicating much of his spare time to serving on local nonprofit boards.
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Joe McKinney serves as Executive Director of the National Association of Development Organizations (NADO). Headquartered in Washington DC, NADO provides advocacy, education, research, and training for the nation’s 500+ regional planning and development organizations.
Joe has thirty-one years of experience having served in city, county, regional, national association, and government management since 1991. He holds a bachelor’s degree in Public Policy Analysis from the University of North Carolina at Chapel Hill and is a candidate for a master’s degree in Public Administration from UNC-Chapel Hill.
McKinney has provided congressional testimony on numerous occasions regarding the importance of regional development organizations in helping shape the nation’s economic growth. He is nationally recognized for promoting innovative solutions in areas such as planning and economic development, workforce development, transportation and transit, and aging services.