Westmeath and District Recreation Association Strategic Planning Workshop

Westmeath and District Recreation Association Strategic Planning Workshop July 9, 2011

Purpose of the Workshop Answer two questions: 1. What is Strategic Planning? 2. How does the WDRA formulate a strategic direction for the next 5 to 10 years? Everyone in attendance should participate

Agenda 8: 30 – 10: 00 – 10: 15 – 10: 45 – 11: 45 Presentation by Clem Pelot, Q & A Coffee break Group discussion WDRA mission and mandates Group discussion SWOC analysis Closing remarks (Gayle)

WDRA Strategic Plan Team WDRA Board of Directors Ad Hoc Committee Working groups Programming Physical plant Finance This workshop will provide the WDRA and Ad Hoc Committee the tools to develop your Strategic Plan

Strategic Planning Workbook “Creating and Implementing Your Strategic Plan” Authors John Bryson and Farnum Alston Simple, flexible model Manageable steps Provides many ‘tools’ (worksheets) Keeps you on track

What is Strategic Planning? Now used by most public/ non profit organizations Comprehensive, ‘big picture’ process Defines a vision for the future (where you want to be) Recognizes WDRA’s changing environment Proactive and flexible in addressing issues Cyclical

Benefits of Strategic Planning Improve WDRA services provided to residents More effective use of resources (people and money) Increased organizational efficiency Improved understanding and buy-in More likely political support at all levels Rationalize future decisions by WDRA Specific, targeted actions

The ABC’s of Strategic Planning A) Where You Are B) Where You Want To Be C) How You Get There This framework is used to introduce you to the elements of Strategic Planning

A) Where You Are Organizational readiness WDRA mission and mandates The role of volunteers Condition, capacity and use of the arena and hall Stakeholder input SWOC analysis

Organizational Readiness Consensus on the need for a Strategic Plan Involvement of key decision makers Capacity / knowledge of WDRA volunteers Understanding the steps and timeline Scope of the effort Role of the Ad Hoc Committee

WDRA Mission “We are a non-profit community governed organization, whose purpose is to support the people of our community in meeting their recreational, athletic and social needs; to achieve the best possible community spirit and wellbeing. ”

WDRA Mandates To manage the maintenance and safe operation of the Westmeath Recreation Centre facility. To rent the WRC facilities, indoor or outdoor, to a range of user groups or individuals throughout the year. To present and operate a range of outdoor and indoor events throughout the year - sports, recreation, community building, hobby and leisure events - as a part of the delivery of recreational services in the Township of Whitewater Region.

WDRA Mandates To recruit and train volunteers. To promote and publicise the events, the work of the association and the lifestyle of the community at large. To best support the spirit of community building and serve as a gathering centre and hub for all participants.

The Role of WDRA Volunteers Governance Operations Planning Communication

Condition, Capacity and Use of the Westmeath Arena and Hall Technical assessment of building condition Annual use (by group/ activity) of each facility How that use compares to 5 years ago Remaining hours available (Prime/ non prime) Current and future demand

Stakeholder Input Arena user groups Hall user groups Municipality and other RA’s Local sponsors/ companies Service clubs

SWOC Analysis Strengths and weaknesses of WDRA Opportunities and challenges facing WDRA Strategic implications

B) Where You Want To Be Identify WDRA’s highest priority issues Establish a Vision for 2021 Update WDRA Mission Statement Develop Goals and Objectives

Identify Highest Priority Issues Examples of possible issues facing the WDRA: Repair/ replacement of facilities Risk management/ liability for volunteers Suitable expertise to maintain facilities Communication Level of Municipal support

Establish WDRA Vision to 2021 The new Vision should describe what the WDRA should look like as it successfully implements its strategies and achieves its full potential “Where and what do we want to be? ”

Sample Vision for Parks and Recreation in Petawawa “Petawawa is a healthy, vibrant community that promotes a high quality of life through the provision of recreational opportunities for residents of all ages. ”

Update WDRA Mission Statement The Mission Statement should clarify WDRA’s purpose and indicate why the Association is doing what it is “What are we here to do? ”

Develop Goals and Objectives Goal: a long term organizational target or direction of development (what WDRA wants to accomplish or become over the next ten years) Objective: a measurable target that must be met on the way to attaining a goal

C) How You Get There Formulate Strategies Develop an Action Plan Evaluation/ reporting

Formulate Strategies Strategy: the means by which the WDRA intends to accomplish each Goal or Objective (the ‘how’) Strategies must: Address each priority issue Help WDRA fulfill its mission Be described in reasonable detail Be ranked

Develop an Action Plan A plan for the day-to-day operation of the WDRA: Typically an annual plan Specific actions described and prioritized Expected results defined Who is responsible Where/ when will actions be taken What resources are needed Communication process

Evaluation and Reporting Monitor implementation of strategies Reassess strategies and adjust Report annually to stakeholders Decide if/ when a new strategic plan is needed

Bryson’s Ten Step Process For each step, the workbook provides: Purpose of the step Outcomes Worksheet directions

Ten Steps to Complete the Plan 1. Initiate and Agree on a Strategic Planning Process 2. Clarify WDRA Mission and Mandate 3. Stakeholder Input 4. SWOC Analysis 5. Identify and Frame Priority Issues

Ten Steps to Complete the Plan 6. Formulate Strategies 7. Review and Adopt the Strategic Plan 8. Establish a WDRA Vision for the Future 9. Develop an Implementation Process 10. Reassess Strategies and Strategic Planning Process

Design Choices Whose Strategic Plan is it? WDRA’s What is the purpose of the effort? Enhance. WDRA’s organizational performance How can the process be tailored? KISS… Ad Hoc Committee members and other volunteers doing the work What are the dangers to avoid? Autonomous decision making, different work groups not in synch, inadequate communication

Keys to a Successful Process Be sure the organization is ready Strengthen leadership and ensure adequate participation of stakeholders Make sure the process has a skillful champion Build understanding to support wise strategic thinking, acting and learning Cultivate necessary political support Foster effective decision making Design a process that is likely to succeed Manage the process effectively

Questions?

Work Group Assignments Following the coffee break: 10: 15 – 10: 45 – 11: 45 Group discussion WDRA mission and mandate Group discussion SWOC analysis Closing remarks (Gayle)