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Strategic Plan
August 2000 to
August 2005
'To be the
strongest outdoor recreation club in New Zealand'
'To promote,
facilitate and advocate the safe enjoyment of the outdoors
1:Increase
weekend trips to 16 per year with 18 people average by 02/03
2:
Strengthen links with related organisations
3:
Revise financial system; Financial Security; Fund specific projects
from external sources
4:
Set up 5 year management plan for our assets
5:
Get 10 extra members each year for next 5 years
6:
Assess Members Satisfaction of Thursday Nights
7:
To train and partially fund 10 people for external training per year
8:
To recognise and formalise the Outdoor Recreation Group
Increase
weekend trips to 16 per year with 18 people average by 2002/2003
Increase
number of leaders
Action
#1: Produce material that outlines the
role of the leader
Action #2:
Training plan developed
Action #3:
Apply to funding sources 50% of leadership training
Action #4:
Develop a system of co-leadership/mentoring of new leaders
Action #5:
Advertise for Leaders internally and externally
Responsibility:
Chief Guide
Time Frame:
#1 - AGM 2000, #2 - Dec 2000, #3 - Nov 2000, #4 - Nov 2000, #5 -
Ongoing, each six months.
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Objective
#2: Increase geographic distribution
of trips
-
Action
#1: Develop a database of areas
and type of trips (folder)
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Action #2:
Survey members for areas they would like to visit
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Responsibilty:
#1 - Chief
Guide, #2 - Committee and Ron Minnema
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Time
Frame: #1 -
Ongoing, #2 - May 2001
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Objective
#3: Increase
range of trip activities eg cross country skiing, kayaking and
Mountain Biking
-
Action:
Survey members as to type of trips
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Responsibilty:
Committee and Ron Minnema + DCC
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Time
Frame: May 2001
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Objective
#4: Review the
policy on transport
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Action
#1: Educate
members of cost private vs club
-
Action #2:
Survey - Take into account effect on leaders Discuss at Thursday
meeting
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Responsibilty:
Transport Officer?
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Time
Frame: June/July
2001
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Objective
#5: Trip card
development - use process of suggesting areas to visit and then
call for leaders
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Action
#1: Promote in
the Bulletin proposed changes
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Action #2:
Form developed for members suggestions of locations placed at
back of club rooms
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Responsibilty:
Chief Guide
-
Time
Frame: Nov / Dec
2000
-
Objective
#6: Day Trips
-
Action #1:
Promote in the Bulletin proposed changes
-
Action #2:
Form developed for member suggestions of locations placed at
back of club rooms
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Responsiblity:
Chief Guide / Day Trip Convenor
-
Time
Frame: Nov / Dec
2000
Improve
communication with related organisations
Action #1:
Develop list of related organisations and regularly update with
contact names, phone numbers and details
Action #2:
Send appropriate publicity material Tripcard; our advertising eg
Bushcraft
Action #3:
Notify of any of our activities they may be interested in (form
letter) Ask to reciprocate
Responsibility:
Publicity Officer and Secretary
Time Frame:
Nov 2000 / as required
Revise
financial system; Financial Security; Fund specific projects from
external sources
-
Objective
#1: Develop
financial computing package
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Action #1:
Club Treasurer and others to investigate existing packages or
build tailormade package for Clubs present and future needs
-
Action #2:
Computing course training for Treasurer
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Responsibility
: #1 - Treasurer
and expert help from Club, #2 - Treasurer
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Time
Frame: #1 -
Prototype 31/3/01 30 June 2001, #2 - End 2000
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Objective
#2: Develop 5
year financial plan
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Action :
Take projected financial plan from each department and make
overall plan
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Responsibilty:
Each Department Head (Committee)
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Time Frame:
June 2001 / Annual Review,
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Objective
#3: Funding -
Find funding sources. Develop a funding folder to stay in club
rooms
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Action #1:
List of all available external funding agents Citizens Advice
Bureau, Dunedin City Council, Internal Affairs, sponsors
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Action #2:
Specify projects needing funding and find appropriate cash
source
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Responisibilty:
Funding co-ordinator (? new committee member),
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Time
Frame: , #3
- #4 - Advertise position by AGM 2000 End Nov 2000 Revise
annually, #5 - As appropriate
Set up 5
year management plan for our assets
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Objective
#1: Assess all Clubs assets
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Action:
List building assets, determine state of repair, determine
actions required, prepare a maintenance schedule, price
schedule
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Responsibility:
Property Officer and delegates
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Time
Frame: Dec 2000
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Objective
#2: Gear Hire
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Action #1:
List gear available Decide whether to have own gear or rent
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Action
#2: Prepare replacement schedule and new gear
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Responsibility:
Gear Hire Officer
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Time
Frame: #1 - Annually 30 June July 2000, #2 - Annual 30 June
- end July 2000
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Objective
#3: Trailer
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Action:
Ongoing maintenance scheduled WOF Registration
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Responsibility:
Transport Officer
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Time
Frame: Ongoing / 6 monthly / Annual
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Objective
#4: Furniture and Fittings
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Action:
Ongoing maintenance of AV equipment Stocktake yearly Maintenance
log Upgrading furniture etc
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Responsibility:
Committee
-
Time
Frame: Annual 30 June Ongoing Review annually
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Objective
#1: Good Bushcraft Course Publicity
-
Action: Promote
Bush Craft by advert multiple media, banks, empty shop
windows, paper advertorials, Unipol Channel 9, past bushcraft
members to talk to contacts, T Shirts
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Responsibility:
Publicity Officer (Andrew + Bushcraft Co-ordinator
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Time
Frame: By 30 November
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Objective
#1: Develop Posters
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Action: Sports
shops (ORC)Doctors/Physio Rooms (Carolyn Jenkins - HealthCare
Otago, Green Prescription). Displays at major public events
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Responsibility:
Membership sec Publicity Officer
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Time
Frame: Draft 6 months Complete 12 months
-
Objective
#1: Radio TV, Paper
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Action: Community
Notice Boards and Channel 9 Thursday - weekly Sports Draw-
Thursday ODT
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Responsibility:
Publicity Officer
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Time
Frame: Dec 2000
-
Objective
#1: Modify welcome brochure (incl photos) & Club profile
sheet
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Action #1
Redesign and place Backpackers Notice Community ad
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Action
#2: Public perception e-mail notice (Paul Bennington)
managed to complement website.
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Responsibility:
#1 - Publicity Officer, #2 - Paul bennington
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Time
Frame:
Assess Members
Satisfaction of Thursday Nights
-
Objective
#1: To increase numbers, to get more active members
-
Action
#1: Survey Members Do we want more people at meetings?
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Action
#2: More - better speakers Survey in bulletin ask other
members if they know of someone who wishes to be a speaker
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Responsibility
DCC/Social Convenor
-
Time
Frame: (results by May 01 survey out by end of 2000)
-
Objective
#2: Convert people attending to new members
-
Action: Advertising
nights when a speaker is on to get new people eg weekender
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Responsibility:
Social Convenor
-
Time
Frame: May 2001
-
Objective
#3: Starting time of meetings - does open 7pm start
7.30pm
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Action: Survey
in bulletin
-
Responsibility:
DCC/Social Convenor
-
Time
Frame: May 2001
-
Objective
#4: Make new members feel more welcome
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Action: Make
other members realise we need to speak with new people
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Responsibility:
Committee
-
Time
Frame: Immediate and ongoing
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Objective
#5: Higher level speaker to get more active members
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Action: Source
speakers and costs put up a higher fee on door costs. Ideas
asked for in survey
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Responsibility:
Social Convenor
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Time
Frame: May 2001
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Objective
#6: More activities which involve people on Thursday nights
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Action:
Ideas asked for in survey
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Responsibility:
DCC/Social Convenor
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Time
Frame: May 2001
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Objective
#1: Training need and training available
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Action: Get
on various training organisations mailing lists to ascertain
what is available
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Responsibility:
Secretary
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Time
Frame: Before AGM 2000
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Objective
#2: Identify training gaps
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Action:
Assess available courses
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Responsibility:
Committee
-
Time
Frame: AGM 2001
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Objective
#3: Obtain AT LEAST 50% external funding for training
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Action:
Select funding from a variety of sources - in part. Hilary
Commission one application per year
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Responsibility:
Funding Officer (new position)
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Time
Frame: AGM 2001 Specific forms as required
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Objective
#4: Prepare a training plan
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Action:
Develop a training plan
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Responsibility:
Chief Guide & Committee
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Time
Frame: Dec 2000
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Objective
#5: Identify participants for training
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Action
#1: Article in Bulletin asking for people interested
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Action
#2: Invite suitable people to lead
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Responsibility:
#1 - Chief Guide, #2 - Committee
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Time
Frame: #1 - March 2001, #2 - AGM 2001
To recognise and
formalise the Outdoor Recreation Group
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Objective
#1: Reform the outdoor recreation group with the objective
that they meet regularly to submit to relevant documents
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Action: Identify
and invite interested people
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Responsibility:
Committee
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Time
Frame: September 2000
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Objective
#2: Create a file listing all correspondence, submissions,
responses etc to be made available to all club members
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Action:
Representative to report to Committee
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Responsibility:
Committee appointed representative
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Time
Frame: By November 2000 - Committee Meeting
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Objective
#3: Keep Club Members informed
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Action: Advise
either by Club Bulletin or verbally on Thursday night
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Responsibility:
Sub-Committee
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Time
Frame: Meeting Quarterly - every 3 months
Notes from the
information gather to develop the Strategic Plan
Membership
- Bushcraft numbers down -
perception don’t need training to tramp
- Increasing postal member
proportion not a problem
- Active membership was
younger
- Accentuate positive
aspects of joining club
Activities
- Trips becoming 'tamer' -
not off track, use huts more, shorter trips
- ? Advanced Bushcraft
Course BCII
- Need more fit trips ? plan
trip destination, then find leaders
- Need to change outsiders
perception of club - seen as tough, fit trips
Finances
- Bushcraft profit
- No snowcraft
- Small shortfall
- Need Maintenance programme
- possibly annual fundraising
- Funds coming in only cover
year to year running expenses - Bulletin, AGM, rates, insurance,
not maintenance
- Assets (property) =
$80,000 purchase value
- We pay GST and get back 6
monthly
Property
- Assets: Clubroom - ? old
books
- Big Hut, Leaning Lodge,
Jubilee, Ben Rudd, 25 Mile Hut (Rees Valley), trailer, tv and
video, epidio, computer and printer, projector, typewriter, gear
hire
- Apply for rates relief and
maintenance ('upgrade') grant
Perception
- Tramp club = tough tramps,
too fit
- Within club = need more
tough trips
- Other clubs maintain our
huts - appropriate?
- Grant for maintenance -
call it “upgrade”
- Trip leader - evening,
promotion of folder
Strengths
Weekly
meetings, Training/Instruction, Information resources, Friends - meet
new people, Financially stable, Regular Trips, Cheap?, Gear hire, New
experiences, Enthusiasm, positive, optimistic, energetic, Volunteers
time expertise, Wide range ages and backgrounds, Weekly daytrips,
Safety, Discounts, Experience, Assets, Opportunities, Adventure, Links
to other clubs, Like-minded people, People, Lobbying, Membership
steady, Kayak, m-biking, skiing, rock climbing, Social, Organised,
Associated social activities, History of club, knowledge, good name,
Some family activities, Networking the old members, Website, Knowledge
of members skill
Weaknesses
Assets and
liabilities, Marketing, Trip level - self assessment, clubs knowledge
of members, Finding trip leaders - organising, responsibility,
Inertia, Thursday night too long, Public perception, Needs alternative
trip plan, Tramping groups too small, Clicky club nights, ? location
clubrooms, Need more variety of trips and other activities, Cost of
trips, Weekend work vs tramping - lack of weektime tramps, Gear hire -
maintaining, needs, publicity, Ageing memberships, Chasing funds -
time, person etc, Few carry load, Risk management, Hiring vans,
transport, Competition and other clubs - we need to differentiate
ourselves - safety vs drink
Opportunities
- Safe with adventure
- Marketing, publicity -
financial backing, networking
- Work with other clubs
- Developing personal skills
- leadership, skills, organisation
- Opportunity - adventure,
similar mind, different areas, safety, other activities
- Promote our huts and use
more
- Use info in clubrooms eg
library
- Make new friends
- To become self dependent
- Bulletin/Outdoors
- Articles wider market -
sell articles - community noticeboard, Weekender - whole page
and advertisers, ODT - Sports draw page
- Delegation
- Knowledge of members
skills
- Experience
- Target as new activity
from running, golf etc
- Hooking into existing
promotions - House and Garden Show
Threats
- Competition - other tramp
clubs - over 50/WEA/Family, other activities, private trips,
Mountain bike club, outdoor activity club
- Changing society - working
weekends, outdoor education in schools, gyms - Short term gain
- Time involved - transport,
preparations, fitness, tramping itself
- Perception of cost -
set-up, trip fee
- Ageing membership
- Ageing and deteriorating
assets
- Lack of volunteer time
- Level of trip - self
knowledge of fitness, clubs knowledge of fitness
- Few carrying load
- Committee need to involve
members
Needs
Identification
- Publicity for new
members
- Assets management
plan - maintenance plan
- Tramp revamp - cost,
levels, destination, transport, leaders recruiting
- Training - leaders -
external = NZOIA
- (expensive,
internationally recognised
- Internal - logbooks
- Bushcraft /
Snowcraft
- Partnerships
with other clubs - MSC, SAR, Kayak, 4WD, FMC, DOC, DCC, Ben Rudds,
Alpine
- Storing
corporate knowledge - orientation manual for new members
- Gear
partnership - University club
- Joint trips -
Kayak, 4WD, other tramp clubs
- Revamp
Thursday nights - survey members in Bulletin or on clubnight
- Funding -
designate a person - (supply of info for funding application)
- goals, plan,
budget
- Financial Plan
- Proactive
lobbying - advocacy for access - need copies of submission form
Outdoor Recreation Group: David Barnes, Richard Pettinger, Alan
Thomson, Ross Cocker??
- Track Clearing
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Introduction
