1

“Been There – Have the T-Shirt”

Westmeath and District Recreational AssociationStrategic Planning Initiative

Meeting # 6September 26, 2011

2

Discussion TopicsFacility Management 101Strategic and long-term planningMaster planningOperational budgetingRecreational trends now and in the

futureFundingTips and tricksQ & A

3

Facility Management 101Understand your business “Who are we and why are

we here?”Understand who your customers are?Understand your costs and liabilities?

Real costs or true costs of doing business/providing service

Business approach – try not to get personal, its about dollars and cents (sense)

Legal responsibilities that come with your business - ORFA

Whether volunteer or paid staff, still providing a service to the community

Level of responsibility/expectation by residents for sound and safe facility. No facility – no service!!

4

Strategic and Long Term Planning“Fail to plan – plan to fail”“Plan the work and work the plan”Informed decision-makingPlanning future costs and expenses – no surprisesBegin with high level planning – needs of the

community, needs of facility/infrastructureWork towards long term detailed plans – operating and

capital plans over 5-10 years.Paint a picture of where you are currently and where

you will need to be long-termSet goals – annual workplansEstablish objectives (projects)Accountability

5

Master PlanningPetawawa Parks and Recreation exampleAnswer questions like:

what services should we be providing?Are our facilities adequate now and in the future?Trends/demographics/ cultural shifts?

Answer to questions like “who are we?” Vision, mission statement and value systemWhere we are at, where we want to be and how do

we get there.Broad look (high level) at all aspects of your

business

6

Operational BudgetingDetailed budgeting key to successPlan operating budget over a number of

years – watch for trendsMeasure your business – cost per….Understand true costs vs. subsidized costRates determined by balance of acceptable

rate of subsidization and market analysis. Work with user groups – understand each

others business and challenges

7

Recreational TrendsNow and in the Future

Aging populationEconomyInformation technologyDecreasing youth populationsActive older adult population boomVolunteerism shiftsFamily dynamicMovement to non-structured leisure pursuitsActive transportation/ trails/ non-motorizedActive and healthy lifestyles

8

FundingTax base – becoming more reliant/ Ratepayers

taxed-outGrants – expectation to cover portion of costs

Many typesSpecializedApplications differ, sometimes quite onerousOntario Trillium Foundation – capital needs

Loans – debt financing becoming more of a reality

Fundraising – becoming more challengingTypical scenario – combination of above.

9

Tips & TricksFederal and Provincial agendas – accessibility, health

sector, decaying infrastructure, aging populationKnow your grant agency friendsBusiness is about relationshipsThink outside the box – more than everDon’t be afraid to be creativeLeadership is critical – ME generation, NIMBY’sKnow your limitations – don’t promise what you

cannot deliver. Understand abilities and resourcesKnow your business and be prepared to defend your

decisions/ actions. Manage your risks.

10

Thank-youQ & A

Kelly WilliamsManager of Parks and RecreationTown of Petawawakwilliams@petawawa.ca613-687-5678 ext. 25