mount martha yacht club strategic plan 2018-28 · mmyc strategic plan 2018 - 2028 introduction the...

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Mount Martha Yacht ClubStrategic Plan 2018 – 2028

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MMYC Strategic Plan 2018 - 2028

IntroductionThe General Committee of MMYC requested the creation of a Strategic Planning Working Group with membership to represent the wide demographics of the club.

The purpose of the Strategic Planning Working Group is to create a Strategic Plan to:• Identify opportunities and challenges facing the club and develop a plan to address and capitalise on them• Clarify where we believe the club should be in 10 years time and determine what we want it to look like

The plan will then adopted by the General Committee, acted on and reviewed at each meeting as an agenda item to ensure that the necessary actions, initiatives and goals are implemented and realised in a timely manner.

Process of creating the Strategic PlanIn order to ensure that the Strategic Planning Working Group created a broad enough plan which addressed the reinforcement of strengths, the mitigation of weaknesses, the identification of opportunities for the club and the potential threats which the club might face, it was decided to undertake a SWOT (Strengths, Weaknesses, Opportunities, Threats) Analysis. See Appendix 1 for a copy. The goals and accompanying plan were then generated to address the issues identified within this SWOT analysis.

The members of the Strategic Planning Working Group were split into working sub groups in order to address each of the key areas of Sailing participation, Volunteers, Membership and Facilities.

Club Mission StatementThe SWOT analysis identified a lack of clarity around the identity of the club, it was considered crucial to define this in order to ensure the strategies and goals within the plan were aligned with the identity of the club. The following Statement was developed which was felt by the Strategic Planning Working Group and the Club Committee to represent how the Club wants to be identified:

MISSION STATEMENT - ‘Our family friendly Yacht Club offers a high level of competitive off the beach yacht racing and encourages sailors to develop their skills in a relaxed and enjoyable environment. The club is run by volunteers and encourages all members to participate. Kayaking and other water sports add a popular dimension to the fabric of our club and are actively pursued all year round in often pristine waters. A commitment to structured sail training ensures this sport is accessible to all members at any level.’

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MMYC Strategic Plan 2018 - 2028Summary of Strategic Goals1. Sailing ParticipationIncrease the number of people sailing in both races and recreationallyGoal: Average racing fleet size of 40 boats by 2028, Goal: Average participation in recreational sailing of 25 sailorsper week by 2028.

2. VolunteersIncrease the number of people fulfilling volunteer roles around the club.Goal: To have all positions within the organisational structure filled by 2020 and processes in place to ensure they continue to be filled.

3. MembershipAttract and retain members, improve communication with members.Goal: 95% member retention, 80% email opens, population 600 persons (max).

4. FacilitiesImprove existing facilities and create new facilities.Goal: Junior room, separate patrol boat shed, improved changing facilities and accessibility of club (STPA).

5. Finance and ComplianceMaintain financial sustainability and ensure funds are available for development of the club and the required resources to achieve the Strategic Goals.Goal: Club financial cash on hand to be maintained at a minimum of $100k over the 10 year life of the plan.

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Sailing Participation:Goal: Average racing fleet size of 40 boats by 2028.

Goal: Average participation in recreational sailing of 25 sailorsper week by 2028.

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Strategy: Develop Sailing Pathway Provide competitive sailing Have club boats available for use

Initial actions to be completed 2018 – 2020

1. Review and utilise available YV & YA resources as appropriate.

2. Create graphical summary of sailing pathway (eg. p32 of Growing Sailing document) for display within the club and on website

3. Clearly advertise sailing pathway on website4. Provide adult sailing lessons5. Review barriers for green fleet participants

progressing to club racing6. Review whether information and guidance on

the future opportunities available either recreationally or competitively, are being provided at the introductory racing level.

7. Review how we encourage involvement of Tackers’ non-sailing families.

1. Host state titles (aim for 1x title / season)

2. Encourage members interested in race management to attend race management course.

3. Facilitate coaching days4. Facilitate training sessions

1. Ensure boats are maintained to racing standard2. Consider replacement strategy and allocate

funds as required

Actions to be completed 2020-2028

Review effectiveness of above actions and overall strategy, modify accordingly to achieve goal.

Current: 2023: 30 2028: 402020: 23

Current: 2023: 18 2028: 252020: 10

MMYC Strategic Plan 2018 - 2028Sailing Participation (continued):

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Strategy: Increase the emphasis on relaxed recreational sailing

Reduce the time commitment Actively promote becoming an instructor (instructor pathway)


1. Promote destination sailing and picnic racing.

2. Encourage Friday evening recreational sailing.

3. Sign on/off sheet to be available to account for members safe return and monitor numbers.

1. Consider short, quick racing. Discuss with and ascertain demand for this within membership.

2. Attractive time slots eg. After work, twilight sailing on weekdays and weekends.

3. Consider structuring Sunday racing as two concurrent series held at once ie race 1 from series A, race 2 from Series B to allow sailors to choose to sail one race only but still be competitive in a series.

1. Actively promote the Instructor Pathway to cater for those who race and would like to ‘give back’ by offering their expertise and experience.

2. Actively promote the Instructor Pathway to cater for those who might be less keen on racing but wish to use and develop their teaching/coaching skills to help others.



Strategy: Promote Female Sailing Greater use of ‘classroom’ in the off season


1. Ensure Women on Water program is maintained.

2. Consider improvements including more structured class room theoretical sessions together with techniques and learning on the water.

1. Utilise the club facilities out of sailing season to provide structured theoretical learning about sailing for beginners, intermediates (and advanced?).



MMYC Strategic Plan 2018 - 2028Volunteers:Goal: To have all positions on organisational structure filled by 2020 and processes in place to ensure they continue to be filled.

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Strategy: Identification of volunteer requirements

Recruit volunteers Recognise and reward volunteers

Retain volunteers Club Culture


1. Develop organisation structure and position descriptions.

1. Sell volunteer message to members; ‘The club needs more involvement of members to assist with the many club tasks. This to allow for planned programs to proceed’.

2. Create task team roster and describe required roles.

3. Advertise via email/Facebook/website.

4. Survey members.5. Engage with members

(in person and surveys) to identify.

1. Newsletter articles.2. Provide training and

education.3. Recognition letter from

Commodore.4. Reimburse. volunteer

expenses.5. Nominate outstanding

volunteers for awards.6. Annual volunteer meeting

to get their feedback on how to improve the way we manage volunteers.

1. Volunteer vision/policies included in club handbook.

2. Regularly reinforce importance of volunteers.

3. Commodore to thank volunteers at every opportunity both publicly and privately.

1. Develop strategies to grow volunteer culture at club.

2. Articulate the club volunteering culture on the membership application form.



MMYC Strategic Plan 2018 - 2028Membership:Goal: 95% member retention, 80% email opens, population (max.) 600persons

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Strategy: Attract new members Retain members Improve member communication

Improve MMYC exposure and stature via Internet


1. Articulate and promote benefits of a membership via ; local newspaper advertising, Facebook, Instagram, posters in local schools and businesses.

2. Hold annual open days to showcase club facilities/benefits.

3. Hold annual Try sailing days

4. Invite sailors to free coaching days (3 per year).

5. Engage with schools utilising members who are Teachers to establish best approach.

1. Communicate and engage with members via regular newsletter; During season twice a month and off season monthly.

2. Provide sailing pathways at all levels that align with current YA research.

3. Provide a sail racing program that reflects members’ expectations.

4. Provide a social program that reflects members expectations.

5. Utilise club facilities to offer theory classes during the off-season.

1. Publish a regular newsletter via email/Facebook.

2. Engage with members via an annual forum.

3. Create a Junior Committee for both sailing and social activities.

1. Revamp website. Clear, crisp presentation with great images, articulation of club ethos, Mission Statement, pathways front and centre.

2. Increase utilisation of social media (eg Facebook, Instagram) to ‘spread the word’ in alignment with the values of the club (friendly, inclusive, strong racing and recreational sailing focus.



MMYC Strategic Plan 2018 - 2028Facilities:Goal: Junior room, separate patrol boat shed, improved changing facilities and accessibility of club (STPA).

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Strategy: Construct Junior Room to encourage junior members to spend time together.

Increase changing facilities capacity to accommodate increased sailing participation (40 boats) by building dedicated patrol boat shed.

Improve accessibility of club


1. Decide on best location: consider the northern boundary of the club, incorporating other storage e.g. ‘Thorn’ and the Flying 11's in the eastern end. Replacing the tin shed. Consideration to be given to beach access - (better for the kids, but security/safety issues?)

2. Working group to be established to oversee preparation of plans, council approvals, procurement and construction processes for all 3 strategies.

3. Building plans to be submitted to MP Council by June 30 2019.

1. Decide on location: consider utilising existing patrol boat facilities to increase changing room capacity.

2. Consider constructing a dedicated patrol boat shed to house 3 boats, buoys anchors and petrol on the southern boundary of the club. The proposal could see the roof of this facility having a deck which potentially could have a walkway from the existing deck. The new patrol boat shed would have facilities inside the shed to wash down the boats.

3. Working group to be established (see Junior Room Strategy).

1. Identify accessibility constraints for sailors including;

i) Determine need for circular drive way to allow easier access for sailors to keep boats at home and drive down.

ii) Ensure yard space available for those that sail regularly (and that members are aware if they sail regularly they will be a priority to get a space).

3. Working group to be established (see Junior Room Strategy).



MMYC Strategic Plan 2018 - 2028Financial and Compliance: Goal: Club financial surpluses to be maintained at a minimum of $100k over the 10 year life of the plan

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Strategy: Create a Capital Expenditure Budget for the Strategic Plan period

Develop sponsorship packages to retain existing and attract new sponsors

Identify and apply for appropriate grants to assist with club development plans


1. Once the committee is clear on what capital projects are to be targeted across the period of the Strategic Plan, create a CapEx budget on a year by year basis. (This will be used to identify funding requirements which can be compared to club funds to identify shortfalls).

2. Once shortfalls identified, funding to be sought through grants, fundraising and other appropriate financial instruments to ensure the clubs reserves are maintained to target levels.

1. Review current sponsorship arrangements – what is the level of satisfaction from both sides ie MMYC and the sponsor?

2. How can this be improved? 3. Assess best practice – liaise with

Yachting Victoria / Yachting Australia.

1. Review all potential grant sources for yacht clubs, sports clubs, healthy recreation at national, regional, state and local level. Eg Australian Sports Foundation for management of tax deductible fund raising.

2. Consider appointing a Grants Officer – responsible for identifying potential grant opportunities and preparing high quality, professional applications.

3. Create a directory for future reference. 4. Assess the requirements of the CapEx plan

and ensure that timely action is taken to apply for appropriate grants and that grant opportunities are exploited fully.

Strategy: Ensure governance of the club is maintained at high level.

Promote a method for members to Donate to the club

Review membership fees to ensure sufficiency of rates and remain attractive.


1. Ensure that the Club Benchmarking Tool (Appendix 3, Growing Sailing Online) is reviewed annually and that progress is made each year towards a higher level of achievement.

1. Provide and promote a tax deductible donation facility.

1. Review membership fees annually ensuring that they are set at a level at which ensures income requirements are met, whilst encouraging membership applications.




General Notes for Strategic Plan:The Committee need to ensure that each initiative is given a target date for completion and that progress is reviewed against that target. Once complete, this should be ticked off on the Strategic Plan such that by the end of the period of the plan, all initiatives have been actioned and completed.

Reviews of the implementation of the Strategic Plan are to be made as an agenda item at each Committee meeting to ensure continuity of action and that milestones and goals are being realised.

Appendix 1: SWOT Analysis

Appendix 2: MMYC Organisational Structure

Appendix 3: Useful reference material

Growing Sailing Online; http://www.mmyc.org.au/images/sailing/Growing-Sailing-online-280714.pdfGemma Report; https://s3-ap-southeast-2.amazonaws.com/piano.revolutionise.com.au/site/nlsyxwknh1aio1ob.pdfClub Benchmarking tool; http://websites.sportstg.com/get_file.cgi?id=3308111Club Inclusion Document; https://s3-ap-southeast-2.amazonaws.com/piano.revolutionise.com.au/site/nlsyxwknh1aio1ob.pdfNational Sailing Participation Census 2017; https://s3-ap-southeast-2.amazonaws.com/piano.revolutionise.com.au/site/xi9irdqhjeqgz1gc.pdfAustralian Sailing Infrastructure Toolkit; https://www.sailingresources.org.au/infrastructuretk/

Appendix 4: Potential resources for grant funding;https://www.clearinghouseforsport.gov.au/knowledge_base/organised_sport/funding/participation_grants_and_funding_for_sport_and_recreation http://www.sport.vic.gov.au/grants-and-funding/our-grants/community-sports-infrastructure-fund http://sport.vic.gov.au/grants-and-funding/our-grants/sporting-club-grants-program http://www.sport.vic.gov.au/grants-and-funding/our-grants/2018-19-female-friendly-facilities-fund https://www.vichealth.vic.gov.au/funding/active-club-grants http://sportscentral.org.au/volunteer-grants/

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https://s3-ap-southeast-2.amazonaws.com/piano.revolutionise.com.au/site/nlsyxwknh1aio1ob.pdf

https://s3-ap-southeast-2.amazonaws.com/piano.revolutionise.com.au/site/nlsyxwknh1aio1ob.pdf

https://s3-ap-southeast-2.amazonaws.com/piano.revolutionise.com.au/site/xi9irdqhjeqgz1gc.pdf

https://www.sailingresources.org.au/infrastructuretk/

https://www.clearinghouseforsport.gov.au/knowledge_base/organised_sport/funding/participation_grants_and_funding_for_sport_and_recreation

http://www.sport.vic.gov.au/grants-and-funding/our-grants/community-sports-infrastructure-fund

http://sport.vic.gov.au/grants-and-funding/our-grants/sporting-club-grants-program

http://www.sport.vic.gov.au/grants-and-funding/our-grants/2018-19-female-friendly-facilities-fund

https://www.vichealth.vic.gov.au/funding/active-club-grants

http://sportscentral.org.au/volunteer-grants/

Mount Martha Yacht Club: Strategic Plan SWOT Analysis

It was agreed that defining the identity of the club should be a priority as this will determine the focus and direction of the Strategic Plan.

Strengths Weaknesses

Our STRENGTHS in the internal environment: • Culture: inclusive, family orientated. • Financially strong • Location • Accessibility of club to members (key fob

access) • Storage facilities • Strong committee • Strength & depth of membership

(committed) • Tackers participation (40+?) • Increasing membership – plenty of new

members

Our WEAKNESSES in the internal environment: • Club identity (lack of clarity) • Racing formats too time intensive? (shorter

and snappier… like 1 day cricket) • Sailing participation rates too low (unclear

or absent pathways. Targets to be set) • Not enough volunteer participation for

volume of tasks. • Committee positions over-relied upon eg

Treasurer • Management of storage (lack of use of

stored craft) • Facilities – potential for women’s changing facilities – patrol boat storage. – trailed boat provision – limited physical area (expansion potential ltd) – age of building – condition thought to be sound at present. Consideration of sinking fund for maintenance/projects? • Communication to membership • Capacity of club – future growth is hard to

accommodate – membership ceiling? • Retention of Tackers beyond the program • Under-utilised website – untapped potential

Opportunities Threats

Our OPPORTUNITIES in the external environment: • School programs / links • Strategic alliances / nwtworking /

collaboration with other Organisations eg Life Saving Club

• Regattas • Growing community with young

demographic • What are other clubs doing better than

MMYC? • Internet, promoting the sport – Social media

etc • Community / out of season use

THREATS in the external environment: • Loss of membership to other clubs (eg

through racing organisation (eg McCrae), expertise, more boats in class eg Sabres at SB)

• Participation in sailing in decline? (time/money commitment) causing loss of membership to other sports / activities or loss altogether.

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Appendix 1

FLAG OFFICERSRob Debenham - Commodore

Ian Gould - Vice Commodore

John Old - Rear Commodore

Stuart Facey - Secretary

Andrew Jones - Treasurer

COMMITTEE MEMBERSKaren Wood - Junior Sailing

Ray Hutson - Bar & Merchandise

Roellen Gillmore - Women on WaterMichelle de Blaquiere - Juniors (Social)

Warren Smith - Duty Roster

Tim Deen - House & Yard

David Andrew

General Committee

SAILING COMMITTEE

John Old - Rear Commodore

Jonathan Vaudrey - Starter

Ian Gould - Class Captain Divi 2

Tim Whitford

Michelle de Blaquiere - Class Rep Divi 4

Stuart Facey

Tim Deen

Richard Jackson

SOCIAL COMMITTEE

Ian Gould - Vice Commodore

Manda Debenham

Lisa Gould

Liz Egan

Kate Hawkins

- Committee member

PATROL BOATSAndrew Jones - Co-ordinator

- Fuel collection

- Maintenance

- Maintenance

- Maintenance

MEMBERSHIPPeter Dyson

HANDBOOKStuart Facey

BARRay Hutson

- RSA Bar Attendant

- RSA Bar Attendant

- RSA Bar Attendant

- RSA Bar Attendant

KAYAKING- Kayak Rep

IT / WEBSITE

Jonny Brownbill

- Assistant

CLUB MERCHANDISERay Hutson

Jan Hutson

NEWSLETTER- Newsletter editor

- Assistant

DUTY ROSTERWarren Smith

- Assistant

SPONSORSPeter Dyson

HOUSE & YARDTim Deen

- Assistant

- Assistant

TACKERSKaren Wood

Suzanne Ryan - Administration

Ian Hunter - Co-ordinator

- Supervisor

- Supervisor

- Supervisor

- Supervisor

- Supervisor

JUNIOR ACTIVITY/ SOCIALMichelle de Blaquiere

- Assistant

- Assistant

- Assistant

GREEN FLEET, (Fri PM)Karen Wood

Ian Wood

- Assistant

- Assistant

- Assistant

OPTI RACING (Sunday AM)Karen Wood

Ian Wood

- Assistant

- Assistant

- Assistant

ADULT RECREATIONAL SAILINGRob Debenham

- Assistant

- Assistant

- Assistant

ADULT SAILING CLASSESRob Debenham

- Assistant

- Assistant

- Assistant

WOMEN ON WATERRoellen Gillmore

- Assistant

- Assistant

CLUB PACERSCo-ordinator

- Maintenance assistant


CLUB FLYING 11’sCo-ordinator



MEMBER COMMUNICATIONS

Administrator

- Assistant

NOTE: VACANCIES TO BE FILLED in RED

FINANCE COMMITTEEAndrew Jones - Treasurer

- Assistant

- Assistant

JUNIOR COMMITTEE- Committee member

- Committee member

- Committee member

- Committee member

- Committee member

- Committee member

GRANTS OFFICERCo-ordinator

Mt Martha Yacht Club - ORGANISATIONAL STRUCTURE August 2018

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