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Westmeath and District Recreational Association Strategic Planning Initiative Meeting # 6 September 26, 2011 1 Discussion Topics Facility Management 101 Strategic and long-term planning Master planning Operational budgeting Recreational trends now and in the future Funding Tips and tricks Q & A 2 Facility Management 101 Understand 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!! 3 Strategic and Long Term Planning “Fail to plan – plan to fail” “Plan the work and work the plan” Informed decision-making Planning future costs and expenses – no surprises Begin with high level planning – needs of the community, needs of facility/infrastructure Work 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-term Set goals – annual workplans Establish objectives (projects) Accountability 4 Master Planning Petawawa Parks and Recreation example Answer 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 system Where we are at, where we want to be and how do we get there. Broad look (high level) at all aspects of your business 5 Operational Budgeting Detailed budgeting key to success Plan operating budget over a number of years – watch for trends Measure your business – cost per…. Understand true costs vs. subsidized cost Rates determined by balance of acceptable rate of subsidization and market analysis. Work with user groups – understand each others business and challenges 6 Recreational Trends Now and in the Future Aging population Economy Information technology Decreasing youth populations Active older adult population boom Volunteerism shifts Family dynamic Movement to non-structured leisure pursuits Active transportation/ trails/ non-motorized Active and healthy lifestyles 7 Funding Tax base – becoming more reliant/ Ratepayers taxed- out Grants – expectation to cover portion of costs Many types Specialized Applications differ, sometimes quite onerous Ontario Trillium Foundation – capital needs Loans – debt financing becoming more of a reality Fundraising – becoming more challenging Typical scenario – combination of above. 8 Tips & Tricks Federal and Provincial agendas – accessibility, health sector, decaying infrastructure, aging population Know your grant agency friends Business is about relationships Think outside the box – more than ever Don’t be afraid to be creative Leadership is critical – ME generation, NIMBY’s Know your limitations – don’t promise what you cannot deliver. Understand abilities and resources Know your business and be prepared to defend your decisions/ actions. Manage your risks. 9 Thank-you Q&A Kelly Williams Manager of Parks and Recreation Town of Petawawa [email protected] 613-687-5678 ext. 25 10