“ Been There – Have the T-Shirt”

1. “Been There – Have the T-Shirt” Westmeath and District Recreational Association Strategic Planning Initiative Meeting # 6 September 26, 2011

2. 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

3. 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!!

4. 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

5. 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

6. 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

7. Recreational TrendsNow 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

8. 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.

9. 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.

10. Thank-you • Q & A Kelly Williams Manager of Parks and Recreation Town of Petawawa kwilliams@petawawa.ca 613-687-5678 ext. 25