York Simcoe Minor
Football Association
5 YEAR STRATEGIC PLAN
2014 TO 2018
Page 1
5 YEAR STRATEGIC PLAN
INDEX
The Strategic Plan………………………………………. Page 3
Mission and Values……………………………………… Page 3
Goals............................................................... Page 4
Action Plans and Ownership
2014…………………………………………………… Page 5
2015...................................................... Page 10
2016…………………………………………………… Page 13
2017…………………………………………………… Page 15
2018…………………………………………………… Page 17
Financial Forecasts 2014 – 2018………………… Page 19
Notes………………………………………………….. Page 20
Page 2
Page 3
THE STRATEGIC PLAN
Development
The 5 year strategic plan was developed in 2013 by a six member sub-committee of the Board
of Directors. It was presented to the full Board of Directors for approval and then for the
Member`s approval at the Annual General meeting of January 26, 2014.
Ownership of Documentation
The ownership and maintenance of the strategic plan documentation is the responsibility of the
Vice President.
Reporting and Monitoring
The President and Vice President are responsible for monitoring the action plans contained in
the strategic plan and for reviewing the accountability in achieving those goals on an ongoing
basis. The President may request at any time that a Director report on the status of their action
plans.
The President and Vice President are responsible for semi-annually preparing a report to the
Board of Directors and annually reporting to the Membership at the Annual General Meeting,
on the status of the strategic plan and the progress made in achieving the organization’s goals.
The Board of Directors should review the progress of the strategic plan annually, at the
beginning of each year and amend the action plans and goals as necessary.
MISSION AND VALUES
The six member sub-committee also developed a mission statement and set of values that
represent the BUCS organization.
MISSION STATEMENT:
Premier organization delivering football programs to York Simcoe Region.
VALUES:
Respect, Integrity, Honesty, Fair Play, Discipline, Perseverance
Page 4
GOALS FOR THE BUCS for 2014 to 2018
 To provide the highest level of competition for our players
 To have the best functioning executive board
 To have a dedicated full time facility with fields, change rooms, etc., in partnership with
an existing organization
 To develop and retain quality coaches on an ongoing basis
 To develop and retain volunteers
 To develop and retain membership
 To develop and retain players
 The BUCS organization is highly recognized and respected in the community
 The BUCS organization is run as a business
 Financial Sustainability – to find at least one major corporate sponsor
 To prepare a professional marketing and public relations plan
Page 5
2014
ACTION PLAN AND OWNERSHIP
GOAL:
To have the best functioning executive board
OWNERSHIP: President, Vice President
Actions to be developed and implemented within 2014:
o Redefine/reinvent the organization and the Board positions immediately.
o Present the plan for the re-organization of the Board to the current Board for
approval.
o Distribute all materials that are to be presented to the Members at the AGM before
the end of December 2013.
o Present the plan for the re-organization of the Board and the 5 year strategic plan to
the Membership for voting at the Annual General Meeting on January 26, 2014.
o Implement the new organizational structure in 2014.
GOAL:
To develop and retain quality coaches
OWNERSHIP: Director Operations
Actions to be developed and implemented within 2014 and ongoing on an annual basis:
o Hold one NCCP clinic for coaches to ensure the proper level of training. Clinics can
be held in alternating years.
o Have a formal review with each coach at the end of the season to assess and
develop his or her performance.
o Set up a formal feedback mechanism (possibly a committee) where members and
players can give feedback to the coaches.
o Issue a survey to the parents and players to gain an understanding of how they
perceive the current level of coaching and what they are looking for in a top level
coach.
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o Design and prepare a coaches kit to be handed out to each coach at the beginning of
the season. The kit should contain the uniform, rule books, training materials etc. so
that each coach has the same instructions and equipment.
o In the first quarter of 2014 prepare a plan to attract high level coaches.
GOAL:
To develop and retain volunteers
OWNERSHIP: Secretary/Registrar
Actions to be developed and implemented within 2014 and ongoing:
o Prepare a communication plan to ensure that the members and players are
informed of the openings for volunteer positions and also for the times when
volunteers are required for specific functions.
o Set up a program where the parents agree to give at least one hour of volunteer
time in a season. Set up a system to track the hours fulfilled by each parent.
o Prepare and communicate educational material to clarify what is expected of a
volunteer.
o Look into having a volunteer program for high school students fulfilling their
community service hours.
o Hold a recognition ceremony at the end of the year to acknowledge the
contributions of the volunteers.
o In conjunction with the Director of Marketing, prepare a marketing plan to reach out
to the community to attract volunteers.
GOAL:
To develop and retain membership
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2014 and ongoing:
o Design and publish an e-newsletter to be sent out to members four times a year
during the season which highlights events, news for the BUCS and includes
interesting articles on football, safety etc.
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o In conjunction with the Director of Marketing, explore the use of Facebook and
Twitter for communicating with members.
o Annually explore ways to add value to the membership fees and ensure that these
are communicated to members.
GOAL:
To develop and retain players
OWNERSHIP: Director Operations
Actions to be developed and implemented within 2014 and ongoing:
o Review and update the player’s handbook.
o Hold skills building clinics for the House League players.
o Ensure that the equipment fitting sessions are well organized and considerate of
members and players time.
o Ensure that the Rep level has excellent coaches.
o Distribute a Rep kit to each of the Rep players at the beginning of each season.
o In conjunction with the Director of Marketing prepare a marketing plan to promote
the House League and Rep programs at various venues, schools, rinks etc.
o In conjunction with the Director of Marketing prepare a plan to promote the BUCS
swag products as players and members wearing the swag are a means of promoting
the organization.
GOAL:
To prepare a professional marketing and public relations plan
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2014:
o Prepare a professional marketing and public relations program that will be used in
all aspects of the BUCS promotion and communication. Obtain Board approval.
o Prepare a specific plan for 2014 to be approved by the Board.
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o The marketing and public relations plan should take into consideration all of the
promotional materials including the electronic communications of the e-newsletter,
the website, Facebook and Twitter.
GOAL:
To provide the highest level of competition for our players
OWNERSHIP: President
Actions to be developed and implemented within 2014 and ongoing:
o Monitor relations with the football organizations on at least an annual basis to
ensure that the BUCS is aligned with the organization that is the most
competitive (currently the OMFL & OVFL). Change the alignment as and when
required.
o Maintain a Board link with the key football associations/organizations to keep
the communication open between the BUCS and other organizations.
GOAL:
The BUCS organization is run as a business
OWNERSHIP: Vice President
Actions to be developed and implemented within 2014:
o Prepare a plan for the centralization of all the organization’s historical records
both paper and electronic.
o Set up a complete, accurate centralized data base which contains all contact
information for members, players and volunteers.
o Look into the feasibility of having an office space, either built into the current
storage unit or renting an office space in the future.
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GOAL:
The BUCS organization is highly recognized and respected in the community
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2014 and ongoing:
o Create and fill a volunteer position that can research community events and
present ideas to the Board for how the BUCS can become more involved in and
respected by the community.
o Identify the groups that the organization should be aligned with.
o Prepare a 3 year Community Relations Plan for how the BUCS can become an
organization that is known and respected within the community.
o Fulfill the steps for the first year (2014) of the plan
GOAL:
The BUCS has its own full time facility
OWNERSHIP: Vice President
Actions to be developed and implemented within 2014 and ongoing:
o Begin to explore potential partnerships with organizations that have a dedicated
facility.
o Assess the level of funds that may be required to partner with an existing
organization and make a recommendation to the Board of Directors on setting
aside surplus funds for this goal.
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2015
ACTION PLAN AND OWNERSHIP
GOAL:
Financial Sustainability
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2015:
o Identify potential sponsors and prepare a sponsorship communication that can
professionally promote the BUCS organization to the sponsors.
o Explore and develop fund raising options
 Financial Sustainability part 2
OWNERSHIP: President and Vice President
Actions to be developed and implemented within 2015:
o Reapply for Trillium grants
o Explore and re-evaluate the entire financial model being used.
o To put aside funds for a future facility based on annual surpluses> upon
reviewing the annual financial statements the President and Vice President will
recommend to the Board the amount of surplus to be set aside.
GOSL:
To develop and retain membership
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2015:
o Design a welcome package for new members that includes all of the necessary
information on the BUCS organization
Page 11
GOAL:
The BUCS organization is highly recognized and respected in the community
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2015:
o Review the Community Relations Plan for the 2015 year and assess how
successful the 2014 plan was. Adjust the 2015 year plan as required.
o Fulfill the steps for the 2015 year of the Community Relations Plan.
GOAL:
The BUCS organization is run as a business
OWNERSHIP: Vice President
Actions to be developed and implemented within 2015:
o Prepare a future plan for having an office space.
GOAL:
The BUCS has its own full time facility
OWNERSHIP: Vice President
Actions to be developed and implemented within 2015 and ongoing:
o
Continue to explore potential partnerships with organizations that have a dedicated
facility.
o
To continue to put aside funds for a future facility based on annual surpluses> upon
reviewing the annual financial statements the President and Vice President will recommend
to the Board the amount of surplus to be set aside.
Page 12
GOAL:
To prepare a professional marketing and public relations plan
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2015:
o Prepare a specific marketing and public relations plan for 2015 to be approved by
the Board.
Page 13
2016
ACTION PLAN AND OWNERSHIP
GOAL:
Financial Sustainability
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2016 and ongoing:
o
o
o
Prepare professional presentation materials for approaching potential sponsors.
Approach at least one main corporate sponsor/partner who will agree to contribute at least
$50,000+ per year on an ongoing basis.
Explore with the Board of Directors the option of being able to offer reduced fees to attract
more members.
o Explore and develop fund raising options
GOAL:
The BUCS organization is run as a business
OWNERSHIP: Vice President
Actions to be developed and implemented within 2016 and ongoing:
o
GOAL:
Find and set up a formal office space with a part time paid administrator.
The BUCS organization is highly recognized and respected in the community
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2016:
o Review the Community Relations Plan for the 2016 and assess how successful
the 2015 plan was. Adjust the 2016 plan as required.
o Fulfill the steps for the 2016 of the Community Relations Plan.
o Prepare a Community Relations Plan for 2017 and 2018
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GOAL:
To prepare a professional marketing and public relations plan
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2016:
o Prepare a specific marketing and public relations plan for 2016 to be approved by
the Board of Directors.
GOAL:
The BUCS has its own full time facility
OWNERSHIP: Vice President
Actions to be developed and implemented within 2016 and ongoing:
o Continue to explore potential partnerships with organizations that have a
dedicated facility.
o Continue to put aside funds for a future facility based on annual surpluses> upon
reviewing the annual financial statements the President and Vice President will
recommend to the Board the amount of surplus to be set aside.
Page 15
2017
ACTION PLAN AND OWNERSHIP
GOAL:
The BUCS has its own full time facility
OWNERSHIP: President and Vice President
Actions to be developed and implemented within 2017:
o Continue to explore potential partnerships with organizations that have a dedicated
facility.
o Assess if a Trillium capital funding grant could be applied for to secure the
partnership for a dedicated facility by the contribution of assets (i.e. signage,
bleachers).
o Apply for a Trillium capital grant as and when required.
o Continue to put aside funds for a future facility based on annual surpluses> upon
reviewing the annual financial statements the President and Vice President will
recommend to the Board the amount of surplus to be set aside.
GOAL:
Financial Sustainability
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2017 and ongoing:
o Continue to explore relationships with Sponsors.
o Manage the relations with existing sponsor(s) to ensure that they are satisfied
with the alliance.
o Explore and develop fund raising options
Page 16
GOAL:
The BUCS organization is highly recognized and respected in the community
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2017:
o
Review the Community Relations Plan for 2017 and assess whether the goal is
being met. Adjust the 2017 Community Relations Plan as required.
o
GOAL:
Fulfill the steps for the 2017 Community Relations Plan.
To prepare a professional marketing and public relations plan
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2017:
o Prepare a specific marketing and public relations plan for 2017 to be approved by
the Board.
Page 17
2018
ACTION PLAN AND OWNERSHIP
GOAL:
The BUCS has its own full time facility
OWNERSHIP: President and Vice President
Actions to be developed and implemented within 2018:
o Continue to explore potential partnerships with organizations that have a dedicated
facility.
o Apply for a Trillium capital grant as and when required.
o Continue to put aside funds for a future facility based on annual surpluses> upon
reviewing the annual financial statements the President and Vice President will
recommend to the Board the amount of surplus to be set aside.
GOAL:
Financial Sustainability
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2018 and ongoing:
o Continue to explore relationships with Sponsors.
o Manage relations with existing sponsor(s) to ensure that they are satisfied with
the alliance.
o Explore and develop fund raising options
Page 18
GOAL:
The BUCS organization is highly recognized and respected in the community
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2018:
o
Review the Community Relations Plan for 2018 and assess whether any
adjustment is required.
GOAL:
o
Fulfill the steps for the 2018 Community Relations Plan.
o
Prepare a Community Relations Plan for 2019
To prepare a professional marketing and public relations plan
OWNERSHIP: Director Marketing, Communications, Sponsorship, Fund Raising
Actions to be developed and implemented within 2018:
o Prepare a specific marketing and public relations plan for 2018 to be approved by
the Board. The new plan for 2018 should include promotion of new facility.
Page 19
BUCS 5 YEAR STRATEGIC PLANNING FORECAST
2014 TO 2018
Number of Players
375
REVENUES
Registration
Sponsorship
Fundraising
Clothing
Concession
Trillium Grant
Total Revenues:
189,375
10,000
3,500
4,500
207,375
196,003
10,000
3,623
4,658
214,283
209,723
50,000
10,000
3,876
4,984
278,583
224,404
50,000
10,000
4,147
5,332
293,884
240,112
50,000
10,000
4,438
5,706
310,256
5,000
500
3,000
4,650
4,000
25,475
6,500
21,000
12,075
5,000
2,800
3,000
1,000
43,100
1,000
1,600
6,000
10,250
9,400
40,525
2,500
-
4,000
520
3,105
4,836
4,160
26,367
6,728
24,000
12,498
5,200
2,912
3,105
1,040
43,100
1,040
1,664
6,210
10,250
9,729
41,943
2,500
500
4,000
541
3,322
5,029
4,326
28,212
6,997
24,000
13,372
5,408
3,028
5,399
1,082
43,100
1,082
1,731
6,645
10,250
10,410
44,879
3,000
2,000
4,000
562
3,555
5,231
4,499
30,187
7,276
26,500
14,309
5,624
3,150
5,777
1,125
43,100
1,125
1,800
7,110
10,250
11,139
48,021
3,250
2,000
4,000
585
3,804
5,440
4,679
32,300
7,568
29,000
15,310
5,849
3,276
6,181
1,170
43,100
1,170
1,872
7,608
10,250
11,918
51,382
3,500
2,000
208,375
215,406
227,814
239,589
251,962
1,123
50,769
54,294
58,294
EXPENDITURES
Advertising and Promotion
Bank Charges
Clothing
Coaches, Volunteers, Executive
Coaches Certification Clinic
Equipment
Equipment Rental and Repairs
Field Rental
House League
Player Clinic
Insurance
OFA Insurance
Internet and Website Expenses
League Fees
Miscellaneous
Office Expenses
Registration Costs
Rent
Rep Fall Expenses
Rep Summer Expenses
Sponsoring Players
Presentations to Sponsors
Total Expenses:
Excess of Revenues Over Expenses:
-
1,000 -
388
415
444
475
Page 20
NOTES TO THE 5 YEAR STRATEGIC PLANNING FORECAST
The following are the assumptions that were used in preparing the 5 year forecast:
1. The 2014 budget was used for the first year of the forecast, except for the advertising budget
(marketing plan) which was increased to $5,000.
2. The following categories were summarized as follows:
o Coaches, volunteer, executive includes:
-Coach screening, coach shirts HL, coach shirts Rep, coaches/volunteer social, OFA
insurance HL coaches.
o Field Rental:
- Dome time, FALL OVFL boards, gym rentals, House League Board Fields, Summer Rep
OVFL/OMFL Board fields
o House League:
- Game jerseys, line painting, officials, pictures, trainer –practice and games, trophies
o League Fees:
- Fall OVFL, OFA fees, OVFL, OMFL
o Rep Fall OVFL Expenses:
- Banquet, game jerseys, trainers, trophies
o Rep Summer OVFL & OMFL Expenses:
- Banquet, fines, game jerseys, coaching stipend, pictures, Spirit Pak, trainer –
practices/games, trophies
o Office Expenses:
- Postal, printing, office costs and meetings
o Miscellaneous:
- Container moving and travel
3. Application of increase in players:
o The number of players is increased in year 2015 by 3.5% and in each if 2016, 2017 and 2018
by 7%
4. The following revenues increase as the number of players increase, in 2015 by 3.5% and in 2016
to 2018 by 7%:
o
Registration, concession, clothing
5. The fundraising revenues remain the same from 2014 to 2018 and are net of fundraising costs.
6. The following expenses increase as the number of players increase, in 2015 by 3.5% and in 2016
to 2018 by 7%:
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o
Clothing, equipment, equipment rental and repairs, House League, registration costs, Rep
Fall and Summer.
7. Field Rental costs increase in 2015 with the addition of a Rep Pee Wee team and in 2017 and
2018 with additional teams in House League.
8. The OFA insurance increases with the number of players and includes a fee increase of $5 per
player beginning in 2016.
9. League fees and Rent remain the same over the 5 years.
10. An increase of 4% per year for inflation was applied to the following costs, beginning in 2015:
o Bank charges; coaches, volunteer, executive; coaches and players clinics; insurance; internet
and website; office expenses and miscellaneous.
11. The Presentation to Sponsors category includes the forecasted expenses for the materials
required to make professional presentations to major corporations for their ongoing
sponsorship. The forecast includes the first Sponsorship revenues in 2016.
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