Teaming up for Success Polk County January 2015
Morning Agenda Building a Successful Foundation: Local Successes and Challenges Building a Team, Structure & Momentum Collaboration and Decision Making Vision Draft Review, Niche Markets Review of Module Work
Afternoon Agenda Action Team Planning: Action Team Description Action Team Strategies Action Team Planning Fundraising & OTC Matching Grant Next Steps
Introductions Name Organization Why you are here today? What is your favorite thing about your region?
Decision Making Decision making is a deliberate (mental) processes leading to the selection of one course of action chosen among several alternatives.
Types of Decisions Unilateral Consensus Democratic
Decide How to Decide A Decision-Making Protocol is a key element of group collaboration Always agree how to decide and what criteria will be used. before you start.
Local Successes Activity 1. Discuss several successful local collaborations in in the region and what made them successful. 2. List the top three and report back to the group. List of Collaborations 1. 2. 3. Reasons for their success 1. 2. 3.
Local Challenges 1. Create two columns listing examples of Challenges in your community and what better ways to handle such challenges on your flip chart. 2. Report Top 3 back to large group. Challenges 1. 2. 3. Better Ways 1. 2. 3.
TIME Magazine Cover in 2032
TIME Magazine Cover in 2032 From the Overall Vision: What is taking place on the ground? What are the headline news in the Polk County? What are the tangible outcomes?
RTS Workshops Recap Priority Projects 1. Community Tourism Visioning & Planning 2. Culinary, Agri & Bicycle Tourism 3. Nature-Based Outdoor Recreation Development 4. Rural Tourism Marketing Part I,II 5. Teaming for Success & Kick-Off 6. Annual RTS Gathering
ACTION TEAMS Group Discussion How many ATs do we need? How do we organize them? Meet your local steering committee to present AT structure & Strategies
ACTION TEAMS Group Discussion Proposed by Polk Co. Umbrella Steering Committee Regional Marketing + Tourism + Ed. Interest: Carol Infranca & Irene Bernards Bicycle Tourism: Interest: : Shawn Irvine, Laura Underhill, Jeff McNamee Culinary & Ag Tourism Interest: Cultural Heritage Interest: Reina
ACTION TEAMS Tactics Overarching Tourism Development Priorities 1. Solidify a regional leadership structure for tourism development and communication 2. Develop & execute a regional marketing and branding strategy 3. Create an inventory of local assets and resources in the region 4. Develop off-season opportunities events or otherwise 5. Create a signature event for the area such as Polk s Pedal, Paddle and Pints 6. Connect artisans with the traveler meet the wine maker or cheese maker 7. Develop communication and collaboration between local governments, tourism entities, and public Agritourism & Culinary Tourism Priorities 1. Create catalogue of artisans, wineries, and restaurants 2. Create a paper and electronic map of culinary/agritourism opportunities 3. Develop and execute extended or connected events 4. Organize farm to fork tours and expeditions 5. Address infrastructure and lodging needs of region 6. Build upon thriving regional assets to develop interconnected opportunities
ACTION TEAMS Tactics Bicycle Tourism Priorities 1. Develop mapped itineraries of local area 2. Create an Oregon Scenic Bikeway signature ride 3. Create themed rides that are developed and mapped 4. Create cycling specific maps for Polk County 5. Consolidate available trail information and share with Ride Oregon Ride Rural Tourism Marketing Priorities 1. Develop the regional brand* within the Willamette Valley Visitors Association, Travel Salem and Travel Oregon brands 2. Develop communication tools and collateral (a.k.a., the toolkit ) 3. Form great relationships with Travel Salem, Willamette Valley Visitors Association and Travel Oregon
ACTION TEAMS Tactics Rural Tourism Marketing Priorities (Cont.) 1. Develop travel itineraries that highlight the best of local destinations for priority audiences (e.g., those with interests in agriculture / culinary tourism, outdoors, cultural heritage, and audience segments like boomers, local college students and family) 2. Create connectivity between local businesses and other experience providers within this destination and raise their awareness about the tourism potential and marketing opportunities / assets 3. Increasing high quality online content to market the destination (e.g., through Travel Salem) 4. Cultivate elected officials and business leaders to be champions for tourism 5. Create local pride and knowledge of Polk County tourism experiences 6. Become a trusted resource the media about tourism as an economic driver and for promoting quality of life
COLLABORATION A mutually beneficial and well structured group of individuals with a common purpose working to attain results they are more likely to achieve together, than alone.
8 Myths About Collaboration 1. Collaboration is always good. 2. We should all start collaborating NOW! 3. Collaboration saves money. 4. The parties in a collaboration must have equal power. 5. The main reason to collaborate is because funders like to fund collaborations. 6. Collaborations must have written agreements. 7. A written agreement is a guarantee against any problem. 8. If you try hard enough, you can make any collaboration work.
Collaboration Barriers Time: it takes a long time to develop a collaboration Turf: perceived or real threats (imbalance of benefits received ) Trust: prior or current relationships (lack of understanding) Trusses: lack of structure (correct members, self-interest, roles, decision making, communication, ) Transition: must have a plan (to ensure continuity and sustainability)
MAKE it or BREAK it (Collaboration Challenges) Ideology: often leaves little room for the flexibility needed Leadership: if no one has enough power to bring or keep the group together. It may fail. Power: we must equally value different powers History: historical disagreements make things hard Tokenism: funders require teamwork, thus we get together..
finally at sea
ABANDON SHIP!!
ABANDON SHIP!! If you could bring with you just one thing, what would it be? What if you could get 2, 3, 4. things? Prioritize your list of 14 objects: First [ 3 min.] on your own read Individual Instructions Then [7 min] Group Instructions with your group
According the Navy SEALS 1. Shaving mirror 2. Two-gallon can of oil-gas mixture 3. Five-gallon can of water 4. One case of U.S. Army MREs 5. Twenty square feet of opaque plastic 6. Two boxes of chocolate bars 7. Fishing kit 8. Fifteen feet of nylon rope 9...
MAKING GROUP DECISIONS What helped make a decision? What got in the way? Was there much conflict? Did you reach consensus? If not? Could you apply something from today to those groups in the future? What would you do differently?
VISION Draft Review (Reworked) Widely known as Valley of the Giants, Polk County captivates a unique traveler one who is looking to escape the hub-bub of city life for a quieter pace. Once off the beaten path, this quiet pastoral landscape tucked between the Willamette River and the Oregon Coast Range boasts historic small towns with giant personality amidst fields with giant flavor, stands of giant old growth, and giant river bends. Outdoor enthusiasts and foodies alike in search of that next best place have discovered the region and now they re bringing their friends. Multi-day experiences are supported through a variety of unique, quality boutique lodging and upscale camping options that go far beyond just providing a place to stay.
VISION Draft Review (Reworked) Visitors are able to enjoy and appreciate the region s agricultural roots through a variety of farm-driven activities including direct vineyard and farm tours, product tastings, unique farm-focused events, farm stays and by eating locally grown food in the town s quality eating establishments. Home to several world-class, destination trails including a mountain bike vineyard loop, Black Rock Mountain Bike Area and the Willamette River Water Trail, this region provides unparalleled outdoor recreation opportunities enticing enthusiasts far and wide who want to combine paddling and pedaling with pints and pinot. Oregon s tribal heritage is celebrated at the Chachalu Tribal Museum and Cultural Center which adds a richness and depth to the visitor experience.
VISION Draft Review (Reworked) Tourism helps knit the region together by cultivating a vibrant social and economic fabric that retains and enhances the region s authentic rural roots. The local tourism industry has worked hard to build and foster a collaborative approach and by doing so has built strong partnerships with Salem to east and counties to the north and south. This has resulted in local recognition of the positive economic and societal benefits of a robust tourism economy.
ACTION TEAMS! We are now going to operate under the assumption that, from this point forth, ACTION TEAMS (and not individuals) are going to be the unit of Polk County.
Example Action Team Structure Bicycle Tourism Steering committee Marketing Culinary & Agritourism
ACTION TEAMS: Criteria Doable & Enduring Project in 1-2 years Champion(s) exist willing to collaborate to see its completion Needed and necessary to fulfill the VISION
ACTION TEAMS: Polk County Regional Marketing Tourism and Education Bicycle Tourism Culinary and Ag. Tourism Other..
15 Year Vision 6-15 Year Vision 2-5 Year Vision Year 1 Vision Action Team Strategy Action Teams Steering Committee
Think Back A. Day Trippers welcome, pack a lunch B. Simply the Best C. Stagnating Potential D. Doom & Gloom
Step1. Choose Project
Choose your action team now! During lunch: self-select one ACTION TEAM you would like to participate in.
LUNCH BREAK
MY ACTION TEAM pg. 7 Step 1-5 1. Team Name: 2. Action Team Members: 3. Team Project Categories: Cul/Ag F2F, etc. 4. Internal Team Assets
MY ACTION TEAM pg. 7 Step 6-9 6. Communication: 7. Decision Protocols: how your Action Team will make team decisions? (e.g., consensus majority vote, in meetings only, people not present must abide by decisions, proxy votes, etc.) Team Decisions Group Decisions 8. Group Meetings (how often will you meet) Action Teams Whole Group ( or Steering Committee) 9. Interdependencies:
SELECTED PROJECTs Selected Projects should be: practical beneficial doable almost shovel ready (achievable in the next year Short Term or Medium Term 2-5 years) able to generate community buy in consider connectivity.
Step1. Choose Project In your Action Team: Consider what we know about our visitors Revisit the notes from each module and improve upon them
Step1b. Choose Project In your Action Team: Define your objective SWOT Analysis Prioritize Draft short-term strategies Select projects
TO MATCHING GRANT $10,000 available of a Matching Grant offered by Travel Oregon to your community to develop 1-3 Tourism Project(s). For projects that contribute to the development and improvement of local economies and communities throughout the state by means of the enhancement, expansion and promotion of the visitor industry.
MATCHING GRANT $10,000 available of a Matching Grant offered by Travel Oregon to your community to develop up t0 3Tourism Projects. The Criteria are: Submitted by via online application (June 2015) Support priorities and action teams of RTS Process Viability (financial, time, applicant s ability) Potential for Economic Impact Application to be completed by steering committee ( Mark Fancey)
Step 2: Discuss Costs On a Flip Chart, brainstorm all the costs associated with your project [use Worksheet 2 (bottom half) to consider an expense budget]: Construction? Marketing? Printing? Raw Materials? Permits?
Steps 2: Consider Expense Budget Consider an expense budget Income Cash In-Kind Total Grants $5,000 $5,000 Sponsors $1,100 $1,100 Fundraising $2,000 $2,000 In-Kind Labor $3,500 $3,500 Total Income $7,000 $4,600 $11,600 Expenses Cash In-Kind Total Tree Planting $1,500 $1,200 $2,700 Fencing $2,500 $2,800 $5,300 Brick Wall $3,000 $600 $3,600 Total Expenses $7,000 $4,600 $11,600
Step 3: FUNDRAISING STRATEGIES 1. Brainstorm a list of fundraising strategies / income sources Hint: look back at your assets!!! Don t forget about TO Matching Grant! In-Kind and Cash 2. Rank Strategies: Screen and prioritize top 5 strategies. Determine which strategies best match budget your project needs. Worksheet 3. 3. Create an Income Budget: Use top half of Worksheet 2.
Step 3: Income BUDGET Income Cash In-Kind Total Grants $5,000 $5,000 Sponsors $1,100 $1,100 Fundraising $2,000 $2,000 In-Kind Labor $3,500 $3,500 Total Income $7,000 $4,600 $11,600 Expenses Cash In-Kind Total Tree Planting $1,500 $1,200 $2,700 Fencing $2,500 $2,800 $5,300 Brick Wall $3,000 $600 $3,600 Total Expenses $7,000 $4,600 $11,600
Step 4. ACTION PLAN (Action Steps for each Strategy) Using Worksheet 4, develop an Action Plan for one (or more) Fundraising Strategy your Action Team has identified from Worksheet 3.
Next Steps What is your action team s first step after leaving this workshop? What idea excites you? How will this create a foundation for the long term vision and ensure success?
Polk County WRAP UP & CLOSING Thank you and Good Luck! Alexa Carey Regional Program Coordinator Rural Development Initiatives acarey@rdiinc.org Jon-Paul Bowles Strategic Consultant Travel Oregon jonpaul.bowles@gmail.com