Planning is NOT an event. It is the continuous process of ~ strengthening what works and abandoning what does not, making risk-taking decisions with the greatest knowledge of their potential effect, setting objectives, appraising performance and results through systematic feedback, making ongoing adjustments as conditions change. Drucker FLA Retreat: Strategic Planning ~ Board Goal Setting SATURDAY, August 22, 2015, 8 am to 12 pm ~ Lighthouse Delegate Round Table Meeting SATURDAY, August 22, 2015, 12 noon (with lunch) to 5 pm with lunch ~ Strategic Planning I. Welcome and Mission ~ Ken II. Review of the 3 Board Goals for 2015 Ken (Page 5) Goal #1: Increase the financial resources available for supporting Lighthouse restoration and preservation by increasing philanthropic contributions by 10% to $55,000 by 9/30/2015 Goal #2: Increase awareness of FLA s restoration and preservation efforts by increasing public relations exposure by 9/30/2015 Goal #3: Increase involvement in FLA s restoration and preservation efforts by increasing the number of members by 30 by 9/30/2015 III. Celebrating Progress ~ 2015 Committee Reports & Evaluations ~ Ken Please refer to each committee page of the 2015 Strategic Plan as the Committee Chairs report IV. Board Initiative Committee Chair Pgs MISSION: Restoration & Preservation Grant Committee No August Report Ginny Wanda MISSION: Education Meeting Committee Ron 9 MISSION/BOARD GOAL #3: Member Involvement SUPPORT: Development SUPPORT GOAL #2: Increase Awareness SUPPORT: Prudent Financial Management SUPPORT GOAL #1 Increase Charitable Contributions Vision for the Future ~ Chris Membership Committee Governance Committee Chris Harry 6 & 7 8 10 & 11 12 & 13 PR/Marketing Committee Sharon 14 Finance Committee No August Report John 154 Revenue Development Committee V. Overview of Planning Process ~ Nina (pages 3 & 4) VI. VII. What does FLA s Board need to do this year to accomplish its mission? 3 Priorities How can we maximize FLA s internal strengths to take advantage of eternal/environmental opportunities? VIII. Setting the Board s goals for this Year IX. Ensuring that FLA s plan addresses critical issues X. Identifying committee strategies that will achieve the Board s goals Ken 16 & 17 Page 1 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
XI. XII. FLA Strategic Planning Retreat August 22 ~ 23 2015 2015 goals and accomplishments What do we discard? What do we keep? Finalizing the Board s goals for next year Priorities Quantified Timed Assigned XIII. Charge to the committees XIV. Plans for tomorrow Committee implementation planning Board approval of Goals Committee strategies that will achieve the Board s goals FLA Retreat: Strategic Planning ~ Committee Implementation Planning SUNDAY, August 23, 2015 8 AM to 11:30 AM I. Goal review & charge to the committees II. Overview of process III. Committees work on implementation plans that will achieve the Board s goals IV. Committees report/group discussion & feedback Grants/District Governance Marketing/PR Membership Recruitment/Retention and Meetings Revenue Development Committee - report on the goals/plan developed Friday V. Committees reality check goals/strategies and devise budget requests VI. Reports re any needed modifications to goals and key strategies VII. Finalization of goals and strategies VIII. Plans for October Committee Meetings FLA Retreat: Board Meeting Strategic Plan Agenda Items SUNDAY, August 23, 2015 11:30 AM to 1 PM with lunch I. Board approval of ~ Goals Committee Strategies For the complete Board Agenda see the Board Meeting Information webpage (you must be logged in as a member to see this page). Page 2 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
PROCESS: 1. The Board establishes overall organizational goals for accomplishing FLA s mission to preserve, restore, protect and defend Florida's historic lighthouses. 2. Committees develop strategies and implementation plans to ensure that Board achieves its goals. fla strategic planning agendas handout 2015 final
FLA Board and Committee Structure with Responsibilities Page 4 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
BOARD GOALS PURPOSE: The Strategic Plan serves as a road map to move the Florida Lighthouse Association closer to accomplishing its mission to preserve, restore, protect and defend Florida's lighthouse towers, along with their material culture, buildings, artifacts and records to assure that the magic of Florida's lighthouses and lighthouse keepers will be available for the enjoyment and understanding of future generations. Goal #1: Increase the financial resources available for supporting Lighthouse restoration and preservation by increasing philanthropic contributions by 10% to $55,000 by 9/30/2015 Strategies: 100% Board Giving by 9/15 Ask previous givers to increase their gift by 10% Explore developing a planned gift marketing program Implement the funding raising plan by the plan deadlines Goal #2: Increase awareness of FLA s restoration and preservation efforts by increasing public relations exposure by 9/30/2015 Strategies: Complete redesign, printing and distribution of FLA brochure to Visitor Centers by 9/30 Ensure that website content is accurate and current ongoing Create and Distribute Press Releases for FLA grants and meetings ongoing Goal #3: Increase involvement in FLA s restoration and preservation efforts by increasing the number of members by 30 by 9/30/2015 Strategies: 90% retention of existing members Recruit 5 new corporate members/sponsors Increase number of new members by 30 Page 5 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
Chair: Ginny Davis FLA Strategic Planning Retreat August 22 ~ 23 2015 MISSION: RESTORATION AND PRESERVATION ~ Grant Committee Committee/: Ron Ecker, Richard Sanchez, Eric Martin, Wanda Mayo Strategy #1: Award $80K in restoration grants from the Gene Oakes Lighthouse By Sept. 30, 2015 1. Continue publicity on website/flash/media 2. Create Q & A sheet for committee by Oct 2015 3. Provide assistance (Q & A) to group on writing grants by Jan 2015 Ginny and February 13, 2015 Grant Committee recommended approval of grant request for $30,000 for repair on Loggerhead Key Lighthouse Dry Tortugas National Park. April 9, 2015 Grant Committee met (via phone) approved $25,000 for sand blasting lantern room at St. Augustine Lighthouse and Museum. April 13, 2015 FLA Board approved (via phone). Strategy #2: Award a minimum of $30K in grants from the Tom Taylor Keepers Grant Fund by Sept. 30, 2015 1. Continue publicity on website/flash/media 2. Create Q & A sheet for committee by Oct 2016 3. Provide assistance (Q & A) to group on writing grants by Jan 2015 Strategy #3: Implement Standard Procedures by October 2014 1. Implement Scale Rating Sheet effective October 2015 meeting 2. Improve inter-group communications Ginny and Ginny and February 13, 2015 Grant Committee recommended approval of $2,700 for dock improvement for Cedar Key Lighthouse (University of Florida). May 29 - Grant committee recommended the following documents for approval by Board: - FLA Unified Grant Application - Project Outcomes Report - FLA Grant Agreement - FLA Grant Policy - Policy re Borrowing Operating Funds for Gene Oaks Lic Plate Grants Page 6 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
Budget: Copying $200 Communications/Next Meeting Application Deadline Conference Call/Web Meeting: Grant Review Face to Face Meeting Site Visits to applicants projects 6 weeks before next Board Mtg 3 weeks before each Board Mtg 5 pm before each board meeting For every awarded grant ################################################## Page 7 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
Chair: Wanda Mayo FLA Strategic Planning Retreat August 22 ~ 23 2015 MISSION: RESTORATION AND PRESERVATION ~ Committee/: Ron Ecker, Richard Sanchez, Eric Martin, Wanda Mayo Strategy #1: 60 % of Lighthouses attend a Lighthouse Representative Retreat to explore how FLA can better assist local restoration/preservation efforts - before Sept 1, 2015 1. Coordinate with Meeting Chr, Pres & VP to set date and location by Jan 2015 2. Each commissioner holds a face-to-face meeting with each lighthouse in their region by May 1 3. Each commissioner follows up with phone calls & email 3 wks prior to meeting date Strategy #2: Review Committee Commission (job description) and revise if needed by Nov 30 2014 1. Each commissioner reviews and send comments to Wanda 2. Edits will be compiled and sent to all commissioners by Jan 15 3. Phone Conference to review last week of Jan 4. Revisions sent to Governance Committee for review & finalization by Feb 2 Strategy #3: 100% of the contact information and website links will be correct for every lighthouse 1. Each commissioner will verify the representatives name, phone & email for the lighthouses in their region by Feb 2015 2. Each commissioner will verify the correct website link for each lighthouse in their region by Feb 2015 Budget: 0 Communications/Next Meeting Face to Face Meeting Conference Call/Web Meeting: Site Visits Wanda & Ron Wanda Wanda 5 pm before each board meeting 10/30 @ 5pm, January and as needed thereafter minimum of 1 per year to each lighthouse in region NO AUGUST REPORT Notes: YNA (Nina) will be working with the commissioners on outreach and reporting SOPs ################################################## Page 8 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
MISSION: EDUCATION ~ Meeting Committee Chair: Ron Ecker Committee: Chris Ecker,??? Strategy #1: Hold 3 Meetings by 9/30/2015 1. Set dates and locations 2. Recruit engaging informative speakers 3. Arrange for meeting rooms for committee meetings, board meetings and the membership meeting 4. Arrange for discounted hotel rates 5. Arrange for meals 6. Arrange for Lighthouse tours 7. Create the website event and registration in Wild Apricot 8. Create and information page in Wild Apricot 9. Track all registration and attendance 10. Keep financial records re receipts and expenses Strategy #2: Arrange for a Lighthouse Representative Meeting/Retreat by 9/1/2015 1. Work with, President and VP to establish a meeting date and location 2. Work with, President, & VP to create an agenda 3. Handle logistical arrangements Strategy #3: Arrange for the Strategic Planning/Board Retreat by 9/1/2015 1. Work with President and VP to establish a meeting date and location 2. Work with President, VP and consultant to create an agenda 3. Handle logistical arrangements Budget: Same as last year? Will depend on location arrangements Communications/Next Meeting Complete, Had meeting at St. Augustine, Cedar Key and Pensacola. To be part of the Strategic Planning / Board Retreat. In work, Location will be Orlando and the tentative dates are August 21 23, 2015. ################################################## Page 9 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
MISSION/BOARD GOAL #3: MEMBER INVOLVEMENT ~ Membership Committee Goal #3: Increase involvement in FLA s restoration and preservation efforts by increasing the number of members by 30 by 9/30/2015 Chair: Chris Ecker Committee: Jean Pettit, Tommy Hasty, Frieda Holbach, Betty Phelps, Dorothy Butler, Susan Martin, Sara Kittendorph, Alice D Amicol Strategy #1: Get 90% of current member to renew by 9/30/15 1. Provide content into FLASH re membership 2. Get membership reports from Chandra 3. Make phone calls to everyone who has not renewed end of Oct 2014 4. Create and implement a membership specific survey - end of Oct 2014 5. Do a 50/50 drawing during social hour at membership meetings 6. Continue snail mail membership mailings in addition to email reminders Committee Chris Committee Susan Tommy Chris/Chandra 1. Not done as yet. To initiate a Member Corner with input from long standing member 2. To receive monthly; have currently lapsed list 3. In process; list being generated 4. Not done as yet. 5. 50/50 successfully implemented 6. In process. New post card to be sent 30 45 days prior to renewal date. Strategy #2: Recruit an additional 5 corporate members and ask for more in-kind donations by 9/30/15 1. Contact hotels where we have meetings (Hampton Inn, etc.) 2. Contact Publix 3. Contact Yacht Clubs Strategy #3: Increase number of new members by 30 by 9/30/15 1. Follow-up with meeting guests and new members 2. Work with PR committee to get info in newspapers & magazines 3. Explore educational program that would reach/attract younger people Barbara Chris Susan Committee Chris Susan Strategy # has been full filled we now have 69 new members as of the end of April. 1. Not done to date. 2. Not done to date. 3. Not done to date. 1. Seat new members with established members. 1 st for lunch with Orientation Committee, and separate table for orientation. 2. Not done to date 3. Not a membership function; geared more to or individual lighthouse organizations. Page 10 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
Budget same as last year Copying $200 Admin Support from Tracy Management 1 hr./wk. = 52 hrs./yr. Membership Mailing Communications/Next Meeting Conference Call/Web Meeting Face to Face Meeting 9/19 & then 30 days after every face to face meeting thereafter 5 pm before each board meeting Notes: Tracy Management (Chandra) provides support for this committee by maintaining the membership database, mailing membership cards & coordinating the annual membership mailing. ################################################## Page 11 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
Chair: Harry Pettit FLA Strategic Planning Retreat August 22 ~ 23 2015 SUPPORT: LEADERSHIP DEVELOPMENT ~ Governance Committee Committee: Beverly Oaks, Cynthia Touchton, Hib Casselberry, Ron Ecker, Chris Belcher Strategy #1: Complete Committee Commissions for all Committee s by 9/30/2015 Standardize format for Committee Commissions Review existing Committee Commissions to make sure they comply with Bylaws approved in June 2014 Work with to revise their Commission based on their input Create Committee Commissions using Committee Descriptions from Bylaws approved in June 2014 Meet with Committee Chairs to review Commissions as needed Get Board approval of all Committee Commissions Strategy #2 Identify and Recruit qualified candidates for election to the Board including Committee Chairs and Officer Positions by October 2015 1. Based on position description or committee commission identify candidates who meet qualifications 2. Cultivate candidates for each position and recruit when ready. 3. Present a slate of nominees for election at the October 2015 membership meeting Strategy #3: Develop a Board Orientation Process by October 2015 1. Identify Materials needed 2. Decide on delivery system (materials on website, handouts, etc.). 3. Explore doing formal orientation training by Jan 2015 Committee met 2/14/15 at Cedar Key and reviewed and revised draft commissions and instructions to committee chairs. On 2/28/15 HEP sent drafts to committee chairs for review and response by 4/1/15. Revised drafts were sent to Gov. Committee. Met via conf. call 4/16/15 tor final review and drafts with revisions sent to committee. Drafts finalized as of 4/30/15 and sent to Chandra and Ken for board action at 5/29/15 meeting. The board approved the six committee commissions as presented at the 5/29/15 board meeting as follows: Membership dated 4/16/15, Meetings 4/16/15, PR 4/16/15, Governance 4/16/15, Finance 4/16/15 and Revenue Dev 4/17/15 Committee discussed names of possible candidates at 2/14/15 and 5/29/15 meetings. Assigned follow ups. Follow ups continue. Secured BoardSource Board Orientation Toolkit as a resource for us in defining process Page 12 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
Strategy #4: Develop a Succession Plan for Officers and Committee Chairs by June 2016 1. Develop list of future candidates for cultivation based on Strategies 1 & 2 Budget May need budget for handouts and possibly training Communications/Next Meeting Face to Face Meeting 5 pm before each board meeting Conference Call/Web Meeting 30 days after every face to face meeting thereafter Notes: YNA (Nina) will be working with this committee on committee commissions, recruitment strategies, & training this year. ################################################## Page 13 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
SUPPORT GOAL #2: INCREASE AWARENESS ~ PR/Marketing Committee Goal #2: Increase awareness of FLA s restoration and preservation efforts by increasing public relations exposure by 9/30/2015 Chair: Sharon McKenzie Strategy #1: Make sure FL Visitor Centers have an updated FLA brochure by 9/30/2014 1. Get restrictions from Visitor Centers by 8/22 2. Sent Ken mockup and notes for Brian by 8/22 3. Create new brochure by 9/ 4. Distribute Brochure to Visitor Centers by 9/30 Strategy #2: Keep Website content current and accurate 1. Review every page and identify issues or content that needs to be updated or eliminated Sept/Oct 2. Create a system for reviewing website content of a regular basis and updating as needed by Oct 3 3. Work with Grant Committee to create updated content for grants page - TBD 4. Hide Lighthouse New/Events Calendar - Completed Strategy #3: Increase FLA visibility & media coverage by creating a proactive Press Release strategy 1. Develop a system for creating and distributing press releases for Meetings Grants Membership Budget: Printing Brochures for Visitor Centers Admin Support: 20 hrs to keep website up to date Communications/Next Meeting Conference Call/Web Meeting Face to Face Meeting Committee: Annie Potts, Linda Laudergan, Bret Clark, Tom Spade John Kennedy Sharon Ryan Bird Printer Page 14 of 17 8/10/2015 fla strategic planning agendas handout 2015 final Dede Committee Dede Nina Committee 1. Completed 8/22/14 2. Completed 8/22/14 3. Completed 5/29/15 4. Not complete 1. Completed 9/13/14 2. Completed 10/3/14 3. Task in Progress 4. Completed 8/22/14 1. Completed 10/3/14 9/15 & then 30 days after every face to face meeting thereafter 5 pm before each board meeting Notes: Tracy Management (Chandra) provides limited support by updating website content using information provided by the committee ##################################################
SUPPORT: PRUDENT FINANCIAL MANAGEMENT ~ Finance Committee Chair: John Kennedy Committee: Chris Belcher & Ken Smith Advisory: Secretary Beverly Oakes and Cynthia Touchton Strategy #1: Prepare a Budget for Approval at the October 2014 & October 2015 Meetings 1. Request committee budget requirements 2. Draft a budget for review/discussion by the Finance Committee 3. Finance Committee reviews and revises the budget 4. Final draft of the Budget is sent to Ken for the agenda 5. Present the budget for Board approval at the October Board meeting 6. Present the budget for approval at the October Membership Meeting Strategy #2 Monitor, Report and Interpret Financial Reports monthly 1. Review financial reports and compliance with budget 2. Maintain financial records that substantiate all expenses 3. Report on budget versus actual at every board meeting Strategy #3: Provide Financial Literacy Training to the Board by October 2015 Identify training format and materials needed by January 2015 Work with Meeting Committee to set date and time by January 2015 Promote training to board members Provide training session Budget May need budget for handouts and possibly training Communications/Next Meeting Conference Call/Web Meeting Face to Face Meeting John Kennedy & Committee Mbrs 9/26 and 30 days after every face to face meeting thereafter 5 pm before each board meeting No August Report Notes: Tracy Management (Chandra) uses QuickBooks to generate financial reports based on information provided by Treasurer. ################################################## Page 15 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
SUPPORT GOAL #1 INCREASE CHARITABLE CONTRIBUTIONS - Revenue Development Committee Goal #1: Increase the financial resources available for supporting Lighthouse restoration and preservation by increasing philanthropic contributions by 10% to $55,000 by 9/30/2015 Chair: Ken Smith Committee: Charles Davis, Ginny Davis, Ron Ecker, Linda Koestel, Olivia Larkins, Wanda Mayo, Beverly Oakes, Harry Pettit, Jean Pettit,, Dede Smith, Cynthia Touchton Strategy #1: Conduct a board member philanthropic giving campaign with 100% participation by September 15, 2014 Strategy #2: Ask previous givers for a gift for 10% more than they have given in the past by Dec 31 2014 Strategy #3: Implement the fundraising plan by the plan deadlines - ongoing Ken & Revenue Development Committee Ken & Revenue Development Committee Achieved goal, committee members contacted board members personally Achieved goal through meeting announcements and letter to all members Ken Achieved all benchmarks. Today have received $47,134.56. Strategy #4: Explore developing a planned gift marketing program Ken We will discuss Budget Same as last yr., includes annual solicitation mailing Communications/Next Meeting Conference Call/Web Meeting 30 days after every face to face meeting thereafter Face to Face Meeting 5 pm before each board meeting Notes: Tracy Management (Chandra) provides meeting management and administrative support for this committee. YNA (Nina) is available to answer questions regarding best practices Page 16 of 17 8/10/2015 fla strategic planning agendas handout 2015 final
REVENUE DEVELOPMENT IMPLEMENTATION TIME LINE Start TimeLine Campaign Activity Leader Notes NOW 8/1/14 Resource Dev Com Phone Calls to Recruit Mbrs Ken Ken 8/8/14 Resource Dev Com Resource Dev Com Mtg - Ask Dev Com Mbrs Ken Ken Pldg Forms @ Mtg 8/9/14 Meeting Retreat/Strategic Planning/Board Mtg - Ask Officers & Board 2013-4 Campaign Results/Thanks/Recognition; 7/24/14 8/25/14 Annual Fund: FLASH Ken Ken Announce Goal & 100% Board participation Board : Phone Calls to Officers who did not attend 8/3/14 9/1/14 Ken Ken Officers meeting 8/4/14 9/1/14 Board : Board Phone Calls to Brd Mbrs who did not attend Res Dev Com Ken 8/3/14 9/1/14 Donor Recognition Event Finalized - first email invitation goes out Res Dev Com Ron Ken Pldg Forms @ Mtg 8/3/14 9/15/14 Board Campaign Concluded 100% of Board has made gift commitment in writing 9/15/14 10/1/14 Previous Givers: $250+ Face to Face or Phone Personal Solicitation of Donors who have given $250 or more Ken Ken Assign calls to RDC mbrs 9/15/14 10/1/13 Previous Givers: <$250 Personal Phone Solicitation of Donors who have given $250 or more Res Dev Com Ken Assign calls to RDC mbrs 10/4/14 Donor Recognition Event Event for Donors Res Dev Com Ken/Ron Hosted by Dev Com? 10/4/14 Meeting - St Augustine Campaign Kick Off/Member Ask Ken Case/Pledge Forms 10/1/14 10/13/14 Annual Fund Follow-up Email appeal to Members Chandra Ken 10/21/14 11/24/14 Annual Fund Ask Letter to everyone in database Chandra Ken 11/15/14 12/1/14 Annual Fund: FLASH Campaign Progress and Year End Appeal Ken Ken 12/8/14 Annual Fund Final Email Appeal Nina Ken 9/1/14 12/31/14 Membership: Renewals Auto Renewal Emails for Most Mbrs - 4 Website YNA 1/15/14 1/30/15 Membership: Renewals Calls to non- renewing Mbrs Mbr Com Chris/Com Mbr Com to finalize time frames and activities Mbr Com to finalize time frames and activities 2/1/14 2/15/15 Membership: Renewals Mail Letters to non-renewing Mbrs Mbr Com Chris/Com Signed by Pres 3/1/14 3/15/15 Membership: Lapsed Contact 2013-4 members who did not renew and invite back Mbr Com Chris/Com Mbr Com to finalize time frames and activities Page 17 of 17 8/10/2015 fla strategic planning agendas handout 2015 final