Operational Plan Queensland Ultimate Disc Association Prepared by: QUDA Committee & Staff John McNaughton (President) Jo Ashdown (Secretary) Myall Hingee (Treasurer) Chris Ende (Regional Director) Emma Briggs (General Member) Mat Ryan (Development Officer) Initial Outline created 14-15 December 2013 Final submission 17 March Queensland Ultimate Disc Association Operational Plan 1
KRA 1: Organisation/Administration/Management Category Strategic Priority Action Responsibility Timeframe Cost 1.1 Build and publish executive governance systems 1.1.1 Develop orientation manual for position holders and handover, including position descriptions and links to policies Develop manual for QUDA-specific use, to support handover to executive Adapting manual into template form for club distribution Project Officer (primary workload) (review and contribute) Jan to 15 March (QUDA use) Jun (generic use) 750 1.1.2 Develop centralised information system for record keeping, filing and communication Maintenance and review of current systems as required 1.1.3 Review and update constitution in preparation for AGM Review and recommend changes to constitution Approval at executive meeting Presentation for adoption at AGM President AGM Chair Jan Feb 15 Mar 1.1.4 Improve policy development in line with good governance principles Collate QUDA policies on file and on website Review and update current policies related to association procedures, submitting to exec for feedback and approval Develop new policies to fit best practice recommendations President Project Officer/s Project Officer/s Jun Aug Dec 50 400 1000 1.2 Develop and sustain workforce (human resource 1.2.1 Draft and implement human resource management plan, including remuneration advice and training/development program (includes Coaches, Identify current and future policies/guidelines that fit in this HR management plan Liaise with other state FDAs and sporting organisations for assistance with Project Officer Mar Mar to Nov Queensland Ultimate Disc Association Operational Plan 2
management) Volunteers, Casual Employees, Contractors, Staff) documents and procedures Create extra elements for approval by exec which may include volunteer reward scheme, association understanding of volunteer positions vs casual positions; remuneration policy for QUDA tasks, legal requirements- ATO, insurance Project Officer Aug 1000 Create documents to support implementation of these elements, e.g. PD diary Project Officer Dec 500 Develop and document performance review process for employees and staff Project Officer Dec 500 1.2.2 Develop knowledge, systems and procedures to support QUDA s role as an employer Research and collate documents associated with casual employers (ATO, work cover, legal requirements) Develop procedural guidelines for presentation and adoption by exec and DO DO or Project Officer Mar Aug 400 1.2.3 Employ executive officer/book-keeper in parttime position Update and establish treasury in line with current best practice, including systems Research local recommendations for EO/BK used by other sporting organisations Determine specific costs for 2015 budget, particularly Treasurer Dec 1.3 Club support and development 1.3.1 Develop and implement club affiliation system for Qld clubs Develop and finalise policy, especially operational component (what does this mean for clubs/quda); includes liaison PO/DO Mar 250 Queensland Ultimate Disc Association Operational Plan 3
with other state associations 10% jersey subsidy in return for QUDA promotion/branding Club forums (QUDA & all clubs) Individual club meetings Full subsidy of incorporation application fee Mar to Dec 1500 300 750 260 1.3.3 Develop volunteer training and recognition program for clubs Develop club component of volunteer management plan Subsidies for attendance at training events (compulsory for all clubs) Volunteers coordinator Through 250 2400 1.4 Financial management 1. Develop fully costed operational plans annually Weekend Workshop to develop operational plan Review of draft and finalise Approval by executive, DO and volunteers In Nov/Dec Dec By Jan 2015 500 2. Develop asset management plan Identify and develop current list of QUDA assets Mar Draft management plan for annual review of asset and maintenance/replacements, and recommendations Secretary Jun Review and approval by exec Jun 3. Develop a long term financial management plan, including sponsorship and marketing plans (12/2015) Identify and engage key people within community to collaborate with to develop plan e.g. finance, sponsorship, marketing professionals. Treasurer Dec Queensland Ultimate Disc Association Operational Plan 4
Collate current practices re: finance management Treasurer Dec Queensland Ultimate Disc Association Operational Plan 5
KRA 2: Products and Services Category Strategic Priority Action Responsibility Timeframe Cost 2.1 Event planning and calendar 2.1.1 Develop comprehensive QUDA calendar of events, including timeline for QUDA initiation of host bidding and event planning Plan and update calendar regularly Update orientation manual & DO PO Mar 0 50 2.2 Support and standardise QUDA products 2.3 Create and develop a marketable coaching service 2.2.1 Develop MOU for leagues 2.2.2 Develop MOU template for QUDA owned and sanctioned tournaments 2.3.1 Develop schools promotional pack 2.3.2 Run at least 2 AFDA Level 1 coaching courses each year (1 in SE Qld, 1 in North Qld, 1 women s in ) Draft MOU for leagues, with consultation with league owners/stake holders etc. DO Feb 375 Review current draft MOU and update as needed DO Jan 75 Work with AFDA regarding schools/coaching video resources. Investigate independent resource production DO Nov 100 Coordinate coaching courses DO Dec 225 2.3.3 Participate in GAQAP program and ACHPER opportunities Coordinate GAQAP courses Coordinate and attend ACHPER conference DO DO and exec? Dec Aug 150 Coordinate involvement in ACHPER HPE Week DO Jan 1000 2.3.4 Implement coach development framework, in line with AFDA Define coach development framework Build process and apply DO and John McNaughton DO Dec Dec 50 250 Queensland Ultimate Disc Association Operational Plan 6
2.4 Growth and pathways for players between products for women, indigenous communities, youth, people with disabilities, regional players 2.4.1 Appoint officer focused on women s development and develop strategy to build on AFDA Year of Women s Ultimate () Appoint officer for indigenous development and develop strategy to build on AFDA Year of Indigenous Ultimate (2015) Create EOI and advertise. Assess responses and appoint. Create women s Ultimate strategy Create EOI and advertise. Assess responses and appoint. Create Indigenous Ultimate strategy Women s officer Indigenous officer Jan Jan Mar Nov Dec Feb 2015 Appoint officer for development of athletes with disabilities Create EOI and advertise. Assess responses and appoint. Create strategy for disc sports for people with disabilities AWD officer Nov Dec Feb 2015 2.5 Improve relationships and connections with other disc sports 2.5.1 Develop draft MOU with Brisbane Disc Golf Club 2.5.2 Run annual activities combining multiple disc sports Draft MOU in consultation between QUDA and BDGC Coordinate and run QORF display at Active Outdoors Expo Run combined Ultimate + golf event try out day DO (and disc golf coordinator) DO DO and disc golf coordinator Jul 125 Oct 325 Jul 400 2.6 Support delivery of AMUC 2.6.1 Provide assistance to AMUC tournament organising committee as needed Liaise with TOC to ensure appropriate QUDA support for event and provide oversight (DO if required) Through Queensland Ultimate Disc Association Operational Plan 7
KRA 3: Participation Category Strategic Priority Action Responsibility Timeframe Cost 3.1 Support BUDA to increase participation in Metropolitan Weekly League competitions 3.1.1 Increase Brisbane mixed league participation to 28 teams (400 players) Maintain oversight role over BUML through BUDA connection Maintain consistent and clear communication with key volunteers Consider development pathways for players introduced to BUML 3.1.2 Increase Brisbane men s league participation to 10 stable teams (120 players) Maintain oversight role over BPL through BUDA connection Maintain consistent and clear communication with key volunteers 3.1.3 Increase Brisbane women s league participation to 8 teams (96 players) Subsidise increased beginner discount ($20 fee) Support incentives for organisers and/or captains to recruit more players: (1) financial bonus based on total numbers, (2) financial bonus to captains based on number of beginners on team Engage person to do social research into why women play WUFL (and why they don't, or stop) seeking specific feedback on Brisbane women and women s officer Project Officer Jun & Sep Jun & Sep Sep 800 1000 3.1.4 Run 2nd Learn to Play event (Beginner League) on alternative weeknight Run in new area of Brisbane Run as a Hat, beginners can be paired with players that they know Beginners discount DO & league director Dec 600 300 3.2 Develop connections with specific target 3.2.1 Identify and run targeted participation opportunities each year for Run Deaf come and try events for Ultimate and disc golf Investigate opportunities with community groups, e.g. with interested volunteers Jun Queensland Ultimate Disc Association Operational Plan 8
groups Indigenous groups and for people with disabilities HeadSpace, disability groups, Sporting Wheelies, LifeStream Feb 100 Support Bindal Sharks with the lead up to AMUC and bring in Ruben Berg and Dusty for a coaching/learn to play (link to a carnival?) (with Townsville Ultimate/AMUC TOC/IUA/AFDA) Aug to Oct 1000 3.3 Increase women and girls participation 3.3.1 Run low-commitment drop-in playing opportunities for women and girls in Brisbane Promote new and existing pickup opportunities to women Provide drop-in coaching/playing for women at the start of existing events with women s officer Volunteer coaches Winter Through 500 3.3.3 Support training and development of key women in coaching and development roles Provide fully subsidised access to Intermediate Coaching General Principles course Subsidise AFDA L1 course for women Support interstate (or international) women s coach/leaders to train Brisbane leaders with women s officer Through May Jan/Feb 560 600 1000 3.4 Increase Regional player participation 3.4.1 Develop playing centres on the Sunshine Coast and in Ipswich Sunshine Coast Introductory Letter Research target schools and promote proposal DO primarily (supported by volunteers where possible) Dec 50 Introductory program - 2 weeks (4 schools) SC 400 Gala day (4 schools) SC aim to foster an intra school competition in each school Host beach event (book beach space, promote local media, logistics) 400 Ipswich Queensland Ultimate Disc Association Operational Plan 9
Contact and work with Ipswich Sports House Investigate a Come and Try event Promote through ISH, eg. letter drops, local sport club newsletters (market as off season training) Run event 100 500 100 300 3.4.2 Increase Townsville off-campus league to 6 teams with >80% participation local residents (ie: non-international students Channel new players from JCU League and learn to play events into this league Run higher level coaching sessions to support new players in this league Townsville players and TU Volunteer coaches Through 3.4.3 Run beginner/learn to play program attracting 25 Townsville residents Field hire off campus Promotional campaign Local LD and TU AMUC TOC with exec Dec 150 120 Promote to schools to consider introductory program for school Learn to play 2 weeks after AMUC Letter drop campaign Run learn to play event DO with local volunteers TU TU TU 160 0 Make a decision whether to separate into a new event or merge with existing leagues TU Run Level 1 Coaching course targeted at teachers at end of term 4 cost included in 2.3.2 DO and presenter 3.4.4 Host Qld Championships with representative teams attending from Townsville, Reduced player fee for teams with significant travel costs Aug 0 Queensland Ultimate Disc Association Operational Plan 10
Cairns, Mackay, Gold Coast 3.4.5 Develop 4 team Gold Coast league Connect with player base Develop plan to recruit and run league Uni coordinator with exec/do support Feb 500 3.4.6 Develop 4 team Mackay league Connect with Stephanie Updike and existing player base QUDA to fund 2 "learn to play nights" Recruitment drive from local players and organisers QUDA to send a coach from Brisbane QUDA subsidy for players and field costs DO with exec Local players and organisers Jan to Jun 150 120 250 600 3.5 Increase schools and youth participation 3.5.1. Run introductory programs for schools in regional areas Work with local organisers to promote to local schools DO Apr 150 3.5.2. Increase number of schools receiving QUDA coaching by 25% each year Liasing with schools Delivery of coaching DO Through 400 300 3.5.3. Send Queensland teams to Youth Nationals every year Subsidized cost of flights for coaches Subsidized jerseys Liaise with/support uni clubs for U19 participants in O Week (UQ, QUT, Griffith) Youth officers supported by exec/do Mar to Jun 800 400 100 Target senior students at schools with existing coaching Training/development camp/l2p 600 3.5.4 Run a metropolitan Communicate with schools that have had coaching DO 500 Queensland Ultimate Disc Association Operational Plan 11
multi-school competition outside of school hours about a Gala day Run gala day Apr 500 3.6 Activities for AMUC 3.6.1 Use AMUC to support promotional activities and participation events in Townsville and North Qld, including promotion through elite player presence Invite Cowboys and Crocs to AMUC final to promote the sport Line up AMUC players to present introductory programs at local schools Players come on Friday, teams go to a school each AMUC TOC AMUC TOC and TU, with DO support Oct 100 125 250 Queensland Ultimate Disc Association Operational Plan 12
KRA 4: Communications Category Strategic Priority Action Responsibility Timeframe Cost 4.1 Marketing to external agencies 4.1.1 Redevelop website (see internal) See 4.2.1 As below As below As below 4.2 Communication with members (internal) 4.2.1 Update content on existing QUDA website Create scope of planned works Review for feasibility with current platform. Approx 30 hours of updating work. IT officer Project officer, with volunteers & IT officer Jan Feb Mar 750 4.2.2 Redevelop and release foundation website Review whether a platform change is required or we can use Play AFDA. Consult with key parties (competition directors, regional associations) about use of QUDA site. If decision is to move, review current platform and determine whether UltimateCentral will provide required functionality Approx 40 hours to implement new Ultimate Central site. and IT officer Project Officer Jan Jan Apr Jun 1000 4.2.4 Develop and implement internal communication strategy Communicate to membership intent & benefits to migrate to new platform Determine feasibility of moving all QLD ultimate correspondence to new platform Migrate existing mailing lists to new platform. Set up users to communicate using new platform with appropriate access levels Write guide to using new platform for new users & steps to sending mail and communications officers Jan Jan Jan Feb Jun Communicate to membership to use new platform. Queensland Ultimate Disc Association Operational Plan 13
4.2.5 Appoint web and social media officers Determine and set up templates for correspondence (newsletter style, letter style, etc.) Define responsibilities. Determine number of officers required. Appoint web and social media officers. Train and support officers Mar Feb 4.3 Development of promotional material 4.3.1 Develop video promotional resource Contribution to AFDA schools coaching DVD. Appoint videographer (social media officer) to contribute regularly to QUDA YouTube channel? DO with exec Jan/Feb Through 300 240 4.3.2 Collation and review of existing promotional and correspondence material Collect and organise current promotional material. Review current material to determine what needs updating/what can still be used. List which correspondence needs QUDA branding. Create templates with branding. Communicate with membership importance of branding to provide incentive for use. Mar May May Jun Jul 4.3.4 Develop disc sales strategy integrated in website Review website sales portals to find a suitable one. Implement disc sales portal into website. IT Officer Pending website decisions 4.4 External Relationships 4.4.1 Sustain relationships with key sports bodies, including QSport, Qld Government, Maintain through regular meetings and attendance at workshops/programs President & 800 Queensland Ultimate Disc Association Operational Plan 14
Brisbane City Council. 4.4.2 Establish presence and build strategic partnerships with key stakeholders in local communities, corporations, media and local councils Develop list of key stakeholders, partnerships and relationships 4.4.3 Engage with councils and field providers to establish longer-term lease arrangements, working to develop home fields owned or managed by QUDA Attend council meetings and forums where available. Meet with council representatives at least annually. Apply for grants and funding to upgrade and access facilities where possible. & DO 500 Queensland Ultimate Disc Association Operational Plan 15