February 14th - Results
Critical Issues-Brainstorming Session-Looking Forward
The following issues were identified to support purpose of KAAAV.
• Bursary
Terms of Reference
Application guidelines
Keeping the bursary healthy
Defining what the bursary can be used for (Conferences, MOV Management Course)
How often can one apply? Need definition.
Education & Special events to look at Terms of Reference in regards to bursary account
• Professional Standards Information
Assisting members with PAVR-O certification
Supports MOV’s by mentoring & orientation to the association/structure
Encourage members to take part in the certification process
• Professional Development
Support membership, move away from events for volunteers and help them with education
Mentor new members-be a leader
Develop a KAAAV handbook, put it on the web-site/ask members what they want in it/ask new members for ideas
Encourage new members to sit on committees
Review PAVR-O’s membership application for ideas and expand ours
Find out what skills our members have/expand the Application for Membership form
New members can come and get advice & education
Develop a member skills/experience bank
• Web-site-a members only page
Is it possible to have a KAAAV members only page on web-site?
Anne is willing to prepare a Terms of Reference for the position
Anne will develop guidelines for posting information
Currently a minimum of 3-4 hours a month is spent on the web-site
Anne would be able to train a partner to help
• Conferences-planned by events committee
• Education Committee
Have a mix for new and old members in education sessions
Involve our own members to make presentation
• Budget-developing a projected budget
• Develop a Vision Statement
• Communications/PR
develop a position for this
• General Meetings-length
• AGM structure
Re structure AGM
• Community Partners
They need to work with us in providing education
Share what is going on with Volunteer Canada
Improve communications with KAAAV & VIK
Be a vehicle for information on community events
Pool of resources for KAAAV
• Correspondence with members-e-mail
Guidelines for the Secretary on what can be sent to members
• Standards Committee
Will bring information back to new members and others
Trends where is PAVR-O going?
Is PAVR-O aligned with the rest of Canada?
What is happening now in Volunteer Management?
Aligning Standards with PAVR-O
• Terms of reference-PAVR-O Affiliation – not discussed
Grouping of Categories
• Best practices/polices/member support
• Budget structure and guidelines
• Meeting structure General & AGM
• Terms of reference (existing and new positions)
• Bursary Guidelines
• Vision Statement
• Conference/special events
• Community partnerships
Strategic Directions-Priority List
A-highest priority
B-moderate priority
C-lowest priority
The following critical issues identify areas that will be emphasized over the next two years. They are derived from the brainstorming session and are listed in order of priority.
1. A Vision Statement
2. A Budget Structure/Guidelines
3. A Meetings (General & AGM)
4. A Terms of Reference (new and existing positions)
5. B Conference/Special Events
6. B Bursary Guidelines
7. B Best Practices/Policies/Member Support
8. B Professional development-Certification/Education
9. C Community Partnerships
10.
Conference/Special Events
Why this is important?
Need to focus on our purpose, plan events that support MOV’s.
The same organizations are using the events that focus on volunteer recognition, some cannot afford to send volunteers, and others have too many volunteers to send them all.
KAAAV can still publicly appreciate volunteers by taking advantage of ads and NVW publications. This would also help promote the association.
How is it linked to the mission? Purpose 2.01, 2.05 & 2.06 specifically
Ways to make this happen?
Update Terms of Reference-providing more guidelines for event planning committee to use.
When should this be done by?
For next incoming committee
Discussion Notes Target Date
(June 2007 –Sept 2008)
1. Align planned events organized by the Events Committee with purpose of KAAAV.
• Use best practices
2. Plan events relevant to MOV’s
• Survey membership-what do they want?
• Incorporate subjects that focus on issues around volunteer management.
• Plan a yearly one day workshop/mini conference for MOV’s on relevant topics.
• Ensure that event is relevant for new and older members. 2008
3. International Volunteer Managers Day Event
• Plan MOV recognition. event to acknowledge and highlight the MOV profession.
• Use different media strategies/print ads, website, letters to MOV’s and directors.
Nov 2007
4. Update Terms of Reference for Events Committee June 2007
NOTE: Need to keep in mind any ramifications to the Constitution and By-Laws.
Budget Structure and Guidelines
Why this is important?
KAAAV’s finances have become more complex (e.g. Bursary Fund, Conference)
It has been difficult to see the true picture of our finances when last minute requests are made.
How is it linked to the mission?
It exemplifies Best Practices
When should this be done by?
As soon as possible to be in place for 2007 AGM.
NOTE: need to keep in mind any ramifications to the Constitution
and By-Laws and Terms of References affected.
Discussion Notes Target Date
(June 2007 –Sept 2008)
1. Develop an annual Proposed Budget which shows:
• Balance forward
• Projected Expenses & Proposed allocation of funds
• Projected Income
• Actual vs projected status report each month
• For consistency, a reporting template is needed for monthly reports and year end Financial Statement
In place for 2007-08
2. The next year’s budget should be approved at the AGM (i.e., June 2007-May 2008)
• This means we need to close the books as of May 31st each year and for the AGM, provide:
a. Financial Statement for year ending
b. The proposed next year’s budget
c. This will mean the Treasurer will need to contact appropriate committee chairs
for input to proposed budget
d. It is suggested that the Executive be involved in the planning In place for 2007-08
Bursary Guidelines
Why this is important?
We have had the Bursary for 2 years now. It is time to revisit our Guidelines.
How is it linked to the mission?
Supporting our members in their quest for knowledge and learning opportunities.
When should this be done by?
In time for next fiscal year.
Discussion Notes Target Date
(June 2007 –Sept 2008)
1. Bursary Guidelines and forms need to be revisited:
• Need to look at the kind/type of education sessions covered
a. For example, does the Management Course fit? We currently state conferences,
workshops, courses or other training focused on volunteer management, but the
original intent was not the Management Course, rather smaller half-day or one day
training, or PAVR-O or CAVR conferences. We have twice been approached with a
request for support for the Management course (both requests were withdrawn
before the selection committee met, so there was no action taken).
b. A case could also be made to cover someone taking an HR course. In time for 2007/08 year
2. How often (within a timeframe) can a KAAAV member receive a bursary?
We never took this in to account when developing it. In other words, can a person
apply and receive monies each year? Other bursaries limit applicants to receiving a
bursary no sooner than 2 or 3 years apart.
3. Should we tighten the dollar limit allowed? The terminology used currently: (amount
available is equal to the cost of the workshop/conference registration fee). If we do
approve the Management Course as acceptable, we are looking at very large amounts,
which our fund would not support.
NOTE: Need to keep in mind any ramifications to the Constitution and By-Laws.
Terms of Reference
Why this is important?
Everyone knows what is expected of them, or what has to be done and when.
How is it linked to the mission?
When should this be done by?
May 2007
Discussion Notes Target Date
(June 2007 –Sept 2008)
1. It is linked to best practices
It sets structure and guidelines for each committee
2. Need terms of reference for
• Web/Site Committee
• PR Committee ? May 2007
4. Update Terms of reference
• Education Committee
• Special events
Timelines for completion of tasks should be given. 2007 AGM
5. PR Committee-suggested that a PR committee be developed to work on publications,
and with web-site coordinator in order to ensure that material are consistent and to
take some of the work load away from planning committees members.
NOTE: Need to keep in mind any ramifications to the Constitution and By-Laws.
Professional Development/Education/Certification
Why this is important?
Assist and encourage members to develop their professional skills.
How is it linked to the mission?
When should this be done by? On-going
Discussion Notes Target Date
(June 2007 –Sept 2008)
1. • Professional development sets standards.
• Provide ways to bring professional to members.
• It allows for members to share their knowledge with each other.
• It provides meaningful learning and new members can be coached by long standing members.
2. This can be accomplished through:
• Workshops
• Conferences
• Certification
• Mentor with another member
• Skills bank
3. It is linked to our constitution/purpose June 2007
4. Revise members’ application to include a spot for everyone’s skills in order to
build on a skill bank.
NOTE: Need to keep in mind any ramifications to the Constitution and By-Laws.
Community Partnerships
Why this is important?
It is important to have strong community partnerships and to provide support for
each other, resource for each other, share information.
How is it linked to the mission?
When should this be done by?
On-going
Discussion Notes Target Date
(June 2007 –Sept 2008)
1. 1. It is linked to our purpose to encourage and work cooperatively with others:
2. VIK
PAVR-O
3. Volunteer Canada 2008
2. With VIK foster better communication so we do not duplicate events/workshops
3. Encourage new members of VIK to join KAAAV
Vice versa
4. VIK to share information with KAAAV, so that we know what is going on with
Volunteer Canada and in the sector.-need for a liaison.
Meeting Structure – General and AGM
Why this is important?
• scheduling of regular meetings (time of day, alternating Wednesdays and
Thursdays) may be barriers to some members’ attendance
• members pressed for time can find it difficult to justify attendance (at either
monthly or annual meetings) to supervisors, leading to lower attendance,
decrease in recruitment of new members and decrease in retention of
existing members
• some members may be more interested in the education component, others
more in the business component, others more in the networking aspects.
Separating out the educational and business components would allow
members pressed for time to attend either component instead of having to
sit through both
• at the AGM there is the additional social/fun component which may be an added
benefit for some members but unnecessary to others; some members may have
trouble obtaining permission to attend if supervisors see the event as too frivolous.
How is it linked to the mission?
• linked to 2.05 and 2.06; increased attendance may support increased membership,
which is linked to 2.01
When should this be done by?
• for the AGM: if speaker commitments permit, the 2007 AGM can be
business-only
• for monthly meetings: changes can be voted on at the 2007 AGM if
membership can be polled in time for the May meeting
Discussion Notes Target Date
Ways to make this happen
• Education Committee the best vehicle to poll the membership through
questionnaires
• before the 2007 AGM as well as at the AGM; need to reach members not
attending the AGM and/or the meetings leading up to the AGM
• Constitution doesn’t say anything about the social content of the AGM so
a constitutional amendment not necessary
• need to find out from the Education and Events Committees how firm are
our commitments for this June’s AGM – can the speaker be scheduled to
a later date to allow the 2007 AGM to have a business-only format?
• have the outgoing Education Committee sit down with the incoming Committee
at the AGM
• agenda for the 2007 AGM should include a budget proposal for the coming
fiscal year (1 June 2007 to 30 May 2008)
NOTE: Need to keep in mind any ramifications to the Constitution and By-Laws.
Best Practices/Policies/Member Support
Why is this important?
• as a professional organization we should actively research and promote
best practices and policies within the volunteer management field
• volunteer managers can feel isolated within their agency without access
to other MOVs
• new volunteer managers can be overwhelmed by the amount of material
out there, need reliable recommendations as to best practices which they
can take back to their own agencies
• unsupported members drift away, taking away their unique viewpoints and
their agencies’ support of volunteer management as a profession, leading
to fragmentation of the local volunteer manager community and lack of
support for the provincial and national communities
• difficult to complete certification in a vacuum; easier if supported by local
community of MOVs.
How is it linked to the mission?
2.01, 2.03, 2.04, 2.05 and 2.06
When should this be done by?
• call for people to participate in best practices/certification [support]
committee(s) before the 2007 AGM so the Constitution can be modified
then modified application form in time for AGM to help Education and
Events Committees
• to make use of skills bank in planning 2007-2008 slate
• orientation package should be available before September 2007 meeting
to help promote attendance then new-members’ section on website
should be available to complement orientation package
• members-only web pages can be launched at any time during the
KAAAV year
• new application form at AGM can elicit willingness to participate in
mentoring
Discussion Notes Target Date
Ways to make this happen
• formation of a best practices committee and/or certification [support]
committee with pages on the website
• orientation package for new members
• new-members’ section on website
• members-only pages on the website
• skills bank to better share local resources amongst members, increase
speaker pool for education component of meetings
• access to mentoring opportunities for new members with returning members
• outreach by existing members to nonmember MOVs within related agencies
NOTE: Need to keep in mind any ramifications to the Constitution and By-Laws.
Strategic planning is a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization is, what it does, and why it does it. (Olsen and Eadie 1982)
KAAAV
Purpose
2.01 To promote Volunteer Administration as profession.
2.02 To encourage and promote the recognition support and effective
utilization of volunteer skills and services.
2.03 To enhance the role and dignity of the volunteer.
2.04 To encourage and co-operate with colleges, universities, local community volunteer
centres, and other voluntary organizations in providing learning opportunities for
volunteer administrators.
2.05 To provide members with opportunities to share and exchange knowledge and
experience locally, provincially, in the creative use of volunteer services.
2.06 To co-operate in research and assist in disseminating information on Volunteerism.
Some Rules Setting Up a Meeting For Success
• Listen as an ally
• Meeting will start and end on time
• No side conversations
• Focus on issues, not personalities
• Be specific and use examples
• Share all relevant information
• Short, succinct statements
• Keep to the point, keep the discussion focused
• Focus on interests, not positions
• No interruptions
• Okay to disagree-constructively
• All participate fully
• Seek first to understand then to be understood
• Work to create decisions you can support
KAAAV
Kingston and Area Association of Administrators of Volunteers
Preliminary Strategic Planning Session
February 14th, 2007 - 9am to 5pm
Kingston Frontenac Public Library, Chown Room
AM Session
Welcome and message from the President Jackie 9:00-9:10
Review Step by Step process Karla 9:10-9:15
Review of KAAAV Purpose Jackie
Identify Critical Issues (Brainstorm) All
Group and Prioritize ABC All
LUNCH
12:00-1:15
PM Session
Group Discussion/Action Plan All
Parking Lot All
Evaluation All
Next Meeting All
List of preliminary planning day participants
Jackie Franklin all day 613-548-4535
Karla Weber all day 613-549-1232 ext 159
Tracey Mallen all day 613-384-9374
Cheryl Bird all day 613-384-2361
Cheryl Descent all day 613-533-6000 ext 78087
Kim Kelly 613-548-2359
Kim Frankland AM
Anne Hall 10:30 AM onward 613-549-8888 ext 1580
Jill Holland-Reilly
Barb Landry AM 613-542-8512
Critical Issues-Brainstorming Session-Looking Forward
Some topics for discussion have already been suggested such as web-site and membership.
Below is a sample of issues that can be added to the brainstorming list, once we have a list
we will group and prioritize items for discussion.
Try to be as specific as possible:
Membership- how do we increase membership?
How do we support members?
How do we promote a website
Development of a Web-site Terms of Reference
The following issues must be addressed to achieve the purpose of KAAAV.
•
•
•
•
•
•
•
•
•
Grouping of Categories
Strategic Directions-Priority List
A-highest priority
B-moderate priority
C-lowest priority
The following critical issues identify areas that will be emphasized over the next two years.
They are derived from the brainstorming session and are listed in order of priority.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Action Plans
Each strategic direction has an identified action plan.
1. _________________________________________________________________________
___________________________________________________________________________
__________________________________________________________________________
2. Working Group Names: ____________________________________________________
Why this is important?
How is it linked to the mission?
Ways to make this happen
When should this be done by?
Discussion Notes Target Date
(June 2007 –Sept 2008)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Notes:
KAAAV Planning Day Evaluation
February 14, 2007
1. Did you find this day to be productive?
________________________________________________________________________
2. Were your expectations for this day met?
________________________________________________________________________
3. Would you be willing to lead a strategic planning committee?
________________________________________________________________________
4. Would you be willing to be a part of a strategic planning committee?
________________________________________________________________________
5. Was there something you were hoping to discuss, which was not covered?
________________________________________________________________________
6. Was there enough time to answer questions and comments?
________________________________________________________________________
7. Additional comments. Please state what you found valuable in today’s meeting,
and give any comments/ ideas that would be helpful as we more forward.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
please click here to read the
most recent version of the
strategic plan