Strategic Plan - Boys and Girls Club

OPENING THE DOORS TO THE FUTURE
OF MUNCIE
The Strategic Plan of the
Boys & Girls Club of Muncie
2014 – 2017
January 2014
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Boys & Girls Club of Muncie - Strategic Plan
Process
The Strategic Planning Committee was comprised of the Board and the Chief Professional
Officer. The committee first reviewed the current performance of the organization by analyzing
key data which included organizational Key Performance Indicators, Three-Year Trend Analysis,
and current program and service data. The committee identified and discussed key challenges
in the community and for the organization, establishing important areas of opportunity for the
vision of the Club in the next three years. The committee then established strategic themes and
statements based on identified opportunities for growth.
The Strategic Planning Team
Board Members:
Mark McKinney, President
Pat Botts, Treasurer
Andre Mitchell
Ted Baker
Jon Miller
Juli Metzger
Staff:
Micah Maxwell, CPO
Boys & Girls Club of America:
Wally Graffen, Facilitator
Adopted by the Board of Directors on March 4, 2014
Board Members:
Mark McKinney, President
Greg Barnes, Vice President
Pat Botts, Treasurer
Angela Beck, Secretary
Ted Baker, Member
Tim Heller, Member
Juli Metzger, Member
Jon Miller, Member
Andre Mitchell, Member
Rob Santoni, Member
Ben Smith, Member
Staff:
Micah Maxwell, CPO
Boys & Girls Club of America:
Andre Arrington, Director Org. Development
Wally Graffen, Facilitator
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Boys & Girls Club of Muncie - Strategic Plan
Our Mission & Values
Our mission:
To inspire and enable all young people, especially those who need us most,
to reach their full potential, as productive, caring and responsible citizens.
Our vision:
The Boys & Girls Club of Muncie is a catalyst for civic engagement, and success is within reach
of every child, and whole generations of children are inspired.
Instill in members:
Respect – Responsibility – Empowerment - High Self-Esteem – Integrity
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The Boys & Girls Club of Muncie Provides:
 A safe place to learn and grow
 Ongoing relationships with caring, adult professionals
Life-enhancing programs and character development experiences
 Hope and opportunity
Our core promise to youth:
To provide a safe environment and have a positive impact on their lives.
Our core promise to the community:
We create meaningful connections with individuals and organizations, are intentional in our
pursuit to create measurable change in the children and families we serve, and operate with
integrity, attention to detail and excellence.
The Club:
Provides after-school and summer programming for youth, grades K-12. Well-trained staff and
volunteers provide safe, affordable supervision and fun programs to enhance the development
of your child.
The Club strives to inspire and enable young people to realize their full potential by:
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Nurturing their talents
Helping them develop friendships
Building their self-esteem
Connecting them with a caring adult role models
By reaching children at an early age and providing positive activities and encouragement, the
Club provides a safe and nurturing place once school lets out and during the summer months.
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Boys & Girls Club of Muncie - Strategic Plan
We Believe
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We are accountable to our children, families and the community at-large.
We are committed to doing the best, being the best and expecting the best.
Our programs provide quantifiable outcomes that prove we are making changes in
attitude, aptitude or the behaviors of our members. Programs must be safe, fun,
provide positive relationships and have high expectations and recognition.

All decisions will be based on our mission.
Helping Kids, Helping the Community
For the past 80 years, Boys & Girls Club of Muncie has provided kids and teens with programs
that focus on education, healthy lifestyles and character and leadership development. Today,
we serve more than 700 Muncie area youth in grades K-12. We offer hands-on educational and
experiential enrichment every day after school, as well as all-day programming during the
summer and other breaks.
The Club is a safe setting where youth can participate in both supervised and self-directed
activities designed to give them the developmental assets necessary in becoming successful
adults. Homework help, leadership opportunities, computer access, and a range of ageappropriate activities are offered at the Club every day. Our youth development strategy is to
instill a sense of competence, usefulness, belonging, and influence in the young people we
serve.
Boys & Girls Club of Muncie offers programs in five core areas:
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Education & Career Development
Character & Leadership Development
Health & Life Skills
The Arts
Sports, Fitness & Recreation
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Boys & Girls Club of Muncie - Strategic Plan
The Strategic Pillars
The Strategic Plan Committee identified these five pillars to be addressed in the planning
process with the goal to obtain by 2020:
Board Transformation
Create a motivated and effective team known for
strategic successes and long-term vision
Marketing & Development
Strategic messaging of community impact and resource development through Board members,
staff, and volunteers to help the Club reach its fullest capacity
Facilities/Safety
Maximize the facility and ensure child safety to support the organization
in reaching the program’s fullest potential
Human Resources/Operations
Develop and invest in a well-trained, motivated, professional staff and volunteers
while striving to strengthen our processes, policies and procedures
Program/Outreach
Engage EVERY child in the Greater Muncie Area through
strategic programs, partnerships and outreach,
enabling them to become productive citizens.
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Boys & Girls Club of Muncie - Strategic Plan
Strategic Pillar: Board Transformation
The Board of Directors of The Boys & Girls Club of Muncie strives to be a motivated and
effective team, known for strategic successes and long-term vision. The board is comprised of
well-functioning committees who are mission-focused. The transformation is an ongoing
process to identify potential board members, create a meaningful orientation process and
collaborative environment that promotes accountability and identifies a succession plan.
Listed below are discussion points of the Strategic Plan Committee. The SWOT action plan “Strength-Weakness-Opportunities-Threats” and “From – To” are meant to be guidance toward
a more active, engaged Board of Directors.
Strengths
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Community Involvement
Strong leadership/personalities
Diversity
Entrepreneurial Spirit
BGCA Support
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Attendance (at times)
Diversity
Size
Club participation
History
Opportunities
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Increase size
Diversity
Increase awareness of impact
Partnerships to expand impact
Accountability
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Fatigue
Time constraints
Financial integrity
By laws
Succession
Weaknesses
From
Very Little Committee Structure
Threats
To
Active Committees
 Board Development
 HR
 Resource Development
 Program
 Facilities & Safety
 Marketing & Communications
 Finance
 Sub Committees as needed
Limited Accountability for Board Members
Every Board member is held to the same standards
 Everyone Contributes
 Serve on at least one committee
 Bring new & potential donors in for tours
 Stewardship Thank You
 Attend meetings
Need a Stronger Board
Becoming the Board of Choice
 Diversity of thought and backgrounds
 Increase size of Board
 Strong recruitment plan
 Succession Planning
 Onboarding process
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Boys & Girls Club of Muncie - Strategic Plan
Action Steps
Targeted Area
Board Goals &
Accountability
Objectives
Develop goals for each Board member
Every Board member agrees and signs goals
for 2014
Review of goals
Evaluate 2014 System and adjust if needed
Completion
Date
04/30/14
Person or Committee
Responsible
Executive Committee
5/31/14
Board President
Jun, Sep, &
Dec ‘14
January ‘15
Board Development
Committee
Board Development
Committee
Board Structure
Review bylaws for relevancy and accuracy
Establish timeline for election of officers,
classes, terms, etc.
Committee Structure
Define the needed committees and assign a
Board member to each committee
Each committee will develop a recruitment
strategy for members and define their goals
for the next 12 to 18 months
All committees will be filled with a minimum
of five members and no more than seven.
Committee members do not need to be
members of the Board. No Board member
should serve on more than two committees.
Committees will report at each Board
meeting on only action items. Minutes on
meetings will be emailed out one week prior
to each Board meeting for members to
review
Committees will review goals and adjust as
needed and present changes to the Board
03/31/14
Executive Committee
05/31/14
Assigned Board member
for each committee
09/30/14
Assigned Board member
for each committee
12/31/14
Board President
06/30/15
Board President
Board evaluates the current roster to
develop a needs assessment for new
members
Board finalizes targeted Board size
Prospect ID sessions take place to target key
individuals needed for the Board based on
the assessment
Recruitment Process
03/31/14
Board President
3/31/14
05/31/14
Board President
Board Development
Committee
06/01 –
09/30/14
07/31/14
Board Development
Committee
Board Development
Committee
Board Development
Committee
Board Development
Committee
Board Development
Committee
Board Development
Board training and orientation process is
established
All new Board members are finalized and
receive orientation
All Board members are evaluated based on
objectives
Repeat entire process (Completion Date)
Reach Goal of Board Size
11/30/14
01/31/15
12/31/16
01/01/17
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Boys & Girls Club of Muncie - Strategic Plan
Strategic Pillar: Marketing & Development
Today, the Boys & Girls Club of Muncie embarks on a public relations and resource
development system that will help position the organization to make an even greater impact in
the community. To do so, it is critical that the organization looks for ways to expand its financial
resources to meet the growing needs, while remaining transparent and accountable to
community investors. In addition, the organization needs to educate the community on its
impact on the children of the Greater Muncie area.
Listed below are the Strategic Plan Committee discoveries and action plan through “StrengthWeakness-Opportunities-Threats” and “From – To” to increase the funds and marketing to
reach program potential.
Strengths
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80 Years of serving youth
Strong Brand
“Something to Sell” (Good Product)
Strong History (80yrs)
Philanthropic Community
KIDS!
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Perceived uncertainty
No signature event
Standard Process
No endowment/Rainy Day Fund
Opportunities
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Philanthropic Community
Larger Footprint/ECI Found/Fund
Strategic Alliances
Reengaged Board/New Exec
Ready & Willing Community
Stewardship
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Closed doors?
Perception
Donor Fatigue
Debt
Weaknesses
From
Threats
To
Lack of understanding on the impact the club has in
Muncie area
Marketing Plan in place to promote and foster an
environment on club impact throughout the Muncie
area
Need for more funding streams to increase budget and
program
Variety of funding increase the amount of members the
Club serves
 Signature Special Events
 It Just Takes One Campaign
 Strategy for Grants
 Endowment
 Rainy Day Fund
Limited funds
Increase funding by 30% over the next five years to
increase outreach, locations and impact
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Boys & Girls Club of Muncie - Strategic Plan
Action Steps
Targeted Area
Marketing Strategy
to Promote
Organization
Diversified Funding
Streams
Increase Funding
Completion
Date
04/30/14
Person or Committee
Responsible
Executive Committee
MC will develop a recruitment strategy for
members
MC develops a strategy to promote impact
of programs to defined mediums
MC creates materials and objectives based
on defined strategies
MC created guidelines for all events,
resource development and marketing
materials
All areas of marketing are evaluated for
impact
06/30/14
Marketing Committee
Chair
Marketing Committee
Chair
Board Development
Committee
Create Resource Development Committee
04/30/14
Executive Committee
Develop a recruitment strategy for members
06/30/14
Evaluation of all Muncie Area Special Events
and to determine a signature event
08/30/14
Resource Development
Committee
Resource Development
Committee
Set up of 18 month RD Calendar
09/30/14
Define the Club’s Signature Event
09/30/14
Adopt the One Campaign
10/31/14
Develop and launch Direct Mail Campaign
11/30/14
Corporate Campaign is launched
01/01/15
Grant Strategy is created
09/30/14
Review of RD Calendar
06/30/15
Resource Development
Committee
Review of budget and target areas of
opportunity for growth and define goals for
the two years, with a minimum of a 10
percent year-over-year growth
Evaluate data collection system and
establish guidelines for capturing
information
Establish a stewardship system for 12 month
cycle with guidelines for events, small and
large gifts
Create a donor retention program to
evaluate growth and gaps
Create a Prospect ID Committee of board
05/31/14
Executive Committee
07/31/14
Executive Committee
12/31/14
Resource Development
Committee
06/31/15
Resource Development
Committee
Executive Committee
Objectives
Create Marketing Committee (MC)
10/31/14
1/31/15
3/31/15
12/31/15
06/30/15
Resource Development
Committee
Resource Development
Committee
Resource Development
Committee
Resource Development
Committee
Resource Development
Committee
CPO
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Boys & Girls Club of Muncie - Strategic Plan
members and community leaders to define
opportunities for new contributors
Evaluate the budget and make adjustment
Create action plan for results of Prospect ID
Committee to Launch a planned giving &
endowment campaign
06/30/15
02/28/16
Executive Committee
Resource Development
Committee
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Boys & Girls Club of Muncie - Strategic Plan
Strategic Pillar: Facility / Safety
The Boys & Girls Club of Muncie currently has a facility that serves its purpose, but is not the
optimal building needed for optimal program delivery. The Clubhouse is in need of expansion
to fit the needs of the children. Outreach gives the organization a way of reaching more
children that need Club programs.
Listed below are the Strategic Plan Committee discoveries and action plan through “StrengthWeakness-Opportunities-Threats” and “From – To” to maximize the facilities and outreach
potential.
Strengths
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Building is debt free
Recent make over
Know where it is (Park, Inspire, Unity)
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Old
Serve South Madison neighborhood
Location perception
Doesn’t reflect value of quality
Opportunities
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School/external sites
Room to expand
Other locations
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Maintenance – upkeep
Not adequate
Don’t look successful “Winning Team”
Location/safety
Money
Weaknesses
From
Threats
To
Need of a formal facility committee
Create a facility management committee to develop
strategy for current facility
No outreach to other neighborhoods and communities
Develop and implement an outreach strategy to
reach those neighborhoods and communities
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Boys & Girls Club of Muncie - Strategic Plan
Action Steps
Targeted Area
Objectives
Creation of a
Facilities Committee
Designates a board member to develop a
Committee to explore and strategize action
steps for the current facility, potential new
locations of the Club house
Committee is fully operational
Committee creates an action plan for
upkeep and improvements of the facility
that includes cost and a recommended
timeline
Board approves the final plan of action to
implement
Committee conducts a feasibility study for
potential areas of growth. Working
collaboratively with the program committee
plans will include program and service needs
of the Muncie area
Completion of the feasibility study
Board approves the final plan of action to
implement
Designates a board member to develop a
Committee to explore and strategize action
steps for the safety of the organization is it
prioritizes child safety.
Committee is fully operational
Committee creates an action plan for
updating safety and security that includes
cost and a recommended timeline
Review of all safety procedures and a plan to
correct or update needed areas
Board approves the final plan of action to
implement
Committee conducts a feasibility study for
potential areas of growth. Working
collaboratively with the program committee
plans will include program and service needs
of the Muncie area
Completion of the feasibility study
Board approves the final plan of action to
implement
Creation of a Safety
Committee
Completion
Date
04/31/14
Person or Committee
Responsible
Executive Committee
06/01/14
09/30/14
Executive Committee
Facilities Committee
12/31/14
Board President
05/31/15
Facilities Committee
&
Program Committee
12/31/15
3/31/16
Program Director
Board President
04/31/14
Executive Committee
06/01/14
09/30/14
Executive Committee
Safety Committee
09/30/14
Safety Committee
12/31/14
Board President
05/31/15
Safety Committee
&
Program Committee
12/31/15
3/31/16
Program Director
Board President
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Boys & Girls Club of Muncie - Strategic Plan
Strategic Pillar: Human Resources / Operations
The Boys & Girls Club of Muncie has experienced a high amount of staff turnover over the past
decade. As a result, there is a lack of institutional memory. The organization needs to invest in
professional, well-trained staff. In addition, the processes, policies and procedures that guide
operations need to be revised to meet current and future programming efforts. Moreover, the
strategy needs to include an effective volunteer management plan including recruitment,
retention and recognition.
The Strategic Plan Committee did not focus on this pillar during the initial session, but
developed it based on a need to bring together fragmented ideals as a strategic pillar.
Action Steps
Targeted Area
Creation of Human
Resources and
Operations
Committee
Objectives
Designates a board member to develop a
Committee to explore and strategize action
steps for the current facility, potential new
locations and safety of the Club house
Committee is fully operational
Committee creates an action plan for
upkeep and improvements of the facility
that includes cost and a recommended
timeline
Review of all safety procedures and a plan to
correct or update needed areas
Board approves the final plan of action to
implement
Committee conducts a feasibility study for
potential areas of growth. Working
collaboratively with the program committee
plans will include program and service needs
of the Muncie area
Completion of the feasibility study
Board approves the final plan of action to
implement
Completion
Date
04/31/14
Person or Committee
Responsible
Executive Committee
06/01/14
09/30/14
Executive Committee
Facilities and Safety
Committee
09/30/14
Facilities and Safety
Committee
Board President
12/31/14
05/31/15
Facilities and Safety
Committee
&
Program Committee
12/31/15
3/31/16
Program Director
Board President
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Boys & Girls Club of Muncie - Strategic Plan
Strategic Pillar: Program / Outreach
The Boys & Girls Club of Muncie has an established program with a strong sports element. The
Club is now part of the Formula for Impact to measure outcomes. Average Daily Attendance
(ADA) and membership is on the increase, but Teen membership is low.
Listed below are the Strategic Plan Committee discoveries and action plan through “StrengthWeakness-Opportunities-Threats” and “From – To” to grow the program.
Strengths
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B&G Club program model
SAFE and FUN
Focused and Supportive Staff
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Lack of Board knowledge
Lack of communication knowledge
Reporting and defining outcomes
Opportunities
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More info to board
Formal and defined PR plan
Invest in staff (training)
Shift from ADA focus to board based outcome
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Lack of documentation
High turnover
Understanding of outcomes/programming
Weaknesses
From
Threats
To
Staff with a need of goals and objectives
Entire organization with set goals & objectives
Average ADA
ADA to reach out to every Muncie area youth that
needs Club services
No clear understanding of Impact
Part of the National Youth Outcomes Initiative and
seeing the impact
Program that orientates families to “Great Futures
that Starts Here in Muncie”
Lack of policies and procedures
Policies and procedures in place to guide the
organization
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Boys & Girls Club of Muncie - Strategic Plan
Action Steps
Targeted Area
Performance
Objectives & Goals
ADA & Impact
Policy & Procedures
Completion
Date
06/31/14
Person or Committee
Responsible
Board President & CPO
12/31/14
Board President & CPO
06/31/15
Board President & CPO
Program Development Plan: Establish goals
for the next three years on increase for ADA
and expansion of programming for teens,
girls, academic achievement and non-sports
programs. Goals will be established for
impact on each CORE program area.
Conduct two benchmarking trips to other
Clubs
Mid-year progress review on the Program
Development Plan
Program Director will attend a training from
BGCA on middle management
Implement a BGCA program audit from
national staff for recommendation on the
development plan and Impact assessment
Update and adjust the program
Development plan based on BGCA program
audit
Mid-year progress review on the program
development plan
Program Benchmark Comparison from 2013
to 2015. Adjustment made to the program
development plan based on results
06/31/14
Program Director &
Program Committee
10/31/14
Program Director
12/31/14
Program Committee
12/31/14
CPO
12/31/14
CPO
02/28/15
Program Director &
Program Committee
07/31/15
Program Committee
01/31/16
Program Director &
Program Committee
All procedures are reviewed. They include
but are not limited to: Manual of
Operations, Crisis
Manual, Finance and Personnel
Missing and updated materials are given to
appropriate committees to complete
All manuals and procedures are completed
and approved by the Board
04/30/14
Executive Committee
06/30/14
CPO
12/31/14
Board of Directors
Objectives
Board & CPO will set goals and objectives for
2014 from programs to fundraising. From
what is set the CPO will develop
Performance objectives for key staff
Mid-year progress review of CPO, staff and
board on the goals & objectives
Review of CPO, staff and board on goals &
objectives
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Boys & Girls Club of Muncie - Strategic Plan

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