2014 ORRC Strategic Action Plans
Tied to 10 Point Strategic Direction
The following are the 10 point strategic direction plan as well as the associated strategic action plans that were presented and adopted by the Oregon Road Runners Club Board of Directors at their July 2014 meeting, in the development of a results-based accountability system, to addressing where are we, what do we have to work with, where do we want to be, and how do we get there?
- To be one of the leading running clubs in Oregon that serve the needs of individual runners and make their safety a top priority.
- Have plan for rapid medical response for entire course
- Provide medical education for volunteers and participants
- Have Emergency Action Plan in writing
- Include communication means other than cell phone
- Network with RRCA to establish medical/safety plan
- To have sufficient financial support from members, sponsors and individuals to ensure organizational stability so that ORRC can be outward-focused in the promotion and support of running in Oregon.
- Examine Money Activities
- Study major revenues and expenses to better understand income and expense generators
- Study cash flow levels throughout year to determine trends, and in order to forecast year end results.
- Review chart of accounts and update where needed to provide useful data
- Investigate investment/savings vehicles for excess cash
- Ensure Physical Safety of Fund
- Create clear policy on controls over cash
- Create policy for DeMinimus expenses
- Update QuickBooks to give President viewing access and Assistant Treasurer ability to make changes to file (current situation)
- Periodically review situation to ensure more than one person can view files and statements
- Develop an Annual Budget
- Treasurer and President issue annual budget based on input from RDs, VPs and committee chairs.
- Request upcoming budget estimates from RDs, VPs, committee chairs and coordinators in July, due in September.
- Budget presented at the October board meeting for following year.
- Board, RDs, VPs, committee chairs and coordinator given previous year end expense to budget report by February meeting
- Review Monthly Budget
- Provide monthly expense to budget report on board meetings
- Notify VPs, RD, committee chairs and coordinator where over budget condition exists
- Develop Policies to Ensure Future Financial Safety
- Determine minimum level of cash/assets for safety of club’s financial future and preservation of capital
- Establish income generated from races policy
- Determine acceptable method and level of revenues to donate to board-approved charitable causes
- Determine additional spending by club (big ticket items) policy.
- To provide training and education programs for runners, running coaches, race directors, race volunteers and other special interests that emerge as priorities of the sport emerge.
- Volunteer Training
- Improve training and provide event information to provide a better participant experience.
- Recommend standard training for volunteers as well as basic on-site volunteer materials including emergency plans, key contacts, and FAQ.
- Establish half and full marathon training program.
- To have a major public profile and major name recognition as a leading voice for Oregon runners and events, with increased use of emerging technologies as a means of communication to reach out to the public.
- Primary Branding
Create new logo with full color, black and white variations, and created in vector and PDF/jpg versions for use across all platforms and merchandise.
Create tagline that represents “community” and “fitness” to cover runners, walkers, and our volunteer structure
Create a new color scheme (possibly Blue and Red)
- Brand Statement
Create brand guidelines, brand tenants, and a style book for brand management
- Digital Brand & Communication
- Create a new website using a content management platform allowing for multiple contributors and reverse publication into email newsletters and magazine. Leverage best practices for easy updates to SEO and use of Google Analytics. Note: basic business listings such as Google+ and Axiom should all be claimed.
- Mobile Website
- New website must have a mobile site included in template, with mobile navigation
- Individual Race Websites
- These are not required, but brand guidelines should be applied regardless. Must include ORRC logo in prominent position & link to main ORRC site, as well as same basic information.
- Recommend that primary details be included on both ORRC site and race site.
- Social Media & Blog:
- Recommend continued social media, with an editorial calendar for timely updates to Facebook page.
- Each race should have an established minimum schedule of posts to both social media and blog, which will be used to improve SEO and provide information to runners and walkers in the community.
- Grant administrative access to anyone taking pictures or otherwise creating content on an ad hoc basis; establish training for any regular contributors.
- Email Newsletters
- Leverage CMS from new website to create email newsletters that are built on content excerpts; encourage click throughs back to extended content. Create template following new brand guidelines. Apply best practices regarding list growth and opt-ins.
- Printed Brand & Communication
- Consistent logo placement
- Quality standards
- Similar look – possibly template or “donut” design
- Volunteer Shirts:
All event volunteers should wear something identifying them as ORRC event volunteers, such as shirts, hats, vests, etc. TBD if these are reused at each event or given out as a volunteer perk
- On-Site Marketing Opportunities
- The following list of on-site items should be branded in accordance with ORRC brand guidelines and placed so brand is highly visible at all ORRC events: tents, start and finish lines; signage; volunteers. Information centers; and aid stations
- Host the 2020 RRCA conference in Portland
- To be a leading force in ensuring that participation in running remains constant or grows over the next 5 years through community support of event hosting, networking with affinity groups and with the general public, and maintenance and promotion of running as the most affordable form of regular exercise.
- Increase number of half marathons
- To engage in the best practices in organizational governance and management and to encourage our members to operate according to our standards of ethical conduct to ensure integrity in the sport of running and with the ability to adapt positively to a changing world, which includes generational leadership changes.
- Assign At-Large Board members with committees or as coordinators.
- Fill Vice President, VP Communications, Board Development Committee Coordinator, Merchandise Coordinator, Training Program Coordinator positions.
- Develop Board of Director handbook
- To continually invest in and improve existing programs and services, develop new programs and services that are beneficial to the members, and to seek maximum participation in our programs and service by our members and the community.
- Consider creating a Fun Awesome Super Time (FAST) subcommittee
- Brainstorm unique activities and perks for all ORRC events.
- These subcommittee members would help RDs come up with things to make ORRC events special and come up with things to make each event unique.
- Review additional member perks and activities to create additional engagement and member touch points.
- The following ideas include opportunities that could be standardized – for example, a feather banner or A-Board to be put up at all group track workouts, or signage to be posted every time ORRC hosts an aid station, whether “special” aid stations set up specifically to support a popular route guerilla-style or at organized events.
- Group Runs
- Annual Banquet
- Message Board
- Special Run Aid Stations
- Aid Stations at other Races
- Develop new membership database
- Consistency across food, aid stations, shirts, safety – these are non-negotiable.
- Marketing for the next races should be done immediately after each race
- Facebook and email should be used more to market races.
- Races should have good branding at the start and finish – perhaps an ORRC arch
- Sound system should be used for music and to announce runners
- Provide photo background at the start finish
- Runners should be welcomed at the finish line by volunteers
- Establish a place at the finish line where runners are encouraged to gather in the same area
- Website should be consistent across races, include map, elevation chart and directions to race
- Race pricing should include applicable transaction fee
- To be a major, collaborative partner with schools, health organizations and other running related organizations, but only as long as the partnerships enable ORRC to achieve our strategic goals as an organization and for the sport of running.
- Partner with local hospitals which have federal funding to encourage mild exercise for seniors, and as potential event sponsors.
- Partner with for-profit shoe store/s to establish training program/s utilizing their store and ORRC provides trainer.
- To work with members to actively engage the next generation of runners to participate in ORRC events and administration to ensure the long-term stability of ORRC, the sport of running, and develop future leaders for the sport.
- Sponsor local school runners at ORRC events
- Target market runners according to past runners participation, likely demographics to participate.
- To contribute time, talent and financial support to the larger Oregon community. This is in conjunction with developing a strong and large volunteer base needed to support community and ORRC events.
- Volunteer Rewards
Explore improvements to volunteer rewards.
- This could be take-home volunteer shirts/hats/pins, etc. “bigger” rewards such as ORRC bucks or actual gift cards, or other items.
- This would make finding volunteers easier and give us a strong platform from which to communicate our all-volunteer club structure
- Community Outreach Programs
Recommend continuation of the Community Outreach Programs, but with more marketing communication around them. This would include but not be limited to use of club blog, more promotion requested of our recipient organizations, and more communication in the form of press releases to local media.
- Hire local school runners and other sports athletics and their coaches to volunteer at ORRC events, in return providing donation to their athletic program/free race entries.
- Offer college scholarship/s (RRCA Road Scholar program) based on club membership and involvement/academics – not based on athletic performance.