baaa's strategic plan 2012 2016 draft

A Strategic Plan Outline

for Athletic Growth & Development

byThe Bahamas Association of

Athletic Associations(BAAA)

Staying On Plan To Manifest the Vision

2012 - 2016

Agenda

1.Prayer

2.Purpose

3.Introductions

4.Brief Platform review

5.Operations Plan

6.Feedback

05/15/14BAAA's 2012 - 2016 Strategic Draft 2

Vision

� To be exceptional in track and field events focusing on the “fundamentals of the sport” acquiring knowledge to improve skill and technical proficiency for successful athletic performance.


Mission

� To present Track & Field as the number one sport in the country that develops our young people as top world ranked athletes, leaders and productive citizens building character, discipline and confidence.


Core Value

The BAAA recognizes athletes as valuable assets to the country and association and endeavor to create an environment for athletes to attain their full athletic potential, through empowerment, positive communication and skillful coaching.


Primary Goals

1. Source funding from core corporate, private sponsors and new donors.

2. Create a climate where integrity in the administration and management of the sport is practiced.

3. Present the BAAA as a reputable sports federation with a global image, communicating through its programs positive messages to to empower young people.


Funding Objective: To secure $6.5 million to support our programs through the

London 2012 Olympic Games up to 2016.


Source 2012 2013 2014

2015 2016

Total

Corporate 200 250 400 250 250 1,350

Government 100 300 1,000 100 100 1.600

International 150 175 500 175 175 1,175

Grants\Trusts 20 30 40 50 60 200

Self 150 175 175 200 200 900

Community 50 50 50 50 50 250

Other 200 200 200 200 200 1,000

Total 870 1,180 2,365 1,025 1,035 6,475

Sources of Funding Assumptions

Corporate: Seek support from corporate Bahamas through long term annual standing fixed contribution, and for major events in years 2013 (Carifta Games), 2014 (World Junior Championships), 2015 World Relays and 2016 Olympic Games.

Government: Annual grant amount unlikely to change. Increased contribution in 2013 (Carifta Games), and 2014 (World Jr. Championships).

International: IAAF Grant support unlikely to change. Other sources unlikely to change. 2014 increased support for World Jr. Championships.

Grants\Trusts: Marginal increases possible.

BAAA Self-Funding: Gate receipts, fund raising initiatives. Modest increases likely.

Community: At large donations from wider community. Not expected to be significant due to economic recession conditions impacting corporate profits and disposable incomes.

Other Sources: Outsourcing of fund raising to agencies and or individuals approved by the BAAA.


Self Funding Initiatives

Major Annual Fund Raising Projects

Annual tee-shirt day with organizations.

Annual BAAA Awards banquet as major fund raising event.

Open “BAAA Tuck Shop” to sell stale dated apparel and gear.

Vendor fees from concession stands.

Advanced ticket sales to BAAA national competitions.


Competitions

BAAA Local Competit ions

1. No changes to competitions calendar. Hold 2012 Jr. & Sr. Open Nationals Championships in new stadium. Possible “2012 Scotiabank Olympic Trials”

International Competitions

1. Introduce international IAAF permit meet invitational to competition calendar.

2. Carifta Games 2013.

3. 2014 World Jr. Championships.

4. 2014 IAAF Relays.

5. 2016 Rio De Jenerio, Brazil Olympic Games.


Professional Training & Development

1.Launch the Bahamas Regional Development Training Centre in New Providence for Senior and Elite training and development.

2. Create an organizational structure, administration and coaching staff to run the RDC program.

3. Implement a Relay Coordination Team structure for management and coaching control of national teams relay preparation for Youth, Junior, Senior, Olympic and Elite level competitions.

4. Support Youth, Junior and Senior level coaches to attend International training programs and conferences to obtain higher level IAAF or USATF certifications.

5.Heighten the involvement of former and current elite athletes to the “Volunteer for Victory” program through speaking engagements, participation in training camps and mentoring.


Management Information Systems

Enhance BAAA Web Site and post timely information such as meet results, athletes performances, programs, local and international competitions, athletes blog etc.

Create a database to record statistics on the number of athletes in the programs annually by age, sex, program, club, island, event and performance history to show growth.

Maintain a database on athletes performances for selection decisions and the press.

Secure and make available copies of the IAAF Handbook and other important publications for executives, council members and coaches.


Technical Management

Set policy for athletes to qualify at BAAA sanctioned meets in Nassau, Freeport and Family Islands.

Set time keeping and field events officiating guidelines.

Set meet directing guidelines.

Set Stadium preparation standards in accordance with IAAF guidelines.

Set Ticketing and Access control guidelines.

Publish a directory of standards for all meets for distribution at the beginning of each track year.

Set Arbitration hearing guidelines.


Office and Administration Reorganize the BAAA office, upgrade the office, set up proper communications

equipment, current generation computers, telephones, (local and VIBE), e-mail and website address.

Develop a master organizational chart with departments, key leaders and support persons with portfolios. Define roles and responsibilities to avoid overlapping.

Produce a directory of officers, council members, coaches, medical, chiropractic and other support staff for distribution. Update when necessary.

Evaluate existing human resources to determine strengths and reposition persons for management efficiencies and segregation of duties to assigned areas of responsibility.

Seek-out persons with innovative ideas, managerial and technical skills to support the BAAA work.

Use e-communication as the primary means to disseminate general information and in hard copy format for remote island locations in the Family Islands.


Meetings & Communication

Hold meetings with key affiliated associations and support bodies as necessary.

Executive Board meets once monthly.

Executive and Council Members meet quarterly.

Meet with support organizations quarterly.◦ BACO◦ COACHES ASSOCIATION◦ CLUBS◦ SENIOR ATHLETES◦ FORMER ATHLETES


Coaching Leadership

Identify in collaboration with the Coaches Association, IAAF certified Level 4 or 5 coaches to lead teams to the Carifta Games, Sr. CAC Championships, World Indoor and Outdoor Championships and the Olympic Games.

Designate Youth and Junior Coaches to coaching assistant roles to Youth and Junior international competition teams.

Establish a three tier coaching succession development plan for planned graduation into higher level coaching leadership.◦ Youth Coaches and Assistants.◦ Junior Coaches and Assistants.◦ Senior\El ite Coaches and Assistants.

Involve top Bahamian collegiate coaches abroad to participate in the overall program development in particular NACAC Under 23, Senior and Elite areas.

Appoint coaches to international competitions in collaboration with the Coaches Association at the beginning of the new term and ratify to serve for two years.


Medical & Associated Professional Support

Select medical and professional support staff; doctors, physical therapists, chiropractors, sports psychologists, nutritionists, chaperones, sports trainers, team managers and other designated staff at the beginning of the new term and appoint to serve for two years.

Select a core team to run track meets annually. The team will consist of a Meet Manager, Assistant Manager, BACO official, Stadium Crew and support staff.

Selection should be based on knowledge, experience, leadership abilities, qualifications and recommendations from key persons.


Financial Reporting

1.Prepare annual budget based on Track and Field calendar.

2.Secure operating finances from banker for current fiscal year using cash flow balances, committed receivables and projected revenues.

3.Provide monthly financial summary reports to the members.

4.Provide financial records to bank and partners if requested for review for continued support.

5.Ensure financial reports are provided for events showing the ROI (return on investment) or net result for events.

6.Ensure proper financial reports are presented by the team manager to account for funds issued upon return from international trips.


Financial Reporting (Cont’d)

7. Ensure coaches, athletes and officials traveling with teams receive stipends. Set fixed amount policy.

8. Keep proper inventory of equipment and uniforms with total on hand value.

9. Keep cost controls in line with budgeted expenses and avoid costly over spending decisions.

10. Endeavor to keep bank balances in a positive balance position to avoid bank interest charges.

11. Obtain a corporate credit card with a maximum limit for exclusive use only for international team travel. To be managed by the Treasurer.

12. Obtain travel mileage frequent f lyer card from airl ines.

13. Ensure federation maintains its books in accordance with standard international auditing practices.


Marketing & Public RelationsSports Information

Increase Sports Information on programs highlighting successes, special events, milestones etc. to the public.

Consider running sweepstakes and value added promotion programs with corporate partners for fund raising.

Build on the success stories of Collegiate, Senior and Elite Athletes to create ongoing national awareness and interest in the program.

Partner with television network(s) to create and run as a community service initiative, a TV advertising campaign using track and field footage to for national awareness during the season.

Produce Track & Field documentaries of athletic meets to run in the television media and as part of a TV talk show program.

Produce BAAA Sports Partner brochure outlining programs and levels of support for distribution to partners and stakeholders.


Marketing & Public Relations Image

1. Refresh/Rebrand BAAA logo.

2. Introduce uniform codes for BAAA executives for all meets and special functions.

3. Create image elements with logo, theme for radio and TV, news paper, brochures, pole banners, stadium banners, programs and all premiums (t-shirts, caps, LAPEL PINS ..)

4. Establish wall of fame with posters of the Elite and Collegiate athletes at the Thomas A. Robinson Stadium.

5. Ensure that all image elements are used and displayed at track meets in accordance with IAAF guidelines.

6. Ensure ADIDAS banners are available at all BAAA competitions in accordance with the contract terms.

7. Create theme for BAAA linked to it’s program.

8.


Marketing & Public Relations Public Relations

Public relations executive officer will provide regular updates or reports during the season on track and field news on the local, collegiate and international front.

Introduce annual health and fitness week. Community sports day.

Keep corporate partners and stakeholders informed of the work of the BAAA quarterly, through a Track & Field newsletter with a Vision 2012 theme.

Keep the high school Principals and PE instructors in the public and private schools aware of BAAA activities to promote track and field in the school system.

Maintain frequent contact with the press on all news worthy aspects of the association and track and field. Keep the press current. Be media friendly.


Incentives, Rewards & Recognition

Implement paid incentives for coaches (individual or club) for producing athletes who achieve top ranking within the top three at Carifta, Jr. and Sr. CAC, IAAF, Pan American, Commonwealth Games or any international competition sanctioned by the IAAF.

Reintroduce paid incentives to elite athletes (non collegiate) to return home to participate in high profile BAAA sponsored track meets.

Introduce incentive to schools to increase interest and support for program. Gate receipts for one night at the High School nationals for Family Island trip expenses.

Create a “Hardship Fund” for athletes and coaches with dire needs. Work with Social Services for needs analysis.

Hold annual recognition banquets for designated sports legends, outstanding athletic performances.


Linkages With International Federations & Associations

Develop stronger linkages with regional, North American International Federations and Associations.

Establish relationships with Bahamian coaches in the USA for clinics, international meets and program support.


Next StepsOrganization & Management

Hold BAAA conclave.

Upgrade BAAA web site with active e-mail and blog.

Set-up files, fax machine, computer system.

Define roles and responsibilities for executive officers.

Define roles and responsibilities for council members.

Hold meetings with support organizations. Coaches Association, Athletes, BACO, Parents Association.


Next StepsFinancial Planning & Funding Sources

Establish annual budget for 2012.

Meet with banker to obtain funding for program via operating facility supported by cash inflows from government and other sources.

Immediately secure corporate support from five major partners.

Prepare and send out sports partners brochure to 1,000 partners.

Contact food and beverage vendors for annual to negotiate annual vendor fees and finalize contract.

Submit budget and plans to Ministry of Youth and BOA for annual support.


Next StepsProgram Development and Scheduling

Initiate plans for Youth program. Coaches & athletes selection.

Initiate plans for Junior program. Coaches & athletes selection.

Initiate plans for Senior program. Coaches and training site selection.

Identify meet and support management leaders and teams.

Reorganize meet schedule.

Finalize policy on incentives for coaches.


Next StepsLondon 2012 Olympic Games

Critical Path Plans


Next StepsBahamas Carifta Games 2013 Thomas A. Robinson Stadium

Critical Path Plans


Next StepsIAAF World Junior Championships 2014, Nassau Bahamas

Critical Path Plans


baaa's strategic plan 2012 2016 draft

Business