Pillar Kincardine   -   Containing document: Business Plan   Date of creation: 16 May 2003   Release no: 01   Revision date:

OBJECTIVES

The overriding concern of members at a recent forum was to focus resources on providing an interesting programme of services with more opportunities for small groups to work together. The gaining and retaining of new members was highlighted.

This gives the following actions as a priority:

• Reduce the barriers to access by prospective users created by distance, cost and motivation problems possibly by providing a specific new members group
• Achieve a better match between services offered and member needs/interests including ensuring a fit of the service to the members
• Provide development time for staff to provide an extension of the current programme
• Develop a seasonal programme

The following list gives the objectives and identified actions for Pillar Kincardine in the short and medium-term.

Services

Objective 1

Maintain existing service levels and increase their use

Milestones

• Secure sufficient staffing to maintain current service levels, notably adequate staff cover (complete)
• Reduce the barriers to access by prospective users created by distance, cost and motivation problems possibly by providing a specific new members group
• Increase the rate of successful transition from referral to participation in the Project programme
• Within existing capacity
• With additional resources

Objective 2

Improve service quality

Milestones

• Achieve a better match between services offered and user needs/interests (to be achieved through Users Forum)
• Increase user participation in service policy decisions and management (complete – Users Forum)
• Review scope for collaboration with other agencies to enhance overall benefits to service users (needs to be checked out)

Objective 3

Prepare a service development plan

Milestones

• Provide development time for staff to provide an extension of the current programme
• Develop a seasonal programme
• Complete review of scope for increasing availability of existing services
• Within existing capacity
• With additional resources
• Complete review of scope for developing new services

Objective 4

To work more effectively with other key stakeholders

Milestones

• Identify opportunities for contributing to the strategic development of services
• Initiate action to improve collaboration with key stakeholders on strategic policy and related issues

Governance

Objective

Improve the performance of the board of directors

Milestones

• Increase membership and achieve suitable balance of experience and skill
• Improve attendance at board meetings
• Establish procedures for efficient management of Board business (e.g. lead responsibility for specific areas of activity)
• Introduce training programme for board members (including budget allocation)
• Decide policy on Associate membership of PK
• Undertake review of the board’s performance

Communication

Objective

Improve internal and external communication (marketing, consultation and liaison)

Milestones

• Establish "User Forum" (complete)
• Issue revised brochure for prospective service users
• Undertake audit of user views
• Improve capacity to elicit user views about services (usefulness/benefits) without damaging/alienating them (complete – Users Forum)
• Prepare and implement action plan to improve collaboration with other key stakeholder agencies based on briefing report to board
• Agree protocol for liaison with key stakeholder agencies starting with LA (others to be decided)
• Use report to next AGM to launch marketing initiative to other agencies and the local community
• Help users to respond to requests from other agencies for a "user perspective" in ways which serve their best interests
• Use local media to publicise and promote support for the work of PK through periodic articles

Resource Planning

Objective 1

To place statutory funding on a more secure realistic basis

Milestone

• Negotiate a 3-year service level agreement with the LA (HB)

Objective 2

To secure sufficient resources to sustain existing services and planned development

Milestones

• Introduce procedures for identifying resource implications of current and proposed service provision physical personal financial technical
• Incorporate resource planning into annual planning cycle
• Decide policy on need for new premises (based on brief prepared by task group)
• Implement policy decision re acquisition of more suitable premises
• Secure sufficient staffing to maintain existing services at existing levels staff cover (complete)

Operational Management

Objective

To improve management efficiency

Milestones

• Update agency policy relating to users and user/members of the company
• Establish arrangements to implement the policy and clarify staff responsibilities vis-à-vis users;
• Adjust job descriptions for user/members and user/members of the board
• Improve administrative efficiency throughout the organisation notably in relation to board business e.g. written reports to board on agenda items servicing of task groups etc.
• Improve information systems for monitoring and evaluating service performance and outcomes

Staff/Volunteer management and development

Objective

To improve standards of staff/volunteer management and increase opportunities for professional development

Milestones

• Introduce systems for staff supervision and appraisal
• Review new arrangements for staff oversight and support by the board
• Complete staff training needs analysis and set up a costed programme to meet their training needs listening recording programme planning/review etc
• Review policy and procedures relating to the use of volunteers

Pillar Kincardine   -   Containing document: Business Plan   Date of creation: 16 May 2003   Release no: 01   Revision date: