BRC - Strategic Plan Write Up - V7

VICTORIAN BRANCH ROVER COUNCIL

VICTORIAN BRANCH ROVER COUNCIL STRATEGIC PLAN 2012 – 2015

Strategic Plan 2012 – 2015 Victorian Branch Rover Council www.vicrovers.com

Strategic Profile Background The Victorian Rovers Biannual Conference was held on the 17th and 18th March, 2012 at Koolamurt Park Scout Camp in Bendigo and was attended by a cross

section of the Rover Scout population. That weekend presentations were given by three prominent guests;

Craig Whan (former Branch Commissioner Rovers, and Commissioners’ Representative to the Rover Review) explained the concept, research and impact of the newly completed National Rover Review entitled: “Rovering Towards 2020”.

Lachlan Shield (Branch Commissioner ‐ Research and Planning) presented data detailing growth and loss areas as well as how flow on effects Rover membership

Dougal Mayor (Assistant Chief Commissioner ‐ Adult Training and Development) spoke during our formal dinner on the concept of Customer Service within Scouting

The following strategic plan was developed over that weekend by drawing upon input given by the 32 Rover Scouts and the 7 Branch and Region Commissioners who attended. The method used to arrive at this strategy was that of problem identification, goal‐setting and implementation. Identifying the key problems first and then choosing the goals that would fix those problems aimed to ensure that we focus our limited resources (time, energy, money) on the most crucial issues facing us. On the Saturday, participants were asked to consider the current state of Rovering in Victoria. Discussion topics were broad and a range of formats were used. Findings were documented and collected. Themes emerged from the sea of butchers paper overnight with the help of a small group. Under these themes, the main problems identified were listed. On Sunday, the full group ranked and honed the key problem under each category. The group was asked to articulate ‘what it would look like if this problem was fixed’, and that simple statement became the positive goal to work towards. The group then brainstormed solutions to the problems, which were refined over the subsequent two months by Region Chairs and other interested Rovers.

Outcomes The categories and their respective goals are, in equal standing, given below and detailed in the following pages.Program Challenges

The Crew program tailored to membership; whilst meeting the wider Aims of Scouting and empowering the Crew with the ability to utilise all available resources.

Membership Growth Strong personal relationships between Rover and Venturer Scouts developed.

Image Enhancement The internal and external communities have a consistent, positive perception of Rover Scouts as a whole

Capacity of Rover Government to support Crews All Crews participate in, and are engaged by, an effective support network. Maintained excellence and create continuity/standardisation of service

Adult Support Adult supporters act in accordance with clear guidelines and expectations that allow programs to excel.

Acceptance within Rovering Rover Scouts are actively inclusive

Victorian Branch Strategic Priority 1: Youth Membership Growth Victorian Branch Strategy: Identify and promote High Quality & Consistent Youth Programme

Delivery to recruit and retain youth members Program Challenges: Key Strategies: Methods: Roles & Responsibilities: Outcome Measurements:

The Crew program tailored to its membership; while meeting the Aims of Scouting and empowering the Crew to use a range of available resources.

Detailed program resources Development of Programming Tools and ready‐to‐go programs

Submission of Program Ideas to web resources including Scouts Central

Rover Crews: Develop and submit great programming ideas – Ongoing

Retention of 21‐25 year olds. Retention of 18‐20 year olds Percentage of Rovers and RA’s

trained to Basic Level Attendance rates for activities

and Rover assets

Region Communities: Regular sharing of great Crew programs ‐ Ongoing

Promotion of existing programming resources BRC: Promote documents such as ’101 Program ideas for Crews’ – Ongoing

Develop and deliver module on flexible programming to meet Crew Member needs

Emphasise importance of networking with any crews

Connect to programming modules from Basic and Advanced Training Courses

Region Communities: Run Community Workshops on flexible programs for Crew needs – Due 12/2013 BRC: Training Team to develop an outline for a Flexible Programming module in conjunction with Region Communities‐ Due 06/2013

Strong personal connections between Rover Scout and Venturer Scout Sections be developed

Develop and deliver module on interaction with Venturer Scouts

Use the Venturer Recruiting Module from the Advanced Rover Sectional Techniques as a basis for the Module

Region Communities: Module to be delivered through Community workshops and for individual crews by request – Due 12/2013

Total retention from the Venturer Scout Section

Feedback from Rovers, Venturers, RAs and VLs

BRC: Training Team to develop the Venturer Interaction Module in conjunction with Region Communities – Due 06/2013

Rovers are actively inclusive, resulting in greater program diversity, increased membership growth and retention.

Develop, promote and enforce a process for responding to bullying and harassment

Examine Bullying and Harassment policies of other organisations and National documentation

Rover Crews: Utilise process and resources when available – Ongoing Creation of an anti‐bullying and anti‐harassment environment within crews – Ongoing

Retention of senior membership (21‐26)

Retention of linking membership (18 ‐20)

Overall membership growth Development of Code of

Conduct for Victorian Rovers Accountabilities created for

Responsible Use of Alcohol Guidelines

Region Communities: Utilise process and resources when available – Ongoing Creation of an anti‐bullying and anti‐harassment environment within crews & communities – Ongoing BRC: Analysis of policies and procedures and development of processes for dealing with bullying and harassment – Due 08/2013

Develop, promote and enforce a Rover Code of Conduct, or assess the suitability of the Adult Code of Conduct

Examine the Scouts Australia Adult Code of Conduct

Consultation with Regions and Crews

BRC: Draft and finalise Rover Scout Code of Conduct while consulting with Regions – Due 04/2013 Have available for feedback and review at Surfmoot 2013 – Due 01/2013

Link Crews with resources needing to better accommodate special needs Rovers

Locate suitable resources via Scouts Australia and educational institutions

BRC: Locating and evaluating of suitable resources and distribution to Regions and Crews – Due 06/2014

Review the NRC Responsible Alcohol Guidelines, create any necessary Victorian addendums and build accountability for the Guidelines into

All subcommittees are to review document in relation to their own event or asset

BRC: Evaluate and make necessary changes for review at Mudbash 2013 and enforcement from MARB 2013 – Due 05/2013 & 07/2013

roles at all levels

Victorian Branch Strategic Priority 2: Effective, trained, passionate & supported leaders & adults Victorian Branch Strategy: Review and re‐implement the Adult Development Plan from the Adults In Scouting policy to grow our Leader & Adult membershipProgram Challenges: Key Strategies: Methods: Roles & Responsibilities: Outcome Measurements:

Rover Advisors act in accordance with clear guidelines and expectations that allow Crew programs to excel

Active use of Adults in Scouting process and requirements

Refer to Adults in Scouting policies in the Info Book

Refer to Rover Adviser Expectations document

Rover Crews: Evaluation of Rover Adviser expectations within a Crew context and ensure that review processes are enforced and followed – Ongoing

Attendance at RA Seminar or equivalent

Number of RAs with pending reviews

Region Communities: Assist Crews with RA review processes and setting of expectations ‐ Ongoing

Booted Rovers support their Crews when requested, but still allow the current Rovers to develop and own their own program

Produce and promote a Code of Conduct for Booted Rovers

Consult with Crews and Regions as to key issues or concerns with Booted Rover involvement

Use Rover Scout Code of Conduct as a guide Enforcement of Branch Policy

BRC: Consultation with Crews, Regions and Subcommittees and evaluation of current Branch Policies ‐ Due 06/2013 Development of Booted Rover Code of Conduct – Due 12/2013

Resources developed Satisfaction of Crews and Booted

Rovers

Victorian Branch Strategic Priority 3: Community Recognition As Relevant and Contemporary Victorian Branch Strategy: Develop community partnerships which improve our image and capability to deliver activity & leadership programmes to our youthVictorian Branch Strategic Priority 4: Clear Internal & External Communications Victorian Branch Strategy: Implement the National Digital Media strategy to improve our brand recognition and ensure we are Technology Savvy in our communications. Program Challenges: Key Strategies: Methods: Roles & Responsibilities: Outcome Measurements:

The internal and external communities have a consistent, positive perception of Rover Scouts.

Decide, deliver and promote a positive Rover image

Regular articles in Scout Magazine and on MyScout system

Examine policy regarding the posting of Event photos on Social Networks

Enforcement of Branch Policies on public image and being seen in Uniform

Rover Crews: Enforcement of Policies regarding publicity and being seen in Uniform ‐ Ongoing

Development of preferred image All major Scouting events and

publications show a positive image of Rovering Region Communities:

Posting of regular articles in Scout Magazine on a rotational basis covering Region and Crew events – Ongoing BRC: Enforcement of Branch Policies and development of policies regarding images on Social Networks – Due 06/2013

Document and publicise high‐quality Rover activities

Regular articles in Scout Magazine and on MyScout and Scout Central systems

Event reviews on www.vicrovers.com and linking via social media

Region Communities: Posting of regular articles in Scout Magazine on a rotational basis covering Region and Crew events – Ongoing BRC: Regular reviews and articles regarding events online – Ongoing

Victorian Branch Strategic Priority 4: Clear Internal & External Communications Victorian Branch Strategy: Implement the National Digital Media strategy to improve our brand recognition and ensure we are Technology Savvy in our communications. Victorian Branch Strategic Priority 5: Contemporary and Effective Management and Governance Victorian Branch Strategy: Review all business and governance processes within the Branch and its Groups to realise efficiency and minimize frustrationProgram Challenges: Key Strategies: Methods: Roles & Responsibilities: Outcome Measurements:

Rovers and other stakeholders are confident that they will receive a consistent and effective Rover program and support

Document ongoing tasks at all levels and make use of this reference

Creation of Induction Manuals for all Subcommittees and Region Community Teams

All Rovers to have access to documentation prior to AGM’s

Region Communities & BRC: Creation and updating of Induction and Handover materials – Due 06/2013

Development of procedures Develop of handover checklists Impact of Rovers holding

multiple roles assessed Rover attitude to program

support (survey) Identify and deliver on opportunities to

harmonise practices across Regions/Committees

Regular documentation of best practices Utilise Dropbox to share documentation Alignment of policies for remove confusion

Region Communities: Document practices that work well within Region Communities and Monthly Meetings ‐ Ongoing

between events BRC: Look at the possibilities of Region sharing opportunities during BRC Meetings and Chairman’s Meetings – Due 06/2013 Subcommittees to align best practices and policies – Due 08/2013

Assess the impact of Rovers holding multiple roles

Forum discussion with Subcommittee and Region Chairs from the last few years

Draft policies to tackle this as an ongoing issue Examine Crew level policies that look at these

situations

BRC: Office Bearers to conduct a Forum and draft Policy to tackle Rovers holding Multiple Roles in line with Forum Feedback – Due 12/2013

Victorian Branch Strategic Priority 5: Contemporary and Effective Management and Governance Victorian Branch Strategy: Review all business and governance processes within the Branch and its Groups to realise efficiency and minimize frustrationProgram Challenges: Key Strategies: Methods: Roles & Responsibilities: Outcome Measurements:

All crews participate in, and are engaged by, an effective support network

Region teams visit Crews and use relevant Crew‐building tools

Promote relevant tools o 101 Programing Ideas o Crew Starter Guide

Regular communication with Crew Leaders and RA’s

Rover Crews: Provide Regions with up to date contact details – Ongoing Be aware of support networks available to Crews ‐ Ongoing

Number of un‐contacted Crews reduced

Number of Crews that do not attend major events

Region Communities: Continue regular Crew Visits – Ongoing Promote tools for Crew use and available support networks – Ongoing Keep in tune with Crew statuses and provide assistance where needed – Ongoing

Common BRC‐based email system available to all Crew Leaders and Rover Advisers to assist with improved Crew‐to‐Crew, Region‐to‐Crew and Branch‐to‐Crew communications

Development of Vic Rovers emails and Lists for Crew Leaders, RA’s & Regions

BRC IT Team: Creating the following emails and assign to relevant individuals: [email protected] (Crew Leader) [email protected] (RA) [email protected] (All CL’s) [email protected] (All RA’s) [email protected] (All CL’s in a Region) [email protected] (All RA’s in a Region) [email protected] (All CL & RA in a Region) – Due 01/2013

STRATEGIC PLAN TIMELINE 2012 ‐2015

Due Date: Branch Priority Area: Program Challenge: Key Strategies: Roles & Responsibilities:

January 2013

Youth Membership Growth Rovers are actively inclusive, resulting in greater

program diversity, increased membership growth and retention.

Develop, promote and enforce a Rover code of conduct, or assess the suitability of the Adult Code of Conduct

BRC: Have available for feedback and review at Surfmoot 2013

Management and Governance All crews participate in, and are engaged by, an

effective support network

Common BRC‐based email system available to all Crew Leaders and Rover Advisers to assist with improved Crew‐to‐Crew, Region‐to‐Crew and Branch‐to‐Crew communications

BRC IT Team: Creating the following emails and assign to relevant individuals

April 2013 Youth Membership Growth Rovers are actively inclusive, resulting in greater


Develop, promote and enforce a Rover code of conduct, or assess the suitability of the Adult Code of Conduct

BRC: Draft and finalise Rover Scout Code of Conduct while consulting with Regions

May 2013 Youth Membership Growth Rovers are actively inclusive, resulting in greater


Review the NRC Responsible Alcohol Guidelines, create any necessary Victorian addendums and build accountability for the Guidelines into roles at all levels

BRC: Evaluate and make necessary changes for review at Mudbash 2013 and enforcement from MARB 2013

June 2013

Youth Membership Growth

The Crew program tailored to its membership; while meeting the Aims of Scouting and empowering the

Crew to use a range of available resources.


BRC: Training Team to develop an outline for a Flexible Programming module in conjunction with Region Communities

Strong personal connections between Rover and Venturer Sections be developed

Develop and deliver module on interaction with Venturers BRC: Training Team to develop the Venturer Interaction Module in conjunction with Region Communities

Effective, trained, passionate & supported leaders & adults

Booted Rovers support their Crews when requested, but still allow the current Rovers to develop and own

their own program

Produce and promote a Code of Conduct for Booted Rovers BRC: Consultation with Crews, Regions and Subcommittees and evaluation of current Branch Policies

Community Recognition As Relevant and Contemporary

Clear Internal & External Communications


Decide, deliver and promote a positive Rover image BRC: Enforcement of Branch Policies and development of policies regarding images on Social Networks

Clear Internal & External Communications Contemporary and Effective Management

and Governance

Rovers and other stakeholders are confident that they will receive a consistent and effective Rover program

and support

Document ongoing tasks at all levels and make use of this reference Region Communities & BRC:Creation and updating of Induction and Handover materials


and support

Identify and deliver on opportunities to harmonise practices across Regions/Committees

BRC: Look at the possibilities of Region sharing opportunities during BRC Meetings and Chairman’s Meetings

July 2013 Youth Membership Growth Rovers are actively inclusive, resulting in greater


Review the NRC Responsible Alcohol Guidelines, create any necessary Victorian addendums and build accountability for the Guidelines into roles at all levels

BRC: Evaluate and make necessary changes for review at Mudbash 2013 and enforcement from MARB 2013

August 2013

Youth Membership Growth Rovers are actively inclusive, resulting in greater



BRC: Analysis of policies and procedures and development of processes for dealing with bullying and harassment


and Governance


and support


BRC: Subcommittees to align best practices and policies

December 2013





Region Communities: Run Community Workshops on flexible programs for Crew needs

Strong personal connections between Rover and Venturer Sections be developed

Develop and deliver module on interaction with Venturers Region Communities: Module to be delivered through Community workshops and for individual crews by request


Booted Rovers support their Crews when requested, but still allow the current Rovers to develop and own

their own program

Produce and promote a Code of Conduct for Booted Rovers BRC: Development of Booted Rover Code of Conduct


and Governance


and support

Assess the impact of Rovers holding multiple roles BRC: Office Bearers to conduct a Forum and draft Policy to tackle Rovers holding Multiple Roles in line with Forum Feedback

June 2014 Youth Membership Growth Rovers are actively inclusive, resulting in greater


Link Crews with resources needing to better accommodate special needs Rovers

BRC: Locating and evaluating of suitable resources and distribution to Regions and Crews

Ongoing




Detailed program resources Rover Crews: Develop and submit great programming ideas Region Communities: Regular sharing of great Crew programs BRC: Promote documents such as ’101 Program ideas for Crews’

Rovers are actively inclusive, resulting in greater program diversity, increased membership growth and

retention.


Rover Crews: Utilise process and resources when available Creation of an anti‐bullying and anti‐harassment environment within crews Region Communities: Utilise process and resources when available Creation of an anti‐bullying and anti‐harassment environment within crews & communities


Rover Advisors act in accordance with clear guidelines and expectations that allow Crew programs to excel

Active use of Adults in Scouting process and requirements Rover Crews: Evaluation of Rover Adviser expectations within a Crew context and ensure that review processes are enforced and followed Region Communities: Assist Crews with RA review processes and setting of expectations

Community Recognition As Relevant and Contemporary

Clear Internal & External Communications


Decide, deliver and promote a positive Rover image Rover Crews: Enforcement of Policies regarding publicity and being seen in Uniform

Region Communities: Posting of regular articles in Scout Magazine on a rotational basis covering Region and Crew events

Document and publicise high‐quality Rover activities Region Communities: Posting of regular articles in Scout Magazine on a rotational basis covering Region and Crew events BRC: Regular reviews and articles regarding events online


and Governance


and support


Region Communities: Document practices that work well within Region Communities and Monthly Meetings

Contemporary and Effective Management and Governance

All crews participate in, and are engaged by, an effective support network

Region teams visit Crews and use relevant Crew‐building tools Rover Crews: Provide Regions with up to date contact details Be aware of support networks available to Crews Region Communities: Continue regular Crew Visits Promote tools for Crew use and available support networks Keep in tune with Crew statuses and provide assistance where needed

Documents

BRC - Strategic Plan Write Up - V7