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Soroptimist International of the Americas

Western Canada Region

Strategic Plan 2012-2014

VISION

We will be the leading international organization of business and professional women united through volunteer efforts to enable women and girls to live their dreams, take control of their lives, and live according to their own values.

MISSION

To improve the lives of women and girls in local communities, and throughout the world.

CORE VALUES

Soroptimist International of the Americas is committed to:

· The belief that all women deserve to lead full and productive lives

· Women helping women

· International diversity and fellowship

STRATEGIC OUTCOMES

1. Program

Soroptimist programs and initiatives will enable women and girls to achieve social and economic empowerment through education.

2. Membership

Soroptimist will be a thriving organization of clubs and members committed to the mission.

3. Public Awareness

Soroptimist will be known for its efforts to help women and girls achieve social and economic empowerment.

4. Fundraising

Sufficient funds will exist for Soroptimist to accomplish the mission.

5. Mission Support

Western Canada Region will enable its clubs to achieve the mission by providing support, development and education.

PROGRAM

Soroptimist programs and initiatives will enable women and girls to achieve social and economic empowerment.

Objectives:

1. Increase the ability of women and girls to achieve social and economic empowerment through education.

2. Increase the impact of local-level projects that improve the lives of women and girls

3. Enhance Soroptimist’s status as a trusted resource on empowerment for women and girls.

Goals:

1. 100% of clubs in Western Canada Region will participate in SIA’s signature program, the Women’s Opportunity Awards.

2. 100% of clubs in Western Canada Region will conduct or participate in local projects benefiting women and girls.

3. 100% of Clubs will participate in the Violet Richardson Award.

4. Clubs will use SIA produced program resources available from the SIA website

5. Clubs will promote their success by sending in entries for ‘Soroptimist Celebrating Success’ awards

6. Clubs will submit Program Focus reports for all projects

Strategies/Tactics:

1. Provide link to WOA/VRA application on Region website

a. Provide link in all email communications with the clubs

b. Promote the awards on the Region Facebook page and other social media

2. Program chairs will facilitate sharing of applications for all awards between clubs for clubs with minimal applicants

a. Program chair will contact the club chairs to remind them about sharing of applications

3. Region board will contact all ‘buddy clubs’ in May and December to remind them to send in entries for Soroptimist Celebrating success awards.

a. Attach link for Soroptimist Celebrating success award in email

4. Region board will contact all ‘buddy clubs’ in May and December to remind them to send in their Program Focus reports

a. Region board will report on their buddy clubs projects at the spring and winter board meeting.

b. Attach link for Program Focus report in all emails

5. Local club projects will be profiled on the region website, Facebook, and at the Region Retreat.

6. One member of the Region board will be appointed to support the Region Program Chair and will assist her where necessary.

7. Region will encourage all clubs to join and support the Live Your Dream initiative.

Outcomes:

1. 100 % of clubs in the region will participate in the Women’s Opportunity Award at the club level and will be recognized at the region spring conference

2. 100% of clubs in the region will participate in at least one other project to benefit women and/or girls in their local community and will be recognized at the region conference

3. 100% of clubs in the region will support at least one international project and will be recognized at the region conference

4. 100% of clubs in the region will participate in the Violet Richardson Award at the club level and will be recognized at the region conference

SIA Western Canada Region

Program Council Chair Annual Work Plan

2012-2014

Region Chair: Violet Poruchko

Board Member: Colleen Penrowley

Goal:Increase awareness and participation in federation, international and local projects to improve the lives of women and girls.

The Program Chair will promote:

1. Major SIA Project - Soroptimist Women's Opportunity Award

a. Clubs will be encouraged to give more than one Women’s Opportunity Award where possible

2. Violet Richardson Award

3. Other SIA Projects

a. Soroptimist Workplace Campaign to End Domestic Violence;

b. Soroptimist Club Grants for Women and Girls;

c. Soroptimist Disaster Relief Fund;

4. International Project for 2012 December 10th Appeal - Birthing in the Pacific

5. Local Club Projects that benefit Women and Girls.

Plan of Activities:

1. Raise awareness and encourage participation of SIA and International projects through:

· Direct communications to clubs in the region by emailing clubs based on a calendar of events schedule.

· Follow up phone calls

· Put relevant information on region web site

· Contribute at least one article in the region’s newsletter each year

· Presentations at region conferences

· Monitor the progress of club participation

· Provide links to information in all email communication

2. Encourage participation in a club program/project that benefits women and girls:

· Provide project assistance and resources when requested

· Monitor the progress of club projects and program activities

Outcomes:

1. 100 % of clubs in the region will participate in the Women’s Opportunity Award at the club level and will be recognized at the region spring conference

2. 100% of clubs in the region will participate in at least one other project to benefit women and/or girls in their local community and will be recognized at the region conference

3. 100% of clubs in the region will support at least one international project and will be recognized at the region conference

4. 100% of clubs in the region will participate in the Violet Richardson Award at the club level and will be recognized at the region conference

Goal:Increase awareness and participation in the program goals of the 4 Pillars.

Plan of Activities:

1. Raise awareness and participation through:

· Direct communications to clubs by email and follow up phone calls

· Regular communication with the Governor via email and phone about activities

· Submit relevant information to the Governor to post on region web site

· Enlist the help of the Region Board member when needed

Outcome: 100% of clubs in the region will submit a Soroptimist Club Award form and will be recognized at the region conference.

Goal:Encourage clubs to submit Program Focus Reports and Soroptimist Celebrating Success! entries.

Plan of Activities:

· Provide information to clubs directly by email and provide the link to the documents

· Put relevant information on region web site

· Monitor report activities

Outcomes:

1. 100% of the clubs in the region will complete a Program Focus Report for each project. Clubs will be recognized at the region conference.

2. 100% of the clubs in the region will complete at least one Celebrating Success! Entry. Clubs will be recognized at the region conference.

Goal: To collaborate and communicate with the Governor, the Region Board and different groups in the region and federation.

Plan of Activities:

· Provide the board and appointed board member with a list of Club Program Chairs

· Collaborate with the other Region Chairs (membership, fundraising and public awareness) by keeping them informed of Program information relevant to their committee

· Participate in 4 conference calls annually with SIA Region Program Chairs

Goal: To stay current with international, federation and region information.

Plan of Activities:

· Monitor the international website on an on-going basis so as to be able to inform clubs of relevant program/project information and/or assist clubs in accessing information

· Monitor the federation's website on an on-going basis so as to be able inform clubs of relevant program/project information and/or assist clubs in accessing information

· Monitor the region's website for accurate program/project information

· Provide up to date information to the Governor to post on the web site.

· Communication with the board and region chairs about relevant program/project information

Outcomes:

1. Verbal and written information is current.

2. Information to the clubs is consistent with SIA and Region Goals


Women’s Opportunity Chair Annual Work Plan

2012-2014

Region Chair: Susan Armstrong

Goal:To effectively faciliate club participation in the Women’s Opportunity Awards program with the goal of achieving 100 % participation.

Plan of Activities:

Women’s Opportunity Awards region chair is responsible for collecting club transmittal forms, transferring the data onto the region transmittal form and submitting the form to the program department at SIA headquarters by the April 1 deadline.

1. Become familiar with the club and region instructions for the award program.

2. Raise awareness of the Women’s Opportunity Award by encouraging all clubs to participate by communicating directly with the club WOA Chair

3. Encourage clubs to give more than one WOA and to report all WOA winners to the WOA Chair. The Chair will forward this information to the Program Chair.

4. Consult with the Region Program Chair as necessary and keep the Chair informed of progress.

5. Consult with the Region Governor keep the Governor informed of progress.

6. Assist in finding applicants for clubs who wish to give an award but did not receive any eligible applications.

7. Receive and redistribute “at-large” applications. This includes checking the region award chair email for on-line application submissions and forwarding them to the appropriate participating club – either the club closest to where the applicant lives or to a club in need of applications.

8. Collect award applications and club transmittal forms from clubs by March 1.

9. Review all applications to ensure that award recipients meet eligibility requirements.

10. Coordinate region-level judging. Invite three to five non-Soroptimists to evaluate all qualifying applications. Instruct judges to select one first place winner and the predetermined number of second place winners.

11. Contact the region public awareness chair to coodinate region-level publicity for the program.

12. Use the award data from club transmittal forms to complete the region transmittal form.

13. Submit all region recipients’ applications and the completed region transmittal form to the program department at SIA headquarters by April 1.

14. Consult with the program department at SIA headquarters as needed.

15. Communicate regularly with the region governor and the program department at SIA headquarters.

16. Work with the other Region Chairs to promote connections with Membership and Programme, Fundraising, Public Awareness to enhance the work of the clubs in the region

17. Prepare an article related to Women’s Opportunity Award for at least 2 issues of the region newsletter

18. Prepare and submit reports to the Governor in time for the Spring conference.

19. Monitor the federation’s website on an on-going basis so as to be able to aid clubs if they require help in accessing information.

20. Monitor the region’s website for accurate program information.

The Region has set the following goals in the program area:

1. 100 % of the clubs in the region will participate in the Women’s Opportunity Award at the club level and will be recognized at the region spring conference.

Outcomes:


Violet Richardson Award Chair Annual Work Plan

2012-2014

Region Chair: Sharon Vanin

Goal:To effectively faciliate club participation in the Violet Richardson Award program with the goal of achieving 100% participation.

The Violet Richardson Award region chair is responsible for planning, coordinating and administering the Violet Richardson Award program at the region-level. This includes serving as a resource for club members and as a liason between clubs and the program department at SIA headquarters.

A. Goals and Outcomes

To effectively faciliate club participation in the Violet Richardson Award program.

B. Plan of Activities:

The Violet Richardson region chair is responsible for collecting club transmittal forms, transferring the data onto the region transmittal form and submitting the form to the program department at SIA headquarters by the April 1 deadline.

1. Become familiar with the club and region instructions for the award program.

2. Raise awareness of the Violet Richardson Award by encouraging all clubs to participate.

3. Consult with the Region Program Chair as necessary and keep the Chair and Governor informed of progress.

4. Assist in finding applicants for clubs who wish to give an award but did not receive any eligible applications.

5. Receive and redistribute “at-large” applications. This includes checking the region award chair email for on-line application submissions and forwarding them to the appropriate participating club – either the club closest to where the applicant lives or to a club in need of applications.

6. Collect award applications and club transmittal forms from clubs by January 15.

7. Review applications to ensure that award recipients meet eligibility requirements.

8. Coordinate region-level judging. Invite three to five individuals to evaluate all qualifying applications. Instruct judges to select one first place region winner.

9. Contact the region public awareness chair to coodinate region-level publicity for the program.

10. Use the award data from club transmittal forms to complete the region transmittal form.

11. Submit the region recipient’s application and the completed region transmittal form to the program department at SIA headquarters by March 15.

12. Consult with the program department at SIA headquarters as needed.

13. Communicate regularly with the region governor and the program department at SIA headquarters.


15. Prepare an article related to the Violet Richardson Award for at least 2 issues of the region newsletter

16. Prepare and submit reports to the Program Chair and Governor in time for the Spring conference.

17. Monitor the federation’s website on an on-going basis so as to be able to aid clubs if they require help in accessing information.

18. Monitor the region’s website for accurate program information.

19. Obtain contact names and emails for each club in WCR

20. Send regular emails to clubs reminding them of the VRA

21. Obtain suggestions from clubs as to how they advertised this award in their area

22. Find out what may prevent clubs from participating. How can other clubs help?

The Region has set the following goal in the program area:

100% of the clubs in the region will participate in the Violet Richardson Award at the club level and will be recognized at the region spring conference.

MEMBERSHIP

Western Canada Region Soroptimist will be a thriving organization of clubs and members committed to the mission.

Objectives:

1. Focus on retention of membership

2. Heighten member satisfaction with the Soroptimist experience by providing leadership, mentorship, and encouragement to all members.

3. Enhance ways in which interested women can engage with Soroptimist by promoting the Live Your Dream Initiative

4. Increase number of clubs utilizing an effective club model

Goals:

1. Encourage all clubs to devote time and energy to membership retention.

2. Increase the number of clubs and members in the Region

a. 100% of clubs will have at least 5 new members with a net gain of at least two new members.

b. Western Canada Region will charter one new club

3. Region Board members will support clubs in low membership to help them remain a viable club in the region.

4. 100% of clubs will have at least one participant at the annual Region Retreat event

5. 100% of clubs will attend the annual Region Conference

Strategies/Tactics:

1. Region Board will provide education at conference and through the Region Action line, Facebook, and the Region Website news letter about membership retention.

2. Region Board will provide information and education about ways to enhance our members experience through the Action Line, Facebook, and the Region Website

3. Region board will assist the Membership Chair by contacting all prospective members identified through the website. The board member will call the prospective member and will provide information about the club, and will provide links and information to SIA and Region as well as the Live your Dream Website.

4. Region Board member will communicate with the membership chair and follow up to ensure that all prospective members have been contacted by the appropriate persons.

5. The Region board members will visit clubs in their area (where possible) and will provide membership support to the club.

6. One member of the Region board will be appointed to support the Region Membership Chair and will assist her where necessary.

7. Region board members will provide in person support where possible to support clubs in low membership.

8. Encourage clubs to include membership retention at meetings

9. Encourage clubs to include membership information at each fundraising and public event

10. Encourage members to provide prospective new member names in any community within Western Canada Region to the Region Membership Chair for recruitment and follow up purposes

11. Governors Challenge – FUN – encourage friendship and understanding, and embrace moving in new directions.

SIA WESTERN CANADA REGION

Membership Annual Work Plan

2012-2014

Region Chair: Kay Stewart

Board Member: Terry Parent

GOAL: Soroptimist will be a thriving, dynamic, progressive and relevant organization of members committed to the mission of improving the lives of women and girls in local communities and throughout the world.

PLAN OF ACTIVITIES:

1. Focus on member retention

2. Increase the number of Clubs and members in the Region

3. Provide resources to clubs to assist in increasing the number of new members.

4. Provide resources to clubs to assist them to retain current members

5. Prepare an article for each issue of the Region newsletter, Action Line

6. Prepare presentations for Region conference

7. Identify and pursue new charter opportunities

OBJECTIVES:

1. 100% of clubs will have at least 5 new members September 2012 to June 2014

2. 100% of clubs will have a net gain of at least two members September 2012 to June 2014

3. The Western Canada Region will have one new club September 2012 to June 2014

4. 100% of clubs with have at least one participant at the annual leadership development and conference events

5. 100% of membership will sign up for the Live Your Dream campaign

ACTION PLAN:

1. Assist clubs to promote membership retention by providing information.

2. Encourage clubs to do a membership recruitment activity at least once a year and to report this event to the membership chair.

3. Identify membership chairs for each club and communicate with the membership chair to assist them in their retention and recruitment efforts, through emails and phone calls and other media when applicable.

4. Identify the contact email for membership chair in each club.

5. Provide an introduction to SIA produced membership materials to each club in the region through periodic articles in Action line and emails, Facebook, and the Region Website to club membership chairs, quarterly.

6. Encourage members to invite guests to important Soroptimist functions in their community

7. Encourage clubs to include membership information at each fundraising and public event

8. Encourage members to forward any prospective new member names in any community within Western Canada Region for purposes of recruitment to the Membership Chair

9. Encourage clubs to attend the annual leadership event and annual conference


11. Prepare an article related to membership activities for each issue of the region newsletter

12. Prepare and submit quarterly reports to the Governor and SIA Membership Director

13. Through Actionline articles & periodic emails, encourage clubs to do a Club Assessment as a means to learning more about member satisfaction/dissatisfaction. Encourage clubs to utilize SIA tools/ideas for member retention.

14. Invite clubs to share ideas and successes they have experienced in the area of membership recruitment. This could be done through Actionline articles, Region Retreat, and emails.

15. Invite clubs to share their ideas and successes in the areas of member satisfaction and retention; again through Actionline articles, emails, and Region Retreat.


Plan of Activities:

· Provide the board and appointed board member with a list of Club Membership Chairs

· Collaborate with the other Region Chairs (program, fundraising and public awareness) by keeping them informed of Program information relevant to their committee

· Participate in 4 conference calls annually with SIA Region Membership Chairs


Plan of Activities:






Outcomes:

1. Membership will increase.

2. Verbal and written information is current.

3. Information to the clubs is consistent with SIA and Region Goals

PUBLIC AWARENESS

Soroptimist will be widely known for its efforts to help women and girls achieve social and

economic empowerment through the Women’s Opportunity Award and Live Your Dream Campaign

Objectives:

1. Enhance the ability of clubs/members to raise awareness of Soroptimist in local communities

2. Increase activities to promote awareness of Soroptimist and its mission

3. Increase activities to promote awareness of the Women’s Opportunity Award and Live Your Dream.

Goals:

1. Each club will submit at least one press release to their local newspaper each year

2. Encourage clubs to form a business relationship with their local newspaper

3. Each club will submit at least one article to the Action Line and to the Best for Women magazine

4. Each club will submit information for the Region website

5. Showcase the club achievements, accomplishments and projects on the region web page and action line

6. Clubs will be encouraged to have their own Facebook page

Strategies:

1. Encourage clubs to use SIA produced public awareness tools on SIA website

2. Public Awareness chair will investigate contacts with Black Press

3. Encourage clubs to use social media – provide education at Conference and at Leadership event

4. One member of the Region board will be appointed to support the Region Public Awareness Chair and will assist her where necessary.

5. The Region Facebook book page and the website will be updated regularly


Public Awareness Chair Annual Work Plan

2012-2014

Region Chair : Lynda Bell

Board Member: Heather Rollins

GOAL:Soroptimist will be widely known throughout the Region for its efforts to improve the lives of women and girls.

PLAN OF ACTIVITIES:

Raise awareness of SIA public awareness materials that build the Soroptimist brand through direct communication to clubs in the region; articles in the region’s newsletter and presentations at region conferences.

OBJECTIVES:

1. 100% of clubs will place 2 or more press releases, ads or public service announcements each year

2. 100% of clubs will be familiar with SIA produced public awareness materials that build the Soroptimist brand

3. 100% of clubs will utilize the “Live Your Dreams” campaign information and products, i.e. DVD, to promote Soroptimist in their community

4. 100% of clubs will have their own Facebook page

ACTION PLAN:

1. Identify and communicate with the public awareness chair in each club

2. Provide an introduction to SIA produced public awareness materials to each club in the region

3. Assist clubs in obtaining media mentions

4. Collaborate with the other Region Chairs to promote the inter-related connections between Public Awareness, Membership, Fundraising, and Programme, and how that enhances the work of the clubs

5. Prepare an article related to public awareness activities for each issue of the region newsletter

6. Identify and pursue possible region public awareness opportunities

7. Prepare and submit quarterly reports to the Governor and SIA Public Relations Manager

8. Prepare the public awareness entry for the region

9. Contact all clubs in WCR initially to introduce Chair and explain the position

10. Communicate with the PAC in each club via email monthly

11. Provide clubs with materials to assist them that are available on SIA website by providing links in emails

12. Encourage all clubs to have a FB page and add as many friends as possible to get the SI name out in the community- follow up regularly.

13. Encourage all clubs to have a newsletter that they may send out via email to prospective members and to create awareness

14. Encourage each club to advertise meetings/socials in the newspaper

15. Circulate materials between the clubs.


Plan of Activities:

· Provide the board and appointed board member with a list of Club Public Awareness Chairs

· Collaborate with the other Region Chairs (program, fundraising and membership) by keeping them informed of Program information relevant to their committee



Plan of Activities:






Outcomes:

FUNDRAISING

Sufficient funds will exist for Soroptimist to accomplish the mission.

Objectives:

1. Increase internal financial support from members and clubs for SIA programs

Goals:

1. 100% of clubs will participate in the Presidents Challenge

a. 90% of all fundraising will be retained by the club

b. 10% of all fundraising will be earmarked for SIA club giving

2. 100% of all clubs will participate at the at the recognition level ($500 plus) in the annual Club Giving program

3. 100% of clubs will contribute to Founders Pennies

4. 100% of clubs will contribute to the Soroptimist Foundation of Canada

5. 100% of clubs will participate in December 10th Appeal

Strategies/Tactics:

1. Region Board will promote Club giving to all clubs through presentations at the Region Retreat, conference and through social media

2. One member of the Region board will be appointed to support the Region Fundraising Chair and will assist her where necessary.

3. The Region Board will research ways to raise additional funds to support financing for Regions Chairs


Fundraising Chair Annual Work Plan

2010-2012

Region Chair: Cari Ann Moore

Board Member: Diane Summers

GOAL:Sufficient funds will exist for Soroptimist to accomplish its program goals.

PLAN OF ACTIVITIES:

1. Increase club financial support of SIA programs through donations to SIA’s annual Club Giving and Founders Pennies.

2. Provide education to members on the need for funds to support SIA programmes.

3. Provide education to members on the benefits in our local communities of providing funds to support SIA programs.

4. Increase club financial support of Soroptimist Foundation of Canada programmes through donations.

5. Provide education to members on the benefits in our local communities of providing funds to support SFC programs.

6. Provide education on the December 10th Appeal

OBJECTIVES:

1. 100% of clubs will support the Presidents Challenge by donating 10% of all funds raised to SIA club giving

2. 100% of clubs will contribute to Founders Pennies

3. 100% of clubs will contribute to Soroptimist Foundation of Canada

4. 100% of clubs will participate in December 10th appeal

ACTION PLAN:

Identify and communicate with the fundraising chair in each club

1. Encourage clubs to include the SIA Club Giving in the annual budget

2. Encourage clubs to include Founders Pennies in the annual budget

3. Encourage clubs to include Soroptimist Foundation of Canada in the annual budget

4. Encourage clubs to have specific fundraisers for December 10th Appeal

5. Encourage clubs to include funds for the Governors Gift in the annual budget.

6. Provide an introduction to SIA produced fundraising materials to each club in the region

7. Prepare an article related to fundraising activities for at least one issue of the region newsletter

8. Collaborate with the other Region Chairs to promote the inter-related connections between Fundraising and Membership, Programme, Public Awareness and how that enhances the work of the clubs

9. Prepare and submit quarterly reports to the Governor and SIA Fundraising Director

10. Prepare the fundraising entry for the region SIA Renaissance Award

11. Fundraising Chair will identify and communicate with Fundraising Chair in each club to encourage them to include SIA and SFC in their annual budget

12. Region Fundraising Chair will provide an introduction to SIA produced fundraising materials to each club in the Region


Plan of Activities:

· Provide the board and appointed board member with a list of Club Fundraising Chairs

· Collaborate with the other Region Chairs (program, public awareness, and membership) by keeping them informed of Program information relevant to their committee



Plan of Activities:






Outcomes:

MISSION SUPPORT

Western Canada Region will enable its clubs to achieve the mission by providing support, development and education.

STRATEGIES/TACTICS:

1. Western Canada Region will hold an annual Conference focusing on education, leadership development

2. Western Canada Region will promote membership retention and recruitment

3. Western Canada Region will promote the Presidents Challenge, Club Giving and other SIA initiatives

4. Western Canada Region will hold an annual Leadership Retreat focusing on education and leadership development

5. Region Governor will do her best to visit each club in the Region at least once during the biennium to provide education and support tailored to each club’s needs

6. Region will publish a newsletter, the ‘Action Line’ to publicize news from clubs and encourage clubs to learn from each other

7. Western Canada Region board will be available for club visits to provide support, education and leadership development

8. Western Canada Region will maintain a positive presence on Facebook, and the Region website by providing regular updates.

9. Western Canada Region will promote the Governor’s FUN initiative – Friendship, Understanding and New Directions.

10. Members of the Region Board will be appointed to assist and support the Region Chairs.

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