southeastdistrict

Cheer Story: Recreation Director Profile – Ghislaine Carter

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People are an organization’s greatest asset! Effective recreation community services depends upon good leadership and our small, rural communities value the expertise and passion of municipal recreation professionals. These positions provide leadership and support to facility management, programs and operations, community collaboration and development and much more! Arcola participated in South East District’s “Recreation Board Development Program” in 2019-20, which led to the development of a recreation position in 2020.

Why did the community of Arcola create and hire a Recreation Director position?
The Town of Arcola decided to hire a Recreation Director in order to reach recreational and cultural goals set forth for the community.

What is the position responsible for and how long have you been at it?
Although the Recreation Director position was filled in October of 2020 (amidst all of the COVID restrictions), there was much to do in terms of capital asset inventories, capital infrastructure, preventative maintenance plans, policy and procedure development, senior and children’s programming, as well as grant writing.

Once COVID restrictions are lifted, these duties will be extended to include promoting and marketing of Town owned facilities, implementing programming, attracting, and coordinating events, and scheduling.

What drove you to choose your career path?
I was excited to see that the Town of Arcola had made the decision to hire a Recreation Director and I applied as soon as I had seen the position advertised. I have always been passionate about sports and recreation. I believe I can make a difference in the community by implementing recreational planning and programming. The Town of Arcola boasts one of the nicest recreational facilities in the surrounding area and has so much potential. I hope to be able to maximize the use of this facility and to attract events that will ultimately enrich the lives of everyone in our small community.

What impact or benefits has the position had on the community thus far?
COVID has presented many challenges in terms of reaching our recreational goals. We are currently using this time to plan and prepare for the future. We have completed a Capital Asset Inventory for the local skating rink and are working on a Preventative Maintenance Program for the facility. Additionally, we are working on a Strategic Plan which will help us to create an overall framework for the development and delivery of recreation programs.

The pandemic has brought us many challenges and opportunities in 2020-21 – what has this meant for recreation (now and in the future) in the community?
The most challenging aspect of the pandemic, in terms of recreation, are the restrictions imposed affecting the delivery of sports and recreational programming as well as the implementation of new programs. It’s been a balance of trying to follow the public health guidelines in order to keep all members of our community safe while keeping our recreational facilities open and allowing individuals to interact with each other and continue to be active.

What’s the most enjoyable part of the job?
The most enjoyable part of being a Recreation Director would have to be the development of new programming and I look forward to being able to implement these in the community.

What kinds of things do you do beyond what most people see?
There is a lot of behind-the-scenes work such as planning, programming, and grant writing, etc. that goes along with the duties of the Recreation Director.

ED Blog: How to Turn Policy from Zero to Hero!

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“The reality is we need to make time!”

Picture this…a little soccer player goes to the washroom and burns his bottom due to a chemical left on the toilet seat at the park. The new cleaning staff was not orientated and trained on proper cleaning and maintenance procedures…a carbon monoxide poisoning incident sends hockey players to the hospital, caused by fumes from the ice cleaning machine in use at the rink…there is suspected fraud within the organization, but no one knows what to do, and there are no internal controls in place to minimize fraud risks.

Often, these types of unfortunate situations stem from the lack of policy and procedures. We too often “react” to these types of situations, rather than try to be proactive before that “something terrible” happens! We simply do not have the time to work on creating policy, but the reality is we need to MAKE time!

I learned this definition of policy from a recent seminar I attended: “a policy is a formalized document that provides information on the level of service to be provided by the organization. It is simply a promise. By setting out this promise, the organization establishes what is a reasonable expectation for the organization. ” Having written policies will assist to ensure a consistent approach to the delivery of services by staff and volunteers. It will also protect volunteers and staff in their rationale for decision making.

There are so many types of policies – program policies, facility policies, financial policies…it can be so overwhelming! Here are some lessons I have learned on how to turn policy from Zero to Hero:

  • Policy has to be a reasonable attempt to deliver a service (for example, tear down the playground if it cannot be kept safe!). Policy has to reflect reality. You must be able to comply with the policy.
  • Keep the wording simple. Use clear and concise language with defined responsibilities. Written policies/procedures are needed, so when there is transition in staff or volunteers, it is clear to everyone what needs to be done.
  • Create a consistent process for development, review and approval of policy. Keep them current and relevant once organized.

Want to learn more? South East District offers a 90-minute Be Proactive, Not Reactive Policy mini-webinar available for sport, culture and recreation boards and groups! We also have NEW template policy manuals that can help you kick-start your own policy development! Email us at ed@southeastdistrict.ca to request these services!

Download & Share: How to Turn Policy from Zero to Hero!

Employment Opportunity: Facility Operations Manager, Indian Head

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The Town of Indian Head invites applications for the position of Facility Operations Manager. Read the full details of this job opportunity below!

The Facility Operations Manager is a management position that is responsible for the day-to-day operations and maintenance of the parks, recreation facilities and Town owned buildings. The individual hired for this position will assess the condition of and prioritize the work needed for the various locations owned by the Town.

The successful applicant will require demonstrated facility management and supervisory experience. The position needs to be a team player, who is good at dealing with the public, well organized and able to multi-task.

The position is directly responsible to the Town Administrator under direction of Town Council. Please submit resume, cover letter and three references by noon on Wednesday, May 26th, 2021 to: Community Development Office, Box 361, Indian Head, SK. S0G 2K0 or indianheadcdc@sasktel.net.

A full job description is available upon request or visit www.townofindianhead.com. Salary range is $45,000 – $65,000

We thank all applicants, but only those selected for an interview will be contacted.

Inquiries:
Community Development Office
306-695-2742
indianheadcdc@sasktel.net 
P.O. Box 361, Indian Head, SK S0G 2K0

ED Blog: The Untapped Goldmine of The Digital World: Sponsorship and Fundraising

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We recently hosted a sponsorship and fundraising webinar in April. Thank you to Brent Barootes from Partnership Group Sponsorship Specialists for sharing his 12 steps to the successful monetization of sponsorship and fundraising in the digital world! The webinar focused on the need for groups and organizations to know what you have to sell to potential sponsors and what it is worth – your “inventory of saleable assets is now different”. 

Brent talked a lot about the need to shift from stock packages to “customized proposals” and that success is really dependent on making that personal/virtual connection with businesses and companies you want to approach. He also suggested that “storytelling is critical” and that you must deliver on the promises you make to your sponsors.

One of the 12 steps focused on the importance to know the difference between fundraising and sponsorship marketing. “Sponsorship is a business transaction where the sponsor is getting something in return for their contribution, and fundraising is a donation where there is no expectation for anything in return”, Brent explained in the webinar.

Some examples of how we can tap into that goldmine when it comes to sponsorship and raising funds in the digital world:

  • Live streaming cultural events and sports – this could provide as an opportunity for businesses to sponsor your program or facility and in return they get their logo or recognition in all the live streaming for those events!
  • Social Media is KING – share your sponsor’s messages: re-posting, sharing and retweeting the content of sponsors and partner organizations is an easy way to provide social media benefit.
  • Online Auctions and Fundraisers – Yes, even smaller communities can do online stuff! Check out the community of Ogema (population 400) – they just did their 2021 online auction to raise funds for various community priorities! https://ogemacommunityauction.ca/; Facebook Page: Ogema Community Auction

So, take action now and EXPLORE THIS UNTAPPED GOLDMINE…look beyond your historical fundraising endeavours and take time to discover the digital world! It will be the new way! Check out some of Brent’s helpful articles at: http://www.partnershipgroup.ca/author/brent-barootes/.

Download & Share: The Untapped Goldmine of The Digital World: Sponsorship and Fundraising

Cheer Story: South East District Volunteer Profile – Mark Barnes

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As we celebrate National Volunteer Week this month, we wanted to profile one of our volunteer board members, Mark Barnes (Oxbow)! Mark is ending his five-year stint on the board, and we would like to extend a warm thank you to Mark for his time and commitment to our board team! His jolly and playful demeanor meant our board meetings were always kept light-hearted and fun. We will miss you Mark!

How long have you been a member of the South East District Board?
I have been on the board for five (5) years. I was asked if I would be interested in running for the board at the time that the district staff team, were helping Oxbow examine and redefine our recreation structure. I guess they were impressed, or something, by my humour, willingness to speak up, and attention to spelling and grammar mistakes.

What were some highlights throughout your time with the district?
I have enjoyed my time on the board and there have been many highlights I won’t soon forget. There was the planning weekend up at the camp by Kenosee, me with Rider’s underwear as a hat, the wonderful fire and camaraderie, and me trying to pop popcorn and telling stories.

Board meeting pre-covid when we would get together. Another highlight was attending various Global meetings and a conference in Maple Creek. It was also great to be able to travel to various communities for meetings and meet many new people who work in the field of sport, culture and recreation. Too many highlights to recount.

What motivated you as a board member?
Motivation – to be part of trying to help develop sports, culture, and recreation throughout the south east. It has also encouraged me to pursue some of the ideas that have been percolating in the back of my mind for a number of years (i.e., community garden, dog park, and gazebo overlooking the valley).

What did you bring to the table as a board member?
I would like to think that I brought humour, ideas, and my well-rounded worldly experience to the table. I guess what I also brought is that I have been very involved in recreation and community groups and events wherever I have lived, and care very much about my community.

Why should someone get involved as a District board member?
I feel that people should participate at the board level as it is an amazing group of people who all care deeply about the services and opportunities in our area and province. There are many opportunities to stretch your knowledge and continually learn more.

The camaraderie is amazing.

Interested in board directorship with the South East District? Check out our prospects package and video at https://southeastdistrict.ca/pages/our-board. Deadline for nominations is May 14, 2021.

ED Blog: Transforming Meetings…Instead of Just Tolerating Them

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“Establish the purpose of your meeting!”

Isn’t is crazy how much time we spend in meetings as volunteers and leaders working in grassroots sport groups, arts organizations and recreation boards and committees? Monthly meetings clog our calendars – they last too long, they don’t start on time, and they wander off track!

But it doesn’t have to be this way! We CAN take little steps to make our meetings more productive! In my mini-workshop, Effective Meetings that Work, I talk about three simple yet foundational tips:

1. Establish the Purpose of Your Meeting
Ask yourself: “Is this meeting really necessary?” Meetings provide real benefits. Just make sure there is indeed a NEED.

2. Set Meeting Norms or Rules as a Group
It is super easy to hold each other accountable for inappropriate actions (showing up late, texting on cell phone during the meeting, coming unprepared) if everyone agrees to a set of meeting norms prior to each meeting or for the entire year. Make rules visible each meeting by posting them up in the meeting room or including them on the agenda. (My fav meeting rule is ELMO – Enough, Let’s Move On – anytime we get off track in a meeting, we simply say “ELMO”, and we all know we need get back on track, no questions asked!)

3. Create an Outcomes-Focused and/or Action-Oriented Agenda
Rather than a shopping list, put a verb in front of each agenda item! This will provide more focus and increase productive
discussions. Define what each item is trying to accomplish. Examples:

  • Social Media Discussion — Review and Document Revisions to Social Media Plan
  • Treasurer’s Report — To Approve Treasurer’s Report
  • Bake Sale — To Cancel Bake Sale and Each Attendee will bring a new fundraising idea that the committee can explore

As you can see each action-oriented agenda item is clear and there is an expected result!

So, when you are preparing for your next meeting think about these small changes that you could bring to a board or committee!

And do I have a deal for you! We offer free mini-webinars for boards – you can request to host anytime! Want to bring some professional development to your board? Then book one of our mini-webinars at www.southeastdistrict.ca. 

Download & Share: Transforming Meetings…Instead of Just Tolerating Them

Cheer Story: Community Recreation Plan for the Next 10 Years In Moosomin!

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As Moosomin continues to grow, so do its recreation facilities. Moosomin Director of Parks and Recreation, Mike Schwean wanted to formulate a plan for the next decade to ensure the facilities meet the needs of those in the community.

To get the ball rolling on the community recreation plan, Schwean and the recreation department decided to seek out input from those throughout the Moosomin area to get a better idea of what they would like to see done with the facilities and programming over the next couple of years.

“We were lucky enough to get a grant to do a community recreation plan,” said Schwean. “We decided with that we wanted to do an economic study as well. We started about a year ago and it was cool for us because we’d never done one of these before. As luck would have it, with Covid, our plan was to have community consultation nights where we would have open public meetings and get information that way, but we couldn’t do that. We did questionnaires instead through the Spectator and our website and I think the response to that was pretty amazing.”

The community recreation plan will focus on three different aspects of recreation in Moosomin with three different timelines to complete each section of the plan says Schwean. Facilities are the biggest of the three, but the plan also implements administration and programming.

“Between the questionnaires and the meetings we came up with a priority list of what we saw. We documented that list of what these groups wanted to see and broke our list into three groups, administration, programming, and facilities. With our community plan, we went with looking at the different comments, suggestions, and everything and we came up with a list of goals and objectives with what we’re trying to achieve with this plan over the next 10 years. So, in our admin plan we have seven or eight recommendations, our programming it’s about the same with seven or eight, and then there’s a few more with facilities. That was presented to the council on December 16, and they approved that 10-year plan—not only are there recommendations that were approved, but we have a timeline for when each one will be done.”

“So now we kind of have a roadmap of what we want to do over the next 10 years.” Along with the community recreation plan, Schwean and the recreation department have also completed an economic impact study so those in the community can see just how important strong facilities are to Moosomin and how much money they can bring into the town.

“It was a cool project for us and it really gives us a nice roadmap for what we want to do over the next 10 years. The community is pretty engaged, but when we have our community recreation plan we wanted to make sure that the community understood the economic value of these facilities and programs so we thought the economic impact study would go hand in hand with this.”

The community recreation plan was funded by the South East Sport, Culture & Recreation District.

Article and Photo Courtesy: Rob Paul – Local Journalism Initiative Reporter, The World-Spectator

ED Blog: Think Outside the Box

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“Leisure pursuits in the outdoors is at an all time high!”

The 2020 pandemic year definitely forced us all to “think outside the box”. I have been so amazed by all the new ideas and programs communities have been putting into place to keep families, kids and adults active and creative during the pandemic. Leisure pursuits in the outdoors is at an all time high! I wanted to share my four (4) TOP PICKS of successful initiatives that I have come across (okay, it was super hard to just pick four!). Maybe these will spark your community to think outside the box (TOTB), too!

Top Pick #1 – Weyburn Equipment Loan Program – opportunities to borrow snowshoes and skis!
Top Pick #2 – Moosomin Skate Way – building an amazing skate path for everyone to enjoy!
Top Pick #3 – Indian Head Story Walk – promoting reading and exercise all in one!
Top Pick #4 – Whitewood Winter Trails – providing safe and fun spaces to walk in winter!

Check out this list of loan programs and lending libraries for equipment! Your group may benefit from using one of these valuable resources – or look at creating your own equipment loan program!

  • Southeast Regional Library: Physical Literacy Kits (available to south east libraries)
  • Broomball Saskatchewan: Loaner Kit
  • Sask Outdoors Lending Library
  • Saskatchewan Wildlife Federation: Bigfoot Snowshoe Loan
  • Saskatchewan Parks and Recreation Association: GPS and Pedometer Lending Kits

Please join us for our Art in Communities COVID and Beyond Zoom session on March 18, 2021. We have an exciting panel of presenters who have had tremendous success in engaging their communities in arts programming/activities during the pandemic!

Come and get inspired! Pre-register on our events page at southeastdistrict.ca.

Value of Recreation Director/Professional in Community

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If your community has ever considered hiring a Recreation Professional/Director you will want to watch this recognition video! Mike Schwean from Moosomin is a prime example of what these professionals can bring to your small communities! All of the leisure activities we get to do in our parks, sport facilities, and arts spaces is dependent on the hard work, passion and leadership of Recreation Professionals. If your municipality doesn’t have one….maybe you should consider it! Watch this video!

South East District offers Hiring a Recreation Director webinars/presentations and has assisted several communities with information on what these positions can focus on and what is all involved. For more information, contact Joni Hagen, ED, at ed@southeastdistrict.ca.

ED Blog: Are You Making These Grant Writing Mistakes?

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“Revenues and expenses in the budget should balance!”

Are you one of those individuals who has been “voluntold” to oversee the task of grant writing for your board or committee… but have never done it before? Well, as a grant adjudicator and administrator, I want to share three common mistakes to avoid the next time you are tasked with researching and applying for a grant:

Mistake #1: No Plan
Yep, you gotta put in the work first before you seek funding. Ask yourself, do you know what project is to be accomplished? Do you know what results your organization is trying to achieve and how you are going to get there? Having a solid plan in place will ensure the group is prepared and ready to seek funding!

Mistake #2: Lack of Detail and Clarity
Adjudicators often cannot assess grant proposals because they lack detail – if you don’t say it, they won’t assume it! I am not saying you need to write a novel but be precise! Find someone (like Aunt Barb) from outside your organization to review your application prior to submission; they should be able to give you feedback if your proposal reads clearly and logically

Mistake #3: Bad Budget
The budget is one of the most crucial areas of the grant application. Funders want to know how you will be spending their money. The budget is your translation of your story into numbers – make sure it matches the rest of your proposal content. Get quotes and estimates, be realistic, and triple check the math. The revenues and expenses should balance!

There you have it! Three common mistakes to avoid that will increase your chances of approval! I invite you to join me in my upcoming Intro to Grant Writing webinar on March 17! Enhance your grant writing skills, so you can feel more confident and know what is needed to make your proposal stand out from the rest! Pre-register on our events page at southeastdistrict.ca.