Strategy 

The comprehensive document The Welsh Pony and Cob Society: Serving our Members, a Strategy for 2014 – 2015 served as a useful device for focusing the minds of trustees and staff on the objectives of The Welsh Pony and Cob Society and how to apply them to the benefit of the Society’s members and by extension the Society itself.

Clear achievements include the formation of a committee structure, comprising five standing committees – Education and Welfare, Promotions, Judging and Showing, Member Services and Finance and HR – and defined purposes behind each.

Another is the re-writing for 2015 of the Judging and Showing Handbook, while a third is the successful introduction of the first tranche of a nationwide welfare officer and reporting structure.

The new Council – chaired this year by a new trustee – and the new Society secretary, himself fresh to the challenges of this organisation, met after formation to re-visit the document and to review progress.

Of the five new council members, two –although with many years’ experience of the Society under their belts – had not sat on council before.

Whilst timescales were assigned to elements of the earlier document, those responsible and the measure by which an action could be seen as successful were not so clear.

With this in mind, the new Chair and the new Secretary set out to make the objectives “SMART”.

SMART is an acronym for

Specific – a defined outcome or result

Measurable –how can its success be calculated?

Attainable – can it be achieved?

Realistic/Relevant – is it important to the overall aim?

Time-bound – a timescale

Trustees, as a team and in a collegial manner, were asked to identify their objectives for 2015-2016 and fit them to the SMART framework. The responses that were received were condensed and edited to re-present to Council at its strategy meeting.

At the meeting, existing, unachieved objects from the 2014-2015 document were considered, reviewed, re-written or removed, new ones added and discussed, before being agreed by all attendant trustees, and then edited and compiled by the Chair and the Secretary into the format seen below.

At the first meetings of the standing committees in mid-May, council members assigned timescales to the objectives.

It is hoped that members of The Welsh Pony and Cob Society will not only see what objectives for 2015-16 and beyond there are, but also why it is being done, by which committee or trustees or staff, and by when. Accountability and transparency are key.

Some timescales or those responsible have already changed. For example, the WPCS promotional video, to ensure the most topical material, will now be produced in time for HOYS in October whilst other potential partners for the digitalised archive have now been identified.

This is your society, and the Chair of Council, Council Members and the Society Secretary hope you will read this and ask questions either as the year progresses or at the AGM in 2016.

Please email secretary@wpcs.uk.com with any questions, concerns or comments, or if you have skills that you might like to offer as a co-opted member.

 

Council Targets

Met

In process or continuing

Responsible

New

timescale

Measure

To be open and to focus on our charitable objects.

x

x

Trustees and staff

Continuing

 

Minutes to be the responsibility of chairs and primarily record decisions.

 

x

Chairs

Continuing

Clear minutes after each meeting

Council papers to comprise one bound bundle of the relevant information.

x

x

Staff

Continuing

One bound bundle

Continue with the committee structure aligned to the strategy.

x

x

Trustees and staff

Continuing

Annual review

The Society’s existing codes, procedures, standing orders and terms of reference to be reviewed each six months.

 

 

Trustees and staff

September and March

Report submitted in Council meeting

Conduct full and comprehensive audit of IT systems at the Bronaeron Office.

 

x

Co-opted experts / Secretary

September 2015

Report to Council

 

 

 

Promotions

 

Promotions Targets

 

Met

In process or continuing

Responsible

New

timescale

Measure

Promotional Committee to review resources/deliver a unified strategy for marketing channels and promotional tools.

 

 

Promotions Committee/Secretary

 

 

Exhibition Unit (the lorry)

 

 

 

November 2015

Report written

Establish Editorial Team

 

 

 

July 2015

In place

HOYS

 

 

 

June 2015

In place

Equine contacts

 

 

 

Aug-October 2015

Database

Branding

 

 

 

Continuing

 

Video

 

 

 

Sept 2015

In use

Monthly e-newsletters

 

 

 

July 2015

Published

 

 

 

 

 

 

Website to be replaced with a more user-friendly site that enables greater electronic commercial activity is more informative and enabled for tablets and smartphones.

 

x

Promotions Committee/Secretary

Supplier to be sought.

Sept 2015 – Live launch Jan 2016

New website in place

Digitalised archive for WPCS Museum.

 

x

Promotions/Secretary/

Co-optees

Ongoing; contact universities

Available to use

Pavilion working party responsible for planning, design and budget management.

 

x

Pavilion working party

18 July 2016

Building ready

To increase the number of unique website hits to 20,000 per month.

 

 

x

Promotions Committee/Secretary

2016 following new website launch

Web analytics

Issue regular press releases on topical issues and WPCS activity to a range of equine, rural and mainstream media.

 

 

x

Council/Secretary

Monthly: commence end of June with Cheshire, Northleach and Ceredigion shows. Create links with print & digital media

Items published

Promotions Targets

 

Met

In process or continuing

Responsible

New

timescale

Measure

Establish panel of experts across the UK ready to identify contentious issues and prepare responsive papers in readiness for situations that arise.

No timescale set

x

Promotions Committee/Secretary

TBA

Panel established

Clarify purpose and content of an information pack for vendors/sellers.

 

X

Promotions Committee/Secretary

July 2015

Purpose identified and pack produced

Formulate a long-term strategy for raising the profile of the WPCS with

 

Media

Local political orgs

Regional political orgs

Welsh Assembly

Westminster

Affiliated and sympathetic organisations (rural, sporting)

International trade organisations

Members

Non-members

 

 

X

Promotions Committee/Secretary

December 2015

Policy written,

in place and adopted with measurable outcomes

 

 

Member Services

 

Member Services Targets

 

Met

In process or continuing

Responsible

New

timescale

Measure

Pavilion funding and fundraising, including commercial sponsorship, grants etc.

 

X

Members

Services/

Secretary/Co-optees

 

Review ongoing

July 2015

Applications made/funds received

In conjunction with local vets, organise regional low-cost gelding days.

No deadline set

X

Member Services/Staff

Email Area

Associations

July 2015

Gelding days organised

Build better working relationships with area associations by Trustees attending association meetings within their catchment area.

No deadline set

X

Member Services/Staff

TBA

Trustees attending and reporting to Council on activities

Conduct open and objective surveys, to ensure services are fulfilling members’ expectations, to identify weaknesses in performance and potential new opportunities.

No deadline set

X

Staff

TBA

Surveys written, distributed and responses in/analysed

Create innovative ways to attract and engage non-members to become members.

 

 

Member Services/Staff

TBA

A number of ideas trialled and results (i.e. uptake of memberships) analysed with a basic survey

Collect through mailings, during phone calls and correspondence and any other form of contact the e-mail addresses for 75% of members.

 

X

Staff

TBA

Number of email addresses held increases form 33% to 75%

Clean up life members’ database by instalments.

 

X

Staff

TBA

Accurate number of live members in a year produced

 

 

 

 

 

 

Mandatory profiling of maiden mares from 2016.

 

X

Member Services

TBA

Programme in place with recorded outcomes

Create reciprocal arrangements to foster relationships with other organisations and companies to offer discounts, incentives etc. for members.

 

 

Secretary/Member Services

Continuing

Relationships established; discounts offered

10 Database repair: Send printouts to batches of members each week to ascertain which animals they have sold or have died.

 

x

Staff

TBA

Results returned

 

 

 

Education and Welfare

 

Education and Welfare Targets

Met

In process or continuing

Responsible

New

timescale

Measure

Ensure that the WPCS recruits and trains a nationwide network of honorary regional welfare officers.

 

X

Education

and Welfare

Ongoing

with regular review

30 welfare officers in place

Education and Welfare Committee to produce guidance i.e. information, standards and training for members and liaison officers.

 

X

Education and

Welfare/ Secretary

July 2015

Documentation produced and in use

Produce a PowerPoint presentation in readiness for educational visits to schools and colleges.

 

X

Committee and Exhibition Unit Manager

July 2015

Produced and in use

Construct a process of reporting confidential material and maintained between the Secretary and the Hon. Welfare Co-ordinator.

X

 

Staff

Achieved

Established

Ascertain, then, as required obtain, equipment necessary for the execution of the welfare officer role.

 

X

Education

and Welfare

In process

and ongoing

Determine requirements, then source

Formulate a process to ensure that legal policies and procedures and terms and conditions, and health and safety policies, boundaries, risk assessments are in place for Hon. Welfare Officers.

 

X

Education and Welfare and Secretary

July 2015

Process established and operative

Organise events which involve young people, including ‘pre-teens’.

 

X

Education and Welfare

Ongoing; require feedback from

Area Assocs

Event organised and attended

Promote the bursaries available and the role of the Young Ambassador, Young Ambassador Elect and Young Achiever.

 

X

Education and Welfare/

Staff

Prepare info; promote

Jul-Oct 2015

Increase in number of bursaries dispensed

 

Education and Welfare Targets

 

Met

In process or continuing

Responsible

New

timescale

Measure

Organise, with the support of the panel of experts, to deliver at least one educational seminar/presentation/evening covering various topics that include equine health and legislation.

 

X

Education and Welfare/ Staff

Ongoing. To organise

by end of 2015

Programme of events organised

 

 

Serving Our Members - A Strategy for 2014-2015