W.P.C.S. - Business Action Plan 2009-2012

Introduction

The Mission of the Welsh Pony and Cob Society is to be the leading Breed Society in influence, reputation and educational provision by:

Encouraging the breeding, improvement and integrity of the Welsh Breeds, ensuring that they remain integral to the culture of Wales.
Educating in the use, management and versatility of the Welsh Breeds.
Promoting the education & welfare of horses and ponies.

In order to adopt a vision and implement the mission statement the Society it is required to:

Provide an infrastructure that can support the organisation, its people, systems and management
Become an organisation recognised for providing high quality services, communications and educational support
Improve knowledge about and level of visibility of the Welsh Breeds
Develop a governance framework tailored to the objectives, traditions and goals of the Society
Develop educational & welfare functions to meet the charitable aims of the Society

The values that need to underpin all the Society’s activities in delivering the vision are:

Accountability
Efficiency
Financial property
Integrity
Transparency
Adhere to Nolan principals

The Council of the WPCS are enthusiastic to move the Society forward and should have a proactive and innovative approach to conducting the Society’s future business. It accepts that a strong governance structure has to be in place and the implementation of robust systems and processes are integral to the success of the Society.

The following WPCS Business Action Plan has been written to clearly state the necessary objectives. The Plan identifies the required actions, responsibilities, and timescales including periodical reviews. It provides for the monitoring and measurement of the Societies performance and financial activities.

The Business Plan has adopted the SMART principles:

Specific
Measurable
Achievable
Realistic
Time bound

No	Objective	Action	Responsibility	Implement-ation	Achieve-ment
	Ensure the future of Welsh Ponies and Cobs and their Part Breds are held in Trust by the Society for its current and future Beneficiaries	Ensure the Society has clear Mission Vision and Strategic Direction focussing on its objects	Council	March 2009 and then Annually
		Ensure the Society complies with all legal and regulatory requirements	Principal Officer and Office Managers
		Operates in accordance with its Memorandum and Article of Association	Council, Principal Officer and Office Managers
		Acts as guardian of the Society’s assets, both tangible and intangible
		Take appropriate and timely action to ensure financial stability of the Society	Principal Officer & Office Managers
		Ensure the Society fulfils the purposes for which it was created and maintains its ethos and values
		Compliance with Charitable Status	Council
		Responsibility for the performance of the Society
		Line management of the Principal Officer	Chair
2	Elect the appropriate number of Council Members, currently fifteen in total	Arrange 2009 EGM for September	President, Chair & Principal Officer	July 2009
		Arrange 2010 AGM		Aug 2009
		Carry out all administration in line with Memorandum and Articles	Council	July 2009
		Elect and announce successful Council Member applications	AGM	March 2009 Annually
		Approve President Elect
3	Elect Chair, President, Vice Chair and Vice President	Council Members to appoint Officials at the first meeting following AGM	Council	March 2009 Annually
3	Elect Chair, President, Vice Chair and Vice President	President & President Elect	Council	December
4	Appoint Committee’s, elect Chair and membership	Council Members to appoint Officials at the first meeting following AGM	Council	March 2009 Annually
5	Ensure Council Members have the appropriate balance of skills and experience required to manage the organisation	Review the criteria contained within the Council Member Application	Council	Aug 2009
6	Review Memorandum and Articles of the Society	Appoint a Working Group within council to review any aspect of the Articles which require amending	Council	May 2009
7	Timetable all Governance Meetings	Ensure a Calendar of dates of all Council and Committee Meetings appear on the Society’s website	Principal Officer & Office Managers	March 2009
8	Provide Annual Statement of Accounts	Ensure the Finance Committee along with auditors meet the requirement and time scale in producing Society’s Accounts in Charity Commission Format	Chair of Finance	Sept 2009 Ongoing
		Report regularly to Council	Chair of Finance	Nov/Dec 2009
		Chair of Finance to work with Finance Manager ensuring that robust financial monitoring is in place. Liaise with Chair of Council		Sep 2009
		Develop the current Financial System to provide coded expenditure		Aug 2009 Monthly
		Carry out a procurement review and provide a report on efficiency and effectiveness to Council	Chair of Finance	Sept/Oct
		Review Financial Procedures		Nov 2009
		Provide Performance reports		Monthly
9	Provide Induction and Training for Council Members	Provide Induction Packs	Principal Officer	April/May 2009
10	Review Legislative, Statutory and Constitutional Documents	Review all Society’s Polices procedures and guidelines. Update where necessary and present to Council	Principal Officer & Office Managers	Sept/Oct 09 – ongoing
10	Review Legislative, Statutory and Constitutional Documents	Diarise review completion and dates for all statutory/legislative documents and frameworks i.e. Data Protection, Freedom of Information and Human Rights
11	Deliver the Business of the Organisation in line with the Charitable Status Regulations	Review current and all future Business Practises to ensure compliance	Principal Officer & Office Managers	March 09 – March 2010
12	Arrange AGM/EGM	Ensure an Action Plan is in place to deliver accurate and timely documentation/administration	Council & Principal Officer	EGM Preparation July 2009 AGM Preparation Aug 2009
13	Provide a culture of wider consultation with Membership	Diarise International Meetings	Principal Officer & Office Managers	July 2009
		Arrange regular Advisory Group Meetings
		Provide Newsletters/News Bulletins to Membership
		Encourage Association and Members to participate at Society events	Chair & Principal Officer also appointed delegates of committee’s and groups
		Engage with other Equine Organisations
		Deliver educational and welfare service to the membership and public
14	Review structure of Committee’s and Society’s Business	Council to carry out a review of the current Committee Structure	Council	Nov 2009
14	Review structure of Committee’s and Society’s Business	Council to Carry out a review of the Organisational Structure with the Principal Officer	Principal Officer	On appointment
15	Provide an Annual Stud Book and Journal	Compile and publish a Stud Book of all registrations on an annual basis	Principal Officer & Office Managers	July 2009 of each year
		Publish an Index
		Appoint an Editor of the Journal	Council	Annually
		Provide Editor with articles and adverts for Journal	Members	Sept 2009
16	Delivery of Core Business	Ensure robust systems and procedures are written and implemented for the delivery of all of the organisations business and services provided to the Public	Principal Officer & Office Managers	April 09/March 2010
16	Delivery of Core Business	Principal Officer to provide Council with strategy and policy, procedures and guidelines	Principal Officer	April 09/March 2010
17	Promote Education and Welfare	Organise seminars, discussion groups, visits and demonstrations	Education and Welfare Committee reporting to Council	March 2009/March 2010
		Promote via the Society’s website
		Coordinate Bursary Awards and report to Council
		Organise and appoint Young Ambassador
		Liaise with other Equine groups
		Work with Society’s Welfare and Veterinary Officers
		Educate members of the Society and Public in the welfare of all equines
		Liaise and develop a Young Peoples Committee
		Contact and deliver a service to Colleges and Universities
		Provide meeting dates for Society’s Calendar
		Work with Promotions Committee where necessary
		Manage devolved budget appropriately and report to Council
		Provide an annual programme of events
		Review its achievement of objectives and provide a report to Council	Committee & group Chairs	6 monthly Sept/Oct
18	Publicise and communicate the merits and attributes of Welsh Ponies, Cob’s and Part Breds	Ensure contacts and good liaison is maintained with the media to ensure every opportunity is taken to promote and maximise the Society	Promotions Committee and Council	March 2009/ March 2010
		Review and develop a strategy to utilise the full potential of the Exhibition Unit
		Provide a list of dates and venues where the Society can be represented at both equine and non equine events to deliver a service to the public		April & updated throughout year
		Purchase appropriate promotional items	Promotions Committee
		Compile an inventory of stock and regularly update	Office Managers
		Enhance the sale of books and publications	Promotions Committee/ Principal Officer & Office Staff
		Review and update the Society’s current literature
		Gain sponsorship i.e. ESF (European Social Funding), other organisations and membership	Principal Officer/Chair of Finance
		Develop an innovative communication strategy	Principal Officer & Office Managers	Oct/Nov 09
		Review and update the Society’s website to promote membership and educate the public		Chair of Committees to provide six monthly reviews of achievements
		Work with Publicity Officer
		Consult & liaise with Journal Editor and Chair of Council
		Obtain Sponsorship
19	Ensure the Society provides a timely focussed service to its Members and the Public	Enhance and expand the Membership of the Society	Member Services Committee report to Council	March 2009 and annually thereafter
		Obtain an improved liaison with Area Associations		Chair of Committees to provide six monthly reviews of achievements
		Maintain the integrity of the Welsh Stud Book and Overseas Register	Principal Officer & Office Managers
		Ensure compliance with the Society’s Rules for Registration and Licensing
		Provide support to the Editor of the Journal as required	Principal Officer & Office Managers
		Develop the WPCS Pavilion for the benefit of its members
		Deal appropriately with Customer Complaints
		Agree and monitor quality standards and performance	Principal Officer & Office Managers
20	Implement and regularly review the Rules of Society’s Judges to uphold integrity and good standing of the Society	Implement and administer a Judges Register for the Society for both In Hand and Ridden	Judging and Showing Committee report to Council	March 2009 and annually thereafter
		Implement and administer the selection of new Judges and Assessors		6 monthly review of achieved objectives
		Organise seminars and conferences for both Judges and Assessors
		Provide a written Code of Practise for affiliated shows
		Review and maintain a written Code of Conduct for all Society Members, Judges & exhibitors to ensure competency, integrity and ethical standards	All Chair’s of Committees
		Develop necessary policies, procedures and guidelines for Members of the Society with regard to discipline	Chair’s of all Committees/ Principal Officer & Office Managers
		Liaise with other equine Societies and organisations to ensure common practice where possible	Chair of relevant Committee
		Ensure compliance with Showing and Judging Rules
		Investigate complaints and where necessary initiate disciplinary action
		Ensure the Medal Scheme is implemented and reviewed
		Ensure the Sire Ratings is implemented and reviewed regularly
		Ensure the compliance with the Show Affiliation criteria
		Administer the Performance Awards Scheme
21	Further develop the liaison between the WPCS and other International Equine Societies	Develop a strategy for improved communication with Overseas Societies	International Committee report to Council	March 2009 and annually thereafter
		Convene regularly and increase meetings with Overseas Societies as a method of consultation and improved communication
		Address any issues between National or EU Regulations and those of the Society
		Chair of Council liaise with other Associations and Societies	Chair/ Principal Officer & Office Managers
22	Ensure resources and assets are utilised in the most efficient and effective manner to meet the aims of the Society	Set annual budgets and introduce longer term financial planning	Finance Committee/ Finance Officer & Council	March 2009 and annually thereafter, monthly finance report
		Monitor progress of financial plans against budget and objectives
		Ensure the Society complies with all legal and financial obligations/ legislation	Chair of Finance/Principal Officer & Office Managers	Monthly review of achievement of objectives
		Ensure compliance with financial procedures (Staff and Trustees)
		Provide Council with re-evaluation of bankers, auditors and investment advisors
		Manage investments
		Ensure best value and value for money is at the heart of all financial transactions
		Ensure adequate insurance is in place for all requirements
		Provide Council with financial reports at each meeting		Monthly
		Undertake responsibility for estate and asset management
		Work with auditors	Chair of Finance & Finance Officer
23	Develop and implement Strategy and Policy in all matters relating to Human Resources	Ensure contract of employment are in place and updated	Chair of Finance & Human Resources Committee, Principal Officer & relevant Managers report to Council	March 2009 and annually thereafter
		Deal with all recruitment and appointment of staff
		Ensure compliance with all Human Resources legislation i.e. Equal Opportunities and Disabled Discrimination Act	Report to Council
		Ensure accurate job descriptions are in place for all staff
		Ensure an appraisal system is in place	Managers
		Chair of Council to act as Line Manager to the Principal Officer	Chair of Council
		Ensure compliance with Health and Safety
		Ensure a ‘fit for purpose’ infrastructure is in place at the Society’s Office	Principal Officer
		Ensure the IT and financial systems are appropriate	IT Project Group	July/Oct
		Review staffing structure and salaries
		Review its achievement of objectives and provide a report to the Chair of Council in order that a full 6 monthly achievement report can be written for W.P.&C.S

Conclusion

The Business Plan objectives will be reviewed on a six monthly basis and a full report will be presented at the Society�s Annual General Meeting. It provides Members with clarity of the work carried out by Council on behalf of the Society. It also provides an environment of transparency and openness and will improve communication across the organisation, both home and overseas with its Members. The implementation of the Business Plan will promote the further success of our Society.

	The Welsh Pony and Cob Society Cymdeithas y Merlod a'r Cobiau Cymreig

	Business Action Plan 2009-2012



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