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9 Determine Purpose and Values Set aside one to two hours to discuss the purpose of your association and your core values. Every association is different and your values will be determined by your region, demographics, and size, so determine what makes your community different. The "Determine Your Community's Unique Characteristics" Action Sheet included in this whitepaper is a great exercise to help kick off this discovery. Develop the Agenda for the Planning Session Select a time when all board members can attend and a location that offers minimal disruptions. It is recommended that you not conduct this session in conjunction with a board meeting at the end of a long day. Instead, opt for a Saturday morning, or a weekday when you can begin by 1:00 in the afternoon. The goal is to create four to six hours of uninterrupted time. When developing the agenda you will also need to decide if a facilitator will be used to help with the discussion. A facilitator is a neutral party who is responsible for keeping the discussions on point and for making sure that everyone participating has equal opportunity to share ideas and opinions. You want to walk away from the session with a plan that was developed by all board members – not by the president, or the loudest voice in the room. The most sustainable plans are developed by all members sharing ideas and opinions. Brainstorm the Master List The first part of the planning session involves all participants sharing ideas, priorities, and projects. Make sure you have a current, mid-term and long-term perspective. What do you want to complete in the next year? Three years? Five Years? The goal is to have a master list that can be used for a detailed discussion. This is the portion of the planning session that benefits the most from the services of a facilitator because the facilitator can assure that all attendees participate, that differing opinions can be shared in an accepting environment, and that all ideas receive the same consideration. The facilitator may also use a variety of tools to create a list that is manageable as the group moves into the next phase of the planning day. The 'Master List' Action sheet included in this whitepaper will be useful to you or a facilitator to complete this task. Allocating Resources and Prioritization In this final step of the planning session, the group talks about each item on the list, estimates the financial and human resources required and assigns a priority to each item. Review the collection of items on the master list and ask these questions: It is common for some items to gather support during the discussion and others to be eliminated as more pressing matters are identified. The plan will be based on the final list of priorities and is generally drafted after the session is completed. The most critical step in completing the plan, is to complete the plan. It can be tempting to get attached to creating a perfect document to post in the club house or on the community website. But, remember: an incomplete plan is not a plan – it's just a wish list. 1. 2. 3. 4. • Is this consistent with our values? • Is this an obligation of the association? • Is this a member need or expectation? Planning

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