FY19 ev - Anno Vv

Strategic Planning Update

The following report contains U.S.G.L. Strategic planning activity for FY18 & 19 (through February 2020). It contains information pertaining to strategic planning progress made during the indicated time period.

It is worthy of note that at the end of the reporting period we were introduced to a new set of circumstances, the COVID-19 pandemic, which has put much of our planning and action plans on hold and has cast a veil of obscurity over the shape of the future needs of our Order. With that in mind, this report serves as an acknowledgement of the significant body of work that it represents and a placeholder for that future time when we can evaluate our priorities in a “post-COVID” Order. Accordingly, a new section has been added to the top of the report to reflect actions taken in support of our Camps, Oasis, and Lodges during the pandemic itself.

The focus of this year’s planning was to build on the goals of previous years, with particular focus on new goal setting for the Electoral College, Initiations, and Kaaba. A new role was established, the Policy Reconciliation Officer, with the task of auditing currently documented policy for inconsistency, to manage resolution of the same, and to recommend updates as warranted.

Objective: Preserve organizational health, locally and nationally in the face of the current COVID-19 pandemic.

• Goal: Support O.T.O. bodies in U.S.G.L. to the extent possible
  • Strategy: engage with Local Masters via current lines of communication, provide resource assistance as able
    • Responsibility: Electoral College, GTG
    • Timeframe: Ongoing beginning March 2020
    • Status: Updates being sent to LMs through e-lists and through direct 1:1 communications
    • Strategy: Provide online resources to conduct classes and group gathering for local bodies to support Order activity in a social-distancing/shelter-in-place environment.
      • Responsibility: Electoral College, IT
      • Timeframe: Ongoing beginning March 2020
      • Status: In process

GOAL STATUS: Ongoing, TBD

• Goal: Support the global endeavor to control the spread of COVID-19 with the secondary effect of preserving the health of our Order.
  • Strategy: Communicate restrictions for U.S.G.L. bodies, including local events, based on current instructions of WHO, CDC, and local/national authorities.
    • Responsibility: Executive
    • Timeframe: Ongoing beginning March 2020
    • Status: Updates being sent through U.S.G.L. blog, e-lists, and social media

GOAL STATUS: Ongoing, TBD

U.S.G.L. Strategic Initiatives

Promulgate Thelema and Great Principles of the Order

(We envision OTO USA as a model religious and fraternal order of occult initiates, and a leading proponent of Thelemic thought and culture within the United States.)

Objective: Fully implement Liber 194 to the extent possible and practicable

• Goal: Fill both IXth Degree Revolutionary positions (Liber 194: 25-26)
  • Strategy: Publish a notice in Agapé to encourage eligible IXths to volunteer
    • Responsibility: Electoral College President
    • Timeframe: Ongoing beginning November 2006 ev
    • Status: Complete
      • GOAL STATUS: Completed.
• Goal: Maintain both IXth Degree Revolutionary positions (Liber 194: 25-26)
  • Strategy: Develop nomination/application process
    • Responsibility: Electoral College
    • Timeframe: 2023 ev
    • Status: New
      • GOAL STATUS: Open

Objective: Implement Liber 101 to the extent possible and practicable

• Goal: Stress the study of magick, Thelema, Yoga and the Hermetic sciences in local bodies (Duties, Ninth House)
  • Strategy: Redefine E.C. Local Body Standards to require the teaching of magick classes
    • Responsibility: Electoral College
    • Timeframe: Summer 2020 e.v.
    • Status: New.
      • GOAL STATUS: Open
      • 
        
• Goal: Implement meditative retreats for Electoral College members (Liber 194: 14)
  • Strategy: Mandate that Electoral College members absent themselves from all but absolutely necessary OTO participation and communication for 3 months every 2 years
    • Responsibility: Grand Master, Electoral College President
    • Timeframe: Phase in beginning 2008 ev
    • Status: Established as Standard Operating Procedure 2011 e.v.
      • GOAL STATUS: Closed

Develop and Strengthen Local Operations

(We will maintain a physical presence near every major population center in the country, from which we will offer services in support of our mission to our members and to the public.)

Objective: Establish new local bodies in needed areas

• Goal: Improve Local Organizer program
  • Strategy: Make available f.a.q., best practices, guidelines and outreach materials for new organizers
    • Responsibility: Electoral College
    • Timeframe: June 2021 e.v.
    • Status: New.
  • Strategy: Query local masters for information on any neighboring cities from which they are serving initiates to provide study group support.
    • Responsibility: Electoral College Outreach and Organizer Secretaries
    • Timeframe: Beginning July 2020 e.v.
    • Status: New.
      • GOAL STATUS: Open

Objective: Support growth of existing local bodies

• Goal: Develop EC outreach program to improve quality of local offerings
  • Strategy: Work with Public Information Officer to design guides and templates for outreach
    • Responsibility: Electoral College Outreach Secretary
    • Timeframe: beginning July 2020.
    • Status: New.
    • 
      
• Goal: Review body equipment to improve quality of local offerings
  • Strategy: Collect and review equipment photographs from local bodies from last five years available in archive, and solicit anew from bodies who have not submitted in the last five years Request S.G.I.G. inspection as needed.
    • Responsibility: Electoral College
    • Timeframe: December 2020. (S.G.I.G. inspections on hold)
    • Status: New.

• Goal: Increase success rate of masters and organizers
  • Strategy: Develop and provide resources in a central intranet for local masters.
    • Responsibility: Electoral College
    • Timeframe: Beginning Summer 2020 e.v., progress to be monitored over three Annual Report seasons
    • Status: New.
      • GOAL STATUS: Open.
      • 
        
• Goal: Improve transitions of mastership
  • Strategy: Redefine Master Selection Process
    • Responsibility: Electoral College Selection Process Committee
    • Timeframe: Propose April 2020e.v. Implement by December 2020 e.v.
      • Status: New
  • Strategy: Develop and provide training materials and resources for local masters
    • Responsibility: Electoral College Resource Development Committee, Kaaba Committee
    • Timeframe: Begin roll out in 2020e.v. Fully available by December 2021 e.v.
    • Status: New
      • GOAL STATUS: Open
      • 
        
• Goal: Improve Mentor Program
  • Strategy: Provide updated training and resources to all mentors
    • Responsibility: Electoral College Resource Development Committee, EC Mentor Secretary
    • Timeframe: December 2020 e.v.
    • Status: New.
  • Strategy: Provide a mentor to all local body masters.
    • Responsibility: Electoral College Mentor Secretary
    • Timeframe: October 2020 e.v.
    • Status: New.
      • GOAL STATUS: Open.
      • 
        
• Goal: Encourage local bodies to develop their own strategic plans
  • Strategy: Add requirement for local master applications to provide a basic strategic plan for their proposed tenure
    • Responsibility: Electoral College Secretary
    • Timeframe: August 2020 e.v.
    • Status: New.
  • Strategy: Develop and draft guide to strategic planning for local masters
    • Responsibility: E.C. Strategic Planning Committee and U.S.G.L. Strategic Planning Secretary
    • Timeframe: December 2020 e.v.
    • Status: New.
  • Strategy: Provide guide to strategic planning to local masters
    • Responsibility: Electoral College, EC Resource Development Committee
    • Timeframe: December 2020 e.v.
    • Status: New.
  • Strategy: Provide online training in strategic planning to local masters
    • Responsibility: Electoral College, EC Resource Development Committee and U.S.G.L. Strategic Planning Secretary
    • Timeframe: January 2022 e.v.
    • Status: New.
      • GOAL STATUS: Open.
• Goal: Develop EC outreach program to improve quality of local offerings
  • Strategy: Appoint Electoral College Outreach Secretary
    • Responsibility: Electoral College President
    • Timeframe: August 2018.
    • Status: Completed 2018.
      • GOAL STATUS: Closed

Objective: Establish new local bodies in needed areas

• Goal: Begin development of study groups and camps-in-formation in areas with initiates but no local bodies
  • Strategy: Clarify the camp-in-formation program and promote it within the membership
    • Responsibility: Electoral College
    • Timeframe: Summer 2007 e.v.
    • Status: Established as Standard Operating Procedure 2007 e.v., Program renamed to Local Organizer 2017 e.v.
  • Strategy: Contact senior and high-degree initiates in identified areas and offer encouragement, mentoring, etc.
    • Responsibility: Electoral College
    • Timeframe: Autumn 2007 e.v.
    • Status: Completed.
      • GOAL STATUS: Closed
• Goal: Begin development of membership in areas with no local OTO initiates
  • Strategy: On the basis of geographic membership report, prioritize unserved metropolitan areas
    • Responsibility: Electoral College
    • Timeframe: Autumn 2007 e.v.
    • Status: Completed.
      • GOAL STATUS: Closed.
      • 
        
• Goal: Improve Mentor Program
  • Strategy: Increase pool of mentors by directly (i.e. personally) recruiting immediate past masters
    • Responsibility: Electoral College Mentor Secretary
    • Timeframe: Autumn 2007 e.v.
    • Status: Established as Standard Operating Procedure 2007 e.v.
  • Strategy: Improve communications between the Electoral College, Masters, and Mentors through a shared discussion list.
    • Responsibility: Electoral College President
    • Timeframe: December 2019 e.v.
    • Status: Completed.
      • GOAL STATUS: Open.
• Goal: Promote local body membership
  • Strategy: Collect and report local body membership statistics to Executive Council annually
    • Responsibility: Grand Treasurer General, Initiation Secretary, Electoral College
    • Timeframe: Ongoing beginning April 2007 e.v.
    • Status: Established as Standard Operating Procedure 2007 e.v.
      • GOAL STATUS: Closed.

Objective: Support development of Mystic Temples

• Strategy: Establish an additional Mystic Temple facility in the PNW
  • Responsibility: Grand Master
  • Timeframe: October 2020 e.v.
  • Status: In Process

Objective: Strategic planning

• Goal: Review and revise strategic plan on a continuous basis, reviewing plans with U.S.G.L. governing bodies and officers regularly to check in on goals and progress.
  • Strategy: Review and revise plan, communicate updates at least annually
    • Responsibility: Strategic Planning Secretary
    • Timeframe: Quarterly
    • Status: Ongoing
      • GOAL STATUS: Ongoing.

Improve Effectiveness of Grand Lodge Programs

We will uphold the highest standards of excellence and effectiveness in the practice and dissemination of our religious, spiritual, magical, and ethical teachings.

Objective: Improve communications between Grand Lodge and the membership

• Goal: Facilitate communication between the Electoral College and local body leadership
  • Strategy: Facilitate quarterly discussion between local body officers and Electoral College members on contemporary issues and frequently asked questions
    • Responsibility: Electoral College President, Vice President, and Secretary
    • Timeframe: Begin September 2020 e.v.
    • Status: New
      • GOAL STATUS: Open.
  • Strategy: Create new online discussion forum for local body officers and Electoral College members
    • Responsibility: Electoral College President
    • Timeframe: March 2007 e.v.
    • Status: Completed 2007 e.v.
      • GOAL STATUS: Closed
• Goal: Ensure local body access to Sovereign Grand Inspectors General
  • Strategy: Verify that local masters have a S.G.I.G. to reach out to by adding the question to the Annual Report Form
    • Responsibility: Electoral College Annual Report Secretary
    • Timeframe: December 2019 e.v.
    • Status: Completed
      • GOAL STATUS: Closed

Objective: Improve communications within Grand Lodge government

• Goal: Improve Annual Report Form preparation and submission process
  • Strategy: Design and develop a more user friendly Annual Report Form submission process
    • Responsibility: Electoral College President, Annual Report Secretary, Assistant Internet Secretary.
    • Timeframe: January 2021 e.v.
    • Status: Renewed and refreshed.
      • GOAL STATUS: Open.

• Goal: Improve Annual Report Form preparation and submission process
  • Strategy: Design and develop a new secure online Annual Report Form submission capability (including the ability to save entries completed and in progress)
    • Responsibility: Webmaster, Electoral College
    • Timeframe: Winter 2007-2008 e.v.
    • Status: Completed 2008 e.v.
      • GOAL STATUS: Closed
      • 
        
• Goal: Maintain consistency and clarity with Grand Lodge Policies and cross functional documentation
  • Strategy: Establish Policy Reconciliation Officer role
    • Responsibility: Executive
    • Timeframe: July 2019
    • Status: Completed
  • Strategy: Audit current policy documentation for consistency/accuracy
    • Responsibility: Policy Reconciliation Officer, Topic Stakeholders
    • Timeframe: Ongoing
    • Status: Ongoing
  • Strategy: Compile and distribute Initiation and E.G.C. policies previously communicated via S.G.I.G.
    • Responsibility: Policy Reconciliation Officer, Topic Stakeholders
    • Timeframe: December 2020
    • Status: New
• Goal: Ensure all Grand Lodge Volunteers are notified of policy updates
  • Strategy: Add all Grand Lodge volunteers to the policy announcement list
    • Responsibility: Electoral College President
    • Timeframe: Summer 2019 e.v.
    • Status: Establish as Standing Operating Procedure, 2019 e.v.
      • GOAL STATUS: Closed.
  • Strategy: Establish an Electoral College Strategic Planning Committee
    • Responsibility: Electoral College
    • Timeframe: January 2020 e.v.
    • Status: Completed.
      • GOAL STATUS: Closed

Build a Stronger Fraternal Community

(We will espouse and defend the principle of individual liberty while cultivating strong fraternal bonds within our ranks.)

Objective: Encourage and strengthen fraternal bonds

• Strategy: Publish to and discuss with masters the hows and why of notice with how-to template
  • Responsibility: Electoral College President
  • Timeframe: July 2020 e.v.
  • Status: New
• Strategy: Follow up on previous Notices of Pending Bad Reports to determine or seek resolution.
  • Responsibility: Electoral College
  • Timeframe: Beginning summer 2020 e.v.
  • Status: New

• Goal: Improve balance of transparency and protecting privacy in College matters
  • Strategy: Draft clear E.C. Confidentiality policy
    • Responsibility: Electoral College Confidentiality Committee
    • Timeframe: April 2021 e.v.
    • Status: New
  • Strategy: Codify and distribute to masters and mentors the categories of E.C. disciplinary and emergency actions
    • Responsibility: Electoral College
    • Timeframe: October 2020 e.v.
    • Status: New
  • Strategy: Release 2019 e.v. Annual Report Form Summaries
    • Responsibility: Electoral College Archive Secretary
    • Timeframe: December 2020 e.v.
    • Status: New
  • Strategy: Release backlog Annual Report Form Summaries
    • Responsibility: Electoral College Archive Secretary
    • Timeframe: August 2021 e.v.
    • Status: New
      • GOAL STATUS: Open

Objective: To Promote Diversity & Inclusivity

Goal: To understand the current state of our demographic make-up and improve our approach to learning from, attracting, and retaining minority membership.

• Strategy: Create and distribute a member survey for the collection of demographic data
  • Responsibility: Electoral College, Webmaster
  • Timeframe: Piloted with EC Survey, 2019 e.v.
  • Status: Completed, deemed ineffective in current distribution model.
• Strategy: To update application for MOE Initiation forms to include demographic data (opt out).
  • Responsibility: GL Initiation Secretaries
  • Status: Discontinued, not practical
• Strategy: To develop events at NOTOCON that support minority membership.
  • Responsibility: Conference Committee
  • Timeframe: 2019 NOTOCON
  • Status: Completed, NOTOCON 2019. Under review for future events.
• Strategy: To create a Kaaba Colloquium module addressing diversity and inclusivity issues in our local bodies.
  • Responsibility: Local Leadership Training Program/Local Leadership Training Coordinator
  • Timeframe: November 2017
  • Status: Established SOP
• Strategy: Investigating free/low cost resources on diversity training for distribution to local bodies.
  • Responsibility: Strategic Planning Secretary, Diversity Task Force
  • Timeframe: September, 2020
  • Status: New
• Strategy: To provide a venue to support and develop gender-minority leadership in O.T.O. (“Scarlet Tent”)
  • Responsibility: Kaaba Committee
  • Timeframe: March 2019 to September 2023
  • Status: Ongoing

GOAL STATUS: Open

Develop Constructive Outside Relationships

(We will foster harmonious and constructive relationships with the academic, business, civil, and greater social communities within which we operate)

Objective: Establish relationships with the broader public in our local valleys.

Goal: Represent O.T.O. positively and foster mutually beneficial relationships

• Strategy: Design best practices for establishing connections with friendly groups and organizations
  • Responsibility: Electoral College Outreach Secretary
  • Timeframe: December 2020 e.v.
  • Status: New.
• Strategy: Provide local masters with best practices for establishing connections with friendly groups and organizations
  • Responsibility: Electoral College, EC Resource Development Committee, EC Outreach Secretary
  • Timeframe: April 2021 e.v.
  • Status: New.

GOAL STATUS: Open