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Strategic Plan

Sunshine Farm Strategic Plan                             

Sunshine Farm, located in Kelowna, B.C., is dedicated to providing a supportive and educational environment for adults in the Community Living Sector.  Our mission is to offer meaningful work and life experiences through hands on experience and learning, community engagement, and personal development.  Sunshine Farm is a venue where educational opportunities and skill development is part of embracing all members of our society.

Sunshine Farm Setting

Sunshine Farm is Certified Organic (by NOOA) and uses this setting to offer Vocational Development Opportunities to Adults in the Community Living Sector.

The Farm is on 12.5 Acres of Class 1 Agricultural Land.   Fully equipped with the tools, equipment, and staff to support a wide range of activities.

The main Resource Building (The Barn) has been specifically designed and built to be accessible.  The front deck is shaded, with generous seating.  The wide bus turnaround area allows for direct access to the bus from both the stairs and concrete wheelchair ramp.   The Barn itself has an open concept for work areas, an adapted kitchen, accessible washroom, attached accessible greenhouse.  The Barn also contains well stocked classroom space for art, cooking, exercise, music, etc.    There are available computers for individual use.

Sunshine Farm is Certified Organic and uses this setting to offer Vocational Development Opportunities to Adults in the Community Living Sector.

Mission Statement and Company Description

Our mission is to provide a setting which provides choice, building self respect and skill development in areas of interest. The farm setting provides opportunity to explore various activities in a safe, supervised setting.    The farm is fully equipped to explore diverse areas of interest.

Sunshine Farm is a privately run family business started back in 1987 by Jon and Sharon Alcock.  Sunshine Farm  is a venue where educational opportunities and skill development is a part of embracing all members of our society. Sunshine Farm is Certified Organic and uses this setting to offer Vocational Development Opportunities to Adults in the Community Living Sector.

The farm provides a mixed setting for hands on experience with a multitude of activities. We cater to a wide variety of interests such as cooking classes, music classes, literacy, computer, woodworking, greenhouse, equipment operation, etc..

The educational opportunities at the farm occur in the gardens, as well as in the various buildings (shop, barn, greenhouses, etc.). The setting is diverse, offering a chance to learn about equipment, woodworking, plants, seed collection, greenhouse work, harvesting, labelling, math skills, weighing, packaging, as well as the classes mentioned above.

Opportunities based on interest and choice is the foundation of our philosophy.  Respecting the rights of the individual and building self respect.

These opportunities are funded by Community Living British Columbia.

POLICY

Sunshine Farm envisions a community where individuals with diverse abilities are empowered to lead fulfilling and independent lives through meaningful work, personal development, and social integration. We strive for excellence in providing innovative, person-centered services that enhance the wellbeing and quality of life for all participants.  Sunshine Farm strive to meet the ongoing expectations of all stakeholders and gather feedback for ongoing improvement.

PROCEDURE:

  1. Ongoing Strategic planning considers.
  1. Expectation of Persons Served:  Input is collected from Persons Served.
  2. Feedback gathered from surveys sent out at least annually.
  3. Results are documented and reviewed by the administrator.
  4. On a scheduled basis, a one-to-one meeting with each individual attending the farm is held at least annually to:

Acquire feedback – documented and in each individual file related to:

 1. The ongoing goals of the individual.

 2. Their experience at Sunshine Farm.

3. Ensure we are meeting the objectives of each person attending.

 4. Gather ongoing feedback for ongoing improvement.

 5. Daily documentation of activities, progress, concerns and feedback.

Expectations of other Stakeholders:  We consider the expectations of other stakeholders, including staff, community partners, and CLBC.

  1. This is done through scheduled surveys.
  2. ongoing communication and meetings.

The results are documented and discussed with staff for suggestions and ways to improve.

The Competitive Environment:

Sunshine Farm works in collaboration other agencies to facilitate the goals of the individuals attending.

We strive to understand and keep abreast of trends in the field, and external factors that may affect Sunshine Farm.

We participate in Service Provider meetings semi-annually as hosted by Community Living British Columbia.

A schedule of attendance is updated monthly to monitor available spaces, which are communicated to Community Living British Columbia for current updated availability.

Financial Opportunities: Sunshine Farm works towards financial growth, reducing dependence on limited funding sources.

for the 2025 Fiscal year we anticipate an increase in our contract with Community living British Columbia on April first. This amount will be divulged pending CLBC budgets and forwarded with retro active pay when negotiations are completed.

Seed packet prices are increased by $1.00 to $4.50.

Financial Threats: Sunshine Farm monitors and reviews, as part of its annual budgeting and financial planning, economic changes, Internal changes, competition, and overall market changes which may affect the       financial stability of Sunshine Farm.

Dependence on a single contract with Community Living British Columbia is financially limiting.

Extensive delays in payment of agreed contract lifts resulting in potential shortfalls as we honor increases to staff before actual finding is received.

Sunshine Farm Capabilities: We recruit and maintain qualified staff, well maintained equipment, and workspaces.  Regular reviews of supplies, equipment maintenance and staff qualifications is performed.

Using a combination of Quickbooks, an independent bookkeeper, an annual audit by a Chartered accountant, we maintain financial competency.  An annual budget and quarterly  comparisons are done.

Social Determinants of Health

Sunshine Farm is committed to incorporating the understanding of Social Determinants of health into our practices to enhance the quality of life and care for individuals with diversabilities. By addressing social determinants of health, Sunshine Farm aims to improve the overall well-being and outcomes for the people we serve.  Economic stability.  While Sunshine Farm does not have the right to directly address the domestic life of individuals attending, staff are trained to  monitor social determinants of health  via the following

Through meetings with the individuals,

Through the onboarding process.

Through daily interactions with all individuals attending.

Staff are observant of indicators such as healthy lunches, appropriate clothing including footwear.

Observance of overall  

Sunshine Farm networks with CLBC through our Facilitator to address concerns.

Demographics:

Kelowna has 97% majority of European descendants, with a three percent representation of other cultures.  We strive to be inclusive of all individuals in our staffing and participants.

A demographic chart of individuals attending is done bi-annually.  This information includes:

race

Age range

Religion

Gender

Relationships with external stakeholders:
Homeshare providers, members of CLBC and the general Community are integral to the success and health of Sunshine Farm.

Phones are answered during office hour.

Messages are responded to promptly.

Feedback forms are sent and collected on a scheduled basis.

The regulatory and legislative environment.

Sunshine Farm is licensed by the City of Kelowna

Certified by the North Okanagan Organic Association

In compliance with all applicable agencies such as Work Safe B.C. and the labor relations standards.

The use of Technology: Current technology at Sunshine Farm consists of:

computers, cell phones, software, payment and communication systems. These are documented in the Technology standard, including upgrades and ongoing maintenance.

B Person Centered Philosophy

To ensure that all services and supports provided are designed and delivered in a manner that respects and responds to the unique needs, preferences and goals of each individual attending.

We believe that each person is unique and deserves to be treated with dignity, respect and compassion.

Our person-centered philosophy is rooted in the understanding that individuals are the experts in their own lives.

We are committed to empowering them to make informed decisions about their activities, and to actively participate in planning for their own personal development and goals.

Respect and dignity

Treat all individuals with dignity and respect.

This is included in our staff manual

Reinforced on Staff Training Day in February.

Individualized planning

Recognize and support each person’s unique needs, preferences and goals.

Develop individualized plans that reflect the individual’s choices and aspirations.

Teach Empowerment and Self Determination

Encourage and support individuals to take an active role in their planning and activities.

Holistic Approach

Address the whole person;

  1. Physical needs and requirements.
  2. Emotional needs and requirements.
  3. Social, needs and requirements.
  4. Spiritual needs and requirements.

Collaboration and Partnership

Foster a collaborative relationship between individuals, their families’ caregivers, and our staff.

  1. Value and incorporate input from all stakeholders
  2. Schedule surveys, phone calls, in service meetings.

Continuous improvement.

Regularly evaluate and refine our practices to ensure they remain person centered.
Seek and incorporate feedback from individuals and their families to enhance service quality.
Use survey.
Analyze feedback.
Plan scheduled reviews of reports as scheduled in the operational calendar..

Implementation

Assessment and Planning

  1. Conduct comprehensive assessments to understand each individuals:
  2. Needs.
  3. Strengths.
  4. Goals
  5. Collaborate with individuals and their families to develop tailored plans.

Training and development

Provide ongoing training for staff on person centered practices and principles.
Encourage professional development to enhance the skills and knowledge needed to support individuals effectively.
A minimum of one staff training day is scheduled annually, typically in mid February.
Communication and Feedback
Telephones are answered promptly, messages responded to on the day received, mail monitored daily.

Maintain open and transparent communication with individuals and their families.

Offer in house meeting space on a schedule that suits the participants as requested.

  1. Regularly solicit and act upon feedback to improve services and supports as scheduled in the operational calendar.

Environment and Culture

Create a welcoming and inclusive environment that promotes person-centered values.

  1. Foster a culture of respect, empathy, and continuous learning.
  2. Clearly visible signage indicating a welcome setting for all cultures, religions and gender values.

Conclusion

By embracing a person-centered philosophy, Sunshine Farm provides services that truly reflect the needs, preferences, and goals of the individuals we serve.  This not only enhances the quality of service             but also empowers individuals to lead fulfilling and meaningful lives.

Reporting and Confidentiality.

POLICY
To establish clear guidelines for reporting and maintaining confidentiality to protect the privacy and dignity of individuals served by Sunshine Farm.

PROCEDURE

  1. Incident Reporting:
    All staff, , and participants are required to report any incidents, including accidents, injuries, or any other unusual occurrences, immediately to a designated supervisor as per the detailed policy on incident reporting available to all staff in the office and reviewed on Staff Training Day. .
  2. An incident report form must be completed as soon as possible, detailing the nature of the incident, individuals involved, and any immediate actions take
  3. The completed incident report will be reviewed by the administrator to determine any necessary follow-up actions and ensure corrective measures are implemented to prevent future occurrences.B. Confidential Reporting:
    Sunshine Farm provides a confidential policy for individuals to report concerns or complaints related to safety, care, or ethical issues without fear of retaliation.  There is a detailed policy on file and available to all staff located in the Farm Office.  All staff are expected to be familiar with its contents this is reviewed annually on Staff Training Day in February.
    a.  Reports can be made anonymously through a designated feedback box located prominently in the  main room of the resource building.
    b. All reports will be reviewed promptly, and appropriate actions will be taken to address the concerns raised.
  4. Confidentiality policy is included in the staff manual for each staff.
  5. All staff must review and sign the confidentiality policy, a copy to be kept in each staff members file.C. Mandatory Reporting:
    Staff are required to comply with all mandatory reporting laws, including reporting suspected abuse, neglect, or exploitation of vulnerable individuals to appropriate authorities.
    Training is provided to all staff on recognizing signs of abuse and the proper procedures for mandatory reporting.D Confidentiality1. Confidentiality of Personal Information:   Sunshine Farm is committed to protecting the privacy of all individuals served. Personal information, including health records, will be kept confidential and shared             only with authorized personnel on a need-to-know basis.
  6. All staff are required to sign a confidentiality agreement upon onboarding, acknowledging their responsibility to maintain the privacy of individuals’ information.            2. Access to Information:  Individuals served have the right to access their personal information and request corrections if necessary. Procedures will be in place to ensure timely and secure access to             records upon request.
    a. Any disclosure of personal information to external parties will require the individual’s informed consent, except in situations where disclosure is mandated by law.

Data Security:
Sunshine Farm implements data security measures to protect personal information from unauthorized access, alteration, or disclosure.
1.  Regular reviews are conducted to ensure compliance with data security policies and to identify and address potential vulnerabilities.

Training and Education
1. All staff receive at least annual training on the importance of confidentiality, the proper handling of personal information, and the reporting procedures.
2.  Educational materials are provided to individuals served and their families to inform them of their rights regarding privacy and the reporting process at the onset of their participation at Sunshine Farm.

Monitoring and Evaluation
– Sunshine Farm will conduct regular reviews of its reporting and confidentiality practices to work towards continuous improvement.
– Feedback from individuals served, staff, and other stakeholders will be solicited to identify areas for enhancement and to ensure the effectiveness of our policies.

Conclusion
By adhering to these reporting and confidentiality guidelines, Sunshine Farm demonstrates its commitment to maintaining a safe, respectful, and trustworthy environment for all individuals served.

Community

Community Engagement Strategy

At Sunshine Farm, we recognize the vital role that community engagement plays in promoting holistic well-being and fostering a sense of belonging among our participants. Our community engagement strategy is designed to create meaningful connections, foster social integration, and promote active participation both within and beyond our facility.

Local Partnerships  We support and and nurture partnerships with local businesses, organizations, and community groups to create opportunities for collaboration and mutual support. These partnerships     enable us to access additional resources, expand our service offerings, and enhance the overall experience for our participants.

Community Events:

Sunshine Farm hosts two annual community events, to promote inclusivity and strengthen ties with the broader community.

The Friday and Saturday before Mothers Day in May we host an open house inviting the public to the farm to participate in tours, and purchase seeds and plants.   This is held on a Friday, to include individuals attending, and the following Saturday, to include people  unavailable on Friday due to traditional work hours.

Annually on the third Thursday in September we host a fall luncheon for all of the individuals attending Sunshine Farm including all stakeholders, such as caregivers, family, friends, CLBC, and other agencies.

Evaluation and Continuous Improvement

We are committed to ongoing evaluation and continuous improvement of our community engagement efforts. Through regular feedback mechanisms, stakeholder surveys, and performance evaluations, we will assess the effectiveness of our initiatives and identify areas for enhancement. By staying responsive to the evolving needs and preferences of our residents and the broader community, we will ensure that Sunshine Farm remains a vibrant and inclusive hub of community life.

Social Determinants of Health

Sunshine Farm is committed to incorporation the Social Determinants of health into our practices. This is to enhance the quality of life and care for individuals with diversabilities. By addressing social determinants of health, Sunshine Farm aims to improve the overall well-being and outcomes for the people we serve.

This includes addressing factors such as:

  1. Economic stability
  2. Education
  3. Social and community
  4. Health and healthcare
  5. Environment.

Assess and identify:

  1. At least annually, host a scheduled one to one meetings with each individual.
  2.  Include Social Determinants of Health in feedback surveys.
  3. Incorporate SDOH findings into individualized plans.
  4. Develop interventions that address identified social determinants.

Financial Management.
Sunshine Farm is committed to maintaining sound financial management practices to ensure long-term sustainability and the ability to effectively serve our community. Our financial management strategy focuses on transparency, accountability, and strategic planning to support our mission and goals.  Financial management policy and procedures are documented and available on file in the Sunshine Farm office.

Budgeting and Forecasting:   We implement a robust budgeting process that includes detailed forecasting to anticipate future financial needs and challenges. This includes monthly reviews and adjustments to ensure alignment with our strategic goals and changing circumstances.

Diversified Funding Sources   To enhance financial stability, we pursue a diversified funding strategy that includes sales, fundraising events, and partnerships with local businesses and organizations. This approach reduces reliance on any single funding source and increase our financial resilience.

  1. Work with CLBC to stay current on annual contract negotiations.
  2. Participate in Community Seed sale events.
  3. Host Fundraising event and open house in May.Expense Management:  We enforce expense management practices to maximize efficiency and ensure that funds are used effectively to support our programs and services. This includes regular audits, cost-benefit analyses, and the adoption of best practices in procurement and resource allocation.

Annual budget analysis done by LDB Certified Accountants.

  1. Monthly comparisons to manage expenditures.
  2. Identify and schedule needed vs wanted major expenses.
  3. Financial Reporting We are committed to transparency in our financial operations. We produce regular, detailed financial reports that provide insights into our financial health and performance. These reports are available to stakeholders on an as needed basis to foster trust and accountability.Risk Management. Sunshine Farm has a comprehensive risk management plan to identify, assess, and mitigate financial risks. This plan includes strategies for managing cash flow, investments, and unforeseen financial challenges, ensuring that Sunshine Farm remains resilient in the face of potential disruptions.
  4. Financial Evaluation and Continuous Improvement
    Sunshine Farm continuously evaluates our financial management practices to ensure they meet standards of accountability and effectiveness. Through regular internal reviews, stakeholder feedback, and adherence to sound financial practices, we identify opportunities for improvement and implement necessary changes to enhance our financial management processes.By prioritizing strong financial management, Sunshine Farm will ensure that we have the resources necessary to sustain our services, support our participants, and achieve our mission meeting the goals of the people participating. .

Safety

At Sunshine Farm, ensuring the safety of our participants and  staff, is a top priority. Our safety strategy is designed to create a secure and healthy environment through comprehensive policies, proactive measures, and continuous improvement.

Comprehensive Safety Policies   We maintain and regularly update safety policies and covering emergency preparedness, fire safety, infection control, and workplace safety.

Training and Education  All staff members receive ongoing safety training, including regular drills and updates on best practices, ensuring they are prepared to identify and respond to potential hazards

Emergency Preparedness A robust emergency preparedness plan outlines clear protocols for various situations such as natural disasters, medical emergencies, and security threats. This plan is regularly reviewed and updated.D. Safety Inspections Regularly scheduled safety inspections are conducted to identify and address potential risks promptly. Documentation and corrective actions ensure a continuously safe environment.E. Incident Reporting and Analysis A systematic incident reporting and analysis process is in place to monitor and learn from safety-related incidents. Thorough investigation and review of incidents helps prevent future occurrences.

Sunshine Farm is dedicated to continuously evaluating and improving our safety practices. Regular assessments and stakeholder feedback guide enhancements to ensure we maintain the highest standards of safety and well-being.

In conclusion
Evaluation and Continuous Improvement

We are committed to ongoing evaluation and continuous improvement. Through regular feedback mechanisms, stakeholder surveys, and performance evaluations, we assess the effectiveness of our initiatives and identify areas for enhancement. By identifying areas where we can strive towards ongoing improvement and providing excellent services to the individuals attending Sunshine Farm.

Actions to be taken:

  • Meet the ongoing expectations of all stakeholders and gather feedback for ongoing improvement.

Feedback forms sent to stakeholders, staff, people attending and CLBC as scheduled at lest annually.

  • Stay abreast of trends in Community Living, and potential changes in the community and political climate.
  • Look for ongoing funding opportunities, consider expansion of farm resources.

Increase seed prices in 2025.

  • Monitor financial threats, political challenges, and changes in the overall economy on an ongoing basis..
  • Semi annual review of staffing levels, quarterly budget review, ongoing equipment maintenance.
  • Semi Annual review of accessibility and resources for those individuals in need of support.
  • Develop an anonymous feedback system for individuals and stakeholders.

Suggestion box in a visible location with paper and pen monitored weekly.

  • Include culture in cooking classes, art classes, and develop a small relevant library of resources.
  • Pursue ongoing feedback from stakeholders, using surveys, phone calls, meetings, and an open-door policy at Sunshine Farm.
  • Stay informed of, and compliance with the rules and regulations that apply to Sunshine Farm.
  • On an ongoing basis, honor all person’s personal values, beliefs, and cultural backgrounds.
  • On an ongoing basis provide the necessary tools, resources and information to enable informed choices.
  • Integrate a variety of services and supports to enhance overall well-being.

Such as focus groups, one to one support, availability of staff.

  • Value and incorporate input from all stakeholders in the planning and delivery of services.

Via scheduled surveys, phone calls, in service meetings.

Strengths

Weaknesses

Opportunities

Threats

Strengths:

– Strong commitment to a person-centered philosophy.

-Unique well equipped farm setting.

-Certified Organic setting.

-Part of a safe agricultural community.
– Experienced and dedicated staff.

-Skilled staff in areas such as mechanics, carpentry, agriculture, art, and sign language.
– Established risk management and strategic plans.
– Diverse and unique educational and hands on opportunities.

Weaknesses:

-Not accessible by regular bus routes.
– Limited resources for expansion.
– Challenges in finding and maintaining up-to-date staff training.
– Potential gaps in technology adoption.

Opportunities:

– Expansion of community partnerships.
– Implementation of new technologies for better service delivery.
– Increased funding opportunities for educational programs.
-increase price of seed packages to increase revenue.

Threats:

– Economic fluctuations affecting funding.
-Environmental challenges effecting farm income.
– Changes in CARF standards requiring frequent updates.
– Potential competition from other educational and community services.

Sunshine Farm is unique in the diverse opportunities and choices offered to individuals attending.

The opportunities to learn to drive equipment, work in greenhouses, learn mechanics and woodworking along with  Art and cooking classes are unique to Sunshine Farm.

Sharon Alcock

Updated April 2025