CLAPA Northern Ireland Branch

Minutes of the Inaugural Meeting

Saturday 30thJuly 2016, Newcastle

  1. Present:

Chris Williams (CW) CLAPA Volunteer Development Officer

Kirsten McClelland (KM)

James Davey (JD)

Michelle Carland (MC)

Gareth Carland (GC)

Catherine McComb (CM)

Elaine Taylor (ET)

Colleen Rooney (CR)

Wendy Davey (WD)

CW thanked all attendees for coming along to their first CLAPA meeting. All attendees introduced themselves and explained their links to CLAPA.

  1. Apologies:

Pamela Foster (PF)

Laura O’Neill (LO)

Elizabeth Wallace (EW)

Olivia Rodgers (OR)

Nicola Reilly Lawless (NRL)

  1. Minutes of last meeting held on[ INSERT DATE HERE ] were agreed by the committee.

Signature of Chair ………………………………………………..

N/A

  1. Matters arising from the last Minutes:

N/A

  1. Support from CLAPA:

CW explained the role of the Branch and how they fit within CLAPA. 15/16 around the UK. CLAPA been going 37 years. Branches are key to enabling CLAPA to involve and support people affected by cleft across the UK.

Branches are the heart of the region in which they operate, bringing together everything that we do and strengthening links between CLAPA and the local Cleft Teams.Happy faces groups – under same CLAPA umbrella.

Branches allow CLAPA to reach out to people in the CLAPA community, to be the voice of their local area and to help us to provide the support that people need and benefit from. Social interventions to educate/ fund future events/ equipment for feeding infants support/ etc. a point of contact for new CLAPA parent or even expectant parents unsure of what to do if offered termination.

Branches just have a simple budget to complete every year, as CLAPA has its own Finance Manager and bank account. You can choose, as a Branch, whether to donate any funds you raise into our Regional or National fund.

As a Committee Member of a CLAPA Branch, you will be part of a unique national charity, with a recognised brand as well as being a company limited by guarantee. Once set up as a Branch, you can fundraise, raise awareness, organise local events and other activities with our support, branding and backing. Branch will be supported by Louise wheeler and CW who can supply t-shirts etc to spread knowledge of CLAPA and for events etc. each branch will have own area on new website. Discussion as to whether FB could be used - local newspapers brought in on news pf new branch being set up (chronicle). Initial training with induction day - within first 18months. Roughly a 5 hour session. Travelling and out of pocket expenses can be claimed back.

We keep our Committee roles and meetings simple and straightforward. As Branches are not separate charities but part of CLAPA, the Committee roles and meetings are easy to understand especially for new volunteers or those who are unfamiliar with charity regulations. CW gave positive feedback as gosh chair. Being on a committee is not scary and can be a lot of fun and rewarding experience as well as extremely worthwhile.

Finally, as a Branch, you have access to our database of over 20,000 members including parents, health professionals and individuals all affected by cleft so you can easily publicise your activities locally as well as regionally or even nationally.

ACTION:

None.

  1. Branch Annual Budget:

Two funds - National and Regional. Branch fundraising will go into the regional find (if asked). CW explained the format for the annual budget. CompletedFeb/March.

Funds can however be requested from the regional find before this when a new branch is set up. The regional find committee meet once a year to sign off expenditure for each activity throughout the coming year for each branch. Committee made up of medical professionals, CLAPA officials, volunteers etc.

Discussions about how cleft teamcan be supported by CLAPA for the Xmas party as she has funded this herself in the past. Literature about cleft lip and/or palate patients/ families affected.

ACTION:

None.

  1. Election of Officers and Committee:

CW explained the roles of Chairperson, Secretary, Treasurer, Events Coordinator and Vice Chair. CW explained that the Chairperson/ Vice Chair is to be in regular contact with CLAPA National and the first pint of call for the branch. The Chairperson/ Vice Chair should ensure that the Branch and its Committee undertake its work effectively and in accordance with CLAPA’s Branch Manual. The Secretary’s key roles would include; Branch Minutes/ agenda (to be sent to your CLAPA point of Contact).

CW explained the role of Treasurer. The Treasurer plays a vital role in every Branch, ensuring accounting standards are met and that Branch expenditure complies with CLAPA’s Financial Procedures. The Treasurer may also assist with the formal aspects of charitable activities and should liaise with CLAPA National in relation to obtaining licenses for local draws or street collections.

LO waselected for position of Chair. CMelected for position of Vice Chair. Kirsten McClelland elected as Secretary. James Davey elected as Treasurer.Michelle Carland elected as Events Coordinator. Elaine Taylor, Colleen Rooney and Wendy Davey have all taken on the position of Committee member. Pamela Foster nominated as cleft rep.

ACTION:

CW to talk to each member individually to explain role and answer any queries.

CW to email minute to all interested.

All those interested in becoming committee members please fill in an application form and return it to CW at your earliest convenience.

  1. Events:

Christmas party - good social event/ popular/ siblings included. Attendee list needs to be recorded to be passed back to CW to keep CLAPA HQ up to date.Christmas party - could be used as an official launch for Branch. Discussions re times – 2pm-4pmbest day is Saturday. Approx. mums 100/150max. Need attendance form and risk assessment form. Use Eventbrite for tickets/ admission. Those who do not register online invited to join CLAPA. Think about catering/ tomboy/ raffle/ contact businesses.

Discussion about use of website to communicate with other branches. CW generates annual Volunteer Newsletter on good ideas etc. clap news - 30 page magazine that comes via hard copy. Discussion of Branch party.

ACTION:

CW to set up FB group.

KM to publish next meeting.

  1. AOB:

National Branch day –19th November. Branches get two free places. Travel and accommodation can be claimed back. Event is streamed live - Branch Day is more interactive. It is a great way to get to know other Branch Members and see their stalls (displays of what they have done over the year). Lunch is provided with a mix of workshops.Please let CW know if you would like to attend.

ACTION:

CW to send info on examples he has done in the past.

  1. Date of next meetings:

24th September at 14:00pm. Venue to be confirmed.

Meeting closed at 16:30pm

Action Sheet

Who / Action / Completed
CW / Arrange 20 min 1-1 inductions so all members are inducted by the next meeting.
CW / Set up FB Group
ALL / Send CW application form, Volunteer Agreement, Survey and Code of conduct. Forms attached with email.
KM / To send CW details for Cleft team
KM / Advertise next meeting on FB
All / To let CW know if attending National Branch Day in Nov
All / Network and promote the Branch as much as Possible

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