COUNTY EXECUTIVE COMMITTEE WILTSHIRE MEETING

Date: 22/04/17

TIME: 10:00

VENUE: The Cottage – Tidworth

Present:

Mike Swabey (MS) County Chairman

Mike Challinor (MC) Vice County Chairman

Fi Hedges (FH) Membership Support Officer – Wiltshire

Brian Kingscote (BK) Royal Wotton Bassett Branch

Brian Mitchell (BM) County Ceremonial Officer

Cathy Smith (CS) Melksham Branch

Danni Walling (DW) County Treasurer

Alvin Weeks (AW) Morgan Vale, Redlynch & Woodfalls Branch

Phil Davies (PD) Regional Membership Representative

Apologies:

Marie Nunn (MN) Women’s Section

Alistair Maxwell (AM) Area Manager – Somerset & Wiltshire

Keith Passant (KP) Website Editors

Fi Dobson (FD) Community Fundraiser – Wiltshire

Ted Wilson (TW) Warminster Branch

Roger Kingshott (RK) Warminster Branch

Bob Wright (BW) Warminster Branch

Item No. / Title / Details / Action
1 / Act of Remembrance / Observed / N/A
2 / Apologies / As listed above / N/A
3 / Minutes of Previous Meeting / Approved as true record of the meeting / Proposer: MC
Seconded: DW
Carried
Pg. 1 Item 6 / Letter to Branches / MS to write update letter to Branches on BCS, 365 usage, LOMAS Training & AOB relevant / MS – to complete by end of May
Pg. 2
Item 6 / Lydiard Park Field of Remembrance 2017 / County Committee requested invitations, information & branch involvement to be earlier than 2016 / AM is currently progressing & will update MS on progress asap
Item No. / Title / Details / Action
3 / Matters Arising from Previous Meeting Continued / N/A / N/A
Pg. 2
Item 8 / Bath Rugby – Attendance by Standard Bearers / Bath Rugby have confirmed attendance at May match not required – November Remembrance Match confirmed as needed / FH will send confirmation email details to BM to be distributed to Standard Bearers
MS reminded committee that Bath Rugby will be raising potentially 20k+ for the Poppy Appeal in 2017 and that no negative publicity or comments are expected to be initiated by the County Committee who are to give positive message re attendance at the November Match to all Standard Bearers. All agreed.
Pg. 2
Item 9 / County Plan / County Plan in progress – Area Plan req. & CFR Plan / FH, MS, & MC to complete by June 2017
Pg. 2
Item 10 / County Parade / Cannon Eleanor Rance confirmed as County Chaplain
First Meeting held on 5th April / Final details to be confirmed at second Meeting on 31st May in Wootton Bassett - St Bartholomew & All Saints Church – Royal Wootton Bassett
Pg. 2
Item 11 / Membership Strategy Briefing / Awaiting Presentation from HO
Taking Place in July 2017 / PD will update Committee on details at next meeting & forward to FH when received.
Pg. 4
Item 16 (d) / 365 Training / Need to offer training for Branches / FH, MS & MC will be arranging 365 & LOMAS Training dates for all Branches in 2017.
FH to arrange & facilitate with other Key Staff.
MC to source dates IT Suite available.
MC, MS & FH to meet in May 2017.
Item No. / Title / Details / Action
3 / Matters Arising from Previous Meeting / N/A / N/A
Pg. 5
Item 17
(h) / Regional Standard Bearer Competition / Competition went well / BM to confirm names & send FH any photos available
Pg. 6
Item 18
(a) / Community Fundraiser Report / Poppy Newsletter given to committee.
FD Report update to follow. / FH to email to committee with minutes
Pg. 6
Item 18
(c ) / POA Recruitment / Previously reported that Chilmark, Fovant, Teffort Magna & Biddestone currently without POA’s / MS Meeting with FB on 27/04/17 & will update committee at next meeting
Pg. 7
Item 22
(a) / County Management Board / Mr Davies is retiring, MS to source new member / MS progressing – will update committee at next meeting
Pg. 9
Item 25
(b) / Branch Treasurer Training / Need for County to offer LOMAS Training to Branch Secretary’s / FH, MS & MC will be arranging 365 & LOMAS Training dates for all Branches in 2017.
MS to encourage all branches to attend.
FH to arrange & facilitate with other Key Staff.
MC to source dates IT Suite available.
MC, MS & FH to meet in May 2017.
Pg. 10
Item 31 / Repair of Trophies / Three trophies identified as in need of repair from previous meeting / MS progressing and will update committee at next meeting.
Pg. 10 & Pg. 11
Item 32 / County Standard Repair / Replacement / County Standard in need of repair / replacement – task completed / DW to update accounts & FH with payment amount.
Pg. 11
Item 32 / Current County Standard / Current County Standard - Decision needed what to do with Standard / MS & MC to sort with BM and update committee at next meeting
Item No. / Title / Details / Action
4 / Matters Arising / N/A / N/A
4 (a) / County Websites / County Committee to remind branches KP is happy to set up websites for branches. / MS to include in letter to branches.
5 / Reports
5 / County Chairman’s Report (MS) / N/A / N/A
5 (a) / Chairman’s Conference / Very positive focus on membership from Terry Whittles & on delivering better standard of support with new Head Office Team to support Branch enquiries / MS to include in letter to branches
5 (b) / Branch Community Support / Important Project - County Committee requested to encourage branches to register / MC -To continue to work on BCS Committee Formation & update County Committee on next meeting
FH & MC will be working on project for County & will update committee at next meeting.
FH working with Salisbury Branch on Visitor Recruitment & Local Touch point & will update committee at next meeting.
FH & MC meeting with AM to discuss BCS Project for Wiltshire County and will update County Committee at next meeting.
5 (c ) / Branch Visits / Need for County Committee to visit branches to demonstrate support and encourage lack of separation from County Committee / All County Committee members are requested to complete two visits to branches per year and update MC on visits completed.
Item No. / Title / Details / Action
5 / Reports Continued
5 / County Membership Representative Report (PD) / N/A / N/A
5 (d) / Branch Membership Enquiries / Branches need to be encouraged to deal direct with Head Office – new team in place. / MS to include in letter to branches.
FH to encourage and escalate to PD if no response to branches from Membership Services or complex issues who will aim to assist.
5 (e) / LOMAS Update / Head Office working on updating LOMAS / PD will update branches, FH & County Committee on progress when received.
5 (f ) / Terminology / Change of terminology from usage of word Welfare to support is in place and will continue, / County Committee members & FH to ensure positive message is given to branches on change.
5 (g) / Pilgrimage 2018 / RBL has been given approval to use funds for the Event.
Branches will be able to nominate two people.
Can Fundraise for Pilgrimage - any collections must be labelled specifically.
County Committee will consider contributions to branches on an individual basis.
Branches will be in receipt of a pack during this year. / MS, MC & FH to update & branches when Formal Launch information is available and will update committee on next meeting on progress.
County Committee members to make branches aware of information so far and that Formal launch packs will be sent to branches.
5 (h) / Standard Bearer Training / Parade Marshal Training needs to be renewed every three years when available. / BM to contact David Brown for information of training available.
5 / Area Manager’s Report - AM / N/A / N/A
5 (i) / Appointment of new MSO / Confirmed as Fiona Hedges – recruitment selection completed by two external Area Managers with MS as advisory on panel. / MS to include details on communication to branches
Item No. / Title / Details / Action
5 / Area Managers Report Continued - AM
5 (j) / Appointment of new Area Administrator / Interviews taking place on 2nd May 2017 / AM to update County Committee via MSO when appointed
5 (k ) / Branch Community Support / Good progress by MC in forming new BCS Committee / MC to update AM & County Committee on progress at next meeting
5 (l) / Advice & Information Officers (AIO) – Wiltshire & Somerset / Area has gained budgetary cover to increase a 0.3 AIO Post to 0.5 there will be a resort of disposition of AIO’s across the Area to better serve South Wiltshire & BANES. / AM is ensuring no impact of cover around Tidworth & Tedworth House
AM will update County Committee at next meeting.
5 (m ) / Wiltshire Council – Covenant Bid / Successful in a combines South-West Regional Bid for covenant Funding under priority 3 to include £190,000 to enable front line staff training. / AM to update committee on any further relevant information when received.
5 (n) / Wiltshire Council - Homeless Veterans Task & Finish Group / Introductory Meeting held with AM / AM will update committee through County Management BCI Management Group when further details available.
5 (o) / RBL External Branches / Home Start & Supporting the Elderly / FH to forward details with minutes to County Committee Members.
5 / Membership Support Officers Report - FH / N/A / N/A
5 (p) / Working Locations / Currently Swindon Area Office & Tidworth
FH sent introductory email to all branches. / FH will update County Committee and Branches as progresses.
5 / County Treasurer Report - DW / N/A / N/A
5 (q) / Account Statement / Issued to Committee Members / FH to send with minutes
5 (r) / Annual Budget Grant request to Head Office / Will be completed in May / DW & FH meeting to complete.
County Committee voted to delegate to MS to sign off.
PD to send any training costs to FH & DW
Item No. / Title / Details / Action
5 / Reports Continued
5 / Fundraising Report – FD / N/A / N/A
5 (s) / Community Fundraising Report / Newsletter Issued / MS to meet with FB in April – will update County Committee at next Meeting
FH to send Report with minutes when received.
5 / Women’s Section Report - MN / N/A / N/A
5 (t) / Update Report / No report received / FH to send to County Committee if any updates received.
MN to update County Committee at next meeting if any matters arising to report.
6 / CCSC & Almonisation / N/A / N/A
6 (a) / CCSC / Progress is good on set up of CCSC / MC to update committee at next meeting.
County Committee to encourage Branches to support BCS Project & sign up by branches.
6 (b) / Almonisation / No request received / DW to update MS when request received & County Committee at next meeting.
7 / County Elections
7 (a) / Informing Branches / Branches to be made aware they can nominate.
MS & MC are re – standing for current positions on County Committee. / County Committee Members to make Branches aware of both points.
7 (b) / MSO & County Chair Input / Election Paperwork will be sent to branches for annual Conference Elections / FH to work with MS to coordinate elections
Item No. / Title / Details / Action
8 / County Budget
8 (a) / County Budget / Grant request needs to be submitted / FH & DW to meet and submit to MS
9 / Dedication of New County Standard
9 (a) / Place where previous County Standard will be laid up / Proposed – Salisbury Cathedral during 2018 County Parade / Proposed: BM
Seconded: AW
Carried
10 / Seminar -3rd June 2017 – Tedworth House
10 (a) / Progress of Seminar Plans / Emma Stevenson attending to give talk on BCS Project / County Committee to encourage branches to attend.
CS to email MC details of any attendees.
11 / Any Other Business
11 (a) / Branch Visits / County Committee Branch Visits – Requested to complete two per year. / County Committee Members requested to inform MC details of branches visited.
11 (b) / Repair of Trophies / Covered in Agenda Item 3 (Minutes of Previous Meeting - Pg. 10 – Item 31) / As per Action Point Pg. 3 of current Meeting.
MS, MC, CS to arrange to meet when costing complete.
11 (c ) / Standard Bearers Competition – 2nd September 2017 / Competition taking place as planned / CS – Organisation of Judges
BM to let County Committee any support needed via MS
MS, MC, FH to attend.
11 (d) / Dunkirk Memorial House / Tour Visit requested / County Committee to organise & discuss trip at next meeting.
11 (e) / Bank Signatories / New signatory required / DW to get new forms for FH
11 (f) / RAF Lyneham Open Day – 17th June 2017 / Open Day Event in Lyneham / BK to send FH details who will distribute to branches
11 (g) / Cotswold Booklet / Issued to service families – RBL profile not high. / FH to pass onto Paul Osbourne

Date of next meeting – 29th July 2017

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