Rotherham Volunteer Coordinator Network – Thurs 18th May 9am-12Noon at VAR
Goodbyes: Tracey Harrison-Marr, Rachael Moss, Simon Pugh, Jeanette Walker ()
In attendance
Alison Thorp VAR (Chair) – VAR, Sue Wakefield - Doncaster Children’s Trust, Lisa Porter - SY Police, Mel Marshall - Crossroads Roth, Emma Vizor – Crisis, Tracy Wright – REMA, Sue Butler - SYFire & Rescue, Neil Leatherland - Scout Active Support Unit, Terry Lowell - Bluebell Wood Children’s Hospice, Jane Kidd - Live Inclusive, Annette Marshall - RMBC Right 2 Rights Service, Rachel Neale – VAB, Jo Farey - Rotherham NHS Foundation Trust, Kerry McGrath – VAR, Fiona Martin – Tassibee, David Woodward - Rotherham Hockey Club, Colleen Ashton - Feed our Communities, Kathryn Wild - Age UK Rotherham, Charlie Pearson – YAA.
Apologies
Rachel Walker - Don Catchment Rivers Trust, Jodie Bridger - Yorkshire Sport, Jean Clarke - Rotherham Hospice, Simon Pugh - The Learning Community, Karen Minors - Homestart SY, Ester Htoo - Red Cross, Rachel Cooling - Red Cross, Penny Vassa - Rush House, Katie Mapplebeck - Active Rotherham, Kevin Quinton - Shiloh Rotherham, Julie Hodgkinson - Rush House, Emma Scott - YAS
Sandra Tanser - Acorn Ministries
Minutes
Michelle Scholey - VAR
- Volunteer Centre News
AT spoke about forthcoming training opportunities:
-Free Alcohol Awareness training Wednesday 24th May 10am-12noon at VAR
-Free Peer Coaching for VManagersThursday 15th June 10am-1pm at VAR
-Free Peer Coaching for Volunteers Thursday 29th June 10am-1pm at VAR
KM reminds Volunteer Coordinators that the Kitemark Quality Award panel will next meet Monday 5th June.KW has kindly agreed to join the Kitemark panel.Places are still available to book on the next Workshop.
-Rotherham Volunteer Kitemark Free Workshop Thursday 22nd June 9.30 am at VAR
Also places are still available on:
-Motivating and retaining volunteers Wednesday 19th July 2017 10:00 am at VAR
Places are still available to book on the VAR website:
AT also informs of upcoming events:
-Introduction to Queens Award for Voluntary Services and Duke of York Award Monday 19th June.
-An audience with … the Duke of York Community Initiative Thursday 7th September 10am-12Noon at VAR. This session will look in detail at the form itself.
To book your place please contact Sarah Kelly Tel: 01709 834467 or Email: .
AT spoke about Training Tracker; which on this platform are free on-line training modules. Contact Allison Carr for more info Allison will need your name, org/group, position and email address to set up login details for you/members of your team.
The Health Volunteer Ambassador Project has a new menu of activities. AT with the support of a small team of Health Ambassadors has developed a series of light touch activities which can be used to engage staff, volunteers, service users and members of the public in health messages. To discuss how we might be able to link up and add value to your service please contact Alison Thorp 01709 834462.
- Spotlight on Good Practice
Spotlight on Good Practice was spoken about as a group. Coordinators had ideas of items to look at in the future:
-Gift Aid is something that would be useful as this may encourage volunteers to claim their expenses where at the moment some volunteers are not asking for reimbursement.
-Volunteer Handbooks is another suggestion which coordinators would find useful.
Action: AT to add Gift Aid to the agenda of the next meeting and to add Volunteer Handbooks to the agenda of the September meeting.
AT reminds Coordinators of the Free Press Release:Alison would welcome interest from members who might like to take advantage of the ‘Volunteer Spotlight’; a fairly regular volunteer good news story in the Rotherham Advertiser.
Coordinators are asked to pass on news/case studies/good practice ideas to Allison Carr for inclusion in the VC Bulletin (every 6 weeks).
- Sign in, Refreshments and welcome introductions.
AT read apologies and those attending were introduced.
A New Network List is available, AT received permission to share this information.
AT informs of staff changes:
-Jodie Bridger will replace SP as Volunteer Coordinator for Yorkshire Sport Foundation.
-Jean Clark has taken over the role of Volunteer Coordinator for Rotherham Hospice
AT read through the previous minutes and matters arising.
Duke of York award holders in Rotherham are announced as:
- The High Street CentreRawmarsh
- Rotherham Parents Forum Limited
- Volunteer Team at Rotherham Hospice
- The Rotary Club of Rotherham Sitwell
- Voluntary Action Rotherham
- Rotherham United Community Sports Trust
- Grey MatterTodwick
- Friends of Ulley Country Park
- Bluebell Wood Children’s Hospice
TL (Bluebell Wood) spoke about their experience of the assessmentprocess. There are 500+ volunteers at the Hospice and getting to grips with terminology from the form was a little tricky at first but once understood the form was very easy to complete. The panel visited the organisation and were very thorough. Bluebell Wood also has the Queens Award should Coordinators wish to hear of their experience of this application.
KW (Age UK Rotherham) shared her experience of supporting a small group to apply. The application was two days work, the process was straight forward and the site visit which followed was very thorough. The group went on to achieve the award and Age UK are very pleased with this outcome.
AT invites KW and TL to join the Introduction to Queens Award for Voluntary Services and Duke of York Award Monday 19th June to share experiences.
Action: KW and TL to confirm attendance with AT by email: or telephone 01709 834462.
- The Big Walk 2017 Update on Developments
Paper copies of the walk route are provided to Coordinators. The route this year is changed and key times and venues are clearly marked.
Action: AT to circulate the route map electronically and request any suggestion for change to be forward to AT as soon as possible.
Coordinators spoke about numbers who will attend The Big Walk. AT reminds colleagues that places need to be booked before 12noon Friday 2nd June. SW updated the master list as the Volunteer Coordinators verbally provided further updates.
Coordinators wish the event to be inclusive, to cater for those who wish to attend but not walk such as disabled people or people participating in Ramadan, there is the option to join at the Minster without need to walk.
Action: AT to mailshot all network members about the walk.
KM spoke about the stall that will be available in All SaintsSquare for joint publicity on the day of The Big Walk from 9.00 am – 2.00 pm.
Action: KM and FM to set up the stall 09.00 – 09.30
Slots for promoting volunteer organisations are available and verbally booked during the meeting:
-9.30 – 10.30; VAR, Tassibee, Rotherham Hospital, Yorkshire Ambulance, Rotherham Scouts
-10.30 – 11.30; Crisis, Children’s Rights, SY Police
-11.30 – 12.30; Age UK, Crossroads, REMA
AT asks for Volunteer Managers to support blowing up balloons and generally setting up the Minster from 09.00 am. Also if organisations wish to promote their service within the minster via a role up banner, Volunteer Coordinators are asked to bring the banner to the Minster on the day and take the banner away once the event is over.
KW informs Coordinators that there will be a board to promote volunteering. There will be quotes from volunteers placed in speech bubbles to show success stories.
Action: Coordinators are asked to forward appropriate quotes from volunteers to be shown on the board to KW by email:
There will be a display board in the Minster from 31st May. Volunteer organisations are welcome to add literature to this display area promoting their service.
KW informs that twitter will be used closer to the event date to keep use of the # tag#volunteerwalk.
Coordinators spoke about #iVolunteer, this is a noted source of documents, banners and bunting which could be useful for national links. AT further adds that the national profile can also be enhanced by the Facebook page: page shows quotes, pictures and what is happening.
Action: Coordinators are asked to ‘like’ the Network Facebook page to increase momentum.
KW and AT talked through the schedule:
-12.00 – 1.00pm Registration at the Minster
-12.50 Walk begins
-1.00 pm The Mayors speech at All Saint Square
-Walk continues to the Four Clocks where the procession will pause
-2.00 returns to the Minster for guest speakers and cake
Joining at the event will be:
-6 Mascots (5x Mears apprentice and 1x emergency service) and buddies
-First aiders
-Mounted police
-Piping Band
Action: TL to provide a further mascot outfit to represent Bluebell Wood, along with a brief description about the service. AT to arrange for a person to wear the mascot suit.
Action: Coordinators are reminded to inform volunteers, there will be light refreshments at the Minster, however attenders will need to arrange their own lunch, as this will not be provided. Also organisation banners and leaflets are not to be brought on the actual walk.
Actions:
-PV to support with providing cake
-SW to support with bringing buns
-Staniforthsare hired to provide a cake
-Coordinators able to bring healthy or gluten free options are asked to update AT as soon as possible
KW informed the group that there will be a twitter wall and selfie wall set up on the day. Coordinators are asked for support with display features.
Action: EV to support with decorations for the minster.
Action: SB to enquire if the SYFR motor bike may be used to stand on display at the stall.
To inspire participation the VAR website is showing highlights from last year’s event. The webpage has links for further information and space for voluntary organisations to add logo’s.
Action: AT to arrange for Coordinators within the working group to wear orange high visibility vests making these people visible to direct questions on the day.
Action: Leaflets and flyers will be printed for the event to promote volunteering and dissuade any perceptions the event may be a march. JA to support with design.
Coordinators spoke about the programme available in the previous walk and agree this was not helpful. AT removes this item from the plan.
AT presented examples of sashes for volunteers to wear, event card, sweets and wrist bands that are all designed in the countmein theme. Coordinators approve the items for use to promote the event.
AT asks Coordinators to consider volunteers who may wish their own stories to be made public in promotion of volunteering. This will be made available to the press and public on Facebook:
Action: Coordinators to email AT or AC with details of suitable volunteer stories.
Action: Coordinators to consider volunteers who are confident and willing to speak at the Minster. Any ideas for speakers to be forward to AT.
Action: TW to provide extra display boards for use at the Minster.
Action: AT to investigate parking options and circulate information before the event.
AT provides a paper copy of the volunteer month calendar and offers elaboration. Further information about events and how to book is available in the VAR website.
Action: KM to forward times of the workshops available to EV
- Presentation by The Learning Community VM3 Certificates
Simon Pugh sends his apologies; the VM3 Certificates are to be presented at a later date to be determined.
- Using Social Media To Recruit Volunteers
The Volunteer Connect website is a huge success, numbers of enquiries are increasing and move of traffic from the Do-it website has been positive.
VAR have a new volunteer with media background, who once a week updates Facebook with posts timed to appear all week. The reach has been huge and profiles are being raised.
Action: Coordinators who wish to include information on the Volunteer Centre Facebook site to email KM.
Coordinators spoke about recruiting similar volunteers or using Facebook within their own organisations and what this might involve:
-Trust needs to ensure organisation pages are not linked to personal pages
-Manage pages to view who has posted information
-Quotes and experiences can be saved as picture format to post
-Useful to show appreciation of volunteers
-To opt to increase Facebook reach there are fees
-VAR are able to publicise sector events with plenty of notice
-Posting during the evening can increase reach however there is more traffic at this time
-Link Facebook to Twitter e.g. with Toot suite
-Use Canva.com to create posters, headers, use stock photos, layout and download as pdf or JPEG to post on social media.
-Follow colleague pages to highlight roles
-Identify the writer to increase following of those who identify better with the audience e.g. through casual language
-Police postings by implementing a social media policy and check settings to ensure personal pages are not linked
-Filter the audience with 13+ or 18+ where postings are not suitable for viewing by younger people
-Check the feedback by looking under the insight tab at views and likes
-Keep passing information between colleagues to help better utilise social media
- International Volunteer Managers Day Sunday 5th November
AT provided copies of the draft agenda; for the Extended Network meeting,Tuesday 7th November 9.00 am – 3.00 pm.
Coordinators spoke about how to best use the time:
-Claire Tester from RMBC Directions Team to lead a re-fresh of the Peer Coaching input and give members another opportunity to practise/hone their skills
-KW offers a creative writing workshop
-CP is interested in stress at work
-Yoga or seated exercise
-Mindfulness
-SY Police have a colleague able to speak about personal safety
-KW would like to invite Ray Matthews who ran 75 marathons at age 75 to speak about motivation
-Potentially invite Khan Wilding to speak about experiences of volunteering nationally
-Would it help to postpone alcohol awareness
-KW asks if there is funding available to pay for guest speakers
-What capacity is there for running simultaneous sessions to cater for those only able to attend for a short time
AT suggests using the morning session for formal content, such as guest speakers and peer coaching. The afternoon session is to be a more casual session to wind down, including stress management, mindfulness and exercise.
Action: Coordinators must book through AT for a morning, afternoon or full day place.
- A.O.B and future topics
-The Big Walk evaluation
-Developing a Social Media Policy
-Email code of practice
-EV is producing a national package for volunteer policy and training and would like to share current ideas to produce a uniform document. Suggestions of support are looking at training tracker and the dementia awareness national policy for ideas.
Action: Coordinators to update AT who will attend the next meeting and The Big Walk.
- Date to remember
The BIG Volunteer Walk Tues 6th June 12Noon-3pm Rotherham Town Centre
- Next Meeting
Wed 19th July 2017 9am-11am Crisis Skylight SY office, Manvers
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