Funding and Development Team Annual Plan APRIL 2009 TO MARCH 2010
Funding and Development Team Annual Plan
April 2009 to March 2010
Contents Page Bolton CVS - Our General Aims
4
Summary
5
Funding and Development Team Structure
6
Our Work 2009-10 / Lifecycle of a Group
7
Support Available from the Funding and Development Team
8
Future Focus
10
Overall Aim & Output
11
Funding & Development Team Outcomes
12
Development Priorities April 2009 to March 2010
14
BIG Bolton Fund Grant Delivery 2008/9
19
African Partnerships Event
20
Funding and Development Team Away Day 15th June 2009 Initial Report
30
Funding and Development Team Annual Plan
3
April 2009 to March 2010
Bolton CVS
Bolton CVS was established in February 1990 and is a registered charity and a company limited by guarantee. Bolton CVS currently has a membership of over 300 voluntary and community groups and is in regular contact with over 1,000 local groups through its bi-monthly newsletter, Jumbo, and a range of networks and forums.
Bolton CVS is managed by an Executive Committee which consists of nine directly elected representatives of member groups, the Honorary Treasurer, a representative of Bolton MBC and up to three co-opted members.There is also a sub-committee responsible for Human Resources. Bolton CVS is annually funded by Bolton Metropolitan Borough Council to support the core work of Bolton CVS. CVS also receives funding from a range of funding sources including BMBC Adult Services, Neighbourhood Renewal, the Big Lottery Fund, East Bolton Regeneration and Bolton PCT. promote voluntary action throughout the borough of Bolton in order • toTo meet the needs of the community; provide information, advice, training and support to local voluntary and • Tocommunity groups; assist new voluntary and community groups to set up and support • Toexisting groups to develop and expand; To encourage voluntary and community groups to make their voices heard • outside their own organisation and provide a channel of communication; actively engage in partnership working for the benefit of voluntary and • Tocommunity groups and the borough as a whole
Our general aims are:
In order to meet our aims, Bolton CVS delivers a number of services, activities and projects across key teams. One of the key teams delivering against our organisational aims is the Funding and Development Team.
Funding and Development Team Annual Plan
4
April 2009 to March 2010
Summary
The Funding and Development Team has undergone a period of continual development and change in 2008/9. In 2008 Bolton CVS made a commitment to developing and implementing an outcome focussed approach to all of the work across the whole organisation.The Funding and Development Team have taken a lead on this work, investing heavily in training in outcomes for the entire staff body across CVS and developing the unique position Outcomes Champion for the North West who is leading support for groups in developing their own outcomes and is linked into the Charities Evaluation Service Outcomes Project.
As a direct result of this investment and commitment the Funding and Development Team Plan for 2009/10 is heavily focussed on outcomes, evaluation, development and improvement.This focus crosses our entire range of services to local voluntary and community groups in Bolton, as demonstrated by delivery in 2008/09 of:
issues of the information packed newsletter,‘Jumbo’, each with a circulation of • Six over 1,500 copies. groups receiving support in 903 sessions of support and advice from Funding • 494 Advice Sessions one-to-one sessions with organisations to look at their governance and • 59provide information, support and advice in developing management committees, Training and advice to help organisations to develop their skills in looking for • funding sources and how to apply for funding and support was provided to 58 organisations to enable them to • Advice effectively apply for Creating cleaner Greener Communities funding Sustainable Groups Project has worked with 56 groups focused mainly on • The group development issues including funding advice and support to complete enabling the groups to deliver their services more effectively
funding applications; help with establishing aims and writing constitutions; developing management committee skills; supporting groups to manage their meetings effectively; book keeping skills and putting financial systems in place; developing publicity skills; support to find appropriate venues; developing long term plans with groups to help them become more sustainable; providing information on appropriate policies (including health and safety, risk assessment, insurance, child protection, and payment of volunteers’ expenses) and working with groups on their legal/charitable status.
Funding and Development Team Annual Plan
5
April 2009 to March 2010
Bolton CVS has administered a wide range of grants to voluntary and community • groups working in Bolton (full schedule in appendix 1).A total of 263 grants have
of the groups receiving grants received support from the grants team • 100% before, during and after the grant process.This work involved following up groups been successfully administered worth £360,759.66
who received grants administered by Bolton CVS to ensure we received information about how the money had been spent and what the outcomes and benefits were for people in Bolton.
The Funding and Development team offers support, advice, information and training to a broad range of organisations in Bolton at any stage of their development cycle -
Funding and Development Team Structure FAD Co-ordinator
Grants Co-ordinator
Grants Admin Worker
Grant Support Worker
BBF Endowment Worker
GCGC & Outcomes
Grant Support Worker (9 month fixed term)
Children’s Workforce Development Worker
Development Co-ordinator
Funding and Governance Advice Worker
Information Communication Worker
Key:
Red Text = Existing Post Green Text = Fixed Term Post to cover for absences within team Grey Text = New Posts Required external funding to be raised during 2009/10
Funding and Development Team Annual Plan
6
April 2009 to March 2010
Our Work 2009/10
The BIG Bolton Fund will be delivering a range of 15 grants through our grants programme in 2009/10.We will continue to offer funding advice, pre-panel assessments on funding bids and support with financial management and monitoring to all applicant groups.
The Funding and Development team will also continue to offer infrastructure support, advice, information and training to a broad range of organisations in Bolton at any stage of their development cycle (see diagram) - Building the capacity of groups in order to support a stronger Third Sector in Bolton.
Bolton Community Network and Volunteer Centre can offer support to individuals who want to be more involved in their community, neighbourhood and local democracy.
wants to get involved idea for a group
Join/ start new group
informal group
legal entity/ formal group
establishing
share learning/ skills
developing retire
GROUP
delivering
reviewing
dissolving
LIFE CYCLE OF A GROUP
The Funding and Development team at Bolton CV can help your group at any stage with a tailored package of one to one advice, support, information and training.We may also be able to offer specialised consultancy services to help your group with a specific issue.
Funding and Development Team Annual Plan
7
April 2009 to March 2010
Support available from the Funding and Development Team Setting Up
Specialist Support & Consultancy
Developing Vision
Dissolving a charity/company
Volunteering
Bank Accounts
Commissioning
How to get involved
Developing Aims
Participating in Local democracy
Legal Status
Developing Mission
Representation
Roles and Responsibilities
Quality Standards
The Funding and Development Team at Bolton CVS can help your group at any stage of development with a tailored package of support, information, advice, training and funding. We may also be able to offer specialist consultancy support to help with specific issues.
Outcomes
How does it all work?
Procurement
Tendering
Core Support (in red) is essential to the success of all organisations
Employing Staff
All support strengthens the sector
Legislation
Finance
Funding
Policy Development
Procedures
Networks & Partnerships
Planning
CVS Membership
Human Resources
Governance
Building Management
Insurance
Trading
Social Enterprises
Health and Safety Sustainability
Safeguarding Children and Young Adults
Funding and Development Team Annual Plan
Safeguarding Vulnerable Adults
8
April 2009 to March 2010
Support available from the Funding and Development Team
In 2008/9 demand for our services increased by approximately 40%.; we currently have a 6-8 week waiting list for Funding Advice Sessions and a 4 week waiting list for advice on setting up and constitutions. Waiting time across all support services with the sloe exception of information provision is anticipated to continue increasing in 2009/10.
We will emphasise support around the core ‘spokes’of an effective group (see diagram) and continue to provide further support to increase the effectiveness of local organisations to deliver their own services.
The Funding and Development Team work with emerging communities continues to be successful with a partnership event being held in February 2009.The report of this event is in appendix 2 of this document and has led to the development of a joint project being developed between Bolton CVS and Bolton Solidarity Community Association.
Funding and Development Team Annual Plan
9
April 2009 to March 2010
Future Focus
Funding for our development activities with emerging groups comes to an end in March 2010 and this, alongside increased demand for services means that fundraising for the team will be a priority in 2009/10.
Planning is in place for a strategic funding bid to the Equalities and Human Rights Committee as well as a further bid to BIG lottery under their reaching communities programme. A range of other funding options for a sustainable future will also be considered.
Recognising the need for changes to be implemented in order to meet our developing commitment to outcomes we held an internal review and quality planning day. This activity was an opportunity for us to reflect on some of the key external and internal drivers affecting our team, identify our strengths and weaknesses (see diagram) and commit to key actions for change. The Initial report of this session is in appendix 3.
Funding and Development Team Sustainability Self Assessment Self Determination
20 Delivery of Service
Organisational Culture
15 10 5
Outcomes & Quality
0
Planning
Skills for Sustainability
Financial Management Funding Base
Every action planned for 2009/10 is outcomes focussed and can be clearly evidenced for the dual purposes of review and reporting.
Our outcomes framework for the team is as follows:
Funding and Development Team Annual Plan
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April 2009 to March 2010
Funding & Development Team - Overall Aim To increase the capacity of Voluntary and Community Organisations (VCOs) to deliver services in Specific Aims To improve infrastructure of VCOs in Bolton
To improve relationship with other external organisations/bodies
To enable VCOs to effectively identify/access and apply for funding
Objectives To provide a comprehensive range of funding support services
To network/ liaise with relevant bodies
To deliver a range of local grants
To provide one to one development support
To provide information
To create an outcomefocussed approach across the VCS
To provide specialist training
Funding & Development Team - Outputs Objectives To provide a comprehensive range of funding support services
To provide one to one development support
To network/liaise with relevant bodies
To provide information
• • • • • • • • • • •
Output
• • • • • • • • • • •
One to one funding advice support Funding Forum Training ie filling in forms Written information ie grant flyers, funding advice pack Resources ie funding ref library Events and roadshows Grants administration
Group development sessions Training Signposting Ad-hoc email and telephone enquiries
Development of relationship with statutory bodies Development of relationship with all funders Development of relationship with third sector organisations Development of relationship with other Bolton CVS projects Jumbo Leaflets Website Library Events Forum updates Guidance
Funding and Development Team Annual Plan
• • • • • • • • • • • • • • • • • • • •
Output Indicators
11
• • • • • • • •
Number of groups advised Number of return visits Number of groups attending forum Number of groups attending training Number of groups using library Number of grants available Number of grant applications submitted Number of successful applications Number of sessions Content of training Number of evaluation forms sent out and returned Level of user satisfaction Extent of support received Number of enquiries received Types of support issues Number of funders FAD Team engages with Partnerships developed with statutory organisations Joint working activities with other Bolton CVS projects Number and type of networking/liaison activities Frequency of activities
Number of recipients of Jumbo Number of leaflets requested and sent out Types of information requested Level of information distributed Number of hits on website Number of visits to library Number of events and attendees Number of forums and attendees
April 2009 to March 2010
To create outcomesfocussed approach across VCS To provide specialist training
•
Output
Objectives
• • •
• • • • • •
Output Indicators
Delivery of training sessions and workshops
Grants outcomes forms (monitoring) One to one support from specialist consultants Training in specialist subjects
Number of groups receiving training and workshops Number of groups requesting information about outcomes focused approach Number of groups adopting outcomes focused approach Number of monitoring returns Number of groups benefited Range of areas of support ie book-keeping, strategic planning
Funding & Development Team Outcomes
To increase the capacity of Voluntary and Community Organisations (VCOS) to deliver services in Bolton. Specific Aims
1.To improve the infrastructure of VCOs in Bolton
Outcomes
Outcome Indicators
NAVCA Ref
Methodology
1. Effective governance mechanisms in place
la Effective systems in place
1.1
Membership Survey; observation; 1-2-1 evidence
2b Number of management committees with fully functioning officers
1.2
Self assessment; member survey; 1-2-1 evidence; service user feedback
3a Number of VCOs with engaged membership
2.1, 2.2, 2.3, 2.4
Network attendance; membership survey
3c Number of groups with plans in place to enable
2.5
1-2-1 & specialist support evidence; member survey
2.The management committees of VCOs have improved management skills
3. Increased capacity to meet their own and aims and deliver their service
4.VCOs will have initiated an outcomesfocused approach for their organisation them to be sustainable.
5.VCOs have adopted procedures and policies that inform practice
2.To improve relationship with other external organisations bodies engagement with multi-agency projects and activities
1.VCOs have improved relationship with external bodies and funders
2.VCOs have increased 2a Number of groups attending forums/area forums
3. Funders have increased confidence to engage with third sector
Funding and Development Team Annual Plan
2a Numerical strength of management committees
3b Number of groups recruiting new members and volunteers
2.2
2.5
Membership Survey; service user information, 1-2-1 evidence
VC figures; member survey
4a Number of groups that have attended outcomes training
Attendence sheets
5a Increased use of policies and procedures evidence
Evidence from training; membership survey; 1-2-1
4b Number of groups that have created an outcomes triangle
la Feedback from funders/satisfaction
lb Number of contacts with funders
2.1, 3.1, 3.2, 3.3, 4.1, 4.5, 5.1, 5.2
3a Increased number of funding streams available
3b Continuation of existing funding streams
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Evidence from training; membership survey; 1-2-1 evidence
1.4, 3.2, 4.1, 4.5, 5.1
Funder/partner survey Team evidence Forum sign in sheets
1.4
BBF programme
1.4, 3.3, 4.5
BBF Proqramme
April 2009 to March 2010
Specific Aims
3.To enable vcos to effectively identify/access and apply for funding
Outcomes
Outcome Indicators
4. Increased influence on quality of work of other agencies working with VCOs
4a Consistency of information and advice
4b Development of a professional network
NAVCA Ref
Methodology Membership survey; 1-2-1 spot checks
Sign up sheets; evaluations
5.VCOs have increased confidence to engage in commissioning
5a Number of funders offering commissioning tenders to VCOs
2.4, 4.5, 5.3
External Executive Funding Group; funder & partner survey
1. Increased effectiveness at fundraising
la & 3a Level of success rate to funders
2.3, 2.4
Grants review; member survey; SU feedback
2. Increased knowledge of sources of funding 3. Increased skills and confidence in successfully applying for funding.
4. Stronger relationships between funders and groups to secure funding 5. Improved/increased financial accountability
lb & 3b Level of involvement of development workers
1-2-1 evidence; caseload meetings; SU feedback; member survey
lc & 3c Level of skills in fundraising
2.2, 2.3, 2.4, 3.1
3e Level of applications submitted
1.4, 2.4, 3.2, 3.1, 3.2, 4.4, 4.5 2.2
BBF Programme
3g Reduction in number of groups needing intervention before panel
2.4
BBF programme
2a & 3d Number of groups attending funding advice sessions
3f Range of grants applied for
SU feedback; observation; member survey; grants review Sign up & evaluations
Grants review; member survey; SU feedback
4a Level of contact with funder
BBF programme
5b Good accounting systems
Observation; monitoring reports; traffic light system
5a Number of groups achieving green status within 12 months
Funding and Development Team Annual Plan
2.1, 2.2, 2.4
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Monitoring reports; traffic light system
April 2009 to March 2010
• • • • • •
Development Priorities April 2009 to March 2010 To increase the Funding and Development Team capacity and develop a three year funding strategy to ensure security of posts
To promote the work of the Funding and Development Team & Bolton CVS as a whole To improve communication, collaboration and networking amongst local VCS groups through co-working with Bolton Community Network To develop improved grants schemes, promoting the BIG Bolton Fund and identifying opportunities for new funds to distribute
To expand one to one & funding & specialist support available to groups by identifying gaps in provision and developing strategic approach to meeting identified needs
To continue the development of a quality standards framework for the team and implement outcomes monitoring.
Funding and Development Team Annual Plan
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April 2009 to March 2010
Key Area
Specific Tasks
• • • • • •
Deadline
The Big Bolton Fund Grants Delivery Development of The BIG Bolton Fund
Negotiation with Funders
• • • • • •
Quality Control
Group Work
• • • • • • •
Target
Outcome As a result of CVS activity the local Third Sector.-
- knows where and when appropriate funding is available
Grant review planning Form and guidance review Deadlines set for the year Review traffic light system Promote grants to local groups Promote grants to group workers
July’09 May’09 April ‘09 March ‘10 March ‘09
Annual Bi Monthly
Agree finances with funders Agree development time with funders Agree criteria and process with funders Keep funders informed of grants delivered via their fund Identify new funds to deliver Funder survey annually
As required
Per Fund
March ‘09
Annual
Meet contractual requirements Review process for equity and consistency Attend Assessment Panels Random pre-panel assessment checks Oversee VGA Training & Development
quarterly quarterly Random March ‘09 March ‘09
Sign off on quarterly Reports
- has a better understanding of how to develop an outcomes focussed approach
1 per quarter 5 per month
- has improved accountability for decision making
Support groups to submit high quality applications Support groups to achieve green on traffic light monitoring system
March ‘09
70% of applicant groups 50% applicants green within 12 months
- has increased effectiveness at fundraising
Funding and Development Team Annual Plan
quarterly
15
quarterly
- has improved financial accountability
- has increased confidence to apply to a range of sources - has better levels of outcome information and reports this to funders
- Benefits from working agreements, protocols and/or compacts with statutory and other outside bodies
- has improved financial accountability
April 2009 to March 2010
Key Area Liaison with partner agencies to promote effective work relationships
Specific Tasks
Deadline
Participate in External •Funding Executive Group
Monthly
Work with Strategic Funding •Team to set up and run group
June ‘09
workers multi agency group
• Engage with other local funders eg Bolton Council and
Target Bi monthly Launch in June 1 per quarter
May ’09
Bolton Community Homes
•
Identify opportunities for local 3rd sector organisations to influence local decision making
Link with the ideas group to •move the endowment
BBF Endowment Challenge
Work to SMART Action Plan •with support from CFN & CDF
•
Direct Group Work
As stated Mar’09
Recruit fundraising consultant to move match challenge forwards
Group Work
- has increased knowledge of sources of funding
- Has its views sought by key external agencies at all stages of a consultation process
- has access to more sustainable sources of local funding
March ‘09
•
Meet contractual requirements from funders
quarterly reporting
quarterly
Review and respond to •changing needs
March ‘09 As required
As stated 2 per month
Undertake needs analysis •with individual groups
At first contact
Identify and meet one-to-one •complex needs
•
Engage local 3rd Sector in consultation about needs
Funding and Development Team Annual Plan
- has stronger relationships with local funders
- Has access to appropriate and sufficient information to enable it to develop its own views about key issues and respond to consultation
Monthly
challenge forward
Outcome
16
As stated
- has effective governance mechanisms in place - has appropriate policies and procedures
- Involves a range of individuals in the identification of needs and solutions, including the VCO’s role in addressing needs, where appropriate
April 2009 to March 2010
Key Area Communication with Community Network and external partners
Specific Tasks
Deadline
Maintain close working •relationship with CN information Share •collection systems and data Develop joint working •practices Work with Strategic Funding •Team to set up and run group
March ‘09
workers multi aqency group
Quality Control relating to Development work
To co-ordinate our team contribution to Bolton CVS quality standards
June ‘09
Launch in June ‘09
June ‘09
As stated
March ‘09
As stated
Deliver briefings about •services available
March ‘09
1 per month
and take advantage •ofIdentify opportunities to promote
March ‘09
1 per month
Ensure that FAD Team •outcomes are linked to the
March ‘09
July 2009
CVS services
Quality Standards
Shared system in place
Ensure consistent forms used •across team Link data collection to •outcomes & quality standards Oversee consultation with •groups on their development needs
To promote the services available from CVS
Target
NAVCA quality standards
As stated
Outcome - has improved relationships with other organisations - Has increased influence on decision making that affects them - Reviews services in response to info about changing or emerging needs - have initiated an outcomes focussed approach to their work - Has increased knowledge of how to use quality tools and techniques to improve performance - have improved management skills - have increased confidence to engage e.g. in commissioning - Has access to appropriate and sufficient information to enable it to develop its own views about key issues and respond to consultation
- Has increased knowledge of how to use quality tools and techniques to improve performance
Implement regular review of •services with local 3rd sector •toWork develop quality focussed working
Funding and Development Team Annual Plan
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April 2009 to March 2010
Key Area
Team Planning
To ensure the Funding and Development Team has a planned approach to working To increase the Funding and Development Team capacity
Collaboration
Communication with Community Network and external partners
Ensure joint working opportunities are explored
Specific Tasks
• •
To develop an annual team action plan To develop individual work plans linked to annual plan, outcomes and other staff work plans
• • •
Develop a three year funding strategy Develop funding bids to a range of funders To ensure that each member of the team has opportunities for personal & professional development
• • •
Maintain close working relationship with CN Share information and data collection systems Develop joint working practices across local agencies
•
Work with Strategic Funding Team to set up multi agency group Identify joint working •opportunities at local, regional and national levels
Deadline
Target
- Reviews its services in response to information about changing or emerging needs
Nov ‘09 July ‘09
August ‘09 Sept ‘09
March ‘09
March ‘09
Outcome
As stated
Big Lottery
- Has more sustainable services from Bolton CVS
As stated
As stated
June ‘09
As stated
March ‘09
As stated
March ‘09
As stated
- Makes better use of scarce resources by sharing good practice, expertise and/or equipment, premises, etc, where possible
- is more actively involved in the development and operation of effective working partnerships
- Works more collaboratively and where relevant, forms partnerships/ consortia to address particular needs or tasks
- Has increased knowledge of current local and national developments affecting its work
- Is more actively involved in the development and operation of effective working partnerships
Training
To develop training opportunities for staff and local groups
•
Undertake training needs analysis of all staff
• CWD analysis for CYP groups Develop and deliver •specialist training for groups into
a programme for 2008/09
Funding and Development Team Annual Plan
June ‘09 May ‘09
March ‘09
Training program
2 per quarter
- Has increased knowledge, skills and qualifications in workforce
- Has increased knowledge of current local and national developments affecting its work
-Has increased knowledge of LIO and other available infrastructure support
18
April 2009 to March 2010
Appendix 1
BIG Bolton Fund Grant Delivery 2008/9 No. of Successful Grants
Breaks for Carers Grants Funded by Adult Services Bolton Council Round 18
Round 19
Total All Rounds:
Total Administered
15
£14,345.00
25
£21,515.00
27 14 21 62
£12,766.25 £6,505.00 £18,409.05 £37,680.30
10
£7,170.00
Health for Bolton Grants Funded by Bolton Primary Care Trust 07/08 Round 2 08/09 Round 1 08/09 Round 2 Total All Rounds
Creating Cleaner Greener Communities Grants Funded by European Funding Partnership and Safer Stronger Communities Fund Round 1 & 2 Round 3 & 4 Round 5 Round 6 & 7 Total All Rounds
6 10 5 2 23
£10,863.88 £30,905.52 £17,398.35 £2,691.21 £61,858.96
Bolton Vision Grants Funded by Neighbourhood Renewal Fund, Farnworth Neighbourhood Management and Great Lever Neighbourhood Management Round 1 Round 2 Round 3 Round 4 Total All Rounds
35 23 15 12 85
£76,004.64 £18,003.00 £12,668.68 £9,953.69 £116,630.01
Grassroots Grants Funded by the Office of the Third Sector in Partnership with Community Development Foundation Round 1 Round 2 Round 3 Total All Rounds
Funding and Development Team Annual Plan
26 31 11 68
19
Total
£48,525.00 £57,073.00 £17,477.39 £123,075.39 £360,759.66
April 2009 to March 2010
African Partnerships Event Held on 28th February 2009 at The Hub, Bold Street, Bolton Introduction
For the past 3 years, the Sustainable Groups Project managed by Bolton CVS has worked to identify and provide support to the many hard to reach and new and emerging groups in Bolton. During the last 18 months, we have seen a significant increase in the number of African groups setting up and becoming formally constituted community groups.The groups we have supported have included communities from Sudan, Somalia,The Congo, Mauritania, Ethiopia, Eritrea, Zimbabwe and Kenya. Although many of these groups share aims in terms of the activities they provide to their members, they also have unique identities and cultural traditions. Some of the groups are well established in Bolton and are experienced for example, in securing funding for and running a range of activities and services for their members. Other groups are very new and have few or no resources but may have skills and knowledge around issues like immigration, translation and creative arts. With this is mind we decided to plan an event with the aim of: a) identifying what resources, skills and knowledge existed amongst African groups; b) what groups needed in order to develop; and c) to explore the opportunities for collaboration in order to strengthen the capacity of groups. The idea for the event was also discussed at the GMVSS Diversity Steering Group of which Bolton CVS is a member.The Steering Group felt that the event was something they too could support and offered to provide funding to organise and run the day.
Funding and Development Team Annual Plan
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April 2009 to March 2010
Planning
As part of the preparation for the event, we identified a number of key partners who were also working with African communities.These partners formed the steering group for the event and were involved in the planning and decision making.The organisations involved in the steering group were :
• • • • • • • • •
Bolton Solidarity Community Association (BSCA) Refugee Action Bolton Gateway Project Refugee Action Manchester Bolton Racial Equality Council (BREC) Bolton New Unity Centre African Communities Association of Bolton (ACAB) Health and Care Together Bolton Community Network Bolton CVS
Several planning meetings were held to discuss issues including how we could meet our overall aims, suitable dates and times, potential venues, format for the day, budgets, promotion, targeting of the event to groups, potential speakers and interpreting needs.
It was felt that it would be beneficial to invite at least one speaker from outside of Bolton in order to highlight how other areas had developed partnerships and practice. Michael Carroll (Bolton Community Network) and Helen Tomlinson (Bolton CVS) also presented the idea for a workshop exercise using a card game as a method of identifying skills, knowledge and resources within groups.
It was agreed that the workshop would be facilitated by members of the steering group as they had an understanding of the exercise and of the needs of many of the groups that were to be invited.
After producing posters and information about the event, (please see Appendix 1) all partners took responsibility for promoting it amongst the communities they were working with.A Community Network Ambassador was also involved in promoting the event amongst the more informal church groups that she was in contact with. Other methods of promotion included : JUMBO magazine, word of mouth, email, direct mail outs and promotion within other networks, eg. Forum meetings. A French speaking interpreter was arranged for Francophone groups along with a Swaheli interpreter.A volunteer French speaker was also recruited through the Bolton Volunteer Centre.
The format for the day was discussed and 2 speakers were arranged and a workshop activity designed.
Funding and Development Team Annual Plan
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April 2009 to March 2010
The Event
The event was held at The Hub in Bolton, making use of the whole ground floor so that people had opportunity to move around, meet each other and talk.A total of 18 groups were represented including support organisations (please see appendix 2 for list of attendees). The programme for the day was split into 3 parts :
Part 1 : Introduction and Speakers Part 2 :Workshops Part 3 : Feedback
Part 1
The introduction, background and aims for the day were presented by Helen Tomlinson, Community Groups Support Worker from Bolton CVS.
The first speaker was Mr. Sheekh from the United Somali Bravanese Community (USBC) in Manchester who gave a presentation about the setting up of the United Somali Community Association. He talked about the history of the Association, the process of linking with other organisations and some of the barriers they had faced. He talked about the benefits that working together had brought not only to each group involved but also collectively.
The second speakers were Mandy Jelenje and Emery Pacifique from BREC in Bolton who gave a detailed presentation on the planning for the Black History Month event in 2008.The event involved several partner organisations including community groups,African businesses, BRASS and Bolton University International Society.They highlighted the importance of having clear aims, commitment and effective communication between committee members and the importance of equality amongst partners.They concluded the presentation by highlighting the challenges for the future including sustaining partnerships.
Part 2
Following the presentations, participants were invited to split into workshops.There were 4 workshops, all using the same exercise. Each workshop had a facilitator and note taker to record any key points that came out of discussions. Participants were encouraged to join workshops with people they didn’t know to enable them to get a better overview of each other’s work. One group with a French interpreter was made available for Francophone groups. In the workshops, groups were asked to consider :
a)
What resources we already have What resources we could share Potential barriers to sharing Solutions
Funding and Development Team Annual Plan
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April 2009 to March 2010
b)
c)
d)
What resources we need Top 3 priorities Barriers to getting these resources Solutions
What skills and knowledge we have What skills and knowledge we could share Potential barriers to sharing Solutions
What skills and knowledge we need Top 3 priorities Barriers to getting skills and knowledge Solutions
The exercise was done using cards with pictures to accompany text, eg. computer, printer, website, transport, public speaking, youth work, ESOL, translation, etc. Facilitators and note takers supported participants in each group to consider the questions being asked in the exercise and invited them to stick the cards that were relevant to their group under appropriate columns on large pre-prepared sheets of paper.
Following the workshops, participants were invited to circulate around the different workshops to look at what each group had identified and to discuss with facilitators any key issues or potential matches for needs. (Please see appendix 3 for workshop feedback).
Part 3
After the workshops, Michael Carroll from Community Network invited feedback on the workshop including any learning or potential for development of partnerships. Groups identified several priority needs including : Funding Somewhere to meet/venues Support with immigration issues Support around safeguarding and CRB checks
•
Issues identified in discussion:
•
It was recognised that many people had skills and knowledge, but many of their qualifications were not recognised in the UK as they were gained in other countries Lack of resources in many groups
Funding and Development Team Annual Plan
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April 2009 to March 2010
• • • • • • •
Securing funding
Developing policies, eg. Health and Safety and Child Protection Obtaining CRB checks
Obtaining appropriate insurance Time constraints
Groups are often given conflicting advice particularly around immigration issues and find it difficult to keep up to date with new legislation
Solutions identified in discussion:
• • • • • • • •
Training : First Aid and Food Hygiene training is available free at the New Unity Centre.The Red Cross offer free First Aid training. Children and Young People’s Workforce Development training.
Develop links with the Volunteer Centre who have volunteers with language skills and may be able to support groups with translation/interpreting.
Use of existing networks to share/promote/gather information, eg. Refugee Forum,Third Sector Forum, Funding Forum,Volunteer Forum, Health and Care Forum. BAND offer CRB checks free to volunteers
Rent-a-Desks available at the Hub.These are rented out to groups who are looking to develop but need an office space – computer and phone are included.
A central point where groups can access up-to-date information – CVS has a resource library which contains lots of useful information including resources on group development, funding and community work. Matching/exchanging skills – larger groups ‘mentoring’ smaller groups.
It would be helpful to have a Community Network Ambassador from the African community with language skills who could support some of the new and emerging groups. Use groups who have specialisms – don’t try to do everything.
Closing remarks were made by Ibrahim Ismail from BSCA who summarised the key points from the day and thanked everyone for participating.A Libyan lunch followed.
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Summary of Findings from Workshop Exercise (Please see Appendix 3 for spreadsheet) Resources
Many groups have resources, however due to practicalities, eg. items based in offices, insurance and access issues, many groups felt it would be impractical to share them with other groups. It was also highlighted that due to lack of information, many groups did not know what resources other groups may have to offer.
There were however, a number of resources identified that groups could potentially share. For example, 4 groups had sports equipments and 3 had musical instruments that they were able to share with others.This was a potential match for 4 different groups who identified a need for both sports equipment and musical instruments.
Other themes identified in the exercise included the need for IT equipment (4 groups), volunteers (2 groups), a venue (5 groups) and a sewing machine (6 groups). The major barriers to obtaining resources were a) funding, with the majority of groups stating this during the exercise; b) disabled access venue and c) time.
• • • •
There were however a number of solutions identified :
Groups could have booking systems whereby they can loan items. Charge deposits to ensure items are returned. Advertise their resources – either offers or needs – in JUMBO and at the Refugee Forum. Develop a matching system between groups.
Skills and Knowledge
Many participants had skills, knowledge and experience in a number of different fields.These included : organising events; dancing and singing, teaching and training skills, experience of dealing with immigration issues, arts and crafts skills, IT knowledge, playing musical instruments, written English and providing information and advice.The most common skill that participants had was interpreting with the following languages identified : Somali, French,Arabic, English,Amharic,Tigri and Oromo.
There were significantly fewer skills and knowledge needs compared to resource needs.Those identified were : public speaking skills (2 groups); immigration knowledge (1 group); arts and crafts skills (2 groups); book keeping skills (3 groups) and IT training (2 groups).The main need was for First Aid training (5 groups with 1 group this being their first priority).
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A number of issues were identified as barriers to sharing skills and knowledge.These were :
• • • • • •
Lack of venue to meet with other groups Qualifications not recognised in this country Time Funding to develop projects Communication issues Groups not aware what skills exist within other groups
Potential solutions to these barriers included : Developing a skills and knowledge ‘exchange’ Use JUMBO to advertise needs and ‘skill offers’ Peer learning network More work with volunteers with language skills
The key barrier to groups developing their skills and knowledge was again funding along with lack of information. Other issues identified were:
• • •
Access to training Motivation Inadequate translated information
A number of potential solutions were identified :Training available from Red Cross, CVS, Refugee Action, MRSN, NUC and BSCA. Funding advice available from CVS.
In addition to the skills and knowledge cards used in the exercise, a number of participants highlighted other areas where support was needed.These were :
• • • •
Development of leadership skills Knowledge of and involvement in existing networks Safeguarding and Child Protection issues including how to obtain CRB checks Development of group policies
Our learning and recommendations for future events
A full day would have been better, it was felt that “there was too much information and too little time.”
More time needed to be allocated to the workshops to enable the task to be completed by everyone and for discussion time.
Need to ensure that events start on time so that people with child care and other personal responsibilities do not have added time pressures.
Need to canvass attendees in advance regarding need for an interpreter. More time for informal networking. Funding and Development Team Annual Plan
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Resources used in workshops and handouts could be prepared bilingually (ie. English and French) in order to save time translating.
More interpreters were needed to cope with the amount and level of information discussed.
It would have been helpful to have all the speaker’s presentations in advance so that the interpreter could prepare beforehand. Speakers and facilitators needed to pause more in order for the information to be interpreted.
It was felt that another event or day would be needed in order to discuss findings and explore opportunities for collaborative working further.
Conclusion
There was a general feeling amongst participants that the day had been beneficial and very enjoyable. People commented that having the opportunity to network and learn about each other’s work was very important. It provided the time to explore ways in which groups could work collaboratively and discuss opportunities for sharing often scarce resources. It was felt that the day also highlighted the wealth of knowledge and skills within communities and that groups would benefit from another event to discuss ways of identifying and sharing this information.
It was agreed that there was a need for another event to present the findings from the day and to look at options for moving forward with ideas. Helen and Michael would prepare a written report from the day and send this out to all participants.
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Appendix 2 Promotional flyer and invitation to the event
African Groups… Share and be Stronger! You are invited to a ‘Working in Partnership Event’ at The Bolton Hub, Bold Street, Bolton, BL1 1LS
• • • •
Saturday 28th February 2009 9.30 am until 2.30 pm
Come along and tell others about what your group does.
Find out how you can share resources, skills, knowledge and expertise with other groups in order to make your organisations stronger. Come and hear about how groups have successfully worked in partnership with others.
Find out how your group can benefit from services already on offer in Bolton. Free lunch at 1.30 pm. French Interpreter will be available. Limited to any four members of your group. If your group would like to attend this event please contact Helen Tomlinson on telephone 01204 546017 or Email: helen@boltoncvs.org.uk This event is being organised in Partnership with: Refugee Action, African Community Association of Bolton (ACAB), Bolton Solidarity Community Association (BSCA), New Unity Centre, Bolton Racial Equality Council (BREC) Bolton Community Network and Bolton Community and Voluntary Services (CVS). Kindly funded by: Greater Manchester Voluntary Sector Support
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Appendix 2 List of groups represented: Congolese Community Association New Eritrean group United Gtr Manchester Oromo Community (UGMOC) United Somali Bravanese Community (USBC) Somali Support Network Bolton MultiCultural Integration Group (BMIG) Horn of Africa Cultural Centre African Community Association of Bolton (ACAB) The Kingdom Fellowship Bolton French African Assistance (BoFAA) Juakali Women’s Craft Group Association of Mauritanian Refugees Bolton Racial Equality Council (BREC) Refugee Action Bolton New Unity Centre Bolton Solidarity Community Association (BSCA) Bolton CVS Bolton Community Network Health and Care Together Interpreters : Sue Leschen Ian Jameson Ken Waiganjo Caterer : Azeldin Sharif Appendix 3 Workshop Feedback : Please see spreadsheet overleaf.
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Appendix 3
Funding and Development Team Away Day 15th June 2009 Initial Report
The team away day was about mapping our work, being honest about what we are good at and what we need to improve, recognising that we are operating in changeable times where the need to provide evidence of our impact is growing ever more important and working together to figure out a way forward.
The day began with a mapping session looking at the development of voluntary and community groups as well as social enterprises.We looked at the stages a group may need support at and at the support available from within our team.The complete mapping exercise will form an appendix to the final report. In the second part of the session the team focussed on outcomes and the NAVCA quality standards.This was an opportunity to honestly evaluate our strengths and identify gaps in provision. Feedback from Away Day
% increase
Improved knowledge of what development support we can offer to groups in Bolton
83%
Understanding of which outcomes my work contributes towards
50%
Increased knowledge about the resources we have available and where to find them
66%
Confidence that we can evidence the impact of our work
66%
Understanding of how the NAVCA Quality Awards work
16%
Confidence in our systems for measuring effectiveness
100%
Confidence that our team works/will work seamlessly with the rest of CVS
83%
Confidence that our team works/will work seamlessly with one another
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What might this indicate?
That the away day has been a valuable tool for team communication
That some staff were more informed than others at the outset 50% of the team were already confident on outcomes
Mixed feelings about evidence possibly as a result of our current lack of consistency
A strong message has already been delivered about the Quality Award
Staff commitment to change is full. Team are motivated to introduce new systems
A small proportion of staff either lack confidence or already feels confident.This will need to be followed up with them during supervision.
April 2009 to March 2010
Specific comments from day:
I’m feeling positive that we are moving in the right direction.
I’d like us to review actions every 6-12 months and look at distance travelled This has been a great introduction to the work of CVS
Key immediate actions from the session include: Action
Issues
Responsible
Need to centralise information and resources
Info needs to be sent through to Heather who will arrange a team meeting to look at resources/ plan starter pack
All - Info to Heather by 1st July
Saskia to upload to intranet
All team
Sending service user evaluation forms after 1 session
Who to send? How do we organise this? Who to collate?
All team/Sumaiya
Begin using standard evaluation forms for events/forums/training
Diane has developed originals
Introduce a standard Health Check
Adopt the group agreement and use from today
Sending service user evaluation forms after 3 months
2009/10 Training Programme
NAVCA Self Assessment Toolkit
Develop a Development Starter Pack
Analyse our sustainability self assessment Clarify the life cycle of a group and support available
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Saskia to upload health check to Intranet and inform team
Who to send? How do we organise this? Who to collate?
To include C&YP, insurance, systems/policies, risk assess etc
Draft to be completed and circulated to team Team to contribute and forward to Saskia by Thursday Team to discuss content
Analysis of spider chart and areas for improvement
Develop a diagram detailing support identified via away day
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Saskia
All team/Sumaiya Heather to put on intranet
All Team Need meeting Saskia
All team All team Need meeting Saskia
Saskia
April 2009 to March 2010
The Funding and Development Team and the BIG Bolton Fund are part of Bolton CVS, a Company limited by Guarantee No 2615057 Registered Charity No 1003123
Funded and Supported by
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