Fergal McFerran (Committee ) Sophie Amos (Committee ) Jane Turner (Committee ) Anna McGivern (Committee )

Transcription

1 Minutes of: NaSFA committee handover Held: 14 th October 2014 In attendance: Jack Amos Hertfordshire (Committee ) Lucie Cook Portsmouth (Committee ) Sophie Hewitt Derby (Committee ) Andy King Warwick (Committee ) Sophie McKay MDXSU (Committee ) Edward Sainsbury Birmingham (Committee ) Claire Gilbert (Committee ) Rosie Hunnam NUS (Minutes) Apologies: Fergal McFerran (Committee ) Sophie Amos (Committee ) Jane Turner (Committee ) Anna McGivern (Committee ) NUS London office Welcome and introductions Rosie (RH) explained the structure of the handover using the Strategy to guide discussions and explain items with background to new committee. Edward (ES) to help with handover and explaining things, despite also being on new committee. NaSFA Strategy RH explained old strategy had been designed by committee and then adapted and updated this year. The strategy is split into Principles, Short-term goals and Long-term goals, and for RAG Conference the committee noted their progress against the goals. Please see Appendix for copy of this document. Key items noted and discussed: Meetings ES suggested that meetings for this committee are once per month, alternating between online meetings and face-to-face meetings How-to guides RH explained that NaSFA didn t do these as NaSFA would then be liable for the information. RH explained that the NaSFA website is capable of document sharing between groups. Fergal (FM) made progress on these this year. 1

2 Action Rosie to ask Fergal to send resource wish list to her to be shared with committee. Newsletters CG used to manage these and explained that it s a lot of work but they were well-read. Social media Twitter and Facebook rebranded this year. Created Facebook page. CG and ES said it is important to manage the social media between the committee. Member list (database) Old committee worked on this and it now exists(!). Action Edward to share spreadsheet (on Google docs) with committee so that it can be added to. Mentoring scheme didn t do last year as difficult to distinguish large group with small group. RH suggested that the committee consider an alumni mentoring scheme charity/alumni mentor current fundraisers. NaSFA JISCmail RH explained that JISCmail is a mailing list for people to subscribe to. The main one for is called Student Activities. Committee agreed not to create a NaSFA JISCmail. Calculating a total RH explained that NUS commissioned WIG to run a research project looking at the methodology to calculate a total. Committee agreed this was important Action RH to share WIG research findings with committee. RH explained that NUS are running a looking back project, researching the history of opportunities, including. RH asked NaSFA for support with the element of this project. Andy (AK) expressed an interest in supporting this project. Committee were also interested to hear that a book containing information about is due to be released soon by Georgina Brewis. Action RH to share name of Georgina s book with committee. Lucie (LC) asked about CAF Charities Aid Foundation ES explained that NUS and NaSFA were involved with CAF through their Growing Giving report that looks at how to increase giving of time and money to charitable causes. Action RH to share Growing Giving report with committee (including hard copy for Lucie) RH explained that it is important for NaSFA to have a strategy for this year that can underpin all of its work Action All read NaSFA strategy from last year, and make notes about ideas for this year. 2

3 Action Ask Fergal to send resource wish list to be shared with committee. Share spreadsheet (on Google docs) with committee so that it can be added to. Share WIG research findings with committee Share Growing Giving report with committee (including hard copy for Lucie) Share name of Georgina s book with committee Read NaSFA strategy from last year, and make notes about ideas for this year Who responsible RH ES RH RH RH All 3

4 Minutes of: RAG Conference handover Held: 14 th October 2014 NUS London office In attendance: Jack Amos Hertfordshire (Committee ) Lucie Cook Portsmouth (Committee ) Sophie Hewitt Derby (Committee ) Andy King Warwick (Committee ) Sophie McKay MDXSU (Committee ) Edward Sainsbury Birmingham (Committee ) Becky Warburton (York RAG Conference 2014) Harriet Gibson (York RAG Conference 2014) Sarah Calvert (Leeds RAG Conference 2014) Ellie Hill (Leeds RAG Conference 2014) Kyle Yearwood (Leeds RAG Conference 2014) Vicky Gardner (Leeds RAG Conference 2014) Rosie Hunnam NUS (Minutes) Apologies: N/A Welcome and introductions RH opened the meeting to explain that there is a structure provided for assistance: Finances Managing delegate numbers Content Logistics Student Fundraising Awards RAG Conference 2015 Becky (BW) explained that the York team have a Google drive of documents and information and they will send this to the Leeds team. Action BW to send documents to Leeds by Friday 24 th October. This includes the full breakdown of the budget. 4

5 Finance The York team outlined: Awards had a completely separate budget to the Conference The Fair created the biggest income for the event York gained 4500 in sponsorship Advised to cost up the sponsorship package, including travel expenses, awards ticket, accommodation, fair stall. Add this on top of what you need from them in sponsorship. The biggest costs for the Conference were: exhibition centre hire, food, awards, speaker expenses. The total expenditure was around 43,000 and the income was around 44,000. Discussion around cost of tickets general agreement that delegate ticket ( 75) is reasonable. Number of people said that charity and commercial tickets ( 150 and 190 respectively) could be increased slightly. Day tickets sold very well Managing delegate numbers Conference had around 220 delegates Advised to have as much information as possible on registration (dietary requirements, access needs, etc) York stated that people were very late deciding who their delegates were makes planning difficult Day tickets were released after a good number of full tickets had been sold. Content York made all speakers complete an application form, which made the speaker workshop management process easier. Application form also included info such as room layout required, AV equipment, who the session is for, blurb for the website etc. Used NUS to help get good speakers. Used NaSFA for content ideas. ES pointed out that it would be useful for the Conference committee and NaSFA to have regular communication about content so that the same content isn t covered in NaSFA regionals. Sophie Hewitt (SH) said that it would be useful to have different levels of content, for example Basic and Advanced. General agreement. RH said that her networking session was good but it would have been better having 5

6 separate networking sessions for the different groups, as well as the NaSFA regionals. All agreed that having separate space/time for fundraisers to meet without charities and commercials is good. Suggestion to make the event one day longer but having the first day just for fundraisers and support staff, not for charities and commercials. Logistics Suggestion that Leeds have wristbands to manage different types of delegate. York found it useful to have a rota of staff just answering questions on phone and in the lead up to the event. Discussion around the limiting of ticket numbers Lucie (LC) stated that it didn t work for some groups and caused confusion. Andy (AK) said it was helpful to advise brining four delegates as it meant that groups were encouraged to bring different people to usual. General agreement that limiting made it fairer but important to be clear about deadlines. Edward (ES) said that the website having up to date content is really important. AK stated that it would be good to have a chill out/quiet space at the fair LC said it would be good to separate the alcoholic and non-alcoholic social activities Jack (JA) said it would be good to put something on or give information to people arriving early for the first evening. Student Fundraising Awards York advised that Leeds think about transport to the awards York stated that it was easier holding the awards in a separate venue that looked after the majority of the event themselves = less work for Conference Committee. Consultation survey NaSFA committee were pleased that Leeds RAG have already started working on Conference, and that they sent poll out. They had some concerns about the questions as some were quite political. NaSFA explained that it s important that all people have a fair chance to vote on issues such as the name of Conference or the name of the Awards. Action Lucie (on behalf of NaSFA), Vicky (on behalf of Leeds) and Becky (on behalf of York) to discuss questions to go into the York survey that is going out soon. 6

7 RAG Conference 2015 Leeds committee explained their roles and the make-up of the Conference Committee, who are being recruited at the moment. Rosie offered to ask Raechel Mattey (NUS Vice-President Union Development) to contact Leeds staff/officers to make sure they are happy with Conference. The theme for Conference 2015 would follow Leeds RAG s theme of good times, new skills, great causes. The provisional date for Conference is either or August ES stated that the Leeds Committee are invited to co-opt someone onto the NaSFA Committee to help with communications. Action Leeds RAG to decide who is most appropriate for this role. Action RH to send next NaSFA committee meeting date to Leeds RAG. Action Send documents to Leeds by Friday 24 th October. This includes the full breakdown of the budget. Discuss questions to go into the York survey that is going out soon. Rosie to ask Rachael Mattey to speak to Leeds University Union staff/officers about the Conference Leeds RAG to decide who is most appropriate for this role Send next NaSFA committee meeting date to Leeds RAG Who responsible BW LC VG BW RH Leeds RH 7

8 Minutes of: NaSFA committee planning meeting In attendance: Held: 14 th October 2014 Jack Amos Hertfordshire (Committee ) Lucie Cook Portsmouth (Committee ) Sophie Hewitt Derby (Committee ) Andy King Warwick (Committee ) Sophie McKay MDXSU (Committee ) Edward Sainsbury Birmingham (Committee ) Rosie Hunnam NUS (Minutes) NUS London office Apologies: N/A Welcome and introductions Rosie welcomed Sarah Edmunds (NUS Digital) to give training to NaSFA in using their website. Sarah went through the basic functionality of the website. Committee are all able to be admins on the site and therefore upload content. Action Rosie will committee when Sarah has made sign in possible. Action committee to sign in to website Action Sarah will make committee admins Committee decided to use Navigation menus and breadcrumbs to make the site as accessible as possible. Committee decided it is essential to save all content so it is available for the purposes of accountability. Sarah pointed out that blogs and articles are the best content for driving site visits. Committee discussed potential of website and ability to have groups on site and making it more of a community. All agreed this was a good idea. Discussion around who would have a profile individual fundraisers? groups? Only teams? Committee decided to discuss this at next meeting. Sarah explained that most technical queries have been answered on Zendesk Action Rosie will send details for accessing ZenDesk to committee. Committee thanked Sarah for the training. 8

9 NaSFA Planning Edward (ES) took his role as Chair of NaSFA. Lucie (LC) gave a summary of the South West & Wales regional meeting that she organised on Sunday 12 th October. It went well due to the training elements of the day. The group gave good feedback to the Constitution. Committee thanked Andy for his hard work on the Constitution so far. Committee made amendments to the Constitution: Agreed to leave objects section until NaSFA strategy is finished RH pointed out that although a Constitution needs to be a formal document, it also needs to mean something to the membership don t worry about using all official terms. Committee propose to work on the Constitution for months ahead and take it to RAG Conference NaSFA AGM 2015 for consideration and hopefully ratification by membership. Action Andy to make amendments noted by committee to Constitution with notes to reflect the changes. Action committee to take Constitution to members at regional meetings for consideration. Some regional meetings still need to be organised: 2 nd November Leeds (hosted by Andy) 2 nd November Hertfordshire (hosted by Jack)?? Middlesex (hosted by Sophie M)?? Edinburgh (hosted by Sophie H) Action regional meetings to be organised as soon as possible, with representatives from charities to do training where possible. Giving Tuesday Edward outlined what Giving Tuesday is a day of celebrating giving of time and money, as a counter to Black Friday and Cyber Monday. NaSFA have said they will promote the day to fundraisers. Edward proposed the following three actions to be promoted to s: 1. A 2 minute video about 2. An event on the day 9

10 3. A meeting with their Vice Chancellor to talk about or get the VC to do an activity Action - Edward to write blog post about Giving Tuesday. Committee discussed communications and decided it would be best to split the social media and . The newsletter will go out on 1 st week of each month. Committee will send content to Lucie by 25 th of the month before. Action Andy and Sophie M to run Twitter Action Edward and Sophie H to run Action Jack and Edward to run Facebook group and page Action Lucie to manage the NaSFA newsletter Action Rosie to send information about Student Fundraising Awards to Lucie for inclusion in newsletter Edward asked Rosie about NaSFA s seat on Union Development Zone Committee Action Rosie to ask Raechel to ring Edward to discuss this. Next meeting to be online at the end of October. Next face-to-face meeting at the end of November, at least a week before Giving Tuesday. Action Rosie to create 2 Doodle polls to help schedule the meetings. Action Rosie will committee when Sarah has made sign in possible Committee to sign in to website Sarah will make committee admins Send details for accessing ZenDesk to committee Make amendments noted by committee to Constitution with notes to reflect the changes. Take Constitution to members at regional meetings for consideration. Regional meetings to be organised as soon as possible, with representatives from charities to do training where possible. Write blog post about Giving Tuesday Who responsible RH Committee SE RH AK Committee Committee ES 10

11 Andy and Sophie M to run Twitter Edward and Sophie H to run Jack and Edward to run Facebook group and page Lucie to manage the NaSFA newsletter Send information about Student Fundraising Awards to Lucie for inclusion in newsletter Rosie to ask Raechel to ring Edward to discuss this Rosie to create 2 Doodle polls to help schedule the meetings AK SM ES SH JA ES LC RH RH RH 11

12 Appendix Item 1 NaSFA Strategy

13 NaSFA strategy & progress update Aspiration To become the voice of Principles: Ensure strong communication internally to the movement and externally to the wider voluntary community sector Act as a key driver behind developing activities across the movement Ensure inclusivity for the newest, smallest groups up to the largest elements of the movement Showcase the inspirational impact of our movement, sharing best practice between members Strategy Principle Short term activity Progress up to August 2014 Long term activity Progress up to August 2014 Ensure strong communicati on internally to the movement and externally to the wider voluntary community sector Establish regular meetings of NaSFA committee, with meeting summaries regularly communicate d to the membership Complete: NaSFA committee have met at least every 2 months (minutes on NaSFA website) Increase public profile of NaSFA and asked to attend events, conference s etc Presented at Institute of Fundraising Conference (July 2014) Attended APPG (All Party Parliamentary Group) and asked questions (July 2014) Presented NaSFA at NUS National Conference (April 2014) This will ensure that NaSFA remains relevant to the membership and that 13

14 they re able to feed into NaSFA plans Map RAG conference attendance of charities to see who is/isn t involved. Create a proper engagement plan for charities going forward. Initial scoping started by RAG Conference 2014 committee, needs formalising for 2015 Working with Institute of Fundraising on charity engagement. NaSFA branded website, continually updated acting as the sole source of informatio n on groups Complete: (April 2014) Develop how to guides to support charities running events, competitions, raids etc. This will result in us being able to better articulate the Developed wish list of resources based on member consultation. Created website to host resources. Delivered webinar with NUS about developing. Briefing from webinar available at rg.uk Create an alternative to online giving platform that doesn t charge individuals or charities No progress made. 14

15 current range of activity undertaken by groups. Create and publish guidance for charities on what groups do, different sizes, ways to engage for external audiences. Delivered session at IoF Convention about how charities can work with fundraisers. Guidance on how to choose a charity produced by NaSFA committee to support fair choice of charities No progress made. This will enable us to ensure that the charity sector fully understands the diversity of the movement. Newsletter compiled once a month and sent to membership with NaSFA updates, best practice examples and key sector Regular newsletter published and sent out on NaSFA mailing list and on Student Activities JISCmail. Not monthly due to committee being very busy! 15

16 news. This will allow the NaSFA committee to easily communicate with the membership and update them on plans, ideas, updates etc. Act as a key driver behind developing activities across the movement Internal database of contacts across the UK with contact details in the first instance and then developed to include information on how charities are chosen, their size, money raised etc. Created database of most contacts (Nov 2013). Develop a help forum of commonly asked questions, key contacts to talk to when dealing with issues Monitor Facebook group to remove spam and to answer queries. Created Facebook page. Created website will host guidance and how-to guides. Regularly answer queries on Twitter. This will enable organisations inside and outside the movement 16

17 will know key information about the sector. Regional meetings to support networking of groups across the UK to feed into development need support. Delivered regional networking events in Belfast, Birmingham, Aberdeen, Manchester, London & Bristol (Feb 2014). Create a mentoring scheme for larger groups to support smaller groups in their developme nt No progress made. Establishing regional networks will allow groups to network with each other and provide a platform for more structured development work. Ensuring more information sharing between groups on common issues/proble Created website to host documents from groups. Monitor Facebook group. Regional networking very Develop a joint purchasing scheme through NUSSL to financially support No progress made. 17

18 ms through an online platform successful for sharing problems and ideas. groups NaSFA Jiscmail for staff/officers We decided that this wasn t the best way to communicate next committee to discuss. Develop an image bank of activities for groups to use to promote future activities Ensure inclusivity for the newest, smallest groups up to the largest elements of the movement Case study on starting a group, and how to develop smaller groups into successful bodies On wish list for resources to create Look into securing funding to support developme nt work to support those not fulfilling their potential due to lack of resources Created links with IoF, CAF (Charities Aid Foundation), and other organisations + strengthened links with NUS. Exploring opportunities for funding in the future but not confirmed anything yet. Broaden reach of membership of NaSFA to ensure supporting someone from every institution. This will ensure that Session at NUS National Conference showcased NaSFA to over 60 s and sabbatical officers. Develop ways to quantify how groups calculate their total to create a more accurate picture of Commissioned external research team (WIG) to research this for NaSFA. Attended meeting where they presented their ideas back to the committee. Process now needs approval from fundraisers (NaSFA s members). Propose to calculate total in

19 NaSFA is relevant to everyone involved in and that institutions know about activity. total money raised Filming RAG conference sessions to put online to share learning with those not able to come to conference. A selection of sessions will be filmed at this year s Conference. Create guidance on working with charitable societies and clubs who also raise funds within the union This was part of the webinar that NaSFA delivered with NUS, and features in the briefing ( g.uk) This will ensure that learning and knowledge development exists outside of conference enabling more delegates to be involved in developing their potential. Greater level of strategic support for Regional networking provided support to those that attended. NaSFA website in place to provide 19

20 groups to ensure they re wellresourced and supported by their institutions information. NaSFA respond to queries via social media and . Depository for documents that showcase how to tackle problems, organise and support a group, etc Website created that can host fundraisers documents and NaSFA-created how-to guides. Create a mentoring programm e for alumni to support smaller, developing groups No progress made. Showcase the inspirational Develop online webinars, Delivered one webinar with NUS (April 2014). Explore wider training Awaiting feedback from Institute of Fundraising training pilot programme. 20

21 impact of our movement, sharing best practice between members starting January 2014, to share training and best practice ideas across membership. This will enable us to increase our reach and support more individuals involved in developing their. initiatives, such as IoF, to embed a culture of best practice across Create best practice case studies showcasing what different groups do well and how they do it. This will allow us to articulate and demonstrate the impact that our groups have on wider society. Showcased a star in each NaSFA newsletter. National day, celebrating the difference groups make to local communiti es Working with CAF and NUS to deliver #GivingTuesday (to take place December 2014). 21

22 Press work around total across the UK for this academic year. This will enhance our profile and the reputation of s and their contribution to charities across the UK and further afield. This will be able to happen once total has been calculated. Work to show value of, number of volunteers, amount of hours contribute d etc. Institute of Fundraising Convention. NUS National Conference. Parliamentary meetings. Stories showcasing fundraisers as part of Student Volunteering Week This will enable us to profile the dedication and passion of our fundraisers and the difference Did this to a limited extent this year. Plans in place with NUS to deliver more for Student Volunteering Week Develop a history of RAG and, including alumni and what they ve gone on to achieve, famous ex RAG members Made contact with two historians focusing on volunteering. Potential project for

23 they make. Promotion of fundraisers successes, driven through the annual RAG awards, coupled with proactive media work. This will ensure that the RAG awards develop into an inspirational showcase of the very best achievements of our sector. Changed name of RAG Awards. Discussed criteria and NaSFA representative on the Awards panel. Establish RAG awards as a wellrespected, well resourced, awards programm e celebrating the very best in activity Promoted using NaSFA network. Create inspirational stories of s involved in and their achievements, linked to s currently going through IoF pilot. Showcased star in NaSFA newsletters. Develop RAG conference into the NaSFA conference to ensure greater tie in between activities Intended to be discussed at NaSFA AGM

24 This will allow us to build up real life case studies. 24