Heathfield Volunteer Centre Consultation.

Heathfield Volunteer CentreConsultation

Friday July 3rd 2015

Laura HealesVillage Agent, Action in rural Sussex'

Report produced by Action in rural Sussex

Heathfield Community Centre

Report produced by Action in rural Sussex © 2015

July 3rd, 2015. Heathfield Community Centre.

Contents

Page 2 Introduction and Background

Page 3 The Proposed Volunteer Centre – an outline

Page 4 The Consultation Overview

Page 5 - 6 Current issues and changes facing the voluntary sector

Page 7 - 10 The structure and services of a future Volunteer Centre in Heathfield and Waldron

Page 11 Conclusions

Page 12 - 13 Next Steps and Recommendations

Page 14 - 16 Appendix 1 - Event Evaluation

Page 17 - 18 Appendix 2 - What issues are affecting volunteering and the voluntary sector?

Page 19 - 22 Appendix 3 – What a Volunteer Centre in Heathfield should look like and what services should it offer

Page 23 - 24 Appendix 4 - Priorities for a New Volunteer Centre

Heathfield Volunteer Centre Consultation

1

Introduction

Aims

This consultation was organised by Action in Rural Sussex (AirS) and 3VA in conjunction with Heathfield and Waldron Parish Council with the following aims:

1. To inform organisations and individuals from the community and voluntary sector in Heathfield and Waldron about the background and planned development of a new Volunteer Centre in Heathfield.

2. To consult on whether the proposed Volunteer Centre would be welcomed by the community and what services and priorities it should have.

3. To suggest the next steps as to when and how a new Volunteer Centre could be set up.

Background

Earlier this year, Heathfield and Waldron Parish Council took part in the ‘Our Place’ Project which was designed to look at ways to integrate and deliver local services. One of the main outcomes of this was the idea of developing a community hub to help increase services and information available locally.

At the same time, concerns were being raised within the voluntary sector about the future of volunteering, including the increasing demands being placed on the sector, alongside the apparent decline in the number of available volunteers. As a potential solution to this issue, the idea of a volunteer centre was suggested by community members.

It made sense to combine these 2 aspirations so that duplication was avoided and the feasibility study, which was conducted as part of the ‘Our Place’ project, was widened to include the voluntary sector and the idea of a Volunteer Centre.

As a result, the Parish Council are now looking to develop detailed plans to enable the realisation of both the Community Hub and a Volunteer Centre for Heathfield and Waldron.

The Proposed Volunteer Centre – an outline

2

It is important to consider both the Community Hub and Volunteer Centre and their combined development, but to also distinguish between them.

The Community Hub is being developed by the Parish Council in conjunction with Wealden District Council, East Sussex County Council and other organisations. Its broad aims are to improve access for the local community to statutory, information and other services. The model and details of this are currently being negotiated.

The Volunteer Centre, it is suggested, will develop its own organisational structure and governance but will work closely with the Community Hub as it develops. This will hopefully ensure that there is no duplication of services and that the two hubs will be able to synchronise any overlaps as seamlessly as possible.

It is planned that an umbrella steering group will oversee the development of the whole process. However, it will be possible for the Volunteer Centre to be able to respond to the needs and aspirations of the voluntary sector due to its separate organisation – initially through a steering group before adopting a constitution.

In order for the Community Hub and Volunteer Centre to be developed, there would need to be some alterations to the current layout of the Parish Council offices. There would also be funding implications and so the whole Council will need to agree to any proposals before they can be implemented. A proposal should be going before the Parish Council in September and, if agreed, then a phased ‘start up’ of both hubs will begin later this year.

The Consultation Overview

3

The main purpose of the consultation was to establish whether there was support for the idea of a Volunteer Centre in Heathfield and Waldron from within the community and voluntary sector. In addition, input was sought in three main areas:

The issues that are currently affecting the voluntary sector and any changes that seem to be happening.

What a Volunteer Centre in Heathfield and Waldron might look like and what services it might offer.

What aspects of the Volunteer Centre should be prioritised as it begins a phased start up.

Attendees

The consultation was advertised locally by posters, websites, social media, emails and word of mouth. Due to the relatively short preparation time it was not possible to advertise it more widely. However, despite this. 30 people attended the consultation, representing 12 voluntary organisations and also including some interested individuals.

Support for a Volunteer Centre

It was clear from the interest and engagement of the attendees that there was support for a new Volunteer Centre from those who attended. However, we also asked that question on the evaluation form for the event (see Appendix 1). Of the 30 attendees, 22 returned the evaluation form. Of these, 22 declared their support for a Volunteer Centre; a unanimous response. In addition, a number of offers of practical support were put forward - another indication that the idea was being given serious consideration.

It is important to note that, despite this positive response, an awareness needs to be maintained that this consultation did not necessarily reach out to all of those who have an interest in the voluntary sector in Heathfield and Waldron. In order to ensure maximum support for a new Volunteer Centre, a continual policy of engagement and consultation needs to be adopted.

Current issues and changes facing the voluntary sector

4

As an opening exercise, in order to establish the reasons why a Volunteer Centre may be needed, the attendees were asked to jot down their thoughts as to current issues and changes they were experiencing on post-it notes. The full lists can be seen in Appendix 2 but can be grouped into themes of:

Resourcing – limited funding; lack of affordable venues; increased bureaucracy.

Declining numbers of volunteers amidst growing needs and numbers of charities – harder to recruit and retain volunteers; more charities needing volunteers; weight of responsibility and time expectations on volunteers

Changing attitudes towards volunteering – the younger generations not having such a high level of community support and awareness; the newly retired wanting to travel and develop new interests; volunteer ‘placements’ being ‘forced’ upon the unemployed.

The change in role of the recently retired – grandparents more involved in childcare as both parents working.

An aging population – the more traditional retired volunteer aging and so able to commit less; the retirement age increasing meaning there are less people retiring at an earlier age.

It was interesting to compare these themes with those recorded in Rother Voluntary Action’s report: “The challenges of volunteer retention in Rother 2015” (http://www.rva.uk.com/wp-content/uploads/The-challenges-to-retaining-volunteers-in-Rother-2015.pdf) – based on some research carried out to identify trends in volunteering. They questioned a pool of 80 people who had left volunteering in the last year and their main findings were that:

Most who had left volunteering in the past year had done so because they had taken on additional caring responsibilities.

Almost all had enjoyed their volunteering experience and would recommend it to other people.

Individuals acknowledged that they were seeing less statutory sector support which was impacting on their own caring responsibilities.

Providing unpaid childcare for family members was the explanation for 24% of those who had given up volunteering.

5

A range of changes in lifestyle meant people identified as having less time to be able to commit to volunteering.

Stresses related to paid work necessitated a reduction in time available for volunteer roles.

It is clear from the comparison between these two consultations that there are some emerging themes which are being observed and acknowledged in more than one area. There also seems to be a rising level of concern that some of these factors could undermine the future sustainability of the voluntary sector, both locally more widely. However, these issues also provide an informed starting point from which to consider the format of a Volunteer Centre in Heathfield and Waldron and the services that it should offer.

6

The structure and services of a future Volunteer Centre in Heathfield and Waldron

Having considered some of the issues facing volunteering at this time, the next stage was to look at how these could be tackled through a Volunteer Centre. To aid and stimulate discussion, examples of different models of volunteer centres and services were provided.

Firstly, Ann Montier, manager of Uckfield Volunteer Centre, spoke about how they ran their service and what they offered. Uckfield Volunteer Centre is a well-developed and established organisation with a High Street presence within its own shop and regular opening hours (Mon & Fri 10 am – 1 pm; Tues –Thurs 10 am – 4 pm). They provide a membership service to individuals, voluntary organisations and businesses with the focus of supporting and developing volunteering in the area. They respond to enquiries from the Do It website and also process requests from people coming in from the street. They try to match new volunteers to volunteer vacancies, and crucially, offer follow up contacts to ensure things are going smoothly. They also offer networking opportunities via their community lunches and will help publicise events for members.

In addition to the input about the Uckfield model, the following case studies were provided to give alternative ways that communities have developed volunteer services:

EXAMPLES OF VOLUNTEER HUBS AROUND THE UK

RYE VOLUNTEER HUB

Run regular hub events to encourage people to look at local volunteering opportunities. The hub provides an opportunity to:

Invite people to sign up to become a volunteer in the Rye area. Showcase local organisations with volunteering opportunities. Show people how to use resources to search for opportunities. Get DBS checks done.

They are open once a week on a Wednesday from 9.30 – 11.30.A staff member at Rother Voluntary Action supports the running of the hub.

7

NEW FOREST VOLUNTEER CENTREThey use volunteering ambassadors who run an outreach service at least once per month in locations across the New Forest and offer advice to local people about the volunteering opportunities available in their local area.They run 1 ½ hour drop in sessions across the Forest, mostly in libraries.The ambassadors are supported and trained by a Volunteer Centre Coordinator.

WORCESTERSHIRE VOLUNTEER HUBProvides:

1:1 confidential interviews. Information on the benefits of volunteering. A brokerage service signposting volunteers to other organisations. Promotion of its service to all organisations that involve volunteers.

It is run by a partnership of volunteer centres and community action groups.

VOLUNTARY NORFOLKThey have been asked by their funders to put more services online. With reduced resources to run centres, they are having work differently.They run a database of volunteering opportunities off their website.For those who need individual advice and help, they have a number of volunteer co-ordinators available to help.

Attendees were then asked, in groups, to consider what might and might not work in Heathfield and Waldron, what aspects of the models they liked and what services should be offered. They could add in their own ideas as well as cherry pick from the case studies offered. The complete list of idea is included in Appendix 3.

Whilst acknowledging the aspirations of the first exercise, it was stressed that it would be difficult to implement all ideas immediately. A small step approach was recommended so that a Volunteer Centre could learn and grow in order to best meet the needs of the community. In addition, logistical limitations in the early stages mean that a phased approach to the start-up would be more beneficial. As a result, a further exercise asked the groups to prioritise the first 5 most important aspects of the

8

Volunteer Centre that they felt should receive a greater focus to begin with. Again, the full response to this exercise can be seen in Appendix 4.

Overview of Feedback

In terms of priorities, these fell into 5 approximate themes (which overlap to a greater or lesser extent):

Resourcing – acquiring funding; finding the right venue with adequate space for displays and face to face interaction.

Publicity and liaison – creating a positive and welcoming image and reaching out to attract people in.

Volunteering – reaching out to both new and existing volunteers; attracting the voluntary organisations.

Organisational development – set up of constitution and committee; attract funding; identify a project manager; undertake a needs priority audit.

Services – create a data base to match volunteers to roles; face to face service; follow up work to ensure all is well; volunteer support.

In addition, other themes beginning to emerge in the feedback overall included:

Maximising accessibility – central, easy to reach location; evening opening hours; voluntary organisations ‘hot desking’ to be available for people to talk to.

Outreach – community lunches to happen in village halls around the parish; ambassadors to take services to villages.

Connecting people – transport to help people link up; meetings to share ideas and information.

Developing new ideas – micro-volunteering; researching issues around volunteering; developing activities for men.

As will be seen from the appendices, these points are not exhaustive but do begin to draw out some of the themes that seem to reflect the needs of the voluntary sector in a rural parish such as Heathfield and Waldron. It is clear that those present at this consultation did identify with the Uckfield Volunteer Centre’s way of working. However, there were some strong indications that adaptations to this model would work better for Heathfield and Waldron.

9

Conclusions

From both the formal and informal feedback at the consultation, it seems clear that there is a high level of support, from those attending, for the idea of a new Volunteer Centre in Heathfield and Waldron. It is acknowledged that news of the consultation may not have reached all individuals and organisations working in the voluntary sector. However,

10

the 30 attendees representing 12 organisations seems a reasonable cross section of to base a commitment to continuing with the process of development that will hopefully continue to engage an ever increasing proportion of the community.

It is also apparent from the involvement of the Parish Council, both at this consultation and in the wider Community Hub project, that there is committed support from this level of local government which will be crucial for the success of both the Community Hub and the Volunteer Centre.

In terms of what is most important, it seems that the attendees at the consultation have highlighted a need for the Volunteer Centre to soon develop an organisational structure alongside identifying essential resources and services. Such a structure should reflect the diverse nature of the voluntary sector in Heathfield and Waldron and involve, in some way, as many voluntary organisations as possible.

A Volunteer Centre in Heathfield and Waldron may develop to take on many similarities with a model such as the Uckfield Volunteer Centre. However, due to the rural nature of the Parish, combined with the challenges and changes that the voluntary sector is currently facing, it may be that significant differences in structure, services and aspirations will evolve over time.

Next Steps and Recommendations

Initially, the development of the Volunteer Centre is tied in with progress on the Community Hub negotiations. As such, the overarching next steps that will impact on the start up of the Volunteer Centre are:

Negotiations (currently ongoing) need to conclude in a concrete proposal that can be put before the Parish Council.

11

The Parish Council then needs to make its decision on this proposal that will hopefully go before it in September.

If agreed, changes will need to be made to the physical space and organisation within the Parish Council offices.

However, given that the Volunteer Centre will develop its own independent organisational structure and governance, albeit in liaison with the Community Hub, it is also appropriate to highlight the next steps in this process also:

Attempts need to be made to widen the people and organisations becoming involved in the development process.

Representatives from this widening group should become involved in the planning and implementation of the Volunteer Centre.

Practical first steps in setting up the Volunteer Centre need to be discussed, highlighted and implemented.

Thought needs to be given to possible organisational structures and to the process of evolving these.

It is therefore recommended that:

A press release is written and sent out within a few weeks of this consultation.

This report is circulated to attendees and beyond to stimulate interest in the project.

A further consultation is held on Monday 21st September to further develop and start to implement the beginnings of the new Volunteer Centre and that this is publicised as widely as possible to attract more participants.

That this next consultation will include the formation of a steering group to oversee the development of the Volunteer Centre.

In addition, the next consultation should put together some practical steps and the volunteers to implement these so that the Volunteer Centre can come into existence and be visible, however embryonic that may be at this stage.

That any plans should be made in liaison with the development of the Community Hub so that duplication is minimised and areas of overlap integrated smoothly.

12

Laura Heales

Action in rural Sussex

April 2015

Appendix 1 - Event Evaluation

Heathfield Consultation – Volunteer Centre Proposal

Friday 3 July 2015

13

10.00am – 12.00 noon

Heathfield Community Centre, Sheepsetting Lane, Heathfield

Evaluation Summary – 22 responses received

On a scale of 1 – 5, how useful did you find the meeting today (1 = not very useful / 5 being very useful):

1 = 0

2 = 0

3 = 1

4 = 3

5 = 16

Did not answer = 2

Comments:

Very informative.

Learnt a lot.

Carefully organised and very informative and stimulating.

Very informative.

Issue press release on meeting.

A great start.

Great to meet like-minded people who have community interest.

Encouraging to see how many groups / people were here.

Good to see people wanting to have involvement.

Really exciting idea to establish a volunteer centre in Heathfield.

Could have done with more time.

14

Are you in favour of a volunteer centre for Heathfield?

Yes = 22

No = 0

Do you have any further comments or suggestions on the proposed volunteer centre?

All sounds good.

Must be central and easy access.

Must be in High Street.

Learning from Uckfield is very sensible.

Age UK support the setting up of a volunteer centre and you have our support moving forward

Needs to be in middle of town. Parish Council offices perfect.

Care for the Carers would like real involvement, we have been considering a hub – a joint community hub would be great.

Red Cross building.

Press coverage? Susan King.

Consider premises NOW.

Needs to be central.

Did you get any unexpected benefits from this meeting? If yes, please indicate below:

Great to see enthusiasm! (I’m on holiday on the 21 Sept but happy to give prior briefing! Diana).

Information and positivity.

Surprised by amount of people. Arrived late so don’t know who else was present.

A possible speaker at a Churches Together Meeting.

I came open minded and the meeting was very informative and useful.

More organisations in and around Heathfield than I thought.

Awareness of Churches Together and the issues of transport – informed.

Networking.

Uckfield Volunteer Centre – an effective evolution.

15

Had not previously been involved in any discussions on Community Hub so was interested in all aspects of these new initiatives for Heathfield.

Pleased that others share same ideas that I have.

END

Appendix 2

What issues are affecting volunteering and the voluntary sector?

Financial restraints

Venues for trainings and meetings

Funding from Local Authority

16

Recruitment and ever growing demand for volunteers from everyone.

Volunteer events

Younger generation being brought up with ‘its somebody elses job to sort things’.

Ageing population – too many people have too many hats and are getting older.

Volunteering or placements? The pressure on those not working to be engaged.

Lack of time.

Lack of precise information.

Recruiting and keeping volunteers.

Grandparents looking after grandchildren to save childcare costs.

The cost of recruiting.

Older people are more active and travel more.

Hastings and Rother issued questionnaire inviting info about potential volunteers and the need for volunteers.

Could such a method of acquiring basis data be an issue in Heathfield

What is changing for volunteers?

Many more charities and organisations looking for more voluntary commitment.

More older people working longer.

Funding and attracting volunteers is getting more difficult.

17

Some volunteer roles require a high level of skills and commitment - big ask, big investment.

The changes and requirements of a DBS.

Less disposable income to give to charities

More charities.

Appendix 3 – What a Volunteer Centre in Heathfield should look like and what services should it offer:

Good clear signage and branding.

Using every opportunity for publicity.

18

Not traditional volunteering – spread the load and encompass all age groups.

Utilise fully computers and technology.

Increase free training opportunities.

Hot desking – timetable.

Community lunches also in village halls.

Not too many organisations sharing one space.

Computer database

Identify venue location

Large window for displaying information and posters

Late Fridays and Saturdays openings (? Unsocial hours for staff)

Volunteer Centre should be a registered charity.

Information database on volunteers and organisations.

Accessible – in the town – not tucked away out of town.

All the voluntary organisations could be there at some point on a rota basis so people can drop into see them.

Community Ambassadors to go to village locations and groups to tell them what is on offer and to find out what the smaller communities are doing and wanting.

All this info available at the hub.

Matching the right volunteer to the right role so need the right people in the hub that can do this job.

You do need a single leader which is a huge responsibility for a volunteer, maybe better to have a paid co-ordinator.

Venue which voluntary organisations can hire cheaply.

Regular meetings for everyone involved to meet, update and network.

Look at what is already working well in Heathfield and learn from them but also work with them and not duplicate.

Make good use of media and shop window and social media.

19

Be an umbrella for DBS checks and to advise on who needs to be checked and how it works

Promote paid jobs in the voluntary sector and training opportunities and other events (weekly newsletter on line).

Somewhere to put posters – window and other advertising opportunities.

Someone to give advice about what is available (10 – 4), eg. volunteers for 2 hours eg young mums, etc?

A base to operate from.

A system that can be passed on.

Information exchange lunch – share introduction – 3 -4 times a year.

Transport people stranded.

Easy access.

Availability.

Confidential area.

Technology, tv, noticeboard, plasma screen.

Welcoming volunteers.

Team Leaders.

Sponsorship.

Sharing of services

Donations

Visitor information

Identify venue

Facility for a variety of services.

Multi-tasking – all voluntary orgs supporting each other.

Own phone

Transport

Run well with a good structure

Honest profile of skill set / appraisal.

20

Disclosure of personal info could be a concern for volunteers.

Cultural diversity and all skills are useful.

Parish Council Office location is perfect for the centre.

Could be the perfect hub to illuminate loneliness and isolation

Would DBS checks be required for all volunteers and if so who pays.

Supported by companies, charities and staff in Heathfield. To support the centre

Listing other services:

Drop In Service

Info and advice

DBS checks

Skill matching

Young person’s assessment

Benefits advice regarding loss of benefits around volunteering.

IT Help and Access

Celebration Events for volunteers to network.

Develop new activities for men in our community.

A flexible approach to volunteers if life prevents them from fulfilling their volunteering commitment.

Transport is key

Location

Publicity

Sharing information

Recruiting and retaining volunteers

Funding, supporting applications

Networking

Developing new ideas, eg developing social activities for men.

21

Appendix 4 - Priorities for a New Volunteer Centre

Heathfield Consultation – Volunteer Centre Proposal

22

Top 5 priorities:

Resources to run service

Suitable premises

Find accommodation

Floor space and display space

Liaising with the community hub

Publicity and liaison

Launch it and explain it to the community

Website

Promote the centre to all possible potential volunteers

Attract footfall

Volunteer centre must have a positive image and publicise it

Sign up voluntary organisations to participate

Attracting voluntary organisations and volunteers

Advertise requirements for volunteers (create database) and reach out to the community ie public meeting.

Find volunteers

Find out who the voluntary organisations are and what they do, ie mapping and membership

Volunteers

Volunteers required – ‘any time is valuable’ message (flexibility)

Form a committee

Create charitable status

23

Structure for management and strategy inc funding.

Funding for base

Identify project co-ordinator

Prioritise action and needs

Needs priority

Base with face to face

Follow up

Professional and informative

Engage with volunteers to create database of names and skills

One stop shop for info

Central to match volunteer skill set with the right role.

Centre must be digitally furnished with paper copies too.

Could / should be empowering for individuals to give them a sense of self-worth.

24