Action AGM: Essential Meeting for Section Leaders
The upcoming AGM on Thursday, 5th December from 6:30-8:30 PM is crucial for Project Leaders, Hall Representatives, and Department Student Involvement Officers. It is a time to address important matters, ask questions, provide feedback, and discuss potential changes for the section. Don't miss this opportunity to actively participate in shaping the future of the organization.
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ACTION THURSDAY 5TH DECEMBER 6:30-8:30PM ACTION AGM AGM Attendance is compulsory for Project Leaders, Hall Reps and Department SIO s
WHAT IS AN AGM? A meeting of all voting members Project Leaders, Hall Representatives and Department Student Involvement Officers. An opportunity to ask questions to committee. It is needed to pass constitutional changes. Allows for members to give feedback on the running of the section.
ACTION INTERNATIONAL OFFICER Culture in the Community- Christmas around the world coming up Promoted around campus and the 'Winter Holidays event' Nursery sessions twice a week Difficulties with the schools, but should be starting in the new year Collaborations with 'Contact the Elderly' arranged looking to collaborate with other projects too Baca- Language Support Scheme- Promoted around campus Weekly sessions teaching several different languages Going to promote to the wider community in the new year and have all sessions open to the community and one session a month at John Storrer House to make it more accessible to the community Possibilities to collaborate with other projects e.g. Number Partners a teach numbers in other languages Has started We are starting to build a rapport with the charity and the young people by beginning with weekly sports activity (possibly collaborating with AU sports) that they are comfortable with We will be broadening this to inviting them to English Conversational Club, movie nights, games and trips in the new year, Soup Kitchen We will be meeting with BACA to discuss future possibilities for the sessions
ACTION INTERNATIONAL OFFICER Promotion- A stall at International Day More flyers distributed around campus Continuing with the monthly newsletters Will have volunteers of the month too Spoken with country societies at the 'Societies Bazaar' and at 'International Day' Aliasing with the International Network Inclusivity- I believe being non-international myself makes home students attracts more home students to get involved volunteering. Ties in with more promotion-open to everyone New aim- is to get more of the community involved particularly to LSS
EQUALITY AND DIVERSITY OFFICER Forgot Me Not - Gained a huge increase in sign ups and subsequent volunteers, has run a Dementia Friends Training Session and has regularly had many volunteers! Open Door had numerous sign ups at Pick a Project Night and has ran an induction session alongside a Mencap Learning Disability Workshop! Ashmount had a significant increase in people showing interest in the project, an increase in applications submitted and has volunteers successfully inducted and ready to start! Glebe House is still looking for a project leader but had meetings with the charity to look at what we can help out with this year and how we can change the project to increase its popularity next year Intergenerational has started successfully this year as a new regular project! Volunteers have been inducted and work has been done to ensure that the Christmas Project next week should have lots of volunteers! Equality and Diversity Officer I have supported Pippa and other members of committee, taken on the responsibilities of project leader for Glebe House, been working on introducing induction and safeguarding sessions for all projects, introduced a new format for the section and hopefully have made the section friendly and a nice place to be!
ACTION SPORTS OFFICER THIS TERM: In Tandem Local tandem cycling group that aims to assist people to experience cycling who would otherwise be excluded. 5 new volunteers, 4 pubs visited , 3 rides, 2 people on a tandem bicycle, 1 term 49 hours volunteered and over 40 miles cycled TO LOOK FORWARD TO: Kids Olympics Runs Olympic themed sports days in local schools to get children interested in sport. Kids Sports Club Gives home schooled children the opportunity to experience physical education lessons. AU in Action Coach and Volunteer Academy (CVA) Collaborations
COMMUNITY OUTREACH COMMUNITY OUTREACH CONTACT THE ELDERLY SOUP KITCHEN Term 1 in Numbers 759 PAPN Sign-ups 15 Projects run this term 87 volunteers Over 350 hours volunteered SPECIAL EVENTS SUNDAY ROAST TEA AND TALK UNIVERSITY EXPERIENCE
VOLUNTEER RETENTION TEAMWORK COMMUNICATION Achieved Enjoyable projects leading to volunteers returning to the projects Sharing volunteers between projects/ volunteers trying other projects in the section. Achieved WhatsApp/ FB group Emails between PLs, AC and external partners to arrange projects. Itinerary sheets to help improve consistency of information. Achieved Bi-weekly CO meetings Sharing/Assisting volunteer recruitment Facebook posts 1 to 1 Project meetings Section PL Project GiveASock Community Outreach: Term 1 To do/improve Email consistency Preparation for projects further in advance through To do/improve Maintain meeting consistency Look to keep meetings interesting Casual meetings To do/improve Keep engaging regular volunteers as well as gaining new ones.
Young Persons Officer Safeguarding Improving PL Relationships Had our first intersectional collaboration Welfare/Support Implementing safeguarding in the first year of it being constitutional Constant awareness of the supportive nature of my role Continuing weekly meetings to improve social connections between PLs able to offer support to one another Supporting my PLs in delivering safeguarding to their volunteers and keeping track of who has received training 1-1 meetings to ensure issues are raised Goal setting to make the role seem constantly achievable (and fun!)
What next? Seeking welfare support from the Welfare section as I said in my manifesto for myself and my project leaders to improve roles Look into the ways projects in the section are promoted and seek more collaborative platforms to reach more volunteers
Departments Role changed from Collaborations Officer to Department SIO Co-ordinator Created an official handover document for all SIOs Implemented bi-termly D-Teams Separated project takeovers from proposals to make the running of non-D- Team projects easier. Successfully held department meetings, training and two thirds of scheduled 1-2-1 meetings. Currently rejigging the DOTY mark scheme to match departmental and sectional changes.
DEPARTMENT SIO OF THE MONTH November December Winner: Mary Manisha Highly Commended: Verity Howes-Yarlett She s great at being proactive and managed to get a collaboration event with the soup kitchen so I really think she deserves it She is amazing at helping out other departments and projects that she isn t directly involved with when needed. She was the only volunteer for a fellow department s project and she rushed to the union to help with Number Partners Highly Commended: Leah Langley Winner: Danielle Thompson She has already successfully organised and ran multiple action projects such as the soup kitchen takeover. She is friendly, welcoming and supportive all the action volunteers that get involved!! She has been working very hard to achieve a lot in her section of Action. She works alongside all her committee in different ways to encourage them to volunteer and help her in return (eg. working with FREEC to help organising find raising for planet saving charities and media by making the new Actually AACME Magazine). She also isn't afraid to speak up if she thinks something can be done better.
Hall Representatives Coordinator What I said I d do: What I ve done: Halloween social Hustings was later this year so 12 pubs will act as a changeover social planning to do another one at the beginning of next after after exams I ve continued the committee and department buddy system to ensure links within the section these are still blossoming Done many games/ quizzes e.g. bingo New reps have already had training 12 pubs will be a lovely welcome to the section! Beginning of next term I want to do 1 2 1 s with the reps to see how they re finding it/how they re settling in More/ better/ wide range of socials Increase communications between reps themselves and with other members of the section More games in meetings Get Hall Reps on projects other than A teams Make hall reps feel comfortable
What Ive been up to (Vice) Supporting the Chief o Deputising o A-teams o Meetings, Minutes o Relaying information o Catch ups o General Section ongoings o Lots of bits and bobs Supporting committee o 1-1s beginning and end of term o Help with operational tasks when needed o Attend section meetings o Feedback and support Admin stuff o Secretary responsibilities o Publishing minuets o Welcome to Action pack o Alumni feedback o Media bits before Ben came on College o Developed a good relationship with Pres o College PAPD Socials Committee bonding Stash Ethics and Environment relationship
Next steps Pick a project term 2 College PAPD term 2 College Activities rep Alumni Weekend(s) Postgrad engagement Stronger section meeting attendance More socials Continual support for Action Chair and Committee xoxo
20-21 MONDAY 30TH MARCH WEDNESDAY 29TH APRIL Department SIO Coordinator FRIDAY 1ST MAY 6:30-8:30PM
ACTION SECTION CHAIR My statement of intent for the year: 1. Improve finances of the section. I ve done this by gaining sponsorship for projects such as: Tea & Talk, Special Events, Kids Cooking, Soup Kitchen, Contact the Elderly and the Action minibus. Cutting budgets for certain projects which don t use it and giving more money to projects who could do more. I ve also encouraged kids camp to fundraise for the first time to allow them to give the kids even better experiences.
2. Update the constitution to ensure it reflects the goals of the section. The updated aims of the section are now: - To promote volunteering opportunities to the students of Loughborough University and Loughborough College. - To support the running of student-led projects with the beneficiary of the community in mind. - To be the recognised channel regarding community volunteering between the students, the union and the university. - To promote student involvement in activities that benefit the local and wider communities.
2.1 Changing the role of collaborations officer, making it into departments coordinator to give the SIO s more support. - SIO s now have two A-team takeovers a term and are responsible for operation jingle bells toy collection. - The second take over will happen during the food drive as not to take away projects from the halls.
2.2 Adding collaboration responsibilities to other sub-section heads For example, the overseas officer will work with Rag closely for both support and to be the main point on contact. Our sports officer will also be the main port of contact for sports clubs. Other collaborations will be managed directly by the committee member most relevant.
3. Increasing accessibility of Action This has been hard, but so far I have rearranged and cut some projects from equalities to make it a more appealing sub-section. Claudia supported this by bringing in external speakers and holding induction sessions. Approached AU clubs to offer them volunteering opportunities. I will also make the constitution available on the website as well as the standing orders of the section. I also aim to put handover documents online.
4. Improvement of training I wrote new committee training, Tom and members of committee wrote the PL training, Izzy wrote hall reps training and Jodie wrote SIO training. All new and more relevant to the section. Safeguarding is now given as standard.
5. Work with Rag to improve fundraising support. We now have a joint project with Rag Thailand. Maz (Rag Section Chair) has given a workshop on fundraising. Kids camp also aim to fundraise for the opportunity to do even better events for the kids.
OTHER BITS Had 1:2:1 s with each of my committee members to ensure they re working to achieve their goals Set up an inside A-team at Connought house Setting up a league table #watchthisspace
CONSTITUTIONAL CHANGES Overseas opportunities officer: (on behalf of Cengiz Khan) 3.1.1.8.3 Looking into new overseas opportunities for volunteers. Change to: 3.1.1.8.3 Working with charities that have come forward looking to recruit volunteers with LSU Action. Add: 3.1.1.8.7 Should be collaborating with LSU Rag to aid project leaders and their volunteers in up to date fundraising concepts.
CONSTITUTIONAL CHANGES To add to YP, CO, Media, Equalities, Sport, International, Vice, Deps and overseas roles: (Izzy Gilbert to present) oWorking with the Action Section Chair and Hall Representatives Coordinator by being present and assisting at weekly A-teams on a regular basis.
CONSTITUTIONAL CHANGES Hall Representatives Coordinator Role Change (Izzy Gilbert) 3.1.1.3.11 Co chairing the Action Hall Representatives Meetings along with the Action Section Chair fortnightly. Change to: 3.1.1.3.11 Chairing the Action Hall Representatives Meetings.
STANDING ORDER CHANGES Student Involvement Officer Role description: (Jodie Evans) 1. Recruit for and attend any projects allocated to their department throughout the year. This includes the bi-termly D-Team takeover of hall A-Team projects. 2. Propose/ Takeover at least 2 projects per term. Any department proposed project must not exceed 75 hours per group of volunteers per month (equal to four A teams) for an individual project and should in theory be feasible for all departments to run. 3. Ensure that their volunteers read and understand the risk assessment prior to projects. (In accordance with LSU constitution Schedule VII) 4. Commit to take on the role for a minimum of one year. 5. Advertise and attend Pick a Project night. 6. Attend Department SIO Meetings fortnightly, led by the Department SIO Co-ordinator (In accordance with LSU constitution Schedule VII). If not able to attend they must send apologies and any updates they have. 7. Attend training organised by the Action Section Chair and Department SIO Co-ordinator. If unable to attend, apologies must be sent 24 hours prior.
STANDING ORDER CHANGES Hall Representatives (Reps) Role Description: (Izzy Gilbert) 1. Recruit for and attend all weekly ran A-Team projects and any other projects allocated to their hall throughout the year. 2. Ensure that their volunteers read the risk assessment/code of conducts given before every project . (In accordance with LSU constitution Schedule VII) 3. Commit to take on the role for a minimum of one year. 4. Advertise and attend Pick a Project night. Hall representatives are expected to bring members of their hall down at an allotted time. 5. Attend Hall Representatives Meetings fortnightly, led by the Hall Reps Co-ordinator (In accordance with LSU constitution Schedule VII). If as a hall, they are not able to attend they must send apologies to the Hall Reps Co-ordinator. 6. Attend training when organised by the Action Section Chair and Hall Reps Co-ordinator. If not able to attend, apologies must be sent 24 hours prior. 7. Work alongside their hall committees to fundraise and collect non-perishable food items towards the two food drives per year (December and March). The halls shall be notified of a food collection date, and written/ creative submission deadlines from the Action Section Chair or Hall Reps Co-ordinator.
STANDING ORDER CHANGES Project Leader Role Description: 1. Take responsibility for a current project in liaison with staff and relevant Action Committee members. (In accordance with LSU constitution Schedule VII) 2. Ensure that their volunteers hours are recorded and passed onto the sub-section head. (In accordance with LSU constitution Schedule VII) 3. Commit to take on the role for a minimum of one year. 4. Prepare a display for and attend Pick a Project night. Recruit volunteers at Pick a Project Night. 5. Budgeting your project and report finances to sub-section head. 6. Submitting risk assessment amendments to the Action Administrator and ensuring volunteer safety. 7. Maintaining and engaging project Facebook pages and/or groups. 8. Communicating with Community Partners where appropriate. 9. Attend Section Meetings led by their sub-section head (In accordance with LSU constitution Schedule VII). If not able to attend they must send apologies and a written report to the relevant section head. 10. Attend training when organised by the Action Section Chair and sub-section head. If not able to attend, apologies must be sent 24 hours prior. 11. Project leaders must receive safeguarding training from the Young Person s officer or Action Section Chair. 11.1. Project Leaders must relay safeguarding training to volunteers where applicable.
STANDING ORDER CHANGES League table hours: (Pippa Baynham) Additional points are awarded based on percentage of hall engagement with the highest scoring hall being awarded 17 points and subsequent halls being awarded one less point thereafter. The lowest engaged hall will therefore be awarded 1 point. This point system shall also be used to award points for the Christmas and Easter food drives.
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20- 21 FRIDAY 24TH APRIL FRIDAY 8TH MAY MONDAY 11TH MAY SATURDAY 16TH MAY
