AFFECT Annual General Meeting

23 July 2005

Portchester Parish Hall

Welcome Address.

The Director welcomed all and spoke of initial concern regarding number attending – found it very gratifying to see so many gathered – highlighted the basic needs, fire drill, toilet facilities, wheelchair access and gave a special welcome to two other members. The Director then gave a brief introduction and synopsis of Lucy Gampell, guest speaker, who then took the floor.

Guest Speakers Address

Lucy Gampell, Director of Action for Prisoners Families (APF) thanked AFFECT and said that we are a unique organisation who deserved a ‘huge pat on the back’. Lucy gave a brief outline of the work of APF and pointed out that in essence part of its role is to help develop and encourage new groups. She mentioned that there are a few organisations that are in existence although not many directly support the families. Lucy said how important it is to have a coordinating body that can then help improve organisational good practice through sharing and networking, offering and attending workshops, this includes opportunities for those working in the Prison Visitor Centres.  Lucy mentioned that the Prison Reform Trust has compiled a report on good practice and evaluation.

APF are working toward having a policy agenda that will influence national and regional groups.

Lucy spoke about social exclusion and the work that has been done to reduce re-offending. She went on to say that 70% of children nationwide will experience a prisoner in the family, it is important to identify these children as a vulnerable group.

Children’s books have been produced to highlight some of the problems for children in having a family member incarcerated.

APF have also set up and run a national helpline.

APF organised a family friendly challenge, open to all prisons, 90 prisons took part so it seems it was a very successful exercise with many prisons requesting certificates that were offered to those who participated in the challenge.

The Director thanked Lucy for giving her time and Lucy agreed to stay for lunch and members were invited to take this as an opportunity to ask Lucy any questions they might have.

1.         Opening Address by Chair – Veronica Griffin.

Firstly may I ask you to excuse me speaking to you whilst seated but I find standing very painful. It is wonderful to see so many of you have managed to get here. It is lovely to have Lucy Gampell from the APF with us.  Brenda is stepping down from her role on the Board of Trustees. She has given well over a decade of her life to this work and is an invaluable source of practical help and information. Brenda was one of the Foundation members of AFFECT and I know she will take an active interest in AFFECT progress in the future. She is not leaving us completely just stepping down from the BofT. Trish Bowers also has to step down as our Treasurer. In the time she has been with us she has worked tirelessly to help raise funds and keep our books in order. The friendship that has been forged with both Trish and Brenda lives on. To both these remarkable people we owe a great vote of thanks.

2.         Attendees.     

V Griffin, (Chair) S Will, (Dir) P Will, (Sec) B Scott-Clery (Retiring) T Bowers, (Treasurer – Retiring)  D Frampton Sr Mary Joy,L Vernall Levings, A Cottrell, C Clarke, Caroline, Chris, Lawrence, Wendy Roberts, Margaret, Susie, Davina, Linda W, Lucy Gampell.

3.         Apologies

Patrons: Prof Paul Rock; Janet Harber; Dr David Reid

Members: Mary, Sue, Tony, Holly, Nancy.

Individuals: Peter Woodhead

Organisations:

Deputy Governor Camp Hill Prison IOW

Prof Roger Brown – Southampton Institute

Barbara Swyer – Acting Chief Probation Officer – Hampshire

Pauline Dickens – Hampshire Association of Counsellors

Geoff Cadnam – Victim Support (VS) Fareham

WPC Mandy Bowman – Hampshire Constabulary

Elaine Trichkova – Witness Support – Chichester

L. Mallinson – VS Portsmouth

VS Gosport.

Alan Jones APVU.

4.         Minute Approval

May I ask you to identify yourselves if you were with us at our last AGM. I hope you have had time to look at the minutes for last year’s meeting.

Do any of you have a problem with those minutes?

May I have a proposer and seconder for these minutes?

Proposed Alison Cottrell.

Seconded Carol Clarke                                    Unanimous

5.         Matters Arising

Are there any matters arising that you would like to discuss?

There is a proposed small change to the Constitution that I will deal with in AOB. Each of you should have a copy of the Constitution and the proposed change. For your convenience I have marked it in red on page 2 Number 7 “Executive Committee.” The Charities Commission has agreed this change providing that you the members approve the change.

6.         Report from the Secretary

Since our last AGM 12 June 2004 there is much to report. The Board of Trustees (B of T) have continued to meet regularly every six weeks, some meetings lasting for 3 to 4 hours, we still met even thought there were occasions when we did not have a quorum.

We co-opted Liz Immins onto the B of T on 6 11 04, she took on the role of secretary until her resignation on 5 March 05, she found it necessary to do so for both personal and professional reasons.

Tricia rather less enthusiastic agreed to revert back to this role. Liz is, sadly missed and we hope she will return to us as she stated in her formal resignation.

The members of the B of T have consistently found it necessary to wear more than one hat in order for AFFECT to continue and grow.

Veronica a founder member is as most of you know our Chair, first point of contact by telephone and email. Veronica has interviewed family members and those who have been interested in voluntary work for AFFECT. The Chair continues to develop and produce, the welcome/information packs, newsletter, posters, flyers and more recently an booklet for organisations entitled “About AFFECT”. She has jointly, with Julian, produced the website and has attended the group gatherings. She has told me that she can spend up to thirty hours a week on AFFECT business. A big thank you to her.

The rest of us mere mortals have supported Veronica with our thoughts, ideas and occasionally proof reading. She is also our point of reference on matters of law, so once again thank you for your input.

Stephen a founder member, as our Director, is in full time employment as a Psychotherapist/Counsellor, Reiki practitioner facilitator of group work and manager of a complementary health centre, he works very long hours.

Stephen acts in an advisory capacity on the B of T, he has attended every interview for potential volunteers and every group gathering, he also takes clinical responsibility as the counselling supervisor once every four weeks for two hours and when necessary, telephone supervision is implemented and in exceptional circumstances, individual supervision of one and half hours is available.

Stephen is also a point of contact by telephone and email, he formats AFFECT policies.

Stephen has recently redesigned a new expense claims form, much to the delight of our treasurer. A big thank you to Stephen for being there.

During this last year, the B of T have reviewed existing policies and introduced new ones to support our work. The policy which is being developed on child protection has been worked on and scrutinized; it has taken the B of T a long time to put it together.

The Chair was requested by the B of T to contact the BACP, their legal department and other sources in order for us to ‘get it right’.

We have been told that the crown prosecution service are debating with the law society on whether confidentiality around disclosure of any sexual offending to any one not necessarily only those in the helping profession, can be charged with aiding and abetting the offender if the police are not informed. They are liable to serve a custodial sentence and upon release will automatically be put on the sex offenders register.

Brenda Scott a founder member, is standing down from the B of T. Brenda has been very much behind the scenes supporting AFFECT, she will be missed though, I am sure we will still be able to seek her out in an advisory capacity. Thank you Brenda for your loyalty, commitment and most of all, friendship and happy retirement from AFFECT.

Patricia Bowers is our treasurer and a qualified counsellor. She has worked with adults, children, attended and organised group gatherings for AFFECT. Patricia has also on occasions been part of the interview panel and she has co facilitated AFFECT presentations to educate other agencies about AFFECT and the work we are involved in. She attended supervision once a month, weekly peer group supervision for her counselling work for AFFECT. Patricia is experienced working as a school counsellor and begins a new job in September, we wish her well. She also has a private practice and runs groups. It is with a great deal of regret that Patricia also stands down for professional and personal reasons. She has developed the role of treasurer and has made sterling attempts to fund raise, we are truly privileged to have known and worked with her. As treasurer she actively sought membership with Fareham Community Action which we can now utilise for CRB checks on anyone working for AFFECT, as a result of her efforts we are charged £5 per person as opposed to other quotes of £25, she has indeed been an asset to us and on a personal note, I wish Patricia peace, harmony and joy for her future and hope that one day she will also join us again a big thank you, I’ll miss you.

I for my part am a founder member, the secretary, training coordinator, interviewer of family members and volunteers, counsellor, and I regularly attend the group gatherings.

As a counsellor/supporter, I have worked with adults and children, face to face and also by regular contracted telephone hours, I attend peer and group supervision for this work, I have co facilitated AFFECT presentations, two of which have taken place in Winchester prison in conjunction with Mark Heybourne, of APF and more recently to Hampshire Association for Counsellors, we have received very positive feedback. I realise this year how much we miss having a local APF representative.

We have made good use of videos supplied by APF (Leeds Animation Workshops) when working with two children aged 7 and 9. They found them very helpful. We have also received some useful books.

Last year an AFFECT family attended a show in London for as little as £5 per person care of the mousetrap foundation, again the tickets cam via APF. Not only are we members of APF, we also remain with Portsmouth Council of Community Services (PCCS) as a result we have had several enquiries during the last year from eight people who are interested in voluntary work. We accepted some, others decided this work wasn’t right for them and occasionally we turned some offers down. PCCS conducted a health audit which involved looking at our organisation in detail and developing an action plan. A copy is available if you would like to see it. We are also members of Southampton Voluntary Services.

Referrals, we are still receiving referrals from police officers, victim support, APF, school nurses, Durham prison visits centre, and in receipt of self referrals.

The B of T have purchased at a greatly reduced cost the prisons handbook by Mark Leach and to promote AFFECT we have asked for our details to be included in the new edition due out soon. We have also been offered advertising space on the cell calendar which will be in every prison, this of course is not without cost to AFFECT and Veronica will be able to supply factual details.

Since the closure of Aftermath, we are now receiving calls from outside the region for example, Newcastle, Kent, Surrey and Rugby to name a few. We have helped over 20 members this year in the form of counselling, listening and offering advice.

This concludes the report of the secretary, I would finish with this note, we are an ordinary group of individuals doing and extraordinary job. Thank you.

Proposed by Alison Cottrell secretary’s report is accepted.      

Seconded by Lesley Vernall Levings                             17 for 2 abstentions - Carried

7.         Report from the Chair

We have been fortunate in have two new Patrons Janet Harber and Professor Paul Rock. For a number of years Janet was the Chair of the “Action for Prisoners' Families”, then known as the “Federation for Prisoners' Families Support Group”. She is concerned with all humanitarian issues, particularly the welfare of prisoners and the cares & difficulties experienced by their families. She speaks eloquently on the plight of prisoners and their families, in addition, she has worked extensively with ex-prisoners and for more than 22 years was a prison visitor.  Over the years she has made enormous contributions to the needs of others, especially those imprisoned legally and otherwise, through out the world.  In 1992 already in her 50s she gained a MA in Criminal Justice.

Professor Paul Rock’s interests focus on the development of criminal justice policies, particularly for victims of crime, but he has also published articles on criminological theory and the history of crime. His most recent books include The Social World of an English Crown Court , Reconstructing a Women's Prison,  After Homicide: and a number of articles for legal journals.

Towards the end of 2004 we heard rumours that AFTERMATH, a national organization for the Families of Serious Offenders was about to close. From February 2005 we started to get referrals from all over the country. On April 30th 2005 Aftermath officially closed. So AFFECT has had to grow from a small regional organization to one that can offer help and advice to families across the country. With the help of our Counselling team and our very willing volunteer counsellors we are at the moment coping. Funding is difficult and AFFECT does not currently have an office, a permanent base or any paid employees The homes of the Board of Trustees are used for storing training Office equipment, stationary, pamphlets, literature and hosting Trustee meetings. Designated telephone lines are also situated in private homes. All AFFECT volunteers have been through a rigorous interview process to ensure they have the skills and attributes necessary to help and support the AFFECT families. At present we offer a unique service to our members:

We are still participating in the “State of the Sector” panel a research project run by the Home Office looking into the state of the voluntary sector.

Website

In November 2004 our website was set up; in the first six months we have had over 13,000 to the site from all over the world: Most of the major Search Engines people the AFFECT website: There is a hic-cup on Yahoo that is being sorted out.

Countries that have looked at the AFFECT website:

Argentina                                  Australia                                   Austria

Belgium                                    Canada                                                Colombia

France                                      Germany                                  Hungary

Iceland                                     Japan                                       Netherlands

Poland                                      Spain                                        Turkey

United Kingdom                       US Commercial                        US Educational

New Zealand (Aotearoa)                                             

Non-Profit Organization

The website not only advertises all that AFFECT offers its families it also provides information on

Ø      Prisons, both in alphabetical order and country order with a map of the UK to assist people. There is a link to the site of every prison.

Ø      Probation and links to most sites.

Ø      Courts, their where-a-bouts, maps etc

Ø      All the following are downloadable Coping with the press*Visiting prisons*

     Letter to prison* Phone calls* Arrest The Trial and a number more.

Ø      Organisations divided into sections to assist the reader. For example:

Many people visit our site, find what they need and move on; other phone or email either because there is a family in trouble or because there is further information that they need. Solicitors, Scottish MP, and a QC, the Police, students working on degree or PHD courses and Victim Support, have contacted me. There have been phone calls and emails expressing peoples’ appreciation and thanks. I estimate that I must spend about ten hours a week answering emails or taking phone calls directly as a result of visitors on the website.

Where I have been unable to offer AFFECT’s help I have endeavoured to give out other sources of help, organisations or booklets that might be able to help. We carry a number of APF booklets and Leeds Animation videos that are available to our members as the need arises. No one has been left without some form of help or answer. Many get their answers and moved on, but that’s OK because they have got what they came to the site for. Those are the ones that made contact but I suspect that there are many, many more that I don’t know of. I see us not just as a counselling and Support group but also as a  service to others. What we don’t know we will find out and put it on the Website for others who may have the same query. The Website is constantly being updated.

Do please visit our site at www.affect.org.uk I am sure you will be impressed.

We are gradually getting ourselves known through word of mouth, APF helpline who give out our number, a number have come through the Website. We are also going to be in the 2006 Prison’s Handbook with a quarter page advert and be on the calendars which are circulated to the prisons and are on display in every cell in all the prisons in the UK.

In conclusion we should feel justifiably proud of what we have achieved this year:

We have very close to 24 hour cover, 7 days a week. No one waits long for an answer; we provide a “listening ear” at all times.

We have designated phoned lines and a 24 hour answer service.

Counselling, if needed is arranged and put in place almost immediately.

Counselling on a weekly basis both in the home, mutual arrange place or telephone.

At the request of the School Nurse children have received counselling.

Befriending, where genuine concern and empathy is shown.

No one has ever been turned away.

Advice and networking is in operation.

Home visits are made shortly after the initial call.

Emergency call outs have been dealt with immediately.

We are able to offer minor legal advice and knowledge on prison protocol; what we don’t know we will endeavour to find out.

Our literature and that of others organisations i.e. APF, Prison Reform and Leeds animation is available and is dispatch within 24 hours of any request.

We now have a fund of knowledge available to our members. What we don’t know we find out.

            Our group gatherings have been held at regular intervals.

Day courses have been held at Winchester Prison return visits have been requested. We have also been asked to address the Gosport Victim Support at Gosport Police Station.

I feel that in four years we have come a very long way and we have an organisation that we can be justifiable proud of; an enormous amount of work has been put in by all the Trustees and the voluntary counsellors, without them a very important part of our work could not be done. All though there are a few other organisations that help the family I believe we are the only ones that offer Counselling, face to face, on the telephone and at group meetings.

I would like to thank all of you who have worked so hard.

Proposed that the Chairs Report is accepted by Sr Mary Joy

Seconded Daphne                                                                                Unanimous

8.         Report from the Treasurer. (See appendix)

Firstly I would like to draw your attention to the gift aid contribution from some of the board of trustees, which as you can see, make up well over 50% of the donations AFFECT received during this past year.

As can be seen from the graphs, AFFECT’s volunteers keep the expenditure to a minimum. However, because AFFECT’s membership is growing rapidly, so is the expenditure!

To date, AFFECT has £819.57 (June 2005 bank statement) in the current account and £3048.50 in the business reserve account. In comparison with the previous year’s accounts, our expenditure has increased by 100% but our income has decreased by approximately 30%. This year we have made a loss of £1,180.00 compared to last year where we were £319.00 in profit.

Consequently even if we lost the same amount as this year (£1,180.00) in the following years, AFFECT’s balance would be zero by July 2008. If AFFECT grows as an organization as it has over the last 12 months, these funds will diminish more quickly.

Therefore it is crucial that AFFECT receives some funding as soon as possible to enable it to carry on growing and supporting the ‘hidden victims’.

Over the past months I have approached many charities for funding but have unfortunately been unsuccessful. Recently I have made an application for funding to cover supervision costs as this is essential for AFFECT’s counsellors, supporters and listener’s to receive. If any of you know of any fundraisers who would be willing to work on commission we would welcome their details.

During the 18 months I have been part of AFFECT I have gained an enormous amount of knowledge and insight about the trauma and suffering that the family, relatives and friends of serious offenders experience. Although I previously had personal experience of a family member offending I became quickly aware that my knowledge and understanding was quite limited. Therefore my time spent working with AFFECT has strengthened my existing skills and helped me further develop as a counsellor.

I am aware that many of you know that I am stepping down from the board of trustees and my role as a voluntary counsellor for AFFECT. At this stage I would like to thank all the board of trustees and AFFECT members for allowing me to be a part of such a wonderful organization.

Proposed by Wendy Roberts, Seconded by Susan Palmer

Treasurers report is accepted                                        18 For 1 Abstention     Carried.

9.         The Future – Presented by the Director

FUNDING

As you have already heard, we are actively seeking funding for supervision, however this is not the only reason funding is required. During the last year, it was the Boards intention to create a strategy plan, for a number of reasons we did not achieve this aim. A business plan and strategy for AFFECT however is a must do if we are to survive.

We are expanding, not only in numbers of staff, but in membership too and as our treasurer has indicated, a larger membership requires greater expenditure. There is more of everything, printing, ink cartridges, photocopying, stationery and postage to name but a few. Therefore funding for general running costs needs to be sought.

FUNDRAISER

To facilitate our financial need, we have given serious consideration to employing a specialist fundraiser who will be paid on a commission basis only, so if he doesn’t raise money, he won’t get paid. We are aware that AFFECT has to ensure a formal legal contract is drawn up to assure a financial safety, so if anyone knows of a friendly legal solicitor who might draw up a contract for free, please let us know. We are hoping to interview an applicant for this role in September.

EXPANSION

In order to keep pace with growth, it is likely that we will need administrative support; a part time administrator working in shared office space would be a good start to that provision. AFFECT historically has managed on a shoestring and works out of private homes, this means secretarial support, admin and treasurer work all being conducted from separate places, ideally, much of this could be located centrally, freeing up time and precious resources.

INDUCTION TRAINING

It is important that as an organisation we take care of our staff and volunteers, we believe that one way to do that is to ensure there is ongoing support and needs led training. As Tricia now holds the dual role of Secretary and Training co-ordinator, she will be organising training days, anyone interested in attending this training will be very welcome, as you may wish to become a listener or supporter in due course.

INDUCTION PACK

The Health Audit identified a need for AFFECT to have an induction pack; this will be extended to members of the Board as well as other volunteers as will the training package.

HEALTH AUDIT

Other weaknesses in the organisation that were identified in the audit are our marketing strategy; I believe this will be covered in the overall strategy and business plan. A recommendation was made that we have a Contract of employment if we ‘employ staff’ and that we amend current evaluation forms to record progress gained from receiving counselling on a scale of : 1 – 10 This would enhance the credibility of AFFECT particularly when seeking funding.

PRESENTATIONS

We will continue to deliver presentations to educate other statutory and voluntary agencies of the work that is done by AFFECT and of the plight of the families, in the hope that we might change some of the prejudice that is around.

VOLUNTEERS

Volunteers are a highly valued resource however and as we are in the year of the volunteer and research shows that 80% of people would volunteer if asked. I am asking... are you one of them?

By giving your time you can:

AGM 2006

Finally, you have already heard the Secretary indicate how many organisations have been contacted and are unable to attend. I suspect that is primarily because we are having the AGM on a Saturday and wonder if we might change it to mid week for next year. This might encourage organisational attendance, could I have a show of hands as to how many of you think this is a good idea.  Are there any questions?

This concludes the report regarding the future.

Proposed Daphne Frampton

Seconded Alison Cotterill Report Accepted      17 for 2 Abstentions Carried

10.       Trustees Stand down

The following members stood down: Brenda Scott – Trish Bowers

A vote of thanks was proposed by Dir for Brenda and Trish:    

Seconded by Tricia                                                       Unanimous

The following were nominated and voted on to the Board of Trustees

.

The votes were counted by Lucy Gampell (APF) and Lawrence, both nominees received a majority vote of those in attendance.

11.       Change to the Constitution.

The Chair explained the need to change the constitution with regard to the position of Treasurer. The Chair has been in contact with the Charities Commission who has agreed in principle the changes outlined. The Chair proposed the change reads as follows;

7.         Executive Committee

             i) Honorary Officers

                        At the AGM of the Charity, the members shall elect from amongst                                             themselves a chairperson and secretary who may hold office for three years, for the sake of continuity, from the conclusion of the meeting.

The Board of Trustees will appoint a Treasurer either from the members of the Board of Trustees, where no payment may be received; OR independently where a small annual fee (£250) may be paid.

Seconded by Lesley Vernall Levings.                            Unanimous

12.       DTPONM

It is hoped that the AGM 2006 will be an early evening meeting hopefully mid week in May/June  or September – Venue to be decided.

The Chair closed the meeting at 1517.