Eastern Regional Conference

Pearse House, Tuesday 14th October 2008

The Chair, Martin Cowan, welcomed everyone to the meeting which was entitled ‘Moving Forward Together’ the theme progressing from last years ‘Working Together’. The use of the website was encouraging and the main purpose of the conference was to build on what had been learnt so far.

The Chair of the JS Veterans Association said that the needs of Local Associations varied considerably with some being based on Township areas, whereas others were based more on countryside areas dependant upon where in the country they were based. He went on to say that budgets were tight but it was hoped the Main Association would receive funding for the future, The Sainsbury’s Veterans Welfare Scheme was now a charitable trust and the trustees were Dino Adriano, Eric Nicholls, Paul Foulger, Alan Gorham and Mary Gorham and an independent trustee was in the process of being found. Eric Nicholls then thanked Martin Cowan for all the hard work he had done for the Eastern Area and that he would be standing down at the end of the year. He then opened the conference.

Mike Inskipp, creator of the website, showed delegates an outline of the website, and then graphs and figures relating to the usage of the web site since its inception. Mike then went on to show how useful links attached to the site were, by way of comparing costs of Insurance, Energy, Electrical Goods, cars etc. This would be a very useful tool for our Veterans when it came to saving costs for essential items. Mike told delegates that the regions first electronic newsletter had gone out over the weekend previously, most had received it. Although it was only available for the region at present this could be extended in time. Some delegates queried the fact that not many people had computers, but it seems there are more than perhaps we are aware of, but access through family and friends was another avenue to pursue. Whilst we have a number of email addresses Chairs of Local Associations are encouraged to spread the word to their members and to get more email addresses where possible.

Graham Caughey, Regional Treasurer, talked about the treasurer’s role in Local Associations and the need to standardise the way Local Association Accounts were presented. All Local Association accounts should run from April to March, the same as the Company’s Accounting year. Graham showed a form that was already in use and by a slight adaptation it would be easy for LA Treasurer’s to follow and know that the figures are up to date; they can then be compared with the statements from Head Office and ensure that discrepancies are dealt with immediately. Graham was available for Treasurer’s and Chair’s to go through on a one to one basis where necessary. He would be communicating with all Treasurers’ in the near future regarding the required format of accounts.

Paul Foulger then introduced the four syndicate sessions and the subjects to be discussed.

North Syndicate

How could the website be improved, short term and long term? And How can we save costs by using an "EmailNewsletter"

Findings

• It seemed that there were a limited number of veterans who had access to a computer
  
• Although newsletters sent out by email would reduce the number required, some postage would still be nedded.
  
• Local Association Events Calendar needs to be on a rolling basis, so that the forward programme is always available perhaps updated on a three monthly basis so that there is always at least nine months in advance on view.
  
• Group nearby local associations together, for an events list.
  
• One committee member to be nominated in each LA, as the main contact for the site with one on standby.
  
• A sk friends and family to accept emails for members without a computer and pass on information
  
• Run a short course for members on how to access the website and its use.
  
• Local Association photographs to be linked to the Local Association rather than the general gallery.
  

South Syndicate

What Input should be put into the website by the Regional Team? And Could cost savings be made by Veterans by using on line services?

Findings

• It was suggested that Local Associations should be able to update their own website with training.
  
• The region to send a letter to all Eastern Region members explaining that the site www.jsveast.co.uk has been running for 12 months now, ask for more email addresses so that more can be updated as to what is going on. It should be emphasised that it is a very secure site. Anyone who receives an email can opt out very easily by using the unsubscribe button.
• The more email addresses we can get should reduce costs for postage as emails cost virtually nothing by comparison, and can lead to greater involvement by veterans.
• Known stand-in for Cicely if away so there is continuity.
  

East Syndicate

All Local Associations in the Eastern Region cover a wide area, meetings are generally always held in one location. Have you given thought to holding an occasional meeting in another area of your Local Association based on another township area?
Meetings should be held in easily accessible areas where bus passes can be used, therefore cutting the cost of travel to your members and those less able. What could be done in your Local Association to improve this?

Findings

• Local JSV Committees know where their members live and reliant on transport and its difficulties, parking costs, etc. Needs to be easy access. Transport times versus meeting times, preferably off peak, i.e. schools etc need to be considered with timings.
  
• Knowing what local members want.
  
• Non interesting meetings puts people off. Preference for information, trips, speakers etc. eg. Safety in the Home; Welfare Scheme – how does it work and what is available; Skills to meet the Credit Crunch; Cooking; Allotments; Use of Computers etc.
  
• Using bus passes to get to meetings to save costs
  
• Charities to give talks
  
• Fill coaches, using outsiders if necessary
  
• Local Association Events Calendar needs to be on a rolling basis, so that the forward programme is always available perhaps updated on a three monthly basis so that there is always at least nine months in advance on view.
  
• Local Association displays at Reunions need to sell yourselves, man the stall and speak to members (Some only come to reunions!)
  
• Cross border invitations via website – sell meetings as being of interest think of new subjects.
  
• Fill officers by succession, keep the Local Association fresh, not always listening to the same voice, ring the changes. Make sure new members are made to feel welcome. Make meetings ‘fun’
  
• New Active members come under the 25 year rule, open to all whether a Veteran or a past employee.
  

West Syndicate

Succession Planning – Appointing Deputy Roles. None of us are indestructible, it is important for the future to look to the younger veterans of your membership and to generate some keenness to fulfil these roles. How best can you achieve appointing deputies? Should a time limit be imposed for time in office?

Findings

• Area needs vary a lot
  
• Veteran families should be encouraged to get involved, perhaps being adopted onto the committee for a trial period of say 6 months
  
• Tapping into stores to find out who is retiring and letting them have a copy of Veterans News or a notice within the store for new retirees to get involved.
  
• Inform those with email addresses who do not attend meetings to encourage them to attend.
  
• Asking the region to provide some short term support as a temporary replacement.
  
• A notice in the Veterans News stating that we are looking for volunteer officers of Local Associations.
  
• Email members requesting a short term replacement, does not have to be ex JS to serve.
  
• Extra copy of Vets Magazine sent to each branch so that new members can see what is going on.
  

Syndicate Summing Up

Paul Foulger said that there was a lot of good comment arising out of the discussions and all suggestions would be considered by the regional committee. We are still very much on a learning curve and it will take time to get things running more smoothly. The Regional Committee is always open to ideas so please let us have them, even on an ad hoc basis.

Delegates were asked if they had found the conference of value, all agreed that much had been learnt and would like to have another conference next year.

Delegates were asked to let the Regional Committee have topics for discussion at next years conference so that plans can be put in motion.

Conference Summing Up

Martin Cowan summed up the days proceedings in that it had been a most useful day and all had been able to discuss issues at some length which had been extremely useful.

Eric Nicholls closed the conference saying that a lot had been learnt from the days discussions and wished everyone a safe journey home.


06.11.2008