Gwent Association of Voluntary Organisations –

Local Voluntary Services Scheme 2005/2006

Monitoring report framework Minimum standards and performance criteria

Organisation Gwent Association of Voluntary Organisations – Caerphilly

Period

 1 April 2004 – 30 September 2004

The monitoring report should provide information about your work in relation to:

• support services;

• representation and joint working;

• voluntary sector initiatives;

• volunteering;

• organisation.

For the reporting period please enter, against each performance criterion:

• progress in relation to target dates;

• specific achievements and outcomes;

• key problems or issues;

• reasons for any targets not being met.

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Support services

Aim Each voluntary council will provide and regularly promote an accessible and accurate range of locally available support services to enhance the development and effectiveness of voluntary and action Objective Provide and promote accurate, current and relevant information

Service standard A comprehensive database of voluntary organisations in the area Performance criteria Achievements

1. Details of any initiatives to All offices promote the services provided by GAVO and expand the database. Membership forms are circulated on a regular basis. Officers also take Membership forms with them to circulate at meetings.

2. What are the arrangements to Databases regularly updated as information is received from update the database? Groups. Administration Officers check databases regularly. A check is also made when the Annual Directories are prepared and from organisations’ AGM’s.

3. How did you monitor use of the Groups’ details on request: phone/personal. Records are kept of database? all contacts and recorded, new contacts are actively pursued.

Information about members, key officers, policies and services of local statutory Service standard agencies Performance criteria Achievements

1. What details are held? The details held are as follow:

• Local Authority Councillors lists • Local Authority Telephone Directory • Email address list • Community Centres • Voluntary Guides/Directories with statutory lists • GP’s, Hospitals • Partnerships – 28 in total • Community Buildings • Lists of Community and Town Councils • Membership of Local Health Board Committees • Sports/Leisure facilities • Libraries/Schools

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• Social Services and Groups • Improvement Plans • Caerphilly Community Strategy document • Wanless Action Plan • Transport Study • Partnership Action Plans • Copies of relevant Policy documents • 50+ Strategy/Compact, Action Plan • Educational documents

2. What are the arrangements to Community Directories and most of the above listed are updated update this information? annually.

Up to date details of Council Offices, Members and Directorates, annual policies, strategic plans supplied by the Local Authority, other details supplied by the Local Health Board and similar from other statutory agencies. We promote accessible format of information.

Service standard Information about local facilities, venues and sources of equipment Performance criteria Achievements

1. What details are held? We have a large number lists/details held, for example:

• Village/Community Halls • Art Centres/Venue/Transport Services • Sports Clubs, Youth Centres • Scout/Guide buildings • Boys/Girls Clubs, Partnerships • OAP Halls, Churches, Community Associations • Museums, Heritage Centres, Country Parks • Medical Loans Centre, CAB’s • Community houses, Tenants/Residents Associations • Voluntary Organisations’ registered offices • Health & Well Being Network/Children’s Network

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2. What are the arrangements to All information updated as and when by Officers with local update this information, knowledge of the area. including details of accessibility for disabled people? Close links with venues allows easy access of information.

Working closely with organisations such as Caerphilly Access Group, who carry out accessibility surveys of many buildings and equipment, and CHAD who deal with independent aids and transport access issues.

Service standard Provide access to census data and other local information Performance criteria Achievements

1. What other information is held? We work closely with a large number of organisations and Partner Agencies which makes it easier to update census data and other information, such as:

• Information on policy/change • Telephone Directories • Websites • Thompson Directories • Postcode Books • Surestart Directory • Children’s Services • Directory of Mental Health Services • Schools, Colleges, MAPS • Objective 1 Priority areas • Communities First areas • 100 Index of deprivation • Business Plans/Action Plans • Training Programmes • Learning Pathway Guidance 14-19 • Supporting People Operation Plan

2. What are the arrangements to Update of annual publications received, as published. Census update this information? information updates received, as available.

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Service standard Provide a regular newsletter and mailings including local and national information

Performance criteria Achievements

1. Did you publish the newsletter to Voluntary Voice published, covering all members on our schedule (if not, why not)? database in Caerphilly. Caerphilly Offices also publish Newsletters for Community Associations, Partnerships, and Voluntary Groups.

Two editions of Caerphilly Exchange Newsletter is published giving local information.

2. Size of circulation, and who The Caerphilly Exchange is produced twice a year, the size of receives the newsletter? the circulation list is 850 and is distributed to Voluntary Organisations, GAVO members, Councillors and County contacts.

1,600 copies of the Voluntary Voice published on a bi-monthly basis.

Newsletters on behalf of Groups/Partnerships quarterly.

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Provide and promote a funding advice service which enables voluntary organisations Objective to raise resources

Service standards • Provide advice on: planning for fundraising, identifying sources of funds, legislation regulations/affecting fundraising, making applications for funding. • Distribute and promote information available from WCVA, national voluntary organisations and specialist umbrella organisations. • Provide information on local statutory and central government funding, European funding, national lottery, charitable trusts, corporate sector. Performance criteria Achievements 1. How has this service been Due to our success in obtaining a grant for a full time Grants provided and promoted to local Officer, who is able to access information on relevant local groups? Grants via the ‘Grantfinder’ package and works with all other GAVO staff in development, has strengthened our ability to work with many more Voluntary Organisations. The Officer promotes the Grant Schemes run by GAVO which have increased because of our ability to run Grant Schemes so successfully.

Our Office now runs the following Grant Schemes:

1. Key Fund 2. Youth Grant 3. Community Safety Scheme 4. Wanless

Through our Offices, the Grant Schemes and others are promoted throughout the County by giving Presentations at Forums, Partnerships and one-to-one Funding Surgeries. Surgeries are run on a regular scale. Funding advice is presented daily by Officers through all contacts with referral to Grants Officer for further information/Applications as appropriate.

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To take Applications forward, we have set up and signed a Tripartite Compact with the Big Lottery, Local Authority to work together on Funding Applications under the Fair Share Option to gain as much as possible with a Funding Application programme. To date, this has been successful.

We regularly advertise Funding opportunities through Forums and Mailings. We have set up a Newsletter, ‘Funding News Flash’ which is sent immediately to Member Organisations.

We invite Speakers from WCVA , Big Lottery, Local Authority and other ‘To do’ presentations.

We hold an Annual Funding Day for Voluntary Organisations held in partnership with CCBC (80 Voluntary Sector Representatives) and launch the Annual Caerphilly Grants Booklet.

• Individual Funding support and form filling for Groups • Funding Surgeries for Organisations • Lottery Strategy Group Newsletter on Lottery Grants and Objective 1 Funding streams.

2. What funding information • Annual Funding Booklet produced by CCBC includes sources do you have available? GAVO Grant Schemes, Local Health Group and Local Authority Schemes, with full information and contact details • Local access to ‘Grantfinder’ package • Access to ‘Funderfinder’ package, information sheets • Directory of Grant Making Trusts, Funding Directories, Videos, use of Internet to access Funding information Websites • Direct contact with Funding bodies and Businesses. • Application forms for different Funding streams • WCVA Bulletins • Information from the Funders Forum • Information and Applications form Communities First Trust Fund and Capacity Building Funding • Full information on Objective 1 Funding

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3. What details of local funders are • All Information Packs of GAVO Grant Schemes held? • Caerphilly Key Fund • All Local Authority and Local Health Board Grant Schemes • Town and Community Council Grants • Social Enterprise Schemes • Building Societies/Banks • Businesses • Large Retailers

4. How have you ensured that the Regular contacts with Funding bodies by use of the Internet to advice and information is access Funders’ Websites. accurate, up to date and as comprehensive as possible? Inclusion on Mailing Lists, One to One updates. Receipt of regular updates from WCVA and contact with other CVC’s Membership of CLS Funders Forum, Funding Surgeries held, which also covers updates and changes.

5. How do you monitor the Records/Monitoring forms kept for all Funding actively sought. outcomes of funding advice? Maintain close contact with Groups so that successful and unsuccessful Applications are notified to office.

Funding Programme, through the Tripartitite (Big Lottery), Grantfinder and Funderfinder response includes a Monitoring form to report success or failure.

Regular up to date information from Funders, such as Lloyds TSB, WCVA, Local Authority, Objective 1, Communities First, Youth, GAVO own Grants, Local Key Fund.

The total of Funding advice enquiries received through the 6- month period have been from 331 Organisations, the total receiving Funding has been 194, Funding sought was 3,174,000 and obtained 2,629,530.

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Objective Provide access to practical services that are available

Service standards • Provide access to photocopying, computer and other officer equipment that may be available. • Provide assistance with leaflets, posters, newsletters, etc. • Equipment loan service. • Access to meeting rooms or other facilities. Performance criteria Achievements

1. What practical services are The practical services available are: available? • Laminating Newsletters • Design/printing posters, leaflets • Photocopying, binding • Display Boards, Overheads • Projectors/Screens • Flip Charts and stands • Regular Mailings/production of Annual Reports, Questionnaires • Practical support in setting up and running meetings for Community Partnerships by Officers and through administration provided by Communities First Peripatetic Administrators

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Objective Ensure that training needs are identified and that a range of generic and affordable training courses at appropriate levels are available, accessible and promoted to meet the needs of all those involved in local voluntary organisations

Service standard Available training to include funding and fundraising, committee skills, legal issues and structures, management and employment, equal opportunities, planning, personal skills, development and representational skills, working with volunteers, media skills. Performance criteria Achievements 1. How have you identified the • Training needs are identified on a regular basis by sector’s training needs, and what carrying out a Training Needs Analysis. needs were identified? • Groups regularly contact GAVO with Training needs, requesting specific opportunities • Training needs are identified by Partnerships in targeted and non targeted areas covering the whole of the County of Caerphilly by Development Officer and Community Consultation. Staff needs identified via staff Appraisals and through our 3 Voluntary Sector Forums, Health & Well Being Network and the Children’s Network 0-25 years. • Referrals from other agencies. • Feedback from evaluation forms following GAVO training courses, meetings, forums, etc. • Development Officers’ identification. • Capacity building exercises.

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2. Please list the courses provided • Monitoring & Evaluation in the period. • First Aid • Minute taking • Emergency First Aid • Committee Skills & Trusteeship • Food Hygiene • Health & Safety • Recognising Abuse & Neglect • Media Training • CF Trust Fund Workshop • Project Planning • Recruitment & Selection • Roles/Responsibilities of Trustees • Volunteering Training • Presentation Skills • Basic Budgeting • Effective meetings • Community Profiling • Managing Conflict in Groups • Train the Trainers • Stress and Time Management • Funding Training

3. How else have you ensured the We actively signpost people to Agencies who can provide sector’s training needs have been specific training tailored to Groups’ needs, whether this is met? through Coleg Gwent, College, WCVA, WEA Community Education Centres or external Consultants.

We disseminate information to other offices and link with the Development Officer about opportunities available. Training opportunities are promoted at Partnership Board and Communities First meetings, Forums, Awareness sessions, Mailings and day to day.

Training Partnerships have been set up in Caerphilly County with Ystrad Mynach College and the pooling of Budgets and Joint Applications are made to Objective 1 and Communities First Trust Fund.

Promoting training events through ‘Voluntary Voice’, networking/voluntary sector representation at forums such as CCET and The Learning Network to raise training issues and barriers relevant to the voluntary sector and implement strategies to deliver countrywide.

Ensuring that all GAVO training is heavily subscribed or, where possible, free, delivered at convenient locations and at accessible times and venues.

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4. How are your training activities We produce a Training Brochure and distribute this to our promoted? Members.

We also mail our Voluntary Sector Newsletter, ‘Voluntary Voice’ bi-monthly. We advertise our Training at other sessions, Open Days, via Development Officers, local papers, our own Reception areas in our Offices, at Awareness Days, Forums, Partnership meetings, the Compact Action Plan, presentations and by word of mouth.

Staff are encouraged to undertake corporately identified Training.

Learning Forums, Communities First Partnerships and networks, CCET, The Learning Forum, voluntary sector forums and networks, community development team, mail-shots, word of mouth, and ‘Voluntary Voice’.

Objective Assist organisations to operate legally and efficiently

Service standard Provide help and promote information and advice on charity law, trustee roles and responsibilities, constitutions, financial management and accounting procedures and requirements, staff recruitment and terms and conditions, employment law, managing staff and organisations, managing volunteers, equal opportunities, Welsh language schemes, personnel procedures and policies Performance criteria Achievements

1. How has this service been We have promoted this service to local Groups through our provided and promoted to local Development Officers who provide it as and when groups? requested/needed.

We promote the service personally at Voluntary Sector Forums, Community Partnerships, Area Forums, meetings with Groups and regular Mailings, eg, Training courses in Financial Management, Project Planning etc.

2. What are the main information Main information services available are: services you have available? • Trustees Roles/Responsibilities • Basic Finance and Accounting • Staff Recruitment/Sample Advertisements • Job Descriptions/Personal Specifications • Sample Accounts • Annual Reports, Business Plans • Specialist Officers, including Personnel Officer

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3. How have you ensured that the Staff Training is available to ensure up to date knowledge, advice and information is regular updates from Charity Commission, WCVA, Personnel accurate, up to date and as Officer is received. Internal Staff Training and CPD attendance comprehensive as possible? at external seminars, Training Programmes and Network Groups, taking legal advice and reference to on-line and telephone Advisory Services – subscriptions to update Reference Manual Service.

Regular contacts with ACAS information seeking, advice and confirmation of information provided.

Information held reviewed and updated regularly, eg, Charity Commission Application forms.

Information Booklets all available on request. Any information, once requested, will be copied and retained for access by other Member Groups, eg, use of the Custodian of charities to hold a lease.

As Projects/Groups become established, help/advice is given on request.

4. How do you monitor the Regular contacts and close working on all ongoing Projects. outcomes of advice? Membership of Voluntary Sector Forums and Partnerships are encouraged to enable exchange of information within the Sector.

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Representation and joint working

Aim Voluntary councils will identify the views of broad range of local voluntary groups and represent those views to decision makers in ways which lead to effective outcomes and partnerships

Objective Identify issues of concern to a broad range of local voluntary groups

Service standard Seek views using a range of methods (eg networks, meetings, questionnaires) Performance criteria Achievements 1. How have you identified issues GAVO in Caerphilly have continued to take responsibility for of concern to local voluntary ensuring good communications between Voluntary Sector groups, and what organisations Organisations and Statutory bodies through a large number of were involved? routes. The GAVO LASTING Team of Community Development Officers in Caerphilly has been funded under Phase 2 with European Objective 1 Funding to work in the areas of the County, identified as having the most need for support and capacity building. 2 p/t Administrators have also been funded to give Admin support. These areas are virtually identical to those designated as Communities First areas and we work in Partnership with Communities First Officers of Statutory and Voluntary Organisations to support Community Action and Initiatives. Through successful bids to the ‘Big Lottery’ and our core Funding, we continue to provide Community development support to the whole Borough, including those areas not covered by Objective 1 and Communities First. Successful bids to the Communities First programme has allowed us to employ 3 Peripatetic Admin workers to take the minutes of the 16 Partnerships in Communities First areas. Our Development Officers in the non-targeted areas support the 14 Partnerships set up with Officers of the Local Authority and other Partners. GAVO provides the Secretariat, jointly, with the Local Authority for the Voluntary Sector Liaison Sub Committee, which is now in its 7th year.

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The Committee meets 4 times a year and is comprised of 18 elected Representatives from the Voluntary Sector and an equivalent number of Members from the Local Authority, plus Officers. The Voluntary Sector members are elected every 3 years through a democratic process. The Sub Committee is Chaired alternately by the Voluntary Sector and Local Authority. The Voluntary Sector Representatives Committee also meets 4 times a year separately. This year the Committee is Chaired by the Voluntary Sector Representative. The Sub Committee provides a mechanism for discussing issues of mutual concern to the Voluntary Sector, and the Local Authority offers an opportunity for Voluntary Organisations to raise questions on Council policy, or about specific issues, and provides an opportunity to promote the work of the Voluntary Sector through presentations by local Organisations. The Voluntary Sector Representatives are elected through Nominations received from the 3 GAVO Voluntary Sector Forums operating right across the County. GAVO Officers are responsible for running the Forums which are held quarterly or bi-monthly. Information is circulated to a wide Membership throughout the Borough and the Forums provide an opportunity for Networking, Consultation, presentations and information sharing. GAVO Officers are also present at the 5 Area Community Planning Forums where issues of concern to Communities are raised and discussed. We could see a change this year to these 5 Forums. Further to our joint working, GAVO have received Funding for a Health, Social Care & Well Being Officer and a Voluntary Sector Support Co-ordinator for Young People 0-25 years. Under Health & Social Care, the Officer has set up a Health & Social Care Network Forum which meets quarterly with a Membership of approximately 146 organisations which cover a wide range of issues including: • Issues for people with learning disabilities • Consultation on the draft Summary Health, Social Care and Well Being Strategy • Needs Assessment • Protection of Vulnerable Adults • The way forward for the Network • Caerphilly Health Alliance • Patient & Public Involvement • 50+ Strategy • The Consultation on the new Hospital • Community Services Project

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Regular Mailing is circulated which promotes Projects and Funding and relays important information. Number of meetings attended by the H&SC Facilitator from April-September is 103. Priorities for the first 6-month period have been: • Pan Gwent Health & Social Care Conference • Health, Social Care & Well Being Strategy • Wanless Local Action Plan • Caerphilly Borough Hospital & Community Services Project • Health & Social Care Network • Children & Family Services Network Our Voluntary Sector Support Co-ordinator for Young People 0- 25 years has successfully set up a Forum – Young Persons Network – which meets bi-monthly. Topics covered at these meetings include: • Young People Partnerships • Dispersal Notices • Voluntary Sector Representation • Training • Skate Parks • Drop-In Centres • Anti Social Behaviour Orders Officers work very closely with Voluntary Organisations and Community Groups throughout the Borough. Development Officers are working closely with Officers from Partner Agencies to support the development of Community Partnerships and help in capacity building through our Training Officers and our Joint Training initiatives with Ystrad Mynach College and the Communities First Officers. Currently there are 16 Communities First Partnerships and 12 Community Partnerships. Views are represented at a wide range of Joint Consultative Forums, Meetings, Working Parties and Planning Groups. GAVO’s Assistant Director in Caerphilly sits on the Standing Conference Executive with the Local Authority, Local Health Board, and Police Authority in their right as the local CVC and are Members with 80 others of the Standing Conference. GAVO also sits on many other important meetings, some as Chair or Vice Chair, eg, Objective 1 PMB, Caerphilly Regeneration Group, Transport Sub Group, Healthy Living Centre, Joint Planning, SMAT, Key Fund, Lottery Strategy Group which takes on board Consultation & Planning. GAVO Officers, together with the Voluntary Sector, has had a big part to play in the 4½ years’ consultation on the Caerphilly Community Strategy document to be launched November 2004.

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2. What issues have been • Long term and consistent Funding for Voluntary & identified? Community Organisations • Need for recognition throughout Government and Statutory bodies of the value and importance of the Voluntary Sector • Improvement of Community facilities and increase usage by all Groups including ‘Youth’ • Address the 12 chosen Beacon Projects • Comprehensive transport provision covering the whole Borough • Transport Co-ordinator • Sustainable regeneration of Communities including environmental improvements to Estates and maintenance • Health Services accessible to all Communities • 50+ Participation Officer for Older People • Issues relating to crime and disorder, Anti Social Behaviour, Graffiti, Crime Reduction, Racial Harassment • WAG 10 year Strategy for Voluntary Sector(feedback) • Health & Well Being Strategy • Implications of the Disability Discrimination Act • Access • Services for children and young people • Children’s and Young People’s Partnerships • Youth Summer Play Schemes • Quality Mark registration for Voluntary Sector Advice Agencies

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Objective Take effective action to address these issues and achieve effective outcomes

Service standard Use a range of methods to tackle the issues identified Performance criteria Achievements 1. What action has been taken to • Contact and discussion with Funding bodies address the issues identified, and • GAVO membership of Funding Forum and Assessment what was the result? Panels • A Tripartite Compact between GAVO Caerphilly CBC and Big Lottery • LASTING Team Officers Small Development Budget • Joint GAVO and Local Authority Key Fund Grant Scheme • Joint GAVO and Local Health Board Grant Scheme – Wanless • Joint GAVO and Community Safety Grant Scheme • Joint GAVO and Youth Service Small Grant Scheme • Annual Funding Advice Day, held to provide information to Voluntary Organisations on a wide range of alternative Funding providers, 80 Organisations attended • Regular Funding Surgeries right across the whole Borough • Full time Grants Officer, Funding News Flash • Continued promotion of Racial Harassment and Homophobia Campaign with and CCBC • Continued involvement of Caerphilly Access Group in planning throughout the Borough to ensure access issues are addressed in all developments • GAVO Offices fully accessible • Development of Health & Social Care Network • Development of Young Persons Network 0-25 years • Development of Direct Payments • Transport Co-ordinator appointed • Transport Pilot Scheme, Upper Valley • Continued work to maintain and review the work of the Tripartite and Action Plan • Talks between Local Authority and Police Authority regarding the Police joining the Compact as the 4th Partner

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• Continued development of Partnership Boards in Communities First Ward and Sub Ward areas. Continued Funding for Officers for a further 3 years • Continue to be positive, continuation and development of Joint Grant Schemes including Key Fund – Wanless • Continuous development of joint working relationships with Statutory bodies and Voluntary Sector Agencies to improve openness and consultation • Full involvement in Strategic Planning • Joint Funding and staffing of posts, eg, Community Planning Officer • Communities First Training Officer and Peripatetic Administrative support • Joint Training initiatives for staff • Continuing crime preventative Projects, Autoloks, Shed Alarms and Personal Alarms • Continue to hold Forums across the Borough, including Health & Social Care Network and Young People’s Network 0- 25 years

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Objective Facilitate and support the establishment of effective structured relationships with local authorities and other agencies across all spheres of voluntary activity

Service standards • Put forward/follow up proposals for voluntary sector liaison structures. • Support, maintain and develop such structures. Performance criteria Achievements 1. Give details of work undertaken GAVO, in Partnership, has signed up to the Tripartite Compact in connection with your compact between the Local Authority, Local Health Board and the with the local authority and with Voluntary Sector since 15th November 1999. Details of work other bodies. undertaken in connection with the Compact over the period of this report is as follows:

• Continued regular meetings of Voluntary Sector Representatives Committee and Sub Liaison Committee • Involvement of Voluntary Sector Organisations in Strategic Partnerships • Involvement of Voluntary Sector Representatives on appropriate Partnerships working Groups for implementing strategic plans • Reports of outcomes of consultations/public involvement fed back via Health & Well Being Network and the Voluntary Sector Liaison Committee • Continued joint work to raise awareness of Community Planning process and rationalise Joint Working arrangements • Reports prepared for meetings on items of interest to the Voluntary Sector appearing on the Council or Local Health Board agenda • Provided Training packages to meet needs • Continued involvement in the production of the “Grant Schemes” Booklet • Held Funding Seminar and organised further Funding Surgeries • Provided information on the Joint Technical Assistance Scheme • Continued to operate the Key Fund for Voluntary and Community Organisations • Continued developing Funding procedures from Health & Social Services to the Voluntary Sector • Continued Partnership work on bids for Objective 1 funds, National Assembly Match Funding and other Funding Schemes • Reviewing of National Health & Social Care Grant Funding

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• Continue with acceptance of Nominations for Voluntary Sector Achievement Awards and hold Presentation Evening • Continue to publish the Annual Directory of Voluntary Organisations • Progress on Compact targets monitored and Publicity reports • Support to Community Legal Services Partnership • Promoted attendance by Voluntary Sector Representatives at Local Health Board meetings • Awareness raising undertaken with Local Authority and Local Health Board staff about the Tripartite Compact and development of shared understanding of complementary roles and contributions • Induction training for all new staff to include details about the Tripartite Compact • Provision of documents in Welsh, large print or other formats • Opportunities for Volunteering to be considered explicitly and where appropriate • Voluntary Sector kept informed on and involved in the restructuring of NHS in Wales, to play a full part in the planning, development, commissioning and delivery of services • Ensuring clarity for Voluntary Sector Representatives involved in the work of LHB and other Partnerships • Hold Voluntary Sector Awareness Day aimed at the general public, Council members, Health Service and Social Services • To report the findings of the Transport Study and agreed on how to take forward the recommendations

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2. What have been the outcomes The outcomes from these relationships in the period have been as from these relationships in the follows: period? • 6-monthly monitoring reports to full Sub Liaison Committee, September and March • Joint working on Grant Schemes has enabled more Funding to be made available to the Voluntary Sector in Caerphilly. This has enabled GAVO to take a strategic overview of Funding, ie, pinpoint issues of concern . GAVO has been able to influence the development of Funding streams. More localised Grant Schemes set up and managed locally. The Compact has helped in the close Partnership working in the County whereby there are set targets for monitoring governed by a Partnership Action Plan.

Progress includes the following:

• More monitoring and publicity • Promotion of Legal Services (Quality Mark) • Better attendance at meetings • 2,500 Tripartite Compacts circulated • Joint Training packages between Ystrad Mynach College, GAVO and Training Agencies • Minutes and reports prepared in large print and available in Welsh, if required • Grants Booklet available in Welsh and English, as is other documentation • Opportunities opened up for Volunteering such as Transport, Healthy Living Centres, etc • Reports regularly given at meetings from the LHB, Social Services and Cabinet of interest to the Voluntary Sector • Grant Booklet launched and circulated 13th July 2004 • Funding Seminar held 13th July 2004, 80 Organisations attended • Technical Assistance Grants given to 10 Organisations • Key Fund operating successfully, Grants given to 61 Organisations totalling £1,478.00 • Ongoing consultation with Health and Social Services re developing Funding procedures • Objective 1 meetings attended regularly and Newline produced • All bids to Health and Social Services submitted to date, new Scheme – Wanless – in operation • Achievement Awards Launch to take place on 27th November, as is the Directory and the Awareness Day • Regular presentations on the Transport Survey and new Pilot Scheme set up

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Objective Ensure that voluntary sector interests and ideas contribute to planning and service development

Service standards • Facilitate the dissemination of statutory sector planning information. • Facilitate consultation process. • Facilitate and support the input of a coherent voluntary sector response to key issues. Performance criteria Achievements 1. Give details of the range of The following depicts a range of Organisations and meetings organisations involved in joint involved in Joint Planning in relation to specific Statutory planning in relation to specific services: statutory services. • Voluntary Sector Liaison Sub Committee • Voluntary Sector Representatives Committee • Health, Social Care and Well Being Network • Young People’s Network 0-25 years • Voluntary Sector Forums, which are: 1)Islwyn 2) & Rhymney 3)Caerphilly and Aber Valley • 50+ Implementation Group • Social Services Strategic Planning Group • Rural Strategy Group • Local Health Board • Crime Prevention Group • Health Alliance • Adult Services Planning Group • Big Lottery Strategy Group • Standing Conference • Standing Conference Executive • Joint Community Planning Group • Area Community Planning Forums • Communities First and non Communities First Partnerships • SMAT and CCET • Healthy Living Centre Partnership • Multi Agency Forum on Racial Harassment • Countryside Access Forum • Management Group from Key Partner Organisations • Caerphilly Regeneration Group • Living Environment Strategic Partnership • Health, Social Care and Well Being Strategic Partnership • Education for Life (Framework Partnership) Strategic Partnership ● Community Partnership Network

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2. How have local organisations Local Organisations have contributed to Joint Planning in the contributed to joint planning? following ways:

• Being fully involved in Joint Planning through a number of routes • Local Voluntary Organisations and Community Groups are encouraged to become part of Local Community Partnerships in Communities First and non Communities First areas of the Borough This has resulted in 29 Forums or Networks being supported with approximately 463 Organisations involved and 20 Voluntary Sector Representatives nominated to joint Groups Partnerships are represented at Area Forum level and report on their activities and the development of local plans which highlights needs and opportunities at local level. A large number of Voluntary Sector Organisations attend the Area Forums regularly and are full Partners in the consultation process. Representatives are nominated and elected to report back to Member Organisations as a 2-way feeding mechanism. For example:

• Voluntary Sector Liaison Group Representatives • Strategic Partnership Officers • GAVO Officers • 50+ Strategy Officers

The Voluntary Sector is well represented on the countywide Standing Conference and the Standing Conference Executive. They are also extremely well represented at the main GAVO Voluntary Sector Forums, the Health, Social Care & Well Being Network and the Young People’s Network. Representatives are elected from the 3 main GAVO Forums to sit on the Voluntary Sector Liaison Committee and report back to the wider Membership

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3. What outcomes were achieved? Local Action Plans for Communities and Wards are being developed with full involvement of local people. Area plans take into account the local Action Plans and Community needs and these are fed into the development of the County Community Strategy document, to be launched November 2004.

The Voluntary Sector has fully taken part in the consultation process over the years and have been able to put forward projects for Beacon Projects or themes, 7 of the 12 Beacon Projects came from the Voluntary Sector.

Caerphilly Local Authority have good relations with the Voluntary Sector and other Partners. Approval and signing of a Joint Working Protocol by all Members of the Standing Conference has been completed. Elections held.

Objective Promote the voluntary sector in local regeneration and community strategies

Service standard Initiate or contribute to the strategies Performance criteria Achievements

1. Give details of your involvement • Continuing support, advice and information to in local community regeneration Communities First and non Communities First strategies and partnerships, and Partnerships. the outcomes achieved. • Assistance given with Constitutions, meetings, minutes, training and Funding • Advice and information given on Charity Law, Personnel matters, Leasing Licensing and Marketing • GAVO Officers right across the board have and continue to work with Partnerships and Community Regeneration Planning Groups in conjunction with other agencies • Partnerships are at present at different stages but have moved on in developing over the past 6 months • Training needs have been identified and a Programme produced and implemented

There are 16 Communities First Partnerships and 12 non Communities First Partnerships already set up with 3 more in early development. All Partnerships are now constituted with a Model GD3. Some Partnerships are developing, with GAVO’s help, Memorandum of Articles and Association. GAVO Officers have representation at all the Strategic Partnerships, thus providing support at all levels.

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Objective Establish constructive links with the corporate sector and other agencies, of interest to voluntary organisations (eg tec’s, colleges)

Service standard Initiate and maintain contact with corporate sector, and a range of organisations and companies Performance criteria Achievements

1. Give details of links with other GAVO has, for some time, established links with ELWA, agencies, and the outcomes Governorship at Ystrad Mynach College, contact with achieved. Businesses through Area Forums, Community Councils, relevant Groups, Lions, Rotary, Chambers of Trade, Caerphilly Business Forum.

GAVO Offices work to encourage Business and Private Sector involvement in Partnerships and Community Planning. GAVO has definitely got strong links with the Gwent Police and continues to help crime Prevention by running the autolocks, Shed Alarms and Personal Alarms Project in conjunction with Police CADRO’s. Targets for the first 6 months are 16% up on the last report. Talks are taking place on a Draft 4-way Compact to include the Police Authorities. Through the Communities First Programme GAVO in Caerphilly has developed Training Programmes for Communities First areas of the Borough with Ystrad Mynach College. Training has been much welcomed by the Communities, as detailed elsewhere in this report. Outcomes are as follows:

• Opportunities for Training • Funding Joint Initiatives • Promoting Voluntary Sector • Reduction of Crime through prevention

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Voluntary sector initiatives

Aim Voluntary councils will assist the development of locally determined and agreed voluntary sector initiatives which meet unmet need and enhance community participation

Objective Identify gaps in provision that might be met by voluntary organisations, working in collaboration with existing voluntary organisations and with statutory bodies

Service standards • Assessment of need based on socio-economic data, existing provision and local interest. • Identification of organisations potentially able to meet or contribute to meeting gaps in provision. • Production of, or assisting other bodies to produce proposals for new initiatives. Performance criteria Achievements

1. Give details of gaps in provision Through consultations and local surveys carried out, gaps in identified and of other services have been identified which are; organisations involved in this work. • Local Advice services (One Stop Shops) • Crime and Disorder initiatives • Voluntary Sector Representation on children’s framework • Training/Education opportunities • Local services for drug/alcohol • Access to buildings • Community Transport (links) • Environmental improvements • Affordable Sports/Leisure facilities • Disability Advice and wider access • Services for young children and families • Youth facilities • More development Officers in non targeted areas by CVC

2. Describe any new initiatives that GAVO works closely with Partner Organisations on all aspects have been proposed. of it work with Communities to identify areas of concern, gaps in services and opportunities for new initiatives. A number of the above gaps were identified last year and achievements made in some parts of the Borough. New initiatives proposed have been:

• Youth Clubs, Boys & Girls Clubs refurbishment • Development of Sports Association s • Development of Training Initiatives • Development of Community Transport • Development of Community resources • Development of specific services, such as Disability Resource Centre and Advice Centre with workshops • Support for Community based run Festivals

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Objective Implement successful proposals and establish new ventures

Service standards • Secure funds, or assist other bodies to secure funds, for new services. • Establishment of new services/organisations which are self-reliant and sustainable. Performance criteria Achievements 1. Please describe new services GAVO has, during the period of this report, been developing established in this period, services right across the Caerphilly County Borough. The 7 funding secured for these and the LASTING Team Officers working in the Objective 1 Phase 2 timetable for withdrawing CVC areas of Funding have, to date, achieved the following: support for these. Number of Community Groups assisted – 56 Number of Community Development Initiatives assisted – 10 Local people involved in planning/developing strategies – 325 Impacts Funding obtained in Objective 1 areas - £2,274,530 Amount of Funding obtained in non target areas - £ 355,000 Total - £2,629,530 GAVO has been successful gaining funding from the following: Objective 1, WCVA, Big Lottery, Local Authority, Health & Social Services At present GAVO Officers are helping to develop Projects that carried over from 2003 and established new services in 2004. The total amount of Projects individually is 216, counting Partnerships. Quarterly reports on each Project are available on request. The following are examples of some new services established in the first 6 months period, the total being 103: • Continuation of Funding Objective 1 Phase 2 GAVO, £805K 3 years • Continuation of Volunteer Bureau Caerphilly, £40K • Continuation of Communities First Admin, £16K • Wanless Grant Scheme, £150K per year • Community Safety Grant Scheme, £20K per year • Rhymney Valley Transport Pilot Scheme – The Runner, £48,750 • 50+ Older People’s Participation/Involvement Officer, £29K 2 years • Ystrad Mynach Boys & Girls Club £219K, Big Lottery • Argoed Community Facility, £34,500 • Sports Association, £6K • Britannia Community Association, £300 • British Legion, £884 ● Glan-y-Nant Hall, £500

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• Community Centre, £18,070 • Nelson Boys Club, £10,750 • Pentricwm Tenants, £300 • Junior Rugby, £1,197 • Cross Keys Church, £30,150 • Blackwood Oasis Centre, £30K • Sardis Community Association, £3,171 • Community Association, £83K • Woodfieldside OAP’s, £3,235 • Tir-y-Berth Dynamoes, £3,463 • Friends Cwm Aber School, £1,636 • Undercurrents, £4,860 • LASTING Grants to 6 Organisations, £800 • Ty Sign Community Shop, £20,936 • Van Over 50’s Club, £2,449 • School Dance Group, £462 • Markham Church, £1,500 • SYDIC, £495,568 • Aber Valley YMCA, £4,800 • Rhymney Valley Y atH, £29,273 • Fleur-de-Lis Boxing Club, £750 • United Reform Chapel, Ystrad Mynach, £23,590 • Argoed Village Hall, £6,229 • Manmoel Welfare Association, £1,943 • IDAP, £2,841 • Markham Playgroup, £3,969 • Markham Post Office, £50K • Upper Sirhowy Valley, £4,796 • Rhymney Communities First Partnership, £25,500 • Rhymney Festival, £1,500 • Upper Rhymney PTA, £7,500 • Cwrt Andrew Residents, £1,500 • St Michael’s Church, £5K • Phillipstown Homing Society, £4,637 • Brithdir Crafts Club, £360 • Upper Rhymney Summer Scheme, £32K • Croespenmaen Chapel, £1,500 • Rhymney Partnership, £7,364 • New Tredegar Partnership, £53,410 • Graig-y-Racca Resource Centre, £27,493

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The above are just a few Organisations from a long list that GAVO Officers have helped with Funding Applications. There are currently 69 Applications awaiting a result.

Regarding other new established services, GAVO have helped the following in the following ways:

Constitutions – Voluntary Organisations helped – 58 Financial Management/Accounts – 21 Further Development – Voluntary Organisations helped – 216

GAVO Officers, when helping to develop new services, are always aware of withdrawing support too early or staying with a Group or Project too long. Withdrawal is actioned only when the Officer feels the Group is capable of being self supported and is carried out slowly, maybe 6 months, a year or, if necessary, longer.

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Volunteering

Aim Each voluntary council will assist in the provision or development of an effective volunteering service

Objective Ensure that there is an existing, planned or proposed volunteer development service in the area which meets recognised standards

Service standards • Set out existing provision. • Set out planned provision. • Set out which functions in relation to volunteering LVC will provide. • Set out relationship to other organisations working with volunteers. Performance criteria Achievements

1. What volunteer development GAVO’s current volunteer service provides a volunteer bureau service exists at present? based in Caerphilly town centre. In addition, GAVO actively promotes the millennium volunteer programme for young people and provides an outreach volunteer service through the Communities First initiative. 2. What plans do you have to set up GAVO will continue to promote volunteering through or expand the service in the community slots on Valleys Radio, organising Volunteer future? Awareness Days, attending Coleg Gwent Open Days, organising the Volunteer Awards Ceremony. 3. Do the existing/planned services The bureau has achieved the minimum standards through meet volunteer bureaux monitoring visits undertaken by Mark Bendon, WCVA Grants minimum standards; if no, how Assessor, in 2003/2004:- will this be addressed? 1. GAVO will continue to develop partnerships with other voluntary organisations to increase the range of volunteering opportunities. 2. Work in partnerships with Communities First to develop projects to assist in the regeneration of local communities. 3. Provide additional support to enable lone parents and women returnees to actively participate in volunteering. 4. Build closer links with local training providers. 5. Increase public awareness of volunteering opportunities via media promotional events etc. 6. Assist organisations to develop volunteer policies and codes of good practice. 4. How do you ensure that there is GAVO maintains regular contact with organisations such RSVP, no duplication of other service CAB and Hospice of the Valleys through the local Voluntary providers? Sector Forum. This ensures that there is no duplication of provision. GAVO is a member of the Wales Assn of Volunteer Bureaux and the South Wales Volunteer Forum. This provides the opportunity to network with organisations at a national level.

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Organisation

Aim Each voluntary council will fulfil the following organisational standards

Objective The organisation will be legally constituted and fulfil statutory requirements

Service standards • Governing instrument. • Annual accounts in accordance with statutory requirements. • Compliance with requirements of appropriate regulatory bodies. Performance criteria Achievements

1. Give details of any changes to No changes. your governing instrument. 2. Has your organisation met all Yes necessary statutory and regulatory requirements due in this period?

Objective The organisation will have a clear sense of purpose, direction and achievement

Service standards • Statement of values. • Aims and objectives. • Method of selecting priorities. • Monitoring and evaluation. • Equal opportunities policy. Performance criteria Achievements

1. Give details of any new To change the Constitution to become a Company Limited by priorities established. Guarantee. Consider electing the Committee on a one-third per year rotation, members elected for 3 years. New priorities have been established through changes in funding and Communities First. Updating all policy documents. Training for staff on Lone Working. 2. Has any action been taken or No. changes made as a result of monitoring and evaluation? 3. Describe any action taken as a None. result of implementing and monitoring your equal opportunities policy.

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Objective The organisation will seek to maximise its membership from all parts of the voluntary sector within the unitary authority area

Service standards • Promotional material about the organisation. • Marketing campaign. Performance criteria Achievements

1. What action have you taken to Encourage new Groups to become Members at meetings and increase membership? promotional events in Partnership with Agencies, eg Volunteers’ Week, etc.

Objective The organisation will make itself accountable to the local voluntary sector, within a unitary authority area

Service standards • Annual elections to management committee. • Action to achieve balanced committee. • Measures to consult/interact with membership. Performance criteria Achievements

1. Has any action been taken, eg Co-options have been made to the Local Committees. through co-options, to include groups or interests not otherwise represented on your committee/trustee body? 2. Describe any measures to GAVO Forums are used as a means of consulting the Members, consult or interact with your as is distributing ‘Voluntary Voice’ and other Newsletters membership.

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Objective The organisation will seek to enhance the role of its trustees in the management of the organisation

Service standards • Terms of reference for committees. • Induction for trustees. • Clear administrative and financial procedures. Performance criteria Achievements

1. Give details of any work to There is a Trustee handbook, which is given to all new Trustees. induct and inform trustees. A Trustees Event was held in the Celtic Manor Hotel to induct the Trustees in the following:- GAVO’s work; Charity Law – Charity Commissioners; New structure for Committee. 2. Give details of any change to None. terms of reference for committees, administrative and financial procedures. 3. Details of feedback from Very good. trustees.

Objective The organisation will be a good employer

Service standards • Policies and procedures for recruitment, support and supervision of staff. • Compliance with statutory requirements. Performance criteria Achievements

1. Give details of any work to All employment policy documents and procedures have been change or update employment updated to match changes in legislation. A new sickness policy policies and procedures. has been introduced following consultation with the staff. Clear procedures and better line management procedures implemented. Monitoring systems revised. Welsh Language Scheme in operation. New Complaints Procedure and Staff Handbook are being revised. Job Evaluation Consultation being undertaken.

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Objective The organisation will make itself accessible to users and members

Service standards • Own well signposted office. • Reasonable transport and mobility access. • Open regular advertised hours. Performance criteria Achievements

1. Give details of any action taken All Offices are accessible, have full access for disabled people to improve accessibility and and are located in 4 bases throughout the Caerphilly County availability of your premises and Borough. services.

Objective The organisation will reflect the language preferences of its members and users

Service standards • A Welsh language scheme in accordance with voluntary sector/Welsh Language Board guidelines. • Implementation timetable for plan. • Develop other language plans as appropriate to the area. Performance criteria Achievements

1. Describe any action taken as a Welsh Language tuition ongoing – available to all result of implementing and staff/members. Welsh Language Scheme in process of monitoring your Welsh language implementation in accordance with timetable for action. scheme. A new bi-lingual leaflet was produced for the Eisteddfod. 2. Give details of usage of other languages.

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