Setting up your own Group

Useful Organisations For Support Network Co-ordinators/User Group Committee Members

Support Network Staff:

Cathy: 0870 770 3248

Click on the links below to find out more information:

Voluntary Organisations

Resources

Planning a Group

First Group Meeting

Group Activities

Practicalities of Running a Group

Groups: Common Problems

Telephone Links

Telephone Links: Common Problems

Raising Awareness

Fundraising

Positions of Responsibility

Voluntary Organisations/Associations

National Association of Citizens Advice Bureaux
Allows you to find local bureaux. Citizen Advice Bureaux offer free, confidential, impartial and independent advice on a range of subjects including benefits, employment and housing.
www.citizensadvice.org.uk

National Association of Councils for Voluntary Service
To find your local Council for Voluntary Service contact:
www.nacvs.org.uk
0114 278 6636
or look in Yellow Pages.

National Association of Volunteer Bureaux
To find nearest bureau.
0121 633 4555
www.navb.org.uk

National Council for Voluntary Organisations (NCVO)
Regent's Wharf
8 All Saints Street
London
N1 9RL
020 713 6161
email: ncvo@ncvo-vol.org.uk
http://www.ncvo-vol.org.uk

Northern Ireland Council for Voluntary Action
61 Duncairn Gardens
Belfast
BT15 2GB
email: info@nicva.org
028 9087 7777
www.nicva.org

Scottish Council for Voluntary Action
18-19 Clarmont Crescent
Edinburgh
EH7 4QD
0131 556 3882
email: enquiries@scvo.org.uk
www.scvo.org.uk

NHS

NHS Direct
National help-line.
0845 4647
www.nhsdirect.nhs.uk

NHS Health Information Service
To find local and national self-help groups.
0800 665544
Health Literature Line
8am - 6pm 0800 55577

Continence Organisations

Association for Continence Advice (ACA)
Organisation for continence professionals.
102a Astra House
Arklow Road
London
SE14 6EB
Tel: 020 8692 4680
Fax: 020 8692 6217
email: info:aca.uk.com
www.aca.uk.com

Continence Product Evaluation Network (CPE)
Undertakes research and produces reports on continence products.
3rd Floor G Block
Clerkenwell Building
Archway Wing
Whittington Hosptal
Archway Road
London
N19 3UA
Tel: 020 7288 5305
Fax: 020 7288 5319
email: office@cpe.ucl.ac.uk
www.medphys.ucl.ac.uk/research-groups/incont/cpe.htm

Continence Resource Centre and Help-line for Scotland
Southern General Hospital
1345 Govan Road
Glasgow
G51 4TF
Tel: 0141 201 1861
Fax: 0141 201 2987

Benefits Agency
Benefits Information
www.dss.gov.uk

To find postal address and/or postal code:
www.royalmail.co.uk
(click on Postcode Finder or Address finder)

To find telephone numbers:
www.bt.com
(click on Directory Enquiries)

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Planning a Group

As co-ordinator it is your responsibility to organise group meetings, listed below are some advice and tips for effective organisation.

After you have identified a need for a group in your area and made contact with your local continence advisor, you can begin planning your first group meeting. It is important before starting a group that everyone discusses and agrees the practicalities of running a group.

Checklist:

• Find a suitable venue.
• Set a date and time.
• Advertise (make sure it is clear that carers, friends, family are welcome)
• Respond to enquiries, send out more details if necessary
• Organise refreshments

Timing

What is the best time for a meeting?

There is no ideal time, as this will depend on the needs of the members.

Things to consider:

Child care - school holiday periods may affect attendance.

Holidays - July/August/Christmas/holidays and religious festivals may affect attendance.

Transport - the frequency of buses/trains/tubes at this time. Availability of free and available car parking. Busy times on the roads e.g. rush hour.

Safety - when it gets dark etc.

TIP: Remember different religions vary in their festival dates ask the Support Network Managers for a list if you are unsure.

Venue

The venue used by the group is important and needs careful consideration.

Think about:

Accessibility

• It should be accessible to everyone.
• Is the room on the ground floor?
• If not, is there a lift for those unable to use the stairs?
• Are the toilets accessible?
• Is the building easily reached and found?

TIP: Distribute maps with the location clearly marked.

Comfort People need to feel relaxed and warm. Will there be sufficient room for the meeting? Are the chairs comfortable? Are tea and coffee making facilities available?

Space - Is there is enough room for presentations and group work?

Privacy - Is the room quiet and private? (Remember people are discussing personal issues).

TIP: Contact local voluntary services for a list of suitable venues.

Insurance Check that the building is insured for you to use.

Cost If there is a cost involved in hiring a venue, you can:

• Ask for donations from members to cover this.
• Undertake fund-raising events.
• Approach a local company to sponsor you.

Type of venue remember some people may feel uncomfortable in certain venues such as hospitals/places of worship.

Safety consider whether the venue is well lit/widely used and if the surrounding area is generally considered safe.

Try to use a well-known local building, such as a library, or town hall.

• Community centre/village hall
• Clinic, hospital department
• Organisation/charity centres
• Colleges/adult education centres

TIP: Contact other charities/voluntary organisations they may let you share facilities.

Transport

It is important to consider how people will get to the meetings.

Ask yourself:

• Is the venue easily reached by public transport?
• Will transport to the meeting be arranged by the group?
• Will the group use a local taxi firm?
• Will you use volunteer drivers/car share?
• Check insurance implications.
• Is there car parking facilities?
• Is the venue central?
• How far will people have to travel?

TIP: Remember some people with continence problems may feel uncomfortable travelling on public transport or using another's car.

Make it as easy as possible for people to travel to and from the group:

Provide clear directions by foot/car/bus/train/tube.

Provide details of car parking cost/availability how far from venue.

Provide details of local taxi firms.

Refreshments

You should provide some refreshments for those people attending the group. This will normally be tea, coffee, water, cranberry juice, and biscuits. Decide when you will serve these before the meeting begins.

Ensure you have adequate supplies and refreshments available at the agreed time.

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First Group Meeting

Meeting Preparation

Arrive at least ? an hour before the group is set to start to prepare:

1. Arrange the seating to suit your needs
2. Check heating, ventilation of room
3. Sign post the room
4. Organise refreshments

What do I need to take to the meeting?

• Pens/pencils, blu-tack/sticky tape
• Paper
• Incontact information (see Information section for list of resources)
• Local information sheet (F1.)
• Register (F2.)
• Refreshments
• ID badge
• Sticky labels - for name badges (available on request from the Incontact office).
• Watch/clock (to maintain schedule).

Outline of Meeting

Do not be over ambitious with the agenda/content of your first meeting keep it simple. Your main aim is to assess interest and get ideas on what people want. Provide free refreshments and lots of information.

Meetings should include the following in this order:

• Introductions
• Housekeeping
• Ground rules
• Activity
• Refreshment break
• Group discussion
• Close

Introductions

Use first names and do not press members into awkward ice breakers, this would be a good time to give out name badges.

Housekeeping

This is an important part of the meeting and must be included.

Tell members where the fire exits are, where to assemble in an emergency, not to use lifts etc.
Explain clearly where the toilets are.
Take a register in case of emergency.

Ground Rules

Read the ground rules and enlarge if necessary and display so everyone can see them.

Activity

For the first group meeting choose an activity which is of interest to everyone for example a short video on general continence problems.

Refreshment Break

Provide basic refreshments tea, coffee, fruit juice, water and biscuits if possible.

Group Discussion

Ask everyone in turn for their ideas on what they would like from a group, you may like to write this on a whiteboard or a flip chart at the front of the room.

Close

Plan the agenda/subject area (if appropriate).
If possible set the date and time of the next meeting.
Allow time to answer questions on a one to one basis.
Remember to thank everyone for coming.
Hand out the feedback questionnaire try to encourage members to complete this at the meeting but do supply stamped SAE's for those unable or unwilling to do this.

Problems and Solutions

Holding your first group meeting can be an anxious time, and you may ask yourself:

What happens if no one shows up?

Don't worry, if you have advertised widely and your venue is accessible it is likely that people will attend. Remember that it is always harder for people to want to talk about personal issues like continence problems so attendance isn’t likely to be high at the beginning.

Contact
Cathy: 0870 770 3248 or
Jill: 0870 770 3246 or
Anwen in Wales: 0870 770 3247
who can help you assess the situation and look at ways of attracting more members.

What happens if only a couple of people show up?

Don't abandon the group meeting. Continue with your planned activities and use the opportunity to share experiences in an informal and friendly atmosphere.

What happens if people don't like me or each other?

If you are honest, friendly and have a warm welcoming approach it is unlikely that members will be rude or dislike you.

I am quite shy and nervous, will I be able to cope with running a group meeting?

Think carefully about the situation you feel most comfortable in, if you do not like communal gatherings then it is unlikely that you will make a successful group facilitator - the pen-pal scheme may be a more suitable option. Remember, it is natural to be nervous the first time you do something, you can always take along a friend or relative for support.

I am worried I haven't got enough knowledge/experience to start a group?

If you have been affected by bladder and bowel problems then you have valuable experiences to share with others - after all you know what it is really like to live with continence problems. For more information on support groups talk to one of Incontact’s Support Network team, read a book from the SN Resources List or attend a local group from a different organisation.

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Practicalities of Running a Group

After your first group meeting you will need to plan how you will run subsequent meetings.

Things to consider:
Timing
How often will the group meet?

Although you may recognise a need for frequent meetings it is necessary to ensure that the organiser and other key members running the group are able to attend each meeting. When dates and times are decided you must stick to them.

How long should the meeting last?

This is up to your members but most meetings last 1? to 2 hours. Be aware of meetings over running-people have commitments, transport arrangements etc.

How often should the group meet?

This is dependent upon the needs of your members and can vary from weekly to twice yearly. However, at the meeting remember to set the date and time for the next one.

Who is the group for?

It must be open to everyone affected by bladder and bowel problems regardless of sex, religion, race or disability unless you decide to form a specialised group (see below). Everyone must be treated with dignity and respect. This may seem obvious, but it is very easy to undermine another person if you do not agree with them.

• Value everyone's experience and opinion.
• Be supportive, not judgemental.
• Be gentle.
• Respect each other.

Every group is unique, and is made up of individuals who each have their own personalities, wants, needs, strengths and weaknesses. Groups are not static, but change as members come and go, and they need to be able to react to new influences, both from within the group and from outside. From the start members need to decide what they want to achieve but should not be too rigid and inflexible, ground rules may also change over time as the group evolves.

Sub Group/Specialised Group

In some instances members may form a sub group to suit their specific needs e.g. a group for women on pelvic floor exercises. In these situations the groups are still bound by the same rules and guidelines. Ensure you incorporate your new "rules" into the ground rules and that new members are aware of them when they join.

Group Structure

Do remember your group belongs to the members they decide where and when to meet, do not feel you should meet every month. If your group is more social than informative and your members are happy with this stick to it.

Group Atmosphere

Try to ensure the group is welcoming, supportive and understanding. Encourage friendships outside the formal group mention this at meetings. Keep the meeting light hearted often humour is the best policy and can relieve tense, difficult situations. Make new members welcome and always introduce everyone.

Meeting Members' Needs

At least once a year assess the levels of satisfaction with your service using F4.

Are members happy with the way the group is going?

Ask members regularly want they want or do not want, try not to use questions where the answer is yes/no:

Do not say: "is everyone happy if we start at 7.00 p.m. next month?"

Instead say: "what do you think is a good time to hold next month's meeting?"

Arrangement of the Room

Arrange the room to suit group needs:

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Suggested Activities for Group Meetings

By agreement with members activities can be health, continence, Incontact or socially related and include:

• Videos
• Speakers
• Social events
• Group exercises

Videos

There are a small number of continence videos available, refer to Incontact's Resources booklet for ideas or ask your Continence Advisor. You may like to show videos on self-help, alternative therapies etc.

Speakers

Having a speaker is usually a good way of attracting more people to your local activity. Try to advertise as widely as possible and emphasise their specialist knowledge.

Who should I get to speak?

Health professionals - continence advisors, physiotherapists, nurses, and doctors in your area.

• Registered/fully qualified alternative therapists - aromatherapists, homoeopathists, acupuncturists, etc.
• Pharmaceutical/continence product companies - there may be a company representative in your area.
• Other organisations/charities - volunteers/staff in specialist areas such as multiple sclerosis, arthritis, retired persons associations.
• Other - people with a particular skill willing to talk or do a demonstration e.g. floral arrangement, cake decorating.

Where do I find the above?

• Local telephone directory
• Library
• Incontact’s Useful Organisations booklet
• Local Volunteer Services
• Your local Continence Advisor should have a list of local company reps.

Record Keeping

Try to receive written confirmation (email - print and retain a copy) of speaker’s appointment.

Where possible ask for donations from members to cover speakers’ costs and always keep a receipt.

Remember to send a thank you letter to the speaker.

Social Activities

Including a range of social activities is a good way of encouraging friendships and of keeping up interest in the group. Remember that many people with continence problems are isolated and may not go out much. Offer a varied programme of activities:

Ideas:

• Bingo
• Whist
• Outing/trip
• Quiz
• Barbecue

Group Exercises

Pair or group exercises can be a good way of getting to know each other. Remember to set time limits and stick to them and allow time to reflect and evaluate work. Brainstorm solutions/suggestions to individual problems.

Open Meetings

You may like to organise a special open meeting for carers/visitors/health professionals if you are a specialised group.

Members may want information about Incontact, other charities, organisations and health professionals dealing with bladder and bowel issues.

• Have information, booklets and other relevant publications readily available.
• Provide all new members with an induction pack.
• Regularly update information.
• Some groups may want to set up a lending library.
• Information can be found on our website.
• Explain that Incontact offers other means of support: telephone links, pen-pal scheme etc.

Starting a collection of useful books, leaflets etc. is a good way of sharing information. Although most people using your service will have already received Incontact information there will be occasions when it will be useful to offer specific local information. Ensure that all information is up-to-date and correct, if you are unsure do not give it out but refer directly to the Incontact office or another organisation.

Use Incontact’s web site Resources section to find a list of useful publications.

If you feel someone would benefit from joining another group please provide them with the contact details see the Incontact’s Links page for details of other organisations. If you feel they need further help or advice then please contact the Cathy or Jill or Anwen.

Resources to take to the group include:

• Support Network Guidelines
• Bladder and Bowel Problems booklet in different formats
• Latest Incontact magazines.
• Product information guides
• Incontact fact sheets
• Support Network promotional leaflet
• Current Resources List
• Organisations List
• PromoCon leaflet
• Continence Foundation leaflet
• ERIC leaflet
• Various company leaflets

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Groups: Common Problems

Even the most productive groups can encounter problems. Most can be dealt with without damaging the group or causing offence. Not dealing with problems can harm the group more than trying to tackle them, however sensitive you feel the situation is.

1. Fluctuating Attendance Levels

All groups face highs and lows of attendance it is perfectly normal. Although you should be aware that changes in agenda/subject area may also be a reason for differing attendance levels.

2. One person regularly dominating support group meetings

Who may dominate the group?

This could be a group member or the co-ordinator.

Why can this be a problem?

It may prevent others from expressing their opinions/thoughts.
It may cause members to leave the group.

Why does a person dominate a group?

It could just be down to personality type.
It may be a way of seeking attention.
Group organisation is weak.

How can this be dealt with?

Bring it to their attention.
Explain that this is causing a problem
Remind them of the ground rules

3. People not getting on

"Cliques"

This could be two or more people forming a "clique" which either knowingly or unknowingly reject other members of the group.

How can this be dealt with?

Remind members of the ground rules.
Look at the structure of group. It may be necessary to make some changes to encourage members to mingle.
Suggest the "clique" start up as a separate group.

4. Personality clashes

As in all situations there will be people who just do not get on. There may be those with very fixed ideas about how to deal with certain issues, refusing to accept others' views. There may also be an occasional straightforward personality clash between two members.

How can this be dealt with?

• Remind members of the ground rules.
• Discuss the situation with those concerned and let them know their behaviour is causing difficulties with other members. Ask if they have any ideas on how to resolve this.

If a member is unwilling to conform to these rules and consistently creates disruption it may be necessary to ask them to leave. In such circumstances, the person may wish to speak to a Support Network Manager or use another form of support.

5. Stagnation

After a group has been running for some time it can stagnate and enthusiasm may be lost.

How can this be dealt with?

The solution depends on the format of the existing group. Try to create new interest and enthusiasm.

Things to try:

• Ask members what they would find more beneficial.
• Bring in a new co-ordinator.
• Join forces with another group.
• Increase membership - try more advertising.
• Focus on a special project e.g. fund-raising for a particular piece of continence equipment.
• Organise social events.

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Telephone Links

What is a telephone link?

Incontact has a list of people willing to make and receive calls to others affected by bladder and bowel problems.

Why do some people use a telephone link rather than a group meeting?

• A person may live in an area where no group is available.
• Health condition/disability or age makes it difficult to travel.
• Family/work commitments make it difficult/impossible to attend group meetings.
• The telephone offers a degree of anonymity.
• Simple and quick way of receiving support.
• Talking through fears/concerns can help clarify thoughts.
• Some people may like to use many types of local activity.

How can a telephone link benefit someone affected by bladder and bowel problems?

• Speaking to someone with similar problems can often be comforting and informative.
• Often the person on the other end of the line just needs to know that they are not the only one living with a continence problem.

What skills do I need to be a telephone link?

• Patience, some people may wish to talk at length.
• Compassion and understanding - some people may be very upset and may not have come to terms with their condition.
• Good listening skills.

What else am I expected to do as a telephone link?

• Abide by the Incontact guidelines to ensure confidentiality never use the 1471 service.
• Try to ensure you are available at the stated telephone link times.
• If you have an answer machine/voicemail try to respond to messages as soon as possible.
• When returning calls do not give any details except your name until you are sure you are speaking to the person who left the message some people may not wish other members of their household to know they have a continence problem.

Listening Skills

Listening is an underrated skill. There is a difference between just waiting for someone to finish their story, before embarking on one of your own, and listening so carefully that your response is appropriate and shows that you have heard not only what the person is saying, but also what they really mean. Pay attention to how you listen and respond in a supportive situation you can respect a person's dignity and personal choices.

If you are responding in person or on the telephone try:

• Putting your own concerns to one side while you are listening (focus consciously on the other person).
• Responding non-judgementally to what you hear and observe.
• Respecting differences in values, attitudes, religious beliefs etc.
• Showing that you are listening (by what you say).
• Disclosing your own experiences only when it is beneficial to the other person..
• Clarify what is said: "If I understand you correctly you are saying xxxxxxxxxx." This ensure you understand what is being said.
• Re-direct questions back to the person: "What do you think you should do?"
• Ask permission before giving feedback: "could I make a suggestion?" "would you like more help on this?"
• Use silence it allows the person time to reflect.

Information

Callers will usually have contacted the Incontact office so should have an information pack however, by mutual agreement you may want to send specific local information etc.

Record Keeping

A telephone enquiry sheet must be completed for each call made or received. Caller contact details may only be recorded if the caller has given his/her permission.

As a volunteer you can be reimbursed for Incontact telephone calls you make.

However, as a charity we ask you to save money:

• Make calls after 6.00 pm/weekend.
• Use the phone directory or an online directory to find numbers, not Directory Enquiries.
• Request people call you.
• Leave messages on answering machine/voicemail rather than keep calling.
• Do not call to or from mobile phones.

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Telephone Links: Problems and Solutions

As a telephone link am I expected to be available to answer the telephone 24 hrs a day?

No, you can stipulate when you are available to take calls e.g. Monday and Thursday afternoons between 4pm and 8pm or stipulate when you do not wish to receive calls e.g. after 10.00 pm. We do ask that you inform the Incontact office if you are going to be away so we do not refer callers to you.

The caller sounded very depressed, I am concerned about them, what shouldI do?

Try to be as positive as possible and make them aware that they are not alone, there is help and support available. Suggest they keep in touch and that you will try your best to comfort and help them. If you feel the person is extremely upset suggest they contact their doctor or the Samaritans or the one of the Incontact staff..

What do I do if callers keep me on the line for long periods of time?

As a volunteer we do not expect you to stay on the telephone for long periods. If you feel a caller needs to talk at length explain tactfully that you have commitments:

"I feel you have a lot to say and I would like more time to talk but I have xxxxxxxxx to do, so would it be possible for you to call again on Monday at 7pm?"

The caller expects me to give him/her medical advice, what should I say?

Explain that you are not medically qualified so you cannot give out medical advice but suggest that they call the Continence Foundation Help-line or their local continence advisor.

What should I do if I receive a malicious call?

Nuisance calls are rare but if you are unfortunate enough to receive such calls they can be distressing and it is important to know how to deal with them effectively. Making obscene, threatening, malicious telephone calls is a criminal offence. Callers can be prosecuted under the 1984 Protection from Harassment Act.

Although it may be difficult try not to react or enter into a conversation with the caller. The purpose of such calls is to provoke a reaction so even blowing a whistle will not usually deter these callers.

Instead, put the handset down, walk away for a few minutes. Then simply replace the handset without checking whether the caller is still on the line.

I am still receiving malicious calls what should I do?

Keep a record of the time and date of calls.

Inform Incontact of calls.

Contact your telephone company.

It may be necessary to change your telephone number and in extreme cases to call the police who can trace your calls.

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Raising Awareness

Raising awareness about bladder and bowel problems is one of the main aims of Incontact. By increasing awareness you can help reduce the stigma and promote a better understanding of continence problems. Some events might include:

• Information Stand in a public place, such as a hospital, health centre or a shopping centre. This can be used to inform the public about continence problems by handing out literature.

• Awareness Days and Charity Fairs There may be opportunities for you to become involved with awareness events on a local level. Often charities and local groups are invited to health awareness days and charity fairs to promote their cause and to fundraise by selling merchandise.

• Giving talks to local community groups, colleges etc. Someone from the group who is a good speaker, or who would like to train in this area, could become a volunteer speaker. They will then be provided with information to help them give talks on their local activity and promote a better understanding of continence problems. This can also be done at a local level and could be developed by contacting local continence advisors/nurses, health centres, hospital outpatient departments etc. and informing them that you are prepared to speak with others who have continence problems.

• Newsletter producing a local newsletter is a good way of keeping in touch and raising awareness..

• Leaflet/flyer Distribution simply handing out leaflets in shopping centres/colleges/high street etc. is a good way of raising awareness. Where obtain permission from the owner/manager first.

Keep informed of forthcoming events:

Read local papers.
Regularly check library notice boards.
Ask at the local Voluntary Services office.
Maintain contact with your local Continence Service.
Check out the news on the Incontact web site.

Awareness Events/Information Stand

Make sure your event does not clash with another event in your area.

Try to have at least two people on the stand for busy periods and to enable you to take breaks.

If you feel you cannot answer questions provide them with Incontact's telephone number/Continence Foundation helpline.

Things to Take to an Awareness Event

• Incontact information and promotional materials.
• Table and table cloth if not provided.
• Display board/exhibition stand if applicable.
• Collection box.
• Stationery: blu tackT, sticky tape, staples and stapler, scissors, pens, paper, clipboard, drawing pins.
• Refreshments - for your own use.
• Folding chair/stool - if seats are not provided.
• Incontact t-shirt to wear.

Presentation

1. Try to make your stand as attractive as possible using Incontact's posters etc.
2. Keep it neat and tidy.
3. If there is no display board arrange the table cloth so it reaches the ground and attach posters, stickers etc.
4. Make sure you are visible, don't hide behind books or the stand.
5. Be friendly, smile and be as helpful as possible.

Giving a Talk

Where do I give a talk?

• Places of worship.
• Day centres.
• Residential and nursing homes.
• Colleges /adult education centres.
• Local groups and societies.
• Continence Services.

What do I need to know before I talk?

• Who the audience are you need to tailor your speech to the audience needs: find out how much they already know about the subject e.g. continence advisors do not need to know what a continence problem is!
• How long you will speak rehearse timings.
• Room layout and size you may need to practice voice projection.
• Room facilities is there an overhead projector/table/desk for your notes?

Promotion/Advertising

Advertising the local activity is important, if no one knows your service exists then they cannot use it. Raising community awareness of your local activity can improve the profile of Incontact as well as gaining new members.

What information should advertisements include?

• Subject/type of group e.g. urinary incontinence
• Venue
• Date and time
• Contact information
• Content/Special events

Where to advertise?

• Local newspaper small ads/community page. Local papers are one of the best ways to reach a wide audience do not under estimate them.
• Local shops and supermarkets most newsagents allow you to place a advertisement card in the window for a very small charge. Larger supermarkets have free community notice boards.
• Places of worship include synagogues, mosques, temples etc. Some even have their own newsletter.
• Day centres, residential/nursing homes are often happy to display posters.
• Telephone directories have your telephone number listed in a local directory, most are free to charitable organisations. BT charge for a second listing in their directory.
• Libraries/community educational centres Many have a catalogue of local groups or a notice board.
• Social Services and local voluntary organisations.
• Pharmacies.
• GP surgeries/continence clinics/hospitals/urology clinics always ask permission.
• Incontact website/magazine/newsletter we will do our best to advertise your activity please ensure you send in articles etc. before the deadline.
• Signatures on emails you can do this automatically (ask the office for details).
• Create a simple web page many ISP's (Internet Service Providers) offer free web hosting.
• Sports/fitness centres.
• Companies may be willing to display posters in staff rooms etc.
• Citizen Advice Bureaux.
• Nurseries/playgroups good place to target mothers.
• Up-to-date Information change posters regularly and check details are correct. Monitor supplies of information cards using the form provided.
• Contacts continence nurse specialists, district nurses, practice nurses etc. deal with many people with bladder and bowel difficulties every day. They are a good source of advertising and passing on information to potential members.

Design

Although Incontact provides promotional materials you may of course design your own to suit your precise requirements.

Make your promotional materials:

Bright.
Colourful.
Easy to read.

To help you get the best results ask yourself:

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Fundraising

When your local activity is established you may want to raise funds to achieve your aims and objectives. There is so much good work Incontact can do and your fundraising would help us to do this.

When fundraising consider:

Area of fundraising

Be clear why you need to raise money. Remember you cannot raise money for one purpose and then use it for another, without breaking the Code of Fundraising Practice. People like to know exactly what their money is going towards and that it is not just going towards general administration.

Volunteers

There is no point in planning a large event if you only have two or three people who can help organise it.

Cost

The committee needs to consider how much money is needed e.g. advertising, prizes, equipment, venue etc. Remember fundraising events can lose money. Try not to spend too much money before you have raised any funds.

Time

Consider how long will it take to organise your event.

Record Keeping

Accurate records of donations must be kept. Remember when arranging a street collection, holding a raffle or selling alcoholic drinks at a function you will need to apply for a licence well in advance of the event.

Permission

When you are distributing information or fundraising on private property you will need permission from the owner.

Local activities must remember that they are fundraising in the name of Incontact and so all money raised must go towards improving the lives of people with continence problems either through local services or through money they donate to national services.

National fundraising contributions may go towards:

1. Lobbying parliament on continence issues.
2. Providing support to other local initiatives.
3. Skill sharing and training events.
4. Maintaining and updating the Incontact website.
5. Updating and reprinting our range of literature.
6. Awareness projects.
7. Research.

Ideas for fundraising:

• Barbecue
• Beetle drive
• Bingo
• Book sale
• Auction
• Bring and buy sale
• Cake sale
• Car boot sale
• Coffee morning
• Dance
• Fetes/fairs
• Jumble sale
• Nearly new sale
• Newsletter (subscription fees/advertising)
• Party/dance
• Pet show
• Plant sale
• Quiz
• Raffle/tombola
• Recycling
• Sponsored event
• Sports match
• Talk/lecture
• Theme event e.g. Halloween.
• Whist

Raffles/tombolas

Small raffles/tombolas/lotteries do not have to be licensed as long as there are:

1. No cash prizes.
2. Prizes are under ?50 in value.
3. The fundraising is not the main reason for holding the event.

TIP: Try not to undercharge check out the prices in your area. Visit other car boot sales, jumble sales etc. Make sure your prices are competitive.

TIP: Set an entrance fee do not simply ask for donations, generally you receive more if you have a set fee.

Food

Food hygiene legislation is not applicable for those charities selling/providing food on an occasional basis. However, as the organiser is responsible should anything go wrong it is wise to be aware of food hygiene regulations.

Remember to label all foods (even sandwiches) marking clearly items that contain nuts, are suitable for vegetarians, vegans, gluten free and those which are kosher, halaal etc. These are important considerations and should not be overlooked.

Sponsored Events

• Ideas to try: walks, dog walks, bike rides, swim, silence.
• Collect sponsors at least a month before the event.
• Sponsor forms should be clear and simple.
• Sponsor forms should be numbered and donations recorded.

Collection Boxes

Static collections

Another good way of raising funds is by leaving a box in a cafe, local shop, etc. Think carefully where you place the collection box, theft is an important consideration. Boxes need to be checked and emptied regularly.

Please remember to acknowledge any gifts or donations in writing as soon as possible after receiving them.

Use your collection box at a group meeting:

Position it next to the information you are providing.

Alternatively, ask for some donations to cover refreshments.

Do not shake the box. Display it clearly and explain that donations are welcome.

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Positions of Responsibility

Sharing Responsibilities

Starting a group by undertaking all the responsibilities your self will mean people then expect you to continue to do so. Share responsibilities from the outset and you will find the local activity benefits from a range of skills. It is not always necessary to formally share responsibilities you could simply take turns to do simple tasks like packing away and making the tea. However, it is always advisable to set up a committee when a local activity becomes larger in order to manage and continue its development within the community. This enables you to plan and develop your activities and events for the year ahead.

Setting Up A Committee

At every stage of the group's development make a list of tasks and see how they can be shared. Make the list as detailed as possible, even down to the small tasks. As the co-ordinator you will be required to share tasks, be sensitive to individual needs and take the initiative in a supportive way. For larger groups with formal committees we suggest you hold an AGM to elect committee members.

Why have a Committee?

• Share responsibility
• Encourages ownership of group>
• Encourages commitment to the development of the group

If you are finding it difficult to recruit committee members at this stage, don't be afraid to invite anyone you feel could help. In every community there are experienced "committee people" who know how to get things done behind the scenes.

Recruiting Committee Members/Volunteers

It is often difficult to find people willing to help. People lead busy lives and may worry they will end up doing too much. Break down tasks by preparing simple job descriptions (see below for examples). This helps people to see how much time they will be expected to spend and exactly what they are supposed to do. Make sure volunteers know well in advance the dates of meetings and special events they are expected to attend.

Emphasise the Benefits of Being a Volunteer:

• Personal growth.
• Responsibility.
• Helping others.
• Improve social life by meeting new people.
• Opportunity to gain new skills and access training.

Sample Job Description for Treasurer:

1 hour a week
To keep petty cash book.
To record donations.
To look after local activity monies.
Skills necessary: basic book-keeping.

Sample Job Description for Secretary:

To be present monthly group meetings.
Take minutes of meetings.
Keep list of members.
Skills needed: ability to write clearly and preferably have access to a computer or word processor.

A certain amount of commitment is required from committee members. They should:

• Arrive on time

• Know what is on the agenda

• Respect other points of view

• Take on jobs for the Committee and complete them

• Accept joint responsibility for Committee decisions

General responsibilities of the committee:

• Ensure group's aims and objectives are met
• Ensure the group's finances are managed correctly
• Keep accounts
• Organise insurance to cover members and volunteers.
• Maintain good working practices as a committee
• Ensure resources are properly maintained in accordance with any legal requirements.

Committee Roles

Chairperson

• Prepares the Agenda with the Secretary before meetings
• Run and chair meetings, ensuring everyone has the opportunity to contribute
• Represent the group to the outside word

Secretary

• Help Chairperson to set the Agenda
• Inform committee members of meetings
• Send out Agendas and Minutes
• Take Minutes at meetings
• Write and receive correspondence
• Prepare correspondence for meetings
• Keep a copy of all committee papers
• Prepare Annual report
• Arrange the AGM
• Keep up to date records of members

Treasurer

• Look after group monies
• Pay bills
• Keep accounts and present them at each meeting
• Prepare yearly accounts
• Monitor cash flow
• Advise on group resources to maximum benefit
• Collect membership fees (if applicable)
• Keep and sign cheques for the group (must have two signatories)
• Keep Petty Cash book

Individual Committee Members

• Support and work within basic aims of group
• Share overall responsibility for running of group
• Inform chairperson of resignation, ahead of the AGM
• Take on extra responsibility as requested by office bearers.

Running a Meeting

Before each meeting the Secretary and Chairperson should prepare an agenda. It is basically a list of issues to be discussed at the meeting. Anyone can raise an issue and should try to add it to the agenda. Most agendas have a section at the end "any other business", which allows issues to be added.

Minutes

During the meeting the Secretary, or a nominated person should take notes of what is being said and by whom, what decisions have been taken or made and what action is planned for future developments. These minutes are usually distributed at the start of the next meeting for people to read over and agreement should be reached that they are a true and accurate record of what was stated at the last meeting. If any amendments need to be made they will be recorded on the minutes of this meeting.

Dealing with Money

Local activities are normally financially independent but in some situations Incontact may be able to offer financial assistance.

As with any group handling money, it is important for the protection of the Treasurer and the group that there are clearly understood procedures in place.

Basic rules:

• Always give and retain receipts.
• Pay bills with a cheque rather than cash.
• Bank all monies received, do not leave it lying around and never pay money out of unbanked income.
• Do not count cash alone, always have at least two people doing this.
• Display the winning ticket of a raffle and if possible a list of winners.

Post Office Account:

• Open an Incontact account.

• Ask at your local post office about a Treasurer's account, which pays a reasonable rate of interest.

• You must have at least two signatories to sign cheques, one of which should be the Treasurer (signatories must not be related).

Petty Cash

A Petty Cash book shows when money was taken out of the bank and how it was spent. Petty cash can pay for small items up to twenty pounds. Keep a record of all payments in a Petty Cash book and always get a receipt for any money paid out. When it is not possible to get a receipt e.g. money paid to a volunteer for out of pocket expenses then the individual must sign the Petty Cash book. Balance the Petty Cash book before adding any more money.

Expenses

Office bearers and volunteers might have out of pocket expenses in connection with the work of the group. It is important to record such expenses as they show the true record of running the group. The Committee should agree what is and what is not a legitimate expense and if these can be reimbursed. Out of pocket expenses should be kept to a minimum and given to the treasurer for payment. Along with the request should be a written record of what the expense was for, the amount and receipts.

Bank Statements & Receipts

All statements and receipts connected with money transactions should be kept so that the auditor can check the accuracy of the records. These can be kept in chronological order and kept in a box file or folder. Also keep any records you have of income collected e.g. carbon copies of receipts given.

Receipts should be given as a matter of course to anyone who is giving or requesting money. How this is recorded will depend on your circumstances, a receipt book for transactions should normally be issued.

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