Tuesday 27 September 2016

Quality Assurance Report

We're thrilled to be able to share with you all our recent Trussel Trust Quality Assurance Report!

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Quality Assurance Report – Colchester Foodbank


Project Overview

Charity Name & Number: 1152387

Number of employees of Charity (involved with foodbank or otherwise): 1

Name of Director/Chair of Trustees: Rev’d Andrew Fordyce

Name of Project Manager/Coordinator: Jeannette Hewes

Postal address of foodbank: 33 Moorside Business Park, Eastgates, Colchester, CO1 2ZF

Foodbank telephone number:  01206 621998

Foodbank mobile number (if applicable):

Foodbank email address: Management: jeannettehewes@colchester.foodbank.org.uk

                                      Enquiries: info@colchester.foodbank.org.uk

Foodbank website address: www.colchester.foodbank.org.uk

Date foodbank opened: 2009

Number of foodbank centres: 2


Please summarise your foodbank’s achievements and highlights over the last year:


Our Foodbank has continued to serve local people in crisis in an efficient and compassionate manner. We have done this whilst experiencing quite a bit of upheaval with change in Foodbank Manager after a “parting of the ways”. We have remained open to a move and did a detailed surveying of a competitive warehouse which unfortunately was not appropriate. There was been some successful Grass roots fund raising and we now have developing a healthy arrangement for funding bids. I am delighted that Jeanette has been appointed Manager and the Foodbank feels to be in a much more settled place.

·         Clients come back to the foodbank centre for a hot drink and chat so they obviously feel welcome and have built good relationships with staff.

·         Jeannette has set up a Young Ambassadors Scheme to encourage young people to get more actively involved in understanding and promoting the work of the foodbank.

·         Over the last year the reputation of the foodbank has been restored in the local community.

·         Quality of relationships with referral agencies has improved.

·         A monthly newsletter has been set up which goes out to all stakeholders.

·         They now have 1516 followers on Facebook and the foodbank tries to put an item on each day to keep people informed about the work of the foodbank.


Statutory compliance


The foodbank is complying with all aspects of statutory compliance.  Up-to-date public and employer’s liability insurance is displayed and all expected Health & Safety signage is in place throughout the project.  A health and safety advisory visit was made by an expert from Family Mosaic and their recommendations have either been put in place or are in the process of being done so.  Fire equipment is annually maintained and a volunteer, Dr Janis Meanley, has taken responsibility for checking the First Aid Kit on a monthly basis and keeping it stocked.  One bandage was found to be out-of-date; this was obviously an oversight as all other contents were well in-date.  A Health and Safety Policy and Procedures document is in place and comprehensive risk assessments covering all areas have been done.   Pest control is carried out by an external organisation (May 2016) and Portable Appliance Testing (PAT) is carried out.  Volunteer training records are kept.

Commendation 1:   The foodbank takes health and safety of their staff and volunteers very seriously and professional, extensive and thorough measures are in place to ensure this. 

Commendation 2:  The warehouse continues to be well-managed and a clear stock rotation procedure is in place.  A communications book is available for all volunteers to check daily and make notes in as required.

Commendation 3:    Manual handling information is on display in the warehouse (Image 1) and this will also go in the Warehouse Volunteer Induction pack in the process of being created.

Commendation 4:      As part of the volunteer induction process, volunteers read through the health and safety policy and risk assessments.

Commendation 5:    A clear sign is up in both the foodbank centre and warehouse showing the location of the first aid kit (Image 2 and 3), name of the appointed person and the first aid kit is checked on a monthly basis.

Recommendation 1: Ensure you have a written record / signatures from volunteers saying they have read all risk assessments. 

Recommendation 2:  Avoid over-stacking of products (milk on this occasion) on the top shelves in the warehouse (Image 4).  Put up clear signs on the shelving with the maximum weight and how this equates in terms of crates / layers of products.


Network compliance

The foodbank is committed to following the Trussell Trust model and processes within the Operating Manual.  The processes for weighing and recording food supplies throughout the warehouse comply with those recommended by the Trussell Trust; rather than using the forms in the manual they have a book where stock in and stock out is routinely entered and this works well.  Lesley Maukes enters data every Tuesday.  The foodbank has decided to continue with 2 box sizes, rather than the full 4, due to space limitations.  However, a guideline for adding items to the current standard and family parcel is being put together.  Homeless parcels are also provided.

In order to monitor stock, a monthly stock check is done and recorded.  Alerts can then be sent out to donors regarding items in short supply.  A waste disposal plan is in place for short-dated and out-of-date items.  The foodbank is now registered with the Information Commissioner’s Office.

The number of clients on the 4+ report has decreased from 28 to 7.  The foodbank has developed close links with referral agencies and an agreement is in place that the agency will contact the foodbank if a client is in need of further vouchers.  If a client presents with a 4th voucher without contact from the agency, the foodbank will make contact to discuss.  A 3+ report is emailed out monthly to the most active agencies and encrypted for security.  Volunteers always discreetly check the list prior to giving food to clients, referring any issues to the project manager.  If a client is using multiple agencies, they are spoken to and usually an appointment is made to see a relevant support agency. The client will then have any subsequent vouchers honoured through only that agency, which will make contact with the Foodbank. Vouchers are rarely issued by the foodbank itself.

There is clear signage at the foodbank centre including parking signs and volunteers are well-versed in how to deal with clients and provide a warm welcome.  All clients are invited to sit in a comfortable seating area and are engaged in conversation by volunteers before the voucher is dealt with.  Laminated sheets are available on each table (Image 5) to use with clients and volunteers are familiar with the well-organised signposting folders and leaflets (Image 6).  Clients are invited to take up to four items from the extras area (Image 7).  Jeannette and Anne Barney are both designated and trained Safeguarding officers and a sign has been put up in the warehouse and foodbank centre.  Volunteers are going to be encouraged to complete an online safeguarding course through Essex Safeguarding Board.  There is now a safeguarding folder, which all volunteers are asked to read.  In the service centre there is a lead volunteer for each day, overseen by Jeannette or Anne Barney.  There are clear guidelines for the service centre volunteers to follow.

Commendation 6:  The foodbank is fully committed to complying with Trussell Trust network good practice and expectations.  Jeannette has acted on all the recommendations from last year’s report.

Commendation 7:    Clients are warmly welcomed and actively engaging with clients through conversation is regular and expected practice at the centre. 

Commendation 8:    Effective measures have been put in place to ensure regular contact with referral agencies regarding 4+ clients to ensure a solution is in place and to be able to assess the client’s situation and need.

Commendation 9:    Signposting resources have been clearly organised so they are accessible to volunteers; volunteers found the laminated sheet particularly useful.

Commendation 10:  Effective safeguarding measures have been put in place.

Recommendation 3: Carry out an annual stocktake following guidance in the Operating Manual.  This will ensure the foodbank complies with the Charity Commission auditing expectations and is able to verify the accuracy of data on the system.


Overall project review

Colchester Foodbank is very much a multi-church project with 5 different churches represented on the project board.  This is a great strength of the project.  The trustees are extremely supportive and the project manager is invited to all trustee meetings at which she provides a monthly report.  Clear line management is in place; Jeannette meets monthly with the Chair of Trustees.  Richard Priest, Regional Director for Care and Support Services for Family Mosaic, is a new trustee.  His background brings a wealth of experience to the trustee team.  In the last 2 trustee meetings they have been looking at development of the trustee board and would like someone with financial expertise.  New trustees ‘buddy up’ with more experienced trustees.  The current ‘Getting to know you’ focus in the newsletter is on trustees; this is a good way of other foodbank stakeholders knowing the trustees.

Effective stock management is in place.  As a result of monthly stock checks, the website and Facebook page are regularly updated and Anne Barney is in regular contact with all supermarkets in terms of food requirements.  This ensures the most appropriate stock is collected.

They have in excess of 50 referral agencies.  All the agencies are currently being updated with handbooks and signatory forms.  The foodbank is also in the process of ensuring all contact details and addresses are up to date.  Jeannette attends regular meetings with agencies and is working directly with the Job Centre.  Agencies feel welcome to drop into the Foodbank and they also talk to volunteers to help them with signposting.  JCP have provided some benefits training for the volunteers and the foodbank also refers clients to them. 

Julie Rusiecki, a trustee, is responsible for all volunteers’ wellbeing.  New volunteers are assigned a ‘buddy’ to support them and Jeannette does regular supervision with lead volunteers. Judi Bastow is lead volunteer in the warehouse and has appointed ‘deputies’ for each day. Jeannette has identified volunteer training requirements and the project has secured £1000 of funding for training.  The foodbank has developed a programme to provide 6 week placements for those with disabilities. Three volunteers are available to mentor them.  Steve, who came from Colchester Institute, with his Learning Support worker, has now gone on to gain employment at Broomfield Hospital as a porter.  Simon, who came from Headway, became such an integral part of the team, that at the end of his placement, he was offered a regular volunteer post. He is now working through a Volunteer Skills Portfolio that Jeannette has introduced, for those volunteers who will benefit from it.

The project has continued to make good use of social media through Facebook and currently have 1400 followers.  They ran a Fair Lent Challenge which was designed to raise awareness of what it is like to have to live on a food parcel. This received a lot of publicity and a total of 40 people took part. Colchester United sent along representatives to a recent food drive.  The foodbank is in the process of setting up a Young Ambassadors Programme for which Jeannette has written the material. It will be overseen by Claire Marshall, helped by Claire Naylor and one of the Trustees, Brian Ford, will also be involved. 

The foodbank’s accounts are healthy although they are aware of the need for continued fundraising. 


Commendation 11:  The appointment of Jeannette as Project Manager has put the project on an extremely solid footing.  She has put in place all recommendations and requirements from last year’s QAV report, in addition to other innovative and effective measures.  Her management of the project is extremely effective.  Governance is also strong.

Commendation 12:  Volunteers feel valued and supported and measures are in place to address training needs.  A good support system is in place at the foodbank centre for volunteers and for those with support needs.  A very strong team ethos was evidence during my visit.

Commendation 13:  The project has an excellent profile in the local community through the website and social networking.  Jeannette continues to forge effective relationships with referral agencies.

Commendation 14:  They have been successful in funding, receiving £10000 towards the manager’s post, £1000 for volunteer training budget and £1000 for developing their satellite programme.

Recommendation 4: Continue to look at ways to develop volunteers’ knowledge of local services and signposting skills eg through inviting key agencies to training.

Recommendation 5: Put together a fundraising plan to help ensure a regular income stream throughout the year, linking in with grant deadlines.


Future development & sustainability

In terms of additional services, Colchester Foodbank has partnered with various local agencies which run regular clinics at the Foodbank Centre:  CAP, One Support and they are in the process of setting up one with PoHwer (Mental Health Advocacy).  Some clients return for pre-booked appointments and find this support valuable.  A women’s refuge have also approached the foodbank enquiring about running a clinic.  They are also involved in book packages for Home Start visits and have received a grant enabling them to provide fresh fruit and vegetables. 

The Foodbank has achieved many elements of last year’s vision including stabilising the operation and removing risk and has built a good volunteer team around the Project Manager to develop sustainability.  They have built up the volunteer team to the extent they now have a waiting list.  Following a 6 month trial, the West Mersea foodbank centre proved to be unsuccessful. The Brightlingsea satellite, however, launched last Autumn, is running effectively under the management of Wyn and Frank Pomroy.  Wyn and Frank meet with Jeannette once a month, and are in regular contact.

At a recent vision day, the trustees recognised they are committed to staying at the warehouse for the next 12 months.  They want to develop financial sustainability of the project and to this end they want to work on their fundraising.  Helen Parford has taken on the role of bid writer and the Trustees have made a sum of money available for Helen to work on bids. This will be administered by the manager, who will work closely with Helen. One of the Trustees, Richard Priest, is experienced in advising about funding streams and the Trustees are building a robust financial plan.  They also want to recruit more trustees.

Commendation 15:  Colchester Foodbank has extremely effective leadership and management.  Trustees have a good understanding of risk and sustainability issues and are continuing to address these.

Commendation 16:   The future objectives of the foodbank outlined so far are both realistic and timely given the stage of development that the foodbank has now reached. 

Recommendation 6: Once new trustees are in place, look at the longer term vision of the foodbank and build this into the business plan along with objectives of how it will be achieved.






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Signed:  Jo Stevenson                                         Date:  22nd July 2016

                                                           
                                                          













Introducing Pound£Aid – Could you spare £1 a month?

poundaid-logo


We’re proud to announce that as of 24th September we have officially launched our Pound£Aid appeal! Could you give just £1 a month to support the work of Colchester Foodbank? Take a look at our special promotional video to find out what £1 can provide. Please share the news with your friends, families, colleagues and anybody else you can think of!

Update on Colchester Foodbank's Annual General Meeting 2016


We are delighted to say that the AGM was very well attended and extremely informative for all.

We’d like to thank everyone who was able to take part in this important decision-making process.

You will be able to find a full report of the meeting on the Foodbank website once it's available - we expect this to take no longer than 4 weeks.

Friday 13 May 2016

April 2016


April was a busy month, we had much to celebrate!



 

Congratulations to Simon Bloom who ran in the London Marathon to raise funds for Colchester Foodbank. He was delighted to have finished in 4 hours and 52 mins. He says he loved every minute of it knowing that he was raising money for Colchester Food Bank. Simon has currently raised an amazing: £1435.49



Simon Prestney continues with his £s for lbs diet project and has already raised £2107.31. You can follow his progress on the ‘Just Giving’ website.



Brothers Alex, Chris and Matt, who ran the Paris Marathon in memory of their Dad, (Jeremy Smith) raised an incredible £7000 for the Trussell Trust . Alex said: "Dad had done some amazing community work volunteering with Colchester Foodbank and we wanted to carry on his efforts. It's lovely to think we can see the benefits while walking around town, right on our doorstep." 


We were contacted by a doctor from the recent picket line to say that the public had been very generous and provided them with cakes, biscuits and crisps to sustain them during the strike.  The doctors agreed they had far too much wished to donate the food to the Foodbank.



                                            THANK YOU to all of them


Pasta Evening

What a brilliant and enjoyable evening we had at the recent ‘Pasta Evening’ at The Red Lion Hotel. This was an excellent fund raising and social event, which gave an opportunity for over 60 volunteers and their guests to enjoy a three-course meal.  


We were entertained by local poet, Peggy, who read some of her own lively poetry. Sadly, our other speaker, Marvin, a footballer from Colchester United Football Club, was still recovering from an operation and his replacement was delayed in traffic on the M1! So … thank you to Andrew who stepped in and shared some funny stories!


A big thank you to, Denise, Jackie, and Ayden as well as all staff involved; to all those who donated raffle prizes.


This event couldn’t have gone ahead without Jeannette’s vision, belief, determination   and organisation. Congratulations …a very successful evening resulting in approximately £700 being raised!


We hope this will now become an annual event!


Book Donation

The owners of Wivenhoe Book Shop have kindly donated a number of brand new primary age reading books left over from World Book Day.


We are also making up some book packages for ‘Home Start’ so that when they visit families they can take some new books with them.

Plastic bags saga


The saga continues! However we are very grateful to Amy Barrett from the  Co-op, who donated 5000 strong carrier bags, and to Mark, one of our volunteers, who, through contacts provided the Foodbank with 20 or more boxes of strong F&F  bags from Tescos. But the day will come when we will have to buy bags!



New computers


We are delighted to have two brand new computers and a wireless printer installed, funded from a recent donation – this has made our lives much easier! A computer is now available for any client to use to search for additional information.



Trussell Trust News


The latest Trussell Trust national figures show a 2% increase in foodbank use on the previous year with 1,109,309 three-day emergency food supplies given to people in crisis throughout all of the 424 foodbanks.


In 2015/16.Trussell Trust data shows that benefit delays and changes remain the biggest causes of foodbank use, accounting for 42 percent of all referrals (28 percent benefit delay; 14 percent changes), a slight reduction on last year’s 44 percent. Foodbanks report people are still being impacted by sanctions and a mix of delays and changes to various benefits including Jobseeker’s Allowance (JSA), Employment Support Allowance (ESA) and Personal Independence Payments (PIP). In some areas foodbanks report increased referrals due to delays and arrears in Universal Credit payments



The Trussell Trust has just updated some of their operating systems. One change that had an immediate impact was the introduction of a revised client voucher which included additional information and a map. These vouchers took up a whole A4 page which would have resulted in additional printing and papers costs for each Foodbank. Foodbanks complained bitterly, and the vouchers are now back to their original size, but still with the added data required.  



Brightlingsea Foodbank


Win Pomeroy, Brightlingsea foodbank organiser, recently arranged a collection day at their local Co-Op in Brightlingsea. They collected 192.8kgs of food which has been donated to us



Supermarket News


Sainsbury’s at Tollgate have now launched their donation point and we will be celebrating this launch on Friday 20th May between 12:00 and 3pm. If anyone can help give out shopping lists and collect the donations with a smile, please contact Anne at annebarney@colchester.foodbank.org.uk



Tesco’s Collection Days


We will be taking part in the Trussell Trust /Tesco  BIG supermarket collection drive at Tesco Highwoods and Tesco Hythe on Thursday 30 June, Friday 1st July and Saturday 2nd July between 10am and 3pm. We are asking for volunteers for either store to help on either the Friday or Saturday for an or so to give out shopping lists and collect the donations.

If you can help, please can you let Anne know what time you would be available ..thank you in anticipation! annebarney@colchester.foodbank.org.uk.



This month’s data


Food collected from the supermarkets in April:  Waitrose 358.3kgs , Tesco Highwods 614.4kgs, Tesco Hythe 291.5Kgs,and the Co-Op 3 weekly delivery 838.6 kgs, Priory Walk Sainsbury’s 119.7.ASDA 101kgs.The amount of food donated altogether in April was:4627.3 kgs

This month we gave out 55 family parcels and 124 standard, which is less for both standard and family parcels than last month. However, the same month last year, we gave out 168 standard parcels and 44 family.


Unfortunately, as the computer system was down for the upgrading, not all the vouches have been processed as yet so there is no data of how many children have been fed for April

‘With a little help from our friends’…We are grateful to Bookers Warehouse who donate a variety of foods each week which includes bread, potatoes



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