Annual General Meeting 2008 Report

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4/7/2008

The Annual General Meeting of Tsunami Support UK was held on Saturday 8th March at the offices of the Department for Culture, Media and Sport (DCMS). It was held at that venue primarily to give people the chance to meet and talk to Tessa Jowell and members of her team in the Humanitarian Assistance Unit (HAU), which is a component of the DCMS. The day, therefore, was made up of three events.

The first of these, at 12:00, was a talk given by Tessa Jowell, who then invited questions from the 25 members of the TSUK in attendance. The following is a semi formal record:

Steve Gill welcomed and introduced Tessa Jowell who is minister responsible for Humanitarian Assistance. The Humanitarian Assistance Unit  was set up in the Department for Culture, Media and Sport after the Tsunami and London bombings.

Tessa Jowell explained her role in relation to disasters which is a new function for government following the 7^th July bombings. She said that it was critical that people were looked after in the first few hours after a disaster and feel that someone cares. This did not happen following the tsunami and the disaster was compounded by the lack of early support for which she apologised.

The Humanitarian Assistance Unit acts as an advocate for the families affected by disasters – supported by Frances MacLeod (deputy Director and Head of HAU) and her colleagues – and is there to provide support and services to us.

Tessa Jowell welcomed the evolution of the Tsunami Support Group who provides the immediate support and understanding for all those affected – for whatever period of time. She felt this was incredibly important in the healing process.

Memorial Site Tessa Jowell re-enforced the fact that consultation on the 3 sites should embrace as many views as possible to get the memorial that is wanted. Tessa Jowell hoped that the results give a memorial that people felt they could visit and remember. Once a decision on the site is made the plans for the memorial require a lot of involvement and feedback but clearly the memorial should represent what people wish as far as possible.

Tessa Jowell made it clear that she and her team were there to support the Group’s efforts.

A number of questions and comments from those present followed:

Concern over those who were not present at the meeting and who are still not getting trauma counselling support or having to pay for such support privately.

Tessa Jowell stated that there is a shortage of recognised trained trauma therapy support people. There was a question as to when they should become involved and for how long this support should be available – it should be ongoing. The Government should be more proactive in making help available but the shortage of trained people is cause for concern.

Frances MacLeod stated that the 7^th July Assistance Centre was set up following the London Bombings and that access to support could be gained through them - individual circumstances would dictate the timetable.

It was suggested that a piece on the Tsunami Support website giving contacts for trauma counselling would be a way forward and Frances agreed to put an item together and agree the wording with TS (UK). Concern expressed again that there are still people “out there” who need support. It was agreed to recognise this area for the future.

The Red Cross forms, that people were asked to complete to access financial support, were over complicated for people in a trauma situation and would put them off gaining help.

Tessa Jowell said that training is ongoing and promised to take these points back for discussion as to how to deal with this situation.

Coordination of Charities and funding. It appears that funding went only to the countries affected by the tsunami and very little to the British people who were involved and affected by the disaster.

The DEC (Disaster Emergency Committee) failed to recognise, in their appeal of 29^th December 2004, that there could be British families in need. Among the suggestions put forward from the floor was the idea that trust funds be set up for young people without a family breadwinner.

Are all the Government Departments aware of and recognising the traumatised people they are dealing with?

In response to a comment that HAU needed more staff, Frances said the team currently have two vacancies, it would be up to full strength again by early April. Part of the Unit’s role is to co ordinate information and solve problems on an individual basis. She would hope that our website could also address this need and clarify the help which is available

Tessa Jowell said, “We do want to help with the counselling.”

The memorial should have a major impact on the public and on the Government. Money set aside for the tsunami memorial is ½ million but 1 million has been allocated for the 7/7 memorial. Is funding for the memorial negotiable? It would be regettable if the memorial is not as it should be because of lack of funding from the Government.

Tessa Jowell answered that funding is negotiable but there is no certainty on the additional amount but that she would do her best. She assured everyone that she will negotiate with the government for any additional amounts, if it becomes clear that it is needed. Location and design are important and a stronger case can be made once the location is agreed. Fund raising by the TS (UK) group would also help.

Tessa Jowell concluded by saying that she was party to all discussions on the 9/11 and 7/7 memorials and there was no suggestion that there should be any difference in approach in this case. She said that there was sincerity within Government to support the memorial.

Tessa Jowell was thanked for coming to meet with us, and this part of the proceedings concluded at 12:40.

Following the meeting with Tessa Jowell there was a presentation of where we are with choosing sites for the memorial project. This took the form of a  Power Point presentation on the 3 available sites for the memorial (Battersea Park, Victoria Tower Gardens and the Natural History Museum) and was given by Michael Perry and Steve Gill.  

Note: a full description of where we are with choosing a site and the pros and cons for each location will be posted shortly.

Perhaps the most pertinent remark concerning the memorial came from Fiona Sweetman who stated that it didn't matter what form the memorial took as long as it was stunning.
 
The presentation being over, the formal AGM took place.

Minutes of the Annual General Meeting

Tsunami Support (UK)

Charity No. 1121935

Held at the Department of Culture, Media and Sport Head Office, Cockspur Street, London

Saturday 8^th March 2008

The meeting opened at 1.50pm

Present:

Robert Brewster Co-chair

Steve Gill Co-chair

Jean Dogan Treasurer

Robert Whittle Website

Michael Perry Trustee

Tal Berman Howarth Trustee

Roger Jenman Trustee

Barbara Jenman Trustee

Members: Jane Brewster, Sheila Whittle, Ruth Clewett, Renuka Marley, Vivien Carney,

Emile Abdul-Nabi, Fiona Sweetman, Brendan Sweetman, Beverley Hough, Jo Stannard, Andy Archer, Mireille Archer, Maureen Morin, Roger Morin, Simon Clough, Kate Rage

Co Chair Robert Brewster welcomed everyone to the meeting.

Apologies: Kelly Macro (Secretary) (Roger Jenman agreed to minute the meeting in Kelly’s absence)

Arthur Sunderland, Revd A and Dr.D. Hughes, Peter Baker, Chris and Vernon Oxley, Edith MacGill, Elizabeth McTaggart, Jack and Mandy Parr, Jenny Yates, Matt Fassnidge, Yvonne McGreavy, Freda Holmes, Charlie Daniels, Paul and Allison Arlotte, Freda Holmes, Charlie Daniels.

Minutes of the last AGM

The minutes of the last AGM on 10th March 2007 were agreed.

There were no matters arising not covered by the agenda

Chairs Report (Robert Brewster)

The Memorial project is now the main focus of attention but other issues must not be forgotten.

Jean Dogan gave a brief summary of events during the last year:

• TS (UK) became a Registered Charity from 11^th December 2007
• Progress on the memorial project
• The Woman’s Hour broadcast
• Development of the website
• Successful summer picnic at Headley, Hampshire in July
• Some increase in contacts but more needs doing

Treasurer’s Report

A Financial Statement for year ending 31^st December 2007 was tabled and the Treasurer commented that there was £20,772.00 in the account.

Main expenses were:

AGM 2007 £1629

Headley Picnic £ 665

Committee Meetings £ 400

EGM November 2007 £ 450

A donation of £2,339 has been received from Bookers Ltd to go towards the benefit of those affected by the tsunami.

Bank interest of £823 from short term bonds was achieved.

There is a possibility of future funding from the Red Cross to support the work of the Group.

Jean Dogan was thanked for her report which was accepted.

Election of Officers and Trustees

There was discussion on various roles within the Group, particularly secretarial help from the DCMS in some form to facilitate the anticipated increase workload associated with the memorial project. To be discussed in Committee.

The Officers and Trustees present and Kelly Macro were re-elected en bloc. There were no new officers or trustees proposed.

The Co-chair invited any members present to stay for the Committee meeting following the AGM.

Memorial Project

Information has been circulated to all members of TS (UK) regarding the possible sites for the memorial as well as to others that have indicated an interest. Replies on people’s 1^st and 2^nd choices are expected by the end of March.

It is imperative that as many people as possible have the chance to have an input. Every effort is to be made to ensure the information goes out to as many people as we can possibly contact that were involved or affected by the tsunami.

Proposed Summer Social Event

The date for the Summer Event is Saturday 5^th July at the same venue as last year in Headley, Hampshire. Details to be arranged by the Committee.

Local Groups in the UK can organise a meeting/get together if they wish and will be supported by the Charity.

It was suggested that another meeting should be held later in the year to update all members on the progress towards a memorial. This could partially be a social event.

Any other business

Robert Whittle gave an update on the website. He reported on the current website situation operated by Giant Systems. The free Forum on the website did not seem to be working effectively and Robert W suggested that another one should be purchased. The data base on the system holds members’ information and could be used to communicate more easily with members. Robert W feels that the system could do much more to help to assist the work of the Group.

Funding for the further development of the website was agreed.

The administration blog could be used to add information and be open to registered users.

Links to other sites to be added e.g. Trauma counselling, information on member’s individual fund raising efforts and charities.

Note Any photographs published should be with the permission of those on the picture.

Robert W was thanked for his work on the website

There being no further business the meeting closed at 2.35pm.

Minutes of Tsunami Support (UK) Committee Meeting following the AGM

8^th March 2008

The meeting opened at 3.00pm

Present: Robert Whittle, Steve Gill, Michael Perry, Jean Dogan, Roger Jenman, Barbara Jenman, Tal Berman Howarth, Robert Whittle, Sheila Whittle, Renuka Marley

Robert Brewster thanked everyone for stopping on for the meeting

Minutes of meeting on 8^th November 2007 agreed.

Items discussed

1. Secretarial support for the memorial project

It was agreed that we should take up the offer from the DCMS to fund secretarial support as there is likely to be a considerable amount of paperwork/correspondence involved. This could be done via an Agency to hopefully avoid the Charity in Liability Insurance etc if a direct employee. Flexible approach to working hours would be required and Steve Gill agreed to liaise with Francis MacLeod to progress.

2. Committee Meetings

It was suggested that technology could be used e.g. conference communication instead of meetings.

3. Trustee Roles

Tal Berman Howarth volunteered to be media contact.

Roger and Barbara Jenman – events co-ordinators

Memorial Sub Committee: Steve Gill, Michael Perry, Robert Whittle + Michael Holland (non Trustee)

Renuka Marley will act as contact with the Red Cross for people/families in need and ascertain what funding the Red Cross has available

Renuka also undertook to raise funds to enable the Charity to offer more support under a separate account.

Note: Rules to be agreed on funding those in need in conjunction with the Red Cross.This should be for specific purposes such as funding for educational opportunities for children of families who have lost the main bread winner. They should not be subjected to stringent means testing.

It was noted that the Humanity Assistance Unit would facilitate people accessing trauma counselling and provide us with further information to post on our website.

4. Charity Logo

Still outstanding but the memorial design may help to achieve a suitable logo.

5. Data Base

There are a lot of names on the DCMS data base that are still not available to us.

6. Memorial Sites

Frances MacLeod has indicated that 350 people are still to be contacted and the deadline may need to be extended to allow everyone to participate. The DCMS is only sending to postal addresses and Robert has forwarded the documentation to those with just email addresses. (It was later established that there are 65 people on the DCMS list who are not on the TS(UK) list).

7. P O Box

The T.S. (UK) P O Box still exists and is paid for – to be used by the Secretary..

8. .AOB

Media /other organisations

Would committee members please promote the TS (UK) website whenever/where ever they can to any organisations that would accept a website link. Councils may be a possibility – Essex is a good example of a council preparing for survivor support.

There being no further business the meeting closed at 4.00pm

The next meeting of the Tsunami Support UK committee will be at the Summer Event buffet lunch on 5 JULY 2008, venue the barn, Tulls, Standford, Headley, near Petersfield, Hampshire