Quality Meeting Minutes 8th July 2014

Present: Kevin W, Karl M, Suzanne OR, Carol D, Deirdre M, Aine D, Sue T, Terri H, Jackie G, Sean M,
Elaine P, Kellyanne B, Amber S, Lindsey B, Mairead D, Natalie B, Mary R

Item 1: Matters arising from previous meeting
Review minutes from last meeting

New Procedures Developed:
- Project Development Assessment Procedure in draft (Kevin)
- Project Development Assessment Tool in draft (Kevin)
- CM027 Procedure for working with Older People with Dementia to be signed off at next
Case Management Meeting 15
th
July
- CM026 Guidelines for Volunteers working with someone who is Suicidal signed off at last
Case Management Meeting 17
th
June
- HR001Staff Recruitment Procedure signed off by CEO and circulated
- HR012 Annual Leave Request Procedure signed off by CEO and circulated
- HR009 Time off in Lieu Procedure signed off by CEO and circulated
New Quality Folders being finished. Need to find permanent location to put them.

Item 2: Service User complaints, corrective & Preventive actions
Service User & Volunteer feedback both Positive & negative
Corrective Actions
CAR raised on 3 volunteers regarding Volunteer Conduct on holiday in progress.

Feedback from Older People:
- Feedback presented by interns given by older persons about such events. Feedback taken
either by comment cards at event or mail in forms.
o Wexford Holiday (Kellyanne)
o Cinema Club (Mairead)
o Welcome Meeting (Lindsey)
o School Talks (Karl)
- New Ideas for Feedback instead of forms and cards: possibly install phone made just for
voicemail for older people to call and provide feedback. (Sean)
Item 3: Resource Management (Human, Infrastructure, Environment)
- Partnerships: contact from Laois and Kilkenny/Carlow seeking support regarding Befriending
- Launch Befriending Directory by September Partnerships with those around country that
help older people
- Volunteer Department- to get feedback at next Volunteer meeting.
- Office Refitto be complete within couple weeks.
- Volunteer Training Needs Analysis to be carried out at next Volunteer Meeting 8
th
July
Item 4: Vendor Evaluation
- Case Review: carried out in May; 14 cases have been closed out between November 2013
and May 2014

Item 5: Communications with employees and external stakeholders
- Recruitment of 2 new Case Workers in progress 189 applications received and shortlisted
to 8
- Staff Away Day 10
th
July focus on new Strategic Plan: Campaigns and future of ALONE
- Board/VLG Meeting 10
th
July Presentation to Board from VLG on new structure and
Strategic Plan 2014-2017
Item 6: Results of Internal Audits
- Internal Audits carried out on Campaigning, Fundraising and Administration Findings and
Recommendations to be communicated to departments
- ISO recertification date 14
th
October
Item 7: Statutory & Regulatory Requirements
- Garda Vetting audit carried out. Legislation due to be enacted in November 2014.
- KW gave an update on Landlord/Tenant Legislation and RTB
- KW gave an update on Government Code for Housing Bodies
- ALONE have signed up to Charity Regulator top 3% in country
- Investing in Volunteers Quality Standard aiming to be achieved by November 2014
Item 8: Statistical Review
-Data potentially to be used at Team Meetings and as part of weekly planning.
- Administration (Terri) two big hits :
o Befriending (social contact integration) comes in many phone calls to office.
o Housing very much phone and word of mouth.
o Idea: to monitor and record number of calls per month in which areas of Dublin.
- Community Response (Kevin) 62 % revolve around housing.
o Own housing (those who live in poverty conditions) (need of supports)
o Provide housing (by ALONE)
- Housing Support (Carol)
o Needs: physical health & mobility; social contact; finance & personal care.
o Outcomes: 35% physical health & mobility; 17% housing; 13% social care all closed
out.
- Volunteer (Aine)
o Volunteer Applications per month: January, over 80. Feb, approx 50. March-June,
15 per month.
o 50 volunteers to be trained currently.
o Website/Media big hit for volunteer recruiting.
Befriending (Aine)
o Self- Referred 14%

- Fundraising (Suzanne)
o DTI event did well.
o % of donations to be looked upon by Suzanne and Emma as where they are coming
from specifically. Mainly Dublin but spreading nationally.
- Property (Sue)
o Routine / Urgent calls 50/50 in importance
o 2 properties currently vacant
- Sean Statistics to be put into Salesforce by each person to improve upon services.

Item 9: Objectives & Organisational Goals

Action Plans to be brought to next meeting.