Minutes of Strategy meeting 23.7.06
JUST CHANGE Strategy Meeting
Held at Louise's house on 23 July 06
Present: Louise, Sven, Eva, Dave Tucker, Brenna, Anneke Ely
Apologies: Nina, Mat, Sarah, Esi
1. MISSION STATEMENT
We felt it was important to have a vision and mission statement to help us maintain focus as we grow.
The following text was agreed but comments are welcome:
‘Our vision is a world in which trade is based on a just and mutually beneficial relationship between producer and consumer communities, in the interest of human welfare. The equitable shared ownership of the trade process by all stakeholders will foster understanding, dignity and self-reliance, and tackle poverty.’
‘Our mission is to:
a) facilitate social, cultural and economic links between producer and consumer communities [in the London area and with the adivasis of Southern India]
b) to raise awareness of issues resulting from the dominant principles of ownership and structures of international trade
c) to make fairly traded products available to poor communities in the UK
d) to do this by the sale of products, so that the benefit of any surplus generated will go to disadvantaged producer/consumer communities.’
Note: the legal objects of JCUK are ‘the relief of poverty and the promotion of urban and rural regeneration, in particular by assisting poor communities, co-operatives and community groups in developing countries to forge links with similar groups in the UK and other countries to:
a) promote and support mechanisms for the production and distribution of fairly traded goods
b) provide financial and technical assistance or advice to new or existing communities of poor or vulnerable people where this would lead to training and employment opportunities.
c) educate the public in the principles of fair trade.
2. DECISION MAKING & DIVISION OF LABOUR
To improve decision-making, accountability and action, it was agreed:
- to meet once a month with action plans
- action points to be addressed at next meeting
- to work in pairs/small groups for support on particular tasks
- each pair to report progress regularly, including difficulties
- to make decisions by consensus
- a division of labour document to be written
Q: How is the amount of profits kept for float and reinvestment in volunteer work decided?
3. INTERNAL COMMUNICATIONS
Contact list to include preferred means of contact (tel/email etc.). Everyone is responsible for keeping their details up to date on the list.
People are receiving too many emails: once arranged, the JC newsgroup/forum and emailable blog (justchangelondon.teablog@blogger.com) to provide alternative method of communication.
The Forum will be the place for discussing JC international issues, the blog will be the place for London volunteers to organize and communicate.
Action:
• All to give their email address to Sven (sven.desai@googlemail.com) to become a member of the JC forum/newsgroup.
• Sven to:
- send out information about forum/newsgroup/blogspot
- add new members
- add link from JC London website to blogspot
• All to add this link to the bottom of their emails once arranged.
• Sven to write dummies' guide to communications for JC generally including forum and blog.
4. SALES
Target markets for tea sales were discussed. We recapped targets suggested by Stan:
- local ethical and healthfood retailers
- local events
- institutions and associations
- co-operatives
- schools
- asian communities
- rural communities
- community shops
- see 3.1 and 3.3 on Stan's strategy document
Tea sold to poorer community groups etc for mutual benefit; to richer communities/ organisations to educate, network and to create surplus to subsidize poorer groups. It was noted that poorer communities often lack economic links to richer communities rather than capability or potential.
Education targets in London: the Guardian, Amnesty
Q: should we look for office groups who would make large orders? -- Not current priority.
Summary of existing contacts and potential markets
Name Notes ACTION
The Guardian Laura Dimmock is contact at the Guardian - new contact required when she leaves Eva to speak to her housemate about this.
British Council Might buy tea but first requires a speaker. Tricia and Sarah in contact. Louise to talk with Tricia about organizing a talk. Then Dave and Sven to give talk
Waiting to hear from Tricia
Young Green Party Contacted at Camden Green Fair. Interested in taking tea for events. None, maybe contact for future
Synergy Project (a community collective) Waiting for reply from Louise's contact Alex from SP, Talk to new contact Dom
Sunseed Spanish eco-cooperative and research centre. Contacted at Camden. Not interested in tea from India as long travel unsustainable None
North London Asian Groups Louise's contact in Bound's Green supplied cups for Camden. Has links with Asian communities in North London. This might also include a printer for publicity material. Louise to contact
Schools Louise is meeting with Mill Hill School in Sept. Hope to eventually get trade games into schools Louise to report on meeting
Edmonton Community House Café / Edmonton Council, Lord Ted Graham of Edmonton
Café supplies a poor area. Council may have policy objectives met by JC tea - e.g. in supplying council premises ethically. Louise has contact with Lord Graham of Edmonton Louise to research, Eva to help.
Manor House Church Community Tricia's contact. May take tea for a café or groups meeting on premises. Council policy possibly relevant here too. Louise and Eva emailed Tricia, waiting to hear back
Palmers Green Café Awareness raising through selling tea. Louise's contact No action -- low priority
Marsh Farm MF will also store tea in Luton. Currently they have taken tea but no money yet received Nina organizing Sven to contact to receive money once bank account arranged
Development Trust Association coordinates local "development trusts" for regeneration. Sven link, might buy tea for community buildings and maybe store it Requires new publicity material – Ed? Sven to contact once publicity arranged.
Squatters often have well-organized networks and are involved with council, police, landlords and community projects in their area. They might buy tea themselves or suggest other places. Sven to research Dave to speak to his friend
Events Very valuable for education and sales esp. over summer Eva, Brenna and Louise to research events & bring to next meeting.
All present to take T-shirts to WOMAD.
Brenna to set up Norwich events for September
5. PRICING
Price displays: cost price should be clearer. Should also be clearer that the adivasis receive nothing if only cost price is paid.
Comparison with the prices of other tea brands could be made.
Calculation of cost price: cost of event (where applicable) should be included in the cost price on display. This will result in a cost price that varies per event.
Action:
• David Blair to recalculate the cost price to include cost of transport to London (petrol) and event costs when held, based on projected sales at the event.
6. ACCOUNTS
In principle, Sven will calculate the surplus from JC London and repay this to JCUK quarterly.
Q: How quickly does JCUK require repayment for tea received?
7. PUBLICITY AND BRANDING
Short, easy-to-read publicity required for shops, events and personal selling including:
- an introduction to JC
- producer stories
- case studies of buyers eg Marsh Farm
- photos
- someone from a community in India explaining JC's impact there - JC India probably already has this
Monthly newsletter needed, probably by email.
Photos of the group members to go on website
Action:
• Eva to email the publicity group and coordinate the above actions.
• All to send Eva their ideas.
• Publicity group to research brand strategy: Cafe Direct may help with professional logistics or PR advice.
• Louise to explore possibility for printing within Asian community: jit rotarty and Middleton Rd guy
8. STOCK AND SUPPLY CHAIN ISSUES
Summary:
-109kg tea sold.
- Accounts gaps (60 or 70 bags of 80 unaccounted for - 20 to Brenna, some to Marsh Farm unrecorded). Marsh Farm still has a suitcase.
Possibility of processing tea in London. This would reduce transport costs as tea currently comes from Manchester but requires sufficient sales in the London area to justify processing here. To be considered for a few months' time (Louise and Sven).
Action:
• Sven to talk David Blair about general accounting and supply. Especially the monthly order agreed at a previous meeting and followed up by David Blair.
• David Blair checking on overdue tea order.
• David Blair speaking to John Fishwick about getting a few hundred kilos to Luton for London group to sell.
• Louise to talk to David Blair about possibly changing to London based tea processor.
8a. GENERAL DISCUSSION
Tea in the Pot suggests addressing -
a) logistics: move from processing and distribution with Northern Tea Merchants to storage in Luton, possible processing in London. Distribution still unclear
b) roles:
David Blair (stock, logistics, ordering)
Sven (Treasurer, sales projections/forecasting, accounts, web)
Louise, Sarah, Nina, Brenna, Laura D. (sales/promoters/account teams!)
Lucy Horritz (Secretary, contacts and mailing lists)
Dave Tucker (Chair, events)
Eva and Sarah (events)
Sarah and Nina (community liaison)
Ed, Andrew, Eva (publicity)
c) storage – Sven and Louise have spare space
d) collection from storage – whoever has made the link to sell tea is responsible for collecting it from Sven or Louise
e) how much to order – David Blair to decide this based on sales projections/actual sales
f) how much we plan to sell – 55kg per month
g) how payments are handled – Sven can collect cash or cheques, or pay direct into bank account. There are several signatories to the account who can do this.
h) where the money goes – Louise to ask Stan
Action:
• Sven to pass around bank details. Then people can pay in or send Sven a cheque.
• David Blair to develop sales plan and logistics.
• Sven to help David with above
• Lucy to count money under her bed and put into bank account
• Louise to ask Stan to clarify what's included in cost of tea, including social costs e.g. health care.
• Send a message to Lucy in India about this
8b. HANDLING PAYMENTS
Sellers to pay cost price up front.
Need to clear debts to JCUK first. Discussion of whether to hold surpluses for 3 months, and the need to have at least £100 left for events float, and overheads etc.
Group to decide every 3 months how much goes back to JCUK, how much to be kept for developing JC London.
9. FUNDRAISING AND RESERVES
Capital needed! Grants may be possible. We need money for print runs, Tshirts etc.
Action:
• Louise to research grants via WaterAid.
• Louise & Sven to schedule fundraising meeting after September and (later) get together to produce document.
• Eva, Brenna, Sven and all to research fundraising, especially grants and business link websites.
• Fundraising events to be considered.
10. CONTRACTS AND LEGALS
Consider Memorandum Of Understanding at September meeting. Decided to talk to professionals about contracts later, not a priority!
Account managers/promoters to write up any contracts they negotiate properly. We might need a standard document? Should we put these selling agreements on the website? E.g. Greenhouse cafe (held by Brenna)
We have had offers of pro bono legal work from 2 sources via Dave and Louise
Action:
• Brenna to bring contract to next meeting for consideration
• Dave to find out who the contact was
• Louise to follow up Caroline the lawyer
DATE OF NEXT MEETING
Provisionally Wednesday 23rd Aug (subject to attendance of David Blair and Lucy).
Held at Louise's house on 23 July 06
Present: Louise, Sven, Eva, Dave Tucker, Brenna, Anneke Ely
Apologies: Nina, Mat, Sarah, Esi
1. MISSION STATEMENT
We felt it was important to have a vision and mission statement to help us maintain focus as we grow.
The following text was agreed but comments are welcome:
‘Our vision is a world in which trade is based on a just and mutually beneficial relationship between producer and consumer communities, in the interest of human welfare. The equitable shared ownership of the trade process by all stakeholders will foster understanding, dignity and self-reliance, and tackle poverty.’
‘Our mission is to:
a) facilitate social, cultural and economic links between producer and consumer communities [in the London area and with the adivasis of Southern India]
b) to raise awareness of issues resulting from the dominant principles of ownership and structures of international trade
c) to make fairly traded products available to poor communities in the UK
d) to do this by the sale of products, so that the benefit of any surplus generated will go to disadvantaged producer/consumer communities.’
Note: the legal objects of JCUK are ‘the relief of poverty and the promotion of urban and rural regeneration, in particular by assisting poor communities, co-operatives and community groups in developing countries to forge links with similar groups in the UK and other countries to:
a) promote and support mechanisms for the production and distribution of fairly traded goods
b) provide financial and technical assistance or advice to new or existing communities of poor or vulnerable people where this would lead to training and employment opportunities.
c) educate the public in the principles of fair trade.
2. DECISION MAKING & DIVISION OF LABOUR
To improve decision-making, accountability and action, it was agreed:
- to meet once a month with action plans
- action points to be addressed at next meeting
- to work in pairs/small groups for support on particular tasks
- each pair to report progress regularly, including difficulties
- to make decisions by consensus
- a division of labour document to be written
Q: How is the amount of profits kept for float and reinvestment in volunteer work decided?
3. INTERNAL COMMUNICATIONS
Contact list to include preferred means of contact (tel/email etc.). Everyone is responsible for keeping their details up to date on the list.
People are receiving too many emails: once arranged, the JC newsgroup/forum and emailable blog (justchangelondon.teablog@blogger.com) to provide alternative method of communication.
The Forum will be the place for discussing JC international issues, the blog will be the place for London volunteers to organize and communicate.
Action:
• All to give their email address to Sven (sven.desai@googlemail.com) to become a member of the JC forum/newsgroup.
• Sven to:
- send out information about forum/newsgroup/blogspot
- add new members
- add link from JC London website to blogspot
• All to add this link to the bottom of their emails once arranged.
• Sven to write dummies' guide to communications for JC generally including forum and blog.
4. SALES
Target markets for tea sales were discussed. We recapped targets suggested by Stan:
- local ethical and healthfood retailers
- local events
- institutions and associations
- co-operatives
- schools
- asian communities
- rural communities
- community shops
- see 3.1 and 3.3 on Stan's strategy document
Tea sold to poorer community groups etc for mutual benefit; to richer communities/ organisations to educate, network and to create surplus to subsidize poorer groups. It was noted that poorer communities often lack economic links to richer communities rather than capability or potential.
Education targets in London: the Guardian, Amnesty
Q: should we look for office groups who would make large orders? -- Not current priority.
Summary of existing contacts and potential markets
Name Notes ACTION
The Guardian Laura Dimmock is contact at the Guardian - new contact required when she leaves Eva to speak to her housemate about this.
British Council Might buy tea but first requires a speaker. Tricia and Sarah in contact. Louise to talk with Tricia about organizing a talk. Then Dave and Sven to give talk
Waiting to hear from Tricia
Young Green Party Contacted at Camden Green Fair. Interested in taking tea for events. None, maybe contact for future
Synergy Project (a community collective) Waiting for reply from Louise's contact Alex from SP, Talk to new contact Dom
Sunseed Spanish eco-cooperative and research centre. Contacted at Camden. Not interested in tea from India as long travel unsustainable None
North London Asian Groups Louise's contact in Bound's Green supplied cups for Camden. Has links with Asian communities in North London. This might also include a printer for publicity material. Louise to contact
Schools Louise is meeting with Mill Hill School in Sept. Hope to eventually get trade games into schools Louise to report on meeting
Edmonton Community House Café / Edmonton Council, Lord Ted Graham of Edmonton
Café supplies a poor area. Council may have policy objectives met by JC tea - e.g. in supplying council premises ethically. Louise has contact with Lord Graham of Edmonton Louise to research, Eva to help.
Manor House Church Community Tricia's contact. May take tea for a café or groups meeting on premises. Council policy possibly relevant here too. Louise and Eva emailed Tricia, waiting to hear back
Palmers Green Café Awareness raising through selling tea. Louise's contact No action -- low priority
Marsh Farm MF will also store tea in Luton. Currently they have taken tea but no money yet received Nina organizing Sven to contact to receive money once bank account arranged
Development Trust Association coordinates local "development trusts" for regeneration. Sven link, might buy tea for community buildings and maybe store it Requires new publicity material – Ed? Sven to contact once publicity arranged.
Squatters often have well-organized networks and are involved with council, police, landlords and community projects in their area. They might buy tea themselves or suggest other places. Sven to research Dave to speak to his friend
Events Very valuable for education and sales esp. over summer Eva, Brenna and Louise to research events & bring to next meeting.
All present to take T-shirts to WOMAD.
Brenna to set up Norwich events for September
5. PRICING
Price displays: cost price should be clearer. Should also be clearer that the adivasis receive nothing if only cost price is paid.
Comparison with the prices of other tea brands could be made.
Calculation of cost price: cost of event (where applicable) should be included in the cost price on display. This will result in a cost price that varies per event.
Action:
• David Blair to recalculate the cost price to include cost of transport to London (petrol) and event costs when held, based on projected sales at the event.
6. ACCOUNTS
In principle, Sven will calculate the surplus from JC London and repay this to JCUK quarterly.
Q: How quickly does JCUK require repayment for tea received?
7. PUBLICITY AND BRANDING
Short, easy-to-read publicity required for shops, events and personal selling including:
- an introduction to JC
- producer stories
- case studies of buyers eg Marsh Farm
- photos
- someone from a community in India explaining JC's impact there - JC India probably already has this
Monthly newsletter needed, probably by email.
Photos of the group members to go on website
Action:
• Eva to email the publicity group and coordinate the above actions.
• All to send Eva their ideas.
• Publicity group to research brand strategy: Cafe Direct may help with professional logistics or PR advice.
• Louise to explore possibility for printing within Asian community: jit rotarty and Middleton Rd guy
8. STOCK AND SUPPLY CHAIN ISSUES
Summary:
-109kg tea sold.
- Accounts gaps (60 or 70 bags of 80 unaccounted for - 20 to Brenna, some to Marsh Farm unrecorded). Marsh Farm still has a suitcase.
Possibility of processing tea in London. This would reduce transport costs as tea currently comes from Manchester but requires sufficient sales in the London area to justify processing here. To be considered for a few months' time (Louise and Sven).
Action:
• Sven to talk David Blair about general accounting and supply. Especially the monthly order agreed at a previous meeting and followed up by David Blair.
• David Blair checking on overdue tea order.
• David Blair speaking to John Fishwick about getting a few hundred kilos to Luton for London group to sell.
• Louise to talk to David Blair about possibly changing to London based tea processor.
8a. GENERAL DISCUSSION
Tea in the Pot suggests addressing -
a) logistics: move from processing and distribution with Northern Tea Merchants to storage in Luton, possible processing in London. Distribution still unclear
b) roles:
David Blair (stock, logistics, ordering)
Sven (Treasurer, sales projections/forecasting, accounts, web)
Louise, Sarah, Nina, Brenna, Laura D. (sales/promoters/account teams!)
Lucy Horritz (Secretary, contacts and mailing lists)
Dave Tucker (Chair, events)
Eva and Sarah (events)
Sarah and Nina (community liaison)
Ed, Andrew, Eva (publicity)
c) storage – Sven and Louise have spare space
d) collection from storage – whoever has made the link to sell tea is responsible for collecting it from Sven or Louise
e) how much to order – David Blair to decide this based on sales projections/actual sales
f) how much we plan to sell – 55kg per month
g) how payments are handled – Sven can collect cash or cheques, or pay direct into bank account. There are several signatories to the account who can do this.
h) where the money goes – Louise to ask Stan
Action:
• Sven to pass around bank details. Then people can pay in or send Sven a cheque.
• David Blair to develop sales plan and logistics.
• Sven to help David with above
• Lucy to count money under her bed and put into bank account
• Louise to ask Stan to clarify what's included in cost of tea, including social costs e.g. health care.
• Send a message to Lucy in India about this
8b. HANDLING PAYMENTS
Sellers to pay cost price up front.
Need to clear debts to JCUK first. Discussion of whether to hold surpluses for 3 months, and the need to have at least £100 left for events float, and overheads etc.
Group to decide every 3 months how much goes back to JCUK, how much to be kept for developing JC London.
9. FUNDRAISING AND RESERVES
Capital needed! Grants may be possible. We need money for print runs, Tshirts etc.
Action:
• Louise to research grants via WaterAid.
• Louise & Sven to schedule fundraising meeting after September and (later) get together to produce document.
• Eva, Brenna, Sven and all to research fundraising, especially grants and business link websites.
• Fundraising events to be considered.
10. CONTRACTS AND LEGALS
Consider Memorandum Of Understanding at September meeting. Decided to talk to professionals about contracts later, not a priority!
Account managers/promoters to write up any contracts they negotiate properly. We might need a standard document? Should we put these selling agreements on the website? E.g. Greenhouse cafe (held by Brenna)
We have had offers of pro bono legal work from 2 sources via Dave and Louise
Action:
• Brenna to bring contract to next meeting for consideration
• Dave to find out who the contact was
• Louise to follow up Caroline the lawyer
DATE OF NEXT MEETING
Provisionally Wednesday 23rd Aug (subject to attendance of David Blair and Lucy).
posted by Informed Dissent at 11:20 PM
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