The Chair welcomed those present and attendees introduced themselves.

To receive any apologies for absence.

Apologies for absence were received from Councillor Richard Jackson, Naomi Burke (Healthwatch Rochdale), Ghulam Shahzad (Rochdale Environmental Action Group), Maddy Hubbard (Action Together) and Liz Windsor-Welsh (Action Together).

To consider the Minutes of the Voluntary Sector Partnership meeting held on Thursday 22 June 2023.

Resolved:
That the minutes of the Voluntary Sector Partnership meeting held on 22 June 2023 be approved as a correct record.

The Chair informed the Partnership that agenda item number five - Strategic Bidding Opportunities - would be deferred to the next meeting of Voluntary Sector Partnership.

To receive a presentation from the Reform and Prevention Lead (Place).

The Partnership gave consideration to a presentation of the Reform and Prevention Lead, Place which provided an insight into sociocracy.

Members were informed that sociocracy was a self-governance system that aimed to create psychologically safe environments and productive organisations through the use of consent rather than majority voting. The method was based on the four principles of consent decision making, circle working, elections by consent and double linking.

The presentation focussed on how sociocracy could be used to run meetings and transform the way in which partnerships, such as the Voluntary Sector Partnership (VSP), and committees worked. For example, through the RED method – Reports, Explorations and Decisions – as well as by utilising question, reaction and consent rounds.

A trial of the sociocracy method at future VSP meetings was discussed and it was determined that the method would be beneficial. Members noted that the sociocracy method would be beneficial as it would introduce changes such as the unnecessary use of titles, attendees requiring more knowledge on how they could influence change or take action, and attendees not being able to speak due to others that were present being more outspoken.

The following points were raised by Partnership members in the proposal for change at future VSP meetings:

-          That the method be trialled at numerous VSP meetings so that Partnership members could see how they feel during the ‘feedback’ round at the end. Any tweaks or adjustments could be made as things progress;

-          That consideration be given to labelling the way in which meetings would be facilitated as something more understandable than ‘Sociocracy’. For example, using the phrase ‘equitable meeting format’ or ‘inclusive meeting format’ to make it clearer and easier to understand what the purpose of sociocracy was;

-          People would need to understand that they have the opportunity to speak and that there must also be the opportunity for others to speak (equity);

-          There would need to be a focus on the ‘Reports’ level of meeting content as VSP was mainly an information sharing group;

-          That the Partnership used data and insight from how people responded to information to encourage exploration or decision rounds, and that this be used to influence the system more widely;

-          That an assessment be undertaken to understand the equality and equity impact of doing things in the sociocracy way;

-          That goals be set in relation to what ‘success would look like’ so that VSP members would be aware of achievements during feedback rounds e.g. set number of attendees at meetings, how people feel about how the meeting was run, whether the new method was more efficient or not;

-          That a facilitator of the meeting be appointed each time (with a priority for timings to be strict) and that opportunities were made for members to be trained to facilitate meetings using the sociocracy method; 

-          That the method be used as a way of demonstrating cooperative values in practice;

-          That representatives of organisations  ...  view the full minutes text for item 11.

The Partnership considered a video presentation from the Director at HMR Circle which detailed room hire available at The Strand Community Hub. It was noted that HMR Circle offered a range of rooms for hire on the first floor of the venue in Kirkholt, including a community hall, boardroom and an on-site training kitchen.

Remaining dates for the 2023/24 year are confirmed as follows:

·         Thursday 25 January 2024, 10.00am

·         Thursday 21 March 2024, 10.00am

If you wish to volunteer a venue for use by the Partnership on any of the above dates please contact Katie.Davies@Rochdale.Gov.UK.

It was noted that the remaining 2023/24 meetings of Voluntary Sector Partnership would be held from 10.00am – 12.00pm on the following dates:

·         Thursday 25 January 2024 at The Strand Community Hub

·         Thursday 21 March 2024 (venue to be confirmed)