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Responses to the Community Base review questionaire January 2007
As part of the 2007 review into Community Base's practices and policies everyone working at Community Base was sent a questionaire in January dealing with some of the issues the review will be covering. The responses to the questionaire are shown below with section headings and responses to multiple choice questions in bold and questions in italics.
178 questionaires were sent out and 30 returned. Two comments that indicated who made the comment have been changed to preserve anonymity but other than that all comments are included unedited.
USE OF OFFICE SPACE AT COMMUNITY BASE
Community Base is all about helping charities and community groups get on with their work. But disputes can arise between Community Base and participant groups, sometimes over how we help groups while ensuring Community Base remains a home for community and voluntary groups rather than other kinds of organisations. Here are some fictional situations based on real events – how would you deal with them?
A group keeps putting its rubbish in the corridor despite being asked to take it to the car park. The group tells us it's the cleaners' job and refuses to discuss the matter with us, describing our emails and phone calls on the subject as “rude”. Do we give notice to this group? YES 13, NO 6
• So the fact this question is in here in this form highlights everything that is wrong with current Community Base policies, or lack of them.
• No, I would have wanted to explain these decisions better – would like to discuss with you re remedies
• Yes, if the group has agreed to take their rubbish to the bins in their licence agreement and they are not doing it, then suitable action should be taken, starting with warning them, but if necessary notice should be given to them.
• Yes, health risk and shows disrespect to others that share space.
• No, speak to the organisation in person, explaining that it isn't the cleaner's role, begin charging them for the cleaners to remove the waste.
• Would need more information to answer this - have they been shown the contract with the cleaners? Have they been told they have the option to engage cleaners for their office? Has it been made clear in writing that the reason they should not put their rubbish in corridors is that it is a fire hazard and health and safety risk? Has it been discussed at top level between both organisations? If all available measures have been tried and have failed notice should be served, they are risking the health and safety of other participant groups (and are behaving like arrogant arses but that's hardly a legal basis for notice to be served unfortunately!).
• Is it the cleaner's job? Have the group been shown the cleaner's job description? Have the emails and phone calls been witnessed not to be rude (not suggesting they were rude at all!). Has the matter been taken higher – e.g. Community Base trustee talk to Participant trustee?
• Yes, health and safety issue.
A national charity licencing 2,000 square feet has reduced its staff from 12 full-time to 2 part-time workers because they have moved their regional headquarters to Hastings. The charity wants to keep the space because they might want to use it more in the future. A local charity is about to be evicted from its accommodation and really needs the space. The national charity is not breaking their licence agreement. Do we let them stay rather than give the space to the local charity that needs the space? YES 8, NO 9
• No, maybe ask if they would mind being moved to a smaller space when available.
• Yes, I would have wanted to explain these decisions better – would like to discuss with you re remedies
• Yes, we let them stay but we should ask them to reduce the amount of space they are using to an area more appropriate to the work that they are now doing.
• Yes, as not breaking current agreement, but ideally would hope they'd agree to move out, or to smaller space when available, to make space for others in need. It would be a terrible shame to have space in disuse when so many groups would like to move in, thereby increasing the diversity of support on offer here.
• Negotiate, perhaps they would consider a temporary office share if the other groups need is urgent. Don't ask them to leave if they don't feel able to do this.
• Have other plans been discussed? i.e. Put national charity on top of list for 2 person office and ask them to share space with the others in the meantime. Promise the national charity will go to top of list for bigger office if and when they need it.
• Again, need more info. Is there a smaller space available for the national charity that they could move into? If not, would they be happy to share with the local charity until a more suitable space came up? The space should be utilised to maximum effect but all efforts should be made to make a suitable arrangement for both parties.
A group at Community Base wants to share its space with a design company that does some work for the group because they've got some spare space. Should they be allowed to? YES 2, NO 18
• No, unless the design company which wants to share the space is vetted and deemed suitable to be using the space in community base (i.e. is it a community and voluntary group?)
• No, unless the design company is, for example, staffed by volunteers and offering services to community/voluntary individuals/groups only.
• Yes, this could further benefit other organisations.
• No, and could they be persuaded to move to a smaller space if one comes available?
• Depends…
The Home Office have set up an arms length, quasi-autonomous organisation called Brighton and Hove United to promote the government's policy on community cohesion. BHU is very keen to be seen as being based “in the community” and a participant group that gets funding from the Home Office wants to move the local BHU manager into its office at Community Base. Should we let them? YES 4, NO 14
• Yes, under certain conditions.
• No, it is a government agency – albeit it at arms length, they should be able to afford suitable accommodation elsewhere.
• No, “BHU” could afford to rent other space.
• No, not if the BHU Manager's contract, job description and work plan is controlled by the Home Office. Would need to ensure this had no effect on the participant group's funding from the Home Office.
• No, if they are fully using their space.
• I really don't know on this one. If the payroll, terms and conditions, management, supervision etc. are done by the charity then probably “yes”. If it was another funder giving money but with some guidelines on the work programme of the member of staff appointed to the charity, it would probably be even more obviously “yes”. BUT if it were a BHU member of staff (payrolled and supervised off site) the “no”.
• Unsure.
A participant group has increased its income by 600% and is expanding into other, more expensive offices but want to keep its office at Community Base too. Should we give the group's space to a charity that can't afford decent office space instead? YES 12 , NO 6
• Not sure, ideally one would hope they would volunteer to move out to allow “poorer” group to move in that would benefit more from facilities. Also depends on contribution they make to Community Base's diversity and synergy.
• Negotiate, ask them to consider the other group, but don't ask them to leave. Asking groups to leave because other groups have a more “urgent” need will make everyone insecure and will be problematic for funding and charities' future plans if they could be kicked out at any time.
A group on the fourth floor working with teenagers at risk wants to change the use of its space from an administration office with no visitors into a drop-in centre for about 50 people a week. Should they need to consult Community Base before doing this? YES 17, NO 3
• Yes, do risk assessment/impact study on effect on neighbours/reception etc. A drop-in may affect security for others if they don't have their own reception.
• Not for creating the drop-in, but possibly discussing reception arrangements.
• Yes, since it will impact on Community Base resources also.
A participant group wants to employ six council workers that are being seconded to it to run a council funded Community Information Unit at Community Base. Should we let them? YES 9, NO 10
• Yes, providing that they are primarily doing the work of the community organisation and not the work of the council.
• No, unless maybe if very short term, with positive impact for Community Base and groups here in general. Do feel they should use own council space to run unit.
• I think so. Secondees are in effect donations in kind. We hope to have someone volunteer for us soon who is the PA of a [French equivalent] organisation's director. He is sending her on a 4 week language course to Brighton and is offering her non-class time to support us. Again it comes to the crunch when you ask what will the secondees do and who will control it. OK, so the council funds it, but if they didn't would the group be hoping to do the same thing with money from the trust? If a trust funded it then would it be OK for the council to second some workers? Our secondee would be entirely at our disposal – will these [in the question above] be at the participant group's disposal? If not, then it's just a council exercise through the back door and maybe it's a “no”.
• Maybe, if there is space, but probably better to request they use the council's facilities – it isn't necessary for them to have reduced office space rent.
• Yes, providing the participant group controls the secondees work plans. Secondments can be very beneficial to charities.
A group at Community Base helping ex-offenders has been offered a grant of £40,000 on condition that they base three statutory probation officers at Community Base and. Do we allow this? YES 7, NO 10
• Consult
• No, the probation officers are doing the work of the home office (or some other government department) and as such we should not be housing them.
• See if they are meeting their charitable objectives – should this organisation be penalised for being successful?
• No, not full-time since the probation officers don't work directly for the charity but, providing the participant group has space, they should be allowed to have the probation officers based there maybe a day a week to run a "clinic" providing it's integral to the work of the project.
A participant group wants to let another charity share the space it licences at Community Base. Should the group need permission from Community Base to move the other charity in? YES 17, NO 3
• Not permission, but advise they are doing so.
TRY WORDING WHAT YOU THINK IS A FAIR LICENCE REGULATION OR POLICY STATING WHAT, IF ANY, RESTRICTIONS THERE SHOULD BE ON A LICENCEE RIGHT TO SUBLET, SHARE WITH OTHER GROUPS OR CHANGE THE USE OF THE SPACE THEY LICENCE AT COMMUNITY BASE
• Any change of use of space let from Community Base should be discussed and approved by Community Base board of directors.
• I'll leave that to the professionals.
• A licencee has no right to sublet, however the potential subletee may apply to the Community Base manager/ director to sublet space from a group.
• Licencees should always consult with Community Base board and management with regards to these situations (subletting/sharing space/changing use of space). Issues would be fairly discussed and decisions made based on whatever is best for Community Base as a whole.
• Policies to be developed in consultation.
• Restricting sub-letting and ensuring full communication with Community Base. Community Base should be informed of change of use of space.
• Licence regulations should be clear that: The licencee is responsible for consulting with Community Base on any matter involving use of their space that; 1. does not relate directly to employees (defined as having a contract, job description and being paid by the licencee), secondees or volunteers working specifically for the licencee 2. would potentially place additional requirements on the services offered by Community Base (e.g. reception) The reason for this consultation is to ensure that Community Base resources can be adequately planned and that other licencees or potential licencees are not disadvantaged.
• I don't think groups should be able to sublet or share space with other organisations without Community Base's permission because it wouldn't be fair to charities wanting to move to Community Base who don't know people here.
• Couldn't begin to – sorry! It's a tough job and I'm glad I don't have to do it.
• If a participant group wishes to sublet, share its office or change its use it must first apply to Community Base committee. A group will not be allowed to share/sublet to a government council or similar organisation. All Community Base tenants must be voluntary sector.
• Policies to be developed in consultation.
GENERAL COMMENTS ON THIS SECTION
• I have chosen not to answer questions 1-9 as I do not feel they are representative or helpful to an open and informed dialogue to start this review process; this does not mean that I don't want to participate in further debate! I just want to do it from a different start point. Thanks.
• These questions completely miss the point of this review. They try and reduce complex grey areas into a simplistic yes/no framework. They presuppose answer to the question that the review is about, i.e. what, if any, right Community Base has to interfere with the working of a tenant organisation.
• These questions are very loaded with a simple yes no box which I do not think helps to resolve these issues or provide a sensible starting position for the external consultant to begin his review process.
• Can't get this in small space – also would want to see the membership's response first so Board can work with you on this statement. Would rather tell you what I think!
• Questions far too simplistic to get useful information back. The community and voluntary sector is far more complex that this.
• …finds the following questions leading and has arranged to meet Jeremy instead.
• Missing the point.
ROOM HIRE
We hire our South Wing meeting rooms to groups at three rates – a participant group rate for groups at Community Base, a low rate for external community and voluntary groups and a high rate for commercial and statutory groups. Here's some fictional situations based on real events - how would you deal with them?
A not-for-profit company wants to hire our conference room to run a training course for about 50 people, charging £100 a head to attend it. Which rate should we charge? OUR LOW RATE 10, OUR HIGH RATE 12
• Our low rate – my argument would be that a not-for-profit group should still be entitled to generate income wherever possible.
• Depends who the course is aimed at and whether the £100 per person is only covering costs, or is making an income.
• Memorandum of Association point 3 makes it clear that Community Base is there "to promote any charitable purpose for the benefit of the inhabitants of Sussex and beyond without distinction of sex, race, disability, sexuality or political, religious or other convictions by the provision of accommodation and equipment and services to charities and voluntary organisations engaged in the furthering of charitable purposes". Charging £100 a head is hardly charitable so higher rate should be charged.
• Depends on other costs to run the course! Facilities here are very good and very cheap even at the “higher” rate.
A participant group is taking part in a weekend conference organised by a local regeneration partnership it gets funding from and wants us to invoice them at the participant group rate rather than the partnership at the high rate. Who should we invoice? THE PARTICIPANT GROUP 4, THE PARTNERSHIP 18
• Unclear.
• Whoever is ultimately paying for the space should be invoiced.
• Depends, it it's only the participant group and the partnership attending – maybe lower rate, but if they are one of many attendees, higher rate.
Channel 4 wants to hire a room to run an event as part of their community outreach work. Which rate should we charge them? OUR LOW RATE 2, OUR HIGH RATE 22
GENERAL COMMENTS ON THIS SECTION
• Irrelevant
• These questions are too simplistic and reductive – “black and white”
BRINGING PEOPLE TOGETHER
We've done a lot over the years to try to create a sense of community at Community Base – but there's always more that can be done. Tell us what you think of some of the things we've done.
Our participant groups I'VE BEEN TO IT 10, GOOD IDEA 20, BAD IDEA 3
Our working lunches I'VE BEEN TO IT 4, GOOD IDEA 15 BAD IDEA 2
Our yoga classes I'VE BEEN TO IT – 4 GOOD IDEA 23, BAD IDEA 1
Good idea, wish I could come but work schedule too varied
Our xmas parties I'VE BEEN TO IT 9, GOOD IDEA 23, BAD IDEA 1
The Community Base newsletter I'VE READ IT 13, GOOD IDEA 20, BAD IDEA 1
Our email group I'VE USED IT 15, GOOD IDEA 21, BAD IDEA - 0
Our open days I'VE BEEN INVOLVED IN IT 16, GOOD IDEA 20, BAD IDEA 2
I've been involved in it, not very keen!
Our pub quizzes I'VE BEEN TO IT 9, GOOD IDEA 22, BAD IDEA 1
Our film nights I'VE BEEN TO IT 2, GOOD IDEA 19, BAD IDEA 2
It was worth a try
Depends what films are shown
Our refugee week public meetings I'VE BEEN TO IT 5, GOOD IDEA 20, BAD IDEA 1
Our fire safety training sessions at Hove fire station I'VE WENT TO IT 3, GOOD IDEA 24 BAD IDEA 0
Our South Wing debates on community issues I'VE BEEN TO THEM 4, GOOD IDEA 21, BAD IDEA 1
GENERAL COMMENTS ON THIS SECTION
• With all of the above, I'd like to add the caveat that the events should be regularly fairly well attended (10 or more people?), otherwise they would become a disproportionate use of Community Base's limited resources. If an event is not well attended on a frequent basis, Community Base should email the group to say that as attendance is low, unless it picks up in the next three months/appropriate timescale, the activity will stop because it is not utilising Community Base's resources effectively.
• You should stick to your core work – minding a building.
• Irrelevant.
HOW WOULD YOU SUGGEST IMPROVING THE COMMUNITY SPIRIT AT COMMUNITY BASE?
• As far as I am concerned there is as good a community spirit at Community Base as is possible, when we are all busy and working in our own offices.
• Leave it as it is!
• By taking care and consideration when communicating with participant groups; by ensuring there is a robust framework for decision making from Trustees through the Director; by continuing to encourage networking and meeting opportunities for all involved.
• Having a proper set of policies and procedures, especially a bullying and harassment and complaints procedure, to tackle the “climate of fear” already identified.
• I think we have a good community spirit which works for different people/organisations in different ways.
• I'm only here on a part-time basis, so it is difficult to comment on this.
• Stop firing off emails without checking your facts.
• Whilst diversity is one of Community Base's positive attributes, I think there are perceived potential barriers between services which need to be broken down. Shadowing programmes can do a lot to enlighten and educate.
• I would like to be more involved but working full time in busy office, stressful quite often, leaves me too tired.
• I think it's great here, carry on arranging social events which try to encompass everyone's tastes.
• There are so many great people based at Community Base it would be good to arrange more things that would encourage people to network, swap knowledge and ideas, and build friendships, but ultimately how friendly people are to each other is up to them as individuals and all are very busy with their work.
• I feel that Community Base does a lot to enhance a feeling of a community and that the main barrier to improving this lies within individuals within the building.
• Tempted to make suggestions involving an electric cattle prod but will hold that back! Inevitably there will always be some people who don't join in or who like to complain but don't actually get involved. It should be made as clear as possible (preferably in 6 foot high red letters at the bottom of the staircase) that everyone has a choice to be involved at whatever level.
• People being less aggressive towards Community Base, which does a great job. I think the idea of wearing a colour to the EGM to signify support for “your side” was disgraceful.
• Participants wanting it to improve and reaching out to each other and being proud of being based at Community Base
• Run the building properly and fairly and in line with a set of policies and the spirit will improve itself. I don't want a social life, I want a well run office space in which I don't feel threatened.
• Run the building through policies and procedures not threats and control. Members need to feel safe, secure and have some control.
• There are some groups who are sadly negative, aggressive, defensive and difficult. Aside from doping their water with happy pills I don't know how to improve this!
• Just keep doing what you're doing, the spirit is largely up to the individuals and organisations at Community Base, all you can do is encourage them.
• Groups should share what they do with the rest of the building.
• All the above are good ideas but you can't force people to go. Hard when people are apathetic.
AND FINALLY…
Community Base's main purpose is to provide a home for community and voluntary groups in Brighton and Hove. DO YOU THINK WE DO THIS VERY WELL 15, WELL 8, OK 2, BADLY 1, VERY BADLY 1
WHAT DO YOU THINK IS THE BEST THING ABOUT COMMUNITY BASE?
• A home for like minded/similar ethos based community groups.
• Helping each other, when needed, loaning equipment, advice etc.
• The opportunity for organisations with a commitment to communities to have a home and feel part of the bigger picture.
• Affordable rent and not having to work in isolation.
• Bringing groups together; a space for the sector; tremendous potential for being much more than “just a space”
• Having so many amazing organisations under one roof, in a well managed building, at reasonable rates, in the centre of Brighton and close to station.
• Friendly, efficient receptionist, cheap rent and rates of room hire.
• The central location – clean, modern office space (and affordable) for community groups.
• The diversity of groups.
• The large amount of community and voluntary services in one place - they offer a diversity of services which is invaluable to the city.
• It's goals and aspirations.
• Your efforts on bringing people together.
• I've only been here 2 weeks but I feel very welcome.
• The diversity of the groups here and how helpful everybody is. Fantastic location and great facilities.
• Location.
• The idea and potential for having many community and voluntary organisations in one place.
• Making office space available at a very competitive rate.
• Services that are provided to the public under one roof.
• Community Base's main purpose is achieved very well. Best thing about Community Base - loads of ‘em, cheap rent, helpful staff, cheap yoga class (I'll make it there eventually) great concept, opportunity to meet other groups, most fun hand-driers ever (okay, I need to get a life).
• It's well run, cheap, central and is something Brighton should be proud of – I don't know anywhere else with something like it.
• Central building holding a variety of community groups.
• Independent hub for the sector. Good accommodation and facilities and dedicated staff!! Good works done serving lots of the community.
• The building itself.
• The sector has such a resource in central Brighton.
• Annette's helpfulness, the reception, the communal facilities (e.g. franking), mixing with other groups.
• The range of services offered. Lots of nice people.
WHAT ONE CHANGE WOULD IMPROVE THINGS MOST FOR YOU AT COMMUNITY BASE?
• A loading bay at the front of the building.
• Long shelf for putting paper when using the photocopier. Post scales too low.
• A clear, fair and transparent decision-making structure that did not allow for personality to dominate/influence and that involved fair and open debate whenever necessary.
• Stop messing with the kitchens – every time you redesign them they end up worse than before!!!
• Constructive attitude to the realities of the sector today and interests of the groups at heart; becoming membership led – effectively.
• Better dialogue with Community Base management/trustees.
• Increased parking.
• Decorating and brightening up.
• More visible and accountable governance - I recognise Community Base has a committed board but there needs to be more visibility and cohesion, which I believe is achievable quickly.
• None I can think of.
• Something to get a bit of warmth into the “ladies”, “gents” and toilet in reception.
• It's not sensible but if it all moved to Hastings where I live! But I like it here, only been here since January.
• Plants and flowers! Everything else seems great in my opinion.
• More suitable working space – more storage, more space, sorting out the extremes in temperature.
• An improved sense of community coming from some individuals. The one I'd really like to see (shoot anyone who continually moans without getting involved) is illegal so lets go for improved insulation to regulate temperature in the building (maybe the odd heater on corridors/stairwells too, it gets nippy out there sometimes, although the mad dash to the loo keeps me fit).
• People getting on with each other better.
• Participants understanding what Community Base is and for, and supporting Community Base's work.
• A set of policies and procedures in a handbook at reception – based on the outcome of this review.
• Community Base trustee board strengthened to line manage director effectively.
• Ask me in a year – right now I can't think of anything.
• People not being petty and bitchy. Researching what they are complaining about and listening.
DO YOU HAVE ANY GENERAL COMMENTS ABOUT THE RUNNING OF COMMUNITY BASE?
• Clean space. Vibrant.
• It's kept clean, tidy and maintained.
• Although there are currently some issues that need sorting out, in general I think you all do a good job.
• The current staffing structure is a bit odd. Is there really a need for an administrator, building manager and director?
• I think that this questionnaire is not the appropriate tool at this stage in the review. Let the consultant scope the issues and ask the questions.
• I find it to be well run with a very friendly reception and good facilities.
• Well run.
• The system of booking late night entry passes seems to be a bit chaotic.
• I believe there is much mis-conception about Community Base and its mission/vision. I think re-promotion of these messages following review may help some.
• Keep it up!
• I think Annette and Colin do a great job!
• From my experience it's been good.
• I think it's amazing that there are only 3 staff running Community Base, especially as I heard the nearest comparable community building (in Edinburgh) had 6 ½ staff!
• More consultation please.
• It's obviously been a difficult time recently but remember it will pass, and hopefully people will become more involved as a result. Things may seem personal but it could have happened to anyone. Perhaps send out annual invite to all to join Trustees board (you may do this already, not been there that long).
• I think it's run well and shouldn't be taken for granted.
• I'm doing my best!
• The motions agreed at the EGM should be enshrined in this review – this questionnaire demonstrates that the management are yet again failing to listen to the participants.
• Aggression and threatening behaviour of director was and is unacceptable, trustees ineffective, and are ill informed about the sector, have no knowledge of strategic issues.
• I am sure it is very hard – a lot harder than participant groups imagine – I bet they couldn't do it.
• Excellent services, support is always there from Annette and Colin.
