Sands NZ Volunteer Handbook Handbook v2.8 .pdf · 2020. 7. 2. · Sands NZ VALUES ... This is a...

1 Sands (NZ) Volunteer Handbook Version 2.8 August 2013

Sands NZ Volunteer Handbook


Contents SECTION ONE All About Sands (NZ) ............................................................................................................................... 4

Sands NZ GOALS AND PHILOSOPHICAL STATEMENT .................................................................................................... 5

HISTORY ............................................................................................................................................................................ 7

SYMBOL OF Sands NZ ..................................................................................................................................................... 9

STRUCTURE OF Sands NZ ............................................................................................................................................. 10

CONSTITUTION NB: Our Constitution is currently being reviewed and updated to reflect us as ‘Sands’ and also

a few other changes. The new document should be completed by the end of 2013. ............................................. 10

Sands NZ VALUES .......................................................................................................................................................... 18

Sands NZ CODE OF ETHICS ........................................................................................................................................... 19

Sands (NZ) COMPLAINTS PROCEDURES ...................................................................................................................... 21

Sands NZ PRIVACY ACT COMPLIANCE PLAN ................................................................................................................ 23

Sands NEW ZEALAND BRAND GUIDELINES (as at June 2010) .................................................................................. 27

Sands NZ BRANDING RULES ......................................................................................................................................... 30

Sands NZ PAMPHLET – TEMPLATE EXAMPLE (as at June 2010) ........................................................................... 31

CONFERENCE ................................................................................................................................................................. 34

TRAINING ........................................................................................................................................................................ 36

SECTION TWO Your Local Group ................................................................................................................................. 38

STARTING UP A SANDS GROUP ..................................................................................................................................... 39

GUIDELINES FOR VOLUNTEERS .................................................................................................................................... 40

STRUCTURE OF YOUR GROUP ....................................................................................................................................... 41

AFFILIATION WITH SANDS NEW ZEALAND .................................................................................................................... 42

LEGAL REQUIREMENTS FOR ESTABLISHING A NEW GROUP ...................................................................................... 43

BUSINESS CARDS .......................................................................................................................................................... 43

ARTWORK/LOGOS .......................................................................................................................................................... 43

GUIDELINES FOR SOCIAL MEDIA OR LOCAL GROUP WEBSITES ................................................................................. 44

EMAIL .............................................................................................................................................................................. 45

CREATING YOUR GROUPS PAMPHLETS OR FLYERS .................................................................................................... 45

ID CARDS ........................................................................................................................................................................ 46

Sands NATIONAL WEBSITE ............................................................................................................................................ 46

FUNDING ......................................................................................................................................................................... 46

SUGESTIONS FOR FUNDING APPLICATIONS ................................................................................................................ 47

OPENING A BANK ACCOUNT .......................................................................................................................................... 48

TAX EXEMPTION FROM IRD ........................................................................................................................................... 48

FINANCIAL RESPONSIBILITIES ...................................................................................................................................... 48

RESOURCES ................................................................................................................................................................... 49


Ordering Sands Support Packs (printed thanks to Ministry of Health) ................................................................... 49

Glover Memorial Plaques .......................................................................................................................................... 49

Care Bags ................................................................................................................................................................... 50

Teddy Bears ................................................................................................................................................................ 50

Ponies & Elephants .................................................................................................................................................... 50

Inkless hand and footprint kits ................................................................................................................................. 50

Candles ....................................................................................................................................................................... 50

Certificates of Life ...................................................................................................................................................... 50

Gowns ......................................................................................................................................................................... 50

Quilts ........................................................................................................................................................................... 51

Ribbon ......................................................................................................................................................................... 51

NZ Post Community Post Envelopes ......................................................................................................................... 51

BP Fuel Vouchers ....................................................................................................................................................... 51

Gifts to give recently bereaved parents Sands Timaru & Districts ....................................................................... 51

RUNNING A SUPPORT MEETING - Suggestions from Vicki Culling, Sands Wellington ............................................... 53

Support Meeting Feedback/Evaluation Form .............................................................................................................. 57

COMMITTEE MEETINGS ................................................................................................................................................. 58

HOW TO RUN A MEETING .......................................................................................................................................... 58

SAMPLE LAYOUT OF MINUTES TEMPLATE................................................................................................................ 60

ANNUAL GENERAL MEETINGS....................................................................................................................................... 62

GUIDELINES FOR AGM MINUTES .............................................................................................................................. 62

CONTACTS ...................................................................................................................................................................... 65

This is a living document, information will be added to

this and adjusted on a regular basis. Due to the size of

this document and the fact that it will be updated, we do

not recommend that you print this.


SECTION ONE

All About Sands (NZ)


Sands NZ GOALS AND PHILOSOPHICAL STATEMENT

Local Sands Groups are made up of parents that have lost babies during pregnancy, as

a baby or infant. We organise packs (clothes, wraps, bathing products, cards for foot

and handprints etc) for babies’ families directly after death through local hospitals,

provide reference material and local contacts and run support groups around the

country for parents in a secure, confidential and supportive environment. Sands groups

are part of Sands New Zealand whose stated goals are:

To support parents and their families who have experienced a loss during a

pregnancy, as a baby or infant.

To provide parents and their families with information to assist them to make

informed decisions regarding their loss;

To provide ongoing education to health professionals and other caregivers about

the experience of loss during a pregnancy, as a baby or infant.

To raise public awareness of the society (Sands), the service it provides and issues

relating to loss during a pregnancy, as a baby or infant.

To promote the implementation of health care policies in accord with the

philosophical statement set forth below;

To promote research into the causes and consequences of loss during a

pregnancy, as a baby or infant.

To network with other organisations which hold similar aims to Sands (New

Zealand)

Sands NZ Philosophical Statement

That the death of a baby through reproductive loss often has a significant and

lifelong impact on the lives of women, their partners and families;

That parents and their families must be supported through recognition,

acceptance and acknowledgement of their diverse experience of loss;

That partnerships with health practitioners, community groups, grief and

bereavement services, the Government and wider community are crucial to raising

awareness of the experience and impact of loss during a pregnancy, as a baby or

infant.

That the diversity of individuals with regard to culture, religion, socio-economical

standing, gender and uniqueness of grief reactions must be acknowledged and

respected.


Goals for Services

Support- creating a network for bereaved families to receive and share support

with others

Advocacy

Creating awareness

Goals for the Operation of the Organisation

Trained, competent and accountable volunteers

Ongoing training and support for all volunteers

Job descriptions for all key volunteer positions

Policy-Making

Efficient and consultative policy-making, which is consistent with our

philosophy.

Management

Effective and efficient administrative and management procedures.

Facilities

Facilities and equipment, which are appropriate and safe.

Finance

Effective and efficient financial planning, management and control.

Relationships

A well-planned public relations and marketing programme.

Liaison with professional and community networks.

Effective advocacy and lobbying.

Equity

Personnel procedures and programmes that do not discriminate on the basis of

gender, culture, belief, status, or age.

Participation

Co-operative and active participation of all national groups with Sands NZ and

willingness by all parties to contribute to and uphold philosophy and policy agreed

to collectively by the organisation.


HISTORY

1986 - Here is the story of how Sands first got established in New Zealand, in the words

of the person who started it all, Rosemary Westley (formerly Willams) ...

'On February 18th 1986 my beautiful baby daughter Holly was stillborn. It was like

nobody had ever had this happen to them before. I found that there was no support and

no information on having a stillborn baby. Some of the practices were appalling such as

the baby being given to me in a paper shawl, not unlike the paper towels that are found

in public toilets. Photos weren't taken, advice wasn't given in those early initial days of

even how to prepare the funeral. Emotions were raw and the topic was kept quiet.

After some weeks I had the strong urgency to do something about this. I didn't want

anyone to go through what we had gone through. We were very lucky having a fantastic

and caring Hospital Chaplin, Rev Eric Kearse. We spoke at great length and decided to

have a meeting of those interested in forming a group. The response was great and in

the April of 1986 we held the first meeting in Palmerston North. Twenty couples came

along and the honesty and friendship and tears were welcomed, and from then on

monthly meetings took place.

I still needed to do more. I wanted to write and have something that newly breaved

parents could have to help them through those dark days, months and years to follow. I

set about researching as much as I could. I came across a book by the famous actress

Susan Hampshire, who wrote " A Maternal Instinct" after she had also experienced a

stillbirth. I contacted her and gained a huge wealth of information.

After many months of research I was finally satisfied with my work and in 1988 I

published the booklet " S.A.N.D.S: A caring guide for parents of stillborn babies and

babies that die shortly after birth". Over 3000 copies were printed and they were sent

all over New Zealand. That is now 20 years ago and I have been told that there are still

some around. That was the first book on such a subject in New Zealand written for New

Zealanders.

Since then I have had many enquiries on how to set up a group, permission to write

more books and many groups have been formed to help. I feel so very proud that you

have all been touched in some way in what I have done and I am so grateful that so

many of you have continued to improve and extend the services to those in need. '

1997 - Indrea Alexander started work as the first (unpaid) national coordinator. Through

her efforts and alongside Libby Gairdner Cooney from Sands Waikato the first SANDS

conference was held. A national constitution was also developed and implemented.

1999 - the second national SANDS conference was held in Napier; the theme was 'All

Our Babies'.

2001 - the third national SANDS conference was held in Wellington; the theme was

'Hidden Treasures'.


2003 - the fourth national SANDS conference was held in Napier; the theme was 'Past,

Present and Future Hope'.

2005 - the fifth national SANDS conference was held in Wellington; the theme was

'Grieving and Growing'. SANDS' first website was also launched at the conference, this

initiative was spearheaded by Tiffiny Hodgson, the Chairperson of SANDS.

2006 - SANDS NZ's first paid position was established through the Vodafone World of

Difference award. The position was National Projects Coordinator and was held for 12

months by Vicki Culling. This position helped to redevelop SANDS nationally and

reinstitute communication amongst the groups and contact people throughout the

country. (The funding was for 12 months only so unfortunately at the end of 2006 we

returned to having no paid worker/s). We also held our first national training weekend in

Wellington in November - thanks to the generosity of the Tindall Foundation.

2007 - From SANDS to Sands - we re-branded! A new logo, new colours and new support

packs were introduced. A new pamphlet on the transporting of a deceased baby was

also developed and launched. The sixth national Sands conference was held in

Christchurch; the theme was 'Living, Loving, Remembering'.

2008 - Our website was re-designed to incorporate our new branding. The Ministry of

Health printed 4000 Sands Support Packs which were distributed by Sands groups

around the country. Our third annual national training weekend was held in Wellington

on 7-9th November. Over 50 Sands supporters from around the country attended the

training!

2009 - Sands introduced a new resource - the Certificate of Life. This is a certificate

primarily for parents whose baby or babies die before 20 weeks gestation, but it is

available for all parents. There is an A5 and A4 size certificate. Our seventh biennial

conference was held in Auckland in early August. The theme was taken from our strap

line 'A Little Life, Not a Little Loss'.

2010 – We held our fifth national training weekend in Wellington from 20-22nd August.

Again, we had over 50 Sands members from around the country attending! We also gave

out our inaugural Sands NZ Honorary Life Membership Awards. Our logo was slightly

changed – to reflect our fully inclusiveness the wording around it was changed from

‘Stillbirth and Newborn Death Support’ to ‘Pregnancy, Baby and Infant Loss Support’

2011 – Sands New Zealand has now been providing support to families for 25 years.

The Ministry of Health has taken over the printing and distribution of our Sands Support

Packs. This ensures they are readily available for all of our branches are make it easier

for any other health providers to access.

Our eight biennial conference was held in Wanganui in November, with the theme ‘Lets

Talk about it”


SYMBOL OF Sands NZ

The symbol encapsulates our core values as a national organisation that supports

parents, families and whānau following the death of a baby during pregnancy, around

birth or as an infant.

All Sands (NZ) Groups are required to use this logo on any published material, websites

or social media pages they may have. Some Groups may still have advertising or

business cards that show the old wording with ‘Stillbirth and Newborn Death Support’

around it. Any such material must be destroyed by December 2012 and all groups must

then solely use this logo.


STRUCTURE OF Sands NZ

We are made up of 2 vital elements – Sands NZ and the Area Groups.

Area Groups: Each group is organised by a local, elected committee of volunteers. The

committee is responsible for planning and running programmes to meet the needs of

their own community, within the overall philosophy and standards of the whole

organisation. The groups collectively establish the Sands philosophy and policies at the

Annual General Meeting.

National Board: Sands Board is the representative body of all Area Groups. It develops

and implements policies in conjunction with the Groups, acts on their behalf at a

national level and provides leadership and resources to them. The National Board is

made up of representatives from the Area Groups.

CONSTITUTION

NB: Our Constitution is currently being reviewed and updated to reflect us as ‘Sands’ and also a few

other changes. The new document should be completed by the end of 2013.

THE INCORPORATED SOCIETIES ACT 1908 CONSTITUTION OF STILLBIRTH AND

NEWBORN DEATH SUPPORT (NZ) INCORPORATED

1. NAME

The name of the Society shall be Stillbirth and Newborn Death Support (NZ)

Incorporated (hereinafter referred to as “SANDS (NZ)”).

2. REGISTERED OFFICE

The registered office of SANDS (NZ) shall be situated at such a place as the national

board shall from time to time determine. Notice of every change of place of the

registered office shall be given to the Registrar of Incorporated Societies.

3. DEFINITIONS

In this constitution (unless the context otherwise requires):

“Stillbirth and Newborn Death Support (NZ) Incorporated” and “SANDS (NZ)” and

“SANDS NZ” are synonymous terms which refer to the principal governing body of all

SANDS (NZ) branches. “National Board” or “Board” shall mean the National Board for

the time being of SANDS (NZ) elected in accordance with the provisions of this

constitution. “Sands (NZ) Branch” means all local branches of SANDS (NZ) approved

under the provision of this constitution. “Management Groups” mean groups of SANDS

(NZ) branch members responsible for the management of respective local SANDS (NZ)

branches. “SANDS (NZ) Regions” refers to the four regional areas, namely SANDS (NZ)

Northern Region, SANDS (NZ) Midland Region, SANDS (NZ) Central Region and

SANDS (NZ) Southern Region. Such regions are to be determined by the Board and


include all SANDS (NZ) Branches within that region.

4. OBJECTS

SANDS (NZ) and SANDS (NZ) branches exist:

(a) To support parents and their families who have experienced a stillbirth,

newborn death or other pregnancy loss.

(b) To provide parents and their families with information to assist them to

make informed decisions regarding their pending loss.

(c) To provide ongoing education to health professionals and other care givers

about the experience of stillbirth, newborn death or other pregnancy loss.

(d) To educate the public about SANDS (NZ) and the services it provides and

also issues relating to stillbirth, newborn death or other pregnancy loss.

(e) To promote implementation of health care policies in accordance with the

philosophical statement set out below.

(f) To promote research into the causes and consequences of stillbirth, newborn

death and other reproductive loss.

(g) To network with other organisations which hold similar aims to SANDS (NZ).

(h) In the case of SANDS (NZ), to formulate policy and procedure guidelines to

be followed by all SANDS (NZ) Branches in carrying out (a) to (f) above.

5. PHILOSOPHICAL STATEMENT

SANDS (NZ) holds the following values:

(a) That the death of a baby through stillbirth, newborn death or other pregnancy

loss often has a significant impact on the lives of women, their partners,

families and whanau.

(b) That parents and their families must be supported through recognition,

acceptance and acknowledgement of their diverse experience of loss.

(c) That partnerships with health practitioners, community groups, grief and

bereavement services, the Government and the wider community are crucial

to raising awareness of the experience and impact of stillbirth and newborn

death and other pregnancy loss.

(d) That the diversity of all individuals with regard to culture, religion, socioeconomic

standing, gender, sexual orientation, Te Tiriti o Waitangi and

uniqueness of grief reactions must be acknowledged and respected.

6. ATTAINMENT OF OBJECTS

a. These objects may be attained in whatever manner SANDS (NZ) determines.

b. All activities of SANDS (NZ) are restricted to New Zealand.

7. MEMBERSHIP

(a) Membership of SANDS (NZ) consists of the members of management groups

of all SANDS (NZ) branches. SANDS (NZ) branches who have incorporated

society or charitable trust status shall be members of SANDS (NZ) in their own right.


(b) Members of management groups are drawn from SANDS (NZ) branch members. The

method in which they become management group members is to be determined by

individual SANDS (NZ) branches.

(c) SANDS (NZ) branches and their management groups will cease to be

members of SANDS (NZ) and cease to have the right to use the SANDS name if the

branch fails in its observance of any lawful rule made by SANDS (NZ), or if the branch

conducts itself in a way considered to be inconsistent with the objects of the

organisation. Such cessation of membership must be decided by the passing of a

resolution of at least two-thirds of the National Board.

8. STRUCTURE OF SANDS (NZ)

8.1 National Board

SANDS (NZ) shall be comprised of a National Board which shall be elected by the

respective management groups of SANDS (NZ) branches in accordance with the

provisions of this Constitution.

8.2 Function of the National Board

(a) The national Board shall be the principal governing body of SANDS (NZ) and all

SANDS (NZ) Branches and shall be responsible for overseeing the

competent and lawful conduct of the affairs of the SANDS (NZ) and all SANDS (NZ)

Branches.

(b) The National Board shall encourage and oversee the work of SANDS (NZ)

and SANDS (NZ) Branches in accordance with the purposes and philosophical statement

set out in this Constitution and the policies from time to time laid down by the Society.

(c) The National Board shall have authority to set policy and priority directions

for the SANDS (NZ) and SANDS (NZ) Branches.

(d) In setting policy and priorities the National Board may obtain and consider

appropriate professional advice.

8.3 SANDS (NZ) Branches

(a) All SANDS (NZ) Branches should work towards becoming incorporated under the

Charitable Trusts Act 1957 or the Incorporated Societies Act 1908.

(b) SANDS (NZ) Branches may only be Incorporated with the written consent of

the National Board.

(c) Each SANDS (NZ) Branch shall be named the “Stillbirth and Newborn Death

Support [name of Branch] Branch Incorporated”.

(d) The name and constitution of every SANDS Branch shall be submitted to the

National Board for approval and should be consistent with the name and constitution of

SANDS (NZ).

8.4 Composition and Election of the Board

(a) The Board shall consist of no less than 7 and no more than 12 members.

(b) To be eligible to be a member of the Board person must be a SANDS (NZ)

Branch member and be nominated by a SANDS Management Group.

(c) There shall be a maximum of three Board members elected from each

SANDS (NZ) region as follows:


(i) Commencing in January 1999 and continuing biennially hereafter, in

the month of January, the Board will invite each SANDS (NZ)

Management Group to submit to the incumbent Board one nomination

for the next Board. Nominations must be received by 1 March in that year.

(ii) The manner in which each Branch’s nomination is obtained will be determined by

each respective SANDS (NZ) Branch Management Group.

(iii) The regional representatives within each SANDS (NZ) Region shall be collectively

responsible for ensuring that at least three nominations are submitted from that region.

(iv) Where the number of nominations from a SANDS (NZ) Region is three or less, then

those nominees shall automatically become members of the next Board.

(v) Where the number of nominations from a SANDS (NZ) Region is more than three then

the list of nominees (and a profile of each) will be distributed to the incumbent Board to

the members of each SANDS (NZ) Management Group in that Region. [Each

Management Groups will then submit 3 votes by postal ballot for the nominees(s) of

their choice]. The three highest polling nominees in each Region will be elected to the

next Board.

(vi) The names of those elected to the next Board will advised to all eligible voters by the

National Secretary before the first day of May in that year.

8.5 Tenure of the Board and Termination/Retirement

(a) Board Members shall hold office for a term of two years and shall be eligible for re-

election.

(b) Board members shall assume office at the biennial National Conference and have a

two year term of office.

(c) Membership of the Board will be terminated in any one of the following situations:

(i) Where a Board member resigns by written notice to the National

Secretary and the Board resolves to receive such a resignation.

(ii) If a Board member fails to attend two successive meetings of the Board for which

leave of absence has not been granted by the Board.

(iii) If a Board member dies in office.

(iv) Board members may be removed from office by resolution of the Board. Such a

motion shall only be considered if written notice, together with a statement of the

grounds for the motion signed by not less than half the Board members, has been

delivered to all board members at least twenty (20) days before the meeting at which it

is to be considered. The Board member whose removal has been proposed shall have

the right to be present and speak to the motion, and may be represented by an agent.

8.6 Extraordinary vacancies

(a) An extraordinary vacancy shall arise on the termination of the membership of any

Board member in accordance with clause 8.5 of this Constitution.

(a) Where an extraordinary vacancy exists, the Board shall have the power to coopt

further members onto the Board to fill any vacancy until the biennial retirement of the

current Board.


8.7 Officers

The Officers of the Society shall be drawn from the Board and shall include:

Chair

Vice-Chair

Secretary

Treasurer

National Funding Co-ordinator

The Board shall choose from among themselves each of these officers in such manner

as the Board shall determine.

9. MEETINGS

9.1 Regular Meetings

(a) The Board shall meet at least twice a year.

(b) A Biennial General Meeting of SANDS (NZ) shall be held at the Biennial National

Conference.

(c) The business at each biennial meeting shall be:

The presentation of the biennial report of SANDS (NZ) and an audited statement of

account. To receive the biennial Reports of all SANDS (NZ) Management Groups.

To consider remits submitted from the biennial SANDS (NZ) National Conference.

Such other matters as the Board may wish to consider.

9.2 Special Meetings

(a) The Board may convene a Special Meeting at any time, or must do so upon

the written request of not less than ten per cent (10%) of SANDS (NZ) Management

Groups.

(b) In the case of a Special Meeting which is called upon a request of SANDS (NZ)

Management Groups, the requisitions shall state the business which

they wish to be placed before the Special Meeting and notice of all matters to be placed

before it shall be given to Management Groups one month prior to the date of the

meeting.

9.3 Place And Time of Meetings

The Board shall meet at such a place and time as they determine, which shall be

advised to all SANDS (NZ) Branches at least one month prior to the meeting. Board

meetings shall be open to be observed by any SANDS (NZ) Management Group member,

who shall also have the right to be heard by the Board (in such manner as the

Board determines), unless issues of privacy dictate otherwise.

9.4 Quorum

At any Board meeting a majority of Board members shall form a quorum and no

business shall be transacted unless a quorum is present.

9.5 Decisions of the Board

(a) Decisions shall be reached after due consideration and by a majority vote of

Board members. Voting shall be conducted orally unless any Board member shall

demand a ballot. If a ballot is demanded then the ballot shall be conducted in such a


manner as the Chair of the meeting shall determine. In the event of a tied vote, the Chair

may exercise a second or casting vote.

(b) Board members not able to be present at a meeting may appoint another Board

member to vote as a proxy. The instrument appointing a proxy shall be in the form

approved by the Board for this purpose and must be tabled at the commencement of the

meeting.

9.6 Minutes of Meetings

(a) The Secretary or delegated minute taker shall keep minutes of all Board meetings.

(b) The Secretary shall provide all Board members with a copy of the minutes of the

previous meeting within one month of that meeting.

(c) The Secretary shall provide each SANDS (NZ) Branch with a copy of the minutes of

the previous meeting within six weeks of that meeting.

9.7 Other

(a) Any action that needs to be taken by the Board may be taken without a meeting if all

Board members agree verbally to such action. Any action taken shall be ratified and

minuted at the next subsequent Board meeting.

(b) Meetings may be held by telephone or teleconference.

10. BIENNIAL NATIONAL CONFERENCE

(a) The Board shall be required to initiate a National Conference every two years.

(b) SANDS (NZ) Branches may submit remits for consideration at the biennial

Board Meeting, provided remits are received by the National Secretary not less than one

month prior to the Conference.

(c) Copies of all remits received and accepted by the Board shall be sent by the

National Secretary to each of the SANDS (NZ) branch management groups

at least two weeks prior to the Conference.

(d) At the Biennial General Meeting each remit shall be considered by those

SANDS (NZ) members in attendance at the Conference in such manner as the Board

shall determine.

(e) Each remit shall be carried or rejected by a majority vote of SANDS (NZ) members

who are in attendance at the time of voting. Voting shall be conducted by a show of

hands.

(f) The Board shall adopt and implement any remit (other than a remit proposing

Constitutional changes) passed at the National Conference, provided that the Board

shall have a right to veto any remit if the Board members are unanimously agreed [that

such a remit is illegal or contrary to the objects and philosophy of SANDS (NZ)].

(g) Where a remit which has been carried at the National Conference proposes a change

to the Constitution of either SANDS (NZ) or that of a SANDS (NZ) Branch, the Board shall

provide all SANDS (NZ) management groups with a copy of the remit and shall call for a

postal ballot to determine whether to accept or reject the proposal. Any remit proposing

Constitutional change must receive the assent of at least 90% of those SANDS (NZ)

Management Groups who submit a ballot, before being implemented by the Board. The

Board shall have no right of veto where a remit has received 90% support.


11. DELEGATION

(a) To promote efficient handling of Board matters, the Board may appoint, restructure

and terminate various Committees, Advisers and Staff. The Board may delegate any of

their powers and duties to any such Committee, Advisers or Staff as the Board shall

determine.

(b) Any Committees, Advisers or Staff appointed by the Board shall perform tasks within

the parameters established by the Board, who at all times shall retain ultimate

responsibility for and oversight of SANDS (NZ) and all SANDS (NZ) Branches.

12. FINANCIAL

(a) The Board shall keep and maintain or cause to be kept and maintained adequate

and correct accounts of the properties and business transactions of SANDS (NZ). The

books of account shall at all reasonable times be open to inspection by any Board

member.

(b) All SANDS (NZ) moneys and other assets shall be deposited in the name and to the

credit of the SANDS (NZ) and with such three signatories for cheques as may be

designated by the Board. The funds shall be disbursed as may be ordered by the Board.

An account of all transactions and of the financial condition of the Society shall be

available to the Board upon request and a financial report shall be made available to

each SANDS (NZ) Branch member at least annually.

(c) The Board shall, as soon as practicable, after the end of every financial year of

SANDS (NZ) cause the accounts of the SANDS (NZ) for that financial year to be audited

by a Chartered Accountant appointed by the Board for that purpose. The Board shall

present the audited accounts to the Annual General Meeting of SANDS (NZ) together

with an estimate of income and expenditure for the current year.

(d) All the expenses of SANDS (NZ) and meetings of the Board shall in the first instance

be paid by SANDS (NZ) from its own fund-raising endeavours. To the extent that SANDS

(NZ)’s funds are insufficient to meet expenses, they shall be levied against and payable

by all SANDS (NZ) Branches on a prorata basis, having regard to the number of current

members at each SANDS (NZ) branch as at the 30th day of June immediately preceding,

[and also having regard to the respective incomes of those branches.]

(e) The financial year of SANDS (NZ) shall end on the 31st of March each year.

13. COMMON SEAL

(a) SANDS (NZ) shall have a Common Seal which shall be kept in the custody

of the National Secretary, or such other officer as shall be appointed by the

Board and shall be used as directed and minuted by the Board.

(b) The Common Seal shall be affixed to documents only in the presence of and

accompanied by the signature of two Board members.

14. POWERS

SANDS (NZ) shall have the power to:

(a) To use the funds of SANDS (NZ) as the Board thinks necessary or proper in payment

of the costs and expenses of the Society, including the employment of professional

advisers, agents, officers and staff as appears necessary or expedient.


(b) To purchase, take on lease or in exchange or hire or otherwise acquire any land or

personal property and any rights or privileges which the Board think necessary or

expedient for the purposes of SANDS (NZ), and to sell, exchange, bail or lease, with or

without option of purchase, or in any manner dispose of any such property, rights or

privileges as aforesaid.

(c) To carry on any lawful business.

(d) To invest surplus funds in any way permitted by law for the investment of trust funds

and upon such terms as the Board think fit.

(e) Judiciously borrow or raise money from time to time with or without security and upon

such terms as to priority and otherwise as the Board after extremely careful deliberation

thinks fit.

(f) To accept for the purposes of SANDS (NZ) any gift, legacy or devise of property, real or

personal, whether absolutely or upon terms and conditions which the Board think fit.

Legacies or other gifts of property, if given for SANDS (NZ) generally, without any

statement of purpose, shall be held and applied in such manner as the Board may

direct. If given for the benefit of any SANDS (NZ) Branch or particular purpose of SANDS

(NZ), they shall be held and applied exclusively for that Branch purpose.

(g) To do all things as may from time to time appear desirable to enable the Board to

give effect to and attain the objects of SANDS (NZ).

15. INDEMNITY OF MEMBERS

No member shall be required to contribute toward payment of any liabilities of

SANDS (NZ) (whether on dissolution or otherwise), beyond paying any subscription

or other monies due.

16. PECUNIARY PROFIT

(a) No member or person associated with a member of SANDS (NZ) shall derive any

income, benefit or advantage from SANDS (NZ) where they can materially influence the

payment of the income, benefit or advantage except where that income, benefit or

advantage is derived from:

(i) Professional services to SANDS (NZ) rendered in the course of business charged at no

greater than current market rate; or

(ii) Interest on money lent at no greater rate than the current market rates.

(b) The provisions and effect of this clause shall not be removed from this document and

shall be included and implied into any document replacing this document.

17. ALTERNATION OF CONSTITUTION

This Constitution may be altered, added to, rescinded otherwise amended in the

following circumstances:

With respect to mechanical matters such as the holding of meetings and the

management of finances and bank accounts by a resolution passed by a unanimous

decision of the Board.

With respect to goals, objects and philosophy of SANDS (NZ) in terms of clause 10(g) of

this Constitution.

No addition to or alteration or recession of this Constitution shall be approved if it

affects the Pecuniary Profit clause or the Winding Up clause without the Inland


Revenue Department’s approval.

Before approving any alteration to this Constitution the Board shall consult widely

among members of SANDS (NZ) management groups.

18. WINDING UP

On the winding up of SANDS (NZ) or on its dissolution by the Registrar, all surplus

assets after payment of costs, debts and liabilities shall be given to such charitable

organisation within New Zealand having objects similar to SANDS (NZ) as the Board

decides, or if the Board is unable to make such a decision, shall be disposed of in

accordance with the directions of the Registrar. In no case shall surplus funds be given

to any member of SANDS (NZ).

Sands NZ VALUES

Supportive

Understanding

Empathetic

Non-judgemental

Inclusive

We are an organisation that believes in the central need for support of bereaved

families. ‘Support’ encompasses us assuring people they are not alone and that there

are others in the community who understand the unique experience of what it means to

have their baby die. We also include empathy and being non-judgemental and inclusive

as our core values; we have experienced the death of a baby, we will support anyone

who is grieving, no matter the reason their baby died, and the age or gestation of the

baby.

We believe love and caring are important qualities to help towards healing and growing;

and we believe in the importance of a place or space to be heard (we listen), to talk

about our experience (we value people’s stories) and to have our babies recognised

(acknowledgement of babies’ lives no matter the gestation or how they died). We also

believe in the absolute importance of creating memories for the families.


Sands NZ CODE OF ETHICS

Confidentiality

Information obtained in a support capacity must be respected, secured and not ever

disclosed unless:

The disclosure is to the individual concerned; or

The disclosure is authorised by the individual concerned; or

The disclosure is necessary to prevent or lessen a serious threat to the life or health of

the individual concerned or another individual; or

Is to be used in a form in which the individual concerned is not identified.

Advice

It is the right of all persons to make their own decisions so advice must not be given

unless asked for. Alternatively, help may be offered and other options or ideas

suggested.

Professional advice must not be given on medical or legal matters; such issues must be

referred to other appropriate agencies or professional persons.

Prejudice

Support people must not discriminate against any individual on the basis of their ethnic

origins, culture, religion, socio-economic status, age, gender or sexual orientation.

Personal Views

Support people should not promote personal religious, philosophical and ethical views to

bereaved families or associated parties.

Financial

All gifts and gratuities must be fully acknowledged and used at the discretion of the

Sands group that you are representing.

Public Statements

No Sands member or representative shall make public statements on behalf of Sands

without consultation of the Sands NZ governing body. When speaking in public, giving an

interview or writing material for publication in which the personal opinion of a support

person is expressed on subjects concerning stillbirth or newborn death, the support

person must state that the opinion is not necessarily the opinion of Sands and its

affiliated groups.

Authority

Affiliated groups must adhere to the Sands NZ Philosophical Statement, Purpose and

Rules. Sands NZ Board of Regional Representatives may disaffiliate a group giving

reasonable cause.


Commitment

For the effective care and support of bereaved families, it is imperative that support

people accept their own responsibility towards Sands, its affiliated groups and peers.

Sands NZ Code of Ethics

I agree with these regulations and will to the best of my ability observe and practice

them in my work as a Sands support person.

Name___________________________

Signature _________________________

Date _________________________

** a printable copy of this form can be found under the ‘printable documents

section within the members area of the website**


Sands (NZ) COMPLAINTS PROCEDURES

Making a complaint – Raising concerns Introduction

Complaints or concerns regarding the services provided by Sands NZ or its affiliated

groups will occur from time to time and it is important that these be dealt with in an

open and honest way. Those who raise such matters must have the confidence that

they will be taken seriously and that their actions will not be held against them at any

time.

Probable Areas Of Concern

Breaches of confidentiality

Quality of service and information

Prejudice leading to discrimination and/or judgement of an individual’s ethic

origin, culture, relation or sexual orientation

Sands Representatives actions or attitudes

Unauthorised public statements

Misuse of the Sands Name and any written or electronic material or property

belonging to Sands

Source Of Complaint/Concern

The following are those people who may request to have a complaint or concern

addressed:

Family, whanau or parents who have used the services of Sands

Sands NZ Regional Representatives

Sands support group volunteers

Any other person, agency or funder

Personnel Managing Complaints/Concerns

The Sands NZ Liaison Officer who is elected by the Sands NZ Board is available to

handle complaints or concerns

The Sands NZ Chairperson who is available to discuss complaints or concerns or

refer to someone else on the National Board to manage

The Sands NZ Privacy Officer who is available to discuss and handle any privacy

complaints or concerns


Addressing Concerns

Often concerns can be the result of a misunderstanding or lack of information. In this

case the issue can be discussed directly with the person involved. However, depending

on the nature of the concern, it may be more appropriate to approach someone from the

Sands NZ Board to discuss further.

Complaints Procedure

Complaints must be made in writing and sent to the current postal address for Sands

NZ, alternatively these can be emailed. This is the preferred method and will ensure

that a record exists.

Guidelines To Managing Complaints

Breaches Of Confidentiality

These will be dealt with by the Sands NZ Privacy Officer or in consultation with the Sands

NZ Board. Any decisions made must be documented and a written copy given to the

person making the complaint. Appeal rights must be stated in the letter should they not

be satisfied with the results.

Quality Of Service And Information

These will be dealt with by the Sands NZ Liaison Officer or in consultation with the Sands

NZ Board. Any decisions made must be documented and a written copy given to the

person making the complaint. Appeal rights must be stated in the letter should they not

be satisfied with the results.

Prejudice Leading To Discrimination And/Or Judgement Of An Individual Ethnic Origin,

Culture, Religion And Sexual Orientation

Any such allegations must be reported immediately to the Sands NZ Liaison Officer who

will then refer the complaint to the Sands NZ Board.

Sands Representatives Actions Or Attitudes

Where possible the dispute can be resolved within the respective Sands Group

committee alone, or with assistance from the Sands NZ Board. The people involved

must be informed that a complaint exists, that they have a right of response and that

their rights or privacy are not compromised. A report must be kept by the Groups

Coordinator and any disputes that they are unable to resolve must be referred to the

Sands NZ Liaison Officer.


Unauthorised Public Statements

These must be reported to the Sands NZ Liaison Officer who will then consult with the

Sands NZ Board.

Misuse Of The Sands Name And Any Written Or Electronic Material Or Property Belonging

To Sands

This must be reported immediately to the Sands NZ Liaison Officer or Chairperson.

Summary

Where a complaint or concern is addressed, the following must be observed at all times

The rights of the person making the complaint

The rights of the person who is the subject of any complaint must be respected

The process must be fair to all parties

Privacy and confidentially must be respected When any allegations are investigated, written reports must be made

Those directly concerned must be informed of the outcome

Sands NZ PRIVACY ACT COMPLIANCE PLAN

Introduction

This Compliance Plan interprets the Privacy Act 1993 and is intended for use by Sands

NZ Board of Regional Groups and committees, advisors or staff appointed by the Board.

Compliance with the Privacy Act is based on twelve principles. The Privacy Act and its

principles are much more extensive than the instructions given in this Compliance Plan.

This is intended to be a brief guide only in the application of the privacy principles to

Sands NZ Board of Regional Representatives.

All Sands NZ Board of Regional Representatives handling personal information must be

aware of their responsibilities under the Privacy Act.

Sands NZ Privacy Officer

The statutory responsibilities of the Privacy Officer are:

Encourage Sands NZ to comply with the information privacy principles;

Deal with requests made to Sands NZ pursuant to this Act;

Work with the Privacy Commissioner on any investigation into Sands NZ;

Ensure compliance by Sands NZ with the provisions of this Act.


Should you have any queries regarding compliance with the privacy principles, please

direct these to the Privacy Officer.

Principle One: Purpose of Collection of Personal Information

Personal information shall not be collected by Sands NZ Board members unless that

information is necessary to enable a lawful function or activity of Sands NZ to be carried

out.

Principle Two: Source of Personal Information

Personal information can only be collected from the individual concerned unless Sands

NZ believes, on reasonable grounds:

A) that information is publicly available;

B) that the individual concerned authorises collection of the information from

someone else; or

C) that non-compliance would not prejudice the interests of the individual concerned;

or

D) that the information:

a. will not be used in a form in which the individual concerned is identified; or

b. will be used for statistical or research purposes and will not be published in

a form that could reasonably be expected to identify the individual

concerned.

Principle Three: Collection of Information

When Sands NZ Board members collect personal information direct from the individual

concerned, they must ensure that the individual supplying the information is made

aware of:

A) the fact that the information is being collected; and

B) the purpose for which the information is being collected; and

C) the intended recipients of the information; and

D) the name and address of the office collecting the information, and the officer who

will hold that information; and

E) the right of access to, and correction of, that information; and

F) that the information:

a. will not be used in a form in which the individual concerned is identified; or

b. will be used for statistical or research purposes and will not be published in


concerned.

Principle Four: Manner of Collection of Personal Information

Personal information shall not be collected by Sands NZ:

A) by unlawful means; or

B) by unfair means; or

C) Intrude to an unreasonable extent upon the personal affairs of the individual

concerned.


Principle Five: Storage and Security of Personal Information

Sands NZ Board members who hold personal information shall ensure:

A) that the information is protected, by such security safeguards as it is reasonable

in the circumstances to take, against:

a. Loss; and

b. Access, use, modification, or disclosure. Except with the authority of Sands

NZ who hold the information; and

c. Other misuse: and

B) that if it is necessary for the information to be given to a person in connection with

the provision of a service to Sands NZ, everything reasonably within the power of

Sands NZ is done to prevent unauthorised use or unauthorised disclosure of the

information; and

C) that destruction of unnecessary data ensures that the information cannot be

retrieved or sued again; and

D) Where information is no longer necessary, it must be disposed of in a manner that

preserves the privacy of the individual. Destruction must be total.

Principle Six: Access to Personal Information

Where Sands NZ holds personal information in such a way that it can readily be

retrieved, the individual concerned shall be entitled:

A) To obtain confirmation whether or not Sands NZ holds such personal information;

and

B) To have access to that information.

Principle Seven: Correction of Personal Information

An individual may request Sands NZ to correct information held about them. If Sands NZ

declines to change the information held, the individual concerned may request that a

statement setting out their version of the facts be attached to the information held.

Sands NZ should only decline a request for change of information held if they believe

that the change requested is not accurate, up to date, complete, or misleading.

The individual requesting the change needs to be advised of:

A) The reason for refusal; and

B) Their right to complain to the Privacy Commissioner.

Principle Eight: Accuracy, Etc, of Information to be Checked Before Use

Sands NZ Board members must not use any personal information held without taking

reasonable steps to ensure that the information is accurate, up to date, complete,

relevant, and not misleading.

Principle Nine: Sands NZ is Not to Keep Personal Information for Longer Than Necessary

Personal Information shall not be kept for longer than is required for the purposes for

which the information may lawfully be used.


Principle Ten: Limits on Use of Personal Information

Personal information held by Sands NZ cannot be used for any purpose other than that

for which it was initially collected except where:

A) the source of the information is a publicly available publication: or

B) That the use of the information for other purposes is authorised by the individual

concerned; or

C) That the information:

a. Is used in a form in which the individual concerned is not identified; or

b. Is used for statistical or research purposes and will not be published in a

form that could reasonably be expected to identify the individual concerned;

or

D) The disclosure is necessary to prevent or lessen a serious threat to the life or

health of the individual concerned or another individual.

Principle Eleven: Limits on Disclosure of Personal Information

Personal information shall not be disclosed to a person, body or agency unless the

agency believes, on reasonable grounds:

A) That the disclosure of the information is one of the purposes in connection with

which the information was obtained or is directly related to the purposes in

connection with which the information was obtained; or

B) That the source of the information is a publicly available publication: or

C) That the disclosure is to the individual concerned: or

D) That the disclosure is authorised by the individual concerned: or

E) That the disclosure is necessary to prevent or lessen a serious threat to the life or

health of the individual concerned or another individual: or

F) That the information:

a. is to be used in a form in which the individual concerned is not identified; or

b. is to be used for statistical or research purposes and will not be published in


concerned.

Principle Twelve: Unique Identifiers

Sands NZ shall not use unique identifiers unless it is necessary to carry out any one or

more of its functions efficiently.


Sands NEW ZEALAND BRAND GUIDELINES (as at June 2010)

This provides background to Sands NZ’s brand image and identity development. It

outlines the components of our brand – our logo, colours, logotype, strap-line, and other

images (visual vocabulary) that make up our brand and the rules around their use.

These rules are provided to ensure consistency of our brand, no matter who is personally

involved in the running of Sands both at local and national levels. Through a consistent

brand image, Sands NZ will be better equipped to meet its goals.

Background

In 2006, Sands NZ secured funding to re-brand and update the support booklets

produced for bereaved parents and families. After several months of consultation and

working alongside our designer, Viv Sellers of Creation Design, we moved from our late

twentieth-century logo:

to a fresher and more modern representation of who we are as an organisation:

In order to develop a new logo and brand, we undertook a process of identifying our

values as an organisation. This resulted in five core values that guide us as we grow and

develop further. Those values are – understanding, support, empathy, inclusive and non-

judgemental.

This new image is a graphic representation of Sands NZ and the values that make up

who we are. It identifies us to the world, displaying an image that is caring, professional

and supportive. The Sands NZ logo or signature combines the two of the most important

visual elements of our brand - the symbol and the logotype.


Symbol

The symbol encapsulates our core values as a national organisation that supports

parents, families and whānau following the death of a baby during pregnancy, around

birth or as an infant.

Logotype

The logotype, or wording, has changed from being written in upper case, as an acronym

for Stillbirth and Newborn Death Support (SANDS), to being a word – Sands. The reason

for this was twofold.

Firstly, we wanted to illustrate our moving away from the misconception that we only

support families whose babies were stillborn or died in the neonatal period. Increasingly

Sands groups around the country are supporting parents, families and whānau whose

babies have died much earlier than 20 weeks gestation and whose babies and young

children have died (well past the neonatal period of 28 days after birth). We wanted to

better reflect ourselves as a support organisation for parents and families whose babies

or children have died at any age or gestation, rather than focusing on a small part of that

population.

The second reason for the change was visual. By dropping to lower case the word

‘Sands’ gently supports the image, conveys a softer, more compassionate depiction of

who we are, and completes the total presentation of the logo.

The original logo did not have the wording around the image – this was included with the

intention of removing it after a period of time to be agreed upon by the Sands NZ Board.

The font used for the words encircling the logo image is Franklin Gothic Book; the font

used for the word ‘Sands’ is Stone Informal.

Strap-line

Our strap-line is ‘A Little Life, Not a Little Loss’. This was the strap-line used by the UK

Baby Loss Awareness Campaign in 2005. Permission was obtained for the use of the

strap-line for Sands New Zealand.

The purpose of a strap or tagline is to distil the meaning of who we are into a cogent

message that’s easy to say, easy to understand and easy to remember. The line ‘A Little

Life, Not a Little Loss’ encapsulates much of who we are about and meets the criteria of

being easy to say, understand and remember.

Additional brand components

Another important visual element within our brand is the background ‘wave’ used in our

Sands Support Pack pamphlets (as seen below). These waves are used as visual

vocabulary and add to the image of Sands as caring and supportive.


Colour

Finally, our new branding has introduced colour to the Sands NZ image. We chose

colours that were strong, clean and which conveyed a sense of softness and

compassion. The colours are:

Purple Lavender Orange

Spot Colour PMS 2735 PMS2705 PMS158

CYMK c:100, m:92, y:2,

k:0

c:43, m:34, y:0,

k:0

c:0, m:60, y:95,

k:0

Black & White Black and 40%

Black


Sands NZ BRANDING RULES

These rules are designed to ensure consistency of the Sands brand across the country.

They are not intended to inhibit any creativity and motivation within individual groups, or

to generate feelings of restriction and constraint. When we all ‘speak from the same

page’ and work together with constant and reliable messages, we will be taken seriously,

seen as professional and more likely to be funded!

1. Always use the Sands official colours when producing anything associated with the

Sands brand.

2. Always use the official fonts - Franklin Gothic Book and Stone Informal (or a font

as close as possible to them) when representing Sands in text.

3. Please do not edit or amend the logo in any way when using it. Any amendments

must be global and used by everyone in order to maintain our Sands brand. The

Sands NZ Board will consider suggestions for the editing or amending of the brand

and decisions made will be applicable to all Sands groups across the country.

4. Business cards – Sands NZ will pay for any Sands group or individual to have a

business card designed. The printing costs for the card will be met by the group or

individual. The design for the card is available in two versions – vertical and

horizontal. See the attached document for examples.

5. Sands Support Packs – Sands NZ negotiates for the production of the Sands

Support Packs (folders and pamphlets). These are then ordered by each Group

Coordinator and then distributed as necessary to families, hospitals and other

organisations. Any amendments to the Support Pack are made centrally by Sands

NZ.

6. Sands Group Pamphlets – Sands NZ has developed a template in association with

Printstop Wellington (Tory St branch – designer Alicia Hoggins) in order that Sands

groups can produce a pamphlet about their group and services. See following

pages for instructions and price information.

7. Sands NZ uses the services of Viv Sellers of Creation design as its graphic

designer. We ask that Sands groups do not secure the services of any other

designer in order to develop/produce Sands materials. Sands NZ will not release

original artwork in order for another designer to produce Sands materials. Where

possible, Sands NZ will provide materials or make the production of Sands

materials as cost effective as possible.


Sands NZ PAMPHLET – TEMPLATE EXAMPLE (as at June 2010)

You have the option of a two or three panel pamphlet. You will need to check on the

pricing of each and estimate what you are able to afford. Alicia Hoggins of Printstop in

Tory Street has the templates for both two- and three-panel versions. All you need to do

is send her a word document with the required headings and the text that is within the

word limit as set out below.

Alicia’s hourly rate at Printstop is $120; she estimates that she can lay out the new

pamphlet in an hour if you stick to the headings and word limits below. She will then

email you a print-ready copy that you can then send to your printer, or you can organise

to have them printed by Printstop. Your local group must pay the design fee as well as

printing costs.

Copies of the Sands Wellington (two-panel) and Sands Timaru (three-panel) pamphlets

are available on the Sands website ‘members’ page for you to look at.

Two-Panel Pamphlet

Cover – write your group’s name which features on the cover (eg, about Sands

Wellington, about Sands Timaru).

Inside – double panel

Descriptive paragraph (in block colour) – 85 words.

This section describes what Sands is. The Sands Wellington pamphlet reads like this:

Sands Wellington is a parent run group supporting families who have experienced

the death of a baby. All supporters are also bereaved parents. We offer empathy

and understanding. We are not counsellors and do not give advice but we do offer

an opportunity and environment to share experiences, to talk and to listen. We

promote awareness, understanding and support for those dealing with the death

of a baby in pregnancy, birth or as a new born, and due to medical termination or

other forms of reproductive losses.

‘Services’ section – 8 eight paragraphs.

In this section you can list the ‘services’ you offer as a group. Sands Wellington lists the

following – Phone Contact, Support Meetings, Library Books, Newsletters, Sands

Support Packs, Moses Baskets in Wgtn and Hutt Hospitals, Baby Loss Awareness Week,

and Training and Seminars. The word limit in total is 430 words.

Back Panel – group details

This panel has a 50 word paragraph that reads:

We survive on grants and donations and appreciate any gesture of support. If you

would like to make a donation, please send your cheque to Sands Wellington, PO

Box XXX, Johnsonville Wellington. If you would like to talk to someone about our

group or ay other services please ring:


People’s contact details are then listed (phone number, cell phone, email

address).

Three-Panel Pamphlet

Cover – write your group’s name which features on the cover (eg, about Sands

Wellington, about Sands Timaru).

Inside – three panels

First panel:

Descriptive paragraph (in block colour) – 85 words.

This section describes what Sands is. The Sands Timaru pamphlet reads like this:

Heading - Sands Timaru and Districts… a support group for parents who

experience the death of a baby.

Body – our support group, who are all bereaved parents, offer empathy and

understanding. We are not counsellors and do not give advice but we do offer an

opportunity and environment to share experiences, to talk and to listen. We

promote awareness, understanding and support for those dealing with the death

of a baby in pregnancy, birth or as a new born, and due to medical termination or

other forms of reproductive loss

Descriptive paragraph - 100 words

This section offers information about the death of a baby. Timaru’s reads like this:

Dreams – pregnancy and childbirth are a time of expectation, of building dreams

and planning futures. Those dreams and futures are shattered when a baby dies.

Emotions – irrespective of the parents’ circumstances, the baby’s gestational age,

or how the baby dies, each parent has a right to their own feelings and emotions.

Grief – grief is unique. Everyone will react slightly differently to the death of their

baby, but one common factor is the need for support.

Support – parents and families need support, comfort, compassion and empathy

so that they can begin to learn to live with their grief.

Second Panel:

Sands Timaru then has a section called ‘How Can Sands Help?’ 150 words

Parents who experience the loss of a baby often wonder if their feelings are

normal and how long these feelings will last. They also face a number of issues

unique to this situation and must make some difficult decisions at a time of great

shock and distress. The loss of a baby is generally considered an unfortunate

occurrence, best quickly forgotten rather than the tragic death of a real person


whose loss is acceptable to mourn. Many parents feel that their reactions and

need to grieve for their baby go unrecognised.

Sands offers a caring atmosphere of acceptance where parents can meet with

others to share their thoughts and feelings, learn that to grieve is appropriate and

gain reassurance that their feelings are not uncommon. Early contact with the

Sands resources can provide parents with options to assist with the difficult

decision making. Sands also provide support and information for family, friends

and health care professionals.

Third Panel:

Sands ‘Services’ – 190 words

Sands Timaru then has a services section called ‘What Sands Offers’. They have seven

paragraphs – entitled Phone Contact, Support Meetings, Library Books, newsletters,

Sands Support Packs, Baby Clothing/Blankets and Christmas Remembrance Service.

Back

Centre Back Panel – group details:

This panel is the same as Wellington’s and has a 50 word paragraph that reads:

We survive on grants and donations and appreciate any gesture of support. If you

would like to make a donation, please send your cheque to Sands Timaru &

Districts at either of the addresses listed below. If you would like to talk to

someone about our group or any other services please ring:

People’s contact details are then listed (phone number, cell phone, email address)

Left Back Panel:

Timaru has a panel that provides some guidelines around grief for parents to show

friends and family following the death of their baby. 80 words.

Please hug me, tell me you care and say you are sorry this has happened.

Please don’t ignore me.

Please let me talk about my baby.

Please remember my grief won’t suddenly disappear, but I will learn to live with it.

Please remember it is better for me to express my grief than to suppress it.

And Please don’t tell me “I’ll get over it” or “I’m lucky to have other children”.

Your care will help me and my family

There is room for more information to be added to this section.


CONFERENCE

Every 2 years a national conference will be held, this will be at various locations around

New Zealand, and will be hosted by one of our Area Groups.

Why have Conference?

• To meet with people from other Groups, exchange ideas, stimulate interest and

enthusiasm.

• To learn new skills.

• To set new policies or procedures

People from groups are able to mix with the Board, and other groups in a busy weekend

of speakers, business sessions, workshops, sharing times and entertainment.

Annual General Meeting of Sands

The biennial AGM is held during the Conference. The annual report and financial report

are presented. New Board members are elected. Changes to the Constitution, major

issues, and position statements are discussed and voted on. The AGM is an opportunity

for all delegates to learn about and participate in what is happening within Sands

nationally.

Sharing Times

An opportunity to meet people from other Groups and discuss specific topics, for

example, fundraising, newsletters, you will be kept informed on what topics will be

covered. Bring hand-outs, notes or whatever may be interesting, new or useful to others.

Workshops

Sessions are held on a variety of topics. These are selected when you register. If there is

a number of you from your Group, try to stagger yourselves so you can get to all of these.

What else goes on?

• Keynote speakers: invited speakers on relevant topics.

• Conference dinner.

• Displays: Groups and relevant local organisations or businesses have an opportunity

to promote and sell their products. This is an opportunity to support Groups fundraising

efforts.

• A little free time is provided, a good time to mix informally with others and

those from your own Group.

Who goes to Conference?

It is recommended that as many people from your Group attend as possible.

Arranging transport

Work out the cheapest and most efficient way to travel. Book early, and in a big group if

possible, for the cheapest flights. Consider travelling with neighbouring groups.


Cost

Work out costs for each person, including registrations, travel and accommodation. In

order to gain the funds you will need to either fundraise or apply for Grants that will

cover this.

When financially possible, Sands (NZ) will pay for a minimum of one night’s

accommodation and travel to/from the location of the Conference for current serving

Board Members.

What to take

Conference is generally held towards the end of Winter, so you will need warm clothes

and wet weather gear. Day wear is casual and comfortable. Most people dress up for the

Conference dinner.

Who organises Conference?

Conference is organised by an Area Group. If you have problems, please talk to them.

Conference is a big job - be sparing and constructive with criticism, be flexible, give

thanks and praise. If you have any special needs please ensure the conference

organisers are aware of these.

Can our group host a Conference?

If your group wants to request to apply to host the next conference, then you need to

contact the Sands (NZ) Board prior to the conference. If there is more than one group

interested in hosting the following conference the Board will decide which group will host

it. Where possible, conference will be hosted as far away geographically as possible

from the previous one.

In order for a group to be approved by the Board to host a Conference the Coordinator

would need to have previously attended a Sands NZ Conference, and ideally previously

hosted a Training Session.

Timetable - why is it so busy?

You will have a lot of fun and enjoy the Conference. There is not a lot of relaxation time

because Conferences are planned to cater for as much as possible to make your trip

worthwhile. Most people find they are very busy from breakfast time till late at night but

free periods and social periods are scheduled into the timetable.

Food

Please let the organisers know if you have special needs (e.g. vegetarian or allergies)

before the Conference.

Participation

Sands NZ expects your Group to attend as many sessions as possible. Where there are

a number of your Group attending, then try to stagger yourselves between as many

sessions as possible.

Mix with people from other Groups, particularly with smaller groups who may not know

many people. If you come in a large group, please make an effort to break up and talk to


other people. Do this in pairs if you feel shy. Meal times are a good time to make new

contacts and make people feel welcome.

Child minding and babysitting

It is up to each hosting Group regarding bringing babies or small children to Conference,

often it is possible, especially for breastfed babies, however as conference has many

sessions open to the public, who may be at varying stages of grief, then it may be

necessary to keep your child away from those sessions. Check with the Conference

organisers to see what options may be available to you.

TRAINING

Every 2 years, on the alternate year from Conference training will take place at a location

around New Zealand. Generally this is also held in late winter.

The structure of this training is similar to that of Conference, however it is purely for

Sands Volunteers from their area groups, and not open to the public.

As with Conference, the following aspects are covered:

AGM

Sharing time for Area Groups displays

Workshops and seminars with keynote speakers

The training is generally run over a Friday, Saturday and finishing around lunchtime on

the Sunday. This is organised by the hosting group, with the help of Sands (NZ) Board.

Sands (NZ) will apply for funding to assist with travel and accommodation where

possible, however it is strongly recommended that your group also applies for funding to

help cover your costs.

Attendance

It is a requirement that all new groups attend the full 3 day training within 2 years of

starting their group. It is then recommended that at least one member of your group

then attends a training session at least every 2 years. Failure to do so may mean that

your group no longer meets the requirements of Sands New Zealand.

Food

Please let the organisers know if you have special needs (e.g. vegetarian or allergies)

before the training.


Children at Training

Babies are generally welcome to training, however please confirm with the training

organiser prior to time to ensure this is ok. With the accommodation it is generally twin

share, so you will need to share with someone else, or if you would prefer your own room

to upgrade at your own cost.

Responsibility for children

Parents have primary responsibility for their children at all times. They should consider

the needs of other parents and remove their children from sessions if they are unsettled

or disruptive. Parents may find it convenient to sit towards the back of a room during

sessions so that they can tend to their child’s needs and the children can play quietly

without disturbing others.

Location

If your group wants to request to apply to host the following years training, then you need

to contact the Sands (NZ) Board prior to the training.

How do we host training?

In order for a group to be approved by the Board to host a Training session, the

Coordinator of that group would need to have previously attended at least 3 training

sessions. If there is more than one group interested in hosting the following training the

Board will decide which group will host it. Where possible, training will be hosted as far

away geographically as possible from the previous one.


SECTION TWO

Your Local Group


STARTING UP A SANDS GROUP

Thank you for choosing to start a Sands support group in your area. Those of us already

involved in Sands have found that having a person to talk with or attending a support

group have been helpful in many ways. It has allowed us to meet with other bereaved

parents who have been through a similar experience; it has provided a place in which we

can always speak about our child, no matter how long it has been since their death; it is

a safe place in which it is okay to cry and show emotions, or sit quietly and just listen;

most importantly, it is a place where there is no judging of others – we are supported

and embraced no matter what our experience.

There are three very important sections you will need to read - one is the Sands NZ

PRIVACY ACT COMPLIANCE PLAN our Sands NZ CODE OF ETHICS, and be aware of our

GUIDELINES FOR VOLUNTEERS

It is important that we respect others’ information and maintain confidentiality. That way,

people will feel safe to speak honestly and openly either one-to-one or in a support

group.

In order to finalise your agreement to setting up a Sands group, please ensure that all of

your volunteers have signed a copy of the Sands NZ CODE OF ETHICS and that you file

these in a safe place. The coordinator of the group will need to also request formal

AFFILIATION LETTER FOR SANDS NEW ZEALAND – these forms can be found within our

‘printable documents’ section of the members area of the website.

We organise national training opportunities for Sands groups and contact people once a

year. This is made up of a 3 day training session every 2 years, and a one day training

session which is a part of Conference every other year.

It is a requirement that all new groups attend the full 3 day training within 2 years of

starting their group. It is then recommended that at least one member of your group

then attends a training session at least every 2 years. Failure to do so may mean that

your group no longer meets the requirements of Sands New Zealand.

We encourage you to make the effort to participate as it is a valuable opportunity to

meet other Sands members and share in learning with and from each other. In between

training opportunities, we suggest that you read the booklets and then contact our

current Chairperson or anyone on the National Board for advice and/or support.

Please do not hesitate to let us know if you need some support in any way. It may be

that you need to talk about how your group went, how you feel it is going, or how you

may have dealt with a sensitive situation. We feel very strongly that Sands group

members feel supported, that way you are able to provide support to others. Your well

must be full in order to draw from it! So make use of the email network and contacts list

and keep in touch!


GUIDELINES FOR VOLUNTEERS

We acknowledge that everyone takes a different grief journey so may feel that they are

‘ready’ to support others at a time other than is suggested here, however to ensure

continuity of care, and to allow all volunteers to have spent time with their local

coordinator, having attended Support Meetings, local committee meetings and helping

with any other tasks prior to becoming a support person this policy has been put in

place.

It is necessary, for the safety for our supporters and our members, for Sands NZ to have

the right to a final decision on someone's appropriateness/readiness to support

bereaved parents, families and whanau.

We encourage group coordinators/existing supporters to be involved with the decision

on who covers support needs in their area.

Support Volunteers

1. Training

Over the last few years Sands has begun to establish a culture of training. Sands NZ

recommends that

• all supporters are to complete at least one training event, led by Sands NZ, prior to

beginning support work

• all supporters aim to attend training sessions every two years.

2. Timeframes

Sands NZ recommends that those wishing to become supporters are

• 18 months along their grief journey.

• have been able to show a commitment to Sands through other forms of Sands

volunteer work (all volunteer work is essential & highly valued).

3. Self care

Sands NZ recommends that supporters undertake some form of de-briefing on a regular

basis. This could be through

• regular professional supervision or

• through the peer support of other Sands volunteers/your coordinator or someone you

have connected with at a Sands training session.

• we request that a record/log is kept of de-briefing/support for volunteers as this would

assist with future funding applications that may help to cover the costs of professional

supervision & training

4. Am I ready to be a support person?

You may find that you know the answer to this question. The answer may change from

time to time. It is really important to try and find time for private self-reflection, both at

training and in your work as a supporter.


This may lead to some potential supporters waiting before they begin or to those already

in a support role taking a step back for awhile.

Group Coordinators and Sands NZ will assist anyone who needs to reflect on their role

and will also look to guide potential supporters.

Sands NZ encourages you to ask this question of yourself and to talk with others about

your answer.

Volunteers in non-support roles

There are many ways to volunteer for Sands. Groups often need people to help with the

behind the scenes work. Without these volunteers our groups would not run. Tasks that

recently bereaved parents or those new to the Sands group could be involved with are

(suggestions only – there are many more!)

• magazine/newsletter contributions & mailout

• a database of members/collating membership forms

• collating support items such as baskets/memory booklets/knitting/support packs

• fundraising – organising raffles/events/sausage sizzles/chocolate sales etc…

• researching local grant bodies so that the coordinator & treasurer can make local

applications

• welcome tea/coffee at support meetings

• coordinating library books

• keeping track of resources such as support packs/library books/baskets/memory

booklets & boxes

STRUCTURE OF YOUR GROUP

Each local group is made up of a co-ordinator and then any other members that make

up the committee. Suitable roles for your group may be made up of:

Coordinator

Secretary

Treasurer

Fundraising Coordinator

Newsletter Editor

Hospital Liason

and any other necessary roles.

Depending on the size of your committee, it may be that all these roles are shared

between one or two people, so it is important to stay on top of the key requirements,

such as keeping detailed accounts, sorting out funding, and of course being available to

your local community.

If the Coordinator stands down, then the Board must be contacted immediately to be

advised of this. In the first instance any current committee members that fit all the

GUIDELINES FOR VOLUNTEERS and also ideally have been to at least one Training

session or one National Conference.

If there is no one within the current committee that this applies to, then at Board

discretion a separate training session may be held.


If there is no one suitable, and no one else available to take over, then the group will be

disestablished and will no longer be affiliated with Sands New Zealand.

AFFILIATION WITH SANDS NEW ZEALAND

Every group must become affiliated with Sands New Zealand, to do this, the following

steps are required.

1) Your group must be registered with the Charities Commission

2) A copy of the following letter needs to be completed (a copy is located in the

‘printable documents in the members section of the website)

3) Each member of your group needs to have signed the code of ethics (a copy is

located in the ‘printable documents in the members section of the website), and

these also be sent with the letter to the Training and Resources Coordinator.

Once this information is received, your group will then be issued with a Letter of

Affiliation from Sands New Zealand, this may be required in order to gain funding

from some organisations.

_________________________________________________________________________

Sands New Zealand

PO BOX 85

Te Aroha

3320

(INSERT DATE HERE) Cathy Buntting

Secretary

Sands New Zealand

Leonie Kirwan

Chairperson

Sands New Zealand

PO Box 85

Te Aroha

3320

Dear Leonie,

We are writing to request formal affiliation of Sands “insert group here” with Sands New Zealand. In

affiliating with Sands New Zealand we agree to adhere to the goals and philosophies of Sands New

Zealand.

Sands “insert group here” undertakes to meet all financial commitments incurred by our group and will

not knowingly encumber Sands New Zealand with any financial liability or debt.

Yours sincerely,


Cooridinator

Sands “insert group here”

Sands [your group’s name here] [your group’s box number etc]

www.sands.org.nz

LEGAL REQUIREMENTS FOR ESTABLISHING A NEW GROUP

Upon confirmation from the Board, a new Area Group may be set up in an area that does

not currently have one, or in a larger area to help support another local group.

As per our constitution, all groups must work towards becoming registered with the

Charities Commission, this is an online process which is completed at

http://www.charities.govt.nz it is expected that this would be done within 12 months of

your group becoming established. This is a straight forward process and can be

completed within 30 minutes or so. If you need help when completing this registration,

you can search for other Sands groups, and view what information they have selected

when registering.

Upon successful registration, you will be sent confirmation via email of this, and

attached will be your Charities Certificate to file. Shortly after registering, you should

receive confirmation from IRD of your IRD number, and confirmation from them that you

are registered to receive taxable donations.

BUSINESS CARDS

Sands (NZ) has an agreement with a graphic designer to have the design work of all

business cards completed. The cost of the set up will be paid for by Sands (NZ) if you

require business cards to be made up, please email the Training and Resource

Coordinator with the details that you require on the card – Group name, contact name,

number and email address. This will then be sent back to you to confirm the details are

correct. You will then be able to take that file to any printing shop to have the cards

printed at your groups’ expense.

ARTWORK/LOGOS

All logos for Sands (NZ) will be made available to all groups, if you wish to get any

signage made up, these images can be found within the ‘members area’ of our national

website. There are a range of images there in different file sizes which if given to your

local printer they will be able to establish what image is best for the work you require.

http://www.charities.govt.nz/


If you require a size which is not one of our standard sizes, please contact our Training &

Resource Coordinator who may be able to arrange for this to be altered by our Designer,

please note, if any alterations are requested from our designer, your group may be

charged for this.

GUIDELINES FOR SOCIAL MEDIA OR LOCAL GROUP WEBSITES

It is vital that any information published on the internet either on your own groups

website, or on that of social media such as Facebook is consistent with the branding,

values, goals and philosophy of Sands (NZ). If there is any information publically

published which goes against any of these, you will be contacted by the National Board

and asked to rectify this.

With Social Media becoming more and more poplar, and an easy way to communicate,

this is an ideal free platform to take advantage of and be able to interact with your local

members, and also businesses or other community members which may be of help or

assistance to your local group.

When setting up such a page, it is vital to remember that all of this information is public

and anyone can view it. It is important to ensure that you check the page on a regular

basis and respond to anyone requesting help within a timely manner, either by a return

message on the page, or by a private message (PM) within the service.

With Facebook – there are 2 ways in which you can set up your groups page – so that

people can write on your page, or so they can only comment on a post on your page.

Sands (NZ) have their Facebook page set up as a ‘comment only’ page, this is to help

control the content on it, but people can post a reply to anything that is posted on there.

If you page is set up as ‘full access’ so anyone can comment, it is vital you keep a close

eye on the content that is added by people. If there are any comments which are not

suitable to remain on the page, you can remove these. The National Board will be

checking each groups page on a regular basis and if there is any content on there which

is deemed inappropriate you will be contacted to remove this immediately.

If you add any photos which include people, or items which may be easily identifiable,

then you must have written consent to use these.

If there is any sign of conflict or problems arising from any posts on your page then

please make contact with someone from the Board immediately to discuss what steps to

take to ensure the problem is resolved.

For any general questions regarding Social Media, or for assistance in setting up a page,

then please contact the Website Coordinator from the Board.


EMAIL

Your group will require an email address. This will be published on the national website

for people to contact you. Many groups are now finding it best to use the likes of a gmail

email address, this allows access from any computer, and also if your mobile phone

allows, access from there. The benefits of a free provider such as gmail means that you

can set up an ‘out of office/vacation’ message, so anyone contacting you will receive an

automated reply confirming that their message has been received, and as it can be

cleared from any computer, more than one person in your group can be responsible for

checking it, which is very important if you are away.

It is suggested that any email address used for the purpose of Sands work be checked

and emails replied to at least every 48hrs.

CREATING YOUR GROUPS PAMPHLETS OR FLYERS

Your group may choose to create their own pamphlets or flyers, especially in the early

days of setting up where you may not have the funding available to have these created

by our contact at Print Stop in Wellington (see ‘Sands NZ Pamphlets’ in Section One of

this handbook).

Providing that any document you create has the correct Sands (NZ) logo on it, and uses

one of our approved fonts being Franklin Gothic Book or Stone Informal to follow our

brand guidelines then this is fine to create yourself. If you are going to be printing your

documents in colour, then it is vital that you follow the guidelines to ensure that all of

the colours are correct.

In order to get the right content for the document you are creating, you may like to

contact other groups to see what they have already and then adapt this for your group.

Training or conferences is often a good way to pick up a number of groups printed

material and then be able to compile your own. Some groups may have electronic

documents which they are happy to share with you, so before spending too much time

recreating something ask around as it is likely your information would not vary too much

from what other groups are already using.


ID CARDS

Official Sands ID cards will be issued by Sands (NZ) to all Groups. These can have

names on them, or just ‘Sands Volunteer’.

These are to be used to clearly identify personal when entering a hospital, or when

meeting with families, or doing public displays/fundraising.

Orders for the cards will be placed every quarter, if you require any additional cards then

please email the ID Card coordinator from the board.

All cards remain the property of Sands (NZ) if you leave the group, the card must be

handed back to your Coordinator. If your group closes down, then all cards must be

returned to the Chairperson.

Sands NATIONAL WEBSITE

Every group has their contact details listed on our national website. www.sands.org.nz it

is your group’s responsibility to occasionally check this, and ensure that the details are

correct. If any details need updating, these are to be forwarded thru to the Website

coordinator on the board.

The content on the website is added to as necessary, however much of the information

will remain the same. If you have any suggestions of new content, then please let the

website coordinator know.

FUNDING

There are a number of organisations that you can apply for funding from. Some of the

key ones are:

Local council

Pub Charity

Your local Lions or Rotary

Community Organisation Grants Scheme (COGS)

Thomas George McCarthy Trust

Other local organisations that may advertise in your local community newspapers

Generally many of these are fantastic at contributing towards the likes of administration

costs for your group, and also towards travel and accommodation costs associated with

Training or Conference.

Other ideas for fundraising include:

Pub quiz nights

Bake Sales

Auctions

Raffles (just be aware of your legal requirements with the Department of Internal Affairs

for these – check out http://www.dia.govt.nz/Services-Casino-and-Non-Casino-Gaming-

http://www.sands.org.nz/

http://www.dia.govt.nz/Services-Casino-and-Non-Casino-Gaming-The-Rules-for-Running-a-Gambling-Activity


The-Rules-for-Running-a-Gambling-Activity for more information

A number of Warehouse and New World Supermarkets offer community fundraising

where they have a collection box near the checkouts for donations

SUGESTIONS FOR FUNDING APPLICATIONS

These are excerpts from funding applications that have been successful for Sands New

Zealand. You may find them helpful when you are filling out funding applications.

Sands (group name) is a community-based, non-profit voluntary organisation

comprised of parents who have experienced a loss during a pregnancy, as a baby

or infant. We work to support parents and their families, to provide them with

information that will assist them in making decisions regarding their loss, and to

provide education to health professionals and other care givers about the

experience of a loss during a pregnancy, as a baby or infant.

Sands (group name) is an organisation that supports bereaved parents, families

and whanau following the death of a baby at any gestation or age. We are clear

that we will support anyone who is grieving the death of a much loved and very

much wanted baby. We have over 25 groups and contact people around the

country who provide a range of services – everyone works voluntarily and most of

our members have experienced the death of a baby or someone very close to

them has.

The services we provide are support packs that are distributed in the hospital

which contain helpful information about grief and particular information about the

death of a baby. We also run regular support meetings in our local communities

and visit parents and families in the hospital or at their home. We have small

libraries of relevant and helpful books and provide Moses baskets to hospitals

which contain clothing, bath packs and memory making tools for parents. We

receive regular feedback from bereaved families that these services are

invaluable to their coping with such a tragic situation.

We are a voluntary, non-profit organisation that survives solely on grants and

donations. Our main objectives are the support of bereaved families, the provision

of information, ongoing education to health professionals, raising public

awareness and the promotion of research.

Receiving funding will help us to raise awareness of the perinatal death rate in

New Zealand as it is something we simply do not talk about, nor do we seem to

want to. It is incredibly hard to secure interest from the media and as such,

parents and families are totally unprepared for an event that is not as uncommon

as people think.

http://www.dia.govt.nz/Services-Casino-and-Non-Casino-Gaming-The-Rules-for-Running-a-Gambling-Activity


The effects of having a baby die are traumatic at times and long-lasting. The

provision of good information, good support and some community awareness is

shown to make a difference to those experiencing grief.

Sands New Zealand and Sands groups around the country seem to fall between

categories when it comes to funding. Many assume we are funded through DHBs

and the Ministry of Health which we are not.(other than the production and

distribution of our Support Packs). We survive on grants and public donations and

we are working at a national level to secure some governmental funding. In the

meantime, we want to ensure bereaved parents, families and whanau are

supported.

OPENING A BANK ACCOUNT

In order to open an account, you will need to provide the following:

Copy of your Charities Commission Certificate

Your IRD number for the group

A letter of affiliation from Sands NZ (this will be provided by Sands NZ Board after

you have requested formal affiliation upon startup of the group)

You can choose to open your account at any local bank. Sands NZ do use Westpac, and

many groups have found it easy to open an account with them.

Initially, the person opening the account may be the only person coordinating the new

group, so would be the sole signatory on the account, however once you have more

people on your committee it would be advisable to make this a multi signing account,

and to ensure that no fraudulent activity can take place on the account, for at least 2

signatures to be used for any withdrawals.

TAX EXEMPTION FROM IRD

Once your account is open, you can apply to IRD for Tax Exemption on your account.

This will mean that for any interest earned on money in your account, you will not pay

tax. Simply download and complete the form at www.ird.govt.nz (IR451)

FINANCIAL RESPONSIBILITIES

It is vital that your accounts are reconciled on a regular basis. It is up to each group to

decide what works best for them, however many groups find it easiest to have everything

documented on a computer package. There are a number of packages available free

that work adequately, so ask around other groups what they have and see if it will work

for you.

http://www.ird.govt.nz/


Your bank will send you statements either every month, or another frequency that you

have requested. It may be possible for you to have Internet Banking access to check the

balances and transactions (this is often available even if you need more than one

signature as an ‘enquiry only’ option, so check with your bank)

It is vital to keep all receipts in a safe place, as these may be required for auditing

purpose.

The easiest way seems to be to have some set time once a month (or more frequently if

you have a number of transactions) and update your accounts, showing all incomings

and outgoings, and ensuring this reconciles with your bank balance.

It is now a requirement for many Grant applications to have your accounts audited at the

end of the financial year. Often you can find accountants who will do work for Non Profit

organisations at a reduced rate, so ask around and see if anyone can offer you a

discount.

RESOURCES

A number of these listed resources for your group are just suggestions. If you have any

ideas for additional resources that should be listed here then please let the Handbook

Coordinator know.

Ordering Sands Support Packs (printed thanks to Ministry of Health)

There have been ongoing issues with ordering of these, and the password often being

changed preventing groups from ordering their own. We have now simplified the

process – simply email the Training and Resource Coordinator with how many you

require, and the address to send these to, they will be ordered and posted directly to

you.

Glover Memorial Plaques

www.glovermemorials.co.nz email [email protected]

Since 2005 Glover Memorials in Lower Hutt has offered families the opportunity to

remember their precious baby or babies through a small plaque that is made and sent

out free of charge. This is a way of supporting the community and a way of

acknowledging our babies' little lives. See the 'Community Care' page on the Glover

Memorial website for more info.

http://www.glovermemorials.co.nz/

mailto:[email protected]


To order a plaque simply email Glover’s with the details required, and a postal address

for it to be sent to. As this is a free service that they offer for us, (the actual cost of each

plaque is around $100) there can be a delay of up to a few months before these are

made up and sent out. The plaques are around 6cm long and 4cm tall, so keep the

wording brief. The plaques are made up of offcuts of granite, so it is not possible to

select different colours or styles.

Care Bags

Sands Manukau now have a number of resources groups can purchase from them,

including Care Bags fully made up. These are ideal for groups who do not have the time

to purchase or space to store large amounts of items, idea for those who are able to

secure a grant for funding of these, and then just purchase as required. To find out

more information contact [email protected]

Teddy Bears

A number of groups get their teddy bears from www.teddytime.co.nz that can be used in

care packs.

Ponies & Elephants

These soft stuffed memory items are available from Coromandel as well. Please contact

Leonie at [email protected] for pricing.

Inkless hand and footprint kits

Sarah from Manukau is able to provide these kits to your group if needed. Contact her

at [email protected] for pricing.

Candles

A number of groups purchase their candles for care packs from The Candle Maker –

www.thecandlemaker.co.nz

Certificates of Life

These are printed and distributed by Sands New Zealand. We have 2 types available -

one is more specific for early loss, the other is similar to the old one with weight and

length on it. Contact the Training and Resource Coordinator to arrange to be sent these.

Gowns


http://www.teddytime.co.nz/



http://www.thecandlemaker.co.nz/


Leonie from Coromandel has gowns available for 20+ week babies. Please contact her

at [email protected] for pricing.

Quilts

Leonie from Coromandel has a number of small quilts for babies of up to around 25

weeks. Please contact her at [email protected] for pricing.

Ribbon

White ribbon with mulitcoloured footprints suitable for Baby Loss Awareness week, or

any other craft activities. Available from the Training and Resource Coordinator

NZ Post Community Post Envelopes

Every year, around August, NZ post advertise their free community postage scheme.

This can be applied for online at www.nzpost.co.nz. Applications are normally open late

July/early August.

BP Fuel Vouchers

Yearly around June BP have fuel vouchers available for volunteer organisations, check

their website and there will be a link to the application when its available.

Gifts to give recently bereaved parents Sands Timaru & Districts

You may get requests recently from friends/extended family of bereaved parents who

want to know what they can give to the parents as a gift. Some suggestions could be:

Card - beautiful cards are always much appreciated and are usually kept forever.

Flowers - always good, but if getting flowers add something to it that will last forever

such as a wee teddy bear etc.

Photo frame (this gives families ‘permission' to display photos of their baby). Specific

baby photo frames can be especially nice here too.

Photo album (again, specific baby album or pink or blue album good here), parents are

encouraged by staff to take lots of photos of their baby, an album is a special memory to

put the precious photos in.

Candles. Check out www.thecandlemaker.co.nz in Christchurch for absolutely beautiful

candles. Click on remembrance. I've seen the tall cone one and it's very lovely. Very



http://www.nzpost.co.nz/

http://www.thecandlemaker.co.nz/


unique and special gift which parents can then light on baby's due date, Christmas day,

and anniversary date, plus other special dates each year in remembrance. $45.00 -

$50.00.

Memory box - often hard to find something suitable but parents often have lots of lovely

wee memorial items such as teddies, photos, scan pictures, cord clamp, funeral bits &

pieces, cards etc., so a nice box to put them in is a lovely idea (I think Sands Canterbury

may give these at the hospital, so check first if parents have already got one). A locket is

a particularly nice gift for a mum to put a photo in to keep close to her heart.

Plant (if the family have a garden) a lovely plant in remembrance is good. Check out

range of miniature roses - there are lots such as golden angel, little girl, and other lovely

appropriate names. Big roses ... loving memory is always good, and there are others too

with appropriate names. Peony rose Lullaby, rhododendron Forever Young. Plants are a

really good idea as a gift for grandparents too, who often get forgotten however they are

grieving too, both for the loss of their grandchild and also for the son/daughter for whom

they can't take the pain away.

Something to put in baby's casket before it is closed ... you can get heart necklaces

which break in half ... mum's often like to wear one half and put the other half in the

casket. Otherwise, silver baby bangle, small teddy bear or other baby toy or book (to play

with in heaven). Particularly nice for children to give a gift of small toy or book, to help

with their understanding of death also. Or write a nice poem or letter to pop in the

casket.

Glass or crystal angels or hearts or similar are always nice too, however these are often

harder to get, but worthwhile to keep in mind that if you see one buy it for baby's

anniversary/birthday next year.

Most important is to keep in touch with both grandparents and parents, even just a wee

card every now and again or a text message ... letting them know you are still thinking of

them and their precious baby. Christmas will be particularly hard for them, as will the

baby's due date, so make a note to be in touch at these times. 4-6 months down the

track appears to be a harder time too, possibly because their life will never be normal

again but everyone else has gone back to normal.


RUNNING A SUPPORT MEETING - Suggestions from Vicki Culling, Sands Wellington

(Some notes – not a definitive guideline!)

It’s really important to welcome people as they arrive, making sure you introduce

yourself/selves and making it as warm and inviting as possible. Remember that for

some people it has taken a lot of courage to get to this meeting so to feel like they

are welcome and ‘meant to be there’ really helps.

Some people may have attended a meeting before and will fall into conversation or

start making small talk, sometimes leaving new people sitting in silence; if possible

have someone organised to do the welcoming and engage with new attendees while

the other is making the cup of tea, getting organised etc

We sometimes do brief informal introductions as people arrive, a simple ‘Jenny this is

Susan’; we don’t use name tags; there’s often quite a bit of chatter at the start of our

meetings with people catching up on each other. Sometimes people who have

attended a few times will offer to get the cup of tea started and will take that

opportunity to catch up on another they have met at an earlier meeting. These

snatches of conversation can be incredibly important so we like to let them happen

as much as possible.

We sort out cups of tea and chocolate and biscuits at the start (have started doing

blocks of chocolate all broken up which people seem to like); we try to have the

books all laid out on display for looking at and borrowing.

We all get comfortable on the chairs and sofa (there’s a small coffee table we place

in the middle with tissues, chocolate and biscuits) and to distinguish the start of the

meeting we light a candle – it helps to break the casual chatter and makes everyone

present for the meeting.

When I light the candle, I usually say something like ‘we light this candle in memory of

all our babies that bring us here tonight’. If I know the names of everyone’s babies, I

will say them ‘in memory of Aster, Andrew…’ Sometimes I will say at the very start as

everyone is chatting and has their cuppa and I need to get started ‘we’ll get started

now, I’m going to light the candle and this serves as a way to bring our focus on what

we are here for, which is support, sharing, and listening and helps us all to be

present, we light this candle…’

Then I do a preamble that I do at the start of every meeting, no matter whether

everyone has been there a dozen times before, whether we have new people or not. I

do it from memory so it changes a bit with every meeting but generally the same

points are stated… ‘Welcome to this Sands support meeting. This is a place where

there will always be a space for you to talk about your baby and your love for them.

No matter how long ago or how your baby died, we will always be here and want to

hear about your baby, especially when the rest of the world seems a bit busy to notice


or care. This is a safe place for you to talk and share – being safe means that what

you say will not be judged and you can speak knowing that what you have said is

confidential (I often make a remark that you won’t hear it being repeated in the

supermarket aisle in a couple of days).

I tell them that Sands is an inclusive organisation (this is one of our core values) –

that means we welcome anyone who is grieving the death of a baby or infant. We

don’t measure grief in any way, so whether my baby died at 16 weeks or 26 weeks or

36 weeks or at 36 months of age, we are clear that there are no degrees of grief and

the length of a baby’s life does not equate to how much their parent grieves. I

sometimes quote Miscarriage Support’s strap-line – it is the strength of the bond, not

the length of their life that we acknowledge.

I remind everyone that there is no expectation that you will talk – it is fine to just

pass. Also that if you are afraid that you will talk and start to cry – then please just go

ahead because if this isn’t a place that you can cry, then where is there? (I

sometimes say something about the expectation that a support meeting for the death

of babies is somewhere we confidently and consistently expect tears!!)

Finally, we are a non-judgemental organisation (another core value). We support

parents who have faced one of life’s hardest decisions and they have had to choose

when (not if) their baby’s life would end. You may feel uncomfortable with this and we

respect that – but this is a safe place for everyone to come and be supported so we

ask that you hold onto that discomfort and respect the diversity of experience and

challenges in this room.

Then I invite people to briefly introduce themselves and tell us a little bit about their

baby that brings them to this meeting. If there’s one new couple or person, it’s easy

to start the introductions, going round the circle so that they end with the new people

and then they have the chance to talk for longer and tell their story in full – which you

often want to do when it’s your first meeting.

So the points I try to make at the start of every meeting are – it’s a safe place,

confidentiality, inclusive, no measurement ascribed to baby’s life and grief, no

expectation to talk, and non-judgemental.

~~~~

I realise this is a lot to say at the start of every meeting, and at some meetings when

everyone that’s there has been a few times before, it has seemed easy to just say

something like ‘well we all know the rules, we’ve all heard my little beginning speech

many times etc’. But there’s a reason for laying it all out the way I do. It is the

facilitator that helps set the tone for the evening and assists everyone in letting them

know why we are there. We help everyone to ‘stand in the group purpose’ and we ‘act

as guardians of the group culture’. If we are very casual and loose with how the

meeting goes – then that is how the meeting will go, very loose and casual. That may


be fine but if you are there for the first time and about to share an intimate story of

grief and sadness, it helps to know the intention of being there and that your story will

be treated with respect. So I don’t rely on assumption, we cannot assume that

everyone comes to the meeting understanding the same things. It is up to me to state

the things they need to know.

A helpful way to think about it is asking yourself before the meeting – why are we

here? We are here to support each other, to listen to our stories, tell our stories,

acknowledge and honour our babies, talk about the minutiae of life and the precious

moments and I am the person to guide everyone through this. Be a good guide!

As the facilitator, I am doing a number of things during the course of the meeting.

I may participate but I am also keeping an eye on and have a feeling for how

everyone is doing. Sometimes I’ll notice that someone is particularly tearful and quiet

so I’ll gently ask a question or direct the conversation to them, giving them a chance

to speak but also being aware that I have said at the start of the meeting that there is

no expectation to speak.

Sometimes there’s a natural break – when someone has to leave early or it’s time for

another cup of tea. Often when we break, people fall into pairs or smaller groups and

have conversation. It’s helpful to let this carry on for a little bit before calling everyone

back into the larger group.

Sometimes I might have an excerpt from a book or a poem to read that might help

the flow of the conversation or provide a focus for discussion.

Often there are periods of silence – maybe for 10-20 seconds which can seem

incredibly long during a group meeting. If you can, sit with it, let people digest some

thoughts and if there’s no obvious offer of discussion coming from someone, then it’s

up to you to raise another topic or carry on with what you were discussing. Posing

questions can be a good way of getting discussion going again – ‘we were discussing

how we cope with the awful comments that people make, has anyone got an example

of something lovely or helpful that was said to them?’

Sometimes you may have someone that talks and talks and it’s up to you as the

facilitator to very gently let them know that we want to hear their story and that there

are also other stories we want to hear as well. This is a very delicate position and you

really need to gauge the person and the rest of the group. It may be that they are

happy to hear the full 25 minute story. There are no hard and fast rules here – it’s up

to you as facilitator to guide people and remind them of the needs of others as well.

Another hard situation is someone who has strong feelings on a topic and wants to

air them with everyone. My experience with this has mainly been with someone who

has a religious belief that they feel the others need to know about. They may be ‘anti-

abortion’ and make judgemental statements that you can feel everyone else cringing


about. This is where the guidelines at the start are essential. You can stop the person

going on and on by referring back to the guidelines/preamble and reminding them

that Sands is a non-judgemental organisation and as such it is up to us to provide a

safe place for everyone to talk about their experience without fear of being judged.

It’s also always important to remind yourself that the person with the extreme beliefs

is also as deserving of support as everyone else.

Ending the meeting – people often leave at different points of the meeting so I don’t

make a big deal about blowing out the candle. Lighting it may seem like a ‘serious

moment’ but at the end I simply note that I am putting out the candle.

People often wait till many others have gone and then want to share a private

moment with you so don’t be too surprised at that – we have spent many times

thinking the meeting was over at 10:30pm and then not getting home till midnight!

I hope this is of some help; if you can’t remember it all, just remember to make them

feel very welcome. And it’s about their grief, not yours!


Support Meeting Feedback/Evaluation Form (this form can be located in the ‘forms’ section in the Members area for printing)

Sands (insert group name) Support Meeting Feedback

We try to make our support meetings as helpful and supportive as possible but unless we hear from those that attend, we must assume that what we are doing each month is okay. This form is a simple way that we can get some feedback from you in an anonymous way, in order that you feel as though you can be as honest and constructive as possible. Perhaps there are things we could do each month that we haven’t thought of – or maybe what we do now is enough. Please let us know – we appreciate your feedback. (Feel free to use the back of the page if you have lots to say!)

Thank you

Is this the first Sands (insert group name here) support meeting you have attended?

Yes No

If you have answered No, how many meetings (approximately) have you attended?

What things do you think we do well?

What things do you think we could do a little better?

Do you have other comments that you would like to feed back to us?


COMMITTEE MEETINGS

Even for the smallest groups, semi regular committee meetings are vital. Often if you

are applying for funding/Grants you need to show that the committee has agreed upon

the application, and in many instances when you have your accounts audited you will

need to provide copies of minutes.

It is recommended that committee meetings are held at least once every quarter this

ensures that no vital information is forgotten about.

HOW TO RUN A MEETING

The following points are a brief guide to the way a committee meeting should be run.

Adapt the material to make it comfortable and effective for you and your committee.

If decisions are made and they are to be voted on, then a motion is put. Motions should

always start with “That”. Motions should be specific and unambiguous.

1 Opening and welcome: declare the meeting open at [time]. Welcome everybody.

2 Present and Apologies: list all those present, Also list apologies (i.e. those who have

notified you or another committee member that they will be absent). Please note: make

sure surnames are included and not just Christian names.

3 Minutes of the previous meeting

• Give the date of the meeting.

• Ask for any amendments to the minutes. Discuss only the accuracy of the minutes and

not the content.

• After any amendments have been discussed either Move that the minutes as

circulated be taken as a true and accurate record (if no amendments).

Move that the minutes as circulated be confirmed, with the agreed amendments.

• Seconder? All in favour/against. CARRIED.

• The Chairperson should then sign the minutes and initial all amendments.

4 Matters arising from the minutes

Discuss only things that were mentioned in the minutes of the previous meeting and are

not elsewhere on the agenda. They should continue to be included in all minutes until

they have been resolved. Even if there has been no progress, this should be noted.

5 Treasurer’s report

• The Treasurer presents a report on the Centre’s financial situation, including a list of

all invoices paid, for the committee’s approval. Any expenses that have not been

previously approved by the committee in the Centre’s annual budget must be approved

prior to being paid.

• The Treasurer points out anything that needs to be brought to the committee’s

attention then answers any questions on the payments or the report.

• Move that the payment of the accounts listed be approved and the Treasurer’s report

be adopted.


6 Correspondence

• Circulate or read out a list of all the correspondence since the last meeting.


• Move that inward correspondence be received and outward be endorsed.


• Deal with any matters arising out of the correspondence.

7 General Business: anything else that needs discussing, including anything held over

from the last meeting.

8 Next meeting: date, time and venue.

9 Close the meeting.

The main reasons for keeping minutes are:

• To provide a permanent record for future reference.

• To provide formal evidence of expenditure and actions authorised.

• To provide a record of policy decisions made.

• To provide a starting point for action to be taken in the future.

• To inform members not present.

• To assist the running of future meetings.

Minutes should be written up as soon as possible after the meeting. This helps prevent

“memory loss”.

The minutes should be sent out to committee members promptly, in order to:

• Help and encourage people to complete jobs they agreed to do.

• Keep members who were not there up to date.

• Save time reading them out at the next meeting.

• Help with setting the agenda for the next meeting.


SAMPLE LAYOUT OF MINUTES TEMPLATE

Minutes of a committee meeting of Sands XXXX

held at [place] on [date and year] at [time]

Present ......................... [List all members present, giving both first and surnames for

archive purposes. Put the chairperson first with “chair” in brackets beside their name.]

Apologies Received from .........................

[Name] moved that the apologies be accepted.

Seconded by [Name]. CARRIED.

Minutes The minutes of the meeting held on ............ were circulated.

Either [Name] moved that the minutes as circulated be taken as a true and

accurate record (if no amendments).

or

[Name] moved that the minutes as circulated, with the addition of the above

amendments, be taken as a true and accurate record.

Seconded by [Name]. CARRIED.

(Only those present at the previous meeting can move or second.)

Matters Arising from the Minutes

List any discussion and decisions made

Treasurer's Report

• The following payments were presented for approval [list them].

• The balance in the XYZ Bank is

$....... cheque account

$ ……savings account

$....... total funds at [date]

• Summarise any discussion about the Branches financial situation.

• Treasurer moved “That payment of the listed invoices be approved and the

Treasurer’s report adopted”.

• Seconded by [Name]. CARRIED

Correspondence

• Material from Sands NZ or any other relevant items were read out


and discussed, including [give a brief summary of any major items].

Inward from .................

Outward to .................

• If no correspondence write “There was no correspondence”.

• [Name] moved that the inwards correspondence be received and the outwards

endorsed.

• Seconded by [Name]. CARRIED.

General Business

Record a brief summary of any business that was discussed, including any held

over from the previous meeting.

Date of Next Meeting

To be held at [time] on [day] at [place].

The meeting closed at ........... am/pm.

Signed.........................

[President/Chair to sign as true and correct at following meeting]

Date.........................


ANNUAL GENERAL MEETINGS

Are a legal requirement for Registered Charitable Organisations or Incorporated

Societies to hold. These are generally held just after the end of the financial year. You

can invite any guests you would like to these.

After your AGM you will need to file a return on the Charities Commision website, and

attach a copy of your accounts. You will also need to advise them of any changes of

office holders within your Group.

GUIDELINES FOR AGM MINUTES

The following guide to running an Annual General Meeting does not need to be followed

word for word. Adapt it to be comfortable for you to run the meeting in a friendly and

efficient way.

Welcome I declare the ...... the Annual General Meeting of Sands xx open.

It is a pleasure to welcome [name any important visitors, patron, sponsors, etc] and all

members. Thank you for showing your interest by coming here.

The Annual Reports and Annual Accounts have previously been circulated for your

approval.

Apologies I now call for any apologies.

I move that these apologies be accepted.

Seconder.

Those in favour please say Aye. Against? Carried.

Minutes The minutes of the last Annual General Meeting have been circulated.

Are there any amendments?

Would someone move that this is a true and correct record of what took place at the last

AGM?

Seconder.

Those who were present and are in favour please say Aye.

Against? Carried.

The Chairperson/President now signs the minutes as correct.

Matters Is there any business arising from the minutes?

Arising Briefly discuss any topics raised.

Annual I will now present the Annual Report.

The Chairperson/President reads the report.

The report is now open for discussion.

There being no [further] discussion would someone move that this report be

adopted.

Seconder.



Financial I now call on the Treasurer to present the Financial Report.

The Treasure reads the report

President: The report is now open for discussion.

There being no [further] discussion would someone move that this report be

adopted.

Seconder.


Election The next item on the agenda is the election of officers.

(for voting you can either do a secret ballot in advance *as mentioned over page, or by a

show of hands)

Office of Chairperson/President

I shall now vacate the chair and hand over to the Secretary.

[If the Chairperson/President is not standing for re-election, s/he may stay in the chair].

Secretary: .................... has been nominated for the position of Chairperson/President

Seconder.

I am very pleased to declare that .................... is elected/re-elected as

Chairperson/President.

[Chairperson/President resumes chair.]

Office of Vice-Chair

.................... has been nominated for the position of Vice-Chair.

Seconder.

I am pleased to declare that .................... is/are elected/re-elected as

Vice-Chair.

Office of Secretary

.................... has been nominated for the position of Secretary.

Seconder.

I am pleased to declare that .................... is elected/re-elected as

Secretary.

Office of Treasurer

.................... has been nominated for the position of Treasurer

Seconder.

I am pleased to declare that .................... is elected/re-elected as

Treasurer.

Committee Members

I move that those members willing to stand for the committee be elected as

one body. The following people have indicated that they are willing to stand. [List them].

Are there any further nominations? [List them].


Seconder


.................... are duly elected.

Office of Honorary Auditor

I move that .................... be elected/re-elected to act as Honorary Auditor.

S/he has already indicated willingness to act in this position.

Seconder


.................... is elected/re-elected to the office of Honorary Auditor.

General The next item on the agenda is general business.

Business Is there any general business?

There being no [further] general business, I declare this Annual General

Meeting closed.

*Secret Ballot Procedure

• Names of nominees are printed on a whiteboard by the secretary.

• Members write down the required number of names on a paper, which is folded and

placed in the ballot box.

• Two scrutineers are appointed to count the votes.

• Announce the names of the successful candidate/s.

• Scrutineers destroy the voting papers.


CONTACTS

Chairperson Cathy Buntting [email protected]

Vice Chair Leonie Kirwan [email protected]

Secretary Cathy Buntting [email protected]

Treasurer Janet Williams [email protected]

Funding Coordinator Cathy & Janet

Website/ID cards/Tech/ Leigh Hindry [email protected]

Handbook

Training & Resources Sarah Numan [email protected]

General Committee Karlena Keliher [email protected]

Hospital Liason Shaun Vivian [email protected]

General Committee Jackie Plimmer [email protected]

www.sands.org.nz website

Members area login: [email protected] password: moses823










http://www.sands.org.nz/


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