The Hong Kong Council of Social Service
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Agenda and Minutes -
The 3 Meeting 12/13

Date: 2013/07/10
Time: 3:00PM
Location: Room 201, Duke of Windsor Social Service Building,

Agenda:
  1. Welcome the Co-opted Members
  2. Confirmation of the Agenda
  3. Confirmation of the Minutes of the Last Meeting
  4. Matters Arising
  5. Business Report
  6. Membership Participation Study
  7. Enhancement of International Affairs
  8. Any Other Business
  9. Date of Next Meeting


Minutes:

Present:

Mr CHAN Kai Ming (Chairperson)

Ms LEUNG Pui Yiu, Irene

Ms AU Kit Ying

Ms LAW Suk Kwan, Lilian

Ms Alice LEE

Mr HO Wing Cheong, Andy

Mr FONG Cheung-fat

Mr Brian WONG

In-attendance:

Mr Weymond LAM

Dr John FUNG

Ms CHEUNG Lai Wah

Ms Hindy KAI

Ms Lois LAM

Mr Billy TANG

Mr CHEUNG Siu Cheung

Apology:

Ms Emily CHAN (Note-taker)

Mr CHU Wing Hong, Johnnie

Dr FUNG Cheung Tim

Mr LAU Kwok Wa

Mrs Julie LEE

Ms TONG Sung Man, Kris

Ms YEOH Chak Sum

 

1. Welcome the Co-opted Members

The Committee welcomed Mr Fong Cheung-fat, Mr Brian Wong and Mr Weymond Lam to join as co-opted members.

2. Confirmation of the Agenda

The agenda was adopted by the Committee.

3. Confirmation of the Minutes of the Last Meeting

The minutes of the last meeting were confirmed without amendment.

4. Matters Arising

4.1 Agency Membership Application

John Fung noted that a HKCSS’s Agency Membership application was turned down by the ExCo recently. The reason was that the applying agency, a social centre, did not meet the application requirement of being an independent legal entity. Considering that (i) the affiliating organization of the applying agency was an independent legal entity; and (ii) the agency had the plan of conducting such registration within 2 years, the ExCo approved a conditional offer to the agency. The agency would be recognized as formal Agency Member when the status of independent legal entity was obtained.  

Similar situation regarding independent legal entity existed in church, hospital and social service association. Besides, there was an upward trend of foundations established under corporations. Thus, this reported case might serve as a precedent case and reference for similar cases hereafter.

4.2 Membership Operation Guideline

The Membership Operation Guideline would be bilingual (Chi/Eng), relating translation work was under progress. Lilian Law suggested that in the long run, adopting the third language on membership service information should be considered in order to better serve ethnic minorities.

5. Business Report

Business Report on Sector and Capacity Development had been circulated to members. Each unit delivered a brief report on business updates with the following highlights:

5.1 International and China Affairs (ICA)

- A meeting with the Head of Social Work Unit, LOCPG, was conducted in May 2013. The Unit agreed to help follow up the Council’s registration in Shenzhen and to arrange a meeting between the Council and Director of LOCPG.

- Cross-border Social Development Book (2013 version) was under preparation.

- A Hong Kong Delegation to the 2nd Senior Expo cum Study Visit in Beijing was organized.

- ICA would help on the coordination and editing work of ICSW regional newsletter.

- A global forum on social economy and a regional conference on family would be organized in Seoul and Hong Kong respectively in November 2013.

A high level National Council of Social Service (NCSS) Delegation from Singapore was received in April 2013.

5.2 Membership Liaison and Services (MLS)

- The framework of Best Practice Manual was endorsed by Agency Heads. The Agency Heads Core Group on Best Practice Manual decided to bundle the issue of LSG with best practice manual for future discussion with SWD.

- The Agency Head Meeting agreed that HKCSS should advocate a 15% increase in baseline allocation of LSG. SWD would study the feasibility of suggested items such as MPF arrangement.

- The Committee concluded that for organizations with both subvented and non-subvented staff, internal inequality and governance difficulties to be induced by increase in LSG was unavoidable. Individual organizations should be prepared to solve such dilemma. At the same time, HKCSS would continue to help addressing concerns of NGOs.

- An exchange session on Lotteries Fund would be conducted in August with the involvement of SWD and ASD to further discuss any obstacles on the approval process.

- 700 job advertisements, mainly of IT, administrative and accounting posts, were posted on the recruitment website created in conjunction with Career Times. About 30 NGOs indicated their interest in purchasing the service and a meeting would be arranged with CT. Other recruitment platforms such as JUMP, SCMP and Oriental Daily approached HKCSS and initiated special offer to NGOs. The Committee agreed that the existence of competition and bulk purchase would be beneficial to NGOs. The Chairperson concluded that it was good for NGOs to use more electronic platforms for recruitment.

Three out of six insurance broker companies responded to the JIS tendering invitation. One of the tenders was incomplete. JLT was selected as Insurance Consultant. A 3-year contract was signed subject to renewal for another 3 years upon satisfactory performance.

5.3 ITRC

- A new donation program on cloud service was expected to be launched by TechDonation Program. Announcement would be made to NGOs once the program was officially confirmed.

- Regarding recommendation on ICT strategy review, a briefing would be organized by SWD on 30 July 2013. [Post meeting note: The event was rescheduled to 31 July.]

5.4 NGO Capacity Building & HKCSS Institute (HKCSSI)

- CEO Roundtable themed on “CEO Coaching” was conducted in June 2013. Participants were impressed by the topic and the guest sharing. Besides, based on the retirement waves of NGO CEOs, it was expected to have more and more new CEOs in coming years. Thus, participants indicated their eagerness and expectation to explore more on CEO Coaching and its development in NGO sector especially for new CEOs and second-tiers. Main concerns were availability of professional coach for the sector and cost implication. During the Meeting, it was suggested to (i) engage retired CEOs as executive coach/professional support and (ii) seek for funding under leadership development. A question was raised on whether board members of NGOs have reserved resources for succession plan and leadership development or not. That would have to be further studied.

- An updated version of NGO CEO Competency Model was tabled at the Meeting. The Model was based on a qualitative survey on NGO stakeholders including 18 CEOs. Relevant resources in the form of case study and dictionary would be generated and used as reference for training and leadership development.

- 9 organizations, including HKCSS, carried out Organizational Health Check by a tool from McKinsey HK. Positive feedback was received from NGOs such as Boys’ & Girls’ Clubs Assn of HK and HK Red Cross as the Health Check provided evidence for improvement. McKinsey HK agreed to help creating a localized version of NGO Organization Health Check (not to be under the name of McKinsey). The need to develop the Health Check and roll out to other NGOs was discussed at the Meeting. Main concerns included (i) whether it was an affordable tool; (ii) whether NGOs had the willingness and capacity to conduct the check; (iii) availability of professional facilitation and supportive service before and after the check; (iv) how to manage expectation from NGOs. It was pointed out that adequate guideline was crucial for NGOs to understand the check. Besides, professional facilitation after the check was essential to ensure NGOs could deal with the check result properly. The Committee agreed that the willingness and readiness of NGOs on the Health Check should be considered and explored.

- There was insufficient enrollment and cancellation of about 70% HKCSSI Term 13A (Mar-Aug 2013) classes. It was deemed to be induced by the time gap between class enrollment and funding allotment of SWDF. Similar situation happened for other institutions in NGO sector.

- HKCSSI took the initiative to support subvented agencies in applying SWDF as some NGOs had not taken enough advantage of using the fund.

The Committee endorsed the direction and strategic areas of HKCSSI 5-year Strategic Plan. While the focus and weight of the three strategic areas should be further considered.

 6.     Membership Participation Study

A discussion document on Membership Participation Study “機構會員參與研究2013 討論文件” was tabled at the Meeting. The Study was conducted owing to increasing number of Agency Members and more complicated NGO profile in recent years. The prelim analysis was based on existing data for discussion and further development. No survey was conducted at this stage. The Committee opined that the Study should be conducted in a mechanism of engagement and objectiveness. Labeling, assumption and value judgment should be avoided. For Agency type/category, a matrix representation with both dimension and parameter was recommended.

 7.     Enhancement of International Affairs

- The document “Enhancement of International Affairs – a Think Piece” was tabled at the Meeting.

- Members commented that the discussions and reporting time for international work are very limited. A committee on international work should contribute fruitful discussion on international issues.

- To facilitate Council’s international work, an expert group composed of committee members and experts was suggested to discuss Council’s functions, strategies and roles on international affairs. Suggested members joining the expert group might include Brian Wong, Lillian Law and Au Kit Ying.

 8.     Any Other Business

There being no other business, the meeting was adjourned at 6pm.

 9.     Date of Next Meeting

18 October 2013 (Friday) at 2:30pm

Alternative date of meeting: 23 October 2013 (Wednesday)


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