02/08/2026
Volunteers monthly meeting
# Minutes of the Local Volunteer Meeting – July 2026
**Date:** Friday, 31 July 2026
**Time:** 2:00 p.m. – 4:00 p.m.
**Venue:** Jing Si Hall, tzuchi Foundation
**Local Volunteers:**
Lydia and 12 Area Leaders
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# 1. July Work Report
# # 1.1 Winter Relief Distribution Review
The Primrose Winter Relief Distribution was successfully completed. A total allocation of 2,000 beneficiary households was planned, with **1,848 households** receiving assistance.
The Bamboo Bank fundraising campaign collected **R835.90**.
Sincere appreciation was expressed to all volunteers for their dedication in the preparation work, venue setup, distribution day operations, and follow-up home visits.
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# # 1.2 Volunteer Training and Education
**Participants:** Grace, Lydia and Margret
Volunteers attended the Computer Training Course and Volunteer Education Programme (15–18 July), followed by the Volunteer Training Course on 26 July.
The training enhanced volunteers' understanding of Tzu Chi's humanitarian values while strengthening their confidence, teamwork and service capacity.
# # # Volunteer Feedback
* Improved confidence in serving the community.
* Better understanding of Tzu Chi's spirit of selfless giving.
* Stronger teamwork and sense of responsibility.
# # # Resolution
Volunteers who register for training programmes are expected to attend punctually, remain throughout the programme, and avoid unnecessary absences.
Grace will coordinate communication and attendance through the volunteer group.
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# # 1.3 Area Work Progress
# # # Makause Home-Based Care
**Area Leader:** Margret
* Nine local volunteers are actively serving the community.
* Home visits are conducted every Wednesday.
* Long-term follow-up is provided for vulnerable families and elderly residents.
Services include:
* Home visits to elderly and vulnerable residents.
* Household cleaning assistance.
* Emergency food and basic necessities support.
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# # # Delport
**Area Leader:** Monica
Due to language limitations, Lydia continues assisting with case reporting and home visits while supporting community outreach and family care.
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# # # Marathon
**Area Leaders:** Tinny and Elda
Home-Based Care and community support activities will continue throughout August, with Lydia assisting in case reporting and programme coordination.
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# # # Overall Volunteer Status
Makause, Delport, Marathon and Primrose currently have **more than 25 local volunteers** providing continuous community care and home-based support services.
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# # 1.4 Emergency Relief and Case Sharing
# # # Fire Emergency Assistance
Emergency assistance was provided to:
* Delmore – 3 families
* Makause – 5 families
Support included emergency food supplies, household necessities and ongoing follow-up care.
# # # Makause Home-Based Care Cases
Volunteers continue monitoring vulnerable families and elderly residents, providing assistance according to individual needs.
# # # Special Needs Children's Cases
Three children with **Cerebral Palsy** remain priority cases:
* 6-year-old girl
* 8-year-old boy
* 9-year-old boy
The principal of a local special education school has agreed to meet the families.
Next Monday, volunteers will accompany the children and their parents to discuss:
* School admission opportunities.
* Access to special education services.
* Wheelchair and assistive device applications.
* Available government and social welfare support.
Progress will be reported at the next volunteer meeting.
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# # 1.5 Delmore Community Report
Four local volunteers from Delmore attended the meeting.
Delmore falls under the Boksburg area and participates annually in the Winter Relief Distribution for approximately **600 households** together with Primrose.
The community consists of **four to six neighbourhood sections**, each with its own volunteer leader.
Approximately **20 local volunteers** are currently serving the community.
Current community projects include:
* Soup Kitchen
* Community Garden
It was proposed that Delmore become an official long-term community care point under Gauteng Mutual Care – Team 2, subject to approval.
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# # 1.6 Youth After-School Support Programme
The Youth After-School Support Programme originally enrolled **7–9 students**. Due to inconsistent attendance, only **three students** attended this week's session.
After discussion with teachers **Hobby** and **Sharna**, it was agreed that several students regard the programme as highly valuable and hope it will continue.
However, the Branch also noted that increasing educational programmes may create scheduling conflicts for volunteers and students.
# # # Resolution
Grace will continue communicating with the participating youth to better understand their attendance, needs and commitment before submitting recommendations to the Branch regarding the programme's future.
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# 2. Local Volunteer Organisation
# # 2.1 Overall Coordinator – Lydia
Responsibilities include:
* Overall coordination of local volunteers.
* Communication among all service areas.
* Coordination of major events with Chinese volunteers.
* Consolidation of monthly reports.
* Assistance with home visits in Second Port and Marathon.
* Supporting documentation and media recording together with Tzu Ching volunteers.
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# # 2.2 Education Coordinator – Grace
Responsibilities include:
* Volunteer education and training coordination.
* Encouraging participation in Branch educational programmes.
* Friday Youth After-School Programme.
* Saturday Children's Tutorial Programme.
* Volunteer communication and transport arrangements.
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# # 2.3 Area Leaders
Each Area Leader is responsible for:
* Home-Based Care.
* Community support activities.
* Monthly reporting of cases and work progress through the Discussion 2 volunteer group.
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# 3. Volunteer and Resource Management
# # 3.1 Volunteer Service Hours
All volunteers are required to:
* Record weekly service hours.
* Submit monthly summaries.
* Present reports during the monthly volunteer meeting.
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# # 3.2 Rice Inventory Management
Monthly allocation:
* Four service areas: **5 bags each** (20 bags)
* Two kindergartens: **3 bags each** (6 bags)
* Linda's emergency storage: **5 bags**
**Total: 31 bags (10 kg each).**
Rice may be repacked into smaller portions for Home-Based Care visits and emergency family assistance.
Linda will submit monthly inventory reports and replenishment requirements.
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# # 3.3 Volunteer Vests
* Makause: 7
* Delmore: 5
* Lydia: 10 (shared by Marathon and Delport volunteers)
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# 4. Monthly Local Volunteer Meeting
Meetings will be held at the end of every month.
Linda will coordinate all Area Leaders.
Meeting dates will be announced in advance, and Serena will be informed at least one week beforehand to arrange the venue.
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# 5. Community Centre Feasibility Study
Following discussion, the meeting agreed that local volunteers are still developing their organisational and independent leadership capacity.
Therefore, **the establishment of a Community Centre will be postponed**.
Linda will lead a feasibility study covering:
* Feasibility of establishing a Community Centre.
* Selection of a suitable coordinator.
* Vision and future direction.
* Programmes and services.
* Human resources and management structure.
A full proposal will be submitted to Serena before presentation to Gauteng Mutual Care – Team 2 for discussion and approval.
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# 6. Meeting Resolutions
1. Continue strengthening Home-Based Care and community support in all service areas.
2. Fully implement volunteer service-hour recording and rice inventory management.
3. Continue holding monthly Local Volunteer Meetings.
4. Submit the proposal to include Delmore as a permanent Team 2 community care point.
5. Postpone the establishment of the Community Centre until the feasibility study is completed and approved.
6. Continue following up on education, wheelchair applications and welfare support for the three children with Cerebral Palsy.
7. Grace will continue monitoring the Youth After-School Support Programme and submit recommendations for its future development.
8. Encourage all local volunteers to cultivate initiative, responsibility and self-motivation. By embracing the spirit of **"Heaven helps those who help themselves,"** volunteers can build a sustainable community service network and provide long-term compassionate care to those in need.
**Minutes Prepared by:**
Serena
