The purpose of a branch is:

• to provide information, education and support to diabetics and families in the area.
• to create public awareness of diabetes, its symptoms and management.

WORK TO BE DONE
SADA is primarily a volunteer organization, so in general we do not want to dictate to our branches.  We suggest that branches try to reach as many of the objectives as described below as they can and with which they feel most comfortable and which in their opinion would best serve the diabetics in their community. 

BE AVAILABLE
A branch needs to have someone available to talk to callers so  a phone is essential, and an answering  service highly recommended. 

INFORMATION
Each branch should be a source of information about diabetes and its management, and about local services available to people with diabetes in the area. 

Diabetes Information

• Have a supply of pamphlets and booklets for sending out/giving away.  Source  these from National Office, pharmaceutical companies, any other !
• Have a library of recommended books for lending out and a list of names of  available books which enquirers could buy themselves
• Build up a library of videos for loan
• Build up at least one complete set of Diabetes Focus (possibly in a file)  for the branch, and possibly an extra set of each issue that could be loaned out. 
• Subscribe to the British and American Diabetes Associations namely  Balance and Diabetes Forecast. 

List of Community Services  

SADA supplies info but not services.  Build up a lists of local services so that you can direct diabetics to professional help in your area.  National Office to help with this by approaching national associations for contacts

• Emergency numbers for immediate help for diabetics in trouble
• Local clinics, where and when and contact names and phone numbers
• Local pharmacies who will provide a service to diabetics.   Particularly who will do blood sugar tests, stock a good range of diabetes products, will offer special prices etc.
• Local doctors who are particularly interested in diabetes
• Local podiatrists who are particularly interested in diabetes
• Local dietitians who are particularly interested in diabetes
• Local eye specialists who are particularly interested in diabetes
• Local Support groups
• Suppliers/homebakers of diabetic products.
• Other?

Counselling
“Counselling” is a somewhat grand word for chatting to someone, often just on the phone, but it is an extremely valuable service offered by SADA.  It can be a great help, for example, for a newly diagnosed diabetic, who’s been overwhelmed with the medical diagnosis and just needs some reassurance and the common touch - of someone who’s been there.  It’s most important that  there be someone at the end of the line - not for hours at a time, but at set times,  or on a phone back basis. 

Accordingly each branch representative needs to have a sound knowledge of diabetes so that simple questions can be answered.  Most branches find that often callers only need reassurance and the opportunity to voice their fears and concerns.  Ideally representatives also need to know the practical techniques of blood testing using the various meters or visual testing, insulin injecting, dealing with hypos - or know someone e.g. a pharmacist nearby who can give practical advice.

Training for Branch Representatives
This matter needs attention.  At the moment branch leaders are encouraged to read a lot and attend what courses they can e.g. Body Link and an Advanced course with CDE. 

Contact with members
New members should be sent a welcome letter and some information about the branch, meetings, newsletter if available etc.  National Office may ask branches to contact members who haven’t paid their subscription fees.  Close contact is to be encouraged - ask members to visit the office etc.  Use every excuse to get close to members. 

Newsletter
This can give information about branch news, local events, meetings, special offers from pharmacies, competitions, support groups and recipes etc.  It may be possible to get the printing sponsored by local businesses.  To avoid postage costs, your newsletters can be distributed to your branch members as an insert in Diabetes Focus every quarter.  Focus is posted in mid March, mid June, mid September and the third week in November.  Diabetes Focus needs news and stories and good photos from the branches. 

Support Groups
Encouragement of the formation of groups of people with similar interests or in the same locality helps diabetics to assist each other with living with diabetes day by day, sharing experiences etc. 

Information meetings
Speakers, workshops, organised on a regular basis or from time to time as suits the branch.  Advertising these events to the public is advised.  If possible an annual function, probably for AGM, to which all local suppliers of diabetes products are invited to display their wares. 

Education
Structured courses such as Body link can be organised through CDE.

WHEN THERE IS NOT AN OFFICE i.e. if the branch is run from a home it is advisable

• to have a space set aside for the paperwork etc.
• to consider renting a dedicated line for a phone/fax/answering machine

The Branch should elect a committee with a Chairman, Treasurer and Secretary.  A constitution should be adopted and an administrator or office worker appointed to do the work of the branch as identified by the committee - initially probably a volunteer but this could become a paid position as funds increase.  The committee should meet at regular intervals if possible, and minutes should be kept of each meeting. 

BRANCH IDENTITY
Each branch should have a postal address, and a phone, fax and answering machine.  These should appear in the LOCAL TELEPHONE DIRECTORY under D ..  Diabetes Association, AND S  ..  SA Diabetes Association

Membership Fees
SADA membership is managed by National office.  All membership application forms are processed by National Office, and all accounts and receipts are sent out from National Office.  In 1998 branches receive R20 of the R45 fee from all members in their area, as well as all donations to SADA made by members in their area.  National Office keeps the balance.  Fees due to branches are paid out by National Office on a monthly basis. 

Branches are independent financial entities, registered with the Dept of welfare with their own fundraising number.  As such they are required to keep close control of their finances and to have their accounts audited each year.  Copies of their annual audited accounts should be sent to National Office. 

Sub-branches and support groups differ from branches in that they do not receive funding from membership fees and are not registered with the welfare department.  Usually this is because there are only a few members in the area.  They receive support and financial assistance from their local branch or National Office on an ad hoc basis.

All the aims and activities outlined above for branches apply, and leaders are asked to achieve as much as they feel they can manage.

Primarily this is a matter of motivation and of numbers.  To become a branch the sub-branch must elect a committee and operate for a year, provide financial statements and comply with the regulations required by the Welfare department outlined below. 

Dial-a-Conferences, where there is a phone link round the country are arranged for SADA board members, every two months.  The chairmen of all branches are invited to attend.  Minutes of these  meetings are also sent to all sub-branches and independent support groups.

In addition National Office is in close contact with branches and sub-branches each quarter when National Office will ask for news and updates and changes.

Zakhe Programme
Ideally each branch should have a Zakhe kit and at least two people in the branch should be trained in its use.  Efforts need to be made to run courses for Type 2’s for diabetics in the area. 

Camps
Camps for children, young people and families have all proved popular and should be considered as an important education and motivation tool by all branches.  This is usually done in collaboration with a local Service Club such as Lions or Rotary, or one of the pharmaceutical groups, or special interest group in the community. 

Fundraising
Some branches may want/need to raise funds for good projects, methods include street  collections, Christmas card sales, premieres, visits to special attractions, big walks, raffles etc.  Most fund raising raises general public awareness. 

Selling Diabetes Products
Some branches (Durban, Pietermaritzburg) sell meters, strips and various food lines from their offices very successfully.  Western Cape have just started.  This not only provides an excellent service to members by cutting their costs considerably, but it has also raised funds for the branch, and gives SADA important face to face contact with members.

Diabetes Focus
The editors need lots of news and comments from the branches, sub branches and support groups for insertion in the magazine.  This magazine belongs to everyone in SADA, specially the branches, sub-branches and support groups and needs feedback so that we can be sure that it is really informing and encouraging its readers.  The editors need to know - good and bad !! So don’t be shy with your comments. 

Membership Drives
SADA is always looking to increase its members.  This may be done at any time and in any way possible - but a major drive is done nationally every year during Diabetes Awareness Week during the week of November 14. 

Coordination/Cooperation with local groupsIdeally Branches should build up  relationships with local authorities and organizations and local reps  of national organisations: 

• Local health departments and clinics etc.
• CDE
• Service clubs such as Lions, Rotary
• National associations which are involved in diabetes (Dietitians, podiatrists etc.)
• Pharmaceutical representatives
• Dia bear
• Other ?

Ideally each branch should have an office which is accessible to the general public - even if it is only open for short, specified hours.  An answering service be available at all hours required for the distribution of Diabetes Focus.  This is another opportunity for the workers in the field, especially the sub-branches to discuss matters of concern to them with a National Office representative. 

An Application Form in terms of the Fund raising Act (no 107 of 1978) must be submitted to Dept of Health and Welfare (Form available from National Office)

Other information required:

1. Minutes of an Annual General Meeting
2. List of names and addresses of Committee members
3. Chairman’s annual report
4. Annual audited financial statements
5. A full list of members of branch

NOTE:  A COPY OF EACH OF THESE DOCUMENTS INCLUDING THE COMPLETED APPLICATION FORM SHOULD BE SENT TO NATIONAL OFFICE AS WELL