Minutes / Board Meeting
Date: / 25 July 2017Venue: Synexus, Worton Grange, Reading
Present: / Jim StockleyNon-Executive Director (Chair)
Tony AllenNon-Executive Director (Finance)
Nick Campbell-WhiteExecutive Director (CAB)
Mark SharmanExecutive Director (Help & Care)
In attendance: / Nick DurmanDevelopment Officer
Heather Wyper (HJW)Minute taker
Guests: / Mark FosterSynexus(Thames Valley)
Apologies: / Nicola StrudleyLocality Manager
UllaKarin ClarkVolunteer Coordinator
Connor Eldred-EarlHW Champion (Young People)
Action by
1. / Apologies, welcome and introductions - Apologies as above
2. / a)Minutes of last meeting held on 30 May 2017 - agreed & signed.
b)Matters arising
i)Item 2di - BCF finance workshop:TA awaiting details from NS. / NS
ii)Item 7 - Contract with WBC: Contract had been extended until March 2018 (although no formal notification had been received)
iii)Item 9a - Q4 management accounts:still not received / MS/NS
iv)Item 11b - Dementia in borough:Figures still awaited / NS
3. / Guest speaker - Mark Foster, Synexus (Thames Valley)
Mark outlined the work of the research centre. Synexus= clinical research company. 'Phase IV'i.e. they trial new medications just before products go to NICE/NHS. 3 doctors, 4 nurses, lab technicians and administrative staff based at centre. Access patients via GPs who contact relevant patients. Participation promoted by Synergy as contributing to 'groundbreaking' research which could potentially benefit the individual patient themselves and future generations. Little crossover with RBH which has its own 'fantastic' research centre and because Synergy focuses on primary not secondary care (centre has provision for day cases only).
4. / Community research projects 2017 launch
ND confirmed that promotion had started; first eligible applications awaited. No timetable/deadline had been given. The Board recommended that a September deadline be given for the 'first tranche' of grants. They also requested that the staff team specifically contact (a) previous recipient organisations; (b) Cockayne Court (in relation to its informal 'day centre' activity) (c) WADE; giving details of the 2017 grants scheme and encouraging them to apply.
5. / Workplan projects
a)Prescription changes
NS had shareda strongly-worded letter written by HW Hillingdon about the changes and asked Wokingham CCG for a response i.e. what had been the response to the public consultation in Wokingham boroughand what was the outcome? To date Wokingham CCG had not replied.
The Board agreed that the key issue was ensuring transparency - validity of consultation and how decisions were/are reached. NCW agreed to draft & circulate a suitable H&WB question / NS
b)Extra care
ND confirmed that HW Wokingham's extra care report had been removed from the website for re-editing due to concerns raised by representatives of Readibus, an organisation mentioned in the report. The Board:
  • took full responsibility for the report as the draft and plans to publish had been circulated to them
  • acknowledged that HW Wokingham's primary error was in not sharing the draft report directly with Readibus (only the Volunteer Centre) for comment before publication
  • emphasised pre-publication procedures had been reviewed and a checklistintroduced for the future
  • advised, for future reference, that the report should have been removed from the website as soon as the objection was received
JS had given an apology to Readibus direct and at the HOSC where Readibus had been able to give its point of view. In addition, the Board agreed that:
the term 'grounded theory' should be replaced with a simple explanation of the intended meaning e.g. ' We went through all the comments to identify common themes'.
the re-edited version would be sent to Readibus with a covering letter written by JS
it would also be sent to the HOSC
publication of future reports should be subject to explicit approval by Board members
It was noted that HJWwas available for proofreading reports which could also help identify/avoid issues prior to publication. / All to note
NS
JS & NS
JS/NS
All to note
6. / Health & Wellbeing Board
a)Gateway report - call handling
Noting the 'no wrong door policy' for callers to HW Wokingham, JS requested written details expanding on two example Helpdesk calls, especially regarding follow up, for use at the H&WB. MS shared early version of Helpdesk video. (He agreed to feed back JS's suggestion of adding reference to HOSCs and Wellbeing Boards) / ND/NS/
Helpdesk
b)Wokingham Medical Centre - update
ND confirmed that he and NS had regular meetings with WMC practice manager and would report & seek action on recent feedback. The Board noted reports that WMC was going to be taken over by a consortium of Midlands GP practices.
7. / Finance
a) General - MS forwarded Q1 spend figures to TA and advised colleagues that the current financial position was satisfactory - everything running to budget.
b) VAT update (EL) - MS confirmed that HW Hants tribunal outcome (which HRMC had not appealed) meant that HW Wokmust charge VAT, which WBC would claim back from HRMC. A small amount would come back to HW Wokingham e.g. VAT element of audit fee.
H&C had invoiced SBC for the VAT amount for the current period. Explanatory letter had been sent to WBC. Work was underway at Pokesdown toreissue retrospective invoices and tax returns.
8. / Any other business
a) Staffing arrangements -In response to a query, ND reassured Board that he was happy with his responsibilities and hours, and that he received payment when he worked at weekends in addition to his normal hours. His work was commended. ND also confirmed that CEE was paid for his work. ND & NS were covering the communications officer role between them, with help from HW (also on a paid basis) for specific tasks as required.
b) Homelessness - NCW reported that WBH was building a short-term hostel on Reading Road/Station Road corner.
c) Volunteers - ND & UKC liaising to encourage specific volunteer activities. Enter & View visit had been conducted at Down Lodge, a care home in Sturges Road. It was suggested that volunteer Jane Lord be invited to a future Board meeting to share her experience/perspective.
d)Future Enter & Views/visits - TA suggested setting up Enter & View visits on the two forthcoming Extra Care residences.
ND had attended HW Hants training on dementia-focused enter & views and brought back a useful inspection checklist which would be tried out in Wokingham. TA keen to be involved.
It was suggested that the Board visit Suffolk Lodge after next Board meeting at Bradbury Centre, to see how issues raised previously had been addressed. ND indicated it would not need to be formal E&V. / ND
NS/ND to arrange
e)More Arts - JS reported expansion of 'Art for the 4th Age' to five care homes and commented on the connection of older people with younger people (some of the artists were A-level students).
g)Appyness app - Board requested latest analytics e.g. no. of downloads.
h)CQC - Board welcomed NS's positive feedback about CQC liaison but noted her concern that instances continued to arise of CQC publishing inspection reports on services in the Borough without having invited HW Wokingham to contribute its intelligence.
i)Blood pressure checks at stations - Boardwelcomed the invitation to be involved in this Public Health initiative, but suggested declining it. They queried HW Wokingham's potential role/contribution and whether the setting - with rushed commuters - was appropriate. / NS to note
j)Appyness app - Board requested latest analytics e.g. no. of downloads. / NS/ND
k)Community Navigators - Board discussed transparency/ROI monitoring issues. Following queries, the CCG had given figure for cost per head - high due to start up. Board keen to ensure the CCG had long-term projections and would continue reporting ROI over time to show reducing cost and social/other benefits (e.g. savings made elsewhere).
l)Engagement news - Team members had visited Bulmershe school to give presentation and help run workshop as part of 'World of Opportunities' initiative. ND, CEE and volunteers to attend Kenyan Community Day in Woodley. Had also been invited to mental health and wellbeing day in Woodley by Cllr Richard Dolinski.
9. / Dates of future meetings
Tue 26 Sep – Bradbury Centre
Tue 28 Nov
Tue 30 Jan 2018
Tue 27 March 2018

Agreed & signed: ...... Chairman

Date: ......