Healthwatch Torbay Pre AGM Board Meeting

Paignton Library, Healthwatch Torbay Office

7th October 2015

2pm – 4pm

Present:

Pam Prior (PP) Trustee

Pat Teague (PT) Trustee

Anita Forrest (AF) Trustee

Pat Harris (PH) Healthwatch Torbay CEO

Sarah Bickley (SB) Healthwatch Torbay Officer (Minutes)

Gerry Cadogan (GC) Public Health Torbay

PART 1
No / Item / Action Number
1. / Welcome and apologies
Apologies:
Kevin Dixon, Stephen Hanbury, Fiona Collis
Conflicts of Interest - none
2. / Minutes from last meeting
Minutes from the last meeting on 9th July 2015 were approved as a true and accurate record.
Proposed PP Seconded PT
3. / Matters Arising
Actions from meeting 9th July 2015
1 – Completed. At the next board meeting trustees to define the role of a HWT trustee together with clear expectations.
2 – PH to identify speakers for future board meetings – C/F
3 – completed
4 – SC to check if HWT literature is placed in GP surgeries and the CCG. PH to chase
5 – completed
6 – completed
7 – covered under A.O.B
8 – Children’s redesign group meetings – The last 2 meetings have been cancelled due to lack of admin support. KD/PH to forward a letter to the Chair of the Children’s Redesign Board to request involvement at this meeting.
9 – Completed. Business Committee to undertake a review of all external meetings attended by HWT. PH to take forward at next Business Committee meeting
10 – Completed
11 – KD to try and make contact with the manager of Torbay CAB. C/F
12 – Completed
13 – Completed
14 - Completed / Action 1
Action 2
Action 3
Action 4
Action 5
Action 6
4 / Updates
Business Committee
PH provided the board members with a verbal update from the Business Committee as followed:
  • Three new trustees have been identified and will be looking to stand at the HWT AGM on 21st Oct 2015. Fiona Collis who will be focusing on Information and Advice, Chris Sumner from Parent Participation Forum and Helen Harman Age UK Torbay. PH is interviewing a potential 4th new trustee shortly who may need to be co-opted in the first instance due to shortage of time before the AGM.
  • Single Point of Contact Project – Currently this project has been delayed while the Integrated Care Organisation (ICO) is embedded
  • Funding – It is extremely important to secure additional funding to be able to sustain a similar resource level in the remaining few years of HWT contract and to be able to continue to deliver current work load levels along with undertaking HWT core functions. In future contract reviews the HWT Board may have to discuss with the Local Authority how this may affect our delivery.
  • Although the business committee has recently been reshaped, there is still a need to identified individuals with particular areas of skill/interest to join the committee. Ken Pickering (KP) attends the meetings in an advisory capacity. His main roles is to look at possible additional income streams/funding and also look at HWT governance documents to ensure it is fit for purpose. KP has recently been successful in obtaining an award for all grant that will be used to purchase a CRM for HWT
  • TOR’s for the Business committee have recently been amended to include reviewing areas such as HWT work planand business plan. Work is still to be undertaken to establish delegation of power between the HWT Board and business committee. Action – to be reviewed at the next Business committee and Board meeting
  • Executive Board need to give consideration to current resources and staff capacity to ensure that all HWT volunteers are supported in their role and the time given by HWT volunteers is productive. Action to be reviewed by the business committee
PH shared a copy of the briefing template (appendix A) which must be used by all staff and volunteers when looking for a new piece of work to be considered by HWT. Completed briefing documents are reviewed by the business committee to ensure HWT have capacity and to identify a lead who will be accountable for a particular piece of work.
PH shared a copy of the work plan which will run on a quarterly basis (appendix B).
HWT Business Plan will shortly be in a position to share with the Board, community, partners and key stakeholders. PH will provide a copy via email to Board members when completed.
PT provided an update on the work surrounding young people. Progress has been slow due to the number of people who have not responded to HWT. Action GC to chase the individuals mentioned at the last meeting with PT, as they have not responded to PT email and calls.Action GC agreed to forward the finding of the Good Childhood survey feedback when completed.
Action It was agreed that a risk section should be added to the work plan. PH to take forward.
Draft HWT Accounts for 2014/15
SB presented the draft accounts for period 2014/15(Appendix C).Action – SB to seek clarification on page 10 re duplicate columns and if one can be removed. SB has already sent a copy of the draft accounts to trustee who could not attend today requesting an email reply from each trustee stating if they approve the accounts. SB advised that HWT treasurer will present the accounts at the AGM on 21st Oct 15.
Draft accounts were proposed by AF seconded by PT
All present approved draft copy which was signed by PP on behalf of HWT in KD absence.
HWT Quarter 2 budget
SB provided an overview of quarter 2 budget for 2015/16.
(Appendix D) / Action 7
Action 8
Appendix A
Appendix B
Action 9
Action 10
Action 11
Action 12
Appendix C
Action 13
Appendix D
5 / AGM – Election of Board
Rules and By Laws – It was agreed to amend the following subject to HWT voting members approval.
Currently shows
“3.1Healthwatch Torbaywill be managed by a Board of Trusteesconsisting of a minimum of ten members not including the Chairperson who shall be a member by right. Members of the Board may be appointed from time to time in accordance with the process set out in the Articles of Association”
Changes to be as followed:
“3.1Healthwatch Torbaywill be managed by a Board of Trusteesconsisting of a minimum of seven members and maximum of eleven members including the Chairperson. Members of the Board may be appointed from time to time in accordance with the process set out in the Articles of Association”
Proposed PT Seconded AF
6 / Date of next meeting and future meetings
It was agreed that all future HWT Board meetings will be held on a quarterly basis. PH to request JW set future dates. /
Action 14
7 / A.O.B
PH agreed to provide the HWT Board with the findings and report from the recent independent audit of the staff roles at the next Board meeting.
Public Health Graduate is now in post and 1 day a week has been allocated to undertake a piece of work with HWT. GC and PH to meet and discuss further
PH advised the board that we are still without a nominated commissioner within the local authority. This has been noticed by HWE as no one from Torbay is attending the meeting for Healthwatch Commissioners.Action: PH to forward a copy of the invite to the meeting to GC who will speak to Caroline Taylor.
Action - PP, PH and GC to meet and discuss way forward with Healthwatch quality accounts and review the amount of work involved. GC is happy to considered undertaking a similar exercise to the 360 degree she kindly completed last year on behalf of HWT.
Following the AGM on 21st Oct 2015, it was agreed that the HW Board should to revisit their policy on meeting being held in public.Action -PHto add to next HWT Board meeting agenda
GC was asked to look into concerns relating to who can certify a person’s death. It was raised that there is currently a one day course that people can complete which will allow them and one other person to certify a person’s death without a doctor of paramedic.Action GC to check if this is correct. / Action 15
Action 16
Action 17
Action 18
Action 19
Action 20
Date of Next meeting
To be arranged

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