UNCONFIRMED

Minute of a meeting ofFaculty of Travel Medicine Executive Boardheld in College on Thursday 23 June 2016 at 09.30am

Present

Grp Capt Andy Green - Dean [AG] / Mrs Lorna Boyne – Vice Dean [LB]
Mrs Margaret Umeed - Secretary [MU] / Dr Angus Menzies [AM]
Mrs Carole Tracey [CT] / Mrs Jane H Chiodini [JHC]
Dr Katie Geary [KG] / Mr Alan MacDermid [AMacD]
Ms Sharon Graham [SG] / Ms Jennifer Anderson [JA]
Dr Sundeep Dhillon [SD] / Mrs Carolyn Driver [CD]

In Attendance

Mr Muir Brown [MB] / Ms Lorraine Westbury[LW] for item 5 [2 & 3]only
Mrs Shona McCall [SM] / Ms Sue Campbell [SC]for item 6Aonly
Mr John Cooper [JC] from 9.30-12.30 / Dr Pal Voltersvik [PV] via Skype from 3pm-3.15pm
Ms Hazel Hynd [HH] for item 6A only
Chair’s Welcome
The Dean welcomed all present to the meeting and thanked LB and MU for their work during his absence and highlighted the following:
  • AG has asked that when sending emails or documents that they have a subject heading and are signed and dated.
  • AG issued the board with job descriptions and Terms of Reference: Each individual should check and ensure these are reviewed and current. MU has a copy of each.
  • AG thanked JC for all his support and contribution to the Faculty. With the departure of JC it is acknowledged there will be a period of transition over the summer.
  • The board members should look for opportunities to change and take the Faculty forward.
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2. / Apologies
Apologies were received from Mrs Dawn Alldridge
3. / Minutes of the meeting of FTM executive Board on 4 February 2016
Approved as a true record of the meeting
4. / COI Form
  • The forms are to be taken seriously and individuals are asked to review them
  • Signed copies of the forms to be sent to MU/SM
  • CT & AM should complete a form
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CT/AM
5. / Matters arising from the minutes
  1. FTM StrategyAG circulated his Strategy Document, outlining timelines and deadlines that he wishes the Faculty to work towards. It has been agreed by College Council and Executive Board that all Faculties will have a Strategy Document which demonstrates what the Faculties do. AG asked everyone to review the document and using “track-changes” send constructive comments to MU. If nothing to add please also advise MU
  1. Cameron Lockie Medallion and Memorial Fund - award on “hold” due to the changes to the course. MB has spoken with Valerie Hogg to see if a candidate could be identified with the highest “score” with any individual having to fulfil the criteria. AG has asked that any fees accrued from “lecturing” could be set against the Cameron LockieFund, this has not yet been done. LW to investigate and report back.
  • The ribbon on the Deans medallion needs to be replaced. The Board indicated a preference for a chain rather than ribbon MB to explore options.
  1. FTM Financial Report - LWcommented on the Finance Reportfor 12 months to March 2016. Draft accounts are ready, butwill not be signed off until the College accounts are approved. Income is below forecast due to the delay in exam/diploma. College overheads have been allocated to the Faculty, this is a % split members vs subscriptions. There is an overall deficit to the Faculty of £57K, partly due to the loss of the diploma revenue. LW/CD to work together to get the accounts signed off quickly and to work on more accurate budget forecasting.
  • The College long term financial stability is good with approximately £15m in reserves after outgoings, it is envisaged that there would be a £1.5M outlay on the building project for 2016/17. JC confirmed that accounts for FPM were also showing a deficit.
  1. FGM RCN - Documentproduced for Travel Advisors, Midwives and Women Health Advisors, with DOH funding,JHC has 2 weeks to make comment on the content. It will beendorsed by the College, launched at the AGM/Symposium in October, the FTM logo should be used and not the College logo to ensure no confusion. Copies will be available.MB to discuss with the Elaine Mulcahy, Deputy Head of Communications, JA asked to be involved in the communications regarding the document
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LW
MB
LW/CD
JHC
MB/JA
6 / Standing Items
  • HH/SC updated on status of the Diploma in Travel Medicine and Diploma in Expedition & Wilderness.
A.Diplomas
  1. Diploma in Travel Medicine
September 2016 Diploma in Travel Med cohort
All applicants have been asked to pay their £500 deposit by mid-July. Those who don’t pay by then will be removed from the file.
Currently there are 27 applicants – one is a deferral from last year. Breakdown is as follows:
Male / 10
Female / 17
Doctor / 7
Nurse / 17
Pharmacist / 3
Country where currently working
UK / 22
Norway / 1
Australia / 1
Hong Kong / 1
Bahrain / 1
Kenya / 1
November 2016 Foundation Course
Currently 10 applicants
Male / 4
Female / 6
Doctor / 1
Nurse / 7
Pharmacist / 2
Country where currently working
UK / 7
Norway / 1
UAE / 1
Ireland / 1
All applicants have been accepted, the Board felt that there was potential for more applicants as there was a good amount of interest at NECTM, SC would have to “cap” the numbers at 36
Course Manager position
  • Job share position to be advertised in July to commence a month before the September course starts
  • The Board asked if the recruitment date could be brought forward as a month didn’t seem enough time to understand the course
  • HH advised that the job advert was ready to go out but did indicate some concern as to the “pool” of people qualified and who would want a 2 day per week position
Diploma in Travel Medicine (DTM)
AG wrote to the President outlining a number of issues:
  • The revision of the course is still ongoing. The structure of the course is from 1994 with no change to the content
  • GCU were issued with information relevant to the course which had not been seen by the Board. The GCU report was not issued to the Board, therefore they had no opportunity to make recommendations
  • AG met with the President and JC to discuss the course and information passed to GCU
  • Board held a tele-conf in May to review the process and outcome and AG submitted a report to the President/JC
  • AG/LB/JC met with the assessors at GCU on 7 June, the aim of this meeting was to establish what could be done better and how to move forward
  • The recommendation by AG and LB was that the Education Department should move ahead with developing the Diploma of Membership examination course.
  • HH reminded the Board that a preparation course must be both robust and viable for the College; and that the information under review was in 2 stages
  • Stage 1 was looking at the credit rating/learning/module outcomes
  • Stage2 was when the actual content of the course is decided
  • JC advised that the course framework and course content provided to GCU was current, dated 2015 and had been explicitly produced at the meeting of 7 June by GCU to show it was up-to-date.
  • The Chair and LB disagreedthat the information supplied was current and reiterated that they had seen no new information at the 7 June meeting.
  • The Board expressed concern re the obvious “break-down” in communication between Education and the Faculty.
  • JC countered these comments and was adamant that the information supplied to GCU was current and accurate. JC also reiteratedthat the structure that GCU recommended was academically sound and had been confirmed as such on 7 June.
  • JC said that any allegation of blame for a break down in communications rested with him and no-one else.
  • The possibility of a Preparatory Course should be considered if this route would grow membership and a business case should be undertaken.
  • It was agreed that better communication withinthe College was essential.
  • AG has prepared a report of the most recent meeting with GCU which he will circulate to LB/JC in advance of his meeting with the President.
  • JC stated that the Board had taken a decision to stop the existing Diploma and develop a preparatory course for an exam. That was the Board’s decision and he did not expect them to change their mind. But he reminded the Board that they had not met their membership targets for the year with the total number dropping to 357 against a target of 415 and that the FTM exam had not produced large numbers of members. The plan to create a preparatory course and exam would have to be the subject of a business case and if the income generated was less than the current Diploma, then the College would need to take a view on its viability.
II. Diploma in Expedition and Wilderness Medicine (DipEWM)
  • HH advised that the DipEWM had launched and the residential week was underway with both UK and International students
  • The Board were unsure what level of membership, if any, this would give a member and MB was asked to look into this
  • HH was currently exploring the possibility with the University of Plymouth of the DipENM being a rout to a master qualification.
  • The Route to a “Masters” was being looked at with the pathway nearly confirmed, HH looking at the University of Plymouth rather than GCU
  • HH confirmed that she did have a Business Plan for the DipEWM and would circulate this to the Board. The course would require 16 candidates to make a profit, 12 to break-even and that the credit rating would be PgDip and this was recognised qualification in the UK and Europe.
III. Interest from Qatar
  • SC has been contacted by the Department of Public Health, Qatar who want to put forward 15 students for the Diploma course. 1 student has signed up with a further 2 possible
  • The long-term aim of these students was “Fellowship” of the College
  • The possibility of an Annual Symposium in Qatar was raised, SD to take forward; SC to pass the contact details to SD
  • MU advised that the Faculty had already been approached by Oman re a similar enquiry and had done substantial work to find out they had run out of money, MU to contact Oman to find out the current position
B: Specialist Groups/areas
Examinations
  • MFTM Part 1 exam will take place this year, MFTM Part 2 will take place in December 16,need 12/14 to make course viable, 2 applicants to date, closing date 9/9/16
  • The next Question Setting group is 24/6/16, Jane Dickson (Pharmacist) to attend
  • SD to check if any of his colleagues would be interested in applying, changes to the format of the OSCE exam to be considered in 2017
MFTM Part 2 Entry requirements
  • Currently 3 years of completing the DTM, extension to clause can be requested, must be put in writing to Medical Examination Board, AM to write to Valerie Hogg and ask for “Chairs Action” re requests for extension to clause
Education and Professional Development
Faculty Education Board
The FTMEB has met twice since the last FTM Executive Board meeting.
Outcomes - Meetings/Symposia
Completed meetings
  • RPS meeting in April 2016. 82 attended, lower than previous
  • In 2017 this will be held on a Saturday to see if more appealing to delegates.
Future meetings
  • Annual symposium 6th October – all to promote meeting and pre conference dinner. Marketing underway. It is hoped that the launch of the FGML Travel document will generate some media attention.
  • December 2016 Scottishpractice nurse association (PNA) want an update in travel health meetingwhich will be held at 200St Vincent Street, thus increase in day rate, Sponsorship options being explored.
  • Primary Care and Public Health May 2017and Health and Wellbeing at Work event in March 2017 – FTMEB involved in programme and suggestedspeakers for these, possible stand and branding promotion.JC to copy MB in to emails re the Primary Care event as Education will lead.
  • Excellence in Healthcare 2017 (triennial) 8th June 2017 ‘Travel Medicine – the Big Picture’ Plans and programme in progress
  • A theme is requested for the FTM Annual Symposium. HH asked that AGM be held at a different time next year. MB to check regulations.
  • Preliminary discussions in progress for meetings with IAPOS, School Nurse Association and RCGP
  • Meeting request with Qatar, late 2016/early 2017, awaiting further news
  • Pharmacist Standards/Education concept - No progress as yet, awaiting reply from letter sent to the RPS President from our Dean
FTM Hub
  • Pilot up and running, all FTM Members advised (thanks go to Cathy O’Malley for her significant contribution to help JHC create the Hub)
  • Planned evaluation of the tool to be carried out with results by early October to help inform future of the project
  • A planning document is being prepared to create the next edition of the hub; each Board member will take ownership of a section and work with an author.
Issues
  • Hub cannot currently be secured within member area so the weblink is in fact available to anyone who has it (
  • Request for bulk subscription and management of same
  • Would it be better placed on ‘My College Online’ for purchase with ‘code’ for members to access
  • Future work in the development of the construction of the Hub
E learning for My College Online
  • College now working on the Japanese encephalitis module Jen Anderson has prepared
  • Plans to film presentations at the Annual Symposium for creation of e learning modules
TOR documents shared with FTMEB and discussed – some minor comments to be fed back.
Promoting the Faculty
  • Faculty promotional video, MB advised no funding for this, a College wide video is being considered
  • COI slide to be prepared by Board members for external events they present out, guidance on this from MB. Board members to use discretion as to events they attend. JHC can liaise with external events organisers if Board want to promote faculty.
Media & Communications
  • JA is “tweeting” but the Board need to advise if they have something to communicate, photos work well.
  • JA requested Facebook page, JA/JHC looking to set up a “group” with Education to promote the Hub.
  • JA to explore ways to promote the Faculty Strategy document, JA due to demit office in October, replacement for role needed.
  • TM Daily Media email being considered.
Continuing Professional Development
  • KG main lead DA struggling to engage Pharmacists.
  • AG written to the President of the RPS after the event in April, no responsereceived ,AG/LB/MU considering a face to face meeting with the RPS President.
  • FTM Annual Symposium was approved with 5 CPD credits .
  • JHC to forward her Education Board report to PV.
  • JHC to contact PV and update on the Education HUB.
  • JHC/SD to create a short presentation on the HUB which PV could use to promote.
  • PV to revisit discussions with Finland on the course. PV has raised travelling to Glasgow with international students and they have no issue with this.
International relations
  • SD to write an International Strategy, SD attending conference in August 2016

  • SDadvised that Faculty should consider attending conference in India in 26-29 January 2017; will follow up with Lisa Mcmanus.
  • SASTM conference; CD attending to promote courses, exams, membership of the Faculty at the pre-conference workshop
MFTM
  • No applicants in 2015- Ann McDonald went to South Africa, assessed their current course, compared it to our own Foundation and Diploma courses produced a Equivalence reportMU will circulate to the Board and raise with Valerie Hogg.
Global Health Group
  • The College has initiated a fundraising campaign “Supporting medical training in Malawi: To help raise funds a number of senior Fellows including the President are participating in the “5 ferry challenge” Everyone has been invited to participate.
  • AG to meet with Chief Medical Officer/Human Resources to discuss travel medicine.
International Delivery Group
  • John Cossar has been appointedas International Associate Director and will sit on the International Delivery Group.
  • The 1st meeting in April ,John Cossarunable to attend , Lisa McManusto provide actions.
C. Committee Reports
College Council and Executive Board
  • AG advised that minutes of the College Council andExecutive Board, are not available for circulation, but available if anyone wishes to see them. Main points to note are:the resignation of JC COO
  • Financial position for 2015/16 states the College made of “loss” of £500K for the year. The plans for the refurbishment of 232-242 St Vincent Street were re-considered and it was decided to remove the creation of the cafe from the plan.
  • After the completion of the refurbishment, the plan is to rent out 2 floors in 19Blythswood Square to generate income.
CollegeFellowship Committee
  • 6 candidates awarded Fellowship through FTM Fellowship Committee since the last Board meeting. Almost all were put forward by Alex and Sandra Grieve
  • Members of the FTM Fellowship Committee asked to assist with reviewing
Fellowship applications.
  • 2 potential Honorary Fellowship candidates for the Faculty: Dr Eric Walker and Professor David Warrel, after discussion the Board agreed to ask forDr Eric Walker’s application to be considered atFellowship Committee meeting on 25th July.LB to start the process; 6 referees are required.
  • The Board were asked to consider any member they knew who could be put forward for Fellowship
  • The Board would like the criteria for entry considered at the AGM to look at direct membership based on experience and skills
  • It was noted that the Faculty will not move away from the exam route of entry
College Scholarship Committee
  • The Scholarship Committee Meeting scheduled for 26 May 2016 was cancelled and re-arranged for 20 July 2016
  • No applicants from TM received for any Scholarships
  • No applications received for the FTM Triennial Scholarship; CD to write an advert which will go out to the Faculty members. Post meeting note – application has now been received.
Membership Services Board
  • JA summarised discussions from the meeting held on 10 May 2016;
  • Membership Services has been re-named Membership & Communications
  • FTM does not yet have any UK Regional Advisors. The Board are asked to identify a suitable candidate.
  • The increase to the Affiliate rate from £24 to £30 (a 20% increase) was not communicated to the Board
  • A breakdown of number by membership category was circulated
College Lay Advisory Board
  • Meeting scheduled for 31 May 2016 was unfortunately cancelled as it was quorate
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MB
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SD/SC
MU
SD
AM
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JC
MB
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MB/JHC
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JA/JHC/EM
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AG/LB/MU
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PV
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SD/PV
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7. / News Items
Implications of the Montgomery Case 2015 (Bolam Test)
  • Changes to UK law on informed consent
  • Montgomery Case 2015
Regulation of Private Travel Clinics Scotland
  • Due to changes in regulations due to come into force, LB has agreed to be the representative for the Faculty with Health Quality Scotland and feedback at the next meeting
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8. / AOB
  • AM has had his role as Representative for Examinations extended for a further 2 years
  • AM is happy to move forward with exams, question setting group and course development
Dates for 2017
  • Once the dates are set for the College Executive Board the Faculty Board dates will be set for 2017, in order that minutes and reports are available the Board meetings will be scheduled 3 weeks in advance of College Executive Board meetings
  • Once the dates are set, if members cannot make the meetings they can submit written reports for circulation

9. / Date of future meetings
Confirmed as follows:
  • 22 September 2016 – Lock Room
  • 24 November 2016 – David Livingstone Room

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