Tel: 07747778554
E-mail:
Minutes of the meeting of Gloucestershire LPC Holiday Inn Gloucester
9.30 am Thursday 8th May 20141 / Present: C. Gifkins, F. Castle, L. Jardine (notes), T. Banning, D. Evans, P. Badham, M. Powis, S. Williams, A. Bashir, G. Barber, A. Tolosa, E. Beech, W. Ryan.
Apologies: A. Lane, V. Chelu-Walmsley, B. Sira, R. Myers
2 / Draft minutes of the meeting held on 13 March 2014
Accepted as a true record EXCEPT
- Treasurer’s honorarium should be minuted: CG to amend, LJ to add to electronic version. / CG
LJ
3 / Should any of the minutes of the last meeting be removed from the version issued on the web site?
LJ to post to the web site; CG to supply log in details / CG
LJ
5 / Declarations of Interest of members
Members to fill in template during today’s meeting.
LJ to create a fulltable for publication on web site;checking this should be an ongoing agenda item. / LJ
FC
6 / Executive Group meeting report
Work recently has included
- Appointing and making welcome FCLJ
- Agenda for today’s committee meeting
- Discussing new ways of working – opportunity to look at objectives, and committee and financial governance.
7 / Chairman’s report
CG has put in many hours to keep committee activities running smoothly since the unexpected death of Les Yeates in April.
8 / Treasurer’s report
Currently holding slightly more in reserve than PSNC advise (50% of expected expenditure). For review once budget and plan has been agreed for this year.
9 / Pharmacy Development Officer Report
Martin Horwood, MP for Cheltenham is keen to meet. FC to liaise and invite to an LPC meeting andlunch.
PNA:EB met David Squire, GCCto discuss PSNC PNA template and make final amendments to online pharmacy questionnaire. EB to investigate patient questionnaire – wording, timescales, how distributed.SW to send PharmOutcomespharmacist survey link to EB – use would reinforce use of PharmOutcomes.
Care Homes:issues around 2 month prescriptions, over-supply, over-claiming.
Might be an opportunity to renew medicines management service in care homes around controlled drugs and safeguarding/MURs with patients?Dr Bob Hodges is CCG lead.
Needs LPC platform/checklist to support – use existing models.
LPC to write to Barbara Workman to request an up to date list of Practice Support Pharmacists for circulation, will help ensure prescription issues are quickly resolved.
ONPOS:few replies to consultation. EB to contact Jodine Fetch re online system.
Committee unhappy that CCG sentinfoout to contractors without LPC input.
LPC agreed to ask for a pilot, with access to outcomes and guidance re what needs to be measured; will see if system works for everyone.
Specials:CG to arrange meeting with Charles Buckley (CCG)
Stop smoking: Target 20 per pharmacy per year;not many engaging although essential for HLPs. Need template to encourage planned engagement.
Champix – PGD can only be offered by a clinician but Public Health has no budget for it, so unlikely to achieve £25 per appointment without considerable proof of worth.
EB to negotiate for online self-accreditation or evening refresher event (this is part of existing SLA). Promote extra payment of £200 (if reach target) to pharmacies. If clinics do begin to refer directly to pharmacy, renegotiate at that point for £25 per appointment.
Although service currently reported on Quit Manager, possibly put NRT produce/ supply part of service on to PharmOutcomes – can print supply invoice at end of month if necessary. PharmOutcomes reports would allow contractors to see/compare anonymized data.
GPhC inspector event: good feedback and a wakeup call. / FC
SW
EB
SW
CG
EB
CG
EB
SW
10 / Healthy Living Pharmacy update
Pharmacies have been asked to log in to PharmOutcomes by 16th May. How can we encourage/guide/supportthem to do so? Area managers - able to see who hasn’t logged in?
Health and Wellbeing Board hasan action plan – LPC should have a mirror plan re budgeting.
Website needs to be updated and ‘How to use PharmOutcomes’ article in newsletter– EB and SW to send material to LJ.
FC to ask re Nikki Holmes re 100hourpharmacy contract – what action is taken if they laterwithdraw from certain services?
Sexual Health services are ready to go on PharmOutcomes. EB to confirm that SH services in private schools are being covered by Youth Service. / SW
EBSW LJ
FC
EB
11 / CDLin Meeting Report (GB)
Boots SOP means they are reporting even minimal overages. GB to follow up with Julie McCann re guidance on CD reporting.
Patient returns not being destroyed before witness on receipt, pharmacies need reminder – newsletter?
Reminder that Home Office licenceisneeded to move CDs around e.g. for temporary dispensaries off site. Transfers between permanent pharmacies OK. / GB
LJ
12 / Health and Wellbeing Board
- Domestic Abuse strategy;cause of ill health, financial burden. Pharmacy has role to play.
- Mental Health crisis initiative; pharmacy medicines reviews – place in pathway?
- Building better lives;pharmacy placed for engaging disabled customers and carers.
- Systems leadership update.
- Update to HWB strategy; HLP needs to provide evidence and contribute to this.
- Better care fund; £36m available but not new money, may drop services without evidence of worth ‘disinvestment’. Opportunities around flu, falls, minor ailmentsservices - business case needed, evidence that they will hit more targets.
One representative of the LPC should attend each HWB meeting, as they are driving agenda for commissioners. Add to planning/budget.
13 / PSNC Governance Guide
Corporate governance principles document was read, agreed and confirmed by all members present (those not present need to confirm)
LPC Governance Checklist:
Actions (items not checked)
Committee procedures:
- Consulting contractors before significant decisions: mailout plans for the year once decided.Ensure committee available for queries (revise networks?)
- Need to revisit terms of Exec/HR sub-groups and urgent action remit
- Hold AGM June; monies accounted from current financial year only (may need to change way accounts are created)
- WR, PB, SW, TB have not attended new members event; LJ may also be able to attend, CG to speak to Nick Jephson.
- Sub-committee for governance; as Executive with CG as lead
- Induction pack – LJ to make sure new members have access and sign agreements
- List of members’ interests available at each meeting and online
- Corporate responsibility: Once a committee line is agreed, representatives should not deviate. Objections should be raised within meeting. Can make private commercial decisions but no public contradiction.
- LPC will pay members for attendance at training; members will report back what they learned.
- Management accounts: budgets will be attached to all projects, and linked to spending. At each meeting there should be a report for each project.
Exec
CG
MP
LJ
LJ
MP
14 / LPC Self-evaluation framework
See Appendix 1 for today’s evaluation and actions
15 / LPC Business Plan:
GOVERNANCE
- Strategic plan
- Governance:agreed to form sub-committee as part of executive group, CG named lead
- Skills gap analysis
- ‘Negotiating skills’ training – FC to circulate details of Pharmacy Management event
- HR team confirmed by committee with remit to finalise employment contracts.Appraisals to be linked to priorities/objectives.
- Signatures of members not present (confidentiality/DOI). LJ to supply documents on headed paper.
- Pilot trial of meeting report form ongoing; committee to agree and add cost codes to link to project budgets
- Budget to be agreed
- Agenda/minutes to feed in to newsletters and website
- Training needs – all members to check they can log in to PSNC members area
COMMUNICATION
- Web site work; minutes to be added within 7 working days of approval, TB and EB to review site for currency and supply LJ with material for updating.
- Contact details to be collated by LJ; SW and EB hold current lists
- MP to be invited to future meeting
- CO diary available/circulated
- Agenda sent to contractors before meeting
- Newsletter to introduce LJ and FC
- CG to supply an obituary for Les Yeates
- LJ/FC to have @gloslpc email addresses (?)
- LJ to work on refreshing logo/branding
SERVICE DEVELOPMENT
- Flu vaccinations, Minor Ailments, Healthchecks, Care homes
- Pharmacies not logged in to PharmOutcomes to be chased up
- URMS service extension to 100% of pharmacies. SW to requestthat pharmaciescan sign up at any time until this is achieved.
STAKEHOLDER ENGAGEMENT
- SW has up to date stakeholder list. To be held in members only area of web site
- Patient groups – make contact. Healthwatch, Age UK etc
- Invite a guest to each meeting before lunch – e.g. KarenPitney, SolaAruna and David Squire (GCC - PNA), new director of Public Health
- Charles Buckley (CCG)
- Ruth Wain (GCC) / FC
LJ
All
LJ
TB/EB
FC/EB
FC
LJ
LJ
CG
FC
LJ
SW
LJ
CG
16 / Any Other Business
It was suggested that the committee institutes a permanent memorial to Les e.g.an award in his name to be presented at AGM? For discussion at future meeting.
Smoking cessation – EB agreed to prepare a template for pharmacies to indicate how they are going to deliver this service. / EB
17 / DATES OF FUTURE MEETINGS:
10 July 2014, 11 September 2014, 13 November 2014.
Appendix 1: Gloucestershire LPC Self Evaluation 08.05.14
1.Business and Strategic Planning
Level 1: Red / Level 2: Amber / Level 3: Green / ACTIONS PLANNEDStrategic Plan/ Work Programme
RED / Has a written strategic plan for the Committee’s work identifying priorities for the LPC in the year
ahead / Has a work programme which includes plans to develop the local market for pharmacy services; the plan is linked to the LPC annual budget / The strategy and work plan provide a vision for community pharmacy which is shared by the local commissioners. / Committee will create a strategic plan partly based on this self-assessment
Strategic Plan / Governance
RED / Strategic plan reviewed and updated annually; version in place is less than 12 months old / Regularly reviews progress against the strategic plan and work programme throughout the year and the plan is published on the LPC website / Regularly reviews progress and amends/updates plan and work programme accordingly after each review
2.Governance
Level 1: Red / Level 2: Amber / Level 3: Green / ACTIONS PLANNEDWritten Governance Arrangements
AMBER / LPC members are aware of the LPC governance requirements / Has written governance in place in accordance with the PSNC Governance Guide for LPCs / As level 2, but also has either a lead member for governance, regularly agendas governance issues as an LPC item, or has a governance subcommittee / Governance lead will be CG; standing agenda item for executive committee.
Declarations of interest
RED / The LPC has declarations of interest; completion rate is less than 100% / All members have signed declarations of interest / All members have signed declarations of interest; these are updated at least annually / LJ to send headed form to members who have not signed the DoI form.
CEO/Chief Officer
ZERO / Job description written and agreed; if an employee there is a contact of employment.
Self-employed or limited company arrangement recently reviewed for HMRC compliance and freelance ( self- employed) agreement signed in place / Job Description written and agreed; annual reviews/appraisals are linked to LPC priorities and personal development plan in place with measurable personalperformance management targets set.
For self-employed there is a regular review of service delivery against the contract of service and LPC priorities / As level 2; plus structured monthly meetings with manager including review of performance against targets / Chief Officer – to be managed by ‘management sub-group’ (HR group); will review during executive and full LPC meetings. Job description needs finalising.
Chief Officer diary to be standing item on agenda; spreadsheet maintained by FC.
Reports to contractors
GREEN / Provides all contractors with an annual report; contractors may attend the public section of the LPC meeting / Provides all contractors with an annual report and accounts certified by a practising financial professional / In addition to Level 2 Annual Report and Accounts are on the LPC website
LPC reporting
AMBER / Chairman and Secretary/Chief Officer provides verbal reports on LPC activities to the Committee / Chairman and Secretary/Chief Officer provide written reports on LPC activities to the Committee / Chairman and Secretary/Chief Officer provide written reports on LPC activities to the Committee, which are discussed as an agenda item at each LPC meeting ; the LPC CO’s diary for the last and upcoming month is on the agenda as a matter of report / Annual report and accounts: documents should be added to web site immediately after AGM; send link to contractors as well as hard copy?
LPC Minutes
AMBER / Contractors can see committee minutes if they ask to. / Contractors can view committee minutes via the LPC website within 7 working days of them being accepted. / As level 2 plus minutes are used to discuss LPC activities with contractors and to identify future areas of work / Meeting minutes will be added to the web site within 7 days of approval. Updates to be conveyed to contractors via newsletter, at events etc.
Secretary/
Treasurer
GREEN / Is working to separate the roles of secretary and treasurer / Has separated the roles of secretary and treasurer / As level 2, and LPC reviews the appointment of the treasurer each year / Chair, Vice-Chair and Treasurer positions will be reviewed on anniversary of committee (April).
3.LPC Structure and Management
Level 1: Red / Level 2: Amber / Level 3: Green / ACTIONS PLANNEDCommittee Administration
RED / LPC considers administration needs annually. / Committee regularly reviews the work which needs to be completed to deliver the action/ strategic plan and has resource in place to deliver it / As level 2 but this is reviewed every six months to ensure that resource and capacity is still appropriate / Committee admin – In March each year the committee will consider administrative competency.
Committee size and structure
GREEN / LPC has discussed both within the committee and at regional LPC level the future area to be covered by the LPC for recognition by NHS England as part of the amendment of the LPC constitution / LPC has agreed a proposal for future committee area and structure and consulting contractors on constitutional amendments / LPC received contractor approval at an EGM and has received recognition from NHS England
Ways of working
GREEN / LPC has reviewed possible joint working, collaboration and sharing resources with other LPCs / LPC has discussed merger and federation of LPCs / LPC has implemented changes as a result of level 1 or 2 discussions
Secretary/ Chief Officer
ZERO1 RED2 AMBER3 GREEN / Job description written and agreed; if an employee there is a contact of employment.
If self-employed there is a written specification of the service level to be provided by the self-employed person and the competencies required, freelance or service agreement signed and in place / Job Description written and agreed; annual reviews/ appraisals are linked to LPC priorities and personal development plan take place. An Employee Handbook or similar is provided to employees. Measurable personal performance management targets set. If self-employed there is an annual review of the arrangement to ensure the service and competencies continue to meet the needs of the LPC and for HMRC compliance / As level 2, plus for employees, quarterly structured meetings with line manager including review of performance against targets; training needs assessed and being addressed.
The self-employed provide records of CPD relevant to the service provided to the LPC and evidence of their own funding of CPD(for HMRC) / Contract will be finalised and agreed for CO.
LPC Members competence
RED / LPC considers member training needs annually / Members attend appropriate training events to ensure the Committee has the skills to carry out its work / A skills gap analysis of the LPC is carried out on a yearly basis and a programme of relevant activity drafted to meet skills need. / The committee will hold a formal annual skills gap analysis. FC will regularly circulate training opportunities. The skills and interests audit needs to be updated
PSNC Regional Representative
GREEN / Some contact in the last year / LPC meets with RR regularly e.g. at regional LPC meetings / RR has an open invitation to attend all our meetings and does so reasonably frequently ( at least once a year in addition to regional meetings) / The committee will request a report from Andrew Lane (if not attending a regular meeting).
Regional LPC meetings
GREEN / Meetings take place; we do not usually attend, but we receive the minutes. / Meetings take place; we attend when the agenda is relevant to us / We attend all regional LPC meetings to share information and learn from colleagues / FC will produce a report after regional LPC meetings re sharing from other areas.
Resources and expertise
RED / LPC has identified the additional resources and expertise needed in the new commissioning environment / LPC has secured access the identified skills and expertise to draw on when required in a cost effective manner / As Level 2 with the addition that the LPC is involved with the finance and management of the additional resources, reviewing progress at each meeting and taking action as appropriate / The committee will work on identifying resources outside itself.
LPC Finance
Budget
RED / We review our expenditure annually, but we spend what we need to / We have a budget in place for key areas of expenditure linked to the annual business plan / We have a budget in place for key areas of expenditure and review it regularly during the year. / Budgeting will be annually planned and regularly reviewed by a sub-group re expenditure.
Expenditure
RED / Accounts published in the annual report and sent to PSNC / As level 1 but expenditure monitored regularly throughout the year by an LPC sub group / Provides an annual value for money report to its funding contractors outlining the support, resources and business development opportunities it has delivered in the previous year
Reserves
AMBER / We hold more than the six months reserve advised by PSNC / We hold more than the six months reserve advised by PSNC, and are working to reduce our excess / We hold six months reserves as advised by PSNC, and set our levy annually (including holidays) to maintain this position. / The finance sub-group- will work to identify whether the LPC needs more than 6 months surplus; if not, reduce levy.
Expenses
AMBER / There is an informal policy.
Where LPC Secretary/Chief Officer works for more than one LPC, a policy on expenses has been agreed with all LPCs involved for where costs to be shared- e.g. attending a meeting representing 2 or more LPCs / There is a written expenses policy agreed and understood by LPC and officers .Expense claims forms provided and expenses signed off by treasurer / As Level 2 with expenses for Secretary/Chief Officer approved by line manager( e.g. Chair); receipts required for all expenses; 6 monthly, or more frequently, expenses management report prepared for the LPC by treasurer / Expenses will stabilise with agreed contracts for staff. Budgets will be set, possibly with extra flexibility at this stage. Members will break down expenses on claim forms by cost code, in order to attach claims to separate budgets.
Staff expenses policy (for travel/consumables etc) will be firmed up after discussion (LJ and FC with LPC exec committees.)
4. Communication