Notes of Governors Membership Meeting 12 December 10:00am ...
Notes of Governors Membership Meeting 12 December 10:00am ... Notes of Governors Membership Meeting 12 December 10:00am ...
Notes of Governors Membership Meeting 12 December 10:00am – 12:00 at Trust Headquarters Leatherhead PRESENT Julie Gaze Lynn Fairfield Stuart Craig Barbara Nurse Tracey Hayes Ted Pottage John Bale Paul Thompson Lavinia Sealy Doreen Worsfold Mike Smith Apologies Don Illman Director of Corporate Affairs (Chair) Associate Director of Governance Public Governor – Surrey (Lead Governor) Public Governor – Surrey People Who Use Services Governor People Who Use Services Governor People Who Use Services, Careers and Families, Governor People Who Use Services, Careers and Families, Governor Surrey County Council , Public Governor Care and Social, Care Staff Governor Qualified Nursing, Staff Governor, People Who Use Services Governor In Attendance Stephanie Cotgrove Director of Communications and Marketing 12/08 Welcome and Apologies- 13/08 Minutes of the Meeting held on 22 September 2008 Tracey Hayes noted her name includes an e Tracey not Tracy. 14/08 Matters Arising- none 03/08 Working with the Governors to Develop Membership: Lynn Fairfield reported that feedback from her colleagues at the Foundation Trust Network suggests that a number of Foundation Trusts are experiencing difficulties, to varying degrees, with membership recruitment. Adding that as Mental Health Trust our recruitment issues are different to Acute Trusts, this is because we have a separate Service User and Career Constituency. Lynn Fairfield pointed out that some of our Public Constituency Members maybe Service User and Careers, who have chosen, not to join the Service User and Careers Constituency John Bale raised the matter of young carers under 14. The group discussed our membership governance arrangements and considered some of the opportunities available to recruit young members.
- Page 2 and 3: 07/08 Membership Recruitment: Lynn
- Page 4: • They are free from central gove
<strong>Notes</strong> <strong>of</strong> <strong>Governors</strong> <strong>Membership</strong> <strong>Meeting</strong><br />
<strong>12</strong> <strong>December</strong> <strong>10</strong>:<strong>00am</strong> – <strong>12</strong>:00 at Trust Headquarters<br />
Leatherhead<br />
PRESENT<br />
Julie Gaze<br />
Lynn Fairfield<br />
Stuart Craig<br />
Barbara Nurse<br />
Tracey Hayes<br />
Ted Pottage<br />
John Bale<br />
Paul Thompson<br />
Lavinia Sealy<br />
Doreen Worsfold<br />
Mike Smith<br />
Apologies<br />
Don Illman<br />
Director <strong>of</strong> Corporate Affairs (Chair)<br />
Associate Director <strong>of</strong> Governance<br />
Public Governor – Surrey (Lead Governor)<br />
Public Governor – Surrey<br />
People Who Use Services Governor<br />
People Who Use Services Governor<br />
People Who Use Services, Careers and Families, Governor<br />
People Who Use Services, Careers and Families, Governor<br />
Surrey County Council , Public Governor<br />
Care and Social, Care Staff Governor<br />
Qualified Nursing, Staff Governor,<br />
People Who Use Services Governor<br />
In Attendance<br />
Stephanie Cotgrove Director <strong>of</strong> Communications and Marketing<br />
<strong>12</strong>/08 Welcome and Apologies-<br />
13/08 Minutes <strong>of</strong> the <strong>Meeting</strong> held on 22 September 2008<br />
Tracey Hayes noted her name includes an e Tracey not Tracy.<br />
14/08 Matters Arising- none<br />
03/08 Working with the <strong>Governors</strong> to Develop <strong>Membership</strong>:<br />
Lynn Fairfield reported that feedback from her colleagues at the<br />
Foundation Trust Network suggests that a number <strong>of</strong><br />
Foundation Trusts are experiencing difficulties, to varying<br />
degrees, with membership recruitment. Adding that as Mental<br />
Health Trust our recruitment issues are different to Acute Trusts,<br />
this is because we have a separate Service User and Career<br />
Constituency. Lynn Fairfield pointed out that some <strong>of</strong> our Public<br />
Constituency Members maybe Service User and Careers, who<br />
have chosen, not to join the Service User and Careers<br />
Constituency<br />
John Bale raised the matter <strong>of</strong> young carers under 14. The<br />
group discussed our membership governance arrangements and<br />
considered some <strong>of</strong> the opportunities available to recruit young<br />
members.
07/08 <strong>Membership</strong> Recruitment:<br />
Lynn Fairfield raised the explicit reasons for not using the Trusts<br />
Patient Information Systems to recruiting membership,<br />
discussed at the meeting on 22 September 2008<br />
Ted Pottage noted that all Service Users should be asked if their<br />
name and address details can be used for other Trust purpose.<br />
15/08 a) Chair <strong>of</strong> the Group:<br />
Mike Smith registered an interest in chairing the meeting.<br />
The <strong>Membership</strong> group - agreed - Mike Smith as the chair.<br />
Mike Smith accepted the appointment subject to:<br />
• Assurance from Lynn Fairfield that administrative support is<br />
available.<br />
• The requirement to identify resources to deliver the<br />
membership action plan.<br />
• Governor responsibility for membership recruitment is clearly<br />
understood.<br />
b) Terms <strong>of</strong> Reference<br />
• Lynn Fairfield and Mike Smith will draft the Terms <strong>of</strong><br />
Reference for the group using the Trust Template<br />
Lynn Fairfield<br />
Mike Smith<br />
c) <strong>Membership</strong> to the Group<br />
• Open to all <strong>Governors</strong> who wish to attend.<br />
d) Frequency <strong>Meeting</strong>s<br />
The <strong>Membership</strong> Group agreed.<br />
• Four meetings a year, timed to allow sufficient time to<br />
prepare the minutes for reporting into the Council <strong>of</strong><br />
<strong>Governors</strong> <strong>Meeting</strong>.<br />
• Next meeting to be arranged for the 2 nd week <strong>of</strong> February<br />
2009 <strong>10</strong>am to <strong>12</strong> noon, with lunch.<br />
Lynn Fairfield<br />
Mike Smith<br />
16/08 <strong>Membership</strong> Pr<strong>of</strong>ile Report<br />
Lynn Fairfield introduced the report and highlighted the key<br />
messages:<br />
• <strong>Membership</strong> Engagement Services (MES) had completed the<br />
socio economic analysis in April 2008 based on the figures<br />
available from the Trusts <strong>Membership</strong> Database.<br />
• <strong>Membership</strong> Engagement Services (MES) had used the<br />
Acorn classification and the National Reader Survey (NRS)<br />
classification to present the information.<br />
• Our target to increase our public membership to at least<br />
6,500 by 31 March 2009 split into 3,250 for the geographical<br />
constituencies and 3,250 for people who use our services,<br />
their families and carers.<br />
• Our membership has increased since the completion <strong>of</strong> this<br />
analysis. <strong>Membership</strong> currently stands at 4,987.
• We have exceeded the target for the geographical<br />
constituencies by 987 but we have failed to achieve the<br />
target for people who use our services, their families and<br />
carers by 2,500.<br />
• The core <strong>of</strong> our membership falls in the over 45 age groups,<br />
the 65 plus group is well represented all constituencies are<br />
under represented in the 15-24.<br />
• The gender pr<strong>of</strong>ile indicates a higher representation in the<br />
female group.<br />
• The membership ethnicity pr<strong>of</strong>ile is representative <strong>of</strong> our<br />
workforce and significantly more diverse than the wider<br />
population pr<strong>of</strong>ile<br />
• The requirement to develop strategies to increase<br />
membership in the People Who Use Our Services, Their<br />
Families and Carers Constituencies and people under 24 in<br />
all constituencies.<br />
The <strong>Membership</strong> Group engaged in a discussion:<br />
Ted Pottage noted that each section is numbered but thought it<br />
would be useful to number each sub-statement. He suggested<br />
that numbering should sequentially reflect the statements in<br />
each section.<br />
Mike Smith requested that staff membership figures are included<br />
in future publication.<br />
Tracey Hayes reported that some new members had not<br />
received a welcome letter. Lynn Fairfield explained that is<br />
because <strong>of</strong> a gap during the transition <strong>of</strong> the database from the<br />
Communications to Governance, this is now resolved.<br />
The letter is currently under a redraft and will be shared with the<br />
<strong>Membership</strong> Group before final approval.<br />
Lynn Fairfield will check with recruitment that on recruitment staff<br />
are still receiving a letter explaining foundation trust status and<br />
that all staff are members unless they choose to opt out.<br />
Lynn Fairfield<br />
Lynn Fairfield<br />
a. <strong>Membership</strong> Recruitment:<br />
A discussion followed on membership recruitment and explaining<br />
the benefits <strong>of</strong> membership to potential members.<br />
Julie Gaze explained the eligibility criteria for People Who Use<br />
our Services and Careers Constituency.<br />
Lynn Fairfield explained that when recruiting members she refers<br />
to Monitor’s definition <strong>of</strong> Foundation Trusts - Foundation Trusts<br />
are:<br />
• Established as independent public benefit corporations.<br />
• They are providers <strong>of</strong> healthcare according to core NHS<br />
principles - free care, based on need and not ability to pay
• They are free from central government control and from<br />
strategic health authority performance management.<br />
Authorised and monitored by Monitor - Independent<br />
Regulator <strong>of</strong> NHS Foundation Trusts.<br />
• They have a framework <strong>of</strong> local accountability through their<br />
Members and Council <strong>of</strong> <strong>Governors</strong>, which has replaced<br />
central control from the Secretary <strong>of</strong> State<br />
• Free to innovate for the benefit <strong>of</strong> their local community and<br />
patients<br />
• Able to decide for themselves what capital investment is<br />
needed in order to improve their services<br />
• Free to retain any surpluses they generate and to borrow in<br />
order to support this investment<br />
Action: Lavinia Sealy requested that the above definition is<br />
included in the minutes.<br />
17/08 <strong>Membership</strong> Recruitment Action Plan<br />
Mike Smith will review the Action Plan and Project Plan. This will<br />
be included on the Agenda for the next meeting.<br />
Lynn Fairfield<br />
Mike Smith<br />
18/08 No item 18 on the Agenda<br />
19/08 Any Other Business<br />
Member get Member Campaign<br />
Stephanie Cotgrove joined the meeting to describe the proposal<br />
for a Member get Member Campaign. Stephanie explained that<br />
the intention is that it will be Governor led. A discussion followed.<br />
Mike Smith noted that he felt uncomfortable with the proposal.<br />
The <strong>Membership</strong> Group agreed that Stephanie Cotgrove will<br />
develop a proposal for the message and Share with <strong>Governors</strong>.<br />
Surrey Community Foundation<br />
Lavinia Sealy will send Julie Gaze and Lynn Fairfield<br />
information.<br />
20/08 Date <strong>of</strong> Next <strong>Meeting</strong><br />
2 ND week February 2009<br />
Stephanie<br />
Cotgrove<br />
Lavinia Sealy