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 ...
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<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