Minutes of the Council of Governors FT Membership & Communications Group meeting held on 22 October at Westmorland General Hospital.
Present: Mrs Shahnaz Asghar, Public Governor, Barrow & Copeland
Mr Richard Boddy, Public Governor, South Lakes and Eden
Cllr Sarah Fishwick, Partner Governor, Lancashire County Council
Miss Louise Fleming, Communications Manager
Mr Peter Gee, Public Governor, Lancaster Craven & Wyre
Mrs Helen Jarram, Head of Patient and Service Experience
Miss Helen Simpson, Communications Apprentice
Mr Ian Soane, Partner Governor, Voluntary Sector, Cumbria
Mr Roger Wilson, Director of Human Resources & Organisational Development
Mr J Wood, Public Governor, Lancaster, Craven & Wyre
Mrs Emma Wright, Company Secretary
In Attendance: Miss Rachael Whitaker, FT Membership Services Officer
It was agreed that Mr Wilson would Chair the meeting as the process for agreeing the Chairmanship of the group was ongoing.
1. Apologies for absence
Apologies for absence received from Mr Peter Clarke, Partner Governor, NHS Cumbria, Cllr Anne Burns, Partner Governor, Cumbria County Council, Mr Phil Woodford, Head of Marketing & Communications and Mr John Kaye, Public Governor, South Lakes & Eden.
2. FT MEMBERSHIP & COMMUNICATIONS TERMS OF REFERENCE
Mr Wilson highlighted the need to take out the word ‘shadow’ following FT authorisation.
Mrs Wright highlighted an issue with the draft Terms of Reference in that the Lead Director was required to be present at all meetings. It was agreed the Terms of Reference, item 4 Quorum, would be altered to reflect that a deputy could attend on behalf of the Lead Director as it would not always be possible for the Lead Director to attend. This was agreed.
3. MINUTES OF THE MEETING HELD ON 23 APRIL 2010 & NOTES OF WORKSHOP HELD ON 2 JULY 2010
The minutes and notes were agreed as a correct record.
4. NEW HORIZONS NEWSLETTER LATE SUMMER/AUTUMN 2010- PROPOSED SUBJECT CONTENT.
Mrs Wright confirmed that Governor email addresses were now active and the user guide has been distributed. All email addresses would now be assigned to the Trust’s website. This was agreed.
Mrs Jarram mentioned that a 6 month review of the Quality account should be added to the proposed content.
Mr Gee sought clarification of the issue dates of New Horizons and asked if an 8 page newsletter is too large. Mrs Wright explained that the newsletter was produced quarterly, the next due at the end of November. Miss Fleming explained that the newsletter is printed in pages of 4 but agreed that sizing was something to keep in mind when producing future magazines.
Mrs Wright confirmed that a proposal from an earlier FT and Communications workshop was to have a dedicated governors section in each edition of New Horizons. It was agreed this would be discussed with the Lead Governor, once elected.
It was agreed a draft of the newsletter would be sent to the group for approval once compiled.
5. QUOTATIONS FOR CHANGING FORMAT OF NEW HORIZONS
The paper was presented detailing the outcome of a tender process for production of the FT membership newsletter, with a recommendation to appoint supplier 3. Option 3 was agreed, subject to the price relating to the production of 3 newsletters a year, with the option for a fourth.
6. FT MEMBERSHIP
6a Current membership position
Mrs Wright updated the group regarding the Trust’s latest membership figure and mentioned that the recruitment target for March 2011 is 7000 members.
6b FT Recruitment
Mr Wood mentioned that it might be useful to gain feedback from other Foundation Trusts regarding their recruitment methods and figures. Mr Wilson informed the group about an upcoming engagement event ‘Step into Schools’ that Miss Simpson was involved in encouraging school levers to pursue a career in the NHS. He mentioned that Miss Whitaker would also be attending this event as a recruitment drive.
Mr Boddy mentioned that when Governors have contact with members of the public to complete the Customer Care feedback form, it was an opportunity to ask them if they are FT members.
6c Redesigning promotional leaflets
Mrs Wright confirmed that following FT authorisation, current stocks would be used up but an insert would be incorporated to reflect the Trust’s FT status. She confirmed that Mr Woodford would be taking the opportunity to update the leaflets, with proposals being considered at a future meeting of this group.
7. COMMUNICATIONS
7a Health Event Update
Mrs Wright confirmed that following feedback from the FT Membership, the chosen subject would be ‘managing a long term condition’, focusing on Stroke care. The target date for the event is March 2011 and relevant information would be included in the forthcoming edition of New Horizons.
7b Communication between Governors/FT members update
Mrs Wright highlighted the need to arrange hospital tours for Governors following FT authorisation. She highlighted the opportunity to run the first tour at WGH on 22 November 2010 after the Strategy Workshop. The group were happy with this arrangement.
Noting that Governor FT email addresses and the portal had been established, Mrs Wright queried whether meeting papers could be uploaded onto the portal to avoid postage costs. It was agreed that full Council’s opinion should be sought on this issue.
7c Partner Organisations
A discussion took place regarding increasing communication opportunities about the work of the Trust through partner organisations. Mrs Wright highlighted that arrangements were in place with PCT partners. Mrs Fishwick suggested that all councils including parish councils be included in the distribution lists for our press releases.
Mrs Jarram confirmed that the work being carried out with partner organisations as part of the Patient & Public Involvement strategy would assist with sharing information. She agreed to provide a progress report to the next meeting of the group.
7d Constituency Issues/Feedback
None received
8. QUESTIONS & ANSWERS
All questions were raised and dealt with throughout the meeting.
9. ANY OTHER BUSINESS
Mrs Wright updated the group regarding the Lead Governor nomination process. She confirmed voting slips had been issued, noting the deadline of 30 October 2010 to respond.
10. DATE, TIME AND PLACE OF NEXT MEETING
21 January 2011, Boardrooms, WGH. Venue to be discussed after January meeting.