MEETING OF A COUNCIL OF GOVERNORS REPRESENTATION COMMITTEE MEETING HELD ON THURSDAY, 31 AUGUST 2017 AT THE LEARNING & DEVELOPMENT CENTRE, SLEAFORD

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1 MEETING OF A COUNCIL OF GOVERNORS REPRESENTATION COMMITTEE MEETING HELD ON THURSDAY, 31 AUGUST 2017 AT THE LEARNING & DEVELOPMENT CENTRE, SLEAFORD PRESENT: Carrie Forrester Jane Avison David Bray Giles Crust Paul Devlin Peter Howie Alan Lockwood Pauline Mountain Cllr Ron Oxby Hilary Pitkin Michael Regan Carol Stewart Samantha Swindell Lisa Tooth Public West Lindsey & Lead Governor & Deputy Lead Governor Public East Lindsey Trust Chair Trust Secretary Non-Executive Director Service User/Carer Carer Stakeholder - Lincolnshire County Council Staff Adult Services, Community Governor & Membership Officer Public South Holland IN ATTENDANCE: Kay Gilman Learning & Development Manager (For Item 6) Yolanda Martin Head of Communications Amanda Stephens Board Administrator APOLOGIES RECEIVED FROM: Milly Allison John Bains Christine Coupar Sophie Ford Ingrid Gill Kevin Hill Paul Kenny Pat Massie Mark McKeown Leela Monti Evelyn Nicholls Linda O Hara Prof Sara Owen Susanne Ridley Lisa Steel Susan Swinburn Jacky Tyson Michelle Wiggins Stakeholder Healthwatch, Lincolnshire Staff Adult Services Staff Corporate Services Service User/Carer Carer Stakeholder Clinical Commissioning Groups in Lincolnshire Public Borough of Boston Service User/Carer Carer Staff Specialist Services Head of Patient & Public Engagement Stakeholder University of Lincoln Staff Specialist Services Stakeholder SHINE Network Service User/Carer Carer Staff Older Adult Services Public City of Lincoln 1

2 1 WELCOME & INTRODUCTIONS The Trust Chair and Lead Governor welcomed everyone to the meeting. Introductions were made for the benefit of any new governors. 2 APOLOGIES FOR ABSENCE These were received as above. 3 DECLARATIONS OF INTEREST The Committee was presented with the latest version of the Governors Declaration of Interests and was asked to review and advise of any updates required. There being no amendments to the latest version, the Declaration of Interest document would be uploaded to the Trust website. Action: Amanda Stephens The Committee RESOLVED; To receive and agree the latest version of the Governors Declaration of Interest s 4 DRAFT MINUTES OF THE COUNCIL OF GOVERNORS REPRESENTATION COMMITTEE MEETING HELD ON 12 JUNE 2017 The minutes of the last meeting were reviewed by the Committee. It was asked that the following amendment be made to the minutes: Page 3, Item 7, first bullet point the abbreviation for the Black Asian Minority Ethnic Group is to be changed from BME to BAME. Action: Amanda Stephens Subject to the following amendment, the Committee RESOLVED; To approve the minutes of the last meeting. 5 SCHEDULE OF ACTIONS The schedule of actions provided the Committee with updates on all the current actions. It was noted that there were three actions outstanding and that these would continue to be monitored and updated. 6 MEMBERSHIP WORKPLAN The report provided the Committee with updates on the following reporting areas: Governor and Membership 2017 Work plan The table provided an update since the last meeting on the specific work areas of engagement and the recruitment for new Trust members. Within the work plan further updates had been provided on the following: Hard to reach groups work on incorporating hard to reach groups on the EDF2 plan is ongoing, with a meeting being set up between Sophie Ford and Samantha Swindell. Staff Allies and Carer, LGBT, MAPLE and BME (Lived experience working groups) David Bray advised that he attends the Maple group meetings along with Lisa Tooth. Lisa advised the Committee that she also attends the LGBT group meetings and advised the meeting that the LGBT policy had been sent out for consultation as well as being given the opportunity to attend an LGBT masterclass in Nottingham which was a very good event. 2

3 MES Data Mop Up Survey Following the June survey which received over seventy responses, a further survey will be sent out in December. These surveys will continue periodically. Governor Constituency meetings covering CCG areas Work will begin on the drop in style meeting opportunities, where governors will be able to take to their constituency very soon. Governor and Membership Development Conferences o o o New Governors Induction there have been several dates in September proposed for the new governor inductions, these will be finalised and invitations sent to the new governors. Annual Public Meeting Invitations continue to be sent to the membership and governors, encouraging attendance to the meeting. Regional Governors Conference Paul Devlin, Trust Chair advised the Committee, following discussions with Hilary Pitkin, Staff Governor on targeting staff governors and discussing the difficulties staff governors face, the regional conference will be focusing on and are offering three places for just staff governors along with seven places for public, service user and/or carer governors to attend. Governors from all Foundation Trust s, not just Mental Health Trust s will be attending the conference. Governor Election Schedule 2017 The elections are now been complete and the results were announced on Monday 7 August. For current Governors, there term will end on the 30 September with all new Governors taking on their role from the 1 October Online membership communications This table provided the Committee with detailed statistics on the recent online communications which had been sent to the Membership between April and June It was asked if the data showing 0% clicks was correct and was agreed this would be reviewed. Action: Samantha Swindell With the Trust working jointly on the Sustainability Transformation Plan (STP) with the other local Trust s: East Midlands Ambulance Service (EMAS), United Lincolnshire Hospitals Trust (ULHT) and Lincolnshire Community Health Services (LCHS), David Bray, Service User Governor asked if the Trust could look at having a joint Membership Application form where a tick box at the bottom of the application form enabled new members to express an interest in signing up to the other trusts in Lincolnshire. It was explained that due to data protection the Trust would not be able to pass on all new members identifiable information to the other Trust s, but if agreed the new members name and contact details could be passed onto the appropriate Trust. Due to the other Trust s in Lincolnshire not being Foundation Trust s, it is not being a legal obligation for them to recruit to their membership, the Governor and Membership Officer will contact the other Trust s to discuss the possibility of having a tick box at the bottom of each Trust s application form being given to all prospective members and them then having the opportunity to sign up the Trust they are speaking to but also express an interest in the other Trust s. Action: Samantha Swindell Yolanda Martin informed the group that the Trust celebrations for its 10 th year as a foundation trust this year were well underway. Following the success of the promotion of World Mental Health Day, the Trust would follow a similar format with departments and services encouraged to organise events across the county. There had been two working group meetings to discuss the planning of events andraising ideas/suggestions on what the Trust would do. It was advised that following the last meeting, the group would be communicating 3

4 virtually going forward, where updates and feedback would be provided. Lisa Tooth asked if she could be added to the planning group. This was agreed. Action: Samantha Swindell/Yolanda Martin/Lisa Tooth The Committee RESOLVED; To receive the report 7 CARER INDUCTION PILOT Pauline Mountain, Carer Governor and Kay Gilman, Learning & Development Manager was welcomed to the meeting and provided the Committee with information on the work gone into the Carer programme at monthly staff inductions. Following the opportunity sent to Governors, Pauline worked with Kay on developing a programme and format for the monthly inductions and has been attending on the first Monday of every month since March The staff Induction is the first opportunity for new members of staff to understand the culture, values and behaviours of the Trust. In Pauline s role as a Carer Governor, attending the induction has been the perfect opportunity to be able to explain the concerns from a carer s perspective and what emotions a carer goes through when entrusting their loved one to the Trust for the care they being given. Some of feedback given following Pauline s section on the Induction programme has included the following statements: memorable, very passionate and enthusiastic and I really liked this. Kay took the opportunity to thank Pauline for her time and dedication to attending each Induction session every month for the last six months and for personalising the role of a care for everyone. The Committee thanked Kay and Pauline for their feedback on the Induction and welcomed other governors to consider taking part in the programme going forward and express an interest to the Governor and Membership Officer. It was agreed that Samantha Swindell, Membership and Governor Officer and Kay Gilman, Learning and Development Manger meet to discuss further involvement from governors. Action: Samantha Swindell/Kay Gilman 8 INVOLVEMENT ACTIVITIES The report provided the Committee with a breakdown of the Involvement activities which had taken place. Some of the activities noted included: Peer Support Workers (PSWs) There has been an increasing use of PSWs in the Trust and there will be an Open event for people to find out more about the role of PSWs on Monday 11 September in Sleaford between 1-4pm. Involvement Strategy work on the development of the Involvement Charter had been delayed and future sessions were planned for October Engagement Support Officer Following the appointment of an Engagement Support Officer, the Committee asked that they attend the December Representation Committee meeting to talk about the new role and the future plans for engagement. Action: Linda O Hara The Committee asked Yolanda Martin, Head of Communications to contact Linda O Hara, Head of Patient & Public Engagement and ask that advance notice was given of any 4

5 opportunities in the future. It was requested that these be included in the Involvement update going forward to enable governors the opportunity to express an interest in participating in events. Action: Yolanda Martin/Linda O Hara The Committee asked that the brochure of Patient and Public Involvement (PPI) contacts be included in the Induction packs for Staff and Governor Inductions. Action: Linda O Hara The Committee RESOLVED: To receive the report. 9 ACTIVITY PROGRESS REPORT Following on from the original link Governor roles Peter Howie, Trust Secretary updated the Committee on the more varied range of opportunities seeking governor involvement/engagement. This included: Equality Groups, Interview Panel s, the links individual governors have with Trust sites/units and the Carer sessions at Trust Staff Inductions. The Committee was provided with an update on the four Continuous Quality Improvement Programme (CQI) work streams: CQI Workstream 1 Development of a Clinical Information System A number of staff focus groups have been held where a business case has been produced from the feedback collated and shared with the groups. This will be going out for consultation very soon. The Joint Board of Directors and Council of Governors meeting in November will continue to receive a regular update on this. CQI Workstream 2 Culture and Leadership The first phase on this workstream has been completed within the first six months of the eighteen to twenty four month programme. There will be further requests for engagement/participation in the near future. CQI Workstream 3 Patient Safety, Care Planning, Supervision This workstream will be focusing on facilitating a better way for recording risk assessments and care plans. CQI Workstream 4 - Strategy This area of work covers the STP and the work on Neighbourhood teams where there has been a pilot in Gainsborough. The Community Mental Health Service has held workshops collating data on pathways with a further workshop planned for November or December. The Committee was advised there will be further opportunities coming up for governors, including focus groups and surveys. There will be a report to the October Council of Governors meeting detailing these. Any questions on CQI can be raised at this meeting and the Joint Board of Directors and Council of Governors meeting in November. Governors were advised that all the opportunities would continue to be communicated through the Governors weekly communication. The Trust Chair informed the meeting that he and Carrie Forrester, Lead Governor had been invited to present and attend the NHS Providers Non-Executive Directors Induction. Following the success of the first presentation, NHS Providers had invited the Trust Chair and Lead Governor to attend two other Non-Executive Directors Inductions. It was noted that on reflection the level of Governors involvement and engagement had been acknowledged by others to have been taken seriously. 5

6 10 THE ILOG The Committee was presented with the ilog report which listed two issues, one of which remained outstanding. Concerns regarding the delay on issue 412 being resolved had been raised at the meeting. The meeting was assured that a coordinated response was expected and that the log would be updated. The meeting was asked how innovations, initiatives and ideas could be added to the ilog. It was agreed that the current Issue log form would be reviewed and updated, so all the relevant information required on issues, innovations, initiatives and ideas could be recorded on the one form. The amended form would be presented at the December Representation Committee meeting for approval. Action: Peter Howie / Samantha Swindell Pauline Mountain asked if a buddy for the monthly Staff Inductions could be added to the ilog as an Innovation. Action: Samantha Swindell It was asked if the meeting could explore and consider what initiatives the Committee should and could review in the future. It was agreed that the Committee would need to review what the expectations of the Committee was currently and to explore different ideas for the future. Action: Peter Howie Following the success of the new PICU unit for male patients, the Committee was asked if a similar unit for female s patients was being considered. The meeting was advised that the demand for a similar service was being discussed with Commissioners, with similar models of care at other Mental Health trusts being looked at. The Committee asked if an update on the progress could be provided at the December meeting. Action: Peter Howie Concern regarding the change to the process within the Psychology Services had been raised at the meeting. The meeting was advised that there had been a review to the service due to the high number of patients and the length of time those patients had been on the service s waiting list. Following this review it was advised that a number of patients who had been referred into the service for treatment were not guaranteed to be accepted by the service at its monthly Interface meetings where Team Coordinator s and Psychologist s review the patients who are suitable to receive the treatment. The understanding was that the patients who are not selected for treatment are then discharged from the service without being re-reviewed for treatment in the future. The meeting asked for assurance could be given that the patients not being accepted by the service are being offered the appropriate other options for treatment. The meeting asked if Tracey Swaffer could be invited to a future meeting and provide the Committee with assurance that all patients are being offered the appropriate care. Action: Peter Howie 11 DRAFT AGENDA FOR A COUNCIL OF GOVERNORS MEETING TO BE HELD ON THURSDAY 12 OCTOBER 2017 The Committee received and reviewed the draft agenda for the next Council of Governors meeting. It was asked that any requests for additional items being added to the Items from the Governors section would need to be sent to the Trust Secretary by no later than Friday 15 September. Action Governors / Peter Howie It was noted that there had been a change to the order of reporting to enable John Brewin, Chief Executive to get to the meeting following the Recovery Conference which will be held on the same day as the Council of Governors meeting. Jane Avison, Service User Governor advised the meeting that she had not been receiving updates from the Membership Team through the Governors weekly . It was confirmed that the Samantha Swindell, Governor and Membership Officer will look into the format of the 6

7 s and ensure the size of the attachments included in the s do not exceed 5MB, any s over this size may not be accepted by some internet providers. Action: Samantha Swindell The Committee RESOLVED; To receive the report 12 BETTER TOGETHER MEMBERSHIP MAGAZINE Following the last meeting in June, the summer edition of the Better Together magazine had been published and continues to be circulated to a wide internal and external readership Yolanda Martin informed the Committee that the magazine continued to receive positive feedback in terms of the content and style. The Committee was asked to provide feedback/comments on the content, layout and presentation of the latest edition. The following comments were made by the Committee: Could the speech marks used in the title Better Together, be changed back to the letters E & O. The font size used on some of the pages was hard to read. The magazine was very positive and easy to read. The Committee asked if the monitoring information being asked on the membership application form was a requirement. It was advised the questions were now a legal requirement to be on the form with the Membership team working regularly with Sophie Ford, Equality & Diversity Lead to monitor these. The Committee was assured that no pressure is put on new members when filling out the form to complete this section if they didn t want to disclose this specific area of information. The Communications Team was thanked for the work gone into producing the magazine and it was noted that the programme planner for the next edition will be presented at the December meeting where Ideas and suggestions on possible articles/stories will be discussed. Action: Yolanda Martin TRUST APM Peter Howie, Trust Secretary advised the Committee that this year s Annual Public Meeting being held on Thursday 14 September will follow the same format as the 2016 APM. There will be the formal meeting with presentations on the annual public and annual members meetings followed by presentations from the four Service Divisions. These will focus on the theme of Continuous Quality Improvement and will explain what each division has done to enable the Trust to be moved from Needs Improvement to Good by the Care Quality Commission (CQC), and what will be done to continue the good work being done throughout the Trust. There has been a good response for attendance with over one hundred and seven people already being booked on. This includes representatives from local and National Organisations, the County Council, Local Commissioners and NHS England. 14 ANY OTHER BUSINESS The Committee was advised of Yolanda Martin of the Discovery House Summer Fair taking place on Saturday 2 September between 1pm and 5pm, and the Committee members were encouraged to attend. Entry to the fair would be free along with live music, patient led stalls and food and drink being provided at Discovery Café. The poster advertising the event will be sent to all Governors following the meeting. Action: Yolanda Martin, Samantha Swindell There was no further business to be discussed. 7

8 15 DATE & TIME OF NEXT MEETING Date: Monday, 4 December 10am Venue: The Learning & Development Centre, Sleaford Signed:.. (Chair) Date:... 8