ASSOCIATION FOR RESPIRATORY TECHNOLOGY & PHYSIOLOGY ARTP SLEEP APNOEA CONSORTIUM (ARTP SAC) FINAL VERSION JULY 2008 Constitution, Terms of Reference and Standing Orders 1. INTRODUCTION 1.1 Since 2004 the BTS SAC has acted as the host organisation for professional bodies, sleep diagnostics and therapeutics manufacturers, patient groups and other related organisations who are stakeholders in sleep apnoea. In 2007 BTS re-organised its structure to form Advisory Groups which have a slightly different remit from the old SAC and are smaller bodies that do not include members from outside the wider sleep apnoea community. 1.2 The BTSSAC has been an excellent example of a consortium of interested groups and has been the focus to enable the BTS Sleep Apnoea Course to be developed, the initiative for the NICE CPAP Technological Appraisal as well as other important developments in sleep apnoea services and care. It has also acted as a focus for public relations about the importance of keeping the profile of sleep apnoea high. 1.3 ARTP are keen to nurture and develop this consortium concept and would like to invite all interested parties to become members of the proposed ARTP Sleep Apnoea Consortium (ARTP SAC) which will include representatives from organisations who attended the original BTS SAC. 1.4 We would like to encourage manufacturers and suppliers of sleep apnoea diagnostics and therapeutics to sponsor the ARTP SAC so that attendance at meetings, conference calls and other administration services (agenda, minutes, travel expense processing, etc.) can be funded. ARTP Administration (EBS Ltd) will provide all these administrative services and will act as the focal point for all communications. 1.5 One important goal of the ARTP SAC will to liaise very closely with the BTS SAG to ensure that there are consistent messages and direction to DH, NICE, etc. 1.6 The Terms of Reference and Standing Orders of the ARTP SAC will be very similar to those of the original BTS SAC and the same funding stream from Manufacturer s and Suppliers of diagnostics and therapeutic equipment. These are listed below. 1
2. BACKGROUND 2.1 An inaugural meeting was convened in June 2008 by the ASSOCIATION FOR RESPIRATORY TECHNOLOGY & PHYSIOLOGY (ARTP) to which representatives from a number of groups working in sleep education, training and lobbying/profileraising as well as sleep apnoea diagnostics and therapeutics and patient groups will be invited. 2.2 The aim of the meeting will be to try to continue and develop the work of the disbanded BTS Sleep Apnoea Consortium to continue to discuss whether there is merit in continuing to work together on activities related sleep apnoea to enable a better coordinated approach for the benefit of people with sleep disordered breathing. 2.3 Also at the first meeting potential members were invited to discuss and ratify this draft constitution. An outline programme of activity for the period 2008-2012 was discussed and finalised. 3. AIMS 3.1 It is proposed that there is merit in re-establishing a Sleep Apnoea Consortium under the auspices of the ASSOCIATION FOR RESPIRATORY TECHNOLOGY & PHYSIOLOGY to develop the following areas in particular: Raising the profile of Sleep Apnoea nationally, and lobbying for improvements in funding, service provision and infrastructure linked to a strong PR Campaign aimed at key resources providers. To provide a professional body for healthcare staff (especially sleep nurses, sleep technologists and physiologists) to be represented nationally to promote training, voice workforce requirements and generally provide a forum for people responsible for delivering sleep services to share knowledge expertise and information. Supporting the delivery of the NICE CPAP Technology Appraisal that was launched in March 2008. To develop a strategy to deliver a campaign to request NICE to develop NICE Guidelines for Sleep Apnoea and Sleep disordered breathing and start the application process in summer 2008 which could take up to 3 years to come to fruition. To co-ordinate and act as a focus group for the interested parties in sleep apnoea including scientists, physicians, nurses, physiotherapists, manufacturers and most importantly patients 2
To feed in to and co-ordinate with the BTS Sleep Advisory Group (BTSSAG) on issues which are of national importance to physicians in sleep and respiration. To develop Standards of Care for the detection and treatment of sleep apnoea To develop training qualifications from NOS Competences for personnel responsible for the provision and support of sleep apnoea services linked to the BTS Sleep Apnoea Consortium Advanced Sleep Course To develop a Voluntary Code of Conduct for the detection and treatment of sleep apnoea services To develop consensus statements to respond to consultations, guidelines and recommendations form DH, Royal Colleges, SIGN, or other relevant organisations (both national and international) 4 CONSTITUTION AND STANDING ORDERS The following is proposed. 4. 1 Membership Members of the Consortium shall be : a. Four representatives of the ARTP. These will include: o A representative of the Association s Education and Training Committee. (exofficio ) o A representative of the ARTP Manufacturer s Liaison Committee o A representative of the ARTP Scientific Group o A member of the ARTP Executive committee. b. Two physicians from the British Thoracic Society Sleep Advisory Group. c. Two representatives of the British Sleep Society (BSS) d, One representative or contact for of each of the following organisations: The Royal College of Physicians of London (RCP Lon) The Royal College of Physicians of Edinburgh (RCP Edin) Royal Society of Medicine (Sleep Section) RSM British Paediatric Respiratory Society (BPRS) The Association of Respiratory Nurse Specialists The Association of Chartered Physiotherapists in Respiratory Care (ACPRC) General Practitioners in Airways Group (GPIAG) 3
e. Any pharmaceutical or equipment company which is prepared to make a contribution to the running costs of the Consortium, the amount of the contribution to he reaffirmed annually. The Consortium should comprise at least 4 different companies which, in the opinion of the ARTP, reflect a spectrum of interests in the field of sleep medicine. The companies do not have to offer equal financial support hut nevertheless the ARTP expects that the contributions should all be more than token contributions and the bulk of the sponsorship should not come from just one or two companies. Irrespective of the amounts donated, each company will have equal access to the discussions within the Consortium. Companies will nominate one named individual to attend on their behalf. Deputies will be allowed. Likely companies involved may include; Air Products BOC Fisher & Paykel InterMedical Phillips/Respironics ResMed DeVilbiss Healthcare Stowood Scientific Ltd Covidien f. A representative from each relevant patient organisations (British Lung Foundation, Sleep Apnoea Trust) g. The Consortium may co-opt members to assist with specific projects. The involvement of these members will be subject to approval by the Chairman on behalf of the Consortium, who will consult if necessary with ARTP Executive Committee h. One of either The Chair/Vice-Chair/Past-Chair of ARTP may be present at meetings of the Consortium. ex-officio i. The Consortium may engage the services of an Administrator who will attend meetings ex-officio, (see role and function - section 4.1, below) j. The Consortium will have access to the services of the ARTP Public Relations Office, a representative of which shall attend meetings of the Consortium to advise and receive a brief for future work k. Where possible much of the business of the Consortium will be conducted by email and use teleconference facilities where feasible (e.g. for limited expert discussions) 4
4.2 Meetings of the Consortium a. The Consortium will meet no less than twice a year, and ideally, four times annually. b. It is proposed that the Consortium is established for a period of four years initially, with a review in mid-2012. If the outcome of this review is that the Consortium should continue, then it may be necessary to stagger some members leaving dates, to ensure continuity. c. Six members, (excluding ex officio members) will constitute a quorum. i. at least two must be ARTP representatives ii. representatives from at least 2 companies must be present iii. at least two members of either BTS or BSS or BPRS or ARNS or RSM (Sleep Section) ARTP Administration representative will be present (ex-officio) d. Meetings will he chaired by a Chairman who will be elected by the Consortium and will initially serve for a period of no longer than three years before a new/or the same representative is chosen by the relevant organisation. The Past-Chair of ARTP will chair the first meetings of the ARTP Sleep Apnoea Consortium, pending discussions leading to final agreement about constitution, terms of reference and membership. The Chairman will usually be one of the ARTP representatives. The Consortium will also elect a Vice Chairman annually usually a physician. 4.3 Decision Making and Reporting Relationships within ARTP a. The ARTP representatives will report to the ARTP Executive Committee initially but may also feed in via the ARTP Standards of Care Committee, ARTP Manufacturer s Liaison Committee, ARTP Education Committee and ARTP Scientific Group. b. The Executive Committee reserves the right to comment on, and if necessary, suggest changes to, or, if the circumstances are felt to warrant such action veto any proposal of the Consortium if it is deemed incompatible with the aims and objectives of the ARTP. c. Any item being published by the Consortium for circulation and reference should be agreed by the ARTP Executive Committee, and a rapid response system will he put in place to enable this to happen without undue delay. This will normally be via the Chair and/or the Vice-Chair/Past-Chair who will seek approval from ARTP Executive Committee email Forum if such a decision is needed. d. The ARTP requires that a formal report on activities of all groups will take place before each AGM 5
5 OPERATIONAL MATTERS 5.1 Role and function of the Administrator a. An Administrator shall be contracted by the Consortium on a freelance basis usually from the company providing ARTP Administration Services (Currently EBS Ltd. Sutton Coldfield). The annual programme of activities will be based on the programme agreed during the annual planning process. The annual fee for services will be reviewed and agreed by the Consortium on the advice of the ARTP Honorary Treasurer and the ARTP Executive Committee at the start of each year. b. The Administrator s role is to: o Carry responsibility for implementation of the agreed programme of activities to support the objectives of the Consortium. o Be responsible for ensuring all members receive appropriate communications. Organise all Consortium meetings, present relevant information at the meetings and take minutes. o Ensure that all materials produced by the Consortium are processed through the correct approval channels and are signed by the appropriate signatories. o Be responsible for briefing external agencies (advertising, mailing houses. PR. market research, etc.) on the production of materials. Obtain estimates for all jobs. o Present accounts and budget statements to the Consortium on a regular basis. Ensure that all activities are performed within the allocated budget. o Liaise with external organisations and individuals as required Provide members with information / materials produced as a result of Consortium activities as requested, o Ensure that all materials carrying the ARTP name or logo are approved by the ARTP Executive. o Ensure that the ARTP Executive Committee is kept informed of relevant financial, administrative or other issues as appropriate. o Be responsible for drawing up letters of agreement to all members to secure Consortium funds. o Recruit new commercial members. o Liaise with the Communications agency to ensure implementation of agreed media programme. 5.2 Financial Administration a. The ARTP shall hold the Consortium s bank account, send all invoices and payments and keep monthly records of income and expenditure for the Consortium b. A report on income and expenditure set against budget will he made at each meeting of the Consortium. The budget should he agreed at the same meeting as the annual programme setting exercise. 6
c. Normal ARTP Standing Financial Instructions will apply to the management of the Consortium s finances 6 Other Matters a. Use of the ARTP name or logo on Consortium documents, publications or publicity material mist always he approved by the ARTP by the Secretary of the Charitable Company Executive. b. The service provided by any external companies and administrator shall he subject to review at intervals determined appropriate by the ARTP Executive Committee. c. This constitution may he revised if thought necessary by the Consortium but all revisions must he approved by the ARTP Executive Committee. Dr Brendan Cooper Chair ARTP SAC Past-Chair, ARTP July 2008 7