NHS FOUNDATION TRUST
MEMBERSHIP ENGAGEMENT & STRATEGY
September 2013
1 Foundation Trust Membership Engagement & Strategy
Contents
Page
Introduction 3
1. What is Membership? 4
2. Defining the Membership Community 8
3. Resourcing Membership Development 18
4. Building the Membership Base 19
5. Managing Active Membership 24
6. Engaging and Communicating with Members 26
7. Playing a Key Community Role 33
8. Working With Other Membership Organisations 34
9. Evaluating Success 34
10. Membership Recruitment To Date 35
11. Plans for Future Membership Recruitment 38
12. Glossary of Terms 39
Appendices:
A – Governance Arrangements 41
B – Demographic Information 42
C – Areas of Governor Involvement 46
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INTRODUCTION
NHS Foundation Trusts (FT) were established as a new type of NHS Trust that was based upon the mutual organisation model.
Those living in communities that are served by the FT can become members with the Membership Community being made up of public (including patients/carers) and staff members. From these members, Governors are elected (Council of Governors) to represent members’ interests in the running of the organisation. Members are therefore given a bigger say in the management and provision of services with the FT, in response, directing their services more closely to their communities being given the freedom to develop new ways of working so that hospital services more accurately reflect the needs and expectations of local people (patient-led NHS service).
Relationship between an FT and its Serving Communities
FOUNDATION MEMBERSHIP PUBLIC TRUST
All FTs have a duty to engage with their local communities and encourage local people to become members of the organisation (ensuring that membership is representative of the communities that they serve). By this method, FTs provide greater accountability to patients, service users, local people and NHS staff with the overriding principle being that that members have a sense of ownership over the services that the FT provides.
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Our Governance arrangements (please see Appendix A), as described in our constitution, detail how we have developed a strong and diverse membership with both public and staff members, in addition to providing the details of constituencies of public and staff membership.
The purpose of our Membership Engagement & Strategy is to outline how Central Manchester University Hospitals NHS Foundation Trust recruits, engages, supports, maintains and develops its membership community.
The Membership Engagement & Strategy is not intended to be too prescriptive as it is recognised that it will evolve with the Council of Governors.
1. WHAT IS MEMBERSHIP? Being a Member of an NHS Foundation Trust provides the general public and staff with the opportunity to participate and get involved with their local hospital.
The following outlines the legal minimum requirements for membership of a Foundation Trust: -
1.1 Guidance on legal minimum All NHS Foundation Trusts must have at least one public constituency (made up of people who live in the public constituency areas) and a staff constituency (made up of employees of the Trust).
NHS Foundation Trusts may also decide to have a patient constituency, but this is at the Trust’s discretion.
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The constitution of the NHS Foundation Trust specifies the minimum number of Members to be recruited in each constituency. If a constituency is sub-divided, the constitution also specifies a minimum number for each sub-division within the constituency.
1.2 Public Constituency All NHS Foundation Trusts must have at least one public constituency. The area of the public constituency is be defined on the basis of one or more local government electoral areas. People who reside within a defined public constituency area are eligible to become Members of the NHS Foundation Trust for that public constituency.
1.3 Staff Constituency The staff constituency is made up from staff employed at the NHS Foundation Trust. For staff constituency membership, staff must either have been permanently employed continuously for twelve months or have a contract of employment with a fixed term of at least twelve months.
The Trust can allow Members who have carried out functions for the Trust but are not employed by the Trust, i.e. academic staff, nurses and doctors who are employed by a recruitment agency. However to be eligible they must have carried out these functions at the Trust for at least twelve months.
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1.4 Becoming a Member Membership to the Public constituency is through application to the FT Membership Office, either by: -
Website - http://www.cmft.nhs.uk (click the blue “Become a Member” button ) Telephone - 0161 27 68661 E-mail - [email protected]
Membership to both the Public and Staff constituencies is free.
1.5 Constituencies Members of each constituency will have the right to elect one or more Members to the Council of Governors. Trusts must specify the minimum number of Members in each constituency. The minimum numbers specified in the Trust’s constitution should be in line with what is realistic for each individual NHS Foundation Trust, to allow it to hold meaningful elections for Governors.
1.6 Public Membership The public membership should be representative of the communities of the Trust.
1.7 Staff Membership Staff membership should be representative of the staff employed at the Trust.
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1.8 Central Manchester University Hospitals NHS Foundation Trust Membership Following on from the above points, we have a membership community made up of Public Members aged 11 years and over who live in Manchester, Trafford, Greater Manchester and also in the remainder of England and Wales. The public constituency comprises of patients, carers and members of the public. We also have a staff constituency for staff members, comprising of four categories (Medical & Dental, Other Clinical, Nursing & Midwifery and Non-Clinical & Support).
1.9 Membership Rights Subject to the terms of the constitution, Members of the NHS Foundation Trust will have the following rights: -
Elect Governors Stand as a Governor Receive regular information about our activities, such as newsletters Give opinions and be kept informed of plans for future developments Be involved and consulted on issues such as changes and improvements to services Act as an ambassador for their community or interest group Attend Member events Fundraising for extra hospital equipment and facilities Recruit new Members Put themselves forward for appointment as a Non-Executive Director on the Board of Directors when vacancies arise.
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2. DEFINING THE MEMBERSHIP COMMUNITY
2.1 Demographics Central Manchester University Hospitals NHS Foundation Trust’s main site is located in Manchester, just two miles outside the city centre with the three Trafford Hospitals (which includes Trafford General Hospital, Altrincham General Hospital and Stretford Memorial Hospital) located south of Manchester.
It is the leading Trust for teaching, research and specialist services in the North West of England. In addition to providing a comprehensive range of services to its local communities the Trust also provides a number of specialist services to patients from across the North West and beyond. It also provides city wide specialist and children’s community health services and Adult and Specialist Community Services to Central Manchester.
The Trust is a world-renowned centre of excellence for healthcare research and has a long-standing and extremely successful academic partnership with the University of Manchester. The Trust collaborates closely with other NHS organisations in Manchester through the Manchester Academic Health Sciences Centre, and has strong links with institutions across the North West and beyond.
The Trust has a Biomedical Research Centre on site together with the Wellcome Clinical Research facility for both adults and children.
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The Trust comprises eight hospitals located across five sites:- The Oxford Road site which comprises of the: o Manchester Royal Infirmary o Royal Manchester Children’s Hospital o Manchester Royal Eye Hospital o St Mary’s Hospital , University Dental Hospital of Manchester, Higher Cambridge Street, Manchester. Trafford Hospitals which comprises of: o Trafford General Hospital, Moorside Road, Davyhulme, Manchester o Altrincham General Hospital, Market Street, Altrincham, Cheshire and o Stretford Memorial Hospital, 226 Seymour Grove, Manchester.
Information is attached (Appendix B) which outlines the diverse population profile of the people of Manchester.
2.2 Membership Community The membership community is made up from the staff constituency and the public constituency with the Trust defining its membership community as Public and Staff Members.
2.2.1 Public Members The Trust has over 13,000 Public Members with the eligibility for membership of the public constituency including: -
Anyone aged 11 years or over who lives in England and Wales.
Anyone from the community who is interested in the Trust, including local residents, patients, carers and volunteers.
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The Trust has four Public Member constituencies namely: -
o Manchester o Trafford o Greater Manchester o Remainder of England and Wales.
The Trust has chosen these areas for its public constituency to represent the areas where its patients live as the Trust provides specialist services to patients from England and Wales but particularly the North West of England. The Trust also delivers secondary services to its local populations of Manchester and Trafford.
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The maps below illustrate the Public Member Constituencies for the City of Manchester, Borough of Trafford and Greater Manchester areas (areas that fall outside these wards are captured in the Rest of England & Wales Constituency).
Greater Manchester Manchester
Trafford
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Large Map of the City of Manchester Public Constituency
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Large Map of the Borough of Trafford Public Constituency
13 Foundation Trust Membership Engagement & Strategy
Large Map of the Administrative County of Greater Manchester
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15 Foundation Trust Membership Engagement & Strategy Public Members can become more involved in the work of the Trust with one way being through the Trust’s Council of Governors with Public Members voting for Public Governors during the Governor election process.
Public members elect a total of 18 Public Governors: -
Manchester x 9 Trafford x 3 Greater Manchester x 4 Rest of England & Wales x 2.
2.2.2 Staff Members
The Trust currently has over 12,000 Staff Members with staff being automatically invited to become Staff Members (subject to certain eligibility conditions outlined in section 2.2.4), however, staff are free to ‘opt out’ if they prefer.
Staff are not be eligible to be a Member if they have been dismissed as an NHS employee or have been involved in a serious incident of violence against a member of staff or registered volunteer, at any of the Trust’s facilities, within the last five years.
The Trust has four Staff classes: -
Medical and Dental Nursing and Midwifery Non-Clinical and Support Other Clinical Staff.
16 Foundation Trust Membership Engagement & Strategy As with Public Members, Staff Members can also become more involved in the work of the Trust through its Council of Governors with Staff Members voting for Staff Governors during the election process.
Staff members elect a total of 7 Staff Governors: -
Medical & Dental x 1 Other Clinical x 2 Nursing & Midwifery x 2 Non-Clinical & Support x 2
2.2.3 Nominated Partner Organisations
A total of 10 Nominated Governors are nominated from the following organisations: -
Academic Institutions (University of Manchester) x 2 Commissioners (Central Manchester Clinical Commissioning Group, Trafford Clinical Commissioning Group and a representative of Specialised Commissioning nominated by NHS England) x 3 Manchester City Council x 2 Trafford Borough Council x 1 The Trust’s Youth Forum (16 - 21 year olds) x 1 The Trust’s Volunteer Service x 1.
The Trust has a large Children’s Hospital, and is conscious that young people need a way to articulate their views. Therefore the Trust developed its relationship with its Youth Forum to ensure that young people’s views are represented on its Council of Governors by establishing a Nominated Governor position from the Trust’s Youth Forum.
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2.3 Becoming a Member
Anyone aged 11 years or above can become a Member of the NHS Foundation Trust. Members are not eligible to stand for election as a Governor until they have reached the age of 16.
However, individuals are not eligible to be a Public or Staff Member if they have been involved in a serious incident of violence against a member of staff or registered volunteer within the last 5 years.
2.4 The Constituencies
2.4.1 Public Constituency Patients, carers and the public are brought together in a single constituency and public membership is on an opt-in basis.
On 31st March 2011, the Trust successfully achieved its public membership target (set by Monitor on authorisation) of 12,000 public members and subsequently exceeded this target to now have over 13,000 public members.
All Members are equal, but the Trust recognises that some Public and Staff Members may wish to become more actively involved in the life of the Foundation Trust. The Trust therefore asks its Members to indicate the level of involvement they wish to have, in order that it can manage its contacts appropriately.
Members can do as little as: - Voting for a Governor to represent them Receiving newsletters and regular updates.
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Or as much as: - Participating in surveys/questionnaires Attending membership meetings, open days/events Standing for election as a Governor.
2.4.2 Staff Constituency As described before, all qualifying members of staff are automatically invited to become Members (however they do have the option, to opt out). Staff who do not wish to become Members are not eligible to vote for Staff Governors. If a member of staff is eligible to become a Staff Member they cannot become a Member of any other constituency, even if they opt out.
Eligibility for membership of the staff constituency includes: - The person must have been continuously employed by the Trust for a minimum of twelve months If exercising functions for the Trust, the person must have done so for at least twelve months. Staff who hold temporary fixed term contracts must have a contract of at least twelve months.
3. RESOURCING MEMBERSHIP DEVELOPMENT The Trust recognises that the process of building a meaningful membership and securing active engagement with its communities will require a commitment of time and resources.
The Foundation Trust Membership Manager is sited within the Corporate Services Department, which means that Member communications will be handled with expertise from specialist staff.
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4. BUILDING THE MEMBERSHIP BASE The Trust raises awareness and promotes the benefits of membership through a variety of communication channels, including its website, press releases, hosting and attending local events and producing staff and public membership newsletters.
Over recent years, considerable links have been established with the local community through the Trust’s Patient and Public Involvement (PPI) Service and these links are also fully utilised (please note that the Government later replaced Patient Forums with LINks to help to strengthen the system which enables communities to influence the care they receive). From April 2013 the LINks organisation was replaced with the new HealthWatch organisation (as outlined in the Health & Social Care Act 2012).
The Trust also believes that Governors have an important role to play in Member recruitment and engagement as Governors are the link between Members (determining their needs/views on the delivery of services) and the Directors who make the decisions about services (hold responsibility for delivery). Governors convey information from the Board of Directors to Members about affordability, service plans and health improvement initiatives.
One of the important stakeholder groups represented on the Council of Governors is the local community. Governors are therefore the key link between the community and the Trust, ensuring that our Trust is rooted in its community, owned by the community and responds to community needs. Having a broad and representative membership community and a Council of Governors elected from and by our members, is key to working together to better meet the needs of our communities. We believe that the Trust is afforded huge opportunities and benefits as a result of embracing new ways of operating and engaging with our Members.
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Governors also play a role in key areas via advising on issues, assist in developing ideas, acting as a sounding board and as a critical friend and indeed with the continual review and revision of the Membership Strategy.
The Membership Manager will assist Governors with the formulation of action plans for targeted recruitment and engagement within their constituencies.
The Membership Working Group has developed a Work Programme to further facilitate membership recruitment and engagement initiatives.
The Board of Directors: - Provide a simple, accessible way of becoming a Member to all who are eligible Encourage staff to be active Members and recruit others Analyse the membership base to see if any segments of the population are under-represented and develop action plans to attract Members from these areas Utilise Trust events as a means of recruitment, ensuring future open events have appropriate forums in place Enable the Council of Governors to carry out their statutory duties and fulfil their extended role.
The general duties of the Council of Governors, as outlined in the Health & Social Care Act (2012), and the constitution are:
to hold the Non-Executive Directors individually and collectively to account for the performance of the Board of Directors, and to represent the interests of the members of the Foundation Trust as a whole and the interests of the public
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The Foundation Trust must take steps to secure that the Governors are equipped with the skills and knowledge they require in the capacity as such.
The Council of Governors perform the functions set out in the legislation and the constitution, namely: - To appoint or remove the Chairman and the other Non-Executive Directors To approve the appointment (by the Non-Executive Directors) of the Chief Executive To decide the remuneration and allowances, and the other terms and conditions of office, of the Chairman and Non-Executive Directors To appoint or remove the Foundation Trust’s auditor To be presented with the annual accounts and annual reports Significant transactions must be approved by more than half of the members of the Council of Governors voting Applications by the Trust to enter into a merger, acquisition, separation or dissolution must also be approved by more than half of the members of the Council of Governors voting The Foundation Trust may make amendments of its constitution only if more than half of the members of the Council of Governors voting approve the amendments, and it has been approved by more than half of the members of the Board of Directors however, o Where an amendment is proposed to the Constitution in relation to the powers or duties of the Council of Governors, these proposals must be presented by the Governors at the next Annual Members’ Meeting and, o The Trust must also give its members a chance to vote on such amendments to the Constitution.
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Governors must be satisfied that the carrying on of activities that are other than the provision of goods and services for the purpose of the Health Service in England, do not significantly interfere with their Trust’s primary purpose or the performance of its functions and must notify the Board of Directors of their decision on this More than half of the Governors voting must approve any increase of more than 5% in the carrying on of activities that are other than the provision of goods and services for the purpose of the Health Service in England in any financial year. Governors may require one or more of the Directors to attend a meeting to obtain information about the Trust’s performance of its functions or the Directors’ performance of their duties. Governors provide their views to the Board of Directors when the Board of Directors is preparing the Foundation Trust’s forward planning. Before holding a meeting of the Board, the Board of Directors must send a copy of the agenda to the Council of Governors. As soon as practicable after holding a meeting of the Board, the Board of Directors must send a copy of the minutes to the Council of Governors.
In addition the Council of Governors will: - Review and refine the extended role of Governors beyond the statutory duties listed above Review and update the Membership Strategy Identify initiatives for raising the profile of membership Keep Members informed and updated about our work Review the membership information on the communities we serve and agree on future action for membership recruitment and engagement Review support arrangements for membership.
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Governors are elected or appointed to carry out their role by the Members therefore, Governors are accountable to Members. In turn, the Non- Executive Directors are accountable to the Governors; this chain of interlocking relationships drives the performance of the organisation and is the mechanism of accountability. Governors face both directions; on the one hand they are the link between the local community, and its needs and views on the delivery of services, and the Directors making the decisions about services and the responsibility for delivery; on the other hand Governors need to transmit information from the Board of Directors to the local community about affordability and other constraints.
The Governors, therefore, at all times link the community and the Trust, as described earlier by ensuring that the Trust is rooted in its community, owned by its community and responds to its community’s needs.
The success of a Foundation Trust very much lies in the success of the Governors’ role in linking the Trust to the community.
4.1 Key Areas in Developing the Role of Governors There are huge opportunities for the Trust to embrace new ways of operating and engaging with our local community. The role of Governors incorporates advising on issues, assisting in developing ideas, acting as a sounding board and as a critical friend.
The Trust is already working closely with the City Council and integrating with the community engagement strategy through our work in regeneration, employment and education. Governors support this work through their involvement (please see Appendix C).
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5. MANAGING ACTIVE MEMBERSHIP In total the Trust has over 25,000 Members (circa 13,000 public members and circa 12,000 staff members). We aim to maintain a minimum of 20,000 Public and Staff Members.
5.1 Membership Aim & Key Priorities Membership Aim: -
For the Trust to have a representative membership which truly reflects the communities that it serves with Governors actively representing the interests of members as a whole and the interests of the public.
Key Priorities: - Membership Community – to uphold our membership community by addressing natural attrition and membership profile short-fallings.
Membership Engagement – to develop and implement best practice engagement methods.
Governor Development – to support the developing and evolving role of Governor by equipping Governors with the skills and knowledge in order to fulfil their role.
5.2 Membership Database Management A professional, external database management company ensures that our membership database is accurate, secure, reflects our constitution and is resilient enough to support our governance arrangements and elections.
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Their main services include: - Administration of the Members register i.e.: o Managing changes of details with deletion of deceased or out of touch Members – ensuring that our database is up to date, that addresses are accurate and complete and reducing the risks of mailing to deceased persons o Access to the register by secure link to the MRM Platform – enabling the Membership Office to securely access the membership register o Preparation of appropriate data extracts as required by the Trust for any activities being undertaken by the Trust such as any e-mailings handled locally o Working with Electoral Reform Services (ERS) to ensure that our elections are conducted in accordance with Monitor’s Rules and Regulations.
The Management Team (Board of Directors) aim: - To augment the quality and level of participation in the Foundation Trust to enable the Trust to achieve its priorities and to ensure good governance To allow Governors to fulfil their designated roles and responsibilities and facilitate their participation in influencing decisions To promote a partnership approach between Governors and management to encourage positive working relationships and dialogue To strive for our membership and Council of Governors to be diverse in their composition To provide correct learning and development opportunities to Governors to aid their achievement of their roles and responsibilities.
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6. ENGAGING AND COMMUNICATING WITH MEMBERS Communication with Members is via a combination of Trust and Governor managed communications. For membership engagement best practice methodologies to be developed, it is important to maintain a continual two- way dialogue (both formal and informal).
The Management Team (Board of Directors): - Provides a ‘Welcome Pack’ for Members which is segmented into several membership groups namely: - o Children and Young Public Members (aged 11 – 17 years) o Public Members (aged 18+ years) o Staff Members. Established an effective Engagement and Communication Plan for Members, using existing communication channels and building new ones.
6.1 Membership Engagement & Communication Plan
Membership Engagement & Communication Plan
Trust Led Communications Governor Led Communications
Website: Dedicated web page for staff Dedicated Governor web page - constituency and public located through FT web page with constituency with: Governors biography, photo and Information on being an NHS contact details Foundation Trust (FT) - What it means to be a Member Segmented web pages for public and staff members Website (cont):
27 Foundation Trust Membership Engagement & Strategy Young Members Page (information tailored to target young members) Online membership application form Council of Governor web page – includes Governor Role information pack and criteria to become a Governor What’s New web page – highlighting forthcoming events and new membership information/documents Governor Election web page – provides information on how to stand as Governor and Governor election start date/process information Events page – listing Council of Governors and Annual Members’ Meeting Dates (includes past agendas/minutes) in addition to dates of membership events Membership Events and information promoted to staff members via staffnet announcements (and Team Brief/WWN) Frequently Asked Questions web page
Briefings and Information:
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Flyer promoting NHS Foundation Governors utilise own networks and Trust, information on Governors and community groups to promote, recruit Membership benefits and and engage with members utilising membership application process the Trust Membership/Governor documents Simplified Membership application form which includes return freepost address
Segmented welcome pack sent to every new member (staff, public and young members) including welcome letter from the Chairman
Newsletters and News Alerts
Newsletters (Foundation Focus) Including interviews with Governors segmented in Adult and Young and Governor Working Group Member editions - providing Trust updates provided (including actions news and upcoming membership being driven by Governors to improve events/meetings, and other relevant public and staff experiences) information
E-mail broadcasts sent to members providing membership event/meeting details, latest editions of newsletters and Trust information.
Latest editions of newsletters also sent via post to non-email members.
Newsletters and News Alerts (cont)
29 Foundation Trust Membership Engagement & Strategy Regular news alerts (Foundation News Flash) sent to members promoting key Membership/Governor information (Governor Election Results etc.)
Engagement Initiatives
Interactive Annual Members’ Governors in attendance at Annual Meetings – Trust Services Members’ Meetings to meet and showcased in addition to health engage with members face to face promotion information being available for members (includes interactive demonstrations)
Interactive Young People’s Events – Governors in attendance at Young Trust Services showcased in People’s Events to meet and engage addition to health promotion with young members and students information being available for from schools/colleges face to face members (includes interactive demonstrations). Focus on NHS careers with health information being tailored to young people’s health needs.
Membership Involvement Form sent Governors in attendance at ad hoc to all new members to determine Trust Events to meet and engage with areas of involvement/interest (return staff members freepost envelope included). Membership Office/Trust Officers contact members with relevant involvement opportunities as and when available.
Membership questionnaires Chairman/Staff Governor developed to determine Engagement Sessions with Staff
30 Foundation Trust Membership Engagement & Strategy engagement needs/wants of Members – staff members members encouraged to forward ideas/suggestions and concerns.
Dedicated membership e-mail account [email protected]
Letter from the Chairman sent to Governors Subgroups established as seldom heard community groups and when required to progress providing information on the Trust specific work projects – past and NHS Foundation Trusts, subgroups have included information on Constitutional Changes and Governors/Membership and Engagement with Seldom Heard membership application process (list Community Groups of groups maintained by PPI Team). Regular updates sent to seldom groups (membership events/meetings, newsletter etc.)
6.2 Membership Involvement Opportunities
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The table below outlines the involvement opportunities that members are encouraged to participate in: -
Membership Engagement – Involvement Opportunities
Involvement Children & Young Adult Public Staff Members Opportunity Public Members Members (11 – 17 years) (18+ years) Participating in Surveys Attending Member Events/Meetings Attending Open Days/Health Promotional Events Recruiting New Members Fundraising Activities Participate in Consultation of Trust Plans Find out more about the Work of the Trust
Involvement Children & Young Adult Public Staff Members Opportunity Public Members Members (11 – 17 years) (18+ years) Standing for Election as a Governor (If aged 16+ years)
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Join the Trust’s (If aged 16+ years) N/A Volunteer Services Become a Member of the N/A N/A Trust’s Youth Forum Meetings Attending Chairman/Staff Governor N/A N/A Engagement Sessions
The Council of Governors will: - Evaluate the success of the Engagement and Communication Plan and Member feedback. Maintain and develop a programme of events. Review membership materials and ensuring the language is clear. Develop strategies to inform the wider public and stakeholders about the Trust. Evaluate the membership’s response to different levels of information and methods of delivery. Use various communication methods to facilitate effective communication with Members.
7. PLAYING A KEY COMMUNITY ROLE We continue to work closely with our partners in local authorities, Clinical Commissioning Groups (CCGs), children’s services and other health and social care organisations to ensure that we play our part in the communities we serve.
33 Foundation Trust Membership Engagement & Strategy The Trust has taken a leading role in Manchester with Manchester City Council and partner organisations to promote regeneration and academic development within the city. The initiatives include employment opportunities for local young people and increased use of local businesses.
We are the leading sponsor of the Manchester Health Academy based in Wythenshawe. The Academy provides major educational and work experience opportunities for children in Manchester. It also promotes healthier lifestyles among students, families and school staff associated with the Academy.
Our partnership with The University of Manchester brings many benefits to patients and is essential to the delivery of our service. We have established a joint academic clinical campus as one of the country’s foremost integrated research and innovation centres.
The Management Team (Board of Directors) aim: - To seek out partnerships with like-minded organisations and key stakeholders in the community. Maximise opportunities for positive public relations in the local community.
The Council of Governors will: - Promote the aims and priorities of Central Manchester University Hospitals NHS Foundation Trust through links into the community. Seek further opportunities for community engagement.
8. WORKING WITH OTHER MEMBERSHIP ORGANISATIONS
34 Foundation Trust Membership Engagement & Strategy We aim to develop a strong sense of shared purpose with other like- minded organisations and we work with other NHS Foundation Trusts to raise the profile of community activity and to share best practice with such partners on membership, co-operation and community relations.
The Management Team (Board of Directors) and the Council of Governors will: - Further develop existing relationships with other Foundation Trusts exploring whether joint projects are feasible. Engage our Governors to help us strengthen existing links with local organisations and to create new ones.
9. EVALUATING SUCCESS The Trust supports the time, resources and infrastructure to support the continued development of an effective Membership function, the management of stakeholder relationships and ongoing recruitment, induction and development activities for Members and Governors.
The areas for further development fall into the following: - Membership services and support Developing stakeholder relationships and involvement Evaluating effectiveness and review.
As a minimum the Trust Management Team (Board of Directors) ensures that the following are in place: - A Foundation Trust Membership Office to provide a single dedicated point of contact for Members and potential Members A comprehensive information pack for new Members about the Trust, and the role of a Foundation Trust Member, and how Governor elections are managed A membership database.
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The Council of Governors will: - Review reports from the Membership Manager and respond or request information where necessary Review and refine the Membership Strategy to ensure the document is kept up to date and relevant.
Our success will be evaluated by: - Polling Members Completion of a handover of the Membership Strategy to the Governors Governors having confidence to critique and amend the Strategy as per recommendations from Members and the Trust (Members will be asked for comments on the Strategy) Trust and Governors working to create a set of checks and balances to assess the success of membership as it grows and matures, through measures such as growth and satisfaction levels.
10. MEMBERSHIP RECRUITMENT TO DATE As previously described the Trust has a duty to ensure that it engages with its local communities and encourages local people to become members of the organisation (ensuring that membership is representative of the communities that it serves).
Monitor (Independent Regulator of NHS Foundation Trusts) each year requires the Trust to submit a membership report with the following categories being specified: -
Age
0 – 16 17 – 21
36 Foundation Trust Membership Engagement & Strategy 22+ Not Stated
Ethnicity
White Mixed Asian or Asian British Black or Black British Other Not Stated
Gender
Male Female Not Stated
Recorded Disability
It is therefore important for the Trust to ensure that membership recruitment campaigns are held each year to address any membership profile imbalances (e.g. young members and hard to reach groups) and to compensate for natural attrition.
The following are examples of some of the membership recruitment initiatives carried out: - Poster campaigns (Dentists, Libraries, GPs, Community Groups and internally)
Regular contact made with community, faith and volunteer groups in writing and by e-mail Senior managers meet with community/volunteer groups upon request Encouraged staff to inform family/friends and people within their local communities about becoming a member Membership posters and application forms forwarded to each Trust Division/reception areas Broadcast 10, one hour programmes on ALL FM (local community radio).
37 Foundation Trust Membership Engagement & Strategy Working with patients and the public through our Patient Partnership Department to encourage membership Production of newsletters for existing Members with details of how to become a member for family and friends Children’s youth forums, wards and schools visited to encourage membership Lead nurses and ward managers fully briefed and supplied with membership forms to encourage patients to become Members when discharged Tele-recruiting to target under-represented areas/groups Membership news item in Manchester City Council’s newspaper (circulation 200,000). Targeted recruitment undertaken by the Trust’s database company (to address membership profile imbalances and to actively recruit new young members). “Become a Member” stand established and rotated around the various hospital entrances throughout the Trust. Promotional “Become a Member” materials established and made available at events.
Membership forms are regularly distributed to:- The University of Manchester staff Multi-Faith groups Patient groups Community groups Trust’s Out-Patient Departments & Divisions Governors.
38 Foundation Trust Membership Engagement & Strategy In addition we regularly update our Foundation Trust website and it is an integral part of the Trust website.
To further engage our Staff Members we feature regular articles in our team brief/WWN and have established a quarterly Governor Bulletin which is circulated to all Staff Members. We are also providing updates to our Operational Managers Group and Trust Management Board with additional Divisional Updates.
11. PLANS FOR FUTURE MEMBERSHIP RECRUITMENT We will continue to target key groups such as patients, carers, community/volunteer groups and the Patient and Public Involvement Forum (HealthWatch).
The Trust Management Team (Board of Directors) will ensure this is done by: - NHS Foundation Trust displays/stands in the main thoroughfares of the hospital, with contact details i.e. ‘call the Membership Office for an application form’ Running poster campaigns within the hospital and local community Asking the City Council to display information Asking The University of Manchester to display information
The Council of Governors will: - Find key recruiters for the hard to reach members of the population Utilise the Foundation Trust web pages to circulate information and attract new Members Review and develop action plans.
12. GLOSSARY OF TERMS
39 Foundation Trust Membership Engagement & Strategy Board of Directors A Board of Directors is the executive body responsible for the operational management and conduct of the Trust, comprising Executive and Non- Executive Directors.
Constituency Members of NHS Foundation Trusts are grouped into constituencies representing different types of Members.
Council of Governors A group of Governors who are either elected by Members (Public Members elect Public Governors and Staff Members elect Staff Governors) or nominated by partner organisations. The Council of Governors is the Trust’s direct link to the local community; the community’s voice within the Trust in forward planning.
Executive Directors Executive Directors are senior employees, for example the Chief Executive and Finance Director, of a NHS Foundation Trust who sit on the Board of Directors. Executive Directors have decision-making powers and a defined set of responsibilities, thus playing a key role in the day to day running of the Trust.
Members People with an interest in the development and well being of an NHS Foundation Trust, following application (public), become a public member of the organisation. Staff are automatically invited to become staff members.
40 Foundation Trust Membership Engagement & Strategy Monitor Monitor is independent from the Department of Health and is accountable to Parliament. Monitor is responsible for authorising, monitoring and regulating NHS Foundation Trusts.
Non-Executive Directors Non-Executive Directors (NEDs) are appointed by Governors to sit on the Board of Directors of the NHS Foundation Trust. The law requires that NEDs take at least one third of the places on the Board. NEDs are not employees of the organisation, but do receive payment for their work.
Primary Care Often the patient’s first point of contact with health services, for example, a GP, practice nurse, health centre, dentist, optician or pharmacist.
Clinical Commissioning Groups Organisations that allocate the money given to them by the government to all healthcare service providers in line with local delivery plans and priorities.
41 Appendix A – Governance Arrangements Governance Arrangements
The diagram below outlines the Trust’s Governance Arrangements and the relationship between Members, Governors and Board of Directors.
Council of Governors
Members 18 Public Governors
Public Members (Over 13,000) Representing the following public Board of Directors constituencies: Members have a real opportunity to ELECT shape our future and ensure 9 – Manchester services are developed which best 3 - Trafford Executive Directors meet their needs. 4 – Greater Manchester Membership is completely free and 2 – Rest of England & Wales A minimum of five to a is open to anyone who lives in maximum of nine England and Wales who is aged 11 years or over. You would not be eligible to be a 7 Staff Governors public member if you have been involved in a serious incident of Representing the following staff classes: violence against a member of staff or registered volunteer within the last 1 – Medical & Dental CHAIRMAN Non-Executive Directors 5 years. 2 – Nursing & Midwifery 2 – Other Clinical Staff Members (Over 12,000) ELECT 2 – Non-Clinical & Support A minimum of five to a maximum of nine All qualifying members of staff are 10 Nominated Governors automatically invited to become members as we are confident Representing the following partner organisations: that our staff want to play an active role in developing better quality 3 – Clinical Commissioning Group (Central services for our patients. Staff are Manchester CCG, Trafford CCG and NHS however able to opt out if they wish England to represent specialised to do so. commissioning) Staff are not eligible to be a public 2 – Local Authority (Manchester City Council) member. 1 - Local Authority (Trafford Borough Council) 2 – University (University of Manchester) 1 – Youth (Trust’s Youth Forum) 1 – Volunteer (Trust’s Volunteer Services)
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Appendix B – Demographic Information
The following information describes the diverse population profile of the people of Manchester. Much of the information is based on data from the 2001 Census, from the Office of National Statistics (www.statistics.gov.uk). Where there is no Census data, other sources have been used. The data source is noted below each chart.
Ethnic Minority Population (All Census Category Groups) for Central Manchester, Manchester, Greater Manchester, the North West
100.00
80.00
60.00
40.00 A: White All Ethnic Minorities
20.00
0.00 Central Manchester Greater North West Manchester Manchester
This chart is based on Census 2001 data from the Office of National Statistics Online (www.statistics.gov.uk).
Page 43 Foundation Trust Membership Engagement & Strategy Central Manchester Population by Ethnic Origin (Census Categories)
1% White: British 2% White: Irish 1% 4% White: Other 5% Mixed: White and Black Caribbean 1% 2% Mixed: White and Black African Mixed: White and Asian
9% Mixed: Other Mixed Background Asian or Asian British: Indian Asian or Asian British: Pakistani 2% Asian or Asian British: Bangladeshi 1% Asian or Asian British: Other Asian Background 1% 59% 1% Black or Black British: Caribbean 2% 4% Black or Black British: African
5% Black or Black British: Other Black Background Chinese or other ethnic group: Chinese
Chinese or other ethnic group: Other ethnic group
This chart is based on Census 2001 data from the Office of National Statistics Online (www.statistics.gov.uk).
Central Manchester Population by Gender, compared with the North West (Census data)
48% 49% 52% 51%
North West Central Manchester
Female
Male
These charts are based on Census 2001 data from the Office of National Statistics Online (www.statistics.gov.uk).
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Adults in the North West likely to be covered by the Disability Discrimination Act, compared with Britain as a whole
100%
1.2 million people 24% 9.8 million people 22% 80%
60% Disabled Non-disabled
40%
20%
0% North West and Merseyside UK
This chart is based on information from the Disability Rights Commission Disability Briefing 2004, which includes information from the Labour Force Survey, Great Britain, spring 2004 and the Family Resources Survey.
Manchester Population by Religion (Census Categories)
Religion not stated 10%
No religion 16%
Other 0%
Sikh 0% Christian 62% Muslim 9%
Jewish 1% Hindu Buddhist 1% 1%
This chart is based on Census 2001 data from the Office of National Statistics Online (www.statistics.gov.uk).
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Central Manchester Population by Religion compared to England and Wales
Religion not stated 9.7%
No religion 16.0%
Other 0.3%
Sikh 0.4% England and Muslim 9.1% Wales Manchester Jewish 0.8%
Hindu 0.7%
Buddhist 0.5%
Christian 62.4%
0% 10% 20% 30% 40% 50% 60% 70% 80%
This chart is based on Census 2001 data from the Office of National Statistics Online (www.statistics.gov.uk).
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Appendix C – Areas of Governor Involvement Role Area Examples Examples of Level of Involvement
Holding the Board of Key Performance Indicators - Review of Annual Plan Receive and comment on Intelligent Directors to Account - Reviewing performance of the Trust across patient Board Reports. Actively contribute to safety, clinical effectiveness, patient experience, the development of the Trust’s Annual finance and productivity. Plan and key priorities. Advisory/Sounding Staff Health & Wellbeing - Developing the staff health & wellbeing strategy Receive and comment on annual staff Board - Implementation & monitoring of the staff health & surveys, strategy documents and plans wellbeing strategy in relation to health promotion & staff - Development and implementation of work health & wellbeing. Develop and support programme initiatives. initiatives/campaigns and represent the Trust on working groups. Advisory/Sounding Corporate Citizenship - Cultural Partnerships Receive and comment on strategy Board - Employment/Education documents, annual plans in relation to - Sustainable Travel & Transport corporate citizenship - Environmental Issues.
Critical Friend Patient Experience - Customer Focus Linking with our Patient and Public - Front of house/reception areas Involvement Department, Facilities, and - Cleanliness/Environment Volunteer Staff. - Accessibility (getting to the hospitals, parking, physical access around the site, signage). - Interpretation services - Patient Information - Links with Patient & Public Involvement Groups. Guardian Membership - Developing a membership strategy Direct hands on role to work with the - Implementation and monitoring of the membership membership in liaison with the strategy Membership Office. - Recruitment of new members and developing membership engagement practices - Developing a members’ engagement strategy and best practice methods.
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