Name of Meeting BOARD MEETING

Name of meeting BOARD MEETING

Date and time THURSDAY, 20TH FEBRUARY 2014

Venue HELP AND CARE, 896 CHRISTCHURCH ROAD, BOURNEMOUTH

Present Roger Browning (RB), Joyce Guest (JG), Margaret Guy (MG), (Chair) Sam Johnson (SJ), David Sargent (DS), Roger Tilley (RT) and Chris Williams (CW)

In attendance Caroline Buxton (CB), CAiD

Lucy Cribb (LC) (Minutes), Help & Care

Martyn Webster (MW), Help & Care

1. Apologies for absence Actions by/Date Apologies for absence from Chris Thomas.

2. Additional agenda items

RB asked for Any Other Business to include the NHS care.data system and RT asked to include Communication.

3. Declaration of interests

a. Register of interests

RB informed everyone that he now has involvement with the Swanage Hospital League of Friends and New Wave Integrated Care Ltd. of which he is a Director of provides a primary care walk in service.

b. Conflicts related to items on the agenda

4. Minutes of the previous meeting/matters arising (paper A)

A change is to be made to item 2, to read ‘RB declared that he is now the Director of New Wave 1 Integrated Care Ltd. A change is also to be made to item 9, to read ‘Olwyn Okeford’. The minutes were then agreed as accurate.

5. Update on existing activities (papers B, C and D)

MW gave an overview of the work plan that was circulated prior to the meeting. There were various questions raised for clarification and MW confirmed that all the projects on the work plan are being funded as part of the core function work of Healthwatch Dorset.

The role of volunteer Healthwatch Champions was clarified and MW agreed to report at the next Board MW-27/3/14 meeting on the demographic profile of the current cohort of Champions.

It was also agreed that the three partner delivery organisations would give an account at the next Board meeting of how they integrate their work. MW/RT/CB/AC- 27/3/14

a. Delivery against performance and objectives

CW agreed to map all the objectives and KPI’s in a traffic light system using what is set out in the CW-27/3/14 SLA’s. The traffic light system will indicate the objectives achieved, the objectives in progress and the objectives not achieved. This will then set the objectives for the following year.

CW stated that a way will need to be developed to measure how the Board itself is performing.

CW agreed to attend the next contract review CW-April 14 meeting with in April.

6. Strategy, vision, and values

SJ stressed the importance of setting out the Board’s strategic vision and the internal and external values around that. The Board agreed that it would be beneficial if these were discussed at a developmental away day where Jessie Cunnett could assist with the strategy of delivering the vision and values. SJ agreed to forward 3 provisional dates for an away day SJ-ASAP and set up a doodle poll.

7. Risk and governance

2 MG reminded the Board that there are a number of policies and procedures the CIC should have in place and recommended the Board adopt those already in place in Help and Care, pending a formal revision of each policy. She also recommended that a schedule be agreed for reviewing and revising policies so that a small number are brought to each Board meeting on a cyclical basis. The production of this schedule, as well as the production of an initial tranche of policies, are early tasks for the new Business Manager. She suggested offering him the opportunity to work additional initially, using some of the under spend.

MG stated that another early task for the Business Manager will be the establishment of a risk register. This needs to be developed in consultation with the Board and MG suggested the developmental away day would provide an opportunity to proceed with this task. The final document would then need to be presented for the final agreement and endorsement at a subsequent Board meeting and reviewed at regular intervals, as deemed appropriate.

MG also informed everyone that, before the local authority contract can be novated to the CIC, it needs to be revised. Peter Munns had assured her that this was in hand.

8. Business planning, revenue generation

JG has some samples of business plans that the Board can use and is happy to discuss this with the Business Manager.

9. Finance

DS feels that there is a clear need for the Business Manager to carry out some additional working hours initially and that the current underspend could be used to finance this. DS asked LC to arrange a meeting to be held on 27th March, from 4-6pm, with financial representatives from Help and Care, Dorset CAB and Dorset Race Equality Council in attendance. LC-ASAP 10. Business Manager

SJ and MG both said how pleased they were with the overall applicants and that Martyn Jewell is the successful candidate who is due to start on the week commencing the 25th March. References will be taken 3 up. SJ and MG both assured everyone that the interview panel had consistent scoring throughout. Martyn Jewell will be invited to attend the next Board meeting and SJ will meet with him in the week beginning 25th March.

11. Any other business

RT took the opportunity to express his concern about the level of communication between the Board. This was discussed and SJ concluded that the points raised have been accepted.

RB recently attended a meeting whereby the NHS care.data system was discussed and it was reported that there will be a numbers of ways of sharing data including via Healthwatch.

12. Future meetings

It was agreed that the next meeting will be held on Thursday 27th March 2014, from 6.30-9.00pm at Help and Care.

The meeting closed at 8.55pm