PPG Meeting - 23 Feb 2021

 

Meeting Notes: Tuesday 23 February 2021 / 10:00 – 11:00PM

Welcomes and Introductions

KGP welcomed and thanked the members for attending the PPG meeting noting that the attendance was small but acknowledging the communication challenges reaching out to the membership.

Chair: Kevin Gannaway-Pitts (KGP) - Interim Vice Chair

Attending:  Dr Nicky Wilson (NW), Rachel Merritt (RM), Georgie Kemp (GK), Christine Hart (CH), Steve Talbot (ST), Katherine Holland

Apologies:  Sandra Nicholson (SM), Mary Haines (MH)

Vote of thanks

We discussed a vote of thanks to be passed to Andrew and Jhumpa and acknowledged their time and commitment to the PPG during their tenure.

Action:  Formal letters to be drafted thanking each of them for their service to the PPG - KGP

Proposed Framework

KGP presented the draft framework to the group and took questions during the presentation.

Questions regarding meetings was raised about the flexibility of the group and when it is best to hold meetings.  The group felt that we should look at a range of options and poll some ideas about the best time to meet to fit in with everyone’s availability and offer the best opportunity to achieve maximum attendance.  We also discussed the role of the sub committee and the whole membership and would look at monthly meetings for the subcommittee and bimonthly for the full membership.

Action: Poll ideas and availability to find times that would meet everyone’s suitability for future meetings – KGP

The role of the subcommittee was discussed, and we would like to assign responsibilities to those who serve on the subcommittee.  Expressions of interest are welcomed at this stage and we will hope to fill the positions following the recruitment process from the expressions of interest received by Aspen.

Draft Constitution

The draft constitution is subject to agreement and sign off. Two points were raised by GK who has mailed these across and changes have been made to the constitution.

Once the constitution has been ratified, all appointed members to the PPG will require a copy to sign and be held on record

ACTION:  All feedback to be sent to KGP who will review, clarify, and edit changes to the constitution ready for a final review before signing off. 

ACTION:  KGP to send out an up to date copy of the constitution with the notes from the meeting.

PPG Membership

The current membership has been a challenge with confirming correct contact details.  KGP has a record of contact details and will create a database which will be password protected once the membership is confirmed and appointed.

Until we complete recruitment to the PPG and establish a subcommittee, we are in no place to appoint a chairman at this stage.  This was put to the group who agreed with this statement.  As an interim KGP has agreed to serve as the interim Vice Chairman to support the journey of change required until we are in a position to start appointing and then following up for nominations for the chair and vice chair positions.  The post of secretary can be filled immediately following any expressions for interest.

We discussed who’s in and who’s out and the following responses have been received:

Members who have expressed an Interest in remaining on the PPG:

Christine Hart, Eve Butler, Georgie Kemp, Mary Haines, Steve Talbot, Sandra Nicholson, Kevin Gannaway-Pitts

Resignations received

Andrew Harding, Keith Waldon, Elaine Waldon, Steve Pearce, Tricia Harding

Summary of membership 

At present following the resignations we have a total of 21 members.  7 members have confirmed they wish to remain on the PPG with a total of 14 to confirm from the original membership list.

KGP proposed that he will mail the remaining membership giving them two weeks to respond to remain on the committee or a nine response will be taken as a resignation.

ACTION:  KGP to mail the membership with a cut off date set for the 10 Mar 2021 for a response.

Attendance at Meetings was discussed, and the timing of meetings can be challenging, however if a member fails to send apologies or does not engage with the meetings, a member appointed from the subcommittee will do a follow up with the member to establish if they are struggling and need support or in a case of nonattendance or lack of engagement will be considered to be requested to stand down from the membership

ACTION:  KGP Nonattendance added to the constitution under 4.2.3 Regular Meetings:

Failure to attend meetings with no apology or reason for nonattendance will be followed up to establish if the member is fit to continue on the PPG

Recruitment process

We agreed to ask members and interested individuals to complete the application form in order that we can short list candidates for appointment to the PPG.  KH has agreed to put the application form using online services.

ACTION:  KGP to send the format to KH (COMPLETED 23 Feb 2021)

PPG Next Steps and FAQs

The group agreed with the direction of travel with the framework and as the FAQs have only come from one person, KGP has agreed not to share these with the wider group but has sent a response to the questions to the member who has raised them.

KGP has asked for members to consider attending the virtual countywide PPG meeting on Friday 26th February 2021 between 10:00 – 11:00am 

Link to meeting: http://bit.ly/PPGNetworkFeb2021

ACTION:  KGP to send details out to the group (COMPLETED 23 Feb 2021)

Communications & Engagement

This is an area of concern and part of the issue is in relation to having correct details of members which is in progress.  This will in the future require more focus from everyone on the subcommittee and will require updates for the blog and updating notice boards in due course as the practice transitions in line with the governments timetable for lifting lockdown restrictions.

AOB

The next meeting will be set up following more progress with the development activities and members can contact KGP directly in relation to any PPG matters that need addressing.

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