Name of meeting
BOARD MEETING
Date and time
THURSDAY, 30TH OCTOBER 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
Lucy Cribb (LC) (Minutes), Help & Care
Martyn Jewell (MJ), Help & Care
Martyn Webster (MW), Help & Care
Part 1 Business
1. Apologies for absence
Apologies of absence were received from Roger Hayre.
2. Additional agenda items
It was agreed that the following additional agenda items
would be included:
. Expenses (SJ)
. AGM (SJ)
. Data Protection (MG)
. Dorset Clinical Services Review (RB)
3. Declaration of interests
a. Register of interests
None.
b. Conflicts related to items on the agenda
None.
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Actions
by/date
4. Minutes of the previous meeting/matters arising
The Board agreed the minutes of the previous meeting.
Updates were provided on the following matters arising;
4.3 - MJ reported that the final accounts for 2013/14
were now available and this issue was on the agenda.
4.4 - MJ reported that he had written to Help & Care,
CAiD and DREC regarding Healthwatch England
Escalation Policy for dealing with Safeguarding Issues.
To date, Help & Care had responded.
7 - MJ agreed to check whether the SLA with Help and
Care includes Healthwatch Dorset representation on the
Health and Wellbeing Boards, Overview and Scrutiny
Committees and other committees, where required, and
to report back at the next meeting.
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9 - MG and JG informed everyone that they had met
and drafted a document setting out the characteristics
of an effective Board and how its effectiveness could be
evaluated. However, it had been agreed to defer
discussion of the document until a future meeting when
sufficient time could be allocated to this item.
Meanwhile, MG agreed to circulate the draft document
to Board members who agreed to submit any comments
and proposed amendments to her by 14 Nov 2014.
5. To receive an update on the Appointment of Chair –
MJ informed everyone that an internal advert for the
appointment of Chair would be sent to all Non-Executive
Directors of the Board and it was agreed that, in the
interim, MG would stand in as Interim Chair.
5.1 To approve expenditure to amend the Articles of
Association
This was agreed.
5.2 To agree upon the changes to the articles
The Board discussed the length of the Chair’s term of
office and agreed this should be extended from one
year to three years. MJ agreed to instruct the solicitor
accordingly.
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6. Audit and Risk Committee –
6.1 To approve the 2013/2014 final accounts
RT recommended the Board approve the 2013/14
accounts, subject to minor amendments being made
to the text only. MG thought that Roger Hayre had
become a Director in March 2014 and that the
Accounts should be amended to reflect this. MJ was
asked to check the date that Chris Thomas resigned
as a Director and whether Roger Hayre had been
registered at Companies House as a Director. The
accounts were approved subject to RT’s comments.
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The Board also agreed that the company accountants
should ask HMRC to recognise Healthwatch Dorset
CIC as a non-trading entity.
6.2 To receive the 2014/2015 quarter 2 accounts
DS commented that there were some minor changes
that needed to be made to the format of the accounts.
MJ confirmed that he would submit a proposed
budget for 2014/15 to the next Audit & Risk
Committee meeting.
6.3 To receive an updated risk register
RT reported that the risk register now included an
‘action by’ column and that partnership organisations
were now included under the financial risk heading.
Board members also asked for Data Protection to be
included.
SJ asked Board members to submit any further
comments to MJ within by 14 Nov 2014.
7. To receive the 2014/2015 quarter 2 performance
report
MW summarised the Quarter 2 Performance Report and
spoke about the positive outcomes included in the report.
MW gave an overview on the current work of the
Healthwatch Dorset Team and informed everyone of an
event on 5 Dec 2014 at Wimborne CLARC, when
presentations would be given on the Community
Investment Projects. Members of the public, voluntary
organisations and commissioners will also be invited to
attend.
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8. To receive the updated 2014/2015 Strategic Business
Plan
The Board took the opportunity to thank RB and MG for
their work.
SJ asked for any further comments and proposed
amendments to be forwarded to MG by 14 Nov 2014.
9. To receive an update on the Novation of Contract
MJ was pleased to report that a revised version of the
Deed of Novation had now been agreed between
Healthwatch CIC and Help & Care and had been
forwarded to Dorset County Council on 23 Oct 2014
seeking their agreement to the proposed changes. A
response from Dorset County Council was awaited
10. Wessex Community Voice
MW provided Board members with an overview on the
Wessex Community Voice project, following which Board
members all agreed to support the project.
Additional items
 Expenses – SJ spoke about a recent issue that had
been raised by Roger Hayre regarding the Directors’
Expenses Policy and the Directors’ Loss of Earnings
Policy, both of which had been agreed at the previous
meeting, and the maximum level of expenses that can be
claimed. The Board agreed that the policies should not be
further amended and that Directors should adhere to the
agreed policies. RT agreed to contact the Chair of DREC
on an informal basis to discuss further, and hopefully
resolve, this issue.
 AGM – SJ commented that an AGM would provide a
good opportunity to demonstrate what had been achieved
so far, although it was acknowledged that there is no legal
obligation for the CIC to hold an AGM. Board members
agreed that June 2015 would be a good time to hold an
AGM and to launch the 2014/15 Annual Report.
 Data Protection – MG thanked JG and RT for offering
to be involved in taking forward the development of the
Data Protection Policy. She reported that, following further
discussions about this issue, it was felt that the CIC may
need to be registered as a Data Controller with the
Information Commissioner’s Office. MW offered to discuss
this issue further with MG and MJ.
 Dorset Clinical Services Review – RB informed the
Board that he had attended the recent launch of the Dorset
Clinical Services Review and congratulated MW on his
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contribution.
Part 2 Development
11. To conduct a PEST analysis
Due to insufficient time, it was agreed to carry over this
item to a future meeting.
12. Date of next meeting – 27th November 2014
5.00-7.30pm at Help & Care.
The meeting closed at 9:00pm.
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