Ayrshire and Arran NHS Board - nhsaaa.net · the key dimensions of the Health and Social Care delivery plan (2016), the development of ... Realistic medicine, a vision for nursing,

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Paper 18

Ayrshire and Arran NHS Board Monday 21 May 2018

Area Professional Committee Annual Reports for 2017/18 Author: Dr Janet McKay, Chair, Area Clinical Forum

Sponsoring Director: Mr John Burns, Chief Executive, NHS Ayrshire & Arran

Date: 30 April 2018

Recommendation The Board is asked:

To note the Area Professional Committee Annual Reports 2017/18 as appended:

Appendix 1 Area Allied Health Professions Professional Committee Appendix 2 Area Dental Professional Committee Appendix 3 Area Healthcare Science Professional Committee Appendix 4 Area Medical Professional Committee Appendix 5 Area Nursing and Midwifery Professional Committee Appendix 6 Area Optical Professional Committee Appendix 7 Area Pharmaceutical Professional Committee Appendix 8 Area Psychology Professional Committee

To approve the revised Area Allied Health Professions Professional Committee and Area Dental Professional Committee Constitutions (both shown at Appendix 1 to the Annual Report).

To acknowledge the challenge that exists for those professionals who wish to contribute to the Strategic Agenda and Organisational Development.

To continue to support the Committees’ future work.

Summary Rebuilding our National Health Service (2001) emphasised that NHS Boards should draw on the full range of Professional skills and expertise that exists in all parts of their local NHS system. These professions should provide advice on clinical and other professional matters. CEL 16 (2010) Area Clinical Forums suggested that NHS Boards further develop and enhance the role of ACFs and the individual Area Professional Committees which advise on profession specific issues. The current professional Committee structure was formed in 2001 and an additional Committee, the Area Healthcare Science Professional Committee was added in 2011.

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ACFs and their constituent members have a key role in supporting the implementation of the key dimensions of the Health and Social Care delivery plan (2016), the development of the Integrated Joint Boards and the implementation of other key strategic documents such as: National clinical strategy, Realistic medicine, a vision for nursing, prescription for excellence, National Active and Independent Living Improvement Plan, both AHP and HCS delivery plans and National Workforce Plan. Developing ACFs within this broader strategic context aims to harness the knowledge, skills and commitment of clinicians across NHS Scotland. Throughout the year the ACF has been involved in a range of consultations and discussions, helping to influence and support the NHS Board in its ongoing development, at the same time as supporting and influencing at a Scottish level through the National ACF. The ACF is committed to continuing this support The strength of the ACF lies in the multi-disciplinary nature of its membership and the crosscutting themes from all Professional Committees over the year are described below. Key Messages from ACF: ACF and Professional Committees are keen to continue to support and engage with the Transformational change programme

The support of senior management for the Professional Committee structure is important and welcomed, but not always equal across the Committees.

ACF and the Professional Committees continue to be involved in a range of improvement programmes across the professions.

Workforce issues are a cause for concern for the ACF and the Professional Committees.

ACF are supportive of the progress being made within integration and are keen to strengthen relationships between the ACF, the Professional Committees and the Integrated Joint Boards.

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Glossary of Terms

AAHPPC Area Allied Health Professions Professional Committee

ACF Area Clinical Forum

ADOC Ayrshire Doctors on Call

ADPC Area Dental Professional Committee

ADTC Area Drug and Therapeutics Committee

AHCSPC Area Healthcare Science Professional Committee

AHP Allied Health Professional

AILIP Active and Independent Living Programme in Scotland

AMPC Area Medical Professional Committee

ANMPC Area Nursing and Midwifery Professional Committee

AOPC Area Optical Professional Committee

APLGs Area Pharmacy Locality Groups

APPC Area Pharmaceutical Professional Committee

APsyPC Area Psychology Professional Committee

CAMHS Child and Adolescent Mental Health Services

CBT Cognitive Behavioural Therapy

CDPH Consultant in Dental Public Health

CPD Continuous Professional Development

DPA Dental Practice Adviser

GDP General Dental Practitioner

GDS General Dental Service

HARP Healthy and Active Rehabilitation programme

HCS Health Care Science

HDS Hospital Dental Service

HSC Health and Social Care

HSCPs Health and Social Care Partnerships

HPHS Health Promoting Health Service

MSK Musculoskeletal Services

NDIP National Dental Inspection Programme

NHS A&A NHS Ayrshire & Arran

NMC Nursing and Midwifery Council

O&HRD Organisational and Human Resources Department

OOH Out of Hours

OT Occupational Therapy

PGD Patient Group Directions

PDS Public Dental Service

PPC Pharmacy Practices Committee

SPSP Scottish Patient Safety Programme

UTI Urinary Tract Infections

OT Occupational Therapy

SLT Speech and Language Therapy

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Monitoring Form

Policy/Strategy Implications

Not applicable

Workforce Implications

Not applicable

Financial Implications

Not applicable

Consultation (including Professional Committees)

This report has been informed by the contribution of the members of the Area Professional Committees and has been approved by each of these Committees.

Risk Assessment

This report has been informed by the contribution of the members of the Area Professional Committees and has been approved by each of these Committees.

Best Value

Vision and leadership

Effective partnerships

Governance and accountability

Use of resources

Performance management

Not applicable

Compliance with Corporate Objectives

The Scottish Government Health and Social Care Directorate stipulates close involvement of clinical staff in leading and developing services.

Single Outcome Agreement (SOA)

Not applicable

Impact Assessment Not applicable

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Appendix 1

NHS Ayrshire & Arran Allied Health Professions Professional Committee Annual Report for 2017/2018 1. Summary

1.1 The Area Allied Health Professions Professional Committee (AAHPPC) continues

to take an active role on issues affecting AHPs including workforce, finance, prevention and transformational change and sustainability.

1.2 Key Messages

The Committee welcomes continued attendance at each meeting by either the Associate Director for AHPs or one of the AHP Senior Managers. This enables the Committee to discuss various topics. Discussions have included pressures within AHP services, recruitment and retention, unfunded extra beds, AHP local delivery plan and results of AHP staff wellbeing survey.

The Committee is aware of the challenging financial situation and will continue to contribute to the four priority areas of primary care, prevention, digital health and models of care.

2. Remit

2.1 The Committee’s Terms of Reference are detailed at Appendix 1 to this report.

3. Membership

3.1 The Committee’s membership is comprised of the following:

Ms Carol Kirk, Occupational Therapy representative (Chair) Mrs Karen Barclay, Speech and Language Therapy representative Ms Ruth Barclay-Paterson, Dietetics representative (on maternity leave from May 2017 to March 2018) Ms Gail Blockley/Ms Pamela McCubbin, Dietetics representative (jointly provided maternity cover for Ms Ruth Barclay-Paterson) Mr Darren Brand, Orthoptics representative Mrs Ruth Campbell, Dietetics representative (Vice Chair) Mrs Fiona Ferguson, Radiography representative Ms Nicola Gault, Radiography representative Ms Caryn Gray, Podiatry representative Ms Madelaine Halkett, Physiotherapy representative Mr David Hamilton, Arts Therapies representative Ms Vivienne Lee, Occupational Therapy representative

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Mr Simon Marshall, Arts Therapies representative (he was unable to attend any meetings as he no longer works in NHSA&A on Thursdays) Ms Elizabeth Quinn, Physiotherapy representative Ms Louise Sinclair, Podiatry representative (on maternity leave, returned in January 2018) Ms Marion Sloan, Orthoptics Representative Mrs Jane Stewart, Speech and Language Therapy representative

4. Meeting

4.1 The Committee met on seven occasions between 1 April 2017 and 31 March 2018.

4.2 The NHS Board has previously agreed that attendance at Committee meetings should be recorded in the relevant Annual Report. The attendance record of each member is shown below (x indicates attended).

Dates

Member 18.5.17 22.6.17 17.8.17 5.10.17 7.12.17 25.1.18 22.3.18

Carol Kirk X X X X X

Karen Barclay

X X

X

Ruth Barclay-Paterson (Mat Leave)

X

Gail Blockley/ Pamela McCubbin Mat cover for Ruth Barclay-Paterson

X X X X X

Darren Brand – alternates attendance with Marion Sloan

Ruth Campbell

X X X X X X X

Fiona Ferguson

X X

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Nicola Gault

X X X X

Caryn Gray

X

Madelaine Halkett

X X X X

David Hamilton

X

Vivienne Lee

X X

X X

Simon Marshall

Elizabeth Quinn

X X

X

Louise Sinclair (Mat Leave)

X

Marion Sloan

X X X X X X

Jane Stewart

X X X

X

5. Committee Activities

5.1 5.2 5.3

Caring for Ayrshire Event The chair attended this event. Meeting with John Burns, Chief Executive Committee welcomed John Burns who gave a presentation on “transformational change and working together to improve services and create a sustainable future”. Attendance of Professor Hazel Borland, Nurse Director Committee welcomed Hazel Borland to present the draft governance paper for non medical models of care

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5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11

Attendance of Tim Eltringham, Director, South Ayrshire Health and Social Care Partnership Tim Eltringham attended the meeting in October 2017 to give an update and discuss the financial/budgetary concerns which had been highlighted at the August 2017 Committee meeting. Attendance of Alistair Reid, Occupational Therapy Alistair Reid (in previous capacity of OT Service Manager) gave an update on OT integration in the East Ayrshire Health and Social Care Partnership. AHP sharing event with Chief Executive and senior managers The Chair attended this event. AHP Clinical Improvement Programme Board Committee member provides feedback to Committee on four AHP workstreams. AHP Health and Social Care Governance Group The Chair attends these meetings. AHP Workforce Group The Chair attends these meetings. Communication between Committee and AHPs The Committee circulates timely bullets points to all AHPs after each meeting. Advice provided to NHS Board The Committee continue to fulfil its remit to review and comment on Board papers and other documents. Documents discussed have included the review of the Integration Schemes in East and North Ayrshire, AHP staff health and wellbeing survey, AHP local delivery plan 2016-19, Active and Independent Living Programme in Scotland (ALIP), National Obesity Strategy, redesign of non-MSK physiotherapy management structure and Health Promoting Health Service; action in secondary care settings. Chair or vice chair attends ACF to give feedback on papers and documents reviewed.

6. Priorities for 2018/19

6.1 Another busy year is anticipated. Committee is well aware of the ongoing challenging financial position. Priorities will include transformational change and sustainability, AHP local delivery plan 2016-19, AHP workforce plan and Active and independent living programme in Scotland. The Committee will provide input to the four priority areas in the AHP local delivery plan; primary care, prevention, digital health and models of care. The Committee is also aware of the need to maximise data for improvement and this is a priority for 2018/19. AHPs work in both community and acute setting; whether this be as lone workers or part of a multi-

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disciplinary team. AHPs will continue to proactively look at ways of reducing hospital admissions, providing care in a community setting, prevention and to promote self management.

7. Chair’s Comments

7.1 In conclusion, the Committee has had another busy year. We have some members stepping down from Committee and I wish to thank them for their contribution. The Committee would like to formally record its thanks to Dr Ruth Campbell who is stepping down from the Committee, having served as Chair and Vice Chair. Ruth’s contribution has been invaluable. Committee would also like to thank Angela O’Mahony, Committee Secretary, whose support is fundamental to the Committee. The Committee thanks Billy McClean, Associate Director of AHP Services, and the other AHP Senior Managers for their continued attendance at Committee and support. The Chair personally thanks all Committee members for their endeavours on behalf of the Committee.

Carol Kirk Chair – Area Allied Health Professions Professional Committee

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Appendix 1 - Terms of Reference

NHS AYRSHIRE & ARRAN

AREA ALLIED HEALTH PROFESSIONS PROFESSIONAL COMMITTEE

CONSTITUTION AND TERMS OF REFERENCE

1. Title

The Committee will be called the “Ayrshire and Arran Area Allied Health Professions

Professional Committee” (AAHPPC). For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Allied Health Professions Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area. The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by a Health Board of a Committee representative of the professions in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992) 17 and NHS Circular Gen (1999) 26. The Committee shall represent the following professions: - Arts Therapists (Art, Music, Dramatherapy) Dietitians Occupational Therapists Orthoptists Orthotists & Prosthetists Physiotherapists Podiatrists Radiographers Speech and Language Therapists

2. Functions

The Committee’s role is to advise, at the NHS Board’s request, or on its own

initiative, authoritatively and promptly on: - The health and professional service needs of the local population Professional Issues which impinge on patient care The creation and maintenance of effective and ongoing communication with key

AHP stakeholders e.g. Associate Director for AHPs and AHP senior managers. The creation and maintenance of effective links with all other Area Professional

Committees

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Any other professional and other functions as may be prescribed in future under the above acts and guidance

Where appropriate the professional implications associated with contracts for the provision of these services

In so doing the Committee will reflect all AHPs professions locally and not any single profession, faction or geographical grouping. These functions will support the multi-professional Area Clinical Forum by: Reporting the business of the Area Professional Committees to ensure a co-

ordinated approach on clinical matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc) private practitioners and local authorities;

Providing input on service design, redesign and development priorities and in this way playing an active role in advising the Area Clinical Forum on potential for service improvement;

Sharing best practice among the different professions and actively promoting multi-disciplinary working – in both health care and health improvement;

Engaging widely with local clinicians and other professionals, leading to broader participation in the work of the Committee;

Providing the Area Clinical Forum with a clinical perspective on the development of the Strategic Plan and the NHS Board’s strategic objectives;

Investigating and taking forward particular issues on which clinical input is required on behalf of the Area Clinical Forum, taking into account the evidence base, best practice, clinical governance etc and make proposals for their resolution. The Committee should be pro-active as well as re-active on these issues;

Advising the Area Clinical Forum on specific proposals to improve the integration of services, both within local NHS systems and across health and social care.

3. Membership

3.1 The Committee will be representative of the whole of each profession in the area

and be elected on the basis of merit, knowledge and experience. It will comprise of no more than two voting members from each of the professions listed under section 1 to reflect as best as practicable the diversity of the profession and hence representation. Those professions who provide services locally and are not employed in Ayrshire and Arran shall attend in a non-voting/advisory capacity. Associate Director for AHPs will be advised of meetings and they, or another AHP senior manager, may be present in an “in attendance” capacity.

4. Roles and Responsibilities of Members

Each member represents and acts on behalf of their entire professional group. Engagement with professions will involve both early proactive involvement and consultation. For further details of roles, responsibilities and communication systems see AAHPPC Induction Pack.

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5. Method of Elections

5.1 Election of Ordinary Member

Each profession represented by the Committees shall elect members who must be practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way: The number of places available on the Committee and the professions requiring

representation should be notified by the Chair of the Committee to the Corporate Business Manager.

The Committee Secretary will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees.

Current members of the Committee may stand for re-election if their term of office is due for renewal.

Nomination forms will be sent out by the Committee Secretary, to all individuals inviting interest. Forms, including guidance on the role and remit of Committee membership, must be signed by an individual’s line manager in order to indicate service support, competence and capacity. It will contain a deadline date allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.

Where nominees received are equal to places on the Committee an election will not be required and nominees can be appointed a seat within the Committee.

Where more nominees come forward than places on the Committee an election will take place and the following process adhered to: Supporting statements and numbered ballot papers will be sent out to all

individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information.

A deadline date, allowing two full weeks, will be set for the return of the ballot papers. If more than one ballot paper with the same number is received, all papers with the same number will be deemed ‘spoilt’.

All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.

Votes will be counted by the Corporate Business Manager in the presence of two independent witnesses.

Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.

Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, until a candidate with the most votes is identified and is elected to the vacancy.

The Corporate Business Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within 5 working days.

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5.2 Election of Chair and Vice Chair

The Officer standing down should give the Committee 6 weeks notice, of their intention. This should be submitted in writing to the Corporate Business Manager.

Following the announcement an e-mail will be circulated, by those providing

administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.

Immediately prior to the next meeting those who have indicated their intention to

stand will speak to the Committee with regard to the contribution they would make in the particular role.

Where one nominee is received the nominee will be appointed to the appropriate

vacancy. Where there is more than one nominee, the following process will be adhered to:

Numbered ballot papers will be distributed to those attending on the day who

are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.

Ballot papers should be completed and returned to the Committee Secretary who will act as returning officer.

The Committee Secretary will, in the presence of those members attending on the day, count the votes and announce the result.

The Committee meeting will then commence with the successful candidate taking up their new role. Where feasible a period of “handover” will provide support for the incoming Chair from the out-going Chair

Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair of the Committee, this will rotate among Committee members according to a pre-agreed set period of time.

6. Co-option of Members

The Committee may co-opt up to 2 additional members who it considers may have a

particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.

7. Tenure of Office of Members

The terms of office of members of the Committee will be 4 years (commencing Feb/March in the relevant year). Where occasional vacancies have not occurred, half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.

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8. Election of Officers

Prior to the first regular meeting in April every other year, the Committee will identify those eligible for re-election and elect from its members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years. In order to maintain continuity and to succession plan, these positions should not be vacated simultaneously, and therefore in the first year the Vice Chair will be elected for one year and thereafter eligible for two years.

9. Executive Members

The Chair and Vice Chair will comprise the Executive of the Committee. The

Executive will be empowered to consult with key stakeholders as appropriate and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification. The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

10. Casual Vacancies

A member who ceases to be representative of their electoral body will vacate his/her

seat on the Committee and a casual vacancy will be declared. Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat. A casual vacancy will be filled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy. Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated, and, thereupon, a casual vacancy will be declared.

11. Representation on the Area Clinical Forum

The Committee will, pro-actively and as requested by the NHS Board, communicate

with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full members.

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12. Committee Decision

Where the Committee is asked to give advice on a matter and a majority decision is reached the Chair will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points.

13. Meetings

Meetings will usually be held on an 8-weekly basis to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances. Apologies In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary at the earliest opportunity. Persons not Members of the Committee The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution. Annual Report The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

14. Quorum

Representation from 5 professions will be deemed a quorum.

15. Notice of Meetings

The Committee Secretary will send agenda, minutes and notices of meetings to

every member of the Committee at least 5 working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings.

16. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.

17. Extraordinary Meetings

Two members may, by writing to the Chair, request an extraordinary meeting of the Committee and should specify the business to be discussed at such a meeting. The Chair’s decision on whether to accede to the request will be final, and must be reported to the next ordinary meeting of the Committee.

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18. Administrative Support

Administrative support to the Committee will be provided through the Committee Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.

19. Conduct of Meetings

The Chair will be responsible for the conduct of the meetings and for ensuring, in close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board.

20. Sub-Committees

The Area Professional Committee may appoint ad hoc Sub Committees as appropriate to consider and provide advice on specific issues.

21. Delegated Authority of Sub-Committees

Sub-Committees will have delegated to them such authority as may be agreed by the parent Committee. The parent Committee will approve all Sub-Committee Constitutions.

22. Alteration To Constitution

The Constitution will be altered only by a majority of not less than two thirds of the

members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

23. Confidentiality

All members of the Committee will be responsible for maintaining the confidentiality of NHS Ayrshire & Arran documents, whilst liaising appropriately in order to fulfil the Committee role and remit. The Chair will rule where necessary to advise on the confidentiality of documents.

24. Conflict of Interest

Members are elected to act objectively and will declare any possible conflict of interests as soon as possible after the commencement of a meeting.

25. Area Clinical Forum

The Chair or Vice-Chair will represent the Committee at the meetings of the Area Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

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26. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses will

have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

27. Publicity No member of the Committee will make any official statement in public or to the

Press, pertaining to the work of the Committees, without prior consultation with the Chair or Vice-Chair.

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Appendix 2

NHS Ayrshire & Arran Area Dental Professional Committee Annual Report for 2017/2018 1. Summary

1.1 The Area Dental Professional Committee has continued to advise the Board on a

wide range of issues and has had a busy year with excellent attendance. It has debated and provided comment on issues pertinent to the profession, both locally and nationally and provided comment on Board papers. We receive updates on the various pilots in place including shared domiciliary dental care between the PDS and GDS and improved signposting for dental problems within GP practices embracing collective working and transformational change. We receive regular updates on the Oral Heath Action Plan The Committee oversees the support for GDPs to fulfil their audit and Quality Improvement Projects and members have been active organising groups and meetings which have been well received. The Committee provided responses to the review of Integration by the East and North Partnerships. The ADPC and ACF are currently looking at guidance regarding Bisphoshonate prescribing and advice to patients as this medication has dental implications. The constitution has been discussed, revised and approved by the Committee. In addition to the statutory membership, the Committee meeting has been routinely attended by the Clinical Director (Dental), both Consultants in Dental Public Health, Primary Care Senior Services Manager, Assistant Manager and the Head of Primary Care and OOH Services and their input and positive interactions with the Committee are much valued and welcomed.

1.2 Key Messages

Access for patients to NHS dental services within Ayrshire and Arran remains extremely good.

The PDS continues to refocus its priorities with a reduction in their workforce. There has been collaboration between the GDS and the PDS allowing the GDS to take some of this workload back into Primary Care such as sedation services

National Dental Inspection Programme within Ayrshire and Arran once again highlights that the dental health of our primary school population continues to be above average despite higher deprivation.

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The Committee are appraised and are satisfied with the current arrangements for acting on and supporting governance and performance matters with in the profession.

The Committee will work collaboratively with colleagues across dental services and oral health improvement locally and nationally to advise on the development and implementation of the new Scottish Government’s Oral Health Improvement plan (2018).

The pilot for improving signposting for patients with dental problems within GP surgeries is very promising and will adopt the Eyecare Ayrshire model. The Committee is hopeful it will be equally as successful in the coming year.

2. Remit


3. Membership

3.1 The Committee continues to have a full membership and once again the meetings

have been extremely well attended in the past year. This has allowed meetings to be both enthusiastic and effective. Two HDS, four GDPs and one PDS representatives’ term of office have ended and there have been sufficient nominations received to fill these positions.

4. Meeting

4.1 The Committee met on six occasions between 1 April 2017 and 31 March 2018.


Dates

Member 16/5/17 15/8/17 3/10/17 5/12/17 23/1/18 20/3/18

Martin Wishart X X X X X X

Christine Bolster X

Peter Byrne X X X X X

Edward Coote X X X X X X

Stuart Hislop X X X X X

Ioannis Levisianos

X X X X

Sadagathi Mangalampalli

X X X X X

Iain McFarlane X X X X X

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Joe McConville X X X

David Morrant X X X X

Donald Morrison X X X X X

Simon Morrow X X X X X X


5.1 Ayrshire and Arran Oral Health Action Plan 2016-19

Continued updates on the Partnerships progress and activities.

Transformational Change

Dental Workforce Survey and Review

Advising and assisting the PDS to move some services back to Primary Care

National Dental Inspection Programme (NDIP) results

SPSP in dental practice

Updates on the Shared Care pilot in a care home

Constitution review


6.1 The implementation of the Scottish Government’s Oral Health Improvement Plan may change the way dental services across the GDS and PDS are delivered. In the meantime, the Committee fully supports the implementation and delivery of the NHS Ayrshire & Arran Oral Health Strategy 2013-2023 with its focus on achieving “the best oral health possible for the people of Ayrshire and Arran” through a combination of innovative oral health improvement activity and dental service initiatives to improve quality and equity of access. There have been improvements over time in the oral health of the population but persistent inequalities remain. For example, the main reason for hospital attendance in children remains tooth extractions under general anaesthetic with 75% of these children in NHS Ayrshire & Arran coming from the more deprived backgrounds. Older adults present with fewer of their natural teeth than the Scottish average.

Children: NHS dental practices deliver oral health improvement activities including Childsmile fluoride varnish application; toothbrushing instruction; and fissure sealants.

Adults: working with HDS to deliver an Oral Surgery pilot in a Primary Care setting; participation in the Scottish Patient Safety Programme pilot for improving quality of care in GDS; involvement in national SPSP to improve delivery of periodontal treatment and quality of medical history taking.

Dependent Older people: innovative pilot to deliver Shared care within care home by NHS GDS in collaboration with PDS colleagues.

Priority groups: continued delivery of Smile4Life including award winning work to improving access to dental services for people experiencing homelessness. Work with prison populations and those with learning disabilities also continues.

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Workforce issues remain on the horizon and there is currently a survey to assist with future workforce planning. The Committee continues to support the Dental Nurse training programme delivered by the Health Board as it evolves. The Childsmile team continue to be effective in supporting practices to deliver this successful initiative, with diet advice, Fluoride varnish applications and toothbrushing advice. The Committee is supportive of this and look forward to its continuation and rollout to additional schools in the coming year. The pilot improving signposting for patients with dental problems within GP practices will be evaluated and the Committee is happy to support any implementations. Guidance surrounding the prescribing and dispensing of bisphosphonates and the importance of having a full oral health assessment is presently being reviewed. With increasing oral problems associated with this type of medication the Committee looks forward to help shape guidance to other Primary Care colleagues.


7.1 It has been another very busy year for the Committee and the members have to be commended on their attendance and willingness to engage in Committee business. The Committee is hugely grateful to the attendees without whom the Committee would be much poorer informed and appraised of pertinent issues. We are grateful for the continued secretarial support.

Martin Wishart Chair – Area Dental Professional Committee

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Appendix 2 – Terms of Reference


AYRSHIRE & ARRAN AREA DENTAL PROFESSIONAL COMMITTEE CONSTITUTION AND TERMS OF REFERENCE

1. Title

The Committee will be called the “Ayrshire and Arran Area Dental Professional

Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Dental Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area.

The Committee is elected by and representative of the dental practitioners of the

area administered by the Area NHS Board for Ayrshire and Arran for the purposes of Section 13(1) of the National Health Service (Scotland) Act 1972, and being the Committee recognised by the Secretary of State for Scotland for the purpose of Section 16(1) of that Act.

It will carry out the functions prescribed for Area Dental Committees under the

National Health Service (Scotland) Act 1972 and subsequent Acts, and any rules, orders or regulations made there under.

2. Functions


initiative, authoritatively and promptly on:-

The dental health and professional service needs of the local population

Issues which impinge on patient care

To create and maintain effective links with all other Area Professional Committees.

Any other professional and other functions as may be prescribed in future under the above acts and guidance

Where appropriate the implications associated with contracts for the provision of these services

In so doing the Committee will reflect the views of the whole profession locally and not any faction or geographical grouping.

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These functions will support the multi-professional Area Clinical Forum by:

Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc);




Providing the Area Clinical Forum with a clinical perspective on the development of the Local Health Plan and the NHS Board’s strategic objectives;



3. Membership

The Committee will be representative of the whole profession in the area and be

elected on the basis of merit, knowledge and experience. It will comprise of no more than twelve voting members to reflect as best as practicable the diversity of the profession and hence representation.

The members must provide treatment in NHS Ayrshire & Arran and membership will be made up of:

1. Seven General Dental Practitioners who provide the full range of NHS treatments for all patient categories or Specialist Primary Care Dental Practitioners listed to provide NHS services.

2. Three from Public Dental Service. 3. Two from Hospital Dental Service.

Members must be of good standing within the Dental Profession. If insufficient dentists of any class are nominated or willing to accept office to attain the foregoing representation, then a dentist from another branch may be elected in lieu.

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Each profession represented by the Committees shall elect members who must be practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

The number of places available on the Committee and the professions requiring representation, should be notified by the Chair of the Committee, to the Corporate Manager.

The Corporate Department will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees.

Current members of the Committee may stand for re-election if their term of office is due for renewal. Nomination forms will be sent out by NHS Ayrshire & Arran Corporate Department, to all individuals inviting interest. Forms will contain deadline date allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.


Where more nominees come forward than places on the Committee an election will take place and the following process adhered to:

Supporting statements and numbered ballot papers will be sent out to all individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information.


All ballot papers should be returned to the Corporate Manager, NHS Ayrshire & Arran, Corporate Department, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.

Votes will be counted by the Corporate Manager in the presence of two independent witnesses.



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The Corporate Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within 5 working days.

Should vacant seats remain following this process, nominations to the remaining seats will be sought at the Annual General Meeting.

4.2 Election of Chair, Vice Chair and Professional Secretary

The Officer standing down should give the Committee 6 weeks’ notice, of their

intention. This should be submitted in writing to the Corporate Manager.

Following the announcement an e-mail will be circulated, by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.

Immediately prior to the next meeting those who have indicated their intention to stand will speak to the Committee with regard to the contribution they would make in the particular role.

Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to: Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting. Ballot papers should be completed and returned to the Committee Secretary who will act as returning officer. The Committee Secretary will, in the presence of those members attending on the day, count the votes and announce the result. The Committee meeting will then commence with the successful candidate taking up their new role.

Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair of the Committee this will rotate among Committee members according to a pre-agreed set period of time.



particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.

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The terms of office of members of the Committee will be 4 years (commencing 1 April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.


At its first regular meeting in April every other year, the Committee will elect from its members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years but thereafter, unless approved by the Board, will be required to demit office for at least one term.


The Chair and Vice Chair will comprise the Executive of the Committee. The Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification.

The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9. Casual Vacancies

A member who ceases to be representative of their electoral body will vacate his/her seat on the Committee and a casual vacancy will be declared.

Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated and, thereupon, a casual vacancy will be declared.

Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat.

A casual vacancy will be filled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.


The Committee will, pro-actively and as requested by the NHS Board, communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair and/or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full members.

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12. Meetings

Meetings will usually be held on an 8-weekly basis to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances.

Committee Members

In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary.

Persons not Members of the Committee

The Committee is able to invite persons who are not members of the Committee to attend meetings.

Annual Report

The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

13. Quorum

A quorum shall consist of six elected and voting members.


The Committee Secretary will send agenda, minutes and notices of meetings to every member of the Committee 5 working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings.

15. Minutes

Draft minutes will be issued to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.

16. Requesting Meetings


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Administrative support to the Forum will be provided by the Committee Secretary.

This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.



19. Sub-Committees



Sub-Committees will have delegated to them such authority as may be agreed by the parent Committee. The parent Committee will approve all Standing Sub-Committee Constitutions.


The Constitution will be altered only by a majority of not less than two thirds of the members present at a special meeting of the Committee called for purpose, of which, at least 21 days’ notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

22. Confidentiality

All members of the Committee will be responsible for maintaining the confidentiality of NHS Board documents. The Chair will rule where necessary to advise on the confidentiality of documents.



24. Access

The Chair and Vice-Chair will represent the Committee at the meetings of the Area Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

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25. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses will

have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

26. Publicity

No member of the Committee will make any official statement in public or to the Press, pertaining to the work of the Committees, without prior consultation with the Chair or Vice-Chair.

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Appendix 3

NHS Ayrshire & Arran Area Healthcare Science Professional Committee Annual Report for 2017/2018 1. Summary

1.1 As with last year’s efforts, the focus of the Committee this year has been to work

towards the delivery of a number of local “tests of change” in keeping with the direction set by the National Healthcare Science Leads Group and the National Delivery Plan.

1.2 The Committee has continued to receive strong support from both the Acute Services Director and the Board Chief Executive through their participation in meetings and the Healthcare Science Annual Lecture event. Further support from Services, staff and supporting managers is also acknowledged.

2. Remit

2.1 The Committee has been focussed on developing greater support and involvement from Services and in particular staff within those Services who are instrumental in the future delivery of Healthcare Science activities in NHS Ayrshire & Arran.

The Committee has continued to highlight the local and national concern around the sustainability of Services where there is concern around the future education and training and development of staff and new recruits into Service.

3. Membership

3.1 Elections were carried out in January with the support of the corporate office team. Following the election, one vacancy for Life Sciences on the Committee remains. Three new members were appointed one for Life Sciences, two for Physiological Sciences and our previously co-opted Physical Science member also became a full member. Four other members were successful in renewing their membership for a further 4 years. The Committee is, therefore, in a strong position going forward into the 2018/19 year.

4. Meeting

4.1 The Committee met on five occasions between 1 April 2017 and 31 March 2018.


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Member 16/5/17 15/8/17 5/12/17 23/1/18 21/3/18

Adrian Carragher X X X X

Agnes Allen X

Kirsty Barbour X X X X

Laraine Hodge

Kathleen McCluskey X X X X

Debbi McEwan X X X X

Jim McGarvie X X X

Holly MacKenzie X X

Fiona McMillan X

Pauline Paul X X X


5.1 Development and updating of the local implementation plan has continued at a

slower pace than both desired and expected. Service pressures are well noted and understood but have impacted on attendance at times and necessitated membership changes to ensure that the Committee has the ability to drive the Action Plan forward. This will also require ongoing work to fully engage with all Services and Healthcare Science staff. Efforts to improve this continue and are driven in particular by the Healthcare Science Board Lead and the Chair of the Committee. Workforce again is the most pressing issue for Healthcare Science disciplines and is complicated by the combination of patient demographic changes, staff demographics and financial pressures that continue to bring effect and influence. Pressures within Cardiac Physiology, Nuclear Medicine, Pathology, Maxillofacial Laboratory and Audiology with regard to the lack of trained staff to recruit has been highlighted in the local Workforce Plan and will require both ongoing monitoring and work to find solution. Additional concern around the small and in some cases non existent numbers of people training in these disciplines not only locally but across Scotland, is an additional contributing issue that NHS Ayrshire & Arran to be aware of as there is in some disciplines no real prospect of recruiting trained staff. Professional registration continues to be discussed and it was noted that despite this there remain a number of professions, particularly within the Physiological Sciences stream that are registered voluntarily. It is noted that local recruitment processes typically require evidence of registration even for voluntary registrants however there remains an interest in seeing a more formal arrangement being put in place.

The Alexander Fleming Memorial Lecture took place on 12 March in support of

National Healthcare Science week. Initial feedback from the event has been very positive. Mrs Liz Moore, Acute Services Director, had set the event off to a good start by providing the initial Welcome. Following this there had been 3 main items

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“Al and Medical Device connectivity” provided by Dr Malcolm Phillips, head of Medical Equipment Management, NHS Lothian, “What has IT ever done for us?” by Andy Grayer, Associate Director of eHealth, NHS A&A and “A route map for laboratory services in Scotland” provided by Mike Gray, National HCS Lead Life Sciences. These had been followed by an Any Questions section and “Closing Remarks” by Adrian Carragher.

5.2 National Issues:

Workforce is a substantial issue nationally. National data remains inaccurate and

does not reflect the concerns being experienced at Board and Service level around sustainability of Services. Efforts at a national level continue but rely upon Workforce Planning at Board level to feed accurate data into the discussion in order that this can be discussed and hopefully resolved. It has previously been noted that NHS Ayrshire & Arran have been a leader in resolving the data issues locally but this needs to be replicated across the whole of NHS Scotland to allow any sort of meaningful national planning to be undertaken. The modern apprenticeship levy which came into effect last year and early signs of the benefit of this have been seen in NHS Lothian where the use of levy monies is beginning to support the development of early career stage healthcare scientists. Tests of Change continue to be the mainstay of driving change and improvement along with efficiency across Scotland’s Healthcare Science services with a number of them now showing positive results and likely to see national support for Scotland wide implementation such as pro BNP, quantitative faecal immunochemical testing (Qfit), radio frequency ID tagging of equipment and discussion around a distributed service model for the Shared Services discussions taking place with Laboratory Services as examples although it is noted that universal uptake of these pieces of work has to date not happened. NHS Education for Scotland continue to support Healthcare Science and offer a range of training events throughout the year such as train the trainer, early career leadership development and support for post graduate training. It is hoped that further support, as experienced in previous years, will be provided for the 2018/19 intake to the clinical physiology programme at Glasgow Caledonian University to ensure that this fragile programme continues. The Clinical Physiology programme at Glasgow Caledonian University remains vulnerable due to the small number of students taking up the programme and the reluctance of professionals to input to the specialist modules that are critical to the programme’s success. Additional discussion has taken place around other methods of training given that this programme is vocational however to date no other options have been developed.


6.1 The priorities are generally unchanged from the previous year and are to be focussed around

Updating the local Action Plan

Contributing to discussion regarding Workforce Planning

The development of a focussed document to highlight a HCS eHealth

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programme of work

Support for local ToC’s

Improving engagement with specific Services and broadly with all Healthcare Scientists


7.1 It has and will continue to be challenging to contribute to the work of the Committee

and the broad aspirations for Healthcare Science and Healthcare Scientists in NHS Ayrshire given the pressures on Service in general. Despite this, it should be noted that there remains a resolve within the Committee to continue with its work and to drive forward in the delivery of a number of tests of change. Committee members are thanked for their input and effort.

Adrian Carragher Chair - Area Healthcare Science Professional Committee

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. NHS Ayrshire & Arran

Area Healthcare Science Professional Committee Constitution and Terms of Reference

1. Title

The Committee will be called the “Ayrshire and Arran Area Healthcare Science

Professional Committee” (AHCSPC).

For the purposes of this Constitution, unless otherwise indicated, “Committee” means

the Ayrshire and Arran Area Healthcare Science Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area

The National Health Service (Scotland) Act 1978, as amended by the National Health

Service and Community Care Act 1990, makes provision for the recognition by a Health Board of a Committee representative of the professions in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of Professional Advisory Committees to include the provision of advice to NHS Boards. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992) 17 and NHS Circular Gen (1999) 26.

2. Functions

The function of the Committee is to advise, at the NHS Board’s request, or on its own

initiative, on the provision of clinical and scientific services and in so doing reflect the views of the professions locally.

The functions shall include:

Provide advice to the Board on service development, impact and risk assessment of policy and service initiatives.

Provide the Board with a clinical and scientific perspective on the development of the Local Delivery Plan and strategic objectives.

Share experience in demand management and approaches to process improvement.

Foster engagement between Healthcare Scientists (HCS) and workforce planners.

Develop cross-profession links for sustainable clinical teams and role development.

Promote multidisciplinary working.

Share experience and practice development to assure best patient care and clinical governance.

Improve and unify approaches to professional engagement by Healthcare Scientists.

Promote HCS leadership in quality assurance of all diagnostic measurement.

Develop appropriate links with community health partnerships.

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Act as a local horizon-scanning resource for Healthcare Scientists.

Link with national debate and the Scottish Forum for HCS.

Maintain a local network of experts to report on local HCS matters.

Identify opportunities for research in the context of local needs.

Support engagement with education providers.

Build a HCS profile at career events.

In so doing the Committee will reflect all HCS professions locally and not any single

profession, faction or geographical grouping.


Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical and scientific matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc) private practitioners and local authorities;

Providing the Area Clinical Forum with a clinical and scientific perspective on the development of the Strategic Plan and the NHS Board’s strategic objectives;

Investigating and taking forward particular issues on which clinical and scientific input is required on behalf of the Area Clinical Forum, taking into account the evidence base, best practice, clinical governance etc and make proposals for their resolution. The Committee should be pro-active as well as re-active on these issues;


3. Membership

3.1 Membership will be open to all Healthcare Scientists working in NHS Ayrshire & Arran. Healthcare Scientists are members of the professional groups and associated scientific disciplines shown in Appendix 1. Other disciplines may be included as appropriate.

3.2 Membership of the Committee will comprise of:

a) Up to four members elected by their professional peers, from each of the three

sections defined in Appendix 1, namely Life Sciences, Physiological Sciences and Physical Science.

b) The Board nominated HCS Lead (in an “in attendance” capacity, without voting

rights).

3.3 Each member of the Committee will also have an alternate from the same professional group who will attend meetings, in the absence of the main member. The main member should advise the alternate of progress, and of availability for meetings.

3.4 Persons other than members, may be invited to attend for discussion of specific

items, but will not have the right to vote. Notwithstanding this, members of the individual professions may attend for the purpose of professional development.

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4. Roles and Responsibilities of Members

Each member represents and acts on behalf of their entire professional group / strand. Engagement with professions will involve both early proactive involvement and consultation.



Each profession represented by the Committees shall elect members who must be practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

The number of places available on the Committee and the professions requiring representation should be notified by the Chair of the Committee to the Corporate Business Manager.

The Committee Secretary will make contact with all individuals practising in the particular field identified, where relevant, taking due cognisance of the sub-specialisation on particular Committees.


o Nomination forms will be sent out by the Committee Secretary, to all individuals inviting interest. Forms, including guidance on the role and remit of Committee membership, must be signed by the Profession’s Head of Service in order to indicate service support, competence and capacity. It will contain a deadline date allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.





o All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.

o Votes will be counted by the Corporate Business Manager in the presence of two independent witnesses.

o Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.

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o Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, until a candidate with the most votes is identified and is elected to the vacancy.

The Corporate Business Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within five working days.


The Officer standing down should give the Committee six weeks’ notice, of their intention. This should be submitted in writing to the Corporate Business Manager.

Following the announcement an e-mail will be circulated, by those providing administrative support to the Committee within five working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.


Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to:

Numbered ballot papers will be distributed to those attending on the day that are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.



The Committee meeting will then commence with the successful candidate taking up their new role. Where feasible a period of “handover” will provide support for the incoming Chair from the out-going Chair.



The Committee may co-opt up to two additional members who it considers may have a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every six months. Co-opted members will act in an advisory capacity.

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The terms of office of members of the Committee will be four years (commencing Feb/March in the relevant year). Where occasional vacancies have not occurred, half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort.


Prior to the first regular meeting in April every other year, the Committee will identify those eligible for re-election and elect from its members, a Chair and Vice-Chair to serve a term of two years. The Chair and Vice Chair will be eligible for re-election for a further term of two years but thereafter, unless approved by the NHS Board, will be required to demit office for at least one term.

In order to maintain continuity and to succession plan, these positions should not be vacated simultaneously, and therefore in the first year the Vice Chair will be elected for one year and thereafter eligible for two years.


The Chair and Vice Chair will comprise the Executive of the Committee. The Executive will be empowered to consult with key stakeholders as appropriate and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification.






Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated, and, thereupon, a casual vacancy will be declared.

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The Committee will, pro-actively and as requested by the NHS Board, communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full members.



13. Meetings

Meetings will usually be held on an eight-weekly basis to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair.

The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances.

Apologies

In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Chair at the earliest opportunity.


The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point five of this Constitution.

Annual Report


14. Quorum

A quorum shall consist of six elected and voting members, of which all three strands must be represented.


The Committee Secretary will distribute the agenda, minutes and notices of meetings to every member of the Committee at least five working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings.

16. Minutes

Draft minutes will be issued within five working days of the meeting to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.

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17. Extraordinary Meetings



Administrative support to the Committee will be provided through the Committee Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally, the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.



20. Sub-Committees



Sub-Committees will have delegated to them such authority as may be agreed by the parent Committee. The parent Committee will approve all Sub-Committee Constitutions.


The Constitution will be altered only by a majority of not less than two thirds of the members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

23. Confidentiality

All members of the Committee will be responsible for maintaining the confidentiality of NHS Ayrshire & Arran documents, whilst liaising appropriately in order to fulfil the Committee role and remit. The Chair will rule where necessary to advise on the confidentiality of documents.



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25. Area Clinical Forum

The Chair or Vice-Chair will represent the Committee at the meetings of the Area Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

26. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses will have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

27. Publicity


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Appendix 4

NHS Ayrshire & Arran Area Medical Professional Committee Annual Report for 2017/2018 1. Summary

Overview of the Committee’s functions and the main topics covered during the reporting period.

1.1 The Committee is made up of two sub-Committees i.e. the GP Sub-Committee and the Hospital Sub-Committee. The GP subCommittee has remained active but unfortunately this year the Hospital subCommittee less so. Both Committees should feed into the work of the Area Medical Professional Committee to ensure that the advice received by the Health Board from the Advisory Committee structure benefits from grass-root involvement of practising clinicians. The GP sub-Committee has continued to work with the Health and Social Care Partnerships (HSCP), with the HSCP Clinical Directors and Stakeholder GPs attending GP subCommittee meetings. The hospital subCommittee has unfortunately been less active due to staffing pressures limiting the input from consultants. The Committee continued to offer videoconferencing to facilitate attendance at meetings but this has been less successful this year. The regular agendas of the meetings includes reviews of both the Hospital sub-Committee and the GP sub-Committee minutes, review of Board papers with the opportunity to provide scrutiny and advice to the Board. Appropriate comments raised at the AMPC are then taken to the Area Clinical Forum by the co-chairs.

1.2 Key Messages

The Area Medical Professional Committee continues to be challenged in ensuring meetings are quorate and regrettably with the absence of Hospital sub-Committee representatives this was not possible so most meetings were cancelled as a result. Following the resignation of Dr Jon Dearing there has been no co-chair for the Committee. Considerable work has been done by Dr Alison Graham & Dr Crawford McGuffie to address these issues & so it is hoped that the Committee can be re-invigorated in the coming year.

2. Remit


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3. Membership

3.1 The Committee’s membership during the reporting period. Hospital Sub-Committee: Mr Jon Dearing (from June 2016 until March 2017), Dr David Chung, Dr Calum Nicolson. GP Sub-Committee: Dr Hal Maxwell, Dr Kes Khaliq, Dr Chris Black, Dr Stewart Morton, Dr R Fraser, Dr H Brown, Dr S McCulloch In attendance: Dr Alison Graham (Medical Director), Interim Director of Public Health

4. Meeting

4.1 The Committee met on one occasion between 1 April 2017 and 31 March 2018.


03.05.17 (Not quorate)

16.08.17 Cancelled

04.10.17 Cancelled

06.12.17 Cancelled

24.01.18 Cancelled

21.03.18 Cancelled

H Maxwell X

C Black X

K Khaliq X

R Fraser X

H Brown X

D Chung -

S McCulloch -

A Graham X

C Nicolson -


5.1 The Committee has continued, as last year, to monitor workforce issues.

Indeed this is what has prevented the Committee from meeting and functioning in the past year. Secondary care recruitment and retention has remained a problem with a significant number of consultant posts remaining unfilled over the past year and this has continued to create difficulties in meeting waiting time targets. In primary care the recruitment problem has regrettably worsened with more practices handing their contract back to the Health Board and being directly run by the Board. The issues around workforce have also impacted on the GP out of hours service which has continued to struggle to fill shifts and has had an adverse effect on protected learning. The GP subCommittee has been actively involved with these issues.

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6.1 Workforce & workload issues are impacting on all sectors of the NHS in Ayrshire (as through the rest of the UK) and this will continue to be a focus of thought and action over the coming year. The main areas that will be continuing into next year remain the same and will continue to be the current financial climate with the restraint on public spending, the demographic shift in the population with changing morbidity, the Health and Social Care agenda, changes to services, mental health developments, workforce planning, GP out of hours services and Primary Care Strategy development. There can be no doubt that the financial pressures which have hit other parts of the public sector are very clearly now being felt by NHS Ayrshire & Arran and it will be a challenge in the coming year to maintain the high level of service in an era of a declining budget (in real terms) and declining workforce.

6.2 In addition to work described above, the Committee will continue to provide advice to the Board.

6.3 The Committee will continue to raise matters pertinent for Area Clinical Forum and Board discussion and aims to continue development of stronger links with senior managers to improve communication and better be able to offer advice to the Board.

6.4 The Committee will continue to deal with appropriate operational matters that arise within its remit.

6.5 With the current Scottish Government IT reprocurement programme, the demands of increasing community working and the needs of appropriate and timeous information sharing, the Committee will work to ensure that both appropriate IT infrastructure is in place and that there is a strong governance arrangement to safeguard patient sensitive data.


7.1 The AMPC has had a rather difficult year and as a result of the meetings not being quorate the AMPC has not been able to contribute in the manner we would have hoped. However, the ongoing work of Dr Alison Graham and Dr Crawford McGuffie should see a change next year and allow us to contribute more positively.

Hal Maxwell Co-Chair – Area Medical Professional Committee

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AYRSHIRE & ARRAN AREA MEDICAL PROFESSIONAL COMMITTEE


1. TITLE

The Committee will be called the “Ayrshire and Arran Area Medical Professional

Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means

the Ayrshire and Arran Area Medical Professional Committee, “NHS Board” means the

Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire

and Arran NHS Board Area.

The National Health Service (Scotland) Act 1978, as amended by the National Health

Service and Community Care Act 1990, makes provision for the recognition by a

Health Board of a Committee representative of the professions in its area. The Health

Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of

professional advisory Committees to include the provision of advice to NHS Trusts.

The general principles considered suitable for application to such a Committee are set

out in NHS Circular Gen (1992)17 and NHS Circular Gen (1999)26.

2. FUNCTIONS

The Committee’s role is to advise, at the NHS Board’s request, or on its own initiative,

authoritatively and promptly on:-

The health and professional service needs of the local population



Any other professional and other functions as may be prescribed in future under the

above acts and guidance

Where appropriate the implications associated with contracts for the provision of these

services

In so doing the Committee will reflect the views of the whole profession locally and not

any faction or geographical grouping.


Reporting the business of the Area Professional Committees to ensure a co-ordinated

approach on clinical matters among the different professions and within the component

parts of the local NHS system (acute services, primary care, health improvement etc);

Providing input on service design, redesign and development priorities and in this way

playing an active role in advising the Area Clinical Forum on potential for service

improvement;

Sharing best practice among the different professions and actively promoting multi-

disciplinary working – in both health care and health improvement;

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Engaging widely with local clinicians and other professionals, leading to broader

participation in the work of the Committee;

Providing the Area Clinical Forum with a clinical perspective on the development of the

Local Health Plan and the NHS Board’s strategic objectives;

Investigating and taking forward particular issues on which clinical input is required on

behalf of the Area Clinical Forum, taking into account the evidence base, best practice,

clinical governance etc and make proposals for their resolution. The Committee should

be pro-active as well as re-active on these issues;

Advising the Area Clinical Forum on specific proposals to improve the integration of

services, both within local NHS systems and across health and social care.

3. MEMBERSHIP

The membership of the Committee shall be as follows:

Consultants – elected by and from the Hospital Sub-Committee 6

General Practitioners – elected by and from the GP Sub-Committee 6

Director of Public Health or Medical Deputy in attendance

(Without voting rights)

Medical Director or Associate Medical Director as deputy

in attendance (without voting rights)

There shall be two Consultant and two General Practitioner deputy members.

Deputies are expected to attend if a principal member is unable to attend.

All members must be actively engaged in National Health Service practice.

4. METHOD OF ELECTIONS

Each profession represented by the Committee shall elect members who must be

employed in Ayrshire and Arran. The Committee will canvas and nominate or elect

professional members to the Committee in the most appropriate manner for each

profession with 6 members from the GP Sub Committee and 6 members from the

Hospital Sub Committee.

Hospital Sub-Committee

A Chair will be elected by the Hospital Sub-Committee and will serve as Co-Chair of the Area Medical Professional Committee. Five other members and 2 deputies will be elected from the Hospital Sub-Committee using a single transferable vote system.

GP Sub-Committee

Six members and 2 deputies will be elected from the GP Sub-Committee to serve on the Area Medical Professional Committee. The Chair of the GP Sub-Committee will not automatically serve as Co-Chair of the Area Medical Professional Committee. The GP Sub-Committee will vote to decide who will serve as Co-Chair of the Area Medical Professional Committee once membership has been established.

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5. CO-OPTION OF MEMBERS


particular contribution to the work of the Committee. The term of office of co-opted

members is at the discretion of the Committee and will be reviewed every 6 months.

Co-opted members will act in an advisory capacity.

6. TENURE OF OFFICE OF MEMBERS

The terms of office of members of the Committee will be 4 years (commencing 1st April

in the relevant year). Half of the Committee membership (half Consultant membership

and half General Practitioner membership) will be considered for re-election every two

years. Committee members will be eligible for re-election.

7. ELECTION OF OFFICERS

7.1 Co Chairmen

There shall be two Co-Chairs, one of whom shall be a member of the Hospital Sub-Committee and the other a member of the General Practitioner Sub-Committee. The candidates for these offices shall be proposed and seconded by the relevant Sub Committee. If there is more than one candidate for a particular office, the final choice will be made by the relevant sub Committee using a single transferable vote system.

7.2 Secretary

A Secretary and Deputy Secretary will be elected by the AMPC biennially and shall be

eligible for re-election up to a period of four years.

8. EXECUTIVE MEMBERS

The Co Chairmen, Secretary and Deputy Secretary will comprise the Executive of the Committee. The Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification.

The Executive will also endorse any recommendations of any ad hoc sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

A quorum shall comprise two Executive members.

9. CASUAL VACANCIES

A member who ceases to be representative of their electoral body will vacate his/her

seat on the Committee and a casual vacancy will be declared.

Where a member of the Committee has been absent from three consecutive meetings

of the Committee, of which appropriate notice had been given, the Committee may,

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unless they are satisfied that the member’s absence was due to illness or other

reasonable cause, declare that the seat on the Committee has been vacated and,

thereupon, a casual vacancy will be declared.

Members of the Committee may at any time, by notice in writing by them and delivered

to the Committee Secretary, resign their seat.

A casual vacancy will be filled by the appointment of a new representative from the

relevant electoral body by the Committee, whose name will be notified to the

Committee Secretary forthwith. New representatives will hold office for the remainder of

the term of office of the member in whose place they are appointed. Pending this

appointment, the proceedings of the Committee will not be invalid by reasons of a

vacancy.

10. REPRESENTATION ON THE AREA CLINICAL FORUM The Committee will, pro-actively and as requested by the NHS Board, communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Co-Chairs of the Area Professional Committee on the Area Clinical Forum as full members. The Committee will agree which of the Co-Chairs will be put forward for potential selection as Chair of the Area Clinical Forum.

11. COMMITTEE DECISION

Where the Committee is asked to give advice on a matter and a majority decision is reached the Chairman will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points.

12. MEETINGS Meetings will usually be held on a 6-weekly basis to synchronise with the NHS Board

meeting calendar, but this can be varied at the discretion of the Chairman.


Committee Members



The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution. Annual Report


13. QUORUM Half of the members of the Committee will be deemed a quorum with at least one representative from the GP or Hospital Sub Committee.

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14. NOTICE OF MEETINGS The Committee Secretary will send agenda, minutes and notices of meetings to every member of the Committee 5 working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings.

15. MINUTES Draft minutes will be issued within 5 working days of the meeting to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.

16. REQUESTING MEETINGS Two members may, by writing to the Chairman, request an extraordinary meeting of the Committee and should specify the business to be discussed at such a meeting. The Chairman’s decision on whether to accede to the request will be final, and must be reported to the next ordinary meeting of the Committee.

17. ADMINISTRATIVE SUPPORT Administrative support to the Committee will be provided by the Committee Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.

18. CONDUCT OF MEETINGS The Chairman will be responsible for the conduct of the meetings and for ensuring, in close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board.

19. SUB-COMMITTEES

The Area Medical Committee may appoint ad hoc Sub Committees as appropriate to consider and provide advice on specific issues. The GP and Hospital Sub Committees are Standing Committees to consider issues brought forward by the Area Medical Professional Committee and the Area Clinical Forum. Their respective Rules of Procedure are attached as Appendices 1 and 2 respectively.

20. DELEGATED AUTHORITY OF SUB-COMMITTEES Sub-Committees will have delegated to them such authority as may be agreed by the parent Committee. The parent Committee will approve all Standing Sub-Committee Constitutions.

21. ALTERATION TO CONSTITUTION The Constitution will be altered only by a majority of not less than two thirds of the members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

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22. CONFIDENTIALITY All members of the Committee will be responsible for maintaining the confidentiality of NHS Ayrshire & Arran documents. The Chairman will rule where necessary to advise on the confidentiality of documents.

23. CONFLICT OF INTEREST Members are elected to act objectively and will declare any possible conflict of interests as soon as possible after the commencement of a meeting.

24. ACCESS The Co-Chairs will represent the Committee at the meetings of the Area Clinical Forum. Either is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

25. EXPENSES Members of the Committee and Sub-Committee who incur reasonable expenses will have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the Secretary of State. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

26. PUBLICITY No member of the Committee will make any official statement in public or to the Press, pertaining to the work of the Committees, without prior consultation with the Chairman or Vice-Chairman

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Appendix 5

NHS Ayrshire & Arran Area Nursing and Midwifery Committee Annual Report for 2017/2018 1. Summary

1.1 The Committee’s role is to advise at the NHS Board’s request, or on its own

initiative, on the health and professional service needs of the local population and issues which impinge on patient care. In so doing the Committee should reflect the views of the whole profession locally. The Committee continues to value this opportunity to be advised on and respond to key nursing and health issues. During this year the Committee has considered issues relating to nursing practice, such as revalidation, the nursing vision, advanced nursing practice, safe and effective staffing, widening access to nursing, changes to Nursing and Midwifery Council(NMC) legislation, non-medical models of care and nursing in the prison environment. In addition they have discussed NHS Board wide issues such as transformational change, strategic planning in the partnerships, the implications of the corporate parenting strategy, the state of child health and the nursing workforce pressures.

1.2 Key Messages

The Committee welcomes the work being carried forward to find solutions for the current nursing workforce challenges and remains committed to supporting it.

The Committee wishes to highlight the wide range of improvement work being achieved within nursing

The Committee continues to support the transformational change programme, with particular emphasis on the need for prevention and early intervention

2. Remit


3. Membership

3.1 The Committee’s membership is detailed at Appendix 1 to this report.

4. Meeting


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Dates

Member 22/3/2017 17/5/2017 16/8/17 4/10/17 6/12/17 24/1/17

Joanne Anderson X

Hannah Campbell-McLean

X X X X

Sina Currie X X X

Frances Mason X X

Caroline McCloskey

X X X X

Janet McKay X X X X X X

Nurse Director/Associate ND

X X X X

Libby Paisley X X

Susan Wilson X X X

Kathleen Winter X X X

Carolyn Wyper X X X X


5.1 The Committee heard several presentations including

Review of integrations schemes in North and East Ayrshire Health and Social care Partnerships (HSCP) and activities.

Review of HSCP strategic plans

Transformational Change

State of Child Health and Adverse Childhood experiences

Health promoting Health Service

Building Psychological resilience

Healthy and Active Rehabilitation programme (HARP) Professional issues The Committee discussed with senior nurses the ongoing workforce issues, such as ensuring appropriate skill mix, the aging workforce and the need for direct routes of entry into nursing. In addition, safe and effective staffing, non medical models of care and the challenges of Advanced practice were discussed. These are issues the Committee considers the NHS Board needs to continue to address proactively and the Committee will continue to raise concerns where it feels these issues are impacting on the quality of care. Health and social care integration agenda The Committee continue to support the development of the HSCPs. Members have been involved in the development of the Strategic plans for all three HSCPs.

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Constitution The nursing Committee have reviewed their constitution this year to ensure that it meets the needs of the profession and reflects the current healthcare environment. The reviewed constitution has been approved by the NHS Board. Succession Planning The Committee is aware of the need to succession plan, as many of the members have recently retired and the Committee has some new members. However going forward it will be important to recruit more members and particularly those with a mental health, learning disability and midwifery background. The recent changes to the constitution have assisted in improving recruitment this year. A development plan is currently being devised to support new members and to develop capacity for leadership within the Committee.


6.1 The Committee has three priorities going forward:

To support the organisation in its approach to the Nursing Workforce challenges

To ensure robust succession planning within the Committee

To support the transformational change agenda.


7.1 The commitment and enthusiasm of active members is welcomed and they are to be thanked for their continued input and support. I would personally like to thank our Committee Secretary, Debbie Miller, for all her hard work, efficiency, timely minutes and forward planning. The Committee is committed to a development programme going forward, to ensure clear succession planning. The new constitution should support the recruitment of a wider range of individuals. The Committee would welcome continued support from the Associate/Assistant Directors throughout the coming year to help it to continue to develop a proactive role within the organisation.

Dr Janet A McKay Chair – Area Nursing and Midwifery Professional Committee

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NHS Ayrshire & Arran

Area Nursing and Midwifery Professional Committee

Constitution and Terms of Reference

1. Title

The Committee will be called the “Ayrshire and Arran Area Nursing and Midwifery Professional Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Nursing and Midwifery Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means NHS Ayrshire & Arran Area.

The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by a Health Board of a Committee representative of the professions in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992)17 and NHS Circular Gen (1999)26.

2. Functions

The Committee’s role is to advise, at the NHS Board’s request, or on its own initiative, authoritatively and promptly on:-




Any other professional and other functions as may be prescribed in future under the relevant acts and guidance

Where appropriate the implications associated with contracts for the provision of these services.



Reporting the business of the Area Professional Committees to ensure a co-ordinated approach on clinical matters among the different professions and within the component parts of the local NHS system (acute services, primary care, health improvement etc).

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Providing input on service design, redesign and development priorities and in this way playing an active role in advising the Area Clinical Forum on potential for service improvement.

Sharing best practice among the different professions and actively promoting multi-disciplinary working – in both health care and health improvement.

Engaging widely with local clinicians and other professionals, leading to broader participation in the work of the Committee.

Providing the Area Clinical Forum with a clinical perspective on the development of the Local Health Plan and the NHS Board’s strategic objectives.

Investigating and taking forward particular issues on which clinical input is required on behalf of the Area Clinical Forum, taking into account the evidence base, best practice, clinical governance etc and make proposals for their resolution. The Committee should be pro-active as well as re-active on these issues.


3. Membership

The Committee will be representative of the whole profession in the area and be elected on the basis of merit, knowledge and experience. It will comprise of no more than fourteen voting members to reflect as best as practicable the diversity of the profession. Representation should be split evenly between both Acute and Health and Social Care partnership functions.

Acute and corporate (7) i.e. Members could be drawn from medical services, surgical services, specialist nursing services, advanced nurse practitioners Services for older people, midwifery services, paediatric services, Public Health, Health Improvement

Health and Social Care partnerships (7) i.e. Members could be drawn from: district nursing, practice nursing, children and young people services, prison health services, mental health services, learning disability services and services for older people. Following an election if the Committee agrees that a gap exists in the skills within the Committee, they can co-opt additional members from a designated speciality without voting rights as per section five. Executive Nurse Director or designated deputy without voting rights. 4. Method of Elections

4.1 Election of Ordinary Members Each profession represented by the Committees shall elect members who must be practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

The number of places available on the Committee and the professions requiring representation, should be notified by the Chair of the Committee, to the Corporate Business Manager.

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Nomination forms will be sent out by the Committee Secretary to all eligible individuals inviting interest. Forms will contain deadline date, allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.



Supporting statements and numbered ballot papers will be sent out to all eligible individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information.


All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, K6 6AB, by close of business on the deadline date.





4.2 Election of Chair,Vice Chair and Professional Secretary


Following the announcement an e mail will be circulated, by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.

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Immediately prior to the next meeting those who have indicated their intention to stand will circulate information to the Committee with regard to the contribution they would make in the particular role.


Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.



The Committee meeting will then commence with the successful candidate taking up their new role.


5. Co-Option of Members

The Committee may co-opt up to 2 additional members who it considers may have a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity. 6. Tenure of Office of Members

The terms of office of members of the Committee will be 4 years (commencing 1 April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election. 7. Election of Officers

At its first regular meeting in April every other year, the Committee will elect from its members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years but thereafter, unless approved by the NHS Board, will be required to demit office for at least one term. 8. Executive Members


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The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration. 9. Casual Vacancies



Members unable to attend due to reasonable cause may nominate a designated Deputy who may attend meetings without voting rights.




The Committee will, pro-actively and as requested by the NHS Board, communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair and/or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full members. 11. Committee Decision

Where the Committee is asked to give advice on a matter and a majority decision is reached the Chair will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points. 12. Meetings

Meetings will usually be held on a 8-weekly basis to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances. 13. Committee Members


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14. Persons not Members of the Committee

The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution. 15. Annual Report

The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year. 16. Quorum

Half of the elected members will be considered a quorum. 17. Notice of Meetings

The Committee Secretary will send agenda, minutes and notices of meetings to every member of the Committee 5 working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings. 18. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board. 19. Requesting Meetings

Two members may, by writing to the Chair, request an extraordinary meeting of the Committee and should specify the business to be discussed at such a meeting. The Chair’s decision on whether to accede to the request will be final, and must be reported to the next ordinary meeting of the Committee. 20. Administrative Support

Administrative support to the Forum will be provided by the Committee Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally, the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees. 21. Conduct of Meetings

The Chair will be responsible for the conduct of the meetings and for ensuring, in close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board. 22. Sub-Committees


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Sub-Committees will have delegated to them such authority as may be agreed by the parent Committee. The parent Committee will approve all Standing Sub-Committee Constitutions. 24. Alteration to Constitution

The Constitution will be altered only by a majority of not less than two thirds of the members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation. 25. Confidentiality

All members of the Committee will be responsible for maintaining the confidentiality of NHS Board documents. The Chair will rule where necessary to advise on the confidentiality of documents. 26. Conflict of Interest

Members are elected to act objectively and will declare any possible conflict of interests as soon as possible after the commencement of a meeting. 27. Access

The Chair and/or Vice-Chair will represent the Committee at the meetings of the Area Clinical Forum. There will be remuneration made available to only one attendee per Committee. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum. 28. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses will have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body. 29. Publicity


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Appendix 6

NHS Ayrshire & Arran Area Optical Professional Committee Annual Report for 2017/2018 1. Summary

1.1 The Area Optical Professional Committee (AOPC) has continued to develop projects

to enhance eye care throughout Ayrshire and Arran and advise the Board accordingly. We have provided relevant input to the three Partnerships and worked closely with the Primary Care management team.

1.2 Key Messages

The Committee is proud of the continued success of Eyecare Ayrshire, locally accredited post-cataract examination, diabetic retinopathy screening, Bridge to vision and community low vision services.

The AOPC remains concerned about the lack of clarity for referral criteria to secondary care for Cataract surgery.

We still believe that there is significant scope for Optometry to support secondary care by offering innovative shared care solutions enabling patients to access appropriate care closer to home.

2. Remit


3. Membership

3.1 The AOPC currently comprises of:

Douglas Orr (Chair) David Bonellie (Vice Chair) Alan Beck Alistair Duff Jennifer Ferdinand Carol Semple Gillian Syme

4. Meeting



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Dates

Member 10.05.17 09.08.17 27.09.17 29.11.17 17.01.18 14.03.18

Douglas Orr X X X X X

Alan Beck X X X X X X

David Bonellie X X X X X

Alistair Duff X X X X X X

Carol Semple X X X X

Gillian Syme X X X X X

Jennifer Ferdinand

X X X X X X


5.1 The Committee dealt with a wide range of activities over the past year. These

include but are not limited to:

Eyecare Ayrshire

Electronic Referrals / eOphthalmic payments

Diabetic Retinopathy Screening

Ophthalmic Strategy

Shared care

Transformational change Eyecare Ayrshire continues to be the first port of call for eye problems throughout Ayrshire & Arran. In partnership with our Pharmacy colleagues this offers easy, appropriate and convenient access to Optometric assessment and diagnosis. Non independent prescribing Optometrists are able to provide signed orders in line with clinical management guidelines for provision through community pharmacy. eOphthalmic payments for General Ophthalmic Services has progressed over the past year with a significant move towards this being the default method of claiming for contractors. eReferrals have been established for some years now and continue to allow Optometrists to provide high resolution imaging to their secondary care colleagues alongside referrals. Ayrshire & Arran continues to be the only community Optometry based Diabetic Retinopathy Screening service in Scotland. After the successful transition to Vector software in 2017, this year has seen a revamp of the education program surrounding DRS for accredited Optometrists. The Committee has offered a number of innovative ideas to discussions around transformational change and was represented within the secondary care Ophthalmology FastForward process. The proposals consist of safe, tested methods of shifting the balance of care for ocular conditions which pose a significant burden to secondary care of Ocular Hypertension, Glaucoma and macular degeneration. We hope that there will be a desire to develop some of our proposed solutions in a sensible, gradual implementation in the coming years.

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6.1 There are 3 main strands of work for the Committee in the coming year:

Develop clear, consistent referral criteria with secondary care

Develop a pan-Ayrshire Ophthalmic strategy

Ensure wider engagement with the Optometric profession throughout Ayrshire & Arran


7.1 The past twelve months have demonstrated some clear successes for Ayrshire &

Arran patients with Eyecare Ayrshire now fully functional and continued delivery of enhanced services at locations and times convenient for the population. The imposition of strict criteria for Cataract referral has prompted significant work over the past year and discussions are ongoing to provide a clear framework for referrals, not just Cataract, for Optometrists throughout Ayrshire & Arran. We hope that the next twelve months will bring this to fruition by working closely with secondary care colleagues. This year also brings a review of the General Ophthalmic Services contract which has the potential to have a significant impact to the profession throughout Ayrshire and Arran and we look forward to seeing the detail of this when available and how it might fit within a wider Ayrshire Ophthalmic strategy.

Douglas Orr Chair – Area Optical Professional Committee

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AREA OPTICAL PROFESSIONAL COMMITTEE CONSTITUTION AND TERMS OF REFERENCE

1. Title

The Committee will be called the “Ayrshire and Arran Area Optical Professional

Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Optical Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area.

The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by a Health Board of a Committee representative of the professions in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992)17 and NHS Circular Gen (1996)26.

‘The Committee’ means the Area Optical Committee recognised by the Secretary of State under the provisions of Section 9 of the National Health Service (Scotland) Act 1978 for the area of the NHS Board.

‘General Optical Services’ means the Services referred to in Section 26 of the National Health Service (Scotland) Act 1978, as amended by the Health and Medicines Act 1988.

2. Functions

The Committee’s role is to advise, at the NHS Board’s request, or on its own initiative, authoritatively and promptly on:-




Any other professional and other functions as may be prescribed in future under the above Acts and guidance

Where appropriate the implications associated with contracts for the provision of these services

Specifically, the Committee will keep under review the list of Optometrists

undertaking the provision of General Ophthalmic Services.

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3. Membership

The Committee will be representative of the whole profession in the area and be

elected on the basis of merit, knowledge and experience. It will comprise of no more than eight voting members to reflect as best as practicable the diversity of the profession and hence representation.

The following will be invited in an “in Attendance” capacity;

Head of Primary Care and Out of Hours Community Response Services

Primary Care Manager – Optometry

Optometric Advisors

All members must be actively engaged in National Health Service practice. 4. Method of Elections


Each profession represented by the Committees shall elect members who must be

practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

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The number of places available on the Committee and the professions requiring representation should be notified by the Chair of the Committee, to the Corporate Business Manager.



Nomination forms will be sent out by Committee Secretary, to all individuals inviting interest.

Forms will contain deadline date allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms.


Where more nominees come forward than places on the Committee an election will

take place and the following process adhered to:



All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.


Where more than two candidates are nominated for election, a Single Transferable

Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on.



Should vacant seats remain following this process; nominations to the remaining seats will be sought at the Annual General Meeting.

4.2 The Officer standing down should give the Committee 6 weeks’ notice, of their

intention. This should be submitted in writing to the Corporate Business Manager.

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Following the announcement an e mail will be circulated, by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.



Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.



The Committee meeting will then commence with the successful candidate taking up their new role.

Where more than two nominees put themselves forward for a position then the

Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair of the Committee, this will rotate among the Committee members according to a pre-agreed set period of time.


The Committee may co-opt up to 2 additional members who it considers may have

a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.


The terms of office of members of the Committee will be 4 years (commencing 1st

April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.


At its first regular meeting in April every other year, the Committee will elect from its

members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years.

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9. Casual Vacancies

A member who ceases to be representative of their electoral body will vacate

his/her seat on the Committee and a casual vacancy will be declared.





The Committee will, pro-actively and as requested by the NHS Board,

communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair and/or Vice Chair of the Area Professional Committee on the Area Clinical Forum as full member.


Where the Committee is asked to give advice on a matter and a majority decision is

reached the Chair will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points.

12. Meetings

Meetings will usually be held on a 6-weekly basis to synchronise with the NHS

Board meeting calendar, but this can be varied at the discretion of the Chair.


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Committee Members


Persons not Members of the Committee The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution.

Annual Report The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

13. Quorum

Half of the members of the Committee will be deemed a quorum.



every member of the Committee 5 working days before the day of the meeting. Failure by one or more members to receive papers will not invalidate proceedings.

15. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committee

members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.


Two members may, by writing to the Chair, request an extraordinary meeting of the

Committee and should specify the business to be discussed at such a meeting. The Chair’s decision on whether to accede to the request will be final, and must be reported to the next ordinary meeting of the Committee.


Administrative support to the Committee will be provided by the Committee

Secretary. This will include the review of policy documents, summarising the documents and ensuring that they are issued for consultation appropriately and to the relevant Area Professional Committees. Additionally the Committee Secretary will ensure that copies of the minutes, agenda and other relevant papers are prepared and circulated to the relevant Committees.


The Chair will be responsible for the conduct of the meetings and for ensuring, in

close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board.

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19. Sub-Committees

The Area Professional Committee may appoint ad hoc Sub Committees as

appropriate to consider and provide advice on specific issues. 20. Delegated Authority of Sub-Committees

Sub-Committees will have delegated to them such authority as may be agreed by

the parent Committee. The parent Committee will approve all Standing Sub-Committee Constitutions.


The Constitution will be altered only by a majority of not less than two thirds of the

members present at a special meeting of the Committee called for purpose, of which, at least 21 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

22. Confidentiality

All members of the Committee will be responsible for maintaining the confidentiality

of NHS Board documents. The Chair will rule where necessary to advise on the confidentiality of documents.


Members are elected to act objectively and will declare any possible conflict of

interests as soon as possible after the commencement of a meeting. 24. Access

The Chair and Vice-Chair will represent the Committee at the meetings of the Area

Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

25. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses

will have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

26. Publicity


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Appendix 7

NHS Ayrshire & Arran Pharmaceutical Professional Committee Annual Report for 2017/2018 1. Summary

1.1 The Area Pharmaceutical Professional Committee (APPC) has a statutory function

to advise the NHS Board with regard to pharmacy contracts in association with the National Health - Services (Pharmaceutical Services) (Scotland) Regulations 1995. Further to this statutory role, the Committee also appointed contractor and non-contractor members to the Pharmacy Practices Committee (PPC), a Committee that holds the delegated authority of NHS Ayrshire & Arran in relation to the granting of NHS pharmacy contracts within Ayrshire and Arran. During the year the APPC met in line with NHS Board meetings to advise on any professional matters pertaining to pharmacy and patient care.

1.2 Key Messages

The National Pharmacy Strategy, Achieving Excellence in Pharmaceutical care, was launched in August 2017 which aligns with the work already taking place through transformational change. The changes have already started, for example General Practice Clinical Pharmacists and Pharmacy Technicians in place, and more appointments to follow over the next few years with the new General Medical Services contract, increased Pharmacy First via the Community Pharmacists and their involvement in Eyecare Ayrshire.

There is now greater integration and joint working and with the wider Primary Care team.

2. Remit


3. Membership

3.1 The Committee is comprised of 12 members, six employees from all areas of NHS

Ayrshire & Arran and six representatives from pharmacists working in the community. The community representatives are made up from three representatives of the Area Pharmacy Groups in each Health and Social Care Partnership area and three representatives of the NHS Ayrshire & Arran Pharmacy Contractors Committee. Kerry Steel joined the Committee in December 2017 as a representative of the NHS Ayrshire & Arran Pharmacy Contractors Committee.

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The three representatives of the Area Pharmacy Groups in each Health and Social Care Partnership area were re-elected in June 2017. Roisin Kavanagh remained in the role of Professional Secretary for the year.

4. Meeting

4.1 The Committee met on seven occasions between 1 April 2017 and 31 March 2018 and two extra meetings were arranged to discuss new applications for contracts.


Dates

Member 16/5/17 20/6/17 15/8/17 3/10/17 5/12/17 23/1/18 20/3/18

Mrs Gillian Jardine

X X X X X

Ms Shona Clark

X X X X X X

Mr Sam Falconer

X X X X X X X

Ms Roisin Kavanagh

X X X X

Mr Kerr Maconochie

X X X X

Ms Joyce Mitchell

X X X

Mr Craig Murdoch

X X X X X X

Ms Morag McConnell

X X X

Ms Jacqueline Seenan (joined Dec 2017)

X X X X X X X

Ms Kerry Steel (joined Dec 2017)

X X X

Mr Wallace Stevenson

X X X

Ms Elaine Watson

X X X X

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5.1 Ms Rose Marie Parr, Chief Pharmaceutical Officer for Scotland, attended in August 2017. She outlined the national work taking place and highlighted key priority areas within the refreshed national strategy, Achieving Excellence in Pharmaceutical Care, which was to be launched later that month. In terms of Pharmacy First, the community pharmacist will be at the forefront in delivering care for patients in the community. The commitment at national level is to extend the minor ailment and the chronic medication schemes to enable community pharmacists to work more autonomously and undertake a more clinical role. Changes that are taking place in the other care settings were also discussed e.g. the increasing role of pharmacists within GP practices and the issues faced by the acute care pharmacists with the increasing demand. The need for an integrated approach with the primary and secondary care interface. Consultations The APPC submitted responses on the following national and local consultations

General Pharmaceutical Council on Revalidation

Guidance to ensure a safe and effective pharmacy team

Draft standards for hospital pharmacy services – Royal Pharmaceutical Society

Consultation on the Integration Scheme – East Ayrshire and North Ayrshire

Rescheduling Pregabalin and gabapentin consultation under Misuse of Drugs Legislation

Promoting Professionalism, reforming regulation consultation Reports from APPC representatives on other Committees

Pharmacy Practices Committee – the contractor and non-contractor representatives from the Committee are Wallace Stevenson, Diane Lamprell, Richard Devenish, Janet Gallagher, Joyce Mitchell, Morag McConnell and Craig Murdoch. The Committee has met twice over the past year with three representatives in attendance at each meeting

Area Drugs and Therapeutics Committee (ADTC) – Alison Tait (attended 5 out of 6 meetings). Report as follows- Supply issues have been a challenge for community pharmacy and this can result in inconvenience to patients and increased drug costs. Membership of the Committee provides the opportunity to highlight any shortages and to discuss suitable options to manage the medication effectively across Secondary and primary care. There has also been a considerable review undertaken of the formulary which now includes wound management products based on the primary care wound management formulary within the Minor Ailment formulary, with advice on suitable choice within the Minor Wound Guidance.

Non Medical Prescribing Group (sub group of the ADTC) – Morag McConnell (was unable to attend any of the meetings). Other pharmacists out with the Committee members were in attendance at the meetings.

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Patient Group Directions (PGD) Group (sub group of the Non-Medical Prescribing group of the ADTC) - Alison Tait (attended 7 out of 7 meetings). Report as follows- The ongoing development of Pharmacy First has involved requests being submitted for additional PGDs to support the service. The requests for Flucloxacillin capsules 500mg to treat patients with infected insect bite or cellulitis , Aciclovir 800mg tablets to treat shingles, Hydrocortisone cream 1% to treat mild inflammatory conditions, clotrimazole 1% cream and clotrimazole pessary to treat vaginal candidiasis and the progestogen only oral contraceptive Desorgestrel 75mcg tablets have been accepted and the PGDs are being developed for submission and ratification. This is likely to be followed by further requests as this service continues to expand. The PGDs continue to provide convenient access to medicines for patients.

Primary Care Programme Board – Stephen McCormick (has not attended any of the meetings (0 out of 2)). Committee now receives the minutes of the meetings.

Primary Care Secondary Care Interface Subgroup – Morag McConnell (was unable to attend any of the meetings). Other pharmacists out with the Committee members were in attendance at the meetings.


6.1 To continue to support the role of Pharmacy in the Health and Social Care

Integration agenda and encourage engagement with pharmacists within each locale.

Transformational change which includes Achieving Excellence in Pharmaceutical Care (the National Pharmacy strategy) and local initiatives in NHS A&A – to proactively encourage and promote engagement of all to advance change.

To support the development of Pharmacy First and any changes of the other services and encourage more integration and joint working with the wider primary care team in particular in the provision of the new General Medical Services contract.

To continue to give advice and insight on all aspects of the provision of Pharmacy services across Ayrshire and Arran, in particular, to promote person centred care


7.1 I would like to thank Craig Murdoch, Vice Chair, Roisin Kavanagh, Professional

Secretary and Angela O’Mahony, Committee Secretary, for their invaluable input and support throughout the year.

Gillian A Jardine Chair – Area Pharmaceutical Professional Committee

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AREA PHARMACEUTICAL PROFESSIONAL COMMITTEE CONSTITUTION AND TERMS OF REFERENCE

1. Title

The Committee will be called the “Ayrshire and Arran Area Pharmaceutical

Professional Committee”.

For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Pharmaceutical Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area.

The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by an NHS Board of a Committee representative of the pharmaceutical profession in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992)17 and NHS Circular Gen (1992)26.

The Public Bodies (Joint Working)(Scotland) Bill, introduced in May 2013, sets out a radical change in the way the NHS, local authorities and the third sector integrate and work together.

The Prescription for Excellence Vision and Action Plan, published in 2013, provides a 10 year strategic direction for the profession of Pharmacy from 2013 to 2023.

2. Functions





The creation and maintenance of effective links with all other Area Professional Committees.

Any other professional and other functions as may be prescribed in future under the above Acts and Guidance

Where appropriate, the implications associated with contracts for the provision of these services


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Members will be required to read and respond to various papers and mailings, and may be tasked with completing individual pieces of work from time to time, either individually or as members of sub- Committees and short life working groups (SLWGs).






Providing the Area Clinical Forum with a clinical and professional perspective on the development of the Local Health Plan and the NHS Board’s strategic objectives;

Investigating and taking forward particular issues on which clinical input is required on behalf of the Area Clinical Forum, taking into account the evidence base, best practice, clinical governance etc., and make proposals for their resolution. The Committee should be pro-active as well as re-active on these issues;


3. Membership

3.1 The Committee will be representative of the whole profession in the area and be

elected on the basis of merit, knowledge and experience. It will comprise of no more than twelve voting members, to reflect as best as practicable the diversity of the profession and hence representation.

Category of Membership Number of Members

a) Pharmacist employees of NHS Ayrshire & Arran (Acute, Public Health and Community Pharmacy and Medicines Utilisation one of whom may be a Registered pharmacy technician).

6

b) Pharmacists working in the community in Ayrshire and Arran

Three of whom will be nominees of the Area Pharmacy Groups in each Health and Social Care Partnership area.

6

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Three will be nominees of the Ayrshire & Arran Pharmacy Contractors Committee, one of whom will be an independent contractor and one will be an employee of a national multiple.

To maintain the balance of the Committee, membership is limited to two per contractor group.

TOTAL 12

The Director of Pharmacy will be invited to attend every meeting of the Committee in an ex-officio capacity unless they have been elected as a substantive member of the Committee.



Each profession represented by the Committees shall elect or nominate members

who must be practising in Ayrshire and Arran.

To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way:

4.1.1 Pharmacist employees of NHS Ayrshire & Arran

The number of places available on the Committee and the professions requiring representation should be notified by the Chair of the Committee, to the Corporate Business Manager.

In liaison with NHS Ayrshire & Arran Pharmacy Team the Committee Secretary will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees.

Current members of the Committee may stand for re-election if their term of office is due for renewal, up to a maximum of three consecutive terms.

Nomination forms will be sent out by NHS Ayrshire & Arran Committee Secretaries, to all individuals inviting interest. Forms will contain deadline date allowing four full weeks, for return of nomination forms.

Where nominations received are equal to places on the Committee an election will not be required and nominees can be appointed a seat with the agreement of the Committee.

4.1.2 Where more nominees come forward than places on the Committee an election will take place and the following process adhered to:



All ballot papers should be returned to the Corporate Business Manager,

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NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date.





4.2 Pharmacists working in the community in Ayrshire and Arran

The number of places available on the Committee should be notified by the Chair of the Committee, to the Corporate Business Manager.

In liaison with NHS Ayrshire & Arran Pharmacy Team the Corporate Business Manager will make contact with the Chair of the Area Pharmacy Contractors Committee and the Lead Pharmacists of the Health and Social Care Partnerships Pharmacy Groups, seeking nominations of individuals practising in the particular field and area identified, where relevant taking due cognisance of the sub-specialisation on particular Committees

Current members of the Committee may stand for re-nomination if their term of office is due for renewal, up to a maximum of three consecutive terms.



Following the announcement an email will be circulated, by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role.


Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following

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process will be adhered to:

o Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.

o Ballot papers should be completed and returned to the Committee Secretary who will act as returning officer.

o The Committee Secretary will, in the presence of those members attending on the day, count the votes and announce the result.

o The Committee meeting will then commence with the successful candidate taking up their new role.

o Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice Chair and Professional Secretary of the Committee these will rotate among Committee members according to a pre-agreed set period of time.


The Committee may co-opt up to 2 additional members who it considers may have a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity only, with no voting rights.

6. Nominee Representatives of the APPC

From time to time the Committee may be requested to nominate representatives to represent the profession on other Committees or groups. The nominees should be agreed at a meeting of the Committee. The term of office of nominees should follow those of the Committees or groups that they are attending, but should not exceed the term of office of the Committee members. Nominees should not serve for more than three consecutive terms. Nominees will be required to attend Committee meetings to provide an update of their work, at regular intervals, and will be required to contribute to the annual report of the Committee.


The terms of office of members of the Committee will be 4 years (commencing 1st April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election but should not serve for more than three consecutive terms.

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The Committee will elect from its members, a Chair, Vice-Chair and Professional Secretary to serve the remainder of their term of office. They will be eligible for re-election for a further term of office but thereafter, unless approved by the Board, will be required to demit that office for at least one term.


9.1 The Chair, Vice Chair and Professional Secretary will comprise the Executive of

the Committee. Where the elected Chair is from the managed sector the Vice Chair will be elected from the community pharmacy sector, and vice versa.

9.2 The Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required before the next NHS Board meeting and/or meeting of the Committee. No single member of the Executive may make a recommendation without due consultation with the other members of the Executive. The Executive must report all such decisions to the Committee. The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9.3 The Professional Secretary will be elected from the Committee as outlined in point 8, and will be a full member of the Executive. The role of the Professional Secretary is to work with the Chair and Vice Chair in providing support to the members on professional matters such as consultations and Pharmacy Practice Committee applications, and also to assist in any response to a request for professional advice from the Board and Partnership Agencies. The Professional Secretary will also work closely with the Committee Secretary in providing guidance and input where professional matters require to be recorded. The Professional Secretary will be allowed the appropriate dedicated time required to fulfil the responsibility of the role at the rate agreed with the Board.





Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary resign their seat.


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The Committee will, pro-actively and as requested by the NHS Board, communicate with and advise the Area Clinical Forum on professional and clinical matters. The Chair and/or Vice-Chair and/or Professional Secretary will represent the Committee at the meetings of the Area Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.



13. Meetings

Meetings will usually be held on an 8-weekly basis during normal business hours,

to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances. Committee Members In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary. Persons not Members of the Committee The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution. Annual Report The Committee will produce an Annual Report on its work for the year which will include reports from any sub-Committees and nominated representatives of the Committee. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

14. Quorum

Half of the members of the Committee will be deemed a quorum. Of that quorum at

least two members will be from sections a and b within Section 3 (Membership). 15. Notice of Meetings



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16. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committee members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.









close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board as well as to Partner agencies who have sought the professional opinion of the Committee. The Chair will ensure that the meetings are carried out in an atmosphere of professional respect and dignity encompassing the values of NHS Ayrshire & Arran.

20. Sub-Committees, Short Life Working Groups (SLWGs), Nominated

Representatives

The Area Professional Committee may appoint ad hoc sub- Committees, SLWGs, and nominated representatives as appropriate to consider and provide advice on specific issues.

21. Delegated Authority of Sub-Committees, SLWGs, Nominated Representatives

Sub-Committees, SLWGs and nominated representatives will have delegated to

them such authority as may be agreed by the parent Committee. 22. Alteration To Constitution

Recommendations to alter the Constitution must be approved by a majority of not

less than two thirds of the members present at a special meeting of the Committee called for purpose (which must be quorate – as per Section 13) of which, at least

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14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

23. Confidentiality





interests as soon as possible after the commencement of a meeting. Members are required to consider and debate upon the pharmacy professional aspects of any issues brought to the Committee. Where this conflicts with the opinions and focus of another group associated with a Member, then the Member must note the conflict of interest immediately, and take no further part in the discussion.

25. Expenses

Members of the Committee, sub-Committees, SLWGs and nominated

representatives, who incur reasonable expenses will have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

26. Publicity

No member of the Committee will make any official statement in public or to the Press, pertaining to the work of the Committees, without prior consultation with Director of Pharmacy and the Communications Department of NHS Ayrshire & Arran.

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Appendix 8

NHS Ayrshire & Arran Area Psychology Professional Committee Annual Report for 2017/2018 1. Summary

1.1 The Area Psychology Professional Committee (APsyPC) Committee has

representation from all Psychological Service Specialties within NHS Ayrshire & Arran. Members of the Committee continue to work hard to ensure that all constituents have a voice and that best practice and evidence based advice is provided to the NHS Board. The Committee disseminates information to and from the Psychological Service Clinical Governance, Research and Strategy Group and APsyPC feedback is a standing item on the agenda. There is recognition that a small number of accredited therapists are employed outwith the Psychological Service and measures have been put in place to provide them with representation through the Committee.

1.2 Key Messages

The Committee’s development of the paper ”Building Psychological Resilience within our Communities” has highlighted the need to incorporate the resilience message in Board papers and service developments.

Although the Committee and the wider Psychological Service and Mental Health Service has welcomed increased Scottish Government investment for Psychological Therapies, the Committee notes the difficulty in developing services based on fixed term funding and the likely lack of sustainability in these developments related to financial savings. The Committee also notes the difficulty in achieving and sustaining the HEAT standard for access to psychological therapies in the context of financial savings and loss of clinical posts from the Service.

2. Remit


3. Membership

3.1 Following several years of relative stability in the Committee membership, the

Committee is currently experiencing a number of changes in its membership related to retirements and re-elections. Janet Davies will be stepping down from her position as Chair and representative for Adult Mental Health in March 2018. Membership is as follows:

Mrs Janet Davies (Adult Mental Health), Vice Chair since May 2014 and Chair since January 2017, stepping down in March 2018 Dr Laura Watters (Learning Disabilities), Vice Chair since February 2017

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Dr Kerry Teer (Child Health Psychology), took over from Alan James in September 2017 Dr Ying Teh (Older Adults) Dr Esther Murray (Clinical Health/Neuropsychology), stepping down in March 2018 Ms Lyndsay Brown (Clinical Associate in Applied Psychology), took over from Fiona Manson in October 2017 Mr Colin Scott (Counselling), stepping down in March 2018

4. Meeting

4.1 The Committee met on five occasions between 1 April 2017 and 31 March 2018.


Dates

16/05/17 03/10/17 05/12/17 23/01/18 20/03/18

Member

Ms Janet Davies, Chair

X X X X

Dr Laura Watters, Vice-Chair

X X X X

Mr Alan James (left in June 2017)

X

Dr Kerry Teer (joined in September 2017)

X X X X

Dr Esther Murray X X

Dr Ying Teh X X X X X

Ms Fiona Manson (left in June 2017)

Ms Lyndsay Brown (joined in October 2017)

X X

Mr Colin Scott X


5.1 The APsyPC took the theme of resilience and focused its time during 2017/18 on

developing a paper entitled “Building Psychological Resilience within our Community”. This paper has been presented to the Public Health Leadership group and shared with the Area Clinical Forum and is ready to be shared with the Board for their consideration.

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5.2 Following the Chair and Vice-Chair attending the Chief Executive’s Annual Management Planning Conference in October 2017, the Committee has identified transformational change as a standard item, has shared the common purpose with the wider Psychological Service and is exploring opportunities for transformational activity and improvement through the Psychological Services Review and wider Mental Health Service Review work. Transformational change will be a focus of work for the Committee over the following year.

5.3 A Psychological Services Change Project led by Mrs Thelma Bowers, Head of Mental Health has been undertaken as part of a whole Mental Health Service Review. The Psychological Services Project has focused on models of service delivery, data, demand and capacity, workforce planning and structure of service. The findings from this Review have been presented and approved by the North, East and South Integrated Joint Boards, and the Review moved to the implementation stage in January 2018. The Committee supports the area-wide and professional lead structure with the associated flexibility of use of limited specialist resource and greater opportunity for equity of service provision. The Committee also supports Psychological Service staff being embedded in operational clinical teams with shared responsibility and accountability for the functionality of the service with senior managers. The Committee notes the ongoing need for development of data systems and data analysis provision to inform efficient and effective service delivery and workforce planning. The Committee will consider the professional impact of this work as the Project moves forward into the phase of implementation.

5.4 The Committee continued to provide advice to the Board with regard to Board papers that were circulated for comment. The Committee welcomed the new four year fixed term Scottish Government funding to increase access to Child and Adolescent Mental Health Services (CAMHS) and Psychological Therapies. The Committee was supportive of the funding being targeted at services of highest demand as well as enabling the development of posts in Addictions and Older Adults where there had been no-to-minimal psychological input. The Committee notes the fixed term funding and associated difficulty in recruitment with many of the posts requiring re-advertising. There remains uncertainty over the sustainability of these fixed term posts.

5.5 The Committee has ensured that all its constituents are kept informed of Committee activity by sharing the annual report, having APsyPC as a standing item at Psychological Service Clinical Governance and Development Group and via Heads of Specialty discussing the work of the Committee at Specialty department meetings.


6.1 To continue to provide strong professional psychology advice to the Board in subject areas which would help improve the health and wellbeing of the people of Ayrshire and Arran. Ensure succession planning is addressed and that the Committee is fully represented by all specialisms within Psychology. The priorities for 2018/19 are likely to be influenced by the outputs of the Psychological Service Review and the need for Transformational Change activity.

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7.1 Following relative stability in the Committee over the past few years, the Committee is experiencing change in its membership through retirements and re-election. In particular and related to changes in the wider Psychological service, there will be a loss in representation from staff holding senior posts and bringing a broad strategic perspective to this professional advisory Committee. Establishing a balanced and stable representation will be key to maintaining the proactive work undertaken by the Committee over the past few years.

8. Conclusion

8.1 The Committee would like to thank all those who contributed to the work of the Committee through the year, particularly Helen Lynn for her term as Chair and the leadership she brought to the Committee prior to sick leave and retirement from the Service and to Alan James for his lead on developing the resilience paper.

8.2 The Committee continues to be indebted to Angela O’Mahony for the high standard of administrative support and guidance provided to the Committee.

Janet Davies Chair - Area Psychology Professional Committee

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Appendix 8 – Terms of reference

NHS AYRSHIRE & ARRAN AREA PSYCHOLOGY PROFESSIONAL COMMITTEE


1. Title

The Committee will be called the “Ayrshire and Arran Area Psychology

Professional Committee”. For the purposes of this Constitution, unless otherwise indicated, “Committee” means the Ayrshire and Arran Area Psychology Professional Committee, “NHS Board” means the Ayrshire and Arran National Health Service Board and the “Area” means the Ayrshire and Arran NHS Board Area. It shall represent professional matters relating to the provision of psychological and specialist psychological care.1 The National Health Service (Scotland) Act 1978, as amended by the National Health Service and Community Care Act 1990, makes provision for the recognition by a Health Board of a Committee representative of the professions in its area. The Health Act 1999 further amended the NHS (Scotland) Act 1978 to extend the remit of professional advisory Committees to include the provision of advice to NHS Trusts. The general principles considered suitable for application to such a Committee are set out in NHS Circular Gen (1992)17 and NHS Circular Gen (1999)26.

2. Functions



The health and professional service needs of the local population.

Issues which impinge on the provision of psychological or specialist psychological care.

The implications of evidence from psychological research for the delivery of health services in Ayrshire and Arran.


Any other professional and other functions as may be prescribed in future under the above acts and guidance.

Where appropriate the implications associated with contracts for the provision of these services.


1 The definition of the terms psychological care and specialist psychological care is available from the Chair of the Committee

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3. Membership

3.1 The Committee will be representative of the professionals employed within NHS

Ayrshire & Arran to provide specialist psychological care in the area and be elected on the basis of merit, knowledge and experience. It will comprise of no more than ten voting members to reflect as best as practicable the diversity of the profession and hence representation. The Committee will have representation from applied psychologists in health for the following areas of applied psychology practice: Adult Mental Health Child Health Learning Disabilities Clinical Health Psychology Older Adults Applied psychologists should be eligible for registration as a Chartered Psychologist with the British Psychological Society. In addition to qualified practitioners, members are responsible for representing Assistant and trainee psychologists working within their constituencies. The Committee will also have representation from the following professional groups providing specialist psychological care within NHS Ayrshire & Arran:

Clinical Nurse Specialists in Cognitive Behavioural Psychotherapy (holding current registration with the Nursing and Midwifery Council and who is a

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Registered Mental Health Nurse). Counsellor (with current accreditation with the British Association for Counselling and Psychotherapy or equivalent). Clinical Associate in Applied Psychology (being a graduate of one of the Masters in Applied Psychology courses approved by NHS Education for Scotland).

There should be at least two applied psychologist members who are eligible for Full Membership of the Division of Clinical Psychology. The Committee shall have the power to nominate two clinical psychologists to join the Committee if there are not two clinical psychologists among the applied psychologist members representing applied psychology practice areas. This will be reviewed from time to time in liaison with the Board. Only those who are eligible for membership will have voting rights. If the members of the Committee do not include an applied psychologist with less than two years Post Graduate experience or the most junior member of the Department, the Committee shall have power to invite one or more such applied psychologists to attend meetings of the Committee. Any person so invited shall have no vote, however, at meetings of the Committee.



Each profession represented by the Committees shall elect members who must be

practising in Ayrshire and Arran. To ensure continuity within professional groups each Committee will canvas and elect or nominate professional members in the following way: The number of places available on the Committee and the professions requiring representation, should be notified by the Chair of the Committee, to the Corporate Business Manager. The Corporate Business Manager will make contact with all individuals practising in the particular field identified, where relevant taking due cognisance of the sub-specialisation on particular Committees. Current members of the Committee may stand for re-election if their term of office is due for renewal. Nomination forms will be sent out by NHS Ayrshire & Arran Committee Secretaries to all individuals inviting interest. Forms will contain deadline date allowing four full weeks, for return of nomination forms. A supporting statement should accompany returned forms. Where nominees received are equal to places on the Committee an election will not be required and nominees can be appointed a seat within the Committee.

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Where more nominees come forward than places on the Committee an election will take place and the following process adhered to: Supporting statements and numbered ballot papers will be sent out to all individuals practising in the designated field. Copies of these papers will also be circulated to the members of the Committee for information. A deadline date, allowing two full weeks, will be set for the return of the ballot papers. If more than one ballot paper with the same number is received, all papers with the same number will be deemed ‘spoilt’. All ballot papers should be returned to the Corporate Business Manager, NHS Ayrshire & Arran, Eglinton House, Ailsa Hospital, Ayr, KA6 6AB, by close of business on the deadline date. Votes will be counted by the Corporate Business Manager in the presence of two independent witnesses. Where more than two candidates are nominated for election, a Single Transferable Vote system will be used. Under this system, members of the Profession will be invited to rank the candidates on the ballot paper putting a "1" next to their first choice, a "2" next to their second choice and so on. Where a member's first choice candidate has too few votes to be elected, their vote will be transferred to their second choice candidate and so on, until a candidate with the most votes is identified and is elected to the vacancy. The Corporate Business Manager will notify the nominees and the Chair of the Professional Committee, of the outcome of the election within 5 working days.


The Officer standing down should give the Committee 6 weeks notice, of their intention. This should be submitted in writing to the Corporate Business Manager. Following the announcement an email will be circulated by those providing administrative support to the Committee within 5 working days. This will be sent to all members of the Committee seeking nominations for the position available. A deadline of one week prior to the next meeting will be set. Upon receipt of nominations the Committee will be advised of candidates wishing to be considered for the role. Immediately prior to the next meeting those who have indicated their intention to stand will speak to the Committee with regard to the contribution they would make in the particular role. Where one nominee is received the nominee will be appointed to the appropriate vacancy. Where there is more than one nominee, the following process will be adhered to: Numbered ballot papers will be distributed to those attending on the day who are eligible to vote. Members who are unable to attend on the day should indicate their voting preference to the Committee Secretary prior to the meeting.

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Ballot papers should be completed and returned to the Committee Secretary who will act as returning officer. The Committee Secretary will, in the presence of those members attending on the day, count the votes and announce the result. The Committee meeting will then commence with the successful candidate taking up their new role. Where more than two nominees put themselves forward for a position then the Single Transferable Vote system as detailed above will be used. In the event that there are no nominations received for the role of Vice-Chair of the Committee, this will rotate among Committee members according to a pre-agreed set period of time.


The Committee may co-opt up to 2 additional members who it considers may have

a particular contribution to the work of the Committee. The term of office of co-opted members is at the discretion of the Committee and will be reviewed every 6 months. Co-opted members will act in an advisory capacity.


The terms of office of members of the Committee will be 4 years (commencing 1

April in the relevant year). Half of the membership of the Committee will be considered for re-election every two years in a staggered membership cohort. Committee members will be eligible for re-election.


At its first regular meeting in April every other year, the Committee will elect from its

members, a Chair and Vice-Chair to serve a term of 2 years. The Chair and Vice Chair will be eligible for re-election for a further term of 2 years but thereafter, unless approved by the Board, will be required to demit office for at least one term.


The Chair and Vice Chair will comprise the Executive of the Committee. The

Executive will be empowered to consult and make recommendations on behalf of the Committee where decisions are required, before the next NHS Board meeting. The Executive must report all such decisions to the Committee for ratification. The Executive will also endorse any recommendations of any sub Committees of the Committee. Where the Executive cannot endorse the recommendations, the matter must be referred to the Committee for consideration.

9. Casual Vacancies



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Where a member of the Committee has been absent from three consecutive meetings of the Committee, of which appropriate notice had been given, the Committee may, unless they are satisfied that the member’s absence was due to illness or other reasonable cause, declare that the seat on the Committee has been vacated and, thereupon, a casual vacancy will be declared. Members of the Committee may at any time, by notice in writing by them and delivered to the Committee Secretary, resign their seat. A casual vacancy will be filled by the appointment of a new representative from the relevant electoral body by the Committee, whose name will be notified to the Committee Secretary forthwith. New representatives will hold office for the remainder of the term of office of the member in whose place they are appointed. Pending this appointment, the proceedings of the Committee will not be invalid by reasons of a vacancy.


The Committee will, pro-actively and as requested by the NHS Board,

communicate with and advise the Area Clinical Forum in professional and clinical matters. This will be conducted through the attendance of the Chair and/or Vice Chair of the Area Professional Committee on the Area Clinical Forum as a full member.


Where the Committee is asked to give advice on a matter and a majority decision is

reached the Chair will report the majority view and will also make known any minority opinion and present the supporting arguments for all view points.

12. Meetings

Meetings will usually be held on a 8-weekly basis to synchronise with the NHS Board meeting calendar, but this can be varied at the discretion of the Chair. The Committee has the right to alter or vary these arrangements to cover holiday months or other circumstances. Committee Members In the event of a member of the Committee being unable to attend, apologies for absence should be sent to the Committee Secretary. Persons not Members of the Committee The Committee is able to invite persons who are not members of the Committee to attend meetings as outlined in point 5 of this Constitution. Annual Report The Committee will produce an Annual Report on its work for the year. This should be presented at an Annual General Meeting and submitted to the NHS Board in May each year.

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13. Quorum

Half of the members of the Committee will be deemed a quorum. 14. Notice of Meetings



15. Minutes

Draft minutes will be issued within 5 working days of the meeting to the Committee

members. Minutes of all meetings will be submitted, once ratified by the Committee, to the Area Clinical Forum and the Chief Executive of the NHS Board.









close consultation with the NHS Board, that the agreed recommendations of the Committee are conveyed to the Area Clinical Forum and the Chief Executive of the NHS Board.

19. Sub-Committees

The Area Professional Committee may appoint ad hoc Sub Committees as

appropriate to consider and provide advice on specific issues. 20. Delegated Authority of Sub-Committees

Sub-Committees will have delegated to them such authority as may be agreed by

the parent Committee. The parent Committee will approve all Standing Sub-Committee Constitutions.

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The Constitution will be altered only by a majority of not less than two thirds of the members present at a special meeting of the Committee called for purpose, of which, at least 14 days notice will be given setting out the proposed alteration or amendment. Such alterations or amendments so approved will be intimated to each member of the Committee, and to the NHS Board for approval prior to implementation.

22. Confidentiality





interests as soon as possible after the commencement of a meeting. 24. Access

The Chair and/or Vice-Chair will represent the Committee at the meetings of the

Area Clinical Forum. The Chair is eligible for nomination for election to the post of Chair of the Area Clinical Forum.

25. Expenses

Members of the Committee and Sub-Committee who incur reasonable expenses

will have travelling and other allowances, including compensation for the loss of remunerative time, defrayed by the NHS Board, subject to the approval of the First Minister. Payments will only be made as respects the exercise of functions conferred and where they are not met by any other body.

26. Publicity
