DRAFT – to be approved
MINUTES OF THE MANAGEMENT BOARD MEETING HELD at 10.45AM ON 3 APRIL 2008 AT COMPASS HOUSE, DUNDEE
Who was at the meeting?
Who gave apologies as they could not attend?
What did we discuss?
1 Chairs welcome and apologies
1.1 John Dow welcomed all members to the meeting and noted that, due to Nadine's departure from the Institute, Stacey MacDonald would once again be providing administrative support to the group in the interim period.
1.2 John Dow welcomed Morag Robertson and Wendy Paterson to the Board and introductions were made. It was noted that Morag Robertson would be representing the Scottish Government on the Board and Wendy Paterson would be representing all 4 Learning Networks.
2 Minutes of the meeting on 8 January 2008 and matters arising if not covered in the Agenda
2.1 It was noted that the minutes of the last meeting had already been circulated for approval and that Margaret McKay had suggested a slight amendment to Item 7. Stacey MacDonald reported that this had been revised as requested and that those revised minutes were now available on the website.
2.2 With the above revision noted, the Minutes were accepted as an accurate reflection of the discussion however Wendy Laird raised the issue of venue (Item 4.1) on behalf of Mags Bryan who had concerns about the effect of this level of travel on Aman Lee.
John Dow noted that the discussion had arisen because, although the group had good intentions of varying the location of the meetings between Aberdeen, Dundee, Glasgow and Edinburgh, it had become apparent that at some locations the meetings were not as well attended. Therefore, although the suggestion had been to hold meetings in a central location this decision will be continually reviewed.
It was also noted that Keir Hardie had enquired about the possibility of a Videoconferencing link to attend today's meeting. Stacey MacDonald noted that, due to the change in administrative staff, this request had not been received until later and therefore there was not enough time to look into this request and had apologised to Keir for this. Wendy Laird noted that this had been tried in other groups previously without much success but it was agreed that this may be worth trying again and Margaret McKay noted that meeting rooms at Compass House have the facility.
3 Communication
3.1 Communication Strategy: The Draft Communication Strategy prepared by Elinor Dowson was tabled again as some members had not been present at the previous meeting. John Dow noted that although it would be appropriate to review this paper, it would be equally important to plan how to take issues forward.
Elinor noted that the strategy was presented in 2 parts, with the first section focusing on communication between Board meetings. There was some discussion about various items within the strategy which some members considered could be problematic e.g. Item 6 could possibly be limiting and members agreed that they often speak 'with different hats on' but always need to be an ambassador for the group. It was also agreed that it was possible to speak 'with different hats on' as long as you made it clear in which role you were speaking. It was also noted that the second section focused on how the group communicate with the wider network of stakeholders and contacts.
It was suggested that there were some presentational issues to address i.e. to separate tasks and principles and to be clear about who the document is aimed at it was agreed that the draft was almost a 'wish list' at this stage. It was also agreed that, whilst the Strategy is very important, the group have to be clear about the aims and purpose of Scottish Voices prior to implementing any communication strategy. For example, have the group widened their remit to FE? Although initially set up as a service user and carer group, is this still the best way to ensure equal involvement and a real say - are there bodies missing on the group?
Michael Coull pointed out that the group also need to consider the networks and universities which are not represented and how the group can offer to support them to encourage involvement whilst at the same time recognising that a small group cannot be 'all things to all people.
John Dow reiterated the history of the group but noted that there has been an incremental process eg IRISS/SSSC membership and support and now inviting Scottish Government and Learning Network representatives to join.
The Board thanked Elinor for the good work done to date and agreed that what was needed was a list of principles which Board Members should be asked to sign up to and some main headlines for the AGM. As some members were seeing this draft strategy for the first time it was agreed that members should email their comments to Elinor directly with a view to producing a revised version for the AGM which would celebrate achievements and flag up principles as well as identifying a list of tasks still to be completed for the future.
3.2 Substitutions at Board Meetings: John Dow noted that the original intention of Scottish Voices had been for each Learning Network to have one nominated Board Member but up to 3 other representatives and that if one member could not attend they could ask another representative to attend in their place. It was noted that this had not worked as well as it could have and that the important voice of some organisations was missed if their representative could not attend although it was also agreed that, to be effective, a Board needs consistency in its membership.
Michael Coull noted that the group need to establish a protocol for how this happens in practice eg is it the individual Board member's responsibility to organise an alternative or is it the University or Learning Network's responsibility?
The group agreed that it was assumed that each Board member would keep their alternative representatives informed and pass on minutes, etc but that they need to be clearer about how they support individuals to do this or how they support individuals who have no alternative representatives. Wendy Paterson suggested that the Learning Networks could also play a role as they have contact with each University within their own network.
John Dow noted that the group had previously offered to meet with the Universities and Networks who are not currently represented to talk to them about Scottish Voices. It was noted that following on from recent events such as Grasping the Thistle, What are we Worth? and the Change Academy, as well as the announcement on funding for Universities for service user and carer involvement, the time might be right to make contact again and offer support/advice.
It was agreed therefore that the service user and carer Board members would liaise and establish a plan to contact those universities or networks with no representatives on the group and to act as 'ambassadors' and offer support. It was hoped that this could be achieved prior to the AGM in June with a view to having the AGM as well attended as possible. Morag Robertson also indicated that she would discuss this issue with a colleague in the Scottish Government who is involved with the Change Academy as several of these projects are around service user and carer involvement.
Actionee: All Service User or Carer Board Members,MR
3.3 Biographies and Stories for the Web: Stacey MacDonald reported that, following the request at the last Board Meeting, a number of biographies had been received but that these were not yet up on the website. James McKillop noted that his could be taken from the SSSC newsletter and Stacey agreed to organise this. It was agreed that all members should provide a brief biography for the website to Stacey as soon as possible.
Actionee: All Board Members/SM
It was also agreed that members should provide a few bullet points about the work of their own group or network as requested at the previous meeting.
Actionee: All Board Members
3.4 Website Development: Elinor Dowson noted that she had recently attended a meeting with members of the IRISS Learning Technology Team regarding the development of the Scottish Voices website and had received some notes which Stacey MacDonald agreed to circulate to Board members. Elinor noted that she did not feel had really gained answers to her questions although Stacey noted that the team probably need more information about what the group requires before they can give definite answers about price and levels of support, etc.
Actionee: SM
Elinor noted that one important message from the meeting had been that if the group do wish to have their own independent website they should consider registering the domain name as soon as possible. The LT team had noted that scottishvoices.org.uk, scottishvoices.co.uk and scottishvoices.com are not available however scottishvoices.org is available. The team note that it would cost approx £10 to register this domain name and that this would be an annual charge. The group agreed that whatever happens with the website, it would be worth paying this charge now to ensure they secure a domain name given the small sum of money involved and agreed that this should be purchased.
Actionee: IRISS
A discussion was held on how to progress matters regarding moving to an independent website rather than the current one which is hosted by IRISS. Margaret McKay suggested that this was perhaps something that was not critical if the website could remain where it was until after the AGM. Stacey MacDonald confirmed that IRISS would be able to host the website until the AGM in June and noted that the group must also consider funding before entering into any contracts for hosting a website independently as most contracts would be on an annual basis. Stacey explained that although the group had received a fixed sum of money, the Scottish Government would be expecting a report on the progress of the group and could ask for any unspent funds to be returned. Morag Robertson confirmed that the government will be expecting a review and that her instinct would be to hold off until the future of the group was more certain.
Elinor Dowson noted her concern with this approach as there is a perception that Scottish Voices is still controlled by IRISS and that an independent website may help to engage other groups. Elinor also noted that the group need to ensure that the passion of service users and carers is not lost by collaboration with other organisations and government bodies.
It was noted that the sub-group responsible for this had originally included John Dow but who could not attend the meeting due to illness. It was agreed that discussions should continue with a view to a report for the AGM but that perhaps another Board member could join the sub-group. With apologies for volunteering a member who was not in attendance, Margaret McKay suggested that Keir Hardie may wish to be involved as he had been involved with similar work for the OU. Other members agreed this and John Dow agreed to approach Keir about this.
Actionee: ED/JD
3.5 Name Boards: Stacey MacDonald reported that blank name boards which could be used at each meeting had been ordered and would be available for the next meeting.
Actionee: SM
It was noted however that the use of name boards assumed that members could see and read but the group agreed that this would be addressed at the start of each meeting if this was not the case. Wendy Paterson agreed to discuss this issue and raise ideas with Aman Lee as he has overcame communication issues and is very sensitive to the needs of others in this respect.
Actionee: WP
SWIA Service User Forum Elinor Dowson reported that an email had been sent (via IRISS) to say that a member of SWIA would be in touch to discuss their letter but this has not yet happened.
Michael Coull queried whether or not SWIA had raised the possibility of payment for service user forum members but it was noted that this had not been raised. This issue of payment for service users and carers was discussed again and it was confirmed that the Board of Scottish Voices had already agreed that SV funds could be used for travel expenses, etc if they were representing Scottish Voices. The group agreed that this issue had been discussed for years but never resolved and that those who feel passionate become the 'usual suspects'. Morag Robertson noted that there does appear to be a conflict between the requirement to involve service users and the rules governing benefits, etc however noted that these were national rules over which the Scottish Government had no control and that there was also a wider debate about volunteering in general. Morag agreed however to raise the issue and noted that perhaps other large national organisations such as Carers Scotland, CCPS, etc could be approached to lobby for a joint national voice on this issue. Margaret McKay pointed out however that the group cannot be naïve about the priorities of groups such as Carers Scotland who would possibly see the Carers Allowance as a greater priority for example.
Actionee: MR
4 External Evaluation of the Board
As agreed at a previous Board meeting, a sub-group had been set up to look at the process of how an external evaluation of the Board might be achieved. The sub-group consists of Elinor Dowson, Keir Hardie, Aman Lee & Mags Bryan and Linda Walker and the group had met and agreed to meet again following the development day.
It was noted that the key driver for the external evaluation had been the awareness that the group had received funding for one year and that there would be a need to make a case to the Scottish Government for continued funding in the near future and that the principle behind the review should be to establish the 'value' of Scottish Voices. However it was also noted that the AGM was approaching and the group need to decide whether the external evaluation is still required and whether there is time to do this comprehensively or whether there is another way to approach this matter.
Wendy Paterson suggested that an identification of achievements may be more realistic and Morag Robertson confirmed that the Scottish Government would not necessarily be looking for a complex evaluation after such a short time in existence and that therefore evidence of achievements along with a comprehensive proposal for the future may be more realistic. Morag noted that she could offer advice on what would be required and agreed to send the standard grant application to Stacey MacDonald for info.
Actionee: MR
The group agreed that the recent feedback collected at Grasping the Thistle and What are we Worth could provide some evidence and Wendy Paterson noted that the group could also self-evaluate. Morag Robertson also noted that as well as completing the standard grant application the group could attach other papers to support their claim. Morag noted that grant applications can be submitted at any time and that there would normally be a 3 month cycle between application and receiving a decision.
It was therefore agreed that an activity-type report would be prepared for the AGM along with a financial statement and that following the AGM this would be used to compile a funding bid with reports from the recent events used as evidence. It was also agreed that Stacey MacDonald should also provide a real cost illustration of what the group would have spent had venue, catering, etc not been provided by other organisations.
Actionee: SM
Elinor noted that work on the website development must also be seen as important and it was agreed that this work would have to continue to allow accurate costs to be submitted as part of the funding claim but that the group must accept that they are a small group and must focus on priorities.
5 Scottish Voices Development Day
Stacey MacDonald reported that the Development Day hosted by Aman Lee and Mags Bryan had been attended by Elinor Dowson, Wendy Laird and James McKillop. As Mags was unable to attend the board meeting to explain the process and the feedback it was agreed to leave this agenda item until the next meeting of the Board.
6 Feedback from recent events
6.1 Improving Care for Older People - Messages from Regulation and Inspection: This event was jointly hosted by the Care Commission, SWIA and the SSSC in January 2008. It was noted that service users from residential care had spoken very powerfully at this event about restrictions placed on their freedoms due to tensions for service providers around risk and responsibilities and that a key message for the government was that 'accidents happen'.
6.2 Launch of PDAs in Practice Learning: This was the Ministerial Launch of the PLQ awards at the conference centre in Edinburgh at which Aman Lee and Wendy Laird gave a service user and carer perspective. Wendy Paterson noted that Stevenson College are piloting a Level 7 award which is one way in which service users and carers can gain credit for their inputs.
6.3 What are we Worth? A paper report from Linda Walker was circulated to the group and it was noted that this workshop was well attended, attracting nearly 90 participants. The focus of the day was to (a) Explore how service users and carers are and want to be recognised and rewarded for the valuable contribution they make to the learning and development agenda in social services and (b) seek to find ways to make this, in whatever form although particularly any way that has a financial element to it, easier to achieve.
Feedback from the day has been collated and will be considered by the original planning group consisting of SSSC, IRISS, Elinor Dowson on behalf of Scottish Voices, SCLD and LNs on 11th April and the board will be kept informed of the outcomes from the planning group.
Some Board members reported hearing some negative feedback about the event in terms of the responses from JobCentre plus and government officials. Wendy Paterson noted that she had chaired the day and that it had been difficult mainly due to the large and varied expectations of those present, some of which did not have an education focus, and that for that reason the day had perhaps lost some of it's focus. Elinor Dowson noted however that there had been an energy about the day with a large number of people at least willing to discuss the issues.
6.4 Grasping the Thistle: John Dow noted that this event had also been well attended and well received with some constructive and challenging feedback which the planning group will review when they meet again on 2nd May. The report on the event will be made available on various websites, including Scottish Voices' when available.
Members who were present at the event noted that it had been an excellent event which achieved it's objectives of showcasing good practice. Margaret McKay suggested that the success of this day in particular perhaps suggested that Scottish Voices needs to be more of a partnership in order to achieve it's objectives. Elinor Dowson agreed with this as the day appeared to give Scottish Voices more meaning athough noted that it perhaps could have had more involvement from Scottish Voices e.g. in facilitating workgroups. Wendy Paterson noted that, with hindsight, joint facilitators for each group may have been a good idea and John Dow noted that he had been on the planning group and that these things were a learning curve in the journey towards real partnership.
6.5 Citizen Leadership Conference: This event will be hosted by SCLD on 23rd April and it was noted that James McKillop would be present at this event and John Dow would also be attending on behalf of the TODAY group. Wendy Paterson noted that details are available on the Learning Network website and Margaret McKay noted that information on this event has been circulated via other groups also.
7 Finance
7.1 Funding for Universities to support Users and Carers: Margaret McKay noted earlier in the meeting that this had now been confirmed.
7.2 Stacey MacDonald reported to the group had spent approx £2,800 and this included their contribution to the What are we Worth event with a further approx £4,400 required for costs up to and including the AGM.
7.3 John Dow noted that funding is once again available to attend the Joint Social Work Education Conference in Cambridge in July 2008 and Stacey MacDonald noted that the information and application had been circulated to Board members with applications required by 25th April.
Elinor Dowson noted that she has had a paper accepted and queried whether any other source of funding was available rather than taking up all the bursary places. John Dow noted that the University of Dundee had funded him previously when he had had a paper accepted and Stacey MacDonald encouraged Elinor to put in her bursary application anyway.
Wendy Paterson noted that Learning Networks may be able to help out with funding and that she will raise this issue with her colleagues and Morag Robertson agreed to raise this also with the Scottish Government although noted that it would be unlikely if they had already provided the original funding.
Actionee: WP/MR
8 Future Board and AGM Meeting arrangements
Stacey MacDonald confirmed that the next meeting of the Board was scheduled for Thursday 29th May and the AGM was scheduled for Wednesday 25th June. John Dow noted that in the past he had met with Linda Walker to agree a draft agenda which was then circulated to members and suggested that he would do this again for both the next Board and the AGM and the detail could then be discussed at the next meeting.
It was agreed that it would be important to issue the date to all interested parties, perhaps in the form of a 'date for your diary' notification which would emphasise the importance of the day as a chance for service users and carers to shape the future of Scottish Voices.
It was suggested that the AGM need not necessarily be an AGM but rather a consultation day and that it could include perhaps include a student's experience as practitioners often have a powerful memory of the service user/carer voice from when they were a student. It was not clear whether the AGM was binding and whether the Constitution should be reviewed prior to or after the AGM and, due to time constraints of the meeting, it was agreed that Stacey MacDonald should take this query back to Linda Walker for discussion with John Dow.
Actionee: SM