Tuesday 15th March 2005 at 2pm
Monet Room, St Clements Hospital, Ipswich

AGM

      Present:  Ray Hill, Liz Potter, Arthur White, Cheryl Godber, David Edginton, Ken Abbott, Mark Hillis, Steve Cook, Kevin Nunn, Ian Talbot (Chair) and Annette Petty (minutes)

      Apologies:  Julian Wong, Dean Bevan, Judith Wilson, Paul Taylor, Philip Bloyce, Cliff Dawson, Wendy Arbon, Margaret Goddard, Glyn Reynolds, Lin Brereton, Julie Harrison and Julie Hammett

      The Chair welcomed everyone to the AGM at 2.15pm, which began with informal introductions including June Anderson from HBOS Credit Card, Deborah Tedder and Deborah Laight from Britannia Building Society, and David Kitchen from Frizzell Insurance.

      Britannia Building Society has been linked to UNISON since 1960 and offer savings/mortgage deals for unison members and support branches. There are two types of credit card offered to UNISON members (pay in full or 0% 9 month balance transfer plus purchases leaflets. HBOS are a lending charter for the TUC/UNISON and FCL linked with debt counselling. Frizzell offer car/personal insurance as well as Independent Financial Advice. 1 out of every 10 members cars are now insured through UNISON.

Ray Hill will be taking over as Retired Members Secretary in due course - he has re-vamped the monthly “Your Magazine” and has received very positive feedback from retired members.

 

1.   Minutes of the last meeting

     The minutes of the previous meeting held on 15th February were agreed as a true record. Page 3.3.c Lin Brereton was accepted and ratified as Steward representing Suffolk West, Thingoe House, which had been incorrectly recorded as Suffolk House.

2.   Matters Arising

a)   Page 1.2.a                                                                                                                                                                                       Only 8 reps attended the Branch Planning Day on 14th March (2 reps unable to attend because of personal tragedies).
David and Philip recently attended 2 very successful Agenda for Change Review courses in Cambridge and met with colleagues from Bedfordshire/Hertfordshire. David is attending a reorganisation meeting in Cambridge in due course.

b)   Page 1.2.b                                                                                                                                                                         Unfortunately the Nursing & Midwifery Council Hearing Day on 25th February was cancelled as the respondent was unable to travel due to adverse weather conditions. New dates will be advised in due course.

c)   Page 1.2.e - UNISON Welfare                                                                                                                                                            The standing order has been set up on a monthly basis awaiting confirmation from London. The accounts have also been submitted to head office in London.  No details to date.

d)   Page 2.2.g                                                                                                                                                                                      Dave Prentis has been re-elected as General Secretary, and the Political Fund was unanimously voted “Yes” nationally.

e)   Page 2.2.h - Pensions                                                                                                                                                                       The branch will be having further discussions and a clear action plan set down on how to generate support in different locations. Placards have been ordered and received. David Edginton who represents joint PCT’s is meeting with Gary Theobold and the branch will contact Geoff Reason at Region to ask if he will give talks etc. Local Government need to be successful in defending their plea as they are the first line of defence. Civil Service members meet on 23rd March.

f)    Page 2.2.i                                                                                                                                                                                           No delegates to date to attend the National Delegate Conference in Glasgow (21-24 June). Annette to send a reminder email to all as the deadline for applications 1st April.

g)   Page 2.2.k                                                                                                                                                                                           The first working policy meeting took place on 16th February at Suffolk House with Jan Togher and the group met on 10th February at Region to discuss the SMHPT Disciplinary Policy. Unfortunately the following working policy meeting was cancelled but reconvened on 16th March to agree the amendments to the Disciplinary Policy and discuss the Dress Code Policy.

h)   Page 3.3.b                                                                                                                                                                                         The The second issue of “Your Magazine” (March 05) has been distributed to the 170 retired members.

i)    Page 3.3.d                                                                                                                                                                                         The pay query for ancillary staff at the Bartlet hospital is unresolved, they are on Whitley Contracts. Arthur forwarding Ken copy of the memo sent by Chris Byford, clearly stating in black & white, their new contracts are “open to interpretation”. Ken to write to Carole Clarke, Senior Facilities Manager (copies to Jan Togher/Avril Wright HR and Ian Talbot, Branch Secretary) to seek advice on potential claims of underpayment under the Wages Act from Jan-April 2005 (and include copies of the “open to interpretation memo via Arthur). Ian to email Ken standard letter templates.                                                                                                     Action - Ian Talbot

j)    Page 3.3.e - Questionnaire to PCT Staff – Integrated Management Structure                                                                                   Six weeks ago, 700 questionnaires were sent out to the 3 PCT’s i.e. Central/Ipswich/Coastal and the Branch has received 140 replies which represents a high percentage of people affected. Ian emailed Philip a bulletin “where the info is at” and arranged to meet with him and Gary Theobold on 23rd February but the meeting was cancelled and now awaiting new dates. Other Trades Unions were invited to the March Staff Group. Kevin explained to the meeting that the Senior Managers are being re-organised across the 3 PCT’s and given new posts, but not all are happy with their new post/structure and thus the reason for the questionnaire. The response has been extremely high - Kevin is correlating the results which will be followed up by a recruitment drive.                                                                                                                                                                                             Action - Kevin Nunn/Ian Talbot/Branch. Staff will be notified with regular updates on progress. David Edginton (chair PCT’s) commented that there unrest in some areas of the PCT’s. Staff have no job descriptions/banding of AfC. Also the interim of HR/Chief Executives and the future of community hospitals. David asked to become involved with the questionnaire which was agreed by all present as he is regarded with great respect by the management team. Ian to speak with Kevin as he has not attended Stewards Stage I Course to date.
Action - Ian Talbot        

k)   Page 3.3.f                                                                                                                                                                                             The Branch sent Barbara a bouquet of flowers and received a thank you card from her for our kind wishes.

l)   Page 3.3.h                                                                                                                                                                                          The first Britannia/UNISON Roadshow takes place at Stow Lodge, Stowmarket on 4th April, followed by Patrick Stead on 8th, Bartlet Felixstowe on 14th, Beccles Hospital 18th (closed 21st February re-opening on 4th April completion of refurbishment works), Newmarket Hospital 22nd and Lowestoft Hospital 26th April. The roadshows start at 11am and finish at 2pm respectively. The branch has a new stand to display UNISON information - please contact Annette if you wish to borrow and sign in/out as appropriate. Annette to email out posters to the hospital sites/letter in due course. Please can reps give their support to these worthwhile events – Ian/Philip/Annette will be attending where possible.                                                                                   Action - Annette Petty      

m)  Page 3.4.a                                                                                                                                                                                          Ian has forwarded John the branch membership database (encrypted for data protection). 

n)   Page 4.4.b                                                                                                                                                                                           No managers attended Trust Council on 9th March to discuss the situation of non-negotiation by management with UNISON in respect of all new policies as well as recognition and facilities agreements. A positive response is needed under the Data Protection Act and a written policy is needed to ensure this does not continue. It is also unclear what staff records need to be kept on the wards i.e. supervision notes/AL/Sickness records etc. Agreement needs to be made between the parties – this issue needs to be tackled and followed up under the Disciplinary & Capabilities Policy and what records are kept by HR Department. It was decided to secure a meeting to draw up a correct policy at the meeting on 16th March. Mark Hillis reported there has been a lot of reaction from staff in respect of the SMHPT Dress Code Policy (type of clothes staff can wear in Forensic Psychiatry for example, and will forward Ian a copy of the Learning Disabilites Policy.                                                                                                       Action - Mark Hillis
Cheryl commented that the branch needs to capitalise in recruiting & organising terms in respect of the problems being experienced with Andrew Evans, Chief Executive at Waveney PCT. Mark received a memo from Lisa Llewelyn in Learning Disabilities on 12th January without comment and the policy was approved. Ian commented that the problem is the same with all the PCT’s (including the letter sent to Waveney). Cheryl suggested the Branch contacts Human Resources Directors, Chief Executives for each PCT and reps, facilitated by herself to go through the policy protocol.

o)   Page 4.4.c                                                                                                                                                                                           Ian has sent/received an encrypted floppy disc to Linda Durrant, Regional Women’s Officer of the branch membership database.

3.   Branch Nomination Forms                                                                                                                                                                                                                 The following nomination forms have been received and will be ratified at the April meeting:-

      Branch Officers
Branch Chair - Philip Bloyce - agreed/carried
Branch Secretary - Ian Talbot - agreed/carried
Senior Officer - no nominations received
Women’s Welfare - no nomination received

Branch Stewards
Arthur White - agreed/carried
Steve Cook - agreed/carried
Paul Taylor - agreed/carried
Liz Potter (and H&S Rep) - agreed/carried
Gordon Morris - agreed/carried
David Edginton - agreed/carried

Retired Members Secretary
Ray Hill - seconded Ian - agreed/carried. Retired members Secretary Nomination Form has been sent with the March issue of “Your Magazine” to be completed/returned by the retired members by no later than 31st March.

Branch Treasurer
To be re-affirmed under contract for the Branch

Support Officer
Julian Wong - re-appointed - agreed/carried

Following the Branch Planning Day on 14th March which highlighted the weaknesses/strengths of the Branch/office level needs which have to be fulfilled, the following posts are vacant and support is needed - a notice will be sent out by email to all reps in due course with a brief description of the post for distribution to members.                                                                                 Action - Annette Petty/Ian Talbot
1. Assistant Communications Officer - assisting with posters/website
2. Recruitment Officer
3. Training Officer
4. Equality Officer
5. Young Members Officer - aged 18-26 yrs old - representing young members within the Branch
6. Affiliated Political Fund Officer

These stewards do not need to be ratified/no form is required:-                                                                                                     Ken Abbott, Mark Hillis, John Cripps, Kevin Nunn, and Lin Brereton.

The following stewards have not sent in a nomination form and a thank you letter will be sent out for their support to the Branch in due course:-
Judith Wilson, Anita Richardson, David Toocarams, Dean Bevan, Julie Harrison, Patrick Conneely and Wendy Arbon. The nomination forms were emailed out by Ian Talbot at the beginning of February to all the reps.

There are 3 exceptions:-                                                                                                                                                                   Cliff Dawson and Margaret Goddard who have both suffered personal bereavements and Julie Hammett has contacted the branch saying her return forms are late.

In addition, Mary Morris and Ana Mower sent in nomination forms and have been contacted twice, to invite them to attend a Branch Meeting, in order for their nomination to be accepted/ratified. No replies have been received to date and 2004 branch rules now apply.
Cheryl reported that reps need to have completed Stage I, II training or be re-trained. Reviews need to be developed with reps and not restricted to courses - can be attended after holidays.                                                                                                    Action - Branch has emailed out the nomination forms to the reps and the AGM has been advertised. Reps need to be re-nominated if they have been elected for over 12 months. New reps within 12 months need not be re-elected. Please can reps let Ian know if they plan to hold local AGM’s during week commencing 14th March. New reps can be nominated at the AGM but they need to be an existing member for 13 weeks. The Branch Rules have been amended over the past few weeks (Draft 5 additions include expenses/how to ratify reps etc) and National Rules are attached, which have also been emailed out to the reps. Comments etc please to Ian. Existing stewards can be nominated by members, but officers need to be nominated by other existing officers. Health & Safety reps are appointed by the branch and don’t need re-appointing. Currently the branch has no APF Officer and “no voice”, no Young Members Officer, and no Education Officer. Anyone wishing to be nominated for the APF Officer must be a paid up member of the Labour Party. The branch has 2 reps who are labour party members. Ian will email a reminder out to the reps for the AGM/posters.
Action - Ian Talbot

4.   Steward/Officer reports

a)   Ian Talbot                                                                                                                                                                                          Ian passed around a copy of the Branch Accounts Statement as at 15th March 2005 (Income/Expenditure A/C year ended 31st December 2004) - the current financial position is looking strong with a slight under spend from the previous year. Branch Accounts are open to inspection to any member upon request.

The next PC technology training takes place on Wednesday 6th April, 10am Regional Office, Bury St Edmunds - please email Ian if you are able to attend. 

      UNISON Branch Rules - copies were passed around the meeting. Ian asked that any comments are emailed to him 2 weeks prior to the April meeting when they will be agreed. It was also proposed that stewards should attend 6 Branch Meetings per year, with the exception of unforeseen circumstances i.e. AfC which should be received in writing. Health & Safety reps should also attend at least 3 meetings per year (50% attendance). These clauses will be added to the new Branch Rules if agreed. The current rules will be emailed out again to all on the Branch Officials list dated 18th January 2005.

b)   Arthur White                                                                                                                                                                                  Arthur reported if members can claim death benefit. The 2004 rule book states that members can claim within 12 months of a death. Forms are kept in the Branch Office - please contact Annette if anyone needs a form.

c)   Ken Abbott                                                                                                                                                                                        Ken is meeting with Theresa Broad, Coastal PCT on Wednesday 16th March regarding Joint Staff Consultation and will update Arthur and meeting in April.

d)   Steve Cook                                                                                                                                                                                    Steve has successfully defended a case representing a member, another case is in the pipeline and one still pending.

e)   David Edginton - AfC Communications Group                                                                                                                                  David reported that there are concerns in respect of the ongoing review of Community Hospitals, and we need to raise awareness. There is no staff side representative at present/no staff involvement. Theresa Broad of RCN and David are representatives on the Joint Consultative Forum group. The Unions are aware of the situation. It was agreed that UNISON should become more involved in the review of community hospitals. Any concerns to be sent directly to David Edginton or Theresa Broad RCN.

5.   AOB

a)   New Members
Approximately 100 new members will be transferring from West Suffolk Branch to Suffolk West PCT on 1st April. Annette has contacted Graham Kendall from West Suffolk Branch and awaiting information before sending out application forms.                Action - West Suffolk Branch/Suffolk Healthcare Branch.

b)   UNISON Welfare
The National Seminar/AGM takes place from 29th April to 1st May at the Moat House Hotel, York. Please contact the Branch for further details if anyone would like to attend. Currently the branch has no Welfare Officer.

c)   Visitors
Ian Barber from Regional Office is attending the 19th April meeting, to give a presentation on NHSU, and Phil Kemp, Lifelong Learning Field Worker is attending the 17th May meeting.

d)  UNISON’s NEC Election
Ballot papers are being sent out in due course to all members asking them to elect one or more candidates to represent your region or service group. The election begins on 4th April and all ballot papers must be returned by 16th May 2005. Annette will be ordering posters/leaflets for distribution by reps in due course.

6.  Date/time next meeting

      The next meeting will take place on Tuesday 19th April, 2pm, Monet Room, St Clements Hospital Main Building.                        Please email your attendance/non attendance to Annette as soon as possible.

There being no further business, the meeting closed at 5pm