Engagement Advisory Board Terms of Reference

The Trust is committed to engaging with service users, carers and the public in a meaningful way to ensure partnership working on strategic matters during these challenging and exceptional times.

The Engagement Advisory Board has been established as an advisory body to ensure the Trust approaches engagement in a way that meets the needs and interests of all communities, and to quality assure the Trust’s approach to engagement throughout the lifecycle of service change projects.

The Engagement Advisory Board will be launched both internally and externally to ensure that all interested stakeholders are made aware of the existence of the Board for support and advice on engagement with our communities.

Purpose

The purpose of the Engagement Advisory Board is to:

• Support the Trust with personal and public involvement (PPI) and co-production in reform programmes.
• Actively promote the principles and values of PPI and co-production.
• Support the design of involvement plans for agreed programmes of work and provide advice and guidance as necessary.
• Review outputs from any engagement work, to help make recommendations/suggestions.
• Work closely with programme leads to ensure the appropriate level of involvement is undertaken, and at the right time.
• Review communications and engagement activity to ensure it is fit for purpose and includes consideration of the voice and needs of those seldom heard communities.
• Ensure that there is evidence where involvement has influenced change.
• Support and share best approaches to involvement and co-production with patients and the public, clinicians and practitioners.
• Ensure active involvement in meetings and that all views and perspectives are listened to, valued and taken into account.

Membership

Members of the Engagement Advisory Board include service users and carers, selected following expressions of interest, to represent the communities we serve.

Each member has demonstrated links with the communities to support the Trust to engage in a meaningful way.

Members are committed to being open and honest and work in partnership to shape the service for everyone.

Membership of the group will be voluntary.  Out of pocket expenses will be paid and members will be supported with training.

Members who do not attend three consecutive meetings, with no communication to the Chair or Involvement Team, will be removed as a member of the Board.

It may be appropriate to co-opt external expert advice depending on the issues being discussed.

Meetings will take place on a Thursday afternoon and a quorum of eight members has been agreed.

Tenure of membership will be reviewed annually.

Chair

The Engagement Advisory Board will elect a chair and co-chair. Members of the Board will agree on how to elect a chair and co-chair.

If members of the Engagement Advisory Board are making a public statement to the press or external bodies on behalf of the Engagement Advisory Board, it must have members’ agreement and approval through the Chair.

Frequency of meetings

The group will meet on a quarterly basis, but this might sometimes be a little more often, or less, depending on projects.

The frequency of meetings will be reviewed on a regular basis by board members, and in collaboration with Trust staff, depending upon the progress of each reform work stream.

It may be that a smaller group from the board will support staff within a particular area of work.

To ensure we get the most from meetings, electronic devices should be switched off and mobile phones kept on silent during the meetings.

The agenda and all supporting papers will be sent to all members at least five working days before the meeting either electronically or manually.  Should members have any additional requirements in relation to information received, they should contact a member of the Involvement Team.

The Trust’s Involvement Team shall be secretary to the group and will:

• schedule all meetings
• agree the agenda with the Chair of the Board and attendees together with the collation of connected papers
• take the minutes and keep a record of matters arising and issues to be carried forward
• circulate the draft minutes within three weeks of the meeting
• provide feedback to those who take time to engage.

The Board will report to the Northern Partnership and Population Health Committee, which provides assurance that the Trust is compliant with its statutory requirements.

The Northern Partnership and Population Health Committee is a standing committee of the Trust Board and oversees the Trust’s strategy for personal and public involvement and patient experience.

Conflicts of interest

Members must declare any interest and or conflicts of interest relating to any agenda item at the start of the meeting. Where matters of conflict of interest arise, the chair will have the powers to request that members withdraw from discussion until the matter is concluded, if this is deemed appropriate.

Confidentiality

The Engagement Advisory Board will be a safe environment where staff can openly discuss matters arising which requires effective engagement across communities.

Board members will maintain confidentiality at all times unless it has been agreed otherwise.  Maintaining confidentiality is crucial to reducing public anxiety, and to build trust with key stakeholders both internally and externally.

These terms of reference will be reviewed regularly by board members and the Involvement Team.