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Constitution

WINYATES PATIENT OUTLOOK

CONSTITUTION

1. TITLE:
For NHS purposes, the organisation shall be recognised as the Patient Participation Group (PPG) of Winyates Health Centre, Winyates Way, Redditch, B98 0NR (The Practice), but for functional purposes the organisation shall be known as Winyates Patient Outlook (Outlook)

2. OBJECTIVES:
The objectives of Winyates Patient Outlook are:

1. To promote the best interests of both the Patients and the Practice.
2. To enable an open two-way co-operative dialogue between the Practice and its Patients.
3. To value diversity and ensure compliance with the obligations imposed by the Equality Act 2010.
4. To promote good health and higher levels of health literacy by encouraging and supporting health awareness activities within the Practice and elsewhere.
5. To obtain and provide the Practice with feedback on Patient needs, concerns, suggestions and interests.
6. To challenge the Practice constructively should the need arise.
7. To act as a representative group on behalf of all the Patients of Winyates Health Centre.
8. To promote its activities through various media, such as leaflets, flyers, notice boards, the WHC web site, email and SMS messaging.
9. To establish and develop a “virtual” Winyates Patient Outlook.
10. To co-operate with other charities and groups with similar interests, voluntary bodies and statutory authorities and exchange non-confidential information and advice relevant to its objectives.

3. EXCLUSION FROM THE OBJECTIVES
Winyates Patient Outlook is unable to and will not deal with individual Patient complaints or critical comments regarding their own health care or that of others.  The makers of all such complaints or comments should be referred to the Practice Manager who will deal with them using the Practice complaints procedure.

4. ADMINISTRATION
Winyates Patient Outlook shall be administered by a Committee comprised of a maximum of 10 people drawn from the Practice List of Registered Patients.  In the event that there are more than 10 candidates an election will be held. In addition there may be one or more General Practitioners, the Practice Manager and other practice representatives. Practice nominations will be at the discretion of the Practice Partners. The Committee shall be empowered to manage all the affairs of Winyates Patient Outlook and to take any actions on its behalf in the furtherance of its objectives, including the power to appoint or constitute such sub-committees and working parties as it thinks fit.

Officers for the following appointments (& other Officer roles as required) shall be elected from within the Committee: Chair, Deputy Chair and Secretary. Officers are elected at the Annual General Meeting (AGM) and may stand for re-election.  The duration of Officer appointments shall be a maximum of 4 years.

4. MEETINGS
The Outlook Committee meet at 6pm at the Health Centre six times per year on the second Thursday of every other month. (January, March, May, July, September and November).
 
Committee Members and Officers undertake to attend at least three Meetings per year, unless there are extenuating circumstances for their absence which the Committee accepts. If a Member fails to attend a minimum of three meetings in a year and has not claimed extenuating circumstances, or the circumstances claimed are deemed by the Committee not to be extenuating, then, at the meeting where the third absence is recorded, the Committee shall vote on the termination or the continuance of the absentee’s Committee Membership. If the vote results in a termination decision it will be effective from the date of that Meeting and their name will be transferred to the “virtual” group. The resulting Committee vacancy may be offered to another registered Patient.

To further ensure that an effective Committee structure is maintained, in the absence of any apologies, or any contact to the contrary, any Committee Member whose non-attendance is recorded at three consecutive Meetings will be deemed to have resigned from the Committee and their name will be transferred to the “virtual” group. The resulting Committee vacancy may be offered to another registered Patient. 

6. ANNUAL GENERAL MEETING
In July each year an Annual General Meeting shall be held, at which any Patient on the Patient List shall be entitled to attend.  The date of the Annual General Meeting is to be advertised in the Practice, and on the WHC website and circulated by email to the “virtual” Outlook group not less than 14 days prior to the meeting.

The Meeting shall be for the purpose of transacting the following business:
1: Presenting an Annual Report of the activities of the Winyates Patient Outlook during the previous year.
2: Presenting a statement of accounts (if appropriate).
3: Voting in and appointing the Committee Members and Officers for the coming year.
4: When necessary, voting on proposals to amend this Constitution.
5: Any other business.

7. ELECTION AND RETIREMENT OF COMMITTEE MEMBERS
All Members of the Committee including Officers shall retire annually at the Annual General Meeting, but shall be eligible to be re-elected or co-opted again. If more than one nomination is received for an Officer position then a vote will take place.

All existing Officers and Committee Members must notify the Chair via email or in a written note at least 10 days prior to the date of the convened AGM of their intentions, namely that:

a) They intend to step down from their position and not seek re-election to the Committee
OR
b) They intend to seek re-election to the Committee
OR
c) They intend to seek re-election to the Committee and wish to nominate themselves for one of the Officer Roles, at the same time specifying the role for which they seek election.

8. VOTING
All questions requiring a decision arising at any meeting shall be decided by a simple majority of those Members present and entitled to vote. Where relevant this number will include “virtual” Members and Practice nominations. In the case of an equal vote, the Chair of the meeting shall have a second or casting vote.

Rarely it may be necessary to obtain a decision from the Committee on an issue (which does not affect the Constitution), but which decision is required before the next scheduled Committee meeting. In such circumstances Members of the Committee may be contacted with details by the Chair but must register their vote by email to the Chair in order that the result may be verified. The details surrounding and the result of that vote shall be recorded in the Minutes of the next Meeting.

9. QUORUM                                                                                                                           
At any Meeting five Members, including at least one Officer, shall form a quorum.

10. MINUTES
Meeting minutes shall be recorded by the Secretary (or their deputy appointed for that Meeting) at all Meetings. The record shall consist of all the proceedings, resolutions and decisions. Minutes shall be drafted, agreed by the Chair and distributed as soon as possible after the Meeting.  Any dispute that any Member of the Outlook group may have regarding the accuracy or otherwise of the minutes as recorded and produced, must be notified to the Secretary as soon as possible after the Meeting and in any event no less than 14 days prior to the date of the next scheduled Meeting.

11. FINANCE
All monies raised by or on behalf of the Winyates Patient Outlook shall be applied to further the objectives of the group, and for no other purposes. A statement of accounts shall be submitted by the Committee at the Annual General Meeting.

12. SPECIAL GENERAL MEETING
A Special General Meeting shall be held if 50% or more of the Members of the current Committee request it in writing, including email, stating the reasons for the request, to the Chair. The date of the meeting should be advertised in the Practice for at least 14 days in advance of the Meeting and the Meeting must be held within 21 days of receipt of the written request from the Committee Member which constitutes 50% of the Committee Membership. The Special General Meeting may be for the purpose of altering the constitution, or for considering any matter referred to it by the Committee, or for any other purpose.

13. DISSOLUTION
If the Committee passes a resolution at any Meeting that proposes to dissolve Winyates Patient Outlook it shall call a Special General Meeting of all the Members, including “virtual” Members, to consider the matter which will be decided by a simple majority of those present and entitled to vote. If the decision of the Special General Meeting is to confirm the Committee resolution, the Committee will have the power to dispose of any and all assets held by organisation. Any funds remaining after satisfaction of all debts and liabilities shall be passed to the Practice to be used specifically for the benefit of the Patients.

14. ALTERATIONS TO THE CONSTITUTION
This Constitution may only be altered by a resolution proposed and passed at an Annual General Meeting or at a Special General Meeting. Any proposal to alter the Constitution must be delivered in writing to the Chair, not less than 14 days prior to the date of the meeting at which it is to be considered, and it must be advertised together with the notice of the date of the meeting circulated to all Members by email and at the Health Centre.

15. CONFIDENTIALITY
Winyates Patient Outlook does not possess, nor does it seek to obtain any individual Patient medical record. If any information does come into its possession from a Patient, it will maintain strict confidentiality. No Patient data will be held by Outlook on any computer system or in any other storage system.

16. COMPLAINTS
Any complaint about any aspect of the work of the Winyates Patient Outlook should be made in writing and addressed to the Outlook Chair at the Health Centre. On receipt the Chair will pass a copy to the Practice Manager. All complaints received shall be recorded in the minutes of the next Outlook Committee Meeting, along with brief details of the resolution.

17. ADOPTION OF THE CONSTITUTION
This constitution was adopted as the Constitution of Winyates Patient Outlook at a Committee Meeting held at Winyates Health Centre on DD.MM.YYYY.


Signed:   . . . . . . . . . . . . . . . . . . . . . . . . . Chair    Dated: . . . . . . . . . 

Signed:   . . . . . . . . . . . . . . . . . . . . . . . . . Vice Chair  Dated: . . . . . . . . . 

Signed:   . . . . . . . . . . . . . . . . . . . . . . . . . Secretary   Dated: . . . . . . . . . 

 



 
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