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Terms of reference

The Citizen Advisory Panel (CAP) is a sub-group of NHS Kernow’s people and organisational governance (POG) committee. These terms of reference set out CAP’s membership and remit.

1. Introduction

The CAP is not a decision-making body. It reports bi-monthly into POG as part of the communications and engagement section of the meeting.

The chair of CAP, or the deputy chair, attends NHS Kernow’s Governing Body meetings.

2. Committee’s purpose

The CAP provides an independent view and critical friendship on matters relating to health and care in Cornwall and Isles of Scilly. In particular, the CAP is intended to help advocate that the voice of the local population is heard and influences health and care developments. The CAP supports the health and care system to ensure opportunity is created for meaningful, targeted and proportionate public engagement, across all local communities and this is given equal importance to the work that is done with professional health and care partners.

In addition, the CAP will support NHS Kernow’s following aims to:

  • ensure it meets its statutory requirements to meaningfully engage patient, carers and the public in the planning and development of services across Cornwall and the Isles of Scilly (CIOS)
  • support NHS Kernow in strengthening its approach to equality, diversity, disability, and inclusion
  • review stakeholder engagement plans related to service transformation proposals – at the outset to provide advice and during to ensure its robustness
  • comment on and promote innovation and improvement in stakeholder engagement
  • review (often complex) service related and/or financial information to ensure it is easily understandable and clear before being shared with the public
  • through members’ links with emerging community networks around integrated care areas and primary care networks, help to enable the wider local patient, carers and public voice is heard in order to inform the planning and shaping of future services
  • assist and advocate for protected and other “seldom heard” groups so they are given appropriately tailored opportunities to help shape future services
  • ensure NHS Kernow follows the “co-create” 15 principles for sustained change, produced by CIOS health and care partners, enabling co-production and public engagement to be embedded across health and care
  • share any local issues which may have some bearing on proposed service changes or identify where services may warrant redesigning
  • within the bounds of confidentiality rules, maintain active links with other bodies, strengthening networks and acting as a conduit between the CCG and those bodies

3. Governance

The CAP shall be supported by an NHS Kernow director (or occasionally one of their deputies) as well as an NHS Kernow Governing Body lay member.

The chair is responsible for establishing the agenda, with input from CAP members as well as input and advice from NHS Kernow’s management team, as required.

Administrative support for the CAP shall be provided and will include circulating papers and producing notes of the meetings.

A declaration of interests register will be maintained and shall be reviewed and updated at the start of each meeting.

Approved notes from the meeting shall be shared with POG, for information and action, as appropriate.

Approved notes from the meeting will be published on the CAP webpage. Those relating to communications and engagement shall be shared as part of the CAP chair’s report to POG.

Approved notes from the POG meeting, which relate to communications and engagement, will be shared with CAP.

The CAP will agree a work plan which shall be reviewed and updated on a regular basis and shared with POG.

The CAP chair will provide updates on its work plan with the POG committee on a bi-monthly basis, or more frequently if needed.

Following the end of each financial year, the CAP will produce an annual report that is presented to the Governing Body.

4. Membership

The CAP membership is expected to comprise:

  • a chair elected from its lay members
  • a vice chair, elected from its lay members
  • 10 to 15 lay members, where possible some of these shall represent seldom heard groups
  • an NHS Kernow Governing Body lay member
  • an NHS Kernow director (or, on occasion, a deputy)

Members of CAP will come from a variety of backgrounds and will include, whenever possible, 2 members from each integrated care area representing their local communication and engagement forum.

In addition, there will be attendees of the CAP such as:

  • members of Healthwatch, the Voluntary Sector Forum (VSF), Volunteer Cornwall, Hearing Loss Cornwall and/or other community and voluntary sector groups, as relevant
  • ad-hoc representatives and attendees according to the work plan
  • an NHS Kernow communications and/or engagement lead

The chair and vice chair of the CAP are elected by CAP members for 2 years with the ability to hold the role for a further 2 years if agreed with members. After this period, the chair and vice chair are able to apply for a vacant CAP lay member role.

The CAP lay members are appointed for 2 years with the ability to be re-elected for a further 2 years. After this period the role will be publicly advertised, and lay members may reapply.

In exceptional circumstances, it might be necessary to request that CAP members are no longer part of the group. NHS Kernow reserves the right to remove membership from these individuals and will explain their rationale before doing so.

5. Quorum

The quorum for conducting the meeting shall be:

  • at least 5 lay member representatives
  • either the NHS Kernow Governing Body lay member or director (or their deputy)

6. Frequency and notice of meetings

The CAP will meet monthly for up to 3 hours at a time which best suits members and maximises engagement opportunities.

In exceptional circumstances an additional meeting may be requested through the chair to address issues arising and judged sufficiently urgent that waiting for the next scheduled meeting would not be appropriate.

If an agenda indicates the requirement for a private and confidential discussion, no notes of the item shall be produced.

Papers for the meeting shall, typically, be circulated 7 days in advance of the meeting.

7. Review

Annually, the CAP shall assess its achievements against the work plan and use that review to inform its terms of reference and future work plan.

These terms of reference will be reviewed:

  • at least annually
  • in response to changes requested by the Governing Body
  • changes to legislation

The next review date being inserted into the terms of reference.

Any suggested changes to its terms of reference shall be represented to the POG for formal approval.

Status of these terms of reference:

  • finalised in March 2021

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