Accounts and · Web viewBarry Downes – Treasurer MEMBERS PRESENT John Day – Trustee Gareth Smith - Trustee Siobhan Brennan – Trustee Mike Akeroyd – Trustee Mel Ferguson - Advisor

Registered Charity No: 1143782

BSA | Blackburn House, Redhouse Road | Seafield | Bathgate | EH47 [email protected]

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British Society of Audiology Council MeetingPost Graduate Centre, Queen Elizabeth Hospital, Birmingham

Tuesday 21st June 201610.30am- 4.30pm

OFFICERS PRESENTHuw Cooper – Chair Elizabeth Midgley - Vice ChairDavid Furness – Secretary Barry Downes – Treasurer

MEMBERS PRESENTJohn Day – Trustee Gareth Smith - Trustee Siobhan Brennan – Trustee Mike Akeroyd – TrusteeMel Ferguson - Advisor Piers Dawes – AdvisorKaty Morgan – Advisor Peter West - Advisor

IN ATTENDANCE

Laura Turton – BSA Operations ManagerPaul Harrison – Fitwise Account ManagerCheryl McLeary – Fitwise support for BSA

1. Apologies for Absence

MEMBERS Kevin Munro – Immediate Past Chairman Helen Pryce – Trustee Ted Killan - Trustee David Greenburg – TrusteeMartin O’Driscoll – Advisor Chris Cartwright –TrusteeNicci Campbell – Trustee Pauline Grant - AdvisorLauren Smalley - Advisor Charlotte Turtle – AdvisorDonna Corrigan - Advisor

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2. Conflicts of Interest specific to today’s agenda

None were declared.

3. Accuracy and Actions from March Council meeting

From the last meeting held in Birmingham in March 2016, there were 8 suggested amendments made by Barry Downes and 1 from Peter West.

a. Barry Downes suggested wording amendment under ‘Main Topics for Discussion’, item 1a, page 3, should read ‘Audiometry’ and not ‘Audiogram’

Council all agreed

b. Barry Downes highlighted under Audacity heading, the paragraph following this header should read ‘Editors’ and not ‘Auditors’

Council all agreed

c. Barry Downes highlighted under the heading PPC, page 3, the word ‘Document and ‘ should be removed and replaced with the word ‘Professional’ to allow this to read ‘Professional Guidance Group’

Council all agreed

d. Barry Downes highlighted on page 4, last paragraph, the word ‘both’ and ‘document and’ should be removed to allow the correct name of document to be listed i.e. the Common Principles of Adult Rehabilitation Consultation Practice Guidance Document maybe useful

Council all agreed

e. Page 5, Item iv should read ‘Identity’ and not ‘Identify’ - this was changed in both the title and the body of the text. The word ‘lighting’ was replaced with ‘lightening’ to read ‘lightening update’

Council all agreed

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0118 9660622f. Page 6, Secretary’s reports, item 6. i., last paragraph, it was suggested the word

‘Honouree’ should be replaced with ‘Honorary’

Council all agreed

g. Page 7, heading Income, 3rd bullet should read ‘due to transfer £20k’ and remove ‘due to transform £20’, the word ‘whilst’ was added to allow the sentence to read ‘and whilst conscious not to deplete funds’

Council all agreed

h. Page 7, heading ‘Income’, 3rd bullet, Peter West suggested an amendment to the wording remove ‘have’ and replace with ‘owe’ to read ‘IJA owe this money…’

Council all agreed

i. Page 7, last bullet under the heading expenditure the word ‘Return’ was added to read ‘Charities Commission Return’

Council all agreed

Action: Fitwise to make amendments to the minutes and submit to the Chair for approval.

Action Summary was discussed and updated accordingly

4. Matters Arising not on the Agenda

None to report

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0118 96606225. Main Topics for Discussion

i. Student Award

Kevin Munro has suggested BSA consider the introduction of BSA Student awards. This award would not be judged on the students’ academic achievements and is expected to be nominated via tutors for their commitment, hard work and dedication. The overall aim of the student award would be for BSA to achieve more involvement from students.

There were discussions on whether this would be open to post-graduates. The discussions also raised the issue that the award is similar to the Lisa Bayless Award and duplication of such an award seems pointless.

Action: Laura Turton to seek clarification from Kevin Munro of how this compares to the existing BAA student awards

ii. Minimum training guidance for puretone audiometry and tympanometry and wording of scope of practice

Huw Cooper briefly spoke about the Minimum Training Guidelines – Basic audiometry and tympanometry document with the possibility of adding a detailed clause to ensure that people who have undergone training are subject to supervision when practising.

Laura Turton read a statement given by Donna Corrigan, on behalf of the PGG which was unanimous in their decision that these minimum training guidelines should be available to all under the ‘Resources’ section on the BSA website.

In order for a decision to be made at next Council meeting in September, Huw Cooper commented that, as BSA wishes to be the main source of guidance for minimum training standards BSA would should seek the views of other likeminded associations in the matter of the decision to include a supervision clause

Action: Wider consultation will be sought with other professional organisations to allow an informed decision to be made with regards to supervision on minimum training standards guidance - Laura Turton

iii. Global health and ENT UK

Huw confirmed his email which was sent to all Council proposing a Global Health SIG. Huw explained ENT UK has set up a Global Health Committee and BSA has been invited to be part of this to enable representation from Audiology.

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This committee within ENT UK is predominantly made up of surgeons who have either completed work overseas in ENT or are interested in overseas work. Huw wishes to continue the collaboration with them and Elizabeth Midgley will attend the next meeting on 22/06/2016 on Huw’s behalf and will report back.

As it ties in with BSA aims, Huw reiterated how valuable a BSA SIG would be and Huw asked the Council to approve starting a Global Health SIG to enable to us to contribute more effectively.

A survey is on the BSA website to gauge members’ level of interest and involvement for this potential new group and their experience in relation to this. The response to the survey stands at 16 completed responses.

Huw Cooper Proposed the Global Health SIG Council agreed

iv. Arrangements for AGM

PAIG and ARIG will hold an event in parallel with an AGM in the middle of the day to maximise number of attendees.

There are 11 sponsors confirmed as well as several speakers. Laura Turton requested that all Council register/sign up for this event and encourage their colleagues to do so also.

ARIG are holding a poster competition on ‘good practice and innovation’; the submissions will be judged on the day. Laura Turton proposed that the Annual Report should be prepared as a glossy brochure to be given to members.

The option to access the AGM remotely was discussed enabling members to join the AGM online using virtual meeting / webinar software provided by Chris Cartwright.

6. Secretary’s Report

Dave Furness reported that there are 5 vacancies on the Council for Trustees for the year 2016 – 2017 including the essential posts of Secretary and Treasurer.Advertising of the new vacancies is in hand and there are proposed candidates for Vice Chair and Secretary. In addition, there are three other Trustee vacancies to be filled. Chris Cartwright, Helen Price and Mike Akeroyd have stood down, and Laura confirmed she has received nominations for the posts of Secretary and Treasurer, and a further 3 people have expressed an interest in being Trustees. Once the nominations have been finalised, if there are more candidates than positions to be filled, it will be necessary to hold a ballot, this will be held on the 8th July 2016.

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0118 9660622There was also wider discussion about the Articles of Association/constitution which require a 3 rd of the trustees to change each year. Dave Furness proposed that this should be amended to a change in trustees every three years. Council members were in agreement to consider this change / amendment to the constitution.

Action: agreed to investigate changing the Articles of Association and revert back to members with a proposal

8. Treasurers Report

Barry reported that a new financial year has started as from 1st June. Subject to Council approval, consideration is being given to amend our accounting period so that it starts at a time which relates more sensibly to key income and expenditure events in the BSA calendar.

Accounts and Investments 1. Account balances as at 13th June 2016:-

British Society of Audiology

Accounts & Investment Balances

Bank Name Account Type Amount Restricted

Lloyds Current account £20,173.90 £10,000.00

Barclays Deposit account £53,184.96 £5,387.00

NS &I Investment NS&I £351.44

M&G Investment Equity Invest fund £9,919.45 £9,919.45

Barclays Savings Account £0.00

Barclays Research Fund Deposit £1,231.74 £215.00

Alliance (Vanguard Investments) Equity Invest fund £49,981.25

Total £134,842.74 £25,521.45

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0118 9660622Barry explained that income expected for BSA membership renewal is lower than expected. 242 BSA members have renewed to date and 866 are still to renew. Fitwise and Laura confirmed that the renewal payment process has been changed. Go Cardless has replaced the older direct debit system. Concern was expressed as to why the payment process had been changed and clarification about this would be would be sought by Laura. Fitwise assured that the chase-up of renewal membership was in hand and steps were in place to ensure each member were contacted by post and email to minimise ‘losing’ members as far as possible.

Action: Laura Turton to clarify and confirm with Fitwise the reason for membership direct debit change over and if we can transfer membership direct debit to Go Cardless with minimum input from each member

Action: Fitwise to continue to chase and ensure all members renew their membership

Laura confirmed we inherited bad debts as the Reading office did not appear to keep accurate records on the Sage accounting system to allow us to chase debts which are in the region of £8k. Due to not having clear details, we are unable to instruct debt collectors to recover these debts. The amount of advertising income has also reduced which may be due to contra-deals and Laura is continuing to monitor this.

It was explained by both Barry Downes and Huw Cooper that there will be losses in what was a transitional year. It may take several years before BSA sees the benefits but the transitional costs will not impact the BSA in future years.

Barry proposed BSA does not invest further in the Vanguard Life Strategy Fund for the time being in order not to deplete the BSA deposit account Council Agreed

Bank signatories are now in hand. Both Lloyds and Barclays lost the original paperwork sent by us which has been the cause of the delay to date. Compensation has been received in the amount of £150.00 from Lloyds.

Budget has been set for current financial year. Barry and Laura will review income and expenditure monthly to ensure our estimated income and expenditure is as accurate where possible.

A new accounting period of April to March is being considered with any disadvantages/complications are being assessed and whether this can implemented for the current financial year. Barry will clarify with BSA Accountants and will report back.

Barry highlighted good financial governance is being practised in respect of BSA Trustees being aware of what it would cost if the closure of the BSA was required. Trustees were reminded that they are personally liable only to the amount of £1.00 As BSA Trustees are required to fully understand the full financial costs involved and ensure as good Trustees, we never fall below this level, the reserves to cover running costs for 6 months with no income must be held. Barry is working on this figure and will report back

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Action: Barry Downes to give accurate figures for closure costs for the BSA

Huw Cooper thanked Barry for the informative and clear report.

Huw Cooper moved on to discuss the BSA Conference for 2016. Huw confirmed, as expected, the conference made a significant loss of £25k. This is considerably higher than expected and part of the loss was attributable to Fitwise for errors made with the forecast costs. It was confirmed that £15k of the loss was attributable to the Fitwise Events Team. Huw explained his concern and the negative effect this would have on such an early working relationship.

Paul Harrison from Fitwise expressed his regret that this had happened and assured that a new system and process were in place to prevent this from being repeated. Paul confirmed that this has not happened within Fitwise before. The detail of the error made was at early stages of planning. Initially the cost was for a 2 day conference, however, the conference was changed to a 3 day conference and costs were not amended to reflect this.

Paul apologised to all the Trustees and confirmed guarantees for future conference costs; a compensation package will be agreed.

Barry questioned why only 50% of the £15k Fitwise error was offered as initial compensation. Paul confirmed that he would re-look at this figure and speak with both Barry and Huw to ensure the compensation package was to their expectations and again gave his apologies.

Huw reiterated his concerns and thanked Paul for his honesty in relation to the error made. It was agreed by all Trustees that the next conference should be profit making and future planning and discussion will take place around this.

Action: Huw Cooper and Barry Downes to speak with Paul Harrison to ensure an agreed compensation package is given in relation to the Fitwise error in costings to the Conference for 2016

9. Operations Manager Report

Laura Turton commented, after reviewing the Action Plan for the year, two tasks agreed which still require planning and work are:

Developing ways to facilitate researchers and clinicians working together on research proposals and enhancing a forum of interaction between research-based and clinical-based audiology work

Providing an open communication with members about their observations on gaps in the research agenda

Laura welcomed suggestions from Council on ways to work towards both these actions.

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Discussions took place which suggested:I. a ‘speed-dating networking event’

II. ENT website research map - this was given as an example of sourcing researchersIII. BSA to hold a Membership database for research

Action: Laura Turton will look at these options and the feasibility of each one

Action: LEG - Siobhan will take to agenda for discussion and feedback

Laura offered posters to be displayed to promote membership.

Huw thanked Laura for all her efforts and work commitment since hours were increased. It was agreed that having an Operations Manager has enhanced BSA hugely. This was re-iterated by all Council.

10. Annual Stocktake Reports: SIG/Groups/Committees/IJA

IJA - Peter West highlighted that the best ever impact factor in 2015 has dropped to 1.68. This was expected due to an increase in the number of published articles. The number of citations relative to published articles has therefore dropped. This should be purely temporary.

A new IJA editor will be sought in 2017.

Huw Copper, on behalf of BSA, thanked Peter for his 14 years with BSA Council. BSA appreciates his term in office as he will be standing down as a Council Member, with this being his last attendance at a Council meeting.

Huw Cooper confirmed that Stocktake reports for the SIG’s has been submitted and the following groups had representation at this meeting. Huw then invited each representative to comment/summarise.

ARIG – Mel Ferguson confirmed her Stocktake of the ARIG had been submitted for everyone to consider. Mel thanked Laura for her assistance in getting a good group of people for the ARIG. Mel confirmed that the nature of the group has changed to ensure there is a much better spread of professionals.

EP – Siobhan Brennan also confirmed her submission of the stocktake report for EP SIG. Siobhan confirmed they are having an issue with the current OAE document. The document is too lengthy and not in-keeping with other recommended procedures and guidelines in relation to the length of the document .The aim is for the OAE document to be read within half an hour and therefore there is some work to be done to reduce the length of the document to ensure this aim can be achieved.

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The other challenge Siobhan is experiencing is virtual meetings and the issues for some people to get connected. She understands this is something she will need to persevere within the hope that the meeting virtually is more successful.

Siobhan shared a request for BSA guidelines to be translated into Chinese and the BSA logo added to these translated documents. All Council members were asked to consider the options for this. Concerns were made whether the interpretation of the guidelines would be accurate. Barry Downes confirmed he may know a Chinese Audiologist who is able to check if the guidelines have been translated correctly.

Action: Barry Downes will forward the name of the Audiologist to Siobhan Brennan to enable the accuracy of the translation

Due to the risks in translating a document correctly if was suggested that a policy or disclaimer would be required.

Action: Laura Turton to write a policy of translation of BSA Practice Guidance to be agreed by Council

Action: Gareth Smith to investigate from other Associations what they do with requests to translate documents

BIG – Katy Morgan confirmed the Stocktake report and spoke about the biannual conference in September. Katy confirmed that V-HIT will be highlighted at the conference. Katy is managing to ensure the event does not go over budget. Katy confirmed the closed Facebook forum was working very well. Katy then summarised her report which was previously submitted for Council to consider.

Cognition in Hearing (CH) – Piers Dawes confirmed that the CH SIG was working well and was currently ensuring that all members of CH were active paying members of the BSA. Piers briefed on the Stocktake report and detailed that quarterly newsletters are being sent and gave examples of the content. The group is looking to set up a Facebook and Twitter page.

For both ‘Assessment of management of hearing loss in dementia’ and ‘Assessment of management of hearing loss in adults with learning disabilities’, guidelines are currently being developed. Piers aims to launch both these guidelines at the next BSA conference in 2017. Sarah Bent is leading the working group for the Dementia document and they aim to have a first draft of the guidelines around Christmas time. Piers aims to launch both these guidelines at the next BSA conference in 2017. Sarah Bent is leading the working group for the Dementia group and they aim to have a first draft of the guidelines around Christmas time. Piers invited Siobhan Brennan as leader of the learning disability guidelines working group to comment further. Siobhan confirmed the input from EFAS has been extremely beneficial and a survey will be going out to representatives from equivalent

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0118 9660622bodies within European countries in relation to screening. Recommendations will then come from the EFAs working group to help build the guidelines.

Piers commented that the clinician survey has ‘stalled’ and feels more work is required around this.

Piers also felt that more members were needed for CH and would like to encourage Council to think of ways to recruit more members to this SIG. Laura offered to advertise this for Piers.

Action: Laura Turton to advertise for more ‘active’ members of the Cognition in hearing SIG

REFSCo – Michael Akeroyd confirmed there had been 4 applications received and 3 applications were successful in relation to funding being awarded. Michael felt there should be more applications being received and would like more applications from non-Council members to allow a variety of applicants. Discussions took place on how well known the Research Fund is and how accessible it was to apply due to the application criteria.

Action: Michael Akeroyd to write a Lightening Update to raise awareness of application opportunity to all BSA Members

Action: Michael Akeroyd to add to REFSCo agenda as to whether to consider a special event to raise awareness of the Research Fund.

Action: Add the Research Fund to the agenda for Conference in 2017 and ensure this is advertised well to make sure all Members are aware of their legibility to apply and consider a special stand

LEG - Siobhan Brennan gave an overview of the LEG and progress they are making in relation to the Conference in 2017. The team have been chosen to assist in the planning of Conference. The theme and duration including speakers are at the planning stage. Implantable devices was suggested by Huw Cooper as an item to be included and discussions took place on the length of the conference. It was felt that a 2 day conference would be favourable. Feedback from 2016 Conference was also discussed. Venues are still being considered. E-conferencing was discussed and BSA will consider this for 2017/2018.

Huw Cooper proposed a 2 day event for the conference for 2017Council All Agreed

BSA 50th Birthday is also due for planning and will be in September 2017.

Online learning was discussed by Laura Turton and it was felt that this would be a good way to create new income for BSA as well as continuing with webinars.

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BAA has confirmed that they will no longer award CPD points for events in the future. BSHAA have also confirmed they will be stepping away from awarding CPD points.

Siobhan thanked LEG for all their work for the Conference 2016.

11. Reports on Alliance activities and BSA Representation

Huw Cooper spoke on behalf of Helen Pryce. Both Helen Pryce and Ted Killan will be going to Parliament and representing BSA for the official launch of the National Commissioning Framework in July 2016.

NCHA (National Community Hearing Association), BSHAA & BAA are holding a pre-launch breakfast event to showcase the adult hearing services framework at the Kings Fund on 23 June 2016 but unfortunately no representation can be given from BSA due to short notice.

12. Reports on BSA advisory role activities

John Day commented on the advisory role function and the document being used seems to be very beneficial as no issues have comeback. There is also a framework for advisors and gives guidance on how advisors should conduct themselves.

There is NICE Guidance on adult hearing loss – 20 questions on the scope which is currently on the website for viewing.

National Commissioning Framework and outcomes measurements – ARIG is well placed to contribute to outcome measures and Mel Ferguson is also working on this advisory role and function.

AOB

EFAS – Piers Dawes informed BSA Council that he is currently an advisor, on behalf of BSA, for EFAS. Piers has made contact with both BAA and BSHAA on representation from these Associations for EFAS. Piers is investigating the benefits of being involved with EFAS.

Vice Chair Nominees have been received fror Dr Ted Killan, if no other member is nominated Ted will take up this position at the September AGM.

Forthcoming Meetings:

AGM - 5th SeptemberCouncil Meeting - 20th September 2016

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Table of ActionsName Minute

Reference ACTION SUMMARY Deadline Comments

Fitwise Actions From Last Meeting

Fitwise to record and charge on hours for auditing purposes on a quarterly basis for all IJA administration.

On-going

Kevin MunroSandra ReidPeter West

Actions From Last Meeting

Peter West confirmed, George Mencher, the new Treasurer for IJA has opened a new account in Switzerland and is required to travel there in person to sign the papers to allow the account process to be completed. The money will be transferred into the name of ISA to allow the process to continue without further delay.

On-going

Elizabeth MidgleyLaura Turton

Actions From Last Meeting

EM to prepare for the next Strategy Day for early 2017 and suggested Nottingham. EM will continue with planning. The Operations Manager will report on the strategy on an annual basis to Council.

Planning to begin late 2016

Laura Turton 5.Main topics for discussion

Laura Turton to seek clarification from Kevin Munro on how the student award compares to the existing BAA student awards

September 2016

Laura Turton 5.Main topics for discussion

Minimum Training Standards - Wider consultation will be sought with professional bodies to allow an informed decision to be made with regards to supervision in minimum training standards guidance

September 2016

Dave Furness 6. Secretary’s Report

Dave agreed to investigate the terms of section 12.5 of the of the Articles and report back to Council / the new Secretary

September 2016

Laura Turton 7. Treasurer's report

Laura Turton to clarify and confirm with Fitwise the reason for membership direct debit change over and if we can transfer membership direct debit to Go Cardless with minimum input from each member

August 2016

Fitwise 7. Treasurer's report

Fitwise to continue to chase and ensure all members renew their membership

On-going

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0118 9660622Name Minute

Reference ACTION SUMMARY Deadline Comments

Barry Downes 7. Treasurer's report

If BSA had to close, estimate of the closure costs are required. Barry Downes to give accurate figures for closure costs for the BSA

September 2016

Huw Cooper & Barry Downes

7. Treasurer's report

Huw Cooper and Barry Downes to speak with Paul Harrison to ensure an agreed compensation package is given in relation to the Fitwise error in costings to the Conference for 2016

July 2016

Laura Turton 8. Operational Managers Report

Laura Turton will look at the suggestions to facilitate researchers and clinicians working together on research and the feasibility of each one

September 2016

Siobhan Brennan 8. Operational Managers Report

How to provide open communication with members about their observations about gaps in the research agenda -LEG Siobhan will take to agenda for discussion and feedback

September 2016

Barry Downes

Laura Turton

Gareth Smith

9. Annual Stock Take Reports: SIG’s

Chinese translation of documents - Barry Downes will forward the name of the Audiologist to Siobhan Brennan to enable the accuracy of the translation

Translation of documents – Laura Turton to write policy for translations of Practice Guidance

Gareth Smith to investigate from other Associations on what they do with requests to translate documents

September 2016

Laura Turton 9. Annual Stock Take Reports: SIG’s

Laura Turton to advertise for more ‘active’ members of Cognition July 2016

Michael Akeroyd

Michael Akeroyd

9. Annual Stock Take Reports: SIG’s

Research Fund –

Michael Akeroyd to write a Lightning Update to raise awareness of research funding application opportunity to all BSA Members

Michael Akeroyd to add to REFSco agenda as

August 2016

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Michael Akeroyd & Siobhan Brennan

to whether to consider a special event to raise awareness of the Research Fund.

Add the Research Fund to the agenda for Conference in 2017 and ensure this is advertised well to make sure all Members are aware of their legibility to apply and consider a special stand

September 2016

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Documents

Accounts and · Web viewBarry Downes – Treasurer MEMBERS PRESENT John Day – Trustee Gareth Smith - Trustee Siobhan Brennan – Trustee Mike Akeroyd – Trustee Mel Ferguson - Advisor