FESTIVAL MEDICAL SERVICES
ANNUAL GENERAL MEETING
Mendip Springs Golf Club
11th February 2012 at 1500 hrs
Those Attending and Apologies:
Please see attached list.
Amber Kibby(AK) Chair of the Trustees welcomed everyone to the AGM of FMS, AK referred to the minutes of the last AGM which had been circulated, there being no matters arising the minutes were accepted as correct.
Again this year FMS had published an Annual Review which contained the reports to be presented to the meeting by Amber Kibby as Chair, Chris Howes Managing Director, Phil Barker Financial Director, Dave Parry Operations Director, Neil Rushton Trustee's report on the organisations charitable donations and the legal report from Mike O'Connor FMS Trustee Director and Company Secretary.
The Annual Review is attached (and can also be found on the FMS website www.festival-medical.com) and forms part of the minutes of this AGM.
Chair Report (AK);
In referring to her report in the annual review AK reminded all present of the two new board members elected last year at the AGM. Neil Rushton who has taken over from Paul Crockett as Charity lead. AK wish to thank Neil for preparing the charity proposals for the board last October and for bringing some of the charities to this AGM to speak about the projects FMS have funded. Also she said that FMS had welcomed back Ron Carter onto the board and was pleased that Ron had taken over as Insurance lead.
AK stated that the Trustee board had focused on governance and reducing risk last year, with a teaching session on governance in spring. The teaching session highlighted the boards need to maintain focus on the charitable aspects of the organization, raising funds for charitable causes, but it also means constantly looking at the charity structure in detail to ensure compliance to the best of our ability with the Charity Commission and changes in charity law.
AK mentioned it was three years ago when we had a major review within the charity, listening to feedback and suggestions from the entire membership. The results gave lots of ideas and after lengthy discussions we produced five year Objectives. She was pleased to say that we have either already fulfilled or are on track currently to fulfill those objectives within the allotted time scale.
The year ahead FMS would continue to work towards its objectives AK thanked the management team for working on diversifying the events to cover resulting in a busy 2012. The board had been planning for the Glastonbury Festival fallow year and Phil Barker as FD had planned carefully so that we can continue to donate money to charities at a similar level by setting aside funds from previous years to see us through.
In accordance with the articles of association for FMS, three members of the board would be retiring at this AGM; two will be offering themselves for re-election. As both Mike O'Conner and AK are re-standing and they usually hold the election, Chris Howes has kindly offered to run the elections this year. AK then had to referred to the one Trustee who had decided not to re-stand and that was Eddie Bowkett, Eddie had volunteered with Festival Medical Services for 30 years. In that time he was a founder member of the charity working for years as a first aider, played a major role as a Trustee, acted as coordinator roles for the Campsite Crew revolutionizing the way we camped. Known for his infectious good humour, he's cared deeply for the charity and has been totally committed despite two strokes and other health problems. AK On behalf of all the Trustees, management and members wished to thank Eddie for his time and commitment over the years and presented him with a gift.
Eddie thanked everyone, he said he had enjoyed is time with FMS and in fact if it was not for FMS members he may not have been here, Eddie wished FMS and all its members good wishes for the future.
Managing Directors report (CH);
Chris Howes (Managing Director) stated that his report in the Annual Review covers what the managers have been doing since the last Annual General Meeting, but he did want to pick up on a few of the points.
The Managers had met on five occasions as well as on each day of the Glastonbury and Reading Festivals. A joint meeting with Coordinators was held on 15 January.
For those who don't know the managers are:
Dave Parry - Operations Malcolm Smith and Lorna Gough - Pre-hospital teams
John Reeves - Support team
Jane Honey - Health & Safety
Nich Woolf - Night Manager
Graham Mayers was Hospital Manager and Clinical Governance Lead until he resigned at the end of last season
And CH, Chairman of the Management Team and Medical Director of the organisation.
New coordinators Matt Collis (First Aid) and Tom Reynolds/Maria James (FPOS) had completed their first season. Maria has subsequently stood down.
In the absence of Chrissie Audain and Lisa Clark, Andy Lauder and Marius Holmes had stood in as MHT Coordinator and Doctors' Clinical Lead respectively.
CH wished to say that as always the Coordinators have been tremendously supportive and a good example of this was when we called a meeting at very short notice and only a month before this AGM - we had almost a full house and those who couldn't make it sent a deputy. CH wished to thank them for their commitment and support.
CH also wished to pass on sincere thanks to the Charity Administrator Phill Franks, who CH commented worked tirelessly in the background, keeping everything together and making all our jobs so much easier. CH wanted to take this opportunity to show FMS's appreciation.
Graham Mayers had resigned as Hospital Manager and Clinical Governance Lead during the year. In resigning he expressed the view that improvements could be made in clinical record-keeping and in encouraging volunteers to follow established procedures and guidance more closely. The Management Team has taken these concerns seriously and has been discussing with the Coordinators ways of addressing any shortcomings Graham had identified. Much closer supervision during events is to be instigated and some real time monitoring of how we are doing. This will involve improved ways of recording clinical information so it can be checked while the individual clinicians are still on shift with any poor performers being identified and not asked back if they are unable to raise their game. The Coordinators will have greater autonomy in running their areas and their crews. Nich Woolf is taking charge of a review of policies and protocols with the aim of updating these and making them more easily accessible when needed. The Trustees have produced a Volunteer Agreement which sets out what FMS expects of its volunteers and what they can expect in return. However, CH wanted to emphasise he thought that most volunteers work hard and conscientiously and maintain the best standards they possibly can and he was confident that with the help of all volunteers the problems Graham had highlighted can be addressed and overcome.
With Graham's resignation this meant that a new Hospital Manager had needed to be recruited and CH was pleased to announce that he had just confirmed, that day the appointment of Tony Inman.
Communication within the organisation is a perennial issue and although some progress has been made, failings continue to cause unhappiness, particularly amongst Coordinators. The meeting on 15 January produced some further ideas and more frequent meetings of the Coordinators are being arranged - a minimum of three times a year. A closed Facebook group for coordinators and managers has been set up.
There are no outstanding complaints against the organisation of which we are aware.
FMS has participated in the current review of the Event Safety Guide published by the Health & Safety Executive. This will focus more specifically on H&S law compliance and FMS is now involved in discussions with the Event Industries Forum which it is hoped will lead to the publication of a more general guide to putting on a safe event with a more usable medical section.
CH stated that with no Glastonbury Festival in 2012, FMS is looking to take on a range of smaller events this coming season to try to maintain the flow of income into our donation fund. There is no shortage of these events which offer opportunities for members to work in smaller teams at more intimate events. However, recruitment for these remains a problem and we have had to turn down some attractive offers. The people that attend the AGM are the ones who are always loyal and turns up for everything, but regrettably a large part of the membership are only interested in the big events - especially Glastonbury. CH appealed to all present to try to persuade one of their colleagues to support FMS at one of the smaller events. He thought it would be a very different experience and they may even enjoy it!
A more streamlined procedure for assessing new event enquiries is being devised. FMS now normally requires at least six weeks' notice if an event is to receive serious consideration.
CH mentioned that FMS's ability to offer Pre- and post-cover at large events is currently under review, as some issues over insurance and the charity employing crew had been raised.
Dental cover at GF and perhaps elsewhere is being reviewed as the dental vehicles are no longer fit for purpose. Steve Boyle (Dental Coordinator) has carried out the review and in line with his recommendations; FMS would try a cabin-based service using portable equipment. CH wished to thank Barry Slade for his tremendous contribution over the years, kitting out the dental vehicles and lovingly nursing them from one Glastonbury to the next. He had done a fantastic job.
It was with regret that CH had to advise the members that Tira Brine-Andrews, founder and leading light of the Tulsi Trust, the project FMS supports in India, had died unexpectedly in August. It is clear that the intention is for Tulsi Trust to carry on as before and CH was pleased that Tira's husband Rupert was present at the meeting though he knew Tira's contribution was immense and she would be greatly missed.
Financial Directors Report
Phil Barker (PB) Finance Director referred to his report on pages 9 and 10 in the annual review attached. He noted that this was summary financial information as the full statutory accounts were currently with the accountants who were carrying out their independent examination. Once complete the full statutory accounts would available on request by emailing him. (Phil Barker, firstname.lastname@example.org)
PB highlighted the section on page10 'What FMS is worth' noting that the level of cash was necessary to enable FMS not only to have to have sufficient working capital for the coming year but also to maintain 'Charitable donations' at reasonable levels in less profitable years.
Commenting on the Summary Financial information PB stated that though expenditure was up due to an increase of volunteer expenses,( though he felt these were now more equitable), it was a good year in which FMS retained a surplus of around twenty two thousand at the same time as slightly increasing its donations to charities.
PB stated that FMS has opted for an Independent Examination, and A C Mole has been our Independent Examiner for a number of years and has provided an excellent service. He wished to recommend to the members that A C Mole be appointed again and that they vote in favour of this resolution when voting today.
Operations Director Report
Dave Parry (DP) referred to his report in the Annual Review and highlighted the following;
Although neither Glastonbury Festival nor Extravaganza are taking place this year, FMS have been approached to cover a range of other events and has a full programme for 2012.
Already covered on Feb 1st Agricultural Machinery & Equipment Show (B&W)
Further confirmed events:
May 10th Grassland (B&W)
May 30th -June 2nd Royal Bath & West Show
June 30th -July 1st Orchestra in a Field, Glastonbury Abbey
July 11th -15th Buddhafield
July 20th-22nd Sheep Music
Aug 23rd -26th Reading Festival
DP stated that concerns regarding staff availability to cover these smaller events had resulted in the management team currently reviewing the best process for communicating events to be covered to members and seeking their availability.
Whilst noting that the general wish of the trustees and management is to "minimise expenditure to maximise charitable donations", a review of volunteers expenses had recently taken place and updated, these would be found in the appendix to the new Volunteer Agreement shortly to be published.
Charitable Donations report
Neil Ruston (NR) (full report in annual review) in presenting the details of the charitable donations for the year as listed below;
Kambeng Gambia - £15,000
Tulsi Trust - £15,000
Children of Bangaldesh £ 2,000
Lalibela Project - £10,000
SGAA - Further £ 1,000
Neil also introduced excellent presentations on the charities supported by FMS from:
Nich Woolf for SGGA, Hugh Sharp on behalf of Lalibela, Sue Currant for The Kambeng Trust and Rupert Andrews for Tulsi trust. Sue Newman was also able to tell all those present of her and her colleagues planned trip in April to the Kambeng project and The Village of Bakary Sambou-Ya
Neil & Nich highlighted FMS charity related aims for the forthcoming year are:
to look at how we can increase control of where our donations get spent
To investigate the viability of assisting FMS volunteers to visit the charities we support, to offer education, training or medical assistance.
To investigate the viability of providing teams of FMS volunteers to crisis hit areas to provide specialised medical support
The next item on the Agenda was the formal vote on the resolutions being put to the meeting.
There were four Resolutions for consideration;
- To re-appoint Amber Kibby as a Director
- To re-appoint Michael O'Connor as a Director
- To re-appoint AC Mole Chartered Accountants as Independent Examiners
- To appoint Tony Inman as Director.
Voting forms were issued to all present, Votes were cast and Proxy's already submitted included. The result - all resolutions were passed unanimously.
AK then asked if there was any other business:
Jill Canney (Physio Coordinator) queried had she understood correctly that the charity related aims and the diversification for the coming year was to consider not just supporting projects with cash but also to providing volunteers with Skills- this was confirmed that this was something the board wished to consider.
Claire Cruwys (Comms) asked how to nominate Charities, it was confirmed that the process could be found on the FMS website.
Tracy Fry (Comms) asked if FMS supported one-off charity request or only long term projects - it was confirmed one-off projects are considered.
Barrie Slade (Ambulance) asked how many of the members were actually used last year, PF (Administrator) was able to advise that of the 1200 members just under 700 were used and in any year there were normally about 40% new members.
There being no other business or questions AK thanked all those for attending and closed the meeting.