Festival Medical Services

 

 

 

 

 

Chair's Report

Welcome to the 2013 Festival Medical Services Annual General Meeting.

 

Reflecting on the year gone by, it has been another great success.

 

The Trustees have worked very hard throughout the last 12 months. We put in a lot of time and effort to ensure that we abide by charity regulations, be financially prudent and minimise the risk to the charity.

 

The Trustees meet at regular intervals through the year to hear reports from the Managing Director, Operation Director and the Financial Director. This is a reciprocal relationship, they highlight issues we need to be aware of and need to make decisions on and we provide a framework for them to work within. There are milestones and deadlines that have to be met throughout the year. As part of our meetings we listen and make decisions on charity submissions, set and review financial budgets for the Management team and deal with varying issues as they arise.

 

As you are aware it was a Glastonbury Festival fallow year in 2012. FMS took the opportunity to expand into new smaller events to ensure financial continuity throughout the year.

 

In conjunction with taking on new events we also aimed successfully to make a 20% saving in expenditure. These combined efforts, driven by the management team and the financial team (made up of Phil Barker and Phill Franks) have meant that we were able to sustain our donations pot for this year and have set aside a large charity donation budget for next year. We have revamped our charity submissions policy and will hear a presentation about that later.

 

We are conscious that some of our service users and perhaps even some of our members are unaware of our charitable status. To improve this we are focussing on raising the charity profile. At the moment we are redesigning both the strap line that goes alongside our logo and our mission statement. Both will be high profile descriptions so we need to make our charitable status clear.

 

We will be updating the website this year. As part of raising the charity profile, the website will change from a .com address to an .org to reflect our not for profit status.

 

It's important for the charity to continuously assess its performance and evolve. We want to remain market leaders in what we do. The management team has worked hard in the last year to take FMS to the next level.

The projects being developed are impressive and ambitious but well within our capabilities.

The commitment and energy levels required and demonstrated by the team are truly astonishing. You will find out in the next hour the ways that we are seeking to improve FMS. I hope you will be as impressed as I am.

 

Chris will also be talking about our Care Quality Commission status. A great deal of work has been done by Chris and the managers and for this we are very grateful.

It has meant a comprehensive review of our paperwork and policies which no doubt will have an impact on all of us in the forthcoming year. We will be tweaking lots of our policies to make them more user friendly.

 

On a final positive note, we left feedback forms for the public to fill in at Reading Festival, our biggest event of 2012. The overwhelming response was of FMS volunteers providing an efficient, friendly, professional and polite service to the public. Something we should be justly proud of. We have great teams of volunteers who provide the highest standard of care to the public when it is needed most. Congratulations to you all.

 

 

Amber Kibby

Chair

FMS Trustees

Trustees 2011 - 2012
Amber	Kibby	Chair of Trustees
Andy	Margrett	HR Director
Chris	Howes	Managing Director
Dave	Parry	Operations Director
Mike	O'Connor	Charity Secretary/Legal Advisor
Neil	Rushton	Charity Donations Lead
Nich	Woolf	Membership Lead
Phil	Barker	Finance Director/ Deputy Chair of Trustees
Ron	Carter	Insurance Lead
Tony	Inman

Charity's Objects

The Charity's objects are:

 

• the relief of sickness by the provision of medical services and emergency relief particularly at public gatherings; and
• any Charitable purpose which the trustees shall from time to time think fit

Future Developments: Board of Trustees

The Trustees will, in 2013, carry out:

• A review of the Strategic Objectives
• Develop a Reserves Policy
• Ensure that the money is organised in the most efficient way

 

In addition to the above items, the Trustees will continue to:

• Ensure compliance
• Set and approve policies and budgets
• Ensure solvency and good performance
• Mitigate risk
• Train Board members
• Improve the finance internal controls
• Ensure that due diligence is exercised in making donations and that donations are made which have greatest impact

Strategic Objectives

Strategic Objective	Progress
Events: Gradually increase and diversify the portfolio of events especially in  preparation for the fallow year 2012	More Royal Bath and West showground work, and Buddhafield.
Service Delivery: Aim to continue to deliver the highest level of service	Excellent feedback.  Care Quality Commission application approved.
Support for Charities: Set target for grant making to ensure appropriate amounts donated	Total annual amounts donated have increased.  Charity submissions policy revised.
Membership: Build a base of recruits from those that can demonstrate commitment to FMS and its values	Ongoing
Roles: Develop roles and people to ensure that FMS is capable of meeting future challenges	A system of sub-contracting for pre and post events has been developed.  Nominated managers appointed for each event.
Equipment: Ensure that vehicles and equipment are of a high standard and suitable for off season fund raising	Ongoing programme of renewal
Cash: Ensure that cash is managed effectively	Bank review carried out and changes made.  BACS payments and Preloaded Cards have replaced cash.
Coordination and Teams: Develop strategies to improve the effectiveness of teams
Management Team: This being the heart of the organisation should ensure that it listens and disseminates information in an effective manner
Disciplinary and Grievance Procedure: Develop procedures to deal with conflict, discipline and grievance	The Volunteer Agreement has been developed
Clinical Governance: Ensure systems and policy are in place to reduce risk and measure performance	Clinical Records Database being developed with World Health Organisation.  Clinical KPI's are reported to Trustee meetings.
Trustees: Ensure that there is a good skills set of Trustees who are well informed and have a clear understanding of their role	A trustee skills audit has taken place, and training is made available to trustees.  Governance KPI's discussed at Trustee meeting.  Key risks considered by trustees.
Financial Oversight: Ensure that Trustees are able to fulfil their role of ensuring solvency, financial strength and good performance.	Management Accounts and Cash Flow forecasts presented to Trustees meetings.  A Financial Procedures Manual has been developed.  A review of VAT liability has been carried out.  Financial KPI's are reported to Trustee meetings

 

Festival Medical Services Core Values

Service to the Festival Public Treating everyone professionally fairly and with respect Working to reduce risk Striving for excellence	People Fairness and respect Honesty, integrity and mutual trust Co-operative and inclusive working Recognition of merit & celebration of success
Diversity Treating everyone fairly, consistently and with respect Promoting equal opportunities Challenging prejudice and discrimination	Improvement Being open minded Considering criticism thoughtfully Learning from our experience Consulting others

Managing Director's Report

Meetings

The Management Team has met on 6 November and 12 December 2011, on 29 April, 9 June and 4 November 2012 and on each day of the Reading Festival in August 2012.  In addition, it has held joint meetings with the Coordinators on 15 January and 4 November 2012.

 

People

An updated Management Structure (Appendix) is attached, showing the following changes which have taken place during the year:

 

	Previously:	Now:
Hospital Manager	Graham Mayers	Tony Inman
Nursing Team  Coordinators	Tony Inman	Julian Barratt (clinical) Linda Bailey (admin)
Doctors' Team  Coordinator	Debbie Foulds	Ruth Padday
Doctors' Team Clinical Lead	Lisa Clark	Marius Holmes
MHT  Coordinator	Chrissie Audain	Andy Lauder
First Aid  Deputy Coordinator	-	Laura England
First Responders Deputy Coordinator	Maria James	Claudia Dodd
Communications  Coordinator		Gez Johns. Gez will be supported by both Vikie Woods and Elaine Jewell-Moore.
Couriers  Coordinator	Steve Bowler	Steve Spurrier
Ambulance  Coordinator	Paul Crockett	Vacant

 

There has also been a change in the way FMS obtains its advice on medical matters.  Following my retirement from clinical work, I have resigned from the post of Medical Director and been replaced by a Medical Advisory Team, consisting of:

Ruth Padday, GP, FMS Doctors' Coordinator

Marius Holmes, hospital medicine, FMS Doctors Clinical Lead

Nichola Lloyd, GP, FMS Clinical Governance Lead

Ed Valentine, ED physician

I am confident this is an excellent team with a wide range of experience and expertise which will strengthen our standing as a medical provider. I wish to put on record my thanks for all the support I have received in my years as Medical Director.

I also wish to record my sincere gratitude for the contributions to FMS made by the people who, for various reasons, have stood down from their posts during the year.

Organisation

Membership Database: The Board has approved funding for a major upgrade of our membership database which should simplify recruitment, allow shift availability to be collected on Team Builder and move the whole system on to a more up-to-date and stable platform. Collection of more comprehensive data - qualifications, renewals, training attended, events supported etc. - will allow us to create personnel records for our volunteers, which we should have as a charitable company. We are indebted to Phill Franks, who has contributed an enormous amount of meticulous work in producing a detailed specification and to the project team: Phill, Alison Parry, Matt Collis and Ian George.

Website: It has been recognised for some time that our website needs to be updated and refreshed. I have taken this on and have a volunteer with suitable experience to help me.

Volunteer Agreement: A volunteer agreement was introduced during the year and has undergone subsequent slight modifications. This document is not a contract, but sets out the basis on which individuals volunteer their services to FMS.  It also clarifies what expenses are currently claimable for reimbursement.

Stores: A further container has been purchased and fitted out for the storage of FMS records; we now have four units at the stores site.  The trailer, which was originally intended as a mobile first aid point, has mainly been used for transporting kit.  This has now been converted into a mobile store and is used at smaller events.

Clinical: We have treated at total of 2331 patients at the eight events covered in 2012. Of these 52 (2.3%) were transferred to hospital

Complaints: None received to date

Clinical records: Work is progressing on the development of a new electronic clinical records and health surveillance system in partnership with Global Health, part of the World Health Organisation.

Care Quality Commission: Our application has been approved. Much of what we do is currently exempt from regulation, but FMS is now registered with the CQC to carry out two regulated activities:

• Transport services, triage and medical advice provided remotely
• Diagnostic and screen procedures

In our case this applies specifically to off-site transport and to the X-ray and ultrasound service at Glastonbury, but the registration process involved a detailed examination of the management and governance of our entire organisation.

In future we shall have a legal obligation to demonstrate that we implement our policies and procedures and monitor our performance and standards. This will involve developing a culture of improved induction and briefing, better record-keeping, closer supervision, satisfaction surveys and audit; it may take a bit of getting used to, but it will make us a stronger and even more professional organisation.

Peninsula Medical School: We have established a link with the Peninsula Medical School; six medical students have joined our First Aid team and will be helping to cover next year's Glastonbury Festival.

Obituary: I am very sorry to have to report the death on 2 October 2012 of Lisa Clark, our Doctors' Clinical Lead.  Lisa was a committed supporter of FMS for many years and in her quiet, skilled and caring way embodied all that is best about our organisation.  FMS was represented at her funeral service.

Footnote: Festival Medical Services continues to develop from its very modest beginnings into an increasingly respected and professional organisation.  If evidence of our growing reputation is needed, it is provided by the complimentary remarks of the CQC inspector and requests to cooperate on specific projects from such national and international bodies as Peninsula Medical School, the NHS Summary Care Record and the World Health Organisation.

The Management Team recognises its responsibility to maintain and raise the standards which justify this reputation. As managers we are wisely and supportively guided by the Board of Trustee Directors and in turn benefit enormously from the hard work and commitment of our coordinators, the skill and enthusiasm of our volunteers and the industry and legendary attention to detail of our Administrator.

FMS is a unique organisation and one to which we can all be justly proud to belong.

Dr Chris Howes

Managing Director

December 2012

 

 

 

 

 

Appendix

FESTIVAL MEDICAL SERVICES - November 2012

Board of Trustees

Non Executive Trustee Directors (Elected)							Executive Trustee Directors (ex officio)
Amber Kibby   Chair	Mike O'Connor   Company Secretary	Andy Margrett   Human Resources Director	Tony Inman	Ron Carter   Insurance	Neil Rushton   Charities	Nich Woolf	Chris Howes   Managing Director	Dave Parry   Operations Director	Phil Barker   Finance Director

Management Team

Chris Howes   Managing Director

Dave Parry   Operations Director

Tony Inman   Hospital Manager

Malcolm Smith Pre-hospital 1 Manager

Lorna Gough   Pre-hospital 2 Manager

John Reeves   Support Team Manager

Jane Honey   Health & Safety Manager

Nich Woolf   Night Manager

Medical Advisory Team

Members
Ruth Padday	Marius Holmes	Nichola Lloyd	Ed Valentine

Co-ordinators

Pre-hospital 1 Manager - Malcolm Smith	Pre-Hospital 2 Manager- Lorna Gough	Hospital Manager - Tony Inman	Support Manager - John Reeves
Ambulance & Paramedics Ian George	First Aid Matt Collis dep Laura England	Doctors & Psychiatrists Ruth Padday Marius Holmes (Clinical Lead) Nichola Lloyd (Governance) Duncan Vernon (Admin)	Stores Debbie Inman deps tba
Stages tba	FPOS Tom Reynolds	Nurses Julian Barratt (Clinical) Linda Bailey (Admin)	Campsite & Stewards Alex & Tom Hartley
Fleet & Couriers Steve Spurrier	Communications Gez Johns deps: Vikie Woods Elaine Jewell-Moore	Dentists Steve Boyle	Porters Mike Dewar
	MHT Andy Lauder	MIUs (GF only) Vacant
		Podiatry Rachel Jones
		Physiotherapy Jill Canney
		Pharmacy Phil Allen
		Administration Alison Parry
		Imaging Mark Regi deps: Claire Jones Helen Rawcliffe

Administrator

Phill Franks

 

Finance Director's Report

Commentary on SFI

General: In the absence of Glastonbury Festival this has been a difficult year to budget for.  Nevertheless, FMS' financial performance was better than budget.  FMS has increased charity donations for the current and future years to around £80,000 a year.

Income: The absence of Glastonbury Festival has impacted on the Festival and Friends Passes income, and has had an indirect effect on the amount donated to FMS.  However, our income position was made better by additional income from existing festivals, and income from Reading guest passes. This was a welcome contribution to the charity's funds.

Expenditure: The absence of Glastonbury has reduced our spending on facilities, medical supplies, vehicles, sub-contracting, equipment and training.  The amount that we have donated to charities is lower than anticipated, but the plans are for greater expenditure in 2013 which will more than compensate.  The increase in daily rate has increased the total of volunteer reimbursement.  This is good news for the volunteers and the charities that we support.

Purpose of SFI

This SFI is based on interim accounts rather than the full statutory accounts which are being drafted, and represents an analysis of the draft statutory accounts.  The purpose of this SFI is to provide Members at the AGM with financial information for the financial year ending 31st October 2012.  The full statutory accounts will be subject to Independent Examination.  The full statutory accounts will be available on request by emailing Phil Barker, fms.passes.phil@googlemail.com, and a copy will be sent to you as soon as they have been Independently Examined and signed.

 

Phil Barker Finance Director Festival Medical Services 22nd December 2012

Operations Manager's Report

Welcome to the AGM of one of the best voluntary organisations on the planet!

With the return of Glastonbury Festival, there is lots to look forward to in 2013, but to pause for a moment and celebrate a couple of specific successes in 2012, the following update is offered:

• FPOS training
• Fleet & Equipment
• Glastonbury 2013
• Reading 2013
• WHO & HPA Meeting
• Gambia & India

FPOS Training

After the recent managers meeting, the need for more FPOS training was identified.  A number of solutions were considered and it was agreed that FMS will proceed with training, facilitated by Malcolm with external verification and accreditation using a third party provider. This was agreed so FMS staff could obtain a certified and accredited course, which is our preferred model.  It was also noted that the first tranche of FPOS recruits are overdue for their refresher training, which is being arranged as a matter of some urgency. Dates will be circulated early in the New Year. Course dates will follow shortly..........

Fleet & Equipment

Having conducted a review of the condition of our Ambulances, and our RRV I am happy to report that we anticipate that we will not need to replace any of our vehicles for the 2013 season. All ambulances continue to be well maintained by Steve Spurrier and his small team, and all should note his dedication to this task. Thanks Steve.

There may be some investment required to purchase 12-lead defibrillators for the main hospital this year as the company we hire units from are considering discontinuing this service. If we have to go down this route, there will be capital costs in the region of £15,000 for (2) second hand machines and recurring revenue for annual servicing and consumables. Alternative hire providers are being sourced, as are other providers of second user units. Tony has identified a possible sponsor for FMS who seem able to provide funds for this and other equipment and work in ongoing to secure their support.

There has been a significant reduction in medical consumable costs this year, which is due to the lack of Glastonbury in 2012, and careful stock management by Debbie and her team. Our thanks to her and her team for their work to improve our stock control and develop a 'just in time' approach to stock control.

Glastonbury 2013

FMS are now confirmed for Glastonbury 2013 and our team continues to build new relationships with their new management board. Early impressions seem positive and although changes are inevitable, FMS seems to be well respected both by the event and the local licensing authority. Development of medical facilities will continue as the site evolves, and we will be changing the way we staff the stages this year utilising a pre-hospital based approach to staff and facilities at the main stages.

Some changes to the layout of Ivy Mead are planned, but as yet need more work before we are able to understand what implication these changes will have (if any) for FMS. It is our intention to remain camping just off site and to have our own catering in place. Can't wait!

Reading 2013

After a successful event in 2012, and noting that yet again we were let down in terms of camping and facilities, we propose to adopt a different approach to facilities at Reading in 2013. Although we currently plan to have our catering in place as usual, I feel we need to take ownership of our toilets and shower facilities, as the quality and resilience of the units provided by the event are far from acceptable. (even though the flap count is fun). More work is needed and a further update will follow.

 

 

World Health Organisation & Health Protection Agency

Following a face to face meeting in central London and a series of telephone conferences, plans are moving forward with the patient tracking and management tool, which FMS are developing in conjunction with the WHO and the HPA. Used as a registration database by FMS for registering and tracking patient's at large events, this software will be a huge step forward for us and should provide a more robust reporting and patient management tool based on a tablet PC.

From the HPA and WHO perspective, the database can also be utilised to monitor displaced populations all over the world and will provide vital health screening and management. There has already been interest in the project from Korea, and Japan. To be able to move the project past the development stage, some investment may be required to purchase some hardware once the software is written but it is hoped that this can be offset against some sponsorship.

Gambia

One of our primary projects is in Gambia and the Ambulance & Clinic provided by FMS continues to flourish with your money supporting this vital health projects. During unprecedented rainfall and subsequent floods, many houses in the village were washed away and wells contaminated with sewage. Following an emergency donation from FMS, the villagers are rebuilding the damaged houses and digging new wells for water.

They are also building retaining walls to prevent future flooding and each block (seen here) is hand made in the village. The Clinic and School remained undamaged due to their robust construction but mud homes and other buildings were damaged beyond repair with families having to sleep in the school until rebuilding could start. Luckily there was no loss of life. The villagers remain positive and it is hoped that in 2013, some FMS volunteers will visit the site to see your money in action. If you are interested in visiting either project please let one of the management team know.

A 2013 season 'event update' will be provided for you at the AGM and once again, many thanks to you all for your kindness, your continued support and your dedication to FMS and all it stands for.

Dave Parry

Operations Manager

January 2013

Charity Donations

In my last bulletin in 2012 I set out some aims for our charity which I repeat below: 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

 

 

This year in part due to my absence in the Himalayas for four months Nich Woolf has kindly assisted/substituted for me in helping to re shape the way in which we assess donations. In the past we have had an ad hoc arrangement of accepting really all comers who apply. With this in mind we have now set about a more rigorous way of assessing potential beneficiaries. I outline that process below

FMS Charity Donations

FMS is donating sizeable amounts of money to charities and there is a need to ensure value for members. The hard work that goes into raising money deserves that it is turned into real benefit for the target population. As a charity a minimum of the money should be spent on administration and a maximum on appropriate aid.

To make this happen FMS has a structure to deal with requests for charitable donations, to set up a programme of structured projects that regulate the way we spend the money and provide reports to the members.

Selection

Where possible requesting organisations should have charitable status.

Have audited accounts

Smaller charities would be looked at favourably; larger charities like Oxfam, Water Aid would generally not be supported.

Strong support for health based charities.

Requests

Requests originate with members and may be very simple requests for a donation to a charity or a more complex development of a project. The scheme requires details of the charity and what the money is going to achieve. The objective is that during and at the end of the project a report can be made to FMS members to clearly show what has been done with the money and who it has benefitted.

Requests can be submitted at any time and will be considered by the Charity Giving Team with a two month reply time. The team will work with the member submitting to ensure that the project is clearly defined. The member, if they wish, will be the champion for that charity and be the point of contact throughout the project. Projects will be submitted to the board at quarterly meetings or if urgent by email.

Project Management

Each request will potentially go through five stages of project management ending in completion. For smaller projects this may be a very simple process of recording the basic facts and handing over money. Larger projects will involve a considerable amount of work to ensure that all stages meet clear objectives and reports show members exactly what has been achieved. All projects will be evaluated and reviewed to learn lessons and gain experience.

Stage 1 Preparation

Receipt of the request and gathering of information about the charity.

Decision to proceed to Board submission.

Stage 2 Planning

Produce a Project Initiation Document (PID) including objectives, budget, financial case and a risk register.

Decision to proceed by Board and appointment of a Champion to be an independent overseer.

Stage 3 Implementation

Monitor the project, deal with any variations and in lengthy projects produce progress reports

Decision by Board to proceed if variation necessary.

Stage 4 Close

Evaluate and produce close down report

Report to members

Stage 5 Review

Review project and list lessons learnt for feedback to all involved

 

This I think takes care of the first objective for 2012. The second objective remains desirable and we are grateful for the excellent stewardship that the Lalibela trust does .A personal interest in a project by a champion and indeed a visit remains the Gold standard for us.

The third objective was to look at providing volunteers for crisis areas of the world. This was debated fully by the trustees and it was decided that it was too big an undertaking for now to get involved with and was covered by other organisations.

Our aims for this year are I think to assess all charities by our new criteria, and also to be able to be more responsive to potential charities, so that we can donate to charities throughout the year until waiting for the AGM.

This year our major donations are as follows

Lalibela trust 10,000 and a further commitment for 10K

Children of Bangladesh 2,000 a water drilling project to provide safe water

Kambeng trust 17,000

Tulsi Trust 15,000

SGAA 4,500

Jessie May 2,160

Ovacome 2,500

Hopefully some of these charities will be able to present today at out AGM

Neil Rushton

Nich Woolf

05/01/13

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Legal Report

About me

My name is Mike O'Connor and I am a Director Trustee of FMS.   I am a Partner in Addleshaw Goddard, which is a national law firm where I specialise in Infrastructure and Projects works.  I am spending a lot of my time at the moment working on mergers between NHS trusts.

Formal legal business at the AGM

We have again worked very hard to ensure the entire membership of FMS is enfranchised and able to voice an opinion and vote at the AGM.

Your board of trustee directors wants to encourage as many as possible of the membership to attend the AGM.   It is however recognised that it is not always possible for members to attend in person and so your board has resolved to provide as much notice as possible of the date and venue of the AGM and the resolutions proposed as well as facilitating the use of proxy voting.

We continue to focus on:

• The numbers, constitution and qualities of trustee directors; and
• Continuing to ensure our rules ensure we have a quorum at our members meetings.

We have also continued to look carefully at the roles and responsibilities which your board must fulfill and the skills which must be demonstrated.   This has led to a continuation of training for board members.

At the AGM there will be elections for trustees who retire by rotation and I would encourage you to express your votes on the candidates.

I look forward to seeing you all again at the AGM.

Mike O'Connor

2 January 2013