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The Healthy Minds Board of trustees met on Wednesday evening, 25th September 2024, with five trustees present, and the Chief Officer, Business Sustainability Manager and Finance Assistant (notes), also in attendance.
The board agreed a revised timetable for the (re)launch of our Membership scheme and arrangements. We intend confirming the date of the launch at the forthcoming Healthy Minds AGM. We expect the launch date to be early in the new year. This will allow time to develop materials for membership applications, complete website preparations, agree data management and ensure all legal requirements are satisfied. Trustees will continue to give oversight to arrangements and in particular to legal requirements. The board received a progress update on impact reporting. We look forward to efficient reporting on impact in a number of ways, to different audiences, including: the public, service users, potential donors, volunteers and staff; funders, commissioners and our auditor; the board. The board will receive a further update at our next meeting in December. The Chief Officer gave a presentation on the 2024-26 business plan. The presentation made clear the relationship between strategy, business plan, service operational plans and individual work plans. The board discussed various points of detail in relation to the business plan: how the business plan has been developed, the review of processes and content by the Development Sub Committee and the relationship of the business plan to risk management. The board approved the Business Plan. The board plans to hold Healthy Minds’ AGM on 27th November 2024, to follow on from the Forum planned for that day. The board received 2024-25 Quarter 1 accounts. New dates will be set up for the Finance Sub Committee, with aim of meeting four times a year, on the second Tuesday of the second month in each quarter. This will align our Finance Sub Committee meetings to the finalisation of quarterly accounts, rather than to board meeting dates. The board also received the Chief Officer’s report, considered its own development requirements and ended its meeting by reviewing its own governance arrangements. Paul Hunt Chair of Trustees, 3rd December 2024
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The Healthy Minds Board of trustees met on Tuesday morning, 23rd July 2024, with seven trustees present, and Chief Officer, one Operations Manager and Business Sustainability Manager and Finance Assistant (notes), also in attendance. We were delighted to welcome Agnieszka Stobart, and Healthy Minds volunteer, Claire Gibson, who have both just been appointed as new trustees. This brings our board up to ten trustees.
The board received the Chief Officer’s report, including a detailed update on each service. The board approved the proposed redundancy process for the Community Health and Wellbeing project and pilot. The board did so with a heavy heart since, in its lengthy pilot phase, this project has clearly come to contribute much to Calderdale, with recognition across Calderdale and beyond. The board would have much preferred the service to be established as a long-term project but understands that all has been done in order to make this possible. We are very sorry to see the service come to an end, and are proud of what has been achieved, individually, by the team and by Healthy Minds. We wish all staff involved well for the future, whether in new roles within Healthy Minds or elsewhere. The board received an update on the 2024-25 business plan. The business plan is a key document for us as an organisation, in translating our longer term strategy into priorities for this year. The business plan links then through to service operational plans. The board is assured that there will be a repeat of last year’s successful communication of plans through staff briefings later in the summer. It is important that not only does our business plan (and operational plans) deliver our strategy in terms of what we want to do, but also that it addresses the significant risks that we currently face. The board, through its Development Subcommittee, and in discussion with the Chief Officer and other staff, has asked that we review our risks in order to reconfirm the most significant risks, or identify any new or changed risks. The board held a wider discussion about how we identify, understand, describe and respond to our risks, so that there are meaningful links between the environment in which we operate, our strategy, our business and operational plans. We will hold a workshop on this, and consider further at a later board meeting. The board received an update on the development of our membership plans. We hope that our proposed membership model can be launched at our AGM, towards the end of 2024. The board also reconfirmed Jen Fagan as board safeguarding lead, received an update on policies, and received reports on work undertaken by recent Finance (service funding, latest accounts) and Development Subcommittees (business plan, risk). The board very much appreciates the wide-ranging and effective services delivered by staff and volunteers across Healthy Minds, in keeping with our values and commitment to co-production. Paul Hunt Chair of Trustees, 25th September 2024 The Healthy Minds Board of trustees met on Wednesday evening, 21st February 2024, with eight trustees present, and Chief Officer, two Operations Managers and Business Sustainability Manager (notes), also in attendance. The board considered several options for the 2024-25 pay award. Each option proposed was considered to be in line with the pay principles approved at the board’s meeting of 21st February 2024: affordability; staff recruitment, retention and reward; acknowledgement of inflation/cost of living increases; same pay for working at similar level; broader valuing of staff and supporting wellbeing; benchmarking. The option agreed proposed retains the same number of pay rates at present; increases the amount paid to all staff; rounds up hourly rates and annual FTE salaries. The pay award at individual pay band level has been communicated to all staff over the next few days. The board considered the proposed new Wellbeing Policy. Whilst the board does not routinely review operational policies, this Policy was regarded as of particular importance, following the staff survey of 12 months ago, and the detailed consultation undertaken. The board thanks staff for their active engagement in the survey and following consultation, and the Chief Officer and others who have clearly sought to listen to any concerns expressed. The board understands that teams have responded positively to new proposed Policy. The board believes that the proposed Policy clearly addresses issues and concerns raised through the survey and following consultation, and to be a comprehensive, detailed and engaged response that values staff and supports wellbeing. The board appreciates that the Policy will be communicated to existing and new staff, through induction and regular discussion at team meetings, creating opportunities to reflect on and strengthen our culture, in line with our recently agreed vision, mission and values. The Policy was approved by the board, with thanks to all staff. The survey will be repeated in 2025, having given time for the new Policy to be implemented. The board received the annual Safeguarding Report. The services provided by Healthy Minds inevitably give rise to safeguarding issues from time to time. Safeguarding is a standing item of each board meeting, in which the board receives assurance each meeting that all known issues are being managed, and is made aware of any particular issues that need board consideration for any reason. Specific issues requiring board consideration have been raised on occasion, as brought by the Operational Manager with Safeguarding responsibility, or any other member of the senior team. The board thanks staff for a consistent, skilled, well-informed and committed approach to safeguarding within and across the services we provide. The board is assured that staff are engaging with other organisations where appropriate, and recognises that is not always easy. The board received assurance following an update to a specific case brought to the February board, in which we had concerns regarding statutory engagement. The board also received a detailed report from the Chief Officer, covering recruitment, service developments, funding. The board was particularly pleased to note that the re-commissioning of Link is under the new Provider Selection Regime (PSR) regime and hopes that this will provide opportunities for the re-commissioning of other services in the future. The board approved the budget for 2024-25, previously considered in draft. The budget approved allows for the approved pay award. The Board’s Essential Trustee self-assessment and following actions was reviewed, as were reports from the Development Sub Committee and Finance Sub Committee. The board thanks the Volunteer Coordinator for invitations to the volunteers’ party on 6th June 2024. The board is proud and thankful for the work of all staff and volunteers in the services provided to local people, across Calderdale. Paul Hunt Chair of Trustees, 23rd July 2024 The Healthy Minds Board of trustees met on Wednesday evening, 27th September 2023, with six trustees present, and Chief Officer, one Operations Manager, Business Sustainability Manager, Membership and Engagement Coordinator, and Admin Support (notes), also in attendance.
The main agenda item was consideration of a draft proposal for Healthy Minds’ membership model and arrangements. The board received a report from the Membership and Engagement Coordinator, which provided an update on discussions held since the board agreed that membership remains the best approach for Healthy Minds, as agreed at its previous meeting in July 2023. The proposal seeks to emphasise accessibility, engagement and co-production, as well as responsibility. The focus will be on individual members, whilst recognising that some individuals may want to support Healthy Minds without the responsibility of membership. It also recognises that the option for organisations to be able to become members, probably non-voting, needs also to be set out. The draft proposal will be launched at this year’s AGM, and then consultation, including with staff, volunteers, forum members, service users and others with an interest in HM within Calderdale. The arrangements for final decision and implementation will be set out during the consultation process, with a view to completion during 2024. The board thanked the Membership and Engagement Coordinator for her excellent input and leadership on developing the proposal and outlining consultation. The AGM is planned for 25th October 2023, to link with the Forum planned for that day. The Chief Officer is finalising the annual report and accounts, for circulation in early October, prior to board sign off and the AGM. The board considered a self-assessment of understanding and compliance with the requirements of the Charity Commission’s The Essential Trustee. The self-assessment was analysed for the board by the Business Sustainability Manager. Compliance was thought to be good in most areas. A number of actions have been agreed to support improved compliance, for completion by December 2023. The board also received and discussed the Chief Officer’s operational report, report on the Chief Officer’s appraisal and objectives, Development and Finance Sub-Committee reports. The board thanks all staff and volunteers for all their work in providing a range of services to local people, across Calderdale. Paul Hunt Chair of Trustees, 12th December 2023 The Healthy Minds Board of trustees met on Wednesday evening, 19th July 2023, with six trustees present, and Chief Officer, Operations Managers, Business Sustainability Manager, and Admin Support (notes), also in attendance. The board also welcomed the Chair, Vice-Chair and Chief Officer of North Halifax Partnership as observers to the board. The purpose of their attendance was for the mutual learning of larger charities in Calderdale. The Chair and Chief Officer of Healthy Minds will attend a future meeting of North Halifax Partnership’s Board.
The board meeting began with extended consideration of the Staff Wellbeing Survey. The Survey was presented by the Business Sustainability Manager, standing in for the Projects Development Manager, who had led consultation on staff wellbeing experience, and who had prepared the report. The board welcomed the process, the range of information gathering and the quality of the report. The board thanks all staff for their engagement in describing their experience, and also the openness of the Chief Officer and senior team to the undertaking and implementation of the Survey. The board was keen to understand what would happen following the Survey. The board welcomed the intention for feedback through the sharing of the report in full, presentations in team meetings and through team briefings, and for an action plan to be developed over the next three months. The board notes that HM’s commitment and approach to staff wellbeing will be set out either in a standalone policy or as an addition to the staff handbook. The board proposed that the Survey be repeated once there had been time to implement the action plan, and for improvements to become embedded. The board discussed its approach to a pay award for 2024/25. The board asked the Finance Sub-Committee to develop some detailed principles, to include staff recruitment, retention and reward, affordability, pay comparators, for adoption over the medium term, rather than just for the current or next financial year. The board will consider the Finance Sub-Committee’s recommendations later in the year. The board received a report from the Membership and Engagement Coordinator, proposing an outline of a membership model, for refinement and consultation. The proposal reflected the discussion on options, discussed in May 2023. The board agreed the proposed direction of travel, and for further discussion, before considering a full proposal at the September 2023 board meeting. The intention is for a launch of an agreed proposal at this year’s AGM, and then consultation, including with staff, volunteers, forum members, service users and others with an interest in HM within Calderdale. The board also received and discussed the Chief Officer’s operational report, an update on employment and other policies, board Essential Trustee survey, Development and Finance Sub-Committee reports. There are continuing stresses in life, including anxiety over conflicts in Europe, climate change, pressure on health services, local authority budgets and, of course, cost of living increases. These affect the population we serve in Calderdale and, indeed, the staff and volunteers of HM. The board thanks its staff and volunteers for the committed and creative way in which they responds to these challenges, and to the staff’s engagement in helping create a positive wellbeing environment. Paul Hunt Chair of Trustees, 27th September 2023 The Healthy Minds Board of trustees met on Tuesday morning, 9th May 2023, with four trustees present, and Chief Officer, one Operations Manager, Business Sustainability Manager, Membership and Engagement Coordinator (presentation on the Forum and Membership options) and Admin Support (notes), also in attendance.
The Membership and Engagement Coordinator, provided an excellent presentation on the relaunch of the Forum, and on the development of Membership options. The work aligns with HM’s Business Plan for 2023/24. 65 people have been involved so far, with five volunteers helping in the leading of Forum events. The main themes that have come out of workshops so far are: members having a say and being heard, involvement to generate support, material benefits and brand awareness and sustainability. The board welcomed the work and discussed: implications for HM constitution; membership and democratic models; development of a membership offer; whether there should be a membership fee; timescales for developing, agreeing and implementing the model. The Board Chair and the Membership and Engagement Coordinator will meet in June to formulate proposals for the July or September board. The Board welcomed the undertaking of a staff wellbeing survey, recognising that this allowed for difficult comments to be made and heard. The Board looks forward to receiving an action plan following the survey, which it understands should be completed in time for the July Board meeting. The Board has Safeguarding as a standing item on each of its meetings. This provides an opportunity for senior management to bring to the Board’s attention any cases requiring particular comment or guidance from the Board. The Board received an outline, respecting confidence, of a particularly challenging case, which has led to the re-engagement of statutory authorities and improvements in safeguarding for care. The Chair has written to relevant staff to thank them for their work, and to commend their best practice and achievements. The Board also received and discussed the Chief Officer’s operational report, the output of the recent survey, agreed the final Budget for 2023/24, made recommendation for the Board’s Safeguarding lead, confirmed arrangements for review of processes and policies against the Charity Governance Code. Paul Hunt Chair of Trustees, 19th July 2023 The Healthy Minds Board of trustees met on Wednesday evening, 22nd February 2023, with seven trustees present, and Chief Officer, Operations Manager, Business Sustainability Manager, Community Health and Wellbeing Service Manager and Project Worker (presentation on the Community Health and Wellbeing service) and Admin Support (notes), also in attendance.
The Healthy Minds Community Health and Wellbeing Service Manager and one of the Project Workers, provided an excellent presentation on this innovative service. The service is piloting the “Brazilian Model” for health care, along with Westminster, Warrington, and a few other places in the country. Healthy Minds is unique in using this model with a mental health and wellbeing focus. With around 12 staff, the service provides access for local people to mental health and wellbeing services, through its proactive approach, and building local relationships. The feedback has been very positive. The service will be independently evaluated, and we intend to build a case for the service to be continued for many years. The Board welcomed the relaunch of the Forum, and looks forward to considering coproduced options for maintaining, building and developing membership arrangements. We hope to consider options and make any necessary changes and decisions, in the middle of 2023. The Board was pleased to approve a budget for 2023-24, which provides assurance for the funding of all current services and the supporting core team, for the coming financial year. The Board agreed its reserves for the coming year – its minimum requirement to manage risk, its maximum limit to ensure that our focus is on the funding and development of services. The Board also received and discussed the Chief Officer’s operational report, agreed a new Finance Policy, agreed Adult and Children Safeguarding Policies, agreed Board Forward Plan and dates for 2023-24, reviewed Finance SubCommittee notes, and reviewed Management Accounts as at the end of Quarter 3. Paul Hunt Chair of Trustees, 9th May 2023 The Healthy Minds Board of trustees met in person on Tuesday morning, 29th November 2022, with six trustees present, and Chief Officer, Operations Manager, Business Sustainability Manager, Projects Development Manager (presentation on the Staff Wellbeing Survey) and Admin Support (notes), also in attendance.
Healthy Minds’ Projects Development Manager, and lead for the Calderdale Wellbeing Service, presented the outcome of the recent Staff Wellbeing Survey. Trustees were glad to see that there was a high response rate for the survey (60% - NHS staff wellbeing survey responses are closer to 30%) and that there were plans in place to receive feedback from people who preferred, for any reason, not to return a survey. The Projects Development Manager set out the four areas which, according to the survey would improve wellbeing: improving the office environment; providing opportunities for improving physical health; better communication and clearer human resource (HR) processes; providing opportunities for staff bonding. Trustees were pleased to see responses already being put in place, and has asked for particular detail in relation to HR communications and processes. The Board thanked the Projects Development Manager for developing and presenting this most useful and important survey, all staff for providing feedback whether through survey or other means, and Healthy Minds leadership for introducing the survey. The Board considered a number of options for 2022-23 pay awards. The Board approved a flat-rate taxable payment to all current staff in employment for 3 months or more, pro rata. Salaries will be raised by the same amount from 1st April 2023, plus a 2023-24 pay award, to be agreed during 2023. All staff will receive an additional day’s annual leave from 1st April 2023. Staff with 5 years service or more will receive further additional day(s) annual leave, up to an additional 5 days for those with 10 years’ service or more. The Chief Officer will communicate the pay and annual leave award in full detail to all staff. The Board thanked Kiah for developing and presenting this most useful and important survey, all staff for providing feedback whether through survey or other means, and Healthy Minds leadership for introducing the survey. The Board also received and discussed the Chief Officer’s operational report, Annual Report and Annual Meeting (AGM) arrangements, an update on employment and other policies, and current financial position. The AGM will be on 14th December 2022, 6pm, before the Winter Warmer event, and is open to all. Trustees look forward to joining with staff, volunteers and service users at the Christmas Concert on 10th December, at the AGM and/or the Winter Warmer event on 14th December. Paul Hunt Chair of Trustees, 25th January 2023 Healthy Minds is the operating name for Calderdale Wellbeing, a limited company registered in England & Wales. We are registered as a charity with the Charity Commission. The board of trustees is accountable for the delivery of Healthy Minds’ aims and objectives. Our trustees, with their date of commencement, include: Lydia Blundell (2017), Freda Davis (2010), Jen Fagan (2009), Kate Hallitt (2018), Carla Harrison (2017), Paul Hunt (2019), Jonathan Morrish (2018), Naomi Sutcliffe (2017), Jonathan Stephen (2017). A full list of trustees may be found at Companies House.
The board of trustees meets 6 or 7 times a year. At our meeting of 20th April 2021, we agreed to begin publishing notes of board meetings. We plan to publish notes of each meeting, once they have been approved as an accurate note at the following board meeting. A note of our meeting held, July 20, 2021, can be found below: Note of Board Meeting 20/7/2021 The Healthy Minds board of trustees met via videoconference on Tuesday morning, 20th July 2021, with three trustees present, and Jonny, Di and Emma also in attendance. Jonny presented his written operational update to the board, together with a funding update. His written and verbal update included the approach proposed for emerging from lockdown. The main topic for discussion at the meeting was Healthy Minds’ Strategy. The current Strategy is for 2019-22 and may be found on the About Healthy Minds page of the website. We want to refresh of the Strategy, for 2022-25 (period to be confirmed). We want this to be done through staff, service user and trustee engagement, starting as soon as possible. We want to ensure that, in a context of organisational growth (staff turnover and new starters, new services, approaches to delivery such as hosting the public sector mental health project), sufficient attention is given in the Strategy to maintaining the identity and integrity. Our identity is our “anchor”, and what makes us, uniquely, Healthy Minds. We want to ensure that our stated values reflect this. We suggest adding some clear goals to our Strategy. We don’t necessarily want to lose the stated “challenges” but we think that there is a longer list of “drivers”, but that these need to be described more briefly so as not to take away from other parts of the strategy: ambition, values and (new) goals. The board of trustees looks forward to engagement on the Strategy in the autumn of 2021, and is aiming to launch the new Strategy at the AGM, provisionally planned for 24th November 2021. The board also considered other matters, including: quality standards for health, reports from the Development Sub-Committee and the Finance Committee. From this week, most of the remaining Covid-19 lockdown restrictions will be lifted. We know that there will be many different feelings about this, across staff, volunteers and service users. We support Calderdale Council’s message to remain cautious, be kind and help each other to stay safe. We want to strike a balance between what we are allowed to do and what we see as responsible to do. During lockdown, you have done fantastically well in successfully kept activities going online and by telephone. We see the value of a cautious approach. As we all play our part, we can look forward to being able to enjoy true freedom without such extreme caution – surely something we all want, whatever our views. Paul Hunt Chair of Trustees, 22/7/2021 Healthy Minds is the operating name for Calderdale Wellbeing, a limited company registered in England & Wales. We are registered as a charity with the Charity Commission. The board of trustees is accountable for the delivery of Healthy Minds’ aims and objectives. Our trustees, with their date of commencement, include: Lydia Blundell (2017), Freda Davis (2010), Jen Fagan (2009), Kate Hallitt (2018), Carla Harrison (2017), Paul Hunt (2019), Jonathan Morrish (2018), Naomi Sutcliffe (2017), Jonathan Stephen (2017). A full list of trustees may be found at Companies House. The board of trustees meets 6 or 7 times a year. At our meeting of 20th April 2021, we agreed to begin publishing notes of board meetings. We plan to publish notes of each meeting, once they have been approved as an accurate note at the following board meeting. A note of our meeting held, 24th February 2021, may be found below. Our next meeting will be on 9th June 2021. 
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