Meeting Requirements Form

Chairperson

 Rounak Sanati

Department

 Health care  safety  department

Meeting name

 Health and Safety of  employees

Meeting details

Date

 5^th of November 2018 am

Time

 11:00 am-2:00 pm

Location

 room 11 of Learning and Seminar Center

Meeting format

Purpose

 To gather  the creative strategies for that  would  ensure patient safety

Agenda

Participants

Internal

Rounak Sanati

Dr K Smith

Mr. Varey

Mr. Wilson Brooks

Mr. Goosling

Mr. Hacford

Professor J.W Smith

External

– Health safety expert (Axe Consultants)

Speakers

– Mr. JW Hansell

Dr. K Groomsman

Mr. M Mitcheson

Action required

By whom

By when

Formulate budget for the meeting

Mr. Varey

19/10/2018

Prepare  the room  for  the meeting

Mr. Varey

20/10/2018

Identify the attendees

Mr. Wilson Brooks

21/10/2018

Contact the external expert

Mr. Goosling

21/10/2018

Create and disseminate the  agenda

Mr. Hacford

22/10/2018

Prepare all necessary documentations

Mr. Hacford

25/10/2018

Communicate with the catering providers

Professor J.W Smith

25/10/2018

Prepare materials and equipment for meeting

Professor J.W Smith

25/10/2018

Inform the attendees concerning the required action prior to the meeting

 Rounak Sanati

25/10/2018

Prepare additional documentations

Mr. Hacford

28/10/2018

Supporting materials

Pre-reading

– Healthcare safety requirement

– Minutes from the previous meeting

Meeting documentation

– Attendance sheet shall be kept including the terms and regulations of the meeting.  This sheet initiated by members would provide the roles of each member in the conference.

Equipment requirements

Computer, Slide presentation, Whiteboard, Handouts

Hospitality requirements

Catering requirements

– Afternoon tea

– Snacks

– Refreshers

Meeting arrangements

 Conference style

send meeting invitations

 29/10/2018

dispatch the meeting agenda and other documentation

30/10/2018

Other requirements

Meeting Venue

Room 11 of Learning and Seminar Centre

Other specified requirements

The challenges of existing safety frameworks

DATE:

5th of November 2018

MEETING TITLE:

New health  safety  strategies  for patients

TIME:

11;00 am -2;00pm

ATTENDEES:

– Mr. Varey

Mr. Wilson Brooks

Mr. Goosling

Mr. Hacford

Professor J.W Smith

LOCATION:

Room 11

CHAIR:

Rounak Sanati

MINUTE-TAKER:

 Mr. Goosling

DATE:

5/11/2018

MEETING TITLE:

New  health and  safety strategies for patients

TIME:

11;00 am -2;00pm

ATTENDEES:

– Mr. Varey (Strategic  manager)

Mr. Wilson Brooks( Strategy  development  team )

Mr. Goosling (strategy development team)

Mr. Hacford (strategy development team)

Professor J.W Smith (strategy development  team)

– Market (ACE Consultant)

LOCATION:

Room 11

CHAIR:

Rounak Sanati

MINUTE-TAKER:

Sarah Callis

DATE:

5/11/2018

MEETING TITLE:

New  health and  safety strategies for patients

TIME:

11;00 am -2;00pm

ATTENDEES:

– ATTENDEES:

Mr. Varey (Strategic  manager)

Mr. Wilson Brooks( Strategy  development  team )

Mr. Goosling (strategy development team)

Mr. Hacford (strategy development team)

Professor J.W Smith (strategy development  team)

-Market (AxE Consultant)

LOCATION:

Room 11

CHAIR:

Rounak Sanati

MINUTE-TAKER:

Sarah Callis

PLEASE Review :

Policies  of  the meeting

Previous Minute of meeting

PLEASE come with:

Safety report

ITEM

TOPIC

PRESENTER

DURATION

1

Open meeting

Rounak Sanati

5 minutes

2

Objective of meeting

Rounak Sanati

6 minutes

3

Apologies

Rounak Sanati

 6 minutes

4

Approve minutes of previous meeting

Rounak Sanati

6  minutes

5

Agenda items

1

Safety report

– Safety  Issues report from last year

Mr. Varey

15 mins

2

Safety channels

 the most commonly used from last year

Mr. Wilson Brooks

20 minutes

3

BREAK

15 minutes

4

Discussion

– Discussing the problem

All attendees

35 minutes

5

LUNCH

 45 minutes

6

Details about prevailing trends

 ACE Consultants

35 minutes

7

Discuss the idea of new strategies

All attendees

30 minutes

7

Any other business

Interested parties

15 minutes

8

Arrange next meeting

Rounak Sanati

10 minutes

9

Close meeting

Rounak Sanati

5 minutes

ITEM

TOPIC

PRESENTER

DURATION

1

Sales report

– Mr. Varey proposed that it was essential to address issues that had remained unexplored by other committees.  Therefore, he proposed that milestones should be set so as to occasionally review the progress that has been made on projects. He noted that a primary area that needed to be addressed by the Safety and Health Committee revolved around the adoption of a safety and health culture within

– 

– 

– 

– the institution.

– 

Mr. Varey

20 minutes

2

Safety channel

– a. It was essential to bring back the Auditing program in the following meeting. The secretary agreed that she would work with the Safety Director so that they could set up a program for auditing purposes, and that would be employed in future meetings (Iordache 2009) .

Mr. Wilson Brooks

20 minutes

3

Discussion

– Method of communicating safety and health messages since    it helped to improve the culture of safety in the institution. He said that the method had proved to be highly suitable in other settings. The Human Resource Manager suggested that the committee members should rigorously publicize award nominations. The names of nominated persons should be presented to the committee by 30^th November (Carayon,et.al 2014).

All attendees

30 minutes

4

Details  about the prevailing trends

– An observation was made that there are numerous projects taking place within the institution. Therefore, to ensure that safety concerns were all taken into consideration, the management of these projects needed to be clarified to the committee since failure in managing projects would in most cases lead to increased financial costs on the part for the institution, a trend which needed to be curtailed.

ACE Consultants

35 minutes

5

– It was agreed that it was essential to hold four meetings in the course of the first year so as to ensure that all responsibilities that the committee has been given could be discussed adequately. Further discussion on this issue was set to take place in the next meeting.

All attendees

45 minutes

TOPIC

RAISED BY

ACTION

New strategies

Mr. Goosling

Contact the consultant who can provide the best strategy of development

New strategies

Mr. Hacford

Request approval from CEO about developing new strategies

DATE:

02/12/2018

ATTENDEES:

ATTENDEES:

Mr. Varey (Strategic  manager)

Mr. Wilson Brooks( Strategy  development  team )

Mr. Goosling (strategy development team)

Mr. Hacford (strategy development team)

   Professor J.W Smith (strategy development  team)

TIME:

10:30-15:30

LOCATION:

Main office, Board room

CHAIR:

Rounak Sanati

MINUTE- TAKER:

Mr. Varey

ITEM

TOPIC

RESPONSIBLE

DUE DATE

1

The committee members noted that the next meeting would be conducted on the August 13th 2019 at 11:00 am

Rounak Sanati

August 13th 2019

2

The committee secretary also noted that any future meetings would always be starting at 11:00 am and auditing of departmental reports would be carried out first.

– 

Rounak Sanati

August 13th 2019