Chair:
Andrew George (AG) and Jan Speechley (JS)
Community Committee Members:
Alisha Aman (AA), Anne-Laure Donskoy (A-LD), Christine Vial (CV), Eleni Chambers (EC), Louise Vale (LV), Margaret Cheng (MC), Sandra Duggan (SD), Sarah Jayne Ambler (S-JA), Simon Kolstoe (SK), Stephanie Ellis (SE),
HRA Staff Attendees:
Eve Hart (EH), Clive Collett (CC), Jonathan Fennelly-Barnwell (JF-B), Kat Evans (KE) Louise Braley (LB), Becky Purvis (BP), Will Griffiths-Stent (WG-S), Teagan Allen (TA)
HRA Guest Presenters:
Richard Convey (RC) and Stephen Tebbutt (ST) for agenda item 3
Will Griffiths-Stent (WG-S) for agenda item 4
Apologies:
Eve Hart (EH), Jonathan Fennelly-Barnwell (JF-B), Paul Mills (PM)
Welcome and apologies:
AG and JS noted apologies, welcomed the members to the meeting of the Community Committee and introduced HRA staff in attendance.
The Community Committee September meeting minutes (Paper B) were ratified.
Papers for information:
- Paper C – making the UK the easiest place in the world to do research that people can trust
- Paper D – my journey with the HRA Community Committee
- Paper E – Community Committee Paper on payments
BP provided an update on two issues that were raised around payments offered to HRA Community members at the September meeting:
- consistency of payments offered to all HRA community members
- whether Research Ethics Committee (REC) and Confidentiality Advisory Group (CAG) membership should be recognised as public involvement
Further updates will be shared at our next meeting.
- Paper F – update on development of new HRA strategy:
BP provided an update on the development of the HRA strategy which is now in the discovery phase, confirming there will be further opportunities for Committee members to contribute to the work in the upcoming months.
- September HRA Board Meeting:
AA, CV and MC attended the HRA September Board meeting and provided an update on their experience - agreeing that it was useful and interesting meeting but there are improvements that could be made to make the experience easier and more enjoyable:
- ensuring that all participants have their cameras switched on
- ensuring that all participants include their names and job title in their handle
- circulating a list of attendees’ names and job titles prior to the meeting
- ensuring there is adequate time for members to provide feedback as it felt rushed
- ensuring adequate breaks are scheduled in the meeting and times are adhered to.
- consider using Zoom for future meetings as a number of people experienced technical issues accessing Microsoft Teams
- feedback to Community Committee members on the discussion of their advice at Board and any actions taken
Action – HRA team to identify how to address the above feedback
- Community Committee Achievements:
BP provided an update on recent Community Committee achievements including:
- HRA is taking action on payments in response to the discussion at the September meeting
- HRA organised a HRA risk session for members to help in understanding how we approach and manage risk in response to the discussion at the September meeting
- The new Ways of Working Resource which members reviewed and provided advice on has been published
- Community Survey 2024 Action Plan which members reviewed and provided advice on at the September meeting will be presented at HRA Board on 20 November
- 20 November HRA Board and seminar
Action – TA to circulate agenda for the day as soon as possible
Item 2
For review and advice: Paper 1 - ‘Changing how we review the HRA’s quarterly reporting papers’:
Excerpt from Paper 1:
‘The way that the Committee reviews the HRA’s quarterly reporting papers is not working well.
We are trialling something different at this meeting and would welcome your feedback to inform how we do this going forward.
When we established the HRA Community Committee, we arranged for it to receive the HRA’s quarterly reporting papers before they go to HRA Board, so that Committee members could review these and provide advice. This is to help the Committee to deliver its functions to:
- review and provide advice to the HRA Board from the perspective of the HRA Community regarding key strategic documents. For example, HRA strategy, business plans etc and HRA policy decisions which impact on how the HRA operates
- provide advice to the HRA Board with regard to any issues, developments, proposals or policies which may impact on our community
In practice, these papers contain a lot of information that is presented in a format to satisfy HRA Board and reporting needs. It is challenging for the Committee members to review all of these papers and identify issues to raise.
We are exploring ways to improve this.
These might include:
- the Committee no longer receiving these quarterly reporting papers before they go to HRA Board. They would still be available as published Board papers. HRA identifying specific issues to raise with the Committee to provide advice
- continuing to share the full papers but focusing on one or two reporting papers at each meeting and inviting the appropriate HRA staff members to join the discussion and talk to the papers and work underway. We are doing this at our meeting on 8 November
- continuing to share the full papers but asking HRA staff members to provide a short verbal/written overview of each paper and key points for the Committee to be aware of. Timeframes are very tight to provide these papers to Community Committee ahead of Board so we are investigating how feasible this approach might be
We would value member feedback to inform the way forward.'
Members noted the need to ask what the HRA Board wants and needs from the Community Committee.
Members agreed that if the HRA team does not circulate all the papers, there is a danger that important recommendations etc., may be missed.
Members asked if there is a case for Community Committee members to review the strategy reporting papers after the HRA Board meeting, giving the Board the opportunity to highlight issues that they would like the Committee’s advice on.
A member suggested the use of a ‘reading room’ to allow multiple documents to be shared that members could choose to review.
Action – TA to look into the logistics and practicalities of creating a ‘reading room’ platform for members to use
There was consensus that the strategic reports are still circulated to the members with agreement that more work could be done around expectations and what the HRA means by ‘reviewing’ papers.
Item 3
For review and advice: Paper 2 - slide deck and 3a Strategic risk register
Guests: Richard Convey, HRA Corporate Governance Manager and Stephen Tebbutt, HRA Company Secretary
The HRA Community Committee regularly review the Strategic risk register as part of the HRA’s strategic reporting papers and provide advice to the HRA Board, in regards:
- ensuring appropriate risks are captured on the Strategic risk register
- there are appropriate assurances for the strategic risks and identify gaps in the risk assurance
The Community Committee members are asked to provide feedback on the following three points:
- Is there any further information you would like on the HRA Risk Management Framework?
Members noted the need for the HRA to be prepared for risks that will be arising in the future, such as artificial intelligence, use of data, danger of cyber-attacks. The HRA need to make sure that they identify the risks posed early to respond appropriately.
2. Thoughts on the new way of presenting strategic risks:
Members were reassured in the overview of how the HRA monitors risk, however further information is required on how the HRA scores risk.
Action – RC to provide further information on how the HRA scores risk
Members noted that the language used within the risk register is quite complex and difficult to understand for an external audience which may make engagement with the content difficult.
3. Provide comments on the current strategic risks:
RC confirmed that the HRA has a cyber security specialist and the HRA undergoes a serious of audits to ensure that we are adequately prepared for future threats and events.
RC confirmed that risks are tested through exercises and monitored at regular intervals and meetings
Item 4
For review and advice: 3b - Strategic engagement update for HRA Board July to September 2024
Guest: Will Griffiths-Stent, HRA Engagement Manager
WG-S presented the Strategic engagement update for HRA Board and Community Committee - July to September 2024
WG-S confirmed that due to half term holidays and absences across different teams, not all the information we would usually cover in this paper is covered below. It will be added and updated once we have the full response. The main content to be added will include further detailed content on the REC Development Days.
Activity prior to this period was restricted by the pre-election period. In this period, a significant percentage of our activity was stopped due to these restrictions. Certain activities focused on the ongoing business of the HRA, such as Research Ethics Committee meetings and work relating to New IRAS, could continue.
Following the election, we entered a period of ‘post-election’ guidance, where further guidance and steer was offered from the Department of Health and Social Care about what and how activities could resume.
The Community Committee members are asked to provide feedback on the following two points:
- The level of detail provided in this update:
Some members noted that the document was easy to digest, and did not use a lot of excess jargon, and the use of hyperlinks works well. Members noted that more use of the hidden hover text boxes for acronyms. More could also be done to provide an update on what the impact of meetings etc were, and what was achieved.
Action – Members asked for a sentence to be added to the report which details what was achieved at each meeting, event, presentation etc.
2. Whether more or less context would be useful:
- members agreed that the approach to information must be consistent, even if it is not led by the HRA, for example, no context or information is provided for the Just in Time scheme
Action – further information is required for section 2.19 as the Just in Time scheme is not explained
- members noted that the report may benefit from the use of infographics to help with context, reducing the amount of text required
- the use of mini-case studies may also help make the report more accessible
Item 5
For review and advice: Paper 4 – ‘Recruitment to the Community Committee’
Members reviewed a paper setting out a draft approach to recruit new members to the Community Committee. The Committee split into three breakout groups to discuss the following questions:
- drawing on your experiences of the 2023 recruitment and the information provided, what should we consider when developing the next recruitment process
- how do we ensure that it is attractive and possible for to all REC and CAG members to consider joining the Committee
- we have access to large networks of public contributors – should we be targeting particular groups of people to join the Committee? What do we need to consider in doing this
Members were randomly allocated to three break out rooms, each with a HRA facilitator and note taker.
Break-out rooms discussions summary:
Group 1
Members discussed the need to be clear about the accessibility requirements in the advert.
Members discussed the diversity of the current Committee and the challenges in monitoring and reporting on the demographic data, due to the small size of the Committee, acknowledging the need for more robust diversity monitoring and representation.
Members discussed the structure and purpose of the Community Committee, and how to ensure it is accessible and inclusive for diverse participants, including through reasonable adjustments and balancing the need for Committee members to have the right skills and interest, while also being inclusive. Clarified that this is not about making the Committee accessible to everyone – there are many people who would not be interested in its activities – but it is about making it possible for anyone interested in taking part in the work of this Committee to take part.
Members discussed the value of the Committee including representation from the four nations of the UK, as well as engaging younger demographics on the Committee where possible.
Group 2
A member noted that starting a new recruitment process now feels premature given the current accessibility issues we are currently facing. It does not feel like the current members have had time to resolve the issues yet.
Whilst recruitment feels too soon yet there is an appreciation that there is a need for succession and that we have to look forward to ensure we have more diversity within the Committee which is needed.
Members discussed the meaning of the ‘Committee’ and if this accurately reflects who and what we are. There was a consensus that there is a need to understand what the Committee is and stands for with a focus on getting the Committee working through co-creation, learning lessons and responding to the tests we are facing. Accessibility should be considered within the scope of the Committee’s work and the definition of ‘Committee’ itself should not be seen as a ‘barrier’ to ensuring we are inclusive.
Members agreed that the HRA needs to broaden the scope of the recruitment plans – advertising with other organisations and targeting specific groups. There also needs to be a focus on the Committee’s purpose when advertising.
Group 3
It was acknowledged that the recruitment this time will be very different because it was a blank sheet when we were recruited. There was, on purpose, no fixed plan, it was vague. We are still developing the plan. This time, there will be more structure, which will make it slightly easier.
REC and CAG members are busy and need to be aware of the additional commitment that the Community Committee entails to make an informed decision over joining.
An overview of the purpose and objectives of the Committee and the opportunities presented by joining will be important for REC and CAG members who may have limited knowledge about the wider work of the HRA.
Members noted that it is difficult for public involvement members but for different reasons – we were recruited for professional skills and experiences, not for our experience with health conditions, as carers, with disabilities etc. We were interviewed based on our work-related skills so we are not the average member of the public. We do have relevant professional experience, but we are struggling due to disabilities and health conditions. It’s an ongoing discussion, we want to bring into the group to discuss as an agenda item.
A member felt it is not fair to go ahead with recruitment until we’ve resolved issue of accessibility. There needs to be a proper process for meeting individual needs for reasonable adjustments and making it more accessible in general. It is useful to have papers that are snappy and in bullet form – telling us what the HRA are doing, noting that the ‘why are we here’ has not been resolved and the role and purpose of the Community Committee is not quite clear yet.
A member noted that people refer to things they are not aware of. For example, 3 Committee members attended the HRA Board but what did they present?
Action – TA to circulate HRA Board brief to all members for clarity and to help close the feedback loop for all members
A member noted that members were asked if they want to stay on for another two years or not. This is a difficult question to answer at the moment, stating that before we plan for future recruitment, we need a clear definition of the Community Committee and its responsibilities and ways of meeting accessibility needs – balancing not only individual needs but the needs of the Committee.
Members asked in terms of defining direction, is it more useful to have more structure from HRA, for example ‘this is what we think we need?’ Or for the Committee to lead? Or is there a difference of opinion within the Committee? Or are goalposts not clear?
Members agreed that we have still got a long way to go to define what the Community Committee is about. The people we’ve got are really important. We need to have them and need to have their voices heard, finding a way to ensure different perspectives are assisted to be heard and reflected back to respective areas of work. Two years is almost too short to know what you’ve learnt.
AOB:
- Government Internal Audit Agency recommendation – produce an Annual impact effectiveness report – we are currently drafting the survey questions that we would like members to review before circulating for members to complete early 2025
Action - HRA to ask for two member volunteers to help us finalise the survey questions
Next meeting: 10 March 2025, 10:00am – 13:00pm (Zoom).
Informal discussion:
This was an informal discussion but as some helpful points were made that will inform our future approach, we have captured them below.
Members discussed how the presentation of the strategic papers in this meeting felt a better way of distilling the information, allowing members to prioritise their time and energy.
A member noted that the current agendas have read as though members need to engage with every paper and suggested that a reading room would help members engage with papers more appropriately.
A member discussed the need for time and space to discuss the strategic papers – perhaps at the start of the meeting to give members an opportunity to contribute when most ‘fresh’.
Members noted that shorter meetings may be more productive, whist noting that Committee work can also take place outside of the meeting itself.
A member found that the production of slides was very useful – in understanding what HRA staff want members to look at and comment.
Members agreed that the name ‘Committee’ is not at the heart of current issues and difficulties we are facing. Noting that the creation of a Community Committee as part of the HRA’s governance is new and challenging – this was never going to be easy.
Part of this Committee’s role is finding a way of working that is inclusive and accessible. This work is not a distraction but an important and key piece of work for the Committee to undertake.
Members noted that this should form part of the discussion with the HRA Board on 20 November.