Committee Members' Information Pack

Congratulations on your nomination or election. You have been chosen to represent community pharmacy owners by becoming an active member of one of our 14 Community Pharmacy Health Board CP(HB) Committees.

You have been nominated or elected to negotiate, influence and promote community pharmacy services on behalf of local pharmacy contractors in your Health Board area. All CP(HB) Committee members participate in the work of the committee, with the Chair and Vice Chairs fulfilling specific roles over and above this.

Please note: All committee members must be a registered pharmacist. Members can be owners, directors, superintendent pharmacists, independent businesses, or employees of CCA organisations such as Asda, Boots, Morrisons, Rowlands Pharmacy, Superdrug, Tesco and Well.

• Proportional Seats

  The number of places on each committee is calculated according to the number of community pharmacy contracts in the relevant Health Board area. Places are reserved for Independent and CCA members in proportion to local contracts held by each type.

• Three-Year Term

  CPS operates a three-year term for serving members. At the end of each term, independent members engage in a nomination and election process to appoint candidates to available places on the local CP(HB) Committee.

• CCA Appointments

  The CCA Scottish Management Group are responsible for filling CCA-reserved places on each CP(HB) committee by nominating and placing individual employees who work in the relevant Health Board area.

Committee places by Health Board

• Role of all committee members

  • Attend and participate in CP(HB) meetings.
  • Be an active contributor to the work of the Committee.
  • Engage with key stakeholders as identified by the Committee. This may involve attending external meetings.
  • Promote the work of the Committee and of CPS both within the community pharmacy network and to external bodies.

• Role of the Chair

  • Schedule meetings and AGMs. Schedule dates, times and locations for meetings and AGMs in consultation with the Vice Chair. Sign off agenda for each meeting in advance.
  • Ensure compliance. Ensure meetings are held in accordance with the Articles of Association and the Model Constitution of CP(HB) Committees in Scotland.
  • Officiate meetings. Officiate and conduct meetings, including the annual general meeting (AGM).
  • Provide leadership. Ensure Committee members are aware of their obligations and that the Committee complies with its responsibilities.

• Role of the Vice Chair

  • Attend meetings. Attend all meetings of the Committee and any sub-committees.
  • Arrange minutes. Arrange for minutes to be written and signed off by the Committee. You may choose to take advantage of CPS administrative support.
  • Send minutes to CPS. Ensure that minutes of meetings and details of local negotiations are sent to Community Pharmacy Scotland.
  • Other committee work. Do such other work as may be required by the Committee.

• Associate Members (up to 2)

  Each CP(HB) Committee can appoint up to two Associate Members to aid succession planning and increase capacity. Associate members are pharmacists who are employees of contributing CPS members. They can support the work but do not get a vote when the committee makes decisions. Only individuals not otherwise eligible to sit on a CP(HB) Committee can apply.

• Co-opted Members (up to 2)

  During the term, the Committee may co-opt up to two additional members to support their work. Co-opting must be done in accordance with the Model Constitution, with eligibility mirroring that of elected members. Co-opted members do not get a vote unless filling a casual vacancy.

• Stakeholder Relationships

  Establish and maintain an effective working relationship with key local NHS colleagues, contractors and stakeholders.

• Local Negotiations

  Negotiate the terms of service and remuneration for locally agreed services on behalf of contractors in your Health Board area.

• CPS Council Selection

  Nominate and select committee members to sit on CPS Council. This should be done at your first meeting, and then whenever a Council seat is vacated.

• Contractor Communications

  Ensure that information about the work of the Committee is regularly circulated to pharmacy contractors in the area of the NHS Board.

• CPS Updates

  Ensure that the team at Queen Street is updated regularly on the work of the Committee and details of any new local services.

• Succession Planning

  Ensure effective succession planning for the Committee and facilitate the development of individual members for the future.

• Minimum meetings

  4 per year

  Meeting dates should be sent to your Liaison Officer at least three months in advance.

• Draft minutes

  Within 2 weeks

  Draft minutes circulated to the Committee, then finalised within the following three weeks.

• AGM

  Annual

  Each CP(HB) Committee must hold an AGM to which all contractors and pharmacists in the Health Board area are invited.

AGMs typically include

• Local Update

  An update from the Chair and Committee members on local work undertaken during the year.

• National Update

  An update on CPS national work, negotiations and policy developments across Scotland.

• Guest Speaker

  A guest speaker with a topic relevant to community pharmacy in the local area.

• Minutes process

  • Within 2 weeks: Draft minutes circulated to the Committee (your Liaison Officer can do this for you).
  • Within 5 weeks: Final minutes completed and signed off remotely or at the next meeting.
  • Following week: Minutes posted on the website for local contractors to view.

  Details of any new negotiations or changes to terms of service must be communicated to your professional contact.

• Succession planning ideas

  • Advertise and hold meetings open to all members to raise the profile of the committee's work.
  • Invite pre-registration representatives to observe the Committee in action.
  • Invite Associate applicants who you do not appoint to observe the Committee.

  Departing members must be reported to your Liaison Officer using the form in Annex A. Independent seats must be filled by an eligible independent member; CCA seats are filled by the CCA SMG.

• Liaison Officer (Audit and Services Team)

  • Meetings. Booking venues, taking minutes and advertising AGMs.
  • Recruitment. Advertising for associate applications and if a vacancy arises on the Committee.
  • Communications. Formatting your communications in line with the CPS brand and acting as a link to the local contractor network.
  • Committee details. Vice Chairs must inform their Liaison Officer of any changes to membership or contact details. Liaison Officers maintain these on the CPS website.

• Professional Contact (Policy and Development Team)

  • Meetings. Attendance at AGMs to give an update on CPS national work, and to committee meetings when required.
  • Service development. Advice and opinion on policy and legal context and technical queries.
  • Training and development. Delivering start-of-term induction sessions, annual refresher sessions and Chairs and Vice Chairs group meetings.
  • Keeping up to date. Regular eNewsletter and information on local developments, acting as a link to other Committees.

Your Professional Contact

• AO

  Adam Osprey

  Ayrshire and Arran, Grampian, Lanarkshire

  adam.osprey@cps.scot
• SS

  Sarah Scott

  Lothian, Tayside, Fife

  sarah.scott@cps.scot
• GW

  Gordon Winters

  Borders, Dumfries and Galloway, Greater Glasgow and Clyde

  gordon.winters@cps.scot
• GP

  Gill Paterson

  Forth Valley, Highland, Orkney, Shetland, Western Isles

  gill.paterson@cps.scot

Your Liaison Officer

• AG

  Ann Gault

  Ayrshire and Arran, Forth Valley

  ann.gault@cps.scot
• HD

  Heather Drysdale

  Borders, Dumfries and Galloway

  heather.drysdale@cps.scot
• JM

  June McDonald

  Grampian, Highland

  june.mcdonald@cps.scot
• MM

  Milo Menzies

  Greater Glasgow and Clyde, Orkney, Shetland, Fife

  milo.menzies@cps.scot
• SC

  Shaun Cowan

  Lanarkshire

  shaun.cowan@cps.scot
• ER

  Emma Ramage

  Western Isles, Lothian

  emma.ramage@cps.scot
• KG

  Karen Gilfillan

  Tayside

  karen.gilfillan@cps.scot

• CPS Council Members

  The CPS Council is formed every 3 years when each CP(HB) Committee selects members to represent contractors nationally. There are 42 Council members and the Council meets twice a year on the second Wednesday of each May and November.

  • Attend biannual Council meetings (second Wednesday of May and November).
  • If unable to attend, nominate a deputy of the same contractor type operating in the same Health Board area.
  • Attend optional development sessions such as pharmacy finance and media training.

• CPS Board Members

  The Council elects a 15-person Board of Directors which meets monthly with the delegated responsibility and power of the Council. The Board is led by a Chair and Vice Chair who are the public faces of the organisation.

  • Bespoke training is provided to Board members at the beginning of each term.
  • Board members may take part in optional development sessions throughout the term.
  • Board members do not attend Chairs and Vice Chairs meetings unless fulfilling that role on their CP(HB) Committee.

Council seats by Health Board

• Committee Meeting Expenses

  Expenses can be claimed in line with the CPS expense policy for meetings organised by the Committee. For meetings the Committee is invited to attend to contribute expertise or opinion, expenses should be sought by the meeting organiser.

• Annual Honorarium

  In addition to expenses, each committee is awarded an annual honorarium payment to be used in whichever way the committee sees fit. This recognises the contribution made by committee members to the work of community pharmacy representation in Scotland.