Minutes

FREEMAN HEART & LUNG TRANSPLANT ASSOCIATION

REGISTERED CHARITY 700730

Minutes

For the benefit of every member of the FHLTA it has been decided to post the minutes of committee meetings. If there is anything you would like discussed or you are interested in becoming a member of the committee, please contact Secretary - Judith Burgess.

We hope you find this service useful and would appreciate your feedback.

Minutes of the meeting held on Monday, 23^rd January 2012 at the Institute of Transplantation, Freeman Hospital, Newcastle upon Tyne. NE7 7DN

Present: Derek Airey (Chair), Barrie Braidford, Alf Brown, Judith Burgess, Tony Chapman, Janet Long, Joan Whitney, Brian Wood, and Adrian Woodcock.

Apologies were received from: Jim Carlin and Susie Wood

Minutes of the previous meeting

Ø Brian Wood proposed that these minutes be accepted as a true and correct record. Tony Chapman seconded this motion.

Matters arising

Ø Judith told the meeting that she has received an email from Susie Wood to express her concerns about having to apply for a place in the Great North Run.

Ø Judith proposed that as both Susie and Simon Ripley are both full members of the FHLTA and have both had transplants that they should be offered one of our places but should also be encouraged to apply for an individual place. All were in agreement with this.

Ø It was also agreed that all costs would be reimbursed to anyone who was successful in applying for an individual place.

Ø Brian informed the meeting that there would be no drinks machines allowed in the Transplant Institute. Helen Warlow has agreed to approach the board about this.

Ø Tony informed the meeting that there is some uncertainty about our website as the current provider has made major alterations to it’s web service software which will cause us some problems.

Ø He went on to say that it is now definitely in our interest to transfer to a new provider with the FHLTA as the owner rather than Judith.

Ø He told the meeting that he will make an appointment with a local specialist for advice.

Ø The application for ‘Missionfish’ has had to be postponed due to website uncertainty.

Ø 3 Sharp Ltd have now a link on our website’s home and sports pages. We also have a link on theirs.

Ø Joan went on to ask if there is a disclaimer on as the accountant has advised this. It was agreed that one should go on.

Ø Tony has contacted Dr Parry about his old computers and one computer is too old to be of any use. The other one appeared to be beyond repair but this now may not be the case and can be utilised, along with one of the two spare monitors, by the clinic. The other monitor is at our disposal.

Procedures at meetings

Ø Joan asked that we try to convey meeting in a more coherent manner so as to get through the agenda.

Ø It was agreed that we should begin our meetings an hour earlier at 11.00.

Ø Tony proposed that Judith should be allowed accommodation whenever needed and that the expense should be met by the FHLTA. All were in agreement with this.

Chairman’s report

Ø Derek informed the meeting that he had visited Ward 38 (the new transplant ward) before it had opened and noticed that there was only pay per view television.

Ø Given this Derek purchase a TV for the common room at a cost of £393.00 but has since noticed that this television is now in the staff room and that there is now a 42” one in the common room.

Ø The new telephone numbers for Ward 38 are 0191 213 7538 and 0191 8878

Ø Derek asked if we could refund the Social Worker’s fund as it has been used recently. It was agreed that this should be updated at all times.

Secretary’s report

Ø Judith informed the meeting that David Robinson, a member of the FHLTA has been awarded the MBE for his services to Health and Transplantation.

Ø Judith informed the meeting that Dr Butt no longer needs the £775 funding he requested to attend the European Mechanical Circulatory Support Summit as he has secured the funding from elsewhere.

Ø Judith informed the meeting that she has received a funding application from Helen Warlow requesting £17,971.74 for Screening room monitoring equipment.

Ø As we have already purchased the same equipment for Ward 38, Tony proposed that Judith writes to Helen Warlow to ask what the reason for having two sets of this is and to ask for a full detailed report of the benefits to staff, department and patients and why the cost of this was not foreseen in the original budget. Adrian Woodcock seconded this motion and all were in agreement.

Treasurer’s report

Ø Joan reported that the accounts have now been audited and that the accountants have charged £144.00 for this service.

Ø Joan went on to say that all is in order with the accounts and that there are no issues.

Children’s report

Ø An invoice has been received from TSUK for funding for four children to attend the Winter World Transplant Games.

Ø The amount requested is £2142.00 and this covers the cost of flights, registration fees and coach transfer.

Ø It was agreed that if these children are FHLTA members we would pay for these costs.

Ø Janet agreed to speak to Lynne to ask if these children are our members.

Ø Further to the email Judith sent out re Janet’s expenses for the Team Manager’s meeting, it was agreed that Janet should claim 40p per mile rather than just the cost of her petrol.

Games report

Ø Judith told the meeting that the 14^th European Heart & Lung Transplant Games are to be held in Apeldorn, Holland from 27^th June – 1^st July 2012.

Ø The total cost of these Games is £435.00 based on 2 people sharing and £609 for a single.

Ø Judith proposed that an amount of up to £200 is allowed for each competitor for travel costs and a subsidy of £100.00 towards accommodation costs. Derek seconded this motion and all were in agreement.

Ø Judith went on to say that she has received an application for full funding for one of our members to attend these Games and Judith told the meeting that there could possibly be another member who requires funding. It was agreed that we should fund both of these members.

Ø Judith informed the meeting that she will be attending the Team Manager’s meeting to be held in Gillingham, 27th – 29^th January 2012.

Ø She told the meeting that the cost of her train fare is £92.50 and her accommodation expenses would be £27.50 per night as she is sharing a room with the Bristol Team Manager.

Flats

Ø Derek told the meeting that there has been some issues with keys but that this is now sorted.

Ø Another issue that has come to light is that our flats are being used by VAD patients families.

Ø Alf proposed that Judith write to the Co-coordinators office saying that these are FHLTA flats to be used by Heart & Lung Transplant patients but they can be used by VAD patients on Friday and Saturday by prior agreement with our Chairman, Derek Airey. Janet seconded this motion and all were in agreement.

Ø Derek asked if he could upgrade the flats with new curtains, duvets etc. All were in agreement with this.

Emails to committee members

Ø Further to the email sent out by the Chairman saying that no emails had to go out to discuss committee business, Tony proposed that other than funding applications that we should be able to email other committee members with items for discussion at meetings but that no decisions could be made using this method. Judith seconded this motion. All but one were in agreement.

Newsletter/Questionnaire

Ø Tony circulated a draft copy of the questionnaire for all to see.

Ø Judith suggested that a copy of this is included in the pack given to new members.

Annual General Meeting

Ø The Annual General Meeting is to be held on Thursday, 26^th April 2012 in the Lecture Theatre, Institute of Transplantation, Freeman Hospital from 10.30 a.m.

Ø Tony circulated a draft invitation for approval.

Ø Judith suggested that this needs our logo on and asked that the print be in the colours of red and blue.

Ø It was also agreed that the word ‘buffet’ should be changed to ‘refreshments’.

Ø Tony informed the meeting that he has had a quote from Vista print for 750 cards (139 x107 mm) for £80.00.

Any other business

Ø An introductory email has been received from Steve Clark who is the new Director of Transplantation and interested in becoming involved with the FHLTA.

Ø It was agreed that Judith should write to him, inviting him to our next meeting and the Annual General Meeting.

Ø The packs are now ready to go out and Derek asked if he could purchase some more ‘bags’ for the information to go in. It was agreed it he should purchase 10.

Ø Sister Mary Jewel is retiring from Clinic on 1^st April 2012 and it was agreed that we should buy her a Kindle as a thanks from the FHLTA. Tony agreed to deal with this.

Ø Kate Morley has been in touch with Judith to say that the price of her flight is now more than she was granted. It was agreed that we should honour her application.

Ø It was agreed that we should hold all future meetings at the Institute of Transplantation.

Date of next meeting: Monday, 5^th March 2011 at 11:00 at the Institute of Transplantation, Freeman Hospital.

Minutes of the meeting held on Monday, 5^th December 2011 at Chilton Country Club DH4 6LX

Present: Derek Airey (Chair), Barrie Braidford, Judith Burgess, Jim Carlin, Tony Chapman, Janet Long, Joan Whitney, Brian Wood and Susie Wood.

Apologies were received from: Alf Brown and Adrian Woodcock.

Minutes of the previous meeting

Ø Brian Wood proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters arising

Ø Tony informed the committee he had now been in touch with Mission Fish and had emailed their link with the relevant information to all committee members.

Ø Some concerns were aired as to giving out our account information but Tony suggested that we need to move on and as long as sites have padlocks on then they are secure so therefore we should trust them.

Ø It was agreed that we go ahead with this and Tony agreed to deal with this.

Ø Tony and Judith have met to discuss the website and Tony asked if the committee would agree to letting Judith and Tony proceed with bringing the website up to date and in a new format. Tony went on to explain that we may need to bring in a professional to help with this.

Ø Judith suggested that we also need to look into a way of having proper FHLTA email addresses because currently when replying to anyone we have to do so via our personal email address.

Ø The committee agreed that Tony and Judith should go ahead with all that had been suggested within reasonable costs.

Ø Tony informed the meeting that he has been in contact with 3Sharps Ltd, the company who want to advertise on our website, for which they are willing to donate £120.00 per annum. They in turn are to put a link on their website promoting the FHLTA.

Ø Derek informed the committee that he had received another bill for goods. Joan agreed to contact the company to check this out.

Chairman’s report

Ø Derek informed the committee that we have been offered the use of the Conference Room in the new Transplant Institute at Freeman Hospital for the use of our committee members.

Ø Given this it was asked where the committee would rather hold their meetings.

Ø Janet suggested that we alternate by the conference room and Chilton Country Club. All were in agreement with this.

Ø It was agreed that we try to have our next meeting at the Freeman Hospital and Judith agreed to email Lynne Holt with the date for her to book the room on our behalf. If this is not available it was agreed to go to Chilton Country Club.

Ø Derek reported that there were a few newsletters sent out in error due to not having an updated list.

Ø To solve this problem, Tony suggested that we draft a questionnaire asking members if they still wish to receive the newsletter in paper format and to update their details.

Ø All were in agreement with this and that it should be sent out with the next newsletter in February.

Ø It was agreed that Tony draft a questionnaire and circulate it by email for discussion at the next meeting.

Dr Gareth Parry had asked Derek if the FHLTA would fund the purchase of new computer equipment and was told this would not be a problem. Dr Parry purchased this equipment at the discount price of £5,584.62 making a saving of £1,725.33

The committee aired their concerns over this saying that procedures should have been followed and an application form should have been sent to the Secretary, Judith Burgess.

It was agreed that Judith should write to Dr Parry asking him to complete a retrospective application form and also that all future applications for funding should be applied for in the proper manner but pointing out that we understand he was put in an extremely difficult situation.

Secretary’s report

Ø Judith reported that we have been offered and she has accepted 5 places for the Great North Run.

Ø She went on to say that there are 7 places wanted.

Ø Because of this Janet suggested that we tell all 7 people that they should apply individually and if they were unsuccessful they then could use a FHLTA place. All were in agreement with this.

Ø Judith informed the committee that we have been unsuccessful in our application to Blaydon Races. They have selected the Newcastle Children’s Hospital Charity from six applications.

Ø Judith asked where our notice board, with information on, is from the old clinic. Derek told the committee that he has asked about this and no-one seems to know. He went on to say that we are not allowed to put up any notices/photographs in the new clinic.

Ø Judith expressed concern over a notice that is in the flats with the committees personal email addresses on. Derek agreed to look into this and Tony agreed to amend the ones he had printed.

Treasurer’s report

Ø Joan informed the meeting that our books are now with the accountants to be audited.

Ø Joan went on to inform the committee of the current balances of our accounts. These are as follows:

Treasurer’s account £33,836.08

Instant access account £44,461.75

Monmouthshire £85,000.00

Total £163,297.83

Ø Joan reported that Monica White had held a Coffee & Craft morning in memory of her husband David and raised £275. To date Monica has raised £6,552.00

Ø Mrs Powerie has raised £460.00 in memory of her husband

Ø There has been a refund of £100.00 for the British Transplant Games from TSUK.

Ø We have raised £11,604 from Justgiving, Charity Aid & Gift Aid jointly this year.

Ø Tony Chapman raised £350.00 from his recent Quiz night and re-union of Midland Bank staff.

Children’s report

Ø Janet informed the meeting of the World Winter Transplant Games and the Nicholas cup which are to be held in Switzerland in March 2012.

Ø She went on to say that no children from the Freeman Team have expressed an interest in the skiing.

Ø Janet asked if she would be able to claim funding for the forthcoming Team Manager’s meeting which is to be held on 28^th & 29^th January 2012 in Gillingham, Kent.

Ø It was agreed that both Janet and Judith would be able to claim either the cost of their train fare or the cost of their petrol.

Sports Manager’s report

Ø Judith told the meeting that there had been 8 competitors and 3 supporters at the recent Volleyball Tournament in Reading.

Ø She went on to say that although the team hadn’t won anything she thought that everyone had enjoyed the event.

Flats

Ø Derek reported that we have now purchased a new digital television for the lounge of the flats.

Ø He went on to say that we had to purchase this from the hospital supplier.

Ø Derek went on to say the Brian, head of Electronics is looking into getting an arial for us.

Annual General Meeting

Ø It was suggested that Judith write to Prof Corris and ask if could find us a room in the Transplant Institute on 26^th April 2012 for this.

Ø Judith is also to ask about catering facilities.

Ø Another suggestion was to provide tea and biscuits only, as the buffet is a throw back from the days when our AGM was held at Christmas time.

Ø Tony agreed to print invites for this.

Ø Tony and Susie are to liaise about posting dates.

Any other business

Ø Barrie has received further correspondence about the Bureau of information being set up in the Freeman Hospital.

Ø It was agreed that Judith should write to Eleanor Houliston inviting her or one of her colleagues to come and give a presentation at our next meeting.

Ø Barrie told the meeting that Dr Parry is selling his old computers and the money will go to the FHLTA.

Ø Tony agreed to contact Dr Parry on this matter.

Date of next meeting: Monday, 23^rd January 2012 – venue to be agreed.

Minutes of the meeting held on Monday, 24th October 2011 at Chilton Country Club DH4 6LX

Present: Derek Airey (Chair), Barrie Braidford, Alf Brown, Judith Burgess, Jim Carlin, Janet Long, Joan Whitney, Brian Wood, Susie Wood and Adrian Woodcock.

Apologies were received from: Tony Chapman

Minutes of the previous meeting

Joan Whitney asked that the following amendments be made to the previous minutes:

a) The charge for the withdrawal of the money transferred to the Monmouthshire Building Society was £4.00 not £400.00 as stated.

b) It was Maggie Cowman who raised money by holding a sponsored croquet competition not Maggie Compton as stated.

Following these amendments, Brian Wood proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

Judith tod the committee that both Kate Morley and Hazel Muse had emailed her, thanking the FHLTA for their financial support in order for them to attend the European Respiratory Society 10th Annual Conference to be held in Strasbourg, France in February 2012.
Dr Butt had contacted Judith saying he no longer required the funding he had requested from the FHLTA as he had secured funding from elsewhere.
Helen Warlow had written to Judith to thank the FHLTA for their funding of the equipment of the screening room.
Tony has contacted Judith via email saying that there is a system which can be set up where the website can be edited from different PC's
It was agreed that Judith and Tony liaise on this matter.

Chairman's report

Derek informed the meeting that the concerns raised, about the two fundraising events, at the previous meeting has now been dealt with.

Secretary's report

Judith informed the committee that she has received an application for funding from Dr Tanveer Butt, requesting £775 to attend the 6th European Mechanical Circulatory Support Summit in Paris.
All were in agreement that we should support this and Judith agreed to write to Dr Butt.
Judith went on to say that she has also received an application for funding from Neil Wrightson, Transplant Co-ordinator at Freeman Hospital, for £257.69 which were the cost of this flight to attend the European Association for Cardiothoracic Surgery which was held on 2nd October 2011. It was agreed that Judith should write to him to say that that funding had been agreed but that all future applications are to be made well before the event for which the funding is being requested.
Judith told the meeting that she has applied for 5 places in the Great North Run.

Treasurer's report

Joan informed the meeting of the current balances in our accounts. These are as follows:

Treasurer's account £28,792.30

Instant access account £42,918.33

Monmouthshire £85,000.00

Total £156,710.63

Joan went on to say that Gerard Falsey, had had a fundraising evening in East Kilbride consisting of an auction, disco and meal and raised £2,018.00

Children's report

Janet told the meeting that she had nothing to report.

Sports Manager's report

Judith reported that there are 8 competitors and 3 supporters attending the Transplant Volleyball Tournament in Reading on 12th November 2011.
She went on to say that 2 of the supporters are members of the FHLTA and asked if they would be entitled to travel costs.
After much discussion it was agreed that they could claim up to £50 travel costs.
The Gala Dinner fees will be met by the FHLTA for these two supporters.

Annual General Meeting

It was agreed that Judith should write to Prof Paul Corris to ask if he could find a room in the new Transplant Institute where we could hold our AGM.
The suggested dates for this were either 19th or 26th April 2012.
The matter is to be discussed at a later date.

Any other business

Susie told the meeting that the newsletter is now at the printers. She went on to say that it is in a new format and will be cheaper to post.
The newsletter will also be put on the website in PDF format.
Barrie agreed to post out all the newsletters.
Judith raised the following on behalf of Tony who had sent the proposal by email

Mission Fish is the organisation which channels donations through eBay. eBay users can agree, as a standing order or as a one-off payment to donate a percentage or fixed amount, every time they make a purchase or sale , to a charity of their choice. Registering the FHLTA will be very straightforward and I therefore propose that the idea is accepted in principle by the committee. The registration form can be completed soon thereafter.

It was agreed that Tony should make further enquiries about this.
Adrian suggested that the Travel Insurance page on our website should be brought up to date and it was suggested that we ask Tony to do some research on this.
Judith asked if she could write to Medicalert on behalf of the FHLTA as they offer travel insurance to people with existing medical conditions. This was agreed.
Alf told the committee that the annual Donor Remembrance Service is to be held on Monday, 13th November 2011 at 15.00 in St George's Church, Jesmond.
Barrie invited all the committee to his 70th birthday party on Friday, 2nd December 2011.

Date of next meeting: Monday 5th December 2011 at 12.00 (noon) at Chilton Country Club.

FHLTA/JB/24.10.11

Minutes of the meeting held on Monday, 12th September 2011 at Chilton Country Club DH4 6LX

Present: Derek Airey (Chair), Barrie Braidford, Judith Burgess, Jim Carlin, Tony Chapman, Janet Long, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies were received from: Alf Brown

Minutes of the previous meeting

Joan asked that the following amendment be made to the previous minutes - 'the amount transferred to the Monmouthshire Building Society was £85,000 not £80,000 as stated'
Following this amendment Brian Wood proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

There were no matters arising

Chairman's report

Derek told the meeting that he had nothing to report as the matters he wished to discuss will be brought up under other items on the agenda

Secretary's report

Judith informed the meeting that there were three funding applications to be discussed. The first one being from Hazel Muse and Katie Morley, Transplant Co-ordinators at the Freeman Hospital. They are requesting funding to attend the European Respiratory Society 10th Annual Conference which is to be held in Strasbourg, France, 22nd - 25th February 2012.
Judith went on to say that the request was for £1,182.68 each. The breakdown of this being £369.97 for 4 nights accommodation, £283.98 for flights and £530.873 for conference fees.
It was agreed to fund the cost of the accommodation and flights but to ask if the cost of the registration fee could be found elsewhere. If this is not possible it was agreed to discuss the matter further.
The second application form was from Dr Tanveer Butt, Speciality Doctor in Cardiopulmonary Transplantation.
Dr Butt has requested €620 to cover the cost of the Registration fee to attend the European Cardiothoracic Surgeon's meeting in Lisbon where he will be giving a presentation.
It was agreed that Judith should write to Dr Butt to tell him we have agreed to fund this although we are surprised he has to pay a registration fee as he is doing a presentation.
The third Grant application came from Helen Warlow who is requesting £6,600 for equipment for the Screening Room.
All were in agreement that we should fund this.
Judith informed the committee that she has now put a hit counter on the website.
Judith told the committee that she has spent quite some time trying to put the Grant application form on the website in 'Word' format and has been unable to. She has now asked her IT friend for help and he is on the case.
Judith told the meeting that she has received correspondence from a company asking if they could advertise on our website.
It was agreed that Judith should reply saying that we are currently discussing this matter.
Tony agreed to check the company out with Companies House etc.

Treasurer's report

Joan gave the committee a breakdown of the accounts. These are as follows:

Treasurer's account £35,215.72

Instant access £28,883.78

Monmouthsire £85,000.00

Joan went on to say that the 30 day notice account has now been closed as the money in that account has been transferred to the Treasurer's account and then transferred to the Monmouthshire Building Society for which there was a £400 withdrawal charge.
Public Liability Insurance is now in force although this only covers the members and not the committee. We will need to take out Corporate Insurance for this.

Children's report

Janet informed the meeting that 4 children had attended the British Transplant Games in Belfast
As many had been concerned about the cost of the Games, Janet has suggested that parents do fundraising and asked if this money could then be paid into the FHLTA account to be used for their purpose at a later date.
Judith suggested, that as we have agreed not to ring-fence money it may be better if this money is paid into a fund nominated by themselves.
Janet was in agreement with this and said there is an account called 'Children's Transplant Fund'.

Games report

Judith reported that the Freeman Sports Team had won 15 Gold, 14 Silver and 10 Bronze medals at the British Transplant Games in Belfast.
Andy Drysdale was the worthy winner of the Graham Marsh trophy.
David Robinson was awarded the Arthur Hardy Memorial Trophy by the TSUK.
Transplant Volleyball Tournament - 12th November 2011 in Reading.
British Transplant Games 2012 - Medway - 23rd - 26th August 2012.

Flats

Derek reported that all is in order with the flats.
He went on to say that there is now a new ruling, only one carer allowed per transplant patient at any one time.

Fundraising

There are some concerns about two fundraising events which we have not received any money from.
Maggie Compton has held a Sponsored Croquet Competition at Ripon and to date has raised £3,600.
Tony Chapman is doing a fundraising Quiz night on 13th November 2011.
There has been a Charity night in memory of Jamie Woodhouse which has raised £2,100. This is to be divided between the FHLTA and the TSUK.
Gerard Falsey is holding a fundraising event in Glasgow on 7th October 2011.
John Wink has raised £6,000
Tony asked Judith if she could send a template letter of authorisation to sign letters. Judith agreed to do this.

Any other business

Susie reported that there is to be a new style newsletter. This should be due out about the middle of October.
The Welcome pack is now in process.
Brian Wood reported that the Wooden Spoon Association are giving funding for Children. Janet agreed to look into this.
Brian went on to tell the meeting that North East FM are looking for people talk about their charities.
As the meeting was due to close a message was received that the money from the two fundraising events will be sent in cheque format by registered post.

Date of next meeting: Monday, 24th October 2011 at 12.00 (noon) at Chilton Country Club.

FHLTA/JB/12.9.11

Minutes of the meeting held on Friday, 1st July 2011 at Chilton Country Club DH4 6LX

Present: Derek Airey (Chair), Barrie Braidford, Judith Burgess, Claire Crozier, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies were received from: Tony Chapman, Prof Paul Corris, Janet Long and Susie Wood.

Minutes of the previous meeting

Joan asked that the following amendment be made to the previous minutes: 'It is the 'Justgiving' donations that are down 86% not all donations as stated'.
Following this amendment, Brian Wood proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters arising

There were no matters arising from the previous minutes.

Chairman's report

Derek told the meeting that he had nothing to report.

Secretary's report

Judith tod the meeting that she had received an application for funding from Lynne Holt to attend a Paediatric Transplant Conference to be held in Montreal, Canada.
Judith went on to say the amount Lynne is requesting is £1,480.24. The breakdown of these costs are as follows:

Registration £270.00

Accommodation (room only) £488.10

Flight £722.14

Total £1480.24

All were in agreement that Lynne should be awarded these costs.
Judith told the meeting that Maggie Cowman has contacted both her and Derek as she is going to do a sponsored 'Croquet Competition' to raise funds for the FHLTA.
Judith has provided Maggie with the appropriate sponsor form and Derek has provided her with t-shirts and sweatshirts for the event.
The event is to be held on 15th & 16th August 2011 at the Ripon Spa Hotel , Ripon and it was agreed that some members of the committee would attend to offer their support.

Treasurer's report

Joan told the committee that there has been some developments in regard to the new rules for Charities becoming Companies Limited by Guarantee and there is now a draft constitution on the Charity Commission website which is awaiting Government sanction.
Joan informed the meeting that the final total paid by the FHLTA for funding of the medical staff attending the ISHLT conference in San Diego was £19,801.92.
Joan informed the meeting that our funds are presently:

Treasurer's account £18,791.14

Instant access account £23,828.00

30 day notice account £98,790.00

Joan told the meeting that Sonny Klawiter has raised £409 for the FHLTA by doing a 'Fine Dining' event.
Claire Crozier has raised £650 from 'Waitrose'.

Children's report

As Janet was absent there was no report but Derek informed the meeting that CHUF will be doing a fundraising event on 13th October 2011 at the Old Assembly rooms in Newcastle.

Games report

Judith informed the meeting that there will be 23 competitors and 22 supporters attending the British Transplant Games in Belfast.
Of these competitors there are 19 hearts and 4 lungs.
There will be 4 new competitors.

Flats

Derek told the committee that there has been some confusion about the tariff for the flats.
After much discussion it was agreed that the tariff should be £6 per person per night except in exceptional circumstances.

Investing our money

Joan told the meeting that she has spoken to our accountants, Draycott, Kirk & Co about this matter and they are quite happy for us to transfer money into the Monmouthshire Building Society.
Given this information, Judith proposed that we transfer £80,000.00 from the 30 day notice account into the Monmouthshire Building Society. Adrian Woodcock seconded this motion. All were in agreement.
It was agreed that Derek (Chair), Joan (Treasurer) and Tony should deal with this matter.

Public Liability Insurance

It was agreed that we should go ahead and invest in Public Liability Insurance. Joan agreed to contact Tony Chapman to tell him to go ahead with this using Zurich as he had proposed. The cost of this being £75 per annum offering £5,000.00 cover as standard.

Any other business

Claire told the meeting that we will need to submit a letter for places for the Great North Run, Swim and Ride some time near October.
Joan asked if the committee should be CRB checked. It was agreed that the only people that need this is are the Sports Managers.
Derek informed the meeting that we are still looking into getting vending machines installed in the new Transplant Institute.

Date of next meeting: Monday, 12th September 2011 at Chilton Country Club at 12.00 (noon).

FHLTA/JB/1.7.11

Minutes of the meeting held on Monday, 16th May 2011 at Chilton Country Club DH4 6LX

Present: Derek Airey (Chair), Barrie Braidford, Judith Burgess, Jim Carlin, Tony Chapman, Claire Crozier, Janet Long, Joan Whitney, Brian Wood, Susie Wood and Adrian Woodcock.

Apologies for absence were received from: Alf Brown.

Minutes of the previous meeting

Brian Wood proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

Joan informed the meeting that she has spoken to Max Compton and it has been agreed that we should purchase a copy of his book.
The committee was informed that 22 medical staff attended the ISHLT conference in San Diego. As we are still waiting for receipts etc for this funding no payment as yet has been made.
Judith informed the meeting that she has contacted CHUF re to putting an article on our website with regard to the Government's plans to reduce the number of Children's Heart Units. CHUF in turn had promised to send Judith an article along with their logo but as yet she has not received this.
The new Transplant Institute is due to open 1st July 2011 and become operational on 1st September 2011.

Chairman's report

As this was Derek Airey's first meeting as Chairman, he welcomed everyone to the meeting and thanked them for their support.
Derek asked if we should consider bringing the meetings forward but it was agreed to carry on as usual for now and review the situation at a later date.
Derek told the committee that he had been speak to Dr Gareth Parry who had suggested that we install some vending machines in the new Institute. It was agreed we should discuss this at a later date.

Secretary's report

Judith informed the meeting that she has updated our headed paper and will be updating our funding application forms which are on the website. This is due to the change in Chairman.
Judith informed the committee that she had contacted Will Smith (Tynemouth Golf Club) with regard to holding another Golf competition but she has not yet received a reply.
She went on to say that she has since spoken to Christine Marsh (widow of Graham Marsh) who thinks that we should forget about having another Golf Day as we would have to organise this ourselves and due to the financial climate we may have problems getting funding or teams to play in the competition.
Given this information it was agreed that we would not go ahead with this venture.

Treasurer's report

Tony informed the meeting the bank mandate will have to be changed due to the change of Chairman.
Joan agreed to look into this.
Joan informed the meeting that our current finances are as follows:

Treasurer's account - £24,000.15

Instant access account - £33,332.00

30 day notice account £96,786.00

Joan informed the committee that she has recently heard a radio programme saying all charities/organisations should have Public Liability Insurance.
Joan went on to say that she has a quote from Swinton Insurance for £250 - £350 per annum for 2.5 million.
It was agreed in principle that we should have Public Liability Insurance and Tony agreed to make some further enquiries about this.
Joan informed the meeting that there is now the facility to text donations to 'Justgiving'. It was agreed that this information should go on the website and in the next newsletter.
Joan reported that donations are down 86%.

Children's report

Janet told the committee that one child from the Freeman Team had attended the recent 'Sportshall' which was held in Wigan.
It was agreed that next year's 'Sportshall' should be advertised in the September edition of the newsletter to give plenty of notice.
Janet told the meeting that there would be 5 families attending the British Transplant Games in Belfast.
As Janet is unable to attend this event due to family commitments , Michelle Saunders (mum of Lindsay Saunders) will be acting as Team Manager.

Games report

Judith reported that to date there are 22 competitors and 20 supporters attending the British Transplant Games.
Two of these supporters are Team members who are unable to compete due to illness.
There are 4 new competitors.
Judith told the committee that both she and Derek had been talking to a young girl in clinic who is interested in taking part in the Games but has only been transplanted three months. Judith asked if she could get financial help towards her flight if she does not compete.
Janet pointed out that as the Games are not until August she may be able to compete.
It was agreed that Derek would take a medical form to her for completion and explain to her that if she can compete she will get help with her flight bit if she just attends as a supporter she will only get funding for the Gala Dinner and registration fees.

Investing our money

Tony told the committee that he had made some enquiries with regard to investing our money to get a better interest rate.
He went on to say that the Monmouthshire Building Society offer 1.75% with an Instant Access Account with a minimum deposit of £50,000.00. There is also the Beverley Building Society who offer the same.
Barrie Braidford proposed that we deposit £85,000.00. This motion was seconded by Adrian Woodcock and was agreed in principle.
It was agreed that Joan and Tony will liaise with each other on this matter an keep everyone informed.
Joan agreed to make enquiries with the Charities Aid Foundation to see what they can offer.

Flats

Derek reported that all is in order with the flats and that they are full on most days.

Publicity/Fundraising

Tony suggested that in order to raise funds each committee member could hold their own event.
Susie suggest that we look into gaining places for the Keilder Marathon as this is a new event. Susie agreed to make enquiries about this.
Derek informed the committee that he had made some enquiries about getting 2 'pop up' banners which would include our logo and photographs of our work.
The price quoted for these is £70+VAT each. It was agreed to go ahead and purchase these.
Claire asked if we could purchase articles to sell on stalls. After much deliberation Jim proposed that £1,000.00 is spent on items for sale. Tony seconded this motion.
A vote was taken with 8 for and 2 against and was agreed by a majority decision.

Any other business

Barrie informed the meeting that Metropolitan Insurance has changed to Best Forward & Co. Judith agreed to change this on the website.
Tony suggested that we obtain each member's email address. Judith explained that this had been done once before but as Barrie's computer had been hacked into we had been advised that this was not a good idea.
Tony went on to say that if good security software was purchased there should be no problem.
Joan told the meeting that Kez Greenwood is a member of the Blaydon Harriers and has asked that the FHLTA be their nominated charity for the Blaydon Races 2012.
It was agreed that Judith should write to the Blaydon Harriers telling them about our work.
Joan told the meeting that she had received some correspondence from Andy Drysdale implying that we don't give our members the incentive to raise funds for the FHLTA whilst raising money for the Transplant Games costs. He uses the TSUK 'Justgiving' site as an example.
It was agreed that Joan should reply to Andy saying that we will encourage members to get sponsorship if they can and that the FHLTA will continue to offer support to Games competitors as usual.
Judith agreed to send out a sponsor form to all attending the British Transplant Games.

Date of next meeting: Monday, 27th June 2011 at 12.00 noon) at Chilton Country Club.

Please note that this meeting was re-arranged for Friday, 1st July 2011 at 12.00 (noon) at the same venue.

FHLTA/JB/16.5.11

Minutes of the meeting held on Monday, 28th February 2011 at Chilton Country Club DH4 6LX

Present: Barrie Braidford (Chair), Derek Airey, Alf Brown, Judith Burgess, Jim Carlin, Claire Crozier, Janet Long, Joan Whitney, Brian Wood, Susie Wood and Adrian Woodcock.

Apologies were received from: Professor Paul Corris

Minutes of the previous meeting

Adrian Woodcock proposed that these minutes be accepted as a true and correct record. Brian Wood seconded this motion.

Matters arising

Joan informed the meeting that we have now received the £20,000 refund from Prof Corris.
Judith told the committee that she has now received a CRB form ready for completion. It was agreed that Judith should contact TSUK once again and ask them to send one to Derek.

Chairman's report

Barrie tod the meeting that Prof Dark is willing to come along to a meeting to discuss his application for equipment with us.
The committee felt hat this was not necessary and that Judith should write to Prof Dark asking him to put in another application for medical equipment for the use of Heart & Lung Transplant patients.
Judith agreed to do this.

Secretary's report

Judith told the meeting that one of our members, Max Compton, has written a book about the experience of his heart transplant and has asked if we can advertise it on our website and in the newsletter.
Judith went on to say that although she is happy to do this, Susie has some reservations. After some discussion, it was agreed by a majority vote that there would be no problem advertising this in both mediums.
Judith told the committee that she has received an application from Prof Corris to fund up to 10 medical staff to attend the International Society for Heart & Lung Transplantation (ISHLT) conference, to be held in San Diego, at a cost of £2,000 per person.
It was agreed to fund £2,000 per person to a maximum of 10 people. This would be to cover the cost of registration, accommodation and flights as requested.
Judith agreed to write to Prof Corris with this news and also to send him an evaluation form, to be completed within 3 months of the event along with all relevant receipts.
Given the Governments plans to reduce the number of Children's Heart units, Judith asked that we lend our support to CHUF. All were in agreement with this and it was agreed that Judith should put an article on our website.

Games report

It was agreed by a majority vote that each competitor should be allowed up to £200 for travelling expenses to the British Transplant Games which are to be held in Belfast later this year.
Judith asked the committee if she could claim her £80 taxi fare to Manchester Airport for her visit to Belfast for the Team Manager's meeting. She went on to point out that if she had taken her car the cost would have been as follows: 130 miles @ 40p per mile = £52.00 + parking = £35.99 - total cost = £87.99. On this basis it was agreed that Judith could claim this refund.
Judith gave a brief résumé of the information given at the Team Managers meeting.
Judith asked if the FHLTA could fund a family member/friend to travel with one of our competitors who needs a little more help than others. This was agreed.
Judith asked if the FHLTA would fund the cost of the Gala Dinner for two members who would not be competing due to ill health. After much deliberation this was agreed by a majority vote.
It was agreed that both Judith & Derek would get half of their expenses paid.

Children's report

Janet informed the meeting that the Children's Sportshall weekend has now been planned for 29th April - 1st May 2011 in Wigan.
Janet went on to request funding at a cost of £204.00 per family attending. This was agreed.
Janet pointed out that this event is open to all siblings and children of those who have had a transplant. Janet requested that an article be put in the newsletter and on the website to promote this.

Treasurer's report

Joan told the meeting that as of 9th February 2011 the accounts are as follows: Treasurer's account - £27,790, Instant Access account - £53,158 and 30 day notice account - £98,774.

Flats

Derek reported that there are currently no problems with the flats.

AGM update

The room and buffet are now both booked.
Judith reported that she has sent off the invitations to the printer for printing.
Janet and Susie sent their apologies for the AGM.

Any other business

The General Hospital in Newcastle is now a campus for Ageing and Vitality and is soon to become a Tesco.
Susie has found a printer nearer to hear and it was agreed that she should use these in future for printing of the newsletter.
John Young has made a donation of £340.86 which he collected at his Ruby Wedding celebrations.
Derek told the committee that Les Dennis (comedian) is willing to help the association in whatever way he can.
It was agreed that Judith should contact Will Smith (Tynemouth Golf Club) to ask if they could arrange another Golf Day for us.

Date of next meeting: Monday, 16th May 2011 at Chilton Country Club

FHLTA/JB/28.2.11

Minutes of the meeting held on Monday, 24th January 2011 at Chilton Country Club DH4 6LX

Present: Barrie Braidford (Chair), Derek Airey, Judith Burgess, Jim Carlin, Janet Long, Joan Whitney, Brian Wood, Susie Wood and Adrian Woodcock.

Apologies were received from: Alf Brown and Claire Crozier.

Minutes of the previous meeting

Brian Wood proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

Judith asked if there had been any further developments with regard to Derek and Judith being CRB checked. Janet advised that as Carol Olley is no longer involved with TSUK, that it would be best to write to Mary Twomey, TSUK Administrator. Judith agreed to do this.
Judith apologised that she has not yet written to Caroline McGarry re mileage rates for patients. She went on to say that she would give this her immediate attention.

Chairman's report

Barrie told the meeting that Dr MacGown, Consultant Cardiologist at Freeman Hospital has approached him, asking if the FHLTA will lend their support in gaining funding from the NHS for Ventricular Assist Devices.
The cost of these are approximately £50,000 per pump and at a cost of £50,000 per patients after-care.
A patient fitted with one of these devices may get 4/5 years of extra life.
All were in agreement that we should lend our support to this and Judith agreed to write to Dr MacGowan saying we support his clinical judgement.
Judith went on to say that she had also mentioned this at the recent Annual General Meeting of the British Heart & Lung Transplant Association.
Barrie brought to the attention an application for funding we have received from Prof Dark.
This application is for furniture and equipment for the new Institute of Transplantation that is being built at Freeman Hospital.
Judith expressed concern that this building is to house all 'transplant patients' at the Freeman Hospital and the majority of the application is made up of furniture which could be used by anyone and our remit is to fund equipment for the use of Heart/Lung Transplant patients.
Given this it was agreed that Judith should write to Prof Dark saying that we are happy to make a contribution but we require some further information as to which elements are relevant to Heart/Lung patients and that the matter will be discussed further at our next committee meeting as some members of the committee are to visit the new building prior to this.
It was agreed that Barrie and Derek will visit tomorrow (25th January 2011) and Brian, Jim and Susie will visit on 2nd February 2011.
Barry told the meeting that he has received a request from Kelly Green for collection boxes. Derek agreed to organise this.

Secretary's report

Judith brought to the attention of the committee that newsletters are being delivered to deceased members and asked if there is anything we can do to rectify this situation?
It was agreed that Susie should put a short paragraph in each edition apologising if the newsletter is sent in error. It was agreed that this was a good way of covering ourselves.
As requested, Judith has designed a grant application form, evaluation from and guidance notes for all future funding applications.
She asked the committee if they were happy with these. All were in agreement with these and Judith agreed to add them to the website.

Games report

Judith told the meeting that at the recent Volleyball Tournament in Gateshead, the Freeman Team had won Bronze and this was the first time that our team had ever won anything at Volleyball.
She reported that they had played well together and not only played as a team but looked like a team in their ne shirts.
Judith reported that there is a Team Manager's meeting in Belfast, 29th & 30th January 2011 and that she will be attending so will have further information at the next meeting.
Judith informed the meeting that it is hoped to have 6 new members for the Games in Belfast.
All information for the Racquets tournament which is to be held at the Esporta Health Club in Oxford, on 19th March 2011 has now been sent out.

Children's report

Janet reported that the Tackers Ski Camp has been arranged for 5th March 2011 but no children from the Freeman team will be attending.
There is no information or confirmed date for the Children's Sportshall yet.
It is hoped that a children's team will be attending the Belfast Games.
Janet asked what funding will be given to any children attending the British Transplant Games in Belfast?
It was agreed that we would cover the cost of accommodation, travel and Gala Dinner for all child competitors plus one carer per child.

Treasurer's report

Joan informed the meeting that we still have not received the £20,000 refund due for the money donated for the Chicago conference which the staff were unable to attend due to the 'Icelandic Ash Cloud' but it has been promised that it will be paid into our account by Friday, 28th January 2011.
Prof Corris has sent a summary of costs for the 25 years celebrations.
A table top collection was made at the 25 years celebrations for which we received £1,270.
A research nurse who is doing a PhD has asked for help to become a member of the International Society of Heart & Lung Transplantation - ISHLT (not for books as previously reported). The cost of this was $150 = £115.
A request has been received from the Paediatric Social Worker of Heart & Lung Transplant Unit at Freeman Hospital for an emergency fund of £500. All were in agreement with this.
Joan told the meeting that there have been no further developments with regard to the legislation of becoming a Company Limited by Guarantee.
Judith expressed concern over this so it was agreed to bring the subject to the attention of the members at our AGM.
Joan told the committee that she has had a request from one of the Freeman competitors attending the World Transplant Games asking if it would be possible to claim telephone expenses due to an increase in the amount of telephone calls made for this purpose. This was declined as the general funding towards the World Transplant Games is for the cost of flight and any travel expenses to pre-Games meetings.
Another request received is from a member asking if they can claim travel expenses for clinic visits. This was also declined.

Flats

Derek reported that the flats are being used to their full capacity on most days and that priority is being given to patients travelling long-distance.
Derek informed the committee that his daughter will be looking after the flats while he is on holiday.

Any other business

It was agreed that all Officers should be put up for re-election at the AGM.
The other committee member for re-election is Jim Carlin.
As Claire is due to be voted on as a full committee member at the AGM, it was agreed that Judith should write to her asking if she wishes to continue to serve on the committee.
It was agreed that we should cater for 25 people and that we should order a buffet to the value of £100. Brian agreed to do this.
It was reported that at the funeral of Lee Lovatt there had been a collection and three computers for Ward 27A had been purchased with the proceeds of this.
The association has been approached by CHUF for a raffle prize for their forthcoming Valentines Dance. It was pointed out that one charity is not allowed to donate to another.
It was agreed by a majority vote to hold our next committee meeting at Chilton Country Club as it is not as far to travel for the majority of the committee.

Date of next meeting: Monday, 28th February 2011 at Chilton Country Club

FHLTA/JB/24.1.11

Minutes of the meeting held on Thursday, 28th October 2010 at The Comrades Club, 14 The Links, Whitley Bay, NE26 1PS

Present: Barrie Braidford (Chair), Derek Airey, Alf Brown, Judith Burgess, Jim Carlin, Claire Crozier, Janet Long, Brian Wood and Adrian Woodcock.

Also in attendance for part of the meeting: Professor Paul Corris

Apologies were received from: Susie Wood

Minutes of the previous meeting

Barrie Braidford proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters arising

Joan pointed out that there had been 20 vest and t-shirts in each size ordered. Judith explained she had ordered more due to some of these being used for the volleyball team.
Joan told the meeting that the final amount of money raised by the staff of Marks & Spencer, Royal Quays was £1,488.
Derek agreed to contact Christine Marsh for the return of our collecting boxes.
Judith went on to say that she has been asked for these for a member donating money from their Silver Wedding.
As we have still not received any information re Judith & Derek being CRB checked, Janet agreed to follow this up.
There was further discussion about the payment of the use of the FHLTA flats by the hospital and it was agreed that Joan should write to Mary/Lynne on this matter.
Judith brought the newsletter with her and Claire agreed to address and post out the newsletters. She said that she could get her children to help and it was agreed that in turn we should buy the children a selection box for Christmas.

Chicago conference donation

Following Judith's letter to Prof Corris re our £20,000 donation for the medical staff to attend the IHLTA conference in Chicago and the subsequent cancellation of this due to the Icelandic Ash Cloud, it has come to light that Prof Corris has still got this money and is intending to use it for the 25 years anniversary celebrations.
It was pointed out that this has put us in a difficult situation legally and that we should ask for the money to be returned.
It was agreed that in future we should ask all projects/individuals to apply for any money and that we should draw up two application forms i) for small grants up to £2,000 ii) £2,001 and above. Judith agreed to draft these application forms.
There were further discussions on this matter later with Prof Corris.

Chairman's report

Barrie tod the meeting that Prof John Dark had contacted him asking for a large donation; a sum of £50,000 had been suggested, towards the cost of the new 'Transplant Institute'. It was agreed that Barrie should reply to Prof Dark saying application forms for Grants will be available soon.
Barrie informed the committee that there is to be an Organ Donors Thanksgiving Service at St George's Church, Jesmond, Newcastle upon Tyne on 14th November 2010.

Secretary's report

Following Judith's letter to the NHS with regard to mileage rates for patients, she received a telephone call from Chris Tempatatus who has informed her that each hospital sets their own rate and has suggested that we contact either the Ombudsman or the Patients Liaison Officer.
Alf suggested that Judith write to Caroline McGarry, Patient Information Officer at Freeman Hospital. Judith agreed to do this.
Judith reported that the website is now up to date and told the meeting that she now has some photographs of the flats (which she was able to transfer from Graham Marsh's computer) and would like to set up a section about the flats. She went on to ask if she could put Derek as the contact for these with his contact details. This was agreed.

Games report

There are 7 competitors and 4 supporters attending the Volleyball in Gateshead on 6th November 2010. Accommodation is at the Royal Station Hotel, Newcastle.
There have been 4 competitors from the Freeman Sports Team selected to take part in the World Transplant Games which are to be held in Gothenburg, Sweden in June 2011. These are Kaylee Davidson, Andrew Drysdale, Kez Greenwood and Craig O'Neill.
It was agreed that the FHLTA will meet the cost of the flights for these Games plus any travel costs incurred for pre-Games training meetings.
Joan went on to say that Andy Drysdale has raised money through Carillion and has asked that £500 of this money be used to help an individual selected for the World Games. It was agreed that any money raised cannot be ring-fenced for a pacific purpose.

Children's report

There were 5 competitors at the British Transplant Game and 7 medals were won between them.
It is hoped that the 'Tackers Ski Camp' will take place on 5th March 2011 and that the 'Sportshall' will go ahead during the May Bank holiday weekend.

Treasurer's report

Joan reported that the books are almost ready to go to the accountants for auditing.
She went on to say that the Annual Gift Aid return form has now been completed.
At this point Prof Corris entered the room and there were further discussions regarding the £20,000.
Prof Corris offered his apologies and said he had been naive to think that he could keep this money to use for something other than it had been granted for.
He went on to say that the NHS would not fund the 25 years celebrations which had cost £12,000 and that this left him in a difficult situation.
At this point Prof Corris was asked if he would leave the room so that the committee could discuss the matter in more depth.
After much discussion, it was agreed, by a majority vote, that Prof Corris should return the £20,000 and that a new cheque for £12,000 should be given.
It was agreed that Prof Corris should return the cheque with a written and signed explanation.
Prof Corris went on to say that he would like to become more involved with the FHLTA and that he would like to attend meetings periodically and Judith to put him on her address list and to send him copies of minutes.

Flats

Derek reported that there have been 21 incidents of fire alarms going off and and that this is due to toasters being left unattended. Due to this all toasters have been removed.

Any other business

Adrian asked for labels to be made for the tins of toffees we give to each ward/department at Christmas. Judith agreed to do this.
Alf told the meeting he was investigating a room for us to hold our meetings. Prof Corris also agreed to help find us a meeting room with free parking when the new Transplant Institute is opened.

Date of next meeting: Monday, 6th December 2010 at Chilton Country Club, DH4 6LX.

FHLTA/JB/28.10.10

Minutes of the meeting held on Monday, 13th September 2010 at The Comrades Club, 14 The Links, Whitley Bay NE26 1PS

Present: Barrie Braidford (Chair), Derek Airey, Judith Burgess, Claire Crozier, Joan Whitney, Brian Wood and Susie Wood.

Apologies were received from: Jim Carlin, Janet Long and Adrian Woodcock

Minutes of the previous meeting

Brian Wood proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters arising

Derek informed the meeting that there is now numbers on all the doors of the flats again and that the hospital may pay for these.
Judith brought to the attention of the committee that there is another bigger room at Tyne Youth & Community Centre which we could use for our meetings but the consensus of opinion was that we continue to hold our meetings at The Comrades Club.
Due to Jim's absence we will have our next meeting at The Comrades Club but it was agreed that the next time Jim is present at a meeting we will hold the following meeting at Chirlton Country Club as Jim will be able to arrange this.
Claire agreed to take over the role of updating our 'Facebook' page.

Chairman's report

Barrie told the committee that we now have no more t-shirts as they have now all been used for fundraising events.
Judith agreed to order some more and suggested that we order vests for people who do marathons etc to raise money on our behalf. It was agreed that we should order both t-shirts and vests with our logo on the left chest and a large logo on the back of each. It was suggested that we order 12 in each size (S, M, L, XL).
It was brought to the attention of the committee that after donating £20,000 for the medical staff to attend the International Conference on Heart & Lung Transplantation in Chicago, they were unable to attend due to the Icelandic Ash Cloud. Given this information, Judith agreed to write to Professor Corris on this matter.
It was agreed that our next AGM will be held on Thursday, 14th April 2011 at a venue yet to be agreed.

Games

Judith told the committee that the Freeman Team had 19 competitors and 17 supporters at the recent British Transplant Games in Bath.
The team managed to bring home 7 Gold, 9 Silver and 7 Bronze medals and Lynda Morrison won the TSAGB swimming award for her age category along with Lauren Leach from Manchester. Kez Greenwood was the very proud winner of the 'Graham Marsh Trophy'
Forthcoming events are as follows:

* Volleyball Tournament - 6th November 2010 in Gateshead

* Racquets Tournament - 19th March 2011 in Oxford

* British Games 2011 - Belfast

* British Games 2012 - Medway

* British Games 2013 - suggested venues are Leicester, Keel, Norwich and Loughborough

* There is also a suggestion of holding an Adults Outward Bound weekend.

It was agreed that Judith should continue as Team Manager with Derek Airey in assistance.
Judith brought to the attention of the committee that neither she nor Derek are yet CRB checked and this is is of concern to her.
Derek agreed to follow this up.

Children's report

Due to the absence of Janet there was no official Children's report but Judith did ask on her behalf if the children and adults could march under one banner at the Transplant Games in future. All were in agreement with this.

Accounts

Joan informed the committee that all invoices had been paid for the British Transplant Games.
The minibus which was hired for those travelling from the North East to these Games cost £345.
The accounts are as follows:

* 30 day notice account - £98,749

* Instant access account - £28,031

* Treasurer's account - £26,800

Flats

Derek told the committee that the flats are all in order.
He went on to say that the hospital is now putting patients in our flats and it was asked if we are receiving any income for this.

Newsletter

Susie told the meeting that the newsletter is now ready for printing and it was agreed that Judith should use her contact for printing.

Website

Judith told the meeting that she has had some problems with the website but it all now seems to be sorted.

Any other business

Judith informed the meeting that the staff at Marks & Spencer at Royal Quays have raised over £1,000 for the FHLTA and Christine Marsh has asked Judith to go along to take photos for the newsletter and website. Barrie agreed to go along with Judith.

Date of next meeting: Thursday, 28th October at 12.00 (noon) at Whitley Bay Comrades Club.

FHLTA/JB/13.9.10

Minutes of the meeting held on Monday, 12th July 2010 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT

Present: Barrie Braidford (Chairman), Derek Airey, Judith Burgess, Jim Carlin, Claire Crozier, Janet Long, Joan Whitney, Brian Wood, Susie Wood and Adrian Woodcock.

Apologies were received from: Alf Brown

Minutes of the previous meeting

Brian Wood proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

As agreed, Judith has contacted Logos Unlimited about the Black Rugby shirt that was sent to us in error. It has been agreed that if we return this we will be refunded the cost of it. Derek agreed to return it.
Judith told the committee that she has ordered new Freeman Sports Kit from Logos Unlimited.
Judith sent a letter to Sister Mary Jewels to inform her of the increase in rents for Cheviot Court Flats. She has also put a notice on the website.
Judith has written to Paul Brewis regarding the mileage rate for patients attending hospital. He has replied saying that the situation has been reviewed and there are to be no changes made.
Judith has yet to write to the NHS on this matter.

Games

European Games

Derek told the meeting that there were 13 competitors and 4 supporters in attendance at the recent European Heart & Lung Transplant Games held in Växjö, Sweden.
Derek went on to ay that the competitors from the Freeman Sports Team had managed to win 45 medals between them. These were 18 Gold, 19 Silver and 8 Bronze.
He went on to say that Judith Burgess had been the first winner of the 'Graham Marsh Trophy'
Derek agreed to do a breakdown for both the website and the newsletter.
Claire agreed to speak to the Chronicle for some publicity about this event.
Derek told the committee that the next European Heart & Lung Transplant Games are to be held in Appledorn, Holland in two years time.
Thanks were offered to Derek for his work both before and during these Games.

British Games

Judith told the committee that there are currently 20 competitors and 17 supporters attending the British Transplant Games to be held in Bath, 19th - 23rd August 2010.
Judith went on to say that she has had a late request to attend the Games and she will contact the Games office to try to get this person's application accepted.

Children's report

Janet told the meeting that she has drafted a report about the recent 'Family Weekend/25 years celebrations' and she will forward a copy to both Susie and Judith for the newsletter and website.

Accounts

Joan informed the committee that all fees for the European Heart & Lung Transplant Games have now been repaid to us.
Joan told the committee the Dr Gareth Parry has requested £394 for computer software. This has been agreed and he now has the cheque.
All invoices for the British Transplant Games have now been sent out.

Flats

Derek told the committee that all the numbers on the doors of all the flats have been removed as they are against Fire regulations.
It was suggested that we buy some brass numbers for these.
There is now a digital television in the lounge of the flats. This has been donated and is working fine.

Venue for future meetings

Chilton Country Club - The cost for this would be £20 per meeting. There are plenty of parking spaces. Tea and coffee would be charged extra.
Dene Centre - The cost of this would be £10 per hour with tea and coffee extra. Claire agreed to view this venue as it is not certain how many car parking spaces there are.
Whitley Bay Comrades Club - This would be free of charge but with a charge for tea and coffee. There are plenty of car parking spaces.
Judith proposed that we use the Comrades Club for our next meeting and Chilton Country Club for the one after. This was agreed by the majority with 1 against.
Barrie agreed to view all the proposed venues.
It was agreed that the Dene Centre may be the best venue for our AGM.

Any other business

Barrie us to update the address list and send them out.
Judith told the committee she has now set up a FHLTA page on 'Facebook'.
Janet asked if anyone was going to attend the Team Manager's meeting in Belfast in November. Judith said she would attend for the adult team.

Date of next meeting: Monday, 13th September 2010 at 12.00 (noon) at Whitley Bay Comrades Club - address to be supplied.

FHLTA/JB/12.7.10

Minutes of the meeting held on Monday, 7th June 2010 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT

Present: Barrie Braidford (Chairman), Derek Airey, Alf Brown, Judith Burgess, Jim Carlin, Claire Crozier, Janet Long, Joan Whitney, Brian Wood, Susie Wood and Adrian Woodcock.

Apologies: None were received. All were in attendance.

Minutes of the previous meeting: Brian Wood proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

The order we placed with Logos Unlimited on behalf of the British Heart & Lung Transplant Association has now arrived including an additional Black Rugby shirt. Judith agreed to contact the company about this.
Joan asked if Judith would also enquire about ordering a rain jacket in size XXL for one of the Freeman competitors.

Rule Book

Following the agreed proposal at our last Annual General Meeting, it was agreed that we should make the following changes to our Rule Book:
Pt 1 - The name of the Association to be changed to 'Freeman Heart & Lung Transplant Association'.
Pt 3d - This should be changed to read 'to provide or assist in the provision of amenities for the Freeman Hospital including equipment which may be needed for transplant patients.
Pt 8 - this should be amended to 'the financial year shall be from 1st November to the last day in October'
It was suggested that we change the wording in Pt 12 from remuneration to expenses.
Janet suggested that we add a further point that there should be one nominated adult per child allowed to vote at each AGM. This would have to be put to an AGM as it would be a new ruling.
The reverse of the rule book need to be changed as there is now a new logo for the NHS Donor Register. It was agreed that we delay these changes as we cannot go ahead until after an AGM.

Games

European Games

Derek told the committee that all is in order with these Games and that there will be 13 competitors and 4 supporters attending. Two members have had to withdraw.

British Games

Judith told the meeting that there will be 21 competitors and 18 supporters attending the British Transplant Games which are to be held in Bath in August. She went on to say that a 12 seater minibus has been hired for those travelling from the North East. There will be 11 people on this minibus, driven by Kez Greenwood.
It was brought the the attention of the committee that all past Sports Managers had all their costs paid for when attending Transplant Games. Judith explained that the committee had taken this decision because it was thought that for the Sports Manager to do their job effectively they have to attend these Games. She went on to ask if we continue this and if so how will this be managed as there are presently a Sports Manager and assistant in position.
Barrie Braidford proposed that Derek Airey has his costs paid for the European Games and Judith Burgess has her costs paid for the British Games. This motion was seconded by Jim Carlin. All were in agreement with this , with the situation being reviewed again next year.
Judith asked if we could purchase 2 cups in memory of Graham Marsh. These being for the European Games and the British Transplant Games and to be awarded to a Freeman member at each Games.
As neither Derek or Judith have been CRB checked, Judith agreed to contact Lynne Holt and Carol Olley for the appropriate forms.

Children's report

Janet told the committee that the Children's Sports Weekend/25 years celebrations had gone very well and generated an enormous amount of publicity.
Publicity of this event was provided by BBC, ITV, Metro Radio, The Journal and the Sunderland Echo.
Susie went on to say that she has written an article about this for the newsletter.
Janet agreed to send Judith and article for the website.
Janet told the meeting that there will be 5 children attending the British Transplant Games in Bath.
Janet asked for financial help for a child plus 2 sibling to attend the British Transplant Games at a cost of £488. This was agreed by a majority vote.

Accounts

Joan informed the committee that there is presently £28,871 in the Treasurer's account.
Joan informed the committee that the 25 years Golf Tournament has raised £1,945 profit.
Our accountants, Draycott & Kirk have informed us that there is still no news regarding the legislation for the setting up of a Company Limited by Guarantee.
Joan has had a request from Sister Mary Jewels to ask if the FHLTA will provide financial assistance for a Research Nurse doing a PhD to buy books at a cost of £110.00. All were in agreement with this providing that these books are left with the NHS for other people to use afterwards.
Joan requested that expenses for telephone use are revised. She informed the committee that currently the officers of the committee who are eligible for telephone expenses put their bill in and the total of this is divided by 1.75. She went on to suggest that this is changed to 1.3. All were in agreement with this.
Judith proposed that we make changes to travel expenses and suggested that instead of just being refunded fuel costs we are awarded 40p per mile for any work carried out on behalf of the FHLTA.
She went on to say that she had check this with her own accountant and with the HMR&C website and this is the going rate across the board, no matter what size of car, without incurring tax penalties.
This motion was seconded by Derek Airey and was agreed by a majority vote.
Judith showed the committee a mileage form she had drafted. it was agreed that this should be used and that Judith add an extra column for additional expenses.
The signatures on the bank account now need bringing up to date. Judith proposed that Adrian Woodcock be a signature on our bank account. This was agreed.

Website

Judith told the meeting that the website has now been transferred into her name. The cost of transferring this was £11.75 but the BHLTA will be paying half of this.
Judith told the committee that her friend, Paul Edwards, had been a great help to her and suggested that we purchase a bottle of wine as a 'thank you' as he will not take any payment for the time he has spent on this. All were in agreement with this.

Flats

Derek told the committee that there are now numbers on all the doors of the flats.
All is in order and there are now plenty of towels and sheets.
Derek suggested that there be an increase in the rents for these flats. Barrie Braidford proposed that we should charge £6.00 per person per night. Adrian Woodcock seconded this motion. All were in agreement.
This increase will take effect from 1st July 2010.

Any other business

Judith has received correspondence from a member, regarding transport cost to and from hospital.
It was agreed that Judith write to Tessa Gibson on this matter and to the NHS.
Claire told the meeting that she will be having a stall at Ponteland Party in the Park on Sunday, 13th June 2010.
Derek brought to the committee a sample of a folder which he has designed. He suggested that this should be given to all new transplants and should include, Car Sticker, Pin Badge, Red Book, Rule Book and Newsletter. All were in agreement with this.
It was suggested that we try for a different venue for our next AGM. Susie agreed to enquire at Disability North (next to Freeman Hospital) and Claire to enquire at the Hilton Hotel.

Date of next meeting: Monday, 12th July 2010 at 12.00 (noon)

FHLTA/JB/7.6.10

Minutes of the meeting held on Monday, 12th April 2010 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT

Present: Barrie Braidford (Chairman), Derek Airey, Judith Burgess, Joan Whitney, Brian Wood, Susie Wood and Adrian Woodcock.

Apologies were received from: Janet Long

The meeting was opened by welcoming Susie Wood and in turn she was introduced to the committee.

Minutes of the previous meeting: Brian Wood proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters arising

Derek has arranged a meeting with Paul Brewis to request a notice board for our use in the main corridor of the Cardiothoracic Department of Freeman Hospital.

Rule Book

This item was deferred to the next meeting.

25 years celebrations

Judith informed the committee that she had spoken to Christine Marsh (Graham's wife) and she told her that everything is in hand.

Games

In the absence of Graham Marsh, Derek Airey and Judith Burgess gave the following reports:

European Games

Derek reported that all was in hand with this.
David Walker has asked if we will purchase 8 t-shirts, polo shirts and waterproof jackets on behalf of the BHLTA for new competitors attending these Games.
All money and postage costs will be refunded. All were in agreement with this and Barrie agreed to contact our supplier. Judith to get sizes from David Walker and email them to Barrie.

British Games

Judith told the committee that she had sent out 47 packs and to date there will be 10 competitors and 8 supporters attending these Games.
It was requested that we supply a minibus for all those travelling to Bath from the North East, e.g. Co Durham, North Yorkshire, Teeside, and Tyne & Wear.
It was agreed that Joan should work out if this would be cost effective.

Children's report

In the absence of Janet, Judith read out an email from Janet requesting funding for accommodation and Gala Dinner for all children attending the British Games along with an accompanying adult per child. All were in agreement with this.
Janet also asked for financial help for families attending the Family Weekend in Sunderland, requesting help with accommodation costs, which are £75 per night and funding for each child with one adult to attend the Gala Dinner.
It was agreed that we would fund the Gala Dinner but before we could make a decision on the accommodation we would need further information on numbers etc. Judith agreed to contact Janet on this matter.

Accounts

Joan told the meeting that due to some large payments, £20,000 to Prof Corris for staff to attend the International Heart & Lung Transplantation conference and £11,069 for European Games costs, this money had to be transferred from the Instant Access Account to the Treasurer's account. The late payment will be re-imbursed when all invoices for these Games are settled.
We have also purchased an ECG machine at a cost of £7,446.

Flats

Derek reported that everything is in order.
There is now a notice up in the flats informing people that there is Tea and Coffee available.

Any other business

Due to current events it was asked if anyone was willing to take over the website.
Judith agreed to do this but is not sure how everything gets transferred over. She agreed to speak to her friend, Paul Edwards for advice.
Susie Wood agreed to take over the role of Newsletter Editor
Derek told the meeting that the hospital have now a separate Social Services account set up for children.
Judith suggested that we create a page on 'Facebook' to get the interest of our younger members. Susie suggested putting a link on our website.

Date of next meeting: Monday, 7th June 2010 at 12.00 (noon)

FHLTA/JB/12.4.10

Minutes of the meeting held on Monday, 1st February 2010 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT

Present: Barrie Braidford (Chairman), Derek Airey, Judith Burgess, Janet Long, Graham Marsh, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies were received from: Alf Brown and Susie Wood.

Minutes of the previous meeting: Graham pointed out that there had been 2 omissions from the proposed 'Eggheads' team. These are Graham Marsh and Derek Airey. Following this correction to these minutes Adrian Woodcock proposed that they be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters arising

Judith apologised that she had not been in touch with the printer about the car stickers and said she would give this her immediate attention.
Barrie told the meeting that the event that Susan Causier was planning had been postponed and as yet he has not heard of a new date.

25 years celebrations

Graham told the meeting that the preparations for the Golf event is now well under way and notices are up in both the Golf Club and clinic.
It is hoped that the first team will tee-off at approx 8.00 a.m.
Graham circulated the booking form etc for all in the meeting to see.
Graham asked if anyone on the committee is planning to attend this event as tickets are going quickly. Those who are attending were handed their tickets.

Games

The European Heart & Lung Games are to be held from 30th June to 5th July 2010 in Växjö, Sweden. All forms for these Games have now gone out.
Forms etc have also been circulated for the Racquets Tournament to be held on Saturday, 24th April 2010 in Warrington.

Children's report

Janet tod the committee that the Transplant Disney event was very successful and thanked the committee for their help with funding.
Judith asked Janet if she could provide some photographs of this event for both the website and the newsletter.
There is to be a Lake District Teenagers weekend and this is to be funded by 'Transplant Active'.
Further to the letter we received from Carol Olley asking for funding for 3 children to attend the annual 'Tackers' ski camp. Janet went on to explain that they are requesting a contribution of £600 per child, totalling £1,800 to help with the costs of travel. All were in agreement with this.
A 'Family Activity Weekend' (formerly Sportshall) is planned for the weekend of 30th April - 3rd May 2010. This event is to be held in Sunderland and it is hoped to incorporate the 25 years celebrations into it.
This event is planned to cost £12,000 and Janet asked if the FHLTA would support this venture by becoming the main sponsor with a donation of £5,000.
It was pointed out that this is a great publicity opportunity for the association as all literature for this event will carry our logo.
Barrie Braidford proposed that we sponsor this event and all were in agreement.
It was agreed that Graham should go ahead and order 1,000 more pin badges and that these be included in the packs for the activity weekend.
Janet went on to say that the event would be advertised as Activity Weekend/25 years.

Accounts

Joan informed the committee that the accounts have now been audited.The charge for this was £100 + VAT = £117.50.

Flats

Derek informed the committee that he has purchased a new microwave for flat 805.
The towel situation has now been resolved.
Derek told the committee that Ward 27A have asked if we will consider purchasing a new ECG machine on their behalf.
It was felt that as this was a necessary item of equipment, Derek should tell the Sister on the ward that we agree in principle but can she find out what the cost of these are. Derek agreed to liaise with the Sister on this matter.
Derek told the committee that his daughter, Lynne, would take on his role of looking after the flats while he is on holiday.

Any other business

Brian asked if we could have a notice board in the main corridor of the Cardiothoracic Department. Derek agreed to enquire about this.
Graham agreed to put a notice up in clinic about the AGM.
Judith agreed to write to Andy Burnham, Secretary of State for Health, regarding the Car Parking Situation.

Date of next meeting: 26th April 2010 at 12.00 (noon)

Please note: the meeting prior to this will be our AGM on Thursday, 11th March 2010 at 10.30 a.m. at the Corner House Hotel.

FHLTA/JB/1.2.10

Minutes of the meeting held on Monday, 30^th November 2009
at Tyne Youth & Community Centre, Chirnside House,
Mariners Lane, Tynemouth. NE30 4AT.

Present: Barrie Braidford (Chairman), Derek Airey, Judith Burgess, Jim Carlin, Graham Marsh and Adrian Woodcock.

Apologies were received from: Alf Brown, Janet Long, Joan Whitney and Brian Wood. Susie Wood had also been invited to join the committee but was unable to attend on this occasion.

Minutes of the previous meeting: Barrie Braidford proposed that these minutes be accepted as a true and correct record. Graham Marsh seconded this motion.

Matters arising

a) The 2 televisions that were requested for Ward 27 have now been purchased and are still on the ward waiting to be mounted.

b) Judith apologised as she had forgot to write to Lynne Holt regarding the purchase of 4 electric chairs. She promised to make this a priority.

c) It was pointed out to Judith that the date of the next World Games, stated in the newsletter was wrong. The date should read 2011 not 2010 as stated. It was suggested that Graham put a note on the website with the amendment.

Games

a) It is planned that there will be 2 ‘shotgun starts’, morning and afternoon, at the 25th Anniversary Golf Tournament on Friday 14th May 2010.

b) It is hoped that there will be 2 x 18 teams of 4 and a fee of £150 per team was suggested and agreed.

c) Graham asked the committee if he could go ahead and purchase the following:

· Printing of leaflet with rules, information about the FHLTA, booking form etc

· Roll up display banners etc.

d) It was agreed that Graham should go ahead and purchase all that is required.

e) It was suggested that we charge £10 per person for the evening celebration.

f) Graham asked that a 50/50 ratio of tickets be reserved and that a closing date be given for the purchase of tickets.

Children’s report

a) Due to the absence of Janet there was no official children’s report but the committee did go on to discuss the following:

(i) Carol Olley of Transplant Active has written requesting financial assistance for two children to attend ‘Transplant Disney’,10^th – 14^th December 2009 at a cost of £400 each. Due to the short notice of this request this had been discussed and agreed to via email

(ii) Carol has also requested help for 4 children to attend the annual ‘Tackers Ski Camp’, 13^th – 21^st March 2010 at a cost of £600 per child.

b) The committee felt that before they could make an informed decision about the latter request, a breakdown of the cost of this trip should be given by Carol. Due to the absence of the Treasurer, Joan Whitney, Judith agreed to write to Carol requesting this.

Accounts

a) Due to the absence of Joan, treasurer, there was no official report.

b) Judith told the committee that Joan would be sending off the completed end of year accounts to the accountant within the next few days and asked if anyone has any cheques or expenses could they send them off to Joan immediately

Flats

a) Derek reported that there has recently been a shortage of towels in the flats.

b) The David Lloyd Centre were very willing to loan us some.

c) Due to this, Graham was asked to put a note on the website telling everyone to bring their own towels, when using the flats, in future.

d) Judith agreed to compile a note, to this effect, and email it to Barrie which would then go in the envelope which the ward hands out with keys.

e) Graham agreed to make a page on the website with information about the flats.

f) Derek has now got some collecting tins and they are situated on Wards 27 & 27a and the David Lloyd Centre

g) Derek went on to inform the committee of a new transplant patient who had donated £3000 but were not aware of our existence so the money had gone to the following:

· £1,000 to Ward 27

· £1,000 to Ward 26

· £1,000 to Freeman Hospital

h) In view of this it was felt that there should be a publicity campaign.

i) Derek showed the committee a folder which is given to all new transplant patients but it does not mention the FHLTA. It was suggested that we make some form of leaflet/letter to be included in this folder. Judith agreed to work on this

Newsletter

a) Barrie informed the committee that all the newsletters had been sent out.

b) Thanks were given to Barrie’s grandchildren for their help and hard work.

c) Judith informed the committee that Ethicon UK have donated £150 towards the cost of the printing of the newsletters.

d) She went on to say that Ethicon had requested our bank details as they wished to send the money via a BACS bank transfer.

e) Initially Judith had given these details by telephone but these could not be accepted so she had to send them via email.

Any other business

a) We have received a request from ‘Eggheads’ (the quiz programme that goes out each evening on BBC 2) to put a team in.

b) Judith went on to say that the next auditions are in Newcastle on Monday, 7^th December 2009.

c) Although the committee felt that this would be a good idea, not only fun but a good publicity venture, they felt that it was very short notice so Judith agreed to contact them to ask if they have any later auditioning dates.

d) The following volunteered to make up a team: Barrie, Judith, Graham, Adrian, Jim. We need a team of 6 to go ahead.

e) Adrian agreed to purchase and deliver the Christmas toffees to the appropriate places.

Date of next meeting: Monday, 11^th January 2010 at 12.00 (noon)

FHLTA/JB/30.11.09

Minutes of the meeting held on Thursday, 22^nd October 2009
at Tyne Youth & Community Centre, Chirnside House,
Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Chairman), Derek Airey, Alf Brown, Judith Burgess, Janet Long, Graham Marsh, Brian Wood, Adrian Woodcock and Joan Whitney.

Apologies were received from: Jim Carlin

Minutes of the previous meeting: Adrian Woodcock proposed that these minutes were accepted as a true and correct record. Graham Marsh seconded this motion.

Matters arising

a) As requested, Judith has written to David Hunt regarding his status on the committee. He in turn has replied saying that he wishes to stand down as a committee member.

b) As Alf Brown was only elected onto the committee for information purposes, as and when we need him, we now have a space available. Joan went on to say that Susie Woods is interested in becoming a committee member and it was suggested that Judith write to her with an invitation to join us.

c) As requested, Joan has made enquiries regarding us being able to claim back the VAT on hotel costs and was told that we are not eligible for this.

Games

a) Graham told the committee that at the British Transplant Games held in Coventry in August the ‘Freeman Team’ had 23 competitors and managed to win a total of 31 medals, 11 Gold, 10 Silver and 10 Bronze.

b) One of our competitors, Lynda Morrison, went on to win 3 Gold in swimming and was awarded the ‘Victrex Ludorum’ award for outstanding female competitor – well done Lynda.

c) Kez Greenwood set a new record for the discuss throw at his first Transplant Games and only 11 months after his transplant.

d) The TSUK have won an award for the ‘Best Sporting Occasion’ to be held in the West Midlands

e) Craig O’Neil and Jamie Woodhouse have recently represented Great Britain and the Freeman at the World Transplant Games in Australia. Craig went on to win three medals, Gold in 4 X 400 relay, Silver in Ten Pin Bowling and Bronze in 4 X 100 relay.

f) The World Winter Transplant Games are to be held in France,
17^th – 22^nd January 2010

Children’s Report

a) Janet told the committee that there were five children in attendance at the British Transplant Games.

b) Janet went on to tell the committee of some forthcoming children’s/young people’s events, these being:

· Outward Bound teenage weekend at Loch-Eli, Scotland from 13^th - 15^th November 2009

· Centre Parks, Whinfell Forrest from 23^rd – 27^th November 2009

· Transplant Disney 2009

· World Winter Games, 17^th – 22^nd January 2010

· Tackers Ski Camp 13^th – 20^th March 2010

· Family Weekend 30^th April – 3^rd May 2010

c) Janet told the committee that there is no further progress with the 25 years celebrations being incorporated into the ‘Indoor Games’ weekend as yet.

Accounts

a) We have recently purchased 5 new computers for clinic at a cost of £4,715.99.

b) Joan brought to the attention of the committee that there is a new Government consultation on rules for Limited Companies by Guarantee. Should this new ruling go before Parliament this will mean that we will not be registered with Companies House; all registration will be with the Charities Commission.

c) Due to this the accountant has suggested that we hold on before making any changes. All were in agreement with this.

d) Susan Causier is planning a sponsored cycle ride from Middlesborough to Redcar in memory of her husband. She has asked for 20 tee shirts. Graham agreed to pass on as many as he could and Barrie agreed to deliver them.

25 years celebrations

a) There was no further progress to report.

Flats

a) Derek informed the committee that he has had a meeting with David Platt with regard getting an aerial. He was informed that this would be looked into. In the meantime a TV engineer has serviced both the TV and Digibox and everything is now working well.

b) Judith asked if there could be extra pillows available. Derek will look into this.

c) There has been a compassionate case where we have had to let someone use the flats over the weekend.

d) On behalf of the committee, Barrie expressed his thanks to Derek for all the hard work he has put in, in getting the flats into order.

Newsletter

a) Judith updated the committee with the progress of the newsletter which is due out. She informed the committee that there was a delay due to the format in which photographs had been sent but the problem is now sorted.

Any other business

a) The Ward Clerk of Ward 27, at the request of Lynne Holt has requested 4 electric chairs at a cost of £1,300 + VAT each and 2 Plasma Televisions

b) It was agreed that we should purchase the Televisions but Judith is to write suggesting that the chairs is a clinic requisition and that they put a request to the finance department at the hospital.

c) Derek agreed to purchase the Television on our behalf.

d) Graham informed the committee that the rental for the room we use at Tyne Youth & Community Centre is now £20. It was agreed that we pay this as of now.

e) Alf informed the committee that Cardiac Paediatric Centres are to be reduced and that there are talks of closing 7 units out of 9.

f) The annual Donor Remembrance Service is to be held at 3.00 p.m. on 8^th November at St George’s Church, Gosforth.

g) It was agreed that we get 1000 car stickers printed.

h) It was agreed that Judith write to Len Fenwick asking if we will be provided with exclusive parking bays when the new Transplant Centre is open.

Date of next meeting: Monday, 30^th November 2009 at 12.00 (noon)

FHLTA/JB/22.10.09

Minutes of the meeting held on Monday, 27^th July 2009
at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth NE30 4AT

Present: Derek Airey, Judith Burgess, Janet Long, Graham Marsh, Joan Whitney, Adrian Woodcock and Brian Woods

Apologies for absence: Alf Brown and Jim Carlin

Minutes of the previous meeting: Brian Woods proposed that these minutes were accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

a)     Judith apologised that she had still not written to David Hunt but agreed to do so.

b)     Fred Crutwell has sent his apologies saying that he is unable to attend the meeting, as invited by Judith, and that he is happy for us to go ahead with becoming a Limited Company by Guarantee and wished us all the best with this venture.

c)      Joan pointed out that becoming a Limited Company by Guarantee will not effect our tax position.

d)     Jim Carlin has pointed out to Judith, by email, that there is no Renfrew Manor, as stated in the previous minutes. This should read Rainton Meadows.

e)     Judith will send an apology to Jim.

Games

a)        There are 23 competitors and 16 supporters attending the forthcoming Games in Coventry.

b)        Janet asked if anyone has been invited to the Transition meeting. This is to help incorporate the 16+ age group into the adult teams.

c)        Brian asked if we can claim back VAT on any of the hotels we book for the use of the Games? Joan agreed to look into this.

Children’s report

a) The Indoor Games (formerly Hall Sports) are to be held 30^th April 2010 to 3^rd May 2010 in Sunderland.

b) It is hoped that the Children’s 25 years celebrations can be incorporated into this and that the hospital can be involved.

Accounts

a)      There has been a refund of £943.80 from a team member unable to take their place at the World Transplant Games to be held in Australia later this year.

b)      Susie Woods begins her Iceland Trek on 15^th August 2009, to celebrate 5 years of her heart transplant.

c)       The cost of this was £1,462 and to date Susie has raised £2,080. The target she has set to raise is £2,600

25 years celebrations

a)      Prof Paul Corris has emailed Judith saying that the Freeman is hoping to do some form of event to mark this.

b)      The question was raised as to whether we need to have 2 events.

c)       After much discussion it was agreed that we should go ahead with the Golf Tournament and evening celebration and discuss the matter again when Prof Corris can give us some firm dates and plans for their event.

d)      Judith to send a confirmation letter to Tynemouth Golf Club and agreed to make this a priority.

Any other business

a)      Brian pointed out that last week had been National Transplant Week and wondered why we had not been involved.

b)      Janet went on to say that this is run under a NHS directive

c)       Derek informed the committee that we now have a set of keys for the flats but not for the bedrooms.

d)      Derek asked if anyone could get him some collection boxes. Janet agreed to give him some.

e)      Derek told the committee that there is now tea, coffee etc in all of the flats for the use of the members.

f)         As the Restaurant at the hospital now closes at 19.30, Derek has made an arrangement with the David Lloyd Centre for the use of their cafe. If anyone wishes to use their sports facilities they will be able to do so free of charge by contacting Derek Airey.

g)      Judith agreed to put this information in the newsletter.

h)       Derek is still looking into us getting an aerial for the flat and is to see Christine Lewis on this matter.

i)         Judith told the committee that the newsletter would probably be late this year as she is on holiday 1^st – 17^th September.

j)         Judith agreed to write to Ethicon again for sponsorship.

Date of next meeting: 19^th October 2009 at 12.00 (noon)

FHLTA/JB/27.7.09

Minutes of the meeting held on Monday, 8^th June 2009
at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Chair), Derek Airey, Alf Brown, Judith Burgess, Janet Long, Graham Marsh, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies for absence: Jim Carlin

Minutes of the previous meeting: The Treasurer, Joan Whitney told the meeting that there is approx £10,000 in the Treasurer’s account not £15,000 as was stated in the last minutes.

Following this amendment Joan Whitney went on to propose these minute as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

a) Judith apologised that she has not written to David Hunt yet.

b) Brian informed the meeting that the Corner House now have pay & display parking bays. This being £1 for the first hour and approx £5 for the next 7 hours.

c) FHLTA members will be exempt from this at the AGM but will be required to display a sticker which will be obtainable from reception.

d) Accommodation at the Corner House for FHLTA members is obtainable at a reduced rate of £37.50 for a double room but this must be booked by telephone not through their website. This information is to go on the website and the newsletter.

Games

a) Graham informed the meeting that there will be 24 competitors and 16 official supporters attending the British Transplant Games in Coventry.

b) Invoices for these Games have now been sent out.

c) Next year's British Transplant Games are to be held in Bath,
19th – 22nd August 2010.

d) Graham told the meeting that Peter Griffin, the former British Team Manager had sadly passed away last week. Graham has sent a sympathy card to his son on behalf of the Freeman Team.

Children’s report

a) Janet told the meeting that there will be 5 children attending the British Transplant Games in Coventry.

b) Next years Sports Hall is to be held in Sunderland on Saturday 1^st May 2010.

c) There is a meeting being held this evening (8^th June) to discuss plans to incorporate the children’s 25 years celebrations into this event.

Accounts

a) Barrie told the meeting that he had no further quotes for Public Liability Insurance. It was agreed that he would follow this up.

b) Fred Crutwell has written to Judith asking for further information and proposing an Extra-ordinary General Meeting so that the members can vote on the proposal of becoming a Limited Company by guarantee.

c) He is also concerned what the implications of this with regard to the Inland Revenue and Taxation.

d) Joan agreed to contact the accountant about this matter

e) It was felt that there is no need for an Extra-ordinary General Meeting and that Judith should write to Fred, outlining the exact reasons for this proposal and to invite him to the next meeting if he would like to discuss the matter further.

f) The Treasurer’s account currently stands at £10,997.

g) To celebrate the 5^th year of her heart transplant, Suzy Wood is doing a trek across Iceland and through sponsorship for this event she has given the FHLTA £2080 to date.

h) Joan has received a donation of £504 from Mrs Cranson.

25 years celebrations

a) It was agreed that we would not be holding our event at Renfrew Manor as Jim Carlin had suggested.

b) Following this meeting the committee will be having lunch at Tynemouth Golf Club so as to see the venue and meet Steven Laws, the Golf Captain for 2010

Any other business

a) Lynne Holt has contact Barrie on behalf of Prof Corris requesting a donation of £2,000 towards the cost of an event to celebrate Prof Dark’s involvement in Transplantation at Freeman Hospital.

b) The committee felt that this was not in our remit as we are governed by the rules of the Charity Committee but it was suggested that Judith email Prof Corris for more information. This will enable us to make a more constructive decision.

c) Alf Brown informed the committee that the new I M & T records are to be computerised and that it is hoped that this will be going live on 8^th August 2009.

d) Construction has been agreed for the Institute of Transplantation which is planned for the Freeman Hospital. Builders are to be on site by 9^th July 2009. The cost of this venture will be £22 million.

e) Barrie informed the meeting that he had purchased a ‘Dymo’ printer and labels at a cost of approx £90 to help him when doing large mailings.

f) Jane Meadows, Transplant Social Worker has requested £260 to bring their emergency float up to £500. It was agreed that Joan would send this.

g) Derek told the committee that he had purchased new mugs, kettles and toasters for the flats.

h) Gareth has informed Derek that we require new fans in the flats as the ones we have are not suitable.

i) Derek has been informed by Estates that we can not have an outside aerial for the television in the flats.

Date of next meeting: Monday, 27^th July 2009 at 12.00 (noon)

FHLTA/JB/8.6.09

Minutes of the meeting held on Monday, 27^th April 2009
at Tyne Youth & Community Centre, Chirnside House,
Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Chairman), Derek Airey, Judith Burgess, Graham Marsh, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies for absence: Alf Brown, Jim Carlin and Janet Long.

Minutes of the previous meeting

a) Graham Marsh proposed that the minutes be accepted as a true and correct record. Brian Wood seconded this motion.

Matters arising

a) Graham informed the committee that he has now received his CRB certificate and all is in order.

b) Barrie told the committee that, after further consultation with Sid Lamb, the caravan is not for the exclusive use of the FHLTA but it can be used by our members, free of charge, when it is available. He went on to say that he has informed Tessa Gibson, one of the Transplant Social Workers of this and she in turn will liaise with Julie Flett who is Sister on the Children’s Heart Unit.

Games

a) Graham informed the meeting that to date there are 26 competitors attending the British Transplant Games in Coventry and 12 supporters. There are 6 forms outstanding. Anyone who wishes to attend should have their forms in by 4^th May otherwise they will not be able to attend.

Children’s report

a) As Janet was unable to attend the meeting there was no official report but Janet had emailed Graham saying that next years (2010) Children’s Indoor Games are to be held in either Newcastle or Sunderland during May Bank holiday weekend.

b) Given this information we should be able to incorporate this with the Children’s event for the 25 years celebrations.

Accounts

a) Barrie, Joan and Janet recently attended a meeting with our accountant and he has suggested that we should take out Public Liability Insurance to safeguard ourselves.

b) A vote was taken and it was agreed unanimously that we should go ahead with this.

c) Barrie agreed to get two more quotes before proceeding.

d) The accountant has also suggested that we become a Company Limited by Guarantee.

e) Once again a vote was taken on this and it was agreed unanimously that we should go ahead with this.

f) The accountant has agreed to do all the work on this for a fee of £500.

g) Judith agreed to write to all the members informing them of our decision and requesting that if anyone has any opposition to this they should inform her in writing within 14 days from the date of the letter.

h) It was agreed that after this date, if no-one has opposed the decision, Joan should contact the Accountants to ask them to start the process.

i) Given these decisions, we have taken the financial decision to leave our money where it is for the present time. This will be reconsidered in line with what we know to be the financial situation at the time on a regular basis and we will take advice from the accountant when and where necessary.

j) Joan informed the meeting that there is approximately £15,000 in the Treasurer’s account.

25 years celebrations

a) Jim Carlin has expressed his concerns, by email, over having a Golf Day as he feels the celebration should be for all patients and staff.

b) Graham went on to say that there would be two parts to the day, these being:

i) A Golf tournament for whoever wishes to enter, not just transplant patients, followed by a meal.

ii) An evening celebration at Tynemouth Golf Club which would consist of some form of meal and entertainment.

c) The Golf club can cater for up to 150 people so tickets would firstly be sold to our members/staff but after a period be opened up to the General Public .

d) A provisional date was set for Friday, 14^th May 2010. Graham is to confirm this with the Golf Club.

e) Graham suggested that he book a table for Lunch at the Golf Club for 10 people at 13.00 after the next meeting to enable us to have a look around the Golf Club and its facilities.

Any other business

a) George Moore is having a stall to raise money for the FHLTA and Barrie has given him some articles to sell.

b) As David Hunt has not attended the last few committee meetings it was agreed that Judith should write to him, to ask if he still wishes to remain on the committee.

c) Judith told the committee that when she last stayed in the flats there were no cups or mugs.

d) It was agreed that Derek should buy some new mugs send the receipt to Joan for re-imbursement.

e) Derek agreed to monitor the flats on a monthly basis.

f) It was agreed that Brian should liaise with the ‘Corner House Hotel’ to ask if they could give us a deal on prices for rooms, should any of our members wish to stay there rather than in the flats.

Date of next meeting: Monday, 8^th June 2009 at 11.00 a.m.

FHLTA/JB/27.4.09

Minutes of the meeting held on Monday, 23^rd March 2009
at Tyne Youth & Community Centre, Chirnside House,
Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Chairman), Derek Airey, Judith Burgess, Jim Carlin, Janet Long, Graham Marsh, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies for absence: no apologies were received.

Minutes of the previous meeting

a) The minutes should read 25^th anniversary not 215^th as stated. Following this amendment Graham Marsh proposed that the minutes be accepted as a true and correct record. Brian Wood seconded this motion.

Matters arising

a) Graham held his annual gig on Saturday, 21^st March and handed a cheque over to the committee, as a donation, for £1,125.00.

Games

a) Graham notified the meeting that the British Transplant Games are to be held in Coventry from 30^th July to 2^nd August 2009. To date there are 17 competitors attending.

b) The Racquets tournament is to be held in Knutsford on 29^th April 2009.

c) The Five Nations Golf Tournament is to be held in Belfast from 29^th to 31^st May 2009.

Children’s report

a) Janet offered thanks, on behalf of the children to the FHLTA for their financial support towards the ski camp. She went on to say that the children had a great time.

b) The Indoor Games (which were originally Hall Sports) are to be held 1^st – 3^rd May 2009.

c) This will be a 2 or 3 day package @ £150 each and there are 4 families interested to date.

d) It was agreed that the FHLTA would fund this (£600) but with no travel costs unless there is a hardship case. Janet agreed to speak to Julie Flett about this matter.

e) It was agreed that Janet should let Graham know how many t-shirts she needs for supporters.

Accounts

a) Joan (the Treasurer) informed the committee that there is currently £98,667.30 in the 30 days notice account, £46,581 in the Instant Access account and £8,711.00 in the Treasurer’s account.

b) Given this information, Joan brought to the attention of the committee that should there be any problems with our bank (like there has been with other banks recently), the Government will only guarantee £50,000 and this is not per account.

c) After much discussion on this matter it was agreed that we should move 2 lots of £50,000 into other banks.

d) It was agreed that Joan and Janet should make an appointment to see the accountant for advice on this matter.

e) Janet also agreed to ask a family member, who is an accountant, for some advice.

f) Barrie will also contact the Charity Commission about this.

25 years celebrations

a) After much discussion, Graham suggested that we hold a Golf competition followed by a buffet at night with entertainment.

b) It was agreed that Graham should approach Tynemouth Golf Club for dates etc.

c) It was agreed that Janet gives some thought as to what can be done for the children. One idea would be to incorporate the Children’s celebrations into the Indoor Games event next year.

Annual General Meeting

a) The date for the Annual General meeting was agreed at the last meeting and is to be held on 11^th March 2010. Brian is to liaise with ‘The Corner House’ as a possible venue.

Insurance

a) Barrie has had a quote of £500 for Public Liability Insurance but after much discussion it was felt that we do not need it.

b) Judith asked if we should consider becoming a Limited Company to safeguard ourselves because as Trustees of the FHLTA we are liable.

c) Joan agreed to ask the accountant for his advice on this matter.

d) Graham also agreed to contact Colin Mitchell for advice on this matter.

CRB checks

a) Judith has received an email from Paul Brewis, Operations Services Manager asking what our arrangements are for performing CRB checks for volunteers.

b) The following people are already CRB checked:

Graham Marsh is CRB checked as the Sports Team Manager

Janet Long is CRB checked as the Children’s Team Manager

Alf Brown is CRB checked as a volunteer with the Community Advisory Panel.

c) It was agreed that no other committee members need to be CRB checked as they have no unsupervised access to children or vulnerable adults. .

d) Judith agreed to write to Paul Brewis giving him this information.

Any other business

a) Scalm Park Young Farmers Club has raised £1,875 for the FHLTA.

b) Derek went along to receive the cheque and to give a talk about our association. He went on to say it was a very enjoyable evening.

c) Sid Lamb, one of our members, who owns Scalm Park Golf Club and Caravan Park, has donated a caravan for the use of the FHLTA members.

d) Barrie agreed to contact the Social Workers to ask if they knew of any families who would benefit from the use of it.

e) Joan has received a letter of thanks from Prof Paul Corris for the support of the FHLTA enabling the medical staff to attend the annual ISHLT conference.

f) Brian asked if we could organise welcome packs for new members. Judith agreed to draft a welcome letter which could be distributed with the most recent newsletter and a pin badge.

Date of next meeting: Monday, 27^th April 2009 at 12.00 (noon)

FHLTA/JB/23.3.09

Minutes of the meeting held on Monday, 9^th February 2009
at Tyne Youth & Community Centre, Chirnside House,
Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Chairman), Derek Airey, Judith Burgess, Jim Carlin, Graham Marsh, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies were received from: Janet Long.

Minutes of the previous meeting:

a) Joan pointed out that Martin Hutchinson was also selected for the World Games. Following this amendment, Joan Whitney proposed that the minutes be accepted as a true and correct record. Barrie Braidford seconded this motion.

Matters arising

a) Judith told the committee that Adrian had pointed out to her that the Transplant Co-ordinators Office and Porters Office had been missed from the list of the departments who we buy toffees for at Christmas. On Judith’s advice Adrian had then purchased toffees for these departments. Adrian went on to say that Children’s clinic had also been missed and we must remember them next year.

Constitution

a) Graham brought to the attention of the committee that the constitution can only be changed at an AGM. Given this it was suggested that this item be deferred to the meeting prior to the AGM. This would then give everyone time to read the current constitution and look for any amendments that are required.

Future AGM’s

a) Judith asked the committee to consider where we hold future AGM’s as although Barrie has already booked for next year at the Freeman it was thought that due to the parking problems and the cost that this is not a viable option.

b) Brian told the committee that he had made some enquiries at ‘The Corner House’ and they have told him that the they would be willing to accommodate us for £5.95 per head and £ 20 for unlimited coffee, with the room free.

c) Judith asked that we consider changing the time of year for our AGM as Christmas is such a busy time.

d) Graham pointed out that an AGM can be held anytime within the ten months after the end of the accounting year.

e) It was proposed that we hold our AGM at the ‘Corner House’ on 11^th March 2010. Brian agreed to liaise with the ‘Corner House’. Barrie agreed to cancel the room at the Freeman.

Games

a) Graham outlined future events, these being:

· Racquet tournament – 25^th April 2009 in Knutsford, Cheshire

· Five Nations Golf Tournament – 29^th – 31^st May 2009 in Belfast

· British Games – 30^th July – 2^nd August 2009 in Coventry

· World Transplant Games – 22^nd – 30^th August in Brisbane, Australia

b) It was agreed that flights should only be re-imbursed for the World Transplant Games after they have been paid for by the competitor.

c) It was also agreed that the balance of Craig O’Neill’s flight should be paid.

d) Carol Olley has written requesting £1500 extra funding for two additional children to attend the ‘Tackers’ Ski Camp. All were in agreement with this.

Children’s report

a) This was deferred due to the absence of the Children’s representative.

Future funding projects

a) Prof Paul Corris has written requesting funding for 20 – 30 staff members to attend the International Society of Heart &Lung Transplantation conference to be held in Paris. It was agreed to give £20,000 towards the cost of this.

b) Dr Gareth Parry has requesting funding of £5,000 for new computers and software. All were in agreement with this. Brian suggested that all requests should be made in writing to the Secretary.

c) Judith asked Barrie to speak to Dr Parry and ask him to put his request in writing to her.

Any other business

a) Barrie has made some enquiries about Public Liability Insurance. As we are not sure if we need it Barrie agreed to contact the Charities Commission for advice.

b) We have had a request from Selby Young Farmers for someone to give a talk about our work. Derek has agreed to do this.

c) Girls from Alliance Pharmacy (soon to be Boots) are to do a sponsored walk in aid of the FHLTA.

d) Graham’s fundraising 'Gig 10' is to be held on 21^st March, tickets are £10 each.

e) Judith pointed out that we will be celebrating the 215^th anniversary of Heart & Lung transplantation at the Freeman hospital next year, 2010. It was agreed that this should be discussed at the next meeting.

Date of next meeting: Monday, 23^rd March 2009

FHLTA/JB/9.2.09

Committee meeting Monday, 3^rd November 2008
Tyne Youth & Community Centre
Mariners Lane, Tynemouth

Present: Barrie Braidford, Judith Burgess, Jim Carlin, David Hunt,
Janet Long, Graham Marsh, Brian Woods and Joan Whitney.

Apologies were received from: Alf Brown and Adrian Woodcock.

Minutes of the previous meeting: Joan Whitney proposed that these minutes be accepted as a true and correct record. Brian Wood seconded this motion.

Matters arising

a) Brian told the meeting that the Tx Space – Connect website is now live.

b) A further 1,000 pin badges have been ordered.

c) The matter of the chairs is still pending and Barrie agreed to
follow this up.

Annual General Meeting

a)     Invitations for this have gone to all our members.

b)     It was agreed to cater for 70 people.

c)      Judith agreed to send the minutes and agenda for the meeting to
     Barrie for copying.

d)      It was agreed not to buy any refreshments as these will be
     available at Lindisfarne Social Club.

e)     Barrie to contact Val Hammond to ask if she is still willing to
    do the tombola stall. He will also contact Ian Hall re prizes for this.

f)        It was agreed that Barrie should inform the bank to send all
     future bank statements directly to our Treasurer, Joan Whitney.

Games

a)      Graham gave a brief resume of the Australian Cricket tour.

b)       Graham told the meeting that there have been 7 competitors
      from the Freeman Sports Team selected to attend the World
      Transplant Games which are to be held in Australia (Gold Coast) in
      August ’09. These being Judith Burgess, Kaylee Davidson,
      Stuart Kaye, Graham Marsh, Craig O’Neill, Adrian Woodcock
      and Jamie Woodhouse.

c)    Only three; Kaylee, Craig and Jamie will be competing.

c)          It was agreed that a return flight to Brisbane would be funded
      by the FHLTA.

d)        Carol Davidson has written requesting funding for 2 young
      people to attend the annual Tackers International Ski Camp in 2009
      and also for 2 children to attend ‘Transplant Disney 2008’. The total
      amount requested is £1,600. This was agreed unanimously.

Children’s report

a) Janet told the committee that all children will be staying on
campus at the British Transplant Games in Coventry.

b) Children in Need filmed Rebecca Long, who has recently had
her second heart transplant, at the British Transplant Games
in Sheffield in August ’08 and it is hoped to have a two minute
slot on the Children in Need show on 14^th November 2008,
followed by publicity for the Organ Donor Register.

Newsletter

a) Judith told the meeting that ‘Ethicon’ have donated £400
towards the cost of printing the newsletter.

b) She went on to say that the funding was for one year only and we
will have to apply again for funding for next year's newsletter.

c) Joan told the meeting that the cost of printing both the
the AGM invitations came to a total of newsletter and £717.90.
Barrie went on to say that postage for these was £368.52.

Any other business

a)      Graham pointed out that the article in the Sunday Times magazine
      about mechanical hearts replacing transplants. He agreed
      to put a link on our website for this.

b)        Brian told the committee that hospital car parking had been
      discussed on a recent ‘Watchdog’ programme. He agreed to send
      the web address for this for everyone to hear it and Graham
      agreed to put this link on our website (if possible).

c)        Judith agreed to contact Adrian to ask if he will purchase and
      deliver tins of sweets for the following departments of Freeman
      Hospital: Wards 23, 25, 27, 27A, 28, 29, 30, Medical Physics,
      X-Ray, ECG and Lung Function.

d)        As the waiting room is now too small for the number of patients
      there are and there is no conservatory it was asked what we
      could do about this. This was deferred.

e)         Jim brought to the attention of the committee that he had heard
      that a parking pass was available. He agreed to speak to Lynne
      Holt about this and find out more information.

Date of next meeting: Monday, 19^th January 2009 at 12.00 (noon)

FHLTA/JB/3.11.08

Committee Meeting 8^th September 2008
Tyne Youth & Community Centre

Mariners Lane, Tynemouth

Present: Barrie Braidford, Joan Whitney, Adrian Woodcock, Brian Wood, Janet Long, Derek Airey & Graham Marsh.

Apologies: Judith Burgess, Alf Brown

Derek Airey, a former member of the old FTA committee, was introduced to everyone and duly elected, unanimously, to serve on the committee.

Minutes of previous meeting:

Amendments

1. Item re Newsletter a) Should read “Cardiovations is now part of ‘Edwards Lifescience’s and because of this they are looking at all projects they support.”

2. Brian Wood was in attendance.

Matters arising

1. The chairs for the flats are still under consideration

2. The refund for the Bipac machine had been resolved to the treasurer’s satisfaction

Joan Whitney proposed that the minutes be accepted and Adrian Woodcock seconded.

Games:

Graham Marsh gave an overview of both the European Games in Vichy, France and the British Games held in Sheffield recently.

The medal count at the European Games was:
21 Gold: 22 Silver: 10 Bronze
We had 21 competitors and 10 supporters.

The Freeman squad was the largest of the GB Team

The medal count at the British Games was:
9 Gold: 15 Silver: 12 Bronze
We had 27 competitors and 10 official supporters.

The Freeman Team was one of the largest at the Games and as ever the chance to take part and help promote the donor card register and organ donation was more important than winning medals, although we were very successful.

Graham had not yet heard from GB Team manager Lynne Holt as to who had been selected for next year’s World Transplant Games in Australia as a result of performances at Sheffield.

Forthcoming events:

1. Golden Ball Golf at Scalm Park Golf Club - 27^th September

A new transplant golf event organised by Sid & Carol Lamb in conjunction with their annual President’s Golf Day.

2. Graham informed the committee of the revised cricket schedule for his forthcoming trip to Australia

3. Volleyball Tournament – 8^th November to be held in Liverpool - all had been notified.

Children’s Report:

Janet Long, from the children’s team, informed the meeting that there were 6 competitors supported by 13 adults at the British Games in Sheffield.

They had won 3 Gold: 2 Silver: 3 Bronze

2. Irene Haddlington was looking into organising a children’s Christmas event at Kielder in an effort to get more children involved.

3. ‘Children in Need’ had filmed Rebecca Long, one of the Freeman Kid’s team, which will hopefully be shown on BBC TV this November.

Newsletter:

1. It was agreed that if the newsletter was just about ready to be published then we should go ahead even if we have not yet received sponsorship from Cardiovations.

2. Brian Wood suggested we Email the newsletter to members in the future once we have an Email database. We could request addresses in next newsletter.

3. Barrie Braidford will speak to Judith to see if we are in a position to go ahead and publish before AGM.

Any Other Business:

1. Invitations for AGM are ready to send.

2. Barrie will ask at the Freeman if we can use their franking machine to send out newsletters and we will pay the cost.

3. It was agreed that ‘reasonable travel expenses’ which are reimbursed to members attending transplant events does not include taxis or car parking charges.

4. Barrie explained that we provide teas and coffees for the clinic as well as lots of other equipment eg fridges etc and any other needs that are not funded by the NHS so that life is easier for the staff.

5. Brian asked what we as an association do to promote the organ donor register and transplantation in general. He thought that sport was very high profile and not much else. We had a long discussion and it was felt that individuals from the FHLTA do lots of work which receives coverage in their local press and sometimes nationally. The sport was high profile and generates lots of good publicity and we are particularly good at it.

6. What else can we do? We had a 21^st anniversary party and will do similar for our 25^th in 2010.

7. Graham said that he should have promoted the Donor Bus in Newcastle on the website and does try and include stories other than sport but if people don’t send material in it is very difficult. Judith has the same problem with the newsletter.

8. Generally we don’t do so badly and we are always looking to promote the programme and donor issues.

9. It was agreed that we should add a link on our website to the TxSpace – Connect website which was recently launched by Sarah Brown, the wife of the Prime Minister at No 10 Downing Street.

10. The young man from Leeds, Andy Drysdale, who had asked what he could do to help with the FHLTA was discussed and Derek Airey said he would meet with him when next in clinic and have a chat. Graham was going to Email Andy and tell him about the work of TSN which would be an ideal way of helping.

11. It was agreed that we should purchase more FHLTA pin badges because they had been a great success and had all gone. We could make them available at the AGM with a suggested selling price of £1.

Date of next meeting: 3^rd November 2008 at noon.
Tyne Youth & Community Centre

FHLTA/GM/090908

Minutes of the meeting held on Monday, 9^th June 2008
at Tyne Youth & Community Centre,
Chirnside House, Mariners Lane, Tynemouth NE30 4AT

Present: Barrie Braidford (Chair), Judith Burgess, Jim Carlin, Janet Long, Graham Marsh, Joan Whitney and Adrian Woodcock

Apologies: there were no apologies received.

Minutes of the previous meeting:

a) Joan pointed out that the conservatory was not financed by a FHLTA member as quoted in the previous minutes but by a brother of one of the members and the community of Middlesbrough and was then donated to the hospital.

b) Following this amendment Graham Marsh proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

a) The saga of the chairs is still ongoing. Barrie told the meeting that the chairs for the FHLTA flats, Cheviot Court, have been ordered but the chairs for the other flats will have to be sorted out at a later date.

b) Barrie informed the committee that he has been told that a water machine will not be allowed.

c) Graham informed the committee that he has put the information about the HC5 form required to claim back travel expenses plus parking fees, on the website.

d) Adrian informed the committee that entries for the London Marathon 2009 are closed. The 2010 London Marathon is being run by Virgin and costs £250 per person. Due to this it was agreed that we should not buy any places for this.

Games

a) To date there are 20 competitors and 11 supporters attending the European Heart & Lung Transplant Games in Vichy France.

b) To date there are 27 competitors and 10 supporters attending the British Transplant Games in Sheffield.

c) Graham suggested that the agenda should have an item for the Children’s team each month. Judith agreed to do this.

Newsletter

a) Judith brought to the attention of the committee that the sponsors of our newsletter, ‘ Ethicon UK’ is now part of ‘Edwards Lifesciences’ and because of this they are looking at all the projects that they support.

b) Clare Gregor has written to Judith asking her to write with information of the kind of support we are seeking and at what cost.

c) Judith told the committee that Clare Gregor had volunteered the information that it costs Ethicon UK £860 to produce each edition of the newsletter.

d) It was agreed that Judith write asking for further funding and suggests that we produce one edition per year rather than two with 8 pages instead of the current 4.

e) It was suggested that we get quotes from other printers in case our request gets turned down. Judith, Graham and Barrie agreed to do this.

f) It was agreed that the AGM invitations go out with the newsletter in September.

Correspondence

a) Judith told the committee that she had received a letter from ‘Live Life Give Life’, introducing them and asking to work with the Association.

b) It was agreed that Judith should reply saying we are willing to liaise with their organisation.

c) Joan told the committee that she had received a letter from Carol Olley along with a cheque for £500 as a donation from the Northern Transplant Ball.

d) Joan went on to say that they had raised £3700+ and donations of £500 had been given to Heart Research and FHLTA with the remainder going to Transplant Active which is the junior section of the TSUK.

Any other business

a) Brian voiced his concerns over the problems in the waiting area of Clinic. He pointed out that there is not enough room and nowhere to get refreshments.

b) It was agreed that Judith should write on our behalf, voicing our concerns.

c) Judith to contact Mary (Sister) or look on website for the relevant contact.

d) Brian asked if there could be anything done about getting free prescriptions for Transplant patients. Judith pointed out that she had already written to Patricia Hewitt (Health Secretary) about this and was told the matter was under review.

e) Janet went on to point out that only those with a deficiency of a natural occurring body substance is exempt from prescription charges.

f) Janet asked if she could sell our pin badges to raise money for the FHLTA. It was agreed to give Janet some of the ones we have and to order more.

g) It was suggested that we put pin badges in clinic for members to take.

Date of next meeting: Monday, 21^st July 2008 at 12.00 (noon)

FHLTA/JB/09.06.08

Minutes of the meeting held on Monday, 28^th April 2008
at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth NE30 4AT

Present: Barrie Braidford (Chair), Judith Burgess, David Hunt, Graham Marsh, Joan Whitney and Adrian Woodcock.

Also in attendance: Janet Long (Children’s team representative)

Apologies were received from: Jim Carlin & Brian Wood.

Minutes of the previous meeting: Barrie Braidford proposed that these minutes be accepted as a true and correct record. Adrian Woodcock seconded this motion.

Matters arising

a) Barrie told the meeting that the purchasing of the chairs for the flats is still pending.

b) The new pin badges are now ready for distribution and it was agreed that they should be distributed with the next edition of the newsletter. Graham handed a badge to all in the meeting.

c) Judith has written to Derek Riley expressing the best wishes of the committee. Derek has replied, thanking us for our thoughts and he hopes to be back to full fitness soon.

d) The Eric James Memorial Fund has now been transferred into the 90 day account.

e) The AGM has been provisionally booked for 9^th December at ‘Lindisfarne Social Club’. Barrie suggested that we put a map on the back of the invitations but as Judith pointed out that the invitations are only the size of a postcard, it may be better to put the postcode on so that members can get directions via the internet or their satellite navigation systems.

Parking

a) Barrie and Brian have met again with Paul Brewis and their feelings are that we are not getting anywhere with our arguments regarding the parking situation. It was agreed that we have done all we can do.

b) Judith brought to the attention of the committee an email received from one of our members, Nick Brown and his wife Jenny. They told her that those claiming benefit can get a HC5 form, available from the hospital, and with this form can claim their parking fees along with any travel expenses occurred. A receipt from the parking machine will be required for this.

c) It was agreed that Judith includes this information in the newsletter and Graham put it on the website.

Games

a) To date there are 20 competitors and 11 supporters attending the European Heart & Lung Transplant Games in Vichy, France.

b) Due to the recent economic climate a further £10 will have to be charged for each person attending these Games.

c) It was agreed that this should be paid by the individual and not the FHLTA and everyone invoiced accordingly.

d) To date there are 28 competitors and 9 supporters attending the British Transplant Games in Sheffield.

e) Fifteen room have been booked at The Novotel and 5 people will be staying on campus.

f) It is important that all forms for these Games are sent back not later than 10th May 2000.

Newsletter

a) Judith explained that she had not included the article about the Children’s Sports Team fundraising, sent to her by Irene Hadlington, as she felt that it would be wrong to promote fundraising by another group within our publication.

b) Janet Long, the Children’s Team representative went on to explain why they have separate fundraising.

c) This is due to the fact that the seek funding from bodies that do not give to other charities and some are only interested in work with children.

d) It was agreed that they should continue to do this but should keep us informed of any funding they receive and any work they are doing.

e) It was also agreed that there should be a Children’s representative on the committee and that they should receive minutes and agenda for all future meetings.

Any other business

a) Graham brought to the attention of the meeting that the conservatory is now blocked off and members have asked where they can get refreshments.

b) Joan went on to say that she believed that the conservatory was financed by a FHLTA member.

c) Barrie agreed to make enquiries about this and also about getting a water machine for the use of patients.

d) Judith has received an email from Brian Wood, who has sent his apologies for the meeting, with the following questions:

· Who owns the flats?

· If they are owned by the committee is there a lease on them?

· If the committee does not have a lease do they have a tenancy agreement?

e) Joan went on to say that although we should have been informed of the closure of the flats the reason for this was fire regulations and alternative accommodation has been provided at no charge, although some have no lifts.

f) Joan asked if we should apply for places for next year’s London Marathon?

g) Adrian agreed to find out the cost.

Date of next meeting: Monday, 9^th June 2008 at 12.00 (noon)
Tyne Youth & Community Centre, Tynemouth. NE30 4AT

FHLTA/JB/28.04.06

Minutes of the meeting held on Monday, 17^th March 2008
Tyne Youth & Community Centre, Chirnside House, Mariners Lane
Tynemouth NE30 4AT.

Present: Barrie Braidford (Chair), Alf Brown, Judith Burgess, David Hunt, Graham Marsh, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies were received from: Jim Carlin

The meeting began by welcoming Alf Brown to the meeting.

Minutes of the previous meeting: Adrian Woodcock proposed that these minutes be accepted as a true and correct record. Brian Wood seconded this motion.

Matters arising

The Association have purchased a ‘Ship’s decanter’ as a thank you gift for Tony Armstrong. This was shown to the committee.
Barrie told the committee that 'Beechwood' (flats) will have to be visited to see how many chairs are needed. Ten chairs are required for Cheviot Court. All chairs have to be covered in a washable fabric for hygiene purposes.

Parking

A meeting has been arranged with Paul Brewis for 4^th April 2008 at the Freeman Hospital. It was agreed that Barrie and Brian should attend this on our behalf.
Alf Brown, who is a member of the Community Advisory Panel and a representative on the Members Council, gave a detailed account of the present parking situation.
Alf told the meeting that Paul Brewis has prepared a paper on Parking Charges to come in to affect in April which has been presented at the Members Council.
Discussions on this paper have been deferred at both the September ’07 and January ’08 meetings. It has been promised it will be on the agenda for the March ’08 meeting of the Members Council.
Judith suggested that Barrie asks Paul Brewis why our members are not exempt from parking charges while cancer and renal patients are.
Alf agreed to speak on our behalf at the next meeting of the Member Council.

Annual General Meeting

It was suggested that we hold the next AGM at ‘Lindisfarne Social Club’ on Tuesday, 9^th December 2008. All were in agreement with this.
Joan informed the committee that our new accountants are Daycott & Kirk and they have agreed to have our accounts prepared for that date.
The Eric James Fund has not yet been transferred to the 30 day account as the signatures of Barrie Braidford and Graham Marsh have to be verified.

Games

Graham told the committee that there are 20 competitors and 11 supporters attending the European Heart & Lung Transplant Games in Vichy, France.
He went on to say that, to date, there will be 20 competitors and 6 supporters attending the British Transplant Games in Sheffield.
Graham went on to give the costs of the accommodation for the British Games. These are as follows:

Campus:
£36 B&B + £10.50 Eve meal

Novotel:
£75 B&B per room

Graham went on to say that he has been asked if any subsidy will be given for accommodation. Judith suggested that as the costs are cheaper than last year no subsidy should be given. All were in agreement with this..
It was pointed out that children would be in attendance at the Gala Dinner. There would not be a separate one for the children this year.
Graham told the committee that Aneil Bhatt is running in the London Marathon on our behalf and we have provided him with a t-shirt with our logo on the front and a big logo on the back.
Graham informed the committee that Derek Riley, a past committee member is not very well and Judith agreed to write to him to relay our best wishes.
Joan brought to the attention that David Robinson and others from Northern Ireland, who are attending the European Heart & Lung Transplant Games are travelling on the Irish team shuttle bus from the airport and have asked if they can claim the cost of this. It was agreed that they would only be able to if we have not already paid for their costs of transfer.

Any other business

Graham told the meeting that he has order 1,000 pin badges and that they should be arriving shortly.
Joan told the committee that she is having a problem sending out the rents every six months and suggested that we rely on honesty.
Brian suggested that we give the ward addressed envelopes to pass out with keys. Barrie agreed to do the labels for these.
Barrie has received a letter from Jamie Cottage telling him that he wants to raise money for the FHLTA. Barrie visited Jamie’s school and spoke to the Deputy Head and has given Jamie items to sell.
It was suggested that all the committee should be CRB checked. Barrie agreed to speak to Paul Brewis on this matter.
Barrie also agreed to speak to Mark Hipkin, Solicitor to ask if we require Public Liability.

Date of next meeting: 28^th April 2008 at 12.00 (noon)
Tyne Youth & Community Centre, Tynemouth, NE30 4AT

FHLTA/JB/17.03.08

Minutes of the meeting held on Monday 4^th February 2008
Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth NE30 4AT

Present: Barrie Braidford (Chair), Judith Burgess, Graham Marsh, Joan Whitney, Brian Wood and Adrian Woodcock.

Apologies: no apologies were received.

The meeting began by welcoming Brian Wood to the committee.

Minutes of the previous meeting: Joan Whitney proposed that these minutes be accepted as a true and correct record. Barrie Braidford seconded this motion.

Matters arising:

It was agreed that the FHLTA should purchase a gift for Tony Armstrong as a thank you for all the time and energy he has given to the association. Barrie agreed to look into this.
The BIPAP (lung) machine has now been paid for at a cost of 8,000. Judith has been in contact with Dr Kevin Brennan and he is to write an article for the next newsletter.

Parking:

It was agreed that another meeting should be arranged with Paul Brewis which Barrie and Graham will attend on our behalf.
It was suggested that we ask for 20 free spaces but if this is not possible agree that the FHLTA pay an annual fee for these.
It was agreed that Paul Brewis should set a price for us to discuss.
The policing of these bays should be discussed at a later date.
Judith agreed to write to Tessa Gibson for help with this matter.

Accounts:

It was agreed that Joan looks for an accountant to audit our annual accounts.
It was agreed that the money in the Eric James fund should be transferred into our 30 day account.

Future Annual General Meetings:

As Barrie was unable to book next year’s AGM at our usual venue it was agreed that we look for a new one.
Barrie agreed to look into this.
It was suggested that we alter the date of the AGM due to the accounts having to be audited. This to be discussed at the next meeting.
It was agreed that the instead of having Prayers at future AGM’s we have an opening thank you. Barrie agreed to work on this.
Judith asked if she could change the format of the AGM agenda. All were in agreement with this.

Games:

European Heart & Lung Transplant Games:

These are to be held in Vichy, France in June 2008 and to date we have 19 competitors and 13 supporters.
Graham suggested a subsidy of up to £200 for flights and £100 for accommodation was agreed for each competitor. Joan queried that £200 was not enough of a subsidy for flights. Judith proposed that it stay at £200 and Barrie seconded this
It was agreed that the association should meet the cost of the coach fare from Lyon if the cost of the flight is less than the subsidy.

Racquets tournament:

This is to be held in April and it was agreed that the association meets the usual costs of travel, gala dinner and entry fee for this event.

Golf tournaments:

The first of these is the Golden Glove on 25^th April in Mussleburgh followed by the Five Nations on 30^th & 31^st May.
It was agreed that the association would meet the usual travel, gala dinner and entry fee costs for both of these tournaments

Transplant Cricket Tour:

Following the UK tour which will be held in Bath there will be a tour to Australia.
As Graham is a member of the GB Cricket team it was agreed to pay his flight to Australia.
Judith is also going to Australia to compete in the Australian Transplant Games but told the committee that she does not want her flight paid as this is not a sanctioned TSUK event and will be only competing as a guest.

British Transplant Games:

These are to be held in Sheffield 7^th – 11^th August 2008. As there is no set price for this it was agreed to set a subsidy for this at a later date.
Graham brought to the attention of the committee that the TSUK are looking into CRB checks for all people working with children. Graham went on to suggest that the FHLTA should get their own CRB checks done for anyone working with children belonging to the association. All were in agreement with this.
Brian suggested that we also look into getting public liability insurance. Barrie agreed to follow this up.

Any other business:

Barrie circulated catalogues for the committee to look at and choose chairs for the flats. Item C510 was chosen from the Teal catalogue.
It was suggested that we would not be able to put chairs in Rosemount as these flats do not belong to the FHLTA.

Date of next meeting: Monday, 17^th March 2008 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT. 12.00 (noon)

FHLTA/JB/04.02.08

Minutes of the meeting held on 12^th November 2007
Tyne Youth & Community Centre
Chirnside House, Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Chair), Tony Armstrong, Judith Burgess, Graham Marsh, Joan Whitney and Adrian Woodcock.

Apologies: no apologies were received.

Minutes of the previous meeting: Graham Marsh proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters Arising

a) There has been no further correspondence from Paul Brewis about Parking at Freeman Hospital and Barrie agreed to follow this up.

b) The Digibox has now been fitted and is working.

Financing projects

a) Following the request for help in financing the fitting of a chair lift to one of our member’s home to enable him/her to be discharged from hospital, it was suggested that we should discuss financing of future projects as this may set a precedent.

b) After some discussion, Graham suggested that we look at things on a case by case basis. Judith seconded this motion.

Annual General Meeting

a) The date for the Annual General Meeting is Tuesday, 11^th December 2007 at 10.30.

b) Tony has told the catering department to cater for 70 people and has asked for a suitable diet for heart/lung transplant patients.

c) It was agreed that we should purchase 1 box each of white wine, red wine, lager and beer. Barrie agreed to purchase these on our behalf.

d) It was agreed that we would buy a tin of chocolates for Wards 27a, 27,X-Ray, ECG, Medical Physics, Children’s Clinic, Transplant Co-ordinators and the Porters office. Adrian agreed to purchase these on our behalf.

e) We have agreed to buy tea and coffee throughout the year for the staff in clinic. This is instead of the usual tin of chocolates at Christmas.

Any other business

a) John Dawson has raised £8,000 for the FHLTA and his wife has written to Joan asking if some of the money can be used to buy equipment for the flats. She suggested purchasing a comfy chair and irons for each room in each flat, particularly Rose Court.

b) It was agreed that comfy chairs would be a good idea but irons are out of the question as we have bought them in the past and they have all been stolen.

c) It was agreed that we would purchase a chair for each room in Cheviot Court but as Rose Court does not belong to the FHLTA we would have to make enquiries.

d) Barrie agreed to get some information and catalogues for us to proceed with the purchase of the chairs.

e) Peter Wragg has raised £3,000 for the association and has written to Joan requesting that we purchase a laptop for 27a with internet access.

f) There was some confusion as to whether he meant this laptop to be used for the staff or the patients.

g) If it was for the staff then there would be no problem but if it was for patient use then this is not viable as the only access to the internet would be through the NHS server.

h) Tony Armstrong told the committee that due to ill health he would not be seeking re-election at the forthcoming AGM and wished to resign with immediate effect.

i) Judith thanked Tony, on behalf of the committee, for all his hard work, knowledge and leadership he had given to the association over the past number of years. He will be missed.

j) As Tony is standing down it was agreed that Joan should take over the invoicing for rents which are to be done on a six monthly basis.

k) Barrie asked Judith to include Rents on the AGM agenda.

Date of next meeting: no date was set, this is to be agreed at the AGM

FHLTA/JB

Minutes of the meeting held on
Monday, 17th September 2007 at Tyne Youth & Community Centre,
Chirnside House, Mariners Lane, Tynemouth NE30 4AT.

Apologies were received from Judith Burgess, the secretary.

Present: Barrie Braidford, Joan Whitney, Graham Marsh, Adrian Woodcock, Tony Armstrong and David Hunt.

Amendments to the previous meeting's minutes were that the cost of the 'Just Giving' scheme was £17.62 per month not £15.00 as recorded also Dr Parry's new computer was £680.03.

Matters arising from the previous minutes, Graham was unhappy with the article that Tony had in the last newsletter, that indicated that our outlay towards various Games was invariably greater than the income from competitors via their sponsorship etc,.

Graham was at pains to point out that much of the money raised by people by a variety of means, ie, coffee mornings, sponsored walks, golf competitions etc, was not always put down as towards the Games, and he felt certain that if all of this income was linked directly to the account for sports income it would exceed the outlay. He said he was in no way criticising Tony, who based his information on the income and outlay figures in the accounts but felt a better way of accounting should be sought to avoid this anomaly in the future.

Tony Queried the Gift Aid Scheme and it was explained to him.

Parking:

Barrie reported that he and Judith had had a positive meeting with Mr Paul Brewis, Estates Manager, regarding the car parking situation and costs to transplant patients.

On being asked, he assured us that he was indeed in a position to make changes but pointed out that all of his suggestions had to be authorised by the Board, and although he could not promise anything immediately, he certainly took on board what we were telling him. He said he would have to go away and think long and hard about the situation, and would report back to us after his meeting with the board later in September.

He did however tell us that the number of disabled bays in the main car park were being increased by 25 and when the new Cancer / Kidney Facility opens next year at the rear of the main building, the spaces allocated to dialysis patients would be moved to the rear, so freeing up some spaces at the entrance. He said he would also consider the possibility of allocating some spaces in the Cardio car park as it is adjacent to the cardio block.

The MRI scanner has been removed from outside the cardio block entrance, and he would try to get the remaining portacabin removed from the same area where it is also blocking disabled bays. Judith explained how she had had to pay £1.10 to pop in to pick up the keys for the flats. Barrie asked if we could not have a free period of 10 / 15 minutes for this sort of thing.

Mr Brewis was very interested in the functioning of the Freeman Heart & Lung Transplant Association and asked to have a copy of our news letter in future. I have put him on the list. He agreed to consider all of these points and although he could not promise anything, Judith and I left the meeting feeling positive about it.

Games:

The Freeman had the largest contingent at the recent Edinburgh Games, ie, 30 Competitors and 24 Supporters, they won 9 Gold, 14 Silver, and 13 Bronze medals.

It was pointed out that although we had funded 14 children for these games, there were not 14 children taking part and it was agreed that the chairman would communicate with Carol Davidson (who organised the children), and ask for a refund.

Graham proposed that in future all competitors should pay up front for their registration fees and Gala dinner as a form of deposit and commitment to attend. They would be compensated by that amount being deducted from their accommodation costs and final invoice. This was seconded By Barrie, and carried unanimously.

There is to be a TSUK satellite volleyball tournament in November and will be staged in Bristol.

There is to be a Racquet's Tournament held on the 5^th of April 2008 in Berkshire.

The European Heart & Lung Transplant Games are to be held in Vichy France, 21st - 25^th June 2008 and not July as per previous minutes

The British Transplant Games are to be held in Sheffield, 7^th - 10th August 2008.

The GB Transplant Cricket team is off to Australia in October to defend the David Hookes Trophy.

In the recent World Transplant Games in Thailand Kaylee Davidson won 3 medals and Graham 2 medals.

Graham reported that at the AGM of TSUK, the chairman of that organisation, Christine Evans, apologised for the events leading up to the Gateshead badminton tournament which was organised without the involvement of the Freeman team or FHLTA, saying that it should have been a team event and not organised by an individual. Graham also mentioned that the TSUK website is advertising a Northern Transplant Ball on their website at £50 a ticket to celebrate Kaylee's 21st birthday.

Digibox:

It was suggested By Judith via email, as she could not attend the meeting.

That we should purchase a Digibox for the television in the flats, as all TV was to go digital in the future. This was agreed and Barrie volunteered to buy a Digibox, have it checked by medical electronics or engineering, and get it installed in the flats.

Lord Mayor's parade, London:

Joan had received a letter from “Hearts In Mind” Asking us to send three transplant patients to London (At a cost of £100 each), to partake in the Lord Mayor's parade in November to publicise the need for organ donation, apparently they are inviting transplant recipients from all over the UK. The committee discussed this at length, but thought the cost of entering plus travel and accommodation costs made it not worth while, so we declined the offer.

Annual General Meeting:.

Is to be held in the usual venue in the education block on Tuesday 11^th December. Thanks to Tony's intervention, as Barrie was told that the room was already booked by others when he tried to book it after our last AGM in December 2007.

Date of next meeting: 29^th of October 2007 at 12 noon:
Chirnside House, Tynemouth NE30 4AT.

Minutes of the meeting held on
Monday, 18^th June 2007 at Tyne Youth & Community Centre,
Chirnside House, Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Chair), Judith Burgess, David Hunt Graham Marsh, Joan Whitney and Adrian Woodcock.

Apologies were received from: Tony Armstrong and Jim Carlin.

Minutes of the previous meeting: Barrie Braidford proposed these as a true and correct record and Adrian Woodcock seconded this motion.

Matters arising

a) Graham apologised that he had not yet done anything about the pin badges due to Games work taking up his time.

b) Judith told the committee that she had received a formal letter of resignation from Stuart Kaye which she went on to read to all present.

Games

a)      Graham told the committee that the number of competitors competing in the British Transplant Games is now down to 30. This is due to Michael Blyszcko, Judith Burgess, Martin Hutchinson and Graeme McClure having to withdraw on medical grounds.

b)      Graham went on to say that Tony’s article in the last newsletter was misleading as the Games don’t cost the association a great amount of money as a lot of the cost is re-imbursed via sponsorship.

c)       The 2008 European Heart and Lung Transplant Games are to be held in Vichy, France from 21^st to 26^th July 2008.

Just Giving

a)     Judith informed the committee that she has registered the association with ‘Justgiving’ as a way of raising money. This will cost the association £15 per month which will be paid by direct debit.

b)     The benefits of this are that anyone can gain sponsorship for events and have it paid to our association and we are able to claim Gift Aid from any money raised.

c)      Judith suggested that Joan, as Treasurer and she, as the main contact, is the signatories on all the relevant documents. All were in agreement with this. The papers were duly signed.

Parking

a)     Mary (Sister in clinic) has spoken to Judith regarding sending out a memo to all members regarding the parking situation. Judith agreed to follow this up and speak to Mary.

b)     It was agreed that Judith should write again to Len Fenwick about the parking situation and ask what can be done for our members, pointing out that dialysis patients have their own bays and ask if the same could be done for our members as it is becoming extremely expensive to attend clinic.

c)      Barrie asked Judith to point out that the disabled bays outside the Cardio dept are taken up with Porto cabins making difficulties for those who have difficulty walking.

Any other business

a) Joan brought to the attention of the committee that we have just purchased a new computer for Dr Gareth Parry at a cost of approx £700.

Date of next meeting: Monday, 17^th September 2007 at 12.00 (noon) at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT

FHLTA/JB/18.6.07

Minutes of the meeting held on Monday, 16^th April 2007
at Tyne Youth & Community Centre,
Chirnside House, Mariners Lane, Tynemouth, NE30 4AT.

Present: Barrie Braidford (Chair), Tony Armstrong, Judith Burgess,
Jim Carlin, David Hunt, Graham Marsh, Joan Whitney and Adrian Woodcock.

Apologies were received from: Stuart Kaye

Minutes of the previous meeting:

a) It was pointed out that the amendment was still not correct and that it should read “All competitors will be offered a subsidy of £10 per person per night in addition to registration fees, Gala Dinner and travel costs”.

b) Following this amendment Joan Whitney proposed that these minutes be accepted as a true and correct record. Tony Armstrong seconded this motion.

Matters arising

a) The new rule books are now waiting to be distributed with the latest edition of our newsletter to all our members.

b) Judith asked Barrie to let her know if the newsletters do not arrive within the next few days so that she can follow this up.

c) The car stickers have been printed but unfortunately with the wrong web address on. As it was our mistake the printer has quoted £300 for them to be printed again with the web address amended. It was agreed that we should go ahead with this.

d) Graham told the committee that he has yet to follow up the idea of pin badges.

e) Judith told the committee that she had written to both Stuart Kaye and Derek Riley regarding committee meetings. Stuart has replied saying that he will have to stand down due to work commitments and will send a formal letter of resignation. There has been no reply from Derek Riley.

f) Judith has not received a reply to her letters re Parking charges and Prescription charges. Barrie asked Judith to write to Len Fenwick again asking for an answer and also to ask why the MRI scanner is parked across the disabled bays at the entrance to the Cardiothoracic Department.

Games

a) Graham informed the meeting that there are 31 competitors and 17 supporters attending the British Transplant Games in Edinburgh.

b) He went on to say that he is still waiting for the majority of registration forms to be returned to him before he can go ahead and order kit for the newcomers.

c) It was agreed that Judith should write to Christine Evans, TSUK Chair outlining the amount that we had agreed to pay to Lynne Holt towards her costs for Bangkok 2007 and the reasons behind this.

d) Joan went on to tell the committee that she had received correspondence from David Donkin asking for expenses to cover the cost of the Gala Dinner and registration fee for 4 members of the FHLTA taking part in the forthcoming badminton tournament. Joan has forwarded a cheque made payable to “Transplant Badminton Tournament – Gateshead”.

e) Graham suggested that Joan should not have sent a cheque payable to this account but should have told David Donkin that any of our members taking part in this tournament should have claimed their expenses from Joan, the FHLTA treasurer in the usual manner.

Newsletter

a) Judith asked the committee if they had any ideas as to how to make the newsletter more informative for our members as she felt that in its present state there is too much about sport etc and not enough information for our members.

b) Judith went on to suggest that we should be using the newsletter as a tool to inform our members how we spend our money. Another suggestion was to have a profile of members of the medical staff and went on to suggest that Mary (Sister) should be the first one to be approached. All were in agreement with this.

c) Graham went on to suggest that we should have an article entitled “How your money is spent” and suggested that Joan sends this information to Judith bi-annually.

Accounts/Invoices

a) Judith suggested that as Tony has said he may resign from the committee after Christmas that he should hand over the job of invoicing for rents to someone else.

b) Tony said he may stay on the committee but even if he doesn’t he is still willing to continue with this job.

c) Judith suggested that Tony should hand over the ‘Eric James memorial fund’ to the Treasurer, Joan Whitney but Tony suggested that it should be handed over to Barrie Braidford, our Chairman. All were in agreement with this.

d) It was asked if there is any way some of this fund could be spent and Tony agreed to speak to Gareth and John Dark, giving them the relevant forms to see if any of their medical staff require any financial assistance for further education.

Any other business

a) Jim Carlin has been invited to the AGM of the Northern Ireland Transplant Association and was given the date 13^th June 2007 and booked his flight to attend on that date and it had been agreed in the previous meeting that the cost of this would be met by the FHLTA. However, when the official invitation arrived the date is 20^th June 2007. As his flight is non re-fundable it was agreed to write off the cost of this as the flight will not be wasted as Jim intends to travel to Ireland on that date but will be unable to attend the AGM.

b) Barrie has had to purchase Toner for his printer and due to problem with his computer has bought a ‘USB pen’ to load important FHLTA information on as a back up. It was agreed that the association would meet the cost of these.

c) It was agreed to give Barrie a float of £500 to be used for postage costs when sending out the newsletters. This will be topped up after every large posting.

d) Judith informed the committee that she is travelling to Brussels on 25^th May as the representative of the British Heart & Lung Transplant Association (BHLTA) at the General Assembly of the European Heart & Lung Federation. All her costs are to be met by the BHLTA.

e) It was suggested that Joan write to Carol Davidson again regarding the logo on the ‘Children’s Sports Team’ headed paper as our logo is still not on the paper. It was suggested that Joan also ask Carol for an acknowledgement for the £4,500 which was sent to her on behalf of the children.

Date of next meeting: Monday, 18^th June 2007 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT.

FHLTA/JB/16.4.07

Minutes of the meeting held on Monday, 5^th March 2007
at Tyne Youth & Community Centre, Chirnside House,
Mariners Lane, Tynemouth NE30 4AT.

Present: Barrie Braidford (Elected Chairman), Tony Armstrong (Retiring Chairman), Judith Burgess, Jim Carlin, David Hunt, Graham Marsh, Joan Whitney and Adrian Woodcock.

Apologies: there were no apologies received.

Minutes of the previous meeting:

a) Graham pointed out that under the section of British Games (item b) this should read: “It was agreed to offer each competitor a subsidy of up to £75 per night plus travel costs”

b) Following that amendment Tony Armstrong proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Matters arising

a) The new rule books have now been printed and are ready for distribution with the next edition of the newsletter.

b) Judith has been given a quote of £596 + VAT for 1000 car stickers and brought along a proof for all to see. All were in agreement that she should tell the printer to proceed.

c) Tony informed the committee that parking charges at the hospital are now £1.10 per hour and disabled stickers are only usable in disabled bays. It was agreed that Judith should write a follow up letter to Len Fenwick, Chief Executive with our concerns.

d) The date of the next AGM is Tuesday, 11^th December 2007.

Appointment of new Chairman

a) Graham proposed that Barrie Braidford should be elected as the new Chairman and Judith seconded this motion. All were in favour and Barrie was duly elected.

b) As Barrie was the previously the Vice Chairman, Graham proposed that Adrian be appointed as Vice Chairman. Joan seconded this motion. All were in agreement and Adrian was duly elected.

Committee members

a) It was agreed that Judith should write to Stuart Kaye and Derek Riley to ask if they are able to continue as committee as they have not been able to attend meetings for some time due to work commitments.

b) If these members are now unable to continue as committee members it was agreed that Judith should advertise for new committee members in the newsletter.

World Games funding

a) Following correspondence from Christine Evans, Chairman of Transplant Sports United Kingdom (TSUK) which gave more information it was agreed that we should offer Lynne Holt £100 towards her costs.

b) It was felt that this was a fair amount given that no other hospital/transplant association had been approached for funding and out of approximately 100 competitors there were originally 7 selected from the Freeman Sports Team and the figure was on a pro rata basis.

British Games

a) Graham informed the committee that to date there will be 29 competitors and 16 supporters from the Freeman Team attending the British Transplant Games to be held in Edinburgh, 26^th to 29^th July 2007.

b) All accommodation for this event has now been booked.

c) Barrie has received correspondence from Carol Davidson on behalf of the Children’s Sports Team asking for £3,500 to cover the cost of 14 children and their carer attending the British Transplant Games and £1,000 to cover the costs of 10 children attending the Children’s Hall Sports to be held in Sheffield later this year.

d) All were in agreement with funding both these events.

Any other business

a) Graham has received correspondence via the website asking if transplant patients are exempt from prescription charges. Judith explained that only people with diabetes, epilepsy or thyroid problems are exempt on medical grounds.

b) It was suggested that we write to the Minister of Health to ask them to consider including transplant patients. Judith agreed to do this.

c) Judith suggested that we have a guest book on our website. All were in agreement with this.

d) Judith expressed concern that only Graham is able to update the website and thought that a second person should also be able to do this. Judith went on to volunteer to do this but asked if she could purchase the appropriate software. All were in agreement with this.

e) Joan asked if anything further had been done regarding the purchasing of pins to commemorate transplant milestones i.e. 5 years, 10 years etc. Graham volunteered to look into this.

f) Jim has been invited to the Northern Ireland Transplant Association AGM as our representative and asked the committee for the cost of his flight. All were in agreement with this.

Date of next meeting: Monday, 16^th April 2007 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT

FHLTA/JB/05.03.07

Minutes of the meeting held on Wednesday, 17^th January 2007
at Tyne Youth & Community Centre, Chirnside House,
Mariners Lane, Tynemouth NE30 4AT.

Present: Tony Armstrong (Chair), Barrie Braidford, Judith Burgess, Jim Carlin, David Hunt, Graham Marsh and Joan Whitney.

Apologies were received from: Stuart Kaye and Adrian Woodcock.

The meeting began by welcoming David Hunt to the committee and introducing him to all the other committee members present.

Minutes of the previous meeting: Graham Marsh proposed that these minutes are accepted as a true and correct record. Jim Carlin seconded this motion.

World Games Funding:

a) It was suggested that we decide how much funding we are to give to the athletes attending the World Games. All were in agreement with this.

b) It was agreed that we should pay for the flight for each athlete attending the World Games. It was also agreed that if any one of these competitors were struggling to raise the money to attend these Games then the FHLTA would meet the costs.

c) Should anyone raise any sponsorship for these Games that in turn should come back to the FHLTA.

d) The committee have received an email from Lynne Holt asking for £2,000 to cover her costs of attending the World Transplant Games.

e) At the request of other committee members, Judith contacted Lynne to ask if she had applied to any other hospital/transplant association for funding. Lynne replied to this telling us that she had not.

f) By a majority vote it was agreed that the FHLTA should not give any funding to Lynne because the UK team is made up of competitors from other hospitals throughout the country and to expect the FHLTA to fund the costs incurred with the role as Team Manager is disproportionate.

British Games:

a) Graham told the committee, the British Transplant Games are to be held in Edinburgh later this year and accommodation is more expensive than other years and asked if the FHLTA would offer a subsidy of £10 per person per night along with the usual cost of the gala dinner and registration fee.

b) It was agreed to offer each competitor a subsidy of up to £75 plus travel costs.

Stationery:

a) Tony has done some enquiries re printing of new rule book and has been quoted £256 for 1000 books. It was agreed to go ahead with this.

b) It was suggested that the Organ Donor Register logo and telephone number was included on the back page of the rulebook. Judith agreed to email this to the company who will be printing them

c) Judith apologised that she had not done any follow up work on car stickers and promised to attend to it.

Parking:

a) At the AGM in December, it was brought to the attention of the committee some members are finding the parking charges, at the hospital, expensive. This is due to some being part of low-income families and having to make regular visits to clinic with long waiting times.

b) Judith informed the committee that she had been given the name of the contact to write to at the hospital on this matter by one of our members, Mr Alf Brown, who was in attendance at the AGM.

c) It was agreed that Judith should write to the PCPI Office, Community Advisory Panel at Freeman Hospital to see if they could help us with this matter.

Any other business:

AGM – Barrie brought to the attention of the committee that a date is needed for the next AGM.
Volunteers – Judith informed the committee that she had received an email from Julia Mole, whose father had his heart transplant at Freeman hospital, saying she that she wishes to help with our association’s work in any way she can. It was suggested that Judith write to her asking her if she could help Barrie with the distribution of the newsletter. Tony also agreed to contact Julia’s father to see if he would like to join the committee.
Conference – Joan brought to the attention of the committee that she had received a letter from Prof Dark thanking the association for the £20,000 given to finance staff attending the annual International Society of Heart and Lung Transplantation conference. Last year’s meeting was held in Madrid costing £10,000 and this year it is to be held in San Francisco, again costing £10,000. Tony reminded the committee that we would be funding next year’s meeting also.
Bank Signatures – As David Donkin is no longer a member of the committee it was suggested that his name be removed from the list of signatures. It was agreed that Barrie should added to the list in his place.
Chairman - Tony informed the committee that he wishes to stand down as Chairman but has agreed to remain on the committee until the AGM. Joan Whitney went on to offer her thanks for all the work and advice he had given to FHLTA over the years. Judith seconded this and all were in agreement.
Fundraising – Joan brought to the attention of the committee that one of our members, Jan Kempton has raised £5,500 by running the 3 peaks and she asked what the money would be spent on. It was suggested that Joan writes to Jan telling her that her money has helped fund the annual International Society of Heart and Lung Transplantation conferences that the staff have attended.

Date of next meeting:

Monday, 5^th March 2007 at Tyne Youth & Community Centre, Chirnside House, Mariners Lane, Tynemouth. NE30 4AT

FHLTA/JB/17.1.07

Minutes of the meeting held on Monday, 20^th November 2006
at the Freeman Hospital, Newcastle.

Present: Tony Armstrong (Chair), Barrie Braidford, Judith Burgess, Graham Marsh and Adrian Woodcock.

Apologies were received from Jim Carlin, Stuart Kaye, David Lyth, Derek Riley and Joan Whitney.

Minutes of the previous meeting: Tony Armstrong proposed that these minutes are accepted as a true and correct record. Graham Marsh seconded this motion.

Matters arising: There were no matters arising from the previous minutes.

Badminton Tournament 2007 – the final chapter.

a) Following the meeting of the badminton players on 11^th October 2006, David Donkin emailed Judith Burgess saying that he has chosen to go alone.

b) Judith replied to this and circulated her reply to all committee members.

c) Since this Gerry Jardine has contacted Judith expressing his concern over the situation and felt that we should be supporting David in this venture and asked that his letter to be read at the AGM, as he is unable to attend.

d) Judith suggested that he had not fully understood the situation.

e) Graham went on to suggest that some of our members did not fully understand the situation and David Donkin should not have ‘hijacked’ a TSUK annual event to raise funds for the FHLTA. Judith supported him with this statement and went on to say that if David Donkin wanted to raise funds for the FHLTA he should have done so by organising a totally separate event i.e. a sponsored event or coffee morning etc.

f) Barrie suggested that the ‘Badminton Tournament 2007’ should be added to the AGM agenda.

g) Graham went on to point out that Games is on the agenda and he would be willing to bring it up within this item. All were in agreement with this.

Annual General Meeting

a) As Tony is to be on holiday, Barrie is to chair the AGM.

b) The catering has now been organised and 70 people are being catered for with the usual menu. Soft drink will also be provided.

c) Barrie is to purchase a box each of red and white wine and one case each of beer and lager.

d) It was suggested that the 21^st Anniversary should also be added to the agenda under AOB, all were in agreement with this.

e) As the incorrect minutes have been printed, Judith agreed to send the proper minutes to Graham who in turn will get them printed and bring them to the meeting.

Celebrity Calling

a) Graham told all in the meeting that Virgin Radio had run a competition asking the general public to contact a celebrity, asking them if they would be willing to be interviewed on radio.

b) There were 153 celebrities involved and the general public had to vote for a winner. The nominee would win £10,000 and their celebrity won £10,000 for their chosen charity.

c) Graham contacted the Rt Hon Tony Blair MP who in turn contacted the radio station leaving a message saying that he was more than willing to be involved. Graham stated that if he won he would take out £3000 towards the cost of the World Games etc and the remaining money would be split between the Freeman Heart and Lung Association and Tyne Youth and Community Centre.

d) Mr Blair was more than happy to be involved and he and Graham won the competition. In turn, Mr Blair gave his £10,000 to Graham for his chosen charities. This mean the FHLTA will gain £8,500 because of this venture.

e) Since this Graham has been to the Prime Minister’s home for tea.

Stationery

a) Tony will sort out the printing of new rulebooks on his return from holiday.

b) Judith told the meeting that there are quite a few firms on the Internet who print car stickers.

c) It was suggested that we include our web address on the new stickers. All were in agreement with this.

d) It was agreed that we have 1000 stickers printed and Judith agreed to make some further enquiries.

Any other business

a) Barrie told the committee of a suggestion he had been given whilst in clinic – the suggestion that we use our bank interest to provide a holiday to the value of £250 twice yearly to transplant patients using their transplant number as a means of drawing out the lucky winner. Although this was thought to be a good idea it was suggested it may be frowned upon by the Charity Commission

b) Judith suggested that the next newsletter should be delayed until March due to the delay with the latest issue.

c) Graham suggested that we award pin badges to celebrate landmark transplant birthdays, i.e. 10 years, 15 year, 20 years.

d) Judith suggested sticking with the original FHLTA pin badges with a number put into the heart.

Date of next meeting: 17^th January 2007 at 12.00 (noon) at the Tyne Youth and Community Centre. (Post Code: NE30 4AT)

FHLTA/JB/20.11.06

Minutes of the meeting held on Wednesday, 11^th October 2006
at the Freeman Hospital, Newcastle.

Present: Tony Armstrong (Chair), Judith Burgess, Jim Carlin, Graham Marsh, Joan Whitney and Adrian Woodcock.

Apologies were received from: Stuart Kaye

The meeting began by welcoming Adrian Woodcock as a member of the committee.

Minutes of the previous meeting:

Tony Armstrong asked for it to be noted that he was not in agreement with David Donkin being asked to stand down as Badminton/Volleyball Manager so therefore it should read that the majority in the meeting was in agreement with this.
Following this amendment Graham Marsh proposed that these minutes be accepted as a true and correct record. Joan Whitney seconded this motion.

Badminton Tournament 2007

Judith told the committee that upon checking with the Charities Commission helpline she was verbally informed that it is illegal to raise funds using stationery or promotional literature of one company or organisation and then have that money paid into a different named account. Therefore money cannot be raised in the name of the FHLTA and paid into any other account than that of the FHLTA. This information was confirmed in writing with a letter from the Charities Commission
Given this information Judith pointed out that the compromise the committee had offered to David Donkin at the last meeting was wrong.
Given this information, Graham Marsh proposed that David Donkin be given two options that he either uses the good offices of the FHLTA for the badminton tournament or he goes alone. Tony Armstrong seconded this proposal. All were in agreement.

Annual General Meeting

The date for the AGM is Friday, 8^th December 2006. Judith has brought the invitations, which Tony will pass on to Barrie to send out.
Tony suggested that the invitations be sent out with the newsletter to save money on postage. Judith agreed to contact Barrie to ask him to do this.
Tony agreed to contact the caterers with numbers etc. He also agreed to sort out refreshments for the buffet.
Tony went on to tell the meeting that there has to be a quorum of 20 people for us to proceed with the AGM.

Stationery

Judith asked that now we have changed our name to Freeman Heart & Lung Transplant Association that we think of having new rulebooks and car stickers.
As we now have no contact for the printing of car stickers it was agreed to contact The British Heart Foundation to ask who prints theirs and Judith agreed to look on the Internet for information.
Tony agreed to make enquiries regarding the printing of new rulebooks and asked Judith to send him the minute of the new ruling for committee members.

Any other business:

There was no further business and the meeting closed at 1.30 p.m.

Date of next meeting: Monday, 20^th November 2006 at 12.00 (noon)

FHLTA/JB/11.10.06

Minutes of the meeting held on Tuesday, 12^th September 2006
at the Freeman Hospital, Newcastle.

Present: Tony Armstrong (Chair), Barrie Braidford, Judith Burgess, Jim Carlin, Graham Marsh and Joan Whitney.

Apologies were received from: Stuart Kaye and David Lyth.

Minutes of the previous meeting: Joan Whitney proposed these minutes as a true and correct record. Barrie Braidford seconded this motion.

Matters arising: There were no matters arising from the previous meeting.

Annual General Meeting:

a) Judith asked if she could go ahead and get the invitations printed for the forthcoming AGM. All were in agreement with this and it was confirmed that the AGM is to be held on Friday, 8^th December.

b) Judith agreed to get the printing done and bring the invitations to the next meeting for Barrie to send out.

Committee members:

a) Judith told the committee that she had asked Adrian Woodcock if he would be interested in joining the committee as we have a place available. He has agreed to join and will be available for the next meeting.

b) It was agreed to co-opt Adrian on to the committee.

Badminton Tournament:

a) Following the extra-ordinary meeting and the letter that was sent to David Donkin from the Chairman, Tony Armstrong, asking him to close any account named ‘Freeman Transplant Sports Team’ David has met with Tony and Barrie Braidford and is willing to name the account ‘Badminton Transplant Tournament, Gateshead’.

b) Judith expressed her concern of this separate account as she feels we are missing an opportunity to promote our association, as the above name will not mean anything to anyone. She went on to say that all monies should come through the general FHLTA account and this would tell people that the Freeman Team is involved.

c) After much discussion the following proposal was put to David Donkin.:-

· That he is allowed to keep his separate account and sub-committee on condition that the FHLTA are named on all correspondence and that minutes are kept of all his meetings. Copies of these minutes and other correspondence be sent to the Secretary, Judith Burgess by e-mail

e) At this point David Donkin was brought into the meeting and Tony Armstrong put our proposal to him.

f) David Donkin went on to say that he is not willing to do this, as it has nothing to do with the FHLTA; it is just a fundraising event on their behalf. He also told the meeting that he had spoken to Lynne Holt on the matter and she had told him that individuals could organise the event.

g) Judith went on to say that she doesn’t know how he is able to justify organising an event in the North East of England and not involve his Association, as this is a great opportunity to raise the profile of our sports team and the FHLTA. It could generate a massive amount of publicity for both the team and the association.

h) Joan Whitney went on to tell David Donkin that it is in his best interest to have the FHLTA involved.

i) At this point David Donkin walked out of the meeting . Given this it was agreed that Tony Armstrong would put our proposal to him in writing and ask him if he accepts this.

j) After receiving his answer, Graham Marsh is to write to him, telling him he has to stand down as Badminton and Volleyball Manager. All in the meeting agreed this motion.

Any other business:

a) Dr Gareth Parry has approached Tony Armstrong; asking if would be willing to finance a ventilating machine at a cost of £11,000. All were in agreement with this. Tony will speak to Gareth on the matter.

b) Barrie is to sort out the fridge for flat 805.

c) Jim Carlin told the committee about a summer festival that is held on the North East each summer and suggested that we have a tent/table next year to promote organ donation and the FHLTA. All were in agreement with this and Judith agreed to send off for more information.

Date of next meeting: Wednesday, 11^th October 2006 at 12.00 (noon)

FHLTA/JB/12.9.06

Freeman Heart & Lung Transplant Association

Minutes of the meeting held on Monday, 22^nd May 2006
at the Freeman Hospital, Newcastle.

Present: Tony Armstrong (Chair), Barrie Braidford, Judith Burgess, Jim Carlin, Graham Marsh and Joan Whitney.

Also in attendance: Carol Davidson and Lynne Holt

Apologies were received from: Stuart Kaye and David Lyth

Minutes of the previous meeting: Tony Armstrong proposed these minutes as a true and correct record. Graham Marsh seconded this motion.

Matters arising

a) Tony informed the meeting that John Dark would be attending our celebrations alone as his wife is on a cycling holiday.

b) Following the previous meeting, where Graham had reported that Andrew Clarke might not be able to attend the European Games due to illness, he went on to tell the meeting that Andrew had sadly died. He went on to say that his funeral is to be held on Wednesday, 24^th May which he and David Donkin are to attend. There will also be a memorial service for Andrew on Saturday, 3^rd June.

c) Judith asked the committee to agree how much funding she would be allowed for her trip to China, as part of the British team competing in the Chinese Transplant Games. It was agreed that the Association would pay for her flights at a cost of £500+. Joan asked Judith to send the appropriate invoices to her and she will then be refunded.

21^st Celebrations

a) Carol reported that the Children’s afternoon is all organised. There are 35 attending this event and there will be a balloon launch at 15.00. There will be bouncy castle, face painting and a disco. Carol is to get the helium and this will cost £40.00

b) Lynne has drafted a press release which she will send off to various media sources. Judith asked her to send her a edited version of this to send on to Centre of Life to insert into the menu.

c) After much discussion the table plan was agreed to which Judith will send on to Centre for Life.

d) Barrie is to get wine and arrange with Centre for Life to take it early so that it can be chilled.

e) Tony has contacted Gregg’s but was told they no longer do cakes but he has a contact who is willing to make two cakes, one fruit, one plain.

f) It was agreed that Lynne would e-mail a list of all transplant recipients attending the celebrations to Barrie. This is for a special prize of £50 for the transplant number drawn out.

g) The evening would take the following format:

19.00 – Drinks

19.45 – Meal

21.00 – Speeches followed by the raffle and cutting of the cake

22.00 - 0015 – Band

h) It was agreed that Judith draw up an itinerary for Peter Lawson which will read like this:

Grace to be said by Barrie Braidford, Vice Chairman of the Freeman Transplant Association and heart transplant no 638.

Welcome by Tony Armstrong, Chairman of the Freeman Transplant Association and heart transplant no 31

Lynne Holt / John Dark to give a short presentation on the Transplant programme

Raffle

i) Judith is to ask the Centre for Life if there will be any parking allocated at the Centre for Life.

Any other business

a) Tony Armstrong told the meeting that he had been informed that there were flees in the flats but pest control were unable to find any. It seems some of the mattresses have no covers and it was agreed to buy 7 new mattresses at a cost of £200 each.

No date was set for the next meeting. Secretary will consult members re best date.

FHLTA/JB/22.5.06

Minutes of the meeting held on Monday, 2^nd May 2006
at Freeman Hospital, Newcastle.

Present: Tony Armstrong (Chair), Barrie Braidford, Judith Burgess, Jim Carlin, Graham Marsh and Joan Whitney.

Apologies were received from: Carol Davidson, Lynne Holt, Stuart Kaye and David Lyth

Minutes of the previous meeting: The following corrections were made to the minutes: a) C & E Maughan should read F E Maughan and b) Berson to be corrected to Burston. After these corrections Tony Armstrong proposed that the minutes be accepted as a true and correct record. Barrie Braidford seconded this motion.

Matters arising

a) Graham told the meeting that Marks & Spencer Outlet are to donate three £25 vouchers for the raffle. Barrie handed over a £50 voucher from F E Maughan.

21^st Celebrations

a) Joan told the meeting that to date there have been 115 tickets sold.

b) Tony told the meeting that John Dark has told him that he will be attending our celebrations and that he is willing to do a short speech. He will confirm this in writing.

c) It was agreed, that we didn’t need a photographer to be at the event as most people own a digital camera and photos can still be sent to Graham to put on our web site for people to download.

d) Judith has contact Peter Lawson and he has agreed to be our Master of Ceremonies.

e) It was agreed that we purchase 18 bottles of Carva, 2 bottles of red wine and orange juice for the pre-dinner drinks. Barrie to purchase these on our behalf and try to get them on a sale or return basis.

f) It was suggested that we have 2 bottles of white and 2 bottles of red wine on each table.

g) As Carol Davidson has not sent a report for the meeting it was suggested that e-mail Carol to confirm numbers for the children’s afternoon event and Judith to e-mail her to ask for a report.

h) An article, publicising our event has appeared in ‘The Journal’ and ‘North East Exclusive’. Graham will now contact the Chronicle, the BBC and ITV.

i) Tony is to contact ‘Greggs’ to ask if they would consider doing a ‘birthday cake’ for our event. Barrie will contact Pauline Duffy, the first heart transplant at Freeman Hospital, to ask if she will cut the cake.

Games

a) Graham told the meeting that Andrew Clark may have to cancel his place at the European Games, to be held in Naples in June, as he is ill. If he does cancel we will get a full refund.

b) The kit for the European games is to cost each competitor £25. The question of how everyone will get there kit arose at two parcels of kit are being sent to Graham. Judith suggested that we put the parcels on the aircraft as luggage and the FHLTA foot the bill for this. The other suggestion was to post out kit to people. Nothing was agreed as we sort this at a later date.

c) Stuart is to attend a meeting at Bath, in place of Graham, to discuss the British Games.

d) Graham has booked 6 rooms at the Hilton in Bath for those who do not wish to stay on the university complex.

e) There are 19 competitors and 4 supporters attending the British Games in Bath.

f) The TSAGB are sending a team of British Athletes to China to take part in the 2^nd Chinese Games. Judith is one of these, one of only two heart transplants attending. Judith went on to tell the committee that her local pub are going to be raffling off televisions after the World Cup and in return for Mick (Judith’s husband) doing the wiring for these televisions all money raised from these will be donated to the FHLTA. Given this Judith asked if she could have some of the money raised towards her costs of travelling to China. All were in agreement with this.

Any other business

a) Judith expressed concern over the numbers attending meetings. This is due to the fact that some of the committee work and find it difficult to get to meetings. She asked if we could discuss this matter further at a future meeting. All were in agreement with this.

Date of next meeting: Monday, 22^nd May at 12.00 (noon)

FHLTA/JB/2.5.06

Minutes of the meeting held on Monday, 3^rd April 2006
at Freeman Hospital, Newcastle.

Present: Tony Armstrong (Chair), Barrie Braidford, Judith Burgess, Graham Marsh and Joan Whitney.

Apologies were received from: Carol Davidson, Stuart Kaye and David Lyth.

Minutes of the previous meeting: Tony Armstrong proposed these minutes as a true and correct record. Barrie Braidford seconded this motion.

Matters arising:

a) Barrie told the meeting that he had a promise of a raffle prize from C & E Maughan and also that David Berson from Real Access had promised him £50. Graham went on to say that he is not very hopeful about getting a raffle prize from M & S.

b) It was brought to the attention of the committee that members are not receiving copies of the newsletter. Barrie assured the committee that he has been sending them out.

21^st Celebrations:

a) It was agreed that all cardiothoracic staff should be charged £10 for tickets for the 21^st celebrations.

b) It was agreed that Graham should add contact details to all the posters in the hospital.

c) Tony informed the meeting that Gareth Parry would not be able to attend the celebrations and it was suggested that he ask John Dark if he would consider giving a short speech. Graham suggested asking Christine Evans of the Transplant Sports Association (TSAGB).

d) Judith asked the committee to help with the contract and the following was agreed:

Judith to be the named contact
Layout of 10 per table
Arrival of guests 7.00p.m.
Dinner 8.00 p.m.
Closure of bar 12.30
Departure 1.00 a.m.

e) It was agreed that Judith sends off the contract with these details and if there is any problems they can get back to her.

f) The Centre of Life has given Judith details of a photographer and it was agreed the Judith should contact him.

g) It was agreed that we do not need the donor bus to be at the event as this could work out to be very expensive. It was also agreed that we do not need a disco at the evening event but we will require some background music.

h) There have been approx. 100 tickets sold to date.

i) Judith informed the committee that she had written to Gareth Parry, John Dark and Paul Corris inviting them to the celebration but as yet has only had a reply from Paul Corris saying that he already has an engagement on that date but he will try to cancel it to make it to our celebrations. She went on to say that as yet she has had no reply from Peter Lawson re Master of Ceremonies.

j) Graham suggested that we ask the TSAGB if they would like to attend. He agreed to speak to Mary Twomey on this matter.

k) Judith told the committee that Astellas Pharmaceuticals have contacted her and are willing to offer £2,000 of sponsorship for the children’s afternoon.

l) Barrie agreed to purchase the pre-dinner drinks and it was suggested that he contact Asda as they may give us a subsidy.

Games:

a) Carol Davidson has asked for £3200, £160 per child, £160 per adult, towards the cost of the British Games. This was agreed to on the condition that any sponsorship money comes back to the FHLTA.

b) It was suggested that our logo should be on the Children’s Sports Team headed paper and it was agreed that Judith contact Carol on this matter.

c) Graham told the committee that there are 22 competitors and 17 supporters attending the European Games to be held in Naples in June.

d) He went on to tell the committee that Heart Research is sponsoring all the competitors.

e) Graham has sent out a letter to all competitors attending the British Games asking if anyone would prefer to stay in hotels rather than on campus as it works out cheaper @ £91 per room per night. It was agreed that Graham should go ahead and book 6 rooms for those who have requested this.

f) Graham asked if the FHLTA would initially fund a minibus for the cricket tour with repayment of this later. This was agreed to.

Any other business:

a) Barrie asked if he could purchase a laser printer. This would enable him to do address labels easier. All were in agreement with this.

b) Tony told the committee that Dave Donkin has sent his written resignation to him. It was agreed that Tony should reply to him with a thank you for all his past work.

Date of next meeting: Tuesday, 2^nd May 2006 at 12.00 (noon).

FHLTA/JB/3.4.06