Patient Panel West Berkshire: A forum for communication and co-operation between Patient Participation Groups and other health bodies in West Berkshire.

Welcome, apologies and introductions

Steering group

• Attendees: Mike Howie (Chair), Kamal Bahia (Vice Chair), Adrian Barker (Strategy and Policy Lead), Tim Benson (Data and Analytics Lead), Karen Swaffield (Communications Lead), Mike Fereday (Community Advocate), Tony Hersh (Secretary)
• Apologies: Jane Belcher (Treasurer), Jas Dabb (Social Media Lead)

Steering group observers

• Attendees: Tom Lake (Observer/Patient Voice Partner Reading), Elizabeth Chapman (Head of Service Engagement and Experience Berkshire Healthcare NHS Foundation Trust), Francis Brown (Data Officer Reading Patient Voice)

PPG representatives

• Attendees: Phil Boulter (Burdwood), Barry Dickens (Chapel Row), John Bagshaw (Mortimer), Sarah Garland  (Woolton Hill & Kintbury), Alan Breadmore (Lambourn), Adrian Barker (Falkland), Mike Fereday (Strawberry Hill), Tim Benson (Eastfield), Tony Lloyd (Woking Area Forum PPG)
• Apologies: David Weller (Thatcham), Sarah Dixon (Pangbourne), Simon Collard (Theale), Jane Minchin (Downland Practice), Gavin Smith, Karen Farris (Hungerford)

Non-PPG bodies

• Attendees: Keith Endersby (WBCH), Bernie Prizeman (Volunteer Centre)
• Apologies: Alex Kaardal (Learning Disability Partnership Board), Jacqui Page (PEP Program Lead at Royal Berkshire Foundation Trust)

Minutes and matters arising

• Minutes of the meeting held in July 2026 were agreed 
• Mike reminded the PPG chairs to provide Tony their written updates ahead of each PP meeting
• There will be a discussion regarding the name of this group and the changed name of the Steering Group (previously Steering Committee) at the next meeting
• There was a discussion of PPG's input to the draft strategic plan and next steps for completing, distributing and working up actions from the plan. The strategic plan will be discussed at the next PP meeting 
• There was a review of SHMC newsletter and PPGs were invited to produce something similar for their practice notice boards
• There was an announcement regarding the appointment of Jas Dabb as PP social media manager 
• There was a proposal that future PP meetings should be held face to face at WBCH or just online only to save costs and add convenience. We need to decide the best time to allow most people to attend 
• There was a reminder that the time of the next PP meeting on 17 November is changed to 6.30pm to 8pm. At that meeting PPG chairs should come prepared to give a short verbal update regarding their main success and difficulties during the previous 12 months and their aspirations for 2027
• Attendees were asked for any stakeholders they would like to invite to the AGM on 17 November
• PPG chairs are also welcome to invite members of their PPG to attend the AGM and future PP meetings if they can’t attend themselves 
• We will be checking email addresses for contacts, and retain those who positively respond

Presentation

Healthcare Outreach and Healthcare Courses: Jessica Jhundoo Evans, Director, Corn Exchange, Newbury

• The Corn Exchange delivers entertainment and engagements supporting physical and mental health
• The Old Library is a newer venue available
• The public have reported numerous benefits after participating in activities run by the Corn Exchange
• They deliver around 200 engagements per year and 50 workshops per week
• Courses and workshops are run to support wellness, social engagement and mental health programmes via Pilates, art classes etc
• Also run courses in the community to target groups who need support in mental health, dementia care and posture support using art and drama
• Run wellbeing classes for young children and parents including bonding skills, movement to improve wellbeing, for example, Tai Chi, ageing gracefully improving interaction, balance and movement, improving non-verbal communication
• Camera club has been launched to attract more males. Feedback has shown this has created friendships and improved wellbeing
• Engaged 5 school and 128 pupils creative art journaling to regulate and communicate emotions via art
• In the next few years they are looking at growing in the space of personal care and how art can help health and wellbeing
• Jessica will send impact report and her slides to Tony

General updates

• Adrian mentioned a new National organisation for PPGs to lobby and share information. He will send details
• There is a Health and Wellbeing Board meeting this week including Neighbourhood Health that he will follow up on

Updates from PPGs and non-PPG bodies

Written updates to be received prior to 1 week of meeting and will then be included in minutes. PPG chairs are welcome to discuss anything urgent or important from their written updates.

Thatcham PPG

Our last PPG meeting at TMP was cancelled. Not much has happened as I have been in hospital. The only matter to report is that the Practice will be having a CQC inspection next week.

David Weller

Theale PPG

NHS app patient membership is increasing and now stands at 68% of the Theale MC total patient population.

2 new senior partners have taken over within the last few months and are already shape changing the surgery/services/patient interfaces.

Closer liaison with TMC PPG and Theale Parish Council is developing with relevant material being shared to expand local awareness of what both organisations can offer and when certain potential beneficial events within the area are occurring.

Medical information obtained from local medical hubs, i.e. West Berkshire Community Hospital, Age Concern, WHD etc have been circulated to TPC/Theale Library and some local care homes for improving local awareness by replacing out of date information being held on those premises.

Parts of rear park resurfaced targeted at proactively avoiding potential fall hazards, trees cut back to allow easier parking in some parking spaces.

Simon Collard

Lambourn PPG

Not a lot to report this month. The biggest issue we have been facing is medication shortages, causing problems for the practice and patients. Newsletter sent out regarding services the local pharmacy can provide.

Alan Breadmore 

Chapel Row PPG

After our last meeting I sent the Chapel Row Surgery Senior Partner (Dr Lennox) and the Practice Manager a copy of the Patient Panel’s draft strategic plan. I wanted them to know of the aspirations of the Panel and how these would play into the future plans for the Surgery. There appeared to be no conflict of interest.

We talked about how the NHS was moving towards Neighbourhood Health. Dr Lennox thought a mismatch might develop between the Neighbourhood concept and the PCN especially for the smaller practices like Chapel Row.  Having appraised Kamal of this she thought it might be timely for us to learn of any further discussion between Matthew Pearce and the ICB.

We have not had a further PPG but have one scheduled for the evening on 22 September.

Barry Dickens

Kintbury & Woolton Hill PPG

Main flu and COVID-19 booster clinics being held at Thorngrove school, Highclere on Saturday 17 and Sunday 18 October. There will be a catch-up clinic at both surgery sites for patients that are unable to travel or are away over the main weekend. PPG members are supporting the Practices’ campaign to promote the clinics to its patient population.

A member of the group is currently part of a research team looking into the difficulties in accessing healthcare faced by elderly patients living in rural areas. Patients often struggle to at-tend a range of healthcare appointments due to lack of transport. Also examining how the summer heatwaves affected elderly patients.

No update on the approved and proposed large scale housing developments in the Wash Water area. The Government’s pause on local authority reorganisation is likely to create further delays.

Local Parish Council with the support of the PPG, the Practice and local voluntary organisations is still pushing to have local bus services reinstated.

The PPG has been invited to join the Falkland PPG stand at the Wash Common Community Festival on 26 September.

As previously notified to Adrian our PPG representative at the upcoming Patient Panel meeting will be Sarah Garland. Adrian was going to send Sarah a link to the meeting.

Gavin Smith

SHMC PPG

Of two scheduled meetings one had to cancelled because Practice members were unable to attend.

The practice has taken on a salaried GP (working four days a week), two nurses and a nursing assistant. In addition, a locum GP has joined the Practice. There is a relatively high churn rate in reception staff, and it is particularly challenging for the Practice to find suitable staff to fulfil the role.

The GPs asked the PPG for ideas to engage the "hard to reach" patients as the Practice would like to have basic information – blood pressure, weight, height, etc. Various ideas were suggested and consideration of a suitable way (or ways) forward is ongoing.

A rather disturbing issue concerning the incompatibility of data systems between health systems in adjoining counties was voiced. Patients in West Berkshire are often referred to Basingstoke Hospital. However, blood test results, X-rays, MRI scans etc can not be accessed in Hampshire and therefore have to have the tests repeated. This causes considerable inconvenience to the patient, delay to treatment and an unnecessary financial burden to the NHS. Apparently this will not be fixed until some time in 2027.

Mike Fereday

Falkland PPG

Two GPs are leaving the practice, but two more are joining.

The PPG will have a stand at the Wash Common Community Festival on Saturday 26 September. We’re hoping colleagues from Kintbury and Woolton Hill PPG will be joining us. If anyone else would like us to publicise their PPG, please let me (Adrian B) know.

The PPG will be helping at COVID-19 and flu clinics in October, guiding patients but also taking the opportunity to talk about the PPG.

We will be helping at a Macmillan cake stall that the surgery has organised on 6 October.

Some of the PPG will be helping the surgery 'take over' of Parkrun on Greenham Common on 10 October.

Our latest newsletter has just been published. (I will put this on the Patient Panel NHS Connect site – we're probably due a reminder session to Panel members as to how to access the site).

We have our open evening and AGM in November – speaker yet to be confirmed.

Adrian Barker

Mortimer PPG

The next meeting has been delayed to 30 September, and there has been little activity since July. Posters advertising the PPG have been distributed around the notice boards in Mortimer and Burghfield Common, and at the surgery.  A leaflet has also produced and copies are in the surgery waiting room and some were left at the local Mortimer pharmacy. The surgery website has been updated ahead of an intended complete revamp. However, it is uncertain when this will happen now.

Four members of the PPG have resigned, and two prospective new members will be joining us at the next meeting.

John Bagshaw

WBCH

It has been a relatively quiet summer. The new MRI unit is going well. The services are being connected, the scanners should be installed in October and after commissioning will be operational in January. There are some outstanding planning issues regarding the staff car park extension which are delaying the project. In view of the high temperatures this summer and the prospect of more hot summers the authorities and trustees are looking at the possibility of installing air-conditioning in at least some areas.

Keith Endersby

Voluntary sector

New Handybus service will pick up from villages and take patients to Newbury. Yellow parking permits will allow hospital drivers to park without charge.

Bernie Prizeman 

AOB

• Bernie suggested this group might meet in GP surgeries from 6.30pm, but it depends if staff can lock up after us
• Olivia Bailey Reading West and Lee Dillon Newbury have been invited to the AGM. If anyone has suggestions for people to invite to the AGM let Tony know
• AGM flyer to have website address in addition to QR codes
• Bernie said she would send the AGM organisation to charitable organisations 
• AGM at RBH; John B attended. New CEO has been appointed. £4.5M deficit was reported. Efficiency savings and expected but not clear where these will come from. Same day emergency care service has opened. Plans for a new hospital on a different site are moving forward

Dates of future Patient Panel meetings and speaker topics

• 17th November 2026, 6:30pm to 8pm Zoom and f2f WBCH
• Each PPG to provide a verbal 3-minute review of 2026 and aspirations for 2027
• AGM formalities
• Presentation "The Future of WBCH" (Keith Endersby)

• Present: David Weller (Chairman), Jackie Wood (Minute Secretary), Caroline Dyer (Practice Manager), Dr Rob Tayton, Dr Veltman, Keith Bright, Emma Batten, Hilary Weller, Max Dowding, Simon Hollingbery, Alice Kunjappy-Clifton, James Wilcox
• Apologies: Chris Paice, Elizabeth Hunt, Jonathan Wilding, Helen Easson (Vice Chairman), Kath Little, Rosalind Lewis, Sue Warner

Welcome

The Chairman opened the meeting at 7pm and extended a warm welcome to everyone.

Minutes of the last meeting

The minutes of the last meeting held on Tuesday 21st January 2026, having been circulated were signed by the Chairman as a true record.

Matters arising from the minutes

None

Presentation from James Wilcox, West Berkshire Dementia Hub

Stuart gave a very informative presentation about the plans for a Dementia Hub to be based at West Berkshire Community Hospital. 

• Greenham Trust will be buying the land which is situated next to the car park at West Berkshire Community Hospital.
• Fundraising has started for the building which will follow the same model as Sage House (an established dementia Hub).
• The project will be in collaboration with the council, Age UK Berkshire, Sue Ryder, Fair Close Centre and the Alzheimer's Society.
• It is hoped that the Hub will be opened within two years.

After taking questions from the PPG committee, the chairman thanked James for his time and wished him luck.

Future presentations to PPG in 2026

Dates yet to be confirmed:

• The Work and History of the Community Larder.
• CAB, Cyber Crime, Lowland Search and Rescue.

Treasures report - fund-raising account

It was reported that the fund-raising account has a balance of £1,343.92

Purchase of equipment for the practice

Nothing to report

PPG AGM review

It was agreed that the AGM was a great success and the presentations were excellent. The Chairman expressed thanks to those who had provided the refreshments. There was a conversation around ways to increase attendance next year.

Practice report, 16th June 2026 – Caroline Dyer

Report to follow

External meetings reports

• West Berkshire Community Hospital Patient Panel
  • Nothing to report
• West Berkshire Community Hospital – Mr Rob Tayton
  • The MRI project is well under way, and it is hoped that it will be taking patients by the end of the year.
    Ownership of hospital building is due to be handed back to the NHS in 2032. This is causing a few issues at the moment.

Any other business

None

Date of next meeting

The next PPG meeting is scheduled to take place on Tuesday 22nd September 2026, commencing at 7pm.

In thanking everyone for their attendance and contributions made, the Chairman declared the meeting closed at 8.13pm.

• This meeting is not a forum for individual complaints and single issues, and the PPG should not be seen as a complaint platform
• As per confidentiality rules, no personal issues should be discussed
• All views are valid; everyone’s views must be listened to and respected
• No discrimination will be tolerated by the PPG ( see Inclusivity Policy)
• The meeting will be an open, safe and honest environment.
• All members will be treated with respect and have a chance to air their views
• Members will respect each other, the practice, their staff members and confidentiality at all times
• The group will commit to delivering results for the PPG
• Mobile phones will be switched off or put on silent to not disturb the meeting.
• The meeting will start and finish on time
• All members will stick to the agenda to be discussed.
• Chairperson post and other roles for the group will be elected annually at the AGM
• This Policy to be reviewed every two years (March 2028 by the Chairman, Vice-Chairman and Practice Manager with any amendments being presented to the AGM for consideration and approval.

The PPG will comply with the 7 Nolan Principles

Although voluntary, membership to the PPG is a responsible public position. Members will represent the voice of patients registered at practice. The PPG is therefore governed by the 7 Nolan principles of public life, as identified below:

• Selflessness: Holders of public office should take decisions solely in terms of the public interest. They should not do so in order to gain financial or other material benefits for themselves, their family, or their friends
• Integrity: Holders of public office should not place themselves under any financial or other obligation to outside individuals or organisations that might influence them in the performance of their official duties.
• Objectivity: In carrying out public business, including making public appointments, awarding contracts, or recommending individuals for rewards and benefits, holders of public office should make choices on merit.
• Accountability: Holders of public office are accountable for their decisions and actions to the public and must submit themselves to whatever scrutiny is appropriate to their office.
• Openness: Holders of public office should be as open as possible about all the decisions and actions that they take. They should give reasons for their decisions and restrict information only when the wider public interest clearly demands.
• Honesty: Holders of public office have a duty to declare any private interests relating to their public duties and to take steps to resolve any conflicts arising in a way that protects the public interest.
• Leadership: Holders of public office should promote and support these principles by leadership and example.

David R Weller – March 2026
Approved and Adopted at the PPG AGM on Tuesday 14th April 2026
To be Reviewed – March 2028

Purpose

Patient Participation Group (PPG) exists to provide a voice for patients and to work in partnership with the Practice to improve services.

This charter sets out our commitment to inclusivity and respect within the Patient Participation Group (PPG). We aim to create an environment where all patients, carers, and members feel welcomed, valued, and able to contribute equally.

Commitment to Inclusivity

All members are expected to use inclusive and respectful language that does not exclude or discriminate against others based on:

• Ethnicity or cultural background
• Sexual orientation
• Gender or gender identity
• Age
• Disability
• Religion or belief
• Colour of skin
• Socio-economic background

The group will actively work to encourage participation from all sections of the community, ensuring voices from underrepresented groups are included.

Shared Responsibility

Every member of the PPG has a personal responsibility to:

• Be aware of the language they use.
• Ensure that discussions remain respectful, inclusive, and constructive.
• Respectfully challenge language or behaviour that may be discriminatory, offensive, or exclusionary.
• Support fellow members in fostering an open and welcoming atmosphere.

It is everyone’s duty to help maintain this inclusive standard. If something is said or done that goes against this principle, members are encouraged to respectfully question and address it.

Accountability and Resolution

If a disagreement or issue arises that cannot be resolved informally within the group:

• The matter should first be raised with the PPG Chairman.
• The Chair will facilitate a fair discussion, ensuring that all viewpoints are heard and considered.
• If the issue cannot be resolved at this level, it will be referred to the Practice Manager for final resolution.

The overall responsibility for ensuring this charter is upheld lies with the PPG Chairman, supported by the Practice Manager.

Review

This policy will be every two years (March 2028) by the Chairman, Vice-Chairman and Practice Manager to ensure it remains effective, relevant, and inclusive of the diverse community it serves, with any amendments being presented to the AGM for consideration and approval.

David R Weller – March 2026
Approved and Adopted at the PPG AGM on Tuesday 14th April 2026
To be Reviewed – March 2028