Executive Council Summary Minutes

Beginning with our September 2021 meeting, here you will find a summary of the minutes from our Executive Council meetings.

For further information on any aspect of the minutes or the work of the Executive, please contact our secretary at secretary@nihca.co.uk.

Summary Minutes Of NIHCA Executive Council Meeting

Wednesday 22nd November 2023

  1. Feedback from Ewan Kelly – Ewan joined the zoom meeting to discuss the feedback on his report following the residential trainings in March and October 2023. It was agreed to go forward with this report.
  2. NI Bereavement Network Website – an email will be sent to all members to gather responses and suggested additions.
  3. UKBHC code of conduct – this is being reviewed and will be disseminated to all NIHCA members.
  4. Reports from office Bearers –

President – reported on NIHCA website, constitution and membership application form.

Secretary – reported on new membership and invites to NIHCA membership to events.

Treasurer – reported on monthly finances, grants that have been approved  and proposed venue for AGM 2024.

Director of training – reported on the future CPE unit, presented an ENHCC grant application,  gave an update on the training programme,  proposed purchase of recording/streaming equipment,  gave an update on promo material, suggested millage allowance for NIHCA training events and reported on a link with NAHC.

  1. Encompass – a report from one of the SE chaplains was given on how this has been operationally for the chaplaincy department. A suggestion was made to do training for Encompass as this will be introduced to all trusts.

Summary Minutes Of NIHCA Executive Council Meeting

Monday 18th September 2023 (Via Zoom)

• Derek presented a summary of the Chaplaincy Managers’ survey giving insight into each of the Trust’s Chaplaincy Department.
• The outcome of a joint email, from the Treasurer and Secretary, to NIHCA members regarding membership fees for 2023/24 was detailed.
• Invites were sent out to all NIHCA members for events in Armagh Cathedral and Clonard Belfast.
• CPE unit is planed for April – June 2024.
• ACPE Ireland has brought in a deposit for those who are post interview.
• Payment by NIHCA for CPE was discussed in light of some who do this course but never follow on with any Chaplaincy work.
• Grant application was approved for Post Graduate Certificate.
• The training programme for Autumn 2023 was outlined by Michael – 11th and 12th Oct 23 at Drumalis with speaker Ewan Kelly; reflective writing Nov 23; Baroness Finley Nov 23.
• Speaker fees for training were agreed for an upcoming event with the Palliative Care Team Spring 2024.
• Ken and Michael reported on the Regional Dementia and Spirituality working group after meeting with some of the Trusts,
• A draft of the trifold promotional leaflet was presented by Derek and the content was agreed for printing.
• Encompass – it was agreed that record keeping would be best standardised for all the Trusts. It was also suggested that the NIHCA would be the best platform for Encompass training. Date agrees for online session in Feb 2024
• The Treasurer presented monthly bank accounts and reported two new member-ship applications.
• it was agreed that the office bearers can verify a new membership application at any given time rather than waiting for a quarterly Exec meeting. This will prevent a delay in a new member being accepted and availing of forthcoming training days
• Honorarium was agreed for maintenance of NIHCA website and Facebook.

Summary Minutes of Executive Council Meeting on Tuesday 28th February 2023 (via Zoom)

  • Rev Derek has made further contact with Chaplaincy Line Managers in Healthcare and Hospices, to give an insight into the Chaplaincy in each Trust/Hospice.
  • Nominations to Executive, including any changes at AGM
  • Michael gave the Executive an overview of the report from the Membership Committee Sub-group the Executive agreed this proposal to amend the constitution and that it would also be brought to attention the membership at our AGM
  • Thank Michael for The Pulse It was suggested that a disclaimer should be placed on an Article stating that the views expressed are not the views of the NIHCA.
  • Healthcare Pastoral Visitors Course – there are 10 applications registered on the course from various denominations
  • ni-chaplains.online and OVH Cloud – it was agreed that that these should be cancelled.
  • Training with Ewan Kelly
  • CPE Grant Applicants and Funding Criteria
  • Work is on-going on the Promo material.
  • Encompass – the need for Chaplaincy and the NIHCA to be aware of the impact of the Encompass programme on Chaplaincy in regard to referrals and lists

Summary Minutes of Executive Council Meeting on 1st December 2022 (via Zoom)

• NIHCA/CPE the next unit will be April to June 2023.
• We continue to improve our communication and professional standing with our Healthcare Trusts, Chaplaincy Managers and Church Leaders – we plan to do this by asking for a response to the report NIHCA: Past, present and future
• We will be looking for new Nominations to Executive at the AGM.
• We are continuing to look at ways to broaden the membership of NIHCA.
• We continue to look at the necessity of a Business Case for DoH.
• We sent out prayers to the membership and for the Hospital Quiet Rooms and Chapels on the death of Queen Elizabeth II
• To support staff some sites – Marked St Luke’s Day by meeting to pray with staff
– chocolates and You Matter booklet were delivered in some ED departments.
• we note that Humanism/Non-religious pastoral support –have made contact with all Chief Executive and Healthcare Providers for volunteers to work in the hospitals.
• ARU/CTF – we continue to build relationships for training courses.
• Thank Michael for The Pulse – Bi-monthly. Planning on using chaplains from different Trusts and learning about roles, employers and teams.
• Looking at the need for NIHCA promotional material and or a pop up stand
• The Hope in a crisis booklet is available for call-out and end of life situations. and the You Matter booklet to be used with staff.

Summary Minutes of Executive Council Meeting on 24th August 2022 (via Zoom)

  • The next CPE course maybe April 2023
  • Paper – NIHCA Past, present and future to be sent out to NIHCA membership, Health Care Employers, Trust Mangers and Church Bodies.
  • How to care for our chaplains?
  • Continuing to – highlight the need for research and evidence based practice.

– prepare a business case with DoH.

– build a professional standing by reports and surveys.

  • Derek as President if available to visit Trusts and Hospices to develop relationships.
  • Agreed to print 10 000 copies of the You Matter booklet by Vivienne Manley.

Summary Minutes of Executive Council Meeting on 28th June 2022, 11.30am.  (Via Zoom) 

The MOU with Anglia Ruskin University/Cambridge Theological Federation was agreed at AGM and is signed.
We have members who are interested in shadowing two modules from Sept 2022, which may lead to tutoring.
Priorities for 2022/23 – Discussion on the focus of NIHCA,
-the need for care of our chaplains,
-looking at the business case with DoH,
-possibility of approaching people with experience for advice, e.g. Ewan Kelly experienced/Scotland, BSO contact of Michael.
– need for evidence based practice
– build up professional profile and standing.
– reformatting the surveys for trust managers, statistical and information gathering with primary lessons to take forward.
– an aim to be more proactive in contact with DoH and trust managers, plan an event and invite DoH minister
Derek as president has offered to visit Trusts and Hospices to develop relationships
The VBRP course in Drumalis was an introduction course, which was not the outcome we expected but it has led to the free places on the course in Scotland to become fully accredited, which includes a portfolio to be completed. We welcome this opportunity. Noted that 9 NIHCA chaplains have registered. Agreed to fund travel and accommodation costs for this training.
We will advertise CPE unit in September
Consideration to a budget plan for the next 5 years or 5 – 10 years.

Summary Minutes of Executive Council Meeting on 3rd May 2022, 11.30am.  (Via Zoom)

– The  grant application form for members and eligibility for funding has been updated and available on the website.

– Executive agreed to set up a MOU with Anglia Ruskin University Cambridge as our preferred provider of academic chaplaincy and report to the membership at the AGM.

– Agreed funding for transport and accommodation for the course with Ewan Kelly on Value Based Reflective Training.

-Derek sent a response to the NHS Chaplaincy Guidelines on our behalf to UKBHC

-Discussion on options to increase the honorarium by inflation, or rounding up the figures, this will be brought to the AGM.

Preparation for the AGM – reports agreed to be send out two weeks before the AGM, and any questions to be received in writing forwarded to Executive.

Executive Committee 2022-2023  nominations needed for VP Others, VP Presbyterian, Members Church of Ireland, Members Methodist.

College of Health Care Chaplains Journal – Michael, NIHCA paying for a digital copy for members.

Questions re Research Officer can be in response to the sub group report.

Summary of Minutes – 22nd March 2022 (Zoom)

Update on plans for training and CPE April and in the autumn of 2022

Damien represented NIHCA on the interview panel.

Discussion on interview questions and preparation for future interviews.

Recommendation of the Interview panel-Derek Johnston as President and Michael McMillan as Training Director.

Rosie Morton has agreed to represent NIHCA at the Bereavement Forum.

It was agreed to add to the Patient resource bank by emailing chaplains for what has been useful in their sites.

We continue to look at membership of the Journal of Healthcare Chaplaincy.

Information of places for training, with Ewan Kelly will be sent out to membership.

Positions to be filled on Executive Committee at the AGM, Methodist Member Rep, Presbyterian V.P. and Other V.P.

Summary Minutes 18th Jan 2022 10 am via Zoom

Mervyn Ewing acting Chairperson
Planning for interviews for roles of President and Training Director, Feb/March, the panel of 2 Executive members and 1 Independent representative.
CPE to be held in May 2022, for interviews Damien Quigley will represent NICHA executive committee.
We hope to find the salient points from the NIHCA survey Spring 2021 to help with vision for the years ahead.
Rev Rosie Morton accepted to represent NIHCA at the Bereavement Network.
Damien Quigley continues to update and streamline the Facebook and website pages, an aim is to help people to be directed to training events.
Agreement that new membership forms will be received by the secretary and treasurer.
We met with Anglia Ruskin University Cambridge re training.
We look at the spending budget and work on a business plan for working with the DoH.
The Pastoral Visitors course is postponed to April.
Research Network and Journal Club, Michael is stepping down as Chairperson, and Vivienne is stepping down as Secretary. The Research Network is working on a proposal for a research officer.
From the residential led by RCM consideration may be given to having an alternative view e.g. Christian Medical Association.

Summary of Minutes 16th November 2021 (via Zoom)

Letter from Fr Robert Sloan – resignation from role of President

Letter received from Norman Harrison who will standing down from Training Director in June 2022.

Setting up a sub group –  Looking at the workload of each role, President, Director of Training, Secretary and Treasurer and  if others roles are needed along with the division of Honoria.

Start the process of informing membership on an expression of interest in President and Training Director Posts.

The Vice Presidents agreed to be Acting President until the AGM, Mervyn Ewing offered to cover the first two months.

  • Reports from Office Bearers:
    1. President – Follow up to the Survey- can we look at ways to present it to e.g. academic sphere, church organisations, Trust management and pastoral chaplaincy magazines.
    2. Also looking at promoting Chaplaincy e.g. information on the patient resource bank, articles on the strength and depth of the work completed during the year to support patients and staff.
    3. Damien – is updating the website and streamlining the Facebook pages.
    4. c) Director of Training:
  • the need for a Working Group using the membership of the whole NIHCA to work on a wider business case on Professional Chaplaincy
  • Norman to look at providing Zoom at venues this was agreed where suitable.
  1. Treasurer: –

Gift sent to Fr Robert- on stepping down as President.

Membership to CHCC (College of Healthcare Chaplains) and ENHCC (The European Network of Healthcare Chaplaincy)

Date of next meeting. 18th Jan 2022, 10am.

21st September 2021, 10am. (via Zoom)

A working group to be set up, to look at the present workload of Executive Roles and if the present levels of cost would need increased or evened out. Also to look at the roles of the members according to the constitution and the possibility of a link person to liaise with the Trusts/employers. As we look at the business case for DoH can we consider other roles that may be funded for example a Liaison Officer linking Trusts and resources for NIHCA.

– We would like to update the website and streamline Facebook pages.
– Consideration to be given to possible academic links with the purpose of moving towards a closer connection to accredited academic and professionally recognised programmes as a means to both justify and to increase its funding for training received from the DoH.
– the patient resource bank, which has all been distributed.
– CPE Unit cancelled due to lack of numbers.
– Training Event Dromantine – October 13th -14th– October Training with Bishop Router and Karen Murray of RCM
– March 2022 Training – set now for the 8th and 9th of March (new Training programme says it is 2-3 March) – with Ewan Kelly and Andy Gillies, will be held at Drumalis, and will be a certificated professional chaplaincy qualification in Reflective Practice.
– Zoom-in-Hours – Prof. Chris Swift will undertake a Zoom-in-Hour training session with the NIHCA in December taking the theme of “chaplaincy to those in later life” and Prof Annette Callis (Vanguard University, California) will be speaking to us in January on the theme of staff care in the context of a chaplaincy led course to care for nursing staff named “Tea for the Soul”.
– Intention of Training Director to step down at the end of June 2022
– contact with Robert Cranston who will help us with the Business Plan.
– ENHCC (The European Network of Health Care Chaplaincy) membership actively re-joining
– CHCC (College of Health Care Chaplains) Michael M will take up membership as a NIHCA representative
– If someone leaves active chaplaincy, can they still pay fees and access training? – Constitution section 4:2 Associate membership open to join and attend training.
– Future training to look at in-person and simultaneously on Zoom if possible.
Date of next meeting: November 16th 10am