Jan. 19, 2026
Agenda
SSHS PPG COMMITTEE
MONDAY 19 JANUARY 2026 at 1.30 p.m. on Zoom
AGENDA
1. Apologies for absence.
2. Minutes of last meeting held on 8th December 2025.
3. Matters arising.
Page 1.
a. Future flu clinics – need for gazebos? Jane to report.
b. Return of £125 from surgery. Bev to report.
All other matters arising are on main agenda.
4. Surgery matters.
5. Treasurer’s report.
6. Newsletter.
7. Survey.
8. IT.
a. PPG mailbox
b. new email address for committee use.
c. social media.
9. Defibrillator – update.
10. Future of PPG.
11.AOB.
12. Next meeting on 23rd March 2026 at 1.30pm on Zoom.
AGM – Thursday 21st May 2026 at 7.30 pm at Ralli Room APMH
Minutes
Terms of Reference
Name
The St Stephen’s House Patient Participation Group: Friends of the Surgery.
1. Aims
The aims of the PPG are to:
1.1 Provide a patient perspective and act as a “critical friend” to the practice by providing a mechanism for liaison between patients and the practice on any matters deemed appropriate by the committee.
1.2 Work with the practice to disseminate news and information from the practice and other health-care bodies to patients using as wide a range of media as possible.
1.3 Obtain the views of patients on matters relating to the work of the practice through questionnaires, surveys and otherwise, and review the results in collaboration with the practice.
1.4 Strive to ensure that the membership truly represents and is reflective of the local practice catchment and reflect the demographics of the patient profile.
1.5 Support and be involved in Care Quality Commission (CQC) or similar, inspections and training. If there is an inspection, two members from PPG committee should attend.
1.6 Liaise with other PPG’s and organisations dealing with community medical issues.
1.7 Represent patients' views on issues and proposals for any changes in the provision of healthcare services in the area made by NHS England, Hospital Trusts, NHS Surrey Heartlands Integrated Care Board (ICB) or other bodies.
2. Membership
2.1 The PPG comprises a committee and a members’ data base.
2.2 The Committee will consist of up to eleven patients plus up to three employed members of the Practice. There is no limit to the size of the members’ data base.
2.3 The Committee comprises a chairperson, vice-chairperson, secretary, treasurer, communications officer, and up to six other members, all to be elected annually.
2.4 The term of all members of the committee is three years but any of the officers may be renewed twice, subject to decision at an annual general meeting. Non-office holding members will not normally be renewed in that position, but would be eligible for re-election in the same role after an interval of one year.
2.5 If a member is unable to attend more than three consecutive meetings of the committee, they will be deemed to have resigned.
2.6 The committee may co-opt additional members to fill any vacancies, or for particular purposes, subject to ratification at the following annual general meeting.
2.7 A quorum for a committee meeting will exist when there are five or more members present. This number should include at least one staff member, but this is not a requirement. A report from the staff, given earlier, can be presented to the committee.
3. Meetings
3.1 The full committee will normally meet four to five times each year plus an AGM. Additionally, sub groups may meet as required. Meeting dates and times should be varied to include all members.
3.2 The Annual General Meeting, to which all patients will be invited, will normally be held in April.
3.3 The Committee may also authorise a Special General Meeting, to which all patients would be invited, to address any matters of particular urgency. One months’ notice should be given for this meeting.
4. Finance
4.1 The Patient Participation Group may undertake fund-raising activities and receive funds from any source, approved by the committee, in furtherance of its aims.
4.2 The financial year shall be from April to April and accounts are to be presented to the Annual General Meeting for approval.
4.3 The accounts will be audited by a patient, who is not a member of the committee and is appointed for that purpose at the Annual General Meeting.
5. Confidentiality
5.1 Members of the committee may sometimes become party to matters which must remain confidential to protect the interests of patients or the practice. They are required to respect that confidentiality at all times.
6. Minutes
6.1 Minutes of committee meetings will be available for public viewing on the website, or similar and on a notice board in the surgery reception area, with any confidential matters removed.
7. Terms of Reference
7.1 The Terms of Reference must be approved by two-thirds of those present at an Annual General or Special General Meeting.
7.2 Any proposed amendments to these Terms of Reference must be made available to patients at least three weeks prior to the meeting at which they are to be considered.
7.3 These Terms of Reference were agreed at the Annual General Meeting held on 13Th November 2019 and revised at the PPG committee meeting October 2023.
8. Definitions
A "patient" is any person currently registered at St Stephens' House Surgery.
The "practice" is the General Practice known as St Stephen's House Surgery located in Woodfield Lane, Ashtead, Surrey KT21 2DP