Aromatherapy
Council Minutes
EGM 10th
July 2007
1. Present: Carole Preen
(Secretary/Administrations Manager & Registrar), Dr Hans Meier (Lay Chair),
Apologies: Maureen Hendy, Sue Mousley,
2. Welcome & Report from Lay Chair
Minutes of the
last meeting were agreed
The Chair
informed the AC members about the Parliamentary Group for Integrated Health
(PGICH) event on the 8 May 2007.
At this event
there were three main speakers. Dr Evan Harris MP had published papers about
evidence based medicine and how this affects the complementary medicine sector.
His main argument was whether existing data is good enough to support how
medicine in general and complementary medicine in particular is impacting on
patients. He concluded his talk by saying until the complementary health sector
can provide sufficient credible evidence to support the positive effects of
complementary medicine and, homeopathy in particular, it does not have sound
base and could not be recommended into mainstream medicine.
This argument was
met by Professor David Peter – Professor for complementary healthcare and Dr
Peter Fisher, by arguing that complementary healthcare is still not recognised
by the traditional healthcare sector because of their traditional understanding
of how to compile research and also that funding for research is in the hands
of the NHS and of pharmaceutical companies. The latter have a conflict of
interest and the research undertaken is often very controversial.
The audience,
which was made up to a large extent with representatives from the Homeopathy
profession, reacted very calmly and focused to the arguments put to them by Dr
Evan Harris MP.
In conclusion
David Peter, Peter Fisher and the audience concluded that if evidence is the
basis for general acknowledgement in the mainstream medicine sector, then
funding should be provided by the NHS to the complementary medicine sector to
undertake this research to objectively enter into this debate about the
effectiveness of complementary healthcare. In order to be objective complementary
therapy specific research methods have to be developed in order to do the
profession justice and not to mix it up with traditional methods of
conventional health care research methods.
ACTION POINT> CP to upload the minutes to the AC
website
3. Finance Report
Richard Eaton
asked if we have looked at trying to obtain funded from other areas such as
European Social Funding. Hans Meier gave a brief overview why this is not
currently available. There is a group called Equal and that was to do with
mental health to help small organisations. So in terms in regulation and
complementary medicine there is nothing there at all. CP asked about the Kings
Fund. Hans has asked a contact about this but again there is no funding scope
for anything for regulation. The only funding stream that does exist is the one
that goes to the Foundation from the Department of Health. The only option
would be to approach the Department of Health directly. Frances Fewell said she
knows via the universities that DH asked Michael Pittilio to head a review of
the statutory regulation of that is going through and they would have had
substantial money to do that. Richard believes there is an association of fund
raisers and it may be worth trying to get a list from local county councils to
see if there is any organizations that may wish to help support us. Kay Barnard
agreed that there are lots of organizations who may be interested in health and
funding.
ACTION POINT> CP, HM, KB, RE & FF, to contact
the DH and also google to obtain a list.
Insurance and
company status was discussed. This has been put on hold for the moment until we
investigate the funding issues.
CP will also
speak to David Treddinick MP about the funding issue as well and ask for a
letter of support. CP will also write to Lord Colwyn for a letter of support as
he was very supportive at our launch party in the House of Commons. Hans Meier
suggested we go back to Lord Hunt’s office at the DH who congratulated us on
achieving regulation as ask him for assistance. Richard Eaton said this was
especially important since we are the flag ship for CAM VSR and have supported
other groups in providing our documentation to help them write their policies.
4. Office Admin Report
The Office
Administration’s report had been circulated in advance of the meeting and is
attached to these minutes.
Part of the Admin
report included a further request from the MHRA with regard to the ongoing work
to reform s12(1) of the Medicines Act 1968.
Discussion on the
Responsible Marketing Guide and how important this will be now that we have
this available for aromatherapists and also as information for the public that
sets us apart from others – standards of excellence. Also discussed the
possibility of another guide for consent and working on minors and vulnerable
adults. The public needs to know that they will have a full medical consultation
and if they do not then they should be asking why not. We might also publicise
this via journals and newspapers interested in
Our aim is to protect
the public so we need to raise the issues and also feedback to the professional
associations. We can do this through our Education Board and ask associations
to adopt the consultation form if they do not have a standard one in place.
The MHRA questionnaire
was discussed and Carole Preen asked what response we should do (the
questionnaire had been emailed to the group prior to the meeting). Kay Barnard
suggested that perhaps our response should be that this is inappropriate for
aromatherapy. We cannot make a meaningful response within our context for
“ingredients”. The preparation of a blend is much individualised and there are
over 400 essential oils available on the market. Each contains a variable
amount of organic chemical constituents. For example Citrus bergamia contains over 300 chemical compounds.
ACTION POINT> CP to email this reply to the MHRA
5. Education Board Report
The Education
report had been circulated in advance of the meeting and is attached to these
minutes. Frances Fewell felt this was a very helpful meeting with people coming
from lots of organisations and it was great to have these members feeling
involved in education standards for aromatherapy. The first meeting went very
well.
Next APL/APEL
meeting set for September 2007. Frances Fewell explained the APL/APEL processes
and quality assurance.
Richard Eaton
asked about whether we were covered in the Constitution for allowing the
associations to accredit schools. Carole Preen confirmed it is the standing
orders of the Education Board Appendix 7 of the Constitution. Richard Eaton
also asked about block registrations from associations. Jean Nestor said that individuals
have to apply for registration individually as this is best practice. Richard
said why not as it would be easier and less administration if a block
registration at a reduced rate was implemented. Richard Eaton also said that
based on past experiences in other organisations, such as the Law Society, block
registrations are used and this should be the way forward. Kay said block
registrations can only come from the associations whose members are at the
standard required for entry criteria for the register. Frances Fewell said that
this would be easy for some associations and not for others. Hans Meier said
that registration should be done on an individual basis at the moment to check
entry criteria. Kay Barnard said a large association with a large membership
could influence this body and Hans Meier said that we would maintain the
independency of the AC so that could not happen.
Frances Fewell
suggested that we write to the universities since we have a list of those and
help them to publicise the importance of registration and regulation,
especially when working within the NHS.
ACTION POINT> CP to write to universities to work
with them to help graduates who want to work within the NHS.
6. PR Report
The PR report had
been circulated in advance of the meeting and is attached to these minutes.
Jennifer Makin said that a small working group had been set up consisting of Carole
Preen, Sophie Hudson, Kay Barnard & herself communicating by email.
Sophie Hudson
suggested a “refer a friend” fee. Hans Meier said that as long as the “friend”
is eligible he could not see a problem with that. Sophie Hudson also said that
she had been visiting GP surgeries ad hoc and was meeting resistance from
practice managers. Carole Preen asked if she had been telling them that we were
on the NHS Direct Database and she had been. Richard Eaton suggested that we
ask the Department of Health for a supporting letter we could use to introduce
the Aromatherapy Council. In retrospect we could also try the NHS Alliance via
Michael Dixon. Kay Barnard asked if we had checked that we are actually on the
NHS Direct Database and no-one had.
Carole Preen
thanked Jennifer Makin in particular for her sterling efforts as she had done a
lot of work on PR co-coordinating the working group.
ACTION POINT> KB to check out status on NHS Direct
database.
> CP to write to the Department of Health
7. Discounted fee suggestion
The Education
Board had discussed ways of attracting members of professional associations to
become registered as well as supporting becoming a member of a professional
association. They suggested that we offer a reduced fee to everyone who
registers who is a member of a professional association that benchmarks its own
entry requirements to at least the National Occupational Standards (NOS).
It was also
suggested that schools should be encouraged to “sell” regulation through
teaching students and that it should be a selling point that schools can use to
say that their graduates that they will be able to register with the AC once
qualified. One Board member from one of the awarding bodies also suggested that
AC application packs could go in with certificates when they are sent out to
graduates.
It was also
debated about direct debit payments and whether or not they could be annual or
three yearly.
It was agreed
that the fee needs to remain at £60 for this coming year but we would review
and ideally reduce the fees once more aromatherapists were registered.
8. Constitutional changes
Suggestions for
change along with suggestions from the Education Board for changes to Appendix
7 of the Constitution and a new Appendix 8 (Appointments Committee) had been
circulated in advance to the meeting.
Appendix 8 to be
added to the Constitution.
All changes to
Constitution agreed – equal amounts lay to professional.
Need to set up an
appointments committee fairly urgently but we will have to work with what we
have got. It was suggested that the members of the Appointments Committee might
be made up on a rotational basis.
ACTION POINT> CP to update the Constitution to
reflect these changes and upload them to the website.
9. Re-validation forms/letter
Re-validation is
due on the 1st October 2007 and therefore the forms and accompanying
letter needs to be posted out late August. Carole Preen circulated a draft for
consideration. She asked everyone to come back with any suggestions/amendments.
10. Audit/Quality Assurance of the Registrar
This was on the
agenda and remit of the Education Board but after discussion they agreed that
this was a role for the AC itself. Carole Preen is concerned that no checking
procedure exists for quality control of the work of the Registrar and whilst
she is experienced in this field, if she were to leave the role, procedures
would need to exist for any future staff.
Quarterly visit
to AC office needs to be set up.
11.
Carole Preen
asked who would be willing to help her man the AC stand this year on the 6th
& 7th October 2007 as it is too much work for just one person
alone.
She also asked
for permission to purchase the furniture for the stand, as well as expenses, which
will cost around £400 and to have posters made. Carole Preen suggested working
with the PR group to design the posters. Three large professional A0 posters
will cost around £100 from a company she has used in the past who are very
reasonable and produce excellent quality work.
Hans Meier to
assist and Frances Fewell & Lorraine Davis to help occasionally as they
will be there helping on other stands too.
Agreed to pay for
furniture and posters.
ACTION> CP to organize the stand and posters will
be worked on by the PR group.
12. Report from PFIH on status of other Regulatory
Working Groups in the Foundation’ s Regulation Programme
Jean Nestor
attended the meeting as an observer from the Prince’s Foundation for Integrated
Health and kindly gave an update of how the other groups are doing. She
reported that the Reflexologists, Massage Therapists, Nutritional Therapists
and Homeopaths were quite advanced and almost at the stage of being able to be
regulated. The smaller groups are about 18 months away as they are smaller and
there are therefore smaller numbers doing the work.
Hans Meier said
that the Reiki Regulatory Working Group had thanked him at a recent Lay Chairs
meeting for being able to use the AC’s policy documents as a template for their
own. He said that we would be happy to offer the same service to any other
group that wanted to use our documents as templates. Jean Nestor said that the
Foundation’s funding runs out in March 2008 and at present there was no further
funding available so they are not sure how they will be able to further assist
these smaller groups with funding but they would like to think that they will
be able to.
Carole Preen said
that some groups were further behind because they only started coming together
under the PFIH regulation programme whereas aromatherapy had a history of some
form of co-operation on standards since 1991. Frances Fewell said one of the
problems is that some of the groups have excluded certain organisations from
becoming involved with discussions, unlike aromatherapy who opened up to
everyone. Hans Meier stated that it is important that each group feels that
they own the process they are working towards.
13. Federal Working Group Discussion
Carole Preen
attends these meetings on behalf on the AC and has circulated all the relevant
work plans and minutes to the Council members. She gave a brief report
following the problems encountered at the last meeting in June along with Hans
Meier who also briefed the group on the Lay Chairs meeting that took place last
week on the 3rd July. Hans Meier circulated a draft letter that he
proposed to send to Kim Laveley and ask for the Council’s approval.
ACTION POINT> This letter to be circulated to the
whole Council for comment before being posted.
The AC has sent
out a consultation paper to the aromatherapy associations and organisations and
feedback is due in at the end of July. To date she has received replies from
the British Complementary Medicine Association (BCMA) who have stated that they
are in complete disagreement with the current proposals and have set up their
own Voluntary Self Regulatory Federal Council. Carole Preen read out the
response. The Association of Physical & Natural Therapists (APNT) have
consulted their members and have told us they want the AC to remain in place as
a single VSR body and do not want us to become involved with any form of
federal regulator. Again Carole Preen read out the response from the APNT.
14. AOB
A request has
come in from the University College London Hospitals NHS Foundation Trust with
an invitation to participate in their
The meeting ended
at 3.30 pm.
Admin Report
AC EGM 13th July 2007
The Register
Currently
we have 506 people registered, which is a positive improvement from earlier in
the year. This means that the new register is only about 80 short of the
Consortium’s register figure for 2005/6 and that fee was only £25. The word is
getting around and people are starting to see the benefits of regulation and
registration. I believe this trend will continue to rise as we move into our
second year.
The
large mail shot I did in March to some 1300 aromatherapists was helpful and we
did also receive replies that helped to update the database.
Returned
envelopes 113
Retired
or No longer practising 45
Deceased
1
It
is still a long way off reaching our target, but the register is growing and
any new enterprise takes time to settle in.
Re-validation 1st October
2007
Re-validation
forms will need to go out in August and I attach a sample for your
consideration. Along with this form we will need a really good PR letter to
show what the AC has achieved in its first year and why aromatherapists should
re-register for another year. We will keep the fee the same at £60. Until more
aromatherapists register, we cannot afford to reduce the fee. I would like to
start up a newsletter, say bi-annual, as soon as possible, but this is also
dependent on funds and registrations. We really need to double the amount of
registrants for 2007-8. This is wholly achievable.
Council members
I
have received three resignations from Council members since March, which is
regrettable but unavoidable. Sadly David Donovan was diagnosed with a serious
health condition that prevents further participation. Ray Mingay also resigned
as he had not yet made a meeting since his appointment and now his work
commitment makes it difficult for him to commit. This was not expected when he
originally took the position and he felt that we should be able to seek someone
else who is able to give the time. The same holds for Sue Lincoln whose work
has unexpectedly increased and she cannot give the time she would have wanted
to the AC.
It
would be prudent to look at the suggestions for numbers in the revised
Constitution and then make a decision about recruiting new lay members. The new
Appointments Committee will deal with applications should you all agree to that
today.
New Guide for Aromatherapists
As
promised, I have been working on the guide for responsible marketing, to
include a treatment record consultation form to help standardise the way
aromatherapists should be working. This helps the public as well as
aromatherapists to know what to expect. It also helps keep aromatherapists working
within the Law.
MHRA
Another
document – response requested by the 13th July.
Aromatherapy
Education Board
Report for
the AGM 10th July 2006
The Aromatherapy Education Board has
met for the first time and minutes of the meeting have been circulated to the
EB members and to the AC members. They will not be circulated to associations
or placed on the website until after they have been agreed at the next meeting.
APL/APEL
Training Day
We facilitated one training day for
the purpose of sharing the APL/APEL training required for our specialist
centres and also to enable familiarity and transparency with the APEL
documentation. The APEL documents and
checklists are available on the website and have previously been circulated to
Council members.
Training
Day
This was organised for 4th October
2006 in
Schools who had attended were then
noted as available for APL checking on any potential membership
applications. To date these have been
low in number but it is anticipated that as we grow so too will the need for our
APL process to be active.
The proposed fee assessment remains
a standard charge of £150.00 should be levied by the approved assessing centre
to each applicant. This is a reasonable fee considering the amount of time a
student might need for visits and support. A concern was raised about these
schools offering CPD and upgrades to these aromatherapists, but really as long
as they are following Council protocol, they are in fact best placed to help
with further training should the individual require it. It has also been
suggested that the centre could reduce the fee on an upgrade course for these
aromatherapists should they wish to do so.
The Education Board will develop the
system for dip-sampling the assessing centres, so some form of official visit
to ensure everything is being done correctly will need to be introduced. This
is too ensure that our internal quality assurance processes confirm that
decisions taken are accurate.
Annual
Renewal
This is an annual renewal register
and it was agreed that because insurance is renewed annually, then so would
this register need to be renewed annually. As insurance can be taken out for
only a day, we added wording in to say that the therapist agrees to have
insurance for the period the registration covers. This means we could do
renewals over longer periods. It has been suggested that we could have a
renewal once every three years as this would save on admin costs and we could
even offer a special rate if you sign up for three years, say £150 in advance
for 3 years instead of £60 per annum.
The recent meeting of the education
board suggested that we consider a reduced fee for members of professional
associations and would ask the council to consider such options.
National
Occupational Standards (NOS) review
The new NOS are the standards
against which we note APL. The education
board still consider that, for the sake of professional standards, we ensure
the NOS are the minimum standard accepted, and that good CPD can move our
membership to ‘best practice’.
Accreditation
of Schools
It is the intention of the AC that
accreditation of schools should remain in the capable hands of the professional
associations and awarding bodies. The accreditation documentation will be
dip-sampled by the new Council’s Education Board for quality assurance. This
will be the profession specific watchdog. The Education Board have written to
all Associations stating this recommendation and asking for current
accreditation process information to ensure that the information we hold is current
for each association.
QCA
submissions
The Education Board have discussed
issues around the content and practice hours of some associations. We are currently seeking further information
to enable a more informed decision about content to be taken. When this information is available, it will be
tabled for discussion at the next Council meeting.
Education
Board Membership
Whilst we have only met once, our
meeting was extremely helpful in clarifying role and purpose and setting some
realistic targets for the short and long terms projects. The members engage in constructive dialogue
that enables key issues to be discussed professionally and there is evidence of
willingness to work closely together to ensure that we provide a support to the
membership, the profession and the Council.
The support we have received from the previous Chair and Carole have
been both welcome and invaluable.
Frances Fewell
Education Board Chair
PR Report for the Aromatherapy
Council EGM on Tuesday, 10 July 2007
At the last meeting
of the AC we agreed that promoting registration was an important task for the
AC and one in which we all had a role to play.
I agreed at that meeting to co-ordinate a small informal PR group, comprising
of Carole Preen, Sophie Hudson, Kay Barnard and myself. Our objective has been to brainstorm ideas
and come up with initiatives to increase awareness of, and encourage both
professionals and members of the public, to endorse registration. This work has been done by email and has
built upon the existing promotion of registration that Carole Preen has
undertaken in her role as Administrator.
I give below some
of the initiatives we have followed up.
This list is not exhaustive.
Meetings/Visits
CP has met with
the
Mailshots
The PR group felt it was important to ensure that
complementary therapy centres throughout the
We decided to trial this initiative by writing to fifty
Complementary Therapy Centres in the
Press and Publicity
CP has written an article on Continuing Professional
Development and Regulation for the Therapist Magazine.
CP has contributed to articles for independent
journalists, one for a car company wanting to discuss aromas for driving and
another for Jobs4u about becoming an Aromatherapist. Carole featured personally in the articles and
she used this as an opportunity to promote the AC specifically.
The group is currently looking into the possibility of contributing either a article or a press release to the CAM Lifestyle magazine.
Conferences/Exhibitions
SH attended the
IFPA conference and distributed a lot of AC leaflets - some of them will be
passed on by IFPA Council members to their local GP surgeries and other
appropriate locations
SH also used the conference to talk with suppliers and other interested parties
with a view to having an AC link on their websites and there is the possibility
that we may be able to piggyback some of their newsletter mailings.
SH and JM have
targeted GP surgeries, libraries and health food shops in their local areas and
asked them to display copies of the AC leaflet.
We would urge other members of the Council to do likewise.
Conclusion
I hope this
report will give members a good idea of how we are tackling this work. It will take some time before we can see real
benefits and a significant increase in public and professional awareness of
registration. Needless to say the time
available to members of the PR group is restricted by other demands on their
time.
We look forward
to hearing about PR activities other Council members may have been involved in
and would welcome any ideas, thoughts or inspiration you may have.
Jennifer Makin
Lay Member