bs1 3le 1. chairman’s introduction and apologies chairman · 2016. 4. 4. · bond street,...

Agenda for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn), Bond Street, Bristol,

BS1 3LE

Item Sponsor Page

1. Chairman’s Introduction and Apologies

To note apologies for absence received.

Chairman

2. Declarations of Interest

In accordance with Trust Standing Orders, all members present are required

to declare any conflicts of interest with items on the Meeting Agenda.

Chairman

3. Minutes from the Previous Meeting

To consider the Minutes of the meeting of the Council of Governors on 08

November 2012 for approval.

a) Matters arising

To consider the status of matters arising from previous meetings of the

Council of Governors.

Chairman 3

Strategic Outlook

4. Significant Transactions

To consider any significant transactions planned by the Trust

Chairman

5. Integration/Reconfiguration

To receive a verbal update on the activities of the Integration Programme

Board to note.

Chief

Executive

6. Major Capital Projects

To consider the status of major capital projects planned.

Chairman

Statutory and Foundation Trust Constitutional Duties

7. Legislative and Regulatory Items

a) National Nursing Strategy : Compassion in Practice

To receive this briefing by the Chief Nurse to note.

b) Staff Governor update on two Quality issues

To receive this update by Staff Governor Florene Jordan to note.

Chief Nurse

F. Jordan

12

8. Membership report

To receive an update report on the status of Foundation Trust membership

and engagement for review.

Trust

Secretary 13

9. Nominations & Appointments Committee report

To receive a verbal update on the activities of the Committee to note.

Chairman

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of 2 of an agenda for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn),

Bond Street, Bristol, BS1 3LE

Item Sponsor Page

10. Project Focus Groups and Governor Working Group Reports

a) Project Focus Groups

To receive a summary report on formal engagement with governors in

Project Focus Groups to note.

b) Governors’ Quality Working Group

To receive feedback from the Governors’ Quality Working Group to note.

Trust

Secretary

C. Hamilton

15

11. Governor Development Seminar Report

To receive a summary report on the Governor Development programme to

note.

Trust

Secretary 17

Governors’ Questions

12. Governors’ Questions arising from the meeting of the Trust Board of Directors

To seek any additional information required in relation to matters discussed

during the preceding meeting of the Trust Board of Directors.

Chairman

13. Governors’ Prepared Questions

To receive the directors’ responses to governors’ prepared questions

Chairman 19

Members’ Questions

14. Foundation Trust Members’ Questions

To receive questions from Foundation Trust members present.

Chairman

Close

15. Date of Next Meeting

The next meeting of the Council of Governors will be held on Monday 29 April 2013 from 14:00 to

15:30 at the Holiday Inn, Bond Street, Bristol, BS1 3LE.

2

Minutes of a Council of Governors Meeting, held on 08 November 2012 at 13:00 in Lecture Theatre 1, Education Centre, Upper Maudlin Street, Bristol, BS2 8AE

Governors Present

John Steeds – Governor Representative and

Patient Governor, Local

Anne Ford – Public Governor, North

Somerset

Clive Hamilton – Public Governor, North

Somerset

Mo Schiller – Public Governor, Bristol

Sue Silvey – Public Governor, Bristol

Mary Hodges - Public Governor, Bristol

Mani Chauhan – Patient Governor, Tertiary

Anne Skinner – Patient Governor, Local

Jacob Butterly – Patient Governor, Local

Pam Yabsley – Patient Governor, Local

Peter Holt – Patient Governor, Local

Philip Mackie – Patient Governor, Carers of

patients of under 16 years

Wendy Gregory – Patient Governor, Carers of

patients of 16 years and over

Garry Williams – Patient Governor, Carers

of patients of 16 years and over

Alex Bunn – Staff Governor, Non-clinical

Healthcare Professionals

Jan Dykes – Staff Governor, Non-clinical

Healthcare Professionals

Florene Jordan – Staff Governor, Nursing

and Midwifery

Philip Quirk – Staff Governor, Other

Clinical Healthcare professionals

Sylvia Townsend – Appointed Governor,

Bristol City Council

Jeanette Jones– Partnership Governor,

Joint Union Committee

Joan Bayliss – Partnership Governor,

Community Group

Maggie Mickshik – Partnership Governor,

Voluntary Group

Board Members Present

Robert Woolley – Chief Executive

Deborah Lee – Director of Strategic

Development

Claire Buchanan – Acting Director of

Workforce & Organisational Development

Alison Moon – Chief Nurse

John Savage – Chairman

Emma Woollett – Vice Chair

Guy Orpen – Non-executive Director

Paul May – Non-executive Director

Others Present or In Attendance

Jane Luker – Deputy Medical Director

Paul Tanner – Head of Finance

Charlie Helps – Trust Secretary

Sarah Murch – Membership

Administrator/PA (minute taker)

Debbie Marks – Membership Administrator

Five members of UH Bristol NHS

Foundation Trust

Item Action

1. Chairman’s Welcome and Apologies

The Chairman welcomed everyone to the meeting.

Apologies for absence were received from:

Governors: Pauline Beddoes, Ken Booth, Jane Britton, Jessica Burston, Belinda Cox,

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of 9 of Minutes of a Council of Governors Meeting, held on 08 November 2012 at 13:00 in Lecture Theatre 1, Education Centre, Upper Maudlin Street,

Bristol, BS2 8AE

Heather England, Helen Langton, Tim Peters, Lorna Watson, Jade Scott-Blagrove and

David Tappin.

Trust Board and others: Sean O’Kelly, Lisa Gardner, James Rimmer, Maria Fox

The apologies were noted.

2. Declarations of Interest

All members present were required to declare any conflicts of interest with items on the

Meeting Agenda. There were no declarations of interest.

3. Minutes and Matters Arising

The Council of Governors considered the Minutes and Matters Arising of the meeting

of the Membership Council meeting dated 30 July 2012 and the Annual Members

Meeting on 20 September 2012.

Minutes of the Membership Council Meeting on 30 July 2012 – Item 22

Clive Hamilton enquired whether Alison Moon had made any progress on the Quality

Working Group’s requests for assurances on ways to demonstrate improvements in key

areas. Alison Moon will discuss this with Clive after the meeting.

The minutes of the meetings on 30 July and 20 September were approved as accurate

records of matters transacted.

4. Chairman’s Report

The Chairman did not wish to give a report at that point in the meeting.

5. Chief Executive’s Report

The Council of Governors received this verbal report by the Chief Executive to note.

Robert Woolley concentrated on two issues: firstly, last week’s publication of the Care

Quality Commission’s inspection report of Ward 32 at the Bristol Royal Hospital for

Children, and secondly, the Acute Services Project for potential integration with North

Bristol Trust.

The report from the Care Quality Commission (CQC) had been published on 31

October and had attracted considerable media attention. Robert confirmed that the Trust

had already taken action to address the issues that had brought the CQC to issue a

warning notice. Those actions included firstly, bringing forward plans to create a

dedicated high dependency unit, and secondly, reducing the beds on Ward 32 in the

short term until recruitment had been boosted. The Trust was on track to open a

dedicated high dependency unit in the Children’s Hospital by next Spring. The

Executive had also submitted its action plan for compliance with CQC’s other concerns.

He reported that the CQC would return to Ward 32 for a further inspection to ascertain

whether the issues had been addressed.

He reported that a ‘triggered risk summit’ was held at the CQC’s Bristol offices on 29

October 2012. This was attended by the Trust, the Department of Health, the Strategic

Health Authority and the Primary Care Trust to consider potential issues of concern.

The risk summit had not identified any significant residual concerns or risks and was

satisfied with the actions taken by the Trust to address the Warning Notice. The CQC

will re-inspect to formally confirm that its requirements have been met in due course.

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Bristol, BS2 8AE

Robert noted that the Warning Notice was issued in respect of risk of harm and not due

to actual harm to patients. He invited questions from governors about the CQC report.

a) Jeanette Jones passed on a message of thanks from the staff on Ward 32 for the

support that they had received from Robert Woolley and Alison Moon.

b) Garry Williams voiced his confidence in Robert and Alison in dealing with the

issues. He requested reassurance that capacity would soon be increased again.

Robert replied that processes were in place to ensure that there would be no adverse

effects of the reduction in capacity. He re-emphasised that it was a temporary

measure, and that full capacity would be restored within six months.

Potential Integration of Acute Healthcare Services in Bristol

Following the decision in July 2012 to undertake further work on the case for potential

integration of acute healthcare services in Bristol, Robert noted that work had been on-

going with North Bristol Trust (NBT) to agree a Memorandum of Understanding as to

how to proceed. He confirmed that it had been accepted that the transaction would be

effected as an acquisition of some or all of the assets and liabilities of North Bristol

NHS Trust by University Hospitals Bristol NHS Foundation Trust, but would otherwise

be conducted in the spirit of an integration of parties of equal standing.

Robert said that since July, there had been a temporary hiatus, to allow NBT time to

draw up plans for the new Southmead Hospital, and to allow UH Bristol an opportunity

to consider the Memorandum of Understanding.

He updated the governors on recent progress. The Integration Programme Board had

now been established, though it had yet to hold its first formal meeting, and it would be

chaired by Professor Stephen West, Vice-Chancellor of the University of the West of

England. The two Trusts have met with Stephen West and with the Strategic Health

Authority. At a Board meeting on 30 October, UH Bristol had agreed to approve the

Terms of Reference for the Integration Programme Board, and had agreed a revised

Memorandum of Understanding that could now be signed. The Board had also agreed

to proceed with due diligence—the analysis that the Trusts need to undertake to

establish that integration is an appropriate way forward and that all information has

been uncovered and made available to support the Board’s decision-making. There

would be a further Board decision point in May 2013.

Robert warned that the progress of the project was subject to the caveat that the initial

funding for the project must come from the Strategic Health Authority and not from

University Hospitals Bristol NHS Foundation Trust.

He asked governors to note that following the dissolution of the Strategic Health

Authority due on 31 March 2013, responsibility for supporting NBT’s foundation trust

application would pass to the NHS Development Authority. He also informed

governors that NBT had made the decision to continue with its Foundation Trust

application, and were going to proceed with elections of “shadow governors”.

Finally, Robert added that the date of the inaugural meeting of the Integration Project

Board (which will include governor representation) would be announced to governors

in due course.

Robert invited questions from governors about the potential integration.

a) Clive Hamilton enquired when final integration would be likely to take place.

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Bristol, BS2 8AE

Robert confirmed that the programme timeline indicated January 2014 as the date

for the transfer of assets and liabilities from North Bristol NHS Trust to University

Hospitals Bristol NHS Foundation Trust

Clive enquired further whether a date had been set for governor elections to the

integrated Trust. Robert replied that the process was still under consideration, as

there were many constitutional questions to be answered first.

b) Anne Ford enquired whether NBT had any representation from members of the

public on the Integration Programme Board. Robert replied that they did not, as

there was no formal mechanism for doing so.

c) Garry Williams enquired whether substitution would be allowed if the governors’

nominated representative was not available. The answer was yes and it was agreed

this would be John Steeds, the current Governor Representative.

d) Pam Yabsley enquired whether there was any opposition to integration among staff

at NBT. Robert replied that he was not aware of any such opposition, and at

corporate level the position had been pro-integration for some time. However, there

might be some concern that the timescale slippage was leaving NBT’s future

uncertain.

e) Peter Holt enquired whether alternatives to integration were being considered

thoroughly by the Integration Programme Board, as he understood that this was a

requirement of Monitor’s transaction guidelines. He questioned whether, if Monitor

expected other options to have been considered, there was a possibility that the

Trusts could reach the end of the process and would then be required by Monitor to

start again, resulting in wasted time and resources.

Robert replied that the Integration Programme Board had been constituted to look at

the option of complete integration compared with that of remaining separate. It

would not therefore have the remit nor the resources to consider other options.

Emma Woollett said that she felt that it was short-sighted not to consider other

options besides complete integration. She said that it had been resolved by the Trust

Board of Directors in July 2012 that an assessment was required to find out what

those other options could be. The Board should consider how this could be

achieved. UH Bristol would need to have done this work in advance of any

consideration of the case for integration by the Co-operation and Competition Panel,

otherwise it could present serious difficulties.

Robert re-iterated that the Integration Programme Board was not in a position to

investigate alternatives to integration. There would however be a decision point

after the strategic review had finished which would allow the Trust Board of

Directors a further opportunity to consider the situation.

John Savage noted that any solution has to be proven to be beneficial to the people

of Bristol.

f) Wendy Gregory questioned whether NBT would be able to achieve foundation trust

status.

Robert responded that the NHS Trust Development Authority would seek to either

support NBT through the Monitor approval stage or would consider alternative

solutions, including the option of integration with a NHS Foundation Trust.

John Savage concluded that he would sign off the Memorandum of Understanding and

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Bristol, BS2 8AE

would look forward to the first meeting of the Partnership Programme Board.

There being no further questions or discussion, the Council of Governors noted the

Chief Executive’s report.

6. Governor Representative’s Report

The Council of Governors received this report by the Governor Representative to note.

The Governor Representative reported that Neil Auty (Patient Governor - Tertiary) had

been elected as the governors’ representative on the Integration Programme Board:

There being no questions or discussion, the Council of Governors resolved to note the

Governor Representative’s report and to note the results of the governor election to the

Integration Programme Board.

7. Monitor Declarations

The Council of Governors received the results of the Q2 Board Compliance Framework

Monitoring and Declaration Report to note.

The Board had made a declaration to Monitor of an Amber-Green governance risk

rating for Quarter 2. However, following the publication of the Care Quality

Commission report related to Ward 32 of the Bristol Royal Hospital for Children, this

had been over-ridden to a risk rating of Red. Monitor had since de-escalated the

governance risk rating to Amber-Red in response to the Trust’s actions to address the

elements that lead to the report.

Robert Woolley invited questions from governors.

a) John Steeds enquired about the chances of meeting the target for Clostridium

difficile (page 2). Alison Moon responded that it was very challenging due to the

very small numbers of cases, but that the Trust was intent on achieving the target

through targeted actions.

b) Garry Williams enquired about the provision of services for vulnerable people, and

whether such people could be quickly transferred to other care in the event of an

emergency. Robert responded that the Trust had a major incident plan which set out

all the steps that would be taken to free up capacity. He confirmed that vulnerable

people would be looked after appropriately in the case of an emergency.

c) Sylvia Townsend drew the Board’s attention to the 31-day Cancer Targets on page

3 of the report. She was concerned that the key risks were around cancellation of

surgery on the day due to a lack of an adult Intensive Therapy Unit bed. Deborah

Lee noted that a piece of work was ongoing concerning the Intensive Therapy Unit.

d) Clive Hamilton asked that governors be provided with an update on Access and

Quality standards up to the end of October when it was available.

There being no further questions or discussion, the Council of Governors resolved to

note the Q2 Board Compliance Framework Monitoring and Declaration Report.

8. Nominations and Appointments Committee Report

The Council of Governors received this verbal report to note. John Savage reported that

the Nominations & Appointments Committee had been considering whether they could

stagger the end dates of Non-executive Directors’ terms of office to avoid losing a

majority of Non-executive Directors during May 2014. The committee would be

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Bristol, BS2 8AE

considering ways of addressing this, including potentially deploying associate Non-

executive Directors and the re-appointment of some or all Non-executive Directors for a

further period. He would report to the Council of Governors on any proposals in due

course.

The committee had also considered the activity reports provided by the Non-executive

Directors.

It was noted that Anne Skinner had been appointed to the committee and she was

welcomed by the Chairman.


note the Nominations and Appointments Committee Report.

9. Membership Working Group Report

The Council of Governors received this report to consider and to vote on the proposal

to change the Constitution to extend governors’ terms of office. The proposal, from

Wendy Gregory, Carer Governor and Anne Skinner, Patient Governor, was to change

the number of terms a governor can serve from a possible two terms (six years) to three

terms (nine years) as highlighted in the extract from the Trust’s Constitution below:

‘ANNEX 6, Additional Provisions – Membership Council

1. Membership Council: Terms of Office

Subject to those transitional provisions contained in paragraph 2 below in relation to the

Initial Elected Governors, a Governor shall be:

1.1 elected or appointed for a term of three years;

1.2 shall be eligible for re-election or re-appointment at the end of that term but may not

serve as a Governor for more than a total of nine years;’

In summarising the proposal, Wendy Gregory added that it was particularly pertinent in

constituencies where seats have been uncontested, for example that of Carers, as there

was a danger of these areas becoming unrepresented.

There was some discussion and differing views were expressed. John Steeds noted that

there was nothing in the proposal referring to special categories that would otherwise

remain unfilled. He expressed the view that the proposal may prevent the Council of

Governors from benefiting from ‘new blood’. Anne Ford raised the concern that the

proposal could inhibit new people from coming forward.

Philip Mackie and Clive Hamilton spoke in support of the proposal, outlining the

importance of continuity of service through the potential integration. Maggie Mickshik

agreed that it was important to have experienced governors on the Council.

Jan Dykes enquired whether elections could be held every year instead of two out of

three. The Trust Secretary responded that there would be both constitutional and cost

implications to take into account if this option was to be considered.

Robert Woolley expressed his support for the principle of the proposed changes and his

appreciation of the work that had been done. However, he raised a question of how such

a change would be perceived by North Bristol Trust and how it would affect the work

around potential integration. He voiced concerns that it could be seen as a pre-emptive

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Bristol, BS2 8AE

attempt to ‘lock in’ UH Bristol governors in advance of integration. He suggested that

perhaps the proposal could be accepted but the implementation should be delayed.

Wendy responded that governors were not seeking to change the governing body.

Governors would still need to be elected, and elections would still take place in April

2013. Governors would therefore already be in place well in advance of the planned end

date for integration in January 2014. Robert replied that having some vacant positions

could help to deal with the changes that would be needed, and that opportunities to co-

opt shadow governors from NBT should not be closed off.

John Savage suggested that given the special circumstances, perhaps there could be a

one-off agreement that the terms of office expiring in April 2013 could be extended

until after integration. However, the Trust Secretary questioned the legality of this

suggestion.

A vote was taken by a show of hands on the proposal by Wendy and Anne to extend the

maximum number of terms of office for governors. Of the 22 governors present, 12

voted in favour of the proposal, 4 against, and 6 abstained.

The Trust Secretary reminded those present that the proposal now needed to go to the

Trust Board for decision. John Savage added that the Trust Board would consider it

very carefully and take governors’ views into account.


note the Membership Working Group Report and the results of governor voting.

10. Quality Working Group Report

The Council of Governors received this report by the Chair of the Quality Working

Group to note.

Clive wished to highlight Item 3 of his report about the work that had been carried out

by the Trust Board of Directors to bring Trust performance back into line. This work

was appreciated by governors, and he sought reassurance that this could be maintained.

Robert Woolley reminded governors of the tensions between savings targets, and the

need to maintain high standards of care. Paul May added that the Quality and Outcomes

Committee was now meeting monthly and reporting back to the Board on these issues.

Clive also commented that he felt there was a need for governors to assess their

effectiveness and responsibility in view of the Care Quality Commission report into

Ward 32.

The revised Terms of Reference of the Quality Working Group had been circulated, and

were approved subject to the following amendments:

Item 5.3a – the insertion of ‘and Medical Director Sean O’Kelly’ after the words: The

Chief Nurse (Lead Executive Director for the Group).

Item 7.1c – the insertion of the words: ‘and Monitor’s Compliance Framework’ after

the reference to the Care Quality Commission’s essential standards of quality and

safety.


note the Quality Working Group report and approve the Terms of Reference subject to

the above amendments.

At this point there was a five minute break in proceedings.

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Bristol, BS2 8AE

11. Strategy Working Group Report

The Council of Governors received this report by the Chair of the Strategy Working

Group to note.


note the Strategy Working Group report.

12. Board Assurance Framework Report

The Council of Governors received this report by the Director of Strategic Development

to note. John Steeds enquired as to the progress of recruitment of midwives and Alison

Moon responded that the action plan is being progressed.


note the Board Assurance Framework Report.

13. Bristol Royal Hospital for Children: provision of services

The Council of Governors considered this matter at the request of the Governor

Representative.

John Steeds asked for clarification on why there was no High-Dependency Unit for

cardiac patients at the Children’s Hospital, and whether the facilities existed for one.

Robert explained the staffing model under which the Children’s Hospital operated.

Instead of having a high-dependency unit, the model adjusts the staffing on the ward

according to the dependency of the children, and children who are of high dependency

receive support from an outreach team from the Paediatric Intensive Care Unit.

However, the Trust is now bringing forward plans to establish a cardiac High

Dependency Unit. He confirmed that the equipment is already available.

In response to a question from Phil Mackie as to whether Robert agreed with the CQC

findings, Robert responded that he had not agreed with some elements of their report

and had set out challenges to the factual accuracy in a letter of complaint, which they

had rejected.

Garry Williams enquired whether specific services were provided for teenagers at the

Children’s Hospital. Robert replied that Trust was considering the issue, and some

facilities appropriate for older children were being developed in the Oncology

department by Teenage Cancer Trust.

14. Medicine for Members Event cancellation

The Council of Governors considered this matter at the request of the Governor

Representative.

John Steeds expressed his discontent that the Medicine for Members talk about the

Emergency Department due to take place on 10 October had been cancelled at short

notice. He asked for reassurance that this would never happen again. Robert apologised

on behalf of the Trust, and gave his assurance that all steps would be taken to prevent it

from happening again. He understood that the division had sought to cancel the event

due to operational pressures.

15. Any Other Business

Robert Woolley updated governors on the South West Pay, Terms & Conditions

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Bristol, BS2 8AE

Consortium. The consortium is expected to provide a business case for consideration by

Trust Board of Directors in due course. They have been waiting for an announcement

from NHS employers regarding the national negotiations. He reiterated that the

proposals made by the consortium would have to be first agreed by the Trust Board (in

January at the earliest) and would then be subject to staff consultation.

There was no further business to consider.

16. Foundation Trust Members’ Questions

The Council of Governors received questions from Foundation Trust members present.

a) Trust Member Vivienne Corbin voiced dismay about the cancellation of the

Medicine for Members Emergency Department Event on 10 October. She had not

known it was cancelled and had tried to attend, and was now reluctant to come to

Trust events in the future. Robert apologised and made a personal commitment that

it would not happen again.

b) Trust Member Frank Palma discussed some of the issues raised by the Care Quality

Commission report into Ward 32 of the Children’s Hospital. In particular, he felt

strongly that governors needed to have more information about the High

Dependency Unit and how it worked. He understood that the lack of an HDU had

been on the Trust’s Risk Register for some time, and he questioned whether the

governor role had been effective in this case in the representation of their

constituents.

Robert responded that the Trust had made a judgement that the high dependency

care provided was adequate and had made a risk assessment. In response to a further

question, he confirmed that the Trust had been in close communication with the

families who had been affected.

c) Governor Peter Holt drew members’ attention to a new project to improve the

signage around the Trust’s hospitals. He asked any members with suggestions to

contact the Membership Office.

There were no further questions. The Chairman thanked everyone for attending and

closed the meeting.

17. Date of Next Meeting

Thursday 21 February 2013 from 13:00 – 15:00 in Lecture Theatre 1 of the Education

Centre, Upper Maudlin Street, Bristol, BS2 8AE.

POST-MEETING MINUTE: The date of the next meeting has been changed to 28

January 2013 at 14:00 in the Holiday Inn, Bond Street, Bristol, BS1 3LE.

11

Staff Governor Update for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn), Bond Street,

Bristol, BS1 3LE

Item 7b – Update from Staff Governor Florene Jordan

Purpose

To provide the Council with an update on improvements achieved by the Central Sterilisation

System Department.

Abstract

The purpose of this report is to update the Council of Governors on the progress of two matters

previously raised by staff governors.

Recommendations

The Council is asked to note the report.

Report Sponsor or Other Author

Author: Florene Jordan, Staff Governor (Nursing & Midwifery)

The two areas of concern were Central Sterile Services Department (CSSD) and the quality of

linen.

CSSD: On behalf of staff I am pleased to report that there have been vast improvements in all

areas, including communications and service delivery, under the new management structure. We

are still having some minor issues related to instrument tray wrapping but these are being

addressed. There will be a change from the present tray system to instrument containers.

Training for all users is due to commence shortly. This is a new step forward.

Linen: It has been over a year since the Trust has changed contractors and to date we have had

no problems.

We wish to thank the Trust Board of Directors for listening to all members of staff with regard to

these issues.

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Membership Report for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn), Bond Street,

Bristol, BS1 3LE

Item 8 – Membership Report

Purpose

To provide the Council with an update on the status of Foundation Trust Membership.

Abstract

An update on membership numbers, recruitment, elections, events and the newsletter.

Recommendations

The Council is asked to review the report.


Author: Maria Fox, Membership Manager

Sponsor: Charlie Helps, Trust Secretary

Membership status

The status of public, patient and staff constituencies is:

Constituencies Number of members

Public Constituencies:

Bristol 3,226

North Somerset 1,357

South Gloucester 1,305

Total: 5,888

Patient Constituency:

Carer of patients 16 years and over 219

Carer of patients 15 years and under 559

Patient – Local 4,294

Patient – Tertiary 877

Total: 5,949

Staff Constituency:

Medical and Dental 1,254

Nursing and Midwifery 2,669

Other Clinical Healthcare Professionals 1,665

Non Clinical Healthcare Professionals 3,707

Total: 9,295

Total membership 21,132

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of 2 of a Membership Report for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn), Bond

Street, Bristol, BS1 3LE

Recruitment campaign

The governors advised in 2012 that the numbers of members should be maintained at the same

levels. The governors are invited to comment on the number of new public and patient members

to be recruited in 2013.

A recruitment campaign of public and patient members will coincide with the governor

elections. These will focus on:

Patients (tertiary) members who do not live locally.

Carers of patients.

Local patients (who live in Bristol, North Somerset and South Gloucestershire).

The communication methods for recruitment and election includes: mail campaign to a number

of UH Bristol’s patients and to the local community, posters in GP premises and libraries,

articles in the carers’ magazine and local newspapers, and through the Trusts internal

communications network. The full communications plan for recruitment and election is

available from Maria Fox.

Governor vacancies

There are 38 governors on the Council. 27 are elected and all elected seats are filled. There are

11 appointed governors; however, there are two vacancies one for NHS North Somerset and one

for NHS South Gloucestershire. These seats will be discussed as part of the forthcoming review

of the Trusts Constitution.

Elections for staff, public and patient governors

There are 14 seats up for election as a result of governors completing their terms of office. There

is an additional seat up for election due to a governor stepping down. The election timetable is:

Nomination forms to be made available to Trust members. Wednesday, 13 Mar 2013

Deadline for receipt of nominations. Wednesday, 10 Apr 2013

Voting packs despatched by ERS to members. Thursday, 2 May 2013

Closing date for election. Monday, 27 May 2013

The full communications plan for recruitment and election is available from Maria Fox.

Membership engagement events

Election: Three events will be held in March for potential nominees to find out about the

role of governor. Speakers at these events will include governors, chairman, non-executive

directors, trust secretary and membership manager.

Medicine for Members: Three events will be held in the second half of 2013 and these will

be open to members as well as non-members. Governors have suggested topics for the

events. Governors will take the opportunity to formally consult with and report to their

members during dedicated “governors’ surgery” session as part of the event.

Members Newsletter

There will be three editions in 2013: March, August and December. The March edition will

focus on the election and governors will share their experiences. The distribution of the

newsletter will be by email, mail (to those members who don’t have email) and trust staff areas.

14

Project Focus Groups Report for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn), Bond

Street, Bristol, BS1 3LE

Item 10a – Project Focus Groups Report

Purpose

To provide the Council of Governors with an update on the activities of the Project Focus

Groups.

Abstract

The Project Focus Groups have been established to provide opportunities for the formal

engagement of governors on the key elements of strategy, constitution and compliance required

under the provisions of the Health and Social Care Act 2012.

Recommendations

The Council of Governors is asked to note the report.


Sponsor: Trust Secretary

The Project Focus Groups have been established to enable increased engagement of governors in

line with the requirements of the Health and Social Care Act 2012, all the provisions of which

are expected to be in effect by April 2013.

The role and remit of the Project Focus Groups was discussed by governors at a meeting to

discuss the new ways of working on 13 December 2012, and at the Governor Development

Seminar on 15 January 2013, and have been modified as a result of governor comments and

feedback.

The Focus Groups provide opportunities for the formal engagement of governors in discreet

projects. Each meeting is timed in the annual cycle to enable the Executive to complete specific

projects. Groups are chaired by the Executive lead or their direct report where appropriate.

Governors will also appoint a Governor Lead to report at each meeting of the Council of

Governors.

The Focus Groups are:

a) Monitor Annual Plan Focus Group. This will enable governors to have input into the

Monitor Annual Plan, as the Trust is required to have due regard for governor comments on

the Annual Plan.

b) Quality Report Focus Group. This will enable engagement with governors to develop the

Annual Quality Report.

c) Annual Report Focus Group. This will allow governors to have input into the account of

their activity and that of the Trust during the previous year.

d) Foundation Trust Constitution Project Focus Group. This will enable engagement with

the governors in drafting constitutional changes and assessing membership profile.

e) Integration Focus Group. This will engage governors on matters relating to integration and

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of 2 of a Project Focus Groups Report for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn),


service reconfiguration.

Governors can volunteer for any number of these groups, depending on their specific interests.

The Project Focus Groups are scheduled to start their cycle of work after the meeting of the

Council of Governors on 28 January and this will be reported on at a future meeting.

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A Governor Development Seminar Report for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn),


Item 11 – Governor Development Seminar report

Purpose

To provide the Council with an update on the governor development programme.

Recommendations

The Council of Governors is recommended to note the report.


Sponsor: Trust Secretary

Report

The governor development programme has been established to provide governors with the

necessary core training and skills to perform their statutory duties effectively, and to discharge

their responsibilities with enhanced levels of insight. The programme was co-created with

governors using self-assessment and short-life task and finish groups.

The first of four planned governor development seminars was held on 15 January 2013. This

session was partly given over to fleshing out and co-creating the new ways of working that were

introduced to governors on 13 December in a meeting chaired by John Savage and attended by

the Chief Executive and directors (Dental Hospital). The balance of the session focussed on the

(changed and unchanged) duties of governors, and how these can be most effectively discharged.

The session was attended by Joan Bayliss, Jane Britton, Jacob Butterly, Jan Dykes, Wendy

Gregory, Clive Hamilton, Mary Hodges, Peter Holt, Jeanette Jones, Philip Mackie, Mo Schiller,

Sue Silvey, Anne Skinner, John Steeds, Garry Williams and Mani Chauhan.

The agenda included:

• Introduction

o Integration Programme

o Elections

o Francis Report

• Update on the timetable (Health and Social Care Act 2012)

o Unchanged duties of governors

o Key changed and new duties of governors

• Annual Cycle of Business

o Business meetings – Pro forma agendas for the forthcoming year

o Working together to fill in the gaps, co-creating the model

• Governor Development Plan

o Governor Induction

o Governor Core Training Topics

• Preparation for Council of Governors

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of 2 of a Report for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn), Bond Street,

Bristol, BS1 3LE

o Standing Agenda Items and how to use them

o Choosing Themes & Topics for “governors’ question time”

o Preparation of Governors’ Questions

o Framing questions for best effect

• Conclusions

At the seminar, Governors discussed ways of ensuring that the revised annual cycle of business

would cover key issues, provided suggestions of potential training topics, and gave their input on

how best to conduct meetings of the Council of Governors.

Forthcoming seminars will include sessions on quality, performance, risk management and

finance; integration, mergers and acquisitions; and legal entity, statute, regulation, corporate

governance and the Trust’s operational structure.

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Prepared Questions from Governors for a Council of Governors Meeting, to be held on 28 January 2013 at 14:00 in the Liberty Suite, HI City Academy (Holiday Inn),


Item 13 – Prepared Questions from Governors

Purpose

To enable governors to seek assurance from Non-Executive Directors about aspects of the

Board’s performance, in line with the provisions of the Health and Social Care Act 2012.

Abstract

Governors have submitted two questions to be answered by Non-Executive Directors.

Recommendations

The Non-Executive Directors are asked to respond to the governors’ questions.


Sponsor: Chairman

Author: Governors Clive Hamilton and Wendy Gregory

Questions

1. What have the Non-Executive Directors done on behalf of governors to assure themselves

that the concerns about staffing issues at the Bristol Royal Hospital for Children have been

properly addressed? What evidence did you seek to give you this assurance?

a. In this context, the Council is recommended to consider how Governors can be more

effective in future in raising any concerns that they might have? (Clive Hamilton,

Public Governor for North Somerset, and others.)

2. Governors have expressed concern over recent months about the Trust’s cancer performance

against the 31- and 62-day standards, which was much lower than expected. What have the

Non-Executive Directors done on the governors’ behalf to establish whether the situation has

been resolved, and what steps have been taken to mitigate the effect on patients in the

meantime? (Wendy Gregory, Patient Governor, Carers of 16 years or older)

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