MINUTES OF THE TRUST BOARD MEETING (PART 1)
Held on Wednesday 19th December 2012
in the Boardroom, Trust Headquarters, St Bernard’s Site
Uxbridge Road, Southall UB1 3EU
Present:
Mr Nigel McCorkell
Mr Steve Shrubb
Dr Nick Broughton
Mrs Barbara Byrne
Ms Jean George
Miss Leeanne McGee
Mrs Rachael Moench
Mr Geoff Rose
Mr Steve Trenchard
Mr Andy Weir
Chairman
Chief Executive
Medical Director
Director of Finance/Deputy Chief Executive
Director of Local Services
Director of High Secure Services
Director of OD & Workforce
Non Executive Director
Director of Nursing & Patient Experience
Director of Specialist and Forensic Services
In attendance:
Dr Anne Aiyegbusi
Mrs Helene Feger
Ms Ann Utley
Mrs Barbara Wörts
Interim Director of Nursing & Patient Experience
Director of Communications & Involvement
Interim FT Programme Director (items 9 & 10)
Board Secretary (minutes)
Items were discussed in the sequence they are recorded in the minutes
2943/12
Item 1
OPENING & WELCOME
a) The Chairman welcomed Mrs Rachael Moench, Director of OD & Workforce and Dr
Anne Aiyegbusi, Interim Director of Nursing & Patient Experience to the Board
meeting. He also welcomed the Trust’s new Director of Communications &
Workforce, Mrs Helene Feger, attending the meeting as an observer.
b) It was formally noted that as only one Non Executive Director was present, the
meeting was not quorate and business would be conducted on that basis.
2944/12
Item 2
APOLOGIES FOR ABSENCE
a) Apologies for absence were received from
Ms Christine Higgins
Non Executive Director
Mrs Barbara Kerin
Non Executive Director
Mr Neville Manuel
Non Executive Director
Professor Lefkos Middleton Non Executive Director
Mrs Lynne Weedall
Non Executive Director
2945/12
Item 3
DECLARATION OF INTERESTS
a) No Board member had interests to declare on any of the agenda items.
2946/12
Item 4
MINUTES OF THE LAST MEETING
a) As the meeting was not quorate, the minutes of the previous meeting could not be
approved. However, the Board examined them for matters of accuracy and
requested the following amendments:
b) 2897/12 (c)
amend “…the psychology service leadership structure had been reviewed and Mr
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Holland’s final report of his service review is awaited.”
to “…the psychology and psychotherapies service leadership structure had been
reviewed.”
c) 2897/12 (d)
Correct the title of this item to show that this is a review of catering, not of Estates &
Facilities as a whole.
d) 2903/12 (b)
amend “… latest date for submitting the final draft.”
to “…latest date for approval of the plan.”
e) 2911/12 (b)
insert “…of psychiatry at…” before “…the London Deanery.”
f) and the correction of 4 x typographical errors.
Action: Mrs Wörts
2947/12
Item 5
BOARD ACTION SCHEDULE & MATTERS ARISING
Action Schedule
a) The Board considered the action schedule, noted the completed actions and
received the following updates:
b) 26/09/2012 – 2798/12 (b) – In-patient Services: The Board noted that an update
report had been provided to the Finance & Investment Committee at their meeting in
December 2012. This item is now completed.
c) 26/09/2012 – 2802/12 (a) & (e) – Staff Engagement Programme Board: Mr
Shrubb said it was likely that the ‘fishbowl’ exercise would not be held until after April
2013. Mrs Moench reported that the date for the Programme Board’s meeting is
currently being arranged and that she was working with Mrs Feger to develop a
communications plan.
Matters Arising
d) 2897/12 (c) – Access to Psychological Therapies: Mr Shrubb reported that he
had obtained the benchmarking data referred to, which he would circulate for
members’ information.
e) 2910/12 (b) – Board Assurance Framework: The Chairman asked when the
Board may expect to receive the Board Assurance Framework with the revisions and
clarifications members had requested. Mr Trenchard said Mr Bryan Joseph was in
the process of amending the document, which was on the agenda for the January
2013 meeting.
2948/12
Item 6
CHAIRMAN’S REPORT
a) The Chairman presented his report to the Board, highlighting the following:
b) Mr Neville Manuel has accepted the role of Deputy Chair, with immediate effect.
c) Recent efforts to recruit a new non executive director have been disappointing, with
only 2 candidates being invited for interview (which will be held on 15th or 16th
January 2013). Therefore, the Chairman said, he and Mr Shrubb have met with a
firm of head hunters and would hope to have identified some additional, strong
candidates by the end of March 2013.
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d) The Chairman fed back on the Governors’ meeting he had attended at the South
London & Maudsley NHS Foundation Trust, which he had found to be very
interesting, with much lively debate and quite informal .
2949/12
Item 7
BOARD VISIT FEEDBACK
IM&T Department – 7th November 2012
a) Mr Weir fed back on a recent visit he had made, with Ms Higgins to the IM&T
Department. He said staff had felt the Trust was behind on implementing new
technology and they had expressed concern regarding the duplication of effort
required to provide similar information, with only slight variations, to many different
forums. In one week, 127 ad hoc demands for information had been met by the
team. It was, however, positive that the information available was seen as so useful.
Mr Weir advised the Board that he and Ms Higgins had been impressed by the
staff’s commitment to improving patient care.
b) Mrs Byrne outlined the technological improvements that had been made, like
investment in servers and those that were planned e.g. migration to Microsoft
Outlook from Groupwise, but agreed that because of the current restrictions that RiO
placed on the infrastructure operating systems, some things (Windows upgrade,
using tablets) were not yet possible.
c) Mr Shrubb advised the Board that there may be an opportunity for the Trust to build
on the success of its contact centre and service user helpline, and provide a contact
centre service for local GPs. He also commended the IM&T Department for its
patient focussed culture and the staff’s commitment to helping their clinical
colleagues improve care through the development of better systems.
2950/12
Item 8
CHIEF EXECUTIVE’S REPORT
a) The Chief Executive presented his report. The Board was pleased to note the
appointment of Mr John Hourihan as Director of Security at Broadmoor. Mr
Hourihan will take up his post in the new year and he will attend the January 2013
Board meeting as part of his induction.
b) It was noted that Terms of Reference have been agreed for the investigation that
Broadmoor and the Department of Health (DoH) are undertaking into the allegations
of abuse against Jimmy Savile. These have been posted on the DoH and Trust
websites and communicated to staff and service users appropriately.
c) Dr Broughton advised the Board that the Appointments Advisory Committee had met
on 6th December and 10th December to recruit consultants to positions in the
women’s forensic service and the older people’s service. Both posts attracted
strong fields of applicants and the Committee was pleased to appoint Dr Catherine
Penny and Dr Potan Kheder.
2951/12
Item 9
FT PROJECT CHECKPOINT REPORT
a) Ms Utley joined the meeting and the checkpoint report was noted. The letter of
support from commissioners is still awaited. Mr Rose advised the Board that the
Quality and Safety Gateway Review with NHS London is to take place on 18th
February and he will attend, accompanied by Dr Broughton, Dr Aiyegbusi and Ms
Janet Bell.
b) The Trust has now received Grant Thornton’s feedback report from the HDD2
process. It was noted that whilst the text indicated improvements since HDD1, these
were not reflected in the scoring and this will be addressed with them. The
Chairman noted the checkpoint report made reference to a draft BGAF action plan
and reminded Ms Utley that the Board wished to have an action plan that combined
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the findings from the BGAF and HDD2 and she undertook to meet with him and Mr
Shrubb to discuss the content of this.
Action: Ms Utley / Mr McCorkell / Mr Shrubb
c) Mr Trenchard reported that he, Dr Broughton and Ms Bell had reviewed the progress
made against the last MQGF and were confident that the updated external review,
scheduled for January 2013, would indicate an improved position.
d) The Board thanked Ms Utley for her helpful report.
2952/12
Item 10
SINGLE OPERATING MODEL – SELF CERTIFICATION RETURN – NOVEMBER
2012
a) Ms Utley presented the self certification return for November 2012 for the Board’s
information.
b) Considering the quality indicator regarding delayed transfers of care, Ms George
asked why the Trust was rating itself as ‘red’ when the notes provided indicated that
statutory performance was within the overall target. Mrs Byrne explained that the
forensic services’ delayed discharges and bed base had never been included in this
data but she undertook to liaise with colleagues in a neighbouring Trust to see how
they presented similar information.
Action: Mrs Byrne
c) Ms George advised the Board that delayed transfers of care were noted to be
reducing within Local Services and she undertook to circulate the service’s
performance improvement plan which showed this improvement.
Action: Ms George
d) Referring to the ‘Quality’ critieria, and based on her previous experience of the FT
process, Ms George suggested it was unnecessary to include a commentary for
items which were not applicable to the Trust. The Chairman commented that the
structure and content of the report overall made it very difficult to identify what was
important or of concern. Ms Utley explained the RAG rating and weighting systems.
She advised members that the overall governance risk rating had increased from
amber/green to red. It was noted that this was due to the Trust not meeting its FT
trajectory, NHS London being fully aware of the reason for this, and because of the
delayed transfers of care rating, which the Trust would be able to amend if it
transpired that it had been unduly harsh in assessing itself as non compliant
(paragraph b above refers).
e) The Board noted that the format of the October 2012 self certification return
(previously received at the November meeting, minute 2908/12 refers) had been
changed and the revised version was provided for members’ information. The
Board noted the revised document.
2953/12
Item 11
AUDIT COMMITTEE – REVISED TERMS OF REFERENCE
a) In the absence of the Audit Committee chair, Mrs Byrne advised the Board that the
Terms of Reference had been reviewed in line with appropriate guidance and the
revised draft was recommended to the Board, by the Audit Committee, for approval.
b) As the Board meeting was not quorate, the Terms of Reference could not be
formally approved and will therefore be revisited at the next meeting.
2954/12
Item 12
RISK MANAGEMENT POLICY
a) Mr Trenchard presented the revised Risk Management Policy, advising the Board
that it had had been amended to reflect guidance from the NHS Litigation Authority
and Trust’s Standing Financial Instructions. The Trust Management Team were
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recommending it to the Board for formal approval.
b) As the Board meeting was not quorate, the revised Risk Management Policy
could not be formally approved and will therefore be revisited at the next
meeting.
c) It was noted that at paragraph 6.1, the policy referred to ‘annual objectives’ but the
Trust terminology has now changed to ‘strategic aims’. Mr Trenchard was asked to
revised the wording to reflect this.
Action: Mr Trenchard
2955/12
Item 13
SERVICE USER & CARER EXPERIENCE FORUM – 30TH OCTOBER 2012 –
CHAIR’S REPORT
a) The chair’s report was formally received and noted.
b) Mr McCorkell said there had been a very interesting debate regarding the use of
Meridian, with those present keen to ensure the system was widely accessible,
including to community service users.
2956/12
Item 14
QUALITY COMMITTEE MEETING – 12TH SEPTEMBER 2012 - APPROVED
MINUTES & CHAIR’S REPORT
a) The approved minutes and chair’s report were formally received and noted.
Mr Rose advised the Board that non executive representation continued to be a
problem for the committee.
2957/12
Item 15
QUALITY COMMITTEE MEETING – 26TH NOVEMBER 2012 – CHAIR’S REPORT
a) The chair’s report was formally received and noted.
2958/12
Item 16
FINANCE & INVESTMENT COMMITTEE MEETING –
3RD OCTOBER 2012 - APPROVED MINUTES & CHAIR’S REPORT
a) The approved minutes and chair’s report were formally received and noted.
2959/12
Item 17
FINANCE & INVESTMENT COMMITTEE MEETING –
5TH DECEMBER 2012 – CHAIR’S REPORT
a) The chair’s report was formally received and noted.
b) Mrs Byrne said the Finance & Investment (F&I) Committee had received and
discussed a very detailed paper, from Mrs Vickie Holcroft, Redevelopment
Programme Director, regarding the evaluation process for the appointment of the
Broadmoor main contractor. She said this had provided significant assurance that
the process was well governed which, given the size and importance of the contract
was reassuring. It was noted that the panel to assess and appoint a contractor
would be meeting over 2 days in February 2013. Miss McGee agreed to provide
information on the panel’s composition at the next meeting.
Action: Miss McGee
c) Ms George drew the Board’s attention to the scrutiny of the Local Services CSU
financial position by the F&I Committee. The implementation of a number of longer
term projects, which would in due course bring about a balanced budget was
planned. Mrs Byrne advised members that the Trust proposed investing £1m non
recurrently in the CSU for 18 months. However, she stressed the importance of
maintaining the link between the services’ income and expenditure, emphasising
that the underlying deficits could not be solved through short-term financial support.
Page 5 of 6
2960/12
Item 18
TRUST MANAGEMENT TEAM MEETING –
14TH NOVEMBER 2012 – APPROVED MINUTES & CHAIR’S REPORT
a) The approved minutes and chair’s report were formally received and noted.
2961/12
Item 19
ANY NEW OR REVISED RISKS
a) No new risks had been identified or changes to risks proposed during the meeting.
2962/12
Item 20
ACTIONS FOR OTHER COMMITTEES
a) No actions were remitted to other committees by the Board.
2963/12
Item 21
ANY OTHER BUSINESS
a) Director of Nursing & Patient Experience
Members noted that this was the last Board meeting that Mr Trenchard would attend
before he left the organisation to take up his new role as the Chief Executive of
Derbyshire Healthcare NHS Foundation Trust. The Board formally wished Mr
Trenchard well, with the Chairman expressing appreciation for his significant
contribution to developing the quality and governance systems for the Trust.
2964/12
Item 22
QUESTIONS FROM MEMBERS OF THE PUBLIC
a) There were no members of the public present this month.
2965/12
Item 23
BOARD WORK PLAN 2012/13
a) The forward plan had been included for reference.
2966/12
Item 24
DATE OF NEXT MEETING IN PUBLIC
Wednesday 30th January 2013
in the Board Room, Trust Headquarters
St Bernard’s Site
Uxbridge Road
Southall
UB1 3EU
Signed:___________________________________
Chairman
Page 6 of 6
Date:___________________________