EXECUTIVE SUMMARY - North Devon District Hospital · 8/2/2016 · G:\BOARD SECRETARIAT\MEETINGS\Board\Meetings\2016-17\02.08.16\Annex 5.1 Board 02.08.16 WODC Draft Minutes 21.06.2016.docx

$Page 1: EXECUTIVE SUMMARY - North Devon District Hospital · 8/2/2016 · G:\BOARD SECRETARIAT\MEETINGS\Board\Meetings\2016-17\02.08.16\Annex 5.1 Board 02.08.16 WODC Draft Minutes 21.06.2016.docx$
Trust Board 2 August 2016

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EXECUTIVE SUMMARY REPORT TO: Trust Board DATE: 2 August 2016 AGENDA NO: 5.1 AGENDA ITEM: Workforce & Organisational Development Committee – Minutes of the

Meeting held on 21 June 2016 SPONSOR: Darryn Allcorn, Director of Workforce & Development PREPARED BY: Sandy Gatfield, PA to the Director of Facilities / Minute Secretary PRESENTED BY: Pauline Geen, Non-Executive Director / Chair of WODC

Purpose

The purpose of this paper is to present the draft Minutes of the Workforce & Organisational Development Committee meeting held on Tuesday 21 June 2016.

Decision Approval

Receive Ratify

Key Issues

Key issues include:

Significant issues of interest to draw to the Board’s attention included:

Minute no 023/16 – Excellence Centre: The contract had been signed and a launch event was planned for September 2016.

Minute no 024/16 – Care Academy: There were increased placements for students due to partnership working with Devon Partnership Trust, providing wider understanding of health and social care for students. The Academy was now providing students with an alternative route into healthcare as opposed to via university. Although funding would cease later this year, Petroc were optimistic about a sustainability strategy to enable the Academy to continue.

Minute no 030/16 – Minutes of the Organisational Development Committee held on 5 May 2016: Leadership & Management Training Programme – The importance of this training was

emphasised alongside balancing organisational need with individual need. A gap had been identified around training for ward managers and medical and dental staff and this was being looked into further.

Staff Recognition Awards – Although Staff Side feedback had not been particularly positive, it had been agreed to trial an award scheme and review how it was received by staff.

Minute no 031/16 – Staff Friends & Family Test Update Q4 2015/16 and Q1 2016/17: The response rate had been low in both quarters. It was noted that this year’s contract quality schedule from the CCG required the Trust to report on performance of the Friends & Family Trust and performance targets would be set, although these were not yet known.

Minute 032/16 – Supervision Report July 2015 to December 2015: Small improvements in frequency of supervision had been noted and collection of data the e-appraisal system on STAR should enable focus on areas where supervision was not taking place, and additionally enable the Trust to evidence supervision which was a CQC requirement.

Minute no 033/16 – Minutes of the Planning, Education & Recruitment Committee meeting held on 10 May 2016: There had been good successes around “Return to Practice” for Nursing and a similar process

for Therapy was being investigated. A new foundation degree would starting at Petroc in September leading to a BSc Honours in

Health & Social Care.

Minute no 040/16 – Organisational Development Committee Compliance Report 2015/16: It was noted that the ODC had struggled with consistent attendance although it was hoped this would



now improve.

Key risks were discussed as follows:

Minute no 025/16 – Apprentice Levy: the Apprenticeship Levy would come into force in April 2017 which would mean an annual levy of £800,000 for the Trust regardless of the number of apprentices employed. The Plan was to work more closely with teams to evaluate possible apprentice routes to enable the Trust to determine how the Levy will be managed, spent and delivered by the Trust.

Minute no 033/16 – Minutes of the Planning, Education & Recruitment Committee meeting held on 10 May 2016: Overall staff establishment had dropped by 2% over the last year due to recruitment being unable to keep pace with the numbers of staff retiring. The increase in retirements was thought to be due to both TCS and the impact of changes to pensions. This was likely to continue to be a challenge for the Trust.

Supporting Information

The Minutes are attached.

Controls and Assurance

The Non-Executive Director with nominated lead for workforce chairs the Workforce and Organisational Development Committee.

There is wide representation across the organisation.

The Minutes of all Workforce and Organisation Development Committee meetings are submitted to Trust Board to provide additional control and assurance.

Impact Assessments Explanation

Quality There are no quality implications.

Equality and Diversity No adverse or positive impacts have been identified from this report.

Regulatory & Legal The legal implications have been considered and none have been identified.

Finance There are no financial implications.

Potential Risk to the Organisation

A lack of strategic workforce planning will result in not having the right staff with the right skills in the right place for development of the service.

Board / Committee Prompts

Have the Board members had the opportunity to raise questions or concerns with the Chair of the Committee?

References

Either state ‘none’ or list as bullets:

None Strategic Objectives The Trust’s strategic objectives are reviewed by the Board on an annual basis. This paper supports the achievement of the following strategic objectives:

We will deliver high quality care measured by effectiveness, safety and the person’s experience of care.

We will ensure access to a sustainable range of services that are delivered locally through partnerships and networks.



People will tell their story only once. We will deliver integrated health and social care, seamlessly to meet the needs of individuals.

We recruit and develop a flexible, fulfilled and multi-skilled workforce fully engaged in turning our vision into a reality.

We will efficiently and effectively run our services to benefit our local communities.

We will work in partnership with stakeholders to promote independence and well-being.

We will support individuals and communities to have more influence over how services are delivered and encourage others to do likewise.

Annual Corporate Objectives

This paper provides evidence to support the achievement of the following annual Corporate Objectives for 2016/17.

1: To ensure ongoing development of the Board

17: Implement Devon Execellence Centre

20: Continue to develop flexible workforce

Principal Risks

The Trust’s principal risks have been identified through the Trust’s risk management processes. They are updated as they are identified by the Risk Management Committee. This paper supports the mitigation of the following principal risks:

Financial planning & management Clinical records management

Strategic & business planning Leadership & management

Workforce numbers Unsafe behaviour

Workforce skills External demands

Procedural management Partnership arrangements

Equipment & facilities arrangements Communication



MINUTES of the meeting of the Workforce & Organisational Development Committee

Held in the Chichester Boardroom at North Devon District Hospital on Tuesday 21 June 2016 at 10.00am

PRESENT: Darryn Allcorn (DA) Director of Workforce & Development Andrea Bell (AB) Deputy Director of Nursing Jonathan Broad (JB) Associate Non-Executive Director Pauline Geen (Chair) (PG) Non-Executive Director Jo Holmes (JH) Assistant Director of HR Iain Roy (IR) Director of Facilities

IN ATTENDANCE: Sandy Gatfield Minute Secretary

Hotspot

The Committee were advised of significant issues as follows:

023/16 Excellence Centre

This was progressing and the contract had been signed. The next stage would be to write to all care providers to outline the ambitions of the Centre and invite them to be part of the wider reference group. A launch event was planned for September.

024/16 Care Academy

The Care Academy was going from strength to strength and was now working more in partnership with the Devon Partnership Trust thereby increasing placements for students and providing them with a much wider understanding of health and social care. Petroc had been tasked with working on a sustainability strategy to enable the Academy to continue once funding ended later this year. Petroc were optimistic on this issue. It was also noted that the Academy was helping with recruitment by providing an alternative route into healthcare as opposed to via university.



025/16 Apprentice Levy

This would be introduced next April at which point all employers would have to pay 0.5% of their paybill as a levy. This could then be reclaimed to fund apprenticeships. This would create a financial cost pressure for the Trust as the 0.5% would be more than was currently spent on apprenticeships. Whilst this was accepted as a risk, the plan would be to work more closely with teams to evaluate possible apprentice routes and utilise these more.

026/16 Chair’s Remarks

PG welcomed Andrea Bell to the meeting representing nursing. PG also welcomed Jonathan Broad as the second Non-Executive Director on a permanent basis which brought the Committee in line with other Trust Board sub-committees.

027/16 Apologies

Apologies were noted for Trudie Brailey, Andy Burgess, Katie Milton and Tina Naldrett.

028/16 Minutes of last meeting

The Minutes of the meeting held on 19 April 2016 were considered and APPROVED.

029/16 Matters Arising

The Action Log was considered and updated.

030/16 Minutes of the Organisational Development Committee held on 5 May 2016

The Committee were provided with the minutes of the Organisational Development Committee meeting held on 5 May 2016.

The Committee noted significant issues of interest had included:

Leadership and management training programme – a paper had been presented on the importance of training, balancing organisational need with individual need and how to publicise the opportunities available. A gap had been identified around training for ward managers and medical and dental staff. A course had been commissioned for October around specific skills for medical and dental investigations to provide a broader cohort of staff available to undertake such investigations.

An update was provided on the three elements of the Health & Wellbeing CQUIN and the current and planned activity for each.

Staff recognition awards – it had been noted that staff side feedback had not been overly positive. However, it had been decided to trial an award scheme and review how it was received by staff and amend as necessary.

The Committee noted key risks discussed had included:

None identified.



The Committee RECEIVED the Minutes of the Organisational Development Committee meeting held on 5 May 2016.

031/16 Staff Friends & Family Test Update Q4 2015/16 and Q1 2016/17

The Staff Friends & Family Test Update for Quarter 4 2015/16 and Quarter 1 2016/17.

The Committee were reminded that this information was being gathered via the mini staff survey process, albeit the questions were limited solely to the Friends & Family element.

The response rate was low at 25.8% for Quarter 4 and 12.4% for Quarter 1. Comparisons against England and the South West were provided.

It was noted that this year’s contract quality schedule from the CCG required the Trust to report on performance of the Friends & Family Test and would set performance targets, although these had yet to be detailed.

The Committee acknowledged that the survey request was sent to staff by email although only 70% of staff actually accessed their emails. AB suggested the use of volunteers as “floor walkers” encouraging staff to take part.

The Committee RECEIVED the Staff Friends & Family Test Update Q4 2015/16 and Q1 2016/17.

032/16 Supervision Report – July 2015 to December 2015

The Committee were presented with the paper on levels of supervision reported by staff whose appraisal took place during the period from 1 July 2015 to 31 December 2015.

The information on frequency of supervision had been gathered via the e-appraisal system on STAR. The desired expectation was that all staff received supervision at least every 6 weeks. The last supervision report covered the period from the introduction of the e-appraisal system (November 2014) to 10 July 2015. The latest report compared performance against this original baseline data and small improvements had already been noted. Further six monthly reports would be presented with the next one covering the period 1 January 2016 to 30 June 2016. Ongoing comparison should enable focus on the areas where supervision was not taking place, highlight overall improvement and evidence supervision levels from both an employee and manager perspective. DA highlighted that 6 weekly supervision was a CQC requirement and needed to be evidenced.

The next report would be available for presentation at the next meeting. JH

The Committee RECEIVED the Supervision Report for July 2015 to December 2015.

033/16 Minutes of the Planning, Education & Recruitment Committee meeting held on 10 May 2016

The Committee were provided with the minutes of the Planning, Education & Recruitment Committee meeting held on 10 May 2016.




The Group been consumed with TCS over last 6 months, particularly cultural issues around training as some transferring staff were not undertaking certain training due to their possible imminent transfer. An agreement was now in place with the RD&E to facilitate ongoing training.

There had been some good successes around “Return to practice” for Nursing and a similar process for Therapy was now being investigated.

A new foundation degree with Petroc would be starting in September leading to a BSc Honours in Health & Social Care.

Recruitment open days continued to deliver numbers.


Staff establishment had dropped by 2% overall in the last year due to recruitment being unable to keep pace with the numbers of staff retiring. The increase in retirements was thought to be due to both TCS and the impact of changes to pensions. It was thought this would continue to be a challenge for the Trust.

The Committee RECEIVED the Minutes of the Planning, Education & Recruitment Committee meeting held on 10 May 2016.

034/16 Workforce Monitoring Report – 26 May 2016

The Committee were provided with the Workforce Monitoring Report for May 2016.


Sickness absence – this remained above the 3% stretch target but was at a healthy level and below the national average.

Long term sickness was starting to reduce, and it was noted there had been a significant number of deaths in service this year.

Staff turnover – overall more staff had left the Trust than had joined.

Training compliance – this had dropped but was thought to be very much associated with the staff transferring under TCS, although an increase in compliance had been noted for the acute.

Appraisals – although still significantly below target, compliance had increased to the highest levels in 18 months. KM was carrying out an analysis as the staff survey reporting suggested the rate was higher. KM would be asked to report back on this at the next meeting. KM

The Committee RECEIVED the Workforce Monitoring Report for May 2016.

035/16 Strategic Objective SO4 Position Statement Q4 2014/15

The Committee were provided with the Strategic Objective SO4 Position Statement Q4 2014/15.


All performance indicators had been achieved. The Committee acknowledged this achievement against objectives set.



The Committee RECEIVED the Strategic Objective SO4 Position Statement Q4 2014/15.

036/16 Workforce Development & Planning Strategy Action Plan Update Q4 2014/15

This paper had not been received and it was AGREED to carry the item forward to the next meeting. JH

037/16 Minutes of the Open Partnership Forum meetings held on 10 March 2016, 14 April 2016 and 12 May 2016

The Committee were provided with the minutes of the Open Partnership Forum meetings held on 10 March 2016, 14 April 2016 and 12 May 2016.


Although staff side were consumed with the TCS transfer, partnership working remained strong with support for a number of Management of Changes.


None identified.

The Committee RECEIVED the Minutes of the Open Partnership Forum meetings held on 10 March 2016, 14 April 2016 and 12 May 2016.

038/16 Workforce & Organisational Development Committee Compliance Report 2015/16

The Committee were presented with the Compliance Report 2015/16 for the Workforce & Organisational Development Committee.

The Committee discussed the following:

Whilst there had been no radical changes, all the key points discussed over the year were covered.

Although membership had struggled at times, it was felt this was now moving forward with representation from Nursing and a second Non-Executive Director. It was thought that at the point of transfer of TCS, staff side were likely to become more involved once again. It was noted that Trudie Brailey would be remaining with the Trust following the transfer, although the two vice chairs would be transferring to the RD&E.

IR queried whether the Local Consultative Committees would be justified following the transfer. DA felt that these would continue although there would need to be a review given the amount of management time involved.

The Committee APPROVED the Compliance Report 2015/16 for the Workforce & Organisational Development Committee.



039/16 Workforce & Organisational Development Committee Terms of Reference

The Committee were presented with the draft Terms of Reference for the Workforce & Organisational Development Committee.

The following amendment was requested:

On page 4, it was felt that the table showing Full Members should make it clearer that there are two Non-Executive Directors.

The Committee APPROVED the Terms of Reference for the Workforce & Organisational Development Committee subject to the above amendment. SG

040/16 Organisational Development Committee Compliance Report 2015/16

The Committee were presented with the Compliance Report 2015/16 for the Organisational Development Committee.

The Committee noted the following:

The ODC had struggled with consistent attendance as well as attendance by staff side although it was hoped this would now improve.

The Committee RECEIVED the Compliance Report 2015/16 for the Organisational Development Committee.

041/16 Organisational Development Committee Terms of Reference

The Terms of Reference for the Organisational Development Committee had not yet been reviewed.

There was some discussion around the fact that the WODC sub-groups would change post TCS, following which the Committee AGREED that the sub-groups should continue to use the 2015/16 Terms of Reference with the commitment that these would be reviewed post TCS and presented to the Committee for ratification at the meeting on 18 October 2016. JH

042/16 Planning Education & Recruitment Committee Compliance Report 2015/16

The Compliance Report 2015/16 for the Planning, Education & Recruitment Committee was not available and it was AGREED that this would be presented at the next meeting on 16 August 2016. KM

043/16 Planning Education & Recruitment Committee Terms of Reference

The Terms of Reference for the Planning, Education & Recruitment Committee had not yet been reviewed.



As for Minute number 041/16, it was AGREED that these would be reviewed post TCS and presented to the Committee for ratification at the meeting on 18 October 2016. KM

044/16 Feedback from Board Sub-Committees

No items were noted.

045/16 Employee Relations Case Data

The Committee were presented with a handout detailing various data in relation to disciplinary cases at the Acute over the year from 1 April 2015 to 31 March 2016. The handout was an example of how the data held could be broken down and presented although it was not anticipated that this level of data or breakdown would be produced on a regular basis. However, it was acknowledged that this provided a baseline for identifying any emerging trends in future. It was hoped that the data for the community would also be included post TCS. The Committee RECEIVED the handout on Employee Relations Case Data.

046/16 TCS (Transforming Community Services)

The new date for transfer of TCS had been confirmed as 1 October 2016 although there remained a number of formal steps to be completed before the contract could be signed

DA informed the Committee that Staff Side were conducting a survey to gain an understanding of staff perspective of the consultation process.

047/16 Issues for Raising with Other Committees

No issues required to be raised with other committees.

048/16 NHS England WRES (Workforce Race Equality Standard) 2015 Data Analysis Report

The Committee were presented with a paper giving a brief overview of the NHS England WRES 2015 Data Analysis Report for NHS Trusts. The WRES was introduced in April 2015 and was included in the NHS standard contract for the first time.

The WRES aimed to ensure employees from black and minority ethnic (BME) backgrounds had equal access to career opportunities and received fair treatment in the workplace. Trusts submit WRES data against 9 indicators.

The current data was being finalised for submission by the end of July 2016.

Key issues highlighted included:

Issues with the number of staff survey respondents and the resulting impact on how representative the survey results were of the entire workforce.



Missing or inconsistent data being provided by some trusts, as a result of which more detailed guidance document and a sample template had been provided this year.

Due to the small number of BME staff within the Trust, it was difficult to achieve sufficient returns from BME staff to register a score.

It was acknowledged that Salisbury and Plymouth trusts both surveyed all staff whereas NDHT only selected a random sample of 20%. There was some discussion around the possible benefits of increasing the percentage and JH was asked to look into this further and bring possible options to the next meeting, together with the Trust’s current position on WRES. JH

049/16 Date of Next Meeting

The next meeting of the Workforce & Organisational Development Committee would be held at 10am to 1pm on Tuesday 16 August 2016 in the Chichester Boardroom, North Devon District Hospital.

050/16 Confidential Section

Items for discussion in the confidential session could include confidential workforce issues.

051/16 Exclusion

The meeting RESOLVED that due to the confidential nature of the final business to be transacted, the meeting moved to a confidential session. This was proposed by Pauline Geen, and the Committee agreed.

052/16 Close of Business

There being no further business, the meeting closed at 11.40am.



ACTION LOG AS AT 21 JUNE 2016

No Minute Item Action Comments Lead Outcome

18 August 2015

1 088/15 Workforce Report

Jo Holmes to check wording of policies re retirees who return to work

Oct 15 – JH was continuing to work on this item. Dec 15 – this related to the fixed term contract policy which was being raised through PER. A priority list was being worked on given the work for TCS, and this was unlikely to be high on the agenda so it was agreed to keep the item open. April 16 – it was agreed that due to the ongoing work with regard to TCS, this would be picked up post transfer, but would remain on the action grid as a reminder. June 2016 – the Policy Group were looking into this and JH would find out the current situation and update at the next meeting.

JH Ongoing

2 091/15 Committee Terms of Reference

Sub Committee’s to appoint Vice Chairs and include this info in TOR when next reviewed

Oct 15 – JH had yet to deal with this. Dec 15 – it was anticipated that either Jill Canning or Heather Brazier would be Vice Chair and this would be discussed further at the next ODC meeting. April 16 – it was confirmed that there was no appointment process at the moment. The discussion had centred on vice-chairs who are operational rather than workforce but there was a risk around governance. The operational structure was only at stage 1 so was not going to progress for the time being. It was agreed to leave the action on the grid as a reminder and to change the lead to DA. June 2016 – conversations had taken place with Heather Brazier and Jill Canning and whilst there was agreement in principle, no Vice Chairs had yet been agreed. DA would follow up.

DA Ongoing




15 December 2015

3 128/15 Minutes of the ODC – Calendar Year Report

Calendar Year Report to be presented to next meeting of WODC.

April 16 – The Annual Committee Compliance report was being prepared and would be presented at the next meeting. June 2016 – this was included on the agenda.

JH Closed

19 April 2016

4 002/16 Chair’s Remarks – attendance by a second NED

Raise with the Chairman whether attendance by a second NED should continue on rotation or by permanent appointment.

June 2016 – PG had discussed with the Trust Chairman and a second NED had been permanently appointed.

PG Closed

5 002/16 Chair’s Remarks – replacement committee member for AB

Check with Rob Sainsbury who would replace Andy Burgess as a Committee member

June 2016 – DA would follow up with Rob Sainsbury.

DA Ongoing

6 005/16 Matters Arising – Annual Committee Compliance Report for PER

Prepare Annual Committee Compliance report for PER and present to next meeting.

June 2016 – this was included on the agenda.

KM Closed

7 005/16 Matters Arising – NED training

Raise analysis of Mandatory & Statutory Training for NEDs with the Trust Chairman.

June 2016 – PG had raised this with Roger French, Chairman, and the general feeling was that it was sufficient for NEDs to attend induction at the outset and regularly attend Board Briefings. DA confirmed there were no statutory requirements for NEDs. There was some discussion around potential training requirements for NEDs with specific responsibilities, such as safeguarding, or Health & Safety and it was agreed that PG would raise this at the Health & Safety Committee for confirmation / assurance. JB considered this should be part of an internal assurance requirement and DA/PG would discuss this further outside the meeting and DA would carry out some benchmarking across the South West.

PG DA/PG

Ongoing

8 014/16 Feedback from Board Sub-Committees – Violence & Aggression audit

Establish when the next Violence & Aggression audit would take place

June 2016 – DA confirmed the next audit was due to commence imminently.

DA Closed

9 014/16 Feedback from Board Sub-Committees – Credit Union

Consider whether to approve the suggested Credit Union as an employee benefit

June 2016 – this had been agreed by the Committee members outside of the meeting and would be proceeding.

ALL Closed




10 014/16 Feedback from Board Sub-Committees – Internal Audit Interim Report – Whistleblowing

DA to review whether there was any relevant learning in relation to Whistleblowing for the Trust from the Internal Audit Interim Report

June 2016 – DA had looked into this further and confirmed that the Trust was carrying out the majority of elements.

DA Closed

11 014/16 Feedback from Board Sub-Committees – Internal Audit Interim Report – Personnel Development Reviews

KM to review whether there was any relevant learning in relation to Personnel Development Reviews for the Trust from the Internal Audit Interim Report

June 2016 – DA confirmed that KM had reviewed this and reporting would be tweaked accordingly.

KM Closed

12 016/16 Emerging Issues – Apprentice Levy

Present paper on the proposed Apprentice Levy at the next meeting

June 2016 – it was agreed that a paper was not required at present.

DA Closed

21 June 2016

13 032/16 Supervision Report – July 2015 to December 2015

Report for January 2016 to June 2016 to be presented at next meeting.

JH

14 034/16 Workforce Monitoring Report – 26 May 2016

Report to next meeting on analysis of gap between appraisal compliance figures and the compliance figures as suggested by the staff survey.

KM

15 036/16 Workforce Development & Planning Strategy Action Plan Update Q4 2014/15

This paper to be presented at the August 2016 meeting.

JH

16 039/16 WODC Terms of Reference

Amend TOR as approved and circulate.

SG

17 041/16 ODC Terms of Reference

Continue to use current TOR and review post TCS with draft being submitted to WODC on 18 October 2016.

JH

18 042/16 PER Committee Compliance Report 2015/16

To be presented to the meeting on 16 August 2016.

KM

19 043/16 PER Committee Terms of Reference

Continue to use current TOR and review post TCS with draft being submitted to WODC on 18 October 2016.

KM




20 048/16 NHS England WRES Report – Staff Survey percentage

Consider possibility of increasing the percentage of the random sample selected for staff survey and present options to next meeting.

JH

21 048/16 NHS England WRES Report – updated position

Present updated position to next meeting.

JH

Documents

EXECUTIVE SUMMARY - North Devon District Hospital · 8/2/2016 · G:\BOARD SECRETARIAT\MEETINGS\Board\Meetings\2016-17\02.08.16\Annex 5.1 Board 02.08.16 WODC Draft Minutes 21.06.2016.docx