MINUTES OF THE STAFF GOVERNANCE MEETING HELD ON FRIDAY 18TH JANUARY2013AT 10.00 AM WITHIN THE BOARD ROOM, HAYFIELD CLINIC

Present:Mr Dave Stewart, Chair,Operational Division (Chair)

Professor J McGoldrick, Chair, NHS Fife

Mrs Wilma Brown, Employee Director, NHS Fife

Mrs Liz Rosie, Co-Chair, Ops Division LPF

Mrs Lynne Parsons, Co-Chair, D&WF LPF

Mrs Susan Manion, General Manager, D&WF CHP

Mrs Mary Porter, Acting General Manager, K&L CHP

Mr Arthur Morris, Non Executive Director, NHS Fife

Ms Moira Adams, Non Executive Director, NHS Fife

Mrs Alison Nicoll, G&NEF Staff Side Chair

Mr Simon Fevre, K&L CHP Staff Side Chair

Mr Alastair Robertson, Non Executive Director, NHS Fife

In Attendance:Mr John Wilson, Chief Executive, NHS Fife

Ms Rona King, Director of Human Resources

Dr G Birnie, Medical Director, Operational Division

Mrs Helen Bailey, PA to DHR (Minutes)

ACTION
1. / APOLOGIES FOR ABSENCE
The Chair welcomed attendees and apologies were noted from
David Christie, George Cunningham
There were no declarations of interest to note.
2. / MINUTES OF PREVIOUS MEETING
Theminutes of the Staff Governance meeting held on 8th October 2012 were accepted as an accurate record.
Action Points
Item 2 (Item 7) – Dr Birnie attending this meeting.
Item 2 (Item 10) – In progress.
Item 8 – Health & Social Care Workforce Work Stream to be a standing agenda item and minutes to Staff Governance. Work in progress with Communications Team to ensure links on intranet are shared and information goes out simultaneously with Fife Council.
3. / MINUTES FOR NOTING
(a) Operational Division LPF – 13/09/12, 15/11/12
Noted.
(b) Kirkcaldy & Levenmouth LPF– 16/08/12, 20/09/12
Mr Robertson sought clarification on Item 3 (16/8/12) regarding enhancement for staff on holidays. Mrs Brown and Ms King explained the issues and that work is ongoing to resolve this.
Noted.
(c) Glenrothes & NEF LPF – 13/09/12
Noted.
(d) Dunfermline & West Fife CHP LPF – 12/09/12, 14/11/12
Noted.
(e) Remuneration Sub-Committee–04/12/12
Mr Stewart referred to Item 4, mid year review of Chief Executive, and informed the Committee that members had since been advised that this was complete.
Noted.
(g) Area Partnership Forum (APF) –26/10/12
Noted.
4. / MATTERS ARISING
There were no matters arising to note.
5. / CAREER GRADE DOCTORS – APPRAISAL REPORT
Dr Birnie gave an overview on the mechanism and processes around appraisals, which is reported into Clinical Governance Committee. NHS Fife was assessed by NHS HIS and was to go forward with revalidation which went live nationally in December 2012. Dr Birnie updated the Committee on progress of appraisals being carried out which are monitored on the website. Dr Birnie reported on the challenge of identifying appraisers which is also a national issue. Dr Birnie confirmed that NHS Fife is progressing in the right direction with appraisals and NHS Fife currently have enough trained appraisers for the first year, however, do need a mechanism to identify more to maintain the pool and for future years. Dr Birnie clarified that appraisals must be offered to locums here for more than 6 weeks.
Mr Stewart thanked Dr Birnie for his information update. Dr Birnie left the meeting.
6 / ATTENDANCE MANAGEMENT UPDATE
Ms King spoke to the paper on attendance management. Ms King reported that the latest figures for NHS Fife, November 2012, show a small drop in the percentage.
Ms King reported on the work she, together with Annie Buchanan and Wilma Brown, have been leading on, meeting with individual directorates, their managers and HR support to discuss their particular issues and have discussions around concerns, in particular Return to Work interviews and explaining the policy. Myth Busting sessions have also been running, meeting with the Directorate team and the SMT member as part of the panel to go through issues and cases. This has proved to be very useful. Mr Cunningham has actively been involved in this.
Mrs Rosie and Mr Robertson requested that the attendance percentage information be broken down to make it easier for staff to understand. Ms King stated that concerns like this are being discussed.
Mr Stewart stated that good work is progressing, however, we must continue to look at systems and support to help reduce staff stress and pressure.
Ms King reported that Mrs Davina Clark has been developing the Stress Audit Tool which will go to APF.
The Attendance Management report was noted.
7. / INTEGRATION OF HEALTH AND SOCIAL CARE
As noted the Action Points, this will be a standing agenda item and minutes will go to Staff Governance Committee.
Ms King informed the Committee that national feedback is still awaited. Mr Wilson reported that the Programme Board meets every 2 months. A joint newsletter prepared by the Board and Fife Council will be distributed.
8. / KSF UPDATE
Ms King spoke to the progress report on KSF. Mr Robertson enquired how the value of KSF was measured. Ms King explained that there is no specific exercise to evaluate KSF as a tool, however, the bank of information on training, performance is recorded and competency levels are measured against individual posts.
Ms King reported that a pilot will take place over 2013/14 looking at other ways of measuring if the Staff Governance standards are being implemented across Scotland.
Mr Stewart noted the progress on this system.
9. / eESS UPDATE
Ms King spoke to the report giving an update on the implementation of eESS in NHS Fife. Ms King reported that the current position was that members of HR staff are doing end to end testing and running a mock trial to ensure all parts of the system work. NHS Fife and ForthValley will not progress with the system until there is confirmation and evidence that it works.
The Committee noted the progress to date.
10. / STAFF GOVERNANCE ACTION PLAN - Timetable
Ms King referred to the Action Plan. The overarching NHS Fife Staff Governance Action Plan is developed and agreed at APF. The 4 individual LPFs should reflect work to be developed and taken forward in their respective areas.
Mrs Rosie stated that there is a lot of good work but we are not good at promoting this.
Individuals reported that work is actively moving forward within each area on the action plans.
11. / EVERYONE MATTERS: 20:20 WORKFORCE VISION
Ms King apologised that the DVD provided to support engagement (as referred to in the paper) is not compatible with our system. The link to view it on the internet will be circulated. Ms King stated that Everyone Matters is to fit into the 2020 Workforce Vision which is the national strategy. Ms King stated that the challenge for NHS Fife over the next 2 months (28th Feb report) is to engage with at least 5% of our workforce, going through the questions laid out within the guidance and tools around Everyone Matters. This work is currently ongoing, utilising meetings already set up, where appropriate. We will do our best to get this across to as many people as possible. However, we are also putting out information around this and staff can go on directly to a site and answer the questions. / HB
The Committee discussed this and Ms King clarified that feedback is anonymous and it encompasses anyone who works in NHS Scotland.
Mr Stewart noted NHS Fife’s commitment to this.
12. / INTERNSHIPS
Ms King stated it was important that this Committee was aware of the initiative for Internships. Unfortunately since putting this on the agenda there has been a change made to the funding for this initiative. Ms King will report further on this when more information is available. Potentially all of the funding will be removed around Internships but the programme will still continue, that will be an issue for Boards because it would be an additional cost/burden. Internship sits outside normal substantive posts which we have budgets for.
The Committee noted the content of the paper.
13. / AOCB
Nothing to note.
14. / DATE AND TIME OF NEXT MEETING
Thursday 28th March 2013, 10:00 hrs, Board Room, Hayfield Clinic

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