MINUTES OF THE MEETING OF THE LEO JLNC HELD ON THURSDAY 28TH JANUARY 2016

Present:

Management Side: Karen Fentem (KF) (Management Side Chair), Jon Lenton (JL), Kelsey Hudson (KH)

Staff Side: Dr Anthony Wilson (AW)(Acting Staff Side Chair), Dr Adam Moreton (AM),

Sarah McCarthy (SMc), BMA, Dr Angus Luk (AL), Dr Bilal Anwar (BA), Dr Anne Whittington (AW).

1. / Apologies and Welcome to New Members
Apologies were accepted from: Steve Langham (SL),Dr Ola Abbas (OA), Dr Samira Anane (SA),DrSaika Rahuja (SR).
New Members were welcomed to the committee. An additional 3 staff side members need to be recruited. It was agreed for AW to be Acting Staff Side Chair for this meeting.
Expressions of thanks were afforded to past members Dr James Bluett former Staff Side Chair, Dr Farah Ahmed, Dr Swanand Patwardhan and Mrs Sarah Williams.
2. / Minutes of Previous Meeting
Minutes of the meeting held on 7th July 2015 were agreed as an accurate record.
3. / Lead Employer Arrangements
KF reported since being in post at the beginning of November 2015, the LET had had a Team Away Day, a new team structure has been implemented and group generic email addresses had been set up. Details of contact details would be communicated via the February INFO BRIEF.
A number of projects were commencing looking at systems eg ESR Manager and Self Service, A Communication/Stakeholder Survey will be launched in March via survey monkey so the LET can review the delivery of service and implement changes to provide an improved service where required. The website will be reviewed to make it easier to use – AL expressed an interest in being a part of the focus group reviewing the website.
4. / Actions from previous meeting
4.1 Draft Removal and Associated Expenses Policy
  • AW to produce a summary for inclusion in the Feb INFO BRIEF. The ExcessTravel Form was agreed
  • AM had updated the Psychiatry Business Mileage form for review. It was agreed to have one form for use across all specialties. KH to liaise with AM to produce a draft for next meeting.
4.2 Draft Disciplinary/MHPS Policy
  • SMc advised LET policy currently on hold because PAT are re-negotiating parts of the current Pennine Remediation, Capability and Conduct Policy for Medical Staff through the Pennine LNC. SMc working with Natalie Holroyd and Professor Andrew Rowland and will feedback to this committee at the March meeting.
4.3 Management of Attendance Policy
  • JL informed has been working with St Helen’s and Knowsley Lead Employer on producing a policy encompassing best practice from Mersey and North West to ensure a consistent policy across HEE NWO. The suggestions and comments previously provided by Staff Side on the current LET Pennine policy had been fed into discussions. Host Representatives will be asked to review the policy to ensure it is workable and acceptable from a Host perspective. JL to circulate draft for discussion at future meeting.
4.4 Review of the Family Policy and Shared Parental Leave Policy
  • KH to circulate revised Family Policy for comments/review.
  • SMc agreed to produce a summary section for ease of reference and send comments through to Management Side for final review/comments prior to policy sign off at March meeting.
4.5 GP Trainees contracts of employment
  • JL confirmed amendments had been incorporated into contract of employment and issued to August 2015 new starters.
4.6 Review of Terms of Reference
  • Consistent use of acronyms to be used throughout the document. HENW/Deanery to be amended to read Health Education England (North West Office). Insert the sentence “The Management Side will Chair the meetings” in section 1. Section 2.i to be revisited by Management Side.
4.7 LTFT GP Trainees hours of work, pay, OOH and supplements
  • Staff Side reported no issues since August. The matter had been resolved and it was agreed to remove the item from the agenda.

5. / Restrictions on Locum Work for LTFT Trainees
  • Staff Side sought clarity on LTFT Trainees undertaking Locum Work. The group were advised as per HEE NWO’s policy LTFT can undertake locum work in exception circumstances to ensure patient safety and service delivery is maintained. LTFT are not permitted to undertake locum work for planned absences.
  • JL advised he was working with St Helen’s and Knowsley on a document for all trainees providing guidance about when it is and is not acceptable to undertake locum shifts. Once the document has been agreed by HEE NWO, it will be shared with Staff Side.

6. / Provision of Information to Psychiatry Trainees
  • Late notification of rotational information was discussed as an issue for all trainees
and not just for those in Psychiatry. Management Side advised there are delays in information being received from HEE NWO to the LET and assured the matter was being closely monitored by the LET and formal feedback would be presented to HEE NWO.
7. / Change to Payroll Deadline for submitting requests for payment of expenses.
  • It was agreed with effect from March 2016, the payroll cut of date for submitting travel claim forms to Pennine Payroll would move from 10th to 6th of the month going forward.
  • Section 13.1 of The Removals and Associated Expenses Policy and Procedure to be updated to reflect the change in the deadline date for submitting travel forms for payment of expenses.
  • Process and timeframe for payment of Study Leave Expenses is currently taking on average 2 months from sending to HEE NWO to be paid. LET to work with HEE NWO to see if the process can be streamlined.

8. / Industrial Action
  • KF informed due to the IA, the CMT interviews had been condensed into 3 days rather than 5 days. Deductions for those Trainees taking IA in January would be deducted in their February pay and the deductions for February IA would be made in March salaries.
  • Staff Side asked how the LET was collating the information. JL informed, a proforma with a list of Trainees on placement at each Host Organisation had been sent to each Host for them to complete and return to the LET for uploading into ESR.
Staff Side asked what the process was for Trainees where deductions had been made erroneously. JL advised, trainees should contact the Host in the first instance and for the Host to update the LET. Staff Side asked for this to be communicated to Trainees via the February INFO BRIEF, JL agreed to this request.
9. / Date for Meeting in 2016
All dates apart from 17th November 2016 meeting were agreed. An alternative November date to be scheduled.
10. / Any Other Business
Constitution: SMc requested an article to be placed in INFO BRIEF to attract 3 more Trainee representatives to the committee. SMc to send briefing note to KH.
Communication: Discussion ensued regarding communicating channels used to engage with Trainees and if read INFO BRIEF. This will be reviewed in line with the Trainee Communication Survey.
11. / Date and Time of Next Meeting
15thMarch 2016, 3:00 pm Monsall Room, Trust HQ, NMGH
Staff Side Pre-Meet: 2:00 pm – 3:00 pm, Monsall Room
Mngt Side Pre-Meet: 2:30 pm – 3:00 pm,Room 023, Trust HQ