HIGHLAND NHS BOARD
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Inverness IV2 3BW
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MINUTE of MEETING of the
NHS Board Asset Management Group
Ante Room, Assynt House / Tuesday 22nd October 2013
2pm
Present: Alasdair Lawton, Non Executive Director and Chair
Nick Kenton, Director of Finance
Carol Marlin, Monitoring Accountant
Bruce Merchant, Public Representative
Elaine Wilkinson-Crane, Non Executive Director
Brenda Dunthorne, Head of Finance
Ian Rudd, Principal Pharmacist
John Crossley, Section Head – Medical Physics
Ian Scott, Clinical Director – South & Mid
In Attendance: Sylvia McFarlane, Personal Assistant (minutes)
Heather Cameron on behalf of Eric Green
George Morrison (VC) on behalf of Derek Leslie
Ian Ross on behalf of Bill Reid
1 WELCOME/INTRODUCTIONS
Alasdair Lawton welcomed everyone to the meeting.
Apologies for absence were received on behalf of Eric Green, John Bogle, Alex Javed, Bob Summers and Michael Hall.
2 MINUTE OF THE MEETING HELD ON 11 September 2013
The minutes were approved.
3 MATTERS ARISING
Catering Trolleys – not on agenda – Still waiting for catering lead with a wider view across
Area – to be carried over to the next meeting.
4 MONITORING REPORTS
No changes to SG funding this month though spend available for disposals is not showing
at £0.710m.
Expenditure changes show the approval for the equipment store in Helensburgh as agreed
at the previous AMG meeting. Outwith the meeting NK agreed to the urgent purchase of a
dishwasher at Belford.
The original funding for Dingwall & Drumnadrochit HS’s was £1.5m for each project. Slippage of £0.4m has been identified against Dingwall. It has been agreed by SG that we
can look to manage the full resource of £3m for the 2 projects over the 3 years, and,
although is looks like Dingwall will underspend , early indications are that Drumnadrochit could overspend.
This brings the in year slippage to £1.1m to date, the priority for allocating the in year slippage has to be given to advancing spend from 14/15 to preserve the integrity of the capital allocation.
Tables 1&2 and app 1 show the spend to date by scheme – total spend to month 6 is at 22%, which is £3.8m of the £17.6m available, all managers indicating budgets will be spent in full in year.
5 RAIGMORE OUTPATIENTS AND CAFÉ AREA BUSINESS CASE
This Business Case was discussed at last month’s meeting and BD confirmed that an approach has subsequently been made to the Endowment’s Committee. Approval has been given for £185k which covers the estimated costs of the Coffee Bar. Raigmore Senior Management Team to review their specific Endowment Fund and hope to provide a further £15k towards the overall project. A further bid for £278k will be made from 14/15 Capital Funds for the reconfiguration and provision of disabled toilets. This will obviously need to be considered against other bids for next year’s capital.
The group discussed the process for proposed Capital Bids especially for Operational Units who may have ad hoc equipment replacement requirements. JC confirmed that information held on medical equipment could be used to provide a rolling programme of replacement to help identify replacement dates. NK suggested that a contingency fund could be set aside for unforeseen equipment replacement needs.
Ian Rudd joined the meeting
6 ISOLATOR BID
IR confirmed the Business Case has yet to be finalised as awaiting quotes from external contractors to confirm actual costs against estimated costs. This item to be carried forward to next month’s meeting.
7 ADDITONAL FUNDING – PATIENT MANAGEMENT SYSTEMS (PMS) IMPLEMENTATION
The PMS Business Case was approved in December 2012 and the contract commenced 1/4/13 although due to difficulties, the go live date has been revised from 11/11/13 to 3/3/14.
Additional hardware and software is required, together with the extension to the go live date this will incur added expenditure. Total funding requested £371,000 from this year’s fund. Phase 2 next year will require further capital funding.
The delay is due to data migration merging complications and the exercise has been greater than was first considered by both eHealth and the Contractor.
EW requested clarification on the split of the additional funding requested relating to the delay in the contract and the additional hardware/software. IR confirmed the hardware is not replacement PCs, it is, core hardware.
The group approved the additional funding in principal but need confirmation on the governance around approval of funding of such a significant sum against the original approved capital bid. Full approval is required within six weeks as 3 March 2014 deadline approaches.
8 eHealth REPLACEMENT PROGRAMME
IR requested £724k from this year’s budget to fund replacement of critical items as noted in his bid of 11/11/13.
The group discussed available eHealth Capital funding for next year and the remaining available capital monies from this year. The group discussed the elements which make up the bid. IR confirmed the bid was primarily to maintain what we currently have and not to enhance our systems.
The group gave approval to proceed - the £724k approval if for this year 13/14 – but is being
Pulled forward from the eHealth £1m allocation for 14/15.
Iain Scott left the meeting
9 REPLACEMENT ESTATES VANS
The group were asked to approve the replacement of Estates Vans
Estates vans are currently leased through national contract and 14 of the 22 vans are due to be replaced as the 5 year lease is coming to an end. The proposal discussed is to replace existing fleet of Vauxhall Astra, Combo and Vivaro vans with Volkswagen Caddy & Transporter vans, resulting in increased fuel efficiency and a reduction in carbon emissions. The group were advised that there is no capital costs to this as this was a revenue funded replacement lease and is included in all financial plans and forecasts.
George Morrison to look into this for A&B area.
The group gave approval to proceed.
10 SECURITY IMPROVEMENTS – QUEEN ELIZABETH WING – CAITHNESS GENERAL HOSPITAL
The group were asked to approve the upgrading of the security arrangements at CGH Queen Elizabeth Wing – Rehabilitation Unit. To modernise the security arrangements to assist staff in caring for patient group at a Capital cost of £17k for the replacement of security devices and some doors to accommodate these devices. This will ensure patient safety. The group were advised that a review of security prompted this request.
The group gave approval to proceed
11 REPLACEMENT MEDICAL AIR PLANT – CAITHNESS GENERAL HOSPITAL
The group were asked to approve the replacement of Medical Gas Manifold at Caithness General Hospital at a cost of £15k. The existing gas manifold is 25years old and has been obsolete for a number of years and spare parts are now not available. Replacement will ensure a reliable system and reduction in oxygen costs.
The group gave approval to proceed.
12 COLL DOCTORS HOUSE
The group were asked to approve the upgrading of the Coll Doctors House at a cost of
£45k. EG aware of this as discussed with Derek Leslie.
Agreed from 13/14 slippage
13 SG FEEDBACK - ASSET MANAGEMENT STRATEGY
NK advised group there had been positive feedback from Scottish Government for Asset Management Strategy. Overall document was well presented, easy to understand and achieved 4 out of 5 for the estate part of the document, and lower scores for other asset types.
14 BUSINESS CASE APPROVAL PROCESS
To be taken forward NK & EG. Bring to further meetings.
15 A.O.C.B.
JC asked the group re replacement of Medical Equipment. The group advised that bids/costing on this requirement be taken to further meeting.
Bob Summers – It was agreed that BS should be invited to attend any future AMG meetings
16 DATE OF NEXT MEETING
The next meeting will take place on Thursday 14th November at 10.00am in the Committee Room at John Dewar Building, Highlander Way, Inverness
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