Item 11.6 for 4 June 2015 Approved Minute Grampian Area Partnership Forum 18 February

Approved NHS GRAMPIAN Minute of the Grampian Area Partnership Forum (GAPF) held on 18th March 2015 at 2.00pm in the Conference Room, Summerfield House

Present: Sharon Duncan, Staff Side Chair/Employee Director (Chairperson) Annie Ingram, Director of Workforce Steven Lindsay, Unite Mike Park, Unison, Health and Safety Martin McKay, Unison Karen Watson, Unite Gerry Lawrie, Deputy Director of Workforce Sandy Reid, Senior Service Manager Pauline Strachan, Deputy Chief Executive Laura Gray, Communications Director Anne Ross, Head of Performance and Quality Improvement Cameron Matthew, Divisional General Manager (Deputy for Alison Hardy) Ashley Catto, HR Manager (Deputy for Jane Fletcher) Gary Butler, Health and Safety Rep (Deputy for Mike Adams) Jim Clark, GMB Terry Mackie, Non-Executive Board Member Janine Langler, PC Development Manager (deputy for Mike Ogg) Deirdre McIntyre, SOCAP (VC) Ian Francis, CSP (VC)

In Attendance Jennifer Rae, Secretary/Administrator (Minute-taker) Clark Paterson, Senior Finance Manager – for item 6b

Item Subject Action 1 Welcome and Apologies

SD welcomed the group. The group decided to postpone the planned SWOT analysis of Health and Social Care Integration workshop until the next meeting which is taking place at AECC.

SD will send agenda for the next meeting at AECC and advise the staff side SD appropriately.

Apologies were received from: Malcolm Wright, Interim Chief Executive; Stephen Logan, Chairman NHSG; Mike Adams, UCATT (Gary Butler deputised); Gemma Barclay, SOR; Rebecca Clark, BDA; Susan Coull, Head of HR; Jane Fletcher, AHP Lead – Mental Health & Learning Disabilities (Ashley Catto deputised); Alistair Grant, RCN (No Deputy); Eileen Grant, GHP; Catherine Kim, Management Trainee/Comms Officer; Sandra-Dee Masson, BAOT; Rachael Little, SCP/AHP; George McLean, Interim Business Manager, Moray (no Deputy); Gary Mortimer, General Manager, Facilities (no Deputy); Alison Hardy, Associate Director of Nursing (Cameron Matthew deputised)

1 Item Subject Action

2 Minute of Last Meeting

The minute of the last meeting held on 18th February 2015 was approved as an accurate record.

3 Matters Arising

There were no matters arising reported by the group that were not on the meeting agenda.

a. Health Visitor Recruitment and Retention Premia (RRP)

SD informed the group that they are in receipt of an application for RRP Health Visiting in Aberdeen. SD expressed concern regarding this as it needs to come through the Terms and Conditions Sub-Group. A number of omissions from the application have been identified and the Terms and Conditions Sub- Group will be worked with to correct this to ensure the criteria needed are attained.

AC will provide a timeline for this by tomorrow. AC

4 Involved in Decision Making

a. . iMatter

AI updated in CF’s absence. AI informed the group that iMatter is a tool designed to be used at team level with 29 questions that will replace the staff survey. iMatter aims to empower teams to take action to improve areas they wish improved. There will be a 3 year programme of implementation for iMatter. Division 3 and Dr Grays will start using iMatter first and then the Corporate areas will follow on. AI is looking at how to preserve staff confidentiality in small teams using iMatter. HR and Managers will need training on iMatter. In July/August this year the staff survey will still run therefore avoiding overloading staff with surveys will be difficult in the rollout of iMatter.

b. Dignity at Work / Bullying and Harassment Policy

SD updated the group that this policy is now ready to go back to the Policies Group. A notable change in the updated policy is that bullying now no longer requires evidence of persistence - one incident is sufficient to evidence bullying. The group discussed the implications of this. It is hoped that this will result in issues getting resolved sooner and help create a culture which treats people well.

5 Provided with a Continuously Improving and Safe Working Environment

a. Health and Safety (Fire Report) 2 Item Subject Action

AI informed the group that the Fire Report is due to be published. The Fire Report covers fire alarms issues including fire alarm activations, fire incidents and location of fire alarms. The majority of incidents are false alarms. Steps are being taken to reduce these. It was discovered that the recording of incidents and subsequent learning from them needs to be recorded by NHSG as the information was needed to be obtained from the Fire Service. Compliance is also being looked at to ensure that the organisation complies with fire risk assessments. Scottish Fire and Rescue now visit sites and carry out audits. Areas where current arrangements are inappropriate have been identified. It is essential that staff know what to do in the event of a fire i.e. how to evacuate patients. It is of note that evacuation points are not the Fire Service’s responsibility therefore plans need to be in place. The Fire Policy needs to be up to date and Fire Training needs to take place. Online fire training is mandatory. Action plans are being put in place for identified risks e.g. some stairs/corridors and not wide enough. The Fire Service is being worked with to make improvements. Previously a practice fire evacuation was held a Dr Gray’s. This will be replicated at ARI in the summer with actors playing patients. A tabletop evacuation exercise is also going to be developed. Fire Advisors have now been appointed.

The group discussed the best way to ensure staff complete fire training. It was decided an array of different training methods available to cater for people’s learning style is best and the emphasis is on staff’s personal responsibility for their own learning.

6 Well Informed

a. Board Priorities

SD informed the group that Face2Face information sessions are taking place in April and May. SD reminded staff to sign up to these sessions and all ALL people to urge staff to take part.

It is important for staff to be at these meetings. It has been identified from staff surveys that staff trust line management and therefore line management also need to be at these meetings.

Partnership Reports:

MH&LD GAPF Sector Moray GAPF Shire GAPF Project ARGUS Report.pdf update.pdf Update.pdf Health.pdf

Group discussion took place. Reassurance on Integration is needed and that support is there for those who are more affected. Staff are experiencing anxiety over the change in the pension and the lack of information that is available over the new scheme. AI informed the group that workshops on the new pension are being planned. 3 Item Subject Action PS informed arrangements re mental health were not yet agreed and expressed concern that a letter is going out to staff on services in mental health. AI expressed concern that this had not been communicated back to AC her. AC to check with HR that this letter does not inform Mental Health staff until where they are being hosted has been formally agreed.

Discussion took place over the question of continuation of Local Partnership Forums. It was agreed that the Local NHS Partnership Forums will have to continue to meet for the foreseeable future until full integration occurs and an alternative provision made. SD stated that these meeting should continue and keep to their agendas. There was divided opinion in the group as to whether the forums should remain NHS only or expand to include council colleagues. The issues affecting this will form part of the workshop at the next meeting.

b. Finance Report

CP updated that NHSG overspent by £360,000 in February impacting the budget for March. By mid-April it will be known if NHSG reached the financial target for the financial year. The 2015/16 Budget Steering Group has signed off the budget and it is ready to go to the Board.

7. Communication to Organisation

Fire Training is needed, Pension information and communication plan Staff are encouraged to attend Face2Face meetings that are happening in April and May.

8. Any Other Competent Business

e-KSF – GL

e-KSF will stay until March 2016 and after then a new system will be moved to. A proposal of reducing job outlines will be brought to GAPF through the sub group.

Job Descriptions – AI

More generic job descriptions are needed and HR is currently carrying out work on this.

Learning and Development Report – SD

SD will circulate the Learning and Development Report. SD

Concern over lack of engagement with Health and Safety Group – SD

It was queried whether this is an Occupational Health and Safety issue.

It was queried when the review of the waiting list for car parking spaces is 4 Item Subject Action happening. TM informed that he will bring this up at a meeting he is attending next Wednesday.

PS retiring – SD

SD wished PS all the best for retirement and thanked PS greatly for her contribution to this group and praised her for taking actions forward and being approachable. 9. Reports for Noting

a. Partnership Sector Reports b. Staff Governance Return to SGHD c. Learning and Development Report 10. Date and Time of Next Meeting

The next meeting will be held on 22 April 2015 from 1.50pm to 4.30pm, at the AECC

Email: [email protected] Telephone: (01224) 558599