THE STATE HOSPITALS BOARD FOR SCOTLAND BOARD MEETING THURSDAY 22 OCTOBER 2020 at 9.45am, held by MS Teams A G E N D A 1. Apologies 2. Conflict(s) of Interest(s) To invite Board members to declare any interest(s) in relation to the Agenda Items to be discussed. 3. Minutes To submit for approval and signature the Minutes of the For Approval TSH(M)20/07 Board meetings held on 27 August 2020 4. Matters Arising: Actions List: Updates For Noting Paper No. 20/61 5. Chair’s Report For Noting Verbal 6a. Chief Executive Officer’s Report For Noting Verbal b. Update on EU Withdrawal For Noting Presentation Report by the Director of Security, Estates and Facilities 10.05am COVID-19 RESPONSE 7. Covid 19 Response: a. Board Governance – six month review For Decision Paper No. 20/62 Report by the Chair b. Remobilisation Plan For Noting Paper No. 20/63 Report by the Chief Executive c. Resilience Update For Paper No. 20/64 Report by the Chief Executive Discussion d. Financial Update Report by the Finance & Performance Management For Noting Paper No. 20/65 Director 10.50am CLINICAL GOVERNANCE 8. Person Centred Improvement – 12 Month Report For Noting Paper No. 20/66 Report by the Director of Nursing and AHPs Page 1 of 3 9. Medical Appraisal and Revalidation Annual Report For Noting Paper No. 20/67 2019/20 Report by the Medical Director 10. Quality Assurance and Improvement For Noting Paper No. 20/68 Report by the Head of Corporate Planning and Business Support 11. Clinical Governance Committee For Noting Verbal Chair’s Update - meeting held 13 August 2020 11.20am STAFF GOVERNANCE 12. Attendance Management Report For Noting Paper No. 20/69 Director of Human Resources 13. Staff Governance Committee For Noting Verbal Chair’s update - meeting held 20 August 2020 11.40am CORPORATE GOVERNANCE 14. Internal Audit Review For Decision Paper No. 20/70 Report by the Finance & Performance Management Director 15. Internal Audit – Board Pack Quality Assessment For Noting Paper No. 20/71 Report by RSM UK 16. Perimeter Security and Enhanced Internal Security For Noting Paper No. 20/70 Systems Project - 12 Month Report Report by the Director of Security, Estates and Facilities 17. Finance Report to 30 September 2020 For Noting Paper No. 20/71 Report by the Finance & Performance Management Director 18. Risk Management Annual Report 2019/20 For Noting Paper No. 20/72 Report by the Finance & Performance Management Director 19. Communications – Annual Report 2019/20 For Noting Paper No. 20/73 Report by the Head of Communications 20. Annual Review - update on process 2019/20 For Noting Paper No 20/74 Report by the Board Secretary 21. Corporate Governance Blueprint For Noting Paper No 20/75 Report by the Board Secretary 22. Audit Committee Approved Minutes - meeting held 18 June 2020, 2 July For Noting AC(M) 20/03 AC(M) 20/04 Chairs Update - meeting held 8 October 2020 Verbal 23. Corporate Risk Register For Paper No. 20/78 Report by the Finance & Performance Management Discussion Director 24. Board and Committee Schedule 2021 For Decision Paper No. 20/79 Report by the Board Secretary Page 2 of 3 25. Any Other Business 26. Date of next meeting 17 December 2020 12.40pm End of meeting Page 3 of 3 Approved as an Accurate Record THE STATE HOSPITALS BOARD FOR SCOTLAND TSH (M) 20/07 Minutes of the meeting of The State Hospitals Board for Scotland held on Thursday 27 August 2020, Meeting conducted virtually by way of MS Teams and commenced 11.40am. Chair: Terry Currie Present: Non-Executive Director Bill Brackenridge Employee Director Tom Hair Chief Executive Gary Jenkins Non-Executive Director Nicholas Johnston Vice-Chair David McConnell Director of Finance and Performance Management Robin McNaught Non-Executive Director Brian Moore Director of Nursing and AHPs Mark Richards Medical Director Lindsay Thomson In attendance: Head of Communications Caroline McCarron Head of Corporate Planning and Business Support Monica Merson Board Secretary Margaret Smith (Minutes) Director of Security, Estates and Facilities David Walker HR Director John White 1 APOLOGIES FOR ABSENCE AND INTRODUCTORY REMARKS Mr Currie welcomed everyone to the meeting, and no apologies were noted. He acknowledged that today’s meeting was being conducted virtually by way of MS Teams. 2 CONFLICTS OF INTEREST There were no conflicts of interest in respect of the business on the agenda. 3 MINUTES OF THE PREVIOUS MEETING The Minutes of the previous meetings held on 18 June and 2 July 2020 were noted to be accurate records of each meeting. The Board: 1. Approved the minute of the meetings held on 18 June and 2 July 2020: TSH(M)04 and TSH(M)05. Page 1 of 9 Approved as an Accurate Record 4 ACTION POINTS AND MATTERS ARISING FROM PREVIOUS MEETING The Board received the action list (Paper No. 20/45) and noted progress on the action points from the last meeting, with actions being progressed satisfactorily within the context of the current response to COVID-19. It was noted that progress in respect to some actions had not been possible for this reason and these actions would be carried forward for update at the next Board meeting. The Board: 1. Noted the updated action list. 2. Noted that outstanding actions would be carried forward for update. 5 CHAIR’S REPORT Mr Currie provided an update from a meeting of NHS Chairs’ Group with the Cabinet Secretary for Health and Sport, which had taken place on 22 June and on 24 August 2020. At the Chairs Meeting with the Cabinet Secretary on 22 June 2020, the Cabinet Secretary thanked NHS Chairs for their leadership and support in meeting the challenges of the Covid-19 pandemic. She also underlined the importance of proceeding with caution when reinstating services and to be mindful of the possibility of spikes of infection. NHS Chairs also discussed Test & Protect, contact tracing and care homes, as well as receiving an update on mental health service provision from the Minister for Mental Health, Clare Haughey. At the meeting on 24 August, the Cabinet Secretary highlighted the importance of public messaging regarding emergency and other services, and main challenges over the coming months particularly with local clusters, Test and Protect capacity, implementing remobilisation plans, and the need to increase uptake of the seasonal flu vaccination by staff. High on the agenda at Scottish Government meetings was the implementation of Board remobilisation plans and the need to be prepared for a second wave of the pandemic, plans for primary care, and discussions around scope of reinstating of services. In terms of The State Hospital, the Board noted that Non-Executive recruitment had now re- commenced, and the recruitment process for the three non-executive posts, currently either vacant or nearing end of term, at The State Hospital had begun. The State Hospital’s Annual Review would take place on 10 November 2020 by video conferencing and would be a Ministerial Review attended by the Chair and Chief Executive. The Board: 1. Noted this update from the Chair. 6 CHIEF EXECUTIVE’S REPORT Mr Jenkins provided an update to the Board on key national issues, since the date of the last Board meeting. He advised that key focus for NHS Chief Executives was on remobilisation and recovery of NHS Scotland, in a clinically prioritised way. There would continue to be focus on leadership of care homes especially governance arrangements. Over the longer term, NHS Scotland “recovery and renewal” would be key aspects for a healthier Scotland. He asked the Board to note that Scottish Government were scheduling meetings with each Health Board in September/ October in relation to financial governance. Mr Jenkins confirmed that he was directly involved in remobilisation of mental health care alongside the CEO of NHS Grampian, Ms Amanda Croft and the Director of Nursing at NHS Lothian Mr Alex Page 2 of 9 Approved as an Accurate Record McMahon as well as the Director of Strategic Planning, Mr Colin Briggs. This group was looking at the key challenges for the delivery of mental health in the context of additional demand for mental health support in the wider context of the impacts of the pandemic. He emphasised that The State Hospital (TSH) remains in alignment with the key themes in remobilisation for NHS Scotland as a whole. The Board: 1. Noted the update from the Chief Executive 7a RESILIENCE REPORTING – COVID 19 RESPONSE A paper was received from the Chief Executive (Paper No. 20/46) to provide the Board with the background and framework through which TSH was continuing to manage its response to Covid-19, and to provide key updates to the Board on actions taken since the date of the last Board meeting. Mr Jenkins confirmed the draft Remobilisation Plan for TSH for the period from September 2020 to 31 March 2021 had been submitted to Scottish Government on 7 August, and that a response was expected from the Cabinet Secretary for Health and Sport. Mr Jenkins then led the Board through a detailed overview of the resilience report, noting that existing Board governance arrangements have continued throughout the pandemic, and acknowledging the national framework of Active Governance being led through the Corporate Governance Steering Group. In this context, there would be a dedicated Board Seminar to allow reflection of governance arrangements in the near future. He asked Board Members to note the update in reference to the de-brief session which had taken place on 7 August in relation to the structure and operation of the Gold and Silver Command structure, and that this had been useful to help focus on key learning.