Chair: Michael SmithChief Executive: Brent Kilmurray

Trust BoardDate: 28 February 2019

Time: 1.30 pm

Venue: Room 2.10, New Mill, Saltaire

PUBLIC MINUTESPresent: Michael Smith

Brent KilmurrayRob Vincent

ChairChief ExecutiveNon-Executive Director (who chaired the Board meeting)

David Banks Non-Executive DirectorGerry ArmitageSimon Lewis

Non-Executive DirectorNon-Executive Director

Carole PanteliLiz RomaniakSandra Knight

Non-Executive DirectorDirector of Finance, Contracting & FacilitiesDirector of HR & OD

Andy McElligottPatrick ScottTim Rycroft

Paul Hogg

Medical DirectorChief Operating OfficerAssociate Director of Informatics/Chief Information OfficerAssociate Director of Corporate Affairs

In Attendance: Sarah JonesColin PerryLouise HussainAmanda BarkerSophie RushworthBecky BentleyOne member of the public

Board AdvisorPublic Governor, Bradford WestInterim Head of Quality Governance (observing)Clinical Manager, Low Secure services (for item 4)Ward Manager, Thornton Ward (for item 4)Acting Head of Nursing (for item 6)

Item

3493 Welcome and Apologies for Absence

Mr Vincent, Deputy Chair, explained that he had been asked to chair the Board meeting as Mr Smith had been abroad until 27 February. Apologies had been received from the Director of Nursing and Professions (Phil Hubbard was deputising for Mrs Gilderdale) and Dr Hussain.

3494 Declarations of Interest

There were no declarations of interest.

3495 Issues Received from the Public

There were no issues from the public.

3496 Patient and Carer Experiences

Mr Vincent welcomed Amanda and Sophie to the Board meeting who presented CT’s story, a service user who had been admitted to Thornton Ward. The presentation highlighted he had been referred to mental health services in September 2018 with an extensive risk history and was placed on Thornton Ward in October 2018. CT had indicated he found it more difficult working with male staff and the ward held weekly multi-disciplinary team meetings and 1:1 time with his named nurse to help support his recovery, which subsequently helped him to demonstrate positive role modelling behaviours with other service users resulting in him helping to facilitate a service user discussion group. CT had been successfully discharged into the community, had undertaken i-2-i (Introduction to Involvement) training with a view to developing a role as a peer support worker.

During ensuing discussion, the following key points were highlighted:

pre-admission arrangements usefully contribute to effective care planning; a variety of structured activities on the wards support enhanced recovery; there was a culture on the ward that was seen to be very positive for both

service users and staff alike (using #WeAreThornton); and service users on the ward are supported by a ‘transitions team’ who are part of

the admission process, remain whilst on the ward and are part of post discharge arrangements.

Trust Board thanked Amanda and Sophie for sharing CT’s story.

3497 Minutes of the Public Trust Board Meeting Held on 28 November 2018

The minutes of the Public Trust Board meeting held on 28 November 2018 were agreed as a true and accurate record of the meeting subject to the following amendment:

Minute 3487, NHS Improvement Quarterly Submission – to read, ‘Mr Vincent reported that the Finance, Business and investment Committee had reviewed the draft submission virtually (via email) prior to Board.’; and

Minute 3488, Board Business Cycle, additional bullet point added: ‘Freedom to Speak Up Guardian reports to be submitted to Board every six months and Audit Committee work programme to be reviewed accordingly’.

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3498 Matters Arising from the Public Trust Board Meeting Held on 28 November 2018

Actions

29/11/18-4: the Medical Director reported that work with service users was ongoing following development of the new care plans on SystmOne. Service user feedback on involvement in care planning is part of our regular CPA audits and also the annual community mental health services survey.

31/1/19-8: the Medical Director confirmed that capacity relating to serious incident investigations had been added to the Corporate Risk Register; item closed; and

31/1/19/9: the Director of HR & OD reported the deadline for amending required training thresholds was expected to be June or July.

3499 Reflections on Shadow Board

Mrs Knight provided the Board with the background to the Shadow Board programme, which was supported by the NHS Leadership Academy and aimed at senior managers across the organisation (and two other local Foundation Trusts) wishing to understand the roles and responsibilities on a unitary Board, through a series of learning modules and ‘mock’ Board meetings. Becky Bentley provided her personal reflections on being part of the programme, which included a richer understanding of Board responsibilities, effective communication skills and impact at meetings and some suggestions on how to improve papers and the use of presentations.

Mr Smith and Mr Vincent had both chaired the ‘mock’ Board meetings which reviewed the same Board papers as presented at the formal Trust Board meetings and confirmed that the programme provided a rich experience for those looking to be appointed to a Board role in the future. Mrs Knight indicated that the Trust was supportive of continuing similar arrangements for other senior managers that would link to succession planning arrangements.

Trust Board noted the success and learning from the Shadow Board programme.

3500 Chair’s Report

Mr Smith highlighted a number of areas within the report, including Dr Hussain’s re-appointment, forthcoming Governor elections, mental health awareness training for MP offices and that Carole Panteli had been appointed to the champion role for Children’s Services.

Trust Board noted the Chair’s report.

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3501 Chief Executive’s Report

Mr Kilmurray presented a report which summarised key issues taking place locally, across the health economy and nationally. The following key points were highlighted:

• the Trust’s new organisational strategy had been successfully launched with staff and partners in February;

• interviews for the role of Head of the Kaizen Promotion Office would take place in late February;

• preparations for the core and well-led inspections by the CQC were well underway;

• the Topol Review, which focused on preparing the NHS workforce to deliver a digital future, had been published. This could form part of a future Board development session on digital innovation; and

• the West Yorkshire and Harrogate Health and Care Partnership was launching a campaign to tackle loneliness, which the Trust would be actively supporting.

Trust Board noted the Chief Executive’s report.

3502 Committee Chairs’ Report

The Board received written updates from recent meetings of the Quality and Safety Committee, the Finance, Business and Investment Committee and the Mental Health Legislation Committee (MHLC). The following areas were highlighted:

Mrs Panteli highlighted from the MHLC meeting that a revised restricted practices policy was due to be presented to the Senior Leadership Group (SLG) shortly for ratification;

Mrs Romaniak reported the 0-19 Children’s Services contract would now be signed. Mr Smith asked that a copy of the contract be circulated to Board members. Action: Mrs Romaniak; and

Mr Banks reported that a written report from the Audit Committee meeting held on 25 February would be presented at the March Board meeting; he highlighted one item – the Committee had received a limited assurance report from the internal auditors relating to implementation of NICE guidance, which would also be presented to Quality and Safety Committee for further discussion.

Trust Board noted the issues highlighted from Board Committee meetings.

3503 Development review of leadership and governance using the well-led framework

The Director of Corporate Affairs introduced this paper, highlighting that the Board had held a workshop on 11 February to consider the recommendations within the well-led report produced by Deloitte; the attached action plan incorporated the proposed position and timescale.

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Trust Board: Approved the action plan at Appendix 1; Noted the plan would be monitored by the SLG; Agreed to receive an update on progress in September; and Requested that Deloitte be invited to review progress against the

recommended actions following the Board’s own review.

3504 Integrated Performance Report – January 2019 Data

The report assessed progress against the Trust’s key targets and performance indicators as at January 2019 and provided exception reports for areas that were currently off trajectory. Mrs Romaniak highlighted the following issues:

Performance of EIP and IAPT services (Slides 4 and 5); Mandatory and required training figures (Slides 9 to 15) with a focus on fire

and information governance compliance; and that elements of CPA training were being brought together under one indicator from April 2019;

Sickness absence performance (Slide 16) was currently at 6.43% and a new absence management policy was being rolled out with managers to support staff;

The Trust was looking carefully at its agency controls (Slide 18), particularly as the expenditure cap was being further reduced next year; and

New information was now provided on safer staffing levels for health visitors in Wakefield (Slide 22).

The following points were highlighted in discussion:

Mrs Panteli and Mrs Jones asked about the level of average fill rates (Slide 21); Phil Hubbard confirmed that further work was being undertaken to review these which would be a focus of future ‘report outs’ at SLG; and

Mr Hogg provided further context on the FFT data presented (Slide 26), commenting on the mental health adults and community figures. He highlighted there was detailed linked actions underpinning the data which was followed up with services and that he and Mr Scott were discussing how FFT data would be reported to the new Care Groups in 2019/20.

Trust Board noted the content of the Integrated Performance Report.

3505 Board Business Cycle

The Director of Corporate Affairs introduced the Board Business Cycle which outlined those items scheduled for future meetings; the latter would be reviewed in the light of the well-led review report.

The following additions/changes were noted:

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That the Freedom to Speak Update Guardian reports would now be presented to Board every six months; and

An update on progress against the well-led review action plan would be presented in September.

Trust Board noted the items contained within the Board work programme.

3506 Quality and Safety Feedback from Board Members

Board members reported on the following visits:

Mr Banks and Mr Kilmurray had visited the Complex Care team in Bradford where the use of e-prescribing was raised by staff; and

Mrs Panteli and Mr Hogg had visited the Finance Department, where different teams had commented on the positive leadership and clear roles within different functions; there were some areas of data duplication and opportunities to look at recovering costs from overseas patients.

Trust Board noted the update.

3507 Committee and Council of Governor Approved Minutes*

A paper was presented containing approved minutes from the following meetings:

Council of Governors, 13 December 2018; Quality and Safety Committee, 13 December 2018; and Finance, Business and Investment Committee, 17 December 2018.

Trust Board noted the content of the Committee approved minutes.

3508 Charitable Funds Committee Terms of Reference*

A paper was presented which requested one minor change to the Committee’s terms of reference.

Trust Board ratified the proposed changes to the terms of reference as referenced in Appendix 1.

3509 Review of Standing Financial Standing Instructions and Scheme of Delegation*

A paper was presented on the Trust’s Standing Financial Instructions and the Scheme of Delegation which had been reviewed by the Audit Committee on 25 February.

Trust Board:

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Received the recommendation from the Audit Committee to amend the Standing Financial Instructions and Scheme of Delegation, in relation to the appointment of the Chief Operating Officer, the role of the Director of Nursing, Professions and Care Standards and the introduction of SLG that replaces EMT; and

Noted that no amendments were required to the Standing Financial Instructions as a result of these changes, other than the update of the policy date to bring in line with the revised Scheme of Delegation.

3510 Any Other Business

The Chief Executive reported that Mrs Gilderdale had confirmed her intention to retire in October 2019 and he would be presenting a paper at the Board’s Nominations Committee to start the recruitment process for her successor. Action: Chief Executive/Director of HR & OD.

3511 Date and time of next meeting

Thursday 28 March 2019 at 1.30 pm at New Mill, Victoria Road, Saltaire, Shipley, BD18 3LD

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Trust Board (Public)28 February 2019

ACTIONS

Ref No Actions requested Timescale Progress29/11/18-1 Matters Arising from the Public Trust Board

Meeting Held on 25   October 2018 Director of Nursing and Operations to provide progress updates through the Safer Staffing report regarding levels of student recruitment and placements from universities within West Yorkshire.

Six monthsScheduled for

May 2019

29/11/18-2 Staff Survey Results – Mid-Year ReviewDirector of Human Resources and OD to arrange for the effectiveness of the programmes in place to be undertaken following the publication of the 2018 Staff Survey results.

March 2019 On agenda

29/11/18-3 Safer Staffing Levels Six Month ReviewDirector of Nursing and Operations to incorporate information into future reports regarding the impacts/consequential impacts of Brexit on staffing levels.

Six months Scheduled for May 2019

29/11/18-4 Clinical Information System Implementation UpdateMedical Director to ensure feedback is invited from service users and carers regarding the effectiveness of the new care plan.

March 2019Complete

31/1/19-3 Actions from the Board meeting on 28 NovemberDirector of HR and OD to explore the production of a staff diversity video to help promote and celebrate the Trust’s diverse workforce and report back to Board.

Two months

31/1/19-4(linked to 29/11/18-4)

Director of Informatics to timetable the benefits analysis work relating to the introduction of SystmOne, 6-8 months after the introduction of the system

By June 2019

31/1/19-7 Corporate Risk RegisterMr Rycroft and Mrs Knight to discuss Risk 2216.

One month Actioned

31/1/19-8 Medical Director to add the issue of resources supporting serious incident

One month Actioned.

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investigations onto the CRR.31/1/19-9 Integrated Performance Report

Mrs Knight to review the thresholds for role specific training for 2019/20.

Action now identified for June / July

201928/2/19-1 Committee Chairs’ Report

Mrs Romaniak to circulate a copy of the 0-19 Children’s Services contract to Board members.

Once signed

28/2/19-2 Any Other BusinessChief Executive/Director of HR & OD to start arrangements for the recruitment process for a new Director of Nursing and present a paper at the Board’s Nominations Committee.

2 monthsJob description reviewed and recruitment process agreed, with interview date targeted for early June.

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