COUNCIL OF GOVERNORS
Tuesday 20 October 2015
Private Meeting between 5.00pm until 5.30pm
Public Meeting 5.30pm until 7.30pm
Please Note: A Governor Pre-meet will be held 4.00pm until 4.45pm
BOARDROOMS, LEVEL 5, TRUST HQ, ROYAL
DERBY HOSPITAL
AGENDA AND PAPERS
ITEM CG39/15
ENC A
MINUTES OF THE MEETING HELD ON 23 JUNE 2015
DERBY TEACHING HOSPITALS NHS FOUNDATION TRUST
COUNCIL OF GOVERNORS
MINUTES OF THE MEETING HELD ON TUESDAY 23 JUNE 2015 IN THE
BOARDROOM, TRUST HEADQUARTERS, LEVEL 5, ROYAL DERBY HOSPITAL
Present:
John Rivers - Chairman
Public and Staff Governors:
Darren Bailey
Nigel Horridge
Allan Bate
Jenny Ireland
Andrew Loades
Roland Fitzgerald
Ben James
Nick Seed
Margot Keats
Erewash
Erewash
Derby City
Amber Valley
Amber Valley
Amber Valley
Amber Valley
Dales & S Derbyshire
Derby City
Vince Kenny
Nishi Madan
Beverley Martin
Anne Johnson
David Rogerson
Kris Amoogum
Alison Booth
Grace Pearn
Sheena Hill
Derby City
Derby City
Derby City
Derby City
Staff Governor
Staff Governor
Staff Governor
Staff Governor
Staff Governor
Appointed Governors:
Kate Brown
Dr Bill Whitehead
Southern Derbyshire CCG
University of Derby
In Attendance:
Graham Bragg
Avril Drummond
Pat Coleman
Steve Jarratt
Stephen Moss
Neil Pease
Kevin Downs
Sam Harrison
Claire White
Duncan Bedford
Alison Breadon
Non-Executive Director
Non-Executive Director
Non-Executive Director
Non-Executive Director
Non-Executive Director
Director of Workforce and Corporate Development
Director of Finance and Performance
Interim Trust Secretary
Associate Director of Corporate Development
Divisional Director
PricewaterhouseCoopers (item CG28/15)
Apologies for Absence (Received):
Sue James, Cllr Paul Smith, Cllr Mark Tittley, Nigel Sturrock, Helen Scott-South, Peter Roberts, Lisa
Barker
ITEM
CG26/15
ACTION
WELCOME AND APOLOGIES
Mr Rivers, Chairman, welcomed everyone to the meeting. The apologies for absence
were noted.
Dr Neil Pease and Mr Stephen Jarratt were welcomed to this their first Council of
Governors meeting in their new Board member roles.
Page 1
CG27/15
DECLARATIONS OF INTEREST
Governors were reminded to advise the Trust Secretary of any changes in advance
of future meetings. There were no specific interests declared by Governors on the
matters discussed at the meeting.
Election update
Mr Rivers updated on the outcome of the Trust’s recent Council of Governor
elections.
For Amber Valley, Jenny Ireland and Paul Garrud have been elected. For Derby
City, Beverley Martin, Rita Merrison and Gay Evans have been elected. There are
two posts which have been filled uncontested: Lorraine Horobin (staff) and Nigel
Horridge (Erewash). All terms of office are from 1 July 2015 to 30 June 2018. There
remain two vacancies which will be carried forward to the 2016 elections.
Andrew Loades, Nishi Madan, Lisa Barker and Peter Roberts were noted not to be
continuing in their governor roles and all thanked them for their valued contribution to
the Trust. John Rivers also thanked those individuals who had put themselves
forwards for the elections and those who had voted.
Governors queried whether there were any options to involve Andrew Loades in an
alternative role within the Trust and Mrs Claire White undertook to explore this.
CLW
CG28/15
MINUTES OF THE MEETING HELD ON 16 APRIL 2015
The Minutes of the Meeting held on 16 April 2015 were agreed as an accurate
record.
In response to the action in the minutes relating to the increase in demand in elective
treatment, as cited in the Chief Executive’s report, Kevin Downs gave an update on
financial planning issues. He confirmed that the Trust had submitted a financial plan
with a revenue deficit of £33.6m together with a capital plan for £23m, and that the
Trust had had the planned visit from Monitor’s Distressed Finances team on 20 and
21 May. A further visit from Monitor is planned for 6 July to review the plan that has
been submitted both to review risks and opportunities within the plan to see if the
deficit can be reduced and to focus on improving quality. Clarity on the process for
assessing capital plans is still awaited. The Trust is currently negotiating with
Southern Derbyshire CCG for services and ongoing support. Kate Brown noted the
pressure on elective care but noted that this should be seen in context of wider
system pressures.
Grace Pearn queried the options for the Trust should the capital requests not be
supported by Monitor. Mr Downs confirmed that the Trust was also liaising with the
PFI provider on potential alternative funding.
John Rivers raised areas that the Trust was exploring which included utilisation of
theatres at Ilkeston Hospital and closer working with Burton along with whole systems
working across the local health economy.
CG29/15
MINUTES OF THE EXTRAORDINARY MEETING HELD ON 5 MAY 2015
These were agreed as an accurate record of the meeting.
Page 2
CG30/15
INDEPENDENT AUDITORS’ REPORT TO THE COUNCIL OF GOVERNORS ON
THE ANNUAL REPORT (INCLUDING THE QUALITY REPORT) AND ACCOUNTS
2014/15
Alison Breadon from the Trust’s external auditors, PricewaterhouseCoopers, gave an
overview of the audit role including the audit and review of both the annual report and
accounts and the quality account.
Ms Breadon explained the audit findings,
highlighting the property, plant and equipment revaluation exercise that had been
undertaken. This had resulted in a reduction (impairment) of the value of the assets
held in the Trusts accounts of £36.4m. The audit of the Quality Account was outlined
and it was noted that although the 18 weeks’ indicator had been reviewed, the full
year data could not be obtained such that a disclaimer had been reported. The
review will be completed using post year-end data in due course to provide
assurance to the Trust on this indicator.
Ben James, who is a member of the External Audit Liaison Group explained that the
Trust had used indexation for the plant, property and equipment valuation over the
last three years as per Trust policy. The devaluation had not been expected by the
Trust or the auditors. It was noted that the technical accounting adjustment
necessary from the revaluation figures should be clearly communicated to the public
and not confused with the Trust’s operating deficit. It was confirmed that the property
valuation included the London Road site and Manor Road Car park along with the
Royal Derby Hospital site.
John Rivers thanked Ms Breadon for her presentation.
CG31/15
REPORT OF THE APPOINTMENTS AND REMUNERATION COMMITTEE (ARC)
ON THE CHAIRMAN’S APPRAISAL AND OBJECTIVES
Nick Seed presented the report from the ARC meeting on 23 June where the Trust
chairman’s performance against his objectives for 2014/15 had been reviewed. Mr
Rivers had attended the meeting to present his assessment against these objectives
and also to present proposed personal objectives for 2015/16. Sir Stephen Moss,
Senior Independent Director, presented his report reflecting input from Board
members who had all commented positively on the chairman’s performance during
the year. Sir Stephen also invited comment from any other governors present. Mr
Seed said that the report had been considered and supported by the ARC and that
the 2015/16 objectives had been discussed, proposed amendments incorporated and
ARC recommended these for agreement by the Council of Governors. It was noted
that amendment to the 2015/16 objectives included reference to proposed
improvement in governance arrangements, and that this was planned to include a
review of public membership and an external review of the Board. Governors duly
endorsed the chairman’s progress report 2014/15 and agreed the objectives for
2015/16. Mr Rivers thanked all Governors for their continuing support.
The Council of Governors also supported the ARC recommendations to update the
terms of reference of the Committee and associated changes in the Governors Code
of Conduct to reflect that ARC may be called upon to carry out an investigation into
any alleged breaches of the Governors’ Code of Conduct should this be required.
The Council of Governors also received an update on continuing correspondence
with a former governor.
Mr Kenny queried the requirement within the Code of Conduct that governors wishing
to visit the Trust in a formal capacity should liaise with the Associate Director of
Corporate Development. Mrs White clarified that this did not apply to attendance by
Governors at pre-arranged formal meetings and said that further guidance on this
issue would be included as part of the 27 July Governor induction event.
Page 3
CG32/15
CHIEF EXECUTIVE’S BRIEF
Ms Winfield presented the Chief Executive’s brief to Governors, the key points for
noting were:
Performance Activity – there had been a dip in A&E performance in April due to an
increased attendance and changeover of doctors requiring greater supervision. Since
early May, performance has recovered and the Trust has achieved a 95% target for
patients being seen within four hours and is on target to achieve this performance for
the quarter. Cathy Winfield highlighted a growing increase in attendance year on
year.
18 weeks Referral to Treatment – the Trust achieved its best performance in May
since June 2014 and Duncan Bedford said that this was encouraging.
There
continue to be challenges in orthopaedics and surgery and actions to address these
are underway. This includes provision of additional clinics and recruitment of further
consultants. The requirement for additional theatre capacity is being taken forward
through partnership working with other local providers.
Mr Seed queried the Trust’s position with regard to patients waiting 52 weeks or
more. Mr Bedford confirmed that significant progress had been made to reduce
these and number of patients was now below 10.
Darren Bailey queried whether carrying out operations on a Saturday was having a
financial impact on the Trust. Kevin Downs confirmed that Saturday and evening
working had been taking place for over a year and that although waiting list initiatives
cost approximately £1.5m per month, these were incorporated in the Trust’s financial
plans.
Cancer - it was noted that national and local awareness campaigns have resulted in
significant increases in suspected cancer 2 week referrals.
Winter – a detailed review of winter has taken place focusing on quality of care,
effectiveness of winter initiatives and well-being of staff. Many initiatives have
evaluated well and planning for winter 2015 has now started. Staff have been
commended for their efforts and the Trust has received the CHKS A&E award
reflecting the high standard of urgent care across the health economy.
Beverley Martin raised concern about the closure of Ward 3 at London Road
Community Hospital and the impact on staff and wider bed usage. Cathy Winfield
said that this ties into ongoing partnership working with Derbyshire Community Health
Services NHS FT (DCHS) to work towards more coherent community service
provision, and proposals that DHFT focus on elective surgical provision currently
provided in community facilities. The Trust also plans to move King’s Lodge facilities
from the RDH site to London Road and this is to be discussed at Derby City Council
Overview and Scrutiny Committee on 14 July. All staff have been kept informed and
most staff affected on Ward 3 have been offered redeployment. A due diligence
exercise is underway to explore the feasibility and risks of the proposals to both
organisations. The Trust Board will be discussing this issue further at their July
meeting.
Alison Booth queried the public consultation involved in these proposals. Ms Winfield
explained the whole systems planning work and the importance of the
Communications workstream within this programme. Shirley O’Sullivan asked how
the plans to carry out elective surgery at the community sites aligns with plans for
additional theatres on the Royal Derby site. Ms Winfield said that the work was yet to
be scoped but it was expected that core activities could be carried out in the
community sites with complex surgery undertaken within the acute hospital setting.
The overall impact would be to provide additional theatre capacity.
Page 4
It was agreed that a full update on proposals and progress would be given to HSS
Governors at their September workshop.
Overseas nurses – Dr Pease explained the detail behind recent media coverage
relating to overseas nurses being required to leave the UK. The Trust is currently
investigating whether the requirement will impact on current staff.
Car Parking - Nigel Horridge asked what action was being taken to alleviate car
parking pressures including park and ride facilities. Kevin Downs confirmed that a
park and ride operates from the London Road site and that the Trust was looking to
expand car parking on the Royal Derby site as well as promote alternative travel
options.
CG33/15
PLAN ON A PAGE
Mo Hussain explained the purpose and development of the Plan on a Page including
priorities for 2015/16.
The plan was welcomed and Governors requested a further presentation at a
Governor workshop session to allow more detailed discussion.
Roland Fitzgerald commented that the Trust would require cooperation from a range
of partner organisations to achieve the plans for integrated care. Mr Hussain
explained that the Joined Up Care Board provided an effective forum for engagement
and strategic workstreams were in place to facilitate delivery of an integrated
structure.
CG34/15
KEY ISSUES FROM THE CORE REGULATIONS WORKING GROUP MEETING
HELD ON 4 JUNE 2015
Anne Johnson explained that the Group had focused on 15 steps audits and had
discussed how they could work differently and align with the work of the Quality
Committee and new CQC methodology.
PART 3 – GENERAL ITEMS FOR INFORMATION
CG35/15
ROUND UP OF DISCUSSION/ ANY OTHER BUSINESS
Governors were reminded that the Trust’s Annual Members’ meeting was to take
place on Wednesday 16 September at the Roundhouse, Derby College, Pride Park.
A Governors induction session is to be held on 27 July to which all existing
Governors were encouraged to attend.
No further items were raised for discussion.
CG36/15
PROVISIONAL ITEMS FOR THE NEXT MEETING
Date of next meeting – Tuesday 20 October 2015, Boardrooms, Trust HQ, Level 5,
Royal Derby Hospital.
Page 5
CLW
ITEM CG41/15
ENC B
CHIEF EXECUTIVE’S BRIEF
CEO Brief
Council of Governors
October 2015 Progress
Partnership Working – Clinical Services
§ Over the past 2 years we have developed a strong partnership with Derbyshire Community Health Services including radiology, home IV antibiotics, in-reach clinical navigation and other integrated care models.
§ Derby City Community Services have now been successfully transferred to DCHS from the 1st October 2015. § We’re still keen to transfer community consultant led planned care (including theatre services at Ilkeston and outpatient services across a range of community hospitals) from DCHS to us and further detailed work is underway. We are aiming for transfer in Spring 2016.
§ Partnership with Burton is progressing with Medical Directors from both organisations looking at clinical synergies to improve patient pathways and efficiencies. A clinical summit will take place later in the year.
Progress
Partnership Working - Education
§ An exciting new partnership offering the next generation of health care professionals an insight into working in the NHS will be launched in September building on the well established young volunteer schemes which have been running for a number of years.
§ Derby Teaching Hospitals will become a new Employer Academy in partnership with Derby College.
§ The aim of the partnership will be to support young people between 16-18 years old interested in following an academic route into health care.
§ This will be a formal work experience partnership offering work placements and careers talks.
§ In addition to this the new Burton and South Derbyshire Technical College will open in September 2016 focusing on bio-medical (health) sciences and engineering – we are a key sponsor in this and will be actively involved in developing the curriculum.
Performance –
Monitor and Finance
§
Monitor have bid for PDC on our behalf. Although we asked for £29 million, this was reduced by Monitor to reflect our best case scenario of £22million. This is one of the biggest financial stretch targets in the country. §
Currently this means that we have to get to the end of the financial year with £7million less cash than our current plans forecast we need.
§
Monitor is reviewing the drivers of our deficit, and we will discuss these further at the December meeting.
§
The options available to ensure we have enough cash to pay creditors to the year end include, securing additional cash support from the CCG, or from the Department of Health, or making cuts to our expenditure to create additional cash within the system.
§
Additional challenges throughout winter may make achieving the best case scenario very difficult. We also need to secure strategic capital funding for building work in ED and theatres, in addition to replacement equipment. §
This is a serious issue and we must do all we can to ensure the Trust remains a going concern.
§
Explained further in financial section
Performance –
Operational –
§ A&E – We have continued to see high attendances with hot spot weekends, however we did achieve the target seeing 95.5% of patients within 4 hours in Quarter 2 despite a 4.7% growth in attendances. Additional cubicles will be in place for winter to increase capacity within A&E.
§ RTT – The Trust has now achieved the target for four consecutive months. § 62 day cancer – Significant increases in referrals continues (17% up). We are meeting the 2 week wait targets but have further work to do to sustain delivery of the 62 day referral to treatment (this is a national challenge) – increasing capacity particularly for urology is critical. This is a particular challenge as word about the benefits of robotic surgery is getting out and people are opting to wait for their operation to be carried out with the robot.
People –
Safe Staffing
§ Ward staffing levels have been a hotly contested issue since the Mid Staffs scandal, and there has been much national work to improve the safety and quality of NHS staffing
§ Jane Cummings, the CNO wrote to all Trusts earlier this month to point out that safe staffing is not just about filling rotas or looking only at numbers
§ She emphasised that a multi-professional approach that takes account of all staff involved is essential
§ In September we launched For-Ward – Transformational ward model project to try to assess the best staffing models for our own wards
– Three wards, 206, 310 and 402, have taken part in a ward-based ‘rapid improvement’ project
– We’re taking a whole team, staff-led approach with opportunity for reflection time
– We’re using protected time and support to work together as a team to develop better ways to deliver care for our patients
People –
Agency Expenditure
§ Nationally agency costs have increased by 33% over the past 3 years equating to £3.3billion in 2014/15
§ This rise is reflected in medical agency staffing in Derby but we have also seen an increase in nursing agency costs since 2014.
§ Nationally a cap has been put on nursing agency spend for trusts from 1 st Sept 15 and we have also agreed a capped rate for medical locum agencies.
§ This year we must focus on reducing our agency spend to improve quality of care, reduce expenditure and improve the working environment for staff by having a more stable workforce.
§ Increasing our fill rate from our bank is an essential part of our response and work is under way to make bank working more attractive.
People –
Health and Wellbeing
Sickness Absence – We care when you’re not there
•
Following the last F2F Brief staff expressed concern that on a daily basis sickness absence is costing the Trust over £19,000 every day.
•
We thought you’d be interested to know that last year 5,921 staff took over 121,000 working days off sick
•
That’s 71% of our staff – we gave the 29% who did not take any sick leave a personal thank you letter to recognise their commitment
•
The top 3 reasons for absence:
ü Musculo-skeletal problems – 32,401 days
ü Anxiety, stress and depression – 24,441 days
ü Cold, flu and respiratory infections – 12,707 days
§ Occupational Health is reviewing the support it gives to staff who are off sick to see if giving treatment priority to NHS employees would help to reduce the length of time people are unable to work.
Reputation – In the news
Behind the headlines:
– Former Hospital Consultant GMC Hearing – A consultant Cardiologist was dismissed by the Trust in Oct 14 following an investigation into inappropriate internet usage. The Trust informed Police and he was subsequently prosecuted in December 2014. In October the GMC suspended him from working as a doctor in the UK for 12 months. It is important to note that he no longer works for Derby Teaching Hospitals and he did not work with children during his time here.
– Trust Facing £34million Deficit - the Trust’s projected £34 million deficit for the current financial year, was set in the context of rising demand for health services across Southern Derbyshire. Chief Executive Sue James and Andy Layzell, Chief Officer of South Derbyshire CCG explained the financial situation facing the whole health economy locally. People – Recognition
Pride of Derby Award Winners
From June – July 572 nominations were received for teams and individuals, for the Pride of Derby awards. Congratulations to our winners:
–
–
–
–
Best Frontline – Anthony Rygucki, Charge Nurse 404
Best Team – Nightingale Macmillan Unit
Best Behind the Scenes – Chris Thomas, MDT Coordinator, Cancer
Inspirational Leader – Carolyn Langrick, Matron, Maternity People – Recognition
Celebrating Success Winners
Congratulations to our winners:
§Chairman’s Team of the Year – Dermatology, LRCH
§Special Chief Executive Award – Communications Team
§Employee of the Year – Diane Roberts, Pharmacy, Finance & Information Officer
§Putting Patients First – Home from Hospital Volunteer Services
§Right First Time – Reduce and Maintain Elements of 18 Week Pathway
§Investing our resources wisely – Standardising Blood Pressure Cuffs
§Developing our people – Respiratory Team
§Ensuring value through partnerships – Home IV Antibiotics
People – Recognition
National Award Winners
§ Emergency Department - HSJ Value in Healthcare Awards for Training & Development AND Workforce Efficiency
§ Theatres / Procurement - Htrac – E-Health Insider Awards – Best Use of IT to support Healthcare Business Efficiency AND the GS1 Global Award
§Parkinson’s Team - Team of the Year from the Parkinson's Disease Nurse Specialist Association §Emergency Department - Young Investigator Award from the Royal College of Emergency Medicine
§Dr Vaughan Keeley - Lifetime Achievement Award for services to Lymphoedema by the British Lymphology Society §Maternity Bereavement Team – Best Hospital Bereavement Service from the Butterfly Awards
§Volunteer Services – National excellence in Volunteer Services management from the Association of Volunteer Services Managers Awards
ITEM CG46/15
ENC C
For Information
COUNCIL OF GOVERNORS MEETING – TUESDAY 20 OCTOBER 2015
Lead:
Designation:
Anne Johnson
Chair of the Core Regulations Working Group
KEY ISSUES FROM THE CORE REGULATIONS WORKING GROUP
The Council of Governors is asked to note the following:
Purpose of the paper presented:
To present the key issues from the Core Regulations Working Group meeting held on 6 August
2015 and 1 October 2015.
Outcomes required: To note update.
Time required: 10 Minutes
Summary of the Key Points discussed at the meetings:
6 August meeting
 Feedback from Core Regulations audits was received on visits to Community midwifery
and the Pain Clinic. Overall the feedback was positive and all recommendations have
been fed back to the areas visited.
 The group reviewed areas of outstanding feedback in detail, and received assurance on
progress made in resolving issues raised.
1 October meeting
 The Core Regulations Group attended a successful Timeout session on 30 September
with the Quality Committee to discuss how both groups can work together more closely
and align areas of focus. It had been suggested that these timeout sessions should be
repeated periodically.
 The forward programme of inspections to be carried out by group members over
forthcoming months was noted to include Ward 209 and Puffin Ward.
 Feedback from the Core Regulations audit to Ward 408 was discussed.
Recommendations have been fed back to relevant ward staff.
 The proposed new paperwork for Core Regulations inspection visits was reviewed and
will be progressed following discussion with Sir Stephen Moss and after receiving
feedback from the nursing directorate.
Key Risks
Clinical Risks , Business Risks , Environmental risks
Reputation risks
Governance risks
Monitor risks
Resources required: Not applicable
Prior Discussion: Not applicable
, Finance & Performance risks
,
ITEM CG47/15
ENC D
COUNCIL OF GOVERNORS – TUESDAY 20 OCTOBER 2015
Lead:
Designation:
Claire White
Associate Director of Corporate Development
TRAINING AND DEVELOPMENT FOR GOVERNORS
The Council of Governors is asked to note the following:
Purpose of the paper presented:
To set out the programme of work in place for Governor Training and Development and
ensure that opportunities for further development and training for Governors meet the needs
of both the Governors and the Trust.
Outcomes required:
The Council of Governors is asked to note the programme underway and agree the proposed
approach going forwards.
Time required:
10 minutes
Summary of the Key Points:
Recent changes in the corporate team and the election of new governors in July has given
the Trust an opportunity to think about how we ensure that Governors are equipped and
supported to fulfil their role.
Work underway includes:
-
Development workshops with governors from other local NHS organisations
-
Topic specific workshops starting with a workshop on the Board Assurance
Framework on 12 October
-
Annual governor induction
-
Membership Group re-established: meeting on 12 October
-
Consideration on how the workshops currently run and whether these can be utilised
in a different way
-
Time out session for Quality Committee and Core Regulations group
-
Trust Mandatory training programme being reintroduced for Governors.
It is proposed that the next Governor workshop on 3 November will be used to explore how
the development programme can be taken forwards and how the workshop sessions are used
to support this programme into the future.
Equality Impact Risk Assessment Completed? N/A
Key Risks
Clinical Risks , Business Risks , Environmental risks
, Reputation risks
Governance risks
Monitor risks
, Finance & Performance risks
Resources required: N/A
Prior Discussion: Proposed approach discussed with Lead Governor
To be made available for wider circulation: N/A
Training and Development for Governors
Introduction
In light of the recent changes within the corporate development team and an incoming set of
Governors following elections in July, it has given an opportunity for the Trust to consider how
the Governors are supported to fulfil their role.
There are a number of pieces of work that have taken place over the last few months but there
is also more that could be done.
This paper explains progress to date and recommends a course of action to enable Governors
to consider how we take this work forward.
Current Activity
1. Development workshops with governors from other local NHS organisations
The level of debate on strategic partnerships and collaboration with other local NHS
organisations at both Public Board and Council of Governors’ meetings has demonstrated
the high level of focus on working across organisations. In order to ensure that this
partnership approach takes place across the whole organisation, a session has been
arranged for Governors to meet and have some externally commissioned training with
Governors from partner organisations.
The session will be held with Governors from Burton Hospitals NHS Trust, Derbyshire
Community Health Services NHS Trust and Derbyshire Healthcare NHS Trust and will take
place on 30 November.
As well as giving the Trust governors the opportunity to meet Governors from other
organisations, it also means that the costs of delivering the session are shared. We have
now had several Governors sign up for either the afternoon or the evening session that have
been arranged.
2. Topic specific workshops
Following a discussion at the Public Board Meeting on 1 September, it was suggested that a
workshop take place with the Governors on the Board Assurance Framework to explain and
discuss this in a little more detail. This workshop took place on 12 October and was led by
Steve Jarratt, Non-Executive Director and Chair of the Audit Committee and Sam Harrison,
Trust Secretary. The workshop was successful and it is proposed that similar workshops are
held as and when a topic is identified by Governors and will not be picked up in another
forum in that level of detail.
Of course, if Governors cannot attend the pre-arranged sessions then they are always
welcome to come directly to the Corporate Development team with any queries, or to request
more information on specific topics.
3. Annual New Governor Induction
Every year when new governors are elected or appointed, they are invited to an induction
session here at the Trust. This year all new and current governors were invited to this
session and it took place on 27 July. Executive Directors joined the Governors for the start of
the session and John Rivers also attended.
Governors received a series of presentations on the role of a Governor, an introduction to the
Trust and then some time was set aside for an open discussion on how the Trust could
support the Governors to fulfil their role. Some of the feedback related to the use of the
workshops, which are discussed later in the paper.
4. Membership Group re-established
The membership group has been re-established following a period of inactivity after
Governors were reassigned to Trust committees. The first meeting took place on 12 October
and there was a helpful discussion about how the group want to take forward the refresh of
the Membership Development Strategy. Early discussions on this were helpful but this will
need further discussion at a future meeting. The Terms of Reference for the group were also
discussed and are to be updated following that discussion.
A Chair for the group is still to be determined but feedback from the Membership Group will
be routinely added to the Council agenda in future.
5. Governor’s Workshops
The Governor’s Workshops currently take place after the Public Board meetings, every other
month. The workshops are Governor led but organised and facilitated by the Corporate
Development Team.
As Board meetings have overrun slightly in recent months, there have been some
discussions about the start time of the workshop. It has been proposed to Governors that the
start time moves to 5:30 and the session runs until 7:30. However, it may be that the
Governors want to consider whether running these sessions after the Public Board meeting
is best, or whether an alternative time slot may be better.
Following the Governor Induction session on 27 July, there was a view from some Governors
that it would be helpful to spend some time to think about how the workshops were used in
future. As stated, the workshops are Governor led sessions and in order to ensure that they
meet the needs of all Governors it is important that all Governors have a chance to feed in
their views and opinions on how the workshops should be used. This will include the content
of the discussion, the structure of the meeting, the proposed attendance and also how the
information discussed at the workshop feeds back into the wider Council meeting and to the
Trust staff, where necessary.
In order to ensure ample time for this discussion, it is proposed that the next Governor
Workshop on 3 November is used to discuss the programme of training and development
work for Governors and the majority of time is spent discussing the workshop sessions in
order to agree what would work best for Governors in future.
6. Time out session for Quality Committee and Core Regulations group
On 30 September a time out session for members of the Quality Committee and Core
Regulations group was held. The session covered a number of topics including the progress
against the CQC Action Plan and the Quality Strategy as well as some protected time to
discuss where the two groups could work together in the future. This was a really successful
afternoon and it is proposed that these sessions are repeated on an annual basis.
7. Trust Mandatory training
Governors have previously been expected to undertake mandatory training in a number of
relevant areas but over the last few years, some Governors have not received this training.
It is important for the Governors to receive mandatory training as although they are not all
Trust staff there will be occasions i.e. at Governor’s Workshops, where Governors will be in
Trust Headquarters without a member of Trust staff present. In this instance it is of course
important for the Governors to have had their fire training to ensure that the correct course of
action is taken.
There are also some committees or groups that Governors attend where training or checking
is required. For example, on the Core Regulations group, as the Governors involved visit
ward and patient areas regularly, all members need to have completed a Disclosure and
Barring Service (DBS) check. The Corporate Development team are working with Human
Resources to take these forward.
There are a number of ways for Governors to access mandatory training. The Trust
Safeguarding team recently presented to a Governor workshop, which completes mandatory
safeguarding training. Attendance at the Trust Corporate Induction also fulfils the mandatory
training requirements, so new Governors are encouraged to attend this session, where
necessary.
Governors will not be asked to complete training individually without support, so please await
training organised by the Corporate Development Team. It is important that Governors
understand this is necessary though and endeavour to attend/complete training where
possible.
Conclusions and Recommendations
There are many opportunities for the Corporate Development team to work with Governors in
order to ensure that they are supported to fulfil their role as effectively as possible.
As can be demonstrated from the above and in line with the Monitor Code of Governance, the
Non-Executive Directors are continuing to work closely with Governors.
The Corporate Development team are keen to ensure that this is the start of a programme of
work to expand the collective skills of the Governors for their role at the Trust. Any suggestions
or contributions to this programme of work would be warmly welcomed!
The recommendations are for the Council to:
1. Note the progress to date
2. Approve the proposal to use the next Governor’s workshop to further develop this
programme
Claire White
Associate Director of Corporate Development
ITEM CG48/15
ENC E
For Discussion/Information
COUNCIL OF GOVERNORS – TUESDAY 20 OCTOBER 2015
Lead:
Designation:
Claire White
Associate Director of Corporate Development
Appointment of External Auditors
The Council of Governors is asked to note the following:
Purpose of the paper presented:
The Council of Governors are asked to endorse the proposed approach and confirm they are
content with the membership of the Appointments Committee.
Outcomes required:
The Council of Governors is asked to agree the content of the report
Time required:
5 minutes
Summary of the Key Points:
The Council of Governors appointed PricewaterhouseCoopers LLP as the Trust’s external
auditors for an initial period of three years from 1 April 2011 with the option to extend for a
further 2 years, subject to satisfactory performance. The contract was duly extended for the
remaining two years, with an end date of 31 March 2016.
The Trust’s established process for appointment of external auditors is for the sub-committee
of the Council of Governors, (the External Audit Liaison and Appointment Committee) to work
with the Chair of the Audit Committee, the Director of Finance and a further non-executive
director to review the proposed specification for external audit services and agree the
procurement and appointment process. This group is termed the ‘Appointments Committee’.
Following discussion at the Audit Committee on 2 October 2015, it was proposed that Chris
Hole serve as the additional Non Executive Director on the Appointments Committee.
The specification and evaluation criteria have been updated by the Finance Team and initial
discussions held with the procurement team to identify an appropriate procurement route. It
is proposed that the contract be set initially for a period of 3 years, with an option to extend for
a further two years. The Procurement team have advised that the Trust proceeds with a mini
competition through the use of an established procurement framework. The framework
consists of KPMG, BDO and PricewaterhouseCoopers.
The governance of the decision-making and approval process for the appointment of the
external audit contract is important to clarify and a timeline is also attached, highlighting the
key elements of the decision making process. It is proposed that as in previous exercises, the
Appointments Committee present their recommendations to the Audit Committee prior to
discussion at the Trust Board, and then present to the Council of Governors for formal
approval.
It is proposed that the Appointments Committee meet in October to confirm agreement with the
specification and initiate the process as outlined.
The Council of Governors are asked to endorse the proposed approach and confirm
they are content with the membership of the Appointments Committee.
Following successful appointment of external auditors, the governor External Audit Liaison and
Appointment Group will continue their role to meet with external auditors on a regular basis
throughout the contract period.
Equality Impact Risk Assessment Completed?
Key Risks (if yes explain risk and proposed management)
Clinical Risks , Business Risks , Environmental risks , Finance & Performance risks
Reputation risks
Governance risks
Monitor risks
Resources required: None
Prior Discussion: None
To be made available for wider circulation: Yes
,
DERBY TEACHING HOSPITALS NHS FOUNDATION TRUST
TENDERING EXERCISE FOR EXTERNAL AUDIT SERVICES
PROPOSED TIMETABLE
Please find below an outline of key points in the External Audit Appointment process that
would require input from the Council of Governors, the Audit Committee and the Trust
Board.
Contract for a period of 3 years with 2 year extension provision
Update on timescales/process
to Audit Committee
2 October 2015
Update to Council of Governors
20 October 2015
Specification to be agreed by
Governor External Audit Appointment
Group/FD/Audit Committee chair
(‘Appointments Committee’)
date to be confirmed-October 2015
Presentations to Appointments
Committee
date to be confirmed–December 2015
Presentation of Recommendations
to the Audit Committee
16 December 2015
Recommendations to Board
19 January/2 February 2016
Council of Governors Meeting
Formal agreement of contract
award
16 February 2016
Contract commencement
1 April 2016
COUNCIL OF GOVERNORS
Tuesday 20 October 2015
5.00pm – 5:30pm (Private Meeting) 5.30pm – 7.30pm (Public Meeting)
Boardroom A/B, Trust Headquarters, Level 5, Royal Derby Hospital
Governors Pre-meeting to be held in the Boardroom 4.00pm – 4.45pm
AGENDA
Time
Agenda
Number
17.30
CG37/15
17.30
CG38/15
PART 1
Item
Welcome and Apologies
Apologies: Nigel Sturrock, Kevin Downs
Lead
John Rivers, Chairman
Declarations of Interest – please notify of any
changes
Discussion/Decision
All
17.30
CG39/15
Minutes of the Meeting held on 23 June 2015
ENCLOSURE A - John Rivers, Chairman
17.35
CG40/15
Recommendations from the Appointments and
Remuneration Committee
Verbal - Nick Seed, Committee Member
17.45
CG41/15
Chief Executive’s Brief
18.00
CG42/15
Financial Position
18.15
CG43/15
Update on work of the Charitable Funds
Committee (CFC), Derby Hospitals Charity and
Volunteers
18.30
CG44/15
Update on work of the Quality Committee
18.45
CG45/15
Winter Plan Update
PART 2
19.00
CG46/15
19.10
CG47/15
19.20
CG48/15
Key issues from the Core Regulations Working
Group meetings held on 6 August and 1 October
2015
Training and Development for Governors
19.25
CG49/15
19.30
CG50/15
Presentation – Sir Stephen Moss, NonExecutive Director
Presentation – Helen Scott-South, Chief
Operating Officer
Update on Appointment of External Auditors
ENCLOSURE C - Anne Johnson,
Committee Chair
ENCLOSURE D - Claire White,
Associate Director of Corporate
Development
ENCLOSURE E - Claire White, Associate
Director of Corporate Development
Proposed meeting dates 2016/17
Presentation – Pat Coleman, NonExecutive Director
General Items – for Information
ENCLOSURE B – Sue James, Chief
Executive
Presentation – Scott Jarvis, Director of
Operational Finance
-
Tuesday 16 February 2016
Tuesday 19 April 2016
Tuesday 21 June 2016
Tuesday 18 October 2016
Tuesday 20 December 2016
Tuesday 21 February 2017
Round up of discussion / Any Other Business
Date of Next Meeting:
Claire White, Associate Director of
Corporate Development
All
Tuesday 15 December 2015, 5pm till 7pm
Board Room A, Level 5, Royal Derby Hospital.