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					                                                                                     Highland NHS Board
                                                                                         5 February 2008
                                                                                                Item 9.1

                                                Assynt House
                                                Beechwood Park
                                                Inverness, IV2 3BW
                                                Telephone: 01463 717123
                                                Fax: 01463 235189
                                                Textphone users can contact us via
                                                Typetalk: Tel 0800 959598
                                                www.nhshighland.scot.nhs.uk


    DRAFT MINUTE of MEETING of the
    STAFF GOVERNANCE COMMITTEE                              27 November 2007 – 10:00 am
     Board Room, John Dewar Building,
               Inverness


Present                  Mrs Anne Clark, Non-Executive Director (Chair)
                         Dr David Alston, Non- Executive Director
                         Mrs Pamela Courcha, Non-Executive Director
                         Mr Colin Punler, Non-Executive Director (via video link)
                         Mr Ray Stewart, Employee Director

In Attendance            Mrs Pamela Cremin, Workforce Planning Manager
                         Mrs Anne Gent, Director of Human Resources
                         Mrs Judith McKelvie, Learning & Development Manager
                         Mrs Caroline Parr, Partnership Support Officer
                         Mr Donald Shiach, Pay & Equality Manager
                         Mrs Sue Blackhurst, Board Committee Administrator


1         WELCOME AND APOLOGIES

Apologies were noted from Mr Ian Brown (AMICUS), Mr Garry Coutts, Ms Diane Fraser, Dr
Roger Gibbins, Ms Elaine Mead and Mr Adam Palmer.

2         MINUTE OF MEETING HELD ON 14 AUGUST

The minute of the meeting held on 14 August 2007 was approved, having been nominated
by Dr Alston and seconded by Mrs Courcha.

3         MATTERS ARISING

3.1       Feedback from the Development Session for the Non-Executive Directors

Mrs Gent advised that a Development Session for Non-Executive Directors of the Staff
Governance Committee took place on 15 November 2007 for the purpose of exploring further
the following issues:

         An overview of the work of the Staff Governance Committee.
         To review the Role and Remit of the Committee in light of the revised Staff
          Governance Standard.
         To consider and input into, the development of the Workforce Strategy and the
          implications for the Staff Governance Committee.
         To reflect on the priorities for the Committee over the next year, the structure of
          meetings, format of reports and performance indicators.


                  Working with you to make Highland the healthy place to be
Mrs Gent advised that she would prepare a report of the development day for circulation to
Staff Governance Committee members. She will also prepare a briefing paper for the Non-
Executive Directors on joint working with both Highland and Argyll & Bute Local Authorities.

Mrs Clark had invited the Non-Executive Directors of the Staff Governance Committee to
take the lead on one of the Staff Governance Standards, on behalf of the Committee. Mr
Punler had agreed to take the „Well Informed‟ Standard. Mrs Gent advised that Ruth Cleland,
Head of Internal Communications, chaired the Communications Strategy sub-group. Mrs
Clark encouraged other Non-Executive Directors to take on the other standards. Mrs
Courcha advised that she was keen to be involved in Dignity at Work issues.

 The Committee:

       Noted the feedback.
       Agreed that a report of the Development Session on 15 November 2007 be circulated
        to members of the Committee.
       Agreed that a briefing paper on joint working with Local Authorities would be prepared
        by Mrs Gent and circulated to Non-Executive Directors.
       Agreed that the revised Role and Remit document be attached to these minutes.
       Agreed to meet twice yearly to develop issues further.
       Would receive further updates as they arose.



3.1.1    Revised Role and Remit of the Staff Governance Committee

Mrs Gent tabled a revised Role and Remit document to be taken in place of the circulated
document. Essentially, the only addition had been the revised Work Programme of the
Committee.

With regard to the Annual Report, Mrs Gent suggested that when drafting the Annual Report
she would ask the chairs of CHP and SSU Committees to incorporate what had been
achieved in their operational units, to embed staff governance in the operational units.

Mr Stewart advised that with the change of chair of the Area Clinical Forum, the previous
chair was content to have a representative on the Pay Modernisation Board and not the Staff
Governance Committee. He would ascertain the views of the new chair, Mr Quentin Cox as
to his preference for representation. He also suggested that the word „Chairman‟ should be
replaced by Chair.

Mrs Gent agreed to incorporate these changes and circulate a further revised Role and
Remit document with this minutes.


The Committee Agreed that the further revised Role and Remit document be circulated
with the Minutes of this meeting.



3.2      Staff Absences

Mrs Gent advised that Human Resources Services was working with the Occupational
Health Service to develop meaningful data to analyse the figures for long-term staff
absences.

There were no other matters arising.


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The Chair then altered the sequence of the Agenda items to accommodate Mrs McKelvie‟s
availability. Namely, that items 5.2 and 10 were discussed next, but are noted in the body of
the minutes for ease of reading. Mrs McKelvie left the meeting at 11:15 am and the meeting
then reverted to the circulated Agenda format.


4      STAFF GOVERNANCE

4.1    Feedback from the Annual Review

Mrs Gent advised that the formal letter had been received from the Scottish Government,
following the review, and that the response from the Minister for Health was circulated with
November 2007 Highland NHS Board papers. An action plan had been developed and that
this had been submitted to the NHS Highland Board.

Mrs Clark stated that the only action for the Staff Governance Committee, from the Annual
Review, was workforce planning, which will be reported to the Board


The Committee Noted the issues discussed.


4.2     Developing a Workforce Strategy for NHS Highland

Mrs Clark advised that a presentation on “Developing a Workforce Strategy for NHS
Highland 2007 – 2009” had been given to the Non-Executive Directors of the Staff
Governance Committee at the recent Development Day, which had been well received, and
there was consequently no need to repeat the presentation at today‟s meting. This document
was being prepared to reflect the key Workforce issues to be addressed in implementing
“Better Health, Better Care”. The aim was to capture in a single document all the work
ongoing in relation to the Workforce within the organisation. It was reported that all senior
managers in the organisation had seen copies of the draft Workforce Strategy. A copy would
be placed on the NHS Highland Intranet for staff to post comments. The Workforce Team
were using this opportunity to check that the current workforce action plans were ‟fit for
purpose‟. Mrs Gent had prepared a short position paper for the December 2007 meeting of
the Board, and that it was planned to submit a final version of the Workforce Strategy to the
February 2008 NHS Highland Board meeting.

 The Committee:

     Noted the progress made and the engagement of the staff in the development of the
      Workforce Strategy.
     Noted the information to be given to the NHS Highland Board.


4.3    Review of Partnership Structures and Working Arrangements

Mr Stewart spoke to his circulated report and advised that this paper had been discussed at
the recent Board Partnership Forum meeting. It had been suggested that the Board
Partnership Forum and Pay Modernisation Board merge, with alternate meetings focussing
on the strategic and workforce issues. It was envisaged that the four standing sub-groups
continue in their present format. Mr Stewart emphasised that both management and staff
sides need to work together and that the general managers of operational units should make
every effort to release staff side representatives to enable attendance at meetings. The
Trade Union Facilities Budget had been discussed by Mrs Gent and Mr Stewart outwith this
meeting. Mrs Courcha asked how the membership of the Partnership Forum was arrived at,
to which Mr Stewart replied that the meeting agenda should dictate the membership with the
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staff side and management both responsible for organising their respective numbers to take
account of that. Mr Punler questioned whether non-attendance was on the staff side or
management, but it was reported that it was a mixture – with the lack of staff side
representatives on the Pay Modernisation Board and management on the Board Partnership
Forum. Mrs Gent reported that she, Ray Stewart, Sheena Craig and Roger Gibbins had met
to discuss non-attendance, and the reasons for such non-attendance. With a new meeting
format, it was hoped that these issues would be addressed, as well as the development of
local partnership forums.

 The Committee:

     Noted that the Board Partnership Forum had accepted the proposed arrangement for
      Partnership Structures and Working Arrangements.
     Endorsed the said proposal.


4.4    Progress Report – Integrated Staff Governance Action Plan

Mrs Parr advised that there would be a meeting with the identified co-leads in January 2008
to review the evidence to support progress against current actions. A progress update will be
submitted to the Board Partnership Forum and Staff Governance Committee in February
2008. At a joint meeting of these two committees the Action Plan will be signed off prior to
submission to Scottish Government Health Department by 31 March 2008.


 The Committee Noted the progress made.


4.5    Workforce Information Report

Mrs Gent outlined the circulated report and advised that the Workforce Information Reports
were discussed at the recent Non-Executive Directors‟ Development Session. There was a
useful discussion regarding the development of workforce targets and trajectories. With
regard to sickness absence, Mrs Gent reported that, overall, there appeared to be a
continuous improvement. The Human Resources Team was currently targeting those on
long-term absence with a multi-disciplinary approach to actively support those members of
staff in their return to work. Mrs Courcha asked if analysis could be prepared of those on
long term absence and the length of time staff are absent from work.

Mrs Gent also advised that there was an action plan being developed for Dignity at Work,
and that a meeting would be taking place the following week to progress this.


 The Committee Noted the Workforce Information Report.


4.6      Workforce Plan 2007 – Monitoring Report

Mrs Cremin advised that a progress report had been submitted to the NHS Highland Board
at the October 2007 meeting. There were changes to the reporting mechanisms, which had
emanated from the Scottish Government. Further information was available from Mrs
Cremin upon request.


 The Committee Noted the update and will watch the progress being made.



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5      PAY MODERNISATION

5.1    Agenda for Change Implementation

Mr Shiach    spoke to his circulated report. His team were currently working on three distinct
projects:
        1.   Assimilating members of staff in „old‟ Highland.
        2.   Assimilating those in the Argyll & Bute CHP
        3.   Conducting reviews of staff already assimilated.

In addition to these items there was regular on-going work with newly advertised posts, and
considerable discussion with managers in relation to assimilations had taken place.

Reviews are taking longer than planned because of the complexity of the review material
submitted. There were also challenges with the training of reviewers and sustaining their
availability. The priority was now the matching and assimilation of „old‟ Highland and Argyll &
Bute CHP job descriptions. The systems in the old Argyll & Clyde area were now the same
as Highland. There had been concerns around the level of data submitted. Mr Shiach‟s team
had now been augmented with extra staff. Communication with staff took place through the
staff magazine „Team Brief‟ placed on the Intranet and in hard copy form. There had also
been a briefing to staff in the Argyll & Bute CHP. Mrs Gent reported that she, Mr Shiach and
Mr Stewart had recently met with Roger Gibbins to discuss the Review process.

Mr Stewart said that the magnitude of the exercise was not envisaged in October 2004.
There was currently greater confidence in the process in the Argyll & Bute CHP now that it
was being dealt with „in-house‟. Mrs Courcha wished to commend Mr Shiach and his team
for their continued work and noted the challenges still faced in completing the exercise.


 The Committee Noted the position and the challenges still faced.


5.2    Knowledge and Skills Framework Implementation Plan

Mrs McKelvie spoke to the circulated Knowledge and Skills Framework (KSF) Activity
Report. She reported that in NHS Highland, by mid November, 1,620 KSF outlines had been
submitted covering 4,802 (48%) staff. Three Operational Areas (SE-CHP, Mid-CHP, and N-
CHP) have over 60% and Facilities and Mental Health have in excess of 75% of their staff
with Outlines.

Support was now focussing on Pharmacy (15%) and SSU (18%). Full details of the figures
are contained in the paper submitted to the Board for the December 2007 meeting. Mrs
McKelvie advised that her team was now up to full strength. She also reported that from 1
November 2007 all vacant posts are being advertised with the relevant KSF outlines.

There were concerns over the possible double counting of bank staff with their substantive
posts, particularly in the Argyll & Bute CHP. The data inconsistencies previously reported in
the Argyll & Bute CHP have now been resolved. Mrs McKelvie reported that when the
SWISS system is uploaded onto the Learning and Development programme this will assist
with moving e-KSF forward, but the upload has been delayed until early 2008. The range of
information gathered by the SWISS system has changed and guidance is being sought on
whether or not the consent of staff is required.

With respect to PDP‟s, Mrs McKelvie advised that three out of the four facilitators were
undertaking PDP Reviewee Sessions. The team is also working on awareness sessions for
the Gateways.


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Referring to the Project Monitoring Activity Report, Mrs McKelvie advised that progression
was possible on all actions except the SWISS upload, and that NHS Highland was
progressing satisfactorily. In relation to Items 5.7 and 5.9 of the Activity Report, Dr Alston
mentioned that the information technology links in certain areas were not working as
effectively as possible to progress these issues. Mrs McKelvie responded by saying that it
was hoped to be effective as soon as possible. Mr Stewart questioned the completeness of
Item 4.5. Mrs McKelvie advised that this was, regrettably, was an error and that the amount
of £200,000 is to be discussed at the next Learning & Development Sub-Group.


The Committee Noted the progress that had been made.


5.3    Equal Pay Claims

Mr Shiach spoke to his circulated report.


 The Committee Noted the position.



6      MEDICAL WORKFORCE ISSUES

6.1    Modernising Medical Careers

Mrs Gent spoke to the circulated report from Catherine Holmes, Modernising Medical
Careers Project Manager, and advised that the next recruitment round would be
commencing in January. Additional resources had now been made available to Medical
Staffing, on a temporary basis, to help support the recruitment process.


 The Committee Noted the report.


6.2    Report from Consultants Advisory Appointments Committee (CAAC)

Mrs Gent spoke to the circulated report from Medical Staffing. Mr Stewart commented on the
12 month lead-in time for one of the appointments. Mrs Gent agreed to explore this further
with Medical Staffing. Mrs Courcha asked about the report of the Consultant Appointment
Process Appointment Panel. Mrs Gent replied that this was currently being consulted upon
and that she would circulate the consultation document for comments.


 The Committee Noted the report.



7      EQUALITY & DIVERSITY EMPLOYMENT ISSUES

Mr Shiach referred to the letter of from the former Commission for Racial Equality which had
been circulated previously and the new developments, which had already been advised. An
action plan had been developed relating to the previous arrangements. NHS Highland is to
continue with the existing action plan.




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 The Committee Noted the position.



8      PAPERS FOR INFORMATION

8.1    Remuneration Sub-Committee

The Committee noted the minutes of the meetings of the Remuneration Sub-Committee of
29 June and 14 August 2007.

8.2    Board Partnership Forum (previously Area Partnership Forum)

The Committee noted the minutes of the meetings of the Board Partnership Forum of 20 July
June and 14 September 2007.


9      NHS HIGHLAND ORGANISATION DEVELOPMENT PLAN

Mrs Gent spoke to the circulated report, and advised that the monitoring of this development
plan would take place by the Corporate Team. Mrs Clark mentioned the section on the
Voluntary Sector on page 5 of the plan and whether it was prudent to undertake an audit of
private and voluntary sector involvement. Mrs Gent advised that a workshop, organised by
Volunteer Development Scotland, was planned for January 2008 to promote the National
Volunteering Strategy.


 The Committee Noted the Development Plan.



10     ANY OTHER COMPETENT BUSINESS

10.1   The Lifelong Learning Partnership Agreement and Charter

Mrs Gent advised that this matter was brought today‟s meeting as developments had taken
place quickly and that the signing off of the Lifelong Learning Partnership Agreement and
Charter would now take place in Inverness on Monday, 3 December. This was the only date
available for attendance by the Minister for Education and Lifelong Learning, Maureen Watt.
Mr Stewart added that senior national Trade Union Representatives would also be attending.
Unfortunately the date clashed with the NHS Board meeting, which precluded attendance by
Non-Executive members, but Mrs Gent advised that she would ask the Chair to raise the
subject at the Board meeting.

Mrs McKelvie tabled the Lifelong Learning Partnership Agreement and Charter documents
and summarised their ideology and purpose. Essentially it had been developed by the
Learning and Development Subgroup of the Board Partnership Forum and Trades Union /
Professional Organisations. This Lifelong Learning Agreement had been drawn up to
reinforce the importance of, and to support, workplace learning to NHS Highland and Trade
Unions / Professional Organisations. The agreement had been designed as an overarching
agreement that will support the delivery of effective learning for employees of NHS Highland.
It was based on the fundamental principle that learning should develop the confidence, skills
and potential of the individual, which would benefit them at work and home. The Charter set
out the role and responsibilities of Union Learning Representatives and the commitments
and responsibilities of Trade Unions/ Professional Organisations and NHS Highland to
establish and support joint working arrangements around learning initiatives. This will be the

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first NHS Learning Agreement to be signed in NHS Scotland, and as such is a significant
progression for both NHS Highland and its Trades Unions / Professional Organisation
partners. It was felt that it was a very positive situation as there were tremendous learning
and development opportunities which would be available on a local basis through the
Learning and Development representatives, and it demonstrated the organisation‟s learning
and development commitment at a local level.

The Committee:

    Agreed the Lifelong Learning Partnership Agreement and Charter for use in NHS
     Highland which will support the achievement of the revised Staff Governance
     Standard (Appropriately Trained).
    Commended the work undertaken by Mrs McKelvie and her team.



11     DATE OF THE NEXT MEETING

The next meeting will be held on Tuesday, 19 February 2008 at 10:00 in the Board Room,
Assynt House, NHS Highland, Inverness.

Video conferencing facilities will be available.


                               The meeting closed at 12.45 pm.




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                                                                               APPENDIX 1
S T AFF G O V E RN ANCE CO MMI TTE E – RO LE , RE MI T, ME MBE RS HI P
AN D W O RKP L AN
(Updated 8 January 2008)


1.       Committee Remit

The remit identified by the Committee is:

Role and Remit

NHS Highland has as one of its three ambitions “to have well trained, valued and
supported staff to support the community's health and health care needs.”

The role of the Staff Governance Committee is to support and maintain a culture within NHS
Highland, where the delivery of the highest possible standard of staff management is
understood to be the responsibility of everyone working within the system and is built upon
partnership and collaboration. It will ensure that this is achieved by ensuring robust
arrangements around the implementation of the Staff Governance Standard.

Staff Governance is defined as “A system of corporate accountability for the fair and
effective management of all staff.” The role of the Staff Governance Committee therefore
is to ensure that there are systems in place for the fair and effective management of all
staff, and that performance is monitored and evaluated.

The Staff Governance Standard sets out what each NHS Scotland employer must achieve in
order to improve continuously in relation to the fair and effective management of staff.
Implicit in the Standard is that all legal obligations are met and that all polices and
agreements are implemented. In addition the Standard specifies that staff are entitled to be:

    well informed
    appropriately trained
    involved in decisions which affect them
    treated fairly and consistently
    provided with an improved and safe working environment

In addition Boards are required to implement Workforce Planning and realise benefits from
Pay Modernisation.

Governance and Performance Management

The Committee has a governance and performance management role for Staff
Governance.

The Committees Specific Responsibilities are to:
 Commission the introduction of structures and processes which ensure that delivery
   against the Standard is being achieved;
 Monitor and evaluate strategies and implementation plans relating to people
   management;
 Propose and support any policy development, funding or resource submission to achieve
   the Staff Governance Standard;
 Take responsibility for the timely submission of all Staff Governance Information required
   for national and local monitoring processes;
 Monitor benefits realisation processes;
 Provide staff governance information for the Statement of Internal Control
 Establish a Remuneration Sub-Committee and validate its work.


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Boundaries and Accountabilities

The Committee will be a Standing Committee of the NHS Board and as such will be
accountable directly to the Board. The Highland Partnership Forum (HPF) will report to the
Committee and act as the main implementation body for the Staff Governance agenda.

Agenda

The standing agenda for the Committee will comprise performance/progress reports from the
PF on:

      The Staff Governance Standard
        o   Well Informed Staff
        o   Appropriately Trained
        o   Staff Involvement
        o   Fair and Consistent Treatment
        o   Improved and Safe Working Environment

      Workforce Planning

      Pay Modernisation

      HEAT Targets
        o  Implementation of Knowledge and Skills Framework                and   Personal
           Development Planning and Review
        o  Promoting Attendance and Managing Sickness Absence

In addition the Committee will sign off the Staff Governance Self-Assessment Audit, and
agree and monitor the implementation of the Integrated Staff Governance Action Plan.

The Committee will also monitor the achievements of NHS Highland Corporate Objectives
relating to Staff Governance and provide information for the Local Delivery Plan and HEAT
Targets and the Annual Review.

2.     Committee Membership

The membership of the Staff Governance Committee identified by the NHS Board is:

Committee Members

1.     Chair, Anne Clark
2.     Employee Director, Ray Stewart
3.     Non Executive Director, David Alston
4.     Non Executive Director, Pam Courcha
5.     Non Executive Director, Colin Punler

In Attendance
Director of Human Resources, Lead Executive, Anne Gent

Ex Officio
Chair, Garry Coutts
Chief Executive, Roger Gibbins
Chief Operating Officer, Elaine Mead

Highland Partnership Forum Representatives (3 members) – to be confirmed
Area Clinical Forum Representative - to be confirmed


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3.     Administrati ve Arrangement s

The NHS Board Committee Secretariat will service the Committee and minutes will be
included within the formal agenda of the NHS Board.


4.     Proposed Work Plan for 2008

The Work Plan for the Committee will combine the Standing Agenda plus any other major
issues arising from 1 and 2 above and the items listed below:


February       Staff Governance Self Assessment Audit
               „Provided with an Improved and Safe Working Environment‟
               Workforce Report
               Promoting Attendance and Managing Sickness Absence
               Pay Modernisation
               Workforce Planning
               Draft Staff Governance Annual Report


May            Staff Governance Annual Report
               Implementation of the Workforce Strategy – Progress Report
               Revised Staff Governance Integrated Action Plan
               „Treated Fairly and Consistently‟
               „Appropriately Trained‟
               Workforce Report
               Promoting Attendance and Managing Sickness Absence
               Pay Modernisation
               Workforce Planning


August          Implementation of the Workforce Strategy – Progress Report
                Staff Governance Integrated Action Plan - Quarterly Progress Report
               „Well Informed‟
               „Involved in decisions that affect them‟
                Workforce Report
                Promoting Attendance and Managing Sickness Absence
                Pay Modernisation
                Workforce Planning


November       Implementation of the Workforce Strategy – Progress Report
               Revised Staff Governance Integrated Action Plan - Quarterly Progress Report
               Staff Governance Development Priorities
               Workforce Report
               Promoting Attendance and Managing Sickness Absence
               Pay Modernisation
               Workforce Planning


5.     Remuneration Sub-Committee

Each NHS Board, through its Standing Orders, is required to establish a Remuneration Sub
Committee of the Staff Governance Committee. The Remuneration Sub-Committee will
ensure the application and implementation of fair and equitable pay systems on behalf of the

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Board, as determined by Ministers and the SGHD and described in NHS MEL (1993) 114
and subsequent amendments. It will be required to provide assurance that systems and
procedures are in place to manage the issues set out in MEL (1993) 114 (amended), so that
overarching staff governance responsibilities are discharged and that the system of
performance management for the Executive Cohort and Senior Managers is robust and is
effectively implemented.

Membership:

Sub Committee Members

Chair, Garry Coutts
Vice Chair, Ian Gibson
Employee Director, Ray Stewart
Non Executive Director, David Alston
Non Executive Director, Pam Courcha
Non Executive Director, Bill Brackenridge
Non Executive Directors, Gillian McCreath

In Attendance

Chief Executive, Roger Gibbins
Chief Operating Officer, Elaine Mead
Director of Human Resources, Anne Gent (Executive Lead)




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