OUTLINE BUSINESS CASE (OBC) PROJECT BOARD ACTION MINUTES Meeting held on the 26th June 2007 Chair: Alan Yates, Chief Executive, Mersey Care NHS Trust
Paper MC 160/07
Present: David Woodyatt, OBC Project Advisor David Fearnley, Medical Director Tony Oakman, Executive Director of Local Services & Social Care Jackie Moran, North West Strategic Health Authority Gavin Beveridge, OBC Project Manager Debbie Nixon, Commissioner, Sefton and Liverpool PCTs Charlie Barker, Sefton Metropolitan Borough Council Apologies (Agenda Item 1): Elizabeth Powell, Non Executive Director John Jenkins, Capital Projects Accountant
Ainsley Roe, Staff Side Representative John Flowers, Director of Facilities Kim Crowe, Executive Director of Organisational Development & Communications Karen Wilson, Executive Director of Nursing Gill Dolan, Executive Director of Strategy & Business Development Les Carlile, User & Carer Representative Sam McCumiskey, Assistant Director of Service Development Jean Atkinson, Staff Side Chair Neil Smith, Executive Director of Finance & Performance Action Who When
Details Minutes of Previous Meeting held on the 25 May 2007 agreed as an accurate record of the meeting. Matters Arising i) Stakeholder Communication: Agenda Item 5 ii) I.Queen Mary Site; John Flowers gave an update. The Trust has formally approached the council and local planners to II. acquire the site. This is not a forgone conclusion as the council will continue to explore other opportunities. Dave Woodyatt
Senior level input is required to move the purchase of the Queen Mary site forward.
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asked about a plan B. The Mossley Hill site is plan B. iii) Updating of PID: Agenda item 6
iv) Appointment of RKW: RKW were working to their March 2007 proposal with a fee cap of £29,073 + VAT. v) Sub PIDs: Agenda item 7. Neil Smith / Jackie Moran 30th July 2007
vi) Approval Process & Finance Workshop: Jackie Moran will Arrange workshop of explain the current progress this action with Neil Smith. OBC approval process / finance arrangements. vii) Local Authority Representative: Welcome Charlie Barker from Sefton Metropolitan Borough Council. viii) Dept of Health Review: Jackie Moran recommends the Trust needs to re-engage with the DoH. Dave Woodyatt has already contact the DoH and will arrange a meeting with the DoH and the SHA. ix) OBC Name: Champagne still on ice! Arrange a DoH meeting for the Autumn.
Decide on a name.
x) Project Budget Approval: Alan Yates updated the group. The Trust Board approved the project budget in July 2007. The total budget has already been approved in this year’s budget. xi) Interim fees for Advisors: Gavin Beveridge updated the group. A set of hourly rates have been agreed which will take us through to the next stage of the project.
xii) Service User / Carer Advert: John Flowers updated the group. No applications following the initial advertisement. A second advert will be placed. xiii) Team Secretary/Asst. Project Manager: Gavin Beveridge confirmed that Sam McCumiskey would start on the 9th July 2007. Team secretary interviews take place next week xiv) Commissioner’s view on Southport: Alan Yates has discussed this with Leigh Griffin. Project Update Report; Dave Woodyatt explained that he will present a monthly update report at each meeting. Dave shared this months update report and the current risk register. The group agreed with its style and format. It will be circulated prior to each meeting together with the risk register. Karen Wilson welcomed this approach and asked if the risk registers for each of the working groups would “flow up” to the main risk register. The group agreed this would happen. Debbie Nixon highlighted the risk identified for commissioner sign up to the OBC and queried whether the issue was still a risk, as from her perspective it had been resolved and the entry could be misleading. The risk register needs to be reviewed and updated for the next meeting, with careful consideration to the language used. Working Groups update report; 1. Service Model. Dave Fearnley updated the group. Three versions of the draft have been produced. The working group has had two meetings and is focused on reviewing
Advertise for SU rep.
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Appoint team secretary
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Finalise discussion Monthly update reports produced with the risk register reported as a single item.
Alan Yates Dave Woodyatt ongoing
A risk register workshop will be organised. The register needs to be updated from comments made.
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the model produced in May last year. 2. Capacity Planning. Karen Wilson updated the group making reference to the paper previously circulated. Karen reiterated the need to understand the service model before the capacity group can really start to produce anything substantial. Karen highlighted three main risks: 1. The working group process needs to ensure products from all the groups are pulled together. 2. We need to be clear what was in the original planning assumptions. 3. With the development of clinical business units we need to think about future organisational arrangements. The group then had a discussion about the need to review and refresh the original work from last May and not start again. 3. Workforce Planning. Kim Crowe gave an update based on the previously circulate paper. Kim reiterated that progress is dependent on work produced by the other two groups. 4. Affordability and Procurement. These groups have not yet been established. They need to commence ASAP. Les Carlile will be invited to the procurement working group. Stakeholder Engagement / Communication Plan. A communication plan prepared by Christine Hughes was discussed. It was agreed that Christine Hughes needs to attend the project board meetings. The group will ask Christine Hughes to produce a stakeholder engagement / communication
A paper is needed on capacity panning scope/outputs, etc (a position paper) agreed between the Trust and commissioners for the next meeting.
Karen Wilson / Debbie Nixon
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Organise the working group and invite Les Carlile. Christine Hughes to attend the project board. An action plan is needed for the stakeholder engagement /
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plan that “maps out” key milestones and stages of the project. The plan also needs to identify who is responsible for doing what. A communication needs to be ready for the three PCT boards in Sept. Updated PID. Gavin Beveridge gave an update. The PID is 99% complete and the auditors thought it was a good document. The group need to agree it and sign it off as work to date, “a line in the sand”. Kim stated there are some names missing and she will pick this up with Gavin outside the meeting. The audit department recommended some minor changes, (e.g.): A project directory is detailed separately. A project programme is attached. Jackie Moran reminded the group that the SHA will require more detail appendices in the final outline business case, (e.g.) any action plans, health impact assessment, health equity audit, etc. The group agreed that subject to the amendments described and the additions from Kim Crowe the PID can be signed off Approval of Sub PIDs. All signed off and agreed. Managing PFI relationships. John Flowers explained the national audit office are able to provide training for Trusts to better understand PFI relationships and what has worked well in other PFI schemes. It builds on a national audit office
communication plan. A communication update / key milestones document is needed for internal and external audiences.
The PID needs to be updated to incorporate the comments from internal auditors and the group.
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document produced in 2002. John asked if the group would like to take part in a workshop, and a possible date would be the 10th October 2007. The group discussed other options, (e.g.) providing in house training or bespoke training from another organisation. Project Budget Report. Not available. There needs to be a monthly budget report presented at every board meeting. Project Director Appointment. Alan reported he is confident there is enough interest from potential candidates to advertise the post in July. John Flowers Neil Smith Dave Woodyatt / Kim Crowe / Alan Yates 30th July 2007 ongoing Sept 2007
Arrange workshop Budget report needed monthly Appoint project director
Any Other Business. Alan Yates asked the group individually. No items were raised. Date of Next Meeting
Monday the 30th July 2007, 2.00p.m, Princes Dock Boardroom
Charlie Barker sends his apologies and will try to arrange for the head of adult services to attend in his place.