snbts management board - Scottish National Blood Transfusion ...

APPROVED VERSIONB 12.11SNBTS MANAGEMENT BOARDEllen’s Glen Road, Edinburgh10.00 a.m. – Monday, 16 th January 2012Present:Martin Bruce (MB)Moira Carter (MC)Bruce Cuthbertson (BC)Robin Fraser (RF)Rachel Green (RG)William Hughes (WH)Linda Lodge (LL)Lynne Kidd (LK)Apologies:-Janine Emerson (JE)Peter Forsyth (PF)In attendance:-Stuart Baird (SB )Sandra Gray (SG) ( for item 5 only)Margaret Smith (MS) (Minutes)Jacqueline Millar (JM)Mary Morgan (MM) (Chair)Safia Qureshi (SQ)Sam Rawlinson (SR)Bert Stillie (BS)Steve Taylor (ST) ( for item 4 only)Hazel Thomson (HT)Marc Turner (MLT)George Galea (GG)Yvonne Todd (YT)Sandra Wallace (SW) (for item 4 only)B 12.02 1 MINUTESA copy of the draft Minute of the meeting held on 15 th December 2011 wasapproved as submitted.B 12.03 2 ACTIONS ARISINGThe actions arising had all been completed apart from the following:-2.1 Revised Policies – Ref item 2.1Mr Stillie reported that the policies were still with the short-life working groupand they will be circulated when complete.2.2 Environmental Champion – Ref Item 2.2An Environmental Champion has still to be appointed.2.3 National Centre Storybooks – Ref 5.4Members were asked to ensure that these were submitted by the end of theweek.All1

APPROVED VERSION3 INTERIM DIRECTOR’S REPORTMrs Morgan had met with most of the members on a one to one basis sinceher appointment as Interim Director. She advised that recruitment to theposition was expected to be undertaken at an early opportunity withinterviews planned for mid-February. In the meantime she explained thatshe had been given three main objectives:-• Transforming the Donor Experience and ensuring that the projectedsavings were realised• That terms and conditions compliance under Agenda for Changewere implemented• That the Outline Business Case for the Modernising Manufacturingproject and the new National Centre was submitted by 13 th April. DrQureshi and Mr Bruce would be working full-time on the new NationalCentre. Concern was reiterated that should no decision be made onthe refurbishment option at Riccarton deadlines would not be met. Itwas noted that it had been agreed that this should be included asOption 6 in the Business Case. To ensure that timelines aremaintained a weekly Buzz meeting is to be established for MrsMorgan, Simon Belfer, Dr Qureshi and Mr Bruce. Mr Stillie wasinvited to attend.It was noted that the Resource Allocation meeting would take place on 8 thFebruary 2012.B 12.04 4 SNBTS STAKEHOLDER ANALYSISB 12.05Mr Taylor reported that NSS Facilities were carrying out a StakeholderAnalysis with each of the Divisions in order to:-• Better understand the needs of its customers• To review how services may be delivered in the future and• To fully engage with staffMs Wallace went through the question set, which had been previouslycirculated, and agreed to provide copies of the feedback. SNBTSManagement Board provided the following comments:-Property Development and Investment• Options appraisal process was currently tedious and notconsistent. The scoring system was not understood• A need to involve staff early in the planning process and includePartnership would eliminate some of the problems experienced inthe past• The aim of workshops should be a high quality outcometransparent to all• The recent refurbishment of Donor Centres had gone well but itwas noted that the Senior Infection Control Nurse had not beeninvolved in the early planning stages• The aim should be for a Business Partnership approachEstate Management• Reports from the monthly Facility inspection should be availableto the responsible person on each site• The responsibility to ensure that contractor work has beencompleted should remain with Facilities• Progress on certain works had been delayed due to negotiationswith co-occupiers of buildings. Mrs Morgan is prepared toescalate this but needs to understand the issues involved.2

APPROVED VERSION• Snow clearing equipment is now available at Ellen’s Glen Roadand Possil• Waste management issues at Ellen’s Glen Road could beresolved with more uplifts• Several issues were raised regarding the security cameras on theEllen’s Glen Road site –• Tapes had been recorded over• Camera location did not cover the site adequately• Only security staff had the right to view tapes• With regard to routine or planned maintenance site staff need tobe alerted when contractors are expected on siteAccommodation Services• Vending machines at Ellen’s Glen Road are not ideal as theyroutinely breakdown and there is nothing for staff working atweekends. It was pointed out that the vending companies wouldonly provide a service if this was financially viable for them.• The disparity in the quality of catering services on NSS sites ismarked. It was noted that staff catering could not be subsidised.However it was considered that basic facilities such as theprovision of cups, cutlery and proper washing facilities should bea minimum requirement.Domestic Services• SNBTS had not been consulted when contracts were up forrenewal• Spot check on the work carried out by external contractors wassuggested• New model policies covering waste disposal are due out shortlyand will require to be implemented• The lack of portering services at Ellen’s Glen Road was notedand it was suggested that planned events could be covered bythe Gyle.• Ground maintenance at Ellen’s Glen Road was covered by thecompany contracted to cut the grass during the summer monthshowever there was no cover during the winter months.It was suggested that lids should be put on all waste bins situatedon the grounds.• Facilities took over responsibility for Fire Safety in April 2011 anda training programme for Fire Officers has been scheduledCustomer Liaison• Jobs are currently raised by site contacts with the help desk. Thequality of advice given in case of emergencies such as the floodat Gartnavel was questionedThings to do better• More liaison with site staff. The example quoted was the roof atGartnavel• The loss of experienced staff was considered an issue but it wasnoted that a succession plan was being developed• Clear and defined communication links with roles andresponsibilities spelt out• Preparation in advance of MHRA visits3

APPROVED VERSIONIt was agreed that the names quoted in the appendix should be replaced withjob titles.The policy subject to the amendment above was approved.B 12.09 9 AUDIT PROGRAMMEDr Cuthbertson tabled a paper on the proposed audit schedule for 2012-13.It was reported that the Audit Programme around GMP activity had been verysuccessful over the past two years but it was suggested that in future visits tocentres should be more frequent and focused on certain issues rather thancomprehensive. The members present supported this approach.B 12.08 10 TEAM TALKThe NSS January Team Talk will focus on copyright and it was reported thatthis was cascaded by Managers and any feedback was sent to Mrs Kidd.It was suggested that whilst the law on copyright is complex it was not asubject for a Team Talk brief. Mrs Kidd was asked to report to the CDG thatTeam Talk should be more focused and less wordy.LKAn audit of communication is to be carried out shortly.B 12.07 11 CALENDAR OF EVENTSA copy of the calendar of events was circulated for information.12 ANY OTHER BUSINESS12.01 RoadshowsIt was noted that the planned Roadshows will be deferred until the secondhalf of April.13 DATE OF NEXT MEETINGMembers were asked to note that the next meeting has been scheduled forTuesday, 14 th February 2012 and that items for the agenda and supportingpapers should be submitted by Thursday, 9 th February 2012.ALL5