Highland NHS Board 1 April 2014 Item 3.8(a) HIGHLAND NHS BOARD MINUTE of MEETING of the NHS Board Asset Management Group Ante Room, Assynt House, Inverness Assynt House Beechwood Park Inverness IV2 3BW Tel: 01463 717123 Fax: 01463 235189 Textphone users can contact us via Typetalk: Tel 0800 959598 www.nhshighland.scot.nhs.uk Tuesday 14 January 2014 2.00 pm Present: In Attendance: Alasdair Lawton, Non Executive Director and Chair John Crossley, Section Head, Medical Physics Bruce Merchant, Public Representative Carol Marlin, Monitoring Accountant Ian Scott, Clinical Director, South & Mid David Garden, Head of Financial Planning (representing Nick Kenton, Director of Finance) Eric Green, Head of Estates David Matheson, Procurement Alex Javed, Service Manager Mary Morton, Head of Community Pharmaceutical Services (representing Area Clinical Forum) Elaine Wilkinson, Non-Executive (by VC) Derek Leslie, Director of Operations, A & B (by VC) Michael Hall, Clinical Director, A & B (by VC) George Morrison, Director of Finance, A & B (VC) Kirsteen Stewart, Estates Support Manager (minutes) WELCOME/INTRODUCTIONS Alasdair Lawton welcomed everyone to the meeting. Apologies for absence were received on behalf of Nick Kenton, Bob Summers, Ray Stewart, Brenda Dunthorne and Bill Reid. 1. MINUTE OF THE MEETING HELD ON 17 DECEMBER 2013 Approval of the minutes of 17 December was proposed and seconded by Carol Marlin and David Matheson. 2. MATTERS ARISING ARUP Eric Green advised that the meeting with ARUP regarding the 20/20 Vision was very positive and we are already doing a lot of things that would be required. 1
Eric Green has arranged for a second discussion with Maimie Thompson to map out where work is required and will take this back to the next meeting. Action: Eric Green to report back to next meeting following meeting with Maimie Thompson. Catering Equipment List Eric Green advised that this involved a lot more work than first anticipated, and requested that this be carried forward to next meeting. Action: Eric Green to report back to next meeting. Obstetrics Scanning Machines Occupational Health Item 5 on Agenda. Argyll & Bute Integrated Equipment Store Derek Leslie discussed a report, which had been prepared by the Estates Engineer, following a site visit, and which provided answers to Ray Stewart s questions from the preivous AMG meeting. Derek Leslie confirmed that the equipment is 6 years old, with an expected lifespan of 15 years. Further, all components, such as they could be checked, appear to be in good condition, plus, there are a number of recommendations, which are qualifications of NHS Highland s purchase, to give some reassurance. Before concluding the deal, NHS Highland would be looking for a number of guarantees from the seller. Derek Leslie advised that, in his view, as Director of Operations, he was happy with the proposal, given price quoted versus price of a new one. Carol Marlin confirmed that the virement was included in the financial plan. Pharmacy Isolator Project Two isolators have been approved through the Detecting Cancer Early (DCE) Capital monies and two additional isolators to deal with the TPN requirements where funding is sought specifically by Capital. Carol Marlin has identified that there is a balance within the DCE Capital allocation and agreement required in how the funds are utilised. 3. MONITORING REPORTS Carol Marlin advised that there is no change in funding, and for expenditure only, the lead lining funds approved at the last AMG, included. Carol Marlin also informed the group that she had just been made aware that only 12k, of the 200k, requested for Tain equipment, was going to be spent this year, resulting in slippage of 188k. This brings total slippage to around 340k. Action: Alasdair Lawton asked Eric Green to investigate why this has happened, and why it s only coming to light in January, then to report back to Carol Marlin. Eric Green informed the group that the work on the Towerblock is progressing faster than anticipated and that he is still working through the full effect of this, but it means that more could possibly be spent on the scheme this year. 2
Eric Green also advised that adverse weather had delayed construction work on the Endoscopy and Boilerhouse on the Biomass cladding by 3 weeks, so, again, need to understand the full effect of this, but any underspend could allow for a possible overspend on the Towerblock. Last page of report shows that only 7m of 17m has been spent, so 10m to be spend in the remaining weeks of the financial year. Alex Javed confirmed that the large invoice for the CT scanner was expected; there are no issues and the equipment is installed. ehealth schemes still to spend, but no representation at this meeting. Argyll & Bute issue to buy site from Argyll & Bute Council for Equipment Store, which the Estate Manager and Helen Emery are dealing with; George Morrison is going to chase this one. Carol Marlin asked the group if anybody had anything that needed to be brought forward from next year, in the event that Tain slips. It was agreed that the best way forward would be to issue an email requesting update on all schemes with a balance to pay. Eric Green discussed catering trolleys as a way to utilise slippage. It s thought that there may be a National Contract; Eric Green is going to discuss with David Matheson. Draft Capital Plan Carol Marlin explained that the 2 unhighlighted columns show funding already notified by the Scottish Government. The subsequent 3 years are estimates for now. Expected disposals and impairments shown over the next 2 pages. Final pages were plans submitted by individual departments, showing requirements. Estates shows 2m every year for backlog maintenance, as agreed by the Board. However, some concerns with other departments requirements in excess of funding available, having these department plans can identify shortfalls in funding. Eric Green suggested that a current list of medical equipment was required, which is now beyond its expected replacement date, in order to produce a Risk Assessment. John Crossley agreed that further development was required and advised that they were trying to incorporate a scoring system into the existing replacement plan. Eric Green suggested that a group was required for this and other departments, e.g. I.T, to analyse requirements to feed into the Asset Management Strategy. John Crossley added that there was a need for clinical involvement and that items should be risk scored and prioritised. Ian Scott wondered whether the Professional Executive Committee (PEC) would be a possible solution to this, as it is a source of clinical advice to Senior Board Management, and draws a variety of medics together, with a variety of backgrounds. Ian Scott also suggested the Clinical Advisory Group (CAG) as a solution, as there is a need for objective advice. The CAG is chaired by Public Health and the PEC is chaired by Paul Davidson/Deborah Jones. Mary Morton suggested that there may also be a role for the Area Clinical Forum. Action: Alasdair Lawton to follow up with Deborah Jones. 3
George Morrison raised issue of C R Readers in Argyll & Bute Community Hospitals, and it was confirmed that they are on the Radiology plan to be replaced next financial year. Alex Javed confirmed that there were 5 or 6 of them. Eric Green advised that Estates have included Adult Social Care in the plan for the first time, with Highland Council funding this aspect. Carol Marlin advised that she was seeking approval from the group to submit the paper to the Scottish Government by the end of this week. Alasdair Lawton advised that, as long as Nick Kenton had approved this, then he was ok with it. Carol Marlin added that there would be a chance to revise it before LDP and submission to the Board. 4. PHARMACY ISOLATORS John Crossley advised the group that the 4 pharmacy isolators are slipping, and may not be here and installed by the end of this financial year; however, there may be a possibility of taking ownership of them in time for financial year end. David Matheson added that the contract has not yet been awarded as Pharmacy staff want to see the items in situ, and are visiting the warehouse next week. John Crossley added that a period of 12 weeks is anticipated for delivery and installation. Carol Marlin advised that there were 2 options: 1) Order the goods and take transfer of title, which means that they legally become the property of NHS Highland, even though they re not on site. 2) Let funding for both DCE and normal Capital slip, if there was planned expenditure which could be brought forward from next year. It was confirmed that delivery on, or before, 31 March 2014, is required for items to be included in Capital spend in year. Eric Green advised that Estates did transfer of title last year so could offer advice if needed. David Matheson has also approached Central Legal Office (CLO) for advice. Bruce Merchant felt it was important to identify individual machines in the warehouse that would belong to NHS Highland and aired concerns around waiting until 31/03/14. David Garden explained that there was legal transaction and an accounting transaction required, and the latter could be actioned on 31 March, with Alasdair Lawton stressing need to make sure that everything was in place for all possiblities. Carol Marlin suggested that it would be best to wait until the Pharmacy visit the site next week, and take from there. 5. OBSTETRICS & GYNAE ULTRASOUND SCANNER AND PROBES John Crossley explained the issue with the obstetrics scanners being heavy, and may contribute to staff suffering RSI; this theory is now being supported by Occupational Health, who support purchase of lighter weight scanning heads. From a Capital perspective this issue scores high. John Crossley added that the purchase will solve a number of problems, and is following best advice. 4
Carol Marlin asked if they could be bought in this year. John Crossley has asked for this information and will have for next meeting. Action: John Crossley to confirm if light weight scanning heads can be purchased this financial year, and to confirm at next meeting. 6. GUIDANCE NOTE TIMING OF CAPITAL CONTRIBUTIONS From Nick Kenton, who was not in attendance at this meeting carry over to next meeting. 7. NASOENDOSCOPES John Crossley provided the background on this item, and explained the requirement for single use of endoscopes, with changes to disinfection processes. Glasgow Consultants will not work with anything other than single use following recent national guidelines. John Crossley added that central decontamination facilities will be in place as of April, but to make this work there is a requirement for additional nasoendoscopes, and this will be the position elsewhere as it is a policy change following national guidance. In Oban there is a request for 6 additional nasoendoscopes at a total approximate cost of 35k, with a Revenue cost of around 1k per scope for maintenance. The service will come to a halt if not followed through and purchase scores 39 on the database. George Morrison added that a fair bit of money has been spent creating the decontamination units in Oban and elsewhere so it would be logical to follow through and provide the necessary equipment. No estimate has been provided for the rest of Highland and discussion took place around who will provide this information. It was suggested that Donna Janssens be first point of contact for Raigmore, to find out how many more scopes will be required. Meantime the purchase of 6 for Oban was approved to proceed without delay of waiting on information for other areas. Action: proposal approved for Argyll & Bute, for purchase this financial year, but require information for other areas. 8. A.O.C.B Derek Leslie raised an issue relating to a property in Argyll and Bute. A record of discussion is recorded in the Principal Minute only Actions: Derek Leslie to take forward as discussed and report back at the next meeting. The meeting concluded at 15.20 hours. 9. DATE OF NEXT MEETING 12 February 2014 at 2.00 pm, Ante Room, Assynt House. 5