Chair: Louise Whyte (LW) and Kelly Shore (KS)
Introductions and welcome given by LW
Greenboard update – Jonathan Pearce (JP)
BrisDoc appointed a Bristol based consultancy company to measure the organisations carbon footprint and create baseline. Input has been sought from staff across the organisation, and the baseline is now complete.
Consultants will now make recommendations and help to formulate a plan to make carbon reductions.
Next steps will be to set out planning including targets and timescales.
Next year’s assessment should be complete at end of April, following that, the plan is to seek a formal accreditation to hold the organisation to account
JP acknowledged there is a challenge with landlords when trying to reduce carbon footprint. One consideration is to apply pressure around the time of lease negotiations.
Rep question; Are we looking to digitise paper checklists? JP confirmed, yes definitely that will be a recommendation
JP acknowledge there is a challenge with landlords when trying to reduce carbon footprint. One consideration is to apply pressure around the time of lease negotiations.
Next meeting – JP to share carbon footprint plan
Crisis Text Service and Bath, North East Somerset, Swindon and Wiltshire (BSW) 111 #2 – Rhys Hancock (RH)
RH shared background information of the current Integrated Access Partnership (IAP) Mental Health (MH) service. For further information on the service please use the following link: IAP-info-document-v1.0-1.pdf
Key points:
- The service began in 2021 and has grown significantly
- Currently employs over 100 people
- Aims to provide help to patients by speaking to just one clinician
- Started to get recognition on national stage – used as exemplar
- Asked to speak at NHS Confed Expo this year
- On track for 10,000 contacts this year
- Performing above national standards
BrisDoc / IAP have been asked to step in on an emergency contract to run the BSW111 option 2 service (where a service user calls 111 and selects option 2 for MH services). This will involve:
- Some IAP clinical resource
- Satellite service in Bath
- Replicate Bristol, North Somerset, South Glos (BNSSG) service
The Original request was to stand up a service within 2 weeks, after consideration its likely the go live date will be around the beginning pf April.
Emergency contracts can legally be awarded for a maximum of 12 months, after which a formal bid process will need to be run.
BrisDoc / IAP has unique integration with 999 and other clinical services
Physical health patients will be managed through 111for the area.
Rep question; What might be the biggest Challenge? RH answered that Clinical workforce to resource the service demand and ensuring that staff feel well supported are a challenge being worked through now.
Digital technicalities have thrown up some challenges, but they are being worked through with full testing over the coming weeks.
Rep question; How will the service be accessible to all patient groups?
RH confirmed that:
- Language line is accessible and
- British Sign Language available via video call (IAP also facilitates this for 999)
- The service is engaged with service users to understand barriers
Crisis Text Service – Procurement process underway
Quality Improvement Programme (QIP)– Rhys Hancock
The organisation is using QIP to drive programme of work across all services. All programmes have been approved by the leadership team.
Measures have been factored into all programmes to asses if they deliver what was set out to be achieved and to provide assurance that actions do not impact quality of any other area of service delivery.
Each project will have their own a clear plan with objectives and measures and impact assessments have been / will be completed for each project.
A ‘long list’ will be drawn up, collating all projects, from this, a shortlist will be drawn up, and everyone will work together giving a shred focus on delivering improvement.
All project ideas are welcome – Please raise ideas, Our voice survey will be relaunched mid-April – any ideas raised through the survey will be fed into project.
Andrew Morrison (AM) will circulate list of Quality Improvement projects for review and input to co-owners’ council reps in the first instance and then to all co-owners.
Financial wellness update- Louise Whyte
Reps have sought ideas from co-owners to support financial wellness, all ideas have been pulled together and reviewed by LW and KS.
Improvements implemented so far:
- Radar page – Financial wellness information reviewed and updated – Financial Wellness – Radar
- Community fund to give donations to in hope food banks– request has been made that we are able to refer co-owners to use in hope food bank KS will confirm response
- Sharing information in newsletter for financial wellness
- Exploring ways to implement ‘Paystream’ which will allow co-owners to draw down percentages of salary part way through month. Rep concern raised: this may cause further hardship for co-owners unable to manage own finances. KS confirmed that only money already earned would be eligible for withdraw.
- No fee charged for using pay stream – currently supported in other NHS services. KS to share further information in due course.
- Volunteering leave can be used at food banks
- Payroll giving – for charity donations, donation made pre-tax, so the charity receives more money.
Rep suggestion; can we incorporate signposting for help and advice on utility and housing bills – perhaps support to be offered by wellbeing champions.
Future – Financial wellness month, once per year to promote support, linking in foodbanks and wellbeing champions. Co-owner directors are seeking volunteers from co-owners’ council to help organise. Volunteers to please link in with LW / KS. KS noted some names on the night.
Rep suggestion; could we recycle glasses to be donated? NW agreed to link in with Homeless Health Service to explore
Learning and Organisational Development Programme 2026 – Millie O’Keeffe (MOK)
MOK delivered the following presentation: xx insert link xx
Rep suggestion; Can we incorporate some role-based training to engage well with staff. MOK to explore
Shine stats and review– Alison Barrett (AB)
AB delivered the following presentation: xx insert link xx
Key points:
- Encourage spending of shine points – current pot of nearly 22k unspent
- Low engagement across the platform
- Unspent points cannot be withdrawn from wallets.
Rep question; Could we get breakdown of users to identify which areas of the business engage the least? AB Will explore
Rep question; Can unused points be donated? AB confirmed the current platform does not support donations.
Rep question; Do we know why there are unspent points? KS believes Some users save points towards a bigger purchase.
AB asked to council for views on why engagement is low, the following suggestions were given:
- Forgotten passwords
- Groups not easy to set up
- Co-owners unaware that Shine can be downloaded as app
- Recognition not personal enough
- Recognition undervalued
- Co-owners are unaware of savings on vouchers
- Time – too many apps / platforms
- Not talked about among colleagues
- Clunky to access discount vouchers
- Co-owners not all at PCs all day – some are minimal PC users
- Not all co-owners digitally enabled
Ideas for improvement raised by the council
- Wellbeing champions to promote shine
- Posters for promotion
- Re-launch
- Feedback cards to replace Shine recognition
- Verbal thanks
- Thanks, via SM reports
- Positive feedback following audits
- Teams used for thanks
- Sometimes quiet recognition is more appreciated.
- Recognition through newsletters
- Radar could be used for recognition
Rep question; Do we need shine; the platform is not necessarily delivering the original idea of a communication tool. Original brief was to create a good communication platform – Shine not solving that?
Rep suggestion; Could we use shine money to put on an annual event / conference – with awards, celebrate all the good work going on.
Rep suggestion; Can shine be considered in line with the digital strategy – one single login.
Rep suggestion; Could we go back to basics and send vouchers via emails? KS shared that Paystream could potentially enable the sending of vouchers and offer purchasing of discounted shopping vouchers KS to explore and confirm
AB confirmed that previous suggestion of Manager pots of points could lead to bias and is therefore will not be rolled out.
AB shared that Shine developers will need to be notified by June 1st if we do not decide to renew contract.
Comparison to other services and digital platforms appears that digital is not received well.
Reps are asked to have a think and feedback view on SHINE to AB. AB will send out a survey to all co-owners.
Feedback from Combined Leadership Board (CLB)– Louise Whyte
LW shared a plan to begin Succession planning for Non Exec Directors (NEDS). Currently the NEDS have been longstanding. CLB have agree that moving forward, NEDS should be in post for a three-year term with a possible three-year extension. NEDS will be recruited with specific areas of specialism e.g. finance or digital.
LW gave thanks and recognition to MH who is the longest serving current NED.
A new GP NED was appointed in Feb 2026 (PB) and has started in post; he has a background of working in local ICB.
Finance update given at CLB, a written summary will be shared with minutes, any questions welcome back to LW.
Strategy slides from Annual General meeting were presented– slides have been previously shared with the council
Medical Director recruitment process has started.
Practice Services update given – has previously been shared with the council
EOT day 19th June – Kelly Shore (KS)
KS is seeking ideas from reps on how to mark and celebrate EOT day, reps were asked if they would like to lead. Previously cakes have been shared, and cards have been sent with announcement of an EOT ‘thank you’ bonus.
Rep suggestion; A personal thank you is always well received, maybe with a gift?
Rep suggestion; Voucher with a card worked well, could that be repeated?
Rep suggestion; Need to ensure that every co-owner is thanked individually and not just those that are working on the day or around a couple of days.
Rep question; Is there a budget for the celebrations? There is a significant cost difference between cakes and individual bonuses – KS to confirm
EOT conference – 3 to 4 spaces offered to reps with evening function, an excellent opportunity to explore EOT further and gain some good ideas and motivation. Travel and accommodation provided. Reps to register interest with KS / LW in next two weeks
Co-owner champions ideas – Louise Whyte
Original idea came from EOT conference, the role would be someone enthusiastic and passionate about co ownership, not a voted for rep. Someone who goes over and above to promote EOT and given status as champion in recognition. This could appeal to someone interested in promoting but not wanted to commit to rep position.
Champions could:
- support reps to get feedback and engagement from co-owners
- appointed per base / location
- be buddied with a rep
- enhance communication
- recruited when no rep position available
- be point of contact
- used across services to canvas views and interact with co-owners across all shifts / teams / hours
- have specific areas of interest eg financial wellness.
- promote suggestion box
Rep comment; I would find a champion helpful as I am the rep for a large team who all work different days / shifts and it can be impossible to catch up with everyone.
Rep Elections update
- New rep, Lara Caple – shift managers
- New rep, Sam Huggins – Call Handlers.
- New rep, Liz Lawrence – Homeless Health Service
- Election planned for CKMP clinical rep and MH IAP
- TC staying on for six months
- OC stepping down and handing over
- BMC ops rep unfilled.
**Senior leaders left the room to allow open discussions**
Items Raised with Representatives for Discussion
Rep suggestion; Birthdays off as leave, morale is low after bonus announcement. This is good for to attract new staff. Lots of other organisations are now offering.
Group discussion included, offering a day off in lieu if birthday falls on bank holiday or adding an extra day of leave to be taken any time. The offer would need to be fair for all – regardless, even if birthday falls on Christmas day! Could we have a menu of options, to choose what would be good to help boost morale.
Some co-owners don’t celebrate birthdays, is this idea inclusive of all? Financial implications discussed, this will be a costly offer.
LW suggestions the council make suggestions via People board KS to take to next board and feedback at next council meeting.
Wellbeing survey does not ask about morale – reps encouraged to feedback morale concerns to MOK
Reps to ask teams what a good morale booster would be?
AM to promote via radar
Add subject of Morale boosting for discussion at next meeting
Raised by rep; Recent Bonus comms, co-owners informed bonuses would be paid in April and Oct. Co-owners were expecting bonus in April and find out in newsletter that this is no longer the plan. Bonus payments have been made for several years, removing bonuses changes forecasted pay.
The council should consider apologising for misleading comms. AM – find comms re bonus to review what has been said and consider if an apology should be issued.
Co-owners are concerned about the amount of bonus in December – KS to attend Finance Gov Board 26th March and feedback predicted figures at next council meeting
Further points raised:
- Need to set expectations rather than waiting for pay before announcements
- Co-owners should not rely on bonus as they are not guaranteed payments
- Bonus payments are counted to ensure salary is comparable to other organisations.
- Comparable pay is low when bonuses are removed
- Need to be mindful that if co-owners on benefits – payments effect benefit payments.
- EOT bonus payments are tax free
- Need for clarity that training is connected to being prepared payment – comms coming.
Rep has shared questions with Directors – LW / KS will respond.
Rep raised; Team voted to not pay into community fund to keep money in bonus pot, did this happen? – KS confirmed that no additional money was added to the community find money earmarked for community fund was added to bonus pot.
Rep raised; Osprey estate, poor state of repair, loos out of action, flickering lights, overflowing sanitary bins is lowering morale.
Raised in the room that the space is not disability friendly.
KS to feedback to facilities.
AM shared that a plan is in place for redevelopment
End of meeting.