Co-Owners Council Meeting Minutes 6th November 2025, 18.00-21.00
One Page Summary
Finance Update
BrisDoc’s profit margin has been steady at around 2–3%, but this year’s operational profit is forecast to fall below 1%. Productivity and efficiency improvements are needed due to wider NHS cost pressures. Co-owners asked how financial decisions will affect pay and bonuses, and clearer communication about finances will be introduced.
SevernSide Car Fleet
New Skoda Octavia cars will replace the fleet. Wrapping designs vary in cost, and driver feedback is being gathered to decide between medium and high wrapping. Alley lights are preferred; green flashing lights are not required.
Radar Co-owner Page
A redesigned Co-Owner Radar page hosts council information, minutes, and ways to contact reps. Practice services will be using Radar more moving forward.
SevernSide Clinical Education Day
This well-attended event gathered feedback on how to strengthen co-owner involvement. Suggestions included more education days and improved communication. Potential expansion of education opportunities across services is being explored.
Community Fund
Further clarity is needed on the charity nomination process; updates to follow in future communications.
Payroll Project
New payroll system to be introduced April 2026 with training and guidance to support the change.
Co-owner Topics
Homeworking policy consistency, electric car charging, and support for colleagues in financial difficulty were discussed. Reps will gather views on the best ways to support co-owners, including ideas like workplace food banks.
Co-owners can share their views on the Co-Owner Radar page
Reps and Voting
Nominations for new co-owner reps will open in January, with voting in February and new reps confirmed in March. Thanks were given to outgoing reps. Reps have been grouped into teams based on work areas, allowing them to share communication tasks and meeting attendance. Co-owners have been notified of their assigned reps.
Full Minutes
Finance Update – Lewis Scandle Finance Director
- Lewis presented BrisDoc’s financial performance, highlighting a steady a fairly steady profit margin of 2-3% over the last 10 years.
- The current year’s forecast suggests BrisDoc will make a significantly reduced operational profit, below 1%, predicted at £263,642.
- BrisDoc’s financial positioning was discussed, including the finance team structure and new software.
- The importance of productivity improvement in the NHS was emphasised, as BrisDoc is not immune to national cost improvements, reduced uplifts, and ICB pressures.
- Opportunities for improvement were discussed, including IUC market leadership, practice rebalancing, and business service flow efficiency.
- Co-owners expressed interest in understanding the impact of financial decisions on individuals, such as bonuses and pay rises.
- Concerns were raised about the potential impact of efficiency measures on staff time with patients.
- There is a plan for more clear communication pathways to keep co-owners up to speed with finances, as well as an opportunity for their voice to be heard in terms of where we can target investments or identify improvements.
SevernSide Car Update – Andy Morrison, BrisDoc Marketing, Communications Lead & Digital Developer
- A new fleet of Skoda Octavia cars is being introduced, with options for medium to high vehicle wrapping (costing £400–£1,200 per car depending on design). Driver feedback is being gathered to help decide the final wrapping style, with a focus on ensuring high visibility at the front and back of the vehicles. Andy will circulate a survey for drivers to share their views, including preferences on wrapping coverage.
- It was agreed that alley lights are essential for locating house numbers, while green flashing lights are not required.
Radar Co-owners Page – Andy Morrison, BrisDoc Marketing, Communications Lead & Digital Developer
- Andy is redesigning the Co-owners Radar page to make information easier to find. The page will host meeting agendas and minutes, as well as details about your Co-owner Representatives and Employee Directors. You can also use it to share ideas or suggestions with your rep. Practice Services will be increasing their use of Radar over the coming year.
https://www.radar-brisdoc.co.uk/co-owners-council/
SevernSide Clinical Education Day – Louise Whyte, Lead GP and Employee Director
- The event was very well attended, with 70 clinicians taking part. Feedback was collected on how clinicians can feel more connected as co-owners, with themes including more education days, clearer communication, and greater involvement in decision-making. The Council has reviewed this feedback and will share planned actions with attendees.
- There was also discussion about offering similar education days for Business Services and Practices, and the importance of strengthening engagement across all services. Louise and Kelly are continuing work in this area.
Community Fund – Kelly Shore, Payroll and Pensions Manager & Employee Director
- Charity nominations and the community fund were also discussed, with a clear process still to be determined. KS to add to next newsletter.
Payroll Project Update – Kelly Shore
- New payroll software will be introduced in April 2026, with communications starting in January 2026.
Voting update – Kelly Shore, Payroll and Pensions Manager & Employee Director
- The process for electing new Co-owner Representatives is now underway. Nominations will open in January, voting will take place in February, and new reps will be in place by March.
- Ollie Crandon, Dixine Douis, and Traci Clutterbuck will be stepping down – the Council thanked them for their valuable contributions. The Rep job description has been shared, and feedback is welcome.
General Rep Update – Louise Whyte
- The list of co-owners represented by each rep was distributed to all reps over the past couple of weeks. All co-owners have also received an email confirming who their assigned rep is.
- The role of the rep was reviewed, and the most recent job description has been shared.
Reps will be grouped into teams based on their work areas. Within these teams, communication tasks—such as sending out meeting agendas and minutes—can be shared. - Reps are encouraged to discuss co-owner topics during team meetings, initiate individual conversations where needed, and bring co-owner feedback to Council meetings.
- Going forward, reps will no longer need to arrange for a co-owner to attend in their place for council meetings, provided that another member of their team is able to attend.
- DM discussed having BrisDoc Rep email addresses – KS will ask DL about this.
Co-owner Related Topics
- Homeworking: Concerns were raised about inconsistent application of homeworking policies across practices and teams, with unclear guidance on eligibility.
JB will confirm who is overseeing it and LW will discuss with them.
- Electric Car Charging: The introduction of booking hubs for hot-desks and parking spaces was suggested. The NHS car scheme was noted as an available option.
- Financial Support & Community Initiatives: A proposal to provide a food bank at practices and Osprey Court was discussed, including potential funding from the community fund. Mike Bevens suggested the Co-owners Council could take ownership of this topic and share recommendations with the Board. Other long-term support, such as the credit union, is also available. Emphasis was placed on empowering managers to discuss financial well-being with staff.
Reps will consult co-owners to gather views on supporting colleagues in financial difficulty, with a proposal to be brought to the next Council meeting.
Meetings for 2026
- Meeting invites for 2026 have gone out.
LW to ask KC to consider another venue/location.
KS to update co-owners council What’s App group.