Co-Owners meeting 02/02/23 18:00-19:30
Attendees- TB, CW, AP, MD, DD, JB, RL, CB, RA, KB, MB, TC, KS, CM, RM, NC.
Chair- KS/RM.
Recording started at MDs presentation on the results of our voice from October.
Our voice.
Discussion around the results and more around the feedback around IT. Technology side- looks disappointing. questions were asked if it was in relation to the Adastra issue or other areas/issues we need to attend to. The survey was completed around the adastra issue time but feedback wasn’t based around that. Reflection- don’t think it can be linked to adastra. Lots of other IT issues such as: IT at Cossham, access to IT, touch type keyboards, telephones users can’t transfer which causes stress. Also, frustrations around systems being used and RotaMaster. Good to collaborate altogether the issues.
IT/digital are aware and tickets have been raised previously.
**ACTION EVERYONE TO EMAIL KS BEOFRE CLB WITH IT ISSUES**
G&F Update.
RM shared screen, MD had the most up to date information so updated the group.
Key points-
H&WB Champions required for all areas. NC has had 4 responses.
Eye test voucher being made available to all colleagues- no requirement needed.
Make every , count- set up as separate company but under the umbrella of BrisDoc Development Academy (BDA), delivered externally and internally. Question was asked if BDA branding/arm of BrisDoc is this part of our co ownership? Is it an enterprise or separate business with shareholders than co-owners? MD understanding is that It is KR and CS business, I don’t think it sits under corporate ownership, I am unsure.
The co-owners felt there is lots of uncertainty around this and they would like to know more.
The list from G&FB, can co-owners vote for what they think should be marked as an 8? Ultimately we need G&FB to do analysis in depth, scope will be felt there. There is caution but it’s not unreasonable to get a sounding from co-owners possibly?
Dentistry is marked high on the list, but pharmacist 24 hours isn’t on the list? Business and adventures: can co-owners have a voice in decisions? Business teams have already used the enterprise to whittle down, then we do comms around what it means to be co-owner and how decisions are made on this role? Lots of conversations to be had around what does it mean? Getting co-owners more involved to define it, are all council behind it, is it a good idea, what level of support and energy behind it do we have this?
Feedback: could be nice to see all the ideas/list and also the criteria to define the scores too.
**SEND EMAIL AGAIN AND AWAIT UPDATE. **
Branding/car stickers/logo RM
Is there interest in pursuing car stickers? Is there a route through co-owners to encourage branding. Something we would like to do/be involved in?
Last meeting- name badges/lanyards discussion came to not something to dictate across company as more specific to individual in certain practices/areas. Idea of lapel badge is reasonable, going forward something for the cars or vans is a good idea. What are we trying to achieve from branding? Recruitment from branding. This needs to be made clear on branding.
The feedback: Frustrated feeling- never decide what we get involved with, all these things are important but can’t be involved with all of it, can we decide what’s best for us to into and have a structure? What’s our remit and not? Clearer direction. **TAKE BACK TO G&FB? **
We need to find our feet; in a way it is trial and error moving forward. Having these papers are helpful, should be about our input into it. Good to have a sense check from co-owners is sensible. Determine if other parts of organisation are seeking guidance, or to approve paper or to get involved, different levels of engagement this group brings. Simple way to try and clarify our role at these meetings when things come forward.
TOR for co-owners’ council? **JB ATTACH WITH MINUTES**
Kelly Shore agenda item (was very hard to hear on recording.)
Starter process, do they know who their co-owner council rep is? Communication within teams, which ways works best with the team. Sending out list to individuals on who they representing- I have worked this out from sage and split by department and base. There are concerns around representatives and who the emails are going to. The feeling is it would work better if people represent other who they work with/in their team instead of not knowing them or working/seeing them often. This is a work in progress.
**KS SENDS LIST TO INDIVIDAULS SO PEOPLE CAN CHECK NAMES AND FEEDBACK. **
Appetite within BrisDoc on spending money for purpose-built project around co-owners, what are we, the role etc? lots of questions are I am XXXX I don’t know how to be a co-owner. Raise comms around this specific project. Agree comms is a big thing, there is potential to have funds for this.
Roadshows- re-introduce them and introduce co-owners’ council. Brought to agenda as discussed today in meeting. Roadshows a good idea to show what we are etc. Big positive step to bring this altogether.
**KS TAKING TO CLB. **
Clarity around co-owners *RA & KS AND GROUP NEED TO WORK ON*
Payroll
KS has asked for each manager to encourage everyone to get on board with checking timesheets. Pay can be wrong if not checked. Annual leave, sickness hours and overtime need to be checked. Will make difference to our workload and people get paid properly. Educating people on verifying shifts on RotaMaster-unsure if it links but will be checking in background. Videos will be made on how to check also.
Unsure if this sits at co-owners, its communication not something that is agenda item on co-owners’ council should be newsletters/team managers etc, not co-owners. This item was added/brought it here as it has been going on for years and we have tried every avenue, does have cost to company with holiday buy back etc.
AGM RM.
Reminded everyone 09/03/2023 7-830 online, everyone welcome.
AOB-
Future dates? How often? Meeting quarterly, next 3 in diary at least. Timings- use what’s ap group to identify any issues.
Knowing everyone in teams- handy to have a who’s who of everyone. Piece of work to be done on co-ownership, who’s who, etc need to get it down on paper so its clear for everybody. Comms and mechanisms we use maybe worth looking at.