...not able to access technology.

The desk requirement has been noted and will be reviewed.  With regards to the space for hanging files, the expectation will be that these are printed on a daily basis as and when they are needed and therefore this will not be required

We are in the process of exploring options around additional fridge storage and will update again in due course. 

...order these separately and find space to store them? Also will a large printer / copier still be available for use? We generally use that for larger volumes of class paperwork which our small printer can’t cope with without getting jammed. Will there still be opportunity to book the meeting rooms and will access to the kitchen and first floor toilets etc change?

There will still be admin on site in the main reception, stock item’s will still be ordered as per normal. The stock will still be on site for medical devices/dressings etc.
There will still be a copier on site available for use.
Kitchen/toilets will still be available on the first floor as this is common area to all on site, as will the meeting room.

Under desk draws will not be available on site. However we are planning to put some small lockers in situ for fixed desk users.

We have checked the plans for Martham and there are 61 car parking spaces on site. It has been Covid vaccination season and therefore it is likely that the increase in parking has been related to patients attending the GP surgery for their Covid vaccinations. On the occasions that the site has been visited site by Estates, the car park has been very quiet, and this has been at various times of the day. Therefore we do not foresee this being a problem however we will also be checking the restrictions around the building.

Yes; the Paxton at Martham is now installed and awaiting ICT to configure. With regards to the Alarm System; we are looking into Dardan carrying out some of the locks and unlocks and will provide a further update in due course.

The building is secured every weekday evening by the cleaning team.

We will try to keep it to the reception you currently rotate into but there may be a need in times of sickness / annual leave to provide cover.

We will identify space for admin related material to be collected on a weekly basis as staff attend Martham for stock take prior to ordering. We will identify a process to manage urgent requests and this will be shared in due course.

These will be located as required and franking machine for Yare House is already on the list.

The process is to be worked through but this is likely to be managed by person on the rear reception desk.

...this stock, Shadow formulary currently in cupboard upstairs, Small aids currently in cupboard upstairs and peripheral stores currently in Hive. We also have tambour units upstairs for Cardiology, Diabetes and 2 large cupboards full of Insoles. Where downstairs by Reception is all this stock going to go? The last fire inspection would not allow any storage at the end of the corridors due to no floor to ceiling walls.

There will be stock at Yare and Martham and satellite at Northgate and Shrublands (as with Kirkley and Hamilton House).

We are aware of the kit that needs to be moved.

There will be separate deliveries.

The admin team will be merged and will function as one team for all tasks / responsibilities.

Bloods will be printed at Yare House for those clinical staff on site and will be remotely sent to Martham for clinical staff on site to collect.  This is in hand and is being dealt with by IT.

...to gauge this, there has be no spaces on the road at all , even if there was I’d be very concerned about parking on the road as it isn’t safe to do so . There are currently two vacant enclosed carparks in the vicinity up for rent, could this be considered as an option? We currently have 50 plus carparking spaces at Shrubland’s, we will have more people at Yare House there will be 15 admin This staff alone before adding an average of 24 staff from the Gorleston pch , then there is the other teams services to be added to this to which I have an estimated figure upwards of 35 not including St Elizabeth hospital and Training moving from the hive , training ? how many people will be training ? This is far too many! we need more car parking spaces made available to us .

We understand that there are concerns regarding the car parking; please see responses to questions 10, 14 and 17 below – we are continuing to explore car parking options.

Yes, the booking system will still be available to allow all staff to utilise the meeting facilities at each ECCH site.

...reimbursed for fuel costs from home? This is promoted by ECCH through their well-being and sustainability policies has staff well-being been considered?

We will continue to promote and encourage hybrid working in line with our policies and managers and employees are expected to plan their diaries to maximise resources and to minimise unnecessary travel between sites.

The consultation is in relation to a relocation/change of base and therefore your base would change as outlined in the consultation document upon conclusion of the consultation. In line with our travel and expenses policy, employees will be reimbursed for miles travelled in the performance of their duties which are in excess of the home to agreed work base return journey. 

Where the home to new base exceeds the home to current base, you may be eligible to claim excess mileage in line with the Travel and Expenses policy and you will need to complete an ‘Excess Travel Evaluation Form’ which is Appendix 2 of the Travel and Expenses policy and this will need to be submitted to the HR processing team.

ECCH continue to promote the wellbeing of our staff and a wellbeing impact assessment (WIA) has been completed as part of this consultation process and will be reviewed and updated throughout the consultation process.  The WIA will be shared on the Portal for all affected staff to review.

Whilst we understand that the proposed relocation will result in a different work location, support would continue to be available from your colleagues based at other sites by arranging face to face meetings on site as well as utilising the use of Microsoft Teams.

The heading of the consultation paper not including the LAC service was an oversight however the service was clearly outlined within the consultation paper.

...open plan. Require clarity around the space required, confidential space or open plan.

During the group stage of the consultation process we would encourage all affected staff to liaise with their staffside representatives who’s details can be found towards the back of the consultation document and also on the portal.

With regards to hybrid working arrangements, in line with our policy, any hybrid working arrangements would need to be discussed and agreed with your line managers – further guidance including criteria can be found in the Hybrid Working Policy which is available on ECCHO.

Please see questions 10 and 14 below regarding car parking.

Yes, if hot desking space can be found - please see question 21 below.

This is currently being explored and an update will be provided in due course.

The rationale for the proposed relocation of the LAC team was an operational decision as the operational managers (CF, JW) are going to be based at Yare House. Since relocating the LAC team onto the 2nd Floor at Hamilton House in a space that was previously a meeting room, changes have been made to the contract , which has seen more personnel within the team. Conversations had previously taken place as to the lack of space when all the team are at HH.

Whilst there is a move to rationalise the estates requirement at Hamilton House no firm decision has been made at this stage and consultation will continue.

Please see responses to questions 14 and 10 below regarding the car parking concerns.

We would anticipate that the positive partnership working will continue with the use of digital platforms as well as any face to face meetings which can continue to be held at Shrublands.

At present, there are no charges proposed for car parking at either Yare House or Martham Medical Centre.

We do not anticipate the nearby street parking to be full however further to the concerns raised so far, our estates team are conducting some further exploration of car parking around the building.

There are no restrictions to the car parking near Yare House.

Please see car park response – question 10 below. 

There is a safe space to keep bicycles for staff to use.

Please see questions 13 and 10.

From our reviews that have taken place so far, with the 12 on-site parking spaces for drop-offs and ample on-street parking nearby we do not envisage that this will be required.  However, we note the concerns that have been raised and our estates team will be undertaking some further exploration of the parking around Yare House for review.

Please also see question 10.

There is a small kitchen area to the rear of the proposed training room and there will also be another kitchen added to the main area.

At present, there are not showering facilities however if there is a specific need then this can be considered.

One to one dates will be offered to all staff following conclusion of the group consultation; we anticipate one to ones will be held between 7th – 31st May 2024. Booking slots will be shared with staff in due course for any member of staff that would like to arrange a one to one as part of the individual consultation phase.

Update 3rd May following JCNC meeting:

It has been agreed that the group consultation phase will continue for at least a further two weeks to allow time for all generic questions/queries to be considered and responded to. Therefore, one-to-ones will be pushed back to the end of May/beginning of June.

There are 12 parking spaces located at Yare House which will be prioritised as short stay, i.e. collecting and dropping off equipment however there will be spaces for staff that have a disability.  If you have a specific health concern please request an individual consultation meeting where personal circumstances can be discussed.

On street parking will also be available for staff to utilise which is within very close walking distance to the building.

Yes, the large meeting room will accommodate approx. 20 people. 

For the services that are relocating to yare house, the intention is that Jade, Sharon and Heather will meet with them in due course to collate any current room booking requirements, i.e. any regular team meetings, and to ensure that these are uploaded to the booking system before these are released to the wider organisation.

Yes, see question 5.

We understand that there are some concerns however there will be on site short stay car parking available in addition to the use of nearby street parking.  Increasing the mileage/vehicle maintenance payments is not something that ECCH are able to do, this would not be in line with our travel and expenses policy and the arrangements are consistent with other areas of the organisation where onsite parking is not always available.

There is a large meeting room that will accommodate approx. 20 people and there is also a smaller meeting room which can accommodate between 8-10 people.  We anticipate that there will also be 3-4 pods that can be booked and used for 1:1 meetings. 

The meeting rooms, pods and some hot desks will be available on the booking system in due course and available to book in half-hour slots.

Yes there will be sufficient storage available at Yare House; we are currently assessing storage needs for the remaining services.

Yes, storage will continue to be available at Herbert Matthes Block and this will be downstairs on the ground floor.

Following the conclusion of the consultation, where there has been a change of base this will be reflected on ESR/ePay however staff that are eligible to claim excess mileage will need to complete an ‘Excess Travel Evaluation Form’ which is Appendix 2 of the Travel and Expenses policy and this will need to be submitted to the HR processing team.

We would encourage staff to read the Travel and Expenses policy which details eligibility. 

Whilst the proposal is for a change of base, we will continue to promote and encourage mobile working.  The changes proposed will enable us to look further at our ways of working, including mobile working and caseloads will be reviewed by PCH leads to ensure that visits are allocated to maximise resources and to minimise unnecessary travel between sites.

No; there are no opportunities to request voluntary redundancy because none of the affected employees/posts are at risk: The consultation is in relation to a relocation only, i.e. a proposed changed of work base.