Minutes of the Kaipara Care Incorporated PHO Board Meeting
Held on 15th December 2004 at 3:00pm
Video Conference Room, Dargaville Hospital

Karakia

OSH Requirements – Fire Evacuation and requirement to inform NH front office of approx nos. in attendance satisfied.

Meeting opened at 3.00

Present
John Marsden, Marcus Liddell, Jen Udy, Lyndsey Bargh, Allan Mortensen, Cherry Waldron, Pam Baldwin, Ani Edwards, Scott Davidson, Chris Tipa, Julie Palmer & Raewyn Fowlie.

Apologies
Rhonda Zeilinski, Trish Crompton, Derek Gibbons & Andrea Ringrose (Privacy Officer) M/S Lyndsey Bargh / Marcus Liddell that apologies be accepted. Carried

Minutes from the previous meeting
M/S Allan Mortensen / Cherry Waldron that the minutes of the November 2004 meeting be passed as true and correct. Carried

Matters arising from the minutes
· Proxy Representation and Payment of Fees Policy – advice has been received. Policy to be presented at the Feb 05 meeting.
· Active Enrolment – see CEO’s report.

Correspondence
· A positive response has been received from the DHB regarding SIA proposals. Waiting for confirmation in writing from Tihi Ora MAPO.
M/S Pam Baldwin / Lyndsey Bargh that incoming correspondence be received & outgoing approved. Carried

Treasurer's Report
presented by the CEO in the absence of the Treasurer·
The report, circulated with the agenda, covers November 2004 transactions.
M/S Cherry Waldron / Pam Baldwin that the Treasurer's Report be accepted and the transactions passed for payment. Caried
· To reflect changes in revenue and expenditure, it was agreed that a new budget forecast be updated to compare against the existing one.

KCHT Verbal Report
Meeting held on Monday evening.
· Some progress has been made on the employment of a Manager
· Shannon Price was officially received as a PHO nominee
. Other new nominees include Ian Bloore and Rae Sowter, providing KCHT with a full Board.
· KCHT Board looking forward to 2005

Operational Report
Chris spoke to his report, circulated with the agenda. The following is in addition to that:
1. Staff Member MVA – as read.
2. KCI Board Fee Review – Proposed by CEO to increase Board Member and Office Holder fees to reflect the realistic cost of Governance and bring them into line with what is being paid by other PHO’s, i.e. Chair $300.00, Treasurer $225.00, Board Member $150.00 per Board & Sub-committee meeting. Discussion ensued with DMC members stating that the recommended increase is a large jump and suggesting a lower increment. The argument for the higher increase is that it will be taken from the management fund rather than the client service’s area, and that there is a paper currently before the PSAAPG, suggesting an increase in the management fee.
M/S Allan Mortensen / Pam Baldwin that the CEO’s recommendation to increase fees be accepted. CarriedScott Davidson abstained from voting.
3. MeNZB campaign – KCI currently at 44% of eligible register. The fact that quite a large % have not come in for the 1st immunisation is having a cumulative effect on clinic space. A meeting prior to this one has seen strategies put in place, including a request to the Board to make $1200.00 of HP funds available for prizes as incentives. Following discussion it was decided that the Immunisation Team was best placed to decide on the methodology of the prizes to offer.
M/S Allan Mortensen/Cherry Waldron that the Board approves $1200.00 to be used from HP funding for use in the MeNZB incentive campaign, with the proviso that no rules are broken. Carried Noted that Pam abstained from voting.
4. Regional Mental Health Proposal – as read.
5. Diabetes Free Annual Check Contract (see letter to David Overton (NDHB & Jenni Moore MAPO) – as read.
6. NPHO company formation – still to be completed.
7. Active Enrolment – As read
8. KCI Staff Appraisals and Salary Review – completed by the CEO as read.
M/S Allan Mortensen / Lyndsey Bargh that staff appraisals and salary reviews are recognised as a management issue to be carried out by the CEO. Carried
9. Independent KCI server – see circulated proposal which Chris spoke to. KCI eventually needs to become independent of NH and have its own server/jetstream, firewall, licences etc. A quote has been sought from Microcraft Systems who NH & KCI have dealt with in the past and who also support DMC’s IT system. It is pertinent to consider this now, while there are cash reserves. (Approx $14,000.00, plus $1,200.00 annual costs)
For transparency, a second quote on hardware costs should be sought.
M/S Pam Baldwin / Scott Davidson that the Board accepts the CEO’s proposal and approves expenditure on a new IT server and associated standing and ongoing expenses, subject to receiving a comparative second hardware quote. Carried
10. PHO Community Council – KCI originally nominated John Marsden, but were advised by the MoH at the last minute of his ineligibility, and given a two week extension to make another nomination. Apologies to the Board for not circulating this information in time. Nationally, only 12 members were required. The Northland representative is Percy Tipene who is known by other members of NPHO’s. Members of the Board felt that the MoH needed addressing re the short time frame extension.
11. Asthma Meeting – held between the DHB, MAPO, Asthma Society and KCI today. KCI’s current contract expires in March 05. There is no extra funding currently available. More time is required to review the distinct services provided by KCI and the Asthma Society so a 3 month extension was agreed upon. The DHB have a new contract planner commencing within that time. The CEO will assist with the review, including clarification of reporting procedures, and will be looking to preserve the contract currently held, while encouraging the DHB to build capacity for a similar service to be extended throughout Northland.

General Business
· Meeting Dates for 2005 - Board meetings will continue to be held in the Video Conference Room, from 1.00 – 3.00pm on the third Wednesday of the month. It was decided not to have a meeting in January.
· Koha Consideration for Kuia & Kaumatua
M/S John Marsden / Scott Davidson that the Board approves koha payment of $200.00 each to Bella Hutchinson and Hugh Nathan, in acknowledgement of their input throughout the year. Carried
· Feedback from the Privacy Officer – presented by Raewyn. Andrea thanked the Board for making it possible for her to attend the third and final Privacy workshop during November. She plans to work with KCI providers during 2005 to ensure that they have correct privacy policies in place.·

In closing, the Chairman thanked all Board Members for their contribution throughout the year, with special mention of the financial guidance provided by Trish Crompton. The PHO has proved a collaborative and viable operation.

Next Meeting
Scheduled for 1.00pm, Wednesday, 16th February 2005 (rescheduled to 2nd March 05), Video Conference Room

Meeting closed at 5.00pm with karakia.

Other
NIL REPORT: - report circulated at the meeting· Spoken to by Julie – items included:
TTT Nursing Innovation pilot being selected as one of 4 pilots nationwide to be case studied. TTT NIL’s presented at the Waitemata Primary Health Care Symposium. Update on the SIA Immunisation Outreach project & MeNZB campaign. Launch of the Sport Northland 10,000 steps campaign. Feedback on the NH Nursing & Midwifery leadership Council – Nursing Issues Day. Presentation of the TTT HP stock take report to the Regional HP Forum.

Julie’s organisation of the recent successful GP conference was acknowledged.