Minutes of the Kaipara Care Incorporated PHO Board Meeting
2nd March 2004
Video Conference Room, Dargaville Hospital

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

Apologies
Derek for lateness M/S Pam Baldwin / Cherry Waldron that apologies be accepted. Carried

Minutes from the previous meeting
M/S Lyndsey Bargh / Ani Edwards that the minutes of the December 04 meeting be passed as true and correct. Carried

Matters arising from the minutes
• Proxy Representation and Payment of Fees Policy – See other business.
• KCI Server – see CEO’s report.
• Other - Nil

Correspondence
• Let from Heartland’s re sponsorship of Community Expo. Total cost of approx $1,500.00. KCI have agreed to pay $350.00.
• Other listed items discussed.
M/S Allan Mortensen / June Henwood that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report

• The report, circulated with the agenda, covers December 04 & January 05 transactions.
M/S Scott Davidson /Cherry Waldron that the Treasurer's Report be accepted and the transactions passed for payment. Carried
• Trish Crompton has resigned from DMC and as Treasurer of the Board. See General Business re election of new Treasurer.
• Summary of Budget Variances and 2yr forecast distributed to Board Members for review at the next meeting.

KCHT Verbal Report
Meeting held on Monday evening.
• Deborah Evans appointed as CEO.
• Trust will be managing 34 units that were previously owned by KDC in Ruawai, Awakino Rd and Kauri St– funding available from HNZ to do up lower socio economic housing. It is expected that $30,000.00 per unit will be available for refurbishment.
• KCHT’s Sunhats in (primary) schools within the KDC area is about to be officially launched in conjunction with Cancer Society. Media reporting (TV’s 1,2 & 3) organised with a boat to Pouto dropping off at schools enroute.

Operational Report
Chris spoke to his report, circulated with the agenda. The following is in addition to that:
1. MeNZB Update – current figures at 80% a credit to everyone involved. A plan for responding to any criticism re incentives is being devised.
2. Regional Mental Health Proposal – 2 yr pilot approved in its entirety this morning. For Kaipara-
.5 FTE Co-rdinator @ $40,000.00, Website @ $100,000.00 and100 counselling primary care packages x 6 @ $45,000.00. PHO to ensure resources are used and evaluate well to ensure some roll over of funds in the future.
3. Diabetes Free Annual Check – KCI to provide this service for NPHO’s with technical help via Roger at Manaia.
4. NPHO’s Company formation. PHO Chairs’ as directors rather than CEOs/managers.
5. CarePlus – slow uptake due to MeNZB.
6. Active Enrolment – form has been developed and enrolments taking place.
7. KCI Server Changes – going ahead. Will be important to the upcoming Diabetes work.
8. Northland Rep on the PHO Community Council – as read.
9. Register Processing through NPHO’s – Rigorous systems and IT expertise now set up at Manaia. Price quoted to process our register at $1.20per/pt per annum ($14,400pa total) acknowledged as high, but will reduce once more PHO’s on board. Any change to the PMS will be handled by Manaia. Current software licence of $10,000p.a. to be cancelled.
M/S Scott Davidson / Allan Mortensen that the Board approves processing of KCI’s data by Manaia at a rate of up to $1.20per/pt p.a. for the term of one year, when the decision will be reviewed. Carried

10. Rejection of Social Worker’s SIA Proposal – Case studies circulated.

M/S Ani Edwards / Pam Baldwin that CEO’s Report be received. Carried

General Business

• Draft Proxy Representation Policy discussed.
M/S Pam Baldwin / June Henwood that the draft policy be approved and implemented. Carried

• Draft Volunteer Community or Consumer Team Member Reimbursement Procedure discussed.
M/S Pam Baldwin / Cherry Waldron that the draft procedure be approved and implemented. Carried


• Health Promotion – meeting of stakeholders held recently. Proposal that RFP’s be called for twice a year to ensure that all funds not utilised at once. CEO to write up a proposal to be presented at the next meeting.

• Rural Retention Fund – The minutes of the Aug 04 Board Meeting show that the Board originally agreed to:
1. Approved allocation of the entire ($53,000.00 approx) Rural Retention Funding received for the 2003/04 period to be paid to Dargaville Medical Centre for retrospective costs.

• Rural Retention Fund – continued.
2. That $81,000.00 of the $134,000.00 (approx) p.a. of Rural Retention funding expected in the 2004/05 year be allocated as follows - $20250.00 to be paid quarterly to Dargaville Medical Centre. Allocation of the remaining quarterly amounts of $13500.00 (total $53,000.00 p.a.) to be sent back to the sub-committee for discussion and retrospective recommendation, at the end of the first and subsequent quarter.

Discussion on criteria took place. As there have been many new Board Members since then, information on Rural Funding criteria will be supplied to all. A draft disbursement/application process will also be distributed prior to the next meeting.

• Resignation of the Treasurer – Society rules require that the position of Treasurer be nominated from within Board Membership. Nomination/s and subsequent election (if required) to take place at the next meeting.

• Active Review/Care Plus – proposal from Nick Chamberlain was distributed at the Sept 04 meeting. It was decided that KCI needed to commence Care Plus before consideration could be given to the proposal which was to allocate some Care Plus funding towards active review of surgical pts on waiting lists. Since then, a pilot IT project has been set up to track the outcome for people enrolled under active review. NDHB will take ownership of the IT programme if it proves beneficial to those waiting on orthopeadic or sinus surgery lists. According to DMC this would equate to approx 20 pts and would benefit a group of people before the CarePlus ceiling is reached.

• Careplus – list of approx 300 compiled at DMC. Enrolment not yet commenced. Co-ordination of service to be finalised i.e. staffing capacity. A report to be prepared outlining the cost analysis of inclusion of Active Review clients to be prepared for the next meeting.

• Elective services proposal (MOH funding) – Scott has submitted a proposal to assess ophthalmology patients here in Dargaville, thereby reducing waiting lists etc.

• Primary Health Care Conference in Wellington this month. – A number of member’s already going on behalf of their employer organisations. Julie and other Northland NIL’s presenting. A suggestion from a Board member prompted consideration of sending a representative/s from the Board
M/S Allan Mortensen / Lyndsey Bargh that Cherry & Pam attend the conference on behalf of KCI. Conference fee and airfares of approx $1,000.00 each to be provided, accommodation at attendee’s own cost. A presentation/report back to the Board required. Carried

Next Meeting
Scheduled for 1.00pm, Wednesday, 20th April 2005, Video Conference Room.
Meeting closed at 3.00pm with Karakia

Other
NIL REPORT: - report circulated at the meeting
• Julie recently returned from 2 day data gathering evaluation workshop in Hamilton that resulted in much cross organisation innovation learning.
• National pay increase for secondary nurses will now force disparity with primary nurses. Letter sent from the workshop to Annette King re the issue.
• Kaipara site project – to work on a proactive, collective recruitment system rather than individual employer recruitment.
• Elective Services Fund – proposal on a plan to reduce the no. of DNA’s at Dargaville Out Patient clinic has been forwarded to the MoH.
• First draw of MeNZB prize/photo shoot etc due this week – see report.
• Recent HP hui – see report.