Minutes of the Kaipara Care Incorporated PHO Board Meeting
18th May 2005
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 1.15

Present
John Marsden (Chair), Marcus Liddell, Cherry Waldron, Lyndsey Bargh, Pam Baldwin Scott Davidson, Chris Tipa, June Henwood, Allan Mortensen, Ani Edwards, Judy Harris, Julie Palmer, Raewyn Fowlie

Apologies
Derek Gibbons (new ward admission)

Minutes from the previous meeting
M/S Pam Baldwin / Allan Mortensen that the minutes of the 20th April meeting be recorded as true and correct with the following amendment: That discussion was held on board members attending Te Tiriti o Waitangi workshop. Carried

Matters arising from the minutes

• Board Member and Chair Person’s Evaluations – To be analysed and results discussed with the Chairperson prior to the next meeting.
• The Rural Workforce Retention Subcommittee - met prior to this meeting. A further meeting is scheduled to discuss a compromise. The plan is to come to the next board meeting with a recommendation and process of how to work within the fund’s criteria.
• Subcommittee Lists - available and circulated – proposed meetings per year as follows:
Maori subcommittee needs to meet to review the current plan and define a Terms of Reference. May need to meet 1 – 2 times a year.
SIA / HP subcommittees meet to assess proposals and review current projects. Meet approx 3 – 5 times a year each.
Rural Workforce Retention subcommittee – still to be determined but may need to meet 4 times a year if retrospective funding is considered, or up to 8 times a year if not.
Careplus subcommittee – specialist knowledge and input required. Terms of Reference still to be defined. This subcommittee needs to meet quite frequently until the process is up and running.
Te Ha to confirm their representative on the HP subcommittee.
• CarePlue/Active Review - Apology that the active review analysis has taken a back burner to other priorities.
• Other – Nil

Correspondence

• Capitation rate changes – see CEO’s Report.
• Quarterly Reports: – Provide Board Members with an update of activity on SIA. HP, Maori Health and other PHO activities. Some updates and corrections to the documents were provided and will be recorded in the next quarterly reports.
M/S June Henwood / Lyndsey Bargh that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report

• Double entry of Visa expenses due to the account becoming overdrawn.
• Discussion took place on how to read and interpret the report.
M/S Cherry Waldron / Jen Udy that the Treasurer’s Report be accepted and the transactions passed for payment. Carried

KCHT Verbal Report
Meeting held on Monday evening.
• Legal progress slowing the housing project down.
• Shuttle committee working to improve processes, written procedures, efficiency and rationalisation of running costs of $50,000.00pa. Funding options being explored. Shuttle coverage = all of Kaipara. In reality, usually only goes down as far as Maungaturoto. Discussions to take place with Coast to Coast PHO once the review has taken place.
• Joanna and Donna continue to work with NH on maternity issues.

Operational Report

Chris spoke to his report, circulated with the agenda. The following is in addition to that:
1. NPHO’s – WIP – new forms signed today.
2. Regional Mental Health – As read.
3. Diabetes Free Annual Check – As read, and Sandy Dawson from MOH has suggested that KCI process the data nationwide. Following discussion, it was confirmed that the Board supports the CEO investigating this further.
4. PSAAP Meeting / CarePlus – CEO attended a meeting in Wellington yesterday. New Chair is Win Bennett from Capital and Coast. The main agenda item was a motion by the Ministry to change the rules/agreement re CarePlus payments (see report). The Ministry requires a mechanism to stop paying out further funding on this initiative until enrolled patient numbers have been met. KCI fall into this category.
5. Letter from NDHB re rate increase for PHO’s - resulting in a $40,000 increase to DMC and a $6000.00 increase to the PHO management fee. DMC have indicated that their costs have gone up higher than this. SIA/HP funding probably will not change. Geocoding is still around 80%, but the rest of Northland are worse off.
Two Manaia GP practices have indicated that they will put up their co-payment fees from $20 to $25. Age group variation also allowable. Lots of rules and regulations involved in this and the DHB would require early notification of any PHO practice considering raising its co-payment.
6. Rural Workforce Retention Subcommittee Meeting – discussed in Matters Arising.
7. Regional Rural Funding – $100,000.00. The DHB has some surplus in the region of which Manaia wish to claim 40%. The KCI Board would require evidence of justification to this claim.
Scott suggested that some of the funding could go toward providing an onsite Conference Centre which would be easily accessible, appropriate, would increase CME uptake and could be used for other meetings.
8. Reciprocal Pharmacy charges with Manaia PHO – Clarification required – to be brought back to the June meeting.

General Business
• Subcommittee Meeting Dates :
SIA: Tuesday 7th June 12 – 1.00pm
Careplus: To be arranged via email
Maori/ HP: Arrange at next meeting.
• Research: brought up by Pam Baldwin. Deborah Ryder, who completed the Value Chain Analysis for KCI has joined APR Consultants in Whangarei. Pam to bring a proposal to the next meeting.
• Airconditioning: The video conference room was very hot, making conditions quite uncomfortable for all attending.
M/S Allan Mortenson / June Henwood that KCI write to the Landlords requesting that the room be independently airconditioned.
Andrea Black – Privacy Officer: Introduced herself to new members and thanked the Board for supporting her attendance at the Privacy Workshop last year which covered, amongst other things, the new legislation on communication. Andrea advised that no contacts have been received form the public or providers on privacy issues. She requested that the Board specify the training they needed at Governance and operational levels on privacy so she can focus a session on these items. Some suggestions as follows:

Conflict of Interest
Risk re electronic versions of registers (i.e. diabetes)
Sharing of information amongst providers and with KCI (policies)

Any other requests to Raewyn. Andrea will then schedule a short training session to be included at a Board Meeting.

Next Meeting
Scheduled for 1.00pm, Wednesday, 15th June 2005, Video Conference Room.

Other
NIL REPORT

• Acknowledgement by Jen Udy for Julie’s organisation of the Nurses Day breakfast – appreciated by all.
• Recruitment and retention of nurses – Julie will be working with the Rural Retention Workforce Funding Subcommittee on this issue.
• Remainder of the report as read.