Minutes of the Kaipara Care Incorporated PHO Board Meeting
20th April 2005
Video Conference Room, Dargaville Hospital

Karakia

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

Welcome to Debbie Evans, CEO of KCHT – self introductions were made and Debbie provided an overview of her new role.

Meeting opened at 1.05

Present
John Marsden (Chair), Marcus Liddell Cherry Waldron, Pam Baldwin Scott Davidson, Chris Tipa, June Henwood, Raewyn Fowlie, Allan Mortensen, Ani Edwards, Shirley Geraghty, Judy Harris.

Apologies
Jen Udy, Derek Gibbons, Lyndsey Bargh, Julie Palmer M/S Scott Davidson / Allan Mortensen that apologies be accepted. Carried

Minutes from the previous meeting
M/S Allan Mortensen / June Henwood that the minutes of the 2nd March 05 meeting be recorded as true and correct. Carried

Matters arising from the minutes
• Review of Budget Variances and 2 yr forecast – distributed at the March 05 meeting. CEO confirmed that the forecast provided a reasonable guide to expected income and expenditure.
M/S Allan Mortensen / June Henwood that the forecast be used as a reference to the current budget. Carried

• Rural Retention Fund Report – circulated. It was decided to progress this by reforming a subcommittee of stakeholders to determine terms of reference and develop the proposal further.
• Careplus / Active Review Analysis (not available)
• Health Promotion Proposal – as circulated. Discussion on the $2000.00 package limit – amount will encompass most proposals, but the subcommittee may recommend that the Board increase the limit on occasion.
M/S Cherry Waldron / Scott Davidson that the Board accepts the recommended proposal as follows: That $10,000.00 be released in May 05 and again in Nov 05, in up to $2000.00 lots, via the RFP process and that the Te Ha Active Enrolment process be reviewed at the end of 2005 to assess what amount will be available for release in 2006. Carried

• Feedback on Elective Services Proposals – Julie’s proposal re DNA’s in OP and Scott’s opthalmology proposal were rejected outright. However, some administration changes will be implemented in OP and the Careplus committee may look at Scott’s proposal again or other funding sources may be sought.
• PHC Conference Reports – Pam’s circulated with the agenda and Cherry’s circulated on the day. Both members thanked the Board for approving their attendance and recommend that all three (including Julie’s) reports be read to discern the benefit derived.
• Other - Nil

Correspondence
Added to the list is a questionnaire from the Officer of the Controller and the Auditor General – Chris will attend to this matter.
M/S Ani Edwards /Pam Baldwin that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report
ELECTION OF NEW TREASURER:
M/S Pam Baldwin / Ani Edwards Nomination of Allan Mortensen Carried


• The report, circulated with the agenda, covers Feb & Mar 05 transactions.
• Medtech query – committed to 3 more months till the contract expires.
• Bank balances include: Unspent Rural Retention, HP & SIA funding, approved (but not yet paid) IT expenditure and other sums.
M/S Scott Davidson / Marcus Liddell that the Treasurer's Report be accepted and the transactions passed for payment. Carried

M/S Ani Edwards / Pam Baldwin that Trish Crompton be removed, and Allan Mortensen be added, as a signatory to bank accounts. Carried

KCHT Verbal Report
Meeting held on Monday evening.
• Pleased to see their CEO here to introduce herself.
• Strategic Planning underway – housing initiative progressing although KDC still to sort some issues. Assistance from HNZ appreciated. Criteria being devised on how units should be run and used.
• Health Shuttle – looking to ensure efficiency and funding to keep the service going.
• New Offices – located in the LifeTrust building.
• Rollout of sunhats promotion successful despite some glitches.
• Maternity services discussions continue in the Trust’s role to advocate for the community.

Operational Report

Chris spoke to his report, circulated with the agenda. The following is in addition to that:
1. NPHO’s – Business as usual continues despite a delay in company status.
2. MeNZB – Kaipara stats – decline rate in Kaipara, 7% for Maori with 14% overall. School (northland wide) decline rate is 13.77%. MeNZB Target for Northland is 90%.
3. Regional Mental Health – A closed tender process is likely to be used for establishing the website.
4. Diabetes Free Annual Check – with the assistance of Roger from Manaia PHO, data from all practices now able to be received. Profile practices will need to use a paper fax form.
5. CarePlus – Chris has rethought the presented proposal and now recommends that it goes to the subcommittee for further consideration.
6. KCI Server Changes – week two – some glitches still to iron out.
7. Register processing at NPHO’s – as read, however as there are many unknowns, Manaia wish to reserve the right to reconsider the fee in a year.

General Business

• Application for Society Membership by Homebuilders Community Services, Maungaturoto
M/S Judy Harris / Ani Edwards that the application be approved. Carried

• Capitation and PHO Registration – June & Cherry highlighted PHO registration cases where clients were unaware that they had been enrolled in other PHO’s. Wrong coding on scripts was also an issue. Chris referred to a letter from Colin Feek, Chief Medical Advisor, MOH that was sent to PHO’s suggesting that they are accommodating in these circumstances. Stakeholders need to be aware and vigilant.

• Board Member and Chair Person’s Evaluation – distributed at the meeting. Please return to Raewyn for compilation either before, or at, the next meeting.

• Subcommittee Membership – Maori Health, SIA, HP, Rural Retention and Careplus subcommittee membership was updated. A copy will be sent out with the minutes.

• Privacy Update with Privacy Officer, Andrea Black – to be scheduled for the May 05 - meeting.

• Other
Marcus advised that he and Phil Dodd are in partnership now that Brian Gaukrodger has retired.

Information sharing - brought up by Pam Baldwin. The Board were brought up to date with the current state of the My Practice PMS vs MedTech. DMC still to make a decision. An updated report on this issue will be supplied for the next meeting.

Next Meeting

Scheduled for 1.00pm, Wednesday, 18th May 2005, Video Conference Room.

Other
NIL REPORT report circulated with the agenda
• Rural retention subcommittee to look at the proposal.