Minutes of the Kaipara Care Incorporated PHO Board Meeting
3.00pm,
Video Conf Room, Dargaville Hospital

Karakia
Meeting opened at 3.10
OSH & Fire Evacuation 3.15

Present
John Marsden (Chair), Trish Crompton, Pam Baldwin, Brian Gaukrodger, Darryl Tilly, Rhonda Zeilinski, Hannah Yakas, Scott Davidson, Jen Udy, Chris Tipa, Raewyn Fowlie, Julie Palmer & later, Janet Smart.

Apologies
Bev Sharpe & Derek Gibbons. Janet Smart for latenessM/S Hannah Yakas / Darryl Tilly that the apologies be accepted. Carried

Minutes from the previous meeting
M/S Darryl Tilly / Hannah Yakas that the minutes of the November 2003 meeting be passed as true and correct. Carried

Matters arising from the minutes
· Confidentiality Agreement – Draft Board & Staff policies circulated. Following discussion, the following motion was moved:M/S Darryl Tilly / Brian Gaukrodger that the policies be adopted following their personalisation to KCI.·

Gate Signage – Some options/costs circulated. Discussion centred on the following points that need to be considered and a questionnaire will be circulated to those concerned so consensus can be achieved. (Raewyn to organise)- Vertical vs Horizontal signage is easier to read- Signage for Acute Services required at the gate- Other services can be displayed inside the entrance- All services to be asked if they would like to be represented on a sign- Purpose/Ranking of signage to be considered- Site Map to be considered- Available council signage

Cultural Orientation Framework – circulated with changes highlighted.
M/S Pam Baldwin/Jen Udy that the framework as circulated today be accepted.·Carried

Other
Re the Quarterly consultation with Kuia and Kaumatua – feedback is that the presentations made were impressive – thanks from Te Ha for participation.

Correspondence
Copies of the DHB Annual Report and HSRC Report on PHO’s are available for circulation.M/S Brian Gaukrodger / Hannah Yakas that the incoming correspondence be received and outgoing approved. Carried

Treasurer's Report
Presented by Trish Crompton.·
Trish recommended that a subcommittee be formed at the Feb 04 meeting to plan the 2004 – 05 budget.
M/S Trish Crompton / Rhonda Zeilinski that the Treasurer's Report be accepted and the transactions approved. Carried

KCHT Verbal Report
Delivered by Rhonda & Scott·
KCHT’s meeting was held on Monday night and chaired by Graeme Ramsey who will remain as acting chair till a new chair is elected.·
Members standing down were acknowledged.· G Prestidge (West Coast Ward rep) has had to resign – so position vacant.·
Cheques to funding recipients were distributed – totaled under $3000.00, less than last round.·
A meeting will be held in January, with a training day for new members planned for February.·
A nominee to the KCI Board will be appointed in February.

Operational Report
Presented by Chris Tipa as per the circulated report, the following items were bullet pointed, discussed and added.·
Northland DHB Annual Report – Discussed in Correspondence·
Register & Funding – see report·
Meetings with other PHO’s & need for a Te Tai Tokerau wide structure - Chris advised that there is general support from 5/6 of PHO’s/Trusts in the area for a TTT wide Trust. (The other participant had not yet been approached). Following discussion, the Board felt that there needs to be further feedback from other PHO Boards and a proposal as to the Governance structure to be submitted before further consideration can take place.·
PHO SAAPRG & sign-up of the latest PHO Agreement - M/S Trish Crompton / Janet Smart that KCI proceeds to sign up the latest version & variation to the contract.·Carried
Site Visit – took place on Nov 27th. The DHB also visited today and held their December meeting here. It was very successful and they also plan to hold their first regional meeting for 2004 in Kaipara.·
SIA – Proposals have been approved by the DHB.·
Management Services Proposal to Coast to Coast PHO – Wellsford - No further developments.·
Regional Diabetes Meeting – End of year report due – the DHB are happy to hear from providers re gaps.·

General Business
Presentation by Julie Palmer on:
The PHC Nursing Survey – Executive Summary circulated for reading and comment at a later date.Strategic Planning Workshop 2004 Proposal – Julie presented her proposal and was congratulated on the idea plus the successful application for funding from a pharmaceutical company. The Board discussed issues around: Employers being more fully informed, the venue, no. of participants & selection process, budget etc. It was felt that the proposal required further development and needed to be bought back to the Board with further information. However, the following motion was mooted:
M/S Pam Baldwin / Trish Crompton that the idea be supported in principal and that the Board approve $1000.00 towards it.It was noted that Darryl & Janet voted against the motion. Motion Carried
Staff Reviews:Chris spoke to the salary recommendations of the KCI Admin staff. Discussion was held regarding the performance of this team and the value and commitment they demonstrate.
M/S Trish Crompton / Hannah Yakas that the increases as proposed be approved, effectivefrom the date of the performance appraisals. Carried
Other:
Koha for Kuia and Kaumatua- John Marsden raised the issue of the support that Kuia & Kaumatua show the PHO and moved the following motion:
M/S John Marsden / Scott Davidson that a $100.00 koha be paid to Bella Hutchinson and Hughie Nathan for their support.·Carried
Votes of Thanks: In closing the last meeting of the year, John thanked all Board Members for their involvement throughout 2003 and commented that from his experience, the KCI Board is very representative of the community, iwi and providers, and vibrant in its discussions compared to some other PHO’s. John was thanked by other members of the Board for stepping in to take Merv’s place and congratulated on his performance as Chair.

Next Meeting
Scheduled for 18th February 2004, @ 1.00pm, Video Conference Room, Dargaville Hospital
Meeting closed at 5.00pm.

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