Minutes of the Kaipara Care Incorporated PHO Board Meeting
July 20th 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 1.10

Present
John Marsden (Chair), Cherry Waldron, Chris Tipa, June Henwood, Judy Harris, Lyndsey Bargh, Ani Edwards, Jen Udy, Marcus Liddell, Scott Davidson, Allan Mortensen, Derek Gibbons, Raewyn Fowlie, Rachel Kidd

Apologies
Pam Baldwin, Julie Palmer. M/S June Henwood / Marcus Liddell that the apologies be accepted. Carried

Minutes from the previous meeting
M/S Cherry Waldron / June Henwood that the minutes of the 15th June 05 meeting be recorded as true and correct. Carried Ani Edwards’ apologies for the June meeting were not noted as they did not arrive in time.

Matters arising from the minutes
• Airconditioning of Meeting Room – Advised by Jen that the Joint Venture Board has agreed to install.
• CarePlus / Active Review Update – A verbal report given by Chris – current enrollees onto Careplus is at 21 only – funding will stall until enrolments get to 80. Looking at a no. of ways to increase the enrolments in 3 areas:
Scotts proposal re active review of ophthalmology patients here in Dargaville – Nick Chamberlain, DHB, in favour.
Palliative Care patients qualify for CarePlus – funding not available to pay DMC this year and it is possible that the funding could come from CarePlus – approx $10,000.00.
Well Elderly programme (continued funding by NH questionable) – patients seen regularly by NH staff – potential to use this to make sure that funding is used.
The Board approved that Chris continue to work on development of the proposals.
• Regional Rural Fund Update – a written response from the DHB will be requested.
• Other – Nil

Correspondence
• Meeting with Karen Poutasi on Monday 25th has been rescheduled – meeting with 6 PHO Managers and Chairs at 11.45 lunch, meeting 12.30, open to chairs and a limited no. from Boards.
M/S Jen Udy / Allan Mortensen that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report
Report on points of note by Rachel Kidd, Financial Administrator, circulated and spoken to by Chris. They will be distributed with the monthly report/agenda from now on.
• Adjustments to fee for services explained.
M/S June Henwood / Cherry Waldron that the Treasurer’s Report be accepted and the transactions passed for payment. Carried
• Proposed 05/06 budget circulated – Deficit budget is offset against the reserves.
• Reserves need to be kept of approx 3 months of funding – approx $150,000.00
Board Members to review the budget and bring back to the August meeting.

KCHT Verbal Report
Presented by Scott Davidson
Meeting held on Monday evening.
• Largely a meeting on strategic business reviews in association with Marshal Taylor, of Mangawhai. Goals, Mission Statement, long term (5yrs) planning etc.
• Shuttle reshuffle – proposal in discussion with bus service provider to Whangarei re outsourcing to take patients over while the shuttle does an alternative route.
Currently no dedicated funding from the DHB for transport but possibly so from Jan 06.

Operational Report
CEO’s REPORT: - by Chris Tipa
Chris spoke to his report, circulated with the agenda. The following is in addition to that:
1. New GM for Te Ha – Anaru Kira, meeting with Chris scheduled for Friday.

2. NPHO’s & NDHB – As read.

3. Regional Mental Health Pilots – Manaia is the lead PHO. DHB keen to approve a .5FTE position based at Te Ha to take up the other .5FTE of the Co-ordinator position. KCI do not have infrastructure to employ the position. Discussion revealed that the process was not particularly open, with DMC not included in the initial discussions and would like to have been.
The Board agreed that negotiations with Northland Health should continue to further the position of the Primary Mental Health Co-ordinator. Any proposal on a joint role to be discussed at the August meeting.
To ensure that the project evaluates well, local counselors will meet quarterly and be paid for attending. This will be covered by the admin component of the fund.

4. Diabetes Annual Free Check – Now up to 900 for the year – target 3000 but need to reach 2000 to receive administration bonuses.

5. CarePlus – As already discussed. Chris to attend PSAAP meeting next week.

6. SIA & HP Subcommittee Meetings – See Other Business

7. Rural Retention Funding Meeting – 25th Monday, 2005

8. Performance Management Programme – See Report and attached Summary Letter.

9. Other - Increase in Management Fees for Small PHO’s letter circulated – Possible $30-40,000 extra for KCI. Voting required by PSAAP.

General Business
• SIA Subcommittee Recommendations – Report Circulated with the Agenda and spoken to by Raewyn
The subcommittee met twice in June to review 6 of the 10 current SIA Projects – Te Kopuru Nurse Clinic, GP Clinics at DMC, Wrap Around Services at Te Ha, Kaipara Palliative Care, Pharmacy Fund & Immunisation Outreach. Following the first meeting, data and information on individual projects was updated and distributed. Recommendations as follows:

That the new costings, invoicing and reporting requirements for the project be accepted with the funding applied as detailed in the spreadsheet (as circulated)
That, to fit in with KCI’s financial year, and the start of a new reporting quarter, the commencement of the new formats be backdated to July 1st.
That the small credit balance be reserved for review of the next four projects (due in December)
Discussion ensued, resulting in the following motion:
M/S Alan Mortensen / Marcus Liddell that the recommendations of the subcommittee be accepted. Carried
• HP Subcommittee Recommendations – Report circulated with the Agenda and spoken to by Raewyn
The subcommittee met on June 30th to review 8 RFP submissions of $2000.00 each. A number of applicants were contacted to clarify details or to resubmit their proposals to reflect HP guidelines. The committee is now satisfied with all applications from:
KCI – Spyder Boards
Maternity Liaison Group – Support of mothers/families to access parenting skills and child care
Te Ha – HP development for at risk youth
Pam Baldwin – Eat Yourself Well 5 week programme
SKIP – 2 submissions – a parenting workshop through Parentworx & training for local leaders. (KCI will not fund the submissions, should support funding, as stated in the application, not be available)
KCHT – Extension of the Kaipara School Hats project
Brice Herbert – Pilot parenting for fathers course by an experienced (retired) family counselor.
Recommendations as follows:
That given the interest, quality and range of the submissions, it is recommended that the Board
increases the amount of funding this time (available from HP savings, not yet spent) and approve them all, totaling $16,000.00.
That, given the relatively small amounts of $2000.00, the funding be forwarded to applicants to manage their own budgets/payments etc.Reporting/data requirements will be stipulated in the approval letter/s (but will not be onerous).

Discussion ensured, resulting in the following motion:
M/S Scott Davidson / Derek Gibbons that the recommendations of the subcommittee be accepted. Carried

• HP Sub-committee Membership (resignation / replacement)
Marcus has had to resign due to pressure of work commitments.
M/S June Henwood / Ani Edwards that Jen Udy replace Marcus on this subcommittee. Carried


• Suggested review of the Board Meeting time:
A number of Board Members find the current meeting time difficult to make. Following discussion, it was decided that meetings would be held from 3.00 – 5.00pm from now on.

• 2005 AGM Date - 19th October

• Other
CEO’s Annual Review due – John, Pam & Derek undertook this task last year.
M/S Alan Mortensen / June Henwood that the same members be retained for this year. Carried
Maori Health Gain Conference - Chris now unable to attend due to PSAAP Meeting. Raewyn, June, Ani & Scott attending, with John expecting to be there for the final day.

Next Meeting
Scheduled for 3.00pm, Wednesday, 17th August 2005, Video Conference Room.

Meeting Closed at 3.30pm

Other
NIL report circulated with the agenda
• As read.
• Request from Jen that any Careplus training to include ward nurses.