Minutes of the Kaipara Care Incorporated PHO Board Meeting
17th August 2005
Video Conference Room, Dargaville Hospital

Karakia

OSH Requirements – Fire Evacuation and requirement to inform NH front office of approx nos. in attendance satisfied. A quorum was not achieved. It was agreed to continue the meeting with any decisions to be ratified by the full board if other board members arrive, or at the next (Sept) meeting

Meeting opened at 3.10

Present
Cherry Waldron, Chris Tipa, June Henwood, Lyndsey Bargh, Marcus Liddell, Scott Davidson (Acting Chair), Allan Mortensen, Raewyn Fowlie. Derek Gibbons arrived at 4.00pm, Lyndsey left 4.45. June Henwood arrived at 4.50

Apologies
Pam Baldwin, Jen Udy, Judy Harris, John Marsden, Ani Edwards. June Henwood and Derek Gibbons for lateness M/S Allan Mortensen / Lyndsey Bargh that the apologies be accepted. Carried

Minutes from the previous meeting
M/S Cherry/Marcus that the minutes of the 20th July 05 meeting be recorded as true and correct with the following amendment – that Manaia are the lead PHO for the Primary Mental Health Project in the start-up funding phase only. All other PHO’s will then manage their own projects. Carried

Matters arising from the minutes
• PSAAP Meeting – increase in management fee to rise from 113 to 166K Performance Framework now within the PHO contract.
• Regional Rural Funding Letter - Sent to Nick Chamberlain – awaiting response
• CarePlus / Active Review Proposals – See CEO Report
• Maori Health Plan Co-ordinator position – See CEO Report
• Other – Ni

Correspondence
Discussion as follows:
• Request to send a copy of the letter re Dietition to DMC
• HP proposals - still waiting on final ok from DHB
• Final ok for acknowledging the Conference Community Health as a place where Maori tikanga takes place on site received from Te Runanga O Ngati Whatua.
M/S Allan Mortensen / Cherry Waldron that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report
presented by the CEO
2005/06 Budget – update circulated with the following changes highlighted – Income (See PSAAP under Matters Arising) and PHO costs increased i.e. $15000.00 to Asthma Nurse. Historically, this fund has paid for some Administration time. The JD has now changed, with Maureen’s time now spent on other tasks. Surpluses have been carried forward to ensure they continue to be spent as required under contract.
Question as to supporting a similar increase for the Diabetes Nurse. This position is funded differently, but the PHO could support an application to the DHB to increase funding. DMC need to write up a proposal.
These contract/funding differences highlight the fact that an overview flow chart of funding streams, subsidies, housing etc would be beneficial to Board Members.
Jetstream cost seems high. Proposed DMC/TeHa IT funding needs finalising.
M/S Marcus Liddell / Cherry Waldron that the 2005/06 Budget be tabled until the next Board meeting. Carried
M/S Lyndsey Bargh /Allan Mortensen that the Treasurer’s Report be accepted and the transactions passed for payment. Carried

KCHT Verbal Report
Presented by Scott Davidson
Meeting held on Monday evening.
• No quorum
• Question asked re letter in D&D – paper did not give a right of reply. KCHT Board to question the editor’s superior re journalistic ethics.

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. Maori Health Plan– Amongst other things, it was decided that the Maori Health Plan should incorporate and support the goals of the strategic plan (see next)
2. Strategic Plan – It was stated that this Board tends to spend too much time on management rather governance issues. Discussion took place re updating the Strategic Plan to make it a meaningful document within a workable format. PHO’s and Incorporated Societies will have their own guidelines for suggested headings etc. It might be expected that the main 6 goals would be reported against quarterly. It was suggested that the budget could also follow this format (i.e. unless there is spending outside the approved budget, it should not require monthly approval). Also suggested was participation by Board Members/staff at a workshop (on neutral ground) dedicated to strategic planning.
It was decided that the CEO should submit a draft for circulation.

3. CarePlus/Active Review – Enrolments, as identified in the report, need to be processed by Friday or no funding will be received this quarter for CarePlus. Lists provided will get us to level one or 1/3 of 3 months funding.

4. Rural Workforce Retention – As read.

5. Mental Health Pilots – As read.
M/S Allan Mortensen / Lyndsey Bargh that the proposed establishment of the joint position between Te Ha/NHL/KCI be progressed (not wait till the next Board Meeting). Carried

6. Predict – NDHB has paid for the licences, Northland wide. Installation messaging requires Secure It so there may be some set up costs.

7. My Practice / Med Tech 32 – As read.

8. Performance Management Programme – Decision to go with BPac is a timing issue. They will be on a 12 month trial. PHO’s required to commit $10K each plus a proportional amount of $15K.
M/S Allan Mortensen / Cherry Waldron that the Board endorses the CEO’s decision re the Performance management programme. Carried

9. NPHO’s Consortia re Videoconferencing Project – as read.

10. MVS – As read.

11. Other - Nil

General Business

• Rural Workforce Retention Subcommittee Recommendations – Copy of minutes circulated with the agenda. Following discussion the following changes were made to the recommendations: That the amount paid to DMC be expressed as a % of the overall amount and that applications would be accepted for both upcoming and retrospective purposes.

M/S Allan/Cherry that the recommendations be left on the table for a full Board meeting. Carried

• Board Privacy Training – Andrea Black, Privacy Officer, is scheduled to provide this training in the last half hour of the next meeting (September), from 4.30. As requested, it will cover the following items.
Conflict of Interest (i.e. obligations by members within the Board
Risk re electronic versions of registers (i.e.diabetes - emailing and identifying information being faxed to NH's machine)
Sharing of information amongst providers and with KCI (i.e. template policies)
and any other recent updates.

• Report from Anaru Kira, GM, Te Ha O Te Oranga – Not present.

• Other
CEO Review – Pam is unable to complete this task and the Chairperson has suggested that a member from KCHT may like to take her place. An email will be circulated.

Next Meeting
Scheduled for 3.00pm, Wednesday, 21st September 2005, Video Conference Room.

Meeting closed at 5.00pm

Other
NIL REPORT: - report circulated with the agenda
• As read.