Minutes of the Kaipara Care Incorporated PHO Board Meeting
20th September 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 3.05

Present
John Marsden (Chair), Marcus Liddell, Cherry Waldron, Pam Baldwin, Allan Mortensen, Ani Edwards, Judy Harris, Lyndsey Bargh, Chris Tipa, Raewyn Fowlie, Julie Palmer & guests, Georgina Connolly (for Te Ha) & Steve Main (for DMC)

Apologies
Derek Gibbons, Scott Davidson, June Henwood, Andrea Black – Privacy Officer M/S Ani Edwards / Jen Udy that apologies be accepted. Carried

Minutes from the previous meeting
M/SAllan Mortensen / Lyndsey Bargh that the minutes taken at the informal August 05 meeting be recorded as true and correct. Carried

Matters arising from the minutes

• Ratification of the decisions made at the Aug 05 meeting
Apologies, Minutes of the July 05 meeting - with an amendment,
Correspondence,
05/06 Budget to be tabled for the Sept meeting,
July Treasurer’s Report,
That the joint primary mental health position with NH/Te Ha be progressed,
Support of the Performance Management programme,
Rural Workforce Retention Subcommittee Recommendations tabled for the Sept meeting.
M/S Allan Mortensen / Cherry Waldron that the decisions made were ratified by the full Board. Carried

Correspondence
Aslisted on the agenda:
M/S Cherry Waldron /Jen Udy that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report
: Presented by the CEP
• Current Auditor is less inclined to give an unqualified opinion this year due to the PHO payment method not being understood. A threat such as this reflects on the accountants used and their limited knowledge of Government systems. CEO is meeting with the Auditor to clarify the situation next week, however, the Board supported exploring options for changing Auditors.
• 2005/06 Budget – as updated and circulated.
M/S John Marsden / Jen Udy that the 2005/06 budget be approved. Carried
• Aug 05 transactions
M/S John Marsden / Cherry Waldron that the Treasurer's Report for August 2005 be accepted and the transactions passed for payment. Carried
• Discussion on increasing the no. of signatories available on site and allowing Rachel (Financial Administrator) to also sign, as per the information contained in the notes to the financial report.
M/S Cherry Waldron / Pam Baldwin that Judy, Jen and Rachel be added as signatories on the provision that Rachel can only sign with another Board Member (not the CEO). Carried

KCHT Verbal Report
Presented by Allan Mortensen
Meeting held on Monday evening.
• Maternity – current midwifery partnership is now 24/7 with Northland Health.
• Property Manager has been appointed – 17th October takeover date with big support by Housing NZ.
• Shuttle – Current employee subsidised by WINZ. KCHT will need to fund totally in 6 months.
Whangarei patients now traveling on the bus as long as appt times co-incide with the bus timetable. Those requiring wheelchair access are still transported on the shuttle. This will be a more efficient system, enabling the shuttle to be used regularly around town, in Maungaturoto and other outlying areas in Kaipara.

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. Clinical Governance – Recognition of KCI’s obligation to supply clinical governance input at specific meetings. It would not be required for every meeting or for the total time of such a meeting (i.e. meeting scheduled for 2 hours, clinical governance input 1 hour). There would be a need to make sure that this will not be an unmanageable issue re hours paid etc.
M/S Allan Mortensen / Jen Udy that the Board approves payment of $150.00p/hr for a suitably qualified subcontractor to be in attendance at meetings requiring Clinical Governance input and that this item be identified on the accounts.
2. Palliative Care/CarePlus – The Board approved the use of the Care Plus fund for this purpose (as read). Volumes to be monitored by KCI.
3. Regional Mental Health Pilots – as read
4. First NPHOs Director’s meeting – as read, John is part of this group.
5. Diabetes Free Annual Checks – as read.
6. Increased Management fee for small PHOs – as read.
7. Development of a re-defined position within KCI –
M/S Allan Mortensen / Lyndsey Bargh that the Board approves development of a new position known as Contracts Manager.Carried
8. Request to join PHONZ – as read, discussion followed - Chris to attend the first meeting next week.
M/S Jen Udy /Judy Harris that KCI join for a year and then review. Fees are acknowledged as $2000.00 + $0.10c per head of enrolled population, GST exclusive (approx total $3200.00p.a.) Carried

General Business

• Rural Workforce Retention Subcommittee recommendations – as circulated.
M/S Pam Baldwin/Jen Udy that DMC be paid the historical amount of approx $80K for the 2005/06 year. That this amount be expressed as a percentage of the total i.e. 90/132 = 60.6% and payment to be reviewed annually with DMC providing data on how the fund was/is spent for reporting purposes. Carried

M/S Cherry Waldron / Allan Mortensen that DMC can apply for the remaining approx $50K, on an equal basis with other qualified primary health provider membership of the PHO. That an RFP process will be developed (for either retrospective or upcoming expenses) and will include criteria re the recognised qualifications of applicants. That to avoid any conflict of interest issue, the decision process will be outsourced. That the whole process will be reviewed annually. Carried

• Report and recommendation from the CEO Review Committee – The subcommittee met with Chris to discuss his success at realising KRAs. It was also evident that role responsibility had increased and a number of achievements over and above the documented KRAs had been reached. The subcommittee recommended a bonus, rather than a salary increase.
M/S Lyndsey Bargh / Cherry Waldron that the CEO be granted a $7500.00 gross bonus. Carried

• Resignation/replacement for the KCHT Board – Shannon Price has resigned. Recommendations for Aleida Spoelstra & Rhonda Zeilinski have been received. Board Members felt they required further information on both candidates to make this decision, which will be tabled until the October meeting. In the meantime KCHT are happy to have a proxy present at their next meeting.


• Society Membership Applications -
M/S Ani Edwards / Allan Mortensen that Society Membership be approved for: Te Uri O Hau Social Services, Anglican Counselling & Care Service (NW Branch) and Wendy Salter. Carried

• Association Liability Insurance Declaration by Board Members – declaration statement read out, a copy will also be emailed so that any declarations can be noted.
• Board Nominations – confirmation of all Board Members has now been received, with no changes.
• Report from Anaru Kira, GM, Te Ha O Te Oranga - circulated and commented on by Chris. A Te Ha PHO across the region would need to be explored with Anaru. This could be scheduled for the November 05 meeting.
• Board Privacy Training – Andrea not in attendance today.
• Time of meeting for AGM – Normal meeting at noon, with lunch provided. AGM from 2.00pm.
• People representing KCI at other levels – The Chair noted that perhaps not all discussion on this subject had been heard (see Clinical Governance, No.1, CEO’s Report) and that it should be an agenda item for the next meeting.

Next Meeting
Scheduled for 12.00pm (midday), Wednesday, 19th October 2005, Video Conference Room – Lunch included.
AGM in the Conference Room, Community Health, scheduled from 2.00pm.

Meeting closed at 5.10pm with karakia

Other
NIL REPORT: - report circulated at the meeting and spoken to by Julie Palmer. The report included:
• Pandemic Influenza Planning
• Nurse Practitioner
• Nurse Prescribing
• PHCN Scholarships – rural
• TTT Regional Nurse Leadership Group
• HP – Hikoi around Aotearoa
• Parenting for Fathers
• Primary Mental Health Co-ordinator – powhiri tomorrow