Minutes of the Kaipara Care Incorporated PHO Board Meeting
21st December 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, Ani Edwards, Cherry Waldron, Judy Harris, Jen Udy, Marcus Liddell, Scott Davidson, Allan Mortensen, Pam Baldwin, Chris Tipa, Julie Palmer, Raewyn Fowlie and later, Derek Gibbons & Lyndsey Bargh.

Apologies
June Henwood. Lyndsey & Derek for lateness. M/S Marcus Liddell / Jen Udy that apologies be accepted. Carried

Minutes from the previous meeting
M/S Marcus Liddell / Cherry Waldron that the minutes taken at the 16th November 2005 meeting be recorded as true and correct. Carried

Matters arising from the minutes

• Avian Flu – Jen, June and Judy have held a discussion re implementing the site major response plan - KCI to receive a copy. Representatives from NH, DMC and Te Ha will meet again in the New Year and then continue meeting monthly. In the meantime, a list of suggestions and what and what not to do, has been circulated to people enrolled at Te Ha.
• Other – Nil

Correspondence
As listed on the agenda:
Letter of assurance from Trappitt, Ewenson & Assoc that their practice complies with separation of accounting and auditing responsibilities.
Copy of PHONZ Strategic Intent available for perusal.
M/S Allan Mortensen / Jen Udy that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report
Presented by the CEO
It was noted that the report circulated with the agenda was the trial balance. The correct report was distributed at the meeting.
M/S Pam Baldwin / Cherry Waldron that the Treasurer's Report for November 2005 be accepted and the transactions passed for payment. Carried

KCHT Verbal Report
Presented by Scott Davidson
Meeting held on Monday.
Laboratory situation – a legal opinion has been sought resulting in a motion moved by the KCHT Board to progress with mediation between NH and themselves over the perceived breach of agreement.
Shuttle – new format will see the shuttle travel once a week to Ruawai/Maungaturoto. Contract with West Coaster Bus to commence.
Housing – progressing slowly. Tenders being called for Project Management re work required on flats.

Discussion ensued on the lab situation as to the exposure of KCI. If downgrading of the laboratory is tolerated, other services may also potentially be at risk. KCI have an obligation to assist with legal costs – see CEO’s report below.

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. Laboratory – Letter from DMC to Karyn McPeake was circulated along with notes from a meeting that Derek and Scott had attended with a lawyer. The matter was then discussed “in committee” with the following motions mooted after taking conflicts of interest in account.
M/S John Marsden / Pam Baldwin that subject to confirming funding is legally available, KCI match legal costs of up to $10,000.00 for the support of DMC in the defense of any legal action re the deed between themselves and NDHB over possible reduction of laboratory services onsite. Carried
(abstained - Jen Udy, NH and the 3 x DMC representatives)

M/S John Marsden / Pam Baldwin that subject to confirming funding is legally available, KCI match legal costs of up to $10,000.00 for the support of KCHT re mediation with the NDHB over the perceived breach of agreement. Carried
(abstained - 2 x KCHT members, Scott Davidson who is a DMC member, but also represents KCI on the KCHT Board and Jen Udy, NH)

A legal opinion will be sought re support of these motions as they may be negated due to a conflict with the funding source (DHB/MOH). Providing the legal opinion is favourable, funds will come from unspent earnings and management, rather than services, fees. A clear and quantified paper trail is required.

2. Te Ha’s Regional PHO letter circulated and discussed “in committee”
3. Asthma contract – as read
4. Performance Management Plan circulated – a national package that requires PHO’s to fit with. KCI’s lab data questionable – Bpac to confirm and act upon in consultation with local GPs as necessary. CEO has agreed to a draft plan with the DHB which will allow KCI to enter into the programme from Jan 1st – with performance payments in the 9th month depending on target achievement. More dialogue with DMC required on this.
5. Mental Health Pilots – as read.
6. Palliative Care Development – Internet connection to access/share costs with KCI – as read

General Business

• Application for Society Membership – Kaipara Abuse Prevention -
M/S Jen Udy / Pam Baldwin that the application for Society Membership be approved. Carried
• Funding Recommendations from the HP subcommittee – as circulated
M/S Allan Mortensen / Ani Edwards that the recommendations of the subcommittee, totaling $10008.00, be approved. Carried
It was noted that the DHB have perused and approved the recommendations also.
• Funding Recommendations from the SIA subcommittee – as circulated.
It was noted that the subcommittee found it particularly helpful to have proposers in the room to answer questions etc.
M/S Cherry Waldron / Pam Baldwin that the recommendations of the subcommittee, totaling $19992.80, be approved. Carried
These submissions now need to be sent to the DHB for their approval.
• Annual koha consideration for Kuia & Kaumatua –
M/S Allan Mortensen / Jen Udy that koha of $200.00 each be paid to Bella Hutchinson and Hugh Nathan. Carried
• Policies
Update of Orientation Framework for Local Maori Culture – Kaipara – as circulated
M/S Pam Baldwin / Jen Udy that the updated policy be approved. Carried
Draft Policy on PHO Representation at Conferences and Training – as circulated.
M/S Alan Mortensen / Judy Harris that the policy be approved. Carried
• Other
Request from Nick Chamberlain re residual Rural funding - Letter distributed.
Members felt they needed time to consider this matter.
M/S Alan/Scott that this carried over till the next meeting. Carried

Next Meeting
It was decided not to hold a meeting in January 2006.
3.00pm, 15th February 2006 Video Conference Room

Meeting closed 5.00pm with karakia

Other