Minutes of the Kaipara Care Incorporated PHO Board Meeting
1.00pm
Video Conferencing Room, Dargaville Hospital

Karakia
Meeting opened at 1.07
OSH & Fire Evacuation 1.08

The Chairman welcomed everyone to the first meeting of 2004, with a special welcome to new members, Donna & Lyndsey. Additions to the agenda were noted.

Present
John Marsden (Chair), Pam Baldwin, Brian Gaukrodger, Rhonda Zeilinski, Hannah Yakas, Donna Mawson, Lyndsey Bargh, Chris Tipa, Raewyn Fowlie, & later, 13.39 Trish Crompton, 13.42 Scott Davidson, 13.55 Derek Gibbons.

Apologies
Jen Udy. Scott, Trish and Derek for lateness.M/S Hannah Yakkas / Brian Gaukrodger that the apologies be accepted. Carried

Minutes from the previous meeting
M/S Pam Baldwin / Hannah Yakkas that the minutes of the December 2003 meeting be passed as true and correct. Carried

Matters arising from the minutes
Gate Signage – Work in progress. Major stakeholders to be consulted over the next month.·

PHC Nurse Strategic Planning Workshop – Report circulated with the agenda. Julie Palmer attended to speak to the report.Julie has been in contact with pertinent Board Members with regard to holding the workshop at the original venue – The Omapere Tourist Hotel. There was a query re invitation/involvement of Independent Nurses. DMC also require further information on expected workshop outcomes. Julie will attend to these matters.The report held a recommendation that the Board increase its original donation toward the workshop of $1000.00. Following discussion, the following motion was passed.
M/S Pam Baldwin / Trish Crompton that KCI meet the extra funds required to support the Nursing Integration workshop. Carried

Koha – Paid as outlined in the December minutes. – A letter of appreciation has been received from Bella Hutchinson.

Past Members – Bev and Darryl were presented with a Gift and Card in December. The same were purchased in time for Janet’s departure last week.

Correspondence
M/S Rhonda Zeilinski / Hannah Yakas that the incoming correspondence be received and outgoing approved. Carried

Treasurer's Report
The report covers December 03 and January 04 activities.

New signatories required. Following discussion the following was decided:
M/S Pam Baldwin / Trish Crompton that Brian and Scott be added as signatories.·Carried

A subcommittee to preview the 2004-05 budget will be made up of staff members and signatories.

M/S Trish Crompton / Rhonda Zeilinski that the Treasurer's Report be accepted
and the transactions approved. Carried

KCHT Verbal Report
A meeting was held to discuss the Shuttle Bus – with the resignation of the long time supervisor, it has been decided that Te Ha will take bookings and co-ordinate the shuttle 8.00am – 5.00pm Mon – Fri. No service on public holidays or the weekend. New brochures to be formatted and distributed.·

Orientation day for new KCHT members was held last week. A very invaluable day.

Operational Report
Presented by Chris Tipa as per the circulated report, the following items were bullet pointed, discussed and added.
NASC - A copy of the proposal that went to the Ministry is available. May be looking at employing 3 people in the area.

Register & Funding - Chart presented on a years worth of funding

Meeting with Northland PHO's – meeting held on Feb 12th, with and without the DHB. Other PHO's not ready for a region wide Trust, although will consider a Letter of Agreement confirming that the PHO’s are willing to work co-operatively with the others in the region - Chris to format - to be circulated to the Board via email.

Referred Services Management (RSM) explained. MOH IT consultants also visited to take on board system problems.

SAAPG Meeting in Wellington - Attended by both Chris Farrelly & Chris Tipa, with each attending different group meetings. The opportunity to discuss PHO funding shortfall re GEOcoding problems did not arise. Hope to get it on the next meeting agenda.

Pharmaceutical Co-payments - Question as to the1st April/May pharmaceutical co-payments for non-PHO members – process is not yet clear.

Regional Diabetes Team – Regional Report due out. Amongst other things, there will be a recommendation that the DHB consider incentivising the Free Annual Checks because of the poor coverage.

Asthma - Local asthma multidisciplinary group has recently met. Current laptop depreciation at zero % - A recommendation was made that the Board consider donating it for use of the Asthma Nurse.

M/S Brian Gaukrodger / Trish Crompton that the current laptop be given to the Asthma Nurse and a new one purchased. Carried

Suggestion to the NDHB: Devolution of appropriate primary care services to this PHO - DN's, Mental Health Team. On consideration, infrastructure and Human Resource management etc would be huge. Should a meeting with Karen McPeake be arranged, John and Trish agreed to take part.

Interview Panel for new Kaipara Ops Manager - KCI has declared an interest in a representative being included on the interview panel. Waiting for confirmation.

Local Immunisation Outreach Team - A SIA funded project explained by Trish - goal of 95% of children immunised by age 3. A start has been made. On a related note, the MOH is trialing pamphlet drops via pharmacies for people over 65 to remind them that flu vax is free.·

NIR/Meningococcal Vaccine Programme - Turn around on this since the report was written. NIR will not be a problem, but the meningococcal vaccine will be. All Practice Nurses will have done their vaccinator training by then, with 4 being able to outreach – but will Northland be ready?

General Business
Board Questionnaire – In previous times, the Board ran a quality control questionnaire on it’s own performance. A copy of the questionnaire and results will be circulated to current members who can decide on its validity.

Query on Mobile Operating Bus - re Kaipara children not been seen, and other stakeholders not involved. It was questioned if it is run separately from NH. Waiting list collaboration has supposedly been co-ordinated, but locally, there needs to be a build up of lists for the future. It was decided to send a letter to Manager of Surgical Services to clarify matters - i.e. referral methods, stakeholders etc.

Privacy Officer – Andrea Ringrose attended to speak to the Board regarding the current status of her position as KCI’s Privacy Officer. Issues of concern include the fact that no report has been tabled for over a year, which is against the Privacy Act - and, who is taking the calls (if any) re Privacy Issues? The Act also requires that Board Members receive regular Privacy Commission updates via the Privacy Officer.Andrea asked the Board to consider if they need a current member to take on the role of Privacy Officer. Training is required. If she is to remain in the position, regular liaison is required. The matter will be looked into and discussed at the March meeting.

Targeted Focus for 2004 - Manaia PHO have targeted focuses with strategic schemes for 2004 – what are KCI’s? The Business Plan sets out KCI’s SIA & HP activities. Joint venture/service initiatives re National Health Days promotions for 2004 are yet to be planned.

HP Plan – Chris recommended to the Board that the current HP Plan be changed. Negotiation with the DHB will be required. Pam, Trish, Rhonda & Hannah agreed to be members of the HP subcommittee.

Diabetes Project for Manaia PHO – Chris Farrelly has requested that Chris Tipa assist Manaia with their Diabetes Project. This should be achieved in 1 day. Manaia will pay for his services.
M/S Scott Davidson / John Marsden that Chris be released for one day to assist Manaia PHO on their Diabetes Project. Carried

PHO Funding – 280 Patients Exclusively on Te Ha’s Register – A report was circulated. Discussion on the implications took place. It was agreed that the process as proposed be followed with further discussion at the March meeting.

Workforce Retention Funding – Information on this was circulated at the December meeting. Chris will provide a report on how it works for the March meeting.

Support for Kaipara Unichem – Brian asked the Board for a letter of support to Dr Wilson Young, Medsafe – as their longstanding licence to sell pharmacy meds without a pharmacist present will not be approved for their Maungaturoto outlet and is being revoked for their one in Ruawai. The issue is about retaining a service to country districts. The Board agreed to provide such a letter.

Next Meeting
Scheduled for 17th March 2004, @ 1.00pm, Video Conference Room, Dargaville Hospital

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