Minutes of the Kaipara Care Incorporated PHO Board Meeting
15th February 2006
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 3.10

Present
John Marsden, Ani Edwards, Cherry Waldron, Judy Harris, Marcus Liddell, Scott Davidson, Allan Mortensen, Lyndsey Bargh, June Henwood, Chris Tipa, Julie Palmer, Raewyn Fowlie and later, Derek Gibbons

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

Minutes from the previous meeting
M/S Allan Mortensen / Cherry Waldron that the minutes taken at the 21st December 2005 meeting be recorded as true and correct.

Matters arising from the minutes

• Lab situation update:
John Watson was contacted for an opinion re legality of using KCI’s funding for any action against DHB/MOH. However, a conflict of interest seems to have arisen and Mr Watson could not supply the opinion. Chris was advised to contact Mike Smith.

No progress has been made with either KCHT’s or DMC’s legal action over the holiday period. Derek still in the process of compiling a letter to NH re the new contract for the lab services and is waiting to hear back from the MOH re possible devolvement of their (MOH’s) authority over the matter to the DHB, resulting in one less entity to be dealt with.
• Residual Rural Funding Request:
Re letter as distributed with the agenda. Overview of the situation given by Chris Tipa. The DHB wish to retain the excess funds in Northland and have discretion in how they are used – as per the letter. Discussion ensured that Board Members were satisfied with the source of the funding and an explanation of the allocation of the previous year’s funding was given.

A motion to ratify the DHB’s proposal was lost when 4 members abstained and it became known that since receipt of the letter, NPHO’s has proposed an alternative use for the fund – continuation of the NIL programme. Manaia would allocate SIA funding to continue their Mangakahia project if the NIL proposal is approved. Discussion on this matter took place later – see the CEO’s Report.
• Other – Nil

Correspondence
As listed on the agenda:
Discussion on the email re PHONZ – proposal for meeting in Wellington has been deferred. Chris, Derek & Allan interested in attending.
M/S John Marsden / Marcus Liddell that the Board approves expenditure for up to 3 people to attend the March 06 PHONZ meeting in Wellington. Carried

M/S Cherry Waldron / Judy Harris that incoming correspondence be received and the outgoing approved. Carried

Treasurer's Report
Presented by the CEO
M/S June Henwood / Scott Davidson that the Treasurer's Report for December 2005/January 2006 be accepted and the transactions passed for payment. Carried

KCHT Verbal Report
Presented by Scott Davidson
No meeting held so nothing to report.

Operational Report
CEO’s REPORT: - by Chris Tipa
No report circulated due to CEO being on Annual Leave.
1. SIA proposals – an email was received today from the DHB approving the KCHT and Ruawai Pharmacy Depot proposals, with conditional approval (additional info required) for Guardian Healthcare’s proposal.

2. Joint NPHO’s proposal to extend the NIL pilot - Further to the discussion on the DHB’s excess Rural Retention Funds. The three year Northland NIL pilot is about to end. When initiated, it was understood that if these positions were successful, they would be funded permanently by the DHB. However, the NDHB CEO is looking to base any decision on the pilot evaluation which (through the fault of the service contracted to carry out the evaluation) will not be available for some months. It is therefore highly unlikely that these positions will be allocated any funding. To show good faith and support for the positions, NPHO’s propose to negotiate expenditure of $100K of the excess Rural Retention Funding towards retaining these positions, of which there are currently 3. 1.0 FTEs in both Whangarei and Far North, with .8 FTE in Kaipara. New proposal would be for .5 FTE each to be allocated to Kaipara and the Mid North and the other two 1.0 FTEs retained at a total cost of $300K, meaning the DHB would be asked to fund the remaining $200K. It was pointed out that this proposal was a reversal of rural funding to an urban area again (i.e. the funds to Whangarei for a 1.0FTE when Kaipara’s will be cut by .3FTE). Discussion confirmed that the current position in Kaipara is valued and Board Members would not support it being reduced to .5FTE.

M/S Judy Harris / June Henwood that the CEO be given discretion to negotiate with NPHOs and the DHB for the best possible outcome for Kaipara in this matter. Carried

3. Strategic Planning - Staff had looked at some aspects of operational planning as outlined in a handout distributed at the meeting. The Board was of the opinion that a differing format/perspective was needed for strategic planning. All were reminded that it is the obligation of Board Members to participate.
Chris to look into the cost of securing an outside facilitator with a suitable framework, dates etc. It was felt that once the facilitation of the process had taken place, staff could compile the documentation.

General Business

• Rural Retention Funding round - Funding policy for Rural Retention Funding was passed by the Board in September 05. A query re the RFP process has been delaying the funding round. This problem to be rectified before the next meeting.
• PHONZ – cost approx $10K to join. The Chairperson queried value for money and was informed by the CEO that it was too soon to calculate. To be discussed again prior to paying the annual subscription.
• KCI’s support of DMC’s legal fees – Clarification of the Dec 05 motion was sought by DMC.

Next Meeting
15th March 2006 Video Conference Room

Meeting closed at 4.45 with karakia

Other
NIL Report
- See quarterly report. Comments were made that this was an excellent format and dissatisfaction was expressed that the outside evaluation process had collapsed. A letter from the Board to be sent to the contractor re the situation.
M/S Allan Mortensen / June Henwood that the NIL Report be accepted. Carried