Minutes of the Kaipara Care Incorporated PHO Board Meeting
19th April 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, Cherry Waldron, Pam Baldwin, Jen Udy, June Henwood, Derek Gibbons, Judy Harris, Lyndsey Bargh, Allan Mortensen, Chris Tipa, Julie Palmer, Rachel Kidd

Apologies
Marcus Liddell, Scott Davidson, Ani Edwards, Raewyn Fowlie M/S Jen Udy / Cherry Waldron that apologies be accepted. Carried

Minutes from the previous meeting
M/S Allan Mortensen / Jen Udy that the minutes of the 15th March 2006 meeting be recorded as true and correct. Carried

Matters arising from the minutes

• Legal Opinion from Mike Smith: Verifies that KCI is in a position to proceed with this if we wish. It is now up to the Board to decide whether to move to the next step.
• Rural Workforce Retention Funding Round: Submissions close today. An amended version of the Terms of Reference has been provided which will be discussed under General Business.
• Strategic Planning:
To take place Tuesday 2nd May 9:00 am-4:00pm, Video Conference Room. Facilitated by Anthony Cooke.
• Other: Asthma – Chris will speak to this in his report.

Correspondence
As listed on the agenda:
M/S Jen Udy / Pam Baldwin that incoming correspondence be received and the outgoing approved. Carried

Rachel Kidd to ask for confirmation in writing from Trappitt & Ewenson Ltd whether the new International Financial Reporting Standards which will apply from 1 January 2007 will have any impact on our audit requirements.

Treasurer's Report
Presented by the CEO
M/S June Henwood /Lyndsey Bargh that the Treasurer's Report for March be accepted and the transactions passed for payment. Several queries were raised and dealt with. Carried

KCHT Verbal Report
Presented by Allan Mortensen
 Joanna Ewenson has resigned as Treasurer and Peter King is looking for a replacement.
 The Health Shuttle is continuing with some hiccoughs – need to iron out a few bumps.
 The situation with the housing is interesting – there have been a series of project managers at Housing New Zealand and despite having written and verbal assurances, there are some issues with regard to the trust being acceptable for funding to renovate flats. The situation is progressing and the Trust is optimistic they will win. They have been assured this will be sorted out by the end of June, otherwise they will be making an appointment with the Minister.
 Deb Wright is now working for the Trust.

Operational Report
CEO’s REPORT: - by Chris Tipa
The following is in addition to the report that was circulated with the agenda.
1. NPHO’s / NDHB Meeting – as per the report.
2. Asthma Meeting with DHB and Asthma Society - Rose Lightfoot (Te Tai Tokerau) also attended this meeting. The DHB has agreed to roll over contracts for the same amount for the coming 2 years. Our offer is to be to share 1 FTE 50:50 with TTT who have no resource – ½ time position here plus we would provide the IT infrastructure for Northland.
3. Director’s Meeting NPHO’s – The alignment of public health nurses & district to primary care was raised as an issue. Having the Chair people at this meeting was very beneficial. Each PHO gets ¾ hr with the Minister of Health who is visiting Northland on 27th April.
4. Mental Health Pilots – as per the report.
5. Strategic Planning – 2nd May. It was suggested that we book a larger room as it is for a whole day.
6. Diabetes Annual Checks – Messaging problems - Manaia contacted all practices with information on how to manage the CCM tools technical issue. Problems at DMC were raised re filling in templates which takes ages then crashes. DMC Staff are getting sick of this problem. CEO advised that this is a result of different technical issues - Peter Tonks (Microcraft) is dealing with these.
7. Auckland University Research Team – Good model in employing diabetes nurse.
8. Diabetes Data – as per the report
9. Kaipara Palliative Care - as per the report
10. NIL Funding – NIL’s Submission Update was distributed at the meeting. Kaipara will get 0.5 FTE (currently 0.8) which is a more equitable split with the rest of Northland. Will have to make plans about how this position could fit. (Julie Palmer left the meeting). There are issues on funding of the vehicle, phone, etc. if only ½ time. It was asked whether 0.8 FTE still required and if there is any alternative funding we could use. Possibility they could do ½ here ½ for another provider – maintain clinical practice. 0.5 FTE is a good resource for the size of our PHO.
M/S Pam Baldwin /June Henwood that KCI offer Julie Palmer first option for a 0.5 position. Carried
(Julie returned to the meeting.)

General Business

• Application for Membership – Paul Brienne, Orrs Kaipara Unichem Pharmacy.
Accepted.
• Leave of Absence – Nursing Representative. In June, Cherry Waldron is leaving for 3 months and she felt she should offer her job to someone else since this is for so long. Substitute Proxy Policy distributed which says it may be permissible to send proxy in this situation. Nurses need to decide whether they are happy to have no one representing them for three months or whether they wish to appoint someone else to stand in for Cherry. It was pointed out that Jen Udy and Judy Harris are nurses and could represent their interests during this time.
• Adjustment to Substitute Proxy Policy – The current wording doesn’t allow for succession planning or growth of board if limited to previous members.
M/S Allan Mortensen / Judy Harris that “…and this person has had previous experience on the KCI Board.” (last 2 lines) be deleted. Carried
• Review of Rural Workforce Retention Committee – Terms of Reference.
Applications have been received from DMC, Alzheimer’s Society, Orrs Pharmacy, Te Ha and the Nurses Group.
Suggested changes to the Terms of Reference (circulated with the Agenda) were discussed.
M/S Allan Mortensen / Lyndsey Bargh that the Terms of Reference be accepted as it was originally submitted by subcommittee (minus the red changes). 7 in favour, 1 against, 1 abstention. Carried.
• Submission by Julie Palmer re the PHO supporting Fluoridation of water in Kaipara - . Julie recently had a meeting with Sonitha Gowda (DHB Fluoridation advocate) who has asked if KCI will support their application to KDC. One board member stated she has a conflict of interest as she doesn’t believe in fluoridation and thinks it’s a personal decision. Another said it has been proved to be beneficial by medical research.
M/S Judy Harris / Derek Gibbons that KCI support the DHB in it’s submission to KDC. (3 members abstained) Carried
• .Other Issues – This is June Henwood’s last meeting and the PHO board would like to acknowledge the work June has done. She was presented with a gift as a token of the board’s esteem.

Next Meeting
Strategic Planning: 2 May
Board Meeting: 17th May 2006 Video Conference Room.

Meeting closed at 4.45 with karakia

Other