Minutes of the Kaipara Care Incorporated PHO Board Meeting
21st June 2006
Video Conference Room

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, Judy Harris, Ani Edwards, Marcus Liddell, Lyndsey Bargh, Allan Mortensen, Pam Baldwin, Chris Tipa, Julie Palmer, Raewyn Fowlie

Apologies
Cherry Waldron (leave of absence), Scott Davidson & Derek Gibbons (away on a/leave), Jen for lateness or possibly not at all due to attending another meeting in Whangarei. M/S Allan Mortensen / Marcus Liddell that apologies be accepted. Carried

Minutes from the previous meeting
M/S Pam Baldwin / Judy Harris that the minutes of the 17th May 2006 meeting be recorded as true and correct with the following amendment: Scott Davidson (not Allan Mortensen) delivered KCHT’s verbal report. Carried

Matters arising from the minutes
• Strategic Planning – See CEO Report
• Other: Nil

Correspondence
M/S Ani Edwards/Pam Baldwin that incoming correspondence be received and the outgoing approved, as listed on the agenda. Carried

Treasurer's Report
Presented by the CEO
M/S Pam Baldwin / Lyndsey Bargh that the Treasurer's Report for May 2006 be accepted and the transactions passed for payment. Carried
• Draft budget for 2006/07 circulated at the meeting: This is a deficit budget that will allow KCI to expend a percentage ($98K) of retained excess funding. The Board also requested that the CEO come back to them with propositions on using more of this excess
An item in the budget that allows an administrator to be paid for up to 2 days p/wk for 3 months to bring CarePlus appointments up to date, was discussed. This is an area of risk for the PHO and if not achieved, funding may be clawed back and/or stopped.
The Board also requested that the CEO come back to them with other ideas on using this excess
M/S John Marsden / Judy Harris that the draft budget be accepted as presented. Carried

• Allan Mortensen, KCI Treasurer and Chair of KCHT, advised the board that KCHT had received information from the Office of Chartered Accountants that it is totally inappropriate that one accounting firm to process the accounting plus auditing of a company’s books, especially for a Govt funded organisation. Discussion followed:

M/S Allan Mortensen/Ani Edwards that on the basis of having a transparent process, KCI follows good practice guidelines and appoints separate Accountancy and Auditing firms to process the end of year accounts. Carried

KCHT Verbal Report
Presented by Allan Mortensen
No meeting due to lack of quorum. However, the following update was provided:
• JVB meeting held recently resulting in the DHB agreeing to allocate some funding towards running the shuttle
• Housing project signed off and is now on the Minister’s desk awaiting approval
• Worthwhile, robust community held. More may be planned
• Monitoring Committee has been set up
• Board Vacancy – Accountancy position to be filled. If no accountant is forthcoming, the mayor has power to appoint an alternative trustee

Operational Report
By CEO Chris Tipa
The following is in addition to the report circulated with the agenda.
1. Asthma Contract – Waiting for sign off by Karyn McPeake.
2. PSAAPG – Emails/updates frequently emailed to Board Members from Chris re the funding of 45+ for Interim PHO’s. This has caused confusion, with Access PHO enrollees not appreciating the difference and expecting their consults to be free.
PHO’s now have an obligation to readily and easily advise the public what the fees are.
DHB’s now have a process in place to manage any requests for fee changes from PHO’s.
3. Mental Health Pilots – No supervisor included in the pilot funding so KCI manage a lot of the facilitation for the group. Possibility that there may be another year’s funding for this project. Details still to be clarified.
4. Strategic Planning – Draft circulated with the agenda.
Copy of current Value, Vision and Mission statements circulated at the meeting. These may need revision. However, if the remainder of the draft strategic plan was acceptable, Chris suggested that it be adopted to enable SIA funding to be directed in support of the identified priorities. Discussion ensued. Pam suggested a number of statements to be added under: Key Trends, Key Uncertainties, Possibilities and Opportunities. Rewording of membership criteria will take place with a focus on health and wellness.
M/S Marcus Liddell / Judy Harris that the plan be adopted with the above adaptations. Carried
An updated copy will be distributed with the next agenda.
5. Kaipara Palliative Care – As read.
6. SIA Review – Align any new projects with the strategic planning – see point 4 of this report.
7. CarePlus – As previously discussed
8. HealthPac Audit – Taking place on July 18th
9. Request to undertake LAMP Management Course – request withdrawn. Programme not running at the moment.

General Business

• Bird flu pandemic – Query re of availability plan for local businesses from the MOH/DHB. Response from Chris that this is a work in progress. NPHO’s might have other sources. Chris to get back to Marcus on this.
• Genetic Engineering Workshop at Kaiwaka – Pam attended and fed back. No big threats identified. There was a proposal to make Northland GE Free but legalities and logistics difficult. A monitoring group has been formed.

Next Meeting
19th July 2006, 3.00pm, Video Conference Room.

Other
Nurse Report Circulated
• Presentations by Chris Perkins as per report
• Kaipara Family Centre, first meeting held at the Plunket Rooms. Centre to open on 3rd July in Plunket rooms. Plunket, KFC, Te Ha and Dargaville Toy Library involved. This is a great example of a collaborative project.
• Youth Health Meeting of Stakeholders to be held on Monday 26th June at 5.00pm in the Conference Room, Community Health.