Minutes of the Kaipara Care Incorporated PHO Board Meeting
Wednesday, 17th
Video Conference Room, Dargaville Hospital

Karakia
Meeting opened at 1.07
OSH & Fire Evacuation 1.08

Present
John Marsden (Chair), Rhonda Zeilinski, Donna Mawson, Lyndsey Bargh, Hannah Yakas, Brian Gaukrodger, Scott Davidson, Trish Crompton, Chris Tipa, Raewyn Fowlie, Pam Baldwin 1.20 & Jen Udy 1.30

Apologies
Nil

Minutes from the previous meeting
M/S Hannah Yakas / Rhonda Zeilinski that the minutes of the February 2004 meeting be passed as true and correct. Carried

Matters arising from the minutes
· Regional Team Diabetes Report – Finished yesterday. Copies available on request.
· Laptop – New one purchased and in use. Cost approx $2800.00. Software might need upgrading on the old laptop before it can be used by Te Ha for the Asthma Project database.
· Meeting with DHB re Primary Care Services – Chris presented a MSPowerpoint data show on the subject. Board Members were supportive of the concept.
· Kaipara Ops Manager – John was KCI’s rep on the panel, along with Derek (DMC)
. Official announcement the successful candidate still to be made.
· Board Questionnaire – Copies of the old one had been circulated with the agenda, generally acknowledged as still being pertinent. Some members have already filled it out. It was decided that other members should also complete it and return with any comments or suggested changes. Another will then be compiled and distributed later in the year.
· Mobile Operating Bus – Chris has been in contact with the bus management regarding the resource being used by other than Kaipara’s population. It was acknowledged that the referral system needed improvement, but this is being worked on with local GP’s.
· Privacy Officer – See General Business
· HP Plan – Subcommittee meets on Thursday 25th March.
· PHO Funding – Te Ha’s Register – The situation is a recognised anomaly. More time is required for debate between the stakeholders. A meeting to be set up with Chris in attendance.
· Workforce Retention Funding – DMC receive some of this funding direct. The PHO’s portion has still not been paid as the new PHO agreements have to be signed prior to distribution. This has now been done and payment is expected this month. Chris to supply a report for the next meeting.
· Letter of Support for Kaipara Unichem – Brian thanked the Board and individual stakeholders for their support on the matter. However, apparently the first dispensation should not have been granted as it is unlawful. Kaipara Unichem partners still considering their options. Reduced pharmacy co-payments for PHO members commence on April 1st.
· OtherCareplus – query on the name, and an explanation given – MOH’s vs Careplus as we know it. The MOH is considering changing theirs.

Correspondence
Clarification was sought on PMS = Practice Management System
M/S Pam Baldwin / Hannah Yakas that the incoming correspondence be received and outgoing approved. Carried

Treasurer's Report
The report covers February 2004 transactions.
M/S Trish Crompton / Brian Gaukrodger that the Treasurer's Report be accepted and the transactions approved. Carried

KCHT Verbal Report
Productive meeting held this month with the following agenda items discussed:
· A health shuttle sub-committee being established. Maungaturoto is now also covered by the service. 89% of calls received have been able to access the shuttle’s service. Stakeholders still to be advised that the service is now managed by Te Ha O Te Oranga.
· Support for the Pharmacy’s position for dispensation· Request from OT regarding a temporary ramp. Redirected to NDHB in the first instance.

Operational Report
Presented by Chris Tipa as per the circulated report, the following items were bullet pointed, discussed and added.
· Careplus & Chronic Care Management – Explanations of these terms are outlined in the report.Training has been held with Steve Main, Chris and Trish attending. On reflection it was an oversight on Chris’s behalf not to include a Te Ha representative. The MOH covered travel expenses for 3 people from PHO’s. Rhonda attended an alternative session. A request to cover average salary/practice loss for Trish & Steve’s attendance at this and the follow up meeting will be submitted to the Board. Rhonda’s attendance was covered by her employer as a part of her role. It was questioned as to why this was not the case for DMC. Also questioned was the fact that other Board members were not given the opportunity to attend in Steve’s place. An explanation was that the PHO needed a “clinical champion” who would be working with the system, could critically analyse it, be able to sell the idea to colleagues, and could promote the new tool usage in a clinical setting. Discussion ensued on the issue of how many the Board were prepared to support for this training. Chris proposed that the Board support attendance of one person each from Te Ha and one from DMC. A show of hands indicated that 4 would vote for, 3 against, with 3 abstaining. This informal motion (it was not proposed by a Board Member) was declared lost by the Chairman. Further discussion took place.

M/S Trish Crompton / Scott Davidson that KCI approve in retrospect the payment of average salary/practice loss for the attendance of Trish Crompton and Steve Main to the meeting held on March 15th. Carried
It was noted that Rhonda abstained from the vote

M/S Trish Crompton / Scott Davidson that KCI approve the cover of related costs of attendance to the second training day on March 24th, for one Te Ha Board Member, one DMC Board Member and one “clinical champion”. Carried
It was noted that Rhonda abstained from the vote.

M/S Scott Davidson / Hannah Yakas that Steve Main be nominated as the “clinical champion”. Carried
It was noted that Rhonda abstained from the vote.

· Pharmaceutical Co-payments – discussed in Matters Arising

· NIR & Meningococcal Vaccine Rollout – No contract, steering group or co-ordinator in place with the DHB as yet. MOH looking at funding fridges ($500.00).
· RSM – as per the report.
· Regional Diabetes Team Report – KCI PHO is achieving good results.
· Alternative HP Plan – Subcommittee to meet on 25th March to discuss further.
· Demise of First Health – Management services group for Manaia & Te Tai Tokerau PHO’s. Whangaroa have requested that KCI manage their register. Meeting with other PHO’s to be held tomorrow. May need to be in touch with Board Members prior to the next meeting regarding some of these issues.

General Business
· Privacy Officer – Information was supplied on general duties and training requirements of a Privacy Officer. Andrea has completed this training, although there are sometimes workshops held for Privacy Officers.
M/S Rhonda Zeilinski / Jen Udy that Andrea Ringrose be retained as Privacy Officer, with a 1/2 meeting fee of $20.00 meeting fee to be paid for her quarterly attendance, Carried
. NH cover some privacy training for their staff via “Good Stuff” days. It would be good for other staff too. Jen to follow up.
· Other
Great things were heard about Chris Tipa at a recent PHO Hui for Iwi providers. This reflects well on KCI. IT issues were also discussed.

PHO inquiry no. is 0800 252 464

Electronic discharge now available in the Kaipara. Notes will be sent directly to the patient’s doctor.

The Board requires an update on where it is re the Business & Strategic Plan, SIA & HP funding projects. To be presented at the April meeting.

The Board to be aware that the maternity service remains an issue out in the community. Complaints to be referred to Anne Abbott, or H & D advocate or the midwifery council. At a previous meeting, it was decided that maternity services were not a PHO concern.

Next Meeting
Scheduled for 21st April March 2004, @ 1.00pm, Video Conference Room, Dargaville Hospital,

Meeting Closed at 3.00pm

Other