Minutes of the Kaipara Care Incorporated PHO Board Meeting
21st November 2007
Video Conference Room, Dargaville Hospital

OSH Requirements – Fire Evacuation and requirement to inform NH front office of approx nos. in attendance satisfied.

Meeting opened at 12:19 pm

Present
John Marsden, Ani Edwards, Allan Mortensen, Marcus Liddell, Judy Harris, Jen Thomas, Lyndsey Bargh, Sue Harris, Chris Tipa, Rachel Kidd and later Scott Davidson, Margareth Broodkoorn, Pam Baldwin, Derek Gibbons (12:30-1:00)

Apologies
Nil

Minutes from the previous meeting
M/S Allan/Judy that the minutes of the 17TH October 2007 meeting be confirmed as a true and correct. Carried

Matters arising from the minutes

 Query on the Survey sent out to society members with AGM invitation – thought it was going to be presented to board prior to being sent out. Next time any survey will be put to board first.
 NIF = Northland Inter-sectorial Forum (planners of various organisations meet)
 Accounting queries - printout with detail and explanations was handed around the meeting.

Correspondence
as listed on the agenda:
M/S Judy/Lyndsey that the incoming correspondence be received and outward approved. Carried

Treasurer's Report
presented by the CEO
M/S Jen/Judy that the Treasurer's Report for October 2007 be accepted and the transactions passed for payment. Carried

KCHT Verbal Report

 AGM and last quarterly meeting were on November 19th.
 Progress being made with consultant re rationalisation of hospital site. Aim to maximise use of the site.
 KCHT are eligible from their side of JV to apply for grants to upgrade hospital.
 Representatives on KCI board appointed – Lyndsey Bargh and Debbie Evans to represent KCHT.
 Ministerial appointment to DHB – Debbie Evans has put her name forward for Northland DHB. Should know by 10th December.
 Shuttle running well, looking at putting second shuttle into Paparoa / Maungaturoto through Homebuilders.

Operational Report
The following expands on the written report:

1. Free Annual Diabetes Checks – complex, nationwide change taking place at the moment.
2. Practical KCI support for 5th year medical students – Aim is to make the units more homely to encourage students to stay and return to Kaipara.
M/S Allan/Lyndsey that KCI allocates $3,000 inc GST toward refurbishment of two onsite flats. Carried
3. New Elderly Project – Need to get nurse or social worker or appropriate person. Someone with good community linkages. Being run in conjunction with Wellsford.
4. Performance Management Funds – The meeting decided Margareth, Scott & Chris will sit down and work out a fair ratio between DMC and Te Ha.
M/S Jen/Judy that the board approves $10,000 unspent last year be utilised in clinical governance and that the full PMP for this year be split as per decision of DMC, Te Ha and Chris. Carried
5. Performance Management Clinical Governance – M/S Allan/Sue that committee be made up of the mix in CEO’s report. Carried
6. Performance Management Results – As read.

General Business
1:10 PM - MEETING BROKE FOR LUNCH WITH NEIL TILLER, MAYOR OF KAIPARA, THEN RECONVENED AT 2:00 PM


1. Board / Chair Evaluation – Value in analysing how board and governance going. Staff to organise sample questionnaire and present to board for approval next month.
2. Health Promotion Subcommittee Recommendations. Query on water container application.
M/S Scott/John that the sub-committee recommendations be approved. Carried
Allan abstained on KCHT submission.
3. Resignation of Murray Grantham from Society - noted in minutes.
4. Request from KCHT for copies of CEO’s report to go to their board. Trust already has reps on board to convey information. Don’t like perception of secrets, but there are some sensitive issues in CEO’s report which aren’t ready to be made public. Distribution of written material should be confined to the minutes. A motion was suggested that CEO’s reports go to KCHT CEO.(No mover/seconder) Motion Lost
5. Public Profile of KCI – Debate on whether KCI remains low profile serving providers or more widely known to public. Current method is that we promote DMC and Te Ha. Suggestion that Health Trust should have publicity role. Consensus that we should do more when opportunities arise, not spend a great deal of money.
6. Acknowledgment of retiring board members - Pam, Allan, Ani were presented with gifts as a token of the board’s appreciation of their work.
7. Board Christmas Function – drinks, nibbles and dinner to be served after the December meeting which will take place at the later time of 4:00 p.m.
8. Governance workshop – Allan attended workshop funded by Enterprise Northland for directors. Highly recommended if anyone has the opportunity.
9. Pool car for KCI staff – Chris will make business case and bring to next meeting.
10. Ultrasound Equipment – Derek has done a course through Otago University training GP’s to use ultrasound equipment – very useful in making accurate diagnoses. Equipment would cost approx $50,000. Idea just being flagged at the moment. It was suggested that Debbie Evans could help apply for funding.
11. AGM – It was pointed out that some people are attending today’s AGM purely for the free gift.
12. Insulation retrofitting project - Manaia and TTT boards have approved their share. Approval sought for $4800 for the first year of this 5 year project. This is a combined operation with many agencies.
M/S Allan/Jen that the board approve the expenditure of $4800. Carried

Next Meeting
4:00 pm 19th December 2007 - Note later time to fit in with Christmas function.

Other
NURSING INTEGRATION AND HEALTH PROMOTION REPORT
As read. Flinders model workshop – will now be a cost of $250 per person. Details to be confirmed.