Minutes of the Kaipara Care Incorporated PHO Board Meeting
1.10pm, 21st July 2004
Video Conf Room, Dargaville Hospital

Karakia

Present
John Marsden (Chair), Rhonda Zeilinski, Lyndsey Bargh, Brian Gaukrodger, Trish Crompton, Scott Davidson, Pam Baldwin, Donna Mawson, Derek Gibbons, Chris Tipa & Raewyn Fowlie and Marion Edwards at 1:35pm

Apologies
Jen Udy & Hannah Yakas M/S Scott Davidson / Pam Baldwin that apologies be accepted Carried

Minutes from the previous meeting
M/S Scott Davidson / Lyndsey Bargh that the minutes of the June 2004 meeting be passed as true and correct. Carried

Matters arising from the minutes
· Careplus payment – This has been onpaid to DMC in error as Healthpac did not identify it as a separate payment. They have been written to for an explanation. DMC have been contacted regarding the matter.
· Report on the Regional Funding forum for Diabetes – a handout distributed and spoken to by Chris. An IT analyst has been employed by Manaia and TTT PHO’s. The recommendation is that KCI should relinquish its current contract, worth approx $1200.00pa, in favour of a regional one managed by Manaia. KCI would retain the current database, but it would not be updated once the regional contract came into force. Adhoc and other data reports would be available upon request.
M/S Trish Crompton / Rhonda Zeilinski that the Board accepts Chris’s recommendation of a regional contract and database for the Diabetes Free Annual Check contract. Carried
· Rural Funding – Subcommittee to meet later today.
· Pool – Marion advised that the onsite Pool needs work to comply with OSH regulations and its viability will be looked into by Estate Services. Any submission for remodeling/heating should be forwarded to her.
· Other: Nil

Correspondence
M/S Rhonda Zeilinski / Donna Mawson that the incoming correspondence be received and outgoing approved. Carried

A copy of the ACC Consultation Document to Pam.

Treasurer's Report
: By Trish Crompton

The report covers June 2004 transactions.
· Budget still to be passed by the Board as it needs to be finalised.
M/S Trish Crompton / Brian Gaukrodger that the Treasurer's Report be accepted and the transactions passed for payment. Carried

KCHT Verbal Report
By Scott Davidson
· Meeting held on Monday night – Secretary to forward a copy of the minutes via Raewyn.
· Signage for front gate, the Trust preferred option 5 and would like name on top of the sign with a PO Box No.
· Currently looking at constitution/plans/goals and would like to hold a strategic planning day soon, facilitated by Chris, if possible.
· Looking at a fulltime driver for the shuttle to be employed by Te Ha.
· Discussed the complexities of the representatives for both Boards.

Operational Report
by Chris Tipa
Chris spoke to his written report. The following is in addition to that:
1. Register Analysis – duplicates to be written to as usual.
2. Rural Funding Clarification - Rural bonus payment is paid directly to GP’s – the Rural Retention payment comes through the PHO.
3. Care Plus – decisions still to be made regarding:The employment of a specialist nurseWhether or not to use the CCM SoftwarePatient co-payment amount to be charged.
4. MeNZB Rollout & NIR 22nd Nov – delaying start up because of the holidays is not possible – MoH policy is that people receive their doses as prescribed with a little flexibility in the recommended time duration. Trish and the Immunisation project group are currently organising a strategy plan. Once the plan was finalised, a presentation to all onsite staff will be made.
5. Joint NPHO Initiatives – legal advice to be sought on creating a formal structure. NPHO’s will need a standardised consultation process to their respective Boards regarding RFP’s etc.
6. DMC & Te Ha Meeting – Chris gave a summary of the meeting outcomes.

General Business
Gate Signage: This project is slowly taking shape, with further discussion needed with Northland Health. DMC advised that they may also erect their own signage and that an inquiry should be made to the KCHT about money in the original budget for signage
HP Funding Recommendations: Julie working on a HP stocktake in conjunction with HP co-ordinators at other NPHO’s. A full year of funding has been received and is currently unspent. Chris would like the Board to consider allocating $2000.00 to routinely rotate the current KCI signage on the driveway to promote HP activities – i.e. asthma week, diabetes, MeNZB etc. in consultation with the HP sub-committee. It would be in alignment with KCI’s other PHO goals etc.
M/S Trish Crompton / Rhonda Zeilinski that $2000.00 be allocated to routinely rotate the signs as per the PHO’s HP goals. Carried
Recommendations from the SIA sub-committee:The sub-committee met on 29th June & 15th July to discuss current projects. They recommend that the Board continue to fund existing projects for a further 12 months to allow them to fully establish. There is a surplus amount of approx $6000.00. The RFP process will be used to call for submissions. It was noted that there was a $15,000.00 fee budgeted to administration.
M/S Trish Crompton / Rhonda Zeilinski that the existing projects continue to be financed for a further 12 months and that the budgeted $15,000 administration fee be taken from the co-ordination contract funding. Carried
M/S Rhonda Zeilinski / Lyndsey Bargh that an RFP process be implemented for the remainder of the funding. Carried
Establishment of a Care Plus sub-committee: Already established.
Rhonda’s impending resignation: Rhonda leaves end of August. Te Ha will nominate a new member whom Rhonda may support at the next meeting. Her replacement on the KCHT Board will also need to be considered.
NRGP Consortium – Scott requested that the PHO write a letter of support for the consortium to the DHB, confirming that the service has been invaluable to GP’s at DMC and requesting that it be retained. There are other issues that may need further discussion with NPHO’s at regional level. It was agreed that KCI would write a letter of support in the first instance.
Date of AGM: Accountants are unable to supply end of year accounts in time for a September AGM. The date will therefore be 20th October 2004 – with an ordinary meeting at 12.00pm followed by the AGM at 2pm
Title of Allied Provider – Pam suggested that the title be reconsidered. On discussion, it was decided that the title was appropriate and would remain the same.

Next Meeting
Scheduled for 18th August 2004, @ 1.00pm, Video Conference Room, Dargaville Hospital
Meeting Closed at 3.05pm with a Karakia

Other
NIL REPORT: - no report this month
Rhonda advised that a successful visit by Nursing Innovation Funding Evaluators took place earlier this month.