Minutes of the Kaipara Care Incorporated PHO Board Meeting
18th August 2004
Video Conf Room, Dargaville Hospital

Present
John Marsden (Chair), Rhonda Zeilinski, Hannah Yakas, Brian Gaukrodger, Trish Crompton, Scott Davidson, Pam Baldwin, Chris Tipa & Raewyn Fowlie

Apologies
Lindsey Bargh, Marion Edwards, Donna Mawson, Jen Udy & Derek Gibbons M/S Rhonda Zeilinski / Pam Baldwin that apologies be accepted CARRIED

Minutes from the previous meeting
M/S Rhonda Zeilinski / Brian Gaukrodger that the minutes of the July 2004 meeting be passed as true and correct. CARRIED

Matters arising from the minutes
·Te Ha are looking to replace Rhonda with someone appropriate to the role, and as the position is not yet filled, Rhonda will remain as Te Ha’s representative on the KCI Board.
·KCHT questioned the need for Rhonda to resign from their Board. KCHT
Board will be advised that Rhonda can remain if they co-ordinate their meetings to the same day as KCI’s. However, if it is their stipulation that KCI nominate a candidate who works in the community, an alternative must be found.
·SIA funding dates clarified – RFP’s to be submitted by 4pm, 30th August.
·Letter to be sent to the KCHT Board re funding available for signage.

Correspondence
In addition to those listed, an email has been received from Hugh Rose, who – in his role with Direction Dargaville – can make available signage on the outskirts of Dargaville for use in the lead-up and duration of the MeNZB campaign. Quotations on costs will be sought.

M/S Pam Baldwin / Trish Crompton that the incoming correspondence be received and outgoing approved. CARRIED

Treasurer's Report
· The report covers July 2004 transactions. Layout of the report still a problem – solution has been sought from Quickbooks trainer, Kathryn de Bruin, so should be resolved by next meeting.
M/S Trish Crompton / Scott Davidson that the Treasurer's Report be accepted and the transactions passed for payment. CARRIED
· Amended 2004/05 Budget reviewed:
M/S Trish Crompton / Brian Gaukrodger that the proposed 2004/05 Budget be approved. CARRIED

· Rachel to get back to Pam on the date of the tax changes.

KCHT Verbal Report
A Strategy planning day, facilitated by Chris, was held on Monday to discuss the constitution and core business (i.e. Landlord, run the Shuttle and to advocate, improve, and maintain Kaipara health services) of the Trust. Some issues covered included: Looking at the Deed of Trust in view to changing it so a quorum is more easily achieved (currently 9/12 is needed). Looking to improve the selection process from the community and the stipulation that an Accountant and Lawyer must be appointed. Members agreed that the Trust would be satisfied to have their name, logo and PO Box number at the bottom of the proposed sign at the gate. A quorum was not achieved to continue with a full meeting.

Operational Report
Chris spoke to his written report. The following is in addition to that:
1. Service Utilisation Report as generated by Medtech– appears to underestimate nos., accuracy in question, needs further investigation.
2. Care Plus – A Business Plan needed to be in by 10.00am this morning or we had to wait a further 3 months – hence an update has been collated and circulated. Apologies from Chris for not calling a meeting of the full sub-committee – 3 members met, Trish, Steve and Chris, who discussed issues as per the report. Full sub-committee to meet for further discussion.
3. MeNZB & NIR – Kaipara will be allocated $25,000 for outreach follow-up. DHB recruiting nurses over the immunisation period.
4. NPHO Initiatives - meeting in Kaipara next week. Chris is seeking a mandate of the Board to support the formation of a shared services company containing directors of the 6 PHO’s
M/S John Marsden / Trish Crompton that KCI support the formation of a NPHO’s shared services company. CARRIED
5. DMC & Te Ha Discussion – a further meeting going ahead after this meeting.
6. Conserved Savings Proposal – Discussion on equalising the proposed amounts to invest in the development of PHO provider partners, DMC & Te Ha. The $76,828.00 (total) project will enhance communication between the two organisations, resulting in improved patient care.
M/S Trish Crompton / Brian Gaukrodger that the Board approve expenditure of $76828.00 on IT as outlined in the Conserved Resources proposal, dated 10th August 04. CARRIED It was noted that Pam Baldwin abstained from the vote
7. Regional Mental Health Proposal Update – NPHO’s have been successful in obtaining $825,000.00 towards their combined proposal and is a good example of their successful working venture.

General Business
Rural Funding Subcommittee Recommendations to the Board – as per circulated minutes. The recommendations in the minutes need clarification.
M/S John Marsden / Pam Baldwin that the Board approves allocation of the entire ($53,000.00 approx) Rural Retention Funding received for the 2003/04 period to be paid to Dargaville Medical Centre for retrospective costs. CARRIED

M/S John Marsden / Hannah Yakas that $81,000.00 of the $134,000.00 (approx) p.a. of Rural Retention funding expected in the 2004/05 year be allocated as follows - $20250.00 to be paid quarterly to Dargaville Medical Centre. CARRIED

Allocation of the remaining quarterly amounts of $13500.00 (total $53,000.00 p.a.) to be sent back to the sub-committee for discussion and retrospective recommendation, at the end of the first and subsequent quarter.
A recommendation that sub-committees be given a mandate to encompass the full financial position when considering their proposals and suggestions to the Board was not supported.

KCI appointed KCHT Rep – Already discussed – If Rhonda does not qualify, another nomination will be required.

Subcommittee for CEO’s Review – Derek, John & Pam volunteered. A date to be scheduled.

Presentation to Rhonda – The Board presented Rhonda with a gift, thanked her for her input and wished her well in her new position. It is pleasing that she can remain on the Board in the short term.

DHB Elections closing on Friday – the Board discussed the potential of supporting an appropriate person to stand for local District Health Board positions.

Next Meeting
Scheduled for 15th September 2004, @ 1.00pm, Video Conference Room, Dargaville Hospital

Other
NIL REPORT: - Spoken to be Chris
Julie has been employed for one year now. Chris carried out a salary review and approved a $2000.00 bonus that had been built into the contract. Nursing component of the appraisal by Board Members required – a standard format not available – Chris to arrange suitable date via email. The Board endorsed the CEO’s review and action taken.
M/S Pam Baldwin / Rhonda Zeilinski that Julie be invited to regularly attend Board Meetings in a non-voting role. CARRIED