AGENDA AND MEETING PAPERS

Transcription

1 West Coast District Health Board Te Poari Hauora a Rohe o Tai Poutini BOARD MEETING 11 August 2006 AGENDA AND MEETING PAPERS ALL INFORMATION CONTAINED IN THESE MEETING PAPERS IS SUBJECT TO CHANGE

2 TABLE OF CONTENTS AGENDA KARAKIA BOARD MEMBERS DISCLOSURES OF INTEREST ABBREVIATIONS DRAFT MINUTES OF THE WEST COAST DHB MEETING HELD FRIDAY 30 JUNE 2006 CHAIRMAN S REPORT BOARD AND CHAIRMAN S CORRESPONDENCE FOR JULY / AUGUST 2006 CHIEF EXECUTIVE S REPORT FINANCE REPORT REPORTS FROM BOARD ADVISORY COMMITTEES Hospital Advisory Committee Community and Public Health Advisory Committee Disability Services Advisory Committee Audit, Risk and Finance Advisory Committee INFORMATION PAPERS WCDHB Meeting Papers 11 August 2006 Table of Contents

3 AGENDA FOR THE WEST COAST DISTRICT HEALTH BOARD MEETING TO BE HELD IN THE BOARD ROOM, CORPORATE OFFICE, GREY HOSPITAL ON FRIDAY, 11 AUGUST 2006 COMMENCING AM Karakia 1. Welcome 2. Apologies 3. Standing Orders 4. Disclosures of Interests 5. Minutes of the Meeting held Friday 30 June Matters Arising 7. Chairman s Report 8. Board and Chairman s Correspondence 9. Chief Executive s Report 10. Finance Report 11. Reports from Board Advisory Committees Lunch pm Date of Next Meeting Information Papers IN COMMITTEE OIA (2)(i) Commercial NZPHDA Sch 3 cl 32(a) Minutes of the Meeting held Friday 30 June 2006 Matters Arising Capital Expenditure WCDHB Meeting Papers 11 August 2006 Agenda

4 KARAKIA E Te Atua i runga rawa kia tau te rangimarie, te aroha, ki a matou i tenei wa Manaaki mai, awhina mai, ki te mahitahi matou, i roto, i te wairua o kotahitanga, mo nga tangata e noho ana, i roto i tenei rohe o Te Tai Poutini mai i Karamea tae noa atu ki Awarua. That which is above all else let your peace and love descend on us at this time so that we may work together in the spirit of oneness on behalf of the people of the West Coast. WCDHB Meeting Papers 11 August 2006 Karakia

5 BOARD MEMBERS DISCLOSURES OF INTERESTS Member Professor Gregor Coster Chairman Dr Christine Robertson Deputy Chairman Disclosure of Interest Director - PHARMAC Director - Cornwall Management Limited As self employed person, does work on contract for: HealthPAC - regularly Husband is Deputy Chair of the Board of Coast Care Trust and is a Justice of the Peace who undertakes judicial duties in Court. Also Alternate Controller for Civil Defence for the Grey District Council Ms Robyne Bryant Trustee - Board of Coast Care Trust 0.8 FTE Employment with WCDHB Mrs Julie Kilkelly Member - Pharmaceutical Society Incorporated Member - New Zealand College of Pharmacists Director - Kilkelly Kartage Ltd Trustee - West Coast PHO Board Director - Olsen s Pharmacy (2002) Ltd. Mr Mohammed Shahadat Principal Partner - Murdoch James and Roper Trustee - West Coast Development Trust Dr Malcolm Stuart Employed by WCDHB as Head of Department, Anaesthesia and Consultant Anaesthetist National Committee - Australian New Zealand College of Anaesthetists Member - Association of Salaried Medical Staff As a self employed person: Medical Advisor - St John Ambulance Service Mr John Vaile Director - Vaile Hardware Ltd Wife has an unresolved employment matter with WCDHB Dr Carol Atmore Employed by WCDHB as a General Practitioner at Greymouth Medical Centre and as GP Liaison Officer Member ASMS - Association of Salaried Medical Specialists Contracted as Clinical Advisor to the Clinical Directorate of the Ministry of Health in the Chronic Condition Management area. Mr Brian Wilkinson Member Pharmaceutical Society Incorporated Justice of the Peace Trustee - West Coast Development Trust Mrs Glenys Baldick Chairman - Health Sector Welfare Society Trustee - Nelson Hospital Equipment Trust WCDHB Meeting Papers 11 August 2006 Disclosures of Interest

6 ABBREVIATIONS # NOF Fractured Neck of Femur (broken hip) 1 Primary 2 Secondary 3 Tertiary A&E Accident & Emergency A+ Auckland Healthcare ADHB Auckland DHB ALOS Average Length of Stay ANDRG Australian National Diagnosis Related Group ASMS Association of Salaried Medical Specialists AT&R Assessment, Treatment & Rehabilitation Unit BDC Buller District Council BOPDHB Bay of Plenty DHB C&CDHB Capital and Coast DHB CAA Child Acute Assessment CAMHS Child & Adolescent Mental Health Service CAP Canterbury Association of Physicians CC Complications & Co-morbidity CCMAU Crown Companies Monitoring Unit CCN Clinical Charge Nurse CCU Critical Care Unit CD Clinical Director CDHB Canterbury DHB CEA Collective Employment Agreement CFA Crown Financing Agency CHA Crown Health Association CHL Canterbury Health Limited CICU Cardiac Intensive Care Unit CMDHB Counties Manukau DHB COMRAD Radiology Reporting System CPAC Clinical Priority Assessment Criteria CPHAC Community & Public Health Advisory Committee CSSD Central Sterile Supplies Department CTA Clinical Training Agency CWD Case Weighted Discharge DAO Duly Authorised Officer DAP District Annual Plan DDG Deputy Director General DHB District Health Board DHBNZ District Health Boards New Zealand DNA Did Not Attend DON Director of Nursing WCDHB Meeting Papers 11 August 2006 Abbreviations

7 DOSA DRG DSAC DSD DSP DSS EAP ED EMT ENT ER FSA GP HAC HAHS HBDHB HFA HHS HMD HNA HOP HR HTG HVDHB ICD 9 ICU IDF IEA IEC IPA IRF ISDN IT KPI s LDHB LMC MDHB MECA MHAC MOH MOSS MRT NDHB NGO NICU NMDHB NZCM NZNO Day Of Surgery Admission Diagnostic Related Grouping Disability Services Advisory Committee Disability Support Directorate District Strategic Plan Disability Support Services Employee Assistance Programme Emergency Department Executive Management Team Ear, Nose and Throat Employment Relations First Specialist Assessment General Practitioner Hospital Advisory Committee Hospital and Health Services Hawke s Bay DHB Health Funding Authority Hospital & Health Service Hospital Monitoring Directorate (former CCMAU) Health Needs Analysis Health of Older Persons Human Resources Hospital Technical Group Hutt Valley DHB International Code of Diseases Intensive Care Unit Inter District Flow Individual Employment Agreement Individual Employment Contract Independent Practice Association (GP Group) Inter Regional Flow Integrated Services Digital Network Information Technology Key Performance Indicators Lakes DHB Lead Maternity Carer MidCentral DHB Multi Employer Collective Agreement Mental Health Advisory Committee Ministry of Health Medical Officer Special Scale. A doctor with 4+ years post-graduate experience but not a specialist Medical Radiation Technologist Northland DHB Non Government Organisation Neonatal Intensive Care Unit Nelson Marlborough DHB New Zealand College of Midwives New Zealand Nurses Organisation WCDHB Meeting Papers 11 August 2006 Abbreviations

8 O&G ODHB OIA OP Ora Services PBFF PCG Pegasus PHO PMS PNA Primary Services PRIME PSA QA QHNZ RDA RFP RHA RHMU RMO Runanga SCDHB SDHB Secondary Services SHO SMT SOI SSC SSP Stargarden STD TAIRDHB Tamariki Tangata Whenua TARADHB Tino Rangatiratanga WAIKDHB WAIRDHB WAITDHB WCDHB Whanau Whanau Ora WHANDHB WTF YTD Obstetrician and Gynaecologist Otago DHB Official Information Act Outpatients Term used to describe all activities that promote health and prevent diseases that are undertaken in the primary care setting for children and their families and whanau Population Based Funding Formula Project Control Group One of the IPA s Primary Health Organisation Patient Management System Professional Nursing Advisor Services that receive self referred patients Primary Response in Medical Emergencies Public Services Association Quality Assurance Quality Health New Zealand Resident Doctors Association Request for Proposal Regional Health Authority Residual Health Management Unit Registered Medical Officer. A junior doctor with 0-4 years post-graduate experience Tribal Council South Canterbury DHB Southland DHB Services where a primary carer must refer patients. Provided in a hospital supported by specialists, and meeting standard clinical criteria Senior House Officer Senior Management Team Statement of Intent State Services Commission Statement of Service Performance Payroll System Sexually Transmitted Diseases Tairawhiti DHB Children usually refers to children up to and including 14 years of age People of the land, most commonly referring to traditional Maori Iwi occupants of a region or district Taranaki DHB Sovereignty / Autonomy Waikato DHB Wairarapa DHB Waitemata DHB West Coast DHB Family and Extended Family Health and wellbeing of families Whanganui DHB Waiting Times Fund Year to Date WCDHB Meeting Papers 11 August 2006 Abbreviations

9 DRAFT MINUTES OF THE WEST COAST DISTRICT HEALTH BOARD MEETING HELD ON FRIDAY 30 JUNE 2006 COMMENCING AT AM IN THE BOARD ROOM, CORPORATE OFFICE, GREY HOSPITAL PRESENT IN ATTENDANCE APOLOGY Gregor Coster Christine Robertson Glenys Baldick Carol Atmore Julie Kilkelly Brian Wilkinson Robyne Bryant John Vaile Mohammed Shahadat Kevin Hague, Chief Executive Vikki Carter, Community Liaison Officer Carol Gaskell, Minute Secretary Malcolm Stuart KARAKIA 1. WELCOME AND AGENDA The Chair welcomed everyone to the meeting and advised that lunch will commence at pm. Health Innovations Awards The Chair announced that the West Coast District Health Board had two innovations selected for The Health Innovations Awards - PrISM and Spring Into Action and that the PrISM Innovation has been Highly Commended at last night s Award Ceremony in Wellington. The Chair congratulated Management on their two entries and the Chief Financial Manager and his Information Technology Team for their work on the PrISM Projects. 2. APOLOGIES Action: Chair Send congratulations letter to Management and Chief Financial Manager Apologies were received from Malcolm Stuart. Apologies were also received from Robyne Bryant for lateness and from Brian Wilkinson for early departure. Moved: Mohammed Shahadat Seconded: Christine Robertson Motion: THAT the apologies be accepted. Carried. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 1

10 3. STANDING ORDERS The Chairman waived the Standing Orders unless there was reason to reinstate them later in the meeting. 4. DISCLOSURES OF INTEREST The following change was made to the disclosure of interest: Add: Dr Carol Atmore Contracted as Clinical Advisor to the Clinical Directorate of Ministry of Health in the Chronic Condition Management area. 5. MINUTES OF THE PREVIOUS BOARD MEETING HELD FRIDAY 19 MAY 2006 Page 2 - Item 7 Matters Arising Review of Board and Advisory Committee Meeting Schedule First sentence to read: The Chief Executive advised the Board that Management was finding that the new meeting schedules are working better in relation to the workflow through Advisory Committees to the Board but note that the six weekly advisory committee meeting schedule has increased the workload for management in supporting these meetings. Page 2 - Item 7 Matters Arising Review of Board and Advisory Committee Meeting Schedule Third paragraph - last sentence to read: One Board Member advised that they would not be available for additional meetings due to clinical commitments. Page 3 - Item 7 Matters Arising Page 3 Item 9 Chief Executive s Report Restructuring Grey Base Last sentence to read: The Chair of Community and Public Health Advisory Committee felt that the Secondary Care Plan should also be directed to the Community and Public Health Advisory Committee as the Committee represented a key group of stakeholders in this process. Page 4 - Item 10 - Statement read by Mr Jim Anderson, Cobden Resident regarding the Palms Second Sentence to include the full name of the group and he advised that the Crappin (Cobden Residents Against Palms Patient Increased Numbers) Group is mainly against increased numbers of Mental Health patients in this area. Page 7 Item Community and Public Health Advisory Committee Best Use of Financial Incentives - Motions to read: THAT the West Coast District Health Board request management to; (a) (b) (c) consider and report back to the Board on the feasibility of developing an undergraduate scholarship and apprenticeship program for West Coast students to enter in health sciences and related services, for implementation for the 2007 Academic year continue to develop a broader plan on the use of direct financial incentives in the overall recruitment and retention strategy, and Report to CPHAC on progress on intersectoral initiatives around recruitment and retention strategies Coastwide, as originally requested by this committee in June (d) Provide a report with costs of implementing (a) and (b) by September Carried. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 2

11 Moved: Christine Robertson Seconded: Brian Wilkinson Motion: THAT the Minutes of the West Coast District Health Board meeting held 19 May 2006 be adopted as a true and accurate record subject to the above amendments. Carried. 6. MATTERS ARISING WCDHB Committee Members Terms of Appointment That the vacancy for HAC be advertised The Board was advised that the position was advertised and the sole applicant was Barbara Beckford. Moved: Christine Robertson Seconded: Robyne Bryant THAT Barbara Beckford be re-appointed to the vacancy for a further period of three years commencing at 30 June Carried. Matters Arising: Advisory Committee Appointments The vacancy for the Community and Public Health Advisory Committee will be due for nominations in November It was agreed that nominations to seek Maori input into the committee would be sought by approaching both Runanga for a joint nomination for the sole vacancy ie Te Runanga O Makaawhio and Te Runanga O Ngati Waewae. 7. CHAIRMAN S REPORT Action: Deputy Chair to write to the Runanga The Board Chairman tabled his report and spoke to this at the meeting. He advised that in the absence of the Chairman he has been appointed as the Acting Chairperson for PHARMAC for a period of one month. At the DHBNZ Chair meeting on 12 June 2006 the Board Chair advised that the Ministers of Health and Finance were in attendance and the Minister of Health noted that it was important that Boards perform to their DAPs and that Boards continue to prioritise and manage the ESPIs. The Deputy Chair attended meetings on the Chair s behalf on 25 and 26 th May 2006 with the Council of Medical Colleges on the usefulness of telemedicine particularly in rural DHBs (a project on behalf of the Ministry of Health). Other meetings also canvassed the views of Executive Management Team, clinical staff and private and DHB GPs. There was considerable enthusiasm for the technology. Progress will be reported once the findings have been submitted to the Ministry and the Ministry s feedback obtained. The Deputy Chair would like it recorded that the Board appreciates all the efforts taken by those internal and external parties without whose efforts the work of the DHB would have been much more badly affected during the recent Industrial Action. During her period as Acting Chair, the Deputy was kept well informed of the support being given to minimise adverse impact on patients. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 3

12 Moved: Gregor Coster Seconded: Christine Robertson Motion: THAT the Chairman s Report be received. Carried. 8. BOARD AND CHAIRMAN S CORRESPONDENCE Tom Fiddes, Chair WCDHB Credentialling Committee Re Clinical Credentialling The Deputy Chair noted that this letter was written in her role as Chair of the Hospital Advisory Committee not as Deputy Chair of the Board. Hon Pete Hodgson, Minister of Health Re Child and Adolescent Oral Health Funding The Chief Executive and the General Manager Planning and Funding met with Robin Wyman, Principal Dental Advisory for the Ministry of Health and ascertained that the Ministry is interested in fixed units as well as mobile units. Management has asked for planning guidelines (parameters around school dental clinics) with site specific variations. The Board will be kept updated on progress. Hon Pete Hodgson, Minister of Health Re Approval for West Coast DHB Dementia Unit The Board were pleased to have received this approval and that the project an be progressed. Ria Earp, DDG, Maori Health, MOH Re Whakatataka Tuarua : Maori Health Action Plan Board Member, Robyne Bryant indicated that she would be keen to attend the Christchurch Hui. It was agreed that the Board would fund this attendance. Moved: Glenys Baldick Seconded: Robyne Bryant Motion: THAT the inwards correspondence in be received and outwards correspondence be approved. Carried. 9. CHIEF EXECUTIVE S REPORT The Chief Executive spoke to his report. Primary Health Care Plan He advised that the Primary Care Plan will not be ready to present to CPHAC in July but will be ready by the September CPHAC meeting. West Coast PHO All requirements for the Government subsidy scheme to reduce GP visit costs for year olds have been met. Secondary Care Plan This will be covered in the Hospital Advisory Committee Report. In August this year we hope to be in a position to make a judgement whether or not to proceed with the High Dependency Unit as an interim measure, as an advanced reconfiguration or a new build. The Board Chair advised that the HDU was not necessarily dependent on the National Capex process and that the progress of the HDU was a parallel process along with the Grey Base 2020 Project reconfiguration process. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 4

13 Dementia Unit We are expecting to start construction in November this year with a completion date of September A Seaview Hospital User Group has meet with the Project Manager and DHB General Managers to agree on final design. The Ministry of Health have been advised that there will be an extra cost due to the delay in approval and that we will need to come back for a financial contingency allowance. Memoranda of Understanding with Papatipu Runanga The Chief Executive advised that late last year representatives of our Board met with the Chairs and Deputy Chairs of the two Runanga and, as promised then by the Chair of the DHB, the CEO would invite the Runanga to send their Chairs to a further meeting. It should be noted that this meeting is not intended to replace the on-going operational level meetings. Action: Chief Executive to organise a meeting with Board Representatives and Runanga Chairs General Public - Waiting List Referrals back to GPs At this stage feedback from patients receiving letters is minimal and people seem to understand the reason behind the need to revisit the Waiting Lists. There is an expectation that this may change. The Board asked that the community receive a clear message in media statements that if they have not received a letter then they are still on the Waiting List. Action: Chief Executive to include this information in media releases Collaboration with other DHBs The Chief Executive advised that a meeting with Canterbury DHB has been organised for 24 July 2006 and that Management is actively continuing to building this relationship. Telemedicine - Council of Medical Colleges The Chief Executive advised the Board that this is a very important Ministry of Health project as it focuses on how a DHB in a metropolitan area provides support to a rural DHB. He advised that the staff were very interested and enthusiastic and is keen to see the report. Greymouth Health Centre The Chief Executive outlined the history behind this West Coast PHO project. He advised that the West Coast PHO has applied for funding from the West Coast Development Trust for a Project Manager to bring the Health Centre to a detailed design stage. The DHB wrote a letter giving strong support to this application for funding. The DHB is still keen to make land available. In answer to a Board member s question the Chief Executive advised that Management sees this process running in parallel to the Grey Base 2020 Project. Information Technology The Chief Executive expressed his pleasure at the results from the Health Innovation Awards, especially for the PrISM project and expressed his thanks for the team s continuing work with the I-SOFT-Go-Live project. The I-SOFT Project is huge and involves training 400 clinical staff at four sites and in some cases has meant training non-computer users in a sophisticated patient software. Super Users have been trained as a valuable on-hand resource in clinical areas. Tonight is the planned switch from our old system to I-SOFT and the Information Technology team is on standby to offer extensive help to users. The end result of the Board s information systems; PrISM, I-SOFT and PACs will be a vastly improved information flow. The Board had a 10 minute morning tea break at am Reefton Medical Centre The Chief Executive advised the Board that Management is in the process of recruiting GP cover. It is expected that initial GP cover will be either by a Locum or by a roster system. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 5

14 Maori Health Needs Assessment The Chief Executive advised that an expert group is being convened to help with the Tai o Poutini Māori Health Needs Assessment with project governance from Tatau Pounamu. Phase One has been started, which includes a literature review and analysis by Community and Public Health, a review of qualitative methodologies to work out an appropriate interview schedule for interviews with Maori Whanau, with the focus being on Whanau health. This is a simple structure with Tatau Pounamu s guidance about when to progress to the next stage. The work is to be done internally in combination with Community and Public Health. The Palms Project The Chief Executive advised that the petition shown to Board Members is still at the Select Committee. The Select Committee is gathering information from the Ministry, the DHB and PACT and will consider the Petition at some point. In the meantime the Board has written to Mr Anderson and the group seeking the group s ongoing input into liaising and improving communication. Moved: Mohammed Shahadat Seconded: Robyne Bryant Motion: THAT the Chief Executive s Report be received. Carried. 10. FINANCE REPORT The Chief Executive apologised that the Chief Financial Manager was unable to attend the Board meeting due to his workload today which includes travelling back from attendance at the Health Innovations Awards last evening, the planned I-SOFT-Go-Live tonight, the end of the financial year with the final version of the Statement of Intent, the District Annual Plan and end-of-year accruals and stocktake responsibilities. The Chief Executive spoke in brief to the Finance Report. The Chief Executive advised that we are still projecting breakeven for the end of the year, but it is difficult to predict as there are several washup processes still to be finalised. It was noted that the Cash Flow Forecast for the DHB table was not included in this month s financial papers. Action Chief Financial Manager to provide Cash Flow Forecast for next Board Meeting The Board congratulated the Chief Financial Manager and his team for their recent efforts on behalf of the Board. Moved: Robyne Bryant Motion: THAT the Finance Report be received. Carried. Seconded Glenys Baldick 11. REPORTS FROM BOARD ADVISORY COMMITTEES 11.1 Hospital Advisory Committee The Chair of the Hospital Advisory Committee spoke to her report. The Hospital Advisory Committee s main focus for the June meeting was the Grey Base 2020 Project (Secondary Care Strategy / Site Plan). The Hospital Advisory Committee discussed the paper from the Chief Executive and endorses the process and progress to date. A Board Member asked if the DHB is committed to Acute Mental Health Care the Chief Executive advised that we are. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 6

15 The following recommendations from the Hospital Advisory Committee were discussed: THAT the Board extend the completion date for the Business Case to August 2007 to ensure adequate time for staff and community input at all stages of the project. THAT the Board ensures that the development of the new Primary Health Centre and Grey Base occur in tandem and in such a way as to facilitate primary/secondary integration through co-location and in a timely fashion to minimise the delay in establishing the Health Centre. THAT the Board demonstrates increasing financial/other commitment to Public Health (in addition to its relationship with Community and Public Health) in order to bring about health status change, the projected impact of which, would require to be taken into account in the planning of future proofing of the Grey site. THAT the Board adopts the Parameters for Models of Care Fundamentals as outlined in attached document or amendments based on the same. Point Three: After discussion it was decided to accept the recommendations as follows with the exception of point three as this has budgetary implication which are not calculated in the 2006/07 Budget. However this point was discussed. While there was general support for the concept the Board decided not to put this as part of the motion. Moved: Christine Robertson Seconded: Julie Kilkelly Motion THAT the Board extend the completion date for the Business Case to August 2007 to ensure adequate time for staff and community input at all stages of the project. THAT the Board ensures that the development of the new Primary Health Centre and Grey Base occur in tandem and in such a way as to facilitate primary/secondary integration through co-location and in a timely fashion to minimise the delay in establishing the Health Centre. THAT the Board adopts the Parameters for Models of Care Fundamentals as follows:- Parameters For Models Of Care Fundamentals Seamless continuum of care from Primary Care, Population Health, Public Health, Secondary Care, Tertiary and End-Stage Care a key priority Models of care and service planning should aim to optimise health outcomes Services should be provided in ways that balance equity of access against other dimensions of quality (including safety and efficiency) All services should exemplify excellence through the highest possible quality given the constraints of the rural environment WCDHB will seek innovative solutions to service delivery and organisational problems WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 7

16 WCDHB will seek to agree an equitable and reasonable basis for funding secondary care services on the West Coast with the Ministry of Health and then to manage services within this funding WCDHB will seek to collaborate with other DHBs where this will improve the quality of services available to West Coasters. Carried. The Chair of the Hospital Advisory Committee asked confirmation around the reporting process of the Grey Base 2020 Project. It was agreed that the process would continue to have Management reporting to the Hospital Advisory Committee, the Hospital Advisory Committee then reports to the Board Disability Services Advisory Committee Maori with Disabilities The Chair of the Disability Services Advisory Committee spoke to his Report. He advised that Roger Jolley and Tony Walt of the Disability Services Directorate spoke to the meeting and the members appreciated his sharing of information about the problems of improving access to Maori with Disabilities by engaging with the Maori community. Change of Meeting Day and Dates The Chair of the Disability Services Advisory Committee advised that his members wanted it recorded that they were unhappy with the reduction in meetings and the lack of consultation around the changing of the days of the Disability Services Advisory Committee meetings. Barrier Free Audits The Board was asked that the Disability Services Advisory Committee are included in plans for new buildings Community and Public Health Advisory Committee The Chair of the Community and Public Health Advisory Committee spoke to her Report. Strategic Plans It was noted that there have been problems meeting dates for some of the Strategic Plans ie The Primary Care Plan, Child Health Plan and Youth Health Plan, due to staff shortages and the heavy workload in the Planning and Funding area. Physiotherapy The Chair of Community and Public Health Advisory Committee advised that there is pressure on physiotherapy in Westland and other areas of the West Coast. Recruitment processes are underway and discussions with private physiotherapists are planned Audit, Risk and Finance Advisory Committee There were no Audit, Risk and Finance meetings since the last Board Meeting. Moved: Christine Robertson Seconded: Carol Atmore Motion: THAT the Reports from the Advisory Committees be noted. Carried. 12. GENERAL BUSINESS WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 8

17 Doctors in Training Round Table Glenys Baldick spoke to the Board about this Report which has now been completed. She is Chair of this group which includes; the Medical Council, the Medical Association, Deans of Universities, RMO Medical Officer and DHBNZ. The report looks at the Medical Training of Doctors, including; approved models, Length of training, Rural excellence, salary capping, recruitment and retention. This Report was released on 26 May 2006 and the West Coast features in this and the report will be of great interest to the Board. The Board Chair congratulated Glenys Baldick for the work of the group and for her leadership role. Action: Report to be circulated to Board Members 13. INTERSECTORAL FORUM MEETING The Chair of the Intersectoral Forum spoke in regards to the meeting held yesterday. She acknowledged the networking and comradeship between agencies and advised that although the networking and sharing was valuable that it is now time to focus on collaborative projects. The next meeting to be held on 7 September 2006 will focus on obtaining a list of collaborative projects that have already been started and work forward from there. She asked that all the minutes to date be re-circulated to Board Members. Action: Chief Executive circulate the minutes of the Intersectoral forum to date The Board Broke for lunch at pm and agreed to reconvene for the In-Committee portion of the meeting at 1.10 pm IN COMMITTEE Pursuant to Clause 32a, Schedule 3 of the New Zealand Public Health & Disability Act 2000 members of the public are to be excluded from the portion of the 30 June 2006 meeting of the West Coast District Health Board that relates to the following items on the grounds that the public conduct and discussion of the following items would enable the WCDHB to carry out, without prejudice or disadvantage, commercial activities granted by Section 9(2)i of the Official Information Act Minutes of meeting held 19 May 2006 Matters Arising from the Minutes of 19 May 2006 Correspondence Contracts CHFA Moved: Carol Atmore Seconded: Mohammed Shahadat Motion: THAT the Board move into Committee 1.10 pm. Carried. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 9

18 14. MOVING OUT OF IN COMMITTEE Moved: Carol Atmore Seconded: Robyne Bryant Motion: THAT the Board move out of Committee at 2.10 pm. Carried. 15. NEXT MEETING The Board spent 1 hour 05 minutes In Committee Friday, 11 August 2006 at the Board Room, Corporate Office, Grey Hospital. The meeting will commence at am. There being no further business to discuss the meeting concluded at 2.11 pm. WCDHB Meeting Papers Section 5 Draft Minutes of the Board Meeting 30 June August 2006 Page 10

19 MATTERS ARISING FROM WEST COAST DISTRICT HEALTH BOARD MEETINGS Item No. Board Meeting Date Action Item Action Responsibility Reporting Status 6 20 January 2006 Influenza Pandemic Planning Provide a progress report Chief Executive Due August May 2006 Best use of Financial Incentives - Report to Board with plan for undergraduate scholarship and apprenticeship scheme and broader plan for direct financial incentives, including costs June 2006 Health Innovations Awards - Send letter of congratulations to Management and Chief Financial Manager 9 30 June 2006 Organise a meeting with Board Representatives and Runanga Chairs 9 30 June 2006 Give a clear message in media statements that if patients have not received a letter they are still on the Waiting List Chief Executive Due September 2006 Board Chair Completed Chief Executive Chief Executive Completed June 2006 Provide Cash Flow Forecast information in Financial Report Chief Financial Manager Included in Financial Report June 2006 Circulate to the Board Members a copy of the Doctors in Training Round Table Report June 2006 Circulate the minutes of the Intersectoral Forum to Board Members Chief Executive Completed Chief Executive Completed Agenda Item Ref WCDHB Meeting Papers Section 6 Action and Responsibility List Board Meeting 30 June August 2006 Page 1

20 MATTERS REFERRED TO ADVISORY COMMITTEES FOR CONSIDERATION Item No. Board Meeting Date Committee Item There were no new items referred to Advisory Committees from this meeting. WCDHB Meeting Papers Section 6 Action and Responsibility List Board Meeting 30 June August 2006 Page 2

21 CHAIRMAN S REPORT The Chairman will give a written update at the West Coast District Health Board Meeting on Friday, 11 August WCDHB Meeting Papers Section 7 Chairman s Report 11 August 2006 Page 1

22 BOARD AND CHAIRMAN S CORRESPONDENCE FOR JULY / AUGUST 2006 OUTWARDS CORRESPONDENCE Date Sender Addressee Details Response Date Response Details 3 July 2006 Deputy Chair Barbara Beckford 28 July 2006 Deputy Chair 28 July 2006 Deputy Chair Paul Madgwick, Te Runanga o Makaawhio Ned Tauwhare, Te Runanga o Ngati Waewae 1 August 2006 Board Chair Chief Executive Appointment to Hospital Advisory Committee for a further term of three years from 30 June 2006 Nomination : WCDHB Community and public Health Advisory Committee Nomination : WCDHB Community and public Health Advisory Committee Board congratulations regarding Health Innovation Awards WCDHB Meeting Papers Section 8 Board and Chairman s Correspondence 11 August 2006 Page 1

23 INWARDS CORRESPONDENCE Date Sender Addressee Details Response Date Response Details 1 June June July July July July July July July 2006 Debbie Chinn, Acting Director-General of Health, Ministry of Health Ria Earp, Deputy Director- General, Maori Health. Ministry of Health Hon Pete Hodgson, Minister of Health Damien O Connor, MP West Coast-Tasman Dr Judy McGregor, EEO Commissioner, Human Rights Commission Mark Prebble, State Services Commissioner, State Services Commission Mark Prebble, State Services Commissioner, State Services Commission Ross Tanner, Chair, Crown Health Financing Agency Hon Pete Hodgson. Minister of Health Board Chair Chief Executive, copied to Board Chair Board Chair Chief Executive Board Chair Board Chair Board Chair Board Chair Board Chair Ministry of Health s Statement of Intent for (A copy will be available at the Board Meeting for perusal) Approval of the Crown Maori Relationship Instrument Guidelines Concern from health service users about fees being charged for GP services by PHOs Congratulations for having two nominated Initiatives for the New Zealand Health Innovations Awards. The Good Employer : Getting it Right (A copy will be available at the Board Meeting for perusal) State of the Development Goals Report 2006 (A copy will be available at the Board Meeting for perusal) Strengthening Trust in the State Services and Findings from Engagement with Crown entities Copy of Crown Health Financing Agency 2006/07 Statement of Intent (A copy will be available at the Board Meeting for perusal) Signing of West Coast District Health Board 2006/07 District Annual Plan WCDHB Meeting Papers Section 8 Board and Chairman s Correspondence 11 August 2006 Page 2

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40 CHIEF EXECUTIVE S REPORT TO: Chair and Members West Coast District Health Board FROM: Kevin Hague, Chief Executive DATE: 2 nd August 2006 STRATEGIC ISSUES District Strategic Plan Nothing new to report for this meeting. Requirement for timely delivery is complete. DAP and SOI Our DAP has now been approved by the Ministry and signed by the Minister of Health. We are budgeting to breakeven in All timeframes have been met. The WCDHB DAP was included in the first raft of plans recommended to the Minister by the Ministry. PHO Contract WCPHO and WCDHB have reached agreement and implemented the funding rollout for the year olds as from 1 st July As a consequence more people on the West Coast now have access to significantly cheaper GP visits and prescription charges. Primary Care Plan The final meeting of the Primary Care Plan planning group took place on the 27 th July The group has now reached consensus the key objectives towards implementing the NZ Primary Health Care Strategy on the West Coast over the next three years. The key directions for achieving the vision and new arrangements are: To work with local communities and enrolled populations; To identify and remove health inequalities; To offer access to comprehensive services to improve, maintain and restore people s health; Coordinated care across service areas; The development of the primary health care workforce; Continuous quality improvement using good information. The draft plan aims to ensure that there is a joined-up approach to how we do this on the West Coast by encouraging sector wide collaboration from all of the current and potential future providers. Buller Health The position of Manager, Buller Health has now been filled and the Buller Health Plan is close to finalisation. Improved collaboration across our Westport-based services has been occurring, and there is excellent support from other stakeholders in the further development of Buller services. WCDHB Meeting Papers Section 9. Chief Executive s Report 11 August 2006 Page 1

41 Health Services in Reefton An options paper for the future delivery of health care services in Reefton is being developed in consultation with the Reefton community. Subject to satisfactory progress with the Reefton Hospital Support Group, a discussion paper will be presented to the CPHAC meeting on 1 st September 2006 for consideration and submission to the following Board meeting. Public Health Promotion Infrastructure During 2005/2006 the Ministry of Health provided funding purpose of enhancing Health Promotion infrastructure, particularly in relation to advancing the Primary Care Strategy. Only half of this funding was used due to a suspension in health promotion planning between the DHB and PHO in late 2005 The Ministry of Health has approved use of the balance of this funding to continue this programme during 2006/2007. A joint project group (including DHB, PHO, C&PH plus community representation) has been convened to undertake this work. By the end of this project, the following will be in place: A coordinated approach to health promotion planning between the West Coast DHB, Community and Public Health and West Coast PHO A stocktake of health promotion activities with an established process for updating this annually An annual community consultation forum A report of the key priorities for health promotion (distilled from information from the community consultation forums and existing documents) An agreed list of strategic areas for health promotion for the next 1-3 years Increased capacity and capability within the West Coast PHO and primary care, as demonstrated by number of individuals trained in health promotion and description of outcomes of successful new pilot initiatives Child and Adolescent Oral Health Services Following discussion with the CEO and General Manager Planning and funding, Dr Robin Whyman, the MoH Chief Advisor Oral Health attend the last CPHAC meeting to present the Ministry of Health s strategy regarding additional funding to improved the delivery of child and adolescent oral health services. He advised that the Ministry has committed additional funding for new oral health facilities ($100m capital funding plus an additional $10.5m per annum over the next four years. West Coast District Health Board has been invited to put in an early bid for some of this funding. Secondary Care Plan Phase two of the Grey Base 2020 project is currently under way at the time of writing. The end point of this phase of the project is the design brief for the facilities planners, which will allow them to generate options for both reconfiguration and new build that can be critiqued and refined in Phase three. Chronic Disease Management Plan This plan will be considered by EMT on 8 th August 2006, and thereafter will come to the Board via CPHAC. Child Health Plan This plan was considered by CPHAC in July and is included in Board papers for adoption, subject to one minor amendment. Facilities Planning The major activity in this area continues to be in relation to Grey Base Hospital through the Grey Base 2020 project, although these Board papers also include a stocktake of facilities and property owned by WCDHB, pursuant to a Board request. WCDHB Meeting Papers Section 9. Chief Executive s Report 11 August 2006 Page 2

42 At the time of the Board meeting I expect to be able to announce that we have entered a contract for the demolition of the old nurses hostel. We are also in the process of commissioning seismic survey work for the Grey Base site. MAORI HEALTH Memoranda of Understanding with Papatipu Runanga Some guidance is now available from Central Government about the form that relationship documents between the Crown (including DHBs) and Iwi may take. In the Ngai Tahu rohe there is a desire from Iwi to develop a standard form for such relationships with DHBs. To this end, Tatau Pounamu is to consider a standard draft for a Memorandum of Understanding and will provide advice as to its suitability. In July 2006, the Chairs of various Manawhenua Roopu throughout the South Island met with Maori health managers and Ministry of Health representatives to discuss issues relating to DHB s working closer with Maori, including MOU development. As a result of this hui South Island DHB s are to work together in terms of developing MOU s to encourage more consistency throughout the region. Work is now well underway with the next stage to again consult with Poutini Ngai Tahu regarding a MOU for the West Coast region. Nga Maata Waka has representation within Tatau Pounamu. The WCDHB have supported a series of hui throughout Tai Poutini. As a result of these discussions there are now plans to establish a new group in Greymouth who aim to advocate for Maori who originally whakapapa outside the West Coast region. Further to the Board s direction I have written to the Chairs of the two Papatipu Runanga seeking their participation in a meeting to review and strengthen our relationships with them. Second West Coast Maori Health Plan Development of this plan is now well advanced, but as previously advised, we are holding back from finalisation pending clearer direction from the Ministry in Whakatataka Tuarua as to content. Diabetes Hui Reducing the incidence and impact of diabetes is a key priority for the WCDHB and one of the priorities of He Korowai Oranga; Maori Health Strategy. Hui were held throughout the West Coast in July in Hokitika, Westport, and Greymouth. There were a number of organisations involved in these hui such as Work and Income New Zealand, Disability Support Services, Sports West Coast and Buller, Rata Te Awhina Trust and the Waka Hauora, Rapana Rongoa, Community and Public Health, Maori Push Play, Diabetes West Coast and Buller, Diabetes Nurse Specialist, and West Coast PHO. Numbers in attendance were estimated to be between 150 to 200 people. Many Maori were in attendance and feedback received from the community was very positive. It is envisaged that future hui could be held for cardiovascular and other chronic diseases. It is hoped that these hui will become an annual event throughout the West Coast. Rata Te Awhina Trust contract The new contract has been signed with Rata Te Awhina Trust. This new contract incorporates the new Whanau Ora service specification and should see greater focus of the service on the needs of Maori clients, and enhanced levels of service, particularly in the Buller and Grey districts. Kaumatua Support There is now Kaumatua support for WCDHB due to the need for this service being identified for many years. There is a small pool of kaumatua who are available on-call when needed by the WCDHB. They have varying skills but are people who are knowledgeable in tikanga Maori and respected by the Maori community. WCDHB Meeting Papers Section 9. Chief Executive s Report 11 August 2006 Page 3

43 Kaumatua support will be used for occasions such as: Powhiri Hui or other event with Iwi and Maori communities Cultural / Tikanga support for Board, CEO, and staff Te Herenga Hauora Regional Projects Regional projects for 2005/2006 have now been completed or near final stages. The remaining live project is the Te Waipounamu Maori Health Workforce Development plan It is currently being circulated for comment from Maori providers and will be signed off by Te Herenga Hauora on 24th August. It will then be put through the regional Human Resources managers network and then presented to regional CEO s in September. It will be presented to the Maori health sector at Hui Whakapiripiri Ratoka, at Waikawa Marae in Picton 7-9 November Hui Whakapiripiri Ratoka is the annual Hui of Te Waipounamu Maori Health providers. EXTERNAL RELATIONSHIPS Intersectoral Forum The Forum has not met since the last Board meeting, but the minutes of all of the Forum s meetings to date have been circulated, pursuant to the Board s request. In mid-august I will be attending the launch (in Nelson) of a new book aimed at helping families to shop for appropriate food and to eat well on a constrained budget. I mention it here because the project developed from relationships established through the Intersectoral Forum, and will be jointly published by Nelson Marlborough DHB, the Ministry of Social development and ourselves. Patients Patient satisfaction data from the last quarter of the year is not yet available. General Public Of note this month was publicity around a patient who received poor service from the DHB, and whose subsequent complaint was also poorly handled. This case led to a consideration by HAC of the overall timeliness of our complaints management, and the relevant papers have been included with Board papers, as requested by HAC. Overall the timeliness of complaints management is satisfactory, although there are some cases that feature unacceptable delays, and implementation of the complaints policy will be improved by more care being taken to keep complainants wellinformed when resolution of their complaints is taking longer than expected. This case also highlights a multiple jeopardy faced by health service providers when patients publicise their concerns through the news media: the patient is free to make any claims they wish in the public arena, but the provider may not normally disclose personal health information if responding (even when claims are untrue). In this particular case the patient (subsequent to publication of her claims) gave consent for the release of details from her medical records in responding, but then complained to the Health and Disability Commissioner, thus again requiring extreme discretion by the DHB, as the case had effectively become under investigation. As a result of this, West Coast DHB is attempting to convene a meeting involving the HDC office, the Privacy Commissioner, Press Council, Westport News and ourselves to discuss the ethics around publication of patients claims. WCDHB Meeting Papers Section 9. Chief Executive s Report 11 August 2006 Page 4

44 Community-based health service providers Nothing new to report for this meeting. Ministry of Health Nothing new to report for this meeting. OPERATIONAL MATTERS Collaboration with other DHBs We met recently with Canterbury DHB to advance collaboration in a number of different areas, such as joint service planning for the future (to ensure our secondary services plan matches theirs), and their potential to provide supervision for overseas trained specialists working here. We participated in the planning day for the CDHB Paediatrics Department and I can report that there is a growing degree of comfort around the appropriateness of West Coast DHB s paediatric cover arrangements, and enthusiasm on both sides of the Alps for the exploration of further enhancements. Influenza Pandemic Planning The Board was to receive a report on the plan at this meeting, but this will now be in September once the Quality and Risk Manager has returned from leave overseas and tied up some final details of the plan. Reefton Medical Centre West Coast DHB became the owner of the Reefton Medical Centre from 28 th July This news has been greeted positively by staff and community and the ownership transition has proceeded as planned. At first GP cover is patchy, while recruitment efforts continue, but the Board should expect this to stabilise. Careers The West Coast District Health Board this month took part in the Careers Roadshows, which have been taking place in Hokitika and Greymouth, as part of our drive to attract young people to careers in the health sector. We are hoping to make young people aware that there are dozens of careers on offer at the West Coast DHB. The DHB has just under-1100 employees making it easily one of the largest employers in the region. The DHB is hoping to work with the West Coast Development Trust to develop scholarship opportunities for young people in this region and is also looking to work with schools. Website redevelopment The DHB has hired a website developer and is redeveloping its website in order to provide patients and staff with quick access to information about the DHB. CEO Leave On 1 st August I celebrated one year in the position as CEO. In September I will be taking my first significant period of annual leave, and will be away for almost three weeks. The September Board meeting will fall during this period. Author: Chief Executive 3 August 2006 WCDHB Meeting Papers Section 9. Chief Executive s Report 11 August 2006 Page 5