New Zealand Dental & Oral Health Therapists Association. Face to Face

Transcription

1 New Zealand Dental & Oral Health Therapists Association Face to Face MINUTES OF MEETING Saturday 3 May 2014 Executive Present: Gillian Tahi Chairperson, Kate Hall, Rachel Bridgeman, Sue McFarlane, Lynette Nicholas, Trish Delamore Apologies: Priscilla Kumar (Moved: Kate Seconded: Trish ) In Attendance: Jennifer Pelvin (BPA), Ropeti Huntley (BPA) 1 Welcome The meeting opened at 9.40 am. The Chairperson Gillian Tahi, welcomed everyone, and thanked everyone for their attendance and making the time available to attend the Board meeting. She offered special thanks to Jennifer for her hospitality and congratulated Ropeti on his recent appointment to BPA. 1.2 Acceptance of Minutes from previous meeting The minutes from the meeting held 16 th November 2013 were tabled. That the minutes of the meeting held 16 th November 2013 be accepted as a true and correct record. In Favour - all Seconded: Kate 2 Conflict of Interest The following conflicts are noted: Rachel Bridgeman Executive member of Te Ao Marama. Jennifer Pelvin Sue McFarlane Lynette Nicholas Deputy Leader, Oral Health Clinical Leadership Network Chief Executive of Podiatry New Zealand Provider of web/admin and governance services to membership based organisations Spouse (Craig McFarlane) is Chair of the Midland Health Regional Trust and Chair of the National Board of Habitat for Humanity Dental Therapist member of the Health Practitioners Disciplinary Tribunal 2.1 Reports The reports were tabled. Discussion and additional information was tabled. Items commented on and discussed were: 1

2 1. Membership - noted that reminder letters had been sent to all expired members. Focus on improving member enrolments of students to be a priority. 2. Accreditation Standards Review - discussed and agreed that NZDOHTA to take an active role in this process partnering with Dental Council to communicate to members when opportunities arise. 3. NZDA Water fluoridation meeting - agreed this issue important - see further discussion under Agenda item AGM - timetable noted. Current Board members whose terms expire prior to the annual general meeting are: Trish Delamore, Priscilla Kumar, Kate Hall and Gillian Tahi - these members eligible for re-election. The student representative will for this term be undertaken by AUT student. 5. Current conference registrations 125 paid. 220 required for breakeven. 6. Journal - noted Barbara Dewson had resigned her position. s 2.1 Develop and implement a strategy for improving student participation. This to be done in consultation with Students. Secretariat - draft plan to June meeting 2.2 Connect with Dental Council and discuss possibility of joint communication strategy. Secretariat - draft plan to June meeting 2.3 Follow actions in agenda item Call for nominations to follow process in Rules. Secretariat 2.5 Conference - communication and marketing strategies to continue Secretariat 2.6 Barbara Dewson to be thanked appropriately and a call for nominations to be communicated via NZDOHTA newsletter. Moved: Gillian 2.2 Financial Reports Secretariat - end of May. The financial reports are a working draft with the auditor currently analysing the files. Noted that the surplus will more or less stay the same but cannot move to accept the reports until the final copy has been collected. Accounts this year have been relatively easy to assess due to the major changes that have occurred with the Board. To accept the Financial Reports tabled. 2.3 Contract with Butler Pelvin & Associates Jennifer looking forward to working with NZDOHTA, very happy with where the Association is heading. Some changes with the staffing arrangements noted: 1. Jo Bird had moved on in her career. 2. Ropeti has been appointed Executive Officer and will work directly with NZDOHTA. Agree to the contract with BPA rolling over, with a note that a Performance Review to be placed on the Agenda before February. 2

3 3.1 Policy Making - Finance & Budget Policy Gillian happy to sign off and review the policy. Jennifer & Henry from BDO had worked on the financials for about six months to get them in order. Henry also attended a meeting with the Board to discuss the new policy. Some discussion points: 1. Payments over $5000 it was noted by Lynette & Trish that this figure was quite high. 2. Risk & Finance with the new policy in force it could render the unnecessary. s 3.1 Policy would be reviewed and the $5000 limit adjusted accordingly Secretariat 31 st May Jennifer explained the need for the, as it is a safeguard against fraudulent activity. to stay as it is. 3.3 The Finance & Budget Policy as tabled was noted. Seconded: Lynette 3.2 Budget Budget for this year relatively conservative but appropriate given the $ loss that was suffered last year. The Budget as tabled was noted. Moved: Kate Seconder: Sue 3.3 AUT & Otago Research Agreement that these areas of research were of interest for NZDOHTA and support would be extended. When the results have been published, they will be featured in the next newsletter. Send a letter expressing support of the research being undertaken for both Otago & AUT and seek to develop a working relationship with these research facilities. Secretariat 3.4 Mercury Research Proposal There was a discussion about the effects of mercury poisoning and the Board s personal experience with mercury over their careers. Some of the Board wished to find out more information about the research i.e. what the research was going to be used for, where the researcher s interests lay and so forth. 3

4 Partner with the Public Service Association and contribute $1000 to the drafting of the research proposal. Progress will be monitored over the course of the research. Secretariat Moved: Lynette Seconded: Sue 3.5 Professional Standards A situation had arisen where a member had requested to use a presenter s materials to present at their own event. Currently no guidelines to address such a scenario. Compile a Code of Conduct for which would include a process for: - Accepting a presentation into the CD Library - Using material made available as part of a CPD application - Delivering presentations with another authors work Secretariat 3.6 Journal Barbara Dewson has resigned from her position as Journal Chair. s 3.1 Send a letter of thanks to Barbara for her service on the. Secretariat 3.2 Call for nominations/applications to replace her position. Secretariat 3.3 Compile a notice with role description and terms Secretariat 4.0 Strategy Formulation Build a positive relationship with the hygienist association Obtain adult scope for dental therapists Improve accessibility to information (i.e., web database, CPD, etc) Become the organisation contacted 1 st in all matters relating to oral health Set and monitor education standards 4.1 Strategy Formulation - Student Toolkit It was acknowledged that the Student Toolkit was not complete and is currently expanding. There is certainly some way to go for recent graduates and ensuring they are equipped with the tools for the workforce. 4.1 Continue to monitor & update Student Toolkit. 4.2 Relationship with Dental Association Gillian had met with David Crum and he was very receptive to the idea of collaborating in the future. Board as a whole agreed it was important to develop a strong relationship with the NZ Dental Association. 4.1 NZDOHTA would attend the NZ Dental Association Conference August. A 4

5 stand would also be negotiated with the NZDA. 4.2 Jennifer to contact NZDA to facilitate further dialogue. Secretariat 4.3 Fluoride NZDOHTA had been invited to a Fluoride Forum facilitated by the NZ Dental Association in March. Issues included: - Some therapists were not prepared to enter into discussions about fluoride with their patients or in a public forum because they are not confident or well enough informed on the subject - The tools for dealing with the reality of getting in front of people about fluoride were not available. - Wider community knows very little about fluoridation resulting in little or no push by them to get behind a campaign advocating for fluoride. NZDOHTA will get in touch with the NZDA on an update of progress. The Association will also be making an oral submission to the Kapiti Coast District Council in support of fluoride. 4.4 Adult Scope Postgraduate No progress has been made in relation to this issue. AUT have yet to submit their Graduate Diploma (Health Science) to Dental Council. We are waiting on advice regarding the acceptability of the accreditation from University of Melbourne, which extends their scope and allows them to work on patients over 18. Get in touch with NZ Dental Council and enquire as to whether therapists who have attained the postgraduate diploma are able to practice in New Zealand. 4.5 Empowerment Wellington Division Similar to Hamilton, the Wellington Division had been somewhat challenging to engage with. Typically this group set up CPD events on their own and to date they have kept their bank accounts separate from the National account. On 15 April they were invited to meet with Jennifer & Ropeti to catch-up and gauge where they were at. 4.5 Jennifer to meet with Dianne Watson, Service Manager HVDHB, to try and build a better working relationship. This was an action the Wellington Division were very eager to develop. 4.6 Orthodontic Auxiliaries It was discussed the importance of developing a plan to identify the Orthodontics Auxiliary group to engage them at the Conference with a view to schedule some activities. 4.6 Get in touch with Matt Williams in Wellington about their September Conference and how we can team up with them. 4.7 Strategic Discussions Refer to Appendix A for upcoming Association events to note. 5

6 4.7 Ropeti to book flights for Board members Lynette & Rachel. 6 Next Meeting Month Date Description June June F2F Board Waipuna Lodge & Conference Centre, Auckland 27 June Waipuna Lodge & Conference Centre, Auckland August August F2F Board Meeting, Christchurch. Meeting closed 4.45 pm, Saturday, 3 May

7 Appendix A Association Conference Date Location Attending NZ Association of Orthodontics September New Plymouth To be decided NZ Dental Association Conference NZSCOHSS Anchoring the Vision August Christchurch Board Members 1 2 May Wellington past NZOHCLNG 3 July Wellington Rachel Lynnette NZ Hygienists Association July Auckland - AUT Advisory (Student) Sept/Oct Auckland Gillian AUT Advisory Sept/Oct Auckland Gillian Otago University Advisory (Student) Otago University Advisory Otago University Mihi Whakatau Sept/Oct Sept/Oct Sept/Oct Dunedin Dunedin Dunedin 7