SOUTHERNPARTNERSHIPGROUP

Minutes

9:30amto12:00pm19 Sept2016

Wellington

1.Attendees

SPGMembers / Initials
AndrewBlair / AB / Chair,SouthernPartnershipGroup
DrMargaretWilsher / MW / SouthernPartnershipGroup
RichardThomson / RT / SouthernPartnershipGroup
Exofficio / Initials
John Hazeldine / JH / ActingDirector,DHBPerformance,MinistryofHealth
OtherAttendees / Initials
MhairiMcHugh / MM / Manager,CapitalandOperating,MoH
JemmaAdams / JA / ActingProject Director,SouthernDHB
KathyGrant / KG / SouthernDHB Commissioner
DavinHall(Observer) / DH / SeniorAnalyst,Treasury
DavidPerez / DP / Chair, Clinical Leadership Group,SouthernDHB
RebeccaDrew(Items34) / RD / Sapere
TomLove(Items34) / TL / Sapere
MatthewHolmes(Items34) / MH / Jacobs
AdamFlowers(Items34) / AF / CCM
JonathanRae(Item 5) / JR / Warrenand Mahoney
Secretariat / Initials
KieranReilly / KR / SeniorProjectManager,MoH

Apologies

Name / Initials
DrTonyLanigan / TL / SouthernPartnershipGroup
MrAndrewConnolly / AC / SouthernPartnershipGroup
SandraBoardman / SB / ExecutiveDirectorPlanningandFunding,SDHB
NigelMillar / NM / CMO,SouthernDHB

2. Minutes

Item / Topic
1 / Welcome
a)Welcomedmembersandotherattendeesincluding DrDavidPerez,Chairof thenewClinicalLeadership Group atSouthern DHB.DrPereznoted he hasasmallcontractwith the Universityof Otago to coordinateacademicassistancefrom Otagoto the medicalschoolatthe NationalUniversityof Samoa (NUS).
b)Notedthe apologiesofMrAndrew Connolly,TonyLanigan, DrNigelMillarandSandra Boardman.
c)NotedChrisFleming,InterimCEO,SouthernDHBwilljoin SPGmeetingsfrom25 October2016.
2 / MinutesandActionPoints
a)Reviewedtheactionpointsandnotedthat:
  • AP2–neitherthe Ministryof Health norSouthernDHBhave identified anyadditionalresourcingrequirementssince the lastSPGmeeting.Anewcommunicationsadvisorand projectmanagerhave commenced with theSouthernDHBProjectManagementOffice.
  • AP4–Asperlastmonth-stillawaitingthesignoff of theCanterburyHRPGTermsofReference(ToR)tobecompleted.TheSPGToRwillbe basedon the Canterburyones.Discussedtheneedtohavea regionalfocusasperMinisterialdirection.
  • AP6-The riskregisterhashad added toitthatthe budgetmaybeunderestimateddueto the projectnotfullyexploringscopenorfullyallowingfor costescalation.
  • AP7– thearrangementsare stillto be confirmedforthemeetingofpartnershipgroups
  • AP8-Asked SDHBtoalso advise ofanycurrentOIArequestsas part ofthe reference materialpreparedforSPGeachmonth.
  • AP9-SouthernDHB’snewClinicalLeadership Group and FacilitiesRedevelopmentExecutive–themembership ofthesegroupsisclose tobeingconfirmed.Thefirstmeetingofthe ClinicalLeadership Group isscheduledfor30September2016.ThedraftTerms of ReferencefortheClinicalLeadershipGroupwillbereviewed atthatmeeting.Southern DHB willalso confirm howthe Universityof Otago will be represented.
  • AP10sand11-Theupdated communicationsstrategyand quarterlyreportwere circulated tomembers.Openactionpointsfrompreviousmeetingsare listedbelow.

Action / Whom / DateAssigned / Completiondate / Status
1 / DraftquarterlyreporttoMinisters / KR / 10/11/2015 / 29/11/2016 / Ongoing
2 / SouthernDHBandMoHtoformallyadviseSPGofanygapsorconcernswithresources / JH/KG / 10/11/2015 / - / Ongoing
3 / FinaliseapprovedSPGminutesfortheChairtosign(KR/AB). / KR/AB / 21/09/2016 / ReferSPGschedule / Ongoing
4 / ReportbacktoSPGmembersonfinalisingnewToR(referItem4–24Mayminutes) / JH / 24/05/2016 / 30/08/2016 / Open
5 / Confirmarrangementsforthemeetingofpartnershipgroups–oneofthefocuseswillbeonsharinglessonslearnt. / JH / 26/07/2016 / ASAP / Open
6 / ConfirmwiththeChairofSPGthefinalstructuresetupbySouthernDHBtosupporttheworkofthecontractors,includingtheToRandthemembershipoftheClinicalLeadershipGroupandFacilitiesRedevelopmentExecutive. / JA/DP / 19/09/2016 / 7/10/2016 / Open

3Updatesfromcontractors

a)Welcomed CCM,Jacobsand Sapere representatives.

b)Received presentationfrom MatthewHolmes,Jacobs,on the typicaldesignprocessrunafterthe Indicative BusinessCase phase.

c)Discussed the importance ofhavinga functionalbriefbasedon theplannedmodelsofcare and investmentobjectivesfortheprojectbeforemoving into the conceptdesign,preliminarydesign anddevelopeddesign phases.

d)Discussed non clinicalrepresentationinthe newgroupsbeingsetupbySouthernDHB andalternative approachesthathave beenusedon theWestCoastand in NewSouthWales.

e)WelcomedTomLove and Rebecca DrewfromSapere.

f)Received presentationon thesuccessfulpatientjourneyworkshopsjointlyrun bySouthernDHBand Sapere.

g)Noted the keyfindingsofthe workshops willbe made available to participantsand will be used asan inputinto thepreparation ofthe Detailed ServicesPlan PartB.

h)Noted there areissuesandimprovementsthatarenotwithinthescopeofhospitalredevelopment project’sworkandthesewill needtobeaddressedbySouthernDHBdirectly(or progressedwithintheMonitoring IntensiveFrameworkmeetingsheldbetween Southern DHBand the Ministryof Health).

Action / Whom / DateAssigned / Completiondate / Status
Adviceonnonclinicalrepresentation(incorporateinAP6above)
Action / Whom / DateAssigned / Completiondate / Status
10 / UpdateStakeholderManagementPlanandrecirculate. / KR / ASAP / 27Sept2016 / Open
6 / MoHprogressreport
a)Discussedtheprogressreport.
b)Noted theprojectteamisholdingaplanningmeeting todayto advance the overallworkplan fortheIBCphase.
c)Noted two datesforILM workshopsto supportthe developmentofthe IndicativeBusinesscase had beenputin indiaries.Athird workshopmaybe required on29 NovemberaftertheSPGmeeting.
Action / Whom / DateAssigned / Completiondate / Status
11 / Discussworkshopseriesarrangements–AndrewBlair,DavidMoore,KieranReilly / KR / ASAP / 27Sept2016 / Open
6 / Otherbusiness
a)Discussedthe releaseofthestrategicassessmentdocumentandassociated media release.TheChair reportedonhisvisitto Dunedin which included a media engagementand a seriesofconstructive meetingsheld with PeterCrampton(Pro ViceChancellor),Ian Macara (ChiefExecutiveWellsouthPHO),KathyGrantand seniormanagersfromtheDunedinCityCouncil.
b)Noted thenextSPGmeetingisinWellingtonon 25 Octoberwith anILMworkshopalsotobe held thatday.
12 / ReviewcommunicationsplantoensureitcoversthereleaseoftheDetailedServicesPlanPartBandIndicativeBusinessCase(onceapproved) / KR/JA / ASAP / 25October2016 / Open

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AndrewBlair

Chair

SouthernPartnershipGroup