LOCAL HEALTH AUTHORITIES ANALYTICAL COMMITTEE

MINUTES

ITEM / DESCRIPTION / COMMITTEE TO (Note, Confirm, Decide) / RESP:
Minutes of the meeting of the LHAAC held on Monday 15 June 2015 commencing at 1000 at the City of Vincent, Vincent St, Leederville
1.0 / Welcome and Apologies
1.1 / Opening and Welcome:
Mr Chapman opened the meeting formally at 10.10 and welcomed attendees to the meeting.
1.2 / Election of Chair
Mr Chapman invited nominations to Chair the meeting.
(Oorjitham/Dent)
Rob Boardman was nominated to Chair the meeting and assumed the role of Chair. / Carried Unanimously
1.3 / Attendance & Apologies:
Attendees:
Rob Boardman – City of Vincent (Metropolitan)
Cr Belinda Rowlands – Shire of Denmark (Non-Metro)
Colin Dent – Shire of Capel (Non-Metro)
Eugene Lee – City of Perth (Statutory)
Jason Jenke – City of South Perth (Statutory)
Phill Oorjitham – City of Cockburn (Metropolitan)
David Wilson – City of Joondalup (Metropolitan)
Joseph Zappavigna – City of Fremantle (Statutory)
Kim Unwin – Department of Health (Ex-Officio)
Trevor Chapman -LHAAC Coordinator/Treasurer
Apologies:
Greg Ducas – City of Stirling (Statutory)
Graeme Blakey – City of Melville (Statutory) / Term
Apr 15 - Apr 18
May 13 - May 17
Apr 15 - Apr 18
Statutory
Statutory
Apr 15 - Apr 18
Jan 14 - Jan 17
Statutory
Ex Officio
Officer
Statutory
Statutory
2.0 / Minutes of the Meeting Held 20 April 2015
2.1 / MOTION: (Oorjitham/Zappavigna)
The Minutes of the Meeting held 20 April 2015 be approved as a true and correct record. / Carried Unanimously
2.2 / Matters Arising:
In regards to Item 6.3 of the February Minutes, Mr Chapman explained that he had been unable to meet with Peter Sproule of Chatto BS (LHAAC CFO) to date. He suggested speaking with other Local Government staff members (LHAAC member councils for instance) who were responsible for investment management and long term asset management issues might be more productive. TC to follow this up with Rob Boardman. RB also suggested Vern Mackay at the Department of Local Government may be able to offer assistance. / TC to follow up with Rob Boardman (and others if necessary). / TC
3.0 / PARTNERSHIPS
3.1 / Report by Department of Health (Kim Unwin)
Kim reported that the Listeria survey was going well. Only 2 or 3 detections of Listeria had been found in samples examined to date. The Follow-Up protocol for this activity was to go back to the same venue and test the same sandwich product to try and isolate contaminated ingredient. Tuna mix prepared by the Proprietor had been identified as one such ingredient. The survey closes at the end of July and D of H aim to report on the project by the end of 2015.
The Pesticides on Fruit & Vegetables Survey is also progressing well with a good quantity and range of samples all submitted by the specified closing date. The aim is to report on this project three months after closing date for submissions.
The D of H is also trying to prepare an Egg Producers Register currently and have asked for Local Government assistance in providing details of egg producers in their locality. The information was requested by 31 May 2015 but quite a few returns have not been received as yet.
Recent amendments to the Food Recall Distribution List has resulted in a slight technical hitch which has resulted in some LGAs not receiving food recall information. D of H staff are working on fixing the issue asap.
DW asked if the Department would be producing a report on the last gluten study they conducted. KU advised that D of H are hoping to tie this in with other work conducted in this area. There were areas of contention, including the test method used and interpretation of results.
TC reported that the gluten survey to be undertaken by ChemCentre for Dr. Forbes of Royal Perth Hospital has commenced. ChemCentre are collecting samples on behalf of RPH and analysing them for levels of gluten. Over 100 products will be tested. Depending on the results of the study further testing may be conducted and at that stage LHAAC will consider any involvement it may have in an extended study.
4.0 / SCIENCE BASED SCHEME
4.1 / Update from LHAAC Coordinator
The Coordinator had circulated reports from Agrifood and ChemCentre prior to the meeting.
Expenditure to date was very similar to last year although the number of samples is less (partly due to type of samples undertaken and slightly higher cost per sample of ChemCentre over Agrifood).
4.2 / Monthly Report by contracted Analysts
Members acknowledged receipt of both Agrifood reports and an update on ChemCentre activity as provided by the Coordinator.
4.3 / The Sampling Sub Group
The final CSP for 2014/15 on Meat Products had been issued to LGAs with a closing date of 22 May 2015.
TC reported that he would liaise with CD and DW in the next month or so regarding the first CSP in 2015/16 with a view to commencing this in August 2015.
5.0 / LEADERSHIP
5.1 / LHAAC Coordinator Report
The Coordinator spoke to his report (Attachment 5.1.1) and expanded on some items.
TC is due to go on Annual Leave from 1 July to 23 July. RB sought member input on whether any temporary assistance might be required in TCs absence but members were happy with the arrangements TC outlined for his absence (as he did in September 2014). Members agreed to be available for emergency contact should any LGA have any urgent issues in the three week period.
5.2 / LHAAC Membership
The Committee currently has a full membership. The next member renewal is not due until January 2017 (DW) under the current scheme.
6.0 / FINANCIAL SUSTAINABILITY
6.1 / Accounts Passed for Payment since the last meeting (Attachment 6.1)
MOTION: (Rowlands/Wilson)
That the accounts listed in Attachment 6.1 in the sum of $65,414.06 are acknowledged as paid and approved by the Committee. / Carried Unanimously
6.2 / Daily Operating Account Summary (Attachment 6.2)
MOTION: (Rowlands/Wilson)
The Daily Operating Account Summary is received and noted. / Carried Unanimously
6. 3 / Current Investments (Attachment 6.3)
MOTION: (Rowlands/Wilson)
The Summary of Current Investments is received and noted. / Carried Unanimously
7.0 / ANY OTHER BUSINESS
7.1 / 2015/16 Budget
The Coordinator presented three budget options to the Committee.
Option One followed the same format as budgets of the last six years and applied a flat rate 2.5% increase to all LGAs.
Option Two reverted to a population based pro rata contribution to LHAAC costs and incorporated two levels of Minimum Fee ($350 pa for LGAs with a population of less than 1000 and $450 for LGAs with a population of more than 1000 but not greater than 2000).
Option Three was the same methodology as Option Two but applied the two Minimum Fees of $400 and $450.
Some general discussion occurred and the merits of each option were debated by the Committee and various questions were answered by the Coordinator. After some debate and an indication of preferences from each member, the following motion was tabled:
MOTION: (Rowlands/Wilson)
Option Two be adopted as the Budget model for 2015/16. This option will incur a cost to the Committee of up to $36,504 in concessions to those LGAs who face an increase of greater than 2.5% on their 2014/15 LHAAC fee
NOTE:
Some LGAs will be charged considerably less than they have in previous years as a consequence of this change in fee determination, and some will pay more. Due to the fact that some LGAs will face a significant increase in charges (typically due to substantial population growth within their LGA), LHAAC will cover any increase greater than 2.5% for 2015/16 only. In future years those LGAs will be required to pay the estimated fee based on the population based formula.
A letter will accompany the 2015/16 fees explaining the new formula used by LHAAC clearly showing how LHAAC calculates annual charges to each Local Government. / Carried Unanimously
7.2 / LHAAC Website Development
Members considered a number of proposals to update or totally re-design the LHAAC website.
MOTION: (Dent/Lee)
LHAAC approve the re-design of the LHAAC Website at an estimated maximum cost of $4,500 and the appointment of Chris Reeves Creative to undertake the work. / Carried Unanimously
7.3 / Contract for Analytical Services
Members considered activating the one year extension option in the Contract for the Provision of Analytical Services.
MOTION: (Wilson/Oorjitham)
LHAAC invite Agrifood Technology and ChemCentre to extend the current contract for a further one year (to 31 December 2016) under the terms and conditions of the current contract for the Provision of Analytical Services to the Local Health Authorities Analytical Committee (Contract Ref: LHAAC201115733) subject to:
ChemCentre providing written assurance that measures have been put in place to address administrative concerns, particularly in regard to:
1.  The provision of Monthly Activity Reports to be tabled at bi-monthly meetings of LHAAC; and
2.  Coordinated Sampling Project summary reports to be presented in the timeframe and format indicated by the LHAAC Coordinator. / Carried Unanimously
7.4 / Adoption of Revised Policy Manual/Accounting Manual
MOTION: (Rowlands/Dent)
The revised Policy Manual and Accounting Manual as circulated by the Coordinator in April 2015 are formally adopted by LHAAC. / Carried Unanimously
7.5 / Annual Leave of LHAAC Coordinator
TC reported that he would be absent on Annual Leave from 1 July to 23 July 2015. He was confident all matters have been dealt with covering his period of absence, particularly in regards to financial matters and the imminent annual audit to be undertaken by OAG. TC has liaised closely with CFO Peter Sproule on financial matters, and will issue clear advice to LGAs about operational matters and how they will be administered in his period of absence.
As he did in his period of AL in 2014, TC will provide contact details of LHAAC members to LGAs for any extremely urgent matters that may arise in his absence. / Noted.
8.0 / Date of Next Meeting
8.1 / The Next Meeting is scheduled for Monday 17 August 2015 at the offices of LHAAC, 10 Selby Street, SHENTON PARK.
9.0 / Closure
There being no further business Mr Boardman closed the meeting at 1240.


ATTACHMENT 5.1.1

LHAAC CURRENT ACTIVITIES

UPDATED AS AT 5 June 2015

PROJECT / TASK / DUE DATE
Agrifood Contract Management / Weekly liaison re management of contact / ONGOING
Checking of Sample Report Forms against costs / ONGOING
Checking and payment of invoices / ONGOING
Investigate Renewal of Contract / ONGOING
Chem Centre Contract Management / Weekly liaison re management of contact / ONGOING
Checking of Sample Report Forms against costs / ONGOING
Checking and payment of invoices / ONGOING
Investigate Renewal of Contract / ONGOING
LHAAC Financial Management Issues / Day to day management of finances / ONGOING
Payment of invoices / ONGOING
Provision of BAS information to Chatto BS / ONGOING
Monitoring of financial information required for audit / ONGOING
Management of LHAAC Term Deposits / ONGOING
Monitor spending on sampling be each LGA and prepare monthly advices to LGAs / ONGOING
Preparation of Annual Budget for 2015/16 / ONGOING
Prepare for Annual Audit / ONGOING
LHAAC Membership / Monitor membership terms / ONGOING
Provision of information to members / ONGOING
Liaison with D of H Legal and WALGA re Nomination Process / ONGOING
Liaison with D of H Food Unit staff / ONGOING
Coordinated Sampling Projects for 2014/15 / Identify project ideas for 2015/16 with Sampling Sub / TBA
Monitor and Report on Participation and Outcomes. / ONGOING
LHAAC Sampling Scheme Management / Day to Day inquiries and liaison with LG members / ONGOING
Monitoring of sampling usage by month / MONTHLY
Advise LGAs of usage / MONTHLY
Attended NW Regional Meeting in Broome 6 May 2015 / COMPLETED
Metropolitan Food Group / Actions from meeting/Arrange Next Meeting / FOR ACTION
Policy Manual Update / Review and Revise Policy Manual / COMPLETED
LHAAC to adopt / 15 June 2015
LHAAC Website Revision / Met with and developed proposal for new developer / COMPLETED
Agenda Item for Consideration 15 June 2015 / 15 June 2015


ATTACHMENT 5.1.2

2014/15 PAYMENTS TO ANALYSTS

MONTH / AMOUNT PAID TO AGRIFOOD
2014/15 / AMOUNT PAID TO CHEM CENTRE
2014/15 / TOTAL
2014/15 / AMOUNT PAID TO AGRIFOOD 2013/14 / AMOUNT PAID TO CHEM CENTRE 2013/14 / TOTAL
2013/14
JULY / 20,869 / 275 / 21,144 / 34,373 / 1,415 / 35,788
AUG / 4,668 / 19,265 / 23,933 / 23,558 / 5,721 / 29,279
SEPT / 11,988 / 31,880 / 43,868 / 30,121 / 6,306 / 36,427
OCT / 50,638 / 9,159 / 59,797 / 25,621 / 4,983 / 30,604
NOV / 27,905 / 12,513 / 40,418 / 32,803 / 979 / 35,352
DEC / 2,322 / 7,322 / 9,644 / 5,525 / 0 / 5,525
JAN / 13,111 / 1,896 / 15,007 / 36,085 / 3,137 / 35,940
FEB / 18,881 / 1,942 / 20,823 / 34,640 / 32,770 / 68,855
MAR / 21,097 / 2,075 / 23,172 / 27,438 / 5,517 / 32,955
APR / 24,220 / 3,457 / 27,677 / 35,265 / 385 / 35,650
MAY (*) / 23,842 / 5,659 / 29,501 / 43,143 / 5,040 / 48,183
JUNE / 50,857 / 0 / 50,857
TOTAL TO DATE / $219,541 / $95,443 / $314,984 / TOTAL LAST YEAR / $310,725

(*) Not Processed at time of agenda Preparation