The Terms of Reference for the Committee can be viewed below or downloaded in either Word or pdf formats:

Definition

1. The Child and Youth Mortality Review Committee (the Committee) is a Mortality Review Committee, appointed under section 59E of the New Zealand Public Health and Disability Act 2000 (the Act) by the Health Quality and Safety Commission (HQSC).

2. A Mortality Review Committee is a ‘statutory advisor ’ to the Commission. The role of such a committee is to independently perform its functions, within the scope set by the Commission. These terms of reference constitute notice under Section 59E (1) of the Act.

Function

3. The functions of Mortality Review Committees are set out in section 59E (1) (a) and (b) of the Act.

4. The Committee is required to work within their agreed work plans and budgets to:

4.a. review and report to the HQSC on deaths that are within the Committee’s scope, with a view to reducing deaths and to supporting continuous quality improvement through the promotion of on-going quality assurance programmes

4.b. advise on any other matter related to mortality that the HQSC specifies in writing

4.c. develop strategic plans and methodologies that are designed to reduce morbidity and mortality and are relevant to the Committee’s functions.

Applicable provisions

The provisions of Schedule 5 to the Act apply in relation to a Mortality Review Committee (s59E of the Act).

Scope

5. The Committee will be required to consider child and youth mortality on an ongoing basis and other mortality and morbidity as directed by the HQSC in writing, or as specified within the Committee’s agreed Work Plan.

6. For the purpose of these Terms of Reference, child and youth mortality is considered to be all deaths of children and young people aged between 28 days and up to their 25th birthday.

Expected Activities

7. The Committee is expected to oversee mortality review to ensure that relevant, evidence-based advice is provided to the HQSC as quickly as practicable.

8. The Committee is expected to support the development and enhancement of systems to:

8.a. ensure the security of personal information referred to in clause 3 of Schedule 5 of the Act

8.b. provide the HQSC with advance notice of, but not necessarily seek approval for, media statements, public comment or publications

8.c. collect data

8.d. monitor the number, categories and demographics of deaths relevant to its functions and to identify patterns and trends over time

8.e. support local review nationwide

8.e.i. as quality improvement initiatives, for system and practice improvements to reduce morbidity and mortality within local communities

8.e.ii. as data collection systems for national review

8.e.f. analyse and use data collected to develop and share effective recommendations

8.e.i. that is useful for policy development at a national level.

8.e.ii. that can inform the community of ways to reduce mortality and morbidity.

9. The Committee is expected to support the development and enhancement of positive working relationships, with:

9.a. existing Mortality Review Committees and the HQSC, to ensure coordination and integration of functions and to minimise duplication, to improve efficiency and sustainability.

9.b. relevant government bodies

9.c. relevant stakeholder organisations.

10. In carrying out its functions the Committee is expected to ensure that:

10.a. appropriate consultation when developing methodologies to carry out its functions and disseminating its findings including consultation with the most relevant consumer representatives

10.b. any advice and recommendations comply with the laws of New Zealand

10.c. a plan for recommendation dissemination is made with the Commission (including publication), within agreed budgets.

11. The Committee is expected to submit a proposed three-year rolling Work Plan to the HQSC by December of each year, for the following three financial years.

11.a. If approved, budget will be assigned to the Work Plan. The Committee is required to achieve the Work Plan within the assigned budget.

12. The Committee is expected to submit an Annual Report to the HQSC, which will include:

12. a. a summary of the Committee’s work

12.b. the Committee’s advice and recommendations

12.c. the Committee’s rationale for its advice and any relevant evidence and/or documentation.

Composition

13. The Committee will have a maximum of 10 members:

13.a. Two of these members will be ex-officio (voting) members and supported by their respective organisations. One of these members will be from the Ministry of Social Development – Child, Youth and Family Service and one will be from the Ministry of Health. The Chief Executives will nominate an appropriate member, who is then appointed by the HQSC.

13.b. One member will have relevant consumer experience and will provide a consumer perspective and be well networked to consumer groups.

13.c. The other members will have expertise that includes the following:

13.c.i. knowledge of mortality review systems

13.c.ii. knowledge of issues affecting children and youth

13.c.iii. Knowledge and /or experience of the impact these mortalities have on families/whanau

13.c.iv. knowledge of epidemiology, research and health systems

13.c.v. cultural expertise.

14. Members will have the ability to work strategically and will have credibility in relevant communities and be drawn from a range of disciplines and contexts including clinicians, health service providers, consumer representatives such as child and youth advocacy groups, and people representing Māori and Pacific peoples’ interests.

15. The Committee is expected to self-determine its operations, with the advice of the Secretariat and within budget.
a. Co-option of additional expertise can be made within budget (to the committee or to working groups of the committee), but co-opted members will not have voting rights and will not be entitled to membership fees.

16. Chairperson and Deputy Chairperson

16.a. The HQSC will appoint a Chairperson and a Deputy Chairperson to the Committee. The Chairperson is expected to preside at every meeting of the Committee at which they are present, unless they deputise their responsibilities to the Deputy Chair.

16.b. The Chair of the Committee (or Deputy Chair) is expected to attend regular meetings of all the Mortality Review Committees’ Chairs (“Chairs’ Meetings”) to ensure cooperation and integration across Committees wherever possible, and the best allocation of limited resources.

16.c. The Chair of the Committee (or Deputy Chair) will be required to meet with the HQSC, on request.

16.d. The Chair of the Committee (or Deputy Chair) may be required to attend other Committee meetings at the request of the HQSC.

17. Management of Conflicts of Interest

17.a. Members must perform their functions in good faith, honestly and impartially and avoid situations that might compromise their integrity or otherwise lead to conflicts of interest. Proper observation of these principles will protect the Committee and its members and will ensure that it retains public confidence.

17.b. When members believe they have a potential conflict of interest on a subject that will prevent them from reaching an impartial decision or undertaking an activity consistent with the Committee’s functions, they must declare that conflict of interest and withdraw themselves from the discussion and/or activity.

18. Confidentiality

18.a. The maintenance of confidentiality is crucial to the functioning of the Committee.

18.b. Members must note the statutory requirements in section 59E (6) of the Act, which prevents disclosure of information of the kind described in clause 3 of Schedule 5 of the Act.

18.c. Under this clause, information means any information that is personal information within the meaning of section 2(1) of the Privacy Act 1993; and that became known to any member or executive officer or agent of a Mortality Review Committee only because of the Committee’s functions being carried out (for example, because it is contained in a document created, and made available to the member or executive officer or agent, only because of those functions being carried out), whether or not the carrying out of those functions is completed.

18.d. Members must note that the disclosure of information contrary to Schedule 5 of the Act is an offence and is liable on summary conviction to a fine not exceeding $10,000 (s 59E(6)).

19. Meetings will usually be held in Wellington. Actual and reasonable expenses for activities required by the Committee of its members (e.g., travel, accommodation, literature searches) will be met from the Committee’s budget provided prior approval is received.

20. The timing and frequency of meetings is to be coordinated with the Secretariat to fit within the allocated budget.

21. The Committee will regulate its own procedures, according to State Services Commission requirements and guidelines and ensure that a record of decisions is maintained.

Secretariat

22. The HQSC employs staff to assist the Committee out of the Committee’s allocated budget.

23. The Secretariat provides:

23.a. policy analysis and analytical support (as directed by the Committee)

23.b. guidance on governmental and ministerial processes

23.c. budget management, contract management and service procurement support to assist the Committee to achieve its Work Plan within its allocated budget

23.d. central communications systems support for correspondence and public relations purposes, including secure communication between Committee Members and Agents

23.e. liaison on behalf of the Committee within and across government and non-government organisations

23.f. administrative support to organise, minute and follow up on committee meetings and/ or working groups as agreed within the Work plan and within the budget set.

23.g. additional support for the Committee to carry out its functions, as agreed and budgeted for in the Work plans.

Review

24. These terms of reference will be reviewed three years from the date at which they are approved by the Commission.

Last updated 06/12/2017