BoT Minutes – 29th November 2021

MINUTES OF THE PAPATOETOE INTERMEDIATE BOARD of TRUSTEES MEETING
Monday 29th November 2021 at 6.00 p.m. in the School Library

Present

Jeremy Nicholls [Chairperson], Pauline Cornwell [Principal], Mohammed Sahu-Khan and Darryl Wilson [MoE appointed Trustees], Kirsty Ellis [online] and Leigh Manukau – online  [Elected Trustee] and Heather Bates [Staff Elected Trustee]

Apologies – Peter Cann – [MoE appointed Trustee]  

In Attendance

Tess Carolissen [Executive Officer], Tamara Gersbach [RLTB Cluster Manager]and Barbara Ferregel [BoT Secretary]

Thank you, Darryl for the Karakia
Welcome back to our first partially ‘face to face’ meeting since July.
Welcome to Leigh and Kirsty online.

Welcome to Tamara Gersbach [RTLB Cluster Manager

• RTLB Report
  • Summary of the year
    • Tamara highlighted areas to the Board and how 2022 will look 
  • RTLB Finances – looking good
  • Personal
    • RTLB managed the lock down really well – great processes in place 
• Strategic plan – 2022 to 2024
  • Areas that the Cluster thought needed to be looked at more closely – used some case work to do this
  • Collected ‘voice’ from RTLB
  • Great opportunity to all work together
  • To look at ‘vison’ at the end of 2022
• Budget – hard copies shared with all members
  • Quite a straight forward budget
    • Carry some IYA money over in order to deliver training scheduled for 2021 in 2022.
• Calendar Year
  • Wed 2nd February – 15th December 2022 with some variation to dates due to term time TOD taken by the school not being taken by RTLB.

• Pauline moved the RTLB Recommendations be accepted:
  • Strat Plan
  • Annual Report
  • Budget
  • 2022 start and finish dates
    • Seconded Darryl

Carried Unanimously

Tamara feels blessed to be Cluster Manager of an incredible cluster. It has been a very easy transition from Practice Leader to Cluster Manager with all the support from Ray Webb, previous Cluster Manager and the extensive documentation. Thank you to ALL concerned.

• Funding Agreement approved for the next year
  • Moved Jeremy

Carried Unanimously

• Cluster Manager appraisal for 2021 is complete

Pauline thanked Tamara for coming and for all her hard work and congratulated her on the work done in 2021. 

Tamara left at 6.55 p.m.

Previous minutes

• from – 1st November 2021

Moved as a correct record Pauline

Seconded Darryl
Carried Unanimously
Matters arising – Nil

Finance

• Summary
  • Board members all had access to the financial documents
    • PD that did not happen in 2020/21 [eg Te Akatea [3 staff members to Melbourne], NZPF and Australia combined Principals Conference in Melbourne] – reimbursements received but not in full
      • Auditors may ask for paperwork – there are thresholds that they work with.
    • Moved financial report and summary Jeremy

Carried Unanimously

• Tess has been working with Anna on the 2022 budget.
  • Nearly ready to go
  • Hardcopies shared with board members as ‘draft’.
  • Final Budget will be presented at the February meeting
    • Accepted as ‘draft’ budget Darryl

Seconded Heather
Carried Unanimously

Jeremy thanked Tess for all her work. Tess left the meeting at 7.20 p.m.

Principal’s Report

• 3 resignations 
  • 2 teaching – for the end of 2021. All teachers previously reported.
  • 1 Support worker
    • Teaching positions both filled
    • Support Worker advertised
• RTLB have made one appointment to start early 2022 and 1 position advertised. 
• Free lunches are available to the students coming into school.
  • Sad that we could not supply the free lunches during lockdown.
  • Ministry directed families to helpline links
• Great to have students back at school
• Prize Giving and Award Ceremony – students only
  • Recording will be made available to families after the ceremony
• End of Year Pack for students when they return their chrome books. Included in the ‘pack’ will be : 
  • Graduation Certificate for Year 8 students
  • Yearbook
  • Sports equipment
  • Leaver’s gear
• Michael Stride is our allocated Ministry Property Consultant
  • Admin [current] roof does need repairs – Ministry have now accepted this and provided quotes
• Security on GSR – school can now completely lock down
  • Gates open at 8.00 a.m. each morning and close at 9.00 a.m.
  • Open again at 2.30 p.m. and close at 4.00 p.m. 
  • Cameras will be installed in January as there has been vandalism on the Great South Road gates with the public trying to get into the school.
• All staff, contractors, relievers, and any visitors to the school need to be double vaccinated and provide a negative test result within 72 hours of their first visit.
  • This requires a lot of tracking, but the school is managing it well.
• Staff are all very pleased to be back in school. Student numbers each day are slowly increasing.
  • Staff generally have positive comments re lockdown and  managed to engage with the majority of their students each day.
    • Full staff meetings were held every morning at 8.30 a.m. before teaching staff meet with their students
• Kahui Ako – Vaughan Couillault [Principal of Papatoetoe High] has been appointed for another year to lead. This may become a shared role in the future.

Moved the Principal’s Report be accepted with the recommendations Mohammed

Seconded Heather
Carried Unanimously

Property

• Hazard report is now completed and will be made available to the Board at the February meeting.

Other business

• Area where the ‘old hall’ was
  • Active list to share with members
  • Maybe a Marae – funding would be available if we allocated the area to a Marae 
  • Kris Morris-Vette will be available to discuss the School Buildings, Property, and the Master Plan at the March Meeting.
• Board Constitution
  • Discussion held
  • Moved the Board stay as a Hybrid Board for the next Election and then start making plans to change the constitution Jeremy

Seconded Darryl
Carried Unanimously

• Board would like to try and co-opt a new member with Property expertise
  • Ways of how to do this will be discussed at the February meeting

• Board Devices
  • Quote received from Isometrics
  • Samsung Galaxy Tab A7
  • All members are keen for these tablets
    • Pauline will organise with Isometrics to trial some tablets before we purchase them
    • Members would be allocated their own school email address
• Hamish Mckenzie applied for funding for new sounds systems to the Lion Foundation.
  • This was unsuccessful
• Grant application
  • Letter from Andrea requesting permission to reapply to the Lottery Grants Board for funding for the Bike Track. 

Moved Darryl
Seconded Jeremy
Carried Unanimously

• Wymondley Road Enrolment Scheme
  • Wymondley Road School have not previously had an enrolment scheme in place
  • Paperwork was shared with the Board requesting the approval of our school Board to approve this
    • Moved Jeremy

Carried Unanimously

At 8.15 p.m. Jeremy moved that the Public be excluded from discussion of confidential items relating to personnel matters because of their sensitive nature. 

• Carried Unanimously

The Board moved to the In Committee meeting.

The ‘in committee’ discussion closed at 8.40 p.m. and the regular meeting resumed. 

The Board Chair and Principal agreed to carry out the actions outlined in the ‘in-committee’ meeting.

Meeting closed at 8.45 p.m.

Next Meeting on 28th February 2022 at 6.00 p.m.