175 
09 278 9763 MINUTES OF THE PAPATOETOE INTERMEDIATE BOARD of TRUSTEES MEETING
Monday 27th September 2021 at 5.00 p.m. on line [Level 4 Lockdown]
Present
Jeremy Nicholls [Chairperson], Pauline Cornwell [Principal], Peter Cann and Darryl Wilson [MoE appointed Trustees], Kirsty Ellis and Leigh Manukau [Elected Trustee] and Heather Bates [Staff Elected Trustee]
Apologies
Mohammed Khan – Essential Worker and has been called in with an Emergency
In Attendance
Tess Carolissen [Executive Officer], Gareth Fletcher [Associate Principal], Tamara Gersbach [RTLB Cluster Manager] and Barbara Ferregel [BoT Secretary]
Thank you, Darryl for the Karakia
Thank you to the full Board for coming to this online forum. Great to see everyone.
Mohammed is an essential worker and not able to get to the meeting.
Welcome to Gareth – Blake Explorers Overnight Camp 2021
Blake Trust – looking after our Environment Camp 3rd – 5th November – 3 days/2 nights – Whangateau
Our school has been invited to be part of this programme due to our ongoing relationship and engagement with the Blake Trust – specifically the Blake Leadership Award Programme and the NZ-VR Experience. Water based Camp – focusing on Conservation
No cost – school needs to cover transport only. School vans.
Tracy Prout and Gareth will attend plus 10 boys and 10 girls [20 students]
Approved Heather
Seconded Jeremy
Carried Unanimously
Thank you Gareth – left the meeting at 5.23 p.m.
Gareth is happy to return to the meeting if any members have questions regarding Skodel.
Welcome Tamara – RTLB Cluster Manager
- Members had all received the link to Tamara’s report – also shared on screens.
- This has been a challenging start for Tamara as the new Cluster Manager – with lockdown. Tamara has appreciated the ongoing support from PIS and her Team.
- Privacy requirements
- Implications for RTLB in the new Act
- Can not share any data without written consent from a family
- RTLB Data base is very secure – where RTLB hold information
- Case loads up on 2020.
- After 9 weeks of lockdown – RTLB will be focusing on supporting students back into school in level 2.
- Staffing
- 2 staff members down
- 1 new RTLB employed to start at the beginning of 2022
- Currently interviewing for the 2nd
- Thank you Tamara – left the meeting at 5.40 p.m.
- Privacy requirements
- This has been a challenging start for Tamara as the new Cluster Manager – with lockdown. Tamara has appreciated the ongoing support from PIS and her Team.
Previous minutes
30th August 2021
Moved as a correct record Kirsty
Seconded Jeremy
Carried Unanimously
- As this was a google meeting the minutes will be signed by the Board Chair at the next face to face meeting.
Matters arising – Nil
Finance
Tess Carolissen
- All documents were sent as links and Tess also shared these with all members from her screen.
- Commentary discussion and summaries [PIS and RTLB]
- Tess explained the Grant Proposals currently in progress
- Received $3500.00 from the Local Board to purchase bikes and secure them.
- Letter of thanks to Auckland Council – Pauline and Barb
- Lions Foundation for the Music Grant
- Received $3500.00 from the Local Board to purchase bikes and secure them.
- Audit Fees – increase of approximately a 15% increase. Board feels a 10% is a fair increase.[They can also the power to charge another 15% more without approval from the AOG]
- Correspondence has been received
- This is across the Audit practice in general
- Will try responding by letter saying the increase is too high and see what happens – request a reduction to a 10% increase.
- Not happy with the 15%
- Not happy with the possibility of an extra 15%
- Not happy with our last Audit.
- The Board requested Pauline contact the company and negotiate a lesser fee and approved the contract if this was possible.
- Moved Darryl
- Tess explained the Grant Proposals currently in progress
Seconded Jeremy
Carried Unanimously.
- Recommendations
- PIS and RTLB August 2021 Profit and Loss Statement and Balance Sheet be accepted
- Moved Pauline
- Seconded Kirsty
- Carried Unanimously
- Other MoE Grants in the Summary– change $31 to $31,000.00
- PIS and RTLB August 2021 Profit and Loss Statement and Balance Sheet be accepted
Moved Heather
Seconded Jeremy
Carried Unanimously
- SAJ – to provide Tess with support
- Support was approved in our Budget for our previous EO.
- This is a change of Company support from CES to SAJ.
- Thank you Tess – left the meeting at 6.30 p.m.
Principal’s Report
- Privacy and Information Gathering – has been shared with staff and Board
- Needs to be approved with recommendations.
- Community Consultation – will send this out to the Community once the level drops to 2.
- Hui and Fono were cancelled due to levels
- Resources distributed to students during lockdown – contactless deliveries
- 270 devices, 120 MoE packs and 50 packs of our own plus sensory packs
- No food packs this time – links were shared with families as to where they could go for food packs
- Internet connections
- Investigating – SkinnyJump re wireless internet for free to homes
- Free lunches in schools – student and community survey carried out.
- School Events cancelled
- 2021 Sports Camp
- Kapa Haka Tour
- Papatoetoe Choir Festival
- All sports until level 1
- International Festival – performances only – no food
- Careers Day – not food
- STEAM – deferred until Term 4
- 3 Way Conferences for year 7 students – possibly online
- Supporting Enrolments and Transition – transition plans developing
- Prize Giving, Graduation, Student Leaders Big Day Out, Picnic Day – under review
- Skodel report – tracking over lockdown
- Attendance Data – students on line has ranged from 66% in Week 1 of lockdown and is now in the 80% percentile.
- Standdown data for 2021 discussed.
- Pandemic response – our staff 32/60 fully vaccinated. RTLB 21/30 fully vaccinated.
- Numbers are also high for 1st vaccination
- Planning for level 3 and 2 shared with all staff and RTLB
- Out of zone
- Board approved 75 out of zone positions
- Received 78 to date
- Ballot on Wednesday
- Accept all of these applications
- We are staffed for 680 – this is our target
- In the process of setting 2022 budget
- Aim is to have this approved in December
- Covid funding has been received from the Ministry
- This budget is managed by Donna Young
- Have applied for funding to get our students back in to school
- STAR Way/Hauora and Well Being Handbooks will be available for the October meeting.
- Chris France from NZSTA – will we host meetings for Governance Support Plan
- NZSTA are trying to address any issue with Boards who are not understanding Governance and support them. Our School is happy to ‘host’ these.
- Recommendations
- Privacy and Information Gathering approved
- All out of zone applications are accepted – 78
- NZSTA re our school hosting Governance Meetings
- Pauline’s report
- Moved all the recommendations be accepted Peter
- Seconded Jeremy
- Carried Unanimously
Property
- Security at GSR project has been approved – just waiting on a start date.
- Watershed report August report accepted.
- Moved Peter
Seconded Darryl
Carried Unanimously
- Moved Peter
General Business
- Board Elections
- Bernardine Vester
- Pauline moved we employ Bernardine Vester as the school Returning Officer
- Moved Kirsty
Seconded Darryl
Carried Unanimously
- Moved Kirsty
- Pauline moved we employ Bernardine Vester as the school Returning Officer
- Bernardine Vester
- Barbara to contact Bernardine and request a quote for the ‘full service’ option
Correspondence
Inward
6.1 School Trustee Elections – Extension for 2021 Elections impacted by COVID alert level changes
6.2 Letter from Gareth Fletcher re Blake Explorers Overnight Camp 2021.
6.3 Letter from Auckland Transport – Investigating speeds around Auckland schools.
– Members can send in feedback by cutting and pasting this link to google and then go to ‘Have your Say – Auckland Transport’.
ATspeedprogramme@at.govt.nz.
6.4 Grant application success
Other Business
- Thank you from Leigh for the chrome book and hard pack for her son. Much appreciated.
- Disappointing that schools must find their own ‘free’ provider for internet access to homes.
- SkinnyJump – charitable trust. Primary focus is secondary schools in low decile areas. Otahuhu College have this and we are working with our students that will move on to Otahuhu College, to get them registered.
- Leigh enquired re KidsCan.
- Food parcels have been provided to some schools but not all.
- Schools have not been able to deliver food this lockdown. Directive from MoE.
- MoE have provided places where families can go to access food.
- Thank you from Pauline for these online meetings. So good to be able to still meet as a Board each month.
Meeting closed at 7.30 p.m.
Pauline and Barbara left the meeting and did not attend In Committee.
At 7.30 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.
Next Meeting – Monday 18th October at 6.00 p.m.
After consultation with the Board via email it was unanimously decided that this meeting would be moved to the 1st November to allow for financials to be ready and also the 18th October is the first day back in Term 4 and hopefully level 2.
The community will be notified via our Website.