BOARD MINUTES – 28th July 2025

 

SCHOOL BOARD MINUTES
28th July 2025
Meeting held in the Papatoetoe Intermediate School Meeting Room 

Time	6.00 p.m.
Present	Jeremy Nicholls [Presiding Member], Peter Cann, and Darryl Wilson [MoE appointed Trustee], Mohammed Sahu-Khan [MoE appointed Trustee], Leigh Manukau  [Parent Elected Trustee],  Kimiora Parata [Parent Elected Trustee/Deputy Chairperson] Lilien Skudder [Staff appointed Trustee] Ash Chetty [Co-opted member] and Pauline Cornwell – [Principal]
In Attendance	Barbara Ferregel –  Board Secretary, Tracy Prout and Donna Young – MOY Curriculum Report. Lee-Anne Keates – Finance
Apologies	N/A
Welcome and Karakia	Thank you to Jeremy
Conflict of Interest	Members declared that according to the printed agenda no one had a conflict of interest with any business to be discussed at this evening.          Moved Jeremy Nicholls Carried Unanimously
Ratification of April minutes	Moved that the minutes of 23rd June 2025 are a true and correct record of the meeting. –          Moved      Peter Cann –          Seconded Jeremy Nicholls –          Carried         Unanimously –          2 typos on last page corrected – thank you Peter. No matters arising

Welcome to Lee-Anne Keates
Finance

–          11th July budget review was completed – deficit has increased to $250,000. This will decrease as the year progresses with expected funding still to come.
–          Board discussed this deficit and would like the school to work hard on reducing this.
–          Reimbursement of furniture has come in from Mt Richmond for the their new Centre.
–          No Study Centre funding. Staff were paid up to and including the 27th July.
–          Board discussed how disappointing it is that the Study Centre will no longer continue and also the lateness in the Ministry’s notification.
–          Currently over staffed but are hoping by the end of this year this will down to ‘0’.
–          Creditor Master file changes sighted by Jeremy and approved by the Board.
Carried           Unanimously

 Property
–          2 reports
–          School and Watershed
      –          Repairs around the school – Admin exterior light now going, library toilet floor repaired,
              Mimic board, Staffroom flooding repairs. 

–          Watershed work on cyclical maintenance around the school.
–          Weather tightness project is due to finish on the 29th August. Council keep asking for
        updated detailed plans which is problematic to the finishing date.
–          Classroom conversion project was due to start on the 27th July but can now not start until
        the previous projects are signed off.

Thank you Lee-Anne – Lee-Anne left the meeting at 6.30 pm
–          Jeremy signed off the ‘E-waste’ of Chromebooks
–          Bank account changes in Xero signed off by Jeremy 

Email and follow up from Carley Edwards regarding 6 class lots.
–          Press release announced – Friday 15th July
–          6 new classrooms [two-story building]
–       Ministry visited today, 28th July,  to confirm the classrooms will go along the Great South Road
      boundary. Project will start once the old Mt Richmond rooms are removed. 

              Moved            Pauline
              Seconded       Darryl
             Carried            Unanimously 

Welcome to Tracy Prout and Donna Young – MOY Curriculum Report 

The Board were deeply appreciative of the efforts put into the Mid Year Curriculum and Progress report by Donna Young and Tracy Prout.

The Board were impressed with the thought and obvious hard work that had gone into the preparation of the data – by teachers and led by the Curriculum Leaders, and the actual clarity of and discernment of the writing of the report.

After the presentation the Board felt they understood clearly the challenges; with student achievement levels and what is being done to address them; with teacher capability and the efforts being made to ‘bring teachers new to NZ and teaching up to speed’ ; and the changes in Ministry requirements.  

Thank you Donna and Tracy – left the meeting at 7.30 p.m. 

Principal’s -Report
Pauline’s Principals report had been shared with all members to read prior to the meeting.
–          Constitution – NZSBA phoned regarding change from 3 to 7 elected board members.
–          Paper work had been issued to whanau stating we were looking for 3 parent elected members.
–          NZSBA agreed that the Ministry had not advertised for 4  Ministry appointed Members and to advise Election Pilot to go ahead with 7 Board members.
–          Still waiting the official notification of Ministry approval
–          Summary of Maori Hui data shared.
–          Very positive
–          Raw data is in Board folder
–          Carbon Footprint
–          Shared with Board members as hard copies
–          This is a requirement for government buildings to produce this report
–          Board Elections
–          4 nominations to date through Election Pilot
–          Nominations close at noon on the 6th August
–          Attendance Summary – shared with Board and in the July Folder
–          Study Centre Funding – less than one months’ notice was received from the Ministry advising the school that the Study Centre was to close. Staff notified
and paid out.
–          Staff will continue to run the Study Centre voluntary until the end of the year.
–          Pauline is going to try and get grants/funding to continue the Study Centre in 2026
.-          Roll return – 1st July completed and tabled.
–          Enrolment Scheme
–          Tironui Trust [Music] students as ‘preferred’ on our enrolment scheme.
–          Still waiting to hear back from the Ministry re approval of this.
–          Pauline has sent all the information in.
–          Ethnic breakdown of school – shared with the Board
–          Mt Richmond is now settled in their new rooms.
–          We are looking at increasing cleaning costs due to the extra bathroom and floor area.
–          Smoothwall – checks every single thing that students do on their device
–          All inappropriate comments are followed up with students and whanau
–          Masterchef running again this year
–          Nawinta oversees this.
–          Tuesday 26th  August – 9.00 a.m. to 2.30 p.m.
–          6 schools participating
–          Pacifica Fona – all Board Members are invited.
–          Wednesday 20th August at 6.00 p.m.
–          Board members have all received a calendar invite
–          Leadership Retreat [Boot Camp]
–          Venue – Castaways at Karioitahi
–          During the September holidays – 2026 planning

 Pauline moved the Board accept Principal’s report and any recommendations.

•       Recommendations

○        Approve all the Finance Reports for Papatoetoe Intermediate School and RTLB
and related recommendations

○        Accept Property reports (Watershed, Finance Managers and Principals) and any
associated recommendations and related finances

○        Ratify all the employment actions for the previous month – appointments,
advertising and contract terminations (resignations)
                         Accepted  Peter Cann    
                        Seconded Darryl Wilson     
                        Carried     Unanimously

Correspondence
Outward
–          Juanita Corbett [Principal of Mt Richmond] regarding new buildings and staff and students occupying the new rooms – Term 3 – 14th July 2025.
–          Nitasha Jugernath  [Ministry] regarding Enrolment Scheme 

Inward

• Our Carbon Footprint – [copies for members]
• Ministry letter re Study Centre withdrawal of funding.
• Ministry – re Kahui Ako
• SWIS Programme Proposal and acceptance
• Everyday Matters data and attendance summary [copies for members]
• Term 2 2025 Scheduled Review – Upcoming changes – Finance and Asset Management Policy updates
• NZSBA appointment – Contract for school board support awarded
• July roll return – copy 

Correspondence moved              Jeremy
Seconded                                    Pauline
Carried                                         Unanimously

Other Business

• Pacifica Fono – all invited – Wednesday 20th August 6.00 – 7.00 pm [Kimi, Ash and Lilien confirmed attendance]
• Cyclical maintenance plan for the school for the 2026 budget calculation – not available for this meeting.
• School Docs – policies and procedures/changes  – copies for members
  • Board members are required to be aware of updates.
• Report back from NSBA Conference – Leigh, Kimi, Ash, Jeremy and Lilien attended.
  • Thank you Ash for your report/summary
  • The Conference offered a highly valuable opportunity to build stronger connections with fellow trustees, understand diverse perspectives with the Board and explore meaningful approaches to governance through both structured workshops and informal reflection
  • The Conference was thoroughly enjoyed by all who attended.

 At 8.25 p.m. Jeremy Nicholls moved that the Public be excluded from discussion of confidential items relating to personnel matters because of their sensitive nature.Carried – Unanimously.
In committee discussion closed at  8.55  p.m. and the regular meeting resumed.
The Board Chair and Principal agreed to carry out the actions outlined in the ‘in-committee’ meeting.

–          Leigh expressed her thanks to the Board for the flowers and messages of support over the recent loss of her Dad.

Meeting closed

9.05 pm

Next Meeting

Monday 25th August at 6.00 p.m.