BOARD MINUTES – 27th March 2023

 MINUTES OF THE PAPATOETOE INTERMEDIATE SCHOOL BOARD MEETING
Monday 27^th March 2023 6.00 p.m. in the Meeting Room

Present
Jeremy Nicholls [Presiding Member] and Mohammed Sahu-Khan – [MoE appointed Trustees],  Kimiora Parata, Leigh Manukau and Lofi Tuala – [Parent Elected Trustees], Lilien Skudder [Staff appointed Trustee]  and Pauline Cornwell – [Principal]

In Attendance
Barbara Ferregel [Board Secretary], Lee-Anne Keates [Financial Manager] and Anna Rutherford – Accountant

Apologies– Darryl Wilson and Peter Cann [MoE appointed Trustee]

Thank you Lilien for the Karakia

Welcome back to Mohammed after the death of his father.

Welcome to our Head Students
–  Rihannah Tuala and Tevita Lo – and their families
Tevita and Rihannah introduced themselves and their families
–  Both students extremely well and have set achievable goals for 2023.
–  Lilien thanked the students for such an amazing time away on the Blake Experience Camp
–   2 questions from Pauline
–  What do you think we could do to make our school better?
–   Environment
–  Rubbish removal from the playground
–  Its all about the moment
–  Encouraging and helping students to give anything a go.
–  Non competitive competitions – as a lot of our students have different talents and not always the ‘top’
students in sports activities.
–  After you leave our school where do you imagine you will go in the next 2 years or 10 years and what
can we do to help you.
–   Tevita imagines himself as going to university
–   How can we help him get to this goal?
–   Go on more leadership courses
–   Improve his public speaking
–   Mum is extremely proud and grateful for the opportunities Tevita is taking at our school.
–   Rihannah would like to study towards becoming a Doctor
–   Plays netball and has always been encouraged to take part in sport and music.

Families left the meeting at 6.25 p.m.

Pauline explained to the Board how the election process works when appointment Head School Leaders and House Leaders.

Finance
Welcome to Anna Rutherford and Lee-Anne Keates

• • Anna explained how the reports work and how to read them
    • Audit is in the process – Anna does not foresee any problems here.
    • Budget figures – explained and discussed
    • Anna explained to the Board why some figures were in brackets – expenses
• RTLB Budget
  • Photocopier leases now must be treated as an asset.
  • MoE can now pull back any unspent money from LSF. If RTLB do not spend all the money given within the year the MoE can now take it back every 2 years. RTLB are confident they will spend all that has been allocated. Tamara always reports on this in her report.
• Visa accounts – RTLB, Principals and Pap Principals accounts
  • All approved by the Board Chair each month
• Pauline moved that the Board accept the February School and RTLB Reports Financial, Commentaries, Bank Statements and Visas.

Seconded           Lilien
Carried               Unanimously

Anna is more than happy for Board members to reach out to her for an upskilling they would like help with.

Thank you  Anna and Lee-Anne.

• Anna and Lee-Anne left the meeting at 7.15 p.m.

Mohammed expressed his thanks to the Board for their support over the recent loss of his Dad.

Previous minutes – 20^th February 2022
Moved as a correct record         Kimiora
Second                                      Lofi
Carried                                      Unanimously

Matters arising

• Correction to February minutes –
  • Kimi nominated Mohammed and Lofi nominated Lilien
  • Adjusted to be made to the minutes

Jeremy called for nominations for Deputy Chair

• Lilien nominated Lofi
  • Lofi would like to be a member for a little while longer before she accepts this position.
  • This is a commitment and maybe looking further into the future this position could move on to the role of Presiding Member.
• It was decided to hold this appointment off until a later meeting.

Principal’s Report – taken as read – Shared with the Board in the Board Folder and hard copies

• Assuming all members have read the report and read all the links online that are in the Report
  • Leave procedures have been updated through Calamari
  • Code of Conduct – additions in blue are the updates
  • Schedule of Delegations
  • Roll is growing fast – all in zone students
  • Overstaffing – according to MoE figures we are but we will not be because of the growing roll.
  • Kahui Ako – Jeremy, Lofi, Lilien and Pauline attended the community meeting at Papatoetoe High School.
    • In school lead teachers at our school are – Lilien Skudder, Mark Hudson and Maddy Cooke.
  • Significantly high number of stand down and suspensions

Approvals/Recommendations to be approved :

• Code of Conduct
• Schedule of Delegations
• Accept Pauline’s March report and approval of recommendations

Seconded           Jeremy
Carried                Unanimously

Property
–             Admin Area is pretty much completed. Other than a little bit of fine tuning.

• Disabled car park in the front of the school needs to be done
• Old Admin Area
  • Completed tenders/quotes – still to allocate this.
• Mt Richmond Area
  • Unlikely to be completed within 3 years.
• Cyclical maintenance is continuing as planned.
• Caretakers wee truck needs replacing. Jeremy is working with Honda and hoping to get a discount.

Correspondence and tabled documents

• Tironui Music Trust – newsletter
• Emergency Management Plan

Outward

• Jeremy’s letter from the Board to Ministry re the amount of time taking for overseas teachers to get visas and registration
• Newsletter re Strike Day

Correspondence and tabled documents

Accepted            Jeremy
Carried                Unanimously

Other Business

–             Approve updates to Staff Code of Conduct – if Board folder
–             NZSTA Conference – Rotorua 20th to 23rd July
–             Jeremy, Kimi, Lofi, Leigh, Pauline and Lilien
–             Barb to register all 6 members and book accommodation from the 20^th July to the 23^rd July.
–             Remits for NZSTA AGM – n/a
–             Suspension hearings – what is the best time for Board Members to attend?
–             Currently at 5.30 p.m. – members are happy with this time.
–             Board photos on the School website
–             Board decided to wait until the May meeting and have a group photo taken.         

At 7.45 p.m. Jeremy moved that the Public be excluded from discussion of confidential items relating to personnel matters because of their sensitive nature.

                             Seconded            Lilien
              Carried               Unanimously

The Board moved to continue with the In Committee meeting.
The ‘in committee’ discussion closed at  8.30 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   8.30  p.m.

Next Meeting on 29^th May 2023 at 6.00 p.m.