BOARD MINUTES – 27th November 2023

by | Jan 31, 2024


Date 27th November 2023
Time 6.00 p.m.
Present Jeremy Nicholls [Presiding Member] Peter Cann and Mohammed Sahu Khan – [MoE appointed Trustees], Lilien Skudder [Staff appointed Trustee] Kimiora Parata [Parent Elected Trustee/Deputy Chairperson]  and Pauline Cornwell – [Principal]
In Attendance Barbara Ferregel – Principal’s PA/Board Secretary
Tamara Gersbach – RTLB Cluster Manager
Sarah Richardson – Associate Principal
Mark Hudson and Maddy Cooke – Kahui Ako Report
Anna Rutherford and Lee-Anne Keates – Draft budget
Apologies Darryl Wilson – MoE appointed Trustee, Lofi Tuala and Leigh Manukau [Parent Elected Trustee]
Minute taker Barbara Ferregel

Welcome and Karakia
– Thank you Lilien for the Karakia.

Welcome to Sarah Richardson – Duffy Book proposal
–   Proposal re changes to the Duffy Book Contract
–  From 6 to 4 books a year
–  No ‘Caught Being Good’ books
–  Duffy would donate a small amount of books to be given out at assemblies
–  Sarah has run a survey with staff and students as to how effective the current programme is
–  New programme is at a considerable reduction in cost.
The Board felt the programme is valuable and approved the new proposal. They would like the new programme to be review in 6 months time.
Thank you Sarah – Sarah left the meeting at 6.10 p.m.

Welcome to Maddy Cooke, Mark Hudson and Lilien Skudder – Kahui Ako
–    The Kahui Ako Report was shared with Board Members as a hard copy and also in the Board folder.
– Achievement challenges and goals for this year – 3 areas
–    Student Agency
–    Transitioning
–    Whanau Engagement

  • Mark had run a survey and found 76.3% of families log into EDUCA when they receive a notification.
  • Parent engagement has increased this year on EDUCA.
  • Next Steps Student Agency
    • Students to take more ownership of their reflection.
    • Students to post more authentic learning experiences, that are easy to interpret and identify next steps from
    • To do this we need to develop resources for the students/teachers
    • School wide base templates for all curriculum areas
  • Transitioning
    • Papatoetoe High School students had visited developing transition support between the two schools to benefit students feeling anxious about moving on to High School.
      • 77% of students reported that they enjoyed having this opportunity to chat with the Papatoetoe High students.
    • Next Steps Transitioning
      • Continue to develop relationships with Papatoetoe High School and the contributing primary schools in our cluster.
    • Whanau engagement has also proved to be very supportive.

Thank you Maddy, Mark and Lilien. [Mark and Maddy left the meeting at 6.30 pm.]
Welcome to Tamara – RTLB Cluster Manager

  • Tamara had shared the following documents with all members both in hard copies and in the Board Folder
    • November RTLB Report
    • Annual Report
    • Annual Plan Narrative 2023
      • To be approved
        • Annual Plan 2024
        • RTLB Budget
        • Financial Report
        • Funding Agreementl

Approved and accepted – Pauline Cornwell
Seconded – Peter Cann

  • Thank you to Tamara and her team for such a settled and successful year.
  • Tamara left the meeting at 6.45 p.m.

Welcome to Anna Rutherford and Lee-Anne Keates – Finance

  • Anna had shared the Financial Reports both in hard copies and also in the Board Folder prior to the meeting.
    • Anna worked through the Financial Summary explaining the workings to the Board.
    • Lee-Anne will investigate putting the Weathertightness money into an Investment Account until it is required.
    • Budget tabled for discussion.

Approved – Pauline Cornwell
Seconded – Peter Cann

  • Board approved the purchase of the Mule – up to $14,000.00
  • Electronic Board for Great South Road – Watershed are managing this.
  • Approved by the Board – Jeremy Nicholls
  • Audit – 23 and 24th Anna was happy the Auditors did not need to come into school. They were happy with all the documents downloaded.

Thank you to Anna and Lee-Anne. Left the meeting at 7.40 p.m.

Conflict of Interest

  • Members declared that according to the printed agenda no one had a conflict of interest with any business to be discussed this evening.
    • Moved Jeremy Nicholls

Confirmation of precious Minutes

  • Pauline Cornwell moved that the minutes of the 30th October 2023 are a true and correct record of the meeting.
    Seconded               Lilien Skudder

Matters Arising               Nil


  • Thank you letter from a guest from the Reunion on Saturday 18th November
  • Equity Index questionnaire – completed

Moved      Jeremy Nicholls

 Principals Report

  • Samoan/Cook Island and Fijian/Indian Feedback from Hui/fonos.
    • The data will be processed and shared
    • Eligibility to be a Board Member
      From 22 February 2024, current board members and all other people who have a Schedule 2 offence under the Children’s Act 2014 will no longer be eligible to be on a school board.  Affected people can apply to have an exemption granted by the Secretary for Education that allows the person to serve as a board member. The Secretary needs to be satisfied that the person would not pose an undue risk to the safety of children before granting an exemption.
      Discussion – This does not affect any current Board Members.
    • Whaea Ihia’s farewell on Wednesday 13th December at 2.00 p.m.
  • Pauline moved that –
    • Principal’s report is accepted
    • Annual Plan reviewed and tabled
    • Employment for 2024 ratified
    • School Fun Run website – approval to raise funds for 2024 School Camp
    • Hazard Register – provided
    • Isometrics ICT Support Agreement for approval
    • ASB Procurement Contract – approval
    • Finance
      • October Finance Report and commentaries
      • Visa payment for both the School, Papatoetoe Principals and RTLB
      • Bank statements
      • RTLB October Financial Report
      • Credit Card spending – both school, Pap Principals and RTLB

Seconded                          Jeremy Nicholls


  • Watershed October Property report accepted

Moved                    Peter Cann
Seconded               Lilien Skudder

Other Business

  • Reunion held on Saturday 18th November
    • Thank you to Kelly May for all her organisation for this event.
  • Everyday Matters
    • Attendance data shared with Board
  • End of Year dates
    • Supreme Prize Giving – Wednesday 13th December at 11.00 a.m.
      • Lofi, Kimi, Lilien, Leigh, Mohammed and Jeremy attending
    • Farewell for Ihia Reuben [Kapa Haka Tutor] – 2.00 p.m. Wednesday 13th All welcome
    • Year 8 Graduation Dance and Dinner – Wednesday 13th December at 6.00 pm.
  • 2024 dates
    • School is open for staff from 24th January 2024 – 3 TODs 24th to 26th January
    • Anniversary Day is Monday 29th January 2024
    • Students return Tuesday 30th January 2024
    • Students finish on Friday 13th December 2024
    • 2 TODs on Monday 16th and Tuesday 17th December 2024


At 8.05 p.m. Jeremy Nicholls moved – Carried by all present – that the Public be excluded from discussion of confidential items relating to personnel matters because of their sensitive nature.
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.

Mohammed expressed his thanks, from the Board,  to Pauline for leading the school and for all her support and guidance.

Main Meeting closed at 8.45 p.m.

Next Meeting – Tuesday 30th January 2024 at 6.00 p.m. in the Main Meeting Room