BoT Minutes 24th May 2021

MINUTES OF THE PAPATOETOE INTERMEDIATE BoT MEETING
Monday 24^th May 2021 at 6.00 p.m.

Board meet prior to the Meeting at 5.00 p.m. for a Tour of the school with the Head Student Leaders – Uzair Ali and Analagi Ailuai 

Present
Jeremy Nicholls [Chairperson], Pauline Cornwell [Principal], Peter Cann, Darryl Wilson and Mohammed Sahu Khan [MoE appointed Trustees], Leigh Manukau [Elected Trustee] and Heather Bates [Staff Elected Trustee]

Apologies
Kirsty Ellis [Elected Trustee]

In Attendance
Analagi Ailuai, [Mum and Dad] Mr and Mrs Ailuai and Analagi’s sister, Uzair Ali, [Mum] Mrs Ali, Tess Carolissen [Executive Officer], Tamara Gersbach [newly appointed RTLB Cluster Manager], Ray Webb [RTLB Cluster Manager], Michael Leech [Principal’s Appraiser] and Barbara Ferregel [BoT Secretary]

Thank you, Darryl for the Karakia

The residing member – Jeremy Nicholls, moved that the agenda be adjusted to accommodate the visitors to the meeting.
Carried                 Unanimously

6.05 p.m. Welcome to the Head Student Leaders and their families

• Head Student Leaders
  • Uzair Ali, [Mum] – Mrs Ali. Uzair explained to the Board what gave him the inspiration to become head boy.
    • Mum shared how proud she was and thanked the school for everything they are doing and have done.
  • Analagi Ailuai, [Mum and Dad] – Mr and Mrs Ailuai and Analagi’s Sister. Analagi said how she was very proud to be Head Girl and would think about the ‘challenge’ Darryl put to both her and Uzair.
    • Dad [Mr Ailuai] shared stories of his time at our school as a student in 1995.
  • It will be good to invite Uzair and Analagi back to a Board Meeting later in the year to hear how they have gone with their year as Head Students and the Challenge Darryl offered them.
• Uzair, Analagi and their families left the meeting at 6.20 p.m.

6.20  p.m. Welcome to Tamara Gersbach [newly appointed Cluster Manager to start 22^nd July] and Ray Webb [RTLB Cluster Manager]

Tamara was introduced and welcomed

• Tamara shared with the Board her experience in education and how she is looking forward to leading Cluster 10.
• Ray
  • Real privilege to have worked in Cluster 10
  • May RTLB Report, provided by Ray Webb
  • Qualitative Report – goes to the MoE by the beginning of each term. [members had had a copy to read over prior to the meeting]
    • Moved the approval of the report Peter
    • Seconded Darryl
    • Carried Unanimously

• Board will write to MoE in support of Cluster 10 regarding the need to increase the allocation of additional RTLB to our area.
  • The letter will be drafted taking guidance from Ray
• Annual Plan update
  • Annual Report Declaration – approved

6.25 p.m. Finance – RTLB

• Tess Carolissen was introduced and welcomed
  • Tess shared with the Board her experience prior to coming to PIS. Tess came from a corporate background in finance
    • Privilege and a pleasure to be in the school
  • Commentary discussion
    • Members had all received the financial reports and had had time to read over these prior to the meeting.
      • LSF funds will be spent before the end of 2021
      • RTLB finances have taken time for Tess to show ‘actuals’ and Profit and Loss for March/April.
    • Moved the RTLB March/April finances are accepted                       Pauline
      Seconded            Jeremy
      Carried                 Unanimously

• Ray acknowledged the support he has received over the past four years from Pauline and Jeremy.
  • Cluster is very fortunate to have the support from Pauline as Principal
  • Jeremy thanked Ray for his time at our school and for everything he has done

Thank you to Tamara and Ray for attending. Ray and Tamara left the meeting at 6.50 p.m.

The Board were reminded of the farewell [poroporoaki] for Ray on Thursday 8^th July at 2.30 p.m.

Finance – PIS

• Commentary
  • Members all had copies of these reports prior to the meeting.
  • Tess was happy to take any questions from the Board.
    • It was explained the interface with Xero and the production of monthly reports had been inadequately set up.
      • This will reduce the possibility for error in end of month Profit and Loss and Balance sheet Reports.
      • Tess is receiving support to get this up and running
      • The Board wondered why Crowe [Auditors] had not picked this up and wondered how we might note our concern that it had not.
      • Budget allocations have now been allocated to ‘areas’ rather than people. Budget holders now get regular monthly updates and are now more aware of what their budget is and where it is at.
        • This gives better clarity to the budget holders and a better understanding.

• Recommendations
  • March/April 2021 Profit and Loss Statement and Balance Sheet be accepted
  • Term deposits – Tess will investigate switching to another bank with higher interest rate.
• Acceptance of audit report
  • Crowe report. Board needs this report before they can accept the audit report.
  • Pauline will contact Crowe – Paul Lawrence for this report.
  • Once this comes in the Board are happy to accept this via email.
    • Moved Jeremy
    • Seconded Darryl
    • Carried Unanimously
  • Move the other recommendations – March and April – not May be accepted
    • Moved Darryl
    • Seconded Jeremy
    • Carried Unanimously
  • Tess thanked Pauline for her support. Tess left the meeting at 7.20 pm.
    • Darryl acknowledged the fact that Tess had questioned that ‘interface’ was missing.
    • Some Board members have requested view only rights in Xero. Pauline will organise this.

Michael Leech

• Pauline’s appraiser
  • Michael Leech was introduced and welcomed.
  • Michael explained he had been a Principal at Tangaroa, Botany Downs Secondary and then Kings College. He taught at Papatoetoe Intermediate in the 1970s.
• Looking at 2020 goals that were set.
  • Around leadership across the school
  • Student agency
  • Learning and achievement
  • PD across the school
  • Using the new SMS – EDUCA
• The Board are welcome to add any further goals.
• Michael reported that he is already seeing some fantastic things happening in the school. He feels it is a privilege to be working in our school and alongside Pauline.
• He reports that :-
  • Wellbeing and data being gathered is very impressive
  • PD plans that have been put into place and use of EDUCA looking very positive.
  • When Michael walks through an area and school he can pick up what is happening. Michael feeling very positive so far as to what he has seen.
  • Michael is hoping he can capture all the great things happening at PIS and tell a very positive story.
  • Michael left the meeting at 8.15 p.m.

At 7.45 p.m. the meeting returned to the stated agenda.

Previous minutes from the 29^th March 2021

Moved as a correct record                 Pauline
Seconded                                          Mohammed
Carried                                               Unanimously

Matters Arising

• Study Centre funding agreement has been approved
• New Sports coordinator has been employed – starting 31^st May 2021.
• Free Lunches in schools – up and running. Ironing out cliches
• MIT Gateway programme – Junior here each Wednesday working alongside Craig.
• Jenny Salesa – invited Jeremy to an Indian Community fundraiser run by Rotary. Very beneficial with offers of help for the school and ways to apply for funding.
• Jeremy attended the NZSTA Conference in Rotorua
  • You should have been there it was a very beneficial weekend
  • Jeremy has notes if members would like to read them
  • Great keynote speakers
  • New SMS data programme – coming
  • Brochures that Pauline will share with the appropriate staff members

Principal’s Report

• Sports Coordinator starts 3105 until the end of the year. Fixed term [term time only]
  • Organise fitness programme and training for sports academy
  • Co-ordinating coaches to come in for team trainings.
• School Administrator – part time [20 hours a week]
  • For 2 terms at this stage
  • Advert to go on our School Website 25^th May and School Newsletter Week 5
• Long Term leave for staff travelling overseas – staff are aware of the risks
• Monitoring
  • EOTC report in June. Gareth will attend the June meeting and present a report to the Board re EOTC Week in March.
• Free lunches in schools
  • Marie will provide a report for the June meeting
• EDUCA – currently 287 families have not yet connected
  • Newsletter going home this week encouraging families and offering support to sign in.
• Roll numbers – should read 15 new enrolments to date and 15 students left to date.
• Principal’s credit card was hacked – new card will be sent to Pauline. ASB are being very vigilant.
• Pauline is currently managing Property.
• Mt Richmond classes
  • Suggested to MoE that Mt Richmond use rooms 23, 24 and 25 when the new build in the Admin area is completed.
  • MoE have said yes in ‘principle’
  • These will have to be modified
• Paid union meetings – Tuesday, June 29^th. School to close at 1.10 p.m. Non union staff members will look after bus students and any students needing to stay until 3.00 p.m. There will still be Study Centre from 3.00 p.m.
• Tess is making applications for funding for the bike track and water tanks
• Recommendations
  • Approval of the change of RTLB Visa account from Ray Webb to Tamara Gersbach
  • Sign Statutory Declaration re RTLB Funding and Service Agreement
  • Approval of the changes to the Governance, Health and Safety and Personnel Handbooks reflecting updates to the Education Laws re Vaping, Privacy and Fixed Term contracts
  • Approval of the Property Reports
  • Delegated authority
    • Moved all recommendations are accepted          Peter
      Seconded                           Leigh
      Carried                                Unanimously

Property

• Cleaning contract due to expire
  • Ad on website
  • Crest Clean have been notified of the end of Contract date
  • The Board said they are happy for Pauline and Tess to undertake the gathering of information, analysis and make a recommendation to the Board at the next meeting – re Cleaning Contract.
    • Moved Jeremy
      Carried                 Unanimously

• Watershed reports supplied for March and April are accepted. Board commented on how much property work is being undertaken.
  • Moved                  Peter
    Seconded            Mohammed
    Carried                 Unanimously

 

General Business

• Truancy – government are providing more money into the programmes
  • Strive are working in our school
  • New Truancy programme on trial in Manurewa
    • School employ and oversee the Truancy Officer’s work
  • Board profiles on the website
    • Board members to complete the profile sheet and return it to Barb asap – before the June meeting please.
    • If you are happy for your photo to go on the Website please supply one.

Correspondence

• Raised pedestrian crossing change on Motatau Road – lots of people have responded
• Property Training module for schools
• Matariki Public Holiday 2022
• School Audit period 2021 – 2023

Outward

• Thank you letter to Countdown Mangere
• Letter to Crest Clean re Cleaning Contract

At 8.30 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 In Committee.

The ‘in committee’ discussion closed at 9.20 p.m. and the regular meeting resumed.

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

 The Principal returned to the meeting at 9.25 p.m.

Meeting closed at 9.30 p.m.

Next Meeting – Monday 28^th June at 6.00 p.m. [