BoT Minutes – 28th February 2022

MINUTES OF THE PAPATOETOE INTERMEDIATE BOARD of TRUSTEES MEETING
Monday 28^th February 2022 6.00 p.m. in the School Library [meeting started a little late due to computer problems]

Present
Jeremy Nicholls [Chairperson], Donna Young [Acting Principal], Mohammed Sahu-Khan. Darryl Wilson and Peter Cann – online [MoE appointed Trustees], Kirsty Ellis [Elected Trustee] and  Leigh Manukau – online  [Elected Trustee], Heather Bates [Staff Elected Trustee] and Pauline Cornwell – online [Principal]

In Attendance
Anna Rutherfurd [on line] – Financial Support, Tamara Gersbach [RLTB Cluster Manager]and Barbara Ferregel [BoT Secretary]

Thank you, Jeremy for the Karakia

Previous minutes

• from – 29^th November 2021

Moved as a correct record                         Kirsty
Seconded                                                  Mohammed
Carried                                                      Unanimously

Matters arising – Nil

Finance

• Resignation from Tess Carolissen – Executive Officer. Tess finished on Friday 25^th February 2022.
• Anna Rutherfurd attended the meeting online -welcome Anna
  • Reports had been shared with the Board via the Board Folder
  • Anna shared the financial reports with the Board on screen
    • Draft December financial reports – until they are through auditing
    • All with the Auditors
      Final 2022 budget
      Moved Jeremy
      Carried Unanimously
  • Annual Report with the Auditors – shared with the Board.
    • If there is anything the Board would like added please let Anna know asap and she will happily add it in.
    • Difficulty getting relieving teachers in 2020.
    • Impact of increased fuel costs – could affect mileage costs from RTLB
    • Changes happening with RTLB Lease Contracts. Anna is working with the Ministry and will keep the Board informed.
  • Thank you Anna for all your support in conjunction with Tess.
    • Transition – Anna is working with Alisha Spiers while she manages the portion Alisha is doing to help bridge the gap before a new Financial Manager/EO is appointed.
      • Trying to streamline the role
      • As we go forward Anna is happy to support and train the new person and continue working with Alisha – this would be all on line.
    • Property – Anna worked with Watershed to code all property payments etc.
      • Quarterly reports now to Anna to keep things tracking clearly-
      • First report for 2022 will be the January accounts at the March meeting

Actions/Agreements from financial report

• Accept all financial statements for Annual Accounts 2021 in draft pending any changes from the MoE through Anna’s updates or observations from the Auditors
• Approve the December financials
  • Pauline – moved
  • Leigh – seconded
  • Carried – unanimously

Thank you to Anna for your ongoing support especially through the Transition of the EOs.

Property

• Fencing project all finished
• Vandalism on GSR fence
• Bike track in the process. Supported by Watershed but not a MoE project. School project.
  • Funded by grants
    • Bought containers and bikes
    • Bike track is due to start any day soon.
  • Finances tracking well at the moment for this.
• Security working cameras – school cost.
  • Monitor in Principals office and Craig can monitor them from his phone.
• Admin Project – consent granted
  • Builders to be appointed soon and project up and away.
    • Unfortunate that we will have increased costs due to the current building climate.
  • Waiting on MoE approval for Mt Richmond classes

Anna left the meeting at 6.50 p.m.

Welcome to Tamara Gersbach [RTLB Cluster Manager

• RTLB Report
  • Tamara had shared with the Board
    • 2021 Annual Plan
    • Planning for possible staffing challenges due to Omicron
    • February RTLB Board Report
  • Welcome Tamara
    • 29^th November report was comprehensive
    • This report is on the MoE template
      • Worked around not using Covid as a barrier and looked at what RTLB achieved during the year. There are some great pluses – in student achievement, staff engagement.
        • Our hope this year is to move from steady to strong
      • Areas of concern
        • staffing – filling vacancies is not easy
          • one position has been filled for 2022
          • one current vacancy
        • Privacy has become a big risk – a lot of guidelines to adhere to.
      • Learning support money has been well spent.
      • Well Being of staff – all staff are very well supported and are all coping amazingly well. Thank you Tamara.

Tamara left the meeting at 7.10 p.m.

2021 Annual Report  approved

Moved                 Kristy
Seconded            Peter
Carried                 Unanimously

Principal’s Report

• Shared with the Board in the Board Folder
  • Donna Young – currently Acting Principal
  • Pauline presented her report
    • Approve the EOY data targets for 2022
    • Targets remain the same from 2021 other than the writing targets that have been reduced by 5%. [Believe they can achieve the 30% with hard work – but the 35% would not be achievable]
      • Members were asked to have a good look through the data and summary reports and get any questions to Barb by the 21^st March for Lynn and Sanjeev to answer at the March meeting.
        • Moved to accept the adjusted rates Peter

Seconded                                                           Darryl
Carried                                                              Unanimously

• Donna reported to the Board as to how the school is currently tracking with staff absences and student absences
  • Different phases etc
  • Fortunate with current staffing. No shortages as yet. Leaders and Tech team covering.
    • Roll today 378 student – last week was 400+
      • Watching this
    • Forward thinking and keeping the community in the loop as to different stages we may move to.
      • Keeping staff and students safe.
      • May join classes within syndicate bubbles if numbers decrease
      • Working hard to keep the school open and support our community
    • Student cases have been tracked closely up until now
      • Close contacts no longer need to be tracked
    • Leadership Team working closely with staff and supporting.
    • RAT testing
      Hard work to get approval for staff to be tagged as ‘critical workers’
      ·       Request for extra funding from the Board as the MoE will not fund
      these for much longer
      o   Approved to spend $1000.00 to purchase more RATs
      Moved                    Darryl
      Seconded               Jeremy
    • Virtual welcome to our new students and staff at the beginning of the year.

This was appreciated by families

• Positive comments on skodel regarding students well being.
• 3 Way Conferences for online. Data coming in now and should be available for the March meeting.
  • Positive comments from caregivers.
• Leave when a staff member is absent due to covid
  WFH first option – support and Admin staff [no leave loaded]
  ·        Teaching staff – if positive
         – Sick leave/covid related – a claim is then lodged for this sick leave
  to be disregarded
  –  If a staff member has no sick leave left it is then at the discretion
  of the Principal to allocate DLWP/Covid related
  –   Staff required to isolate due to household contact are DLWP/Covid
  related.
• If too many Teachers are absent due to testing positive or are
  household contacts
  What percentage of staff absent is required before the school
  movies to a hybrid model or buddies up classes:
  o   2 – 3 teachers per team absent
  o   Tech staff and senior leaders can fill in.
  o   Class closes first before a decision would be made to close the
  school for the number of ‘given’ days.
  • Class budding up would happen before the school closed.·
• Donna would contact Jeremy before any decisions are made.

Moved the Principal’s Report is accepted

Moved                 Jeremy
Seconded            Kirsty
Carried                 Unanimously

Moved the 2021 Annual Plan and Analysis of Variance are accepted  – Mohammed

Seconded            Kirsty
Carried                 Unanimously

Other business

• Correspondence
  • Pap High Kahui Ako
  • Clean air technology letter
    • MoE will deliver to the school items that will help us clean the air
    • Monitor has arrived – check the CO2 in the classroom
      • Craig and Gareth check routinely
      • Areas are all looking good
    • Accept correspondence
      • Moved                    Kirsty
        Seconded              Darryl
        Carried                   Unanimously

Blake explorers letter

• Letter from Gareth as Blake invited us to send more students on the weekend away
• Agreed to send one lot of students and they have invited a second group
  • RAM have been submitted.

Moved                 Jeremy
Carried                 Unanimously

New application for Funding

• Letter of thanks from the Board to Andrea with her success with a $10,000.00 grant for the bike track.
  • Andrea applying to Te Manawa for more funding for the Bike Track
    • Moved                    Jeremy
      Carried                   Unanimously

School Board Elections

• Online or paper voting
  • Board agreed to do paper voting these elections
    • Moved                    Peter
      Seconded              Darryl
      Carried                   Unanimously

Pauline left the meeting at 7.50 p.m. as she is on leave and Donna Young is Acting Principal.

Donna as Acting Principal stayed on for the in committee meeting.

At 7.50  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.

The ‘in committee’ discussion closed at 8.30 p.m. and the regular meeting resumed.

 The Board Chair and Acting Principal agreed to carry out the actions outlined in the ‘in-committee’ meeting.

 Meeting closed at 8.40 p.m.

Next Meeting on 28^th March 2022 at 6.00 p.m.