PRESENT:
BoT Members:
Clare Helm (CH) Chair
Di Patchett (DP), Wendy Welsh (WW), Kim McKendry (KM), Craig Plim (CP), Ronnie Chang (RC)
Also attending:
Sarah Brown (SB) – Staff voice, Jude Phillips (JP) – Assistant Principal
APOLOGIES:
Nil
| 1. NOTIFICATION OF GENERAL BUSINESS | |||
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| 2. MINUTES OF PREVIOUS MEETING | |||
Meeting on 31 August 2009 |
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| Moved: | “That minutes of the meeting held on 31 August 2009 be approved and adopted as a true and accurate record noting some minor changes to be amended and updated by Adrienne”. | CP/RC | Agreed |
| From previous minutes: | |||
| Action Points: | ICT Committee to develop strategy. Staff are undertaking needs analysis. Progress made:
|
ICT Committee | Action ONGOING |
The school has received a 5 year property agreement from the MoE. Property Committee to plan how to allocate this capital (Dec 08) CP/ DP to organise an inspection of the school with David Monastra and Board members |
Property Committee | Done | |
Policy reviews in progress:
|
Policy Committee | Done Action |
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| Moved: | The BoT accepted Ros Hobb’s application for 5 weeks’ leave without pay in October 2010 | KM/CH | Accepted |
| Action Point: | DP to look for a reliever to cover Anne Smith’s extended sick leave - DP advised that Anne has returned to work and therefore reliever is no longer needed. | DP | No further action |
KM attended the H&SA meeting of 10 August and briefed them on the Principal recruitment process. SB to attend the next meeting on 14 September 09 |
SB | Done | |
| Action Points: | H&SA to transfer $11,200 to the school as a contribution to the mimio board purchase. | H&SA | Done |
| Adrienne to follow up with H&SA secretary on the minutes for 10 Aug and confirm the date of the next meeting. | DP | Done | |
| Principal’s appointment, briefing and welcome | CH to obtain original of Anne Lye’s application from Education Personnel for Anne’s personal file. | CH | Done |
| CH to place referee checks on Anne Lye’s personal file. | CH | Done | |
| DP to follow up with Gary on 1:15 space options – DP advised that CPS is entitled to 2x spaces as long as new entrant figures stack up. | DP | Done | |
| 3. CORRESPONDENCE | |||
| Moved: | ”That the inwards correspondence be received and outwards correspondence be confirmed, as per the attached list, with the following amendments”: Inwards No amendment Outwards 14 September: NZCER Principal Appointment Survey |
KM/WW | Agreed |
| 4. PRINCIPAL’S REPORT | |||
| 4.1 | DP tabled the principal’s report to the Board of Trustees for the month of September 2009. “That the Principal’s Report be received and noted.” |
RC/KM | Accepted |
| Moved: | “That there will be no out of zone enrolment for 2010” | CP/ WW | Accepted |
| DP shared with the BOT on students’ achievement target after ¾ of the year. They show that targets are being achieved and students are progressing well academically. | |||
| Staffing: | |||
| Action Point: | DP to make inquiry with STA on part time job-share by teachers for a 1 year period. | DP | Action |
| Health and Safety: | |||
| Action Point: | Worn carpet joints in S Block to be taped pending full replacement. Quotes are being received. | DP | Action |
| Action Points: | SB advised that the sink in the classroom is partially blocked and requests that a plumber be arranged to clear the sink | DP | Action |
| SB advised that curtains in the classrooms are filthy and should consider having them cleaned over the Christmas break | DP | Action | |
| RC expressed concern over Seyclean sending an elderly handyman to attempt to clean school gutters without safety equipment or consideration. CP advised that there is a need for school management to convey risks to workmen prior to the commencement of work. | DP | Action
On-going |
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| Incident Summary | |||
| Action Point: | Summary of incidents that have occurred at the school during school hours to be included in the Principals report at the commencement of each term. | DP | Action |
| 5. ICT | |||
| Action Point: | Newera IT, a specialised IT company specialising in educational institution IT architecture, hardware and educational requirements has been asked to provide a concept plan, costs and recommendations. These will be shared with the Board soon. | DP | Action |
| Action Point: | DP would obtain quotes from a few IT support companies including from Lanworx for the day to day support of the school’s network. | DP | Action |
| Action Point: | DP to add update of school website to ICT strategy. DP advised that she has met with Callum Mcgonigle for an estimate cost for updating CPS website with a new design and look. The re-design will be using an open source web design software and could cost between $1k to $5k. | DP | Action |
| 6. PROPERTY | |||
| Action Points: | DP to contact David Monastra to confirm 2009 strategic plan is sufficient for the Board to access 50% of $350,000 MoE funding in year 1 of the cycle. | DP | Action |
| Action Point: | DP to follow up with David Monastra on his progress with the 5yr/10yr plan, including funding for toilets and identification of classrooms likely to be removed with any roll reduction in the future. | DP | Action |
| Action Point: | DP to discuss with David Monastra re extra funding from the Ministry re additional funding money available (top-up maintenance) as discussed at the seminar for toilets. If yield no result, should try directing request to Katrina Shanks. | DP | Action |
| Action Point: | DP to follow up with Gary to review the 1:15 space options. | DP | Action |
| Action Point: | WW to try to register with the BNZ’s “Close for Good” programme. Area to focus are sandpapering and painting the railing down to Domar Place and weeding. | WW | Action |
| 7. HOME AND SCHOOL ASSOCIATION | |||
| Action Point: | CP to attend the next H&SA meeting on 9 November 2009. CP to confirm that the fundraising budget remains at $15k and provide H&SA a wish-list for next year – laptops, camera pods | CP | Action |
| Action Point: | Staff appreciation lunch to be held on 3 December. KM to make arrangement for sweets for the lunch on BOT behalf. |
KM | Action |
| 8. FINANCE | |||
| Analysis of Accounts: | |||
| Moved: | “That the Treasurer’s report of 31 August 2009 was received and accepted. | RC/CH | Accepted |
| Payments: | |||
| Moved: | “That the cheques over $750 for August 2009 and minor variances against budget be approved.” No issues were raised. | WW/KM | Accepted |
| School Donations: | |||
| Action Point: | DP to send out reminders each month re- importance of donations to operation of the school | DP | On-going |
| 9. POLICY | |||
| Action Points: | Policy CD to be updated and provided to the Board | DP | Action |
| New school policy on climate/bullying is on the website for community comment. No comments received to date. | |||
| Roles and Responsibilities Policy for Boards of Trustees provided to BoT. No comments received to date. | |||
| 10. GENERAL BUSINESS | |||
| Moved: | “That the first day of term 1 of 2010 commences on Wednesday 3 February 2010.” | Agreed | |
| Action Point: | To prepare for the community evening, the next BOT meeting will commence at 7:00pm on 19 October. | BOT | Action |
| Action Point: | Finance Committee to meet on 30 November to discuss budgets and staffing for 2010. | Finance Committee | Action |
| Action Point: | Next student achievement data to be reported in the December BOT meeting | DP | Action |
| Moved: | “That Pi Patchett’s term as Acting Principal be extended until the Anne Lye commences her role as Principal” | KM/RC | Agreed |
| Strategic Plan survey | DP to make arrangements for the new curriculum (presenter from the Ministry) and school values to be presented to the parent community at the next community feedback meeting. DP advised that it may be more appropriate for school management and staff to prepare a presentation to the community at the 27 October meeting before having a presenter from the Ministry. |
DP | Deferred to 2010 |
| Action Point: | Organise community evening to share results of the Strategic Planning exercise for Tuesday 27 October (week 3 of Term 4) | DP | Action |
| Action Point: | Update Values based on Strategic planning consultation feedback | DP | Action |
| Action Point: | DP to prepare a briefing pack for Anne | DP | Action |
| Action Point: | Welcome planning DP to organise formal welcome ceremonies for 2010 – 1 for the children and 1 for parents. The children’s welcome will be brought forward to Term 4 |
DP | Action |
| Action Point: | Soccer field/neighbours DP to visit Margaret Stevenson-Wright regarding her continued issues and draft a letter to her. DP advised that she attempted to contact Margaret on several occasions without success. However, it was reported to the Board that the soccer post will be taken down before the end of the term for the summer. |
DP
DP |
Action
Action |
| Secretary for the next meeting | |||
There being no other business to discuss the meeting closed at 9.50 pm.
The next Board meeting is to be held at 7.00pm on Monday, 19 October 2009.
Approved and adopted as a true and correct record:
_______________ _____________
Chairperson