Board of Trustees Meeting Minutes 22 February 2010, 7.30pm at the school

1. ELECTION OF BOARD CHAIR

Moved:

“That Clare Helm be nominated as Board of Trustees Chairperson.” Accepted with thanks from the Board members.

WW/KM

Agreed

2. APOLOGIES AND NOTIFICATION OF GENERAL BUSINESS

Apologies from Jude Phillips

3. MINUTES OF PREVIOUS MEETING

Meeting on

14 December 2009

Moved:

“That minutes of the meeting held on 14 December 2009 be approved and adopted as a true and accurate record.”

WW/KM

Agreed

General

Action:

DP to prepare a briefing pack for Anne

DP

Done

Action:

Welcome planning - Anne

DP to organise formal welcome for 2010 & meet the teacher

DP

Done

“That the inwards correspondence is received and outwards correspondence be confirmed, as per the attached list and with the following amendments.”

INWARDS

15 February: Shelley Wilson - Request for extension of leave without pay for an additional term.

AL tabled the Principal’s Report to the Board of Trustees for the Month of February 2010.

“That the Principal’s Report be received and noted”

KM/RC

Agreed

Action

Ongoing

Action Ongoing

March 2010

3 yearly self review plan 2010 tabled. Each item is tabled once in a 3 year cycle, as a minimum. Staff present the report.

Agreed foci for 2010 are:

Term 2: Reporting

Term 3: Sport

Term 4: Gifted and Talented.

• Use the school newsletter to highlight the availability of the Annual Report.
• Summarise this year’s information for the school newsletter.
• Pull out ESOL results from overall results and report separately to monitor the impact of ESOL results on overall results.
• Add in median data to statistics in the next report.

ICT

Action:

Discussed the ICT Project Development Plan tabled by DP. Agreed on the need for a clear ICT strategic plan to underpin all ICT expenditure. Agreed that stage 5 should be brought forward.

DP

Action Ongoing

Feb 2010

Action:

ICT Committee to develop strategy, staff are undertaking a ‘needs analysis’.

Progress made:

• Considering ICT support from other providers at fixed cost. Lanworks will be provided with an opportunity to respond.
• Steven and Di are half way through looking at the strategy.have completed the ICT strategy.
• CompletingAn inventory of all ICT items in the school has been completed internally. Capability of hardware and cabling being undertaken with proposals for ICT support.by prospective..

ICT Committee

Action

Ongoing

Feb 2010

Action:

Explore the possibility of applying for an ICT professional development MoE contract for 2011.

AL

Action

Moved:

“A That a maintenance contract with NORCOM, for the school’s ICT, was presented is approved at $9,000 per annum covering 3 hours of maintenance for each term week at $75.00 per hour.”

• Kim Anne was waiting for proposals at this stage to put to the board in the form of a recommendation in March. We had not received enough information at this stage to approve the provider for our maintenance work. I don’t recall a motion being passed as above.A comparative quote was requested by the Board to be presented at the next meeting.

CP/CH

Agreed

Moved:

“That a budget for the ULearn conference in Christchurch be set for all costs (airfares, accommodation, conference fees, etc) at $10,000, based on $1,500 per person for 6 people. This is to come from the school’s Professional Development budget.”

AL/KM

Agreed

Action:

All network costs/proposed work is to be scoped out in more detail and costed. See the Information and Communication Technology Strategic Plan 2010 – 2012 tabled by AL.

NAG 3 PERSONNEL

Staffing

-

Moved:

“That Shelley Wilson’s request to extend her Leave Without Pay for one term (returning Term 3) be approved.” See letter dated 15 February 2010.

RC/CP

Agreed

Moved:

“Mei Chan’s request for 2 weeks’ Leave Without Pay from 19 to 30 April 2010 to be approved.”

WW/CP

Agreed

Unit Allocation

Action:

Discussed unit allocation for 2010. Allocation to be for implementing the national Standards.

DP to report plan for implementing the national Standards to the Board.

DP

Action Feb 2010

NAG 4 FINANCE (A)

Banked Staffing

Moved:

“That for 2010 all relievers be coded “TS” (Teacher Salaries), and that any consequential overuse will be charged to the cheapest salary and funded from the 2010 reliever budget/s and/or managed during pay period 23 – 26 of the 2011 school year.”

AL/RC

Agreed

NAG 4 PROPERTY (B)

1:15 funding

new entrant buildings

relocatable classrooms

Action:

Action:

Action:

The 1:15 funding was discussed.

DP to write to MOE regarding new entrant buildings The MoE advises that the new relocatables would go first with the new school opening.

Ask David Monastra to split costs previously supplied for a staged project.

Check the cost of the Whangaroko School New Entrant build.

DP

AL

AL

Done

Action

Action

Action:

Action:

DP to follow up with Gary to review the 1:15 space options

Talk to Gary on using the 1:15 money for a New Entrant block

DP

AL

Done

Action

Photocopiers

Moved:

“That the Office photocopier and the colour photocopier in the Library be updated, and that we accept and sign a new lease contract with Konica Minolta, at a cost of $1,044.80 per month.” This will generate a saving of $165 per month.

AL/WW

Agreed

NAG 5 HEALTH & SAFETY

NAG 6 LEGAL COMPLIANCE

Board of Trustee elections

Action:

Write the Board of Trustees newsletter. Include an advertisement for the up and coming BoT elections.

CH

Action

Moved:

“That Sarah Brown completes the Board minutes at future BoT meetings on a trial basis.”

AL/KM

Agreed

6. PROPERTY

See Principal’s report above.

7. HOME AND SCHOOL ASSOCIATION

Action:

DP SB? to attend next meeting on 8 March.

DP SB?

Action

8. FINANCE

Moved:

“That the variances against budget were discussed. No issues were raised.”

WW/CP

Agreed

Moved:

“That the payments over $750 for December 2009 be approved.”

WW/RC

Agreed

Moved:

“That the Credit Card policy be approved.”

DP/CP

Agreed

9. POLICY

The following policies are under review:

Classroom placement

Suncare

Keeping ourselves safe

Gifted and Talented

Policy Committee

Action Ongoing

Action:

Gifted and Talented policy to be circulated to the Board for approval at the next meeting.

DP

Action

Policy CD to be updated and provided to BoT

DP

Action Ongoing

Action:

Set next Policy Committee meeting

DP

Action

10. GENERAL BUSINESS

New School

Add ‘New School’ to agenda for each BoT meeting

DP

Done

• BoT meeting with new school’s Establishment Board (Amesbury Board), 10 March 7 – 8 pm
• 17 March CPCA AGM
• 24 March 7.30pm Churton Park School Hall: Amesbury Board holding a community meeting on the school’s vision and values

National standards

School Trustees’ Assn letter received regarding BoT’s legal obligations with regards to National Standards.

Timeline to be circulated.

Homework

Feedback from parents that the Year 5/6 homework is identical to last year’s. SB explained that the first set of homework is only intended to be an ice breaker and subsequent homework will be different.

Bike and scooter racks

Action:

In response to Alison Pask’s letter, look at location of racks/ parking arrangements for scooters.

Children are to be encouraged to bring chains/security locks to secure their bikes.

Teachers are to remind children to park their scooters in safe places where others will not fall over them.

Note, the bike rack has been moved to behind Room 19.

DP

Action

Annual calendar of major school events

Annual events such as school camps, school swimming programmes and inter-school events such as swimming and cross-country should be presented to parents at the beginning of the school year. This will assist working parents in planning their commitments as well as enhance the school’s communication with its community.

To be discussed with staff in conjunction with discussions on communications and school newsletters.

AL

Action

Secretary for the next meeting

Sarah Brown