botminutes27oct2009.aspx

PRESENT:

BoT Members:

Clare Helm (CH) Chair

Di Patchett (DP), Wendy Welsh (WW), Ronnie Chang (RC)

Also attending:

Sarah Brown (SB) – Staff voice, Jude Phillips (JP) – Assistant Principal

APOLOGIES:

Craig Plim (CP),

1. NOTIFICATION OF GENERAL BUSINESS
	ICT Board Election date 2010
2. MINUTES OF PREVIOUS MEETING
Meeting on 21 September 2009
Moved:	“That minutes of the meeting held on 21 September 2009 be approved and adopted as a true and accurate record noting some minor changes to be amended and updated by Adrienne”.	WW/CH	Agreed
From previous minutes:
Action Points:	ICT Committee to develop strategy. Staff are undertaking needs analysis. Progress made: Considering ICT support from other providers at a fixed cost. Lanworks will be provided with an opportunity to respond. Steven and Di are half way through looking at the strategic plan Completing an inventory of all ICT items in the school.	ICT Committee	Action ONGOING

Policy Action Point:	Policy reviews in progress: Gifted and talented – this will be tabled in term 4 before the programme is put in place.	Policy Committee	Action
H&SA	SB to attend the next H&SA meeting on 14 September 09	SB	Done
Staffing	DP to make inquiry with STA on part time job-share by teachers for a 1 year period.	DP	Done
Health & Safety Action Point:	Worn carpet joints in S Block to be taped pending full replacement. Quotes are being received.	DP	Action
Action Point:	SB advised that the sink in the classroom is partially blocked and requests that a plumber be arranged to clear the sink	DP	Action
Action Point:	SB advised that curtains in the classrooms are filthy and should consider having them cleaned over the Christmas break. Sarah volunteered to do it herself.	SB	Action
Action Point:	The gutters have still not been cleaned properly. DP to arrange someone to do it.	DP	Action
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	Done
ICT Action Point:	Discussions re ICT Strategy are continuing with Newera IT.	DP	Action
Action Point:	DP would obtain quotes from a few IT support companies for the day to day support of the school’s network. Newera IT’s hourly rate is 20% less than our current provider.	DP	On going
Action Point:	DP to add update of school website to ICT strategy.	DP	Done
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. (Note we are in year 5 of 10 year plan)	DP	Done
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	Done

Action Point:	DP and CP to meet with David Monastra to discuss property budget.	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. Application accepted. Five workers coming on Nov 4.	WW	Done
H&SA 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
Policy Action Points:	Policy CD to be updated and provided to the Board	DP	Action
Action Point:	Organise community evening to share results of the Strategic Planning exercise for Tuesday 27 October (week 3 of Term 4). Deferred until further notice.	DP	Action
Action Point:	To prepare for the community evening, the next BOT meeting will commence at 7:00pm on 19 October.	BOT	Done
Action Point:	Finance Committee to meet on 9 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
Action Point:	Update Values based on Strategic planning consultation feedback	DP	Done
Action Point:	DP to prepare a briefing pack for Anne	DP	On going
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	On going
Action Point:	Soccer field/neighbours DP to visit Margaret Stevenson-Wright regarding her continued issues and draft a letter to her. The soccer post will be taken down before the end of the term for the summer.	DP DP	Done Action
3. CORRESPONDENCE
Moved:	”That the inwards correspondence be received and outwards correspondence be confirmed, as per the attached list.”	RC/WW	Agreed
4. PRINCIPAL’S REPORT
4.1	DP tabled the principal’s report to the Board of Trustees for the month of October 2009. “That the Principal’s Report be received and noted.”	RC/WW	Accepted
Action Point:	The Board discussed the request from Encore Music to use 8 classrooms for a Saturday music programme. DP is to advise Leah F of $40 per day per classroom.	DP	Action
6. PROPERTY Action Point:	The 1:15 funding was discussed. We are entitled to 2 spaces at $108,000 each = $216,000. We also have $314,000 of our 5 year property money remaining, so have a total of $530,000 available for capital works. The Board discussed the possibility of redeveloping the New Entrant area, but require clarification from MoE on the impact of the Amesbury Drive school, and it’s possible start date. DP agreed to write to MoE for an update.	DP	Action
Action Point:	The roof in S Block is still leaking. New carpet cannot be laid until the leak is fixed. DP to get roof fixed asap.	DP	Action
Action Point:	DP has two carpet quotes but they are not directly comparable. More quotes are to be obtained by DP, including one from the firm that laid the carpet in J Block. The intention is to lay the carpet in S Block and the Library over Xmas holidays.	DP	Action
7. HOME AND SCHOOL ASSOCIATION
	DP agreed to distribute the minutes of the last H&SA meeting.	DP	Action
	CP to attend the next H&SA meeting on 9 Nov. (CH, WW, RC and DP will be at Finance Cmtee meeting that night.)	CP	Action
8. FINANCE
Analysis of Accounts:
Moved:	“That the Treasurer’s report of 30 September 2009 was received and accepted.	CH/RC	Accepted
	Our Operating Grant for 2010 is $7,000 more than we received in 2009, however it now includes $6,600 which has to be spent on sport.
Payments:
Moved:	“That the cheques over $750 for September 2009 and minor variances against budget be approved.” No issues were raised.	CH/RC	Accepted
Action Point:	DP to review Seyclean contract to see when it expires.	DP	Action
School Donations:
	The level of school donations is to be discussed at the upcoming Finance Cmtee meeting. Discussed the option of sending invoices to every family at the start of the year, but no decision reached yet.
Action Point:	DP to review our standard request for donations to make it clearer on what the funds are used for. send out reminders each month re- importance of donations to operation of the school	DP	Action
Action Point:	DP to send out personal reminders to families who have not paid (or fully paid) their donations.	DP	Action
9. POLICY
	The following policies are under review: Classroom placement Suncare Keeping ourselves safe Gifted and Talented.
Action Point:	DP to check on status of tabled and reviewed policies. A CD of policies is to be provided to Board members at the end of the year.	DP	Action
10. GENERAL BUSINESS
Moved:	“That Peter Bemrose be appointed as returning officer for the 2010 Board Election.”	CH/WW	Agreed
Moved:	“That the Board Election be held on 7 May 2010.”	CH/WW	Agreed
Moved:	“That the Board accept Rose Scheyven’s application for leave without pay for one year.”	CH/RC	Agreed
	Anne Lye will be visiting the school on 2 & 3 Nov, and 3 & 4 Dec. The Board might meet for dinner with her on 3 or 4 Dec.
Strategic Plan survey	CH and DP to meet and determine a timeline for completion of the strategic plan.	DP/CH	Action
ICT Action Point:	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 to advise Lanworx of the competitive quotes we have received and request a reduction in the hourly rate charged for support.	DP	Action
Action Point:	Discussed the need for independent review of ICT strategy and expenditure by an ICT professional. Board members are to suggest names of parents who could be approached to assist on the ICT committee.	All	Action
Secretary for the next meeting	CP

There being no other business to discuss the meeting closed at 10.25 pm.

The next Board meeting is to be held at 7.30pm on Monday, 23 November 2009. The final meeting of the year will be on Monday 14 December.

Approved and adopted as a true and correct record:

_______________ _________________

Chairperson Date

Board of Trustees Meeting Minutes - 27 October 2009, 7.30pm at the school