Minutes
Minutes of Papatoetoe Intermediate School Board of Trustees meeting held
Monday 26th March 2012 at 5.00pm
- 1. Welcome
Selina welcomed everybody then spoke of the Board on strategic focus. The Board need to be aware of their Strategic Plan and that the majority of the Board’s discussion should be around that. Meetings need to be more strategically focused. Contemplative discussion:
What questions do we need to ask? More what, when, who questions. More focused questions, more “where to” questions. Board to be more critical in their data analysis. Are we making sure that all curriculum areas are covered? Do we need to be more in tune with the new RTLB side of things since we are now a Lead School? Meetings need to be run more in the “pyramid” format. Don’t get too bogged down with management issues and deal more with governance issues.
- 2. Meeting Protocol
2.1 Present: Selina Groube, Brian Hinchco, Hari Singh, Ingrid Otene, DJ Korewha, Sharon Lindesay, Howard Wynyard (Learning Leader), Wendy Steedman (Board Secretary)
2.2 Apologies: Nil received
Selina to get in touch with Trevor Earley to make him aware of the rules of being a Board member not attending for 3 consecutive meetings and ask him what his intentions are. Wendy to look into the regulations regarding bi-elections.
2.3 Declarations of Interest: Nil
- 3. Strategic Decisions
3.1 Action Sheet: Board would like to receive a year planner for the timetabling of strategic reports they want to see and when they want to see them. All Board members would have this calendar. Board all happy with this. Next Board book will have a monthly schedule in it.
3.2 Enrolment Policy: Nil
3.3 Review Plan: Discussion of what the Board would like in their 2012 Annual Development Plan. Three goals were decided on: Ensure there is a regular reporting cycle to the BoT, Monitor that the ERO recommendations are being addressed and hold a meeting of all Cluster BoT members.
Questions to Selina to take to her meeting with the Minister of Education. Selina and Hari are both attending this meeting with the Minister.
- 4. Strategic Discussions
4.1 Strategic Goal: Ministry thanked the Board for their Charter. The Minister asked if we could create a Year 7 target group and report back using collected data in next year’s Annual Report. Brian tabled a report on current interventions taking place at the moment for underperforming students.
4.2 Personnel: We have now received the updated staffing entitlement showing all previous outstanding teacher entitlements. It seems to be up to date now.
4.3 Variance Report: Nil
4.4 Key Performance Indicators: Nil
- 5. Monitoring
5.1 Finance Report:
Annual report has been prepared and couriered to the Auditors by the deadline of 31st March. At the May meeting the Board may see the final audited accounts. The auditors will visit the school on 16th and 17th April and there may be some last minute adjustments and therefore a delay in getting the accounts back to the Board. The Auditors are aware of the end of May deadline to get accounts to the Ministry but if the Board don’t have these for the May meeting they will ask the Ministry for an extension due to the delay from the Auditors.
Recommendations:
- a) That cheque numbers 599445 – 599473 being February prompt payments and totalling $25,166.64 be approved for payment.
- b) That cheque numbers 21156 – 21157 being cheque portion of February creditors and totalling $793.00 be approved for payment.
- c) That the balance of February creditors paid by direct credit and totalling $65,500.27 be approved for payment.
- d) That the finance reports for February as tabled be approved.
Moved that the above recommendations be accepted. Singh/Otene Agreed
There are two alterations to the budget:
- Study Centre $12,000 income from Ministry – contra with same amount of expense
- ALL $5,800 income from Ministry – contra with same amount of expense
Moved that the additions to the budget be accepted. Lindesay/Korewha Agreed
Full finance reports for February and March will be in next April Board book.
5.2 Curriculum Report: Nil
5.3 Friends of the School: Interim report from Fun Run income raised $3,018 for sponsorship to date. More still to come in.
5.4 Property Report: Mt Richmond renovation might not go ahead due to incorrect figures given to Brian from Mt Richmond due to a dropping roll.
New report included in Board book is the Property report.
Library renovation starting 2nd April. Re-roofing starting next week.
5.5 Policies: Safety Committee Action Plan introduced. Draft Appraisal and Attestation Procedure included for reading.
- 6. Meeting Administration
6.1 Inwards/Outwards Correspondence: Moved that the inwards be accepted and the outwards approved. Lindesay/Otene Agreed
6.2 Minutes of previous meeting: Moved that these be accepted as a true and correct record. Groube/Korewha Agreed
6.3 Matters Arising: Nil
7 General Business
7.1 NZSTA Conference 2012 - Selina reported that this will take place in Wellington this year on 13 – 15 July. She asked if anyone from the Board was interested in attending. DJ and Ingrid both indicated that they would be interested. Selina is going again and the Regional Executive would be paying for all her expenses this year. The Regional Executive was also offering sponsorship again this year. Selina will make enquiries and let DJ and Ingrid know. Please confirm attendance with Wendy as soon as possible so we can take advantage of the early bird registration and early bird specials for flights.
Meeting closed at 7.00pm
________________________________ ___________________________
Chairperson Date
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 31st JANUARY 2012
1. Welcome
Selina welcomed the Board back for the new year. School/community Memorial Service for Margie next Thursday (9th February) at 2.30pm.
2. Meeting Protocol
2.1 Present: Selina Groube, Ingrid Otene, DJ Korewha, Sharon Lindesay, Brian Hinchco, Gillian Lolesi (Learning Leader), Wendy Steedman (Board Secretary)
2.2 Apologies: Nil received
2.3 Declaration of Interests: Nil
3. Strategic Decisions
3.1 Action Sheet: Nil
3.2 Enrolment Policy: Nil
3.3 Review Plan: This was reviewed by the Board. Gillian reported on the Maori Action Plan that the Maori sub-committee met to decide on. This will be typed up and included in with the Charter and sent to the Ministry of Education 1st February.
Ingrid suggested that syndicates and their families go and stay at a marae for a weekend to begin their journey in learning of the maori culture.
Moved that the Maori Action Plan as laid out on the whiteboard be accepted.
Otene/Groube Agreed
Moved that the Charter for 2012 as tabled (with the Maori Action Plan included) be adopted. Hinchco/Korewha Agreed
4. Strategic Discussions
4.1 Principals Annual Plan: Nil
4.2 Personnel: Three new staff have been employed for this year: Makere Tihore, Permanent full time classroom teacher, Specialist in Maori; Nicola Talbot, Experienced Scale A teacher, fixed term for 2012, and Lyle Pillay, beginning teacher, fixed term for 2012. The extra teacher was appointed for roll growth. We also have four student teachers with us, off and on for 2012.
4.3 Variance Reports: Nil
4.4 Key performance indicators: Nil
5. Monitoring
5.1 Finance Report: No report this month. Finance reports for December still being worked on.
5.2 Curriculum Report: Nil
5.3 Friends of the School Report: Nil
5.4 Property Report: Brian reported on the work that was undertaken over the Christmas holidays.
Brian then reported on his meeting with our Property Officer from the Ministry of Education, David Major, and several scenarios were discussed.
a) Mt Richmond roll will grow next year so they would like to take over R31. The Ministry have agreed to pay for the upgrade of the outside of Rooms 31 – 33. They will remove the Puriri tree and fir tree by Room 33, thereby enabling them to extend the car park and turn around area for taxi drop offs and collections, they will lift the toilet block and upgrade this on the field by Room 33. The Board would need to pay for the upgrade of the inside of these classrooms. If the Board agree to do this we would then loose R31 off our classroom entitlement which bodes well for the future for when our roll increases dramatically in 2014.
b) Currently we have 41 teaching spaces. The Ministry would like to remove Room 26 from site (and we would then move that class to room 28). It would mean that we would lose any spare teaching spaces we have but as with R31, if we can prove to the Ministry that our roll will increase they will build us a new 10 classroom 2 storey block, and then take away the prefabs 27 – 30.
Decisions:
Moved that the Board approve the hand over of Room 31 to Mt Richmond and that the Board write to the Ministry of Education stating they are happy to do this. The Board agree to the undertaking of refurbishing the insides of Rooms 31 – 33.
Otene/Lindesay Agreed
Moved that the Board approve the relinquishment of Room 26 to the Ministry.
Hinchco/Groube Agreed
Meeting closed 6.50pm
Next meeting 27th February 2012.
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 12TH DECEMBER 2011
1. Welcome
Selina welcomed everyone to the last meeting of the year and thanked everyone for their efforts this year. A warm welcome to Gillian Lolesi, Learning Leader representative.
2. Meeting Protocol
2.1 Present: Selina Groube, Ingrid Otene, DJ Korewha, Sharon Lindesay, Brian Hinchco, Wendy Steedman (Board secretary), Gillian Lolesi (Learning Leader)
2.2 Apologies: Hari Singh, Trevor Earley
Moved that the apologies be accepted. Groube/Otene Agreed
2.3 Declaration of interests: Nil
3. Strategic Decisions
3.1 Action sheet: Nil
3.2 Enrolment Policy: Nil
3.3 Review Plan: Completed second stage of Charter was presented to the Board (Annual Action Plan) The third stage (Strategic) will be presented in January.
4. Strategic Discussions (Principal’s Report)
4.1 Strategic Goal: Principal’s Appraisal was discussed. Get together early next year with Performance Goals. Board will go through review process for Principal appraisals. Maybe get Chris France in next year to give the Board some ideas.
4.2 Personnel: Mrs Merrin Brown has turned down the offer of appointment. Brian has spoken with her and she knows some other beginning teachers who would be available for an interview. Brian will contact Merrin again for names.
4.3 Variance report: Nil
4.4 Key performance indicators: Nil
5. Monitoring
5.1 Finance report: Nil
Three of our classrooms trialled Wellbeing @School and the report is included in the Board book.
ESOL report included in Board book. National Standards data handed out and Brian explained the numbers to the Board.
Annual Curriculum Report handed out to Board members. Next year Brian to take the Board through some training on the National Standards scales. Board should be asking 4 or 5 specific questions to ask the Curriculum leaders when they come to the Board meeting to present their annual report. This will also help to speed up the time allocated to this part of the meeting. The Board members need to start thinking about the 4 or 5 questions they will ask.
Meeting of Maori committee – Selina will get back to DJ and Sharon re a meeting day and time and then notify Gillian, Rilo, Margie and Howard.
5.3 Friends of the School: Nil
6. Meeting Administration
6.1 Inwards/Outwards Correspondence: Moved that the inwards be accepted and the outwards approved. Groube/Hinchco Agreed
6.2 Minutes of previous meeting: Ingrid reported that her apologies were not minuted in the minutes of 28th November. Wendy to include her apologies before sending out to be displayed. Moved that the minutes of the previous meeting be approved subject to the addition of Ingrid’s apologies. Korewha/Groube Agreed
6.3 General Business:
The Board has given Jeff Curham authority to check all electrical appliances in the school , test and tag them. Visual is done first and then tagged. If the appliance is suspect then it is tested.
Meeting closed 6.20pm
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 28 NOVEMBER 2011 AT 5.00PM
Present: Selina Groube, Brian Hinchco, Hari Singh, DJ Korewha, Sharon Lindesay, Wendy Steedman (Board Secretary)
In attendance: Howard Wynyard (Learning Leader and presentation of Maori Curriculum report)
Mike Wade (Presentation of SENCO role )
1. Welcome
The Board welcomed Howard and Mike.
Mike Wade presented the SENCO Overview report for 2011. He covered what the SENCO job
entailed regarding Special Needs students and Gifted and Talented students. Graphs were
presented on the performance of students who are on the Lexia and LASS programmes for writing
and reading and their progress. Mike also gave his verbal report on the future of Gifted and
Talented children at Papatoetoe Intermediate School. Board would like to see the SENCO report
delivered annually. Year 7’s and 8’s identified earlier now so programmes can be put in place early
next year.
Howard presented his Maori Curriculum report. Apologies from Margie Le Grice – Maori co-
ordinator. Survey results handed out but not pertinent as only 17 teachers were surveyed so not a
good overview on the whole staff.
Achievement data for Maori students for 2011 tabled. Y8 Maori students – too many have dropped
a level. Need to look at what the school is doing as well as Community Liaison officer working with
families. Need to ask why they have dropped from Y7 to Y8. Maori Committee need to meet more
regularly – once a month. DJ mentioned that the Maori Committee should be working under a
Terms of Reference. Next year’s first meeting – would like to see Targets and Goals set and an
Action Plan. Meeting in last week of January to be confirmed by Margie Le Grice – Unit Holder.
Maybe a need for more staff on committee.
2. Meeting Protocol
2.1 Present: Selina Groube, Brian Hinchco, Hari Singh, DJ Korewha, Sharon Lindesay, Wendy Steedman (Board Secretary)
2.2 Apologies: Ingrid Otene
Moved that the apologies be accepted. Korewha/Groube Agreed
2.3 Declaration of interests: Nil
3. Strategic decisions
3.1 Action sheet: Taken as read
3.2 Enrolment Policy: Nil
3.3 Review Plan: Polices for review and acceptance included in Board book.
Moved that the following policies be adopted.
Copyright Policy, Appraisal & Attestation Policy, Papatoetoe Intermediate School Procurement Policy. Korewha/Lindesay Agreed
4. Strategic discussions:
4.1 Strategic Goal: Brian looking at joining the Language Centre support workers up with the General support workers to have one group only working with the students from 2013. There will be union issues. Step 1 will be working through the process with the union. Hari suggested changing the name from Language Support Centre to Language Advancement Centre to give a more positive slant on the Centre.
Board’s Code of Conduct presented to the Board. Tabled for further reading for approval in 2012.
4.2 Personnel: Brian presented the staffing for 2012.
Permanent Scale A teacher was awarded to Shareen Gounder. 2 Fixed term position for 2012 were awarded – 1 to Mr Avichal Raj and 1 to Mrs Merrin Brown who is fluent in Te Reo Maori. Both Year 1 teachers. Stephanie Barnett will be her Tutor teacher.
Principal has the delegated role of the appointment of teachers. Our Board’s responsibility for appointments is for appointing Principals and teachers with 2 or more teaching units.
Brian reported on the new RTLB cluster format. Ministry approached Brian to ask if Papatoetoe Intermediate School would be lead school for the Papatoetoe/Otara cluster. We are cluster 10. The Board needed to sign the agreement/contract with the Ministry. Hari brought up the conflict of the Board being the employing school with the Board having to sign the agreement whereas the Principal is the Managing Delegate of staff and therefore this should have nothing to do with the governance role of the Board. Brian will write to Ministry stating the Board’s feeling. Selina will bring it up at the next STA regional meeting.
4.5 Draft Charter: Draft School Charter handed out. Next update of the Charter will be presented at the December meeting with the final copy of the charter presented at the January meeting.
Board agreed to extend the meeting time to 7.30pm
5. Monitoring:
5.1 Finance: All spending has virtually stopped. Only health and safety spending occurring now and there will be sydicate spending in December.
Recommendations:
1. That cheque numbers 599358 -599369 being October prompt payments and totalling $4738.76 be passed for payment.
2. That cheque numbers 21144 – 21146 being cheque portion of October creditors and totalling $11021.41 be passed for payment.
3. That the balance of October creditors paid by direct credit and totalling $19385.79 be passed for payment.
4. That the finance reports for October be approved.
Moved that the above recommendations be approved. Korewha/Lindesay Agreed
Telephones – This new system with VOIP is up and running at long last. It is our intention to have the costs incurred by Fastcom and Telesmart in getting our system up and running written off.
5.2 Curriculum Report: No report
5.3 Friends of the School: No report
6. Meeting administration:
6.1 Inwards/outwards correspondence: Moved that the inwards accepted and outwards approved. Singh/Groube Agreed
6.2 Minutes of previous meeting: Moved that these be accepted as a true and correct record. Groube/Singh Agreed
6.3 Matters Arising: Nil
7. Meeting closure:
Next meeting Monday 12th December at 5.00pm for a short meeting before Prizegiving.
Moved that the Board go in to Committee to discuss the health of a staff member.
Hinchco/Lindesay Agreed
Moved that the Board come out of Committee. Groube/Hinchco Agreed
Meeting closed at 7.50pm
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 31 OCTOBER 2011 AT 5.00PM
Present: Brian Hinchco, Ingrid Otene, Selina Groube, Hari Singh, Trevor Earley, DJ Korewha, Sharon Lindesay, Wendy Steedman
In attendance: Gillian Lolesi (Learning Leader), Kobus Van Schalkwyk (Teacher in Charge of Technology).
The Board welcomed Rosita Ivoghlian (School Counsellor) to report on her Teachers Matter
Conference she attended in Australia in January this year. The two workshops she attended were
Activating Brains and Tackling Difficult Conversations.
School Charter for 2012
Brian reported that the Board has not had any feed back from any community group when we have advertised that the charter is available at the school office for reading.
Community and School Consultation – Brian suggested some key questions in our Newsletter asking them for feedback. Hari suggested keeping the questions simple with a yes/no answer tick box method. Board agreed.
There will be a need for a meeting late January for a final approval of the Charter and then it can be submitted to the Ministy of Education on 1st February 2012.
Hari suggested getting Leaders of different ethnic groups in to let them know what we are doing and ask for their feedback.
Discussion on the Mission Statement....”Raising Student achievement through: quality teaching and learning, adolescent pedagogy, positive behaviour and digital technology”
Ingrid would like to see “Pride” added to the list of PIS Curriculum Virtues. Brian and Gillian will take this back to the staff for their ratification.
Hari suggested changing the word “Raising” to “Ensuring”. The Board liked that and were keen on
the change.
Discussion on the word “Values” and “Virtues”. The Board decided on keeping the concept of
Virtues.
Strategic Aims-
If the Board want to be part of the Papatoetoe Schools Learning Network then it must be one of our Strategic Aims. Papatoetoe Schools Learning Network is a scheme of Papatoetoe schools working collectively together for teacher development with funding from the Ministry providing it
meets with National Standards.
AIM 1 Quality Teaching & Learning: To raise the capability of all teachers in the three core curriculum areas of reading, writing and numeracy through the Papatoetoe Schools Learning Network.
AIM 2 Positive Behaviour for Learning
AIM 3 Curriculum Learning Development – (e) learning, Digital, National Standards
AIM 4 Bi-cultural/Multicultural School – community engagement
AIM 5 Modern Learning Environment
Selina expressed her deep concern at the lack of progress that is being made by raising Maori
student achievement in the school. The members of the Maori sub-committee explained that there
were obstacles to advancement. The Board would like to see the two staff members who are on
that committee to ask them these questions. The Board would like to see copies of all Maori
subcommittee meeting minutes and the Action Plan for the Management Unit.
Three year goals
AIM 1 QUALITY TEACHING & LEARNING
2012 Mathematics
2013 Te Reo Maori
2014
AIM 2 PB4L
2012 Tier 2
2013 Tier 3
2014
AIM 3 CURRICULUM DEVELOPMENT
2012 Key Competencies
2013 Review through the Maori lens
2014
AIM 4 BI-CULTURAL SCHOOL
The Maori sub committee to meet to come up with the three year goals
AIM 5 MODERN LEARNING ENVIRONMENT
2012 IT Suite, Signage, Digital, Leaky Buildings upgrade
2013 Classroom Environment
2014 Upgrade Technology Suites
Annual Plan Format
The Board agreed to keep with the current format.
Discussion on which 3 year Annual Plan the Board would like included in their Charter. Keep all the
reports as we have done in the past but add the three years across the top so you can see at a glance what the Strategic Aims are for each year.
Board approved the current Action Plans currently in the Annual Plan. The Board approved the
formation of a Pacifika committee to write the Pacifika Education Plan for 2012.
Te Reo Maori Action Plan will come to the Board quarterly.
Minutes of last month’s meeting:
Moved that these be accepted as a true and correct record. Otene/Groube Agreed
Finance Report:
Recommendations:
1. That cheque numbers 599345 – 599357 being September prompt payments and totalling $3198.44 be passed for payment.
2. That cheque numbers 21141 – 21143 being the cheque portion of September creditors and totalling $625.46 be passed for payment.
3. That the balance of September creditors paid by direct credit and totalling $38,219.53 be passed for payment.
4. That the finance reports for September be approved.
Moved that the above recommendations be accepted. Singh/Hinchco Agreed
5. That the Board approve the sale of the Portacom to reduce the footprint of the school property for 2012. The money to be used to put pavers down and seats under the horizontal elms. Groube/Earley Agreed
6. That the Board approve the Principal apply to Trusts for funding for refurbishment of a Dance/Drama costume room. Hinchco/Groube Agreed
Moved that the Board go in to Committee to discuss the Principal’s appraisal process.
Groube/Korewha Agreed
Moved that the Board come out of Committee. Groube/Otene Agreed
Meeting closed at 8.50pm
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD TUESDAY 27 SEPTEMBER 2011
1. Welcome
Welcome to Graham Henriksen – NZSTA.
Selina now a member of Trustees Regional Executive. Process of getting out and talking to other Boards, merely to get an understanding of how the Board’s operate. Focus – looking into Auckland region, interact with 12 – 15 sector groups across all areas of education. Issues are put before Regional Executive before going to the National Council. Action directed to National Board. Able to see what good things are happening with Boards.
Newsletter once a term – NB last National Council meeting end of October. November 19th – strategic planning – what we want to happen in the Auckland region. Monday 31st October Lorraine Kerr visiting, possibly clusters of Boards. Suggest we put together a cluster of Boards for her to meet with – suggest we host Lorraine Kerr with our Board cluster.
Auckland plan – a forum in May to provide some strategic plan for Len Brown – Statement of Expectation around education for Auckland – Boards able to make submissions.
Why is Professional Development so important for Board members? To understand the dynamics of a Board – how do Board’s operate? To understand that if Boards don’t get PD how can they assist teachers in the school? PD is essential for Boards.
2. Meeting Protocol
2.1 Present: Ingrid Otene, DJ Korewha, Selina Groube, Sharon Lindesay, Brian Hinchco, Howard Wynyard
2.2 Apologies/absent: Hari Singh, Trevor Earley, Wendy Steedman
Moved that the apologies be accepted. Groube/Lindesay
Agreed
2.3 Declaration of Interest: Nil
3. Strategic Decisions
3.1 Action sheet: Strategic Development Action Plan. Ingrid commented on Kapahaka Performance at Papatoetoe North School. DJ – copy of Working with Maori Students (Ka Hikitia)
3.2 Enrolment Policy: 92 out of zone enrolments. In zone about 300. A possible 386 Year 7 for 2012.
3.3 Review Plan: Moved that the Board of Trustees Policies – used to be called Miscellaneous – name to be changed. Korewha/Groube
Agreed
Charter – current Charter needs rewriting. Three strategic aims delivered over three years. Aims and Objectives need writing first. Sharon suggested a 3 person sub committee meet to write Aims and Objectives – to be done by end of November. Each section to be showed at Board meetings. Brian to be the fourth member. Kobus and Gillian to be observers. Selina to email all Board members re proposals. Need to begin as soon as possible. Brian suggested that the first sessiontake place at the next Board meeting. Prior to the meeting a discussion paper needs to be prepared – set guidelines (October 31st possible dinner meeting). Gillian and Kobus to be included.
4. Strategic discussions (Principal’s report)
4.1 Strategic Goal: Brian shared the Pivot table of asTTle results for Reading Comprehension. DJ – when students are enrolled with two or more ethnicities the first ethnicity informs e-tap. asTTle writing results – OTJ’s first moderation now working through second moderation. Numeracy Pivot tables available for November meeting.
4.2 Personnel: Staff invited to read on Teacher’s Drive and report back to Sharon – none did. Moved that Personnel Policies be ratified. Hinchco/Lindesay
Agreed
4.3 Variance Report: Report on PB4L in programme for year. Last year’s audit 44%, end of year 1, review now at 92.9% - eligible now to do tier 2 training.
Big Picture presentation – staff invited to feed back about any issues. Detailed in Principal’s report. This will inform our Charter writing. Email DJ and she will get a Tongan translation for the report letter (Barb)
5. Monitoring
5.1 Finance:
Recommendations:
1. That cheques 599317 – 599344 being August prompt payments and totalling $14,209.09 be approved for payment.
2. That cheques 21138 – 21140 being the cheque portion of August creditors and totalling $664.35 be passed for payment.
3. That the balance of August creditors paid by direct credit and totalling $29,264.21 be passed for payment.
4. That the finance reports for August be accepted.
Moved that the finance committee recommendations be accepted.
Hinchco/Korewha Agreed
5.2 Curriculum Report: Nil
5.3 Friends of the School: Presently running a raffle. Has $4,000 currently in account. Raffle will bring in $5,000. $7,000 needed for shade cloth over Library courtyard.
6. Meeting Administration
6.1 Inwards/Outwards Correspondence: Library upgrade – delayed because tenders not back until 5 October. Moved that inwards be acccepte and outwards approved.
Otene/Hinchco Agreed
6.2 Minutes of previous meeting:
Under “Welcome” One page report on Charter included in Board book each month not correct – this needs to be removed – delete the sentence “Board wanted to see a one page Charter in the Board book each month alongside the Strategic Goals report.”
Moved that the minutes of last meeting with the deletion as above be approved.
Otene/Lindesay Agreed
6.3 Matters Arising:
Meetings will resume back to Mondays as from next month’s meeting. Cost of accommodation for Chairperson to attend conferences was raised at last BoT meeting. Selina explained her reasons for staying at the Conference. Need for Trustees to feel comfortable about accommodation at Conferences. There is nothing in the Policies to cover this. Board has to come up with an agreed way of paying for Conferences. What do we as a Board agree or disagree to.
DJ asked whether or not a letter is going home re payment for their students who are out of zone and moving from Y7 to Y8. Letter to be sent.
7.0 Meeting closure
Meeting closed at 7.02pm
Next meeting 31st October.
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 2 AUGUST 2011 AT 5.00PM
1. Selina welcomed the Board and a special welcome to Brian after his term long Sabbatical. Also a special welcome to Gillian Lolesi, present in her capacity as Learning Leader, but also there to present her report from the ASCD Conference in San Francisco and the PB4L review.
Gillian thanked the Board for allowing her to go on this Conference and thoroughly went through her 3 days at the Conference. She was enthusiastic and energised by the things she learnt over there and was keen to put things into practice at Papatoetoe Intermediate School.
She then presented the PB4L Review for 2010/2011 (T1 & 2). Things were going along very nicely.
2. Meeting Protocol
2.1 Present: Seline Groube, Trevor Earley, Deborah Korewha, Ingrid Otene, Brian Hinchco, Wendy Steedman (Board Secretary)
2.2 Apologies/Absent: Sharon Lindesay, Hari Singh
Moved that the apologies be accepted. Otene/Groube Agreed
2.3 Declaration of Interest: Nil
3. Strategic Decisions
3.1 Strategic Goal: Report taken as read. Social Committee Policy needs to be a Procedure. Wendy will go back to the Social Committee and get them to write up their list of procedures and the same will go for the Staff Gift Fund and the WISH team. All these procedures will form a whole.
3.2 Personnel: Robert Dil left us at the end of Term 2. He will not be replaced this year. He has won a position in China at an International School. Confirmed staffing report from MoE included. Staff absences report for June included.
3.3 Variance Report: Roll return report taken as read
3.4 Key Performance Indicators: Report on the development of Samoan Class. Brian presented the Action Plan for 2011. Decision needed for go ahead for next year. A trial of 25 students is going ahead this year. Sione Falefata will take these students for Maths in the Samoan language. MoE approved the assessment criteria. Students selected were those whose parents turned up at all FONO meetings.
4. Monitoring
4.1 Finance Report:
Recommendations:
1. That cheque numbers 599228 – 599237 being June prompt payments and totalling $1971.60 be approved.
2. That cheque numbers 21125 – 21132 being the cheque portion of June creditors and totalling $3073.33 be approved for payment.
3. That the balance of June creditors paid by direct credit and totalling $31,967.74 be approved for payment.
4. That the finance reports for June be accepted.
Moved that the above recommendations be accepted. Korewha/Otene Agreed
Moved that the mid year Mini budget as presented be approved. Earley/Groube Agreed
4.2 Curriculum Report: No report
4.3 Friends of the School: No report
5. Meeting Administration
5.1 Inwards/Outwards Correspondence:
Moved that the Inwards be accepted and the Outwards approved. Hinchco/Earley Agreed
5.2 Minutes of last meeting:
Moved that these be accepted subject to the alterations as listed below :
Earley/Otene Agreed
Community Liaison funding. Change to read “Board would like to see Community Liaison with it’s own code and budget for next year”.
MYSA Conferences. Change to read “Board supports the MYSA conferences”.
Appointments Policy. Delete the addition to Appointments Policy as Police Vetting procedure already in place.
Sub committees formed: Two additional committees need to be added to list:
Maori student achievement and Student Achievement.
5.3 Matters Arising:
Selina reported that she and Trevor attended the NZSTA conference and will report back at next month’s meeting.
Conference committee will meet before next month’s meeting and do a review of the policy, including review on National and International conferences and timelines. Wendy available to them re the finance side of things.
6. General Business
Selina reported that she met up with the Chairperson of NZSTA (Graham Henrickson) who indicated that he would like to come along to meet our Board and sit in on a meeting one month. Board are happy for him to come along, so Selina will get back to him to give him the upcoming meeting dates.
Trevor reported to the Board that he has received a letter from South Auckland Taxis wishing to advertise in our Newsletter. This will have a special code on it so that when it is presented to SA Taxis a percentage of the fare will come back to the school as a form of fundraising. Brian suggested he take this to the FoTs but the Board were happy for this to go in our newsletter.
Brian thanked the Board for giving him Term 2 for his Sabbatical. He gave every Board member his written report “From Deputy Principal to Learning Leader: The changing role of senior management” and stated that the Ministry has already got this report up on their website.
The Board extended a vote of thanks to Howard Wynyard for his work as Acting Principal during term 2.
Brian requested a Staff Only Day on Friday 9th September. Board has approved this.
Selina reported to the Board on how important our Charter is. Board needs to start owning it and discussing it each month. Brian stated that as a living document it needs to be reviewed and revised regularly. Would like a Board Charter writing day to unpack it and rewrite it. Board was interested and keen to do this.
Selina thanked the Board for changing the date of their meeting from Mondays to Tuesday for 2 or 3 meetings.
Moved that the Board go in to Committee to discuss Administrative review report. Hinchco/Groube Agreed
Moved that the Board come out of Committee. Otene/Earley Agreed
Meeting closed at 8.00pm
Next meeting Tuesday 30th August
Chairperson _____________________________________ Date ________________
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 27TH JUNE 2011 AT 5.00PM
1. Selina welcomed the Board and a special welcome was made to Rilo Sommerville and Amanda O’Reilly who were at the Board meeting to present their reports.
2. Meeting Protocol:
2.1 Present: Selina Groube, Howard Wynyard, Ingrid Otene, Hari Singh, Deborah Korewha, Trevor Earley, Sharon Lindesay, Wendy Steedman (Board Secretary)
2.2. Apologies: Nil
2.3 Declaration of Interest: Nil
3. Strategic Decisions: Rilo Sommerville is our Community Liaison Officer and she presented her report. Rilo outlined her vision as Community Liaison Officer and how she intended fostering the relationship between school and parents. She suggested a target group like Tongan or as the Board suggested – Maori parents and teach them how to help their children learn at home. Discussion on difficulty in getting the parents to school in the first place. Howard suggested using the Papatoetoe High School Whare to meet the parents there. Obstacle for Tongan parents could be language barrier. Action Plan has been written up. Need to start putting the baby steps in place. Board suggested a “Grandparent Day”. Rilo commented on the lack of funds available to get this scheme off the ground. Board would like to see Community Liaison with it’s own code and budget for next year. Moved DJ, Seconded Ingrid. All agreed.
Mandy presented a verbal report on her MYSA conference she attended in Australia and thanked the Board for allowing her to attend this very worthwhile conference. She brought back very valuable tools and resources and intends to present at full staff meetings with one per meeting. She gave the Board some examples of some of the tools she learnt. Mandy to report back to the Board on the Technology needed to implement these resources and then they can make the funds available in next year’s budget to see this through. Board supports the MYSA conferences.
Mandy then presented her report on Social Science Curriculum. Tracking along nicely with some teachers but she has found that the barrierss to the curriculum are teachers not planning, not thinking this curriculum area is important, and some teachers lack of understanding of Social Inquiry Overview. This is impeding the progress. Mandy said that it was a requirement that all teachers do this and it can be incorporated into literacy and numeracy.
The Board thanked Rilo and Mandy for their reports.
Policies:
Review of Appointments Policy needs clarification in terms of the process that needs to be put in place. Moved that the Appointments Policy be clarified in particular reference to “12.3 Confirmed by the Board.” Earley/Lindesay Agreed
Sub committees formed:
Finance: Hari Singh
Property Committee: Hari Singh, Trevor Earley
Personnel Committee: DJ, Sharon, Ingrid
Conference Committee: Sharon, Ingrid
Disciplinary Committee; Trevor, DJ, Ingrid
Maori Student Achievement DJ
Student Achievement Whole Board
4. Strategic Discussions (Principal’s Report)
4.1 Personnel:
Howard reported that Peter Anderson has left as from 27th June on sick leave and LWOP until the end of the year due to health reasons.
4.2 Survey on Attendance, Absence and Truancy:
Wendy to go into MoE website and print off report for inclusion in next month’s meeting book.
4.3 Variance Report:
Selina reported that she and Trevor will be attending the NZSTA Annual Conference this year in Auckland. Wendy was asked to report to the Board on the budget available for the Board to attend such conferences. Moved that the Board delegate the authority for Selina to vote as their proxy at the Conference if necessary. Singh/Otene Agreed
5. Monitoring:
5.1 Finance Report:
Recommendations:
Moved that cheque numbers 599208-599227 being May prompt payments and totalling $51,041.93 be passed for payment.
That cheques 21122 – 21124 being the cheque portion of May creditors and totalling $885.91 be passed for payment.
That the balance of May creditors paid by direct credit and totalling $54,594.99 be passed for payment.
That the finance reports as presented be approved.
Moved that the above recommendations be approved. Earley/Wynyard Agreed
Hari reported that the Mini budget will be prepared on 6th July and presented to next month’s Board meeting for approval.
6. Meeting Administration:
6.1 Correspondence: Moved that the inwards be accepted and outwards approved.
Otene/Lindesay Agreed
6.2 Minutes of previous meeting: Moved that these be accepted as a true and correct record.
Groube/Singh Agreed
6.2 General Business:
Professional Development Conferences/Courses for staff: If the teacher in charge of Professional Development has declined a staff member because they don’t fit the criteria, and then the Board declines the application also, their decision is final. Professional Development criteria shall be strictly followed.
Board would like a report back from Rosita Ivoghlian on her conference she attended in Australia at the beginning of the year.
The Board moved that all staff members who go on Conference need to report back to the Board within a couple of months. Groube/Otene
Agreed
Howard thanked the Board for their support while he was Acting Principal.
Meeting closed 8.05pm
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 30 MAY 2011 AT 6.35PM
1. Selina welcomed the Board and special welcome to Mike Wade representing the Learning Leaders.
2. Meeting Protocol:
2.1 Present: Selina Groube, Howard Wynyard, Ingrid Otene, Hari Singh, Deborah Korewha, Wendy Steedman, Mike Wade
2.2 Apologies: Sharon Lindesay, Trevor Earley
Moved that the apologies be accepted. Groube/Singh Agreed
2.3 Declaration of Interests: Nil
3. Strategic Decisions:
The Board would like the Health Curriculum to be presented to the Board at next month’s meeting. SENCO report will be delivered in October.
Resolution for Mazru Alee to apply for a Grant for EOTC. Moved that permission be given for Mr Mazru Alee to apply for Grant funding to assist his syndicate for EOTC.
Otene/Singh Agreed
Policies:
Health and Safety Policy 2011
EOTC Policy
Fundraising for Class Trips Policy
These Policies to be read and adopted at next meeting if all in agreement. Wendy to supply Howard with Finance policies to be read in conjunction with the Fundraising for Class Trips Policy.
4. Strategic Discussions (Principal’s Report):
4.1 Strategic Goal: Samoan Language week now Samoan Cultural Day on Friday 3rd June. Discussion on the raising of the Samoan flag – political or not?
The Board discussed the STAR Stanines Graphs and Console Reports for Maori and Pacific Island students.
4.2 Personnel: New Caretaker started by himself on Monday 30th May and settling in very well. Rod Macpherson’s farewell was a warm occasion that went very well on Friday 27th May. Mike Wade thanked the Board for granting his Leave at the end of the Year to go back to South Africa.
4.3 Variance Report: Selina will attend the NZSTA Annual Conference in Auckland in July.
This was agreed to by the full Board. Moved Singh/Seconded Korewha Agreed
5. Monitoring:
5.1 Finance Report:
Recommendations:
(i) That cheque numbers 599118-599120, 599001 – 599021 being March prompt payments and totalling $23,376.56 be passed for payment.
NB March creditors were paid with April prompt payments due to the Executive Officer being on Long Service Leave.
(ii) That cheque numbers 599022 – 599060, 599181 – 599205 being April prompt payments and totalling $21,786.59 be passed for payment.
(iii) That Pril creditors paid by cheque number 21121 and totalling $300.00 be passed for payment.
(iv) That the balance of April creditors paid by direct credit and totalling $42,367.02 be passed for payment.
(v) That March finance reports be accepted.
(vi) That April finance reports be accepted.
(vii) That the materials fee for 2012 be set at $120.00 per student.
Moved that the above recommendations be accepted. Singh/Korewha Agreed
5.2 Friends of the School: No report
5.3 Property: Staff Safety audit done and Security lighting in the carparks was the number 1 cause for concern from most of the staff. Moved that Wendy investigate the costs of getting lighting for these area. Groube/Wynyard Agreed
Stolen Laptops. New procedures for securing laptops in classrooms has been initiated and is now in place.
Leaky Building work. The Library will not be started on for at least another 2 – 3 months.
6. Meeting Administration:
6.1 Correspondence: Additional inwards received:
* the Uniform Shoppe asking us to commit to their supply of Papatoetoe Intermediate School Skirt fabric. The Board were not in agreement to do this. Howard to get back to them.
* Edforce – Staffing Agency – asking if they could work for us as liaison between us and our list of relievers for a fee of $10 per call. The Board declined their offer. Howard to contact them with the Board’s decision.
* Ministry of Education re an application made to them from Selena Hinchco for Tertiary Fees Funding Support and informing the Board that the application had been successful. The Board asked if she was one of our staff and was told that she was not a staff member and therefore no money from our school account should be paid out for her. Moved that Selina Groube write back to the Ministry of this fact.
Moved Full Board/Seconded Full Board All agreed
Moved that the inwards be accepted and the outwards approved.
Wynyard/Groube Agreed
6.2 Minutes of previous meeting:
Moved that these be accepted as a true and correct record.
Wynyard/Korewha Agreed
Moved that the Board go in to Committee to discuss a letter of complaint received from a parent.
Wynyard/Otene Agreed
Moved that the Board come out of Committee.
Singh/Wynyard Agreed
Meeting closed at 7.35pm
____________________________________ ________________
Chairperson Date
MINUTES OF PAPATOETOE INTERMEDIATE SCHOOL BOARD OF TRUSTEES MEETING HELD MONDAY 2ND MAY 2011 AT 5.00PM
1. Special welcome to Jan West, Teacher in Charge of Sport and PE who presented her PE Action Plan and Curriculum Report for PE for 2011. The Board thanked Jan for her detailed report.
2. Meeting Protocol
2.1 Present: Selina Groube, Sharon Lindesay, Howard Wynyard, Trevor Earley, Deborah Korewha, Ingrid Otene, Donna Hall, Wendy Steedman
2.2 Apologies/Absent: Hari Singh
Moved that the apologies be accepted. Groube/Lindesay Agreed
2.3 Declaration of interests: Nil
3. Strategic Decisions
3.1 Moved that Deborah Korewha and Ingrid Otene be co-opted on to the Board for the duration of this Board service.
Groube/Lindesay Agreed
3.2 Action Sheet:
Hui week 2 or 3 this term. Waiting for graphs. Would like to do an Open Day this term. Focus on Reading – going back to Guided Reading. Checks done on low achieving students done every 5 weeks to check their progress and move them through the grades. Board directive for the Community Liaison Officer to undertake a parental survey. Copy of draft ERO report to go to Deborah and Ingrid.
PB4L – staff meeting 3rd May to get it up and running and present to students this term, re signage, community involvement – STAR is the selected name for this programme.
3.3 Review Plan: Nil
4. Strategic discussions (Principal’s Report)
4.1 Strategic Goal: Discussion on conflicting starting date for new Caretaker and finishing date of existing Caretaker. Howard to contact new Caretaker and have a talk to Rod Macpherson.
Proposal for Samoan Language Week. Day proposal – 3rd June. Board not happy with it being only Samoans but should include all PIS students. Suggestion for the 3rd June – raise the Samoan flag, sing the anthem in front of whole school. Lunchtime/ morning tea sports. Selina and Howard to meet with two of the Samoan teachers to discuss their programme.
4.2 Personnel: Madhwi Mistry resigned at the end of Term 1. Shareen Gounder appointed till the end of the school year.
4.3 Variance Report: Board Newsletter. Twice a year. Next one beginning of term 4 with preparations beginning end of term 3. Pamphlet format to promote the school. Put out to contributing schools Year 6 parents.
Moved Earley/Lindesay Agreed
Moved that the Principals report be accepted. Wynyard/Lindesay Agreed
5. Monitoring
5.1 Finance Report: No report.
Recommendation: That the Papatoetoe Intermediate School Sports Curriculum apply for $800.00 funding from the Papatoetoe and District Returned Services Assn.
Moved that this be accepted. Wynyard/Earley Agreed
5.2 Friends of the School: Minutes of their last meeting included in Board book . Income and Expenditure report all included.
5.3 Property: Report on progress for Leaky buildings. Still no start date given for the Library.
6. Meeting administration
6.1 Inwards and Outwards correspondence: Moved that the inwards be accepted and the outwards approved. Korewha/Otene Agreed
6.2 Minutes of previous meeting: Sharon pointed out that in the last minutes reference was made to page numbers which should be expanded so people are able to understand what it means. Wendy stated that she would retype the minutes and included the information that those page numbers referred to. Moved that the minutes of last months meeting be approved with these inclusions:
Earley/Lindesay Agreed
7. General Business
Selina reported on her attendance at the Auckland Mini Conference on the weekend. She attended two workshops: Boys Achievement and Learning and Maori Achievement. She found both very worthwhile. She reported that a scholarship was available to our Board members who wish to attend the annual conference in Auckland this year. DJ and Trevor indicated that they were interested in attending.
Moved that the Board apply for Scholarship funding for DJ and Trevor.
Groube/Korewha Agreed
Moved that the Board go in to Committee to discuss a letter received from a staff member and to
discuss the Admin review recommendations.
Groube/Wynyard Agreed
Moved that the Board come out of Committee. Otene/Lindesay Agreed
NZSTA booket – “A guide for School Trustees”. Wendy to ring and see if there are some available for the Board members.
Meeting closed 7.30pm
Next meeting 30 May 2011
________________________________________ Chairperson Date