Minutes of a meeting
of the Waimataitai
School Board of
Trustees
23 October 2007
7.00 p.m.
Conference Room
Waimataitai School
Trafalgar Street
TIMARU
Present
Tracy Tierney (Chair), Jane Sullivan, Vanessa Good, John Rushton (apology for lateness)
In Attendance: Marie McFarlane (minutes), Brent Rees (associate principal),
Jewel Donaldson (associate principal)
Apologies
Mark Sewell, Tristan Murray, Jane Culhane
Meeting Procedure
Confirmation of Minutes: The previous meeting’s minutes had been circulated and were confirmed.
-
Matters Arising: - none
Consider new items: None
Correspondence:
Inwards:
 Ministry re Implementation of 1:18 Staffing
 Ministry re Provisional Staffing Entitlement for 2008
 Helen Cooke request reduced hours, sick leave extension 2008
 Jo Keane acceptance of fixed term maternity leave position
 Kirsty McKerracher request extension of leave from full time position
 Ministry: Operations Grant Entitlement/ Instalment notices
Outwards:
None
Declaration of Interests: None
Moved: Good
Seconded: Tierney
Vision and Strategy
Revisit of strategic plan was held over until the next meeting due to lack of numbers at the meeting.
Tracy briefly discussed contact she has made with the ‘Team Up’ group within the MOE, they are
very interested in supporting schools to encourage parental participation in education and will be
sending information and some research that may be helpful.
The BOT newsletter Board View will go out this term. Tracy asked for a volunteer to write a
paragraph. Jane S offered to write about her portfolio. John suggested that each Board members
portfolio responsibilities be added under their name.
Motion: None
Action items:
Person responsible:
Deadline:
Jane Sullivan write an article
Jane S
16/11/07
Prepare ‘Board View’
Tracy
End of
Nov
Curriculum
Reports: EOTC, Social Studies, Band, Critical Thinking, Lexile and Writing all had been circulated.
The writing report was excellent as it gave a comprehensive review of writing throughout the school.
It was helpful to see the PMI completed by teachers and Jewel explained this would be used to
identify ‘next steps’. The self reflection in the PMI showed that some teachers may not be using
school guidelines as well as they could which will be addressed moving forward.
Jewel explained the students’ writing weaknesses are not necessarily carried through to other subjects
when the emphasis is on another learning area for example science.
Our Maori students are reported on separately and in some areas of the school this shows that they are
overrepresented in the underachieving levels. Jewel advised that these students are receiving support
and the teachers are actively involved in finding ways to help them lift their achievement levels
particularly in literacy and numeracy.
Other reports accepted as read.
Motion: None
Action items:
Person responsible:
Deadline:
2
Policy and Procedures
Motion: “That the Curriculum Delivery Policy be adopted.
Motion: “That the Entitlement Units Policy be adopted
Moved: Rushton
Seconded:
Sullivan
Action items:
Person responsible:
Deadline:
Person responsible:
Deadline:
Culture and Community
No discussion
Motion: None
Action items:
People
Helen Cooke’s request for extension of leave will be held over until Jane Culhane’s return.
Jo Keane’s acceptance of the maternity fixed term position was ratified.
Rebecca Tucker’s extension of fixed term position was ratified.
Motion: “That Kirsty McKerracher’s request that her return to full time teaching be delayed until
Term 2, 2008 be supported in principle subject to suitable arrangements being met within the needs of
the school”.
Moved:
Good
Seconded:
Sullivan
Action items:
Person responsible:
Deadline:
Finance
Discussion:
The uncommitted funds statement can be misleading at times. A change to a cashflow format is being
considered. It may be better that committed funds be tagged in separate investment accounts.
Vanessa queried the over budget spending of the Year 7-8 camp. Brent is aware of this and is
investigating. Jane to report back at the next meeting.
The payment of September accounts was ratified.
Motion: “That the overspending of the EOTC budget for the Year 7-8 camp be examined”
Moved: Rushton
Seconded:
Rees
3
Action items:
Person responsible:
Deadline:
Jane C to discuss Dunedin camp accounts with Kate Falconer
(Learning Team 4 leader).
Jane C
Asap
Property
Discussion:
The seat design estimate has been received. This could possibly be a Jubilee project and Jane is asked
to suggest it to the committee along with any other suggestions.
Playground work is being looked at with tidying up and sealing planned.
Ahead Buildings contingency payment is still being held back. Correspondence has been received
from Ahead threatening legal action. As neither Jane C or Mark were at the meeting – Tracy will
follow this up with them asap and ask that they report back at the next meeting.
Motion:
Moved:
Seconded:
Action items:
Person responsible:
Deadline:
Tracy to follow up Ahead Buildings payment
Tracy
ASAP
Health and Safety
Discussion:
Jane S monthly inspection found cables in a classroom needed to be tidied away. This has been done.
Appliances and cords need to be tested in accordance with safety regulations. This is too big a job for
the caretaker. Jane S will check out what is required and bring recommendations to the next meeting.
“It was moved the meeting go into committee to discuss matters of a personal nature regarding a
student”. Moved Rees, Seconded Tierney.
Motion: “That the Disciplinary Committee’s decision to permit a child to return to school, with
conditions, be ratified”.
Moved:
Rushton
Seconded:
Tierney
Action items:
Person responsible:
Check that conditions are being met according to Disciplinary
Committee decision.
John Rushton
Deadline:
4
Audit & Self Review
Discussion: Carried over until full board attendance.
Some audit tasks are the responsibility of the Board to complete in conjunction with the Principal.
Good governance is to be proactive, checking from time to time that we know policies are being
carried out. Tracy asked those present to think about how best to manage the Boards audit
responsibilities and if they have a personal interest in this area. Revisit at the next meeting.
Government Stocktake Survey – It was agreed everyone will complete individually. Tracy will resend
the email, please make the comment in your survey that it is very early to complete such a survey for
new trustees. A more accurate picture would have been formed if done mid next year.
Meeting times: A poll of members will determine the meeting time (either 5.15pm or 7.00pm).
Trustees Training: A reminder that the seminar on Effective Measurement of Performance is on 14
November.
U4-U6 group: Tracy had emailed schools. Only four responded with three being very keen to set up a
network. Tracy is confident that if a group gets organised other schools will get on board.
Drinks with Staff on Friday 9 November after school – as many board members as possible to be
present. Vanessa will organise and advise staff and confirm the time.
Motion:
Moved:
Action items:
Seconded:
Person responsible:
Deadline:
Poll absent members about meeting times
Tracy
Next meeting
Organise staff drinks with BOT
Vanessa
asap
Next Meeting: Tuesday 27 November 2007 @ 5.15pm in the school staffroom.
There being no further business the meeting closed at 8.45pm
Declared a true and correct record of the proceedings.
_________________________________
___________________
Chairperson
Date
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