ELSTHORPE SCHOOL BOARD OF TRUSTEES (BOT).

MINUTES OF MEETING

TUESDAY 21 MARCH2017. SCHOOL STAFFROOM 7 PM

Present: Struan Bell (SB), Chair; Harry Baragwanath (HB);Rebecca Gray, (RG); Greg Hart (GH); Jamie Lambert (JL); Evan Potter (EP), John Fisher (JF), Acting Principal; Horiana Goldsmith (HG), Staff rep;Deborah Renton-Green (DRG) Secretary.

Welcome. SB welcomed Horiana as the new staff rep and Rebecca as the newly elected parent representative.

Apologies: nil

Declarations of Interest: nil

Adopt Charter Goals.The Principal had earlier circulated Charter 2017 to the Board for email approval. The Board confirmed their approval of the charter. (Moved SB/seconded EP. All in favour. Carried).

Progress on principal appointment. Sarah Laugesen has been appointed as the new principal, starting term 2. The Board acknowledged Mark Gifkins for his help in the process.

BOT Staff rep. Horiana Goldsmith has been elected by staff. JF confirmed he will complete the required paperwork.

Reports

  1. Curriculum and Policies.
  • Surrender, retention and search procedure. This item is deferred to next meeting. JF noted this probably needs to be a policy rather than a procedure. JF and DRG advised the Policy Manual needs a thorough review and updating.
  1. Principal

Principal's monthly report is attached. Matters arising from discussion:

  • JF recommended Horiana stay on as teacher aide for another term at least
  • JF recommends Elsthorpe should participate in the COL.
  • Enviroschools – JF recommends Elsthorpe re-commits – no financial implications.
  • BOT was concerned at the comment about lack of junior room books. This is regarded as a priority, and noted there is a lot of money available in the budget and there was a major purchase last year.

IT review. JF noted:

  • 7 of the school’s computers are not powerful enough to be upgraded.
  • The school needs more than the remaining 16 computers.
  • Confirmed Board’s view that students should be familiar with IT but need to be able to operate with pen and paper.
  • Noted that inadequate computers lead to frustration and behaviour issues (keyboard banging etc).
  • Lease arrangement better than purchase.

BOT is in principle supportive of leasing more computers. JF to provide a specific leasing recommendation to SB for BOT email approval.

TVs.BOT approvedpurchase of tvsas per quote from JT Refrigeration and Electrical. Funds from IT budget.

Groundsperson’s job. 3 applications received. BOT authorised HB and SB to interview and make appointment. JF provided questions.

Extra hours for Viv and Carla. 21.5 hours for Carla.

  1. Financial
  • Expenditure: Cheque run dated 2/3/17 for $6,795.16. Larger items included $1,546.38 and $372.59 to Office Max and $925 to Maths Buddy. Payments to staff/BOT included $501.75 to SB for playground surrounds and $110.65 to Julie Gilmour for poetry and maths books. (Moved GH/seconded SB. All in favour. Carried)
  • Progress against indicators: Budget has not yet been loaded.
  • HB presented account for expenditure on the rugby posts plus other sundries totalling $1580.18. BOT approved reimbursement. (Moved GH/seconded SB. All in favour. Carried)
  • Cheque signatories. BOT confirmed that any 2 of the following 3 trustees may sign cheques: Greg Hart, Struan Bell, Evan Potter. Any other cheque signatories should be removed. (Moved SB/seconded EP. All in favour. Carried) BOT approved. DRG to write a letter for the bank.
  1. Property

Water Spring. EP explained that the spring on Paeroa Farm is being rebuilt. This is a specialised job with the ‘spring experts’ flying up from the South Island. The school has an opportunity to do maintenance on its spring in conjunction with this. Will require a couple of days labour from 2 people and around $1 – 2 K for materials. BOT approved.

  1. Fundraising (PAFs, Large Events Committee, Grant applications and Cattle Scheme).

Cattle Scheme. GH confirmed money is transferred to the livestock account as soon as it comes in.He noted good balance in livestock account ( $107,000) but stock numbers are down and weaners are at high price. BOT agreed to ‘sit on sidelines’ and try and pick more stock up from May onwards. GH will have a shout in mid April at Patangata Tavern for people grazing stock –likely cost $300. BOT approved.

Suggestions for grant applications.

  • Heating the pool?
  • Shade sails over lunch area.BOT thought this was a good idea. RG to come back to next meeting with design and further information. Needs to fit into the trees and environment that is there

HB suggested raising funds via a stock exchange run by the school. BOT thought this was a very good idea though some concerns over sensitivities.

  1. Marketing. Nil to report.

Minutes of last meeting.EPmoved/SB seconded that the minutes of the last meeting are a true and correct record. All in favour. Carried.

Matters arising

Action / Who / Update
BOT report for school newsletter / EP / Done
Rat bait in school house roof / JL / Done
RAMS and itinerary for Waipataki camp to SB. SB then to circulate itinerary / JF / Done
Firewood working Bee week 8 / ? / Done
Complete stock rec and check money is going into livestock reserve as cattle are killed / GH / Done

Matters arising moved by EP and seconded by SB. All in favour. Carried.

Hazards

  • BOT member walk-around not done.
  • BOT member to walk-around before next BOT- HB
  • New items identified:
  • Door into tech room. JL to action.
  • Electrical box in tech roomand some plugs don’t work. JL to action.
  • Hydraulic closure on main door into office isn’t working. JF to action
  • Hole in Junior room ceiling. SB to action.
  • Security lights needed outside school house. JL to action
  • Action on items already identified:

Item / Update
Surround plus P-metal for remainder of jungle gym. / SB / Done
(Hazard item) New knobs for HK’s and MF’s wood burners / JL / Done

Hazards reviewmoved by EP and seconded by SB. All in favour. Carried

BOT report for next newsletter. RG

Correspondence.

Inwards

Date / From / Summary / Board comment or action (if any)
21/2/17 / NZEI / Union meetings
27/2/17 / MoE / Education Gazette
4/3/17 / DRG / Results of BOT By-election
7/3/17 / NZEI / Employment Relations education leave allocation for 2017
13/3/17 / MoE / Tukutuku Korero
NZSTA / 2017 Resource Annual
NZSTA / 28th Annual Conference - brochure
NZSTA / STA News / Distributed to all Board members
Safety Signs Sales Ltd / Safety signs
3 applications for groundsperson’s job

Outwards: nil

Inwards correspondence accepted and outwards approved. EP moved/SBseconded. All in favour. Carried

General Business

  • Rebecca Gray responsible for school houses.
  • Cats on school property. Agreement from all at the meeting that cats on school property were a distraction to learning and a potential health and safety risk. It was agreed that the school cat and kittens should be taken to the SPCA as soon as the kittens are old enough.

Meeting closed:9.20 pm

Next meeting: Tuesday 16 May at 7 pm.

Agenda item heads up: Adopt annual accounts and audit report.

Signed:

(Struan Bell, Chair)

Date:

Action List

Action / By Whom / By When
Review and update policy manual / Principal / End of 2017
Surrender, retention and search policy / Principal / In second term
Letter to bank re cheque signatories / DRG / ASAP
Shade sail design for lunch area / RG
BOT hazard walkaround / HB / Before next BOT
BOT report for next newsletter / RG
Door into tech room / JL
Electrical box in tech room + some plugs don’t work / JL
Hydraulic closure on main door to office / JF
Hole in junior room ceiling / SB
Security lights needed outside school house / JL