SUMNER SCHOOL BOARD OF TRUSTEES MINUTES OF MEETING HELD ON TUESDAY 23 JUNE 2015 AT 7:13PM In the Colenso Room at Sumner School PRESENT: Yvonne Hall (Chairperson), Stuart Cameron (Principal), Ann Skelton, Fleur Howard, Darren Wright, Paul White, Rachel Dippie (Staff Representative).
IN ATTENDANCE: Jill Pears (Deputy Principal) Katherine Heaphy (Sumner School teacher) Sue Stevens (recording minutes)
APOLOGIES: E Studholme
INTRODUCTION / GENERAL 1. WELCOME AND APOLOGIES The Chairperson declared the meeting open and welcomed everyone, especially Katherine Heaphy, who was observing the meeting as part of her Beginning Teacher requirements. K Heaphy left the meeting.
7:15 pm Resolved: That the meeting move into Public Excluded Session for reasons of legal and professional privilege and to protect the privacy of natural persons. Moved: Y Hall Carried
7:26pm Resolved: That the meeting resume in Public Session and confirm that the business discussed in the Public Excluded Session remains confidential to the Board. Moved: Y Hall Carried K Heaphy rejoined the meeting.
2. APPROVAL OF MINUTES FROM THE PREVIOUS MEETING Resolved: That the minutes of the Board of Trustees meeting held on 19 May 2015, having been circulated, be approved and adopted as a true and correct record of that meeting. Moved: D Wright Seconded: F Howard Carried
3. MATTERS ARISING FROM THE MINUTES ·Karen Wise has provided two lunch time sessions for the teachers. R Dippie thanked the Board on behalf of the teachers. ·Increasing the number of Board reps and inviting the school community to observe Board meetings – if this is done outside of six months before the election the Board has to fill the two positions by by election. Parents have to be notified if within six months. F Howard and A Skelton will look into this process. The next newsletter will publish the upcoming meeting schedule to the school community. ·Science – S Cameron spoke to K Blake. An interchange rotation will start next term so the students will be up to speed by the end of the year. ·K Blake has booked the mountain shuttle to take the students up the Mt Hutt road. ·T Lowe and K Blake have attended an EOTC course on RAMS. They consider that what the school has in place is very good.
4. CORRESPONDENCE INCOMING ·NZQA: acknowledging receipt of 2015 Self Attestation for the Code of Practice for the Pastoral Care of International Students
OUTGOING ·2014 annual audited accounts uploaded 28 May to MOE via data portal ·MOE: Appendix F new member form for E Studholme ·NZQA: 2015 Self Attestation for the Code of Practice for the Pastoral Care of International Students
CURRICULUM 5. GIFTED AND TALENTED (Y Hall and J Pears) The Gifted and Talented report with bullet points had been circulated prior to the meeting. J Pears talked about strategies to manage the number of students. The Board discussed the Gifted and Talented Programme in the school.
6. READING RECOVERY REPORT (S Kent) The Reading Recovery Report was circulated prior to the meeting. S Kent is now following up on progress three times per year.
7. LEARNING SUPPORT (Y Hall and S Kent) The Learning Support Report had been circulated prior to the meeting. K L’Estrange has trained to be responsible for the PMP programme, which is working very well for the students. The kindergarten children are also participating. The Steps to Literacy programme is working well and is being progressed into writing.
The Learning Support Workers are asking for laptops for this programme. To continue with this more money is needed as the special needs budget is spent. S Kent was asked to write a more in-depth paper on what is required to support this programme. Members decided this is to be presented to the Board via email and then S Cameron is to allocate a budget on this according to the need.
8. SAMOA TRIP FEEDBACK AND RECOMMENDATION (S Cameron) S Cameron met with parents to receive feedback about how the trip went. S Cameron discussed his report. S Cameron was thanked for a great report.
The Board acknowledged S Cameron for stepping in at the last minute to go to Samoa.
Resolved: That the Board approves the final recommendation detailed in the Principal’s OLE Report. That is: that the Board continues to offer an OLE to Samoa (or another Pacific Island) every odd year with an exchange to Glendal School during the even years; plus approval was granted to put in place a formal schedule of OLEs and reciprocal hosting opportunities for the school’s senior students. Moved: A Skelton Seconded: D Wright Carried
STRATEGIC 9. SUMNER SCHOOL SUBMISSION ON PROPOSED CLOSURE OF REDCLIFFS SCHOOL (Y Hall) The submission had been circulated prior to the meeting and was discussed and amended. Resolved: That the Board approves the amended submission for presentation to the Minister. Moved: A Skelton Seconded: F Howard Carried
S Cameron will send this to the Principal of Redcliffs School and place it on the school website. Y Hall will send it to the Minister.
10. PECCS UPDATE (A Skelton) A calendar of events has been prepared and will be circulated to members. P White was thanked for setting up the website, which is looking great.
11. EDUCATION RENEWAL PLAN (S Cameron) At their request, S Cameron met with the MOE for a six monthly meeting re the renewal plan. If Redcliffs School remains open the boiler house demolition is on hold; there is $300,000 budgeted to repair the roof and cladding of the administration block; and there is a possibility of a specialist team becoming involved with the Years 7 and 8 blocks. The latter would be taken out of the renewal plan and included with the other 61 Canterbury blocks in Canterbury. The MOE are open to releasing some of the money in order to push forward in terms of pedagogy to do more parallel prototyping. They have indicated they are happy to bump the school to top of the list so could be done as early as next year. The Board is keen to proceed with the Canterbury Block this Christmas.
S Cameron met with the Years 7 & 8 team, S Kent and J Pears, all of whom are keen to proceed with this. S Cameron presented a plan on what it could potentially look like.
The Board’s first choice is to preuse their funds. They will put some funds into the Administration Block depending on the decision regarding Redcliffs School. The longer term strategy will be more staggered depending on the team. More discussion is required on what teachers can work together in a collaborative environment.
S Cameron has a meeting with MOE tomorrow. S Cameron was given approval to start negotiating with the MOE around the Canterbury Block. This would be irrelevant if Redcliffs School closes.
12. PRINCIPAL’S REPORT (S Cameron) The Principal’s report had been circulated prior to the meeting and was taken as read. S Cameron discussed the following: ·The Lip Sync. ·Maori consultation – personal invites were sent out but turn out on the night was disappointing. The Board needs to think about how to encourage higher attendance. R Kahi is putting a report together which S Cameron will bring back to the Board. ·SMS – the next budget needs to include an allocation of approximately $7,000 for transition costs. ·The Board thanked Lucy Hone for her presentation and Paul Nicholson for his programme and presentation. It was decided to thank them by giving vouchers. ·S McFerrier and W Armstrong are to be thanked with vouchers. A Skelton will organise this. ·S Cameron explained how the Bays Cluster schools were developing their shared understanding regarding national standards and sharing resources. Resolved: That the Principal’s report is accepted. Moved: S Cameron Seconded: D Wright Moved
9:03pm P White left the meeting.
13. FINANCE (D Wright) The Income Statement, Balance Sheet and Uncommitted Funds Projection for May and the minutes of the June finance meeting had been circulated prior to the meeting and were taken as read. Resolved: That the May financial reports are accepted. Moved: D Wright Seconded: A Skelton Carried
The 2014 annual audited financial reports were tabled. S Stevens explained the background behind the interim management letter and the steps that had been taken last year in collaboration with the accountants towards compliance with the updated Ministry Circular 2013-06. The auditor reported that all schools received this letter. Following further work at the beginning of this year the school is now fully compliant with the circular. S Stevens reported that there had been no comments received from parents regarding the updated statements, apart from a couple asking for what was owing to be explained. Y hall said parents had reported that S Stevens was good to deal with regarding school finances.
9:09pm K Heaphy left the meeting. 9:09 Resolved: That the meeting move into Public Excluded Session for reasons of legal and professional privilege and to protect the privacy of natural persons. Moved: Y Hall Carried 9:26pm Resolved: That the meeting resume in Public Session and confirm that the business discussed in the Public Excluded Session remains confidential to the Board. K Heaphy rejoined the meeting.
14. SCHOOLDOCS POLICY REVIEW The policies due for renewal had been circulated prior to the meeting. They have been reviewed by Board members, who have no recommendations to make regarding changes to the policies.
15. YEARS 7 & 8 CAMP RAMS F Howard and A Skelton have looked at the camp RAMS and made some recommendations: ·A Board member attends the parent meeting. ·The outdoor education centre has to say they continue to hold their outdoor accreditation. ·Participating parents to add details about their emergency provisions. ·To talk about some alternative payment options.
Resolved: That the Years 7 and 8 camp RAMS is approved with the above recommendations Moved: A Skelton Seconded: Y Hall Carried
R Dippie was thanked for her contribution as Staff Representative to the Board meetings and presented with a small gift. R Dippie thanked the Board.
S Cameron was thanked for the extra responsibilities he had following the departure of the Associate Principal and before the arrival of the new one, and for ‘expertly steering the ship’ during this period. He was presented with a token of the Board’s appreciation.
9:35pm There being no further business the meeting closed.
DATE FOR NEXT MEETING: 21 July
Te Kura O Matuku Takotako Excellence and Effort in a Caring Environment