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MINUTES

DATE: Wednesday 20 June 2018

TIME: 6.30 pm

VENUE: Staffroom

1. Admin

ATTENDEES: Kathryn Smith (Principal), Richard Ngatai (Chair), Julie Hanify, Barbara Dean, Kamaea Tukaki, Sarah Wood, and Rachel Kirkman. Visitors: Rob Giller (MoE), Stephen Cross (MoE), Hayley Parkes (MoE) and Philip Tai (parent).

APOLOGIES: Vicki Pewhairangi Kremm


Property discussion with MOE 6.30pm to 7.30pm - tabled handout package
Hayley Parkes is our Project Delivery Manager, Stephen Cross is our business as usual person.
Funds to get designs underway ($2.5million). Will have the complete budget August/September. Currently receiving the condition reports:

Block F (room 6-8) found weather tightness issues, conclusion is to pull down and rebuild. Recommendations that regular air testing is done to ensure the area is safe to use until work commences. MoE contacted ENGEO who will do a proposal about doing regular air testing.

MoE ACTION: ENGEO is to set up schedule of air testing.

Block A (room 9-10) - verbal report - same as block F, weather tightness issues, conclusion is to pull down and rebuild.

Block C (room 1-5) - waiting on report, should be in Friday 22 June, likely to need refurbishment.

When design consultant onboard - education brief (school vision for the future) will be needed to guide the design. Project cost can include advisor to come in and help develop the education brief. There is a funding available for providing support.

ACTION: K Smith to develop education brief for the property project, involve staff, board, experts...

MoE ACTION: H Parkes to develop the technical brief.

Discussion about communication. Very important for all groups to communicate clearly, timely and positivity. Communication is key, especially to our parent community. This project is long term and many families will not see the full extent of the proposed new building changes.

ACTION: communication to our parent community about the property project - MOE will create draft, board to review, send out.


MoE - Next steps is procurement documents/contracts, a member of the board to be part of the selection panel.

Programme - timeframes, once lead designer on board they will produce a timeline. Until then a rough indicator of time is: first 2-3 months to precure contractors, education brief; 9-12 months is the design stages; 15 months should see hammers and nails. In conjunction Block A can be refurbished during this time.

The board needs to read and feedback on the draft Memorandum of Understanding supplied by MoE.

ACTION: The board to read and feedback to MoE on the draft Memorandum of Understanding about the property project.

Contact Stephen Cross with any immediate property issues. Discussion during this meeting was about fencing and the sandpit encroachment issue.

Start scheduling in regular steering group meetings with H Parkes. This group will grow over time when contractors are involved.

Thank you MoE.


  • New declaration of interests - 2018 - None


2. Confirmation of Minutes

Resolved, That the 21 March and 9 May Board of Trustees Meeting Minutes are accepted and approved (Moved, K Smith; Seconded, S Wood; Carried, Unanimously).


3. Strategic Discussions


  • Property discussion continued...

Steering group members are - K Smith, R Kirkman, and P Tai

Things look really positive! Board needs to communicate with parent community, recognise impact on parents….include in the board news for this term.

Staff to work on the Education brief - starting over the next week. P Tai interested in being involved.


  • Bikes in Schools - sold skills features of the skills track, money is there, working out how to go forward. Feed in whole school vision, K Smith to talk with group to check on design. What do we want.


ACTION: K Smith to talk to bikes in schools group about whole school design.


  • Sandpit/shelter (KT), waiting for tender.

  • Language Strategy - Bilingual unit consultation - Survey results are in 20 responses - summary had a few concerns around us and them, why french, should focus on core subjects. However survey and consultation was mostly positive. Discussion: Talked about pros and cons. Need to make sure the board is comfortable with the decision. Concerns raised in the survey were addressed in the survey intro, during consultation and on the website - next Board newsletter will outline these again.


ACTION: B Dean to update the language strategy, once completed, posted on school website.


Resolved, that the board approve the establishment of the French bilingual unit at Ridgway School starting first day of school 2019. (Moved, K Smith; Seconded, K Tukaki; Carried, Unanimously).


  • Te Reo - priority PD for staff.


Resolved, that board intends to adhere to the strategic need to prioritise Te Reo Maori as staff Personal Development topic at Ridgway School in 2019.

(Moved, R Kirkman; Seconded, K Tukaki; Carried, Unanimously)


  • P4C (Philosophy for Children) initiative has been greatly received this year in the senior school. Additional resources will help spread this throughout the school.


Resolved, that board supports the P4C application. (Moved, R Kirkman; Seconded, K Tukaki; Carried, Unanimously)


  • Policies - ask the board to approve our Teacher Aides, as being allowed to restrain students. Discussion about what this means in practice, which is always to ensure the safety and support of students and staff.


Resolved, that the board approve the use of restrain by the current teacher aides: R Bremner, A Thornburrow, J Brown and K Verner (Moved, K Tukaki; Seconded, J Hanify; Carried, Unanimously)


  • After-school care programme - MoE and STAR have suggested to the chair that the board seek legal advice about the terms of the contract of the after school care provider.


ACTION: B Dean to ask legal firm for contract lawyer to look at the after school childcare contract or suggest who to go to.


4. Principal's Report - not complete

Look at next meeting.


5. General business

  • Vogelmorn Foundation - application for $9,000 to finish shade structure.

  • Technology - Phone system, couple of proposals to look at - S Wood and K Tukaki. PCs - office computers have failed, quotes came in and ordered.


Resolved, that the board approve the purchase of new computers for the school office (Moved, B Dean; Seconded, S Wood; Carried, Unanimously).

  • Leave - Principal leave application approval.


Resolved, that the board approves Principals leave application of 10 days. (Moved, R Ngatai; Seconded, K Tukaki; Carried, Unanimously).


  • Newsletter out end of term - building, bilingual unit, sandpit...


ACTION: Email content to S Wood next week for board newsletter.


  • Community of Learning - looking for applications for lead principal


Resolved, that the board agrees the principal and B Dean to attend meeting on 2 July 7.30pm-8.30pm WHS. (Moved, R Ngatai; Seconded, K Smith; Carried, Unanimously).


  • Resignation of board member - K Tukaki effective from end of term 2.



6. Correspondence

NONE

Next meeting: 6.30pm Wednesday 1 August 2018


Supper duty - R Kirkman


Meeting closed: 9.20pm



Signed as a correct record: _____ ___________________________

Chairperson / / 2018


Summary of action items from meeting 20 June 2018

Portfolio

Item

Who

When

Property Project

Develop education brief for building project.

K Smith, staff, P Tai

Term 3

Property Project

Communication to our parent community about the building project. Read draft, edit, share.

MoE (draft), R Kirkman top and tail, board review.

Term 2

Property Project

Read and feedback to MoE on the draft Memorandum of Understanding about the property project.

Board

Term 2

Property

Talk to bikes in schools group about whole school design.

K Smith

Term 3

Governance

Update the language strategy, once completed to be posted on school website.

B Dean

Term 2

Governance

Ask legal firm for contract lawyer to look at the after school childcare contract or suggest who to go to.

B Dean

Term 2

Governance

Email content to S Wood next week for board newsletter.

All

Week 9


Summary of action items from meeting 9 May 2018

Portfolio

Item

Who

When

Governance

Work with R Wilson and S Bacharach on the Language Strategy and finalising the community survey.

sub committee (B Dean and K Tukaki)

discuss

Governance

Write 2 letters about the outcome of the prefered after-school care provider.

R Ngatai

Ongoing - checking terms of contract.


Summary of action items from meeting 21 March 2018

Portfolio

Item

Who

When

Governance

Check School Docs for policy updates.

Office Staff

ongoing


Summary of action items from meeting 26 October 2017

Portfolio

Item

Who

When

Governance

investigate the Bereavement policy to clarify what is justified

K Smith

ongoing

Governance

Review lockdown procedures

A Thornburrow

2018 - school docs


Summary of action items COMPLETED last meeting

Portfolio

Item

Who

When

Governance

Draft Language Strategy survey to board members after whanau meeting week 3, to review and feedback, goal to circulate to families

sub committee (B Dean and K Tukaki)

Done

Property

Draft a letter to the Minister of Education from the board about the state of the buildings and concerns, to be sent this week.

R Ngatai

Done

Property

Get the second quote for sandpit build.

R Kirkman

Done

Property

Reviews 2 building quotes, makes a decision, informs the board and prefered builder.

Sandpit subcommittee

Done


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