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Board of Trustees Minutes November 2018


Date: Wednesday 28 November 2018

Time: 6.35 pm

Venue: Staffroom, Ridgway School


  1. Administration

Attendees: Kathryn Smith (Principal), Richard Ngatai (Chair), Julie Hanify, Barbara Dean, Sarah Wood, Rachel Kirkman, Vicki Pewhairangi-Kremm, Architects Brian and Rebecca


New declaration of interests - 2018 - none


  1. Confirmation of Minutes


Resolved, That the 24 October 2018 Board of Trustees Meeting Minutes are accepted and approved (Moved, B Dean; Seconded, S Wood; Carried, Unanimously).


  1. Meeting the Architects

  • Thanks to architects for joining us and talking with the board.

  • Thanks to board for attending some of the school community events.

  • Architects summary:

    • Staff: very competent group with great ideas.

    • Senior management team: broad overview.

    • Spoken with 3 children's groups:

      • youngest, all got to share verbally.

      • Oldest group made drawings and lists - really enjoyed it and gave valuable feedback.

      • Middle children - all got a say.

    • 2 Parents groups - very good and have recorded all feedback. Reinforce what was discussed with staff and management group.

      • Importance of entrance area.

    • Collecting data of building and site.

    • Engineers coming in next two weeks.

    • By this Friday all front end data will be assembled which enables start of master planning process.

    • 3 key things

      • $6million from ministry for building (total $8.4 project)

      • Ministry requirement to keep existing main building (Staffroom and Room 1)

      • Access to the school is problematic - need to consider that and The Ridgeway as primary entrance because BigSpace and other classes will be demolished.

    • 1445m2 - goal maximise the teaching space within this meterage.

    • Will request early feedback on Master Plan from Senior Management Team and BOT in 2 weeks - establish priorities.

    • Will come back to the wider community in February.

    • Information from groups will be shared.

    • Community ok, Ministry process - can be a couple of months, construction process. Confident that project may be finished end of 2020.

      • Possible construction time Oct 2019 - late 2020.


  • ACTION: R Kirkman - Forward meeting invitation for 18/12/2018 with architects to BOT.



  1. Strategic Discussions

  • Previous meeting action updates

  • Cultural Narrative - R Ngatai. Met with man who provides a paid service. He coordinates different packs for schools ie cultural narratives. Waiting on more information.

    • There are tools that exist to explore further.

  • STA facilitation meeting.

    • STA have said they don't facilitate meetings.

    • Board needs to do this work on themselves.

    • Meeting date: Wednesday 30 January at 6.30pm

  • Language strategy action point - Done (B Dean)

  • ACTION: Language and culture strategy to be put online - K Smith.

  • ACTION: Need to consider sign language as part of language strategy and where it fits - B Dean.



  • Property Update

  • Discussion surrounding engagement session for wider community in February.

  • ACTION: K Smith to talk to architects about date in February to meet with community and architects.


  • Charter (KS/RN)?

  • Board has planned meeting for Wednesday 30 January at 6.30pm.


  • Recognising the staff

  • Resolved, that the board will allocate $500 to staff for end of year 'function/thank you' (Moved: R Ngatai, Seconded: Julie Hanify, Carried: Unanimously).


  • Public recognition in the final assemblies 14/12/18 from the Board.

  • ACTION: R Ngatai to speak or organise speaker for the two assemblies on 14/12/18.

  • ACTION: K Smith to pick up card and movie tickets on behalf of the board to thank office staff.


  1. Principal's Report - tabled.

Achievement: Nothing further to report from October meeting.


New Teachers:

  • Ms Cowan - a lot of excitement over this appointment. New teacher in Tui. Great experience in Maths and Drama.

  • Ms Kensell - has previously volunteered at Ridgway. Another great asset to the school. Great experience in languages.


  1. General business/AOB

  • Positive feedback and excitement over new French teacher. Do we need to provide more information to parents for French unit?

  • Question asked about whether departing staff have leaving interviews.

    • ACTION: S Wood to arrange and conduct leaving interviews with departing staff.

  • ACTION: End of year newsletter from BOT to come out 12/13 December.

    • Need to give a huge thank you to Fiona and to Ewan McMaster for project managing the sandpit and for all the hours spent.

    • ACTION: R Kirkman - building update.

    • Update of French bilingual unit, also notifying that it is open to all with support at home and 3 year commitment.

    • Acknowledge leaving teachers

    • Welcome new teachers

    • Thank you to the office staff

    • Thank you to Jason Eady and team for all their hours and hard work driving the bike track.

    • Reminder that board elections will be happening next year.

  • Confirm Sarah Taylor is delegated authority to sign off on payments in K Smith's absence.

  • Pridelands are finishing at Ridgway at the end of Term 4, 2018.

    • After School Care Contractors license to occupy:

      • decide amount to charge

        • $12.50 hour

      • decide on term

        • 1 year


Resolved: That the Board approves the proposal to make a Third Party Occupancy Application for Approval in Principal for Enjoy Childcare to use Ridgway School for its After School Care Programme to Ridgway Students (Moved: K Smith; Seconded: R Kirkman; Carried Unanimously.)


  • Thank you to K Smith for her hard work and commitment to the school.


  1. Admin

  • Correspondence: none


Next meeting: Wednesday 30 January 2019, 6.30pm


Supper duty: TBC


Meeting closed: 8:58pm


Signed as a correct record: ____________________________________

Chairperson / /2019





Summary of action items from meeting 28 November 2018

Portfolio

Item

Who

When

Governance

Forward meeting invitation for 18/12/2018 with architects to BOT.

R Kirkman

Term 4

Governance

Language and culture strategy to be put online.


K Smith

Beg. Term 1 2019

Governance

Need to consider sign language as part of language strategy and where it fits.

B Dean

Term 1, 2019

Property Project

Talk to architects about date in February to meet with community and architects.

K Smith

Term 4

Governance

To speak or organise speaker for the two assemblies on 14/12/18.

R Ngatai

Term 4

Governance

K Smith to pick up card and movie tickets on behalf of the board to thank office staff.

K Smith

Term 4

Governance

End of year newsletter from BOT to come out 12/13 December.

S Wood

Term 4

Governance

Conduct leaving interviews with departing staff.

S Wood

Term 4





Summary of action items from meeting 24 October 2018

Portfolio

Item

Who

When

Governance

R Ngatai will follow up on cultural narratives re: appropriate name, branding, education.

R Ngatai

Term 4



Summary of action items from meeting 31 July 2018

Portfolio

Item

Who

When

Governance

Define sub-committee roles and look for parent expertise, especially finance.

Board

Term 4


Summary of action items from meeting 20 June 2018

Portfolio

Item

Who

When

Property Project

Develop education brief for building project.

K Smith, staff

ongoing



Summary of action items from meeting 26 October 2017

Portfolio

Item

Who

When

Governance

Review lockdown procedures

A Thornburrow

2018 - school docs


Summary of action items COMPLETED last meeting

Portfolio

Item

Who

When

Governance

Write to Pridelands about the after school child care contract for 2018 and the date it expires April 2019.

R Ngatai

DONE

Governance

Advertise for a board meeting minute taker position in the school newsletter.

K Smith

DONE

Governance

Check School Docs for policy updates.

Office Staff

Always ongoing

Property

Talk to bikes in schools group about whole school design.

K Smith


DONE

Governance

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

sub committee (B Dean and K Tukaki)

DONE

Governance

K Smith to Get STA in to facilitate a meeting around forming a vision for the school.

K Smith

DONE

Governance

Board to decide on and organise a thank you for the staff that is organised by the school community/BOT.

Board

DONE

Governance

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

B Dean

DONE

Governance

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

R Ngatai

DONE






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