Wednesday, 3 February 2021

Agenda Tuesday 9th February 2021

 Board Meeting Tuesday 9th February 2021 6pm Staffroom

AGENDA - Tuesday 9th February, 6.00pm staffroom
ALL REPORTS ARE TAKEN AS READ - BOARD MEMBERS PLEASE COME READY TO REVIEW -
Review includes: Comments/questions, interpretation, action.
We want our time together to be purposeful and cannot wait for reports to be read in the meeting. The principal's report will be unpacked.

6pm: Prayer - Lorraine

6.10pm: Board Chair election

6.15pm: Delegations:
Motion: the board delegates authority to the Board Chair to be an administrator and signatory on bank accounts.

Principal's Delegation
Move that the Board delegates the following responsibilities to the principal:
  • The day-to-day curriculum and resource management of the school and the achievement of the Government's key achievement areas and requirements as specified in official educational  policy documents;
  • The implementation of any other requirements specified by Act of Parliament, the Secretary of Education, any other permanent head of a Government department and for individual and collective employment contracts;
  • Approval of any orders for goods and services provided such an order will not exceed the Board approved budget allocation for the expenditure item involved;
  • Transfers to at-call deposits of amounts less than $5,000 and for periods less than 12 months;
  • Ordering fixed assets for which the capital expenditure has the prior approval of the Board, or fall within the asset replacement budget;
  • The appointment of relieving, casual staff and support staff provided such appointment is within the budget allocation for this particular person and provided this delegation is not given to any other staff member;
  • Communication with parents, officials, representatives of educational organisations and other firms and organisations with whom the Principal deals as part of their curriculum and resource management responsibilities;
Board Code of Conduct to be signed by all members


6.25pm: Board Training: Our review cycle Board review cycle

6.30pm: From the pews

PRINCIPAL'S REPORT & Matters Arising                

Move that draft budget with an operating deficit of $81,535 is accepted by the Board.

7.20: Property - 10 year maintenance plan for reference

7.20: Health and Safety - nothing to report - compliance items noted in principal's report

7.25: Personnel  - Cleaner update
Principal appraisal for 2021 - proposal (will put up on screen at meeting) Principals performance agreement


BOARD WORK TO DO
(based on our Board review cycle - (includes who's on prayers), linked above and the Schooldocs 2020 Review Cycle)


Curriculum -

7.30 - Leadership retreat camp proposal for Board to approve.  Safety Action Plan
               

 
7.35: Strategy
Discuss and move to accept annual plan and target for 2021



Policies Review
(For information: Schooldocs self review schedule - Meeting schedule.)

7.50: To review at this meeting:

Complaint procedure - update on complaint procedure with regard to Schooldocs.


Consultation
Nothing at this meeting

NAG 6 Administration :
8.00pm
Accept Minutes of last meeting
Inwards and outwards correspondence:
B Rooney - Resignation
R McGeown - Resignation as Board Chair
https://drive.google.com/file/d/1ixK5demtyf8aNop25FMZFLx_h6prxRAZ/view?usp=sharing
We need to file in committee minutes and other information from the end of 2018 complaint

8.10pm
Personnel (in committee update)






Thursday, 3 December 2020

Agenda Tuesday 8th December, 6pm Staffroom

Board Meeting Tuesday 8 December 2020 6pm Staffroom

AGENDA - Tuesday 8th December
ALL REPORTS ARE TAKEN AS READ - BOARD MEMBERS PLEASE COME READY TO REVIEW -
Review includes: Comments/questions, interpretation, action.
We want our time together to be purposeful and cannot wait for reports to be read in the meeting. The principal's report will be unpacked.

6pm: Prayer - Lorraine

Welcome Bishop Michael. Opportunity for discussion around recent consultation process

BE AWAR:
Board Training: Board Composition, brief. From NZSTA: http://www.trustee-election.co.nz/board-resources/a-guide-to-board-structure. Casual vacancies. This was covered in the last meeting - kept here as reference and need to make a decision regarding recruiting a new parent rep.  Need a plan.

From the pews (not this week)

End of 2020 student achievement
6.30pm - Board chair - grant speaking rights to Nicola Winders and Leanne Brookes to present achievement reports and participate in analysis conversation.
                Anaylsis of Variances Reports for 2020 - Senior leadership team will speak them
                Senior Writing Target (NW)
                Junior Reading Target (LB)
                Student achievement data 2020 (LFR) - SLT participate
                Student achievement target 2021 (LFR) - SLT participate

PRINCIPAL'S REPORT & Matters Arising                
Move: “The start of year is Monday 1st February and last day 15th December with one Accord teacher only day and one teacher only day included as 2 extra half days at the end of the year.  Number of half days = required amount = 380”

Move that the Board approves the inclusion of a budget for the 2020 Statement of Financial Position and a budgeted Cash Flow which are derived from the Board's 2020 operating and Capital purchases budgets.

- principal requests authority to make a final decision regarding reading recovery for 2021 (permission required as it requires financing) 

7.50: Property - nothing to report.

7.52: Health and Safety - child shut finger in Reed Street gate while another child was swinging on it after school. Children asked (again) not to swing on gate. Caretaker asked to put a strap across top of gate.

7.55: Personnel  - Senior school cleaner has resigned.  Junior cleaner wants to swap to senior end. I will advertise. 
In committee: Principal's appraisal report, Principal's attestation.


BOARD WORK TO DO
(based on our Board review cycle - (includes who's on prayers), linked above and the Schooldocs 2020 Review Cycle)

8,10pm:  Promotion ideas for 2021 - ideas coming from the Teacher Only Day - would board like to add to them?

Curriculum -

8,20pm:    
                  Reading Recovery Report 2020

 
8,30: Strategy
Principal is presently consulting with staff regarding curriclum ideas and development in 2021 and will write the annual plan to forward our charter goals in 2021 over the Sumner holidays to present to the Board in February.

Community of Learning for 2021

Policies Review
(For information: Schooldocs self review schedule - Meeting schedule.)

8.35: To review at this meeting:
Please check these out in advance and be ready to add to review without further checking.  Questions and clarifications are welcome.

Complaint procedure - move that the complaint procedure used and promoted in our community over-writes the generic Schooldocs policy.

Privacy (click on link to see the policy)

Ways we implement the privacy policy

The principal is the privacy officer.

Need to update our enrolment letter to say what the information is being used for – Ministry purposes, school management and some for diocese.

We have individual logins for computers, locked filing cabinets for personal information and files needing to be kept for a period of time are kept in the attic.

We frequently request updates in information and all families have access to their own personal information if requested.

As a general rule, information about any person is not given to a third party without the person's knowledge, unless:

·            the information is already publicly available

·            it is being passed on in connection with a purpose for which it was obtained, for example, to the student's new school.

·            the right to privacy is over-ridden by other legislation

·            it is necessary for the protection of individual or public health and safety. [11]

 

The parts where information most directly affects us is in the case of separated parents.  We keep parenting orders as file notes on our Student Management System and also in hard copy.  We ensure both parents have information regarding educational achievement and pastoral items unless there is a court order specifying otherwise.

Requests under the official information act are usually advised through NZCEO or the Ministry.  In doubt we would contact the Ministry.


NOTE: under new legislation privacy breaches have to be notified to the Privacy Commissioner. We need to assure we have sufficient cyber insurance.

 

See St Joseph’s Staff Handbook – sections: communication, confidentiality, parenting orders, progress and record keeping.


Ways we implement:
All of the points in the policy are followed.
Fixed term units are always directly tied in with our charter and annual plan and advertised internally.  For 2021 we have 6 units available and these are all permanently allocated.  In 2020 after going through the new charter with staff, staff who were interested in a unit were asked to put forward a proposal for a fixed term unit based on our charter and the skills they thought they could bring to an area of the charter.
All unit responsibilities are documented in our Staff Responsibilities Handbook and are part of the professional growth cycle.


All teachers on 0.8FTTE or more get 10 hours classroom release time.  We presently have a PRT who also has 0.2 release.  We use a combination of methods taking into account teacher preference and release teacher availability.  Teachers are expected to stay on site during CRT but can consult with the principal about this if required.


To view on Schooldocs go to schooldocs.co.nz. Our login is stjosephsoamaru. Password: veritas

Consultation

NAG 6 Administration :

Move that relevant documentation which has to be retained for 7 years but no longer, from 2012 be sent for destruction

Accept Minutes
Inwards and outwards correspondence:
Tukutuku korero - November 2020
Education Gazette - November 2020


Thursday, 22 October 2020

Agenda Tuesday 27 October 2020, 6pm Staffroom

 

Board Meeting Tuesday 27 October 2020 6pm Staffroom

AGENDA - Tuesday 27th October
ALL REPORTS ARE TAKEN AS READ - BOARD MEMBERS PLEASE COME READY TO REVIEW -
Review includes: Comments/questions, interpretation, action.
We want our time together to be purposeful and cannot wait for reports to be read in the meeting. The principal's report will be unpacked.
We have to fit this meeting within an hour so we are streamlining
6pm: Prayer - Jan (next month: Fr Wayne)

Board Training: Board Composition, brief




6.05: Not this week

PRINCIPAL'S REPORT & Matters Arising

6.20: Property - carpets in middle building have been cleaned as per our 10 year maintenance plan. Painting and washdown completed as per plan. Spoutings and gutterings have been cleaned, as per plan.
6.22: Health and Safety - nothing to report
6.25: Personnel - in committee, brief report will be presented at the meeting.  Decision to be made regarding advertising for a position.

 


BOARD WORK TO DO
(based on our Board review cycle - (includes who's on prayers), linked above and the Schooldocs 2020 Review Cycle)

Curriculum -


Year 6 EOTC Event proposal - needs to be approved by Board
 
6.45: Strategy
Items to consider: draft budget for 2021 (will share at meeting), teaching component, 
Intermediate department
PD for 2021

Policies Review
(For information: Schooldocs self review schedule - Meeting schedule.)

6.55: To review at this meeting:

Privacy (click on link to see the policy)

Ways we implement the privacy policy

The principal is the privacy officer.

Need to update our enrolment letter to say what the information is being used for – Ministry purposes, school management and some for diocese.

We have individual logins for computers, locked filing cabinets for personal information and files needing to be kept for a period of time are kept in the attic.

We frequently request updates in information and all families have access to their own personal information if requested.

As a general rule, information about any person is not given to a third party without the person's knowledge, unless:

·            the information is already publicly available

·            it is being passed on in connection with a purpose for which it was obtained, for example, to the student's new school.

·            the right to privacy is over-ridden by other legislation

·            it is necessary for the protection of individual or public health and safety. [11]

 

The parts where information most directly affects us is in the case of separated parents.  We keep parenting orders as file notes on our Student Management System and also in hard copy.  We ensure both parents have information regarding educational achievement and pastoral items unless there is a court order specifying otherwise.

Requests under the official information act are usually advised through NZCEO or the Ministry.  In doubt we would contact the Ministry.


NOTE: under new legislation privacy breaches have to be notified to the Privacy Commissioner. We need to assure we have sufficient cyber insurance.

 

See St Joseph’s Staff Handbook – sections: communication, confidentiality, parenting orders, progress and record keeping.


Ways we implement:
All of the points in the policy are followed.
Fixed term units are always directly tied in with our charter and annual plan and advertised internally.  For 2021 we have 6 units available and these are all permanently allocated.  In 2020 after going through the new charter with staff, staff who were interested in a unit were asked to put forward a proposal for a fixed term unit based on our charter and the skills they thought they could bring to an area of the charter.
All unit responsibilities are documented in our Staff Responsibilities Handbook and are part of the professional growth cycle.


All teachers on 0.8FTTE or more get 10 hours classroom release time.  We presently have a PRT who also has 0.2 release.  We use a combination of methods taking into account teacher preference and release teacher availability.  Teachers are expected to stay on site during CRT but can consult with the principal about this if required.


To view on Schooldocs go to schooldocs.co.nz. Our login is stjosephsoamaru. Password: veritas

Consultation

NAG 6 Administration :

Accept Minutes
Inwards and outwards correspondence:
Education Gazette - October

https://drive.google.com/file/d/1AEd2VT1ksbsW7btk1v13fixQpz7qN9q7/view?usp=sharing

Wednesday, 2 September 2020

Agenda 8th September 2020

Board Meeting Tuesday 8th September 2020 6pm Staffroom

AGENDA - Tuesday 8th September
ALL REPORTS ARE TAKEN AS READ - BOARD MEMBERS PLEASE COME READY TO REVIEW -
Review includes: Comments/questions, interpretation, action.
We want our time together to be purposeful and cannot wait for reports to be read in the meeting. The principal's report will be unpacked.

6pm: Prayer - Rory (next month: Jan)

Board Training: Board have engaged in some policy update and familiarisation
which is sufficient training for this month.

6.05: From the Pews

PRINCIPAL'S REPORT & Matters Arising
Move to delegate Board participation in principal's appraisal to Jan Plieger
NAG Reports:
Mid Year finance update (from our accountants - good news)
6.50: Property
7.00: Personnel: 1. Move that we appoint a personnel subcommittee, which would require one proprietor's representative and a board member, depending on the appointment and the scheduled delegations as per our policy.

 

2. Move that if our September staffing comes close to the predicted amount (8.2) that the Board funds half a teacher ($30-40k) in order to maintain 7 classrooms as discussed in August meeting, and we go ahead and advertise a fixed term position for 2021.


off by chair)

BOARD WORK TO DO
(based on our Board review cycle - (includes who's on prayers), linked above and the Schooldocs 2020 Review Cycle)

Update from diocesan consultation

Policies Review
(For information: Schooldocs self review schedule - Meeting schedule.)

8.00pm: To review at this meeting
Some examples:
Our DP attended a day's training on vulnerable children and signs of abuse in 2019
In our Keeping Ourselves Safe unit we had conversations with our community constable about abuse 
recognition and reporting.
Anyone can report suspected abuse or neglect.  In practice it is the principal who has done this.
We participate in family conferences if required.
Staff are updated periodically on abuse recognition via the weekly Thinktank meetings.
There are presently changes in the physical restraints procedures which we are keeping track of.
At the present time no support staff member is authorised for physical restraint as we have no students 
with needs that might require this.
We had a close review of restraint procedures last year.  
We keep detailed pastoral records on our SMS regarding any issues with children, mainly behavioural 
tracking, sensitive family information, parenting orders etc.
All new staff including relieving staff are checked for child safety - police vets / teacher registrations, 
original id sighted, cv given and gaps addressed, and 2 referees regarding their behaviour around children.

To view on Schooldocs go to schooldocs.co.nz. Our login is stjosephsoamaru. Password: veritas


Consultation
Not at this meeting

NAG 6 Administration :

Accept Minutes
Inwards and outwards correspondence:

Education Gazette - August 2020

Tukutuku Kiorero - August 2020