Agenda Tuesday 8th December, 6pm Staffroom

Board Meeting Tuesday 8 December 2020 6pm Staffroom

USEFUL LINKS: Board review cycle - includes who's on prayers,

Charter 2020-22

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

                Board self review targets and achievement 2020

PRINCIPAL'S REPORT & Matters Arising                

 7.00: Principal's Report October 2020

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”

 7.30: Finance

Draft Budget

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.

Salary Units

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.

Classroom Release Time

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

Agenda Tuesday 27 October 2020, 6pm Staffroom

 

Board Meeting Tuesday 27 October 2020 6pm Staffroom

USEFUL LINKS: Board review cycle - includes who's on prayers,

Charter 2020-22

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

From NZSTA: http://www.trustee-election.co.nz/board-resources/a-guide-to-board-structure

Casual vacancies

6.05: Not this week

PRINCIPAL'S REPORT & Matters Arising

6.05pm - Principal's Report October 2020

 6.15: Finance

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 -

6.35pm: Science Achievement

Science Board Self Review

Year 6 EOTC Event proposal - needs to be approved by Board

SAPs for Year 6 EOTC

 

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.

Salary Units

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.

Classroom Release Time

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/1Q8G1IL_dBnm34enHik1pCrGMST-5pK-g/view?usp=sharing

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

Agenda 8th September 2020

Board Meeting Tuesday 8th September 2020 6pm Staffroom

USEFUL LINKS: Board review cycle - includes who's on prayers,

Charter 2020-22

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

6.10pm - Principal's Report September 2020 -

Move to delegate Board participation in principal's appraisal to Jan Plieger

NAG Reports:

 6.40: Finance

Mid Year finance update (from our accountants - good news)

6.50: Property

6.55: Health and Safety (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.

St Joseph's Catholic Special Character Attestation Report 2020 (taken as read and to be signed

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)

Curriculum -

7.10pm: The Arts Achievement

Board Self Review on the Arts

7.30pm: Maths Review - staff

Board Self Review Maths 2020

 

7.50: Strategy

Update from diocesan consultation

Policies Review

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

8.00pm: To review at this meeting

Child Protection

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

Board Meeting Tuesday 4th August 2020 6pm Staffroom

USEFUL LINKS: Board review cycle - includes who's on prayers,

Charter 2020-22

AGENDA - Tuesday 4th August

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.

6.00-6.05pm - Prayers - Rebecca

Note change in agenda in order to accommodate staff visiting to present target student report to board

6.05pm - 6.25pm

Mid Year Target Student Report - Team leaders will speak to this report, please read in advance

Board Self Review

6.25pm - 6.45pm

Mid Year Report On Charter Goal Three (team leaders will stay for this in order to interpret - respond if required)

Staff surveys raw data - shared in hard copy confidentially.
NZEI Survey on Principal and Teacher Health and Wellbeing (an individual Board cannot address these matters, they are system matters but please check out this information as it is highly relevant - the first conclusion stated by NZEI is: The most significant - and unsurprising - finding is that both school leaders and teachers report significant job strain and associated negative health impacts that far exceed the general population and are more significant for female school leaders)

Board Self Review on goal 3- also in committee

6.45-7.00pm

Board Training: - discussion around NZSTA learning proposal.

7.00-7.05pm

From the Pews

7.05-7.30

PRINCIPAL'S REPORT & Matters Arising

- Principal's Report August 2020
Goal 2 - Curriculum - Video (below) as part of principal's report to watch to explain more about curriculum capabilities and how we are reporting on them.  This is a significant part of what we have done from the recommendations in the last ERO review and important for Board to have a broad reference point.

BOARD WORK TO DO
(based on our

Curriculum -

Covered above - target student report

7.40- 7.50

Student wellbeing surveys raw information - Year 7 & 8, Year 4-6 (we intend to do further unpacking with students around these surveys).

Student wellbeing surveys board self review

7.50-8.00

EOTC - Year 5/6, Year 7 & 8 Camp proposals to be accepted by Board

Intermediate SAPS - IMPORTANT TO READ AND CHECK THESE

Intermediate Camp Proposal

Year 6 SAPS

Year 6 Camp Proposal

8.00-8.10
Strategy
Request for staffing in junior hub 1

8.10-8.20

Policies Review

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

Learning Support Procedures - evidence for this: check our "learning support" in our curriculum document - All students below expectation are closely monitored, goals, actions and next steps are set termly by the teacher and support prioritised and allocated.  For English Language Learners we have implemented a new system of "front-loading" curriculum vocabulary.  This works on the premise that our ELLs can be fluent in social English but still lag behind in academic language.  Since implementing this in 2018 0% of our ELLs were at or above the national norms in science and in 2019 67% are at our above.  The Board has funded reading books for ELLs and we have an exceptionally gifted ELL teacher aide who is loved and respected by the children of all ages (this matters).

Appointments Process
There tend to be a few appointments every year.   We use the Catholic Education Office contract for teaching staff which includes our special character component.  We always check the requirements for the appropriate committee and make sure it is made up of the right people.  Referees are checked and recorded.  We are careful when advertising to include the correct wording for the Catholic component.  Tagged position allocation is closely monitored and all tagged positions go to the diocese for approval.  All applicants are followed up after a decision is made.

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

Consultation
not at this meeting

NAG 6 Administration

8.20pm

Accept Minutes

NOTE DATE:  6pm Wednesday 23 September - visit from Catholic Education Office and diocesan staff to Board to discuss Dioceses strategic plan 

Inwards and outwards Correspondence
Diocesan Strategic Plan
Caritas Update

T Brady - Staff election outcome
NZEI - Notification Paid Union meetings

NZSTA - Teacher Aide Pay Equity

NZCEO - Annual Report 2019

Caritas - Annual Report 2019 - booklet in office

Education Gazette - June - periodical

Tukutuku Korero - July - periodical