LYALL BAY SCHOOL BOARD OF TRUSTEES (BOT) Minutes of the ...

LYALL BAY SCHOOL BOARD OF TRUSTEES (BOT)
Minutes of the Meeting Held on Monday, 4 March 2013
Present:
Apologies:
Meeting:
Dennis Thompson, Kieran McDonald, Chris Taylor, Paul Kotrotsos, Kevin O’Neill, Liz Stewart, Joe Serevi, Gail Kelly
Nil
Opened at 6.50pm
Minutes
Strategic Decisions:
Annual Charter Plan
Item Discussion/Decision Action Responsibility Timeframe
Minutes of the meeting held on Monday, 3 December, were
Accepted and signed off.
discussed.
Dennis ran through the Charter and there was a discussion regarding
focus. MOE has received the Charter and the National Standards
data reporting template.
Motion: That the BOT adopts the 2013-2015 Charter and Annual
Plan.
Chris/Joe. Carried.
Read through the Charter and direct any
questions to Dennis or Chris.
All
ASAP
Updated Employer Policy
Discussion regarding the ERO checklist for appointing new personnel.
New clauses to be added to Policy:
‘Principal will advise BOT of future appointments and BOT Chair will
establish an appointments panel’; and
‘Any disagreement on appointments can be escalated to a decision
before the BOT’.
Motion: I propose that the amended Employer Policy is adopted
by the Board.
Chris/Kevin. Carried.
Add the 2 additional clauses to Policy.
Chris
ASAP
Updated Property Policy
Motion: I propose the Board adopts the updated Property Policy
(from Feb 13 review).
Chris/Kevin. Carried.
ERO Review
Strategic Discussions:
Health Curriculum
Consultation
Chris thanked Dennis and staff on behalf of the Board.
Discussion regarding the school’s obligations to deliver a Sexuality
Programme, being the most contentious aspect of the Health
Consultation. Agreed the opt-out option is good. Liz suggested
contacting Life Trust to gauge exactly what they cover.
Discussion carried forward.
Send soft copy out to Board with relevant
information. Check what other local schools
do. Check the relevant curriculum wording.
Dennis
Next meeting
ASAP
Pacific Education Plan
Discussion on how to involve Maori and Pasifika families. There was
a suggestion to have a mid-year performance/pot luck dinner.
Agreed to wait until after Board Elections as
we may get more Maori/Pacific Reps on BOT
June Meeting

Monitoring:
Principal’s Report
Item Discussion/Decision Action Responsibility Timeframe
Discussion regarding the expense of the Gifted Kids Programme.
Should the school cease the funding subsidy, or only fund alternate
terms, in partnership with the attending children’s parents?
Take a ‘grid idea’ to the G&T Committee for
them to write up some extension learning
options.
Kieran
ASAP
Report on National
Standards Data
It was agreed the money may be better invested into the “in-school”
Gifted and Talented programme, rather than kids going off-site.
Completed and sent to the Ministry of Education.
Write to affected parents to advise that the
school funding subsidy is under review.
Dennis
ASAP
Property Build Update
On track and within budget. Stage 1 is due to finish mid-April and
Junior Block will be demolished during the holidays.
Finance Report
Risk Management:
Disaster Planning
Administration:
Annual BOT Conflict of
Interest Declarations
Motion: I propose the Board adopts the 2013 budget with
the suggested amendments. Kevin/Chris. Carried.
Motion: I move that for 2013, all relievers will be coded “TS”
(Teachers’ Salaries). Any consequential overuse above our total
Roll-Based Staffing Entitlement will be funded later in the year
from our school Operating Grant (2013 reliever budget) and/or
during Pay Periods 23-26 of the 2014 school year. This charge
will be against the cheapest teacher salary on the staff at that
time.
Dennis/Liz. Carried.
Discussion regarding community expectations for disaster planning.
Possibly people aren’t aware that Lyall Bay School is not a Civil
Defence Centre.
Chris asked if any Board members have any other interests that may
be perceived to be a conflict of interest or influence their decisions.
Kevin, Gail, Chris and Liz stated that they have no conflict of interest.
Paul has no conflict, but does work for the BNZ.
Increase Depreciation to $90,000.
Double Management Discretionary to
$20,000.
Chris and Dennis will write up a document to
circulate to families advising them of what we
will and won’t do in an emergency.
Carry forward to ask Joe if he has any
conflicts of interest.
Dennis
Chris/Dennis
ASAP
Next Meeting
Next Meeting
Webpage Disclosure Update
Chris would like the Board minutes on the school website as soon as
possible after meetings. Liz suggested also having the calendar of
meetings and the workplan on the web. Topics of strategic
discussion for each meeting could be added to the school newsletter.
Email minutes to Board for approval excommittee.
Add Board Workplan to website. Change tab
to read Board of Trustees, rather than BOT.
Kathy
Clint
ASAP after
meetings
ASAP
Add Key Strategic Topic to meeting notice in
school newsletter.
Dennis
1 week prior to
each meeting

Item Discussion/Decision Action Responsibility Timeframe
Library Outage
Dennis reported that classroom book sets are circulating and that the
majority of classrooms will visit Kilbirnie Library throughout the year.
Kilbirnie Library put a lot of work into these visits to ensure the
children get the most use out of them. The school library will
hopefully be up and running again by mid-Term 3.
Miscellaneous:
Board Elections - Returning
Officer
Dennis explained that ex-BOT Chair, Paul Soma, has expressed
interest in being the Returning Officer for the Board Elections in May.
All agreed.
Accept Paul’s offer and thank him.
Dennis
ASAP
Capital E Kids’ Art Show
Chris asked if it was likely the school would attend this show. Dennis
said it was very expensive, but he would take it to a Management
meeting.
Take to Management Meeting to discuss.
Dennis
ASAP
The meeting closed at 9.20pm. Next Meeting: 6.45pm, Monday, 8 April 2013.
Chairperson: _____________________________________
Date: ______________________________