Board of Trustees

This is a space where you can view our B.O.T meeting minutes, the Agenda and the reports to the Apiti School Board of Trustees.

Āpiti School Board of Trustees Meeting Agenda
29.10.2018 at 7.00pm

Present:
Minutes from previous meeting passed, moved.
Previous minutes are on right hand side link on :-
http://apitischoolnewsletter.blogspot.co.nz/p/board-of-trustees.html )
Welcome to all Board members.


1) Business
  1. Reporting on Student Achievement
   c) Unconfirmed ERO report
   d) Āpiti School Charter Strategic Annual Plan http://bit.ly/2o2vWXj
The Trustees all to attend the Treaty of Waitangi course. 7th November 6.20pm
at Kimbolton
    e) Āpiti Policy Framework -
Operational policies http://bit.ly/299K5uD  
STA has now updated its policies. We are working through these ;
2)  Self Review :- Yearly Plan / Self Review as attached
3)  Personnel (NAG 3) :- Report from Fiona.
4)  Finance (NAG 4) :- Report from Tim Field
5)  Property Report (NAG 4) :- Report from Dave Holdaway
  1. Dave (caretaker) re storm water and water into tanks.
6)  Health and Safety  (NAG 5) :- Report from Dave Holdaway.
7)  Legislation Report (NAG 6).
Correspondence : Inward :  Outward : Next meeting :

12th December. End of year Board drinks.

Āpiti School Board of Trustees Meeting Minutes, 24.09.2018 at 7.00pm 
Present :  Ben Pratt (Chairperson), Tim Field (Treasurer), Dave Holdaway (Property/
Health and Safety), Fiona Stephenson (Personnel), Mary Cuming (Principal) and
Christine Digby (Staff rep / Secretary).
Public :  Nil. Apologies :  Nil
Minutes from previous meeting passed, moved Ben, 2nd Fiona.
Previous minutes are on right hand side link on :- http://apitischoolnewsletter.blogspot.co.nz/p/board-of-trustees.html )
Welcome to all Board members.
Ben read out the letter from Ben and Maryann regarding Johnny leaving Apiti School
for Huntley School in term 4 2018.
1) Business
  1. Reporting on Student Achievement
attached).
Mary gave a comprehensive report on this achievement report.  This was
presented to ERO today and received positive remarks from ERO.
Mary outlined this informative report.  
iiii) 2018 Oroua Schools Consultation questionnaire : Every 2 years
consultation needs to be updated (attached).  
  1. Updated Āpiti School Charter Strategic Annual Plan http://bit.ly/2o2vWXj
The Trustees will attend the Treaty of Waitangi course.
  1. Āpiti Policy Framework -
Operational policies http://bit.ly/299K5uD  
STA has now updated its policies. We are working through these ;
2)  Self Review :- Yearly Plan / Self Review as attached
3)  Personnel (NAG 3) :- Report from Fiona.
  1. Mary Burton and Darren have done a great job while Mary has been on ACC. 4
  2. hours a day 4 days a week. Mary C has been able to do the admin.
  3. Dave suggested board members approach parents to look ahead to the election as
  4. to who would like to come on to the Board of Trustees  - sustainability of the
  5. Board. All Board members agreed.
4)  Finance (NAG 4) :- Report from Tim Field
  1. Vouchers for Ruth.  Mary moved $100 voucher be gifted to Ruth for all the time
  2. she has spent in the library.  Ruth has completed a full Library stock take, and it
  3. is now in the cloud. Ben 2nd, motion carried.
  4. Need to contact Ed Services re Property Plan reimbursement.
  5. Mary will find out from Ed Services re ACC payments - where is it getting coded
  6. to in the general ledger.
  7. Bank Reconciliation sited and signed.
  8. Tim moved that the Financial Management reports for the months of 31st July
  9. and 31st August be adopted and that all expenditure shown therein, be ratified,
  10. 2nd Ben, passed.
5)  Property Report (NAG 4) :- Report from Dave Holdaway
  1. Playcentre Building.  As the Apiti Playcentre has closed, Apiti School has been
  2. approached to take over the building.  Mary read a letter from Central Districts
  3. Playcentre Assoc.
A discussion followed with several options.  Mary will talk with the Ministry
(Jacinda) to find out if we can buy the land off the Ministry if we have an early
childhood group set up - which we totally support.  Mary will fill in the Third Party
Occupancy - Application for Approval in Principle.
Playcentre will have a community farewell on November the 1st.
  1. Report from Dave (caretaker) re storm water.  Ben moved Dave goes ahead with
  2. the plan to check the blockages, 2nd Mary, motion carried.
  3. Tenders have been called for from Ed Services for Roofing replacement to blocks 1, 2, 4 and 9 and internal repairs to block 1 tenders.
6)  Health and Safety  (NAG 5) :- Report from Dave Holaway
  1. Fire drill carried out 12th September.
    b) Some policies / procedures still to be completed.
    c) Dave (caretaker) has spent a lot of time on the school grounds, it is looking really
good thanks Dave.
    d) Check cleaners Notebook.
    e) Sid (Dewe Electrical Ltd) will be called in to carry out some electrical repairs, e.g
cooking room fridge plugs, oven handle etc.
    f) Lamb and Calf Day - 25th October
7)  Legislation Report (NAG 6).
  1. Mary moved the Board pay for the staff end of term function due to the work load undertaken by staff members over the past term. 2nd Tim. Motion carried.  
  2. Mary moved the Board purchase some flowers for Linda Penfold to let her know that the staff, Board members and students are thinking of her, 2nd Fiona, motion carried.
  3. Mary moved the Board pay for the swimming lessons, 2nd Tim, motion carried.
Correspondence : Inward :  Outward : Next meeting : 29th October.  12th December.
End of year Board drinks.

Āpiti School Board of Trustees Meeting Agenda   
Date : 24.9.2018 at 7.00pm.
Present :  
Public :   
Apologies :  
Minutes from previous meeting to be passed at this meeting
Previous minutes are on right hand side link on :- http://apitischoolnewsletter.blogspot.
co.nz/p/board-of-trustees.html )
Welcome to all Board members.
1) Business
  1. Reporting on Student Achievement
  1. Updated Āpiti School Charter Strategic Annual Plan http://bit.ly/2o2vWXj
  2. Āpiti Policy Framework -
Review operational policies http://bit.ly/299K5uD  
STA has updated its policies. We are working through these ;


2)  Self Review :- Yearly Plan / Self Review


3)  Personnel (NAG 3) :- Report from Fiona.
  1. Mary Burton and Darren have done a great job while Mary has been away on ACC.
  2. Mary C has been able to do the admin.


4)  Finance (NAG 4) :- Report from Tim Field
  1. Vouchers for Ruth.


5)  Property Report (NAG 4) :- Report from Dave Holdaway
  1. Playcentre Building.


6)  Health and Safety  (NAG 5) :- Report from Dave Holaway
a) Some policies procedures still to be completed.
b) Check cleaners Notebook


7)  Legislation Report (NAG 6).


Correspondence : Inward :  Outward : Next meeting :


Minutes of Board Meeting held on the 2.07.2018.

Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary), Dave Holdaway
(Property Officer), Tim Field (Treasurer).
Staff Representative : Christine Digby.
Public : Nil
Apologies :  Fiona Stephenson (Personnel).
Ben welcomed Board members present, and opened the meeting at 7.00pm.
Minutes from the previous meeting were read and confirmed, passed Ben, 2nd Mary.

  1. Business NAG 1
  1. Reporting on Student Achievement :-
i) Report to BOT on achievement in reading http://bit.ly/2tNLTmi  Mary gave a
comprehensive report as attached.  Mary reported that she is delighted with the Steps
Web programme instructed by teachers and Ruth. After discussing this achievement
report, Mary asked if the school could purchase $1,000 worth on extra library books
which will encourage boys in particular, to read.  The Board approved the purchase.
ii) Cultural Responsive plan Oroua PLD http://bit.ly/2yTbsrP
  • 7th November at Kimbolton for ‘Waitangi Day’ at 7.00pm.
   A tool written by STA for BOTs Hautu http://bit.ly/2tKncIe This document was
discussed.  Mary stated that Anahera McGregor (appointed affiliator for the Oroua
Schools) will visit to help with the Cultural Responsiveness. The link is attached above
for all to view.
  1. School Charter Annual Plan http://bit.ly/2o2vWXj  Mary has made some changes
  2. Apiti Policy Framework - Review operational policies http://bit.ly/299K5uD
     d)  Other Matters: Nil

2)  Self Review :- Yearly Plan / Self Review

3)  Personnel (NAG 3) :-
  1. Mary Burton and Darren have done a great job while Mary has been away on ACC.
  2. Mary C has been able to carry on with the administration. They will get half a higher
duties allowance each.
  1. Mary C has been able to attended the following meetings :-
i) 19th June : Oroua Principals  MOE and Cultural responsiveness with Arahera
McGregor our facilitator at Apiti 9.30am.
ii) 20th June : Oroua Principals at WW and North Street School.
iii) 26th June : NZEI principals meeting at Colyton.
iv) 27th June : Feilding Principals meeting in PN.
v) 28th June : Darren attended NZEI meeting.  Ben praised Mary for attending these
meetings while still recuperating from her ankle surgery.
Mary stated that Ruth Brocket does an amazing job with our students and Mary moved
a $50.00 gift voucher be purchased for Ruth. The Board approved this expenditure.

4)  Finance (NAG 4) :- Report from Tim
  1. Tim moved that the Financial Management report for the months of April 2018 and May 2018 be
adopted and that all expenditure shown therein, be ratified.  2nd Ben.
  1. Darren has purchased the special chair @ $300.00 for him in the senior room to help support
his back, as well as Headphones.   
  1. Tim stated that the Budget is not included in the Financial Management. Christine will inquire
from Katherine.  
  1. Tim has had the signatory for the chq book organised. Thanks Tim.  
  2. Bank Reconciliation was viewed and signed.

5)  Property Report (NAG 4) :- Report from Dave Holdaway.
  1. Mary and Dave S. will carry out an inspection on the school house.

6)  Health and Safety  (NAG 5) :-
  1. Unfortunately Mr. Dave Stewart has resigned as a member of the Board.
  2. Some policies procedures still to be completed.
     c) Check cleaners Notebook
     d) Lamb and Calf Day 25.10.2018 Do we include calves? The Board felt that this needs to be
           in the next newsletter and left up to the parents to make the final decision.
     e) Thank you Dave S for fixing the office door handle and the senior room door.
      f) The water problem under the staffroom floor has been fixed thanks to Dave S.
        
7)  Legislation Report (NAG 6).

Correspondence : Inward :  Outward :   
4) (a) BDO Central Ltd. The Board moved that the Final Report to the Board and the Financial
Statements for the year ended 31st December 2017 be accepted and passed. Motion carried.
5)  Office of the Auditor General School Audit arrangements for the 2018 - 2020 Financial Years.  
The Board felt that we need to wait for the ‘Proposal to Conduct the Audit’ with the cost of the audit.
A decision will then be made whether we continue with them or not.

Next meeting : Monday 6th August at 7.00.  Monday 24th September at 7.00pm
Ben thanked board members for attending and closed the meeting at 9.00pm.

Apiti School Board of Trustees Agenda
Date : 06.08.2018 at 7.00pm.
Present :
Public :  Apologies :
Minutes from previous meeting to be passed at this meeting http://bit.ly/2vnzWEF
Previous minutes are on the right hand side link on :-
http://apitischoolnewsletter.blogspot.co.nz/p/board-of-trustees.html
Welcome to all Board members.   
1) Business
a) Reporting on Student Achievement :- Authentic Context : School Concert /
Variety
Show. http://bit.ly/2mZqR1d
b) School Charter http://bit.ly/2LEYe8a
2) Other matters :
a)  Visit by Kerry Darby Education Services Ltd
b) Visit by Katrina Tayler MOE
c) Ski Trip to Mt Ruapehu with Kiwitea - 31st August. Pp 7th & 10th Sept


3)  Self Review :-  Policy review: Apiti School Policies (NZSTA)   http://bit.ly/299K5uD
4)  Personnel (NAG 3) :- Fiona
a) Mary’s hours as instructed by ACC :- 1st 2 weeks = 2 hours per day, nil hours every
Wednesday.   2nd 2 weeks = 4 hours per day, nil Wednesdays.
3rd 2 weeks = 6 hours per day = 4 in office / 2 in class.
b) 15th August - Strike action by teachers.
5)  Finance (NAG 4) :- Tim:
a)  Management Report for June / Bank Reconciliation.
b)  Mary has purchased library books.
6)  Property Report (NAG 4) :- Dave
a) Confirmed 5/10 year Property plan.
b) Have had water pump issues - Scotts pumps and Sid from Dewe electrical
attended - new starter was fitted by Dewe Electrical.
c) Also had phone issues - rang Spark, Chorus attended the problem.
d) School house insulation - to be compliant by 2019.  
7)  Health and Safety  (NAG 5) :-
a) Caretaker would like to purchase a Water Blaster for slippery concrete, at a
cost of about $350.00.
b)  Caretaker will unblock drain by taking rivets out and replacing them.
8)  Legislation Report (NAG 6)  
Correspondence:  Inward : Outward

Next meeting: 24th September at 7.00pm


Minutes of Board Meeting held on the 16.05.2018.


Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary), Dave Holdaway
(Property Officer), Fiona Stephenson (Personnel), Dave Stewart (Health and Safety).
Staff Representative : Christine Digby.
Public :
Apologies : Tim Field (Treasurer).
Ben welcomed Board members present, and opened the meeting at 7.00pm.
Minutes from the previous meeting were read and confirmed, passed Ben, 2nd Dave H.


  1. Business NAG 1
  1. Reporting on Student Achievement :-
i) Apiti Education Outside the classroom to Napier. Reflection of learning (as attached).
 https://bit.ly/2KWeo98
Dave Stewart reported on the sustainability visit from Rowena Brown.  One of the main issues
is the students not understanding the hydroponics e.g chemicals, not natural etc.  The students
are keen to plant seedlings, grape vines, strawberries. Several seedlings were potted out
during the Enviro day held Tuesday 15th of May, the native area will be developed more.  
Rob S. is keen to help out, as well as Toni and Nicole. More ideas and help is needed from
parents. The Hydroponics will be disassembled.
Dave has given the Board and Mary a lot of great ideas regarding what can be done with vegie
gardens, hot house etc, thanks Dave.


ii) Special Needs Report.  Mary reported on this as attached.
  1. School Charter Annual Plan http://bit.ly/2o2vWXj  No changes made.  Katrina Taylor is looking
at our Charter leading up to the ERO visit.
  1. Apiti Policy Framework - Review operational policies http://bit.ly/299K5uD


     d)  Other Matters:
  1. Education for sustainability plan.


2)  Self Review :- Yearly Plan / Self Review


3)  Personnel (NAG 3) :- Report from Fiona.
  1. Appraisal for 2018.  Rex Wheeler has agreed to appraise Mary.  The Principal Appraisal
Contract was put to the board and after some discussion, Mary moved Rex be her appraiser,
2nd Ben, motion carried. Contract signed.
     b) Mary investigating Arinui for Darren’s appraisal. Mary reported that many schools are using
this programme. Mary moved Arinui be used for Darren, 2nd Ben.  Motion carried.
     c) Extremely sad news regarding Linda.  Mary Burton will be in the junior room and acting
principal, Michael Jensen will be the relieving teacher.


4)  Finance (NAG 4) :- Report from Tim
  1. Ben moved that the Financial Management report for the month of March 2018 be adopted and
that all expenditure shown therein, be ratified.  2nd Fiona.
b. Mary explained the email from Darren asking for a special chair @ $300.00 for him in the senior
room to help support his back, as well as Headphones.  Mary moved these be purchased, 2nd
Fiona.


5)  Property Report (NAG 4) :- Report from Dave Holdaway.
  1. Water is leaking under the staffroom - Dave S will investigate this urgent matter.
  2. Thank you Dave S for fixing the water leak over by the court.
  3. Dave asked if we are using the new recycling centre.
  4. Firewise programme will be looked at in the near future.
  5. Jones Refrigeration will be called on to check the junior room heatpump.
  6. Outside light has been fixed / moved by Faulings Electrical Ltd.


6)  Health and Safety  (NAG 5) :- Report from Dave Stewart https://bit.ly/2I6HyA6
Included in the Sustainability report above.
        
7)  Legislation Report (NAG 6).
  1. Links First aid training for staff was held on Wednesday the 2nd of May, a good training session
for all.  Darren and Ruth to complete the 1st aid course on the 28th of May.


Correspondence : Inward :  Outward :   
Katrina is our Ministry advisor now, not Charles Quirke.


Next meeting : Monday the 2nd July at 7.00.  
Ben thanked board members for attending and closed the meeting at 8.30pm.

Apiti School Board of Trustees Meeting Agenda   
Date : 16.5.2018 at 7.00pm.
Present :  
Public :   
Apologies :  
Minutes from previous meeting to be passed at this meeting https://bit.ly/2rE6s4j
Previous minutes are on right hand side link on :-
http://apitischoolnewsletter.blogspot.co.nz/p/board-of-trustees.html )
Welcome to all Board members.
1) Business
  1. Reporting on Student Achievement :-
i) EOTC to HB Authentic context learning https://bit.ly/2KWeo98
iii) Special Needs -  Report
  1. School Charter Annual Plan http://bit.ly/2o2vWXj
  2. Apiti Policy Framework -
Review operational policies http://bit.ly/299K5uD  

2)  Self Review :- Yearly Plan / Self Review

3)  Personnel (NAG 3) :- Report from Fiona.
  1. Appraisal for 2018. Rex Wheeler - See Agreement.
  2. Mary is investigating Arinui for Darren’s appraisal.
  3. Mary operation 21st May, Mary Burton will relieve and Michael Jensen.
4)  Finance (NAG 4) :- Report from Tim Field

5)  Property Report (NAG 4) :- Report from Dave Holdaway

6)  Health and Safety  (NAG 5) :- Report from Dave Stewart
a) Some policies procedures still to be completed.
b) Check cleaners Notebook

7)  Legislation Report (NAG 6).
Correspondence :
Inward :  
Outward :   
Next meeting : 27th June date to be changed


Minutes of Board Meeting held on the 19.2.2018.


Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary), Fiona Stephenson
(Personnel Officer), Dave Holdaway (Property Officer), Tim Field (Treasurer), Dave Stewart (Health
and Safety Officer)
Staff Representative : Christine Digby.
Public : Hannah Blackmore.
Apologies : Nil
Ben welcomed Board members present, and opened the meeting at 7.00pm.
Election of Chairperson. Mary nominated Ben, 2nd Tim. As there were no further nominations, Ben
was duly elected chairperson - congratulations Ben.
Minutes from the previous meeting were read and confirmed Ben, 2nd Mary.


  1. Business NAG 1
1a)  Reporting on student Achievement :-
  1. National Standards reporting (as attached) : Mary presented this report as required by the MOE.
  2. Mary continued to explain what this report contained and meant. A reliever is employed so 
Darren was able to carry out the ‘running records.’
  1. Reading - Running records have all been completed.
  2. Special Needs - Literacy programme steps.
1b)  School Charter Annual Plan :-
      As the Charter is a living document, it is reviewed, added to / changes made before / at every
meeting. The 2018 Charter has been presented to the BOT and will be reviewed at each meeting
during 2018. http://bit.ly/2o2vWXj
 
1c) Apiti Policy Framework
Review Operational / Governance policies.http://bit.ly/299K5uD
  1. The Relationship between the Board and the Principal Policy (Governance 11).
  2. The Relationship between the Chair and the Principal Policy (Governance 13).
As these policies need to be reviewed annually, these policies were discussed and passed, moved
Tim, 2nd Mary.


1d)  Other Matters.
1)  BDO will visit 7th March at 10.00am  Kerry to meet with Christine, Mary and Ben at 12.30 and
maybe Tim?
2)  2018 teaching staff and relievers registration details were shared with the BOT.
 
2)  Self Review :- Yearly Plan / Self Review
Term 4 - Health and Safety
Health and Safety - some policies, procedures still to be completed. Eg Lockdown


3) Personnel - Fiona
  1. Mary asked the Board if Ruth Brocket is able to be employed as a Teacher’s aide for 1 1/2 hours
a day for our WebSteps programme and to continue the work with Early Words.
2. Appraisal.  Mary and Ben will investigate who is able to carry out the 2018 appraisal.
3. Christine Lowe has resigned as caretaker.  This position will be advertised in the next newsletter.
4. It was reported that Darren has settled in nicely.  Thank you to all parents who attended the
recent ‘Meet the Teacher’ evening. Mary stated Nicki Fielder will come and help set up the triathlon
track being held on the 2nd of March.
5 .Mary has her ankle operation on the 12th of March.  She is expecting 6 - 8 weeks of convalescence.
6. Linda Penfold will step in while Mary is away.  ACC will cover the cost. Linda has been
employed using banked staffing early this term. All the best for a speedy recovery Mary.


4) Property - Dave
  1. The swimming pool fence was discussed at the property meeting with Dave and Ed Services.  
  2. We are still waiting on the 5 / 10 year property plan compiled by Education Services.
  3. School house needs to be compliant with insulation regulations by 2019.
  4. Thank you to Dave Stewart for attending to the broken concrete.
  5. The swimming pool bubble wrap needs to be mounted so it is easier to roll over the pool.
  6. Thanks to Dave for attending to the pool pump.
  7. Septic tank top needs to be attended to.
  8. Green waste to be collected and disposed of before March the 2nd please.  Dave Stewart will
dispose of this. Thanks Dave.
  1. Bark needs replenishing under the playground equipment.
 
5) Finance - Tim
a) Tim reported on the summary of expenses for December.  Tim noted that we are up on government
grants.
b) Tim moved the Financial Management report for the months of November and December 2017 be
adopted and that all expenditure shown therein, be ratified. Ben 2nd.


6) Health and Safety                
  1. The frame around the playground area needs attending to.
  2. Signs for the swimming pool and changing sheds need to be made and hung a.s.a.p. Dave
Stewart volunteered to take this on.
  1. Water testing was discussed again.  Mary asked if a board member is prepared to carry out the
testing - no one is prepared to do this job.


7) Legislation -
  1. Chair’s Role Description Policy - Governance Policy (9).
This policy (reviewed annually) was reviewed and passed - moved Fiona, 2nd Mary.


Correspondence In (as attached).
6) The Board accepted Christine Lowes resignation as Caretaker.  Dave moved a small gift be bought
for Christine, Fiona will purchase a $50.00 gift voucher.
Correspondence Out (as attached).
Ben moved that the correspondence be accepted, 2nd Fiona.
Next meeting :   Wednesday the 28th March 2018 at 7.00pm.
Ben thanked all for attending, and closed the meeting at 8.45pm.


Minutes of Board Meeting held on the 11.12.2017.
Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary),
Fiona Stephenson (Personnel Officer), Tim Field (Treasurer).
Staff Representative : Christine Digby.
Public : Dave Stewart.
Apologies : Dave Holdaway (Property)
Ben welcomed Board members present, along with Dave Stewart and opened the meeting at 7.00pm.


Minutes from the previous meeting read and confirmed Ben, 2nd Fiona.
Welcome Dave Stewart to the board as the Health and Safety Officer.


  1. Business NAG 1
1a)  Reporting on student Achievement :-
  1. National Standards reporting to MOE (as attached) : This was presented to ERO.
Mary presented this report as required by the MOE.  As it was noticed, writing is of concern,
therefore writing will be a target for 2018.  Mary continued to explain what this report contained
and meant.  
2. NAG’s 2A (b) (as attached). Mary presented and explained the National Standards
Commentary Reporting for the Board members to comment on.
3. Analysis of Variance (as attached). This will be sent to the MOE.
Mary moved that these reports will be sent to the Ministry earlier than normal, 2nd Ben.

1b)  School Charter Annual Plan :-
      As the Charter is a living document, it is reviewed, added to / changes made before / at every
meeting. The 2018 Charter has been presented to the BOT and reviewed at each meeting in 2018.
 
1c) Apiti Policy Framework
We continue to work on new STA health and safety requirements as set out by MOE.

1d)  Other Matters.
1) Mary reported on the ERO visit held on November 30th (notes attached).  “Sharpen your focus”
and “dig deeper, clear line of sight, as well as “Continue in the direction that you are going” were
comments from ERO. They thanked us for all the work we have done since the last review.
ERO will probably visit again in Term 2, 2018.
2)  BDO visit will happen on the 7th of March 2018.  To meet with Christine, Mary and Ben.
  
2)  Self Review :-
Term 4 - Health and Safety
Lockdown policy. Mary attended this meeting at Kimbolton.  Mary sent a power-point around to
Board members that was put together with the Oroua Group teachers.  A policy will be written.


3) Personnel - Fiona
  1. Louise Ilton has resigned from the senior room teacher position.  This position has been
advertised, with applications closing on the 20th of December.  So far, one person has
expressed interest.  We have had two teachers leave Apiti for principals positions (this is
included in the advertisement).
2. Appraisals for Mary and Louise.  These were presented to the Board with comments
from the board welcomed. These were very good appraisals from the Appraiser Diane
Leggett who is the Massey University Education Leader.  Many positive comments were
received from the Board regarding these appraisals.
3. Lovely comments from Fiona re support for Mary while undergoing ankle treatment.
4.Fiona inquired about a gift for Louise - a voucher for $100.00 from Mitre 10.

4) Property - Dave
  1. A meeting was held re the 10year property plan.  Ben reported on this meeting.
  2. Junior room toilets and outside taps have had water problems.  A plumber was called at
one stage, but it was a pole fuse at that particular time.
3. The swimming pool is open, thank you to all those involved in removing the cover and thank
you to Toni for getting the pool up and running so quickly.
 
5) Finance - Tim
a)  Heat, Light and Water Funding Allocation Review Application - this has been sent.
b)  Mary presented a travel claim for Louise, Pam and Mary.  Ben approved payment for these claims.   


6) Health and Safety                
  1. Dave and Mary wrote a letter to the council re the dog Incident .
7) Legislation - Nil


Correspondence In (as attached).
9)  Manawatu District Council - Thank you to Dave and Mary for writing this letter.  
14)  Mary asked the board if the VLN can continue.  Mary presented the feedback report to show
how successful this programme is.  Children choose their language to learn.
15)  Enviroschools : Waterways will be the focus next year.  
Correspondence Out (as attached).
Ben moved that the correspondence be accepted, 2nd Mary.
Next meeting :   19th February 2018 at 7.00pm.
Ben thanked all for attending, for all their help during the year, wished everyone a Merry Christmas
and closed the meeting at 9.00pm.


Minutes of Board Meeting held on the 13.11.2017.

Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary).
Dave Holdaway (Property), Fiona Stephenson (Personnel Officer), Tim Field (Treasurer).
Staff Representative : Christine Digby.
Public : Dave Stewart.
Apologies : Belated apology from Tim regarding previous meeting, was attending a fire brigade course.
Ben welcomed Board members present along with Dave Stewart and opened the meeting at 7.00pm.

Minutes from the previous meeting read and confirmed Ben, 2nd Fiona.

  1. Business NAG 1
1a)  Reflection on Learning - Authentic Context re : Lamb and Calf Day (as attached).
Mary presented a great report on this and demonstrated how our students learn well on these days.
Mary stated that the Digi awards have been cancelled after an inquiry from Fiona.

1b)  School Charter Annual Plan :-
      As the Charter is a living document, it is reviewed, added to / changes made before / at every
meeting.
This has now been completed.  This was read through and discussed.  Mary explained what Liz Kane
did while here. She was paid through Teacher salaries.
Mary recently meet the new Ministry liaison officer - Katrina Taylor, when Katrina and Charles visited
the school on the 7th of November.  Katrina has taken on Charles Quirks role.
Ideas for ‘2018 Targets’ were asked to be brought to the next meeting.
Geoff Ryland from the MOE will visit on Monday the 20th to review the property maintenance - this
date is to be confirmed.

1c)  Apiti Curriculum to be passed with a few alterations to the original document.  Mary moved to
pass this document, 2nd Ben, motion carried.

1d) Apiti Policy Framework Review operational policies.
All reviewed and passed.  

1e)  Other Matters.
1) ERO to visit staff on the 30th November at 2.30 to review the Action Plan.  Rod wants to view how
we have moved forward since the last visit.
2)  Provisional Roll Return.  This has been sent to the Ministry.
3)  Diane Leggitt, is to visit on the 20th and 21st November to appraise the teaching staff.
4)  Cloud for IT.  Chrome books are not designed to do what the teachers want them to do.  Mary
asked the Board if a new laptop can be purchased.  Mary will investigate prices and report back to the
board via email.
5)  Mary presented a draft plan for a trip to the Hawkes Bay in March 2018.  Mary will investigate this
further.
6)  Mary also outlined a plan for the end of year ‘bush walk.’
 
2)  Self Review :-
Term 3 - Health and Safety
Lockdown policy.  This policy will be written on the 29th November at 3.30pm at Kimbolton.  Fiona
may attend.

3) Personnel - Fiona
  1. NZSTA Networking event.
  2. Staff end of year function. This was approved by the Board.
  3. Nibbles for the end of year BOT meeting.


4) Property - Dave

  1. Waiting on Education Services re date and time for the five / ten year property initiation meeting.

From the Caretakers / cleaners notebook…..

  1. Man hole in the junior room needs repairing.  
  2. After some recent water problems, it was discovered that the water pipe was blocked.  All water is now going through filters.
  3. Spouting still needs cleaning out.  Fire Brigade will hopefully attend to this.
  4. The tyre swing needs mending.  Tim will deal with this.
  5. School house Septic tank has been cleaned out.  This will be coded to Vandalism.
  6. The hole in the concrete over by the pump shed needs filling in.  Dave H will attend to this matter.
  7. Septic tank mushroom has been broken through vandalism.  This needs replacing.  A plumber will be advised of this.  
  8. Tennis court trap needs pumping out so it does not flood when significant rain falls.
  9. Swimming pool cover will be removed in the near future.  The water on the cover needs to be pumped off. The Fire brigade will attend to this matter.

 

5) Finance - Tim

a)  Heat, Light and Water Funding Allocation Review Application - the General Ledger has arrived, Christine just need to gather the appropriate invoices together - anything to do with water.

b)  2018 Budget.  Steve from Ed Services wants less codes to make coding more simpler.  Steve said we are tracking really well financially.

Tim moved to accept the 2018 Budget, 2nd Ben. Motion carried.

Tim also moved to accept the Cash Flow, 2nd Ben. Motion carried.   

c)  The tenants are paying rent.

d)  Tim moved that the Financial Management Reports for the month of September and October 2017 be adopted and that all expenditure shown therein be ratified, 2nd Fiona.   


6) Health and Safety                

  1. Incident investigation form has been filled out.  The statement was read out to the board.
  2. After discussing dogs next to the school, Dave will draft a letter to be written to the council.

7) Legislation

  1. The Board has approached Dave Stewart about being co-opted onto the Board, to fill the role of Health and Safety Officer.  We await his response.
  2. Bernard visited recently to review the bus route.  He stated after Mary made inquiries, that he would charge $80.00 per day for out of town trips plus 30c per kilometre, plus $25.00 for insurance.

Correspondence In (as attached).

8)  Community of Learning survey filled in.

Correspondence Out (as attached).

Ben moved that the correspondence be accepted, 2nd Mary.

Next meeting :   11th December at 7.00pm.

Ben thanked all for attending and closed the meeting at 9.00pm.




Minutes of Board Meeting held on the 18.09.2017.

Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary).
Dave Holdaway (Property), Fiona Stephenson (Personnel Officer).
Staff Representative : Christine Digby.
Apologies :
Ben welcomed Board members present and opened the meeting at 7.00pm.

Minutes from the previous meeting read and confirmed Ben, 2nd Mary.

  1. Business NAG 1
1a)  Reflection on Learning - Oral Language (as attached).
Mary gave a comprehensive report on oral language and the speech competition.
1b) Special Needs Report - Priority Learners.  Mary gave a lengthy report as attached.  Mary reported that Genny (ORS child), is progressing very well.  Ruth also works with Genny when required.  Including the ‘action cycle in the report’   
Continuing with Toe to Toe with Shelly and Ruth.
1c)  Apiti Draft School Curriculum Document - this will now be trialled and will be passed at the next meeting.  A link will be added after ‘The New Zealand Curriculum.’  After a few additions, this document will be sent to ERO, parents and the community.

1d)  School Charter Annual Plan :-
      As the Charter is a living document, it is reviewed, added to / changes made before / at every meeting.

1e) Apiti Policy Framework Review operational policies.
All reviewed and passed.  

1f)  Other Matters.
  1. Staffing entitlement notice for 2018.  A discussion followed regarding the permanent employment of Louise as a ‘Scale A’ teacher. Mary read out the correspondence from Brian regarding Louise’s position.  Mary will further investigate .
  2. Operational Grant for 2018.
     3. Ski trip : This is scheduled to happen on the 19th Sept.
 
2)  Self Review :-
Term 3 - Health and Safety
  1. Hazard and Risk Assessment.  Dave is still to carry out the Health and Safety check.
  2. Water pump needed re-setting.
  3. Scotts Pumps will come to change water pressure filters and carry out a yearly check.

3) Personnel - Fiona
New Support Staff Collective agreement from 22nd August.  Board has passed that our IEA is signed by all staff and that their pay will be increased.

4) Property - Dave
  1. Still waiting on electrical and plumbing assessment report from Ed Services for the 5, 10 year property report.
  2. Property damage from the recent snow storm, has been taken care of.
 
5) Finance - Tim
a)  Heat, Light and Water Funding Allocation Review Application - Ben stated that there is certain requirements that need to be met before this allocation can be applied for, Ben outlined the requirements and will look further into what is needed e.g General Ledger, invoices.
b)  Mary spoke to Katherine from Ed Services regarding the ‘personnel’ $$ amount.    
c)  The tenants are paying rent.
d)  Ben moved that the Financial Management Reports for the month of July and August 2017 be adopted and that all expenditure shown therein be ratified, 2nd Fiona.   
No figure for the Audit is in the budget.
6) Health and Safety                
  1. No major issues.
  2. Dave is still to carry out the Health and Safety Equipment checklist this term.  

7) Legislation
  1. The Board will approach Dave Stewart to see if he would like to be co-opted on to the Board, to fill the role of Health and Safety Officer.
  2. Mary stated that it is near impossible to get any info from the MOE re advices, especially when money is put into our account by GSE staffing info etc.
  3. School will finish for the 2017 year on Monday the 18th of December.
Correspondence In
8)  This was discussed and no further action taken.
Ben moved that the correspondence be accepted, 2nd Mary.
Next meeting :   13th November at 7pm.  11th December at 7.00pm
Ben thanked all for attending and closed the meeting at 8.30pm.

Minutes of Board Meeting held on the 31.07.2017.


Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary). Tim Field (Treasurer). Dave Holdaway (Property).
Staff Representative : Christine Digby.
Apologies : Fiona McCarroll (Personnel Officer).
Ben welcomed Board members present and opened the meeting at 7.00pm.


Minutes from the previous meeting read and confirmed Ben, 2nd Tim.


  1. Business NAG 1
1a)  Reflection on Learning - The Arts.  Mary distributed certain students comments on their ‘My Learning in the Arts’ showcasing our Oral Language learning.  Dean McKeras - a priveledge having him come to teach dancing.
  1. Ben commented on the end of term assembly regarding the keeness of all students wanting to display and showcase their learning from the term.


1b)  Special Needs Report - Priority learners.
  1. Liz Kane Report - Structured Literacy, presented by Mary, as attached.  Dave congratulated Mary re an
improvement in priority students as outlined from the ERO visit.
     (b)  Mary reported on the ‘Notes’ from the ERO meeting.
     (c)  Cara Howie will come every Thursday this term to teach Music and Maori.  


1c)  Apiti Draft School Curriculum Document - this was looked at more in-depth.  A link will be added after ‘The New Zealand Curriculum.’  After a few additions, this document will be sent to ERO, parents and the community.
The Board congratulated Nicki and her Kiwitea School staff on the recent ERO report.


1d)  School Charter Annual Plan :-
      As the Charter is a living document, it is reviewed, added to / changes made before / at every meeting.


1e) Apiti Policy Framework Review operational policies.


1f)  Other Matters.
  1. Ski trip : This is scheduled to happen on August the 30th with postponement dates the 31st or 6th Sept or 19th Sept..
After discussing prices, Ben moved the Board pay for every student but adults will pay for themselves, Tim 2nd.  Motion carried.
     2)  Storm damage.  The council will visit the school in the near future to mulch the storm damage, plus drop off any mulch from other locations in the area.
 
2)  Self Review :-
Policy Review
Term 2 - Health and Safety :  Hazard and Risk Assessments.  Will add what Catherine suggested to our policy and folder.
Health Consultation - no changes required.
Health and Safety folder and tools.  Again, will add what Catherine has suggested in the follow-up.
Catherine Bates ‘policies’ follow-up is attached.  The Board felt Catherine was indeed a very down to earth visitor.
Emergency Lock down drill, fire drill, earthquake drill carried out on the 5th of July.
Police (Mark and Sarah) visited regarding ‘Stranger danger’ on the 6th of July.
Personnel - Fiona (as attached).
  1. Mary read out the report from Fiona.  Mary has employed Ruth for Genny when Pam and/or Linda are away.  
  2. Pat is currently on ‘Grandparent’ leave - due back on the 8th of August.

Property - Dave
  1. Still waiting on electrical and plumbing assessment report from Ed Services for the 5, 10 year property report.
  2. Property damage from the recent snow storm, has caused extra work for caretaker.
 
1) Finance - Tim
a)  Heat, Light and Water Funding Allocation Review Application - Ben stated that there is certain requirements that need to be met before this allocation can be applied for, Ben outlined the requirements and will look further into what is needed.
b)  After some questions regarding the ‘Personnel’ amount, Ben moved that the Financial Management Report for the month of June 2017 be adopted and that expenditure shown therein be ratified.  2nd Dave.
Mary will ring Katherine at Education Services to inquire about the ‘Personnel’ total in Financial Summary Statement.
c)    Rental payment by the school house tenant has slipped over the past few months.  The tenant has stated that he now has a job and will resume rental payment at a higher rate until they have caught up.
Health and Safety                
  1. No major issues.
  2. Dave will carry out the Health and Safety Equipment checklist this term.  Thank you Dave.

Legislation
The Board will advertise in the next newsletter if anyone would like to be co-opted on to the Board, to fill the role of Health and Safety Officer.

Correspondence
  1. MOE  re: 2017 Confirmed Staffing Entitlement at 3.79.
  2. 1st July Roll Return - There were 22 students on this return on the 1.7.2017. We have Autumn starting on 7.8.2017, Ryder and Emily late Oct, and Willow starting in the New Year, we lose 2 Yr 8 students to High School. Genny will be our only year 8 next year, which will bring us up to 25 students. If the roll return indicates sole charge, this a concern and does the BOT have any suggestions. Hopkins do have jobs going.    Roll returns for :  March 2018 - 25.   March 2019 - 29.
     7) D & R Stewart letter - The board agreed to an extension of education for Genny.  The appropriate paper-work will need to be filled in.
Ben moved that the correspondence be accepted, 2nd Mary.
Next meeting :   18th Sept at 7pm.

Ben thanked all for attending and closed the meeting at 9.15pm.


Minutes of Board Meeting held on the 19.06.2017.
Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary). Tim Field (Treasurer).
Dave Holdaway (Property), Fiona McCarroll (Personnel).
Staff Representative : Christine Digby.
Apologies : Nil
Ben welcomed Board members present and opened the meeting at 3.00pm.
Health and Safety Visitor
Mary welcomed Catherine Bates from NZSTA to the meeting to view, discuss and give recommendations regarding Health and Safety policies and procedures.
Catherine suggested 2 people carry out the Health and Safety inspections.
Procedure for BOT to check the Caretaker and Cleaner notebook for items that need to be brought to the boards attention.
She agreed that our students should take risks which have been managed, they should be able to do risk play e.g climb trees.
Updated EOTC RAM sheet is available on MOE EOTC site.     
Cyber Safety keep checking with Netsafe.
Survive it! On Google is an app you can use.
Page 96- Lock Down - Emergency Management Procedure - add : Contact MOE Crises Response Team if needed.  A Lock Down emergency procedure needs to be carried out on a regular basis.
Critical Incident : Emergency Management Procedure - add wording re open for instruction during school times eg 8.30 to 3.15.  Please make arrangements if students are attending outside of school hours. If the school follows all policy procedures, should have bases covered.
Search and Cease Policy: Do not open bag - ask child to open bag and then contact parents.
Electrical Safety check to be carried out on a yearly basis.
Water testing : Board need to assess the risk, and manage accordingly.
Oroua Triathlon Risk Assessment Management RAM suggestions.  
$$$ can be taken into account when health and safety items are considered.
Police Vetting not compulsory for volunteers but it is suggested.
Ben and Mary thanked Catherine for her very helpful suggestions, Catherine left the meeting at 4.45pm.
 
Minutes from the previous meeting read and confirmed Ben, 2nd Mary.


As Mike has missed 3 meetings, he is not longer a board member.  A letter of thanks will be written to him.
  1. Business NAG 1
1a) Student Achievement : Reading  (as attached).Or click this link http://bit.ly/2rGzpP3
Mary gave a comprehensive report on this Achievement Report.  Mary answered many questions from the Board regarding this report.  Strategies need to be put in place for some students. There is an Apiti Priority Student report, this is confidential. Mary also explained the PLD for the Oroua Cluster.  Questions were asked regarding the Toe by Toe programme.
1b)  Special Needs Report - ORS student has had an IEP completed.  Linda and Pam job sharing with Genny.  Natalie Cooper is formatting and helping implement a teaching and learning plan for Genny.
1c)  Apiti Draft School Curriculum Document - this will be looked at more indepth for the next meeting, please read and report back.
1d)  School Charter Annual Plan :-
As the Charter is a living document, it is reviewed, added to / changes made before / at every meeting.
1e) Apiti Policy Framework Review operational policies.


1f)  Other Matters.
  1. Professional Development Literacy with the Oroua Cluster (in correspondence). 30 hours fully funded.
  2. ERO visit.  This meeting was just to make a plan for the upcoming meeting.  Attached is what Mary presented, documentation and comments to  ERO.  The next step was ‘correcting’ the format and adding to it.  ERO may visit again during the 4th term and then maybe again next year.


2)  Self Review :-
Policy Review
Term 2 - Health and Safety
  1. Hazard and Risk Assessments.
  2. Health Consultation - ERO excited about this.  One comment received from a local parent suggesting mental health to be more robust.
  3. Health and Safety folder and tools.  This will be an on-going review. Fiona offered to help with this.


Personnel - Fiona
a) Trustees Code of Behaviour Policy.  These have all been signed.
b) School Caretakers, cleaners and canteen staff collective agreement.  We will increase pay according to the new Collective Agreement.   


Property - Dave
  1. Martin Smith - MOE property liaison officer meet with Dave recently.  Dave is waiting on the report from Education Services.
  2. Re-roofing report has been received.  The roof will need to be replaced, this will be an item on the next property plan.  
  3. Thanks to Dave for erecting the TV screen in the junior room.    


1) Finance -
a)  Heat, Light and Water Funding Allocation Review Application - Ben will action.
b)  Ben moved that the Financial Management Report for the months of April 2017 and May 2017, be adopted and that expenditure shown therein be ratified.  2nd Fiona.
c)  The Financial Statement - Management Report from BDO was emailed to all Board members. This was discussed and tabled (corro 5d, 5e), moved Ben, 2nd Mary.
 
Health and Safety                
1) Sheree is cleaning while Chrissy is on sick leave.


Correspondence
3(a) NZSTA Issue 272 - Community of Learning - Mary gave the Board a very comprehensive report on how this will be run.  Mary stated that she attends every meeting to give a rural view.
(10) Thank Golf Club for their donation via letter.
Ben moved that the correspondence be accepted, 2nd Mary.
Next meeting :  31st July at 7pm.  18th Sept at 7pm.
Ben thanked all for attending and closed the meeting at 6.45 pm.



Minutes of Board Meeting held on the 8.05.2017.
Present : Ben Pratt (chairperson), Mary Cuming (principal), Christine Digby (Secretary). Tim Field (treasurer).
Staff Representative : Christine Digby.
Apologies : Mike Sandbrook (Health & Safety). Dave Holdaway (Property). Fiona Stephenson (Personnel).
Ben welcomed Board members present and opened the meeting at 7.00pm.
Minutes from the previous meeting read and confirmed Ben, 2nd Mary.

  1. Business NAG 1
1a) Student Achievement : Maths (as attached)
Mary gave a comprehensive report on this Achievement Report.  Mary explained to Tim all about how the PAT work and how the figures are reached.

1b)  School Charter Annual Plan for 2017.  Check updates.
1c)  Apiti Policy Framework Review operational policies.
1d)  Other Matters.
  1. Professional Development Literacy with the Oroua Cluster.
  2. Computers : Mary is having issues with some of the junior room computers.  A discussion followed regarding weather we need a couple of new desktops.  A quote from Inhouse Computers was discussed.  Mary would like to have at least 2 new computers every year because of the work Mary would like to do with the students such as movies, photos, etc. It was decided to leave this for now.  Mary will make a list of the times when a computer stops working.
  3. Mary would like the big TV screen attached to the junior room wall.
  4. Inhouse will programme Hapara into the school as this is a priority for the school.   
2)  Self Review :-
Policy Review
Term 2 - Health and Safety
  1. Hazard and Risk Assessments - These files were discussed.   We will have the meeting with Catherine and then we will decide from there weather we will organise a meeting regarding these files in Apiti.
Personnel - Fiona - Mary explained why we overspent on Bank Staffing.  This was due to ACC paying money into the school bank account.
Dean McCarus School of Dance to visit to instruct our students on dancing for the Grease production.  Dean will be paid out of the Bank staffing.  
Property - Dave
1) Dave and Ben will attend the Property meeting with Martin Smith (property adviser) from the MOE on the 24th of May at 10.30am.
2) The Playcentre gate is an issue.  A combination lock will be looked at.  This will be discussed with Natalie Copper from the Ministry who is visiting this Friday (12th May).
Finance -
  1. Mary moved Tim be elected Finance Officer, 2nd Ben.  Ben will assist Tim as required.
  2. Ben will follow up on the Heat, Light and Water Funding Allocation Review Application from Geoff.
  3. Ben moved that the Financial Management Report for the month of March 2017 be adopted and that all expenditure shown therein be ratified, 2nd Mary.  The ‘personnel’ total is under investigation from the March General Ledger summary.
Health and Safety                
1) 19th June - Health and Safety with Catherine from 3 - 5, followed by the Board meeting.
Correspondence
Ben moved that the correspondence be accepted, 2nd Tim.

Next meeting :  19th June at 3.00 - 5.00 for the Health and Safety meeting, followed by the Board meeting.  Ben thanked all for attending and closed the meeting at 8.50pm.



Minutes of Board Meeting held on the 27.03.2017.
Present : Ben Pratt (chairperson), Mary Cuming (principal), Fiona Stephenson (Personnel), Christine Digby (Secretary).
Staff Representative : Christine Digby.
Public : Tim Field.
Apologies : Mike Sandbrook (Health & Safety). Dave Holdaway (Property).
Minutes from the previous meeting read and confirmed Ben 2nd Fiona. (emailed to BOT members 10.03.2017).


  1. Business NAG 1
1a)  School Charter Annual Plan for 2017.  Check weekly updates.


1b)Student Achievement : as attached.  Mary presented this comprehensive report and explained the report.
Report on students “below” Liz Kane Literacy as attached.
PAT results.
EOTC Akitio authentic context reporting - as attached.  Mary reported on this excellent camp.  Payment of $100.00 will be made to Peter Lewer who drove the Cheltenham bus which was needed for transport home, Mary moved, 2nd Fiona.
Skiing will be one night only this year or maybe two separate days.


2)  Self Review :-
Policy Review
Concerns and Complaints Policy
Reviewed and approved.  No comments from parents.  After including this policy in a recent newsletter, we will ratify the Concerns and Complaints policy as discussed at the last two meetings.


Personnel - Fiona
1)  Cara and Ashley will still be available if needed for Genny if Pam is unable to.
2)  Fiona reported on STA news items relevant to Apiti School.
3)  Professional Development - Duties of the Board of Trustees - checklist.
4)  Supporting the new senior room teacher.  
5)  We have two families leaving at the end of term.
Property - Dave
1)  It was moved by Ben that the Board pays Murray $150.00 worth of petrol vouchers due to fixing the lawn mower recently, spending 7 hours on the mower.
2)  Linda has reported that the Playcentre gate on the boundary is easily accessible for Genny to open, making it unsafe.  Linda would like some sort of lock placed on the gate.  Tim will look into what can be done.
Thanks to Dave for fixing the gate at the far end of the field.
3)  Quote from Noel re office door latch and swimming pool/tennis court fence still needs to be done.
4)  Wasp problem has been dealt with thanks to Dave Stewart.
5)  The bus shed will be cleaned out by a community member - donation required if necessary.
6)  Dave, Rebecca and Toni helped with the swimming pool cover, thank you!.


Finance -
1) Ben moved that the Financial Management Report for the months of January and February 2017 be adopted and that all expenditure shown therein be ratified, 2nd Fiona. Carried.
2) The position of Finance officer will be appointed next meeting.


Health and Safety
1) The Board of Trustees ‘checklist’ was discussed and issues identified.
2)  The risk analysis plan needs to be looked at.
3)  Fiona volunteered to work in with Mike / Dave regarding our risk identification and management.  
4)  An example of the Health and Safety policy will be distributed to Board members before the next meeting (Page 38).
5)  New Staff inductions regarding Health and Safety needs to be implemented and recorded.  All staff will be updated on Health and Safety issues.
6)  Staff IEA’s and job descriptions need to be updated this term.


Correspondence
Ministry bulletin in (1)
(4)  Mary proposed Carr and Gribb quote accepted re Mary / Ben.
(5)  Community of Learning - very important that the Board attends this on Thursday the 6th of April at 6.30pm - explanation of what the community of Learning is all about.  Mary will attend.  
(6)  Mary reported that the Wireless School Network Upgrade Project is working o.k.


Ben moved Correspondence be accepted, 2nd Fiona.
Next meeting : 8th May at 7.00pm.  26th June.  Ben thanked all for attending.

Meeting closed at 9.00pm.


Minutes of Board Meeting held on the 20.02.2017.
Present : Ben Pratt (chairperson), Mary Cuming (principal), Geoff Kira (treasurer), Dave Holdaway (Property), Fiona Stephenson (Personnel), Christine Digby (Secretary).
Public : Tim Field, Nicole Philps.
Apologies : Mike Sandbrook (Health & Safety).
Minutes from the previous meeting read and confirmed Ben 2nd Geoff. (emailed to BOT members 07.02.16).
Election of Chairperson ; Mary nominated Ben, 2nd Dave. No further nominations received, Ben elected as chairperson.
Mary nominated Christine for Staff Rep, 2nd Ben.  nominated.
Geoff has tended his resignation as treasurer and Board member.  Ben thanked Geoff for his time on the Board and wished him well for his future.  Geoff stated that he will be happy to instruct the new treasurer when one is appointed.
Board vacancy will be advertised in the next newsletter.
Business NAG 1
1a)  School Charter Annual Plan
National Standards to be passed and sent to the Ministry by the 1st of March, moved Ben 2nd Fiona, motion carried.
EOTC
Mary presented the Risk Assessment Plan for the EOTC camp to Akitio happening on the 14th to 16th of March as attached. All students will be attending this camp.  Mary explained what benefits these camps are for the students and where they may be staying.  
Mary proposed that they stay in the community centre for the two nights and will circulate the Health and Safety outdoor pursuits to all parents.  Penny and Louise will attend the camp.
Self Review :-
Concerns and Complaints Policy
This policy was distributed to parents in the first newsletter of the year.  No feedback from parents as yet.  A rational was discussed.  A link ‘dealing with conflict’ will be attached to the complaints policy for parents to read, moved Mary, 2nd Ben.   
Fiona raised the issue of why we have lost families over the past year and asked if there is a common issue.


Personnel - Fiona
1)  3.79 teacher staffing, not 3.97 as on agenda.  Louise having been the Cheltenham principal is the supernumeracy teacher.  We therefore are able to pay Jo 1 day a week for music as well as other teachers e.g. Liz Kane for Literacy.
2)  Cara and Ashley for Jenny filling in for Pam while Pam is away.
3)  Liz Kane has been employed out of Bank Staffing for Literacy.
4)  Key Management Personnel (KMP) disclosures for remuneration have been filled out and sent to Education Services.


Property - Dave
1)  Dave reported on the Ed Services quote to update the 10 year property plan. Geoff moved, 2nd Mary this quote  be accepted.
2)  The Board commented on the nice new fence.


Finance - Geoff
1 ) Ben visited with the Auditor today and a few changes were made to the 2017 budget.
$1700.00 surplus.
2) Fiona asked if we have Board Professional Development funds available for Board training.  Most STA workshops are free.
3)  After some discussion, Geoff moved that the 2017 budget be accepted, 2nd Ben, carried.
The auditor has already received a signed copy.   
Geoff invited questions regarding the November, December finance Management Report.
4)  Geoff moved that the Financial Management Report for November and December be adopted and that all expenditure shown therein be ratified, 2nd Ben.
5)  Mary explained that the swimming pool heater is not on as yet.  The Board agreed the heater will be turned on once the corner of the pool has been checked.  Students will be attending a practice run at the Makino on Friday the 24th.
6)  Mary explained that Toni is being paid per hour, not 3 hours per week as she is spending a lot more time on the pool than the 3 hours per week.  Toni has given Mary a time-sheet for the extra hours.
7)  Heat, Light and Water allocation - this will have to be delegated to another board member on the departure of Geoff from the Board.
8)  Geoff moved that ‘Apiti Schools asset register maintenance is delegated to Education Services Ltd, a company specialising in education reporting.  Education Services complies with all Financial Reporting Standards.’ 2nd Ben. Motion carried.


Health and Safety
1)  Mike had informed Mary prior to the meeting that a Health and Safety check will be carried out next week.
2)  Health and Safety Plan needs to be updated.  
3)  The front door lock is causing problems.  Mary will ask Noel to inspect the front door lock and quote on the swimming pool/tennis court fence.  
4)  Wasps - these will be disposed of in the very near future.


Correspondence
Ben moved Correspondence be accepted, 2nd Mary.
Next meeting : 27th March, 8th May.  Ben thanked all for attending.
Meeting closed at 9.00pm.