St. Peter’s School
Board of Trustees
“Wonderful Learning in our Catholic Community“
11 Fisher Avenue, Beckenham, Christchurch 8023
Phone: 332-7598 Fax: 337-2874 Email: [email protected]
Website: www.saintpeters.school.nz
Minutes of the Meeting of the Board of Trustees
Thursday 18 February 2016
At 6.00pm held at the school
Present
Minute
Secretary
Welcome
Opening
Prayer
Apologies
Election
Sandra Shamy, Pamela Arthurs, John Abbott, Marius Ogg , Pip Toomey, Jodi Enright, Annie KingPritchard, Fr Tom O’Connor, Glenn Matheson
Kay Addei
Marius welcomed everyone.
Pamela led us in prayer.
St Peters School creed was recited
Andew Hodgson, Saluka Thiele, Carried:
Any perceived conflicts of interest - Nil
Election of the Board Chair for the 2016 year.
Call for nominations for Chairperson:
John nominated: Marius Ogg
Seconded: Sandra
Marius accepted nomination
No further nominations received.
Declaration: As no further nominations have been received, I hereby declare Marius Ogg the chairman
for 2016.
2016 Deputy chair role:
Call for nominations for deputy chair
Pamela nominated Annie
Seconded: Marius
Annie accepted nomination
No further nominations received therefore I hereby declare Annie King-Prtichard as deputy chair for
2016.
Board Roles
for 2016
Board Roles for 2016
Finance Role: Glenn, John, and Pamela,
Property: Andrew, Jodi
Special Character: Pip, Sandra, Father Tom
Corro Secretary: Pip, Saluka
Communication: newsletter info every 2 weeks, mail, - Pip, Saluka
PTA & Parish liaison: Pip
2016 handbook updates:
- update the St Peters Trustees handbook
- Include NZEI job descriptions in handbook
Delegations:
- we curently have 3 delegated people to manage the bank accounts, Pamela, Moira and Kay.
- suggestion to merge the 2 documents tabled and email out for BoT approval and motion the
acceptance in the next minutes.
Action: Marius
Minutes of
the previous
Meeting
MOTION –Moved from the chair: That the minutes of the Board of Trustees meeting held on the 19
November 2015 are received and the minutes of the meeting be accepted as a true and correct record,
of that meeting and placed on file, subject to the amendments listed.
All in favour - Nil against - Carried
Amendments/errors:
- Correct spelling errors – several within minutes
St Teresa’s should read Sacred Heart, Instated should be installed
Matters Arising from the minutes
-
(New info in red italic)
Pool pump and Pool cover needs to be sold:
Year 5 & 6 children to become alter servers
Ref
MTG
Action
Responsibility
Aug
Jodi
Seat repairs – speak to Grant Scott etc
Sept
Nov
2015 -
Fr Tom / John
Pamela
Get together with Sacred Heart BoT
New school signs -– use our facilities with
respect.
Large sign on new fence
Financial
Report
Action: Jodi
Action: Fr Tom and Isaac
Timeframe
Updated comments
Still attempting to get
done
By EOY
ASAP
ongoing
Obtain costings
Consepts being created and checked into
with regard to placement.
MOTION - Moved from the Chair: That the Financial Commentary Report supplied by Solutions and
Services for November and December 2015 is accepted.
All in favour
Nil against - Carried
Matters Arising from the Financial Reports: nil
MOTION - That the Financial Reports and Statement of Costs and Services for the month ended
November and December 2015 are received and held on file and that the total payments for November
in the amount of $34801 and for December in the amount of $27215(incl GST) are approved
Seconded: Pamela
All in favour
Nil against Carried
MOTIONS:
Motion - The Board authorises the Board Chairperson and Principal to sign the statement of
responsibility for the 2015 annual accounts on the Board’s behalf when written confirmation is received
that the audit has been completed.
All in favour
Nil against - Carried
MOTION – The board moves:
That the Board approves the inclusion of a budget for the 2015 statement of Financial Position and a
budgeted Cash Flow which are derived from the Board’s 2015 operating and capital purchases budgets.
All in favour
Nil against - Carried
MOTION – The board moves:
That the Board approves the inclusion of a budget for Ministry paid teacher salaries in the 2015
Statement of Comprehensive Income. The budget shall be equal to the actual teacher salary costs for
the 2015 year and will include an income amount and an equivalent expenditure budget.
All in favour
Nil against - Carried
MOTION – The board moves:
That the Board approves the inclusion of a notional lease allowance (as estimated by EY) for inclusion
in the 2015 budget. This is a notional lease over the land and buildings owned by Catholic Diocese of
Christchurch. The 2015 figure will include an income amount and equivalent expenditure budget, as per
historical years, and is approved on the basis that there is no direct cost to the Board of any kind.
All in favour
Nil against - Carried
Coro In/Out:
Report tabled
1. plans submitted to the Board for roof shape alteration. Marius going to speak to the architect to
confirm impact of light as this is close to Hoka classroom. Checking recession height. Report
back to the board at the next meeting.
Action: Marius
Action: Pip responding corro informing carry over to March meeting for decision
2. Letter from parent.
Move to in committee to discuss letter at 6.52pm
Moved out committee: 7.15pm
Reports
10. Learning As previously circulated. Taken as read.
a. Principal’s Report
discussion on the current roll numbers to date.
- overview of the leavers other than the year 8’s. All other families had valid reasons for leaving IE:
moving suburbs, choosing to home school children etc.
- we need to work on the roll entering the school and continue to attempt to increase numbers.
- The board sends best wishes to Tony after his operation. He is to return Monday February 21st.
- overview of the informaton evening format.
- 1st meeting for Pamela’s appraisal took place tonight.
b. communities of learning. - Villa, Cath Coll, and St Bedes.
- draft goals have been established
- representative from each of the boards to be formed as a governance structure. Annie is to be
our representative.
MOTION: That the Principal’s report be accepted
Moved: P Arthurs Seconded: Glenn
All in favour - Carried
c. Student Achievement – this is to be a focus this year for the BoT
- brief overview of the years start
- resources that may be required. PD that teacher would like.
- discussion on how the mutukaroa programme is working and how we are currently managing this
excellent plan.
- get an overview from all levels in the school so the BoT can get a better understanding of what is
taking place within the school currently.
Action: Sandra to organise teacher for next BoT meeting presentation.
Charter:
Move that the Board accepts the charter and this now be submitted to the ministry.
All in favour
Nil against - Carried
11. Living Faith (Sandra Shamy)
- As previously circulated. Taken as read.
the Mercy door and window - the pope suggests that we all have a symbolic door or window –
showing prayer, thoughts etc from the children.
MOTION: That the Living Faith report be accepted Seconded: Jodi
All in favour – Carried
12. Property Update (Andrew)
- 10 year property plan implementation
MOTION: That the planned cyclical maintenance listed on the 10YPP, for block 3 and the Library in the
amount of $6385.00 be rescheduled for 2016.
All in favour
Nil against - Carried
10. Communications/PTA Update
- profiles for the BoT, please send to Pip ASAP
- Pip, Jodi, Annie and John have completed this task.
11. PTA funding
- wish list - stage 2 pool area, solutions at west fence to prevent balls going over, gazebo and asphalt
replacement.
12. BoT Elections 2016
Appointment of returning officer: Kay Addei – who will now register.
Call for nominations: 6 May 2016
Nominations close on: 20 May 2016
BoT Election date: 3 June 2016
The BoT need to succession plan and advertise for this upcoming election if we are to obtain good
nomination results and achieve an election.
We have 3 members up for election, Marius, Saluka and Jodi.
All members should have ideas of what gaps we will have on the Board and what our needs will be so
we can advertise and promote these key attributes.
13. Discretionery leave
– Submission from pamela to have discretionary leave on Thurs 24 March 2016 granted for the Principal.
Next Meeting
Next Meeting: 17 March 2016
Priorities for next agenda:
Apology for the 17 march meeting from Jodi and she will be late to every meeting as she lectures
until 6pm.
Meeting
Closed
There being no further business the meeting closed at 8.05 pm
The Minutes were confirmed as a true and correct record.
Signed:________________________________________________
Date:
/
/2016
Chairperson Board of Trustees