Board news



MINUTES OF THE MONTHLY MEETING OF
ST JOSEPHS SCHOOL BOARD OF TRUSTEES
HELD TUESDAY, 28TH JUNE 2017, AT 7.00 PM
 IN RUMA KORU


Present
Andy Bradley, Rose Wylie, Adrienne Wylie, Sharni Cunningham, Leanne Brookes, Lorraine Frances-Rees, Bev Conlan, Fr Wayne, Bruce Wickham, Michael Plieger, Chris Heaphy

Apologies
Katrina Miller and Jan Plieger (for lateness)

Welcome

Bev welcomed everyone to the meeting along with a thank you for the work each board member had done in the lead up to the meeting.  Sharni opened the meeting with a prayer.

Board Training
ERO visit either Term 3 or Term 4.  Looking closely at student achievement and student progress.

Looked at Student achievement and how we handle under achievers.
Board roll is stewardship.  The Board provides the environment for learning, staff PD and evaluation of the results.

From the Pews
Children will be celebrating the sacrament of Confirmation this weekend.  A lovely occasion.  Spirituality is being overlooked.  Spirituality will form the strength in the children in their wellbeing as citizens. Gifts of love, joy, peace and patience are things we cannot see but help in the growth of the children through the special character of the school.

Special Character

Taken as read.

Move to accept the Special Character Report.
L Frances-Rees/Fr Wayne

Principal’s Report
Move to accept the Principal’s Report
L Frances-Rees/R Davies

Lorraine spoke to her report.
Teachers are working on the learning support system.  This tracks those who are well below, below or at risk of being below over time and in depth.

Curriculum Report
Reports on Science and RE were tabled.  A discussion on the reports was undertaken.  Lorraine recorded the questions and comments which ensued from the discussion.

The Board looked at the results of the Student Wellbeing Survey which was recently undertaken.  The Board discussed the outcome.
Health Curriculum
A discussion on the health curriculum was undertaken.

Move: To accept the Health Curriculum Catholic Guidelines
K Miller/S Cunningham

Policies

Reviewed Documentation and Self Review and Employer Responsibility policies.

Property and Health and Safety Report
Taken as read

Move to accept the Property and Health & Safety report
M Plieger/A Wylie

Request input from staff and the school community for the concept plans for the school by the end of the term.
Hazard report taken as read.

Finance Report
Report tabled with recommendations:

1.      That the schedule of payments comprising of $36,603.50 for May 2017 as approved by the principal and reconciled with the bank statements together with the schedule of income comprising of $12,607.04 for May 2017 be received.
L Frances-Rees/A Wylie

Grants
Taken as read.

Move to accept the Grants Report
L Frances-Rees/A Wylie

Cultural

Taken as read.

Move to accept the Cultural Report
J Plieger/S Cunningham

Strategy Report
Taken as read.

Move to accept the Cultural Report
L Frances-Rees/K Miller

Personnel
A letter from Jocelyn Marsh was received requesting leave in Term 3.

Move to grant Jocelyn Marsh the requested leave.
L Frances-Rees/J Plieger

Attendance Report
Motion: In order to promote attendance at St Joseph’s School, the St Joseph’s Board of Trustees notes that it does not support or have any connection with non-school ski trips during school time.
L Frances-Rees/Fr Wayne

Correspondence
Motion: That the Inwards and Outwards correspondence be accepted.
B Conlan

Minutes of the Previous Meeting:



Moved:
That the minutes of the meeting held 27th March 2017 be accepted as a true and accurate record.
L Frances-Rees/S Cunningham
Meeting Closed:
Meeting closed at 9.45 pm.

Next Board Meeting:

15th August 2017 at 7.00 pm


These are a true and accurate record of the St Joseph’s School Board of Trustees meeting held 28th June 2017.
Signed: _________________________________

Date:_________________________________
                                                                                            B Conlan
                                                                                             Chairperson


MINUTES OF THE MONTHLY MEETING OF
ST JOSEPHS SCHOOL BOARD OF TRUSTEES
HELD TUESDAY, 24TH MAY 2017, AT 7.00 PM
 IN RUMA KORU

Present
Andy Bradley, Talanoa Palu, Adrienne Wylie, Sharni Cunningham, Leanne Brookes, Lorraine Frances-Rees, Bev Conlan, Fr Wayne, Bruce Wickham, Michael Plieger, Chris Heaphy, Katrina Miller

Apologies
Rose Davies, Jan Plieger (for lateness)

Welcome

Bev welcomed everyone to the meeting with a special welcome to Bruce, Andy and Katrina being new board members.  Sharni opened the meeting with a prayer.

Board Training
The board discussed ‘Our role as Trustees in a Catholic school’ and ‘What is the Special Character and core focus of our school’ in relation to the Nags. 

From the Pews
Inclusiveness – Living and teaching Jesus Christ.  This is the foundation of our school.  This needs to be seen in all subjects and be the being of what we are as a school.  All parents need to be committed to the fundamentality of the school.
Special Character

Taken as read.

Principal’s Report
Move to accept the Principal’s Report
L Frances-Rees/S Cunningham

Lorraine spoke to her report.

As this is a year of rebuilding and 3 teachers and Loraine undertaking a Masters paper, it was felt that compulsory RE papers this year would overload the teachers.  These papers would be optional this year but compulsory for next year.  Lorraine is looking into the possibility of being a Tutor for some of the papers which would save staff travelling to Dunedin to complete these of the papers.

Both teaching staff and support staff attended an Autism course over the holidays.  This was very beneficial for all with having autistic children in the school.

Staff attended a combined staff meeting with other schools in the Community of Learning.

Curriculum Report
Behaviour Report – Self Review

There is a collaborative approach with dealing with unacceptable behaviour.  There is good communication with parents concerning any incidents.
L Frances-Rees/S Cunningham

Policies

Review of using School Docs to be carried out throughout the year.  The meeting felt that while School Docs are up with changes occurring, the policies are very generic and not specific to the school.

Procedures are the responsibility of the Principal to keep up to date.

Sub committees:
Property, Health & Safety: Michael Plieger, Chris Heaphy, Leanne Brookes
Strategy: Rose Davies, Katrina Miller, Sharni Cunningham, Bev Conlan
Finance: Sharni Cunningham, Bruce Wickham, Andy Bradley (check)
Grant: Sharni Cunningham, Bruce Wickham
Personnel: Bev Conlan. Fr Wayne, Sharni Cunningham
Multi-Cultural: Jan Plieger, Talanoa Palu
Special Character: Fr Wayne, Adrienne Wylie, Katrina Miller
Lorraine on all committees.
Property Report
Taken as read
M Plieger/L Frances-Rees

Finance Report
Report tabled with recommendations:

1.      That the schedule of payments comprising of $67,586.78 for March 2017 and $45,910.55 for April 2017 as approved by the principal and reconciled with the bank statements together with the schedule of income comprising of $12,378.62 for March 2017 and $97,930.80 for April 2017 be received.
S Cunningham/L Frances-Rees

The Diocese has agreed to install heat pumps in the hall.  They will pay for the installation less $12,000 which was the amount raised from the phone books.  Unfortunately the Board is unable to use this money for capital works.  The Home & School will give their term donations to the Diocese to cover the $12,000 with the Board using the money from the phone books to cover what would be funded by the Home and School.

Motion: Home & School to pay the Diocese $12,000 for the hall heaters and the Board to use the Phone Book money as the Home & School Donation. 
S Cunningham/L Frances-Rees

Grants
Move to accept the Grants Report
S Cunningham/L Frances-Rees

Rugby has requested an application be made to Youthtown for funding to upgrade the playing jerseys.  The board felt applying for funding for sports uniforms should be across all codes and not just one.

Move to apply to Youth Town for funding towards a workshop area and robotics requirements for science.
K Miller/A Wylie

Cultural

No Report for the meeting

Strategy Report
No Report for the meeting

Correspondence
Motion: That the Inwards and Outwards correspondence be accepted.
B Conlan
A discussion concerning a letter received from a group of parents re ski programme occurred.

Minutes of the Previous Meeting:



Moved:
That the minutes of the meeting held 27th March 2017 be accepted as a true and accurate record.
L Frances-Rees/S Cunningham
Meeting Closed:
Meeting closed at 9.25 pm.

Next Board Meeting:

28th June 2017 at 7.00 pm


These are a true and accurate record of the St Joseph’s School Board of Trustees meeting held 24th May 2017.
Signed: _________________________________

Date:_________________________________
                                                                                            B Conlan
                                                                                             Chairperson




As a result of the Board of Trustees bi-election, we welcome Bruce Wickham, Andy Bradley and Kartina Miller onto the Board



MINUTES OF THE MONTHLY MEETING OF
ST JOSEPHS SCHOOL BOARD OF TRUSTEES
HELD TUESDAY, 27TH MARCH 2017, AT 7.00 PM
 IN RUMA KORU

Present
Bev Conlan, Sharni Cunningham, Adrienne Wylie, Leanne Brookes, Lorraine Frances-Rees, Michael Plieger, Rose Davies, Chris Heaphy, Jan Plieger, Fr Wayne, Gary Shirley (Lead Principal - COL)

Apologies
Nil

Welcome

Bev welcomed everyone to the meeting with a special welcome to Gary Shirley, Principal of Papakaio.  Michael opened the meeting with a prayer.

Board Training
Gary Shirley undertook a presentation on the new COL (Community of Learning) which the school has signed onto.  Gary outlined the benefits for those involved.  Schools and kindergartens work collaboratively together sharing skills and knowledge with those involved in the COL.  Gary responded to questions from the Board.  Gary left the meeting.

From the Pews
We need to look at the spiritual side of learning.  The Welcome Mass was tremendous along with the weekly Monday morning Mass.  The atmosphere is growing.

Special Character
 Reports

Move to accept the Special Character Report
A Wylie/S Cunningham

The Attestation report from the Proprietors has been signed and is ready to be sent to the Diocese.

The Bishops forum was held last Thursday.  Fr Wayne, Bev, Adrienne and Lorraine attended.

Principal’s Report
Move to accept the Principal’s Report
L Frances-Rees/S Cunningham

Lorraine spoke to her report.

With new members coming onto the Board, training will be undertaken on the Governance roll of the Board along with Special Character training.

School Docs is now up and running and can be accessed through the website.

4 staff undertaking Phonics training which will have our staff from Yr 1 to Yr 4 teaching the same programme right through. 

Home & School are willing to fund a tool shed.  Lorraine looking into what it would look like.

Behaviour Report – A system is in place for unacceptable behaviour and there is already an improvement in the overall behaviour of the students.  Some behaviour problems can be connected to learning needs.  Back chat is a major problem but have a system in place to help support teachers.

Property Report
Move to accept the Property Report
M Plieger/Fr Wayne

Fire drill still to be undertaken.

Plans have been received for a building upgrade over the next 10 years.  Plans to go to the Parish before being made public.

Finance Report
Report tabled with recommendations:

1.      That the schedule of payments comprising of $19,820.69 for January 2017 and $36,638.41 for February 2017 as approved by the principal and reconciled with the bank statements together with the schedule of income comprising of $98149.97 for January 2017 and $12,515.07 for February 2017 be received.
S Cunningham/A Wylie

Grants
Move to accept the Grants Report
S Cunningham/A Wylie

Have received quotes for the hall heaters.  There is a shortfall between the money on hand and the cost of the heaters.  Investigate applying for grants to cover the short fall or approaching the Diocese to cover the short fall.

Motion:
Obtain two more quotes for the heaters and approach the Diocese then apply to either Lions or Licensing Trust for the shortfall. 
Fr Wayne/M Plieger

Approach YouthTown for funds towards Robotics or 3D printer.

Cultural


Move to accept the Cultural Report
J Plieger/R Davies

Rename the sub-committee to Multi Cultural Sub-committee.

Joy Wang has agreed to represent the Chinese community while May Alegre will represent the Filipino community.

Strategy Report
Move to accept the Strategy Report.
S Cunningham/L Frances-Rees

3 Policies updated in School Docs.

Move to have Strategy sub-committee meetings as required.
S Cunningham/L Frances-Rees

Personnel
Request for 1 week’s leave without pay in February 2018 has been received from Sara Jones-Hogan.
The Board approves the request.
S Cunningham/L Brookes

Correspondence
Motion: That the Inwards and Outwards correspondence be accepted.
B Conlan

Minutes of the Previous Meeting:




Moved:
That the minutes of the meeting held 14th February 2017 be accepted as a true and accurate record.
M Plieger/L Frances-Rees

Meeting Closed:
Meeting closed at 9.30 pm.

Next Board Meeting:

24th May 2017 at 7.00 pm


These are a true and accurate record of the St Joseph’s School Board of Trustees meeting held 27th March 2017.
Signed: _________________________________

Date:_________________________________
                                                                                            B Conlan
                                                                                             Chairperson



MINUTES OF THE MONTHLY MEETING OF
ST JOSEPHS SCHOOL BOARD OF TRUSTEES
HELD TUESDAY, 14TH FEBRUARY 2017, AT 7.00 PM
 IN RUMA KORU


Present
Adrienne Wylie, Sharni Cunningham, Bev Conlan, Leanne Brookes, Jan Plieger, Talanoa Palu, Lorraine Frances-Rees, Michael Plieger, Fr Wayne, Chris Heaphy, Rose Davies, Bruce Wickham, Andy Bradley

Apologies
Nil

Welcome

Bev welcomed everyone to the first board meeting for the year with a special welcome to Leanne Brookes (Staff Rep), Talanoa Palu (Cultural Rep), Bruce Wickham and Andy Bradley who were observing.  Adrienne   opened the meeting with a prayer.

From the Pews
The year has started well.  Lovely to start each week with an assembly on Mondays.

Board Training
Reminder of the protocol when approached by a parent with a complaint.  Parents to be referred to the Complaints procedure – Teacher, principal, then Board as a last resort.  Parents are only Board members during a board meeting.  The Board has overall governance while the Principal has management.
School Docs is nearly completed.  This will be linked to the website.

Special Character
 Reports

Move to accept the Special Character Report
A Wylie/Fr Wayne

Induction meetings to be held: 2nd March for parents of new children then a Welcome Mass on 26th March when prayer books will be presented followed by morning tea.

Principal’s Report
Move to accept the Principal’s Report
L Frances-Rees/S Cunningham

Lorraine spoke to her report.

Move to adapt the Maths Targets in the Annual Plan – Enrichment Yrs 6-8
L Frances-Rees/S Cunningham

Strategic Direction
Move to adopt the 2017 Charter and Annual Plan.
R Davies/J Plieger

Move to accept and sign the Whitestone Community of Learning Memorandum of Understanding 2017.
L Frances-Rees/M Plieger

Lead Principal is Gary Shirley from Papakaio School.

Policies
Election of Board Chair:
Nomination:  Bev Conlan – A Wylie/Fr Wayne,
L Frances-Rees/SCunningham.  As there were no other nominations, Bev is duly elected.

Finance Chair:
Nomination:  Sharni Cunningham – Bev Conlan/Lorraine Frances-Rees.  Sharni was duly elected.

Code of Conduct was signed by Board members.

Move to delegate day to day management to principal bound by limitations described in Policies.
S Cunningham/A Wylie
Property Report
Move to accept the Property Report
L Frances-Rees/A Wylie

Scout hall renovation on hold till we hear back from the Diocese.  Leave with the Parish.  Ownership to come from Tony Hanning.

Letter to be sent to Bill Hayden for 10yr Plan.

Finance Report
Report tabled with recommendations:

1.      That the schedule of payments comprising of $53,125.47 for November 2016 and $98,485.67 for December 2016 as approved by the principal and reconciled with the bank statements together with the schedule of income comprising of $16,516.80 for November 2016 and $9,455.21 for December be received.
S Cunningham/M Plieger

Move to adopt the 2017 Budget.
S Cunningham/Fr Wayne

Motion: The Board authorises the Board Chairperson and Principal to sign the Statement of Responsibility for the 2016 Annual Accounts on the Board’s behalf when confirmation is received that the audit has been completed.
S Cunningham/M Plieger

Motion:  The Board approves the inclusion of a budget for the 2016 Statement of Financial Position and a budgeted Cash Flow which are derived from the Board’s 2016 operating and capital purchases budgets.
S Cunningham/M Plieger

To obtain quotes for upgrading the hall heaters.  Money to come from the phone book account.

Grants
Move to accept the Grants Report
S Cunningham/R Davies

In the past, an application has been made to Network Waitaki for funding towards the NYLD (National Young Leaders Day) in Dunedin.  An application will be made again this year.

Move to make applications to Youthtown and various other funding groups for funds throughout the year.
S Cunningham/R Davies

The Dominican Sister’s Conference is in Melbourne this year.  An application for funds towards Leanne Brookes’ costs was made to the Dominican Sisters.  They will pay the full costs for another person to attend the conference in May with Leanne.  Lorraine will attend with Leanne.

Cultural


Move to accept the Cultural Report
J Plieger/L Frances-Rees

To enable all cultures in the school to have an input, it was felt there should be a representative from both the Chinese and Filipino community on the Cultural Sub-Committee.

Strategy Report
Move to accept the Strategy Report.
R Davies/S Cunningham

Overnight responsibility to be approved by the Board and to be included in SchoolDocs.

Move to accept the Annual Plan.
S Cunningham/C Heaphy

Personnel
Professional development will be looked at each term.
L Frances-Rees/M Plieger

Bi-Election:
Last minutes stated 2 vacancies but have 3.
C Heaphy/J Plieger
Move to hold the bi-election on 23rd March.
Fr Wayne/M Plieger
Move to appoint Tony Brady as Returning Officer.
A Wylie/L Frances-Rees

A Bradley and B Wickham left the meeting.

Moved:
That the Board go into Committee to protect the privacy of natural persons pursuant to the provisions of Local Government Information and Meetings Act 1987, to discuss personnel matters.
B Conlan
Moved:
That the Board move out of Committee.
B Conlan

Correspondence
Motion: That the Inwards and Outwards correspondence be accepted.
B Conlan

Minutes of the Previous Meeting:




Moved:
That the minutes of the meeting held 6th December be accepted as a true and accurate record with the amendment of 2 vacancies to fill to 3 vacancies.

S Cunningham/Fr Wayne

Meeting Closed:
Meeting closed at 9.25 pm.

Next Board Meeting:

29th March 2017 at 7.00 pm


These are a true and accurate record of the St Joseph’s School Board of Trustees meeting held 14th February 2017.
Signed: _________________________________

Date:_________________________________
                                                                                            B Conlan
                                                                                             Chairperson



Board Election Timeline




December 2015

  • Grant Finn, father of Frankie and Lars in the junior school, attended the December meeting as an observer and is willing to fill the upcoming vacancy left by Tua Misiloi in February until the board elections in May 2016. The board recommends to fill this vacancy by selection. 
  • Board of Trustees
    Casual Vacancy for an Elected Trustee
    A casual vacancy has occurred on the board of trustees for an elected parent representative. The Board has resolved under section 105 of the Education Act 1989 to fill the vacancy by selection.
    If ten percent or more of eligible voters on the school roll ask the board, within 28 days of this notice being published, to hold a by-election to fill the vacancy, then a by-election will be held.
    Any eligible voter who wishes to ask the board to hold a by-election should write to:
    Chairperson
    Board of Trustees
    St Joseph's School
    36 Usk Street
    Oamaru 9400
    by: 14 January 2016
  • Decision about the school jersey - due to the increased cost and allergies to wool, a maroon polar fleece will be introduced in 2016.
  • Air Conditioners approved for upstairs in the senior block for 2016.
  • Uniform shop development for early 2016.
  • Hall kitchen upgrade early 2016 partially funded by the Board, Home & School & a grant as part of the hall upgrade project.
  • Youthtown grant successful for new basketball/netball hoops
  • Otago Community Trust donation successful towards hall upgrade project
  • Draft National Standard data analysis for reading, writing and numeracy discussed.
  • Science, numeracy and literacy reviews shared.

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