NAENAE COLLEGE BOARD OF TRUSTEES
Minutes of the Board of Trustees Meeting
held on Thursday 28 October 2021 at 6.30pm
Present:
Sarah-Jane McCosh (Chair), , Karen Shepherd, Tafaoimalo Loudeen Parsons,(Elected
Representatives), Trudy Stead and Tia Turahui, (Co-opted members), Nic Richards (Principal),
Devon Turi (Staff Representative), and Te Rina Isa’ako (Student Representative)
Absent:
Andy Soper and Rome Vailini
In Attendance: Guests – Teana Fowell And Eric Parker (incoming Student Representative)
In attendance: Annette Dyer (Secretary)
Devon provided the karakia for opening and closing of meeting.
S-J welcomed everyone to this meeting.
Focus: Student wellbeing and success:
This focus item will be a standing agenda item.
Loudeen drafted documentation and sent it to board colleagues for review. It proposes two ideas to
come back to the table next meeting. Two separate projects are contributing to the school vision which is
about creating a supportive environment for all the students. More detail will be provided for the next
meeting.
● In the meantime, Loudeen asked that members read through the Mo
E Te Pakiaka Tangata
document1 (link in footnote). Pick out what you think is most meaningful for us here at NNC. To
bring together physical, mental and emotional, social and spiritual dimensions.
● Fale project – the vision is to have a forward-facing building that reflects a pacifika flavour. Also to
have something beautiful. Loudeen has contacts in Victoria University’s Architecture school who
can help. A fale will be valuable to the community particularly with housing issues meaning less
gathering space and less places to call your ‘own’. Loudeen suggests a small working group and a
separate consulting group who feed in other knowledge. For the next meeting Agenda.
1. Student Representative report
Te Rina’s report was taken as read. Students enjoyed actually having the senior formal. A lot of students are
ready to finish the year as it’s been a long year with Covid impacting on school. The board acknowledged and
farewelled Te Rina, and welcomed Eric Parker in the role of student representative.
●
Motion that the Student Representative’s report be accepted.
Te Rina/S-J
Carried
1 https://assets.education.govt.nz/public/Documents/School/Supporting-students/Pastoral-Care-Guidelines-Te-Pakiaka-TangataNov2017.pdf
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2. Staff Representative report
Devon’s report was taken as read. Three weeks of school left for seniors. Revision for externals. Planning
underway for EOTC for the juniors. Two days EOTC this year due to Covid. Teachers are working up their
proposals. Exams will still be running so this will be taken into planning. Some EOTC activities will be onsite.
●
Motion that the Staff Representative’s report be accepted.
Nic/Karen
Carried
3. Principal’s report – 28 October 2021
● Covid: Nic advised that externals coming onsite only need to be vaccinated if they are interacting with
students. Also, there is currently no requirement for students to be vaccinated. However, if you are
working in education you are mandated to be vaccinated, under the Health Order to be vaccinated. As
of November 16 you cannot be onsite working with students. Nic advised that we don’t yet have MoE
advice around employment if staff refuse to get vaccinated. Supervisors of exams will have to be
vaccinated.
● Achievement. Nic and Devon advised that the things that have been making a difference for students
are: Additional programmes, targeting of students, Homework Club, Kapa Haka and Poly - encompass a
lot of students. The wider curriculum is helping and is being refined. For example, the Manaaki Marae
programme is being offered. Ongoing rationalising of credits has provided a more stable programme
that students can manage better. At present there is still a community mindset around competitive
credit number. We (including board) have to ensure people realise that targeting is better. Analysis
was done about how it would impact on students and they targeted students who would be at risk of
not achieving their NCEA level.
● Prizegivings: based on ministry advice and other schools in region student prizegivings will be
streamed for parents. We can’t have the community coming into the school for those big events. Sad
when we want to celebrate students’ success. Prizegiving stream or second choice is to video. Some
colleges are doing 5 prizegivings, but we will probably do two: rolling grad into junior prizegiving
probably. This also impacts year 8 parent events. Faculties will be asked to do a small blurb about
what the faculty does so the students can choose their option. The videos can be posted on the
website and families can watch these later. Teana (guest) thanked staff and everyone for all their hard
work.
Motion that the Principal’s report be accepted.
S-J/Loudeen
Carried
4. Sub-Committee Reports
● Resource Committee – Fire alarm system is quite sensitive and call-outs are no longer costing the
school money. There has been less expense this year. Also less vandalism. New toilets have only
suffered a minor case of doodling, the security cameras weren’t working but anything like this is being
cleaned off immediately to discourage any further. We are now getting a rapid response from the
security camera and other doors have been installed.
o Capital Expenditure – the committee believes a useful guideline is to set aside around $50k each year.
This needs to be set aside in the budget when the budget is approved.
o Marae kitchen upgrade approx. $26,000. Contingency required. This would go to approximately $35k.
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MOTION: that the Board approve that $35k is set aside for the marae kitchen upgrade.
S-J/Tia
Carried
o Maintenance: it is really important to regularly maintain the Marae facility and preserving the quality of
the building for the school and community. An inventory is also needed, and can be done with student
help.
o Teana (guest) suggested that there could be a working bee - her family could be involved as well as
students could be involved.
MOTION: that $10k be set aside each year for major projects and $5,000 for the upkeep of the marae
(smaller projects).
Nic/Tia
Carried
MOTION: that an annual amount of $10k is similarly set aside for a fale fund.
Nic/Karen
Carried
Motion: that the Resource Committee Minutes be accepted.
S-J/Nic
Carried
5. General Business - Nil.
6. Correspondence
● NZSTA information received re: Covid.
● Transitional housing community update. A group is involved with this.
● Policy reviews – Andy had sent out the recommended policies for review. The Board can view the
reviewed policies through School Docs. Andy will advise the board of the review topics for term 4,
police vetting etc. please keep an eye out for correspondence.
● Nothing further from Arise. Nic’s email was received.
● Emails to parents re vaccinations have been clarified. Pharmacy was coming in again Friday next week.
● Board message to go into our Newsletter: NNC Board are supportive of getting our community and
country to 90% double vaccinated. A statement from the Board to go in the Newsletter, in three
languages. We value our community and protecting our community and this is our position.
●
MOTION: that the Board support vaccinations that are occurring at school next week
Nic/Karen
Carried
● Advice on Triennial BOT elections. These are now happening in September 2022 rather than May, in
order to allow for internet voting. If current board member/s were to step down before September,
the board can continue as is (according to NZSTA advice), or co-opt as required. However the ratio of
elected representatives must be greater than co-opted representatives.
7. Minutes of previous meeting
● held 23 September 2021. Tabled in pre-reading pack and taken as read, apart from particular queries
or corrections. One correction required. Andy did a Karakia (this should be the other way around).
●
Previous actions:
-
Action for Karen – look into property and equity funding. Karen is drafting a letter for Nic. Ongoing.
(from August Minutes). Nikau Trust discussed- Andy/Nic. SJ-Rome still to meet. Schooldocs –
ongoing.
Motion: That the minutes of the previous meeting be accepted.
SJ/Trudy
Carried
8. Items for next agenda
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● Locking in a date for BoT (non-staff) members to gather re strategic prioritising. S-J has booked a
community space in Naenae, in Hillary Court, for this. 2pm-4pm (though we actually have all
afternoon. Loudeen suggested this be locked in, all agreed.
● Board function date also locked in as: Sunday 12 December . Suggestion was to go to a café/restaurant
rather than a private home this time. All agreed.
CLOSING THOUGHTS/KARAKIA: Devon.
Meeting closed at 9.00 pm.
Signature: ________________________________ Date: _________________________________
MEETING
ACTIONS REGISTER
Responsible/ Due Date/By
Actioned (√
) Next Meeting
SEPT 23
Strengthening Student Engagement – report back in
S-J
Jan. 2022
January
FEB 25
To draw up appealing strategy document for the
Rome/SJ
Ongoing
website. Organised to meet in the holidays.
FEB 25
Schooldocs - Andy will send a message to members to
Andy
As required
flag documents which come up for review.
REFLECTION/KARAKIA ROSTER
28 Jan
25 Feb
25 Mar
15 Apr
27 May
24 Jun
Kai
Karen
Trudy
S-J
Loudeen
Trudy
Karen
Meeting opening & close
Tia
S-J
Rome
Andy
Devon
Tia
29 Jul
26 Aug
23 Sept
28 Oct
25 Nov
Kai
Te-Rina
Tia
Andy
S-J
Rome
Meeting opening and close
Loudeen
Karen
Trudy
Devon
S-J
If you cannot do a session your name is down for, please just separately arrange a swap with someone
else.
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