Te Kura Board of Trustees Meeting
Minutes of meeting held Wednesday 4 March 2020
Level 2 Pohutukawa/Rata rooms, Portland Crescent, Thorndon
Present
Barbara Ala’alatoa (Chair), Maxine Moana-Tuwhangai, John Chemis,
Ruma Karaitiana, Mele Wendt
In Attendance
Mike Hollings (Chief Executive), Regan Dooley (Chief Advisor, Strategy), Viv Rogers (Deputy Chief
Executive, Te Kura Systems and Support), John Nisbet (ex-officio), Te Rina Leonard (Deputy Chief
Executive, Learning, Design and Evaluation), Anne Coster (Chief Advisor, Curriculum).
Scribe
Sandra Rekatsinas (Board-Executive Administrator).
Apologies
Stuart Middleton
PROCEDURAL
Section
Subject
APOLOGIES
The Board meeting was declared open 11:30am, starting with a
Karakia Timatanga – Opening Prayer.
The Board Chair, Barbara Ala’alatoa was impressed with the thoroughness of the notes prepared for this
morning’s Select Committee Hearing on the Education & Training Bill. She said that the background was
very informative, well planned and concise. Te Kura did well in putting forward its submission. Further
to this, the Board Chair reported that she was also impressed by the detail of all the Board papers.
1
MEETING ADMINISTRATION
1.1
Conflict of Interest Register Noted the Conflict of Interest Register as submitted with some amendments to be received from Board
member, John Chemis for the April Board meeting.
1.2
Agenda Review
Noted the Agenda as
tabled at the meeting.
1.3
Minutes of the Board meeting
The Board
received the Minutes of the Meeting held on 5 February 2020 and
approved them as a true
and accurate record.
Moved
Ruma Karaitiana
Seconded: John Chemis
1.4
Action items Noted progress on the action points, including:
•
Centenary 2020 planning: Confirmed that the intent is for a planning group with member(s) of the
senior leadership team to put together a proposed outline on what a Centenary could look like for
Te Kura. A proposal to come back to a future Board meeting to progress discussions.
1.5
Board Meeting Schedule 2020 Noted the Board Meeting Schedule 2020 and the request to change the dates of the July, September
and December Board meetings to better align with financial reporting timeframes. The amended dates
being:
•
Second Wednesday, 8 July 2020
•
Second Wednesday, 9 September 2020
•
Second Wednesday, 9 December 2020
The Board-Executive Administrator to send the revised Board Meeting Schedule 2020 to Members to
gauge availability.
COMMITTEE REPORTING
1.9
Employer Committee meeting held on 4 March 2020 (9:45am)
Noted matters considered this morning. In particular, the Committee covered setting the date of the
presentation by the external provider to the October Board. As well as this, receiving and considering
the findings of the review at its meeting in November 2020. Amongst other discussions, the Committee:
•
Decided to make some amendments to its Work Plan and the Terms of Reference, whereby
Voting Rights are aligned to ensure there is consistency for both terms of references.
Section
Subject
2.
CHAIR’S REPORT.
2.1
Chair’s report
The Board Chair, Barbara Ala’alatoa provided an update on the Ministry of Education (MOE) Induction
she had attended. In particular, she raised the need to have one point of contact with MOE to give
assurance that Te Kura is being considered on a wide range of matters. In turn, it was advised that the
designated contact for Te Kura is Andrea Schollmann, Deputy Secretary, Education System Policy.
On reflection, the Chair noted the importance of keeping ahead of significant environmental matters,
particularly what may come out of the Curriculum progress and achievement reports.
3.
CHIEF EXECUTIVE REPORTS
3.1
STRATEGIC
Noted this item.
3.2
Health and Safety Dashboard a)
Noted the Health and Safety monthly statistics for January 2020
b)
Noted there has been one reported incident in January 2020
c)
Noted that sick leave use in January 2020 is consistent with January 2019
d)
Noted there were no new bullying incidents reported in January 2020.
3.3
Chief Executive Monthly Progress Report. Received the Chief Executive’s Monthly Progress report for March 2020. Current matters included:
•
The Whanau discussions from visits to Auckland, Whangarei and National Library Huinga Ako were
overwhelming and heartening to hear the positivity of feedback. Further noting that the Taranaki
Huinga Ako was also very positive.
•
An update on expectations relating to Teaching Council teacher registration enquiry requirements
into teaching practices.
•
Attendance at the Kōkiritanga – Māori Learners hui. The topic of the kororeo was about Ka Hikitia
and collaborating with Maori Learners. Of particular note, the kororeo given by the National
Leader of Learning, Nga Mana Oreti was impressive.
•
Good progress has been made on discussions with the Ministry of Education about the use of the
Student Journey/Onboarding tool to get this underway. Further meetings will be held with the
Regional Health Schools and Oranga Tamariki.
•
A hui of the Kotuitui Tikanga will be getting together as part of the wider MOE engagement training
workshops to facilitate Ka Hikitia and Tua Mai Te Reo.
The Board adjourned at 1:00pm for a Karakia and kai and then resumed at 1.30pm to continue with….
• Progress on N4L discussions about trialling 4G/5G connectivity at Papamoa school followed by a
pilot at Portland Crescent, Wellington.
• The intent for Te Kura to have a presence at the Tainui Games and will have a stall with Te Kura
items.
• Progress on
Telling our story includes a recently pre-recorded interview with a RNZ journalist about
Coronavirus and student access to Te Kura to continue their education
, Summer School promotion,
Instagram and Twitter.
Turning to another matter, Board members noted the feedback and themes of the survey results from
the consultation on Learning Delivery Leadership. If the proposal is to proceed, it will take effect in
Term 2.
Moved Mele Wendt
Seconded: Maxine Moana-Tuwhangai
4.
FINANCE
4.1
January 2020 Financial Report
Noted the January 2020 Financial Report and the fact that increased revenue is largely attributed to
Summer School and Te Kura’s EFTS rate which is higher than usual.
Discussed that Te Kura has received the results of the EFTS audit completed by the Ministry of
Education. It was identified that 6.04 EFTS have been over claimed. A copy of the 2019 EFTS audit
results will be presented to the Risk Assurance Committee for noting.
The Board moved into In Committee at 1.48pm.
Moved: Mele Wendt
Section
Subject
Second Maxine Moana-Tuwhangai
The Board moved back into the Procedural part of the meeting.
5.
APPROVALS
5.1
Governance policies
Approved the Governance Policy on Remote Working and the Remote Working Arrangements
Received the
tabled Remote Working Staff Procedures and Management Guidelines that have been
developed to support the Policy.
Noted the next steps is to consult with the PPTA for endorsement and ratification by its members.
Moved: Mele Wendt
Seconded: Ruma Karatiana
Further, the Board
supported and agreed to the resolution to progress with a working from home
arrangement plan having considered the potential impact of a Covid-19 outbreak.
Moved: Ruma Karaitiana
Seconded: John Chemis
5.2
Risk Assurance Committee and Employer Committee Terms of References
Noted the revised Terms of References for both Committees were well canvassed.
Approved the attached amended Terms of References for the Risk Assurance Committee and Employer
Committee (the Committees), pending some changes agreed at the meeting.
Moved: Maxine Moana-Tuwhangai
Seconded: Ruma Karaitiana
6
NOTING AND INFORMATION
6.1
Inwards Correspondence/Outwards Correspondence
Received letter dated 18 February 2020 from the Secretary for Education regarding overseas domestic
students affected by the novel coronavirus outbreak who have been unable to enter New Zealand due
to travel disruptions and restrictions.
6.2
Enrolment Statistics (verbal update)
Noted the report and the fact that Duals and Summer School enrolments have attributed to the
statistics. Overall, a relatively encouraging picture of enrolments received to date.
6.3
Legislative Compliance report
Noted this report and summary of amendments for the month.
The Board acknowledged the Senior Risk and Operational Policy Advisor for a well summarised cover
note.
6.4
Annual Report update a)
Noted the update as work and progress and the NCEA results will be posted on the Website in an
infographic format consistent with last year.
Discussed that Te Kura’s external auditors, Deloitte advised that there is no material action to be taken.
It is expected that the Annual Report is close to being signed-off. Finally noting that matters relating to
Novopay is still to be advised by the Office of the Auditor-General.
The Board acknowledged the work of the Senior Planning and Reporting Advisor.
6.5
COVID-19 planning
a)
Noted this report and that the main interest is Workplace health & safety.
b)
Noted that Te Kura has an Epidemic Readiness and Response plan to ensure the school is well
equipped in the event of a national Covid-19 pandemic outbreak. Further, Te Kura has
produced rubrics to assess the level of severity and risk and the trigger points on which
processes are to be activated.
Discussed that student circumstances and/or affected areas as a result of Covid-19 will be monitored
through My Korowai in the event of any patterns emerging.
Discussed that work is underway by the Ministry of Education about provision for special leave category
for non-teaching staff.
Noted that additional expenditure for this work will be reflected in the forecast results.
The Chief Financial Officer will be taking the lead on COVID-19 in the absence of the Deputy Chief
Executive, Systems and Support.
Section
Subject
The Board acknowledged the comprehensive nature of the work and the assurance given that every
step is being taken for the wellbeing of all staff.
GENERAL BUSINESS
There were no matters of general business items discussed.
The meeting moved into the In-Committee part of the meeting at 3:00pm.
7
NEXT MEETING
April 2020
I move that the public be excluded from the
In Committee section of the Board’s agenda. This motion is made in
reliance of Section 48 (1) of the Local Government Information and Meetings Act 1987.
The general subject matter to be considered while the public is excluded, the reason for passing this resolution
in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of the resolution is:
General subject of each
Reason for passing this resolution in relation to each
Ground(s) under section 48(1)
matter to be considered
matter
for the reason for this resolution
CEO Matters and
Where the exclusion of public is necessary to protect the
s.48 (1) (a) (ii)
Personnel/Staffing Matters privacy of natural persons [OIA 1982 s.9 (2) (a) refers, and
also where necessary to avoid prejudice to the School’s
commercial activities [OIA1982 s.9 (2) (i) refers].
Sub-committee Reports
Avoid prejudice to commercial activities (OIA s.9(2)(i) refers)
s.48(1)(a)(ii)
and
protect the privacy of a natural person (OIA s.9(2)(a) refers)
Stakeholder Matters and
Protect the privacy of a natural person (OIA s.9 (2)(a) refers)
s.48(1)(a)(ii)
Media Issues
I also move that, Mike Hollings, Viv Rogers, Te Rina Leonard, Regan Dooley, John Nisbet, Anne Coster and Sandra
Rekatsinas as be permitted to remain at this meeting after the public has been excluded because of their
knowledge of these matters.
Moved: Barbara Ala’alatoa
Barbara Ala’alatoa
Date: 4 March 2020
Board Chair
