Te Kura Board of Trustees Meeting
Minutes of meeting held Wednesday 10 February 2021
L2, Rata/Pohutukawa meeting rooms

Present
Barbara Ala’alatoa (Chair), Maxine Moana Tuwhangai, Stuart Middleton, Mele Wendt, John
Nisbet
In Attendance  Mike Hollings (Chief Executive), Regan Dooley (Chief Advisor, Strategy), Michael Tompson
(Deputy Chief Executive, Systems and Support), (ex-officio), Anne Coster (Deputy Chief
Executive, Curriculum), Te Rina Leonard (Deputy Chief Executive Learning Delivery)
Scribe
Sandra Rekatsinas (Board-Executive Administrator).
Apologies
Ruma Karaitiana
PROCEDURAL

Section
Subject

APOLOGIES

Whakataka te hau ki te uru
Whakataka te hau ki te tonga
Kia mākinakina ki uta
Kia mātaratara ki tai
E hī ake ana te atakura
He tio, he huka, he hau hū
Tīhei mauri ora!

The Board Chair, Barbara Ala’alatoa declared the meeting open with a poroporoaki to acknowledge with
sadness the recent passing of Te Kura’s former Board member, John Chemis.  She noted his strong focus
in supporting education in rural communities,working alongside the Maori community and learner
aspirations. John will be greatly missed by the Te Kura whanau.

ERO review of Te Kura
Guest, Claire Douglas, Lead ERO Reviewer joined the meeting at 11.00am and was welcomed to the
meeting.
Board members noted Claire’s background and purpose of her meeting with Board was to discuss the
Review in broad terms. (A handout was also tabled at the meeting).
Key significant points were noted:
•  Broader approach to the inquiry and framing the priorities to get a diverse perspective of Te
Kura, including stakeholders.
•  Some lead time to be given for providing data gathering to the ERO team.
•  The design for framing the inquiry /review cycle to be developed for feedback by Te Kura to
ensure level of comfort.
•  Identifying some of the chal enges and constraints and reflections on performance and
strategies moving forward.

Discussed and noted the perspectives and interests expressed by the Board on the review.  This also
included the suggestion of inducting Review Team members to understand Te Kura’s role in the system,
who it serves and how it operates, its’ students needs, etc.

Next steps:
•  To meet with Te Kura to start planning out some of the practical steps in initiating the review that is
relevant to Te Kura.
•  A draft Terms of Reference for the review, including inquiries and data gathering wil  be made
available at a future Board meeting.
•  A Board meeting schedule of timings over the next few months to be sent to Claire Douglas, Lead
ERO Reviewer.

STRATEGIC SESSION: Climate Change | Action Plan
The Board identified Climate Change to be discussed in more detail as part of the Board’s strategic
session.

Section
Subject
The Chief Advisor, Strategy introduced the paper and provided background context that included
reference to links from the Beehive and media releases to support the Board’s climate change
discussion.

Provided comment that work is still maturing in terms of a Public Sector approach and the need to draw
on more guidance and direction from authorizing environments such as the State Services Commission,
the Ministry of Education and other relevant agencies for support to achieve Climate change goals.
Noted the Board discussion and interaction in respect to becoming carbon neutral by 2025 and
Te Kura’s contribution and strategic refresh to pursue this in line with the wider education sector was
noted.
Discussed taking the lead and model ing what a good organization should be doing on climate risk and
planning into the future.
Noted the importance of the Board demonstrating reasonable care, diligence and skill in assessing
climate related risks as a priority.

Management action:
•  Research the Ministry of Environment website on Climate Change Risk Assessment for NZ to identify
those risks that could apply to Te Kura.
•  Identify the top 3-4 climate-related risks in the next 10,20,30 years and look at mitigations of those
risks in the overall development of the climate change strategic focus.
•  Develop 2-3 strategic aims in the educative and operations arms, as a way of determining those
priorities.

The tabling of the NZCER Report on findings on ‘Climate Change and Sustainability in Secondary Schools’
was also highlighted as part of the discussion.
1
MEETING ADMINISTRATION
1.1
Conflict of Interest Register
Noted the Conflicts of Interest Register and the amendments to Interests’ received from Board Chair,
Barbara Ala’alatoa and Board member, Stuart Middleton.
1.2
Agenda Review
Noted the agenda was reviewed to include a discussion item on Koru Club membership threshold.
1.3
Minutes of the Board meeting
The Board received the Minutes of the Meeting held on 9 December 2020 and approved them as a true
and accurate record.
Moved:
Stuart Middleton
Seconded:       John Nisbet
1.4
Action items
Noted progress on the action points.
Noted congratulations was extended to John Nisbet on his appointment as Staff Representative on the
Board following the recent election results.
1.5
Board Meeting Schedule 2021
Noted the Board Meeting Schedule 2021 and next meeting wil  be held by Zoom.
Noted a Board discussion to be scheduled on the design of the ERO review as planning progresses.
Received clarification on the timelines for the discussion of the Annual Accounts.
2
COMMITTEE REPORTING
2.1
Employer Committee Work Plan 2021

Noted the Employer Committee Work Plan 2021 to be corrected to show the 2021 year through-out the
document.
Next steps:
•  The dates for next annual external self-review to be pushed out for at least another year (given the
last review was not long finished).
•  Amend any references to an external review and identify a slot to address the matter relating to
external and internal reviews.
•  A revised 2021 Work Plan to be presented to the next Employer Committee March 2021.
Board appointments update: The proposal to extend the terms for Board members Stuart Middleton,
Mele Wendt and Ruma Karaitiana to ful  terms. Filling the two Board vacancies is still in progress.
2.2
Risk Assurance Committee Work Plan 2021

Section
Subject
Noted the Risk Assurance Committee Work Plan 2021 with an amendment to show the Annual Work
Plan and confirmation of Committee dates to show as 2022.
Noted the need to establish a routine to have the review of the three-year cycle policies pertaining to
the Risk Assurance Committee presented.
3.
CHIEF EXECUTIVE REPORTS
3.1
STRATEGIC
Noted this item.
3.2
Health and Safety Dashboard
Noted the Health and Safety monthly statistics for December 2020 and comparisons to the ful  2019
year with 2020 where the information is available.

The DCE, Systems and Support provided an overview of the paper. He gauged the feedback on the
improved format for Health and Safety reporting to the Board.  He commented that the report has been
streamlined for ease of reference and gives more context where relevant.

Noted the highlights of the report. In particular, the reduction in sick leave and the number of reduced
incidents.  Also, staff turnover, the average length of service and aging workforce statistics relevant to
the wider sector was also discussed.

The Board was complimentary of the improved reporting format on Health and Safety matters.
3.3
Chief Executive Monthly Progress Report.
Received the CE Board Monthly progress report.  Noting,
•  A drop in international overseas students – the impact is unknown and may not be entirely COVID-
19 related.
•  A close watch on the Covid-19 response to ensure vigilance in the event of a move in alert levels at a
moment’s notice.
•  Targeted interventions TK400 has re-commenced this week and is running very wel . Work is
underway on transitions for ākonga.  Further, ERO has been conducting an evaluation on the
interventions in response to the Covid-19 impact on vulnerable ākonga. The findings wil  inform the
wider ERO review. Feedback on the evaluation has been positive from local kura and whānau.
•  Becoming a Bilingual Organisation has plateaued. SLT will be encouraging regular
te reo classes to keep te reo live. It was also noted the Ministry of Education is offering a te reo
Māori course for kaiako.
•  There has been approximately 1800-2000 ākonga registered for 2020/2021 Summer School (slightly
up from last year results).
•  The Auckland interventions are heavily Pacific and Māori.  This has raised the profile of Te Kura in
the Pacific community and some good stories have been shared.
•  There has been a remarkable response from regions on the Engagement and Wel being Programme
work that is underway.
•  Learning support work is underway to highlight opportunities for improvement.  In discussion with
the Ministry about Te Kura ultimately becoming a fundholder for ORRS.
•  Update and next steps on the Interim Funding Review paper which had been recently completed.
This paper will inform the longer-term funding review in the future.  Further information to come in
May fol owing the Budget Bid process.

The Chief Executive acknowledged the Deputy Chief Executive and his team for the great job done in
completing the paper and the relationships built along the way.
Requested action
•  An interim report on Summer School to be provided to the next Board meeting. Information to
include comparisons with 2020 Summer School.
•  Circulate to Board members a copy of the Interim Funding Review paper for information
Moved:        Barbara Ala’alatoa
Seconded:   Maxine Moana-Tuwhangai
4.
FINANCE
4.1
Financial Statements

Noted the draft 2020 Financial Statements excluding notes and summary of explanation on the

Statement of Comprehensive Income as tabled.

Section
Subject

The DCE, Systems and Support introduced the paper noting the key dates for both the Deloitte audit of
the annual financial statements and Ministry of Education audit of the Resourcing Notice.  The Ministry
was placing more emphasis on policy as opposed to the calculation of EFTS given the low margin for
error that Te Kura has achieved this year. He also mentioned the funding of TK400 that has been carried
forward into Budget 2021 as agreed at the last Te Kura Board meeting.

In addition, it was noted that there was an increase in personnel costs against budget for the month of
December.

Overal , he commented that Te Kura is in a good position (YTD in December) and that a higher revenue
result against budget YTD has been achieved.
4.2
2020 Funding Impact on 2021 Budget
a.
Noted that the current 2021 budget does not include $2.723 mil ion of revenue and expenditure
arising from funding received late in 2020 from the Ministry of Education as it was not known to
Te Kura and the Board at the time of the 2021 Budget being approved.
b.
Noted that until the 2021 and four out years budget is updated to include the 2020 funding
carried forward and the corresponding expenditure there will be variances between actual
revenue and expenditure in the first few months of 2021. The changes to the 2021 budget wil  be
incorporated and included after the completion of the audit of the 2020 year-end financial
statements.
Discussed that Budget 2021 will show a variance until audit confirmation and agreement has been
received.
4.3
2021 Resourcing Notice – Final Draft
Noted this report and the fact there is an increase in base- funding and the variable rate.
Discussed the key point to note is the expanded definition of engagement wil  see much better
improved definitions in the way that EFTS are calculated.
5.
APPROVALS
5.1
Governance policies
Noted this item.
5.2
2021 Charter and Annual Plan update
Approved the final draft Charter and Annual Plan for submission to the Ministry of Education by 1
March 2021.
Provided with a summary of the Charter survey feedback, the extensive process used for fol owing up
on feedback this year.
Noted the 2021 Charter and Annual Plan will be used as a guide for more detailed operational planning
by SLT and Managers.
Acknowledged the great work that has been carried out in completing this 2021 Charter and Annual
Plan.
Moved:
Mele Wendt
Seconded:
John Nisbet
5.3
2020 Analysis of Variance
Approved the 2020 Analysis of Variance for submission to the Ministry of Education by 1 March 2021
and key highlights of the paper as presented.
Provided comment about continuing to think about ‘value add’ to our indicators.
Moved:      Mele Wendt
Seconded: Maxine Moana-Tuwhangai
6
NOTING AND INFORMATION
6.1
Inwards Correspondence/Outwards Correspondence
Received letter from Minister Hipkins extending his condolences to the Te Kura Board for the passing of
John Chemis. He also acknowledged John’s significant contribution to education in New Zealand,
particularly for rural communities and young Māori.
6.2
Enrolment Statistics (Verbal update)

Noted the update as presented and that there wil  be a more detailed update provided at the next
Board meeting.
6.3
Whanau voice

Section
Subject
Noted the schedule and Board members’ interests in attending some of the whanau voice visits for
Board members to indicate their interest in attending.
6.4
Enhanced Engagement and Wel being (EEW)
Noted the progress to-date and next steps on the Enhanced Engagement and Wel being project.
Noted alignment with the Ka Hikitia action plan and the continued focus on improving engagement and
wellbeing.
Noted the Board wil  receive regular progress updates via the CE Board monthly report and termly
progress reports.
6.5
Te Kura Centenary 2022
a)
Noted this report.
b)
Considered and approved governance arrangements for the centenary with the involvement

of Board member, Maxine Moana-Tuwhangai as the liaison person.
Noted that planning is underway and is heartening to see the material received to date.
Provided comment that a draft pānui wil  be sent to kaimahi next week seeking feedback on centenary
celebrations ideas and to include information about the establishment of a working party.
Tabled some samples of the Te Kura logo (2 x black and white and 2 x colour) for feedback. The samples
will be decided and will be used in different circumstances.  Noting, also that the name ‘The
Correspondence School’ will be part of the Centennial logo.

Requested action
The Board Chair, Barbara Ala’alatoa to call the Secretary for Education, Iona Holsted about the
Centenary.
Board members were asked to seek for sponsorships via their network to promote the Centenary,
where possible.
6.6
Climate change (11:30am Strategic session)
Noted the background reading on climate change discussed at the 11:30am strategic session.
6.7
Te reo Maori Glossary of Terms
a)
Noted the reference list of Te Reo Māori terms and access this glossary via the Document

Library of Convene.
b)
Noted that updates to the document wil  be ongoing as required.
Acknowledged the usefulness of the document and style and that preference would be to include the
document in each Board paper pack so that it is readily accessible.
6.8
Numeracy Developments at Te Kura
a)  Noted the work in progress and proposed next steps given recent stories about declining Maths and
Science achievements.
b)  Provided comment about reorganising and repurposing current resources, and developing new
resources in Maths that are engaging, and support monitoring and tracking of ākonga progression
across the curriculum.

GENERAL BUSINESS

Noted the update from the pre-Board meeting discussion and response to the questions raised. Topics
of discussions were:
•  The proposed approach for meeting with kaimahi
•  Quarterly meetings with the Union
•  Governance and management.
•  Use of NZSTA professional development for Board members
•  Climate change and reduction of trips to Wellington.

In addition, the question was raised about Koru membership policy and threshold for kaimahi. The
Policy to be reviewed and presented to Board (Deputy Chief Executive, Systems and Support).
7
NEXT MEETING

March 2021 by zoom

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) (i )
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)(i )
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)(i )
Media Issues

I also move that, Mike Hollings, Regan Dooley and Michael Tompson, Anne Coster, Te Rina Leonard and Sandra
Rekatsinas as being 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: 10 February 2021
Board Chair

Document Outline