Bayfield School Board of Trustees – Meeting Minutes
Meeting date:
7 December 2021
Meeting start time:
7.00pm (via zoom)
Trustees attending:
Craig Priscott, Andrew Beuth, Shannon Joe, Jane Sharpe, Kerri McKay, Sarah
Taverna, Hannah Crosby, Jeremy Arthur
Others:
Jenine Flatt (secretary), Natalie Hayes, Isa Rive
Meeting administration
Action
All present, no conflicts of interests.
Prior meeting minutes approved and passed (Shannon/Andrew).
Interim meeting minutes from 10th November 2021 were also approved and passed (Jane/Hannah)
Matters requiring external input
Nat and Isa have provided an update on the new school website. The Board were pleased with the
progress. It will be rolled out in the new year, once further testing has been completed.
Student focussed matters
The Board discussed Kerri’s proposed changes to Bayfield’s parent reporting framework, after
feedback panel surveys of teachers and parents. It was agreed that the new system would be
reviewed in Term 2 2022, after the first parent meeting, to check how it is going.
Matters arising from prior meeting
Homework policy will be deferred until 2022.
The 2022 Board election was discussed, including the need to actively encourage out of zone
parents to reflect the trend towards a 60% out of zone split in the junior school.
There are a number of students leaving before Year 6 (mostly to attend private schools). A leaving
Kerri
survey will be sent to these families to ascertain the more detailed reasons in 2022.
Strategic issues
MOE has extended SIP project submission to 31/01/22.
Yr4 block: The tender process has been pushed to 2022.
Fence: The gate electronics are still to be fitted but are imminent. A final walk around with SJ & KM
will be done once complete.
Hall sound system: Is almost finished and on budget.
School static sign (corner of Clifton Road): Now that the new fence is largely complete the question
is whether the school needs a new sign. There were variety of views, with a majority of Board
members feeling that a new sign would be desirable. But remains subject to costing and branding
discussions.
The Board did support the investigation of a digital sign where the Kellands sign currently is, for
passive income in future years.
Snr Playground: An update of the cushion fall for the senior playground has been investigated with
a $20k quote received. Currently, there is $8k to spend from the existing budget. The replacement
cycle for such matting should be 10 yrs yet the current matting is wearing badly after only 5yrs.
Kerri
More quotes are needed from suppliers, and warranties will be investigated.
BCG update: only 6 parents attended the Dec meeting. There is a need to communicate what the
BCG is, and its role to new families. A new chair is also needed with the current chair stepping down
from her role.
H&S: Nothing new to report. Under current Covid restrictions from the MOE, schools stay at level
3.2 until the end of the academic year.
2022 Budget (and annual donation): The 2022 budget is tight with a projected deficit of $45k in
Kerri
comparison to this year (and this includes the assumption that the BCG will raise $60k, which may
not be feasible in a Covid environment). There was a discussion as to whether the school should
raise the annual donation from $515 to $540 account for inflation, and take the pressure off
fundraising. This motion (Kerri/Craig) was passed on 4/3 basis (Andrew, Hannah, Jane against). The
Board also agreed to adopt a BCG fundraising assumption of $10k (net) for the draft budget,
pending finalisation early next year.
Monitoring
Covid update / online learning: Nothing new to report. General consensus from the community and
teachers is positive.
Monthly finance report: We are finishing the year well. The Capex spend portion is up due to re-
purchasing items stolen from the last break-in.
Policies and procedures: Nothing new
2021 Principal performance planning: Interviews of staff took place on Friday. Julie now has to
interview the BOT (2 members and the Chair). The full report on trends, etc will be available in
February 2022.
General business
There was a brief discussion about the final BOT letter to parents, and what it should include. Craig
to draft and circulate for comments.
Craig
In-committee
Into committee at 9.58pm, returned to main meeting at 10.02pm.
Next meeting
Next meeting currently scheduled for 22 February 2022.
Meeting closed at 10.05pm.
Approved
………………………………………….
Date
……………………..
Board Chair
