Bayfield School Board of Trustees – Meeting Minutes
Meeting date:
25 May 2021
Meeting start time:
7.00pm
Trustees attending:
Craig Priscott, Andrew Beuth, Shannon Joe, Jane Sharpe, Kerri McKay, Sarah
Taverna, Hannah Crosby
Others:
Jenine Flatt (secretary)
Meeting administration
Action
No new conflicts of interest declared. Prior minutes unanimously approved for signing
(Jeremy/Andrew).
Matters requiring external input
n.a.
Student focussed matters
The MoE has updated the Maori/Pasifika plans with a 30 year vision, and this was discussed within
the Bayfield context. There is a focus on ensuring there is no unconscious bias in our school, and
upskilling teachers on facilitating learning through a cultural lens. The new Te Reo and Kapa Haka
programmes are working well.
It was noted that attendance for our Maori and Pacifica children is well above national levels.
Student achievement data is also higher, particularly for Bayfield’s Maori cohort which are close
behind our European cohort.
Matters arising from prior meeting
Year 5/6 teacher re-arrangement was working well, with good feedback from teachers. The job-
sharing arrangement will be formally reviewed in a few weeks, and used to implement more formal
plans and protocols for job-sharing across the school.
Insurance of Titoki-iti was confirmed.
14 IPads were stolen from Year 2 space. Alarm system issues. $14k to replace the current security
Kerri
system. The existing system is now considered obsolete and parts aren’t available. A print was taken
from window by police. New security cameras/integrated security and alarm system quote to be
sourced. Kerri to notify the community.
A sign is required disclaiming any risk for those attempting to climb on the shade sail after hours.
Kerri
Changes have been made to make this very difficult, and no further physical changes were
practicable with undermining the structural integrity of the shade sail.
Analysis of student achievement data of in-zone and out-of-zone children was discussed. 60% OTZ
kids in Jnr School and this is likely to grow.
Andrew confirmed how the cyclical maintenance calculations work.
Parent subscription to TaxGift had been a little disappointing, although we will continue to include
this information in subsequent school comms (and eventually the new website).
A quote is being sought for a new sound system for the hall is being investigated, using the generous
parent donation.
Kerri
Strategic issues
There was a discussion about the reducing number of children living in the Bayfield zone, and
possible flow on effects in future. There were also children leaving for private schools each year. It
was agreed that Bayfield should survey those recent leavers to better understand their rationale.
ST/CP/KM
The school is still waiting for MoE approval for the fence. Kerri would like to see the gates able to
be locked overnight (magnetic?) to deter unwelcome visitors. Shannon will organise a BOT walk-
Shannon
around for those interested.
The Year 4 modernisation project is in the planning phase, with teacher feedback provided.
There was a brief discussion about better integrating Room 3 into the school as a hub for a variety
of activities.
It was also noted that the school would benefit from extra shade near the top field during summer.
Next steps for the Feedback Panel were discussed, with the staff survey going out soon. The parent
survey would be opt-in. Kerri, Craig and Sarah are continuing to work on this.
Sarah and Kerri provided a BCG update. The last meeting had a good turnout, and an annual plan
was being mapped out. The BCG is investigating a knowledge-athon as a fundraiser.
Kerri provided an update on the new website, which was aiming to be ready prior to the end of
term 2.
Kerri provided a kahui ako update.
Monitoring
Andrew noted our strong 2021 balance sheet position. Currently tracking to budget also. Staffing
spending is under budget at this point.
Andrew provided an update on the 2020 annual report, which was on track. The GST refund point
was noted. The final 2020 AR would be circulated by Kerri for an e-motion (this was subsequently
done and approved, with management confirming the Rep Letter was correct and ok to sign).
Kerri advised that the protected disclosures and visitors policy had been reviewed, and no changes
were required.
Kerri confirmed the first meeting of her 2021 principal performance plan had been completed.
There was a bank staffing meeting this Friday with key staff attending.
General business
Kerri raised the possibility of a staffroom refurbishment, and will revert with a plan and a proposed
budget for BOT approval.
Kerri
Craig raised the issue of BOT succession planning well ahead of our three year term ending, so the
Board can plan ahead and ensure institutional knowledge is not lost.
Kerri noted the changes to the governance model with terminology changes and the move from
trustee model to a representation model. This will need to be communicated to the community at
some point.
In-committee
Into committee at 9.40pm, finished at 10.15pm
Next meeting
Next meeting currently scheduled for 29 June 2021.
Meeting closed at 10.16pm.
Approved
………………………………………….
Date
……………………..
Board Chair
