Fergusson Intermediate School
Board of Trustees Meeting
Held on Tuesday, 17th February 2026
Present : Paula Glen, Simon Kenny, Rachael Browne, Whaea Ange, Saurabh
Dhawan,Suzanne Wright, Sandra Honey, James Romans
In attendance : Anne McPhie (Secretary), Amy Perkins
Apologies : Saurabh Dhawan
Declaration of Interest : Nil Speaking Rights Given to: Amy Perkins,
Agenda Item
Discussion
Actioned
Approval of
Tabled as read.
Motion : It was moved to
Previous Minutes
approve the minutes for
Tuesday, 2nd December 2025
Moved : Rachael Browne
Second : James Romans
The board agreed.
Conflict of Interest No declarations for meeting
Appointing
AGM
Motion: The Board approved
Presiding Member
Called for nominations - Nomination for
the nomination of Paula Glen as
Paula Glen was put forward unanimously and Presiding Member for 2026.
was accepted.
Interest Register for 2026 Updated on doc
saved in Board Folder. - tabled.
James/Rachael/Sandra/Paula updated,
changed date.
Code of Conduct - tabled and signed. Look at
Google Accounts specifications at a later
stage.
Reflection of Phillip Paula acknowledged Phillips' passing in late
Hartell
December, and recognised his service to the
school community, and thanked the board for
representing the school at his remembrance
service.
Principal Report
Tabled as read. The only change is 321
Motion : It was moved to
students with 3 pre-enrollments.
approve the Principal’s Report
for February 2026.
Mention of TA who was injured. Different
Moved : Sandra Honey
plans for the playground are now set to make
Second : James Romans
the student/TA safe.
The board agreed
It has been a positive start of the year.
Presiding Member
Tabled as read.
Motion : It was moved to
Report
approve the Presiding Member
Report for February 2026
Moved : Suzanne Wright
Second : Ange Wallace
STAR attendance
linked
here)
Motion : It was moved to
Plans
Academic and Attendance data wil be discussed
approve the STAR Attendance
at the next meeting.
Plans. This to be put on our
website.
Informed from a lot of places, using language
Moved : Sandra Honey
which best reflects the way we communicate with
our families. Does fol ow a descriptive format,
Second : Suzanne
does use language as required. Chosen not to
include tiered response letters from the Ministry..
Recognising that “one size does not fit al ” for our
community.
We have increased the level of internal oversight
regarding attendance data. By having "more eyes"
on the numbers, we are moving beyond simple
daily tracking to identify long-term trends and
patterns.
Attendance Services in Lower Hutt want to be
more proactive with schools. Referrals are sent to
them as needed.
Importance of the school working with the families,
finding the solution.
UH Schools
Invite extended to BOT. Discussion about
Network Discussion schools running out of space. FIS will be
- 26th March,
hosting. - Schools to talk about enrolment
5.30pm.
schemes and zones and what we need to do to
ensure the Upper Hutt Network is effective, so
that children in Upper Hutt can attend a local
school that is convenient and not overcrowded.
Strategic Planning
Strategic Planning and Goal Setting
Plan Review: The Board discussed the depth
of involvement required for the upcoming
Strategic Plan. It was agreed that the current
plan will be reviewed and "refreshed" to
ensure it remains relevant.
Alignment of Goals: It was noted that goals
will be determined by specific priorities. A
key action is to align the Analysis of Variance
(AOV) outcomes directly against the Strategic
Plan to measure progress accurately.
● Action Items: Simon is tasked with
sourcing or developing a planning
template.
Full discussion and formal goal-setting are
carried forward to the next meeting, which
will be the primary focus of that session.
Our Annual Plan goals MOE Toolkit here for
viewing
Exit Questionnaire
Tabled and discussed.
Summary
Finance
January Finance Report - Tabled
Moved : That the BOT to
approve the January 2026
Finance Report.
Moved : Sandra Honey
Second : James Romans
2025 Draft Annual Accounts.
Recommendation : That the
Will be completed for 20th February
BOT delegate the authority to
approve the draft accounts for
Audit to the Presiding Member
and Principal.
Moved : Sandra Honey
Second : Suzanne Wright
Payment of Teaching Salaries 2026
Recommendation : The BOT
approves all staff including
relievers will be charged to TS
any overuse which cannot be
managed within the banking
staff will be charged to BG.
Moved : Ange Wallace
Second : James Romans
Applications for Grants
Recommendation : BOT
approval is given for research to
be done into finding a
Professional Fundraiser to assist
with grant applications that
align with our school goals.
Moved : Paula Glen
Second : James Romans
James to connect with Tina and Paula re
BOT role in governance with finances
Budget
Tabled.
Recommendation : The Board
Assumptions 2026
moved that the Budget
The Board has moved to approve the 2026
Assumptions be approved for
budget with a projected deficit. This decision 2026.
follows a year where enrolment targets were Moved : James Romans
not met, placing pressure on our cash
Second : Paula Glen
reserves.
Look at utilising two classrooms from Kaitoke
block to provide the necessary space for 50
additional students.
Look at where to repurpose the spaces for
“Kickstart” etc. There is an opportunity to
use the tech spaces in the afternoons.
Need to find sustainable solutions to get
funds. Would look at marketing to attract
families to Fergusson Intermediate.
There is a meeting scheduled for next month
with the MOE regarding zoning.
Points to note :
- Review our roll intake, how it will look
for the school.
- Look at a marketing plan.
- Managing our enrollment zone.
- Liaising with Upper Hutt School, but
being mindful of the neighbouring
intermediate school.
- The outcome of the meeting with the
ministry, look at where the students
are.
- Look at bringing in a professional
fundraiser to focus on securing grants
and sponsorships.
- Able to be charged for activities that
we can charge for e.g. William Pike.
- Reviewing school donation schemes,
extra curricular activities.
- Tina to look at fund raising plans,
extra curricular activities.
Health & Safety
Policy - induct contractors, police
Update
vetting.Assurance given.
Flipboards for ease of navigating scenarios
for school t - James to find out.
Some tree branches fell from the storm,
fences had some damage, no building
damage, thank you to Seymour for his mahi
to tidy the grounds .
Property Update
- Special needs toilet completed in January.
- Automatic door in admin block completed.
- Painting around the hall completed.
Cultural Advisor
All Students - coming to Ōrongomai for visits
Kapa Haka has started. Big group - leading
up to the Ōrongomai celebrations and
showcase. Lots of talent coming through.
Pacifika - looking at using ex students from
the college to support this with Jess leaving.
Policy & Procedure Carried forward to the next meeting.
Board Work Plan - Carried forward to the next meeting. Sandra
and Paula to connect.
Correspondence
6th February Email - OIA Request (Academic
Action :
Research) – Board policies on trustee use of
Paula to respond to the email.
personal devices .
Sandra to draft a response.
Look at NZSTA website, there is a template
Will send to School Docs to
that has a standard response.
check.
7th February Email - Scent Ways - have
asked whether they can use the school
grounds for scent detection training.
- The board agreed but to make sure
that there is a memorandum of
understanding. What does their policy
involve? A koha donation.
Action : Tina to respond to the email.
Review
Shorter time.
Next Meeting
Tuesday, 24th March 2026
Meeting closed
8.26pm
Carried Forward/Raised
Action
AI Policy - carried forward, to be
Simon to talk to staff..
discussed with staff and present
On school docs that are being looked at.
needs to board..
Carried forward to the next meeting.
Board Roles - Descriptions partially Paula
complete
Edge App
Review Communication
Kimi Ora
Update community - when appropriate - no
comms as yet
Property
Saurabh to organise a 2nd hui with Tina.
Fundraising policy
Complete - Sandra to update School Docs
Bike track
Carried forward
Suspensions -
Paula - agenda done, checklist to be done.
Checklist/Process/Agenda
Ronda / Kickstart
Review security cameras
Simon
H & S Role
Paula and Suzanne to meet
Finance Role
Paula, Tina to meet with James
Strategic Plan
Simon
Board Work Plan
Sandra and Paula to meet
H & S Incident Flipboards
James to price out
Enrolment/school
Review - Management - to report back to
promotion/Numbers
Board
Electronic Signature : Date : 24 March 2026
Paula Glen
Presiding Board Member
